State of Texas Air Reporting System. Annual Emissions Inventory Report (AEIR) Web-based Submission Process. For Submitting a Single File (Phase 1)

Transcription

1 State of Texas Air Reporting System Annual Emissions Inventory Report (AEIR) Web-based Submission Process For Submitting a Single File (Phase 1) USER GUIDE Version /18/08

2 Version /18/08

3 Table Of Contents What is an AEIR?... 1 Overview: The AEIR File Submission System... 1 File Format and Technical Requirements... 1 AEIR File Format... 1 Getting Started... 2 STEERS... 2 Navigation Buttons... 4 Select RN/Account Number... 4 How to Edit or Add Contact Information... 5 How to Submit an Electronic EI Text File... 6 Step 1: Upload an EI File into the STEERS Work Area... 7 Reviewing the Work Area Search Work Area Emissions Inventory Records Work Area List Indicate Emissions Events at the Site Step 2: Submit Data from Work Area Submit Work Area Emissions Inventory Records Confirm Work Area Emissions Inventory Records The Submitted Status and 30 TAC Checking the File Status Tracking and Error Log Contact Us Acronyms Glossary Version /18/08

4 What is an AEIR? The annual emissions inventory report (AEIR) is a web-based application that allows regulated entities (RE) to submit their annual emissions inventory (EI) file to the Texas Commission on Environmental Quality (TCEQ) using the State of Texas Environmental Electronic Reporting System (STEERS). These annual reports, required by Title 30 Texas Administrative Code (30 TAC) , are due to the TCEQ by March 31 of each year or as requested by the TCEQ. This portion of the AEIR system provides for the electronic submittal of an EI update as a single file submission. Historically, these files were submitted via diskettes or compact disks and loaded into the State of Texas Air Reporting System (STARS) by TCEQ staff. Regulated Entities (RE) will submit the EI file electronically through the AEIR in the same format as before and will be sent an expedited response regarding the acceptability of the file format. The system will run validation routines, typically in an overnight process, and provide feedback on the upload status to the customer, usually the following business day. The user will also be provided with a Copy of Record (COR) of the transacted data. Overview: The AEIR File Submission System The AEIR system is available for users with a valid STEERS account and authorization to update one or more emissions inventory reports. For more information on STEERS, see user help and access to STEERS through your web browser at steers.html. Data submission is a two-step process: (1) Upload the STEERS work area with the EI update file you want to send. The file will be loaded from your work station into the STEERS work area. The STEERS work area can be considered a staging area where the file is reviewed prior to submission. This step also checks to ensure the data are for the correct Reference Number (RN.) Only correctly loaded files can be uploaded (or submitted) in the second and final step. (2) Submit the file from the work area to STARS. This step retrieves the file stored in the work area and submits it to the TCEQ for processing into the STARS database. The user will be able to view and save a copy of the data sent to the TCEQ. Another feature is the ability for the user to optionally update contact information for the site. This information includes the contact s name, address and phone number. File Format and Technical Requirements To use the web-backed application process, the data must meet file formats outlined by the TCEQ. AEIR File Format You will need an electronic copy of your EI to use this version of the AEIR. Contact the Emissions Assessment Section (EAS) to obtain a copy if one was not sent to you. 1

