[PPT] - Electronic Reporting Rule EPA regulation that makes paper obsolete PowerPoint Presentation

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Electronic Reporting Rule

EPA regulation that makes paper obsolete
Became effective 12/21/2016 (deadline

for beginning to use NetDMR for DMR submission)

Permittees now must submit their data

directly to the compliance database (ICIS) through NetDMR rather than indirectly through the division and a data entry person

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Account creation and signatory role request processes

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Account creation

(putting a signature on file in CDX)

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Simple Signatory role request (for someone

authorized to sign permit compliance documents)

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Designation of a Duly Authorized Representative (DAR) (also called

Permittee’s Agent or DMR Cognizant Official)

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Account creation and signatory role request processes

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Ignore features that cause problems

1 This feature causes trouble

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Only search by monitoring period

1. Leave everything

set to “ All” Everything set to “ All” 1

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Only search by monitoring period

1. Leave everything

set to “ All”

2. Enter two dates,
ne before and

the other after the end of the monitoring period

07/01/2016 06/01/2016

Two dates, one before and the

ther after the

last day of the monitoring period 2

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Only search by monitoring period

1. Leave everything

set to “ All”

2. Enter two dates,
ne before and

the other after the end of the monitoring period

3. Click “ S

earch”

07/01/2016 06/01/2016

Finally, click “ S earch” 3

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NODI Code

Permit violation? Explanation required?

1

Yes Yes

2

No No

3

N/ A N/ A

4

No No

5

Maybe Yes

7

No No

8

Yes Yes

9

No No

A

No No

B

No No

C

No No

D

Yes Yes

E

Yes Yes

F

Maybe Yes

G

Yes Yes

H

Yes Yes

I

No No

J

No No

K

Maybe Yes

L

Yes N/ A

M

Yes Yes

N

Maybe Yes

Q

Maybe Yes

S

Maybe Yes

V

Maybe Yes

W

No No

X

Yes N/ A

Dischar ge t o Lagoon/ Gr oundwat er Compliance Violat ion: Monit or ing Not Possible: Monit or ing Exempt ion: Do Not Use: S

me Non-Det ect S

it uat ions (see not es):

Description

Wr ong Flow Oper at ion S hut down S pecial Repor t At t ached (meaningless in Color ado -- don't use) Invalid Test Fr ozen Condit ions No Influent Ot her (S ee Comment s) Condit ional Monit or ing - Not Requir ed This Per iod Gener al Per mit Exempt ion Below Det ect ion Limit / No Det ect ion (see not es below for when t o use t his code) No Dischar ge Lost S ample/ Dat a Not Available Analysis Not Conduct ed/ No S ample Insufficient Flow for S ampling S ampling Equipment Failur e Land Applied Recycled - Wat er -Closed S yst em Nat ur al Disast er DMR Received but not Ent er ed (Regulat or y Aut hor it y (RA) / Division use only) Labor at or y Er r or Not Const r uct ed Not Quant ifiable Fir e Condit ions Weat her Relat ed Dr y Lysimet er / Well Par amet er / Value Not Repor t ed (Regulat or y Aut hor it y (RA) / Division use only)

NODI (No Data Indicator) Codes

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NODI Code

Permit violation? Explanation required?

1

Yes Yes

2

No No

3

N/ A N/ A

4

No No

5

Maybe Yes

7

No No

8

Yes Yes

9

No No

A

No No

B

No No

C

No No

D

Yes Yes

E

Yes Yes

F

Maybe Yes

G

Yes Yes

H

Yes Yes

I

No No

J

No No

K

Maybe Yes

L

Yes N/ A

M

Yes Yes

N

Maybe Yes

Q

Maybe Yes

S

Maybe Yes

V

Maybe Yes

W

No No

X

Yes N/ A

Dischar ge t o Lagoon/ Gr oundwat er Compliance Violat ion: Monit or ing Not Possible: Monit or ing Exempt ion: Do Not Use: S

me Non-Det ect S

it uat ions (see not es):

