United States Environmental Protection Agency

Transcription

1 United States Environmental Protection Agency Discharge Monitoring and Reporting Quality Assurance (DMR-QA) ERA s edata Entry Guide

2 Table of Contents *Click the underlined text to jump to that page. Part 1 Introduction 2 Page Part 2 Login - Permittees and Contract Laboratories A. edata Login 2 B. Welcome to edata Enrolled Studies 3 C. Attestation Statement 4 Part 3 Data Entry Process - Permittees and Contract Laboratories A. Step 1 - Mailing Address 5 B. Step 2 - Agencies and 3 rd Parties 6 C. Step 3 - Enter Data 7-9 Part 4 Release Data In-House Laboratories (Permittees) A. Release Data to your Permit 10 Part 5 Release Data Contract Laboratories A. Step 5 NPDES Permittee Reporting Part 6 DMR-QA 32 Permittee Reporting Process A. Permittees 17 B. Contract Laboratories 17 Part 7 Permittee Checklist In-House Laboratories (Permittees) A. Generating Checklist Process Part 8 Permittee Checklist Contract Laboratories A. Generating Checklist Process Page 2

3 Part 1 - Introduction edata DMR-QA Data Entry Guide Welcome to ERA s edata DMR-QA data entry guide booklet! In this booklet we will take you step by step through the data entry process and the generation of your permittee reporting package for submittal to your DMR-QA coordinator. Regardless of whether you are using a WatR Pollution study for your DMR-QA or the DMR-QA study itself the steps displayed here will be similar. Part 2 - Log-in Below is the edata login screen. Type in your ERA Customer Number or NPDES Permit Number and edata password. If you do not have a password, the data system can generate one for you by clicking on the Create/Reset ERA Password. Click here if you do not remember your password or you need a new one. Enter your Customer Number and edata password here to access the edata site. Click Login to enter the site. Page 2

4 Part 2 - Your Enrolled Studies This is the edata landing page where your open studies will be listed. Simply choose the study for which you wish to enter data and click on Step 1 to start the process. Begin your data entry process by clicking on Step 1. Each step will guide you through what is required. Page 3

5 Part 2 - Attestation Statement This screen contains the Attestation Statement. The Attestation Statement signifies your electronic signature and that you attest that the data meets the requirements listed in the attestation statement. Please read this prior to accepting. Page 4

6 Part 3 - Entering Your Mailing Address Information Click on Step 1. In this screen you will select or enter the person who is to receive the final report for this study. The information will be defaulted from previous studies or information ERA has obtained to set up your account, however, if any of this information is incorrect please make the necessary corrections. 1) Select or enter the name of the person who is to receive this study s report. 2) Please enter a valid address to receive a data entry confirmation from ERA. 5) Select or enter your Mailing Address. Be sure to enter the PO Box number if that is where you receive mail! 3) Be sure you have your EPA ID entered. Contact Charles Feldman with EPA at if you do not know yours. 6) If you are an In-House lab, please verify or enter your NPDES Permit Number. 4) Report delivery preference: Hard Copy Mailed PDF As attachment. 7) Select or enter your Physical Address. 8) When you have completed this section click Save & Continue. Page 5

7 Part 3 Agencies and 3 rd Parties On to Step 2! Once you click Save & Continue in Step 1 you will be taken to the Agencies & 3 rd Party section. If you are a permittee, ERA will automatically send a final report including all results that have been released to your permit to your DMRQA coordinator. If you do not wish to have a copy of your report sent to any agencies, other than your DMR- QA Coordinator, click on Reporting to DMR-QA Coordinator Only. For the DMR-QA study, this screen will only list the agencies that accept the DMR-QA study for Wastewater or WP accreditation. A 3 rd Party is a person or other regulatory agency to receive a copy of your report. Please read this message before moving on to the next step! When you have completed this section click on Save & Continue or Reporting to DMRQA Coordinator only. You will still need to release your results in Step 3. Page 6

8 Part 3 - Entering your Data Now Step 3: Click on the name of the standard to begin data entry for that standard. To enter data click on the standard name. Page 7

9 Part 3 - Entering your Data Continued Step 3: Now it is time to enter some data! The required fields for this screen are the Analysis Date, Method Description and Data Point. If you do not enter data into these fields you will be warned with an error message prior to being allowed to proceed. The Prep Description and Clean-up Description are optional fields and typically do not apply to DMR- QA standard analytical procedures. 1) Select your analysis date from the calendar. 3) Select the revision or edition that is referenced in your SOP. Prep & Cleanup Method are optional and do not need to be filled out. 2) Click on the drop down to select your method. If your method is not listed you can search with the magnifying glass or type your method description into the box. Analyst Name is an optional field but does show on the final report. Click on the blue bar to expand this section. 4) Enter your analytical result into this box. Remember to report to 3 significant figures for chemistry parameters. 5) When you have completed this section click on Save. Page 8

