**CONTENTS**

[**8.0** **Site Visits 8-1**](#site-visits)

[8.1 Site Visits 8-1](#site-visits-1)

[8.1.1 Model Changes for Site Visit 8-2](#model-changes-for-site-visit)

[8.1.2 Site Visit Page Flow 8-4](#site-visit-page-flow)

[8.2 Deficiencies 8-43](#deficiencies)

[8.2.1 Model Changes for Deficiency 8-43](#model-changes-for-deficiency)

[8.2.2 Deficiency Page Flows 8-45](#deficiency-page-flows)

**EXHIBITS**

[**Exhibit 8-1.** SDWIS/STATE Home Page
8-1](#__RefHeading___Toc139344865)

[**Exhibit 8-2.** Site Visit Search 8-5](#__RefHeading___Toc139344866)

[**Exhibit 8-3.** Site Visit Maintenance List
8-12](#__RefHeading___Toc139344867)

[**Exhibit 8-4.** Site Visit Delete -- Error Message
8-13](#__RefHeading___Toc139344868)

[**Exhibit 8-5.** Site Visit Delete Confirmation
8-14](#__RefHeading___Toc139344869)

[**Exhibit 8-6.** Site Visit Maintenance
8-17](#__RefHeading___Toc139344870)

[**Exhibit 8-7.** Category Evaluation Summary
8-29](#__RefHeading___Toc139344871)

[**Exhibit 8-8.** WS Notification Date
8-42](#__RefHeading___Toc139344872)

[**Exhibit 8-9.** Deficiency Search 8-45](#__RefHeading___Toc139344873)

[**Exhibit 8-10.** Deficiency Maintenance List
8-48](#__RefHeading___Toc139344874)

[**Exhibit 8-11.** Deficiency Maintenance
8-51](#__RefHeading___Toc139344875)

[**Exhibit 8-12.** Create SOX/EOX & Supply Violation Period End Date
Advisory 8-57](#__RefHeading___Toc139344876)

This page is intentionally left blank

# Site Visits

The Site Visits component supports the scheduling of Site Visits and the
recording of findings from completed Site Visits and issuance of
Deficiencies.

The following items will be available under the *SDWIS/STATE Home Page
Site Visit* (Exhibit 8-1) menu item:

-   Site Visit

-   Deficiency

  ---------------------------------------------------- ----------------------------------------------------
  ![](media/image1.png){width="1.5986111111111112in"   ![](media/image2.png){width="4.723611111111111in"
  height="3.775in"}                                    height="3.047222222222222in"}

  ---------------------------------------------------- ----------------------------------------------------

[]{#__RefHeading___Toc139344865 .anchor}**Exhibit 8-1.** SDWIS/STATE
Home Page

## Site Visits

Federal regulatory requirements,[^1] spelled out in the Interim Enhanced
Surface Water Treatment Rule (IESWTR), "require primacy States to
conduct sanitary surveys for all surface water and GWUDI systems
regardless of size."[^2]

"Sanitary surveys are required no less frequently than every 3 years for
community systems and no less frequently than every 5 years for
noncommunity systems. For community systems determined by the State to
have outstanding performance based on prior sanitary surveys, subsequent
sanitary surveys may be conducted no less frequently than every 5 years.
States must have the appropriate rules or other authority to require
that public water system (PWS) owners respond in writing to significant
deficiencies outlined in a sanitary survey report within at least 45
days, indicating how and on what schedule the system will address
significant deficiencies noted in the survey. States must also have the
appropriate rules or other authority to assure that facilities take the
steps necessary to address significant deficiencies identified in the
survey report that are within the control of the PWS and its governing
body."[^3]

"A sanitary survey must address each of the following eight elements:
source; treatment; distribution system; finished water storage; pumps,
pump facilities, and controls; monitoring and reporting and data
verification; system management and operation; and operator compliance
with State requirements. In addition, sanitary surveys include a review
of disinfection profiles for systems required to comply with the
disinfection benchmarking requirements discussed elsewhere in today's
notice."[^4]

The Site Visit design addresses these requirements. These same
requirements, with very little variation, are also included in the
Proposed Groundwater Rule (GW). This design may also satisfy these
requirements, once they are promulgated.

### Model Changes for Site Visit 

Changes to Site Visit (TINVISIT):

-   Add Due_Date (date, optional) Description: The anticipated date that
    this site visit will occur. (R2009:B.8.1.1.a)

-   Change Description of San_Survey_Elem_Security. A coded value that
    describes in summary, the outcome of evaluating this category during
    the Site Visit. The "Public Health Security and Bioterrorism
    Preparedness and Response Act of 2002" requires primacy agencies to
    review the security and preparedness of water systems to respond to
    emergencies. Permitted values will be the same as the existing nine
    categories, including spaces. No schema migration. (R0010:A.8.1.1.a)

-   Change Description of San_Survey_Elem_Financial Description:
    Financial --- a coded value that describes in summary, the outcome
    of evaluating this category during the Site Visit. The Safe Drinking
    Water Act (SDWA) Amendments of 1996 requires primacy agencies to
    assist small water systems through Capacity Development. This
    category represents the review of the financial capabilities of the
    water system. Permitted values will be the same as the existing nine
    categories with the addition of spaces. No schema migration.
    (R0010:A.8.1.1.b)

-   Add permitted value 'Z' described as Not applicable to all category
    evaluation summary fields. (R0010:A.8.1.1.c)

    -   San_survey_element_source

    -   San_survey_element_treatment

    -   San_survey_elem_distrib_system

    -   San_survey_elem_fin_water_storag

    -   San_survey_element_pumps

    -   San_survey_element_mr_and_dv

    -   San_survey_elemtn_ws_mgt_ops

    -   San_survey_elem_optr_comp_eval

    -   San_survey_elem_security

    -   San_survey_elem_financial

    -   San_survey)\_element_other

Add attributes: (R2010:A.8.1.1.g)

> D_initial_userid (text, 8, mandatory)
>
> D_initial_timestamp (timestamp, mandatory)

Schema Migration: (R2010:A.8.1.1.h)

Set d_initial_userid to SS2.0

Set d_initial_timestamp to 01/01/2007

Change Site Visit Individual Assignment (TINSVINA)

> Remove permitted values in the Role attribute. (R2008:A.8.1.1.d)

New code table row (R2008:A.8.1.1.e)

  -----------------------------------------------------------------------
  **Column Name**               **Value**
  ----------------------------- -----------------------------------------
  Code_Name                     SVROLE

  Cod_Characteristic            T

  Value_Length                  1

  Delete_Flag                   A

  Ownership_Code                ST

  D_Userid_Code                 SS2.0

  D_Last_Updt_Ts                1/1/2007

  Ref_Attribute_Name            TINSVINA.Role

  Description_of_Cod            The coded value for parties present at a
                                site visit role.
  -----------------------------------------------------------------------

New PERMITTED_VALUE table rows for Site Visit Parties Present Role.
(R2008:A.8.1.1.f)

  -----------------------------------------------------------------------
  **Column Name**               **Value**
  ----------------------------- -----------------------------------------
  Code_Name                     SVROLE

  Sequence_Number               *Incremented by +1*

  Numeric_Value                 Null

  Date_Value                    Null

  Ref_Indicator                 Y

  Ownership_Code                ST

  D_Userid_Code                 SS2.0

  D_Last_Updt_Ts                1/1/2007

  Text Value                    P

  Description                   Primary
  -----------------------------------------------------------------------

### Site Visit Page Flow 

To add a new Site Visit, the user will select **Site Visits/Add** from
the *SDWIS/STATE Home Page* to invoke the Site Visit Maintenance Page in
add mode. Water System No. has been made an enterable field so the user
may supply a water system number or use the Go To button to search for a
valid water system within their current water system group assignment.

To maintain an existing Site Visit, the user will select **Site
Visits/Maintain** from the *SDWIS/STATE Home Page* to invoke the Site
Visit Search Page. From the Site Visit Search a list of Site Visits can
be requested and will be presented on the Site Visit Maintenance List
page. A selection from the list can then be presented on the Site Visit
Maintenance Page in change mode. The Water System No. field will be
protected from change in change mode.

####  Site Visit Search

Selecting **Site Visits/Maintain** from the *SDWIS/STATE Home Page* will
invoke the Site Visit Search page (Exhibit 8-2) where users may specify
the following search criteria: Water System No. only; Site Visit No.
only; Water System No. and Site Visit No.; Primary Reason only; Person
Present only; Visit Date Range only; Primary Reason and Visit Date
Range; Person Present and Visit Date Range; or no criteria at all.
Pressing **Search** will retrieve and display selected records in the
Site Visit Maintenance List. At the request of users, Visit Date Range
date fields will have no default values.

![](media/image3.png){width="6.493055555555555in"
height="4.429861111111111in"}

[]{#__RefHeading___Toc139344866 .anchor}**Exhibit 8-2.** Site Visit
Search

[Protected Field:]{.underline}

*Water System Group Used/*

*Regulating Agency*

*Used* This protected field will show the user's current Water System
Group Name or Regulating Agency depending on which the user has made
current. The software will dynamically change the prompt, depending on
whether Water System Group Name or Regulating Agency is current. The
prompt will be "Water System Group Used" if the user's current Water
System Group is valued, otherwise the prompt will be "Regulating Agency
Used."

[Entry Fields:]{.underline}

Search by Water System Group Box:

If any Search by Water System group box field is valued, all Other
Criteria group box fields will be protected.

*\[Water System\]* *No.* A standard nine-character Public Water System
No. (which consists of the two-character state code field \[pre-filled\]
plus the seven-character number field) may be entered or left blank. The
**Go To** button may be pressed to select a water system from the Water
System Maintenance List in a single-select mode, which will display a
list of water systems that are part of the current Water System Group or
Regulating Agency. Once a valid water system is entered or picked from a
list, the water system name will be displayed on the page. If a valid
water system is entered but is not part of the user's current Water
System Group or Regulating Agency, display the exit state error message:
**WS is not part of current group/agency. Change group/agency to access
this WS.**

> This field will be optional.

*\[Water System\]*

*Name* Standard 40-character Public Water System Name may be entered
completely, partially, or left blank. If the user specifies a partial
string in this field, display the Water System Maintenance List in
single-select mode with the closest matching water system at the top of
the list. (Closest matching means a match with the Water System Name,
sorted alphabetically, that starts with the same text string as
supplied.)

If a valid water system name is entered, the water number is populated.

> If a valid water system is entered but is not part of the user's
> current Water System Group or Regulating Agency, invoke exit state
> error message: **WS is not part of current group/agency. Change
> group/agency to access this WS.**

If the name entered is not found, the software will flow to the Water
System Maintenance List in single-select mode. The user may then select
a value and continue.

*Site Visit No.* A five-digit External System Number may be entered or
left blank. Entering a specific water system and Site Visit No. can
retrieve a unique Site Visit.

> This field will be optional.

Other Criteria Group Box:

If any Other Criteria group box field is valued, the Search by Water
System group box fields will be protected.

*Primary Reason* This field will specify the reason for a visit to a
public water system. This will be a standard dropdown list with the
following permitted values:

> SNSV Sanitary Survey
>
> SSVF Sanitary Survey Follow-up
>
> SHAZ Sanitary Hazards Investigation
>
> CMPA Compliance Assistance
>
> TRTP Water Treatment Plant Site Visit
>
> TRNG Training
>
> LABC Laboratory Certification
>
> EMRG Emergency assistance

ENGR Engineering determination/advice/plan review

> INVG Investigation (complaint/violation/etc.)
>
> LABI Laboratory Inspection
>
> INFI Informal system inspection
>
> OTHR Other
>
> PRMT Permit (qualification/review/compliance)
>
> RSCH Regularly scheduled
>
> SMPL Sample collection
>
> TECH Technical assistance (non-specific)
>
> VAEX Variance/Exemption related
>
> FENF Formal Enforcement
>
> FUFE Follow-up to Formal Enforcement
>
> IENF Informal Enforcement
>
> CPEV Comprehensive Performance Evaluation (CPE)
>
> CNST Construction Inspection
>
> OM Operation and Maintenance
>
> NEED Needs Survey
>
> RCDR Record Review
>
> SITE Site Inspection
>
> SRCE Source Water Inspection
>
> LOCD Locational Data Collection
>
> WHPP Wellhead Protection Program
>
> SRF State Revolving Fund
>
> CAPD Capacity Development Assessment
>
> WSHD Watershed Evaluation
>
> XCON Cross Connection Inspection/Investigation
>
> PUBH Public Hearing
>
> If the Primary Reason field is valued, the Person Present field will
> be protected.
>
> This field will be optional.

