2022 Clean Watersheds
Needs Survey (CWNS)
State Coordinator Manual
Submitted to:
U.S. Environmental Protection Agency
William Jefferson Clinton Building, 4204M
1200 Pennsylvania Avenue, NW
Washington, DC 20460
April 2024
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2022 CWNS State Coordinator Manual
Contents
Page
List of Acronyms and Abbreviations xi
Glossary xiii
1. Background, History, and Purpose 1-1
1.1 Congressional Mandate 1-1
1.2 Tie to the CWSRF 1-1
1.3 Data Users 1-2
1.4 Updates from the 2012 CWNS 1-2
1.5 State Coordinating Committee and Subcommittees 1-2
1.5.1 Data Elements and Data Entry Portal Subcommittee 1-3
1.5.2 Documentation Subcommittee 1-3
1.5.3 Cost Modeling Subcommittee 1-3
1.6 Roles and Responsibilities 1-3
1.6.1 EPA Headquarters 1-3
1.6.2 EPA Regions 1-3
1.6.3 State Coordinators 1-4
1.6.4 Municipality Staff 1-4
1.6.5 Small Communities 1-4
1.6.6 EPA Contractor 1-4
2. 2022 CWNS Scope, Terminology, and Data Structure 2-1
2.1 Information Structure 2-1
2.2 CWNS ID 2-2
2.3 Need Category 2-2
2.4 Infrastructure Type 2-3
2.5 Facility Type 2-4
2.6 Change Type 2-4
3. CWNS Policies 3-1
3.1 Allowable Projects 3-1
3.2 American Indian and Alaska Native Village Needs 3-2
3.3 Unallowable Costs 3-2
3.4 Documentation Guidelines 3-3
3.4.1 Document Annotation 3-4
3.4.2 Clarification Statement for Potentially Unallowable Costs 3-4
3.5 Designated Documents List 3-4
3.5.1 Document Guidance 3-7
3.5.2 Older Documentation Guidelines 3-11
3.6 Cost of Previous Comparable Construction 3-11
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Contents (continued)
Page
3.7 Documentation Guidelines for Using the SCF 3-12
3.7.1 Using the SCF to Document Technical Data 3-12
3.7.2 Using the SCF to Document Projects 3-12
3.7.3 Using the SCF to Document Costs 3-13
3.8 Requirements for State Needs Surveys and Other State Forms 3-13
3.8.1 Document Types 3-13
3.8.2 Survey Submittal Requirements 3-13
3.8.3 Survey Submittal Process 3-14
3.9 Requirements for State-Specific Approaches 3-14
3.9.1 Document Types 3-15
3.9.2 Approach Submittal Requirements 3-15
3.9.3 Approach Submittal Process 3-16
3.9.4 Associating the Outputs of an Approved Methodology with Specific CWNS IDs.. 3-16
3.10 Requirements for CETs 3-16
4. Data Collection Processes and Procedures 4-1
4.1 2022 CWNS Schedule and Milestones 4-1
4.2 Data Prepopulated in DEP 4-2
4.3 Technical Data 4-2
4.3.1 Technical Data for Wastewater Facilities 4-2
4.3.2 Technical Data for Stormwater, NPS, and Decentralized Wastewater Treatment
Facilities 4-3
4.4 Needs Data 4-3
4.4.1 Checkbox of Compliance-Related Reasons for Need 4-4
4.4.2 Document Annotation 4-4
4.4.3 Documented Costs 4-5
4.4.4 Cost Estimation Tools 4-6
4.5 Data Review 4-8
4.5.1 Automated Data Validation 4-8
4.5.2 Manual Review 4-8
5. Navigating the Data Entry Portal 5-1
5.1 Gaining Access 5-1
5.1.1 Registering for DEP Access 5-1
5.1.2 Entering the DEP 5-1
5.2 Roles 5-2
5.3 Welcome Page 5-2
5.3.1 State-Specific Approaches 5-3
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Contents (continued)
Page
5.3.2 DEP Home Page 5-3
5.3.3 CWNS DEP Table Filtering and Sorting 5-3
5.3.4 Contact Us 5-4
5.4 Icons 5-5
5.5 Document Management 5-6
5.5.1 Navigating the Document Library 5-6
5.5.2 Delete a Document 5-6
5.5.3 Adding a New Document 5-6
5.6 Data Entry Statuses 5-9
5.7 CWNS IDs List 5-10
5.7.1 Searching for an Existing CWNS ID 5-11
5.7.2 Archiving an Existing CWNS ID 5-11
5.7.3 Adding a New CWNS ID 5-11
5.7.4 Updating CWNS ID List Data for an Existing CWNS ID 5-13
5.7.5 Entering the Survey for a CWNS ID 5-13
5.8 Data Entry Workflow 5-14
5.8.1 CWNS ID Top Menu and Data Entry Notes 5-15
5.8.2 Sidebar Navigation 5-16
5.9 Facility Types and Change Types 5-16
5.9.1 Facility Types List 5-16
5.9.2 Adding a New Facility Type and Associated Change Types 5-17
5.9.3 Confirming Selected Facility Types 5-18
5.10 Permits 5-19
5.10.1 Adding a NPDES Permit 5-19
5.10.2 Adding a Non-NPDES Permit 5-20
5.11 Point of Contact 5-21
5.11.1 Point of Contact List 5-21
5.11.2 Point of Contact Search 5-22
5.11.3 Add Point of Contact 5-22
5.12 Location 5-24
5.12.1 Adding a Physical Location 5-24
5.12.2 Areas Related to Needs 5-26
5.12.3 Adding Areas Related to Needs 5-27
5.13 Documents 5-28
5.13.1 Linking Documents to a CWNS ID 5-28
5.14 Costs by Category 5-31
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Contents (continued)
Page
5.14.1 Entering Costs 5-33
5.15 CET Inputs 5-34
5.15.1 Wastewater: Treatment Plant CET 5-34
5.15.2 Wastewater: Collection CET 5-35
5.15.3 Decentralized CET 5-35
5.15.4 CSOCET 5-36
5.15.5 Stormwater CET 5-37
5.15.6 NPS: Agriculture CET 5-37
5.15.7 NPS: Silviculture CET 5-38
5.16 Population and Flow 5-38
5.16.1 Population 5-39
5.16.2 Flow 5-41
5.16.3 Flow to Population Ratio 5-43
5.17 Discharge 5-44
5.17.1 Discharges List 5-44
5.17.2 Adding a Type of Discharge 5-44
5.17.3 Building and Editing a Sewershed in Discharge 5-47
5.18 Sewersheds 5-48
5.18.1 Sewershed at a Glance 5-48
5.18.2 Sewershed Table 5-48
5.19 Effluent 5-49
5.20 Unit Process 5-51
5.20.1 Adding a Unit Process 5-52
5.21 Asset Management 5-52
5.21.1 Adding an Asset Management Practice 5-53
5.22 Small Community Form 5-54
5.22.1 Indicating a CWNS ID Is a Small Community 5-55
5.22.2 Managing SCFs 5-56
5.22.3 Adding a CWNS ID to the SCF List 5-57
5.22.4 Editing Small Community Data Before the Form Is Sent 5-58
5.22.5 SCF Workflow 5-58
5.22.6 Sending a New SCF 5-59
5.22.7 Uploading a Returned Form 5-61
5.22.8 Making Corrections 5-62
5.22.9 Sending and Receiving Word Versions of the SCF 5-63
5.23 State Correction Requests 5-63
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Contents (continued)
Page
5.23.1 Viewing CWNS IDs with an SCR Status 5-64
5.23.2 Responding to an SCR 5-64
5.23.3 Resubmitting 5-66
6. Post-Survey Data Availability 6-67
6.1 Data Dashboard 6-67
6.2 Publicly Available Access Database 6-67
6.3 DEP Available for States 6-68
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List of Appendices
Appendix A. Need Categories
Appendix B. Facility Types
Appendix C. Change Types
Appendix D. Facility Type and Change Type Associations
Appendix E. Facility Type Associations
Appendix F. Facility Types and Need Categories Associations
Appendix G. Designated Document Types
Appendix H. Small Community Form
Appendix I. State-Specific Approach and State Needs Survey and Other State Forms Templates
Appendix J. Data Areas Table
Appendix K. 301(h) Ocean Discharge Waivers
Appendix L. Unit Process Lists
Appendix M. State Correction Requested Findings
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List of Tables
Page
Table 3-1. Examples of Funding Commitments 3-2
Table 3-2. List of Designated Documents 3-5
Table 4-1. CWNS Schedule and Milestones 4-1
Table 4-2. Wastewater Treatment CETs by Practice Type and Change Type 4-6
Table 4-3. Wastewater Conveyance CETs by Conveyance Category 4-6
Table 4-4. CSO Storage CETa 4-7
Table 4-5. Stormwater CETs by Practice Type 4-7
Table 4-6. NPS Control CETs 4-8
Table 4-7. Decentralized Wastewater Treatment CETs 4-8
Table 4-8. Audit Rate Error and Corresponding Score Deductions 4-12
Table 4-9. Average Score and Corresponding Audit Rate 4-13
Table 5-1. User Permissions 5-2
Table 5-2. CWNS Contact Information 5-5
Table 5-3. Icons and Descriptions 5-5
Table 5-4. Data Entry Statuses 5-9
Table 5-5. Descriptions of Data Fields to Create a New CWNS ID 5-13
Table 5-6. Data Area Dependencies 5-15
Table 5-7. Descriptions of Data Fields to Create a New Facility Type 5-18
Table 5-8. Descriptions of Data Fields to Add a New Non-NPDES Permit 5-21
Table 5-9. Descriptions of Data Fields to Create a New Point of Contact 5-23
Table 5-10. Location Options by Infrastructure Type 5-24
Table 5-11. Descriptions of Discharge Data Fields 5-46
Table 5-12. Discharge Type Options 5-46
Table 5-13. Effluent Treatment Level Definitions 5-50
Table 5-14. Descriptions of Data Fields to Create an Asset Management Practice 5-54
Table 5-15. Example Findings, Comments, and Responses 5-64
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List of Figures
Page
e 2-1. 2022 CWNS data structure 2-1
e 4-1. CWNS schedule and milestones 4-2
e 4-2. Types of review based on total dollar value, document types submitted, and infrastructure
4-9
e 4-3. Review workflow 4-10
e 5-1. DEP welcome page 5-3
e 5-2. Document management list 5-6
e 5-3. "Upload New Document/Edit Document" window 5-7
e 5-4. Older documentation certification statement 5-8
e 5-5. Cost of previous comparable construction certification statement 5-9
e 5-6. CWNS ID list 5-11
e 5-7. "Add/Edit CWNS ID" window 5-13
e 5-8. "Enter Survey" icon 5-14
e 5-9. CWNS ID data entry workflow diagram 5-14
e 5-10. CWNS ID top menu 5-15
e 5-11. "Data Entry Notes" window 5-16
e 5-12. Facility types list 5-16
e 5-13. "Add/Edit Facility Type" window 5-18
e 5-14. Facility types and change types confirmation window 5-19
e 5-15. Permits associated with a facility 5-19
e 5-16. NPDES permit search window 5-20
e 5-17. "Add/Edit Non-NPDES Permit" window 5-21
e 5-18. Point of contact list 5-21
e 5-19. Point of contact search 5-22
e 5-20. "Add/Edit Point of Contact" window 5-23
e 5-21. Physical location data area 5-24
e 5-22. "Add/Edit Physical Location" window 5-25
e 5-23. Physical location mapping tool 5-26
e 5-24. Areas related to needs data area 5-27
e 5-25. Mapping feature for areas related to needs 5-28
e 5-26. Documents library 5-28
e 5-27. "Document Search" window 5-29
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Figure 5-28. "Upload New Document/Edit Document" window 5-31
Figure 5-29. Adding documents to the "Cost by Category" table 5-32
Figure 5-30. "Cost by Category" table 5-32
Figure 5-31. Adding costs by document and category 5-33
Figure 5-32. CET data area 5-34
Figure 5-33. Wastewater treatment plant CET window 5-35
Figure 5-34. Wastewater collection CET window 5-35
Figure 5-35. Decentralized CET window 5-36
Figure 5-36. CSO CET window 5-36
Figure 5-37. Stormwater CET window 5-37
Figure 5-38. Agriculture CET window 5-38
Figure 5-39. Silviculture CET window 5-38
Figure 5-40. Population and flow data areas 5-39
Figure 5-41. Adding/editing population information 5-41
Figure 5-42. "Add/Edit Flow Information" window for disaggregated flows 5-42
Figure 5-43. Total flow warning 5-42
Figure 5-44. "Add/Edit Flow Information" window for total flow 5-43
Figure 5-45. Population to flow ratio 5-43
Figure 5-46. Discharge data area 5-44
Figure 5-47. "Add/Edit Discharge Method" window 5-45
Figure 5-48. Facility CWNS ID search 5-45
Figure 5-49. Sewershed at a Glance example 5-48
Figure 5-50. Sewershed table 5-49
Figure 5-51. "Edit Effluent" window 5-51
Figure 5-52. Unit processes list 5-51
Figure 5-53. "Add/Edit Unit Process" window 5-52
Figure 5-54. Asset management data area 5-53
Figure 5-55. "Add/Edit Asset Management" window 5-53
Figure 5-56. Indicating a CWNS ID serves a small community 5-55
Figure 5-57. "Manage Small Community Forms" in the CWNS top menu 5-56
Figure 5-58. Adding state information to the SCF 5-57
Figure 5-59. SCF list 5-58
Figure 5-60. Searching for a small community to add to the email list 5-58
Figure 5-61. SCF workflow 5-59
Figure 5-62: Default small community email 5-60
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Figure 5-63. SCF email information 5-61
Figure 5-64. Small Community Form View and Upload 5-62
Figure 5-65. SCR custom report 5-64
Figure 5-66. Example review section in the survey 5-65
Figure 5-67. State response view 5-65
Figure 6-1. 2012 data dashboard 6-67
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List of Acronyms and Abbreviations
ARPA
American Rescue Plan Act
BMP
best management practice
BODs
biochemical oxygen demand
CEAP-Cropland
Conservation Effects Assessment Project, Cropland Assessment
CET
cost estimation tool
CFR
Code of Federal Regulations
CIP
Capital Improvement Plan
CSO
combined sewer overflow
CWA
Clean Water Act
CWNS
Clean Watersheds Needs Survey
CWSRF
Clean Water State Revolving Fund
DEP
Data Entry Portal
eFOTG
Electronic Field Office Technical Guide
EPA
U.S. Environmental Protection Agency
ft
foot
gpcd
gallons per capita per day
HUC
Hydrologic Unit Code
ICIS-NPDES
Integrated Compliance Information System-National Pollutant Discharge
Elimination System
l/l
infiltration and inflow
IUP
Intended Use Plan
LTCP
Long-Term Control Plan
MG
million gallons
MGD
million gallons per day
mg/L
milligrams per liter
MS4
municipal separate storm sewer system
NEP
National Estuary Program
NPDES
National Pollutant Discharge Elimination System
NPS
nonpoint source
NRCS
USDA's Natural Resources Conservation Service
O&M
operations and maintenance
OWTS
on-site wastewater treatment system
PE
Professional Engineer
POTW
publicly owned treatment works
SCF
Small Community Form
SEMS
Superfund Enterprise Management System
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2022 CWNS State Coordinator Manual
SSES
sewer system evaluation survey
SSO
sanitary sewer overflow
TMDL
total maximum daily load
USDA
U.S. Department of Agriculture
WAM
web application management
WIFIA
Water Infrastructure Finance and Innovation Act
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Glossary
Adjustment factor
Calculated based on cost-related errors found in CWNS IDs that undergo an
audit review and applied to the state's total official auditable needs.
Allowable
Refers to projects meeting the criteria of the CWNS needs definition.
Allowable projects are CWSRF-eligible, unfunded, and within the survey
period (January 1, 2022, through December 31, 2041).
Alternate document
A document that might not include all project and cost documentation
guidelines. Alternate documents commonly have information to document
the project only (requirement #3) and can be used in conjunction with other
documents that include costs or EPA cost estimation tools to document
requirements #4 and #5. See Appendix G for the full list of alternate
documents and their descriptions.
Auditable
Refers to a CWNS ID with a cost of $40 million or less that uses at least one
primary document and was partially reviewed.
Audit rate
The percentage of federally accepted auditable CWNS IDs that EPA
randomly selects for an audit review. The audit rate can range from 2 to 20
percent, based on the findings from full and audit reviews of a state's CWNS
IDs that were submitted during previous quarters of the data entry period.
Authority
Owner and/or operator of a facility and/or facilities linked to a CWNS ID.
Base date
The year in which dollars are being reported. This can be the date the
document was published or another date indicated in the document.
Capital costs
Fixed, one-time expenses incurred on the purchase of land, buildings,
construction, and equipment used in the production of goods or in the
rendering of services.
Change type
Term and categorization to describe one or more planned projects to be
accomplished at a CWNS ID within the survey period.
Cost
Estimated dollars needed to implement one or more projects.
CWNS ID
The unique 11-digit identification number, either assigned by the Data Entry
Portal or edited by the state, to identify each facility or group of related
facilities. The first two digits of the code are required to be the state's two-
digit Federal Information Processing Standards code. This is the basic unit of
organization and identifier for the survey and is used to refer to the facility
or facilities with which it is associated.
Decentralized
wastewater treatment
infrastructure
A system relying on natural processes and/or mechanical components to
collect, treat, and disperse or reclaim wastewater from a single dwelling or
building or a wastewater collection and treatment system under some form
of common ownership that collects wastewater from two or more dwellings
or buildings and conveys it to a treatment and dispersal system on a
suitable site near the dwellings or buildings. For the purposes of the CWNS,
decentralized systems may be on-site (individual) or clustered. Clustered
systems may include multifamily septic systems or package plants.
Eligible
Refers to projects meeting the criteria of one of the 12 Clean Water State
Revolving Fund eligibilities that can receive a loan under the federal
guidelines for State Revolving Fund programs.
Facility
An infrastructure asset or program that addresses a current or projected
water quality problem or public health problem related to water quality.
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2022 CWNS State Coordinator Manual
Facility type
Describes the infrastructure purpose, stormwater regulatory category, and
water-quality-related action of the infrastructure asset or program (e.g.,
treatment, collection, stormwater categorization, nonpoint source control
measure, or decentralized wastewater treatment type).
Infrastructure type
Used to categorize groups of facility types based on pollution mitigation
measures. Infrastructure types are wastewater, stormwater, nonpoint
source, and decentralized wastewater treatment.
Need
Currently unfunded project(s) (or portions thereof) and associated capital
costs that address a water quality problem—or a public health problem
related to water quality—existing as of January 1, 2022, or expected to
occur within the next 20 years.
Need category
Categorization of capital investment project types that can be funded
through the Clean Water State Revolving Fund and included in the CWNS.
CWNS categories generally follow the Clean Water State Revolving Fund
funding categories.
Needs data
Data collected for each CWNS ID that pertain to needs. These data include
documented needs, areas related to needs, and cost model inputs.
Nonpoint source
control infrastructure
Infrastructure used to manage and/or treat nonpoint source pollution.
Nonpoint source
pollution
Any source of water pollution that does not meet the legal definition of
"point source" in Section 502(14) of the Clean Water Act. Nonpoint source
pollution is caused when rainfall or snowmelt, moving over and through the
ground, picks up and carries natural and human-made pollutants, depositing
them into lakes, rivers, wetlands, coastal waters, and groundwater.
Official needs
Projects and associated costs that meet the definition of "need" and are
reported in the main body of the Report to Congress.
Operations and
maintenance (O&M)
The functions, duties, and labor associated with daily operations and normal
repairs, replacement of parts and structural components, and other
activities needed to preserve an asset so that it continues to provide
acceptable services and achieves its expected life.
Primary document
A document that is likely to meet all three need documentation guidelines
(describing the project that solves the water quality problem or public
health problem related to water quality, the cost for each project, and the
source of the cost). See Appendix G for the full list of primary documents
and their descriptions.
Project
A capital investment in an asset or program that addresses a water quality
problem or public health problem related to water quality.
Sewershed
A group of facilities that ultimately discharge to a single point or multiple
shared points. Sewersheds are automatically created by the Data Entry
Portal when the state sets the discharge method to "Discharge to Another
CWNS ID." Sewersheds are only created for wastewater facility types.
State
Refers to states, U.S. territories, and the District of Columbia.
State coordinator
The designated representative of a given state responsible for data
collection and entry. State coordinators and members of their data entry
teams were given password protected access to the data entry portal to
upload documents and enter data.
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Stormwater
infrastructure
Infrastructure used to collect, convey, treat, or infiltrate stormwater.
Stormwater is rainwater or melted snow that runs off streets, lawns, and
other sites. See "Stormwater infrastructure (gray)" and "Stormwater
infrastructure (green)" also.
Stormwater
infrastructure (gray)
Infrastructure that collects and conveys stormwater from impervious
surfaces, such as roadways, parking lots, and rooftops, into a series of pipes
and ultimately discharges untreated stormwater into a local water body.
Stormwater
infrastructure (green)
Infrastructure that uses plant or soil systems, permeable pavement or other
permeable surfaces or substrates, stormwater harvesting and reuse, or
landscaping to store, infiltrate, or evapotranspirate stormwater and reduce
flows to sewer systems or to surface waters.
Technical data
Refers to data collected for each CWNS ID that provide information about
the CWNS ID. These data include information such as wastewater or
stormwater flow; population served; and descriptive data on the discharge,
effluent, unit process, and utility management. They do not pertain to
needs.
Wastewater
infrastructure
A managed system consisting of collection sewers and a treatment plant
used to collect and treat wastewater from a service area. When publicly
owned, such a system has been called a publicly owned treatment works, as
defined at Title 40 of the Code of Federal Regulations, section 122.2.
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This document contains information for state coordinators to reference when providing the U.S.
Environmental Protection Agency (EPA) with information about the capital investment needs and
technical information of wastewater, stormwater, nonpoint source (NPS) control, and decentralized
wastewater treatment facilities in their states. EPA will use this information to complete the 17th
Clean Watersheds Needs Survey (CWNS) and report the findings to Congress. This document
includes background on CWNS policies and procedures, as well as instructions for navigating the
CWNS Data Entry Portal (DEP).
1. Background, History, and Purpose
The 2022 CWNS is EPA's 17th. This survey communicates to Congress current estimates for the Clean
Water Act (CWA)-related needs of the nation and each state, including territories. EPA conducted the
first survey in 1972 and continued biennially until 1992. From 1996 to 2012, EPA conducted the survey
every four years. The last survey was conducted in 2012.
1.1 Congressional Mandate
EPA, in partnership with the states, conducts the CWNS to identify and document the cost of each
state's capital needs to meet the water quality and water-quality-related public health goals of the CWA.
The CWNS is required under CWA section 516(b)(1)(B) as well as CWA section 609, which was added by
the Infrastructure Investment and Jobs Act (IIJA), P.L. 117-58, November 15, 2021.1 The Act requires
EPA to "conduct and complete an assessment of capital improvement needs for all projects that are
eligible under Section 603(c) for assistance from State water pollution control revolving funds; and
submit to Congress a report describing the results of the assessment." The Report to Congress is
currently used as part of the allotment formula for the Sewer Overflow and Stormwater Reuse
Municipal Grants Program.2
Section 516 of the Water Quality Act of 1987 also requires the Report to Congress to include a
comprehensive analysis of the national requirements for treating wastewater to meet water quality
objectives. Therefore, EPA collects information (regardless of existing need) on the type of treatment
systems already in place or needed to support this analysis.
1.2 Tie to the CWSRF
The Clean Water State Revolving Fund (CWSRF) program was established under Section 603(c) of the
CWA to fund water quality protection efforts. The program was established in 1987 with three
eligibilities: the construction of publicly owned treatment works (POTWs), implementation of a nonpoint
source (NPS) management program, and the development and implementation of a National Estuary
Program (NEP) Comprehensive Conservation and Management Plan. Since then, the CWSRF eligibilities
have expanded, first through the Water Resources Reform and Development Act of 2014 and again with
the passage of America's Water Infrastructure Act of 2018.
1 CWA section 516(b)(1)(B), 33 U.S.C.§ 1375; CWA section 609, 33 U.S.C. § 1389.
2 https://www.epa.gov/cwsrf/sewer-overflow-and-stormwater-reuse-municipal-grants-program
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2022 CWNS State Coordinator Manual
Early on, the CWNS focused on providing an estimate of construction costs of POTWs and an inventory
of existing and proposed wastewater conveyance and treatment facilities in the United States. As the
CWSRF has broadened its funding eligibilities, EPA has also broadened the scope of the survey, reflecting
the expansion of types of projects eligible for funding. In the 2012 CWNS, EPA reported technical and
needs data for:
• POTWs (including information on combined sewer overflows [CSOs] and sanitary sewer
overflows [SSOs])
• Municipal stormwater programs
• Decentralized wastewater treatment
The 2022 CWNS collects technical and needs data for the same projects, plus NPS best management
practice (BMP) implementation, desalination, water efficiency, and renewable energy projects, to
encompass needs for all projects that are eligible for the CWSRF.
1.3 Data Users
The CWNS data are collected and managed by EPA's Office of Water/Office of Wastewater
Management. The main use of the CWNS data is by Congress and state legislatures in their budgeting
efforts; however, the data are available to the public and are used to measure environmental progress,
contribute to academic research, and help local and state governments implement water quality
programs.
To communicate the 2012 CWNS results to the public, EPA created a data dashboard where users could
generate custom data reports or download raw survey data. EPA will continue to make survey data
available to the public via the data dashboard.
1.4 Updates from the 2012 CWNS
In addition to the changes to the need categories and change types (see Sections 2.3 and 2.6), EPA made
the following notable updates for the 2022 CWNS:
• Revised the statewide population audit to ensure the population is not double-counted
• Revised which data areas are optional for states to complete
• Modified the requirement for documenting water-quality-related need
• Clarified the definition of "funded"
• Updated the designated documents list
• Updated wastewater cost estimation tools (CETs) and inputs
• Developed new stormwater management, agriculture, and silviculture CETs
1.5 State Coordinating Committee and Subcommittees
In preparation for the 2022 CWNS, EPA and state coordinators worked together to review and improve
the policies and procedures for conducting the CWNS, including data entry, the procedures to ensure
data quality, and data accessibility. Three subcommittees were convened to support this process.
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2022 CWNS State Coordinator Manual
1.5.1 Data Elements and Data Entry Portal Subcommittee
This subcommittee evaluated the need for and assessed the value of each data area and element
collected through the CWNS and made recommendations for data element requirements. It also
provided input on the development of a new DEP to maximize usability for state coordinators. Topics
addressed included data entry approach, population audit, and optional data areas.
1.5.2 Documentation Subcommittee
This subcommittee evaluated the usefulness and accessibility of the types of documentation that could
be used to support reported needs and recommended requirements for such documentation. It also
explored related topics, including the designated documents list and the definition of "funded."
1.5.3 Cost Modeling Subcommittee
This subcommittee provided input to EPA on the development of CETs to be used for approximating
CWNS costs when the documented costs of identified needs are not readily available. The subcommittee
made recommendations on the size and type of facilities to be modeled, the size of facilities for which
state-specific approaches will be considered, cost modeling approaches, and appropriate modeling
parameters. Topics addressed included wastewater, stormwater, decentralized, and NPS CETs.
1.6 Roles and Responsibilities
The CWNS is conducted through collaboration between federal, EPA Region, state, municipality, and
small community staff. This section outlines the roles and responsibilities for all collaborators.
1.6.1 EPA Headquarters
Implement the CWNS:
• Ensure national consistency by establishing sound policies and procedures.
• Approve development and ensure implementation of the Quality Assurance Project Plan.
• Manage contractors.
• Prepare the Report to Congress.
• Act as final arbitrator in disputes.
• Manage and control data security requirements.
Manage the CWNS DEP and database:
• Coordinate within EPA to ensure a proper environment for the DEP is maintained.
• Coordinate DEP training sessions.
• Ensure DEP concerns are prioritized and resolved as resources allow.
• Provide CWNS administrative and technical support.
• Provide user support to state coordinators (with assistance of EPA Regions) on issues related to
the DEP.
1.6.2 EPA Regions
Assist EPA headquarters in regional management of the CWNS and provide support to states:
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• Ensure state coordinators have a thorough understanding of the CWNS and are documenting
needs.
• Communicate with state coordinators on data submission status and milestones.
• Provide and/or coordinate mentoring for novice state coordinators.
• For some states, the EPA Region may serve as the state coordinator.
1.6.3 State Coordinators
Update, review, and submit CWNS data:
• Collect and enter data for all need categories.
• Analyze current data and update cost, technical information, and documentation.
• Coordinate and submit any state specific methods for estimating projects and costs for EPA
review.
• Collect and enter data on new facilities.
• Submit any documentation to the DEP.
• Adhere to schedule for updating technical data.
• Address questions about data anomalies.
• Provide DEP access for other state staff and other applicable entities so they can submit their
data electronically to the state.
1.6.4 Municipality Staff
Respond to requests from state coordinators:
• Provide state coordinators with planning documents.
• Support technical data collection by providing requested data.
1.6.5 Small Communities
Provide technical and needs data for their communities that might not be publicly available:
• Access the web-based Small Community Form (SCF) through the emailed link.
• Update technical and needs data.
• Provide documentation, signatures, or CET inputs for needed projects.
1.6.6 EPA Contractor
Analyze state-provided CWNS data:
• Develop the Quality Assurance Project Plan.
• Review data submitted to the DEP to ensure accuracy and compliance with CWNS policies.
• Ensure national consistency through established documentation procedures.
• Perform quality control checks on needs, population, and other technical data.
• Analyze needs estimates at the end of data collection.
• Update CETs using data reported through the survey.
• Provide data analysis for the CWNS Report to Congress.
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Provide CWNS administrative and technical support:
• Help EPA maintain the DEP and correct programming errors.
• Provide advice to EPA headquarters and guidance to EPA Regions on technical issues involving
the CWNS.
• Support CWNS meetings (e.g., office hours, training reviews).
• Follow all EPA policies and procedures.
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2. 2022 CWNS Scope, Terminology, and Data Structure
2.1 Information Structure
The CWNS collects information about water pollution control facilities (technical data) as well as any
projects and costs documented for those facilities (needs data). CWNS ID data are classified by
infrastructure type, facility type, change type, and need category. State coordinators enter technical
data for each CWNS ID and its associated infrastructure type, facility types, and change types. State
coordinators also enter needs and assign them to need categories. Figure 2-1 shows the structure of
information entered in the DEP.
Infrastructure
Type
Facility Type
Change Type
Wastewater
I
Treatment Plant
Honey Bucket Lagoon
Collection: Combined Sewers
Collection: Separate Sewers
Collection: Interceptor Sewers
Collection: Pump Stations
Storage Facility
Water Reuse
Biosolids Handling Facility
Desalination
I
Standard Change Types*
Improve Energy Efficiency
Climate Change Adaptation
Improve Water Efficiency
Renewable Energy
+
Category Categories I, II, III, IV, V, X, XIV
Stormwater
I
Phase I MS4
Phase II MS4
Non-traditional MS4
Unregulated Community
Stormwater
I
Standard Change Types*
Redevelopment
Improve Energy Efficiency
Climate Change Adaptation
Improve Water Efficiency
Renewable Energy
I
Category VI
Nonpoint Source
*
Agriculture—Cropland
Agriculture—Animals
Silviculture
Marinas
Resource Extraction
Brownfields/Superfund
Storage Tanks
Groundwater—Unknown Source
Hydromodification
Estuary Management
Desalination
Standard Change Types*
Climate Change Adaptation
I
Categories VII, XIV
Decentralized
Wastewater Treatment
Onsite Wastewater
Treatment System
Clustered System
Standard Change
Types*
Category XII
* Standard change types: no change, abandonment, new, increase capacity, increase level of treatment, rehabilitation, replacement, process improvement,
expansi on, ins trumen tation/electrical/lab oratory.
Figure 2-1. 2022 CWNS data structure.
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2.2 CWNS ID
As the state enters a new facility into the DEP, it is assigned a unique CWNS ID. The CWNS ID is either
auto-generated by the DEP or assigned by the state (see Section 5.7.3 for more details). Entries from
previous surveys retain their CWNS IDs from survey to survey. Each CWNS ID can include only one
infrastructure type. The state can determine how facilities are reported for a CWNS ID, but guidance for
each infrastructure type is as follows:
• Wastewater: A CWNS ID can include multiple wastewater facility types. However, each
treatment plant must be assigned a unique CWNS ID to track the technical information
associated with the plant. For example, a CWNS ID can include one treatment plant and also one
or more collection systems. Alternately, plants and collection systems can be entered as
separate CWNS IDs that are linked through a discharge method (see Section 5.17 for more
discussion of discharge methods) to become part of the same sewershed.
• Stormwater: Since some stormwater facility types can potentially cover larger areas (i.e., whole
counties), each CWNS ID should only include one facility type.
• NPS: EPA recommends that each CWNS ID associated with an NPS control infrastructure have
only one facility type (e.g., "brownfield" or "groundwater"). However, a state can enter multiple
facility types under a given CWNS ID if that accommodates the specific situation. EPA anticipates
that a state using the CETs for "agriculture (cropland)" or "silviculture" will do so under a single
CWNS ID that represents either the whole state or multiple counties. If the state coordinator has
documented needs, those should be entered under one or more separate CWNS IDs whose
locations do not overlap with CWNS IDs used for CETs to ensure needs are not double-counted.
• Decentralized: Individual decentralized systems can be reported as individual CWNS IDs, but it is
more likely—and encouraged—that states would want to report the needs of a group of
decentralized systems (such as all on-site systems within a county) as one CWNS ID. The state
will still need to enter the total number of individual units within the system.
2.3 Need Category
States will assign needs to categories that generally align with the CWSRF as shown below. Note that
needs associated with categories VIII, IX, XI, and XIII (marked with asterisks) had been collected in past
surveys, but are no longer collected. Detailed descriptions of the need categories are included in
Appendix A.
• I Secondary Wastewater Treatment
• II Advanced Wastewater Treatment
• III Conveyance System Repair
lll-A Infiltration/Inflow (l/l) Correction
III-B Sewer Replacement/Rehabilitation
• IV New Conveyance Systems
o IV-A New Collector Sewers and Appurtenances
IV-B New Interceptor Sewers and Appurtenances
• V Combined Sewer Overflow (CSO) Correction
• VI Stormwater Management
o Vl-A Gray Infrastructure
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o Vl-B Green Infrastructure
Vl-C General Stormwater Management
• VII Nonpoint Source (NPS) Control
o
Vll-A
NPS Control
Agriculture (Cropland)
o
Vll-B
NPS Control
Agriculture (Animals)
o
Vll-C
NPS Control
Silviculture
o
Vll-E
NPS Control
Groundwater Protection (Unknown Source
o
Vll-F
NPS Control
Marinas
o
Vll-G
NPS Control
Resource Extraction
o
Vll-H
NPS Control
Brownfields/Superfund
o
Vll-I
NPS Control
Storage Tanks
o
Vll-J
NPS Control
Sanitary Landfills
o
Vll-K
NPS Control
Hydromodification
o
Vll-M
NPS Control
Other Estuary Management Activities
• VIII Confined Animals (Point Source)*
• IX Mining (Point Source)*
• X Water Reuse
• XI Estuary Management*
• XII Decentralized Wastewater Treatment Systems
• XIII Planning*
• XIV Desalination
The categories above were modified from the 2012 categories
based on changes to CWSRF categorization:
• Categories V-A and V-B combined into V
• Categories Vl-A and Vl-B combined into Vl-A
• Category Vl-C changed to Vl-B
• Category Vl-D changed to Vl-C
• Category X renamed ("Recycled Water Distribution" to "Water Reuse")
• Category XIV added
2.4 Infrastructure Type
Each CWNS ID must be classified as one of four types of infrastructure:
• Wastewater infrastructure: A managed system consisting of collection sewers and a single
treatment plant used to collect and treat wastewater from a service area. When publicly owned,
such systems have been called POTWs, as defined at 40 Code of Federal Regulations (CFR)
122.2.
