PermiTrackMS4 Client User Guide Rel 4.1.0 Permi Track MS4

User Manual:

Open the PDF directly: View PDF .
Page Count: 78

Client User Guide

NPDES Storm Water

Permit Tracking

lease 4.1

SEH Client Access Point

–

Technical Support

For assistance with technical questions and/or issues regarding the applications on

the SEH Client Access Point, we o

ffer product support Monday through Friday, 7:00

a.m. to 5:00 p.m. (CST), excluding major holidays.

Support is available via

mail

or phone at 612.333.2123.

If a support technician is not available at the

time of your call, please leave a

message on voicemail.

When sending an e

mail or leaving a voicemail, be sure to include your name,

contact information, the application you are using, and a brief description of the

question and/or issue you are inquirin

g about.

Be sure and check the

FAQ

page for answers to Frequently Asked Questions. Our

support technicians will update this page regularly with questions submitted by other

users.

or content

specific assistance with any of the Client Access Point applications, feel

free to contact the appropriate staff person identified on the

page.

PermiTrackMS4

Contents | page

Contents

Getting Started

................................

Logging into PermiTrackMS4

................................

...........................

What is on the Opening Screens?

................................

...................

Select Plan

................................

...............

View Plan

................................

..................

Logging Out of PermiTrackMS4

................................

.......................

Quick Reference

................................

..............................

Add MCMs to a Plan

................................

........

Add BMPs

(Best

Management

Practices) to a Plan

................................

.......................

Print Blank Copies of the Outfall Inspection Form

................................

.........................

Assign

Parts of the Plan to Staff

................................

....................

Identify Incomplete Activities

................................

..........................

Publish an Annual Report

................................

..............................

Plans

................................

..............

Create Plan tab

................................

..............

Select tab

................................

.......................

Plan View tab

................................

.................

Edit Plan tab

................................

..................

Delete Plan tab

................................

..............

Add M

CM to Plan tab

................................

.....

Publish tab

................................

.....................

Notification page

................................

............

MCM (Minim

um Control Measure) Views

................................

.....................

Create an MCM

................................

.............

View MCM tab

................................

...............

it MCM tab

................................

.................

Delete MCM tab

................................

.............

Add BMP Form 1 to MCM tab

................................

........................

Add

BMP Form 2 to MCM tab

................................

........................

Add BMP tab

................................

..................

Add BMP from DB tab

................................

....

BMP (Best Management Practice) Views

................................

.....................

Create a BMP

................................

................

View BMP tab

................................

................

Edit BMP tab

................................

..................

Copy BMP tab

................................

................

Move BMP tab

................................

...............

Delete B

MP tab

................................

..............

PermiTrackMS4

page

| Contents

Add Goal tab

................................

..................

Goal Views

................................

.....

Create a Goal

................................

................

View Goal tab

................................

................

Edit Measurable Goal tab

................................

..............................

Delete Goal tab

................................

..............

Enter Goal Activity tab

................................

...

Fields on the Enter Goal Activity page

................................

....

tivity for a Goal using the Default Goal Form Type

................................

.............

Activity for a Goal using the Outfall Inspection Form Type

................................

.....

Activity for

a Goal using the Outfall Information Form Type

................................

....

Enter Goal Activity



Attach Documents page

................................

...............................

Measurable Goal Activity Views

................................

...

Create a Measurable Goal Activity

................................

................

View Measurable Goal Activity tab

................................

................

Edit Measurable Goal Activity tab

................................

..................

Delete Measurable Goal Activity tab

................................

..............

Reports

................................

..........

Report Options page

................................

......

Areas of the Report Options page

................................

..........

Fields on the Report Options pag

................................

.........

Link to Report page

................................

.......

Terminology

................................

Appendix

–

Outfall In

spection Form

................................

.............................

Index

................................

..............

PermiTrackMS4

Getting Started

page

Getting Started

PermiTrackMS4

is a web

based application for

tracking NPDES (National Pollutant Discharge

Elimination System) permits

and publishing annual reports

for

compliance with

federal and state

stormwater

regulations

PermiTrackMS4

lets you keep all of your information in one, easy

access place.

Since it is available via the Internet, m

ultiple staff people

can

access and work

wit

this

data from an office computer

wireless notebook computer at a site.

PermiTrack

MS4

lets you:



Quickly create new plans based on templates that automatically populate the plan with

standard MCMs (Minimum Control Measures) and BMPs (Best Manag

ement Practices).



Customize

plan

MCM

s, BMPs, and goals to meet your unique needs.



Track activities as they are completed

and monitor incomplete activities.



Delegate responsibilities

and track the responsible parties via reports.



Remind staff via email

about up

coming permit

related goals.



Quickly report on everything

from

the past

year, in the correct format, to meet your

regulatory

deadline

PermiTrack

MS4

offers



Web

based technology



Ability to track multiple MCMs, BMPs, goals,

and activities



Drill

down tree structure for access to all MCMs, BMPs, measurable goals, and related

activities



ata integrity

and

security



Easy access to information from a central location



Published report

generator

Logging into PermiTrackMS4

To log in to

PermiTrack

MS4

Open your web

browser on a computer.

In the address field, enter the web address for your

PermiTrack

MS4

client site.

On the Welcome page, click the Clie

nt Login link.

PermiTrackMS4

page

Getting Started

On the login page, enter your user name and password.

Contact your Client Administrator if you need a user name and password assigned.

Click the

PermiTrack

MS4

tab, if you have multiple SEH applications.

The application opens to the

Sele

page

, where you select a plan to view, modify, or publish

(

see

page

What is on the

Opening Screens

lect Plan

PermiTrackMS4

opens to the Select pa

. On this page, choose the plan you want to view, edit, or

publish.

Figure

Select Plan

tab

Log Out

Click the Log Out link to close the application and log out of the website.

Application Tabs

If you have one or more SEH a

pplications, click the tab for the application you want to use.

Select a Plan

Choose a plan from the drop

down list. You will be working with this plan.

Submit button

Click the Submit button to open the plan (see View Plan below).

PermiTrackMS4

Getting Started

page

View Plan

The image below shows the main parts of the

PermiTrackMS4

screen

after

you select a plan. You

start

from

this page for most of your activities

. For more detailed information, see the description

of each page in later sections of this

guide

Figure

Plan

View

tab

Tabs

The tabs let

you add to or modify various parts of the plan.

The image above shows the tabs.

The tabs change when you click on a different folder/item in the treeview on the left side of t

page.

You must click on the Plan

name at the top of the

treeview to return to the highest level

tabs.

(See

“

Folders on the

Plan View tab

”

on page 20

for

information on the treevi

ew.)

Parts of the Plan

The

list

of folders

(called a treeview)

on the left side shows

the plan hierarchy. Each MCM, BMP,

and goal is represented by a folder

in the treeview

Click on a folder to view or make changes to

that item.

See “

Folders on the

Plan View tab

”

on pa

ge 20

for

more information on the treeview

Information

Fields

The

right

side

of the page displays either

information about the item highlighted

in the treeview

fields for entering data

The contents of this part of the page reflect the item highlighted in the

treeview and the tab selected near the top of the page

Logging Out of

PermiTrackMS4

To exit or log out of the system, click the Log Out link in the upper

right corner of the page.

PermiTrackMS4

page

Getting Started

Figure

. Logout link

PermiTrackMS4

Quick Reference

| page

Quick Reference

To help you get started

this section of the guide

provide

step

step instructions for

some of

your

key tasks.

The remainder of the document is designed as a reference to help

you to explore

and identify ways that

PermiTrackMS4

can b

est suit your needs

As you work through these sample procedures, please

see the

description

for

each screen in the

following sections

The reference sections provide more information about individual fields and

options on each page.

Add MCMs to a Plan

When a plan is created, a default set of MCMs and BMPs are added to the plan. To customize the

plan to match your precise reporting needs, you can add MCMs

and BMPs to the plan

. To add

MCM

to a plan:

Step

Select the Plan

Go to the Select tab by doing

one

of the following:



Continue with step 2

(below).



From elsewhere in the program, click o

n the plan name in the treeview on the left. Click

the Select tab.

Go to

Step

. Add

an MCM

(below).

On the Select page

(

on page 19

)

, click on the name of the plan in the drop

down list.

Click the Submit button.

Step

Add

an MCM

With the plan highlighted in the treeview on the left, c

lick the

Add MCM tab

in the row of

tabs above the treeview

On the Add MCM page, enter a name and description of the MCM.

(See page

for information on

this page

Select a Responsible Staff/Position from the drop

down list.

Type a description in the main text box.

This description is included in the published report.

Click the Spell Check button to check the spelling in each of the text fields.

Clic

k the Create button to save your changes and add the MCM

to the plan.

The

program adds the MCM

the bottom of the treeview.

Repeat the previous

steps to add another MCM to the plan, if needed.

PermiTrackMS4

page

Quick Reference

Add BMPs

(Best

Management

Practices) to a Plan

When a plan is created, a default set of BMPs are added to the plan. To customize the plan to

match your precise reporting needs, you can add BMPs to the plan. To

add a BMP:

Step

. Select the Plan

Go to the Select tab by doing

one

of the following:



Continue with step 2

(below).



From elsewhere in the program, click on the plan name in the treeview on th

e left. Click

the Select tab.

(Go to

Step

. Add a BMP from the Database

(below).

On the

Select page (

on page 19

)

, click on the name of the plan in the drop

down list.

Click the Submit button.

Step

BMP

from th

e Database

Save time by addi

ng a BMP from the database. With this option, t

BMP

name, description,

etc.

are added

to the plan

automatically. After adding it, you can customize this BMP

However, i

you

prefer

to create a BMP from scratch, go to

tep

III

Set up a New

BMP

(

below)

Expand the treeview

on the left side of the page

clicking on the

MCM where you want to

add the BMP

Click the Add BMP from DB tab

in the row of tabs above the treeview

On the Add BMP from DB page,

select a category for the

type of BMP you want to add.

(See page

croll through the list of BMPs

displayed below the category box

If the BMP you want is in the list, click the name.

If the BMP you want is not in the list, go

tep

III

Set

up a New

BMP

(below

On the BMP Edit page, select a Responsible Staff/Position from the drop

down list.

Make changes to the name, description, or other fields, as needed.

The description is included in the published report.

Click the Spell Check butto

n to check the spelling in each of the text fields.

Click the Update button to save your changes.

Step

III

. Set up a New BMP

To create a BMP from scratch

PermiTrackMS4

Quick Reference

page

Expand the treeview

on the left side of the page

clicking on the

MCM where you want to

add the

BMP.

Click the Add BMP tab

in the row of tabs above the treeview

Note

Your application may display other Add BMP tabs.

The tabs available are based on

the type of plan.

See these topics for more information:

Add BMP Form 1 on page

Add BMP Form 2 on page

Add BMP on page

Add BMP from DB on page

On the Add

BMP

page, enter a name and description of the

BMP

The description is included in the published report.

Select a Responsible Staff/Position from the drop

down list.

Click the Spell Check button to check the spelling in each of the text fields.

Click the Create button to save your changes and add the

BMP

to the plan.

The program adds the

BMP

at the

bottom

of the

MCM that is highlighted in the

treeview.

Repeat the previous steps to add another

BMP to the MCM

, if needed.

Step

Add Goals and Measurable Activities to the BMPs

Goals and Activities are ad

ded to e

xisting

BMP

To add goals and activities to a BMP:

Highlight a BMP in the treeview

on the left side of the page

Click the Add Goal tab to add a goal to the BMP.

(See page

for more information on the fields on t

he Add Goal tab.)

Complete the information on the Add Goal page, and then click the

Create button.

The program adds the

goal

at the bottom of

the

current

BMP.

Highlight the Goal in the treeview.

Click the

Enter Goal

Activity tab.

(See page

for more information on the

Enter Goal Activity

tab.)

Complete the information on the Enter Goal Activity page

Click

the Create button.

The program adds the

activity

at the bottom of the current goal

PermiTrackMS4

page

Quick

Reference

Blank Copies of the

Out

fall

Inspection Form

Since you may have volunteers or temporary staff complete field inspections, you can print paper

copies of

the

outfall inspection form

be completed in the field.

