Compliance Monitoring Activities State Inspections Welcome to the training module for entering State and Federal Inspections. Let’s cover some of the basics of entering an inspection record whether you are a State or Federal user. Then you can use our outline to access the section that pertains to you, either a State or Federal user. Each section will cover the specifics about entering inspections into ICIS for your agency type. This is a product of the ICIS Customer Support Team. For more information, please contact us at icis@epa.gov

Basic Inspection Data Required Compliance Monitoring Type Linked NPDES Facility Statute and Programs Statute defaults to CWA Program defaults to NPDES-Base Program (Limits, Reporting, Schedule) Can Multi-select in this field Date inspection was conducted Recommend Actual END Date Compliance Monitoring Action Reason Compliance Monitoring Agency Type Optional data is available for State Users Here is a list of the required data that State users must enter into the database. It is important to link the inspection to the NPDES programmatic id In cases where an NPDES id does not exist, please review our module for Creating a Facility and Permit record. A facility must exist before a permit can be entered. Once the NPDES id exists, proceed with this module. Required fields include the type of inspection conducted, date, statute and program, reason why inspection was conducted and agency type are required fields. Optional fields are available for state users.

Optional Fields Available SIC and NAICS Codes CM Details Joint inspection, if so who has lead, etc. CM Information Number of days, number of hours, Outcome Recommend – CM Rating Code to pull reports on unsatisfactory inspections Government Contacts Comments, etc.

State NPDES Inspections Data entry into ICIS The next few slides will cover how State inspections are entered into ICIS.

State NPDES Inspections From the Global Navigation Menu, NPDES you can Search for an Inspection by clicking on the magnifying glass. You can add an inspection by clicking on the Inspection/Evaluation State link.

Add Inspection Compliance Monitoring Identifier is a required field, however it is system generated. We recommend you enter a Compliance Monitoring Activity Name with the name of the Permittee so you can search easier later. Compliance Monitoring Type is a required field. You can multi-select in this field however their may be some business rules for some combinations. For example you can conduct an Evaluation and also take Samples.

Add Inspection Linked Facility Shortcut – enter NPDES id “Search Facilities to Link” You are required to link a facility to your record. Rather than search for a facility, there is a shortcut available. If you know the NPDES id, you can enter in the Programmatic ID field and click the Add icon. If not, you can click on “Search Facilities to Link” and enter your search criteria to locate your NPDES id. In our example, we entered the 9 digit NPDES id, clicked Add and the results are displayed on the screen.

Add Inspection Federal Statute – Defaults CWA Programs – Default NPDES – Base Program (Limits, Reporting, Schedule) Can multi-select Notice the Federal Statute is set to Clean Water Act and cannot be edited. The Programs will default to “NPDES – Base Program (Limits, Reporting, Schedule). You can multi-select on this field. For instance if the inspection was for Pretreatment or one of the Special Regulatory programs such as CAFO, biosolids, storm Water, etc, you can select the appropriate program.

Add Inspection All 3 areas are required A Compliance Monitoring Date is required. Planned inspections are not required and are confidential until the inspection is conducted. If you enter the planned inspection, you must have Sensitive Data access in order to retrieve the record again. When data migrated from the legacy system, the “Actual End Date” was populated. We recommend that you enter an end date as a minimum. If no start date is entered, when the record is saved the start date will be automatically populated with the end date. The compliance monitoring reason and compliance monitoring agency are required. The Compliance Monitoring Agency defaults to State. This covers all the required fields for an inspection. We will show the screens for optional reporting fields.

Optional Fields Available Other fields may be required to meet program needs, but are not required to save the initial record. In addition, other fields are optional but you may find them beneficial to you. For example, you have the option to add Government Contacts such as the name of the Inspector. A list of inspectors must be provided to the EPA Region ICIS Administrator for entry into the database. You will then search for the person and link them to the inspection record.