• Stormwater infrastructure: Infrastructure used to collect, convey, treat, and infiltrate
stormwater. Stormwater is rainwater or melted snow that runs off streets, lawns, and other
sites. Includes gray and green infrastructure.
Note that the CWSRF
categories "improve energy
efficiency," "climate change
adaptation," "renewable
energy," and "improve water
efficiency" are applied in the
CWNS as change types rather
than need categories.
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• NPS control infrastructure: Infrastructure used to manage and/or treat NPS pollution. NPS
pollution is any source of water pollution that does not meet the legal definition of "point
source/' per CWA Section 402(14). It generally results from land runoff, precipitation,
atmospheric deposition, drainage, seepage, or hydrologic modification.
• Decentralized wastewater treatment infrastructure: A system relying on natural processes
and/or mechanical components to collect, treat, and disperse or reclaim wastewater from a
single dwelling or building or a wastewater collection and treatment system under some form of
common ownership that collects wastewater from two or more dwellings or buildings and
conveys it to a treatment and dispersal system on a suitable site near the dwellings or buildings.
For the purposes of the CWNS, decentralized systems may be on-site (individual) or clustered;
clustered systems may include multifamily on-site systems or package plants.
2.5 Facility Type
As shown in Figure 2-1, each infrastructure type is divided into facility types that describe infrastructure
assets or programs grouped by infrastructure purpose, stormwater regulatory category, and/or water-
quality-related action. See Appendix B for a full list of facility types and definitions. Facility types are
associated with needs through the need category.
2.6 Change Type
States will assign one or more change types to each CWNS ID. Change types describe the planned capital
investments to be achieved within the survey period and align with the categories of need (see
Appendix C for the full list of change types and their descriptions). For change types that are mutually
exclusive, states should only enter one. For example, if the CWNS ID includes projects for both new
pump stations and those to be replaced, choose "replacement" - do not enter "new" and
"replacement" for pump stations under a single CWNS ID. Many change types within the "Existing"
group can be used in conjunction with others.
The following change types are each mutually exclusive of any other change type:
• No change (no planned changes)
• Abandonment (full decommissioning of a facility)
• New (construction of a new facility)
The following change types under "Existing" can be reported in combination with each other:
• Increase capacity
• Increase level of treatment
• Rehabilitation
• Replacement
• Redevelopment
• Process improvement
• Expansion
• Instrumentation/electrical/laboratory
• Improve energy efficiency
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Climate change adaptation
Renewable energy
Improve water efficiency
Appendix D shows which change types can be associated with each facility type, Appendix E shows
which facility types can be associated with other facility types, and Appendix F shows which facility types
can be associated with each need category.
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3. CWNS Policies
3.1 Allowable Projects
To be included in the 2022 CWNS, a project must be:
• CWSRF eligible. A CWSRF eligible project is a solution to a
water quality problem that is eligible for funding according to
national CWSRF eligibility criteria.
Note that stormwater projects that do not have water
quality benefits are not eligible, as defined in the CWSRF
guidance. Examples of projects that do not have a water quality benefit are construction of
a dam that does not protect clean water infrastructure and acquisition of properties in
flood-prone areas.
Note that planning activities that have a reasonable prospect of resulting in a capital
project are eligible.
CWSRF eligibility for wastewater facilities is generally limited to publicly owned facilities;
however, privately owned reuse, stormwater, NPS, and decentralized facilities are generally
CWSRF eligible. Pilot projects for increased resilience of treatment works and energy or
water conservation projects can also be privately owned.
Note that federally owned facilities are not CWSRF eligible.
• Unfunded. For the 2022 survey, a project is considered funded—and therefore not a need—if by
January 1, 2022, either construction has started or external funds (e.g., a grant or executed loan)
are committed to the project, even if construction has not yet begun.
Projects scheduled to begin construction prior to January 1, 2022, are considered "funded"
and therefore may not be included in the CWNS, as they are no longer considered to be
needs. If a project was scheduled to begin construction but did not start before 2022, EPA
recommends the state include a clarification statement or annotation in the provided
documentation (e.g., the intended use plan [IUP] or capital improvement plan [CIP]
containing the project) explaining that it did not begin construction as scheduled. Similarly,
if only a phase of the construction has started, the state may enter needs for the future
phases and explain this in the clarification statement. If only part of the project is funded as
of January 1, 2022, that portion is excluded, but the remaining unfunded costs or unfunded
phases may be included. By entering a need into the CWNS, state coordinators are
indicating that they have confirmed that the needs have not been funded and are therefore
eligible for the CWNS.
Table 3-1 provides some examples of external funding commitment. Commitment to fund a
project or CWNS ID is typically indicated by formal letter or award documents. These
documents do not need to be submitted or annotated; they are listed here as examples.
• Within the survey period. The CWNS captures costs associated with capital investment projects
that have not begun construction before January 1, 2022, and that are planned to be completed
by December 31, 2041; it cannot include costs that fall outside this period.
Resource:
EPA's Overview of Clean
Water State Revolving Fund
Eligibilities (2016)
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Table 3-1. Examples of Funding Commitments
Funding Type
Agency/Source
Commitment Indicator
Grants
• Department of Housing and Urban Development
(HUD) Community Development Block Grant (CDBG)
• Sewer Overflow and Stormwater Reuse Municipal
Grant
• State-specific grant programs
• American Rescue Plan Act (ARPA) Grant
Award letter
Loans
• CWSRF loan
• U.S. Department of Agriculture (USDA) Rural
Development Loan
• Water Infrastructure Finance and Innovation Act
(WIFIA) loan
Signed commitment
letter
3.2 American Indian and Alaska Native Village Needs
The Indian Health Service (IHS) conducts a survey and prepares a Report to Congress annually under
Public Law 86-121 on the capital investment needs for wastewater infrastructure on Tribal reservations
and in Alaska Native Villages. Those needs are based on the Sanitation Deficiency System (SDS) within
the IHS Sanitation Tracking and Reporting System (STARS). For more information about the IHS data
collection and the SDS, refer to the IHS website.
So as not to duplicate this effort, the CWNS does not include wastewater treatment or decentralized
wastewater treatment projects planned on American Indian or Alaska Native Village land. However,
because IHS does not collect information about needs associated with stormwater and NPS control,
those needs can be included in the CWNS.
3.3 Unallowable Costs
The CWNS does not allow non-capital costs, including:
• Costs for ongoing operations and maintenance (O&M)
• Payroll or fringe benefits for typical facility operations
In some cases, documentation of need for an eligible project may include costs that are not CWSRF
eligible. These costs cannot be reported as needs in the CWNS and should be deducted from the total
project cost. Examples include:
• Land acquisition that is not integral to an eligible project. An example of eligible acquisition is
land purchased for the location of the project or for siting a treatment process as part of the
eligible project. An example of ineligible acquisition would be land purchased to be used as a
recreational area adjacent to the project.
• Road improvements that are not integral to an eligible project.
• Abandonment/demolition as a stand-alone project with no water quality benefit. However,
demolition of infrastructure (such as a treatment plant) that is an integral part of an eligible
project (such as a treatment plant replacement) or required for the construction of the new
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infrastructure is eligible. Abandonment with a water quality benefit can also be referred to as
"decommissioning" and is also eligible. Similarly, replacement of gray infrastructure with green
infrastructure—including purchase and demolition costs—is eligible.
3.4 Documentation Guidelines
States are required to provide information supporting project and cost information for all needs
reported in the CWNS. Documentation must have the following elements, through either data entered
into the DEP or documents submitted:
1. A description of the current or potential water quality impairment or human health issue
(problem). Given that projects must be CWSRF eligible and fall within the need categories to be
included in the survey, the existence of a current or potential water quality impairment or
human health problem is implied by inclusion in the survey. States will enter this documentation
element within the DEP by choosing one or more options from the checklist to describe the
problem (see Section 4.4.1 for a checklist options).
2. The location of the CWNS ID (location). The state must identify the physical location of the
CWNS ID as a single latitude/longitude point, county, watershed, or town within the DEP. If the
location is already noted in the CWNS database from previous surveys or other outside data, the
state must verify/correct the location. A general location, such as a state or county, does not
meet this criterion for wastewater CWNS IDs. See Section 5.12 for options to include additional
areas of need when a project spans multiple counties, watersheds, or congressional districts.
3. A description of the project(s) that will solve the problem (project description). The state must
provide documents describing one or more specific projects that address the identified problem
or threat. The project must be specific to the CWNS ID (i.e., the provided document must cover
the geographic area indicated for the CWNS ID instead of a general area). There must be a
reasonable expectation that construction of the project will be completed within 20 years.
4. The cost of each project (project cost). The state must provide the cost to implement each
project. Costs should be reported in base year dollars and not adjusted to 2022 costs to account
for inflation. (EPA will make this adjustment after data entry using the base date indicated by
the state.) Generally, only site-specific cost data are acceptable, although the CWNS does allow
for states to provide cost of previous comparable construction (document type 5). See Section
3.6 for further guidance.
If there are no documented costs, EPA-developed CETs for certain categories are provided
within the DEP with certain constraints. Modeling may only be used when no documented cost is
available and still requires documentation for the project description. See Section 3.10 for CET
requirements.
5. The source of the cost (source). The state must identify the source of the cost (e.g., engineer's
estimates, costs from comparable practices, estimates from equipment suppliers) for each
project.
6. Current documentation (current). For all needs, the document must be "current." The
document date must be January 1, 2016, or later. Guidelines for potential exceptions to this
requirement can be found in Section 3.5.2.
Documentation of the first two elements is in the form of information entered in the DEP. The other
elements must be provided in the form of the specific document types listed in Table 3-2 and Appendix
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G, such as the SCF (discussed below). See Sections 4.4.2 and 5.5.3 for more information on how to meet
documentation guidelines.
In general, costs must be generated through a process independent of the CWNS. Allowable exceptions
are the use of the EPA-developed CETs, approaches developed by states and approved by EPA (state-
specific approaches), or costs submitted through the SCF that are certified by a Professional Engineer
(PE) at the local or state level.
Some documents present several alternatives to address the identified water quality problem. If there is
a recommended alternative, the state must use that alternative's costs. If there is no recommended
alternative, the state must use the average cost across all non-zero cost alternatives. All documented
costs must be adjusted to reflect known funding that occurred between the document date and January
1, 2022. For details on requirements for specific documents, refer to Appendix G.
3.4.1 Document Annotation
States must annotate all documents (i.e., highlight or otherwise identify relevant information such as
cost, project title, year, in them) associated with CWNS IDs with costs greater than $40 million, that are
only supported by alternate documentation, or that are chosen for audit, to facilitate EPA's review. See
Section 4.4.2 for detailed annotation procedures.
3.4.2 Clarification Statement for Potentially Unallowable Costs
Some documents may have outdated information or may not provide complete information for EPA's
review; for others, EPA may be unable to determine if the state has correctly applied all CWNS policies.
For example, a document might indicate that a project was scheduled to begin construction before
January 1, 2022, and is therefore considered "funded." If no clarification statement is provided and EPA
cannot determine that no unallowable costs were included in the survey, EPA will request a state
correction for CWNS IDs undergoing full review (see Section 4.5.2.1) or, in the case of audit reviews,
assume the project is "funded" and apply audit deductions (see Section 4.5.2.3).
To expedite review and prevent potential exclusion of eligible needs, the state coordinator is
encouraged to provide statements or additional information to clarify why a cost that may appear to be
unallowable has been included. State coordinators can provide this information to EPA either in
annotation (with a comment bubble or text box in the PDF file, in the "Comments" field in the DEP
annotation table, or in the comments column in the spreadsheet template) or by adding pages within
the PDF file with the explanatory information. For the example above, a simple statement of "Project
did not proceed as scheduled" would be adequate.
3.5 Designated Documents List
The CWNS requires supporting documentation to confirm the projects and costs for each CWNS ID. The
designated documents, including documents used in previous surveys and those new to the 2022 CWNS,
are listed in Table 3-2 and defined in Appendix G. EPA also identified which of the designated documents
are primary or alternate.
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• Primary documents are those that are likely to contain information satisfying the three need
documentation guidelines required in documentation (the project that solves the problem, the
cost for each project, and the source of the cost).
• Alternate documents are those that might not include the three project and cost
documentation guidelines. Alternate documents commonly have information to document the
project only (requirement #3) and can be used in conjunction with other documents that include
costs or EPA CETs to document requirements #4 and #5.
States can use either a primary document or a combination of alternate documents to support the
inclusion of a project and its costs for a given CWNS ID.
Other terms and concepts related to documentation and requirements include:
• Independent: Refers to documents that were generated for a purpose other than the survey
and through a process independent of the survey.
• Generated for the purposes of the survey: Refers to data collection methods or forms that were
developed specifically to support needs submitted to the CWNS.
• Supplemental: Refers to documents that provide more information to explain or add to a
designated document. These can be either independent or generated for the purposes of the
survey. Specific guidance is discussed in Section 3.5.1 below.
• Prior approved: Refers to documents that EPA has determined are applicable to reporting needs
for the CWNS.
• Requires EPA prior approval: Refers to documents that require EPA's input and approval before
they may be submitted for the CWNS. In the prior approval process, EPA will review the
document to determine if it meets project and/or cost documentation guidelines and designate
it as primary or alternate. The document can then be associated with one or more CWNS IDs.
Prior approval does not include a complete review of CWNS policies; this will occur during full or
audit review.
Table 3-2. List of Designated Documents
Document No.
Document Type
Designation
Preapproved Documents
1
CWSRF lUP/Project Priority List
Primary
2
Non-CWSRF Governmental Loan and Grant Application
Primary
3
CWSRF Loan Pre-application/Final Application
Primary
4
Non-governmental Grant Application
Alternate
5
Cost of Previous Comparable Construction
Alternate
6
State-Approved Area-Wide or Regional Basin Plan
Alternate
7
State-Approved Local Comprehensive Water and Sewer Plan
Alternate
8
Total Maximum Daily Load (TMDL)
Alternate
9
NEP Comprehensive Conservation and Management Plan
Alternate
12a
Completed State Needs Surveys and other state forms (approved
as primary)
Primary
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Document No.
Document Type
Designation
12b
Completed State Needs Surveys and other state forms (approved
as alternate)
Alternate
13
Wastewater/Stormwater User Rate Study
Alternate
14
Climate Resilience Evaluation and Awareness Tool Report
Alternate
15
Regional Water Plan
Alternate
16
Hazard Mitigation Plan
Alternate
17
Integrated Stormwater and Wastewater Plan
Alternate
20
CIP or Master Plan
Primary
21
Facility Plan or Preliminary Engineering Report
Primary
22
Engineer's Study
Alternate
23
Final Engineer's Estimate/Lowest Bid
Primary
24
Sewer System Evaluation Document
Alternate
25
Diagnostic Evaluation
Alternate
26
Sanitary Survey
Alternate
27
State-Approved Municipal Wasteload Allocation Plan
Alternate
28
Recently Promulgated Municipal, State, or Federal Regulation
Alternate
30
Administrative Order, Court Order, or Consent Decree
Alternate
31
National Pollutant Discharge Elimination System (NPDES) or State
Permit Requirement (with Schedule)
Alternate
32
Draft CSO Long-Term Control Plan (LTCP)
Alternate
33
Approved CSO LTCP/Annual Report
Primary
34
Signed Draft LTCP from CSO LTCP-EZ Template
Alternate
35
State-Approved LTCP from CSO LTCP-EZ Template
Primary
40
Watershed-Based Plan
Alternate
41
Section 319 Funded or EPA Reviewed Watershed-Based Plan
Primary
42
Approved State Annual 319 Workplan
Alternate
43
Approved State 319 Project Implementation Plan
Primary
44
NPS Management Program/Assessment Report
Alternate
45
NPS Management Program/Groundwater Protection Strategy
Report
Alternate
46
NPS Management Program/Wellhead Protection Program and
Plan
Alternate
47
NPS Management Program/Delegated Underground Injection
Control Program Plan
Alternate
48
Source Water Assessment/Source Water Protection Plan
Alternate
49
Natural Resources Conservation Service (NRCS) Conservation Plan
or Farm Plan
Alternate
50
Electronic Field Office Technical Guide (eFOTG)
Alternate
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Document No.
Document Type
Designation
51
State/Federal Agricultural Cost-Share Program Cost Tables
Alternate
52
Professional Appraisal
Alternate
53
Census of Agriculture
Alternate
54
Conservation Effects Assessment Project, Cropland Assessment
(CEAP-Cropland)
Alternate
55
U.S. Forest Service Forest Inventory and Analysis Database
Alternate
56
National Association of State Foresters BMP Survey
Alternate
60
Municipal Storm Water Management Program Plan
Alternate
61
Stormwater Utility Feasibility Study
Alternate
71
Small Community Form
Primary
72
Information from an Assistance Provider
Alternate
73
Asset Management Plan
Alternate
75
Small Community Form (uploaded as attachment)
Primary
96
Excel Spreadsheet Annotations
n/a
101c
CWNS ID-Specific Output to State-Specific Approach (approved as
primary)
Primary
lOld
CWNS ID-Specific Output to State-Specific Approach (approved as
alternate)
Alternate
Requires EPA Prior Approval
74
Asset Management Plan with Costs
Primary
99a
Other—Undesignated (submitted as primary)
Primary
99b
Other—Undesignated (submitted as alternate)
Alternate
100a
State Needs Surveys and other state forms (submitted as primary)
n/a
100b
State Needs Surveys and other state forms (submitted as
alternate)
n/a
101a
State-Specific Approach (submitted as primary)
n/a
101b
State-Specific Approach (submitted as alternate)
n/a
3.5.1 Document Guidance
General guidance covering all document types:
• For documents that require a local government official's signature (2, 4, 12, 71, 75), "local"
means city, community, town, borough, village, township, parish, or county. A local government
official does not mean just the elected representative (e.g., mayor); it can be any other qualified
official (e.g., public works manager).
• For documents that are developed based on fiscal years, the expenditures for the fiscal year that
includes the official data entry date (January 1, 2022) must be pro-rated. For example, if fiscal
year 2022 goes from July 2021 to June 2022, the needs under fiscal year 2022 must be divided
by two.
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• If more than one alternative is listed in a document, only costs for the recommended alternative
may be used for the cost estimate. If there is no recommended alternative, the state must use
the average cost across all non-zero cost alternatives.
• If documentation provides a range of costs, the midpoint of the range should be used. For
example, the cost entered for a range of $250,000-750,000 would be $500,000.
• The state coordinator should check the funding status of all projects to make sure that the need
has not already been satisfied.
• For alternate documentation that contains projects but not costs, projects with specific
locations should be identified. For example, a watershed management plan with a proposal for a
2-acre constructed wetland next to a town's municipal building would be acceptable. However,
a plan that generally listed a constructed wetland as a potential solution to the city's
stormwater issues without any specifics (i.e., the size or location) would not. Documentation of
cost is assessed on a case-by-case basis depending on the amount of detail reported and the
source of the information. Related documents that can justify costs commonly used in
conjunction with these document types include cost of previous comparable construction (5),
CIPs (20), or engineer's estimates (22 and 23).
• State coordinators can submit supplemental documents with information that explains or adds
to a designated document (e.g., justifying that projects in an old IUP have not been funded).
These should be combined with the main document and submitted as one document or
submitted as is under document type 96. Note that loan or grant applications have specific
guidance for their supplemental documentation (outlined below).
• If informal or internal documentation (e.g., EPA's SCF, state needs survey) references a formal
planning document such as an engineer's plan, the state coordinator is encouraged to obtain
that document and use it instead. If it cannot be obtained, the state coordinator should briefly
explain through annotation in the document submitted or within the DEP.
The following designated documents have additional guidance:
• CWSRF lUP/Project Priority List (1): If a state rolls
unfunded projects from one IUP to the next, they need to submit only their current IUP. If a
state does not roll projects into subsequent lUPs, then they may submit past lUPs if the projects
are still considered active and remain unfunded. If the IUP is not current (i.e., not the most
recent IUP), the state should include a clarification statement (see Section 3.4.2) to indicate that
the projects are still needed.
• Loan or grant application (2, 3, 4): A loan or grant application may be used to document
projects and costs for the categories for which the grant or loan funding is requested. The
application should contain clearly written narrative that defines the project and its cost.
• Cost of Previous Comparable Construction (5): This document type may be used to justify costs,
but documentation describing the project as a solution to the problem is still required. Section
3.6 presents guidance on how to use this document type, along with specific criteria for each
need category.
• CIP or Master Plan (20): When using a CIP or Master Plan to document projects, the state
coordinator should keep the following items in mind:
Planning documents often include projects with little specific detail; therefore, state
coordinators should be careful to choose the correct category of need.
Documents 71, 72, and 75 are
specific to small communities.
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CIPs typically include a capital budget for the first year and are updated annually, so
projects scheduled after the first year may not have started as planned. If the state
coordinator is using a CIP for a year prior to 2021, they should include a clarification
statement (see Section 3.4.2) noting which projects did not begin construction as
scheduled.
• Informal spreadsheet CIP (20): Internal planning documents such as spreadsheet CIPs may be
submitted as this document type, but do not inherently meet CWNS documentation standards.
States should consider whether these spreadsheets are independently generated, meet the
documentation guidelines, contain high quality data produced by a reputable source (e.g., city
staff, professional engineer), have been reviewed and approved by an entity (e.g., city council,
regional board, public works director), and whether the projects contained in the spreadsheet
are expected to occur within the planning period. Before submitting informal spreadsheet CIPs,
states should communicate with the facility to find out if the spreadsheet is acceptable
documentation per the above considerations. States should review the spreadsheet to ensure it
contains adequate project descriptions and annotate the following information within a ReadMe
tab added to the beginning of the spreadsheet. The required information can be included as text
or as a screenshot of communication with the facility:
Document author
Document date (created and/or last modified)
Base date of the costs (if different than the document date)
Source of the cost (e.g., planning software used to generate costs, engineer's name)
Purpose of this document (e.g., internal planning, external budget presentations)
Any general clarification statements (e.g., project start dates, eligibility)
• Sewer System Evaluation Document (24): Sewer system evaluations included within a Facility
Plan or a CSO Report should be reported under the corresponding document type. An l/l
analysis or a sewer system evaluation survey (SSES) not included in one of those documents
should be listed as document type 24.
• Diagnostic Evaluation (25): This type of evaluation may be used to document a project if the
results indicate that construction is necessary to achieve compliance.
• Sanitary Survey (26): The Sanitary Survey must document high, areawide decentralized system
failure rates that are considered serious enough to be a health hazard (such as groundwater
contamination caused by malfunctioning on-site wastewater treatment systems [OWTSs]). A
community with a population of 10,000 or fewer may use a letter from a registered state or
county sanitarian or PE with documentation or other evidence of a site visit as this document
type.
• State-Approved Municipal Wasteload Allocation Plan (27): This plan may be used to document
the project for a treatment plant expansion or upgrade as long as the study identifies a specific
wastewater treatment point source and appropriate design flows and treatment levels. This
plan may be used to document the project and may be used to document costs if the project
descriptions identify specific costs.
• Recently Promulgated Municipal, State, or Federal Regulation (28): Recently promulgated
regulations can document the project but not the cost. This documentation should include a
copy of the regulation and a statement signed by a municipal operator or state permitting
authority employee indicating which facilities are affected (electronic signatures are
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acceptable). State coordinators need only to reference federal regulations and do not need to
submit them.
• CSO LTCP (32, 33): These plans may be used to document projects and costs for category V
(CSO) or category VI (stormwater) needs. LTCPs not yet approved by the state or EPA but that
have been adopted/signed by the municipality should be entered as document type 32; state-
approved or EPA-approved LTCPs should be entered as document type 33.
• LTCP from CSO LTCP-EZ Template (34, 35): This document type may only be used when a
standard LTCP is not available. A draft LTCP must be accompanied by supplemental
documentation in the form of a signed, written statement from a local official (34). These state-
or EPA-approved LTCPs must be accompanied by supplemental documentation that
demonstrates state or EPA approval (35).
• Approved State 319 Annual Workplans (42) or Project Implementation Plans (43): To make use
of these document types, the state coordinator must also submit supplemental documentation
to demonstrate the EPA Region's approval of the State Annual 319(h) Workplan or each
individual 319(h) Project Implementation Plan. The most recent Approved State Annual 319(h)
Workplans for the state may be used as standard documentation. A 319(h) Project
Implementation Plan or State Annual 319(h) Workplan not approved by the state's EPA Region
may still potentially be used as a document to justify projects and costs. "Unapproved" 319(h)
Project Implementation Plans and State Annual 319(h) Workplans need to be reviewed on a
case-by-case basis for inclusion in the CWNS and should be submitted as document type 99
instead of document type 42 or 43.
• NRCS Conservation Plan or Farm Plan (49): Only those practices recommended to address
potential water quality problems should be included in the CWNS. Some plans might include
cost information. When using a Conservation Plan or Farm Plan, state coordinators must be
aware that some of the estimates of areas needing treatment and conservation practices are to
protect the agricultural capability of the soil, not water quality. Therefore, they should not be
included in the CWNS.
• eFOTG (50): When using eFOTG information, state coordinators must be aware that some of the
estimates of areas needing treatment and conservation practices are to protect the agricultural
capability of the soil, not water quality. Therefore, those should not be included in the CWNS.
• State/Federal Agricultural Cost-Share Program Cost Tables (51): Each program has cost tables
of the predetermined average costs for BMPs and/or summaries of projects implemented by
county. These unit costs can be used to estimate the total cost of a project.
• Professional Appraisal (52): State coordinators should be aware that these costs will be
accepted only in those situations where the easement or land purchase is done with the primary
purpose to solve a water quality problem or a public health problem related to water quality.
• Small Community Form (71, 75): For use only by communities with populations of 10,000 or
fewer. See Section 3.7 for guidance on use of the SCF.
• Information from an Assistance Provider (72): For use only by communities with populations of
10,000 or fewer. This is an additional alternative document type that can be used by small
communities and submitted if other acceptable document types are not available.
• Asset Management Plan (73) or Asset Management Plan with Costs (74): These plans must be
specific to a facility and must identify the timeframe within which projects are needed.
• Excel Spreadsheet Annotations (96): This document type is an EPA-developed or state-
generated spreadsheet template designed to help expedite the annotation process and must be
submitted with one or more of the other designated document types. Both templates (single
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CWNS ID and single document) and spreadsheets developed by the state to show cost
calculations should be submitted under this document type. In situations where documents are
used to support needs for more than one CWNS ID, such as the state's IUP or CIPs for multiple
facilities, the state coordinator should use the template for a single document.
• State Needs Surveys and other state forms (12/100): This document type can be used to justify
projects and/or costs. Detailed guidance on how to use this document type is presented in
Section 3.8.
• State-Specific Approach (101): This document type can be used to justify projects and/or costs.
Detailed guidance on how to use this document type is presented in Section 3.9.
3.5.2 Older Documentation Guidelines
The primary concern associated with accepting documentation more than six years old is that the
conditions for which the facility/project was designed have changed and therefore the need for the
infrastructure projects may have changed. If a state coordinator wishes to use older documentation to
support needs, they will have to confirm via a checkbox in the DEP that:
• Construction has not started
• The project(s) are not funded
• The project(s) are still needed and the scope is the same
In addition, the state coordinator should confirm that no substantial changes to technology or
conditions at the facility have occurred that would preclude the proposed project(s) as a reasonable
solution to the problem presented. This confirmation could include that:
• The technology is still relevant and not outdated as the solution to the problem.
• Facility population has not changed substantially since development of the costs.
• There have been no substantive changes to environmental conditions since the original solution
was developed.
The process for certifying older documentation is discussed in Section 5.5.3.1.
3.6 Cost of Previous Comparable Construction
Document type 5 (Cost of Previous Comparable Construction) may be used to document costs, but not
the need for the project itself. Any project that is supported by the cost of previous comparable
construction must also be accompanied by an approved document that contains a description of the
project that will solve the water quality problem or public health problem related to water quality. The
document date entered in the system should be the date when EPA headquarters approved the use of
the document. The base date should be the date the state judges to be the best fit for the group of
documents that are being used. Ideally, the base date should be the date of one of the documents used
for the analysis.
If a document of this type will be used to estimate costs for more than one CWNS ID, the state
coordinator must submit the document for prior approval from EPA (see section 5.5.3.2 for
instructions). If it will be used to estimate costs for only one CWNS ID, the state coordinator may request
prior approval or decline prior approval review and submit the document. The state will be asked to
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confirm that they understand that EPA may find issues with the document when the full CWNS ID is
reviewed and that the needs might be rejected.
This estimate of cost must be based on at least three projects that:
• Were bid or completed within the last six years.
• Are similar in size, scope, and geographic area (e.g., county, watershed). The size of the project
(e.g., population served, pipe lengths, flow treated) must be within 25 percent of the size of the
comparable construction. Generally, projects should be in the same county or watershed. In
some cases, it may be appropriate to use document type 5 to determine costs for larger
geographic areas (e.g., region, state).
• Have detailed construction cost data available.
The specific rules for using document type 5 for each need category are:
• Any projects being used to estimate costs for categories I, II, V, VI, and X must have design
parameters be within 25 percent of the project being estimated (i.e., flow treated, volume
treated, surface area, or population served).
• Any projects being used to estimate costs for categories III and IV must have used the same pipe
type/grade combination as the CWNS ID project(s).
3.7 Documentation Guidelines for Using the SCF
EPA has developed a web-based small community form (SCF) (document type 71) through which a
community with a population of 10,000 or fewer can document its technical and needs data. The form
includes instructions and data input sections similar to the data areas within the DEP. It is intended to
capture the needs of small communities that do not have other acceptable forms of documentation for
needs. The SCF is also available as a set of Word documents on the "Tools and Resources" page in the
DEP. Hard copy completed forms should be submitted under document type 75.
States can send communities the form (as a link) via email. In order to provide the form, the state needs
to be able to confirm that the CWNS ID is owned by and serves a small community within the DEP. See
Section 5.7.3 for information on the small community confirmation, Section 5.22 for instructions on the
use of the form, and Appendix H for an example form.
3.7.1 Using the SCF to Document Technical Data
The SCF includes inputs for technical data. If available, the DEP will pre-populate the form with the most
current technical data (see Section 4.2 for more details). The community can update any technical data
that are not current.
3.7.2 Using the SCF to Document Projects
If the small community has acceptable documentation of projects, that documentation should be
submitted, and the form should include the document type and title.
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If no documentation of needed projects exists, small communities can enter free text to describe the
needed projects for applicable categories. A local official can sign the form to certify that the project
descriptions are accurate.
3.7.3 Using the SCF to Document Costs
If the small community has acceptable documentation of costs, that documentation should be
submitted, and the form should include the document type, title, base date, and cost.
If no cost documentation exists, small communities have three options for estimating costs:
• A local PE develops a cost estimate and certifies it by electronically signing the form and
providing their PE number.
• A local official develops a cost estimate and signs the cost certification, and a state PE certifies
the cost as reasonable after reviewing the estimate. This state PE will also electronically sign the
form and provide their PE number.
• A local official provides inputs to EPA's CETs by completing the "Cost Estimation" tab on the
form.
The state coordinator can choose whether to offer the second option and name the state PE responsible
for signing the form in the DEP. If the state coordinator prefers not to offer this option for their state's
SCFs, it will not be included as an option in the template generated for their communities.
3.8 Requirements for State Needs Surveys and Other State Forms
Wastewater infrastructure surveys or similar assessments conducted by states can be used as
documentation of projects and/or costs for CWNS IDs. State coordinators must request approval from
EPA to use a state survey as documentation; such a request must include whether the state intends to
use the survey to document needs for all CWNS IDs or only those associated with small communities.
3.8.1 Document Types
State Needs Surveys and other state forms (document types 100a and 100b) must be preapproved by
EPA before a state may use them to document CWNS ID-specific needs. Once the state survey has been
approved, the state will be allowed to upload the results of the survey and link those needs to one or
more CWNS IDs (document types 12a and 12b). See Table 3-2 for a summary of the state survey
document types and their uses.
3.8.2 Survey Submittal Requirements
A state survey serving as primary documentation for a large community (i.e., a CWNS ID that is owned
by or serves a community with population of more than 10,000) must contain sufficient detail to satisfy
the document guidelines outlined in Section 3.4. If the state survey is only used to document the needs
for CWNS IDs associated with small communities (populations 10,000 or fewer), the required level of
detail is similar to that seen in the SCF.
State surveys must include the following elements (note the difference in requirements between large
communities [greater than 10,000 persons] and small communities [10,000 persons or fewer]):
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• Project-specific descriptions (large) or infrastructure-level project descriptions (small).
• Cost breakdown by project (large) or costs identifiable by need category (small).
• Description of how costs are validated (e.g., an audit process, required PE signature) and
documentation of the submitted costs (large) or a description of how the state ensures the
community representative(s) have knowledge of the infrastructure needs for the completed
survey (small).
The following elements are not required to be gathered using a State Needs Survey but would help
states gather technical data required for the CWNS. If not included in the state's survey, they need to be
collected through other means if they are required for the CWNS ID.
• Flow
• Population served
• Effluent treatment level
• Discharge types
• Location
3.8.3 Survey Submittal Process
States must email the following elements to CWNSffiepa.gov before May 31, 2022:
• Copy of the survey and any instructions for use
• Description of the required elements
• Description of the recommended elements
The state coordinator can also use the State Needs Survey Submission Template found in Appendix I as
part of their submission package to ensure all the required elements are included.
EPA will review the state survey and communicate with the state to gather more information or clarify,
if necessary. EPA will post the approved document in the state's document library and send an email to
the state letting them know that the collection method has been approved. Once the collection method
is approved, the state may upload completed surveys or an annotated spreadsheet containing the
survey results as document type 12a/b and associate with a specific CWNS ID.
3.9 Requirements for State-Specific Approaches
A state coordinator may want to propose approaches to estimating needs specific to their state. State-
specific approaches that serve as primary documentation are used where a state does not have any
needs documentation but has data available to create a methodology to identify needed projects and
estimate costs associated with those projects. State-specific approaches can also be used as alternate
documentation to identify projects and provide inputs for a CET to estimate costs.
Examples of past state-specific approaches to documenting projects are:
• Demonstrating projects for decentralized systems on a county basis by determining the number
of systems per county and the average failure rate (and related replacement rate) by county.
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• Demonstrating projects for an increased level of wastewater treatment due to a revised state
water quality standard that affected certain wastewater treatment facilities statewide.
Examples of past state-specific approaches to documenting costs are:
• Providing the average costs for decentralized systems per county or region within the state
based on collected survey data.
• Providing a state engineer's cost analysis associated with installing wastewater treatment
system components to address new statewide water quality standards.
EPA will document approved state-specific approaches and share them with other states. See Section
5.3.1 for more details on how to navigate to the available state-specific approaches within the DEP.
3.9.1 Document Types
Any state-specific approach project identification or cost estimation methodology (document type 101a
or 101b) must be approved by EPA before a state may use it to identify CWNS ID-specific needs. Once
the methodology has been approved, the state will upload a document (or documents) summarizing its
outputs and associate the needs to specific CWNS IDs (document types 101c and lOld). See Table 3-2
for a summary of the state-specific approach document types and their uses.
3.9.2 Approach Submittal Requirements
The submittal requirements for document types 101a and 101b are the same. State coordinators must
provide the following:
• The category(ies) of need that the approach will be documenting. Note that each approach
should only apply to one infrastructure type but may apply to multiple categories of need.
• A thorough description of the proposed approach that includes:
Why the state believes the approach is necessary and/or the best method to estimate
needs. This rationale should be concise, but detailed enough for a thorough review.
The basis of the method, such as another approved state-specific approach or a similar
accepted model or estimation method.
Information on whether the state has used this approach for other planning purposes.
A description of the data set(s) that will be used in the method.
Any supporting references such as tables, graphs, or values used, as applicable. If a state
database is used, a description of the data available may be provided in lieu of a copy of the
data. If a state coordinator submits accompanying Excel spreadsheet annotations
(document type 96), formulae and references must be present. Hardwired/static values
with no reference to external sources are not acceptable. Units and other modeling
parameters should be clear and relevant.