After the inspection

, this

information is entered into the

PermiTrackMS4

application for reporting.

To print a blank copy of

the form:

Step

. Select the Plan

Go to the Select tab by doing

one

the following:



Continue with step 2

(below).



From elsewhere in the program, click on the plan name in the treeview on the left. Click

the Select tab.

Go to

Step

. Create a New Outfall Inspecti

on Activity

(below).

On the

Select page (

on page 19

)

, click on the name of the plan in the drop

down list.

Click the Submit button.

Step

. Create a New Outfall Inspection Activity

Expand the treeview

on the left side

of the page

by clicking

the

MCM where you want to

record the outfall inspection

Under the MCM, click the BMP that includes

the

inspection

Under the BMP, click

the

Goal that requires

the

outfall inspection.

Note

In order to print the inspection for

m, the Goal must be setup using the

Outfall

Inspection Form

type.

With the Goal highlighted in the treeview, click the

Enter

Goal Activity

tab

Step

III

. Print the Outfall Inspection Form

On the

Enter Goal Activity

page

(

on page 53

)

, click the

Download PDF Form link

that is

above the text

fields

The system opens the form as an Acrobat PDF file

in a separate window

. From Acrobat

Reader, you can print the form.

Note

You must

have Adobe Acrobat Reader installed on your

computer, in order to print

the form. You can download Acrobat Reader from the Reports tab.

Close the form in Acrobat.

one

of the following:



Click anywhere in the treeview to close the Enter Goal Activity page without recording

an activity. A new insp

ection record can be set up after the paper form is completed.

PermiTrackMS4

Quick Reference

page



Record the

ame,

escription,

activity date,

and o

utfall ID to

add

the inspection record.

This record can be edited after

the inspection has been

is completed. Click the Create

button to save

your changes.

Assign Part

of the Plan to Staff

When each MCM, BMP, Goal, and Measurable Activity is set up, you have the opportunity to

assign it to a staff person.

Later, y

can

assign it to a different person.

The person named in the

Responsible Staff/Position field:



Receives an email notice when any activities under

the item

are scheduled to occur.



Is named in the Published

report

(see page

)



Can be selected in reports filtered by owner (see page

)

To assign an existing

MCM

to a staff person

Go to the Select tab by doing

one

of the following:



. The program opens to the Select tab.

Continue with step 2

(below).



From elsewhere in the program, click on the plan name in the treeview on the left. Click

the Select tab.

Go to step 4 (below).

On the

Select page (

on page 19

)

, click on the name of the plan in the drop

down list.

Click the Submit button.

Click the

name of

an MCM

in the treeview on the left

On the MCM View tab

(

on page 29

)

, click the Edit tab.

On the Edit MCM page, selec

t a name from the Responsible Staff/Position drop

down list.

Click the Update button to save your change.

Identify Incomplete Activities

Use the

Incomplete Measurable Goals option

on the report page

to generate a report that lists all

activities that are incomplete and fall wi

thin the current permit period. To identify incomplete

activities:

Go to the Select tab by doing

one

of the fol

lowing



Continue with step 2

(below).



From elsewhere in the program, click on the plan name in the treeview on the left. Click

the Select tab.

Go to step 4 (below).

PermiTrackMS4

page

Quick Reference

On the

Select page (

on page 19

)

, click on the name of the plan in the drop

down li

Click the Submit button.

Click the Reports tab.

On the Report Options page

(

on page 65

)

leave the default option



All Minimum Con

trol

Measures

 selected in the upper area of the page.

lick

the

Select Activities in a R

eporting P

eriod

option button

in the middle

area of the page

Click the option button next to the

permit period

to cover. The current

permit

period is

selected auto

matically.

Click the option button for

Incomplete Measurable Goals for Selected Period

in the

lower

area of the page.

Click the

Run Report

button.

10.

The results page

(

on page 68

)

, c

lick the name of the report (in b

lue)

11.

t the system prompt, click the Open button to

open the report in Acrobat PDF format.

12.

View the report online, save it, or print it from Acrobat Reader.

Publish

an Annual R

eport

To publish the annual report for a plan

Go to the Select tab by doing

one

of the following



Continue with step 2

(below).



From elsewhere in t

he program, click on the plan name in the treeview on the left. Click

the Select tab.

Go to step 4

(below).

On the Select page

(

on page 19

)

, click on the name of the plan in the drop

down list.

Click the Submit button.

lick the Publish tab near the top of the page.

On the Publish page

(

on page 26

)

specify

the time period by doing

one

of the following:



Click the option button for the permit period.



Enter the Start and End dates, if you

elected to use a date range.

Click the Publish Report

button.

The application tells you that the report has been published.

PermiTrackMS4

Quick Reference

page

On the notification page

(

on page 27

)

, click the Link to Plan link.

The report opens as an

Acr

obat PDF file.

Note

You must have

Acrobat Reader installed on your computer to view the report.

install it, click the Adobe Reader icon in the upper

right part of the

notification

page.

Save or print the Acrobat file.

The file can be saved to your co

mputer or a network location. The saved version can be

emailed, viewed, or linked to your website.

PermiTrackMS4

page

Quick Reference

This page intentionally left blank.

PermiTrackMS4

Plans

| page

lan

Plans

in the

PermiTrackMS4

program contain all of your

SWMP (Storm Water Management

an)

data

, organized in an easy

access format

. The plan structure helps you

organize the

documentation and requirements for complying with

and reporting on activities related to

federal

and state pollution control requirements.

From the plan, you can als

o publish interim reports or an

annual report.

Create Plan tab

Use the Create Plan tab to set up a SWM

that can be used to track and

report on the

MCMs,

BMPs, goals, inspections, and

activities required to fulfill the plan obligations.

Note

Plans are often set up by SEH, Inc. as a service to clients. For example, SEH may set up a

plan based on the client’s existing SWMP documentation

in Microsoft Word. However,

clients can create plans directly in the application if they choose.

The Create P

lan tab opens when you

click on the Create Plan tab under the Plan

View

tab

(

page 20

Figure

. Create Plan

New

page

Fields & Button on the Create New Plan tab



Plan Name

Enter a descriptive name for the plan. This name helps you identify the plan

when it is selected

from the list of plans on the Select Plan page.



Description

Enter a

description of the plan, how it is used, notes on requirements addressed

by the plan, etc. This description is included in the published report.

PermiTrackMS4

page

Plans



Plan

Template

Select the template you want to use

as the basis

the plan. Using a templa

saves time by automatically adding standard MCMs and BMPs to the plan, in the correct

order. When editing the plan, the user can

customize

the

default

MCMs and BMPs, add goals,

and record goal activities.

Create a Default Plan

Select this option button to use the Default template.

The default

plan includes six standard MCMs

required by the EPA (Environmental Protection Agency).

Use an Existing Plan Template

Select t

his option button to use a template designed for a

specific state or purpose.

After selecting this option, choose a template from the drop

down

list below it.

With this option, you select from

templates that reflect the

plan

structure and components

requ

ired for a specific state or agency. For example, a template may

automatically set up

the

structure, MCMs, and BMPs required by the st

ate pollution control agency.

Note

Templates are created

and

maintained by SEH. If you

need a new template

, contact

your

SEH Administrator.



Permit Number

Enter the identification number for the permit issued by the agency

overseeing the program.



Permit Period

Select the period during which the permit is valid. These options are set up by

SEH. Contact your SEH system adm

inistrator to add a permit period.



Permit Type

Select the type of permit

supported by the plan.

Each permit type results in a

plan with

its own fields and options, to

support the unique requirements of the agency issuing

the permit

For example, the MP

CA permit type sets specific Add BMP tabs on the MCM View page.

These BMP tabs let you add BMPs with fields required by the MPCA

A plan based on t

default type does not include these tabs.

Options may include:



Minnesota Pollution Control Agency (MPCA

)

The MPCA

permit type

includes

special

numbering fields for section/subsection numbering in the published report, and

BMP tabs for adding the types of BMPs and BMP information speci

fically required by

the MPCA.



Default (EPA)

The Default

permit type

ncludes the basic

numbering scheme and BMP

setup

required by the EPA (Environmental Protection Agency).

Buttons on the Create New Plan tab



Spell Check

button

Check the spelling in each of the text fields on this page.



Create

button

Creates the SWMP plan. After clicking this button, the plan and its settings

are available through the Select tab.

After creating a plan, the application automatically takes you

to the Plan View tab.

PermiTrackMS4

Plans

page

Return to the

Plan Selection



Select a different plan

Click the Select tab to return to the

Select page (

below

)

where you

can choose a different plan without creating a new plan.

Select tab

The application opens to the Select tab.

On this page, you

can:



elect a plan to view, edit, track

, or publish



Create a new plan

The

Plan Select

opens when

you

open the

PermiTrackMS4

pro

ram

click on the

Select

tab

from the

Plan View tab

on page 20

Figure

Select Plan page

Fields & Button

on the

Select Plan tab



Select an Existing Plan

Click on the drop

down list and scroll

he plan you want to use

Information that you view or edit is for this plan.



Submit

button

Opens

the plan you

selected

and displays the View tab for the plan.

Tab

s on the

Select Plan tab

Tab

s across the top of the

Select Plan

tab

include:



Plan

Use the

abs below this tab to

select or

create a new plan

This tab is highlighted to

show that you are working with Plan data.



Create

Click the C

reate

tab to set up

a new

plan.

Note

Plans are often set up by SEH, Inc. as a service to clients. For example, SE

H may set

up a plan based on the client’s existing SWMP documentation in Microsoft Word.

However, clients can create plans directly in the application if they choose.



Select

e Select

tab is highlighted to indicate that you are on the Select page



Repo

rts

: Click the Reports tab to generate a report for the last plan that you viewed.

Or,

select a plan and then click the Reports tab.

The reports tab is available only if you have

viewed a plan during the current session.

PermiTrackMS4

page

Plans

Plan View

tab

The View tab provides access to all of the

information included in the plan



The plan name, description, and permit information are displayed on the right side of the

page.



The

plan hierarchy,

(

refle

cted in the treeview on the left

)

includes the

MCMs, BMPs, goals,

and activities

associate

with the plan.

(See more information on the treeview below.)

The View tab opens when you select a plan

on the Select tab

(

on page 19

)

, or when you click on

the plan name at the top of the treeview

Figure

Plan

View

tab

Note

After you select a plan, the tabs

across the top of the page

reflect the item selected

in the

treeview

. You must click on the Plan

name at the top of the treeview

to return to the

highest level tabs.

For example, you see one set of tabs when the plan folder is highlighted, a different set

when

an MCM

folder is highlighted, and a third set when a BMP is highlighted in the

treeview.

Folders on the

Plan View tab

The

treeview

on the left side of the page shows

the organization of the plan,

including

the

MCMs,

BMPs, and goals assigned to the plan.

For example, the branches und

an MCM

show the BMPs

that define the MCM. The branches under a BMP show the goals and activities that support the

BMP.

PermiTrackMS4

Plans

page

The published report for the plan is organized according to the arrangement displayed in the

treeview.

Click on a folder name to v

iew information about that item. The tabs

across the top of the page

and the view on the right side of the page change to reflect the item highlighted in the treeview.

Tabs on the

Plan View tab

Tabs across the top of the

Plan View

tab

include:



Plan

Use t

tabs on the

Plan View tab

to create or select a plan, make changes, view plan

data, or publish the

final

report

for a plan.



Create Plan

Create a new SWMP

plan.

Plans are often set up by SEH, so you may not

need to

use this tab.



Select

Opens the Sele

ct page, where you select a plan to view or edit.



View

The

View

tab

is highlighted to show that you are on this page. The View page

shows the plan information, including the

name, description, and permit number



Edit

Opens

Plan Edit

page for updating

plan

name, description,

permit number.



Delete

Opens the D

elete

page, where you can remove

the current plan.



Add MCM

Opens the Add MCM page

, where you can add an MCM to the plan.



