CMDP Frequently Asked Questions

CMDP Frequently Asked Questions (FAQ)

What should I do if I am locked out of my CMDP account?

Please contact the SCS Helpdesk (Phone: 888-890-1995; Email: helpdesk@epacdx.net) for assistance if your password has expired, if you entered the password too many times or if you incorrectly answered certification questions. Additional information can be found on the CDX Help page.

Do I have to reset my SCS password?

Yes, SCS passwords must be reset every 90 days, otherwise users will be locked out of the application. Please keep in mind there are no automated reminders that your password is about to expire so you may need to set a calendar reminder. By logging onto SCS, users can view when passwords will expire under the Notifications section.

How should my laboratory report unanalyzed samples?

If laboratories receive samples that exceed hold time, out of temperature, broken, frozen, etc., these cannot be reported through CMDP. However, these samples can be reported on a voluntary basis to the DW Program by email. Refer to the Unanalyzed Samples (PDF) for how to voluntarily report this information.

How do I find the Facility and Sampling Point ID information for a specific Public Water System?

There are several ways to obtain the Facility/Sample Point IDs for a PWS which include the following:

Chain of Custody: Add the Facility ID and Sample Point ID information to Chain of Custody form.
Monitoring Summary (PDF): This document describes how to find this information through the annual Monitoring Summary posted to Drinking Water Watch.
PWS Facility/Sample Point List (XLS): This Excel list contains Facility/Sample Point ID information for routine sampling requirements of all active PWS’.
DEC CMDP Helpdesk: Contact the DEC CMDP Helpdesk to request a list of the Facility/ Sampling Point IDs for a particular PWS.

How do I find the Facility and Sampling Point ID information for secondary contaminants for a specific Public Water System?

Secondary contaminants will not be listed on the Monitoring Summary nor the PWS Facility/Sample Point List. However, there are several ways to obtain the Facility/Sample Point IDs for secondary contaminants, which include the following:

Chain of Custody: Refer to the location noted on the Chain of Custody form.
Drinking Water Watch: Refer to previously submitted secondary contaminant information on Drinking Water Watch (located under the Non-Coliform Samples/Results by Analyte section) for obtaining the Facility/Sampling Point IDs.
Contact DW Program: Contact the appropriate Environmental Program Specialist (information located on the DW Program Contact webpage) for confirmation on the Facility/Sampling Point IDs for secondary contaminants.

If I cannot find the Facility and/or Sampling Point ID listed in CMDP under the PWS Profiles tab, what should I do?

If, after reviewing the PWS Profiles tab, you cannot find the Facility and/or Sampling Point ID in CMDP, please contact the DEC CMDP Helpdesk.

How can I tell if my Sample Job has been submitted to the State?

The Sample Job has been submitted to the State when the Status column lists the Sample Job as "Accepted by State". For further information on the data submission and validation process, please refer to the following documents:

What should I do if a sample is rejected by the DW Program?

If a sample has been rejected, laboratory staff will be notified by email that a sample validation error has occurred. This email will identify which sample has been rejected along with the reason for the rejection. The sample must be corrected and resubmitted to the State. Refer to the following documents for steps on how to complete the resubmission process:

Page 6 of the Sample Validation & Submission Process – XML Upload (PDF)
Page 5 of the Sample Validation & Submission Process – Web Entry Form (PDF)

Will I be notified if my Sample Job was successfully migrated?

No, laboratories will not be notified if a Sample Job has been successfully submitted to the State. Laboratories will only be notified when a Sample Job is rejected by the State.

Does the “Accepted by State” Status indicate my Sample Job was successfully migrated and error-free?

No, the status of “Accepted by State” does not mean the sample submission is error free and will not be rejected. Instead, it is best to think of the “Accepted by State” status as “Received by State” because once the sample submission is received it will then be processed through our Data Validation Tool to determine whether the sample information meets our data standards.

Can a sample be removed from CMDP?

