SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT Permit Information Center External User Documentation Revision Chronology Review Date 2/28/2013 Assigned Reviewer J. Gibbar Document ID Effective Date Reason for Change V.1.0 12/3/2012 Initial Creation V.1.2 03/18/2013 Standard Format Applied V.1.3 4/26/2013 Updated PIC Contact Information V.1.4 5/16/2014 Update Remark Codes,PIC Windows & Maps Screen shots for WMIS 2.7.1 Release-CB V.1.5 10/27/2014 2.8 Release updates for Copy from Previous period option - ktk
TABLE OF CONTENTS Purpose... 1 How to Register with the Permit Information Center... 1 Registration for Delegated Users... 1 Registration for Permittees... 5 To delegate a user to enter data for your Permit:... 7 Password Reminder and Changing Your Password Instructions... 12 Password Change...14 Permit Information Center Dashboard... 16 Permit Condition Status...16 Reports...19 Twelve Month Average...20 Withdrawal Level Submittal Summary...20 Map Viewer...21 The Map Tool Bar...22 Entering Data into the Permit Information Center... 25 Meter Report Entry...27 Restart Meter Readings...30 Not Available Meter Readings...33 Abandoned remark Code...34 Capped remark Code...34 Placing Data On Hold...34 Editing Historical Data...35 i Permit Information Center External User Documentation 10/27/2014
Crop Reporting...37 WUP Public Records Search - Retrieving Reports, Information and Data History...38 Retrieving Data...41 Seasonal Crop Reporting...43 Annual Crop Reporting-Agriculture...46 Placing Data On Hold...49 Annual Crop Reporting-Recreational/Aesthetic/Golf Courses...51 Copy Last Year Option...53 Crop Protection Reporting...55 Water Level Reporting...57 Water Quality Reporting...60 Pumpage Data...62 Rainfall Data...62 Uploading Data via an Excel File... 62 Help File... 67 Contact Personnel for the Permit Information Center... 68 Permits Within Hardee/Highlands/Polk/Sumter/Lake Counties - Call Tampa Office...68 Permits Within Charlotte/Desoto/Manatee/Sarasota Counties - Call Tampa Office...68 Permits Within Hillsborough/Pasco/Pinellas/Marion/Levy/Citrus/Hernando Counties - Call Tampa Office...68 For all other Questions and Concerns Contact Margie Hagin x/2063 Business Process Technician Lead Call Tampa Office...68 Where to Email Data... 69 Permits Within Bartow Service Area...69 Permits Within Brooksville Service Area...69 ii Permit Information Center External User Documentation 10/27/2014
Permits Within Sarasota Service Area...69 Permits Within Tampa Service Area...69 Data Entry Remarks... 69 Meter Readings...69 Pumpage...70 Water Levels...71 Water Quality...71 Rainfall and Evaporation...71 External PIC Windows... 72 iii Permit Information Center External User Documentation 10/27/2014
PURPOSE The purpose of this document is to assist External Users in accessing the Permit Information Dashboard to enter data. This document not only describes how to register, but also describes data entry procedures in detail. HOW TO REGISTER WITH THE PERMIT INFORMATION CENTER There are two types of Registrations for the Permit Information Center; registration for Delegated Users and Registration for Permittees. If you are a Permittee and will be entering data in the Permit Information Center you can skip to the section for Permittee Registration. If you are a Delegate and will be entering data for a Permittee you need to register as shown below, but you won t be able to enter data until the Permittee has completed registration and delegates you to enter data. We will start with the Registration for Delegated Users because they must register first before the Permittee can delegate them to enter data. REGISTRATION FOR DELEGATED USERS Go to the Southwest Florida Water Management District s website at http://www.swfwmd.state.fl.us/permits/ 1. Click on the Water Use Permit link. Page 1 of 72 Permit Information Center External User Documentation 10/27/2014
1. Next, click on New User Account Registration as shown below: 2. Then the Electronic Transaction Agreement page will appear. You must click on I Agree and then Next, as shown below: Page 2 of 72 Permit Information Center External User Documentation 10/27/2014
The Account Information Page will now appear. 3. Fill in the requested information on the screen and click Next, as shown below. If the Party information entered in this step is recognized by the system, you may have the option to choose this existing Party by selecting Use Party. If you choose not to use this existing information, the system allows you to choose Use Party Entered and continue with the registration. 4. After a Party selection is made, a Login Information block loads. Enter a username and password. Note: Password must be 8 characters in length. 5. Click Save. Page 3 of 72 Permit Information Center External User Documentation 10/27/2014
6. Next, click on the Permit Information Center link. The Permit Information Center Dashboard will appear. You will notice that all areas are grayed out and will remain that way until the Permittee registers and delegates you to enter data for them. See the next page for this example. You have now finished registering as a Delegated User. The Permittee will now need to register and delegate you to enter their data. You will not be able to enter data in the Permit Information Center Dashboard until the Permittee delegates you to enter data. Page 4 of 72 Permit Information Center External User Documentation 10/27/2014