10 Part 3 - Entering your Data continued! Review Your Data Entry This is the Method Summary screen which allows you to view the data that you have entered for a given set of data. Use this screen to review your data entry prior to moving to the next standard. From this screen you can click Return to Data Entry to make changes or Return to List of Standards to enter data for other standards. After you have finished entering data for all standards, print your Study Summary for your records. You can click on either the Return to List of Standards to enter data for another standard or Return to Data Entry if a correction is needed. Note: Contract labs may skip to page 11. Click here Page 9

11 Part 4 Releasing Data for Permittees Finished with Data Entry? Yes! The Next Step is for In-House Laboratories: Once you have completed your data entry, the next step is to release the data to your permit or permittees. In-House Laboratories: If you are an in-house laboratory a Release Data to your Permit button has been added to help you with reporting your DMR-QA data. All you have to do is click on the Release Data to your Permit button and all of your DMR-QA related data will be linked to your permit for reporting to your coordinator. Step 5 will be automatically completed for you. Click the Release Data to your Permit button only after all data has been entered. Note: Step 4 allows you to customize the final report to an agency that you have selected in Step 2. All of the data is by default selected to be sent, no action is necessary unless you wish to customize your reporting to an agency. Typically, laboratories do not need to use this step. Click here to link all of your DMR-QA related data for reporting to your coordinator. Note: If you have additional permits, please go to page 12 to continue. here Click In-House Laboratories may now skip to page 17. Click here. Page 10

12 Part 5 Releasing Data for Contract Laboratories Finished with Data Entry? Yes! The Next Step is for laboratories acting as contract labs: Once you have completed your data entry, the next step is to release the data to your permittees. Contract Laboratories: Note: Step 4 allows you to customize the final report to an agency that you may have selected in Step 2. All of the data is by default selected to be sent. No action is necessary unless you wish to customize what you are reporting to the agency. Typically, laboratories do not need to use this step. You will be able to select analytes for each permit in Step 5. Click on Step 5 to Release your data to your permittees. Page 11

13 Part 5 Releasing Data for Contract Laboratories continued! Step 5: Contract Laboratories NPDES Permittee Reporting In this screen you will manage the data and the list of permittees that have access to your data. Many contract and in-house laboratories will already have a list of permittees populated from the previous DMR-QA study. We will begin with adding permittees to your list. 1) If the permit number is not in the list, click on the magnifying glass icon to open the Permit Locator. 2) Enter permittee information into one or more of these fields to search for a permittee and then click on Search. Keep in mind that the search will try to match all information entered so less is best for this search! Page 12

14 Part 5 Releasing Data for Contract Laboratories continued! Step 5: Contract Laboratories NPDES Permittee Reporting Continued Once your permittee is found in the database you can add it to your list. If you cannot find your permittee then call ERA at so we can add it to our database! 1) Click in the box next to the permittee you want to add. 2) Click on Add Permittee. 3) Permittee - If the information ERA has for the permit is incorrect please contact ERA. Contract Labs Please have the permittee contact ERA to make corrections. Note: A permit will be listed twice if the mailing address is different from the physical address. It doesn t matter which one you select Page 13

15 Part 5 Releasing Data for Contract Laboratories continued! Step 5: Contract Laboratories NPDES Permittee Reporting Continued Now that you have added your permittees, it is time to select and release the data that is going to be reported on your permittees reporting check list. 1) Click on the name of the permittee to view available analytes. 2) Click in the box next to the analyte(s) that you want to select for this permittee. Or use Select All at the top of the list. 3) Click on Save. You have now selected analyte(s) for this permittee. Page 14

16 Part 5 Releasing Data for Contract Laboratories continued! Step 5: Contract Laboratories NPDES Permittee Reporting Continued Note that the status of the permittee will change from the red asterisk to an orange S once the analytes have been selected and saved. With the analytes selected you can now release the data to your permittee. This will allow the permittee to have access to your data via ERA s edata web site. 1) Click in the box next to the permittee(s) to which you want to release data. You can release results for multiple permits at one time. 2) Click on Release Permittee(s) to release data to the selected permittee(s). The following message box should be displayed. Page 15

