Component 2.2 Water Safety Plan Warsaw, March 2009 Oliver Schmoll, Ingrid Chorus Federal Environment Agency Bad Elster and Berlin, Germany Water Safety Plan (WSP) Twinning Programme component 2.2 Warsaw, March 2009

Component 2.2 Water Safety Plan Warsaw, March 2009 Framework for Safe Drinking-water Health-based targets (Regulatory body) Independent surveillance (Surveillance agency or third party) Water Safety Plan (Water supplier)

Component 2.2 Water Safety Plan Warsaw, March 2009 Rationality for WSP Limitations of end-product testing: Limited early warning capability of microbial testing Water volumes tested are rarely statistically representative Limited capability to detect short term fluctuations of water quality Quality management procedures focusing on keeping processes under control have advantages: Emphasis on prevention Focus on process control Designed to reduce, eliminate and prevent contamination

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP in simple Continuous cycle What are the hazards in my supply system? How do I fix the hazards? How do I know that the hazards are fixed?

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP DOCUMENTATION Improvement and upgrade plan Prepare WSPDescribe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Water Safety Plan

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP DOCUMENTATION Improvement and upgrade plan Prepare WSP Describe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Step 1

Component 2.2 Water Safety Plan Warsaw, March 2009 Management commitment Clear signal from senior management is imperative for successful WSP development: To secure manpower and financial resources To obtain support for changes in working practices To get commitment from all management levels To increase acceptance of operational staff Management needs to actively promote water safety as a goal of the water supplier

Component 2.2 Water Safety Plan Warsaw, March 2009 The WSP team Interdisciplinary team with collective responsibility for planning, development and implementation of the WSP Qualifications of team members: Engineers (operations, maintenance, design) Water quality control staff (microbiologists and chemists) Technical staff involved in day to day operations Health scientists Team leader for pushing and steering the project

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP team External support WSP is feasible without heavy external input Water supplier should take the lead in WSP development and implementation: Relocation of responsibility to consultants is not intended External specialised competence can be sought, if necessary

Component 2.2 Water Safety Plan Warsaw, March 2009 Improvement and upgrade plan WSP DOCUMENTATION Prepare WSP Describe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Step 2

Component 2.2 Water Safety Plan Warsaw, March 2009 Document and describe the system Comprehensive description of the water supply chain from catchment to consumer: Describe all processes which may influence water quality Compile information concerning individual supply steps: Source water and catchment, treatment processes applied, storage within the distribution system, distribution system Define areas of primary responsibility Identify areas beyond the suppliers responsibility Summarise regulatory requirements

Component 2.2 Water Safety Plan Warsaw, March 2009 Document and describe the system Construct conceptual flow diagram to improve understanding and system overview WSP team must validate completeness and accuracy of flow diagram “out of the office”

Component 2.2 Water Safety Plan Warsaw, March 2009 Layout plan Example Community Layout plan 1:10,000

Component 2.2 Water Safety Plan Warsaw, March 2009 Hydraulic scheme Example

Component 2.2 Water Safety Plan Warsaw, March 2009 Catchment map Example Description of hazards Hazard

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP DOCUMENTATION Improvement and upgrade plan Prepare WSP Describe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Step 3

Component 2.2 Water Safety Plan Warsaw, March 2009 System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures

Component 2.2 Water Safety Plan Warsaw, March 2009 What is a hazard? “Hazard“: Any biological, chemical, physical or radiological agent that has the potential to cause harm to public health Hazards may be present or may originate throughout the water supply chain from catchment to consumer Pathogens: Bacteria, viruses and protozoa from human or animal faeces Chemicals: From geological formations (e.g. fluoride, arsenic) From man-made activities (e.g. nitrate, pesticides) From distribution system materials (e.g. lead, copper)

Component 2.2 Water Safety Plan Warsaw, March 2009 What is a hazardous event? “Hazardous event”: An event that introduces hazards to, or fails to remove them from, the water supply Examples for hazardous events: Heavy rainfalls which cause runoff of pathogens into water Disturbance or breakdown of a treatment step Burst of a transmission pipeline Example for hazardous condition: Prolonged use of mineral fertilizers in agriculture which is not adapted to the hydrogeological environment Poorly protected well-head

