Data Reporting

Reporting Requirements and Form Submission for Public Water Systems and Certified Laboratories

Results of water samples are reported to Ohio EPA by public water systems and certified laboratories to demonstrate that the water meets health based standards. Samples are required to be taken in accordance with the public water system's monitoring schedule. Public Water Systems (PWSs) are required to maintain records of the system's operations. Most systems are required to submit monthly operational reports (MORs) documenting the day to day activities and sampling throughout each month.

In July 2010 the division implemented electronic drinking water reports (eDWR) for submitting drinking water data. The system allows for PWSs to report their MORs and for laboratories to report their chemical and microbiological sample results over the internet. This reporting system is entirely web-based and accessible via any internet connection.  It is accessed through the Ohio EPA eBusiness Center which is EPA's secure portal for online business services. This portal is the entry point for the regulated community and consultants to electronically complete and file reports and permit applications and to pay fees.

Introduction to Data Reporting

Operational Monitoring

Man recording data

Operational monitoring and reporting is required for all community systems and those noncommunity systems that:

  • are required to maintain a chlorine residual in their distribution system, either a major non-community system (serves > 1,000 population) or for another reason (plan approval, etc)
  • add phosphate (polyphosphate, orthophosphate, or ortho/poly blends)
  • adjusts pH for approved corrosion control or for stability
  • provides precipitative softening
  • adjusts alkalinity for approved corrosion control
  • apply a copper compound to their surface water supply
  • treat for a primary MCL (arsenic, nitrate, etc); surrogate monitoring will most likely be required

The specific operational monitoring that has to be performed is identified in OAC 3745-83-01 (F) (1) thru (F) (10). Public water systems that treat their water with disinfectants are also required to monitor for inorganic disinfection byproducts and disinfection residuals per OAC 3745-81-23 (L) and (M) and 3745-81-70 (E) (1) and (F). The monitoring requirements are summarized in the Operational Monitoring Requirements. Analyses beyond those identified in these two tables may be necessary in order to maintain good operational control.

Laboratory Reporting

Certified Laboratories are required to submit Public Water System drinking water data to the Division of Drinking and Ground Waters using electronic Drinking Water Reports (eDWR). Laboratory reporting in eDWR is split between two forms: Microbiological (Coliform) reports and Chemical analysis reports. Note there are deadlines for reporting data to Ohio EPA:

Reporting on Time
Results of all chemical analyses must be reported by the tenth day following the month in which the chemical analyses are completed by the laboratory. All chemical results that exceed a maximum contaminant level must be reported to Ohio EPA and to the water system within 24 hours of analysis completion.

For nitrate/nitrite violations: please remember that nitrate detections of 10 mg/L or greater and nitrite detections of 1 mg/L or greater MUST be reported to DDAGW within 24 hours of analysis completion. Detections at or above these levels are serious health concerns for certain groups and require immediate action by the water system (collection of a confirmation sample). Delays in reporting could unnecessarily put additional people at risk.

Total coliform positive and repeat samples must be reported to Ohio EPA and the water system within 24 hours of analysis completion. All other microbiological analyses must be reported by the tenth day following the month in which a sample is collected.

Forms and Instructions

Public Water Systems and Certified Laboratories have a number of reporting requirements for compliance with the Division's rules and regulations. PWSs must report both monthly and quarterly operational reports and Labs must report analytical results for the water systems. Monitoring requirements are based on the water system type and treatment being performed and are outlined in the Operational Monitoring Requirements

Monthly Operating Reports (MORs) may be reported electronically using eDWR. The following MORs are available through eDWR:


Water Plant / Distribution MOR (5002)

This report includes the Chlorine Residual QOR Report data and replaces the requirement to submit this form on paper as soon as a full quarter of results have been submitted.

  • Water Systems Instructions for completing the Water Plant/Distribution System MOR
  • Paper Form PDF - Excel - These files are only to be used when submitting hardcopy forms to the district office
  • Excel Spreadsheet Form Updated for December 13, 2011 Version - This form may also be downloaded in eDWR and may be used for electronic reporting.

