Data Reporting

Reporting Requirements and Form Submission for Public Water Systems and Certified Laboratories

Results of water samples are reported to Ohio EPA by public water systems and certified laboratories to demonstrate that the water meets health-based standards. Samples are required to be taken in accordance with the public water system's monitoring schedule. Public water systems (PWSs) are required to maintain records of the system's operations. Most systems are required to submit monthly operational reports (MORs) documenting the day to day activities and sampling throughout each month.

In July 2010, the division implemented electronic drinking water reports (eDWR) for submitting drinking water data. The system allows for PWSs to report their MORs and for laboratories to report their chemical and microbiological sample results over the internet. This reporting system is entirely web-based and accessible via any internet connection. It is accessed through the Ohio EPA eBusiness Center, which is EPA's secure portal for online business services. This portal is the entry point for the regulated community and consultants to electronically complete and file reports and permit applications and to pay fees.

Introduction to Data Reporting

Operational Monitoring

Man recording data

Operational monitoring and reporting is required for all community systems and those non-community systems that:

  • Are required to maintain a chlorine residual in their distribution system, either a major non-community system (serves > 1,000 population) or for another reason (plan approval, etc)
  • Add phosphate (polyphosphate, orthophosphate, or ortho/poly blends)
  • Adjusts pH for approved corrosion control or for stability
  • Provides precipitative softening
  • Adjusts alkalinity for approved corrosion control
  • Apply a copper compound to their surface water supply
  • Treat for a primary MCL (arsenic, nitrate, etc); surrogate monitoring will most likely be required

The specific operational monitoring that has to be performed is identified in Ohio Administrative Code (OAC) 3745-83-01 (F) (1) thru (F) (10). Public water systems that treat their water with disinfectants are also required to monitor for inorganic disinfection byproducts and disinfection residuals per OAC 3745-81-23 (L) and (M) and 3745-81-70 (E) (1) and (F). The monitoring requirements are summarized in the Operational Monitoring Requirements. Analyses beyond those identified in these two tables may be necessary in order to maintain good operational control.

Laboratory Reporting

Certified Laboratories are required to submit public water system drinking water data to the Division of Drinking and Ground Waters using electronic Drinking Water Reports (eDWR). Laboratory reporting in eDWR is split between two forms: microbiological (Coliform) reports and chemical analysis reports. Note there are deadlines for reporting data to Ohio EPA:

Reporting on Time
Results of all chemical analyses must be reported by 10 days following the month in which the chemical analyses are completed by the laboratory. All chemical results that exceed a maximum contaminant level must be reported to Ohio EPA and to the water system within 24 hours of analysis completion.

For nitrate/nitrite violations: please remember that nitrate detections of 10 mg/L or greater and nitrite detections of 1 mg/L or greater MUST be reported to DDAGW within 24 hours of analysis completion. Detections at or above these levels are serious health concerns for certain groups and require immediate action by the water system (collection of a confirmation sample). Delays in reporting could unnecessarily put additional people at risk.

Total coliform positive and repeat samples must be reported to Ohio EPA and the water system within 24 hours of analysis completion. All other microbiological analyses must be reported 10 days following the month in which a sample is collected.

Forms and Instructions

Public water systems (PWS) and certified laboratories have a number of reporting requirements for compliance with the Division's rules and regulations. PWSs must report both monthly and quarterly operational reports and labs must report analytical results for the water systems. Monitoring requirements are based on the water system type and treatment being performed and are outlined in the Operational Monitoring Requirements.

Monthly Operating Reports (MORs) may be reported electronically using eDWR. The following MORs are available through eDWR:

Plant Distribution MOR - 5002

Water Plant/Distribution MOR (5002)

This report includes the Chlorine Residual Quarterly Operating Report (QOR) data and replaces the requirement to submit this form on paper as soon as a full quarter of results have been submitted.