If the approach is not based on an accepted method or one that the state has already used outside the
CWNS, the submittal should also include hypothetical output examples with associated inputs for EPA to
review.
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3.9.3 Approach Submittal Process
States must email the submittal document to CWNSffiepa.gov before May 31, 2022. States adapting
other states' approved methods for their own use must request approval by September 1, 2022. The
state coordinator can use the State-Specific Approach Submission Template found in Appendix I to
document their submission.
EPA will review the approach and communicate with the state to gather more information or clarify any
data. EPA will post the approval status to the DEP and send an email to the state letting them know that
the collection method has been approved. Once the collection method is approved, EPA will post the
approved approach to the DEP home page and the state's document library. The state must then upload
the completed approach (e.g., the updated method results with any requested revisions or a document
containing the results of applying the method) as document type lOlc/d. Even if the methodology
(lOla/b) contained outputs, the state must still upload a document type lOlc/d to associate with costs.
3.9.4 Associating the Outputs of an Approved Methodology with Specific
CWNS IDs
As previously mentioned, once a state-specific approach is approved, the state will upload either a 101c
or a lOld document that contains the outputs of the methods (e.g., cost estimates for CWNS IDs,
numbers of projects and costs). The state will then link the 101 c/d document to the applicable CWNS
IDs as the supporting documentation and it will be reviewed by EPA in the same manner as other
documented needs. Costs should only be associated with the output document types (101c/d)—not the
methodology document types (lOla/b). States are encouraged to submit the first five to 10 CWNS IDs
associated with a state-specific approach at the same time for EPA to review and provide consolidated
feedback.
3.10 Requirements for CETs
EPA has developed tools to estimate costs for facilities with documented needs but no cost
documentation. Each tool requires data inputs provided by the state coordinator to run. The tools also
have limits in terms of practice types, size, or capacity for which they can be used. Specific information
requirements and limits for each tool are provided in Section 4.4.4.
The following cost modeling tools will be provided in the DEP:
• Wastewater infrastructure
Treatment plant (categories I and II)
Conveyance (categories III and IV)
o Pipe
o Pump stations
o CSO correction (category V)
o Storage facility
o Permeable pavement
o Green roof
o Bioretention
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o
Buffer strip
o
Infiltration trench
o
Vegetated swale
o
Constructed wetland
o
Wet pond
o
Dry pond
• Stormwater (category VI)
o
Permeable pavement
o
Green roof
o
Bioretention
o
Buffer strip
o
Infiltration trench
o
Vegetated swale
o
Constructed wetland
o
Wet pond
o
Dry pond
• NPS control (category VII)
Cropland agriculture BMPs
Silviculture BMPs
• Decentralized wastewater treatment (category XII)
On-site or clustered
To use the tools, the state must provide a current document (requirement #6) that includes the inputs
entered in the CET, such as the project size, and a description of the project (requirement #3). See
Section 3.4 for further details on document requirements. For NPS control and decentralized
wastewater treatment CETs that use the same or similar documents or estimation processes, states are
encouraged to submit the first five to 10 CWNS IDs at the same time for EPA to review and provide
consolidated feedback.
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4. Data Collection Processes and Procedures
The CWNS is a national effort, so data comparability is extremely important to the overall consistency
and quality of the CWNS data set. To ensure data comparability, data collection procedures must follow
a set of guidelines and criteria for gathering, documenting, and entering data.
The CWNS is a major data collection effort and states are encouraged to take a methodical approach to
collecting information. To get started, state coordinators might want to refer to in-house documents
such as the state's IUP Project Priority List (being careful to exclude any projects that are already
funded). Other in-house or readily available documents may be grant and loan applications for the
CWSRF or other state or national grant and loan programs. Once the in-house data sources are
exhausted, states may want to reach out to their largest municipalities for planning documents such as
CIPs or Master Plans. Planning documents for many cities and towns may also be publicly available
online.
4.1 2022 CWNS Schedule and Milestones
Table 4-1 and Figure 4-1 show the schedule and milestone for the 2022 CWNS.
Table 4-1. CWNS Schedule and Milestones
November 17, 2021
OMB approval
December 1, 2021
State-specific approach and state survey submittal period begins
March 1, 2022
Official data entry begins
May 31, 2022
State-specific approach and state survey submittal period ends
September 1, 2022
Deadline for requests to adapt another state's approved state-specific
approach
March 31, 2023
Prior approval period for documents 5 and 99 ends
May 3, 2023
Official data entry period ends
March 2022-June 2023
EPA reviews state data (rolling basis)
June 2023
EPA hosts CWNS 2022 end-of-survey meeting
Late 2023/early 2024
EPA delivers CWNS 2022 Report to Congress
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December 1,2021
State-specific
approach and state
survey submittal
period begins
March 2022
June 2023
EPA hosts CWNS
2022 end-of-
survey meeting
June 2023
EPA reviews state data (rolling basis)
Late 2023/Early 2024
EPA delivers CWNS 2022
Report to Congress
DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB
March 1,2022 September 1,2022
Official data entry begins Deadline for requests to adapt another
state's approved state-specific approach
May 31,2022
State-specific approach and state
survey submittal period ends
May 3,2023
Official data
entry period
ends
March 31,2023
Prior approval period for
documents 5 and 99 ends
Figure 4-1. CWNS schedule and milestones.
4.2 Data Prepopulated in DEP
To reduce data entry burden on states, EPA is prepopulating data within the DEP wherever possible. The
two sources of data that will be used to prepopulate information are the 2012 CWNS and the Integrated
Compliance Information System-National Pollutant Discharge Elimination System (ICIS-NPDES)
database. The ICIS-NPDES database is maintained by EPA's Office of Compliance and tracks permit
compliance for facilities regulated by NPDES.
EPA will prepopulate the DEP with technical data from past surveys. For wastewater facilities, EPA will
also update technical data with information from the ICIS-NPDES database including permit number,
permit type, facility address, and county. State coordinators will need to approve the data before they
may be included in the 2022 CWNS.
Due to the long period since the last CWNS, EPA will not prepopulate needs data from the last survey.
For future surveys, needs data will likely be prepopulated for states to approve. For the current survey,
EPA will make the document types and titles submitted for the 2012 CWNS available to states for
reference.
4.3 Technical Data
For the 2022 CWNS, "technical data" refers to permit, point of contact, location, population, flow,
discharge, effluent, unit processes, and asset management data areas. See Appendix J for a table
showing which data areas are required and which are optional for each infrastructure type.
4.3.1 Technical Data for Wastewater Facilities
In addition to estimating the capital investment needed to meet the water quality goals of the CWA, an
objective of the CWNS is to evaluate trends in the nation's ability to provide wastewater treatment. The
Report to Congress includes the following information:
• Data on the number of people served by the nation's POTWs.
• Population served by level of treatment (raw, less than secondary, secondary, advanced, and no
discharge) to demonstrate the trends in the nation's ability to provide wastewater treatment.
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• Population served by each level of treatment for past surveys, in the current survey, and in the
future (projected) if all needs reported in the survey are met.
To track the trends in wastewater treatment, the
CWNS collects technical data for all wastewater
facilities, regardless of whether there are
documented needs for those facilities. States are
asked to review and update technical data for all
wastewater facilities, with an emphasis on
population, flow, effluent, and discharge data areas,
which are used to link facilities within a sewershed.
For the 2022 CWNS, EPA has prepopulated the population receiving treatment for each wastewater
collection facility with data from the 2012 survey, adjusted to account for population change between
surveys. The adjustment is based on the percent population change for each state according to U.S.
Census Bureau data. The statewide average change in population is applied to each wastewater
collection CWNS ID. States should review and update these data, understanding that not all
communities in the state increased or decreased at the average rate. This is important to ensure that
EPA can accurately report the population served by level of treatment.
4.3.2 Technical Data for Stormwater, NPS, and Decentralized
Wastewater Treatment Facilities
States will also be asked to enter technical data for stormwater, NPS, and decentralized wastewater
treatment facilities with needs, or to review and update any technical data prepopulated from the
previous survey for facilities with current needs.
4.4 Needs Data
States will collect information about needs from a variety of sources including in-house documents such
as their CWSRF lUPs, grant and loan applications (CWSRF or others), or other state-generated
documents and plans; from documents generated by the facility such as CIPs, Facilities Plans, or LTCPs;
or from other independent documentation such as NPS Management Plans.
For the 2022 CWNS, needs data are entered in the DEP in the form of data from submitted
documentation, CET inputs, and identifying additional areas related to needs where applicable.
• Areas related to needs: This data area follows location within the technical data, and is for
noting other geographic data, including county(ies), congressional district(s), and watershed(s),
associated with the facility and its reported needs.
• Needs by document: This data area is for linking documents to the CWNS ID to support needs
and to enter information about the documents.
• Costs by Category: This data area is for inputting the capital costs associated with each category
by document.
• CET inputs: This optional data area is for inputs to CETs for CWNS IDs that have identified
projects, but no documented costs are available.
A sewershed is a group of facilities that
ultimately discharge to a single point or
multiple shared points. Sewersheds are
automatically created by the DEP when the
state sets the discharge method to "Discharge
to Another CWNS ID." Sewersheds are only
created for wastewater facility types.
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See Appendix J for a table listing all data areas, identifying which are required and which are optional for
each infrastructure type. See Section 5 for instructions on entering these data into the DEP.
4.4.1 Checkbox of Compliance-Related Reasons for Need
To document the water quality problem —or a public health problem related to water quality—that the
project is addressing, the state is required to choose one or more compliance-related needs from a list:
• The project(s) is required to maintain compliance with a NPDES permit.
• The project(s) is necessary to obtain compliance with a new permit requirement.
• The project(s) is to increase capacity or improve treatment in advance of anticipated new permit
requirements.
• The project(s) is to achieve or maintain compliance with a TMDL.
• The project(s) will prevent unregulated water quality or human health impacts.
• The project(s) improves water efficiency, improves energy efficiency, improves water
conservation, addresses climate change, or improves resiliency.
4.4.2 Document Annotation
For CWNS IDs with costs greater than $40 million or not supported by primary documents, states are
required to annotate the following information in the documentation to help the EPA reviewer identify
where the information can be found:
• The document title, date, and author if the first page does not clearly identify these items.
• The recommended alternative (if more than one is presented).
• A description of the project(s) needed.
• Associated costs and category(ies) of costs (costs should be labeled with the same cost
category(ies) entered into the DEP). If there are projects with costs that fall under multiple
categories, state coordinators should attempt to work with the facility to split out costs and/or
use their best professional judgement on how to report needs by category. Annotations must
include a description of how costs were broken out.
• The base date for the costs (i.e., the year in which the dollars are being reported) if different
from the document publication date. If a document contains multiple base dates and a state
intends to report needs for projects with different base dates, they will need to upload the
document multiple times, once for each base date used, or convert all costs in the document to
those of a single base date. The state should also annotate the document with the correct base
date for each project to prevent confusion during EPA review.
If a document is supporting multiple CWNS IDs, states should clearly indicate which CWNS ID each
project and/or associated cost is for. If it appears that unallowable costs are included in a document
(e.g., the project start date is outside the survey period), the state coordinator is encouraged to clarify
why the cost has been included to prevent back-and-forth during federal review. Clarification
statements can be included within annotations or attached to the document (see Section 3.4.2 for more
guidance on when and how to use clarification statements).
The state can annotate documentation in any of three ways:
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• Within the PDF before uploading to the DEP. States are encouraged to
provide supplemental documentation for documents with many
projects to demonstrate how costs were summed by category
(submitted as document type 96).
• Within the annotation table in the DEP for each document. See Section 5.14.1 for details.
• Within a separate spreadsheet. State coordinators can use the two spreadsheet templates
developed by EPA (document type 96) that allow the state to provide required and optional
inputs for either 1) a single CWNS ID supported by multiple documents or 2) a single document
to support multiple CWNS IDs. See Appendix G for a description of the templates. Templates can
be accessed through and downloaded from the home page of the DEP. States may also generate
similar spreadsheets to provide required and optional inputs and submit them as document
type 96.
Note that the state coordinator can only select one annotation method in the DEP. If multiple
annotation methods are used, the state coordinator should select the method that they want the
reviewers to use.
For CWNS IDs with costs of $40 million or less supported by at least one primary document, states are
not required to annotate the supporting documents. If a CWNS ID is later selected for audit (detailed in
Section 4.5.2.3), the state will be notified at that time, via email and within the DEP, that they must
annotate the associated documents.
4.4.3 Documented Costs
Once the state has found documentation containing costs for a CWNS ID to be entered in the DEP, they
should review their documents to ensure costs meet all requirements listed in Section 3.1. Eligible costs
should be summed by need category, with the need category annotated (within the document, the DEP
annotation table, or the spreadsheet, depending on the chosen form of annotation) for EPA review. If
the document includes costs for more than one CWNS ID, the state should annotate which CWNS ID the
costs are for.
If documentation includes costs that may contain ineligible components, (e.g., the project includes both
wastewater and drinking water infrastructure), the state should contact the facility to request further
information on the cost split between the eligible and ineligible components of the project or make their
best professional judgement if unable to contact the facility. Approximate amounts or percentages are
acceptable (e.g., 25-75 split).
Similarly, if there are projects with shared costs (e.g., contingencies, design, inspection) and not all
projects are allowable for the survey such as because some are funded or have started construction, the
portion of those shared costs that are related to the unallowable projects should be removed and
annotation provided to explain to the reviewer what shared costs are applicable. Once costs are
summed, the state will enter the total costs into the DEP under "Costs by Category." See Section 5.14 for
detailed instructions on entering costs into the DEP and Appendix G for designated document types.
The most common documents used to support the following infrastructure types in the 2012 CWNS
were:
Link to download
Adobe Acrobat:
Adobe
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• Wastewater: lUPs, CIPs, and Facility Plans. Although in-house documents such as lUPs are the
most readily available to states, documents prepared by the facility such as CIPs are likely to
provide a more comprehensive assessment of needs.
• Stormwater: State-specific approaches (approved by EPA), CIPs, and lUPs.
• NPS: NPS management program/assessment reports, state-specific approaches (approved by
EPA), and lUPs.
• Decentralized: State Needs Surveys and other state forms, Sanitary Surveys, and state-specific
approaches (approved by EPA).
4.4.4 Cost Estimation Tools
EPA provides several CETs through the DEP, which states can use if they have identified needs that do
not have documented costs and that match one of the CET types. For each tool, acceptable inputs have
been defined based either on the data used to develop the tools or on input from EPA and the Cost
Modeling Subcommittee. Tables 4-2 through 4-7 below present the tools available by infrastructure
type, inputs, and allowable capacities.
When using CETs for facility types that may involve larger areas (e.g., decentralized and NPS CWNS IDs
that cover entire counties or watersheds), states should take care to ensure that needs are not double-
counted by entering overlapping needs under separate CWNS IDs. For example, a state may submit
"NPS Control: Agriculture (Cropland)" needs documented with a watershed management plan for
certain counties and use the CET to estimate the needs in the state's remaining counties. These needs
should be entered under separate CWNS IDs: one for the areas covered by the CET and one (or more)
covering the documented needs. EPA will pay particular attention to these CWNS IDs during federal
review to ensure that needs are not double-counted.
Table 4-2. Wastewater Treatment CETs by Practice Type and Change Type
Inputs in MGD,a Maximum Acceptable Inputs Listed
Practice Type
Construction Type
New or
Replace
Rehabilitation
Treatment
Upgrade
Expansion
Add
Disinfection
Lagoon
5
2
2
2
30
Aerated lagoon
5
2
2
2
Secondary mechanical
5
15
8
8
Advanced
5
15
12
14
a Million gallons per day
Table 4-3. Wastewater Conveyance CETs by Conveyance Category
Inputs in ft or MGD,a Maximum Acceptable Inputs Listed
Conveyance Category
Construction Type
Total Project
Length (ft)b
Pump Station
(MGD)a
lll-A: l/l Correction
Rehabilitation
195,000
n/a
lll-B: Sewer Replacement/Rehabilitation
Replace/rehabilitation
195,000
n/ac
IV-A: New Collector System
New
450,000
10
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Inputs in ft or MGD,a Maximum Acceptable Inputs Listed
Conveyance Category
Construction Type
Total Project
Length (ft)b
Pump Station
(MGD)a
IV-B: New Interceptor System
New
450,000
10
a Million gallons per day;b Feet; cState coordinators can estimate the costs for constructing a new pump station
or replacing an existing pump station under Category lll-B using EPA's spreadsheet CET, available through the
DEP
Table 4-4. CSO Storage CETa
Inputs in MG,2 Maximum Acceptable Inputs Listed
Practice Type
Construction Type
Total Storage Volume (MG)b
Combined sewage storage
facility
New/replace
38
aTools for practices listed in Table 4-5 will also be made available for estimation of project-specific category V
(CSO) needs;b Million gallons
Table 4-5. Stormwater CETs by Practice Type
Inputs Can Be Either Area, Volume, or Acreage—Maximum Acceptable Inputs Listed
Practice Type
Construction
Type
Practice Area
(ft2)3
Practice
Volume (ft3)b
Drainage
Area (Acres)
Quantity0
Permeable
pavement
New
development/
redevelopment
10,000
10,000
NA
Unlimited
Green roof
43,560
10,000
NA
Unlimited
Bioretention
15,000
26,000
5
Unlimited
Buffer strip
440,000
260,000
NA
Unlimited
Infiltration trench
11,000
26,000
5
Unlimited
Vegetated swale
29,000
26,000
5
Unlimited
Constructed
wetland
100,000
140,000
50
Unlimited
Wet pond
50,000
250,000
50
Unlimited
Dry pond
50,000
250,000
50
Unlimited
Underground
detention or
retention
n/a
250,000
50
Unlimited
a Square feet;b Cubic feet; cThe DEP will not allow an entry greater than 99, but the state can enter more than
one given practice if necessary.
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Table 4-6. NPS Control CETs
No Size Criteria or Limitations
Practice
Acres of Need Limitation
Notes
Agriculture
< state total harvested acres
EPA to provide CET and Acres Estimation Tool
to estimate acres of need
Silviculture
< state total harvested acres
EPA to provide CET and guidance on how to
estimate acres of need
Table 4-7. Decentralized Wastewater Treatment CETs
Parameters Are Population or Dwelling Unit-
No Model Range Limits
Practice
New
Rehabilitate/Repair/Replace
Notes
On-site and
clustered
$ per dwelling
unit
$ per dwelling unit
Costs adjusted to location (county)
based on construction cost index
4.5 Data Review
EPA will review states' data through two processes. First, a series of automated data checks in the DEP
will let the state know if there is a problem with data entry, such as an incomplete required field,
entered data that do not fall within certain ranges, or entries that do not align with other entered data
as expected. Second, EPA will manually review data entered into the DEP as well as documents
submitted to support needs.
This section briefly summarizes the data checks performed both automatically within the DEP and
manually by reviewers. It also touches on the different types of review and the audit process. Section 5
provides more detail about the automated checks that states will encounter during data entry.
4.5.1 Automated Data Validation
A series of data validation checks in the DEP will automatically ensure all required fields have been
completed and flag values outside expected ranges. The state may be required to provide an
explanation in these cases (see Section 5).
For wastewater CWNS IDs, the DEP calculates the flow to population ratio and prompts the state for an
explanation if it is outside the expected range of 25-300 gallons per capita per day (gpcd). For more
information, see Section 5.16.3.
4.5.2 Manual Review
Due to resource limitations, EPA is unable to review every document submitted for the CWNS. Instead,
review will be prioritized based on the total dollar value of the CWNS ID and the type of supporting
documentation submitted. For CWNS IDs with no needs that are infrastructure types other than
wastewater, review will be limited to automated data checks. For all other CWNS IDs, each CWNS ID
receives either a partial or full review, as shown in Figure 4-2. See Table 3-2 and Appendix G for
definitions and descriptions of primary and alternate documents.
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Figure 4-2. Types of review based on total dollar value, document types submitted, and infrastructure
type.
4.5.2.1 Full Review
For CWNS IDs with costs greater than $40 million or those with costs $40 million or less but are
supported by only alternate documentation, EPA will conduct a full review of the CWNS ID. When EPA
conducts a full review, they will review required technical data for completeness and associated needs
data for appropriateness and consistency across states and sewersheds. They will also examine the
project and costs documentation to ensure that:
• Each cost entered into the DEP matches the documentation.
• Costs are acceptable (eligible for the CWSRF).
• Costs are appropriate (no inflation, O&M, or other non-capital costs are included).
• Costs are entered under the correct need category.
If EPA finds errors in data entry, or incorrect application of CWNS policies, they will request that the
state correct the errors and resubmit the CWNS ID for federal review. EPA requests that the state
coordinator respond in a timely manner, ideally within 10 business days of a state correction request. If
the state does not respond in a timely manner, limited EPA resources at the end of the survey period
may not allow for a re-review of the updated information. See Figure 4-3 for the review workflow
between the states and EPA.
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a
nj
55
E
a?
-a
£
State
Assigned
State In
Progress
Figure 4-3. Review workflow.
During review, CWNS IDs will receive a score based on the accuracy of data entry. The scores for
federally accepted CWNS IDs will affect the state's audit rate but not their needs (see Section 4.5.2.3 for
details).
For wastewater facilities within an interconnected sewershed, EPA may review technical data for
multiple CWNS IDs within the sewershed at the same time. For instance, if the review of a treatment
plant CWNS ID reveals an issue with the population for an upstream collection system CWNS ID, both
CWNS IDs will be returned to the state for correction.
4.5.2.2 Partial Review
EPA does not have the resources to conduct a full review of all CWNS IDs. For CWNS IDs that do not
receive a full review (those with costs $40 million or less and that are supported by at least one primary
document), EPA will conduct a partial review of each CWNS ID and an audit review of a subset of these
CWNS IDs and supporting documentation. Partial reviews include examination of all technical and needs
data entered into the DEP, but do not include review of documentation submitted.
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4.5.2.3 Audit Review
To ensure data collected are of high quality, EPA will audit federally
accepted, partially reviewed CWNS IDs with needs. These are referred
to as auditable CWNS IDs. Each state's audit rate starts at 5 percent
but can increase or decrease quarterly during the data entry period, as
discussed below. States will be informed through the DEP which
CWNS IDs have been selected for audit. If documents associated with
the selected CWNS IDs have not already been annotated, the state will
be notified via the DEP and an email alert that they must annotate the documentation within five
business days. If documents have already been annotated, states have that time as an opportunity to
review and revise the annotation if necessary.
The state will be able to see if EPA makes changes to data during the audit, such as correcting non-cost
errors (e.g., missing document title or wrong date); however, they will not need to take any action.
There are two main components to the CWNS audit process:
• Scoring CWNS IDs to determine the audit rate: Each CWNS ID that undergoes a full review
(detailed in Section 4.5.2.1) or an audit review will receive a score based on the accuracy of the
state's data entry with respect to the submitted documentation. The purpose is to determine
the level of confidence in the state's understanding of CWNS policies and to adjust the
percentage of CWNS IDs pulled for audit review accordingly.
• Cost adjustment: Cost-related errors found during an audit review are used to calculate a cost
ratio that will be applied to the state's total official needs for auditable CWNS IDs only. EPA
assumes that cost-related errors found during an audit review reflect consistent errors across all
auditable CWNS IDs submitted for the state. CWNS IDs that underwent full review will not be
affected.
Determining the Audit Rate
All states will be audited at a 5 percent rate in the first quarter
of data collection. For subsequent quarters, EPA will revise this
audit rate by averaging full review and audit scores from the
previous quarter for each state and assigning a new rate based
on Table 4-9 below.
A CWNS ID's audit score starts at 100 and is reduced based on
three types of errors found during review: unreviewable
documentation errors, cost errors, and non-cost errors. As
previously stated, the audit rate has no impact on the reported
needs.
• Unreviewable documentation errors occur when a document submitted cannot be reviewed by
EPA. This error could result from issues with the document itself (e.g., it does not match its
description in the DEP) or if a document is not annotated. These documents cannot be reviewed
as submitted, so the CWNS ID's survey status will be changed to "State Correction Requested"
and a description of the error(s) will be provided to the state. States are required to correct the
error within five business days so that EPA can review the document. If the error is corrected, it
A CWNS ID is auditable if its
cost is $40 million or less, it
uses at least one primary
document, and it has been
federally accepted after a
partial review.
The audit rate is the percentage of
auditable CWNS IDs selected for
an audit review. The quarterly
audit rate percentage is based on
the state's full and audit review
performance during previous
quarters and ranges from 2 to 20
percent of CWNS IDs entered by
the state coordinator.
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does not affect the state's audit score; however, if it is not addressed within five business days,
the CWNS ID will receive a score of 0, which is likely to increase the state's audit rate. The costs
for that CWNS ID will be adjusted to $0.
• Cost errors include cost data entered into the DEP incorrectly. This can be due to an error in
data entry (e.g., value does not match what is in the documentation or costs are not annotated)
or a misunderstanding of CWNS policies (e.g., ineligible or duplicative costs were entered). Each
cost error will decrease the audit score by 10.
• Non-cost errors include minor errors such as a missing signature, an error in a document title, or
an error in a document date. Each non-cost error will decrease the audit score by 5.
Table 4-8 provides the list of documentation checks and corresponding
deductions associated with each of the findings. Deductions are based on
the relative importance of the finding.
For CWNS IDs supported by multiple documents, EPA will review each
document and score the CWNS ID based on documentation checks
completed in series. Deductions will be made to the single score for the
CWNS ID; however, no CWNS ID will receive a score less than 0.
EPA will use the score assigned to CWNS IDs during the full or audit review to calculate an average score
for the state, which will determine the audit rate for subsequent quarters. See Table 4-9 for the average
audit score and corresponding audit rate. EPA reserves the right to change the score ranges
corresponding to each audit rate based on available resources.
To maintain data integrity, EPA will correct non-cost errors identified through the audit review within
the DEP. The CWNS ID's score does not change after errors are corrected. As previously mentioned, the
state will be able to view all findings within the CWNS ID record after the audit.
Table 4-8. Audit Rate Error and Corresponding Score Deductions
Audit Rate Error
Deduction
~ Document not annotated or annotations are unreviewable. Any documents not
annotated will not be reviewed.
100
~ Document unreviewable (e.g., undesignated, not associated with correct CWNS ID.).
100
~ Document title, author, or date not annotated if not on first page.
5
~ Project description(s) and/or selected alternative not clearly annotated.
5
~ Base date not clearly annotated (if different than document date).
5
~ Document includes more than one designated document type.
5
~ Document type does not accurately describe the document or document prior
approval requirements have not been met.
5
~ Costs in DEP incorrect due to typographical or data entry error.
5
~ Annotations do not clearly indicate costs and associated categories.
10
~ One or more submitted costs were allocated to incorrect categories within the DEP.
10
As a reminder, the
audit score does not
affect needs—it is only
used to determine the
number of CWNS IDs
that are selected for
audit review.
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Audit Rate Error
Deduction
~ Overlapping costs (either in multiple documents or between CETs and documented
costs) entered into DEP.
10
~ Projects that are unallowable (e.g., not SRF eligible, outside the survey period,
funded) entered into DEP.
10
~ Unallowable costs (e.g., O&M) entered into DEP.
10
Table 4-9. Average Score and Corresponding Audit Rate
Average Score
Audit Rate
>95
2 percent
85-94
5 percent3
75-84
10 percent
65-74
10 percent
<65
20 percent
a Standard rate
Adjusting the State's Needs Related to Auditable CWNS IDs
During the full review process, EPA works with states to identify and
correct errors in submitted costs on a CWNS ID basis to ensure an
accurate estimation of needs. CWNS IDs that are only partially
reviewed will not receive this level of review scrutiny; therefore, EPA
will use the results of the audit to adjust a state's total auditable
needs by reviewing needs documentation for a representative
sample.
To do this fairly and consistently, EPA will compare the total correct needs (based on the provided
supporting documentation) to the needs entered in the DEP by the state coordinator for each CWNS ID.
The ratio of these two values will be used to develop the adjustment factor for each audited CWNS ID.
EPA will update incorrect costs for audited CWNS IDs within the DEP and calculate the weighted average
of all adjustment factors for a given state. The weighted adjustment factor will be used to calculate the
portion of that state's total auditable needs that will be included in the Report to Congress as official
needs for all CWNS IDs that did not receive a full or audit review. EPA will apply the weighted average as
an adjustment factor to only the state's total needs for auditable CWNS IDs that were not audited. This
means the needs of CWNS IDs that received full or audit reviews will not be affected. EPA will not apply
any adjustment factor greater than 100 percent or less than 50 percent.
The adjustment factor is
calculated based on cost-
related errors found during
an audit review and applied
to the state's total official
needs associated with
auditable CWNS IDs not
audited.
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Example:
CWNS ID #1:
Entered needs: $9,000,000
Correct needs: $8,000,000
Adjustment factor: (8,000,000 4 9,000,000) = 0.89
CWNS ID #2:
Entered needs: $10,000,000
Correct needs: $1,000,000
Adjustment factor: (1,000,000 4 10,000,000) = 0.10
CWNS ID #3:
Entered needs: $11,000,000
Correct needs: $12,000,000
Adjustment factor: (12,000,000 4 11,000,000) = 1.09
Weighted Average
(0.89 X 8,00,000) + (0.1 X 1,000,000) + (1.09 X 12,000,000)
8,000,000 + 1,000,000 + 12,000,000
= 0.97
4.5.2.4 Population Audit
Once data collection is complete, EPA will compare each state's population receiving treatment to the
population receiving treatment in the 2012 CWNS and the total population of the state. EPA performs
the population audit to ensure that populations are not double-counted. If the audit results indicate
potential errors, EPA will work with the state to reconcile population data.
4.5.2.5 Special Requests
Outside the traditional review process, states will be able to make special requests for help from EPA
through the "Contact Us" button in the DEP. Examples of special requests include:
• Training reviews: In order to help ensure states have a solid understanding of the CWNS policies
and procedures and DEP functionality, and to help states avoid confusion in collecting and
entering data, EPA will offer one training review to each state during data collection, pending
time and resources. This training review will be a full review of one CWNS ID, to be selected by
the state. Any errors or issues found during this review will not affect the state's audit rate. EPA
will determine if the review should be followed by a summary email or conference call with the
state coordinator(s).
• Ad hoc document reviews: States are encouraged to make specific requests for reviews if they
have a certain type of document that they want feedback on before entering successive
facilities. They are also encouraged to provide advanced communication when submitting
documents for complicated or previously problematic facilities. EPA will try to accommodate all
ad hoc document review requests but will prioritize requests made in the first six months of
data collection (i.e., through August 2022). After that time, requests that require extensive
review might not be honored due to resource and time constraints.
• Audit detailed findings requests: If the state wants more information about an audit than what
is shown in the DEP, they can request more detailed audit findings.
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• Re-opening a CWNS ID: If a state wishes to reopen a CWNS ID after it has been federally
assigned or federally accepted, they can request this from EPA via the "Contact Us" button in
the DEP. Requests should include the reason addition to or modification of the CWNS ID data is
required and will be considered on a case-by-case basis. The state will be required to resubmit
the ID for federal review.
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5. Navigating the Data Entry Portal
After gaining access to the DEP, a state will be able to view the CWNS ID list from the previous survey.
The state will also be able to upload documents, view state-specific approaches, and access useful
resources.
This section provides detailed information about each section of the DEP, including screen shots, and
demonstrates actions required for data entry. Its subsections generally follow the order of sections in
the DEP. Although the state is not required to follow this order (except in certain cases where there is
data dependency), EPA recommends completing the sections sequentially to avoid errors or a possible
need to restart data entry. For instance, the state would have to restart data entry if a change to the
infrastructure type or facility type resulted in different data entry requirements.
5.1 Gaining Access
5.1.1 Registering for DEP Access
State and EPA DEP users will first register to request access to the CWNS DEP through EPA's web
application management (WAM) system. If the user already has an EPA WAM account, they can follow
the second set of instructions below to request access to the CWNS DEP community.
For State and External Users Without EPA Accounts
1. Create a new account at Login.gov by following the on-screen instructions.
2. Go to https://waa.epa.gov/ using the Login.gov username and password.
3. Request access to the "Clean Watersheds Needs Survey DEP" Community. Go to "Community
Access" -> "Request Web Community Access" -> "Clean Watersheds Needs Survey DEP."
4. Click "Submit."
5. Wait to receive EPA approval of the request (this is not instantaneous).
6. After this approval, you will receive an email informing you that you have been given access.
For EPA Users or External Users Who Already Have EPA Accounts
1. Log in to https://waa.epa.gov using Login.gov username and password or PIV card.
2. Go to "Community Access" -> "Request Web Community Access" -> "Clean Watersheds Needs
Survey DEP."
3. Click "Submit."
4. Wait to receive EPA approval of your request (this is not instantaneous).
5. After this approval, you will receive an email informing you that you have been given access.
5.1.2 Entering the DEP
After gaining access to the community, the user can navigate to the DEP by going to
https://cwnsdep.epa.gov/.
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Log in to the DEP using the same information used to access WAM. The recommended web browser is
Google Chrome or Microsoft Edge.
The DEP can only be opened in a single window; opening multiple browser tabs will cause the DEP to
close the application. In addition, the DEP is set to time out after 15 minutes of inaction due to EPA
security requirements. This can result in lost work if not saved frequently.
5.2 Roles
Once the user is registered in WAM, the CWNS administrator can specify which permissions the user will
have (Table 5-1) and which state(s) the user will have access to. In general, state coordinators and their
contractors will have access to view and edit all the CWNS IDs within their state; if a state coordinator
needs access to multiple states, they should contact CWNS Support to request additional permissions.
Other state staff and contractors can also be given access to their relevant states. State coordinators
should provide EPA with contractors' contact information so they can be assigned to the correct state.
Contractors should set up access using the steps in Section 5.1. If a state user is to be assigned a "view
only" role, the state should contact CWNS Support describing the need for the role.
EPA Regional staff can also request access and will be assigned a view-only role for each of the states in
their region.
Table 5-1. User Permissions
User Role
Permission
State coordinators and their contractors
Default permission: edit within state (or other states if
given permission by a CWNS administrator)
By request: view only
EPA regional staff
Default permission: view only within multiple states
By request: edit
5.3 Welcome Page
Once inside the DEP, states will be greeted with a welcome page that contains links to various resources
(Figure 5-1), including DEP help, document annotation templates, training recordings, and reference
documents. Important announcements and dates will appear in the "Announcements" area.
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yy £ CWNS Data Entry Portal (DEP)
Viewing records for: Maryland CD Contact Us P, v
Home Enter Survey Data Documents
Manage Small Community Forms Administration v
Welcome to the CWNS Data Entry Portal
Announcements
DEP Quick Access
DEP Help
This section will include any notes or
updates to the user
• State-specific approaches and
state surveys due May 31st 2022.
• View CWNS ID List and Enter Survey Data
• View and Add Survey Documents
• Manage Small Community Forms
• Training information - view schedule and past recordings
• State Coordinator's Manual
• Frequently Asked Questions
• Nonpoint Source Resource Guide
• Nonpoint Source Points of Contact
State Specific Approaches
[Purpose and Intro text] Approved state-specific approaches will be made available
in the table below.
Past Announcements
State Name
Infrastructure Type Status
Document
AL Example County Health Department Decentralized Survey.
Decentralized Approved
Example state approach (PDF! (50 KB)
GA Silviculture Nonpoint Source example approach.
Nonpoint Source Approved
Figure 5-1. DEP welcome page.
5.3.1 State-Specific Approaches
Approved state-specific approaches are highlighted on the welcome page so states can view the
approaches. This area includes directions for creating an approach, how to submit an approach, and
what to expect after upload. The State-Specific Approaches Submission Template found in Appendix I
can also be accessed on this page. It includes a table of state-specific approaches approved for use in the
2022 survey, including the state, name of approach, infrastructure type, status, and link to associated
documents. For more information on state-specific approach requirements and submittal process, see
Section 3.9.
5.3.2 DEP Home Page
States will be able to access additional CWNS resources within the DEP Home Page, including:
• Tools and resources, including annotation templates, Category lll-B Pump Station Spreadsheet,
and Word versions of small community forms.
