NetDMR Permittee Training Program Water Quality Control Division

NetDMR Permittee Training Program Water Quality Control Division
4/13/2017 Colorado NetDMR Training Program Colorado Department of Public Health and Environment Water Quality Control Division Permittees and Data Providers

NetDMR Permittee Training Program
4/13/2017 Instructor Mark Lombardi Water Quality Control Division Phone: CDPHE-NetDMR help Phone

How to use this PowerPoint
(A copy was sent to you via attachment) Use it as a set of instructions. Open the PowerPoint Open a web browser Work your way through the processes

Today’s Agenda Introduction to NetDMR How To… Useful Items
Our training process User roles and responsibilities Introduction to NetDMR Create an account Permit access (signatory agreement) Your account & DMR basics Processing & tracking DMRs Live demo How To… 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 Useful Items Why not get started NOW?

4/13/2017 Paper  NetDMR Currently, you mail or hand deliver paper DMRs! Currently Mailing or hand delivering paper DMRs! Create Practice Account “Test NetDMR” Request permit access Be approved Submit practice eDMRs online Call to have someone check your DMR for errors ** Continue to submit official DMRs on paper Create Official Account “Production NetDMR” Request permit access Be approved Submit official DMRs online ** Paper DMRs no longer required Transition to online reporting Two accounts at different websites One for practice One for official reporting NetDMR Test website: NetDMR Production website:

4/13/2017 Roles & Access Regulatory Authority (CDPHE) - grants signatory access & provide technical support Regulatory Authority (CDPHE) Signatory - sign and submit DMRs. First signatory * receives all roles automatically. 1st Signatory *Administrator *Editor 2nd Signatory No Admin No Edit Alternate signatories request additional roles separately Editor Viewer Administrator Administrator - Approves or denies administrators, editors and viewers Editor Viewer Editor - enter, & edit DMRs & CORs. View – Safe, can’t change data

4/13/2017 Getting Started Finding “test NetDMR” Don’t, Google it Copy and paste this URL into a web browser tdmr-web/public/home.htm Bookmark that page! Find “test” in the URL to confirm correct version of NetDMR.

4/13/2017 Home Page 1st Pull down pick list Note the URL and bookmark it 3rd Click Go 2nd Chose Colorado DPH WQCD

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 address Type of User “Permittee User” Case Sensitive Security Questions Chose "Permittee User” Internal user = CDPHE Data Provider = testing lab Click “Submit”

“Permittee User” Account (part 1)
Check for typos. (especially in the address) Record security questions and answers Alt + PrintScreen then paste into a word doc Click “Verify”. That sends an message to you

Message says within 24 hr usually much less Don’t wait, check your , a message will arrive in <1min

From: Subject: Activate your NetDMR Account Add address to contacts list

Click hyperlink

Required to change password every 90 days (& can’t reuse previous 7) Answer security question (case sensitive) Note: complexity requirement

“Permittee User” Account (part 2) Click hyperlink to go to login page
Congratulations, you have created your “Permittee User” account in NetDMR! Click hyperlink to go to login page

4/13/2017 Log In Enter User Name and Password

4/13/2017 Home Page Permit signatory home page layout  Account Management. Home, My Account, Request Access, Help, Logout Account Management

4/13/2017 Home Page Permit signatory home page layout  Account Management. Home, My Account, Request Access, Help, Logout Permit Management Access requests, Search, Import, View, & Download Permit Management

4/13/2017 Home Page Permit signatory home page layout  Account Management. Home, My Account, Request Access, Help, Logout Permit Management Access requests, Search, Import, View, & Download Searches DMRs, CORs, Permits, Users Searches

4/13/2017 Home Page Permit signatory home page layout  Account Management. Home, My Account, Request Access, Help, Logout Permit Management Access requests, Search, Import, View, & Download Searches DMRs, CORs, Permits, Users Grant/Deny Access External: Administrator, Editor, Viewer roles. Internal: (CDPHE help) Access Management

4/13/2017 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 When you log in, the Home page will look something like this. The image to the right is not to scale. Click the Request Access web link at the top or the page. Note, the countdown timer on each page. You will be logged out when you have not refreshed the page or gone to another page after 30 min. Easy way to refresh the page is to press the F5 button on the top row of your keyboard.

