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AEERS Help Resources

2017 ADEM AEERS Webinar

AEERS Training Questions / Answers
  • Creating a secure user account for AEERS. Can this be same as ADEM E2 login?

    • Not at this time. We are working towards a single sign-on for the Department, but we aren't there yet.

  • Will we get an e mail reminding us that our password expires soon?

    • No, the system doesn't remind you that it will expire soon. If you attempt to login and the password is expired, the system will tell you.

  • When the RO logs in, is their facility list automatically populated? How about the preparer?

    • Yes, the facility information is automatically populated when an RO logs in. The preparer is not automatically associated with the facility. The RO or Managing Preparer will associate preparer accounts with the facility.

  • I am not familiar with 'managing preparer'. How does one become a 'managing prepare'?

    • This is a coordinating preparer assigned by the RO during their account registration.

  • I am the preparer for E2 for my RO. RO was not able to attend the meeting, and I have already set up my login for AEERS. Will RO be able to assign me as 'managing preparer' in the future?

    • When initiating the RO account, the MP can be assigned. The AEERS and E2 systems are not linked, so accounts in other ADEM systems do not create accounts in AEERS.

  • The facility reports will automatically populate?

    • The reports in the "Reports" box pull data from our internal system as well as emissions that you are entering. So yes, historical data automatically populates and emissions entered for the current reporting year appear in the reports as well.

  • So when the annual report is due, we will see 'new report'?

    • Yes, but on the home page. Not on the facility information page. Emissions reporting for the previous calendar year opens on January 1. Once the emissions for the previous year have been reported by the facility and accepted by ADEM, the next available reporting season will not open until the next January 1st.

  • Who is my inspector?

    • The person who inspects/permits your facility from ADEM Air Division.

  • If I have one source with two stacks, can I report the source as if there is one stack? My calculations are by source.

    • The system reflects how we expect it to be reported. Please view the Facility Details report on the Facility Information page to determine how your facility is represented in our system. If you want to report differently than how it is displayed for your facility, please contact your inspector.

  • Regarding the ability to add new pollutants in the application, wouldn't pollutants be added already?

    • If the pollutant has not been reported in the prior two years then you will need to add the pollutant if you have emissions to report.

  • The only reason to select 'no emissions to report' is if that particular release point has not been operating all year long, correct?

    • Yes, you will not have to report emissions if the unit associated with the release point has not been in operation during the reporting season.

  • When you say 'reporting season' is that semi-annual reporting?

    • No, we are referring to the Title V annual emissions reports. The report is based on the previous calendar year.

  • Do you know how many significant figures need to be reported? Is decimal precision specified?

    • It will store up to 6 significant figures after the decimal.

  • Is the significant figure automatically populated?

    • Yes. If you enter 1.25, it will show as 1.250000.

  • When you say 'open to the public', does that mean this information can be found on ADEM website?

    • Yes, it will be available on the Department’s e-File system, located on the ADEM website.

  • Are we able to add additional email address for notification?

    • You may add additional preparers. All accounts get notifications. You may also have more than one RO.

  • Is this presentation available on the ADEM site?

    • The recording of an AEERS webinar will be placed on the AEERS home page.

  • Is there a technical contact at ADEM that we can reach if there are questions in regards to questions for the XML Upload?

    • Please use the AEERS helpdesk email address (aeers@adem.alabama.gov) for XML assistance.

  • Just to verify - the electronic completed submittal must be completed by?

    • The electronic completed submittal must be completed by June 30th.

  • Can the RO be the preparer too?

    • Yes, the RO possesses all of the permissions of a preparer in addition to the ability to review, certify, submit, revise and dispute reports for assigned facilities. The RO does not have to also get a preparer account to fill that role.

  • Can the MP create preparer accounts?

    • No. Each user must create their own account using the “Don’t have an account” link on the AEERS home page. A Managing Preparer (MP) has the ability to assign preparers to the facility to enter emissions data by clicking the “Manage Preparers” button at the bottom-right of the Facility Information page.

  • What is the difference between a managing preparer and a preparer?

  • In addition to possessing all of the permissions of a preparer, a Managing Preparer (MP) has the ability to assign preparers to the facility to enter emissions data.