Component 2.2 Water Safety Plan Warsaw, March 2009 Biological hazards Pathogens: bacteria, viruses and protozoa Main source: Human or animal faeces Non-pathogenic organisms: Relevant to acceptability of drinking-water as the consumer may reject water and use potential unsafe sources Toxic cyanobacteria Chemical hazards Any agent with negative impact on water quality: From geological formations (e.g. fluoride, arsenic) From human activities (e.g. nitrate, pesticides) From treatment (e.g. flocculants, disinfection by-products, impurities in treatment chemicals) From distribution system materials (e.g. lead, copper)

Component 2.2 Water Safety Plan Warsaw, March 2009 Hazard identification For each step of the flow diagram: Systematically identify hazards and corresponding events “What could go wrong and where?” Understand the relationship between the source of a hazard, its pathway thru the environment and its occurrence in water System tailored assessment

Component 2.2 Water Safety Plan Warsaw, March 2009 Hazard identification Starting points Hazard analysis should be based on existing experience and knowledge from within the supply: Be pragmatic! Interview of staff in on-site operations Systematically analyze previous incidents or failures Supported by sanitary inspections

Component 2.2 Water Safety Plan Warsaw, March 2009 Generic checklists Catchment Rapid variations in raw water quality Sewage and septic system discharges Land use (e.g. animal husbandry, agriculture, forestry, industrial area or discharge, waste disposal, mining) Chemical use in catchment areas Major spills (both accidental and deliberate) Human access (e.g. recreational activity) Wildlife and livestock

Component 2.2 Water Safety Plan Warsaw, March 2009 Generic checklists Offtake and Distribution system Inadequate wellhead structure / condition Unsuitable well or intake location Low internal pipe pressure or “pressure waves” leading to ingress/infiltration of contaminated material Backflows drawing in contaminated water Pipe bursts leading to the ingress during repair, replacement or installation of mains Open/insecure water storage reservoirs/aqueducts resulting in faecal contamination

Component 2.2 Water Safety Plan Warsaw, March 2009 System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures

Component 2.2 Water Safety Plan Warsaw, March 2009 Determine existing control measures Control measures are “barriers to contamination” Control measures may include: Preventing contaminants (hazards) gaining access to water Removing hazards from the water Inactivating pathogens in the water Maintaining the quality of the water during distribution by choosing adequate materials for piping and maintaining pressure

Component 2.2 Water Safety Plan Warsaw, March 2009 Determine existing control measures Description /1 Control measures are “barriers to contamination” Control measures are activities and processes applied to Prevent hazard occurrence Directly improve / maintain drinking-water quality Collectively ensure that water consistently meets health- based targets collectively form the “multiple-barrier principle”

Component 2.2 Water Safety Plan Warsaw, March 2009 Determine existing control measures Description /2 Control measures may include: Preventing contaminants (hazards) gaining access to water Removing hazards from the water Inactivating pathogens in the water Maintaining the quality of the water during distribution Various natures of control measures: Catchment: wide range of planning activities to protect raw water quality (preventative nature) Treatment, storage and distribution: focus on design, construction, operation and maintenance (technical nature)

Component 2.2 Water Safety Plan Warsaw, March 2009 Determine existing control measures – examples:

Component 2.2 Water Safety Plan Warsaw, March 2009 System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Why? Decide whether any event present a significant risk Identify hazards or events that need most urgent action Methods available: Simple team decision Quantitative or semi-quantitative approach

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Simple team decision Informed team judgment to rule events in or out Assess all events identified at each step in the process Determine whether they are under control Document whether those events need urgent attention Significant Clearly a priority The risk should be considered further by the team to define whether additional control measures are required and whether a particular process step should be elevated to a key control point in the system. Uncertain Unsure ifevent is or is not a significant risk The risk may require further studies to understand if the event really is a significant risk or not.. Insignificant Clearly not a priority Note that the risk will be described and documented as part of a transparent and diligent process and will be revisited in future years as part of the WSP rolling review

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Example: output

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Semi-quantitative risk matrixes Risk is calculated by multiplying ‘Likelihood’ by ‘Severity’ Likelihood or frequency: How often or likely will a hazardous event occur? Severity or consequence: What will be the consequences for public health or the consumer acceptance?

