EPA814/B-96-004A
                                            September 1996
           ICR Water Utility
Database  System Users' Guide
               Release 1.1
                       by
           EPA Systems Development Center
            (A Contractor Operated Facility)
      Science Applications International Corporation
           200 North Glebe Road, Suite 300
                Arlington, VA 22203
              Contract No. 68-W1-0055
               Delivery Order No. 083
             Delivery Order Project Officer

              Cynthia Shetley-McCauley
       Office of Ground Water and Drinking Water
         U.S. Environmental Protection Agency
              Washington, DC 20460
              Technical Support Center
       Office of Ground Water and Drinking Water
         U.S. Environmental Protection Agency
               Cincinnati, OH 45268
                                          Printed on Recycled Paper

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Production Release

The attached pages in the ICR Water Utility Database System Users' Guide have been revised
to address changes made to Release 1.1 of the application. Please replace the pages as
described below:

       Chapter                                Pages

       Contents                                i through iv
       Preface                                  1 through 4
       Chapter 2: Getting Started                11 and 12
       Chapter 5: Initial Sampling Plan           79 and 80
       Chapter 7: Monthly Sampling Results      131-132
       Appendix C: Release 1.1                  213-214
       Index                                    215-220

The attached diskettes contain the Release 1.1 update to the ICR Water Utility Database
System.  Release 1.1 is an incremental update to the application.  It enhances Release 1.0, but
does not replace it.  Please refer to Installing Release 1.1 on revised page 12.
                                                             Release 1.1 September 1996

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CONTENTS
PREFACE:  BEFORE YOU START
What is the Information Collection Rule (ICR) Water Utility Database System?	1
What is the ICR Water Utility Database System Users' Guide?	1
How is the ICR Water Utility Database System Users' Guide Organized?	2
Before You Begin	;	2

CHAPTER 1: INTRODUCTION TO THE
ICR WATER UTILITY DATABASE SYSTEM
The ICR Water Utility Database System	,	5
Background	„	5
ICR Data Management System (DMS) Concept	6
Goals of the ICR Water Utility Database System	7
What Equipment do You Need to Use the System?	7
Using Data for Analysis	8
Who Can Help if You Have Questions?	8
Hierarchy of References	10

CHAPTER 2:  GETTING STARTED
Introduction	11
Installing the Application	11
Installation Notes	13
Replacing a Previous Installation	13
Read Me File	14
Repairing andCompacting the Application and Database	„„. 14
Application Basics	15
Starting the Application	18
Help	I	19
ICR Tips	21

CHAPTER 3:  OVERVIEW OF THE ICR WATER UTILITY DATABASE
SYSTEM DATA AND ACTIVITY FLOWS
Overview	23
ICR Data Collection Process	25
Preliminary Activities	26
Chapter 5:  Initial Sampling Plan	28
Chapter 6:  Monthly Sampling	30
Chapter 7:  Monthly Sampling Results	.'.	32
Chapter 8:  Final Design	34
EPA Activities	34
                                                Release 1.1 September 1996

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Contents
CHAPTER 4: WATER SYSTEM AND LABORATORY IDENTIFICATION
Overview	37
Water System Identification	37
Laboratory Identification	38

CHAPTER 5: INITIAL SAMPLING PLAN
Overview	41
Sampling Plan Dates	42
Treatment Plants	42
Basic Plant Information	46
Water Resource/Intake Information	46
Influent Information	.'....'	48
Process Train Information	49
Unit Process Information	53
Finished Water Information	61
Hypochlorite Stock Information	62
Distribution System Entry Point/Simulated Distribution System (SDS)
Sample Locations	;	64
Defining Entry Point/SDS Sample Locations	64
Distribution System	68
Wholesale Information	71
1CR Samples	71
Sample  Identification Numbers	71
Sample  Location Numbers	72
Defining a Sample	74
Defining and Copying a List of Samples	76
Reviewing Your Completed Initial Sampling Plan	78
Generating an Initial Sampling Plan Report	78
Sending Your Initial Sampling Plan to EPA	79
Generating a Data Transfer Diskette and Report	80
EPA Reviews Initial Sampling Plan	81

CHAPTER 6: MONTHLY SAMPLING
Overview	83
Developing a Monthly Sampling Plan	83
Selecting a Sampling Period	84
Copying Data	86
Manual vs. Electronic Planning	87
Modifying Your Monthly Sampling Plan	88
Reviewing Your Monthly Sampling Plan	90
Generating Data Collection Forms	91
Collecting Samples and Operating Information	93
Entering Operating Information	93
Population and Flow Rate	93
Treatment Plants	94

                                  •  ii              Release 1.1 September 1996

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	    Contents

Distribution System Entry Point/SDS Sample Locations	93
Distribution System	        gg
Wholesale Information	."!!.'."!!!!." 99
Entering Sample Collection Information	' " 99
Deleting Information After You Have Entered Sample Collection Data	100
Sample Quality Assurance (QA) Codes and Comments	'.". 101
Particle Size Count Samples	"" 102
Chlorine Residual Samples	'.""'" 103
Water Quality Parameter Samples	103
Verifying Your Monthly Sampling Data	[ 103

