Southwest Power Pool, Inc. ORGANIZATIONAL … secretary...Bylaws Section 3.2 . Attendance and Proxy • A oxy provided to another representative of the pr Organizational Group will

Relationship-Based • Member-Driven • Independence Through Diversity

Evolutionary vs. Revolutionary • Reliability & Economics Inseparable

Southwest Power Pool, Inc. ORGANIZATIONAL GROUP CHAIRS AND STAFF SECRETARIES CONFERENCE

Monday, November 16, 2015 Southwest Power Pool, Auditorium B – Little Rock, Arkansas

• A G E N D A •7:30 a.m. to 4:30 p.m.

7:30 am Continental Breakfast

8:30 Welcome ........................................................................................ Carl Monroe

8:45 Meeting and Governance Fundamentals ....................................... Paul Suskie

11:15 Stakeholder Survey Responses and Most Recent Questions ....... Carl Monroe

12:00 pm Lunch

1:00 Collaborating with Other Working Groups and MOPC Panel Discussion……….. Don Shipley, Antoine Lucas, Noman Williams, Dennis Reed

2:00 Break

2:15 Facilitating your Working Group .............................................. Donna Freeman

3:15 Updates ............................................................................................................. a) SPP.ORG -David Averyb) Stakeholder Prioritization Process - Annette Holbertc) Strategic Plan - Michael Desselle

4:00 Q and A

4:30 pm Adjourn

1 of 129

1

SafetyIn the event of an emergency, the nearest exit is immediately to the right as you exit the auditorium.

InternetTo access the wireless internet, you will join the network named SPPGuest. Your browser will pull up a page for you to enter your email address, and you will be connected (no password required).

RestroomsTake a left out of the Auditorium, take a left at the next hallway and the restrooms will be at the end of the hall on the left. A second set of restrooms can be found behind the stairway in the atrium.

SmokingThere is a designated smoking area at the back of the building outside the break room area. You will take a right at the hallway past the restrooms and go out the back doors off the break room. The doors automatically lock. An employee will have to let you back into the building.

Welcome to SPP!

2 of 129

Organizational Group Chair & Staff SecretaryConference

WelcomeCarl Monroe, Executive Vice President & Chief Operating Officer

November 16, 2015

23 of 129

Workshop Purpose1. “Sharpen the saw” on fundamentals and key skills

2. Share experiences and tips

3. Build a framework for effectiveness

34 of 129

Introductions1. Name

2. Organization

3. Working Group

4. Role

5. Time in Role

45 of 129

AgendaMorning

– SPP Meeting Governance Fundamentals

– Stakeholder Survey Responses and Most Recent Questions

Afternoon– Collaborating Across Working Groups

– Facilitating your Working Group

– 2015 Updates

56 of 129

MEETING AND GOVERNANCE FUNDAMENTALS

6

Paul Suskie, Executive Vice President, Regulatory/Legal

7 of 129

Outline

• Role of the Chair and Staff Secretary

• Tariff relationship

• Scope statements/charters

• Meeting logistics

• Meeting fundamentals

•Staff Secretary resources

78 of 129

THE ROLE OF CHAIR

89 of 129

Defining the Role - Overview

• Oversee/guide general administrative matters, issues resolution, and general support in accordance with SPP’s Bylaws and established processes

• Facilitate working group meetings• Requires oral and written communications, and

meeting/group facilitation• Serve as escalation point for the respective

working group• Collaborate with other chairs as needed

910 of 129

Defining the Role – Essential Functions

• Approve meeting agendas• Attend each meeting• Provide facilitation to the Organizational Group as

needed to ensure achievement of goals and tasks• Ensure follow-up on action items of the group• Oversee appointment of any related task forces

and ensure appropriate reporting back to the group

1011 of 129

THE ROLE OF STAFF SECRETARY

1112 of 129

Defining the Role - Overview

• Assist the Organizational Group Chair and workinggroup members with general administrativematters, issues resolution, and general support inaccordance with SPP’s Bylaws and establishedprocesses.

• Requires broad skillset including oral and writtencommunications, meeting/group facilitation, andconsiderable attention to detail.

• Requires contact and work with employees atvarious levels of the organization, Members,customers, and vendors.

1213 of 129

Defining the Role – Essential Functions

• Develop initial drafts of meeting agendas and background materials; finalize with chairman.

• Coordinate all meeting logistics.• Provide facilitation to the Organizational Group as

needed (non-voting).• Develop and distribute minutes of each meeting in

a complete and timely manner.• Track and ensure follow-up on action items.• Track the schedules and agendas for all related

Organizational Group meetings, noting any coordination needed. 13

14 of 129

THE TARIFF RELATIONSHIP

1415 of 129

SPP’s Tariffs

• All jurisdictional utilities are required by FERC to file their tariffs and related documents in an electronic system

• eTariff is maintained by SPP’s Regulatory department

• SPP’s tariffs are available on the Interactive Tariff page of SPP.org

1516 of 129

SPP’s Tariffs (cont.)

• SPP has four tariffs:

– Open Access Transmission Tariff (OATT)

What does the Tariff say?

– Governing Documents Tariff

Bylaws

Membership Agreement

Membership Agreement Amendments

– Service Agreements Tariff

– Rate Schedules and Seams Agreements Tariff16

17 of 129

SCOPE STATEMENTS/CHARTERS

1718 of 129

Scope Statement/Charter

• Purpose• Scope of Activities• Representation• Duration • Reporting• Changes

– Corporate Governance Committee (CGC) and Chair to review annually

– Require approval by the respective “forming group” or Board committee, CGC, and Board of Directors

1819 of 129

Bylaws Section 3.1 Structure

• Criteria for serving on an Organizational Group will be determined in the group’s scope.

– The group should clearly state any special technical knowledge required, the frequency of meetings, and any other information that would indicate the expectations of someone serving on the group.