REGISTRATION FOR PERMITTEES Go to the Southwest Florida Water Management District s Website at http://www.swfwmd.state.fl.us/permits/ 1. Click on the Water Use Permit link. 2. Next, click on New User Account Registration. Page 5 of 72 Permit Information Center External User Documentation 10/27/2014
3. Then the Electronic Transaction Agreement page will appear. You must click on I Agree and then Next, as shown below: 4. Fill in the requested information on the screen and click Next, as shown below. If the Party information entered in this step is recognized by the system, you may have the option to choose this existing Party by selecting Use Party. If you choose not to use this existing information, the system allows you to choose Use Party Entered and continue with the registration. 7. After a Party selection is made, a Login Information block loads. Enter a username and password. Page 6 of 72 Permit Information Center External User Documentation 10/27/2014
Note: Password must be 8 characters in length. 5. Click Save. Note: You must register each Permit you have unless your registration has been combined for multiple Permits. Continue to repeat the steps above in registering each Permit. If you will be entering the data for your Permit, you are finished with the registration process. If you need to delegate another user to enter data for you, then move on to the next step. How to Delegate a User to Enter Data for Your Permit TO DELEGATE A USER TO ENTER DATA FOR YOUR PERMIT: 1. Click on the Permit Information Center button. Page 7 of 72 Permit Information Center External User Documentation 10/27/2014
Find the User Access Control Management section of the Dashboard. This section offers the option to delegate the ability to submit condition data to other registered users of the water use permitting system. 2. Click the Manage User Access Control button. 3. Select a Permit to Continue Click Ok. The User Access Control Settings page displays. This is where you can assign all data submittals for the Permit. You can delegate more than one user; however all users will have access to each type of data submittals. Page 8 of 72 Permit Information Center External User Documentation 10/27/2014
4. Click the Search / Magnifying Glass button to open the Lookup Party for Assignment Box. 5. Next, enter a name to search for and click on Search. A list will then populate for names to choose from, you can scroll up and down the list. Once you decide which person you want simply click on the gray box on the left. Note: what appears in the Assign all data submittal for this PERMIT to: is the Registered User s login name; not the proper first and last name of the Registered User. Page 9 of 72 Permit Information Center External User Documentation 10/27/2014
6. Click on Add to activate the settings. Notice the user name populated in the Current Delegation box and you get notification that the save was successful. Page 10 of 72 Permit Information Center External User Documentation 10/27/2014
If you ever need to remove a name, simply select the Current Delegation and then click on the Delete button. This will remove the delegation from this user. You receive a notification that the delete was successful. If you need to add additional delegated users just repeat the steps from above. If you have more than one organization/individual entering data for you, enter each of those organizations or individuals as a delegated user. Page 11 of 72 Permit Information Center External User Documentation 10/27/2014
PASSWORD REMINDER AND CHANGING YOUR PASSWORD INSTRUCTIONS If you cannot locate your Password and need to get a reminder simply access the website as shown above at the beginning of the document. http://www.swfwm.state.fl.us/permits/ 1. Click on Apply Now for Water Use Permit. 2. Click on the Password Reminder link. 3. Enter your User ID and click on Submit. Page 12 of 72 Permit Information Center External User Documentation 10/27/2014
You will receive a notification that the password reminder has been sent to your email address. You will then receive an email with a new password reset, as shown below: 4. Highlight over the password reset and copy it. 5. Next, go back to the Login screen and enter your User Name and the copied NEW RESET PASSWORD. Cut and paste is the best way to accomplish this sense the characters are very unique. Page 13 of 72 Permit Information Center External User Documentation 10/27/2014
You want to be on this screen. 6. Select Log In. Once logged in, it is suggested to change your password. This will prevent you from having to continue to use the unique one given in the email. PASSWORD CHANGE 1. To change your password go to the My Account tab. Page 14 of 72 Permit Information Center External User Documentation 10/27/2014
2. Click on the Change Password link. 3. Enter your desired new password. 4. Be sure to click on Save again after all updates are completed. Your password has now been reset, be sure to keep it in a safe/secure location for future use. Page 15 of 72 Permit Information Center External User Documentation 10/27/2014
PERMIT INFORMATION CENTER DASHBOARD The Permit Information Center Dashboard provides links to several different areas of the Permit to enter data and access information. PERMIT CONDITION STATUS The Permit Condition Status area on the Dashboard is intended to give you a status update on your condition submittals. 1. To access this area click on the View my condition status button from the Dashboard. 2. Select a Permit to Continue Click Ok. Once on this screen you may notice some areas with a red exclamation point and other areas with a green check. If there is a red exclamation point, this notates that you have some items overdue. The green check means all conditions are up to date. Page 16 of 72 Permit Information Center External User Documentation 10/27/2014