5 The EI file must meet the ASCII text and pipe delimited format requirements described in the TCEQ s STARS Electronic Reporting Users Guide. This guideline is available at Copies of the format and documentation can also be obtained by contacting the emissions inventory helpline at or by at psinvent@tceq.state.tx.us. Regulated entities that already submit EI data files electronically should not need to adjust the format of their files. The on-line system uses the existing format that has been used since New users are invited to ask for an electronic copy of their inventory to update and submit using this system. Important Note: Submitted data MUST meet the file format as detailed in the STARS Electronic Reporting Users Guide to be successfully uploaded. Getting Started There are two account numbers each user must have to submit an EI file to the TCEQ. One is the STEERS account number and the second is the 11-digit regulated entity reference number (RN) associated with the site. The STEERS number is associated with the user. The RN is associated with the site in the same manner as the 7-digit air account number. STEERS To use the AEIR, the user must first have a STEERS account and password. User help and access to STEERS can be obtained through the web browser at the STEERS homepage at First, log into the STEERS system with the STEERS password. The STEERS is the main access portal for several electronic reporting programs. From this portal, the user will be able to access the STARS AEIR. The STEERS is intended to be used by authorized employees or representatives of the RE to report environmental data. Because the AEIR data are reported to comply with environmental regulations, the customer who submits these data through the STEERS must have the appropriate authority to submit EI data. A user may be authorized to submit data for more than one program through STEERS or submit data for more than one site. Each RN is specific to one site; this RN (or air emissions inventory account number) is different from the STEERS account number. There are two levels of participation. Access can be granted for read and edit only. A submit level is for individuals with direct signature authority to submit data on behalf of the RE. A RE must sign and return the STEERS participation agreement (SPA) to obtain a STEERS account number and a password. New STEERS accounts are probationary and are of limited access until a signed hard copy of the SPA is submitted or the SPA is signed electronically using the account holder s Texas driver s license. 2

6 Also submit to STEERS a signed SPA indicating the EI files the user will access. Please contact the STEERS helpline at , or by at steersdv@tceq.state.tx.us, if you have any questions or problems accessing the STEERS web-page. Figure 1: STEERS Log-in Window Select the AEIR program area. A drop-down box will supply choices associated with each user. If you do not see the Annual Emissions Inventory Report selection, please contact STEERS help. Figure 2: STEERS Home Page 3

7 Navigation Buttons Navigation between windows in all STEERS applications is through the Navigation buttons located at the top of the screen. The first row of buttons is for the STEERS system and for AEIR help. The second row of buttons navigates between the AEIR windows. Not all buttons are available at all times. The buttons available to the user are dependent upon the status of the file being processed and the security access of the user. Figure 3: Navigation Buttons Important Note: Use the navigation buttons. Added or changed data are not saved if the browser Back button is used. Select RN/Account Number Each site has both a unique RN and a unique air account number in the STARS database. The Select RN page will display all the STARS account numbers and RNs associated with the STEERS user. The list is sorted by RN. To sort by account number, site name, or organization name, click on the appropriate header. From this list the user will need to select the RN to do the following functions: Upload and submit an emissions inventory file View details of an RN Add, edit, and submit contact information changes View and download any error logs View tracking information You will see a list of all air accounts that you are authorized to update. You can sort the list alpha-numerically by selecting the column header for RN, Account Number, Site Name, or Organization Name. Access to edit and submit functions are limited by security. The levels of security are read, update, and submit. Figure 4: Select Regulated Entity Reference Number (RN) 4

8 How to Edit or Add Contact Information The emissions inventory contact information can be easily updated in the STARS web-system using the Air Emissions Inventory Detail page. Select edit to make any changes. Please note changes to the contact information can only be submitted to STARS once a day. To make updates, the emissions inventory status field must display EXTRACTED in the banner and either or both of the Upload File and EIQ Entry buttons must appear. Figure 5: STARS EI Contact Information is Available for Update If no contact information is available in STARS or the STEERS staging area, you may add a new emissions inventory contact by clicking on the Add push button. The application flows to the Edit Emission Inventory Contact page. Items marked with an asterisk are required. At the bottom of the page, you will be given the choice of indicating if the changes made are updates to the same contact or a new contact. Examples of same contact may be a new mailing address or name change for an existing contact. 5

9 Figure 6: Sample Update for Contact Change on Emission Inventory Contact Page There are two choices when saving the added or changed data. Selecting Save will store the data in the STEERS work area only. The data will not be submitted to STARS unless the Save and Submit button is selected. Selecting Save and Submit will start the submission process for uploading the contact data to the STEERS work area and to the STARS database. The new and the old information will be displayed with a comment in red, indicating whether the new information is for the same contact or a new contact. You will be asked to certify the changes. To certify the changes, enter your STEERS password and click on the Confirm Submit button. Clicking the Cancel button will remove the changes made to the data from the window and no changes will be made to the Work Area or STARS. After submitting the changes, a page will display the information submitted to the TCEQ. The Finished push button will return the user to the Air Emission Inventory Detail page. How to Submit an Electronic EI Text File To initiate the EI file submission process, the Emissions Inventory Status field must indicate EXTRACTED in the banner and the Upload File navigation button should be available at the top of the Air Emission Inventory Detail page. Contact the EAS helpline if the button is not available or the status does not indicate EXTRACTED. 6