CHAPTER 7:  MONTHLY SAMPLING RESULTS
Overview	     107
Entering Monthly Sampling Results	108
General Water Quality Analyses	'.	m
Disinfectant Residuals Analyses	...'.114
Chlorine Demand Analyses	         114
DBP, TOC, uv, Br, Tox Analyses	!!!!!."!!."!!!!!!!!!!!!!!"!!!!!!'."" us
AOC/BDOC Analyses	^" 117
Microbiological Analyses	120
Hypochlorite Analyses	126
Deleting Samples with Sample Analytical Results	126
Completing Your Sample Analytical Results	127
Reviewing Completed Monthly Sampling Results	127
Generating  a Monthly Sampling Results Report	131
Sending Your Monthly Reporting Package to EPA	131
Generating  a Data Transfer Diskette and Report	132

CHAPTER 8: FINAL DESIGN
Overview	    135
Copying Data	135
Treatment Plants	135
Distribution  System  Entry Point/SDS Sample Locations	136
Distribution  System	137
Wholesale Information	137
Reviewing Your Completed Final Design	137
Generating  a Final Design Report	137
Sending Your Final Design Data to EPA	137
Generating  a Data Transfer Diskette and Report	138
Archiving  ICR Data	139
                                    iii             Release 1.1 September 1996

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Contents
CHAPTERS: REPORTS
Overview	141
Initial Sampling Plan	142
Monthly Sampling	143
Monthly Sampling Results	146
Final Design	147
Generating a Report	 148
Data Transfer	149

CHAPTER 10: SYSTEM ADMINISTRATION
Overview	151
Backing Up Data	....'.	151
Restoring Data	152
ICRTips	153
EPA Utility Identifier	153
Data Analysis	154

APPENDIX A: WINDOW HIERARCHY	155

APPENDIX  B:  DATA ENTRY WORKSHEETS	173

APPENDIX C:  RELEASE 1.1	213

INDEX	:	215
ICR Water Utility Database System
for use with Microsoft® Windows™

Licenses and Trademarks

Microsoft, Access, Excel, and MS-DOS are registered trademarks, and Windows and
Windows 95 are trademarks of Microsoft Corporation.
IBM is a registered trademark of International Business Machines.
1-2-3 is a registered trademark of Lotus Development Corporation.
LapLink is a trademark of Traveling Software.
Pentium is a registered trademark of Intel Corporation.
Zip Drive is a registered trademark of Iomega.

Other product and corporate names may be trademarks of other companies, and are
used only for explanation, without intent to infringe.

                                 -  iv            Release 1.1 September 1996

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 PREFACE:   BEFORE YOU  START
 What is the Information
 Collection Rule (ICR) Water
 Utility Database System?

 The ICR Water Utility Database System
 is a Personal Computer (PC) -based
 Microsoft® Access™ runtime application
 developed to enable large water utilities
 to meet the requirements of the ICR. It is
 distributed by the United States Environ-
 mental Protection Agency (EPA). The
 application will help you:

 •  Record and review data you are
   required to report under the ICR.

 •  Verify that the data you send to EPA
   are correct and complete.

 •  Report your data in the format speci-
   fied by EPA.

The ICR Water Utility Database System is
part of the overall ICR Data Management
System (DMS), an information system that
captures treatment process, water re-
source, and sample data from approxi-
mately 350 public water systems. EPA and
the water industry will use this data to
evaluate the quality of drinking water in
the United States, identify the most effec-
tive water treatment technologies cur-
rently in use, and develop future drinking
water regulations.
 WARNING: You must use Release 1.1 of
 the ICR Water Utility Database System to
 report data to EPA. You cannot use Release
 1.0 or an Alpha, Beta, or other test release. If
 you have assembled ICR data using a test
 release, print out your Initial Sampling
 Plan reports and use them as worksheets
 to enter data into Release 1.1. If you
 have entered data into Release 1.0, you
 will not have to re-enter any information.
 For detailed instructions on installing
 Release 1.1, see Appendix C.

 If you have not yet installed Release 1.0
 on your computer, you must do so
 before you install Release 1.1. Release
 1.1 is an update to the ICR Water Utility
 Database System. It is not a standalone
 application.


 What is the ICR Water
 Utility  Database System
 Users'  Guide?

 The ICR Water Utility Database System
 Users' Guide is provided with the ICR
 Water Utility Database System to help
 you use the application. The guide
 describes the information to be entered
 into the application. It also contains
 detailed instructions for using the appli-
 cation, including how to install and start
 the software, how and when to enter
 data into the system, how to generate
reports on the data in the system, and
how to submit data to EPA.

Any rule language, guidance, or notifica-
tions you receive from EPA regarding
the rule supersede the  instructions and
suggestions included in the guide.
                                                  Release 1.1 September 1996

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Preface
How is the ICR Water Utility
Database System Users'
Guide  Organized?

The ICR Water Utility Database System
Users' Guide is organized in the same way
that data and activities flow through the
ICR information gathering process. The
guide starts with an overview of ICR data
collection, moves on to describe the tasks
you will perform before you begin sam-
pling, continues with the activities neces-
sary to record treatment process and
sample collection information, progresses
to the tasks related to cataloging the ana-
lytical results you receive from the labora-
tory, and concludes with final reporting
requirements.  Each chapter in the body of
the guide consists of a set of activities
performed at a public water utility, pro-
gressing through a description of the
information you will enter into the appli-
cation and culminating in an explanation
of how you will send the information to
   Chapter 1 introduces the ICR, the ICR
   DMS, and the ICR Water Utility
   Database System.

