EDEP Demonstration

1. It seems as though we have talked about eDEP for years�but now it really is real. April 3, 2007 is the date that all RMR forms must be submitted via eDEP as specified in the 2006 MCP Revisions. January 1, 2008 is the date in the proposed 2007 MCP Revisions that all Waste Site Cleanup submittals must be filed electronically. It seems as though we have talked about eDEP for years�but now it really is real. April 3, 2007 is the date that all RMR forms must be submitted via eDEP as specified in the 2006 MCP Revisions. January 1, 2008 is the date in the proposed 2007 MCP Revisions that all Waste Site Cleanup submittals must be filed electronically.

2. You must register in eDEP and create your User Name, Password and Nickname. Go to http://www.mass.gov/dep/service/compliance/edepbwsc.htm to see a additional power point presentation on �A Walk Thru of eDEP Registration Remedial Monitoring Report Submittal�. When you submit the Standard Proof of Identity form, MassDEP will grant LSPs, the �LSP Proof� enabling LSPs to sign submittal the LSP certification. The Person Undertaking the Response Action must register in eDEP also. That person creates a user account with a User Name, Password and Nickname, used when sharing transmittals forms. MassDEP recommends that once you have registered and created your eDEP account, please log into eDEP and practice creating forms, filling out forms, sharing forms and sign forms, then DELETE the forms. Because you have not clicked on the submit button, MassDEP cannot see the form, MassDEP does not have access to the form. It is OK for you to practice in eDEP then delete the forms and DEP will never know! Reminder: Do not wait until the last minute to register in eDEP. LSPs, remember to submit the Proof of Identity form!You must register in eDEP and create your User Name, Password and Nickname. Go to http://www.mass.gov/dep/service/compliance/edepbwsc.htm to see a additional power point presentation on �A Walk Thru of eDEP Registration Remedial Monitoring Report Submittal�. When you submit the Standard Proof of Identity form, MassDEP will grant LSPs, the �LSP Proof� enabling LSPs to sign submittal the LSP certification. The Person Undertaking the Response Action must register in eDEP also. That person creates a user account with a User Name, Password and Nickname, used when sharing transmittals forms. MassDEP recommends that once you have registered and created your eDEP account, please log into eDEP and practice creating forms, filling out forms, sharing forms and sign forms, then DELETE the forms. Because you have not clicked on the submit button, MassDEP cannot see the form, MassDEP does not have access to the form. It is OK for you to practice in eDEP then delete the forms and DEP will never know! Reminder: Do not wait until the last minute to register in eDEP. LSPs, remember to submit the Proof of Identity form!

3. This is what the homepage in eDEP looks like, minus any submittals. Note the user name and nickname are listed mid page. Click on Start New to begin.This is what the homepage in eDEP looks like, minus any submittals. Note the user name and nickname are listed mid page. Click on Start New to begin.

4. This is where you select the form you wish to submit to MassDEP. Click on the drop down arrow Any eDEP user can begin a form, the LSP, the person performing the response action, or the Administrator. The person who begins the form is the eDEP form �owner� . Remember the words �eDEP Form Owner� when we talk about sharing a BWSC form. When sharing a form in eDEP, the word owner only has to do with the form, it has no relationship to the site, the RTN or the owner of the property. Once a form is begun, it can be shared, by the form owner, at any time with other eDEP users. We will review sharing later in this presentation. This is where you select the form you wish to submit to MassDEP. Click on the drop down arrow Any eDEP user can begin a form, the LSP, the person performing the response action, or the Administrator. The person who begins the form is the eDEP form �owner� . Remember the words �eDEP Form Owner� when we talk about sharing a BWSC form. When sharing a form in eDEP, the word owner only has to do with the form, it has no relationship to the site, the RTN or the owner of the property. Once a form is begun, it can be shared, by the form owner, at any time with other eDEP users. We will review sharing later in this presentation.

5. This is the Pre Form page where you enter the RTN of the release and the license number of the LSP who will be making the LSP certification. REMEMBER -- Do not enter lead zero�s in the tracking number, for example, if the RTN is 3-00072, enter 3 for the region and 72 for the tracking number. No leading zeros. Click on search.This is the Pre Form page where you enter the RTN of the release and the license number of the LSP who will be making the LSP certification. REMEMBER -- Do not enter lead zero�s in the tracking number, for example, if the RTN is 3-00072, enter 3 for the region and 72 for the tracking number. No leading zeros. Click on search.

