egov and ENV-ITE Walkthrough

Transcription

1 egov and ENV-ITE Walkthrough

2 Table of Contents Introdution Page 3 egov Page 4 ENV-ITE Page 5 Introduction Page 5 ENV-ITE Log-in Page 5 User Profile Page 5 Varification Page 5 Adding/Checking Address and Phone Number Page 7 Access Request Page 7 ENV-ITE Roles and Permissions Page 10 Table1: ENV-ITE Roles and Permissions Page 10 Pin Mangement/Security Questions Page 10 Downloading the Affidavit Page 12 Final Approval Page 13 Resetting the Pin Number and Security Questions Page 14 Appendices Page 15 Appendix A: Frequently Asked Questions Page 15 Appendix B: Important Websites Page 19 Appendix C: Instructions on how to fill out the Affidavit Page 20 Appendix D: Signatory Requirements Page 21 Water Quality Division Page 21 Land Quality Division Page 22 Air Quality Division Page 22 egov and ENV-ITE Walkthrough Version 1.22 Last Updated 6/2/ Wyoming Department of Environmental Quality Page 2 of 22

3 Introduction In order to be compliant with the Environmental Protection Agency s (EPA) Cross-Media Electronic Reporting Rule (CROMEER) requirements, the Wyoming Department of Environmental Quality (WDEQ) had to design a new application log-in and reporting method. This new method will change how users of WDEQ applications such as the Electronic Discharge Monitoring Report (edmr) system, Mining Information Database System (MIDAS), and Inventory, Monitoring, Permitting, and Compliance Tracking (IMPACT) system access these applications and report/submit data to WDEQ. To obtain access to WDEQ applications the user has to create an account for the State of Wyoming Online System (egov) and an account for Environmental IT Environmental (ENV-ITE) system. The egov account is needed because ENV-ITE uses the egov username and password. Following are a brief explanition on how to create an egov account and a detailed walktrough on how to create an ENV-ITE account, how to fill out the affidavit and a frequently asked questions section. A copy of this walkthrough can found on the web at and This space was intentionally left blank. Page 3 of 22

4 egov The State of Wyoming Online System (egov) can be accesed by going to: If you do not have an egov account click on New Profile to set one up. If you already have an egov account you can skip this step and log into ENV-ITE (see page 5). In addition to your address, the only information that needs to be provided is marked Required. Please DO NOT provide your Social Security Number (SSN). WDEQ does not need your SSN. All other information such as address and phone needs to be provided during the setup process of the ENV-ITE account. Page 4 of 22

5 ENV-ITE Introduction: The Environmental IT Environmental (ENV-ITE) system was created by the WDEQ to provide external users of WDEQ applications access to and use of multiple applications with one username and password. This was also done to standardize the application process. ENV-ITE Log-in: After creating the egov account or using your existing egov credentials, ENV-ITE can be accessed by going to: On the ENV-ITE login page, read the Attestation Warning, check the box acknowledging that the warning was read, and sign in using the egov username and password. User Profile: Verification: Upon the initial login, a message requesting that the user provide additional information in order to complete your profile is displayed. Once the additional information is provided, the message will not show up again. The additional information includes verification, and adding a valid address and a phone number. This is done by going to the user profile. This space was intentionally left blank. Page 5 of 22

6 On the User Profile page you can update your name, add a prefix and title, and change and validate your address. Your address needs to be validated when you first log into ENV-ITE and every time the address is changed. The initial validation will be automatically sent to the address provided in egov upon the first login into ENV-ITE. In order to validate your address, click on the link provided in the . If you do not get the initial validation , you can check and if necessary update your address by go to the User Profile. You can also have the validation resent by clicking on the Resend Validation button. Page 6 of 22