   Chapter 2 explains how to install the
   software on your computer and
   describes the basic mechanical fea-
   tures of the application.

   Chapter 3 outlines the process of
   entering data into the ICR Water
   Utility Database System and summa-
   rizes the overall ICR data and activity
   flows.

   Chapter 4 explains how to enter basic
   water system and laboratory identifi-
   cation information into the system.
   Chapter 5 tells how to enter water
   system design and other data into the
   application to develop an Initial
   Sampling Plan.

   Chapter 6 outlines how to plan for
   monthly sampling under the rule and
   record plant operating and sample
   collection data.

   Chapter 7 shows how to enter sample
   analytical results from the laboratory
   into the system and submit monthly
   data to EPA.

   Chapter 8 explains how to prepare
   and submit final design data.

   Chapter 9 summarizes the reports
   generated by the ICR Water Utility
   Database System.

   Chapter 10 provides general data
   integrity and system administration
   information.
Before You Begin

You will find it much easier to use the
ICR Water Utility Database System if
you collect the information you need
before you begin working with the appli-
cation.

You should first respond to the Notice of
Applicability you received from EPA.
The Agency will use your response to
confirm that the ICR applies to your
utility. EPA will then send you a Notice
of Final ICR Applicability Determina-
tion, which lists the treatment plants in
your public water system that are in-
cluded in the ICR and provides a general
                                                    Release 1.1 September 1996

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                                                                     Preface
outline of the information you are re-
quired to report for each plant. Both
notices include an ICR Treatment Plant
Identification Number for each treatment
plant.  You cannot enter data for a treat-
ment plant into the application until you
have obtained an ICR Identification
Number for the plant.

Once you have confirmed that you are
subject to the rule, review and make any
necessary changes to the water system
and treatment plant schematics provided
by American Water Works Association's
(AWWA) Assistance Team (A-Team).
The schematics are intended to illustrate
conditions in your water system and
interpret your specific ICR sampling
requirements.

After you have reviewed the schematics,
you should begin collecting your treat-
ment process data. Appendix B, Data
Entry Worksheets, includes blank forms
you can use to help gather the data.
Photocopy a set of blank forms for your
water system according to the following
instructions:

•  One copy of Worksheet 1: Public Water
   System.

•  One copy of Worksheet 2: Treatment
   Plant for each plant at your utility
   that is subject to ICR monitoring.

•  One copy of Worksheet 3: Water
   Resources and Intakes for each intake
   that feeds a monitored treatment
   plant.

•  One copy of Worksheet 4: Process
   Train for each process train in a treat-
   ment plant that is subject to ICR
   monitoring.
 •  One Unit Process Worksheet (4.1
    through 4.22) for each unit process
    included in a process train in a treat-
    ment plant that is subject to ICR
    monitoring.

    For the purposes of the ICR, your
    unit processes include any disinfec-
    tants or additional water you add in
    the process train.

 •  One copy of Worksheet 5: Distribution
    System Entry Point/Simulated Distribu-
    tion System (SDS) Sample Locations for
    each plant subject to ICR monitoring.

 •  If you sell finished water to other
    public water systems, one copy of
    Worksheet 6: Wholesale Information.

   •You may want to make extra copies
    of Worksheet 6, depending upon how
    many wholesale customers you have.

 •  One copy of the Distribution System
   worksheets (7 and 7.1).

   You may want to make extra copies
   of Worksheet 7.1, depending upon
   how many sample locations you are
   required to establish in the distribu-
   tion system under the ICR.

Complete the left-hand (Initial Sampling
Plan) side of the forms before you sit
down at the computer to use the ICR
Water Utility Database System. If you
have a question about any item listed on
the forms, start the application and use
the Search function in the  ICR Water
Utility Database On-Line Help System to
obtain a definition and source of the
information.
                                                    Release 1.1 September 1996

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CHAPTER 2s   GETTING STARTED
Introduction

The Information Collection Rule (ICR)
Water Utility Database System is a tool
for public water systems to report ICR
data.  You must enter all the ICR data for
your water system into a single copy of the
application and report all your data on one
set of diskettes-for each reporting period.  If
you are recording data from multiple
treatment plants, enter the data from all
the plants into one copy of your ICR
database.

If you would like to have multiple users
or users at different facilities enter ICR
data, you may consider the options listed
below.

WARNING: These options have not
been tested under operating conditions
at a utility. If you employ any of these
options, you may run a risk of corrupt-
ing your data.

WARNING: If you use options 2,3, or 4,
be very careful to keep track of the active
copy of your ICR database. You cannot
copy parts of a database from one copy of the
application to another.

1.  Load the application on to a laptop
   computer and move the computer
   from location to location.

2.  Use a commercial bulk file transfer
   application (such as LapLink™), to
   transfer files from one machine to
   another.
3. Install the application and data files
   on a mass storage device, such as a
   Zip Drive™, and move the device
   from one machine to another.

   If you use this option, you must copy
   the application and data files on to a
   drive specified as the C:/ drive in
   order to generate a data transfer
   diskette.