  • Water Systems Instructions for completing the Water Plant/Distribution System MOR.
  • Paper Form PDF (Excel). These files are only to be used when submitting hard-copy forms to the District Office.
  • Excel Spreadsheet Form (updated for Dec. 13, 2011, version). This form may also be downloaded in eDWR and may be used for electronic reporting.

Surface Water Plant MOR - 5109

Surface Water Treatment Rule MOR (5109)

  • Instructions for Completing the Surface Water Treatment Plant Disinfection, Turbidity (CFE, IFE) and Total Organic Carbon MOR
  • Paper Form PDF (Excel). These files are only to be used when submitting hard-copy forms to the District Office.
  • Excel Spreadsheet Form (updated for Dec. 13, 2011, version). This form may also be downloaded in eDWR and may be used for electronic reporting.
  • Contact Time (CT) Calculators: These spreadsheets are applicable for systems inactivating Giardia using free chlorine only. These spreadsheets do not apply for Virus inactivation using free chlorine, however if a system using free chlorine is in compliance with Giardia, they are also in compliance with Virus inactivation requirements. 
    These spreadsheets do not apply for inactivation of Giardia or Viruses for systems using the following disinfectants: chlorine dioxide, ozone, UV or chloramines. 
    These spreadsheats will calculate CT values and generate the XML file for uploading into eDWR. Note there are two versions, one for a single clearwell and one for systems with multiple clearwells. Please contact Brian Tarver at 614-728-1740 or via email at brian.tarver@epa.ohio.gov for any questions regarding these two spreadsheets.
    Download:
    Surface Water Treatment Rule MOR (5109) with CT Calculations - Single Clearwell
    Surface Water Treatment Rule MOR (5109) with CT Calculations - Multiple Clearwells


Ground Water Rule Plant MOR - 5109

Ground Water Rule Plant MOR (5109)

  • Instructions
  • Paper Form (PDF Excel). These files are only to be used when submitting hard-copy forms to the District Office. Note: This is for compliance with the Ground Water Rule.

Microbiological/Coliform SSR

Microbiological/Coliform SSR (Form 5211)

  • Instructions for completing the Coliform Sample Submission Report (SSR)
  • Paper Form (PDFDoc)
  • Excel Spreadsheet Form. This form may also be downloaded in eDWR and may be used for electronic reporting.

Chemical SSR

Chemical SSR (Form 5019)

Lead and Copper

Lead and Copper Reports

Note: The following are only available as paper forms.

  • Checklist for Completing Lead and Copper Sample Monitoring Requirements (PDF)
  • Instructions for Collection of Lead and Copper Samples by Residents (PDF)
  • Instructions for Form 5105 with Appendix (PDF)
  • Drinking Water Lead and Copper Monitoring Report (Form 5105 with Appendix) (PDFWord)
  • Worksheet for 90th Percentile Calculation (Excel)
  • Consumer Notice of Tap Water Result (Community) (PDFWord)
  • Consumer Notice of Tap Water Result (Non-transient, Non-community) (PDFWord)
  • Verification of Lead Consumer Notice Issuance (PDFWord)

System Exceeds a Lead or Copper Action Level

Note: The following are only available as paper forms. 

  • Water Quality Parameter Monitoring Report and Entry Point Lead and Copper Monitoring Report with Instructions (Form 5108) (PDF)
  • Template for Lead Public Education after Exceedance (Community) (PDFWord)
  • Template for Lead Public Education after Exceedance (NTNC and Certain Community) (PDFWord)
  • Verification Form for Lead Public Education (Community) (PDFWord)
  • Verification Form for Lead Public Education (NTNC) (PDFWord)
  • Desktop Evaluation for Corrosion Control Treatment Recommendation (Word)
  • Desktop Evaluation for Corrosion Control Treatment Recommendation Appendix (Word)

