Frequently Asked Questions By Category

Where can I find the link to the newest data loading handbook?
The Data Loading Handbook (DLH) link is part of the software. ERPToolsX: go to Tools>Links>DLH. ERPWebTools: click on the DLH link at the top of the page.
How do I get a new ValidValue created in ERPIMS?
Send in a request to the ERPIMS Data Support Desk. We will need a contact number and a delivery order number associated with the request. If a Method is requested, we will provide you with additional paperwork that needs to be completed and we will need a copy of the actual Method. For a new site request we will provide you with a form to complete. This must have the base Remedial Program Manager's (RPM) signature.

Token Complexity Requirements
-Must be between 8 and 14 characters in length.
-New token and old token must be different.
-Must contain 3 of the following 4 items.
  -Upper case letters
  -Lower case letters
  -Special Characters (from the list below)
      ~ ! # $ % ^ * ( ) _

How do I request a data export for a particular installation?
Send in your request to the ERPIMS Data Support Desk. Data requested needs to be approved by the base. We can not release data without a base POC approval.

Is the Data Dictionary available?
See :

--  Program Specifications
--  Lab Data Dictionary
--  Prime Data Dictionary
--  Lab Import Export Specs
--  Prime Import Export Specs

Will Installation RPMs have direct access to the ERPIMS data?
Yes, a data download function is available on the ERPIMS website allowing .mil customers to request their installation data in Microsoft Access format.

What will the new required fields for the ERPIMS data structure be?
See : Program Specifications

What is the process to acquire missing LDI data? (locations established by previous contractors and not submitted to ERPIMS.)
If the contractor is unable to obtain the missing data, notify AFCEC. AFCEC will attempt to acquire the missing information from the installation. If the information is not available, AFCEC will assist the contractor with identifying values to be entered to complete the submission process.

Will the ERPIMS tool suite be updated to comply with the existing AFCEC Quality Assurance Project Plan (QAPP)?

Will BRAC submissions be submitted to ERPIMS?
BRAC submissions should follow the current submission process identified by AFCEC.

What is an ECA?
The DoD has established the External Certificate Authority (ECA) program to support the issuance of DoD-approved certificates to industry partners and other external entities and organizations. The ECA program is designed to provide the mechanism for these entities to securely communicate with the DoD and authenticate to DoD Information Systems. It is a security measure that will allow your designated personnel to access the AFCEC secure data repository.
ERPToolsX Software and Account  

What do I need in order to use the ERPToolsX?
An External Certificate Authority (ECA) must be purchased. Note the AFCEC/ERPIMS website has listed a few companies that you can use to purchase an ECA. ERPIMS Registration, Rules of Behavior, SAAR, Cyber Awareness Training Certificate, Security Controls Checklist. Some documents can be found on the ERPIMS Registration Process Page.  You can request the other documents from the ERPIMS Data Support Team at the following email address

Why do I receive an error when attempting to do an application synchronization through ERPToolsX?
There may have been an update/edit on your Project (Edit Project). Send the xml file, which is the file created for the lab, to the ERPIMS Data Support Desk. We will make sure your updates match the ERPIMS production database, which is necessary in order to synchronize your project.

Why is my ERPIMS account locked?
The most common reason is that your Token has expired. Tokens expire after 60 days. You can contact the ERPIMS Data Support Desk and request that the password be reset. Occasionally, your IAAT has expired. This needs to be updated once per year. If that is the case, the ERPIMS Data Support Desk will ask you to do your security training and send in an updated certificate.
Also, when your TOKEN is Unlocked or Reset, you have 24hrs to logon with your TOKEN. If you do not logon within the 24hrs, your ERPIMS Account will be LOCKED again.

With the new ERPToolsX software, do I still need to provide a cover letter once I have submitted data electronically to AFCEC?
Yes, a cover letter still needs to be provided. This can be sent in an email to the ERPIMS Data Support Desk. Note that your data can not be processed until a cover letter is received.  If you need an example of the cover letter, please contact the ERPIMS Data Support Desk.
ERPIMS Data Entry (Chemistry)
With what should I populate the SDG field in the RESULTS table?
SDG is a lab code assigned to a contiguous group of samples upon delivery. For example, sampling effort for that day could be 1 SDG. This definition is consistent with what AFCEC QAPP 4.0 states and also the UFP-QAPP Compendium.

What is the minimum QA/QC data that need to be submitted to ERPIMS in order to pass validation?
All QC samples need to be provided to ERPIMS. The minimum QC criteria is specified in the project specific QAPP. Without QC data, the corresponding normal samples become much less defensible.

A mobile lab was used for a specific sampling effort. How will volatile and semi-volatile samples with no corresponding trip blanks due to on-site analysis be handled?
Datasets that are validated and contain no trip blanks generate a warning in ERPToolsX, therefore, can still be submitted. In the transmittal letter state why no trip blanks were contained in the submission and the EDL staff will disregard the warning.

No equipment blanks were taken for wells with built-in pumps. Will the software allow a dataset to be submitted without any equipment blanks?
Datasets that are validated and contain no equipment blanks generate a warning in ERPToolsX, therefore, can still be submitted. In the transmittal letter state why no equipment blanks were contained in the submission and the EDL staff will disregard the warning.

How do you report MS/MSD percent recoveries in ERPToolsX?
Spiked samples (Matrix spikes and duplicates, field spikes, laboratory blank spikes and duplicates, and reference material samples and duplicates) and surrogate spikes shall be expressed as units of concentration (e.g. per unit volume or mass), and reported in the PARVAL and UNITS fields. The concentration of analyte spiked should be reported in the SPIKE_ADDED field, consistent with the unit of measure reported in the UNITS field. Calculated percent recovery or accuracy values should be reported in the PERCENT_RECOVERY field for each analyte spiked into the sample.

