Chalk River Drinking Water Quality Management Standard Operational Plan
Laurentian Hills, Ontario
· adopted 2022-08-15
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Chalk River Operational Plan August 15, 2022 Page 1 of 11
Village of Chalk River
Drinking Water Quality Management Standard
(DWQMS)
Operational Plan
Chalk River Water System
Owned by:
The Corporation of the Town of Laurentian Hills
Operated by:
Veolia Water Canada Inc.
August 15, 2022
Chalk River Operational Plan August 15, 2022 Page 2 of 11
Table of Contents
Element 1.
Quality Management System (QMS)
3
Element 2.
QMS Policy
3
Element 3.
Commitment & Endorsement
3
Element 4.
QMS Representative
4
Element 5.
Document and Records Control
4
Element 6.
Drinking-Water System
4
Element 7.
Risk Assessment
6
Element 8.
Risk Assessment Outcomes
6
Element 9.
Organizational Structure, Roles, Responsibilities & Authorities
6
Element 10.
Competencies
7
Element 11.
Personnel Coverage
7
Element 12.
Communications
8
Element 13.
Essential Supplies & Services
8
Element 14.
Review & Provision of Infrastructure
8
Element 15.
Infrastructure Maintenance, Rehabilitation & Renewal
8
Element 16.
Sampling, Testing & Monitoring
9
Element 17.
Measurement & Recording Equipment Calibration & Maintenance
9
Element 18.
Emergency Management
9
Element 19.
Internal Audits
10
Element 20.
Management Review
10
Element 21.
Continual Improvement
10
Chalk River Operational Plan August 15, 2022 Page 3 of 11
Ownership and Operation
The Corporation of the Town of Laurentian Hills is the Owner and provides governance for all
water systems within. Each system is described within Element 6. The Town utilizes the
services of an independent contract Operating Authority (Veolia Water Canada Inc.) who
operates and maintains all water systems on behalf of the Town. Under the QMS, the Operating
Authority is responsible for implementing and maintaining the QMS in partnership with the
Town.
Element 1.
Quality Management System (QMS)
This Operational Plan describes the contents of the drinking water Quality Management System
for the Chalk River Water System. The contents of this Operational Plan are based upon the
requirements of the Drinking Water Quality Management Standard (Version 2.0 February 2017)
This Operational Plan has been reviewed and approved by both the Owner and the Operating
Authority.
Element 2.
QMS Policy
The QMS Policy is posted at the Chalk River drinking water plant and is also included in
Appendix F
Communication of the QMS Policy is described in the Communications Procedure (AW-ADMIN-
1200).
Element 3.
Commitment & Endorsement
This Operational Plan has been reviewed and endorsed by the Operating Authority and the
Owner. The signature below shows the Operating Authority's commitment to ensuring that the
Quality Management System is regularly assessed to confirm its ongoing applicability and
relevance.
Owner endorsement is shown in the Council resolution attached (Appendix D). It is obtained
when Council changes (i.e. after municipal election). Top Management endorsement can also
be found in Appendix D. It is typically obtained after Owner endorsement or when significant
changes are made to the operational plan (not the associated procedures)
Top Management ensures the Operating Authority is aware of all applicable legislative and
regulatory requirements. Top Management ensures that a QMS is in place that meets the
requirements of the Standard, and that the QMS is communicated by following the
Communications Procedure.
Top Management can determine, obtain or provide the resources needed to maintain and
improve the QMS, as demonstrated through records created under the QMS, and through the
Management Review Process. The Review and Provision of Infrastructure procedure describes
how a need for resources may be identified, documented, and followed through.
Chalk River Operational Plan August 15, 2022 Page 4 of 11
Controlled copies of the related procedures are located on the applicable Veolia Google Drive
AW-ADMIN-1200
Communications Procedure
AW-ADMIN-1400
Review and Provision of Infrastructure Procedure
AW-ADMIN-2000
Management Review Procedure
Element 4.
QMS Representative
The QMS representative is the Project Manager. Top Management appoints, authorizes and
maintains the QMS representative. As the QMS Representative, this person has both the
responsibility and authority to:
-
Administer the QMS by ensuring that processes and procedures needed for the QMS are
established and maintained,
-
Report to Top Management and Owner on the performance of the QMS and any need for
improvement.
-
Ensure that current versions of documents required by the QMS are being used at all times,
-
Ensure that all personnel are aware of all applicable legislative and regulatory requirements
that pertain to their duties for the operation of the Chalk River Water System, and
-
Promote the awareness of the QMS throughout the Operating Authority
-
Arranging for internal audits
Element 5.
Document and Records Control
Procedures are in place for QMS Document Control and Record Control. These procedures
describe how documents and records are controlled.
AW-ADMIN-500
Document Control Procedure
AW-ADMIN-510
Record Control Procedure
Element 6.
Drinking-Water System
The Chalk River water system is owned by the Corporation of the Town of Laurentian Hills and
operated by Veolia Canada.
Drinking Water System description
The Chalk River Water Treatment System is located on 73 Railway St in the Village of Chalk
River. The system is owned by the Corporation of the Town of Laurentian Hills and is operated
by Veolia Canada.
Chalk River Operational Plan August 15, 2022 Page 5 of 11
The water supply for the Chalk River drinking water system is Corry Lake which is a shallow
lake within the Chalk River drainage basin. The Chalk River drains into Sturgeon Lake which
outlets into the Ottawa River. The Chalk River watershed includes Wylie Creek and Moffat
Creek and numerous small lakes and wetlands. Potential sources of contamination are limited
to forestry activity located throughout the drainage basin and railroad/residential activity
adjacent to Corry Lake and Wylie Creek.
Raw water is drawn from Corry Lake south of the community through some 60m of 400mm
diameter and 80m of 300mm polyethylene pipe. The inlet structure screen is equipped with
25mm x 40mm openings and is located approximately 25m from shore about 2m below the lake
surface. There are no recorded problems with frazil ice, zebra mussels or silt/sediment
accumulation.
Since the source is surface water, there can be bacteriological contamination but counts are not
typically significant. There is no regulatory requirement for the monitoring of surface water
turbidity. The summer months see an increase in the daily taking volumes but these volumes
are still well within the system capacity of 1987m3/d. Recent flow data can be found in the
regulatory annual reports. There are seasonal pH and alkalinity issues throughout the year that
cause some adjustments in chemical dosages. Major operational challenges would occur if
there was artificial contamination of the lake or other locations within the watershed upstream of
Corry Lake.
The raw water is directed through approximately two kilometers of 200mm diameter asbestos-
concrete pipe to the water treatment facility on Railway Street via two 25 HP variable speed
centrifugal pumps, each rated at 23L/s.
The plant has two parallel treatment trains, each consisting of coagulation, flocculation, settling
and dual media (sand and anthracite) filtration. Each filter has two compartments. The newer
treatment train has improved operational characteristics including a more efficient solids contact
tank which consists of a proprietary flocculator/clarifier providing a mixing zone, a reaction well
cone with baffles, a clarification zone and a concentric sludge collector. The splitter box is
designed to divide the water flow equally between the two flocculator/clarifier units. It is intended
that the system be operated with the two trains, however the needs of the system can be met
with only one train.
The water treatment facility contains flow monitoring equipment and analyzers for pH, turbidity,
chlorine residual and fluoride. There are also duty and standby pumps for the chemical feed
systems. Chemicals used in the treatment system include:
- Sodium hypochlorite for disinfection
- Soda ash for pH and alkalinity control
- Aluminum chloride (PAX-XL1900) as a primary coagulant
- Polyelectrolyte used as a coagulant aid
- Hydrofluosilicic acid for fluoridation
Process data is recorded by a SCADA system. All pump flows, run hours, tank levels, chlorine
residuals, turbidities, chemical residuals, etc. are monitored continuously. Alarm set points are
monitored and the system will shut down when numbers drop below the setpoints. It will also
notify staff for some types of equipment failures and will shut the plant down. There are daily
and monthly reports that are generated for operations staff to review.
There are backup gensets at Corry Lake, the WTP and the water tower.
Chalk River Operational Plan August 15, 2022 Page 6 of 11
Water leaving the treatment plant is pumped via one of three 15HP high lift pumps to the
elevated storage tank through a 470m long, 250mm diameter pipe, in order to complete its
primary disinfection process. The elevated tank has a storage capacity of 1380m3.
Water from the tower is conducted to Main Street via a 320m long, 200mm diameter pipe. The
distribution system consists of approximately 12km of watermain (equal to or less than 10 inch
diameter) with at least ten dead-ends. There are approximately 70 fire hydrants on the system.
For process diagrams for the Chalk River water system, refer to Appendix A
Element 7.
Risk Assessment
The procedure entitled Risk Assessment describes the method of hazard identification, risk
assessment, and critical control point determination for the Chalk River water system.
AW-ADMIN-700
Risk Assessment Procedure
Element 8.
Risk Assessment Outcomes
The results of the Risk Assessment are documented in the Risk Assessment spreadsheet.
Controlled conditions for each CCP identified in the Risk Assessment spreadsheet are
described in detail in the CCP procedures.
Risk Assessment
Spreadsheets
(Appendix B)
Chalk River Water System
CCP procedures
designated by a 'CR-CCP" prefix in their title,
Element 9.
Organizational Structure, Roles,
Responsibilities & Authorities
The organizational structure, roles, responsibilities and authorities for the Operating Authority,
corporate oversight Operating Authority roles, and Top Management are described in the
Structure and Responsibilities Procedure.
Chalk River Operational Plan August 15, 2022 Page 7 of 11
QMS Organizational Chart
AW-ADMIN-900
Organizational Structure, Roles, Responsibilities & Authorities Procedure
Element 10.
Competencies
The training procedure describes how competencies are identified, maintained, and
documented. It also describes activities to ensure personnel are aware of the relevance of their
duties and how they affect safe drinking water.
AW-ADMIN-1000
Competencies
Element 11.
Personnel Coverage
The method to ensure sufficient personnel coverage at all sites is documented in the procedure:
CR-ADMIN-1100
Personnel Coverage
Operating Authority
VP Operations
(Top Management)
Project Manager
(QMS Representative)
Operations Staff
Owner
Owner/Council
Chalk River Operational Plan August 15, 2022 Page 8 of 11
Element 12.
Communications
The Communication Procedure, AW-ADMIN-1200, describes how the QMS is communicated
between Top Management and the Owner, Operating Authority personnel, suppliers, and the
public.
Element 13.
Essential Supplies & Services
A list of all supplies and services deemed essential to the delivery of safe drinking water can be
found in CR-ADMIN-1300. The list typically includes a primary and a secondary supplier to
ensure the procurement of essential and critical supplies and services. Standard order
quantities and order set points may also be included.
Where applicable, supplies must meet NSF and ANSI 60 standards. Supplies are verified
against the order requisition when received. In the case of any discrepancies, the delivery may
not be accepted. Integrity of the supplies is also checked at time of delivery.
Element 14.
Review & Provision of Infrastructure
A procedure has been created to review the adequacy of infrastructure and the resources
necessary to operate and maintain the drinking water system safely and effectively.
CR-ADMIN-1400
Review and Provision of Infrastructure
Element 15.
Infrastructure Maintenance, Rehabilitation &
Renewal
Maintenance of the raw water and treatment facilities is the responsibility of the Operating
Authority, depending on the type and cost of maintenance.
Infrastructure maintenance, rehabilitation, and renewal are addressed by the following:
Planned Maintenance: Planned maintenance is set up by the Operating Authority using the
JobCal computerized maintenance management system (CMMS). Scheduled tasks, and their
frequency, are typically defined by manufacturer's literature when available and revised (or
created) as needed according to operator experience/observations. Planned maintenance
tasks are communicated from the OA to the Owner only if the work falls outside the scope of the
O&M contract between the Owner and the OA. Completed tasks are recorded in the operator's
log book and task work orders are closed out in JobCal.
Unplanned Maintenance: Unplanned maintenance tasks result from equipment malfunction or
breakage.
Major (coordinated between Owner and OA) unplanned maintenance is authorized by the
Owner. Minor unplanned maintenance can be performed without the consent of the Owner, but
Chalk River Operational Plan August 15, 2022 Page 9 of 11
notification is made to the Owner, typically in the quarterly operating report. The OIC typically
responds to unplanned maintenance during normal working hours while the on-call operator
responds during off-hours. Documentation of unplanned maintenance tasks is recorded in the
logbooks and can also be recorded in the CMMS as a corrective work order.
Measures to prepare for and expedite unplanned maintenance include equipment redundancy
(back-up units), spare parts inventory, as well as documented repair and safety procedures.
The Owner maintains a budget for unplanned maintenance items. The OA does not have any
control over this budget.
Rehabilitation/Renewal/Capital Upgrades: All capital expenditures/improvements are the
responsibility of the Owner. Replacement of aging fixed heavy equipment, as well as upgrades,
expansions, and in-ground systems improvements are planned by the Owner, in discussion with
the operations staff and the Project Manager. Financial responsibility for this maintenance also
lies with the Owner. Long-term major infrastructure maintenance, rehabilitation and renewal
activities are conducted at least annually, either via discussion with Owner and/or in operations
reports.
A system maintenance review and relevant infrastructure items (i.e. infrastructure review) are
communicated to the Owner via an operations report, typically issued quarterly.
Effectiveness of the CMMS is determined by how frequently preventative maintenance is
required. If it is found that maintenance is being conducted too frequently, or not often enough,
the task schedule can be adjusted. This would be done by the QMS Rep. after communication
from operations staff
Element 16.
Sampling, Testing & Monitoring
Please refer to CR-ADMIN-1600 for the Sampling, Testing and Monitoring procedure
Element 17.
Measurement & Recording Equipment
Calibration & Maintenance
Methods of measurement and recording equipment calibration and maintenance are described
in detail in the procedure CR-ADMIN-1700.
CR-ADMIN-1700
Measurement & Recording Equipment Calibration & Maintenance
Element 18.
Emergency Management
Please refer to procedure CR-ADMIN-1800 for Emergency Management.
Chalk River Operational Plan August 15, 2022 Page 10 of 11
Element 19.
Internal Audits
The Internal Audit Procedure AW-ADMIN-1900 describes how conformity of the QMS is
evaluated on an annual basis. The procedure describes how audit criteria, frequency, scope,
methodology and records are identified. It also describes how corrective actions are initiated as
a result of an internal audit, and provides references to the Continual Improvement Procedure.
Other procedures relating to the Internal Audit are:
AW-ADMIN-1910
Internal Audit Checklist
AW-ADMIN-1920
Continual Improvement Procedure
Element 20.
Management Review
The Management Review Procedure describes the procedure for management review, including
instructions related to all of the required inputs to the meeting. The procedure also describes
how Top Management considers results, identifies deficiencies, and records and forwards
results to the Owner and to other key personnel.
AW-ADMIN-2000
Management Review Procedure
AW-ADMIN-2010
Management Review Checklist
Element 21.
Continual Improvement
The Operating Authority and Owner of the Chalk River Water System strive to continually
improve the Quality Management System through the use of the QMS Policy, Internal Audits,
Corrective Actions, Management Review, and the Analysis of Process Data.
The Continual Improvement Procedure AW-ADMIN-1920 describes how QMS-related corrective
or preventive actions are documented, and how steps are followed when implementing
corrective and preventive actions.
