INTEGRATED PEST MANAGEMENT APPLICATION (IPM) Santa Clara County. Non-Production Agriculture

Transcription

1 INTEGRATED PEST MANAGEMENT APPLICATION (IPM) Santa Clara County Non-Production Agriculture The Information System Department 1555 Berger Dr. building 2, floor 2 San Jose, CA August, 2006

2 Table of Contents Overview...3 System Requirements... 3 User Role, Responsibility and Organization...4 Defined User Role... 4 How to use this manual... 5 Process Flow...7 Using Non-Restricted Materials... 7 Using Restricted Materials... 9 Pest Control Recommendation (PCR)...11 Creating PCR using Non-Restricted Materials Reference Number & Status Target Pest Site Information Material Information Application Schedule Safety Information Pesticide Operator and Applicators Supervisor/PCA Information Pest Control Advisor Submitting PCR Creating PCR Using Restricted Materials Approving/Rejecting Pest Control Recommendation (PCR)...33 Managing Existing Form (s) for Pest Control Recommendation (PCR)...39 Edit/View Pest Control Recommendation (PCR) Printing Pest Control Recommendation (PCR) Copying Pest Control Recommendation (PCR) Deleting Pest Control Recommendation (PCR) Entering/Viewing Note on Recommendation (PCR) Marking Pest Control Recommendation (PCR) as Completed... 49

3 Approving PCR using Restricted Material on Behalf of Agriculture Commissioner Reporting the Use of Pesticides (PUR)...55 Reference No Pesticide Operator and Applicators Material Information Target Pest Site Information Application Schedule Application Method Treated Information Applicator/Worker Safety Information Environmental Safety Information Submitting PUR Managing Existing Form (s) for Pesticide Use Report (PUR)...69 Edit/View Pesticide Use Report (PUR) Printing Pesticide Use Report (PUR) Adding New Pesticide Use Report (PUR) Deleting Pesticide Use Report (PUR) Entering/Viewing Note on Pesticide Use Report (PUR) Search...77 Search by Reference No Search by Operator Name Search by Application Date Search by Site Address Legal Reports...85 Monthly Summary Pesticide Use Report (State Report) Changing User ID ( ) and Password...88 Restoring Password...92 Appendix A...95 Other Search Features Appendix B Glossary of Terms...112

4 Overview The Integrated Pest Management (IPM) is a web-based application accessible via an internet browser. It is a central data bank of pesticide use information for both Non-Production Agriculture and Structural Application to facilitate analytical reporting by County departments focusing on pesticide use reduction, as well as meeting all legal and administrative reporting requirements. The IPM application captures information from creating a recommendation until generating a report. It enables the departments to monitor pesticide use by each application, site, location, purpose, associated cost thus allowing analytical and strategic shift from chemical to nonchemical pest management. The system has the capability of generating a variety of reports such as Pest Control Recommendation (PCR), Notice of Intent to Apply Restricted Materials, Pesticide Use Report (PUR), Monthly Summary Pesticide Use Report (known as State Report) and Business Report. Some of those reports will be posted on the Santa Clara County, Integrated Pest Management website. System Requirements The IPM application can be accessed using a standard web browser such as Internet Explorer, Netscape, or Firefox. Department Coordinator and County IPM Coordinator roles that have the authority to approve Pest Control recommendations must be on the County s server to access the IPM application. All other roles can access the IPM application from anywhere that has an internet access. 3

5 User Role, Responsibility and Organization Role is an action or activity assigned to users to perform certain function within the IPM application. A single person can have multiple roles. The only restriction is that a person who has Administration role (Department Coordinator) and user (Pest Control Advisor, Pest Control Applicator e.g.) role. They are required to have two separate logins. Defined User Role Role Pest Control Advisor Pest Control Operator Pest Control Applicator Description and Responsibility Can create, edit and submit Pest Control Recommendations (PCR) for Non production Agriculture, Non-Restricted and Restricted Materials. A contractor or County department who manages the pesticide work. This person is also authorized to generate a Monthly Summary Pesticide Use Report (known as State Report). Works for a Pest Control Operator. This person applies pesticide based on the Pest Control Recommendation (PCR) and enters what has been done in a PUR. In addition, a Pest Control Applicator can create the Work- Orders and Applications in the Structural Applications function. Department IPM Coordinator Pest Control Supervisor Pest Control Supervisor County IPM Coordinator Approves or rejects PCR when the County IPM Coordinator is not available. Responsible for pesticide work, views PCR and its associated PUR using the Search feature. Responsible for Pesticide work, views completed PCR and its associated PUR using the Search feature. IPM Program Manager. This person approves or rejects a Pest Control Commendation (PCR), generates the Business reports and Monthly Summary Pesticide Use Report. (AKA State Report). 4

