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Linking a Federal Inspection to a NPDES Permit ID in ICIS-NPDES

In order for all the Regional CWA NPDES inspections in ICIS-NPDES to be counted, it is critical that every inspection entered into the data system be linked to a NPDES permit number.  The reports in the folder EPA Certification Inspection Reports retrieve on the "State" and "Current Major Minor Status" information from the NPDES Permit screen.  Therefore, if there is no NPDES permit the inspection will not be counted by these ICIS-NPDES reports.

 

The ICIS report EPA Inspections Not Linked to NPDES ID in the QA Inspection Reports folder in "NPDES Reports" lists Federal CWA NPDES inspections not linked to a NPDES ID.

 

Federal inspections in ICIS-NDPES that are not linked to a NPDES ID, but rather incorrectly linked to a separate ICIS Programmatic ID fall into two categories:

1.   there is a duplicate inspection entered against a NPDES permit in ICIS-NPDES; or

2.   there is not a duplicate inspection entered against a NPDES permit in ICIS-NPDES.

 

The two sections below describe how to correct both categories of ICIS-NPDES inspection problems.  To correct the information for an inspection first print all the current information in ICIS entered against the separate ICIS Programmatic ID.  To find the inspection, from the ICIS-NPDES Home Page use "Search Facilities" to search by the separate ICIS Programmatic ID.  Select the ICIS Programmatic ID on the next screen.  Select the "Compliance Monitoring" tab and select the appropriate inspection.  Print all the detailed inspection information either from the View screen or Edit screen.

Non-Linked Inspections where there is a Duplicate Inspection Entered against a NPDES permit

Search for an Existing NPDES Permit ID in ICIS

The first step is to determine if an existing NPDES ID already exists in ICIS.

1.   From the ICIS-NPDES Home Page use “Search Facilities” to search by the separate ICIS Programmatic ID.

2.   On the next screen see if there is a NPDES ID under the same FRS ID as the separate ICIS Programmatic ID.

3.   Some ICIS Programmatic IDs and NPDES IDs may not be associated with the same FRS ID.  Therefore searches by "Facility Site Name" can help find associated NPDES IDs.

4.   Since facility names vary, some coordination may need to be done with NPDES staff to find the associated NPDES IDs.

 

Once the associated NPDES ID is found, select the "Compliance Monitoring" tab and search for the duplicate inspection on the same date.  Another way to find the duplicate inspection is to, from the ICIS-NPDES Home Page use "Search Compliance Monitoring Activities" to search by "Facility Site Name" and "Compliance Monitoring Activity End Date Range."

 

Once the duplicate inspection is found entered against a NPDES ID, please use the printed inspection as a guide, and add any inspection information missing from this record linked to the NPDES ID, including Inspection Conclusion Data Sheet (ICDS) and National Priority information, if applicable.

 

Once the inspection entered against the NPDES ID has been updated, delete the original inspection entered against the separate ICIS programmatic ID.

Non-Linked Inspections where there is Not a Duplicate Inspection Entered against a NPDES permit

Search for an Existing NPDES Permit ID in ICIS

The first step is to determine if an existing NPDES ID already exists in ICIS.

1.   From the ICIS NPDES Home Page use "Search Facilities" to search by the separate ICIS Programmatic ID.

2.   On the next screen see if there is a NPDES ID under the same FRS ID as the separate ICIS Programmatic ID.

3.   Some ICIS Programmatic IDs and NPDES IDs may not be associated with the same FRS ID.  Therefore searches by "Facility Site Name" can help find associated NPDES IDs.

4.   Since facility names vary, some coordination may need to be done with NPDES staff to find the associated NPDES IDs.

 

If there is a NPDES ID in ICIS, proceed to the next section.  If there is not, proceed to the section: How to Add a new NPDES ID to ICIS-NPDES since a new NPDES ID will need to be created.

If there is a NPDES ID in ICIS

Fortunately, there is a way to re-link an inspection entered against a separate ICIS Programmatic ID to the appropriate NPDES permit ID.

 

1.   Within the ICIS Programmatic ID, find the inspection using the inspection date and click its Program ID to open the inspection record in Edit mode.

2.   At the top of the page will be a section for Linked Facilities. Click the "Facilities" button on the right side to initiate a pop-up window that lets you change the facility.

3.   In the pop-up window, enter the NPDES ID in the appropriate search field. Click "Search".

4.   From the list of available IDs for the facility, find the NPDES ID, highlight its radio button, then click "Done". If you do not see the appropriate NPDES ID, you may need to search again using different search criteria.

5.   After making the change, review the inspection record to ensure the facility has changed from the old ICIS Programmatic ID to the NPDES ID. When confirmed, click on "Save & Exit" or "Save & Continue".

How to Add a new NPDES ID to ICIS-NPDES

1.   Select "Add Permit" under "NPDES Permits" from the ICIS-NPDES Home Page.

2.   Select the appropriate Permit Type radio button (i.e., "Unpermitted Facility", “General Permit Covered Facility”) from NPDES Permit Page and select "Next" at the bottom of the page.

3.   Select the "Facilities" button on the Facility Link Page.

4.   Select the facility search criteria from the Facility Search Page and select "Next" at the bottom of the page.

5.   Select an appropriate FRS, ICIS, PCS or NPDES Facility record and select "Next" at the bottom of the page.

a.   If an appropriate facility record cannot be found, one must select "Cancel" and add an ICIS Facility record.

b.   Once the ICIS Facility record has been created, one must start the "Add Permit" process again.

6.   Once a Facility record has been selected, select "Next" at the bottom of the page.

7.   Enter the NPDES ID (which is user defined) and save the Permit by selecting either "Save & Exit" or "Save & Continue" at the bottom of the page.

a.   In PCS, the NPDES ID for an Unpermitted Facility has a "U" in the third character.

b.   In ICIS, there is no longer a requirement for the "U" in the NPDES ID.  However, one can still use the "U" if desired.

c.   In ICIS, the only requirement for entering a NPDES ID is the first two characters must be a valid state code and the remaining seven characters can be any combination of numeric and alphabetic characters.

How to Enter an Inspection against a Newly Created NPDES Permit ID in ICIS-NPDES

To enter an inspection against a newly created NPDES permit ID:

1.   Select "Add Federal Inspection" under "Compliance Monitoring" from the ICIS NPDES Home Page.

2.   Enter values for all fields marked with an '*'

3.   For Linked Facility, Enter 'NPDES' as the Program Acronym and enter the permit number as the Identifier. Click "Validate". If your NPDES ID does not appear after clicking Validate, you may need to do a Facility Search to ensure a NPDES ID exists for that facility

4.   Enter CWA as the Statute

 

Using the inspection information you previously printed out as a guide, proceed to enter all the inspection information into this new inspection record, including Inspection Conclusion Data Sheet (ICDS) and National Priority information, if applicable.

 

See Also

            Entering Federal Inspections into ICIS-NPDES and PCS for Non-migrated States

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