Publish

Publish the

final report, which contains all of the plan i

nformation. The report is

an Acrobat PDF file that can be saved, printed,

emailed,

or posted on a website.



Reports

Select the Reports tab to

generate a report based on MCMs, BMPs, activities,

owners

, or time period

Reports help you track specific inform

ation as the plan is developed

and implemented.

Note

The a

nnual report for a plan is published throug

h the Publish

tab

, rather than the

Reports tab

. To publish the final report, select the plan and use t

he Publish tab on the

Plan View

. (See information a

bout the Publish tab on page

Fields

& Button

on the

Plan View tab

This information is displayed on the right side of the page:



Plan Name

Descriptive name of the plan.

PermiTrackMS4

page

Plans



Description

Description of the plan and the purpos

e it serves. This description is included in

the published report.



Permit Number

The permit number

issued

to the project defined by the plan.



Permit Period

The

permit

period or number of years when the permit is valid.



Permit Type

Select the type of

permit supported by the plan. Each permit type results in a

plan with its own fields and options, to support the unique requirements of the agency issuing

the permit.

Return to the

Plan Selection



Select a different plan

: Click the Select tab on the

Plan V

iew tab

to return to the Select page

where you can choose a different plan.

Edit

Plan

tab

On the Plan Edit page, you can change the plan name, description, or permit number. The other

information

displayed her

was defined when the plan was created.

The Plan Edit page opens when you select a plan, and then click the Edit tab

on the

Plan View

tab

on page 20

Figure

. Edit page for a Plan

Fields

& But

ton

on the Plan Edit page



Plan Name

Descriptive name of the plan.

PermiTrackMS4

Plans

page



Description

Description of the plan and the purpose it serves. This description is included in

the published report.



Permit Number

The permit number

issued

to the project

that is d

efine

d by the plan.



Permit Period

The permit period or number of years when the permit is valid.



Permit Type

Select the type of permit supported by the plan. Each permit type results in a

plan with its own fields and options, to support the unique requireme

nts of the agency issuing

the permit.



Spell Check

button

: Use the Spell Check button in the upper

right part of the page to check

the spelling in each of the text fields on this page.



Update

button

Click the Update button to save your changes to the pla

The system returns

you to the

Plan View tab

Return to the

Plan View or Selection



View the Plan Information

: C

lick the name of the plan in the treeview

to leave edit mode

and return to the

Plan

View tab

without making changes



Select a different plan

Click the Select tab on the Plan Edit page to return to the Select page

where you can choose a different plan.

Delete

Plan

tab

Click the Delete tab when you want to delete the current plan. Before it is d

eleted, the

system

asks you to enter a reason for deleting

the plan.

Caution

The Delete function deletes the

plan, along with all of the MCMs, BMPs, goals,

and activities associated with it

We recommend deleting a plan only if

you are

certain that the p

lan and its contents will never be needed again. Generally,

complete plans are kept on the site as an archive

If you want to delete a plan but preserve items set up within the plan, contact

your SEH Administrator.

The Plan Delete page opens when you se

lect

the

plan

name at the top of the

treeview (

on page

)

, and then click the Delete tab.

PermiTrackMS4

page

Pla

Figure

. Delete

Plan tab

Field &

Button

on the Delete

Plan

page



Enter the

reason

for deleting th

Plan

In the text box, enter a reason for deleting the

current plan. This information is saved in the database. If you need this information later,

contact your SEH Administrator.



Delete

button

Click the delete button to remove the plan from your site

Retu

rn to the

Plan Selection

After deleting the plan, the application takes you to the

Select tab

automatically.

From the Select

tab, you can choose a different plan.

Add MCM

to Plan

tab

Use the Add MCM tab to add

an MCM

to the current plan.

The program adds the MCM at the

bottom

of the plan

treeview

on the left side of the page.

The Plan Add MCM page

in the treeview (

on page 20

)

you select a plan,

and then click the Add

MCM tab.

PermiTrackMS4

Plans

page

Figure

Add MCM

to Plan

page

Fields on the Add MCM page



Name

Enter a descriptive name for the MCM. This name is displayed in the

treeview

on the

left and used in the published report.



Number

Specifies

the position of this MCM in the plan list.

This number

is also used for

numbering sections

in the published report. The

system assigns this number automatically.

Caution

This number can be changed

move the MCM to

a different position in the

treeview, but we strongly recommend not changing the number

. Change it only if

you have full knowledge of all the consequences resulting from this change.



Responsible Staff

/Positi

Select the name of the sta

ff person or staff position responsible

for overseeing or implementing thi

s MCM. This

person



Rec

eives an email notice when

activities under this MCM are

scheduled to occur



Is named in the Published

report (see page

)



Can

be selected in r

eports filtered by owner (see page

)

Note

If the name you want is not listed, contact your SEH Administrator to add the name.



Description

Enter a description of the MCM

, why it is required, etc

This des

cription is

included in the published report.

PermiTrackMS4

page

Plans



Spell Check

button

Use the Spell Check button in the upper

right part of the page to check

the spelling

n each of the text fields on this page



Create

butto

After completing the fields above, click the Cr

eate button to add the MCM to

the current plan.

The program adds the

MCM at the bottom of the treeview.

Return to the

Plan

View or Selection



View the Plan Information

Click

the View tab or click the name of the plan in the treeview

to return to the

Plan

View tab

without creating a new MCM.



Select a different plan

Click the Select tab to return to the Select page where you can

choose a different plan.

Publish tab

Use the Publish tab to generate a copy of the final annual report for a plan

in a format that is

ready for submission

. The report

includes all of the plan information, includin

g the name,

description, permit number,

MCMs, BMPs, goals, and activities

for the permit period you

specify.

The published report is organized according to the plan treeview.

Note

The Publish tab is for generating the final report. To produce progress or

summary

reports, use the Reports tab (see page

The Publish page opens when you select a plan

in the treeview (

on page 20

)

, and then click the

Publish tab.

Figure

. Publish page

Fields & Button

on the Publish page



hoose a Permit Period

Select the Choose a Permit Period option

to publish a report for a

specific

permit period. Next,

select an option button

below

to indicate the permit period

you

want t

o includ

The current permit period is selected by default.



Year

Select this option button

to include data from this

permit period

in the

published report.

PermiTrackMS4

Plans

page



Year

Clear

this option button to exclude data from this

permit period

in the

published report.



hoose a

Custom Date Range

Select the Choose a

Custom Date range

option

to publish a

report that covers a specific period of time that

may

not correspond to

permit period.

The published report includes

the

plan

description, MCMs, BMPs, and only the g

oals and

activities scheduled b

etween the start date and the end date.



Start Date

Enter the

first day for the time period to include,

or click the

alendar

icon to select a date.



End Date

Enter the

last day for the time period to include,

or click th

alendar icon

to select a date.



View Currently Published Version

link

Click the View Currently Published Version link to

open the most recent copy of the published report. The report is available as an Acrobat PDF

file that you can view, print,

or link to your website.

Note:

When you click this link, an updated version of the report is

not

generated. This

link

lets

you

quickly view, save, or print an existing report.



Publish

Report

button

Click the

Run Report

button to generate the final repo

rt. The report is

available as an Acrobat PDF

file through the URL or web address displayed after you click

this button

Return to the

Plan View or Selection



View the Plan Information

Click the View tab or click the name of the plan i

n the treeview

to re

turn to the

Plan View tab

without

publishing a report.



Select a different plan

Click the Select tab to return to the Select page where you can

choose a different plan

without

publishing a report

Notification page

Use the Notification page to

view a copy of the complete plan as an Acrobat PDF file. You can

save this file and link it to you

r website or distribute the file. It includes the complete plan for the

period you choose, plus any attachments.

The Notification page opens when you click the

Run Report button on the

Publish tab

(

on page

)

PermiTrackMS4

page

Plans

Figure

. Notification page

Link

on the

Notification

page



Link to Plan

Click the Link to Plan link to view the published plan. The published plan is

available

as an Acrobat PDF file

Note

: For a complete copy of the plan on a CD, contact

your SEH Administrator.

PermiTrackMS4

MCM (Minimum Control Measure) Views

| page

MCM

(Minimum Control Measure)

Views

MCMs are the measures that serve as the backbone of your management plan. They organize

the

plan activities into

the categories

or areas of concern that must be addressed by the plan

. The

MCMs

added when the plan was created also c

orrespond to

those

required by the EPA

, state

pollution control agency,

or other

organization

. For your convenience, the basic MCMs are added

to the plan

automatically when it is created.

ou can

then

customize the

plan by adding your own

MCMs

, as needed

Create

an MCM

MCMs are added to a plan when the plan is created. Additional MCMs can also be added through

the

Plan View tab

. With a plan highlighted in

the treeview on the left, click the Add MCM tab.

Note

Because t

he Add

MCM

page is opened from the

Plan

View

tab

, it is covered in the Plan

section of this guide

. See

page

for

information

on this page

View

MCM tab

The

MCM View page shows



The plan treeview on the left



nformation about the

current

MCM

on the right side of the page, including the name,

responsible staff, and

description

This view also g

ives you access to other options, including

editing

the MCM

, deleting

the MCM

and adding a BMP to the MCM.

The MCM View page opens when you click the name of

an MCM

in the

treeview (

on page 20

)

Figure

. MCM View page

Field

& Folders

on the MCM View page

With the MCM View selected, the items listed within the MCM

folder

in the treeview

are the

BMPs associated with this MCM.

The right side of the page shows the name and description for this i

tem.

(See page

for

information

on the fields displayed on this page.)

PermiTrackMS4

page

MCM (Minimum Control Measure) Views

Tab

s on the MCM View page

The

tab

s on this page reflect the options available for working with

an MCM

within the plan.



Edit

Edit the

MCM

name, descript

ion, and responsible staff. Click the Edit tab to open

the

Edit Minimum Control Measure

page.



Delete

Delete the MCM highlighted in

the treeview

. Opens the Delete page

where you enter

a reason for deleting the MCM



Add BMP

Add a basic BMP to the current

MCM. This type of BMP includes only the

standard fields, including name, description, number, and responsible staff.

pen

the Add

BMP page.

Note

The Add BMP tabs that are available to you depend on

the permit type selected

when

the plan was created. Ea

ch of these tabs is briefly described below and in more detail

on pages



Add BMP Form 1

Add a

Form 1

BMP to the current MCM.

In addition to the

standard

fields,

this type of BMP includes

a field for the section

letter/number

and a field for specific

components or notes.



Add BMP Form 2

Add a Form 2 BMP to the current MCM. In addition to the standard

fields, this type of BMP includes a field for the section letter/number and fields to sup

port

educational goals and activities.



Add BMP from DB (Database)

The BMP database includes a wide array of BMPs that were

set up for other clients

or other plans

. These

universal

BMPs are

made available

to save you

time

After you choose a BMP from the

list, it is added to your plan with all of the

information entered automatically.

Return to the

Plan View



View the Plan Information

Click the name of the plan in the treeview to return to the

Plan

View tab

Edit

MCM tab

Use the MCM Edit page to change the

MCM

name or

assign

it to a different

staff person

position

The MCM Edit page opens when you click the name of

an MCM

treeview (

on page 20

)

, and then

ick the Edit tab.

PermiTrackMS4

MCM (Minimum

Control Measure) Views

page

Figure

. MCM Edit page

Fields

& Button

on the MCM Edit page

The fields on the Edit page are the same as those completed when the MCM was created. For

inform

ation on these fields, see

Add MCM tab on

Caution

value

in the Number field

can be changed to move the MCM to a different

position in the treeview, but we strongly recommend not changing the number.

Change it only if you have full knowledge of all the consequences re

sulting from

this change.



Spell Check

button

: Use the Spell Check button in the upper

right part of the page to check

the spelling in each of the text fields on this page.



Update

button

After entering your changes in the fields above, click the Update b

utton to

save your changes.

Return to the

MCM or Plan View



View the

MCM

Information

Click the View tab or click the name of the MCM in the

treeview to return to the MCM View page without making changes on the Edit page.



View the Plan Information

Click

the name of the plan in the treeview to return to the

Plan

View

tab.