LT-2

Filter Backwash Rule

Electronic Drinking Water Reporting

The following are general "How To" instructions for starting to use the eBusiness Center and eDWR. Additional detailed questions and answers may be found on the 'Frequently Asked Questions' tab.

eDWR Navigation

eBusiness Center Navigation


eBusiness home page:
  1. Links: These will be on all pages and will take you to the State of Oho home page, Ohio EPA home page or to log out of the eBusiness Center
  2. eBusiness Home:  This link will be on all pages and will return you to this main page
  3. Account: This will always indicate your userid for the account logged into the eBusiness Center
  4. Available Services: These are currently all of the available services or programs that can be accessed. The eDrinking Water Reports link will take you into eDWR.
  5. Facilities: This link is for managing, adding, deleting and requesting water system and laboratory associations to your account.
  6. Delegations: This link allows Responsible Officials to delegate access to additional user accounts to prepare or certify reports.
  7. My Tasks: Lists all reports that are currently in process or submitted.

Who do I call if I need help with eDWR?

Call Brian Tarver, Division of Drinking and Ground Water, Central Office at (614) 728-1740 direct, (614) 752-2752 main, or email at Brian.Tarver@epa.ohio.gov.

Who should have an eDWR Account?

The water system's and laboratory's responsible officials and operators need to have an account, a PIN and service authorization. Additional users may be delegated by the responsible official to enter or submit data on their behalf. These additional user need an eBusiness account and if they are submitting, they will need their own PIN.

How do I start using eDWR?

In order to start using eDWR you will need to complete the following three steps:
  1. Create an account on the eBusiness center. Go to: https://ebiz.epa.ohio.gov/login.jsp and select the link "Create New Account." It will ask you to create a User ID and a password. Enter your name, address, email and phone number. At the bottom will be a "Submit" button. You may now log into the eBusiness center with the password and user id that you just created.
  2. You will need a PIN.
    1. Log in to the eBusiness Center, scroll down about half way down the page to the section that says "My Tasks." There will be a link to create or apply for a new PIN. Click that link.
    2. It will then ask you to re-enter your email address and ask and answer five security questions.  
    3. At the bottom will be a "Submit" button.
    4. This page will have a link labeled "Division of Drinking and Ground Waters." Open and print the PDF document. This is your PIN form. This form will need to be signed in front of a Notary and mailed in to the Ohio EPA. This PIN is your signature, so do not share it. If someone else needs to be allowed to submit, they will need their own account and PIN.
  3. You will need to be associated to your public water system (PWS). 
    1. From the home page, there is a list of "Services" near the top of the page. 
    2. Select the view/edit link under the facilities column in the same row as eDrinking Water Reports.
    3. Select "Add Facility." 
    4. Enter the PWS ID in the first search box, labeled Regulatory Program ID and click "Search." 
    5. Select the “Agency Core ID” link.
    6. This will return to where you started, but with the PWS or lab in the list at the bottom. 
    7. Click "Next" button.
    8. Check the check box for "Certify/Submit," then click the "Submit eDWR Service Request" button.
    9. The next screen will have a link to download or open a form. Click the link labeled "Division of Drinking and Ground Waters" and open the document, print the document and follow the printed instructions.
    10. Print, sign and fax it to (614) 644-2909 Attention Brian Tarver or mail it to:

Ohio EPA, Division of Drinking and Ground Waters
P.O. Box 1049
Columbus, OH 43216-1049

How do I get a PIN?

In order to submit reports, you must have a PIN. Please note, that your PIN is your electronic signature. Do not share your PIN with other users. If another person need to be able to report your data, they will need their own account and PIN. The responsible official may then delegate them the rights to submit.

  1. Log in to the eBusiness Center, scroll down about half way down the page to the section that says "My Tasks." There will be a link to create or apply for a new PIN. Click that link.
  2. It will then ask you to re-enter your email address and ask and answer five security questions.  
  3. At the bottom will be a "Submit" button.
  4. This page will have a link labelled "Division of Drinking and Ground Waters." Open and print the PDF document. This is your PIN form. This form will need to be signed in front of a Notary and mailed in to the Ohio EPA. This PIN is your signature, so do not share it. If someone else needs to be allowed to submit, they will need their own account and PIN.

