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Entry of Latitude and Longitude data to ICIS for All FY 2010 Concluding Formal Enforcement Actions:To Enable End-of-Year Annual Results Mapping (08.13.2010)

Guidance: 

Entry of Latitude and Longitude data to ICIS for

All FY 2010 Concluding Formal Enforcement Actions:

To Enable End-of-Year Annual Results Mapping

August 13, 2010

 

The following guidance is provided to describe how latitude-longitude data is to be entered for all formal enforcement actions concluding in FY 2010.  Providing the lat-long data is necessary, as it was in FY 2009, to enable us to map all the concluding EPA enforcement actions for the FY 2010 Annual Results Web site.   (See http://www.epa.gov/compliance/resources/reports/endofyear/eoy2009/2009-map-allactions.html for the FY 2009 Annual Results map of concluded EPA enforcement actions.) 

 

We urge the Regions (and Headquarters offices that issue enforcement actions) to quickly act to report the lat-long data for all their concluded enforcement cases.  Cases that do not have lat-long data in ICIS on the final pull date, October 14, 2010, will not get mapped for FY 2010 Annual Results.

 

ICIS is the Data Source for FY 2010 for Lat-Long Data

 

Unlike last FY when we collected the missing lat-long data from the Regions manually, this year we are asking that the lat-long data be input to ICIS.  Below, we provide detailed instructions on how to enter the data into ICIS.  We also are providing you with the list of cases that currently do not appear to have lat-long data entered.  (Please note that a few of the cases listed already may have lat-long data that, due to a technical issue, we are not able to screen out.)  Please review the cases on the list and enter the lat-long data into ICIS for all cases missing the data.  Please follow the instructions closely.  They are written to avoid a host of problems that will arise if this data is entered to ICIS in another wayIf you have questions related to entry of lat-long data, please contact Anthony Galati at galati.anthony@epa.gov or 202-564-2299.

 

Timing for Additional Lat-Long Data Pulls

 

We will pull the FY 2010 concluding case data in mid-September to again determine which enforcement cases do not have lat-long data.  We then will transmit an updated list of cases that do not have the associated lat-long data. 

 

We will then pull the concluded cases data following the final date for entry to ICIS of FY 2010 data, October 14, 2010.  All data must be entered to ICIS by this date.  We will then review the data for data quality errors and contact the regions as necessary to correct data errors.

 

Sources of Lat-Long Data

 

To obtain reliable lat-long data for the facility or sites involved in your enforcement actions, we suggest that you look to these sources, and more or less in this order:

 

1)  Data from the case file (e.g., inspection notes, reports, etc.) that was obtained in the field using a GPS device.

2)  Interpolated data from geo-referenced maps and photos.

3)  Facility data from other regional or national databases.

4) Address matching through a tool such as: Bing Maps, Google Earth, Google Maps, or GPSVisualizer.

 

Determining a Location for a Case

 

For some cases, knowing what location to use for mapping has proved problematic.  We suggest that, in general, you look to the location at which the violation occurred.  (For instance, for a FIFRA mislabeling case you might look to the facility at which the faulty label was applied.)  Other cases might have multiple locations at which violations occurred, e.g. a CWA SSO case with multiple overflows.  We suggest that you use a location that makes the best sense under the circumstances.  In the SSO case for instance, we suggest using the location of the POTW that treat the sanitary sewage from that collection system.  For an MS4 case you might use the location of the most serious violations.  Finally, we generally recommend that you not use the company’s corporate headquarters as the location for a case.  In the case of an oil spill for example, use the site of the spill as the location, not the corporate headquarters offices of the company that did the spilling. We recognize that there will be instances in which selecting a location for the case will be difficult and will rely on you to use your best judgment.

 

Of course, for multi-facility cases you need to input to ICIS a lat-long for every facility or site involved.

 

Directions for Entering Lat/Long Data into ICIS for FY 2010 Annual Result Maps

 

The following scenarios describe the two possible situations that you will encounter when entering lat/long data entry into ICIS for concluded FY 10 enforcement actions:

 

1)   Enforcement actions that are linked to a non-ICIS or a non-NPDES programmatic facility interest (see Figure 1 for an example).

2)   Enforcement actions linked to an ICIS or a NPDES programmatic facility interest (see Figure 1 for an example)

 

Note:

A.  There can be more than one facility linked to an enforcement action, in which case you will need to determine the scenario applicable to each linked facility and take the appropriate steps below.

B.        In some instances, there already may be Lat/Long data entered for facility linked to the enforcement case, but you must verify that this data is there. Instructions below will show you how to identify whether the data is there. If the data is there no further steps need be taken.

(See Attachment 1)

Instructions:

 

A. Entering lat/long information for an enforcement action that is linked to a non-ICIS or non-NPDES programmatic facility interest (i.e., the action is linked to a programmatic facility interest in ICIS) – In this scenario an ICIS programmatic facility interest will need to be linked to the case.

