CEDR help Revision as of 14:36, 20 December 2017 by Jennifer (talk | contribs) (→‎How to make changes to your facility's permit information)(diff) ← Older revision | Latest revision (diff) | Newer revision → (diff)

MPCA Contact Information

If you have questions about air emissions reporting, please visit the MPCA Air emissions webpage for a list of staff contacts.

IT Support

• e-Services Support Staff - email MPCA e-Services support.

How to make changes to your facility's permit information

If any of the following have changed, your permit must be revised to reflect such changes: facility name, ownership or control of the facility, or any other facility contact information listed in the permit (e.g., mailing address). You must submit an application to the MPCA to change your permit. You can find the various permit application forms on the MPCA’s Web site at: http://www.pca.state.mn.us/changeforms. If you are unsure which forms to submit, please contact the Small Business Environmental Assistance Program at 651-282-6143 or 1-800-657-3938.

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Prepare Inventory Submittal Online

Attach Supplemental Files to Emission Inventory (Submitter and Preparers)

How to:

1. Select "Attach Supplemental Files to Emission Inventory" under the “Prepare Emission Inventory” heading.
2. The system will display a data grid view of facilities that you are authorized to prepare and/or submit inventories for.
3. Select a "Facility ID."
4. The system will display a page that allows you to browse for files to attach.
5. Select the "Browse" button to add a file.
6. Select "Document Type" from the dropdown list (Note: if you are attaching Drum Mix Plant or Batch Plant fuel throughput information please select the “Hot-Mix Asphalt Fuel Usage” document type. If you are attaching GHG emissions please select the “Non-permitted Greenhouse Gas Emissions” document type. If you are attaching air toxics emissions please select the “Non-permitted Air Toxics Emissions” document type.)
7. Select the "Attach File" button.
8. The system will validate the file type.
9. The system will display attached files.
10. Repeat step 5 - 7 to attach more files (Note: System can only save one of each document type (not to be confused with file type such as “xls” or “pdf of which there is no limit). For example if the user attempts to attach a second “VOC Material Balance” document, the first “VOC Material Balance” document that was attached will be replaced and therefore will no longer be attached).
11. After file(s) are attached, select either:
    • "Remove": to remove the attached file.
    • "<< Back" to go back to the list of facilities.
    • "List of Services" to go back to the "List of Services" page.

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Submit Emission Inventory

Validate Emission Inventory Prior to Submittal (Submitter and Preparers)

How to:

1. Select "Validate Emission Inventory Prior to Submittal" under the “Submit Emission Inventory” heading.
2. The system will display a data grid view of facilities that you are authorized to prepare and/or submit inventories for.
3. Select a "Facility ID".
4. The system will display selected facility's information for verification.
5. Select the "Validate" button.
6. The system will validate data and display any errors (if a printed version is helpful to have when correcting error messages select “File” and then “Print” from your browser menu bar).

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Review Emission Inventory Prior to Submittal (Submitter and Preparers)

How to:

1. Select "Review Emission Inventory Prior to Submittal" under the “Submit Emission Inventory” heading.
2. The system will display a data grid view of facilities that you are authorized to prepare and/or submit inventories for.
3. Select a "Facility ID".
4. The system will display selected facility's information for verification.
5. Select the "Download" button.
6. Select “Download” button to open or save a Microsoft Excel file version of your inventory prior to submittal.

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Submit Emission Inventory (Submitter only)

How to:

1. Select "Submit Emission Inventory" under the “Submit Emission Inventory” heading.
2. The system will display a data grid view of facilities for which you are authorized as the Submitter for.
3. Select a "Facility ID".
4. The system will display a "Certification Statement", and a “Document List” which displays all of the files that are attached to the submittal including:
   • DataDocument .xml file (submittal in xml version).
   • HumanReadableDataDocument .xls file (submittal in .xlsx spreadsheet version).
   • Attached supporting document files (Files the facility has attached).
5. Select “View” next to “Human Readable Data Document” and save the spreadsheet to your computer if you wish to review the inventory again before submitting.
6. Sign the "Certification Statement" by entering your "Account Password" and answering a challenge question.
7. Select the "Submit" button.
8. System will display confirmation of successful submittal on the next page.
9. Select "Finished" to go back to the “List of Services” page.

