Guidelines for State and Local Submissions to ICIS-Air
STEP 1 - IDENTIFY STATE OR LOCAL DATA FOR SUBMISSION TO ICIS-AIR
ICIS-Air is very different from AFS. Always map the data from your state source database into
the ICIS-Air XML tags instead of trying to map the AFS batch cards into ICIS-Air XML tags!
Suggested Materials to Use (posted at http://www.exchangenetwork.net/edt-ipt/ ):
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ICIS-Air Plug-in Staging Tables
List of ICIS-Air MDRs
ICIS-Air Example XML Instance Document
ICIS-Air Electronic Data Transfer Technical Specifications
ICIS-Air Web Design Documents
Migration Mapping of AFS Fields into ICIS-Air Fields
Migration Mapping of AFS Reference Table Codes into ICIS-Air Reference Table Codes
ICIS-Air Reference Table Code Lists
ICIS Data Exchange Template
ICIS-Air Electronic Data Transfer User Guide
1. If using an ICIS-Air Plug-in, download staging tables from the Exchange Network at
www.exchangenetwork.net/exchange-network-products/ or request them from your Node
software provider:
 OpenNode2 states must use staging tables developed for OpenNode2 ICIS-Air plug-in
only:
o Draft version of these tables ready in May 2014
o Final version of these tables ready in July 2014
 ENNode states must use staging tables developed for ENNode ICIS-Air plug-in only:
o Date not yet known when tables will be ready
 Virtual Node locals and states must use staging tables developed by CDX
o In progress - contact Alison Kittle or Jeff Clark to get these tables
OR
1. If using customized code instead of an ICIS-Air plug-in, use the Alabama DEM ICIS-Air mapping
spreadsheets, or design your own using the information in the mapping tables found in Section
8 of the ICIS-Air Electronic Data Transfer User Guide as illustrated below.
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Guidelines for State and Local Submissions to ICIS-Air
2. Map data from state or local system into staging tables:
 Identify mandatory and repeatable XML tags to be submitted by reviewing the ICIS-Air
Example XML Instance Document:
o Examples of Replace and Mass Delete transactions for each data family with all
possible mandatory and optional tags that can be reported
o Tags that must be present in the XML are shown in green-colored font with bold
typeface, black-colored font with bold typeface, and, if its parent tag is present
then all tags in blue-colored font
o Tags that do not need to be present are shown in black or green with non-bold
typeface
o Tags that are repeatable are shown in green-colored font – these tags must be
repeated consecutively
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Identify mandatory air compliance and enforcement data tags to be provided using the
List of ICIS-Air MDRs plus any extra data elements specified in submission agreements
between your agency and your EPA region:
o List of ICIS-Air MDRs to be ready May 1, 2014
Use the ICIS Data Exchange Template spreadsheet to understand the description,
format, and name of the ICIS-Air reference table for each tag to be submitted
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3. Identify special rules for converting your mapped data fields into ICIS-Air format:
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If your system is similar to AFS, consider using the same rules as EPA is using to convert
the AFS data into ICIS-Air as documented in the AFS Migration Rules spreadsheet that is
updated and re-distributed after each AFS migration test iteration:
o One tab for each ICIS-Air data family lists the AFS fields being migrated and how
they are being migrated
o ICIS-Air table and column names are on the left under the gray header area, AFS
table and field names are in the middle under the blue header area, and
migration information including exception and information messages are on the
right under the olive header area
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Refer to the ICIS-Air EDT Technical Specifications first, then the ICIS-Air Web Design
Documents and to understand how incoming data will be processed and what will cause
data to be rejected. Pay special attention to the business rule error messages near the
end of each ICIS-Air EDT Technical Specification document to understand what will be
rejected and why
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4. Identify special rules for converting your reference table codes into ICIS-Air reference table
codes:
 If your system is similar to AFS, consider using the same rules as EPA is using to convert
the AFS data into ICIS-Air as documented in the AFS Code Mapping into ICIS-Air Codes
spreadsheet that is updated and re-distributed after each AFS migration test iteration:
o One tab for each reference table code lists rows, each row containing one
existing AFS code with the code it is being migrated to in ICIS-Air
o
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AFS codes are listed on the left under the light gray header area, their
corresponding ICIS-Air codes are listed on the right under the green header area
Use the spreadsheets in the zipped ICIS-Air Reference Code Tables file to find the most
applicable code in ICIS-Air that matches the code in your state system:
o Updated ICIS-Air reference table code lists are distributed with each round of
pilot testing, user validation testing, and user acceptance testing
o Do not use inactive codes
o Some reference tables have a flag that makes a code applicable to delegated
agencies versus EPA regions, or a specific data family – the design document for
each data family will provide this information, or the error messages in the
technical specifications for each data family will identify them for you
o If you cannot find an ICIS-Air code that matches your code contact Jason Swift to
have it added to ICIS-Air
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5. Refine your data mapping by identifying the ICIS-Air rules that will cause data to be rejected or
stored improperly:
 Refer to the ICIS-Air EDT Technical Specifications first, then the ICIS-Air Web Design
Documents and to understand how incoming data will be processed and what will cause
data to be rejected. Pay special attention to the business rule error messages near the
end of each ICIS-Air EDT Technical Specification document to understand what will be
rejected and why
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Guidelines for State and Local Submissions to ICIS-Air
STEP 2 - CREATE EXTRACTS OF STATE OR LOCAL DATA FOR SUBMISSION TO ICIS-AIR
If you are using an OpenNode2 or ENNode ICIS-Air Node Plug-in, ask your contractor
representative if they have generic extraction SQL templates that you can use!
