U.S. Department of the Interior U.S. Geological Survey Continuous Records Processing

Background Information  In 2002, the Central Region Advisory Committee on Hydrologic Data Operations (CRACD) began investigating methods to accomplish the goal of computing records continuously  In 2005, the Central Region Continuous Records Processing Team (CRPT) met to establish and document guiding principles and best practices for all Central Region WSCs to implement for processing streamflow records on a continuous basis

External Driver – OMB/PART  External measure for “appropriate time period” is the 120-day OMB/PART requirement (compliance is 20% in 2006; 30% in 2007)  PART was NOT a consideration in the Central Region continuous records pilot program.  CR committed to meeting PART requirements using the technically based processes developed by the pilot WSCs.

Central Region Policy  In 2006 all WSCs in Central Region are required to:  Finalize (locked in ADAPS) all 2006 continuous-discharge records by February 1,  Annual Data Report deadline March 1,  Work and finalize percentage of records continuously to meet PART requirements.  Implement RMS for records tracking.

Processing Records  Processing records includes 4-steps:  Computing  Checking  Reviewing  Approving

Approach to Processing Records Continuously  Change in definition of a field trip  Establish work teams in the field offices  Emphasize better scheduling of all planned work  Acknowledge the benefit of DCPs at all sites  Develop and use proposed tools

Pilot Effort  Six pilot offices were chosen to pilot the study based on Office size, Experience, Current records status, Geography, Hydrology, and Climate.  These offices were:  Arkansas WSC  Iowa WSC  Kansas WSC  Durango Field Office, Colorado WSC  North Dakota WSC (computation during ice period)  Missouri WSC

Lessons Learned  Transition time before records process became continuous  Time was needed to:  Catch records up to current  Change mindset  Reestablish priorities

Lessons Learned  Records that had been processed continuously for 319 stations were published in the 2004 Annual Data Reports  During the end-of-year reviews problems requiring that the record be reworked were found with 3 of 319 stations  None of the problems were the result of the record being processed continuously

Guiding Principles for Processing Records Continuously  Based on the experiences of the pilot offices, two guiding principles have been recognized for processing records continuously  The record process is data driven  Processing records continuously must be a high priority

Driving Factor  Paradigm shift concerning what drives the records process  Traditionally the records process was driven by the Annual Report deadline  The process of computing records continuously is driven by the data

Data Driven  As data are collected, the records are processed to the fullest extent that the data will allow  The data dictate the proper time to work, check, review, and approve the record

Priority  Processing records continuously has to be a high priority for the Water Science Center  Director  Data Chief – Other Section Chiefs  Field Unit Chief  Field staff

Priorities  Traditional  Gage operation  Flood measurements  Routine field trips  Gage construction  Project work  Field maintenance  Levels  Equipment maintenance  Field vehicles  Processing records  Continuous Process  Gage operation  Flood measurements  Processing records  Routine field trips  Gage construction  Project work  Field maintenance  Levels  Equipment maintenance  Field vehicles

Best Practices for Processing Records Continuously  Evaluate and take advantage of any efficiency that will save time without sacrificing the quality of data collection and record processing  Maintain a detailed work schedule  Use a records management system to track the status of records

Field and Office Efficiencies  Maintain high-quality gages  Less time spent diagnosing and repairing problems  Higher-quality gage height record  Monitor battery voltages, transmit times, transmit signal strengths, and other variables for problems  Be proactive rather than reactive with gage maintenance

Field and Office Efficiencies  Field trip organization  Team approach – field trips are organized into sections that are run concurrently  Multiple people in the area at the same time makes it more efficient to conduct tasks that require more than one person (levels, boat operation, construction/maintenance, etc.)

Field and Office Efficiencies  Technological advances in field equipment  Hydroacoustics  GPSs  Digital levels  Others

Field and Office Efficiencies  Take advantage of new software tools and scripts

Work Schedule  A comprehensive work schedule should be developed and maintained for each 12 months  The schedule should include  Routine field trips  Record processing  Field maintenance trips  Project work  Training  Meetings  Leave  Other tasks that require significant amounts of time

Work Schedule  WSC management needs to be supportive of the schedule  Record processing needs to remain a high priority  Record processing needs to be completed before moving on to next scheduled tasks

Records Management  It is important to track the day-to-day status of record processing  Methods that have been used to track the status of records include:  Hand updated charts  Electronic spreadsheets  Web based systems

Records Management  Records Management System (RMS) is a tool currently being used by all CR WSCs Status on 11/8/06

Partial-year approval of data

Summary  There are no fundamental changes in the record computation procedures – the same USGS standards are used when processing records continuously compared to the traditional method

Summary  The key to being successful at processing records continuously is PRIORITY