How do I add my PWS to my account?

You will need to be associated to your public water system (PWS) in order to be able to report data for your system. 
  1. From the home page, there is a list of "Services" near the top of the page. 
  2. Select the view/edit link under the facilities column in the same row as eDrinking Water Reports.
  3. Select "Add Facility." 
  4. Enter the PWS ID in the first search box, labeled Regulatory Program ID and click "Search." 
  5. Select the “Agency Core ID” link.
  6. This will return to where you started, but with the PWS or lab in the list at the bottom. 
  7. Click "Next" button.
  8. Check the check box for "Certify/Submit," then click the "Submit eDWR Service Request" button.
  9. The next screen will have a link to download or open a form. Click the link labeled "Division of Drinking and Ground Waters" and open the document, print the document and follow the printed instructions.
  10. Print, sign and fax it to (614) 644-2909 Attention Brian Tarver or mail it to:

Ohio EPA, Division of Drinking and Ground Waters
P.O. Box 1049
Columbus, OH 43216-1049

How do I delegate to other users?

Delegation:
  1. To delegate, log into the eBusiness center. From the home page select the “View/Edit” link under the delegations column in the same row as eDrinking Water Reports.
  2. Select the “Add User” link beside the PWS listed.
  3. Select the “Add Account” link.
  4. Enter the user’s name OR user id and click "Search."
  5. Select his name and click "Next."
  6. Click "Delegate."
  7. Select either the "Prepare/Review" or the "Certify/Submit" privilege. (This is where you can decide what rights he or she has.) Click "Submit."
  8. Enter your PIN and security answer and click "Submit."

How do I create a new MOR report

Create a New Plant Distribution MOR: (Download Instructions)
  1. Log into eDWR.
  2. Select "eDrinking Water Reports."
  3. Select "Create New Reports" from the water system menu, and select a PWS from the “Water System Reports” drop-down. 
    Go to 4A for Online Entry or 4B for Excel File

4A: Online Entry – Select “Entry” for the MOR to be created.

  • Select "STU" from dropdown list
  • Reporting Period – Select "Month."
  • Reporting Lab ID – Lab Cert number of lab conducting analysis on this report, or lab ID of the PWS, or 8000.
  • SAVE – Note: Select the reporting period before saving.
  • Select “Entry” for each section of the report to completed.
  • Submit,

4B: Excel File with XML Upload – Select “Excel” for the MOR to be created.

  • Download and save the Excel File (.xls).
  • Open Excel File and when prompted select “Enable Macros.”
  • Complete the MOR and save the Excel file.
  • Select Generate XML, save the XML file.
  • Select "Upload XML Reports."

5. Supply PIN and certify the data entered.

6. Submit.

7.Select “View Submissions” and verify that the report has been accepted. Rejected reports must be corrected and re-submitted.

How do I create a new lab submission?

Create a New Lab Submission: (Download Instructions and Reporting Tips)
  1. Log into eDWR.
  2. Select "eDrinking Water Reports."
  3. Select "Create New Reports" on the laboratory menu, the user selects a laboratory from the “Drinking Water Reports” drop-down. Select the “Lab-B” for microbiological submissions or “Lab-C” for chemistry results.
  4. The user previews and prepares eDWR file in accordance with reporting requirements using one of these methods.
    1. Step 4A: Completing the online entry web form and submitting the report.
    2. Step 4B: Copying and pasting data into the online web form.
    3. Step 4C: Using the Microsoft Excel Template to generate an XML file for upload.
  5. Supply PIN and certify the data entered.
  6. Submit.
  7. Select “View Submissions” and verify that the report has been accepted. Rejected reports must be corrected and re-submitted.

