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Monitoring and reporting of the Transco Distribution Mains Replacement Programme 2002-2007

3. HSE requirements for information to monitor performance.

Contents

3.1 Planning and implementation

3.1.1 To provide a strategic overview of their future commitment to the iron mains replacement programme Transco should submit to HSE details of their projected five-year rolling work plans for mains abandonment activities. The information should be consistent with the work plans identified in section 2.4 of this report, although the projections need only be provided down to the main broad diameter bands [ 12" and >12". It is expected that the five-year plans would be issued and updated, as appropriate, before the beginning of each new programme year. Appendix 1 - National 5 Year Forecast and Appendix 2 - Example Network 5 Year Forecast illustrate the typical level of detail issued to HSE for the five year period 2002/3 - 2006/7. However, the data currently shown in Appendix 2 relates to a forecast of mains replacement and not abandonment; i.e. new mains to be laid and not projected abandonment activity as shown within Appendix 1 .

3.1.2 Transco will be required to submit extracts from their detailed Annual phased Work Programme schedules to HSE each year to provide details of their work proposals. Programmes should be provided for each Network along with an overall National programme. They should provide phased data by month on a cumulative basis (see section 2.1.2) to facilitate future routine tracking of progress of actual against planned activity. As with the five-year projections the detail need only be provided down to the broad diameter band level. The tables in Appendix 3 - National Programme Mains and Appendix 4 - Example Network Programme Mains , which contain provisional data for the 2002/3 work plans, illustrate the typical level of detail required.

3.1.3 To facilitate suitable tracking by HSE of the key planning stages undertaken by Transco in the development and issue of their detailed annual work plans Transco should submit to HSE a planning schedule. Table 1 on page 5 of this report highlights typical planning phase milestones, which should be included in this schedule. It is anticipated that this schedule, complete with planned dates/week number would be prepared for issue as part of the third quarter output report.

3.2 Routine monitoring and control

3.2.1 Transco should provide routine performance monitoring data on a quarterly basis. Appendix 5A - Ytd Monitor - Summary and Appendix 5B - Ytd Monitor - Data Table both illustrate the reporting format currently produced by Transco. It is planned to continue using this report format at present. The data table currently provides reports of activity levels down to two broad diameter bands; i.e. >180mm and <180mm. However, for future reporting against the iron mains replacement programme, it is planned to change these diameter bands to [ 12" and > 12". The use of the Ytd Monitor Summary and Data Table reports will provide a suitable level of detail for each Network and is consistent with the detail provided within the annual phased programmes. Data is currently provided down to Local Distribution Zone (LDZ) level, as shown within Appendix 5B of this report. However, Transco are changing from a twelve LDZ to an eight Network structure during 2002 and future programmes and reports will be modified at some point to reflect this change.

3.2.2 The Ytd Monitor reports should continue to be supplemented with cumulative performance charts, as currently produced by Transco. Appendix 5C - Cum Perf Chart illustrates the typical level of detail required. These charts provide a useful visual indication of actual v planned activity performance of the key policy and non-policy programmes, at National level. It may be useful on some occasions to extend these to Network level but for routine submission purposes it is proposed that this remains at national level.

3.2.3 It is proposed that the Ytd Monitor reports should also be supplemented with high-level performance bar charts. These charts provide good visual indication of on going iron mains replacement work performance. Bar charts such as the one illustrated in Appendix 5D - MP DI Replacement are currently used and issued by Transco to monitor the performance of the MP DI replacement programme work. It is proposed that Transco provide bar charts such as those shown within the Appendices, along with submitted Quarterly Routine Reports. The issue of the Quarterly Reports electronically in spreadsheet format will enable HSE to develop further visual charts, as appropriate.

3.3 Reporting framework and communications

3.3.1 As indicated within section 2.3.2 of this report Transco currently monitor and report mains replacement activity based on a Calendar Year reporting framework but that from April 2002 it is intend to move towards working on a Financial Year (April to March) basis. During this transitional period, HSE request that Transco report on their mains replacement activities over the 15 month period to 31 March 2003, with the exception of the MP DI activities which should be completed by 31 December 2002 (see section 3.8 for details of the transitional monitoring and reporting arrangements during this period). From April 2003, it is anticipated that HSE monitoring of the mains replacement programme will be based on the Formula Year period (April to March).

3.3.2 Based on the predicted regular work activity pattern (see section 2.3.1 of this report) it is proposed that routine reporting initially be on a quarterly basis. This is consistent with the current frequency of reporting associated with the MP DI replacement programme. However, some flexibility should be retained to increase this frequency should there become a need to monitor performance and progress more closely.

3.3.3 All routine work monitoring reports (as outlined above) should be submitted to HSE in advance of joint progress meetings. Table 2 illustrates possible key target dates for submission of the mains replacement data to HSE during 2002. This is based on routine quarterly reporting and gives Transco, in general, three weeks beyond the end of the reporting period to compile the reports and validate the data. Existing Transco/HSE Joint meeting forums; i.e. Operational Strategy Liaison Group (OSLG) and/or Tripartite, will be retained to enable Transco to present reports and to facilitate discussion and direction on future control. Dates for planned meetings and report issue should be agreed annually in advance of each year's work programme. Routine work monitoring reports should be issued to HSE (electronically where possible) in advance of scheduled meetings. This will enable some preliminary assessment of the submitted figures prior to the planned progress meeting.