To see the details of the items overdue click on the grey arrow pointing down. Note: The Date Due shown on these is the oldest set of data that is past due and if there may be additional months past due. There are two ways to submit past due data: o Email the data to the addresses listed in this document under Contact Personnel o Or select the Condition Description in red Page 17 of 72 Permit Information Center External User Documentation 10/27/2014
o Select the option to Edit Historic Data The Edit Historic Data button will only allow you to make changes up to three months back. If your data is older please email a PIC staff representative. Please note that the date shown is the first past due date. In other words, if you have data past due for 1/1/2012, 2/1/2012 and 3/1/2012 only the date of 1/1/2012 which is the oldest date will be shown. Page 18 of 72 Permit Information Center External User Documentation 10/27/2014
REPORTS There are two reports available from the Dashboard, to access them click on the Reports button. Select a Permit to Continue Click Ok. Report 1 and Report 2 will appear. Page 19 of 72 Permit Information Center External User Documentation 10/27/2014
TWELVE MONTH AVERAGE The first report/graph shown is a twelve month running average of the pumpage/usage on your Permit compared to your permitted quantities. WITHDRAWAL LEVEL SUBMITTAL SUMMARY The second report is a withdrawal level data submittal summary which will give you the details of the meter readings and pumpage quantities by withdrawal level in an Excel format. Simply click on the Export button to access the Excel report. Page 20 of 72 Permit Information Center External User Documentation 10/27/2014
MAP VIEWER Another feature of the Permit Information Center is the Map Viewer, which allows you to view a digital image of your Permit and the surrounding areas. 1. To access the Map Viewer, click on the Map Viewer button from the Dashboard area. The Please Select a Permit to Continue to Quick Maps window displays.. 2. If you have only one Permit, click OK. If you have more than one Permit, select the Permit to display in the Map Viewer, and then click OK. Page 21 of 72 Permit Information Center External User Documentation 10/27/2014
The Map Viewer page will open in a new window. You will notice that the map shows your Permit and the area around your Permit. THE MAP TOOL BAR The following buttons are available on the tool bar. Zoom In The Zoom In tool allows you to zoom in to a specific area of the map, and is already selected when the Map Viewer Opens. Click and drag the cursor on an area of the map, and a transparent box is created. The map will display a close-up of the area where the transparent box was created. Zoom Out The Zoom Out tool functions in the same way as the Zoom In tool, but in reverse: the viewable area is increased after using the Zoom Out tool, and so is the scale. Page 22 of 72 Permit Information Center External User Documentation 10/27/2014
Pan The Pan tool allows you to slide the display screen in any direction, and re-centers the display area. To pan place your mouse on the map and move in the direction you are wanting to pan. Map Legend The Map Legend allows you to display or hide map layers. You can now select which layers you want to display or hide on the map by simply selecting or de-selecting them. The map refreshes after each click deselecting a layer (removing the checkmark) hides it; and selecting a layer (adding a checkmark) displays it. Click on the plus sign next to the areas with this option to see addition choices. Page 23 of 72 Permit Information Center External User Documentation 10/27/2014
WUP Boundary Information You can now click inside the WUP Boundary and location information on the permit. Simply click your mouse in the WUP Boundary and a pop up will appear. Link Link will direct you to WMIS Zoom to Zoom will direct you to the indicated WUP Boundary Page 24 of 72 Permit Information Center External User Documentation 10/27/2014
Map Help By selecting Map Help a pop up with Tips and features appears. ENTERING DATA INTO THE PERMIT INFORMATION CENTER Once you have registered and/or delegated someone to enter data for your Permit, you are now ready to enter data into the Permit Information Center. The Permit Information Center accepts condition data for the following: Crop Reporting Annual Seasonal Recreational Meter Reporting Manual Spreadsheet Upload Water Level Reporting Manual Spreadsheet Upload Water Quality Reporting Manual Spreadsheet Upload Page 25 of 72 Permit Information Center External User Documentation 10/27/2014
Pumpage Reporting Spreadsheet Upload Crop Protection Manual Rainfall/Evaporation Reporting Spreadsheet Upload Instructions on how to submit condition data for each of these areas is on the following pages. 1. Access the WUP Portal at: https://www19.swfwmd.state.fl.us/wupportal/loginmembership.aspx?returnurl=%2 fwupportal%2f 2. Next, type your User Name and password then click on Log in. Page 26 of 72 Permit Information Center External User Documentation 10/27/2014
3. Select the Permit Info Center button. METER REPORT ENTRY From the Permit Information Center Dashboard under the Meter Reporting section - click on Manual Report Entry. If you have more than one Permit that you are delegated to enter data for; you will see all the Permits on the Permit No. drop down. Select the appropriate Permit number and click OK. Page 27 of 72 Permit Information Center External User Documentation 10/27/2014
