Community Water Supply - Entity Overview
Every CWS entity has an Overview, Details, Activities, Annual Reports, Spotlight, Invoices, and Extension Bans tab/screens. These overview pages contain information that is unique to that Program Area.
This article will walk through the Community Water Supply entity screens and highlight key information and updates to MiEHDWIS.
- 1 Overview
- 2 Details
- 3 Activities
- 3.1 Activity ID
- 3.2 Activity Name
- 3.3 Activity Type
- 3.4 Activity Status
- 3.5 Submitted Date
- 3.6 Created On
- 3.7 Modified On
- 3.8 Document Drop Down Arrow
- 4 Annual Reports (Data Migration With Release 19)
- 5 Entity Level Spotlight (New With Release 19)
- 6 Invoices
- 7 Extension Bans
- 8 Entity Level Filing Cabinet
Overview
Details Card
The Details card contains information pulled from SDWIS. The only field that is editable is the LHD Office (editable in entity Details tab).
This includes: the Public Water Supply ID, Primary Source, Operating Category, Owner Type, Physical Location, Status, Principal County Served, Total Population Served, LHD Office, and Subdistrict.
Primary Contacts
The Primary Contacts are pulled from SDWIS and are not editable in MiEHDWIS. Contact information is provided for the Operator in Charge (DO, aka OIC), Administrative Contact (AC), and Financial Contact (FC).
Treatment Types
Entity treatment types from SDWIS are displayed in the Treatment Types card. The are listed alphabetically with the ability to scroll if needed. Edits to this data must happen in SDWIS.
Next Due
Next Due Sanitary Survey and Next Due Site Visit SDWIS dates are displayed in the Next Due card, located beneath the Details card on the entity Overview.
Current Plans and Reports (New With Release 19)
The Current Plans and Reports card is intended to be your one stop location to view the most recent version of important documents. This card gathers up the most recent files, forms, and generated documents (for the configured document types) related to the selected entity. Most recent is determined by the document Month and Year. This card excludes pre-submitted work, archive files, draft generated documents, incomplete forms and documents with no year. Most recent means grouping document by Type/Month/Year.
Grouping example: Three Bacti SSP files come in, File1 with just year (2024), File2 with month/year (11/2024), and File3 with month/year (10/2024)- then only File1 and File2 will display. But the moment a bacti file comes in for 2025 - they would all hide and just this latest file for 2025 will display.
There are currently 20 different document types configured to show if they are in the system and most recent.
Given the documents exist in MiEHDWIS and the Year or Month/Year is set, the configured document will appear in the card. If you don’t see a document that you’re expecting, it could be because the document exists in files outside MiEHDWIS or because the Month/Year are Not Set on the document.
You may need to do some data clean up or file uploading to get documents to appear.
URL Links
The URL Links card will take you directly to the listed site. You must still log into the site when you arrive.
Details
On the Details tab, a user can see similar SDWIS information as to what is show in the Overview Details card. If needed, the LHD Office field can be updated by clicking the Edit button and updating the LHD field with the drop-down menu options.
CWS Users should ignore Claim Entity PIN. These should be left Not Set. Entity PINs should not be generated at this time.
Activities
The Activities tab on the CWS entity lists all the activities associated with the water supply. There is a Text Filter and an Activity Type and Activity Status quick filters.
Activity ID | Activity Name | Activity Type | Activity Status | Submitted Date | Created On | Modified On | Document Drop Down Arrow |
|---|---|---|---|---|---|---|---|
The unique id number assigned to an activity. Links directly to the Activity Overview Page. | Activities are automatically named by the Activity Naming Convention. The Activity Name can be edited by internal users. | Activity Type is the name of the type of activity. | Activity Status lets the user know where an activity is in it processes. | Date that an activity is submitted. This date is set automatically upon external user submission or manually by internal staff. | Date the activity was created on. | Date Activity was modified after creation. | The down caret allows you to expand the activity details to see attached documents. |
Annual Reports (Data Migration With Release 19)
New Process Coming January 2026
The Pumpage and Cross Connection Annual Reports data was successfully moved to MiEHDWIS from the Annual Reports Tracking Access database on September 4, 2025 with Release 19. The Pumpage and Cross Connection tabs in the Access database have been made read-only. All reviewing and editing of this data must now happen within MiEHDWIS.
The Annual Reports tab displays all the Pumpage and Cross Connection Annual Report activities for the selected supply. Historical data from the Annual Reports Access Database was moved into MiEHDWIS and an activity was created for each year. Annual Pumpage data is on the first subtab and Cross Connection data is on the second subtab.
In each subtab, many columns are sortable. You can update the Items per page and navigate between pages of the data. Export the entire list and further manipulate and filter with Excel, if desired, or take a copy with you for reference outside the system. Click the down facing caret, right of Actions, on an activity row to see more activity data.