Table of Revisions
Date
Description of Revision
Mar. 1, 2010
Initial issue of Plan
Feb. 7, 2011
Updated Element 15 as per CAR 616
Updated how Owner Endorsement is shown
Chalk River Operational Plan August 15, 2022 Page 11 of 11
Mar. 24, 2011
Updated flow information (system description) for 2010
Mar. 15, 2012
Updated Element 15 to accurately describe actual events
Jan. 23, 2013
Removed old Top Management signature and included new TM endorsement in
Appendix D
Updated infrastructure review and CMMS effectiveness
Mar. 28, 2014
Updated drinking water system description-event driven fluctuations, removed
reference to 2009 flows; changed single speed pumps to variable speed pumps
Removed reference to Correction Action From (AW-ADMIN-1930) in Element
19
April 29, 2014
Changed reference in Element 16 to CR-ADMIN-1600
Sept. 23, 2015 Changes made to the drinking water system description and Unplanned
Maintenance (bold)
Removed Compliance Manager from Organizational Chart
Mar. 6, 2017
Added number of hydrants and gensets in DWS description
Mar. 31, 2017
Rephrased item about bacteriological contamination in the source water
Mar. 27, 2018
Element 15: added item about maintenance responsibilities
Element 15: removed reference to skipping Q4 operations reports
June 20, 2018
Updated Element 15 to include new reference to long term forecasting of
infrastructure maintenance, etc.
Oct. 17, 2018
Updated all American Water references to Veolia
Jan. 29, 2019
Updated Organizational Chart (Element 9)
Revised where copies are kept in Element 3
May 2, 2019
Updated Element 4 to include two additional responsibilities
Dec. 20, 2019
Element 1: Updated reference to new Standard (2.0)
Updated references to AW-ADMIN-1920 (Continual Improvement Procedure)
Mar. 31, 2020
Element 6: Added description of SCADA system
Apr. 28, 2020
Updated Element 2. Removed QMS policy
May 28, 2020
Element 3: updated when endorsements are obtained
Aug. 15, 2022
Element 6: updated raw water piping and Tower volume to match DWWP
Title
Document No.
OPERATIONAL PLAN TABLE OF
CONTENTS
CR-ADMIN-TC
Approved By:
Effective Date:
April 26, 2022
Internal Use Only
Uncontrolled Copy when Printed
Page 1 of 2
The signature above shows approval of all of the following Administrative procedures:
Operational Plan Section
Approval Date
(dd/mm/yr)
Revision Number
AW-ADMIN-500 DOCUMENT CONTROL
22/01/2019
15
AW-ADMIN-510 RECORDS CONTROL
21/09/2018
9
AW-ADMIN-700 RISK ASSESSMENT
19/12/2019
8
AW-ADMIN-900 ORGANIZATIONAL
STRUCTURE, ROLES,
RESPONSIBILITIES AND
AUTHORITIES
24/05/2019
7
AW-ADMIN-1000 COMPETENCIES
22/01/2019
10
CR-ADMIN-1100 PERSONNEL COVERAGE
05/10/2018
4
AW-ADMIN-1200 COMMUNICATIONS
30/03/2021
5
CR-ADMIN-1300 ESSENTIAL SUPPLIES &
SERVICES
30/03/2021
19
CR-ADMIN-1400 REVIEW AND PROVISION OF
INFRASTRUCTURE
29/01/2019
5
CR-ADMIN-1600 SAMPLING, TESTING AND
MONITORING
31/03/2021
7
CR-ADMIN-1700 EQUIPMENT CALIBRATION
AND MAINTENANCE
15/10/2018
5
CR-ADMIN-1800 EMERGENCY MANAGEMENT
24/01/2020
6
AW-ADMIN-1900 INTERNAL AUDIT
28/04/2020
9
AW-ADMIN-1910 INTERNAL AUDIT CHECKLIST
03/05/2018
2
AW-ADMIN-1920 CONTINUAL IMPROVEMENT
PROCEDURE
12/12/2019
12
AW-ADMIN-2000 MANAGEMENT REVIEW
28/04/2020
6
AW-ADMIN-2010 MANAGEMENT REVIEW
CHECKLIST
24/09/2018
1
Appendices
Approval Date
(mm/dd/yr)
Revision Number
Appendix A: Process Flow Diagram
January 2019
N/A
Internal Use Only
Uncontrolled Copy when Printed
Page 2 of 2
Appendix B: Risk Assessment
04/26/2022
N/A
Appendix C: removed
Appendix D: Owner/Top Management Endorsement
Municipal (Council) Endorsement
Top Management Endorsement
05/22/2019
01/25/2022
N/A
N/A
Appendix E: Emergency Contact List
11/16/2021
N/A
Appendix F: QMS Policy
05/19/2020
N/A
Title
DOCUMENT CONTROL
PROCEDURE
Document No.
AW-ADMIN-500
Effective Date
Version
January 22, 2019
15
Internal Use Only-
uncontrolled when
printed
AW-ADMIN-500 v15
Page 1 of 4
Purpose
This procedure defines the actions and responsibilities of the Operating Authority staff to control
creation, approval, distribution and revision of all documents related to the Quality Management
System (QMS).
Creating, revising, approving and releasing documents must be performed in a consistent
manner, so that documents can be easily retrieved, stay current and accurate, and are available
to the user. All obsolete documents must be promptly removed from use. Proper maintenance
of documents is critical for conformance with the Drinking Water Quality Management Standard
(DWQMS), and also for compliance with drinking water legislation.
Definitions
"Document" - an official paper that gives information about something or that is used as proof or
support of something
References
Drinking Water Quality Management Standard Element 5
Procedure
Who
- The QMS Representative (or designate), shall be responsible for the control of QMS
documents.
- The QMS Representative (or designate) creates, edits, and releases QMS documents, and
controls obsolete documents
What
The following QMS documents are controlled under this procedure:
- Internally created QMS documents include:
o Operational Plan ("QMS manual")
o QMS Procedures (Administrative Procedures)
o QMS Work Instructions (Standard Operating Procedures)
o Blank forms (excluding work orders), checklists
o Risk Assessments and Critical Control Point Procedures
- Externally created QMS documents include:
Internal Use Only-
uncontrolled when printed
AW-ADMIN-500 v15
Page 2 of 4
o Applicable federal, provincial and municipal legislation
o Industry standard procedures
o Permits, licenses, approvals or other legal documents filed at the facilities
The methods by which control over records will be exercised are described in the Record
Control Procedure.
Maintenance Documents
Maintenance documents such as Equipment Manuals will be kept on-site, typically within the
Operations and Maintenance Manuals
Reviewing/Approving
- As required, the QMS rep (or designate) reviews QMS documents for any required updates
or modifications
- The QMS rep may delegate document modifications if needed
- If a designate creates or edits a document, the QMS rep must be notified and approve the
revised document prior to its release
- If the document is not approved or requires additions, the QMS rep will work with the
designate to create an approved document
- The QMS Rep approves all newly created and edited QMS procedures prior to their release,
by signing in the signature block of the document or Administrative Procedure Table of
Contents
- All internal QMS documents are electronically controlled, with only the QMS rep, or
designate, having access to the master documents
- Edits to the document are summarized in the Table of Revisions located within the body of
the document
- At the time procedures are reviewed associated forms must also be reviewed. If any
changes are required to the form, they will be recorded in the associated procedure revision
table.
- Electronic calendars can be programmed to generate reminder to prompt review of any
revised documents, as needed
Format
- The QMS rep, or designate, creates internal QMS documents, or makes appropriate edits
- The format of the procedures shall cover the following:
o the 'who', 'what' and 'when'
o related documentation
o how documents are filed
o purpose and reason
o A QMS header including document name, document number, effective date of
current revision, and version number.
o A footer indicating "Internal Use Only", "Uncontrolled Copy if Printed" and page
number and total pages
o Format of created internal documents shall include the document name, form
number, effective date
o Table of revisions and summary of revisions
Internal Use Only-
uncontrolled when printed
AW-ADMIN-500 v15
Page 3 of 4
o Document numbers are allocated by the QMS rep, considering the following layout
as a guide. The format should be an alphanumeric code consisting of three
segments (XX-OOOOO-####)
-
Segment 1 ("XX") indicates applicability of the procedure to the project
-
Segment 2 ("OOOOO") indicates type of document, using identifiers listed in
table below
-
Segment 3 ("####") is a 3 or 4 digit numeric identifier with the first two digits
referring to the applicable DWQMS element number.
Segment 1
"XX"
System Owner
Segment 2
Type
Segment 3
Identifier
AW
All Veolia
(previously
American) Water
Canada contract
locations
ADMIN
Administrative
### or ####
3 or 4 digit
identifier
CCP
Critical Control
Point
###
Releasing
- All internal QMS documents are electronically controlled with only the QMS rep or
Administrative Assistant having electronic access to modify them
- QMS rep shall notify appropriate staff of updated documents to be released and will update
electronic version
- These issuance of these updated documents are controlled by the QMS Rep
- Operations staff, or the QMS rep, has access to the revised Operational Plan on the Google
Drive
- Printed versions of Internal QMS documents are considered 'uncontrolled'
- Electronic copies are available in applicable Google Drive folder
- All QMS documents are filed at the main work area for each contract location or other
locations as designated by the QMS rep
- External documents of a legal nature, including DWWP, MDWL and other permits, may be
controlled by the Owner, and copied to the main work location and the Project Manager
- Printed legislation and other governmental publications are uncontrolled. When referring to
these documents, the QMS rep, or designate, shall refer to the online resources, rather than
printed copies
Electronic File Retention and Obsolete Copies
- All files are stored on Google Drive
- Obsolete electronic documents and obsolete legislation may be stored in a separate file,
archived or deleted
- Printed QMS documents that are obsolete shall be promptly removed from use by
operations staff and disposed of
Internal Use Only-
uncontrolled when printed
AW-ADMIN-500 v15
Page 4 of 4
Retention Time
Documents are retained until newer (updated) versions are available
Protection from Damage
- Hard copies of documents are kept protected at the main work area.
- All electronic QMS documents reside in the applicable Google Drive folder
Associated Documents
AW-ADMIN-510 Records Control
Table of Revisions
Date (mm/dd/yyyy)
Description of Revision
03/04/2009
Bullet #7 under Reviewing and Approving-changed the way a procedure is
approved
03/18/2009
Added a note (Bullet #3) under 'Reviewing and Approving'
05/22/2009
Removed bullets referencing a chain from the QMS rep to the PM; they are the
same person
05/27/2009
Under 'What' added SOPs to Work Instructions
Under 'What' removed 'Hazard Analysis' and added 'Risk Assessment', inserted
Critical Control Point Procedures
Under 'What' added reference to Master List of Documents
Removed Equipment Manuals and O&M Manuals from Associated Documents
01/26/2010
Added "of any revised documents, as needed" to reference to electronic calendars
under 'Reviewing/Approving"
Deleted bullet "how documents are filed' under 'Format'
Added bullet to define who is responsible for distributing revisions of controlled
documents (Releasing section)
Added bullet defining who controls the release of updated documents (Releasing
section)
02/03/2010
Removed reference to Administrative Assistant
02/18/2010
Under 'Releasing' removed reference to having printed copies on site
Added where electronic versions can be found
Removed 'stored in binders' from 'Protection from Damage'; referencing S: only
03/09/2011
Removed requirement of status and approver name in header
01/12/2012
Removed reference to C of A and added MDWL and DWWP
04/15/2014
Added a definition of Document
09/10/2014
Added Retention Time
09/23/2015
Removed references to Master List of Documents
09/30/2015
Removed references to Compliance Manager
09/07/2018
Updated table under Format
Updated document logo
01/22/2019
Updated how documents are released, how Electronic/Obsolete copies are
handled and where documents are stored
Title
RECORD CONTROL
PROCEDURE
Document No.
AW-ADMIN-510
Effective Date
Version
September 21, 2018
9
Internal Use Only-
Uncontrolled when Printed
AW-ADMIN-510 v9
Page 1 of 3
Purpose
This procedure defines the mechanism for maintaining records generated from the Quality
Management System (QMS).
Definitions
"Record" - A record is a 'snapshot' of the conditions of the drinking water system.
Procedure
Who
-
Records are filed as prescribed in QMS procedures
Filing of Records
Type of Record
Filing Location(s)
Responsible Person
Retention
Operator records (i.e. logbooks)
At water system and/or
other
location
as
appropriate
QMS Rep or
Operations Personnel
5 Years (as per O. Reg.
128/04)
QMS records (i.e. daily/monthly log
sheets)
At water system and/or
another
location
as
appropriate
QMS Rep/Operations
Personnel
At least 5 years
Government compliance
(inspection) reports
At water system and/or
another
location
as
appropriate
Project
Manager/Operations
Personnel
All are retained
Operator Training records
At water system and/or
another
location
as
appropriate
Operators/Project
Manager
5 Years (as per O. Reg.
128/04)
QMS Audit results (Internal or third-
party)
Electronically filed
QMS Rep or
designate
At least 5 Years
Records of maintenance (i.e. work
orders)
At water system and/or
other
location
as
appropriate
QMS Rep or
Operations Personnel
At least 5 Years
Risk Assessments
Included in Operational
Plan
QMS Rep
All are retained
Management Review meeting
minutes
Electronically filed
QMS Rep or
designate
5 Years
Laboratory results (includes adverse
results)
At
water
system
or
another
location
as
QMS Rep or
Operations staff
2 Years (as per O. Reg.
170/03)
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*Though regulatory requirements are listed in the table above, it is recommended that records
be retained at least six (6) years to cover two cycles of DWQMS accreditation by a registrar
Special Requirements for Log Books
-
Retained as per legislative requirements
Electronic Records
-
Electronic QMS records reside on the OA central network drive or in a designated area as
required
-
Electronic Maintenance records reside on the CMMS, if applicable
-
Water quality records reside in an electronic data management system
-
Electronic backup of the data management system is performed according to the vendor's
internal data storage policy
-
Electronic backup of the CMMS, if applicable, is performed according to the vendor's
internal data storage policy
SCADA or Continuous monitoring records
-
Continuous monitoring data is retained on SCADA computer
-
Daily summary reports are generated for operators to review and these are stored in a
designated area
Hard Copy or Paper Records
-
All paper copies are properly stored (clean, dry, organized) in a designated area as outlined
in the "filing of records" section of this procedure
-
All written records must be legible and identifiable
-
Records are identified by some form of a description (written or computer generated) that is
included with the record
Retrieval of Records
-
Anyone can make requests to the Operations staff or the QMS rep for the retrieval of
records
-
Operations staff, or QMS rep properly re-files all paper records retrieved
Disposal of Records
-
Hard copies of records are disposed of by the QMS rep, or designate, as required
-
Electronic records are deleted by QMS rep, or designate
appropriate
Purchase Order/receipts
At water system and/or
other
location
as
appropriate
QMS Rep or
Operations staff
At least 5 years
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Associated Documents
CMMS user documents and service agreement
Electronic data management system user documents and service agreement
Ontario Regulation 128/04
Ontario Regulation 170/03
Table of Revisions
Date (dd/mm/yyyy)
Description of Revision
10/03/2009
Added '(Internal or third-party)' to QMS Audit results under 'Type of Record' in
table
27/05/2009
Removed reference to Project Manager. Using QMS rep for consistency
Revised definition of 'Record'
Added Purchase Orders/receipts and Risk Assessments to list of records
03/02/2010
Reviewed; no changes made
18/11/2010
Removed reference to WaterTrax in two bullets under Electronic Records
Changed where SCADA data is retained; added Daily summary sheet bullet
Replaced 'QMS Rep' with Project Manager as person responsible for Government
inspection reports
Changed how hard copies are disposed
20/10/2011
Under 'Hard Copy or Paper Records', identifiable is added to bullet #2
Also, a third bullet is added in this section explaining how records are identified
15/04/2014
Updated filing location from some records
12/09/2014
Added note under Table to indicate recommendation to keep documents for at
least six years
11/03/2015
Removed references to Compliance Manager. Removed administrative assistant
from Retrieval section
21/09/2018
Removed references to S drive
Removed reference to network backup under Electronic Records
Title
RISK ASSESSMENT
PROCEDURE
Document No.
