Colorado NETDMR Instructions

Report
Instructor
Mark Lombardi
Water Quality Control Division
Phone: 303-692-3230
Email: [email protected]
CDPHE-NetDMR help
Phone 303-691-4046
Email: [email protected]
How to use this
PowerPoint
(A copy was sent to you via email
attachment)
1. Use it as a set of instructions.
2. Open the PowerPoint
3. Open a web browser
4. Work your way through the processes
Today’s Agenda
Introduction to NetDMR
• Our training process
• User roles and responsibilities
How To…
• Create an account
• Permit access (signatory agreement)
• Your account & DMR basics
• Processing & tracking DMRs
• Live demo
Useful Items
• Training material this PowerPoint the Handouts.zip file
• Weblink to EPA’s Permittee and User’s Guide PDF document
• Weblink to EPA’s online tutorials
Why not get started NOW?
Paper  NetDMR
Currently,
Currently
you
mailor
or
Mailing
hand
deliver
hand
paper
DMRs!
delivering
paper DMRs!
Transition to
online reporting
• Two accounts at
different
websites
• One for practice
• One for official
reporting
Create Practice
Account
“Test NetDMR”
1. Request permit
access
2. Be approved
3. Submit practice
eDMRs online
4. Call to have
someone check
your DMR for errors
** Continue to submit
official DMRs on
paper
Create Official Account
“Production NetDMR”
1. Request permit
access
2. Be approved
3. Submit official
DMRs online
** Paper DMRs no
longer required
Roles & Access
Regulatory
Authority
(CDPHE)
Regulatory Authority (CDPHE) - grants
signatory access & provide technical support
Signatory - sign and submit DMRs. First
signatory * receives all roles automatically.
Alternate signatories request
additional roles separately
1st Signatory
*Administrator
*Editor
Administrator Approves or denies
administrators, editors
and viewers
Editor - enter, & edit
DMRs & CORs.
View – Safe, can’t
change data
2nd Signatory
No Admin
No Edit
Administrator
Editor
Viewer
Editor
Viewer
Getting Started
Finding “test NetDMR”
• Don’t, Google it
• Copy and paste this URL into a
web browser
https://netdmrtest.epacdx.net/ne
tdmr-web/public/home.htm
• Bookmark that page!
• Find “test” in the URL to confirm
correct version of NetDMR.
Home Page
Note the URL
and
bookmark it
2nd Chose
Colorado
DPH WQCD
1st Pull down
pick list
3rd Click Go
Login Page
Note that this is the
Colorado instance of
Test NetDMR
Click the
registration
hyperlink
“Permittee
User”
Account
(Part 1)
• Must use a
valid email
address
Chose
"Permittee User”
• Type of User
• Case
Sensitive
Security
Questions
Click
“Submit”
“Permittee User” Account (part 1)
• Check for typos.
(especially in the
email address)
• Record security
questions and
answers
• Alt + PrintScreen then
paste into a word doc
• Click “Verify”.
• That sends an email
message to you
“Permittee User” Account (part 1)
Message says
within 24 hr
usually much less
Don’t wait, check your email, a message will arrive in <1min
“Permittee User” Account (part 2)
• From: [email protected]
• Subject: Activate your NetDMR Account
• Add address to contacts list
“Permittee User” Account (part 2)
Click
hyperlink
“Permittee User” Account (part 2)
Answer security
question (case
sensitive)
Required to change
password every 90
days (& can’t reuse
previous 7)
Note:
complexity
requirement
“Permittee User” Account (part 2)
Congratulations, you have created your
“Permittee User” account in NetDMR!
Click hyperlink
to go to login
page
Log In
Enter User Name and
Password
Home Page
Permit signatory home
page layout 
• Account Management. Home,
My Account, Request Access,
Help, Logout
Account
Management
Home Page
Permit signatory home
page layout 
Permit
Management
• Permit Management Access
requests, Search, Import,
View, & Download
Home Page
Permit signatory home
page layout 
• Searches DMRs, CORs,
Permits, Users
Searches
Home Page
Permit signatory home
page layout 
Access
Management
• Grant/Deny Access
• External: Administrator,
Editor, Viewer roles.
• Internal: (CDPHE help)
Home Page
On each page!
• Note the 30 minute
countdown timer.
• You will be logged out
when it counts down to
0:00.