6. This is the information that is pulled from the DEP database for the RTN entered on the previous page. To update any information listed here, please send an email to BWSC.eDEP@state.ma.us. Note the box with the dropdown arrow at the bottom of the page. If the name of the person you want to associate with the submittal is not listed here, click on the box next to �Add a New Person�. On the submittal form you will be able to add the new person, HOWEVER, you must also send an email to notify DEP of the changes and we will add the information to the data base. For quality control purposes, only certain information on the transmittal form directly changes the data base. Changes to the site name, address, and PRP information can only be made by MassDEP. Please send an email to BWSC.eDEP@state.ma.us to update the site name, site address or Person Making the Certification. Do not select �Add a New Person� if you only need to update the contact information for the submittal. That change should be made on the form. Please note there are BWSC eDEP FAQs on the web at http://www.mass.gov/dep/cleanup/approvals/edepfaq.htm. A FAQ provides detailed information on how to submit changes to the database. Click on NEXT.This is the information that is pulled from the DEP database for the RTN entered on the previous page. To update any information listed here, please send an email to BWSC.eDEP@state.ma.us. Note the box with the dropdown arrow at the bottom of the page. If the name of the person you want to associate with the submittal is not listed here, click on the box next to �Add a New Person�. On the submittal form you will be able to add the new person, HOWEVER, you must also send an email to notify DEP of the changes and we will add the information to the data base. For quality control purposes, only certain information on the transmittal form directly changes the data base. Changes to the site name, address, and PRP information can only be made by MassDEP. Please send an email to BWSC.eDEP@state.ma.us to update the site name, site address or Person Making the Certification. Do not select �Add a New Person� if you only need to update the contact information for the submittal. That change should be made on the form. Please note there are BWSC eDEP FAQs on the web at http://www.mass.gov/dep/cleanup/approvals/edepfaq.htm. A FAQ provides detailed information on how to submit changes to the database. Click on NEXT.

7. This screen details the steps you will complete to make the submittal. This page is called is the Current Submittal Page, To begin filling out the BWSC105 form, go to Step 1 and click on the form name. The PDF form will open and you can fill out the form. From this screen, you can also: Print the submittal, delete the submittal or share the submittal with another registered eDEP user. We will review sharing a submittal later in this presentation. You are returned to the Current Submittal page after the completion of each Step required to complete the form. Completing a transmittal form is a sequential process, you complete one step and move on to the next. For example, if you are completing a BWSC105 with a RMR, the RMR is a sub-form to the BWSC105, not a stand-alone form. The RMR does do not appear on the Current Submittal page until the BWSC105 transmittal form has been filled out and validated. Click on Next Step button. This screen details the steps you will complete to make the submittal. This page is called is the Current Submittal Page, To begin filling out the BWSC105 form, go to Step 1 and click on the form name. The PDF form will open and you can fill out the form. From this screen, you can also: Print the submittal, delete the submittal or share the submittal with another registered eDEP user. We will review sharing a submittal later in this presentation. You are returned to the Current Submittal page after the completion of each Step required to complete the form. Completing a transmittal form is a sequential process, you complete one step and move on to the next. For example, if you are completing a BWSC105 with a RMR, the RMR is a sub-form to the BWSC105, not a stand-alone form. The RMR does do not appear on the Current Submittal page until the BWSC105 transmittal form has been filled out and validated. Click on Next Step button.

8. The PDF form loads and you can now fill out out the form. The fields for the RTN and Release Location information are already filled in directly from information in the DEP database. Note the blue buttons at the top of the page. As you are filing out the form, you can save it at any time and continue working. It you save and exit, the form will appear on your home page as a work in progress. When you validate the form, it will go through the minimum requirements of the form and check for administrative completeness. Validating the form does not submit the form to DEP. You must validate the form before you can move onto the next step. The Clear button will clear all data you have entered on the form. The Cancel button returns you to the Current Submittal page, the page that lists the steps necessary to complete the form. The PDF form loads and you can now fill out out the form. The fields for the RTN and Release Location information are already filled in directly from information in the DEP database. Note the blue buttons at the top of the page. As you are filing out the form, you can save it at any time and continue working. It you save and exit, the form will appear on your home page as a work in progress. When you validate the form, it will go through the minimum requirements of the form and check for administrative completeness. Validating the form does not submit the form to DEP. You must validate the form before you can move onto the next step. The Clear button will clear all data you have entered on the form. The Cancel button returns you to the Current Submittal page, the page that lists the steps necessary to complete the form.

