Instructions for the Oklahoma Corporation Commission Worksheets Package

ICRBCA Report Forms User’s Guide

RISK-BASED DECISION

MAKING FOR PETROLEUM

RELEASES AT

UNDERGROUND STORAGE

TANK SITES

IN NEW MEXICO

NMRBDM REPORT FORMS

USER’S GUIDE

March 2000

Developed for

State of New Mexico

Environment Department

Underground Storage Tank Bureau

Developed by

Risk Assessment and Management Group, Inc.

7457 Harwin, Suite 308, Houston, TX 77036

Ph. No. (713) 784-5151

Fax No. (713) 784-6105

E-mail:

Page 1 of 11

Page No.
Overview of the User’s Guide / 2
1.0 / Introduction / 3
2.0 / Hardware and Software Requirements / 3
3.0 / Prerequisites / 3
4.0 / Installation / 3
5.0 / Color Codes / 4
6.0 / Report Forms Spreadsheet Program Operations / 4
6.1 / 14 Day Report Main Menu (Total of 11 Forms) / 5
6.2 / Investigation Report Main Menu (Total of 8 Forms) / 6
6.3 / Tier 1 Main Menu (Total of 9 Forms) / 7
6.4 / Tier 2 Main Menu (Total of 10 Forms) / 8
7.0 / Printing Report Forms / 9
7.1 / Print Option 1 / 9
7.2 / Print Option 2 / 10
8.0 / Special Instructions / 10

NMRBDM Report Forms User’s Guide Page 12 of 12 03/13/00

OVERVIEW OF THE USER’S GUIDE

This document has been developed to assist the user to successfully run the NMRBDM spreadsheet program. The NMRBDM spreadsheet program consists of 4 sets of report forms that can be used to document the 14 Day Report, Investigation Reports, and Tier 1 and Tier 2 evaluations at a site.

The objective of using these report forms is to streamline (i) the documentation of relevant site-specific information, (ii) the tiered RBDM evaluation, and (iii) the review, by NMED, of the NMRBDM submittals. Several report forms have recommended attachments.

1.0 INTRODUCTION

The NMRBDM user’s guide contains information about using the NMRBDM Report Forms spreadsheet program. The NMRBDM Report Forms spreadsheet program consists of four Excel files (14DAYFORMS.xls, INVESTFORMS.xls, T1FORMS.xls, and T2FORMS.xls) that are distributed in one high-density 3.5” floppy diskette.

2.0 HARDWARE AND SOFTWARE REQUIREMENTS

To use the spreadsheet program, you need:
· An 80486-based computer or better.
· A monitor with VGA capabilities or better. An 800x600 resolution is highly recommended.
· A mouse.
· Microsoft (MS) Windows 95 or later version.
· Microsoft (MS) Office 97 or later version.
· 16 megabytes of random access memory (RAM).
· 1 megabytes of disk space per worksheet module beyond the installation of MS Windows and MS Excel or MS Word.

3.0 PREREQUISITES

Operating knowledge and intermediate level of experience with MS Excel.

4.0 INSTALLATION

· Insert the diskette into the floppy drive.
· Create directory in your harddrive,
e.g. Create a folder, C:\NM-Forms\ in the Explorer.
· Copy the files from the floppy drive to the directory, e.g. using the command COPY A:\*.* C:\NM-Forms\*.*.

5.0 COLOR CODES

· The user can only input information (text and numbers) in cells that are shaded yellow and are underlined in red. All the information in black cannot be changed. This color-coding does not apply to the checkboxes.
· Note that all basic information on the report forms is in black and the information entered by the user will appear in green.

6.0 REPORT FORMS SPREADSHEET PROGRAM OPERATIONS

Note: Consult your Microsoft Excel manual for basic spreadsheet operations. / · Use “File” and “Open” command from MS Excel menu to open the file.
· Use “14DAYFORMS.xls” for 14 Day Report Forms, “INVESTFORMS.xls” for Investigation Report Forms, “T1FORMS.xls” for Tier 1 Report Forms, and “T2FORMS.xls” for Tier 2 Report Forms. See Section 6.1 for Tier 1 menu and Section 6.2 for Tier 2 menu.

The following figure shows the first window (TITLE PAGE) that appears after any of the four files is opened:

6.1 14 Day Report Main Menu (Total of 11 Forms)

Click on the “CONTINUE” button on the title page to get to the 14 Day Report Menu shown below. From the 14 Day Report Main Menu, the user will be able to:

· Access the print template to print the Report Forms;

· Go to the cover page;

· Go to the table of contents; and

· Go to any specific Report Form.

Following are a few operational instructions:

· To begin with, complete the cover page. Information such as the ‘Site ID’, ‘Facility ID’, ‘Submittal Date’, and the ‘name of the person completing the Report Forms’, entered on the cover page, will automatically appear on all report forms.

· The user can return to the Main Menu from any Report Form by clicking the button provided on all the Report Forms.

· Each Report Form has four options: .

The MAIN MENU button takes the user back to the Main Menu, the PREVIOUS button takes the user to the previous form, the NEXT button takes the user to the next form, and the PRINT button prints the Report Form (other options for printing are provided in Section 7.0).

· Any work session can be saved in a user specified filename by using the “File” and “Save As” command from MS Excel menu. Note that if the “save” command is used, the program will overwrite the file with the current changes. Do not use the “save” command unless intending to do so. We recommend working on a new copy for every new project.

· Before submitting the 14 Day Report to the agency, complete the table of contents, and table of maps and attachments by clicking the checkboxes. List additional maps and attachments included in the NMRBDM submittal. A separate sheet is devoted for additional notes. This sheet has to be printed out separately, if used.

