Getting Started

Installing the Application on a
Standalone Personal Computer
(PC)

1. Start WindowsTM,

2. Check your hard disk to ensure that
you have enough space to run the
application. The ICR Water Utility
Database System requires at least 40
megabytes (MB) of free space on your
hard drive for the application and
data files.

3. Insert the diskette labeled “ICR Water
Utility Database System Disk 1” into
a floppy disk drive on your PC.

4. Choose Run from the File menu in
Program Manager. To do this, use
your mouse to point to the word
“File” at the top of the Program
Manager window. Click and hold
down the mouse button. A menu
will appear immediately below your
mouse pointer. Move the pointer
until the word “Run” is highlighted.
Release the mouse button. Windows
will display the Run dialog box.

5. Type a:setup in the Run dialog box.
(Type b:setup if your diskette is in
the B:\ drive.)

6. Press Enter or choose OK on the
dialog box with your mouse.

7. Follow the setup instructions that
appear on the screen.

The setup instructions will give you
the option of installing the applica-
tion in any directory on your com-
puter. If you are recording informa-
tion for one public water system, use
the default (C:\ICRPROD) directory.

Installing the Application on a
Local Area Network (LAN)

The ICR Water Utility Database System
was not designed to run ona LAN. If
your water utility has a LAN, install the
application directly on your hard drive
according to the directions above. Do not
install it on your file server.

Installing Release 1.1

Once you have installed Release 1.0 (the
six diskettes included with your original
Users’ Guide, you must install the Release
1.1 update. For detailed instructions on
installing the update, see Appendix C.

Recording Data for More than
One Public Water System

The ICR Water Utility Database System

. was designed to capture data for only
one utility. However, you may install
multiple copies of the application (one
for each public water system for which
you are entering data) on one PC if you
follow these guidelines:

° Create a separate subdirectory for
each copy of the application accord-
ing to the instructions in your Win-
dowsTM Manual. Do not use the
name C:\ICRPROD for any of the
separate subdirectories.

¢ Install the application separately into
each subdirectory. When you install,
set the defaults so that the database
files in the correct subdirectory will
open when you start the application
from the designated program group.
Instructions for setting defaults are
included in the installation prompts.
You should also give each program
group a new name.

12 Release 1.1 September 1996



Index

N

Near First Customer 68

Notice of Applicability 2, 5, 23, 26

Notice of Final ICR Applicability Determination
2, 26

°

Official Contact 37

OK 18

Open List Box 20

Operating Information, Entering 93-99
Optional Treatment Plant PWS ID 46
Other Category of Treatment Plant 45
Other Groundwater 45

Other Treatment Process 57

Ozone Chamber 56, 57

Ozone Contactor 56, 57

p

Particle Counter 102
Particle Size Count 102
Pick List 16
Population 93
Retail 93
Wholesale 93
Preliminary Activities 26
Presedimentation 57
Previous 18
Process Train 49-50, 96
Adding 50
Category 51
Default 52
Deleting 61
Split and Parallel Process Trains 49
Summary 50
Public Water System Identification Number 37

Q

Qualitative Result Code 121
Quality Assurance (QA) Code
Result 107, 109, 110
Sample 101,_107, 109
Quality Assurance (QA) Comment
Result 107, 110
Sample 101, 107, 109
Quarterly Sampling 77
R
Rapid Mix 57
Read Me File 14
Recarbonation Basin 58
Recording Data for Multiple Public Water
Systems 12

References 10
Repairing and Compacting 14
Reports 141-150
Data Collection (Monthly) 91, 145
Chemical Data Collection Form 91, 145
Process Data Collection Form 91, 145
Sample Data Collection Form 91, 145
Data Transfer 80-81, 149
Data Transfer History Report 150
Final Design Data Transfer Completeness
149
Final Design Summary Report 150
Initial Sampling Plan Data Transfer Com-
pleteness 149 _
Initial Sampling Plan Summary Report 150
Monthly Sampling Results Data Transfer
Completeness 149
Monthly Sampling Results Summary Report
150
Final Design 147
Design Distribution System Information
137, 147
Final Design Plant Chemical Parameters
137, 147
Final Design Plant Parameters 137, 147
Generating 78, 131, 137, 148
Initial Sampling Plan 78, 142
Data Completeness Check 82
Design Distribution System Information
78, 142
Design Plant Chemical Parameters 78, 142
Design Plant Parameters 78, 142
Design Water System Information 78, 143
Initial Sampling Plan by Location 78, 142
Laboratory Shipping (Monthly) 146
Sample Allocation to Laboratories 146
Sample Tracking Checklist 146
Monthly Distribution System Information 144
Monthly Sample Data Verification Report 146
Monthly Sampling 143, 146
Monthly Distribution System Information 90
Monthly Plant Chemical Parameters 90, 144
Monthly Plant Parameters 90, 144
Monthly Sample Tracking Checklist 93
Monthly Sampling Matrix Plan 91, 145
Monthly Sampling Plan by Location 90, 143
Monthly Water System Information 90, 145
Sample Allocation to Laboratories 93
Monthly Sampling Results 127-131, 146
Monthly Analyte Results by Laboratory
130, 146
Monthly Verification of Sampling Data 146

- 218 Release 1.1 September 1996

eC



CONTENTS

PREFACE: BEFORE YOU START

What is the Information Collection Rule (ICR) Water Utility Database System?......... 1
What is the ICR Water Utility Database System Users’ Guide? ....
How is the ICR Water Utility Database System Users’ Guide Organized? .
Before You Begin

CHAPTER 1: INTRODUCTION TO THE

ICR WATER UTILITY DATABASE SYSTEM
The ICR Water Utility Database System
Background ........cccssessesesesecsseeeseeeeenees
ICR Data Management System (DMS) Concept
Goals of the ICR Water Utility Database System
What Equipment do You Need to Use the System?
Using Data for Analysis ...........:ceccscee
Who Can Help if You Have Questions?
-Hierarchy of References...