Delete

MCM

tab

Use the Delete tab to remove the current MCM from the plan. The MCM highlighted in the

treeview is delete

Caution

The Delete function deletes the current item and any items nested within it. For

example, if you delete

an MCM

from the plan, all BMPs and goals within that

MCM are also removed from the plan.

PermiTrackMS4

page

MCM (Minimum Control Measure) Views

The

Delete MCM

page opens when you select

an MCM

folder

in the treeview

(

on page 20

)

, and

then click the Delete tab.

Figure

. Delete

inimum

ontrol

easure page

Field

& Button

on the

Delete

MCM page



Enter

the

reason

for deleting the MCM

the text box, enter a reason for deleting the

current MCM. This information is saved in the database. If you need this information later,

contact your SEH Administrator.



Delete

button

Click the delete button to remove the MCM

its BMPs, goals, and activi

ties,

from your site.

You return to the

Plan View

tab.

Add BMP Form 1

to MCM

tab

Use the

Add BMP Form 1 tab

to add

Form 1 BMP to the plan

n addition to the standard fields,

this type of BMP includes a field for the section letter/number and a field for specific components

or notes

Note

The Add BMP

Form 1

tab described here is available only if the plan is based on the

MPCA

permit type

A plan created with a different

permit type

may have different Add

BMP tabs.

The Add BMP

Form 1

page opens when you select

an MCM

in the

treeview (

on page 20

)

, and

then click the Add BMP

Form 1

tab above the viewing area.

PermiTrackMS4

MCM (Minimum Control Measure) Views

page

Figure

. Add BMP

Form 1

page

Fields on the Add BMP

Form 1

page



Name

Enter a descriptive name for the BMP. This name is displayed in the

treeview

on the

left and used in the published report.



Section

Enter a letter to indic

ate the section of the MCM where this BMP should be placed

in the published report

This section label, along with the number (

entered in the field

below),

is used in the report to designate sections and subsections

 for example 3.E

6, etc.

Caution

A new

BMP is always added to the

bottom of the

list

within the MCM



even if

your section number suggests that it should be placed elsewhere within the

MCM.

To move this BMP in the

treeview

and in the published report, edit

each

of the

BMPs within the MCM

change their sections

and numbers

. Select the Unlock

Name Field for Edit option to edit the section and number fields

on the BMP Edit

page



Number

Defines the position of this BMP

within the MCM highlighted in the treeview

This

number also determines th

e order for the BMPs in the published report.

The system assigns

this number automatically.



Responsible Staff/Position

Select the name of the staff person or staff position responsible

for overseeing or

implementing this BMP. This

person



Receives an email notice when any activities under this BMP are schedule

to occur.



Is named in the Published

report (see page

)



Can be selected in reports

filtered by owner (see page

)

PermiTrackMS4

page

MCM (Minimum Control Measure) Views

Note

If the name you want is not listed, contact your SEH Administrator to add the name.



Required

Indicate whether this BMP must be implemented for the plan.

This option flags

the status of the BMP in the

published

rep

ort

The report includes b

oth

required

BMP

s and

BMPs that are not required



Yes

Select Yes from the drop

down list if t

he BMP is required for this plan.

In the

reports, it is marked as required.



Select No from the drop

down list if t

he BMP is not re

quired for this plan.

In the

reports, it is marked as not required.



Description

Enter a description of the BMP and its use. This description is included in the

published report.



Specific Components and Notes

Enter any additional information about the B

MP, how it

may have been modified, etc

These notes are included in the published report.

Button

s on the Add BMP Form 1 page



Spell Check

button

Use the Spell Check button in the upper

right part of the page to check

the spelling in each of the text field

s on this page.



Create

button

After completing the fields above, click the Create button to add the BMP to

the current plan.

The program adds the

BMP at the bottom of the current MCM.

Return to the

MCM or Plan View



View the

MCM

Information

Click the Vi

ew tab or click the name of the MCM in the

treeview to return to the MCM View page without adding a BMP.



View the Plan Information

Click the name of the plan in the treeview to return to the

Plan

View

tab.

Add BMP Form

to MCM

tab

Use the Add BMP Form 2 tab to add a Form 2 BMP to the plan. In addition to the standard fields,

this type of BMP includes fields to support educational and public outreach goals and activit

ies.

Note

The Add BMP Form 2 tab described here is available only if the plan is based on the

MPCA

permit type

. A plan created with a different

permit type

may have different Add

BMP tabs.

The Add BMP Form 2 page opens when you select

an MCM

in the

tree

view (

on page 20

)

, and

then click the Add BMP Form 2 tab above the viewing area.

PermiTrackMS4

MCM (Minimum Control Measure) Views

page

Figure

. Add BMP Form

page

Fields on the Add BMP Form

page



Name

Enter a descriptive name for the BMP. This

name is displayed in the

treeview

on the

left and used in the published report.



Section

Enter a letter to indicate the section of the MCM where this BMP should be placed

in the published report.

This section number, along with the number (below), is used

n the

report to designate sections and subsections

 for example 3.E

6, etc.

Caution

A new BMP is always added to the bottom of the list within the MCM

 even if

your section number suggests that it should be placed elsewhere within the

MCM.

To move thi

s BMP in the

treeview

and in the published report, edit

each

of the

BMPs within the MCM to change their sections and numbers. Select the Unlock

Name Field for Edit option to edit the section and number fields.



Number

Defines the position of this BMP in t

he plan list.

This number also determines the

order for the BMPs in the published.

The system assigns this number automatically.



Responsible Staff/Position

Select the name of the staff person or staff p

osition responsible

for overseeing or implementing this BMP.

This person:



Receives an email notice when any activities under this BMP are

scheduled to occur



Is named in the Published

report (see page

)

PermiTrackMS4

page

MCM (Minimum Control Measure) Views



Can be selected for

reports

filtered by owner (see page

)

Note

If the name you want is not listed, contact your SEH Administrator to add the name.



Required

Indicate whether this BMP must be implemented for the plan. This option flags

the st

atus of the BMP in the reports.

Both types of BMP are included in the report.



Yes

: Select Yes from the drop

down list if the BMP is required for this plan. In the

reports, it is marked as required.



: Select No from the drop

down list if the BMP is not

required for this plan. In the

reports, it is marked as not required.



Audience

Involved

Describe the audiences that will be the target of the educational

program defined by this BMP



Educational Goals for

Each

Enter

educational goals to be achieved un

der this BMP and

how each goal is associated with an audience

identified

in the field above



Performance Measures

Outline how you will measure the success of this BMP. Mention

the baseline from which the measures will be made. Describe how you

will quant

ify

successful increase in education as a result of the BMP

activities

Button

s on the Add BMP Form 2 page



Spell Check

button

Use the Spell Check button in the upper

right part of the page to check

the spelling in each of the text fields on this page.



reate

button

After completing the fields above, click the Create button to add the BMP to

the current plan.

The program adds the

BMP at the bottom of the current MCM.

Return to the

MCM or Plan View



View the

MCM

Information

Click the View tab or click th

e name of the MCM in the

treeview to return to the MCM View page without adding a BMP.



View the Plan Information

Click the name of the plan in the treeview to return to the

Plan

View

tab.

Add BMP

tab

The Add BMP tab includes the standard fields for entering the name, description, number, and

responsible staff

for a BMP

It also lets you record justifications for the BMP, information on

education or outreach programs, and annual reporting

items.

Note

The Add BMP tab described here is available only if the plan is based on the default

permit type

. A plan created with a different

permit type

may have different Add BMP

tabs.

The MCM Add BMP page opens when you select

an MCM

folder

in the

reeview (

on page 20

)

and then click the Add BMP tab

above the viewing area

PermiTrackMS4

MCM (Minimum Control Measure) Views

page

Figure

. Add BMP page

Fields on the Add BMP

to MCM

page



Name

Enter a descriptive name for the BMP. This name is dis

played in the

treeview

on the

left and used in the published report.



Number

Defines the position of this BMP in the plan list.

This number also determines the

order for the BMPs in the published report.

The system assigns this number automatically.

Caut

ion

This number can be changed to move the BMP to a different position in the

treeview, but we strongly recommend not changing the number. Change it only if

you have full knowledge of all the consequences resulting from this change.



Responsible Staff/Pos

ition

Select the name of the staff person or staff position responsible

for overseeing or implementing

this BMP.

This person:



Receives an email notice when any activities under this BMP are

scheduled to occur



Is named in the Published

report (see page

)



Can be selected for r

eports filtered by owner (see page

)

Note

If the name you want is not listed, contact your SEH Administrator to add the nam



Required

: Indicate whether this BMP must be implemented for the plan. This option flags

the status of the BMP in the reports.

Both types of BMP are included in the report.



Yes

: Select Yes from the drop

down list if the BMP is required for this plan. I

n the

reports, it is marked as required.

PermiTrackMS4

page

MCM (Minimum Control Measure) Views



: Select No from the drop

down list if the BMP is not required for this plan. In the

reports, it is marked as not required.



Description

Enter a description of the BMP and its use.

This description is included i

n the

published report.



Justification

Enter the

reason

that this BMP is included in the plan. For example, this

section may discuss the risk or need that

this BMP

addresses.



Education Program / Public Outreach

If this BMP addresses the need for public

education

or outreach, enter a description of the need and the type of program.



Annual Reporting Items

List and/or describe any items that must be included in the annual

report. For example, annual reporting items may include attainment of measurable goa

ls,

examples of newsletters published, articles published on the website, etc.

Button

s on the Add BMP page



Spell Check

button

Use the Spell Check button in the upper

right part of the page to check

the spelling in each of the text fields on this page.



reate

button

After completing the fields above, click the Create button to add the BMP to

the current plan.

The program adds the

BMP at the bottom of the current MCM.

Return to the

MCM or Plan View



View the

MCM

Information

Click the View tab or click th

e name of the MCM in the

treeview to return to the MCM View page without adding a BMP.



View the Plan Information

Click the name of the plan in the treeview to return to the

Plan

View

tab.

Add BMP from DB tab

To save you time, we include a

special group of BMPs

that were developed for

other

plans and/or

client

They include BMPs commonly used as part of

MS4

plans.

When you select one of these

BMPs, the s

ystem

automatically

adds the BMP to your plan and

enters

all of the

required

information

After adding a BMP from the database, you can

edit

to suit your s

pecific plan

as needed, without

changing the source BMP in the database.

The Add BMP from DB page

opens when you select

an MCM

folder

in the

treeview (

on page

)

, and then click the Add BMP from DB tab

above the viewing area

PermiTrackMS4

MCM (Minimum Control Measure) Views

page

Figure

. Add BMP from DB page

Fields on the Add BMP from DB page



Choose a Categor

y for a list of BMPs

Select a category to see a filtered list of BMPs.

The BMPs are organized into categories to help you locate a specific BMP more quickly. The

categories

group the BMPs by the

type of

action

or treatment

they provide



Select a B

est

anagement

ractice

from the List

Click on the name of a BMP in the list.

his box

list

all

the

BMPs

the category that you chose

above

. The BM

, with its

standard

settings and

components,

is added to the MCM highlighted in the

treev

iew

on the

left

After adding the BMP,

the application takes you to the BMP Edit page, where you can

modify

it to

suit the needs of

your

individual plan, as needed.

(See page

for information on

the fields available on thi

s page.)

Return to the

MCM or Plan View



View the

MCM

Information

Click the View tab or click the name of the MCM in the

treeview to return to the MCM View page without adding a BMP.



View the Plan Information

: Click the name of the plan in the treeview to

return to the Plan

View tab.

PermiTrackMS4

page

MCM (Minimum Control Measure) Views

This page intentionally left blank.

PermiTrackMS4

BMP (Best Management Practice) View

| page

BMP

(Best Management Practice)

Views

BMPs are added to reflect the management practices used to address the goals for

the plan. BMPs

are grouped within the MCMs to let you provide more detailed information about each practice or

solution.

BMPs identify the types of programs that you are using to address the goals and requirements for

the plan. For example, set up a BMP

to describe an outreach program, inspection program,

maintenance program, study, etc.

