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					                                                                 MEETING NOTICE/MINUTES



  Meeting Notice                           Minutes
                                           High-Mid Level Reporting/Output Requirements Sessions 02/09/2011 – 02/0
  Subject                                  Reporting/Output Session

  Project (if applicable)                  PARIS Water Quality High to Mid Level Requirements

  Person in charge of meeting              TCEQ/CGI


  Notes:
1 Meeting minutes for the reporting session are being provided in an excel format, as reporting parameters were easie
  format.
2 This document is divided into several tabs. The description for each tab is as follows:
          a) Notes: This tab serves as the cover sheet for the meeting minutes. It also contains the meeting attendee
          b) Meeting Minutes: This tab contains the meeting minutes. Each row contains a reporting category and as
             type, if applicable. Column B through I, serve as high-level reporting parameter requirements. Columns
             Additional Requirements, Actions and Responsibility sections respectively. Column M will serve as TCEQ
             section.
            c) GP Reports Documentation: With the exception of a few GP reports, most originate from ARTS or BOE
               reporting requirements for most of these reports are the same as Individual Permits, we have documente
               reference. These reports are outside of scope and no further effort will be expended by CGI in gathering
               requirements for these reports.
            d) Reports Required: This tab contains all original reports received from TCEQ. Some formatting of the sp
               done to remove blank rows and cells,

  Date: 2/09/2011                          Time: 8:30AM – 4:30 PM Central


  Participants                             Present              Participants
  Hal Bailey                               X                    Kanchan Raina
  Stephanie Baker                          X                    Susannah Reilly
  Norbert Balm                             X                    Brian Sierant
  Cindy Cavazos                            X                    Michael Sunderlin
  Andrew Gorton                            X                    Carol Richards
  Diane Graham                             X                    Joy Tegbe
  Elaine Hassunger                         X                    Nancy Vignali
  Louis Herrin                             X                    George White
  Laurie Lancaster                         X                    Janet Wyman
  Ellen Liu                                X                    Stephanie Saldana
  James Michalk                            X                    Brittany Lee
  Claudette Mueller                        X                    Abrar Ansari
  Marilyn Querejazu                        X                    Sara Player
                                                                Krishna Manek

  Date: 2/10/2011                          Time: 8:30AM – 4:30 PM Central


  Participants                             Present              Participants
Norbert Balm        X   Michael Sunderlin
Cindy Cavazos       X   Carol Richards
Andrew Gorton       X   Kanchan Raina
Elaine Hassunger    X   Nancy Vignali
Laurie Lancaster    X   George White
Ellen Liu           X   Janet Wyman
Claudette Mueller   X   Abrar Ansari
Hanne Nielson       X   Sara Player
Brian Sierant       X   Krishna Manek
MINUTES




ments Sessions 02/09/2011 – 02/010/2011



equirements




 reporting parameters were easier to document in this

ws:
 lso contains the meeting attendee list for both days.
ntains a reporting category and associated reporting
 rameter requirements. Columns J, K and L serve as
ely. Column M will serve as TCEQ response/notes

most originate from ARTS or BOE XI. However since
dual Permits, we have documented them for TCEQ's
 be expended by CGI in gathering any more

TCEQ. Some formatting of the spreadsheet has been



              Place: C-131

              Present
              X
              X
              X
              X
              X
              X
              X
              X
              X
              X
              X
              X
              X
              X


              Place: C-131

              Present
X
X
X
X
X
X
X
X
X
Category          Process Description                        Textual/Tabular   Internal/     Manually/       Editable?   Output   Sort Order      Printable?   Additional                  Actions                           Respo TCEQ response to action items
                                                                               External      Automatically               Format                                Requirements                                                  nsible
                                                                               Communication Generated
Status            Actors: WQA, Permit Writer, Permit    Tabular                Both          Manually        Yes         Excel    Permit Type   Yes                                        Provide the search criteria, if   TCEQ Two categories of reports would be considered in the 'status' group of
                  Specialist, Pretreatment Coord, ARP,                                                                            Application                                              any, and data elements for             reports. Category 1 would be related to application processing.
                  CIA                                                                                                             Type                                                     each report                            Category 2 would be related to the actual permit status.
                  Pre-conditions: Depends on the permit                                                                           Permit Number
                  process stage                                                                                                                                                            Provide the data elements for            Category 1 reports - common fields include:
                  Post Conditions: Next Step                                                                                                                                               statistics that would be                 Permit number, permittee name (CN), permittee mailing address,
                  Triggers: Depends on the permit                                                                                                                                          included in each report                  county, region number, physical address or location description with
                  process stage                                                                                                                                                                                                     nearest city, zip and state, if no physical address, segment number,
                                                                                                                                                                                                                                    basin number, permitting Authority (state/epa), TPDES (y/n), disposal
                  Note: Permit Expired reports are part of                                                                                                                                                                          method, EPA Facility Classification, permit type, application
                  Status Reporting Category                                                                                                                                                                                         type,application received date, administrative complete date, technical
                                                                                                                                                                                                                                    complete date, draft permit mailed date, CCO filing date, Notice
                                                                                                                                                                                                                                    published date, Affidavit Received Date, End of Comment Period date,
                                                                                                                                                                                                                                    EPA Review Required (y/n), EPA Objection, Hold for EPA comments,
                                                                                                                                                                                                                                    Hearing requested(y/n), public meeting requested (y/n), WQMP Update
                                                                                                                                                                                                                                    required (y/n), Pretreatment Action being processed with application
                                                                                                                                                                                                                                    (y/n), RWA Required (y/n), Date scheduled for ED Agenda, Date posted
                                                                                                                                                                                                                                    on ED Agenda and due to return to CCO after ED Agenda Posting,
                                                                                                                                                                                                                                    Admin Reviewer assigned and assigned date, Permit Writer Assigned
                                                                                                                                                                                                                                    and assigned date, Final Action date, application status, and total
                                                                                                                                                                                                                                    number of days pending which is from application received date to
                                                                                                                                                                                                                                    current date.

                                                                                                                                                                                                                                  Parameters for generating a report should include:
                                                                                                                                                                                                                                  permit type, application type, county , segment number, review or
                                                                                                                                                                                                                                  process type (admin, permit writer, pretreatment, all WQA types, draft
Staff Assignment Actors: WQA, Permit Writer, Permit    Tabular                 Internal      Manually        No          PDF      Application     Yes                                      Provide the search criteria, if   TCEQ Reports will be specificfiled with CCO, filed with CCO and notice not yet
                                                                                                                                                                                                                                  permit mailed and not to the selected review process. Common fields
                 Specialist, Pretreatment Coord, ARP,                                                                             Type                                                     any, and data elements for             include:
                 CIA                                                                                                              Date Received                                            each report
                 Pre-conditions: Depends on the permit                                                                            Assignments                                                                                     Permit number, permittee name (CN), county, region number, segment
                 process stage                                                                                                                                                             Provide the data elements for          number, basin number, permitting Authority (state/epa), TPDES (y/n),
                 Post Conditions: Next Step                                                                                                                                                statistics that would be               disposal method, EPA Facility Classification, permit type, application
                 Triggers: Depends on the permit                                                                                                                                           included in each report                type, application received date, administrative complete date (if admin
                 process stage                                                                                                                                                                                                    complete), technical complete date (if tech complete has ended), draft
                                                                                                                                                                                                                                  permit mailed date (if draft permit has been mailed), CCO filing date (if
Staff Assignment: Actors: Actors: WQA, Permit Writer,      Textual             Internal      Manually        Yes         Word     Permit Number Yes                                        Provide the search criteria, if   TCEQ See example of 'staff assignment contact sheet" provided with the
Contact Sheet     Permit Specialist, Pretreatment Coord,                                                                                                                                   any, and data elements for             application process response.
                  ARP, CIA                                                                                                                                                                 the report
                  Pre-Condition: Provide the Name and
                  address of the permittee, etc to CCO.                                                                                                                                    Provide the data elements for
                  Post condition: Completion of the                                                                                                                                        statistics that would be
                  public notification process                                                                                                                                              included in the report
                  Trigger: Application is administratively
                  complete
WQA:              The report will be generated outside of    N/A               N/A           N/A             N/A         N/A      N/A             N/A          N/A
Cross Reference   PARIS

WQA:              The report will be generated outside of    N/A               N/A           N/A             N/A         N/A      N/A             N/A          N/A
Pending EPA       PARIS
Approval
WQA:              The report will be generated outside of    N/A               N/A           N/A             N/A         N/A      N/A             N/A          N/A
TMDL Update       PARIS

WQA:              The report will be generated outside of    N/A               N/A           N/A             N/A         N/A      N/A             N/A          N/A
TMDL Query        PARIS

WQA:             Actors: WQA, Permit Writer, Permit        Tabular             Both          Both            Yes         Excel    Permit Number Yes            Ability to automatically                                  TCEQ See the attachment named "Permit Inventory and Summary Reports
                                                                                                                                                                                           Provide the search criteria, if
Permit Inventory Specialist, Pretreatment Coord, ARP                                                                              Permittee                    generate the report on      any, and data elements for         generated from TRACS.docx" which shows the TRACS report screen.
                 staff                                                                                                            Number                       1st of every month and      each report                        Parameter selection is shown on this screen shot. Examples of the
                 Pre Conditions: Monthly reporting                                                                                EPA ID                       as needed                                                      summary and the inventory list is also found in attachment named
                 requirement to EPA                                                                                               Number                                                   Provide the data elements for      "TRACS Major Reports - Inventory & Summary.pdf ".
                 Post Conditions: Reporting                                                                                                                                                statistics that would be
                 requirements are met                                                                                                                                                      included in each report
                 Triggers: Monthly reporting
                 requirement to
WQA:             Actors: WQA staff                         Tabular             Internal      Manually        Yes         Excel    Permit Type   Yes            Ability to display on the   Provide the search criteria, if   TCEQ This may be out of scope. Follow up will be required prior to the detailed
WQMP Reports     Pre-conditions: Identify the permit                                                                              Application                  report if TMDL and          any, and data elements for             session.
                 applications that are on hold as WQMP                                                                            Type                         Projected Effluents         each report
                 report is required                                                                                               Permit Number                updates are required
                 Post-conditions: Retrieving permit                                                                               Segment #                                                Provide the data elements for
                 applications that are on hold as WQMP                                                                                                                                     statistics that would be
                 report is required                                                                                                                                                        included in each report
                 Trigger: Identify the permit applications
                 that are on hold as WQMP report is
                 required

Permit Summary    Actors: ARP team                           Tabular           Both          Manually        Yes         Excel    Permit Number Yes            Ability to indicate the Provide the search criteria, if   TCEQ See the attachment named "Permit Inventory and Summary Reports
                  Pre-conditions: Permit Summary                                                                                                               Total Number of Permits any, and data elements for             generated from TRACS.docx" which shows the TRACS report screen.
                  Report is required                                                                                                                                                   each report                            Parameter selection is shown on this screen shot. Examples of the
                  Post Conditions: Reporting                                                                                                                                                                                  summary and the inventory list is also found in attachment named
                  Requirement has been met                                                                                                                                                 Provide the data elements for      "TRACS Major Reports - Inventory & Summary.pdf ".
                  Triggers: Permit Summary Report is                                                                                                                                       statistics that would be
                  required                                                                                                                                                                 included in each report
Category              Process Description                       Textual/Tabular   Internal/     Manually/       Editable?   Output   Sort Order   Printable?   Additional                  Actions                           Respo TCEQ response to action items
                                                                                  External      Automatically               Format                             Requirements                                                  nsible
                                                                                  Communication Generated
Billing:           List of permits subject to FY annual     Tabular               Internal         Manually     Yes         Excel    Permit Number Yes                                     Provide the search criteria, if   TCEQ The report criteria was provided with the Fee response - attachments
Annual Fee Billing billing to compare against FY invoice                                                                                                                                   any, and data elements for             named "WQ Billing Permit Summary .pdf" and "WQ Billing
                   extract file:                                                                                                                                                           the report                             documents.pdf ".
                   Actors: ARP team
                   Pre-conditions: Annual Fee Billing is                                                                                                                                   Provide the data elements for
                   required                                                                                                                                                                statistics that would be
                   Post Conditions: Reporting                                                                                                                                              included in the report
                   Requirement has been met
                   Triggers: Annual Fee Billing is required

