Monitoring Schedule Process
These instructions are to be followed once the final Monitoring Schedule documents have been created and mailed to the water supply.
Overview
At the beginning of each year, starting 2024, Monitoring Schedule documents are created by District Analysts in Reports, Evaluations, Compliance, and Processing (RECAP), which is an application available in the Global Environmental Consulting (GEC) Portal.
The schedules and correspondence are then mailed to community water supplies to help them with remembering what sampling is due for the given year. These schedules are tools produced for water supplies to help them maintain compliance.
After mailing the schedules, copies must be uploaded to a MiEHDWIS Monitoring Schedule activity. Each water supply should have a single monitoring schedule file, the monitoring schedule letter and all enclosures should be merged into a single file. Learn more about merging, splitting, and extracting PDFs documents on the Managing PDFs KBA.
Things to keep in mind regarding Monitoring Schedule activities:
The default naming convention is {Current Calendar Year}-Monitoring Schedule-{PWSID}.
There should only be one Active Monitoring Schedule activity for a supply at a time.
External users can see and download documents from Active and Closed status activities.
The workflow triggers Preview activities to become Active at midnight, the day of activity creation, and triggers Active activities to become Closed on 12/31.
Uploading Active Monitoring Schedules in Bulk - Global File Upload
Click on Documents, which is available under the Main menu on the left.
Click on the Upload Cloud.
Documents Search - Upload Cloud Icon HighlightedOn the Global File Upload screen, select Community Water Supply as the Entity Type.
Click Next.
Click the Click to browse button to search for files to upload or drag and drop the files to the screen.
Pro tip: naming each file outside the system will save you time when uploading, but you can edit the File Name within the system too.
Select all the files by clicking on the small check box next to File Name, then click the Bulk Update Button.
Global File Upload Step 2 - Bulk Update Files Button HighlightedOn the pop-up dialog box, pick the File Type of Monitoring Schedule, enter the file Submitted Date [date the monitoring schedule was mailed to the water supply], and enter the year that the monitoring schedule pertains to. Finally, click the Update Selected button.
Global File Upload Step 2 - Update Files Details and Update Selected Button HighlightedBack on the Global File Upload, step 2, screen, finish filling out the required fields by entering the Entity information for each file and entering descriptive File Names, then click Next.
Use the eyeball icon under the Actions column to preview a file, if you need a refresher on what that particular file’s contents.
Global File Upload Step 2 - Upload CWS Files and Next Button Highlighted
You’ll be prompted to review the files you uploaded; you can click the Back button to make revisions if needed.
You can Preview files by clicking on the eyeball icon under the Actions column.
You can also use the row expander to see more file details, like File Month, File Year, Visibility, and File description.
For each file, click the Activity Type field and select Monitoring Schedule.
Choose Monitoring Schedule instead of None, so external users can see the files. Selecting None puts the file in the Entity File drawer. External users can only see files on externally visible activities.
Click the Create and Upload button when all the Activity Type fields have been updated.
Global File Upload Step 3 - Review CWS Files to Upload Step with Create and Upload Button HighlightedOn the Multiple Activities Confirmation dialog box, click either Create and Upload or Cancel.
Create and Upload will result in activity creation and file upload.
Cancel will return you to step 3 of Global File Upload.
Multiple Activities Confirmation Popup
Create and Upload will redirected you to a Documents screen, where you can see a list of all the documents you just uploaded.
A snack bar message will briefly appear stating “File(s) successfully uploaded.”
File(s) successfully uploaded snack bar messageKeep note of the Bulk Upload ID at the top of the table, just in case you need to do a document search for the list.
Clicking the document Name hyperlink will take you to the documents details screen.
Bulk Document Upload Screen with Bulk Upload ID Highlighted
The workflow is configured to transition the Preview Monitoring Schedule Activities to Active at midnight, making the activity externally visible.
You can manually transition the activities, if you choose, by going to each activity and clicking Transition, and select Active OR by doing an Activities Search for the things you just created, so you can perform the Bulk Transition.
If the Submitted Date wasn’t set during upload, upon transition from Preview to Active, the activity Submitted Date will automatically set to the date the activity became Active.
No MiEHDWIS notification is sent automatically by the workflow. The mailed document is considered the primary notification method. However, a notification can be triggered in the system by transitioning the activity, using the Send status update notification Transition option.
Transition Options on Active Status Monitoring Schedule Activities
External users can locate these activities and download copies from the EGLE Attachments card in Portal Collaboration.
Monitoring Schedule activities update from Active to Closed automatically on 12/31.
Closing Monitoring Schedules Activities in Bulk - Midyear Schedule Updates Prep
The workflow is set to automatically transition these activities from Active to Closed on 12/31.
However, if reminders or revised schedules are sent half way through the year, an Activities Search should be performed to gather up all the schedules created at the beginning of the year, so they can be closed in bulk ahead of 12/31 and before uploading the new revised schedules.
There should only be one Active monitoring schedule for a water supply.
Click on Activities from the left navigation menu.
Perform the Activities Search using the following search field criteria:
Activity Type is Community Water Supply - Monitoring Schedule
Activity Name contains {YEAR}, example, “2025”
Subdistrict is {optional field, if you want to look for activities in your specific coverage area}
Activity Status is Active - Generic activity status for workflows
Activities Search for Active Monitoring Schedules in a Subdistrict
On the Activities Search result page, choose the Actions tab in the right-hand corner, then choose Bulk Transition.
Actions Menu on Document Search. Bulk Transition Highlighted.On Bulk Transition dialog box, choose Closed as the Transition to Status and click Submit.
Bulk Transition Dialog ConfirmationA green snack bar message will appear in the top right of your screen with a message saying, “Process has been successfully added to the queue.”.
Process has been successfully added to the queue snack bar message after completing a bulk transition.The process will run in the background and you will received another snack bar message when the process is complete, stating “Bulk Transition Activities process has completed.”.
Bulk transition activities process has completed snack back message after completion of bulk transition process.
Creating and Uploading a Single Monitoring Schedule
There may be times when creating activities one-by-one makes more sense than creating activities in bulk. Perhaps a monitoring schedule activity is created for a new supply or a revised schedule is sent.
Revised schedules, mid-year reminder/updates, one-off new schedules should be uploaded to new activities.
To create a single activity, search for the community water supply entity.
Click on the entity’s Activities, click Create, select Monitoring Schedule for the Activity Type and select Save.
Create Monitoring Schedule Activity on CWS EntityUpload the Monitoring Schedule files to the Files drawer.
Click Transition, then Active.
Remember, Preview schedules are set to automatically become Active at midnight each day, but you can still make the activity Active sooner by manually performing the Transition.
Transition Options on Preview Monitoring Schedule Activity
Activities with revised/updated documents or reminder schedules:
Add “Reminder” or “Revised” to the Activity Name, to provide more context to the activity, using the Edit Activity Name pencil icon, which is visible to the right of the Activity Name.
Update the Activity Name Using the Edit Pencil To Provide More Context to the ActivityThe original activity can be linked to the revised/updated activity via the Links drawer.
Remember to locate the existing Active status Monitoring Schedule activity and Transition the activity from Active to Closed.
There should only be one Active Monitoring Schedule for a water supply at a time.
Transition Options on Active Monitoring Schedule Activity with Closed Highlighted
Still need help? Did an error occur when performing this process? Submit a ticket to the Internal MiEHDWIS Help Desk and someone from our team will get back with you.