The Actions column displays a pencil icon, which is light grey when the activity is closed/locked. To make edits to a locked activity, the activity needs reopened or transitioned to a step where edit are allowed. The pencil icon is black when edits are allowed and hovering over the icon show “Edit”, click the icon to expand the row for edits. You can Save or Cancel edits.
Quick Create is a button on each subtab, but should not be used for Cross Connection Annual Reports. The Quick Create button will be used to enter MOR tracker pumpage data into MiEHDWIS (new process for the 2025 report year).
The Pumpage and Cross Connection Annual Reports submittal and review processes are changing, beginning January 2026.
Additional information on these changes will be shared in Fall/Winter 2025, as we get closer to the rollout date. Sneak peak at some of what’s coming:
Searching and Filtering for Pumpage and Cross Connection Annual Reports
Miscellaneous Pumpage & Cross Connection Annual Reports Information
Entity Level Spotlight (New With Release 19)
The Entity Spotlight tab displays the same information as the CWS Spotlight; however, this Spotlight is pre-filtered to show only the selected entity’s SDWIS data. These records can be exported by using the Export button, so you can further review/filter/edit in Excel or take the information along on site visits for easy reference.
Entity Spotlight has four cards that will display SDWIS data, if available. If no records exist in SDWIS, the card will display “Nothing Found”. Entity Spotlight cards:
Open Deficiencies
Open Violations
Tier 1/2 Violations Without Public Notices
Open Compliance Schedules
Priority Surveys is not on Entity Spotlight. Next Due Sanitary Survey and Next Due Site Visit information can be seen on the Entity Overview in the Next Due card.
Invoices
The Invoices tab displays a list of historical invoices sourced directly from MiCaRs. CWS has two Program Code types, COMM and CCF. COMM represents Fees and CCF represents Fines.
By default, it sorts invoices with the oldest at the top and newer ones below. You can Filter invoices by text and Export them to a CSV file.
Extension Bans
The Extension Bans tabs allows for users to Add, Edit, and Delete Extension Bans. The count of Extension Bans is displayed as a count on the tab label. Extension Bans restricts a water supply system from initiating new projects or expanding its infrastructure, such as adding new water mains or service lines.
Extension Ban Types is a Lookup list with three ban types, Approaching Main Extension Ban, Main Extension Ban, Tap & Main Extension Ban
This typically occurs when:
The system's source capacity is deficient or fully utilized, meaning it cannot support additional demand until existing issues are resolved.
Financial or managerial deficiencies exist, ensuring that only projects addressing these issues are allowed until the system's capacity or compliance is restored.
Entity Level Filing Cabinet
On the right-side of the screen on the Entity Overview pages, there are a series of icons called the File Cabinet.
With Release 19 A new icon has been added to the Filing Cabinet to inform users how many items are in each drawer. When you hover your cursor over the icon a number will appear.
File Cabinet Icon | Description |
|---|---|
Notes | Users can read or create a note for that specific entity in this drawer. Notes can be filtered and exported to a CVS on this page. A teal bubble/badge appears in the top right of the icon, when notes exists. |
Tasks
| Tasks can be created on an entity from this drawer. When uncompleted Tasks exist, there will be a count badge on the icon representing the number of open Tasks. |
Files | The Files drawer for CWS entities holds Certifier Agreements for that supply. Other entity-related files may also be here. A teal bubble/badge appears in the top right of the icon, when Files exist. |
Generated Documents | The Generated Documents drawer displays all documents at the entity level. It shows document name, description, status, type, creator, creation date, bulk download date, external visibility, preview, and download option. A teal bubble/badge appears in the top right of the icon, when Generated Documents exist. Users can create generated documents using the Generate Documents button. |
Dynamic Forms | This drawer displays any dynamic forms on the entity, though most appear at the activity level. A teal bubble/badge appears in the top right of the icon, when Dynamic Forms exist. |
Contacts | The Contacts drawer contains the Certifiers and Contributors for that specific water supply. To learn more about the certifier process please read the Certifier Agreement Process. A teal bubble/badge appears in the top right of the icon, when Contacts exist. |
Links | The Links drawer allows users to connect other entities to that entity. The entities do not have to be of the same program type. A teal bubble/badge appears in the top right of the icon, when Links exist. NEW! The Water Purchaser/Seller relationships are represented in the Links drawer (Permanent and Emergency Availability). Seller = Parent; Buyer/Purchaser = Child. |
Actions | The Actions drawer maintains a historical record of actions taken on an entity. It also displays who created activities related to the entity. |
Still need help? Submit a ticket to the Internal MiEHDWIS Help Desk and someone from our team will get back with you