6 Organization is an entity to which a user role belongs. In the IPM application, there are two types of organizations: 1. Department a department organization is a County agency or department who needs pest control work performed. The user roles belonging to this organization are: Department IPM Coordinator and Department IPM Supervisor. 2. Operator an operator organization applies the pesticides on behalf of a County agency or department. The user roles belonging to this organization are: Pest Control Operator, Pest Control Advisor, Pest Control Supervisor and Pest Control Applicator. It should be noted that an organization can be a department and operator, for example Roads and Airports performs their own pest control work. Also, County IPM Coordinator is a special role for managing the County s IPM program; it does not belong to an organization. How to use this manual This manual serves as a general guide on how to perform the IPM application functions. Not every section applies to users. Use the following sections in the table of contents based on the user role: Role Section Pest Control Advisor Creating PCR using Non-Restricted Materials Creating PCR using Restricted Materials Managing Existing Form (s) for Pest Control Recommendation (PCR) Search Restoring Password Changing Password Pest Control Operator Monthly Summary Pesticide Use Report (State Report) Search Restoring Password Changing Password 5

7 Role Section Pest Control Applicator Reporting Pesticide Use Report (PUR) Managing Existing Form (s) for Pesticide Use Report (PUR) Restoring Password Changing Password Department IPM Coordinator Approving/Rejecting Pest Control Recommendation (PCR) Search Restoring Password Changing Password Department IPM Supervisor Search Restoring Password Changing Password Pest Control Supervisor Search Restoring Password Changing Password County IPM Coordinator Approving/Rejecting Pest Control Recommendation (PCR) Search Restoring Password Changing Password 6

8 Process Flow Using Non-Restricted Materials This process flow is to help users understand how the IPM application works. It s very important that users be familiar with the process before creating Pest Control Recommendation (PCR) or Pesticide Use Report (PUR). Reject PCR Created by PCA Submit Inbox Approve PUR Draft Completed by Applicator Submit PUR Completed PCA fills a form, selects Dept. for whom the work will be done and Operator who will be performing the work. County or Dept.IPM Coordinator PCA prints PCR form and gives it to Applicator to apply pesticide Applicator can print PUR form and submits it to AG Commissionner if needed Explanation of Non-Restricted Materials Process Flow 1. A Pest Control Advisor (PCA) logs in to the IPM application using the Non-Production Agriculture tab. 2. Then select Non-Restricted Material type. 3. Fills out the required fields and submits the PCR for approval. 4. A PCR appears in the County IPM Coordinator and the Department IPM Coordinator s inbox. Either one of them can approve or reject it. If rejected. A Pest Control Advisor (PCA) can modify the PCR and resubmit it. If approved. A Pest Control Advisor (PCA) prints the PCR and gives it to a Pest Control Applicator to complete the task. 7

9 If approved, the system automatically creates a Pesticide Use Report (PUR) in Draft status waiting for a Pest Control Applicator to complete it after applying a pesticide. 5. A Pest Control Applicator applies the pesticide based on the Pest Control Recommendation (PCR). 6. When the work is completed, a Pest Control Applicator logs in to the IPM application and enters the information into the PUR form. 7. A Pest Control Applicator submits the PUR form when it s ready and no more changes. 8. Once the PUR is submitted, the status changes from Draft to Completed. 9. At this point, a Pest Control Applicator can print the PUR report using the PDF and submits it to the Agriculture Commissioner if needed. 8

10 Using Restricted Materials The process flow for the Non-Production Agriculture using Restricted Materials is similar to the Non-Restricted Materials. The difference is that the Restricted Materials must be approved by the Agriculture Commissioner before the pesticide can be applied. Review Reject Review Rejected PCR Created by PCA Submit Inbox Review Approved PCR Approved by Coordinator Approve PUR Draft Completed by Applicator Submit PUR Completed PCA fills out a form, selects Dept. for whom the work is done and Operator who will be performing the work. \\\\ County or Dept. IPM Coordinator PCA prints "Notice of Intent to Apply Restricted Materials" and send it to AG Commissioner for approval. Based on the AG Commissioner response, PCA clicks "Approve" or "Reject" button PCA prints PCR form and gives it to Applicator to apply pesticide Applicator can print PUR form and submit it it to AG Commisioner if needed. 9

11 Explanation of Restricted Materials Process flow 1. A Pest Control Advisor (PCA) logs in to the IPM application using the Non-Production Agriculture tab. 2. Then select Restricted Material type. 3. Fills out the required fields and submits the PCR for approval. 4. A PCR appears in the County IPM Coordinators and Department IPM Coordinator s inbox. Either one of them can approve or reject it. If rejected. The status of the PCR changes to Review Rejected. A Pest Control Advisor (PCA) can modify the PCR and resubmit it. If approved. The status of the PCR changes to Review Approved. A Pest Control Advisor logs back in to the IPM application, prints the Notice of Intent to Apply Restricted Materials form and send it to the Agriculture Commissioner for approval. Once the Notice of Intent to Apply Restricted Materials has been approved by the Agriculture Commissioner, a Pest Control Advisor (PCA) logs back in to the IPM application and click on the Approved button, enters the note state that the Notice of Intent to Apply Restricted Materials has been approved by the Agriculture Commissioner. Once the PCR is in Approved status. The system automatically creates a Pesticide Use Report (PUR) in Draft status waiting for a Pest Control Applicator to complete it after applying the pesticide. 5. A Pest Control Advisor (PCA) prints the PCR form and gives it to a Pest Control Applicator to apply the pesticide. 6. A Pest Control Applicator applies the pesticide based on the Pest Control Recommendation. 7. When the work is completed, a Pest Control Applicator logs in to the IPM application and enters the information into the PUR form. 8. A Pest Control Applicator submits the PUR when it s ready and no more changes. 9. Once the PUR is submitted, the status changes from Draft to Completed. 10. At this point, a Pest Control Applicator can print the PUR report using the PDF and submits it to the Agriculture Commissioner if needed. 10

