Overview

Violation notices are created by staff throughout the year in response to a water supply’s noncompliance with the Safe Drinking Water Act and the Administrative Rules. After creating and mailing these notices, the final documents must be uploaded to a Violation Notice activity.

Decisions and determinations are also made for items such as Baseline Capacity or Water Quality Parameter Designation. Final decisions or determinations must be uploaded to a Decisions and Determinations activity.

All documents, enclosures, and templates sent to the water supply must be combined into a single file before uploading it into the system. Learn more about merging, splitting, and extracting PDFs documents on the Managing PDFs KBA prior to upload.

Creating Individual Activities: Decisions and Determinations and Violation Notices

1. Using Community Water Supplies Search, search for the community water supply that received the Violation Notice or has a Decision and Determination.

2. Select the Activities tab and click the + Create button.

   Open

   

   A Violation Notice Activity Can Be Created Clicking the +Create Button on the CWS Entity Activities Tab.

3. A Create Activity window will appear:

   1. Pick the Activity Type.

   2. Selection of an Activity Type Modifier (RTCR, CCR, or LCR) is optional, but can assist with assigning the activity to the responsible person/workgroup.

      1. Leaving the modifier blank will default the activity assignment to the District EQA by coverage. CCR modifier assigns the CCR EQA, LCR will assign the LCR Monitoring Analyst workgroup, RTCR will assign the RTCR EQA by coverage.

   3. Submitted Date represents the date the documentation was sent to the water supply.

      1. The workflow sets this to the date you created the activity if you leave the field blank.

   4. Enter an Activity Description, if desired. The description appears on the activity Overview tab and can help provide additional context around the files.

      1. Example: “Revised Total Coliform Rule Monitoring Violation + Chlorine Residual Monitoring Violation”.

   5. Click Save.

      Open

      

      Create Activity Window to Set the Violation Notice Details.

4. The newly created activity has an Activity Status of Preview. The Activity Name is set using the systems default activity naming convention, {Activity Type Name}-{Activity Type Modifier}-{PWSID}. Additional information can be added to the activity name by clicking on the Pencil Icon to the right of the name. Adding the Year or Month may help with activity identification.

5. Upload the final documents to the Files drawer of the newly created activity.

   1. File Type

   2. File Name = {YearMonth} {File Type} - {Reason}

   3. Submitted Date = Date the document was sent to the water supply

   4. File Month and File Year = Month and Year the document was sent

   5. File Description = Optional; can provide additional context to the document

6. When all documentation is uploaded, click Transition, and select Complete.

   Open

   

   Preview Status Violation Notice Activity Transition Options

7. The activity will move to a locked end state and the status will update to Completed.

8. Manually link the activity to a related activity, if one exists, by clicking the Links drawer. More information on linking can be found at How do I link activities together?

9. External users can review and download copies of the documents, that are marked externally visible, that EGLE mailed to them from the EGLE Attachments card in the Portal Collaboration of the activity.

   Open

   

   Completed Status Violation Notice Activity Portal Collaboration Area

Second Violation Notice Activity Creation Process

1. In the event you need to upload a Second Violation Notice (SVN) to MiEHDWIS, follow the Manual Violation Notice Activity Creation Process and Link the new SVN activity to the original Violation Notice activity.

Rescinded or Updated Violation Notice Activity Process

1. Search for the original Violation Notice activity with the Completed status.

2. On the activity’s Overview, click Transition and Update Documents. The activity will unlock and the status will remain Completed.

   Open

   

   Completed Transition Option to Send Back to Review on Violation Notice Activity

3. Upload the new Violation Notice update or rescind files and Archive the original files, as needed.

4. To relock the activity, on the Overview, click Transition, Close as Completed.

   Open

   

   Transition to Close, Lock and Mark Activity Completed.

   1. No further action is required if the violation was an updated. However, rescinded notices should be marked accordingly using the end resolution.

5. If the violation was Rejected in SDWIS, after uploading the files and closing the activity, click Transition, Rescind Violation.

   Open

   

   Transition to Rescind Violation Notice Activity

6. The activity status and resolution will update to Completed/Rescinded.

   Open

   

   Activity Status and Activity End Resolution on Rescinded Violation Notice Activity

Automatic/Workflow Created and Linked Activity Process

1. There are select workflows configured with the ability to create and link a Violation Notice activity from an existing activity.

   1. Examples of workflows with this capability: District Analyst workflow, various Lead and Copper Unit workflows, CCR workflow, and RTCR workflow.

2. On an existing activity, you may have a Create Violation Activity Transition option. Clicking this option will create a Violation Notice activity and link the two activities together. Note: The location of this transition within a workflow is dependent on the workflow.

3. Click the Links drawer to confirm the activity was created.

   1. The Parent is the activity that you generated the Violation Notice activity from; the Violation Notice activity is the Child.

      Open

      

      Links Drawer on Consumer Confidence Report Activity Type

4. Click on the Activity ID link to navigate to the newly created Violation Notice activity.

5. Violation Notice activities are named using the default naming convention in the system; activities will use the following convention, where the information in brackets are variables: VN-{Activity Type Modifier}-{PWSID}. You can modify the Activity Name and Activity Description as needed to provide more context to the Violation Notice by making edits on the Violation Notice Details tab or using the edit Pencil Icon next to the Activity Name on the activity Overview.

6. Review and carry out steps 4-6 in the Individual Activity Creation Process.

Managing Activities Created in Error

If an activity was created in error, either because it is no longer needed or was accidently created automatically by a linked Parent activity workflow, it should be deleted:

1. Find the activity that was created in error.

2. From the Activity Overview, click the Details tab.

3. Click Delete.

4. A Delete Activity window will appear. Type in the exact Activity ID.

5. Click Delete.

   Open

   

   Delete Activity Pop-Up

Understanding Status'