4/13/2017 Permit/DMR Access Request Linking your account to a permit Signatory first After 1st signatory, other roles become available 2nd Signatory Administrator Editor Viewer

4/13/2017 Access Request “Request Access” hyperlink

Specify Permit & Role 2nd (click) 1st (type ID, no hyphen no spaces) 3rd (chose role Signatory first) Repeat this cycle to add as many permits and roles as you need 4th (add request) When done Click “Submit”

Employers Relationship to Facility
2nd If you are the Legal contact or DMR Cognizant official you have the authority 1st Chose a relationship type (see below) 3rd possible to delegate to environmental managers & ORC (see 40 CFR ) 5th Submit” then “Confirm” on next page 4th To use this form to delegate authority, you must provide info about Legal Contact The appropriate portions of the Federal regulations (40 CFR ) and Colorado state regulations (CO Reg 61.4 GeneralReq) are included in the handouts packet for this class. Employer’s relationship to facility If you work for the company that owns the facility chose “Parent” If you work for a company that manages but does not own the facility (contractor) chose “Facility” Authority: consult Federal Regulation 40 CFR & Colorado Regulation 61.4 for guidance

print, sign, and mail original to CDPHE
Subscriber Agreement “Test NetDMR“ Don’t print just call (303) for access. 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 “Production NetDMR” print, sign, and mail original to CDPHE

4/13/2017 eDMR Basics Basic Features DMR layout DMR Action bar Header Body NODI Code picklists Footer Attaching documents notification list

4/13/2017 eDMR Actions eDMR Whole DMR Action: Things to do with the DMR such as… Information Display Permittee, Permit ID, Permitted Feature, Outfall, Monitoring Period, and DMR Due Date.

4/13/2017 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

4/13/2017 eDMR Header eDMR Whole DMR Action: Clear, Save, Exit, Sign, Print, and Quit. Header: Permit and DMR information. Information Display Permittee, Permit ID, Permitted Feature, Outfall, Monitoring Period, and DMR Due Date.

Collapse/Expand header button
eDMR Header Collapse/Expand header button Any change of address for DMR contact, any change of Permittee information, and change of person of responsible charge have to be submitted on the change of contact form found at

eDMR Collapsed Header 4/13/2017 Collapsed header displays: Permit ID Permitted Feature Discharge Monitoring period end date DMR due date Status NODI pick list Expand/Collapse Header button Any change of address for DMR contact, any change of Permittee information, and change of person of responsible charge have to be submitted on the change of contact form found at

4/13/2017 eDMR Body eDMR Whole DMR Action: Clear, Save, Exit, Sign, Print, and Quit. Header: Permit and DMR information. Body: Data & NODI pick lists

4/13/2017 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 Whole Form NODI Three types of NODI pick lists:
Whole Parameter Individual value field c c c

NODI Pick Lists Whole parameter NODI Three types of NODI pick lists:
9 9 Whole parameter NODI Three types of NODI pick lists: Whole Form Whole Parameter Individual value field

Individual value field NODI
NODI Pick Lists Individual value field NODI 9 Three types of NODI pick lists: Whole Form Whole Parameter Individual value field

4/13/2017 eDMR Body (Parameters) Parameters in horizontal bands Three rows for each parameter

4/13/2017 eDMR Body (Value Fields) Numbers and four special characters only in value fields “,” “.” “+” “-” Use value qualifier pick list to indicate <, <=, =, >, >=, or Estimated

4/13/2017 eDMR Body (#Excursions) Number of samples exceeding permit limits

4/13/2017 eDMR Body (Pick Lists) Pre-populated with expected codes

4/13/2017 eDMR Body (Pick Lists) “List” button opens Pop-Up window with code definitions Must indicate actual sampling frequency

4/13/2017 eDMR Body (Permit Info.) Check against permit, should be identical to permitted limits Permitted limits, Expected Units, Frequency of analysis and Sample type Permitted limits, Expected Units, Frequency of analysis and Sample type Permitted limits, Expected Units, Frequency of analysis and Sample type Permitted limits, Expected Units, Frequency of analysis and Sample type

4/13/2017 NODI Pick Lists NODI pick lists NODI code pick lists NODI code pick lists NODI picklist (look at form NODI picklist or NODI List popup)

4/13/2017 eDMR Body (Popup Info) List boxes require popups enabled “List” buttons launch popup windows for code definitions

4/13/2017 eDMR Footer eDMR Whole DMR Action: Clear, Save, Exit, Sign, Print, and Quit. Header: Permit and DMR information. Body: Data NODI Selector types: NODI = No Data Indicator Footer: Error Codes, Comments & Attachments