12 Pest Control Recommendation (PCR) It s a legal form that a Pest Control Advisor (PCA) fills out before any pesticide can be applied. You must have a Pest Control Advisor role in order to create a PCR. Creating PCR using Non-Restricted Materials 1. Open the internet browser and type in the IPM application web address: in the address line. 2. Press Enter button on the keyboard. This will bring you to the IPM application login page. It is recommended you bookmark the IPM application web address so you do not need to remember each time you access this application. 3. Click Login to access the IPM application. If the Security Alert window pops up, click button to go to the login page. 4. In the Login page; enter your user ID in the field and password in the Password field then click button. If you forgot your password, refer to the Restoring Password section. 11

13 5. You are now directed to the IPM application Non-Production Agriculture tab. 6. Create New Recommendation Form section defaults to Non-Restricted Material. Click button. 7. The System refreshes and takes you to the IPM Recommendation form. * (asterisk) symbol indicates a required field Reference Number & Status section. 8. Reference Number: 8.1. The first drop down table is the three letters represented the department code, for instance, PRK represent Parks and Recreation. The user may change a department code by selecting it from the drop down table depending on what department they are doing the work for. 12

14 8.2. The second drop down table is the PCR number. The first set of numbers represents month/date/year a PCR is being created. The second set of numbers generates by the system. Note that a PCR number cannot be entered or changed. List of departments currently available in the IPM application Department Parks and Recreation Roads and Airports Facilities and Fleet Health and Hospital System Grounds Health and Hospital System Structural Social Services Library Code PRK RDA FAF HHS GR HHS ST SSA LIB 8.3. Status defaults to Draft Nursery defaults to No. However, if this is a nursery, you may select Yes from the drop down table. Target Pest section 9. Click button. Multiple pests can be added to the PCR form. 13

15 9.1. The system refreshes and displays the All Pests Listing page Let s search pest to be controlled by name, enter the pest name in the Search Pests by Name: field and click button. In this example Weed is entered. For other Search options including how to use the Favorite, refer to the Appendix A in the All Pests Listing page section The system refreshes and displays the search results. If there is no search results displayed, click the All Pests Listing link to return to the All Pests Listing page and start a new search. 14

16 9.4. To add pest to the PCR form, click the checkbox next to the pest name and click button. Multiple pests can be added at a time by clicking the checkboxes next to the pest names Click button to return to a PCR form. Search results Adding pest to PCR form 9.6. Notice that the selected pest has been added to a PCR form To remove pest from the PCR form, click the checkbox next to the pest name and click button. Multiple pests can be removed from the PCR form at a time by clicking the checkboxes next to the pest names Activity Level defaults to Low, you may select other option from the drop down table. The options are Low, Medium and High. 15

17 9.9. Additional comments about target pests: enter comment regarding the selected pest that is useful for a Pest Control Applicator, otherwise leave it blank. Site Information section 10. Commodity/Site Treated - click button to select a site or crop to be treated The system refreshes and displays the All Commodities/Sites Treated page Let s search commodity or site treated by name, enter the keyword in the Search Commodities by Name: field and click button. In this example Landscape is entered. For other Search options and how to use the Favorite, refer to Appendix A in the Commodity/Site Treated page section The system refreshes and displays the search results. 16

18 If there is no search results displayed, click the All Commodities/Sites Treated link to return to the All Commodities/Sites Listing page and start a new search To add commodity or site treated to the PCR form, click the radio button next to it then click button. Search results Notice that the selected commodity or site treated has been added to the PCR form Application Method defaults to Ground, you may select other option from the drop down table. The options are Ground, Air and Other. 17

19 11. Select Application site is a location of a crop or a site to be treated. Click button The system refreshes and displays the All Sites Listing page Let s search treated site location by street name, enter the street name in the Search by Street Address: field. The complete or partial street name can be entered then and click button. In this example Knowles is entered. For other Search options and how to use the Favorite, refer to Appendix A in the Application Site page section The system refreshes and displays the search results. If there is no search results displayed, click the All Sites Listing link to return to the All Sites Listing page and start a new search. Search results 18

20 11.4. To add treated site location to the PCR form, click the radio button next to the site location name and click button. 19