7 Adding/Checking Address and Phone Number: Once the address is verified, a valid address and phone number needs to be provided. If available, ENV-ITE will pull in your address and phone number from egov. The address and phone number should be checked to make sure it is your business address and phone number and not your personal information. Access Request: The next step is to request access to the WDEQ application(s) that you want to use. Currently, access can be requested for edmr, IMPACT, and/or MIDAS. The WDEQ is planning to add additional applications to ENV-ITE when they become available. Access can be requested to more than one WDEQ application and for multiple organizations and ENV-ITE roles within each application. An affidavit needs to be submitted for each ENV-ITE role and organization access request. This space was intentionally left blank. Page 7 of 22

8 You cannot request access to any WDEQ applications if you have not verified your address, and provided an address and phone number. After the required information is provided, the Request New Access button will be available. Click on the Request New Access button to get to the next screen. This space was intentionally left blank. Page 8 of 22

9 On the Request Access page, you can pick the WDEQ application(s) you want to have access to, the organization(s) you represent, and the ENV-ITE role. Currently, edmr, IMPACT, and MIDAS are the only available applications in ENV-ITE. Others will be added later as they become available. This space was intentionally left blank. Page 9 of 22

10 ENV-ITE Roles and Permissions: The ENV-ITE roles are esign, Edit, and Trusted Partner. See Table 1 for details on the ENV-ITE roles and permissions. Table 1: ENV-ITE Roles and Permissions Role Permissions Requires Pin # and Security Questions esign Enter and/or edit data and permit applications, sign and submit data and permits based on the selected WDEQ Yes application Edit Enter and/or edit data and permit applications No Trusted Partner View data and permit applications No Once the application, organization, and role are selected and the selection is saved, you will automatically be sent to the next screen where you can check the status of the access request, download the unsigned affidavit, and if you selected the esign role set up the pin and security questions. esign roles need to setup the pin and security questions before the Access Request can be submitted to the WDEQ for approval. Pin Management/Security Questions (only applies to esign accounts): The pin number and security questions are a prerequisite to signing and submitting data and permit applications to the WDEQ. The instructions on how to set up your pin and your security questions can be found on the respective screens. The password that needs to be provided on the PIN Management page is your ENVITE password. Page 10 of 22

11 If for some reason the pin number and/or security question setup has not been completed you can return to the setup by clicking on Access Request on the left of the screen and edit your existing account(s) by clicking on the pencil icon in the Edit column. Please be aware that your application cannot be processed until the pin number and security questions have been setup. Page 11 of 22

12 Downloading the Affidavit: Once the pin and the security questions are set up, the unsigned affidavit needs to be downloaded, completed and mailed to the WDEQ. Instructions on how to fill out the affidavit can be found in the appendix along with a sample affidavit. Depending on the ENV-ITE role you selected to sign up for, you will get a different affidavit. Only the affidavit for the ENV-ITE role esign needs to be notarized. The ENV-ITE roles edit and trusted partner affidavits do not need to be notarized. Affidavits can differ between the different WDEQ applications. See Appendix C for instructions on how to fill out the affidavit and Appendix D for signatory requirements. This space was intentionally left blank. Page 12 of 22

13 After downloading the affidavit, click on the submit button and the access request will be sent to the WDEQ for approval. Final Approval: Upon receiving the completed and notarized affidavit, WDEQ staff will complete the approval process, request additional information, or deny the access request. At each stage of the approval process, an will be sent to the applicant to provide an update of the application process. The approval process may differ based on the WDEQ application you have requested access to. The status of the application process can also be checked by going to the Access Request screen. Page 13 of 22

14 Resetting the Pin Number and/or Security Questions: Should you accidentally misplace your pin number and/or security questions or you cannot remember them log into ENV-ITE and go to PIN Management to reset your pin number or to Security Questions to reset the security questions. Page 14 of 22

