MPMA Compliance Training

Transcription

1 Introduction This is a training manual for the MPMA Compliance management system. This manual will be updated from time to time, and you will be able to access the most current manual online on the "System Training" link on the main top menu. Using this System This system is intended to help you maintain compliance with the MPCA UST rules. However, it is not a replacement to the record keeping required by the MPCA. You still need to maintain records outside of this system. For questions about this record keeping and your system, please refer to your Class A or Class B person if you are not that person yourself. Accessing the System The MPMA compliance system can be accessed at: You will have received a username and password either from the MPMA as an administrator for your organization, or you will have received a username and password from the administrator if you have been registered as a manager. Please enter the username and password on the compliance system home page to access the system. If you have problems accessing the system, please the MPMA using the "Contact Us" form on the website. Page: 1

2 System Overview First, we will do a broad overview of the components which make up this system. First this system is provided to help in managing your compliance activities, however, it is not a replacement for the paper records you are required to keep for the MPCA. Facilities You are given the ability to create facilities which require UST compliance activities. A facility is a physical location at which dispensing from a UST occurs. Facility Equipment Each facility has equipment in the form of tank system and dispensers which are relevant to this system. You will be required to setup your tank systems and dispensers for each facility before compliance data can be entered. When setting up your tanks systems and dispensers, you will be required to know the testing and inspections which that particular facility is using. Please refer to your CLASS A or CLASS B tested personal for support in setting your equipment up properly in the system. Dispensers A dispenser in this system refers to the whole physical dispenser not the fueling points. When naming your dispenser, it is common to name it "1-2" to indicate the 2 fueling points on the dispenser. Facility Managers Facility managers can setup equipment and enter data about compliance activities at a location. They are also alerted when compliance data entry for compliance events are overdue or coming due. The company administrator, who signed up to manage this process for their facilities, is by default a manager of all facilities. The administrator can add managers to facilities who can then in turn add equipment, enter compliance data, and receive alerts from the system. Compliance Data Entry Once a facility is setup with equipment, compliance data can begin being entered into the system. The first step in this process is to enter the last passing inspection data for each compliance activity. This will trigger the system to schedule future compliance activities. Depending on the compliance activity, different data will be collected. Alerting This system is setup to alert administrators and managers about overdue and upcoming compliance data entry activities. Support If you run into an issue or have a question about the compliance system, then please contact the MPMA for support. Page: 2

3 Getting Started When you first enter the compliance tracking system, you will arrive at the "Facility Management" screen. This is the screen which you enter your physical facility locations which require UST compliance. 1. The first step will be to add your facilities. This is done by clicking the "Add Facilities" Button. 2. After adding a facility, you should see this facility appear in the list. Page: 3

4 Adding Facilities After clicking the "Add New Facility" button, you will be prompted to enter a facility name, address and city of the facility. The facility name is something that will easily allow you and facility managers to identify the facility which you might be alerted about or which is displayed in the system. Page: 4

5 Managing a Facility After creating a facility, you will see the facility listed as part of the UST program. You can click on the name of the facility or the "View Details and Enter Data" link in the "Actions" column next to any facility you add to arrive at the facility detail page. The facility detail page is how you can manage equipment, view compliance alerts, or add managers. You can also delete facilities through this screen, but understand that this facility cannot be accessed through the system after it is deleted. Please call the MPMA if you accidentally delete a facility. Page: 5

6 Facility Management Each facility is managed on its own page. When you arrive at a facilities page for the first time, your steps will be to: 1. Setup the equipment located at that facility 2. Setup any additional managers beyond yourself. Equipment setup is broken out by two different areas: 1. Tank Systems which includes the piping system associated with the tank. a. You will need to setup each tank system at your facility i. eg Unleaded, Mid-Grade, Premium, Diesel etc b. Click the "Add Tank/Piping System" button to add a tank system. 2. Dispensers a. You will setup all your dispensers in one step. b. Click "Add Dispensers" Button to add your dispensers at this location. After equipment is setup, you can use the "Data Entry" button to enter your last passing compliance data for each compliance activity associated with your Tank system or Dispensers. Page: 6

7 Adding a Tank System The process of adding a tank system walks you through a number of steps to collect information about your tank and your piping system. The attributes of you tank and piping system will determine what compliance data you need to enter into the system. As you complete this process, if you are unclear as to the specifics of your system, then please stop and find this information out before submitting the tank. If you are unsure of your UST and dispenser equipment and compliance, please ask your class A or B person from your organization. To complete this process, enter the information into each section and "Continue" until you "Submit" the final details about the tank system. You will need to walk through this process for each tank at your location eg. Unleaded, Diesel, Premium, E-85 etc. After entering a tank system, you will return to the page which manages this facility. You will see the tank system you just entered. And you can continuing entering tanks or your dispensers or enter your compliance data. You can also a copy a tank to mimic a similar tank. See the copy section on the next page. Copying a Tank If you have tanks which are very similar in their structure and compliance methods, you can copy a tank to start with the same settings as another tank in the setup process. Press the "Copy" link next to the tank you wish to copy. This will start the process of creating a new tank. Page: 7