21 11.5. Notice that the selected site location has been added to the PCR form. Selected location Site ID (If applicable) is a free form field, you may enter additional information related to a site location, otherwise, leave it blank MapQuest map is a link to the mapquest website that you can get a map to the location where pesticide will be applied. All IPM users can access this website. To access the MapQuest website, click on the MapQuest map link GIS map is a link to the County of Santa Clara Geographic Information system application (GIS). Only the County IPM users have access to this application. To access the GIS application, click on the GIS map link. A map does not appear on the PCR form. You need to print and send it to the Pest Control Applicator along with the PCR form Location Details enter additional information related to treat site location, otherwise leave it blank. Material Information section. 12. Unit Conversion Calculator It s a built-in calculator tool that allows you to calculate the formula of pesticides to be used. It is called the IPM Calculator. We have provided this tool to convert any other units not listed in the USER INPUT area. The IPM Calculator is located on the lower right of the USER INPUT area. Click the Unit Conversion Calculator link to use this tool. 20

22 In the USER INPUT area, uses the unit conversion for Area is reported in Acres, Volume in Gallons and Weight in Pounds (lb). 13. Pesticide Label/MSDS Review It s a link to the Crop Data Management Systems website located on the lower right of the USER INPUT area. Click on the Pesticide Label/MSDS Review link to access this website. 14. Pesticide to be used? Defaults to Yes. If select this option, you must enter pesticide into the PCR form If this is Non-Pesticide recommendation, you can select No from the drop down table and you will be prompted with the following message. Click button to continue. Note that if you select NO option, you still need to fill out the required fields but do not need to enter the pesticide. 21

23 14.3. If no, please select a pesticide alternative: - the options are Non-Chemical or Chemicals & Non-Chemical. In this example Pesticide to be used? is Yes. 15. USER INPUT enter the data in the Proposed Treated Area, Dilution (Spray Volume required) and Tank Size fields then click (Calculator) icon to calculate the results Notice that the system automatically calculates the results. Results If you make any changes in the USER INPUT field, you must click icon to re-calculate the results. (Calculator) 16. Add Pesticide (s): - click button to add the pesticide. Multiple pesticides can be added to the PCR form The system refreshes and displays the All Pesticides Listing page. 22

24 16.2. Let s search pesticide by product name, enter the product name in the Enter Keyword: field and click button. In this example roundup is entered. For other Search options and how to use the Favorite, refer to the Appendix A at the All Pesticides Listing page section If there is no search results displayed, click the All Pesticide Listing link to return to the All Pesticides Listing page and start a new search The system refreshes and displays the search results. Click the drop down table to view more Display items options Click Next to view more search results Search results 23

25 16.4. To add pesticide to the PCR form, click the checkbox next to the pesticide name and click button. Multiple pesticides can be added at a time by clicking the checkboxes next to the pesticide names Click button to return to the PCR form Notice that the selected pesticide has been added to the PCR form. Selected pesticide To remove pesticide from the PCR form, click the checkbox next to the pesticide name and click button. Multiple pesticides can be removed at a time by clicking the checkboxes next to the pesticide names. 24

26 17. Liquid, Powder, Other Defaults to Other. If select this option, enter the data in the Total Product Needed, Product Unit Cost and Tax then click (Calculator) icon. Do not enter the data in the Rate of Application/Acre field. It does not apply to Other option. If select Liquid or Power options, proceed to step Notice that the system automatically calculates the total product cost for all selected pesticides. IMPORTANT NOTE: If you make any changes in the USER INPUT field, you must click on the calculator icon in the USER INPUT area AND in the Pesticides area to re-calculate the total product cost for all pesticides If select Liquid or Power, enter the data in the Rate of Application / Acre, Product Unit Cost and Tax fields and click (Calculator) icon. Do not enter the data in the Total Product Needed field, the system will automatic fills out this field. 25

27 IMPORTANT NOTE: If you make any changes in the USER INPUT field, you must click on the calculator icon in the USER INPUT area AND in the Pesticides area to re-calculate the total product cost for all pesticides. Application Schedule section. 18. Record Entry Date & Time is a date of a PCR being created. It defaults to Today date; you may change the date by clicking icon. If needed, the Record Entry Date & Time can be changed to earlier or later date. 19. Proposed Start Date & Time is a date scheduled for applying a pesticide. It must be a future. Click icon to select the date. 20. Expiration Date & Time is a date PCR will be expired. It must be a future and can be up to a year. Click icon to select the date. Safety Information section. 21. Re- entry and Pre-harvest enter the data in those fields, select the time from the drop down table to indicate when the site can be entered after applying the pesticide, otherwise, leave it blank. 26

28 22. Special Instructions and Precaution / Warning enter the information that is useful for a Pest Control Applicator when applying the pesticide, otherwise, leave it blank. Pesticide Operator and Applicators section. 23. Operator name is a name of an organization or County department who is responsible for applying the pesticide. Click button to select an operator. If the system displays the information correctly, proceed to step

29 23.1. The system refreshes and displays the All Pesticide Operators page Click on the operator name link to view the operator detail information such as address, phone number or fax number To select operator, click the radio button next to the operator name and click button. In this example, Parks and Recreation is selected Notice that the selected operator has been added to a PCR form. Operator information 24. Add applicators: - an applicator is a person who applies pesticide and belongs to the selected operator. Click button to add applicator. Multiple applicators can be added into a PCR form. One of the selected applicators is responsible for reporting the use of pesticides; refer to the Reporting the Use of Pesticide (PUR) section for more details The system refreshes and displays the All Applicator Listing page. Click the All Applicator Listing link. This will bring all the applicators associated with the selected operator. 28

