eDEP Department of Environmental Protection

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eDEP Department of Environmental Protection

• On-line Submission of Environmental Permits,
  Certifications Compliance Reports
• Arleen ODonnell
• Andrew Gottlieb

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DEP Information Management Efforts Creating
Integrated Solutions to Further Environmental
Actions, Decisions, Knowledge
Managing Information Internally
Getting Information In
Getting Information Out
DATA (Generated, Received)
DATA (Review, QA)
DATA (Entered, Stored, Tracked)
DATA (Analyzed, Manipulated)
DATA (Reported, Distributed)
Data Flow

• To public via the Web
• To facilities, regulated
• entities
• Management reports
• To program planning
• activities
• Environmental Performance Reports

• Inspection Results
• Certification Data
• Compliance Reports
• Permit Requirements
• DEP C/E Actions
• Regulated Universe
• Identification
• Spatial Data/GIS
• Ambient Data
• Lab Sampling Data

• Comparisons against
• known information
• Completeness/
• Accuracy checking
• Inspection Selection

• Integrated data sets
• Accessible to staff
• Critical milestones
• logged
• Due dates, ticklers
• Red Flags
• Status Reporting

• Customized Correspondence
• Documents
• Environmental Performance
• Measurement (e.g. ERP
• EBPIs, Compliance Rates)
• Targeting Non-Compliers
• (HPVs, SNCs)
• Facility Performance
• Reports
• Trend Analysis

DEP Operations

• Transfer data to EPA via CDX Network (SDWIS,
  AFS, RCRIS) 339k
• Web Site Applications
• (Mass MWC website 30k, ECHO, Empact/Airbeat)
• ERP - State to State
• Environmental
• Performance Reports
• Management Operation
• Reports
• Automated Correspondence
• Generation
• C/E Annual Report

• Data Standards/Identifiers
• Air data DAS 200k
• PDAs with UIC 67k
• PDAs with SDWIS
• eDEP Web file, XML FTP transfers, and document
  upload 2.1m
• Scan Friendly Forms 460k
• GPS eDEP GIS 50k
• New .Net Interface 100k
• Wetlands mapping 2.2m
• Tablet PCs 76k
• Network Lab instruments

• On-line Validations (Data Junction) - 10k
• Rule based Validations (BLAZE) - 105k
• Customized Reporting
• and Querying
• Mini warehouse reporting

• ERP Master Auto. Plan
• (150k)
• Submittal Tracking Status reporting (DRTS)
  84k
• Intranet Knowledge Base 30k
• Env. Protection Integrated Computer System
  (EPICS)
• Event Tracking and
• Management Software

• Statistical Analysis
• 130k
• GIS Mapping 223k
• Data Analysis
• Software (BLAZE) 105k
• LIMS 174k
• Wetlands change analysis 65k
• Automated Document Generation (PIMS, WetInfo,
  MADog)
• Penalty Calculation

Suite of Scalable Solutions
Red Text MASS. IT Investments (not including
staff costs) Yellow Text EPA IT Investments (not
including staff costs)
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Project Needs

• Businesses have been asking for this
• Over 200 different permits
• Over 300 reports and fillings
• Limited resource at Regulated Community and DEP
• Do work more efficiently for both

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Project Goals

• One-stop shopping
• Simplify finding information (Wizard)
• Submit on-line
• Pay on-line
• View status
• Support todays process - scanning
• Improve workflow

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Implementation Plan

• Phased approach
• Pick the low hanging fruit
• Identify greatest impact to Regulated Community
  and DEP
• Releases every 3-5 months

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Project Background Schedule

• Request for Funding
• Dec 2001 Proposal went out
• Feb 2002 SEI (IDP, Stellar) selected
• Dec 16th, 2002 System went live with Asbestos
  Forms
• Jan 2003 2 BWSC forms added
• 7 releases since then

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Project Deliverables

• Wizard
• Online submission
• Scanning Solution
• Friendly Forms (w/Bar codes)
• Typed submittals only
• Upload data files

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s for Regulated Community

• Quicker turn-around
• Save work in process
• Pre-filled fields (easier)
• Check Status on Web
• Validation for online submission
• Email Confirmations

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Public Access to Data

• This is a data capture project
• No data available on Web (unless you submitted
  it, view only status)
• Freedom of Information handled same way as today

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s for DEP

• Less time on data entry, more time on
  Environmental work
• More accurate data
• Less storage of paper
• Improve Business Process
• Reduce Administrative Review
• Easier access to data (for DEP only)

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Major Project Challenges

• Signatures (multiple, notary, stamps)
• Federal Forms (cant change them)
• Coordination with Shared Services
• eBusiness Central
• Shared Security Service (S3)
• ePay

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Whats available today

• BWSC has all major submittals on-line
• 12 Transmittals and two permits.
• Cover 88 certifications
• Annual volume is potentially 20,000
• BWP has 20 submittals on-line
• Annual volume is potentially 30,000
• Major forms include ERP, TURA, Asbestos, EMORS,
  Restricted Emissions, HW21 Class A Recycling,
  and Hazardous Waste Transporter Vehicle
  Identification Device (VID).

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Available today Cont.

• BRP has 7 submittals
• Annual volume is potentially 29,000.
• Major forms include Groundwater DMRs, Wetlands
  Order of Condition, NOIs, Sanitary Sewer
  Overflow and WQTS Nitrate Report
• Hazardous Waste Manifests are scanned.
• Highest volume form in DEP
• 1200/day
• Online retrieval available to DEP staff

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Future work

• All WQTS forms
• Other high volume forms (TBD)
• Direct linkage to DEPs Permitting system (PIMS)
• Reporting Facility
• Continue to enhance and address bugs of existing
  forms

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E-Business Central

• EBC manages our Logins and Passwords
• Central Statewide Login for all future
  applications, not only DEP
• eDEP is first to use eBC
• Registering takes 7-10 days
• DEMO of eBC

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eDEP Demo

• Demolition Form (Asbestos)
• Logon
• Pre-filled Core Information
• ePayment (credit card)
• Signature
• Confirmation

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MyHomePage
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Demolition Request
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Steps
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PDF File Blank
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Fill out form
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Signature
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Payment with Credit Card
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Payment Confirmation
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Final Submit
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Demo of GIS in eDEP forms

• Location using GIS Services
• X/Y coordinates captured
• Ortho Photos used

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Request GIS Orange Button
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GIS Instructions Part 1
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GIS Instructions Part 2
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Aerial Shot with Address
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Agawam C Building
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X/Y coordinates filled in
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Wrap-up

• eDEP is replacing paper submittals.
• Main Focus on Low Hanging Fruit
• Build a Forms Factory and keep pumping them out
  as resource allow
• Communicate to groups who can use it
• Thanks for coming!
• Questions and Answers