Billing:              Actors: ARP Team                        Textual             Both             Manually     No          PDF      N/A          Yes          Ability to print the report Provide the search criteria, if   TCEQ Data elements for calculating the fee amount is provided in the Fee JAD
Billing Fee           Pre-condition: Report is required to be                                                                                                  individually or in a batch any, and data elements for              response to meeting minutes.
Assessment            mailed out with the Permit Invoice                                                                                                       for a particular permittee the report
Report                Post-Condition: The final invoice is
                      mailed to the permittee
                      Trigger: Displays the Fee Assessment
                      Calculation for a particular permit

Billing:       Actors: ARP Team                         Tabular                   Internal         Manually     Yes         Excel    Permit Number Yes         Ability to indicate total Provide the search criteria, if     TCEQ The report criteria was provided with the Fee response - attachments
Billing Permit Pre-condition: Displays the fee                                                                                                                 number of permits being any, and data elements for                 named "WQ Billing Permit Summary .pdf" and "WQ Billing
Summary Report assessment calculation for each                                                                                                                 billing                   the report                               documents.pdf ".
               individual as well as cumulative permits
               being billed                                                                                                                                    Ability to indicate the   Provide and Confirm the data
               Post-Condition: The final invoice is                                                                                                            total amount being billed elements for statistics that
               mailed to the permittee                                                                                                                                                   would be included in the
               Trigger: Displays the fee assessment                                                                                                            Ability to display the    report
               calculation for each individual as well                                                                                                         following data elements:
               as cumulative permits being billed                                                                                                              Permit Status, Date
                                                                                                                                                               Range, Permit End date,
                                                                                                                                                               Status of the permit as
                                                                                                                                                               of September 1

Billing:              Actors: ARP Team                           Tabular          Internal         Manually     No          PDF      Permit Number Yes                                     Provide the search criteria, if   TCEQ The report criteria was provided with the Fee response - attachments
Billing Exception     Pre-condition: Retrieve permit that                                                                                                                                  any, and data elements for             named "WQ Billing Permit Summary .pdf" and "WQ Billing
Report                were not included in the final billing due                                                                                                                           the report                             documents.pdf ".
                      to the errors.
                      Post-Condition: Investigate the Permit                                                                                                                               Provide the data elements for
                      not scheduled to be billed                                                                                                                                           statistics that would be
                      Trigger: retrieve permit that were not                                                                                                                               included in the report
                      included in the final billing due to the
                      errors.
Processing            Actors: ARPTeam                            Tabular          Internal         Both         No          PDF      Permit Number Yes         Ability to automatically    Provide the search criteria, if   TCEQ Criteria was provided in the application processing response.
Memo:                 Pre-condition: Application received in                                                                                                   generate the report every   any, and data elements for
Application           a particular timeframe                                                                                                                   Monday at 5AM for the       the report
Received              Post-Condition: Proceed to the next                                                                                                      preceding Friday through
                      step                                                                                                                                     Thursday based on           Provide the data elements for
                      Trigger: Application received in a                                                                                                       Application Received        statistics that would be
                      particular timeframe                                                                                                                     date for each permit        included in the report

Processing            Actors: CIA Team                          Tabular           Both (goes to    Both         No          PDF      Permit Number Yes         Ability to automatically    Provide the search criteria, if   TCEQ Search criteria should be permit applications that have an
Memo:                 Pre-condition: Retrieve permits that                        EPA via email)                                                               generate the report every   any, and data elements for             'administratively complete date' on a specified date or date range.
Administratively      are administratively complete                                                                                                            Monday at 5AM for the       the report
Complete              Post-Condition: Proceed to the next                                                                                                      preceding Friday through
                      step                                                                                                                                     Thursday based on           Provide the data elements for
                      Trigger: Retrieve permits that are                                                                                                       Administratively            statistics that would be
                      administratively complete                                                                                                                Complete Date for each      included in the report
                                                                                                                                                               permit
Processing            Actors: CIA team                        Tabular             Internal         Manually     No          PDF      Permit Number Yes         Ability to indicate total   Provide the search criteria   TCEQ Search criteria should be permit application that have a CCO filing date
Memo:                 Pre-condition: Permit ready to be filed                                                                                                  number of permits           and data elements for the          on a specified date or date range. There is only one memo generated
Draft permits filed   Post-condition: Draft permits set to                                                                                                                                 report                             for 'Filling with CCO". A query is run to identify applications that should
with CCO              filed with CCO                                                                                                                                                                                          be included in the memo, and another query to know which applications
                      Trigger: Permit ready to be filed                                                                                                                                    Provide the data elements for      are scheduled. This date would be a future date and this list is only a list
                                                                                                                                                                                           statistics that would be           of those permit to be emailed to staff giving them a heads up that the
                                                                                                                                                                                           included in the report             draft permit is sheduled on the specified future date.
                                                                                                                                                                                                                              See the attachment named "CCO process.pdf " which shows the data
                                                                                                                                                                                                                              elements of the memo or list used for the email (it's the same data).



Processing            Actors: CIA team                          Tabular           Internal         Manually     No          PDF      Permit Number Yes         Ability to indicate total   Provide the search criteria, if   TCEQ see above comment.
Memo:                 Pre-condition: Draft permits filed with                                                                                                  number of permits           any, and data elements for
Draft permits set     CCO                                                                                                                                                                  the report
to filed with CCO     Post-condition: Permits filed with the
                      CCO                                                                                                                                                                  Provide the data elements for
                      Trigger: Permit set to be filed for a                                                                                                                                statistics that would be
                      future date. Retrieved from the task                                                                                                                                 included in the report
Processing            Actors: CIAfor the permit
                      information team                          Tabular           Internal         Manually     No          PDF      Permit Number Yes         Ability to indicate total   Provide the search criteria, if   TCEQ See attachment name "ERC process.pdf " which was provided with the
Memo:                 Pre-condition: Permit scheduled for                                                                                                      number of permits           any, and data elements for             application process response. Search criteria should inlcude permit
ERC Review            ERC Review for a specific date                                                                                                                                       the report                             applications having an ERC schedule date on a specified date or date
Memo                  Post-condition: ERC review                                                                                                                                                                                  range.
                      completed                                                                                                                                                            Provide the data elements for
                      Trigger: Permit scheduled for ERC                                                                                                                                    statistics that would be
                      Review for a specific date                                                                                                                                           included in the report
Category          Process Description                       Textual/Tabular   Internal/     Manually/       Editable?   Output   Sort Order     Printable?   Additional                  Actions                           Respo TCEQ response to action items
                                                                              External      Automatically               Format                               Requirements                                                  nsible
                                                                              Communication Generated
Processing        Actors: ARP team                          Tabular           Both          Manually        No          Excel    Permit Number Yes           Ability to display          Provide the search criteria, if   TCEQ
Memo:             Pre-condition: TPDES Application                                                                                                           summary information         any, and data elements for
SPIF Report       declared admin complete in previous                                                                                                        about the TPDES             the report
                  month                                                                                                                                      application
                  Post-condition: Reporting                                                                                                                                              Provide the data elements for
                  Requirement has been met                                                                                                                                               statistics that would be
                  Trigger: TPDES Application declared                                                                                                                                    included in the report
                  admin complete in previous month

Other Reports     Actors: Senior Staff                  Tabular               Both          Manually        Yes         Excel    Permit Number Yes                                       Provide the actors who            TCEQ Criteria and data values are provided in the attachment named 'PTT
Outside of        Pre-condition: Generated per                                                                                                                                           generate the report                    SOPs.doc".
Processes:        management request
Permit Tracking   Post Condition: Reporting request was                                                                                                                                  Provide the search criteria, if
Time (PTT)        met                                                                                                                                                                    any, and data elements for
                  Trigger: Run 1st of each month                                                                                                                                         the report

                                                                                                                                                                                         Provide the data elements for
                                                                                                                                                                                         statistics that would be
                                                                                                                                                                                         included in the report
Other Reports     Actors:                               Tabular               Both          Manually        Yes         Excel    Permit Number Yes           Ability to display a List   Provide the actors who        TCEQ See example of report generated showing permit types and counts for
Outside of        Pre-conditions: Application Received                                                                                                       TPDES Permits that          generate the report                each category "EPA-Permit_Counts-FY2009.doc "
Processes:        Post Condition: Met the EPA's request                                                                                                      have been Issued for a
EPA Reports       Trigger: Generated per EPA's request                                                                                                       particular timeframe        Provide the search criteria, if
                                                                                                                                                                                         any, and data elements for
                                                                                                                                                                                         the report

                                                                                                                                                                                         Provide the data elements for
                                                                                                                                                                                         statistics that would be
                                                                                                                                                                                         included in the report
Other Reports     Actors: Senior Staff                  Tabular               Both          Manually        Yes         Excel    Permit Number Yes                                       Provide the actors who        TCEQ The report criteria and data elements was provided under attachments
Outside of        Pre-condition: Generated per                                                                                                                                           generate the report                that start with the named " Output Measures".
Processes:        management request
Legislative       Post Condition: Reporting request was                                                                                                                                  Provide the search criteria, if
Budget Boards     met                                                                                                                                                                    any, and data elements for
(LBB)             Trigger: Run 1st of each month                                                                                                                                         the report

                                                                                                                                                                                         Provide the data elements for
                                                                                                                                                                                         statistics that would be
                                                                                                                                                                                         included in the report
Compliance        Actors: Permit Writer, Pretreatment       Tabular           Internal      Manually                             Permit Number Yes                                       Indicate the output format      TCEQ Compliance montioring criteria will be based on the report type being
Monitoring        Coor, WQA staff                                                                                                                                                        (Excel/PDF) for the report           tracked, the report due date and response received date. Two report
                  Pre-Conditions: Identify permits that                                                                                                                                                                       types would be needed. First report type is past due report and the
                  are past their due date                                                                                                                                                Indicate if the report would be      second report type is reports due in a specified time frame (future dates).
                  Post-Conditions:                                                                                                                                                       editable or not
                  Trigger: Identify permits that are past                                                                                                                                                                     If a report is due but a response is not received, a list of the permit will
                  their due date                                                                                                                                                         Provide the Post-condition for       be required and a letter will need generated for the specific report.
                                                                                                                                                                                         the report
                                                                                                                                                                                                                              If a report is due within a specified time frame, a list of the permit will be
                                                                                                                                                                                         Provide the search criteria, if      required and a letter will need generated for the specific report.
                                                                                                                                                                                         any, and data elements for
                                                                                                                                                                                         the report                           Common data elements on the letter and/or report will be the permit
                                                                                                                                                                                                                              number, permittee, permittee mailing address, permitted site informaton,
                                                                                                                                                                                         Provide the data elements for        report type past due and the original due date of the report. or the report
                                                                                                                                                                                         statistics that would be             that will be due the future due date.
                                                                                                                                                                                         included in the report
Audit Scheduling Actors: Pretreatment Staff            Tabular                Both          Manually        No          PDF      Date           Yes                                      Provide the search criteria, if TCEQ Pretreatment audit be needed were provided with the application are
                                                                                                                                                                                                                              Another report will examples to identify report types past due that
                 Pre-Condition: POTW is scheduled for                                                                            Program Type                                            any, and data elements for               processing response.
                 an audit                                                                                                                                                                the report
                 Post Condition: Reporting requirement
                 has been met                                                                                                                                                            Provide the data elements for
                 Trigger: POTW is scheduled for an                                                                                                                                       statistics that would be
                 audit                                                                                                                                                                   included in the report


