Table of Contents:

Application Submission

1. Log into MiEHDWIS with MiLogin for Business or EGLE - MiEHDWIS - Login. If an account is not set up or login information is forgotten, use the following resources:

   1. MiEHDWIS Help Desk

   2. How do I get a MiEHDWIS account?

2. Select Create Activity in the far-left column, and then click Select Community Water Supply on the Community Water Supply tile.
   
   

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   Construction permit activities can be created two different ways:

   1. Click the Construction Permits option in the Category dropdown menu, or

   2. Click Select Construction Permit on the Construction Permit tile.
      
      

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      Users associated with one supply: just click the Create button. Users associated with multiple supplies: click the Select button to choose the water supply that is applying for the permit. If the wrong water supply is chosen, simply click the same button again, which has changed to Clear, to un-select the supply. After choosing the desired water supply, click the Create button. For more information on creating activities, visit How do I create an activity, upload files and submit to EGLE?
      
      

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3. A new activity will be created. The user is taken to the activity’s overview, which provides instructions and information. At this point, everything is in Draft status. To begin the application, navigate down to the Tasks card and click the Start Form button. *Please note: the application can be withdrawn at any point, while the activity’s status is Draft, by clicking the Withdraw button on the topmost card of the activity’s overview page. For example, some users may wish to withdraw a permit application that contains many errors, or that requires significant changes, or the system no longer wishes to pursue a permit. After submission to EGLE, external users can request to withdraw an application by contacting EGLE staff via message or phone call. Please note: EGLE staff cannot view activities prior to submission to EGLE.
   

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4. After clicking the Start Form button, the user is taken to the Construction Permit Application page, which is a dynamic form. Information is pulled from the dynamic form to generate the final permit, so accuracy and completeness are essential. Fill in blank fields, as accurately as possible, for the intended project. At the bottom of the page, users can end sessions by clicking one of three buttons: Complete will finalize the application, Save Draft will save progress, and Cancel will exit the application without saving progress.
   
   ***Please note: if any required fields (denoted by a red asterisk*) have been left blank, the permit application cannot be finalized; the Complete button cannot be selected until all required information is entered. If progress has been saved, users can return to the application page and make edits by clicking the Return to Form button that will appear on the Tasks card after starting the form.
   
   

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   1. Support materials for application completion are available at the following webpages:

      1. FAQs

      2. CWS Permitting Webpage

      3. Instructions and Explanation for Permit Application for Water Supply Systems

   2. ***Please note: any user can complete the application form, but submittal through MiEHDWIS requires a Certifier who is assigned to the system. The permit application and attachments are expected to be reviewed by the Certifier before submission.

   3. ***Important Notes:

      1. Some fields are auto populated for the system, and this information must be reviewed by the user. For example, the Project Name, under the Project Details section, is pre-populated with “Construction Permit Submission,” which is a generic placeholder. The Project Name must be changed to a name that describes the project. ***Failure to change the name, while checking the box, will result in delay later in the permitting review process.

      2. Facility Details must be added according to the Facility Types selected. For example, if Main is chosen, then the Main Length in Feet, Main Size (in Inches), Main Material, Construction Type, and Segment Description must be entered, which can be done by clicking the + Add Main button. ***After entering this information, click the Save button located immediately below these required fields. Otherwise, the user will not be able to click the Complete button (located at the bottom of the page) to finalize the application. Repeat this process for other selected Facility Types, such as Tank, Well, Pump, Treatment Process, and Other.
         
         ***Please be reminded that replacement facilities should have unique names and identifications to avoid future confusion. For example, if a supply has three wells and the existing Well 1 (WL001) needs to be replaced and abandoned, then the replacement well should be named Well 4 (WL004), not Well 1 (WL001).
         
         

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      3. Basis of Design: water mains are not the only facilities that require a basis of design. For example, pressure regulating valves (PRVs) also require a basis of design, which must include the upstream and downstream pressure settings, the incoming flow and pressure (for the expected average and maximum day demands), and the desired flow and pressure.