1920 of 129

MEETING LOGISTICS

2021 of 129

Meetings – Logistics

• Meeting Planner– Location and meeting room set-up– AV, food, attendee count

• Notices– In writing (date, time, place, and purpose)– Regular or special meeting: 15 days in advance– Teleconference: 1 day in advance

• Materials– Agenda, past minutes, reports/recommendations

w/supporting documents– Post 7 days in advance

2122 of 129

Meetings – Logistics (cont.)

• Follow-up– Minutes w/background materials Post 7 days following

– Submit monthly update for The Org Report– Update calendar on SPP.org with future meetings– Initiate meeting planning– Follow-up on Action Items– Prep reports/recommendations

2223 of 129

Meetings – Templates

• All templates are available on The Circuit– Action Items– Agenda– Scope statement– Minutes– PowerPoint presentations– Recommendation– Sign-up lists– Reports

• Consistency across working groups is critical

2324 of 129

Electronic Distribution of Communications

• “Exploder” list versus “members only” list

2425 of 129

BYLAWS AND MEETING FUNDAMENTALS

2526 of 129

Bylaws Section 3.1 Member Representation

• Members are expected to provide representation to Organizational Groups as requested.

• Unless otherwise provided in these Bylaws, Organizational Group representation will be appointed by the Board of Directors, who shall consider the various types and expertise of Members and their geographic locations, to achieve a widespread and effective representation of the Membership.

2627 of 129

Bylaws Section 3.2 Attendance and Proxy • A proxy provided to another representative of the

Organizational Group will not be recorded as attendance at the meeting and will not serve to meet or maintain the quorum requirements.

• A proxy provided to another person with the authority to act on behalf of the representative will be recorded as attendance at a meeting for the purpose of meeting or maintaining the quorum requirements.

2728 of 129

Bylaws Section 3.2 Attendance and Proxy (cont.)

• A representative may not grant a proxy for more than three consecutive meetings without the express consent of the chair of the Organizational Group.

• If a representative exceeds the proxy limit, he/she will be considered to have resigned from the Organizational Group and the vacancy will be filled in accordance with these Bylaws; except, in the case of any full representation Organizational Group, in which case a new representative will be solicited from the member company.

2829 of 129

Bylaws Section 3.8 Quorum

• The quorum for a meeting must be established and maintained throughout the meeting in order for the Organizational Group to take any binding action(s).

– This limits conveying of proxies as meeting adjournment approaches such that only a few representatives remain present, but would hold proxies and continue voting.

• Notwithstanding the above, any actions taken before a quorum is lost are considered valid and binding.

– This clarifies that earlier actions are not “lost” with the loss of a quorum.

2930 of 129

Bylaws Section 3.9 Voting

• MOPC– Voting formula

• Organizational Groups and Task Forces– Simple majority

• Standards Development Teams– Standards Development Process Manual

Email voting is allowed for MOPC, Organizational Groups, and task forces

3031 of 129

Bylaws Section 3.1 Vacancies

• Except for any full representation group, an appointment to an Organizational Group is for an individual, not a corporate entity.

• Seats on groups are for a person, not a company; if a person can no longer serve, another individual from the same company cannot simply assume the seat.

• Reference: Nomination, Appointment, and Election Handout.

3132 of 129

Bylaws Section 3.1 Vacancies (cont.)

• Organizational Group vacancies will be filled on an interim basis by appointment of the President unless otherwise provided for in the Bylaws.– Must be filled by a representative from the

same sector– Solicit nominees– In consultation with Chair, nominate

replacement to President– If approved, update rosters and distribution

lists32

33 of 129

Bylaws Section 3.5 Meetings

• SPP meetings shall be open, however, any Organizational Group may limit attendance at a meeting by an affirmative vote of the Organizational Group as necessary to safeguard confidentiality of sensitive information, including but not limited to Order 889 Code of Conduct requirements, personnel, financial, or legal matters.

3334 of 129

Meeting Participation

• All meetings are open and may include– Regulators/staff– Media– Non-Member entities

• Openness means full participation unless otherwise stated– Participation in debate– Cannot vote

3435 of 129

Introductory Language

“Ladies and Gentlemen,

Please be advised that this meeting is public and that the notice of this

meeting was posted on the SPP website and publicly announced.

Participants should keep in mind that the listening audience may include

members of the press, representatives of various governmental authorities,

in addition to the expected participation of many industry stakeholders.

Thank you for your participation and I will now turn the meeting back to

Chair _______.”

3536 of 129

Executive Session

• Working group may go into executive session in certain circumstances– Confidential information– Competitive information– Legal matters– Personnel matters

• May be determined in advance or while at the meeting

• Attendees are the representatives plus anyone invited by the Chair

3637 of 129

Bylaws Section 4.6.5 Executive Session

• Board of Directors– Executive sessions (open only to directors and

to parties invited by the Chair) shall be held as necessary upon agreement of the Board of Directors to safeguard confidentiality of sensitive information regarding employee, financial, or legal matters.

3738 of 129

Bylaws Section 9.7.10 Executive Session

• Regional Entity Trustees– Executive sessions (open only to Trustees and

parties invited by the chair of the Regional Entity Trustees) shall be held as necessary upon agreement of the Regional Entity Trustees to safeguard confidentiality of sensitive information regarding employee, financial or legal matters, or confidential information related to compliance matters.

3839 of 129

Roberts Rules of Order

• Generally govern all SPP meetings on any point not specifically covered in the Bylaws

• Copies are available for reference

3940 of 129

Annual Assessment/Survey

• Groups must review attendance, meeting frequency and meeting costs each year– Ensure rosters on SPP.org are always current!

