California Integrated Water Quality System Project (CIWQS)

CIWQS OUTREACH FREQUENTLY ASKED QUESTONS

We have already met with Water Board staff and dischargers in Regions 1, 2, 3, 4, 5, 7, 8, & 9, and received questions dealing with all aspects of the new CIWQS program. Please view the presentation before viewing the frequently asked questions about the system. The questions are organized into five main areas:

A. GENERAL QUESTIONS - Questions pertaining to the project as a whole.
B. REGISTRATION QUESTIONS - Questions on how the registration and approval process will work.
C. PAPER TO ELECTRONIC - These questions will answer the difference between your current SMR and the new eSMR.
D. GETTING DATA INTO THE SYSTEM - Answers related to how permit information is translated to the system and how to input data.
E. GETTING DATA OUT OF THE SYSTEM - How data is retrieved from the system.
F. CDF and UPLOADING ERRORS

QUESTIONS

A. GENERAL QUESTIONS
  Questions pertaining to the project as a whole:
   
  How is the registration going to be done?
  What is a LIMS?
  Will the system automatically send an alert for past due reports?
  What about the legal basis for submitting documents electronically?
  Can one user see another user's data from the same facility?
  Is this going to be mandatory for all dischargers?
  How will we know when we will be required to submit electronically?
  Will the system automatically generate enforcement letters?
  If I have a groundwater clean-up site that must report in GeoTracker and I have an NPDES permit, will I have to dual submit?
  We have reporting requirements for other state agencies, such as the Department of Toxic Substance Control.   Will we still be required to submit to both agencies once I am using eSMR?

B. REGISTRATION QUESTIONS
  Questions on how the registration and approval process will work:
   
  My Vice President doesn’t want to sit there and enter accounts for the facility. Can you make another administrator for the facility?
  What if two dischargers are using the same lab?
   Who has the responsibility to take people out of authorization?

C. PAPER TO ELECTRONIC
  These questions will answer the difference between your current SMR and the new eSMR:
   
  There are some limits that tell us that we need to report less-than data.  Can the system do those calculations?
  What is eSMR?
  How will the system take variable limits?
  How will the system evaluate compliance with mass based limits? Will a discharger be required to calculate these?
  Will the system handle the calculations necessary to evaluate compliance with limits for 7-day and 30-day running averages?
  How will amended monitoring results that supersede the previously submitted results be handled?
  Will the system only include numeric data?
  How will visual observations of receiving water be reported through the eSMR system?
  Will I be able to view the requirements (numeric & narrative) of my permit that will be in CIWQS?
  What if your permit gets modified?
 

Are you considering phasing out the annual reports?
 

If you share an outfall with another discharger, will we still have to submit duplicate data?

  Will running averages be calculated as part of eSMR?
  Will the system default to certain units? What if I have one unit of measurement for monthly and another unit of measurement for quarterly?
  Will the system be able to handle exceptions?
  When are they going to drop the written self-monitoring reports?
  If your compliance date to submit your report is on a weekend or holiday, what is the rule on when the report is due?
  Will eSMR use the same pollutant parameter codes as the U.S.EPA?
D. GETTING DATA INTO THE SYSTEM
  Answers related to how permit information is translated to the system and how to input data:
   
  How will the system handle hardware crashes or service downtime?
  What are the technical requirements necessary?
  What are my options for uploading data?
  Why would I use the COELT format instead of the eSMR Raw Data Page?
  If you let the lab submit the data for you, how do you reject the data they submitted?
  Can you link the signature to the login?
  What about submitting late data?
  How can you save the data you are entering?
  Can you take data that is in Excel and put it into EDF format?
  Why didn’t you pick XML instead of EDF?
  Do the free tools translate and assist with the mapping process?
  Do the dischargers have to withdraw the report to remove their attachments?
  Will there be a record that people other than the certification and submission person has reviewed the data?
  Will you have to retype the entire thing if you only want to change one parameter?
  Is there a size limit to the fields?
  What happens if the report needs to be changed?
  What is the estimated time it would take for an average discharger to enter all of its data into the system?
  Will the legally responsible individual will have an opportunity to review the report before the final submission?
  Is anything built into the system other than raw data reporting to assist the dischargers with submitting data if we do not have it in EDF format. How much of the data can we submit attachments?
  How will it be noted that there was a reason that samples were not collected. For example, due to bad weather conditions, no water present, etc.? How will this be noted so that it is not a violation of the Monitoring and Reporting Program?
  How will the system handle the unavailability of results due to delay by a contract laboratory?
  Does the data sit in two separate databases?
  Can you take the report builder out in the field?
  Does the raw data have to be attached to a monitoring location?
  If you have a monitoring requirement with no limit, what happens?
  Will you be able to see who has been modifying the report?
  What if my EDF has superfluous data?
  I want to lock the report once my senior water engineer says that the data is ready to go.  Is this possible?
  What if you have no discharge for the beginning of the month, and then have sample data at the end of the month, will the system think I’m in violation?
  If I have a whole set (for example, 100 points) of data that I don\'t report on, will I have to submit comments 100 times?

