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 ------- ------- 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 ------- ------- 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 ------- 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 ------- 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 ------- 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 ------- 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 ------- 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 ------- 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 ------- ------- 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 ------- 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 ------- 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 ------- 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. 80 Release 1.1 September 1996 ------- 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 ------- 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 ------- 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 ------- ------- INDEX Symbols ------- 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 ------- 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 ------- 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 ------- 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 ------- 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 ------- ------- |