The following process outlines the steps to take to upload final Violation Notice documents in MiEHDWIS after copies have been sent via mail to the water supply. Note, Violation Notice activities cannot currently be seen in MiEHDWIS by external users (these activities are internal only).

The Violation Notice, public notice template, and any other enclosures must be saved together as a single PDF document prior to upload. Learn more about merging, splitting, and extracting PDFs documents on the Managing PDFs KBA.

There are currently two ways to create Violation Notice activities in MiEHDWIS, both process are are outlined below:

1. Stand alone or a one-off unlinked activity can be created manually from a water supply’s Activities tab.

2. Alternatively, some workflows allow you to automatically create a linked, Child, Violation Notice activity from an existing, Parent, activity via a transition option.

   1. Saving you the hassle of manually linking related activities.

Manual Activity Creation Process

1. Prepare and finalize your documents outside of MiEHDWIS prior to uploading the final documentation.

   1. The Violation Notice, public notice template, and any other enclosure must be saved together as a single PDF document.

   2. Suggested Activity and File Naming Conventions: “{Year/Month} Violation Notice - {Reason}”

      1. Examples: “2024/06 Violation Notice - RTCR and GWR”, “2024 Violation Notice - DBP Monitoring”, or “08/2024 Violation Notice - MOR”.

      2. Add additional details to the name as needed.

2. On the water supply Activities tab, click the +Create button

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3. A Create Activity pop-up will appear.

   1. Enter an Activity Name, “{Year/Month} Violation Notice - {Reason}”, adding additional details to the name as needed.

   2. Pick the Activity Type, Violation Notice.

   3. Select an Activity Type Modifier if the Violation Notice is for RTCR, CCR, or LCR.

      1. Activity modifiers tell the workflow the proper person/workgroup to assign the activity.

      2. In the case of Violation Notice activities, leaving the modifier blank will default the activity assignment to the District EQA (which EQA is based on coverage).

      3. Selecting the CCR modifier will assign the CCR EQA, LCR will assign the LCR EQA, RTCR will assign the RTCR EQA and not setting the modifier or leaving it blanks assigns the District EQA.

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

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

      2. Click Save.

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4. Upload the final Violation Notice documents to the Files drawer of the newly created activity.

   1. File Type = Violation Notice

   2. File Name = {Year/Month} Violation Notice - {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

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

6. The activity will transition to a closed state and the status will update to Complete.

7. Manually link the Violation Notice activity to a related activity, if one exists, by clicking the Links drawer. The Violation Notice is a Child to the existing activity (Parent). More information on linking can be found at How do I link activities together?

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 above and link the SVN to the original Violation Notice Activity.

Automatic Activity Creation Process (Activity from an Activity)

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

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

5. Auto-created Violation Notice activities may use default year criteria and the Activity Type Modifier to set the name of the activity. 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.

6. Review and carry out steps 4-6 in the manual create process above to complete this process.