4. Install the application on multiple
   computers.  Back up the data from
   one computer, and restore it to the
   second. Instructions for backing up
   and restoring are on pages 151
   through 153.

   The system settings on the two ma-
   chines must be identical in order for
   this process to work. See the ICR
   Help Topic "System Information
   Window" for a list of system settings.
Installing the Application

The installation instructions on the
following page assume you have a basic
knowledge of Windows. If you need
assistance, refer to the Microsoft® Win-
dows™ users' guide that came with your
copy of Windows™.
                                   11
             Release 1.1 September 1996

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 Getting Started
 Installing the Application on a
 Standalone Personal Computer
 (PC)

 1. Start Windows™.

 2. Check your hard disk to ensure that
   you have enough space to run the
   application.  The ICR Water Utility
   Database System requires at least 40
   megabytes (MB) of free space on your
   hard drive for the application and
   data files.

 3. Insert the diskette labeled 'ICR Water
   Utility Database System Disk 1" into
   a floppy disk drive on your PC.

4. Choose Run from the File menu in
   Program Manager. To do this, use
   your mouse to point to the word
   "File" at the top of the Program
   Manager window. Click and hold
   down the mouse button. A menu
   will appear immediately below your
   mouse pointer. Move the pointer
   until the word "Run" is highlighted.
   Release the mouse button. Windows
   will display the Run dialog box.

5. Type a:setup in the Run dialog box.
   (Type brsetup if your diskette is in
   the B:\ drive.)

6. Press Enter or choose OK on the
   dialog box with your mouse.

7. Follow the setup instructions that
   appear on the screen.

   The setup instructions will give you
   the option of installing the applica-
   tion in any directory on your com-
   puter. If you are recording informa-
   tion for one public water system, use
   the default (C:\ICRPROD) directory.
 Installing the Application on a
 Local Area Network (LAN)

 The ICR Water Utility Database System
 was not designed to run on a LAN. If
 your water utility has a LAN, install the
 application directly on your hard drive
 according to the directions above. Do not
 install it on your file server.

 Installing Release 1.1

 Once you have installed Release 1.0 (the
 six diskettes included with your original
 Users' Guide, you must install the Release
 1,1 update. For detailed instructions on
 installing the update, see Appendix C.

 Recording  Data for More than
 One Public Water System

The ICR Water Utility Database System
was designed to capture data for only
one utility. However, you may install
multiple copies of the application (one
for each public water system for which
you are entering data) on one PC if you
follow these guidelines:

 •  Create a separate subdirectory for
   each copy of the application accord-
   ing to the instructions in your Win-
   dows™ Manual. Do not use the
   name C:\ICRPROD for any of the
   separate subdirectories.

 •  Install the application separately into
   each subdirectory.  When you install,
   set the defaults so that the database
   files in the correct subdirectory will
   open when you start the application
   from the designated program group.
   Instructions for setting defaults are
   included in the installation prompts.
   You should also give each program
   group a new name.
                                  •  12
             Release 1.1 September 1996

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                                                         Initial Sampling Plan
You cannot make changes to the data
from a report preview. You must go
back in to the data entry windows to
modify the information.

When you have finished printing re-
ports, return to the Initial Sampling Plan
menu by clicking the Prev button.


Sending Your  Initial
Sampling Plan to EPA

WARNING:  You must use Release 1.0 of
the ICR Water Utility Database System to
report data to EPA. If you have assembled
your ICR data using an Alpha, Beta,
Gamma or other test release, print out
your Initial Sampling Plan reports and
use them to enter data into Release 1.0.

Your Initial Sampling Plan includes the
following elements:

•  A transmittal letter identifying any
   deviations from rule requirements
   that are included in your Initial
   Sampling Plan.

•  A schematic diagram of your water
   system that includes all your treat-
   ment plants and your distribution
   system.

•  A detailed schematic diagram of each
  . treatment plant.

•  A diskette containing your Initial
   Sampling Plan data.

•  An Initial Sampling Plan Summary
   Report to help EPA verify that the
   data you sent the Agency are the data
   it received. This report will be
   printed out automatically as part of
   the data transfer process.
The summary report identifies your
water system and serves as formal notice
that you have sent your Initial Sampling
Plan to EPA. For more information on
the transmittal letter and schematics, see
the ICR Sampling Manual.

You will need the following items to
complete a data transfer package for
EPA:

•  Several blank, formatted 3.5" dis-
   kettes.

   NOTE: Do not use 5.25" diskettes to
   send ICR data to EPA.

•  Diskette labels (printed or typed)
   listing:

   -   The PWS ID and name of your
      Public Water System.

   -   The sampling period for which
      the data were collected (the sam-
      pling period for the Initial Sam-
      pling Plan is Design).

   -   The date you generated the dis-
      kette.

   -   The name and telephone number
      of the  ICR Technical Contact for
      your water system.

•  A diskette mailer addressed to:

   USEPA (ICR4600)
   ICR Data  Center
   Room 1111 East Tower
   401 M Street, S.W.
   Washington, DC 20460
                                    79
             Release 1.1 September 1996

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Initial Sampling Plan
Generating a Data Transfer
Diskette and Report

To generate your diskette and report:

1. Turn on or connect to your printer.

2. Click the Transfer button on the
   Initial Sampling Plan menu to open
   the Data Transfer Menu.

   NOTE: If you would like to check
   your data without making a transfer
   diskette, select the Preliminary Data
   Completeness Check button from the
   Transfer Initial Sampling Plan menu.
   The preliminary checks are identical
   to the Data Transfer Completeness
   Checks described below.