• Press F5 to reset timer
Countdown
Timer
Permit/DMR Access Request
Linking your account
to a permit
• Signatory first
• After 1st signatory, other
roles become available
 2nd Signatory
 Administrator
 Editor
 Viewer
Access Request
“Request Access”
hyperlink
Specify Permit & Role
1st
(type ID, no
hyphen no spaces)
2nd (click)
3rd (chose role
Signatory first)
4th (add request)
Repeat this cycle
to add as many
permits and roles
as you need
When done
Click “Submit”
Employers Relationship to Facility
2nd If you are the
Legal contact or
DMR Cognizant
official you have
the authority
3rd possible to
delegate to
environmental
managers & ORC (see
40 CFR 122.22)
1st Chose a
relationship type
(see below)
5th Submit” then
“Confirm” on next page
Employer’s relationship to facility
• If you work for the company that owns the facility chose “Parent”
4th To use this form
to delegate
authority, you must
provide info about
Legal Contact
• If you work for a company that manages but does not own the facility (contractor)
chose “Facility”
Authority: consult Federal Regulation 40 CFR 122.22 & Colorado Regulation 61.4 for
guidance
Subscriber Agreement
Test or
Production?
“Test NetDMR”
Ignore Subscriber
Agreement call me
for access
"Production
NetDMR”
Print, sign, mail
Subscriber
Agreement(s) allow
2 weeks for
processing
“Test NetDMR“
Don’t print just
call
(303)691-4046
for access.
“Production
NetDMR”
print, sign, and
mail original to
CDPHE
eDMR Basics
Basic Features
• DMR layout
• DMR Action bar
• Header
• Body
• NODI Code picklists
• Footer
• Attaching documents
• Email notification list
eDMR Actions
eDMR
• Whole DMR Action: Things
to do with the DMR such as…
eDMR Actions
Actions that affect the whole DMR!
• Clear Parameters – clears form
• Save and Continue – saves & checks for errors
• Save and Exit – saves & checks for errors then goes to search results
page
• Sign and Submit – only available to signatories
• Print Friendly View – multiple pages of DMRs or one long page
• Cancel/Back to Search Results – preserves current status
eDMR Header
eDMR
• Header: Permit and DMR
information.
eDMR Header
Collapse/Expand
header button
eDMR Collapsed Header
Collapsed header displays:
• Permit ID
• Permitted Feature
• Discharge
• Monitoring period end date
• DMR due date
Expand/Collapse
Header button
• Status
• NODI pick list
eDMR Body
eDMR
• Body: Data & NODI pick
lists
NODI Pick Lists
Whole Form NODI pick list:
1) Populate whole DMR with same NODI code
• Example: NODI “C” or NODI “7”
2) A Dictionary (click outside the list to close!)
• Example: NODI “9” or NODI “B”
NODI Pick Lists
c
c
Whole
Form NODI
c
c
c
c
c
c
Three types of NODI pick
lists:
•Whole Form
•Whole Parameter
•Individual value field
NODI Pick Lists
9
9
Whole
parameter
NODI
Three types of NODI pick
lists:
•Whole Form
•Whole Parameter
•Individual value field
NODI Pick Lists
Individual
value field
NODI
9
Three types of NODI pick
lists:
•Whole Form
•Whole Parameter
•Individual value field
eDMR Body (Parameters)
Parameters in
horizontal
bands
Three rows for
each parameter
eDMR Body (Value Fields)
Use value
qualifier pick
list to indicate
<, <=, =, >, >=,
or Estimated
Numbers and
four special
characters only
in value fields
“,” “.” “+” “-”
eDMR Body (#Excursions)
Number of
samples
exceeding
permit limits
eDMR Body (Pick Lists)
Pre-populated
with expected
codes
eDMR Body (Pick Lists)
“List” button
opens Pop-Up
window with
code definitions
Must indicate
actual
sampling
frequency
eDMR Body (Permit Info.)
Permitted
limits,
Permitted
limits,
Permitted
limits,
Expected
Units,
Expected
Units,
Expected
Units,
Check
against
permit,
Frequency
Frequency
ofanalysis
analysis
Frequency
ofofanalysis
should
be identical
and
Sample
type
and
Sample
type to
and
Sample
type
permitted limits
NODI Pick Lists
NODI
NODI code
pick
pick
lists
lists
eDMR Body (Popup Info)
“List” buttons
launch popup
windows for code
definitions
eDMR Footer
eDMR
• Footer: Error Codes,
Comments & Attachments
eDMR Footer
Data entry
errors listed
here
Type or Copy/Paste
explanatory
information into
“Comments” box
Click “Add
Attachments” to
append cover letters
or other docs
Attachments
Browse for attachments within your computer
• File types: PDF, MS Word, Excel or Zip
• Append files up to 20MB.
