COUNCIL BMP REPORTING GETTING STARTED. Version: Final

Transcription

1 COUNCIL BMP REPORTING GETTING STARTED Version: Final California Urban Water Conservation Council 6/17/2013

2 COUNCIL BMP REPORTING GETTING STARTED Contents BMP Reporting...2 Documentation...2 Working in the BMP Reporting Web Application...3 Entering Data...3 Saving, Updating and Submitting Data...3 User Types...3 Workflow...4 Agency Reporting...4 Historical Credit...5 Accessing the Web Application and Logging In...6 Switching Between Reporting Units...7 Base Year Data...7 Determining the Agency Reporting Years...7 Enter Base Year Data...8 Water Sources and Uses...8 Enter Water Sources Data...9 Enter Water Uses Data Getting Help Technical Resources

3 COUNCIL BMP REPORTING GETTING STARTED BMP REPORTING The California Urban Water Conservation Council s BMP Reporting web application is used by water suppliers to submit information on progress of their water conservation efforts and to receive confirmation regarding their coverage status. The Memorandum of Understanding describes five categories of BMPs for water conservation management, providing foundational, programmatic, and flex track practices. BMP 1 Foundational: Operational Practices BMP 2 Foundational: School Education and Public Outreach BMP 3 Programmatic, Traditional and Flex Track: Residential BMP 4 Programmatic, Traditional and Flex Track: Commercial Industrial and Institutional BMP 5 Programmatic, Traditional and Flex Track: Landscape The options for coverage include: Traditional, Flex Track and Gallons Per Capita per Day (GPCD), commonly referred to as coverage tracks. All coverage tracks require reporting on the implementation of Foundational BMPs. Traditional consists of the Foundational and Programmatic BMPs. Flex Track consists of the Foundational BMPs and Flex Track or unique practices. GPCD consists of Foundational and GPCD data. Documentation The documentation set includes the following guides: Getting Started Guide Foundational BMPs User Guide Programmatic: Traditional and Flex Track GPCD User s Guide Wholesaler User s Guide 2

4 WORKING IN THE BMP REPORTING WEB APPLICATION Entering Data Do not enter numbers with commas. The system will format when saving the data. Some data cells will only accept whole numbers, for example: the number of accounts and the number of measures performed. If a decimal is used in these cells, then the software will respond with an error message. An agency should enter data in all fields for which you have data; only the coverage track you select will be used to determine coverage status (On Track/Not on Track), but all data will be saved. In forms that are not applicable to your agency (if for example an agency did no CII activities and has no CII water savings in a reporting period) go to the form and Click Form Complete. This tells the system that you do not intend to add data in the form. Saving, Updating and Submitting Data From time to time as you enter data, please remember to press the Save button so that you do not lose your work should there be an interruption in your session; Please note that saving data is not the same as submitting, and until an agency has pressed the Submit button, an agency representative can clear or update data that has been saved. To see how much water is saved on an annual basis, press the Calculate button (where applicable) in order to update the information in the fields at the top of the page The calculate button also is related to the Coverage logic determination in the software, and when you press calculate you may see your coverage status change from Not on Track to On Track if you have met or surpassed the target level for your agency. When you are finished entering data on a form, please click the Form Complete box at the top of the page; you must do this in order to review and submit your forms to produce a Coverage Report. After reviewing the agency data on the Review/Submit page the Agency Submitter (See User Types below) will press Submit when they are satisfied that their data is accurate. The software has an Auto Save feature. Users may adjust the timing. User Types Agency users: data entry - An agency data-entry user can log in, enter data and save data for his or her specific agency. data submitter - An agency submitter user can log in, enter data, save data, and submit forms to the Council for his or her specific agency. 3