30 For other Search options and how to use the Favorite, refer to the Appendix A in the All Applicator Listing page section. The best way to search for the applicators is to click on the All applicator Listing link To select applicator, click the checkbox next to the applicator name and click button. Multiple applicators can be added at a time by clicking the checkboxes next to the applicator names Click button to return to the PCR form Notice that the selected applicators have been added to a PCR form. 29

31 24.5. To remove applicator, click the checkbox next to the applicator name and click button. Multiple applicators can be removed at a time by clicking the checkboxes next to the applicator names. Supervisor/PCA Information section. 25. Supervisor is a person who has a supervisor role in the IPM application. Click the drop down table to select supervisor. Pest Control Advisor section Contains Pest Control Advisor information who writes this pest control commendation. 30

32 Submitting PCR 26. Click button to save the PCR form in Draft status. This option is recommended if the PCR form is incomplete. 27. Click button to send the PCR form for approval. Note that the system will not allow submitting a PCR form without completing the required fields. 28. Click button to view or print the PCR form in the Printable format. If you click on Submitted button, the PCR automatically appears in the Department Coordinator or County IPM Coordinator s inbox and the inbox for approval. Once it has been approved by them, you need to log back in the IPM application, print the PCR form and send it to the Pest Control Applicator. 31

33 Creating PCR Using Restricted Materials The steps to create PCR using Restricted Materials are the same as Non-Restricted Materials. The only different is that at the Create New Recommendation Form section, select Restricted Material option. Follow the Creating PCR using Non-Restricted Materials starting from steps Once PCR using Restricted Materials has been approved by the County IPM Coordinator or Department IPM Coordinator, a Pest Control Advisor who wrote the PCR using Restricted Materials must send the Notice of Intent to Apply Restricted Materials form to the Agriculture Commissioner for approval. Refer to Managing Existing form, Approving PCR using Restrict Materials section for the complete instruction. 32

34 Approving/Rejecting Pest Control Recommendation (PCR) Only the County IPM Coordinator or the Department Coordinator role can approve or reject PCR using Non-Restricted or Restricted Materials. To access the IPM application as County IPM Coordinator or Department Coordinator, you must be on the County s server. Follow these steps below to approve or reject the PCR: 1. Open the internet browser and type in the IPM Administrator web address: in the address line. 2. Press Enter button on the keyboard. This will bring you to the IPM Admin login page. It is recommended you bookmark the IPM Admin web address so you do not need to remember each time you access this application. 3. Click Login to access the IPM Admin function. If the Security Alert window pops up, click button to go to the login page. 4. In the Login page; enter your user ID in the field and password in the Password field then click button. 33

35 If you forgot the password, refer to the Restoring Password section 5. You are now directed to the IPM Admin Inbox page. Only PCR in the following status displayed in the IPM Admin Inbox until it is approved. Submitted PCR using Non-Restricted and Restricted Materials is submitted by a Pest Control Advisor. Rejected PCR using Non-Restricted and Restricted Material is rejected by County IPM Coordinator or Department Coordinator. Resubmitted PCR is rejected for any reason and has been resubmitted by a Pest Control Advisor. Review Approved - PCR using Restricted Material has been approved by County IPM Coordination or Department Coordinator, the status changes to Review Approved and displays in the IPM Admin inbox until it gets approved by the Agriculture Commissioner. Review Rejected PCR using Restricted Materials has been rejected by County IPM Coordinator or Department Coordinator. Note: A red R icon represents PCR using Restricted Materials and a blue R icon represents Structural Work Order using Restricted Materials. 6. Click on the Reference No. to view the PCR form. In this example PRK is clicked. 34

36 7. The system refreshes and displays the selected PCR form. To approve, proceed to steps To reject, proceed to steps To approve the PCR form, Click button. 9. The following confirmation window appears, click button. 10. The system displays the Note page. If you do not want to enter the note after approving the PCR form, click 11. If you want to enter the note, fill out the following fields: button to return to the PCR form. Subject: enter the subject of the note, for example Approve. Recipients: enter the address of the person who will be notified via when the PCR has been approved. If more than one recipient, separate addresses by commas, otherwise, leave it blank. Enter additional message in the provided box, otherwise leave it blank. Click button to save the note and return to the PCR form. 35

37 12. The system refreshes and returns to the selected PCR form. Notice that the status of the PCR changes to Approved. If this is a PCR using Restricted Materials, the status changes to Review Approved. 13. Click the Inbox tab or the Back button on the internet browser to return to the IPM Admin Inbox main page. PCR in Approved status will disappear from the IPM Admin Inbox. County IPM Coordinator or Department Coordinator cannot modify the PCR form. If there is an error on the form, the County IPM Coordinator or the Department Coordinator must reject it so it will go back to a Pest Control Advisor (PCA) to make the correction and resubmit it for approval. 14. To reject the PCR form, click button. 15. The following confirmation window appears, click button 36