AW-ADMIN-700
Effective Date
Version
December 19, 2019
8
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Page 1 of 5
Purpose
This procedure describes the DWQMS risk assessment process. By performing a risk
assessment, hazards in the drinking-water system are identified, and the control measures to
address those hazards are described. The critical process steps associated with the most
significant hazards are identified, and control limits, monitoring, and response procedures are
established to ensure deviations in those critical process steps are planned for. Conducting a
risk assessment and keeping it updated is an excellent learning process, and helps staff be
more aware of risk and hazards in the waterworks. The risk assessment now includes the
hazards included in the MECPs document titled Potential Hazardous Events for Municipal
Residential Drinking Water Systems, dated Feb. 2017.
Scope
This procedure applies to the processes, hazards and hazardous events of which the Operating
Authority has control.
References
Drinking Water Quality Management Standard Elements 7 and 8
Procedure
The risks must be assessed at least once every thirty-six months. The QMS representative and
the operational staff, herein called 'the group', shall perform the Risk Assessment.
The information in the Risk Assessment table shall be reviewed at least once a year for validity
and currency, by the QMS representative, prior to the annual management Review. This
exercise shall also be completed when a significant change occurs in operations, such as a
change in the type of process chemical or a change of equipment. When a new risk
assessment is complete, it will replace the old assessment. The old assessment will be kept on-
file.
The Risk Assessment table shall be used to record the information collected and decided upon
in this procedure.
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Hazard Identification and Control Measures
- Using process flow diagrams and process knowledge as a guide, the group shall discuss
and review the basic waterworks projects, areas, process steps and sub-steps, within the
scope of the Operating Authority responsibilities.
- The group shall review and modify as required the existing list of hazards/hazardous events,
nature of hazard, potential effects, and make additions or edits as required.
- Special attention shall be given to areas within the process where changes have occurred
since conducting the previous risk assessment exercise.
- The group shall also identify control measures in place, where they exist, for each
hazard/hazardous event.
- The reliability and redundancy of equipment shall be considered during this exercise,
especially when identifying control measures.
- All hazards shall be identified, whether they can be prevented within the scope of the
Operating Authority responsibilities or not. For hazards that cannot be prevented with
control measures, the inability to control shall be documented in the 'Control Measures'
column and response procedures may be created under Emergency Management.
Risk Assessment
The group shall assign each hazard or hazardous event a numeric value ranging from 1 to 5 in
three different categories: likelihood, severity, and detectability (see tables below).
LIKELIHOOD
Level
Descriptor
Example Description
5
Almost
certain
Is expected to occur in most circumstances - occurs more frequently than
monthly
4
Likely
Will probably occur in most circumstances - occurs monthly to quarterly
3
Possible
Might occur at some time/the event should occur at some time - once or twice
per year
2
Unlikely
Could occur at some time, but less than once per year
1
Rare
May occur only in exceptional circumstances
SEVERITY
Level
Descriptor
Example Description
1
Insignificant
Insignificant impact, little disruption to normal operation, low increase in
normal operations costs
2
Minor
Minor impact for small proportion of population, some manageable operation
disruption, some increase in operating costs
3
Moderate
Minor impact for larger proportion of population, significant modification to
normal operation but manageable, operation costs increased, increased
monitoring
4
Major
Major impact for small proportion of population, systems significantly
compromised and abnormal operation if at all, high level of monitoring
required
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5
Catastrophic
Major impact for large proportion of population, complete failure of essential
systems
DETECTABILITY
Level
Descriptor
Example Description
1
High
Detectability
automatic response AND alarm
2
Moderate
Detectability
alarm/pager OR automatic response
3
Detectable
Visually detectable on operator's rounds; Regular maintenance would
discover the problem
4
Poor
Detectability
Visually detectable, but not inspected on a regular basis; Would not be
detected before a problem was evident; Lab tests that are not done on a
regular basis (e.g. quarterly)
5
Undetectable
Cannot detect
Determination of Critical Control Points
The three assigned numbers for each event shall be summed to determine the overall risk
value. The highest overall risk values are typically indicators of critical events, associated with a
critical control point (or critical process step).
Based on a review of the overall risk values and the associated events, a threshold risk value
shall be chosen such that all process steps associated with risk values which are equivalent to
or greater than the threshold value shall be considered CCPs. See table below for the selected
threshold values:
Level of Likelihood +
Severity+
Detectability
Risk Category
3 - 5
Low
6 - 8
Moderate
9 - 15
High - CCP
- In the case where a process step having a higher calculated risk value is not determined by
the group to be critical, an explanation of the reasoning for this distinction shall be
documented in the table.
- However, areas that cannot be preventively controlled should not be considered CCPs,
regardless of their score
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- An explanation of the reasoning shall also be documented when the group deems a process
step associated with a lower calculated risk as critical.
- Note that inadequate primary disinfection is always critically hazardous to water quality, and
shall always be associated with CCPs
- CCPs require the establishment of controlled conditions, including: critical control limits,
monitoring, responses, reporting and recording procedures.
Critical Control Limits
- Critical limits shall be established for indicators that a critical control point is outside of
normal limits. The limits provide staff with a range of acceptable values within which no
corrective actions are required. Critical limits define the point at which staff must take action
to prevent escalation of the critical event or to correct the critical event.
- Critical limits may be determined based on regulatory requirements, process monitoring
capabilities, off-hours response time, and historical plant performance. Process alarms (if
available) are normally set at, or near critical limits. Responses to breached critical limits are
detailed in the Operations Manual and/or in the critical control procedure
- Critical control limits shall be documented in the associated CCP monitoring and/or
response procedures.
Critical Control Monitoring and Response Procedures
- A procedure or series of procedures shall be established and implemented for monitoring
the indicators against the critical control limits and for response if the critical control limits
are exceeded.
- These procedures shall include or refer to reporting and recording instructions, related to the
response actions.
- These procedures shall be referenced in the Risk Assessment table.
Associated Documents
Risk Assessments
Table of Revisions
Date (dd/mm/yyyy)
Description of Revision
27/02/2009
Changed 'Risk Assessment Consolidated' to 'Risk Assessment'
27/05/2009
Edited group description under Procedure
Added bullet regarding uncontrollable hazards not being CCPs
Removed turbidity and pressure from mandatory CCPs
18/11/2010
Under 'Procedure', changed 'annually' to 'once a year'
Under 'Critical Control Liimits', added 'and/or in the CCP to bullet #2
08/03/2012
Revised descriptions for Levels 2 & 3 under Likelihood
Revised footer
14/09/2017
Revised statement on how often risks are to be assessed
21/09/2018
New Veolia logo inserted in Header
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22/01/2019
Updated bullet #1 under Critical Control Limits
19/12/2019
Included reference to MECP document regarding potential hazardous
events
Title
ORGANIZATIONAL STRUCTURE,
ROLES, RESPONSIBILITIES AND
AUTHORITIES
Document No.
AW-ADMIN-900
Effective Date
Version
May 24, 2019
7
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Purpose
This procedure describes the structure of key personnel within the QMS, and their roles,
responsibilities, and authorities. This procedure clearly shows how information and responsibility
is structured in the QMS. This procedure is critical in defining paths for communicating QMS
information and assigning responsibilities.
References
Drinking Water Quality Management Standard Element 9
Procedure
Role
Responsibilities
Authorities
Owner (can include
Public Works
Manager, Council,
Mayor)
-
Supply clean drinking water to the public
-
Ensure Water Systems are properly operated
-
Prescribe requirements and monitor the
operation of the Water Systems, as per the
Contract between the Operating Authority and
the Owner
-
Represent the Water Systems to the public
-
Provide resources or infrastructure as
necessary
-
Endorsing the Operational Plan for the
Drinking Water Systems.
-
Provide for management or
delegated management of
utility assets
-
Review, revise and approve
proposed and existing
bylaws, expenditures, user
fees, and taxation rates
-
Provide / review / approve
administrative policy
direction
-
To prescribe requirements
and monitor operations, as
per the operating Contract
-
To provide resources as
per the operating Contract
-
To provide resources to
ensure the proper
implementation and
continuance of the QMS,
including access to
personnel, access to
equipment, and financial
resources
Operating Authority
(OA)
-
Operate the Drinking Water Systems
-
Perform the operations as per the Contract
between the OA and the Owner
-
To perform its required
operative duties as per the
Operating Contract
-
To recommend
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-
Obtain resources or infrastructure as
necessary
-
Responsible for endorsing the QMS for the
Drinking Water Systems
-
Undertaking the development, maintenance
and Management Review of the QMS.
improvements or changes,
as per the operating
Contract
-
To implement
improvements or changes,
as per the operating
Contract
-
To provide resources as
per the operating Contract
OA - VP-Operations
(Top Management)
-
Participate in Management Reviews of the
QMS
-
Respond to Owners requests as required
-
Communicating with the Owner, the public,
regulatory authorities on behalf of the OA
-
Assigning responsibility of QMS rep
-
To recommend
improvements or changes,
as per the operating
Contract
-
To provide resources as
per the operating Contract
OA - Project
Manager/QMS
representative
(reports to VP-
Operations/Top
Management)
-
Responsibilities of QMS rep as per Element 4
of Operational Plan
-
Establish, implement and maintain the QMS in
accordance with the Drinking Water Quality
Management Standard
-
Communicate the status, progress and need
for improvement of the QMS to Top
Management
-
Read and act upon non-conformances
-
Arrange, chair and provide necessary
information to Top Management for the
Management Review
-
Report the performance of the QMS to Top
Management
-
Respond to Owner's requests as required
-
Represent the OA to internal or external
parties with regards to the QMS including any
external environmental communications
-
Review/approve relevant QMS documents,
applications, etc. and ensure that the most
current versions of documents required by the
QMS are being used at all times
-
Ensure that personnel are aware of all current
regulatory requirements that pertain to their
duties with the operation of the drinking water
system
-
Promote awareness and effectiveness of the
QMS throughout the operating authority
-
Identify the need for resources or
infrastructure
-
To perform all defined
responsibilities under the
QMS
-
May assign a designate to
perform any of the listed
responsibilities
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Manage laboratory results and sampling
programs
-
May assign a designate to complete duties in
his/her absence
OA - Operations
personnel (report
to Project
Manager)
-
Carry out applicable QMS tasks
-
Plan and manage operations, and perform
maintenance tasks for the water systems
-
Report and act upon non-conformances
-
Follow procedures, complete forms
-
File records
-
Laboratory sampling
-
Attend training
-
Keep records of external complaints and
communicate them to Owner, if required
-
Regularly communicate to the QMS
Representative
-
Carry out required operations and
maintenance activities
-
Operators must maintain licenses
-
To perform the required
QMS duties
Associated Documents
Operating contract between the Owner and Operating Authority
Table of Revisions
Date (mm/dd/yy)
Description of Revision
02/03/2010
Added 'assigning responsibility of QMS rep' to Regional Director responsibilities
Added examples to Owner reps.
03/09/2011
Removed AW-ADMIN-002 from Associated Documents
08/19/2013
Updated how external complaints are received by Operations personnel
09/15/2014
Removed reference to Projects Director; changed reference to Compliance Mgr to
Compliance Mgr OR QMS Rep
11/03/2015
Removed references to Compliance Manager and revised QMS Rep
responsibilities
09/21/2018
Updated logo; changed TM reference to VP-Operations
05/24/2019
Combined QMS/Project manager roles
Title
COMPETENCIES
Document No.
AW-ADMIN-1000
Effective Date
Version
January 22, 2019
10
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Page 1 of 3
Purpose
The table below lists the minimum levels of competencies required of trained Veolia Water
Canada staff whose performance may have a direct impact on drinking water quality
References
Drinking Water Quality Management Standard Elements 10
According to O. Reg. 128/04, all operators (not including the ORO) are required to possess, at a
minimum, a valid OIT certificate in Water Treatment and Water Distribution.
The ORO must hold, at a minimum, a certificate matching the class of the facility.
Operator Training Hours
- For an operator to maintain his/her license, a certain number of training hours are needed.
This is dependant on the class of facility. Refer to MOE Guideline 4.5
- Training can be provided by the OA or a qualified third-party contractor
- In addition to the regulatory requirements to maintain licensing, all water system operations
staff must complete the following training within a reasonable period of time within beginning
employment, unless scheduling does not permit (more for remote locations):
Role
Competency Expectations
Overall Responsible
Operator
Minimum licensing to the level of the system classification
Understanding of DWQMS
Operator in Charge
Minimum Class I Water Distribution & Class I Water Treatment
Understanding of DWQMS
Operator
Minimum OIT in Water Distribution & Water Treatment
Understanding of role within DWQMS
Satisfying Competencies
- Operator competency is initially assessed through the Operating Authority Human
Resources hiring policies and procedures
- All full time employees participate in an annual performance and development review
process to promote the expectations of the company
- Records of an interim and final performance review are maintained by the Operating
Authority
Project manager is responsible for maintaining competencies listing
- Operator training is maintained electronically
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- Both on the job training and CEU training is included as per O. Reg. 128/04
- For new staff, competency is monitored by the lead operator or ORO
- On-the-Job training, including annual DWQMS review for update and understanding, is
provided by Veolia Water Canada or other contractors
- Relevant on-the-job training sessions are determined by project manager, or designate
- Resources are provided by Veolia Water Canada for external training
- It is the responsibility of both the operator and Veolia Water Canada to ensure
competency expectations are met
- If an employee is hired without the full competency requirements, they are not assigned
full duties (as a condition of employment), and then regular internal / external training is
conducted to acquire the competency requirements
Other Expectations
- Throughout the hiring process and subsequent employment of staff, other qualities are
also desirable, including, but not limited to:
o Ability to follow instructions/procedures
o Problem solving
o Ability to work independently or as part of a team
o Managing time and schedule
o Respond to customer needs
o Supporting company goals
Relevance of Duties
- New employees are introduced to the DWQMS during on-the-job training
- Annual review of QMS reinforces relevance of operator duties
- The DWQMS policy is posted at a central operations location
Training Records
- Accurate training records are the responsibility of the operator
- Training records are maintained at the main work area
Other
Other employees (i.e. QMS Rep., internal auditor, Project Manager) are made aware of the
relevance of their duties via verbal and/or electronic (email) updates
Associated Documents
O. Reg. 128/04 Certification of Drinking Water System Operators and Water Quality Analysts
MOE Guideline 4.5 O. Reg. 128/04 Phase-In of New Training Requirements
Table of Revisions
Date (dd/mm/yyyy)
Description of Revision
10/03/2009
Added bullets under Satisfying Competencies and who can provide training under
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Operator Training Hours
22/05/2009
Removed reference to www.oetc.ca in Associated Documents
03/02/2010
Added reference to other OA employees in 'Other'
22/11/2010
Under 'Satisfying Competencies' bullet added regarding initial operator
competency
Also two bullets regarding Competency form added
19/12/2011
Removed reference to Competency Form
Changed satisfying competency for new employees
09/11/2012
Added 'Other Expectations'
Added reference to company performance review process
27/11/2015
Removed reference to training booklet in Relevance of Duties
06/04/2016
Removed reference to Orientation booklet. Added item about annual review of
QMS and relevance of duties
21/09/2018
Updated logo in header and changed AWCC to Veolia Water Canada
22/01/2019
Removed reference to AWCC in Satisfying Competencies
Title
PERSONNEL COVERAGE
Document No.
CR-ADMIN-1100
Effective Date
Version
October 5, 2018
4
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A. Purpose
This procedure describes how to ensure sufficient personnel meeting the identified
competencies are available for duties that directly affect drinking water quality
B. Procedure
Veolia Water Canada employs licensed operators, all of whom are required to hold certificates
for water treatment and/or water distribution, as per AW-ADMIN-1000.
The operating authority provides sufficient daily coverage (8 hours of on-site coverage), as per
each Operations and Maintenance contract. Off-hours on-call coverage is also provided 24
hours a day.