*Person Present* The user may click the **Go To** button to invoke the
Legal Entity Maintenance List where only individuals will be listed or
may enter a value directly into the Person Present field. If the user
enters a value in the Person Present field, on tabbing off the field,
the software will accept the specified Person Present, if it is an exact
match. If the value entered is not an exact match, the Legal Entity
Maintenance List sorted by ascending Name will be invoked in
single-select mode, from where the user may select an individual type
legal entity. If the user specifies a partial string in this field, the
software will display the closest matching Person Present Name at the
top of the list. (Closest matching means a match with the Individual
Name, sorted alphabetically, that starts with the same text string as
supplied.)

> If the Person Present field is valued, the Primary Reason field will
> be protected.
>
> This field will be optional.

*Due Date Range*

*\[Begin Date\]* This field will specify the begin date of the Due Date
Range. Edit checks for date will be done later when the user clicks the
**Search** button. A calendar function will allow the user to more
easily enter dates for this field.

> This field will be optional. (R2009:A.8.1.2.1.a)

*\[Due Date Range*

*End Date\]* This field will specify the end date of the Due Date Range.
Edit checks for date will be done later when the user clicks the
**Search** button. A calendar function will allow the user to more
easily enter dates for this field.

> This field will be optional. (R2009:A.8.1.2.1.b)

*Visit* *Date Range*

*\[Begin Date\]* This field will specify the begin date of the Visit
Date Range. Edit checks for date will be done later when the user clicks
the **Search** button. A calendar function will allow the user to more
easily enter dates for this field. (R2009:A.8.1.2.1.c)

> This field will be optional.

*\[Visit Date Range*

*End Date\]* *to* This field will specify the end date of the Visit Date
Range. Edit checks for date will be done later when the user clicks the
**Search** button. A calendar function will allow the user to more
easily enter dates for this field.

> This field will be optional.

*Regulating Agency* If the user enters a value in Regulating Agency, on
tabbing off the field, the software will accept the specified regulating
agency if it is an exact match. If the value entered is not an exact
match, it will invoke the Legal Entity Maintenance List filtered to
Government Agencies marked as Regulating Agencies (Regulating Agency
Indicator is set to yes), sorted by ascending Name, from where the user
may select a regulating agency. If the user specifies a partial string
in this field, display the closest matching regulating agency at the top
of the list. (Closest matching means a match with the Regulating Agency
Name, sorted alphabetically, that starts with the same text string as
supplied.)

(R2009:A.8.1.2.1.g)

[Tab Sequence]{.underline}:

Water System No. \[the seven-character, number field\], Water System
**Go To** button, Site Visit No., Primary Reason, Person Present, Person
Present **Go To** button, Visit \[Date Range\] Begin Date, \[Visit Date
Range\] End Date, Due Date Range Begin Date, \[Due Date Range\] End
Date, Regulating Agency, Regulating Agency **Go To** button, Search
button, **Clear** button, **Cancel** button, **Help** button Water
System No. \[the two-character state code field\]. (R2009:A.8.1.2.1.e)

[Buttons:]{.underline}

Water System

**Go To** Pressing this button will invoke the Water System Maintenance
List limited to water systems from the current water system group or
regulating agency. If the user has typed part of the Water System No.,
it will be used in the search to invoke the Water System Maintenance
List. The user may select a water system from this list.

Person Present

**Go To** Pressing this button will invoke the Legal Entity Maintenance
List where only individuals will be listed. The Select menu item will be
the only available option under the Edit option. If the user has typed
part of the Person Present name, it will be used in the search to bring
up the Legal Entity Maintenance List. The user may select a Person
Present from this list.

Regulating Agency

**Go To** The user may click the **Go To** button to invoke the Legal
Entity Maintenance List listing the regulating agencies (government
agencies with the regulating agency indicator set to 'Y') available for
selection or may enter a value directly into Regulating Agency. The
default sort for Legal Entity Maintenance List will be Name, in
ascending alphabetical order. (R2009:A.8.1.2.1.f)

**Search** Pressing this button will retrieve Site Visits based on the
specified criteria.

> The user's current Water System Group/Regulating Agency will be used
> as an implied search criterion in all searches for Site Visit records.
> This means that the software will retrieve only site visits linked to
> a water system that is linked to the user's current Water System
> Group/Regulating Agency. If an exact Water System No. is entered, the
> software will validate that it belongs to the user's current Water
> System Group/Regulating Agency. The following will be possible search
> permutations:

-   Search by Water System Group Box.

```{=html}
<!-- -->
```
-   By Water System No.

-   By Site Visit No.

-   By Water System No. and Site Visit No.

```{=html}
<!-- -->
```
-   Search by Other Criteria Group Box.

```{=html}
<!-- -->
```
-   Search by Primary Reason.

-   Search by Person Present.

-   Search by Visit Date Range.

> \-- Search by Visit Date Range with both begin and end dates valued
> (the software will check for site visit records with Date of Visit
> between (inclusively) the two specified dates).
>
> \-- Search by Visit Date Range Start Date (the software will check for
> site visit records with Date of Visit later than or same as the
> entered begin date including null dates).
>
> \-- Search by Visit Date Range End Date (the software will check for
> site visit records with Date of Visit prior to or on the specified end
> date including null dates).

-   Search by Primary Reason and Visit Date Range.

-   Search by Person Present and Visit Date Range.

-   Search by Primary Reason and Visit Date Range Start Date.

-   Search by Primary Reason and Visit Date Range End Date.

-   Search by Person Present and Visit Date Range Start Date.

-   Search by Person Present and Visit Date Range End Date.

-   Search by Regulating Agency.

-   Search by Due Date Range

> Search by Due Date Range with both begin and end dates valued (the
> software will check for site visit records with Due Date between
> (inclusively) the two specified dates).
>
> \-- Search by Due Date Range Start Date (the software will check for
> site visit records with Due Date later than or same as the entered
> begin date including null dates).
>
> \-- Search by Due Date Range End Date (the software will check for
> site visit records with Due Date prior to or on the specified end date
> including null dates).

-   Search by Primary Reason and Due Date Range (Start, End, or Both).

-   Search by Person Present and Due Date Range (Start, End, or Both).

-   Search by Primary Reason, Visit Date Range (Start, End, or Both) and
    Due Date Range (Start, End, or Both)

-   Search by Person Present, Visit Date Range (Start, End, or Both),
    and Due Date Range (Start, End, or Both).

-   Search by Primary Reason and Regulating Agency.

-   Search by Primary Reason Regulating agency and Due Date Range
    (Start, End, or Both).

-   Search by Person Present, Regulating Agency and Due Date Range
    (Start, End, or Both).

-   Search by Person Present, Regulating Agency, Visit Date Range
    (Start, End, or Both) and Due Date Range (Start, End, or Both)

-   Search by Primary Reason and Regulating Agency

-   Search by Person Present and Regulating Agency

-   Search by Primary Reason, Regulating Agency, and Visit Date Range
    (Start, End, or Both).

> (R2009:A.8.1.2.1.h)

-   Search with no filtering criteria. If the user opts not to specify
    anything on the search dialog box, the user's current Water System
    Group/Regulating Agency will still be used in retrieving records
    that will be displayed in the Site Visit Maintenance List.

```{=html}
<!-- -->
```
-   If a search includes Visit Date Range with both begin date and end
    date valued, then if end date is earlier than begin date, provide an
    exit state error message: **End Date cannot be earlier than Begin
    Date.**

-   If a search includes Due Date Range with both begin date and end
    date valued, then if end date is earlier than begin date, provide an
    exit state error message: **End Date cannot be earlier than Begin
    Date.** (R2009:A.8.1.2.1.i) End date should be turned red reverse
    video.

```{=html}
<!-- -->
```
-   If no site visits meet the search criteria, invoke informational
    exit state message: **No Site Visit exists in the database for this
    search criteria.** If no search criteria are specified and there are
    no site visit records in the database, invoke informational exit
    state message: **No Site Visit exists for the currently selected WS
    Group/Regulating Agency.** When the user clicks **OK**, the software
    will still display the Site Visit Maintenance List.

```{=html}
<!-- -->
```
-   If the search retrieves a single site visit record, the record will
    be displayed on the Site Visit Maintenance page (so that the user
    does not have to select/change it). If more than one site visit is
    retrieved, they will be displayed in the Site Visit Maintenance
    List.

**Clear** Pressing this button will clear data from all fields except
the prefilled State code on the search page. All fields that may have
been protected will be enabled. Clear Due Date range and Regulating
Agency. (R2009:A.8.1.2.1.j)

**Cancel** When the user presses this button, the software will
disregard data entered and return the user to the previous page.

**Help** Will invoke online Help for this page.

####  Site Visit Maintenance List

The Site Visit Maintenance List (Exhibit 8-3), which will display up to
1,000 records at a time, will list the site visit records retrieved from
the search criteria specified. The user will be able to select
(double-click) a site visit from the list to view or update, add a new
site visit by selecting **Edit/Add**, or delete an existing site visit.

The fields in this list will be: Site Visit No., Status, Water System
No., Primary Reason, Date of Visit, Next Due Date, Highest Deficiency
Severity, and Water System Name.

![](media/image4.png){width="6.493055555555555in"
height="4.429861111111111in"}

[]{#__RefHeading___Toc139344867 .anchor}**Exhibit 8-3.** Site Visit
Maintenance List

[List Columns:]{.underline}

Site Visit No., Status, Water System No., Primary Reason, Due Date, Date
of Visit, Next Due Date, Highest Deficiency Severity, Water System Name.
(R2009.A.8.1.2.2.a)

[Menu Items:]{.underline}

**File**

*Exit* Selecting **File/Exit** will return the user to the *SDWIS/STATE
Home Page.*

**Edit**

*Add* Selecting **Edit/Add** will invoke the Site Visit Maintenance page
in add-mode. If a water system number was used for search criteria, it
will flow through to the maintenance page. If water system number wasn't
used as search criteria, the water system number will be blank. This
option will be enabled regardless of a selection in the list area.

*Change* Selecting **Edit/Change** will display the Site Visit
Maintenance page with the selected site visit record available for
change. This menu item will be enabled only when a record has been
highlighted.

*Delete* The **Edit/Delete** menu item will be enabled only when a
record has been highlighted. If the selected Site Visit is associated to
a Deficiency, the software will return an exit state error message:
**This Site Visit is associated to one or more deficiencies. You must
delete/disassociate all Deficiencies in order to delete the Site
Visit.** (Exhibit 8-4). **Note:** A user must delete/disassociate
deficiencies from the Site Visit Maintenance page.

![](media/image5.png){width="4.5625in" height="2.1041666666666665in"}

[]{#__RefHeading___Toc139344868 .anchor}**Exhibit 8-4.** Site Visit
Delete -- Error Message

Otherwise, the software will display the Site Visit Delete Confirmation
dialog box (Exhibit 8-5) for the selected record. When a site visit
record is deleted, all individual association records (site visit
individual association records in table TINSVINA) as well as the
association to a Compliance Schedule will be deleted.

![](media/image6.png){width="5.995138888888889in"
height="3.1284722222222223in"}

[]{#__RefHeading___Toc139344869 .anchor}**Exhibit 8-5.** Site Visit
Delete Confirmation

[Site Visit Delete Confirmation Protected Fields:]{.underline}

*\[Water System\]*

*No.* This protected field will display the PWS ID of the water system.

*\[Water System\]*

*Name* This protected field will display the name of the water system.

*Site Visit No.* This protected field will display the site visit
number.

*Status* This protected field will display the status of the site visit
that can either be C -- Completed or P -- Planned.

*Primary*

*Reason* This protected field will display the reason for a visit to a
public water system. (Refer to Subsection 8.1.2.1 for a complete list of
permitted values for this field.)

*Date of Visit* This protected field will display the date on which the
site visit was performed or is planned to be performed.