• Groups will be surveyed each year– Results should be reviewed by the group

4041 of 129

STAFF SECRETARY RESOURCES

4142 of 129

Staff Secretary Resources Page

• Available on The Circuit

– Robert’s Rules of Order – An Introduction

– Roster of Chairs and Staff Secretaries

– Conversational Capacity for Staff Secretaries

– SPP Template Library

– Workshop and Development Sessions

4243 of 129

4344 of 129

STAKEHOLDER SURVEY RESPONSES AND MOST RECENT QUESTIONS

44

Carl Monroe

45 of 129

Approach to Addressing Comments

• Every comment/concern requiring a response was assigned a business owner

• Business owners designated a priority level (low, medium, high) to the items assigned to them

• Managers/business owners worked with their teams to create action plans

• Progress is checked every other month

4546 of 129

Positive Expectations from Stakeholders (General Themes)• More transparent

• Responsive and helpful

• More efficient

• Better listeners

• Balance and coordinate our communication –too much noise

• Stop trying to please everyone (servant/leader balance)

4647 of 129

Status of Item Priority

Closed (65)7 High17 Medium41 Low

In Progress (22)8 High*11 Medium3 Low

Total number of concerns/comments requiring a response: 87

Overall Status and Priority of Items

47

* The 8 high priority items in progress were vetted through working groups and project due dates were moved to 2016

48 of 129

High Priority Items: Closed1. Lack of transparency into business processes and systems

2. RMS

a) The quality and timeliness of RMS responses have seemed to decline. MPs should be given the same amount of time to read SPP’s responses and have a chance to discuss with others if needed.

b) We can send in a ticket to RMS and it will be routed around inefficiently to where we don't always get a timely answer.

3. Gas Electric Coordination Task Force does not meet NPPD's needs or concerns

4. Training or samples of tags, how do you do ramp reservations, what transmission legs do I need to deliver or receive energy from SPP?

5. Launch new spp.org website

6. Tariff Admin – difficult to get answers to tariff-related issues and the answers not only differ from person to person, but also once given are subject to change. “Non-responsive. Won’t get back to you or answer questions.” “Very low marks…”

4849 of 129

High Priority Items with 2016 Due Dates

49

Concern or Comment BO Due DateCost allocation, benefits allocation

• TO cost-benefit inequity B. BrightA. Lucas 7/31/2016

• A few members are significantly benefiting from regional funding which was implemented to get projects completed

B. BrightA. Lucas 7/31/2016

• Seams Policy for highway funding of byway projects is strategic and those significantly benefiting members are opposed


• BOD must take action to establish better balance of benefits/costs amongst members


• SPP is not serious about the Regional Allocation Review Task Force and long equity of transmission project

B. BrightA. LucasJ. Caspary

7/31/2016

50 of 129

High Priority Items with 2016 Due Dates

50

Concern or Comment BO Due Date“In four years of operations, SPP still has not implemented a transmission credit refund system. This inaction has our facility still waiting for hundreds of thousands of dollars in refunds. This is simply unacceptable.” AKA- Z2 Credit Stacking

C. Monroe June 2016

Scheduling. Many concerns including inability to tag multiple days of interchange transactions in the DAM via a single tag.

S. Brown Q1, 2016

Transmission project classification A. Lucas 8/1/2016

51 of 129

Corporate-Level Concerns

51

Concern or comment BusinessOwner(s) Status

Political maneuvering and personal philosophies that don’t align with real world operations interfere with positive progress

Carl Monroe

Formation of the StakeholderPrioritization Task Force and implementation of the stakeholder project prioritization process should reduce the opportunities for political maneuvering. The first quarterly meeting of the SPTF will be held on December 11, 2015.

Confusion between SPPRE and SPPRTO. Not always clear where the separation of the RE and RTO is. Also, not in favor of the SPPRE participating in the working groups.

Carl Monroe

Ron Ciesiel spoke with his staff and asked them to announce themselves on working group calls and in working group meetings. Based on open and transparent meetings, unless it is an executive session, the RE can and will attend.

Outreach efforts will continue on the RE and RTO role differences at the RE Workshops and the RTO Forums.52 of 129


52


Need WebEx for BOD and MOPC meetings

Carl MonroeStaff Secretaries

WebEx will not be offered at the BOD and MOPC meetings

Certain staff members are very slow to respond to calls/emails and/or do not provide a thorough response to member requests

Michael Desselle

RMS stats indicate 96% SLA compliance; August FCR 36%; In August 97% of respondents to RMS indicated that resolution of issues were excellent (86%) or good (11%)Some departments respond more quickly than others.

SPP in general is trying to make all members happy. That is impossible considering the market rules and impacts. SPP needs to develop more strict guidelines, requirements and criteria for any function that touches the system reliability and market operations.

Michael Desselle

The Stakeholder Prioritization Task Force process has begun. The first quarterly meeting will be held on December 11, 2015.

To be discussed at the Staff Secretaries and WG Chairs training in November 16, 201553 of 129


53


Staff needs to listen better; pockets of unresponsiveness

Michael Desselle

Malinda See

Corporate Training is offering three in-person listening training courses in 2015. There are also 4 online training courses specifically on listening and 13 online courses focusing on listening, communication and customer relations/service. These courses are available to all staff, and managers have the option of assigning courses to their staff.

To be discussed at the Staff Secretaries and WG Chairs training in November 16, 2015

54 of 129


54


At times there seems to be an effort to avoid complications when necessary, even though there is an issue that is needed to be addressed in a timely manner for the sake of individual members.

Michael Desselle

Malinda See

Communication, listening, customer relations/service, facilitation training offered through Corporate Training. These courses are available to all staff, and managers have the option of assigning courses to their staff.

Implementation of the stakeholder project prioritization process should increase transparency.

To be discussed at the Staff Secretaries and WG Chairs training in November 16, 2015

Concerned that some staff members seem to be advocating for issues that are important to certain major market participants

Carl MonroeMichaelDesselle

To be discussed at the Staff Secretaries and WG Chairs training in November 16, 201555 of 129

Loose Ends…

• The goal is to close the remaining 14 items from the 2014 survey results by the end of 2015.

• Items that are not closed by the end of 2015, will be carried over and tracked into 2016.

• New concerns identified in the 2015 Stakeholder Satisfaction Survey will be assigned and tracked through the same process used to close the 2014 stakeholder concerns.

5556 of 129

RECENT QUESTIONS

5657 of 129

How do I get someone on a group?

