Wastewater

Electronic Reporting For Wastewater Facilities Q & A

Why Electronic DMRs?

Most wastewater facilities are required to submit to the Department a monthly Discharge Monitoring Report (DMR) which typically summarizes effluent quality or groundwater monitoring well results. An Electronic DMR (EDMR) simply provides an alternative way for facilities to submit these wastewater reports. Using an electronic process for submitting reports can represent significant labor savings while greatly increasing the timeliness, accuracy, and overall reliability of this information.

What is the difference between the EDMR and the e2 Reporting System?

The Department’s initial wastewater electronic reporting system for EDMRs was based on ANSI X.12 file submissions. This system was placed into limited use in early 2001. Since that time, the Department has worked with several other states and EPA. to incorporate recent advances in web technology.

The new web application, the Electronic Environmental (e2) Reporting System, includes advances such as the use of a more modern file format that can be used as an alternative to submitting X.12 files. This newer format, Extensible Markup Language (XML), is a universal file format that is being increasingly used for transmitting information across the Internet. The new system also takes advantage of this newer technology to provide quick and easy to use forms for online data entry. Many of these new features make it be easier than ever to report electronically!

The Department plans to continue supporting the older X.12 format until it is no longer being used. In the near future, the e2 Reporting System will also include functionality for drinking water reporting in addition to the existing EDMR functionality.

What are some of the benefits of EDMRs and the e2 Reporting System?

Save wastewater discharge facilities compliance costs with a streamlined reporting method and readily available computer tools,

Save program costs by reducing resources required for managing paper-based DMR reports,

Improve accuracy of compliance data by eliminating potential errors that might otherwise be introduced through manual data entry in the database, and

Improve the DEP wastewater program's overall effectiveness with faster responses to data analyses, compliance assessment, and decision-making.

What methods does the e2 Reporting System allow for submitting DMRs?

The e2 Reporting System provides the following two primary methods for submitting DMRs:

online data entry in web forms, and

submittal of preformatted XML files that meet the Department’s Electronic DMR Transmission Protocol.

What are the system requirements in order to submit EDMRs using the e2 Reporting System?

Since the e2 Reporting System is web based, the only system requirement for a wastewater facility to gain access to the EDMR system is a web browser. For online data entry, there are no additional system requirements since you will be able to enter data online, including the ability to save information which will be completed on a following day. The e2 Reporting System includes an integrated process for completing, signing, and submitting the information that was entered online.
In order to submit EDMR data to the DEP, the data file must conform to the Department’s Electronic DMR Transmission Protocol. The protocol contains information about the EDMR data format and is available from the e2 Reporting System web site. Wastewater discharge facilities can choose to develop software in-house to generate compatible data files, or purchase commercial software or services to generate these files. It is the wastewater discharge facility's responsibility to ensure that the EDMR data complies with the Department’s EDMR Transmission Protocol. Computer requirements are:

1. The ability to generate ASCII text files that follow the EDMR Transmission Protocol.

2. Any XML capable web browser such as Internet Explorer 6.0 and an Internet connection.

What general approach could be used to incorporate an EDMR file creating routine in my existing wastewater facility database?

In many cases, our wastewater facilities either purchased database systems or have staff who created some form of a data management system that is currently used to generate printed DMR forms and data. In many cases, these systems also help with the calculation of annual, monthly or other average values that may need to be reported. In most cases, it will be relatively easily to modify these existing data systems to automatically generate the text files that makeup the electronic DMR.

In order to accomplish this, one should refer to the EDMR file protocol document that is available from the Deparment’s web site. The EDMR files are simply XML formatted text files that contain your wastewater facility’s specific monitoring requirements and the results that you wish to report. Many newer off the shelf office products (e.g., Microsoft Office XP) now have the ability to read and export XML files.

How does the e2 Reporting System capture an Electronic Signature?

Electronic signature requirements are being satisfied using unique Personal Identification Numbers (PINs) that are issued to EDMR Certifiers as part of the registration process. In order to obtain a PIN, user’s will have to be the permittee or an authorized representative of a wastewater facility. In addition, the PIN holder must sign a notarized agreement with the Department that protects the use and confidentiality of the person’s PIN. This PIN must be entered through the secure Internet connection when submitting each EDMR file.

What is the procedure to request a PIN number change?

The e2 Reporting System provides the flexibility to allow the DEP to change PIN numbers and document the reasons for changes. Potential reasons for changing PIN numbers are:

The facility’s authorized representative(s) has changed,

The facility has a reason to believe that the PIN security has been compromised, and

The DEP has a reason to believe that the PIN security has been compromised.

Does Florida have any statutory requirements for electronic reporting and electronic signatures?

Yes, Florida continues to be a leader in adopting laws to promote and support eCommerce. Florida first adopted electronic signature requirements in 1996 and recently expanded these laws to facilitate e Commerce within the state. These provisions can be found in Chapter 668, Florida Statutes.

What if I sent an EDMR file to the e2 Reporting System and need to correct the report?

The system is fully functional and accepts both original submissions and revisions to those submissions. The e2 Reporting System automatically identifies subsequent submissions and flags these as revisions.

When can I begin submitting EDMR’s for my facility?

Once the E2 Reporting System is placed in production, wastewater permit holders interested in participating in the electronic data transmission program should visit the e2 Reporting System web site to obtain additional information. In many cases, facilities may wish to start by entering information using the online functionality of the e2 Reporting System. The online data entry system creates a fully populated XML file that contains all of the necessary DMR data.

If a facility wishes to automate the creation of electronic DMR files for submittal, the permittee should review the XML schema requirements that are part of the Department’s EDMR Transmission Protocol. From there, the facility should consider their existing data management systems and determine the steps they must take to establish a process for generating XML files. In many cases, the XML files created using the online entry process will provide an excellent reference for checking your ability to generate a pre populated XML file.

Can NPDES facilities submit DMRs using this system?

The e2 Reporting System will accept electronic files from both NPDES facilities (facilities with a discharge to surface waters) and from wastewater facilities that use land application of effluent exclusively. The Department has been working closely with the USEPA to build a secure electronic reporting system that will meet both the state and federal needs.

Who can (or must) submit DMR data electronically?

Participation in electronic reporting for wastewater DMRs is voluntary. A permit holder wishing to participate must register to use the system and the certifiers must sign an Electronic Signature Application Agreement.

How can I find out more?

For more information on wastewater electronic reporting, you may contact us be email at edmradmin@dep.state.fl.us, or by asking for the E2-DMR Administrator in Tallahassee by phone at 850-245-8567.

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