COMPLIANCE MONITORING DATA PORTAL - Alaska DEC · COMPLIANCE MONITORING DATA PORTAL Kick Off...

COMPLIANCE MONITORING DATA PORTAL

Kick Off Meeting January 30, 2018

Presenters: Jeanine Vance & Rachel Westbrook

Before we begin…

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WARNING! This presentation contains a lot of information, may cause feelings of overwhelm.

To combat the information overload…• You’ve been provided a PDF copy to reference in the future • State will post a recorded version of this presentation that you can

watch again to our website

This presentation was developed for wide audience (labs large & small)

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Agenda

• Introduce CMDP Transition Team

•Background information on CMDP

•Why moving to CMDP?

•Transition schedule

•What to expect during testing phase

•How to get started

•Tips for testing

•Resources

•Next Steps

•Questions

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CMDP Transition TeamJeanine Vance: Project Coordinator• Environmental Program Specialist

Maria Ridgway: System Administrator• Analyst Programmer

Tom Stock• Analyst Programmer

Rachel Westbrook• Environmental Program Specialist

Marci Irwin: Lab Outreach • Environmental Program Manager

Team Members

• Kathy Spaulding

• Heather Newman

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Background InformationElectronic Data Reporting System (EDRS)• State developed & maintained web based

application for labs to submit drinking water sample results electronically

• Electronic reporting since 2005 • Data can be submitted by web entry, Excel

templates, and XML• Data migrates from EDRS to SDWIS/State

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Compliance Monitoring Data Portal (CMDP)• EPA developed & maintained web based

application for labs to submit drinking water sample results electronically

• Data can be submitted by web entry, Excel templates, and XML

• Able to accept Operational data directly from PWSs (Monthly Operator Report, etc) *AK will not be using this feature at this time*

• Data can migrate into SDWIS/State or SDWIS Prime

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• SDWIS Prime• EDRS needs upgrades • EDRS is not CROMMER compliant • State resources – EPA managed application

Why move to CMDP?Skype Slide 6

Transition Schedule

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September 2017

October 2017

January 2018

June 2018

July 2018

CMDP Transition Notification Sent / Testing Phase Begin

CMDP Questionnaire

Kick Off Meeting

End Testing Phase

Shut off EDRSDecember 2018

Begin Transition to CMDP Production

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What is the purpose of the testing phase?

For labs to become comfortable submitting sampling data using the new application.

Find potential issues, ask questions, and provide feedback! This will help the state to troubleshoot problems and develop guidance documents.

State to test the data validation process. This includes a validation tool to catch submittal errors and communicating the information back to the lab for correction.

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What to expect during the testing phase?

•CMDP will be different than EDRS

•We are all in the testing & development phase

•Data validation process might be a little rough to start as we develop & test the data verification tool

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During testing phase PWS samples MUST still be submitted through EDRS

Pre-Production CMDP data submittals will go to our test SDWIS

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HOW TO GET STARTED

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How to get started?

Visit the CMDP Webpagehttp://dec.alaska.gov/eh/dw/cmdp

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General Overview page Pre-Production Testing page

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http://dec.alaska.gov/eh/dw/cmdp http://dec.alaska.gov/eh/dw/cmdp-preprod/

How to get started?

Review the Getting Started Guide

Register through SCS If you’re unable to verify identity online you’ll have to submit a hardcopy (fax, scanned copy through email, or mail) Electronic Signature Agreement. Contact the CMDP Helpdesk to have us walk you through this.

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http://dec.alaska.gov/eh/dw/cmdp-preprod/

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How to get started?

Review the EPA CMDP Training Materials & CMDP User Manual

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How to get started?Ready to submit test data? Print & review the DEC Reporting Guidance documents to understand what fields are required

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•Outlines State/Federal required fields•Shares tips for a successful

data submission

http://dec.alaska.gov/eh/dw/cmdp-preprod/

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Start testing!

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Use Firefox or Internet Explorerhttp://dec.alaska.gov/eh/dw/cmdp-preprod/

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TESTING TIPS

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Two new data entry fields are now required in CMDP data submissions. These are the Facility ID and Sample Point ID fields. The ID’s are specific to each water system facility and for each type of analyte the system is sampling for.

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CMDP Web Entry Screenshot

CMDP Excel Spreadsheet Screenshot

http://dec.alaska.gov/eh/pdf/dw/facility-sample-pt-lookup.pdf

New required fields

• However the information is obtained, it is likely that labs will need to add fields for Facility ID and Sampling Point ID to the Chain of Custody, to be filled in by either the PWS or the lab.

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Where to get this information?Our temporary solution is:• Labs or water systems use the PWS Monitoring

Summary to look up the information as needed (guidance document).

Other suggestions include:• DW Program supplies labs with the PWS

information, including Facility IDs and Sampling Point IDs for each analyte (sample) type. The lab would enter appropriate information in CMDP submittal.

• A search tool could be provided on the DW Program website for labs or water systems to look up required information.

• We would really appreciate your feedback and additional ideas!

New required fields

http://dec.alaska.gov/eh/pdf/dw/facility-sample-pt-lookup.pdf18

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At least 1-2 individuals should register as a Private Lab CMDP Administrator.• Administrators approve/deny role

requests• Certifiers and Lab Administrators can

submit sample data to the state• There are 3 certification steps necessary

to submit data to the state (i.e., Send to Reviewer, Send to Certifier, Certify and Submit to State).

