Air Force Wide Environmental Resources Program Information Management System (AFW-ERPIMS)

AFW-ERPIMS

AFW-ERPIMS is a relational database maintained for restoration decision-making and is housed at the Air Force Civil Engineer Center (AFCEC).  The storage and management of data collected is a critical component of cleanup decision-making, optimization and collaboration with stakeholders.   Timely submittal of data ensures that decisions are being made on accurate, up to date and quality information.  AFW-ERPIMS stores information in separate, interrelated tables and maintains table and record relationships by having common fields. ERPIMS has been modified from its original structure to incorporate a broad range of additional environmental data. Among the tables and fields that have been added are elements to accommodate the reporting of lithology, well construction and well maintenance details. Also, tables have been added which will allow the Air Force to track and monitor remediation system parameters and performance characteristics. The more comprehensive range of data that is now being collected and validated supports Long Term Operations and Long Term Monitoring (LTO/LTM) and optimization of systems. The Air Force wide database of environmental technical data is known as the Air Force Wide-Environmental Resources Program Information Management System (AFW-ERPIMS).  The latest release of AFW-ERPIMS is version 6.0 and is accompanied by the ERPIMS Data Loading Handbook v6.0 (April 2012).

Environmental contractors must submit data in a timely manner and in a format compatible with AFW-ERPIMS requirements and in accordance with AFI 32-7020. The AFW-ERPIMS Data Loading Handbook (DLH) is the guide for contractors to use to ensure data is entered in the proper format for insertion into the AFW-ERPIMS database. The AFW-ERPIMS DLH can be used by data administrators/managers and users to facilitate understanding the AFW-ERPIMS fields, formats and AFW-ERPIMS requirements.  Contractors may submit either current (ongoing) or historical data. In either case, all data submissions must be consistent with the DLH.

The data generated from environmental studies can come from field investigations, laboratory analyses, site characterizations, risk assessments, remediation feasibility studies, remedial designs, remedial actions, etc.  If a contractor has an Air Force Statement of Work (SOW) or Statement of Objectives (SOO) to remediate an installation, the data obtained from this remediation effort must be provided in a timely manner  and according to their annual ERPIMS submission schedule which is due within 30 days of contract award and annually thereafter.  (Reference the submission timeline section of the DLH).   All data  shall be submitted to AFCEC in the DLH-specified format utilizing ERPToolsX. AFCEC provides users the latest version of Environmental Resources Program Tools (ERPTools) to facilitate data entry by posting the software for download from the AFCEC ERPIMS webpage. Data must pass quality checks in ERPTools prior to submission. Since data validation tools are not totally authoritative, some data that passes initial QC-checks may still require some correction in order to be acceptable for insertion into the AFW-ERPIMS database.  Requirements for submitting data to AFW-ERPIMS are specified in the Data Loading Handbook.

Questions concerning data to be submitted to AFW-ERPIMS are to be directed to the Project Manager who is the point of contact for coordinating contractual matters. The submitting contractor is responsible for accuracy, completeness and timeliness of all data submitted as well as the correction of any errors identified by AFCEC.

Submission

Field, record and submission data validity requirements must be strictly enforced in order for ERPToolsX to submit to the ERPIMS database correctly. Data submitted through ERPToolsX is validated during the IMPORT function, the Data Entry function, and at submission creation. If any of the following requirements are not met, the submission will be returned to the contractor for corrections and resubmission.

Field Requirements

Field formats (attributes) must be strictly followed. Field formats are listed in the Table sections of this document. In these tables, Key fields are bold, and the start and end positions of required fields are presented. Valid data must be entered for every field. Do not add, delete, or omit any fields. If data for a field is available, it must be entered. There are specific requirements for data when files are created for import and validation. Fields in a table will only allow a specific number of characters to represent data in the field and the characters for the data must be in a specific position in the field. This is called the "Start-End Position." Ensure that data entry for each field begins in the start position. If the data entered is shorter than the field allows, enter space characters in the field's remaining positions, including the end position. If the data to be entered is longer than the allowed field width, it must be shortened to a unique identifier or significant value. These start and end position numbers give the exact character positions where the applicable data must be placed in the file. In cases where the field is a single character field, it will have a single number for its start-end position. The one character of data must be entered in that exact position of the record.

Required Files for Data Submissions

ERPTools X is radically different from previous versions of the ERPIMS software packages because contractors can only submit data to AFCEC by using ERPToolsX. This process will only succeed if the Valid Value Lookups (VVLs) and AFCEC Supplied Data are current. Using the ERPToolsX software, contractors can submit data by one or more groups at a time. In order to ensure the data is in proper ERPIMS format, the ERPToolsX software performs numerous automatic error checking routines.  Some of these automatic error checks are: not allowing duplicate LDI records, checking for incorrect date/time/number formats, invalid codes and the failure to enter data in a required field. A data submission will only be accepted by AFCEC after all checks have been processed correctly, and the accuracy of the data has been verified by AFCEC. An electronic transmittal letter must be provided to AFCEC with the delivery of all submission groups of the ERPToolsX submittal. There is no longer the need to email or postal mail files that have been accepted electronically.

ERPTools Timeline Requirements

ERPIMS data submissions are required within 90 days of sample collection unless a written waiver or extension is obtained from the Contracting Officer in coordination with AFCEC Environmental Restoration Branch Chief. The Contractor shall comply with the ERPIMS data deliverable requirements for all sampling data and other data captured/maintained by ERPIMS. Upon contract award, the Contractor shall submit an ERPIMS Data Submission Schedule within 30 days of contract award to establish the framework for ERPIMS data submissions. The Contractor shall ensure that all required corrections are accomplished within both the task order period of performance and funding.