Notifications     Actors: WQA, Permit Writer, Permit   Textual                External      Manually        No          PDF      Varies         Yes                                      Provide the data elements         TCEQ Notification letters examples for pretreatment were provided with the
                  Specialist, ARP, CIA                                                                                                                                                   for each notification letter           application processing response.
                  Pre-conditions: Business Requirement
                  to contact the permittee
                  Post Conditions: Business
                  Requirement has been met
                  Triggers: Business Requirement to
                  contact the permittee

                  Note: Renewal Reminder letter is part
                  of the Notification Reporting Category
Category          Process Description                      Textual/Tabular   Internal/     Manually/       Editable?   Output   Sort Order   Printable?   Additional                 Actions                           Respo TCEQ response to action items
                                                                             External      Automatically               Format                             Requirements                                                 nsible
                                                                             Communication Generated
Letter            Actors: ARP team                       Textual             Both (emailed to Manually     Yes         Word     Order Type   Yes                                     Provide the search criteria, if   TCEQ Criteria would include the application type or action (transfer, admin
Generation:       Pre-conditions: Business maintenance                       EPA and internal                                                                                        any, and data elements for             endorsement for name change, admin endorsement for name change,
Memo of Orders    Requirement to submit the change in                        staff)                                                                                                  each report                            cancellation, expiration) that is in the state where the order is 'ready to
Issued            name and address                                                                                                                                                                                          be generated' (the process is complete and ready to approve or process
                  Post Conditions: Business                                                                                                                                                                                 final action). When the final action is processed the application or
                  Requirement has been met                                                                                                                                                                                  permit action should update the application or permit status based on
                  Triggers: Order has been drafter for a                                                                                                                                                                    that action using the date input by the user or system date when order is
                  particular week                                                                                                                                                                                           generated. The details will be determined during the detailed
                                                                                                                                                                                                                            requirements sessions.
Self Reporting    Actors: MER coordinator                  Textual           External        Manually/Autom No         PDF                   Yes          Prefilled reporting form   MER staff to provide              TCEQ This information was provided with the response to compliance
Form (MER)        Pre-conditions: permit requirement                                         ated                                                         with permit limits for     information on the                     monitoring. See attachments named: MER_Processes.pdf, TRACS
                  with a specified reporting period                                                                                                       outfall and reporting      parameters indicated in the            MER order instruction by permit number -reporting period.doc, and
                  Post Conditions: MER form for the                                                                                                       period                     spreadsheet once their                 TRACS MER Detailed Rpt Generation.docx.
                  permit reporting period is generated                                                                                                                               workflows have been
                  with permitted information                                                                                                                                         updated.
                  Triggers: Request received for pre-
                  printed forms, permit issued, or                                                                                                                                   Provide the search criteria, if
                  quarterly report generation to provide                                                                                                                             any, and data elements for
                  supply to permittee in advance                                                                                                                                     the report

                                                                                                                                                                                     Provide the data elements for
Recommendation Memo identifying various                    Both              Both            Manually      Yes         Word     N/A          Yes                                     statistics that would be      TCEQ As part of the Permit processing/development process in PARIS, a
Memo           actions/requirements to be included in                                                                                                                                                                   comment section, comprised of one or more fields per review, will be
               the permit as part of the technical                                                                                                                                                                      provided for the technical staff to document their recommendations.
               review.                                                                                                                                                                                                  The comment text areas will allow cutting and pasting of text.

                  Actors: Various Technical Reviewers
                  Pre-conditions: Admin review
                  completed, permits ready for technical
                  review
                  Post Conditions: Permit ready for next
                  step in permit development
                  Triggers: Permits ready for technical
                  review
Billing Extract   Billing Extracts are conducted via     N/A                 N/A             N/A           N/A         N/A      N/A          N/A          N/A
                  Agency Billing Application (ABA) and
                  thus not part of the PARIS effort
Category                       Process Description                 Textual/Tabular   Internal/
                                                                                     External
                                                                                     Communication
Status                          Actors: Management, Supervisors, Tabular             Both
                                Senior Staff, all program staff to
                                include legal, CCO, Field
                                Operations and Enforcement
                                Divisions
                                Pre-conditions: Application is
                                pending or permit exists
Staff Assignment                Post Conditions: Results based
                                Actors: Each process capturing on Tabular            Internal
                                staff assignment
                                Pre-conditions: application is
                                pending and required prior reviews
                                are complete
                                Post Conditions: End results are
                                provided (i.e. reassignement
                                captured,
Staff Assignment: Contact Sheet Actors: list of assignements for Textual             internal
                                Pre-conditions:
                                Post Conditions:
                                Triggers:




Processing Memo:               Actors: ARP Team                   Tabular            Internal
Application Received           Pre-conditions: Application is
Memos Application Received     submitted and logged in
                               Post Conditions: memo with list of
                               applications received within user
                               specified time frame is provided
                               Triggers: Weekly memo required

Processing Memo:               Actors: CIA Team                     Tabular          Internal
Draft permits filed with CCO   Pre-conditions: Application is
                               ready for filing with the CCO on the
                               specified date.
                               Post Conditions: draft permit is
                               filed with CCO and ready for public
                               participation process
                               Triggers: permit writer identifes
                               draft permit ready for filing with
                               CCO by giving to CIA Team
Recommendation Memo        Actors: Various technical reviews N/A   N/A
                           Pre-conditions: Technical review of
                           the review memo type is pending
                           Post Conditions: Technical review
                           of the review memo type is
                           complete
                           Triggers: Application is
                           administratively complete




System Generated Letters   System Generated Letters are
                           ARTS specific and were not
                           covered during the requirements
                           gathering session.
Manually/       Editable?   Output   Sort Order         Printable? Additional Requirements
Automatically               Format
Generated
Manually        Yes         Excel    Permit Type        Yes
                                     Application Type
                                     Permit Number




Manually        No          PDF      Application Type   Yes
                                     Date Received
                                     Assignments




Manually        Yes         Word     Permit Number      Yes




Both            No          PDF      Permit Number      Yes       Ability to automatically
                                                                  generate the report every
                                                                  Monday at 5AM for the
                                                                  preceding Friday through
                                                                  Thursday based on
                                                                  Application Received date
                                                                  for each permit

Manually        No          PDF      Permit Number      Yes       Ability to indicate total
                                                                  number of permits
N/A   N/A   N/A   N/A   N/A   As part of the Permit
                              processing/development
                              process in PARIS, a
                              comment section will be
                              provided for the technical
                              staff to document their
                              recommendations. The
                              comment section will allow
                              cutting and pasting of
                              textual and tabular data
                              giving the technical staff to
                              incorporate their comments
                              and observations.
Actions   Responsible
Process                                            Report Type                                     Use                                                                 Data Source
1. Application Processing for Individual Authorzations (Site Specific)
1.1 Individual Permit Application Process
 (MS4, SW-Ind, Ind, Dom, Sludge BLU, Sludge Disposal, Sludge Inc, Sludge Process)
1.1.1 Administrative Review
1.1.1.1 Recieve Permit Application                 Applications Received within a specified time   Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
                                                   frame.                                          applications received within a specified time frame.                in TRACS)
                                                   Admin Reviewer Assignment                       Used to identify applications assigned to specified staff or not    pdox
                                                                                                   yet assigned.
                                                   Applications Logged in                          Used to identify staff that logged in applications and the          pdox
                                                                                                   number logged in within a specific time frame
1.1.1.2 Complete Administrative Review             Administratively Complete                       Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
                                                                                                   applications administratively complete within a specified time      in TRACS)
                                                                                                   frame, and used to file NORI packages with CCO.

                                                   Applications assigned by not admin complete     List is used to identify applications under admin review to track
                                                                                                   the processing time from assigned to complete.
                                                   Pretechnical Review Assignment                  List is used to identify applications under admin review          pdox, manual
                                                                                                   requiring one or more pretech review to track the processing
                                                                                                   time from assigned to complete.
                                                   Outstanding NOD                                 List used to identify applications where NOD response is            pdox
                                                                                                   pending or past due.
                                                   Processing time frame is past due               List used to identify applications where application has past the   pdox
                                                                                                   processing time frame allowed for process type.
                                                   Processing time frame is more than 60 days      List used to identify applications that have been pending more      pdox
                                                   from received date.                             than 60 days.
1.1.1.3 NORI Process                               Notice of Receipt & Intent to Obtain a permit   Notice of Receipt & Intent template for permit application types    word doc - manual input
                                                   notice document                                 requiring the NORI notice.
1.1.1.3 NORI Process                               Permit Contact Sheet                            Permit contact information sheet that is required for each          word doc - manual input
                                                                                                   permit application filed with CCO, for inputing into CCO db for
                                                                                                   mailing of public notice and related documents.
1.1.1.3 NORI Process                               Permit Routing Sheet                            Permit routing sheet provides application type attributes used      word doc - manual input
                                                                                                   by staff to obtain quick information during the application
                                                                                                   process.
1.1.1.4 Supplemental Permit Information Form       SPIF report                                     Report identifying applications admin complete within a             pdox
(SPIF) Process                                                                                     specified time frame that are subject to SPIF notification
                                                                                                   requirements. Used to send SPIF packages to federal and
                                                                                                   state agencies.
1.1.2 Technical Review
1.1.2.1 Water Quality Assessment Processes (all Permits/Registration/Authorizations)
1.1.2.1.1 WQA Discharge Process                    Standards Implementation Review assignment Used to identify applications assigned to specified staff or not         pdox
                                                                                              yet assigned.
1.1.2.1.1 WQA Discharge Process                    Standards Recommendation Memo              Standards Recommendation memo for the permit application                 word
                                                                                              requiring standards review.
1.1.2.1.1 WQA Discharge Process                    Standards Review Worksheet                                                                                          Excel
1.1.2.1.1 WQA Discharge Process                    RWA Pending                                     Identify permit application on hold.                                pdox
1.1.2.1.1 WQA Discharge Process                    Critical Conditions Reviewer assignment         Used to identify applications assigned to specified staff or not    pdox
                                                                                                   yet assigned.
1.1.2.1.1 WQA Discharge Process                    Model Reviewer assignment                       Used to identify applications assigned to specified staff or not    pdox
                                                                                                   yet assigned.
1.1.2.1.1 WQA Discharge Process                    Modeling Recommendation Memo                    Modeling Recommendation memo for the permit application             word
                                                                                                   requiring standards review.
1.1.2.1.1 WQA Discharge Process                    Biomonitoring Reviewer Assignment               Used to identify applications assigned to specified staff or not    pdox
                                                                                                   yet assigned.
1.1.2.1.1 WQA Discharge Process                    Biomonitoring Recommendation Memo               Biomonitoring Recommendation memo for the permit                    word
                                                                                                   application requiring standards review.
1.1.2.1.2 WQA No Discharge Process                 Groundwater Reviewer assignment,                Used to identify applications assigned to specified staff or not    pdox
                                                                                                   yet assigned.
1.1.2.1.2 WQA No Discharge Process                 Geologist Reviewer assignment                   Used to identify applications assigned to specified staff or not    pdox
                                                                                                   yet assigned.
1.1.2.1.2 WQA No Discharge Process                 Geology Recommendation Memo                     Geology recommendation memo for the permit application              word
                                                                                                   requiring geology review.
1.1.2.1.2 WQA No Discharge Process                 Agronomy Recommendation Memo                    Agronomy recommendation memo for the permit application             word
                                                                                                   requiring geology review.
1.1.2.1.3 WQA WQMP Process                         WQMP Coordinator assignment                     Used to identify applications assigned to specified staff or not    pdox
                                                                                                   yet assigned.
1.1.2.1.3 WQA WQMP Process                         P72B_Update_query_cross_reference100110. WQA processes                                                              Excel
                                                   xlsx
1.1.2.1.3 WQA WQMP Process                         Pending_EPA_Approval04062010.xls         WQA processes                                                              Excel
1.1.2.1.3 WQA WQMP Process              PermitInventory.xlsx                             WQA processes                                                       Excel
1.1.2.1.3 WQA WQMP Process              TMDL_WQMP_UPDATE_LIST021010.xls                  WQA processes                                                       Excel
1.1.2.1.3 WQA WQMP Process              TMDLqry_110510.xlsx                              WQA processes                                                       Excel
1.1.2.1.3 WQA WQMP Process              WQMPreports.pdf                                  WQA processes                                                       pdox
1.1.2.1.3 WQA WQMP Process              WW_PMT_SUMM.pdf                                  WQA processes                                                       tracs
1.1.2.2 Pretreatment Review             Pretreatment Memo with fact sheet/tech           Language for permit writer to incorporate into the draft permit     word
                                        summary and permit language
1.1.2.2 Pretreatment Review             Applications sent for Pretreatment Review        List is used to identify applications sent for pretreatment review pdox
                                                                                         to track the processing time from assigned to complete.

