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BECC Border Environment Cooperation Commission

2012

FOUR PILLARS qPROJECT CERTIFICATION 6 qTECHNICAL ASSISTANCE 8 qPARTNERSHIPS/STAKEHOLDERS 10 qINSTITUTIONAL CAPACITY BUILDING 12

Four Organizational Pillars project certification   technical assistance   partnerships with stakeholders   institutional capacity building   www.becc.com


border environment cooperation commission 2012

Contents

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featured 06 08 10 12 16

Project Certification Technical Assistance Collaboration with Stakeholders Institutional Capacity Building Transversal Program

From Management Four Pillars

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border environment cooperation commission 2012

From General Manager Maria Elena Giner and Deputy Manager Jose Mario Sanchez Soledad

Preserving, protecting, and enhancing human health and the environment along the U.S.-Mexico border region Established by the U.S. and Mexican governments in 1994, the Border Environment Cooperation Commission (BECC) and North American Development Bank (NADB) have cooperatively worked to certify and finance environmental infrastructure projects with the intent of improving the environmental and human health conditions in the border region. As of January 31, 2012, their joint accomplishments have included:

• 190 certified projects (87 U.S./103 Mexico) representing nearly $4.343 billion in environmental infrastructure investment, directly benefiting 14 million border residents. NADB has provided $1.33 billion in loans and grants for 152 of those projects. • 115 Water and waste water projects valued at $2.3 billion providing new or improved services to 12 million border residents. • 25 Water conservation projects estimated to save energy and to decrease water losses by approximately 330 MGD, enough to serve the average demands of some 4 million people. • 22 Solid Waste projects accommodating approximately 1,550 tons/day of waste previously disposed of in open or uncontrolled sites. • 22 Air Quality related to paving and mobility will eliminate approximately 200,000 tons per year of PM10, caused primarily by vehicular traffic on unpaved roadways.

• 5 Energy projects anticipated to prevent greenhouse gas emissions equivalent to almost 702,000 metric tons of CO2–e per year through the use of alternative energy and fuel sources. BECC continues to work using a strategic approach which focuses on the following activities: Strengthening Border Stakeholder Cooperation with increased participation in forums to assist in project/program coordination, consistent information exchange, and strategy development. Strategic Planning to identify needs within the region to improve the effectiveness of infrastructure program investments in the border region. Climate Change Planning, Mitigation and Adaptation Initiatives to support the efforts of both countries for emission reductions. BECC is working with the six Mexican border states in developing their state climate action plans. Energy Efficiency and Renewable Source Projects which can be implemented for a broad range of uses such as municipal lighting, utility services, as well as residential needs.

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border environment cooperation commission 2012

Four Pillars 4

T

he BECC’s ability to fulfill its mandate requires having the right performance management tools to guide and measure those results. Since 2008 the BECC has used the Balanced Scorecard model to translate annual goals into clear and measurable actions. The model considers the perspective of its customers, the BECC’s institutional capacity through efficient and effective internal processes, an assessment and expansion of the knowledge and competencies of its human resources, and the optimization of financial resources. In 2008, 2009, and 2010 BECC successfully met 80%, 83% and 82% respectively of its annual objectives which were structured under seven programs. BECC Performance and Results Reports are available for each of these years on our website. In early 2011, based on the experiences of the last three years in the seven programs, BECC consolidated its programs into four programs or pillars and a General Support track:

Legal and Communications Directorate Legal Matters Board Related Matters Outreach with Stakeholders Strategic Planning Media Relations Publications

q Project Certification q Technical Assistance through Grants or Technical Expertise q Partnerships with Stakeholders q Institutional Capacity Building through Information and Training Transversal Program: General Support and Performance Improvement A strategic objective set by BECC’s General Managers is to adopt and implement required policies and strive to meet 80% of these policies. Pillar 1: Project Certification The primary purpose of the BECC is to support border communities to identify, develop and achieve BECC certification for the purpose of accessing NADB funding to implement environmental infrastructure projects, in order to improve human health, promote sustainable development, and contribute to enhancing the quality of life in the border region.

Administrative Directorate Technical Assistance Grant Management Budget Accounting Human Resource and Building Management Information Systems Develop Policy, Programs and Procedures Balanced Scorecard


border environment cooperation commission 2012

BECC is a strategic, visionary and innovative organization capable of leading the efforts of border communities to accomplish their environmental and public health goals. Our leadership arises from technical excellence, team work and effective program and project management. Pillar 2: Technical Assistance through Grants or Technical Expertise

Pillar 4: Institutional Capacity Building through Information and Training

The purpose of the Technical Assistance Program is provide technical assistance through grants or technical expertise that will promote the development of high quality environmental infrastructure projects and initiatives which could access NADB funding, Border 2012 or other special grants.