Yes, CMDP has a feature that allows State Compliance Officers and State CMDP Administrators to remove/delete a sample from CMDP. Labs can request the deletion by directly emailing the request or through CMDP itself. To remove a sample the labs request will need to include the following information: Statement requesting sample removal/deletion from CMDP. CMDP Job ID#. Lab Sample ID#. Sample date. Brief comment on why requesting removal and whether they plan to resubmit the sample.

How do I report PFAS data?

Laboratories can report PFAS samples through CMDP. For specific guidance on how labs should report PFAS information, please refer to the following documents:

I am using the Excel Template. How can I confirm I am using the most current version?

If you are using a saved copy of the Excel Template for data upload into CMDP, periodically check the CMDP application to confirm the Excel Template has not been updated. The most current version of the Excel Template can be downloaded from CMDP. To download the template, from the Home tab, under Templates section click on the down arrow to select the Sample Results template and click Download. Then, the gray box on the Microbiological tab, will indicate the date when the Excel Template was last updated.

What can I do to ensure a successful sample submission and migration into the state drinking water database (i.e., samples are not rejected by the State)?

To ensure a successful sample submission thoroughly review the appropriate DEC Lab Data Submission guide for the type of sample being submitted and entering the information as outlined. Next, review the Sample Validation & Submission Process guide to understand the submission process. Specifically, how to review the Validations tab and resolve any errors identified. Here are a few general tips:

Using XML Upload (e.g. Excel Template or Web Services) – From the Job Maintenance View tab, if a zero is listed under the Records Not Uploaded column, this indicates all sample data was uploaded into CMDP. If anything other than zero is listed in this column it indicates a significant error in the sample(s). This error will need to be corrected before it can be uploaded into CMDP. Review the Validations tab to determine what error(s) occurred.
Validations tab – Check this tab prior to each sample job submission to ensure no errors have been flagged. Errors are easier to correct at this stage of the process (i.e., prior to submission), rather than resubmitting the sample in a new sample job after being rejected by the state.
Facility ID & Sample Point ID – This information is vital to successful sample submission. Be sure the water system has properly identified the information on the chain of custody form. If it is unclear follow up with the system, review the Facility/Sampling Point information available on the CMDP Lab website, and contact the DEC Helpdesk or your local DW Program staff.

What analytes cannot be reported through CMDP at this time?

At this time, laboratories cannot report Composite samples (i.e., Radionuclide or Arsenic) or Cryptosporidium analytes through CMDP. However, laboratories can report this information by sending a copy of the report to the appropriate DW Program regional mailbox.

If my laboratory is registered with SCS in another state, what is the process for registering with the State of Alaska?

A private laboratory which is physically located in one state, but certified to perform sample analysis for water systems in two or more states is considered a “multi-state” laboratory. A multi-state laboratory must obtain approved CMDP roles from SCS for each primacy agency to which it will submit sample results in CMDP. Also, an approved user registering in SCS with additional state Partners may use the same set of credentials for each role. Refer to the CMDP Role Registration Users Guide (PDF) for additional information (beginning on page 46).

As a Private Lab Administrator, can I give CMDP access to other laboratory staff and DW Program staff?

Yes, a Private Lab Administrator can sponsor other laboratory staff to be either a Certifier, Reviewer, or Preparer. A Private Lab Administrator can also sponsor individuals for the Read-Only role. Refer to page 6 of the SCS Registration Guide (PDF) for guidance on how to sponsor roles.

What is a Read-Only role?

The Read-Only role was created so that laboratory staff can allow individuals to view sample jobs at any stage of the submission process, but the user cannot make changes to the Sample Job. This role may be useful to grant to DW Program staff to assist in troubleshooting errors or other lab employees that may just need to view information in CMDP but do not need the ability to make edits. Refer to page 6 of the SCS Registration Guide (PDF) for guidance on how to sponsor roles.

As a Private Lab Administrator, how do I remove CMDP access for a former employee?

The Lab Administrator Role can revoke/remove access for laboratory staff or other individuals who no longer require access to CMDP. The Administrator will need to log in SCS website. Then, from the Dashboard main page under Role Sponsorship header click the Access Management to view individuals associated with your laboratory. From there the user management options will be displayed. As a reminder, laboratories must have at least one individual with a Private Lab Administrator role.

