VIEWS: 2 PAGES: 94 POSTED ON: 2/9/2012
Appendices 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 1 of 94 Table of Contents Appendix 1: Notes from SWCD Interviews and Visits ...................................................... 3 Appendix 2: Data Dictionary, Map to Forms, and Uses ................................................... 31 Appendix 3: Process Flow Diagrams ............................................................................... 36 Appendix 4: Processes and Tools Used by Other States .................................................. 46 Interview Questions ...................................................................................................... 46 Interviews ...................................................................................................................... 46 Appendix 5:....................................................................................................................... 64 Detailed Survey Results ................................................................................................ 64 Questions....................................................................................................................... 74 Appendix 6:....................................................................................................................... 75 Individual Survey Responses ........................................................................................ 75 Appendix 7: Price Quotes ................................................................................................. 76 Appendix 8: Roles and Responsibilities of Project Team ................................................ 78 Appendix 9: List of Interviews ......................................................................................... 80 Appendix 10: Definition of Terms .................................................................................... 83 Appendix 11: SWCD Infrastructure Comparison Chart ................................................... 92 Appendix 12: Other Commercial Products ....................................................................... 93 Appendix 13: Detail Hardware Price list .......................................................................... 94 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 2 of 94 Appendix 1: Notes from SWCD Interviews and Visits 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 3 of 94 Soil and Water Conservation District Interview Notes Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck Clinch Valley Thomas Jefferson Shenandoah 12- Blue Ridge 12- Question 11-16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 10-07 14-07 Background Cover crops. SL8B, SL8H (cover crop for harvest, SL1 (crop turning into pasture), some SL6 (stream fencing), critical area seeding, SL11, WQ1. SL6 grazing land Mostly regular practices protection. SL8B 8 practices: NM-1 (green form) – just 3 cover crop. (Contract nutrient contractual practices SL8H harvest of management), SL- (pink form), and no cover crops. 15A, SL-8B, SL-8C, nutrient management. Animal waste SL-6 (winter crop SL6 – pasture ground The three that do structures. Have cover). You must cover, covered contractual own their Wide variety of TMDLs on the have an NM-1 to be feeding, stream land. Most farmers Fencing and water BMPs, including Lower Blackwater able to qualify for any protection through lease, and are reluctant systems (SL6). And cover crops, and the Big other practices. SL6 water troughs and to get into contract if cover crops SL8. water, animal River. Was one – variations in piping, forestry. Use they don’t own. Will Some WP4 animal waste. Over on the Upper payment rate some TMDLs see more nutrient waste. A few critical 9000 acres Black water What are the dependant on type of occasionally, but no management as it will area seeding and enrolled in cover Plus a portion set primary cover crop and date one on staff working be required as part of cropland into trees or crops. Both aside for BMPs? planted on any now. SL8. grass (SL1) poultry and dairy. residential. Mostly cattle farms. Beef and dairy. Very large operators Varied leasing a number of The highest topography. Three counties: Suffolk, farms from owners. density of Moderate to Isle of Wight, Surrey. Growing number of animals per acre steep slopes. nd Primarily row corps. horse farms with less in the US. Lots Franklin is the 2 Losing land to educated operators, of hay and largest dairy development everyday. but many are pasture, some county in VA. Used to have chicken considered pets and crops. Large Farms of 100-500 Primary land Pasture dotted with farms and hogs, none not qualified for Mennonite cows. Some use? Crops cows left now. BMPs. (Either two community. pasture, but a lot 2/9/2012 4 of 94 Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 horses on 40 acres or of corn for feed. 40 horses on two All the streams acres.) except one Bay stream dump into Smith Mountain Lake, so a lot of attention to keeping it pristine. 194 records in database since July. Have a stack of cover Abound 10 SL5, crops to enter. 10 forestry, over Usually about 2000 acres of 27 expressed 600 records a cover crop. interest, 23 year. About 100- Employed about completed 150 TMDL. 20 different applications, 16 Some contract practices. About approved, 7 on the practices. And a half of sign up How many waiting list for next number of are TMDL. Most practices did year. The practices 296 tracts representing Technical started but not you 92 applicants, worked are big ticket items – 50-60 farms. About 10 168 applicants. Over Assistance that completed. A lot implement with 70, yielded many require only that are other than $150K in unfunded doesn’t do cost- of residential last year? 2300-2500 line items one line on the form. cover crops. applications left over. share. septic tank work. Fund Allocation Describe Allocation from three One checking Three accounts: Usually know funding Shenandoah what pots that must be account. Everything Operation, CREP, level between Mar & Fund Blue Ridge Fund happens after kept separate. All handed to local BMP. Money comes June, for release on Management Management you receive money is kept in one accountant, and quarterly. Get letter July 1. Take the allocation account and Angie manages the from DCR telling how to applications year TMDL is a Attachment E, of funds. managed by class in funds and reports split it. Six fund round. Usually have separate pot of with a separate QuickBooks? QuickBooks. Use from there. There is buckets that must be a stack of money, and is the attachment for One or many QuickBooks primarily a form that is used to tracked. Chesapeake applications waiting most restricted each fund. checking for check writing and show the farmer the Bay: Contract, priority, until funding is pot. Only applied accounts? a few minor reports. payment, and to base. Southern Rivers: available. Two to certain BMPs. Longer answer at Do you need trigger the payment Contract, priority, base. ways of getting TMDL includes the end of to track the Also need to track from the accountant. About 60% of funds are additional funds: 1) some Appendix 1. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 5 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 source of the local funds, grants, Paid for out of Bay, 40% S. Rivers, but Funds are shifted Urban/Residentia funds and administrative operating expense. get more applications within a region by the l BMPs not in the throughout allocation (the 15%) Three pots: regular, from S. Rivers. The CDC, 2) Statewide manual. The the project Still not sure how which includes land in the county is re-allocation at year TMDL money is life? How do other funds come into operating expense, split 50/50. end. the only money you do it? play. CREP both federal available for and state cost share, Can spend base Four accounts, these. and VA Ag BMP. monies on priority including 3 Money Also can take 15% projects, but not visa Market: Longer answer at from VA AG. versa. Contract money Foundation, Forestry, the end of will be pulled back and BMP. One checking Appendix 1. Although funds are re-allocated to other account into which allocated in July, they districts if not spent. the money is swept can’t be distributed from the MM when until August. They Use Quicken, not needed. take applications in QuickBooks. Tara Jan, and go through writes checks manually. Use QuickBooks. the approval process. Don’t print off a Keep track of four When they get their Quicken report Chuck funds: Priority, funds, they inform handwrites a list and Contract, Base and those approved (final) Tara writes checks. CREP. to begin work Chuck & Kevin hand deliver. Solely rely on As in Northern Neck, the BMP Cost-Share tracking of the Tracking software for progress of the fund management. applicants through the program is done via spreadsheets outside the BMP Cost-Share Tracking software. Referencing The major issue is Angie’s primary need Cover crop has an Need the program to Pretty happy with above, could being able to tell for improvement is a enrollment period 7/1 to automatically track QuickBooks. For the current where they are at any better reconciliation 9/7. Other practices the buckets. Allocate Attachment E, do process can point in time between between the BMP have open enrollment, priority dollars first, Need to be able the P&L from be improved approved, pending, Cost-Share Tracking but…Because cover when that is up, drop to export data Quick Books, with more and spent funds. software and crops get priority, they down to basic. into QuickBooks. then re-enter the 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 6 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 information This is all tracked on QuickBooks. Never won't fund anything info into from the the Progress Report seems to balance. else until cover crops Need a way to Attachment E. districts? spreadsheet. Also, neither the are funded. manage a practice Use Attachment Pipeline green (contract) form with money coming B for TMDLs. report? or anything from BMP from both the priority Again, pretty well (requires that Cost-Share Tracking and the base set up. Franklin un-approved software is suitable to buckets. (split) County does the projects are show the farmer to payroll. It helps. entered keep track of costs So just need to and payments. pay one big check to Franklin County and allocate by project / fund. Discuss technical assistance funding (up to 15% within each allocation Technical category can Budget Assistant is be used). Do worksheet for included with you need to TMDL: Must each of the track work out budget TMDLs and pre- expenditures as each fund assigned. Take for technical becomes the US Fish and assistance? available. Wildlife Technical Is a different Technical Assistance Mike/Donna Assistance up set of data sometimes comes create. Submit to front for BMPs needed to be with the operating TMDL board for variable and captured and Must be shown in Must be shown in budget, sometimes in approval. Must entered into tracked? Attachment F Attachment F BMP. stay within 10% QuickBooks. Is there an easier way to Would like keep track of 15% of the fund automatic Technical allocation goes into the allocation of Assistance operating budget. interest. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 7 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 dollars from each of the allocation categories? Recruit Applicants Maintain a database for a mailing list of all names they have ever worked with. Approximately 2600 records, with separate table for TMDL and Residential. Get lists from the county and cities for residential. Also separate table for cover crops. Note: the "volunteers" still get the newsletter, so want to capture name and address, just not associated with the practice. Need to be able Know how much to send money there will Do you need automated letters be in June. On- a list of Have access to the and develop going sign up. “prospects” FSA list. Have their mailing lists for Big stack of that may be own newsletter twice a Don't have access to letters, contractual forms interested but Getting enough year and send to entire FSA lists. Don't ride newsletters, on the table. did not applicants has never list. Also, have blurb in along in FSA education events, TMDL sign up all apply? been a problem. FSA newsletter. newsletter. etc. year. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 8 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 Press releases, own quarterly newsletter. Annual report. Cold calls and Had 200+ attendees to lots of word of event. On agenda for mouth. Annual Farm Tour days. The Farm To– -- open SWCD will work jointly Limited. Send house on a farm with the Farm Extent postcards for with guided tour. ion Service to present cover crops. For Have a recently at their events. Also Have their own Residential, have resurrected web Announce sign up on will go out and quarterly newsletter letters published site Describe the radio, in newspaper. approach farmers when with 1500-1600 in the local (www.brswcd.org process you Include in FSA they see a need. Very circulation. papers, mailers. ) that is updated go through to newsletter, which occasionally, they Developed the Residential is by a local recruit reaches practically receive an Ag database of names getting bigger. contractor. $114 candidates. everyone. Had cost- Announce in January Stewardship complaint, over time. Put up There seems to annually to host. Advertising? share conference, for program year that and recruit a new posters at feed be a bit of an Events? paid from the 15%. starts in July. In local applicant from stores, supermarkets. issue on how to On line initial sign Send letters, Invited 300, 70 paper, FSA addressing the Trying to get the word manage the pre- up form for etc? attended. newsletter. complaint. out more in Nelson. sort. farmer? Have a mailing list of 2100 farmers, landowners, Query to be able Government to identify who agencies in has done which house built up practice in the over 21 years. What are Currently, as soon as last five years for Had to get tax suggestions an applicant targeting. Also map to determine to make the expresses interest, fill State wide ads. when a practice who lives within recruitment in contact info on Share info across is finished, and each watershed. process more master program year agency lines (FSA ready for the next Very time automated? spreadsheet. info) one. consuming 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 9 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 Each TMDL requires three outreach activities a year. But so far has been no problem getting new participants. Issue: Some people with – -- lots of local straight pipe, knowledge. Know which are illegal, How do you the farmers. Get don't come manage the enough business Running out of new forward. Need requirement from advertising in folks as fewer farmers more money from to recruit papers and FSA are tilling larger farms. local government three new newsletters, which Get new practices as Not a problem. to really get participants everybody in FSA crop land turns into Get enough walk- compliance and each year? database gets. No – not an issue. pasture. in traffic. fix the problem. Data Capture The wrinkle: Initial there is a conversation or separate form for site visit. Another comment: Urban/Residentia Determine type of Data should be tied l BMPs that are practice to farm #, tract #, and covered by the interested in. automatically TMDL funding. Take map and populate new entries. The data on this Quad sheet Also a comment from form is a subset (USDA map) Craig - need easier Determine eligibility Cover crops has an of the contractual which shows the forms for data entry. based on primary enrollment period 7/1 to form. streams. Perhaps he was considerations first. 9/7. Other practices referring to times Almost everyone have open enrollment, System needs to Regular (green) Describe the when there are meets because land but because cover be able to forms are taken process of masses of updates is highly erodible crops get priority, they remember or to the Board for taking an and each has to be (HEL) due to won't fund anything recall annual approval. After application looked up steepness. See else until cover crops data, like a cover approval, they for BMP. individually. process flow. are funded. crop that is are entered into 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 10 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 planted every Allocation Ledger year in the same with all the funds field. separated. The Allocation Ledger is used for tracking implementation. If the amount spent is different then the amount allocated, it’s noted here, and funds are returned to the pot. JC 11-6: All employees in the office can access all systems. Do not Administrative want personnel does compartmentalization most of the data . Sometimes will be entry to reduce technical staff. the chance of Sometimes hand off errors. Staff has to administrator. been in place a Varies by district. year or more, but Note from visit: Craig Rick does all the data the green and is head of office. He entry for tracking pink programs Which SWCD and Dwight do BMPs. program. Division of have too much employees They do the labor. Mo does that is non- can enter interviews, complete mostly field work, Tim standard and data? all the paperwork, does the undocumented – Describe manage the conservation plans. more reliable & what the implementation, and Angie also does field efficient in the different do the data entry. work. Have an Chuck and Kevin, the Emily and Don, the long run to have employees Kathy manages the accountant to keep conservation Conservation one person do al do. money and reporting. books. technicians. Specialists. the data entry. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 11 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 Jack came from a private forestry company where Not eager for laptop, he had electronic PDA. Concern about data entry in the how accessible it field with portable would be up in the data recorders. mountains, but more He is a big so about overcoming proponent. the suspicions of the Would cut a step farmers. Sometimes out. Would be they don't even take Mixed opinions. able to construct Used laptop in the notes on the spot. Didn't talk about estimate right past. Good, but More interested in suspicious there in the field. If you had a couldn't see screen voice - transcribing of farmers until Many farmers are portable when put on hood of recording made on prompted. If data very computer device for truck. Need ability to the way back to the is entered on the literate. Local data entry, record thoughts / Con office. Lastly, like the spot, want the county what all 6 notes on the way office environment for system to provide employees use would you back on long drive Has a laptop, but doing maps, data something back laptops in the use it for? from farm. doesn't use. work. on the spot. field. Have handheld device. Has been a big help in calculating elevations. Also carries a level. Angie Use handheld has a trial version of In the office. GPS to get How do you Terrain Navigator that Have used both points, which is access GIS she uses to pull Terrain Navigator confirmed by the data? technical data. and Toolkit. Toolkit. Name and contract Name and contact language. Today, Discuss what info, farm # and tract clients sign a blank Letter, SL-6 Cost is needed on #, list of practices, form! Everything else Cost estimate Estimate a form and signature line. is added later, sheet. Same for Worksheet (tied available for Similar to letter that is including sometimes payout, see to cost list), Tax printing sent. the farm #. sample in Excel Credit Certificate 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 12 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 Contractual form has too few copies. Because it has to be continually edited; more data needs to be entered each year. So must make copies to continue to provide a copy to the farmer. If the second year of contract varies at all, Don’t use at all for for example, using data. Angie different fields, an developed her own Do you think entire new form. Mo takes Data entry for the all of the data contractual form must notes. engineering elements on be filled out. Very practices are the regular common – i.e. crop Can't transfer the CE Don’t use anything straightforward. and rotation. factor, because they having to do with It's the cover contractual don't use it and animal waste, and crops that are forms For both forms, data because there isn’t Erosion Index (used such a pain! Can continue to entry from the same enough room on the where they don't have spend a whole be necessary form is necessary at regular form! Virgis overlays). day on one for the VACS several different (Should have an landowner. or any District times. Enter contact Never use the automatic check to see Same farmers reporting data, then later the Eligible Estimated if one or the other is year after year, requirements practice specs, then Component Cost input, not both. Or vary but different ? the compliance. (K) by District) fields. What data is Demo from Debbie Check to see if a The manual requires Don’t use Toolkit. Enter info into pulled from and Dwight: Separate conservation plan is that a plan be Ask NRCS staff Toolkit early in the Toolkit? login to the different written. If yes, use that entered into Toolkit. to do the process. Convert How is it components. Each Have good working plan. If not, create a They use the NRCS conservation hand-drawn transferred person is responsible relationship. Joe plan and enter into format, but produce a plan. Use GIS design into into the cost- for updating their own provides a lot of Toolkit. This is all word document that portion to print Toolkit, and share work station. We support. Rick passes Chuck uses the Toolkit is never sent to maps, get green create application experienced one of a sticky note to Joe to for. Prefer Terrain NRCS. form into, UTM. Conservation form? the drawbacks, as we get what he needs. Navigator for other Their NRCS rep Plan with 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 13 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 had trouble logging in needs. Kevin has Now Don, co located made them a quantities, to the Tech’s downloaded maps onto with NRCS in Louisa, template that distances. computer, as it hadn’t his laptop, and will pull uses the Toolkit all includes the data Generally can been updated. that up in the field. the time, and swears they need to be position and Very quick. Likes to by it. able to quickly measure fencing Toolkit provides show farmer right then print maps from the maps some of the and there. Probably without being on necessary tools for doesn't download the Nonetheless, site. Jack conservation plan; updates as frequently need to be able O'Connell is a required for all BMPs as he should. to import and multi-county and fed programs. export data from Toolkit support The main tools used Follow the Northern Toolkit.. and very helpful. are the aerial maps Neck practice – -- Will resident on the local look to see if a Would like server accessible by conservation plan has access both from fed employees. ever been developed the office and in for anything, and then the field. And Will look to see if a will re-use it, even if it is remotely, for that conservation plan a different practice matter. has ever been developed for anything, and then will re-use it, even if it is a different practice There is a contract manager, There are average costs associated with a Issue: Farm and tract number of practices. numbers change as There is a cost farms split. Can't look What other spreadsheet. To get up directly in Toolkit. tools do you it uploaded, must talk Must look up at the Determine use in the to Ron Wood, USDA FSA and see the record They don't have estimated cost USDA Toolkit personnel in charge All Plans developed has changed. Then much interaction with with NRCS cost and how do of Toolkit for VA. by Tim or John, so look up new numbers. NRCS. Maybe 1 or 2 sheet, which, of you use Has been done in are uploaded into Then go back to EQIP per year, 2 course, works them? CO. Toolkit Toolkit. CREPs in 4 years. just fine for them. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 14 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 A comprehensive list of all farmers who have ever participated. It is a living system, tracking participants They have a copy of from year to year, vs. ArcMap provided by BMP which just NRCS. Does tracks participants in everything the Toolkit the program year. does, only much faster since not on Numbers must be the network. On one pulled from the WQI computer. May be maps hung up in a able to buy under the corner. Maps from NRCS contract, and 1994 or earlier. So, would cost $1-$2k. once this number is Hydrologic units. Can also use the entered for a These are set by Web Soil Survey, but What else in particular plot, never DCR, and don't prefer Arc Maps / the Toolkit? changes. change much. Toolkit We haven’t There are forms for Three forms to talked about NM that show the get started: LOA all the reduction in nutrients from farmer to ancillary applied to the fields. allow district to forms – for See further access NRCS instance, discussion under information “Certification “What else needs to (maps), Cost- Farmer gets from an be captures?” Share/Tax Credit specs, including Agricultural immediately Agreement - cost estimate, Best following. Since more legal letter including Management these are required by language on top space summary Practice the practice, could be of regular (green) and itemized part Implementer captured. Reflect form, list and payment that a Tax what is done now, There are no other Environmental calculation, copy Credit Will what is committed to forms from the Evaluation, of regular (green) Not Be be done, and if it was manual. Of course, Request for form. There is Utilized” for done as planned. No other forms are they use their own Cultural too much info on practice SL- used ranking sheets. Resources the regular form! 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 15 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 8H, and the The forms are used Review anytime forms for other purposes. ground is broken, necessary to Different practices Operations & report require different Maintenance nutrient forms. In some Requirements for application cases, the landowner Waste Storage for practices is required to have a Facility, and Ag NM-3B and plan. District must Waste NM-4 verify that the plan Management was completed. System Plan. Some forms are Forms requiring electronic, some are signature of the paper only. Would farmer include be good to link to the FSA Release forms needed by Form, AW practice. Agreement, Conservation Plan, AMSP, OM, Payment Statement Manual states that must follow the NRCS guidelines in implementing waste mgmt program -- so use all the supplemental NRCS forms. Load all these requirements into the system. By NRCS standard, each standard has a document, and a practice is 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 16 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 comprised of several standards. Need to be able to build a final document of all the standards employed in a practice. Need a checklist of ancillary documents by practice. Also a checklist of activities by practice. Need tickler file attached to record to send notice when something is due. Dwight felt strongly They have set up an Shenandoah: that for the nutrient Access database with There needs to be a way to capture management a form for contact information on voluntary practice that practices, empirical info, another page for are either not up to spec, or for which data on the amount BMP data. In this there is incomplete name, address, of nutrients on the database, they also and farm location information. There fields, measured as a Need a way to be able track riparian buffers, is great sensitivity among the part of compliance, to enter the acreage erosion and soil Mennonites to share information with should be captured. Soil data captured that is early or using a programs. They don't the govt. Also, testing of from higher paying cover capture all the streams. websoilsurvey.nrcs.u crop. So can easily information they Need the few TMDL fields. H’re's an sda.gov. Must track the different gather either in the interesting fa– -- Column W captures Mixed feelings from navigate by roads, categories of Access database or different information for different What else Stephanie and Craig. not the UTMs. I test– payments-- get a bonus in the BMP Cost- practices. Number of animals, type of needs to be Stephanie admitted it d - slow, like I guess for early planting, Share Tracking animals, linear feet of exclusion. captured? would be nice to all USDA sites are. another bonus for rye. software, but that's 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 17 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 have. Techs had OK. Need to add rules so that when concerns about entering a practice, you receive notice having time to police that the practice is a one time shot – -- even though part and farmer has already applied or no of compliance today. till is applied. May need more Need the WQI and HEL to be distinction between digitized. Should not have to have field testing and overlays. stream testing. This includes one of the Need the lifespan appear supplemental forms automatically, associated with the for the NM practice. BMP. System should be able to confirm the watershed in the topo maps, and should all topo quad. Should look to capture all the data that the SWCDs use. Need to electronically capture the Con 6 notes. Need to automate the sizing forms. They use ones created by NRCS. There are calculations on there that could be automated. Animal waste requires more paperwork, such as the separate agreement an the animal waste system plan NRCS develops the The average costs for Use the NRCS codes for each construction used to guidelines for costs. component of a be based on region, Could use anything, Forms on forms. practice. Of course, but is now averaged but likes using NRCS Don't forget the Other notes the components are across the state. because state and Cultural impact on NRCS / not necessarily Because of the federal offerings will and federal required by state rockiness and be based on the environmental systems practices on a hilliness, they feel the same costs. Still impact 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 18 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 practice by practice averages under-cost using the old, region basis. Debbie didn't their projects. specific cost list for convey much Particularly wells. the remainder of this demand for any of year, but plan on the data gathered implementing the from the practices on new one for next the state side. year. Terrain Clinch Valley: Navigator: Terrain Navigator is an application that was used in the past to do topo maps and calculate length of fence needed, etc. It is not CCE What is it and compliant, and use was discontinued when they switched to all CCE computers. Angie still uses the trial version on the Terrain Navigator what is it website to do quick calculations. If the customer needs a map, must go to Toolkit because can't printout professional maps from the trial used for? version. Terrain Navigator maps and Toolkit maps look the same. RUSLE II, EQUP and WHIP are NCRS applications? Do you use Clinch Valley: them? How? Revised Universal Soil Loss Equation - Must gather numbers for slope, est. slope length, % ground cover, soil type, avg. rainfall Ranking BMPs Approve as they go. Don’t rank until they become very limited on funds. Then they use the CE factor -- but really, they just hold the SWCD created the Board prefers SL1 and application until ranking worksheet. cover crops. All cover funds become Each year they set crops are approved, available. Not the points before any and what money is left entered into the ranking begins. The over can fund other BMP Cost-Share How are the DCR approves the practices. So all of Tracking software secondary ranking criteria and Southern River monies until the following consideration the points. Then go to cover crops. year when s SWCD applies the don't really use the CE approved. Have determined? points and ranks. factor. Don't use CE factor had to rank in 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 19 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 prior years, and cover crops are coming very close. TMDLs are not ranked. Have been successful Use three at getting more worksheets. Not all TMDL funding if of the data is the budget is captured in the exceeded. Very tracking program. important to track Developed last year. expenditures, Will try to combine less important to into one later this rank. Use CE They have fairly loose year. Data captured factor, guidelines for base in Access Database? watershed, and How is the programs. Closeness Struggling to find a number of value of the to drinking water, way to compare animals when practice Formulas specific to Cost estimate reservoirs a big conservation value ranking of BMPs calculated? practice. worksheet consideration. across practices. is necessary. Top part of regular Monthly board form is filled out. meeting. Do an Practice entered onto A practice-specific extensive a ranking form is filled out, monthly report. Discuss the spreadsheet. CE which applies All practices that process that factor is used as the numerical value to need to be the SWCD secondary factor, and several components. approved are goes through is calculated. The practices are listed. They use to rank Spreadsheet sorted entered onto a Have lost directors over Lots of practice up their money, practice by CE factor. A spreadsheet and cover crop. Don't have specific forms to but no really applications. summary ranking done within enough money to cover capture necessary to rank What are the spreadsheet is each practice group. all the applicants. dimensions, now. Needed to secondary presented to the The overall list is There is some rancor costs. A lot of rank before when consideration Board, with the submitted to the over not qualifying. calculations that money was more s? What detailed, very large, Board monthly, with Think that means state could be limited. Have forms do you spreadsheet as the individual forms primary considerations, automated. Use one year to get use? backup. This as backup. not secondary. NRCS forms. the money out 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 20 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 process was created and into by Kathy when she practices. Have started working there been getting a couple years ago. enough money with the TMDLs. Approvals come in batches after a board Need to have a meeting, especially checklist, and during the shorter reminders from window for cover crops. the system. Would like a way to Custom by check approval in the practice. System BMP Cost-Share should tell what Tracking software NRCS specs are without having to pull necessary. The up every application. NRCS sizing For instance, a screen worksheets Comment on listing all un-approved From Peaks of Otter: should be loaded any applications with little Ability to select for WP-4, WP- improvement information, and a records by approval 4C, Beef, Liquid s needed in check box. Maybe status and budget and Winter the current select by status and category (priority, feeding process. practice. base, contract. worksheet. Surplus report: Stay on the spreadsheet. Since many of the practices involve construction, they can come in under Hold the application budget. After the until more funding is practices have been Occasionally a available. At the end Carry over into How do you completed, any producer will re-apply in of the fiscal year, next year. Don't treat money left over from the following year. contact the farmer to enter until applications budget surplus is Must start the see if they want to re- approved. Just that aren’t allocated to the next application process apply. Must re-enter hold paper forms approved? practices in line. from scratch. into system. until next year. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 21 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 After projects are installed, cost savings may be realized. Happened this year, and two What additional projects happens if could be funded. more funds They are seen on the Approve the become allocation pending available? spreadsheet. applications. Managed manually Some practices between Craig with TMDL are (SWCD) and Debbie over $50,000, but (Federal). $50k cap they can and do applied to state & fed Angie discussed how escalate to funds combined. the contract language Richmond for Craig is aware that on the regular form approval to go this could be an issue specifically mentions over the limit. between districts how districts will Also need when participants share information, approval by the have practices and that warning local board and approved in more serves notice to be the CDC. Send than one districts. careful. There are everything Catching would be multiple caps. There electronically. strictly manual, by are also practice Don't have many calling the District specific caps, such farms that Manager in the other as $10k for no till, overlap districts and finding some can be applied $25,000 cap in Peanut. boundaries, out what has been each year, some only because the applied for/accepted once, some have life Run a report in BMP Manual look-up. district is defined in that district. Not spans and can be re- Cost-Share Tracking Can be painful. by geographic sure they have applied after life span software and download features like actually enforced. is up. Need triggers into a spreadsheet, Ability to check Smith Mountain in the database that then sum by farm. Ask the $50k cap, as Lake, the NC Two stage approval warn you when caps farmers if they farm in they enter border, the Blue How do you process -- approve are being reached, other districts, and call practices Ridge Parkway. manage the practices based on when life span is up, the conservation throughout the $50,000 cap? CE factor, then re- etc. specialist. year. Issue: The dairy 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 22 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 sort the Progress herds are getting spreadsheet by bigger. SL6 has applicant to check for to be applied to cap within the district. an entire tract. Can easily There are multiple exceed caps. There are also $100,000. If a practice specific road goes caps, such as $10k through the land, for no till, some can must have two be applied each year, wells, more some only once, fencing, etc. some have life spans and can be re-applied Issue: Having after life span is up. enough Need triggers in the contractors in the database that warn area to get the you when caps are fencing done in being reached, when the amount of life span is up, etc. time available. Need some flexibility in carrying over funds into the next year. Need it to be more like 50% - 70%. Implement Practices / Validate Practices / Pay Cost-Share All practices, funded All farms visited Would be good to All practices that and unfunded, throughout the have the NRCS need to be tracked on the big implementation of a requirements for approved are spreadsheet. Data is practice. Mo likes to each standard listed in a ledger. entered into the visit every other day laid out. To be Use that to track regular form, the big through construction. able to construct through Describe the spreadsheet, and the a contract for the completion. process for BMP Cost-Share Usually multiple farmer. When completed, implementing Tracking software components to turn over to Pat a practice. throughout the life of practice, requiring Need forms that for payment. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 23 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 the project. multiple visits and calculate the After payment, certifications entered costs based on entered into BMP The rules for visiting on green form. cost sheets and Cost-Share a farm vary by formulas. Need Tracking practice. (Spelled out to automate the software. on page 38 of the worksheets. BMP Manual.) Some require visits for approval; some are not visited until after approval. Need a customizable A letter is generated template for A letter is generated using the ranking approval letters. What is the using the ranking spreadsheet as input Should be able to process for spreadsheet as input for names and generate Write letter informing the for names and addresses. One for approval and manually, and applicant? addresses. One for approvals, one for cancellation send with maps Forms, approvals, one for denies. Angie does letters in an and tax credit letters. denies. this. automated way. amount. The technical review. Again, only the basic name & address is Everything is If the total estimated captured at first. captured in a folder. cost changes, adjust it What Then, as the project Make copies of the on the regular form. If additional evolves, more data receipt, They keep approved, change the Need a follow-up data needs to added. The the original, Feds get amount approved. Add report that comes be captured regular/contractual a copy on joint cost- a comment. Change in out 30 days prior and how is it form is the key-- it is shares, and client the BMP Cost-Share to completion done? touched many times. keeps a copy. Tracking software. date for follow up. Allow approval to The cycle of data be done on line in How is data entry is the same as A WQ10 tax credit is the application. captured the life span of the only eligible for two For their level of when a practice years. There are no job approval practice must implementation, automated checks – the authority. Allow be validated? about 6-12 months techs must remember.. the NRCS to 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 24 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 certify a practice, and approval by the other agencies such as DOF, VDH, Describe the steps in paying the Write the checks from Manually write cost share. QuickBooks checks. Spot Checks Get list from DCR. Deloris pulls green Brian, the CDC, emails forms and folders. the list for farms to do Send letter. Folder the check. About five contains maps that or six. Done once a were printed earlier. year. Brian and Kevin Enter into own perform. Manually access database. DCR provides list. generated letter from Entered into BMP Farmer informed via Tara informing farmer tracking. Noted on What is the letter scheduling visit. of pending visit. pink and green forms. process for Spend an average of Manually generated Captured in conducting a 1-2 days doing spot letter from Tara assistance notes. spot check? checks. informing of results. Send follow up letter. Didn't discuss Didn't discuss. Chuck and Kevin do the How are the spot checks on their results of the own. Look at cover audit crops. Take stack of Ability to captured? Separate form - didn't regular forms and maps complete the spot What is the get copy. Client gets when they go out in the check process follow up letter informing of field and look them If small, phone call to from the field. procedures pass or fail, and time over. Take notes on check. If large, will Data entry on the for audits? to remediate if failed. regular forms. visit again. spot. Didn't discuss. What is the percent of practices that “fail” their audit? What procedures are followed in this case? Are those practices subjected to further audits? Who is responsible for identifying Not many. Didn't discuss Didn't discuss. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 25 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 projects that have not been started and / or not completed and canceling? How is that done? How could it be improved? Reporting / Querying / Financial Management TMDL report-- Emily reconciles their almost all the own Access data is available database with the in the Ag BMP tracking report and Cost-share QuickBooks. BMP Tracking does a calculation for applications. approved estimated Don't understand payment, generally why the report actual cost * 75%. can't be pulled Can't approve more from them, and than 75%, but can only add the Submit and do approve less. missing bits. Attachment E for The automated Lots of duplicate BMPs and B for financial report takes data entry. Need TMDLs. Have it from this field, so it name of impaired well set up, and messes up. Plus, water body, OK with the there is a rounding number of system as it is. issue. It can be animals Must also submit overridden now. ’It's excluded, type of a narrative and an even bigger animals, spreadsheet Describe problem with the explanation of covering the Quarterly and cover crops and the type and linear number of farm Annual bonuses. So they feet of exclusion, visits and number reporting gave up using these which may be in of fields obligations. reports. column W.I33 surveyed. How do you Use the Progress The Cost-Share Tracked on excel capture Report Spreadsheet Incentive Payment spreadsheet. changes to show adjustments Worksheet captures between as they occur in the estimated and final Many variations estimated practice applications. costs. It is due to TMDL. and final The BMP Cost-Share summarized in the Need budget payments? Tracking software BMP Applicants reports to tie to 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 26 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 does not allow spreadsheet, and Tracker. change to be entered reflected in the Typically without wiping out the individual Payment incorrect. original request. Worksheet that goes Kathy adds new to the farmer. columns to the PR so changes can be seen. Print the QuickBooks Report of payments Is there any by pot. The QB is the reports drawn bible - reflects the from checks written. QuickBooks? Check line by line If you don’t Reconcile the BMP against the BMP use Tracking Program with Tracking system. QuickBooks, Quicken for the Check against the how do you quarterly reports. balance in the bank. report Amazingly, usually not Change entries on financials? a problem. the tracking report. No TMDLs, and the associated Fed funds, come with Don't want manual Ability to pull out by stringent Quarterly reports regular & contractual field. Need ability to additional usually match up. forms -- want Many farmers have 40- query historical data. reporting computer generated 50 tracts, and bring all Need to query by obligations. Must Issue: Approvals output to share with in. Need to be able to status of approval, track tame and over $50,000 producers. print a map after actual amount expenses and ’can’t be entered assessing the farm, to approved, status of allocate back. because not Need to be able to show farmer next year payment, geography– See funds. allowed. So must see what is which fields qualify and -- by county and by Tracking sheet do workaround. approved, what is which do not.. Also a watershed for each Need ability to spent, what is sheet that shows how watershed for capture that pending. A main many acres / tracts Simple output report mileage, approval has Are there function of the giant qualify. Could be able for producer. Multiple expenses, and been given for other reports spreadsheet– -- The to do in Toolkit, but signature blocks, time. Plus the higher payment, needed? Progress Report don't. farm ID, contact info. additional and allow entry. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 27 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 reporting due to DCR.I8 Need a report showing where practices are in their implementation schedule– -- those about to be completed in 30 days, 15 days, etc. Need report showing who has worked on what in each quarter by status, fund type, and date. List all the governing bodies that need to Must report to each receive locality and to various Local governing information, funding bodies– -- bodies need and get thus the need to budgets, but are samples. report by watershed. not detailed. Would be nice to Need to What other have interest automatically reporting The BMP Cost-Share separated into the generate the capabilities Tracking software is different pots. So 1099-G form. do you need? never accurate when have a screen where Standard in all Which are the it is most needed, at the user can set the districts. Need to fields of data the beginning and % of interest, fees only produce for that should end of the year. that are allocated to total annual be able to be Need a system that each pot. payments over queried? constantly updates $600. Also need Sorted? and ties to their Note: there are two to generate the Drilled down? records places on the tax credit 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 28 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Northern Neck 11- Clinch Valley Thomas Jefferson Shenandoah Blue Ridge Question 16-07 11-19-07, 11-,20-07 Peanut 11-26-07 11-29-07 12-10-07 12-14-07 tracking report where certificate and you enter the cover letters. payment on Screen For farmers, 4. There is no need a cost validation -- the estimate numbers don't have worksheet, to match. Report variable by takes from the first, practice. And leading to errors. A payment suggestion from the statements, annual meeting was similar. to enter the amount twice, with validation, Selectable fields as a way to decrease for queries. errors. Additional Detail From Fund Management: 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 29 of 94 Yellow highlights represent comments that should be validated before translated into requirements. Shenandoah Fund Management Take applications and distribute funds year round. There are two checking accounts, operational and cost share. Cost share includes four buckets: BMP, Cooks and Black River TMDL, North River TMDL, and CREP. Next year, there will be a fourth as a new TMDL fund is added. BMP is divided into base, priority, and contract TMDL is a separate pot of money, and is the most restricted pot. Only applied to certain BMPs. TMDL includes some Urban/Residential BMPs not in the manual. The TMDL money is the only money available for these. TMDL is based on watershed, and there are different eligible BMPs for each watershed based on the TMDL plan for that watershed. Based on managing the type of pollutant found. A TMDL plan is written once, and doesn't change. There is a new TMDL plan in the works, yielding the fourth fund mentioned above. In addition to managing the TMDL cost share funds, TMDL related operational expenses must be split out by the different TMDL watersheds. All time and expense must be allocated. Operating expense is divided into local, DCR and Federal/TMDL, with each bucket containing both operating expense and technical assistance. There are 6-7 different legers. Even Admin must allocate her time. Still not enough? Here's two more: Urban BMPs are coming! Rumor of a new manual devoted to urban practices coming soon, and a new pot of money to manage. And the state and Fed/TMDL fiscal years are different, so money becomes available at different times of the year- July for State, Jan for Fed. Blue Ridge Fund Management Get a lot of money from US Fish and Wildlife for particular TMDL. Complete separate, not entered into the BMP Cost-Share Tracking software. Blue Ridge has one Bay stream, the rest are Southern River. So have to track the two TMDLs, and Bay and Southern River splits for the base, priority, and contract funds. Track through QuickBooks and the quarterly reports. Attachment E, with a separate attachment for each fund. Track the two TMDLs differently. For Blackwater, track personnel and administration separately. For Big River, track the personnel and admin together. One total salary charge to each Blackwater and Big River, so whole timesheet. For the BMPs and Upper Blackwater, track time according to a budget, so actually fill in the timesheet according to the budget, don't track actual time. For expense, charge to the project for each invoice. Plus, admin - must allocate some of the time. Varies by TMDL. Use the TMDL funds first. But do have farmers that use both, because a practice might not be covered under TMDL. Do have to meet the $50,000 cap on the total cost share across the fund types. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 30 of 94 Appendix 2: Data Dictionary, Map to Forms, and Uses Green/G, Pink/P, Both/B, DCR Field Field Not in Gen'l Key Key Data- Ambly on on base/NID, Rpts EPA Green Pink or New C-S & DCR EPA 319 Form Form Field Name Field Description Field TC Acctg Bay TMDL CREP SWCD NRCS Application request date (date application APREQDAT initiated) B Estimated cost-share ESTCSTSH payment ($) B COCODE FIPS code B Measure units of extent EXTREQUN requested B old 14-digit Virginia HYDCODE hydrologic units B PRACSTAT Practice status B Record number in database (for example, RECNUM record num B UTM zone (zone 17 or ZONE 18 in Virginia) B FSA farm operator A A FSAFRM number B X X X State Cost-Share AA Y CSTSHPMT payment ($) B X X X X X Program type (DCR AC PROGTYPE funding source) B X Form ID-number printed AE AE FORMID in upper left corner B AF AF Program Year Not in database B AG AG FIRST First name of participant B X X X X X Middle initial of AH AH MIDL participant B X X X X X AI AI LAST Last name of participant B X X X X X AJ AJ ADDR1 Address B X X X AK AK CITY Address city B X X X AL AL STATE Address state B X X X AM AM ZIP Address zip code B X X X Telephone number (for CREP CP-21, CP-22, AN AN PHNUM1 and CP-23 B X X X AO AO FARMID Farm Tax ID number B X X X X X Participant's social AO AO SSN security number B X X X X X County practice is AP AP COUNTY located in B X X B B FSATRK FSA tract number B X X BA BA ATHDIDAT Authorization date B X X Date practice is signed off on by participant BJ BJ PRACDT1 (com B X X X Practice certification BL BL PRACDT2 date B X X X X X BP TAXCRED Tax credit amount ($) B X X X C C FLDNUM FSA field number B X X 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 31 of 94 Green/G, Pink/P, Both/B, DCR Field Field Not in Gen'l Key Key Data- Ambly on on base/NID, Rpts EPA Green Pink or New C-S & DCR EPA 319 Form Form Field Name Field Description Field TC Acctg Bay TMDL CREP SWCD NRCS D D DSWCSPEC Virginia Ag BMP code B X X X X X X E E EXTREQ Extent requested B X Plan date (farm, nutrient management, etc. F H PLANDATE plans) B X X Virginia 6th order G F VAHU6 NWBD hydrologic units B X X X X X Extent technically I L TECHAUTH authorized B X X Sheet and Rill Erosion Reduction (from L M EROSRED RUSLE2 equation) B X X Gully Erosion Reduction (from RUSLE2 M N GROSRED equation) [to B X X N O DISTSTR Distance to stream B X X X O P RELSTR Relief to stream B X X X USGS 7.5 minute P Q TOPO quadrangle name B X Q R EI Erosion Index (VIRGIS) B X Water quality index Q R WQI (VIRGIS) B X X R S ROWUTM Row UTM coordinate B X X X X S T COLUTM Column UTM coordinate B X X X X X T U CEFACT Cost-efficiency factor B X X Amount ($) approved by U V AMTAPRVD SWCD B X X X X X W W XTNTINST Extent Installed B X X X X Y X ACRSBEN Acres benefited B X Z TOTACST Total Actual Cost ($) B X X X X X Check number of 2nd DISTPMCK2 payment