3. Check to make sure you have not
   already generated a transfer diskette
   for the Initial Sampling Plan by
   clicking the Data Transfer History
   button. If you need to resubmit your
   Initial Sampling Plan, contact the ICR
   Data Management System (DMS)
   Hotline at (703) 908-2155 before you
   generate the second transfer diskette.

4. Select the Data Transfer button from
   the Data Transfer Menu to open the
   Data Transfer window. The applica-
   tion will first check your data to
   determine whether they meet the
   minimum requirements for complete-
   ness. For a list of completeness
    checks, see the sidebar on page 82 or
    the ICR Help topic "Know My Initial
    Sampling Plan is Complete."
If your data are incomplete, the
application will print out an Initial
Sampling Plan Data Transfer Com-
pleteness Check Report. Use the
report to go back into your data and
complete the missing information,
then repeat Steps 1,2, and 4 of the
data transfer process.

WARNING: The Data Transfer Com-
pleteness Checks do not ensure that you
have entered all the data necessary for the
utility to comply with ICR requirements.
For example, if you neglect to iden-
tify a required sample, the checks will
not catch the error.  They will,  how-
ever, help you identify some gaps in
your data.

Once your data has passed the trans-
fer checks, the Initial Sampling Plan
Data Transfer window will open.
Insert the first blank diskette in a
floppy drive, select the letter of the
drive, and click OK to begin data
transfer.

You must use 3.5" diskettes to send
ICR data to EPA. Do not use 5.25"
diskettes.

The Data Transfer in Progress  dialog
box will open. Unless you are other-
wise prompted by the application, do
not click the mouse or use the key-
board while the box is open.

 A status line will appear at the bot-
 tom of the window, telling you what
 part of the transfer is in process.
 During data transfer, the application
 extracts the data from your database,
 compresses the data, copies it on to
 the floppy disk, and generates a
 printed report. The process normally
 takes several minutes.
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            Release 1.1 September 1996

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                                                    Monthly Sampling Results
 F.4 Precursors - Monthly Analyte Re-
    sults Matrix—Validate the results of
    DBF precursor samples taken for a
    single sampling period.

 R5 Microbials - Monthly Analyte Re-
    sults Matrix—Validate the results of
    microbiological samples taken for a
    single sampling period.

 F.6 Hypochlorite Stock - Monthly
    Analyte Results Matrix—Validate
    the results of samples taken from
    hypochlorite stock for a single
    sampling period.

 Generating a Monthly Sampling
 Results Report

 Generate the Monthly Sampling Results
 reports just as you did the Initial Sam-
 pling Plan and Monthly Sampling re-
 ports you used earlier. To generate the
 report:

 1.  Choose Reports from the Monthly
   Sampling Reports Menu to open the
   Report Selection List.

 2.  Turn on your printer, select the re-
   port, and click the Print button.

When you have finished printing re-
 ports, return to the Monthly Sampling
Results menu by clicking the Prev but-
 ton.
Sending Your Monthly
Reporting Package to EPA

You will send the Agency a diskette
containing your Monthly Data, which
includes treatment process, sample
collection, and sample analytical result
information, and a summary report to
help EPA verify that the data you sent
the Agency are the data it received. The
summary report identifies your water
system and serves as formal notice that
you have sent your Monthly Reporting
Package to EPA.

You will need the following items to
complete a data transfer package for EPA:

•  Several blank, formatted 3.5" dis-
   kettes.

   NOTE: Do not use 5.25" diskettes to
   send ICR data to EPA.

•  Diskette labels (printed or typed)
   listing:

   -   The PWS ID and name of your
      Public Water System.

   -   The Monthly Sampling Period for
      which the data were collected.

   -   The date you generated the dis-
      kette.

   -   The name and telephone number
      of the ICR Technical Contact for
      your water system.
                                    131
             Release 1.1 September 1996

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Monthly Sampling Results
•  A diskette mailer addressed to:

   USEPA (ICR4600)
   ICR Data Center
   Room 1111 East Tower
   401M Street, SW.
   Washington, DC 20460

Generating a Data Transfer
Diskette and Report

To generate your diskette and report:

1. Turn on or connect to your printer.

2. Qick the Transfer button on the
  , Monthly Sampling Results menu to
   open the Data Transfer Menu.

   NOTE:  If you would like to check
   your data without generating a data
   transfer diskette, select the Prelimi-
   nary Data Completeness Check
   button from the Transfer Monthly
   Sampling Results Menu. The pre-
   liminary checks are identical to the
   Data Transfer Completeness Checks
   described below.

3. Check to make sure you have not
   already generated a transfer diskette
   for title Monthly Sampling Period by
   clicking the Data Transfer History
   button.  If you need to resubmit your
   Monthly Reporting Package, contact the
   ICR Data Management System (DMS)
   Hotline at (703) 908-2155 before you
   generate the second transfer diskette.
4.  Select the Data Transfer button from
   the Data Transfer Menu to open the
   Data Transfer window. The applica-
   tion will first check your data to
   determine whether they meet the
   minimum requirements for complete-
   .ness. For a list of completeness
   checks, see the sidebar on page 134 or
   the ICR Help topic "Know My
   Monthly Sampling Results are Com-
   plete."