[Site Visit Delete Confirmation Buttons:]{.underline}

**Yes** Will delete the site visit record as well as all associated
SITE_VISIT_INDIVIDUAL_ASGMT records (in TINSVINA table) and the
association to a Compliance Schedule. The confirmation page will close
and return to the maintenance list with this site visit record removed
from the list.

**No** Will abort the delete request and return to the maintenance list.

*Select* The **Edit/Select** menu item will be enabled only when the
software flows to this page from Compliance Schedule Maintenance. (When
invoked from Compliance Schedule Maintenance, **Select** will be the
only **Edit** menu item available; in addition, the **Search** menu item
will not be available under **View**, and the list will be limited to
site visits for the water system \[referenced by the compliance
schedule\] that are not yet linked to any compliance schedule.)

**View**

> *Filter by* Selecting **View/Filter by** will allow the user to filter
> by Site Visit No., Status, Due Date, Water System No., Water System
> Name, Primary Reason, Date of Visit, Next Due Date, and Highest
> Deficiency Severity. (R2009:A.8.1.2.2.b)

*Refresh* Selecting **View/Refresh** will retrieve the unfiltered list
(original search criteria).

*Search* Selecting **View/Search** will invoke Site Visit Search.

> *Sort* Selecting **View/Sort** will invoke the standard Sort page.
> Sorting will be: allowed by Site Visit No., Status, Due Date, Water
> System No., Primary Reason, Date of Visit, Next Due Date, Highest
> Deficiency Severity, and Water System Name. (R2009:A.8.1.2.2.c)

**Help** Will invoke the system online Help for this page.

[Menu Icons:]{.underline}

![](media/image7.png){width="0.22361111111111112in"
height="0.22361111111111112in"} Clicking on this icon will invoke the
Water System Information page, which will display basic inventory
information for the water system associated with the selected site visit
record. This icon will be disabled when no site visit record is
highlighted.

![](media/image8.png){width="0.22361111111111112in"
height="0.22361111111111112in"} Clicking on this icon will invoke the
Historical Sampling Information page, which will display protected
information on samples collected for the site visit water system. This
icon will be disabled when no site visit record is highlighted.

![](media/image9.png){width="0.22361111111111112in"
height="0.22361111111111112in"} Clicking on this icon will invoke the
Related Points of Contact Maintenance List page, which will display a
protected list of legal entities and individuals (such as operators,
engineers, etc.) associated with the water system linked to the selected
site visit record. This icon will be disabled when no site visit record
is highlighted.

[Default Sort Order:]{.underline}

There is currently no default sort order for site visit records shown in
Site Visit Maintenance List page.

[Protected Fields:]{.underline}

*Water System Group/*

*Regulating Agency*

*Used* This protected field will show the Water System Group Name or
Regulating Agency Used in the search criteria. The software will
dynamically change the prompt depending on whether Water System Group
Name or Regulating Agency is current. The prompt will be "Water System
Group Used" if the user's current Water System Group is valued,
otherwise the prompt will be "Regulating Agency Used."

*Number of rows*

*resulting from*

*search criteria*

*entered:* This field will show the total number of rows that met the
search criteria.

*Number of rows*

*displayed:* This field will show the total number of rows that are
displayed in the list, which may be less than the number of rows that
met the search criteria.

[Buttons:]{.underline}

**Menu Items** Will present the standard menu items dialog box.

**Scroll Buttons** Will scroll the list box in the direction of the
arrow displayed on the button.

####  Site Visit Maintenance

The Site Visit Maintenance page (Exhibit 8-6) will allow the user to add
or change site visits and to specify people present during the site
visit and deficiencies identified for a particular water system
facility. The title bar will vary depending on the current maintenance
action (Site Visit Maintenance - Add or Site Visit Maintenance -
Change).

![](media/image10.png){width="6.493055555555555in"
height="5.432638888888889in"}

[]{#__RefHeading___Toc139344870 .anchor}**Exhibit 8-6.** Site Visit
Maintenance

[Menu Icons:]{.underline}

![](media/image7.png){width="0.22361111111111112in"
height="0.22361111111111112in"} Clicking on this icon will invoke the
Water System Information page, which will display basic inventory
information for the given water system.

![](media/image8.png){width="0.22361111111111112in"
height="0.22361111111111112in"} Clicking on this icon will invoke the
Historical Sampling Information page, which will display protected
information on all samples collected for the given water system.

![](media/image9.png){width="0.22361111111111112in"
height="0.22361111111111112in"} Clicking on this icon will invoke the
Display Points of Contact page, which will display a protected list of
legal entities and individuals (such as operators, engineers, etc.)
associated with the given water system.

[Protected Fields:]{.underline}

Water System Group Box:

The Water System group box will contain Water System Name as a protected
field.

*Site Visit No.* A five-digit, system-generated field that maps to field
External System Number. This protected field will initially be set to
zero (0) when the site visit is being added. The Site Visit No. will be
incremented per water system and will be the identifier reported to EPA.
If the maximum number is encountered while incrementing an External
System Number, the system will identify the lowest number not already
used for the given water system.

*Highest Deficiency*

*Severity* Will specify the highest deficiency severity indicated either
by a deficiency associated to the Site Visit or indicated by a Category
Evaluation Summary for the site visit. This protected field will contain
one of the following permitted values:

Significant

Minor

Recommendation

> None

The software, when first displaying a site visit, will determine the
highest deficiency severity by checking the deficiencies associated to
the site visit (including any associated from earlier site visits) and
the Category Evaluation Summary fields. It will first check for any
"significant" deficiencies or Category Evaluation Summary and, if
deficiencies are found, it will set the field value to "significant." If
no significants are found, it will then check for a "minor" deficiency
or Category Evaluation Summary and, if found, will set the field to
"minor." If no minors are found, it will then check for a
"recommendation" and, if found, will set the field to "recommendation."
If no recommendations are found, the field will be set to "none."

*Compliance*

*Schedule No.* Will specify the compliance schedule number. This
protected field will initially be valued with "0" when a site visit is
being added.

*\[Violation Type*

*Name\]* The name of the violation type code presented in the violation
type field.

[Entry Fields:]{.underline}

*Water System No.* Will present the Water System number as two fields
representing the two-character state code and the seven-character
number.

In change mode these two fields will be populated and protected.

In add mode the two-character state code will be pre-populated with the
system default state code (TINPRT where installed_indicator_code = 1).
Both fields are required and must represent a valid water system number
contained within the user's current water system group/regulating agency
assignment.

When the value in either field is changed and the combination does not
represent a valid water system number, the name will be blank and the
Water System Maintenance List will be presented in single-select mode
listing only water systems contained within the user's current water
system group/regulating agency assignment.

If the value in either field is changed and the combination represents a
valid water system number that is not contained within the user's
current water system group/regulating agency assignment, the name will
be blank and the error message will be **WS is not part of current
group/agency. Change group/agency to access this WS.**

If the combination of both fields represents a valid water system number
that is contained within the user's current water system
group/regulating agency assignment, the name will be populated.

In add-mode, if deficiencies have been added, the Water System number
will become a protected field since deficiencies may be associated to a
water system facility of the specified water system.

*Status* Permitted values in this field will be as follows:

C Completed.

P Planned.

> In Add mode, the default value for this field will be "Completed."
>
> Status will be a required field.
>
> The status of a Site Visit can be changed from C to P if: (1) no
> deficiencies are associated, and (2) all the Category Evaluation
> Summary fields say either X-Not Evaluated or Blank. If any of these
> conditions are not met, the change will be denied and the following
> error message will be presented: **A Site Visit cannot be changed from
> C (Completed) to P (Planned) if a deficiency is associated or any one
> of the Category Evaluation Summary fields has other than X-Not
> Evaluated or Blank.**

*Due Date* The date that this Site Visit is due. Due Date is an optional
field.

*Date of Visit* Specifies the date on which the site visit was performed
or is planned to be performed. This field is conditionally mandatory. If
the Status is "Completed," it must be valued and cannot be a future
date. If the Status is "Planned," it will not have to be valued and can
be a future date. A calendar function will allow the user to more easily
enter dates for this field.

*WS Notification*

*Date* This optional field will be used to enter the date on which the
water system was notified about the site visit or plans to make a site
visit. An external calendar function will allow the user to more easily
enter dates for this field.

*Primary Reason* Will specify the reason for a visit to a public water
system. This will be a standard dropdown list with the following
permitted values:

> SNSV Sanitary Survey
>
> SSVF Sanitary Survey Follow-up
>
> SHAZ Sanitary Hazards Investigation.
>
> CMPA Compliance Assistance
>
> TRTP Water Treatment Plant Site Visit
>
> TRNG Training
>
> LABC Laboratory certification
>
> EMRG Emergency assistance

ENGR Engineering determination/advice/plan review

> INVG Investigation (complaint/violation/etc.)
>
> LABI Laboratory inspection
>
> INFI Informal system inspection
>
> OTHR Other
>
> PRMT Permit (qualification/review/compliance)
>
> RSCH Regularly scheduled
>
> SMPL Sample collection
>
> TECH Technical assistance (non-specific)
>
> VAEX Variance/Exemption related

FENF Formal Enforcement

FUFE Follow-up to Formal Enforcement

> IENF Informal Enforcement
>
> CPEV Comprehensive Performance Evaluation (CPE)
>
> CNST Construction Inspection
>
> OM Operation and Maintenance
>
> NEED Needs Survey
>
> RCDR Record Review
>
> SITE Site Inspection
>
> SRCE Source Water Inspection
>
> LOCD Locational Data Collection
>
> WHPP Wellhead Protection Program
>
> SRF State Revolving Fund
>
> CAPD Capacity Development Assessment
>
> WSHD Watershed Evaluation
>
> XCON Cross Connection Inspection/Investigation
>
> PUBH Public Hearing
>
> Primary Reason will be a required field.

*Regulating Agency* The user may click the **Go To** button to invoke
the Legal Entity Maintenance List listing the regulating agencies
(government agencies with the regulating agency indicator set to 'Y')
available for selection or may enter a value directly into Regulating
Agency. The default sort for Legal Entity Maintenance List will be Name,
in ascending alphabetical order. If the user enters a value in
Regulating Agency, on tabbing off the field, the software will accept
the specified regulating agency if it is an exact match. If the value
entered is not an exact match, it will invoke the Legal Entity
Maintenance List, sorted by ascending Name, from where the user may
select a regulating agency. If the user specifies a partial string in
this field, display the closest matching regulating agency at the top of
the list. (Closest matching means a match with the Regulating Agency
Name, sorted alphabetically, that starts with the same text string as
supplied.)

In Add mode, default value for this field will be the primacy agency.

Regulating Agency will be a required field.

Category Evaluation Summary Group Box:

The user can indicate which of the ten category evaluation summaries
were addressed during the Site Visit (eight elements set out in
EPA/State Joint Guidance on Sanitary Surveys plus two new category
evaluation summaries required by the Public Health Security and
Bioterrorism Preparedness and Response Act of 2002, and the Safe
Drinking Water Act (SDWA) Amendments of 1996.) An eleventh category,
"Other," will be a "catch-all" category. All fields in this group box
will be protected if the Status is "Planned."

*Source* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

> N No deficiencies/recommendations.

X Not evaluated.

Z Not applicable. (R0010:A.8.1.2.3.a)

The default value will be Not applicable. (R0010:A.8.1.2.3.b

Source will be an optional field.

*Treatment* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

Z Not applicable. (R0010:A.8.1.2.3.c)

The default value will be Not applicable. (R0010:A.8.1.2.3.d)

Treatment will be an optional field.

*Distribution System* The permitted values for this field will be as
follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

Z Not applicable. (R0010:A.8.1.2.3.e)

The default value will be Not applicable. (R0010:A.8.1.2.3.f)

Distribution System will be an optional field.

*Finished Water*

*Storage* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

Z Not applicable. (R0010:A.8.1.2.3.g)

> The default value will be Not applicable. (R0010:A.8.1.2.3.h)
>
> Finished Water Storage will be an optional field.

*Pumps*

*(fac \[facilities\],*

*cntls \[controls\],*

*etc.)* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

Z Not applicable. (R0010:A.8.1.2.3.i)

> The default value will be Not applicable. (R0010:A.8.1.2.3.j)
>
> Pumps (fac, cntls, etc.) will be an optional field.