• Organizational Groups vs Task Forces– Organizational Group (Working Group, Committee,

Subcommittee, i.e. permanent SPP group) Follow process outlined below

– Task Force (Temporary SPP group) Chair of group starting task force appoints members and Chair

BUT must follow charter and SPP Bylaws

5758 of 129

Process for Organizational Groups

• Authority for Organization Group members is the SPP Board of Directors (BOD).

• BOD and SPP Bylaws requires that Corporate Governance Committee (CGC) provide guidance to BOD on members and chairman for organizational groups.

• Includes a required bi-annual review of each Organizational Group (in practice is performed annually for December Board meeting).

• Any concerns are resolved in CGC.

5859 of 129

Special Cases

• BOD and its Committees (except MOPC) are elected from Membership.

• MOPC, CIPWG, CWG, RCWG each member can appoint their representative.

• RSC according to their Bylaws, CAWG one from each RSC member.

• All others need to follow the process below.

5960 of 129

Nomination and Appointment ProcessEach vacancy, no matter the reason, needs to follow this process.

1. Staff Secretary sends out to MOPC a request for nominations, specifies if it is to meet charter or bylaws requirements like geography, type of member, expertise, etc.

2. Chair and Staff Secretary review nominations and recommend person to be appointed to President of SPP (Bylaws)

– Note: please explain the specific reasons for the recommendation and alternatives

3. President of SPP appoints new member

4. Staff Secretary informs new member, those not appointed, updates website, chair, others

Chairs are appointed by the Chairman of the BOD.

6061 of 129

Charter Changes

• All Organizational Groups should have a charter/scope.

• BOD and its Committees are in the Bylaws and require Membership vote to change.

• RSC and CAWG are in their Bylaws.

• All groups under MOPC need to have MOPC approval.

• All these and other groups except those in Bylaws must be approved and recommended to the BOD by the CGC.

• BOD must approve.

• Not effective until BOD approves 6162 of 129

Staff Support

• Staff Secretaries are a good resource to coordinate SPP Staff support.

• Depending on the effort requested and the other priorities of the SPP Staff to fulfill their duties to the members in the Tariff, etc. there can be delay in response from the SPP Staff.

• If the support is needed earlier, the Staff Secretary should discuss alternatives or additional resources including the ability of a group to ask for SPP to contract for resources.

• Approval for additional budget for resources or other needs from a group needs to be approved up through the BOD.

6263 of 129

“Executive Session” – Limited Attendance

• For transparency that is required for SPP to be member driven and independent, limiting attendance should be for specific and limited reasons.

• Previous reasons:– Legal discussion

– Regulatory strategy for the BOD

– To meet requirements of the Tariff (i.e. transmission information discussion)

• Proper notice must be given.

• All meetings are considered public and care must be taken.

6364 of 129

Abstaining

• Not counted as voting so is as if there was no vote

• There are many reasons someone might abstain– Was not fully informed for voting

– Considers their opinion not relevant for the decision

– Etc.

• Can show underlying issues that need to be considered in:– The wording of the motion

– The productivity of the debate

– The need for more time to consider

– Etc.

6465 of 129

QUESTIONS?

6566 of 129

6667 of 129

PANEL DISCUSSION

Carl Monroe, FacilitatorNoman Williams, GridlianceDennis Reed, WestarAntoine Lucas, SPP Director of EngineeringDon Shipley, SPP Director Settlements

6768 of 129

Where We are Today

68

Interaction: Coordination

&Communication

VisibilityCommon

View

Collaboration &

Consistency

69 of 129

What are the results of the situations below? What would you recommend Chairs and Staff do in these situations?

• Working Group A is unsure about the impact on other Working Groups.

• Working Group A doesn’t understand what Working Group B is asking.

• Working Group A and B don’t believe an issue is in either of their purview.

6970 of 129

Situation

70

Issues Impact? Possible Cause? Solutions?

• Working Group A is unsure about an issue’s impact on other Working Groups.

• Working Group A doesn’t understand what Working Group B is asking.

• Working Group A and B don’t believe an issue is in either of their purview.

71 of 129

7172 of 129

FACILITATING YOUR WORKING GROUP

Donna Freeman, Supervisor, Training and Professional Development

7273 of 129

Objectives

• Define the role of a facilitator

• Differentiate between process and content in the context of a group discussion.

• Identify ways to manage unique challenges and opportunities associated with virtual meetings.

• Identify and utilize tips to better manage group/member• engagement

• disruptions, dysfunctions, and difficult people

• building consensus

7374 of 129

Think of a Time When…

7475 of 129

75

FACILITATION: “How do you think the company can solve this problem? Does

anyone have any ideas?”

PRESENTATION: “This is how we’ll solve the problem…” 76 of 129

Facilitate When…

• You want to encourage motivation, commitment, and confidence.

• You want to make the most of group knowledge, experience, and diversity.

• There’s more than one answer or a question or side to a story.

• A person in power wants to be a participant.

• You want to learn about your group’s process or challenge an inefficient process.

7677 of 129

What is a Facilitator?

Someone who

• manages the process of a group-centered meeting.

• helps groups arrive at their objective by ensuring everyone’s contribution is heard and that the processes used are productive and empowering to all.

• managing emotions, defusing tensions, and encouraging cohesiveness.

• attend to process first, then content.77

78 of 129

Process Elements• Participation

• Roles

• Decision-Making Process

• Group Atmosphere

• Meeting Flow

• Communication

• Power/ Influence

• Problem-Solving Process78

79 of 129

Content• The subject matter of a

discussion• The literal meaning of

words

• ALL content in a facilitated discussion should come from the group, not the facilitator.

7980 of 129

A Facilitator’s Focus

• Content-neutral process experts

• When a facilitator adds content, their role is confused from neutral guide to biased participant or trainer/ coach.