Create a BMP

BMPs are added to

an MCM

through the MCM View page. With

an MCM

highlighted in the

treeview on the left, click

one of the

Add BMP tab

Note

Because t

he Ad

BMP

page is opened from the

MCM

View

, it is covered in the MCM

section of this guide

. See

page

for

information

on this page

The Add BMP from DB page is opened from the MCM View. See page

for

information on this page.

View

BMP

tab

The BMP View page shows information about the BMP highlighted in the

treeview

The

information shown on the right side of the page depends on t

he type of BMP.

The BMP View page opens when you click the name of

BMP

in the

treeview (

on page 20

)

Figure

. BMP View page

Fields & Folders on the BMP View page

With the BMP View selected,

the BMP folder

in the treeview

includes the

goals

and activities

associated with this BMP.

PermiTrackMS4

page

BMP (Best Management Practice) Views

The right side of the page shows the

name,

description

, and other settings

for this

BMP. The

specific information available depends on the type of BMP

. (See page

for

information

on the fields displayed on this page.)

Tabs on the BMP View page

The tabs on this page reflect the options available for working with a BMP within the plan.



View

The View

tab is highlighted when you click on a BMP in the treeview.



Edit

Click the Edit tab to change the BMP name, description, assigned staff, or other

settings. Opens the Edit Best Management Practice page.



Copy

: Click the Copy tab to copy the BMP highlight

ed in the treeview, and place the copy

under another MCM in the plan or under the same MCM. Opens the Copy a Best

Management Practice page.



Move

: Click the Move tab to move the BMP highlighted in the treeview to a different MCM

in the plan. Opens the Move

a Best Management Practice page.



Delete

Delete the BMP highlighted in

the treeview

. Opens the Delete page, where you can

delete the current BMP.



Add Goal

Add a

goal to the BMP to identify a specific goal to be accomplished as part of

the plan

. Opens t

he Add

Goal

page.

Return to the

MCM or Plan View



View the

MCM

Information

Click the name of the MCM in the treeview to return to the

MCM View page.



View the Plan Information

Click the name of the plan in the treeview to return to the

Plan

View

tab.

BMP

tab

Use the BMP Edit page to change the

description or other information about the BMP

For

example, use this page to customize a BMP added from the database.

The BMP

Edit page opens when you click the name of a BMP

the treeview (

on page 20

)

, and

then click the Edit tab.

This Edit tab is only for the current BMP.

PermiTrackMS4

BMP (Best Management Practice) Views

page

Figure

. BMP Edit page

Fields

& Button

the BMP Edit page

Most of t

he fields on the Edit page are the same as those completed when the BMP was created.

Each type of BMP has its own set of fields.

For information on these fields, see

pages

The

following

fields and button

are unique to the BMP Edit page:



Unlock Name Field for Edit

: Use this option to

open

the Name

, Section, and Number

field

for editing

Unlock Name Field for E

dit

Select t

he Unlock Name Field for Edit

check box if you

want to change the name

, number, or section for

the BMP.

Unlock Name Field for Edit

Clear

the Unlock Name Field for Edit

to keep the Name

Section, and Number

field

as read

only.

These fields

cannot be edited

Caution

This box is cleared by

default

. Be sure you want to change the name

or numbers

before selecting this box

you change the Section or Number, these fields must

also

be changed for other

BMPs within the MCM.



Section

: Enter a

letter to indicate the section of the MCM where this BMP should be placed

in the published report. This section label, along with the number (entered in the field below),

is used in the report t

o designate sections and subsections

 for example 3.E

6, etc.

PermiTrackMS4

page

BMP (Best Management Practice) Views

Caution

A new BMP is always added to the bottom of the list within the MCM

 even if

your section number suggests that it should be placed elsewhere within the

MCM.

To move this BMP in the t

reeview and in the published report, edit

each

of the

BMPs within the MCM to change their sections and numbers. Select the Unlock

Name Field for Edit option to edit the section and number fields on the BMP Edit

page.



Number

: Defines the position of this B

MP within the MCM highlighted in the treeview. This

number also determines the order for the BMPs in the published report. The system assigns

this number automatically.



Responsible Staff/Position

: Select the na

me of the staff person or staff position responsible

for monitoring or implementing. This person:



Receives an email notice when any activities under this Goal are scheduled to occur.



Is named in the Published

report (see page

)



Can be selected for reports filtered by owner (see page

)

Note

If the name you want is not listed, contact your SEH Administrator to add the name.



Required

: Indicate whether this BMP must be implemented for the plan.

This option flags

the status of the BMP in the published report. The report includes both required BMPs and

BMPs that are not required.



Yes

Select Yes from the drop

down list if t

he BMP is required for this plan. In the

reports, it is marked as required



Select No from the drop

down list if t

he BMP is not required for this plan. In the

reports, it is marked as not required.



Description,

Justification

, etc

When editing a

BMP Form 1 and BMP Form 2

, the page

may

include

information fields with

inform

ation on measurable goals

activities, timeline,

specific components, etc.

This information is provided for your information, it

is not

included in the published report. It

cannot be edited.



Spell Check

button

: Use the Spell Check button in the upper

ght part of the page to check

the spelling in each of the text fields on this page.



Update

button

After making changes on this page, click the Update button to save your

changes.

Tabs on the BMP Edit page



View

The View tab is highlighted when you click

on a BMP in the treeview.

PermiTrackMS4

BMP (Best Management Practice) Views

page



Edit

Click the Edit tab to change the BMP name, description, assigned staff, or other

settings. Opens the Edit Best Management Practice page.



Copy

: Click the Copy tab to copy the BMP highlighted in the treeview, and place the

copy

under another MCM in the plan or under the same MCM. Opens the Copy a Best

Management Practice page.



Move

: Click the Move tab to move the BMP highlighted in the treeview to a different MCM

in the plan. Opens the Move a Best Management Practice page.



Delete

Delete the BMP highlighted in the treeview. Opens the Delete page, where you can

delete the current BMP.



Add Goal

Add a goal to the

current

BMP to identify a specific goal to be accomplished as

part of the plan. Opens the Add Goal page.

Return

to the

BMP or Plan View



View the

BMP

Information

Click the

View tab or the

name of the BMP in the treeview to

return to the BMP View page without making changes

on the Edit page



View the Plan Information

Click the name of the plan in the treeview to re

turn to the

Plan

View

tab.

Copy BMP tab

Use the Copy tab to copy the highlighted BMP and place the copy under another MCM

in the

plan

under

the same MCM.

This feature i

s useful when you want to create several BMPs with

similar information. The new copy includes the BMP

information

plus any goals within that

BMP. The goal activities are not copied.

The Copy BMP page opens when you select a BMP folder in the

treeview (

on page 20

)

, and then

click the Copy tab.

Figure

. Copy BMP page

Field

& Button on the Copy BMP page



Select target MCM

: Click on the down arrow to vi

ew a list of the MCMs in the plan. When

you highlight an MCM in the list and click the Copy button, the current BMP is copied to that

MCM.



Copy

button

Click the Copy button to make a copy of the highlighted BMP in the treeview

on the left. The new copy i

s placed under the MCM selected in the box above.

PermiTrackMS4

page

BMP (Best Management Practice) Views

Move BMP tab

Use the

Move t

ab to

move

the highlighted BMP

to a different

MCM in the plan.

When the BMP

is moved, all of t

he goals and goal activities under that BMP are moved along with it.

For

example, use this option to move a BMP to a new MCM that you created.

When you move a BMP, all of the goals and goal activities associated with the BMP are also

moved.

The

Move

BMP

page opens when you select a BMP folder in the

treeview (

on page 20

)

, and then

click the

Move

tab.

Figure

Move

BMP page

Field

& Button on the Move BMP page



Select target MCM

: Click on the down arrow to view a list of the MCMs in the plan. When

you highlight an MCM in the list and click the

Move

button, the current BMP is

mov

ed to

that MCM.



Move

button

Click the

Move

button to

move

the highlighte

d BMP in the treeview on the left.

The

BMP

is placed under the MCM selected in the box above.

Delete

BMP

tab

Use the BMP Delete tab to remove a BMP from the plan. To delete a BMP, highlight

the name of

the BMP in the treeview and click the Delete tab.

The BMP Delete page opens when you select a BMP folder in the

treeview (

on page 20

)

, and

then click the Delete tab.

Figure

. Dele

BMP

page

PermiTrackMS4

BMP (Best Management Practice) Views

page

Goals and Activities

Deleted

with the BMP

The Delete function deletes the current item and any items nested within it. For example, if you

delete a BMP from the plan, all goals and activities in the branches within that BMP are also

removed fro

m the plan.

Numbering

other BMPs

When a BMP is deleted, numbers for other BMPs within the same MCM are not updated.

For

example, if you deleted the third of five BMPs within

an MCM

, you must edit each of the other

BMPs to update the sequence number (enter

ed in the Number field).

Field & Button

on the BMP Delete page



Enter the

reason

for deleting the

BMP

In the text box, enter a reason for deleting the

current BMP. This information is saved in the database. If you need this information later,

contact your

SEH Administrator.



Delete

button: Click the delete button to remove the BMP, and all of its goals and activities,

from your site.

Return to the

Previous View

After deleting the BMP, the application takes you to the View MCM page automatically.

Add Goal

tab

On the Add Goal tab, you record information about a goal to be accomplished as part of the plan.

Goals provide a way to group related activities. For

example, a goal

could group

the various

publications produced as part of a specific public outreach program or

all

of the

outfall

inspections for a site

The Add Goal

to Best Management Practice

page opens when you select a BMP folder within the

treeview

(

on page 20

)

, and then click the Add Goal tab.

Figure

. Add Goal

to Best Management Practice

page

PermiTrackMS4

page

BMP (Best Man

agement Practice) Views

Fields on the Add Goal page



Name

Descriptive name of the goal.



Number

Defines the position

of this goal in the plan list.

This number also determines the

order for the items in the published report.

The system assigns this number automatically.

Caution

This number can be changed to move the goal to a different position in the

treeview, but we

strongly recommend not changing the number. Change it only if

you have full knowledge of all the consequences resulting from this change.



Responsible Staff/Position

Select the name of the staff person or staf

f position responsible

for

monitoring or implementing

This person:



Receives an email notice when any activities under this Goal are

scheduled to occur



Is named in the Published

report (see page

)



Can be selected for r

epor

ts filtered by owner (see page

)

Note

If the name you want is not listed, contact your SEH Administrator to add the name.



Description

Description of the goal, what it should accomplish, and why it is included

This

descr

iption is included in the published report.



Activity Form

Select a form that will serve as a template for the measurable activities you

add to this goal

Options include:



Default Form

Select

the Default Form

for

measurable activities

that

need only basic

fields, including name, description,

and activity date.



Outfall Inspection Form

Select the Outfall Inspect

ion Form

option to record an

inspection

for an

outfall site

print blank inspection forms



Outfall Information Form

Select the Outfall Information Form option

to reco

information about an outfall that

needs to be

monitored

. Generally, one information form

is completed for each outfall.



Activity Frequency

Indicate how frequently the

information for this

activity

is updated

Select an option from the drop

down list.

For example, the activity may

updated

on a

specific date

updated

weekly.

Activity Date

In the date field next to the Activity Frequency,

enter the date the activity

should be updated

the start date for a recurring activity

. A recurring activity

is updated

this date and continues at the frequency you specify.

Note

The Activity Date

does

not

reflect the frequency of the activity itself

. It

reflects how

often information about the frequency is entered into the system.

For example, if the

goal

covers street sweeping, the activity may occur weekly but the information only

recorded quarterly.

PermiTrackMS4

BMP (Best Management Practice) Views

page



Email Notification

Indicate whether the responsible staff/position should receive an email

when

the

goal activity is scheduled t

o occur

The timing for the email is

based

on:



ctivity

frequency (entered above)

: The email sent when the information needs to be

updated, based on the activity frequency and date.



Notify Days in Advance (entered below): The email is sent before the act

ivity date if

there is an entry in the field below.

Email Notification

Select

the Email Notification

check box to notify the person via email

that this goal has been created and assigned to them.

