USER MANUAL

Transcription

1 USER MANUAL Noncommunity Water Supply Program Noncommunity & Private Drinking Water Supplies Unit Environmental Health Section Office of Drinking Water & Municipal Assistance Division Michigan Department of Environmental Quality November 2012

2 TABLE OF CONTENTS 1 Introduction System Requirements Logging In Requesting Access Login Forgotten Password LogOff Navigation Menu WaterTrack Pages FIND SAVE CLEAR DELETE HELP Required Fields Menu Hyperlinks Calendar Date Entry Pick Lists Facility Basic Information Find Add Facility Modify Facility Delete Facility Address Maintenance FIND Address Address Types Default Address Add Address Modify Address Delete Address Verify Button Permit Capacity Development FIND Permit Capacity Application Tab Capacity Development Tab Final Tab...17 User Manual Page 2 of 70

3 6.3.5 Add New Permit Capacity Record Add New Source ID Modify Permit/Capacity Record Delete Permit/Capacity Record Sanitary Survey Well / Pump Add New Source ID Add New Sanitary Survey Date Add New Well / Pump Information Automation of Wellogic Records and Frequency Records Modify Well / Pump Information Delete Well / Pump Information Delete Sanitary Survey Date Delete Source ID Storage / Distribution Add New Storage / Distribution Information Add New Storage List Modify Storage List Delete Storage List Add New Cross Connection List Modify Cross Connection List Delete Cross Connection List Contaminant / Treatment Add New Contaminant / Treatment Information Add New Contaminant List Modify Contaminant List Delete Contaminant List Add New Treatment List Modify Treatment List Delete Treatment List Monitoring Set-Up Frequency Maintenance Monitoring Frequency-Current Add Previous Frequency Sample Siting Plan Sample Siting Record Modify Sample Siting Record Delete Sample Siting Record Monitoring Monitoring Violations Monitoring Violation Search Generate MR Violation...33 User Manual Page 3 of 70

4 9.1.3 Print Report Export Resultset Print Label MCL Violation Possible MCL Violation Search MOR Monitoring FIND Updating MOR Tracking Water Quality Validate Samples FIND Choose Samples for Validation Generate Valid Samples Validate Source ID FIND Modify Source ID Sample Data Entry Sample Data Entry Add Sample Information Modify Analyte Result Delete Analyte Multiple Entry FIND Entering Sample Data Detail SAVE Duplicate Sample Number Data Format WaterChem Search FIND Print Report - List Export ResultSet Violation Violation Maintenance FIND Violation Reports Violations Open Violations PN Violations Significant Noncompliers(SNCs) Print Report Export Report...55 User Manual Page 4 of 70

5 Print Label Reports Generate Reports Create File Reports Listing PDA WaterTrack Contacts Index Appendix A Appendix B Appendix C Appendix D...70 User Manual Page 5 of 70

6 1 Introduction WaterTrack ( is a web-based program. It is designed to keep track of a Noncommunity supply s monitoring requirements, water sampling results and operational reports. WaterTrack is also designed to monitor facilities and submit violations for those that do not submit required monthly operational reports or water quality samples. WaterTrack provides access to well construction data, operator certification information, lab data and invoice data. WaterTrack also has an optional field component where a PDA (personal digital assistant) can be used to collect sanitary survey information and synchronize data with the WaterTrack application. This manual was updated May User Manual Page 6 of 70

7 2 System Requirements Application Required: Internet Explorer 8.0 or similar internet browser Adobe Acrobat Reader Monitor Application Recommended: 17 Monitor PDA Requirements: Operating System: Pocket PC 2000 or greater Memory: 48/64 Flash/ROM Internet Connection Speed: Internet connection speed is very important. It can ultimately determine whether or not WaterTrack will operate efficiently. Computers with a slow internet connection may have difficulty loading the WaterTrack pages. The modem speed, Internet Service Provider (ISP) connection, and Phone Line all play a role in determining the overall internet connection speed. These 3 items should be evaluated if the user experiences problems running WaterTrack. High-speed internet access might be the only alternative for individuals with slow internet connection speeds in order to use WaterTrack efficiently. Computer Monitor Requirements Computer monitors smaller than 15 are not recommended for WaterTrack users. WaterTrack is best viewed with a resolution of 1024 by 768. This resolution removes the scroll bars from most of the WaterTrack pages, allowing for a much easier means of viewing and entering data. User Manual Page 7 of 70

8 3 Logging In 3.1 Requesting Access You may request access to WaterTrack by ing the support team at 3.2 Login Watertrack is accessed using a security module called AppGuard. This module will let you log-in to several MDEQ applications at the same time. To log-in, enter your userid (if you do not have one, see 3.1 Requesting Access), password and choose WaterTrack as your application. You may click Sign On, or press your enter key to initiate your Sign-On. 3.3 Forgotten Password If you forget your password, you may have your password reset by clicking the, Forgot Password? Click Here hyperlink. You will then enter your information and your password will be reset to the default password. 3.4 LogOff By clicking the logoff hyperlink on the left menu, the application will log-off and load the Login Page. User Manual Page 8 of 70

9 4 Navigation On WaterTrack home page you will find a links to WaterTrack News, WaterTrack User Manual, WaterTrack Links and Help. The home page is where update notices will be posted for WaterTrack users. 4.1 Menu WaterTrack has a left menu tree that guides you throughout the program. Each bold type Menu choice has a sub-menu below. If you click on the bold-face menu item, it will only load the sub-menu, not a page in the WaterTrack application. Facility Basic Information Address Maintenance Permit/Cap Development Sanitary Survey Well/Pump Storage/Distribution Contaminant/Treatment Monitoring Set-Up Frequency Maintenance Sampling Siting Plan Monitoring Monitoring Violations MCL Violations Operational Reports Water Quality Validate Sample Validate Source ID Data Entry Multiple Entry Search WaterChem Violations Violations Maintenance Violation Reports Reporting Reports PDA Transfer PDA Upload User Manual Page 9 of 70

10 PDA Download Administration (You may not see this if you do have administration permissions) Lookup Maintenance Generate Lookup Record Maintenance System Shutdown Federal Reporting Source Mapping User Maintenance Group Maintenance User Manual Page 10 of 70

11 5 WaterTrack Pages Each page of WaterTrack has several buttons that function the same way regardless of the screen you are viewing. Some screens might have two sets of buttons. In this case, the set of buttons at the bottom of the page are for the global record. The set of buttons further up the page are for list items. 5.1 FIND Clicking the FIND button on any page will load either a pop-up window or reload the screen with the result set of facilities based on the filtering criteria you choose (single criterion or multiple criteria). In most cases, typing a WSSN in the WSSN text box and clicking FIND will load that facility s information into the screen. There are several screens that have a wild-card search. This is indicated by a red percent sign (%) next to the field. You can then type as little or as much information in that field and click find. There is no need to type the percent sign in the text box. Your result set will be the facilities that matched your search criteria. 5.2 SAVE Clicking the SAVE button will save the record you are viewing either in the list view or the global record. If you have made changes to the facility information on the page, it will save that information (overwriting existing information. Clicking the SAVE button after completing the information for a new facility will save the record as displayed. 5.3 CLEAR Clicking the CLEAR button will clear that page of information, after you click OK to the confirmation pop-up window. 5.4 DELETE Clicking the DELETE button will delete the record you are viewing, after clicking OK on the confirmation pop-up window. 5.5 HELP Clicking the HELP button will load the help page for the screen you are viewing. 5.6 Required Fields Each page has required fields for SAVE of a record or for executing a FIND. These field are indicated by a red asterisk (*) next to each text/pick box. 5.7 Menu Hyperlinks Each page has hyperlinks located in the left menu tree and hyperlinks within the page. If there is a hyperlink located within the page, clicking the hyperlink will load the screen you have selected for the WSSN you are currently viewing. On the Basic Information Page, clicking the Monitoring Frequency hyperlink at the bottom of the screen, will load the monitoring frequencies for this WSSN. This is a shortcut so that you can quickly view the information for one facility with one click. This feature will only work when viewing facilities that have information to view in each of the screens (not for use when adding a new facility). User Manual Page 11 of 70

12 The menu tree on the left side of the screen will load the menu item with no information or blank. 5.8 Calendar Date Entry Any date field in WaterTrack may be populated by clicking the calendar icon next to the field. A pop-up window will appear. You may negotiate between months by using the arrows on the top of the calendar popup and then chose the date from the calendar (it is a hyperlink) or you may use the pick lists below the calendar. You must choose month, day and year and then select Go to set the date. You may also use the tab and reverse tab functions to negotiate the pick boxes. This is helpful for users that choose to use the keyboard rather that the mouse to navigate through data entry. If the pop-up window is too small, it may be beneficial to change the browser settings for all pop-ups to open in a new tab. 5.9 Pick Lists Most pick lists throughout WaterTrack may have items added when necessary. If there is not an item on the list that you wish to be, please notify the WaterTrack support staff by (DEQ-Watertrack@Michigan.gov) and request the list be modified. User Manual Page 12 of 70

