MICHIGAN’S NPDES Management System & Electronic DMRs

1. MICHIGAN’S NPDES Management System&Electronic DMRs July 13, 2004

2. Why did MI pursue e-Discharge Monitoring Reporting? • Inefficient mail-based DMR submission process • Mailed DMRs required laborious manual data coding by staff • Duplicative manual data coding increased errors • The DMR database (PCS) does not include daily values needed for water quality-based effluent limit determination • The staff that used the daily data most did not have direct access to the paper forms Footer (Ex: Internal Use Only)

3. Electronic Reporting - Problem Solution • Use a new technology, called eXtensible Markup Language (XML), for electronic DMR submissions • Develop a prototype national standard for this new technology • Get like-minded states & EPA to work together, with financial resources, to test: • prototype e-DMR XML schema • State Node • EPA’s Central Data Exchange (CDX) • Security protocols and authentication process • Get beyond testing to implementation of e-DMRs with facilities • BUT FIRST: State PCS Development was needed …. Footer (Ex: Internal Use Only)

4. System Architecture • Target customers: State Agencies • Client-Server based application • Developed using Microsoft .NET Framework 1.0 • Use Integrated Window Authentication Footer (Ex: Internal Use Only)

5. NMS Features Overview NMS User Functions Includes: Permitting Compliance/Enforcement NMS Database Server Supplication Module Facility Module Permit Module Document Module Inspection Modules Schedule Modules Violation Modules Enforcement Modules

6. NMS User Function Highlights NMS Permitting Wizard: • Provide step-by-step validation during the login of application

7. NMS User Function Highlights NMS Inspection Creation Wizard: • Provide step-by-step instruction during inspection creation

8. NMS User Function Highlights NMS Enforcement Creation Wizard: • Provide step-by-step instruction during enforcement creation

9. NMS User Function Highlights My Task: • Allow the staff to track/view/update task assigned

10. NMS User Function Highlights Extensive Find Function for All Modules: • Locate desired record based on search criteria entered • Provide Export to Excel function for the search result • Allow Printing of search result

11. NMS User Function Highlights Facility Maintenance Screen: • Provide access to all facility data on one screen. This includes Inspection, DMR, Schedules, Violation, Enforcement, etc.

12. NMS User Function Highlights Permit Maintenance Screen: • Provide access to all permit data on one screen. This includes Permit Limits, Permit Documents, Images & Files, etc.

13. NMS User Function Highlights Permit Limits Management: Permit Limits are stored in database fields and used to: • Generate DMR Reporting Forms • Create Permit Limit Page in Permit Document • Perform DMR’s Compliance Evaluation

14. NMS User Function Highlights Document Solution: • Centralized document management solution where all documents (permit, inspection report, enforcement letter, etc.) are generated based on Word templates and stored in database.

15. NMS User Function Highlights DMR Data Entry Module: • Store Monthly and Daily DMR Data • Perform Compliance Evaluation on DMR Data

16. NMS User Function Highlights Violation Maintenance Screen: • Use icons to represent violation status • Track both system generated and user added violation records

17. NMS User Function Highlights Enforcement Maintenance Screen: • Allow user to link violation records addressed • Generate Enforcement Document in Word and store on database • Provide task assignment function

18. NMS Features Overview NMS Admin Functions Includes: Permitting Compliance/Enforcement NMS Database Server Supplication Module Facility Module Permit Module Document Module Inspection Modules Schedule Modules Violation Modules Enforcement Modules

19. NMS Admin Function Highlights Configurable Security Settings: • Allow Admin to create security group and role • Allow Admin to define security setting down to each menu option

20. NMS Admin Function Highlights Document Template Maintenance: • Allow Admin to create re-usable document template in Word • Provide 100% freedom in variable and template creation

21. NMS Admin FunctionHighlights Permit Limit Template Maintenance: • Allow Admin to create re-usable permit limit template

22. NMS On-line Queries Footer (Ex: Internal Use Only)

23. Review of Daily Measurements Footer (Ex: Internal Use Only)

24. Summary of Discharges Statewide Footer (Ex: Internal Use Only)

25. NPDES Management System (NMS) & E2RS NPDES Management System (NMS) Database E2 Reporting System Internet Users (Regulated Facilities) NMS Users (DEQ Staff) Footer (Ex: Internal Use Only)

26. NMS / e-DMR - Scenario NMS Database E2RS 1) DEQ Staff add permit Limits to NMS for a Facility Internet Users (Regulated Facilities) NMS Users (DEQ Staff) Footer (Ex: Internal Use Only)