On-Call Coverage
- Off hours emergencies are addressed by the designated on-call operator
- The on-call schedule is typically set by the operations staff
- The on-call schedule is communicated verbally or posted at a central location
- Typical on-call emergencies can be handled by the sole on-call operator
Water systems are monitored by an alarm system, which notifies the operator when alarm
conditions are encountered. Each alarm must be acknowledged by the duty operator otherwise
the dialer will alternate between the two operators with listed contact numbers. This will continue
until the alarm has been acknowledged. The on-call operator will respond to alarm conditions,
within a time period set forth by the Contract, to investigate and rectify any outstanding issues.
Conservative alarm set points plus multiple monitoring and treatment barriers are in place to
reduce risk to public health.
If circumstances arise where backup staff is required, they can be contacted by the duty
operator. Contact information for additional back-up is in the Emergency Contact List.
C. Associated Documents
AW-ADMIN-1000 Competencies
Emergency Contact List
Operations and Maintenance Contracts between Veolia and Owner
D. Table of Revisions
Date (dd/mm/yr)
Description of Revision
03/01/2010
Initial issue of document
10/04/2012
Updated method of contacting back up
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03/04/2014
Changed who sets the on-call schedule
09/23/2015
Removed specific working hours
10/05/2018
changed OA references from AW to Veolia. Changed logo in header
Title
COMMUNICATIONS PROCEDURE
Document No.
AW-ADMIN-1200
Effective Date
Version
March 30, 2021
5
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Purpose
This procedure describes the communication of QMS issues by Top Management amongst
Operating Authority staff, the water system Owners, Suppliers and the public.
References
Drinking Water Quality Management Standard Elements 12
Procedure
Who
-
For both internal and external communication, the QMS Representative and Top
Management serve as the main pipeline for QMS communication
-
Top management may designate communication responsibilities to the QMS rep via an
appointment letter
-
Internal QMS communication mainly occurs between the QMS Rep and OA operations staff
and Owner's designate
-
External QMS communication may occur between the Owner's staff, the OA head office,
other water treatment systems, suppliers, lawyers, consultants, regulators, DWQMS
accreditation agencies, consumers, community groups, neighbours, and other interested
parties.
Communication with the Owner:
-
Management review meeting results (as per AW-ADMIN-2000, Management Review
Procedure)
-
Regular administration meetings, including maintenance and operations reports submitted
as per operations contract between Owner and OA
-
Informal meetings (direct telephone contact, e-mail, site visits)
Communication with Personnel:
-
Postings in the central work location at the water system, where applicable
-
Informal meetings (informal discussions, e-mail, memos, phone contact)
-
QMS reviews
Communication with Suppliers (of Essential Supplies and Services):
-
Written and verbal commitments related to purchasing (purchase orders)
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Verbally communicated to suppliers directly from Operators
-
Essential Supplier/Contractor letter of notification
Communication with Consumers:
-
Accept phone inquiries, complaints, and concerns from the public, typically through Owner
-
Annual compliance reports may be posted on Owner's website
-
Notification of water system emergencies and alerts (issued by Owner, or designate)
-
Press releases as required (issued by the Owner)
-
All public documents are made available to the public upon request to the Owner
-
Public information posted as required at municipally-owned buildings
Associated Documents
-
Contract between Operating Authority and Owner
-
Management Review (AW-ADMIN-2000)
-
Operator's Log Book
-
Essential Supplier/Contractor notification letter
Table of Revisions
Date
Description of Revision
Feb. 3, 2010
Added 'results' to first bullet under communication with Owner
Nov. 17, 2010
Removed 'Quarterly safety meetings' from Communication with Personnel
Removed 'Review of Operator logbooks' from Communication with Personnel
Added 'QMS Reviews' to Communication with Personnel
Jan. 12, 2012
Updated Purpose to indicate the communication starts with Top Management
Updated the 'Who' to allow for designation of communication to QMS Rep
Removed 'Communication with Top Management'
Sept. 21, 2018
Updated logo in header
Mar. 20, 2021
Updated heading for Communication with Suppliers to include "Essential Supplies
and Services"
Title
ESSENTIAL SUPPLIES AND
SERVICES
Document No.
CR-ADMIN-1300
Effective Date
Version
March 30, 2021
19
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A. Purpose
This procedure identifies the supplies and services essential for the delivery of safe drinking
water.
B. Procedure
- Suppliers for water system equipment and chemicals deal in NSF/ANSI supplies only
- Letters are sent, on a three year basis, to identified primary suppliers notifying/reminding
them that their supplies and/or services are considered 'essential' under the QMS
- If contingency suppliers are to be used, they are forwarded a letter as well
- Agreements with Suppliers/Service providers are of an open purchase order agreement
- Operations staff, through experience, makes the orders when required.
- Upon receipt, staff inspects the delivery and compares to packing slip to ensure
accuracy. Packing slips are kept on-file
- Procurement is ensured by having backup (contingency) suppliers and, where
applicable, ordering supplies in advance of need
C. References
Drinking Water Quality Management Standard Elements #13
Supply or Service
Primary Supplier
Contingency Supplier
Accredited Laboratory Services
Caduceon Environmental
Laboratories
2378 Holly Lane
Ottawa, Ontario
K1V 7P1
613-526-0123
SGS Canada Inc.
657 Consortium Court
London, ON
N6E 2S8
519-672-4500
Disinfectant (Sodium hypochlorite)
Brenntag Canada Inc
43 Jutland Road
Etobicoke, Ontario
M8Z 2G6
Tel: 514-636-9230
Anchem Sales
120 Stronach Cres
London, ON
N5V 3A1
519-451-1614
Soda Ash
Brenntag Canada Inc
43 Jutland Road
Etobicoke, Ontario
M8Z 2G6
Tel: 514-636-9230
Cleartech Toronto
355 Admiral Blvd Unit 1
Mississauga, ON
L5T 2N1
Primary Coagulant
Kemira Water Solutions Canada Inc.
P.O. Box 11800
Succursale Centre-Ville
General
Chemical
Performance
Products (alum based chemical)
58 Blair Malcolm Rd
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Montreal, Quebec
H3C 0E5
Dalhousie Junction, NB
E3N 5X3
Hydrofluorosilicic Acid (HFS)
Brenntag Canada Inc
43 Jutland Road
Etobicoke, Ontario
M8Z 2G6
Tel: 514-636-9230
Cleartech Toronto
355 Admiral Blvd Unit 1
Mississauga, ON
L5T 2N1
Polymer(Magnafloc LT27AG)
Northland Chemical Inc
7480 Bath Road
Mississauga, ON
L4T 1L2
(T)905-676-1777
(F)905-676-0582
BASF Canada Inc
100 Milverton Dr
Mississauga, ON L5R 4H1
1-289-360-1300
Flowmeter / online analyzer
Calibrations
SCG Flowmetrix (purchased Metcon)
15 Connie Cres
Unit 5
Concord, ON
L4K 1L3
905-738-2355
Capital Controls
10-830 Industrial Ave.
Ottawa, ON
K1G 4B8
613-248-1999
Portable analyzer calibrations
Hach Sales & Service Canada Ltd
1140 Marc-Aurele-Fortin
Terrebonne, QC
J6Y 2E1
450-435-5091
Other Hach locations
Calibration standards, buffers,
reagents
Cleartech Toronto
355 Admiral Blvd Unit 1
Mississauga, ON
L5T 2N1
Hach Sales & Service Canada Ltd
1140 Marc-Aurele-Fortin
Terrebonne, QC
J6Y 2E1
450-435-5091
SCADA technician
Capital Controls
10-830 Industrial Ave.
Ottawa, ON
K1G 4B8
613-248-1999
Stantec
1331 Clyde Avenue
Ottawa, ON K2C 3G4
D. Table of Revisions
Date (mm/dd/yyyy)
Description of Revision
05/17/2011
Added 'Procedure' section
Added contingency supplier for disinfectant
Added contact info for Instrument Calibrations, and backup for Soda Ash
06/10/2011
Changed Polymer supplier
02/07/2012
Changed disinfectant supplier
03/29/2012
Updated soda ash suppliers, backup suppliers
Modified procedure footer
Added item about ensuring procurement
Added portable analyzers
04/03/2014
Removed "at the water system" for location of packing slips
Added backup supplier for alum-based product
09/12/2014
Removed 'verbal' from Agreements with Suppliers/Service providers
09/23/2015
Changed backup supplier for Flowmeter/analyzer calibrations
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04/06/2016
Updated backup supplier for sodium hypochlorite
04/13/2016
Changed backup Lab services provider
05/01/2017
Updated Northland contact information
09/19/2017
Added SCADA contacts to list
09/20/2017
Updated backup information for Polymer
09/27/2017
Updated Contingency Supplier for Lab Services
10/05/2018
updated header with Veolia logo
01/29/2019
Removed reference to PAS-8 and replaced with generic "Polymer"
04/13/2020
Updated Disinfectant, Soda Ash, coagulant, HFS Acid, flowmeters
02/05/2021
Updated Lab Services information
03/30/2021
Revised bullet #2 in Section B to that the supplies and services are essential, not
the supplier itself
Switched primary and contingency suppliers
Title
REVIEW AND PROVISION OF
INFRASTRUCTURE
Document No.
CR-ADMIN-1400
Effective Date
Version
January 29, 2019
5
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CR-ADMIN 1400 v5
Page 1 of 2
A. Purpose
This procedure defines the process used by Veolia Water Canada Inc. to review the adequacy
of the infrastructure and resources necessary to operate and maintain the drinking water system
safely and effectively. This procedure ensures periodic evaluation of the condition and capacity
of infrastructure components. The results of the evaluation are used to prioritize future resource
allocation.
This procedure is applicable to all Veolia Water Canada infrastructure components that fall
under the scope of the QMS
B. References
Drinking Water Quality Management Standard Element #14
C. Procedure
- The need for infrastructure will be communicated to the Owner on an as-needed
basis, but at least once every calendar year
- Risk assessment outcomes must be considered when communicating infrastructure
needs
- Communication methods can include verbal, e-mail and system summary reports,
usually between the Lead Operator and the Owner
- Infrastructure review items are included in quarterly operations reports from the
Operating Authority
- Owner and OA staff shall consider previous MECP Compliance Inspection Reports,
flow data trends, water quality reports and maintenance records to determine priority
needs
D. Determining Priorities
- The Owner maintains plans to determine how the area will grow, both short term and
long term, and where they believe infrastructure and resources will be necessary.
These plans are development-driven
- MECP Compliance reports will often include infrastructure items (i.e. watermains in
the distribution system) and will sometimes include recommendations
- Areas of concern will also be recognized based on past issues (i.e. watermain
breaks)
- Based on all of these items, priorities can be set for the provision of resources for
infrastructure
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E. Associated Documents
Infrastructure Review Reports
MECP Compliance Inspection Reports
F. Table of Revisions
Date (dd/mm/yyyy)
Description of Revision
25/03/2011
Revised entire report
10/04/2012
Updated procedure section to include quarterly reports to client
17/09/2017
First bullet under Procedure: added at least one communication per calendar year
Added the need to consider risk assessment outcomes when communicating
infrastructure needs
15/10/2018
changed header logo to Veolia and changed AW Canada references to Veolia
29/01/2019
Changed MOE to MECP (Ministry of the Environment, Conservation and Parks)
Title
SAMPLING, TESTING & MONITORING
Document No.
CR-ADMIN-1600
Effective Date
Version
March 31, 2021
7
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A. Purpose
This procedure describes the sampling schedule and analytical program used for monitoring the
water quality for the Chalk River drinking water system. It outlines the responsibilities of
operators and outside laboratories in regards to analyses performed and reporting duties.
Regular and strict adherence to a schedule is required to meet legislated and regulatory
requirements and to ensure all operators are aware of their responsibilities regarding the
required timing of sampling.
All sampling and analysis is required to comply with Ontario Regulation 170/03, or to monitor
additional parameters that affect water quality or aid in process control.
B. References
Drinking Water Quality Management Standard Elements 16
C. Responsibility
Only operators with valid Drinking Water Operator certificates are permitted to sample drinking
water and conduct laboratory analyses. The operator on duty performs all drinking water
sampling, as well as the daily analyses. All other analyses must be performed by the staff of an
accredited laboratory.
D. Procedure
Veolia Water Canada Inc. uses a sampling program for all its water systems, based on
legislative requirements. Sample schedules are available in each water system Operations and
Maintenance Manual. Operators sample according to the AWWA Standards for Disinfecting
Drinking Water Mains throughout any maintenance project undertaken within this system.
Free chlorine residual results are acquired from in-house analysis (using a portable chlorine
analyzer) conducted by the operator. Analysis for regulatory biological and chemical parameters
is conducted by an accredited laboratory, though collection and shipment of the samples are the
responsibility of the operator. In-house results are entered into monthly spreadsheets by the
operator and kept on-file. Bacteriological and chemical results from the accredited laboratory
are provided in electronic format. All results are uploaded by qualified laboratory staff to the
HachWIMS database where pertinent operations staff can review, if required
Continuous Monitoring
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- Raw water turbidity, treated water turbidity, raw/treated pH, 'adjusted' water pH, treated
water fluoride and treated water free chlorine residual are monitored continuously with
online analyzers
- The operator on duty shall verify online treated water chlorine residual by comparing to
bench-top results
- Chlorine and turbidity analyzers shall be adjusted when necessary per manufacturer's
instructions (refer to O&M manual)
- A SCADA system is used to continuously log process information that is reviewed as per
O. Reg. 170/03
Routine Sampling and Analysis
- Treated free chlorine residual shall be conducted weekly at the plant by the operators on
duty to confirm analyzer readings, as well as to check additional parameters that aid in
water quality monitoring and process control. The treated water sample is collected from
a point after chlorine injection
- Daily laboratory tests shall be performed by following lab equipment manufacturer
instructions, available in the laboratory
- Data shall be recorded on monthly log sheets, and filed at the plant. Portions of this data
is also uploaded to the HachWIMS database
- Regulatory distribution samples are collected and tested for free chlorine residual. The
sample can be taken from various points in the distribution system. The sampling
location is identified on the monthly log sheets
- If there is a problem with an internal result, it is recorded and re-tested. If the problem is
confirmed, and it is below or above a regulatory limit, it must be reported as per the
Contingency Plan
Weekly Sampling and Analysis
- Weekly bacteriological analysis is conducted on raw water, treated water, and from
various points in the distribution system as per O. Reg. 170/03. Each sample is tested
for Escherichia coli, total coliforms, and the general bacteria population expressed as
background colony counts and/or heterotrophic plate count (HPC). A minimum of 25%
of the monthly distribution samples must be tested for HPC.
- Distribution samples shall be collected from any of several points (refer to list in
HachWIMS or identified in O&M manual) throughout the system.
- Bacteriological samples shall be delivered in designated coolers to the accredited
laboratory within the prescribed hold time
- A Chain of Custody form, including the sample details and the free chlorine residual of
the samples, shall be completed and submitted to the laboratory with the samples. A
copy of this form stays with the operator and is filed at the plant, or at a central location.
Monthly Sampling and Analysis
- pH and alkalinity on treated water as per the newest MDWL
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Quarterly Sampling and Analysis
- Every three months, drinking water from the distribution system shall be tested for
Trihalomethanes (THMs) and Haloacetic Acids (HAA). THM samples must be collected
nearest to the furthest point in the distribution system as possible, however HAA
samples should be collected from a location closer to point of entry. Nitrates/Nitrites
samples are collected from the treated water tap. Samples are sent to accredited
laboratory for analysis
- Other sampling for any additional internal or external testing shall be performed as per
the system Municipal Drinking Water License (MDWL)
Lead Sampling
- Sampling and testing for lead shall be performed and documented as per the regulatory
requirements (Schedule 15.1 of O. Reg. 170/03).
Annual Sampling and Analysis
- Samples are collected every 12 months as per Schedule 13 of O. Reg. 170/03 and
analyzed for inorganics (Schedule 24) and organics (Schedule 23). Samples to be
analyzed shall be collected from the treated water tap.