Surface Water Treatment Rule MOR (5109)

  • Instructions for Completing the Surface Water Treatment Plant Disinfection, Turbidity (CFE, IFE) and Total Organic Carbon MOR
  • Paper Form PDF - Excel - These files are only to be used when submitting hardcopy forms to the district office
  • Excel Spreadsheet Form Updated for December 13, 2011 Version - This form may also be downloaded in eDWR and may be used for electronic reporting.
  • CT Calculators: These spreadsheets are applicable for systems inactivating Giardia using free chlorine only.  These spreadsheets do not apply for Virus inactivation using free chlorine, however if a system using free chlorine is in compliance with Giardia they are also in compliance with Virus inactivation requirements. 
    These spreadsheets do not apply for inactivation of Giardia or Viruses for systems using the following disinfectants:  chlorine dioxide, ozone, UV, or chloramines. 
    These spreadsheats will calculate CT values and generate the XML file for uploading into eDWR. Note there are two versions, one for a single clearwell and one for systems with multiple clearwells. Please contact Brian Tarver at 614-728-1740 or via email at brian.tarver@epa.ohio.gov for any questions regarding these two spreadsheets.
    Download:
    Surface Water Treatment Rule MOR (5109) with CT Calculations - Single Clearwell
    Surface Water Treatment Rule MOR (5109) with CT Calculations - Multiple Clearwells


Ground Water Rule Plant MOR (5109)

  • Instructions
  • Paper Form PDF - Excel - These files are only to be used when submitting hardcopy forms to the district office.  Note: This is for Compliance with the Ground Water Rule

Microbiological/Coliform SSR (Form 5211)

  • Instructions for completing the a Coliform Sample Submission Report (SSR)
  • Paper Form PDF - Doc
  • Excel Spreadsheet Form This form may also be downloaded in eDWR and may be used for electronic reporting.

Chemical SSR (Form 5019)

Lead and Copper Reports

Note: The following are only available as paper forms

  • Checklist for Completing Lead and Copper Sample Monitoring Requirements PDF
  • Instructions for Collection of Lead & Copper Samples by Residents PDF
  • Instructions for Form 5105 with appendix PDF
  • Drinking Water Lead and Copper Monitoring Report (Form 5105 with appendix) PDF - Word
  • Worksheet for 90th Percentile Calculation Excel
  • Consumer Notice of Tap Water Result (Community) PDF - Word
  • Consumer Notice of Tap Water Result (Nontransient Noncommunity) PDF - Word
  • Verification of Lead Consumer Notice Issuance PDF - Word

If your system has exceeded a lead or copper action level, the following forms are available for use:

Note: The following are only available as paper forms. 

  • Lead Public Education Brochure Template Word
  • Water Quality Parameter Monitoring Report and Entry Point Lead and Copper Monitoring Report with Instructions (Form 5108) PDF
  • Template for Lead Public Education after Exceedance (Community) PDF - Word
  • Template for Lead Public Education after Exceedance (NTNC and Certain Community) PDF - Word
  • Verification Form for Lead Public Education (Community) PDF - Word
  • Verification Form for Lead Public Education (NTNC) PDF - Word

LT2 Resources

Ohio EPA Fact Sheet for Schedule 1 Systems

USEPA LT2 Main Page
http://water.epa.gov/lawsregs/rulesregs/sdwa/lt2/index.cfm

USEPA LT2 Guidance Manuals and Fact Sheets
http://water.epa.gov/lawsregs/rulesregs/sdwa/lt2/compliance.cfm

LT-2 Reports

Second Round Monitoring Forms

LT2 ESWTR Cryptosporidium Sample Collection Form

LT2 ESWTR E.coli and Turbidity Sample Collection Form

For Meeting LT2 Only:

For Meeting LT2 and Surface Water Rules:

UV Calculated Dose Forms and Instructions:

 

Membrane Forms and Instructions:

Electronic Drinking Water Reporting

The following are general "How To" instructions for starting to use the eBusiness Center and eDWR. Additional detailed questions and answers may be found on the Q & A Tab.