5.  If your data are incomplete, the
   application will print out a data
   transfer completeness check report
   for the appropriate reporting event.
   Using the report, go back in to your
   data, complete the missing informa-
   tion, and repeat Steps 1,2, and 4 of
   the data transfer process.

   WARNING: The Data Transfer
   Completeness Checks do not ensure
   that you have entered all the data
   necessary for the utility to comply
   with ICR requirements. For example,
   if you neglect to identify a required
   sample, the checks will not catch the
   error. They will, however, help you
   identify some gaps in your data.

6. Once your data has passed the trans-
   fer checks, the Initial Sampling Plan
   Data Transfer window will open.
   Insert the first-blank diskette in a
   floppy drive, select the letter of the
   drive, and click OK to begin data
   transfer.
                                     132
              Release 1.1 September 1996

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APPENDIX C:
RELEASE 1.1
Release 1.1 of the ICR Water Utility
Database System is an update to Release
1.0 of the application. It is not a
standalone database application. Release
1.1 includes modifications to Minimum
Reporting Levels (MRL) for optional
haloacetic acids, additions to the list of
the ICR-approved analytical methods for
some water quality parameters, and
corrections to the reports and on-line
Help text.

NOTE: Any information you entered
into the database using Release 1.0 will
not be affected by Release 1.1. You will
not need to re-enter any data after you
install the update.

You must use Release 1.1 of the applica-
tion to report data to EPA.  To install the
release:
4.  Type a:setup in the Run dialog box.
   (Type b:setup if your diskette is in
   the B:\ drive.)

5.  Press Enter or choose OK on the
   dialog box with your mouse.

6.  Follow the setup instructions that
   appear on the screen.

   The setup instructions will give you
   the option of installing the applica-
   tion in any directory on your com-
   puter. You must install Release 1.1 in
   the same subdirectory in which you
   installed Release 1.6.

If you have installed multiple copies of
Release  1.0 on your computer, you  must
repeat this process for each copy of the
original application.
1. Install Release 1.0 of the Water Utility  Once you have installed Release 1.1,
   Database System according to the
   instructions on page 12 of the Users'
   Guide.

   WARNING: If you have already
   installed Release 1.0 on your com-
   puter, do not do so again. If you
   reinstall Release 1.0 and do not have a
   current backup, you will lose all the data
  ' you have entered into the application.

 2. Insert the diskette labeled "ICR Water
   Utility Database System Release 1.1
   Disk 1" into a floppy disk drive on
   your PC.

 3. Choose Run from the File menu in
   Program Manager.
please insert the installation instructions
and diskettes in the back of the ICR
Water Utility Database System Users'
Guide.
                                     213
              Release 1.1 September 1996

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-------
 INDEX
 Symbols

 

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Index
Distribution System 68-69, 98,  137
  Blending Identification Number 66
  Sample Locations 68,  69-71
  Sampling Requirements 69
Distribution System Entry Point 63, 64-69, 136
Distribution System Equivalent 64, 68
Edit, Definition of 17
EPA 9
  Activities 34
  Review of Initial Sampling Plan 81
  Services 9
    ICRDMS Hotline 10
    Safe Drinking Water Hotline 9
EPA Utility Identifier 153
Equipment 7
Exporting Data 8

F

Field, Definition of 16
Filtration 57
Final Design 34, 135-140
  Archiving Data 139-140
  Completing 138
  Copy Data 135-136
  Data Transfer Completeness Checks 139
  Distribution System 137
  Distribution System Entry Point/SDS 136-137
  Overview 135
  Reports 137-138, 147
  Review  137
  Sending to EPA 137
  Summary 138
  Treatment Plants 136
  Wholesale Information 137
Find Samples 112
Finished Water 61
Finished Water, Purchased 66, 98
  Sampling Requirements 69
Flocculation Basin 57
Flocculation Basin Stage 56
  Add 56
  Edit 56
Flow Rate 93-94
  Retail 93
  Wholesale 93
Function Keys 20-21
  About the ICR Water Utility Database System
    21
  Analyte List 20
  Calculator 20
  EPA Review  81
  Function Line 20
  Help 20
  Hotline Information 20
  Laboratory Identification List 20
  Open List Box 20
  Sample Collection List 20
  Sample Complete 20
  Sample Locations 20
  Tips  20
  Window Hierarchy 20
Getting Started 11-22
Goals of the ICR Water Utility Database System
    7
Granular Activated Carbon 57
Graphical User Interface 15

H

Header 15
Help 19-21
Help Contents 19
Historical Minimum Water Temperature  46
Hypochlorite
  Analyses 62
  Stock 62, 98

