Laboratory Sample Result Electronic Submission Lab to State 2.0 and Electronic Submission
Feb 13, 2016
Laboratory Sample Result Electronic
Submission
Lab to State 2.0 and Electronic Submission
Conference Call Etiquette Please MUTE your phone, this helps to reduce
background noise and static. You can do this by pressing * 6 , then press again to un-MUTE.
If you can not MUTE your phone, please refrain from having conversations with coworkers on your end.
If you must make a call on your phone, it may be best to hang up the conference call on your line, and dial in again afterwards. Please don’t put us on Hold!
Laboratory Electronic SubmissionWeb Seminar Training
Changes in Reporting Methods The CSV Template
Sample.csv Result.csv MonitoringSchedule.csv
Web site tools Questions
Changes in Reporting Methods The Office of Drinking Water (ODW) will implement a
new electronic reporting system at the end of January, 2009.
The new system, in addition to bacteriological results, will allow laboratories to submit inorganic and organic chemical, physical and radiological results.
Changes in Reporting Methods
We have selected an Environmental Protection Agency (EPA) developed application: SDWIS/Lab to State 2.0. CSV templates sent to ODW are uploaded through this system.
This application is compliant with EPA electronic reporting standards in the Cross-Media Electronic Reporting Regulation (CROMERR).
CSV Templates: Fields and Submission Requirements
CSV Templates Introduction and Requirements Sample.csv
New Fields and Data Requirements Result.csv
New Fields and Data Requirements MonitoringSchedule.csv and tabs within this file File saving procedure and requirements Examples
CSV Templates:Introduction and Requirements
File format: What does a .CSV file look like?
The .CSV (Comma Separated Values) file appears below as it might be viewed when opened in excel and notepad:
CSV Templates: Submission Requirements
Both the sample.csv and result.csv files must be completed and submitted for data to be accepted into the ODW database.
sample.csv contains the information identifying a sample, result.csv contains the analytical result of the sample.
Sample.csvFields and Requirements
Sample.csv: Fields and Requirements
Sample.csv contains the identifying information of the sample.
The 1st column in the file must always read “sample.” No capitalization. This allows Lab to State 2.0 to recognize the type of data.
The 2nd column, or “Certifying Agency”, will be “STATE” for state-certified labs.
Lab ID, Sample ID, and PWSID have not changed from the last template. These MUST be duplicated on result.csv.
Sample.csv: Fields and Requirements Sample Category identifies the sample as type coliform (TC), Lead and Copper (PB) or
General (GE). Classification Code further identifies the sample based on the sample category. Sample Type indicates the replacement type: Routine (RT), Repeat (RP), Special (SP),
etc. Compliance Indicator: “Y” or “N” indicates whether the sample is for compliance or
not.
ExamplesSample
CategoryClassification
Code Sample TypeCompliance
Indicator
Coliform P/A Routine TC TC RT Y
Coliform P/A Special TC TC SP N
Coliform P/A Repeat TC TC RP Y
MPNs GE MPN SP N
Lead and Copper PB LC RT Y
Total Haloacetic Acids (HAA5) GE HAA RT Y
Total TriHalomethanes (TTHM) GE THM RT Y
Benzene GE VOC RT Y
Sample.csv: Fields and Requirements Facility ID is a new field that identifies a water system facility within a water
system with a specific ID, identified in the water system Monitoring Schedule. Sampling Point uniquely identifies a sampling point within the water system
facility. Refer to the Monitoring Schedule. Sample Location describes the address or location, i.e., “Kitchen Sink.”
PWSID
Water System Name
Facility ID
PWSFacility Description
Sample Category
Classification Code
Sample Type Compliance
Sampling Point
Sample Location
VA1000000ABINGDON GENERAL DS001 Distribution System TC TC RT Y TCR01
VA2000000LEXINGTON GENERAL TP003 Chlorination System GE TOC RT Y RW001
RAW WATER SAMPLE
VA2000000LEXINGTON GENERAL EP006 Entry Point GE RAD RT Y EP001
LAB SAMPLE TAP
VA2000000LEXINGTON GENERAL TP003 Treatment Plant GE VOC RT Y UP001
COMBINED FILTER EFFL
VA2000000LEXINGTON GENERAL DS005
Distribution System 5 GE DBP RT Y DBP01
COUNTY ADM. BUILDING
VA2000000LEXINGTON GENERAL DS001
Distribution System 1 PB LC RT Y LCR01
MENS REST ROOM LOBBY
VA3000000SOUTHEAST
GENERAL DS001 Distribution System GE MPN RT N EP001TAP INSIDE BUILDING
Example: Monitoring Schedule
Sample.csv: Fields and Requirements
Collect Date and Receive Date must have mm/dd/yyyy format. Leading zero’s must be included.
Collect Time must have hhmmss format. Example: 9:35 AM will be 093500.