Call Brian Tarver, Division of Drinking and Ground Water, Central Office at (614) 728-1740 direct, (614) 752-2752 main, or email at brian.tarver@epa.state.oh.us
The Water system's and Laboratory's Responsible Officials and Operators need to have an account, a PIN and Service Authorization. Additional users may be delegated by the Responsible Official to enter or submit data on their behalf. These additional user need an eBusiness account and if they are submitting, they will need their own PIN.
In order to start using eDWR you will need to complete the following three steps:
  1. Create an account on the eBusiness center.  Go to: https://ebiz.epa.ohio.gov/login.jsp  and select the link "Create New Account". It will ask you to create a User ID and a password.  Enter your name, address, email and phone number.  At the bottom will be a "Submit" button.   You may now log into the eBusiness center with the password and user id that you just created.
  2. Second you will need a PIN.
    1. Log in to the eBusiness Center, scroll down about half way down the page to the section that says "My Tasks".  There will be a link to create or apply for a new PIN.  Click that link.
    2. It will then ask you to re-enter your email address and ask and answer five security questions.  
    3. At the bottom will be a "submit" button.
    4. This page will have a link labeled "Division of Drinking and Ground Waters". Open and print the PDF document.  This is your PIN form.  This form will need to be signed in front of a Notary and mailed in to the Ohio EPA.  This PIN is your signature, so do not share it.  If someone else needs to be allowed to submit, they will need their own account and PIN.
  3. You will need to be associated to your PWS. 
    1. From the home page, there is a list of "Services" near the top of the page. 
    2. Select the view/edit link under the facilities column in the same row as eDrinking Water Reports.
    3. Select add facility. 
    4. Enter the PWS ID in the first search box, labeled Regulatory Program ID and Click Search. 
    5. Select the “Agency Core ID” link.
    6. This will return to where you started, but with the PWS or Lab in the list at the bottom. 
    7. Click Next button.
    8. Check the Check Box for Certify/Submit, then click the "Submit eDWR Service Request" button.
    9. The next screen will have a link to download or open a form.  Click the link labeled "Division of Drinking and Ground Waters" and Open the document, Print the document and follow the printed instructions.
    10. Print, Sign and Fax it to (614) 644-2909 Attention Brian Tarver or mail it to:

Ohio EPA, Division of Drinking and Ground Waters
PO Box 1049
Columbus, OH 43216-1049

In order to submit reports, you must have a PIN. Please note, that your PIN is your electronic signature. Do not share your PIN with other users. If another person need to be able to report your data, they will need their own account and PIN. The responsible Official may then Delegate them the rights to submit.
  1. Log in to the eBusiness Center, scroll down about half way down the page to the section that says "My Tasks".  There will be a link to create or apply for a new PIN.  Click that link.
  2. It will then ask you to re-enter your email address and ask and answer five security questions.  
  3. At the bottom will be a "submit" button.
  4. This page will have a link labelled "Division of Drinking and Ground Waters". Open and print the PDF document.  This is your PIN form.  This form will need to be signed in front of a Notary and mailed in to the Ohio EPA.  This PIN is your signature, so do not share it.  If someone else needs to be allowed to submit, they will need their own account and PIN.
You will need to be associated to your PWS in order to be able to report data for your system. 
  1. From the home page, there is a list of "Services" near the top of the page. 
  2. Select the view/edit link under the facilities column in the same row as eDrinking Water Reports.
  3. Select add facility. 
  4. Enter the PWS ID in the first search box, labeled Regulatory Program ID and Click Search. 
  5. Select the “Agency Core ID” link.
  6. This will return to where you started, but with the PWS or Lab in the list at the bottom. 
  7. Click Next button.
  8. Check the Check Box for Certify/Submit, then click the "Submit eDWR Service Request" button.
  9. The next screen will have a link to download or open a form.  Click the link labeled "Division of Drinking and Ground Waters" and Open the document, Print the document and follow the printed instructions.
  10. Print, Sign and Fax it to (614) 644-2909 Attention Brian Tarver or mail it to:

Ohio EPA, Division of Drinking and Ground Waters
PO Box 1049
Columbus, OH 43216-1049

Delegation:
  1. To Delegate, log into the eBusiness center.  From the home page select the “View/Edit” link under the delegations column in the same row as eDrinking Water Reports
  2. Select the “Add User” Link beside the PWS listed.
  3. Select the “Add Account” link
  4. Enter the user’s name OR user id and click search
  5. Select his name and click next
  6. Click Delegate
  7. Select either the Prepare/Review or the Certify/Submit privilege. (this is where you can decide what rights he or she has) Click Submit.
  8. Enter your PIN and security answer and click submit.


eBusiness home page:
  1. Links: These will be on all pages and will take you to the State of Oho home page, Ohio EPA home page or to log out of the eBusiness Center
  2. eBusiness Home:  This link will be on all pages and will return you to this main page
  3. Account: This will always indicate your userid for the account logged into the eBusiness Center
  4. Available Services: These are currently all of the available services or programs that can be accessed. The eDrinking Water Reports link will take you into eDWR.
  5. Facilities: This link is for managing, adding, deleting and requesting water system and laboratory associations to your account.
  6. Delegations: This link allows Responsible Officials to delegate access to additional user accounts to prepare or certify reports.
  7. My Tasks: Lists all reports that are currently in process or submitted.

Create a new Plant Distribution MOR: (Download Instructions)
  1. Log into eDWR
  2. Select eDrinking Water Reports.
  3. Select Create New Reports from the Water System Menu, and select a PWS from the “Water System Reports” drop-down. 
    Go to 4A for Online Entry or 4B for Excel File

4A: Online Entry – Select “Entry” for the MOR to be created

  • Select STU from dropdown list
  • Reporting Period – Select month 
  • Reporting Lab ID – Lab Cert number of lab conducting analysis on this report, or lab ID of the PWS, or 8000.
  • SAVE – Note: Select the reporting period BEFORE Saving
  • Select “Entry” for each section of the report to completed
  • Submit

4B: Excel File with XML Upload - Select “Excel” for the MOR to be created

  • Download and Save the Excel File (.xls)
  • Open Excel File and when prompted select “enable Macros”
  • Complete the MOR and save the Excel file.
  • Select Generate XML, save the XML file.
  • Select Upload XML Reports

5. Supply PIN and certify the data entered.

6. Submit

7.Select “View Submissions” and verify that the report has been Accepted. Rejected reports must be corrected and re-submitted.

Create a new Lab Submission: (Download Instructions and Reporting Tips)
  1. Log into eDWR
  2. Select eDrinking Water Reports.
  3. Select Create New Reports on the Laboratory Menu, the user selects a laboratory from the “Drinking Water Reports” drop-down.  Select the “Lab-B” for microbiological Submissions or “Lab-C” for Chemistry results.
  4. The user previews and prepares eDWR file in accordance with reporting requirements using one of these methods.
    1. Step 4A: Completing the online entry web form and submitting the report.
    2. Step 4B: Copying and pasting data into the online web form.
    3. Step 4C: Using the Microsoft Excel Template to generate an XML file for upload.
  5. Supply PIN and certify the data entered.
  6. Submit
  7. Select “View Submissions” and verify that the report has been Accepted.  Rejected reports must be corrected and re-submitted.

Frequently Asked Questions


Once you have created your eBusiness account you will need to navigate to several different areas of the eBusiness Center and eDWR. The following pdf documents will show how to get around in the system.