10 Figure 7: Air Emission Inventory Detail Banner To electronically submit an updated file to the TCEQ, the following two steps are required by the user: 1. Upload the updated and correctly named file from your work station into the STEERS Work Area. The format of the file will be checked as part of the upload process. 2. Submit the file from the Work Area into the STARS system. The file will be validated for completeness by the system before being successfully submitted. The file must complete both steps successfully. Supporting documentation and successful completion of both steps are required for the EI to be considered submitted per the reporting requirements of 30 Texas Administrative Code (TAC) In a final step, the EAS staff will upload the validated file into the STARS database. As part of this process, the data and file are subject to additional review. Step 1: Upload an EI File into the STEERS Work Area To upload an EI file to the STEERS Work Area, follow these steps: 1. Select an RN/Air Account Number by clicking on the RN/Air Account Number link. 2. Click on the Upload navigation button. 3. Type the full address or browse for the EI file to be uploaded. The name of the EI file to be uploaded must include the same RN selected in the AEIR Home Page and was listed on the top of the page. The file name format is RN _Upload.txt. 7

11 Figure 8: Upload Emission Inventory File to Work Area In the example, note the full address of EI file to be uploaded is entered and the name of the file matches the RN for the site. The file must be ASCII text and pipe delimited. Information on formatting the file is available by viewing the Stars Electronic Reporting Users Guide at Copies of the format and documentation can also be obtained by contacting the emissions inventory helpline at or by at 4. Select Upload File to load the EI file into the STEERS Work Area. Selecting Upload File will start the process for loading the selected file into the Work Area. The EI file is placed in a queue for basic file format verification. The Emissions Inventory Status field will indicate IMPORTING. 8

12 Figure 9: Air Emission Inventory File Uploading to Work Area The amount of time it takes to process the EI file depends on file size and current database activity. Loading the EI file into the STEERS work area may take overnight during heavy traffic. You will receive an summarizing the results of the upload attempt when the file finishes processing. Any errors encountered can also be viewed or downloaded from the Error Log. The status of the EI, as displayed on the Inventory Detail page banner, will be one of the following: IMPORTED. Your EI data file is successfully loaded into the Work Area and ready for you to review for completeness and accuracy prior to submission to the agency. This step does not complete your submission of data to the EAS. You may proceed to submit the EI data file from the Work Area to STARS. UP ERROR. There were errors and the agency did not receive your EI file. View the errors by selecting the Error Log, the Import Errors in the drop-down, and then select Search. All errors must be corrected before reloading the EI file (repeat steps 2-4). To view the status of your EI file submission on-line, select the import log link, the program area, (AEIR), and the RN/Account Number. In the following example, the EI file was successfully imported into the STEERS Work Area. 9

13 Figure 10: Import Log Search Reviewing the Work Area After the EI file was successfully loaded into the Work Area, the status in the banner will say IMPORTED and the Work Area button will appear on the Air Emission Inventory Detail page. The Work Area provides the user the ability to review records to ensure a correct and complete EI file transfer prior to submitting the EI file to STARS. Select the Work Area button. It is on the bottom row of the navigation buttons. Figure 11: Successfully Imported File Search Work Area Emissions Inventory Records Many files loaded into the Work Area are quite large. A search function is included to allow the user to view the tables that have been put in the Work Area. To review records prior to submittal to STARS, choose a table or view all records and select Search. A drop-down box provides the names of the available tables. After the criteria are selected, select Search. This action will take you to the List Work Area Emission Inventory Records page or a note indicating that no records met that category will appear. If the no records note appears, return to Search to view records 10