CHAPTER 2: GETTING STARTED
Introduction
Installing the Application
Installation Notes...........
. Replacing a Previous Installation
Read Me File .......eseeeseeeeeeees
Repairing and-Compacting the Application and Database ..
Application Basics ..........
Starting the Application .
Help........
ICR Tips .

CHAPTER 3: OVERVIEW OF THE ICR WATER UTILITY DATABASE
SYSTEM DATA AND ACTIVITY FLOWS

OVOrVIOW oe. eseecseseesecsescsessnesenesecscsesssscsssessesesessesesscseseseetesescsceessees 1 23
ICR Data Collection Process
Preliminary Activities ............
Chapter 5: Initial Sampling Plan
Chapter 6: Monthly Sampling ....
Chapter 7: Monthly Sampling Results ..
Chapter 8: Final Design
EPA Activities

i Release 1.1 September 1996



INDEX

Symbols

<DL Indicator 119
<MRL Indicator 116

A

Add, Definition of 17
Adding a Unit Process 59
Creating a Unit Process 59
Inserting the Unit Process in the Process Train
60
Additional Water Source 53
Additional Water Source Sampling Point 53
Adsorption Clarifier 55
Air Stripping 55
Analysis Date 113
Analyte 41, 73
Optional 117
Analyte Group 73
Analytical Method 113
AOC Quality Control 117
Application Basics 15-18
Archiving Data 139
Average Detention Time 68
AWWA Services 8-9

Back Up Data 151
Background for the ICR DMS 5
BDOC Quality Control 119
Before You Begin 2
Blending 66-67

Blending Treatment Plants 66-67

Sample Locations 63

Sampling Requirements 65, 69-70
Button 17-18

Check Box 17

Push 17

Radio 17

c

Cancel, Definition of 17
Clearwell 55
Coagulation/Sedimentation/Softening 45
Complex Parallel Train Softening 45
Confidence Interval

Lower 95% 123

Upper 95% 123
Confidence Level, in Distribution System 70
Contact Time from Effluent 64, 70
Conventional Filtration 44

Copy Data 86-87
Copy Official Contact 38
Initial to Final Design 135-136
List of Samples 77
Monthly Sampling 86

D

Data
Analysis 154
Backup 151
Collection Process 25
Copy 86
Design 24, 83
Flows 23-34
Operational 83
Collecting 93
Restore 152
Data Completeness Check 149
Final Design 139
Initial Sampling Plan 82
Monthly Sampling Results 134
Data Entry 15
Data Entry Window 15
Data Entry Worksheets 3, 173-212
Data Review Letter 24
Data Transfer
Generating 80, 132, 138
Initial Sampling Plari 79
Monthly Sampling Results 132
Defaults
Laboratory ICR Identification Number 76
Method 113
Process Train 51
Result QA Code 110
Sample Analysis Date 113
Sample Analytical Result 113
Sampling Period 86
Delete, Definition of 17
Dialog Box 15
Diatomaceous Earth Filter 55
Dilution Factor 125
Direct Filtration 44 .
Disinfectant Addition 55, 59
Disinfectants 54
Disinfection Contact Basin 55
Disinfection of Purchased Finished Water 45
Disinfection Only /Groundwater 45
Dissolved Air Flotation 55

215

Release 1.1 September 1996



THE
INFORMATION
COLLECTION
RULE (ICR)

WATER UTILITY
DATABASE SYSTEM
RELEASE 1.1

DISK 1 OF 3

THE
INFORMATION
COLLECTION
RULE (ICR)

WATER UTILITY
DATABASE SYSTEM

RELEASE 1.1
DISK 3 OF 3

THE
INFORMATION
COLLECTION
RULE (ICR)

WATER UTILITY *
DATABASE SYSTEM

RELEASE 1.1
DISK 2 OF 3



index

ICR Samples 71
Defining a Sample 74
Defining and Copying a List of Samples 76
Sample Identification Numbers 71
Sample Location Numbers 72-74
Overview 41-42
Reports 78, 142-143
Review 78
Sampling Plan Dates 42
Sending to EPA 79
Treatment Plant
Basic Information 46
Hypochlorite Stock 62
Influent 48-49
Intakes 46-48
Process Train 49-53
Unit Processes 53-61
Water Resources 46
Wholesale Information 71
Adding a Customer 71
Changing Customer Information 71
Deleting a Customer 71
Installation 11-14
Installing the Application on a Standalone PC
12

Ona Local Area Network 12
With Backup 13
Without Backup 13
Installed Sludge Handling Capacity 46
Intake 46, 95
- Ion Exchange 57

K
Keyboard Shortcuts 21
L

Laboratory
Identification 38
Laboratory ICR Identification Number 38
Laboratory Approval 39
Laboratory ICR Identification Number 112
List Box 16
uM”
Main Menu 18-19, 37
Maximum Detention Time 68
Measurement Formula 54
Membrane 57
Membrane Treatment 45
Menu Window 15
Method 113
Monthly Reporting Package 107
Monthly Sample Tracking Checklist 93