8081 of 129

Facilitation Tasks

• Manage meeting logistics, information distribution

• Present/clarify information

• Encourage participation

• Synthesize and summarize

• Manage conflict

• Build consensus

8182 of 129

Meetings – Logistics and Information• Meeting Planner

– Location and meeting room set-up– AV, food, attendee count

• Notices– In writing/posted– 15 days in advance

• Materials– Agenda, past minutes, reports/recommendations– 7 days in advance

• Follow-up– Minutes w/background materials– 7 days following– The Org Report submission

8283 of 129

Maximizing Meeting EffectivenessPre meeting

– Advance communication before agenda and background materials Voting items Items requiring extra attention because of depth or complexity

– Encourage participation; have 1:1 discussions– Agenda design

Room set up– Conducive to group discussion– Members in center “U”– Appropriate audio system

Virtual– Net conference/webex– Frequent checks

Breaks– Improves mental and physical focus– Enables informal dialogue

8384 of 129

Maximizing Meeting Effectiveness

Presenters– Front of the room– Standardize presentation outline– Focus on C.L.E.A.R. content

8485 of 129

C.L.E.A.R information

85

ContextGive information and context up front—don’t just jump into the topic

Logical structureGive information in a logical structure; don’t ramble

Essential elementsCut out unnecessary elements, stay on main message, and keep sentences short and simple

Ambiguity reductionChoose specific, clearly-defined and familiar words; and avoid vague terms

ResonanceProvide elements that resonate with the audience86 of 129

86

Virtual Facilitation:Think PULL, not PUSH• Set participation

expectations.• Recognize benefits

and limitations of technology.

• Get comfortable with silence.

• Use pre- and post-meeting time effectively.

87 of 129

Remember . . .

1. Attendance does not equal engagement

2. Extroverts and introverts engage differently

3. Make sure new members are “installed”

4. Create an environment conducive for engagement

5. Check for understanding to get a real time assessment

6. Make your content C.L.E.A.R.

7. Call on members to bring them into the conversation

8788 of 129

MANAGING CONFLICT

8889 of 129

Facilitating Through Conflict

• Address disruptions.

• Help the group resolve issues on their own.

• Establish rules for preventing/addressing dysfunction.

• Restate and reframe.

• Get/keep people on track.

8990 of 129

Levels of Intervention

• No intervention

• Reflective technique

• Solicit the group’s observations

• Interpret observations

• Suggest solutions

• Restructure the process or an aspect of it

• Confront

9091 of 129

• Use of processes

• Boomerang it back

• ICE it

91

Intervention Techniques

92 of 129

Using Your Processes

• Problem: Lack of information

Solution: Make presentation time on the agenda

• Problem: Lack of understanding

Solution: Break the group into pairs or chunk information

• Problem: Monopoly of the floor by certain member

Solution: Round Robin92

93 of 129

Boomerang it Back

Present an issue back to the group for resolution

• Rephrase a group’s concern into a question

– Member: “Maybe we are just too tired to think of a new idea for this project.”

– Facilitator: “Do you think you are too tired?”

• Bounce a question back

– Member: “Should we continue this project?”

– Facilitator: “What do you think? Should we?”93

94 of 129

ICE

ICE stands for:

• Identify: “What do you think is going on in the group right now?

• Check for agreement: “So, if I understand correctly, this is what is happening? Is this correct?”

• Evaluate how to resolve: “How do we go about addressing this problem?”

9495 of 129

Difficult People and How to Handle ThemType of Person Description Typical Behavior Ways to Deal with Them

Dominating Members who monopolize conversation and overtly block others from contributing.

“I’m the only one with experience in this matter. Let me tell you what to do.”

• Solicit others’ opinions. “We appreciate your experience and will take it into account. Let’s see what others think now.”

Aggressive Members who resort to personal attacks.

“You don’t know what you’re doing!”

• Reiterate ground rules. “We agreed there will be no personal attacks.”

• Get back on topic. “All comments are useful as long as they relate to the topic.

• Re-state their position objectively.Quiet or Non-Participative

Members who are quiet because they are shy, intimidated, or uncomfortable joining in the topic.

… • Establish eye contact and invite them to join. “We’d like to hear from people we haven’t heard from yet. What’s your take on the issue?”

Overly Talkative Members talk too much. blahblahblahblahblahblahblahblahblahblahblahblahblahblahblahblahblahblahblahblah

• Remind them of the time limit.• Tell them you can only discuss one

point at a time.• Ask them for summary points.

9596 of 129

QUESTIONS?

9697 of 129

Updates

David Avery, Director CommunicationsAnnette Holbert, Manager, IT ApplicationsMichael Desselle, Vice President, Process Integrity/Admin Officer

November 16, 2015

9798 of 129

SPP.ORG

David Avery

9899 of 129

STAKEHOLDER PRIORITIZATION PROCESS

Annette Holbert

99100 of 129

Definitions

• Revision Request (RR) - a request to make additions, edits, deletions, revisions, or clarifications to the SPP Business Practices, SPP Criteria, SPP Market Protocols, or SPP Open Access Transmission Tariff including any attachments and exhibits to these documents, except for Appendix F of the Market Protocols.

• Enhancement Request - a request for new or changed system functionality that does not require updates to the SPP Market Protocols, SPP Business Practices, SPP Criteria, or SPP Open Access Transmission Tariff.