*M&R \[Monitoring*

*& Reporting\]*

*& Data*

*Verification* The permitted values for this field will be as follows:

\<spaces\>

> S Significant deficiency(ies).
>
> M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

Z Not applicable. (R0010:A.8.1.2.3.k)

> The default value for this field will be Not applicable.
> (R0010:A.8.1.2.3.l)
>
> M&R & Data Verification will be an optional field.

*\[Water System\]*

*Management &*

*Operations* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

> Z Not applicable. (R0010:A.8.1.2.3.m)
>
> The default value will be Not applicable. (R0010:A.8.1.2.3.n)
>
> Management & Operations will be an optional field.

*Operator*

*Compliance*

*\[Evaluation\]* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

> Z Not applicable. (R0010:A.8.1.2.3.o)
>
> The default value will be Not applicable. (R0010:A.8.1.2.3.p)
>
> Operator Compliance will be an optional field.

*Security* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

> Z Not applicable. (R0010:A.8.1.2.3.q)
>
> The default value will be Not applicable. (R0010:A.8.1.2.3.r)
>
> Security will be an optional field.

*Financial* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

Z Not applicable. (R0010:A.8.1.2.3.s)

> The default value will be Not applicable. (R0010:A.8.1.2.3.t)
>
> Financial will be an optional field.

*Other* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

> Z Not applicable. (R0010:A.8.1.2.3.u)
>
> The default value will be Not applicable. (R0010:A.8.1.2.3.v)
>
> Other will be an optional field.

*Visit Frequency:*

*Every* \[Number of Periods\] a three-digit numeric integer. \[Period
Type\], a standard dropdown list, will contain the following permitted
values:

DY Day(s).

WK Week(s).

MN Month(s).

YR Year(s).

> Visit Frequency \[number\] and Visit Frequency \[period\] will be
> optional. If either is provided, both must be provided or the error
> message will be **Visit Frequency requires both Number and Period if
> either provided.**

*Next Due Date* This field will specify the next due date of the site
visit. If the Site Visit is planned, this field can be used to indicate
the date for a second future site visit. An external calendar function
will allow the user to more easily enter dates for this field.

> Next Due Date will be an optional field.

*Violation Type* The user may enter a Violation Type or use the **Go
To** button to display the Violation Type Maintenance List in
single-select mode that will be sorted by ascending type. Only violation
types owned by the state or violation types owned by EPA with a Category
Code of "SS" will be listed. As the user enters/changes a value and tabs
off the Violation Type field, the software will check that the supplied
Violation Type is valid (i.e., is either owned by the State or, if owned
by EPA, has a Category Code of "SS\") and then populate the retrieved
Violation Type's Name value in the corresponding protected field. If the
supplied Violation Type does not satisfy these criteria, the software
will not supply a message but will directly invoke the Violation Type
Maintenance List in single-select mode, from which the user may select a
valid Violation Type.

This will be an optional field.

> Note: While this field is optional, it must be valued for CDS
> processes to determine a sanitary survey candidate violation.

*Comments* A free-form scrollable text field in which descriptive
information can be entered for the site visit. This field can contain up
to 2,000 characters.

Comments will be an optional field.

[List Boxes:]{.underline}

Parties Present Group Box:

The Parties Present group box will consist of individuals designated as
present during the Site Visit including both those conducting the Site
Visit as well as those representing the water system. Users may
**Associate** or **Disassociate** these individuals to the site visit as
well as **Make Role Primary** for one individual.

Parties Present

\[List\] The Parties Present list will display a maximum of 25 legal
entity records of type individual. It will contain the list of
individuals that the user has associated to the current site visit.
(This association will be stored in table TINSVINA).

> Fields included in the Parties Present list will be Role, Name (which
> will display as "Last Name, First Name"), Organization Name, and Mail
> Stop Text (to enable the user to select a unique individual in case of
> a duplicate) sorted by ascending Name.
>
> The Parties Present List will be conditionally mandatory. If the
> Status is "Completed," at least one individual must be specified in
> the Parties Present List. The edit check will be done later when the
> user clicks on any of the following buttons: **OK**, **Custom
> Compliance Schedule**, or **Standard Response**.

Deficiency Group Box:

The Deficiency group box will consist of the deficiency list and four
buttons: **Add**, **Associate**, **Change**, and **Delete**.

Deficiencies \[List\] The Deficiencies list, which will display a
maximum of 250 records, will contain the list of deficiencies (table
TINDEFCY) noted during the current site visit. This association will be
stored in table TINSVDFA. The user will be able to create new
deficiencies or associate existing deficiencies (from a previous Site
Visit) by clicking the **Add** button and **Associate** button,
respectively. To update a deficiency, the user will highlight the record
and click on the **Change** button. To remove a deficiency, the user
will highlight the record and click on the **Delete** button.

> The fields listed in the Deficiencies list will be No., Severity,
> Category, Date Identified, WSF State Asgn ID, Description, WS
> Notification Date, Resolved Date, WSF Name, and WSF Activity Status.
> The two Description fields will be concatenated into one, only
> displaying the one that is valued. If both are valued, both will be
> displayed (permitted value first) with an ampersand ( & ) between
> them. The following are all the possible formats: (a) ABCD -- DESC1
> (first 73 characters), (b) DESC2, (c) ABCD -- DESC1 (first 20
> characters) & DESC2 where ABCD is the four-character description code,
> DESC1 is the standard description assigned to the four-character
> description code and DESC2 is the user-input description. Sort will be
> by Deficiency No., ascending.
>
> All fields and buttons in this group box will be protected if the
> Status is "Planned."

Scheduled Activities by Deficiency Group Box:

Scheduled Activities by Deficiency \[List\]

> The Scheduled Activities by Deficiency list, which will display a
> maximum of 500 records, will contain the set of activities identified
> for each of the deficiencies noted for the current site visit.
> Scheduled activities may be added by pressing the **Standard
> Response** or **Custom Compliance Schedule** buttons. Note that one or
> more of these may be activities scheduled to address a deficiency that
> was noted during a previous site visit.
>
> The fields listed in the scheduled activities list will be Deficiency
> No., \[Activity\] Name, Due Date, Achieved Date, Condition (Derived),
> Projected Date, and Reported Date. The sort will be by Deficiency No.,
> ascending.

[Tab Sequence:]{.underline}

Water System No., Water System No. **Go To** button, Status, Due Date,
Date of Visit, WS Notification Date, Primary Reason, Regulating Agency,
Regulating Agency **Go To** button, Source, Treatment, Distribution
System, Finished Water Storage, Pumps (fac, cntls, etc.), M&R & Data
Verification, Management & Operations, Operator Compliance, Security,
Financial, Other, **Specify Default** button, **Calculate Category
Evaluation** button, Parties Present **Associate** button, Parties
Present **Disassociate** button, Parties Present **Make Role Primary**
button, Parties Present **Set Role** button, Visit Frequency \[number of
periods\], Visit Frequency \[period type\], **Calculate Next Due Date**
button, Next Due Date, Violation Type, Violation Type **Go To** button,
Deficiency **Add** button, Deficiency **Associate** button, Deficiency
**Change** button, Deficiency **Delete** button, Comments, **Custom
Compliance Schedule** button, **Standard Response** button, **WS
Modification** button, **OK** button, **Cancel** button, **Help**
button. (R2009.A.8.1.2.3.ab)

[Buttons:]{.underline}

Water System No.

**Go To** Pressing this button will invoke the Water System Maintenance
List in single-select mode showing the water systems contained in the
user's current water system group/regulating agency assignment. A
selection from the list will update the water system number and name
upon return to the Site Visit Maintenance page. This button will not be
available when the maintenance page is in change mode or in add-mode
after deficiencies have been added.

Regulating Agency

**Go To** Pressing this button will invoke the Legal Entity Maintenance
List showing the regulating agencies (i.e., government agencies with
regulating agency indicator set to 'Y') available for selection. The
default sort for Legal Entity Maintenance List will be Name, in
ascending alphabetical order. If the user has typed part of the
regulating agency name, it will be used in the search to bring up the
Legal Entity Maintenance List. The user may select a regulating agency
from this list.

**Specify Default** Pressing this button will invoke the Category
Evaluation Summary dialog box (Exhibit 8-7) where a default value may be
specified and applied to all categories for the current Site Visit
record. This button will be enabled only if the Status is "Completed."

![](media/image11.png){width="5.979166666666667in"
height="3.1666666666666665in"}

[]{.mark}

[]{#__RefHeading___Toc139344871 .anchor}**Exhibit 8-7.** Category
Evaluation Summary

[Category Evaluation Summary Entry Field:]{.underline}

*\[Category Evaluation Summary*

*Default\]* The permitted values for this field will be as follows:

\<spaces\>

S Significant deficiency(ies).

M Minor deficiency(ies).

R Recommendation(s) made.

N No deficiencies/recommendations.

X Not evaluated.

Z Not applicable. (R0010:A.8.1.2.3.z)

> The default value will be spaces. The user may optionally choose
> another value from the dropdown list or accept the default. If the
> default value of spaces is not changed and the user clicks on **OK**
> button, it will be understood that all categories will be set to
> spaces.

[Category Evaluation Summary Buttons:]{.underline}

**OK** When the user clicks on **OK**, all category evaluation summaries
in the Site Visit Maintenance page will be set to the value selected on
this dialog box.

**Cancel** Will close the Category Evaluation Summary dialog box and
return the user to the Site Visit Maintenance page.

**Help** Will invoke online Help for this dialog box.

**Calculate Category**

**Evaluation** Pressing this button will enable the software to
calculate and default all summary evaluation categories by evaluating
the deficiencies listed in the page and calculate the Highest Deficiency
Severity by evaluating the summary evaluation categories (note that the
second evaluation will follow the first, which will enable a user to
record severity information only at the summary level and still have the
Highest Deficiency Severity indicate the user entered summaries). Users
may override the default; however if a new deficiency is added or
removed, they may need to re-override the default.

For each category evaluation summary (including the "Other" category),
the software will look at each deficiency of the same type. When found,
it will get the highest severity available; it will first check for any
"SIG" deficiency, and if found, it will set the category evaluation
summary field value to "S" (Significant). If no SIGs are found, it will
then check for a "MIN" deficiency, and if found, will set the category
evaluation summary field to "M" (Minor deficiency). If no MINs are
found, it will set the field to "R" (Recommendations made). When not
found, the field value will remain as is.

Once all category evaluation summary fields are evaluated, the software
will also check the Highest Deficiency Severity and if necessary, it
will update that field.

This button will be enabled only if the Status is "Completed."

Parties Present

**Associate** Pressing this button will invoke the Legal Entity Search
page where criteria may be entered to retrieve a list of individuals.
Upon pressing the **Search** button, the Legal Entity Maintenance List
page will be presented in single-select mode for selection of an
individual. The **Edit/Select** menu item will be made available on the
Legal Entity Maintenance List page after an individual record is
highlighted in the list box.

Individuals designated as present during the site visit will be
committed to the database only when the user explicitly clicks on
**Custom Compliance Schedule**, **Standard Response**, or **OK**. If a
user selects an individual record more than once, the software will list
the individual only once (and create one association to the individual
when the records are committed to the database).

Parties Present

**Disassociate** Pressing this button will remove the selected
individual from the Parties Present list, disassociating it from the
site visit. This button will be enabled only when an individual record
has been highlighted. Actual deletion of the associative record will
occur when the user clicks the **OK**, **Custom Compliance Schedule**,
or **Standard Response** button.

Parties Present

**Make Role**

**Primary** Pressing this button will set the selected individual's role
to "P" (Primary). If there is already another individual that was marked
as Primary, his/her role will be automatically set to blank. Only one
individual can be marked as Primary. This button will be enabled when
one and only one individual record has been highlighted in the Parties
Present List. (R2008:A.8.1.2.3.x)

Parties Present

**Set** **Role** Pressing this button will invoke the Parties Present
Role dialog box. This button will be enabled when one or more
individuals are selected in the Parties Present list box. The dialog box
will allow a selection of the Role from the drop down list. Upon
clicking **OK** the role selection will be present on the list box. The
actual role update will occur when **OK** is clicked on the Site Visit
Maintenance page. The list of valid Roles will be retrieved from the
permitted value table where Code Name is SVROLE. (**Note:** in order to
ensure that only one individual is designated as primary, the SVROLE of
P will not be present on the list.) (R2008:A.8.1.2.3.y)

**Calculate Next Due**

**Date** Pressing this button will enable the software to calculate the
Next Due Date using the formula: Next Due Date = Date of Visit + (Number
of x Period).