5 Workflow The workflow involves three users: a data-entry user at the agency, a BMP form submitter at the agency and the review at the Council. The BMP form submitter can also enter data and act as both users in the agency. An agency can have multiple staff perform data-entry; however, only one set of credentials for data-entry will be generated for each agency. Two users can access different forms for the same agency at the same time. It is not recommended that agencies try to have two users access the same forms at the same time. The Council staff reviewer can only see the BMP forms after they have been submitted in the web application. Agency Reporting For reporting statewide water conservation efforts, agencies should enter as much BMP data as possible regardless of the coverage track selected. Agencies may switch coverage tracks from one reporting cycle to the next. It is important to note that agencies using GPCD can switch from GPCD to Flex Track or Traditional, but only if the data from prior reporting years has been entered. After reports have been completed and coverage reports have been finalized, agencies cannot change BMP data without sending a formal request via to the Council. Send requests to change data after submitting to office@cuwcc.org. The Council administrator user can update the data; the agency user cannot edit BMP data after the data has been submitted to the Council. 4

6 Historical Credit Data from all agencies that reported BMP data between 1991 and 2008 is being saved and is available for review, whether or not your agency is considering the Flex Track approach. It is important that agencies that do choose Flex Track are familiar with this data. Agencies interested in reviewing their historical water savings credit from the old database should refer to the Council s User Guide on this subject to guide them through this process. The Guide is available online: Historical Credit Users Guide For agencies that are implementing the Flex Track option, review of this data is highly recommended. For agencies that are not utilizing Flex Track, you may still be interested in completing your review. Agencies will have one year beginning June 4, 2013, to review this data. 5

7 ACCESSING THE WEB APPLICATION AND LOGGING IN In a web browser, enter Enter the agency log in and click Login. Log in credentials (user names and passwords) have been provided to agencies by Council staff. Council staff forwards each agency its user names and login information. Each agency is assigned two users: data entry and editor/submitter. Each user has a unique password. Both user names and passwords are sent to the staff person on record with the Council as the agency primary contact. For information on user names and passwords for your agency, contact inna@cuwcc.org. Enter the agency log in for the data editor or submitter. After logging in, you will be taken to the Home page, as shown below. From here you can navigate to the reporting forms using the orange tool bar at the top of the page Completed Indicates the number of forms for which the user has entered all required data and clicked the Complete button at the top of the page. In Progress Indicates the number of forms for which the user has entered and saved some of the some required data, but has not marked as complete. Submitted Indicates the number of completed forms that have been submitted to the Council for review. Approved Indicates the number of submitted forms that have been reviewed for completeness by Council staff. 6

8 SWITCHING BETWEEN REPORTING UNITS A signatory can switch from one reporting unit to another (either retail(s) or wholesale) under the same Signatory. Login credentials have been assigned to the signatory. Below is the example using Sacramento County Water Agency because the Agency has two retail reporting units and one wholesale reporting unit Use the agency s credentials to log in. The application remembers the last reporting unit when the user was logged in. To switch to another reporting unit, click Reporting Unit from the top menu. Select the Reporting Unit from the dropdown list Click Save. Note: Save your credentials (user name and password) the first time you log in. When your browser asks if you want the information saved, click yes. It makes the process to login again much easier. BASE YEAR DATA The data that you enter in the Base Year Data form is used in many of the coverage calculations, as well as, to set target water savings. It s important to enter this information first before entering data in the annual input forms. Determining the Agency Reporting Years Base Year: first full year after the agency has signed the MOU and becomes a signatory or e.g Base Year + 1, +2, +3, +4, +5, +6, +7, +8, +9, +10 Reporting Years: 2009, 2010, 2011, 2012, 2013, 2014, 2015, 2016, 2017,