E. GETTING DATA OUT OF THE SYSTEM
  How data is retrieved from the system:
   
  Will we get an electronic receipt that our eSMR was submitted on time?
  Will this system be able to generate charts and graphs?
  Can you print out a pre-printed report prior to submittal?
  Who gets copies of the “certified and submitted report”?
  Do we have to keep hard copies if our data will be stored in this system?  During our inspections, we need to provide 5 years of records.
  What access will the public have to eSMR and CIWQS in general?

ANSWERS

A. GENERAL QUESTIONS
  Questions pertaining to the project as a whole:
   
 
1.
How is the registration going to be done?
Each authorized user will be required to initially fill out a registration form, sign it, and then send to the SWRCB. These will be kept in secure files. Each user will then be assigned a unique login and password to gain access to the CIWQS. SWRCB will be conducting CIWQS training sessions and will provide training to the users on how to login and register using the CIWQS.
 
 
 
2.
What is a LIMS?
Laboratory Information Management Systems: Software packages designed for labs that are used for tracking sample data.
 
 
 
3.
 Will the system automatically send an alert for past due reports?
Not in this initial release.
 
 
 
4.
 What about the legal basis for submitting documents electronically?
We have the legal authority to require electronic reporting.
 
 
 
5.
 Can one user see another users data from the same facility?
Yes. All users authorized to see (or edit) data for a facility will be able to see all eSMR data for that facility.
 
 
 
6.
Is this going to be mandatory for all dischargers?
Yes, all individual NPDES dischargers will be required to submit self monitoring reports electronically. The roll out of the system will be in phases, so not all discharger will be required to submit starting in July 2005. But eventually all will be required.
 
 
 
7.
How will we know when we will be required to submit electronically?
 You will be contacted. Additionally, we will be placing the rollout schedule on the CIWQS web page. We will roll the system out by Regional Boards. We are starting with Regions 7 & 8.
 
 
 
8.
 Will the system automatically generate enforcement letters?
 No, rather the system generates allegations that must be reviewed by staff. Staff is still responsible for generating enforcement letters. CIWQS/eSMR only helps speed the review process.
 
 
 
9.
 If I have a groundwater clean-up site that must report in GeoTracker, and I have an NPDES permit, will I have to dual submit?
Yes, you will be required to submit reports through GeoTracker and CIWQS.
 
 
 
10.
 We have reporting requirements for other state agencies, such as the Department of Toxic Substance Control.   Will we still be required to submit to both agencies once I am using eSMR?
Yes, you must continue to submit both reports because currently our system cannot talk to other state agencies systems.
 
 

B. REGISTRATION QUESTIONS
  Questions on how the registration and approval process will work:
   
 
1.
My Vice President doesn’t want to sit there and enter accounts for the facility. Can you make another administrator for the facility?
The person responsible for approving accounts does not need to “enter” anything. This person is responsible for reviewing applications and approving/denying access.
 
 
 
2.
What if two dischargers are using the same lab?
Multiple dischargers may use the same lab. CIWQS/eSMR accounts are provided per person. So, a lab technician/director could have one eSMR account, with access to provide data on behalf of multiple facilities. This could be troublesome because the lab could see data from multiple parties. To avoid this we recommend creating a unique ID and password for that individual so that they can only see your data.
 
 
 
3.
 Who has the responsibility to take people out of authorization?
For every agency there will be a legally responsible person designated for managing the accounts for their agency. The SWRCB will handle changes (new/removal) of the official who is responsible to comply with electronic signature requirements.
     

C. PAPER TO ELECTRONIC
  These questions will answer the difference between your current SMR and the new eSMR:
   
 
1.
There are some limits that tell us that we need to report less-than data. Can the system do those calculations?
Yes. The formulas for performing these calculations are being finalized.
   
 
2.
What is eSMR?
The new electronic Self Monitoring Reports (eSMRs) compliance-checking functionality will supplement staff’s review of monitoring data. However, staff will still review the data and make decisions. No automatic enforcement generator is envisioned in the system. Before you submit your monitoring report the system will perform compliance checking. When you are satisfied that the report is accurate you click on the submit button. Board staff must review the report, taking into account your flags and comments. After staff evaluates all the relevant information they will determine if there is a violation. To address concerns about the new system we have prepared the following list of questions and answers, or frequently asked questions, organized in three sections. If your question is not answered below, please click Contact Us link to the left.
   