1.1.2.3 Complete Permit Writer Review   Permit Writer Assignment                         Used to identify applications assigned to specified staff or not    pdox, access
                                                                                         yet assigned, by permit type (domestic, Industrial, SW-
                                                                                         Industrial, MS4, CAFO, Sludge)
1.1.2.3 Complete Permit Writer Review   Applications Technically Complete                Management report used to identify the application technically      pdox, access
                                                                                         complete.
1.1.2.3 Complete Permit Writer Review   Application Admin complete but not yet           List is used to identify applications sent for WQA review(s) to     pdox, access
                                        assigned to a permit writer                      track the processing time from assigned to complete.

1.1.2.3 Complete Permit Writer Review   Outstanding NOD                                  List used to identify applications where NOD response is          pdox
                                                                                         pending or past due.
1.1.2.3 Complete Permit Writer Review   Processing time frame is past due                List used to identify applications where application has past the pdox
                                                                                         processing time frame allowed for process type.
1.1.3 Draft Permit
1.1.3.1 Draft Permit Review Process     ERC Review Memo                                  Memo identifying permits scheduled for ERC.                         manual
1.1.3.1 Draft Permit Review Process     Draft Permits mailed                             List is used to identify applications where draft permit was        pdox
                                                                                         mailed to applicant for approval to track the processing time
                                                                                         from draft mailed to draft acceptance.
1.1.3.3 CCO Process                     Draft permits set to filed with CCO              List used to inform internal staff of draft permit scheduled to be pdox
                                                                                         filed with the CCO on a specific date, giving an opportunity to
                                                                                         make final edits or withdraw from CCO filing returning it to the
                                                                                         permit writer for further review.
1.1.3.3 CCO Process                     Draft permits filed with CCO                     Memo identifying permits to be filed with CCO on a specific         TRACS/pdox
                                                                                         date that is distributed internally and with permit files being
                                                                                         filed with CCO.
1.1.3.4 EPA Review Process              Applications requiring EPA Review                List is used to identify applications sent to EPA for approval to   pdox and word
                                                                                         track the processing time from assigned to complete.

1.1.4 Public Participation Process
1.1.4.1 IP Public Meeting Process       Applications with public meeting request         List used to identify applications by permit type with public       pdox
                                        received.                                        meeting request.
1.1.4.1 IP Public Meeting Process       Applications with public meeting request         List used to identify applications by permit type with public       pdox
                                        scheduled.                                       meeting request scheduled.
1.1.4.1 IP Public Meeting Process       Applications with public meeting request held.   List used to identify applications by permit type with public       pdox
                                                                                         meeting request held.
1.1.4.1 IP Public Meeting Process       Applications with comments received.             List used to identify application by permit type where comments     pdox
                                                                                         are received
1.1.4.1 IP Public Meeting Process       Applications with RTC required.                  List used to identify applications by permit type where an RTC      pdox
                                                                                         is required, to track processing time from from received to filed
                                                                                         with CCO.
1.1.4.1 IP Public Meeting Process       RTC filed with CCO                               List used to identify applications by permit type where RTC was     pdox
                                                                                         filed with CCO
1.1.4.2 IP Hearing Request Process      Applications with hearing request received.      List used to identify applications by permit type with hearing      pdox
                                                                                         request received.
1.1.4.2 IP Hearing Request Process      Applications with hearing request scheduled      List used to identify applications by permit type with hearing      pdox
                                        for commission agenda.                           scheduled for commission agenda.
1.1.4.2 IP Hearing Request Process      Application with hearing request held.           List used to identify applications by permit type with hearing      pdox
                                                                                         request held.
1.1.4.3 Remand from CCO Process
1.1.5 ED Sub - Final Action (IP & GP)   Draft Permits for future ED set list             List used to identify applications by permit type that are eligible pdox
                                                                                         for setting on ED agenda. (i.e. comment period ended, not on
                                                                                         hold for EPA review or WQMP update, no outstanding fees,
                                                                                         RTC complete, Public meeting and Public Hearing processes
                                                                                         ended if applicable, etc.)
1.1.5 ED Sub - Final Action (IP & GP)   Draft Permit received by division for ED         List used to identify applications by permit type that the division pdox
                                        agenda                                           has received for processing, where due date to CCO has not
                                                                                         passed.
1.1.5 ED Sub - Final Action (IP & GP)   Draft permit filed with CCO and not yet issued, List used to identify status of application and reason for delay.    pdox
                                        withdrawn or denied.
1.1.5 ED Sub - Final Action (IP & GP)           Permits issued                                   List of permits issued within a specified time frame used for        pdox
                                                                                                 management reporting and to know permits requiring entry in
                                                                                                 ICIS, TRACS, and pdox.
1.1.5 ED Sub - Final Action (IP & GP)           Not issued within specified time frame.          List of applications either withdrawn, denied or returned used       pdox
                                                                                                 for management reporting.
1.1.6 Final Processing (IP and GP)              ICIS/TRACS entry Assignements                    Used to identify permits not yet entered in ICIS and TRACS           pdox
                                                                                                 and for identiying staff assignments or not yet assigned.

1.1.7 Motion to Overturn Process (IP and GP)    MTO filed                                        List to identify registrations where an MTO is filed and still       paper
                                                                                                 pending.
1.1.8 Permit Overturned Process                 ICIS/TRACS entry Assignements                    Used to identify permits not yet entered in ICIS and TRACS           pdox
                                                                                                 and for identiying staff assignments or not yet assigned.

1.2 Sludge Registration and Authorization Application Process (Sludge WTP, Class A, Domestic Septage)
1.2.1 Class A Sludge Authorization              Permit Writer Assignment                         Used to identify applications assigned to specified staff or not     word, paper
                                                                                                 yet assigned.
1.2.1 Class A Sludge Authorization              Applications Technically Complete                Management report used to identify the application technically       pdox
                                                                                                 complete.
1.2.1 Class A Sludge Authorization              Application Admin complete but not yet           List is used to identify applications sent for WQA review(s) to      pdox
                                                assigned to a permit writer                      track the processing time from assigned to complete.

1.2.1 Class A Sludge Authorization              Default approvals                                List used to identify applications received that are approved by pdox
                                                                                                 default. (Default approval occurs when no action taken on
                                                                                                 application within 30 days after received date.)

1.2.1 Class A Sludge Authorization              Authorizations issued                            List of permits issued within a specified time frame used for        pdox
                                                                                                 management reporting and to know permits requiring entry in
                                                                                                 ICIS, TRACS, and pdox.
1.2.1 Class A Sludge Authorization              Not issued within specified time frame.          List of applications either withdrawn, denied or returned used       pdox
                                                                                                 for management reporting.
1.2.2 Sludge Registration Application Process   Groundwater Reviewer assignment,                 Used to identify applications assigned to specified staff or not     pdox
(WTP & Domestic Septage)                                                                         yet assigned.
1.2.2 Sludge Registration Application Process   Geologist Reviewer assignment                    Used to identify applications assigned to specified staff or not     pdox
(WTP & Domestic Septage)                                                                         yet assigned.
1.2.2 Sludge Registration Application Process   Geology Recommendation Memo                      Geology recommendation memo for the permit application               word
(WTP & Domestic Septage)                                                                         requiring geology review.
1.2.2 Sludge Registration Application Process   Agronomy Recommendation Memo                     Agronomy recommendation memo for the permit application              word
(WTP & Domestic Septage)                                                                         requiring geology review.
1.2.2 Sludge Registration Application Process   Permit Writer Assignment                         Used to identify applications assigned to specified staff or not     word, paper
(WTP & Domestic Septage)                                                                         yet assigned.
1.2.2 Sludge Registration Application Process   Applications Technically Complete                Management report used to identify the application technically       pdox
(WTP & Domestic Septage)                                                                         complete.
1.2.2 Sludge Registration Application Process   Application Admin complete but not yet           List is used to identify applications sent for WQA review(s) to      pdox
(WTP & Domestic Septage)                        assigned to a permit writer                      track the processing time from assigned to complete.