- annual samples also require analysis for MCPA (as of Jan. 1, 2017)
- There may be other sampling required as per individual Certificates of Approval
Sampling and Analysis required on an Infrequent Basis (5 years)
- Treated water collected from the treated water tap must be analyzed for sodium and
fluoride as per Schedule 13-8 and 13-9 of O. Reg. 170/03
Upstream Sampling
No upstream sampling, testing or monitoring is required for these systems.
Delivery of Samples
Samples are taken by operations staff to a local depot to be picked up by a delivery company.
Staff is notified by depot if samples are not picked up on the day they are dropped off. Lab also
sends confirmation to Operating Authority staff when samples are received.
Adverse Results
If the accredited laboratory discovers adverse quality (refer to O. Reg. 169/03), they are
obligated to notify as per Schedule 16-6(3) of O. Reg. 170/03. Operations staff is to follow the
steps in the Contingency plan for Adverse Water Quality notification
Reporting Results
Lab reports are issued to site staff and the project manager.
All yearly analytical results are summarized and discussed in the Annual Reports, which is
provided to the owner and made available to the public on the Municipality website, or upon
request.
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E. Associated Documents
O. Reg. 170/03
Certificates of Approval
O. Reg. 169/03
Contingency Plans
Operations and Maintenance Manuals
F. Table of Revisions
Date (mm/dd/yyyy)
Description of Revision
03/25/2011
Initial issue of document. Previously AW-ADMIN-1600 was being used
03/29/2012
Updated Continuous Monitoring, Routine Sampling and Analysis
Updated HPC in weekly
04/03/2014
Updated sample collection section under Process
Replaced reference to C of A with MDWL in Quarterly Sampling section
09/12/2014
Added Delivery of Samples section
03/31/2017
Added reference to HAA and MCPA sampling
Added lab confirmation to Delivery of Samples section
10/15/2018
changed header logo to Veolia and changed AW Canada references to Veolia
Updated system reference at the end of paragraph 1 in Section D
01/29/2019
Updated sampling locations for THM/HAAs
03/31/2021
Added pH and alkalinity testing under Monthly sampling
Title
MEASUREMENT & RECORDING
EQUIPMENT CALIBRATION &
MAINTENANCE
Document No.
CR-ADMIN-1700
Effective Date
Version
October 15, 2018
5
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CR-ADMIN-1700 v5
Page 1 of 2
A. Purpose
This procedure describes the method used by Veolia Water Canada Inc. to ensure that all
measurement and recording equipment is effectively calibrated and maintained. Accuracy of
this equipment is essential to providing quality drinking water to the consumer with confidence
that the characteristics of the water meet or exceed legislated requirements and internal targets
set forth by Veolia Canada.
B. References
Drinking Water Quality Management Standard Elements 17
C. Procedure
Operations staff shall ensure that all calibration and maintenance for all equipment is performed
at the required frequency.
This procedure is applicable to the following types of equipment in use at the Chalk River
facilities:
o Continuous chlorine residual analyzers
o Continuous turbidimeters
o Portable colorimeters
o Portable turbidimeters
o Flow meters
o pH meters
- Any standards required to calibrate/maintain the above equipment are also required to be
kept current (i.e. not allowed to reach expiry date)
- Items to be calibrated are identified in the JobCal CMMS database. Who performs the
work and the frequency of calibration is also listed. When the work is due to be done, an
electronic work order will be created within the database. When the work is complete, an
operator will close out the work order to show it has been completed. Depending on the
frequency, another work order will be generated when the work is required again.
- A qualified staff member or contractor will ensure the proper calibration of the equipment
(refer to Element 13: Essential Supplies and Services)
- The frequency of calibration shall be at least that which is required by O. Reg. 170/03, or
according to manufacturer's recommendations, whichever is more often.
- All calibration and maintenance shall be performed according to manufacturer's
instructions
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- All third-party flow meter calibration reports shall be filed in a designated area
D. Associated Documents
O. Reg. 170/03
Equipment O&M manuals
Calibration Reports
E. Table of Revisions
Date (mm/dd/yyyy)
Description of Revision
03/01/2010
Initial Issue of Document
03/25/2011
Added information regarding JobCal
Removed Calibrations List from Associated Documents
03/29/2012
Updated equipment list
Added note about calibration standards
08/30/2013
Removed level sensors from list of equipment
10/15/2018
changed header logo to Veolia and changed AW Canada references to Veolia
Title
EMERGENCY MANAGEMENT
Document No.
CR-ADMIN-1800
Effective Date
Version
January 24, 2020
6
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CR-ADMIN-1800 v6
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A. Purpose
This procedure describes how Veolia Water Canada Inc. maintains a state of emergency
preparedness for the Chalk River drinking water system
B. References
Drinking Water Quality Management Standard Element #18
C. Procedure
A list of potential emergency situations or service interruptions are provided in the Chalk River
DWS Contingency Plan
Emergency Response and Recovery
-
Operations staff provide first response to an emergency, though Owner staff may
do so as well
-
Contingency Plan provides detail as to what OA responsibilities are (i.e.
response)
-
Overall response is carried out by OA and other public works employees, at the
direction of OA staff
-
OA will notify the Chief Administrative Officer, or designate, of the emergency
within a reasonable period of time (this will depend on the emergency)
-
Communications with the public is directed through Owner staff
-
Owner staff will inform council and water committee members at the appropriate
time depending on the scope and magnitude of the emergency
-
Details to assess and address the emergency can be found in the Contingency
Plan
-
Propane generators at Corry Lake and water tower plus natural gas
generator at the WTP cycle automatically on a weekly basis.
-
Gensets are run on full load monthly to check for proper operation. Details
are kept in the CMMS
Emergency Contacts
- A list of emergency contacts are available at each facility in the Contingency Plan
and in Appendix E
- The operations staff, along with the QMS rep, will keep this list up to date
Emergency Response Training and Testing
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-
Contingency plans are reviewed at least annually to ensure they are complete
and up-to-date
-
During the contingency plan review, a desktop review (testing) is conducted,
going through each response procedure step by step, to ensure the response to
each emergency is adequate
-
At least annually, a written test is issued to the operators regarding various
emergency scenarios
-
Operators response to the emergency is based on experience, which includes
on-the-job training
-
Operator response to 'real-life' emergency situations (i.e. low chlorine alarm)
partly meets testing requirement
-
If any procedural changes are required as a result of any emergency response, it
is the OA's responsibility to document the changes
-
Emergency events are recorded in the Operators log book
D. Associated Documents
Contingency Plan
Operators Log book
E. Table of Revisions
Date (mm/dd/yyyy)
Description of Revision
03/01/2010
Initial issue of document
03/29/2012
Updated Emergency Response and Recovery
Added items about annual test and desktop review. Removed info about power
loss testing
29/01/2013
Changed 'Public Works Manager' to Owner Staff
Added more detail to contingency plan review to meet testing requirement
Added bullet re: real-life situations
Included addition of Emergency contact list to Appendix E
04/06/2016
Revised Conditions Covered list
03/31/2017
Updated reference to Contingency Plan under Procedure
10/15/2018
Header logo updated to Veolia and changed references from AW Canada to
Veolia. Specified CR DWS in Section A
01/24/2020
Included reference to the two natural gas gensets
Title
INTERNAL AUDIT
Document No.
AW-ADMIN-1900
Effective Date
Version
April 28, 2020
9
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AW-ADMIN-1900 v9
Page 1 of 3
Purpose
This procedure describes the process used by Veolia Water Canada ("Veolia") to conduct
internal audits of the Quality Management System (QMS). Internal audits are conducted to
evaluate conformity of the QMS with the requirements of the Ministry of the Environment's
Drinking Water Quality Management Standard.
References
Drinking Water Quality Management Standard Element 19
Procedure
Responsibilities
-
The QMS Representative shall manage the overall performance of internal QMS audits,
-
Performance of audits may be subcontracted to qualified external auditor(s), or a qualified
auditor from within the company
-
The Lead auditor shall prepare an audit plan and report and manage the audit
Audit Schedule and Frequency
-
QMS audits (all elements audited) are performed at least once every calendar year
-
Partial audits (only some elements) can be conducted as long as all elements are audited in
every calendar year
-
Revisions to the audit schedule may be based on the results of prior audits
-
Audit frequency will be established on a priority basis, taking into account previous audit
results and the relative importance of the area or department, and will not be less that once
per year for each location
-
Audit schedule is maintained by the QMS Rep or designate
Auditors
-
The QMS Representative shall arrange for an auditor or an audit team
-
The team will consist of a Lead Auditor, and may consist of additional auditors
-
An audit team may be formed whose membership is outside the day to day operational staff
for each facility
-
This independence will be documented by indicating on the audit report or other audit record
the organization to which the auditors belong
Audit team may consist of the person(s) with the following qualifications:
-
Veolia employees who have completed internal audit training,
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-
Anyone who has completed internal auditor training or, at the very least, have a background
in Quality Management Systems
-
Consultants with demonstrated experience in internal auditing of QMS
Audit Plan
-
The audit plan may include scope, criteria, schedule, auditors, and a description of
methodology
-
Audit scope and criteria will be established prior to each audit
-
The audit criteria for QMS internal audits is the Drinking Water Quality Management
Standard
-
The audit plan shall be submitted to the Project Manger prior to the audit for review
Audit Checklists
-
Performance of audits shall be documented by the auditors using the Audit Checklist (AW-
ADMIN-1900), or a suitable alternative
-
The checklist shall be reviewed for suitability prior to each audit by the Lead Auditor, and
distributed to any other auditors
Audit Methodology
-
The QMS rep will forward a copy of the current Operational Plan (and any previous audit
results) to the auditor for review prior to the first day of the audit
-
The auditor shall review any non-conformances identified in previous QMS audits (internal
and external)
-
To begin the audit, the lead auditor shall review audit plan with staff
-
All onsite audits shall include a visit to representative areas of the water system being
audited (*NOTE* in the unusual case where an onsite audit cannot be conducted, a
remote audit may be possible and a portable device could be used to show the
auditor a live image of the areas)
-
Auditors shall record audit information, including
o areas visited
o items checked
o individuals interviewed
o documents or records reviewed
o concerns identified
-
For completeness, no areas in the checklist may be left blank
o If an item is Not Evaluated, it is marked 'NE'
o If it is Not Applicable, it is marked 'NA'
-
Upon completion of an internal audit, the auditors shall review their findings together, and
the Lead Auditor shall decide on non-conformances and opportunities for improvement
Reporting Findings /Follow-Up
-
A closing meeting may be held, where the Lead Auditor presents findings to the OA
-
The Lead Auditor shall prepare a report of the findings, or forward a completed copy of the
auditor's checklists with the front summary page completed
-
The Lead Auditor shall submit the report to the QMS Representative
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-
Findings will also be submitted to Top Management during Management Review
-
Top Management, or the QMS Rep, is responsible for reporting the results to the Owner
-
The QMS Representative shall handle the non-conformances by following the Continual
Improvement procedure (AW-ADMIN-1920)
-
The QMS representative is responsible for documenting any approved action plans and
closing out non-conformances
Records
-
Completed auditor checklists are retained by the auditors
-
Audit reports are filed by the QMS Representative with QMS records
-
Audit plans are filed by the QMS Representative with QMS records
-
Completed Corrective Action Forms are filed as per the Continual Improvement Procedure
(AW-ADMIN-1920)
-
Audit schedules are retained by the QMS Rep
Associated Documents
-
Internal Audit Checklist (AW-ADMIN-1910)
-
Internal Audit Schedule
-
Continual Improvement Procedure (AW-ADMIN-1920)
-
Internal Audit Reports
Table of Revisions
Date (dd/mm/yyyy)
Description of Revision
22/05/2009
'and QMS representative' removed from last bullet in Audit Plan
18/11/2010
Internal auditor can also come from within the company ('Responsibilities')
Audit schedule maintenance changed to QMS Rep from PM
For bullet #3 under 'Auditors'-'shall' replaced with 'may'
Added: QMS Rep can report Audit findings to Owner
24/04/2012
Defined '12 months' and clarified Audit Frequency
Updated beginning of Audit Methodology
15/09/2014
Added bullet to Report Findings about action plans and closing out NC
08/03/2016
Removed reference to AW-ADMIN-1930 in Associated Documents
14/09/2017
Changed "12 month period" to "calendar year"
Removed definition of "12 months"
25/10/2017
Updated first bullet under Audit Schedule and Frequency (bold)
24/09/2018
Updated to Veolia logo and changed any reference from AW to Veolia
28/04/2020
Changed references to AW-ADMIN-1920 (Continual Improvement procedure)
Added additional language under Audit Methodology about the possibility of
remote audits
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 1 of 15
Internal Audit Checklist
DATE OF INTERNAL AUDIT:
AUDITOR NAMES:
DRINKING WATER SYSTEM:
AREA(S)/FACILITY VISITED:
PEOPLE INTERVIEWED:
DOCUMENTS VIEWED:
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 2 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
1. Quality Management System
PLAN - The Operational Plan shall
document a Quality Management
System that meets the requirements of
this Standard.
DO - The Operating Authority shall
establish and maintain the Quality
Management System in accordance with
the requirements of this Standard and
the policies and procedures documented
in the Operational Plan.
2. Quality Management System Policy
PLAN - The Operational Plan shall
document a Quality Management
System Policy that provides the
foundation for the Quality Management
System, and:
a) includes a commitment to the
maintenance and continual
improvement of the Quality
Management System,
c) includes a commitment to the
consumer to provide safe drinking
water,
d) includes a commitment to comply
with applicable legislation and
regulations, and
e) is in a form that can be
communicated to all Operating
Authority personnel, the Owner and
the public.
a)
b)
c)
d)
e)
DO - The Operating Authority shall
establish and maintain a Quality
Management System that is consistent
with the QMS Policy.
3. Commitment and Endorsement
PLAN - The Operational Plan shall
contain a written endorsement of its
contents by Top Management and the
Owner.
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 3 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
DO - Top Management shall provide
evidence of its commitment to an
effective Quality Management System
by:
a) ensuring that a Quality Management
System is in place that meets the
requirements of this Standard,
b) ensuring that the Operating Authority
is aware of all applicable legislative
and regulatory requirements,
c) communicating the Quality
Management System according to
the procedure for communications,
and
d) determining, obtaining or providing
the resources needed to maintain
and continually improve the Quality
Management System.
a)
b)
c)
d)
4. Quality Management System
Representative
PLAN - The Operational Plan shall
identify a Quality Management System
representative.
DO - Top Management shall appoint,
and authorize a Quality Management
System representative who, irrespective
of other responsibilities, shall:
a) administer the Quality Management
System by ensuring that processes
and procedures needed for the
Quality Management System are
established and maintained,
b) report to Top Management on the
performance of the Quality
Management System and any need
for improvement,
c) ensure that current versions of
documents required by the Quality
Management System are being used
at all times,
d) ensure that personnel are aware of
all applicable legislative and
regulatory requirements that pertain
to their duties for the operation of the
subject system, and
a)
b)
c)
d)
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 4 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
e) promote awareness of the Quality
Management System throughout the
Operating Authority.
e)
5. Document and Records Control
PLAN - The Operational Plan shall
document a procedure for document and
records control that describes how:
a) documents required by the Quality
Management System are:
i. kept current, legible and readily
identifiable
ii. retrievable
iii. stored, protected, retained and
disposed of, and
b) records required by the Quality
Management System are:
i. kept legible, and readily
identifiable
ii. retrievable
iii. stored, protected, retained and
disposed of.
a)i.
a)ii.
a)iii.
b)i.
b)ii.
b)iii.
