Chattanooga, TN (PRWEB) April 30, 2012

Mitchell Needham, PE, having been on all three sides of preparing for a North American Electric Reliability Corporation (NERC) / Regional audit (while employed by TVA as a NERC compliance coordinator, working for NERC in its compliance department, and finally working at PCS coaching utility entities), has the opinion that “the typical utility NERC Compliance Coordinator or Manager has a HUGE job ahead of them!” PCS has worked with large, vertically integrated utilities, as well as fairly small, limited scope entities (such as a GO/GOP or DP/LSE), and has found that regardless of the size of the entity, the job of coordinating all the required responses and submittals can be, at best, daunting. There are three or four roles that the compliance coordinator must play, and play well for an audit to be successfully completed in such a manner as to not interfere from the real business of generating, transmitting, and distributing electric power. These consist of coaching skills, judgment skills, logistics skills, and in some instances, Subject Matter Expert (SME) skills for any or all Reliability Standards. The following is a synopsis of some of these activities (and no, this is not intended as an exhaustive list).

For instance, it is not an unusual circumstance that the coordinator is also the Head Coach for the utility SMEs, both in preparing data and RSAW (auditor worksheet) responses as well as in preparing for interviews and responding to onsite (high pressure) questions. For many, it is their ability to do this very critical job that has landed them in this role in the first place! During an onsite event (and even some offsite audits), the coach often has to help the SME deal with the stress of being selected to sit in the hot seat of the audit whether as an interviewee or just to help clarify questions. These guys and gals, the SMEs, are prepared and called upon to make quick decisions regarding system reliability (up to and including the shedding of firm load), and often are not equally prepared for the intense scrutiny of the auditor.

The coordinator is also often the Internal Judge, in many cases, as to whether the evidence prepared by the SME is sufficient to satisfy compliance without leading the auditor to other areas for discussion. A good friend of mine referred to inadequate data and vague answers as chum for the auditor they can detect it miles away and are always attracted to what they may find. (Dinner, perhaps?) The coordinator also must try to make sure the evidence presented does not throw a fellow SME or neighboring utility under the bus. Finding that right mixture of positivity and data can be a challenge, particularly where a large number of job evolutions (like switching orders) take place. (How many recorded telephone conversations does a transmission or distribution operator take place in each day that could be called into evidence?)

Another role that frequently comes into play is that of Master Logistician. Logistics of where the audit team lodges during the event and what they are fed. Logistics of how many meeting rooms to reserve and when they are needed. (We know of one instance where the utility, with limited available resources in this area, actually rented a portable classroom for a Regional audit event.) And most importantly, keeping track of the SMEs and ensuring their availability at all reasonable hours to help the audit team understand the entity’s data and information submittals and face those “test” questions.

Smaller entities will understand that often the NERC coordinator is also the de facto SME for many or even all of the applicable Reliability Standards. Many companies, in their drive toward competitiveness, rely heavily on the coordinator to also provide all needed input to the audit team during the audit event, whether onsite or offsite, crafting all RSAW responses and gathering all evidence. This makes the one bus wonder a reality what are the consequences of this person getting waylaid for any reason? Can anyone step in and fill those shoes?

PCS offers a hats off to these NERC utility compliance coordinators, regardless of their title most of us have been in your position at one time or another. We know the long hours, protracted discussions, head scratching from interesting audit questions, and just the plain old stress that comes with your job. It is always PCS’ desire to lessen the burdens on any of our clients, and we pay particular attention to the coordinator in all of their duties. Their role is so very crucial, providing often the first impression of their company to the audit team meeting them in the lobby and showing them to the first session. If you havent done so, we suggest you engage your audit coordinator and offer your assistance. You will be amazed how much goodwill and improved moral that simple act will produce.

Keep up the Good Fight!

Are you looking for help with your compliance program? Proven Compliance Solutions can provide that help, customized to meet your compliance needs. PCS was founded by a team of professionals with extensive and diverse electric utility experience, who are passionate about helping entities manage the ever-increasing burden of NERC/Regional compliance. PCS staff members have earned industry respect for delivering excellence in compliance support, assessment, mock audits/gap analysis, documentation and ICP development, implementation, and management. Contact us today!

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