• File names, no spaces, no special characters (= + & $ # @ ^ % *).
• Naming convention: PermitID_FileContentType_YYYY_MM.pdf
(YYYY=4 digit Year, MM=2 digit Month)
Report Name
24 Hour Reporting of Non-Compliance
Benthic Organism Study
Bioconcentration Study
Biological Monitoring
Biosolids
Collection System
Attachment
Naming
Convention
Compliance Schedule
Construction Schedule
CSO Report
DMR Cover Letter
Flow Management
Ground Water Management
Hydrostatic Test Water Discharge
Inflow and Infiltration
Laboratory Report
Metals Study
Mixing Zone Study
Monthly Operating Reports
Notice of Change
Nutrient Study
Other
Pretreatment Local Limits Evaluation
Pretreatment Annual
Pretreatment Streamlining Rule
Pretreatment Regulatory Conformance
SSO Report
Sediment Monitoring
Special Studies
Stormwater Report
TIE/TRE Toxicity Reduction Evaluation
TRC Continuous Monitoring
Treatability Study
Whole Effluent Toxicity
Report Attachment Naming
24HrNC _YYYY_MM
BenthicOrg_YYYY_MM
Bioconc_YYYY_MM
BioMon_ YYYY_MM
Biosolids_ YYYY_MM
CollectSys _YYYY_MM
CompSch _YYYY_MM
ConstrSch _YYYY_MM
CSO_YYYY_MM
DMRCov_YYYY_MM
FlowMgmt _YYYY_MM
GWMgmt _YYYY_MM
HydroTest_YYYY_MM
II _YYYY_MM
Lab_YYYY_MM
Metals _YYYY_MM
MZStudy YYYY_MM
MOR_YYYY_MM
NOC _YYYY_MM
Nutrient_ YYYY_MM
Other_YYYY_MM
PreLLE_ YYYY_MM
PreAnnRpt _YYYY_MM
PretSR_YYYY_MM
PretRC_ YYYY_MM
SSO_YYYY_MM
SedMon_YYYY_MM
SpecialStdy_ YYYY_MM
StormH20_YYYY_MM
ToxRedEval _YYYY_MM
TRCMon_YYYY_MM
TreatStdy _YYYY_MM
WET _YYYY_MM
Email Notification List
Left of countdown timer, locate “View” tab Click “Permits”.
Find the Permit ID, click the “View Permit Details” icon
Email Notification List
View Permit Details (Page)
• Bottom of the page
• Type email address, press “Add”
(delete by clicking the red X)
• When you Sign and Submit, check
“Add COR and Attachments to
Email Notification” box of each DMR
before signing.
Processing Due DMRs by
the 28th
Data entry procedures
• DMR status
• Multipage DMR special
procedure
• Special NODI coding
• Error processing
• When to comment or add
Attachments
• Batch coding multiple no
discharge DMRs
DMR Status
Ready for Data
Entry
NetDMR
Validation Errors
NetDMR
Validated
Imported
Signed and
Submitted
Blank DMR
Not ready to be signed, “soft” errors must be fixed or
acknowledged.
ready to be signed, “soft” errors (if present) have
been acknowledged.
Imported data has “Hard” errors. DMR has not been
“saved”.
DMR sent to the EPA. COR created. Zip file (COR
plus attachments) sent to email addresses.
Submission
Errors/Warnings
DMR sent to the EPA but should be reviewed due to
apparent errors.
Completed
Good news, everyone! The EPA received your data.
Error Checking Multipage DMRs
1st click “View All”
-or“Print Friendly View”
• NetDMR only checks for
errors on pages that have
been saved.
Multipage
DMRs
• Save each page before
you go to the next or
your work will be erased
• blanks on unsaved pages
are not detected as
errors.
Error Checking Multipage DMRs
2nd
click “Save
& Continue”
• NetDMR only checks for
errors on pages that have
been saved.
Multipage
DMRs
3rd
Begin
data entry
• Save each page before
you go to the next or
your work will be erased
• blanks on unsaved pages
are not detected as
errors.
Paper –vs – eDMR
Practical Quantification
Limits (PQL)
• If you would write “BDL” on your
paper DMR.