DO - The Operating Authority shall
implement and conform to the procedure
for document and records control and
shall ensure that the Quality
Management System documentation for
the subject system includes:
a)
the Operational Plan and its
associated policies and
procedures,
b)
documents and records determined
by the Operating Authority as being
needed to ensure the effective
planning, operation and control of
its operations, and
c)
the results of internal and external
audits and management reviews.
a)
b)
c)
6. Drinking-Water System
PLAN - The Operational Plan shall
document, as applicable:
a) for the subject system:
i.
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 5 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
i. the name of the Owner and
Operating Authority
ii. if the system includes equipment
that provides Primary
Disinfection and/or Secondary
Disinfection
A. a description of the system
including all treatment
system processes and
distribution system
components
B. a Treatment System process
flow chart
C. a description of the water
source, including:
I. general characteristics of
the raw water supply
II. common event-driven
fluctuations and
III. any resulting operational
challenges and threats
iii. if the system does not include
equipment that provides Primary
Disinfection or Secondary
Disinfection:
A. a description of the system
including all Distribution
System components, and
B. a description of any
procedures that are in place
to maintain disinfection
residuals
b) if the subject system is an operational
subsystem, a summary description of
the municipal residential drinking-
water system it is a part of including
the name of the Operating
Authority(ies) for the other
Operational Subsystems
c) if the subject system is connected to
one or more other drinking-water
systems owned by different owners, a
summary description of those
systems which:
i. indicates whether the subject
system obtains water from or
supplies water to those systems,
ii.
iii.
iv.
i.
ii.
iii.
v.
b)
c)
i.
ii.
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 6 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
ii. names the Owner and Operating
Authority of those systems, and
iii. identifies which, if any, of those
systems that the Subject System
obtains water from are relied
upon to ensure the provision of
safe drinking water
DO - The Operating Authority shall
ensure that the description of the
drinking-water system is kept current.
7. Risk Assessment
PLAN - The Operational Plan shall
document a risk assessment process
that:
a) Considers potential hazardous events
and associated hazards, as identified
in the Ministry of the Environment
and Climate Change document titled
Potential Hazardous Events for
Municipal Residential Drinking Water
Systems, dated February 2017 as it
may be amended. A copy of this
document is available at
www.ontario.ca/drinkingwater
b) identifies potential hazardous events
and associated hazards,
c) assesses the risks associated with
the occurrence of hazardous events,
d) ranks the hazardous events
according to the associated risk,
e) identifies control measures to
address the potential hazards and
hazardous events,
f) identifies critical control points,
g) identifies a method to verify at least
once every calendar year, the
currency of the information and the
validity of the assumptions used in
the risk assessment,
h) ensures that the risks are assessed
at least once every thirty-six months,
and
h) considers the reliability and
redundancy of equipment.
a)
b)
c)
d)
e)
f)
g)
h)
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 7 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
DO - The Operating Authority shall
perform a risk assessment consistent
with the documented process.
8.
Risk Assessment Outcomes
PLAN - The Operational Plan shall
document:
a) the identified potential hazardous
events and associated hazards,
b) the assessed risks associated with
the occurrence of hazardous events,
c) the ranked hazardous events,
d) the identified control measures to
address the potential hazards and
hazardous events,
e) the identified critical control points
and their respective critical control
limits,
f) procedures and/or processes to
monitor the critical control limits,
g) procedures to respond to deviations
from the critical control limits, and
h) procedures for reporting and
recording deviations from the critical
control limits.
a)
b)
c)
d)
e)
f)
g)
h)
DO - The Operating Authority shall
implement and conform to the
procedures.
9. Organizational Structure, Roles,
Responsibilities and Authorities
PLAN - The Operational Plan shall:
a) describe the organizational structure
of the Operating Authority including
respective roles, responsibilities and
authorities,
b) delineate corporate oversight roles,
responsibilities and authorities in the
case where the Operating Authority
operates multiple subject systems,
a)
b)
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 8 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
c) identify the person, persons or group
of people within the management
structure of the organization
responsible for undertaking the
Management Review described in
Element 20,
d) identify the person, persons or group
of people, having Top Management
responsibilities required by this
Standard, along with their
responsibilities, and
e) identify the Owner of the subject
system.
c)
d)
e)
DO - The Operating Authority shall keep
current the description of the
organizational structure including
respective roles, responsibilities and
authorities, and shall communicate this
information to Operating Authority
personnel and the Owner.
10. Competencies
PLAN - The Operational Plan shall
document:
a) competencies required for personnel
performing duties directly affecting
drinking water quality,
b) activities to develop and/or maintain
competencies for personnel
performing duties directly affecting
drinking water quality, and
c) activities to ensure that personnel are
aware of the relevance of their duties
and how they affect safe drinking
water.
a)
b)
c)
DO - The Operating Authority shall
undertake activities to:
a) meet and maintain competencies for
personnel directly affecting drinking
water quality and shall maintain
records of these activities, and
b) ensure that personnel are aware of
the relevance of their duties and how
they affect safe drinking water, and
shall maintain records of these
activities.
a)
b)
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 9 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
11. Personnel Coverage
PLAN - The Operational Plan shall
document a procedure to ensure that
sufficient personnel meeting identified
competencies are available for duties
that directly affect drinking water quality.
DO - The Operating Authority shall
implement and conform to the procedure.
12. Communications
PLAN - The Operational Plan shall
document a procedure for
communications that describes how the
relevant aspects of the Quality
Management System are communicated
between Top Management and:
a) the Owner,
b) Operating Authority personnel,
c) Suppliers that have been identified as
essential under Plan (a) of Element
13 of this Standard, and
d) the public.
a)
b)
c)
d)
DO - The Operating Authority shall
implement and conform to the procedure.
13. Essential Supplies and Services
PLAN - The Operational Plan shall:
a) identify all supplies and services
essential for the delivery of safe
drinking water and shall state, for
each supply or service, the means to
ensure its procurement, and
b) include a procedure by which the
Operating Authority ensures the
quality of essential supplies and
services, in as much as they may
affect drinking water quality.
a)
b)
DO - The Operating Authority shall
implement and conform to the procedure.
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 10 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
14. Review and Provision of
Infrastructure
PLAN - The Operational Plan shall
document a procedure for reviewing the
adequacy of the infrastructure necessary
to operate and maintain the subject
system that:
a) Considers the outcomes of the
risk assessment documented
under Element 8, and
b) Ensures that the adequacy of the
infrastructure necessary to
operate and maintain the
Subject System is reviewed at
least once every calendar year.
DO - The Operating Authority shall
implement and conform to the procedure
and communicate the findings of the
review to the Owner.
15. Infrastructure Maintenance,
Rehabilitation and Renewal
PLAN - The Operational Plan shall
document:
(a) a summary of the Operating
Authority's infrastructure
maintenance, rehabilitation and
renewal programs for the
subject system, and
(b) a long term forecast of major
infrastructure maintenance,
rehabilitation and renewal
activities.
DO - The Operating Authority shall:
a) keep the summary of the
infrastructure maintenance,
rehabilitation and renewal programs
current,
b) ensure that the long term forecast is
reviewed at least once every
Calendar year
c) communicate the programs to the
Owner, and
d) monitor the effectiveness of the
maintenance program.
a)
b)
c)
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 11 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
16. Sampling, Testing and Monitoring
PLAN - The Operational Plan shall
document:
a) a sampling, testing and monitoring
procedure for process control and
finished drinking water quality
including requirements for sampling,
testing and monitoring at the
conditions most challenging to the
subject system,
b) a description of any relevant
sampling, testing or monitoring
activities that take place upstream of
the subject system, and
c) a procedure that describes how
sampling, testing and monitoring
results are recorded and shared
between the Operating Authority and
the Owner, where applicable.
a)
b)
c)
DO - The Operating Authority shall
implement and conform to the
procedures.
17. Measurement and Recording
Equipment Calibration and
Maintenance
PLAN - The Operational Plan shall
document a procedure for the calibration
and maintenance of measurement and
recording equipment.
DO - The Operating Authority shall
implement and conform to the procedure.
18. Emergency Management
PLAN - The Operational Plan shall
document a procedure to maintain a
state of emergency preparedness that
includes:
a) a list of potential emergency
situations or service interruptions,
b) processes for emergency response
and recovery,
c) emergency response training and
testing requirements,
a)
b)
c)
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 12 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
d) Owner and Operating Authority
responsibilities during emergency
situations,
e) references to municipal emergency
planning measures as appropriate,
and
f) an emergency communication
protocol and an up-to-date list of
emergency contacts.
d)
e)
f)
DO - The Operating Authority shall
implement and conform to the procedure.
19. Internal Audits
PLAN - The Operational Plan shall
document a procedure for internal audits
that:
a) evaluates conformity of the QMS with
the requirements of this Standard,
b) identifies internal audit criteria,
frequency, scope, methodology and
record-keeping requirements,
c) considers previous internal and
external audit results, and
d) describes how Quality Management
System corrective actions are
identified and initiated.
a)
b)
c)
d)
DO - The Operating Authority shall
implement and conform to the procedure
and shall ensure that internal audits are
conducted at least once every calendar
year.
20. Management Review
PLAN - The Operational Plan shall
document a procedure for management
review that evaluates the continuing
suitability, adequacy and effectiveness of
the Quality Management System and
that includes consideration of:
a) incidents of regulatory non-
compliance,
b) incidents of adverse drinking-water
a)
b)
c)
d)
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 13 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
tests,
c) deviations from critical control point
limits and response actions,
d) the effectiveness of the risk
assessment process,
e) internal and third-party audit results,
f) results of emergency response
testing,
g) operational performance,
h) raw water supply and drinking water
quality trends,
i) follow-up on action items from
previous management reviews,
j) the status of management action
items identified between reviews,
k) changes that could affect the Quality
Management System,
l) consumer feedback,
m) the resources needed to maintain the
Quality Management System,
n) the results of the infrastructure
review,
o) Operational Plan currency, content
and updates, and
p) staff suggestions.
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
DO - Top Management shall implement
and conform to the procedure and
shall:
a) ensure that a management review is
conducted at least once every
calendar year,
b) consider the results of the
management review and identify
deficiencies and actions items to
address the deficiencies,
c) provide a record of any decisions and
action items related to the
management review including the
personnel responsible for delivering
the action items and the proposed
timelines for their implementation,
d) report the results of the management
review, the identified deficiencies,
decisions and action items to the
Owner.
a)
b)
c)
d)
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 14 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
21. Continual Improvement
PLAN - The Operating Authority shall
develop a procedure for tracking and
measuring continual improvement of its
Quality Management System by:
a) reviewing and considering applicable
best management practices, including
any published by the Ministry of the
Environment and Climate Change and
available on
www.ontario.ca/drinkingwater, at least
once every thirty-six months;
b) documenting a process for
identification and management of Quality
Management System Corrective Actions
that includes:
i. investigating the cause(s) of an
identified non-conformity,
ii. documenting the action(s) that will
be taken to correct the non-conformity
and prevent the non-conformity from re-
occurring, and
iii. reviewing the action(s) taken to
correct the non-conformity, verifying that
they are implemented and are effective
in correcting and preventing the re-
occurrence of the non-conformity.
c) documenting a process for identifying
and implementing Preventive Actions to
eliminate the occurrence of potential
non-conformities in the Quality
Management System that includes:
i. reviewing potential non-conformities
that are identified to determine if
preventive actions may be necessary,
ii. documenting the outcome of the
review, including the action(s), if any,
that will be taken to prevent a non-
conformity from occurring, and
iii. reviewing the action(s) taken to
prevent a non-conformity, verifying that
they are implemented and are effective
in preventing the occurrence of the non-
conformity.
DO- The Operating Authority shall strive
to continually improve the effectiveness
of its Quality Management System by
Procedure Name:
INTERNAL AUDIT CHECKLIST
Procedure No.:
AW-ADMIN-1910
Effective Date:
May 3, 2018 (v.2)
Revision Frequency: As Required
C: In Conformance; NC: Non-conformance; OFI: Opportunity for Improvement; NE: Note
Evaluated; NA: Not Applicable
Page 15 of 15
DWQMS Requirement
Notes
Findings (see
footer for
definitions)
implementing and conforming to the
procedure.
Title
CONTINUAL IMPROVEMENT
Document No.
AW-ADMIN-1920
Effective Date
Version
Dec. 12, 2019
12
AW-ADMIN-1920 v12 Page 1 of 4
Purpose
This procedure describes defines the responsibilities and process for identifying and
investigating non-conformances, as well as opportunities for improvements (OFIs) for taking
action to mitigate any negative impacts caused, and for applying corrective actions. It also
addresses ways to identify and implement preventive actions to eliminate potential non-
conformances
References
Drinking Water Quality Management Standard Element 21
Procedure
How to Handle a Nonconformance
What Is a Non-conformance?
A nonconformance is a situation where:
- A documented requirement doesn't meet the Drinking Water Quality Management Standard
- Actual practice doesn't meet a documented procedure
- The actual practice isn't effective
- Evidence is missing, or
- A significant critical control point is missing
What is an Opportunity for Improvement?
An OFI is a recommendation given by an auditor, top management, or anyone else associated
with the drinking water system that could potentially improve the QMS
Who
- Depending on the nature of the nonconformance, the corrective actions for a
nonconformance may be handled by the Operator, QMS Rep, Owner, or some combination
- The QMS Rep is responsible for documenting QMS corrective actions, and communicating
the actions required to the responsible parties
How Are They Handled
- If the initial observer is operations staff employed by the Operating Authority, the observer
must notify the QMS rep, or designate
- QMS rep enters the information into the CAF Tracking Form detailing the non-conformance
or OFI, the Type of Nonconformance, and the Description
- To fill out the Tracking Form, the following information is required:
- Source of Finding/Action Item
AW-ADMIN-1920 v12 Page 2 of 4
- Whether it was an Internal or External source (in case of a DWQMS Audit)
- Audit/Inspection/Meeting Date
- The date the Finding/Action Item was issued
- A description of the Finding/Recommendation
- The type of finding (non-conformance, OFI, recommendation) and an identification #
- Indicate the root cause of the problem, if applicable. A pick-list of common root
causes is provided for assistance. Try to ask "Why did this happen?" and go back as
far as possible.
- Identification of an action item, where applicable
- Whether the action item was discussed at a management review, and who is
responsible for the Action Item
- An Action Item deadline
- A corrective action completion date, if applicable
- A List of any QMS updates (e.g. updates to an operating procedure) that were
modified as a result of the action
- Any other Comments
- Once the action item is completed, a 90 day check due date, completion date and
comments can also be added
- It is critical that root cause be investigated, even for seemingly obvious non-conformances
- Changes in QMS documents may be tracked on the form or in the Table of Revisions, and
handled by the QMS Rep, or designate
- QMS Rep ensures corrective measures are applied
- When applicable, the QMS Rep, or designate, reviews effectiveness of the corrective
actions, by revisiting the non-conformance within three months, and recording comments on
the form
- If not working effectively, the QMS Rep must implements further actions.
Handling OFIs
- Opportunities for Improvement are also documented in the CAF Tracking form
- The QMS rep will determine whether the OFI requires a response
- The QMS will use their best judgment as to whether or not there should be a follow through
on the recommendation.
- If the QMS rep feels the OFI does not required a response, an explanation will be given as
to why
Tracking Corrective Actions
- The QMS Rep maintains a spreadsheet to track corrective actions and their follow-up. The
spreadsheets follows which Corrective Actions are open and which are closed
- The tracking spreadsheet is reviewed monthly and outstanding 90-day checks are
completed. A monthly reminder is scheduled into the QMS Rep's electronic calendar
- The CAF Tracking Spreadsheet is saved on the applicable Veolia Google drive
AW-ADMIN-1920 v12 Page 3 of 4
Ministry Inspections
-
Findings (non-compliances or best practice recommendations) from regulatory
inspections can also be included in the corrective action tracking template
Considering Best Practices
- At least every thirty-six months, applicable best management practices identified
internally and during MECP drinking water inspections (including any published by
the MECP and available on www.ontario.ca/drinkingwater) will be reviewed and
considered
Preventing Non-conformances
-
Trending of lab results are reviewed at least annually (as part of the management
review) to identify possible issues
-
Results of other Veolia QMS system audits can be used to review and mitigate
potential non-conformances in other systems
Procedure Updates
- If Operations staff or the QMS Rep identify the need to update a procedure, these are not
considered to be non-conformances or OFIs. QMS Rep will update and issue procedures as
required.