• State Coordinator Manual.
• Frequently asked questions.
• CET resources, including the draft CET Methods Document.
• Training information, including training materials and recorded sessions.
• NPS resource guide.
• Announcements, including application release notes and newsletters.
5.3.3 CWNS DEP Table Filtering and Sorting
For every table within the DEP, states can use various actions to filter and sort visible rows. Table
functions include:
• Search: The text typed into a search bar, including numbers and letters, will be searched across
all columns. The search does not look for each typed element separately.
For example, if "federal 01000" is typed in, the search function will look for that phrase,
rather than "federal" and "01000" as two separate terms.
The search is not case sensitive.
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• Reports: In the CWNS ID list, two reports have already been generated: the "Primary Report"
that shows all facilities that have not been archived and the "Archived Facilities" report that
shows all archived facilities. You can create and save additional reports as needed.
• Choose number of rows to view: The value shown in this dropdown is the number of rows
visible on the page and can be adjusted.
• Filters: Any filter applied to the table will appear at the top of the table next to a green funnel
icon. By unchecking the box next to the funnel, the filter will be unapplied to the table. The state
can re-check it to reapply the filter. In the "Primary Report/' the "Review Status not in
'Archived'" filter is already applied.
• Download: Some data can be downloaded in comma-separated value (CSV) files. If download is
available, a "Download Data Table (CSV)" button will appear. This will download the data shown
on the page (all rows, not just the first 100) as they are filtered and sorted.
• Column header filter and sort: In many of the tables in the DEP, states can select a column
header. This contains a filter option that will only filter based on values in that column. The sort
value will allow the state to sort based on that column. Sort is alphabetical for letters.
• Reset: This button will remove all filters. In the case of the CWNS ID list, it will show the default
values of the last selected report.
5.3.4 Contact Us
For questions before the beginning of the survey, states should send questions to cwnsffiepa.gov. Once
the survey has started, states should request assistance from EPA through the "Contact Us" button in
the top right corner of the DEP application.
Clicking the "Contact Us" button opens a "Support Requests" window that includes all of the user's
support requests and allows them to create a new support request. EPA responses to support requests
can be viewed directly through the window. Email notifications are sent to the user when EPA has
responded.
Contact information for EPA staff and contractors supporting the CWNS is listed in Table 5-2.
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Table 5-2. CWNS Contact Information
Role
Headquarters Staff
Phone
Email
Team Leader
Joshua Klein
202-564-8616
klein.joshua@epa.gov
Assistant Team Leader
Elisabeth Schlaudt
202-564-8934
schlaudt.elisabeth@epa.gov
EPA Region
Regional Coordinator
Phone
Email
1
Katie Marrese
617-918-1658
marrese.katie@epa.gov
2
Mike Shaw
212-637-3785
shaw.michael@epa.gov
3
Ken Pantuck
215-814-5769
pantuck.kenneth@epa.gov
4
Amy Kuhs
404-562-9311
kuhs.wasan@epa.gov
5
Steffanie Crossland
312-353-4779
cossa.laura@epa.gov
6
Miranda Penn
214-665-7417
penn.miranda@epa.gov
7
Kelly Beard-Tittone
913-551-7217
beard-tittone.kelly@epa.gov
8
Jenn Berig
303-312-6262
berig.jennifer@epa.gov
9
D. Isaiah Larsen
415-972-3182
larsen.david@epa.gov
10
David Carcia
206-553-1566
carcia.david@epa.gov
Role
Contractor Name
Phone
Email
Reviewer (ERG)
Linda Hills
781-674-7366
linda.hills@erg.com
5.4 Icons
Icons for the DEP are shown in Table 5-3.
Table 5-3. Icons and Descriptions
Icon
Description
D
Enter survey
s
Edit
a
Archive
ft
Remove
?
Help text
A
Download
Q-
Select columns to search
a
Expand navigation pane
~
Collapse navigation pane
Saved report
Filter
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5.5 Document Management
5.5.1 Navigating the Document Library
CWNS Data Entry Portal (DEP)
Home
Enter Survey Data
Documents
Manage Small Community Forms Administration v
The "Documents" area allows states to see all documents that have been uploaded for any CWNS IDs
within their state. Using the document list, states can download documents, upload new documents,
archive documents, and update information (Figure 5-2) before entering the main survey. The DEP is not
prepopulated with documents from the previous survey, but a download of the metadata from previous
documents is available in this area.
• Note that uploading a new document in the document area will not link it to a CWNS ID. To link
the document to a CWNS ID, follow the instructions in Section 5.13.1.
+ Add New Document
Go Actions'^ Reset i Download Data Table (CSV)
Title Document Type Published Date Author Notes Base Month/Year for Cost Approval Status Download Edit Delete
Nutrients Nutrient Criteria Studies - 10 6/2/2021 6/1/2021
5.5.2
Figure 5-2. Document management list.
Delete a Document
Clicking the trashcan icon will allow the state to delete an outdated or duplicated document. A
document cannot be deleted if it is linked to a CWNS ID. To unlink a document and remove all
associated costs, see Section 5.13.1.3. If a document is linked to a CWNS ID that has been submitted for
federal review, it cannot be deleted.
5.5.3 Adding a New Document
Clicking the "Add New Document" button will open the "Upload New Document/Edit Document"
window (Figure 5-3). Note that the state coordinator can add a new document during needs data entry
for a specific CWNS ID in the Needs section of that survey.
To upload a new document:
1. Indicate how the document will be annotated.
a. If unknown, select "Not Annotated." Annotation is required for CWNS IDs with costs
greater than $40 million or that use only alternate documents. The state coordinator will
have the chance to edit the document metadata or annotation method when linking it to a
CWNS ID in the survey.
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b. If annotating in the DEP, page number fields will appear next to document metadata that
must be filled in. Select the checkbox next to "Title, author, and published date on first
page" if the metadata are on the first page of the document.
c. If annotating in Excel, click the appropriate radio button and be sure to also upload the
Excel spreadsheet annotations (document type 96) separately.
2. Select the document type. Some document types require certifications (see Section 5.5.3.2).
3. Enter document metadata. For Excel spreadsheet annotations (document type 96), enter the
document date and base month/year as the date the spreadsheet was created. Indicate in the
document title which documents or CWNS IDs are annotated within the spreadsheet (e.g.,
"Annotation for IUP") and list the state coordinator who created the spreadsheet as the author.
If not indicated in the document title, note which documents are annotated within the
spreadsheet in the "Notes" field.
4. (Optional) Include any notes about the document that might be helpful to you or the CWNS
review team.
5. Select "Upload document." Navigate the computer's file system to select the correct document.
Confirm that the correct document has been loaded.
6. Select "Save" to upload the document to the DEP. Once saved, the document will show up in the
document list and in the document search for any CWNS ID.
Figure 5-3. "Upload New Document/Edit Document" window.
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5.5.3.1 Older Documentation
If the state selects a document date before January 1, 2016, they will have to certify via a checkbox that
the document meets the eligibility criteria listed in Section 3.5.2. The certification statement is shown in
Figure 5-4.
Certification Statement
This document is older than six years and must be accompanied by a certification statement that
indicates the document meets eligibility criteria. Please certify that this document meets the eligibility
criteria below and provide an explanation in the Notes. Please contact CWNS Support if you have
questions.
Eligibility Criteria (see State Coordinator Manual for more information):
• Construction has not started.
• The project(s) are not funded.
• The project(s) are still needed and the scope is the same.
• Technology is still relevant and not outdated as the solution to the problem.
• Facility population has not changed substantially since development of the costs.
• There have been no substantive changes to environmental conditions since the original solution
was developed.
I certify that this document meets the eligibility criteria.
Figure 5-4. Older documentation certification statement.
5.5.3.2 Cost of Previous Comparable Construction
If the state selects Cost of Previous Comparable Construction as a document type, they will have to
certify that it meets all eligibility criteria (see Section 3.6) via a checkbox. For documents being used to
support only one CWNS ID, the state can waive prior approval via a checkbox. For documents being used
to support more than one CWNS, the state will need to submit the document for EPA approval prior to
use. See Section 3.6 for more guidance. The certification statement is shown in Figure 5-5.
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Certification Statement
Please certify that this Cost of Previous Comparable Construction (Document Type 5) document
meets the eligibility criteria below. Please contact CWNS Support if you have questions.
Eligibility Criteria (see State Coordinator Manual section 3.6 for more details):
• At least three comparable projects are included in the documentation.
• The comparable projects were bid or completed after January 1, 2016.
• The comparable projects are similar in size, scope, and geographic area to the submitted CWNS
facility.
• The documentation has detailed construction cost data for all the projects.
Please provide an explanation of why this document meets eligibility criteria in the Notes section.
• Example of confirmation statement: "The comparable construction projects are in the same
county as the CWNS facility and have flows in the range of -0.5% to +12% of the CWNS facility.
The costs for xyz equipment from project X will not be included since that is not in the scope of
this project, but all other equipment matches."
I certify that this document meets the eligibility criteria and understand that this document must be
approved before the costs associated with it are accepted.
Figure 5-5. Cost of previous comparable construction certification statement.
5.5.3.3 Mailing Documents
EPA strongly recommends that all documents be transmitted electronically. If a hard copy is all that is
available, please contact EPA using the "Contact Us" button in the DEP. In this unlikely event, please
follow steps 1-3 above, then for step 4 select "Mail hard copy to EPA (Contingency)—follow
instructions." Then select "Save." This will allow the state to save the metadata without uploading a
document.
5.6 Data Entry Statuses
Every state will begin with a prepopulated list of CWNS IDs in the DEP based on previous surveys. The
statuses of these facilities will all start as either "State Assigned" or "Archived." "Archived" CWNS IDs
were marked as "DE" or deleted in 2012. "State Assigned" CWNS IDs were federally accepted or
unsubmitted in the 2012 survey.
Each CWNS ID will go through several statuses (listed in Table 5-4) before becoming federally accepted
and included in the Report to Congress. These statuses will help states track the progress of each CWNS
ID. The survey status for each CWNS ID will be shown in the CWNS ID list (see Section 5.7) and at the top
menu of the survey page (see Section 5.8.1).
Table 5-4. Data Entry Statuses
Data Entry Status
Description
Archived
The CWNS ID is saved but cannot be changed or submitted for federal
review.
State Assigned
CWNS IDs migrated from the 2012 CWNS database start with this
status. The CWNS ID is available to the state for updating for the 2022
survey.
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State in Progress
The state is actively updating the CWNS ID.
Federal Review Requested
The state has completed all updates to the CWNS ID and submitted
associated data for federal review.
Federal in Progress
The federal reviewer is actively reviewing the CWNS ID.
State Correction Requested
EPA has reviewed the data and found errors, and the CWNS ID has
been sent back to the state for corrections. The state can view errors
and edit the CWNS ID data.
Federal Accepted
EPA has accepted the CWNS ID for inclusion into the Report to
Congress.
Federal Audit Requested
EPA has selected the CWNS ID for audit.
Federal Audit Assigned
EPA has assigned the CWNS ID to an audit reviewer.
State Annotation Requested
The CWNS ID reviewer has requested that documents for the CWNS ID
be annotated.
Federal Audit in Progress
The CWNS ID is actively being reviewed by an audit reviewer.
5.7 CWNS IDs List
CWNS Data Entry Portal (DEP)
Home
Enter Survey Data
Documents Manage Small Community Forms Administration v
The bulk of the data entry will begin in the "Enter Survey Data" section. Selecting this link in the header
will navigate the state to their CWNS ID list. This list will initially contain CWNS IDs from previous surveys
that were not purged (marked for permanent deletion). States are encouraged to archive (see Section
5.7.2) any CWNS IDs that are no longer relevant because the facility either is duplicated in another
CWNS ID or has been decommissioned.
Not all CWNS IDs from previous surveys in a state's CWNS ID list were federally accepted in
12012. Refer to https://www.epa.gov/cwns/clean-watersheds-needs-survev-cwns-2012-report-
and-data for information on federally accepted 2012 facilities and data. It is imperative that all
CWNS IDs be reviewed for accuracy and completeness before being submitted for federal
review.
The CWNS ID list will be automatically filtered to remove archived CWNS IDs from view. All active CWNS
IDs are listed in the primary report. States can select "X" next to the filter to view all CWNS IDs, including
archived ones. Alternatively, states can select the dropdown icon next to the primary report and
select the "Archived CWNS IDs" report to only view archived CWNS IDs.
Before data can be entered, an existing CWNS ID must be selected or a new one created. States can
search for all the CWNS IDs within their state, add new CWNS IDs, archive outdated CWNS IDs, or
update basic CWNS ID information through the CWNS ID list before entering the main survey (Figure
5-6).
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All CWNS IDs for Alabama
Use this table to create and update facility records, before entering the survey.
Enter Survey Data
+ Add New CWNS ID
I
Q,v Search 1. All Records v Rows 25 v Actions v Reset Current View i Download Data Table (CSV)
T D Row Filter
1 -25 of 334 [T)
CWNS ID CWNS Name Authority Name Infrastructure Type Review Status Small Community Form Request Tota| Needs Enter Archive CWNS
' Jr Status Survey ID
01000000007 Standard Test Case 7 Stormwater State In Progress Not Sent (^> ^5
01000000006 Standard Test Case 4 & Stormwater Test Stormwater Requested^^ Not Applicable $103,756 J^> ^3
Figure 5-6. CWNS ID list.
5.7.1 Searching for an Existing CWNS ID
States can search for a CWNS ID that is already in the CWNS ID list using multiple tools, as described in
Section 5.3.2. Some suggested search functions are:
• Using the search bar to search for the CWNS ID or its name.
• Selecting the table headers (e.g., infrastructure type) and filtering the table.
• Selecting the table headers and sorting the information alphabetically or numerically.
To remove the search filters, click the "Reset" button at the top right corner of the table. This will
display the primary report.
Some states may find it useful to organize CWNS ID information in an Excel table. The "Download Data
Table (CSV)" button at the top right corner of the table allows the state to download a CSV file with a list
of all the CWNS IDs, using the same columns presented in the CWNS ID list. CSV files can be opened with
Excel.
5.7.2 Archiving an Existing CWNS ID
Selecting the "Archive CWNS ID" folder icon will allow the state to change the status of an outdated or
duplicated CWNS ID to "Archived." The DEP will archive the information so it can be retrieved during the
data entry period if the removal was in error. To unarchive a CWNS ID, select the unarchive icon and the
CWNS ID survey status will be changed to "State Assigned."
5.7.3 Adding a New CWNS ID
Selecting "Add New CWNS ID" will open the window
shown in Figure 5-7. Information about data fields can
be found in Table 5-5. To add a new CWNS ID:
1. Enter the CWNS ID name.
2. The CWNS ID will be auto-generated by the
DEP, but is not saved until the "Save" button
is selected. Click the icon to edit the
CWNS ID if desired. Click the icon again
after editing the ID number to complete the
The CWNS ID is the unique 11-digit
identification number, either assigned by
the DEP or edited by the state to identify
each facility or group of related facilities.
The first two digits of the code are required
to be the state's two-digit Federal
Information Processing Standards (FIPS)
code. This is the basic unit of organization
and identifier for the survey and is used to
refer to the facility or facilities with which it
is associated.
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process and run a check to confirm that the CWNS ID is unique. If another facility has the same
CWNS ID (including archived CWNS IDs), it will not save.
| Once a CWNS ID has been saved, it cannot be edited again. This is to ensure consistency
of IDs between surveys. Contact CWNS Support if you need to alter an existing CWNS ID.
3. Fill in remaining required fields.
The CWNS ID's infrastructure type is an important piece of information that determines
I the flow of data entry and which data elements are required. Changing infrastructure
types for older CWNS IDs or for new CWNS IDs after beginning data entry is not
recommended.
4. (Optional) Enter a description of the CWNS ID and projects. This can be helpful when coming
back to a CWNS ID entry many months later.
5. (Optional) Select if the project is for a Superfund site. If selected, the DEP will open an optional
field for entering the Superfund Enterprise Management System (SEMS) ID. See
https://www.epa.gov/enviro/sems-search for more information on SEMS IDs.
6. If the CWNS ID is for a small community, toggle on "Owned by and serves a small community
(10,000 persons or fewer)." This will allow the state to send this CWNS ID a SCF (see Section
5.22).
7. Save.
Add/Edit CWNS ID
[x
* indicates required field.
* CWNS ID
Name:
?
* CWNS ID: 24000000001 0
* Infrastructure v
Type:
Description:
* Owner: Q Public Private Federal
Select if facility/project is a superfund site
* Owned by and serves a small community (10,000 people or fewer)
This CWNS ID is not ellaible to use the small community form.
Save 1
1
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Figure 5-7. "Add/Edit CWNS ID" window.
Table 5-5. Descriptions of Data Fields to Create a New CWNS ID
Field
Description
Required/Optional
CWNS ID Name
Name of the CWNS ID.
R
CWNS ID
The unique 11-digit identification number assigned by
the state to each facility or group of related facilities.
The first two digits are required to be the state's two-
digit Federal Information Processing Standards (FIPS)
code. For a new CWNS ID, the DEP will automatically
generate one that is random and unique.
Clicking the — icon makes the CWNS ID editable.
R
Infrastructure Type
For the CWNS, infrastructure types are used to
categorize groups of facility types based on pollution
mitigation measures. Infrastructure types are
wastewater, stormwater, NPS, and decentralized
wastewater treatment.
R
Description
Description of the CWNS ID.
0
Owner
Select "Public," "Private,"3 or "Federal."b
R
Superfund checkbox
If the CWNS ID is for a Superfund site, you can indicate
this by selecting this box.
0
SEMS ID
If you have selected the Superfund checkbox, an input
box will appear where a SEMS ID can be entered. See
https://www.eDa.gov/enviro/sems-search to search for
0
a SEMS ID.
Small community
toggle
Select if the population serviced by the CWNS ID is
10,000 or fewer.
R
aCWSRF eligibility for wastewater facilities is generally limited to publicly-owned facilities; however, privately-
owned reuse, stormwater, NPS, and decentralized facilities are eligible. If the state selects "Private" for a
wastewater CWNS ID, there will be a pop-up noting that needs associated with this facility may not be eligible.
b Needs associated with federal facilities are not CWSRF eligible, but technical data for wastewater facilities may
still be collected and reported. If the state selects "Federal," there will be a pop-up noting that needs associated
with this facility may not be eligible.
5.7.4 Updating CWNS ID List Data for an Existing CWNS ID
To edit the CWNS ID metadata, click the icon next to the CWNS ID name in the CWNS ID list. This will
open the same screen shown in Figure 5-7, with all the data populated. Edit the desired information and
select "Save."
5.7.5 Entering the Survey for a CWNS ID
After selecting a CWNS ID, the state can enter the survey and begin data entry. Each CWNS ID has a
unique link to the survey data entry area. To navigate to this area, select the "Enter Survey" icon in the
CWNS ID list (Figure 5-8).
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CWNS ID CWNS Name Infrastructure Type County Review Status Authority Name Total Needs
24888888909 Test Wastewater State In Progress
inter Surv
0
ey Archive CWNS ID
&
Figure 5-8. "Enter Survey" icon.
5.8 Data Entry Workflow
All data fields for a single CWNS ID survey are available on a scrollable page. Some sections of the survey
contain pop-up windows to facilitate data entry. The data are saved in each section so that users do not
have to complete the survey in one session.
EPA recommends that states complete data entry for a CWNS ID in the order the sections appear on the
page, from top to bottom, as shown in Figure 5-9. This is because later data fields can be dependent on
earlier fields. Completing sections out of order may require the state to revisit a section that was
previously completed, though the flexibility exists to work on most sections independently.
To help states understand where dependencies occur, Table 5-6 lists out the major data area
dependencies by section.
Figure 5-9. CWNS ID data entry workflow diagram.
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Table 5-6. Data Area Dependencies
Data Area
Dependency
Helpful For
Facility and change types
None
All sections
Permits
None
Physical location
Point of contact
None
Physical location
Facility types
Areas related to needs
Areas related to needs
None
CETs
Documents
Change types
Costs by document
Change types
CETs
Change types, areas related to
needs
Population
Facility types
Flow
Facility types
Flow to population ratio
Population, flow
Discharge
Facility types
Sewersheds
Facility types, population, discharge
Effluent
Facility types
Unit processes
Facility types
Asset management
None
5.8.1 CWNS ID Top Menu and Data Entry Notes
After the state coordinator clicks on the "Enter Survey" button for a CWNS ID, a top menu will appear to
help the state easily identify which CWNS ID they are currently working on (Figure 5-10). There are also
two useful links:
• The link on the top left side of the bar will return the state to their CWNS ID list.
• The top right side contains a link to "Data Entry Notes" (Figure 5-11), which opens a window
where a state can enter useful notes about the CWNS ID. Notes must be saved using the "Save"
button when finished.
- SEPA CWNS Data Entry Portal (DEP)
Viewing records for: Maryland O Contact Us
I'til' Facilities Home
CWNS ID: 24888888900 CWNS ID Name: Test Infrastructure Type: Wastewater Status: Federal Review Requested
D Data Entry Notes I
Figure 5-10. CWNS ID top menu.
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Data Entry Notes
X
Data Entry Note
Enter notes here,..|
Figure 5-11. "Data Entry Notes" window.
5.8.2 Sidebar Navigation
The state can use the navigation pane on the left of the screen to move between
sections of the survey page. This pane will automatically open when the state enters
a survey.
• Click the close icon in the top left corner of the screen to close the
pane.
• Click the hamburger ^3 icon to reopen the navigation pane.
5.9 Facility Types and Change Types
5.9.1 Facility Types List
The state must select facility types and change types for each CWNS ID to indicate
the types of facilities and planned changes for the CWNS ID (see Appendix B for the
full list of facility types with definitions and Appendix C for the full list of change
types with definitions). Clicking the "Edit" pencil icon will allow the state to modify facility types and
change types (Figure 5-12). The "Delete" button will remove the selected row.
Facility Types
Treatment Plant
Collection: Separate Sewers
Facility Type
Change Types
Process Improvement
Expansion
Add New Facility Type
Figure 5-12. Facility types list.
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5.9.2 Adding a New Facility Type and Associated Change Types
Selecting "Add New Facility Type" will open a window (shown in Figure 5-13 with data fields listed in
Table 5-7) where the state can add facility types and associated change type(s). The options for the
facility types will be filtered based on the infrastructure type indicated in the "Add/Edit Facility" window
shown in Section 5.7.3. Facility types must be unique, but a facility type can have multiple change types
if applicable. Selecting a change type other than "no change" is an indication that one or more capital
investments are needed for that facility and suggests that the state will be entering needs data later in
the portal. If "no change" and/or "abandonment" is selected for all facility types within the CWNS ID,
needs data will not be allowed later in the survey.
If the facility does not currently exist but will be constructed during the survey period, select "new." If
the facility is to be completely abandoned and not replaced, select "abandonment." Those two change
types cannot be used in conjunction with any other change types. Existing facilities can have multiple
change types.
To add new facility and change type(s):
1. Click the "Add New Facility Type" button under the facility types table.
2. Select the desired facility type from the available options in the dropdown (already filtered
based on indicated infrastructure type).
3. Select change type(s). If the facility already exists and has planned changes, select "Existing" and
choose one or more options from the list of change types.
4. Save.
5. Repeat steps 1-4 to add another facility/change type combination if desired. Available options
will be filtered based on previous choices.
Only select one of a given facility type per CWNS ID. Within that facility there can be many
I change types to cover all of the planned activities. For example, if you have a collection
system with two different projects, enter only one "Collection: Separate Sewer" facility
type. There should be only one of a given facility type within a CWNS ID. The change type
for new infrastructure as part of an existing facility should be "Expansion," not "New."
"New" should only be used to describe the construction of a completely new facility.
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Add/Edit Facility Type
* indicates required field.
X
?
Infrastructure Type:
Wastewater
* Facility Type:
Biosolids Handling Facility v
* Select Change Type:
No Change
New
Abandonment
O Existing
Rehabilitation
Replacement
Increase Capacity
Expansion
Process Improvement
Instrumentation/Electrical/Laboratory
Increase Level Of Treatment
Improve Energy Efficiency
Climate Change Adaptation
Improve Water Efficiency
Renewable Energy
Save 1
1
Figure 5-13. "Add/Edit Facility Type" window.
Table 5-7. Descriptions of Data Fields to Create a New Facility Type
Field
Description
Required/Optional
Facility type
For the full list and definitions of facility types, see Appendix B.
R
Change type
For the full list and definitions of change types, see Appendix
C.
R
If "existing" is chosen as a change type, one or more of the
checkboxes that appear must be selected.
R
5.9.3 Confirming Selected Facility Types
After modifying the facility types and change types, the state is prompted to click "Confirm Facility Types
and Continue Survey" (Figure 5-14) and continue data entry.
Facility types and change types are important pieces of information that determine the flow of
data entry. Changing the facility and change types after editing later sections of the survey for a
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CWNS ID is not recommended. To the extent possible, finalize all facility types and change types
before continuing through the survey.
Facility Types
Facility Type
Change Types
Treatment Plant
No Change
Add New Facility Type
Confirm Facility Types and Continue Survey
Figure 5-14. Facility types and change types confirmation window.
5.10 Permits
Both NPDES and non-NPDES permits associated with the CWNS ID can be entered into the DEP. A typical
NPDES permit number is a state abbreviation, followed by up to seven numbers and letters (e.g.,
OH1234567). If the state knows the permit number, they can look up information reported by the
facility (such as flow or location) to fill in other survey fields using data from the NPDES program
database. The DEP retrieves NPDES program data from a web service provided by the Enforcement
Compliance History Online website (https://echo.epa.gov/).
States can view all the permits currently associated with the CWNS ID in the permits list (Figure 5-15).
They can also add NPDES and non-NPDES permits, delete permit associations, and update permit
information. Linked NPDES permits can be used to enter or update location data, including address (see
Section 5.12.1).
The DEP is prepopulated with data from the previous survey; some information may be out of date.
States should review and remove any permits that are no longer relevant.
Permits Associated with Facility
Add or edit NPDES and/or Non-NPDES permits associated with your CWNS ID. Multiple permits can be added.
Permit Number Permit Type Edit Delete
Non-NPDES
AL0027723
NPDES Permit no longer in ICIS
Add NPDES Permit I Add Non-NPDES Permit
Figure 5-15. Permits associated with a facility.
5.10.1 Adding a NPDES Permit
Clicking "Add NPDES Permit" will open the window shown in Figure 5-16 with data fields listed in Table
5-8. To add a NPDES permit:
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1. Search for the permit number or facility name and select it from the search results.
a. The default search results only include active permits within ICIS-NPDES. Unchecking "Active
Permits" will allow the state to view terminated permits.
b. Multiple permits can be associated at once by selecting multiple check boxes.
2. Select "Add Selected Permit(s)" to associate the permit with the current CWNS ID.
If a permit is not in ICIS-NPDES, the state can add it as a non-NPDES permit (see Section 5.10.2).
Facility - NPDES Permit Search
X
?
State Alabama v
Q Active Permit
P
<
Go Actions v
1 - 50 of 5.000 >
Associate
NPDES
Permit
Facility Address
CWNS IDs
with
Permit
Permit
Expiration
(Street. City, State.
Associated with
Facility
Number
Facility Name
Permit Type
Status
Date
County
Zip)
NPDES Permit
~
ALR10BHNH
THE MARSHALL UAB
STUDENT HOUSING
General
Permit
Covered
Effective
3/31/2026
Jefferson
1201 3RD AVE S
BIRMINGHAM. AL
35233
01000253001
01888889010
Facility
Individual IU
5970 GREENWOOD
01888889000
01888889010
~
ALP000323
#212
Permit (Non-
NPDES)
Effective
8/31/2025
Jefferson
PARKWAY
BESSEMER. AL 35020
Add Selected Permit(s) II
Figure 5-16. NPDES permit search window.
5.10.2 Adding a Non-NPDES Permit
To add a non-NPDES permit, select "Add Non-NPDES Permit." In the window that opens (Figure 5-17):
1. Enter the permit number.
2. Select the permit type from the dropdown (choose the most appropriate option).
3. Save.
This is also where NPDES permits that are no longer in ICIS should be added. This can be indicated using
the permit type dropdown.
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Add/Edit Non-NPDES Permit
* indicates required field.
X
?
* Permit Number:
* Permit Type:
123456789
NPDES Permit no longer in IICIS v
If NPDES, please close this pop-up and use NPDES lookup.
Figure 5-17. "Add/Edit Non-NPDES Permit" window.
Table 5-8. Descriptions of Data Fields to Add a New Non-NPDES Permit
Field
Description
Required/Optional
Permit number
A unique number for the permit
R
Permit type
Select from the dropdown list: NPDES permit no
longer in ICIS, other, state—groundwater,
state—land application, state—other
R
5.11 Point of Contact
The state can view associated facility points of contacts and add, edit, delete, or search for new or
previously entered points of contact. The DEP is prepopulated with data from the 2012 survey; some
information may be out of date. States should review and remove any points of contact that are no
longer relevant.
5.11.1 Point of Contact List
The point of contact list (Figure 5-18) will display relevant information for each point of contact
associated with the CWNS ID.
I Note that while most point of contact information is optional, the state must select one
responsible entity (and associated authority name) for each CWNS ID.
Figure 5-18. Point of contact list.
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5.11.2 Point of Contact Search
Selecting "Point of Contact Search" will open the window shown in Figure 5-19. This feature allows
states to search across all previously entered points of contact and quickly add them to the current
CWNS ID. States can search the list by state or keyword to associate points of contact.
Point of Contact Search X
?
State Alabama
p
<
Search
1-50 of 891 >
Associate
with
Facility
Authority
Name
Contact
Name
Role Title
Address
County
Phone
Fax
Email
~
Authority Name
Mayor
PO Box 99
mayor@email.com
a
Utility Name
Utilities
Director
utilitydirector@email.com
Add Selected Point of Contacts)
Figure 5-19. Point of contact search.
5.11.3 Add Point of Contact
Selecting "Add Point of Contact" will open the window shown in Figure 5-20 with the data fields listed in
Table 5-9. To add a point of contact:
1. Fill in the authority name.
2. If the authority is the responsible entity for the CWNS ID, indicate this by clicking the checkbox
next to "Responsible Entity." One point of contact entry must be specified as the responsible
entity.
3. (Optional) Fill in the remaining fields.
4. Save.
The point of contact will be added to the DEP and will be available in the point of contact search for
other CWNS IDs.
| This contact information may be published as part of facility fact sheets, so only provide publicly
• available numbers or contact information that can be shared with the public.
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Add/Edit Point of Contact
X
1 indicates required field.
* Authority Name: Utility Name
Contact Name:
Role/Title: Utility Manager
Phone Number; 123-456-7890
Fax Number: ###-###-####
Email: utilitymanager@utility.com
Address:
Q Responsible Entity
Ext:
Address 2:
City
State Alabama
County
Zip #####-####
Figure 5-20. "Add/Edit Point of Contact" window.
Table 5-9. Descriptions of Data Fields to Create a New Point of Contact
Field
Description
Required/Optional
Authority name
Name of the authority for this CWNS ID
R
Contact name
Name of the point of contact
0
Role/title
Role or title of the listed point of contact
0
Phone number
10-digit phone number for the listed point of contact
0
Ext
Extension for the phone number
0
Fax number
10-digit fax number for the listed point of contact
0
Email
Email address for the listed point of contact
0
Address
Street address for the listed point of contact
0
Address 2
Additional street address information for the listed
point of contact
0
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Field
Description
Required/Optional
City
City for the listed point of contact
0
State
State for the listed point of contact
0
County
County for the listed point of contact
0
Zip
5-digit ZIP code or ZIP+4 digit code for the listed
point of contact
0
Responsible
entity
Check this box to indicate that this point of contact is
the primary authority responsible for the CWNS ID
(one responsible entity must be selected per CWNS
ID)
0
5.12 Location
The location data area (Figure 5-21) allows the state to view, add, edit, or delete the physical location of
the CWNS ID. The physical location should represent either the point location of the facility (e.g.,
treatment plant) or the area covered by the CWNS ID (e.g., OWTS). Latitude and longitude information
must be provided for all CWNS IDs (either point location or approximate centroid). States can also
identify additional areas related to needs within the location data area.
Location
Add or edit physical location information for your CWNS ID.
Physical Location I
Location Type Latitude Longitude Datum Cities County Zip Code Watershed Address
Point 32.352123 -86.286621 NAD 83 Montgomery 36106
Figure 5-21. Physical location data area.
5.12.1 Adding a Physical Location
The state must update the physical location type based on infrastructure type. Wastewater CWNS IDs
require coordinates and an address, while other infrastructure types can have locations that cover larger
areas, such as cities and towns, countries, or an entire watershed or state. Refer to Table 5-10 for the
location options available for each infrastructure type.
Table 5-10. Location Options by Infrastructure Type
Infrastructure
Type
Single
Latitude/Longitude
City(ies)/Towns
Indicate
Entire
County
Indicate
Entire
Watershed
Indicate
Entire State
Wastewater
Available
n/a
n/a
n/a
n/a
Stormwater
Available
Available
Available
n/a
n/a
NPS
Available
n/a
Available
Available
Available
Decentralized
Available
Available
Available
n/a
n/a
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Selecting "Add/Edit Physical Location" will open the window shown in Figure 5-22. To add a physical
location:
1. Select the type of physical location to be entered (list is filtered based on infrastructure type).
2. Update the coordinates by either:
a. Selecting "Confirm or Update Coordinates on Map." This button will open a map where the
state can search for an address or select a point on the map (Figure 5-23).
b. Selecting "Use location from associated NPDES Permit" (only available if the state has
already associated a NPDES permit with the CWNS ID). If multiple permits have been
associated, the dropdown will list each permit. Selecting a permit number will autofill
location information, including the address.
3. Enter the required location fields (i.e., city[ies] or towns, zip code, county, watershed, or state).
4. Save.
Using the map tool will autofill information in "Areas Related to Needs" (see Section 5.12.1).
Note that not all NPDES permits have location information. If this is the case for the
selected permit, this information will not populate.
Add/Edit Physical Location
X
indicates required field.
?
Type of Physical Location: Single Point
Populate Location and Coordinate data based on an associated
NPDES permit, if applicable and update data as needed
Use location from
associated NPDES
Permit:
Map Coordinates: Select center of location
* Latitude: 32.352123
* Longitude: -86.286621
* Datum: NAD 83
Address:
* City: Montgomery
* Zip Code: 36106
Figure 5-22. "Add/Edit Physical Location" window.
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Confirm or Update Coordinates
X
Choose a point nearest the center of the project if the physical location is not a single point.
+
Nashville
Kncstvilie
©
ii ,,i Memphis
Little Rock
a
Selected Location
Latitude / Longitude: 32.352123,-86.286621
State: Alabama
Address: 1405 E FairviewAve, Montgomery, Alabama,
36106
County: Montgomery (01101)
HUC8: Upper Alabama (03150201)
C
r- - — . 6
, Greenville
p
Col
0
l\ ^0l
Jackson
.•on tg ornery
j Mississippi
Baton Rouge Tallahassee
\ 1 m -rr* -m-' \ ^"0*" —— >
New Orleans
o
Jackson
Leaflet | Powered by Esri | Esri, HERE, Garmin, NGA, USGS, NPS
Figure 5-23. Physical location mapping tool.
5.12.2 Areas Related to Needs
The areas related to needs data area (Figure 5-24) allows states to associate additional locations,
including county(ies), congressional district(s), and watershed(s) with the need, if beyond the primary
location identified in the previous "Locations" window. As previously mentioned, this window wiii be
autofilled based on the location selected in the physical location window. States must indicate the
primary county, congressional district, and watershed where the majority of needs occur, and can select
additional counties, congressional districts, and watersheds if necessary. If the state does not indicate
any other locations in the table, it will include the locations based on the map selection by default.
States can remove any auto-generated areas if the information is not accurate.
I EPA recognizes that the congressional districts may change during the data entry period. If this is
the case, the primary congressional district will be updated based on the coordinates provided in
the physical location. EPA may reach out to states to clarify location requirements if needed.