• Use NODI code “B” in NetDMR
Paper –vs – eDMR
Practical Quantification Limit (example)
Permit
Limit
PQL
Sample eDMR
Result Entry
Violation
10
5
<5
<5
No Violation
10
10
<10
<10
No Violation
10
15
<15
<15
Yes (incorrect way to report a <PQL value)
10
15
<15
NODI “B”
No Violation
10
15
=16
=16
Yes (value exceeds permit limit)
Paper –vs – eDMR
Residual Chlorine
• If you would enter “NCT” on your
paper DMR
• Use NODI code “9” in NetDMR
• “Conditional Monitoring”
monitoring is only required if you
meet a triggering condition as
defined by permit.
Paper –vs – eDMR
Oil and Grease
• If you would write “N/A” on
your paper DMR
• Use NODI code “9” in
NetDMR
• “Conditional Monitoring”
monitoring only required if
you meet a triggering
condition as defined by
permit.
Paper –vs – eDMR
Microbial Counts
“Too Numerous to count”
(TNTC)
• Chose “T” from value qualifier
pick list
• Leave value field and NODI
blank
Errors!
“Save & Continue” & “Save & Exit” check for data entry errors
Severe data errors cause data to be “Not Saved”
Error Types
Two types of error “Hard” and “Soft”
• Hard – Incompatible with ICIS database
• Soft – Permit compliance issues
Hard Error
Hard errors must be fixed
• Examples:
• Characters in a numbers field.
• Parameter value with Data & a NODI code
• Whole parameter NODI but excursions not Null
Correct Hard Errors
Oil and Grease
Visual: no visual
sheen detected
Conditional
monitoring, keep
NODI code 9
Hard Error,
Can’t have data
and no data”!
Sampling not
required, fix hard
error by clearing the
value field
If you enter a
NODI code
leave
excursions
blank
Correct Hard Errors
Fix hard error,
delete“<“ from value
field. Open value
qualifier pick list chose
<.
Hard error,
only numbers
and , . - + in
value fields
Review Soft Errors
1. Fix “Hard” errors then save DMR
Status changes from ”Not Saved” to “Not Verified”.
2. Review “Soft” errors.
Exceedances.

Is it: a typo -or- the actual data?
Blank value fields.

What’s missing: a NODI code -or- the data?
Review Soft Errors
Data or Typo?
Missing data/NODI?
Review Soft Errors,
•Exceedance (Excursion)
•Missing data
Acknowledge Soft Errors
1. Fix any typos
2. Leave no value fields blank
Use a NODI code or enter the missing data.
3. Check each “Acknowledge” box to accept
exceedances/excursions.
4. Save the DMR.
5. Status should change from “Not Verified” to
“NetDMR Validated”.
Comments & Attachments
1.
Attach cover letter or comment to explain all
acknowledged soft errors.

2.
Use a cover letter when explanations exceed 34 sentences
Explain NODI codes other than
 No discharge / No influent

Conditional monitoring (defined by permit)
3.
Attach lab report, when reporting < PQL, or NODI
“B”
4.
Corrected DMRs, explain what was changed and
why in a comment or cover letter & attach a copy
of any compliance advisory letters
DMR done?
Status: NetDMR validated
• Saved and Validated DMR
is Ready to sign.
• Soft errors acknowledged
• Notes & attachments
Go get the Next DMR
If you are processing more than one DMR
• Click “Save & Exit” (top or bottom of page)
• Return to Search results page to pick another DMR to work with.
Search Results Page
Next Step(s) (column) – DMR Status determines picklist options
COR Received Date (column) – completed DMRs have 1 or
more CORs
To enter or edit
DMR data, chose
an action
click “Go”
Validated DMR
can be signed or
edited further
Blue dates are
hyperlinks to
CORs
Group NODI Update
Process multiple no discharge DMRs
• Select no discharge DMRs
• Update NODI
Width of page
determines where
“Update
Update NODI”
NODI
appears in header
Group NODI Update
Import
• Import
3rd Save and
return to search
results
2nd Chose
appropriate NODI
code
1st Reselect DMRs
to update
Group NODI Update
• Updated DMRs are status “NetDMR Validated”
• Sign & Submit no discharge DMRs as a group
Processing Due DMRs by
the 28th
Signatory procedures
• Searching for DMRs to
sign
• Monitoring Period End
Date search method
• Tracking DMRs to
completion
• Status updates
• Email confirmation
• Submission confirmation
code
Monitoring Period End
Date Search
Sign & Submit
DMRs as a cohort
“All” retrieves
all DMRs for the
specified
monitoring
period
• Monitoring Period End
Date (MPED) Search
• Permit ID: set to “All”
• “Monitoring Period
End Date Range”
• Two dates that
bracket MPED
• Click Search
Dates
bracket last
day of
monitoring
period.