1.2.2 Sludge Registration Application Process   Outstanding NOD                                  List used to identify applications where NOD response is             pdox
(WTP & Domestic Septage)                                                                         pending or past due.
1.2.2 Sludge Registration Application Process   Processing time frame is past due                List used to identify applications where application has past the    pdox
(WTP & Domestic Septage)                                                                         processing time frame allowed for process type.
1.2.2 Sludge Registration Application Process   Site assessment requested                        List to identify registrations where site assessment is requested    pdox
(WTP & Domestic Septage)                                                                         and not yet complete.
1.2.2 Sludge Registration Application Process   ERC Review Memo                                  Memo identifying permits scheduled for ERC.                          manual
(WTP & Domestic Septage)
1.2.2 Sludge Registration Application Process   Draft Permits mailed                             List is used to identify applications where draft permit was
(WTP & Domestic Septage)                                                                         mailed to applicant for approval to track the processing time
                                                                                                 from draft mailed to draft acceptance.
1.2.2 Sludge Registration Application Process   Draft permits set to filed with CCO              List used to inform internal staff of draft permit scheduled to be
(WTP & Domestic Septage)                                                                         filed with the CCO on a specific date, giving an opportunity to
                                                                                                 make final edits or withdraw from CCO filing returning it to the
                                                                                                 permit writer for further review.
1.2.2 Sludge Registration Application Process   Draft permits to be filed with CCO               Memo identifying permits to be filed with CCO on a specific
(WTP & Domestic Septage)                                                                         date that is distributed internally and with permit files being
                                                                                                 filed with CCO.
1.2.2 Sludge Registration Application Process   Applications with public meeting request         List used to identify applications by permit type with public        pdox
(WTP & Domestic Septage)                        received.                                        meeting request.
1.2.2 Sludge Registration Application Process   Applications with public meeting request         List used to identify applications by permit type with public        pdox
(WTP & Domestic Septage)                        scheduled.                                       meeting request scheduled.
1.2.2 Sludge Registration Application Process   Applications with public meeting request held.   List used to identify applications by permit type with public        pdox
(WTP & Domestic Septage)                                                                         meeting request held.
1.2.2 Sludge Registration Application Process      Applications with comments received.             List used to identify application by permit type where comments pdox
(WTP & Domestic Septage)                                                                            are received
1.2.2 Sludge Registration Application Process      Applications with RTC required.                  List used to identify applications by permit type where an RTC pdox
(WTP & Domestic Septage)                                                                            is required, to track processing time from from received to filed
                                                                                                    with CCO.
1.2.2 Sludge Registration Application Process      RTC filed with CCO                               List used to identify applications by permit type where RTC was pdox
(WTP & Domestic Septage)                                                                            filed with CCO
1.2.2 Sludge Registration Application Process      Draft Permits for future ED set list             List used to identify applications by permit type that are eligible pdox
(WTP & Domestic Septage)                                                                            for setting on ED agenda. (i.e. comment period ended, not on
                                                                                                    hold for EPA review or WQMP update, no outstanding fees,
                                                                                                    RTC complete, Public meeting and Public Hearing processes
                                                                                                    ended if applicable, etc.)
1.2.2 Sludge Registration Application Process      Draft Permit received by division for ED         List used to identify applications by permit type that the division pdox
(WTP & Domestic Septage)                           agenda                                           has received for processing, where due date to CCO has not
                                                                                                    passed.
1.2.2 Sludge Registration Application Process      Draft permit filed with CCO and not yet issued, List used to identify status of application and reason for delay.    pdox
(WTP & Domestic Septage)                           withdrawn or denied.
1.2.2 Sludge Registration Application Process      Permits issued                                  List of permits issued within a specified time frame used for        pdox
(WTP & Domestic Septage)                                                                           management reporting and to know permits requiring entry in
                                                                                                   IDA Sludge reporting system and pdox.
1.2.2 Sludge Registration Application Process      MTO filed                                        List to identify registrations where an MTO is filed and still      pdox
(WTP & Domestic Septage)                                                                            pending.
1.2.2 Sludge Registration Application Process      Not issued within specified time frame.          List of applications either withdrawn, denied or returned used      pdox
(WTP & Domestic Septage)                                                                            for management reporting.
1.2.3 Complete Administrative Review of a Sludge   Applications Received within a specified time    Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
Registration application                           frame.                                           applications received within a specified time frame.                in TRACS)
1.2.3 Complete Administrative Review of a Sludge   Admin Reviewer Assignment                        Used to identify applications assigned to specified staff or not    pdox
Registration application                                                                            yet assigned.
1.2.3 Complete Administrative Review of a Sludge   Administratively Complete                        Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
Registration application                                                                            applications administratively complete within a specified time      in TRACS)
                                                                                                    frame, and used to file NORI packages with CCO.

1.2.3 Complete Administrative Review of a Sludge Applications assigned by not admin complete        List is used to identify applications under admin review to track
Registration application                                                                            the processing time from assigned to complete.
1.2.3 Complete Administrative Review of a Sludge Pretechnical Review Assignment                     List is used to identify applications under admin review          pdox, manual
Registration application                                                                            requiring one or more pretech review to track the processing
                                                                                                    time from assigned to complete.
1.2.3 Complete Administrative Review of a Sludge   Notice of Receipt & Intent to Obtain a permit    Notice of Receipt & Intent template for permit application types    word doc - manual input
Registration application                           notice document                                  requiring the NORI notice.
1.2.3 Complete Administrative Review of a Sludge   Outstanding NOD                                  List used to identify applications where NOD response is            pdox
Registration application                                                                            pending or past due.
1.2.3 Complete Administrative Review of a Sludge   Processing time frame is past due                List used to identify applications where application has past the   pdox
Registration application                                                                            processing time frame allowed for process type.
1.2.3 Complete Administrative Review of a Sludge   Permit Contact Sheet                             Permit contact information sheet that is required for each          word doc - manual input
Registration application                                                                            permit application filed with CCO, for inputing into CCO db for
                                                                                                    mailing of public notice and related documents.
1.2.3 Complete Administrative Review of a Sludge Permit Routing Sheet                               Permit routing sheet provides application type attributes used      word doc - manual input
Registration application                                                                            by staff to obtain quick information during the application
                                                                                                    process.
1.3 Water Reuse Authorization Application Processes (Industrial and Domestic)
1.3.1 Domestic Water Reuse Authorizations          Applications Received within a specified time    Distributed to agency staff in memo format to inform them of        pdox
                                                   frame.                                           applications received within a specified time frame.
1.3.1 Domestic Water Reuse Authorizations          Admin Reviewer Assignment                        Used to identify applications assigned to specified staff or not    pdox
                                                                                                    yet assigned.
1.3.1 Domestic Water Reuse Authorizations          Administratively Complete                        Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
                                                                                                    applications administratively complete within a specified time      in TRACS)
                                                                                                    frame, and used to file NORI packages with CCO.

1.3.1 Domestic Water Reuse Authorizations          Applications assigned by not admin complete      List is used to identify applications under admin review to track
                                                                                                    the processing time from assigned to complete.
1.3.1 Domestic Water Reuse Authorizations          Permit Routing Sheet                             Permit routing sheet provides application type attributes used word doc - manual input
                                                                                                    by staff to obtain quick information during the application
                                                                                                    process.
1.3.1 Domestic Water Reuse Authorizations          Permit Writer Assignment                         Used to identify applications assigned to specified staff or not    word, paper
                                                                                                    yet assigned.
1.3.1 Domestic Water Reuse Authorizations          Applications Technically Complete                Management report used to identify the application technically      pdox
                                                                                                    complete.
1.3.1 Domestic Water Reuse Authorizations          Application Admin complete but not yet           List is used to identify applications sent for WQA review(s) to     pdox
                                                   assigned to a permit writer                      track the processing time from assigned to complete.
1.3.1 Domestic Water Reuse Authorizations     Permits issued                                  List of permits issued within a specified time frame used for       pdox
                                                                                              management reporting and to know permits requiring entry in
                                                                                              IDA Sludge reporting system and pdox.
1.3.1 Domestic Water Reuse Authorizations     Not issued within specified time frame.         List of applications either withdrawn, denied or returned used      pdox
                                                                                              for management reporting.
1.3.1 Domestic Water Reuse Authorizations     Outstanding NOD                                 List used to identify applications where NOD response is            pdox
                                                                                              pending or past due.
1.3.1 Domestic Water Reuse Authorizations     Processing time frame is past due               List used to identify applications where application has past the   pdox
                                                                                              processing time frame allowed for process type.
1.3.2 Industrial Water Reuse Authorizations   Applications Received within a specified time   Distributed to agency staff in memo format to inform them of        BOE XI/pdox
                                              frame.                                          applications received within a specified time frame.
1.3.2 Industrial Water Reuse Authorizations   Admin Reviewer Assignment                       Used to identify applications assigned to specified staff or not    pdox
                                                                                              yet assigned.
1.3.2 Industrial Water Reuse Authorizations   Administratively Complete                       Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
                                                                                              applications administratively complete within a specified time      in TRACS)
                                                                                              frame, and used to file NORI packages with CCO.

1.3.2 Industrial Water Reuse Authorizations   Applications assigned by not admin complete     List is used to identify applications under admin review to track
                                                                                              the processing time from assigned to complete.
1.3.2 Industrial Water Reuse Authorizations   Permit Writer Assignment                        Used to identify applications assigned to specified staff or not word, paper
                                                                                              yet assigned.
1.3.2 Industrial Water Reuse Authorizations   Applications Technically Complete               Management report used to identify the application technically pdox
                                                                                              complete.
1.3.2 Industrial Water Reuse Authorizations   Application Admin complete but not yet          List is used to identify applications sent for WQA review(s) to   pdox
                                              assigned to a permit writer                     track the processing time from assigned to complete.

1.3.2 Industrial Water Reuse Authorizations   Permits issued                                  List of permits issued within a specified time frame used for       pdox
                                                                                              management reporting and to know permits requiring entry in
                                                                                              IDA Sludge reporting system and pdox.
1.3.2 Industrial Water Reuse Authorizations   Not issued within specified time frame.         List of applications either withdrawn, denied or returned used      pdox
                                                                                              for management reporting.
1.3.2 Industrial Water Reuse Authorizations   Outstanding NOD                                 List used to identify applications where NOD response is            pdox
                                                                                              pending or past due.
1.3.2 Industrial Water Reuse Authorizations   Processing time frame is past due               List used to identify applications where application has past the   pdox
                                                                                              processing time frame allowed for process type.
1.3.3 Reuse Admin Review                      Applications Received within a specified time   Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
                                              frame.                                          applications received within a specified time frame.                in TRACS)
1.3.3 Reuse Admin Review                      Admin Reviewer Assignment                       Used to identify applications assigned to specified staff or not    pdox
                                                                                              yet assigned.
1.3.3 Reuse Admin Review                      Administratively Complete                       Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
                                                                                              applications administratively complete within a specified time      in TRACS)
                                                                                              frame, and used to file NORI packages with CCO.

1.3.3 Reuse Admin Review                      Applications assigned by not admin complete     List is used to identify applications under admin review to track
                                                                                              the processing time from assigned to complete.
1.3.3 Reuse Admin Review                      Outstanding NOD                                 List used to identify applications where NOD response is          pdox
                                                                                              pending or past due.
1.3.3 Reuse Admin Review                      Processing time frame is past due               List used to identify applications where application has past the pdox
                                                                                              processing time frame allowed for process type.
1.4 Plans and Specifications Review Process
1.4 Plans and Specifications Review Process   Applications Received within a specified time   Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
                                              frame.                                          applications received within a specified time frame.                in TRACS)
1.4 Plans and Specifications Review Process   Admin Reviewer Assignment                       Used to identify applications assigned to specified staff or not    pdox
                                                                                              yet assigned.
1.4 Plans and Specifications Review Process   Administratively Complete                       Distributed to agency staff in memo format to inform them of        tracs (pdox for permit types not
                                                                                              applications administratively complete within a specified time      in TRACS)
                                                                                              frame, and used to file NORI packages with CCO.

1.4 Plans and Specifications Review Process   Applications assigned by not admin complete     List is used to identify applications under admin review to track
                                                                                              the processing time from assigned to complete.
1.4 Plans and Specifications Review Process   Outstanding NOD                                 List used to identify applications where NOD response is            pdox
                                                                                              pending or past due.
1.4 Plans and Specifications Review Process   Processing time frame is past due               List used to identify applications where application has past the   pdox
                                                                                              processing time frame allowed for process type.
1.4 Plans and Specifications Review Process   Permit Writer Assignment                        Used to identify applications assigned to specified staff or not    word, paper
                                                                                              yet assigned.
1.4 Plans and Specifications Review Process   Plans & Specs Technically Complete              Management report used to identify the application technically      pdox
                                                                                              complete.
1.4 Plans and Specifications Review Process   Plans & Specs Admin complete but not yet         List is used to identify applications sent for WQA review(s) to     pdox
                                              assigned to a permit writer                      track the processing time from assigned to complete.