14 under a different category. Records can be sorted alphabetically by selecting the field header. Figure 12: Search Work Area by Table Name Drop-Down Box Work Area List The results of the search can be reviewed on the List Work Area page. The Cancel button will take you back to the Air Emission Inventory Detail page. Figure 13: Example of Account Records Searched The CRUD status reflects the requested database functions to be performed on each record. Traditionally, the acronym stands for Create, Read, Update, and Delete. However, for the STARS application, the user will see A on added records; E on extracted records, U on updated (changed) records, or N on unchanged records (indicated as No Change). 11

15 Records are initially extracted, marked with an E, and made available for the user to update. All records must be reviewed. An E on any returned record will result in the file not validating on the upload. All emission records should read A and all other records should read N or U on the CRUD record for each file. Indicate Emissions Events at the Site Prior to submitting the file to STARS, the user must first indicate by selecting the appropriate radio button whether the site experienced any emissions events during the calendar year. This selection is required. Selecting Submit without indicating one of the two radio dials will return an error and the user back to this page. Select Submit to take you to the Submit Work Area Emission Inventory Records page. Figure 14: Emission Event Radio Buttons on Search Work Area Emission Inventory Records Page Step 2: Submit Data from Work Area The EI is ready for submission to the EAS after the updated data have been successfully uploaded into the Work Area. The file submission process can be started at any time when the user is in the Work Area. Select the Work Area button. Data can be reviewed prior to submission. Scroll to the bottom of the page to search again or to submit data. All data will be submitted, not just the data shown as a result of searching. Data can be optionally reviewed prior to submission by selecting the appropriate table in the drop-down on the Search Work Area Emission Inventory Records page. Data are listed in the List Work Area page. The Cancel push button will take the user back to Air Emission Inventory Detail page. Submit Work Area Emissions Inventory Records The Submit Work Area Emissions Inventory Records page lists the summary of records and several certification statements. Enter your STEERS password and select Confirm to submit the EI file. If the password is correct, the Confirm Work Area page will appear. Otherwise, you will still be in the Submit Work Area page. Selecting Do Not Submit will take you back to the List Work Area page. To submit the records in the Work Area: 1. On the Submit Work Area Emissions Inventory Records page, review the certification statements and indicate if the site experienced any emission events. 2. Initiate the submission process by selecting Submit. 3. Review the certification statements on the Submit Work Area Emissions Inventory Records page 4. Enter your password and select Confirm Submit to submit the records. The records have now been sent for validation and you will be taken to the Confirm Work Area 12

16 Emissions Inventory Records page. Selecting Do Not Submit will take the user back to the List Work Area page. Figure 15: Certification Statements for Submitting Data From the Work Area Submitting the file starts the validation and submission process. The file is placed in a queue and the validation program is typically run overnight. The user will be sent an summarizing the results of the validation process. After the submission is complete, the status of the EI file, as shown on the Air Emissions Inventory Detail, page, will be one of the following: PROCESSED. The electronic submission is complete for this site. A received date will be assigned to the file the day the validation process is successful. DATA-ERROR. Errors can be reviewed by selecting the Error Log and Import Errors in the drop-down. The user must correct these errors before reloading the data file into STEERS and resubmitting to STARS Important Note: Files with errors will not be considered submitted and must be corrected by the user, reloaded into STEERS, and resubmitted for validation. Confirm Work Area Emissions Inventory Records This window shows a confirmation page of the information submitted. Select the Emission Inventory Records link to view. All the records will not typically fit on one screen but can be searched by groups of 10,000 records. Selecting Finished will take the user back to the Account Detail page. Printing this page for your records is recommended. 13