The staff person responsible for the goal,

the

BMP

tha

t includes the goal

, and

the

MCM

that

includes the

BMP and the

goal

are all notified.

Email Notification

Clear

the Email Notification

check

box to record the information

this page

but not generate an email.



Notify Days in Advance

If you enter a va

lue in this field, an email is sent to the responsible

staff/position before the goal deadline. Enter a number to indicate how many days in advance

of the activity date

to send the notification.

For example, for a quarterly goal, the email could

be sent 10

days before the end of the quarter.



Planned Activity

Select the check boxes to indicate

when

the activities defined by this goal

should occur

For example, a planning goal may be scheduled only for the first year, while a

prescriptive goal may be schedu

led for each year in the permit period.

The permit periods available here reflect those

specified for the plan when it was created. The

number of check boxes may vary from one plan to the next.

Note

When you publish the annual report, you can specify t

he permit period to include in

the report. Only activities planned for the same permit period are included in th

report.

Activities planned for other

permit periods a

re not included.



Year

Select this check box to indicate that this activity shou

ld b

e performed during

this

permit period



Year

Clear this check box

to indicate that the activity will not be performed during

this

permit period



Completion Status

Select the check boxes to indicate whether the activity was

completed

for that

permit period

This field is usually completed through the

oal

Edit

tab

(see page

)

after the activity has been completed.

The

permit periods available here reflect those

specified for the plan when it

was created. The

number of check boxes may vary from one plan to the next

Note

You must manually check the completion of the activity. The system does not know

when the activity is complete.

PermiTrackMS4

page

BMP (Best Management Practice) Views



Year

Select this check box to indicate that this activit

was completed

during this

permit period



Year

Clear this check box to indicate that the activity

was not completed during

this

permit period



Spell Check

button

: Use the Spell Check button in the upper

right part of the page to check

the spelling

in each of the text fields on this page.



Create

button

Click the Create button to save your changes and add the goal to the plan.

The

program adds the

goal

at the bottom of the current BMP

Return to the

BMP or Plan View



View the

BMP

Information

Click

the View tab or the name of the BMP in the treeview to

return to the BMP View page without adding a goal.



View the Plan Information

: Click the name of the plan in the treeview to return to the Plan

View tab.

PermiTrackMS4

Goal Views

| page

Goal Views

Goals define target activities or outcomes associated with a BMP. For example, community

outreach goals may include an education program to educate the public about the hazards

associated with illicit discharges. A goal within the Il

licit Discharge Elimination BMP may

include development of a map for the MS4.

Create a Goal

Goals are added to a BMP through the BMP

View

page. With a BMP highlighted in the

treeview

on the left, click the Add Goal tab to open the Add Goal page.

Note

cause t

he Add Goal page is opened from the BMP

iew

, it is covered in the BMP

section of this guide

. See

page

for

information

on this page

View

Goal tab

The Goal View page shows information about the Goal highlighted in the

treeview

This view

shows the name, number, description, and information about frequency and type of planned

activity.

The Goal View page opens when you click the name of

BMP

in th

treeview (

on page 20

)

Figure

. Goal View

tab

Fields & Folders on the Goal View page

With the Goal View selected, the Goal folder

in the treeview includes

measurable activities

associated wit

h this goal.

The right side of the page shows the name, description, and other settings for this goal. (See page

for

information

on the fields displayed on this page.)

Tabs on the Goal View page

The tabs on this page refle

ct the options available for working with a Goal within the plan.



View

The View tab is highlighted when you click on a Goal in the treeview.



Edit

Click the Edit tab to change the goal name, description, assigned staff, or other settings.

Opens the Edit

Measurable Goal page.

PermiTrackMS4

page

Goal Views



Delete

Delete the goal highlighted in the

treeview

. Opens the Delete page, where you can

delete the current goal.



Enter Goal Activity

Add a

specific measurable activity to the goal

to reflect a publication,

inspection, or other a

ctivity to support the goal

Opens the

Enter Goal Activity

page.

Edit

Measurable

Goal tab

Use the

Goal

Edit page

to change information about the goal or

to mark its completion status. For

example, if the goal is required during the first year, check the Completion Status

Permit Period

check box when the activity for the goal has been completed.

The

Goal

Edit page opens when you click the name of a

Goal

in the

treeview (

on pag

e 20

)

, and

then click the Edit tab.

Figure

Edit Measurable

Goal

page

Fields on the

Edit Measurable Goal

page

The fields

and tabs

on the Edit

Measurable Goal

page are th

e same as those completed on the

Add

Goal tab (see page

)

Tabs on the Edit Measurable Goal page

Tab

s across the top of the page include:



Delete

Delete the current goal.



Enter Goal Activity

Add a

measurable

activity to s

upport t

he current goal

PermiTrackMS4

Goal Views

page

Delete

Goal

tab

Use the Delete tab to remove the current goal

from the plan. The goal highlighted in the treeview

is deleted.

Caution

The Delete function delet

es the current item and any items nested within it. For

example, if you delete a goal from the plan, all measurable activities within that

goal are also removed from the plan.

The Goal Delete page opens when you select a goal in the

treeview (

on page 20

)

, and then click

the Delete tab.

Figure

. Delete

Goal

page

Field

& Button

on the

Goal

Delete page



Enter t

reason

for deleting the Goal

In the text box, enter a reason for deleting the

current

goal. This information is saved in the database. If you need this information later,

contact your SEH Administrator.



Delete

button

Click the delete button to remove the goal, and all of its activities, from your

site.

Return to the

Previous View

After

deleting the Goal, the application takes you to the BMP View page automatically.

Enter

Goal

Activity

tab

The Enter Goal Activity tab lets you record specific

measurable

activit

ies that

support the

highlighted goal. The activity may describe the educational materials created, an inspection of the

outfall site, etc.

The goal activities are added after all

of the goals have been added to the

plan

The

Enter Goal Activity

page opens when you select a

Goal

in the

treeview (

on page 20

)

, and

then click the

Enter Goal Activity

tab.

PermiTrackMS4

page

Goal Views

Figure

New Measu

rable

Goal

Activity

page

Fields on the Enter Goal Activity page

Note

The fields available on this form depend on the Goal Type selected when the goal was

added to a BMP. (See page

for information on the Add Goal tab, whi

ch includes the

Goal Type field). The fields for each goal type are covered separately.

Activity for a Goal

using

the Default Goal

Form

Type

When a measurable activity is added to a goal

that was

based on the Default Activity

type

, t

hese

fields are displa

yed on the

New Measurable Goal Activity page:

Measurable Goal Activity Information



Name

Descriptive name for the activity



Description

Enter a description of the activity and the reason it is included in the plan.

This

description is included in the p

ublished report.



Activity Date

Enter the date when this activity was entered into the system.

This date is used

to filter the results when you generate a report based on

a date range



Spell Check

button

: Use the Spell Check button in the upper

right par

t of the page to check

the spelling in each of the text fields on this page.



Attach Documents

button

Click the attach documents button to attach a map, Word

document, photo,

CAD/CAM file,

or other file to support, illustrate, or describe the activity.

icking the Attach Documents button opens the Attach Documents page (see page

These documents

become

part of the plan record and are available at any time by selecting

the plan and viewing the goal activity.

You can add a

s many documents as needed.



Update

button

: Click the Create button to

save your changes and create the activity record

PermiTrackMS4

Goal Views

page

Activity for a Goal

using

the

Outfall Inspection Form

Type

When a measurable activity is added to a goal based that was based on the

Outfall Inspection

Form type

, these fields are displayed on the New Measurable Goal Activity page:

Download PDF Form

In the upper

right part of the data entry area,

click the Download PDF Form

ink

to print

blank

copies of the outfall inspection form.

The blank copies

can be completed in the field

, and then

returned to the office for data entry

The

form

is available as

an Acrobat PDF file that you can

save, print, or distribute.

Note

This link

is only available when you are adding a new measurable activity to a goal based

on the Outfall Inspection Form type.

After entering data on this page and clicking the Create button, this link is available only

when you create another new activity of thi

s type.

Measurable Goal Activity Information

—

Outfall Inspection Form



Name

Descriptive name for the activity.



Description

Enter a description of the activity and the reason it is included in the plan.

This

description is included in the published rep

ort.



Activity Date

Enter the date when this information was entered into the system. The

inspection date is recorded in another section of this form.

General Outfall Information

—

Outfall Inspection Form

Record information about the location of the wast

ewater discharge into a body of water

Generally, this information is recorded for each outfall.



Outfall ID

The unique identification number used to identify this outfall.



Locatio

Enter a description of l

ocation of the outfall source being inspected

including the

coordinates, GIS, or

other specific information if available.



Zip Code

Zip code of the outfall source being inspected



Receiving Waterbody

Name of the stream, river, lake, or other body of wat

er where the

stormwater is discharging.



Major Watershed

Name of the watershed that is the source of water that discharges into the

receiving waterbody



Digital Photo

If a digital photo is available from t

he inspection site, it can be attached to the

inspection record. Click the Browse button to locate the photo on you

r computer or network

location.

After uploading, the original photo file

on your computer or network

can be moved

However, if you replace o

r make changes to the original photo, you must upload it through

the Activity Edit page.

PermiTrackMS4

page

Goal Views



Completed by Initials

Enter the initials of the person who

completed the inspection on

site

Weather

—

Outfall Inspection Form

Record information about recent weath

er events that may

have contributed to the pollution or

damage cause

by this

outfall.



Air Temperature

Temperature of the air in degrees Fahrenheit



Cloud Conditions

Select a word from the drop

down list that describes the cloud conditions

at the time

of the inspection.

Cloud Conditions

text box

If you choose Other in the Cloud Conditions drop

down list, this

text box is available on the right. Enter a descriptive word to describe the cloud conditions.



Precip

. (last 72

hours

)

Enter the number of inches of precipitation during the past 72 hours.

Inspection Information

—

Outfall Inspection Form

Record information about the pipe or ditch that conveys the outfall to the

receiving

body of water.



Outfall Type

Indicate whether the outfall is conveyed by a pipe, ditch, or other

type of drain

by selecting the type of outfall from the drop

down list.

Outfall Type

text box

If you choose Other in the Outfall Type drop

down list, this text box is

ailable on the right. Enter a descriptive word to describe the type of drain

being used



Pipe Type

Select an item from the drop

down list to indicate the shape of the pipe.

Pipe Type

text box

If you choose Other in the Pipe Type drop

down list, this t

ext box is

available on the right. Enter a descriptive word to describe the

shape

the

pipe

being

used.



Pipe Material

Select an item from the drop

down list to

indicate the pipe material

Pipe

Material

text box

If you choose Other in the Pipe Materi

al drop

down list, this text box

is available on the right. Enter a descriptive word to describe the pipe material.



Pipe Size

If a pipe is being used, enter the diameter of the

pipe, using the unit of measure

selected the right.

Inches

Click the drop

down list to select the unit of measure for the pipe size.



Ditch Width

If a ditch is being used, enter the width of the ditch

, using the unit of measure

selected the right.

Inches

Click the drop

down list to select the unit of measure for the ditch wi

dth

measurement

PermiTrackMS4

Goal Views

page



Ditch Depth

If a ditch is being used, enter the depth of the

ditch, using the unit of measure

selected the right.

Inches

Click the drop

down list to select the unit of measure for the

ditch

depth

measurement



Weir Type

If a weir is in place, select the type of dam from the drop

down list

Weir Type

text box

If you choose Other in the Weir

Type

drop

down list, this text box is

available on the right. Enter a descriptive word to

identify

the weir type.

Outfall Condi

tion Assessment

—

Outfall Inspection Form

Record information about the damage or erosion resulting from a

problem with the outfall pipe or

ditch



Outfall Damage

If the outfall

pipe

is damaged, select a descriptive word from the drop

down list.

Outfall

Damage

text box

If you choose Other in the Outfall Damage drop

down list, this text

box is available on the right. Enter a descriptive word to

identify the type of damage to the

pipe



Erosion

If the outfall ditch shows signs of erosion, select a descrip

tive word from the drop

down list.