check G Cost-share payment adjustment amount ($) - DISTPMAP2 2nd pay G Date of 2nd payment, if DISTPMDT2 one occurs G FR-1, FR-3 hardwood HWARCES acres authorized G FR-1, FR-3 pine acres PINEACRES authorized G FR-1,FR-3 hardwood HWINST acres implemented G FR-1,FR-3 pine acres PINEINST implemented G Liquid animal waste? AWYN Yes --- No? G Owner or Tenant (no longer used - field held OPERSTAT for b G Read only flag to allow multi-user data access READONLY record G 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 32 of 94 Green/G, Pink/P, Both/B, DCR Field Field Not in Gen'l Key Key Data- Ambly on on base/NID, Rpts EPA Green Pink or New C-S & DCR EPA 319 Form Form Field Name Field Description Field TC Acctg Bay TMDL CREP SWCD NRCS SL-8B early planting EPACRES acres authorized G SL-8B early planting EPINST acres implemented G SL-8B rye planting RYEACRES acres authorized G SL-8B rye planting RYEINST acres implemented G Source of additional SOURCE cost-share payment G Spot check date (not on date entry form in SPOTCHK tracking G Tax credit amount for 2nd payment, if one TAXCRED2 occurs G Cost-share payment AB ADCSTSHR from other sources ($) G X X X AD PRACYRS Practice design life span G X X X X Animal Type (animal AQ ANTYPE waste practices only) G X X X Waste treated (animal waste practices AR WASTRET only)[tons G X X X X Number of animals (animal waste practices AS ANNUM only) G X X Expiration date (practice AY ATHXDAT completion target date) G Authorized (approved) AZ AZ AUTHAPR by SWCD Director G X X X Carryover granted to BC ATHXTDAT date G Comments about BMP BG BG COMMENTS implementation G Line number of practice record on Ag. BMP c-s BH RECNO request G District payment amount BM DSTPMAP (check amount) ($) G X X X X SWCD Practice Payment or Completion BN DSTPMDT Date G Check number of BO DSTPMCK payment check G X X X J TOTESTCO Total Estimated Cost G X X K COMPCOST Component cost G X Tax credit amount ($) V TAXCREDAPP approved by SWCD G X X Average buffer width (for buffer practices X AVGBWID only) G X X X Name of Impaired Water Body New X X 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 33 of 94 Green/G, Pink/P, Both/B, DCR Field Field Not in Gen'l Key Key Data- Ambly on on base/NID, Rpts EPA Green Pink or New C-S & DCR EPA 319 Form Form Field Name Field Description Field TC Acctg Bay TMDL CREP SWCD NRCS NRCS Component New X NRCS Component Measure Name New X NRCS Component Measure Value New X Number of Animals Excluded New X X Post- Implementation Land Use New X Pre- Implementation Land Use New X Units Extent Requested New X Animal Type Excluded New X X Statement of Technical AW Missing5 Need Comments NID X Authorization contract BF Missing10 complete date NID Statement of Technical AT AT Missing2 Need Reviewed By NID X X X X X X Statement of Technical AU AU Missing3 Need Date NID X X Statement of Technical AV AV Missing4 Need Title NID X Authorization Approval AX AX Missing6 Checkbox NID BB Missing7 Carryover authorization NID SWCD Director BD Missing8 Signature for Carryover NID SWCD Director BE Missing9 Signature for Carryover NID BI BI Missing11 Participants Signature NID H Missing1 NID X X X X Ag BMP contract CNTRCT number P CONTXDAT contract expiration date P Contract Year 1 projected payment (per AA CTRT1PRJ contract) P Contract Year 2 projected payment (per AB CTRT2PRJ contract) P Contract Year 3 projected payment (per AC CTRT3PRJ contract) P BMP implementation BG COMMENT comments P 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 34 of 94 Green/G, Pink/P, Both/B, DCR Field Field Not in Gen'l Key Key Data- Ambly on on base/NID, Rpts EPA Green Pink or New C-S & DCR EPA 319 Form Form Field Name Field Description Field TC Acctg Bay TMDL CREP SWCD NRCS Line number of practice record on Ag. Contract BH FORMLNNO BMP P BQ TCDATE Tax credit date P SL-8C early planting I EPACRS acres authorized P SL-8C rye planting J RYEACRS acres authorized P SL-8C same field planting acres K SFLDACRS authorized (contra P District payment PD DSTPMTY1 contract year 1 P District payment date PE DSTPMDT1 contract year 1 P District check number PF DSTPMCK1 contract year 1 P District payment PG DSTPMTY2 contract year 2 P District payment date PH DSTPMDT2 contract year 2 P District check number PI DSTPMCK2 contract year 2 P District payment PJ DSTPMTY3 contract year 3 P District payment date PK DSTPMDT3 contract year 3 P District check number PL DSTPMCK3 contract year 3 P voluntary acres (unpaid Z VOLACRS but implemented) P 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 35 of 94 Appendix 3: Process Flow Diagrams The process of implementing a BMP from start to end is documented on the following pages. The steps shown are necessary for all SWCDs to put gather the data for a Cost- Share application, complete the necessary paperwork, and implement the practice. The steps may not occur in this order for all Districts. In some Districts, data entry into the BMP Cost Share Tracking Application occurs before the practice is implemented, in most, it occurs after the practice has been paid, or at the end of the quarter. These diagrams are more useful in capturing what processes Districts need to perform, and showing which can be affected by automation. Contents 1. High level, as shown in document 2. Fund management 3. Recruiting 4. Initial contact data gathering and input 5. Conservation planning data gathering and input 6. Calculating costs, begin ranking 7. Ranking and approval 8. Implementation of the BMP 9. Pay cost share Throughout the process flow, the eliminating of data entry Yellow duplication and processes that can be automated are highlighted represents a in blue and yellow. process that can be automated Blue represents where data entry duplication will be eliminated A legend showing what each shape represents is also on each page. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 36 of 94 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 37 of 94 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 38 of 94 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 39 of 94 Initial Contact Process Flow for BMP Implementation Producer calls, visits office Document Conservation Tech assesses qualifications Qualification = Meet primary considerations. Primary considerations may change annually. For 2007: Technical Enter farm, · WQI of 5+ or 1/3 HEL and EI of Qualify for Assistance / location and NO 8+ BMP? Voluntary practice data, · TMDL segment, or upstream Practce notes · High randed hydrologic unit (ranked by SWCD by county) YES · Conservation plan for field NO Print LOA for Participant has Provide participant to FSA data? Assistance sign YES Obtain Form 1026A, maps, Farm Data enter and Tract #s participant tax id Retrieval NO of Participant data participant established? Enter participant data data YES If the participant is new, name, contact data, tax id, and farm Check ToolKit / number is entered into the database one time. folder for Duplicate data entry Conservation Plan for each practice will Yellow be eliminated. represents a process that can be automated Conservation Plan exists? Blue represents where data entry duplication will be eliminated YES Use existing NO Plan 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 40 of 94 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 41 of 94 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 42 of 94 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 43 of 94 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 44 of 94 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 45 of 94 Appendix 4: Processes and Tools Used by Other States Interview Questions · Do you have a state funded Agricultural BMP Cost-Share Program? · What is the dollar amount committed this fiscal year to the program? · How many BMPs do you have? What types? · Do you use the Soil and Water Conservation Districts to deliver your state Cost- Share Program on the ground? How many districts are there? · Do the SWCDs authorize the expenditure of cost-share dollars? · Has your funding level been steady, increasing, or decreasing? What do you anticipate in the future? · Do you track the practices with a database / data capture system other than the USDA/NRCS system? · Do you anticipate making any changes in how you track? · Who do you have to report to? · Can you tell me about the system you use? Is it an off-the-shelf package for conservation programs, or did you develop it in-house? What are the main benefits that your system provides? What would you like to change? Interviews Martin Joyce, OH Tim Ogg, MN Jack Knorak, MI Michelle Esh, MD Ken Struemph, MO Dave Williams, NC Brian Steinmuller, NY Steve Colman, KY Jim Nance, TN Brent Dykes, GA Pam Russell, WV Adrien Barber, AR Brad Spicer, LA Jim Sadley, NJ Michael K. Brown, DE Jill Richters, NE Von Snelgrove, SC Mike Rahe, Alan Gulson, IL Other Interviews Bill Norris, Onslow Co SWCD 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 46 of 94 Martin Joyce December 15, 2007 Ohio Department of Natural Resources Division of Soil & Water Conservation Administrator 614-265-6684 Martin.Joyce@dnr.state.oh.us 2045 Morse Rd, Bldg. B-3 Columbus, OH. 43229-6693 614-581-4314 Ohio selected Cengea product to manage their BMP Cost-Share Tracking program. Martin is very pleased overall with Cengea. He manages the project implementation from day 1. They started deployment in June 2003. They are on the third release, released in October 2007. There are 88 SWCDs, contiguous with county boundaries. Rolled out one by one. Last one to be trained on Dec 16, 2007. Martin did all the training. There are two primary sources of funds: County commissioners pay 50% of operating budget. The other half comes from the state. Decision making is autonomous. The OH SWCD Commission sets policy for the districts. It was mandated that they have to use SWIMMS this past year to continue to receive funding to force compliance in using the system. Prior, use was optional. They have similar positions to the state CDCs, but have two types: engineers provide staff training, and resource manager provide BMP training, pollution plans. People are retiring, and not being replaced. The Cengea system addresses all aspects for the BMP Cost Share program: · Providing services · Reporting on outreach, education, marketing · Time sheet module to allow times to be charged back to practice, education, outreach · Pollution complaint · Query builder – can access time sheet info, too · Water quality monitoring · Fund manager for local grants. Can tie to specific projects. Can use for education and outreach. Staffs from the state office and SWCD supervisors were involved in the development. Cengea spent a week in the Central Office (state level) to develop requirements with staff and district supervisor representatives. The need for the time sheet module, which was the first module released, came out of this meeting. Has had a good relationship with Cengea from the get go. Cengea is very responsive and open to change. They listen and react to needs. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 47 of 94 It has been a drawn out implementation because Martin is the only person to train and implement in the Districts. The benefit of the slow rollout is that he has been able to make changes to the program along the way. The latest release was tweaks in the Timesheet, which is the most used module. The next planned changes are to upgrade to 100% internet based, vs. client on the districts PCs. They have not focused on data capture in the field. Cengea is looking at capture technology, but it’s not part of the OH work at this time. Biggest hurdle was the funding. The next is getting people to use the program in the method that would deliver the biggest bang. Being solo on the project limits the amount of assistance he can provide to the districts. Doesn’t have a sense of how deploying the Cengea solution improved efficiency. More interesting in tracking practice installation and education / outreach. This is the first reporting tool that OH districts had. Used NRCS reporting tools prior. Tim Ogg January 14, 2008 Minnesota Dept of Water and Soil Resources 615.297.8024 520 Lafayette Road North St. Paul MN 55155 Minnesota contains 91 SWCDs in 87 counties. SWCDs are mostly collocated with USDA offices. Where that is not so, they are located in county offices. The total amount of available funds is about $2 to $3 million per year, giving each district about $10,000 - $20,000. The state legislature granted one time funds in addition to that from the past two years, and they are looking to make that permanent. Districts do use Toolkit as well There are also 319 grants in Minnesota, but they are managed by a different agency, Pollution Control. Even though there are two separate agencies, they share the Cengea application – both use it to collect data and report on progress. Tim is responsible for the system for both agencies. Tim began working with Cengea/Linnet since the late 90’s. Came to his attention from a SWCD that used some Linnet capabilities. He began discussions with Linnet, found that what existed couldn’t do what they wanted. The application that became Watershed was developed to meet MN’s need to replace their existing, central reporting system which required SWCDs submit data annually on disk. The application, called Elink, was developed in VB6 with a thick client. It is organized around managing funds, distributing BMPs and local initiatives among the available 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 48 of 94 funds. Data is stored and populated in a central database. The initiatives include creating newsletters, holding conferences, mktg a particular farm program, etc., and the application allows SWCDs to describe the benefit, the effort required, and where the funds came from to cover it. The primary reason for developing the system, and the practically the sole function today, is to report on accomplishments and track the BMPs awarded. The first release was rolled out to users in 2003. They are about to roll out a new version migrating thick client to browser, on a module by module basis. Tim would love it if the whole system could be migrated to browser, and they could get rid of the thick client. They are also working on adding some specific 319 elements. Although the system was organized around fund management, over time the SWCDs have stopped using that functionality as the programs have changed. Today, the application is used primarily for reporting. Tim finds that the Districts typically do not enter any data into the system until the end of the year, when it is required. The SWCDs have to apply for a set of projects annually. The projects may consist of a number of participants and BMPs and funds from several sources. The state approvals the project. When they move this module into the browser, they may not upgrade the Cengea application to handle the process as it now exists. They will handle outside the system. SWCDs can access the database with an interface that is limited to canned reports. Tim can set up and alter the reports – don’t have to go back to developer. The Districts wanted more access, so they rolled out query builder tool two months ago. Tim doesn’t have feedback yet, since they haven’t trained staff yet – just made the tool available. Plus, the tables need to be “exposed”, and Tim needs to gather requirements from the Districts on the data that they need. The State has direct access to all the data. They find the map making tools most useful. Showing legislators maps has been very successful at showing the pollution reduction over particular areas by state, federal, and local programs. Also, showing watersheds, and the total coverage of geographic areas by BMPs. Cengea has been good to work with. Tim has found the change from Linnet to Cengea has been good – same support staff, more resources. He as no developers of his own – relies on Cengea for all changes. Elink is run on two servers, a web server and a database server. The application and ESRI products are on the database server. ESRI has not been as good to work with. They had existing licenses, but ERSR has thrown new technology costing more n a couple times. Example: The browser upgrade required the newest ArcGIS Server, which cost more than anticipated. MN asked Cengea 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 49 of 94 to look at open source web mapping, auto cad tools to get away from ESRI. Cengea found that too many other states they were working with / targeting already owned ESRI, and switching from them would hurt the application’s applicability and usability in the long term. The application has been most useful in integrating information across programs, such as 319 and BMP Cost Share, seeing makeup of funding on any particular practice, and rolling up across geography. His advice is to look at as many types of funding as possible for inclusion. Jack Knorak December 21, 2007 517-243-0072. firstname.lastname@example.org Michigan has a state funded cost share program, but it is a far cry from where it was in the past, and was never all that big. It used to be about $1million, this year it is $175,000 from a usage fee on pesticides and fertilizer in Groundwater Protection Fund. The Fund generates about $4 million overall, but most of it is deployed to hire technicians. Use Farm Assist and Crop Assist to identify water quality risks, and work with them as long as it takes. Have been on 25% of the farms in MI. Co-joined with MI AG Assurance Program: after producers go through Farm/Crop assistance or Comprehensive Nutrient Mgmt Plan, they become certified as environmentally assured. Like being certified organic. The certification states that the farm is not polluting. Pretty rigorous. Farmers get signs to put up, and can advertise it. Works well in agro-tourism spots (orchards, wineries) With budget cuts, cost share went first because easy to turn on and off. Provide mostly for wells, where NRCS doesn’t. Pesticide storage facilities. Low cost yet effective. Have been able to enter into contribution agreements with NRCS to get more techs into the field. Helping to work through the backlog of applications that NRCS has. Preventing the loss of EQUIP $$. Get more practices on the ground than they ever could with their own dollars. Do have 319 money that supports staff. Started with little tracking. Now have reporting system to report risk reductions and cost- share. Have in-house MS Access resource. Monthly report developed. Techs enter the data locally, and send and access table that is emailed. Compiled manually. Use to produce quarterly report that allocates grant dollars. Hold up payment as incentive to complete. There is another reporting system for separate program for Cooperative Technical Assistance Initiative. Reports to Feds because 50%fed money. Different types of practices. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 50 of 94 Michelle Esh December 28, 2007 Maryland Department of Agriculture Office of Resource Conservation Conservation Grants Program 410.841.5818 50 Harry S. Truman Parkway Annapolis, MD 21401 All BMPs focus on water quality, as per regulation. Four subprograms cover traditional 27 BMPs. Nutrient mgmt program, manure transport, and winter cover crop. All run with slightly different criteria and results. Have continual sign up for everything except the cover crop, which has s defined sign-up period each year. Total program is $20 million, which includes the 319 grants, which are apx. 75% state funded. And some districts get local grants as well. State office, and then deployed through SWCDs in each county. Each county office includes state, federal and county employees who handle agricultural programs, no residential. Have separate dept (Environment) that deals with the residential. The Dept of Natural Resources does Recreation. Control of funds: MACX Manual provides guidance for what is eligible and criteria that must be met to qualify. There is a statewide pot of money. SWCDs do the farm visit. Fill out application with assistance of tech, and then send to the state HQ office. Reviewed, determine if meet program criteria, than go through approval process at state level, Determine what funding fits into, how much is available. A little different for cover crops. Provide each district with allocation. Based on first come first serve. When ran out, continued to take applications, but had to notify applicant that no funds. Not tracked in DB, but tracked on spreadsheets to show need in the future. Had two programs, traditional and commodity (harvest) trialed with limited amount of $$. Historically see 65-70% of applicants complete, so over subscribe based on historical non-complete rates. Detailed tracking of funding sources, tracked separately but within the same database. Track each payment to each farmer, but separate reports. Application is 50+ fields with contact and technical info. Have Oracle database created in house. Districts send paper form, and data entry done centrally. State office has ability to query on any field. Districts don’t have access. She sends out periodic reports to Districts. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 51 of 94 Districts do track their info as well, but there is no requirement to report to state. All the District based tracking systems are different, dependant on what local board and District Manager wants. . Had been working on a system where Districts would do data entry, but fell victim of budgeting. The database rolls into a new system launched this year at the Governor’s initiative. The site is BayStat Chesapeake - Tracking Progress of Maryland's Most Precious Natural Resource It is a web site that compiles data from all conservation efforts and displays the results on a dashboard. Uses can look at the health of any watershed in the Bay, and click to see the sources of pollution, and how each of the solutions are Contributing to achieving their goals. Check the current health of the Bay based on various measures. See how Maryland is performing against goals for each practice aimed at improving water quality.. Look at the sources of pollution, and see how the sources change for the pollutant selected.. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 52 of 94 Ken Struemph December 20, 2007 Missouri Department of Natural Resources Soil and Water Conservation Commission 573-751-4932 Missouri has a vigorous share of $28 million funded by a 1/10% sales tax. There are 114 SWCDs who implement the program with 180 employees. The state develops the practices and component, and sets guidelines. They assign a cost to each component. Districts can “grab” a practice and select which components apply. Each component is associated with a “soil saved” number from the RUSLE formula. They are developing nutrient and pesticide reduction formulas. SWCDs collect the applications and send to state office for approval. This represents qualification – then, if funds are tight, it goes back to the local Board for final approval. The state also checks against caps at this time. Ken is building a new web management tool to launch July 1. It includes BMPs and 319 grants, although 319s won’t be managed through it upon launch. The application will be collected electronically in the District offices. Next application to be developed is the ability to download maps to develop Five-Year Plans, which will feed into a Five-Year County–wide Needs Assessment. Then funds will be allocated based on the five-year plan. This will allow them to get beyond the first-come, first-serve method employed today to maximize their total impact. They haven’t developed a prioritization plan yet. They will continue to rely on the local District Boards to prioritize after the state pre-approval. When asked why he didn’t consider Cengea, Mike wanted his own IT support, and didn’t want to outsource. Plus, he felt Cengea was based on a practice, and he wanted to be based at the component level. He wants more information in the hands of the Technicians for maintenance checks. He will be able to see detail such as the number of gates in a fence in a particular practice. It took four months to develop. Will transfer all the existing data for reporting, because the older data is at the practice level and can’t be mapped. Because the component costs are in the database, there will be no more tracking of receipts. They have started with NRCS cost sheet to establish the costs, but are getting bids for each component from 15-20 vendors statewide. They will develop their own average cost sheet, and will publish the list of participating vendors. The biggest obstacle was that requirements were not defined up front. Management did not have a firm idea of what the new process flow should look like. This should have been developed up front before contractors became involved to begin development. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 53 of 94 Dave Williams December 20, 2007 North Carolina Division of Soil and Water Conservation 919-715-6103 David.B.Williams@ncmail.net 1614 Mail Service Center Raleigh, NC 27699-1614 The NC program is $5.4 million for BMP cost share, plus another $2 million devoted to specific animal waste practices that cost $500,000 a piece. There is also $2.4 million that is used to pay 50% of the salary for technical employees. There are also TMDL funds, and two staff positions for TMDL, but they don’t manage that. Dave is hoping to see funds expand, as they had been higher in the past. They would like to start converting farms to a more efficient animal waste technology with additional funds. He also sees expansion of Community Conservation Initiatives and Residential BMPs, which are funded outside the Ag BMP program, but use the BMP infrastructure. The program is deployed through the SWCDs. The Districts develop their own ranking forms and allocate the funds. The state requires that the contracts are evaluated both before and after installation for the estimated amount of nitrogen and phosphorus loss. They have an Oracle database with a Java front end. All data is input centrally. (From Bill Norris, we learned that most districts now send Word documents, some still send paper.) They use Access for queries and reporting. The system was custom built in 1999. The Districts have access to a limited set of data, as do the public. Districts can report on their progress to local boards, audit accounts, and track progress of individual applications. They can also enter an application, and hold it for later approval. They are in the process of developing a web based system for field staff to do data entry in the District offices. The project would include building a new database. This is part of a larger effort to standardize database efforts across the 16 divisions of the Department of Environmental Natural Resources. After they started programming, they ran out of funds, and the project is just sitting. Brian Steinmuller December 12, 2007 New York State Soil and Water Conservation Committee Senior Environmental Analyst 518-457-0562 Brian.Steinmuller@agmkt.state.ny.us 10B Airline Drive Albany, NY 12235 $12.8 million for cost share last year, which is 100% increase from two years ago. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 54 of 94 The Ag BMP Cost-Share software is administered by the SWCDs. They work closely with the Department of Environmental Conservation, who has overall responsibility for water quality. This department reports to the EPA. Mostly livestock practices, getting into pest management. They are more proactive in implementing new practices in the Finger Lakes region around the vineyards. They develop conservation contracts which may include 20 farms and 30 different practices. They have an Access database that contains contact info and payout amount split between the fund sources. While technical information is collected and sent to the state, none is entered into the database. Brian is responsible for reporting to the commissioner’s office and the governor. The regional coordinators (equivalent to CDCs) use the database to track their district activity. Reports are sent back to the districts. Fund management varies by district. Fund management is complicated because contracts can last up to five years. In some areas, different agencies are involved, and rate and rank the proposals. Brian receives all the paper copies of the applications and contracts, and enters them. For next steps, Brian is trying to develop better reporting for the EPA estimating the pollution load reductions. He would like to link fill able forms to the database, but that is some time away. The biggest challenges are committing the resources to get the data entered. Also proving the value of the information requested to the districts. Steve Colman December 19,2007 Kentucky 502.573.3080 email@example.com Kentucky’s Ag Cost-Share program is $19.5 million, funded by a pesticide registration fee and a tobacco settlement. There is no funding from their general assembly. There is also a 319 grant, but the funds are not intermingled and tracked by the same programs. Steve anticipates that the funding will be the same next year. They offer a 40% match. The SWCDs determine eligibility, but applications are ranked statewide and approved by the state office. The ranking criteria are based on the amount of animal waste and the 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 55 of 94 improvement to water quality. There are 125 Districts located in county offices. They are all hooked to the USDA system using CCE compliant computers. They have an electronic application process resident in the district offices to collect contact data, practice type, type and number of animals, and location to stream or sinkhole. It was in Oracle, but they converted to Access. (Or it is still in Oracle, but they access the data through Access – he wasn’t quite sure.) There is a once a year sign up period, one ranking period. This year, they tried to have sign up and ranking simultaneous with NRCS to promote more joint projects. Although it was difficult to administer, it reduced having producers apply to each program and have the programs compete with each other to see where funding would be greater. (Although their cost share is 75% vs. 50% for EQUIP, EQUIP has a higher maximum payout at $20,000) For this year, they are adjusting EQUIP piggybacking so that a producer can request state incentives on top of the Federal funding to make it more direct and clearer. They are also revising the cost list. Instead of pricing component by component, they will determine the average cost to install a practice, and cost share will be based on that, regardless of how the producer implements it. Cuts out the need to track receipts. Longer term, they are developing practices that will be available through EQUIP, or through the state cost share, but not both. This will require continued coordination with NRCS. They are all collocated today, and intend to continue. They rely on NRCS for the technical aspects. They rely on the Toolkit and the Web Soil Survey. Many offices have GPS. They make extensive use of maps when reporting activities in watersheds. Steve’s big idea: Would like to see the USDA able to separate federal from state projects, and have all rolled up through the PIMS reporting. Then both agencies should show the benefits of the partnership, how cooperation on the projects produces a greater result. Jim Nance December 20, 2007 Tennessee Department of Agriculture, State Soil Conservation Committee Executive Secretary (615) 837-5319 firstname.lastname@example.org P.O. Box 40627 Nashville, TN 37204 Tennessee has a state BMP cost-share program, funded by real estate taxes. It was $4 million last year, and it expected to grow to $5.625 million this year. Five percent is devoted to education and outreach. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 56 of 94 SWCDs are the main channel, with some participation of non-profit groups. There are 95 Districts, all involved. They set up and deliver based on a five year contract. The application process is in the spring. Districts must submit which watershed they are going to work in, projected BMPs, and amount of funding. State reviews and gives the district their allocation and technical assistance. Then it’s up to the local board to take local signups and decide. There are eight watershed coordinators for the 95 counties. Do the initial verifying that the practice is on the ground. Ride along on some practices. NRCS does all the technical assistance. Field people to verify that work is being done. NRCS does the conservation plans. They receive about twice as many requests as there are funds. They are about to deploy a data entry capability. Currently, Districts fill out hard copy form, contact info, practice codes, watersheds, estimated. Cost, and send the paper to the state for data entry. After Jan 1, data entry will be done in the district offices. The capability includes 319 grants, but won’t initially be released to handle them. The system is being built in house with programmer associated with the DCR. All the District computers are CCE compliant. Brent Dykes December 19, 2007 Georgia Soil and Water Conservation Commission Acting Executive Director (706) 542-3065 email@example.com P.O. Box 8024 Athens, GA 30603 Georgia doesn’t have state funded cost share, but does have five watershed TMDL plans and special USDA funds, total $2 million in TMDL and $5 million in other funds. Funding levels have been steady, and not anticipated to change. The SWCDs are used to rank and deliver the program. There are 40 SWCDs for 159 counties. They are responsible for implementation and signing off that the practice is complete. They use ArcMap and Trimble GPS units. Final approval for a practice is centralized. There is a steering committee for each watershed comprised of local and state reps. They have a lot of discretion in their recommendations. The application process is all on paper. There is an Access database with contact, payment expiration and any extension data. Technical data is on the contract, but not entered. Brent compiles reports for the state, who reports to the EPA. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 57 of 94 Pam Russell December 18, 2007 West Virginia Conservation Agency Conservation Services Manager 304-558-2204 Plus email from Carolyn Hefner 304-541-9819 Pam’s group is responsible for conservation from construction and agriculture. Don’t have a state funded cost share except for a $600,000 program covering lime. There is a 319 grant totaling $350,000 used for cost-share. Federal funding has been going down, and they expect the state portion to be steady. Program deployed through 14 SWCDs collocated with NRCS. The TMDL cost-shares are mostly fencing, solar water and other things that are not covered by the Farm Bill. Producers fill out a one page request. Pam approves and allocates the money. The Conservation Specialists in the Districts are responsible for implementation, and produce a quarterly report. They are all certified to write conservation plans. Tracked on a spreadsheet, as program is small. Pam handles the tracking and reporting. For the lime program, the producer applies and has to complete a soil test. The District committee then looks at the PH and ranks the need. A producer can only apply for 50 acres per year and the cost-share is 50% of the cost of the lime. Adrian Barber December 19, 2007 Arkansas Natural Resources Commission, Conservation Division Chief 501.682.3967 firstname.lastname@example.org Arkansas has not state funded cost share, but they do BMPs through 319 grants totaling $3.5 million, $1.5 million for the cost of admin and $2 million for cost share. They have two active TMDLs now, and just finished four projects. They believe that it is likely that funds will be the same next year, but are worried that it could decrease to as little as $2 million total. Will pay 40% up to $7500 in a two year period. Can be piggybacked with EQUIP funds, but when combined, the total cost share cap is 75%. They deploy through the 70 SWCDs. The Districts are mostly collocated with NRCS, and they rely on Toolkit and use GPS. There are 75 counties, and 70 Districts, so there are a few that cover multiple counties. They do both animal and cover crop practices. Each district has a budget of $75,000, and they can request more if is the money is spent. The districts provide criteria to the state for which BMPs will be eligible. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 58 of 94 There are a lot of requirements for the farmer. Must have a Farm Plan. Must be registered with the FSA. Must be the land owner or have Power of Attorney. Must fill out three forms: o Cost allocation submitted to the central office for approval. o Final inspection with receipts, including detail list of own time and equipment used. The central office assesses the value, and determines and sends payment. o Contact info and W9 form. They track the results with an Excel spreadsheet to report to the EPA. All the EPA needs are the list of projects and the supporting BMPs. They have one dedicated person who does all the tracking and modeling. They track tract numbers and acres, and have models to determine the effectiveness. They are not planning any changes in the management or tracking of the program. Brad Spicer December 17, 2007 Louisiana Dept of Agriculture Office of Soil and Water Conservation Assistant Commissioner (225) 922-1269 email@example.com P.O. Box 3554 Baton Rouge, LA 70821-3554 Louisiana does not have a state BMP cost-share program. They do have an EPA 319 grant that has a cost-share component for implementing BMP's. Jim Sadley December 20, 2007 New Jersey Department of Agriculture Executive Secretary (609) 292-5540 firstname.lastname@example.org P.O. Box 330 Trenton, NJ 08625-0330 New Jersey’s program is $300,000 this year. It has been small like this for past four years, and he doesn’t anticipate growth – in fact, he expects a very tight budget next year. NJ is not a Bay state, and they get no supplemental funds. They have no TMDL or residential practices. Their program is aimed at preserving farm land as well as implementing BMPs. Cost Share is 50%, but the cap is tied to the size of the farm, and extends to $75,000. Very limited CREP. They have seven state employees to write conservation plans. They track their practices through the NRCS database. His staff accesses ProTracks and extracts data. Also, they get a year-end NRCS report. No changes are anticipated at this time, as program isn't growing. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 59 of 94 Michael K. Brown December 14, 2007 Delaware Dept of Natural Resources and Environmental Control Program Administrator (302) 739-9921 email@example.com 89 Kings Highway Dover, DE 19901 Delaware has a state-funded cost-share program, although the funding is not limited strictly to agriculture. The State provides $3,205,000 annually (assuming budget stability) for cost-share funding. Of this, $1,705,000 is earmarked for nutrient management practices. Since Delaware only has three counties, each county gets over $1 million! They do use the SWCDs to deliver this funding, and track accomplishments in-house. For more information on our tracking system please contact Mark Hogan at (302)739- 9923. Jill Richters December 14, 2007 Nebraska 402.471.3947 firstname.lastname@example.org Nebraska has a state funded cost share program with steady funding. The SWCD decides which BMPs to fund. They collect date, county, SWCD, land owner contact data, practice number, number of acres covered, and total amount. The application is sent in to the state, which approves and sends out payments. The producer must apply for and qualify for Federal cost share first. The state covers what Federal does not. They developed Access database in-house several years ago. SCWDs send in paper form and data entered by Jill. There are no changes planned in the program at this time. Von Snelgrove December 19, 2007 South Carolina Dept of Natural Resources, Land, Water and Conservation Division Chief, Environmental Conservation (803) 734-9100 email@example.com P.O. Box 167 Columbia, SC 29202 South Carolina had a program in 2000 – 2001 funded with non-recurring dollars. The amount was $690,000. Each Conservation District received an equal share, $15,000. It 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 60 of 94 was to address non-point source issues and establish conservation practices on the ground. They are planning on re-starting the program, and are initially soliciting $1.4 million in recurring cost-share funds for 2008. Additionally, they nedd to provide funding to cover 20 staff, that puts the total at $2.5M. They have a three to five-year goal of $7 million plus funds for 63 staff. When established, SWCDs will authorize fund expenditures, deliver services and issue payments. They haven’t begun any firm plans for tracking yet, but we will probably use the USDA/NRCS system as a model for no other reason than to learn “what not to do”. Mike Rahe, Alan Gulson December 20, 2007 Illinois Dept of Agriculture Office of Soil and Water Conservation 217.785.7658 P.O. Box 19281, State Fairgrounds Springfield, IL 62794-9281 Illinois devotes $4-5 million annually to BMP cost-share. There have been slight increases over the past several years, and they are anticipating a small increase again next year. Another agency manages the TMDLs, and they have little visibility into that program. The BMPs are deployed through 98 SWCDs. The Districts rank and prioritize the applications, and then submit to the state for approval. They track based on the EPA worksheet. Collect cost share funds, landowner portion, units (acres) of terrace, acres benefited, soil erosion reduction, sediment load, nitrogen and phosphorus loading. The Districts enter the data into an Excel worksheet and send to the regional staff. The regional staff uploads into a central site. When it is approved by the state, it goes up on a web page posted for each county. Data is also manually transferred into a database for reporting. The database was developed and is managed in-house. They don’t anticipate any changes beyond updates to the current system. They would like to cut down on duplication of data entry, but there is no project planned. Most of their energy for new projects has been addressing local needs, including urban BMPs. They have been collecting ideas form the Districts, and will supply engineering expertise to meet NRC and community guidelines. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 61 of 94 Bill Norris Interview December 5, Visit December 19, 2007 Onslow County SWCD Conservation Specialist 910.422.4472 x3 firstname.lastname@example.org Bill is the district manager for the Onslow SWCD located in Jacksonville, NC. The district represents just Onslow County, and it is located in the County Headquarters building. The County provides the computers and maintenance, as well as ArcMap and updates. The County has also done their own flyovers to produce aerial maps. His district offers residential and community BMPs as well as agricultural. His goal is to get out from behind the desk and maximize his time in the field. By easing data collection and using it to paint a picture for the producer, he is able to get more conservation on the ground. NC is still using a paper based system to a large extent. Bill started with the need to capture the contract electronically. Bill created a form in MS Word to capture the equivalent of the regular form. The state approved the form, and other districts have started to use it. However, there is no state led effort to standardize procedures. The state is just beginning to look at building a database. NC does not require entry into a tracking system. Copies of the forms, either paper or word doc, are sent to Raleigh. Upon initial contact, he asks the farmer to FSA and pull their maps, and provide their farm number, tract numbers. Using the address and his local knowledge, he locates the farm on ArcMap and downloads the map to the Trimble GPS device. During the farm visit, he walks / ATV’s the field with the GPS device and sets the coordinates of the field. He overlays the shape onto the aerial map from ArcMap. He enters data into the forms while discussing with the farmer, and does the necessary work on the maps. Bill has established a mobile office, with laptop, docking station, printer in his truck. Uses Alltel wireless, and has had few problems with connectivity. He has not encountered resistance / suspicion. Farmers love the maps and photos and want copies. Seeing it real time generates excitement. He prints off copies of maps and contract for farmer to sign right and there. PC on mount, printer in back seat 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 62 of 94 Returning to the office, he sets up a folder for each BMP applications. Doesn’t keep paper copies. GPS antenna Other comments: He is currently trialing ArcPad, a separate device, for the county. Has the same functionality as the Trimble device combined with Pathfinder, but he prefers the Trimble/Pathfinder because of the ability to create the data dictionary He is collocated in a USDA office, but doesn’t use Toolkit because he finds it less easy to use than ArcMap, and slow. He has also automated forms for other programs, like urban community conservation practices. Bill Norris Costs for portable office: Laptop computer $4,500.00 Portable printer $235.00 Bluetooth adapter $28.00 External CD-RW $165.00 Color Inkjet cartridge $21.00 Black Inkjet cartridge $12.55 Car power adapter $84.00 Print server $78.00 USB cable $4.15 Carrying Case $92.00 (per Air card $65.00 month) Laptop computer ArcPad instead of Trimble mount $308.00 ArcPad device $900.00 Optical mouse $35.00 ArcPad software $545.00 GPS Pathfinder $1,500.00 GPS Device $5,000.00 Total $1,445.00 Total $12,127.70 Total Cost with ArcPad $7,072.70 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 63 of 94 Appendix 5: Detailed Survey Results 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 64 of 94 Question 1: Which SWCD are you in? Question 2: What is your role? Admin / Office Mgr / Conservation District Other Tech / Spec District Mgr Total Appomattox River 1 1 Big Sandy 1 1 Big Walker 1 1 Blue Ridge 1 1 Chowan Basin 1 1 Clinch Valley 1 1 Colonial 1 1 2 Culpeper 1 1 2 Daniel Boone 1 1 Halifax 1 1 Hanover-Caroline 2 2 Headwaters 1 1 Holston River 1 1 John Marshall 1 1 Lake Country 1 1 Loudoun 1 1 Monacan 1 1 Northern Neck 1 1 1 3 Northern Virginia 1 1 Patrick 1 1 Peter Francisco 1 1 Piedmont 1 1 Robert E. Lee 1 2 3 Scott County 1 1 Shenandoah Val. 1 3 4 Skyline 1 1 2 Southside 1 1 2 Tazewell 1 1 Three Rivers 1 1 Tidewater 1 1 Virginia Dare 1 - 1 Total 10 22 11 43 Multiple responses per district Did not participate: Eastern Shore, Evergreen, Henricopolis, James River, Lonesome Pine, Lord Fairfax, Mountain, Mountain Castles, Natural Bridge, New River, Peaks of Otter, Peanut, Pittsylvania, Prince William, Thomas Jefferson, and Tri-County/City. Note for italicized districts: In-depth interviews were conducted in Peanut and Thomas Jefferson, obtaining full information those districts. In addition, District Managers from Eastern Shore and Peaks of Otter shared opinions at the Annual Meeting. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 65 of 94 Question 3: Which BMPs are most often used in your district? (please list codes, such as SL8) District Primary BMPs Appomattox River SL-6,SL-8B Big Sandy SL-1,SL-6,RB-1,RB-4,RB-5 Big Walker SL8B,SL8C,SL8H, SL6 Blue Ridge SL-6, SL-8B, SL-8H, FR-1, WP-2B and WP-4B Chowan Basin SL-8B, SL-15A, SL-6, WP-3, NM-3, NM-1, NM-2 Clinch Valley SL-6, WP-4, WQ-11, SL-11 Colonial SL-15A, SL-8C, SL-8B Culpeper SL6, SL8B, SL8H, SL15A Daniel Boone SL-6 (mostly), SL-11, WQ-11 Halifax SL1, SL6, SL11, FR1 Hanover-Caroline SL-15A, SL-8, SL-1, SL-6, NM-1, NM-2, SL-8c, SL8b, FR-1 Headwaters WP-2A, SL-6, SL-8B, SL-1 Holston River SL-6, CP-22, CRFR-3, SL-8B, RB-1, WP-4 John Marshall SL-6 Lake Country SL-6, FR-1, SL-1, SL-11 Loudoun WP-2 and SL-6 Monacan SL-8B, SL-6, SL-1 Northern Neck SL-15A, SL-8B, SL-8C, SL-1, SL-11, SL-6, NM-1 Northern Virginia WP-4, SL-6 Patrick SL6, SL8, SL8B, FR-1, SL-11 Peter Francisco SL-6, CREP, SL8B, SL8C, SL8H, SL-1 Piedmont SL-6, SL-8B, SL-1, FR-1, WQ-4, WP-2T Robert E. Lee SL-6,SL-8B,SL-8C,SL-H,FR-1,NM-1,NM-2,SL-11 Scott County sl6 Shenandoah SL-8B, SL-8H, SL-8C; SL-1; SL-6, SL-6B; WP-2, WP-2B; WP-4, WP-4B, WP-4C; Valley SL-11, SL-11B; WQ-4; NM-1, NM-2, NM-3; FR-1, FR-3 Skyline SL-6, WP-4, WP-4b, SL-8b, SL+6b Southside SL-6, SL-1, WP-4, FR-1, SL-15a The majority of our practices installed are watering systems, thus SL–6 - Grazing Tazewell Land Protection Three Rivers SL-8B, NM-1, NM-2, SL-8C, SL-1, SL-15A Tidewater SL8B, SL8C, NM1, NM2, NM4, NM4, SL15A, SL6 Virginia Dare SL-8B, SL-15A, NM-1, NM-2, WQ-5 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 66 of 94 Question 4: What is the total number of Ag BMP Cost Share entries into the tracking program this year for the green form? Question 5: What is the total number of Ag BMP Cost Share entries into the tracking program this year for the pink form? District Green Pink Total Appomattox River 200 25 225 Big Sandy 4 10 4 Big Walker 202 44 246 Blue Ridge 43 0 43 Chowan Basin 1,939 0 1,939 Clinch Valley 22 0 22 Colonial 115 600 715 Culpeper 129 20 149 Daniel Boone 25 0 25 Halifax 72 0 72 Hanover-Caroline 700 300 1,000 Headwaters 55 1 56 Holston River 127 15 142 John Marshall 100 10 110 Lake Country 15 0 15 Loudoun 50 0 50 Monacan 60 30 90 Northern Neck 270 2,528 2,798 Northern Virginia 0 0 0 Patrick 65 2 67 Peter Francisco 78 25 103 Piedmont 400 0 400 Robert E. Lee 71 14 85 Scott County 14 4 18 Shenandoah Valley 210 10 220 Skyline 110 5 115 Southside 47 0 47 Tazewell 29 0 29 Three Rivers 600 1,300 1,900 Tidewater 350 520 870 Virginia Dare 87 134 251 Total 6,189 5,617 11,806 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 67 of 94 Question 6: Do you use: # % Of Financial Software Responses Answered QuickBooks 25 81% Quicken 5 16% Other 1 3% Total 31 100% Thomas Jefferson and Peanut added Question 7: What tools do you use to collect data for the green and pink forms? (check all that apply) GIS Virgis map Terrain Navigator Other, please specify Web Soil Survey # % Of Data Gathering Tools Responses Answered (33) GIS 24 73% Terrain Navigator 13 39% Web Soil Survey 20 61% VirGIS map 19 58% Topo, Co., FSA maps 8 24% ArcMap, Arc GIS 5 15% Toolkit 4 12% Total 93 Thomas Jefferson and Peanut added Question 8: How do you use the USDA Tool Kit? (check all that apply) Enter conservation plan Collecting distance, relief to stream data Check for existing plans Collecting soil data Making and printing maps Other, please specify % Of Answered How Do You Use Toolkit? # Responses (33) Enter conservation plan 27 82% Check for existing plans 22 67% Making and printing maps 27 82% Calculating distance, relief to stream 17 52% Collecting soil data 22 67% UTMs 2 6% Do not use 4 12% Total 121 Thomas Jefferson and Peanut added 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 68 of 94 Question 10: How often has the Ag BMP Cost-Share Tracking Program been unavailable? # % Of Districts Tracker Down? Responses (29) Never 8 28% Once a month or more 4 14% Once a year or less 12 41% Several times a year 12 41% Total 36 Question 11: Do you experience slow performance from the Ag BMP Cost-Share Tracking Program? % Of Districts Slow? # Responses (34) Yes 16 52% No 15 48% Total 31 100% District Slow Performance Periods Appomattox River Hours or days Big Sandy It seems slow anytime your entering data. Big Walker It is often slow when working in records. Chowan Basin Occasionally, during lunch time and fall of the year (Ju–y - October) Clinch Valley Afternoon. Colonial January through June. Hanover-Caroline On a regular basis. Daily when working in program. Headwaters Sporad–c - minutes at a time Holston River Only in the Afternoon Hourly, daily, mostly in the late afternoon. Varies 1-30 minutes. Sometimes Northern Neck to the point of lock-out. When inputting large amounts of data. I’ll need to log off and wait 30 Peter Francisco minutes. Shenandoah Valley Afternoons and around reporting times, it can be for hours Skyline Only on odd occasions Three Rivers Apr–l - June days at a time Sometimes mid afternoon when most people are on it. Not usually in the Tidewater morning. Virginia Dare During heavy use, How long? just slowed, not down most of the time 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 69 of 94 Question 12: Do the Quarterly Reports from the Ag BMP Cost-Share Tracking Program reconcile with your internal management reports? % Of # Districts Reports Match? Responses (33) Always match 11 33% Occasionally they don't match 14 42% Other, please specify 3 9% Sometime they don't march 6 18% They never match, takes a lot of work to reconcile 5 15% Total 36 Thomas Jefferson and Peanut added Question 13: How often do you use the Ag BMP Cost-Share Tracking Program Users Guide for the green form? % Of Districts Use Green Guide? # Responses (31) Never 2 6% Once a month or more 4 13% Once a year or less 11 35% Several times a year 14 45% Total 31 100% Question 14: How often do you use the Ag BMP Cost-Share Tracking Program Users Guide for the pink form? % Of Districts Use Pink Guide? # Responses (31) Never 10 32% Once a month or more 2 6% Once a year or less 13 42% Several times a year 6 19% Total 31 100% 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 70 of 94 Question 15: Do you feel a frequently asked questions document for the BMP would help? 78% of respondents answered yes. (31 out of 40) Question 16: Would you be willing to share documentation, forms, empirical information with other districts? 