Electronic DMR Submissions (e-DMR)

The e-DMR System helps to reduce costs, streamline resources and improve accuracy of compliance data by allowing the submittal of DMRs electronically.  Participation in the e-DMR System has been, to date, voluntary.  The VPDES Electronic Reporting Rule (e-RR) became effective on July 26, 2017 to incorporate requirements of EPA's e-Reporting Rule.  DEQ's e-RR contain the compliance dates that require the electronic reporting of VPDES program information.

Please read the FAQs (frequently asked questions) below for more information about this program. To begin using the e-DMR System for a facility, please download the participation package (MS Word document) and submit the completed Form 1 and Form 2 to the appropriate Department of Environmental Quality (DEQ) Regional Office e-DMR Administrator.

The e-DMR (Version 3) System is available for individual VPDES permits (VA00XXXXX), the Watershed General Permit for Nutrient Trading (i.e., the Nutrient Trading General Permit, VAN0XXXXX), and the Industrial Stormwater General Permit (VAR05XXXX)

e-DMR (Version 3) Training Videos and User’s Guide

The links below provide access to the training videos for the e-DMR System. This training series contains different video modules designed to provide an overview of the basic functions of the e-DMR System. The User’s Guide provides comprehensive user instructions that are helpful answering more detailed questions on navigating the system and submittal of DMRs. Note: The website shown in the videos is the e-DMR test site. Users should use the link shown above to access the e-DMR System.

General Information

Watershed General Permit for Nutrient Trading (i.e., the Nutrient Trading General Permit) 

Industrial Stormwater General Permit

FAQs (Frequently Asked Questions) 

What is an electronic DMR System?
An electronic Discharge Monitoring Report (e-DMR) provides an alternative to a paper DMR for permittees to submit. Most VPDES permittees are required to submit to the Department of Environmental Quality (DEQ) a monthly DMR that summarizes effluent quality. The DEQ has chosen Electronic Environmental Reporting System as the electronic reporting application for e-DMR file data submissions. This secure web-based application includes advanced features such as the use of Extensible Markup Language (XML). This format is a universal file format that is being increasingly used for transmitting information across the Internet. The system also takes advantage of this technology to provide quick and easy to use forms for online data entry.

What are some of the benefits of the e-DMR System?
The e-DMR System will:

  1. Save compliance costs for permittees by using streamlined reporting methods and readily available computer tools;
  2. Reduce program costs for the DEQ by streamlining resources required for managing paper-based DMR reports;
  3. Improve accuracy of compliance data by eliminating potential errors that might otherwise be introduced through manual data entry in the database; and
  4. Improve the DEQ water program's overall effectiveness with faster and more accurate response to data analysis, compliance assessment, and decision-making.

What are the system requirements to submit an e-DMR?
The only system requirement for a permittee to gain access to the e-DMR System is a PC with internet access and MS Internet Explorer Version 7 or higher.

The e-DMR software application is compatible with Internet Explorer Version 9 and Version 10 if the compatibility mode is turned on as follows:

  1. Open the Internet Explorer browser;
  2. Press Alt to see File, Edit, View, Favorites, Tools and Help menus;
  3. Click Tools;
  4. Click the “Compatibility View Settings”;
  5. Check the last checkbox “Display all websites in Compatibility View”; and
  6. Close the window and relaunch the e-DMR website. 

Who and how can one participate in the e-DMR program?
Although participation in the e-DMR program is voluntary at this time, all eligible VPDES permittees (i.e., IPs, NT GP and SWI GP) are strongly encouraged to take advantage of this convenient tool offered by the DEQ. Formal approval from the DEQ is required before submitting an e-DMR. Individual VPDES permit (IP) holders, permittees covered under the Nutrient Trading General Permit (NT GP), and permittees covered under the Stormwater Industrial General Permit (SWI GP) interested in participating in the e-DMR program should complete the facility participation package that is available on the DEQ website or from one of the DEQ’s 6 regional offices. Mail the completed forms to the Regional e-DMR Administrator.