Description

Wr ong Flow Oper at ion S hut down S pecial Repor t At t ached (meaningless in Color ado -- don't use) Invalid Test Fr ozen Condit ions No Influent Ot her (S ee Comment s) Condit ional Monit or ing - Not Requir ed This Per iod Gener al Per mit Exempt ion Below Det ect ion Limit / No Det ect ion (see not es below for when t o use t his code) No Dischar ge Lost S ample/ Dat a Not Available Analysis Not Conduct ed/ No S ample Insufficient Flow for S ampling S ampling Equipment Failur e Land Applied Recycled - Wat er -Closed S yst em Nat ur al Disast er DMR Received but not Ent er ed (Regulat or y Aut hor it y (RA) / Division use only) Labor at or y Er r or Not Const r uct ed Not Quant ifiable Fir e Condit ions Weat her Relat ed Dr y Lysimet er / Well Par amet er / Value Not Repor t ed (Regulat or y Aut hor it y (RA) / Division use only)

NODI (No Data Indicator) Codes

NODI = NO Data Indicator code Reasons for not having data to report S

me reasons are

permit violations S

me reasons must be

explained in a cover letter attached to the DMR

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NODI Code

Permit violation? Explanation required?

1

Yes Yes

2

No No

3

N/ A N/ A

4

No No

5

Maybe Yes

7

No No

8

Yes Yes

9

No No

A

No No

B

No No

C

No No

D

Yes Yes

E

Yes Yes

F

Maybe Yes

G

Yes Yes

H

Yes Yes

I

No No

J

No No

K

Maybe Yes

L

Yes N/ A

M

Yes Yes

N

Maybe Yes

Q

Maybe Yes

S

Maybe Yes

V

Maybe Yes

W

No No

X

Yes N/ A

Dischar ge t o Lagoon/ Gr oundwat er Compliance Violat ion: Monit or ing Not Possible: Monit or ing Exempt ion: Do Not Use: S

me Non-Det ect S

it uat ions (see not es):

Description

Wr ong Flow Oper at ion S hut down S pecial Repor t At t ached (meaningless in Color ado -- don't use) Invalid Test Fr ozen Condit ions No Influent Ot her (S ee Comment s) Condit ional Monit or ing - Not Requir ed This Per iod Gener al Per mit Exempt ion Below Det ect ion Limit / No Det ect ion (see not es below for when t o use t his code) No Dischar ge Lost S ample/ Dat a Not Available Analysis Not Conduct ed/ No S ample Insufficient Flow for S ampling S ampling Equipment Failur e Land Applied Recycled - Wat er -Closed S yst em Nat ur al Disast er DMR Received but not Ent er ed (Regulat or y Aut hor it y (RA) / Division use only) Labor at or y Er r or Not Const r uct ed Not Quant ifiable Fir e Condit ions Weat her Relat ed Dr y Lysimet er / Well Par amet er / Value Not Repor t ed (Regulat or y Aut hor it y (RA) / Division use only)

NODI (No Data Indicator) Codes

Red -- permit violations must be explained Green -- Monitoring exemptions described in permit (only have to be claimed not explained) Grey -- Do not use! Y ellow -- S ituations beyond your control must be explained

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Conditional Monitoring

Monit oring is only required under cert ain condit ions

Your permit must specifically describe the conditions where monitoring is

required

If you do not meet the condition that triggers a monitoring requirement

then you are exempted

To qualify for this monitoring exemption, you must choose the NODI code

that states why you are exempted

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NODI Code

Permit violation? Explanation required?

1

Yes Yes

2

No No

3

N/ A N/ A

4

No No

5

Maybe Yes

7

No No

8

Yes Yes

9

No No

A

No No

B

No No

C

No No

D

Yes Yes

E

Yes Yes

F

Maybe Yes

G

Yes Yes

H

Yes Yes

I

No No

J

No No

K

Maybe Yes

L

Yes N/ A

M

Yes Yes

N

Maybe Yes

Q

Maybe Yes

S

Maybe Yes

V

Maybe Yes

W

No No

X

Yes N/ A

S

me Non-Det ect S

it uat ions (see not es): Do Not Use: Not Quant ifiable Fir e Condit ions Weat her Relat ed Dr y Lysimet er / Well Par amet er / Value Not Repor t ed (Regulat or y Aut hor it y (RA) / Division use only) Compliance Violat ion: Monit or ing Not Possible: Monit or ing Exempt ion: Land Applied Recycled - Wat er -Closed S yst em Nat ur al Disast er DMR Received but not Ent er ed (Regulat or y Aut hor it y (RA) / Division use only) Labor at or y Er r or Not Const r uct ed No Dischar ge Lost S ample/ Dat a Not Available Analysis Not Conduct ed/ No S ample Insufficient Flow for S ampling S ampling Equipment Failur e Invalid Test Fr ozen Condit ions No Influent Ot her (S ee Comment s) Condit ional Monit or ing - Not Requir ed This Per iod Gener al Per mit Exempt ion Below Det ect ion Limit / No Det ect ion (see not es below for when t o use t his code)