Monthly Sampling 30, 77, 83-104
Copying Data 86
Develop Monthly Sampling Plan 83-93
Distribution System 98
Distribution System Entry Point/SDS Sample
Location 98
Entering Operating Information 93-99
Generating Data Collection Forms 91
Manual vs. Electronic Planning 87
Overview 83
Plan 83-91
Modifying Samples 88
Modifying Unit Processes 88
Modifying Water Resources and Intakes 88
Reviewing 90
Population and Flow Rate 93-94
Samples 93
Selecting a Sampling Period 84-85
Summary 92
Treatment Plant 94-98
Basic Plant Information 95
Finished Water 98
Hypochlorite Stock 98
Influent 96
Intakes 96
Process Train 96-97
Unit Process 97-98
Water Resource and Intake Inform 95
Verification 103
Wholesale Information 99
Monthly Sampling Results 32, 107-134
Completing 127 :
Data Transfer Completeness Checks 134
Deleting 126
Entering 108
AOC/BDOC 117
Chlorine Demand 114
Clostridium Analyses 124
Coliform 122
Coliphage 124
DBP, TOC, UV, Br, TOX 115
Disinfectant Residuals 114
General Water Quality 111
Hypochlorite Stock 126
Microbiological 120-125
Particle Count 125
Protozoan 120
Virus 123
Overview 107-108
Reports 130-131, 146-147
Generating 131
Review 127
Sending to EPA 131-132 _

217 Release 1.1 September 1996



Monthly Sampling Results

* Adiskette mailer addressed to:

USEPA (ICR4600)

ICR Data Center
Room 1111 East Tower
401 M Street, SW.
Washington, DC 20460

Generating a Data Transfer
Diskette and Report

To generate your diskette and report:
1. Turn on or connect to your printer.

2. Click the Transfer button on the
. Monthly Sampling Results menu to
open the Data Transfer Menu.

NOTE: If you would like to check
your data without generating a data
transfer diskette, select the Prelimi-
nary Data Completeness Check
button from the Transfer Monthly
Sampling Results Menu. The pre-

checks are identical to the
Data Transfer Completeness Checks
described below.

3. Check to make sure you have not
already generated a transfer diskette
for the Monthly Sampling Period by
clicking the Data Transfer History
button. If you need to resubmit your
Monthly Reporting Package, contact the
ICR Data Management System (DMS)
Hotline at (703) 908-2155 before you
generate the second transfer diskette.

- 132

4. Select the Data Transfer button from
the Data Transfer Menu to open the
Data Transfer window. The applica-
tion will first check your data to
determine whether they meet the
minimum requirements for complete-
ness. For a list of completeness
checks, see the sidebar on page 134 or
the ICR Help topic “Know My
Monthly Sampling Results are Com-
plete.”

5. If your data are incomplete, the
application will print out a data
transfer completeness check report
for the appropriate reporting event.
Using the report, go back in to your
data, complete the missing informa-
tion, and repeat Steps 1, 2, and 4 of
the data transfer process.

WARNING: The Data Transfer
Completeness Checks do not ensure
that you have entered all the data
necessary for the utility to comply
with ICR requirements. For example,
if you neglect to identify a required
sample, the checks will not catch the
error. They will, however, help you
identify some gaps in your data.

6. Once your data has passed the trans-
fer checks, the Initial Sampling Plan
Data Transfer window will open.
Insert the first-blank diskette ina
floppy drive, select the letter of the
drive, and click OK to begin data
transfer.

Release 1.1 September 1996



Preface

How is the ICR Water Utility
Database System Users’
Guide Organized?

The ICR Water Utility Database System
Users’ Guide is organized in the same way
that data and activities flow through the
ICR information gathering process. The
guide starts with an overview of ICR data
collection, moves on to describe the tasks
you will perform before you begin sam-
pling, continues with the activities neces-
sary to record treatment process and
sample collection information, progresses
to the tasks related to cataloging the ana-
lytical results you receive from the labora-
tory, and concludes with final reporting
requirements. Each chapter in the body of
the guide consists of a set of activities
performed at a public water utility, pro-
gressing through a description of the
information you will enter into the appli-
cation and culminating in an explanation
of how you will send the information to
EPA.

¢ Chapter 1 introduces the ICR, the ICR
DMS, and the ICR Water Utility
Database System.

Chapter 2 explains how to install the
software on your computer and
describes the basic mechanical fea-
tures of the application.

Chapter 3 outlines the process of
entering data into the ICR Water
Utility Database System and summa-
rizes the overall ICR data and activity
flows.

Chapter 4 explains how to enter basic
water system and laboratory identifi-
cation information into the system.

2

Chapter 5 tells how to enter water
system design and other data into the
application to develop an Initial
Sampling Plan.

Chapter 6 outlines how to plan for
monthly sampling under the rule and
record plant operating and sample
collection data.

Chapter 7 shows how to enter sample
analytical results from the laboratory
into the system and submit monthly
data to EPA.

Chapter 8 explains how to prepare
and submit final design data.

Chapter 9 summarizes the reports,
generated by the ICR Water Utility
Database System.

Chapter 10 provides general data
integrity and system administration
information.

Before You Begin

You will find it much easier to use the
ICR Water Utility Database System if
you collect the information you need
before you begin working with the appli-
cation.

You should first respond to the Notice of
Applicability you received from EPA.
The Agency will use your response to
confirm that the ICR applies to your
utility. EPA will then send you a Notice
of Final ICR Applicability Determina-
tion, which lists the treatment plants in
your public water system that are in-
cluded in the ICR and provides a general

Release 1.1 September 1996

a



Contents

Distribution System Entry Point/SDS Sample Locations
Distribution System ......
Wholesale Information ..
Entering Sample Collection Information ..
Deleting Information After You Have Entered Sample Collection Data ..
Sample Quality Assurance (QA) Codes and Comments
Particle Size Count Samples...
Chlorine Residual Samples ....
Water Quality Parameter Samples
Verifying Your Monthly Sampling Data

=. 98
- 98

CHAPTER 7: MONTHLY SAMPLING RESULTS .