Erosion

text box

If you choose Other in the Erosion drop

down list, this text box is available

on the right. Enter a descriptive word to identify the type of erosion that has damaged the

ditch.

Physical Discharge Info

rmation

—

Outfall Inspection Form

Record information about the wa

ter discharged from the outfall pipe or

ditch.



Flow Depth

Enter the depth of water being discharged, using the unit of measure selected

the right.

Inch

Click the drop

down list to select the unit of measure for the flow depth.



Odor

Select a word from the drop

down list to describe the odor from the discharge from the

pipe or ditch.

Odor

text box

If you choose Other in the

Odor

drop

down list, thi

s text box is available on

the right. Enter a descriptive word to identify the type of

odor from the discharge water



Water Color

Select a word from the drop

down list to describe the color of the discharge

from the pipe or ditch.

Water Color

text box

If you choose Other in the Water Color drop

down list, this text box is

available on the right. Enter a descriptive word to identify the color of the discharge water.

PermiTrackMS4

page

Goal Views



Turbidity

Select a word from the drop

down list to describe the clarity of the dischar

water.

Turbidity

text box

If you choose Other in the Turbidity drop

down list, this text box is

available on the right. Enter a descriptive word to identify the clarity of the discharge water.



Floatables

Select a word from the drop

down list to des

cribe any debris or foreign material

in or on the discharge water.

Floatable

text box

If you choose Other in the Floatables drop

down list, this text box is

available on the right. Enter a descriptive word to identify the floatables present in the

disch

arge water.



Sample Collected

Indicate whether a sample of the discharge

water

was collected.

Sample Collected

Select th

e Sample Collected

check box if a sample of the discharge

was collected.

Sample Collected

Clear

the Samp

le Collected

check box if a sample of the discharge was

not collected

Discharge Analysis

—

Outfall Inspection Form

Record values recorded that reflect the analysis of the discharge water.



Specific Conductivity

Enter the value measured for the conductiv

ity of the discharge water.

The measure is expressed in micromhos per centimeter (µmhos/cm).



Water Temperature

Temperature of the discharge water in degrees Fahrenheit.



Enter the value measured for the

pH of the discharge

water



Update

button

Clic

k the Create button to save your changes and create the activity record.

Activity for a Goal using the

Outfall Information Form

Type

When a measurable activity is added to a goal that was based on the Outf

all Information F

orm

type

, these fields are displa

yed on the New Measurable Goal Activity page:

Measurable Goal Activity Information

—

Outfall

Informati

on Form



Name

Descriptive name for the activity.



Description

Enter a description of the

outfall

and the reason it is included in the plan.

This

descrip

tion is included in the published report.



Activity Date

Enter the date when this information was entered into the system.

General Outfall Information

—

Outfall Information Form

Record

general information about the outfall



Outfall ID

The unique identi

fication number used to identify this outfall.

PermiTrackMS4

Goal Views

page



Permit Number

The identification number of the discharge permit issued for this site.



Locatio

n Descriptio

Enter a description of location of the outfall source being inspected,

including the coordinates

GIS,

or other specific information if available.



Zip Code

Zip code of the outfall source being

monitor

ed.



Material

Select an item from the drop

down list to indicate

the pipe material

Material

text box

If you choose Other in the Pipe Material drop

down list, this text box is

available on the right. Enter a descriptive word to describe the pipe material.



Drainage Basin

Name of the

area that drains into the body of water at the discharge site



Inspection Frequency

Select an item from the drop

down

list to indicate how often the

outfall site is inspected



Next Inspection Date

Enter the date or

click the

Calendar icon

to indicate the date for

the

firs

t scheduled inspection.

Physical

Information

—

Outfall Information Form

Record information about

the location of the

outfall



Size

Enter the size of the outfall or outlet into the body of water, using the unit of measure

selected the right.

Inches

: Click the drop

down list to select the unit of measure for the outfall size.



Side of Road

Select a

compass point from the drop

down list to indicate where the outfall

empties, in relation to the road



Offset Distance

: Enter

the distance from the road to the outfall



Milepost Number

Enter the number for the milepost that is closest to the outfall



eceiving Waterbody

Enter the name of the body of water that receives the water from the

outfall



GPS X

: Enter the GPS

coordinate

for the location of

the

outfall



GPS Y

: Enter the GPS

Y coordinate for the location of the outfall



Dri

ving Directions

: Enter directions for driving to the outfall.



Update

button

: Click the Create button to save your changes and create the activity record.

Enter Goal Activity

 Attach Documents page

Use the Attach Documents to Goal Activity page to attach one or more files

to the plan record.

These documents can include maps, photos, CAD/CAM files, documents, etc.

hese documents

become part

of the plan

and are available at any time by selecting the plan and viewing the goal

activity.

PermiTrackMS4

page

Goal Views

The

Attach Documents to Goal Activity

page

opens when you

click the Attach Documents button

on the

Enter Goal Activity

tab (

on page 53

)

or Edit Goal Activity tab

(

on page 62

)

based on a

default type of goal.

Figure

. Attach Documents to Goal Activity page

Fields

& Buttons

on the Attach Documents page



Add Document

This field shows the name of the document attached to the plan.

The document is uploaded and saved with the plan information on the sit

After it is

uploaded, t

he original document

on your computer or network

can be moved to a different

location. However, if you make changes to the original document, it must be uploaded again

in order to update the plan copy.

Note

If you have more than

three documents to attach, additional documents can be added

through the Goal Activity Edit page (see page

). Each time y

ou edit the activity

three more documents can be attached.

(See procedure on page



Browse

button

Click the Browse button to locate the file you want to attach.



Done

button

Click the Done button when you finish adding documents to the plan.

Attaching More than Three Documents to an Activity

To attach more than three do

cuments:

Attach the first three documents when adding or editing the activity.

Return to the

Edit tab

by highlighting the activity in the treeview, and then clicking the Edit

tab

On the Edit tab, click the Attach Documents button.

The Attach Document

s page displays three fields for uploading documents.

Upload your files by using the Browse button.

Click the Done button to

upload the files and

return to the View page.

All of the attached documents are listed on the View page.

To add more files, repe

at the steps above.

Each time you edit the activity, you can add up to

three more files.

PermiTrackMS4

Measurable Goal Activity Views

| page

Measurable Goal Activity Views

Measurable Goal Activities provide a way to track each individual activity that supports a plan

goal. For example, the activities within a Public Education goal may define each educational

material developed and made available to the public.

Or, the activities within the Outfall

Inspection goal are used to record each individual outfall inspection.

Create a

Measurable Goal Activity

Measurable Goal Activities

are added to a

Goal

through the

Goal

View page. With

Goal

highlighted in the treev

iew on the left, click the

Enter Goal Activity

tab.

Note

The

Enter Goal Activity

page is opened from the

Goal

View

. See

page

for

information

on this page

View

Measurable Goal Activity tab

The Measurable Goal

Activity View

page shows

information about the Goal

Activity

highlighted

in the

treeview

The Goal View page opens when you click the name of

BMP

treeview (

on page 20

)

Figure

View

Measurable Goal Activity tab

Fie

lds on the Measurable Goal Activity

View

page

With the Goal Activity View selected

, the right side of the page shows the name, description, and

other settings for this

activity

. The fields displayed depend on the type of activity. (See pages

for

information

on the fields displayed on this page.)

Tabs on the

Measurable

Goal

Activity

View page

The tabs on this page reflect the options available for working with

an activity

within the plan.



View

The View tab is highlighted when you click on

an activity

in the treeview.



Edit

Click the Edit tab to change the goal name, description,

date

, or other settings. Opens

the Edit Measurable Goal page.



Delete

Delete the

activity

highlighted in the

treeview

. Opens the Delete page, where you can

delete the current

activity

PermiTrackMS4

page

Measurable Goal Activity Views

Edit Measurable Goal Activity

tab

Use the Goal Edit page to change the

information or settings for the activity

The Goal Edit page opens when you click the name of a BMP

treeview (

on page 20

)

, and then

click the Edit tab.

gure

. Edit Measurable Goal Activity

page

Fields on the Edit Measurable Activity page

The fields and tabs on the Edit Measurable Activity page are the same as those completed on the

Add Measurable Activity tab. (See pages

Error! Bookmark not defined.

for

information

on the fields displayed on this page.)

Tabs on the Edit Measurable Activity page

The tabs on this page reflect the options available for working with an

activity within the plan.



View

: Click the View tab to return to the View Measurable Activity page for the current

activity.



Edit

: The Edit tab is highlighted to show that you are on this page.



Delete

: Delete the activity highlighted in the treeview. Op

ens the Delete page, where you can

delete the current activity.

Delete

Measurable Goal Activity

tab

Use the Delete tab to remove the current activity from the plan. The activity highlighted in the

treeview is deleted.

The Delete

Activity

page opens when you select

an activity

folder

in the

treeview (

on page 20

)

and then click the Delete tab.

PermiTrackMS4

Measurable Goal Activity Views

page

Figure

. Delete Measurable Goal Activity tab

Field

& Button

on the

Activity

Delete page



Enter the

reason

for deleting the

Activity

In the text box, enter a reason for deletin

g the

current activity. This information is saved in the database. If you need this information later,

contact your SEH Administrator.



Delete

button

Click the delete button to remove the activity from your site.

Return to the

Previous View



After deletin

the Activity

, the application takes you to the Goal Vie

w page automatically.

PermiTrackMS4

page

Measurable Goal Activity Views

This page intentionally left blank.

PermiTrackMS4

Reports

| page

Reports

Reports provide a valuable tool for tracking on

going activities

and reviewing the plan data

. They

et you capture current information filtered on the:



Permit period



Selected MCMs, BMPs, or goals



Complete or incomplete goal status



Responsible staff

The Reports tab is available only after you select a Plan on the Select tab (see page

) or

highlight the Plan folder in the

treeview

Note

Reports are a tool for tracking current activities. When it is time to product an annual or

periodic

report to support plan compliance, use the Publish option. (See page

for more

information.)

Report Options page

Use the Report Options page to

specify

content of the

report you are generating. The options let

you customize reports based on the items included in the plan, activities, date range, or staff

person.

The Report Options page opens when you click on the Reports tab from the

Plan View tab

page 20

PermiTrackMS4

page

Reports

Figure

. Report

Options

page

Areas of the

Report Options page

Customize the report contents by selecting options in each of the boxes on this page. The report

includes data only for the options you se

lect.

The

areas

described below

include:



Choose the type of report you would like to view



Select the date range for activities you would like to include in the report



You may choose to filter the

report

by owner

PermiTrackMS4

Reports

page

Fields on the Report Options page

Type

Choo

se the type of report you would like to view

Select an option button to indicate which MCMs and BMPs to include in the report.

You can

select all MCMs (which include all of the BMPs) or report on selected items. The report follows

the structure i

the tree

view on

the

Plan View

tab.



All Minimum Control Measures

Include all of the MCMs for the plan.

All of the BMPs

assigned to the MCMs are included in the report.



Select a Minimum Control Measure

Select this option button, and then select a specific

MCM fr

om the drop

down list. Only information for this MCM

and BMPs under this MCM

are

included in the report.



Select a Best Management Practice

Select this option button, and then select a specific

BMP from the drop

down list. Only information for this BMP an

d any goals under the BMP

are included in the report

Select the date range for activities you would like to include in the report

Select an option button to indicate the type of date range and the filter to apply.

The selected

time

period can correspond

to your reporting periods or specific calendar days.



Select Activities in a

Permit

Period

Select this option to report on activities during a

specific

permit

period. After selecting this option, click the option button for the year or

permit

period to c

over.



Year

Select

the Period 1

option button to

include

only

activities

with an Activity

Date that falls within

this

permit

period for the plan.



Year

Clear

the Period 1

option button to indicate that you want to exclude

activities

with an Activ

ity Date that falls within this

permit

period for the

plan



You may choose to filter the report by Measurable Goal Completion Status Control

Measure

Select the option button to specify the types of goals to include in the report. The

report includes only

goal for the permit period selected above. Use these options to further

limit the goals included



All Measurable Goals

Select this option to include all measurable goals for the

permit

period selected above

Goals with or without activities are included



All Goals with Planned Activity for Selected Period

Select this option to include all

measurable goals that had an

also

activity specified for the

permit period

above.



mpleted Measurable Goals for Selected Period

Select this option to include only

goals that were marked as completed during the selected

permit

period.



