Instructor Mark Lombardi Water Quality Control Division Phone: 303-692-3230 Email: mark.lombardi@state.co.us CDPHE-NetDMR help Phone 303-691-4046 Email: cdphe.wqnetdmrhelp@state.co.us 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: netdmr-notification@epa.gov • 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: CDPHE.WQNetDMRHelp@state.co.us • 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