If the Permit in question has a Water Conservation Credit Balance it will be reflected in this section. If there is no Credit Balance this will be listed as N/A. On the Withdrawal Point drop down you will be able to access each of your withdrawal points. Page 28 of 72 Permit Information Center External User Documentation 10/27/2014
The following areas are marked below. 1. Metering Condition drop down. 2. Meter Sequence drop down. 3. Current Meter Serial Number. 4. Click on this arrow to see the data for the previous year. 5. Click on this arrow to see the data for the next year. 6. Enter a Flow Meter Remark code (a table of these codes is listed at the end of this document). 7. Enter a Date Recorded 8. Enter a Meter Reading 9. Click on the Edit Historic Data button, if you need to edit historical data. 10. When finished entering the data for the current Withdrawal Point, utilize this button to move from withdrawal to withdrawal. Do not click the Submit Data button until you are finished entering data for all withdrawals. Otherwise, you will receive a confirmation email for each time you click the Submit Data button. 11. Finally, when finished entering all the Permit data, click on the Submit Data button. Note: The Received Date column is a read only column and is now used for District staff only. Page 29 of 72 Permit Information Center External User Documentation 10/27/2014
Also notice the Condition Due column, this is designed to inform you if we are currently expecting a meter reading to be submitted. Note: You will receive a confirmation email for every time you click on the Submit Data button. The system shows a brief updating data message Then, the system shows a message that the data was submitted successfully. A data summary email is sent to the email account used at the time of Permittee Registration. RESTART METER READINGS Restart Meter Reading may be required as the Flow Meter Remark if: There has never been an entry of data on the withdrawal. A Restart remark would submit the meter serial number and appropriate information to get the pumpage to start calculating appropriately. If a new meter is installed or a meter is repaired, a Restart remark would be necessary to get the meter serial number and appropriate information entered for the pumpage to start calculating appropriately. Here are instructions on how to enter a Restart Meter Reading: Page 30 of 72 Permit Information Center External User Documentation 10/27/2014
For the month of the restart choose a Flow Meter Remark of Restart Meter Reading. When you click away on the screen a new pop-up will appear asking for additional information. Page 31 of 72 Permit Information Center External User Documentation 10/27/2014
Enter the following information: 1. The estimated amount of pumpage since the last meter reading. 2. When the new meter was installed/pumpage start date. 3. The new meter serial number. If there was a meter previously installed on the DID and you want to continue to use the same serial number there will be a check box for you to choose Use Existing Meter Serial Number, when you check it the old Meter Serial Number will appear and you can use it. This would be used if the same meter is there and it was repaired. 4. Meter reading at the end of the month. 5. Meter Multiplier should be changed to None. 6. Add comments for example New meter installed. 7. When finished click on Ok. Back on the meter reading screen enter a Date Recorded and Received Date, when finished click Submit Data. Page 32 of 72 Permit Information Center External User Documentation 10/27/2014
NOT AVAILABLE METER READINGS If the Flow Meter Remark Not Available is chosen you will need to fill out the required information on the pop-up screen. 1. Enter a comment as to why the meter reading is Not Available. 2. Provide an estimated pumpage amount. 3. Click Ok. Page 33 of 72 Permit Information Center External User Documentation 10/27/2014
ABANDONED REMARK CODE Select the dropdown Abandoned under the Flow Meter Remark section. Enter a Meter Reading: Select appropriate Remark Code. Enter the Date Recorded and the Meter Reading. Abandoned: When Abandoned is selected as a Remark Code, system should populate the meter reading field with last available meter reading value and calculate the pumpage for that month as 0. CAPPED REMARK CODE Select the dropdown under the Flow Meter Remark section. Capped: When Capped is selected as a Remark Code, system should populate the meter reading field with last available meter reading value and calculate the pumpage for that month as 0. PLACING DATA ON HOLD If you would like to put data on hold because you are not ready for submittal, follow the steps below. If you are in PIC and start entering data then decide that you are not ready to completely submit; you can click the Hold Data Changes button. Page 34 of 72 Permit Information Center External User Documentation 10/27/2014