      4. Deviations: Question 6 on the dynamic form asks, “Were Recommended Standards for Water Works, Suggested Practice for Water Works, AWWA guidelines, and the requirements of Act 399 and its administrative rules followed?” This question should be answered “No” anytime the standards, guidelines, or requirements cannot be followed. The parts that are not being met must be identified and accompanied with a justification. The justification should include an explanation as to where and why the standards cannot be followed, the alternatives that were considered, and why the proposed solution is the best option to ensure public health. The justification can be entered into the dynamic form or submitted as a separate response; for example: “See PermitOther-PWSID-MMDDYYYY.” (This is how EGLE grants deviations.) For more information on deviations, see Suggested Practice for Water Works, Part 13 (15).

5. Upon completion, the permit application will be listed on the Customer Attachments card, and it can be viewed by clicking the Preview Attachment icon (👁️‍🗨️). Users can upload plans, specifications, and any other relevant documents to the Customer Attachments card by clicking the Upload Attachment button. Selecting this option will cause a File Upload pop-up window to prompt the user to upload files by clicking one of two buttons: Browse or drag files or Use Device Camera.
   
   ***Please note: uploading a copy of the water system’s Standard Specifications for every permit activity is unnecessary if an approved copy is on file with EGLE. The user can simply answer “No” to Question 3 on the permit application, but the name and date of the specifications on file must be entered. Having the system’s standard approved specifications on file in MiEHDWIS reduces permit application review time, and it also reduces confusion when they are referenced in Question 3. Water systems can upload their updated Standard Specifications to MiEHDWIS for review and approval by creating a separate activity (Standard Specifications), for example: ACT-404865 | Technical Standards for Design and Construction (MM-DD-YYYY).
   
   

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   After choosing the desired file(s), a second File Upload pop-up window will prompt the user to fill in the blank fields (File Name*, File Description, and File Type*). After ensuring the information is correct, click the Save button to finish uploading the file or Cancel the action.
   
   

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   ***Please note: files can be deleted before submission to EGLE by clicking the trashcan icon () on the Customer Attachments card.
   
   After all documents have been uploaded, “check” the empty box next to each completed task on the Tasks card.
   

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6. At the top of the activity’s overview page, a new Proceed to Certification button will appear. Selecting this option will cause the activity status to change from Draft Permit to Pending Certification. The permit package will receive a final review before submission to EGLE, which can only be performed by the system’s Certifier.
   
   ***If the Proceed to Certification button does not appear, then a task has been left un-checked. Sometimes, multiple tasks are generated, and the user has to scroll down to find the incomplete task and un-checked box(es) on the Tasks card.
   

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7. The Certifier should review, edit, and revise the Construction Permit Application form, as well as all uploaded documents, as necessary.

   1. To review the permit application, click the Preview Attachment icon (👁️‍🗨️) on the Customer Attachments card.
      
      

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   2. To edit the permit application, click the Edit Form button on the top card of the activity’s overview page. Navigate to the Tasks card. At the bottom, click the Review Form button.
      
      

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      The user is taken back to the permit application, where further review or edits can be performed. After ensuring accuracy, clicking the Complete button at the bottom of the application page will return the user to the activity’s overview page.
      
      

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8. Once the application has been certified, the Certifier can select the Submit to EGLE button to officially submit the application package. A Submit to EGLE pop-up window will prompt the user to confirm or Cancel the action. The user confirms their selection by completing (“checking”) the Submission Attestation, entering a Security PIN (the PIN will be sent to the user via email and text for verification), and clicking the Submit to EGLE button again.
   ***This portion of the process confirms that only individuals with Certifier privileges are advancing the activity and maintains Environmental Protection Agency (EPA) compliance. A Copy of Record will be generated with this attestation.
   ***Please be reminded that users need to maintain current contact information in their profiles for the verification process. The PIN is sent via the preferred method that the user has chosen. For additional assistance, please visit the PIN guidance documentation page.
   
   The activity is now officially submitted to EGLE and is under review by EGLE staff. The activity’s status will change from Pending Certification to Application Review.
   
