IPMA 2012: Managing complexity: example of the remediation of complex contaminated sites

Remediation of Complex Contaminated Sites: a Practical Guideline 26th IPMA World Congress Crete, Greece, 2012 Philippe Vallat, Guido Schommer, Lea MeisterPh. Vallat et al., Remediation of complex 1IPMA World Congress 2012 contaminated sites

Content• Introduction: – Environmental protection authorities – Complex contaminated sites• Complexity: – Main challenges – Dimensions – Complexity graphs• Success factors: – Overview – The 10 golden rules• References• AuthorsPh. Vallat et al., Remediation of complex 2IPMA World Congress 2012 contaminated sites

Distinction btw complex and complicated: the Cynefin FrameworkPh. Vallat et al., Remediation of complex 4IPMA World Congress 2012 contaminated sites

Remediation of Complex Contaminated Sites: a Practical Guideline INTRODUCTIONPh. Vallat et al., Remediation of complex 5IPMA World Congress 2012 contaminated sites

The environmental protection authorities in Switzerland• Federal office for the environnement FOEN• Other federal authorities (e.g. Federal office for transports, Federal Department of Defense, …)• 26 cantonal authoritiesPh. Vallat et al., Remediation of complex 6IPMA World Congress 2012 contaminated sites

Complex contaminated sites: e.g. DIB Bonfol• Landfill exploited 1961- 1976• 114 000 tons of hazardous waste www.bci-info.ch• Surface 20 000 m2• Remediation: – Ca. 15 years – Ca. 300 Mio €Ph. Vallat et al., Remediation of complex 7IPMA World Congress 2012 contaminated sites

Complex contaminated sites: e.g. SMDK Kölliken• Landfill exploited 1978- 1985• 555 000 tons of hazardous waste www.smdk.ch• Surface 70 000 m2• Remediation: – Ca. 15 years – Ca. 600 Mio €Ph. Vallat et al., Remediation of complex 8IPMA World Congress 2012 contaminated sites

Complex contaminated sitesCharacteristics: Challenges:• Problem and solution • Technical are unknown • Legal• XXL project • High political and social• Long duration pressure• Multiple authorities • Limited resources (e.g. international, • Limited PM skills national, regional, • Limited skills in cantonal, communal, …) complexity• Socio-political managementPh. Vallat et al., Remediation of complex 9IPMA World Congress 2012 contaminated sites

Remediation of Complex Contaminated Sites: a Practical Guideline COMPLEXITYPh. Vallat et al., Remediation of complex 10IPMA World Congress 2012 contaminated sites

The main challenges• The contaminated site – How to keep the general view on the multiple dimensions?• The project context – How to deal with media, social and political scrutiny?• Time – How fast shall a decades old problem be solved?• The role of the authority – How to decide under high uncertainty?Ph. Vallat et al., Remediation of complex 11IPMA World Congress 2012 contaminated sites

Logical levels Global remediation project Remediation Execution project procedure Party responsible Authorities for remediationLogical level Terminology Content OwnershipContent Remediation project Technical Party responsible for remediation project remediationProcess Execution procedure All the project Authority dimensions Ph. Vallat et al., Remediation of complex 12 IPMA World Congress 2012 contaminated sites

Paradigm shift: from content (only) to content AND processPh. Vallat et al., Remediation of complex 13IPMA World Congress 2012 contaminated sites

The 4 dimensions Science & Legal Social Management TechniquePh. Vallat et al., Remediation of complex 14IPMA World Congress 2012 contaminated sites

WBS Global remediationEnvironnement Health Land planning Legal Finances Communication PM Vertical Horizontal Operation Internal Water Public health Land planning Legal procedures Objectives coordination coordination budgets communication Comestible Neighbour Investment External Soil Land usage Environnement Liabilities Phases, schedule goods countries budgets communication Formal Air Safety Constructions Confederation Land planning OTAS fund Participation Budget procedures Neighbour Public Project Waste Health Cantonal funds cantons procurement organisation Risk Districts Contracts Cost partition management Steering and Communes follow-up Information and documentation Ph. Vallat et al., Remediation of complex 15 IPMA World Congress 2012 contaminated sites