38 16. The system displays the Note page. If you do not want to enter the note after rejecting the PCR form, click button. 17. If you want to enter the note, fill out the following fields: Subject: enter the subject of the note, for example Reject. Recipients: enter the address of the person who will be notified via when the PCR has been rejected. If more than one recipient, separate addresses by commas, otherwise, leave it blank. Enter a reason for rejecting in the provided box. Click button to save the note and return to the PCR form. 18. The system refreshes and returns to the PCR form. Notice that the status of the PCR changes to Rejected. If this is a PCR using Restricted Materials, the status changes to Review Rejected. 37

39 19. Click the Inbox tab or the Back button on the internet browser to return to the IPM Admin Inbox main page. 20. To view or enter a note from the IPM Admin Inbox main page, click icon next to the Reference No. 21. In the Note page, enter the new message in the provided box and click button. 22. Previous messages - displays the notes that have been entered previously. 23. If you are view the note, click button to return to the IPM Admin Inbox page. 38

40 Managing Existing Form (s) for Pest Control Recommendation (PCR) The IPM application keeps track of all Pest Control Recommendation (PCR) forms. Those forms display in the Manage Existing Forms (s) section. A Pest Control Advisor can manage the existing forms such as view or edit the information of a PCR form, copy PCR form to a new one regardless of its status, print PCR form using PDF or Printable Page format, delete PCR form in Draft or Rejected status, add notes to a PCR form, and mark a PCR form as Completed when there is no more PUR to be created from that PCR. A Pest Control Advisor can only see all of his or her Pest Control Recommendations and its associated PUR only in Completed status PCR section The following are commonly used icons in this section. Icon Name Red R represents PCR using Restricted Materials Edit/View Copy Delete Notes 39

41 Defined status of PCR Draft PCR using Non-Restricted and Restricted Materials that is incomplete. Draft status also considers as Work in Progress. Submitted PCR using Non-Restricted and Restricted Materials has been submitted by a Pest Control Advisor for approval. Approved PCR using Non-Restricted Materials has been approved by County IPM Coordinator or Department Coordinator and the Agriculture Commissioner. Rejected PCR using Non-Restricted Materials has been rejected by County IPM Coordinator or Department Coordinator and PCR using Restricted Materials has been rejected by the Agriculture Commissioner. Resubmitted PCR using Non-Restricted and Restricted Materials has been rejected by County IPM Coordinator or Department Coordinator and the Agriculture Commissioners but has been modified and resubmitted by a Pest Control Advisor for approval. Review Approved PCR using Restricted Materials has been approved by County IPM Coordinator or Department Coordinator and waiting to be approved by the Agriculture Commissioner. Review Rejected PCR using Restricted Materials has been rejected by County IPM Coordinator or Department Coordinator. Expired PCR using Non-Restricted and Restricted Materials has been expired based on the Expiration Date & Time entered in the PCR. This status is automatically changed by the IPM application. Completed PCR using Non-Restricted and Restricted Materials has been marked as Completed by a Pest Control Advisor who created it when there is no more PUR to be added from that PCR. 40

42 To view or edit PCR, click on Reference No. Edit/View Pest Control Recommendation (PCR) To edit or view the existing PCR form, simply click on the Reference No. This will bring you to the selected PCR form. You can edit the PCR form if it s in Draft, Rejected or Review Rejected status. All other statuses are in view-only mode. 41

43 Click on Reference No to access a PCR Printing Pest Control Recommendation (PCR) Once the PCR form has been approved, a Pest Control Advisor prints the PCR form and sends it to a Pest Control Applicator to apply the pesticide. Follow these steps to print the PCR form: 1. In the Manage Existing Form (s) section, click on the Reference No. to access the PCR form. 2. The system refreshes and displays the selected PCR form. Scroll down to the bottom of the PCR form. They are two buttons, Review Report and Printable Page. View Report button displays the PCR in the PDF. This button only appears on a PCR in Review Approved, Approved and Completed status. If this is a Notice of Intent to Apply Restricted Materials, you must click on the View Report button to print it in the report format and send it to the Agriculture Commissioner for approval. Printable Page button displays the PCR in a friendly printable format looks similar to the PCR form. 3. Click on the format you want to print. In this example the View Report button is clicked 42

44 4. The system opens the new window and displays the Pest Control Recommendation (PCR) in the PDF. You can print the report by Right click on the report and select Print. 43

45 Copying Pest Control Recommendation (PCR) The IPM application allows you to copy an existing PCR form to a new one. This feature is very useful and time saving if you have the same information such as pest, pesticide to be used etc. All the information will copy into a new PCR form except the Proposed Start Date & Time and Expiration Date & Time fields. Follow these steps to copy the existing PCR form to the new one: 1. In the Manage Existing Form(s) section. Click (Copy) icon in the Action column next to the Reference No. Click the drop down table to view more Display items. Click Next to view more results PCR section 2. The system refreshes and displays the new PCR form on top of the list. Notice that the status of the new PCR form is in Draft. 44

46 3. Click on the Reference No. to access the PCR form and enter the Proposed Start Date & Time and Expiration Date & Time fields or edit other fields. 4. Click button, if the PCR form is ready for approval 5. Click button, if the PCR form is incomplete. 45