OVEIVIOW ....ssecssssesescccessessecsesssessseestssenecscssesassucsaees - 107
Entering Monthly Sampling Results..
General Water Quality Analyses ...
Disinfectant Residuals Analyses
Chlorine Demand Analyses........
DBP, TOC, UV, Br, TOX Analyses .

AOC/BDOC Analyses....... . 117
Microbiological Analyses .. - 120
Hypochlorite Analyses ...... - 126
Deleting Samples with Sample Analytical Results. . 126
Completing Your Sample Analytical Results...... . 127
Reviewing Completed Monthly Sampling Results . . 127

Generating a Monthly Sampling Results Report ...
Sending Your Monthly Reporting Package to EPA
Generating a Data Transfer Diskette and Report

CHAPTER 8: FINAL DESIGN

OVOIVIOW ....ssessessesssstssesseeacseceecseeseesessteneenessesnessssssseseeaseaee « 135
Copying Data...
Treatment Plants .
Distribution System Entry Point/SDS Sample Locations .
Distribution System
Wholesale Information...
Reviewing Your Completed Final Design
Generating a Final Design Report........
Sending Your Final Design Data to EPA
Generating a Data Transfer Diskette and Report ..
Archiving ICR Data

iii Release 1.1 September 1996



Contents

CHAPTER 4: WATER SYSTEM AND LABORATORY IDENTIFICATION
Overview
Water System Identification
Laboratory Identification

CHAPTER 5: INITIAL SAMPLING PLAN
Overview
Sampling Plan Dates
Treatment Plants ......
Basic Plant Information ..
Water Resource/Intake Information .
Influent Information.............
Process Train Information ..
Unit Process Information
Finished Water Informatiot
Hypochlorite Stock Information.
Distribution System Entry Point/Simulated Distribution System (SDS)

Sample Locations .........cscssssssssssessesesecssscessecsessesesecessseesesscesseesessenseesessesesessasenseeeaee 64
Defining Entry Point/SDS Sample Locations ..........sscssssssssesssesseessesssseseeecsesesseeees 64
Distribution System ..... . 68
Wholesale Information. 71
ICR Samples ..........008

Sample Identification Numbers.
Sample Location Numbers ..
Defining a Sample ..........
Defining and Copying a List of Samples.
Reviewing Your Completed Initial Sampling Plan
Generating an Initial Sampling Plan Report ..
Sending Your Initial Sampling Plan to EPA....
Generating a Data Transfer Diskette and Report
EPA Reviews Initial Sampling Plan

CHAPTER 6: MONTHLY SAMPLING
Overview
Developing a Monthly Sampling Plan.
Selecting a Sampling Period ....
Copying Data...

Manual vs. Electronic Planning
Modifying Your Monthly Sampling Plan ..
Reviewing Your Monthly Sampling Plan ..
Generating Data Collection Forms ..
Collecting Samples and Operating Information
Entering Operating Information
Population and Flow Rate .
Treatment Plants ..........0+

- it ‘Release 1.1 September 1996

i


APPENDIX C:
RELEASE 1.1

Release 1.1 of the ICR Water Utility
Database System is an update to Release
1.0 of the application. It is not a :
standalone database application. Release
1.1 includes modifications to Minimum
Reporting Levels (MRL) for optional
haloacetic acids, additions to the list of
the ICR-approved analytical methods for
some water quality parameters, and
corrections to the reports and on-line
Help text.

NOTE: Any information you entered
into the database using Release 1.0 will
not be affected by Release 1.1. You will
not need to re-enter any data after you
install the update.

You must use Release 1.1 of the applica-
tion to report data to EPA. To install the
release:

1. Install Release 1.0 of the Water Utility
Database System according to the
"instructions on page 12 of the Users’

Guide.

WARNING: If you have already

installed Release 1.0 on your com-

puter, do not do so again. If you

reinstall Release 1.0 and do not havea

current backup, you will lose all the data
~ you have entered into the application.

2. Insert the diskette labeled “ICR Water

Utility Database System Release 1.1
Disk 1” into a floppy disk drive on
your PC.

3. Choose Run from the File menu in
Program Manager.

4. Type a:setup in the Run dialog box.
(Type b:setup if your diskette is in
the B:\ drive.)

5. Press Enter or choose OK on the
dialog box with your mouse.

6. Follow the setup instructions that
appear on the screen.

The setup instructions will give you
the option of installing the applica-
tion in any directory on your com-
puter. You must install Release 1.1 in
the same subdirectory in which you
installed Release 1.0.

If you have installed multiple copies of
Release 1.0 on your computer, you must
repeat this process for each copy of the
original application.

Once you have installed Release 1.1,
please insert the installation instructions
and diskettes in the back of the ICR
Water Utility Database System Users’
Guide.

213 Release 1.1 September 1996



PREFACE: BEFORE YOU START

What is the Information
Collection Rule (ICR) Water
Utility Database System?

The ICR Water Utility Database System
is a Personal Computer (PC) -based
Microsoft® AccessTM runtime application
developed to enable large water utilities
to meet the requirements of the ICR. It is
distributed by the United States Environ-

. mental Protection Agency (EPA). The
application will help you:

* Record and review data you are
required to report under the ICR.

* Verify that the data you send to EPA
are correct and complete.

¢ Report your data in the format speci-
fied by EPA.