Frequently Asked Questions

How do I navigate eBusiness and eDWR?

Once you have created your eBusiness account you will need to navigate to several different areas of the eBusiness Center and eDWR. The following pdf documents will show how to get around in the system.

When are reports due to be submitted?

Monthly operating reports are due by the tenth of the month following the reporting period. (Example: July reports are due by August 10.)

Laboratory Reports:

Results of all chemical analyses must be reported by the tenth day following the month in which the chemical analyses are completed by the laboratory. All chemical results that exceed a maximum contaminant level must be reported to Ohio EPA and to the water system within 24 hours of analysis completion. For nitrate/nitrite violations, please remember that nitrate detections of 10 mg/L or greater and nitrite detections of 1 mg/L or greater MUST be reported to DDAGW within 24 hours of analysis completion. Detections at or above these levels are serious health concerns for certain groups and require immediate action by the water system (collection of a confirmation sample). Delays in reporting could unnecessarily put additional people at risk. Total coliform positive and repeat samples must be reported to Ohio EPA and the water system within 24 hours of analysis completion. All other microbiological analyses must be reported by the tenth day following the month in which a sample is collected.

How can I check if the lab submitted my samples?

If you have an eBusiness account and are associated to your public water system (PWS), you can view any sample that your lab has submitted.

  1. Log into eDWR.
  2. Go into "eDrinking Water Reports."
  3. On the left side menu, select "View Lab Submission" (should be the first item under the "Water System" menu).
  4. Select the water system and date range, if necessary, and click “Go." This will display the list of all reports labs have submitted for you.
  5. In order to open and view the report, select the "View Lab Reports" tab at the top right and then select the "View" icon next to the report. By default you will be on "View Lab Submissions." This does not allow you to view the report.
  6. Report opens in a new window. Drag the corner of the window wider in order to display the entire report.

How do I print my MOR report?

How do I Print my MOR report?

  1. Log into eDWR.
  2. Go into "eDrinking Water Reports."
  3. On the left side menu, select "View Submission" (should be the last item under the "Water System"
    menu).
  4. Select the water system and date range, if necessary, and click “Go.”
  5. Select the "View" icon next to the report you need to view.
  6. Report opens in a new window. Drag the corner of the window wider in order to display the entire report.
  7. Print this report by either right-clicking over the MOR and select "Print Preview" or select the file menu and "Print Preview."
  8. Change the paper format from portrait (vertical) to landscape (horizontal) view [third icon from the top left].
  9. Print.

I submitted my MOR but the EPA doesn't have it. What should I do?

Most of the time this is related to the reporting period on your report. Make sure you have the right month and year that the staff is looking for by viewing the report you submitted to make sure it is the correct report.

  1. Log into eDWR.
  2. Go into "eDrinking Water reports."
  3. On the left side menu, select "View Submission" (should be the last item under the "Water System" menu).
  4. Select the "View" icon next to the report you need to view.
  5. Report opens in a new window. Drag the corner of the window wider in order to display the entire report.

I have an email receipt for my report but my EPA staff doesn’t have it. Did you check the submission status of your report?  The email receipt does NOT mean that your report was accepted. Users MUST verify the acceptance of their own reports.

To verify that your report was accepted:

  1. Go to "View Submissions."
  2. The status column will have either a green check-mark indicating the report is accepted, or a red “X” indicating the report was rejected.

I made a mistake on my MOR, how do I correct it?

Depending on the method you used to report, Online entry or XML upload, follow the steps below to resubmit.

Online Entry:

  1. Log into eDWR.
  2. Go into "eDrinking Water Reports."
  3. On the left side menu, select "View Submission" (should be the last item under the "Water System Menus").
  4. If necessary, change the “Submitted Between” dates so that you can find the reports you need to update and click the “Go” button.
  5. Click the "Edit" icon next to the file you need to correct (this creates a copy of the report).
  6. On the left side menu, select "Retrieve Saved Reports."
  7. Click the "Edit" icon next to the file you need to correct. This will take you into the report.
  8. Make your corrections.
  9. Click "Next" and click "Submit."