Strengthen institutional capacities by generating information and providing training. The information generated through strategic studies are intended to identify needs, project opportunities, and improve the effectiveness of infrastructure program investments that could be supported by BECC and NADB. Capacity building is related to technical training needed to enhance sustainability of projects and address emerging issues.

Pillar 3: Collaboration with other Stakeholders

Transversal Program: General Support and Performance Improvement

Promote institutional relationships with Border stakeholders, including federal, state and local agencies, international organizations, academia, private sector and civil society for the purpose of strengthening collaboration efforts that will support the BECC mandate. This activity is achieved through participation in forums, state and local initiatives, project/program coordination, consistent information exchange, and strategy development.

Projects Directorate Core Water and Wastewater Projects -EPA-PDAP Funds Non-PDAP Projects-Water and Wastewater Solid Waste Projects New Sector Projects - Air Quality (Paving), Energy, Transportation Project Closeout Results Measurement Information Management

The purpose of this program is to facilitate the work conducted under all pillars described above. It includes the support provided by the Administrative Area and other support areas for activities such as: information resources with a compatible and standardized system; a results-based budget; education and training focused on BECC’s programs or pillars, and administrative savings in general. It also includes other support and services such as accounting and budgetary control, human resources, building management, coordination, and general administration. Environmental Program Development Directorate Border 2012 - Projects and Logistics Special Studies and Assignments i.e. Initiatives for Air Quality, Climate Change, Energy, and Transportation, Methane to Markets Stakeholder Capacity Building Quality Management Systems

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border environment cooperation commission 2012

Pillar I

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Project Certification

The primary purpose of the BECC is to support border communities to identify, develop, and achieve BECC certification for the purpose of accessing NADB funding to implement environmental infrastructure projects, in order to improve human health, promote sustainable development, and contribute to an enhanced quality of life in the border region.

Projects Directorate Strategic Objective: Manage and Improve Operations and Optimize Processes and Program Management Initiative and Target/Measure: • Advance Project Closeout Process: Complete 15 reports (Region 6: 6, Region 9: 6, and Non-BEIF: 3)​ • Effectively implement BECC/NADB Joint Operations Procedures: Update procedures manual (BEIF and Non-BEIF) and maintain joint pipeline. • Prepare and develop Joint Results Measurements Report: Publish Results Measurement Report based on completed close-out report. Develop tool for representing aggregated results on website.

Strategic Objective: High Quality Projects Initiative and Target/Measure: • Achieve Project Certification: Certify 20 projects (12 W/WW; 2 SW; 3 ENE ; 1 MP) • Increase Private-Sector Sponsored Projects: Close 3 private sector sponsored projects, with loans more than or equal to $50M.


border environment cooperation commission 2012

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High Quality Projects and Services


border environment cooperation commission 2012

Pillar ii

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Technical Assistance Technical

The purpose of the Technical Assistance Program is to provide technical assistance through grants or technical expertise that will promote the development of high quality environmental infrastructure projects and initiatives which could access NADB funding, Border 2012, or other special grants.

Projects Directorate

Strategic Objective: Manage and Im- Strategic Objective: High-Quality prove Operations and Optimize Pro- Projects and Services (Incorporated in two pillars) cesses and Program Management Initiative and Target/Measure: Initiative and Target/Measure: • Enhancement and application of • Meet 2.5 years timeline for certification of BEIF Projects as required Greenbuilding Guidelines and Preby EPA: 80% of projects treatment Program: Achieve EPA’s approval of updated W/WW GB guidelines. Pre-treatment program • Optimize Billable Hours: Conduct a monthly analysis of billable hours: training and identification of enAchieve billable hours for PDAP hancement opportunities (private staff greater than 90%. sector project application). •

Effectively implement BECC/NADB • Joint Operations Procedures: Procedures Manual Update (BEIF and Non-BEIF) and maintain joint BECC/ NADB pipeline. (Including meeting • Board report concerns.) Establish Intra Institutional State Coordination Forums: Conduct State Activity Meetings (Develop an • agenda and structure of meetings; February 2 States/week; June and October).

