United States Environmental Protection Agency Office of Information Resources Management Washington, DC 20460 Progress Report 1987 DC State/EPA Data Management Program ------- Progress Report 1987 Sharing Data for Environmental ResuIts DC STATE/EPA DATA MANAGEMENT PROGRAM ------- / = ^_^ u, UN|TED STATES ENVIRONMENTAL PROTECTION AGENCY WASHINGTON, D.C. 20460 THE ADMINISTRATOR To the Reader, The U.S. Environmental Protection Agency and the States have made great strides toward Environmental Federalism -- a true partnership of Federal and State governments to achieve our shared goals of protecting human health and the environment. The State/EPA Data Management Program has been instrumental in this progress and exemplifies what can be accomplished when State and Federal managers work together. This report highlights the accomplishments of the State/EPA Data Manage- ment Program during 1987. These accomplishments include immediate gains in efficiency and much-needed improvements in line manager access to environmental and management information. Over the longer term, this program is helping to build the infrastructure ~ the management capacity, data resources and technology ~ needed by EPA and the States to set priorities based on risk, and to integrate our activities across programs and media. The State/EPA Data Management Program has had the added benefit of demonstrating the efficacy and importance of training and technology transfer as a means for achieving Federal priorities. Thus, EPA has both given and received technical assistance, and more importantly, has helped arrange the transfer of technology between States. I look to the State/EPA Data Management Program to carry us forward into a new, more productive relationship with State agencies. With this in mind, I have directed that this Program be extended to all States and that the underlying principles be adopted as EPA policy. Lee M. Thomas ------- I. INTRODUCTION AND GOALS Program Background EPA's capacity to identify and examine environmental trends and report on its own performance and that of delegated State programs to manage for environmental results depends directly on a timely and accurate data sharing program with States. For this reason, the Agency has launched the State/EPA Data Manage- ment Program to build and maintain the infrastructure needed (1) for effective State/EPA data management and sharing; and (2) to integrate data across media and programs so EPA and State managers can target their efforts on environmental results. Program Phases This program is divided into two phases. Phase I: Data Sharing and Phase II: Data Integration. The goal of Phase I is: To provide a direct communication linkto the State and to the EPA data network; To have direct access to the data in the national data systems; To have a State policy statement on data integrity and protocols. The goal of Phase II is: To implement data integration tools to pinpoint environ- mental problems; To set priority on environmental problems on a risk-reduc- tion basis; To manage activities to maximize environmental results. ------- Phase I: Data Sharing Phase I seeks to establish a reliable flow of regulatory and compli- ance data between EPA and the delegated States for seven sys- tems. An important objective of Phase I is to have direct data access into these national systems: National Emissions Data System (NEDS): provides air emissions data. System for the Storage and Retrieval of Aerometric Data (SA- ROAD): provides ambient air quality data. Compliance Data System (CDS): provides air compliance data. Grants Information and Control System (GICS): provides Con- struction Grants and schedule information. Water quality data storage and Retrieval system (STORET): pro- vides water quality data. Permit Compliance System. (PCS): provides compliance data and effluent data for surface water discharges. Hazardous Waste Data Management System (HWDMS): pro- vides hazardous waste site information. Phase II: Data Integration Phase II focuses on assisting States and Regions in integrating data across programs and media. The Phase II goal is to develop and implement at the Regional and State levels the tools needed to pinpoint environmental problems, prioritize them on a risk-reduc- tion basis, and manage program activities to maximize environ- mental results. EPA Regionsare expectedto begin introducing the Phase II integration concepts to the Phase I States in 1988. Phase II is now being piloted in Region IV and Georgia. The pilot will help define the Phase II Program more precisely. ------- NUIG/OTS CHEMICAL LIBRARY 401 M ST., S.W., TS-793 Federal Responsibility WASHINGTON, p.p. 20450 Federal responsibility and support for the program is shared among the Regions, Office of Information Resources Manage- ment (OIRM), the National Data Processing Division (NDPD), and the Program Offices. The Regional role is critical; the senior IRM