Complexity levels D C B A Parameter Well known and Manageable Exceeds the Exceeds largely or variable easily with the ordinary the ordinary manageable with standard capacities of the capacities of the the standard practices and organization organization. practices and procedures of High degree of procedures of the authority uncertainty the authority Needs No particular Analysis and Working in Working in need for special internal projects, relying projects, with procedure or coordination on extraordinary extraordinary special resources resources and resources and experts expertise. Innovation Problem Simple Complicated Complicated ComplexPh. Vallat et al., Remediation of complex 16IPMA World Congress 2012 contaminated sites

Complexity matrix (e.g.)Parameter Questions Possible answers D C B ATECHNICALTotal volume or What is the volume? < 10000m3 10-50000m3 50-100000m3 >100000m3thickness or < 2m or 2-5m or 5-10m or > 10mUncertainty What is the uncertainty? < 10% 10-20% 20-50% > 50%LEGALComplexity of Which are the important Simple Decision of Decision of More complexthe procedure legal steps? How are the decision of executive executive procedure: decisions taken? one authority authority, authority, legislative, including including popular vote internal external etc. consultation consultationSOCIALPublic How is the party perceived Neutral Disinterest Considered Consideredreputation of by the public and by as «guilty» as «victim»party respons. opinion leaders?for remediationMANAGEMENTClarity of Have objectives been Defined, Defined, Defined, Undefined,objectives defined? How are they understood poorly uncertain uncertain continuously reviewed? understood Ph. Vallat et al., Remediation of complex 17 IPMA World Congress 2012 contaminated sites

Complexity graph (e.g.) Pollution potential Particular hazards Dispersion of hazardous substances The solution The problem Surroundings and Total volume accessibility Urgency of Uncertainty about remediation total volume Technical solution Goods which need to be protectedPh. Vallat et al., Remediation of complex 18IPMA World Congress 2012 contaminated sites

Structure for defining objectivesType of Description Time ExamplesresultsOutputs Products, goods and short • Realized and documented services term investigations • Communicated decisions • Executed remediationOutcomes Effects on the goods middle • Decreasing or suppressed danger which need to be term • Utilization of the good which needs protected, on the to be protected concerned (group of) • Satisfaction of the concerned people peopleImpacts Effects on the whole middle • Environment quality population and long • Quality of life termPh. Vallat et al., Remediation of complex 19IPMA World Congress 2012 contaminated sites

Examples of possible objectives Possible outcomes Science and Legal Social Management Role technic Authority Re-establishing Regulatory Confidence of Deadline for the the legal compliance the population remediation compliance (construction, health, environmental, …) Party Reuse of the real Legal security Reputation Costs responsible property optimization / for minimization, remediation deadline for remediation Geological New know-how Legal Reputation Economics consultant compliance (prevent civil responsibility)Ph. Vallat et al., Remediation of complex 20IPMA World Congress 2012 contaminated sites

Remediation of Complex Contaminated Sites: a Practical Guideline SUCCESS FACTORSPh. Vallat et al., Remediation of complex 21IPMA World Congress 2012 contaminated sites

Key success factorsPh. Vallat et al., Remediation of complex 22IPMA World Congress 2012 contaminated sites

The 10 golden rules1. STRUCTURE Identify the relevant themes and dimensions, establish the decision-making process, the communication and the controlling.2. RESOURCES Endow the project with enough and dedicated resources, early enough.3. THE RIGHT PEOPLE Designate a coordinator with high social competences; endow her with resources, competences and legitimacy. Establish a multidisciplinary and cross- department project team with all required experts.4. COMMUNITY Identify and get in contact with the concerned communities and stakeholders:PARTICIPATION establish community participation and a culture of dialog.5. TIME Find the balance between taking time for reflexion and loosing time in undecision. Avoid quick shots, think in the long term, make sure that the project progresses continuously.6. TRUST Establish and nurture trust with the quality and transparency of the project work and steering. Take good care of interpersonal relationships.7. STEERING Endorse the project leadership : ensure a structured and transparent process, manage risks actively, take the necessary decisions.8. WORK-LIFE BALANCE Look after the work-life balance of the project members: workload, stress, emotional load and exposure to criticism.9. COURAGE Assume risks, uncertainties and unknowns, take timely decision, manage the conflicts.10. HUMILITY Accept your limits, the unknown and learn from mistakes. Ph. Vallat et al., Remediation of complex 23 IPMA World Congress 2012 contaminated sites