 
3.

How will the system take variable limits?
 For example, ammonia effluent limitations are pH and temperature dependent. In addition, the chloride limitation in some cases is based on a 12-month rolling average using the chloride concentration in the potable water supply. In appears that in this situation, the discharger would be allowed to enter the applicable limit in the “Pre-Calculated” field; however, it is not clear how the system will differentiate this from the “All Requirements in Selected Report” field. It is correct that the “Pre-Calculated” field will handle these types of limits. The discharger will populate this field at the time of submission. The system will be able to evaluate compliance based on the discharger submission.
   
 
4.
 How will the system evaluate compliance with mass based limits? Will a discharger be required to calculate these?
The actual flow appears as a parameter. The flow limit is established in the permit and then would be a populated limit field in eSMR. Mass based limits would be “Pre-Calculated” field and the discharger would be required to calculate it. This could change in later versions.
   
 
5.
 Will the system handle the calculations necessary to evaluate compliance with limits for 7-day and 30-day running averages?
To start with these limits type would be “Pre-Calculated” field. Concurrently, we are also working on the permit standardization for individual NPDES permits. As we continue to work with different phases of the eSMR program in conjunction with permit standardization some of these types of limits will be included in the calculation process and not be a “Pre-Calculated” field.
   
 
6.
 How will amended monitoring results that supersede the previously submitted results be handled?
The discharger will be required to resubmit the entire eSMR with the new values(s) replacing the superceded values. Board staff will evaluate the request to replace the original values.
   
 
7.
 Will the system only include numeric data?
The system will accept numeric data; either the result of a single test or the median value of multiple tests. The value will be entered as a parameter called toxicity. A value of one denotes 100% survival/whatever. All reports will be captured as an attachment file. The system will include numeric data and narrative data.
   
 
8.
 How will visual observations of receiving water be reported through the eSMR system?
Narrative limits with be established in the system with a check box or comment field or both.
   
 
9.
 Will I be able to view the requirements (numeric & narrative) of my permit that will be in CIWQS?
Yes, in advance of being required to submit the self-monitoring reports electronically, you will be notified to review all the limits placed in CIWQS/eSMR. The CIWQS/eSMR will not contain your entire permit. It will look very similar to your paper self-monitoring report. You will still need to keep and read your permit.
   
 
10.
 What if your permit gets modified?
As your permit changes through modification or renewals, your requirements in CIWQS/eSMR will be modified accordingly.
   
 
11.
 Are you considering phasing out the annual reports?
We are considering revising annual report requirements. While CIWQS/eSMR will make viewing submitted data easier, some of the information currently required in annual reports is not previously reported (i.e. operator certification status) and some is an analysis of data submitted throughout the year.
   
 
12.
 If you share an outfall with another discharger, will we still have to submit duplicate data?
Whatever you are currently reporting, you will be required to report in the eSMR.
   
 
13.
 Will running averages be calculated as part of eSMR?
Yes, they could be calculated by the system. We are currently working on NPDES permit standardization. Concurrently to the development of CIWQS/eSMR we will make decisions about limit basis and the standard approach that permit writers will use through out the state. We have postponed the development of this feature until we know what the limit basis standardization will be.
   
 
14.
 Will the system default to certain units? What if I have one unit of measurement for monthly and another unit of measurement for quarterly?
Yes the system will default to the units and parameters that are specified in your permit and will match the reporting frequency in your permit.
   
 
15.
 Will the system be able to handle exceptions?
We think that the system has been designed to handle most situations that come up with self-monitoring reports. As stated previously there is still the human element of review and validation of the data submitted. So yes the system will handle exceptions
   
  16. When are they going to drop the written self-monitoring reports?
Depending on the roll-out schedule and the frequency in which you are required to submit reports, you may have to simultaneously submit reports for two or three months. You will be notified when written reports are no longer required.
   
  17. If your compliance date to submit your report is on a weekend or holiday, what is the rule on when the report is due?
Your report due date does not change, even if it falls on a weekend or holiday.
   
  18. Will eSMR use the same pollutant parameter codes as the U.S.EPA uses?
Although the parameter names will be standardized, they will not be the same as U.S.EPA’s parameter codes.
     

D. GETTING DATA INTO THE SYSTEM
  Answers related to how permit information is translated to the system and how to input data:
   
 
1.
How will the system handle hardware crashes or service downtime?
The CIWQS operational recovery procedures are under development to plan for and document the necessary recovery efforts needed in the event of a disaster or service downtime. We will post these procedures once they are completed.
 