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Example from Jordan For translation into Polish only – please delete ths box afterwards: L=low; M=medium; H= high

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Example from Jordan

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Example: output

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Semi-quantitative risk matrices Each identified hazardous event will receive a value Events can be compared and be classified (prioritized) Basis for a relative assessment of single risks within one supply utility

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Direct your thinking before start Be specific about what the risk is in terms of: Risk of a specific event Leading to a specific hazard Reaching a specific and problematic concentration At a specific point in time and space

Component 2.2 Water Safety Plan Warsaw, March 2009 Risk prioritization Results Which hazards (and hazardous events) are covered by sufficient control measures? Which control measures are most important? Which hazards require further measures to control the hazard adequately? Is there insufficient knowledge about hazards and/or control measures (knowledge and research demands)?

Component 2.2 Water Safety Plan Warsaw, March 2009 System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures

Component 2.2 Water Safety Plan Warsaw, March 2009 Additional/improved control measures Significant risks identified require further investigation: Additional control measures need to be identified Existing measures may need to be modified or improved Interim solutions may be necessary

Component 2.2 Water Safety Plan Warsaw, March 2009 Action plan

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP DOCUMENTATION Improvement and upgrade plan Prepare WSP Describe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Step 4

Component 2.2 Water Safety Plan Warsaw, March 2009 Control hazards Implement and manage control measures Define monitoring of control measures

Component 2.2 Water Safety Plan Warsaw, March 2009 Implement control measures Combination of control measures Type and number of control measures will vary for each system For each hazardous event identified as a significant risk, efficient control measures need to be implemented Each control measure needs to be described in a sufficiently precise and comprehensible manner Standard operating procedures support the effective realization of individual measures

Component 2.2 Water Safety Plan Warsaw, March 2009 Determine existing control measures Example of an instruction

Component 2.2 Water Safety Plan Warsaw, March 2009 Control hazards Implement and manage control measures Define monitoring of control measures

Component 2.2 Water Safety Plan Warsaw, March 2009 Establish operational monitoring Operational monitoring assesses the performance of control measures at appropriate time intervals Monitoring Plan: What will be monitored? How it will be monitored? Where it will be monitored? When it will be monitored? Who will do the monitoring?

Component 2.2 Water Safety Plan Warsaw, March 2009 Establish operational monitoring Monitoring intervals need to be defined individually for each control measure Intervals may vary widely, e.g.: On-line control of residual chlorine Quarterly inspection of the integrity of the plinth surrounding a well

Component 2.2 Water Safety Plan Warsaw, March 2009 Establish operational monitoring Simple and measurable tests: Turbidity, pH, chlorine residual, conductivity, precipitation events etc. Observable features: Integrity of technical infrastructure (e.g. wellhead, fences, distribution, storage) Definition of operational limits: Upper or lower limits or tolerance ranges Monitoring results that exceed limits trigger corrective action(s)

Component 2.2 Water Safety Plan Warsaw, March 2009 Define corrective actions Planned and routine response to be taken when the results of operational monitoring at a control point indicate a loss of control during standard operation Corrective actions should be specific and pre-determined to enable their rapid enaction Most corrective actions are capable of being handled by Automated systems Trained system operators

Component 2.2 Water Safety Plan Warsaw, March 2009 Establish operational monitoring Simple monitoring procedure

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP DOCUMENTATION Improvement and upgrade plan Prepare WSP Describe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Step 5

Component 2.2 Water Safety Plan Warsaw, March 2009 Improvement and upgrade plan If significant risks are identified: Improvement and upgrade plan Define “owners” to take responsibility Define target implementation dates Incremental improvement is pivotal Short-, medium- or long-term programs Reflecting priorities Reflecting resources available

Component 2.2 Water Safety Plan Warsaw, March 2009 Improvement and upgrade plan Issues Capital investments Capacity building Enhanced managerial and operational procedures Research and development Developing incident protocols Communication and reporting

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP DOCUMENTATION Improvement and upgrade plan Prepare WSP Describe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Step 6

Component 2.2 Water Safety Plan Warsaw, March 2009 Management procedures /1 Accessible management procedures: For actions in normal operation of the system (Standard Operating Procedures = SOPs) For corrective actions and incident conditions Written by experienced staff: Interview staff and ensure their activities are captured Updated as necessary: Implementation of the improvement/upgrade plan Reviews of incidents, emergencies and near misses

Component 2.2 Water Safety Plan Warsaw, March 2009 Management procedures /2 Accountabilities and contact details for key personnel Clear description of the actions required in the event of a deviation Location and identify of the SOPs and required equipment Location of backup equipment Relevant logistical and technical information

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP DOCUMENTATION Improvement and upgrade plan Prepare WSP Describe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Step 7

Component 2.2 Water Safety Plan Warsaw, March 2009 Verification and auditing Step provides sufficient evidence to demonstrate that the supply system is working effectively and will meet the health-based targets, i.e. that the WSP is adequately set up and implemented Verification of water quality: “Does the water produced meet the quality objectives?“ Auditing of operational activities: ”Is the WSP being implemented in practice as it was designed to be?”

