Data to Information: Changing the Nature of Part 503 Recordkeeping Requirements

By COREY WILLIAMS

Most utilities have learned to cope with the Part 503 biosolids rule as it relates to recordkeeping and reporting. In large part, the solution has been to use inexpensive database applications or spreadsheets. Generally speaking, they accomplish their mission to record quality and quantity data and generate reports.

Although mundane in their application, these tools have substantial merit and the potential to enhance the internal and external effectiveness of a biosolids program. To rely solely on these tools, however, would be to miss out on the opportunity to transform the data into meaningful, actionable information and, ultimately, knowledge.

Although the first priority of most utility executives has been to satisfy regulatory requirements, they must now expand their focus to encompass issues related to public confidence, program extension, financial impacts, and similar non-operational concerns.

Following on their daily commitment to maintain a solid working relationship with their landowner constituency and application contractors, they should seek to use generated information to support decision making in the areas of biosolids quality and application-rate planning.

To achieve the transformation, biosolids or utility managers can use two technology tools: databases and the Internet.

Databases. Strictly speaking, a spreadsheet is capable of recording and reporting information, and many users enjoy the flexibility and easy graphical presentation features of a spreadsheet. Use of appropriate database technology, however, offers improved analytical and data modeling capabilities through relational storage and querying features. What's more, databases promote long-term storage of data and offer on-line availability of years of information without the "cut and paste" activity common to multiple spreadsheets.

Databases enable users to incorporate historical references to regulatory limits, seasonal variances, and other time-dependant information. Recent database advancements offer data mining, searching, and analytical trending functionality that were previously only available through complex queries or statistical analysis tools. Database applications offer alerts when regulatory or operational (e.g., application rate) boundaries are encroached and provide methods of consistent data entry.

Current database technologies can be developed and employed as quickly as spreadsheets and can provide for the potential integration of a laboratory information management system (LIMS) or other business applications (e.g., contractor invoice reconciliation with the accounting system). These elements offer utilities the chance to improve processes and enhance the outcome of biosolids land application programs.

Internet. Substantial benefits in operational control and public outreach can be achieved through the use of both "Intra" and "Inter" nets. Web publication of reports offers immediate accessibility for internal process control and operations staff via the Intranet and accessibility to the community at large through the Internet.

Intranet availability empowers the entire plant staff to be more closely attuned to the efforts and goals of the biosolids program. External publication provides an opportunity for ongoing and even interactive promotion of land application benefits. For example, a utility may regularly post statistics related to fertilizer saving and crop production results.

A few utilities have progressed beyond web-based reporting or mere publication to offer communication forums through the Intra/Internet. Internally, these "electronic white boards" allow both biosolids and non-biosolids staff to record and respond to issues recognized throughout the facility.

Comments, responses, and the resolution of problems can be incorporated within the database to create a knowledge base upon which users can query potential courses of action for similar situations. Externally, these forums allow the public to ask questions about the land application program. And, unlike e-mail, they allow the community to see both questions and responses from the utility through "threaded" messaging. Threaded messaging allows for the capture of all responses in such a way that participants can follow and contribute to an entire web-based group "conversation."

Case Study

Serving over 180,000 people in The City of Salem, Ore., and its surrounding communities, the Willow Lake Wastewater Treatment Plant has been using a relational database management system to manage its biosolids program. The relational database replaced a manual/paper based system and has enabled the utility to expand the biosolids program and provided for a more cooperative and proactive relationship with the farmers enrolled in the program.

According to Barry Evensen, Biosolids Manager for the city, the database and its associated reports have "really instilled a confidence in our farmers."

The landowners were long concerned about the application and cumulative effect of heavy metals applied to their properties. With reports from the system, the farmers are able to see not only the minor amounts of metals actually applied, but how far from any established limit they are and will remain for many years to come.

The city tracks approximately 300 land areas in the database and applies both liquid and cake product during the summer. Recently, the city was able to expand the range of the program to drier areas in eastern Oregon during the normally wet winter near the coast.

Conclusion

The key to migrating from strict record keeping and reporting of data is both the application of technology and a consistent focus on active biosolids management. With these efforts, the biosolids community will proactively combat and mitigate the effects of negative or suspect reporting on biosolids by the general media and maintain progress on the ideals and mission of the utility.