Lab System Administrator

Certifier

Reviewer

Preparer

Submitting data (Lab Administrator)

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At least 1-2 individuals should register as a Private Lab CMDP Administrator.• Administrators approve/deny role

requests• Certifiers and Lab Administrators can

submit sample data to the state• There are 3 certification steps necessary

to submit data to the state (i.e., Send to Reviewer, Send to Certifier, Certify and Submit to State).

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Submitting data (Lab Administrator)Skype Slide 19

Preparer Reviewer

Submitting data

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Preparer Reviewer

Submitting data

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CertifierPreparer Reviewer

Submitting data

If sample is incomplete, click reject. If sample is complete, continue with

certification process.

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CertifierPreparer Reviewer

Submitting data

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CertifierPreparer Reviewer

Submitting data

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CertifierPreparer Reviewer

Submitting data

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CertifierPreparer Reviewer

Submitting data

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Web entry Format

• Users can not confirm if all validation error exists before submission.

Excel Format

• Users can confirm if validation error exists (under Validations tab) before submission.

Web entry vs. excel data submissions

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Web entry Format

• Users can not confirm if all validation error exists before submission.

• If sample is rejected:• Delete sample job and then create new web

entry form (unable to edit existing form)

Excel Format

• Users can confirm if validation error exists (under Validations tab) before submission.

• If sample is rejected:• Edit excel file and then re-upload

Web entry vs. excel data submissions

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Web entry Format

• Users can not confirm if all validation error exists before submission.

• If sample is rejected:• Delete sample job and then create new web

entry form (unable to edit existing form)

• Once system information is entered, CMDP will filter information

Excel Format

• Users can confirm if validation error exists (under Validations tab) before submission.

• If sample is rejected:• Edit excel file and then re-upload

• Enter information manually, then save

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Web entry vs. excel data submissionsSkype Slide 23

Web entry Format

• Users can not confirm if all validation error exists before submission.

• If sample is rejected:• Delete sample job and then create new web

entry form (unable to edit existing form)

• Once system information is entered, CMDP will filter information

Excel Format

• Users can confirm if validation error exists (under Validations tab) before submission.

• If sample is rejected:• Edit excel file and then re-upload

• Enter information manually, then save

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Web entry vs. excel data submissionsSkype Slide 23

The Big Three1. Watch EPA videos

• Develop consistent naming convention for Job Description

General observations from testing

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The Big Three1. Watch EPA videos

• Develop consistent naming convention for Job Description

2. Read through/use guidance documents during testing phase

• If sample analysis is contracted to another certified lab, Analyzing Lab ID field is required

• CMDP will not auto-populate known methods used that labs are certified for.

• Be sure to select the appropriate method analysis code

General observations from testing2

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The Big Three1. Watch EPA videos

• Develop consistent naming convention for Job Description

2. Read through/use guidance documents during testing phase

• If sample analysis is contracted to another certified lab, Analyzing Lab ID field is required

• CMDP will not auto-populate known methods used that labs are certified for.

• Be sure to select the appropriate method analysis code

3. Test• Submit sample through EDRS then CMDP• Submit sample with validation error

General observations from testing

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Registration with SCS• If your physical address does not match your mailing address, be prepared to register with SCS via paper form

Feedback from testing

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Registration with SCS• If your physical address does not match your mailing address, be prepared to register with SCS via paper form

Getting Started• Explore CMDP program before watching videos

Feedback from testing

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Registration with SCS• If your physical address does not match your mailing address, be prepared to register with SCS via paper form

Getting Started• Explore CMDP program before watching videos

CMDP • AK2 is a prefix used for all PWS IDs and must be entered into PWSID field• Drop down icons can filter data• If you are entering multiple samples, remember to click Set Default Values for Sample Results button

Feedback from testing

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How to provide feedback?

Online feedback form

• (up by February)

Email us!

• Dec.cmdpsupport@Alaska.gov

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RESOURCES & NEXT STEPS

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Resources•CMDP Web Services

Sample XML Schema Definitions•CMDP – LIMS Interface

Control Document•Facility and Sample Point

ID Guide•CMDP User Manual•CMDP Role Registration

User Guide•Getting Started Guide•EPA Training Materials•DEC Reporting Guidance

Scroll to bottom of page

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Next Steps - State•Create Listserver (email group) for all CMDP interested folks•Provide quarterly email updates to be sent to the CMDP Listserver group • CMDP tips• testing information• project status

•Continue development of DEC Reporting Guidance documents• Chem/Rad for Excel uploads• DBPs (TTHM/HAA5)

•Update FAQs and Known Issues document as items are reported to us

• FAQs• mini feedback polls• short training videos

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Next Steps - Labs

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Review CMDP website

Register through SCS (use the Getting Started Guide)

Review EPA training materials (recorded presentations, CMDP User Manual, etc.)

Review DEC Reporting Guidance documents

Start submitting test sample results

Provide feedback to State

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Next Steps - Labs

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Review CMDP website

Register through SCS (use the Getting Started Guide)

Review EPA training materials (recorded presentations, CMDP User Manual, etc.)

Review DEC Reporting Guidance documents

Start submitting test sample results

Provide feedback to State

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Reminder! We are all in the testing phase together to get things figured out in a test environment before we move to

production

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Maria Ridgway Maria.ridgway@Alaska.gov

907-269-7625

Jeanine VanceJeanine.vance@Alaska.gov

907-269-2007

Submittal / IT-type QuestionsTom Stock

Thomas.stock@Alaska.gov907-269-3082

Rachel WestbrookRachel.westbrook@Alaska.gov

907-269-7630

Feedback on CMDP Documents or Website

CMDP Helpdeskdec.cmdpsupport@alaska.gov

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