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What I found was that each rule had its own version of a "template" for:
Decrease or Increase monitoring
MCL or TT violations
Return to Compliance
Total Number of "Templates"
on J: Drive
There were 99 Acute Team Response "templates"
147 Chem Rads "templates'
80 LCR & CCR, Nitrates, and a letter generator
17 TCR, GWR, Cl2 "templates"
35 SWTR "templates"
204 Tech Work Group "templates"
4 for Facility Operators Program
0 for Enforcement (stored elsewhere)
0 for Policy and Planning
Most templates did not contain a citation to the
Drinking Water Regulations.
TIER 1 - Loss Pressure
Tier 2 - TOC
ACUTE TEAM RESPONSES
What she received is currently stored
at J:\TEMPLATES 2012
How we got Here:
Jennifer sent an email to all CAS
She asked for all "templates" that were in current and regular use; and to copy these files to the J: Drive, print out hard copies, and mark the copies with notations about the use of the "template".
LCR, CCR & Nitrates
Tier 2 - TT
TIER 1 - E.coli
TIER 1 - TT
Wave of Changes
Linear process from Compliance to Enforcement
Some relation to the ETT points/groupings
Similarity in PN requirements
Easy to group for macros for a template/letter generator
Organize based on types of communications a public water system receives rather than where at at the Division the communication comes from
Some "templates" addressed more than one violation and therefore there were many combinations of a single type of template.
Some "templates" addressed an Enforcement Order or Bottled Water Advisory leading to several versions of same "template".
NEW CATEGORIES FOR TEMPLATES
Considerations in Reorganizing
Jennifer and I met and she assigned the template project to me, and asked that I:
Review the documents received on the J: drive.
Look at hard copies and notations provided on each document.
Why are there so many?
What is required by Regulation?
How many do we really need?
Do I have a copy of each document that is listed on the J: drive.
Look at how to re-organize J: drive.
Look at how to get a handle on the templates and write them more officially with citations etc.
There were different versions of templates based on the management and/or rule manager's interpretation of a
Regulation at that time.
PN, CCR & Other
Monitoring Performance-Initiated Actions
Public Water System Inventory Changes
Source Water Inventory Changes
Certification & Application Responses
Early Implementation, Assistive & Informative
Forms and Checklists
I copied each subfolder view
and reviewed the arrangement
and file contents.
Tried to identify
than rule type.
Noted: This category
is very different.
There are a
couple of different
ways we can
Why so many?
Current Path of "Template" Creation
I counted, read and
Hopefully with the New Template Structure we can Surf the Wave of Change with Ease!
Create a Template/Letter Generator
with Word Macros/Microsoft VBA
Violation paragraph language
Spreadsheet with violation
language/citations from DW Regulations
mail merge fields
Single Use Letter or Letter for
further Mail Merge
May pull from another table within or point to an Excel spreadsheet with PWSIDs numbers created by
Compliance person and perform mail merge.
Do we want to require that all letters go to the Legal Responsible Party?
Should we require a signature on all correspondence?
Will management need to develop clarification re what information should be included in a single letter? Will this depend on roles of tech vs. compliance specialist?
What other concerns or ideas do you have?
Roll Out Presentation
Purpose: To Provide Opportunity for Comments on Concept!
mail merge fields
DRUM ROLL PLEASE...
Public Notice Templates
Acute Team Response Templates
work in progress
Some of Our Goals and Ideas
Create true templates for each of the main categories;
Provide drop down menus to import the appropriate data and regulatory citations for the issue at hand;
Each letter designed similar to an Enforcement Order, where there are citations to the Regulations concerning violations, requirements, implementation etc.
Clearly titled and/or numbered sections and paragraphs equals linear movement from compliance advisories to Enforcement Orders;
Standardized formating of course
Develop with electronic transfer of documents to Trim
Training August -Sept
CAS utilizing Standardized Templates
by October 1, 2013
Project Schedule in Progress - Will Communicate more Detail by March 1, 2013