8 Adding Dispensers system is a whole dispensing A dispenser, as we refer to it, in this unit which may provide pumping service for multiple products and on two sides of the island. Adding dispensers is a two step process. 1. First, you select the number of dispensers at your location and press "Continue" 2. Second, you enter the attributes of the dispensers. By default this system names your dispensers using the common numbering system of "1-2" for pump 1 and 2 or "3-4" for pump 3 and 4. If you only have 1 fueling point or wish to name these differently, you can edit the dispenser name. a. We also ask about the fire valves, if you have a liquid tight sump, and if a sump sensor is installed. If you are unclear about your specific setup, then please review before continuing with the process. Page: 8

9 Editing a Tank System You can edit a tank system after creating it if you made an error during creation or if you change your tank system or compliance methods. If you have replaced the tank or considerably changed the UST, then we suggest creating a new tank system. To edit a tank, use the "Edit" link in the "Action" column of the corresponding tank row. Editing a tank is similar to creating a tank. Walk through all the steps, and then make sure to press the Submit button to ensure it is saved. Page: 9

10 Ready to Enter Data After entering your tank system(s) and dispensers, you will see them listing on the equipment page of your facilities management page. You can view the details or start entering compliance data. Prior to entering data, if you have facility managers this is a good time to create them in the system now by clicking the "Facility Managers" tab. Page: 10

11 Create Facility Managers Again by default, the person who owns the MPMA compliance account and administrates it will be listed as a facility manager. However, you can add additional facility managers. You can do so by clicking the "Add Facility Manager" button. This will bring up a "Add Manager" entry page. On this page, you can either select a manager you have set for another facility you own or you can select "Create New Manager" to enter this managers information. Since we will be communicating alerts to this manager, you will want to make sure that the correct is entered. In the future, we may add text messaging alerts so adding a cell phone number and carrier will facilitate this process. You can add as many managers as you wish to a facility. After adding a manager, they will receive an with their username and password to access the system. Please alert them that this is coming. Page: 11

12 Entering Compliance Data The data entry screen is setup so that there is a tab for each tank system and the dispensers at your facility. For each system, you can view the compliance activities which are required based on your system attributes. The first step is to enter your last completed test/inspection information for each compliance activity. These are denoted with an "Open" in the Due Date column. If you have already entered your last compliance activity, then you will see the next due date, the date of last compliance, and associated result. To enter data for a compliance activity, click the "Record Data" link. Page: 12

13 Data Entry Continued Depending on the type of compliance, different types of information will be collected when you click the "Record" link. Please enter the required information for your test and who completed or verified the results. You can add notes with any compliance item as needed. This information will be stored for historical lookup in the future by you. After entering compliance data, your next due date will be registered in the system. You will receive reminders through our alerts system about overdue and upcoming registrations. If you incorrectly, entered data about a tank compliance activity, you can use the history option shown on the next page to mark an entry invalid. Page: 13

14 Scheduled Activity As annual, 3 year, and 5 year testing is approaching, you can indicated that an compliance test has been scheduled. This will help facilitate communication in your organization so that when others managers/users see an alert about an upcoming compliance, they will know that it is scheduled. On the data entry screen, click the scheduled link and enter the date (or approximate date) of the schedule test. After entering a scheduled date, you will see this scheduled date appear in viewing alerts in the system or s. Page: 14

15 Compliance History To view past history for particular compliance item, you can click the history link on the data entry screen. This will bring you the history screen which is shown below. Page: 15

16 Alerts Alerts are handled through the system in a couple different ways. 1. The first way alerts are handled are through visibility on the facility management screen. There is an "Alerts" tab which will show the due date of any overdue, upcoming, or yet to be setup compliance items. This can be used to monitor you facilities as an manager, owner, or administrator. On this screen, you can click the "Alert Managers" link to send notification to your managers about an overdue item for instance. This will be an indication that they need to enter the data or complete the compliance activity. 2. alerts will go out periodically with warnings or notices. s will go out t Page: 16

17 Alert Alert s will be sent to facilities managers warning tem of overdue data entry requirements. They will also be notified in the of upcoming or open compliance items. Page: 17