The ICR Water Utility Database System is
part of the overall ICR Data Management
System (DMS), an information system that
captures treatment process, water re-
source, and sample data from approxi-
mately 350 public water systems. EPA and
the water industry will use this data to
evaluate the quality of drinking water in
the United States, identify the most effec-
tive water treatment technologies cur-
rently in use, and develop future drinking
water regulations.

WARNING: You must use Release 1.1 of
the ICR Water Utility Database System to
report data to EPA. You cannot use Release
1.0 or an Alpha, Beta, or other test release. If
you have assembled ICR data using a test
release, print out your Initial Sampling
Plan reports and use them as worksheets
to enter data into Release 1.1. If you
have entered data into Release 1.0, you
will not Have to re-enter any information.
For detailed instructions on installing
Release 1.1, see Appendix C.

If you have not yet installed Release 1.0
on your computer, you must do so
before you install Release 1.1. Release
1,1 is an update to the ICR Water Utility
Database System. It is not a standalone
application.

What is the ICR Water
Utility Database System
Users’ Guide?

The ICR Water Utility Database System
Users’ Guide is provided with the ICR
Water Utility Database System to help
you use the application. The guide
describes the information to be entered
into the application. It also contains
detailed instructions for using the appli-
cation, including how to install and start
the software, how and when to enter
data into the system, how to generate
reports on the data in the system, and
how to submit data to EPA.

Any rule language, guidance, or notifica-
tions you receive from EPA regarding
the rule supersede the instructions and
suggestions included in the guide.

Release 1.1 September 1996



(index

Overview 141
Through Plant Analysis (Monthly) 130, 147
Disinfectant Residuals 130, 147
Disinfection By-Products 130, 147
General Water Quality Parameters 130, 147
Hypochlorite Stock 131, 147
Microbials 131, 147
Precursors 131, 147
Restore Data 152
Result 113
Result QA Code 107, 109, 110
Result QA Comment 107, 109, 110

s

Sample 71-77, 93
Chlorine Residual 103
Collecting 93
Collection Data 100
Required 104-105
Defining a Sample 74-76
Defining and Copying a List of Samples 76-77
Deleting 126
Identification Number 72
List
Add 76
Copy 77
Monthly 77
Monthly Versus Quarterly Sampling 77
Particle Size Count 102-103
Quality Assurance (QA) Code 101, 107, 109
Quality Assurance (QA) Comment
101, 107, 109
Quarterly 77
Recording 99
Water Quality Parameter 103
Sample Analytical Result 107-134
<DL Indicator 119
<MRL Indicator 116
AOC/BDOC Analyses 117
Chlorine Demand Analyses 114
Clostridium Analyses 124
Coliform Analyses 122
Coliphage Analyses 124
Completing 127
DBP, TOC, UV, Br, TOX Analyses 115
Dilution Factor 125
Disinfectant Residuals Analyses 114
Entering a 111
General Water Quality Analyses 111
Hypochlorite Analyses 126
Information by Analyte Group 128-130
Microbiological Analyses 120-125
Particle Count Analyses 125
Protozoan Analyses 120
Qualitative Result Code 121

Quality Assurance (QA) Code
107, 109, 110, 113
Blank 116
Quality Assurance (QA) Comment
107, 109, 110, 113
Blank 116
Reviewing 127
Virus Analyses 123
Sample Collection Data 99-103
Sample Collection Information 99-103
Sample Collection List 20, 101, 109
Sample ID Selection List 111, 115
Sample Identification Number 71, 72
Sample Location 72-74
Average Detention Time 68
Distribution System 63, 72
Add 69
Distribution System Entry Point 63, 72
Sampling Requirements 65
Distribution System Entry Point /SDS
Add 64-69
Delete 68
Distribution System Entry Point/SDS Sample
Location 64-68
Distribution System Equivalent 68
Finished Water 63
Maximum Detention Time 68
Near First Customer 68
Plant Influent 72
Simulated Distribution System 63
Unit Process 72
Sample Location Number 72-74
Sampling Month 84
Sampling Period 84
Sampling Period Dates 84
Sampling Plan Dates 42
Scroll Bar, Definition of 16
Sedimentation 58
Selection List Window 15
Simulated Distribution System 64, 98, 136
Slow Sand Filtration 44, 58
Softening 44
Solids Contact Clarifier 58
Split Treatment/Softening 45
State Approved Plant Capacity 46
System Administration 151-154
Backing Up Data 151-152
Data Analysis 154
EPA Utility Identifier 153-154
ICR Tips 153
Overview 151
Restoring Data 152-153

219 Release 1.1 September 1996



EPA 814/B-96-004A
September 1996

ICR Water Utility
Database System Users’ Guide
Release 1.1

by

EPA Systems Development Center
(A Contractor Operated Facility)
Science Applications International Corporation
200 North Glebe Road, Suite 300
Arlington, VA 22203

Contract No. 68-W1-0055
Delivery Order No. 083

Delivery Order Project Officer

Cynthia Shetley-McCauley
Office of Ground Water and Drinking Water
U.S. Environmental Protection Agency
Washington, DC 20460

Technical Support Center
Office of Ground Water and Drinking Water
U.S. Environmental Protection Agency
Cincinnati, OH 45268

@®D Printed on Recycled Paper




Preface

outline of the information you are re-
quired to report for each plant. Both
notices include an ICR Treatment Plant
Identification Number for each treatment
plant. You cannot enter data for a treat-
ment plant into the application until you
have obtained an ICR Identification
Number for the plant.

Once you have confirmed that you are
subject to the rule, review and make any
necessary changes to the water system
and treatment plant schematics provided
by American Water Works Association’s
(AWWA) Assistance Team (A-Team).
The schematics are intended to illustrate
conditions in your water system and
interpret your specific ICR sampling
requirements.