Suggested Materials to Use:
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ICIS-Air Plug-in Staging Tables
Mappings of state data into ICIS-Air fields performed above
1. Create staging tables in database of your choice using your mappings performed above, if not
using an ICIS-Air plug-in
2. Create extracts to pull data out of state or local system in ICIS-Air format and place the data into
staging tables
 These will typically be SQL statements or data export/imports to be run against the state
or local data
 Build extract code to pull data out of state system, transform the field into ICIS-Air
format and substitute the state system reference table codes into the ICIS-Air codes
using the work performed in steps 2 through 4 above, and store the data into the
staging tables
OR
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Extract raw data out of state system into a local database, run PL/SQL, Java, etc. code to
transform the field into ICIS-Air format and substitute the state system reference table
codes into the ICIS-Air codes using the work performed in steps 2, 3 and 4 above, and
store the data into the staging tables
3. If not using OpenNode2 ICIS-Air plug-in, make sure data extracts include a way to extract data
that needs to be added or changed in ICIS-Air and your extract can provide an “R” as a
transaction type for these records in your staging tables, and that your data extracts include a
way to extract data the needs to be deleted from ICIS-Air and your extract can provide an “X” as
a transaction type for these records in your staging tables
OR
3. If using an OpenNode2 plug-in to submit a data family to ICIS-Air for the first time, use their ICISAir data extractions to populate the ICIS-Air staging tables
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Guidelines for State and Local Submissions to ICIS-Air
STEP 3 - PREPARE SOFTWARE TO PROVIDE STATE OR LOCAL DATA TO ICIS-AIR IN XML
FORMAT
ICIS-Air can process one XML containing only one data family, or one XML containing multiple
data families. See Sections 11 and 12 of the Example XML Instance Document for details!
Suggested Materials to Use:
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ICIS-Air Plug-in
ICIS-Air Example XML Instance Document
ICIS-Air Electronic Data Transfer User Guide
ICIS Data Exchange Template
Zip Compression Software such as Winzip
1. Download free ICIS-Air plug-in from Exchange Network for your Node
OR
1. Refer to the ICIS-Air Example XML Instance Document XML templates, ICIS Data Element
Dictionary tag descriptions, and ICIS-Air Electronic Data Transfer User Guide instructions to
create routines that take the data from the staging table and convert it into the tags and XML
submissions needed for ICIS-Air:
 Tags must in the same order as shown in the templates (<FirstName> comes before
<MiddleInitial>, etc.) , and tag names have the same spelling and capitalization as shown in
the template (<LastName> is acceptable but <lastname>, <Lastname> and <LASTNAME> are
not)
 The ID tag must contain an ICIS-Air WAM ID that has the rights to add, change and delete
records for the data family being submitted
 Only one name/value pair of “Source/Fullbatch” can exist for a parent Property tag
 Multiple name/value pairs of “e-mail/<emailaddress>” can exist for a parent Property tag
2. Obtain IDs for being able to submit data to ICIS-Air:
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WAM ID = used to log into ICIS-Air and must be provided in the <Id> tag of XMLs to be
submitted, and must have roles for adding/changing/deleting data for your agency in ICISAir – Regional Air Compliance Managers assign WAM IDs
 NAAS ID = used to submit data to EPA using a Node or the EN Services Center web form –
Node Help Desk assigns NAAS IDs for anyone using the EN Services Center web form to
manually upload XML submissions to ICIS-Air, or Node Help Desk maps a state Node’s
existing NAAS ID into ICIS-Air
3. If not manually uploading submissions, install and configure ICIS-Air Plug-in or your agency’s
customized software to use appropriate WAM IDs and email addresses in XML submissions it
generates, and point to the correct endpoint URL and dataflow name:
 Request endpoint URL and Dataflow Name from Alison Kittle or Jeff Clark
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STEP 4 – TEST SUBMISSIONS OF STATE OR LOCAL DATA TO ICIS-AIR IN XML FORMAT
A “submission” is considered to be one zipped file that can contain one or more XML files.