Any (toxic) question?Ph. Vallat et al., Remediation of complex 24IPMA World Congress 2012 contaminated sites

AuthorsPhilippe Vallat Guido Schommer, Lea MeisterConseil & Formation reflecta agCh. du Couchant 23 Schwarztorstr. 56CH-1752 Villars-sur-Glâne Postfach 530Switzerland CH-3000 Bern 14complex.leadership@bluewin.ch Switzerlandhttp://projetscomplexes.blogspot.com www.reflecta.chTwitter: @vallatphOn behalf of the FOENFederal Office for the EnvironmentCH-3003 BernSwitzerlandwww.bafu.admin.chPh. Vallat et al., Remediation of complex 25IPMA World Congress 2012 contaminated sites

ReferencesBaecker, D., Organisation Als System: Aufsätze, 1. Auflage, Frankfurt am Main: Suhrkamp, 1999Bavaj I., Lieber M., Projektmanagement bei Altlastensanierung und Flächenrecycling – Methoden – Erfahrungen – pragmatische Lösungen, HdA, 41.Aktualisierung, 3. Aufl., November 2004Blenko, M., Mankins W., Michael C., et Rogers, P., Decide & deliver: 5 steps to breakthrough performance in your organization. Boston Mass.: HarvardBusiness Review Press, 2010Cilliers, P., Complexity and Postmodernism: Understanding Complex Systems, Routledge, 1998De Meyer, A., Loch, C.H. & Pich, M.T., Managing Project Uncertainty: From Variation to Chaos. MIT Sloan Management Review, Winter, 60-67, 2002De Carlo, D., EXtreme project management: using leadership, principles, and tools to deliver value in the face of volatility, San Francisco CA: Jossey-Bass,2004Fields, J., Uncertainty : turning fear and doubt into fuel for brilliance, New York: Portfolio/Penguin, 2011Hass, K., Managing Complex Projects: A New Model, Vienna: Management Concepts, 2009Holland, J. H., Studying Complex Adaptive Systems, Journal of Systems Science and Complexity, 19 (1): 1-8, 2006INERIS, Plan d’implication des populations concernées par un site pollué, 2008 ; http://www.comrisk.fr/Johnson, N., Twos Company, Threes a Crowd: Demystifying Complexity Science, Rotman Magazine, Fall 2010Klein, G., Intuition at Work (ouvrage renommé, The Power of Intuition dans sa version brochée), Doubel Day Publishing, 2004Krauss Whitbourne S., http://www.psychologytoday.com/blog/fulfillment-any-age/201110/the-essential-guide-defense-mechanismsKurtz, C.F, Snowden, D.J., The new dynamics of strategy: Sense-making in a complex and complicated world, IBM Systems Journal, 42(3): 462 – 483, 2003OFEV, Assainissement des sites contaminés, Elaboration de projets dassainissement de sites contaminés, 2001Santé Canada, Améliorer les relations entre les intervenants : Participation du public et lieux contaminés : Un guide pour les gestionnaires de sites, 2006,ISBN : 0-662-70278-6, No de catalogue : H128-1/05-441F, http://www.hc-sc.gc.ca/ewh-semt/pubs/contamsite/managers-guide-gestionnaires/index-fra.phpTaleb, N., Le cygne noir: la puissance de l’imprévisible, Paris: Les Belles lettres, 2008Wynne, B., Uncertainty and environmental learning. Reconceiving science and policy in the preventive paradigm. Global Environmental Change, 2(2) : 111-127, 1992 Ph. Vallat et al., Remediation of complex 26 IPMA World Congress 2012 contaminated sites

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IPMA 2012: Managing complexity: example of the remediation of complex contaminated sites

by Philippe Vallat on Oct 30, 2012

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IPMA 2012: Managing complexity: example of the remediation of complex contaminated sites Presentation Transcript