13 6 Facility Click Facility on the left menu tree and three choices are loaded in the sub-menu, Basic Information, Address Maint.(enance), and Permit/Cap(acity) Dev(elopment). 6.1 Basic Information Click Basic Information on the left menu tree beneath the Facility hyperlink. The basic information screen provides a look at the general information for a facility. The top half of the screen has the facility information as entered. The shaded tabs below detail information related to the facility displayed, but not directly entered here. Unresolved Violations This tab displays any violations that have been previously submitted, but are not yet resolved. This section will also display any billing adjustments that have been made to the billing address. Unresolved Survey Issues - This tab displays any items for the last completed sanitary survey module that are not In compliance. Hyperlinks to other screens Hyperlink will load the corresponding page with the WSSN you are currently viewing Find You may search for a WSSN by entering it in the WSSN text box and then clicking FIND or by push of the Enter key. The page will reload and appear as above. If you do not know the WSSN for a facility, you can use the wild card search. Enter as much information in the system name text box, click FIND. A pop-up window will appear: You can scroll through the list (notice you may have more than one page of results). Clicking the WSSN hyperlink will load this facility in to the Basic Information page. The pop-up window will remain open to refer back to your search criteria. When you have successfully located the WSSN you are searching for, you must close the window. User Manual Page 13 of 70

14 6.1.2 Add Facility At the Basic Information screen, fill the information in all of the text boxes that are required (* next to them) on the page. Click SAVE to save the information you have entered. Verification to your save will be displayed click OK to save the record. New Facility-Automation of address entry There are several things that are created automatically by the WaterTrack system. The address that you enter will be the billing address (notice the address type). There will also be a copy of this address made for the Facility address and the Owner address. As each address is required for a system to be entered, it is done automatically. To change any of these addresses see Address Maintenance, 6.2 below Modify Facility Find the WSSN you would like to modify (refer to FIND above, 5.1.1). Edit the section you would like changed. Click the save button to save changes made to the facility. A verification pop-up window to your save will be displayed click OK to save the record Delete Facility Clicking the Delete button will prompt the system to delete the facility you currently are viewing. A verification window will pop-up asking if you wish to delete the record. If you answer YES, the record will be deleted. (You may request a record to be reinstated by ing the WaterTrack help at DEQ-WaterTrack@michigan.gov). Clicking NO on the pop-up window will return you to the Basic Information page and cancel the delete action. 6.2 Address Maintenance Click the Address Maint. hyperlink below Basic Information on the left menu tree. The Address Maintenance screen allows you to view and add multiple addresses for a facility. Record Requirements Each facility must have each of three address types Facility, Billing and Owner. There may be multiple address types for all except Facility and Billing FIND Address You may search for a WSSN by entering it in the WSSN text box and then clicking FIND. The page will reload with the addresses for the WSSN entered. Use the Select control buttons to choose the address to display on the page. User Manual Page 14 of 70

15 If you do not know the WSSN for a facility, you can use the wild card search. Enter as much information in Address, Last Name or Address Type text boxes, click FIND. A pop-up window will appear. Clicking the WSSN hyperlink will load this facility in to the Address Maintenance page Address Types Billing Each facility may have only one billing address. First name and last name is required along with the requirements of a complete address. The billing address is used as the address to send the annual fee invoice. If the selected address type is billing, the billing information displayed under the accounting tab can be edited. Adjustments to billing information will be communicated through the accounting block when the billing address type is selected. Billing Adjustment-Disable Billing This list box contains the list of all the reasons an invoice may be disabled. The MDEQ will use this function to communicate when an invoice has been returned. A reason for a facility to have its address disabled would be chosen and the Disable Billing button clicked. Billing Adjustment-Disable Billing If a billing address has been disabled, the facility will not receive an invoice. The address, status or type should be reviewed. To enable the billing for this facility, click the Enable Billing button Contact A facility may have multiple contact address types or none at all. The first name and last name is required along with the requirements of a complete address Facility A WSSN may have only one facility address and must have a facility address type. The first name and last name is optional Operator User Manual Page 15 of 70

16 A facility may have multiple operators or none at all. The first name and last name is required. If the operator has a Certification Number, the operator s certification information will be displayed in the operator certification tab. See section New Address, for further details Owner A facility may have an owner address type and can have multiple owner address types. The first name and last name is required Default Address The default check box is used to label which address the user wants to be displayed on reports, or labels throughout the program. Only one address may be the default address Add Address New Addresses-New Check Box This check box is used to add a new address. You can enter a new address from a clear page, or use an existing address as a template. If this check box is checked, then it indicates a new address New Addresses-Automation of Operator Certification Data If the address type is Operator, WaterTrack will use the certification number to link to the Operator Certification information. If no certification number exists, the record will save with no operator certification number and no operator information loaded Modify Address Clicking the save button will save changes made to the address you have selected Delete Address Clicking the delete button will prompt the system to delete the address you currently are viewing (selected). A verification window will pop-up asking if you wish to delete the record. If you answer YES, the record will be deleted. Clicking NO on the pop-up window will return you to the Address Maintenance page and cancel the delete action Verify Button Clicking the verify button will compare the address entered on the screen to a postal service address and indicate whether it is a verified address. The zip code four digit extension will be added (or modified if already completed) and return a message indicating the address is correct. The address may then be saved (see Add Address). If the address does not compare, a message will be returned that indicated the address is not valid. The user may then choose to save the address or modify before saving. The record is not automatically saved even if it is returned as a valid address. User Manual Page 16 of 70

17 6.3 Permit Capacity Development The Permit/Capacity Development screen allows you to enter and track the different stages of the permit and capacity development processes. The Permit/Capacity Development page has a link with Wellogic records. If a Wellogic Record exists, the link will show the well log for the corresponding WSSN and Source ID. Click the Permit/Cap. Dev. hyperlink to load the page FIND Permit Capacity You may search for a WSSN by entering it in the WSSN text box and then clicking FIND. The page will reload with all source ID records linked to this facility. Use the pick list for Source ID to toggle through the different Permit / Capacity Development records for each Source ID Application Tab The application block is used to store some of the information on the permit including: deviations, staff involved and date of application approval Capacity Development Tab The Capacity Development block is used to store the receipt and review of capacity development paperwork, including date of approval by the regulating agency. The approval date is used to determine a completed capacity development Final Tab The final block is used to store some of the information regarding the final inspection and approval of the permit Add New Permit Capacity Record Systems with existing source ID Each Source ID has its own permit/capacity development record. Select the Source ID you wish to add the permit/capacity development record for, the screen will refresh with data related to that source ID. Complete the information for the permit record. Click SAVE. Systems without existing Source ID, see below Add New Source ID User Manual Page 17 of 70

18 Systems without an existing Source ID must first have a Source ID added to the WaterTrack system. Click the Add new Source ID button -. A pop-up window will appear. Types in the Source ID. The Source ID must be numeric and three digits. Click SAVE. The Permit / Capacity Development page will reload with your newly added Source ID in the pick list Modify Permit/Capacity Record Each Permit/Capacity record may be modified without completely filling each field for the record. After searching and finding a facility and the proper Source ID, make your desired changes and then click SAVE Delete Permit/Capacity Record After searching and finding a facility and the proper Source ID, click DELETE. A confirmation pop-up window will verify that you wish to DELETE the record. If you click YES, the record will be deleted for that Source ID (not the Source ID itself). Clicking NO will return you to the Permit/Capacity Development page.. User Manual Page 18 of 70

19 7 Sanitary Survey Click Sanitary Survey on the left menu tree. The submenu will load with three choices: Well/Pump, Storage/Distribution and Contaminant/Treat. 7.1 Well / Pump Click the Well/Pump link and the Well/Pump screen will load. The Well / Pump page has a link with Wellogic records. The hyperlink to Wellogic Record will show the corresponding WSSN and Source ID that is in Wellogic. Data that comes from Wellogic cannot be modified in WaterTrack. If information needs to be modified, that would need to be done through the Wellogic application Add New Source ID Systems without an existing Source ID must first have a Source ID added to the WaterTrack system. Click the Add new Source ID button -. A pop-up window will appear. Type the Source ID. The Source ID must be a number and three digits long. Click SAVE. The Well / Pump page will reload with your newly added Source ID in the pick list. You must then add a New Sanitary Survey Date (see below) Add New Sanitary Survey Date Systems without an existing Sanitary Survey Date must first have a Sanitary Survey date added to the WaterTrack system. Click the Add new Sanitary Survey Date button. A pop-up window will appear. You must then click the button to choose a date from the calendar Choose your sanitary survey date and click Go. The pop-up window will reload with your date in the text box. Click SAVE. The Well / Pump page will reload with your newly added Sanitary Survey Date in the pick list. User Manual Page 19 of 70

