HomeMy WebLinkAbout7 Work Order Process Agenda Item #
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Workshop
To: Board of Directors
From: Peter Holzmeister
Date: July 28, 2006
Subject: Work order processes
Why this matter is before the Board: Our work order billing process has
recently been a topic of discussion. A customer complained about receiving bills
from the District more than a year after we had performed the associated work.
We then had an initial workshop to discuss what staff was doing to address the
concerns. This item is now before the Board to continue the discussion of
improving our work order processes.
History: This issue arose when Phil Schacht Addressed the Board under public
input and complained that he received two bills from the District for work we have
done more than a year ago. The Board asked staff to research the matter and
report back on how the problem can be resolved.
New information: Attached is a PowerPoint presentation that we intend to use to
respond to the Board's request.
Recommendation: This is a workshop item. No formal decision is required.
Truckee Donner Public
Utility District
Work Orders
Work Orders
• Why are We discussing
• Board received letter & public
input from a citizen
• Staff had been "catching up"
which caused issue......
• Discussed at previous meeting
• Board gave staff direction to
report back with process changes
& other suggested changes
Work Orders
• How did we get behind?
• Complex process (both billables and
development agreements)
• System acquisitions & CFO's
• Staffing issues (fully staffed June 2006)
• Changes in accounting rules (GASB 34)
• Lots of development in Truckee,
therefore many many items to track.
Commercial development very complex
to track.
• Even if fully staffed, growth of
development faster than staffing growth
Work Orders
• How did we get behind? (coast)
• Historically, District policy has
been to charge costs to person
requesting we do work for his/her
benefit
• Historically we have done this
"down to the penny"
Work Orders
• Process Changes made to date:
• Changed paperwork flow between
accounting and field staff
• Stabilized staffing
• Changed 400 amp service to be charged
as a connection fee rather than a
billable work order as of 3/20/06
(ordinance # 2006-01 )
• Implemented assembly unit/construction
unit/ standard unit costs in electric dept
Work Orders
• Process changes made (cont.) :
• Automated month end reporting
• Customized reports for operating
managers
• Emphasized timely reporting from
crews to accounting when jobs are
complete
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Work Orders
• Where are we right now?
• Current on billable work orders
and staying current
• Still have backlog of development
agreements; target is to be
completely caught up in early
winter. Construction season in full
swing right now - taking all of staff
time
........... , _ .
Work Orders
• Additional opportunities for
streamlining:
• Complete implementation of Work
Flow Management program
• Improve paperwork accuracy and
timeliness even further
• Change more billable items to a
flat fee charge rather than billing
actual cost
Work Orders
• Additional opportunities for
streamlining:
• At discretion of Engineer, and
based on nature of job, District
can rely solely on job estimate for
billing purposes
Work Orders
• Staff is proposing that the Board change
certain items to flat fee charges
• These items are fairly consistent in actual
costs from job to job. Are NOT increases
to the current costs
• We studied historical actuals as well as
used current estimates to come up with
proposed pricing
• Streamlines all paperwork for crews and
accounting
• Gives contractor actual charges up front
rather than an estimate so he/she can
include in their job estimates
Work Orders
• Suggested changes:
• OH to UG upgrade or relocate,
up to 200 amp panel $1212
• Overhead relocate $ 360
• 400 amp upgrade $1800
• Temporary overhead service $ 750
• Engineer Estimates varies
Work Orders
• Suggested process from here:
• Meet with interested parties
including CATT to discuss changes
• Return to Board with proposed
ordinance and conduct public
hearing
• 30 days after ordinance for change
to take effect
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