If either Date of Visit or one/both of the Visit Frequency fields are
not valued, the following error message will be presented: **Visit Date
and Visit Frequency must be valued to calculate Next Due Date.**

Deficiency **Add** Pressing this button will invoke the Deficiency
Maintenance page in Add mode. Here, the user may add a new deficiency
for the current site visit.

> **Note:** At this point, nothing has been committed to the database.
> Deficiencies (and associations to existing deficiencies) will be
> committed to the database only when the user explicitly clicks on any
> of the following buttons: **Custom Compliance Schedule**, **Standard
> Response**, or **OK**.
>
> This button will only be enabled when a valid Water System number has
> been provided.

Deficiency

**Associate** Pressing this button will invoke the Deficiency
Maintenance List.

This button will only be enabled when a valid Water System number has
been provided.

Deficiency

**Change** Pressing this button will invoke the Deficiency Maintenance
page in Change mode. This button will be enabled only when a single
deficiency is highlighted.

Deficiency

**Delete** If a highlighted deficiency is only associated to the current
Site Visit, pressing this button will delete both the deficiency and the
associative record between the deficiency and the site visit. If a
highlighted deficiency is associated to another site visit, pressing
this button will delete only the associative record between the
deficiency and the site visit. This button will be enabled when one or
more deficiencies are selected.

> A deficiency that is linked to a scheduled activity cannot be removed
> unless the scheduled activity is first disassociated from the
> deficiency. If one or more of the deficiencies selected for removal
> are linked to a scheduled activity, the following warning message will
> be presented: **One or more of the selected deficiencies is associated
> to one or more scheduled activities and cannot be deleted. To delete a
> deficiency that has been associated to a scheduled activity, you must
> first remove its scheduled activities using the Compliance Schedule
> Maintenance function in the Enforcement component.** On pressing
> **OK**, the user will be able to see the deficiencies that were not
> successfully removed from the list.
>
> A deficiency that is linked to a violation cannot be removed unless
> the violation is first disassociated from the deficiency. If one or
> more of the deficiencies selected for removal are linked to a
> violation, the following warning message will be presented: **One or
> more of the selected deficiencies is associated to one or more
> violations and cannot be deleted. To delete a deficiency that has been
> associated to a violation, you must first disassociate its
> violation(s) using the Violation Maintenance function in the
> *Monitoring* component.** On pressing **OK**, the user will be able to
> see the deficiencies that were not successfully removed from the list.

**OK** Pressing this button will create or update the site visit record
and all its associated records. The following actions will apply to the
**OK**, **Custom Compliance Schedule**, and **Standard Response**
buttons (with the exception of the final page flow action, as
specified). If an error message is invoked, after the user presses
**OK**, the software will return the user to the Site Visit Maintenance
page with all previously entered data in place. The software will ensure
the following:

-   If either of the water system number fields is blank, the error
    message will be: **Water System No. is required.**

-   If the Status is "Completed,"

> \- Date of Visit is valued. If it is not, the following exit state
> error message will be presented: **A Date of Visit must be specified
> for a "Completed" Site Visit.**
>
> \- If Date of Visit is valued, but the date is a future date, the
> following error message will be presented: **A Date of Visit must not
> be a future date for a "Completed" Site Visit.**
>
> \- At least one individual has been specified in the Parties Present
> list. If it is not, the following error message will be presented:
> **An Individual must be specified for a "Completed" Site Visit.** The
> cursor will be returned to the Parties Present **Associate** button.

-   Primary Reason is valued. If it is not, the following error message
    will be presented: **A Primary Reason must be specified for the Site
    Visit.** The cursor will be returned to the Primary Reason field.

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-   Regulating Agency is specified. If it is not, the following error
    message will be presented: **A Regulating Agency must be specified
    for the Site Visit.** The cursor will be returned to the Regulating
    Agency field.

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-   A duplicate site visit record does not exist. The uniqueness
    criteria for Site Visit will be the combination of Water System No.,
    Date of Visit, and Primary Reason. If a duplicate is found, the
    following error message will be presented: **A Site Visit for this
    WS with same Visit Date & Primary Reason already exists.** The
    cursor will be returned to the Primary Reason field.

> *Example #1: Assume the following site visit already exists in the
> database: A site visit for WS-NE3120544 having Visit Date = NULL,
> Primary Reason = Sanitary Survey. If the user tries to add a site
> visit for the same Water System (NE3120544) with the same Primary
> Reason (Sanitary Survey) with a Visit Date = NULL, the software will
> treat this as duplicate site visit.*
>
> *Example #2: Assume the following site visit already exists in the
> database: A site visit for WS-NE3120545 having Visit Date = NULL,
> Primary Reason = Training. If the user tries to add a site visit for
> the same Water System (NE3120545) with the same Primary Reason
> (Training) with a Visit Date = 5/1/01, the software will NOT treat
> this as duplicate site visit.*

-   A duplicate deficiency association record does not exist. If a
    deficiency association already exists between the deficiency and the
    site visit, a duplicate association record will not be created and
    no message will be given. (R2010:A.8.1.2.3.ac)

-   Invoke the Discrepancy Advisory dialog box if a discrepancy exists
    between the severity listed for a Category Evaluation Summary and
    the most significant severity listed for a Deficiency in that same
    category. For instance, if a deficiency is added with a category of
    \"Source Water\" and a Severity set to \"Minor,\" check the Source
    Water category in Category Evaluation Summary. If severity is not of
    Minor or higher, give the user an advisory that there is a
    discrepancy and option of automatically updating the category
    evaluation summary or leaving unchanged. The dialog box will have
    the following text as literal: **A discrepancy between Category
    Evaluation Summary and Deficiencies is found. Select the button
    below on how you want to proceed.** This dialog box will have a
    **Resolve discrepancy and Proceed** button and **Proceed w/o
    resolving discrepancy** button. Pressing the **Resolve discrepancy
    and Proceed** button will perform the same actions described in
    **Calculate Category Evaluation** button in Site Visit Maintenance
    page before continuing with the flow described in the **OK** button
    in the maintenance page. Pressing the **Proceed w/o resolving
    discrepancy** button will resume the flow as if no advisory has been
    displayed. (R0011:A.8.1.2.3.w)

*Add Mode* Will create and commit to the database a new Site Visit
(table TINVISIT) associated to the Water System and Regulating Agency
specified, as well as a SITE_VISIT_INDIVIDUAL_ASGMT (table TINSVINA) for
any Individual specified in the Parties Present List.
(R2010:A.8.1.2.3.ad) Will commit to the database a
SITE_VISIT_DEFICIENCY_ASGMT (table TINSVDFA) for each existing site
visit deficiency selected for association with the current site visit.

> Once the Site Visit and any associated records have been created, the
> software will check for a value in the WS Notification Date of each
> highlighted deficiency. If WS Notification Date is not valued for one
> of them, the software will invoke the WS Notification Date dialog box,
> which will ask the user to specify a WS Notification Date to be used
> for any highlighted deficiency where this field is not valued.
>
> If the user enters a WS Notification Date or all the selected
> deficiencies already have WS Notification Dates, the software will
> invoke the Standard Response Maintenance List. However, only standard
> responses of type "Deficiency" will appear on the list.
>
> Will update the *Highest Deficiency Severity* in accordance with the
> specifications written for that field above.

*Change Mode* Will change and commit to the database any updates to the
selected Site Visit (table TINVISIT). In addition:

-   If one or more individuals have been added to the Parties Present
    List, new SITE_VISIT_INDIVIDUAL_ASGMT records (table TINSVINA) will
    be committed.

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-   If one or more individuals have been deleted from the Parties
    Present List, the SITE_VISIT_INDIVIDUAL_ASGMT records (table
    TINSVINA) associated with the individuals selected for deletion will
    be committed.

-   If an individual's role has been changed, this change will be
    committed.

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-   If one or more deficiencies have been added to the Deficiencies List
    and/or one or more deficiencies from a previous site visit are
    associated to the current site visit, the
    SITE_VISIT_DEFICIENCY_ASGMT (table TINSVDFA) will be committed.
    (R2010:A.8.1.2.3.ae)

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```
-   If one or more deficiencies have been changed, these changes will be
    committed.

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-   If one or more deficiencies have been deleted from the Deficiencies
    List, delete the SITE_VISIT_DEFICIENCY_ASGMT records from table
    TINSVDFA for each. In addition, if a deleted deficiency is only
    associated to the current Site Visit, delete the deficiency record
    (from table TINDEFCY).

-   Will update the *Highest Deficiency Severity* in accordance with the
    specifications written for that field above

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```
-   This action only applies to the **OK** button (and not the **Custom
    Compliance Schedule** or **Standard Response** buttons). After Site
    Visit has been added to the database, it will be displayed on the
    Site Visit Maintenance List.

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-   If the Site Visit Maintenance page was invoked in Add mode from the
    *SDWIS/STATE Home Page*, only the newly added site visit will appear
    on the list.

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-   If the Site Visit Maintenance page was invoked in Add mode from the
    Site Visit Maintenance List (by selecting **Edit/Add**), the list
    will display the same site visits originally listed with any filter
    or sort previously applied plus the newly added site visit
    highlighted. If sort criteria were previously applied, it will also
    apply to the new record, but filter criteria will not (so that the
    new record will not be inadvertently filtered out of the list).

**Custom Compliance**

**Schedule** The **Custom Compliance Schedule** button will be available
for users who wish to schedule activities to address one or more
deficiencies but do not wish to use the Standard Response function for
this purpose. Pressing the **Custom Compliance Schedule** button will
cause the software to perform the edit checks specified for the **OK**
button. This button will be protected until one or more deficiencies
have been highlighted.

> Once the Site Visit and any associated records have been created or
> updated as described above, the software will flow to the existing
> Compliance Schedule Maintenance page, first checking for an existing
> Compliance Schedule that is associated to the Site Visit.
>
> If one is found, it will be displayed on the page. If one is not
> found, it will set:

-   Regulating Agency to the primacy agency.

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-   Status to Final.

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-   Status Date to current date.

> Note that the software will not check for any existing compliance
> schedule that is not associated to the site visit. This means that it
> will be the users' responsibility to ensure that duplicate compliance
> schedules are not created. (For example, a user could create a final
> Compliance Schedule for Water System No. ND5551212 with Scheduled
> Activities A and B in the Enforcment Action area. At the same time,
> another user entering the Site Visit could create a second final
> Compliance Schedule for Water System No. ND5551212 with Scheduled
> Activities A and B.)
>
> The specific documentation of the Compliance Schedule Maintenance page
> triggered by the Site Visit function is covered in Chapter 6.
>
> When the Compliance Schedule Maintenance page closes, the user will be
> returned to the Site Visit Maintenance page, which will display the
> newly created schedule activity/activities in the Scheduled Activity
> List. The Deficiency No. will show in the list so that it is clear to
> which deficiency the scheduled activity applies. If the Site Visit
> Maintenance page was initially invoked in Add mode, it will appear at
> this point in Change mode.

**Standard Response** Will invoke the Standard Response Maintenance List
page after performing the same edit checks as specified for the **OK**
button. This button will be protected until one or more deficiencies
have been highlighted.

The Standard Response Maintenance List will be available for users who
wish to take advantage of the standard response function, which allows
the SDWIS/STATE Administrator to set up a standard response with a
consistent set of scheduled activities whenever a particular deficiency
is noted during a site visit. The Standard Response Maintenance List
will display standard responses of type 'D' (Deficiency) where a user
can make one selection.

When the user highlights a standard response and clicks on the
**Edit/Select**, the software will first check to see if a Compliance
Schedule exists that is associated to the Site Visit. If a Compliance
Schedule already exists, the software will select it. If one is not
found, the software will create one, using the defaults indicated in the
selected Standard Response, and link it to the current site visit.

Specifically, it will set the compliance schedule's:

-   Type_Code_CV to entity STANDARD_RESPONSE's attribute
    COMPLIANCE_SCHEDULE_TYPE_CODE_CV.