100101 of 129

Background

• Stakeholders requested increased transparency and stakeholder input into:– Enhancement request evaluation– Enhancement requests, revision requests, and project

prioritization– Portfolio reporting

• Stakeholder Prioritization Task Force (SPTF)– Defined process, approved by MOPC– Temporary Task Force (development & initial monitoring

of process)

101102 of 129

Process Summary

102

Portfolio Inputs Processed•Projects, RRs, Enhancements

Portfolio Report

Published

Stakeholders Send

Questions/ Feedback

Quarterly Meeting with Stakeholders

Portfolio Adjustments

Portfolio Published for

MOPC

103 of 129

Breakdown of Quarterly Process• Formalized submission of enhancement requests via RMS

(similar to RR process)

• Initial priority scoring using standardized scoring tool– RRs initially scored by Primary Working Group

– Capital projects & enhancements initially scored by SPP staff

• Priority Grouping • SPP Portfolio Report Published

– Projects, RRs, Enhancements, Defects– Grouping, Score, Implementation Complexity, Cost– SPP.org

• Stakeholders Send Questions/Feedback

103104 of 129

Breakdown of Quarterly Process (cont’d)• Quarterly Stakeholder meeting (net conference) to discuss

portfolio– Open to all stakeholders– Held one month prior to the MOPC meeting– Agenda driven by comments and questions received – Staff facilitated discussion to glean stakeholder input; aiming for

consensus and clarity

• Update Portfolio Report based on stakeholder input– Enhancement vetting– Prioritization

• Publish updated Portfolio and Meeting Summary • MOPC review and discussion

– MOPC input, if necessary

104105 of 129

Breakdown of Portfolio Inputs• Items Included in Process:

– Enhancements: Member-facing, Member-impacting Stakeholder-requested Staff-requested Formalized submission process via RMS Initial review and scoring performed by SPP staff

– Projects: Member-facing, Member-impacting, Major Technology – Revision Requests (RRs)

Processed by working groups, as is done today Process addition: WGs set initial priority scoring for approved RRs

– Defects: Member-facing, Member-impacting No change in current process (still use severity scale) Will not be vetted

105106 of 129

Quarterly Cadence

SPP Portfolio Report/QuarterlyMeeting Candidates

SPP Portfolio Report

Publication

(3rd week)

Quarterly Stakeholder Prioritization

Meeting

(mid-month)

MOPC Meeting

(mid-month)

Enhancement Requests

Submitted Prior to…

Revision Requests…

January 30 RRs slated for MOPC/BOD

approval in the next quarterly meeting cycle

February mid-March mid-April

April 30 May mid-June mid-July

July 30 August mid-September mid-October

October 30 November mid-December mid-January

86107 of 129

Timeline for First Quarterly Cycle

87

Portfolio Inputs Processed•Continual

Portfolio Report Published•11/18/15

Stakeholders -Questions/ Feedback•11/18/15 -

11/25/15

Quarterly Meeting with Stakeholders•12/11/15

Portfolio Adjustments•12/11/15 –

1/5/16

Portfolio Published for MOPC• 1/5/16

Processing Backlog of RRs and Enhancements Due 10/9/15

Deadline to Submit NEW Enhancements 10/30/15

Review of Comments & Prep Meeting Materials 11/30/15 – 12/4/15

Post Meeting Materials12/4/15

MOPC Meeting 1/12/16

108 of 129

Stakeholder Dates of Note

108

Date Activity

10/30/2015 Deadline to submit NEW enhancements for first cycle

11/18/2015 SPP Portfolio Report published

11/25/2015 Stakeholder comments due

12/4/2015 Quarterly Stakeholder meeting agenda published

12/11/2015 Quarterly Stakeholder meeting

1/5/2016 SPP Portfolio Report updates published

1/12/2016 MOPC meeting

109 of 129

Key Improvements• Formalized enhancement submission process• Stakeholder vetting of MP-requested and staff-requested

member-facing, member-impacting enhancements• Priority scoring using standardized tool• Priority grouping with consideration for score, cost,

implementation complexity• Stakeholder input on priority grouping• Prioritized portfolio report• Regular review and opportunity for discussion• Increased transparency and stakeholder input• Continuous improvement…

109110 of 129

56111 of 129

STRATEGIC PLAN UPDATEMichael Desselle

111112 of 129

Strategic Plan Assignments

Initiative Staff Stakeholders Status

1 | P a g e 0 9 / 2 7 / 2 0 1 5 * - I t e m i s o n P l a n i n 2 F o u n d a t i o n a l S t r a t e g i e s ^ - I t e m i s a l s o d i r e c t C E O G o a l

Reliability Assurance • Capacity Margin Refinement (A) ^ Lanny MOPC (CMTF) • Regional Resource Need and Value Assessment (B) Michael (Whitepaper) SPC • Reliability Assessment of Environmental Rules (A) ^ Lanny MOPC (TWG) • Integration of Variable Energy Resources (VERs) (C) Bruce MOPC (TF) • Grid Resiliency – Cyber and Physical (B) ^ Michael MOPC (CIPWG/RCWG) • Reliability Excellence (B) Michael/Ron Ciesiel MOPC (RCWG/SPCWG/EAWG)

o Relay Misoperations o Event Analysis

Economical, Optimized Transmission System • Integrated Transmission Planning Check & Adjust (B) ^ Lanny Joint MOPC/SPC Task Force • Cost Controls on Competitive Transmission (A) Lanny MOPC (PCWG and/or New TF) • Flexibility to Address Policy Initiatives (B) Lanny Joint MOPC/SPC Task Force • Value Pricing (B) Paul MOPC (RTWG and RARTF (or New TF))

o Import/Export o Cost Allocation

• Fair & Equitable Cost Allocation Policies (A) * ^ Paul RARTF

113 of 129

Strategic Plan Assignments

Initiative Staff Stakeholders Status

2 | P a g e 0 9 / 2 7 / 2 0 1 5 * - I t e m i s o n P l a n i n 2 F o u n d a t i o n a l S t r a t e g i e s ^ - I t e m i s a l s o d i r e c t C E O G o a l

Optimize Interdependent Systems • Transmission (Seams) (A) ^ Carl MOPC (SSC) • Optimize Market Efficiencies Along Seams (A) Carl MOPC (SSC)

o MISO Relationship and resolution of disputes • Optimize Natural Gas Pipeline System Seams (A) ^ Bruce MOPC (GECTF) • Optimize Data Seams (C) Barbara (Whitepaper) MOPC (CWG) • Integrated Market Enhancements (B) ^ Carl MOPC (MWG)

Enhance Member Value & Affordability • Communication Strategy on Value/Affordability (A) Mike SPC • PMO Best Practices and Rigor (B) Michael FC/MOPC (CWG)

o Process Improvement Program support o Audits w/o unmitigated exceptions/qualifications

