EDF Review - Electronic Data Reporting for the UST Program

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EDF Review - Electronic Data Reporting for the
UST Program

• March 22, 2002
• Michael W. Gjerde
• Division of Clean Water Programs, SWRCB
• [phone] gjerdem_at_cwp.swrcb.ca.gov

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The Status Quo Paper Shuffling

• Regulators receive huge volumes of paper reports
  containing soil and groundwater data.
• 1998 CA State Audit
• Inefficient use of regulators time to hunt
  find documents and data
• Large costs to store and archive documents
• No way to analyze volumes of site data
• No way to share documents/data with other
  agencies the public
• No systematic way to identify high priority sites

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The Status Quo Regulatory Databases

• Typically Limited to
• Basic facility (permit) contact info.
• Regulatory status
• Limited soil and groundwater data requires hand
  entry
• Data is not current- out of date
• Data quality is poor
• Dataset is incomplete unreliable

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Why is Electronic Data Management Important?

• Regulators need to make decisions based on actual
  site specific data
• Need to continually feed the system with
  complete and up-to-date data
• Many sites are closed with contaminants in
  place- long term tracking archive required
  (i.e. prevent building schools on contaminated
  sites)
• The public and many other regulatory agencies
  need access to site data

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Electronic Submissions

• AB 2886 (Oct 2000) -- Water Code 13196-13198
• Sec 2729 2729.1, Div 3, Title 23 CCR (June
  2001)
• September 1, 2001 - UST Laboratory Data
• January 1, 2002 - UST Sample Information
• The latitude and longitude of groundwater wells
  accurate to within one meter referenced to 2 CSRS
  geodetic control points
• The surveyed elevation, using geodetic datum, of
  well casing in monitoring wells sampled
• Groundwater information (DTW, FP, status)
• Site map

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Requirements

• Laboratories prepare chemical analytical results
  in specified Electronic Deliverable Format (EDF)
  for soil and water samples
• RPs submit electronic laboratory. sample
  information, DTW, and locational data to SWRCB in
  addition to regular hard copy reports sent to
  lead agency
• Lead Agencies match electronic submissions with
  receipt of hard copy reports, check field point
  names

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Electronic Reporting Benefits

• Improve data quality
• Provides current data
• Provide statewide access to information
• Better manage groundwater pollutants
• Detect threats to drinking water wells
• Make better decisions
• Provide public access

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Data Challenges

• Gigantic Amounts of Site Specific Compliance
  Data
• 100 to 200 Million dollars of data reported
  each year
• 16,000 Active LUST Cases
• 6 to 20 monitoring wells per site
• Quarterly sampling is typical
• For each sample- analytical results and QA data
  for 10-50 parameters
• Quarterly Depth to Water data
• Periodic Elevation data
• Locational data (latitude longitude)

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LUST Program Organizational Challenges

• Challenges
• LUST oversight by over 130 regulatory agencies
• Involves thousands of Responsible Parties and
  Environmental Consultants
• Involves hundreds of analytical laboratories

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Whats the UST Solution?

• Secure Internet-driven database for regulators to
  track their cases, enforcement compliance data
• Secure 24x7 Internet-based electronic reporting
  tools to electronically connect and manage data
  from RPs, laboratories consultants
• Integration of database with GIS interface for
  public access and risk evaluation tools

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Our AB2886 e-government Strategy Involved
Stakeholders

• Developed in extremely close cooperation with our
  stakeholders
• Thousands of environmental contractors
• Thousands of responsible parties
• Hundreds of analytical laboratories
• Quickly adjusted and improved our applications at
  the request of our users
• Relied on user feedback for success
• Broad support from many types of users
• Regional Boards
• Local Programs
• Laboratories
• Consultants
• Oil Companies
• Surveyors

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State-wide Training Help Desk Support