After you have reviewed the schematics,
you should begin collecting your treat-
ment process data. Appendix B, Data
Entry Worksheets, includes blank forms
you can use to help gather the data.
Photocopy a set of blank forms for your
water system according to the following
instructions:

° One copy of Worksheet 1: Public Water
System.

* One copy of Worksheet 2: Treatment
Plant for each plant at your utility
that is subject to ICR monitoring.

¢ One copy of Worksheet 3: Water
Resources and Intakes for each intake
that feeds a monitored treatment
plant.

¢ One copy of Worksheet 4: Process
Train for each process train in a treat-
ment plant that is subject to ICR
monitoring.

¢ One Unit Process Worksheet (4.1
through 4.22) for each unit process
included in a process train in a treat-
ment plant that is subject to ICR
monitoring.

For the purposes of the ICR, your
unit processes include any disinfec-
tants or additional water you add in
the process train.

° One copy of Worksheet 5: Distribution
System Entry Point/Simulated Distribu-
tion System (SDS) Sample Locations for
each plant subject to ICR monitoring.

¢ Ifyou sell finished water to other
public water systems, one copy of
Worksheet 6: Wholesale Information.

You may want to make extra‘copies
of Worksheet 6, depending upon how
many wholesale customers you have.

°

One copy of the Distribution System
worksheets (7 and 7.1).

You may want to make extra copies
of Worksheet 7.1, depending upon
how many sample locations you are
required to establish in the distribu-
tion system under the ICR.

Complete the left-hand (Initial Sampling
Plan) side of the forms before you sit
down at the computer to use the ICR
Water Utility Database System. If you
have a question about any item listed on
the forms, start the application and use
the Search function in the ICR Water
Utility Database On-Line Help System to
obtain a definition and source of the
information.

Release 1.1 September 1996



Contents

CHAPTER 9: REPORTS
Overview
Initial Sampling Plan
Monthly Sampling................
Monthly Sampling Results .
Final Design ............
Generating a Report
Data Transfer.

oe 141

146
147
148
149

CHAPTER 10: SYSTEM ADMINISTRATION
Overview
Backing Up Data ..
Restoring Data .

« 151
151
152

ICR Tips......... 153
EPA Utility Identifier . 153
Data Analysis 154
APPENDIX A: WINDOW HIERARCHY ...........csscessccessesceesseeceesessscessecsensecseseeeneee 155
APPENDIX B: DATA ENTRY WORKSHEETS ..........sscsssssssssssssesssessesesssecseeneesecees 173
APPENDIX C: RELEASE 1.1 oo... cee ceccesscceseessnesceerseceesssssssescsssessssusscesensesaseeees 213
LN D) =>, Qa 215

ICR Water Utility Database System
for use with Microsoft® WindowsTM

Licenses and Trademarks

Microsoft, Access, Excel, and MS-DOS are registered trademarks, and Windows and
Windows 95 are trademarks of Microsoft Corporation.

IBM is a registered trademark of International Business Machines.

1-2-3 is a registered trademark of Lotus Development Corporation.

_ LapLink is a trademark of Traveling Software.

Pentium is a registered trademark of Intel Corporation.

Zip Drive is a registered trademark of Iomega.

Other product and corporate names may be trademarks of other companies, and are
used only for explanation, without intent to infringe.

iv Release 1.1 September 1996



Index

Distribution System 68-69, 98, 137

Blending Identification Number 66

Sample Locations 68, 69-71

Sampling Requirements 69
Distribution System Entry Point 63, 64-69, 136
Distribution System Equivalent 64, 68

E

Edit, Definition of 17
EPA 9
Activities 34
Review of Initial Sampling Plan 81
Services 9
ICR DMS Hotline 10
Safe Drinking Water Hotline 9
EPA Utility Identifier 153
Equipment 7
Exporting Data 8

F

Field, Definition of 16
Filtration 57
Final Design 34, 135-140
Archiving Data 139-140
Completing 138
Copy Data 135-136
Data Transfer Completeness Checks 139
Distribution System 137
Distribution System Entry Point/SDS 136-137
Overview 135
Reports 137-138, 147
Review 137
Sending to EPA 137
Summary 138
Treatment Plants 136
Wholesale Information 137
Find Samples 112
Finished Water 61
Finished Water, Purchased 66, 98
Sampling Requirements 69
Flocculation Basin 57
Flocculation Basin Stage 56
Add 56 -
Edit 56
Flow Rate 93-94
Retail 93
Wholesale 93
Function Keys 20-21
About the ICR Water Utility Database System
21
Analyte List 20
Calculator 20
EPA Review 81
Function Line 20
Help 20

Hotline Information 20
Laboratory Identification List 20
Open List Box 20

Sample Collection List 20
Sample Complete 20

Sample Locations 20

Tips 20

Window Hierarchy 20

G

Getting Started 11-22
Goals of the ICR Water Utility Database System
7

Granular Activated Carbon 57
Graphical User Interface 15

H

Header 15
Help 19-21
Help Contents 19
Historical Minimum Water Temperature 46
Hypochlorite
Analyses 62
Stock 62, 98

ICR Data Management System Concept 6
Federal Database System 6
Laboratory Quality Control Database System 6
Water Utility Database System 6°
ICR DMS Hotline 20
ICR Samples 71-77
ICR Technical Contact 37
ICR Tips 21, 153
ICR Water Utility Database System 1, 5-10
ICR Water Utility Database System Users’ Guide
1
In-Line Filtration 44
Influent 48, 96
Initial Sampling Plan 28, 41-82
Data Completeness Checks 82
Defining a Sample 74-76
Distribution System 68-70
Define Sample Locations in the Distribution
System 69
Distribution System Entry Point/SDS 64-68
Define Entry Point /SDS Sample Locations
64

EPA Review 81

Finished Water 61, 72

Generating a Data Transfer Diskette and
Report 80-81

Generating an Initial Sampling Plan Report
78-79

-216 Release 1.1 September 1996

co







Initial Sampling Plan

You cannot make changes to the data
from a report preview. You must go
back in to the data entry windows to
modify the information.