9. Here is the BWSC105 with the Release information added to the form from the DEP database. Note: 1. Pre filled RTN, Site name and address UTM coordinates are required on the RNF BWSC103 and Tier Classification BWSC107 forms. 3. Fill out Section B and answer all related questionsHere is the BWSC105 with the Release information added to the form from the DEP database. Note: 1. Pre filled RTN, Site name and address UTM coordinates are required on the RNF BWSC103 and Tier Classification BWSC107 forms. 3. Fill out Section B and answer all related questions

10. Continue completing the form as you normally would.Continue completing the form as you normally would.

11. Continue filing out the form.Continue filing out the form.

12. This is the LSP Certification page where the LSP information is auto filled from the DEP database. Note, To update LSP phone number, send an email to BWSC.eDEP@state.ma.us. You cannot sign the form yet. The form must be validated and all other steps completed first. To update the LSP phone number, send a email to BWSC.eDEP@state.ma.us.This is the LSP Certification page where the LSP information is auto filled from the DEP database. Note, To update LSP phone number, send an email to BWSC.eDEP@state.ma.us. You cannot sign the form yet. The form must be validated and all other steps completed first. To update the LSP phone number, send a email to BWSC.eDEP@state.ma.us.

13. Please read each box carefully.Please read each box carefully.

14. Please read each box carefully. When you complete this page, press the blue button, �Go To Top� and press the Validate button on the top of page 1. The form will go through the Validation step (Administrative Completeness Check). If there are errors on the form, a page will open listing the errors that need to be corrected. Note that completing Validation does not send your transmittal form to MassDEP. The transmittal form exists only on your eDEP Homepage, MassDEP has no knowledge or access to the form.Please read each box carefully. When you complete this page, press the blue button, �Go To Top� and press the Validate button on the top of page 1. The form will go through the Validation step (Administrative Completeness Check). If there are errors on the form, a page will open listing the errors that need to be corrected. Note that completing Validation does not send your transmittal form to MassDEP. The transmittal form exists only on your eDEP Homepage, MassDEP has no knowledge or access to the form.

15. When the Validation is complete, you are brought back to the Current Submittal page, where you can see that Step 1 is complete with a check mark next to it. NOTE A new Step 2 has appeared based on the information we entered on the Transmittal form in Step 1. Depending upon what boxes you checked off on the form, when the form completes the validation step, the applicable sub-forms to that transmittal form will be listed as next step For Example: for a BWSC107, the NRS BWSC107A sub-form would be the next form to complete; or if you checked off a RMR on a BWSC108, the RMR sub-form would be the next form to complete. When the Validation is complete, you are brought back to the Current Submittal page, where you can see that Step 1 is complete with a check mark next to it. NOTE A new Step 2 has appeared based on the information we entered on the Transmittal form in Step 1. Depending upon what boxes you checked off on the form, when the form completes the validation step, the applicable sub-forms to that transmittal form will be listed as next step For Example: for a BWSC107, the NRS BWSC107A sub-form would be the next form to complete; or if you checked off a RMR on a BWSC108, the RMR sub-form would be the next form to complete.