Associated Documents
Operator Log Book
Operations Reports to Owner
CAF Tracking Form
Table of Revisions
Date (dd/mm/yyyy)
Description of Revision
22/05/2009
Bullet edited (4th from bottom) under 'How the are Handled
18/02/2010
Revised where CAF Tracking Spreadsheet can be found
17/02/2011
Reviewed procedure. No edits required
15/03/2011
Revised 'How they are Handled' differing between findings from an operator vs.
anyone else
30/01/2012
Added 'Handling OFIs' and 'What is an Opportunity for Improvement?'
Other OFI items added
Removed project manager; added QMS rep
12/04/2012
Added item regarding procedure changes
25/03/2014
Revised "How are they Handled" to show current practice
Removed reference to the Corrective Action Tracking Form (AW-ADMIN-1930)
and how to complete it
Added references to CAF tracking template
AW-ADMIN-1920 v12 Page 4 of 4
Updated Handling of OFIs
14/09/2017
Added Section 'Considering Best Practices'
Added bullet under How they are Handled: Identification of an action item
24/09/2018
Updated to Veolia logo in header
22/01/2019
Updated Bullet #4 under Tracking Corrective Actions (bold)
2/8/2019
Minor wording changes. Also added item about Ministry inspection findings
12/12/2019
Changed title of document
Included reference to preventive action in Purpose
Changed Reference to Element 21
Included section called Preventing non-conformances
Title
MANAGEMENT REVIEW
Document No.
AW-ADMIN-2000
Effective Date
Version
April 28, 2020
6
Internal Use Only-
uncontrolled when printed
AW-ADMIN-2000 v6
Page 1 of 3
Purpose
This procedure describes the process of conducting the Management Review required by the
Drinking Water Quality Management System.
References
Drinking Water Quality Management Standard Element 20
Procedure
At least once every calendar year, the QMS is reviewed by Top Management, to stay
informed, and to ensure it is:
-
suitable to operations
-
adequately managing quality issues and meeting the DWQMS and internal requirements,
-
performing this management effectively, and
-
adequate resources are provided
If Top Management does not feel the QMS is meeting these criteria, changes are recommended
and resources are allocated to make improvements.
The Internal Auditor and operations staff may participate in the meetings at the request of the
QMS Rep.
Frequency of Management Reviews
-
Full Management Review may not be covered in one meeting, but rather by spreading
agenda items over the course of several meetings during the period under review
-
All of the review items shall be covered at least every calendar year but can be covered
more frequently due to changes in legislation, circumstances, or at the request of Top
Management
How does the QMS Representative Prepare for Management Review
-
Arranges meeting time with participants
-
Compiles necessary records and documents for review, including information about actions
taken based on recommendations from past management reviews (may assign a designate
to compile the information)
-
Reviews the DWQMS element for Management Review to ensure that all items will be
addressed.
-
Forwards agenda, detailing which review items will be covered, to meeting participants
Internal Use Only-
uncontrolled when printed
AW-ADMIN-2000 v6
Page 2 of 3
-
Forwards supporting information to meeting participants, providing time for review of these
documents before the meeting
-
Guides the meeting participants through the review items on the agenda, and discusses the
QMS
QMS Items to Be Reviewed At Least Annually
Items included in the Management Review:
-
Incidents of regulatory non-compliance
-
Incidents of adverse drinking-water tests
-
Deviations from critical control point limits and response actions
-
The efficacy of the risk assessment process
-
Internal and third-party audit results
-
Results of emergency response testing
-
Operational performance
-
Raw water supply and drinking water quality trends
-
Follow-up on action items from previous management reviews
-
The status of management action items identified between reviews
-
Changes that could affect the Quality Management System
-
Consumer feedback
-
The resources needed to maintain the Quality Management System
-
Results of the infrastructure review
-
Operational Plan currency, content and updates
-
Staff suggestions
If all items on the Management Review Checklist are not addressed, the QMS Representative
must identify the need to hold a future review meeting to ensure that all items are identified at
least once annually.
How Management Review Happens
-
Agenda items are discussed
-
Recommendations are made based on agenda items, and other key issues discussed
(especially if the QMS is not felt to be suitable, adequate or effective), including:
o identification of specific action items
o personnel responsible for delivering those action items
o proposed timelines for implementation of the action items
o the improvement of the QMS and its procedures
o the improvement of the operating authority's ability to implement consistently the
QMS
o human and financial resource needs
Documentation
-
Minutes for the Management Review Meeting are taken by a meeting participant, usually the
QMS rep.
Internal Use Only-
uncontrolled when printed
AW-ADMIN-2000 v6
Page 3 of 3
-
The QMS rep shall prepare a report including recommendations above and submit to Top
Management
-
A time for follow up on the recommendations (typically around 30 days after the initial
review) will be scheduled by the QMS rep
-
Top Management, or the QMS rep., will report the results of the review, the identified
deficiencies, decisions and action items to the Owner
-
In the minutes, a record of any decisions and actions shall be recorded, including the details
mentioned above in "How Management Review Happens"
Associated Documents
-
Continual Improvement Procedure (AW-ADMIN-1900)
-
Corrective Action checklist
-
Internal Audit Records
-
Management Review Meeting Minutes
-
Management Review Checklist (AW-ADMIN-2010)
Table of Revisions
Date
Description of Revision
April 1, 2009
Initial Issue of Document
February 3, 2010
Removed Project Manager from list of people who can participate in meeting
March 9, 2011
Added QMS rep. as a person who can report review results to Owner
March 21, 2012
Added bullet to Documentation regarding a follow up meeting
March 9, 2016
Removed AW-ADMIN-1930 from Associated Documents
September 24, 2018
Updated to Veolia logo in header
April 28, 2020
Changed "annually" to "every calendar year"
Updated name of AW-ADMIN-1920
Procedure
Name:
Procedure
No.:
Effective
Date:
September 24, 2018 v1
Revision
Frequency:
As Required
Period Reviewed
Management
Review Date
a)
Incidents of regulatory non-compliance
b)
Incidents of adverse drinking-water tests
c)
Deviations from critical control point limits and response
actions
d)
The efficacy of the risk assessment process
e)
Internal and third-party audit results
f)
Results of emergency response testing
g)
Operational performance
h)
Raw water supply and drinking water quality trends
i)
Follow-up on action items from previous management reviews
j)
The status of management action items identified between
reviews
k)
Changes that could affect the Quality Management System
l)
Consumer feedback
m)
The resources needed to maintain the Quality Management
System
n)
Results of the infrastructure review
o)
Operational Plan currency, content and updates
p)
Staff suggestions
Items for consideration during Management Review:
MANAGEMENT REVIEW CHECKLIST
AW-ADMIN-2010
Appendix A:
Process Flow Diagram
Raw Water Intake
Raw Water Pump
Station
M
M
Coagulant
Coagulant
WTP Train
#2
WTP Train
#1
Temp
pH
Clearwell
Elevated Water Storage
Distribution
System
M
M
Turbidity
Post Soda Ash
pH
Polymer
Polymer
M
High Lift Pump
Station
Dual
Media
Filter
Dual
Media
Filter
Turbidity
M
Sodium Hypo
Hydro
Fluorosilicic Acid
Fluoride
Chlorine
pH
Turbidity
pH
Chlorine
Pre Soda Ash
WTP
Chalk River DWS Process
Flow Diagram January 2019
Appendix B:
Risk Assessment
Chalk River Risk Assessment Effective April 26, 2022 Last Update/Review: April 26, 2022
Page 1 of 3
Area
Process Step
Activity or Sub-Process Step
Nature of Hazard
Hazard / Hazardous Event
Potential Effect
Comments
Likelihood
(A)
Severity
(B)
Detectability
(C)
A + B + C
Risk
CCP?
Prevention / Control Measures
Monitoring / Response Notes (use
as basis for procedures)
CCP Limits (use as
basis for proc's)
CCP Procedure
Reference
Source water
Intake
Physical
blockage/break
loss of raw flow
screen on pipe; possibly frazzil ice,
vegetation. Never had this happen.
Intake pipe points down towards lake
bottom. Neighboring water systems
(i.e. Deep River) could provide water in
a major emergency
1
3
1
5
Low
No
tower has 2-3 days of storage, depending on
season
low flow alarm. Backup pump can
be installed (but is not available on
site) to pump raw water into the
system. Owner has an emergency
protocol in place to notify customers
of issues (i.e. to reduce water
consumption)
n/a
n/a
Source water
Intake
physical
loss of source water
source water supply shortfall
intake pipe is about 10-12 ft below
surface. Gravity fed. Could pump from
a lower spot in the lake if extreme
measures needed to be taken
1
5
1
7
Moderate
No
no measures to take at this time.
flows are alarmed and monitored
n/a
n/a
Source Water
Intake
Chemical/Biological
source water contamination
contamination of raw water
only cottages on lake. Chemical spills
highly unlikely. No dischargers in the
area
1
2
4
7
Moderate
No
Corry Lake has been deemed 'sensitive'.
System can be turned off to avoid
contaminated water entering the system
regulatory sampling. Raw water is
tested weekly. Annual analysis on
Schedule 23/24 paramters
n/a
n/a
Source water
Intake
Physical
sudden changes to raw water
characteristics
reduced raw water quality
sudden changes not likely
1
2
3
6
Moderate
No
no measures to take at this time.
pH and turbidity levels are
monitored. Responses would
depend on type of change
n/a
n/a
Source water
Intake
Physical
algal blooms
plugging of filters,
contamination of source water
no issues currently but could increase
with climate change. Source water not
stagnant
1
3
3
7
Moderate
No
none in place at this time
increase backwashing. Some
chemical adjustments. Algal bloom
plan now in place
Low lift
Pumping Facilities
Physical
loss of power
loss of raw flow
backup power now in place. Automatic
transfer
2
1
1
4
Low
No
Backup water storage at tower. Genset
conducts an automatic test (not under load)
on a weekly basis
no 'low lift alarm', but there will be a
system failure alarm.
n/a
n/a
Low lift
Pumping Facilities
Physical
pump failure
loss of raw flow
2 low lift pumps. Automatic switchover
2
1
1
4
Low
No
automatic cycling of pumps. Regular PM on
pumps
alarm for pump failure. 'No flow'
alarm if both pumps failed.
n/a
n/a
Low lift
Chemical Feed
Chemical
chemical (soda ash) pump
failure
inadequate treatment
Only soda ash added here;
duty/standby pump. System shuts
down on alarm
3
1
1
5
Low
No
system shuts down when any alarm is
activated
if duty pump fails, there is indicator
on SCADA screen. Automatic
transfer to backup pump. An alarm
will be sent out if backup pump fails
n/a
n/a
Low lift
Chemical Feed
Chemical
parts (injector, tubing) failure
inadequate treatment
Only soda ash added here. Flow
monitor unable to sense inadequate
dosage
3
2
2
7
Moderate
No
daily rounds. Regular PM on pump and parts
No direct alarm for parts failure, but
a pH alarm and then a turbidity
alarm will eventually be the result
n/a
n/a
Low lift
Transmission main to
WTP
Physical
raw water line damage
(break)
loss of raw flow
line is 6 ft deep, under a berm. Trees
growing on berm. Unsure of root
structure. Gas line in area. Water
tower is backup storage. Line did
break in Q1 2018 and was difficult to
locate. Valve was installed at this time
to be able to isolate line in the future
2
3
2
7
Moderate
No
marking for gas lines in place in case other
digging is required in the area. Operating
Authority does not exercise any control over
this issue.
alarm for zero flow when pump is
running
n/a
n/a
WTP
flow metering
Physical
Flow meter failure
loss of raw flow/incorrect flow
data
error message would cause alarm
1
2
1
4
Low
No
calibrated annually by outside contractor
alarm would be sent to staff and
would shut down plant
n/a
n/a
WTP
Chemical addition
Chemical
loss of chemical addition
inadequate treatment
coagulant and polymer. Chemical
addition is flow paced. No pump
redundancy (one pump for each train)
3
2
1
6
Moderate
No
clean flow monitors monthly
alarm will shut plant down. Flow
monitor is unable to sense flow.
There is a coagulant pump "on the
shelf" but there are no spare
polymer pumps. System could go
down to one train if repair or
replacement was needed
n/a
n/a
Floc mixer
Treatment
Chemical/Physical
Parts failure-gear drive/motor
inadequate
flocculation/coagulation
Automatic start/stop. System can be
run if floc mixer is not working. System
can be run on one train
2
2
3
7
Moderate
No
regular maintenance
Daily rounds. Motor failure should
generate a system alarm
n/a
n/a
Clarifier
Treatment
Physical/biological
waste (blowdown) valve
failure
plant will shut down
Water in clarifier will flow to waste
holding system and then to sewage
plant. Additional valve exists (in front of
automatic valve) that could be
manually shut
2
3
1
6
Moderate
No
n/a
alarmed (valve position failure).
Shuts plant down
n/a
n/a
Treatment
Filtration
Physical
filter plugging
reduction in flow
filters are set to backwash on
hours/head loss
1
2
3
6
Moderate
No
filters are set to backwash about every 50
hours or by head loss, whichever comes first;
less in winter
alarmed
n/a
n/a
Chalk River Risk Assessment Effective April 26, 2022 Last Update/Review: April 26, 2022
Page 2 of 3
Area
Process Step
Activity or Sub-Process Step
Nature of Hazard
Hazard / Hazardous Event
Potential Effect
Comments
Likelihood
(A)
Severity
(B)
Detectability
(C)
A + B + C
Risk
CCP?
Prevention / Control Measures
Monitoring / Response Notes (use
as basis for procedures)
CCP Limits (use as
basis for proc's)
CCP Procedure
Reference
Treatment
Filtration
Physical
filter breakthrough
inadequate filtration from
inadequate dosing or
backwash
severe media contamination due to
improper dosing
1
2
1
4
Low
No
regular backwashes
turbidity alarm
n/a
n/a
Treatment
Filtration
Phyiscal
filter valve failure
inadequate filtration
will alarm immediately
1
1
1
3
Low
No
regular backwashes
valve position alarm will shut down
plant
n/a
n/a
Treatment
Filtration
backwash
Physical
filter level indicator failure
inadequate backwash
2 trains; can be run separately. Filters
can be backwashed manually
2
2
2
6
Moderate
No
n/a
turbidity alarm
n/a
n/a
Treatment
Filtration
Physical
loss of air
valve failures
2 air compressors; one duty, one
standby with alternate operation.
Valves can't operate without air
2
2
1
5
Low
No
regular maintenance
alarmed
n/a
n/a
Treatment
Filtration
air scour blower
Physical
blower failure
inadequate backwash
one blower shared between the two
trains. Can still backwash without air
1
2
2
5
Low
No
regular maintenance. More backwashes if
conducting them manually
turbidity alarm likely
n/a
n/a
Treatment
Filtration
Physical
turbidimeter malfunction
plant shut down
one for each train
2
2
1
5
Low
No
annual calibration by contractor; weekly
verifications done by staff. New turbidimeters
installed; one in 2021, another in 2022
alarm
n/a
n/a
Treatment
Chemical addition
Physical
chemical pump failure
inadequate chemical treatment sodium hypo, soda ash. Each
chemical has a backup pump
3
2
1
6
Moderate
No
regular maintenance
alarms shut plant down
n/a
n/a
Treatment
Chemical addition
Physical
fluoride pump failure
inadequate chemical treatment no backup pump. Short term fluoride
loss is ok
3
2
1
6
Moderate
No
regular maintenance. Spare pump that is
available for chlorine would work here
alarms shut plant down
n/a
n/a
Treatment
Clearwell
Physical
level transducer failure
loss of automatic system
control
has never happened but can't test.