What are the signatory requirements for the e-DMR participation package?
To comply with the VPDES Permit Regulation (9VAC25-31-110) and the EPA Cross-Media Electronic Reporting Regulation (CROMERR) (40 CFR Part 3), Form 1 and Form 2 (if applicable) need to be signed by the permittee according to 9VAC25-31-110 A. Further, the permittee must designate an individual (not a position) to be a Certifier to receive a PIN (electronic signature).

What do the user roles of 'Certifier', 'Preparer' and 'Viewer' mean?
Viewers can only “view” submitted DMRs and attachments but do not have necessary permissions to enter data or submit an e-DMR to the DEQ. Preparers can create e-DMRs, make comments and attach supporting documentation but cannot certify and submit an e-DMR to the DEQ. Preparers can also view submitted DMRs the same as viewers. Certifiers have the highest level of permissions of the three roles. Certifiers can perform any function that a viewer or preparer can in addition to submitting the e-DMR to the DEQ.

What methods does the software allow for submitting e-DMRs?

  1. Online Entry - manually enter data into web forms;
  2. Copy and Paste - copy and paste data from a spreadsheet into an online web form; and
  3. XML Upload - submit preformatted XML files that meet the DEQ’s e-DMR Transmission Protocol.     

What approach can be used to incorporate an e-DMR file creating routine in an existing facility database?
If Method 1 or Method 2 above is chosen, there are no additional system requirements since data will be entered (by direct entry or copy and paste) online, including the ability to save information and edit or submit the report later. The software includes an integrated process for completing, signing, and submitting the information that was entered online. 

If Method 3 is chosen, the permittee will need to have the ability to generate e-DMR files in a format that is compatible with the DEQ’s e-DMR transmission protocol specifications. The DEQ has adopted the national e-DMR XML file protocol. This file format was developed as part of an EPA/state initiative to develop a national standard for reporting discharge monitoring data. More information about the e-DMR XML file protocol can be found at EPA data registry at http://www.exchangenetwork.net. The permittee may opt to develop software in-house to generate compatible data files, or purchase commercial software or services to generate these files. It is the permittee’s responsibility to ensure that the e-DMR data file complies with the DEQ’s e-DMR Transmission Protocol. Many permittees have database systems that are used to generate printed DMR forms and data. These systems may also help with the calculation of annual, monthly or other average values that need to be reported. In most cases, it will be relatively easy to modify these existing data systems to automatically generate the text files that makeup the e-DMR.

How does the software satisfy VPDES signatory requirements?
Signature requirements are satisfied using unique Personal Identification Numbers (PINs) that are issued to e-DMR certifiers as part of the registration process. In order to obtain a PIN, the user must be the permittee or an authorized representative assigned a “Certifier” role on Form 1 of the facility registration package. In addition, the user must sign a notarized agreement (Form 2) with the DEQ that protects the use and confidentiality of the user’s PIN. This PIN must be entered through the secure internet connection when submitting each e-DMR file. Note: If a user is no longer responsible of preparing and/or submitting e-DMRs, the permittee must submit updated Form 1 (to delete the current user and add new user(s), if applicable) to the Regional e-DMR Administrator.

Can a PIN be reset or revoked?
Yes, the software provides the flexibility to allow the DEQ to reset PINs. Potential reasons for resetting a PIN are:

  1. The certifier forgot the PIN and subsequently requested a PIN reset;
  2. The certifier has a reason to believe that the PIN security has been compromised; and
  3. The DEQ has a reason to believe that the PIN security has been compromised.

Can an e-DMR be revised?
Yes, the system accepts both original submissions and revisions to those submissions. The software automatically identifies subsequent submissions and flags these as revisions. The Regional e-DMR Administrator will be notified via email when a revised e-DMR is submitted. All certifiers will receive an email after the revision is approved by the Regional e-DMR Administrator.