15 Appendices Appendix A: Frequently Asked Questions 1. What is egov and ENV-ITE? 2. Why do I need an egov account to log into ENV-ITE? 3. Which WDEQ applications are currently accessible through ENV-ITE? 4. Whom do I contact with questions? 5. What are the different ENV-ITE roles? 6. Can my access permissions to a WDEQ application expire? 7. I am in the process of requesting access for a WDEQ application but I cannot find the organization(s) that I work for? 8. What organization should I pick if I work as a consultant for one or more organizations? 9. I am setting up the PIN number but it does not validate because of a repeating character error even if the PIN number does not contain a repeating character. What should I do? 10. What password should I use when setting up the PIN number? 11. What should I do if I cannot access a WDEQ application for which I have permissions? 12. Can I share my username, password, pin and answers to the security questions with others so they could enter and/or submit data/permit applications on my behalf? 13. How do I know if my access request has been approved? 14. How do I fill out the affidavit? 15. I did not need an affidavit before to submit data/permits to the WDEQ. Why do I need one now? 16. Can I submit the affidavit via fax or ? 17. What should I do if I no longer work for the organization/government entity or have a change in positions/responsibilities? 18. I cannot remember/misplaced my login, password, pin number, and/or security questions. What should I do? 1. What is egov and ENV-ITE? egov is the State of Wyoming Online System, which is used for creating a username and password to gain access to ENV-ITE, and applying for State of Wyoming jobs. ENV-ITE is the Environmental IT Environmental system, which is the main application to gain permissions to use WDEQ applications. 2. Why do I need an egov account to log into ENV-ITE? The egov account is needed because ENV-ITE uses the egov username and password for authentication. 3. Which WDEQ applications are currently accessible through ENV-ITE? Currently edmr (Water Quality), IMPACT (Air Quality), and MIDAS (Land Quality) are accessible through ENV-ITE. Page 15 of 22

16 4. Whom do I contact with questions? If you have, questions please contact the application administrators: edmr Application Administrator: Kevin Campbell kevin.campbell@wyo.gov; IMPACT Application Administrator: Zachary Mangin Zachary.mangin@wyo.gov; MIDAS Application Administrator: Carol Bilbrough carol.bilbrough@wyo.gov; What are the different ENV-ITE roles? ENV-ITE Roles and Permissions Role Permissions Requires Pin # and Security Questions esign Enter and/or edit data and permit applications, sign and submit data and permits based on the selected WDEQ Yes application Edit Enter and/or edit data and permit applications No Trusted Partner View data and permit applications No It is suggested that two (2) users within an organization or government entity have the esign role. 6. Can my access permissions to a WDEQ application expire? Yes, access permissions to WDEQ applications can expire if the application has not been used for 13 months. If access is needed after it expires, the user has to re-request permissions to use a WDEQ application. This includes submitting a new affidavit. 7. I am in the process of requesting access for a WDEQ application but I cannot find the organization(s) that I work for? Please contact the Application Administrator so the missing organization(s) can be added to ENV-ITE (see question 4 for contact information). 8. What organization should I pick if I work as a consultant for one or more organizations? Always select the organization(s) that owns the permit(s). 9. I am setting up the PIN number but it does not validate because of a repeating character error even if the PIN number does not contain a repeating character. What should I do? If you experience this problem try using a different computer first and if that does not fix the problem please contact the Application Administrator (see question 4 for contact information). This space was intentionally left blank. Page 16 of 22