Assume that alarm causes plant stop.
Back level sensor onsite
1
4
1
6
Moderate
No
n/a
Typically fail reading 'high' or 'low'
which would cause an alarm
n/a
n/a
Treatment
System train
Physical/biological
loss of treatment train
reduced treatment capacity
>10-12L/s (in remaining train) will
cause diminished treatment efficiency;
system designed for two trains but will
run on one train (not exceeding 10L/s)
3
3
1
7
Moderate
No
n/a
if one train was to go down, an
alarm would be generated and plant
would shut down. Operator would
manually switch to other train
n/a
n/a
High lift
Treatment
All
high lift pump failure
could limit water supply
3 pumps; automatic start up (if
required)
3
2
1
6
Moderate
No
regular maintenance; spare parts on-site
pump failure alarm; won't shut plant
down
n/a
n/a
Tower
Transmission line
Physical/biological
line break between plant and
tower
could not supply tower with
water
about 0.5km of PVC line from high lift
to tower. At least 6' deep. A secondary
feed line is available but a BWA would
have to be put in place. Check valve in
place to avoid draining the tower
1
3
3
7
Moderate
No
check valve on line so tower won't empty. 2-3
day supply in tower
first alarm would be for tower level,
if water from line wasn't seen
visually.
n/a
n/a
Tower
Power supply
Physical
loss of power
loss of raw flow
backup power now in place. Automatic
transfer.
1
2
1
4
Low
No
n/a
There will be a system failure alarm.
If power can't be restored, water can
still flow from tower but readings
need to be taken manually via
MECP/MOH instructions
n/a
n/a
Tower
Distribution
Physical
level transducer failure
unknown supply in tower
overflow pipe in tower. Pressure gauge
on the line
1
3
2
6
Moderate
No
n/a
low/high alarm
n/a
n/a
Tower
flow metering
Physical
Flow meter failure
loss of flow data
other flow meters in system would give
an estimate of flow from tower
1
1
1
3
Low
No
calibrated annually by outside contractor;
would also notice issue on daily rounds
flow meter alarm
n/a
n/a
Tower
Water Supply
Phyiscal
Any castatrophe at the WTP
where tower can not be filled
loss of water supply
With co-ordination with Owner, water
can be brought in from an outside
source
1
5
2
8
Moderate
No
There are measures that can be taken to
reduce water usage. 2-3 days supply in the
tower
Low level alarms
n/a
n/a
Tower
Distribution
All
no flow from tower
improper disinfection
could be caused by large main break.
If tower is bypassed, BWA needs to be
issued as CT is not being met
1
4
2
7
Moderate
No
weekly chlorine analyzer verification
continuous monitoring of FCR
n/a
n/a
General
LL, WTP and Tower
Physical
security breach
damage/contamination
fence at tower. Entry alarms at all
doors
2
4
2
8
Moderate
No
entry alarms. Sites are locked at all times
Entry alarms paged out
n/a
n/a
General
SCADA
All
SCADA failure
communication failure
backup computer to collect data;
system will still run
3
2
3
8
Moderate
No
two computers run in tandem
would only notice issue on daily
rounds
n/a
n/a
General
Chemical Supply
All
loss of chemical supply
inadequate treatment
calls to supplier in advance (one
month) of requiring it
2
3
3
8
Moderate
No
chemical ordered in advance; backup
suppliers available
chemical tanks checked daily,
chemical inventory recorded at least
every two weeks to monitor rate of
use
n/a
n/a
General
Chemical additon
post-chemical pump
Physical/biological
chemical line failure
inadequate treatment
issue dependent on where the line
fails (post pump)
3
2
3
8
Moderate
No
regular maintenance; daily checks
chlorine and turbidity alarms
n/a
n/a
General
Chemical additon
pre-chemical pump
Physical/biological
chemical line failure
inadequate treatment
any failure pre-pump will cause a
pump failure which will then shut down
the plant
2
2
2
6
Moderate
No
regular maintenance; daily checks
chemical pump failure alarms
n/a
n/a
Chemical storage
Treatment
All
tank failure
inadequate chemical supply
this applies mostly to day tanks, where
the chemical pumps draw from
1
4
1
6
Moderate
No
daily checks by staff. If tank(s) were empty,
pumps would trip and alarm, causing plant
shut down
daily checks by staff
n/a
n/a
Chalk River Risk Assessment Effective April 26, 2022 Last Update/Review: April 26, 2022
Page 3 of 3
Area
Process Step
Activity or Sub-Process Step
Nature of Hazard
Hazard / Hazardous Event
Potential Effect
Comments
Likelihood
(A)
Severity
(B)
Detectability
(C)
A + B + C
Risk
CCP?
Prevention / Control Measures
Monitoring / Response Notes (use
as basis for procedures)
CCP Limits (use as
basis for proc's)
CCP Procedure
Reference
Treatment plant
Power supply
Physical
power failure
loss of water supply
Backup genset now in place. System
has 2-3 days of backup treated water
in tower, depending on time of year
2
2
1
5
Low
No
Automatic weekly testing of genset
Power failure alarm. Tower/flow level
should be monitored manually.
Owner has an emergency protocol
in place to communicate emergency
issues to customers
n/a
n/a
General
Staffing
All
inadequate coverage
all
contract calls for two staff; can be
operated in short term with one
1
3
1
5
Low
No
system can be run by one operator over a
short period of time (i.e. a month)
temporary staff could be hired or
brought in from another project if
employee was gone long term
n/a
n/a
General
Staffing
All
inadequate training of
operator
all
both CR staff are adequately licensed
1
2
2
5
Low
No
Not an issue. Both operators have at least
their class 1 licenses
expectation is for staff to obtain
Class 1 certificate ASAP.
n/a
n/a
Distribution system General
Physical
THMs
exceedance of O. Reg 169/03
an issue with surface water plant
because of organics and sodium hypo
as a disinfectant
3
2
3
8
Moderate
No
Regular system flusing, reduced clearwell
level, more frequent filter backwashing in
summer
quarterly regulatory sampling
n/a
n/a
Distribution system Distribution
Physical/biological
main break
loss of pressure/water supply
or contamination
Sustained pressure loss caused by
main break or tower loss. Pressure is
created by gravity. AWWA Standards
and MECP requirements are to be
followed when determining severity of
break and when returning system to
service after repair
2
3
3
8
Moderate
No
Contractor must follow AWWA
standards/MECP requirements under
supervisor of OA
depending on level of main break,
bacteriological analysis may be
conducted. Isolate break if possible.
Follow contingency plan
n/a
n/a
Distribution system Distribution
Biological
dead ends
inadequate disinfection
10-12 dead ends in system; more of an
issue in summer
2
3
3
8
Moderate
No
flushing at least twice a year.
weekly FCR testing at two of the
dead ends
n/a
n/a
General
General
Physical
Catastrophic Fire
drain on water supply
In case of catastrophic fire, local fire
department has a protocol in place to
take water from source outside of
drinking water system
1
4
2
7
Moderate
No
Fire dept can pull water from an alternate
location if demand on water system is too
heavy
tower level is alarmed and town has
a protocol in place to communicate
to consumers to reduce usage. FD
may call operations staff
n/a
n/a
General
Regulatory Sampling
n/a
failed sample delivery
violation of O. Reg. 170/03 for
sampling requirements
samples are delivered via outside
company to lab (2 hr drive away).
These samples are dropped off by
staff to an off site location for pick up.
Regulations allow for flexibility in
sampling schedule if initial sample
doesn't get delivered
1
3
3
7
Moderate
No
delivery schedule pre-determined. Staff could
deliver samples if required. Lab notifies
operator when samples are received.
delivery company notifies staff when
pickup is missed
n/a
n/a
General
All
physical
Long term impact of climate
change
rising or falling of water levels.
Increased or decreased
temperature of water. Possible
increase of water taking.
Maybe more bacteriological
contamination
None of these are going to change
drastically on an immediate basis.
Flow levels are monitored. Regular
sampling is conducted on the raw
water
1
3
2
6
Moderate
No
none in place at this time
Flows are monitored, regular bacti
sampling is conducted
n/a
n/a
General
All
physical
Extreme weather
loss of power; destruction of
buildings
tower could be bypassed (BWA would
be required); less can be done if WTP
is destroyed
1
5
1
7
Moderate
No
isolation switch in place at the tower that
allows the system to run automatically w/o the
tower in use
time to plan for extreme weather
events
n/a
n/a
General
All
physical
sustained extreme
temperatures
increased temperature of water
or freezing of system
possible diminished supply. Likely
higher water usage in extreme heat.
Possible freezing of tower?
1
4
1
6
Moderate
No
More manual monitoring or operation;
opening of dead ends to keep water flowing in
freezing conditions
water quality is measured regularly.
Frozen lines can be mitigated by
opening some lines to allow flow
n/a
n/a
Distribution
System
n/a
Chemical/Biological
backflow
backflow of contaminants into
system
backflow preventers required for
outside taps only. Only likely to
happen due to main breaks or major
fire
1
5
4
10
High
No
Operating Authority doesn't exercise any
control over this. Town does have a backflow
bylaw in place
staff can monitor use of water by fire
department
n/a
n/a
General
All
all
terrorism
contamination of system
CNL in the area which could be a
terrorist target
1
5
5
11
High
No
Buildings are locked and alarmed. OA
Authority exercises no additional controls.
Town has an emergency preparedness plan
in place
only annual testing for chemical
parameters. Building access is
restricted and alarmed
n/a
n/a
General
All
all
vandalism
operations issues, damage to
buildings
not as severe as terrorism. Considered
to be damaging buildings, graffiti,
turning valves. Rock has been thrown
through the window before
2
4
1
7
Moderate
No
Buildings are locked and alarmed. OA
Authority exercises no additional controls.
Operational alarms in place will call
operations staff
Building access is restricted and
alarmed
n/a
n/a
General
Regulatory Sampling
Biological
sample contamination
positive bacteriological
readings
staff operate, and collect samples for
both WTP and WWTP
1
4
3
8
Moderate
No
In most cases, one operator collects WTP
samples and the other collects WWTP. If one
operator collects both, WTP samples are
collected first. Samples are shipped in
separate coolers
If positive bacteriological results are
found, it can't be determined for
certain if operator error caused it.
Proper reporting procedures (AWQI)
must be followed regardless
n/a
n/a
Chalk River Risk Assessment Effective April 26, 2022 Last Update/Review: April 26, 2022
Page 4 of 3
Area
Process Step
Activity or Sub-Process Step
Nature of Hazard
Hazard / Hazardous Event
Potential Effect
Comments
Likelihood
(A)
Severity
(B)
Detectability
(C)
A + B + C
Risk
CCP?
Prevention / Control Measures
Monitoring / Response Notes (use
as basis for procedures)
CCP Limits (use as
basis for proc's)
CCP Procedure
Reference
General
IT
n/a
physical
cybersecurity issues (getting
control of system)
loss of control of system
system is password protected
1
5
2
8
Moderate
No
system is password protected
Not sure if system would alarm for
any reason if someone else took
control
n/a
n/a
4/16/2019
3/31/2022
4/13/2020
4/26/2022
3/31/2021
Table of Revisions
Appendix C:
Removed
Appendix D:
Owner/Top Management Endorsement
THE CORPORATION OF .
E TOWN OF
LAURENTIAN HILLS
34465 luG WAY NO.
17. POINT ALEXANDER. R.R. 4 I. DEEP RIVER. ONTARIo
KOJ
IPO
Moved by:
Seconded by:
/1?Jtc
12O%Q.lwut e..
\1
Resolution No.
I
I
-19
Date:
22 May, 2019
Whereas Veolia Water Canada Inc is the contracted operating authority for the Chalk River
Water Treatment Plant and its distribution system, has on behalf the Town of Laurentian Hills
prepared Version 14 of the Drinking Water Quality Management Standard Operational Plan
(DWQMS) as required under the Safe Drinking Water Act, 2001
Now therefore be it resolved that this Council of the Town of Laurentian Hills endorses the
DWQMS Operational Plan dated January 29. 2019 for the Village of Chalk River Drinking
Water System as presented by Veolia.
/ Dcfcatcd
.yo r
Appendix E:
Emergency Contact List(s)
Effective 11.16.2021
Chalk River Drinking Water System Emergency Contacts
EMERGENCY CONTACT LIST
Veolia Water Canada Inc.
Dave Ethier, ORO/OIC
613-589-2161 (Office)
613-639-9077 (Cell)
Veolia Water Canada Inc.
Dan Danis, Operator
613-589-2161 (Office)
613-585-9077 (Cell)
Veolia Water Canada Inc.
Greg Prangley, Project Mgr
905-975-8669 (Cell)
Veolia Water Canada Inc.
Larry Cook, Interim VP of
Operations
1-763-459-0378 (Cell)
Veolia Environmental Manager
(reporting incidents)
Holly Weatherhead
937-665-1574 (office)
937-603-4633 (cell)
Veolia H&S Manager
Shane Calvert
317-318-3615 (cell)
Town of Laurentian Hills
Public Works office
Scott Loos, PW Supervisor
Sherry Batten, CAO
613-584-3865
613-401-5611 (Cell)
613-584-3114 (office)
Capital Controls
Ottawa Office
Michel Boucher
613-248-1999 (Office)
819-923-8166 (direct)
GOVERNMENT CONTACT LIST
Ministry of the Environment,
Conservation and Parks (MECP)
Spills Action Centre
(T) 1-800-268-6060
(F) 1-800-268-6061
MECP
Area Office
1-800-860-2195
Police, Fire Ambulance
General
911
Medical Officer of Health
Support Staff
613-732-3629
Ministry of Labour (Ottawa)
General Inquiry
1-613-228-8050
1-800-267-1916
MTO (Regional or District Office),
Ottawa
General Inquiry
1-888-362-1770
Effective 11.16.2021
ADDITIONAL CONTACTS
Name
Contact Name
Phone No.
Bell Canada (phone/internet)
General Inquiry
310-BELL (2355)
Brenntag (HFS Acid, sodium
hypochlorite, soda ash)
514-636-9230
Caduceon Laboratories
613-526-0123
Kemira (PAX-XL)
Customer Service
514-913-6691
Metcon
Service
905-738-2355
SCG Flowmetrix (flowmeters)
416-427-8483
Northland Chemicals (polymer)
905-676-1777
Hach
Service
450-435-5091
Hydro (check Hydro account file at
WWTP
1-800-434-1235
Appendix F:
QMS Policy
Quality Management Policy
EFFECTIVE DATE: May 19, 2020
TO BE REVISED: As required
UNCONTROLLED WHEN PRINTED
Veolia Water Canada Inc. (Veolia Canada), on behalf of the Corporation of the Town of
Laurentian Hills, is committed to supplying a safe, consistent drinking water supply while
maintaining strict adherence to all applicable legislative and regulatory requirements.
We strive to achieve these goals through the implementation of a management system
comprised of policies, procedures, instructions and forms that demonstrate risk-based
treatment process, evaluation, staff competency, open communication, workplace
safety, and appropriate contingency/emergency response procedures.
Together, the Corporation of the Town of Laurentian Hills and Veolia Canada are
committed to:
- Managing and operating the drinking water systems in a responsible manner in
accordance with documented quality management policies and procedures.
- Providing the customer with clean, safe drinking water.
- Maintaining and continually improving each quality management system.
- Complying with applicable regulations and legislation
The Town and Operating Authority are committed to accomplishing our goals through
the dedication, support and participation of all, and through the maintenance and
continual improvement of the Quality Management Systems.