official i n each Region must drive this program at the Regional level and secure State par- ticipation. As the National Program Manager, OIRM with assis- tance from NDPD, is responsible for program policy, coordinating Program Office support, connecting States to EPA's data commu- nication network, introducing and supporting data integration and other new technologies, and assisting Regions and States during implementation. Continued Program Offices support for the State-Regional Initiatives is vital to achieve complete, timely, and accurate national data systems. Benefits to the Agency and States The four specific benefits envisioned for the State/EPA Data Man- agement Program are: Efficiencies in data collection which will result in signifi- cant gains in data handling and routine program operations; Enhanced data qualityaccurate, timely and reliable to guide programmatic decisions and support program oversight; Improved data integration to more effectively target regu- latory and compliance activities on risk reduction, and to en- hance the capability to manage for environmental results; A more productive working relationship between EPA and the States to focus on environmental management and minimize data disputes. This program is of strategic importance to EPA's overall efforts to enhance vital data resources and move toward more productive Federal and State roles in environmental protection. ------- Georgia The Pilot State The data management Pilot began with a joint effort between Geor- gia and the Atlanta Regional Office, to meet State information needs and satisfy EPA reporting requirements. This Pilot estab- lished a protocol for resolving data disputes, upgraded State com- puting capacity, and established a high-speed data link between EPA and the State. Results are very positive: complete, timely and accurate data in EPA's data bases; a reduction in both contrac- tor workyears for handling the Regions' data activities and in Georgia's annual computing costs; and virtual elimination of dis- putes over compliance data and status. 6 ------- II. Review of 1987 Progress Summary Substantial progress was made in 1987. Accomplishments include all ten Regions: Implemented Phase I in at least one State; Regions II and IV worked with two States. Completed installation of a high-speed data link and necessary software to tie the State capitals into the data network. These States now have the capability to directly enter and access the data they report to EPA. Created a more constructive Regional-State attitude toward improving the flow of State reported data. Achieved numerous and concrete improvements in the flow and use of data: efficiencies in handling data, timeli- ness of reported data, and greater use of EPA systems to support State program operations. Initiated actions to develop protocols for resolving dis- agreements over State reported data. Nine Regions completed joint State-Regional implementation plans specifying actions to be taken in1988-89 to accomplish Phase I objectives and selected Phase II data integration initiatives. Addi- tional training is being provided to enhance and expand the States' use of EPA systems in managing operations. Looking ahead, Regions have selected additional States to include in the Program for 1988. ------- Region-By-Region Review DC LEGEND: 1987 Selected States 1988 Selected States 1987 Selected States Maine New Jersey New York Virginia Tennessee Indiana Arkansas Missouri Utah California Oregon 1988 Selected States New Hampshire Puerto Rico West Virginia Delaware Florida Illinois Michigan Minnesota Ohio Wisconsin Texas Nebraska Iowa Kansas Colorado Hawaii Nevada Washington Idaho 8 ------- LEGEND: 1987 Selected State 1988 Selected State Region: Region I, Boston State: Maine Program Phase: Phase I Key Regional Participants: Hartey Laing, Director, Planning and Management Mike MacDougall State Contacts: Ron Dolan Data Bases Involved: NEDS, SAROAD, CDS, PCS, GICS, STORET, & HWDMS Major Accomplishments in 1987: (1) Installed high speed data link to connect Augusta to EPA network. (2) Identified data management problem areas and prepared workplan for Regional and State actions to accomplish Phase I objectives. (3) Began work on data integrity protocols for the national data bases. (4) Identified several PCS-related enhancements desired by Maine which would expand PCS capabilities for supporting program operations. (5) Established the analytic capability to conduct data integration activities and procured hardware and software to support that effort. (6) Previewed the new AIRS system which will be adopted by Maine. (7) Provided training and support to Maine as a direct user of the CDS and GICS systems. Next Steps for Maine in 1988: (1) Receive training in use of EPA systems. (2) Complete tasks in workplan to facilitate timely and accurate data flows. (3) Work with Region in developing PCS-related enhancements. Next