20 7.1.3 Add New Well / Pump Information Automation of Wellogic Records and Frequency Records You must first have a Source ID (SID) and a Sanitary Survey date (SSD) entered into the system in order to add a well / pump record (see steps above through 7.1.2) New Source IDs After adding a SID and SSD, verify the correct choices are in the pick lists and continue to complete the well/pump information. Click SAVE. After saving the record WaterTrack will communicate with Wellogic. If a well record is correctly entered in Wellogic with the same WSSN and source ID, the Wellogic ID and well information will be imported into WaterTrack. WaterTrack will also add the default monitoring frequency records for the facility, based on population (see frequency set-up, 8.1 for more details). Existing Source IDs If a SID has a previous sanitary survey date, on Save of a new SSD, a copy of the last sanitary survey information, for each SID, is made. The user makes any necessary changes to the current sanitary survey and then click SAVE Modify Well / Pump Information Fields that are not owned by Wellogic (shown as light grey) may be modified for a given SID and SSD in WaterTrack. Choose the SID and SSD, modify the information and click SAVE Delete Well / Pump Information A Well/Pump record can be deleted for a given SSD and SID. This doesn t mean the SSD or the SID will be deleted. Choose the SID and SSD, click DELETE. A pop-up verification will appear confirming your desire to delete this record. Clicking YES will delete the record. Clicking NO will cancel the delete and return you to the Well/Pump page Delete Sanitary Survey Date A complete SSD may be deleted. This will delete all records associated with this date (well/pump, storage/distribution and contaminant/treatment). Choose the delete button next to the Sanitary Survey pick list. After clicking the button, a pop-up verification will appear confirming your desire to delete this sanitary survey date. Clicking YES will delete the record. Clicking NO will cancel the delete and return you to the Well/Pump page Delete Source ID A complete SID may be deleted. This will delete all records associated with this ID (ALL sanitary survey records for each of well/pump, storage/distribution and contaminant/treatment). Choose the delete button next to the Source ID pick list. User Manual Page 20 of 70

21 After clicking the button, a pop-up verification will appear confirming your desire to delete this Source ID. Clicking YES will delete the record. Clicking NO will cancel the delete and return you to the Well/Pump page. 7.2 Storage / Distribution Click the Storage/Distribution hyperlink located below Well/Pump on the left menu tree. The Storage/distribution record for a facility is not based on a source ID, but the system and the sanitary survey date. Each record may contain multiple listings of storage tanks and cross connections Add New Storage / Distribution Information Each facility must have a sanitary survey date established before entering a new record. See Add New Sanitary Survey Date 7.1.2). Enter WSSN, click FIND. Select the SSD. You must then first enter all of the global fields in order to Save this record and proceed to the storage lists and contaminant lists. (Indicated by * next to each on the screen and a dashed oval here). After completing these fields, click the SAVE that is below the hyperlink bar at the bottom of the screen Add New Storage List Before adding items to the storage list, you must first have a record saved for the SSD you wish to add the storage list for (see 7.2.1). To add an item to the storage tank list, choose each of the fields (all are required in order to add a record to the list). Click Save, locate directly below the storage list. The screen will refresh with your storage tank populated in the list. User Manual Page 21 of 70

22 If you wish to add another item (you may add as many as you wish), click CLEAR (located directly below the list) and complete each of the required field and repeat the process. Repeat this step until all storage tanks have been entered Modify Storage List To modify any item in the Storage List, select that item and make your changes. Click SAVE (directly below list) Delete Storage List To delete any item in the Storage List, select that item and click Delete (directly below list). After clicking the button, a pop-up verification will appear confirming your desire to delete this storage record. Clicking YES will delete the record. Clicking NO will cancel the delete and return you to the Storage/Distribution page Add New Cross Connection List Before adding items to the cross connection list, you must first have a record saved for the sanitary survey date you wish to add the cross connection list for (see 7.2.1). The cross connection list should show all items that pertain to a facility. List all that apply if they have proper protection or not. This list will be used as an inventory of cross connections. To add an item to the cross connection list, choose each of the fields (all are required in order to add a record to the list). Click Save, located directly below the storage list. The screen will refresh with your storage tank populated in the list. User Manual Page 22 of 70

23 If you wish to add another item (you may add as many as you wish), click CLEAR (located directly below the list) and complete each of the required fields. Click SAVE (directly below list). Repeat this step until all cross connections have been entered Modify Cross Connection List To modify any item in the Cross Connection List, select that item and make your changes. Click SAVE (directly below list) Delete Cross Connection List To delete any item in the Cross Connection List, select that item and click Delete (directly below list). After clicking the button, a pop-up verification will appear confirming your desire to delete this storage record. Clicking YES will delete the record. Clicking NO will cancel the delete and return you to the Storage/Distribution page. 7.3 Contaminant / Treatment The Contaminant/Treatment record for a facility is based on a source ID and the sanitary survey date. Each record may contain multiple listings of contaminant records and treatment records. Choosing the Source ID will reload the page with the sanitary survey dates that are available for that source ID. Choosing the sanitary survey date for a given source ID will load the page with the contaminant/treatment record for that source. The treatment block is interactive with another function in WaterTrack. Choosing YES for the Monthly Operational Report required will add the facility/sid to the Monthly Operational Report Monitoring page starting the month of the SSD in which it was added and for each month after, as long as the facility is open (operational season) and the facility is active Add New Contaminant / Treatment Information Each facility must have a sanitary survey date established before entering a new record. See Add New Sanitary Survey Date 7.1.2). Enter WSSN and click FIND. Select the sanitary survey date. You must enter all of the global fields in order to Save this record and proceed to the contaminant lists and treatment lists (indicated by * next to each on the screen, here indicated with a dashed oval). User Manual Page 23 of 70

24 Each block has an installation approved box that is a required entry. The treatment block has global records that are not required. Treatment Approved box must be entered and then SAVED with the global record SAVE. After completing these fields, click the SAVE that is below the hyperlink bar at the bottom of the screen. Operation Report Required Choosing YES for this pick list will add this facility, as of the month of the sanitary survey, to the Monthly Operation Report Monitoring List, see 9.3 Continue on to and to add information to the contaminant and treatment lists Add New Contaminant List Before adding items to the contaminant list, you must first have a record saved for the SSD you wish to add the contaminant list for (see 7.3.1). To add an item to the contaminant list, enter information in each of the fields (all are required in order to add a record to the list). Click Save, located directly below the contaminant list. The screen will refresh with your contaminant record populated in the list. User Manual Page 24 of 70

25 If you wish to add another item (you may add as many as you wish), click CLEAR (located directly below the list) and complete each of the required field and repeat the process. Repeat this step until all contaminants have been entered Modify Contaminant List To modify any item in the Contaminant List, select that item and make your changes. Click SAVE (directly below list) Delete Contaminant List To delete any item in the Contaminant List, select that item and click Delete (directly below list). After clicking the button, a pop-up verification will appear confirming your desire to delete this Contaminant record. Clicking YES will delete the record. Clicking NO will cancel the delete and return you to the Contaminant/Treatment page Add New Treatment List Before adding items to the treatment list, you must first have a record saved for the SSD you wish to add the treatment list for (see 7.3.1). To add an item to the treatment list, choose each of the fields (all are required in order to add a record to the list). Click Save, located directly below the treatment list. The screen will refresh with your treatment record populated in the list. If you wish to add another item (you may add as many as you wish), click CLEAR (located directly below the list) and complete each of the required fields and repeat the process. Repeat this step until all treatments have been entered Modify Treatment List To modify any item in the Treatment List, select that item and make your changes. Click SAVE (directly below list) Delete Treatment List To delete any item in the Treatment List, select that item and click Delete (directly below list). After clicking the button, a pop-up verification will appear confirming your desire to delete this Treatment record. Clicking YES will delete the record. Clicking NO will cancel the delete and return you to the Contaminant/Treatment page. User Manual Page 25 of 70

26 8 Monitoring Set-Up Click Monitoring Set-Up on the left menu tree and a sub-menu will load containing Frequency Maint. and Sample Siting Plan. 8.1 Frequency Maintenance Click the Frequency Maint. hyperlink in order to view current and previous frequencies for each facility based on source ID. You may modify, add or delete frequency records, in current and previous modes. When you click the Frequency Maint. hyperlink, the default mode is Current. There is a minimum requirement for each facility that is active. Required Frequencies Each transient facility must have a Bacteria and Nitrate frequency. Each nontransient must have a Bacteria, Nitrate, Lead/Copper, Cyanide, Metals, VOC and SOC frequency Monitoring Frequency-Current In order to add a new frequency in Monitoring Frequency set-up, a Source ID must be added into the system (see Add New Source ID, 7.1.1) FIND Choose the SID for which you wish to view/enter frequency records Add New Frequency - Current Check the New Frequency Check Box. Complete the information (all fields are required). Click SAVE. You may not have more than one frequency for each analyte group. There are rules for adding frequency records based on the monitoring frequency chosen. User Manual Page 26 of 70