Description

Wr ong Flow Oper at ion S hut down S pecial Repor t At t ached (meaningless in Color ado -- don't use) Dischar ge t o Lagoon/ Gr oundwat er

Conditional Monitoring NODI code “9”

If you meet the

conditions defined in permit that exempt you from monitoring

Claim the

exemption by choosing NODI code “ 9”

Conditional Monitoring

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Conditional Chlorine Monitoring

9 9

Triggering condit ion: Monit oring is required if Chlorine is used t o disinfect t he effluent

To claim this monitoring exemption:
Paper DMR:
Write “ NCT” into the value field to indicate “ No Chlorine Treatment”
NetDMR:
Leave value fields --blank
Leave # of Ex (number of excursions) field blank
Pick NODI code “ 9” (conditional monitoring, not required this period)

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Oil & Grease visual is the triggering condition

Wit h t wo oil and grease paramet ers, t he requirement for analyt ic monit oring depends on t he result s of visual monit oring

Visual monitoring Oil & Grease –

Parameter 84066 (always required)

Data:
“ 1” = present (triggers analytic monitoring requirement)
“ 0” = absent (claim exemption from analytic monitoring)

 Ent er “ = 0” as result s of visual monit oring  Ent er “ 0” t o #of Ex. Field (no samples exceeded permit limit s)

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Conditional Oil & Grease

Triggering condit ion: Analyt ic monit oring is required if you saw Oil and/ or Grease during visual monit oring

To claim the monitoring exemption:
Paper DMR:
write “ NR” into value field of a paper DMR to indicate “ monitoring Not

Required”

NetDMR:
Leave value fields --blank
Leave # of Ex (number of excursions) field --blank
Pick NODI code “ 9” (conditional monitoring, not required this period)

9

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Comments & Explanations (violations)

At t ach a cover let t er t hat explains all acknowledged soft errors

Use a cover letter if you need more than 3-4 sentences to explain what

happened, why, when, duration, mitigation efforts & your plan to prevent future violations

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Revised /Corrected DMR (resubmission)

Explain your revised DMR using t he “ Comment s” field

Revised DMR. Originally submitted MM/ DD/ YYYY. Correcting parameters XXXXX, YYYYY, ZZZZZ, etc... List any documents that were changed or replaced. Include a brief explanation of why you had to correct the DMR.

Where XXXXX, YYYYY & ZZZZZ are the 5 character parameter codes of the

places where you corrected the DMR (image below)

If it takes more than 2-3 sentences to explain your correction put it in a

cover letter 00400 00530 50050 84066 5 character parameter codes

Comments:

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Compliance advisory letter

If you receive a Compliance Advisory Letter from t he wat er qualit y division

Follow the instructions in the letter!
If the letter asks you to correct your DMR
Document your corrections in the comments field (see previous slide)
Attach the compliance advisory letter to your DMR before you resubmit
Name the letter: “ PermitID_ComplianceLetter_YYYY_MM_DD”

 Where, “ Permit ID” is your 9 charact er permit ID  And, “ YYYY_MM_DD” is t he dat e of t he let t er

Notify enforcement
Forward a copy of your submission confirmation email to the compliance officer
r inspector who asked you to correct your DMR

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Naming Convention

File Naming Rules

Attached files are not j ust for you we use them to determine permit
compliance. We must be able to quickly tell if a file is important and why
No spaces, in the file name (use “_” or “ CammelCase” for readability)
Three essentials: PermitID_FileContentDescription_YYYY_MM
PermitID is essential! (You are not t he only one who needs t o work wit h t hese f iles)
FileContentDescription describes the kind of information contained in the file. For example:

lab results, monitoring log, calculations, study results, etc., …

Monitoring period: YYYY = 4 digit Year; MM = 2 digit Month
Examples:
COX630528_Lab_2015_06.pdf –

(analytical lab results)

CO0039426_DMRCov_2014_01.docx –

(cover letter, to explain violations)

COG607168_WET_2012_12.docx –

(whole effluent toxicity test results)

COG588467_DailyMonitoringLog2015.xlsx
CO0064503_ImagesUpset_2013_09.zip