State in Program: New Hampshire ------- LEGEND: 1987 Selected States 1988 Selected State Region: States: Program Phase: Region II, New York New Jersey, New York Phase I Key Regional Participants: Herb Barrack, ARA for Policy and Management Bob Messina, John Baglivi State Contacts: NJ: Nancy Power, NY: Tom Donovan Data Bases Involved: NEDS, SAROAD, CDS, PCS, GIGS, STORET, and HWDMS Major Accomplishments in 1987: (1) High speed data links established in 1985 and 1986 connecting Albany and Trenton to EPA network. Enhancements to New Jersey's telecommunications network com- pleted. (2) Both States now enter data directly into EPA data bases, except for HWDMS. (3) Reviewed data bases, identified data management problem areas, prepared workplan for Regional and State participants to accomplish Phase I objectives for HWDMS. (4) Began work with New York to directly enter data into HWDMS. (5) Began work with New Jersey to implement electronic transfer of State data to HWDMS. Next Steps for New Jersey and New York in 1988: (1) Complete tasks which will enable each State to electronically provide data to HWDMS. (2) Evaluate Resource Conservation and Recovery Information System (RCRIS) for im- plementation by New Jersey and New York. Next State in Program: Puerto Rico 10 ------- LEGEND: 1987 Selected State ] 1988 Selected States I Region: State: Program Phase: Region III, Philadelphia Virginia Phase I Key Regional Participants: Bill Wisniewski, ARA for Policy and Management Joe Hamilton, Wendy Bartel State Contacts: Data Bases Involved: Jane Beckett-Camarata, Asst. Director for Administration NEDS, SAROAD, CDS, AIRS, PCS, GIGS, STORET, FRDS, & HWDMS Major Accomplishments in 1987: (1) Installed high speed data link to connect Richmond to EPA network. (2) Reviewed data bases, identified data management problem areas, prepared system-by-system workplan for Regional and State actions to accomplish Phase I objectives. (3) Completed data integrity policy and program. (4) Developed user support and training program addressing the needs of each system. (5) Implemented direct access to all data bases except NEDS and HWDMS. (6) Established the analytic capability to conduct data integration activities and procured hardware and software to support that effort. Next Steps for Virginia in 1988: (1) Receive training to enhance use of EPA systems in supporting program operations. (2) Carry out multi-year approach toward becoming a direct user of PCS. Next States in Program: West Virginia and Delaware 11 ------- LEGEND: 1987 Selected State 1988 Selected State Region: Region IV, Atlanta State: Tennessee Program Phase: Phase I Key Regional Participants: Joe Franzmathes, ARA for Policy & Management Jack Sweeney State Contacts: John Booker, Tenn. Dept. of Health and Environment Data Bases Involved: NEDS, SAROAD, CDS, PCS, GICS, STORET, and HWDMS Major Accomplishments in 1987: (1) Installed high speed data link to connect Nashville to EPA network. (2) Reviewed data bases, identified data management problem areas, prepared workplan for Regional and State actions to accomplish Phase I objectives. (3) Developed data integrity policies and programs for each of the national data bases. (4) Developed user support and training program addressing the needs of each system. (5) Implemented direct access to all data bases. (6) Established the analytic capability to conduct data integration activities and procured hardware and software to support that effort. Next Steps for Tennessee in 1988: (1) Develop grant proposals which include data management considerations for 1988 and 1989. (2) Establish high speed internal network within Tennessee Department of Health and Environment. (3) Implement Tennessee Department of Health and Environment Prime 2755 mini- computer to support State and EPA programs. (4) Receive training to enhance use of EPA systems in supporting program operations. Next State in Program: Florida 12 ------- LEGEND: 1987 Selected State 1988 Selected States Next State in Program: Region: State: Program Phase: Florida Region V, Chicago Indiana Phase I Key Regional Participants: Robert Springer, ARA for Planning & Mgmt. Michael Bland, Dan Werbie, Steve Goranson State Contacts: Data Bases Involved: William Estabrook, Director of Management Services, IDEM Fred Alvarey, MIS Director NEDS, SAROAD, CDS, PCS, GIGS, STORET, and HWDMS Major Accomplishments in 1987: (1) Installed high speed data link and software to connect Indianapolis to EPA network. (2) Reviewed data bases, prepared workplan for Regional and State actions to accom- plish Phase I objectives. (3) Established an IRM Steering Committee. Defined policy on major IRM issues which provides a framework for implementing Phase I and II in Indiana and future States. (4) Indiana inputs data to EPA directly and has begun implementing AIRS. Region is as- sisting Indiana in the development of an automated financial management