When can a user begin preparing for e-DMR submittals?
After the facility has been accepted as an e-DMR facility, a user account will be created for all users identified on Form 1 of the facility participation package and the users will receive a website login user name and a password via email. The first time of login, there will be a prompt to enter a new password. The new password should be something that will be easily remembered, and must consist of 8-15 alphanumeric characters. After left clicking the Save button, there will be a prompt to login again using the new password. Note: Failure (e.g., entering incorrect user name or password) to log in after 3 tries will cause the system to automatically lock the user account. Contact the Regional e-DMR Administrator to reactivate the account.

'Certifier' role users will receive a PIN via a separate email and must change the PIN upon initial login. It is recommended that the system assigned PIN from the email be copied and pasted into the 'Old PIN' field, and then a 'New PIN' created of 8-15 alphanumeric characters. A prompt will appear to set up security questions (See 'How to set up the security questions?' below).

After the account is properly set up, access to the e-DMR System is available and submittals can be prepared. Click '? Help' on the menu bar to open or download  the facility user's guide (3.5MB PDF) for comprehensive instructions on how to use the system.

How to set up the security questions?
Upon initial login and after the password and PIN changes, Certifiers will be asked to select and answer 5 security questions. Left click the Save button to save the questions and answers. As enhanced security protocols, Certifiers will be asked to answer 1 security question at the time of submission. The security question will be randomly selected from the 5 questions saved in the system. Failure to answer the security questions correctly after 3 tries (within the same session) will cause the submission privileges to be suspended, and the Certifier will be notified via email (copied to the DEQ Central Office e-DMR Administrator) that the security questions need to be reset. An email notification is sent once the reset has occurred. Please contact the Regional e-DMR Administrator if an email notification is not received within the next agency business day. Upon the next login, there will be a prompt to select and answer 5 security questions (which can be the same as those selected before). Left click on the Save button and to resume e-DMR submissions.

How to request a reset of the security questions?
A reset of the security questions can be requested by left clicking on Security Questions under My Profile, entering a reason and left clicking on Request Reset. The DEQ Central Office e-DMR Administrator will be notified of such request and an email will be sent once the reset has occurred. Please contact the Regional e-DMR Administrator if an email notification is not received within the next agency business day.

How to request a new PIN?
At the e-DMR home page, on the right hand side, there are icons for each functional area of the e-DMR System. Left click on Password/PIN under My Profile and request a change of PIN by navigating to the My PIN Information tab. Click on “Request New PIN” and the request will be sent to the DEQ Central Office e-DMR Administrator via email. A new PIN will be sent via email once the reset has occurred. Please contact the Regional e-DMR Administrator if a new PIN is not received within the next agency business day.

How to change the password?
At the e-DMR home page, on the right hand side, there are icons for each functional area of the e-DMR System. Left click on Password/PIN under My Profile and change the password by navigating to the My Password Information tab. Email notification of the password change will be sent. 

What if a user forgot the password?
Click “Forgot Password” on the e-DMR System login page and provide user name and email address. A new password will be sent via email.

Can supporting documentation be submitted with the e-DMR?
Yes, the software allows for the attachment of daily logs, letters of explanation and other DMR related supporting documentation. Most file types (e.g., .xlsx, .wpd and .docx) are supported by the system. The file size is limited to 1.5 MB for each attachment. Please DO NOT attach any non-DMR related documents (e.g., ground water report, progress report, etc.)

How can a user view information about a facility that he/she is associated with?
After logging into the system, on the right hand side there are icons for each functional area of the e-DMR System. Left click on Associated Facilities to see a list of facilities/permits currently associated with. To view detailed information about a particular facility/permit, left click on the 'View Facility' icon.   