9 Enter Base Year Data Enter the agency s base year. For all signatories signing the MOU before 2008, the base year is For signatories who signed the MOU after 2008, the base year is the year after joining the Council. BMP 4.0 & BMP 5.0 CII & Landscape Enter the data for each relevant section. Do not enter numbers with commas. The system will format when saving the data. Some data cells will only accept whole numbers, for example: the number of accounts and the number of measures performed. If a decimal is used in these cells, then the software will respond with an error message. Click Save. WATER SOURCES AND USES Information from the Water Sources and Uses forms is collected to assist agencies with their BMP reporting, Urban Water Management Plan processes and any reporting required of them by the State Water Resources Control Board. Also, some calculations in the software application are dependent upon the information entered in this section. Note: Below, you are given instructions on how to enter the data in the water sources and uses forms. Follow these instructions replacing the <form name> with the specific form name. 8

10 Enter Water Sources Data Make sure the correct year is displaying in the Reporting Year toggle menu, located on the left. Important: Make sure to select the year in which you want to enter data. In the menu bar, click Annual Input Forms. In the left navigation bar, click <form name>. The form displays in the content area. <Water Sources> Choose type based on your agency s supply. Enter the population for the agency s service area. To enter water source data in the table, click New. In the Imported field, enter a name for the imported water. In AF/Year, enter the water source amount in acre feet per year. In Water Supply Type, select the supply type. In Water Supply Description, enter a short description of the supply type. Click Update. Continue to the Local Watershed table and enter the agency s water sources data. Click Save at the top of the page. If you are finished adding data to this form, check the Form Complete checkbox located at the top of the page. If you are not finished adding data, you must click the Save button to make sure that the data entered is saved in the database and you continue where you left 0ff. Note: Some browsers do not show the updated data without refreshing the browser the window. To refresh the form in the browser, open another input form by clicking on a link in the left-side navigation menu, and then go back to the input form that you are trying to update. The updated data should be displayed. If it is not, office@cuwcc.org and let us know which browser and browser version you are using. We will also verify that the data was saved in the database. 9

11 Enter Water Uses Data Make sure the correct year is displaying in the Reporting Year toggle menu, located on the left. Important: Make sure to select the year in which you want to enter data. In the menu bar, click Annual Input Forms. In the left navigation bar, click <form name>. The form displays in the content area. Single-Family A residential customer classification generally identified by a single, detached dwelling unit. Multi-Family A residential customer classification generally identified by multiple separate housing units contained within one building or several buildings within one complex, such as apartment buildings or condominiums. Commercial A broad class of urban water use including deliveries to office buildings, businesses, retail services, restaurants and transient lodging. Industrial A customer classification identifying water delivered for manufacturing and industrial plant uses. Institutional - A classification for water delivered to public service customers such as universities, schools, hospitals, penal institutions, etc. The water uses form is organized by billed and un-billed water-use data. To enter water uses data in the table, click New. In the Customer Type field, select the customer type. Enter the remaining fields for the row. Then, click Update. Enter a row for each customer type for billed water-use data. Continue to the un-billed water-use table and enter the agency data. Click Save at the top of the page. When you have entered all of the required data, click Form Complete. Then, click Save. Dedicated Irrigation Separately metered, controlled water applied for outdoor use. Agriculture Water applied for the cultivation of plants or animals. Fire Lines Metered water lines for fire suppression. System Flushing Water vented from the distribution system to clean the system from contaminants and debris. Other For water that does not fit one of the descriptions above 10

12 GETTING HELP It is a Council policy to respond to member requests for assistance within 24 hours. For questions regarding BMP implementation, please contact: Luke Sires, Project Manager luke@cuwcc.org or Chris Brown, Executive Director chris@cuwcc.org For questions regarding use of the database application software, please contact: Inna Zagrodsky, Database Administrator inna@cuwcc.org Natalie Calkins, Website Administrator natalie@cuwcc.org To contact Council staff by phone, please call Technical Resources The Council website offers various tools and resources to assist members with BMP implementation and reporting. Go to for more information on available tools. Some of these tools include Free AWWA Water Audit Software BMP 1.2 Component Analysis Guidelines BMP 1.3 Feasibility Tool BMP 1.4 Option 2 Rate Design Model Council Cost Effectiveness Tool BMP Implementation Guidebooks 11