27 Rules for monitoring frequency entry Current are as follows (you may also view these rules on the help screen of WaterTrack). Analyte Group Allowed Frequency Bacteria Monthly, Quarterly, Semi-Annual, Annual Nitrate Monthly, Quarterly, Semi-Annual, Annual Nitrite Any frequency Cyanide Any frequency Metals Any frequency SOC Any frequency VOC Any frequency Lead/Copper Any frequency The start month for a monthly frequency should be the current month or the next month. The start month for a quarterly frequency should be the start month of the current quarter or the start month of the next quarter The start month for a semi annual frequency should be either January or July of the current year if the current month is earlier than July. The start month should be either July of the current year or January of the next year if the current date is July or later. The start month for the current Annual frequency should be January The start year for the 3-Year frequency, except Lead/Copper should be 1993, 1996, 1999, 2002, 2005, 2008, 2011, 2014, 2017, If for example, the current year is 2003, then the start date of the current 3 year frequency should be either January of 2002 or January of The year for the 6-Year frequency should be 1993, 1999, 2005, 2011, If for example, the current year is 2003, then the start date of the current 6 year frequency should be either January of 1999 or January of The year for the 9-Year frequency should be 2002, 2011, If for example, the current year is 2003, then the start date of the current 9 year frequency should be either January of 2002 or January of All 3-yr, 6-yr and 9-yr frequencies must start with the month January Modify Frequency Select the frequency you wish to modify. You may only change the number of samples required for a facility. Click SAVE Delete Frequency To delete any monitoring frequency in the list, select that item and click Delete. After clicking the button, a pop-up verification will appear confirming your desire to delete this frequency record. Clicking YES will delete the record. Clicking NO will cancel the delete and return you to the Frequency Maintenance page Add Previous Frequency To add a previous frequency, choose the previous button in the middle of the screen. User Manual Page 27 of 70

28 FIND Enter WSSN, click FIND. Choose the SID for which you wish to enter a frequency Add New Frequency Check the New Frequency check box. Complete the information (all fields are required). Click SAVE. You may have more than one frequency for each analyte group, as some may have an end date. There are rules for adding frequency records based on monitoring frequency chosen, as described below: Rules for monitoring frequency entry Previous are as follows (you may also view these rules on the help screen of WaterTrack). Analyte Group Allowed Frequency Bacteria Monthly, Quarterly, Semi-Annual, Annual Nitrate Monthly, Quarterly, Semi-Annual, Annual Nitrite Any frequency Cyanide Any frequency Metals Any frequency SOC Any frequency VOC Any frequency Lead/Copper Any frequency The start month for a quarterly frequency should be the start month of any quarter The start month for a semi annual frequency should be either January or July The start month for an Annual frequency should be January The year for the 3-Year frequency, except Lead/Copper should be 1993, 1996, 1999, 2002, 2005, 2008, 2011, 2014, 2017, The year for the 6-Year frequency should be 1993, 1999, 2005, 2011, The year for the 9-Year frequency should be 2002, 2011, All 3-yr, 6-yr and 9-yr frequencies must start with the month January Modify Previous Frequency Select the frequency you wish to modify. You may only change the number of samples required for a facility. Click SAVE Delete Previous Frequency To delete any monitoring frequency in the list, select that item and click Delete. After clicking the button, a pop-up verification will appear confirming your desire to delete this frequency record. Clicking YES will delete the record. User Manual Page 28 of 70

29 Clicking NO will cancel the delete and return you to the Frequency Maintenance page 8.2 Sample Siting Plan Click the Sample Siting Plan hyperlink located below Frequency Maint. on the left menu tree. Each facility has a sample siting plan that can be set for it. The purpose of this plan is to record the specific locations that a facility should take their different types of samples bacteria, chemical, lead/copper, routine, repeat, etc.. The sample siting plan is established for each facility Sample Siting Record Each sampling group has its own list Bacteriological, Chemical and Lead/Copper. You may enter records for one, two or all three sample groups. Each analyte group can have multiple sampling purposes/locations Find Enter WSSN, click FIND to display name of facility Add New Sample Siting Record Complete the information for the group you are adding a sample site for. Click the SAVE button directly below that list. The screen will refresh with your sample site record populated in the list. If you wish to add another item (you may add as many as you wish), click CLEAR (located directly below the list) and complete each of the required fields and click SAVE. Repeat this step until all sample site locations have been entered. Repeat this process until each group is completed. User Manual Page 29 of 70

30 8.2.2 Modify Sample Siting Record Select the sample site you wish to modify. Make any necessary changes, click SAVE. The screen will reload with your changes made Delete Sample Siting Record To delete any sample site record in the list, select that item and click Delete. After clicking the button, a pop-up verification will appear confirming your desire to delete this frequency record. Clicking YES will delete the record. Clicking NO will cancel the delete and return you to the Frequency Maintenance page. User Manual Page 30 of 70

31 9 Monitoring Click the Monitoring hyperlink on the left hand menu tree. Three sub-modules will load Monitoring Violations, MCL violations and Monthly Operational Report. Each monitoring routine is based on information set-up within WaterTrack. 9.1 Monitoring Violations Click the Monit. Violation hyperlink located beneath Monitoring on the left hand menu tree. This page will allow you to view facilities that, based on the monitoring frequencies set up and water quality data, have not yet taken (or did not take) samples Monitoring Violation Search There are three different types of violation searches you can conduct: Reminder Notices, Violations, and Unreported Violations Run Reminder Notices Running this report will return facilities that, for the search criteria you choose, have not sampled for the current monitoring frequency. Select your district/county, analyte group and any other filter criteria. Requirements for Facilities to show for your search The facility must: o Have a status = ACTIVE o Have a monitoring frequency in WaterTrack o Have the operation season during the period you designate (see basic information, 6.1). o NOT have been in violation for the designated analyte group/time frame. Choose your filter criteria. Please note the District/County Name and analyte group are required to run your query. Choose the Run Reminder Notices button under Report Selection. You may want to limit your search to just one frequency type in order to view smaller lists. Click FIND. The pop-up window is a result set of facilities that met the criteria you have selected. User Manual Page 31 of 70

32 Note the occurrence date is the day you run the report (as they are not yet violators) Run Violation Report Running this report will return facilities that, for the search criteria you choose, have not sampled (or had violations added already) for the last or previous monitoring frequency. Requirements for Facilities to show for your search The facility must: o Have a status = ACTIVE o Have a monitoring frequency set-up o Be open for the period you designate (see basic information, 6.1). o NOT have been in violation for the designated analyte group/time frame. Choose your filter criteria. Please note the District/County Name and analyte group are required to run your query. Choose the Run Violation Report button under Report Selection. You may want to limit your search to just one frequency type in order to view smaller lists. Click FIND. The pop-up window is a result set of facilities that meet the criteria you have selected. Notice the occurrence date will be the last day of the monitoring period in which they should have sampled View Unreported Historical Violation Report Running this report will return facilities that, for the search criteria you choose, have not sampled for all monitoring periods before the last monitoring period. Requirements for Facilities to show for your search The facility must: o Have a status = ACTIVE o Have a monitoring frequency set-up o Be open for the period you designate (see basic information, 6.1). User Manual Page 32 of 70

33 o NOT have been in violation for the designated analyte group/time frame. Choose your filter criteria. Please note the District/County Name and analyte group are required to run your query. Choose the View Unreported Historical Violations button under Report Selection. Click FIND. The pop-up window is a result set of facilities that meet the criteria you have selected. Notice the occurrence date will be the last day of the monitoring period in which they should have sampled Generate MR Violation When you are viewing the results of the Violation or Unreported Violation Report, you may click the Generate Violations button. This will add a monitoring violation for the facility listed. This action may not be changed unless you manually delete each facility in the Violation Maintenance screen. As a violation is created for annual bacteria, the monitoring frequency is changed automatically. The frequency is changed to quarterly starting the January after the violation occurrence date Print Report Clicking this button will load a PDF file so that you may print the list of facilities that you are viewing Export Resultset Clicking this button will load an export file that you may save and use in an outside program Print Label 9.2 MCL Violation Clicking this button will load a PDF file that has a label for each facility that is displayed. The format of the labels is Avery 5160 (3 columns, 10 rows). Click the MCL Violation hyperlink located below Monitoring) Violations on the left menu tree. This page will allow you to view facilities that, based on the monitoring frequencies User Manual Page 33 of 70