Status: NetDMR Validated
Ready to sign?
 Data, entered & checked
 Status “NetDMR Validated”
 Soft errors, verified
Batch Submit all due DMRs
 Comments made
 Check all on page
 Attachments attached
 Sign and Submit Checked DMRs
Sign & Submit
• Check: “Include In Submission” (each DMR you want to sign and submit)
• Check: “Add COR and Attachments to Email Notification” (COR and all
attachments sent to email list)
• Preview COR: click the View Completed DMR icon.
• Note: Acknowledged soft errors, Attachments
Sign & Submit
• Scroll down to the statement in yellow.
• You are responsible for the quality of the data collection and entry.
• You are aware of the penalties for submitting false information.
• Answer a security question.
• Enter your password.
• Click “Submit”
Submission Confirmation
Submission Confirmation
• The signed and submitted DMR is now a Copy of Record (COR).
• Use “Submission Confirmation” code to track each submission
• Copy and paste code into spreadsheet
Submission Tracking
Import
• Import
Click hyperlink to
search for a recent
submission
Or paste “Submission
Confirmation” Code
Then “Search”
Status: Signed & Submitted
Signed and Submitted DMRs
• CORs saved to system
• CORs and all attachments sent to everyone by email
Submission
Confirmation
Email
• Confirmation that
DMR data has been
sent to ICIS
• Download and
archive a copy of
your DMRs
COR & Attachments
Zip folder’s name is the DMR
identification.
(The contents are generically
named)
“dmrSubmission.pdf” = COR
All attachments are in the folder
Completion Confirmation
Notice of
successful
reporting.
• ICIS database has
received your data.
• Use this message
as the trigger to…
• Confirm that each
DMR in your
account is
“Completed”
Status: Completed
Data arrival, status Completed
• DMRs should convert to “Completed” within 12hr
• If not, call for help! (303)691- 4046
• Corrected DMRs will have 2 or more CORs
No Overlooked DMRs!
Review of DMRs
from Several
Monitoring
Periods
• Check status
• Past due DMRs are
“Completed”.
Note: “Completed”
indicator, changes to
“NetDMr Validated”
when you save a
completed DMR
Resources
Getting Started
hyperlink
NetDMR
Users Guide
• Click link or copy and paste to browser address bar
https://netdmrtest.epacdx.net/netdmrweb/public/home.htm then click “Getting Started” at top of
page
• Click link or copy and paste to browser address bar
http://www.epa.gov/netdmr/documents/pdf/NetDMRNationalIn
stallationPermitteeAndDataProviderUserGuideFinal.pdf
EPA’s training
materials
CDPHE Contacts
• Click link or copy and paste to browser address bar
http://www.epa.gov/netdmr/about/training.html
• Email us at: [email protected]
• Or call us at: (303) 691-4046
Handouts Package
Handouts packet
• This PowerPoint.
• NetDMR_Handouts (.zip folder)
• DataImport – Templates and instructions for uploading data to NetDMR from
Excel files.
• eDMR_DataEntryHelps – Definitions of data entry codes and naming
conventions of documents attached to eDMRs
• GettingStartedInProduction – Instructions for creating an account and
requesting permit access in the “Production” NetDMR environment.
• GettingStartedInTest – Instructions for creating an account and requesting
permit access in the “Test” NetDMR environment.
• PermitAdministration – How to grant access to Editors, Viewers, and other
Administrators within your organization.
• Regulations – Essential portions of federal and state regulations
Technical Requirements
• Modern browser (IE 7 or 8, Chrome, Firefox, don’t
know about IE 9).
• Enable cookies. The site uses cookies that are
removed when you log off.
• Enable pop-ups. Some buttons launch popup
windows that provide info.
Production NetDMR URL
“production” NetDMR URL*
• Find this webpage when you are ready to start
using Production NetDMR
• https://netdmr.epa.gov/netdmr/public/home.htm
(*for later
)
Definitions
COR -- Copy of Record A legally enforceable copy of a DMR, one
that has been submitted to EPA and/or CDPHE
DMR -- Discharge Monitoring Report
eDMR – Electronic Discharge Monitoring Report
EPA – Environmental Protection Agency
ICIS-NPDES – Integrated Compliance Information System, National
Pollutant Discharge Elimination System. The database of record
for air and water pollution data
NetDMR – Electronic DMR reporting tool

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