Optional Fields Other optional fields are available such as the SIC and NAICS codes, and the number of days or hours it takes to conduct the inspection that can be used for planning purposes and to determine future resource needs. One field that would be beneficial is the Compliance Monitoring Rating Code. To be able to pull an ICIS report showing “unsatisfactory” inspections would be valuable in tracking compliance and initiating enforcement activities.

Optional Fields Available Government Contacts Media, Cross Media You can enter Government Contacts. For example, entering the inspector is useful in case the person wants to run a report of all the inspections that they conducted during a specific timeframe. In addition if you have a question, you can locate the Inspector’s name without having to locate the inspection report. Media and Cross Media indicators can identify if the inspection is a multi-media or Federal Activity.

Optional Fields Available User Defined Fields The user defined fields are available for you to track specific information for your state.

Optional Fields Available Comment Field Save and Copy options A comment field is available. As a reminder any comments in this area can be released to the public. There are save and copy options available at the bottom of the screen. Save, save and add another and copy & create new. To improve data entry efficiency, if you have similar inspections such as CAFO inspections, the copy & create new feature will save you time and resources. Fields are copied over to the new inspection record.

Inspection Successfully Entered

After Save, Section Added Non-government Contacts After your record is saved, you will be able to enter non-government contact. A list of Affiliation Types for Non-Government contacts is displayed. You can request that more affiliation types be added to the pull down menu. If you need to contact the person, it would be nice to have the information available in a database rather than having to retrieve the file and locate the inspection report.

Linking CM Activities Ability to link other CM Activities ICIS has the capability to link an inspection to an enforcement action. States generally do not perform this linkage. IIn addition, Sub Activities are available for you to track activities related to the inspection.

Sub Activities Sub Activities are available for you to track when a copy of the inspection is sent to the facility, received dates or lead changes. Also when a close out letter is sent.

Related Activities You can link your inspection to enforcement actions, or other types of activities. Linking is not a required activity for States.

Special Regulatory Programs

Program – NPDES CAFOs As a reminder, you can multi-select the Federal Programs as shown above for the NPDES Base Program and the NPDES Concentrated Animal Feeding Operations. When one of the Special Regulatory Components is chosen, an additional screen will be added to the inspection basic information record. We will show a couple of examples.

Cafo Component CAFO Component – Here is an example of the fields available for CAFO’s. You will be required to fill in at least one field, and depending on which field you answer there may be business rules that require you to enter more information.

CAFO Component, con’t. As you scroll down, you will notice several fields in the CAFO Component.

CAFO Component, con’t. Continuation of CAFO fields.

CAFO Component, con’t. Once the inspection record is saved, Sub Activities are available for you to track activities related to the inspection. For instance, if you mail a copy of the inspection report to the facility, you may want to track the date that the report was sent to the facility.

Pretreatment Component These are the fields for the Pretreatment component. You will be required to fill in at least one field, and depending on which field you answer there may be business rules that require you to enter more information.

Pretreatment Component, con’t. Continuation of pretreatment component fields.

Pretreatment Component, con’t. Continuation of pretreatment component fields.

Pretreatment Component, con’t. Continuation of pretreatment component fields.

Stormwater Construction Component This is the Stormwater Construction Component fields. You will be required to fill in at least one field, and depending on which field you answer there may be business rules that require you to enter more information.

Other Components Biosolids CSO’s SSO’s Stormwater – MS4 Stormwater – Non-construction If you select one of the other Special Regulatory Programs, an additional screen will appear with fields related to that program. You will be required to fill in at least one field, and depending on which field you answer there may be business rules that require you to enter more information.

ICIS Customer Support at (202) 564-7756 or icis@epa.gov If further assistance is required please contact Your Assigned System Administrator or ICIS Customer Support at (202) 564-7756 or icis@epa.gov THANK YOU! If you need further assistance please contact your System Administrator or the ICIS helpline at (202) 564-7756 or at icis@epa.gov