17 10. What password should I use when setting up the PIN number? Please use the password that is connected with your ENV-ITE account. No new password needs to be created. 11. What should I do if I cannot access a WDEQ application for which I have permissions? Please contact the Application Administrator if that should happen (see question 4 for contact information). 12. Can I share my username, password, pin and answers to the security questions with others so they could enter and/or submit data/permit applications on my behalf? NO! Sharing your username, password, pin, and answers to the security questions is a violation of state and federal laws and you may be criminally liable for doing so. Sharing this information with others would give them access to personal information that could be used for fraudulent purposes. Your username, password, pin, and answers to the security questions should be safeguarded the same way you would safeguard information to your bank account or credit card. 13. How do I know if my access request has been approved? You can check the status of the access request by logging into ENV-ITE, clicking on Access Request and checking the Workflow History at the bottom of the page. You will also receive s at every stage of the approval process. 14. How do I fill out the affidavit? Please check Appendix C: Instructions on how to fill out the affidavit for instructions. 15. I did not need affidavit before to submit data/permits to the WDEQ. Why do I need one now? The affidavit is needed to verify that you have been authorized to sign and submit legally binding documents on behalf of an organization or government entity. This is also part of EPA s CROMEER requirements. 16. Can I submit the affidavit via fax or ? No. The affidavit must be mailed to WDEQ, as we require the original to process the access request. Mail the affidavit to: Wyoming Department of Environmental Quality ENVITE 122 West 25 th Street Herschler Building, 4 th Floor West Cheyenne, WY Page 17 of 22

18 17. What should I do if I no longer work for the organization/government entity or have a change in positions/responsibilities? Please notify the application administrator of any changes to your employment and responsibilities within 5 days. 18. I cannot remember/misplaced my login, password, pin number, and/or security questions. What should I do? The password can be reset by going to the egov website ( and click on the Forget Password? button on the top left side of the website. If you cannot remember your login, you can reset that as well on the egov website. The pin number and security questions can be reset by logging into ENVITE and clicking on PIN Management to reset your pin number or Security Questions to reset the security questions. This space was intentionally left blank. Page 18 of 22

19 Appendix B: Important Websites: egov: ENV-ITE: Water Quality Division: DMR Information Website: ENV-ITE Information Site: edmr 2.2: Land Quality Division: MIDAS: Air Quality Division: IMPACT: This space was intentionally left blank. Page 19 of 22

20 Appendix C: Instructions on how to fill out the affidavit: The affidavit is a legally binding document authorizing the applicant to sign and submit data and permit applications on behalf of an organization. The affidavit may differ depending on the WDEQ application access requested, and the ENV-ITE role selected. Please print or type. Submission of illegible materials will result in return of the affidavit to the applicant. All pages must be completed and returned or the affidavit will not be processed and will be returned to the applicant. Depending on the ENV-ITE role you requested, the affidavit may have up to three (3) pages. The ORIGINAL completed affidavit must be mailed to the WDEQ. Fax or is not acceptable. The applicant should retain a copy of the completed affidavit for his or her records. ALL esign ENV-ITE role affidavits MUST be notarized. Page 1: The applicant completes this page. The first and last name and the name of the company are prepopulated. STATE OF and COUNTY OF refer to the State and County where the affidavit is notarized. This page is signed by the applicant and may need to be notarized. Page 2: Company/government owners/representatives who are authorizing ENV-ITE users to sign on behalf of the company/government complete this page. Authorized Program, Name, Title (if available), Employed by/working on behalf of will be filled in automatically with the information provided in ENV-ITE. Address, Phone Number, and should be of the person who signs up to use ENV- ITE. The company/government representatives who are authorizing the applicant to sign and submit permit applications and data on behalf of the company / government entity and may need to be notarized sign this page. The number of signatures and notarizations depends on the type of organization or government entity (see details on Page 2 and Appendix D). Page 3: This page is completed by company/government owners/representatives how are authorizing ENV-ITE users to sign on behalf of the company/government. The company/government representatives who are authorizing the applicant to sign and submit permit applications and data on behalf of the company / government entity and may need to be notarized sign this page. The number of signatures and notarizations depends on the type of organization or government entity (see details on Page 2 and Appendix D). The company/government owners/representatives how are signing page 3 MUST be different from the company/government owners/representatives how are signing page 2. Page 20 of 22

