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eDWR Data Reporting

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

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

Laboratory Reporting

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

Laboratory Reporting Tips — Be sure your lab is reporting on time and meets chemical monitoring requirements.
Laboratory Analysis and Reporting Rule Updates Fact Sheet. Changes effective Oct. 1, 2018.

Reporting on Time
Lab Reporting Rule Revisions Webinar Recording September 2018

Lab Reporting Rule Revisions Webinar Slide

Monthly Operating Reports (MORs)

Operational Monitoring and reporting is required for all community systems and those noncommunity systems that:

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

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

Data Reporting Forms and Instructions

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

Forms and Instructions

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

In order to start using the eDWR system, the operator of record and/or responsible official for the PWS will need to complete the following steps outlined in the Getting Started instructions:

Create an account on the eBusiness Center
Request a PIN (electronic signature)
Request service authorization to report for your Water System

Plant Distribution MOR - 5002

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

Water Systems Instructions for completing the Water Plant/Distribution System MOR

Minimum Staffing Reporting

Ohio EPA has developed a new minimum staffing reporting tool. The tool is available through the ebusiness center and can be used in lieu of reporting minimum staffing on your eDMR or eDWR. Directions for using this tool can be found below:

Minimum Staffing Reporting Tool

Surface Water Treatment Rule MOR (5109)

  • Excel Spreadsheet Form (updated for Dec. 13, 2011, version). This form may also be downloaded in eDWR and may be used for electronic reporting.

Contact Time (CT) Calculators: These spreadsheets are applicable for systems inactivating Giardia using free chlorine only. These spreadsheets do not apply for Virus inactivation using free chlorine, however if a system using free chlorine is in compliance with Giardia, they are also in compliance with Virus inactivation requirements.
These spreadsheets do not apply for inactivation of Giardia or Viruses for systems using the following disinfectants: chlorine dioxide, ozone, UV or chloramines.

These spreadsheets will calculate CT values and generate the XML file for uploading into eDWR. Note there are two versions, one for a single clearwell and one for systems with multiple clearwells. Please contact Brian Tarver at (614) 728-1740 or via email at brian.tarver@epa.ohio.gov for any questions regarding these two spreadsheets.

Download:

Ground Water Rule Plant MOR (5109)

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

Microbiological/Coliform SSR (Form 5211)

Chemical SSR (Form 5019)

Lead and Copper

Beginning in 2018 Ohio EPA form 5105 is no longer required to be submitted. Public water systems must keep an accurate list of sample sites in the SMP ID spreadsheet and send any revisions to Ohio EPA prior to sampling.

Lead and Copper Reports

  • Instructions for Collection of Lead and Copper Samples by Residents (PDF)
  • SMP ID Template (Excel)
  • Instructions for SMP ID Template (PDF)
  • Worksheet for 90th Percentile Calculation (Excel)
  • Consumer Notice of Tap Water Result (Community) (PDF, Word)
  • Consumer Notice of Tap Water Result (Non-transient, Non-community) (PDF, Word)
  • Verification of Lead Consumer Notice Issuance (PDF, Excel)

System Exceeds a Lead or Copper Action Level

  • Lead ALE Public Notification Verification Form (PDF, Word)
  • Template for Lead Public Education after Exceedance (Community) (PDF, Word)
  • Template for Lead Public Education after Exceedance (NTNC and Certain Community) (PDF, Word)
  • Verification Form for Lead Public Education (Community) (PDF, Word)
  • Verification Form for Lead Public Education (NTNC) (PDF, Word)
  • Entry Point Lead and Copper Reporting Form (Previously Form 5108) (PDF, Excel)
  • Source Water Treatment Recommendation (PDF, Word)

Water Quality Parameters and Corrosion Control

LT2

LT2 Resources

U.S. EPA LT2 Main Page

U.S. EPA LT2 Guidance Manuals and Fact Sheets

LT-2 Reports
Second Round Monitoring Forms

LT2 ESWTR Cryptosporidium Sample Collection Form

LT2 ESWTR E.coli and Turbidity Sample Collection Form

For Meeting LT2 Only:

For Meeting LT2 and Surface Water Rules:
UV Calculated Dose Forms and Instructions:

Membrane Forms and Instructions:

Filter Backwash Rule

New Public Water Systems and/or Well Sites

For all New Public Water Systems and/or Well Sites, the owner of the PWS is required to complete a New Public Water System/Well Application Package, and sign an acknowledgement that they are a PWS and subject to ORC Chapter 6109 and all rules promulgated thereunder. The application and application instructions can be found below.