 
 
2.
What are the technical requirements necessary?
This application is browser based. Basically, if you can access web site's, then you can use this system. Internet Explorer 6.0 is recommended. The free PDF reader is required for users to view and print submitted reports.
   
 
3.
 What are my options for uploading data?
Data may be entered (via the “Raw Data” screen) or uploaded in EDF format. You have several choices for creating EDF files: directly from a LIMS, via entry into COELT, or conversion via COELT. Information about COELT is available from http://www.arsenaultlegg.com/software.htm.
   
 
4.
 Why would I use the COELT format instead of the eSMR Raw Data Page?
If you are out in the field and have a laptop computer and want to enter your sample data while away from an Internet connection. For some users, COELT can be used as a “enter as you receive the data” tool.
   
 
5.
 If you let the lab submit the data for you, how do you reject the data they submitted?
The discharger can delete the EDF file and make the lab resubmit it. Only legally authorized users can actually submit the data. Water Board staff cannot see the data in the database until the data is certified and submitted.
   
 
6.
 Can you link the signature to the login?
(Not sure what this question is really getting at. Is this the question about auto filling the name/title upon certification?) Electronic signature requires an affirmation. For eSMR, this includes your login (user ID and password) as well as entry of your full name, title, and date/location of signature.
   
 
7.
 What about submitting late data?
The system will allow you to submit data anytime.
   
 
8.
 How can you save the data you are entering?
There are save buttons on every screen. The system will, however, automatically save data (frequently on a line-by-line basis).
   
 
9.
 Can you take data that is in Excel and put it into EDF format?
Yes, but you need to save your Excel data in a special format and then put it into the COELT tool to get it into EDF.
   
 
10.
 Why didn’t you pick XML instead of EDF?
XML is a container for transporting most any type of data. EDF is a specific format (using an ASCII container) for submitting sample data. In order to use XML for transmitting sample data, the specific format and rules (e.g., what code values are used, what data rules are used) would need to be determined. This decisions have already been made with the EDF format.
     
   
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11.
 Do the free tools translate and assist with the mapping process?
The COELT and EDCC programs assist users is entering, converting, and verifying EDF submissions. These programs do not map code values, but will provide some assistance in data ordering.
   
 
12.
 Do the dischargers have to withdraw the report to remove their attachments?
Once a report is submitted, it must be withdrawn to make any changes, including removing attachments. Attachments may be removed prior to submission.
   
 
13.
 Will there be a record that people other than the certification and submission person has reviewed the data?
No, you will have to use another mechanism to make sure this has happened.
   
 
14.
 Will you have to retype the entire thing if you only want to change one parameter?
No. When a report is “withdrawn,” it becomes editable and contains all the data. If the parameter to be changes is contained with an EDF file, the EDF file must be changed a re-uploaded.
   
 
15.
 Is there a size limit to the fields?
Yes (typically 2000 characters or 1 page), but you can attach added comments.
   
 
16.
 What happens if the report needs to be changed?
A report that has been submitted must be manually “withdrawn” by an authorized Water Board staff member. Once withdrawn, the report can be modified and resubmitted.
   
 
17.
 What is the estimated time it would take for an average discharger to enter all of its data into the system?
Our “Best Guess” would be around an hour or less. We will be doing testing and will have a much better idea in the future.
   
 
18.
 Will the legally responsible individual will have an opportunity to review the report before the final submission?
And after that review the legally responsible individual must login with their password and push the submit button.
   
 
19.
 Is anything built into the system other than raw data reporting to assist the dischargers with submitting data if we do not have it in EDF format. How much of the data can we submit attachments?
EDF format is the format that eSMR is being designed for electronically upload. Narrative requirements will need to entered by discharger directly (but will usually be a check box or short comment). Attachments are for reports required by permit (i.e. pretreatment annual reports and special studies)
     
   
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20.
 How will it be noted that there was a reason that samples were not collected. For example, due to bad weather conditions, no water present, etc.? How will this be noted so that it is not a violation of the Monitoring and Reporting Program? The discharge would make comments in the cover letter and in the comment fields for the parameter in question. There is a check box for no flow, which the discharger can check for that purpose. Board staff will make violation determination not the system.
   
 
21.
 How will the system handle the unavailability of results due to delay by a contract laboratory?
The discharge will submit their monitoring report timely and annotate any problems in the cover sheet. Staff will evaluate these circumstances.
   
 
22.
 Does the data sit in two separate databases?
No, however, water board staff cannot see your data until you “certify and submit” your data.
   
