DWINSA 2007 Website

Website Purpose Allow states to track status of questionnaires Allow systems >100K or states to upload project data directly Provide information to states on project status ► Allowed ► Allowed but changed ► Deleted Allow states to submit information for modification of projects

Website Users Administrators – EPA Headquarters and Contractor ► Users have full access to the site with the ability to read and edit data and to set tracking information Regional – EPA regional coordinators ► Users have read only access to all PWSIDs within their region State – State coordinator ► Users have access to all PWSIDs within their state ► Users have edit access to systems >100K until system has been “submitted” to EPA System – Systems serving >100K ► Users have access to upload and edit data until system has been “submitted” to state

What Is On the Website A Projects page that identifies all project the user has access to and status of each project. A System Stats page that provides a complete list of the questionnaires that the user has access to and shows status. It also provides a count of all projects in each questionnaire broken down by project status. A Progress Meter page that shows: the percentage of questionnaires received to date for the state compared to the percentage expected; and the state’s percentage of projects accepted.

What Is On the Website A Contacts page that identifies a phone number for Needs Assessment questions and an address for website technical support A “Hot List” page that identifies projects that you are currently working on or have flagged because they are the subject of a dialogue between you and the EPA. An Unread Messages page that shows any important messages received from the EPA that result in changes to project statuses.

How to Access the Web Page Web address: The website is password protected. You must provide Cadmus/EPA with names of users that will need accounts. We can create Read-Only or Read/Write accounts for users. (‘Editor’ status)

Whom To Call For Help Needs Survey Helpline (Toll Free) ► needs ( ) Website technical support & problems: ►

Login Page

States and Regions ► Each state and regional coordinator will receive a login and user id to be entered into the Needs Assessment login page. Systems >100K ► One representative from each system serving >100K will receive a login and user id if requested. Downloads ► The main login page contains links to download documents such as the Questionnaire and an Excel file suitable for upload of a questionnaire. ► Available to anyone – no password required

Home Page

Filters By system size ► All systems ► Large ► Medium ► Small By project status ► All projects ► Deleted projects ► Projects accepted with no cost ► Projects accepted with adjusted cost ► Projects accepted with cost Information to be viewed can be filtered Particularly useful if you have access to many systems

Website Symbols There are many symbols used on the website. Hovering your mouse over the symbols will provide a description. Accepted with Cost Accepted with Modified Cost Accepted with No Cost Deleted Mark a Message as Read Enter a State Comment Positive Acceptability Issue Negative Acceptability Issue Cost Issue Read/Reply To a Message Add to Hot List Remove from Hot List

System Stats Tab Click to view accepted projects Click column titles to sort data by that column System has been submitted as ‘Finalized’

Projects Tab Click to go to System View Click to go to Project Details State users can click to add notes Use Filters to limit lists

Sorting and selecting All underlined entries are “clickable” ► Sort your list by the column heading  PWSID  Date received  State notes ► Take you to another view  Click on any project number and it will take to a project view  Click on any system number and it will take you to a system view

Projects and System Views Projects View ► Messages ► Project details System View ► Projects ► Details ► Tracking ► Projects Table ► Upload

Project View – Messages Tab Click to read or reply to message Click to view Project Details

Project View - Reply To Message Enter your message and click Send

Project View – Details Tab Click to Add/Remove project from your Hot List

System View – Projects Tab Click to send a reply message Click to see cost issue Click to see acceptability issue Click to see System Details

System View – Details Tab

System View - Tracking

Allows the user to see the entire “history” of a questionnaire ► Received ► Analyzed ► Data Entry ► Modifications

System View – Projects Table Projects for a given system may be displayed in a table layout matching the format of the questionnaire. All three tables combined into one table for website. Click to add single projects Click to edit project

System View – Projects Table Users with edit access can add or modify data fields of a project by clicking on the ‘pencil’ in the 1 st column to expose editing tools. Click to save record Click cancel changes

Excel Upload Select Excel File and starting data row Click to initiate the upload

System View – Upload 3 step process to import Excel format 2007 Needs Survey Questionnaire: ► Select and upload the Excel file ► Review data in web grid and correct any errors ► Finalize import which adds/updates the projects to the database

Excel Upload Optionally remap Excel fields

Excel Upload Review and correct uploaded data Click the ‘pencil’ in 1st column to enable editing tools. Save row once highlighted errors are corrected Click save changes Click cancel changes Removes project record from upload

Excel Upload Finalizing upload Only projects without data errors will be added to database Click add projects to database

Example below shows 8 project records were added to the database Project records with data errors may be corrected and finalized at a later time Existing database projects will be updated if project number matches Excel Upload Finalizing upload

Survey Submission – Water System User To submit a survey to a State contact Include to send documentation as file attachments Sends internal message to state contact

Messages Tab for the submitted system will indicate a status of ‘submitted to state for review’ Survey Submission – Water System User Survey submitted to State viewed from System Stats tab

Survey Submission – State User Submission by a State user to EPA will set the system/projects status to Read- Only Tracking message will be created for survey that can be viewed under Tracking Tab

Survey Submission – State User System is denoted as ‘Finalized’ by icon in the System Stats view Survey submitted to EPA All projects within the PWSID are set to Read-Only status Note: Upload and Submit Survey tabs are no longer available for ‘Finalized Systems’

Survey Submission – State User When PWSID is submitted to EPA, a tracking message is created which displays status of survey Tracking message for Finalized System

Progress Meter Tab Shows % of all Surveys received Shows % of all Projects accepted

Contacts Tab

Hot List Tab Click to remove a project from your Hot List

Unread Messages Tab Click here to open and read Click here to remove from list without reading

Log Out & Close Browser Click here to log out, then close your browser Clicking on the Log Out tab will log out the current user and return the browser to the Log In screen.

Website Demo

Assessment Timeline DWINSA 2007

Project Schedule Survey DesignJan. – June 2006 State Inventory VerificationMay – July 2006 ICR Reviewed by OMBSept. – Dec Training SessionsSept. – Nov Mail the QuestionnairesJanuary 2007 Questionnaires Submitted to EPAFeb. – Oct Final Questionnaire DeadlineOctober 20, 2007 Data Collection and AnalysisFeb. 07 – March 08 Modeling, Statistical Analysis, ReportMay – Aug OMB Review ReportSept. – Nov Report to Congress (Statutory Deadline)February 2009

Data Collection Schedule Mail the questionnaires Systems begin returning questionnaires to states States return first few questionnaires to EPA for review and comment Workgroup meeting to discuss progress 1/3 of all questionnaires returned to EPA 2/3 of all questionnaires returned to EPA All questionnaires submitted Last modifications to questionnaires January 2007 February 2007 March 2007 April 2007 May 2007 July 2007 October 20, 2007 January 20, 2008

Contact Information Contractor ► Send questionnaires and documentation to: The Cadmus Group, Inc Colonial Drive Suite A Helena, MT Attention: Linda Hills (406) ► Helpline  Web site ► Address: ► Questions regarding web access  Login and password  Excel upload issues 