• GeoTracker Help Desk - 8 Months
  geotracker_at_cwp.swrcb.ca.gov [phone]
• 5,716 phone email interactions with users
• EDF Help Desk - 1125 phone and email
• Training Sessions - July -Oct 2001
• 8 week-long programs
• Many one-day EDF Overview sessions
• gt 2,000 participants

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GeoTracker AB2886 statistics

• 70-80,000 hits per week
• 4 Million hits per year
• Largest e-reporting program for laboratory
  analytical data nationally

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Statistics
SEPTEMBER 1 2001 - MARCH 20, 2002 TOTAL SITES
CLAIMED 6,565 OF SUCCESSFUL EDF SUBMITTALS
3,325 REGISTERED RP/CONSULT USERS
630/850 REGULATORS 460 EDF
LABORATORIES 150 OF MONITORING
WELLS 42,212 MONITORING WELLS WITH EDF
DATA 20,326 48 MONITORING WELLS WITH XYZ
DATA 21,930 52 TOTAL RECORDS gt 900,000 TO
DATE EXPECTED FOR 2002 --- 4,000,000!
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EDF Acceptance Stats as of March 20, 2002
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Introductory Web Pages

• http//www.swrcb.ca.gov.
• http//www.swrcb.ca.gov/cwphome/ust/docs/ab2886/in
  dex.html
• SWRCB GeoTracker Database
• http//geotracker.swrcb.ca.gov/
• Passwords and Login - RPs/Consultants
• https//geotracker.swrcb.ca.gov/ab2886/
• Passwords and Login - Regulators
• https//geotracker.swrcb.ca.gov/regulators/

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Implementation

• Preparing for the sampling event
• Sample submission to the laboratory
• Laboratory analysis and reporting
• Data formats preparation
• Data format verification
• Uploading data into GeoTracker

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Electronic Reporting Set-up Tasks

• Obtain Password
• Claim Facilities
• Establish Facility Security
• Obtain Global IDs
• Load Field Point Names

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Linking Data to GeoTracker

• Global ID
• An identifier created by the GeoTracker System
• Represents a site or facility identifier
• Field Point Name
• The name assigned by the Consultant/RP to a
  survey or sample collection point

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What is EDF?

• An electronic version of a laboratory report
• Data is formatted for ease of use by multiple
  parties
• Provides a consistent level of quality

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Chain-of-Custody

• Global ID
• Field Point Names
• Sample IDs
• Collection Date/Time
• Preservation

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Analytical Results

• Laboratory IDs
• Analyses Date
• Preparation Batch
• Results

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Data Quality Control

• Control Limits
• Surrogates
• Blanks
• Spikes

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How it Works

• Laboratory exports data from their Laboratory
  Information Management System (LIMS)
• Data is converted into EDF 1.2i format using
  either tools developed by the laboratory or tools
  provided by the EDF Program
• Data is then transferred to the client with an
  associated hard copy report

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Benefits of EDF

• Eliminates laborious reentry of hard copy
  laboratory data
• Nonconformance to standard analytical methods and
  procedures easily identified
• Includes and Conforms to all SW-846 method
  requirements
• Provides a standard data format to be shared by
  multiple parties

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Available Tools

• GeoTracker - Web-based Geo-spatial Database
• COELT - Corps of Engineers Loading Tool
• EDCC - Electronic Deliverable Consistency Checker
• DataStream Free - Data Verification and Reporting
  Tool
• GeoTracker Online Web Checking and Upload Tools
• Online Demos and Training

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COELT - Corp of Engineers Loading Tool

• Laboratory software for preparation of EDF
  deliverables
• Many laboratories have their own LIMS and do not
  need to use COELT to produce EDF
• Allows for link to Laboratory Information
  Management System and manual data entry
• Electronic data consistency checking ensures
  format compliance
• Hard copy reports generated from electronic data
  - legally defensible

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EDCC - Checks

• Error Check Examples
• Format Errors
• Fields submitted in the incorrect order
• Incorrect valid values
• Logic Errors
• Analysis Date prior to Sample Date
• Test without results
• Content Errors
• Detection limits greater than reporting limits

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EDCC - Electronic Data Consistency Checker

• EDCC is available as software for a PC and is
  also accessible via the Web at the GeoTracker
  site
• EDCC - PC version checks for all laboratory
  generated content
• EDCC - Web version checks for all laboratory
  generated content plus Global IDs and Field Point
  Names

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DataStream Free

• Reporting Tool for Consultants
• Organizes Data
• Data Clean-Up (to edit field point names and
  global Ids)
• QA/QC Reports

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What is SURVEY_XYZ?