34 set up and water quality data, have sample results that exceed a trigger value. The facilities that are returned are possible MCL violations. The results are to be reviewed and MCL violations to be determined by the user. This page also allows the user to increase monitoring frequencies for non-mcl bacteriological or nitrate/nitrite sample results, add monitoring violations for systems that have failed to collect all required follow-up samples and add electronic waivers for routine monitoring and/or invalidation of samples Possible MCL Violation Search Based on the analyte group selected, you can search for possible MCL violations. The District/County Analyte Group and Reporting Period are required fields that must be selected to run the report. The reporting period will define the quarter that the trigger value was exceeded for a given sample. Requirements for Facilities to show for your search The facility must: o Have a status = ACTIVE o Have a monitoring frequency set-up o Be open for the period you designate (see basic information, 6.1). Click FIND to find the facilities that exceed the trigger for the criteria you have entered. Trigger Values include: Arsenic -Any real number greater than mg/l Bacteria -POS, POSITIVE, EC POS, ECPOS, FC POS Nitrate -Any real number greater than 5.0 mg/l Nitrite -Any real number greater than 0.5 mg/l All other chemicals -Any real number (anything detected ) Viewing Facilities with Possible MCLs After clicking FIND, the resulting list shows the facilities that WaterTrack has found with sample results that have exceeded the trigger value for that analyte. If a facility is displayed with a red font color, the system (WSSN) has already had a violation generated for the selected reporting period. If the facility WSSN is displayed with normal font color, but the corresponding samples display in a red font color, those samples were Click WSSN used to generate a violation in a different quarter. To view the sample(s) that caused this facility to show and all other samples that may be involved with this possible MCL (or MCL), click the WSSN (hyperlink). The time period for which samples will be displayed depends upon the analyte group. User Manual Page 34 of 70

35 Viewing a bacteriological possible MCL will display sample results for the quarter selected, the following quarter and the previous quarter. All other possible MCLs will display the quarter selected, the next year and the previous year. The Sample # Hyperlink will load a replicate copy of the sample result as found in WaterChem. You may print the replicate copy by right mouse clicking on the window and choose PRINT Omit Check Box and Save Omit The omit check box is used to prevent samples from being included in the calculation of a MCL violation for the facility. A sample left without a check in the omit check box will be used in calculating the MCL value. When checking the Omit check box, a comment must be entered as to why the sample is being omitted. Calculate and Omit Samples If a sample is not part of the MCL (taken before or after the actual MCL violation), the sample should be omitted with a comment indicating it is not part of the MCL violation Un-Omit Samples If a sample was previously omitted and should no longer be, simply uncheck the check box and click the Save Omit button to save the change. The comments previously entered will be lost when the Save Omit button is clicked. User Manual Page 35 of 70

36 If a sample was used to calculate and then generate an MCL, the only way to use it in subsequent MCLs (to omit or un-omit) is to delete the violation under Violation Maintenance and then to come back and generate the violation again under MCL Violation. Waivers and Invalidation If an agency is waiving any of the 5 routine monitoring bacteriological samples required the month following a positive (assuming all four repeat sample results were ND), the omission of the positive sample result (with a check next to the POSITIVE sample result) must include a comment indicating the reason for the waiver. Include a comment by clicking on the comment icon. Any waiver related to a facility that already has an MCL would be handled under Violation Maintenance, Follow-up actions. If there is any waiver given for a sample (not bacteriological) due to sample technique errors, this sample could also be waived with a comment indicating the waiver entered by clicking the comment icon Calculate Click the Calculate button to calculate the MCL value for the samples displayed and not omitted. The value must be calculated before a MCL violation can be generated. For bacteriological, the calculation is simply looking for two positive results. For lead-copper, it calculates the 90 th percentile value. For all other chemicals, it calculates the average result of all nonomitted samples. Be sure to review the reasons and steps to invalidate samples under Omit Samples, Generate MCL Violation Clicking the Generate Violation button will add an MCL violation for the facility. This action is not changeable unless you manually delete the violation in the violation maintenance screen Generate MR Violation for Bacteria Repeat Sample Deficiency Click the Generate MR Violation for a facility that DOES NOT have a MCL violation (for bacteriologic samples only), but instead has not taken enough samples (4 after the initial positive) to determine whether or not it isn t a MCL violation. The violation that will be added is a repeat sampling violation Change Frequency Click the change frequency button to change the frequency of a facility that does not have a MCL violation, but needs increased routine sampling (bacteriologic 5 the month following a positive AND not a MCL, followed by quarterly; Nitrate increased to quarterly if sample results exceed 5, but less User Manual Page 36 of 70

37 than MCL). WaterTrack will change the frequency for you as a shortcut so you do not have to load the frequency maintenance screen. 9.3 MOR Monitoring Click the Operation Reports hyperlink located below MCL violations on the left menu tree. The Monthly Operational Report (MOR) screen is the place that you can track the facilities that are required to submit a monthly operational report due to treatment at their facility. The MOR page also allows you to add violations for treatment technique violations for Lead/Copper and Surface Water systems FIND Choose the reporting period Month and Year and click FIND. The results are facilities that are required to submit a MOR based on the MOR required in the sanitary survey contaminant/treatment screen, see 7.3) In order for the facility to display on the Monthly Operations Report Screen, the facility must: Be active Be open (based on operational season), see basic information, Updating MOR Tracking After searching for month and year, you may update the chart to indicate that a facility has submitted their MOR. You may not update the chart until the month has ended Pb/Cu TT Violation Clicking the Pb/Cu TT Violation will add a Lead/Copper Treatment Technique violation for the facility. Upon SAVE the violation is added. To remove the violation, uncheck the violation check box and select SAVE. A violation may not be added until after the month has ended. The facility must have a corrosion control objective listed under the contaminant/treatment screen (see 7.3.1) for the last sanitary survey in order for a Pb/Cu TT Violation to be issued SWTR Violation Clicking the SWTR Violation will add a Surface Water Treatment Rule violation for the facility. Upon SAVE the violation is added. To remove the violation, uncheck the violation check box and select SAVE. A violation may not be added until after the month has ended. User Manual Page 37 of 70

38 The facility must have surface H20 under the influence as the Source Type listed under the well/pump screen (see 7.1) for the last sanitary survey in order for a SWTR Violation to be issued. User Manual Page 38 of 70

39 10 Water Quality Click the Water Quality hyperlink on the left menu tree. Five sub menus will load: Validate Sample, Validate Source ID, Data Entry, Multiple Entry and Search WaterChem Validate Samples Click the Validate Sample hyperlink located beneath Water Quality on the left menu tree. This screen allows the user to search for a specific time range and validate samples that have exceeded the allowable hold time as samples that have been sampled and tested but have exceeded the hold time need to be approved in order for the WaterTrack system to include them in the monitoring routines FIND Choose the date range. Click FIND. The result set is any sample result that has a result = ND or 0 but that has a comment associated with the lab result normally indicating the sample has exceeded the approved hold times. Without validating the samples, the sample will not be used in the monitoring routine(s) Choose Samples for Validation In order to include the sample for monitoring requirements, the sample must be validated. Check the validate check nox for all samples that you have verified are valid samples, to be used foir monitoring Generate Valid Samples Click Generate Valid Samples (at bottom of list) in order to save the samples as VALID (to be included in monitoring routines) Validate Source ID Click the Validate Source ID hyperlink located beneath Validate Sample on the left menu tree. Samples that have been sampled and tested and have an incorrect source ID in WaterChem may be modified in order for the WaterTrack system to include them in the monitoring routines for a proper WSSN-Source ID combination. This screen allows the user to search and correct samples, in a given time range, that have a valid WSSN (comparing WaterChem and WaterTrack), but the source ID is not valid FIND Choose the County/District of your choice. Choose the date range. Click FIND. User Manual Page 39 of 70

40 The result set are sample results that had a WSSN in WaterChem that matched a WSSN in WaterTrack, but that had no matching Source ID Modify Source ID In order to include the sample for monitoring requirements, the source ID must be modified to match an existing source ID in WaterTrack. To do this, click the hyperlink in the Source ID column for a given WSSN (may be --- or other character/text/number). A pop-up window will appear. The Source ID text box is used to enter the correct Source ID (numeric, three digits) Click SAVE. You will be asked to verify this save. The validate Source ID screen will refresh and the number of records in the result set will refresh; in this case number of records is one less. This verifies that the Source ID entered is valid (matches WaterTrack) and the sample will be used as the proper WSSN/Source ID combination has been saved on the sample result. If the same Sample Number appears, the source ID did not match a WaterTrack source ID Sample Data Entry Click the Data Entry hyperlink located beneath Validate Source ID on the left menu tree. The Data Entry screen is used to manually enter samples from labs that do not submit results electronically Sample Data Entry In order to add a sample from a private lab, the lab must be certified by MDEQ and be approved for data entry. If the laboratory you are entering does not appear on the laboratory list, please notify the WaterTrack support team at DEQ- Watertrack@michigan.gov. User Manual Page 40 of 70

41 Add Sample Information After clicking the Data Entry screen, enter the WSSN you wish to enter samples for and click FIND. This will load all of the basic information about the system from WaterTrack. Verify the Source ID is the correct one from the Source ID pick list. If the Source ID you wish to enter isn t on the list, see Add Source ID under Well/Pump or Permit/Cap Dev (7.1.1 or 6.3.6) Choose the Lab ID from the pick list. After selecting the Lab, the screen will reload with the analyte groups/analyte pick list refreshed so that only the analyte groups that lab is certified for will load. The default value for this pick box is NONE Choose the Analyte Group Name. Screen will refresh with Analyte pick box displayed as ALL (DO NOT CHANGE THIS PICK BOX). Continue with the rest of the sample data information. Please see below regarding Sample Data Result Requirements and analyte list details ( , Add Sample Information Data Requirements The GEN NO button may be used to have WaterTrack generate a sample number for you. Each sample that is entered into WaterTrack (to reside in WaterChem) must have a unique sample number). Sample Data Result Requirements When entering Sample Data results, please consult section , Add Sample Information Result Requirements, before proceeding. User Manual Page 41 of 70