For CWNS IDs that cover the whole state (i.e., NPS), each county, congressional district, and watershed
within the state must be entered. Use the "Add All Areas in State/Territory" button to enter all areas
related to needs within the state. States must still indicate a primary county, congressional district, and
watershed-this can be any area within the state.
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Area Related to Needs
Map Area Related to Needs
Add All Areas in State/Territory
Add the area related to needs for your facility or project. The "primary" area related to needs is usually the area corresponding to the Physical
Location. Include additional areas if the facility or project encompasses areas beyond the primary area. Selecting the primary location using "Map
Area Related to Needs" populates data for Counties, Congressional District, and Watershed.
Counties
Primary Area
County
FIPS Code
Edit
Delete
Yes
Frederick
24021
S
1fr
Congressional Districts
Add Congressional District
Primary Area
Congressional District
Code
Edit
Delete
Yes
06
2406
Watersheds
Add Watershed
Primary Area
Watershed
HUC-8
Edit
Remove
Yes
Monocacy
02070009
Figure 5-24. Areas related to needs data area.
5.12.3 Adding Areas Related to Needs
There are two ways to add an area related to needs: using a map or manually. To use the map feature:
1. Select "Map Areas Related to Needs." This will open the map shown in Figure 5-25.
a. The map will open to the coordinates provided in the physical location section.
b. States can change the map layers by selecting the appropriate radio button in the top right
corner of the map. The available layers are congressional districts, Hydrologic Unit Code
(HUC) (watersheds at the HUC 8 level), and counties.
2. Review the information provided in the pop-up. If the location is incorrect or is not provided,
click the correct area on the map. If needed, used the search feature on the map to find the
location.
3. Once the location information is correct, click "Submit." All three tables will update (though
duplicate entries will not be added).
a. If no other areas are indicated in the three tables, the first selection using the map will
automatically assign these areas as "primary." This will not happen if the map is used again.
b. The state can edit the primary locations by clicking the pencil ^ icon next to the desired
primary location and selecting the primary checkbox. This will remove the primary indicator
from another area if it was previously selected.
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Figure 5-25. Mapping feature for areas related to needs.
To manually add an area related to needs, click the "Add" button for counties, congressional districts,
and watersheds. Select the desired location from the dropdown and indicate that it is the primary
location by selecting the primary checkbox.
5.13 Documents
The documents library (Figure 5-26) allows the state to use one or more documents to support the
needs data entered into the DEP for each CWNS ID. To do this, the state must link all relevant
documents to the CWNS ID, then assign costs by category to the linked documents, either directly or by
using CETs.
Documents
Q-
Title Document Type
CIP
Test
CIP or Master
Plan -20
Published
Date
1/1/2021
Author Notes
Actions v
Base Month/Year
+ Add New Document
Reset ^ Download Data Table (CSV)
for Cost
1/1/2021
CWNS IDs Associated
with Document
24888888910
24888888911
Annotation
Type
Annotated in
PDF
Approval
Status
Not
Applicable
Download Edit Delete
1-1
Figure 5-26. Documents library.
5.13.1 Linking Documents to a CWNS ID
The state can link a document to a CWNS ID by searching for a document that was previously uploaded
(see Section 5.5) or by uploading a new document. The following sections will describe both processes.
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The document metadata (data entered during document upload) will be the same for all CWNS
IDs linked to the document. If the state edits the document metadata for one CWNS ID, it will
change for all CWNS IDs. If the state needs to indicate different metadata for a single document
J (such as different annotation methods), they must upload the document again as a separate
document. It is recommended that states include information about this in the "Notes" section
in the document upload area.
5.13.1.1 Searching for an Already-Uploaded Document
Clicking "Documents Search" will open the window shown in Figure 5-27. The document search allows
the state to search for all previously uploaded documents (described in Section 5.5). To associate a
previously uploaded document:
1. Search for documents by name or other metadata using the search bar or by filtering and
sorting using the table column headers.
2. Select one or more documents.
3. Click "Add selected document(s) to this CWNS ID."
Document Search
X
?
Q
-
Search
1 - 3 of 3
Document
Title
Type
Published
Date
Author
Base Month
Cost Info
Notes
~
Title 99 test
99 - EPA-HQ Approved
6/7/2021
Author
test
6/1/2021
~
An Excel
workbook
05 - Cost of Previous
Comparable
Construction
5/3/2021
Gomez
5/1/2021
The comparable construction projects are in the same county as the CWNS facility
and have flows in the range of-0.5% to +12% of the CWNS facility. The costs for
xyz equipment from project X will not be included since that is not in the scope of
this proj
~
6-14-21 test
04 - Non-
governmental Grant
Applications
7/6/2011
author
test
7/1/2011
Testing notes and older documentation.
1 - 3 of 3
Figure 5-27. "Document Search" window.
5.13.1.2 Adding a New Document
Clicking "Add Document" will open the window shown in Figure 5-28. To upload a new document and
automatically associate it with the current CWNS ID:
1. Indicate how the document will be annotated. Annotation is required for CWNS IDs with costs
greater than $40 million or that only use alternate documentation.
a. If the annotation method is unknown, the state can select "Not Annotated." If the CWNS ID
that is linked to the document has costs greater than $40 million or none of the linked
documents are primary, the document will need to be annotated before submitting the
CWNS ID for federal review. Note that if this document is linked to other CWNS IDs, its
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annotation must include information for those CWNS IDs if they also meet the above
criteria.
b. If annotating within the DEP, page number fields will appear next to document metadata
that must be filled in. Select the checkbox next to "Title, author, and published date on first
page" if applicable.
c. If annotating in Excel, indicate this for the PDF and for the Excel annotation document that
will be uploaded as a separate document (document type 96).
2. Select the document type. This may open additional fields (see Section 5.5.3 for more
information).
3. Enter all required fields for the document metadata. If the base month/year of the costs
presented in the document is unknown, it should be the same as the document's published
date. For Excel spreadsheet annotations (document type 96), enter the document date (and
base month/year) as the date the document was created. Indicate in the document title which
documents or CWNS IDs are annotated within the spreadsheet (e.g., "Annotation for IUP");
alternately, note that information in the "Notes" field. List the state coordinator who created
the spreadsheet as the author.
4. (Optional) Include any notes about the document that might be helpful to the state or to the
CWNS review team such as whether the uploaded document is supporting another or if it is a
duplicate of a previously uploaded document.
5. Select "Upload document (Preferred) - PDF and XLSX files only." Navigate the computer's file
system to select the correct document.
6. Save to upload the document to the DEP. Once saved, the document will show up in the
document list and any document search.
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Upload New Document/Edit Document X
* indicates required field.
?
* Annotation
O Not Annotated
Annotation is required when total needs for CWNS ID are above 40 million
Annotate in DEP dollars, or if no primary documents are included.
Annotated in PDF
Annotated in Excel
* Document Type
V
* Title
* Author
* Published Date
MM/DD/YYYY 0
* Base Month/Year of Cost
Information
MM/YYYY Q
Notes
*
O Upload document (Preferred) - PDF and XLSX files only (3 Mail hard copy to EPA - use the Contact Us link to request instructions
Browse
Choose File [fO
Figure 5-28. "Upload New Document/Edit Document" window.
5.13.1.3 Unlinking a Document from a CWNS ID
To unlink a document from a CWNS ID, the state should click the X icon under "Remove." This will
remove the document and any associated costs from the CWNS ID, but it will not delete the document
from the system. All CWNS IDs must be unlinked from a document before the document can be deleted
from the system.
5.14 Costs by Category
To add costs, the state must first select a document
that was previously linked to a CWNS ID and then
assign it to categories. To add a document to the costs
by category table, select "Add Documented Cost." This
will open the window shown in Figure 5-29. Then:
1. Select the document from the dropdown. This
list is filtered based on documents linked to the
CWNS ID.
2. Select the need category(ies) that are relevant
to the costs in the document.
3. Save.
Note that all needs for treatment plants
that provide advanced treatment should
generally be entered under Category II,
including needs associated with unit
processes early in the treatment train.
Since the plant produces advanced
treatment effluent, all of the unit processes
within the plant contribute to this
treatment level and should be considered
advanced treatment.
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Add Documents Needs Category
X
* Select Document: TEST (30) v
* Select Needs Category: I - Secondary Wastewater Treatment
_J II - Advanced Wastewater Treatment
lll-A - Infiltration/Inflow (l/l) Correction
lll-B - Sewer Replacement/ Rehabilitation
IV-A - New Collector Sewers and Appurtenances
IV-B - New Interceptor Sewers and Appurtenances
V - Combined Sewer Overflow (CSO) Correction
X - Water Reuse
XIV - Desalination
Save
1
Figure 5-29. Adding documents to the "Cost by Category" table.
Do not add Excel spreadsheet annotations (document type 96) to the "Costs by Category"
table. It is important to associate costs with the document that has the correct base
month/year for the cost being entered so that EPA can correctly account for inflation.
When that is done, the "Cost by Category" table will update to include the document and each selected
category (see Figure 5-30). The state can then add costs to the document and category.
Cost by Category
Add Documented Cost I Add Estimated Cost
Needs Category : I • Secondary Wastewater Treatment
Title Type
2 - Non-CWSRF Governmental Loan and Grant
title . .. .
Applications
Needs Category : III-A - Infiltration/Inflow (l/l) Correction
Title Type
2 - Non-CWSRF Governmental Loan and Grant
title
Applications
Designation
Primary
Designation
Primary
Published
Date
02/02/2022 Documented
Published
Date
02/02/2022 Documented
Base Amount Amount (Jan 2022 Edit
(S) $) Costs
Base Amount Amount (Jan 2022 Edit
($) $) Costs
Remove from
List
Remove from
List
55,200,000
Total Needs for Each Category
lll-A - Infiltration/Inflow (l/l) Correction
I - Secondary Wastewater Treatment
Total Amount (Jan 2022 $)
5,200,000
1,000,000
6,200,000
Download Documented Cost Data
Figure 5-30. "Cost by Category" table.
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5.14.1 Entering Costs
The state can add costs by clicking "Add Documented Cost" in the "Cost by Category" table. This will
open the window shown in Figure 5-31. Then:
1. If treatment plant is indicated as a facility type, the
form will ask for the type of treatment plant. Select
the appropriate option from the dropdown.
a. If the costs are not for the treatment plant,
indicate this by selecting "Not Applicable."
2. If the state would like to use the annotation table to
sum costs, they can select the "Use Table to Sum Cost?" toggle to open the annotation table.
a. If the state indicated that they were annotating in the DEP when uploading the selected
document, the table will be automatically set to open and must be used to annotate costs.
3. Enter project cost information line by line. Double-click "Add Project" to add a new line. When a
line is highlighted, clicking "Remove Project" will remove it.
4. If the table is open, the state will not be able to enter an amount directly in the "Base Amount"
field. This will automatically be summed from the cost column in the table.
5. The adjusted amount for inflation is a view-only field automatically calculated using the base
month/year indicated in the document metadata.
6. (Optional) Enter project start and end years.
7. Indicate if the cost addresses an SSO. This field may not display based on previous selections.
8. (Optional) Enter notes about the costs that may not be clear in either the annotation or the
document itself. This field is especially important if the costs are from a document with a mix of
eligible and ineligible projects or if it is unclear whether the project has been funded.
9. Save.
Costs for selected document
X
Document
test
Needs Category
1 - Secondary Wastewater Treatment
Please select the type of treatment plant:
Secondary Mechanical v
Use Table to Sum Cost?
cm
* Base Amount ($)
1,000,000
Adjusted Amount ($)
1,000,000
Documented project start and end dates:
2023 ^ - 2045 v
* Does this cost address an SSO?
No v
Notes about category needs and
project dates:
Save
I
Figure 5-31. Adding costs by document and category.
Eligible costs should be summed by
need category, with the need
category annotated (within the
document, the DEP's annotation
table, or the spreadsheet) for EPA
review.
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5.15 CET Inputs
CETs are available for states to use based on earlier DEP inputs and should only be used if there are no
existing documents that include cost estimates. State coordinators can provide inputs for estimated
costs by clicking "Add Estimated Cost" in the "Cost by Category" table. This will open the window shown
in Figure 5-32. The dropdown list will include the CETs available based on the infrastructure and facility
types selected at the beginning of data entry. The state will be prompted to select the document used to
justify projects and the need category associated with the cost. The document must contain the values
used to calculate the cost estimate, such as the future design flow for the treatment plant CET.
Add Estimated Cost
X
* Select Cost Estimation Tool:
Wastewater: Treatment Plant v
* Select document tojustify project(s):
TEST (30) ^
* Select Needs Category:
9 1 - Secondary Wastewater Treatment
II - Advanced Wastewater Treatment
Save 1
1
Figure 5-32. CET data area.
5.15.1 Wastewater: Treatment Plant CET
As discussed in Section 4.4.4 and shown in Figure 5-33 below, the treatment plant CET required inputs
are zip code, practice type (lagoon, aerated lagoon, secondary mechanical, disinfection only),
construction type (new/replace, rehabilitation, treatment upgrade, expansion, add disinfection), and
future design flow in MGD. Limits on acceptable flows depend on practice and construction type and are
also covered in Section 4.4.4. If the future design flow is outside the range that can be estimated using
the tool, use the maximum value as the input.
Add/Edit Cost Estimation Tool
* indicates required field.
- Wastewater: Treatment Plant
X
?
Needs Category
1 - Secondary Wastewater Treatment
* Zipcode
36106
* Practice Type
V
* Construction Type
V
* Future Design Flow
million gallons per day
Save
i
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Figure 5-33. Wastewater treatment plant CET window.
5.15.2 Wastewater: Collection CET
As discussed in Section 4.4.4 and shown in Figure 5-34 below, the wastewater collection CET required
inputs are need category and construction type (new, replace, or rehabilitation). For pipe projects,
inputs also include total length of pipe. For pump station projects, inputs also include capacity in MGD
and number of pump stations. Limits on acceptable parameters depend on practice and construction
type and are also covered in Section 4.4.4. To estimate costs for constructing a new pump station or
replacing an existing one under Category lll-B, use the "Category lll-B Pump Station Spreadsheet CET"
available through the "Tools and Resources" page of the DEP.
Add/Edit Cost Estimation Tool
- Wastewater: Collection
X
* indicates required field.
?
Needs Category
IV-A - New Collector Sewers and Appurtenances
* System ZIP code:
* Construction Type
V
* Pipe Length
feet
* Number of Pump Stations
* Pump Station Capacity
million gallon per day
(for a single pump station)
Figure 5-34. Wastewater collection CET window.
5.15.3 Decentralized CET
As discussed in Section 4.4.4 and shown in Figure 5-35, the decentralized CET required inputs are
county, construction type (new or rehabilitation/repair/replace), and sizing method (either population
or number of homes served). When using the population, states will be asked to estimate the
population per household.
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Add/Edit Cost Estimation Tool - Decentralized
* indicates required field.
Needs Category XII - Decentralized Wastewater Treatment Systems
* Zipcode
* Construction Type v
* Sizing Method Population ^
* Population Served
Figure 5-35. Decentralized CET window.
5.15.4 CSOCET
As discussed in Section 4.4.4 and shown in Figure 5-36, the CSO CET allows states to estimate costs to
control CSOs using a storage facility or stormwater practice. The required input(s) are volume in MG for
storage facilities and zip code, practice type, construction type (new development or redevelopment),
and quantity for stormwater practices. Stormwater inputs must also include one of the following sizing
methods: practice area, practice volume, or drainage area and drainage area impervious surface. Limits
on acceptable parameters depend on practice and construction type and are also covered in Section
4.4.4.
Add/Edit Cost Estimation Tool
* indicates required field.
- Combined Sewer Overflow
X
?
Needs Category
V - Combined Sewer Overflow (CSO) Correction
* Zipcode
36106
* Practice Type
V
* Construction Type
V
* Sizing Method
V
* Quantity
Save
1
Figure 5-36. CSO CET window.
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5.15.5 Stormwater CET
As discussed in Section 4.4.4 and shown in Figure 5-37, the stormwater CET required inputs are zip code,
practice type, construction type (new development or redevelopment), and quantity. Inputs must also
include one of the following sizing methods: practice area, practice volume, or drainage area and
drainage area impervious surface. Limits on acceptable parameters depend on practice type dependent
are also covered in Section 4.4.4.
Add/Edit Cost Estimation Tool - Stormwater
X
* indicates required field.
?
Needs Category Vl-B - Green Infrastructure
* Zipcode
* Practice Type v
* Construction Type v
* Sizing Method v
* Quantity
Save
i
Figure 5-37. Stormwater CET window.
5.15.6 NPS: Agriculture CET
As discussed in Section 4.4.4 and shown in Figure 5-38, the NPS agriculture CET required inputs are total
harvested acres and percent acres of need. This tool is designed to estimate needs for the entire state
(for states for which those data exist) or multiple counties. If the state coordinator has documented
needs in addition to those estimated by the agriculture CET, those needs should be entered under one
or more separate CWNS IDs; the locations associated with the separate IDs should not overlap to ensure
needs are not double-counted.
States have the option to use EPA's Cropland Acres Tool to estimate acres of need on a state or county
basis. They can do this by entering the total number of harvested cropland acres in the state, and the
tool will populate the "Acres of Need" field. The total number of harvested cropland acres in a state or
county can be found using USDA's Census of Agriculture at https://www.nass.usda.gov/AgCensus/. The
Acres Tool calculates the proportion of acres requiring conservation practices using NRCS's Conservation
Effects Assessment Project data, which can be found at https://www.nrcs.usda.gov/
wps/portal/nrcs/main/national/technical/nra/ceap/. For more information, see Section 6.2 in 2022 Cost
Estimation Tool Methods.
If states have their own estimates of needed acres, they can indicate that they would not like to use
EPA's Acres Tool and enter their estimate in the "Acres of Need" field. However, if using this approach,
states must ensure that their estimate of "Acres of Need" matches the assumptions in the agriculture
cropland CET. For more information see Section 6.2 in 2022 Cost Estimation Tool Methods.
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Cost Estimation Tool - Nonpoint Source: Agriculture
* indicates required field.
Needs Category Vll-A - NPS Control: Agriculture (Cropland)
* Scale State Q County
* Would you like to use EPA's Acres Tool to estimate your Acres of Need? Q Yes No
County *
Harvested Cropland
Acres * Acres Of Need *
Figure 5-38. Agriculture CET window.
5.15.7 NPS: Silviculture CET
As discussed in Section 4.4.4 and shown in Figure 5-39, the NPS silviculture CET required inputs are total
harvested acres and percent BMP implementation rate. This tool is designed to estimate needs for the
entire state for states for which those data exist. To estimate a state's total harvested acres, visit
https://www.fia.fs.usda.gov/tools-data/; to estimate a state's percent BMP implementation rate, visit
https://www.stateforesters.org/bmps/. For more information, see Section 7.2 in 2022 Cost Estimation
Tool Methods.
If the state coordinator has documented needs in addition to those estimated by the silviculture CET,
those needs should be entered under one or more separate CWNS IDs; the locations associated with the
separate IDs should not overlap to ensure needs are not double-counted.
Cost Estimation Tool - Nonpoint Source: Silviculture
X
* indicates required field.
?
Needs Category Vll-C - NPS Control: Silviculture
* Acres of forest land treated by cutting (harvesting, acres
thinning, etc.) annually and requiring BMPs for water
quality protection:
* Page Number
* BMP Implementation Rate %
* Page Number
Figure 5-39. Silviculture CET window.
5.16 Population and Flow
The population and flow data areas allow the state to view, edit, and update the population and flow for
the CWNS ID (Figure 5-40) and review the corresponding flow to population ratio.
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Population Information
Acc! or edit the population " reformation for your CWNS ID. altering residential and non-residential numbers separately. Non-residential
popu'ation or persons per unit is optional.
For wastewater CWNS IDs, population is editable for CWNS IDs with the facility types of Co lect-on: Separate Sewers and/or Collection:
Combined Sewers. CWNS IDs with only Treatment Plants and Interceptor Sewers wiil not have a receiving population. Upstrearr populations
come from sewershed connections made in the discharge section.
For decentralized CWNS IDs, population is calculated us; ng this equation: Tota: Population = Persons per Unit * Number of Units- If there is no
data for residential persons per unit, or the data shown is incorrect, please enter a value, Values outside of the range of 1-6 will require a
confirmation step. If you do not have a location-specfc data, you can use the national average of Z52 persons per household. Non-residentia!
population or population per unit "s optional and there is no range check.
Residential Population Non-Residential Population
Projected Projected
2022 Design 2022 Design
Population Population
Receiving Collection
15,346
19.374
Upstream Collection
0
0
0
0
Total Receiving Treatment
15,346
19.374
0
0
Information
Flow Information
Add or edit current design flow and future design flow for your facility.
Current Future
Design Design
How (MGD) Flow (MGD)
Flow nformation
Municipal Flow 2.120
2.120
Industrial Ffow
Infiltration Flow
Total Row 2.120
2.120
Wet Weather Peak
Flow to Pop Jason Ratio ^formation
Flow to Population Ratio (GPCD) 133.790
109430
Edit How Information
Figure 5-40. Population and flow data areas.
5.16.1 Population
Selecting "Edit Population" allows the state to update
the population information for the CWNS ID.
For this data area:
• "Residential Population" applies to people who
live within the service area of the selected facility.
• "Non-Residential Population" applies to people who do not live within the service area of the
facility but still use or are served by the associated sewers, treatment plants, or decentralized
Population is required for:
• Collection: separate sewers
• Collection: combined sewers
• OWTS
• Clustered system
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wastewater treatment systems. This population includes transient, seasonal, or commuting
workers and tourists.
• Upstream population—that is, the population sent downstream from a linked upstream facility
in a sewershed—is automatically calculated by the DEP.
• "Projected Design Population" refers to the estimated population in 2042, when planned
changes are complete. This is particularly important where reported needs are to increase the
population served by the CWNS ID. If the state does not have future population data for a CWNS
ID, they should default to the 2022 population value.
The DEP will not allow states to enter
population for CWNS IDs with treatment plant
I as the only facility type. Each treatment plant
must receive its population from an associated
collection system to prevent double-counting
population from collection systems and
treatment plants.
Selecting "Add/Edit Population" will open the window
shown in Figure 5-41 and allow the state to update the
population information for the CWNS ID. To edit the
population:
1. Enter the current and projected residential
design population for the receiving collection:
that is, the population received (or collected) directly by the CWNS ID.
2. If available, enter the current and projected non-residential design population for the receiving
collection.
3. Save.
4. For CWNS IDs with "New" as the only change type, meaning that this is truly a new collection
system, the state should enter the 2022 population as 0 and the population it will be serving
under "Projected Design Population." Be sure to report the existing 2022 population under the
I CWNS ID that is currently serving that population. For example, a new collection system and
treatment plant that is replacing on-site systems would have a 2022 population of 0 and the
decentralized CWNS ID would report the population currently served by those on-site systems.
That decentralized CWNS ID would have a projected population and needs of zero since the
needs associated with construction of the new centralized system are accounted for in this
CWNS ID.
Note that the 2012 population data were
updated to reflect each state's population
change based on the 2020 Census.
Population changes at the community level
will vary from the state's average, so state
coordinators should still review and update
population for each wastewater CWNS ID.
Decentralized CWNS IDs also have data for
population per unit. If there was data in
2012, that has been carried over
unchanged. If there was no data available,
the default is the average population per
unit for the state.
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Add/Edit Population Information Wastewater
* indicates required field.
Receiving Collection
Upstream Collection
Total Receiving Treatment
View Upstream Details
Residential Population
300
30
330
Projected Design
Population 2042
400
0
400
Non-Residential Population
20
20
40
Projected Design
Population 2042
30
0
30
Figure 5-41. Adding/editing population information.
5.16.2 Flow
After clicking "Edit Flow Information/' the state has two options for inputting flow based on the
information they have available: either by entering individual flows by category or by entering total
flow:
1. If information on individual flow types (e.g., municipal contribution) is available, use the
"Disaggregated Flow Options" radio button and enter values for municipal, industrial, and/or
infiltration flow (Figure 5-42). The DEP will automatically sum the values in each row to calculate
a total flow.
2. If disaggregated flow information is not available, change the input type to "Total Flow Only"
and only enter information in this row.
a. Toggling between the two options will cause a warning to appear (Figure 5-43), requiring
approval to delete previously entered information. Clicking "Yes" will refresh the previous
window and allow the state to only enter total flow information (Figure 5-44).
The DEP will not allow states to enter current flow for CWNS IDs with "New" as the only change
type because a plant that is planned for new constructed would have no current flow. If
reporting a new treatment plant, enter "0" for current flow and report the design flow of the
new treatment plant as the future flow.
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Add/Edit Flow Information
* Select level of detail to input/enter:
O Disaggregated Flow Options Total Flow Only
X
?
Current Design Flow (MGD)
Future Design Flow (MGD)
Flow Information
i
Municipal Flow
5
6
T
Industrial Flow
1
1
1
Infiltration Flow
0.5
0.5
T
Total Flow
7
8
Wet Weather Flow (Peak)
Save
1
Figure 5-42. "Add/Edit Flow Information" window for disaggregated flows.
x
Manually entering Total Flow will delete the following
information:
-Municipal (current, future)
-Industrial (current, future)
-Infiltration (current, future)
Do you wish to continue?
Cancel
Figure 5-43. Total flow warning.
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Add/Edit Flow Information
X
?
* Select level of detail to input/enter:
Disaggregated Flow Options O Total Flow 0n|y
Current Design Flow (MGD)
Future Design Flow (MGD)
Flow Information
Municipal Flow
Industrial Flow
Infiltration Flow
Total Flow
Wet Weather Flow (Peak)
Save
Figure 5-44. "Add/Edit Flow Information" window for total flow.
5.16.3 Flow to Population Ratio
The DEP calculates the flow to population ratio based on the population and flow previously entered by
the state.
(Total Flow x 1,000,000)
Flow to Population Ratio (aped) = -=—^„ — -^—r.———
r wr ^ Resident Receiving Collection
Population + (0.6 x
Non- resident Receiving
Collection Population)
If the ratio is outside 25-300 gped for current design flow or future design flow, the DEP will prompt the
state to explain by selecting a reason from a dropdown menu (Figure 5-45). If more than one flow value
is outside the range, only one reason is needed.
Flow to Population Ratio Outside of 25-300 GPCD Range
If the calculation is correct, select a reason for the out-of-range Flow to Population Ratio. Otherwise, correct the inputs.
* Select a reason for out-of-range Flow to Population Ration (GPCD)
V
Anticipate substantial population growth
Combined sewer
Discharges
Excessive inflow and infiltration
Industrial discharger(s)
Seasonal populations
1 ? 1
Add or edit the type of discharge for your CWNS ID. Multiple types of discharge can
Verified the data - unsure of reason
Other reason
for new or abandoned facility types).
Figure 5-45. Population to flow ratio.
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5.17 Discharge
The discharge data area allows the state to add, delete, or
update the different types of discharge for the CWNS ID.
The DEP will be prepopulated with data from the previous
survey; some information may be out of date. The state
should review and remove any data that are no longer
relevant.
5.17.1 Discharges List
In the discharge area (Figure 5-46), the state can review the type(s) of discharge, percent of discharge
(2022 or 2042 estimated), and receiving facility associated with the CWNS ID. The state can also edit,
add, or delete types of discharge as needed. The percent discharge must sum to 100 percent or 0; a total
percent discharge of 0 indicates that the type of discharge does not exist either in 2022 (this facility is
new) or is not expected to exist in 2042 (this facility is being abandoned).
• Note that if a CWNS ID includes multiple facility types, enter the discharge data of the
J downstream facility (e.g., for a collection system and treatment plant, enter the treatment
plant's discharge).
Discharges
Add or edit the type and percent of discharge for your CWNS ID. Multiple types of discharge can be added and must sum to 100% (or 0% for new or abandoned facility types). This section is
optional for decentralized and stormwater infrastructure types.
Type of Discharge
2022 % of Discharge
2042 Estimated % of Discharge
Receiving Facility
Edit
Delete
Outfall To Surface Waters
100%
90%
f
Reuse: Landscape-related irrigation
0%
10%
S
f
Total
100%
100%
Add Discharge Type
Figure 5-46. Discharge data area.
5.17.2 Adding a Type of Discharge
Clicking "Add Discharge Method" will open the window shown in Figure 5-47 with fields listed in Table
5-11. To add a type of discharge:
1. Select the type of discharge from the dropdown menu.
2. If "Discharge to Another Facility" is selected, a data entry field will appear with a "Look up
Facility CWNS Number" button that will allow the state to search for a CWNS ID (Figure 5-48).
3. Enter the current (2022) percent discharge.
4. Enter future (2042) estimated percent discharge.
5. Save.
6. Repeat steps 1-4 to add as many types of discharges as needed.
7. If the sum of the discharge methods is not 100% (or 0%), the DEP will display a warning in red
text. Use the edit pencil ^ icon to edit the values in the discharge methods as needed.
Discharge is required for:
• Treatment plant
• Collection: combined sewer
• Collection: separate sewer
Discharge is optional for:
• Decentralized
• Stormwater
• Other facility types under wastewater
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Add/Edit Discharge Method X
* indicates required field. 9
Type of Discharge: * 2022 % of Discharge: * 2042 Estimated % of Discharge: + CWNS Number: *
Discharge To Another Fac v 0 0
Look up Facility
CWNS Number
Figure 5-47. "Add/Edit Discharge Method" window.
Facility CWNS ID Search (x)
State Alabama v'
Qv
Search
Actions v
1 - 50 of 595 >
Associate with Facility
CWNS ID
Facility Name
County
~
01000783001
HOLLIS CROSSROADS SEPTIC
Cleburne
~
01000785001
STEWARTVILLE SEPTIC TANKS
Coosa
~
01000786001
BALLPLAY SEPTIC TANKS
Etowah
~
01000787001
RIDGEVILLE SEPTIC TANKS
Etowah
~
01000788001
GOLDVILLE SEPTIC TANKS
Choctaw
Add Selected Facility
Figure 5-48. Facility CWNS ID search.
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Table 5-11. Descriptions of Discharge Data Fields
Field
Description
Required/Optional
Type of
discharge
Select one of the discharge types from the
dropdown list. Only methods that are valid for the
facility type are listed. Only the discharge method
"Discharge to Another Facility" may be selected
multiple times.
R
2022 % of
discharge
Input the percent of discharge that is being sent to
the selected type of discharge.
R
2042 estimated
% of discharge
Input the estimated percent of discharge for 2042
to the selected type of discharge.
R
CWNS ID
The CWNS ID of the facility receiving the discharge.
R* (when discharge to
another CWNS ID is selected
as the type of discharge)
Table 5-12. Discharge Type Options
Discharge Type
Discharge Type Description
Outfall To Surface Waters
Discharge of treated municipal wastewater to waters of the
United States.
Ocean Discharge
Discharge of treated municipal wastewater to an ocean, sea, or
contiguous zone.
Deep well disposal (UIC Class
1)
Discharge of hazardous and nonhazardous municipal waste into
deep, confined rock formations below all underground sources
of drinking water using an Underground Injection Control (UIC)
Class 1 permit. Does not include discharge of treated municipal
wastewater into groundwater aquifers that may potentially be
used as drinking water sources.
Reuse: Industrial
Discharge of treated municipal wastewater to an industrial
facility for any application.
Evaporation
Facility allows for evaporation of water to the atmosphere.
Reuse: Landscape-related
irrigation
Discharge of treated municipal wastewater for irrigation of
parks, golf courses, road medians, and other landscapes. This
reuse application excludes all agriculture-related water reuse.
Overland Flow, No Discharge
Discharge of treated municipal wastewater to the ground
surface with no ultimate discharge.
Overland Flow With Discharge
Discharge of treated municipal wastewater to the ground
surface that ultimately discharges to a surface water.
Discharge To Another Facility
Discharge of untreated, partially treated, or fully treated effluent
to another facility, including to the collection system of another
facility.
CSO Discharge
Discharge of stormwater and untreated municipal wastewater
from a combined sewer system at a point prior to the POTW
treatment plant.
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Discharge Type
Discharge Type Description
Other
Discharge of treated municipal wastewater to a location
unknown or not defined by the options provided.
Reuse: Environmental
restoration and groundwater
discharge
Discharge of treated municipal wastewater to create, enhance,
sustain, or augment water bodies such as wetlands, aquatic
habitats, or stream flow. Includes groundwater recharge, deep
injection for salinity control, protection from saltwater intrusion,
stream flow augmentation and wildlife habitat, and source
water protection. Also includes groundwater recharge through
UIC Class V wells.
No Discharge, unknown
Facility has no discharge, and location or type of discharge is
unknown.
Reuse: Agricultural-related
and livestock watering
Discharge of treated municipal wastewater for the production of
crops for human consumption, non-food crops of commercial
value, and for drinking water for livestock. This discharge
category excludes landscape irrigation.
Reuse: Other Centralized Non-
Potable
Discharge of treated municipal wastewater for miscellaneous
non-potable applications such as dust control, soil compaction,
fire protection, commercial laundries, vehicle washing, street
cleaning, snowmaking, and others. This discharge category
excludes agriculture-related reuse and landscape irrigation.
Reuse: Potable
Discharge of treated municipal wastewater to an environmental
buffer or full advanced treatment facility with the intention of
eventually reusing it for drinking water purposes. This includes
both indirect potable reuse through introduction of recycled
water into an environmental buffer such as a surface reservoir
or groundwater aquifer, and direct potable reuse through
introduction of recycled water into a drinking water system.
Reuse: Impoundments
Discharge of treated municipal wastewater in an impoundment
(body of water within an enclosure). This includes both
unrestricted (use of reclaimed water in an impoundment in
which no limitations are imposed on body-contact water
recreation activities) and restricted (use of reclaimed water in an
impoundment where body contact is restricted). Includes
recreational impoundments and aesthetic impoundments.
5.17.3 Building and Editing a Sewershed in Discharge
The discharge data area is the only section where sewershed linkages can be built. The amount of
wastewater sent on, and to where, is determined when a state enters a percent discharge for a
discharge type of "Discharge to Another Facility." That percent discharge is applied to the total
population.
¦ Note that only downstream linkages from the current CWNS ID can be added. To add upstream
! linkages, go to the upstream facility and create downstream links.
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5.18 Sewersheds
As indicated above, a sewershed is a network of linked facilities that indicates the number of people
being treated by a particular facility. Especially important is the total number of people being treated by
wastewater treatment plants. Wastewater treatment plants are generally the "end facility" in the
network of the sewershed (where the flow ends up). To calculate the total population served by a plant,
the DEP sums the upstream population values based on the indicated discharge linkages.
5.18.1 Sewershed at a Glance
The DEP includes a "Sewershed at a Glance" feature that maps the sewershed network so the state can
quickly visualize if the linkages are correct. The feature displays the current CWNS ID with a bright blue
highlight and indicates the direction of flow using arrows from facility to facility with the percent of
discharge being sent onwards. Figure 5-49 shows a network of six example CWNS IDs.
Double clicking on a facility in the sewershed visualization will send the state to that CWNS ID survey.
This is a quick way to move around the sewershed.
Sewershed linkages can only be completed in the discharge data area (Section 5.17). Population
must be edited in the population data area (Section 5.16.1).
Figure 5-49. Sewershed at a Glance example.
5.18.2 Sewershed Table
The sewershed table (Figure 5-50) displays population and discharge percentage for each facility in the
sewershed. The selected CWNS ID is indicated in bold. States can click the "Enter Survey" & icon for
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discharge or population to be redirected to that survey section for the CWNS ID they selected to quickly
edit sewershed details.
• Editing information for a CWNS ID that is far upstream in the sewershed may have cascading
¦ effects on the population values for all downstream facilities. It is easiest to build and update
sewersheds by moving from upstream to downstream facilities, editing the final "End
Facility(ies)" last.
Note that the total population is not the population value treated by the facility. The total population is
all population (wastewater) that moves through the facility. The population that is treated by the facility
is the percent of discharge not discharged to another facility multiplied by the total population.