4/13/2017 eDMR Footer Data entry errors listed here Type or Copy/Paste explanatory information into “Comments” box Names of appended documents cannot contain any spaces or special characters. May be PDF, Word or Excel format but PDF is preferred. Cannot be larger than 20megabytes. Preferred naming format is PermitID_FileType_YYYY_MM.pdf Click “Add Attachments” to append cover letters or other docs

4/13/2017 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 Report Attachment Naming 24 Hour Reporting of Non-Compliance 24HrNC _YYYY_MM Benthic Organism Study BenthicOrg_YYYY_MM Bioconcentration Study Bioconc_YYYY_MM Biological Monitoring BioMon_ YYYY_MM Biosolids Biosolids_ YYYY_MM Collection System CollectSys _YYYY_MM Compliance Schedule CompSch _YYYY_MM Construction Schedule ConstrSch _YYYY_MM CSO Report CSO_YYYY_MM DMR Cover Letter DMRCov_YYYY_MM Flow Management FlowMgmt _YYYY_MM Ground Water Management GWMgmt _YYYY_MM Hydrostatic Test Water Discharge HydroTest_YYYY_MM Inflow and Infiltration II _YYYY_MM Laboratory Report Lab_YYYY_MM Metals Study Metals _YYYY_MM Mixing Zone Study MZStudy YYYY_MM Monthly Operating Reports MOR_YYYY_MM Notice of Change NOC _YYYY_MM Nutrient Study Nutrient_ YYYY_MM Other Other_YYYY_MM Pretreatment Local Limits Evaluation PreLLE_ YYYY_MM Pretreatment Annual PreAnnRpt _YYYY_MM Pretreatment Streamlining Rule PretSR_YYYY_MM Pretreatment Regulatory Conformance PretRC_ YYYY_MM SSO Report SSO_YYYY_MM Sediment Monitoring SedMon_YYYY_MM Special Studies SpecialStdy_ YYYY_MM Stormwater Report StormH20_YYYY_MM TIE/TRE Toxicity Reduction Evaluation ToxRedEval _YYYY_MM TRC Continuous Monitoring TRCMon_YYYY_MM Treatability Study TreatStdy _YYYY_MM Whole Effluent Toxicity WET _YYYY_MM 4/13/2017 Attachment Naming Convention

4/13/2017 Notification List Left of countdown timer, locate “View” tab Click “Permits”. Find the Permit ID, click the “View Permit Details” icon

4/13/2017 Notification List View Permit Details (Page) Bottom of the page Type address, press “Add” (delete by clicking the red X) When you Sign and Submit, check “Add COR and Attachments to Notification” box of each DMR before signing.

4/13/2017 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

4/13/2017 DMR Status Ready for Data Entry NetDMR Validation Errors NetDMR Validated Imported Signed and Submitted Submission Errors/Warnings Completed 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 addresses. DMR sent to the EPA but should be reviewed due to apparent errors. Good news, everyone! The EPA received your data.

4/13/2017 Error Checking Multipage DMRs 1st click “View All” -or- “Print Friendly View” NetDMR only checks for errors on pages that have been saved. Save each page before you go to the next or your work will be erased blanks on unsaved pages are not detected as errors. Multipage DMRs

4/13/2017 Error Checking Multipage DMRs 2nd click “Save & Continue” NetDMR only checks for errors on pages that have been saved. Save each page before you go to the next or your work will be erased blanks on unsaved pages are not detected as errors. Multipage DMRs 3rd Begin data entry

4/13/2017 Paper –vs – eDMR Practical Quantification Limits (PQL) If you would write “BDL” on your paper DMR. Use NODI code “B” in NetDMR

4/13/2017 Paper –vs – eDMR Practical Quantification Limit (example) Permit PQL Sample e DMR Violation Limit Result Entry 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)

4/13/2017 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.

4/13/2017 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.

4/13/2017 Paper –vs – eDMR Microbial Counts “Too Numerous to count” (TNTC) Chose “T” from value qualifier pick list Leave value field and NODI blank

4/13/2017 Errors! “Save & Continue” & “Save & Exit” check for data entry errors Severe data errors cause data to be “Not Saved”

4/13/2017 Error Types Two types of error “Hard” and “Soft” Soft errors are a caution to prompt you to take a second look at the data to make sure it is what you intended to enter. Hard – Incompatible with ICIS database Soft – Permit compliance issues

4/13/2017 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 Soft errors are a caution to prompt you to take a second look at the data to make sure it is what you intended to enter.