42 Click SAVE (at bottom of screen) to enter the sample. You will be asked to verify the save. You will have a result of ND added for each analyte that exists for a group, that the lab is certified for Add Sample Information- Data Requirements Analyte Result Requirements The requirements for hand entry of sample data results are as detailed below for each analyte group/analyte. Analyte Group (all analytes in group) Arsenic Bacteriological Cyanide Dioxin Exp SOC Exp VOC Lead/Copper Metals SOC VOC Acceptable Result Entry Any real number, decimal OK POS, POSITIVE, EC POS, ECPOS, FC POS Any real number, decimal OK Any real number, decimal OK Any real number, decimal OK Any real number, decimal OK Any real number, decimal OK Any real number, decimal OK Any real number, decimal OK Any real number, decimal OK Please note that there should be no units included in the result field. Any entry of bacteriologic sample results consisting of colony counts should be entered as a POS or POSITIVE. User Manual Page 42 of 70

43 Analyte List Details The analyte list below details the analytes that fall under each analyte group in WaterTrack. If a lab is not certified to test an individual analyte, the analyte will not be found in that lab s analyte group list. Group Description Group Description Arsenic Arsenic VOC Dichloroethane,1,2- Bacteriological Coliform VOC Benzene Cyanide Cyanide VOC Dichloroethylene,1,2-CIS Dioxin Dioxin VOC Carbon Tetrachloride VOC Chlorobenzene Lead/Copper Copper VOC Dichlorobenzene,1,2- Lead/Copper Lead VOC Dichlorobenzene,1,4- VOC Dichloroethylene,1,1- Metals Barium VOC Dichloromethane Metals Beryllium VOC Dichloropropane,1,2- Metals Cadmium (Total) VOC Ethylbenzene Metals Chromium (Total) VOC Tetrachloroethylene Metals Mercury VOC Styrene Metals Nickel VOC Dichloroethylene,1,2-Trans Metals Antimony VOC Trichlorobenzene,1,2,4- Metals Selenium(Total) VOC Trichloroethane,1,1,2- Metals Thallium VOC Trichloroethane,1,1,1- VOC Toluene Nitrate Nitrate As N VOC Trichloroethylene Nitrite Nitrite As N VOC Vinyl Chloride VOC Xylenes Exp VOC Dibromoethane,1,2- Exp VOC Dibromo-3-Chloropropane,1,2- SOC 2-4-D SOC Heptachlor SOC Alachlor SOC Heptachlor Epoxide SOC Atrazine SOC Methoxychlor SOC Lindane (Gamma-BHC) SOC Oxamyl SOC Hexachlorocyclopentadiene SOC Pentachlorophenol SOC Hexachlorobenzene SOC Picloram SOC Carbofuran SOC Silvex (2,4,5-TP) SOC Chlordane,Gamma- SOC Simazine SOC Dinoseb SOC Toxaphene SOC PCB - A1016 SOC Endrin SOC PCB - A1221 SOC PCB - A1232 Exp SOC Dalapon SOC PCB - A1242 Exp SOC Diquat SOC PCB - A1248 Exp SOC Endothall SOC PCB - A1254 Exp SOC Glyphosate SOC PCB - A1260 User Manual Page 43 of 70

44 Modify Analyte Result After adding initial sample information (see ), you can select an individual analyte you wish to modify the results of. Select the analyte you wish to modify (option button) Make changes to the result in the result text box. SAVE your changes with the SAVE located directly below the analyte list. Example here: Added Metals group; selected Barium to modify results for; final product as seen below Delete Analyte After adding initial sample information (see ), you can select an individual analyte you wish to delete. Select the analyte you wish to delete using the option button. Click DELETE (located directly below the analyte list). A pop-up verification will display asking if you wish to continue. Clicking YES will delete the analyte. Clicking NO will cancel the delete function and return you to the data entry screen Multiple Entry The Multiple Entry Screen may be found in the submenu located under Water Quality. The water quality multiple sample entry screen is designed so that the user may use the keyboard to quickly input multiple samples (bacteriological, nitrate, or nitrite) per facility. User Manual Page 44 of 70

45 The best use of this screen is to type information and allow the automatic advancing of the cursor move you to your next field FIND Enter WSSN and click FIND (or hit ENTER to initiate FIND). The System Name and the available source IDs will load Entering Sample Data Detail Tab to the Laboratory pick list. The user may choose a lab using a mouse click, or may simply type the first letter of the lab name to have the pick list load the first lab in the pick list that starts with that letter of the alphabet. If there are multiple labs that begin with this letter, the user may then arrow up and down the list with the arrows on the keyboard. After picking the lab, the screen will refresh with the analytes that the lab is certified for (this screen is limited to bacteriological, nitrate or nitrite). Choose the Sample Purpose from the pick list. This may be selected the same way as the lab, by typing the first letter of the pick list choice. You may also use the arrow keys on the keyboard to negotiate between the items in the pick list. The example here, routine monitoring, type R. Tab to the Date entered text box. The next four fields have an automatic advance feature to allow you to type the data and move forward. Type the Month (2 number format 01, Day 2 number format 23 and year 4 number formats This example is 01/23/2004. Notice that the slashes are included for you. There is no need to type them. If you enter an invalid date format, you will have to type the slash in order to correct the date. User Manual Page 45 of 70

46 The cursor then moves you ahead to the time collected text box. Type Hour (2 number format 11 ), minute (2 number format 23 ) and AM or PM (type A or P from the pick list, P ). This example should read as 11:23 PM. Notice the colon is included for you. The cursor then moves you ahead to the date tested text box. Type the Month (2 number format 01, Day (2 number format 24 ) and year 4 number format, This example is 01/24/2004. Notice that the slashes are included for you. There is no need to type them in. If you enter an invalid date format, you will have to type the slash in order to correct the date. The cursor then moves you ahead to the time tested text box. Type hour (2 number format 12 ), minute (2 number format 24 ) and AM or PM (type A or P from the pick list, P ). This example should read as 12:24 PM. Notice the colon is included for you. Completion of this field will advance to the sample analyte area. Choose the analyte group l from the pick list bacteriological, nitrate, or nitrite. When you choose an analyte, the sample number is generated for you based on Lab Name, date collected and analyte. Tab to the sample location field. Type the first letter of your choice in the list. You may also use your arrow keys to toggle through the list of choices. Tab to the sample number. You may choose to modify the number that is displayed if you wish. Remember, that this number must be unique for this sample. Tab to the result field. For Bacteriological samples you may choose ND, POS, or ECPOS from the pick list. If the sample you are entering isn t a presence/absence sample, you may choose to convert the result (8 colonies = POS) or you may enter this sample in the Water Quality, Data Entry screen. A nitrate or nitrite sample may have any number added. User Manual Page 46 of 70

47 Repeat the entering of each sample (from analyte group) until you have all samples entered for this WSSN. The maximum amount of samples per screen is seven SAVE After entering all sample information, click SAVE. This will save all sample data as long as each sample has a unique sample number (and other required fields and formats are followed). Click OK, to ADD the sample(s) Duplicate Sample Number If you have a duplicate sample number, the resulting thumbs down will display. The red highlighted sample indicates that the sample number was already in use. You may click the magnifying glass next to the sample number to generate a new random sample number, or you may type a new number. Click SAVE. If the samples are all saved correctly, the resulting screen will display thumb s up for each sample Data Format Date Collected: MM/DD/YYYY - 01/23/2004 Time Collected: HH:MM AM/PM 12:23 PM Date Tested: MM/DD/YYYY 02/02/2004 Time Collected: HH:MM AM/PM 09:00 AM Sample Number: Minimum 7, Maximum 14 First (second) character: Lab ID Third character: analyte indicator User Manual Page 47 of 70

48 10.5 WaterChem Search Click the WaterChem Search hyperlink located beneath Data Entry on the left menu tree. The WaterChem search screen allows you to search for samples by a variety of filter criteria. You may then modify WSSN, Source ID or date collected so that samples may be used in WaterTrack monitoring routines FIND You may search for samples in a variety of No Analyte Name chosen ways. All fields marked with a * a *(red asterisk) are required except in the following cases: Entering a WSSN or a sample number will allow results to be returned; No other fields are required. The % sign next to the field indicates the search will be based on a wild card (no need to type the % in the field). Complete the information you wish to search on, Click FIND. The search results are returned in 1 of 2 ways depending on the choice of Analyte Group and/or Analyte Name. Analyte Name chosen Sample Number Hyperlink The sample report hyperlink will show a replicate copy of the sample data that you may print or view. To print the sample report, right click on the sample report and choose print. It should display your Print dialog box. User Manual Page 48 of 70