Sound Project Management: Manage baseline and modified schedule, identify influences for changes. Conduct Energy Audits in Water Utilities: Energy Audits for Baja California 5 utilities, Piedras Negras under B2012, and 2 U.S. candidates. Assist communities to identify and secure project funding: 75% of BECC’s TA projects will result as an input (application to another agency, implementation, or certification by BECC). Document funds

leveraged by TA for all implemented projects.

Strategic Objective: Develop Strategic Approach for Regional and Sectorial Planning Initiative and Target/Measure: • Complete 2013-2014 prioritization processes for BEIF-PDAP: 100% •

Complete project selection process for CAP: 100%

Develop regional/state expertise: Obtain and review all BECC publications related to assigned state(s) or sector(s). Propose 5 projects/initiatives based on available publications.


border environment cooperation commission 2012

through Grants or Expertise

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Environmental Programs Development Directorate

Strategic Objective: High-Quality Projects Initiative and Target/Measure: • Maintain Customer Satisfaction at established level: 85% of projects. •

Meet timeline for B2012-2020 and other initiatives projects: 90% compliance with developed timeline.

Meet Man/Hour (Direct Cost) for B2012 and other initiatives projects: 80%

Strategic Objective: Develop Strategic Approach for Regional and Sectorial Planning Initiative and Target/Measure: • Develop a strategy and identify projects from strategic planning in the private sector: Identify three projects. •

Implement Projects Leads Tracking System: Develop tracking system for private sector leads.


border environment cooperation commission 2012

Pillar Iii

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Collaboration with

Promote institutional relationships with Border stakeholders, including federal, state, and local agencies, international organizations, academia, private sector and civil society for the purpose of strengthening collaboration efforts that will support the BECC mandate. This will be achieved through participation in forums, state, and local initiatives, project/program coordination, consistent information exchange, and strategic development.

Projects Directorate

Environmental Programs Development Directorate

Strategic Objective: Strong Stakeholder Relationships

Strategic Objective: Empower Communities to Access Project Funding

Initiative and Target/Measure: • Coordinate project meetings/teleconference calls and State/Congressional coordination meetings: Conduct two State Coordination meetings per year to inform and update on projects within their respective states. Also conduct two U.S. Congressional district office meetings per year. Project managers will attend State meetings with General Managers. Eight coordination calls/project per year.

Initiative and Target/Measure: • Develop a methodology and identify indicators to perform an ‘Impact Evaluation’ of BECC/NADB programs: Develop a methodology, define indicators and run one pilot test (create a plan for implementation).


border environment cooperation commission 2012

other Stakeholders

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Legal and Communications Directorate Strategic Objective: Strong Stakeholder Relationships

Strategic Objective: Effective BECCNADB Joint Operations

Initiative and Target/Measure: • Maintain reliable and updated stakeholder database: A full implementation and oversight of a centralized process for registration of new contacts collected by staff. Identify gaps in stakeholder contacts and add or delete accordingly. Update 100% of the contacts in parallel with changes as they occur with government transition.

Initiative and Target/Measure: • Improve institutional coordination on operational issues and develop BECC-NADB joint procedures: Implement a joint BECC/NADB communication strategy. Development at 100% of initiatives agreed upon (joint brochure, corporate image, cross-referencing in websites. Two joint bulletins per month, one joint interview per month. Joint plan for government outreach. Six editorials on BECC/NADB.

Outreach plan for federal, state officials, and academia/Boards: Develop and implement a work plan, review quarterly as needed. It must include Washington, D.C. and Mexico City at least two trips per year with both congress and Board members. Other meetings will include Border Governor’s Conference, Border Legislators, and Border Mayors Conference. Academia/ Boards such as Woodrow Wilson, COLEF, GNEB, CEAN-ITESM, NACTS (ASU), Universities-Climate Change, and PAHO. Meetings with candidates and transition teams in Mexico when feasible.

Strategic Objective: Strengthen Public Participation/Outreach Program and Information Resources Initiative and Target/Measure: • BECC/NADB media recognition: 150 mentions per year, plus one press release per certified project published by media. Joint initiatives with the NADB at 100%.

Strategic Objective: Effective Execution of Board Policy and Strategic Direction Initiative and Target/Measure: • Joint Strategic Plan and initiatives: Implement strategic initiatives approved by Board in 2011. Finalize and implement BECC Certification Criteria by June. Support implementation of mandate interpretation. Achieve 100% control and reporting on responsiveness to Board.


border environment cooperation commission 2012

Pillar IV

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Institutional Capacity Information

Strengthen institutional capacities by generating information and providing training. The information generated through strategic studies are intended to identify needs, project opportunities, and improve the effectiveness of infrastructure program investments that could be supported by BECC and NADB. Capacity building is related to technical training needed to enhance sustainability of projects and address emerging issues.

