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What are RI Towns Doing? RIWIS (Rhode Island Wastewater Information System) Onsite Systems Basics Wastewater Manager's Toolkit Onsite System Research and Assessment Resources
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Selecting
a Tracking Program
Once a community develops a timeline, the next step is to select
a database that can track the inspection results. Selecting the
appropriate tracking program is one of the most important steps
in running a long-term wastewater management program. For a town
with limited staff, it is not practical or cost-effective to
have a clerk enter in the inspection results. Web-Based tracking
programs are becoming more popular because they allow the inspector
to submit the inspection reports electronically to the Town,
cutting down on the paperwork. The inspector can either fill
out a paper report and enter it into the database back at the
office via the Internet, or fill out the report onsite with a
handheld PC. It is important to select a tracking program that
provides automatic red flag summaries that show system failures,
substandard systems, and past due service events. A community should select a program that is capable of meeting current needs and is flexible enough to evolve to meet the needs of the future. Several RI communities switched to a web-based tracking program after their initial databases became obsolete. What to look for in a wastewater tracking program: 1. Versatility You will need a program that not only meets your current needs, but also can meet any future needs that arise. Most towns use databases to track First Maintenance Inspections, but you should select a program that can meet all of your needs after the initial inspections are completed, such as cesspool phase-outs, riser and filter upgrades, routine maintenance inspections, enhanced treatment systems, maintenance contracts, and repairs. 2. Report Types Available You will need a program that can store all of the information you are trying to track. Make a list of what you will be tracking (inspections, pump-outs, maintenance, repairs) and all of the questions you might want to include on a report. Select a program that can accommodate all of these reports.
Who will be entering data? Data entry is perhaps the most time consuming part of an onsite wastewater management program. If you do not have the resources to manually input all of the reports, there are other options such as web based programs, that require inspectors to enter in their own reports, or PDA downloads into the program. 4. Report Searches Once an inspection report is registered, what type of status reports will you be able to build? The most useful tool is the ability to compile user-defined summary reports that search selected fields over a given time period. 5. Notices and Red Flags If an inspection is not completed, or if a system fails inspection, how does the system notify you? Some programs feature a real time red flag summary that shows failures, substandard systems, and non-compliance (e.g. 30, 60, and 90 days past due). 6. Updates and New Releases When new versions of the program become available, will upgrades be included in the original cost or are they an additional expense? This is important, because it can get expensive if you have to upgrade the program every few years. 7. Costs Typically a tracking program should cost $3,000 - $10,000. Some companies offer a flat rate charge based on the number of septic systems in the municipality and charge a yearly fee that covers all program modifications, upgrades, and user support. 8. Support & Fees for Program Modification Towns often will incur additional costs if they need to have a program modified to suit their individual needs. It is recommended that you plan ahead for any modification fees. 9. Compatibility It is important that you make sure the program is compatible and able to link with other town programs, such as GIS or the tax assessor’s database. Also find out who is responsible for the initial setup of the program and correlation with assessor’s database. 10. Level of Skill Required It is important to find out the level of skill needed to operate the database. Is special training required? If there are multiple users, who has access and is the system password protected? Click here for a sample RFP to purchase a web-based management
system.
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3. Means of Data Entry