4/13/2017 Correct Hard Errors Sampling not required, fix hard error by clearing the value field Oil and Grease Visual: no visual sheen detected Conditional monitoring, keep NODI code 9 Check soft errors Fix hard errors Re-save If you enter a NODI code leave excursions blank Hard Error, Can’t have data and no data”!

4/13/2017 Correct Hard Errors Fix hard error, delete“<“ from value field. Open value qualifier pick list chose <. Hard error, only numbers and , in value fields Check soft errors Fix hard errors Re-save

4/13/2017 Review Soft Errors Fix “Hard” errors then save DMR Status changes from ”Not Saved” to “Not Verified”. Review “Soft” errors. Exceedances. Is it: a typo -or- the actual data? Blank value fields. What’s missing: a NODI code -or- the data? Soft errors are a caution to prompt you to take a second look at the data to make sure it is what you intended to enter.

4/13/2017 Review Soft Errors Data or Typo? Data or Typo? Check soft errors Fix hard errors Re-save Missing data/NODI? Review Soft Errors, Exceedance (Excursion) Missing data

4/13/2017 Acknowledge Soft Errors Fix any typos Leave no value fields blank Use a NODI code or enter the missing data. Check each “Acknowledge” box to accept exceedances/excursions. Save the DMR. Status should change from “Not Verified” to “NetDMR Validated”. Soft errors are a caution to prompt you to take a second look at the data to make sure it is what you intended to enter.

4/13/2017 Comments & Attachments Attach cover letter or comment to explain all acknowledged soft errors. Use a cover letter when explanations exceed 3- 4 sentences Explain NODI codes other than No discharge / No influent Conditional monitoring (defined by permit) Attach lab report, when reporting < PQL, or NODI “B” Corrected DMRs, explain what was changed and why in a comment or cover letter & attach a copy of any compliance advisory letters Soft errors are a caution to prompt you to take a second look at the data to make sure it is what you intended to enter.

4/13/2017 DMR done? Status: NetDMR validated Saved and Validated DMR is Ready to sign. Soft errors acknowledged Notes & attachments

4/13/2017 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.

4/13/2017 Search Results Page Next Step(s) (column) – DMR Status determines picklist options COR Received Date (column) – completed DMRs have 1 or more CORs Validated DMR can be signed or edited further To enter or edit DMR data, chose an action Blue dates are hyperlinks to CORs click “Go”

4/13/2017 Group NODI Update Process multiple no discharge DMRs Select no discharge DMRs Update NODI Width of page determines where “Update NODI” appears in header Width of page determines where Update NODI appears in header

4/13/2017 Group NODI Update Import 3rd Save and return to search results 2nd Chose appropriate NODI code 1st Reselect DMRs to update

4/13/2017 Group NODI Update Updated DMRs are status “NetDMR Validated” Sign & Submit no discharge DMRs as a group

4/13/2017 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 confirmation Submission confirmation code

Monitoring Period End Date Search 4/13/2017 “All” retrieves all DMRs for the specified monitoring period Sign & Submit DMRs as a cohort 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

4/13/2017 Sign & Submit Check: “Include In Submission” (each DMR you want to sign and submit) Check: “Add COR and Attachments to Notification” (COR and all attachments sent to list) Preview COR: click the View Completed DMR icon. Note: Acknowledged soft errors, Attachments

4/13/2017 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”

4/13/2017 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 da6659da-a187-41ce-a c52ec57c0

4/13/2017 Submission Tracking Import Click hyperlink to search for a recent submission Or paste “Submission Confirmation” Code Then “Search”

4/13/2017 Status: Signed & Submitted Signed and Submitted DMRs CORs saved to system CORs and all attachments sent to everyone by

4/13/2017 Submission Confirmation Confirmation that DMR data has been sent to ICIS Download and archive a copy of your DMRs

4/13/2017 COR & Attachments Zip folder’s name is the DMR identification. (The contents are generically named) “dmrSubmission.pdf” = COR All attachments are in the folder

4/13/2017 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”

4/13/2017 Status: Completed Data arrival, status Completed DMRs should convert to “Completed” within 12hr If not, call for help! (303) Corrected DMRs will have 2 or more CORs

4/13/2017 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

4/13/2017 Resources Getting Started hyperlink Click link or copy and paste to browser address bar then click “Getting Started” at top of page NetDMR Users Guide Click link or copy and paste to browser address bar EPA’s training materials Click link or copy and paste to browser address bar CDPHE Contacts us at: Or call us at: (303)

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* (*for later )
Find this webpage when you are ready to start using Production NetDMR (*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

NetDMR Permittee Training Program Water Quality Control Division

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