49 Modify WSSN, Source ID, Date Collected You may modify the WSSN by clicking on the hyperlink in the WSSN column. After clicking the WSSN, a pop-up window will appear where you can modify the WSSN, source ID or date collected. After making your changes, click SAVE. The search sample screen will return Print Report - List You may print the list of sample results you have returned by clicking the Print Report button. This will load a PDF file that you may view or save or print Export ResultSet You may download the list of sample results you have returned by clicking the Export ResultSet button. This will create a comma delimited text file that you can download and use in an external program (Microsoft Excel, dbase, Lotus, etc.). User Manual Page 49 of 70

50 11 Violation Click the Violation hyperlink located on the left menu tree. The sub menu consisting of Violation Maintenance and Violation Reports will load Violation Maintenance Click Violation Maintenance located below Violations on the left menu tree. Violation maintenance allows you to view the details of a violation, add follow-up actions or add a public notice violation for a violation FIND You can FIND a violation that has been generated by entering a WSSN and clicking FIND. A pop-up window will appear with the violations that have been added for that WSSN. This pop-up window will remain open until you close the window. User Manual Page 50 of 70

51 Click on the hyperlink of the Source ID to load the details of that violation Show Linked Samples The samples used to calculate an MCL violation may be seen by clicking this hyperlink. A pop-up window will be displayed with samples used in calculating the MCL value. This will only be available for MCL violations Review All Samples Click the Review All Samples button to display a lst of any samples taken after the occurrence date of the violation your are reviewing. Use the Close Violation door icon to quickly add a Return to Compliance Follow-up Action (SOX) for the date of the sample line you are viewing. Follow Up Action Changes Follow-up actions are added to each violation and related public notice violation Add Follow-Up Action A follow-up action can be added by choosing the action, the date and clicking SAVE. The screen will reload with the follow-up action loaded in the list. To add another followup action, click CLEAR and repeat the above User Manual Page 51 of 70

52 steps Modify Follow Up Action You can modify the comments on a follow-up action by selecting it (with option button), make the desired changes and click SAVE. The screen will reload with the follow-up action being modified Delete Follow Up Action To delete a follow-up action, select it and then click the DELETE button. A verification pop-up window will appear asking if you wish to continue. Clicking YES will delete the follow-up action. Clicking NO will cancel the action and return to the violation maintenance screen Public Notice Violation (PN Violation) A violation may have a public notice violation associated with it Add PN Violation Check the PN violation check box to add a PN violation record. Click SAVE Delete PN Violation A violation that has a PN violation added to it can have that PN violation deleted if a PNX follow-up action has not been added (resolved public notice). Uncheck the PN violation check box and click SAVE Violation Reports Click the Violations Reports hyperlink located below Violations on the left menu tree. The violation report screen lets you run reports for all facilities with violations-open, closed or repeat. User Manual Page 52 of 70

53 Violations Choosing this report will return all violations regardless if they are open (not resolved) or closed. A district or county must be chosen to run your report unless you select to enter a WSSN. Select your search criteria and click FIND. Specific search criteria are listed under each report below Open Violations Choosing this report type will return all open violations (not resolved with a SOX, Return to Compliance follow-up action). Clicking the View All Samples Arrow hyperlink will display a pop-up window (same as in Violation Maintenance, see ) that lists all samples that have been taken (and entered into WaterChem) since the occurrence date of the violation. User Manual Page 53 of 70

54 Review the samples listed and choose to return this violation to compliance by clicking on the Close door icon. The date of the sample will be used as the date to add an SOX-Return to compliance follow-up action to this violation. The pop-up window will display no samples if there are no samples that have been taken after the occurrence date of the violation. After the pop-up window closes, the open Violations Report will reload and remove the violation that is now closed, based on the addition of the SOX PN Violations Choosing this report type will return all violations that have a Public Notice violation issued Significant Noncompliers(SNCs) Choosing this report type will return all facilities that are significant noncompliers (repeat monitoring/mcl violations). You must choose a reporting period (to set the date to determine SNCs) and have the Violation Type set to ALL for this report. Select your remaining search criteria and click FIND. After clicking FIND, for any of the above reports, the following options are available. User Manual Page 54 of 70

55 Print Report Clicking Print Report will load a PDF file containing the facilities/violations so that you may view, print or save Export Report Clicking the Export Report creates an export file (text, comma delimited) that you may download and use in an external program Print Label Clicking the Print Label report will load a PDF file of labels for the facilities that were displayed. The format of the label report is Avery 5160 (3 columns, 10 rows). User Manual Page 55 of 70

56 12 Reports Click the Reporting Hyperlink located on the left menu tree. The Reports submenu will load. Click the Reports hyperlink to load the Reports screen. The reports page has a variety of reports that you may use to print, view or verify information in the WaterTrack system. As a report is chosen from the pick list, the screen will refresh so that the fields that can be used to filter the data are enabled. Each report will require a District or County to be chosen before Generating the report unless the report is based on a single facility (WSSN). Filter criteria: Each report will load the fields that are specific to it. Several items to note: The system name will always filter using the wild card search. You may enter as much of the information of the system name in the text box. The items returned will contain the text in the system name text box. Report generation recommendations If the list of facilities that you are searching for is too numerous, add more filtering criteria. For example, if you wish to find all of the active seasonal nontransient supplies in your district, filter on all of those field options rather than counting manually. Choose, Seasonal report as your report type, then filter using system type = Nontransient and system status = Active Generate Reports Clicking the Generate Report button initiates the report that you have selected. The result will be a PDF file. This file may be viewed, printed, or saved for future use Create File Clicking the Create File button will initiate the report that you have selected. The result will be a text, comma delimited file that you may SAVE or OPEN and use in an external program. User Manual Page 56 of 70

57 12.3 Reports Listing The following are the reports available in WaterTrack along with a description of the report. Help on these reports is also available by clicking the HELP button. Report Name Address Annual Fee Billing Adjustment Capacity Development Completed Capacity Development Not Completed Certification Fines Frequency Inventory Permit Permits Issued, No Final Inspection Permits Inspected, No Final Approval Sample Siting Plan Sanitary Survey Sanitary Survey Listing Sanitary Surveys Not completed Sanitary Surveys Past Due Sanitary Surveys to Do Seasonal Systems Source Water Assessment Survey Follow-Up Survey Follow-Up Past Due Treatment Water Sampling Status Report Description List of addresses for 1 or multiple facilities PDF file loads for entire state of annual fee invoice status Facilities with Billing address that has been set to disable Capacity Development records that are complete (date approved completed) Capacity Development needed for Nontransient supplies (not completed yet) Facilities that have a system classification added to the last completed sanitary survey. PDF file loads for entire state of fine invoice status Monitoring Frequencies for 1 or multiple facilities Facility listing Permit (with final approval date) listing. Permits that have been issued, but no final inspection completed. Permits that have been issued, and have had a final inspection completed, but no Final Approval. Sample siting plan for a facility. Sanitary Survey report for one facility based on Sanitary Survey Date Facilities with sanitary surveys completed Facilities that have sanitary surveys that are not completed for all survey screens in WaterTrack Facilities with the last sanitary survey greater than five years old. A list of the next 20% of facilities to be surveyed. Facilities whose operational season is less than January 1 December 31. Source Water Assessment Report for a Facility based on WSSN and Source ID Facilities with a compliance date for their last completed sanitary survey, Facilities with a compliance date for their last completed sanitary survey that is less than the day the report is run. Facilities with any treatment process added to the most recent sanitary survey. Displays one page for each WSSN/Source ID that still has monitoring to complete in the current year. Report may be run by WSSN shows immediately, or by District/County with resulting batch report found under the Offline Reports Link on the WaterTrack Home Page. User Manual Page 57 of 70

58 13 PDA The manual for the PDA component of WaterTrack WaterTrack Mobile - may be found as an attachment to this document. The manual is also available online, under the WaterTrack home page, User Manual. User Manual Page 58 of 70

59 14 WaterTrack Contacts WaterTrack Help Address: Please use the above address when possible. WaterTrack Mailing Address: Michigan Department of Environmental Quality Office of Drinking Water & Municipal Assistance Environmental Health Section P.O. Box Lansing, MI Fax User Manual Page 59 of 70