47 Deleting Pest Control Recommendation (PCR) Only PCR in Draft or Rejected status can be deleted from the IPM application. Follow these steps to delete the PCR form: 1. In the Manage Existing Form(s) section. Click (Delete) icon in the Action column next to the Reference No. Click the drop down table to view more Display items. Click Next to view more results PCR section 2. The following confirmation window appears, click button to delete the selected PCR form. 3. Notice that the selected PCR disappears from the list. 46

48 Entering/Viewing Note on Recommendation (PCR) Note feature on the IPM application is another way to communicate between the IPM users. You can enter comment or explanation on the PCR form regardless of its status. You can also view the previous notes that have been entered by any user who has access to the PCR form. Follow these steps to enter or view note on the PCR form: 1. In the Manage Existing Form(s) section. Click (Notes) icon in the Action column next to the PCR Reference No. Click Next to Click the drop down table to view more results view more Display items. PCR section 2. In the Note page, enter the new message in the provided box. 47

49 If you are viewing the notes, click Manage Exiting Form (s) section. button to close the Note page and return to the 3. In the Previous messages section displays the notes that have been entered previously. 4. Click button to save the note. 48

50 Marking Pest Control Recommendation (PCR) as Completed A Pest Control Commendation (PCR) can be marked as Completed by a Pest Control Advisor who created it when there is no more Pesticide Use Report (PUR) to be added from that PCR. It is a good practice to mark a PCR as completed when a PUR is completed. Follow these steps to mark the PCR as completed: 1. In the Manage Existing Form(s) section. Click on the Reference No. to access the PCR form. Click the drop down table to view more Display items. Click Next to view more results PCR form 2. The system refreshes and displays the selected PCR form. Scroll down to the bottom of the form and click button. 49

51 3. The following confirmation window appears; click button 4. Notice that the status of the selected PCR changes to Completed. 5. Click the Non-Production Agriculture tab or the Back button on the internet browser to return to the Manage Exiting Form (s) section. 50

52 Approving PCR using Restricted Material on Behalf of Agriculture Commissioner A PCR using Restricted Materials is called Notice of Intent to Apply Restricted Materials. Once it has been approved by County IPM Coordinator or Department Coordinator, the status changes to Review Approved. A Pest Control Advisor must send this form to the Agriculture Commissioner for approval. Once a Notice of Intent to Apply Restricted Materials has been approved by the Agriculture Commissioner, it s the responsibility of a Pest Control Advisor to approve it in the IPM application on behalf of the Agriculture Commissioner. This means, a Pest Control Advisor who created a PCR using Restricted Materials logs back into the IPM application, click the Approve button and create a note that the Agriculture Commissioner has approved it. Follow these steps to approve the PCR using Restricted Materials on behalf of the Agriculture Commissioner: 1. Log back into the IPM application after the PCR using Restricted Materials has been approved by the Agriculture Commissioner. 2. In the Manage Existing Form(s) section. Click on the Reference No. to access the form. In this example PRK is clicked. A red R icon represents PCR using Restricted Materials. 51

53 3. The system refreshes and displays the Notice of Intent to Apply Restricted Materials form. Scroll down to the bottom of the form and click button. 4. The following confirmation window appears, click button 5. The system refreshes and displays the Note page, enter the following information: Subject: enter the subject of the note, for example Approved by Agriculture Commissioner. Recipients: enter the address of the person who will be notified via when the Notice of Intent to Apply Restricted Materials form has been approved. Multiple addresses can be enter, otherwise, leave it blank. Enter the message state that the Notice of Intent to Apply Restricted Materials has been approved by the Agriculture Commissioner. Click button 52

54 6. Notice that the status of the notice of intent to apply Restricted Materials changes to Approved. 7. At this point, the PCR using Restricted Materials is fully approved and the PUR is automatically created in Draft status, waiting for a Pest Control Applicator to enter the information. 8. A Pest Control Advisor must print the PCR form and sends it to a Pest Control Applicator. To print the PCR form scroll down to the bottom of the form. There are two buttons. Review Report and Printable Page. The View Report button displays the PCR in the PDF. 53

55 The Printable Page button display the PCR in a friendly printable format looks similar to a PCR form. 9. Click on the format you want, in this example the Printable Page format is clicked. 10. The system opens the PCR in the Printable Page format in the new window. You can print the reporting report by Right click on the report and select Print. 11. Send the PCR form to a Pest Control Applicator to apply the pesticide. 54

56 Reporting the Use of Pesticides (PUR) In the IPM application, a Pest Control Applicator is responsible for updating a Pesticide Use Report (PUR) form after the pesticide has been applied based on a Pest Control Recommendation (PCR). The applicator, who is reporting the use of pesticides, must be listed on the PCR form. Once a Pest Control Recommendation (PCR) has been approved, the IPM application automatic creates a Pesticide Used Report (PUR) form in Draft status. Some of the data elements copied from PCR to PUR can be edited based on how the work was done. Additional data that is not on a PCR may be entered in a PUR form. You must have a Reference No. to identity an associated PUR. Follow these steps to complete the Pesticide Use Report (PUR) form: 1. Open the internet browser and type in the IPM application web address: in the address line. 2. Press Enter button on the keyboard. This will bring you to the IPM application login page. It is recommended you bookmark the IPM application web address so you do not need to remember each time you access this application. 3. Click Login to access the IPM application. If the Security Alert window pops up, click button to go to the login page. 4. Enter your user ID in the field and password in the Password field then click button. 55