1.4 Plans and Specifications Review Process   Plans & Specs Approved                           List of p&s approved within a specified time frame used for         pdox
                                                                                               management reporting.
1.4 Plans and Specifications Review Process   Not issued within specified time frame.          List of p&s requests either withdrawn, denied or returned used      pdox
                                                                                               for management reporting.
1.4 Plans and Specifications Review Process   Outstanding NOD                                  List used to identify P&s where NOD response is pending or          pdox
                                                                                               past due.
1.4 Plans and Specifications Review Process   Processing time frame is past due                List used to identify applications where application has past the   pdox
                                                                                               processing time frame allowed for process type.
1.5 Permit By Rule
1.5.1 Permit By Rule Registration Process     Permit Writer Assignment                         Used to identify applications assigned to specified staff or not    word, paper
                                                                                               yet assigned.
1.5.1 Permit By Rule Registration Process     Applications Technically Complete                Management report used to identify the application technically      pdox
                                                                                               complete.
1.5.1 Permit By Rule Registration Process     Application Admin complete but not yet           List is used to identify applications sent for WQA review(s) to     pdox
                                              assigned to a permit writer                      track the processing time from assigned to complete.

1.5.1 Permit By Rule Registration Process     Outstanding NOD                                  List used to identify applications where NOD response is           pdox
                                                                                               pending or past due.
1.5.1 Permit By Rule Registration Process     Processing time frame is past due                List used to identify applications where application has past the pdox
                                                                                               processing time frame allowed for process type.
1.5.1 Permit By Rule Registration Process     Draft permits set to filed with CCO              List used to inform internal staff of draft permit scheduled to be
                                                                                               filed with the CCO on a specific date, giving an opportunity to
                                                                                               make final edits or withdraw from CCO filing returning it to the
                                                                                               permit writer for further review.
1.5.1 Permit By Rule Registration Process     Draft permits to be filed with CCO               Memo identifying permits to be filed with CCO on a specific
                                                                                               date that is distributed internally and with permit files being
                                                                                               filed with CCO.
1.5.1 Permit By Rule Registration Process     Applications with public meeting request         List used to identify applications by permit type with public       pdox
                                              received.                                        meeting request.
1.5.1 Permit By Rule Registration Process     Applications with public meeting request         List used to identify applications by permit type with public       pdox
                                              scheduled.                                       meeting request scheduled.
1.5.1 Permit By Rule Registration Process     Applications with public meeting request held.   List used to identify applications by permit type with public       pdox
                                                                                               meeting request held.
1.5.1 Permit By Rule Registration Process     Applications with comments received.             List used to identify application by permit type where comments     pdox
                                                                                               are received
1.5.1 Permit By Rule Registration Process     Applications with RTC required.                  List used to identify applications by permit type where an RTC      pdox
                                                                                               is required, to track processing time from from received to filed
                                                                                               with CCO.
1.5.1 Permit By Rule Registration Process     RTC filed with CCO                               List used to identify applications by permit type where RTC was pdox
                                                                                               filed with CCO
1.5.1 Permit By Rule Registration Process     Draft Permit received by division for ED         List used to identify applications by permit type that the division pdox
                                              agenda                                           has received for processing, where due date to CCO has not
                                                                                               passed.
1.5.1 Permit By Rule Registration Process     Permits issued                                   List of permits issued within a specified time frame used for       pdox
                                                                                               management reporting and to know permits requiring entry in
                                                                                               IDA Sludge reporting system and pdox.
1.5.1 Permit By Rule Registration Process     Not issued within specified time frame.         List of applications either withdrawn, denied or returned used       pdox
                                                                                              for management reporting.
1.5.1 Permit By Rule Registration Process     Draft permit filed with CCO and not yet issued, List used to identify status of application and reason for delay.    pdox
                                              withdrawn or denied.
1.5.1 Permit By Rule Registration Process     MTO filed                                       List to identify registrations where an MTO is filed and still       pdox
                                                                                              pending.
1.5.2 Permit By Rule Admin Review             Applications Received within a specified time Distributed to agency staff in memo format to inform them of           pdox
                                              frame.                                          applications received within a specified time frame.
1.5.2 Permit By Rule Admin Review             Admin Reviewer Assignment                       Used to identify applications assigned to specified staff or not     pdox
                                                                                              yet assigned.
1.5.2 Permit By Rule Admin Review             Administratively Complete                       Distributed to agency staff in memo format to inform them of         pdox
                                                                                              applications administratively complete within a specified time
                                                                                              frame, and used to file NORI packages with CCO.

1.5.2 Permit By Rule Admin Review             Applications assigned by not admin complete      List is used to identify applications under admin review to track pdox
                                                                                               the processing time from assigned to complete.
1.5.2 Permit By Rule Admin Review             Outstanding NOD                                  List used to identify applications where NOD response is          pdox
                                                                                               pending or past due.
1.5.2 Permit By Rule Admin Review             Processing time frame is past due                List used to identify applications where application has past the pdox
                                                                                               processing time frame allowed for process type.
1.5.2 Permit By Rule Admin Review                 Permit Contact Sheet                            Permit contact information sheet that is required for each         word doc - manual input
                                                                                                  permit application filed with CCO, for inputing into CCO db for
                                                                                                  mailing of public notice and related documents.
1.6 Pretreatment Program
1.6.1 Preatment Program New Development /         PT coordinator & auditor Assignment             Used to identify and manage staff assignments for a                Excel
Modification Process                                                                              pretreatment program (program coord and auditor)
1.6.1 Preatment Program New Development /         PT new/submod Received within a specified       Identify pretreatment actions received within a specified time     Excel
Modification Process                              time frame.                                     frame for management, EPA, PTT, and other reporting.

1.6.1 Preatment Program New Development /         POTWs in an approved pretreatment program List of all POTWs in an approved pretreatment program.                   Excel
Modification Process
1.6.1 Preatment Program New Development /         Various reporting to POTWs                      Contact and mailing information for POTW's in an approved          Excel
Modification Process                                                                              program. Pretreatment sends various reports to POTWs in an
                                                                                                  approved program.
1.6.1 Preatment Program New Development /         Indivual permits with Option 2-3                List of POTW permits that have option 2- 3 to determine            Excel
Modification Process                                                                              compliance status
1.6.1.1 Pretreatment Enforcement Determination    POTWs with an approved program or new           ist of POTWs with application type (audit, annual report,          Excel, BOEXI
                                                  developing programs that have enforcement       modification, etc) that have an enforcement action given (date
                                                  actions issued.                                 enforcement action letter, due date, date received), staff
                                                                                                  assigned, and reason for enforcement action.
1.6.1.2 Pretreatment Extension Request            POTWs with an approved program or new           List of POTWs with application type (audit, annual report,       Excel, BOEXI
                                                  developing programs that have enforcement       modification, etc) that have been granted an extension (original
                                                  actions issued.                                 due date, date of extension request letter, extended due date,
                                                                                                  date received), staff assigned, and reason for extension action.

1.6.2 Significant Industrial Users (SIU) Non-     PT coordinator Assignment                       Used to identify and manage staff assignments.                     Excel
Pretreatment POTWs
1.6.2 Significant Industrial Users (SIU) Non-     PT new/submod Received within a specified       Identify pretreatment actions received within a specified time     Excel
Pretreatment POTWs                                time frame.                                     frame for management, EPA, PTT, and other reporting.

1.6.2 Significant Industrial Users (SIU) Non- SIU reports received                                Identify SIU reports received within a specified time frame        Excel
Pretreatment POTWs
1.7 Transfers/Endorsements (Administrative) Application
1.7 Transfers/Endorsements (Administrative)       Applications Received within a specified time   Used to identify applications received within a specific time      pdox
Application                                       frame.                                          frame.
1.7 Transfers/Endorsements (Administrative)       Admin Reviewer Assignment                       Used to identify applications assigned to specified staff or not   pdox
Application                                                                                       yet assigned.
1.7 Transfers/Endorsements (Administrative)       Administratively Complete                       Distributed to agency staff in memo format to inform them of       pdox
Application                                                                                       applications administratively complete within a specified time
                                                                                                  frame, and used to file NORI packages with CCO.

1.7 Transfers/Endorsements (Administrative)    Applications assigned by not admin complete        List is used to identify applications under admin review to track pdox
Application                                                                                       the processing time from assigned to complete.
1.7 Transfers/Endorsements (Administrative)    Outstanding NOD                                    List used to identify applications where NOD response is          pdox
Application                                                                                       pending or past due.
1.7 Transfers/Endorsements (Administrative)    Orders Issued                                      Disgributed to agency staff in memo format to inform them of      pdox
Application                                                                                       orders issued and used to file orders with CCO.
1.8 General Endorsements (Technical) Application
1.8 General Endorsements (Technical) Application no reports currently used

1.9 Cancellation Application
1.9 Cancellation Application                      Applications Received within a specified time   Distributed to agency staff in memo format to inform them of       pdox
                                                  frame.                                          applications received within a specified time frame.
1.9 Cancellation Application                      Admin Reviewer Assignment                       Used to identify applications assigned to specified staff or not   pdox
                                                                                                  yet assigned.
1.9 Cancellation Application                      Administratively Complete                       Distributed to agency staff in memo format to inform them of       pdox
                                                                                                  applications administratively complete within a specified time
                                                                                                  frame, and used to file NORI packages with CCO.

1.9 Cancellation Application                      Applications assigned by not admin complete     List is used to identify applications under admin review to track pdox
                                                                                                  the processing time from assigned to complete.
1.9 Cancellation Application                      Outstanding NOD                                 List used to identify applications where NOD response is          pdox
                                                                                                  pending or past due.
1.9 Cancellation Application                      Permits Cancelled                               Used to identify permits cancelled within a specific time frame. pdox