system. (5) Region and Indiana are developing a Cost Allocation Plan which combines re- sources to implement Phase I and II, and also upgrade computer equipment in the State. Next Steps for Indiana in 1988: (1) Implement the Cost Allocation Plan which will allow a more integrated approach in the planning and implementation of Phase II. (2) Further development of FINDS to allow for greater data integration. (3) Indiana would like to make more use of CDS, with the added capability to track State defined elements. Next States in Program: Illinois, Michigan, Minnesota, Ohio, Wisconsin 13 ------- LEGEND: 1987 Selected State 1988 Selected State Region: State: Program Phase: Key Regional Participants: State Contact: Data Bases Involved: Region VI, Dallas Arkansas Phase I. John Fleeter, ARA for Management Jim Sims, Jane Moore, Lynda Carroll Robert Gage, Arkansas Department of Pollution and Ecology NEDS, SAROAD, CDS, PCS, STORET, GIGS and HWDMS Major Accomplishments in 1987: (1) Improved existing high speed data link from Little Rock to EPA network. (2) Arkansas enters data directly into EPA data bases. (3) Began work on data integrity protocols for each of the national data bases. (4) Resolved several data handling issues which will improve current data processing. (5) Region provided technology and resources to enhance State's computing and tele- communications capabilities. (6) Accelerated implementation schedule for AIRS. Next Steps for Arkansas in 1988: (1) Receive training in EPA systems to support program operations. (2) Proceed with the development of State integrated enforcement and compliance tracking system. (3) Monitor AIRS development and facilitate State implementation of the system. Next State in Program: Texas 14 ------- LEGEND: 1987 Selected State 1988 Selected States Region: Region VII, Kansas City State: Missouri Program Phase: Phase I Key Regional Participants: Susan Gordon, ARA for Policy and Management Gene Ramsey, Dan Vallero State Contacts: Bill Ford, Director, Department of Environmental Quality, Stan Nessing Data Bases Involved: NEDS, SAROAD, CDS, PCS, GICS, FRDS, STORET and HWDMS Major Accomplishments in 1987: (1) Installed high speed data link and software to connect Jefferson City to EPA network. (2) Identified data management problem areas and prepared workplan for Regional and State actions to accomplish Phase I objectives. (3) Resolved some impediments to timely and accurate data processing (e.g., reporting of HWDMS data) and increased efficiency in handling data (e.g., reporting FRDS data). (4) Began work on data integrity protocols for each of the national data bases. (5) Established joint State-Regional Data Management Steering Committee to direct and manage the implementation effort in 1988-89. (6) Reviewed with Missouri their efforts to move ahead with the development of en- hanced data integration capabilities for Phase II. (7) Implemented direct access to all data bases. (8) Region procured computer technology to initiate data integration activities. (9) Established the analytic capability to conduct data integration activities and procured hardware and software to support that effort. Next Steps for Missouri in 1988: (1) Complete linkage to PCS and GICS. (2) Network PC-based systems supporting hazardous waste program to use RCRIS. (3) Improve data reporting from State District Offices to Jefferson City. (4) Move ahead with State initiative to enhance data integration capabilities. (5) Review FRDS and determine how to proceed with State's use of FRDS. (6) Facilitate use of new technologies such as expert systems and geographic information systems. Next States in Program: Nebraska, Iowa, Kansas 15 ~~ ------- LEGEND: 1987 Selected State 1988 Selected State Region: Region VIII, Denver State: Utah Program Phase: Phase I Key Regional Participants: Kerrigan Clough, ARA for Policy and Management Carl Worster State Contacts: Robert Shipman, Data Sharing Coordinator Data Bases Involved: NEDS, SAROAD, CDS, PCS, GIGS, STORET, and HWDMS Major Accomplishments in 1987: (1) Installed high speed data link and software to connect Salt Lake City to EPA network. (2) Reviewed data bases, identified data management problem areas, prepared workplan for Regional and State actions to accomplish Phase I objectives. (3) Installed a PRIME computer in the State which consolidates and standardizes access to EPA national data bases. (4) Utah is co-funding a software development effort with Georgia to develop a data management system to enhance data integration. Next Steps for Utah in 1988: (1) Expand use of EPA systems, focusing on AIRS. (2) Provide assistance to Utah to help meet new requirements for the State Revolving Fund in the Consruction Grants program. (3) Utah to begin working with geographical analysis and information techniques. Next State in Program: Colorado 16 ------- LEGEND: 1987 Selected State 1988 Selected States Region: Region IX, San Francisco