Current Future
Edit
CWNS ID Name Discharges To Discharge % Receiving Population Upstream Population * Total Population * Discharge Population
39999999014
Test Plant12
Test Plant21
50%
100
0
100
0
0
39999999013
Test Plantl 1
Test Plant21
20%
100
0
100
0
0
39999999014
Test Plantl2
Test Plant22
20%
100
0
100
0
0
39999999015
Test Plant21
Test Plant31
50%
100
70
170
0
D
39999999015
Test Plant21
Test Plant32
50%
100
70
170
0>
0
39999999016
Test Plant22
Test Plant32
100%
100
20
120
0
0
39999999018
Test Plant32
End Facility
NA
100
205
305
0
D
39999999017
Test Plant31
End Facility
NA
100
85
185
0
0
* Calculated by the PEP
Figure 5-50. Sewershed table.
5.19 Effluent
The effluent data area allows the state to indicate the effluent
treatment level for the CWNS ID. For CWNS IDs with a change
type of abandoned, only current treatment level data can be
entered; for CWNS IDs with a change type of new, only future
treatment level data can be entered. Change types are set at the
beginning of the survey with facility types. It is important to set
the change types before beginning this section—or, at the very
least, to know if the facility is new or being abandoned.
Effluent treatment levels are defined in Table 5-13. To edit the effluent data, click "Edit Effluent" to
open the window shown in Figure 5-51, then:
Effluent is required for:
• Treatment plant
Effluent is optional for:
• Honey bucket lagoon
• Storage facility
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1. Enter the current effluent treatment level.
2. Indicate if there is currently disinfection in
place.
3. Enter the future effluent treatment level.
4. Indicate if there will be disinfection in place.
a. If current disinfection is marked "Yes"
and future disinfection is marked "No,"
the DEP will display a warning indicating
that it seems like disinfection is being removed. Make sure this is correct before continuing.
5. Save.
Table 5-13. Effluent Treatment Level Definitions
Effluent Treatment Level
Definition
Raw
No treatment.
Primary
Typically, less than 45 milligrams per liter (mg/L) 30-day average
concentration of biochemical oxygen demand (BOD5), achieved by
removing floating debris and solids by screening, sedimentation, and
skimming. The primary treatment must remove at least 30 percent of
BOD5 and total suspended solids from the influent wastewater.
Secondary
Typically, 30 mg/L 30-day average concentration of both BOD5 and total
suspended solids and pH 6-9 (secondary treatment levels required for
some waste stabilization ponds and trickling filter systems may be less
stringent). In addition, the secondary treatment must remove at least 85
percent of BOD5 and total suspended solids from the influent
wastewater.
Secondary treatment is the minimum treatment required for discharges
from all municipal wastewater treatment facilities by the CWA; facilities
granted ocean discharge waivers under Section 301(h) are exempt from
this requirement (listed in Appendix K).
Advanced3
A level of treatment that is more stringent than secondary treatment or
produces a significant reduction in nonconventional or toxic pollutants
present in the facility's effluent. Examples of advanced treatment
indicators are nitrogen removal, phosphorus removal, ammonia removal,
metal removal, and synthetic organic removal.
a Note that the term "tertiary treatment" is not associated with a CWA treatment standard and can
be intended to mean either enhanced secondary treatment or advanced treatment. The word
"tertiary" should not necessarily be equated with advanced treatment.
If the treatment plant provides two
different effluent treatment levels
(secondary and advanced) and discharges
to surface waters, enter the treatment level
discharged to surface waters. If there is no
surface water discharge, enter the
treatment level of the majority of the
treated flow.
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Edit Effluent
* indicates required field,
X
?
* Current Effluent Treatment Level:
V
* Is there Disinfection (e.g.,chlorine, UV) currently in place?
No
Yes
* Future Effluent Treatment Level:
V
* Will there be Disinfection (e.g., chlorine, UV) in the future?
No
Yes
Figure 5-51. "Edit Effluent" window.
5.20 Unit Process
The unit process data area allows the state to view, edit,
and add new unit processes to the CWNS ID (Figure 5-52).
The DEP will be prepopulated with data from the previous
survey; some information may be out of date. This section
is optional— not required to submit the CWNS ID for
federal review.
Unit process is optional for:
• Treatment plant
• Phase I municipal separate storm sewer
system (MS4)
• Phase II MS4
• Non-traditional MS4
• Unregulated community stormwater
• NPS
Unit Processes
This is the Unit Process intro text.
Treatment Stage
Unit Process
Existing Flag
Planned Flag
Notes
Edit
Delete
Preliminary
Grit Removal
Y
fiT
Preliminary
Microstrainer, Primary
Y
fiT
Primary
Equalization, Flow
Y
fir
Primary
Sedimentation Primary
Y
t
Secondary
Trickling Filter, Biofilter
Y
n
Acid Unit Process
Figure 5-52. Unit processes list.
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5.20.1 Adding a Unit Process
Clicking "Add Unit Process" will open a new row of the unit process table for the state to edit (Figure
5-53). To add a unit process:
1. Indicate the treatment type. Treatment type and unit process data elements are dropdowns. For
the full list of unit processes for each infrastructure type, see Appendix L.
2. Select the unit process. This list is filtered based on the treatment type selection.
3. Indicate if the process currently exists or is planned to be installed.
4. (Optional) Add any notes about the process that may be useful to the state or EPA in
understanding the facility.
5. Save.
Add/Edit Unit Process
X
* indicates required field.
?
* Treatment Type Primary
+ Unit Process Equalization, Flow
V
* S Existing
Planned
Notes
Cancel
Save
1
Figure 5-53. "Add/Edit Unit Process" window.
5.21 Asset Management
The asset management data area allows the state to
view, edit, and update the asset management practices
for the CWNS ID (Figure 5-54). This section is optional—
not required to submit CWNS IDs for federal review. The
eligible future costs may also be entered under the "Costs
By Category" data area. This section is to inform EPA about the state of asset management plans for the
country's utilities.
Asset management is optional for:
• All wastewater CWNS IDs
• All stormwater CWNS IDs
• All decentralized CWNS IDs
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Asset Management
Please enter information about utility plan(s) for managing infrastructure
maintaining service levels:
capital assets to minimize the total cost of owning and operating them while
Asset Management Plans and Programs f=-
Implementation
Remaining Cost to Develop Program ($)
Annual Cost to Develop Program ($)
Asset Management Plans and Programs
In Processes of Developing
$1,000,000.00
$250,000.00
Figure 5-54. Asset management data area.
5.21.1 Adding an Asset Management Practice
Clicking "Edit Asset Management" will open the window shown in Figure 5-55. To add asset
management information:
1. Select the level of implementation from the dropdown. See Table 5-14 for a description of these
choices.
2. Input the dollar values for the fields that appear below the implementation choice. The
"Remaining Cost to Develop Program ($)" and "Annual Cost to Develop Program ($)" inputs are
updated based on which level of implementation is selected from the dropdown.
3. Save.
Add/Edit Asset Management
X
?
Please enter information about utility plan(s) for managing infrastructure capital assets to minimize the total
cost of owning and operating them while maintaining service levels:
* indicates required field.
Asset Management Practice:
Asset Management Plans and Programs
* Implementation:
In Process of Developing v
Remaining Cost to Develop Program ($):
10000
Annual Cost to Implement Program ($):
2500
Save
I
Figure 5-55. "Add/Edit Asset Management" window.
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Table 5-14. Descriptions of Data Fields to Create an Asset Management Practice
Field
Description
Required/Optional
Implementation
Select one of the implementation statuses from the
dropdown list.
R
Remaining costs to
develop program
Input the remaining costs. This is only available for "In
Processes of Developing" or "Considering
Implementation" selections.
R
Annual costs to
develop program
Input annual costs for the program. This is only
available for "Fully Implemented," "In Process of
Developing," or "Considering Implementation"
selections.
R
5.22 Small Community Form
EPA has developed a web-based form (document type 71) to capture the needs of small communities
that do not have other acceptable forms of documentation for needs.
In order to provide the form, the state needs to be able to confirm that the CWNS ID is owned by and
serves a small community within the DEP. A state should not use the SCF if a community is not
considered "small." A CWNS facility is considered small if it meets all of the following criteria:
• It is not one of several facilities serving a community of more than 10,000 persons.
• It and its wastewater system are not within an urbanized area, so it is not a component of (and
virtually indistinguishable from) surrounding adjacent entities that are not small.
• Its wastewater system is not physically connected to a regional treatment authority serving
more than 10,000 persons.
If a returned SCF indicates that the community does not meet one of these criteria (e.g., the facility now
serves more than 10,000 persons), the state should instruct the community to submit other
documentation, as the SCF will no longer be accepted as documentation for that community.
Communities do not need access to the DEP to update the SCF. A small community will receive
a unique URL that contains a copy of the data in the DEP to review and update. This copy is
• separate from the DEP data, so any data edited in it will not be reflected in the DEP. Once the
form is returned, the state can upload the data into the DEP after reviewing them.
If the small community requests a paper copy of the SCF, see Section 5.5.3.3 for how to download and
send the paper copy. Then, manually review, scan, and upload a PDF version of the completed form
under document type 75.
The 2022 SCF can be uploaded into the DEP and used to populate the CWNS ID survey with data
completed by the small community. This can only be done if the small community completes and
submits the form online. Data from hardcopy or PDF forms must be entered manually like all other
document types.
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5.22.1 Indicating a CWNS ID Is a Small Community
Before they may send a community an SCF, the state must indicate that the CWNS ID is a small
community by navigating to the "Enter Survey Data" tab and clicking on the edit icon next to the facility
name under the "CWNS Name" column of the CWNS ID table (Figure 5-56).
1. Click on the —1 icon next to the facility name.
2. Select the toggle for "Owned by and serves a small community (10,000 persons or fewer)." This
must be selected to send and receive the SCF using the DEP.
3. Save.
All CWNS IDs that were indicated as small communities in the 2012 survey will be indicated as
I small communities in the 2022 survey. The state should verify their status and, if necessary,
¦ change it by unselecting the small community toggle in the "Add/Edit Facility" menu in the
CWNS ID list. See the steps above.
Once a state has indicated a community is small, that CWNS ID will be available to select in the next
steps.
Add/Edit Facility
* indicates required field.
* Facility Name:
* CWNS ID: 36996002008
* Infrastructure
Type:
Description:
X
0
* Owner: Q Public Private Federal
Select if facility/project is a superfund site
Owned by and serves a small community (10,000 people or fewer)
This CWNS ID is eligible to use the small community form.
Figure 5-56. Indicating a CWNS ID serves a small community.
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5.22.2 Managing SCFs
States can manage SCFs in the "Manage Small Community Forms" area. This can be found in the top
menu of the DEP (Figure 5-57). This area will allow states to manage forms that are sent out to and
returned by small communities.
CWNS Data Entry Portal (DEP) Viewing records for: Alabama t^D Contact Us A v
Home
Enter Survey Data Documents
Manage Small Community Forms
Administration v
Figure 5-57. "Manage Small Community Forms" in the CWNS top menu.
The state can add their state logo and state agency name to personalize the form and let small
communities know the request is coming from the state. This logo will appear at the top of the page on
the electronic version of the SCF.
The state also has the option to indicate if they have a state PE who is willing to certify costs if the small
community does not have one. If so, the state can enter the PE's contact information so that once the
community has completed the SCF, it will be sent to the PE for certification. If the small community does
not have a PE and the state has not provided an alternative PE, the form cannot be used to document
costs (however, it can be used to provide inputs for a CET to generate costs).
In the "Manage Small Community Forms" area:
1. Click on the * icon to expand the "Small Community State Info" section (see Figure 5-58).
2. Enter the name of the state environmental agency and agency contact information. This is the
information that will be presented to the communities on their SCFs.
3. Select the "Choose file" option and upload the state logo.
4. If desired, select "Yes" to indicate there is a state PE that can certify needs. This will open fields
for the state PE's contact information.
5. Enter the state PE's name, email, and phone number. This information will not be available to
the small communities but will allow the DEP to automatically send the form to the state PE via
an online form if the community does not have a local PE to certify costs.
6. Click "Update" to save this information.
¦ The logo should be a small square or round photo of good quality.
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i
~ Small Community State Info
1 Update State Info
Please complete these fields so communities will know whom to contact. This information will be applied to all forms.
* Agency Name:
* Agency Contact:
* Agency Contact Email:
Alternate Agency Contact Email:
BCC these emails in all requests;
Upload State Logo to include on form.
Accepted image formats are [JPEG, PNG, and
GIF] (optional):
Emails must be comma separated
Choose File El Rem°"= L°9°
Do you have a state Professional Engineer (PE)
employee to certify needs, if a small community
does not have a local PE?
v This person wilt receive an email asking them to review and sign off on
costs in the SCF if a small community cannot obtain their own PE
signature.
Figure 5-58. Adding state information to the SCF.
5.22.3 Adding a CWNS ID to the SCF List
The SCF list is where the state can send and receive electronic SCFs. The list indicates if a form has been
sent and received, as well as the total amount indicated in the form by the small community.
Small communities do not have to use the electronic version of the SCF. The paper version can
be sent to states and, once returned, scanned, and uploaded as like any other document type
• (see Section 5.22.9). It is still helpful to indicate if the CWNS ID is a small community in the
CWNS ID list, but the following process does not need to be used if a small community can only
use paper documents.
To add a CWNS ID to this list:
1. Click "Add Small Community Form" (see Figure 5-59).
2. Use the search feature to find the CWNS ID. Only CWNS IDs that have be indicated as small
communities will show in the search feature (see Figure 5-60). If one appears to be missing,
return to the "Enter Survey Data" tab and search for the CWNS ID to confirm its "small
community" is turned on (see Section 5.22.1).
3. Select the check box next to the CWNS ID.
4. Click "Add Selected Facility" to add the selected facility(ies) to the SCF list.
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Figure 5-59. SCF list.
Q v Search Actions v
1-50 of 894 >
Select CWNS ID Name Authority Name Infrastructure Type Total Resident Population
(Q| 36008252001 Walworth m SD #1 STP & Onsites Wayne Wastewater 0
D 36001960050 Blooming Grove (T) San. Sewers 2 Orange Wastewater 0
~ 36006074001 Kirkland (T) San. Sewers & On-Sites Oneida Wastewater 0
D 36008052005 Gorham (T) San.Sewers (Canandiagua) Ontario Wastewater 0
D 36005021002 Westport (T) Wadhams SD STP Essex Wastewater 0
Add Selected Facility
Figure 5-60. Searching for a small community to add to the email list.
To delete an SCF, select the delete icon next to the CWNS ID in the SCF list. Note that this will not delete
the CWNS ID, just the SCF associated with the ID. If a SCF is deleted from the list while the community
has access to the link (i.e., after it is sent and before it is returned), the link will become "broken" and
they will not be able to edit the data from the deleted SCF.
5.22.4 Editing Small Community Data Before the Form Is Sent
The state may want to edit the data in the SCF before sending the form to the small community to
update. To do this, return to the main CWNS ID list and select "Enter Survey" as if updating any other
CWNS ID. It is best that data be updated in the DEP this way before the form is sent. Data cannot be
edited in the "Manage Small Community Forms" area.
5.22.5 SCF Workflow
The workflow presented in Figure 5-61 below can help states facilitate the process of sending and
receiving SCFs. As the form is updated, the state can track its status in the SCF list (shown in purple),
which can help states determine where a particular form is in the workflow.
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Small community fills out the rest
of the form and sends to a Local
Official, if the Local Official is not
themselves.
I
Local official signs off on needs. If
they do not agree with
community's inputs, entire form is
editable and can be updated by
the community or Local Official.
PE signs off on costs. If they do not agree with
community's estimates, costs are editable and can
be updated by the PE.
Form is returned to state
coordinator
Form can be
downloaded and
reuploaded as a
PDF. Coordinator
manually enters
usable data or
Archives form.
Figure 5-61. SCF workflow.
5.22.6 Sending a New SCF
Once a CWNS ID has been added to the SCF list, the state can send the form to the small community via
email. Each form will need to have a small community contact added to it before it can be sent. States
can also add a personalized message to each email as desired. The default email is shown in Figure 5-62.
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Hello [Name],
We're collecting data from communities to understand wastewater and water quality infrastructure needs
across the nation as part of EPA's Clean Watersheds Needs Survey. The survey is vitally important as it can
influence the amount of money Congress and your state legislature allocate for water quality improvements. We
need your help to provide information for [facility name] so your community's needs can be counted!
EPA has developed a brief online form that asks for basic details about your facility and its needed projects.
There are multiple ways you can provide estimated costs for the unfunded projects:
1. If you have existing planning documents, such as a capital improvement plan, please email them to:
[state coordinator email],
2. If you do NOT have planning documents (or if your documents do not address all your needs), you can
use the online form to:
o Provide an informal cost estimate
OR...
o Provide basic parameters about any needed projects (size/ location) and use an EPA cost
estimation tool to generate costs.
Use this link to complete the Small Community Needs Form for [Name of CWNS ID]
Note that you may receive more than one of these emails for different water quality facilities.
If you have any questions, please contact me at: [state coordinator email]. For more information, visit:
https://www.epa.gov/cwns/cwns-small-communitv-form.
Thank you,
[State Coordinator Name]
Figure 5-62: Default small community email.
To add a small community contact, go to "Manage Small Community Forms" and click the email E3
icon (Figure 5-59), then:
1. Enter the contact information of the small community (Figure 5-63).
2. (Optional) Add other recipient email addresses of the email. These emails must be comma
separated.
3. (Optional) Add a personalized message.
4. Save.
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Small Community Form Email Information
Status: Not Sent
* CWNS Number 36008252001
* Contact Name:
* Contact Email
CC:
Additional text to
include in email to
small community:
Cancel
Save
Figure 5-63. SCF email information.
After entering this information, the state can send the email with a unique URL the small community can
follow to view and update its form. Once the small community has completed the form and it is
returned via one of the routes in the workflow, the state can view and upload the data into the DEP.
5.22.7 Uploading a Returned Form
Once a small community (or state PE) returns an SCF, the state will need to review the returned data. If
the entered data are acceptable to the state, they can upload the form into the DEP.
To review and upload an SCF:
1. In "Manage Small Community Forms," click the view icon. This will open the SCF in the browser.
2. Review the data, noting any errors. (Section 5.22.8 describes how to address errors.)
3. Once the data has been reviewed, click the "Upload SCF" icon.
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4. Read the warning message that indicates all data in the form will overwrite what is currently in
the DEP and other fields you may need to complete after the upload:
Are you sure you want to upload the data from this Small Community Form?
After the upload completes, it is the state's responsibility to verify the data by entering the survey
for this CWNS ID within the DEP.
The following fields are NOT automatically populated by the DEP and must be filled manually by you
based on the information provided by the community and your best professional judgment:
• Physical location - select a latitude and longitude based on the address provided
• Areas Related to Needs - select at least one county, congressional district, and watershed
• For wastewater infrastructure types: link to the relevant CWNS ID if the Type of Discharge
"Discharge to Another Facility" was selected. Check for and make other updates, as
applicable, to connect the CWNS ID within a sewershed.
• Add any relevant information or additional detail to what was provided by the community
and submit the survey for Federal Review.
5. Click "OK" if you would like the continue.
6. Open the CWNS ID and fill in the information that cannot be imported by the form (i.e.,
latitude/longitude, areas related to need, discharge to another facility).
Small Community Form List ©
+ Add Small Community Form
Search
0 Send All Selected tQf Delete Selected
Q m Row text contains 'test 8'
, CWNS Infrastructure Contact
Number
Q 01000000095
Name
Type
Wastewater
Name
Test
Contact Email
cwns_support@erg.com
Last Status
Update
04/18/2022
13:35
Total Amount (Not Add Recipient View Upload
modeled) Email SCF SCF
Figure 5-64. Small Community Form View and Upload.
5.22.8 Making Corrections
If the state finds errors in the SCF data, there are two ways to correct them:
1. Ask the small community to fix the errors. For this method, the form would have to be deleted
and a new form generated that would go back through the entire workflow (including getting a
new signature from the local or state PE).
2. Upload the data with the errors and fix them within the DEP.
If the form will not upload due to validation errors, the state can download the form as is and update
the data manually, noting corrections in annotations or note fields in the corresponding data fields in
the DEP.
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5.22.9 Sending and Receiving Word Versions of the SCF
If a small community cannot access the online SCF, the state can download a Word version of the form
to send to the community to fill out manually. Hardcopy forms are available for each infrastructure type
through the DEP Home Page in both English and Spanish.
To send and upload a Word version:
1. Download the appropriate version(s) of the small community form from the DEP Home Page.
2. Send the form to the small community (either via email or by mail as a hardcopy). The
community can make edits using a pen or edit functions within Word. Update or remove the
text in red if a state Professional Engineer will be available to sign off on the costs.
3. When the form is returned (either by email or mail), scan the hardcopy document or publish the
updated Word document as a PDF.
4. Upload the form as a PDF in the DEP as a document type 75 using the process described in
section 5.5.3.
Note: All new data received in the form will need to be entered manually by the state.
5.23 State Correction Requests
After a CWNS ID has been submitted for federal review, EPA will review it for errors (as discussed in
Section 4.5.2). If EPA finds no errors during the full review of a CWNS ID, the federal reviewer will
change its status to "Federal Approved." If the federal reviewer finds errors (referred to as findings) or
requires clarification from the state, they will change the CWNS ID status to "State Correction
Requested" (SCR). This means the state coordinator is asked to address any findings within 10 business
days of receiving the notification. If the state does not respond in a timely manner, limited EPA
resources at the end of the survey period may not allow for a re-review of the updated information. The
state will be notified of this request via email, in addition to the visible status change in the CWNS IDs
list.
Many different types of findings can trigger an SCR. EPA has developed standard text for commonly
expected issues. Because this text may not provide the state coordinator with enough information about
the errors found, EPA will also add customized comments to provide more information. States will also
have the option to respond directly to each of the findings. See Table 5-15 for examples of findings,
additional text that EPA might provide for clarity, and potential state responses. See also Appendix M for
a full list of findings.
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Table 5-15. Example Findings, Comments, and Responses
Finding
EPA Comment
State Response
Costs appear to account for
inflation. Please update costs to
the base date.
The base date of the document
is 2019. The inflated costs for
future construction dates
should not be used as EPA will
adjust all costs to January 2022
dollars.
Updated to base date costs.
Entered costs appear to have
been double-counted. Please
remove duplicate costs.
It appears that the $350,000
rehabilitation project was
counted twice.
Those are actually two phases
of the same project (one for
each year), so both should be
included.
The uploaded document
includes more than one
designated document type (e.g.,
IUP and Engineer's Study).
Please upload each document
type separately.
Please provide each of the files
as separate documents and
resubmit.
The second document had
better project descriptions. 1 did
not use it to support any costs,
but 1 uploaded it separately.
5.23.1 Viewing CWNS IDs with an SCR Status
The state will be able to view all CWNS IDs that have a status of SCR through the "State Correction
Requests" custom report in their CWNS IDs list (see Figure 5-65). By clicking on the "Enter Survey" icon
next to a CWNS ID that has the SCR status, the state can review feedback and make corrections to the
CWNS ID.
Enter Survey Data
| + Add New CWNS ID |
Qv Search 1. State Correction Requests v
Reset Current View
Download Data Table (CSV)
Rows 100 v Actions v
~ Saved Report = "State Correction Requests' X Q Review Status contains 'State Correctior Requested'
X
1 -1 of 1
CWNS ID CWNS Name Infrastructure Type County Review Status Authority Name Total Needs
Enter Survey Archive CWNS ID
01S88889019 Test Small Community & Wastewater State Correction Requested
D to
1 -1 of 1
Figure 5-65. SCR custom report.
5.23.2 Responding to an SCR
State coordinators can address SCRs by updating information in the portal and responding directly to a
finding in the optional comment areas for each finding. Each section in the survey will contain a review
area (Figure 5-66) with three possible statuses:
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• No Findings: This section does not need to be reviewed by the state.
• Errors Found/Clarification Needed: This section has findings that the state should review and
make any required edits.
• Resolved: Any errors found in this section have been resolved and the state no longer needs to
review it (this will only display if the CWNS ID goes through multiple rounds of SCRs).
Facility Types
Add or edit the applicable facility and change type combinations for your CWNS ID.
Facility Type Change Types
Honey Bucket Lagoon Rehabilitation
Review - Facility Types
Section Status: Errors Found/Clarification Needed
Findings Comment To State
Honey bucket lagoon selected in urban area. Please check the location and facility type of this CWNS ID.
State Response
Resolved?
X
Edit
S
Add Facility Type
^ tff
Figure 5-66. Example review section in the survey.
Once the finding is addressed, the state can include a comment in the "State Response" field to explain
or supplement any edits they made. To include a comment, select the "Edit" icon next to the finding. A
pop-up will appear where the state can add their response (see Figure 5-67).
Add/Edit Finding _><^
Please let us know what values you changed (if any), and any other useful information to help us
continue the review.
State Response:
Cancel
Apply Changes
Figure 5-67. State response view.
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5.23.3 Resubmitting
Once any errors and/or questions have been addressed, the state can provide any additional
information in the free text comment area (located in the overview section at the bottom of the survey).
They will then need to re-submit the CWNS ID, which will set the status back to "Federal Review
Requested." EPA will re-review the CWNS ID and, if all issues are resolved, they will change the status to
"Federal Accepted." If there are any additional questions or errors, they will change the CWNS ID status
back to SCR. The state would then repeat the process outlined above until all errors are resolved.
If the state needs clarification on a finding before re-submitting the CWNS ID, they can send questions
through the "Contact Us" button. This will prevent multiple SCRs on the same CWNS ID. If a question is
about a specific CWNS ID, the state should include that information in the request.
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6. Post-Survey Data Availability
Once findings are reported to Congress, EPA will make data publicly available at the CWNS website
(https://www.epa.gov/cwns). EPA will develop online data visualization tools that allow users to view
and download specific data. States will also have access to a set of CSV files with their complete survey
submission.
6.1 Data Dashboard
The data dashboard will be an interactive display that allows users to select CWNS data for chosen
geographic areas in bar graphs and pie charts. Users will be able to filter by state and see the total
documented needs by category; official needs by category; number of facilities by size, flow, or
treatment; small versus large communities; total needs over time; and the number of facilities with
needs. See Figure 6-1 for the 2012 data dashboard.
CWNS 2012 Data and Reports
Maps Data Dashboard Technical Data Facility FactSheets Summary Report Detail Report Data Downloads
Nation
AK - Alaska
AL - Alabama
ft
Selected Criteria:
State(s): Nation
Total Documented Needs by Category
Total Needs: S 270,964.2M
544,490.1M
Official Needs By Category
S51,236.0M
548,002.0m
$19,185.8M
S6r085.2M
$52,357.5M
560,000M
^ 540,000M
c
-9 S3O,000M
1
z S20..000M
549,607.7M
ill Jj J i
¦ I - Secondary Wastewater Treatment -19.3%
II - Advanced Wastewater Treatment -18,3%
ni - Conve/ance System Repair -18.9%
IV - New Conveyance Systems -16.4%
V - Combined Sewer Overflow (CSO) Correction -17.7%
¦ VI - Stormwater Management - 7.1%
X - Recycled Water Distribution - 2,2%
* £
£ J
Needs Category
Figure 6-1. 2012 data dashboard.
6.2 Publicly Available Access Database
EPA will develop a clean version of the database (scrubbed of personal identifying information) and
make it available for download, similar to the 2012 publicly available database. This database will
include summary data for each data area and allow users to query data for their specific purposes.
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6.3 DEP Available for States
Information input to the DEP will be kept as "read only" and states will continue to have access between
surveys. Each state will be able to download an Access database version of their entire survey
submission that they can work in locally. Any changes to this version will not be reflected in EPA's
version.
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Appendices
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2022 CWNS State Coordinator Manual
Appendix A. Need Categories
Table A-l provides the full list of need categories and definitions.3 Categories were updated from 2012
to generally align with CWSRF categories. Four CWSRF categories are reported as change types in the
CWNS: "improve energy efficiency/' "climate change adaptation/' "renewable energy/' and "improve
water efficiency."
Table A-l. Need Categories and Definitions
2022
Category
Number
Category Name
Description
1
Secondary Wastewater
Treatment
This category includes needs for meeting secondary treatment
criteria. Secondary treatment typically requires a treatment
level that produces an effluent quality of 30 milligrams per liter
of both 5-day biochemical oxygen demand (BOD5) and total
suspended solids. (Secondary treatment levels required for
some lagoon systems may be less stringent.) In addition, the
secondary treatment must remove 85 percent of BOD5 and total
suspended solids from the influent wastewater.
This category also includes facilities granted waivers of
secondary treatment for marine discharges under section 301(h)
of the CWA and "honey bucket lagoons," though they do not
provide secondary treatment.
II
Advanced Wastewater
Treatment
This category includes needs for attaining or maintaining a level
of treatment that is more stringent than secondary treatment or
producing a significant reduction in nonconventional or toxic
pollutants in the wastewater treated by a facility. A facility is
considered to have advanced wastewater treatment if it
achieves one or more of the following: BOD5 less than 20
milligrams per liter, nitrogen removal, phosphorus removal,
ammonia removal, metal removal, or synthetic organic removal.
lll-A
Infiltration/Inflow (l/l)
Correction
This category includes needs for correction of sewer system l/l
problems. For infiltration, this includes controlling the
penetration of water into a sanitary or combined sewer system
from the ground through defective pipes or manholes. For
inflow, it includes controlling the penetration of water into the
system from drains, storm sewers, and other improper entries.
It also includes costs for preliminary sewer system analysis and
detailed SSESs.
3 Note that categories VIII, IX, XI, and XIII are no longer collected.
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2022
Category
Number
Category Name
Description
lll-B
Sewer Replacement/
Rehabilitation
This category includes needs for the maintenance (above and
beyond ongoing O&M), reinforcement, or reconstruction of
structurally deteriorating sanitary or combined sewers. The
corrective actions must be necessary to maintain the structural
integrity of the system.
IV-A
New Collector Sewers
and Appurtenances
This category includes needs for new pipes used to collect
wastewater from a sanitary or industrial wastewater source and
carry it to an interceptor sewer that will convey it to a treatment
facility.
IV-B
New Interceptor
Sewers and
Appurtenances
This category includes needs for constructing new interceptor
sewers and pumping stations to convey wastewater from
collection sewer systems to a treatment facility or to another
interceptor sewer. Needs for relief sewers are included in this
category.
V
CSO Correction
This category includes needs to prevent or control the periodic
discharges of mixed stormwater and untreated wastewater
(CSOs) that occur when the capacity of a sewer system is
exceeded during a wet weather event. This category does not
include needs for overflow control allocated to flood control,
drainage improvement, or the treatment or control of
stormwater in separate storm systems.
Vl-A
Gray Infrastructure
This category includes needs for stormwater management
program activities associated with the planning, design, and
construction of stormwater conveyance structures (e.g., pipes,
inlets, roadside ditches, and other similar mechanisms). This
category also includes needs associated with the planning,
design, and construction of structural BMPs that treat
stormwater (e.g., wet ponds, dry ponds, manufactured devices).
Vl-B
Green Infrastructure
This category includes needs for stormwater management
program activities associated with the planning, design, and
construction of low-impact development and green
infrastructure (e.g., bioretention, constructed wetlands,
permeable pavement, rain gardens, green roofs, cisterns, rain
barrels, vegetated swales, restoration of riparian buffers and
flood plains).
Vl-C
General Stormwater
Management
This category includes needs for activities associated with
implementing a stormwater management program. These needs
can include geographic information systems and tracking
systems, equipment (e.g., street sweepers, vacuum trucks),
stormwater education program startup costs (e.g., setting up a
stormwater public education center, building a traveling
stormwater education display), and stormwater management
plan development.
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2022
Category
Number
Category Name
Description
Vll-A
NPS Control:
Agriculture (Cropland)
This category includes costs to address NPS pollution control
needs associated with agricultural activities related to croplands.
These activities include plowing, pesticide spraying, irrigation,
fertilizing, planting, and harvesting. Examples of BMPs used to
address these needs are conservation tillage, nutrient
management, and irrigation water management.
Vll-B
NPS Control:
Agriculture (Animals)
This category includes all costs that address NPS pollution
control needs associated with agricultural activities related to
animal production (e.g., confined animal facilities and grazing).
Some typical BMPs used to address agriculture (animal) needs
are animal waste storage facilities, animal waste nutrient
management, composting facilities, and planned grazing. Any
costs associated with facilities or measures that address point
source pollution discharges are not reported in this category.
Vll-C
NPS Control:
Silviculture
This category includes all costs that address NPS pollution
control needs associated with forestry activities, such as
removal of streamside vegetation, road construction and use,
timber harvesting, and mechanical preparation for tree planting.
Some typical BMPs used to address silviculture needs are pre-
harvest planning, streamside buffers, road management,
revegetation of disturbed areas, structural practices (e.g.,
sediment control structure), and equipment (e.g., timber
harvesting equipment).
Vll-E
NPS Control:
Groundwater
Protection (Unknown
Source)
This category includes all costs that address groundwater
protection NPS pollution control needs, such as wellhead and
recharge area protection activities. Any need that can be
attributed to a specific cause of groundwater pollution, such as
leaking storage tanks, soil contamination in a brownfield, or
leachate from a sanitary landfill, is reported in the appropriate
specific category.
Vll-F
NPS Control: Marinas
This category includes all costs that address NPS pollution
control needs associated with boating and marinas, such as
poorly flushed waterways; boat maintenance activities;
discharge of sewage from boats; and the physical alteration of
shoreline, wetlands, and aquatic habitat during the construction
and operation of marinas. Some typical BMPs used to address
needs at marinas are bulk heading, pump-out systems, and oil
containment booms.
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2022
Category
Number
Category Name
Description
Vll-G
NPS Control: Resource
Extraction
This category includes all costs that address NPS pollution
control needs associated with mining and quarrying activities.
Some typical BMPs used to address resource extraction needs
are detention berms, adit (mine entrance) closures, and seeding
or revegetation. Any costs associated with facilities or measures
that address point source discharges are not reported in this
category.
Vll-H
NPS Control:
Brownfields/Superfund
This category includes all costs that address NPS pollution
control needs associated with 1) abandoned industrial sites that
might have residual contamination (brownfields) and 2)
hazardous waste sites covered under the Comprehensive
Environmental Response, Compensation, and Liability Act
(Superfund sites). All costs for work at brownfield or Superfund
sites, regardless of the activity, should be included in this
category. Some typical BMPs used to address needs at
brownfield or Superfund sites are excavation, removal, and
disposal of contaminated sediment/soil; cleanup of
contaminated groundwater or surface water; and capping of
wells to prevent stormwater infiltration.
Vll-I
NPS Control: Storage
Tanks
This category includes all costs that address NPS pollution
control needs associated with tanks designed to hold gasoline,
other petroleum products, or chemicals. The tanks may be
above or below ground level. Some typical BMPs used to
address storage tank needs are spill containment systems; in
situ treatment of contaminated soils and groundwater; and
upgrade, rehabilitation, or removal of petroleum/chemical
storage tanks. If these facilities or measures are part of
addressing NPS needs at brownfields, the costs go in Category
Vll-H, "NPS Control: Brownfields/Superfund."
Vll-J
NPS Control: Sanitary
Landfills
This category includes all costs that address NPS pollution
control needs associated with sanitary landfills. Some typical
BMPs used to address needs at landfills are leachate collection,
on-site treatment, gas collection and control, capping, and
closure.
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2022
Category
Number
Category Name
Description
Vll-K
NPS Control:
Hydromodification
This category includes needs to address the degradation of
water resources as a result of altering the hydrological
characteristics of coastal and non-coastal waters. For a stream
channel, hydromodification is the process of the stream bank
being eroded by flowing water, typically resulting in the
suspension of sediments in the watercourse. Examples of such
hydromodification activities include channelization and channel
modification, dams, and stream bank and shoreline erosion.
Some typical BMPs used to address hydromodification needs are
conservation easements, swales, filter strips, shore erosion
control, wetland development or restoration, and bank or
channel (grade) stabilization. This category includes any work
involving wetland or riparian area protection or restoration.