CDX and ICIS-Air will attempt to process all XML files within a submission in random order!
ICIS-Air will process records within an XML in chronological order only if the
TransactionTimestamp tag is populated with the date the record has been added or changed!
Suggested Materials to Use:
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ICIS-Air Plug-in
ICIS-Air Electronic Data Transfer User Guide
Zip Compression Software such as Winzip
ICIS-Air Electronic Data Transfer User Guide
ICIS-Air Electronic Data Transfer Technical Specifications
ICIS-Air Web Design Documents
1. Extract data from your state system into the staging tables
2. Kick off the ICIS-Air plug-in
OR
2. Zip up the XML to be submitted and run your agency’s customized submission code
OR
2. Zip up the XML to be submitted and log into the Exchange Network Services Center and
manually upload the zipped file:
 Refer to Section 6.1 of the ICIS-Air Electronic Data Transfer User Guide for instructions on
how to manually upload files
3. Review ICIS-Air results using the instructions in Section 7 of the ICIS-Air Electronic Data Transfer
User Guide:
 If using an ICIS-Air plug-in, use plug-in or your email to see results
 If using agency customized code for submissions, coordinate with IT staff on viewing your
results
 If manually uploading submissions, follow the instruction in Section 7 for downloading the
results
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Guidelines for State and Local Submissions to ICIS-Air
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Log into ICIS-Air, go into Business Objects, and run Batch Audit reports for any submissions
for your agency within a timeframe you specify
4. Log into the ICIS-Air web application and use the Search screens to find records from your
submissions and browse them to make sure all fields were saved properly.
5. Look at the error messages for records in the Rejected Transactions results report, fix then in
your extracts or within your state or local system:
 Refer to Section 9 of the ICIS-Air Electronic Data Transfer User Guide or the ICIS-Air EDT
Technical Specification document for each data family to find an error message and discover
why it occurred
 Refer to the ICIS-Air Web Design documents and ICIS-Air EDT Technical Specifications for
questions you may have on why data is stored in ICIS-Air a certain way.
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Guidelines for State and Local Submissions to ICIS-Air
STEP 5 – REPORTING SUBMISSION PROBLEMS
All incoming submissions to ICIS-Air are assigned a “Transaction ID” by CDX. This Transaction
ID is needed to troubleshoot any submission problems you may encounter!
Submission results from ICIS-Air are returned to the same tool that was used for a submission.
You cannot log into the EN Services Center to see results from your Node’s submissions!
1. Use the table below to contact the appropriate people for assistance:
Node Help Desk
ICIS-Air Team
State or Virtual Node
access problems
ICIS-Air Online Web System,
Batch Audit report, and Business
Objects Ad Hoc problems or
questions
Exchange Network Services
Center web login problems
XML file validation errors
(submission status of “Failed” and
submission-meta.xml does not
contain the word
“Congratulations” in it.)
State Node, Virtual Node,
or Exchange Network
Services Center password
resets
ICIS Batch Audit accepted,
rejected, and transaction
summary report problems or
questions
ICIS-Air Regional Air
Coordinators
ICIS-Air WAM ID requests, and
WAM ID password resets
XML file transfer problems
2. For ICIS-Air WAM ID assistance, visit http://www.epa.gov/compliance/contact/data-icis.html to
find your Regional Air Coordinator
3. For ICIS-Air Team assistance, send an email to kittle.alison@epa.gov and clark.jeffreyf@epa.gov
and provide the following information:
 Attach your XML submission to the email
 Attach submissions-metadata.xml to the email if it does not say “Congratulations” in it
 Date of Submission
 Transaction ID of Submission
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 Status of Submission
 Steps followed leading up to the submission
 What you expected to happen
 What actually happened
4. For Node Help Desk assistance, send an email to nodehelpdesk@epacdx.net,
kittle.alison@epa.gov and clark.jeffreyf@epa.gov and provide the following information:
 Date of Submission
 Transaction ID of Submission
 Status of Submission
 Steps followed leading up to the submission
 What you expected to happen
 What actually happened
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