State: California Program Phase: Phase I _ Key Regional Participants: Charles Murray, ARA for Policy and Management David Jones, Chief, IRM Task Force State Contacts: Phil Daniels, Archie Matthews and Don Anderson.State Water Resources Control Board, Steve Hanna, Department of Health Services Data Bases Involved: PCS, GIGS, STORET, HWDMS and AIRS Major Accomplishments in 1987: (1) Established high speed data link to Sacramento (U.S. Bureau of Reclamation) to serve as node connecting State systems to EPA network. (2) Conducted preliminary requirements analysis for data communications and ADP equipment requirements to allow for direct, high-speed, on-line connectivity to indi- vidual program operations. (3) Documented data flows for each system; undertaking program to resolve impedi- ments to timely and accurate data. (4) Prepared plans to address training needs for each system. (5) Prepared draft integrity protocols for each system. Next Steps for California in 1988: (1) Connect all major systems to the central Sacramento node. (2) Implement training and user support program. (3) Formalize and implement data integrity agreements for each system. (4) Evaluate preliminary PCS project (currently limited to State Water Resources Control Board and two Regional Water Quality Control Boards) and expand to all Regional Boards. (5) Complete workplan actions to provide California Air Resources Board with retrieval access to AIRS. Next States in Program: Hawaii and Nevada 17 ------- LEGEND: 1987 Selected State 1988 Selected States Region: Region X, Seattle State: Oregon Program Phase: Phase I Key Regional Participants: Nora McGee, Director, Management Division Jim Peterson State Contacts: Dennis Kirk Lydia Taylor Data Bases Involved: NEDS, SAROAD, CDS, PCS, GIGS, STORET, FRDS, and HWDMS Major Accomplishments in 1987: (1) Installed high speed data link and software to connect Portland to EPA network. (2) Reviewed data bases, identified data management problem areas, prepared workplan for Regional and State actions to accomplish Phase I objectives. (3) For STORET and GICS, the Region developed and implemented new data entry software packages; for PCS, Oregon was given access and training; for CDS and SAROAD, Oregon is transferring data electronically. (4) Oregon and Region analyzed and developed a PC-based drinking water system for the transfer of data from Oregon to EPA. (5) Oregon finalized their statewide telecommunications network, providing high-speed access for remote users to State and EPA systems. Next Steps for Oregon in 1988: (1) Region and Oregon will evaluate the State CDS system, and work together toward a system which better fulfills State and Regional needs. (2) Oregon to complete implementation of statewide telecommunications network. (3) Oregon will begin working with geographical analysis and information techniques. (4) Region and Oregon are developing a joint policy standard for the transfer of State data to EPA systems. Next States in Program: Washington and Idaho 18 ------- 111. Next Steps In September, 1987, the Administrator directed that the State/ EPA Data Management program be expanded to all States by the end of 1989. In response, the EPA Regions are adding more than 20 states during 1988 and will reach the balance during 1989. The Agency has also announced plans to implement and expand Phase II of the Program. The Phase II: Data Integration program has three components: Regional Data Integration Capacity - The Agency is providing a standard "geographical information system" (GIS) to each EPA Region that establishes a multi-discipli- nary analytic staff to do geo-based analysis. Four (4) EPA Regions established this capacity in 1987, at least three more are planned in 1988, and the balance will be com- pleted in 1989. Technology and Data Management - OIRM and NDPD are procuring GIS technology, issuing policies and stan- dards to assure that EPA data and technologies support cross-media integration, and will be providing technology and user support for data integration work in the EPA Regions and laboratories. Technology Transfer - EPA's Environmental Monitoring Systems Laboratory in Las Vegas (EMSL/LV) is the focal point for a technology transfer program to assist the EPA Regions, and through them, the States, in planning and staff development, and in pursuing specific, in-depth applica- tions of geo-based analyses and technology. The State/EPA Data Management Program has shown that both EPA and States gain significant benefits in effectiveness and efficiency from cooperative, integrated data management. Equally important, the experience to date makes clear the need for a consistent, long term effort to institutionalize the ability and rela- tionships that are essential to effective State/EPA data manage- ment. EPA is committed to this effort. 19 ------- State/EPA Data Management Program 1987 Starts I 988 Starts 1989 Starts ------- |