I

ICR Data Management System Concept 6
  Federal Database System 6
  Laboratory Quality Control Database System 6
  Water Utility Database System 6
ICRDMS Hotline 20
ICR Samples  71-77
ICR Technical Contact 37
ICR Tips 21, 153
ICR Water Utility Database System 1, 5-10
ICR Water Utility Database System Users' Guide
    1
In-Line Filtration 44
Influent 48, 96
Initial Sampling Plan 28, 41-82
  Data Completeness Checks 82
  Defining a Sample 74-76
  Distribution System 68-70
    Define Sample Locations in the Distribution
    System 69
  Distribution System Entry Point/SDS 64-68
    Define Entry Point/SDS Sample Locations
    64
  EPA Review 81
  Finished Water 61, 72
  Generating a Data Transfer Diskette and
    Report 80-81
  Generating an Initial Sampling Plan Report
    78-79
                                         216
                Release 1.1 September 1996

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                                                                                  Index
  ICR Samples 71
    Defining a Sample 74
    Defining and Copying a List of Samples 76
    Sample Identification Numbers 71
    Sample Location Numbers 72-74
  Overview 41-42
  Reports 78, 142-143
  Review 78
  Sampling Plan Dates 42
  Sending to EPA  79
  Treatment Plant
    Basic Information 46
    Hypochlorite Stock 62
    Influent 48-49
    Intakes 46-48
    Process Train 49-53
    Unit Processes 53-61
    Water Resources 46
  Wholesale Information 71
    Adding a Customer 71
    Changing Customer Information 71
    Deleting a Customer 71
Installation 11-14
  Installing the Application on a Standalone PC
    12
  On a Local Area Network 12
  With Backup 13
  Without Backup 13
Installed Sludge Handling Capacity 46
Intake 46, 95
Ion Exchange 57
Keyboard Shortcuts 21

L

Laboratory
  Identification 38
  Laboratory ICR Identification Number 38
Laboratory Approval 39
Laboratory ICR Identification Number 112
List Box 16

M '

Main Menu 18-19, 37
Maximum Detention Time 68
Measurement Formula 54
Membrane 57
  Membrane Treatment 45
Menu Window 15
Method 113
Monthly Reporting Package 107
Monthly Sample Tracking Checklist 93
Monthly Sampling 30,  77, 83-104
  Copying Data 86
  Develop Monthly Sampling Plan 83-93
  Distribution System 98
  Distribution System Entry Point/SDS Sample
    Location 98
  Entering Operating Information 93-99
  Generating Data Collection Forms 91
  Manual vs. Electronic Planning 87
  Overview 83
  Plan 83-91
    Modifying Samples 88
    Modifying Unit Processes 88
    Modifying Water Resources and Intakes 88
    Reviewing 90
  Population and Flow Rate 93-94
  Samples 93
  Selecting a Sampling Period 84-85
  Summary 92
  Treatment Plant 94-98
    Basic Plant Information 95
    Finished Water 98
    Hypochlorite Stock 98
    Influent 96
    Intakes 96
    Process Train 96-97
    Unit Process 97-98
    Water Resource and Intake Inform 95
  Verification 103
  Wholesale Information 99
Monthly Sampling Results 32, 107-134
  Completing 127
  Data Transfer Completeness Checks  134
  Deleting 126
  Entering 108
    AOC/BDOC 117
    Chlorine Demand 114
    Clostridium Analyses 124
    Coliform 122
    Coliphage 124
    DBP,TOC,UV,Br,TOX 115
    Disinfectant Residuals 114
    General Water Quality 111
    Hypochlorite Stock 126
    Microbiological 120-125
    Particle Count 125
    Protozoan 120
    Virus 123
  Overview 107-108
  Reports 130-131,  146-147
    Generating 131
  Review 127
  Sending to EPA 131-132
                                          217
                Release 1.1 September 1996

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Index
N
Near First Customer 68
Notice of Applicability 2, 5, 23, 26
Notice of Final ICR Applicability Determination
    2, 26
Official Contact 37
OK 18
Open List Box 20
Operating Information, Entering 93-99
Optional Treatment Plant PWS ID 46
Other Category of Treatment Plant 45
Other Groundwater 45
Other Treatment Process 57
Ozone Chamber 56, 57
Ozone Contactor 56, 57
Particle Counter 102
Particle Size Count 102
Pick List 16
Population 93
  Retail 93
  Wholesale 93
Preliminary Activities 26
Presedimentation 57
Previous 18
Process Train 49-50, 96
  Adding 50
  Category 51
  Default 52
  Deleting 61
  Split and Parallel Process Trains 49
  Summary 50
Public Water System Identification Number 37
Qualitative Result Code 121
Quality Assurance (QA) Code
  Result 107, 109,  110
  Sample 101,. 107, 109
Quality Assurance (QA) Comment
  Result 107, 110
  Sample 101, 107, 109
Quarterly Sampling 77
 Rapid Mix 57
 Read Me File 14
 Recarbonation Basin 58
 Recording Data for Multiple Public Water
    Systems 12
References 10
Repairing and Compacting 14
Reports  141-150
  Data Collection (Monthly) 91, 145
    Chemical Data Collection Form 91, 145
    Process Data Collection Form 91, 145
    Sample Data Collection Form 91, 145
  Data Transfer 80-81, 149
    Data Transfer History Report 150
    Final Design Data Transfer Completeness
    149
    Final Design Summary Report 150
    Initial Sampling Plan Data Transfer Com-
    pleteness 149  .  .
    Initial Sampling Plan Summary Report 150
    Monthly Sampling Results Data Transfer
    Completeness  149
    Monthly Sampling Results Summary Report
    150
  Final Design 147
    Design Distribution System Information
    137, 147
    Final Design Plant Chemical Parameters
    137, 147
    Final Design Plant Parameters 137, 147
  Generating 78, 131, 137, 148
  Initial Sampling Plan 78, 142
    Data Completeness Check 82
    Design Distribution System Information
    78, 142
    Design Plant Chemical Parameters 78, 142
    Design Plant Parameters 78, 142
    Design Water System Information 78, 143
    Initial Sampling Plan by Location 78, 142
  Laboratory Shipping (Monthly) 146
    Sample Allocation to Laboratories 146
    Sample Tracking Checklist 146
  Monthly Distribution System Information 144
  Monthly Sample Data Verification Report 146
  Monthly Sampling 143,  146
    Monthly Distribution System Information 90
    Monthly Plant Chemical Parameters 90, 144
    Monthly Plant Parameters 90,  144
    Monthly Sample Tracking Checklist 93
    Monthly Sampling Matrix Plan 91, 145
    Monthly Sampling Plan by Location 90, 143
    Monthly Water System Information 90, 145
    Sample Allocation to Laboratories 93
  Monthly Sampling Results 127-131, 146
    Monthly Analyte Results by Laboratory
    130, 146
    Monthly Verification of Sampling Data 146
                                          218
                Release 1.1 September 1996