• Enhanced Market Analytics (B) Bruce MOPC/Board • Strategic Membership Expansion (A) Michael/Carl/Paul SPC

o Integrated Systems Integration o AECI Outreach o NWPP EIM

• Communication/Education (C) Mike/Barbara/Paul SPC o Website improvements/Social media o Regulatory community relationships

• Staff Engagement, Succession, Depth Nick Board

114 of 129

NOMINATION, APPOINTMENT, & ELECTION CHART

Last Updated 11/6/2015 Page 1 of 10

WHO NOMINATED BY

APPOINTED BY

ELECTED BY

CONSIDERATIONS AUTHORITY

ORGANIZATIONAL GROUPS Unless otherwise provided in the Bylaws, Organizational Group1 representative

Appointment on a corporate entity basis for full representation Org Groups & on an individual basis for all other Org Groups

BOD (1) Various types and expertise of Members &

(2) Their geographic locations

Bylaws § 3.1

Unless otherwise provided in the Bylaws, Organizational Group representative vacancy

Appointment on an interim basis

President (1) Various types and expertise of Members &


Bylaws § 3.1

Organizational Group Chair

CGC BOD Bylaws § 3.3.1

1 As defined in Section 1.0 of the Bylaws, the term “Organizational Group” refers to “[a] group, other than the Board of Directors, comprising a committee or working group that is charged with specific responsibilities toward accomplishing SPP’s mission.”

115 of 129



WHO NOMINATED BY

APPOINTED BY

ELECTED BY


Organizational Group Chair vacancy To serve on an interim basis until a new chair takes office

Org Group Vice Chair Bylaws § 3.3.1(c)

Organizational Group Chair vacancy where the Chair is:

1) unable to serve for the term specified or

2) unable to serve on a NERC Organizational Group under provisions of the Bylaws

Appointment for the unexpired term of office

BOD Chair Bylaws § 3.3.3

116 of 129



WHO NOMINATED BY

APPOINTED BY

ELECTED BY


Unless otherwise provided in the Bylaws, Organizational Group Vice Chair

Organizational Group members Bylaws § 3.3.1

TASK FORCES Ad hoc task force representative

Organizational Group Chair

Appointment as necessary to fulfill the Org Group’s mission (1) Various types and

expertise of Members &


Bylaws § 3.1

117 of 129



WHO NOMINATED BY

APPOINTED BY

ELECTED BY


BOARD OF DIRECTORS External director CGC Membership

Each group of Members with Affiliate Relationships2 are considered a single Member

Bylaws § 4.3 Bylaws § 4.3(c)

External director vacancy Election for the unexpired term of office

CGC Membership Bylaws § 4.5

BOD Chair BOD SPP President may not serve as BOD Chair

Bylaws § 4.6.2

BOD Chair vacancy To serve on an interim basis until the next regularly scheduled BOD meeting

BOD Vice Chair Bylaws § 4.6.2(c)

BOD Vice Chair BOD Bylaws § 4.6.2

2 As defined in Section 1.0 of the Bylaws, the term “Affiliate Relationships” refers to:

relationships between SPP Members that have one or more of the following attributes in common: (a) are subsidiaries of the same company; (b) one Member is a subsidiary of another Member; (c) have, through an agency agreement, turned over control of a majority of their generation facilities to another Member; (d) have, through an agency agreement, turned over control of a majority of their transmission system to another Member, except to the extent that the facilities are turned over to an independent transmission company recognized by FERC; (e) have an exclusive marketing alliance between Members; or (f) ownership by one Member of ten percent or greater of another Member.

118 of 129



WHO NOMINATED BY

APPOINTED BY

ELECTED BY


BOD Vice Chair vacancy Appointment for a term until the next BOD meeting

BOD Chair Director Bylaws § 4.6.2(c)

COMMITTEES REPORTING TO THE BOARD OF DIRECTORS MARKETS AND OPERATIONS POLICY COMMITTEE MOPC representative Each Member SPP Member officer or

employee Bylaws § 6.1

MOPC representative vacancy

Appropriate Member

Bylaws § 6.1

MOPC Chair BOD Bylaws § 6.1 MOPC Vice Chair BOD Bylaws § 6.1 STRATEGIC PLANNING COMMITTEE SPC representative

CGC (Transmission Owning Member Sector & Transmission Using Member Sector)

BOD Bylaws § 6.2

SPC representative vacancy Appointment on an interim basis until the next BOD meeting

CGC Bylaws § 6.2

119 of 129



WHO NOMINATED BY

APPOINTED BY

ELECTED BY


HUMAN RESOURCES COMMITTEE HRC representative CGC

(Transmission Owning Member Sector & Transmission Using Member Sector)

BOD Bylaws § 6.3

HRC representative vacancy Appointment on an interim basis until the next BOD meeting

CGC Bylaws § 6.3

HRC Chair Member of the Board of Directors

Bylaws § 6.3

OVERSIGHT COMMITEE OC representative BOD Bylaws § 6.4 OC representative vacancy BOD Bylaws § 6.4 FINANCE COMMITTEE Finance Committee representative

CGC (Transmission Owning Member Sector & Transmission Using Member Sector)

BOD Bylaws § 6.5

Finance Committee representative vacancy Appointment on an interim basis until the next BOD meeting

CGC Bylaws § 6.5

120 of 129



WHO NOMINATED BY

APPOINTED BY

ELECTED BY


Finance Committee Chair Member of the Board of Directors

Bylaws § 6.5

CORPORATE GOVERNANCE COMMITTEE CGC representative Representatives from the appropriate

sector (except for SPP President & BOD Chairman) Each group of Members with Affiliate Relationships are considered a single Member

Bylaws § 6.6

CGC representative vacancy

Representatives from the appropriate sector (except for SPP President & BOD Chairman) Each group of Members with Affiliate Relationships are considered a single Member