17 3) Click OK to Part 5 Releasing Data for Contract Laboratories continued! release data to your permittee(s). Step 5: Contract Laboratories NPDES Permittee Reporting Continued Please note that the status has changed from an orange S to a yellow R, signifying that the data has been released to the permittee(s). If you are a contract laboratory you would repeat the process for each of your permittees. Once your permittees have data released, you should contact those permittee(s) and let them know that the data you have released to them is available on their ERA edata web page for verification. This will complete Step 5, NPDES Permittee Reporting. Note: The status has changed from an orange S to yellow R. Page 16

18 Part 6 DMR-QA 32 Permittee Reporting Process Permittees Permittees are no longer required to send the ungraded results to their coordinators. The permittees are required to submit to their coordinators EPA Form Rev (pages 14 and 15 of the announcement letter.) Also, for each laboratory they routinely use for analyses of chemistry/microbiology and whole effluent toxicity (WET) results, the permittees, using the laboratory graded results, are required to fill out the Analyte Checklists, indicating which analytes were reported by the laboratory and the evaluation the laboratory received for the analysis. These checklists are found on pages 16 and 17 of the announcement letter. ERA will send copies of these forms with your final report that will include all the results that have been released to your permit. Contract Laboratories Contract labs are no longer required to send to the permittee a copy of the final graded report if the PT Provider sends copies of the laboratory s graded results to the permittee and state coordinator. ERA provides this service as long as the Contract Laboratory has released their data to the permittee prior to the final reports being issued for any one of the qualified WP studies or the completion of the DMR-QA study. If a Contract Laboratory releases data to a permittee after the graded reports have been issued, the lab will be required to send the final graded report to your permittee(s). ERA allows contract labs to generate the Analyte Checklists with their evaluations for their permittees using edata Step 5 after the close of the study and when all reported results have been scored. An will be sent when this reporting step can begin. Permittees can now proceed to page 18 (Click here to jump to this page) Contract Laboratories can proceed to page 21 (Click here to jump to this page) for the Permittee Checklist Generation instructions. Page 17

19 Part 7 Permittee Checklist for Permittees Permittees Final Step: Generating Permittee Checklist In-House Laboratories: Step 1: You can generate your checklist when you receive an notification from ERA or a final report from ERA or your Contract Lab. You may also be contacted directly by your contract lab when this process can begin. Log into edata and click on the Run Coordinator Report tab to begin the Permittee Checklist generation process. Click Run Coordinator Report Page 18

20 Part 7 Generating Permittee Checklist continued! In-House Laboratories: Step 2: Permittees, you will be asked to update your Permittee information, Click on Continue if no edits were made or Save to save any corrections. 1) Edits can be made directly to the Company Name and Address by typing the changes in each box that applies. 2) Click Add New or Edit to make changes to the contact person. This contact should be the permit Certifying Official. 3) Click Save or Continue to proceed. Page 19

21 Part 7 Generating Permittee Checklist Continued In-House Laboratories: Step 3: Click the Generate Report button to create your Permittee Data Package. The report will include your USEPA Permittee Data Reporting Forms and an Analyte Checklist for each lab listed in the table of laboratories that are at a Submitted status. 1) Click Review Analytes to verify that the intended data has been selected to be reported for your permit. If data is missing or at a Not Available status, you must contact the lab directly. 3) Click Print Coordinator Forms for the Permittee Data Package. 2) You can remove a study from your list by clicking delete Print and sign the forms and mail them to your state coordinator by the August 24, 2012 deadline. Congratulations! The reporting for DMR-QA 32 has been completed. Page 20

22 Part 8 Permittee Checklist for Contract Laboratories Contract Labs Final Step: Generating Permittee Check List Contract Laboratories: Once you have received an notification or a final report from ERA, login to edata, click the Closed Study tab on the left and return to Step 5 NPDES Permittee Reporting. Click in the box under Select for the permittees for which you wish to generate reports and then click on the Permittee Reports button. The Generic Report will contain all of the lab s data that can be used for DMR-QA. Note: ERA will send each permittee a final report that will include results and checklists for all results that were released to the permit before the closing date of the DMRQA study. 1) Click in the box under Select for each permittee for which you wish to generate a check list. Note: Once the study closes, you can add and release additional data to a permittee, but you cannot remove previously released data from a permittee. Page 21

23 Part 8 Permittee Checklist for Contract Laboratories continued! Contract Laboratories: The Checklists are generated as seen below: Print and forward the Checklist to all of your selected permittees by the August 10, 2012 deadline. Congratulations! The reporting for DMR-QA 32 has been completed. Page 22