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                                                                                    Index
    Overview 141
    Through Plant Analysis (Monthly) 130, 147
     Disinfectant Residuals 130, 147
     Disinfection By-Products 130,  147
     General Water Quality Parameters 130,  147
     Hypochlorite Stock 131,  147
     Microbials  131, 147
     Precursors  131, 147
 Restore Data 152
 Result 113
 Result QA Code 107, 109, 110
 Result QA Comment 107, 109, 110
 Sample 71-77, 93
   Chlorine Residual 103
   Collecting 93
   Collection Data 100
     Required 104-105
   Defining a Sample 74-76
   Defining and Copying a List of Samples 76-77
   Deleting 126
   Identification Number 72
   List
     Add 76
     Copy 77
   Monthly 77
   Monthly Versus Quarterly Sampling 77
   Particle Size Count 102-103
   Quality Assurance (QA) Code 101, 107, 109
   Quality Assurance (QA) Comment
     101,  107, 109
   Quarterly 77
   Recording 99
  Water Quality Parameter 103
Sample Analytical Result 107-134
  

-------
Index
Title Bar 15
Treatment Plant 42, 42-48, 94-95, 136
  Basic Plant Information 95-
  Blending ^
  Category 44
                                       45
    Complex Parallel Train Softening 45
    Conventional Kliration 4&
    Duu-etPteation «*>
    Di£.in&tiion of Pwxhaset" Finished W.4
    45
    Disxife .Uon Only/Giv/wuredwater 45
    In «l«im Filtratice 44
    Membrane Treatment tit
    Other 45
    Slow
    Softening 44
    Split Treatment/Softening 45
    T*'o Stage Saffafeing 45
    Ux»fil^.i-ec?.SiiMfew Water •?£
  Delete 4fi
  Remove 60
  Sedimentation 58
  Slow Sand Filtration 58
  Solids Contact Clarifier 58
  Up»i«te 97
  V/asili water Return S3, 58
  Wash water Return Sampling Point 53, 58
Uraf Ft'">cess Complete 52

W

Washwater Retom 53, 58
Wasfawater Retssm Savaiplmg Point 53, 58
Wate Rssoufce 46---4S, 95
  Ground Water Kesoiixsce 47
  Puiii-l^ased. Vfefes1 Rfisoisrce 47
  Swrfase Water Resource 47
      is'/stem Identification 37
      sDfe&sfoovjati^m ?t, 99,, 137
  A'l»j sag a Customer 71
  O>. tfi-'jing Customer Information 71
          a Cu&iomer 71
      1/, Definition of 15
        Hierarchy" 19 ,
                          ar-^«f 43
   Treatment riant Name 4o
 Two Stage Softening 45

 U

 Unaltered Surface Water 45
 Unit Process 53-61, 97-98
   Add 59-61
   Additional Water Source 53
   Additional Water Source Sampling Point 53
   Adsorption Clarifier 55
   Air Stripping 55
   dearwell 55
   Diatomaceous Earth Filter 55
   Disinfectant Addition 55
   Disinfection Contact Basin 55
   Dissolved Air Flotation 55
   Edit 60
   Filtration 57
   Flocculation Basin 56, 57
   Granular Activated Carbon 57
   Ion Exchange 57
   Membrane 37
   Move 60
   Other Treatment Process 57
   Ozone Chamber 57
   Ozone Contactor 56, 57
   Presedimentation 57
   Rapid Mix 57
   Recarbonation Basin 58
                                           220
                Release 1.1 September 1996

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THE
INFORMATION
COLLECTION
RULE (ICR)
WATER urarrY
DATABASE SYSTEM
RELEASE 1.1

DISK 1 OF 3
THE
INFORMATION
COLLECTION
RULE (ICR)
WATER UTILITY
DATABASE SYSTEM
RELEASE 1.1

DISK 2 OF 3
 THE
 INFORMATION
 COLLECTION
 RULE
 WATER UTILITY
 DATABASE SYSTEM
 RELEASE 1.1

 DISK 3 OF 3

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