You will then get this pop up message telling you that your data was put On-Hold. An email confirmation will be sent stating the data is on hold with a summary of the data. Once the data is On-Hold External Users will see it in PIC in an On-Hold status in red, sample below: Data placed On-Hold will need to be submitted. If data is not submitted then it will be erased later in the month. Data will need to be re-entered later by internal staff if it is past the deadline. When the External User logs in the next month, if their On-Hold data is still displayed; they can add their new data for the month however, any previous On-Hold data will not submit. EDITING HISTORICAL DATA 1. Click the Edit Historical Data button (only allows editing of the three previous months). Page 35 of 72 Permit Information Center External User Documentation 10/27/2014
2. Enter a Flow Meter Remark (a table of these codes is listed at the end of this document), Record Date, Meter Reading, and Comments. You can only submit data for the previous three month period. If you want to submit updates prior to that you will need to contact Service Office staff. A listing of the appropriate staff members is in the section of this document titled Contact Personnel for the Permit Information Center. Page 36 of 72 Permit Information Center External User Documentation 10/27/2014
3. Click on OK, a confirmation message should display. 4. Click OK again, an email will be sent on the email address used at the time of registration. The data you entered will then be reviewed by a staff member and if it is acceptable it will be entered into the system. Please note this is not an automatic update, the information you provided will be reviewed and entered by staff. CROP REPORTING There are several areas in crop reporting and what you need to submit depends on the requirements of your Permit. We will get into the instructions on how to submit each area but first I want to give you some general information about Crop Reporting. I have provided instructions on how to locate your Permit and specific information that may be needed on your Crop Report. If you are unsure about what is due on your Permit, you can contact the Service Office which services your Permit (look for the area in this brochure titled Contact Personnel for the Permit Information Center). You may be able to access a copy of your Permit through a public records search on the internet. Other information that is available via the public records search includes the soil information required for reporting. Here are instructions on how to obtain that information. Page 37 of 72 Permit Information Center External User Documentation 10/27/2014
WUP PUBLIC RECORDS SEARCH - RETRIEVING REPORTS, INFORMATION AND DATA HISTORY 1. Go to the Southwest Florida Water Management District s Website at http://www.swfwmd.state.fl.us/permits/ 2. Click on the Water Use Permit Search link. 3. Enter your Permit # in the Permit # field and click on Search, notice there are several areas you can choose to search by. 4. Click on the View Details link for the Approved Permit revision. Page 38 of 72 Permit Information Center External User Documentation 10/27/2014
There are several tabs of information that will appear for the Permit. There are three report options you can locate from the General Info tab. All shown below, simply click on the Run Report button for the option of your choosing. 5. To retrieve a copy of your Permit click on the Documents tab. Most Permits are accessible here but some are not available yet. If you do not see your Permit you will have to contact the Service Office number listed below which services your Permit and ask for a copy of your Water Use Permit. Page 39 of 72 Permit Information Center External User Documentation 10/27/2014
6. Using the scroll bar on the right of the screen scroll down and locate the PDF file labeled Permit, all shown below: 7. To obtain the Soil Type for your Permit click on the Use tab. 8. Under the section titled Detailed Use and Quantity (GPD), utilize the scroll bar at the bottom to move over to the column titled Soil Type. Page 40 of 72 Permit Information Center External User Documentation 10/27/2014
The Soil Type on record for each of your District ID # s is listed here. RETRIEVING DATA To obtain the values you have entered for past meter readings, water levels or other data sets you will need to go to the Withdrawals tab. Notice each of your withdrawals listed. Page 41 of 72 Permit Information Center External User Documentation 10/27/2014
Scroll over to the right and locate the Meter Reading column or whatever column you want to retrieve your data for and click on the check box. Here is another example. Page 42 of 72 Permit Information Center External User Documentation 10/27/2014
Additional information will appear at the bottom of the screen which includes your selected data. If needed, you can change the date range to be able to search for additional information. Click on the Excel Format button to download the data to an Excel file. Note that you can only retrieve data for one withdrawal at a time. SEASONAL CROP REPORTING From the Permit Information Center Dashboard (access explained previously in this document) under the Crop Reporting section - click on Manual Report Entry. Page 43 of 72 Permit Information Center External User Documentation 10/27/2014
If you have more than one Permit that you are delegated to enter data for; you will see all the Permits on the Permit No. drop down. Select the appropriate Permit number. Select the appropriate Seasonal Crop Reporting condition from the Crop Reporting Form dropdown. If the Permit in question has a Water Conservation Credit Balance it will be reflected in this section. If there is no Credit Balance this will be listed as N/A. Next, choose the appropriate year for which you are reporting the data. Page 44 of 72 Permit Information Center External User Documentation 10/27/2014