Sampler Name: Enter name of sample collector. CL2 Residual: Leave blank if not analyzed, enter
0.0 if not detected, or enter actual numeric value of Total or Free CL2 residual. No special characters permitted, i.e. “<.”
Sample.csv: Optional Fields The template fields in the darker green color are
optional. Reject: If sample is rejected, results should not
be provided in result.csv. Select reject reason from code list (on template and instructions.)
PB Type Code: If analyzing Lead and Copper samples, enter “FSD.”
Repeat Samples: Complete information for Original Sample Certifying Agency, Original Sample Lab ID and Original Sample ID.
Result.csvFields and Requirements
Result.csv: Fields and Requirements
Result.csv contains the analyte result for the sample.
The 1st column in the file must always read “result.” No capitalization. This allows Lab to State 2.0 to recognize the type of data.
Certifying Agency, Lab ID, Sample ID, and PWSID should be the same as on sample.csv, unless the sample was rejected.
Result.csv: Fields and Requirements
The Analyte Code can be found in the Analyte Code Groups file as “SDWIS Code.” Example: Total Haloacetic Acids (HAA5’s) = 2456.
Standard Method – Standard analysis method code for analyte.
State Notification Date – enter date data is sent to state in mm/dd/yyyy format.
Data Quality – Indicates whether the analytical result meets established data criteria (Accepted = A, Rejected = R.)
Result.csv: Fields and Requirements
Microbe Presence Indicator (Bacti ONLY) – Enter “P” for Positive microbial result, “A” for negative result.
Count (MPN ONLY) – Enter a value for a positive microbial result, or “0” for a negative result.
Volume (MPN ONLY) – Volume Assayed for MPN, i.e. “100ML.”
Count Type (MPN ONLY) – Enter “MPN.”
Result.csv: Fields and Requirements
Less Than Indicator (GE or PB ONLY) – Enter “Y” if analytical result is less than Lab Reporting Level (MRL) or Federal Minimum Detection Limit (MDL). Enter “N” if result exceeds level.
Less Than Code (GE or PB ONLY) – Code for reporting level used, “MRL” or “MDL.”
Detection Level – Enter detection level used by lab if “MRL” was entered for reporting code.
Detection Unit Measure – Unit of measure associated with detection level used by lab if “MRL” was entered.
Concentration – Enter a concentration value if the analytical result was reported as exceeding MRL or MDL.
Concentration Unit Measure – Enter unit measure associated with the concentration value.
Note: “GE or PB ONLY” does NOT include MPN
Monitoring Schedule and Analyte Code Groups
Monitoring Schedule and Analyte Code Groups
The ‘MonitoringSchedule’ files can be found on the ODW website. Enter your PWSID list into the Monitoring Schedule to retrieve FacilityID, Sampling Point information.
Helpful tools such as “Std. Methods Analytes assoc.” and “AnalyteCodeGroups” can be found in the tabs of the Monitoring Schedule. These are useful in obtaining the correct
Standard Method code and Sample Category – Classification Code pairing.
Other Resources found on the Website
The ‘State Classified Water Quality List’ is a complete listing of required water quality parameters organized by panels. Classification codes and Analyte codes are also conveniently listed here.
The ‘Common Non-Regulated Parameters’ list follows the State Classified Water Quality List and offers common non-regulated analytes that may be detected and reported to ODW.
The ‘Template: CSV Format’ provides links to download the sample and result templates, and complete instructions and descriptions for each column.
The ‘CSV Examples’ is a good place to start when filling out CSV templates. Four links are provided: 1 Bacti sample template, 1 Bacti result template; 1 Chemical sample template; 1 Chemical result template. Bacti and Chemicals can be submitted together, but be careful of filling out all the right columns!
The ‘Template: XML Format’ offers instructions on how to submit with XML.
File Saving Procedure and Requirements
CSV Template: File Saving Procedure and Requirements
If using the Template_sample.xls and Template_result.xls to enter sample data, in order to submit it is necessary to: Delete the first row containing header names Save each file separately with the following format:
Lab Certification ID_BeginDate(yymmdd)_EndDate(yymmdd)_sampleExample: 00900_051107_051111_sample
Save with file type CSV (COMMA DELIMITED) *.csv
It is recommended that you also save a copy with file type .xls in order to make edits.
CSV Template: File Saving Procedure and Requirements
You may get a few warnings from excel when saving your .csv template.
“The selected file type does not support workbooks that contain multiple sheets.” Click “OK”
“The file.csv may contain features that are not compatible with CSV. Do you want to keep the workbook in this format?” Click “Yes” to keep this format, which leaves out any incompatible features.
CSV Template: File Saving Procedure and Requirements
Once you have saved your file as .csv, do NOT open the .csv file to modify. You will lose the formatting required to submit without errors.
If you would like to modify the file, open the original .xls file, modify, and save again as a .csv file. Or, you can modify the .csv file directly in Notepad.
You will submit both the sample.csv and result.csv at the same time to [email protected]
Submit only new samples each time…do not re-submit samples.
Examples
Any Questions?