95% of respondents answered yes. (36 out of 38) Question 17: If you had a portable device (i.e. laptop, PDA, notebook) for data entry, how would you use it? Admin/Other Tech / Dist Mgr Total # % Of # % Of # % Of Response Answered Response Answered Response Answered Use for PDA in Field s (6) s (27) s (33) Enter data 4 67% 20 74% 24 73% GPS 2 33% 10 37% 12 36% Other Work Sheets, Conservation Plan 1 17% 7 26% 8 24% Generate Forms 2 33% 2 7% 4 12% Wouldn't Use 1 17% 7 26% 8 24% Total 10 46 56 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 71 of 94 Question 18: What new reports or access to data would be useful to you? Headwaters Admin Quarterly reports to give un-obligated totals, and information to be accurate. Since all tracking information can be sent to Excel, any type of report can be Holston River Admin processed. A report that provided a producer profile to gain a big picture snapshot of sign- Northern Neck Admin up. Big Sandy Cons Tech Access to old records. We only need direct connection between excel, ArcMAP (GIS) and the tracking program and any external device. Just as mention before Colonial Cons Tech downloading and uploading information..... Culpeper Cons Tech Ability to generate 1099 G tax forms at end of year; Daniel Boone Cons Tech More info. sharing on Secondary Considerations Hanover-Caroline Cons Tech To have split screen to access tracking program and GIS concurrently. Loudoun Cons Tech Maps of bmp installation It would be nice to have some customizable reports, however this would be Monacan Cons Tech difficult to develop since each district has their own needs. Farm and Tract numbers, location maps, producers history in programs by Northern Neck Cons Tech tract, Northern Virginia Cons Tech A weed or grass identification guide. A GPS unit. Robert E. Lee Cons Tech Select from table option for pink forms Shenandoah A Cancellation Report, A Payments for the year Report, An improved CE Valley Cons Tech Report Reports of who signed up for a particular practice within a certain time frame (past 6 months, past year, past 5 years, etc.); Reports of who is about to expire with the ability to vary the time until expiration (within the next 30 days, Shenandoah within the next 2 months, 3 months, etc.); Basically a more user friendly way to Valley Cons Tech query just all of our data would be helpful Three Rivers Cons Tech WQI Data Being able to have the data convert to an excel spreadsheet for both the green and pink programs and being able to change the data in the excel sheet and it saving into the tracking program. Excel is much easier than the tracking Tidewater Cons Tech program. A comprehensive data base should be built with this system at the local level. Data that would then be uploaded daily or weekly to be “tracked” at the state level. This localized database of information could then be queried with the capability of importing data from previous applications for repeat participants. Reports should be available for $, practices, soil saved, by watershed, county, Chowan Basin Dist Mgr district, etc…which some already exist. Clinch Valley Dist Mgr Hydrologic Units, Watershed Codes, Relief and Distance to Stream Data Colonial Dist Mgr Just use a spread sheet with only the vital info. Digital VERGIS index information accessible through Toolkit or another GIS based program. Also a report for summarizing installed BMPs and their John Marshall Dist Mgr components. Easier to use reduction credits from practices installed. Farm and tract Northern Neck Dist Mgr identification EASIER reporting from BMP Tracking Progr–m - ability to generate custom reports. State level needs ability to interface with NRCS Toolkit to provide Piedmont Dist Mgr information regarding conservation practices in watershed. Skyline Dist Mgr A general report that would be appropriate for a District Board Meeting. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 72 of 94 Question 19: What is it that you find most difficult today with the current system? Admin/Other Tech / Dist Mgr Total % Answ % Answ % Answ What is Most Difficult? # Resp (5) # Resp (26) # Resp (31) Duplicate Data Entry 1 20% 8 31% 9 29% Slow 2 40% 5 19% 7 23% Must manually do entry, calculations 2 40% 6 23% 8 26% Cumbersome to Use 4 80% 14 54% 18 58% Total 9 33 42 Question 20: What would be the three most important capabilities of a modernized system? Admin/Other Tech / Dist Mgr Total % Answ % Answ % Answ Three Things Needed? # Resp (5) # Resp (28) # Resp (33) Enter Data Once 1 20% 11 39% 12 36% Additional Value 0 0% 6 21% 6 18% Include All Tools Needed For BMP 1 20% 12 43% 13 39% Correct Reports / Query Capability 3 60% 4 14% 7 21% Print Forms 0 0% 3 11% 3 9% Easier Entry 3 60% 9 32% 12 36% Field / Remote Access 0 0% 3 11% 3 9% Total 8 48 56 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 73 of 94 Questions 1. Which SWCD are you in? (Pick from list of SWCDs) 2. What is your role? District Manager / Conservation Technician / Specialist / Administrator / Office Manager / Other, please specify 3. Which BMPs are most often used in your district? (please list codes, such as SL8) 4. What is the total number of Ag BMP Cost Share entries into the tracking program this year for the green form? 5. What is the total number of Ag BMP Cost Share entries into the tracking program this year for the pink form? 6. Do you use: QuickBooks / Quicken / Other, please specify 7. What tools do you use to collect data for the green and pink forms? (check all that apply): GIS / Terrain Navigator / Web Soil Survey / VirGIS map / Other, please specify 8. How do you use the USDA Tool Kit? (check all that apply): Enter conservation plan / Check for existing plans / Making and printing maps / Collecting distance to stream, relief to stream data / Collecting soil data / Other, please specify 9. How do you rank applications for approval? (check all that apply): Cost Efficiency Factor / Worksheet to assign points / Other, please specify 10. How often has the Ag BMP Cost-Share Tracking Program been unavailable? 11. Do you experience slow performance from the Ag BMP Cost-Share Tracking Program? If yes: When? How long? 12. Do the Quarterly Reports from the Ag BMP Cost-Share Tracking Program reconcile with your internal management reports? Other, please specify 13. How often do you use the Ag BMP Cost-Share Tracking Program Users Guide for the green form? 14. How often do you use the Ag BMP Cost-Share Tracking Program Users Guide for the pink form? 15. Do you feel a frequently asked s document for the BMP would help? 16. Would you be willing to share documentation, forms, empirical information with other districts? 17. If you had a portable device (ie. laptop, PDA, notebook) for data entry, how would you use it? 18. What new reports or access to data would be useful to you? 19. What is it that you find most difficult today with the current system? 20. What would be the three most important capabilities of a modernized system? 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 74 of 94 Appendix 6: Individual Survey Responses An Excel spreadsheet is attached for additional analysis of the survey responses. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 75 of 94 Appendix 7: Price Quotes ESRI: Geoff Walker http://www.esri.com/products.html Telebusiness Sales email@example.com Phone: 800-447-9778 ext. 2931 Fax: 909-307-3049 20310927.pdf ESRI 380 New York St Redlands, CA 92373 www.esri.com Cengea: Vivek Baijal http://www.cengea.com Vice-President, Consulting firstname.lastname@example.org Cengea Rates 20 Witherspoon Crescent 2008.pdf Ottawa, Ontario, Canada, K2K 3L6 Phone: (613) 271-6198 Fax: (613) 271-6198 Budgetary Estimate - Updated Dec 2007.doc 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 76 of 94 Networking and Hardware Detail: Citrix Based Solutions Citrix Basic Citrix Cluster Citrix Cluster Enhanced Price / # Total Price / # Total Price / # Option Unit Units Price Unit Units Price Unit Units Total Price Database Server $6,920 1 $6,920 $6,920 1 $6,920 $6,920 1 $6,920 Windows Server 2003 $1,200 - $0 $1,200 - $0 $1,200 - $0 $11,000 Application Server - BMP 2.0/Citrix Presentation Server/Web Server 1 $11,000 $11,000 1 $11,000 $11,000 3 $33,000 Cisco ASA 5500 Series Firewall $10,000 - $0 $10,000 1 $10,000 $10,000 1 $10,000 Citrix Access Gateway SSL VPN $8,000 - $0 $8,000 1 $8,000 $8,000 1 $8,000 Citrix Netscaler Load Balancer $40,000 - $0 $40,000 - $0 $40,000 1 $40,000 Citrix Presentation Server 4.5 Platinum Edition Software $700 50 $35,000 $700 50 $35,000 $700 50 $35,000 T-1, Annual Cost (based on $800 / month) $10,000 - $0 $10,000 $0 $10,000 1 $10,000 Total $52,920 $70,920 $142,920 Web Based Solutions Web Basic Web Cluster Web Cluster Enhanced Price / # Total Price / # Total Price / # Option Unit Units Price Unit Units Price Unit Units Total Price Database Server $6,920 1 $6,920 $6,920 1 $6,920 $6,920 1 $6,920 Windows Server 2003 $1,200 - $0 $1,200 - $0 $1,200 - $0 $11,000 Application Server - BMP 2.0/Citrix Presentation Server/Web Server 1 $11,000 $11,000 2 $22,000 $11,000 3 $33,000 Cisco ASA 5500 Series Firewall $10,000 - $0 $10,000 - $0 $10,000 1 $10,000 Citrix Access Gateway SSL VPN $8,000 - $0 $8,000 - $0 $8,000 1 $8,000 Citrix Netscaler Load Balancer $40,000 - $0 $40,000 1 $40,000 $40,000 1 $40,000 Citrix Presentation Server 4.5 Platinum Edition Software $700 - $0 $700 - $0 $700 - $0 T-1, Annual Cost (based on $800 / month) $10,000 - $0 $10,000 $0 $10,000 1 $10,000 Total $17,920 $68,920 $107,920 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 77 of 94 Appendix 8: Roles and Responsibilities of Project Team Project Role Name(s) Responsibilities Business Project Sponsor / Mark Meador Ensures project supports the organization vision, Business Owner email@example.com strategy and business needs 804-786-3999 Responsible for project authorization, providing direction and funding approval Provides access to resources across business boundaries Procures and/or assigns needed business resources to adequately define and support requirements definition Provides decision-making and prioritization for scope change requests and issue escalation Stakeholders Primary: J.C. Berger Key advisor who ensures the project’s results will firstname.lastname@example.org effectively support the operational levels of the business 804-394-2725 People who want to know or need to know the status of the project but aren’t directly involved in day-to-day project activities Will receive project communication as needed · Stephanie Martin Provides answers to business related questions Subject Matter email@example.com. May acts as day-to-day go-to person for the project Experts gov team 804-786-1769 Understands key aspects of the business products, services and strategies and has a working knowledge of Karl Huber business processes firstname.lastname@example.org Provides information during requirements definition to Ken Carter support business needs 804-287-1663 Gary Moore email@example.com 804-692-0070 CXI Team CXI Director Kathy Lewis Ensures project technology resources are assigned firstname.lastname@example.org Provides assistance in resolving escalated issues 804-517-8202 Participates in decision making on scope change requests CXI Advisor C. W. Laugerbaum Provides direction and guidance to CXI Team through email@example.com out the project 804-539-1348 Participates in weekly meetings and SWCD visits as applicable Project Lead Noni Ledford · Provides leadership and direction including assignment firstname.lastname@example.org of team members and directing the information 804-622-0700 x407 collection activities. 804-615-9206 · Responsible for the creation of the schedule for the completion of all deliverables within 10 days of contract award. Microsoft Project 200x will be used to create, monitor, and report on progress of the project. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 78 of 94 · Weekly written reporting of project progress to SWCD assigned personnel · Creation of deliverables indicated in the statement of work Software Engineer Oliver Dujua Review, analyze, and document the current software Oliver.email@example.com and hardware resident on Personal Computers, Servers 804-622-0700 x409 and peripheral devices. Documentation would include; 804-314-7605 · Current release levels of software including operating systems, Internet software, device drivers, and · Current storage capacity Data Analyst Jamie Merling · Review, analyze, and document the current data Jamie.firstname.lastname@example.org communications requirements. Documentation would 804-622-0700 include; 804-855-7890 o Current utilization and capacity of installed equipment o Current access and security provided by installed configurations · Identify and document existing data communications hardware and software required to support the SWCD operations throughout the agency. This would include data communications required for sources remote from district office and DCR headquarters. · Review patterns of utilization to detect peak periods of transmission. · Review current alternative transmission routes that minimize outage in certain geographic areas. Business Analyst / Mary Anne Quinlan · Conducting interviews with key SWCD personnel and Documentation email@example.com documenting current and future processes and Analyst 804-622-0700 x418 procedures impacting the technology infrastructure. 703-517-7907 · Using Microsoft Word create the draft and final documents indicated as deliverables in the statement of work. Collect and assemble all documents from team and create any required presentations 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 79 of 94 Appendix 9: List of Interviews Name Organization Date Title Phone Email Arkansas Natural Resources Commission, 501-682- adrian.baber@arkans Adrian Barber Conservation Division Dec-19-07 Chief 3967 as.gov Kathy Smith Blue Ridge Dec-14-07 District Manager Conservation Mike Tabor Blue Ridge Dec-14-07 Technician Patricia Hodges Blue Ridge Dec-14-07 Administrator Conservation PW Morgan Blue Ridge Dec-14-07 Specialist Conservation Joe Wentz Clinch Valley NRCS Nov-19-07 Specialist - Fed Angie White Clinch Valley SWCD Nov-19-07 District Manager Conservation Mo Wilson (Gary) Clinch Valley SWCD Nov-19-07 Specialist Rick Hesse Clinch Valley SWCD Nov-19-07 Administrator Conservation Tim Mullins Clinch Valley SWCD Nov-19-07 Specialist Jim Wallace Colonial SWCD Dec-03-07 CBPA WQ Specialist Karl Huber DCR Delaware Dept of Natural Resources and Program 302-739- michael.brown@stat Michael K. Brown Environmental Control Dec-14-07 Administrator 9921 e.de.us Jane Corson- Lassiter Eastern Shore SWCD Dec-03-07 District Manager 800-477- Geoff Walker ESRI various Telebusiness Sales 9778 x2931 firstname.lastname@example.org Georgia Soil and Water Acting Executive 706-542- Brent Dykes Conservation Commission Dec-19-07 Director 3065 email@example.com Conservation Marian Moody Hanover-Caroline SWCD Dec-03-07 Specialist Illinois Dept of Agriculture Office of Soil and Water 217-785- Mike Rahe Conservation Dec-20-07 7658 John Deere 502-573- firstname.lastname@example.org Steve Colman Kentucky Dec-19-07 3080 ov Louisiana Dept of Agriculture Office of Soil Assistant 225-922- email@example.com. Brad Spicer and Water Conservation Dec-17-07 Commissioner 1269 us Maryland Department of Agriculture, Office of Resource Conservation, Conservation Grants 410-841- Michelle Esh Program Dec-28-08 5818 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 80 of 94 517-243- firstname.lastname@example.org Jack Knorek Michigan Dec-21-07 0072 ov Minnesota Board of Water 615-297- Conor.Donnelly@bw Tim Ogg & Soil Resources 14-Jan-08 eLink Coordinator 8024 sr.state.mn.us Missouri Department of Natural Resources Soil and Water Conservation 573-751- Ken Struemph Commission Dec-20-07 4932 402- Jill Richters Nebraska Dec-14-07 471.3947 email@example.com New Jersey Department of 609-292- firstname.lastname@example.org Jim Sadley Agriculture Dec-20-07 Executive Secretary 5540 e.nj.us New York State Soil and Senior Water Conservation Environmental 518-457- Brian.Steinmuller@a Brian Steinmuller Committee Dec-12-07 Analyst 0562 gmkt.state.ny.us North Carolina Division of Soil and Water 919-715- David.B.Williams@ Dave Williams Conservation Dec-20-07 6103 ncmail.net Conservation Debbie Bullock Northern Neck NCRS Nov-16-07 Specialist - Fed Craig Brann Northern Neck SWCD Nov-16-07 District Manager Conservation Dwight Forrester Northern Neck SWCD Nov-16-07 Specialist Kathy Clarke Northern Neck SWCD Nov-16-07 Office Manager Toolkit Plug-in, Frank.Geter@ftc.usd Frank Geter NRCS CO Project Manager a.gov Toolkit Plug-in, Ken.Rojas@ftc.usda. Ken Rojas NRCS CO Project Manager gov 970-295- Kathy.Green@ftc.us Kathy Green NRCS CO 12/20/07 Toolkit Plug-in 5647 da.gov 804-287- David.email@example.com David Smith NRCS / USDA IT Specialist 1634 a.gov Toolkit, ProTracts, PRS; Web, eAuth 804-287- Ron.firstname.lastname@example.org. Ron Wood NRCS / USDA Coordinator 1660 gov Ohio Department of Natural Resources Division of Soil & Water 614-265- Martin.Joyce@dnr.st Martin Joyce Conservation Dec-12-07 Administrator 6684 ate.oh.us Conservation 910-422- bill_norris@onslow. Bill Norris Onslow County SWCD Dec-5-07 Specialist 4472 x3 nc.us Conservation Gavin Sanderlin Peaks of Otter SWCD Dec-03-07 Specialist Conservation Jim Wright Peanut NRCS Nov-26-07 Specialist - Fed Conservation Chuck Griffen Peanut SWCD Nov-26-07 Specialist Conservation Kevin Gerber Peanut SWCD Nov-26-07 Specialist Tara Williams Peanut SWCD Nov-26-07 District Manager Conservation Charlie Simmons Shenandoah SWCD Dec-10-07 Specialist Donna Shaeffer Shenandoah SWCD Dec-10-07 Administrator 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 81 of 94 Megan Dalton Shenandoah SWCD Dec-10-07 District Manager Conservation Megan O'Gork Specialist / TMDL (Mo) Shenandoah SWCD Dec-10-07 Residential Conservation Specialist / TMDL Mike Phillips Shenandoah SWCD Dec-10-07 Agricultural Conservation Sarah Blake Shenandoah SWCD Dec-10-07 Specialist Cynthia Hancock Skyline SWCD Dec-03-07 District Manager South Carolina Dept of Natural Resources, Land, Water and Conservation Chief, Environmental 803-734- email@example.com Von Snelgrove Division Dec-19-07 Conservation 9100 ov Tennessee Department of Agriculture, State Soil 615-837- firstname.lastname@example.org Jim Nance Conservation Committee Dec-20-07 Executive Secretary 5319 n.us Alyson Sappington Thomas Jefferson SWCD Nov-29-07 District Manager Conservation Don Nelson Thomas Jefferson SWCD Nov-29-07 Specialist Conservation Emily Nelson Thomas Jefferson SWCD Nov-29-07 Specialist Conservation Martin Johnson Thomas Jefferson SWCD Nov-29-07 Specialist West Virginia Conservation 304-558- Pam Russell Conservation Agency Dec-18-07 Services Manager 2204 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 82 of 94 Appendix 10: Definition of Terms Acronym Term Type Means Definition More Info Website Microsoft's trademarked a centralized, standardized system that automates network management of user data, security, and distributed resources, IT Active and enables interoperation with other AD Term Directory directories. Part of Windows 2000. A high-speed, high-capacity magnetic tape data storage format developed Advanced and controlled by Sony. It competes IT Intelligent mainly against the DLT, LTO, AIT Term Tape DAT/DDS, and VXA formats. All Terrain ATV Term Vehicle Best Management The types of investments funded by BMP Term Practice the cost share program CACI International, Inc. (NYSE: CAI) is an Arlington, Virginia-based IT publicly held information technology CACI Term company. Common IT investment, telecommunications, office Common tools, and administrative IT Computing applications for USDA http://www.sci.usd CCE Term Environment agencies. a.gov/cce/ Conservation District Employees of DCR Regional Office CDC DCR Coordinator interacting with 5-7 SWCDs Cost Efficiency Used to determine approval of Cost C-E Term Factor share proposal The pink form used to apply to a contract Doc BMP cost-share contract practice, form Context lasting