   

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Application Review

1. The activity’s status will automatically update as EGLE staff progress through the review process. Typical statuses that users may see include Application Review, EGLE Review, More Information Needed, and Active.

2. Users can communicate with EGLE staff via the Messages card. All correspondence is timestamped and recorded. Messages are unique to the activity in which they are created (i.e., messages from one activity will not be seen in another activity). Notifications for new messages are sent to all users associated with the activity. For assistance with messaging EGLE staff, please visit How do I send a message to EGLE staff?

3. Users cannot make changes to the application or attached files while under review by EGLE staff. After submittal, users can only make changes when EGLE staff request revisions.

Revisions or Clarifications Requested

1. If more information or changes are needed during the review, the activity’s status will be transitioned to More Information Needed, and users will receive a notification. EGLE staff will send correspondence via PDF Review, uploaded comments, activity Messages, email, or a combination of these options, explaining what is needed to proceed with the review. ***Check the PDF Review card at the bottom of the activity page; there may be comments and feedback within the listed documents. To learn more visit How do I use PDF Review?

2. Users are able to edit to the activity when the status is More Information Needed.

   1. The permit application can be accessed and edited by navigating to the bottom of the Tasks card and clicking the Review Form button. The user is taken to the Construction Permit Application page, where they can review and edit content as needed, ensure its accuracy, and then click the Complete button at the bottom of the page (users can also choose to Save Draft progress or Cancel without saving progress).

   2. Files can be added or revised, but not deleted, in the Customer Attachments card (see Application Submission Step 5). To revise uploaded documents, upload a new copy and clearly indicate the revision in the file name and file description (e.g., PermitPlans-PWSID-MMDDYYYY-V2).

   3. To make additional changes to the permit application (after editing and clicking the Complete button in Step 2.a of Revisions or Clarifications Requested), click the Edit Form button on the top card of the activity’s overview page (see Application Submission Step 7.b), and a new Review Form task will be added to the bottom of the Tasks card. Repeat Step 2.a of Revisions or Clarifications Requested.
      
      

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3. ***Note: completing the form does not send it back to EGLE; the activity must be resubmitted.
   After EGLE’s comments have been addressed, “check” the empty box next to each completed task on the Tasks card. Checking off all completed tasks will cause the Resubmit and Withdraw buttons to appear at the top of the activity’s overview page. Resubmit will send the permit application back to EGLE (similar to Application Submission Step 8), and Withdraw will end the permit application. Once resubmitted, the activity status will change to Information Provided. ***Revisions may be requested multiple times during a permit review.
   
   

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Issued Permits and Extensions

1. The generated permit includes the project name, water system information, permit number (which is the activity number), approved and expiration dates, permit conditions (if applicable), and information about all infrastructure that is permitted for construction. Approved versions of relevant documents, such as construction plans or project-specific specifications, will be accessible in the EGLE Attachments card. Approved document versions are identified by a stamp bearing the EGLE logo, which contains the permit number, approval date, and the approving staff’s digital signature.

2. After finalization, users can access copies of all the files in the Customer Attachments card and make use of the Messages. The activity’s status is Active for two (2) years, after which the activity status will transition to Closed/Expired. ***Please note: if construction has commenced within two years of permit issuance, then the permit will not expire, but the activity will close. If construction has not commenced within that timeframe, then the permit will expire, and the activity will close.

3. Permit Extensions: ***Please be reminded that if construction has not commenced within two years of permit issuance, then permit extensions must be requested before the expiration date, and approved by EGLE, to avoid permit expiration. To request a permit extension, certifiers can click the Request an Extension button on the topmost card of the activity’s page. A Request an Extension pop-up window will prompt the user to confirm that project parameters have not changed by “checking” the empty box. Clicking the Request an Extension button will send the request to EGLE staff, and the activity’s status will transition to Extension Requested.

   1. If the request is approved, the activity status will transition to Active, and the new permit expiration date will be two (2) years from the extension approval date.

   2. If the request is denied, the activity status will transition back to Active and remain that way until the original permit expiration date, upon which the status will transition to Closed/Expired. The activity will close, and the permit will expire.
      
      

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