Legend
Systems Issue
Idea
Rocks in the Road
Regulatory
Requirement
Handling/Processing
Value Add
Engineering Staff 1
SRF Funding Process
6. Disbursement & Project Management
Loan Repayment & Servicing
Project Closeout
Funds Issued to Borrower
Disbursement Request Review & Approval
Change Orders
Disbursement Requests Submitted
Inspections
5. Loan Closing & NTP
NTP & Construction Start
Pre-Construction Submittals & Bid Review
Project out of the money process
Project bid
Bond Counsel
Draft Loan Agreement
4. Developing the IUP
Finalize IUP
Public Comment
Draft IUP
Generate PPL
Score DW Projects
3. Engineering & Environmental Review
Plan & Spec Review
Plan & Spec Submittal
Gather Documentation & Complete Checklist
Environmental Review
Can be in parallel with facility plan submittal/review. Some even submit before MOA.
Improve process by moving the ER submittals earlier on as it can impact other things like the Facility Plan etc.
Keith addresses comments with engineering staff and records 8 hours
ANRC publishes and waits 30 days for comment
Consultants hate public hearing process: time intensive, expensive, have to have a court reporter, no one shows up. How can we streamline this?
Can we make a public meeting vs. public hearing? What legal options are available.
Public participation/public meeting and connection with facility plan is not required
Keith meets with admin staff for publication 0.5 hours
Email signed ROD concurrence 0.10
Eng Sup and Mark sign off (40 hours)
Keith send the ROD to engineering staff, eng sup, Mark for review and approval (0.10)
Keith prepares the Record of Decision (2 hours)
Keith approves! 0.10
Keith review final EID for completeness and edits (1 hour)
Per MOA, borrower submits final EID (90 - 120 days)
Keith sends comments on the draft to applicant 0.25
Keith puts borrower in touch with agencies for xcutter concurrence 0.10 hours (on the web and EID guidance)
EID guidance is too clunky, long, and heavy on narrative. Could be streamlined and made easier with more check boxes, etc. It's intimidating. Keith is willing to rewrite it but not sure what can/can't be eliminated.
Keith reviews EID/CE documentation and comments on draft (3 hours)
Keith addresses borrower inquiries about process 0.50 hours
Keith directs borrower to website for procedures for CE or EID 0.25
ER consultation is conducted, project scope is reviewed 0.50 hours
Decision whether a CATEX or FNSI will be required is made at conclusion of consultation
Online application requires borrowers to initiate consultation with borrower re application's instruction
NRD Engineer should be on this call and part of the process.
First 4 tasks are associated with the initial application stage and should engage engineering staff earlier on to better enable them to coordinate with the consulting engineer.
Facility Plan Submittal (1-6 months)
Facility Plan Review (overall ~ 16 to 40 hours)
Items may require phone calls/emails with consulting engineer
If comment letter, check upon resubmittal for all items addressed/corrected. Then approval letter sent
Write letter of approval or Comment letter
Forward FP to ADEQ for Clean Air Act Memo / Water Memo (Both ADEQ) (8- 24 hours)
Could the consulting engineers track this down?
Benefits Report Data
Check w/PA for ADH Financial and Managerial letter
Copy of any sub agreements
System Rates included
Check to make sure they match rates setup in financial review
Public Participation Docs, if not handled under EID (CE only)
Selected Alternative
Project timeline
Matches MOA dates?
Life Cycle review, greater than or equal to loan term
Different than review under Process #2. This is verifying that the selective alternative meets life cycle requirements
Green Review
Budget for the project
Permits required
Special monitoring or testing required
Personnel needs
Sensitive zones mentioned (wetlands, archeological sites, etc)
Reason for selection
Disinfection Required, if yes then review
CWRLF Only - Bio-Solids Treatment? If yes then review
Cost and Effectiveness Analysis (CWRLF Only)
Ranking of Environmental impacts (skipping lately)
originally part of engineering review, but should be handled under environmental
Present Worth Analysis
Cost estimate for each alternative
Alternatives Review
Source
Regional
Collection/Distribution
Treatment
Population and Flow/Usage review
Existing Facility: DWSRF - source and water loss review CWRLF - I&I and SSES (if needed)
Priority list check, email Debby/PA/ADH
Review project description, need, planning area and map(s)
Engineering Agreement
2. Processing Application
MOA to Establish Process & Timeline
Filed in the project file and copy sent to engineer (0.1)
MOA comes back and Mark signs (0.5 hour)
MOA gets sent to borrower (40 hours)
Engineer reviews MOA and approves (.25 hours)
PA will create MOA with dates and gives to engineers for review (24 hours)
Engineer, Keith, PA, and consultant map out process (2 hours)
Engineer coordinates with PA (40 hours)
DWSRF PPL Application
Staff Assignment & Application Completeness
Richard assigns project to engineer (80 - 160 hours)
Somtimes takes a long time for engineering staff assignments to be made (1 month or so); have had staff turnover that contributes to this delay.
Board Review & Approval
Eligibility Review
Engineers respond to Program Support (24 hours)
Program Support contacts engineer for assistance with outstanding eligibility questions (eg life cycle)
There is no formal eligibility verification process
Financial Review
Idea - initiate engineering technical/ER review in tandem with Program Support's Financial Review
Engineer addresses inquiries from Program Support (is there another applicaiton from this county? Is there a DOH letter in the application file? Is there an application file that's been submitted?) 0.25 hours
Engineer reviews email, pulls project files 0.25 hours)
Program support emails engineer with inquiries 0.25 hours
1. Project Feed
Applicant Submits Application
Projects directed to consult with Keith about Environmental Review
Some initiate communication with Keith at this point, some do it later or earlier.
Possible improvement could also be initiating communication with staff engineers at this point.
WWAC Review & Recommendation
Vern saves application and copy of the letter to the server (0.50)
Mark signs letter to Vern/Alyce to mail out (16 hours)
Email letter to Mark (Chief of Water Resource Dev Division) for review and approval
Prepare recommendation or comment letters (0.50 hours)
per application
Conduct WWAC meeting to review application (2 hours)
WWAC Application
Receive approval letters from DOH and add to file (.10)
Wait for DOH (1 month) and ADEQ to send approval letters and information required for recommendation letter (1 month)
Send to ANRC, AEDC, RD, DOH, ADEQ for review and approval (0.25)
Prepare project summary (.25 hours)
Enter application into the engineering project database (.25)
Getting a new information system that should increase sharing capability and transparency
Receive and review WWAC application (0.50)
WWAC meets on the first Wednesday of each month.
Borrowers have one month to submit the application
Outreach & Marketing
Respond to inquiries (1)
Both engineers and Keith receive calls and communication about future projects from known consultants.