 
23.
 Can you take the report builder out in the field?
Not during phase one.
   
 
24.
 Does the raw data have to be attached to a monitoring location?
Yes, all data submitted must be in response to a pre-established monitoring location. If samples are taken at monitoring locations other than those specified in the discharger permit, the Water Board must be contacted so that the “regulatory measure” (the data from a permit, as stored in CIWQS) can be updated.
   
 
25.
 If you have a monitoring requirement with no limit, what happens?
The monitoring requirement will be displayed without a limit. You can simply report the value.
   
 
26.
 Will you be able to see who has been modifying the report?
Not during phase one. We realize that a routing process is probably inherent in your current data submission process. There is a workaround that is possible until this feature is added to the system. You can limit the amount of users for your facility and print out your report before the authorized person for your facility certifies and submits the data, and route it similar to your current process.
   
 
27.
 What if my EDF has superfluous data?
Thanks for the extra data! The system will ignore it and not let this data figure into the error check and the data will not be stored in the system.
   
 
28.
 I want to lock the report once my senior water engineer says that the data is ready to go, is this possible?
Not during phase one. More information on users rights will be available in May during the training phase of the project.
   
 
29.
 What if you have no discharge for the beginning of the month, and then have sample data at the end of the month, will the system think I’m in violation?
No, the system will flag the data because it will expect monitoring data for the whole month, but you will have explained it in your comment section, which will be read by the case handler.
   
 
30.
 If I have a whole set (for example, 100 points) of data that I don’t report on, will I have to submit comments 100 times?
Yes, you will have to comment every time, or write “see attached” and provide an attached explanation.
     

E. GETTING DATA OUT OF THE SYSTEM
  How data is retrieved from the system:
   
 
1.
Will we get an electronic receipt that our eSMR was submitted on time?
Yes. A confirmation e-mail will be sent as well as a confirmation web page.
   
 
2.
Will this system be able to generate charts and graphs?
Charting and graphing tools, as well as other reporting tools, may be used to query and display CIWQS data. The initial release is not expected to include “canned” charts and graphs and it not expected to provide access to the CIWQS database to dischargers.
   
 
3.
 Can you print out a pre-printed report prior to submittal?
The current system is designed to create a PDF once a report is submitted. Prior to submission, the browser’s print functionality can be used to print all pages of a report. You may then use your own routing and sign-off process before electronically submitting.
   
 
4.
 Who gets copies of the “certified and submitted report”?
Copies are not created and distributed. Rather, eSMR creates a PDF of your submittal that is stored for review by yourself or Water Board staff.
   
 
5.
 Do we have to keep hard copies if our data will be stored in this system? During our inspections we need to provide 5 years of records.
Yes, the current legal requirements have not changed.
   
 
6.
 What access will the public have to eSMR and CIWQS in general?
The first phase of CIWQS does not have direct public access through the web interface. The SWRCB/RWQCB will continue to supply the public with information when requested. For those submitting DMR data to USEPA (major discharger), the public can view information on the USEPA website. Through eSMR the self-monitoring data will be converted to DMR data and sent electronically to USEPA and populate its database. Again public has access to that system.
     

F.
CDF and UPLOADING ERRORS
CDF Tool Errors:
Error:
Run-time error ‘13’: Type mismatch
To Resolve:
Missing data in a required column/field. Make sure all required columns are populated.
Error:
"File not found: Zip32-23.dll"

Issue:
During the installation process you did not have local administrator rights and the zip32-23.dll file did not copy to the windows directory.
You are attempting to use the CDF templates without installing the CDF executable first.

Issue:
No Analytical Method (i.e. flow)
To Resolve:
Use Data Unavailable
Issue:
Sample Analysis Date no supplied by Lab
To Resolve:
Use sample collection date for the analysis date
Uploading Errors:
Pass 1 Errors:
An IOException occurred: error in opening zip filePass 2 Errors: None found.
Reason for error:
You are attempting to upload CDF Excel Workbook. Upload zip file only.
Pass 1 Errors:
Archive content error: Flat File or Relational format not detected.
Reason for error:
You are attempting to upload a zip file that is not a CDF file. The CDF Tool creates a zipped folder that contains a CDF.CVS and CDFINFO text file.
Pass 1 Errors:
CDF.CSV, line 33: Primary key uniqueness violated.
\'200605010000N/AN/AWnullnullnullE413.1nullnull20060501 nullnullPROILGREASEnullnull\' already exists as a primary key.
Reason for error:
This error occurs when 2 rows in your CDF file have the exact same monitoring location, sample collection date, sample collection time, parameter and units.