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-   Status_Code to entity STANDARD_RESPONSE's attribute
    COMPLIANCE_SCHEDULE_STATUS_CODE.

-   Status_Date to current date.

-   Effective_Date to STANDARD_RESPONSE's attribute EFFECTIVE_DATE_DAYS
    plus the entity SITE_VISIT's attribute WS_NOTIFICATION_DATE (if
    valued). If entity SITE_VISIT's attribute WS_NOTIFICATION_DATE is
    not valued, set to EFFECTIVE_DATE_DAYS plus the WS_NOTIFICATION_DATE
    from the first selected deficiency.

-   Regulating Agency to the entity STANDARD_RESPONSE's attribute
    REGULATING_AGENCY.

The software will then:

> Check the standard response activity assignments (records in table
> TENSRACA) for the selected deficiency standard response to determine
> the activity types and other pertinent data needed to create a
> Scheduled Activity (records in table TENACTIV).
>
> For each Activity Type (specified for the deficiency standard
> response) and highlighted deficiency combination, the software will
> create a Scheduled Activity record (table TENSCHAT) using the
> following uniqueness criteria: If the software finds a Scheduled
> Activity for the same Compliance Schedule and the same Activity Type
> and the same Due Date and the same Deficiency, the candidate Scheduled
> Activity would be considered a duplicate.
>
> If a duplicate is found, a new scheduled activity will not be created.
>
> If there is no duplicate scheduled activity, the software will create
> the new scheduled activity, associate it to the just created/selected
> Compliance Schedule, and associate it to the highlighted Deficiency in
> a DEFICIENCY_SCHEDULE_ACTY_ASGMT (table TINDFSAA). For each Scheduled
> Activity, the software will set:

-   Due Date to highlighted entity DEFICIENCY's attribute
    WS_NOTIFICATION_DATE + entity STANDRD_RESP_ACTIVITY_TYPE_ASGMT's
    attribute DUE_DATE_DAYS.

-   Projected Date to highlighted entity DEFICIENCY's attribute
    WS_NOTIFICATION_DATE + entity STANDRD_RESP_ACTIVITY_TYPE_ASGMT's
    attribute PROJECTED_DATE_DAYS.

> **Note:** The WS Notification Date may vary between deficiencies. The
> action of selecting the deficiency standard response will not only
> create these records but also commits them to the database.
>
> Finally, the software will close the Standard Response Maintenance
> List and return the user to the Site Visit Maintenance page displaying
> the newly created schedule activity(ies) in the Scheduled Activity
> List. The Deficiency No. will show in the list so that it is clear to
> which deficiency the scheduled activity applies. If the Site Visit
> Maintenance page was initially invoked in Add mode, at this point, it
> will appear in Change mode. The following examples demonstrate what
> this uniqueness criteria means and when a scheduled activity will be
> created. Each example assumes a fresh database and that each
> deficiency has the same due date. Assume the following records already
> exist:

-   A Standard Response "SR-01" that is associated to one Activity Type
    "AT-01."

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-   A Standard Response "SR-02" that is associated to two Activity
    Types, namely "AT-01" and "AT-02."

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-   A Site Visit that has three deficiencies linked to it, namely
    "D-01," "D-02," and "D-03." This site visit is not associated to a
    Compliance Schedule.

> \(1\) If the user highlights Deficiency "D-01," clicks on **Standard
> Response**, and then selects Standard Response "SR-01" in the Standard
> Response Maintenance List, the software will:

-   Create a new Compliance Schedule and associate it to current Site
    Visit.

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-   Check for an existing Scheduled Activity for the same compliance
    schedule, the same activity type, the same due date and the same
    deficiency ("D-01"). Since no such scheduled activity exists, it
    will create a scheduled activity ("SA-01") in TENSCHAT table and
    link it to the newly created compliance schedule and activity type
    "AT-01." It will also create an association record
    (DEFICIENCY_SCHEDULE_ACTY_ASGMT) in table TINDFSAA linking the newly
    created scheduled activity to deficiency "D-01."

> If the user repeats the same action for Deficiency "D-02" but selects
> Standard Response "SR-02," the software will then do the following for
> each Activity Type linked to Standard Response "SR-02":

-   For Activity Type "AT-01," check for an existing Scheduled Activity
    for the same compliance schedule, the same activity type ("AT-01"),
    the same due date and the same deficiency ("D-02"). Since no such
    scheduled activity exists, it will create a scheduled activity
    ("SA-02" for Activity Type "AT-01" and Deficiency "D-02").

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-   For Activity Type "AT-02," check for an existing Scheduled Activity
    for the same compliance schedule, the same activity type ("AT-02"),
    the same due date and the same deficiency ("D-02"). Since no such
    scheduled activity exists, it will create a scheduled activity
    ("SA-03" for Activity Type "AT-02" and Deficiency "D-02").

> If the user then highlights the three deficiencies and selects
> Standard Response "SR-01," the software will:

-   Not create two new scheduled activities because there would already
    be a scheduled activity "SA-01" for deficiency "D-01" and a
    scheduled activity "SA-02" for deficiency "D-02."

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-   Will create a new scheduled activity "SA-04" and link it to
    deficiency "D-03."

> \(2\) If the user highlights Deficiency "D-01," clicks on **Standard
> Response**, and then selects Standard Response "SR-01" in the Standard
> Response Maintenance List, the software will:

-   Create a new Compliance Schedule and associate it to current Site
    Visit.

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-   Check for an existing Scheduled Activity for the same compliance
    schedule, the same activity type, the same due date, and the same
    deficiency ("D-01"). Since no such scheduled activity exists, it
    will create a scheduled activity ("SA-01" for Activity Type "AT-01"
    and Deficiency "D-01").

> If at this point, a compliance officer added two new scheduled
> activities for the same compliance schedule in the Compliance Schedule
> Maintenance component in Enforcement Business System: one scheduled
> activity "SA-02" with the same due date for activity type "AT-01"; and
> another scheduled activity "SA-03" with the same due date for activity
> type "AT-02." These scheduled activities are not linked to any
> deficiency.
>
> If the user highlights deficiency "D-02" and then selects Standard
> Response "SR-02," the software will:

-   For Activity Type "AT-01," check for an existing Scheduled Activity
    for the same compliance schedule, the same activity type ("AT-01"),
    the same due date and the same deficiency ("D-02"). The software
    will not treat Scheduled Activity "SA-02" as a duplicate because it
    is not linked to deficiency "D-02." It will not use it and instead
    will create a new scheduled activity "SA-04" (for Activity Type
    "AT-01" and Deficiency "D-02").

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-   For Activity Type "AT-02," check for an existing Scheduled Activity
    for the same compliance schedule, the same activity type ("AT-02"),
    the same due date, and the same deficiency ("D-02"). The software
    will not treat Scheduled Activity "SA-03" as a duplicate because it
    is not linked to deficiency "D-02." It will not use it and instead
    will create a new scheduled activity "SA-05" (for Activity Type
    "AT-02" and Deficiency "D-02").

> \(3\) If the user highlights Deficiency "D-01," clicks on **Standard
> Response**, and then selects Standard Response "SR-01" in the Standard
> Response Maintenance List, the software will:

-   Create a new Compliance Schedule and associate it to the current
    Site Visit.

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-   Check for an existing Scheduled Activity for the same compliance
    schedule, the same activity type, the same due date, and the same
    deficiency ("D-01"). Since no such scheduled activity exists, it
    will create a scheduled activity "SA-01" (for Activity Type "AT-01"
    and Deficiency "D-01").

> If the user repeats the same action for Deficiency "D-02" and selects
> the same Standard Response "SR-01," the software will then:

-   Check for an existing Scheduled Activity for the same compliance
    schedule, the same activity type ("AT-01"), the same due date, and
    the same deficiency ("D-02"). Since no such scheduled activity
    exists, it will create a scheduled activity "SA-02" (for Activity
    Type "AT-01" and Deficiency "D-02").

> If the user highlights deficiencies "D-01" and "D-02," and selects the
> same Standard Response "SR-01," the software will:

-   Not create two new scheduled activities because there would already
    be a scheduled activity "SA-01" for deficiency "D-01" and a
    scheduled activity "SA-02" for deficiency "D-02."

> \(4\) If the user highlights both Deficiency "D-01" and deficiency
> "D-02," clicks on **Standard Response**, and then selects Standard
> Response "SR-01" in the Standard Response Maintenance List, the
> software will:

-   Create a new Compliance Schedule and associate it to the current
    Site Visit.

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-   Check for an existing Scheduled Activity for the same compliance
    schedule, the same activity type, the same due date, and the same
    deficiency ("D-01"). If no such scheduled activity exists, it will
    create a scheduled activity "SA-01" (for Activity Type "AT-01" and
    Deficiency "D-01").

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```
-   Check for an existing Scheduled Activity for the same compliance
    schedule, the same activity type ("AT-01"), the same due date, and
    the same deficiency ("D-02"). If no such scheduled activity exists,
    it will create a scheduled activity "SA-02" (for Activity Type
    "AT-01" and Deficiency "D-02").

It is important to note that this duplicate check will apply only to a
Scheduled Activity that references a Deficiency.

**WS Modification** Pressing this button will invoke the Water System
Modification page.

**Cancel** Pressing this button will cause the software to disregard any
data entered and return the user to the previous page. If the previous
page was Site Visit Maintenance List and the list was empty, bypass it
and return the user to the *SDWIS/STATE Home Page*. (This does not apply
to already committed data---Compliance Schedule, etc.)

If changes have been made to the maintenance information, a standard
confirmation dialog box will be presented.

**Help** Will invoke the system online Help facility.

**Scroll Buttons** Will scroll the list box in the direction of the
arrow displayed on the button.

####  WS Notification Date

Once the Site Visit and any associated records have been created, the
software will check for a value in the WS Notification Date of each
highlighted deficiency. If WS Notification Date is not valued for one of
them, the software will invoke the WS Notification Date page. The text
on the WS Notification Date dialog box (Exhibit 8-8) will be: **What
date do you want to use as the date the water system owner was notified
about this/these deficiency(ies)?**

![](media/image12.png){width="5.447916666666667in"
height="2.8958333333333335in"}

[]{#__RefHeading___Toc139344872 .anchor}**Exhibit 8-8.** WS Notification
Date

[Entry Field:]{.underline}

*\[WS Notification*

*Date\]* Will feature the calendar function for the date field which
will default to the current date. The user may enter the date that the
water system was notified about the deficiency(ies).

> WS Notification Date will be a required field.

[Tab Sequence:]{.underline}

\[WS Notification Date\], **OK**, **Cancel**, **Help**.

[Buttons:]{.underline}

**OK** When the user clicks **OK**, the date entered will be recorded as
the WS Notification Date for any selected deficiency which does not have
a WS Notification Date. The software will not overwrite a WS
Notification Date that has already been entered for a deficiency. If the
WS Notification Date is left blank, the software will invoke the
following warning message: **WS Notification Date must be specified or
operation canceled.**

**Cancel** Will close the WS Notification Date page and return the user
to the previous page.

**Help** Will invoke online Help for this page.

## Deficiencies

Deficiencies allow you to record the results of a Site Visit or other
inspection that may then require more extensive action, such as issuing
a violation or developing a Compliance Schedule with activities.

### Model Changes for Deficiency

Changes to Deficiency (TINDEFCY) (R2010:A.8.2.1.c)

Add new attributes:

> D_initial_userid (text, 8, mandatory)
>
> D_initial_timestamp (timestamp, mandatory)

Increase Description_text from 50 to 2000. (R2012:B.8.2.1.a)

Schema Migration: (R2010:A.8.2.1.d)

Set d_initial_userid to SS2.0

Set d_initial_timestamp to 01/01/2007

New Entity Type Deficiency Type (TINDFTYP) (R2014:A.8.2.1.a)

Description: The Deficiency Description CV permitted values. Used to
populate the Deficiency: description_cv attribute and to support other
interface default behavior.

