1. Implementing structured systems & processes to successfully manage backflow
Robert Dwyer – Technical Advisor Backflow Prevention

2. Introduction
Robert Dwyer Central Highlands Water (Ballarat, Victoria) 27 years Water Industry experience Technical Advisor Backflow Prevention

3. Presentation overview
Central Highlands Water (CHW) service area
What is backflow?
Preventing backflow – the how & why
Regulatory requirements
CHW’s Backflow Prevention Program
Implementing structured systems & processes
CHW’s learnings
Questions

4. Central Highlands Water – serviced area
CHW is one of Victoria’s largest Regional Water Corporations
Provides water & wastewater services to 142,000+ customers
70,000 water connections
Approximately 850 Backflow Prevention Devices (1.2% containment)
15 water supply systems
30 reservoirs
33 groundwater bores
Supplying ~ 12,500 ML p.a.
14,635 km2 service area

5. What is backflow?
Backflow is referred to as the reversed flow of water from its intended direction
Backflow can occur by way of back siphonage or backpressure
The potential for backflow to occur is heightened by pressure losses within the water network or
Where the pressure is greater within an internal system than the pressure within the supply system
How many people in the room are employed by a Water Corporation or Water Authority?
How many of you have a role in managing backflow prevention?
Is there anyone in the room that doesn’t quite understand what backflow is?

6. Preventing Backflow – how
Backflow is prevented by:
Identifying properties that pose
a risk to potable water supplies
Arrange for on-site assessments
to be carried out
Connecting Backflow Prevention Devices (BPD’s) to the water supplies of properties posing a risk to supply
Ensure that BPD’s are tested annually
Ensuring that BPD’s perform the function for which they are installed
Ultimately, backflow is prevented by connecting Backflow Prevention Devices to water supplies of properties that pose a risk to the potable water networks
The critical aspects are identifying these properties
Advising the property owners of their obligation to have the devices installed
And following up with the owner to ensure that the devices are installed in a timely manner
Systems and processes are critical

7. Preventing Backflow – why?
Victorian Water Corporations are responsible for providing safe, quality drinking water to their customers and communities
To prevent potential contamination events
To eliminate potential health risks
To mitigate business reputational risks
Install consumer confidence
To demonstrate regulatory compliance
If you look at the slide, you will see that there are a number of reasons why
BUT, the number one reason for preventing backflow is to
To protect our potable water supplies and to ensure that the water we deliver to our customers and communities is safe to drink
If we deliver unsafe contaminated water, there is potential for people to become ill and heaven forbid, people could also die

8. Regulatory requirements - Victoria
Victorian Water Corporations (VWC) are heavily regulated
VWC’s are subjected to periodical audits
Show evidence of our Backflow Prevention Device Register (BPDR) *containment devices*
Policies and procedures
Communications to property owners advising of their obligation to have their BPD tested (annually)
Copies of Test Reports verifying that BPD’s are functioning as required (not exceeding 12 months)
Although delivering safe quality drinking water to our customers and communities is our number one priority,
Being able to demonstrate regulatory compliance is also a key driver within our businesses
Our systems and processes must be auditable and provide evidence of our Backflow Device Register, Policies & Procedures, communications to our customers and copies of compliant Backflow Device Test Reports
Regulatory compliance will give you a sense of confidence that your number one objective is being achieved

9. CHW’s Backflow Prevention Program
Formally implemented BPP in early 2011
Team of 3 seconded to manage program
Internal review of program was conducted mid
Review identified the need to expand the program scope
Increased focus on demonstrating regulatory compliance
Full time Backflow Technical Advisor appointed in Nov 2015
Implemented new and improved systems and processes
Prior to 2011, its fair to say that Backflow Prevention had been considered but not overly well managed by Central Highlands Water
We had a backflow device register, however the register hadn’t been maintained or designed in a manner that enabled us to successfully manage our Backflow Prevention Program
Between early 2011 and today, through the implementation of structured systems and processes, our BP Program has evolved
To a point where we have confidence that the information contained within our systems is accurate and enabling us to demonstrate regulatory compliance

10. Program status – current
Approximately 850 testable BPD’s connected to metered water supplies (700 privately owned – 150 CHW owned)
Connected to high and medium risk properties
Program managed through structured systems and processes
Focus on providing safe quality drinking water, managing risk & complying with regulations
Desired outcomes are being achieved
Test reports have been received for 100% of
containment devices over the past 12 months
We have made a conscious effort over the past 12 – 15 months to develop our systems and processes in a way that enables us to demonstrate regulatory compliance
We have implemented a process for capturing backflow details for new connection applications
And increased our focus on improving our process around receiving annual test reports
As of June 30 this year, we have received a test report for all 700 containment devices that are registered within our system
We have enhanced our systems to be auditable and enable integration between systems
We are also developing a strategy for increasing the number of devices within our BPD register through an identification and retrofitting process

11. Implementing structured processes
A number of structured processes are critical to managing backflow and include:
Existing device process (need to capture and record existing device information)
New connection process (application to connect to potable water supply)
Retrofitting process (devices connected to water supply of established properties)
Communications & escalation process (advising property owners of obligations)
Data entry, test report collection and filing process
Processes need to be auditable
Managing backflow requires a number of processes
When we looked at revamping our BP Program, we decided that we needed to develop improved processes prior to further developing our systems (chicken before the egg so to speak)
We classified the processes required into 5 categories:
Existing Device process - which required us to capture relevant device details for all containment devices within our networks
New connections process - which required us enhance our capability of capturing the details of new devices being installed as part of new water connections
Retrofitting process – which will require us to identify existing commercial & industrial properties which pose a risk to the potable water supplies
Communications process – requiring the creation of 3 step advisory letters for installation and testing requirements (1st letter – reminder letter after 28 days and final letter after a further 28 days
Test Report collection and filing process – which would enable us to demonstrate regulatory compliance

12. Implementing structured systems
The success of any Backflow Prevention Program relies on structured systems that are capable of:
Storing accurate property information (address, ownership, contact details, Backflow Prevention Device details etc.)
Storing historical data (installation & inspection dates, device replacement details)
Maintaining annual testing schedules
Storing communication documents and annual test reports
Processing new water connection applications
System integration
System / data interrogation (search functions)
Auditable (capable of demonstrating regulatory compliance)

13. Backflow Device Management System (Infor Public Sector - IPS)

14. Records Management System
CHW have a Records Management System that contains individual property information
Within the property file, we have a dedicated folder for all backflow related information specific to that property address
The folder contains advisory letters, test reports, compliance certificates and consent information which details backflow device requirements when installing a new water supply
These documents can be linked back to the comments page within IPS which is highly beneficial to the auditing process

15. Test Reports

16. Managing backflow - CHW’S learnings
Protecting potable water supplies should be our number one priority
Systems and processes are critical to the
success of your BPP
Regulatory compliance is a key driver
Energy and focus is essential
Property owner contact details (phone & )
are hugely beneficial
Collaboration between Water Corporations, property owners, Plumbers & accredited backflow testers is critical

18. Questions