Bylaws § 6.6

CGC Chair

SPP President Bylaws § 6.6

121 of 129



WHO NOMINATED BY

APPOINTED BY

ELECTED BY


COMMITTEE ADVISING THE BOARD OF DIRECTORS MEMBERS COMMITTEE MC representative

CGC Membership

Each group of Members with Affiliate Relationships are considered a single vote

Bylaws § 5.1.2 Bylaws § 5.1.2(c)

MC representative vacancy Election on an interim basis until the next meeting of Members

CGC Representative is to be from the same sector

Bylaws § 5.1.4

STATE REGULATORY INVOLVEMENT REGIONAL STATE COMMITTEE RSC representative Each state

regulatory commission having jurisdiction over an SPP Member

State regulatory commissioner

Bylaws § 7.2

122 of 129



WHO NOMINATED BY

APPOINTED BY

ELECTED BY


REGIONAL ENTITY FUNCTION REGIONAL ENTITY TRUSTEES RE Trustee

CGC Membership

(Note: This requirement is being revised to provide for RE Trustee election by Members who are Registered Entities in the SPP Regional Entity footprint. The proposed Bylaws revision was approved by the Membership on October 27, 2015, and the NERC Board of Trustees on November 5, 2015, and will also require FERC approval.) Members with Affiliate Relationships are considered a single Member

Bylaws § 9.7.3 Bylaws § 9.7.3(c)

RE Trustee vacancy Election to fill the vacancy for the unexpired term

CGC Membership (Note: This requirement is being revised to provide for RE Trustee election by Members who are Registered Entities in the SPP Regional Entity footprint. The proposed Bylaws revision was approved by the Membership on October 27, 2015, and the NERC Board of Trustees on November 5, 2015, and will also require FERC approval.)

Bylaws § 9.7.5

123 of 129



WHO NOMINATED BY

APPOINTED BY

ELECTED BY


RE Trustee Chair RE Trustees May elect to rotate the chair to the senior member of the RE Trustees

Bylaws § 9.7.7

NERC ORGANIZATIONAL GROUPS Electric Reliability Organization organizational group representative

RE Trustees Appointment as necessary to represent the interests of the SPP Regional Entity

Bylaws § 9.1

124 of 129

Corporate Governance Committee (11 Members) Vacancies (In Red)

Sector/Position Representative Company 1 President (Chair) Nick Brown SPP BOD 2 BOD Chair Jim Eckelberger SPP BOD 3 IOU Denise Buffington KCP&L

4 Cooperatives Jason Atwood Northeast Texas Electrical Cooperative

5 Municipals Jason Fortik Lincoln Electric System 6 IPP/Marketers Rob Janssen Dogwood 7 State Agencies John McClure NPPD

8 Alternative Power/Public Interest Vacant

9 Large/Small Retail Vacant 10 Independent Transmission Co Brett Leopold ITC Great Plains 11 Federal Agency Bob Harris WAPA

125 of 129

Finance Committee (6 Members) Vacancies (In Red)

Board of Director Representatives (2 Seats) Member Company

BOD Harry Skilton (Chair) SPP BOD BOD Larry Altenbaumer SPP BOD

Transmission Owning Members (2 Seats) Member Company

TO Kelly Harrison Westar TO Sandra Bennett AEP

Transmission Using Members (2 Seats) Sector Representative Company

TU Mike Wise GSEC TU Laura Kapustak LES

126 of 129

Human Resources Committee (6 Members) Vacancies (In Red)


BOD Julian Brix (Chair) SPP BOD BOD Josh Martin SPP BOD


TO Kelly Walters Empire TO Tom Kent NPPD

Transmission Using Members (2 Seats)

Sector Representative Company

TU Duane Highley AECC TU Noman Williams SouthCentral MCN

127 of 129

Members Committee (24 Members) IOU Sector (6 Seats)

Sector Representative Company Term Expires

IOU Mike Deggendorf KCPL 2015 – going off at end of year

IOU Scott Heidtbrink KCPL 2018

IOU Kelly Walters Empire 2018

IOU Kelly Harrison Westar 2016

IOU Stuart Solomon AEP 2016

IOU Phil Crissup OG&E 2017

IOU David Hudson Xcel 2017 Cooperative Sector (5 Seats)

Cooperative Gary Roulet WFEC 2015 – going off at end of year

Cooperative Jason Atwood NTEC 2018

Cooperative Mike Wise GSEC 2018

Cooperative Mike Risan Basin 2016

Cooperative Stuart Lowry Sunflower 2016

Cooperative Duane Highley AECC 2017 Municipal Sector (2 Seats)

Municipal Jeff Knottek City Utilities Springfield 2016 Municipal Dave Osburn OMPA 2017

IPP/Marketers Sector (3 Seats) IPP/Marketers Kevin Smith Tenaska 2018

IPP/Marketers Rob Janssen Dogwood 2016

IPP/Marketers Kristy Ashley Exelon 2017 State Agencies Sector (2 Seats)

State Agencies Tom Kent NPPD 2015

State Agencies Jon Hansen OPPD 2017 Federal Power Marketing Agencies Sector (1 Seat)

FPMA Bob Harris WAPA 2018 Independent Transmission Company Sector (1 Seat)

Transco Brett Leopold ITC 2016 Public Interest/Alternative Power Sector (2 Seats)

PI/Alternative Vacant 2015

PI/Alternative Vacant 2017 Large retail Customer Sector (1 Seat)

Industrial Vacant 2017 Small Retail Customer Sector (1 Seat)

Retail Vacant 2016

128 of 129

Strategic Planning Committee (11 Members) Vacancies (In Red)


BOD Jim Eckelberger SPP BOD BOD Harry Skilton SPP BOD BOD Phyllis Bernard SPP BOD


TO Venita McCellon-Allen AEP TO Bill Grant SPS TO Jake Langthorn OG&E TO Mike Deggendorf KCPL

Transmission Using Members (4 Seats) Sector Representative Company

TU Mike Wise (Chair) GSEC TU Rob Janssen Dogwood TU Dennis Florom LES TU Les Evans KEPCO

129 of 129