16. eDEP gives you the choice to upload the required attachment, or for the moment, you can choose to mail the required attachment. MassDEP is moving towards requiring electronic only submission of ALL MCP required submittals and attachments � the RMR will now only be accepted in electronic format (April 3, 2007). The 2007 MCP Revision package lists January 1, 2008 as the date when all transmittal forms and attachments must be submitted electronically. Please note that as of April 3, 2007 if the both the main transmittal form associated with a RMR and all associated attachments are submitted via eDEP, then no hard copy will need to be filed with the appropriate regional office. This is our first step towards moving to all electronic submittals. We urge you all to use eDEP and upload attachments. The attachment is linked to the submittal, and soon it will be available for public viewing via a computer, though in the short term that computer will be located in a MassDEP regional office service center as we continue to put in place the internal systems required for public viewing of electronic only submittals. eDEP gives you the choice to upload the required attachment, or for the moment, you can choose to mail the required attachment. MassDEP is moving towards requiring electronic only submission of ALL MCP required submittals and attachments � the RMR will now only be accepted in electronic format (April 3, 2007). The 2007 MCP Revision package lists January 1, 2008 as the date when all transmittal forms and attachments must be submitted electronically. Please note that as of April 3, 2007 if the both the main transmittal form associated with a RMR and all associated attachments are submitted via eDEP, then no hard copy will need to be filed with the appropriate regional office. This is our first step towards moving to all electronic submittals. We urge you all to use eDEP and upload attachments. The attachment is linked to the submittal, and soon it will be available for public viewing via a computer, though in the short term that computer will be located in a MassDEP regional office service center as we continue to put in place the internal systems required for public viewing of electronic only submittals.

17. When the form and related sub-forms (if any) are complete and the supporting documentation is uploaded, this is when you would share the form with your client for their review and signature. Remember that only the form �Owner�, the person who started the form, has the ability to share the form with other eDEP users. Click on the Share button located at the top right of the page.When the form and related sub-forms (if any) are complete and the supporting documentation is uploaded, this is when you would share the form with your client for their review and signature. Remember that only the form �Owner�, the person who started the form, has the ability to share the form with other eDEP users. Click on the Share button located at the top right of the page.

18. To begin the Sharing step, click on the Add button.To begin the Sharing step, click on the Add button.

19. Read each box carefully. Note #3, the box with the Role label next to it: Usually if you are sharing the transmittal form with your client, you will select the role of Editor and Signer or maybe just Signer to give to your client. If you select the role of Owner, then your are transferring ownership of this submittal to the other person. Only the form Owner can share the form or delete the form prior to submittal to DEP. Make sure that this is what you want to do if you select Owner here. For example, In your company, an assistant begins the BWSC form, the assistant sends the form to the LSP for review and signature and the LSP needs to send the form to the client for review and signature. The assistant, who began the form, is the form owner. When the assistant shares the form with the LSP, the assistance must choose to give the LSP the role of �Owner� of the transmittal form. Ownership of the form will allow the LSP to share the form with the client. Remember: The role of �Owner� of a BWSC form has no relationship to the RTN, site or ownership of a property. Click on Add to proceed forward.Read each box carefully. Note #3, the box with the Role label next to it: Usually if you are sharing the transmittal form with your client, you will select the role of Editor and Signer or maybe just Signer to give to your client. If you select the role of Owner, then your are transferring ownership of this submittal to the other person. Only the form Owner can share the form or delete the form prior to submittal to DEP. Make sure that this is what you want to do if you select Owner here. For example, In your company, an assistant begins the BWSC form, the assistant sends the form to the LSP for review and signature and the LSP needs to send the form to the client for review and signature. The assistant, who began the form, is the form owner. When the assistant shares the form with the LSP, the assistance must choose to give the LSP the role of �Owner� of the transmittal form. Ownership of the form will allow the LSP to share the form with the client. Remember: The role of �Owner� of a BWSC form has no relationship to the RTN, site or ownership of a property. Click on Add to proceed forward.

20. This page shows that the transmittal form has been shared with Jane Doe. The name of the person, Jane Doe, now appears in the �Shared With� box, along with the role of Editor and Signer.This page shows that the transmittal form has been shared with Jane Doe. The name of the person, Jane Doe, now appears in the �Shared With� box, along with the role of Editor and Signer.

21. This is the My Homepage of the eDEP user named Jane Doe after the LSP has shared the BWSC105 Transmittal Form with her. Jane Doe can now open and review the submittal and sign the form.This is the My Homepage of the eDEP user named Jane Doe after the LSP has shared the BWSC105 Transmittal Form with her. Jane Doe can now open and review the submittal and sign the form.