27. NMS / e-DMR - Scenario NMS Database E2RS 2) NMS copies Permit limits To E2 Reporting System Internet Users (Regulated Facilities) NMS Users (DEQ Staff) Footer (Ex: Internal Use Only)

28. NMS / e-DMR - Scenario NMS Database E2RS 3) Facility retrieves their Limits from E2RS and fills out an e-DMR document Internet Users (Regulated Facilities) NMS Users (DEQ Staff) Footer (Ex: Internal Use Only)

29. NMS / e-DMR - Scenario 4) Facility submits their DMR back to the E2RS NMS Database E2RS 5) E2RS sends an e-mail confirmation back to facility Internet Users (Regulated Facilities) NMS Users (DEQ Staff) Footer (Ex: Internal Use Only)

30. NMS / e-DMR - Scenario NMS Database E2RS 6) E2RS sends DMR data back to NMS Internet Users (Regulated Facilities) NMS Users (DEQ Staff) Footer (Ex: Internal Use Only)

31. NMS / e-DMR - Scenario NMS Database E2RS 7) NMS checks e-DMR for compliance and creates a violation if necessary Internet Users (Regulated Facilities) NMS Users (DEQ Staff) Footer (Ex: Internal Use Only)

32. NMS / e-DMR - Scenario NMS Database E2RS 8) DMR data available To DEQ Staff for Evaluation, etc… Internet Users (Regulated Facilities) NMS Users (DEQ Staff) Footer (Ex: Internal Use Only)

33. Beyond Michigan, on to EPA Complete data flow from facility through State to PCS! Footer (Ex: Internal Use Only)

34. Facility User Login to the e-DMR System… Footer (Ex: Internal Use Only)

35. Select Which Month’s DMR to Work With… Footer (Ex: Internal Use Only)

36. View Blank DMR Forms… Footer (Ex: Internal Use Only)

37. …and fill out the DMR Data using the Online Data Entry forms… Footer (Ex: Internal Use Only)

38. Enter your personal PIN Number and Certify your Submission… Footer (Ex: Internal Use Only)

39. …and view the status of your submitted DMRs! Footer (Ex: Internal Use Only)

40. Michigan’s Participation Results Footer (Ex: Internal Use Only)

41. Benefits - Electronic Data Transfer Regulated facilities • Data coding errors reduced/eliminated • Immediate feedback on errors or violations • Faster, more flexible (24/7) State • Eliminate data coding operators, less paper and staff resources • Improves data quality: facility => State => EPA by elimination of data coding errors • Improves the Michigan Wastewater program effectiveness/efficiency by shifting the focus to Compliance & Enforcement • Improves response to environmental issues – allows staff to do better resource management • Three-year backlog of paper reports eliminated - never to appear again! Public • Increases public access to environmental information via the web • Increases Water Division staff resource availability for better response to public inquiries to help solve other problems Footer (Ex: Internal Use Only)

42. Facility Benefits Annotated Quotes from our Permitted Facilities …. • “Saves my compliance admin costs … streamlines the DMR reporting process” • “… provides immediate feedback of compliance status for proper actions” • “… will increase the amount of data accessible for trend analysis” • “… data entry errors are reduced …” • “Time saver … more traceable than paper … immediate confirmation of receipt” Footer (Ex: Internal Use Only)

43. State DEQ Annual Cost Savings • at full implementation with all 1,180 facilities … $250,000 - $500,000 Footer (Ex: Internal Use Only)

44. Facility Annual Cost Savings … at least $2,000 saved per facility or $2,360,000* *(… and this may be low) Footer (Ex: Internal Use Only)

45. Downside Issues to Consider … • IT support (start up problems), E2RS not available at key moments, may have lost some users • Need DEQ staff support to help new users • Lack of attached files - other reports or letters that are required to be submitted (being addressed) Footer (Ex: Internal Use Only)

46. Upcoming Applications & Enhancements • NMS Groundwater Permit Process - (July 2004) • NMS C & E Module – (October 2004) • e-Permitting - (June 2004) • e-Groundwater Reporting - (July 2004) • e-Drinking Water Reports - (late 2004) • AWR and Tier II – (fall 2005) • Homeland Security – (fall 2005) • Air Quality Reporting – (summer 2006) Footer (Ex: Internal Use Only)

47. E-DMR Demo Website http://www.statesdx.net/pages/public/eDMR_Demo/michigan_deq.html Footer (Ex: Internal Use Only)

48. Further Information • Jeff Jones MI Department of Environmental Quality 517-335-4125 jonesjj@michigan.gov • Michael Beaulac MI Department of Information Technology 517-241-7808 beaulacm@michigan.gov Footer (Ex: Internal Use Only)