6.2 Investigation Report Main Menu (Total of 8 Forms)

The title page is identical to that in 14DAYFORMS.xls. Following is a figure of the Investigation Report Main Menu:

The functional capabilities and the operations are identical to that of 14 Day Report Forms. Refer Section 6.1 for detailed description. A separate sheet is devoted for additional notes. This sheet has to be printed out separately, if used.

6.3 Tier 1 Main Menu (Total of 9 Forms)

The title page is identical to that in 14DAYFORMS.xls and INVETSFORMS.xls. Tier 1 Main Menu is shown below.

6.4 Tier 2 Main Menu (Total of 13 Forms)

The title page is identical to those in all the previous report forms. A figure of Tier 2 Main Menu is shown below.

7.0 PRINTING REPORT FORMS

Two options are available to print the report forms:

7.1 Print Option 1

· Click on the PRINT button on the 14DAYFORMS main menu. The following print template for 14 Day Report Forms appears.

This template allows the following four options (note that the command buttons are at the top left- hand corner):

(i) Click the “SELECT ALL” button to select all the 14 Day Report Forms and subsequently click the “PRINT” button to print.

(ii) Click the “DESELECT ALL” button to deselect any previously selected Report Forms.

(iii) The “MAIN MENU” button takes the user back to the “MAIN MENU”.

(iv) To print selective Report Forms, the user should click the checkboxes to select the desired Report Forms and subsequently click the “PRINT” button to print the selected Report Forms.

Similar print templates are built into Investigation Report, Tier 1 Report, and Tier 2 Report forms and have the same functional capabilities.

7.2 Print Option 2

Alternatively, the user can use the “PRINT” button provided at the top left-hand corner of each Report Form to print the Report Forms.

8.0 SPECIAL INSTRUCTIONS

The Report Forms are self-explanatory and do not require explicit instructions. However, following are special instructions about selected items from a few Report Forms:

General:
Cover Page / Information such as the ‘Site ID’, ‘Facility ID’, ‘Submittal Date’, and the ‘name of the person completing the report forms’, entered on this page will automatically appear on all forms. The user will not be able to enter this information on any other report form.
There are multiple copies of many forms in each package. Make more copies of any form, if needed. The page numbers are printed at the bottom right-hand corner of the report form. Complete the page numbers as appropriate.
Investigation Report:
Form No. 4 & 5 / Non-detects should be expressed as “<detection limit value”.
Form No. 6 / Data from up to 24 monitoring wells can be entered on this report form. If there are more than 24 monitoring wells, these forms may be copied and additional forms attached.
All the historic data must be used to enter information regarding the number of sampling events, number of detects, and the range.
The maximum and the mean concentrations on this report form refer to the data collected in the recent two years.
‘Recent Trend’ should be based on the recent 2 years data or the recent 8 measurements, as appropriate.
Tier 1 Report:
Form No. 3 / The complete (C) and not complete (NC) routes of exposure for a resident child and resident adult are assumed to be the same. However, the complete or not complete routes of exposure may differ for the on-site and the off-site residents. The user’s selection of ‘C’ or ‘NC’ gets automatically transferred to Form No.4 for comparison with the representative concentrations.
Form no. 4 / Completing this report form involves 2 steps:
Step1: To begin with, complete the pathway justification forms (Form No. 3). Successful completion of this form will be indicated in the shaded box besides the title of the pathway (as indicated on the figure to the left).
Step 2: Enter the representative concentrations. The method used to calculate the type representative concentration must be indicated at the bottom of the form. An attachment explaining how the representative concentration was calculated should be attached.
After the completion of Steps 1 and 2, the spreadsheet program will automatically print the Tier 1 RBSLs on the form, and indicate whether the site concentration exceeds ‘E’ or does not exceed ‘NE’ the tier 1 RBSLs.
Form No. 5 / Enter the representative source soil concentration in the soil section and the recent 2-year maximum groundwater concentrations for each well in the groundwater section. The spreadsheet program will compare the soil RBSLs protective of groundwater and the groundwater RBSLs with the corresponding representative concentrations and indicate the results in the report form.
Form No. 6 / Enter the representative source soil concentration and soil RBSL in the soil section. For the selected compliance wells, enter the recent 2 year maximum groundwater concentrations and the groundwater RBSL estimated based on a POE and the department approved groundwater standard. The spreadsheet program will compare the soil RBSLs protective of groundwater and the groundwater RBSLs with the corresponding representative concentrations and indicate the results in the report form.
Form No.7 / This form automatically selects the lowest RBSL for each medium among all the completed pathways and receptors. These are the levels the site would have to be cleaned up to, under tier 1, if remediation to tier 1 levels is chosen.
Tier 2 Report:
Form 3, 5, &7 / List all site-specific parameters used in the estimation of tier 2 SSTLs. Values listed here should match with the values used in the computational software.
Form 4, 6, &8 / Justify, with reference(s), all the values used in tier 2 evaluation.
Forms 9 / Completing these forms involves a 3-step process:
Step 1: Type in a “C” for complete pathways and “NC” for incomplete pathways. Note that COCs, routes of exposure, receptors, and media that did not exceeded tier 1 target levels need not be re-evaluated in the tier 2 evaluation.
Step 2: Enter the representative concentrations. As appropriate, an attachment explaining how the representative concentration was calculated should be attached.
Step 3: Enter the site-specific target levels. The NMRBDM Computational Software should be used to calculate the SSTLs.
After the completion of Steps 1 - 3, the Spreadsheet Program will perform a comparative evaluation and indicate the results on the report form.
Forms 10 - 12 / Instructions for filling these forms are same as those for Tier 1 Forms 5 – 7.