Enter crop reports for each Withdrawal (DID), which is the default selected on the Withdrawal dropdown. 1. Select a Crop 2. Select a Soil Type 3. Select the number of Acres 4. Select an Irrigation Method 5. Select a Planting Date 6. Select a Season Length 7. Enter the Received Date Page 45 of 72 Permit Information Center External User Documentation 10/27/2014
Finally, click on Submit Final after you have entered data for all the withdrawals. Note: The Received Date column is a read only column and is now used for District staff only. System shows message that data submitted successfully and sends a data summary email to the email account used at the time of registration. Placing Data On Hold See the section above on Meter Reading Reporting - Placing Data On Hold. The same procedure is used for Crop Reports. ANNUAL CROP REPORTING-AGRICULTURE From the Permit Information Center Dashboard (access explained previously in this document) locate the Crop Reporting section. 1. Click on Manual Report Entry. Page 46 of 72 Permit Information Center External User Documentation 10/27/2014
2. If you have more than one Permit that you are delegated to enter data for; you will see all the Permits on the Permit No. drop down. Select the appropriate Permit number. 3. Select the Annual Crops - Agriculture reporting condition from the Crop Reporting Form dropdown. If the Permit in question has a Water Conservation Credit Balance it will be reflected in this section. If there is no Credit Balance this will be listed as N/A. 4. Next, choose the appropriate year for which you are reporting the data. Page 47 of 72 Permit Information Center External User Documentation 10/27/2014
5. Enter crop reports for each Withdrawal (DID) which is the default selected on the Withdrawal dropdown. 6. Click on submit final (you may need to scroll down). Note: The Received Date column is a read only column and is now used for District staff only. System shows a message that data submitted successfully and sends a data summary email to the email account used at time of registration. Page 48 of 72 Permit Information Center External User Documentation 10/27/2014
PLACING DATA ON HOLD See the section above on Meter Reading Reporting - Placing Data On Hold. The same procedure is used for Crop Reports. 1. Click on Manual Report Entry 2. If you have more than one Permit that you are delegated to enter data for; you will see all the Permits on the Permit No. drop down. Select the appropriate Permit number. 3. Select the Annual Crops Recreational/Aesthetic/Golf reporting condition from the Crop Reporting Form drop down. If the Permit in question has a Water Conservation Credit Balance it will be reflected in this section. If there is no Credit Balance this will be listed as N/A. Page 49 of 72 Permit Information Center External User Documentation 10/27/2014
4. Next, choose the appropriate year for which you are reporting the data. 5. Enter crop reports for each Withdrawal (DID) which is the default selected on the Withdrawal dropdown. 6. Click On Hold (you may need to scroll down). Page 50 of 72 Permit Information Center External User Documentation 10/27/2014
System shows a message that data submitted successfully on-hold and sends a data summary email to the email account used at time of registration. ANNUAL CROP REPORTING-RECREATIONAL/AESTHETIC/GOLF COURSES From the Permit Information Center Dashboard (access explained previously in this document) locate the Crop Reporting section. 1. Click on Manual Report Entry. 2. If you have more than one Permit that you are delegated to enter data for; you will see all the Permits on the Permit No. drop down. Select the appropriate Permit number. 3. Select the Annual Crops Recreational/Aesthetic/Golf reporting condition from the Crop Reporting Form drop down. Page 51 of 72 Permit Information Center External User Documentation 10/27/2014
If the Permit in question has a Water Conservation Credit Balance it will be reflected in this section. If there is no Credit Balance this will be listed as N/A. 4. Next, choose the appropriate year for which you are reporting the data. 5. Enter crop reports for each Withdrawal (DID) which is the default selected on the Withdrawal dropdown. Page 52 of 72 Permit Information Center External User Documentation 10/27/2014
Note: If your Crop type is Golf Course you must enter data in the field Acres Tees or the system will not allow you to submit. 6. Click on submit final (you may need to scroll down). Note: The Received Date column is a read only column and is now used for District staff only. System shows message that data submitted successfully and sends a data summary email to the email account used at time of registration. Placing Data On Hold See the section above on Meter Reading Reporting - Placing Data On Hold. The same procedure is used for Crop Reports. COPY LAST YEAR OPTION This is to assist the user with copying the previous year s data when there have been no changes. From the Permit Information Center Dashboard (access explained previously in this document) locate the Crop Reporting section. 1. Click on Manual Report Entry. Page 53 of 72 Permit Information Center External User Documentation 10/27/2014
2. If you have more than one Permit that you are delegated to enter data for; you will see all the Permits on the Permit No. drop down. Select the appropriate Permit number. 3. Select the crop reporting condition from the Crop Reporting Form drop down that you would like to copy information for. 4. Next, choose the appropriate year for which you are reporting the data. 5. Click on the Copy Last Year button. 6. Data will copy over from the previous year s submittal showing the Received Date as today s date. Page 54 of 72 Permit Information Center External User Documentation 10/27/2014