21 Appendix D: Signatory Requirements: The signature requirements may vary depending on the WDEQ application selected. Water Quality Division: WYPDES applications, which includes edmr, have to comply with 40 CFR Signatories to permit applications and reports (applicable to State programs, see ). (a) Applications. All permit applications shall be signed as follows: (1) For a corporation. By a responsible corporate officer. For the purpose of this section, a responsible corporate officer means: (i) A president, secretary, treasurer, or vice-president of the corporation in charge of a principal business function, or any other person who performs similar policy- or decision- making functions for the corporation, or (ii) the manager of one or more manufacturing, production, or operating facilities, provided, the manager is authorized to make management decisions which govern the operation of the regulated facility including having the explicit or implicit duty of making major capital investment recommendations, and initiating and directing other comprehensive measures to assure long term environmental compliance with environmental laws and regulations; the manager can ensure that the necessary systems are established or actions taken to gather complete and accurate information for permit application requirements; and where authority to sign documents has been assigned or delegated to the manager in accordance with corporate procedures. Note: EPA does not require specific assignments or delegations of authority to responsible corporate officers identified in (a)(1)(i). The Agency will presume that these responsible corporate officers have the requisite authority to sign permit applications unless the corporation has notified the Director to the contrary. Corporate procedures governing authority to sign permit applications may provide for assignment or delegation to applicable corporate positions under (a)(1)(ii) rather than to specific individuals. (2) For a partnership or sole proprietorship. By a general partner or the proprietor, respectively; or (3) For a municipality, State, Federal, or other public agency. By either a principal executive officer or ranking elected official. For purposes of this section, a principal executive officer of a Federal agency includes: (i) The chief executive officer of the agency, or (ii) a senior executive officer having responsibility for the overall operations of a principal geographic unit of the agency (e.g., Regional Administrators of EPA). This space was intentionally left blank. (b) All reports required by permits, and other information requested by the Director shall be signed by a person described in paragraph (a) of this section, or by a duly authorized representative of that person. A person is a duly authorized representative only if: Page 21 of 22

22 (1) The authorization is made in writing by a person described in paragraph (a) of this section; (2) The authorization specifies either an individual or a position having responsibility for the overall operation of the regulated facility or activity such as the position of plant manager, operator of a well or a well field, superintendent, position of equivalent responsibility, or an individual or position having overall responsibility for environmental matters for the company, (A duly authorized representative may thus be either a named individual or any individual occupying a named position.) and, (3) The written authorization is submitted to the Director. (c) Changes to authorization. If an authorization under paragraph (b) of this section is no longer accurate because a different individual or position has responsibility for the overall operation of the facility, a new authorization satisfying the requirements of paragraph (b) of this section must be submitted to the Director prior to or together with any reports, information, or applications to be signed by an authorized representative. (d) Certification. Any person signing a document under paragraph (a) or (b) of this section shall make the following certification: I certify under penalty of law that this document and all attachments were prepared under my direction or supervision in accordance with a system designed to assure that qualified personnel properly gather and evaluate the information submitted. Based on my inquiry of the person or persons who manage the system, or those persons directly responsible for gathering the information, the information submitted is, to the best of my knowledge and belief, true, accurate, and complete. I am aware that there are significant penalties for submitting false information, including the possibility of fine and imprisonment for knowing violations. (Clean Water Act (33 U.S.C et seq.), Safe Drinking Water Act (42 U.S.C. 300f et seq.), Clean Air Act (42 U.S.C et seq.), Resource Conservation and Recovery Act (42 U.S.C et seq.)) [48 FR 14153, Apr. 1, 1983, as amended at 48 FR 39619, Sept. 1, 1983; 49 FR 38047, Sept. 29, 1984; 50 FR 6941, Feb. 19, 1985; 55 FR 48063, Nov. 16, 1990; 65 FR 30907, May 15, 2000] Land Quality Division: For detailed signature requirements please contact the MIDAS Application Administrator: Carol Bilbrough carol.bilbrough@wyo.gov; Air Quality Division: For detailed signature requirements please contact the IMPACT Application Administrator: Zachary Mangin Zachary.mangin@wyo.gov; Page 22 of 22