Administrative Directorate

Strategic Objective: Improve the Management of Processes and Information Initiative and Target/Measure: • Revamp the BECC website 100%: Improve and maintain website. • Develop and Design BECC Bulletin: Develop tool to publish bulletin in website. • Develop a support system to the Communications area in defining a strategy for social networking.

Projects Directorate

Strategic Objective: Develop Strategic Approach Initiative and Target/Measure: • Complete U.S. Needs Assessment:

Legal and Communications Directorate Strategic Objective: Strong Stakeholder Relationships (A two pillar initiative)

Strategic Objective: Strengthen Public Participation/Outreach Program and Information Resources

Initiative and Target/Measure: • Make presentations at border environmental related events: Presentations will be made at 40 events per year. Maintain reliable control of all events and follow-up actions (100% updated). Train all staff on reporting.

Initiative and Target/Measure: • Publish Annual Report, BECC Bulletin, press releases, INSIDE BECC Newsletter. Strengthen social media communication tools Facebook and Youtube: The 2011 Annual Report will be delivered to the Board by April 30. At least two BECC Bulletins released per month. One media press release per month.


border environment cooperation commission 2012

Building through and Training

Legal and Communications Directorate Guidelines for press releases implemented at 100%. Full implementation of Communications Policy. Timely BECC Bulletins, press releases and publications. Fact sheets updated quarterly. Disseminate BECC research and studies through reports, bulletins, videos, and other tools.

Strategic Objective: Improve the Management Processes and Information Initiative and Target/Measure: • Maintain electronic availability of all project documents and add value as information resource: Complete 75% of Virtual Library. Update and implement BECC website.

Strategic Objective: Processes of a Legal Nature Initiative and Target/Measure: • Provide policy and legal advice related to BECC business: 100% of issues identified and addressed. Service Agreement with NADB, Value Added Tax reimbursement approval. Revamp contracts. Develop resolutions and Board documents as necessary. Develop and execute execution of required non-disclosure agreements. Develop documents and Board selection of auditor. Provide training for Contract Officers.

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border environment cooperation commission 2012

Pillar IV

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Institutional Capacity Information

Strengthen institutional capacities by generating information and providing training. The information generated through strategic studies are intended to identify needs, project opportunities, and improve the effectiveness of infrastructure program investments that could be supported by BECC and NADB. Capacity building is related to technical training needed to enhance sustainability of projects and address emerging issues.

Environmental Programs Development Directorate Strategic Objective: Project Sponsor and Communities Capacities Building

Strategic Objective: Develop Strategic Approach for Regional and Sectorial Planning

Initiative and Target/Measure: • Develop and implement Climate Change Strategy for the Border Region: Implement the first phase of the PEAC Chihuahua. Implement the first phase of the PEAC Tamaulipas. Begin the second phase (quantification of mitigation policies) of the PEAC Sonora.

Initiative and Target/Measure: • Develop a region-wide sectorial investment program studies -1) Transportation, 2) Water reuse and conversation: Produce two studies.

• Conduct training and workshops on street paving, waste management, climate change and PEAC development, and renewable and efficient energy: Conduct five training/workshops, including the Border Energy Forum.


border environment cooperation commission 2012

Building through and Training General Managers Strategic Objective: Strong Stakeholder Relationships (A two pillar initiative)

Initiative and Target/Measure: • Develop and implement U.S. - Mexico Outreach Program (Federal, State): Conduct one meeting with State Officials for all ten Border States. Conduct one meeting with Executive and Legislative Stakeholders of U.S. and Mexico for a total of 60 visits.

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border environment cooperation commission 2012

Support

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Transversal Program: Performance

The purpose of this program is to facilitate the work conducted under all pillars. It includes the support provided by the Administrative Area and other support areas for activities such as: information resources with a compatible and standardized system; a results-based budget; education and training focused on BECC’s programs or pillars, and administrative savings in general. It also includes other support and services such as accounting and budgetary control, human resources, building management, coordination, and general administration.