7. Click Submit Final button. 8. Receive confirmation data was submitted: CROP PROTECTION REPORTING From the Permit Information Center Dashboard (access explained previously in this document) locate the Crop Protection section. 1. Click on Manual Report Entry. 2. If you have more than one Permit that you are delegated to enter data for; you will see all the Permits on the Permit No. drop down. Select the appropriate Permit number. Page 55 of 72 Permit Information Center External User Documentation 10/27/2014
If the Permit in question has a Water Conservation Credit Balance it will be reflected in this section. If there is no Credit Balance this will be listed as N/A. 3. Select an Irrigation Start Date (cannot be a date in the future). Page 56 of 72 Permit Information Center External User Documentation 10/27/2014
4. Enter a Start Time, End Time, Est. Gallons Pumped for any Withdrawal and click Submit Data. Note: The Received Date column is a read only column and is now used for District staff only. System shows message that data submitted successfully and sends a data summary email to the email account used at time of registration. WATER LEVEL REPORTING From the Permit Information Center Dashboard (access explained previously in this document) under the Water Level Reporting - click on Manual Report Entry. Page 57 of 72 Permit Information Center External User Documentation 10/27/2014
If you have more than one Permit that you are delegated to enter data for; you will see all the Permits on the Permit No. drop down. Select the appropriate Permit number. If the Permit in question has a Water Conservation Credit Balance it will be reflected in this section. If there is no Credit Balance this will be listed as N/A. Page 58 of 72 Permit Information Center External User Documentation 10/27/2014
Next select: 1. The Permit number you are entering data for. 2. Withdrawal Point you are entering data for. 3. The Month you are entering data for. 4. The Reporting Condition you are entering data for. 5. The Recorded Date. 6. The Remark Code (a table of these codes is listed at the end of this document). 7. The Recorded Value. 8. Add any comments. 9. Finally, click on Submit Data. System shows message that data submitted successfully and sends a data summary email to the email account used at time of registration. Page 59 of 72 Permit Information Center External User Documentation 10/27/2014
Placing Data On Hold See the section above on Meter Reading Reporting - Placing Data On Hold. The same procedure is used for Water Level Reporting. WATER QUALITY REPORTING From the Permit Information Center Dashboard (access explained previously in this document) locate the Water Quality Reporting - click on Manual Report Entry. If you have more than one Permit that you are delegated to enter data for; you will see all the Permits on the Permit No. drop down. Select the appropriate Permit number. If the Permit in question has a Water Conservation Credit Balance it will be reflected in this section. If there is no Credit Balance this will be listed as N/A. Page 60 of 72 Permit Information Center External User Documentation 10/27/2014
Next select: 1. The Permit number you are entering data for. 2. Withdrawal Point you are entering data for. 3. The Month you are entering data for. 4. The Reporting Condition you are entering data for. 5. The Recorded Date. 6. The Remark Code (a table of these codes is listed at the end of this document). 7. The Recorded Value. 8. Add any comments. 9. Finally, click on Submit Data.. System shows message that data submitted successfully and sends a data summary email to the email account used at time of registration. Page 61 of 72 Permit Information Center External User Documentation 10/27/2014
Placing Data On Hold See the section above on Meter Reading Reporting - Placing Data On Hold. The same procedure is used for Water Quality Reporting. PUMPAGE DATA Pumpage data can only be entered via an Excel file upload. Please see the section below titled Uploading Data via an Excel file for instructions. RAINFALL DATA Rainfall data can only be entered via an Excel file upload. Please see the section below titled Uploading Data via an Excel file for instructions. UPLOADING DATA VIA AN EXCEL FILE If you would like to utilize the feature of Uploading Data via an Excel file, follow the instructions below. 1. Click on the Upload Data button for the type of data you want to upload. Page 62 of 72 Permit Information Center External User Documentation 10/27/2014
2. Click on This Month or Next Month for the appropriate month you want to retrieve the Excel file for, as shown below. 3. Select Open on the pop-up to open the Excel file. You will now retrieve an Excel file which includes prefilled information. Page 63 of 72 Permit Information Center External User Documentation 10/27/2014
4. Fill in the appropriate information on the Excel file. For Meter Readings you are required to have a Record Date and Meter Reading (scroll to the right). There are Available Remark Codes and a list called Required Columns, which identifies which fields need data in order to be submitted. Remark Codes Not Available and Restart Meter Reading require that you enter a comment in the appropriate field on the spreadsheet. 5. Once you have entered the data into the spreadsheet save it to your computer. 6. Next, from the upload page click to Browse for the file. Once the file is located and populated into the field, click the Upload Data File button. Page 64 of 72 Permit Information Center External User Documentation 10/27/2014