Monthly operating reports are due by the tenth of the month following the reporting period.  (July reports are due by the tenth of August)

Laboratory reports:

Results of all chemical analyses must be reported by the tenth day following the month in which the chemical analyses are completed by the laboratory. All chemical results that exceed a maximum contaminant level must be reported to Ohio EPA and to the water system within 24 hours of analysis completion.For nitrate/nitrite violations: please remember that nitrate detections of 10 mg/L or greater and nitrite detections of 1 mg/L or greater MUST be reported to DDAGW within 24 hours of analysis completion. Detections at or above these levels are serious health concerns for certain groups and require immediate action by the water system (collection of a confirmation sample). Delays in reporting could unnecessarily put additional people at risk. Total coliform positive and repeat samples must be reported to Ohio EPA and the water system within 24 hours of analysis completion. All other microbiological analyses must be reported by the tenth day following the month in which a sample is collected.

If you have an eBusiness account and are associated to your PWS, you can view any sample that your lab has submitted.
  1. Log into eDWR
  2. Go into eDrinking water reports
  3. On the left side Menus, select "View Lab Submission" (should be the first item under the Water System Menus)
  4. Select the water system and date range, if necessary, and click “Go". This will display the list of all reports labs have submitted for you.
  5. In order to open and view the report, select the "View Lab Reports" tab at the top right and then select the "View" icon next to the report. By default you will be on "View Lab Submissions", this does not allow you to view the report.
  6. Report opens in a new window.  Drag the corner of the window wider in order to display the entire report.
How do I Print My MOR report?
  1. Log into eDWR
  2. Go into eDrinking water reports
  3. On the left side Menus, select "View Submission" (should be the last item under the Water System Menus)
  4. Select the water system and date range, if necessary, and click “Go”
  5. Select the View icon next to the report you need to view
  6. Report opens in a new window.  Drag the corner of the window wider in order to display the entire report.
  7. Print this report by either Right Clicking over the MOR and select Print Preview or select the File Menu and Print Preview.
  8. Change the paper format from Portrait (vertical) to Landscape (horizontal) view [3rd icon from the top left]
  9. Print
I submitted my MOR report but my EPA staff doesn’t have it!
Most of the time this is related to the reporting period on your report.  Make sure you have the right Month and Year that the staff is looking for by viewing the report you submitted to make sure it is the correct report.
  1. Log into eDWR
  2. Go into eDrinking water reports
  3. On the left side Menus, select "View Submission" (should be the last item under the Water System Menus)
  4. Select the View icon next to the report you need to view
  5. Report opens in a new window.  Drag the corner of the window wider in order to display the entire report.
I have an email receipt for my report but my EPA staff doesn’t have it
Did you check the submission Status of your report?  The email receipt does NOT mean that your report was Accepted.  Users MUST verify the acceptance of their own reports.
To verify that your report was accepted:
  1. Go to "View Submissions"
  2. The Status column will have either a Green Checkmark indicating the report is accepted or a Red “X” indicating the report was rejected.
Depending on the method you used to report, Online entry or XML upload, follow the steps below to resubmit.
Online Entry:
  1. Log into eDWR
  2. Go into eDrinking water reports
  3. On the left side Menus, select "View Submission" (should be the last item under the Water System Menus)
  4. If necessary, change the “Submitted Between” dates so that you can find the reports you need to update and click the “Go” button.
  5. Click the "Edit" icon next to the file you need to correct (this creates a Copy of the report).
  6. On the left side Menus, select "Retrieve Saved Reports"
  7. Click the "Edit" icon next to the file you need to correct. This will take you into the report.
  8. Make your corrections
  9. Click Next and Click Submit

XML upload:
  1. Open your Excel Spreadsheet
  2. Make your corrections
  3. Generate a new XML file.
  4. Log into eDWR
  5. Go into eDrinking Water Reports
  6. Select Upload XML and re-upload your corrected report.

