NJDEP SRWM - SRP-EDI Manual - 2.0

Governor Phil Murphy • Lt. Governor Tahesha Way

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2.0 HazSite Option: Electronic Submittal Requirements and Process

If you choose to use the Hazardous Site Database Submittal System (HazSite), there are several ways to obtain a copy:

Through the Department internet Home Page at (https://www.nj.gov/dep/srp). Select "Regulations and Guidance" topic. Select the "Electronic Data Submittal/HazSite" subtopic, then select "HazSite Database Submittal System (HDSS) Software related items." Follow the instructions provided in the HazSite User’s Guide. The User’s Guide is also available at the same internet address or by calling (609) 292-9418.
Through the Department Bulletin Board System (609) 292-2006. Download the most current files entitled HAZSITE. Refer to the end of this manual for instructions regarding how to use the Bulletin Board System. [Note: The DEP Bulletin Board System is no longer available.]
By requesting a CD or set of floppy diskettes from the SRP at (609) 292-9418.

Computer system requirements for using the HazSite application option are as follows:

	a. Hardware and software requirements:
	Hardware Requirements:	PC 386 DX, 40 MHz or better 8 Mb of RAM 10 Mb of available disk space
	Software Requirements:	DOS 3.3 or higher Microsoft Windows 3.1 or higher
	b.For maximum visibility, it is recommended that the screen display setting is 640 x 480 pixels.

The HazSite application is a user-friendly, stand-alone, Windows-based application. Please download the HazSite User Guide from the SRP internet Home Page prior to beginning. The application creates three data files: DTST (Dataset), HZSAMPLE (Sample) and HZRESULT (Results). The screens guide the user through the application via pull down menus.

The main HazSite Screen is shown below. It should be noted that the first time you access HazSite, you will see the HazSite Dataset Manager Screen (shown on the next page in the "Dataset File" section). Thereafter, you will see the HazSite Main Menu when you open the HazSite application.

HazSite Application Introductory Screen

DATASET File

The "File" option from the HazSite Main Menu Screen lets the user create a Dataset file. The Dataset is used to catalog each data submittal to the SRP. It contains a directory field that designates the subdirectory for file storage. The Dataset Manager Screen is shown below.

HazSite Application Dataset Manager Screen

The first time you use HazSite to create a New Dataset, you will see the following screen:

HazSite Application Create Dataset Screen

What is the DATASET file?

The Dataset can be defined as the electronic equivalent of the cover page for the sampling and analytical results that are submitted to the SRP via hard copy. The DATASET file provides basic information about the sampling event, including site description, investigation phase, consultant, submittal date, and other information. There should be only one record in each Dataset file. The Dataset may represent one or more sampling episodes at a site. For example, the sampling and analytical results of four rounds of quarterly monitoring (at the same site) can be submitted as a single dataset.

Table 2.1 defines the Dataset Record. It provides the Name of each field, the Field Type (character, date, or numeric) and the Width of each field (the maximum number of characters permitted).

TABLE 2.1 – File Structure for file named DTST.DBF

Field#	Field Name	Field Type	Width	Decimals
*1	DIRECTORY	Character	8
*2	DESC	Character	40
*3	SRPID	Character	16
*4	CONSULTANT	Character	40
5	PHASE	Character	12
6	STATUS	Character	10
7	TRANSMIT	Character	1
*8	SUBMITDATE	Date	8
9	PACKNUM	Numeric	2

KEY: (Mandatory fields)
*	If not completed, resubmission will be required.

NOTE: HazSite will not permit you to enter more than the number of characters listed under "width" in Table 2.1 above. Also, it will not permit you to move on to the next field if you have not filled in a mandatory field.

SAMPLE FILE

The "Data Entry" menu contains two options, "Sample" and "Results" (refer to the Hazsite Main Menu figure above).

The SAMPLE file contains information about each sample collected at a site. The information is roughly equivalent to field notes, and includes: sample number, date, matrix, field identification, location information, etc. There should be one sample record for each sample collected. It should be noted that it is necessary to save each sample record prior to creating a new sample record.

A unique sample record is created collectively by the following fields: the SRP ID, the Sample Date, and the Sample Number. Therefore, there can be identical Sample Numbers in a dataset as long as those samples were collected on different dates.

The Sample Screen is provided below.

HazSite Application Sample Data Entry Screen

Table 2.2 defines the structure for each Sample Field in the Sample File.