Attributes:

> TINDFTYP_IS_Number (number, 7, mandatory) the system generated IS
> number from the TINEISN table.
>
> TINDFTYP_ST_Code (text, 2, mandatory) the two character state code.
>
> Code Value (text, 4, mandatory) the deficiency type code.
>
> Description (Text, 2000, optional, varchar and case sensitive) A brief
> textual description of the code value.
>
> Default Severity Code (text, 3, optional) The default Deficiency
> Severity Code to be used when this Deficiency Type is selected on the
> Deficiency Maintenance page. Permitted values:
>
> \-- Spaces
>
> \-- MIN
>
> \-- REC
>
> \-- SIG
>
> Default Category Code (text, 2, optional) The default Deficiency
> Sanitary Survey Category code to be used when this Deficiency Type is
> selected on the Deficiency Maintenance page. Permitted Values:
>
> \-- spaces
>
> \-- DS
>
> \-- FI
>
> \-- FW
>
> \-- MR
>
> \-- OC
>
> \-- OT
>
> \-- PU
>
> \-- SE
>
> \-- SM
>
> \-- SO
>
> \-- TR
>
> \-- UK
>
> D_initial_userid (text, 8, mandatory)
>
> D_initial_timestamp (timestamp, mandatory)

Identifier: TINDFTYP_IS_number and TINDFTYP_ST_CODE

Sehema Migration: (R2014:A.8.2.1.b)

-   Create a row in TINEISN for TINDFTYP.

-   Create a row in TINDFTYP for every row in TINPV with code_name
    TINDEFCY1.

> \-- Set d_initial_userid and d_lastupdate_userid to SS2.0
>
> \-- Set d_initial_timestamp and d_lastupdate_timestamp to 01/01/2007.
>
> \-- Set default severity to spaces
>
> \-- Set default category code to spaces
>
> \-- Set Code value to tinpv Text Value
>
> \-- Set Description to TINPV.Description.

### Deficiency Page Flows

####  Deficiency Search

From the SDWIS/STATE Home Page, select Site Visit/Deficiency to be
presented with the Deficiency Search page (Exhibit 8-9).
(R2010:A.8.2.2.1.a)

  ---------------------------------------------------- -----------------------------------------------------
  ![](media/image1.png){width="1.5986111111111112in"   ![](media/image13.png){width="4.7243055555555555in"
  height="3.775in"}                                    height="1.6597222222222223in"}

  ---------------------------------------------------- -----------------------------------------------------

[]{#__RefHeading___Toc139344873 .anchor}**Exhibit 8-9.** Deficiency
Search

[Protected Field:]{.underline}

*Water System Group Used/*

*Regulating Agency*

*Used* This protected field will show the user's current Water System
Group Name or Regulating Agency, depending on which the user has made
current. The software will dynamically change the prompt, depending on
whether Water System Group Name or Regulating Agency is current. The
prompt will be "Water System Group Used" if the user's current Water
System Group is valued, otherwise the prompt will be "Regulating Agency
Used."

[Entry Fields:]{.underline}

*\[Water System\]* *No.* A standard nine-character Water System No.
(which consists of the two-character state code field \[pre-filled\]
plus the seven-character number field) may be entered or left blank. The
**Go To** button may be pressed to select a water system from the Water
System Maintenance List in a single-select mode, which will display a
list of water systems that are part of the current Water System Group or
Regulating Agency. Once a valid water system is entered or picked from a
list, the water system name will be displayed on the page. If a valid
water system is entered but is not part of the user's current Water
System Group or Regulating Agency, display the exit state error message:
**WS is not part of current group/agency. Change group/agency to access
this WS.**

> This field will be optional. However, either the Water System No. or
> Water System Name must be provided to enable the **Search** button.

*\[Water System\]*

*Name* Standard 40-character Water System Name may be entered
completely, partially, or left blank. If the user specifies a partial
string in this field, display the Water System Maintenance List in
single-select mode with the closest matching water system at the top of
the list. (Closest matching means a match with the Water System Name,
sorted alphabetically, that starts with the same text string as
supplied.)

If a valid water system name is entered, the water number is populated.

> If a valid water system is entered but is not part of the user's
> current Water System Group or Regulating Agency, invoke exit state
> error message: **WS is not part of current group/agency. Change
> group/agency to access this WS.**

If the name entered is not found, the software will flow to the Water
System Maintenance List in single-select mode. The user may then select
a value and continue.

*Deficiency No.* A five-digit External System Number may be entered or
left blank. Entering a specific water system and Deficiency No. can
retrieve a unique Deficiency.

> This field will be optional

[Buttons:]{.underline}

Water System

**Go To** Pressing this button will invoke the Water System Maintenance
List limited to water systems from the current water system group or
regulating agency. If the user has typed part of the Water System No.,
it will be used in the search to invoke the Water System Maintenance
List. The user may select a water system from this list.

**Search** Pressing this button will retrieve Deficiencies for the
selected Water System or Selected Water System and Deficiency No.

> The user's current Water System Group/Regulating Agency will be used
> as an implied search criterion in all searches for Deficiency records.
> This means that the software will retrieve only deficiencies linked to
> a water system that is linked to the user's current Water System
> Group/Regulating Agency. If an exact Water System No. is entered, the
> software will validate that it belongs to the user's current Water
> System Group/Regulating Agency.
>
> This button will remain disabled until a valid Water System is
> provided.

**Cancel** When the user presses this button, the software will
disregard data entered and return the user to the previous page.

**Help** Will invoke online Help for this page.

####  Deficiency Maintenance List

Rename the Deficiency Selection List to be Deficiency Maintenance List
(Exhibit 8-10). (R2010:A.8.2.2.2.a)

-   When invoked from the Deficiency Search page, will present all rows
    meeting the provided search criteria. Edit/Select will be disabled.
    (R2010:A.8.2.2.2.b)

-   When invoked from Site Visit Maintenance, the multi-select
    Deficiency Maintenance List will display all deficiencies for the
    same water system (as the Site Visit) except those deficiencies
    whose Resolved Date is valued and is earlier than the current Site
    Visit Identification Date. (This will enable users to select still
    unresolved deficiencies from previous site visits to associate with
    the current site visit but will filter out deficiencies that have
    been resolved prior to the current site visit.)

```{=html}
<!-- -->
```
-   When invoked from the Compliance Schedule Maintenance page (either
    directly or through Site Visit Maintenance List), the multi-select
    Deficiency Maintenance List will be narrowed to only those
    deficiencies for the current site visit.

```{=html}
<!-- -->
```
-   When invoked from Violation Maintenance (specifically the Violation
    Deficiency Association), this single-select list will display all
    deficiencies for the same water system and in descending Date
    Identified order.

-   When no deficiencies are found, the presented warning message will
    be: **No Deficiency exists in the database for this search
    criteria.**

![](media/image14.png){width="6.493055555555555in"
height="4.429861111111111in"}

[]{#__RefHeading___Toc139344874 .anchor}**Exhibit 8-10.** Deficiency
Maintenance List

[Deficiency List Columns:]{.underline}

No., Severity, Category, Date Identified, WSF State Asgn ID,
Description, WS Notification Date, Resolved Date, WSF Name, and WSF
Activity Status. The two Description fields are concatenated into one,
only displaying the one that is valued. If both are valued, both will be
displayed (permitted value first) with an ampersand ( & )between them.
The following are all the possible formats: (a) ABCD -- DESC1 (first 73
characters), (b) DESC2, (c) ABCD -- DESC1 (first 20 characters) & DESC2
where ABCD is the four-character description code, DESC1 is the standard
description assigned to the four-character description code, and DESC2
is the user-input description.

[Default Sort Order:]{.underline} WSF State Asgn ID, asc, Severity, asc,
Description, asc. (R2010:A.8.2.2.2.c) [Menu Items:]{.underline}

**File**

*Exit* Selecting **File/Exit** will return the user to the requesting
page.

**Edit**

*Add* Will present the Deficiency Maintenance page in add-mode.
(R2010:A.8.2.2.2.d)

*Change* Will present the Deficiency Maintenance page in change-mode.
This item will only be enabled if one and only one Deficiency is
selected in the list area. (R2010:A.8.2.2.2.e)

*Select* If the Deficiency Maintenance List is called from the Site
Visit Maintenance page or the Compliance Schedule Maintenance page,
selecting **Edit/Select** will associate the selected deficiency to the
Site Visit by creating a new SITE_VISIT_DEFICIENCY_ASGMT record (table
TINSVDFA). The software will close the page and return the user to the
Site Visit Maintenance page. The selected record will be passed to the
invoking routine. At this point, the software will not commit a
SITE_VISIT_DEFICIENCY_ASGMT record to the database. The user may select
1-100 records at one time.

> If the Deficiency Maintenance List is called from Violation
> Maintenance (specifically the Violation Deficiency Association)
> selecting **Edit/Select** will associate the selected Deficiency to
> the Violation. The software will close the page and return the user to
> the Violation Deficiency Association. The selected record will be
> passed to the invoking routine. At this point, the software will not
> commit any new association to the database.

*Delete* If the Deficiency is associated to a Site Visit, Compliance
Schedule Activity, or Violation, the delete will be denied and the error
message will be **Deficiency is asc to Site Visit, Sched Act, or Vio.
Delete denied.** If no conflicts are found, will present the Delete
confirmation page prior to proceeding with the delete of the deficiency.
(R2010:A.8.2.2.2.f)

**View**

> *Filter by* Selecting **View/Filter by** will let the user filter by
> the same fields listed for Sort.
>
> *Refresh* Selecting **View/Refresh** will refresh the original
> listing.

*Sort* Selecting **View/Sort** will invoke the standard Sort page with
the following fields available for sorting: Description-permitted value,
Description-text, Date Identified, \[Deficiency\] No., Severity,
Category, Resolved Date, WSF State Asgn ID, and WSF Name.

**Help** Will invoke the system online Help for this page.

[Protected Fields:]{.underline}

*Number of rows*

*resulting from*

*search criteria*

*entered:* This field will show the total number of rows that met the
search criteria.

*Number of rows*

*displayed:* This field will show the total number of rows that are
displayed in the list, which may be less than the number of rows that
met the search criteria.

*Number of rows*

*selected:* This field will show the total number of rows that are
selected in the list.

[Buttons:]{.underline}

**Menu Items** Will present the standard menu items dialog box.

**Scroll Buttons** Will scroll the list box in the direction of the
arrow displayed on the button.

####  Deficiency Maintenance

Exhibit 8-11 depicts the Deficiency Maintenance page.

[Protected Fields:]{.underline}

Water System Group Box:

The Water System group box will contain Water System Name as a protected
field. (B.8.2.2.3.a)

Site Visit Group Box: (R2010:A.8.2.2.3.h)

The Site Visit group box will contain Site Visit No., Date of Visit, and
WS Notification Date as protected fields with the data carried over from
the Site Visit Maintenance page when the Deficiency Maintenance page is
being invoked from there. It will be optional data and blank when
Deficiency Maintenance is invoked from the Deficiency Maintenance List.

  ---------------------------------------------------- ----------------------------------------------------
  ![](media/image1.png){width="1.6034722222222222in"   ![](media/image15.png){width="4.745138888888889in"
  height="4.489583333333333in"}                        height="4.459027777777778in"}

  ---------------------------------------------------- ----------------------------------------------------

[]{#__RefHeading___Toc139344875 .anchor}**Exhibit 8-11.** Deficiency
Maintenance

*Deficiency*

*No.* A five-digit numeric, system-generated field that will map to
attribute External_System_Number. This will be a protected field. In Add
mode, this field will be initially set to zero (0).

*\[WSF Name\]* This protected field will specify the water system
facility (WSF) name. It will be automatically populated once an exact
WSF is specified.

[Entry Fields:]{.underline}

Water System Group Box:

*Water System*

*No.* (B.8.2.2.3.b) Will present the Water System number as two fields
representing the two-character state code and the seven-character
number.

In change mode these two fields will be populated and protected.

In add mode, if the water system information was provided on the
Deficiency Search, it will be presented in these fields, but allowable
to change. If no water system information was provided to the Deficiency
Search, the two-character state code will be pre-populated with the
system default state code (TINPRT where installed_indicator_code = 1).
Both fields are required and must represent a valid water system number
contained within the user's current water system group/regulating agency
assignment.

When the value in either field is changed and the combination does not
represent a valid water system number, the name will be blank and the
Water System Maintenance List will be presented in single-select mode
listing only water systems contained within the user's current water
system group/regulating agency assignment.