1.10 Process to Withdraw an Application
1.10 Process to Withdraw an Application           withdrawn                                       See reports used in application processes to identify permits      pdox
                                                                                                  not issued (denied, withdrawn, returned).
2 General Permit Process
2.1 General Permit Development Process (Initial & Renewal/Amendment)
2.1 General Permit Development Process (Initial & Track status                                  Word doc is used to track status of GP developmenet.               word
Renewal/Amendment)
2.1 General Permit Development Process (Initial & Renewal Notification                          Letters generated to notify permittees holding an active     ARTS/BOE XI
Renewal/Amendment)                                                                              authorization that the general permit is being renewed or
                                                                                                amended. Data is generated from db into holding area for BOE
                                                                                                XI report use.
2.1 General Permit Development Process (Initial & Active authorizations                       List used for management reports, EPA, LBB, status to regional       ARTS/BOE XI
Renewal/Amendment)                                                                            office, etc.
2.1 General Permit Development Process (Initial & Authorization Approved                      List of approved by gp authorization type within specified time      ARTS/BOE XI
Renewal/Amendment)                                                                            frame.
2.1 General Permit Development Process (Initial & Authorzations Denied                        List of applications denied by gp authorization type within          ARTS/BOE XI
Renewal/Amendment)                                                                            specified time frame.
2.1 General Permit Development Process (Initial & Authorizations Expired                      List of authorizations expired by gp authorization type within       ARTS/BOE XI
Renewal/Amendment)                                                                            specified time frame.
2.2 General Permit Authorization (Initial, Renewal, Significant Expansion, Notice of Change, Termination)
2.2.1 GP Authorization Process, 2.2.2 Notice of Applications Received within a specified time   Distributed to agency staff in memo format to inform them of       ARTS/BOE XI
Change Application Process, 2.2.3 Notice of     frame- but gp type                              applications received within a specified time frame.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Admin Reviewer Assignment                       Used to identify applications assigned to specified staff or not   ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     yet assigned.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Administratively Complete                       List to identify application admin complete within a specified     ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     time frame by gp authorization type.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of NOD past due                                    List of NODs past due by gp authorization type within specified ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     time frame.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of NOD's mailed                                    List of NODs mailed by gp authorization type within specified      ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     time frame.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Applications assigned by not admin complete     List is used to identify applications under admin review to track ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     the processing time from assigned to complete.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Groundwater Reviewer assignment,                Used to identify applications assigned to specified staff or not   pdox
Change Application Process, 2.2.3 Notice of                                                     yet assigned.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Geologist Reviewer assignment                   Used to identify applications assigned to specified staff or not   pdox
Change Application Process, 2.2.3 Notice of                                                     yet assigned.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Geology Recommendation Memo                     Geology recommendation memo for the permit application             word
Change Application Process, 2.2.3 Notice of                                                     requiring geology review.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Agronomy Recommendation Memo                    Agronomy recommendation memo for the permit application            word
Change Application Process, 2.2.3 Notice of                                                     requiring geology review.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Permit Writer Assignment                        Used to identify applications assigned to specified staff or not   ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     yet assigned.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Applications Technically Complete               Management report used to identify the application technically     ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     complete.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Application Admin complete but not yet          List is used to identify applications sent for WQA review(s) to    ARTS/BOE XI
Change Application Process, 2.2.3 Notice of     assigned to a permit writer                     track the processing time from assigned to complete.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Outstanding NOD                                 List used to identify applications where NOD response is           ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     pending or past due.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Processing time frame is past due               List used to identify applications where application has past the ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     processing time frame allowed for process type.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Draft permits to be filed with CCO              Memo identifying permits to be filed with CCO on a specific        ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                     date that is distributed internally and with permit files being
Termination Application Process                                                                 filed with CCO.
2.2.1 GP Authorization Process, 2.2.2 Notice of Applications with public meeting request        List used to identify applications by permit type with public      ARTS/BOE XI
Change Application Process, 2.2.3 Notice of     received.                                       meeting request.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Applications with public meeting request        List used to identify applications by permit type with public      ARTS/BOE XI
Change Application Process, 2.2.3 Notice of     scheduled.                                      meeting request scheduled.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Applications with public meeting request held.     List used to identify applications by permit type with public    ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                        meeting request held.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Applications with comments received.               List used to identify application by permit type where comments ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                        are received
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Applications with RTC required.                    List used to identify applications by permit type where an RTC ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                        is required, to track processing time from from received to filed
Termination Application Process                                                                    with CCO.
2.2.1 GP Authorization Process, 2.2.2 Notice of RTC filed with CCO                                 List used to identify applications by permit type where RTC was ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                        filed with CCO
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Draft Permit received by division for ED           List used to identify applications by permit type that the division ARTS/BOE XI
Change Application Process, 2.2.3 Notice of     agenda                                             has received for processing, where due date to CCO has not
Termination Application Process                                                                    passed.
2.2.1 GP Authorization Process, 2.2.2 Notice of Permits issued                                     List of permits issued within a specified time frame used for    ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                        management reporting and to know permits requiring entry in
Termination Application Process                                                                    ICIS reporting system and pdox.
2.2.1 GP Authorization Process, 2.2.2 Notice of Not issued within specified time frame.            List of applications either withdrawn, denied or returned used   ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                        for management reporting.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Draft permit filed with CCO and not yet issued, List used to identify status of application and reason for delay.   ARTS/BOE XI
Change Application Process, 2.2.3 Notice of     withdrawn or denied.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of MTO filed                                          List to identify registrations where an MTO is filed and still   ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                        pending.
Termination Application Process
2.2.1 GP Authorization Process, 2.2.2 Notice of Approval or confirmation documents & lables        For each general permit authorization type, ARTS is used to      ARTS/BOE XI
Change Application Process, 2.2.3 Notice of                                                        select the permit needing a specific letter type. Letter types
Termination Application Process                                                                    include NOC Confirmation, NOT confirmation,
                                                                                                   Acknowledgment, NOD letter, denial letter, Renewal notice,
                                                                                                   Expiration notice. A set of corresponding labels is also
                                                                                                   generated. Template format is the same for each letter type
                                                                                                   but each gp authorization type uses unique permit language.


3 Maintenance Processes
3.1 Reporting for Permit, Registration, and Authorization (IP & GP)
3.1.1 MSGP Benchmark Reporting                      no report                                      no report
3.1.2 Srings and Seeps Monitoring Plan              Received                                       List to identify received.                                       pdox
3.1.2 Srings and Seeps Monitoring Plan              staff assignment                               Used to identify and manage staff assignments.                   pdox
3.1.2 Srings and Seeps Monitoring Plan              Received and not yet complete                  List to identify actions received but not yet complete           pdox
3.1.2 Srings and Seeps Monitoring Plan              Past due                                       Identify past due reports.
3.1.2.1 Springs and Seeps Monitoring report         Received                                       List to identify received.                                       pdox
3.1.2.1 Springs and Seeps Monitoring report         staff assignment                               Used to identify and manage staff assignments.                   pdox
3.1.2.1 Springs and Seeps Monitoring report         Received and not yet complete                  List to identify actions received but not yet complete           pdox
3.1.2.1 Springs and Seeps Monitoring report         Past due                                       Identify past due reports.
3.1.3 Groundwater Monitoring Plan                   Received                                       List to identify received.                                       pdox
3.1.3 Groundwater Monitoring Plan                   staff assignment                               Used to identify and manage staff assignments.                   pdox
3.1.3 Groundwater Monitoring Plan                   Received and not yet complete                  List to identify actions received but not yet complete           pdox
3.1.3 Groundwater Monitoring Plan                   Past due                                       Identify past due reports.
3.1.3.1 Groundwater Monitoring Report               Received                                       List to identify received.                                       pdox
3.1.3.1 Groundwater Monitoring Report               staff assignment                               Used to identify and manage staff assignments.                   pdox
3.1.3.1 Groundwater Monitoring Report               Received and not yet complete                  List to identify actions received but not yet complete           pdox
3.1.3.1 Groundwater Monitoring Report               Past due                                       Identify past due reports.
3.1.4. Annual Cropping Plan                         Received                                       List to identify received.                                       pdox
3.1.4. Annual Cropping Plan                         staff assignment                               Used to identify and manage staff assignments.                   pdox
3.1.4. Annual Cropping Plan                         Received and not yet complete                  List to identify actions received but not yet complete           pdox
3.1.4. Annual Cropping Plan                         Past due                                       Identify past due reports.
3.1.5 Soils Monitoring Report                       Received                                       List to identify received.                                       pdox
3.1.5 Soils Monitoring Report                       staff assignment                               Used to identify and manage staff assignments.                   pdox
3.1.5 Soils Monitoring Report                       Received and not yet complete                  List to identify actions received but not yet complete           pdox
3.1.5 Soils Monitoring Report                       Past due                                       Identify past due reports.
3.1.6 Irrigation Monitoring Report                  Received                                       List to identify received.                                       pdox
3.1.6 Irrigation Monitoring Report                  staff assignment                               Used to identify and manage staff assignments.                   pdox
3.1.6 Irrigation Monitoring Report                  Received and not yet complete                  List to identify actions received but not yet complete           pdox
3.1.6 Irrigation Monitoring Report                  Past due                                       Identify past due reports.
3.1.7 Soil Importation Plan                      Received                                          List to identify received.                                      pdox
3.1.7 Soil Importation Plan                      staff assignment                                  Used to identify and manage staff assignments.                  pdox
3.1.7 Soil Importation Plan                      Received and not yet complete                     List to identify actions received but not yet complete          pdox
3.1.7 Soil Importation Plan                      Past due                                          Identify past due reports.
3.1.8 Nutrient Utilization Plan (NUP) Process    Received                                          List to identify received.                                      pdox
3.1.8 Nutrient Utilization Plan (NUP) Process    staff assignment                                  Used to identify and manage staff assignments.                  pdox
3.1.8 Nutrient Utilization Plan (NUP) Process    Received and not yet complete                     List to identify actions received but not yet complete          pdox
3.1.8 Nutrient Utilization Plan (NUP) Process    Past due                                          Identify past due reports.
3.1.9 Biomonitoring Reporting                    Received                                          List to identify received.                                      pdox
3.1.9 Biomonitoring Reporting                    staff assignment                                  Used to identify and manage staff assignments.                  pdox
3.1.9 Biomonitoring Reporting                    Received and not yet complete                     List to identify actions received but not yet complete          pdox
3.1.9 Biomonitoring Reporting                    Past due                                          Identify past due reports.
3.1.10 Sludge Reporting (Quarterly & Annually)   Received                                          List to identify received.                                      pdox
3.1.10 Sludge Reporting (Quarterly & Annually)   staff assignment                                  Used to identify and manage staff assignments.                  pdox
3.1.10 Sludge Reporting (Quarterly & Annually)   Received and not yet complete                     List to identify actions received but not yet complete          pdox
3.1.10 Sludge Reporting (Quarterly & Annually)   Permits or registrations that failed to report.   Identify past due reports.                                      pdox
3.1.11 Site Specific Standards Request           Received                                          List to identify received.                                      pdox
3.1.11 Site Specific Standards Request           staff assignment                                  Used to identify and manage staff assignments.                  pdox
3.1.11 Site Specific Standards Request           Received and not yet complete                     List to identify actions received but not yet complete          pdox
3.1.12 Closure Plan of CAFO RCS Process          Received                                          List to identify received.                                      pdox
3.1.12 Closure Plan of CAFO RCS Process          staff assignment                                  Used to identify and manage staff assignments.                  pdox
3.1.12 Closure Plan of CAFO RCS Process          Received and not yet complete                     List to identify actions received but not yet complete          pdox
3.1.13 Closure Plan of Industrial Facilities     Received                                          List to identify received.                                      manual
3.1.13 Closure Plan of Industrial Facilities     staff assignment                                  Used to identify and manage staff assignments.                  manual
3.1.13 Closure Plan of Industrial Facilities     Received and not yet complete                     List to identify actions received but not yet complete          manual
3.1.14 Closure Plan of Domestic/Municipal        Received                                          List to identify received.                                      pdox
Wastewater Treatment Plants
3.1.14 Closure Plan of Domestic/Municipal        staff assignment                                  Used to identify and manage staff assignments.                  pdox
Wastewater Treatment Plants
3.1.14 Closure Plan of Domestic/Municipal        Received and not yet complete                     List to identify actions received but not yet complete          pdox
Wastewater Treatment Plants
3.1.15 Pretreatment Program Annual Report        PT assignment                                     Used to identify and manage staff assignments.                  Excel
3.1.15 Pretreatment Program Annual Report        Received                                          List to identify when report and newspaper publication was      Excel
                                                                                                   received.
3.1.15 Pretreatment Program Annual Report        Past due                                          List to identify past due reports.                              Excel
3.1.15 Pretreatment Program Annual Report        Complete                                          List to identify complete and final decision, when PPS summary Excel
                                                                                                   was sent to ICIS team.
3.1.15 Pretreatment Program Annual Report        Audit scheduling                                  Report used to schedule audits.                                Excel
3.1.16 IP Pretreatment TBLL Reassessment         PT assignment                                     Used to identify and manage staff assignments.                  Excel
Review Process
3.1.16 IP Pretreatment TBLL Reassessment         Received                                          List to identify received.                                      Excel
Review Process
3.1.16 IP Pretreatment TBLL Reassessment         Complete                                          List to identify complete.                                      Excel
Review Process
3.1.17 IP Pretreatment TBLL Reassess             PT assignment                                     Used to identify and manage staff assignments.                  Excel
Compliance Montioring Process
3.1.17 IP Pretreatment TBLL Reassess             Received                                          List to identify received.                                      Excel
Compliance Montioring Process
3.1.17 IP Pretreatment TBLL Reassess             Past Due                                          List to identify past due reports.                              Excel
Compliance Montioring Process
3.1.18 IP Industrial Waste Survey (IWS)          PT assignment                                     Used to identify and manage staff assignments.                  Excel
Compliance Monitoring Process
3.1.18 IP Industrial Waste Survey (IWS)          Received                                          List to identify received.                                      Excel
Compliance Monitoring Process
3.1.18 IP Industrial Waste Survey (IWS)          Past Due                                          List to identify past due reports.                              Excel
Compliance Monitoring Process
3.1.19 Significant Industrial Users Non-         PT assignment                                     Used to identify and manage staff assignments.                  Excel
Pretreatment POTWs Semi-Annual Report
3.1.19 Significant Industrial Users Non-         Received                                          List to identify received.                                      Excel
Pretreatment POTWs Semi-Annual Report
3.1.19 Significant Industrial Users Non-         Past Due                                          List to identify past due reports.                              Excel
Pretreatment POTWs Semi-Annual Report
3.1.20 MER Data Management                       staff assignment                                  Used to identify and manage staff assignments by facility       word