Table 2 Possible key target dates for submission of data to HSE3

Issue date Information and data Meeting date
19-04-02 1st Quarter data and reports submitted to HSE 01-05-02
19-07-02 2nd Quarter data and reports submitted to HSE 31-07-02
18-10-02 3rd Quarter data and reports submitted to HSE 30-10-02
24-01-03 4th Quarter data and reports submitted to HSE 05-02-03
     

3.4 Exception Reporting

3.4.1 In support of the routine monitor Transco should provide detailed exception reporting where activity either exceeds or falls below a defined % of phased planned activity. In general, exception reports should be submitted with routine monitoring reports on a quarterly basis, as required. However, more frequent exception reporting may be requested where significant scheduling problems are encountered.

3.4.2 It has been agreed that the exception thresholds will be initially set on a cascading basis as shown in Table 3 below. HSE, in conjunction with Transco, will continually review and assess the effectiveness of these threshold levels throughout the year. Any revision of the exception report threshold will be subject to discussion and agreement before any changes are implemented.

Table 3 Initial exception reporting thresholds

Reporting period Proposed exception threshold
1st Quarter 20%
2nd Quarter 15%
3rd Quarter 10%
4th Quarter 0%
   

3.4.3 Exception reports should be provided on a Network basis and focused on abandonment activity performance within the two main broad diameter band groups identified. Transco will be requested to identify the reasons for the exception and provide details of how they plan to get back on target to meet the annual programme. Transco should provide sufficiently detailed reports focused on the specific reasons for delays and covering suitably considered remedial measures.

3.4.4 When planned performance levels have not been achieved HSE may consider taking enforcement action, in line with the principles outlined within section 5 of this report.

3.5 Target risk score profile of annual work programmes

3.5.1 An understanding of the target risk score profile of Transco's annual work programmes will be an important element of the HSE Monitoring and Reporting requirements. However, Transco have advised that they do not currently forecast mains abandonment by risk band and that, at present, it is not reasonably practicable for them to do so. Consequently, agreement has been reached (item 5.6: Transco-HSE meeting notes: Loughborough; 26-02-02) that currently there would be no requirement to forecast annual work programmes by risk band.

3.5.2 Transco are developing a graphical-based model that will allow mains section records to be colour coded, based on their relative risk scores. This is intended to provide a visual indication of the year in which mains sections would be scheduled for replacement. The system is being developed primarily to provide a practical approach in the development of Network based mains replacement. However, its introduction should also help to provide a meaningful forecast of the target risk score profile associated with each annual replacement programme. It is therefore conceivable that, during the period to 31 March 2007, Transco will be in a position to provide an annual forecast of the reduction in risk likely to be achieved in each Network as a result of the replacement programme. HSE regard this an important objective, which Transco should pursue vigorously.

3.6 Use of Risk Profile information.

To provide a more strategic view of the on-going reduction in the Risk Score profile of the remaining "at risk" mains, throughout the life of the iron mains replacement programme, Transco are further developing the scope of the Iron Mains Population by Risk Value Chart. Previously, Transco only provided this chart to HSE on a national basis. Transco should now also provide to HSE a risk score profile for each Network at the beginning and end of each programme year (see section 2.5). These charts will provide: (a) a starting risk profile for the forthcoming annual work programme; and (b) a relative measure of the change in risk score profile over the year. The latter function will require to be supplemented with data highlighting the relative contributions, which have resulted from both replacement activity and dynamic growth; i.e. to demonstrate the net effect over the year.

3.7 Proactive monitoring and audit.

3.7.1 Transco should consider commissioning an independent audit of their mains replacement project management process and associated data management control systems. This would help to provide greater confidence in the quality control aspects of these systems. Transco do not currently have overall accreditation to any recognised quality standard for this process and recent HSE incident investigations have raised issues with regard to mains records/data quality and integrity.

3.7.2 HSE propose to undertake regular pro-active audit inspections during the Iron Mains Mains Replacement Work programme. Initial plans are currently being finalised but are likely to target on average 1 to 2 separate Networks each year over the 5 year period commencing 2002. Some of the key objectives of the audits and inspections will be to assess progress against submitted detailed work programmes/reports and to test compliance with Transco policy for scheduling and planning replacement work. Transco will be notified in advance of the audit programme.

3.7.3 Transco also undertake internal monitoring, review and audit of the mains replacement process and access to these records can be made available to HSE, on request.

3.8 Transitional arrangements during 2002 - 2003

Transco currently monitor and report mains replacement activity based on a Calendar Year (January to December) reporting framework but from April 2002 it is intend to move towards working on a Financial Year (April to March) basis. During this transitional period, HSE request that Transco report on their iron mains replacement activities over the 15 month period to 31 March 2003, with the exception of the MP DI activities which should be completed by 31 December 2002. This section of the report provides details of the transitional monitoring and reporting requirements for the non-MP DI iron mains replacement activities during the 15 month period to 31 March 2003.

3.8.1 An additional quarter period routine work monitoring report will be required for the non-MP DI iron mains replacement activities to cover the work carried out between 1 January and 31 March 2003. In line with Table 2 of this report, the following dates are proposed as possible key target dates for submission of this data to HSE:

  • Issue data to HSE - 22-04-03
  • Joint Meeting - 04-05-03

These are provisional dates and will be subject to agreement.

3.8.2 To accommodate this transitionary period, it is proposed to apply the exception reporting thresholds shown in Table 4 in relation ONLY to the non-MP DI iron mains replacement activities:

Table 4 Transitional period exception reporting thresholds

Reporting period Proposed exception threshold
1st Quarter to 31-03-02 20%
2nd Quarter to 30-06-02 15%
3rd Quarter to 30-09-02 10%
4th Quarter to 31-12-02 5%
5th Quarter to 31-03-03 0%

From April 2003, it is anticipated that HSE monitoring and reporting of the iron mains replacement programme will be based on the Formula Year period (April to March).

3 See section 3.8 of this report for further details of the monitoring and reporting arrangements for the non-MP DI iron mains replacement work during the 15 month transitionary period to 31 March 2003

2010-12-14