Electronic Drinking Water Reporting (EDWR)

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

eBusiness Navigation

eBusiness home page:

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

eDWR Navigation

The following menu items will appear on the left hand menu bar of eDWR

  1. View Lab Submission —  (Water System Users only) This link allows users who are associated with a water system to view the data that has been submitted by laboratories on their behalf.
  2. Create New Reports — The Create New Reports link leads to the heart of the eDWR system. Web forms can be used to enter and submit data.In addition, blank excel templates can be downloaded
  3. Upload XML Reports — By selecting the Upload XML Report link, a user can select and upload an eDWR XML file. Before submission the files can be tested for completeness and compliance with the eDWR schema.
  4. Retrieve Saved Reports — By selecting the Retrieve Saved Reports link, a user can make changes or delete a saved report. A "Saved" report is any report that a user has filled out but has not yet submitted.
  5. View Submission — SSR and MOR reports that have been submitted can be viewed, printed and downloaded by clicking the View Submission link. Submissions can be viewed and searched by laboratory or PWS and submission date.
  6. Reference Data (Laboratory Users Only) — LAboratories can lookup and download reference data on water systems, water system facilities, sampling locations, analytical methods and parameter codes. this is valuable to assist laboratories in finding the exact code values that are supported for data reporting.

Who do I call if I need help with eDWR

Call Kelsey Ridenour, Division of Drinking and Ground Waters, Central Office at (614) 705-1146 direct, (614) 644-2752 main, or email at Kelsey.ridenour@epa.ohio.gov.

Who should have an eDWR Account?

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

How do I start using eDWR?

  1. Create an Account
    • Accessing the eBusiness Center through the State of Ohio's OH|ID Portal. Create an account on the OH|ID webpage. It will ask you to create a User ID and a password. Enter your name, email and phone number. At the bottom will be a "Create Account" button. You may now log into the eBusiness center with the password and user id that you just created. For detailed instructions on accessing the eBusiness Center through the State of Ohio's OH|ID Portal download the following document: https://epa.ohio.gov/static/Portals/47/facts/OHIDStepbyStepInst.pdf.
  2. Request a PIN
    • You will need a PIN. Go to the eBusiness Center, scroll down about half way down the page to the section that says "My Tasks." There will be a link to create or apply for a new PIN. Click that link. Follow the instructions for entering your personal information and apply for the PIN.
  3. You will need to be associated to your public water system (PWS).
    • From the home page, there is a list of "Services" near the top of the page.
    • Select the view/edit link under the facilities column in the same row as eDrinking Water Reports.
    • Select "Add Facility."
    • Enter the PWS ID in the first search box, labeled Regulatory Program ID and click "Search."
    • Select the “Agency Core ID” link.
    • This will return to where you started, but with the PWS or lab in the list at the bottom.
    • Click "Next" button.
    • Check the check box for "Certify/Submit," then click the "Submit eDWR Service Request" button.
    • The next screen will have a link to download or open a form. Click the link labeled "Division of Drinking and Ground Waters" and open the document, print the document and follow the printed instructions.
      Print, sign and fax it to (614) 644-2909 Attention Tyler Liston, scan and email to tyler.liston@epa.ohio.gov or mail it to:
      Ohio EPA, Division of Drinking and Ground Waters
      P.O. Box 1049
      Columbus, OH 43216-1049

How do I get a PIN?

Go to the eBusiness Center, scroll down about half way down the page to the section that says "My Tasks." There will be a link to create or apply for a new PIN. Click that link. Follow the instructions for entering your personal information and apply for the PIN.