Administrative Directorate

Strategic Objective: Manage and Improve Operations and Energy, NEPA, and AutoCAD, report and publication design, Optimize Processes and Program Management public private partnership (PPP) and public policy (Legal and Communications). Initiative and Target/Measure: • Achieve targeted measures in BECC’s Balanced Score- • Develop competent employees: Upgrade employee card: 80% implementation. evaluation with a focus on competencies (to reflect competency matrix). Implement the performance reStrategic Objective: Recruit, Develop, and Retain Competent view process (PRP) via internet through success factors. and Service-Oriented Staff • Retain Employees: Conduct employee compensation Initiative and Target/Measure: study that includes evaluation of salaries, job descrip• Increase competence level by implementing technical tions, titles, benefits, taxes, and visa G4. Update job and administrative training: Provide training on project management, technical writing, and leadership to description based on competency profile before com90% of staff. Develop a procedure to measure actual pensation study. success after training including project budget management. Implement a training program which is to include procurement, contract and grant management for reporting technologies,


border environment cooperation commission 2012

General Support and Improvement • Develop and implement Career Path Plan for all areas, including development program aligned to Career Path: 80% succession planning implementation. • Implement Financial Education Plan: 100% of staff will be educated. Hire a financial consultant firm and coordinate quarterly and bi-annual meetings for staff. • Implement and Coordinate 401(k) Committee: 100% implementation. Committee should be composed of one or two employees from the four directorate areas. • Maintain a positive and productive work atmosphere: Conduct an opinion survey. Achieve a score of at least eight(8). Introduce an annual Information System (IS) department survey to leverage and evaluate overall performance.

Strategic Objective: Improve the Management of Processes and Information Initiative and Target/Measure: • Obtain benefits of the Dynamics Administrative System: Close the contract for the implementation. Complete validation of four pillars report. Complete project man hours worked analysis tools to be used for grant billing and projection. Develop EPA reports for administrative time and expenses. Update Technical Assistance (TA) and Accounting (ACC )Manuals.

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• Standardize Processes: Priority on TA request, TA agreement, and contracts. Re-design EPA format reports. • Improve customer services: Introduce SLAs for the department and monitor compliances to standards set by the department. Incorporate Service Level Agreements (SLAs) measurement to performance evaluations. Introduce the use of a ticketing system for the BECC. • Improve BECC’s External Quality Control Information: Implement 100% Quality Control on the EPA external reports. Cross-check procedures. Conduct monthly meetings (Projects, TA, and Accounting). • Conduct workload analysis of the technical assistance and accounting areas, propose optimal redistribution of responsibilities and tasks between both areas and complete an effective implementation: 100% implementation.


border environment cooperation commission 2012

Support

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Transversal Program: Performance

The purpose of this program is to facilitate the work conducted under all pillars described here. It includes the support provided by the Administrative Area and other support areas for activities such as: information resources with a compatible and standardized system; a results-based budget; education and training focused on BECC’s programs or pillars, and administrative savings in general. It also includes other support and services such as accounting and budgetary control, human resources, building management, coordination, and general administration.

Administrative Directorate

Strategic Objective: Optimize Resource Use

Initiative and Target/Measure: • Budget control and increase of administrative costs efficiency: Budget execution reviews every two months for the purpose of the effective resources management. 100% implemented vehicle’s gas control. 100% implemented electronic invoice control (Mexico Tax System web page). • Develop and implement a travel-efficiency program: 50% of airline tickets need to be reduced-fare purchased and an overall average of three projects/purposes per visit need to be addressed. • Develop a full communications (software and hardware) system plan: Conduct a server audit and based on the audit results, develop a plan of hardware needs, operating system upgrades, and recommendations. Develop maintenance plans and

checklists for ongoing maintenance of servers, lap tops, printers, and other equipment. Conduct inventory of software licenses, and develop a control mechanism for available vs. installed licenses. Gain control of equipment inventory, reconcile against fixed asset, and develop a control mechanism for electronic equipment. Unify the laptop base to have fewer models to support and maintain. Define a common PC configuration that is consistently delivered to each staff member.


border environment cooperation commission 2012

General Support and Improvement

Environmental Programs Development Directorate Strategic Objective: Improve the Management of Processes and Information

Initiative and Target/Measure: • Improve BECC’s Internal Quality Management System: Develop new objectives and implement improved control tools on the Quality Management System.

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BECC Border Environment Cooperation Commission

Blvd. Tomas Fernandez #8069 Fracc. Los Parques, C.p. 32470 Cd. Juarez, chihuahua, mexico 877.277.1703


BECC FOUR PILLARS 2012