If the value in either field is changed and the combination represents a
valid water system number that is not contained within the user's
current water system group/regulating agency assignment, the name will
be blank and the error message will be **WS is not part of current
group/agency. Change group/agency to access this WS.**

If the combination of both fields represents a valid water system number
that is contained within the user's current water system
group/regulating agency assignment, the name will be populated.

In add-mode, if this page flow came from other than the Deficiency home
page, (such as from site visit, violation, or other flow), the water
system information should be provided to this page and under these
circumstances will be presented and protected.

*Description* Two fields will be provided for entering a Description of
the deficiency. A given primacy agency would instruct their users to use
one, the other, or in some cases, both, based on what works best for
them.

Description will be a required field; therefore a permitted value or
text description will be required.

> One primacy agency might elect to not enter any permitted values for
> deficiency descriptions and use the uncontrolled field to enter
> descriptions while another primacy agency might create a list of
> permitted values for "significant" deficiencies (e.g., No
> acrylamide/epichlorohydrin certification, No screened vent, Turbidity
> profile not conducted, No protected housing, Sanitary seal and casing
> not watertight, No intercepting ditch, DPD type test kit not used, No
> flushing program, Chlorine not measured and recorded daily, No
> emergency response plan) but have users enter "minor" deficiencies and
> recommendations freehand. Still another primacy agency might enter all
> deficiencies as permitted values and only use the uncontrolled field
> for entering recommendations.

*Description*

*\[Permitted*

*Values\]* A dropdown where values from table Deficiency Type. When a
selection is made, populate the Severity and Category with the defaults,
if any, specified for the selected Deficiency Type. (R2014:A.8.2.2.3.a)

.

The default value will be spaces. The advantage of having controlled
permitted values for deficiency descriptions will be easier generation
of letters that use standard descriptions and explanations for
deficiencies.

*\[Description Text\]* A free-text character alphanumeric field. (Make
the element a text box with scrolling to accommodate the 2000 character
size.) (R2012:A.8.2.2.3.b)

*Severity* Four permitted values: Significant, Minor, Recommendation,
and spaces (spaces will be included as the default, thereby forcing the
user to pick one of the three appropriate severities).

Severity will be a required field.

*Category* This field will categorize the deficiency into one of the
eight, sanitary survey, elements identified by the EPA/State Joint
Guidance on Sanitary Surveys: Source; Treatment; Distribution System;
Finished Water Storage; Pump/Pumping Facility and Control; M&R and Data
Verification; System Management and Operation; and Operator Compliance
with State Requirements or into one of the two new category evaluation
summaries: Security; Financial. A category of "Other," "Unknown," and
spaces will also be included. "Unknown" will be included to enable the
migration and storage of historical deficiencies as well as new ones
that have not been classified yet. Spaces is included as the default,
thereby forcing the user to pick one of the nine appropriate categories.

Category will be a required field.

*Date Identified* Date the primacy agency identified the deficiency and
typically the same date as the Date of Visit. Default value will be Site
Visit Date of Visit. An external calendar function will allow the user
to more easily enter dates for this field.

> Date Identified will be an optional field.

*WS Notification*

*Date* Date the primacy agency notified the water system owner about the
deficiency, usually the same as the WS Notification Date for the Site
Visit. The default value will be Site Visit WS Notification Date. An
external calendar function will allow the user to more easily enter
dates for this field.

> WS Notification Date will be an optional field.

*WSF State Asgn ID* The user may optionally enter the Water System
Facility State Asgn ID to which the deficiency applies. As the user tabs
off this field, the software will check that the supplied State Assigned
ID is valid for the Water System. If it is not, invoke the Water System
Facility Maintenance List so that the user may select one. The user may
also press the **Go To** button next to this field to choose a facility
from a list of valid water system facilities for the water system. If
the water system facility is not specified, it will be understood that
the deficiency applies to the entire water system.

> WSF State Asgn ID will be an optional field.

*Resolved Date* Specifies the date on which the deficiency was resolved.
This will be an optional field. This field will map to table TINDEFCY
column Resolved Date. An external calendar function will allow the user
to more easily enter dates for this field.

*Comments* This standard comment field may be entered or left blank. It
will map to table TINDEFCY column Comments.

Scheduled Activities by Deficiency List Box:

The Scheduled Activities by Deficiency list box will display any
activities previously scheduled to address this deficiency. This list
will be empty when the deficiency is being added.

The fields listed in the scheduled activities by deficiency list will be
\[Deficiency\] No., \[Schedule Activity\] Name, Due Date, Achieved Date,
Condition, Projected Date, and Reported Date. There will be no default
sort order for this list.

[Associated Violation List:]{.underline} (R2011:A.8.2.2.3.c)

List all violations associated to the deficiency.

[List Columns]{.underline}

Violation Year, FedRep ID, Status, Vio. Type, Analyte Code, State Vio
Prd Begin Date, State Vio Prd End Date, WSF State Asgn ID, Determination

[Default Sort Order:]{.underline} State Vio Prd Begin Date Descending

[Buttons]{.underline}

*Associate* Will present the Violation Maintenance List in multi-select
mode. The list will be presented for the specified Water System. The
returned list of violations will be displayed in the list but the
association will not be created until the **OK** button is clicked on
the Deficiency Maintenance page.

*Disassociate* Will remove the violation from the list display, but will
not remove the association to the Deficiency until the **OK** button is
clicked on the Deficiency Maintenance page. This button will be disabled
until a violation has been selected in the list.

*Record* *Created by/on* The User ID and timestamp for when the
Deficiency record was created.

*Record* *Last*

*Updated by/on* The User ID and timestamp for when the Deficiency record
was last updated.

[Tab Sequence:]{.underline}

Description \[permitted values controlled field\], Description
\[uncontrolled field\], Severity, Category, Date Identified, WS
Notification Date, WSF State Asgn ID, WSF State Asgn ID **Go To**
button, Resolved Date, Comments, Associated Violation List Box,
**Association**, **Disassociate**, **New Deficiency** button, **OK**
button, **Cancel** button, **Help** button. (R2011:A.8.2.3.3.d)

[Buttons:]{.underline}

WSF State Asgn

ID **Go To** Pressing this button will invoke the Water System Facility
Maintenance List for the water system shown. The user may select a water
system facility from among those in the list.

**OK** . (R2010:A.8.2.2.3.i)

> The following edit check/actions will occur:

-   If neither description field is valued, display exit state error
    message: **A Description must be entered for the Deficiency.**
    Return the user to the Deficiency Maintenance page with the cursor
    in the first Description field.

```{=html}
<!-- -->
```
-   If a Severity is not valued, display exit state error message: **A
    Severity must be entered for the Deficiency.** Return the user to
    the Deficiency Maintenance page with the cursor in the Severity
    field.

-   If a Category is not valued, display exit state error message: **The
    deficiency must be categorized.** Return the user to the Deficiency
    Maintenance page with the cursor in the Category field.

```{=html}
<!-- -->
```
-   If both Date Identified and Resolved Date are valued, Resolved Date
    must be later than or same as the Date Identified. Otherwise,
    display exit state error message: **Deficiency Resolved Date must be
    later than or same as the Date Identified.**

```{=html}
<!-- -->
```
-   Prior to adding/updating a record, the software will ensure that the
    new deficiency does not overlap an existing one by checking for an
    overlapping deficiency in the list of deficiencies that may have
    been added (but not yet committed) using the following criteria:

> There should not be an existing deficiency for the same water system,
> the same Deficiency Severity, the same Deficiency Category, the same
> water system facility (if valued), the same Deficiency Description
> Permitted Value (if valued), with even 1 day of overlap in the
> Unresolved Period (\[Date Identified\] (if valued) to \[Date
> Resolved\] (if valued).
>
> *For example: Assume the following deficiency already exists either in
> the database or in the list of uncommitted deficiencies: A deficiency
> for WSF-01 for WS NE3120544 having Severity = Minor, Category =
> Source, Description Permitted Value = xyz, Date Identified = 4/1/01,
> Date Resolved = NULL. If the user tries to add a deficiency for the
> same Water System (NE3120544) and same WSF (WSF-01) with the same
> Severity (minor) and same Category (Source) and same Description
> Permitted Value (xyz) with a Date Identified = 5/1/01, Date Resolved =
> NULL, the software will treat this as a duplicate deficiency.*
>
> **Note:** If the water system facility is not specified, the software
> will understand that the deficiency applies to the entire water
> system. If a deficiency already exists for the water system, and the
> user attempts to add the same deficiency for a specific water system
> facility within the water system, the software will treat this as an
> overlapping deficiency until the first deficiency has been associated
> with a specific water system facility so that it no longer applies to
> the entire water system.

-   If an overlap exists, the software will invoke the Overlapping
    Deficiency Warning dialog box, which will have the following
    message: **A deficiency for this Water System, Water System Facility
    (if supplied), Deficiency Severity, Deficiency Category, Description
    Permitted Value (if supplied) that at least partially covers the
    unresolved period (Date Identified to Date Resolved) in the proposed
    deficiency already exists.** The dialog box will have an **OK**
    button that, when pressed, will return the cursor to the Severity
    field.

*Add Mode:* Create the Deficiency and associate it to the water system.
Set the TINDEFCY_IS_Number from the TINEISN table. Set the initial
created userid/timestamp and last update userid/timestamp fields. If a
water system facility was provided, associate the Deficiency to the
Water System Facility. (R2010:A.8.2.2.3.j)

*Change Mode:* Update the Deficiency. Set the last update
userid/timestamp fields. (R2010:A.8.2.2.3.k)

*Both Modes*

-   If there are any Violation associations to maintain, associate the
    Deficiency to the Violation or disassociate the Deficiency from the
    Violation. (R2011:A.8.2.2.3.e)

-   If the Deficiency Resolve Date is being valued for the first time:
    (R2007:A.8.2.2.3.f)

> \- For each associated Violation of status V, present the Create
> SOX/EOX advisory (Exhibit 8-12)
>
> ![](media/image16.png){width="4.75in" height="2.3125in"}

**Exhibit** **8-12.** Create SOX/EOX & Supply Violation Period End Date
Advisory

> [Buttons:]{.underline}
>
> **Yes** When the user clicks on this button, the software will flow to
> the Enforcement Action Maintenance page in add-mode. The action type
> will be set to the default (SOX/EOX). Other values will be defaulted
> as follows:

-   Status Date -- the Resolved Date of the Deficiency that triggered
    the SOX/EOX.

-   Year -- set to the same year as the status date field

-   State Asgn ID will be blank

-   Data Origin- determined from primacy agency type.

-   Regulating agency -- default to primacy agency

-   Compliance officer will be blank.

-   Comments will be blank.

> At the completion of the creation of the SOX/EOX, the enforcement
> action will be associated to the violation associated to the
> deficiency being resolved. The associated violation will have its
> federal and/or state violation period end date updated with the
> SOX/EOX status date if the federal and/or state violation period end
> date is null. (Do not disturb existing dates in either end date
> field.) The Enforcement Action Maintenance page will close, the Create
> SOX/EOX Dialog box will close and the processing will be returned to
> the Deficiency Maintenance page.
>
> **No** When the user clicks on this button, the dialog box will close
> and processing will be returned to the Deficiency Maintenance page.

-   The page will close and return the user to the previous page.
    (R2010:A.8.2.2.3.g)

**New Deficiency** Pressing this button will cause the software to apply
the same edit checks/actions as specified for the **OK** button except
for the final action. Instead of closing the page, the Deficiency
Maintenance page will remain open with all fields cleared except Date
Identified and WS Notification Date, enabling the user to add a new
deficiency for the current site visit.

**Cancel** Pressing this button will cause the software to disregard
data entered and return the user to the previous page.

> If changes have been made, a standard confirmation dialog will be
> presented.

**Help** Will invoke the system online Help facility.

**Scroll Buttons** Will scroll the list box in the direction of the
arrow displayed on the button.

[^1]: The phrase "sanitary survey" is not found in the rule revisions
    published in the Federal Register on April 14, 2000. It is assumed,
    therefore, that no changes were made to the Sanitary Survey
    provisions in these revisions.

[^2]: Preamble of the IESWTR found in the Federal Register/Vol. 63, No.
    241/Wednesday, December 16, 1998, page 68478.

[^3]: Ibid, page 69484.

[^4]: Ibid, page 69494.