You will receive a message stating that an email will be sent to your email address with a file upload report. If you receive a message stating that there is an error with the file you will have to fix the problem, resave, and try again. Example shown below: You will then receive an email notification. Page 65 of 72 Permit Information Center External User Documentation 10/27/2014
The message will either state that the file processed successfully, as shown below: Or, an error has been found with the file, as shown below: If you receive the error report, simply click on the link and an Excel file will open containing the errors. First maximize the file by click on the maximize button in the upper right hand corner, you may have to click and drag. Next, click on the Errors tab on the bottom of the file. Page 66 of 72 Permit Information Center External User Documentation 10/27/2014
In the example below, the error states that the pumped amount entered is ten times greater than the average daily rate for the withdrawal. You would have to correct this data on the original Excel file, resave and re-upload it. Here is another error example. HELP FILE There is a Help File located in all screens of the Permit Information Center that contain a wealth of information including most of the information contained in this document. We encourage you to utilize this tool to learn more about the Permit Information Center and when encountering problems. You can access the help file by clicking on the link. Please contact the appropriate Service Office with any questions or concerns. Page 67 of 72 Permit Information Center External User Documentation 10/27/2014
CONTACT PERSONNEL FOR THE PERMIT INFORMATION CENTER PERMITS WITHIN HARDEE/HIGHLANDS/POLK/SUMTER/LAKE COUNTIES - CALL TAMPA OFFICE 7601 US Hwy. 301 Michael Cote x/4373 Tampa, FL 33637-6759 Phone: (813) 985-7481 1-800-836-0797 (Florida only) Please call for fax numbers. Email data to: PermitsDataPic.Bar@swfwmd.state.fl.us PERMITS WITHIN CHARLOTTE/DESOTO/MANATEE/SARASOTA COUNTIES - CALL TAMPA OFFICE 7601 US Hwy. 301 Michelle Eddy x/4436 Tampa, FL 33637-6759 Phone: (813) 985-7481 1-800-836-0797 (Florida only) Please call for fax numbers. Email data to: PermitsDataPic.Sar@swfwmd.state.fl.us PERMITS WITHIN HILLSBOROUGH/PASCO/PINELLAS/MARION/LEVY/CITRUS/HERNANDO COUNTIES - CALL TAMPA OFFICE 7601 US Hwy. 301 MaryEllen Fugate x/4394 Tampa, FL 33637-6759 Phone: (813) 985-7481 1-800-836-0797 (Florida only) Please call for fax numbers. Email data to: PermitsDataPic.Tpa@swfwmd.state.fl.us FOR ALL OTHER QUESTIONS AND CONCERNS CONTACT MARGIE HAGIN X/2063 BUSINESS PROCESS TECHNICIAN LEAD CALL TAMPA OFFICE Page 68 of 72 Permit Information Center External User Documentation 10/27/2014
WHERE TO EMAIL DATA PERMITS WITHIN BARTOW SERVICE AREA Email data to: PermitsDataPic.Bar@swfwmd.state.fl.us PERMITS WITHIN BROOKSVILLE SERVICE AREA Email data to: PermitsDataPic.Bkv@swfwmd.state.fl.us PERMITS WITHIN SARASOTA SERVICE AREA Email data to: PermitsDataPic.Sar@swfwmd.state.fl.us PERMITS WITHIN TAMPA SERVICE AREA Email data to: PermitsDataPic.Tpa@swfwmd.state.fl.us DATA ENTRY REMARKS METER READINGS Y Reading System-calculates pumpage O Rollover System-calculates pumpage X Not Available Broken, Malfunction, Not Accessible, Not a Flow Meter Requires estimated pumpage and Comment F Restart Meter Reading Requires estimated pumpage and other information U Withdrawal Not Used System copies previous meter reading and pumpage=0 A Abandoned System copies previous meter reading and pumpage=0 J Capped System copies previous meter reading and pumpage=0 Page 69 of 72 Permit Information Center External User Documentation 10/27/2014
On spreadsheet: Estimated pumpage, Estimated Period Start Date, and Comments are required when Remark Codes X or F are used. Validation override is used when the pumpage is greater than 10 times the average daily permitted quantity for the withdrawal (enter Y if the meter reading is correct). PUMPAGE K Couldn t Estimate Pumpage E Estimate System-generated if estimated pumpage is entered for a meter reading Page 70 of 72 Permit Information Center External User Documentation 10/27/2014
WATER LEVELS A Above B J Dry / Below Measuring Device Normal M Missing Not Accessible Requires Comment I Not Accessible Requires Comment WATER QUALITY < Below Detection Limit N Too Numerous to Count X Not Available Requires Comment U Withdrawal Not Used Only allowed for GW wells with pumpage also due Q Questionable Requires Comment Y Normal RAINFALL AND EVAPORATION < Below Detection Limit Q T X O Questionable Trace Not Available Normal Page 71 of 72 Permit Information Center External User Documentation 10/27/2014
EXTERNAL PIC WINDOWS PERMIT INFORMATION CENTER (PIC) REPORTING WINDOWS External PIC Submittal Submittal Type Open Close Water Level /Water Quality Monthly/Quarterly All other Opens on the 1st Opens on the 1st Closes on the 10 th of the following month Closes on the 10 th of the following month Crop reporting Always open never closes Crop Protection Always open never closes Rainfall Meter Always open never closes Opens on the 11th Closes on the 20 th of the following month Page 72 of 72 Permit Information Center External User Documentation 10/27/2014