22. This is the client certification page, where the person undertaking the response action, Jane Doe in this example, signs the form electronically by checking off the Certification box and entering her name and the date in the signature box. Note the LSP Signature check off box at the bottom of the page is grayed out and is not accessible to the person making the submittal to sign. Be aware that once one person has signed the submittal, and the second signer tries to make a change to the submittal, You will get a warning, that if you make a change to the submittal, the first signature will disappear and that the submittal must be resigned by both signatories. This is a protection for both signatories that they have seen and signed the exact same submittal that DEP receives electronically. The order of who signs the transmittal form first, the LSP or the Person Undertaking the Response Action, does not matter. Remember that the transmittal form and uploaded attachments have not yet been submitted to DEP. The �Owner� of the transmittal form can still delete the form if they choose to do so. This is the client certification page, where the person undertaking the response action, Jane Doe in this example, signs the form electronically by checking off the Certification box and entering her name and the date in the signature box. Note the LSP Signature check off box at the bottom of the page is grayed out and is not accessible to the person making the submittal to sign. Be aware that once one person has signed the submittal, and the second signer tries to make a change to the submittal, You will get a warning, that if you make a change to the submittal, the first signature will disappear and that the submittal must be resigned by both signatories. This is a protection for both signatories that they have seen and signed the exact same submittal that DEP receives electronically. The order of who signs the transmittal form first, the LSP or the Person Undertaking the Response Action, does not matter. Remember that the transmittal form and uploaded attachments have not yet been submitted to DEP. The �Owner� of the transmittal form can still delete the form if they choose to do so.

23. This is the Homepage after Jane Doe, the person undertaking the response action, signs the submittal. Note the Status box, the second signature, LSP, is still required.This is the Homepage after Jane Doe, the person undertaking the response action, signs the submittal. Note the Status box, the second signature, LSP, is still required.

24. This is the LSP Certification Page. Click in the box, and enter the LSP name exactly as it appears on the Transmittal Form in Section E., middle initials are required if that is how the name is listed in Section E. Click on the �I accept� button.This is the LSP Certification Page. Click in the box, and enter the LSP name exactly as it appears on the Transmittal Form in Section E., middle initials are required if that is how the name is listed in Section E. Click on the �I accept� button.

25. Sample eDEP Submittal (cont.) This is an example of the LSP signature and electronic seal after the form is signed and has been submitted to DEP. When you view or print the form after the form is submitted to DEP, the LSP Electronic Seal is embedded on the form and will print out on the form. This is an example of the LSP signature and electronic seal after the form is signed and has been submitted to DEP. When you view or print the form after the form is submitted to DEP, the LSP Electronic Seal is embedded on the form and will print out on the form.

26. The Status of the transmittal form now updates to �Signed� and may be submitted by clicking on the Submit button on the Current Submittal page. Note � Once both -- the LSP and the Person Making the Certification � have signed the form: The form is now locked and may not be changed; The form can now be submitted electronically to DEP by either party; and Because it has not yet been submitted, the form can still be deleted by the form Owner only. The Status of the transmittal form now updates to �Signed� and may be submitted by clicking on the Submit button on the Current Submittal page. Note � Once both -- the LSP and the Person Making the Certification � have signed the form: The form is now locked and may not be changed; The form can now be submitted electronically to DEP by either party; and Because it has not yet been submitted, the form can still be deleted by the form Owner only.

27. Sample Submittal (cont.) This is a copy of the Submittal Transaction Summary that you can print for your records after the form is submitted to DEP. The Transaction Summary is for your information and is not part of a required submittal. The Transaction Summary is always available on the Current Submittal Page of the submitted form The submitted form is listed on your eDEP homepage, where you can view and print it. The submittal also resides on your Client�s Homepage, the Administrator�s Homepage if there is one, and on the Homepage of anyone the submittal was shared with. We urge you to register in eDEP and you practice filling out, validating, sharing and signing forms. Delete all your practice forms on your computer and DEP will never know! Remember that DEP has no knowledge of the form until you press the �Submit� button. This is a copy of the Submittal Transaction Summary that you can print for your records after the form is submitted to DEP. The Transaction Summary is for your information and is not part of a required submittal. The Transaction Summary is always available on the Current Submittal Page of the submitted form The submitted form is listed on your eDEP homepage, where you can view and print it. The submittal also resides on your Client�s Homepage, the Administrator�s Homepage if there is one, and on the Homepage of anyone the submittal was shared with. We urge you to register in eDEP and you practice filling out, validating, sharing and signing forms. Delete all your practice forms on your computer and DEP will never know! Remember that DEP has no knowledge of the form until you press the �Submit� button.