The status of your submission will indicate whether the report was received or not. A successfully submitted report only means that you uploaded data to Ohio EPA. The status of your report will indicate whether or not we received it or not.
Status:  
  • Processed - Green Check Mark indicates your report was submitted, processed and accepted.
  • Rejected - Red "X" indicates your report has an error and was not accepted. Your report has not been received. You will need to correct errors and resubmit.  
  • Received - Yellow Question Mark indicates that you have uploade/submitted your report, but it has not been processed. This can take up to 45 minutes. If you see this status, check back later to ensure your file was accepted.  
  • Resubmitted - Paper icon indicates that this report had an error, but was selected, corrected and re-submitted. 

Update Account Information:
Account information includes your address, email address, phone number and company. Users need to keep this information current.
  1. Log into the eBusiness Center.
  2. Select  My Account (upper left)
  3. Select Update account
  4. Edit any out of date information and save.

Update PIN Information:
PIN information includes your security questions and answers as well as your mailing address.
  1. Log into the eBusiness Center.
  2. Select  My Account (upper left)
  3. Select PIN Management – Update PIN holder information
  4. Enter your PIN and Security answer
  5. Edit any out-of-date information and save.

No, you do not need a new account when you move to a new lab or PWS.  The account and PIN you created are yours, not the system you work for.  You will need to update your account and PIN information. Your company, phone number, email addresses, etc.

Update Account Information:
Account information includes your address, email address, phone number and company. Users need to keep this information current.
  1. Log into the eBusiness Center.
  2. Select  My Account (upper left)
  3. Select Update account
  4. Edit any out of date information and save.

Update PIN Information:
PIN information includes your security questions and answers as well as your mailing address.
  1. Log into the eBusiness Center.
  2. Select  My Account (upper left)
  3. Select PIN Management – Update PIN holder information
  4. Enter your PIN and Security answer
  5. Edit any out-of-date information and save.

The division has a bulk email system for receiving specific kinds of information, updates and rule changes. Specifically for eDWR we have one for Public Water System operators and another for Laboratory information. These are used to update users to any changes to be made to the system or at times when eDWR may not be available.

Go to our Listserve page and select the lists you would like to receive information. This Web page is for individuals interested in getting on electronic mailing lists maintained by Ohio EPA's divisions and offices to receive resources such as division newsletters, fact sheets, training announcements, information on funding opportunities, etc.  For several divisions, this also includes notification of new rules or changes in rules.

Data Received Through eDWR

The following lists include Monthly Operating Reports and Chemical and Microbiological SSRs received through eDWR. The MORs are listed by the reporting period and the laboratory SSR results are listed by the month the samples were collected. Additionally, the SSRs are being provided in two lists. One list (by PWS) has each sample sorted by PWSID, the second list is grouped by Laboratory certification number and then by PWSID. 

These lists are manually updated. If you do not find your samples listed, note the date at the top of the table. If you samples may have been submitted after this date, they would not be listed.

 Updated: 4/7/2014 @ 7:00
 MORs Chemical SSRs
Microbiological SSRs
 Reporting Period
 Sorted by
 Sorted by
 January 2014  Lab-Jan 2014
PWS-Jan 2014
Lab-Jan 2014
PWS-Jan 2014
 February 2014 Lab-Feb 2014 PWS-Feb 2014 Lab-Feb 2014  PWS-Feb 2014
 March 2014 Lab-Mar 2014 PWS-Mar 2014 Lab-Mar 2014  PWS-Mar 2014 
 April 2013  Lab-Apr 2014 PWS-Apr 2014 Lab-Apr 2014 PWS-Apr 2014 
May 2013
 Lab PWS Lab  PWS 
 June 2013
 Lab PWS
Lab  PWS
July 2013
Lab
PWS Lab  PWS
 August 2013 Lab PWS Lab PWS
 September 2013 Lab PWS Lab PWS
October 2013
Lab PWS Lab PWS
November 2013
Lab PWS Lab PWS
December 2013
Lab PWS Lab PWS