Incomplete Measurable Goals for Selected Period

Select this option to include only

goals that were scheduled

but not completed

during the selected

permit

period.

PermiTrackMS4

page

Reports



Include

Activities i

n a

Date Range

Select this option to report on activities during a

specific range of dates

, which may not correspond to a permit period

. After selecting this

option, enter the start and end dates or click the calen

dar icons to select the dates.



Start Dat

Enter the start date in this field or click the

Calendar icon to select a date.



End Date

Enter the start date in this field or click the

Calendar icon to select a date.



All

Activities

Select this option

to include all activities within the BMPs,

regardless of the

time period.



Activities

Select this option to exclude specific activities from the report. The MCMs

and/or BMPs selected above will still be included.

Owner

You may choose to filter the

report

by owner

Select an option button to

include all owners or only a specific owner. (Owners are the Staff or

Position specified for

an MCM

, BMP, goal,

or activity.)



All Owners

Select this option to include

MCMs, BMPs,

goals, and activities assigned to all

owners. This option is selected by de

fault.



Select an Owner

Select this option to report on BMPs, goals, and activities assigned to a

specific staff person or position. After selecting this option, select a name from the drop

down list.

The report includes

only

items where this person is

the responsible staff or owner.

Run Report



Run Report

button:

Click the Run Report button to generate the report.

From the Generated

Report page, y

ou can view the report as an Acrobat PDF

that can be viewed, printed, saved,

or distributed

Return to the P

lan View

Click the

name of the plan in the treeview

to return to the

Plan View

tab.

Link to

Report

page

When you generate a report, the system displays a page with a link

to the report. Click on the

report name to open

or save

the report as an Adobe Acrobat file.

Note

You must have Acrobat Reader to view the report.

If you do not have Acrobat Reader,

download it by clicking the Get Adobe Reader icon in the upper

right par

t of the page.

View, Print, or Save the Report

When you click the name of the report, the system asks if you want to

open

or save it:



Open

The report is opened in

Acrobat Reader.

From this view, you can print or save the

report.

PermiTrackMS4

Reports

page



Save

The system prompts

you for a location on your computer or network. S

ave the report

for reference or distribution

Return to the Report Options page

To return to the Report Options page, click the Return to Report Options button. From the Report

Options page, you can:



Gene

rate another report.



Return to the Plan View by clicking on the

name of the plan in the treeview

PermiTrackMS4

page

Reports

This page intentionally left blank.

PermiTrackMS4

Terminology

| page

Terminolog

BMP

A BMP is a Best Management Practice that supports your effo

rts to provide public

outreach, co

ntrol storm water pollution,

evaluate outfall sources

, etc

MCM

Minimum Control Measures (MCMs) define the minimum measures taken as part of

the storm water management program. The EPA (Environmental Protection

Agency) g

enerally requires MCMs to cover these areas:



Public education and outreach on stormwater impacts



Public involvement/participation



Illicit discharge detection and elimination



Construction site stormwater runoff control



Post

construction stormwater managemen

t in new development and

redevelopment



Pollution prevention/good housekeeping for municipal operations

This l

ist of basic MCMs

is from the EPA website

http://www.cfpub.epa.gov/npdex

MS4

Municipal Separate Storm Sewer System (MS

) programs define the cha

racteristics

of the plan for complying with permit requirements.

NPDES

The NPDES (

National Pollutant Discharge Elimination System

)

is sponsored by the

EPA (Environmental Protection Agency).

SWMP

The SWMP (Storm Water Management Program) administered by

the state defines

the infrastructure the planning, engineering, and requirements for

stormwater

pollution control. It covers the practices for managing stormwater runoff and

pollution control, permit requirements, and initiatives.

SWPPP

Describes the SW

PPP (Stormwater Pollution Prevention Plan) required for

construction permits. The plan defines the project, includes requirements for the

permit, describes activities, and includes information on

the bodies of water

affected

by the activities. The SWPPP is

administered by the EPA.

PermiTrackMS4

page

Terminology

This page intentionally left blank.

Appendix

–

Outfall Inspection Form

| page

Appendix

–

Outfall Inspection Form

Measurable Goal Activity Information

Name: _____________________________________ Activity Date: ___/___/___

Description:

____

____________________________________________________________

________________________________________________________________

General Outfall Information

Outfall ID: _____________________________________ Zip Code: ______

______

Location:

________________________________________________________________

_____________

___________________________________________________

Receiving

Waterbody:

________________________________________________________________

Major Watershed:

________________________________________________________________

Digital Photo:



Yes, filename:

________________ Completed by: __________

Weather

Air Temperature: _____ F

(circle one) Precipitation (last 24 hours): _________inches

Cloud Conditions:



Clear



Cloudy



Other, describe:

_______________________________

Inspection Information

Outfa

ll Type:



Pipe/Culvert



Ditch/Swale



Other,

describe:______________________

Pipe Type:



Arch



Box Culvert



Circular



Elliptical



Other

Pipe Material:



Aluminum



Clay



Concrete



CMP



HDPE



Iron



PVC



RCP



Steel



Other

Pipe Size: ____ in

./ft. (circle one)

Ditch Width: ____ in./ft. (circle one)

Ditch Depth: ____ in./ft. (circle one)

Weir Type:



Broad

crested



Trapizoidal



notch



Other

Outfall Inspection Form

For use with PermiTrack

MS4

1 of 2

PermiTrackMS4

page

Appendix

–

Outfall Inspection Form

Outfall Co

ndition Assessment

Outfall Damage:



es (if Yes, identify type)



Cracking



Spalling



Corrosion



Broken



Other

Visible Erosion:



Yes (if Yes, identify type)



Undercutting



Sediment Delta



Other

Physical Discharge Information

Flow Depth

: ____ in./ft. (circle one)

Detectable Odor:



Yes (if Yes, identify type)



Sewage



Sulfide



Oil



Gas



Rancid



Other

Water Color:



No (clear)



Yes (if Yes, identify color)



Yellow



Brown



Green



Grey



Red



Other

Turbidity:



Clear



loudy



Opaque



Other

Floatables Visible:



Yes (if Yes, identify type)



Petroleum



Sheen



Sewage



Other

Discharge Analysis (if applicable)

Specific

Conductivity: _____ uS/cm

Water Temperature: _____ F

(circle one)

pH: _____ pH

Other Ins

pection Comments

Inspection

Comments:

________________________________________________________________

Outfall Inspection For

For use with PermiTrack

MS4

2 of 2

PermiTrackMS4

Index

page

ndex

activity

delete · 62

edit · 62

information · 61

report incomplete activities · 13

View tab · 61

Activity ·

See

Measurable Goal Activity

add

Goal to Best Management Pra

ctice page · 47

Add BMP Form 1 tab · 32

Add BMP Form 2 tab · 34

Add BMP from DB tab

MCM · 38

Add BMP tab · 36

add BMP to plan

procedure · 10

Add Goal tab

BMP · 47

Add MCM tab

plan · 24

add MCM to plan

procedure · 9

Add MCM to Plan page · 24

annual report

opy of · 27

publish · 14, 26

assign

plan to staff · 13

attach documents

Goal Activity page · 59

Best Management Practice ·

See

BMP,

See

BMP

add BMP Form 1 · 32

add Form 1 to MCM · 32

add Form 2 to MCM · 34

Add Goal tab · 47

add to MCM · 36

add to MCM

from database · 38

add to plan · 10

copy · 45, 46

delete · 46

Delete tab · 46

edit · 42

information · 41

overview · 41

View tab · 41

BMP Edit tab · 42

CAD/CAM

attach to goal activity · 59

PermiTrackMS4 · 7

completion status · 49

computer

PermiTrackMS4 · 5

logout of PermiTrackMS4 · 7

Copy a Best Management Practice page · 45, 46

Copy BMP tab · 45, 46

Create Plan tab · 17

customizing report · 65

default form goal type · 48

default plan template · 18

Delete tab

BMP · 46

Goal · 53

MCM · 31

easurable Goal Activity · 62

plan · 23

document

attach to goal activity · 59

edit BMP page · 42

Edit Goal page · 52

Edit Measurable Goal page · 52

Edit tab

BMP · 42

Goal · 52

PermiTrackMS4

page

Index

MCM · 30

Measurable Goal Activity · 62

plan · 22

email notification · 49

Enter

Goal Activity

Attach Documents page · 59

Enter Goal Activity tab · 53

EPA default plan · 18

existing plan template · 18

exit

PermiTrackMS4 · 7

file

attach to goal activity · 59

filtering report · 65

glossary · 71

goal

default form type · 48

delete · 53

Enter Goal Activity tab · 53

information · 51

outfall information form type · 48

outfall inspection form type · 48

View tab · 51

Goal

overview · 51

goal activity ·

See

Measurable Goal Activity

attach document, photo, map, CAD/CAM, etc. ·

delete · 62

it · 62

View tab · 61

Goal Activity ·

See

Goal

Goal Delete tab · 53

Goal Edit tab · 52

incomplete activities

report · 13

inspection form

print · 55

print blank form · 12

PermiTrackMS$ · 5

logout

PermiTrackMS4 · 7

main screen

description · 6

map

attach to goal activity · 59

MCM

Add BMP Form 1 tab · 32

Add BMP Form 2 tab · 34

Add BMP from DB tab · 38

Add BMP tab · 36

add to plan · 9

delete · 31

edit · 30

information · 29

overview · 29

View tab · 29

MCM Delete tab · 31

MCM Edit tab · 30

measurable

goal activity

create new · 53

delete · 62

edit · 62

Measurable Goal Activity

Delete tab · 62

Edit tab · 62

information · 61

overview · 61

View tab · 61

Minimum Control Measure ·

See

MCM

Minimum Control Measure

–

See MCM · 9

Minnesota Pollution Control Agen

cy (MPCA) plan ·

MPCA plan · 18

New Measurable Goal Activity tab · 53

new plan

PermiTrackMS4

Index

page

Create Plan tab · 17

Notification page

publish plan · 27

outfall discharge qualities · 57

outfall information form goal type · 48

outfall inspection form

print blank copy

· 12

outfall inspection form goal type · 48

outfall sample · 58

outfall type, material, size · 56

owner

assign · 13

periodic report

publish · 14, 26

photo

attach to goal activity · 59

inspection site · 55

plan

Add MCM tab · 24

assign parts to staff · 13

Create Plan tab · 17

Delete tab · 23

Edit tab · 22

information · 20

overview · 17

publish · 26, 27

Publish Notification page · 27

Publish tab · 26

plan folders · 20

Plan tab

Create Plan page · 17

Select page · 19

View page · 20

plan template · 18

plan tre

eview · 20

precipitation · 56

inspection form · 55

outfall inspection form · 12

print report · 68

publish

annual report · 14

Publish tab

plan · 26

quick reference · 9

quit

PermiTrackMS4 · 7

receiving waterbody · 55

report

customize · 65

incomplet

e activities · 13

link to · 68

publish annual report · 14, 26, 27

Report Options page · 65

reports

overview · 65

responsible staff

assign · 13

Responsible Staff/Position field

BMP · 37, 44

BMP Form 1 · 33

BMP Form 2 · 35

goal · 48

MCM · 25

save report · 68

select plan · 19

Select Plan screen

overview · 6

Select tab · 19

terminology · 71

treeview · 20

Unlock Name Field for Edit field (BMP) · 43, 45, 46

PermiTrackMS4

page

Index

View Plan screen

overview · 7

view report · 68

View tab

Activity · 61

BMP

· 41

Goal · 51

MCM · 29

Measurable Goal Activity · 61

Plan · 20

waterbody · 55, 59

watershed · 55

websie

weir type · 57

Word file

attach to goal activity · 59

PermiTrackMS4 Client User Guide Rel 4.1.0 Permi Track MS4

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