56TH ANNUAL WATER AND WASTEWATER OPERATORS' CONFERENCE April 17, 2013 Net DMR Update

1. 56TH ANNUAL WATER AND WASTEWATER OPERATORS' CONFERENCE April 17, 2013 NetDMR Update Shawn Hokanson SWPB Permit Support Supervisor Cheryl Edwards SWPB NetDMR Transition Coordinator

2. Today’s Presentation Discussion of NetDMR Requirement NetDMR Test vs. NetDMR Production Creating NetDMR Accounts Requesting Permit Access Entering DMR Data Submitting DMRs using NetDMR

3. NetDMR Requirements Date All KPDES Permittees* that are required to submit DMRs as a condition of their permit will be required to use NetDMR for DMR submittal by April 2014. Paper copies will not be accepted after the facility NetDMR date. Each permittee has been assigned a mandatory NetDMR entry date based on the type of permit and whether they are a Major or Minor discharger. Permittees can begin using NetDMR immediately – they do not have to wait for their requirement date. Entry date letters were sent with the 2nd Quarter 2013 DMRs and the requirement date is available at: http://dep.gateway.ky.gov/eSearch/Search_Required_NetDMR.aspx Example: KY0021016 was assigned a date of July 2013. This facility’s July 2013 DMR must be submitted using NetDMR. If paper copies of the July 2013 or later DMRs are submitted, they will be returned unprocessed and will generate violations for non-submittal of DMRs. *Does not apply to Coal KPDES permits

4. NetDMR Requirements Date http://dep.gateway.ky.gov/eSearch/Search_Required_NetDMR.aspx

5. NetDMR Requirements and Help NetDMR requires the use of Internet Explorer and an Internet Connection. KYDOW Help page: Web search for “NetDMR KY” and select the Permitting and Approvals | NetDMR Information link Site has links and step by step instructions EPA Training Materials: Web search for “EPA NetDMR training” and select the Training Materials Link under NetDMR Site has training presentations for all phases of NetDMR use Please use the instructions and training presentations prior to contacting KY DOW.

6. NetDMR Implementation Procedures Two NetDMR websites: NetDMR Test and NetDMR Production The two sites do not share ANY data. The sites are identical in form and function with the following exceptions: KPDES permittees will be required to submit at least one DMR through NetDMR test prior to account approval in NetDMR production

7. NetDMR Test (Internet Explorer required) Click the rocker to select KY DEP (NetDMR Test) Click GO

8. Click register for a new account to begin the setup process

9. Fill out the user account form and security questions If you are the permittee or sign the DMR your user type is Permittee User If you are a consultant or laboratory that fills out the DMR you are a Data Provider Do not use Internal Security answers are case sensitive- keep a record of your information Click submit when done

10. PRINT THIS SCREEN so you have it for future reference!!! You will be asked to VERIFY your information (click Verify)

11. Confirmation screen (click OK) You will receive an email from NetDMR with a link to complete account creation

12. Sample email: Click the link to complete account creation and set up your password Be sure to list NetDMR-notification@epa.gov as a safe sender so the email does not go to your SPAM folder

13. Account Setup The link will route you to this screen You will need to supply one of your security answers and then a password. Click submit when you have entered your information

14. Account Setup You will be routed to this page. Click the link to log in with your user name and password Click this link to go to NetDMR test site: NetDMR Test to log in

15. Request Access to your Permit Click Request Access to associate your NetDMR account with your KPDES permit.

16. Request Access to your Permit Enter your KPDES permit number (KY#######) and click Update

17. Select Your Role Click the rocker to select your role for the permit and click Add Request Signatory: View/Edit and Sign /Submit DMRs Permit Administrator: View and Edit DMRs, approve access requests for other users Edit: View and Edit DMRs View: review DMRs only (no edit) The first person to request access to a permit must be a Signatory and will also become the Permit Administrator.

18. Submit Your Request Click Submit – The access request will either be approved by DOW staff for all Signatory requests or by your Signatory or Permit Administrator. When approved you will receive an email confirmation (check your spam folder)

19. Fill out Subscriber Agreement (if Signatory) • If you are not a signatory, skip the (if Signatory Pages) • Select relationship to facility • Parent – if the facility is a subsidiary of the entity for which you work. • Facility– if you work for the facility. • Other – if neither Parent or Facility applies • Select if you have the authority or if you are the designee of an authorized person. • Enter contact information for the authorized person (if you are a designee) • Click submit. 1 2 3

20. Fill out Subscriber Agreement (if Signatory) • Click confirm to submit the access request.

21. Fill out Subscriber Agreement (if Signatory) • In Test, DO NOT mail the subscriber agreement to KY DOW • If you sign up as a signatory and are the first person to sign up for this permit, you will also be the permit administrator. DOW only approves Signatory requests, all other roles will be approved by your Signatory or Permit Administrator.