When you have finished printing re-
ports, return to the Initial Sampling Plan
menu by clicking the Prev button.

Sending Your Initial
Sampling Plan to EPA

WARNING: You must use Release 1.0 of
the ICR Water Utility Database System to
report data to EPA. If you have assembled
your ICR data using an Alpha, Beta,
Gamma or other test release, print out
your Initial Sampling Plan reports and
use them to enter data into Release 1.0.

Your Initial Sampling Plan includes the
following elements:

¢ Atransmittal letter identifying any
deviations from rule requirements
that are included:in your Initial
Sampling Plan.

° Aschematic diagram of your water
system that includes all your treat-
ment plants and your distribution
system.

¢ A detailed schematic diagram of each
- treatment plant.

¢ Adiskette containing your Initial
Sampling Plan data.

¢ An Initial Sampling Plan Summary
Report to help EPA verify that the
data you sent the Agency are the data
it received. This report will be
printed out automatically as part of
the data transfer process.

The summary report identifies your
water system and serves as formal notice
that you have sent your Initial Sampling
Plan to EPA. For more information on
the transmittal letter and schematics, see
the ICR Sampling Manual.

You will need the following items to
complete a data transfer package for
EPA:

¢ Several blank, formatted 3.5” dis-
kettes.

NOTE: Do not use 5.25” diskettes to
send ICR data to EPA.

* Diskette labels (printed or typed)
listing:

- The PWS ID and name of your
Public Water System.

- The sampling period for which
the data were collected (the sam-
pling period for the Initial Sam-
pling Plan is Design).

- The date you generated the dis-
kette.

- The name and telephone number
of the ICR Technical Contact for
your water system.

¢ Adiskette mailer addressed to:

USEPA (ICR4600)

ICR Data Center

Room 1111 East Tower
401 M Street, S.W.
Washington, DC 20460

79 Release 1.1 September 1996



Monthly Sampling Results

F4 Precursors - Monthly Analyte Re-
sults Matrix—Validate the results of
DBP precursor samples taken for a
single sampling period.

F5 Microbials - Monthly Analyte Re-

sults Matrix—Validate the results of

microbiological samples taken for a

single sampling period.

F.6 Hypochlorite Stock - Monthly

Analyte Results Matrix—Validate

the results of samples taken from

hypochlorite stock for a single
sampling period.

Generating a Monthly Sampling
Results Report

Generate the Monthly Sampling Results
reports just as you did the Initial Sam-
pling Plan and Monthly Sampling re-
ports you used earlier. To generate the
report:

1. Choose Reports from the Monthly
Sampling Reports Menu to open the
Report Selection List.

2. Turnon your printer, select the re-
port, and click the Print button.

When you have finished printing re-
ports, return to the Monthly Sampling
‘Results menu by clicking the Prev but-
ton.

Sending Your Monthly
Reporting Package to EPA

You will send the Agency a diskette
containing your Monthly Data, which
includes treatment process, sample
collection, and sample analytical result
information, and a summary report to
help EPA verify that the data you sent
the Agency are the data it received. The
summary report identifies your water
system and serves as formal notice that
you have sent your Monthly Reporting
Package to EPA.

You will need the following items to
complete a data transfer package for EPA:

¢ Several blank, formatted 3.5” dis-
kettes.

NOTE: Do not use 5.25” diskettes to
send ICR data to EPA.

¢ Diskette labels (printed or typed)
listing:

- The PWS ID and name of your
Public Water System.

- The Monthly Sampling Period for
which the data were collected.

- The date you generated the dis-
kette.

- The name and telephone number
of the ICR Technical Contact for
your water system.

131 Release 1.1 September 1996



r Production Release

The attached pages in the ICR Water Utility Database System Users’ Guide have been revised
to address changes made to Release 1.1 of the application. Please replace the pages as

described below:
Chapter ‘Pages
Contents i through iv
Preface 1 through 4
Chapter 2: Getting Started 11 and 12
Chapter 5: Initial Sampling Plan 79 and 80
Chapter 7: Monthly Sampling Results 131-132
Appendix C: Release 1.1 213-214
Index 215-220

The attached diskettes contain the Release 1.1 update to the ICR Water Utility Database
-System. Release 1.1 is an incremental update to the application. It enhances Release 1.0, but
does not replace it. Please refer to Installing Release 1.1 on revised page 12.