XML upload:
  1. Open your Excel spreadsheet.
  2. Make your corrections.
  3. Generate a new XML file.
  4. Log into eDWR.
  5. Go into "eDrinking Water Reports."
  6. Select "Upload XML" and re-upload your corrected report.

 

 

Why do I need to check my submission status?

The status of your submission will indicate whether the report was received or not. A successfully submitted report only means that you uploaded data to Ohio EPA. The status of your report will indicate whether or not we received it or not.
Status:  
  • Processed - Green check-mark indicates your report was submitted, processed and accepted.
  • Rejected - Red "X" indicates your report has an error and was not accepted. Your report has not been received. You will need to correct errors and resubmit.  
  • Received - Yellow question-mark indicates that you have uploaded/submitted your report, but it has not been processed. This can take up to 45 minutes. If you see this status, check back later to ensure your file was accepted.  
  • Resubmitted - Paper icon indicates that this report had an error, but was selected, corrected and re-submitted. 

How do I update my email address?

Update Account Information:
Account information includes your address, email address, phone number and company. Users need to keep this information current.
  1. Log into the eBusiness Center.
  2. Select "My Account" (upper left).
  3. Select "Update Account."
  4. Edit any out of date information and save.

Update PIN Information:
PIN information includes your security questions and answers as well as your mailing address.
  1. Log into the eBusiness Center.
  2. Select "My Account" (upper left).
  3. Select "PIN Management." Update PIN holder information.
  4. Enter your PIN and security answer.
  5. Edit any out-of-date information and save.

Do I need a new account when I move to a new PWS?

No, you do not need a new account when you move to a new lab or public water system (PWS). The account and PIN you created are yours, not the system you work for. You will need to update your account and PIN information. Your company, phone number, email addresses, etc.

Update Account Information:
Account information includes your address, email address, phone number and company. Users need to keep this information current.
  1. Log into the eBusiness Center.
  2. Select "My Account" (upper left).
  3. Select "Update Account."
  4. Edit any out of date information and save.

Update PIN Information:
PIN information includes your security questions and answers as well as your mailing address.
  1. Log into the eBusiness Center.
  2. Select "My Account" (upper left).
  3. Select "PIN Management." Update PIN holder information.
  4. Enter your PIN and security answer.
  5. Edit any out-of-date information and save.

How can I get emailed updates and news about eDWR?

The division has a bulk email system for receiving specific kinds of information, updates and rule changes. Specifically for eDWR we have one for public water system operators and another for laboratory information. These are used to update users to any changes to be made to the system or at times when eDWR may not be available.

Go to our Listserve page and select the lists you would like to receive information. This webpage is for individuals interested in getting on electronic mailing lists maintained by Ohio EPA's divisions and offices to receive resources such as division newsletters, fact sheets, training announcements, information on funding opportunities, etc. For several divisions, this also includes notification of new rules or changes in rules.



The following lists include Monthly Operating Reports and Chemical and Microbiological sample submission reports (SSRs) received through eDWR. The MORs are listed by the reporting period and the laboratory SSR results are listed by the month the samples were collected. Additionally, the SSRs are being provided in two lists. One list by public water system (PWS) has each sample sorted by public water system identification number (PWSID), the second list is grouped by laboratory certification number and then by PWSID. 

These lists are manually updated. If you do not find your samples listed, note the date at the top of the table. If your samples may have been submitted after this date, they would not be listed.

 

MORs Chemical SSRs
Microbiological SSRs
Reporting Period Lab PWS Lab PWS
January January January January January
February February February February February
March March March March March
April April April April April
May May May May May
June June June June June
July July July July July
August August August August August
September September September September September
October October October October October
November November November November November
December December December December December