60 15 Index Add New Sanitary Survey Date, 25 Add New Source ID, 24, 25 Address Maintenance, 20 Address record Requirements, 20 Address Type, Billing, 21 Address Type, Contact, 21 Address Type, Facility, 21 Address Type, Operator, 22 Address Type, Owner, 22 Address Types, 21 Address, Add, 22 Address, Automation of Operator Certification, 22 Address, Delete, 22 Address, Modify, 22 Address, New Check Box, 22 Analyte Group, Default, 49 Analyte Result, Delete, 52 Analyte Result, Modify, 52 Analyte, Default, 49 AppGuard, 11 Asterisk, 15 Automatic Save of Addresses, 20 Automation of Frequency Records, 26 Automation of Wellogic Records, 26 Basic Information, 19, 39, 40, 42 Billing Adjustment, Disable Billing, 21 Billing Adjustment, Enable Billing, 21 A B C Calculate, 43, 44 Calendar, 16 Certified Laboratory, 48 Change Frequency, 44 CLEAR, 15 Computer Monitor Requirements, 9 Contaminant / Treatment, 29 Contaminant List, 30 contaminant/treatment, 45 Create File, 65 Cross Connection List, 28 Current Frequency, 33 Data Entry, 49 Date Entry, 16 Default Address, 22 DELETE, 15 D E exceeded hold time, 47 Export ResultSet, 57 Export Resultset, Monitoring, 41 Facility, 19 Facility, Add, 20 Facility, Add, Automation of Address Entry, 20 Facility, Delete, 20 Facility, Modify, 20 FIND, 15 FIND Samples, 56 Follow Up Action Changes, 60 Follow-Up Action, Add, 60 Follow-Up Action, Delete, 61 Follow-Up Action, Modify, 61 Forgotten Password, 11 Frequency Change, Automatic, 41 Frequency entry, Rules, Current, 34 Frequency entry, Rules, Previous, 35 Frequency Maintenance, 33 frequency set-up, 26 Frequency, Delete, 34 Frequency, Modify, 34 Frequency, Previous, Add, 35 Frequency, Previous, Delete, 36 Frequency, Previous, Modify, 36 F G GEN NO, 49 Generate MCL Violation, 44 Generate MR Violation, 41 Generate Repeat MR Violation, 44 Generate Reports, 65 Generate Sample Number, 49 Global Record, 15 HELP, 15 H Index, 71 Internet Connection Speed, 9 Invalidation, 44 Laboratory Pick List, 53 Lead/Copper Treatment Technique, 45 Logging In, 11 LogOff, 11 I L User Manual Page 60 of 70

61 MCL Violation, 41 MCL Violation Requirements, 42 MCL Violation Search, 42 MCL, Trigger Values, 42 Menu, 13 Menu Hyperlink, 16 Modify Sample Result, Source ID, 57 Modify Source ID, 48 Monitoring Frequencies, Required, 33 Monitoring Frequency-Current, 33 Monitoring Frequency-Current, Add, 33 Monitoring Set-Up, 33 Monitoring Violation Requirements, 39 Monitoring Violation Search, 39 Monitoring Violations, 39 Monthly Operation Report, 30 Monthly Operational Report, 29 Monthly Operational Report (MOR), 45 MOR Monitoring, 45 Multiple Entry, 52 Multiple Entry, Analyte Group, 54 Multiple Entry, Duplicate Sample Number, 55 Multiple Entry, Entering Data, 53 Multiple Entry, FIND, 53 Multiple Entry, SAVE, 55 Multiple Entry,Data Format, 55 M N Navigation, 13 New Frequency Check Box, 33, 35 O Omit Check Box, 43 Omit Sample, 43 Operation report Required, 30 operational season, 29, 45 Page Functionality, 15 Pb/Cu TT Violation, 45 PDA, 67 PDA Requirements, 9 Percent Sign, 15 Permit Capacity Development, 23 Permit Capacity, Add, 23 Permit, Application tab, 23 Permit, Capacity Development tab, 23 Permit, Delete Record, 24 Permit, Final tab, 23 Permit, Modify Record, 24 Pick Lists, 17 PN Violation, 61 PN Violation, Add, 61 PN Violation, Delete, 61 Previous Frequency, Add, 35 P Print Label, Format, 64 Print Label, Monitoring, 41 Print Report, List, 57 Print Report, Monitoring, 41 Print Sample results, 43 Print Sample Results, 56 Report Recommendations, 65 Reports, 65 Reports Listing, 66 Requesting Access, 11 Required Fields, 15 Required Monitoring Frequencies, 33 Review All Samples, 60 Run Reminder Notices, 39 Run Violation Report, 40 Sample Data Entry, 48 Sample Data, Add, 49 Sample Data, Result Requirements, 49 Sample Number Hyperlink, 56 Sample Number, Requirement, 49 Sample Siting Plan, 36 Sample Siting Record, 36 Sample Siting Record, Add, 36 Sample Siting Record, Delete, 37 Sample Siting Record, Modify, 37 Sampling Purpose, 53 Sanitary Survey, 25 Sanitary Survey date (SSD), 26 Sanitary Survey Date, Delete, 26 Sanitary Survey, Copy, 26 SAVE, 15 Save Omit, 43 Show Linked Samples, 60 Source ID (SID), 26 Source ID criteria, 24, 25 Source ID, Criteria, 48 Source ID, Delete, 26 Storage / Distribution Information, 27 Storage List, 27 Surface Water Treatment Rule, 45 SWTR Violation, 45 System Requirements, 9 Table of Contents, 3 Treatment List, 31 Trigger Value, 42 Un-Omit, 43 Unreported Historical Violation Report, 40 Unresolved Survey Issues, 19 R S T U User Manual Page 61 of 70

62 Unresolved Violations, 19 Updating MOR Tracking, 45 Validate Samples, 47 Validate Source ID, 47 Viewing Possible MCLs, 42 Violation, 59 Violation Maintenance, 59 Violation Reports, 61 Violation Reports, Export Report, 64 Violation Reports, Open Violations, 62 Violation Reports, PN Violations, 63 Violation Reports, Print Label, 64 Violation Reports, Print Report, 64 Violation Reports, Significant Noncompliers, 63 V Violation Reports, Violations, 62 W Waiver, 44 Water Quality, 47 Water Sampling Status Report, 66 WaterChem, 43 WaterChem Search, 56 WaterTrack Contacts, 69 Well / Pump, 25 well/pump, 46 Well/Pump, Delete, 26 Well/Pump, Modify, 26 Wellogic Record, hyperlink, 23, 25 Wild Card, 15, 21, 56, 65 User Manual Page 62 of 70

63 Appendix A April 2012 System Use Definitions The basic information screen must be accurate and up-to-date. The sanitary survey is used to double check the accuracy of the inventory data. If the data has changed since the last sanitary survey, the information must be recorded in WaterTrack. Documentation of the date and any changes made to this database should be recorded and placed in the facility file. Drop down menus for some fields as follows: System Type: Nontransient or Transient Status: Active or Inactive System Use (as shown to the right) It is important that we have consistency across the state on the primary use of the water supply. For example, a bus garage owned by a school system should be classified as a Garage/Shop and not as a School-University. Here are some explanations and examples of System Use Business: Use for businesses that are more than an office building. Airport Greenhouse Athletic Club Laundromat Car Dealership Lumberyard Dental Office Martial Arts Studio Funeral Home Theater Children s Camp: Use for both overnight camps and day camps. If the water supply is also a school, used primarily for education, select the School-University code. Day Care: Use for business that are licensed for Day Care by the State of Michigan. This code should not be used if the water supply is also a school primarily for education. Select the School-University code in those instances. Garage/Shop: School Bus Garage Industry: Typically used for factories and other manufacturing facilities. Factory Office: Buildings where the primary users are in the office. Cemetery MSU Extension Office Township Hall Park/Recreation: Use for parks and other recreation activities. Little League Swimming Pool Speedway (Motor Sports Park) Private Club: Private clubs may also be characterized in one of the other categories. If the water supply is also a children s camp or day care, use those codes. Private club is low on the priority of system use coding. Country Club (unless it is also licensed as Restaurant/Bar) School-University: This code is very important to get correct. If the water is used where people are educated, it is a School-University. (4 hours /day, 4 days/week, 180 days/year) College/University Elementary School High School Head Start Classroom Middle School / Junior High School Prep School Private School User Manual Page 63 of 70

64 Appendix B April 2012 Comment Boxes within WaterTrack Facility Screen 1) Permit/ Capacity Development Tab a) Deviation Granted (Yes = comments on deviation) Sanitary Survey Screen 1) Well Pump Tab a) 12 Above Grade (No = comments) b) Well Cap (Unapproved = comments) c) Installation Approved (source) (No = comments) d) Installation Approved (pump) (No = comments) 10/19/2011 User Manual Page 64 of 70

65 2) Storage Distribution Tab a) Storage (Unapproved = comments) b) Distribution (Unapproved = comments) 05/26/2011 3) Contamination/Treatment Tab a) Contamination (Unapproved = comments) b) Treatment (Unapproved =comments) KD 7/1/2009 User Manual Page 65 of 70

66 Violations Screen Add follow- up action and comments during all monitoring violations, action level exceedence and maximum contaminant level violations. Typical MCL violation codes include: SIA, SIE, SIC, SIF, SO7, & SOX 1) Follow-up Action Comments: a) SIA b) SIE c) SIC d) SIF User Manual Page 66 of 70