Vll-M
NPS Control: Other
Estuary Management
Activities
This category is only used for management activities in the study
areas of the 28 NEPs designated under section 320 of the CWA.
It includes costs associated with a limited number of estuary
management activities that may not be appropriately included
in other need categories. Some typical estuary BMPs are habitat
protection for aquatic species; fishery, oyster bed, and shellfish
restocking and restoration; fish ladders; rejuvenation of
submerged aquatic vegetation; artificial reef establishment;
control of invasive vegetative and aquatic species; and water
control structures for flow regime and salinity. Point source
technologies included in the NEP's Comprehensive Conservation
and Management Plans should not be included in this category.
X
Water Reuse
This category includes needs associated with conveyance of
treated wastewater that is being reused, including associated
rehabilitation/replacement needs. Examples are pipes to convey
treated water from the wastewater facility to the drinking water
distribution system or the drinking water treatment facility and
equipment for application of effluent on publicly owned land.
The needs associated with additional unit processes to increase
the level of treatment to potable—or less than potable but
greater than the level normally associated with surface
discharge needs—are reported in Category II.
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2022
Category
Number
Category Name
Description
XII
Decentralized
Wastewater
Treatment Systems
This category includes needs associated with the rehabilitation,
replacement, or new installation of on-site wastewater
treatment systems or clustered (community) systems. It also
includes the treatment portion of other decentralized sewage
disposal technologies. Costs related to the development and
implementation of on-site management districts are included
(but not the costs of ongoing operations of such districts). Costs
could also include the limited collection systems associated with
the decentralized system. Public ownership is not required for
decentralized systems.
This category does not include the needs to change a service
area from decentralized wastewater treatment to a publicly
owned centralized treatment system. Needs to construct a
publicly owned centralized collection and treatment system
should be reported in Category 1 and/or Category II. Needs to
install sewers to connect the service area to an existing
collection system are reported in Category IV-A and Category IV-
B.
XIV
Desalination
This category includes needs for treatment and disposal of
brine, desalination of brackish water to augment water supply,
aquifer recharge using desalinated sea water, and treatment/
reinjection of brackish groundwater.
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Appendix B. Facility Types
Table B-l provides the full list of facility types and definitions.
Table B-l. Definitions of Facility Types
Facility Type
Definition
Treatment plant
A combination of unit processes designed to receive and treat wastewater and then discharge the treated
wastewater (effluent) into the environment. This type includes both mechanical plants and lagoons or ponds
(other than honey bucket lagoons). It also includes unit processes intended to remove pollutants from CSOs
prior to the discharge of the overflow to the environment. It can also include package plants, although it is
up to the state if these are reported as treatment plants (wastewater) or clustered systems (decentralized).
This type does not include unit processes intended to thicken, stabilize, dewater, or store biosolids; they
should be designated as biosolids handling facilities.
Collection: combined sewers
Infrastructure designed to collect and transport a combination of wastewater and stormwater. This type
does not include sewers that were designed to carry only wastewater and infiltration/inflow, which should
be designated as collection: separate sewers.
Collection: separate sewers
Infrastructure designed to collect and transport wastewater. Although this type includes sewer systems that
collect and transport infiltration and inflow, it does not include sewers designed to carry both stormwater
and wastewater; they should be designated as collection: combined sewers.
Collection: interceptor sewers
Large sewer lines that collect the flows from smaller main and trunk sewers and carry them to the treatment
plant.
Collection: pump stations
Mechanical devices designed to move waste and other fluid from underground pipelines and storage areas
to higher elevations to reach the treatment plant.
Honey bucket lagoon
A shallow artificial lagoon where human waste from homes is transported to for disposal.
Storage facility
A facility that temporarily holds wastewater until it is transported and treated elsewhere.
Biosolids handling facility
A combination of unit processes designed to thicken, stabilize, dewater, or store biosolids prior to disposal.
Water reuse
The combination of unit processes used to convey treated wastewater that will be reused.
OWTS
A combination of natural and mechanical processes designed to collect, treat, and disperse or reclaim
wastewater from a single dwelling or building. Septic tanks and drainfields or holding tanks are examples.
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Facility Type
Definition
Clustered system
A combination of unit processes under some form of common ownership designed to collect wastewater
from two or more dwellings or buildings and convey it to a treatment and dispersal system on a suitable site
near the dwellings or buildings. Clustered systems include multifamily septic systems as well as package
treatment plants.
Phase 1 MS4
A combination of unit processes or BMPs designed to collect, treat, and transport stormwater for entities
regulated under the NPDES Phase 1 permit process. Phase 1 permits are required for medium (population
100,000-249,999) and large (population 250,000 or more) MS4s in incorporated places or counties with
populations of 100,000 or more. Capital projects to address primarily water-quality-related needs are
allowable for CWNS 2022. Projects with integrated water quality and water quantity benefits are also
permitted if the primary purpose is water quality. Only processes or practices that address water quality
problems or public health problems related to water quality are included in the CWNS.
Phase II MS4
A combination of unit processes or BMPs designed to collect, treat, and transport stormwater for entities
regulated under the NPDES Phase II permit process. Phase II permits were required for small MS4s
(population 99,999 or less) located in "urbanized areas" as defined by the Bureau of the Census, as well as
small MS4s outside urbanized areas that are designated by NPDES permitting authorities. Capital projects to
address primarily water-quality-related needs are allowable for CWNS 2022. Projects with integrated water
quality and water quantity benefits are also permitted, if the primary purpose is water quality. Only
processes or practices that address water quality problems or public health problems related to water
quality are included in the CWNS.
Non-traditional MS4
A combination of unit processes or BMPs designed to collect, treat, and transport stormwater for regulated
MS4s owned by non-municipal, public entities (e.g., universities, Departments of Transportation, prisons,
school districts). Capital projects to address primarily water-quality-related needs are allowable for CWNS
2022. Projects with integrated water quality and water quantity benefits are also permitted, if the primary
purpose is water quality. Only processes or practices that address water quality problems or public health
problems related to water quality are included in the CWNS.
Unregulated community
stormwater
In areas not regulated by NPDES permits, a combination of unit processes or BMPs designed to address
stormwater pollution control needs associated with new or existing development in urban or rural settings,
such as erosion, sedimentation, and discharge of pollutants (e.g., inadequately treated wastewater, oil,
grease, road salts and toxic chemicals) into water resources from construction sites, roads, bridges, parking
lots, and buildings.
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Facility Type
Definition
Agriculture—Cropland
A combination of BMPs designed to address water quality problems—or public health problems related to
water quality—caused by agricultural activities such as plowing, pesticide spraying, irrigation, fertilizing,
planting, and harvesting. The primary agricultural NPS pollutants are nutrients, sediment, animal wastes,
salts, and pesticides. Agricultural activities also have the potential to directly affect the habitat of aquatic
species through physical disturbances of adjacent land caused by equipment or water management activities
(e.g., dams, irrigation).
Agriculture—Animals
A combination of BMPs designed to address water quality problems—or public health problems related to
water quality—caused by agricultural activities related to grazing and animal production such as animal
feeding operations that are not subject to the concentrated animal feeding operation regulations. Animal
waste includes the fecal and urinary wastes of livestock and poultry; process water (such as that from a
milking parlor); and the feed, bedding, litter, and soil with which they become intermixed. Pollutants such as
organic solids, salts, bacteria, viruses, and other microorganisms, and sediments might be contained in
animal waste transported by runoff water and process wastewater.
Silviculture
A combination of BMPs designed to address water quality problems—or public health problems related to
water quality—caused by forestry activities such as removal of streamside vegetation, road construction and
use, timber harvesting, and site preparation for the planting of trees. Silvicultural activities can cause
degradation of water quality and habitat quality if care is not taken to prevent adverse effects. Sediment
from erosion due to tree harvesting activities and access road construction, temperature increases due to
riparian shade removal, and pesticides and fertilizer used during timber operations are some of the major
pollutants from timber harvesting sites. Silviculture BMPs include measures that control erosion from access
roads, maintain the stability of stream banks, ensure the revegetation of harvested areas, and control the
introduction of pesticides and fertilizers into waterways.
Marinas
A combination of BMPs designed to address water quality problems—or public health problems related to
water quality—associated with boating and marinas, such as poorly flushed waterways; boat maintenance
activities; discharge of sewage from boats; stormwater runoff from marina parking lots; and the physical
alteration of shoreline, wetlands, and aquatic habitat during the construction and operation of marinas.
Resource extraction
A combination of BMPs designed to address water quality problems—or public health problems related to
water quality—caused by mining, quarrying, hydraulic fracking, and oil/gas operations. Eligible water quality
projects that remediate or prevent contamination from these sites, whether active or abandoned, include
projects to treat drainage (e.g., acid mine drainage) and wastewater (e.g., fracking wastewater), prevent
aquifer contamination, excavate and remediate contaminated soil at the site, remove contamination from
water or soil that is not part of the site (e.g., removal of mine tailings from stream beds), or prevent runoff.
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Facility Type
Definition
Brownfields/Superfund
A combination of BMPs designed to address water quality problems—or public health problems related to
water quality—at abandoned, idle, or underused industrial and commercial sites. Brownfields or Superfund
sites can be in urban, suburban, or rural areas.
Storage tanks
A combination of BMPs designed to address water quality problems—or public health problems related to
water quality—caused by tanks designed to hold gasoline or other petroleum products or chemicals. The
tanks may be above or below ground level.
Sanitary landfills
A combination of BMPs designed to address water quality problems—or public health problems related to
water quality—at sanitary landfills. Sanitary landfills are landfills designed as disposal sites for nonhazardous
solid wastes rather than hazardous solid waste or biosolids.
Groundwater—unknown
source
A combination of BMPs designed to address groundwater protection needs from an unknown or otherwise
undefined source. Any need that can be attributed to a specific cause of groundwater pollution should be
indicated with a more specific type, such as storage tanks, brownfields, or sanitary landfills.
Hydromodification
A combination of BMPs designed to address water quality problems—or public health problems related to
water quality—associated with channelization and channel modification, dams, and stream bank and
shoreline erosion.
Estuary management
A combination of BMPs designed to protect the estuarine ecosystem. Examples include habitat for aquatic
species, fisheries, oyster bed, and shellfish restocking and restoration; fish ladders; rejuvenation of
submerged aquatic vegetation; artificial reef establishment; control of invasive vegetative and aquatic
species; and water control structures for flow regime and salinity.
Desalination
A facility to separate dissolved salts and other minerals from water for a water quality benefit.
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Appendix C. Change Types
Table C-l provides the full list of change types and definitions.
Table C-l. Change Types and Definitions
Facility Change
Definition
No change
There are no planned modifications. Note that this change type cannot be used in combination with
any other change type.
New
A new facility is being proposed or implemented. Note that this change type cannot be used in
combination with any other change type.
Abandonment
All unit processes or BMPs that make up the facility type will no longer be used or will be demolished
in the future. Examples are:
• Taking a treatment plant out of service. Its flows are redirected to another treatment plant.
• Taking a biosolids handling facility out of service and centralizing all biosolids treatment at one
regional biosolids handling facility.
• Replacing OWTSs with a central collection and treatment system.
Abandonment does not include taking single unit processes or BMPs out of service while still
maintaining the overall type of the facility (e.g., switching from chlorination to ultraviolet
disinfection). This change should be categorized as "process improvement."
If a facility is to be demolished and replaced in the same general location, the change should be
categorized as "replacement."
Note that this change type cannot be used in combination with any other change type.
Climate change adaptation
Implementing changes at the facility to mitigate the impacts of climate change (e.g., floods,
hurricanes). The climate change adaptation strategies are sufficient in and of themselves to document
need for projects. The strategies do not need to be linked to a water quality benefit or public health
benefit related to water quality.
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Facility Change
Definition
Expansion
Increasing the service area of an existing sewer system or NPS BMP. It also includes the addition of
new OWTS in a municipality where there are presently OWTSs with the rehabilitation change type.
This change does not include the construction of an entirely new sewer system, which should be
categorized as "new."
Increasing the treatment capacity for existing treatment plants, biosolids handling facilities, MS4s,
decentralized wastewater treatment systems, NPS BMPs, and desalination facilities. These changes
should be categorized as "increase capacity."
Improve energy efficiency
Implementing improvements to the facility to be more energy efficient (e.g., measures to reduce
chemical needs or O&M costs at a facility). The energy and other economic efficiencies will be
sufficient in and of themselves to document need for projects. The energy efficiencies do not need to
be linked to a water quality benefit or public health benefit related to water quality.
Improve water efficiency (new for
2022 survey)
Implementing improvements to the facility that reduce the demand for POTW capacity through
reduced water consumption (e.g., water meters, plumbing fixture retrofits or replacement, water-
efficient appliances, water-efficient irrigation equipment, education programs). The water efficiency
strategies will be sufficient in and of themselves to document need for projects.
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Facility Change
Definition
Increase capacity
Increasing the treatment capacity of existing treatment plants, biosolids handling facilities, MS4s,
decentralized wastewater treatment systems, and NPS BMPs with respect to flow or tonnage.
Examples are:
• Increasing a wastewater treatment plant's design flow from 1 to 2 MGD.
• Increasing a biosolids handling facility's capacity from 0.25 to 0.35 tons per day.
• Increasing the size of a multiple-unit leach field to handle additional flow.
• Increasing the size of a sediment basin used to capture runoff from a construction site.
• Replacing existing sewers with larger-capacity sewers or expanding existing pump stations to
pump more flow.
This change does not include:
• Increasing the level of treatment to meet more stringent effluent limits. This change should be
categorized as "increase level of treatment."
• Increasing the size of a sewer system by adding new sewers and expanding the service area. This
change should be categorized as "expansion."
• Adding sand filtration to an existing non-centralized treatment system. This change should be
categorized as "process improvement."
Increase level of treatment
Improving the degree of treatment. This refers to any improvement in unit processes or BMPs that
improves the effluent quality or decreases the concentration of most water quality variables from
runoff or nonpoint sources. The addition of nutrient removal is considered to be an improvement in
effluent quality (e.g., secondary effluent with nutrient removal represents higher-quality effluent than
secondary effluent without nutrient removal).
Instrumentation/electrical/laboratory
Adding new or modifying existing instrumentation systems (e.g., SCADA [supervisory control and data
acquisition]), electrical systems, or laboratory facilities at an existing facility of any type.
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Facility Change
Definition
Process improvement
Any improvement to a facility that does not increase the capacity, increase the level of treatment,
expand the service area, or make a similar change for existing treatment plants, biosolids handling
facilities, MS4s, decentralized wastewater treatment systems, and NPS BMPs. Examples are:
• Replacing coarse bubble diffusers with fine bubble diffusers at a wastewater treatment plant.
• Upgrading membranes at a desalination facility.
• Replacing pumps in a pump station.
• Adding sand filters to an existing decentralized cluster system.
If a more detailed or more appropriate change type is available, it should be used.
Redevelopment
Expanding, modifying, or otherwise upgrading existing gray or green stormwater management
measures.
Rehabilitation
Restoring or repairing parts of existing treatment plants, combined or separate sewer systems,
biosolids handling facilities, MS4s, individual on-site systems, and NPS BMPs with no increase in
capacity or level of treatment. Examples are:
• Performing extensive repair of existing sewers beyond the scope of normal maintenance
programs.
• Repairing deteriorating tank walls at a treatment plant.
• Replacing a deteriorated cover on an anaerobic digester.
• Adding a forebay to prevent sediment from entering a retention pond.
• Replacing membranes at a desalination facility.
This change does not include:
• Replacing of one or more sewers with another while maintaining the same capacity. These
changes should instead be categorized as "replacement."
• Performing any work that could be considered normal O&M.
Renewable energy (new for 2022
survey)
Implementing renewable energy production (e.g., wind, solar, methane capture and energy
conversion equipment, biosolids drying/dewatering and energy conversion equipment, co-digestion,
combined heat and power systems, hydroelectric systems). The renewable energy strategies will be
sufficient in and of themselves to document need for projects. The strategies do not need to be linked
to a water quality benefit or public health benefit related to water quality.
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Facility Change
Definition
Replacement
An existing facility is considered obsolete and is demolished, and a new facility is constructed on the
same site. For treatment plants, this generally implies the same degree of treatment as the
demolished plant.
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Appendix D. Facility Type and Change Type Associations
There are limitations to which change types can be associated with each facility type in the DEP. Table D-
1 provides these association rules.
"New," "abandonment," and "no change" change types cannot be used in combination with any other
change type, shown by gray highlighting. Facilities with a change type of "new" can only have facility
information for the newly proposed infrastructure. Facilities with a change type of "abandonment"
cannot also have change types to improve or modify the facility to be abandoned. Facilities with "no
change" as their change type are by definition not also incurring other changes. All other change types
can be combined as noted in the table.
Table D-l. Facility Type and Change Type Associations
Facility Type
Change Type
New
Abandonment
No Change
Increase Capacity
Increase Level of Treatment
Rehabilitation
Replacement
Redevelopment
Expansion
Process Improvement
Instrumentation/Electrical/Laboratory
Improve Energy Efficiency
Climate Change Adaptation
Improve Water Efficiency
Renewable Energy
Treatment Plant
*
*
*
*
*
*
*
*
*
*
*
*
*
Honey Bucket Lagoon
*
*
*
*
*
*
*
*
*
*
*
*
*
Storage Facility
*
*
*
*
*
*
*
*
*
*
*
*
Biosolids Handling
*
*
*
*
*
*
*
*
*
*
*
*
*
*
Collection: Combined Sewers
*
*
*
*
*
*
*
*
*
*
Collection: Separate Sewers
*
*
*
*
*
*
*
*
*
*
*
*
*
Collection: Interceptor Sewers
*
*
*
*
*
*
*
*
*
*
*
*
*
*
Collection: Pump Stations
*
*
*
*
*
*
*
*
*
*
*
*
*
Water Reuse
*
*
*
*
*
*
*
*
*
*
*
*
*
*
Desalination (Wastewater
Infrastructure)
*
*
*
*
*
*
*
*
*
*
*
*
*
*
OWTS
*
*
*
*
*
*
*
*
Clustered System
*
*
*
*
*
*
*
*
*
*
Phase 1 MS4
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
Phase II MS4
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
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Facility Type
Change Type
New
Abandonment
No Change
Increase Capacity
Increase Level of Treatment
Rehabilitation
Replacement
Redevelopment
Expansion
Process Improvement
Instrumentation/Electrical/Laboratory
Improve Energy Efficiency
Climate Change Adaptation
Improve Water Efficiency
Renewable Energy
Non-traditional MS4
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
Unregulated Community
Stormwater
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
Agriculture—Cropland
*
*
*
*
*
*
*
*
*
*
*
Agricu Itu re—An ima Is
*
*
*
*
*
*
*
*
*
*
*
Silviculture
*
*
*
*
*
*
*
*
*
*
*
Marinas
*
*
*
*
*
*
*
*
*
*
*
Resource Extraction
*
*
*
*
*
*
*
*
*
*
*
Brownfields/Superfund
*
*
*
*
*
*
*
*
*
*
Storage Tanks
*
*
*
*
*
*
*
*
*
*
*
Sanitary Landfills
*
*
*
*
*
*
*
*
*
*
*
Groundwater—Unknown Source
*
*
*
*
*
*
*
*
*
*
*
Hyd romod if icat ion
*
*
*
*
*
*
*
*
*
*
*
Estuary Management
*
*
*
*
*
*
*
*
*
*
*
Desalination (NPS Control
Infrastructure)
*
*
*
*
*
*
*
*
*
*
*
*
*
*
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Appendix E. Facility Type Associations
There are limitations to which facility types can be combined with other facility types for one CWNS ID in
the DEP. Tables E-l through E-4 provide these association rules.
Table E-l. Wastewater Facility Type Associations
Facility Type
Treatment Plant
Collection: Interceptor Sewers
Collection: Combined Sewers
Collection: Separate Sewers
Storage Facility
Collection: Pump Stations
Biosolids Handling
Water Reuse
Desalination (Wastewater Infrastructure)
Honey Bucket Lagoon
Treatment Plant
*
*
*
*
*
*
*
*
*
Collection: Interceptor Sewers
*
*
*
*
*
*
*
*
*
Collection: Combined Sewers
*
*
*
*
*
*
*
*
*
Collection: Separate Sewers
*
*
*
*
*
*
*
*
*
Collection: Pump Stations
*
*
*
*
*
*
*
*
*
Storage Facility
*
*
*
*
*
*
*
*
*
Biosolids Handling
*
*
*
*
*
*
*
*
*
Water Reuse
*
*
*
*
*
*
*
*
*
Desalination (Wastewater
Infrastructure)
*
*
*
*
*
*
*
*
*
Honey Bucket Lagoon
*
Table E-2. Decentralized Facility Type Associations
E
CO
TS
0)
to
0)
Facility Type
o
V)
3
U
OWTS
*
*
Clustered System
*
*
3
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2022 CWNS State Coordinator Manual
Table E-3. Stormwater Facility Type Associations
Facility Type
Phase 1 MS4
Phase II MS4
Non-traditional MS4
Unregulated Community Stormwater
Phase 1 MS4
*
Phase II MS4
*
Non-traditional MS4
*
Unregulated Community Stormwater
*
Table E-4. NPS Control Facility Type Associations
Facility Type
Agriculture—Cropland
Agricu Itu re—An ima Is
Silviculture
Marinas
Resource Extraction
Brownfields/Superfund
Storage Tanks
Sanitary Landfills
Groundwater—Unknown Source
Hyd romod if icat ion
Estuary Management
Desalination (NPS Control
Infrastructure)
Agriculture—Cropland
*
*
*
*
*
*
*
*
*
*
*
*
Agricu Itu re—An ima Is
*
*
*
*
*
*
*
*
*
*
*
*
Silviculture
*
*
*
*
*
*
*
*
*
*
*
*
Marinas
*
*
*
*
*
*
*
*
*
*
*
*
Resource Extraction
*
*
*
*
*
*
*
*
*
*
*
*
Brownfields/Superfund
*
*
*
*
*
*
*
*
*
*
*
*
Storage Tanks
*
*
*
*
*
*
*
*
*
*
*
*
Sanitary Landfills
*
*
*
*
*
*
*
*
*
*
*
*
Groundwater—Unknown Source
*
*
*
*
*
*
*
*
*
*
*
*
Hyd romod if icat ion
*
*
*
*
*
*
*
*
*
*
*
*
Estuary Management
*
*
*
*
*
*
*
*
*
*
*
*
Desalination (NPS Control Infrastructure)
*
*
*
*
*
*
*
*
*
*
*
*
4
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2022 CWNS State Coordinator Manual
Appendix F. Facility Types and Need Categories Associations
There are limitations to which facility types can be associated with each need category in the DEP. Table F-l provides these association rules.
As an example of how to use this table, consider a "collection: interceptor sewers" facility type. This can only be associated with 111-A, lll-B, IV-A,
and IV-B.
Table F-l. Facility Types and Need Categories Associations
Facility Type
Need Category
<
i
CO
1
<
1
>
CO
1
>
>
<
1
>
CO
1
>
Vl-C
<
¦
>
CO
1
>
Vll-C
Vll-E
Vll-F
Vll-G
Vll-H
I
>
I
>
I
>
§
I
>
X
X
>
X
Treatment Plant
*
*
*
*
*
Honey Bucket Lagoon
*
*
Collection: Combined Sewers
*
*
*
Collection: Separate Sewers
*
*
*
*
Collection: Interceptor Sewers
*
*
*
*
Collection: Pump Stations
*
*
*
*
Storage Facility
*
*
*
*
*
*
*
Biosolids Handling
*
*
Water Reuse
*
*
Desalination (Wastewater
Infrastructure)
*
*
OWTS
*
Clustered System
*
Phase 1 MS4
*
*
*
Phase II MS4
*
*
*
Non-traditional MS4
*
*
*
Unregulated Stormwater
Management
*
*
*
Agriculture—Cropland
*
F-l
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2022 CWNS State Coordinator Manual
Facility Type
Need Category
<
i
CO
1
<
1
>
CO
1
>
>
<
1
>
CO
1
>
Vl-C
<
¦
>
CO
1
>
Vll-C
Vll-E
Vll-F
Vll-G
Vll-H
I
>
I
>
I
>
§
I
>
X
X
>
X
Agricu Itu re—An ima Is
*
Silviculture
*
Groundwater—Unknown Source
*
*
Marinas
*
Resource Extraction
*
Brownfields/Superfund
*
Storage Tanks
*
Sanitary Landfills
*
Hyd romod if icat ion
*
Estuary Management
*
Desalination (NPS Control
Infrastructure)
*
*
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2022 CWNS State Coordinator Manual
Appendix G. Designated Document Types
Table G-l provides the full list of document types, designations, and definitions. See Section 3.5.1 for guidance on how to use certain document
numbers. Note that alternate documents, with the exception of document type 5 (Cost of Previous Comparable Construction), may only be used
to document projects and require additional documentation to support costs.
Document
No.
Document Type
Designation
Description
Preapproved Documents
1
CWSRF 1 UP/Project
Priority List
Primary
States prepare an annual IUP as part of their capitalization grant application process. This
plan identifies the intended uses of the funds and how they support the goals of the
CWSRF, including specific activities the state intends to support. It includes a list of
projects—the Project Priority List—that may receive CWSRF assistance. The plan also
includes NPS and estuary protection activities that the state expects to fund. A state's IUP,
which is prepared annually, uses state-assigned criteria to identify which projects (for
Section 212 projects) or which project categories (for Section 319 or 320 projects) the
state intends to fund with CWSRF money.
2
Non-CWSRF
Governmental
Loan and Grant
Application
Primary
A grant or loan application for another federal and state program. Examples include ARPA
grants, EPA's WIFIA loans, USDA's Rural Development Grant and Loan Program, EPA's 319
NPS Grants, Housing and Urban Development's Community Development Block Grant,
USDA Rural Utilities Service funding and Federal Emergency Management Agency Hazard
Mitigation Grants (including Flood Mitigation Assistance and Building Resilient
Infrastructure and Communities Grants), the Sewer Overflow and Stormwater Reuse
Municipal Grant Program, and the Virginia Department of Environmental Quality's Water
Quality Improvement Fund.
3
CWSRF Loan Pre-
application/Final
Application
Primary
An application for a CWSRF loan.
4
Non-governmental
Grant Application
Alternate
A grant application written to a non-governmental organization, such as the Chesapeake
Bay Trust.
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Document
No.
Document Type
Designation
Description
5
Cost of Previous
Comparable
Construction
Alternate
This document type is used to estimate costs for projects that do not have documented
costs based on similar projects within the same geographic region.
6
State-Approved
Area-Wide or
Regional Basin
Plan
Alternate
A CWA Section 208 Area-Wide Plan or 309 Basin Plan is a broad-based water quality
management plan written primarily to identify future planning for areas within a state.
These reports study large areas such as basins or counties and usually recommend general
solutions to current or anticipated wastewater needs within the planning area.
7
State-Approved
Local
Comprehensive
Water and Sewer
Plan
Alternate
This document type is similar to a State-Approved Area-Wide Basin Plan (document type 6)
but is not required under the CWA.
8
TMDL
Alternate
A TMDL is an estimation of the maximum amount of a pollutant that an impaired
waterbody—listed on a state's 303(d) list—can receive and still meet water quality
standards. It includes an allocation of the allowable pollutant discharge amount from
different point and nonpoint sources and a plan for complying that includes specific
projects and an implementation schedule.
9
NEP
Comprehensive
Conservation and
Management Plan
Alternate
A Comprehensive Conservation and Management Plan is a management plan developed
for an estuary that has been nominated for the CWA Section 320 NEP. The plan
summarizes findings, determines environmental quality goals and objectives, identifies and
establishes priorities for addressing problems, identifies action plans and compliance
schedules for pollution control and resource management, and ensures that designated
uses of the estuary are protected for each of the 28 estuaries (in 18 states and Puerto Rico)
in the NEP.
12a
Completed State
Needs Surveys and
other state forms
(approved as
primary)
Primary
This document type allows states to submit state-specific forms that are used to collect
project and cost information for the CWNS or other state uses. This document type is used
to provide CWNS ID-specific information using the form approved under document type
100.
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Document
No.
Document Type
Designation
Description
12b
Completed State
Needs Surveys and
other state forms
(approved as
alternate)
Alternate
This document type allows states to submit state-specific forms that are used to collect
project data for the CWNS or other state uses. This document type is used to provide
CWNS ID-specific information using the form approved under document type 100.
13
Wastewater/
Stormwater User
Rate Study
Alternate
A User Rate Study analyzes the adequacy of a utility's wastewater rates. It typically has
three components:
• Overall revenue requirements and financial plan
• Cost-of-service for each customer class
• Rate structure design
14
Climate Resilience
Evaluation and
Awareness Tool
Report
Alternate
The Climate Resilience Evaluation and Awareness Tool (CREAT) Plan Report is a summary
of the risk reduction possible that can be compared with the cost of implementing the
adaptation plan. The report includes the results of the risk assessment for a specific
adaptation plan selected by the user and can be used as decision support to inform
adaptation planning or to determine if there is a need for further assessment.
15
Regional Water
Plan
Alternate
A Regional Water Plan describes current and projected water resource needs of the region
and summarizes water management strategies to meet needs. Although these plans
typically describe drinking water resources, they may include stormwater and wastewater
as water supply sources and describe projects to reuse or manage these sources.
16
Hazard Mitigation
Plan
Alternate
A Hazard Mitigation Plan reviews the current and possible risks and the community
capabilities for a geographic area, then assigns long-term mitigation strategies to address
vulnerabilities.
17
Integrated
Stormwater and
Wastewater Plan
Alternate
An Integrated Stormwater and Wastewater Plan identifies efficiencies from separate
wastewater and stormwater programs to best prioritize capital investments and achieve
human health and water quality objectives per EPA's Integrated Stormwater and
Wastewater Management Planning Framework.
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Document
No.
Document Type
Designation
Description
20
CIP or Master Plan
Primary
A CIP is a fiscal planning document used by local governments (e.g., authorities, cities,
counties, districts) to anticipate and plan for capital improvement projects or equipment
purchase and schedule them over a period of time. The planning period of CIPs can span
from one to 20 or more years. Most CIPs contain project- and cost-specific information.
A Master Plan is similar to a CIP but is typically a more comprehensive municipality-wide
planning document. Most Master Plans also have project- and cost-specific information.
21
Facility Plan or
Preliminary
Engineering Report
Primary
A Facility Plan or Preliminary Engineering Report addresses a specific problem (e.g., the
need for a new treatment plant) and includes several alternatives to solve the problem
along with an alternatives analysis and a recommended alternative (project).
22
Engineer's Study
Alternate
An Engineer's Study assesses the scope and feasibility of a project before more detailed
planning occurs. This document type encompasses documents ranging from a memo to a
formal engineer's estimate.
23
Final Engineer's
Estimate/Lowest
Bid
Primary
An Engineer's Estimate contains a specific description of the project scope and a list of
work to be done, along with detailed itemized costs. The Final Engineer's Estimate is
typically submitted as a result of detailed facility design.
This document type includes l/l analyses, SSESs, and CSO studies.
24
Sewer System
Evaluation
Document
Alternate
An l/l analysis is a document that identifies excessive flow problems due to infiltration or
inflow into the sewerage.
An SSES is a document that contains the results of a sewer system survey, manhole
inspection, smoke testing, and flow monitoring. It is used to evaluate the physical
condition of a sewer system and identifies areas of combined sewers, downspout
connections, and locations where the sewer system is at capacity.
25
Diagnostic
Evaluation
Alternate
A Diagnostic Evaluation is usually performed when a wastewater treatment facility cannot
achieve effluent discharge permit limits or when it experiences design, operational,
analytical, or financial problems that limit the performance of the facility.
26
Sanitary Survey
Alternate
A Sanitary Survey is a logical, investigative approach to gather information to evaluate the
condition of existing decentralized wastewater treatment systems, such as on-site or
clustered systems.
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2022 CWNS State Coordinator Manual
Document
No.
Document Type
Designation
Description
27
State-Approved
Municipal
Wasteload
Allocation Plan
Alternate
A Municipal Wasteload Allocation Plan is a water quality analysis done to determine the
level of treatment that a specific project needs to provide, which is ultimately translated
into an effluent limit or BMP in the NPDES permit.
28
Recently
Promulgated
Municipal, State,
or Federal
Regulation
Alternate
This document type is only for approved municipal, state, or federal regulations, not future
or proposed regulations.
30
Administrative
Order, Court
Order, or Consent
Decree
Alternate
These official enforcement documents are usually issued as the result of continued
violation of a NPDES permit or other pollution control requirements.
31
NPDES or State
Permit
Requirement (with
Schedule)
Alternate
Every point source discharging to waters of the United States is required to have a NPDES
permit establishing effluent limitations (and other permit conditions) designed to protect
the designated uses of the receiving waterbody.
32
Draft CSO LTCP
Alternate
EPA requires communities with combined sewer systems to comply with the CSO Control
Policy. To achieve this, most communities are required to develop and implement LTCPs.
Annual CSO Reports for facilities without approved LTCPs are considered to be of this
document type.
33
Approved CSO
LTCP/Annual
Report
Primary
EPA requires communities with combined sewer systems to comply with the CSO Control
Policy. To achieve this, most communities are required to develop and implement LTCPs.
Annual CSO Reports for facilities with approved LTCPs are considered to be of this
document type.
34
Signed Draft LTCP
from CSO LTCP-EZ
Template
Alternate
The CSO LTCP Template for Small Communities (termed the "LTCP-EZ Template") is a
planning tool for small communities—defined by the CSO program as communities of
75,000 or fewer—that must develop LTCPs to address CSOs. A state may submit an LTCP-
EZ as long as it has been signed by a local official.
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Document
No.
Document Type
Designation
Description
35
State-Approved
LTCP from CSO
LTCP-EZ Template
Primary
The CSO LTCP Template for Small Communities (termed the "LTCP-EZ Template") is a
planning tool for small communities—defined by the CSO program as communities of
75,000 or fewer—that must develop LTCPs to address CSOs. A state may submit a state- or
EPA-approved LTCP developed using the CSO LTCP-EZ Template to document projects.
40
Watershed-Based
Plan
Alternate
A watershed-based plan that has not received Section 319 grant funding or has not been
reviewed by EPA is considered to be of this document type. A "319 Watershed-Based Plan"
is a plan that meets all nine minimum elements prescribed in EPA's Supplemental
Guidelines for the Award of Section 319 Nonpoint Source Grants to States and Territories in
FY 2003.
41
Section 319
Funded or EPA
Reviewed
Watershed-Based
Plan
Primary
An approved 319 Watershed-Based Plan that has been funded with Section 319 grant
money or is reviewed by EPA is considered to be of this document type.
42
Approved State
Annual 319
Workplan
Alternate
This document type includes statewide NPS Management Program Workplans and project
implementation plans approved for Section 319(h) funding. A State Annual 319(h)
Workplan is essentially the 319(h) grant application that a state has approved to obtain
money from EPA. A 319(h) Project Implementation Plan is a specific plan for each NPS
project on which the state has proposed to spend money.
43
Approved State
319 Project
Implementation
Plan
Primary
44
NPS Management
Program/
Assessment Report
Alternate
An NPS Management Program is a four-year plan developed by a state to address NPS
pollution problems. Elements in the program include identification of the BMPs and
measures to reduce pollutant loading, programs to achieve implementation, a schedule
with annual milestones, costs and identification of specific projects, certification that the
laws of the state will provide adequate authority to implement the plan, and sources of
funding and assistance.
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2022 CWNS State Coordinator Manual
Document
No.
Document Type
Designation
Description
45
NPS Management
Program/
Groundwater
Protection
Strategy Report
Alternate
The goals of this major federal initiative addressing groundwater protection are to
strengthen state groundwater programs; deal with significant, poorly addressed
groundwater problems; create a policy framework within EPA for the guidance of
groundwater policy; and strengthen the groundwater organization within EPA. Included in
such a strategy are programs established under the Safe Drinking Water Act such as
regulation of the injection of wastes into deep wells, the Wellhead Protection Program,
and the Sole Source Aquifer program. Provisions in the Resource Conservation and
Recovery Act for leaking underground storage tanks; goals in the Comprehensive
Environmental Response, Compensation, and Liability Act for contaminated groundwater
sites; and state grant programs in the CWA for groundwater protection activities are
covered by this strategy.