• A format for electronic delivery of well location
  coordinates, elevation and groundwater
  measurement data
• Provides the geo-spatial coordinates for the
  GeoTracker System

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Location Information

• One-time submittal
• Latitude/Longitude data (in decimal degrees, to 7
  decimal points)
• Measure 1 meter accuracy or better
• Determined with Third Order methods using a
  minimum of 2 geodetic control points from the
  California Spatial Reference System-Horizontal
  (CSRS-H)
• Submission will be based upon Global ID and Field
  Point Name plus meta data

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Elevation Information

• Periodic submittal
• From top of casing
• Measure to /- 0.01 Foot On-Site Accuracy
  (relative intersite well elevations elevations)
• The absolute elevation, the value referenced to a
  vertical datum will usually exceed 0.01 ft
  (primarily due to the distance to valid
  benchmark(s) and the methods used to bring
  elevation on site)
• Submission will be based upon Global ID and Field
  Point Name

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Depth to Groundwater

• Submit each time a well is sampled
• From top of well casing
• Floating product surface
• Groundwater surface
• Measure to /-0.01 foot accuracy
• Submission will be based upon Global ID and
  Field Point Name

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Site Map

• Periodic submittal
• Site Map-
• groundwater well locations,
• boreholes
• transient sampling points (i.e. direct push)
• other field points utilized for sampling
• locations of underground storage tanks
• former underground storage tanks
• dispenser islands
• buildings
• roads
• File type- gif, tiff, jpeg or pdf
• Submission will be based upon Global ID

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SURVEY_XYZ Benefits

• Geo-spatial data of known precision and accuracy
• Data available for modeling constituents
• Active archive for public use

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(No Transcript)
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RPs Effort

• Finding sites in GeoTracker
• 10 sites with some problems
• Claim Site
• Approve Consultants
• Work with Consultants on site surveys and data
  submittal process.

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Consultant Effort

• Find site in GeoTracker
• Claim site (approval of RP)
• Upload field points
• Check Laboratory EDF and upload
• Check and upload survey data
• Upload site maps and field data
• Averaging 1 to 2 hours per report to find, claim,
  review and upload EDFs

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Laboratory EDF

• Major labs are providing EDF
• Had initial problems with EDF
• Now moving from Startup to Production mode for
  EDF submittals

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Online Training
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Overview of GeoTracker and AB2886 Electronic
Reporting

• Example Responsible Party Screens

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Main Menu Screen
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View Associated Facilities
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Results of Search Associated Facilities
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Results of View Submittals
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Overview of GeoTracker and AB2886 Electronic
Reporting

• Example Regulator Pages

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Login Page
https//geotracker.swrcb.ca.gov/regulators
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Summary Report of Electronic Submissions - by
Facilities
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Summary Report of Electronic Submissions - By Type
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EDF Reports List
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Begin EDF Report Review
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(No Transcript)
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Name Change Report
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Contact Information
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Summary Report - Duplicate Facility
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Duplicate Facilities

• Duplicate facility records are reported by the
  RP
• If the regulator finds that a single site has
  duplicate records- Match the duplicate
  records/cases

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Duplicate Facility
First Item
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2nd Item
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3rd Item
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http//geotracker.swrcb.ca.gov/
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Overview of GeoTracker and AB2886 Electronic
Reporting

• Example Online Demo Screens
• https//ab2886.ecointeractive.com/ab2886/demo/