ERPToolsX Submission Requirements

Field, record and submission data validity requirements must be strictly enforced in order for ERPToolsX to submit to ERPIMS 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 ERPTools X. This process will only succeed if the Valid Value Lookups (VVLs) and AFCEC Supplied Data are current. Using the ERPTools X 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 ERPTools X 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 ERPTools X 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.