3.1.20.1 MER Request for Suspension of           Reports suspended                                 Identify list of facilities where monitoring requirements are   excel
Monitoring and reporting Requirements                                                              suspended (facilities and outfalls)
3.1.20.2 MER Submittal Processing                Received                                          List to identify received.                                      word
3.1.20.2 MER Submittal Processing                 staff assignment                          Used to identify and manage staff assignments.                       word
3.1.20.2 MER Submittal Processing                 Contractor management reports             Identify forms sent to contractor, still pending with contractor,    excel
                                                                                            and contractor completed.
3.1.20.2 MER Submittal Processing                 Contractor processing time frame          List forms processed by contractor and number of days with           excel
                                                                                            contractor.
3.1.20.3 MER Document Maintenance                 Archive report                            Identify forms to be sent to state archives                          excel
3.1.20.3 MER Document Maintenance                 Date Archived                             Identify forms that have been sent to State Archives within          excel
                                                                                            specified period
3.1.20.4 MER Data Requests                        Reported data                             Extract reporting data for one or more permits based on a            tRACS
                                                                                            specified reporting period located within a county, region,
                                                                                            segment, river basin.
3.1.20.5 MER Form Generation                      MER reporting forms                       Forms generated from TRACS for reporting by permittees.            TRACS
                                                                                            (quarterly, annually, or specific reporting period for one or more
                                                                                            permits)
3.1.20.5 MER Form Generation                      Reports generated                         List to identify when reports were generated                         Excel
3.1.20.6 MER Compliance Monitoring                Past Due                                  List to identify past due reports.                                   word
3.1.20.6 MER Compliance Monitoring                Enforcement referral                      List to identify when referred to enforcement.                       word
3.1.20.6 MER Compliance Monitoring                Past Due NOD                              List to identify reporting period with incomplete report (missing    word
                                                                                            parameter)
3.1.21 Phase I MS4 Annual Report                  Received                                  List to identify received.                                           Excel
3.1.21 Phase I MS4 Annual Report                  staff assignment                          Used to identify and manage staff assignments.                       Excel
3.1.21 Phase I MS4 Annual Report                  Received and not yet complete             List to identify actions received but not yet complete               Excel
3.1.21 Phase I MS4 Annual Report                  Past Due                                  List to identify past due reports.                                   Excel
3.1.22 Phase II MS4 Annual Report                 Received                                  List to identify received.                                           Excel
3.1.22 Phase II MS4 Annual Report                 staff assignment                          Used to identify and manage staff assignments.                       Excel
3.1.22 Phase II MS4 Annual Report                 Past Due                                  List to identify past due reports.                                   Excel
3.2 Maintenance Activities
3.2.1 EPA Major/Minor Determination               Received                                  List to identify received.                                           pdox
3.2.1 EPA Major/Minor Determination               staff assignment                          Used to identify and manage staff assignments.                       pdox
3.2.1 EPA Major/Minor Determination               Received and not yet complete             List to identify actions received but not yet complete               pdox
3.2.2 180 Day Extension Request                   Received                                  List to identify received.                                           pdox
3.2.3 Notice of Completion                        Received                                  List to identify received.                                           pdox
(construction/operational notice)
3.2.3 Notice of Completion                        staff assignment                          Used to identify and manage staff assignments.                       pdox
(construction/operational notice)
3.2.3 Notice of Completion                        Received and not yet complete             List to identify actions received but not yet complete               pdox
(construction/operational notice)
3.2.4 Change in Monitoring Requirements Request   Received                                  List to identify received.                                           pdox

3.2.4 Change in Monitoring Requirements Request staff assignment                            Used to identify and manage staff assignments.                       pdox

3.2.4 Change in Monitoring Requirements Request Received and not yet complete               List to identify actions received but not yet complete               pdox

3.2.5 Biomonitoring Monitoring Frequency Change Received                                    List to identify received.                                           pdox
Request
3.2.5 Biomonitoring Monitoring Frequency Change staff assignment                            Used to identify and manage staff assignments.                       pdox
Request
3.2.5 Biomonitoring Monitoring Frequency Change Received and not yet complete               List to identify actions received but not yet complete               pdox
Request
3.3 Expiration Process
3.3.1 Expiration Renewal Notice                   Renewal Reminder Letters                  Generate renewal reminder letters from TRACS to notify               TRACS
3.3.2 Expired Permit Notice                       Permits Expired                           permittee that expired to distribute to agency staff.
                                                                                            List of permits permit must be renewed.                              TRACS
4 Pretreatment Activities
4.1 Pretreatment Program Audit                    PT coordinator Assignment                 Used to identify and manage staff assignments.                       Excel
4.1 Pretreatment Program Audit                    Received within a specified time frame.   Identify pretreatment actions received within a specified time       Excel
                                                                                            frame for management, EPA, PTT, and other reporting.
4.1 Pretreatment Program Audit                    Audit scheduling                          Report used to schedule audits.                                      Excel
4.1 Pretreatment Program Audit                    Past Due.                                 List to identify past due reports.                                   Excel
4.1 Pretreatment Program Audit                    Complete                                  List to identify complete and final decision (type of cover letter   Excel
                                                                                            to audit report and if enforcement is needed). For for
                                                                                            management, EPA, PTT, and other reporting.
4.2 Pretreatment Categorical Determination        PT coordinator Assignment                 Used to identify and manage staff assignments.                       Excel
4.2 Pretreatment Categorical Determination        Received within a specified time frame.   Identify pretreatment actions received within a specified time       Excel
                                                                                            frame for management, EPA, PTT, and other reporting.

4.2 Pretreatment Categorical Determination        Past Due.                                 List to identify past due determinations.                            Excel
4.2 Pretreatment Categorical Determination        Complete                                        List to identify complete and final decision. For for             Excel
                                                                                                  management, EPA, PTT, and other reporting.
5 Annual Fee Billing (Fee types WMB, BLP, SDP, CWQ, GPW, GPS)
5.1 General Permit Annual Billing and Account Maintenance Processes
5.1.1 General Permit Annual Billing Process       Permit subject to FY annual billing.            List of permits subject to FY annual billing to compare against ARTS
                                                                                                  FY invoice extract file to ensure all permits are billed. (CR data
                                                                                                  issues may exlcude a permit from being selected for an invoice
5.1.2 GP Customer Extract Process                 customer extract                                Basis2 formatted ascii file format.                                CR billing
5.1.3 GP Invoice Extract                          invoice extract                                 Basis2 formatted ascii file format.                               CR billing
5.1.4 GP Adjustment Extract                       adjustment extract                              Basis2 formatted ascii file format.                               CR billing
5.1.5 Billing Address/Name Change                 no report
5.1.6 GP Bankruptcy Notification                  no report
5.1.7 GP Undeliverable Statements                 no report
5.1.8 GP Dispute Request                          no report
5.2 Individual Wastewater Permit Annual Billing and Account Maintenance Processes
5.2.1 Annual WQ Fee Assessment                    Permit subject to FY annual billing.            List of permits subject to FY annual billing to compare against   TRACS
                                                                                                  FY invoice extract file to ensure all permits are billed.

5.2.1 Annual WQ Fee Assessment                    Report for exceptions                           Used to identify permits that are missing data elements           Excel/manual
                                                                                                  required to bill (i.e. outfall with no effluent set or missing
                                                                                                  expected data elements for permit type)
5.2.1 Annual WQ Fee Assessment                    Billing summary for each permit                 Summary for each permit that provides a breakdown of the total TRACS
                                                                                                  assessment.
5.2.1 Annual WQ Fee Assessment                    Summary of permits invoiced                     Used to identify total number permits billed, and from the total TRACS
                                                                                                  permits billed, the number that are stormwater only, inactive
                                                                                                  and that are major facilities.
5.2.1 Annual WQ Fee Assessment                    Report containing permit number, permittee   Used to identify permits invoiced and data used for AR               TRACS
                                                  and customer number, AI RN information and assignment at the time the invoice is generated.
                                                  RN, invoice number, AR and total assessment.

5.2.2 Annual WQ Fee Adjustment/Dispute            Received                                        List to identify received.                                        pdox
5.2.2 Annual WQ Fee Adjustment/Dispute            staff assignment                                Used to identify and manage staff assignments.                    pdox
5.2.2 Annual WQ Fee Adjustment/Dispute            Received and not yet complete                   List to identify actions received but not yet complete            pdox
5.2.3 WQ Billing Address Change                   Staff assignment                                Used to identify and manage staff assignement                     pdox
5.2.3 WQ Billing Address Change                   received and not yet complete                   List to identify actions received by not yet complete             pdox
5.2.3 WQ Billing Address Change                   Outstanding NOD                                 List used to identify applications where NOD response is          pdox
                                                                                                  pending or past due.
5.2.3 WQ Billing Address Change                   processing time fram is past due                List used to identify applications where application has past the pdox
                                                                                                  processing time frame allowed for process type.
5.2.4 WQ Returned Billing Statements              Staff assignment                                Used to identify and manage staff assignement                     pdox
5.2.4 WQ Returned Billing Statements              received and not yet complete                   List to identify actions received by not yet complete             pdox
5.2.4 WQ Returned Billing Statements              Outstanding NOD                                 List used to identify applications where NOD response is          pdox
                                                                                                  pending or past due.
5.2.4 WQ Returned Billing Statements              processing time fram is past due                List used to identify applications where application has past the pdox
                                                                                                  processing time frame allowed for process type.
5.2.5 WQ Biweekly Customer & Invoice             Invoice extract, customer extract, adjustment    Basis2 formatted ascii file format.                               TRACS
Adjustment Extracts                              extract
5.3 Sludge Permit/Registration/Auth Annual Billing and Account Maintenance Processes
5.3.1 Sludge Annual Fee Assessment                Permit subject to FY annual billing.            List of permits subject to FY annual billing to compare against   pdox
                                                                                                  FY invoice extract file to ensure all permits are billed.

                                                  Invoice extract, customer extract, adjustment   Basis2 formatted ascii file format.                               pdox
                                                  extract
5.3.2 Sludge Annual Fee Adjustment/Dispute        no report
5.3.3 Sludge Billing Address Change               no report
5.3.4 Sludge Returned Billing Statements          no report

				
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