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Request Authorization to Submit Emission Inventories Online

Create Submittal Agreement (Submitter only)

How to:

1. Go to MPCA Online Services portal.
2. Select "Login" and enter the "Account Number" and "Password" that you obtained during the "Create User Account" procedure.
3. Once you are logged in select "Air Emission Inventory Submittal-CEDR" from the menu of options.
4. Select "Create Submittal Agreement" under the “Request Authorization to Submit Emission Inventories Online (Submitter Only)” heading.
5. Enter the 8 digit facility ID for the facilities for which you are the Submitter. This ID appears on your previous year's air emission inventory.
6. Select "Next >>".
7. Select "Create Agreement".
8. Print out the Agreement.
9. Read the entire document.
10. Place a “check” in one of the check boxes under number “4” in the “Submitter Signature (Required)” section on page 2.
11. Sign and provide additional information requested at the end of section “A. “Submitter Signature (Required)”.
12. Mail the signed and dated Submittal Agreement to the address listed on the form.
13. You will be contacted by e-mail when you are authorized as the Submitter for the facility listed in the agreement. At that time you will then be able to grant access to others to prepare the inventory.

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Manage Emission Inventory Submittals

View Copy of Record (Submitter and Preparers)

See the Glossary of Terms for a definition of "Copy of Record".

How to:

1. Select "View Copy of Record" under the “Manage Emission Inventory Submittals” heading.
2. The system will display a data grid view of authorized facilities for any inventories that have been successfully submitted.
3. Select a "Confirmation Number" to "Save" or "Open" the ".zip" file.
4. In the “.zip” file open the file named "HumanReadableDataDocument". This is the "Copy of Record".
5. Select "List of Services" to go back to the “List of Services” page.

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View Authorized Users (Submitter and Preparers)

How to:

1. Select "View Authorized Users" under the "Manage Emission Inventory Submittals" heading.
2. System will display a data grid view of facilities that you are authorized to prepare and/or submit inventories for along with displaying the names of anyone else who is authorized for these facilities.
3. Select "List of Services" to go back to the "List of Services" page.

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Grant Preparer Role (Submitter Only)

How to:

1. Select "Grant Preparer Role" under the "Manage Emission Inventory Submittals" heading.
2. System will display a data grid view of facilities that you are authorized as the Submitter.
3. Select a "Facility ID".
4. System will ask for "Preparer's Account Number" and "Preparer's Email".
5. Enter the Preparer's account number and email and then select "Grant Role".
6. System will validate account number and email address and return you to the "List of Services" page.

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Revoke Preparer Role (Submitter Only)

How to:

1. Select "Revoke Preparer Role" under the "Manage Emission Inventory Submittals" heading.
2. System will display a data grid view of facilities that you are authorized as the Submitter.
3. Select a "Facility ID".
4. System will display a data grid view of authorized Preparers.
5. Select an account number of a Preparer.
6. Click "Revoke Role" to remove the selected person as a Preparer for the facility.

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Delete Draft Submittal (Submitter Only)

How to:

1. Select "Delete Draft Submittal" under the "Manage Emission Inventory Submittals" heading.
2. System will display a data grid view of facilities that you are authorized to prepare and/or submit inventories for.
3. Select a "Facility ID".
4. Select the "Delete" button to delete data and return to the "List of Services" page.