Release 1.1 September 1996



Index

T

Title Bar 15
Treatment Plant 42, 42-48, 94-95, 136

Basic Plant Information 95 -

Blending, 66-47

Category 44
Coagulation/Sedimentation/Goftenim, 45
Comiplex Paralle? Train Suftening <5
Conventional Filiration 44
Dict Mitvation 44
Disin€sction of Purchased Finished Wot =
45
Disinfe con Only /Gretundwater 45
in-Ling Filtration 44
Membrane Treatment 20
Other 45
Ctr Gromadwater 4F
Slow Sand Fivzation 44:
Softening 44
Split Treatment/Softening 45
Tuto Stage Softexing 45
Uniiltaved. Susdece Water 75

Delete 46

Edit 46

ICR Pentmect Flant £7 Pyare 43

Treaument rian Name 49

Two Stage Softening 45
U

Unfiltered Surface Water 45
Unit Process 53-61, 97-98
Add 59-61
Additional Water Source 53
Additional Water Source Sampling Point 53
Adsorption Clarifier 55
Air Stripping 55
Clearwell 55
Diatomaceous Earth Filter 55
Disinfectant Addition 55
Disinfection Contact Basin 55

Dissolved Air Flotation 55
Edit 60

Filtration 57

Flocculation Basin 56, 57
Granular Activated Carbon 57
Ton Exchange 57

Membrane 57

Move 60

Other Treatment Process 57
Ozone Chamber 57

Ozone Contactor 56, 57
Presedimentation 57
Rapid Mix 57
Recarbonation Basin 58

* 220 Release 1.1 September 1996

ce

Remove 60
* Sedimentation 58

Slow Sand Filtration 58

Solids Contact Clarifier 58

Upeste 97

Wasliwater Return 53, 58

Washwater Return Sampling Point 53, 58
Unis Fivcess Complete 52

Ww

Washisrater Return §3, 58
Weshswater Retum Saxnpling Point 53, 58
Water Mesource 46-48, 95

Ground Water Resmarce 47
vased Water Resource 47
Water Resource 47
stem Identification 37 .
Information 7%, 99, 137
ga Customer 71
Tis xging Customer Information 71
Deleting a Customer 71

wb of 15
19





CHAPTER 2: GETTING STARTED

Introduction

The Information Collection Rule (ICR)
Water Utility Database System is a tool
for public water-systems to report ICR
data. You must enter all the ICR data for
your water system into a single copy of the
application and report all your data on one
set of diskettes-for each reporting period. If
you are recording data from multiple
treatment plants, enter the data from all
the plants into one copy of your ICR
database.

If you would like to have multiple users
or users at different facilities enter ICR

data, you may consider the options listed

below.

WARNING: These options have not
been tested under operating conditions
at a utility. If you employ any of these
options, you may run a risk of corrupt-
ing your data.

WARNING: If you use options 2, 3, or 4,
be very careful to keep track of the active

copy of your ICR database. You cannot

copy parts of a database from one copy of the
application to another.

1. Load the application on to a laptop
computer and move the computer
~ from location to location.

2. Use a commercial bulk file transfer
‘application (such as LapLinkTM), to
transfer files from one machine to
another.

3. Install the application and data files
on a mass storage device, such asa
Zip DriveTM, and move the device
from one machine to another.

If-you use this option, you must copy
the application and data files on toa
drive specified as the C:/ drive in
order to generate.a data transfer
diskette.

4. Install the application on multiple
computers. Back up the data from
one computer, and restore it to the
second. Instructions for backing up
and restoring are on pages 151
through 153.

The system settings on the two ma-
chines must be identical in order for
this process to work. See the ICR
Help Topic “System Information
Window” for a list of system settings.

Installing the Application

The installation instructions on the
following page assume you have a basic
knowledge of Windows. If you need
assistance, refer to the Microsoft® Win-
dowsTM users’ guide that came with your
copy of WindowsTM.

11 Release 1.1 September 1996



Initial Sampling Plan

Generating a Data Transfer
Diskette and Report

To generate your diskette and report:

1.

2.

Turn on or connect to your printer.

Click the Transfer button on the
Initial Sampling Plan menu to open
the Data Transfer Menu.

NOTE: If you would like to check
your data without making a transfer
diskette, select the Preliminary Data
Completeness Check button from the
Transfer Initial Sampling Plan menu.
The preliminary checks are identical
to the Data Transfer Completeness
Checks described below.

Check to make sure you have not
already generated a transfer diskette
for the Initial Sampling Plan by
clicking the Data Transfer History
button. If you need to resubmit your
Initial Sampling Plan, contact the ICR
Data Management System (DMS)
Hotline at (703) 908-2155 before you
generate the second transfer diskette.

Select the Data Transfer button from
the Data Transfer Menu to open the
Data Transfer window. The applica-
tion will first check your data to
determine whether they meet the
minimum requirements for complete-
ness. For a list of completeness
checks, see the sidebar on page 82 or
the ICR Help topic “Know My Initial
Sampling Plan is Complete.”

5. If your data are incomplete, the
application will print out an Initial
Sampling Plan Data Transfer Com-
pleteness Check Report. Use the
report to go back into your data and
complete the missing information,
then repeat Steps 1, 2, and 4 of the
data transfer process.

WARNING: The Data Transfer Com-
pleteness Checks do not ensure that you
have entered all the data necessary for the
utility to comply with ICR requirements.
For example, if you neglect to iden-
tify a required sample, the checks will
not catch the error. They will, how-
ever, help you identify some gaps in
your data.

6. Once your data has passed the trans-

- 80

fer checks, the Initial Sampling Plan
Data Transfer window will open.
Insert the first blank diskette in a
floppy drive, select the letter of the
drive, and click OK to begin data
transfer.

You must use 3.5” diskettes to send
ICR data to EPA. Do not use 5.25”
diskettes.

The Data Transfer in Progress dialog
box will open. Unless you are other-
wise prompted by the application, do
not click the mouse or use the key-
board while the box is open.

A status line will appear at the bot-
tom of the window, telling you what
part of the transfer is in process.
During data transfer, the application
extracts the data from your database,
compresses the data, copies it on to
the floppy disk, and generates a
printed report. The process normally
takes several minutes.

Release 1.1‘September 1996

ln