 

  • Open the enforcement action record in ICIS
  • Identify whether the FRS parent record for the current non-ICIS linked facility already has an existing ICIS programmatic interest record associated with it. Make note of the FRS ID # (will need this for the search)

1.   Click on the “Facilities” button on the enforcement data entry screen -

2.   Click on “Okay” for the informational screen pop-up

3.   Click on the “Link Facilities” button on the Linked Facilities screen -

4.   From the Facility Search Criteria screen enter the FRS ID you saved and click on the “Search” button. -

5.   When the search results are presented look at the list of programmatic IDs and determine whether there is an ICIS programmatic interest (if there are multiple pages be sure to check the next screen). If there are no ICIS programmatic interests already associated with this FRS ID then complete following steps i thru iii.  If there is an existing ICIS programmatic Interest to the FRS parent record then go to steps iv thru xii below.

i.    Exit the enforcement action record and go to the instructions under C below,” Create an ICIS Programmatic Interest”

ii.   Go to the instructions under D below, “Entering the Lat/Long Information

iii.  Go back to the case and link the ICIS programmatic interest record just created to the case. You are done.

iv.  If there is an existing ICIS programmatic facility on the FRS parent record then:

v.   Click on the Facility Site Name for the ICIS interest, a pop-up window with details on the facility will appear, look at the details for this record, identify if there is Lat/Long data already included with this interest. Close the view pop-up window.

vi.  Link the ICIS interest to the case –check the interest  and click “Save” , you will see that the interest is now linked to the case, click on “Done” , then “Save” the case.

vii. If there was Lat/Long data with the interest just linked to the case you are finished; if not, proceed with the next step number viii.

viii.         If there was no existing Lat/Long data with the ICIS programmatic facility interest then  (but, be sure you saved the case with the linked ICIS record from above steps):

ix.  close the case record and return to the ICIS Home Page

x.   Do a facility Search on the FRS ID that was identified as the parent FRS record for the ICIS interest.

xi.  Open the ICIS facility interest for this FRS ID.

xii. Add the Lat/Long information (see instruction under D below, “Entering the Lat/Long Information.”  Once this is done the enforcement action will now have associated Lat/Long information.

 

B.  Entering lat/long information for an enforcement action that is linked to an ICIS or NPDES programmatic facility interest. – In this scenario an FRS Parent for the programmatic facility interest may or may not already exist (if the programmatic interest record has not gone through the FRS transfer it may not have an assigned FRS parent). Additionally Lat/Long data may exist for the program interest but, if this is not the case, then the Lat/Long data will need to be added to the ICIS or NPDES programmatic facility interest.

 

  • Open the enforcement action record in ICIS
  • ·From the enforcement basic information screen look at the facilities linked to the action, identify the ICIS or NPDES programmatic facility interest (there may be multiple facilities linked to the case). Make note of whether the programmatic facility interest has an FRS Parent.  This is determined by looking at the facility listing.  If there is no FRS ID information (see image below) then there is no FRS Parent.

(See Attachment 2)

1.   Click on the Facility Site Name for the ICIS or NPDES interest, a pop-up window with details on the facility will appear, look at the details for this record, identify whether there is Lat/Long data already included with this interest. Close the view pop-up window.

2.   If there was Lat/Long data with the ICIS or NPDES interest to the case you are finished.  If not proceed with the next step 3 thru 7.

3.   If there was no existing Lat/Long data with the ICIS or NPDES programmatic interest linked to the case you will need to add the Lat/Long to the interest record.

4.   Close the case record and return to the ICIS Home Page,

5.   Do a facility Search on the FRS ID that was identified as the parent FRS record for the ICIS or NPDES interest – OR, if there was no FRS Parent, then do a facility search based on the programmatic facility ID .

6.   Open the ICIS facility.

7.   Add the Lat/Long information (see instructions under D below, “Entering the Lat/Long Information”).  Once this is done the enforcement action will now have associated Lat/Long information.

 

C. Create an ICIS Programmatic Facility Interest

When an FRS record already exists:  to create an ICIS facility interest, simply copy the facility’s FRS record.  The facility interest you create will be associated with the FRS facility through the ICIS-FRS interface.

 

1.   From the ICIS Home page perform a Facility Search on the FRS ID that was identified as the parent to programmatic interest.

2.   Copy Facility:  Select the FRS facility you wish to copy using its radio button and click .  This will take you to the facility add screen. DO NOT change the address information.

3.   Proceed to the instructions under D below, “Entering the Lat/Long Information.

 

D. Entering the Lat/Long Information

 

(See Attachment 3)

Latitude and longitude may be entered in either decimal degrees or degrees, minutes, seconds.  They do not have to be entered by you in both formats.  Upon saving the facility, ICIS will convert whichever format you entered to the other format and both formats will be displayed.  After entering the Lat/Long data and the Metadata information make sure to “Save” the record.

 

Be sure to identify Longitude as “-“ (minus).

 

E.  Additional information on Lat/Long and Lat/Long Metadata.

 

Where to obtain the lat/long:

 

1)   Data from the case file (e.g., inspection notes, reports, etc.) that was obtained in the field using a GPS device.

2)   Interpolated data from geo-referenced maps and photos.

3)   Facility data from other regional or national databases.

4)   Address matching through a tool such as: Bing Maps, Google Earth, Google Maps, or GPSVisualizer.

 

Note:  In addition entering latitude and longitude, please, if at all possible, please enter the metadata elements related to the latitude and longitude.

 

Metadata:

 

Horizontal Accuracy Measure: This indicates the accuracy of the latitude/longitude location, or how close the specific latitude/longitude location is guaranteed to be to the real-world location.  It is typically a function of the method used to obtain the latitude/longitude.  Accuracy is measured in meters.  For example, if the latitude/longitude were obtained using a very accurate GPS unit, the accuracy may be within 5 meters and you would enter 5 in this field.

 

Horizontal Collection Method: This describes the method that was used to obtain the latitude/longitude, such as interpolation based on a map, address matching, or GPS.  A pick list is provided.

 

Facility Source Map Scale Number: This is the number of real-world distance units that correspond to one distance unit on the map used to obtain the latitude/longitude.  For example, if the scale of the map was 1:25,000, you would enter 25000 in this field.

 

Horizontal Reference Datum: This indicates the mathematical model used to translate the real-world location to latitude/longitude coordinates. A pick list is provided.

 

Reference Point: This indicates location at the facility were the lat/long was taken. Please identify this especially if the address used is not were the violation occurred.  A pick list is provided.

 

Submitted by:  Sara Ager; March 3, 2011

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