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP DOCUMENTATION Improvement and upgrade plan Prepare WSP Describe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Step 8

Component 2.2 Water Safety Plan Warsaw, March 2009 Periodic review /1 Review process is essential in the overall implementation Regular review assesses that the WSP is still valid Analysis of the data collected as part of the monitoring process Learning from experiences and new procedures Provides the basis from which future assessments can be made

Component 2.2 Water Safety Plan Warsaw, March 2009 Periodic review /2 When is it time for review ? At regular intervals, taking into account the results of WSP implementation Immediately after an emergency/incident/near miss Immediately if there is a significant change of circumstances Review may result in reassessment of risk Review may alter improvement/upgrade plan Any change as a result of a review should be documented !

Component 2.2 Water Safety Plan Warsaw, March 2009 WSP DOCUMENTATION Improvement and upgrade plan Prepare WSP Describe water supply system Control hazards Implement and manage control measures Define monitoring of control measures System assessment Identify hazards Determine existing control measures Prioritize risks Identify additional or improved control measures Prepare management procedures Verify and audit WSP PLANNED PERIODIC REVIEW Step 9

Component 2.2 Water Safety Plan Warsaw, March 2009 Documentation What should be considered? Description and assessment of the drinking-water system Upgrade programs Description of control measures, the plan for operational monitoring and verification plan Water safety management procedures for routine operation Incidents and emergency response plans Description of supporting programs, including training programs, communication protocols

Component 2.2 Water Safety Plan Warsaw, March 2009 Keep in mind /1 Maintain basic simplicity and straightforwardness of the WSP strategy ! WSP is a systematic, ongoing and dynamic process: A WSP is never completed A WSP is not just another operating procedure It is not about writing a “plan” in its own right A WSP process may result in a document which you may wish to label “Our WSP” A WSP should not end up as bureaucracy and paperwork!

Component 2.2 Water Safety Plan Warsaw, March 2009 Keep in mind /2 There is no one single right way to develop your WSP It is important that the WSP team has adequate experience and expertise A WSP cannot be done solely as a desk study Overcome complacency: nothing should be taken for granted Don’t start from the scratch: It is important to get started!

Component 2.2 Water Safety Plan Warsaw, March 2009 New Zealand Why to prepare PHRMP: public health responsibility Explanation of coverage in plain words: What could happen to cause the water quality to deteriorate and become unsafe to drink? Which of these factors need urgent attention? How do you know when the water quality is deteriorating to a point where action is needed? How do you respond if action is needed? How do you stop this happening in the future? How to prepare a PHRMP: simple 3 step process What to do with the plan: guide day-to-day actions and long-term planning

Component 2.2 Water Safety Plan Warsaw, March 2009 New Zealand: Small but beautiful

Component 2.2 Water Safety Plan Warsaw, March 2009 New Zealand: Training tools

Component 2.2 Water Safety Plan Warsaw, March 2009 New Zealand: Training DVDs

Component 2.2 Water Safety Plan Warsaw, March 2009 New Zealand: “Pathogens Anonymous”

Component 2.2 Water Safety Plan Warsaw, March 2009 Bangladesh: Generic WSP Vast number of rural water supplies in country with limited resources Nature of hazards and hazardous events sufficiently similar to allow technology generic WSP Developed in a participatory fashion based on local expert opinion Workshops with key sector professionals

Component 2.2 Water Safety Plan Warsaw, March 2009 Bangladesh: Generic WSP

Component 2.2 Water Safety Plan Warsaw, March 2009 Switzerland Simple guidance Made to assist in complying with regulations 9 Steps: Clear instructions Pro-forma based Case examples

Component 2.2 Water Safety Plan Warsaw, March 2009 Switzerland