57 If you forgot your password, refer to the Restoring Password section 5. You are now directed to the IPM application Non-Production Agriculture tab. 6. From the Manage Existing Form (s) section, in the IPM Pesticide Use Report (PUR) displays on the right of the page. Click (Edit/View) icon across from the Reference No. to enter the information into the PUR form. PUR section 7. The system refreshes and displays the selected PUR form. Reference No. section: 8. The only field you can edit in this section is the Nursery. Select Yes or No from the drop down table. 56

58 Pesticide Operator and Applicators section. If you are not changing the information in this section, proceed to step Pesticide Operator is an organization or County department who is responsible for pesticide work. The system does not allow editing the operator name. 10. Pesticide Applicator is a person who performed the pesticide work. The system allows adding and removing applicator. To add applicator, click button. Multiple applicators can be added to the PUR form. Not allowed editing Adding new applicator The system refreshes and displays the All Applicators Listing page. Click the All applicator Listing link to view the all applicators associated with the operator name. 57

59 For other Search options and how to use the Favorite, refer to the Appendix A in the All Applicator Listing page section To add applicator to the PUR form, click the checkbox next to the applicator name and click button. Multiple applicators can be added at a time by clicking the checkboxes next to the applicator names. System allows adding multiple applicators at a time Click button to return to the PUR form Notice that the new applicators have been added to the PUR form. System allows removing multiple applicators at a time To remove applicator from the PUR form, click the checkbox next to the applicator name and click button. Multiple applicators can be removed from a PUR form at a time by clicking the checkboxes next to the applicator names. 58

60 10.6. The following confirmation window appears, click button Comments enter comment related to the operator or applicator, otherwise leave it blank. Material Information section. 11. Unit Conversion Calculator It s a built-in calculator tool that allows you to calculate the formula of pesticides to be used. It is called the IPM Calculator. We have provided this tool to convert any other units not listed in the USER INPUT area. The IPM Calculator is located on the lower right of the USER INPUT area. Click the Unit Conversion Calculator link to use this tool. In the USER INPUT area, the unit conversion for Area is reported in Acres, Volume in Gallons and Weight in Pounds (lb). 59

61 12. Pesticide Label/MSDS Review It s a link to the Crop Data Management Systems website located on the lower right of the USER INPUT area. Click on the Pesticide Label/MSDS Review link to access this website. 13. Pesticide to be used? the information in this section copied from the PCR form. Note that if changing the pesticide to be used from Yes to No, the system will remove all pesticides from the PUR form. 14. USER INPUT update the information in the Area Treated, Dilution (Spray Volume Required) or Tank Size fields as needed then click the results. icon to calculate IMPORTANT NOTE: If changing the information in the USER INPUT field, you must click (Calculator) icon in the Pesticides area to re-calculate the total product cost for all pesticide (s) as well. 15. Pesticide If select Other option, edit the Total Product Needed and Product Unit Cost then click icon. Do not enter the data in the Rate of Applicator/Acre field. It does not apply to the Other option. 60

62 16. Pesticide: if select Liquid or Powder, edit the Rate of Application, Product Unit Cost then click icon to re-calculate the Total product cost for all selected pesticides. Do not enter the Total Product Needed field. The system automatically fills out the data this field. If select Liquid or Powder option, the system automatic fills out the data in this field. Do not edit. 61

63 17. Remove Pesticide to remove pesticide from the PUR form, click the checkbox next to the pesticide name and click button. Multiple pesticides can be removed at a time by clicking the checkboxes next to the pesticide names The following confirmation window appears; click button to remove the selected pesticide Comments (Write what pesticide alternatives considered, applied or not applied and why) enter a comment in the provided box, otherwise, leave it blank. Target Pest section 18. The system does not allow adding or removing pest to be controlled from a PUR form. In this section, it only allows changing the Activity Level and Additional comment about target pest. If needed select other option from the drop down table. 62

64 Site Information section. 19. Application Method click the drop down table to select other option if needed. 20. A PUR form has additional fields of a site location; fill out those fields as necessary, otherwise leave it blank. Additional field for site location Site location information copied from PCR 21. PUR name & Code select an option from the drop down menu. 63

65 22. Is this a school site? if select NO, proceed to step 22. If select Yes, click the drop down table to select the School Site Name & Code. 23. Commodity or Site Treated cannot be edited. 24. Comment enter a comment related to site information, otherwise leave it blank. Application Schedule section. 25. Does sign-posting require? If select Yes, you must enter the data in the date & time sign posted field and must be a past. 26. Date & Time of Schedule Application, Date & Time of Actual Application Started and Date & Time of Actual Application Completed - click icon to select a date and time and must be a past. 27. Re-entry and Pre-harvest indicate when a site can be entered after applying a pesticide. Enter the information as necessary, otherwise, leave it blank. 28. Application Supervisor a person who has a supervisor role in the IPM application. 64