22. Select Your Role (Non-Signatory) Skip the Non-Signatory pages if you selected Signatory Click the rocker to select your role for the permit and click Add Request Permit Administrator: View and Edit DMRs, approve access requests for other users Edit: View and Edit DMRs View: review DMRs only (no edit)

23. Submit your Access Request (Non-Signatory) • If your role is listed correctly under Access Requests, click Submit.

24. Submit your Access Request (Non-Signatory) • If your role is listed correctly, click Confirm. • Non-Signatory access requests are approved by the Permit Administrator, not KY DOW. • Your access request has been completed.

25. Confirmation • When your request has been approved (or denied) you will receive an email confirmation. • Be sure to list • NetDMR-notification@epa.gov • as a safe sender so the email does not go to your SPAM folder

26. Enter and View DMRs Select the permit number for which you want to edit or review DMRs Click Update

27. Enter and View DMRs Select the specific DMRs you want to view or edit by permitted feature (click update), discharge, monitoring period or and status (or any combination) and click Search to retrieve the DMRs

28. DMR Status Information The following are explanations of the different DMR Statuses. • Ready for Data Entry –DMRs that are available for data entry with no data entry completed yet • NetDMR Vaildated Errors – DMRs with Errors /exceedances that need to be corrected or acknowledged • NetDMR Validated – DMRs with all errors corrected or acknowledged, ready to submit • Imported – DMRs that were uploaded by the permittee or data provider • Signed & Submitted – DMRs that have been signed and submitted (CORs complete) • Submission Errors/Warnings – DMRs for which errors were returned when the data was submitted to EPA – you will receive an email detailing the error. • Completed – DMRs for which the submission was complete and the data has successfully been received by EPA.

29. Enter and View DMRs Select the DMR function (Edit DMR, Correct DMR etc. only allowable functions are available) for the DMR you want to work with and click Go.

30. Enter and View DMRs Enter your Name. etc.. If your entire DMR is a no discharge, select the appropriate NODI code from FORM NODI. When done, you can click collapse header to show more parameters per page.

31. Enter and View DMRs Enter your values- there may be multiple pages to file out depending upon your permit. If a value entered will cause a violation, you must fix the data entry error or acknowledge that this will generate a violation. Illegal values (hard errors like parameter value and NODI code both entered must be fixed.

32. Enter and View DMRs After fixing errors and clicking one of the Save options, the DMR Error Check Errors will show “No results (or the validation errors you acknowledged). If you are the signatory you can click Sign & Submit (or Save and Exit if you will have multiple DMRs to submit).

33. Enter and View DMRs The DMR/COR Search Page will show you what options are available for each DMR. 10/31/11 DMR needs to be signed/submitted, 11/30/11 DMR has not been entered yet,, and 12/31/11 DMR has been submitted and may be corrected or downloaded if needed. Click GO for the specific DMR function, or check the boxes to Submit DMRs or download Copies of Record.

34. Enter and View DMRs To sign and submit DMRs, Check all DMRs to Sign and Submit, enter your security information and click Submit. You should check the box to receive a PDF of the Copy of Record with your confirmation email (recordkeeping).

35. Enter and View DMRs You will receive a submission confirmation message. The DMR is then sent to an EPA Test site for processing. You will receive an email about the status of the submission when processing is complete. If you receive an email that indicates errors occurred, this may indicate NOT indicate a problem- it may only be that your data values are in violation of your permit.

36. Enter and View DMRs And submission confirmation email with the DMR Copy of Record attached (if requested)

37. Enter and View DMRs Open the attachement to view your Copy of Record. Double click the dmrSubmission.pdf file. The other files contain xml file information about your submission.

38. Enter and View DMRs Above is an example DMR Copy of Record.

39. Questions?? How to get Help!! Step 1: Review EPA help videos – web search for “EPA NetDMR training materials” Step 2: Review KY DOW FAQs – web search for “KY DOW NetDMR faqs” and select “FAQs” Step 3: Know your permit number and environment (Test or Production) Step 4: Email NetDMR@ky.gov and describe the issue, include your permit number and Test or Production and your contact number. We will contact you. We will be receiving a HIGH volume of emails and calls. If you have not completed Steps 1 and 2, it is likely you will be pointed towards these web pages as a FIRST step prior to receiving assistance.