TABLE 2.2 – File Structure for file named HZSAMPLE.DBF

Field#	Field Name	Field Type	Width	Decimals
*1	SRPID	Character	16
*2	SAMPDATE	Date	8
*3	SAMPNUM	Character	7
4	SAMPTIME	Character	5
*5	DUPSAMP	Character	1
*6	MATRIX	Character	15
*7	FIELDID	Character	12
8	AOCID	Character	16
+9	LAT_DEGREE (LAT_DEGREE)	Character	2
+10	LAT_MINUTE (LAT_MINUTE)	Character	2
+11	LAT_SECOND (LAT_SECOND)	Character	7	4
+12	LON_DEGREE (LON_DEGREE)	Character	3
+13	LON_MINUTE (LON_MINUTE)	Character	2
+14	LON_SECOND (LON_SECOND)	Character	7	4
+15	SP_X (SP_X)	Character	14
+16	SP_Y (SP_Y)	Character	14
*17	DEPTH_TOP (DEPTH_TOP)	Character	6
18	DEPTH_BOTM (DEPTH_BOTM)	Character	6
19	GROUNDELEV	Character	6
20	WELL_ELEV (WELL_ELEV)	Character	6
*21	SAMPTYPE	Character	15
*22	DATETOLAB	Date	8
23	SAMPMETHOD	Character	15
24	SAMPNOTE	Memo	10
25	SUBMITDATE	Date	8
26	QAQC	Character	1

KEY: (Mandatory fields)
*	If not completed, resubmission will be required.
+	Either the complete Latitude and Longitude OR State Plane X, Y Coordinates must be submitted for each environmental sample collected.

NOTE: HazSite will not permit you to enter more than the number of characters listed under "width" in Table 2.2 above. Also, it will not permit you to move on to the next field if you have not filled in a mandatory field.

RESULT File

The Result file contains the results of the analysis of each sample. The Result file includes the Sample Number, Sample Date, Lab ID, the name of the analyte or parameter, the concentration of the result, QA Qualifier, Method Detection Limit, and other information. Each compound analyzed for in each sample collected requires a result record. You must save each result record prior to creating the next result record. The Results Screen is provided below.

HazSite Application Results Data Entry Screen

Table 2.3 defines the structure for each Result record in the Result file.

TABLE 2.3 – File Structure for file named HZRESULT.DBF

Field#	Field Name	Field Type	Width	Decimals
*1	SRPID	Character	16
*2	SAMPDATE	Date	8
*3	SAMPNUM	Character	7
*4	LABID	Character	12
*5	DANALYZ	Date	8
6	LABNAME	Character	20
*7	NJDLABCERT	Character	5
*8	RESULTTYPE	Character	1
*9	ANALTPARAM	Character	60
*10	CAS	Character	15
11	FILTUNFILT	Character	1
*12	CONC	Character	12
*13	CONCUNITS	Character	15
14	QAQUAL	Character	7
^15	MDL	Character	12
^16	QUANTTYPE	Character	8
^17	QUANTLEVEL	Character	12
*18	ANLYS_MTHD (ANLYS_MTHD)	Character	15
19	QAQC	Character	1

KEY: (Mandatory fields)
*	If not completed, resubmission will be required.
^	Either MDL OR Quant Type and Quant Level must be submitted for each result.

NOTE: HazSite will not permit you to enter more than the number of characters listed under "width" in Table 2.3 above. Also, it will not permit you to move on to the next field if you have not filled in a mandatory field.

Prior to transmitting the data to the SRP, the user will be able to check the accuracy of transcribing data from field notes into HazSite by using the "Reports" menu option. Shown below are the HazSite Main Menu Screen and the Reports option.

HazSite Application Main Menu - Reports Screen

The HazSite Database Submittal System can "package" the data before sending it to the SRP. This is useful when the data submittal would otherwise comprise more than one diskette. The packaging function places the Dataset, Sample and Result tables for each sample into one file, for simplicity in transmittal to the Department.

Prior to using the package function, the data compression utility PKZIPâ must be installed on the user’s computer. PKZIPâ is a shareware product and is available for compressing files from many sources. Please refer to the SRP Home Page, or go directly to the PKWARE internet home page (http://www.pkware.com). After clicking on HazSite, press the HELP Button and refer to guidance on Zip Utilities. The DOS version of PKZIPâ should be downloaded and put into the computer "path" statement. Refer to the end of the manual for instructions on adding PKZIPâ to the computer "path" statement.

To use the package utility, simply press the "Package" button on the HazSite Dataset Manager Screen.

If there are problems running the package function or you are unable to run a Zip Utility, you can simply save and close the DATASET, SAMPLE and RESULT records in HazSite and copy the related files to a computer diskette. In Windows 95, this is done by clicking on Start, Programs, Windows Explorer, and then the HazSite folder. Then click on the subdirectory with the same name as the Dataset Name field in HazSite. Copy the DTST.DBF, HZSAMPLE.DBF, HZSAMPLE.FPT, and HZRESULT.DBF files from the appropriate HazSite folder onto a diskette.

To report an environmental incident impacting NJ, call the Toll-Free 24-Hour Hotline
1-877-WARNDEP / 1-877-927-6337

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