How to preview or print the reporting requirement for a particular permit?
At the e-DMR homepage, left click on the Create a New Report icon. Search the reporting requirements for a particular permit by selecting the facility name and permit type from the drop-downs and selecting a specific monitoring period or the reporting due date range desired to preview the reporting requirement. Different reports may be present for the same permit, such as monthly, bi-monthly, quarterly, semi-annual, or annual, depending on the permit requirements for the facility. For SWI GP, the reports are further broken down by monitoring types, such as benchmark, effluent, impaired water or TMDL. To preview the reporting requirement, left click on the View Form icon. To print, right click on the form and select print.

Can the information that is displayed through the Preview Requirements window be edited?
No. The Preview Requirements browser window is for displaying information only. In order to do any editing of information, left click on the Online Entry icon.

How to fill out a web form?
At the e-DMR homepage, left click on the Create a New Report icon. Search the reporting requirements for the desired facility/permit (it is possible to be associated with more than one facility/permit), and left click on the icon in the Online Entry column that corresponds to the monitoring period for the desired e-DMR report. The Reporting Options page will display. Select Online Entry Form option and left click on Continue. This will open a new browser window. At the top of the web form, some of the information has been pre-filled, depending on the information that has been supplied by the DEQ. Other fields have text boxes, radio buttons and drop-downs to select and fill in. The “reporting data” fields (text boxes) in the loading and/or concentration columns will accept only the following pre-defined values:

Individual VPDES Permits

  • Numbers
  • 'NR': Not required
  • 'X': No sample results
  • '
  • '>': Greater than value
  • '<': Less than value

Watershed General Permit for Nutrient Trading

  • Numbers
  • 'X': No sample results

Industrial Stormwater General Permit

  • Numbers
  • 'NR': Not required
  • 'X': No sample results
  • '
  • '>': Greater than value
  • '<': Less than value

At any point in the e-DMR preparation process the user can left click the Save button and close the browser. To continue to work on the open report, click on Edit an Open Report under Report Management. By entering the appropriate search criteria, the report that needs to be edited can be found. The data previously filled in should be there. The permit selected may have multiple outfalls associated with it. To navigate to another outfall, select the outfall from the drop-down at the top right corner of the web form.

Once the entire web form has been filled out, and the certifier is ready to submit the file, the Continue button should be clicked. A prompt will appear for a wizard-like process that will lead to the Report Submission window. Read the certification statement, left click the checkbox confirming reading and understanding the certification statement, answer the security question, enter in the PIN, and left click the Submit button to submit the report. The status of the submission will be displayed on the screen and also sent to all facility certifiers via email. A prompt will display to print out a submission receipt, if desired, for future reference. 

What to do if there is no discharge during the entire monitoring period?
At the top of the online entry form, left click the “No Discharge” checkbox. All the required fields will be filled in with five asterisks (*****). Continue to fill in other fields and complete and submit the report as discussed above. 

Can comments be included in the DMR report?
Yes. Enter the parameter specific comments under the Comments sections below each “Permit Requirement”. Outfall and Form specific comments can be entered under the designated section at the bottom of the Parameter Details screen. 

After completing the last parameter comments, click Next to enter comments under the General Report Comments and Explanation section. General report comments may include an explanation for submitting the report late, extenuating circumstances, etc. Explanation may be submitted as a separate attachment. Indicate whether an attachment is submitted online, by mail or other methods under this section. Change the comments by left clicking within the text box and editing as needed. 

Is the operator information required to be submitted?
If the facility is required to have a licensed wastewater works operator by the VPDES permit, the name, operator certification number, and the telephone number of the operator in responsible charge of the facility must be provided under this section.

How to submit an attachment?
Submitting supplemental files to the DMR report can be done by attaching files online or by mail. To attach supplemental files through the report wizard, browse for and upload electronic files to the DMR server. Each attachment cannot be any larger than 1.5 MB. If an electronic copy of the attachment is not available to submit, or if the file is too large, send the attachments via regular mail or email. Provide a description of the attachments that will be mailed under Submit Attachment by Mail so the DEQ will know the nature of the attachments that will be expected via mail. It is suggested that a copy of the Submission Receipt be included with all attachments that are submitted by mail. 