46
NPS Management
Program/Wellhead
Protection
Program and Plan
Alternate
As part of its overall groundwater protection strategy, each state must delineate wellhead
protection areas for wells or well fields used for public water supply. Contaminant sources
within the wellhead protection area must be identified and a management plan developed
to protect the water supply in that area from contamination. Contingency plans for each
public water supply system must be developed to ensure an appropriate response in the
event that contamination occurs, and standards must be established for locating new wells
so as to minimize the potential for contamination of the water supply.
47
NPS Management
Program/
Delegated
Underground
Injection Control
Program Plan
Alternate
This plan describes EPA and state underground injection control programs established to
protect potential underground sources of drinking water from contamination by injection
wells.
G-9
-------
2022 CWNS State Coordinator Manual
Document
No.
Document Type
Designation
Description
48
Source Water
Assessment/
Source Water
Protection Plan
Alternate
This plan describes the areas that supply public tap water, inventories contaminants and
assess water system susceptibility to contamination, and informs the public of the results.
Once completed, these assessments can be used to focus prevention resources on drinking
water protection. EPA strongly encourages linking them to implementation of source
water protection programs.
Source Water Assessments identify the major potential sources of contamination to
drinking water supplies. This information is used to determine how susceptible the water
system is to contamination and could be helpful in justifying CWNS projects.
49
NRCS Conservation
Plan or Farm Plan
Alternate
NRCS Farm Plans and Conservation Plans are documents developed by NRCS (or
Conservation Districts) and farmers or landowners. Each one is a series of actions
developed to meet a farmer's goals while protecting water quality and the natural
resources. Some of the things considered in a plan are farm size, soils type, slope of the
land, proximity to streams or water bodies, type of livestock or crops, the farmer's goals,
resources such as machinery or buildings, and finances available. Farm Plans and
Conservation Plans recommend practices to improve farm productivity, reduce the impact
on the natural resources, and address potential water quality concerns.
50
eFOTG
Alternate
eFOTGs are the primary scientific references for NRCS. They contain technical information
about the conservation of soil, water, air, and related plant and animal resources. eFOTGs
used in each field office are localized so that they apply specifically to the geographic area
for which they are prepared. Section 1 of the eFOTGs contains conservation practice costs,
which might include the unit cost of some agricultural BMPs.
51
State/Federal
Agricultural Cost-
Share Program
Cost Tables
Alternate
Some state and federal programs address agriculture's contribution to the NPS water
pollution problem by providing financial incentives to farmers to install BMPs on their
property.
The Agriculture Cost-Share Program is one of the most common financial incentives used.
Participating farmers receive a percentage of predetermined average costs of installed
BMPs with the remaining fraction paid by farmers directly or through in-kind contributions.
52
Professional
Appraisal
Alternate
The purchase of land or easements—usage rights—can be used to protect water quality or
public health related to water quality by preserving a determined level of ecosystem
functions.
G-10
-------
2022 CWNS State Coordinator Manual
Document
No.
Document Type
Designation
Description
53
Census of
Agriculture
Alternate
The Census of Agriculture is a complete count of U.S. farms and ranches and the people
who operate them. The Census is conducted once every five years and looks at land use
and ownership, operator characteristics, production practices, income, and expenditures.
For more information, visit https://www.nass.usda.gov/AgCensus/.
54
CEAP-Cropland
Alternate
CEAP-Cropland is a sampling and modeling approach using data from representative crop
fields, the National Resources Inventory, and farmer surveys to estimate impacts of
conservation practices on the environment. Its goals are to 1) estimate the effects of
conservation practices currently present on the landscape, 2) estimate the need for
conservation practices and the potential benefits of additional conservation treatment,
and 3) simulate alternative options for implementing conservation programs on cropland
in the future. For more information, visit https://www.nrcs.usda.gov/wDs/Dortal/nrcs/
detail/national/technical/nra/ceaD/na/?cid=nrcsl43 014144.
55
U.S. Forest Service
Forest Inventory
and Analysis
Database
Alternate
The Forest Inventory and Analysis Program of the U.S. Forest Service provides the
information needed to assess America's forests. The data provide critical status and trend
information to resource managers, policy makers, investors, and the public through a
system of annual resource inventory that covers both public and private forest lands
across the United States. Forest Inventory and Analysis reports on status and trends in
forest area and location; in the species, size, and health of trees; in total tree growth,
mortality, and removals by harvest; in wood production and utilization rates by various
products; and in forest land ownership. Find the database at
httDs://aDDS.fs. usda.gov/fia/datamart/datamart. html.
56
National
Association of
State Foresters
BMP Survey
Alternate
In order to provide a national-level evaluation of the effectiveness of BMPs, the National
Association of State Foresters conducts periodic surveys of all state programs. The survey
goals include identifying which silvicultural activities are covered by BMPs, cataloguing the
approaches to BMP implementation adopted by each state and the agencies responsible,
determining to what extent effectiveness monitoring is being carried out, summarizing
BMP implementation rates, and determining the current level of budget and staffing
dedicated to forest-related water quality protection. Find the survey at
httDs://www.stateforesters.org/wD-content/uDloads/2018/10/
Protecting Water Quality through State Forestry BMPs FINALodf.
G-ll
-------
2022 CWNS State Coordinator Manual
Document
No.
Document Type
Designation
Description
60
Municipal Storm
Water
Management
Program Plan
Alternate
A Municipal Storm Water Management Program Plan is a plan submitted as part of a
municipality's NPDES stormwater permit application or with a general permit notice of
intent. It includes a description of the structural and source control measures to be
implemented to reduce pollutants discharged in stormwater.
61
Stormwater Utility
Feasibility Study
Alternate
A stormwater utility feasibility study assesses whether establishing a stormwater utility to
pay for stormwater infrastructure costs would be beneficial to a community. The study
could include anticipated capital projects and/or programmatic requirements, anticipated
schedule and costs, and assessments of potential billing rates.
71
Small Community
Form
Primary
The DEP generates this document specifically to ask communities with 10,000 or fewer
persons to provide states with information about their facilities and their clean watershed
needs.
72
Information from
an Assistance
Provider
Alternate
For communities with populations of 10,000 or fewer, a statement of need from a
technical assistance provider (e.g., state training center, health department, circuit rider)
may be used to document projects. A health department report may also be included as
supplemental documentation to demonstrate need. The technical assistance provider's
signature must be included. If this document does not have cost, CETs can be used to
estimate costs.
73
Asset
Management Plan
Alternate
Asset management is the practice of managing infrastructure capital assets to minimize
the total cost of owning and operating these assets while delivering the desired service
levels. Many utilities use asset management to pursue and achieve sustainable
infrastructure. A high-performing asset management program includes detailed asset
inventories, O&M tasks, and long-range financial planning.
75
Small Community
Form (Uploaded as
attachment)
Primary
Hardcopy small community forms should be uploaded as this document type. Note that
this only includes EPA's small community forms, not State Needs Surveys. These should be
entered under document type 12a or 12b.
96
Excel Spreadsheet
Annotations
n/a
This document type is used for spreadsheet templates developed by EPA, or similar state-
generated templates, to annotate documents and show how costs are summed by
category. Using one of the two EPA-developed templates, states can provide required and
optional inputs for either 1) a single CWNS ID supported by multiple documents or 2) a
single document to support multiple CWNS IDs.
G-12
-------
2022 CWNS State Coordinator Manual
Document
No.
Document Type
Designation
Description
101c
CWNS ID-Specific
Output to State-
Specific Approach
(approved as
primary)
Primary
This document type is used in conjunction with an EPA-approved state-specific approach
for projects and costs to provide CWNS ID-specific information, if needed, to supplement
information in the approach.
lOld
CWNS ID-Specific
Output to State-
Specific Approach
(approved as
alternate)
Alternate
This document type is used in conjunction with an EPA-approved state-specific approach
for projects or costs to provide CWNS ID-specific information, if needed, to supplement
information in the approach.
Requires EPA Prior Approval
74
Asset
Management Plan
with Costs
Primary
Similar to document type 73, but includes projects and costs. This document type requires
EPA headquarters approval before being used to support projects and costs.
99a
Other—
Undesignated
(submitted as
primary)
Primary
A document that discusses a CWNS ID's projects and costs but is not listed as a
preapproved document requires EPA headquarters approval before being used to support
both projects and costs.
99b
Other—
Undesignated
(submitted as
alternate)
Alternate
A document that discusses a CWNS ID's projects or costs but is not listed as a preapproved
document requires EPA headquarters approval before being used to support projects or
costs.
100a
State Needs
Surveys and other
state forms
(submitted as
primary)
n/a
This document type allows states to submit state-specific forms that are used to collect
project and cost information for the CWNS or other state uses. Document designation type
is determined after EPA review; if approved, individual completed forms are submitted as
document number 12a.
G-13
-------
2022 CWNS State Coordinator Manual
Document
No.
Document Type
Designation
Description
100b
State Needs
Surveys and other
state forms
(submitted as
alternate)
n/a
This document type allows states to submit state-specific forms that are used to collect
project or cost information for the CWNS or other state uses. Document designation type
is determined after EPA review; if approved, individual completed forms are submitted as
document number 12b.
101a
State-Specific
Approach
(submitted as
primary)
n/a
This document type allows states to propose approaches to assigning projects and costs
that are specific to their state and not covered under a preapproved document. Document
designation type is determined after EPA review.
101b
State-Specific
Approach
(submitted as
alternate)
n/a
This document type allows states to propose approaches to assigning projects or costs that
are specific to their state and not covered under a preapproved document. Document
designation type is determined after EPA review.
G-14
-------
Appendix H. Small Community Form
EPA allows small communities (with populations of 10,000 or fewer) to submit survey-generated
documentation for needs. EPA has found that although these small communities have needs related to
their wastewater, stormwater, decentralized systems, and NPS controls, they are less likely to have
planning and costing documents available. The following pages show the inputs to the SCF that will be
available in the form of an online form or hardcopy document.
H-l
-------
State View: SCF Management Page
CWNS Data Entry Portal (DEP)
Viewing records for: Alabama Contact Us P, v
Home Enter Survey Data Documents
Manage Small Community Forms
Administration v
All Small Community Forms for State
Use this table to create, monitor and process small community forms for loading the survey.
Small Community Info
The Small Community Form (SCF) is meant for small communities that may have a difficult time fulfilling documentation requirements. You should not use the
SCF if a community has documentation or is not considered "small." A CWNS facility is considered small if it meets the following criteria:
• The facility is noi one of several facilities serving a community of 10,000 persons or more.
• The facility's wastewater system and its location is not within an urbanized area, so it is not a component of, and virtually indistinguishable from,
surrounding adjacent entities (which are not small).
• The facility's wastewater system is nol physically connected to a regional treatment authority serving 10,000 persons or more.
If a returned SCF indicates that one of the above does not apply to a community (e.g., the facility now serves more than 10,000 persons), then you should
instruct the community to submit other documentation, as the SCF will no longer be accepted as documentation for that community.
~ Small Community State Info
Small Community Form List
Qv
Search Actions ^
"I* Add Small Community Form
F7! Send All Selected ^ Delete Selected
Selected
CWNS
Number
Name
Contact
Name
Contact Email
Status
Last Status
Update
Total Amount
(Not modeled)
Add
Recipient
Email
View
~
01000783001
HOLDS
CROSSROADS
SEPTIC
Test
Sent to
Local PE
12/14/2021
08:19
SO
~
01000785001
STEWARTVILLE
SEPTIC TANKS
Test
In progress
10/07/2021
12:26
SO
H-2
-------
Public View: SCF, Wastewater Example
Clean Watersheds Needs Survey Small Community Form
1. Does your facility have water-quality-related capital improvement needs? Yes
2. Do you have planning documents that report any of your needs Yes
(such as in a capital improvements plan or engineering report)?
Please e-mail those documents to your state coordinator. The state environmental agency will enter your documented needs
separately.
3. Do you have any undocumented needs? Yes
Please use this form to communicate those needs.
4. Do you have access to a Professional Engineer (consulting with or on staff) Yes
who will certify the costs of the undocumented needs?
Please enter the contact information for the local professional engineer (PE).
Once you finish filling out the form, it will be sent to this person for their digital signature.
Local PE Name PE Name
Local PE Email PE@email.com
5. Do you want to use EPA cost estimation tools to estimate any of the costs? Yes
Select Cost Estimation Tool(s):
B
Wastewater: Treatment Plant Cost Estimation Tool
(Estimates the costs for constructing a new treatment plant or replacing, rehabilitating, upgrading treatment
expanding, or adding disinfection at an existing one.)
Combined Sewer Overflow Cost Estimation Tool
(Estimates the cost for constructing a new CSO storage basin.)
Wastewater: Collection Cost Estimation Tool
(Estimates the costs for constructing a new wastewater conveyance facility or replacing/rehabilitating an existing one.)
H-3
-------
Facility Information
Please complete the required fields and contact information.
* Indicates required field
CWNS ID
78888888892
Infrastructure Type
Wastewater
* Facility Name:
Test - SCF WWTP and Collection
* Authority Name:
Authority Name
* Facility Address:
Facility Address
P.O. Box is not allowed. If a facility doesn't have an address, please
indicate physical location with description instead (e.g., '5 miles south
down Rt. 9 from City Hati). Thank you!
* City:
City
* State:
VI
* Zipcode:
00000
* County:
County
• Owner Type:
O Public Private Federal
Contact Name: Contact Name
Role/Title: Role/Title
Phone: ######### Extension: ###
Fax:
Email: email@email.com
Facility Types (D
Please select the facility type(s} for the infrastructure in your community. To add a facility, click the "Add a Facility" button and select facility type from the
dropdown menu. To see more information about the facility types, click the "?" icon.
Facility Type Planned Changes
_ . . Process Improvement
Treatment Plant . . . _ _
Increase Level Of Treatment
Collection: Combined Sewers Rehabilitation
Facility Discharges ©
To add a facility discharge
-------
Effluent Information CD
Please complete the following fields for effluent Information. Effluent information is required for wastewater treatment plant facilities and optional for
honey bucket lagoons and storage facilities.
* Current Effluent Treatment Level: Secondary
* Is there Disinfection (e.g..chlorine, UV) currently in No ves
place?
* Future Effluent Treatment Level: Secondary
* Will there be Disinfection (e.g, chlorine, UV) in the Mo Yes
future?
Population Information (Wastewater) Cl'
Please complete the following fields for population information. Population information is required for separate and combined sewer collection facilities
(for wastewater infrastructure types). Population is also required for decentralized facilities.
Receiving Collection
Residential Population
2022
7,100
Projected Design
Population 2042
Flow Information (D
Please complete the following fields for flow Information.
Total Flow
Current Design Flow (MGD)
100
H-5
-------
Needs (2)
Report your community's needs by category.
If you have documents describing these costs, please send them to your state CWNS coordinator .
' Please select reason(s) for needed changes:
The project(s) is required to maintain compliance with a NPDES permit.
The projects) is necessary to obtain compliance with a new permit requirement
The projects) is to increase capacity or improve treatment in advance of anticipated new permit requirements.
The projects) is to achieve or maintain compliance with a TMDL
The project(s) will prevent unregulated water quality or human health impacts.
The projects) improves water efficiency, improves energy efficiency, improves water conservation, addresses dimate change, or improves resiliency
Needs Category : Needs Category: I - Secondary Wastewater Treatment
Cost Method Adjusted Amount Project Description
Your estimate 1,200,000 Adding disinfection to the plant, along with improving the processes related to~.
Needs Category : Needs Category: V ¦ Combined Sewer Overflow (CSO) Correction
Cost Method Adjusted Amount Project Description
EPA'5 Cost Estimation Tool: CSO 100,000 Equalization basin
Local Official Certification
I am the local official Please send to a local official for review
Name Name
Email local.official@email.com
H-6
-------
Appendix I. State-Specific Approach and State Needs Survey
and Other State Forms Templates
1-1
-------
State-Specific Approach Submissions Template for Document Type 101a or 101b
Please indicate general information in the table below.
General Data Element
Response
State
Author Name
Date Created
Infrastructure Type
(only one may be indicated)
Proposed Document Type
(only one may be indicated)
~ Approach identifying needed projects and estimating costs
(101a)
~ Approach identifying needed projects or estimating costs (101b)
The required data elements for each approach are outlined below. Please respond to each as clearly
and concisely as appropriate. If EPA review finds missing information with your approach, you will be
requested to respond with the required information within five business days.
Please select the CWNS category(ies) the approach applies to in the table below. The approach may
cover multiple categories. See Appendix A of the State Coordinator Manual for definitions.
2022 Category
Number
Category Name
Applicable
1
Secondary Wastewater Treatment
~
II
Advanced Wastewater Treatment
~
lll-A
Infiltration/Inflow (l/l) Correction
~
lll-B
Sewer Replacement/Rehabilitation
~
IV-A
New Collector Sewers and Appurtenances
~
IV-B
New Interceptor Sewers and Appurtenances
~
V
Combined Sewer Overflow (CSO) Correction
~
Vl-A
Gray Infrastructure
~
Vl-B
Green Infrastructure
~
Vl-C
General Stormwater Management
~
Vll-A
NPS Control: Agriculture (Cropland)
~
Vll-B
NPS Control: Agriculture (Animals)
~
Vll-C
NPS Control: Silviculture
~
Vll-E
NPS Control: Groundwater Protection (Unknown Source)
~
Vll-F
NPS Control: Marinas
~
Vll-G
NPS Control: Resource Extraction
~
Vll-H
NPS Control: Brownfields/Superfund
~
1-2
-------
2022 Category
Number
Category Name
Applicable
Vll-I
NPS Control: Storage Tanks
~
Vll-J
NPS Control: Sanitary Landfills
~
Vll-K
NPS Control: Hydromodification
~
Vll-M
NPS Control: Other Estuary Management Activities
~
X
Water Reuse
~
XII
Decentralized Wastewater Treatment Systems
~
XIV
Desalination
~
Please provide a brief rationale for this approach: why is the approach needed and/or the best method to
estimate your state's needs?
Please describe if your approach is based on another state-specific approach or based on another
accepted model or estimation method. If neither, please describe how the method was created and any
relevant supporting information (e.g., the credentials of the approach authors).
Describe if and how this method is used for planning purposes within your state.
Please either provide the supporting data set or describe databases that are or will be used in
the approach. For example, if you have a state database for failing decentralized systems, you do not
need to provide access to the database. Rather, describe the applicable records, what information is
available for each record, and how that relates to your approach. Include any validation processes the
state may engage in, if applicable.
If applicable, provide or describe supporting references for any data used.
For approaches that estimate costs, if applicable, provide the formulae or calculations you plan to use for
your approach. (An Excel spreadsheet—though not required—is likely the most appropriate format.)
If your approach is not based on another state-specific approach approved by EPA (for the 2022 CWNS)
or previously used for state planning purposes (as indicated above), please provide example output(s) for
this methodology. The output may be generated using hypothetical data, rather than an actual CWNS
ID's data, if needed.
1-3
-------
State Needs Survey and Other State Forms Submissions Template for Document Type 100a or 100b
Please indicate general information in the table below.
General Data Element
Response
State
Contact Name
Date Created
Infrastructure Type(s)
Community Size(s) Included in
Survey
~ Small
~ Non-small
~ Both
Proposed Document Type
(only one may be indicated)
~ Approach identifying needed projects and estimating costs
(100a)
~ Approach identifying needed projects or estimating costs
(100b)
~ 1 have ensured that the submitted costs are not otherwise documented in the 2022 CWNS (e.g., in
an existing CIP).
Please provide a copy of your survey along with any instructions provided to the recipient. Use this
template to describe how your survey aligns with CWNS policies. The submittal requirements for prior
approval of a state survey are outlined below and differ based on the community size(s) being surveyed.
Please complete:
• Section I if you will be only collecting and reporting needs data from small communities. (Section
5.22 of the State Coordinator Manual defines "small community.")
• Section II if you will only be collecting needs data for non-small communities, or if you are
collecting needs data with no differentiation of data collection requirements based on
community size.
• Both Section I and II if you plan to collect and report needs data for both small and non-small
communities and you have different data collection requirements based on community size.
Please respond to each question as clearly and concisely as appropriate. If EPA needs to request missing
or additional information, you will be requested to respond with the required information within five
business days.
I. Small Communities
Please describe how your state ensured only small communities respond to the survey or how your state
plans to only report data for small communities. Provide your state's definition for "small community" (if
different from the CWNS definition).
1-4
-------
Describe how your state collected or plans to collect costs. Does the survey request costs at the category
level (e.g., "Secondary Wastewater Treatment") at a minimum? If not, describe how you will assign costs
to the CWNS categories and annotate the category for each cost when you upload the documentation.
Describe how your state ensured that the community representatives completing the surveys had
knowledge of needed infrastructure projects and their estimated costs (e.g., by including a certification
statement, requiring only certain survey recipients be allowed to complete).
Describe any technical data—such as flow, population served, effluent treatment level, discharge type, or
location—that your survey collects (optional).
II. Non-small Communities
Describe how your state collected or plans to collect project descriptions detailed enough to meet the
documentation requirements outlined in Section 4.4.2 of the State Coordinator Manual.
Describe how your state validated or will validate the submitted costs in the state survey (e.g., an audit
process, required PE signature).
List any technical data—such as flow, population served, effluent treatment level, discharge type, or
location—that your survey collects (optional).
1-5
-------
Appendix J. Data Areas Table
Not all data areas and elements are required for or applicable to all facilities reported in the CWNS. Table J-l indicates which data areas are
required (R), optional (O), and not applicable (n/a) for each facility type. Required areas are shown in red, optional in yellow, and n/a in gray
(these will not be accessible in the DEP).
As an example of how to use this table, consider a CWNS ID with a "collection: interceptor sewers" facility type. For this CWNS ID, the required
elements are facility information, point of contact, location, areas related to need, needs by document, and capital costs. Optional areas in
yellow are permits, discharge, unit processes, asset management, and CETs. Fields in gray that do not apply are population, flow, and effluent
treatment. Fields that do not apply will not appear in the DEP for this CWNS ID.
Table J-l. Data Areas by Infrastructure Type
Data Area
Technical Data
Needs Dataa
1—
0)
s_
3
+¦»
U
3
s_
to
(0
k.
M-
c
Facility Type
Facility
Information
Permits
Point of Contact
Location
Areas Related to
Needs
Population
Flow
Discharge
Effluent
Treatment
Unit Process
Asset
Management
Needs by
Document
Capital Costs
CETs
Treatment plant
R
0
R
R
R
n/a
R
R
R
0
0
R
R
0
Collection: separate sewers
R
0
R
R
R
R
n/a
R
n/a
0
0
R
R
0
Collection: combined sewers
R
0
R
R
R
R
n/a
R
n/a
0
0
R
R
0
1—
(D
+-»
ro
5
Collection: interceptor sewers
R
0
R
R
R
n/a
n/a
R
n/a
0
0
R
R
0
Water reuse
R
0
R
R
R
n/a
n/a
0
n/a
0
0
R
R
n/a
(D
+-»
to
Biosolids handling
R
0
R
R
R
n/a
n/a
0
n/a
0
0
R
R
n/a
5
Honey bucket lagoon
R
0
R
R
R
n/a
0
0
0
0
0
R
R
n/a
Storage facility
R
0
R
R
R
n/a
0
0
0
0
0
R
R
0
Collection: pump stations
R
0
R
R
R
n/a
n/a
0
n/a
0
0
R
R
0
Desalination (wastewater infrastructure)
R
0
R
R
R
n/a
R
0
n/a
0
0
R
R
n/a
J-l
-------
Data Area
Technical Data
Needs Dataa
1—
0)
s_
3
+-»
U
3
to
(D
k.
M-
c
Facility Type
Facility
Information
Permits
Point of Contact
Location
Areas Related to
Needs
Population
Flow
Discharge
Effluent
Treatment
Unit Process
Asset
Management
Needs by
Document
Capital Costs
CETs
Phase 1 MS4
R
0
R
R
R
n/a
n/a
0
n/a
0
0
R
R
0
Stormwate
Phase II MS4
R
0
R
R
R
n/a
n/a
0
n/a
0
0
R
R
0
Non-traditional MS4
R
0
R
R
R
n/a
n/a
0
n/a
0
0
R
R
0
Unregulated community
R
0
R
R
R
n/a
n/a
0
n/a
0
0
R
R
0
M +5
OWTS
R
0
R
R
R
R
n/a
0
n/a
0
0
R
R
0
c £
(D tn
o nj
o >
Q >
Clustered system
R
0
R
R
R
R
n/a
0
n/a
0
0
R
R
0
Agriculture—Cropland
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
Agriculture—Animals
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
Silviculture
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
Marinas
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
c
o
Resource extraction
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
+J
_2
Brownfields/Superfund
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
o
Q.
00
Storage tanks
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
Q.
z
Sanitary landfills
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
Groundwater—unknown source
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
Hydromodification
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
Estuary management
R
0
R
R
R
n/a
n/a
n/a
n/a
0
n/a
R
R
n/a
Desalination (NPS control infrastructure)
R
0
R
R
R
n/a
0
n/a
n/a
0
n/a
R
R
n/a
a Not required if change type is "no change."
J-2
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2022 CWNS State Coordinator Manual
Appendix K. 301(h) Ocean Discharge Waivers
Secondary treatment is the minimum level of treatment required for discharges from all municipal
wastewater treatment facilities by the CWA. Facilities granted ocean discharge waivers under Section
301(h) are exempt from this requirement. Table K-l lists facilities with 301(h) waivers that may report
less than secondary treatment effluent level in the DEP.
Table K-l. Facilities with 301(h) Waivers
301 (h) Waiver
Recipients
State
2012 CWNS ID
Facility Name in 2012 CWNS
Skagway
Alaska
02000122001
SKAGWAY WWTP
Haines
Alaska
02000120001
HAINES WWTP
Ketchikan
Alaska
02000108001
KETCHIKAN STP
Petersburg
Alaska
02000112001
Petersburg WWTP
Wrangell
Alaska
02000118001
WRANGELL
Sitka
Alaska
02000105001
SITKA WASTEWATER FACIL
Anchorage
Alaska
02000106001
POINT WORONZOF, JOHN
ASPLUND WWTP
Whittier
Alaska
02000300001
WHITTIER STP
Pelican
Alaska
02000279001
PELICAN STP
Tafuna (Pago Pago)
American
Samoa
60000001002
TAFUNA WWTF
Utulei
American
Samoa
60000001001
UTULEI WWTF
San Diego
California
06009031001
Point Loma WWTF
Bayville
Maine
23000164001
BAYVILLE WWTF
Eastport
Maine
23000097001
EASTPORT WWTF
Eastport/Quoddy
Maine
23000097002
QUODDY VILLAGE WWTF
Lubec
Maine
23000129001
LUBEC WWTP
North Haven
Maine
23000134001
NORTH HAVEN, WWTF
Northport Village
(Belfast)
Maine
23000094001
Northport Village
Corp.(akaBAYSIDE)
Searsport
Maine
23000103001
SEARSPORT WWTF
Stonington
Maine
23000146001
STONINGTON WPCF
Gloucester
Massachusetts
25000072001
Gloucester City Engineer's Office
K-l
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2022 CWNS State Coordinator Manual
Appendix L. Unit Process Lists
Table L-l. List of Wastewater Unit Processes
Treatment Stage
Unit Process
Preliminary
Screening
treatment
Flow Equalization
Primary treatment
Flotation
Primary Clarification or Sedimentation
Attached Growth, Aerobic
Attached Growth, Anaerobic
Biological Treatment, Other
Lagoon, Aerobic
Secondary treatment
Lagoon, Anaerobic
Lagoon, Facultative
Suspended Growth, Aerobic
Suspended Growth, Anaerobic
Sludge Blanket, Anaerobic
Chemical Addition, Alum
Chemical Addition, Ferric Chloride
Chemical Addition, Polymer
Nutrient removal and
additional treatment
Chemical N Removal
Chemical P Removal
Constructed Wetland
Biological N Removal
Biological P Removal
Filtration
Coagulation
Flocculation
Media Filtration
Sedimentation
Microfiltration (MF)
Full advanced
treatment for potable
reuse
Ultrafiltration (UF)
Reverse Osmosis (RO)
Electrodialysis (ED)
Electrodialysis reversal (EDR)
Nanofiltration (NF)
Granular activated carbon (GAC)
Ion exchange
Biologically Active Filtration (BAF)
Stabilization, Sodium hydroxide
L-l
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2022 CWNS State Coordinator Manual
Treatment Stage
Unit Process
Lime stabilization
Stabilization, Calcium chloride for stabilization
Disinfection
Dechlorination
Disinfection, Chlorine/chloramine
Disinfection, Thermal
Disinfection, UV
Advanced oxidation process
Disinfection, ozone
Disinfection, other chemical
Solids handling
Biosolids Aerobic Digestion
Biosolids Anaerobic Digestion with Energy Recovery
Biosolids Anaerobic Digestion without Energy Recovery
Biosolids Chemical Addition
Biosolids Drying
Biosolids Incineration
Biosolids Mechanical Dewatering
Biosolids Thickening
Table L-2. List of Stormwater Unit Processes
Treatment Stage
Unit Process
Gray infrastructure
Gray stormwater conveyance
Manufactured devices
Underground storage
Real-time controls for CSO management
Green infrastructure
Wet pond
Dry pond
Bioretention
Constructed wetlands
Permeable pavement
Green roof
Cistern
Infiltration trench
Rain barrel
Vegetated swale
Buffer strip
Urban riparian restoration
L-2
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2022 CWNS State Coordinator Manual
Table L-3. List of Decentralized Unit Processes
Treatment Stage
Unit Process
Aeration
Evapotranspiration bed
Filter
Grinder pump—low-pressure sewer
Holding tank
Decentralized
Lagoon
Leach field
Mound system
Other non-centralized treatment
Septic tank
Trickling filter (unspecified media)
Wetland
L-3
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2022 CWNS State Coordinator Manual
Appendix M. State Correction Requested Findings
Findings—Standard State Correction Requested Text
Technical Data
The location point selected is in the wrong state. Please correct the location marker.
Honey bucket lagoon has been selected in an urban area. Please confirm that this facility type was not
selected in error.
Facility type described in documentation does not appear to match facility selected. Please revise to
correct facility type.
Change type(s) described in documentation do not appear to match change types selected. Please
revise to correct change types.
There is an incomplete sewershed (i.e., the CWNS ID is missing or not connected to a treatment plant
or collection system). Please review the sewershed for this CWNS ID and add missing facilities.
The facility's combination of discharge type and effluent treatment level are not consistent. Please
review and confirm or correct these inconsistencies.
Effluent treatment level does not match documented Category/Infrastructure type or discharge
location. Please confirm or correct the effluent treatment level so that it matches the documented
Category/Infrastructure type.
Change type does not align with population, flow, discharge, and/or effluent treatment level. Please
review your data.
CWNS ID includes a collection system facility but does not include associated receiving collection
population. Please review and update as appropriate.
CWNS ID includes a wastewater treatment facility but does not include associated design flow. Please
review and update as appropriate.
It appears that the CWNS ID does not include all facilities (i.e., the sewershed is missing a treatment
plant or collection system). Please review the facility types and add in any missing ones. See the
comment to state for further information.
New or abandoned collection system has inappropriately associated population. Please review
population data entry.
New or abandoned facility has inappropriately associated flow and/or population. Please correct
facility type, population, flow, and/or discharge as appropriate.
New or abandoned treatment plant has inappropriately associated flow. Please review flow data
entry.
Needs Data
Documentation is older than six years, please complete the older documentation certification
process.
Costs have not been adequately entered for an annotated project description. Please enter costs or
remove annotation.
Wastewater and decentralized wastewater treatment needs for facilities located on tribal lands are
included in the IHS STARS SDS survey. Please remove these ineligible needs.
Project(s) appear to be ineligible for CWSRF funding. Please clarify CWSRF funding eligibility. See
additional comments for more information if applicable.
M-l
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2022 CWNS State Coordinator Manual
Findings—Standard State Correction Requested Text
Project description and/or costs are not associated with a CWNS ID. Please provide more annotation
or clarifying information.
It appears that the project is outside of the CWNS 20 year planning horizon. Please clarify if the
construction date is within the survey's 20 year plan horizon or remove associated costs.
The document date is incorrect. Please review and correct this error.
The CWNS ID has projects associated with more than one base date within the same document.
Please upload a second document and indicate the second base date in the DEP.
Document is unreviewable. Please upload the correct document for review.
Costs entered for a specific project are incorrect or do not match the annotated costs. Please review
your entered costs and annotated costs.
Costs for more than one alternative have been entered into the DEP. Please enter the costs for only
the selected alternative.
Project costs appear to have been placed in incorrect CWNS category or it is not possible to
determine category based on project description. Please change to the correct category.
Ineligible costs have been included in the DEP. Please remove all operation and maintenance costs.
Payroll or fringe costs have been included in the DEP. Please remove all payroll or fringe costs.
Costs for land not specifically required for construction or staging of equipment is included in the DEP.
Please remove these land costs.
Costs appear to account for inflation or escalation. Please update costs to the base date.
Costs appear to include demolition that is not associated with new construction. Please remove any
stand-alone demolition costs as these are ineligible.
Documentation indicates that the project or a portion of the project may have already been funded
by external sources or construction may have started before January 1, 2022. Please remove costs for
all projects or portions of projects that have been.
Cost estimation tool inputs are not present in the document. Please clarify input location within the
document or submit additional documentation for cost estimation tool inputs.
Based on project description the incorrect cost estimation tool was selected. Please revise cost
estimation tool selection and resubmit inputs.
Based on project description, the incorrect construction type was selected for the stormwater cost
estimation tool. Please revise the construction type for the stormwater cost estimation tool and
resubmit inputs.
Entered costs appear to have been double counted. Please remove duplicate costs.
Cost data appears inconsistent with other technical data. Please review and confirm or correct these
inconsistencies.
EPA calculates different category totals but cannot identify the source of the discrepancy. Please
review your costs by category and confirm or correct these inconsistencies.
The document does not meet document type 5 requirements found at section 3.6 of the State
Coordinator Manual. Please revise and resubmit for preapproval.
The approach or survey form used to estimate or collect needs has not been prior approved. Please
revise and resubmit for preapproval.
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2022 CWNS State Coordinator Manual
Findings—Standard State Correction Requested Text
No annotation was found for the uploaded document. Please annotate within the PDF, in the portal,
or an attached spreadsheet.
Handwritten annotation is illegible. Please complete all required annotations in a legible manner or
annotate in the DEP.
Document title is not easily identifiable. Please annotate document title.
Document date is not easily identifiable. Please annotate document date.
Document author is not easily identifiable. Please annotate document author.
Base Month/Year of cost information date does not appear to match document. Please revise to
correct date.
Document annotation does not appear to include categories/subcategories for all costs for this CWNS
ID. Please annotate all categories/subcategories of costs.
Costs are included in the DEP, but no project description is included in the documentation. Please
annotate project description.
The uploaded document includes more than one designated document type (e.g. IUP and Engineer's
Study). Please upload each document type separately.
EPA calculates different category totals and identified the discrepancy. Please review your costs by
category and confirm or correct these inconsistencies.
Costs appear to be unallowable. See comments to address unallowable costs.
Costs are split between multiple CWNS IDs but there are no annotations indicating which CWNS IDs
the costs are split between.
Project costs include costs beyond 2042. Please remove costs incurred beyond 2042.
Project costs include ineligible costs. See comments to address ineligible costs.
The average cost for all alternatives were not averaged when entered into the DEP. Since no
alternative has been selected in the document, average all values and enter that as the cost.
The document type designation does not accurately reflect the document type. Please update the
document type in the DEP.
The range of costs were not averaged when entered into the DEP. Please enter the costs for the
average of the range of costs.
All Data
Other
Minor typographical errors have been found or corrected. See additional information in the message
field if applicable.
M-3
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