17 Figure 16: Example of Confirmation of Submission The Submitted Status and 30 TAC To complete the annual update for the site per the requirements of 30 TAC , the user must successfully validate and submit the file from the Work Area to STARS and submit the required supporting documentation. After the data file is submitted from the Work Area, the EAS staff will complete the file upload into the database. If any problems are encountered with the file upload into the database, staff will contact the user with guidance for corrections. Rule 30 TAC requires supporting documentation, such as sample calculations, to be submitted. Failure to submit this supporting documentation may cause your annual EI submission to be considered incomplete and may result in enforcement action. Additional information on supporting documentation can be found in the Emissions Inventory Guidelines located at Supporting documentation can be mailed to: Emissions Assessment Section, MC-166 Texas Commission on Environmental Quality P.O. Box Austin, TX Documentation, up to 50 megabytes and in pdf format, may be sent by to The RN and inventory year should be in the subject line of the . Checking the File Status The status of the file can be obtained by checking the tracking log and reviewing the messages from STEERS. Both the STARS emissions inventory and STEERS contacts will receive status s at certain stages of the submission process. updates will be sent when the file is loaded into the STEERS Work Area, after the file is first submitted from the Work Area for validation processing, and after the validation process is complete. Instructions on 14

18 accessing copies of record or error logs, in the event of an unsuccessful file transfer or validation, are provided in the . To view the status of your EI file on-line, select the import log link, the program area, AEIR, and the account number/rn. In the following example, the EI file was successfully imported into the STEERS Work Area. Figure 17: Import Log Searching Tracking and Error Log The Tracking page contains the activity logs for the selected EI file. The Upload file to STEERS Staging Area history will be retrieved from the Upload Log and Upload File tables for a given user and Emissions Inventory Year. The Submit File to TCEQ History, Validate File, and Submit Logs can also be viewed. Figure 18: Tracking and Error Log Navigation Buttons Allow Access to Activity History and Error Logs An error log is created after the file import (file is exported from the user s system into the STEERS holding area), validation, and update processes are complete. The user can select the report of interest. The error log created can be searched on-line or downloaded. 15

19 The Cancel button will take the user to the Account Detail page. The user can save or open the Error Log in a note pad by using the Create File button. Contact Us Emissions Inventory Help Line: at psinvent@tceq.state.tx.us Emissions Inventory Mailing address: Emissions Assessment Section, MC-166 Texas Commission on Environmental Quality P.O. Box Austin, TX Emissions Inventory Physical Address: Emissions Assessment Section, MC-166 Texas Commission on Environmental Quality Park 35 Circle, Building E Austin, TX STEERS Help Line: or steersdv@tceq.state.tx.us 16

20 Acronyms AEIR - Annual Emissions Inventory Reporting EAS - Emissions Assessment Section EI - Emissions Inventory RE - Regulated Entity RN - Regulated Entity Reference Number STARS - State of Texas Air Reporting System STEERS - State of Texas Environmental Electronic Reporting System. Glossary EAS - Emissions Assessment Section, a business unit within the TCEQ that is primarily responsible for the collection and review of air emissions data. Received Date - The date when a file completed validation. This date is typically one day after the user started the validation process. STARS - The State of Texas Air Reporting System database is the repository for all historical industrial emissions inventory data. Annual updates are made to this database using data submitted from RE. STEERS - The State of Texas Environmental Electronic Reporting System is used by authorized employees or representatives of the regulated entity (RE) to report environmental data to the TCEQ through the web. Submitted Emissions Data - Data are submitted to the TCEQ in accordance with the requirements of 30 TAC after the AEIR file is validated. In addition to the file, supporting documentation, such as sample calculations, is required per 30 TAC and is due to the agency within five business days of the AEIR submission due date. Failure to submit this supporting documentation may cause an annual EI submission to be considered incomplete and may result in enforcement action. Supporting documentation can be mailed to: Emissions Assessment Section, MC-166 Texas Commission on Environmental Quality P.O. Box Austin, TX Upload Process - The process for extracting a file from the user s system and loading the 17

21 information into the STEERS Work Area. Validation Process - The process whereby submitted data are reviewed for basic EAS data checks. Data that are successfully validated are considered to be submitted. Data that fail the validation process must be corrected by the user. Work Area - The staging area that provides the user the ability to review data to ensure proper and complete file transfer prior to submitting data. Please be aware that data loaded into this staging area are not yet submitted to the TCEQ Emissions Assessment Section. 18