How to download an Excel template with the facility’s reporting requirements?
Left click on the Create a New Report icon to the left under Report Management. Search the reporting requirements for a particular facility/permit and download a blank Excel file by left clicking on the icon in the Excel column that corresponds to the monitoring period desired. This will begin a series of message boxes. To download the template DMR Excel file, left click Save. A prompt will display to select the location to save the file. The file is a Comma Separated Value (CSV) file that can be read by Microsoft Excel and other spreadsheet programs. Use this spreadsheet to enter in the DMR results while being disconnected from the Internet. The spreadsheet may be edited to make it more readable, but the order of the columns should not be modified. This is because the data will be copied from the Excel file and pasted into the e-DMR System web form in the same order that it was downloaded.

How to submit an e-DMR using the Copy-and-Paste from Excel feature?
Complete the Excel spreadsheet, return to the e-DMR System and go to the Create a New Report screen. Left click on the Online Entry icon for the corresponding monitoring period and the Reporting Options page will display. Choose the Copy and Paste a Report option and left click on Continue. The cursor will move to the bottom of the web form that displays a text box for copy and paste.

Next, open the spreadsheet software that stores the DMR data previously filled out. Verify the parameters listed are the same as those on the web form, and that the order matches exactly. Then select the data fields (including fields under the Lab code column) only and copy the selected cells using CRTL-C, or by right clicking and selecting Copy. Make sure that the parameters, column headers, or extra columns to the right are not selected and copied.

Back in the e-DMR System, inside of the text box beneath the Copy and Paste box, right click and select Paste. Left click the Convert button and the copy and paste data will be populated in the DMR web form. Continue to fill in other fields such as bypasses and overflows, and comments. Save and submit the completed web form as discussed above.

How to download a template XML file?
If using the XML file upload submission option, download a template XML file by left clicking on the Create a New Report icon to the left under Report Management. Search the reporting requirements for a particular facility/permit and click on the icon in the XML column that corresponds to the monitoring period to download. A prompt will display to select the location to save the template file. The template file contains all of the information that is displayed when using the View Form function. It can be thought of as a blank DMR form. The parameter and facility information has been pre-filled. It is possible to use a separate utility provided by the facility, and use the template to create the submission file, by populating the data elements in the XML file. Once an XML file has been generated, completed, and saved locally, the file can be submitted to the e-DMR System.

How to submit an XML file?
On the menu to the left, select Create a New Report under Report Management. Left click on the Online Entry icon for the corresponding monitoring period and the Reporting Options page will display. Choose the XML Upload option and left click on Continue. The next step requests location of the file on the user’s local machine, and selection using the Browse button. Once the file has been selected, the Upload button should be clicked. The system will run a validation check and display an error message if there is something wrong with the file. Correct the errors and resubmit the file. Once the file has been successfully uploaded, click on Go To Online Entry and a web form will open with all data populated on it. Follow the Report Wizard to add attachments, if needed. Save and submit the completed web form as discussed above. 

How to view or print an e-DMR that has been previously submitted?
On the menu to the left, select Submittals/Revisions under Report Management. Select the facility/permit time range desired, and left click Search. Below the search criteria a list of reports will be displayed along with some other file details, such as submission date, report due date, etc. Select a report by left clicking on the icon to the far left, in the View column. The Submission screen will open in a new browser window.  Left click on the Summary to see the completed report. Right click and select Print and the selected DMR will print. 

How to make a revision to the past submissions?
On the menu to the left, select Submittals/Revisions under Report Management. Search for the submitted report to revise. Click on the View button and a Submission page will open. Enter the reason for revision under the Submission Revision section and click on the Revise the Submission button to continue.

How to find out more?
Contact the appropriate Regional e-DMR Administrator directly or dial a toll free number (800-332-6542) to obtain information about e-DMR. In addition, updates will periodically be made on the DEQ’s web site.

 

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Virginia Department of
Environmental Quality
P.O. Box 1105
Richmond, VA 23218
(804) 698-4000


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