three years Conservation http://www.fsa.usd Reserve a.gov/FSA/webapp Enhancement ?area=home&subje CREP USDA Program Fed land retirement program CREP ct=copr&topic=cep Conservation Reserve CRP fed govt Program Funding source IT DataBase DBMS Term Mgmt System' 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 83 of 94 Dept of Responsible for promoting land Conservation conservation, improving water quality and including the Bay, state parks, and http://www.dcr.vir DCR DCR Recreation dam safety. ginia.gov/ IT DCR Meta Term local District agcy Shorthand for SWCD Previously called CompacTape, DLT is a magnetic tape data storage technology developed by Digital IT Digital Linear Equipment Corporation from 1984 DLT Term Tape onwards. DSL or xDSL, is a family of technologies that provide digital data transmission over the wires of a local telephone network. The term DSL has been recently adopted as a more marketing-friendly term for the most popular version of consumer-ready Digital DSL, ADSL. DSL uses high IT Subscriber frequency, regular telephone uses low DSL Term Line frequency. EI Term Erosion Index EPA fed govt Environmental Protection Agency Federal agricultural cost share program addressing animal waste, Environmental cropland erosion, grazing and forest Quality land management. Run by NRCS. Incentive Can be "piggy-backed" with state EQIP USDA Program BMP cost-share program. Environmental Systems A software company that designs Research Geographic Information System ESRI Name Institute technologies. Emergency Watershed EWP USDA Protection Funding source Matching funds to help purchase conservation easements to keep Farm and productive farmland in agricultural Ranch Lands use. Partnership btwn USDA and Protection state or local governments and non- FRPP USDA Program govt orgs. The FSA farm operator, tract and Farm Service field numbers are tracked for the cost FSA USDA Agency share program. FSA www.fsa.usda.gov Farm Service Office that houses SWCD and fed ag FSC Center agencies General VA state governing bodies including GA st govt Assembly state senate and house A system for capturing, storing, Geographical analyzing and managing data and Information associated attributes which are Wikipedia GIS Term System spatially referenced to the Earth. (source) 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 84 of 94 Global A radio navigation system that allows Positioning land, sea, and airborne users to GPS Term Satellite determine their exact location GPS Grassland Help landowners restore and protect Reserve grazing lands for conversion to other GRP USDA Program uses. Highly HEL Term Erodable Land A data-oriented protocol used for IT Internet communicating data across a packet- IP Term Protocol switched internetwork. MySQL is a relational database management system (RDBMS) based on SQL (Structured Query Language). MySQL is currently available under two different licensing agreements: free of charge, under the GNU General Public License (GPL) open source system or through subscription to MySQL Network for business applications. MySQL National Resources Federal agency , part of USDA. Conservation Primary mission is soil conservation. NRCS USDA Service Key partner to SWCD in local offices NCRS www.nrcs.usda.gov A BMP Cost-Share that is approved for a program year, but could not be paid in the current year because the BMP is incomplete. The funds associated with the BMP are Obligated obligated for the following program Funds Term year. Arial photograph that has been corrected for scale and tilt. Can be orthophoto word used to measure true distances. An applicant to a BMP cost-share. Doc May be a farmer, operator. Often participant Context referred to as producer. Personnel Information Management A type of application software that Wikipedia PIMS Term System functions as a personal organizer. (source) Doc practice Context Shorthand for BMP Equivalent to the fiscal year, beginning on July 1. Divided into Program four quarters, with Q1 beginning on Year Term July 1. The activity of providing evidence needed to establish quality in work, and that activities that require good IT Quality quality are being performed Wikipedia QA Term Assurance effectively. (source) 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 85 of 94 A database management system (DBMS) that is based on the relational model as introduced by E. F. Codd. A short definition of a RDBMS may be a DBMS in which Relational data is stored in the form of tables and IT DataBase the relationship among the data is also RDBMS Term Mgmt System stored in the form of tables. regular Doc The green form used to apply to a form Context BMP cost-share Relating to or living or located on the bank of a natural watercourse (as a river) or sometimes of a lake or a riparian word tidewater Needed for green form for cropping Revised practices. Must gather numbers for Universal Soil slope, est. slope length, % ground RUSLE Term Loss Equation cover, soil type, avg. rainfall St Dept Stewardship of Incentive SIP Forestry Program Funding source for select BMPs Spot Auditing a BMP to insure the practice Check Term is being followed as contracted. Soil and Water Individual websites local Conservation Funded by feds, local jurisdiction, listed on SWCD SWDC agcy District state oversight. Locally autonomous. website tab Definition: a component of Linnet's Watershed-The System® program designed specifically for the Ohio Department of Natural Resources Soil and (ODNR), the Division of Soil and http://www.dnr.stat Water Water Conservation (DSWC), and the e.oh.us/default/swc Information Ohio Soil and Water Conservation ds/admin/SWIMS/t Management Districts (SWCDs). abid/9096/Default. SWIMS System aspx TLS and its predecessor, Secure Sockets Layer (SSL), are cryptographic protocols that provide secure communications on the Internet for web browsing, e-mail, IT Transport Internet faxing, instant messaging and TLS Term Layer Security other data transfers. Total Max Amount of pollutants in a body of TMDL Term Daily Load water A serial bus standard to interface devices. USB was designed to allow peripherals to be connected with single standardized interface socket to improve plug-and-play capabilities by allowing devices to be connected and IT Universal disconnected without rebooting the USB Term Serial Bus computer (hot swapping). 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 86 of 94 US Dept of USDA USDA Agriculture World's biggest network www.usda.gov Universal Method currently used to determine Transverse location. Like GPS, translated for a UTM Term Mercator flat map. The National Technological University (Spanish: Universidad Tecnológica Nacional, UTN) is a national university of Argentina, IT which specializes in the teaching of UTN-T1 Term engineering sciences. Support voluntary installation of agricultural Best Management www.dcr.virginia.g VA Practices to reduce non-point water ov/soil_&_water/d Agricultural pollution by providing financial link at right is to ocuments/bmpsbro VACS DCR Cost Share incentives brochure 2.pdf Virginia Assoc of Soil Provides leadership, advocacy, Non & Water education and support for districts profit Conservation thru interaction with state and fed VASWCD assoc Districts partners VASWCD www.vaswcd.org Third-generation event driven programming language and associated development environment from IT Microsoft for its COM programming VB Term Visual Basic model VA Educational outreach program of VA Cooperative Tech and VA State in conjunction http://www.ext.vt.e VCE DCR Extension with several federal agencies du/about.vce/ Promotes the economic growth & development of VA agriculture, VA Dept of encourages environmental Agriculture stewardship and provides consumer and Consumer protection. Enforces agricultural www.vdacs.virgini VDACS DCR Services regulations and manages exemptions. a.gov/ This was a one time development by VA Techs ponsored by DCR, based on soils. To determine Water Quality Virginia Index. Done in the 80's. Not Informational available to all SWCDs. Two Rasterized copies, one at DCR and one int eh Virgis DCR GIS District offices. VA's consolidated, centralized information technology organization, Virginia responsible for operation of IT Information ingrastructure, governance of IT Technologies investments, and procurement of http://www.vita.vir VITA st agcy Agency technology. ginia.gov A network that uses a public telecommunication infrastructure, such as the Internet, to provide remote Virtual Private offices or individual users with secure VPN IT term Network access to their organization's network Wildlife NRCS program to provide technical WHIP USDA Habitat and financial assistance to develop 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 87 of 94 Incentives upland, wetland, reparian and aquatic Program habitat areas. Grant awards intended to reduce pollution through partnerships with local governments, community groups and others. Grants focus on implementing VA’s Chesapeake Bay Tributary Strategies as well as http://www.dcr.vir Water Quality improving waters throughout Virginia ginia.gov/soil_&_ Improvement that do not meet water quality water/documents/w WQIF Term Fund standards (TMDL waters). WQIF qcbgrntawds.pdf Wetlands Reserve WRP fed govt Program Funding source Helps landowners protect, restore and enhance wetlands. Landowners can Wetland receive 100% cost-sharing for Reserve permanent easements or 75% for 30- WRP USDA Program yr easements. Detailed Info CREP Overview The Conservation Reserve Enhancement Program (CREP) is a voluntary land retirement program that helps agricultural producers protect environmentally sensitive land, decrease erosion, restore wildlife habitat, and safeguard ground and surface water. The program is a partnership among producers; tribal, state, and federal governments; and, in some cases, private groups. CREP is an offshoot of the country's largest private- lands environmental improvement program - the Conservation Reserve Program (CRP). Like CRP, CREP is administered by USDA's Farm Service Agency (FSA). By combining CRP resources with state, tribal, and private programs, CREP provides farmers and ranchers with a sound financial package for conserving and enhancing the natural resources of farms. CREP addresses high-priority conservation issues of both local and national significance, such as impacts to water supplies, loss of critical habitat for threatened and endangered wildlife species, soil erosion, and reduced habitat for fish populations such as salmon. CREP is a community-based, results-oriented effort centered around local participation and leadership. CREP Benefits For the landowner, CREP is not just a cost-effective way to address rural environmental problems and meet regulatory requirements; it can provide a viable option to supplement farm income as well. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 88 of 94 CREP is convenient for producers because it is based on the familiar, highly successful CRP model. Land must be owned or leased for at least one year prior to enrollment to be eligible, and must be physically and legally capable of being cropped in a normal manner. Land must also meet cropping history and other eligibility requirements. Enrollment can be on a continuous basis, permitting farmers and ranchers to join the program at any time rather than waiting for specific sign-up periods. CREP supports increased conservation practices such as filter strips and forested buffers. These conservation practices help protect streams, lakes, and rivers from sedimentation and agricultural runoff. CREP also helps landowners develop and restore wetlands through the planting of appropriate groundcover. Restoring water regimes helps protect national treasures like the Chesapeake Bay, Mammoth Cave, and the Florida Everglades. By maintaining clear goals and requiring annual monitoring, CREP helps participants measure progress and ensure success. FSA The Farm Service Agency (FSA) administers and manages farm commodity, credit, conservation, disaster and loan programs as laid out by Congress through a network of federal, state and county offices. These programs are designed to improve the economic stability of the agricultural industry and to help farmers adjust production to meet demand. Economically, the desired result of these programs is a steady price range for agricultural commodities for both farmers and consumers. State and county offices directly administer FSA programs. These offices certify farmers for farm programs and pay out farm subsidies and disaster payments. Currently, there are 2,346 FSA county offices in the continental states. FSA also has offices in Hawaii, and a few American territories. GPS Short for Global Positioning System, a worldwide MEO satellite navigational system formed by 24 satellites orbiting the earth and their corresponding receivers on the earth. The satellites orbit the earth at approximately 12,000 miles above the surface and make two complete orbits every 24 hours. The GPS satellites continuously transmit digital radio signals that contain data on the satellites location and the exact time to the earth- bound receivers. The satellites are equipped with atomic clocks that are precise to within a billionth of a second. Based on this information the receivers know how long it takes for the signal to reach the receiver on earth. As each signal travels at the speed of light, the longer it takes the receiver to get the signal, the farther away the satellite is. By knowing how far away a satellite is, the receiver knows that it is located somewhere on the surface of an imaginary sphere centered at the satellite. By using three satellites, GPS can calculate the longitude and latitude of the receiver based on where the three spheres intersect. By using four satellites, GPS can also determine altitude. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 89 of 94 GPS was developed and is operated by the U.S. Department of Defense. It was originally called NAVSTAR (Navigation System with Timing and Ranging). Before its civilian applications, GPS was used to provide all-weather round-the-clock navigation capabilities for military ground, sea, and air forces. GPS has applications beyond navigation and location determination. GPS can be used for cartography, forestry, mineral exploration, wildlife habitation management, monitoring the movement of people and things and bringing precise timing to the world. NCRS NRCS provides technical and financial assistance for many conservation activities. Participation in our programs is voluntary. Conservation Technical Assistance (CTA) program provides voluntary conservation technical assistance to land-users, communities, units of state and local government, and other Federal agencies in planning and implementing conservation systems. Outreach to all segments of the agricultural community, including underserved and socially disadvantaged farmers and ranchers. Manage natural resource conservation programs that provide environmental, societal, financial, and technical benefits. Provide technical expertise in such areas as animal husbandry and clean water, ecological sciences, engineering, resource economics, and social sciences. Provide expertise in soil science and leadership for soil surveys and for the National Resources Inventory, which assesses natural resource conditions and trends in the United States. Provide technical assistance to foreign governments, and participate in international scientific and technical exchanges. VASWCD The Virginia Association of Soil and Water Conservation Districts (VASWCD) is a private nonprofit association of 47 soil and water conservation districts in Virginia and is classified accordingly as a 501(c)(5). It is a voluntary, nongovernmental association of Virginia's districts. The VASWCD provides and promotes leadership in the conservation of natural resources through stewardship and education programs. It coordinates conservation efforts statewide to focus effectively on issues identified by local member districts. WQIF The Water Quality Improvement Fund (WQIF) grant awards are intended to reduce pollution through partnerships with local governments, community groups and others. The grants focus on implementing Virginia’s Chesapeake Bay Tributary Strategies as well as improving waters throughout Virginia that do not meet water quality standards (TMDL waters). Grants are awarded for projects within the Chesapeake Bay watershed as well as watersheds in Virginia that drain outside the Chesapeake Bay watershed, the 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 90 of 94 “Southern Rivers.” These awards were made to support two WQIF: Cooperative Nonpoint Source Pollution Programs with Local Governments and Strategic Nonpoint Source Water Quality Initiatives. For additional details contact Sarah Capps at email@example.com. 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 91 of 94 Appendix 11: SWCD Infrastructure Comparison Chart Database Server WEB OPTION C Windows Server 2003 MS SQL Server 2005 Citrix Access Firewall Gateway SSL VPN INTERNET Dedicated T1 Citrix NetScaler Load Balancer BMP 2.0 SWCD Web Servers .NET Mobile and/or Remote users Windows Server 2003 access BMP 2.0 thru the Internet via CLUSTERED Citrix Access Gateway SSL VPN user authentication 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 92 of 94 Appendix 12: Other Commercial Products (paper copy only) 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 93 of 94 Appendix 13: Detail Hardware Price list Hardware Web Basic Web Improved Web Robust # Total Price / # Total Price / # Total Option Price / Unit Units Price Unit Units Price Unit Units Price Database Server $6,920 1 $6,920 $6,920 1 $6,920 $6,920 1 $6,920 Windows Server 2003 $1,200 - $0 $1,200 - $0 $1,200 - $0 Application Server - BMP 2.0/Citrix Presentation Server/Web Server $11,000 1 $11,000 $11,000 2 $22,000 $11,000 3 $33,000 Cisco ASA 5500 Series Firewall $10,000 - $0 $10,000 - $0 $10,000 1 $10,000 Citrix Access Gateway SSL VPN $8,000 - $0 $8,000 - $0 $8,000 1 $8,000 Citrix Netscaler Load Balancer $40,000 - $0 $40,000 1 $40,000 $40,000 1 $40,000 Citrix Presentation Server 4.5 Platinum Edition Software $700 - $0 $700 - $0 $700 - $0 T-1, Annual Cost (based on $800 / month) $10,000 - $0 $10,000 $0 $10,000 1 $10,000 Total $17,920 $68,920 $107,920 2/9/2012 bfec6b75-3c7c-4461-a203-d862bdaf0691.doc Page 94 of 94
"CXI recommendations for modernizing the current system supporting "