How do I handle BEST_RESULT field in the RESULTS table?
In the latest release, a column was added to Results "Best_Result." The intent of this column is to identify the best result by flagging result records with a (Y/N field) value. 

We understand you have added LAB_QC_FLAG and LAB.DQT, PRIMEFLAG and PRIME.DQT, BEST_RESULT, and REASON_CODE. Please explain how QAPPFLAGS and EPA_FLAGS will be handled in the future.
The fields EPA and QAPP flags will be maintained in the ERPIMS production data structure as historical data. Further addition or editing of existing field values will cease. Existing data will be migrated to PRIME.DQT and PRIME_FLAG where possible. DLH version 4 submissions currently in process will require written clarification by the submitting contractor to explain how their "in process" EPA and QAPP flags values should be handled upon insertion into the ERPIMS production database.

What is the best way to handle the case where a single sample is sent to more than one lab for unique analysis?
SAMPNO in the Samples table should be incremented to reflect the split samples.

How do you expect to handle Valid Value Lists (VVLs) for these new flags? (Would it be based on the DQTYPE for each or a unique list to which contractors need to conform (like PARLABELs?)
There are separate VVLs for Lab_DQT and PRIME_DQT. There is a single VVL list for Reason Code values. Lab and Prime flag values are not tied to a valid value list.

Right now, if a value is "ND," then we don't know if the MDL or the RL is supposed to be used to represent a "ND." Would it be possible to consider populating the PARVAL with the appropriate "ND" value rather than zero?
By definition, the VQ is reported relative to MDL. Where PARVAL < MDL = ND, >= MDL < RL = TR, >= RL = =

We always use the "Report % Recovery for Spikes & Surrogates" in the Convert tool. This works ok, but when it converts to a percentage it sets the dilution factor equal to 1. If the sample is diluted for VOAs or SVOAs, then all the analytes are reported to the original dilution factor, and the surrogates are reported to a dilution factor of 1.
In the new tool, results may not be expressed as percent recovery. Thus, no conversions are needed. The dilution factor error occurred because a join was needed to grab the correct parent record. In either the join, or the where clause of the join there was an error. Since this join is no longer needed, the error is resolved.
ERPIMS Data Entry (Non-Chemistry)  
Is it necessary to delete all data from my ERPToolsX project to overwrite it?
No, when you wish to overwrite your data it is recommended you use the overwrite function in the ERPToolsX software. This function is available through the Import window and also when importing a lab submission file.

Are negative values acceptable in WINT.IBDEPTH and WINT.IEDEPTH?
All IBDEPTH and IEDEPTH values should be positive with exception to zero. The code RISER, which should be the only CLASS above ground surface, delineates the direction in which the casing is in relation to ground surface.

What is the best way to handle coordinates for samples that are not from a single point, such as composite samples or the results from multi-incremental sampling?
All samples require coordinates. For composites, the coordinates should be the center of the area the composite was collected, and the LOCDESC in the LDI table should include the radius for the area the composite covered. The SMCODE in the SAMPLE table needs to have the VVL CS for all composite samples. The LTCCODE in the LDI table needs to reflect the best representation of the location types that were sampled.

What is the class type of CAP in WINT table?
It is a concrete cap for some flush mount wells. Concrete may be above the well seal and grout but all including the cap usually begins below ground surface. Cap may be concrete poured outside of a surface casing for a protective well vault. The cap by this definition is not meant to be the casing/riser watertight cap, the drive over surface cap, or lid.

I am submitting data for a joint base. What AFIID should I be using?
Submit data with the AFIID where sampling locations are physically located.

The screen interval is entered into the GWD table every time we submit groundwater levels. Screen intervals are also located in the WINT table. It seems redundant, and provides more room for error, to enter this information each time we submit data when the screened interval does/will not change and this information already exists in another table.
From our experience, the only time we would need to capture the screened interval is when measuring/sampling a multi-level monitoring well. In this case, the sampling beginning and ending depth would contain the screened interval measured/sampled. Another scenario would be if the various screened intervals for a multi-level well are measured but not sampled. If we are required to submit this data, then in that case we would need to enter either the screened interval or we could just reference back to the WINT SCRNO which would define which interval was measured/sampled.
  1. Zero's can be entered in GWD data fields of IBDEPTH and IEDEPTH records where there is WINT data (with a screen defined).
  2. When Sampling wells referred to as multi-level (multiple screens or ports), I would suggest providing GWD sampling interval when there is more than one screen or port. In short, that means providing the non-zero depths for multi-level wells and some other applications. "Normal" single-screened wells can have zero's entered into the GWD beginning and ending interval depth fields. We do not need to refer back or do a lookup of the screen. Data queries can look at the WINT table for the screen but I think that we do not want the validation process to search for WINT screens. It helps to understand what's driving the issue of adding the beginning and ending depths in GWD. The subject of "packer wells" and special sampling was brought up when water was sampled in a depth range different from the normal screened area.

ERPTOOLSX – Importing Lab_submission_file
Before importing your Lab_submission_file. You will have to enter Samples in your Prime Data Entry Samples Table, regular samples from the field (N, FD, etc.) and also FIELDQC samples (EB, TB, AB). You do not need a LABQC record in Samples. That would be populated when you import the Lab File.

If you submit a Location (LOCID) with LTCCODE: BH. Then later that Location converts to a well. Contact ERPIMS Data Support Desk so they can change LTCCODE to WL. The Location will be the same LOCID.