Note: The individual’s name will continue to be displayed on the drop down list for moving a sample job through the submission process steps but that does NOT mean they still have access to CMDP. This list displays both active and inactive users. For assistance in removing an inactive user's name from CMDP, you’ll need to submit a service now ticket to EPA’s CMDP Support team directly through the CMDP Service Now website. Be sure to include the CMDP User ID and email address of the individual in your request. This information can be accessed by your Lab CMDP Administrator. If you need additional assistance or have general questions feel free to contact the DEC CMDP Helpdesk.

Will new laboratory employees be allowed to access the CMDP Test application?

The DW Program has a CMDP Test environment that can be made available to laboratories upon request. Please contact the DEC CMDP Helpdesk for further information.

I have identified an error in a sample result after it has been submitted/accepted by the State. Despite this error it was not rejected by the State (i.e., I did not receive a rejection email), what should I do?

In the event an error has been identified in a submitted result through your laboratory data verification procedures or by some other means (but has not been rejected by the DW Program), contact the DEC CMDP Helpdesk or DW Environmental Technician staff for guidance. In order to ensure the erroneous sample is removed from the state drinking water database and replaced with the corrected sample result, DW Program staff must be alerted to the situation in advance (i.e., Do NOT simply re-submit the a sample without contacting the DW Program).

What should I include on a resubmission to the State?

When resubmitting a sample to the State, always change the Sample ID and add comments. Specifically, CMDP will not allow for the same Sample ID number to be used twice. So, after the validation errors are corrected, all resubmissions must add an "X" to the beginning of the Sample ID # (e.g., Field name changed from 11844 to X11844). This indicates the sample is a resubmission. Also, indicate the sample is a resubmission within the Comments field and include the original Sample ID along with the Sample Job ID. (Example wording: Original Sample ID 11844 from Sample Job ID 1531 was rejected because no Sample Location was provided. X11844 is resubmitted sample.)

In the event a laboratory is under new ownership and will be operating under a new name, how do I change the Laboratory Name in CMDP and the state drinking water database?

Please contact the DEC CMDP Helpdesk for guidance on changing a laboratory name before trying to make changes in CMDP.

Can Public Water Systems submit Operational data through CMDP?

Not at this time. This is something the DW Program plans to explore in the future as more features are added to the operational data reporting capabilities in CMDP. If your PWS is interested in being part of testing or exploring this further please contact the DEC CMDP Helpdesk.

Can negative value results (such as Radionuclides or Corrosivity) be reported through CMDP?

Yes, negative value results and reporting limits can be reported through CMDP using the XML Upload (e.g. Excel Template or Web Services) and the Web Entry reporting methods.

Why are certifications and contact information not listed on the Laboratory Profiles tab in CMDP?

The laboratory contact information and certification information is not uploaded from the State database to CMDP at this time.

As a CMDP Lab Administrator, how can I see individuals connected/associated with my laboratory?

As a CMDP Lab Administrator, you can confirm which individuals are associated to your laboratory by logging into SCS Website and then follow the steps outlined below:

Under the Role Sponsorship section, select Access Management.
From the Search Criteria screen, select the appropriate Partner (Alaska Department of Environmental Conservation), Program Service (Compliance Monitoring Data Portal) and Role (select either the Certifier, Reviewer, Preparer, or Read-Only). Additionally, you can search by the individual’s name if you are looking for status on a specific person.
Click Search. The relevant individuals will appear along with their current status.
NOTE: CMDP Lab Administrators should be approving the Reviewer or Certifier roles for their laboratory. State CMDP Administrators are not typically involved in approving these roles but will approve the CMDP Lab Administrator role.

Can data collected as part of UCMR5 be submitted through CMDP?: No, samples should be submitted directly to EPA through an application called SDWARS. More information on reporting requirements are available on EPA's Reporting Requirements for the Fifth Unregulated Contaminant Monitoring Rule (UCMR 5) website.