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Frequently Asked Questions

CEDR e-Services Log In and Registration:

1. How do I set up a user account?
   • Go to MPCA e-Services electronic reporting web site. Select “Create an Account” and complete the information requested. You will receive an e-mail with your account number. Select the link in the e-mail to activate your account.
2. How/Where do I enter the data? I created an account but when I log in I only see the link “Create Submittal Agreement”.
   • You will see the links for preparing the inventory only after:
     • You print out and mail in a signed Submittal Agreement identifying yourself as the Submitter for the facility. (Refer to FAQ #4 to determine if you should be identified as the Submitter) OR
     • The authorized Submitter for the facility identifies you as a Preparer. Refer to the instructions for “Grant Preparer Role” to learn how to become a Preparer.
3. How do I identify myself as the Submitter in CEDR?
   • Click on the link “Create Submittal Agreement” and print out and mail in a signed Submittal Agreement identifying yourself as the Submitter for the facility. Refer to FAQ #4 to determine if you should be identified as the Submitter.
4. Who should sign the Submittal Agreement?
   • If the Responsible Official (RO as defined in Minn. R. 7007.0100, subp. 21 is not currently an authorized Submitter and will be submitting the inventory he/she must complete section C of the Submittal Agreement and mail in the form.
   • If the Responsible Official chooses to delegate authority for submitting the inventory to someone else (the Submitter), the Responsible Official must complete section D of the Submittal Agreement. The Submittal Agreement must be generated from the delegated Submitter's e-Services account and the delegated Submitter must complete section C of the Submittal Agreement.
5. How do I make changes to my facility's permit information?
   • If any of the following have changed, your permit must be revised to reflect such changes: facility name, ownership or control of the facility, or any other facility contact information listed in the permit (e.g., mailing address). You must submit an application to the MPCA to change your permit. You can find the various permit application forms on the MPCA’s Web site at: http://www.pca.state.mn.us/changeforms.
6. How does the facility change the Submitter in the MPCA AQ Database?
   • The new Submitter must complete and mail in a Submittal Agreement. If the new Submitter does not meet the definition of Responsible Official as defined in Minn. R. 7007.0100, subp. 21, the Responsible Official must complete section D of the Submittal Agreement. Refer to the “Create Submittal Agreement” section for step-by-step guidance on completing this procedure. Once the new Submitter is authorized, he/she can grant access for preparers.
7. Can I fax or e-mail the Submittal Agreement?
   • No, as part of the MPCA’s Cross Media Electronic Reporting Regulation (CROMERR) agreement with U.S. EPA both pages of the original paper copy of the Agreement must be kept in the MPCA’s files for at least 5 years.
8. Can I submit a single Submittal Agreement for multiple facilities?
   • No. Submitters must complete a separate Submittal Agreement for each of the facilities they will be submitting an inventory for.
9. I mailed in my Submittal agreement. When can I begin to prepare my inventory electronically?
   • Submittal Agreements can take up to 3 weeks for the MPCA to process. You will receive an email from the MPCA e-Services Portal administrator when you are authorized.
10. Can more than one Submitter be designated for an individual facility?
    • No. Users that are not the Submitter will be able to assist with preparing the emission inventory submittal; however, they will not have access to the facility information until access is granted by the Submitter.
11. Can more than one Preparer be designated for an individual facility?
    • Yes, a Submitter can designate multiple Preparers for a given facility; however, only the Submitter is able to electronically submit the inventory. Each user (both Submitter and Preparer) must have his or her own individual account.
12. Can one individual be designated with more than one "user role", e.g., can a Submitter also have Preparer privileges?
    • A Submitter can prepare and submit an inventory. Preparers can only prepare an inventory.
13. I am registered as a Preparer but cannot access my facility in the MPCA’s e-Services Portal: Air Emission Inventory Submittal-CEDR application
    • Check with the Submitter for the facility to find out if he/she has granted you Preparer role access for the facility. Instructions for the Submitter to grant the Preparer role to other users can be found above under “Grant Preparer Role”.
14. I am a consultant responsible for several emission inventories for one particular client. How do I go about obtaining the information necessary to begin completing the emission inventory in CEDR?
    • In order to access your client's data, you need to create a user account. You must provide the Submitter your account number and the email address used to create your account for each facility that you will be assisting with inventory preparation. Only the Submitter can grant Preparer access to you. Once you are granted access by the Submitter, you have access to all of the facility’s data in the online emission inventory system.
15. Currently, my client has not contacted the MPCA to apply for Submitter designation. Should my first step be to instruct the client to set up an User Account?
    • Yes. You should instruct your client to create a user account (Refer to FAQ #1).
16. I forgot my account number and/or password. How do I find it?
    • If you just forgot your password, but know your account number, go to the MPCA e-Services web page and click on “Login.” From the Login page, click on the 'I forgot my password' link. After you enter your account number, the e-mail address that you used to create your account, and answer a challenge question, a notice will be sent to you via e-mail that your account has been reset. If you do not have your account number or know the e-mail address under which you registered, contact the MPCA e-Services Portal administrator at 651-757-2728.