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

How do I add my PWS to my account?

You will need to be associated to your public water system (PWS).

  • From the home page, there is a list of "Services" near the top of the page.
  • Select the view/edit link under the facilities column in the same row as eDrinking Water Reports.
  • Select "Add Facility."
  • Enter the PWS ID in the first search box, labeled Regulatory Program ID and click "Search."
  • Select the “Agency Core ID” link.
  • This will return to where you started, but with the PWS or lab in the list at the bottom.
  • Click "Next" button.
  • Check the check box for "Certify/Submit," then click the "Submit eDWR Service Request" button.
  • The next screen will have a link to download or open a form. Click the link labeled "Division of Drinking and Ground Waters" and open the document, print the document and follow the printed instructions.
    Print, sign and fax it to (614) 644-2909 Attention Tyler Liston, scan and email to tyler.liston@epa.ohio.gov or mail it to:
    Ohio EPA, Division of Drinking and Ground Waters
    P.O. Box 1049
    Columbus, OH 43216-1049

 

How do I delegate to other users?

Delegation:

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

How do I create a new MOR Report?

Create a New Plant Distribution MOR: (Download Instructions)

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

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

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

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

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

5. Supply PIN and certify the data entered.

6. Submit.

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

How do I create a new lab submission?

Create a New Lab Submission: (Download Instructions and Reporting Tips)

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

Frequently Asked Questions

Should the Analysis Completion Date on a report include Quality Control (QC) data validation?

YES, The analysis completion date on the report should include the time involved for verification of the data through Quality Control (QC). It is not the date the results were generated unless QC was completed on the same day. Entering a analysis completion date that does not represent the entire process can cause sample results to be noted as late for submission and subject labs to reporting violations. 

What is the data reporting deadline for lead and copper samples?

ALL lead and copper results are required to be reported to Ohio EPA and the Public Water Systems by the end of the next business day from completion of analysis. 

How can I check if the lab submitted my samples?

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

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

How do I print my MOR report?

How do I Print my MOR report?

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

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

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

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

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

To verify that your report was accepted:

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

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

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

 

Online Entry:

 

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

 

 

XML upload:

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

 

 

How do I update my email address?

Your email address is maintained in the State of Ohio OH|ID portal and by the Ohio EPA's eBusiness Center. In order to update your email address, you must log in at ohid.ohio.gov to make the change. The new information will be updated from OH|ID when you navigate to the eBusiness Center.

Update Account Information:

Account information includes your address, phone number and company. Users need to keep this information current.

  1. Log into the eBusiness Center.
  2. Select "My Account" (upper left).
  3. Select "Update Account."
  4. Edit any out of date information and save.

Update PIN Information:

PIN information includes your security questions and answers as well as your mailing address.

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

Why do I need to check my submission status?

The status of your submission will indicate whether the report was received or not. A successfully submitted report only means that you uploaded data to Ohio EPA. The status of your report will indicate whether or not we received it or not.
Status:  

  • Processed - Green check-mark indicates your report was submitted, processed and accepted.
  • Rejected - Red "X" indicates your report has an error and was not accepted. Your report has not been received. You will need to correct errors and resubmit.  
  • Received - Yellow question-mark indicates that you have uploaded/submitted your report, but it has not been processed. This can take up to 45 minutes. If you see this status, check back later to ensure your file was accepted.  
  • Resubmitted - Paper icon indicates that this report had an error, but was selected, corrected and re-submitted. 

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

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

Your email address is maintained in the State of Ohio OH|ID portal and by the Ohio EPA's eBusiness Center. In order to update your email address, you must log in at ohid.ohio.gov to make the change. The new information will be updated from OH|ID when you navigate to the eBusiness Center.

Update Account Information:

Account information includes your address, phone number and company. Users need to keep this information current.

  1. Log into the eBusiness Center.
  2. Select "My Account" (upper left).
  3. Select "Update Account."
  4. Edit any out of date information and save.

Update PIN Information:

PIN information includes your security questions and answers as well as your mailing address.

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