Inventory Report Submittal:

1. If I notice an error in my emission inventory that I just submitted, what should I do? Resubmit or notify an EI staff?
   • The Submitter may submit the EI more than once, if necessary, until the EI submittal deadline. To minimize confusion for all involved, please ensure that your first EI submittal will be your best submittal. This intent adheres to the definition of the ‘legal certification’ in the signature block that the Submitter agrees to at the point of the EI submittal.
2. Do I need to attach any files for the EI submittal to be valid?
   • Which attachments to include with the EI remains the same as the previous EI submittals. Attachments are documentation that adds value and/or clarity to the EI emission estimation methods, e.g. a pdf of the executive summary of performance (stack) tests, a VOC material balance spreadsheet.
3. The inventory is due and I just hired a consultant to do my inventory submittal. How can I get an extension?
   • Extensions are not allowed. Please submit as soon as possible or your next year's air fee will be calculated using Minn. R. 7002.0025, subp. 3.
4. Since the system just calculated my annual emissions, couldn't it also calculate my annual air emission fee?
   • No, because the emissions calculated at the point of EI submittal are draft and are subject to change pending review by the MPCA EI staff.

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Glossary of Terms

CROMERR: The Cross-Media Electronic Reporting Rule (CROMERR) provides the legal framework for electronic reporting (ER) under all of the Environmental Protection Agency's (EPA) environmental regulations. CROMERR applies to: (a) regulated entities that submit reports and other documents to EPA under Title 40 of the Code of Federal Regulations, and (b) states, tribes, and local governments that are authorized to administer EPA programs under Title 40. CROMERR establishes standards for information systems that receive reports and other documents electronically (including email, but excluding disks, CD's, and other magnetic and optical media) that are submitted to satisfy requirements of a program that a state, tribe, or local government is authorized to administer under Title 40. These standards cover a variety of system functions, such as electronic signature validation. The standards are designed to provide electronic submittals with the same level of legal dependability as the corresponding paper submittals. Although CROMERR does not subject EPA systems to the standards, EPA has decided that all of its systems will conform to the standards when they operate to receive electronic submittals that are covered by the regulation.

Copy of Record: The copy of record is defined by the EPA as the document "that is submitted in lieu of paper to satisfy requirements under an authorized program. For such submissions, the copy of record is intended to serve as the electronic surrogate for what we refer to as the "original" of the document received where we are doing business on paper. The copy of record is meant to provide an authoritative answer to the question of what was actually submitted and, as applicable, what was signed and certified to in the particular case.

Electronic Signature: This means any information in digital form that is included in or logically associated with an electronic document for the purpose of expressing the same meaning and intention as would a handwritten signature if affixed to an equivalent paper document with the same reference to the same content. The electronic document bears or has on it a digital (or electronic) signature where it includes or has logically associated with it such information. For MPCA-CROMERR, the electronic signature is comprised of an account's password and one of the five challenge questions that are part of the account creation process.

Submittal Agreement: This means an electronic signature agreement signed by an individual with a handwritten signature. This agreement must be stored until five years after the associated electronic signature device has been deactivated.

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