  • Additional email notification to VP or Director will have to be a preparer or RO, correct?

    • Yes. The VP or the Director may be considered an RO for the facility.

  • On the previous page one of the submitted reports was shown as disputed - what does that mean?

    • That link allows the facility to address issues after the report has been accepted by ADEM. Although the system allows for this, it is perfectly acceptable to deal with these outside of the system by contacting your ADEM Air contact directly.

  • Can I register my RO on his behalf?

    • Yes, you can initiate the RO account creation up to the point of requesting validation by ADEM staff. However, once the RO is validated, it is up to the RO to complete registration. AEERS will send a temporary password for the RO to enter AEERS and complete identity proofing. The initial process will allow the managing preparer to add any other preparers and begin the report. The RO must complete account set-up in order to submit the report to ADEM.

  • Exceedance, is there a way to report exceedances?

    • No, this is only for annual emissions estimates.

  • If you already have a letter on file to designate RO, do you have to do that again?

    • As long as it is filed with the Air Division, in other words, it meets the requirements of an RO according to Title V, then you do not have to resend the letter.

  • I missed some parts on uploading documents. Was there a way to have the documents not public?

    • If you have to submit confidential information, you are able to submit a redacted copy of your documentation through the system and follow-up by sending a full hard copy to your ADEM Air contact. The system has a statement at the bottom of that page to check that you are submitting confidential information through the mail. They cannot accept your submittal until this process is completed.

  • If an MP was listed when the RO account was created, do they start their account just by putting in their user ID and clicking "forgot your password"?

    • No, the MP will still have to go to “Don’t have an account”. The system will know when the account is created that you are associated with that facility and you will automatically have MP permissions.

  • This could be a repeat, but will the facility information already be populated?

    • Yes, it is pulled from our internal permitting system. Please use the “Facility Details” and “Stack Report” documents in the Reports section of the facility information page to verify the layout of your facility. If anything is in error or it doesn’t make sense, please contact your ADEM Air contact.

  • Will MPs and preparers be notified when a report is submitted by the RO or changed to accepted status?

    • Yes

  • How far can we look back at our history?

    • You will be able to look at the two prior year’s emissions reports.

  • After submitting, do we still have to send a notification to ADEM?

    • No

  • Will we receive a notification back?

    • All associated accounts will receive a notification that the submittal has been accepted.

  • Sorry loaded question, when we submit our report, inspector sends back a notification letting us that ADEM has received your report, will we receive something similar?

    • The system will send notification to all associated accounts that your report is submitted. You will not receive anything additional from your ADEM Air contact.

  • Will RO or all preparers get a receipt email?

    • All associated accounts, meaning the ROs and all preparers.

  • If rejected close to deadline (day of deadline), and it is now past June 30 - will satisfying the rejection AFTER June 30 make it late?

    • Your submittal is on time if you have your initial submittal in by June 30th. Any issues that arise can be handled after that date.

  • Is the MP able to assign contractor/consultants as preparers?

    • Yes

  • Are we required to use AEERS, or can we still do things the old way, pony express?

    • AEERS is mandatory for your Title V emissions submittal beginning this year (for the 2016 emissions year).

  • Is there a reporting tool for air emissions from synthetic minor permit locations?

    • No, this tool is only for Title V sources. We do not have a regulation that requires annual emissions reporting for synthetic minor sources.

  • Is there a power point presentation that we are able to see or it's a live demo?

    • We will be conducting a live demo. The webinar will be posted to the AEERS main page in the next few days.

  • Will the presentation be available for download after the webinar?

    • Yes, we will be making the webinar video available on the AEERS website hopefully by next week

  • My email address has changed. How does the account information switch over from the old account to the new account after creating the new account

    • The new account will have to be associated with the facility. Creating a new account takes you through the entire process again.

  • Can you revise an XML report once it is "ready for review" status?

    • Yes. The xml file simply loads the data into the application. You would just move the report back to "Incomplete" and reload a new xml file to overwrite your previous data. You can also edit the data that you loaded through xml in the application if necessary.

  • For facilities that did not submit electronically last year, will we have to enter 2014 and 2015 data or will that be automatically populated?

    • That will automatically populate from our internal system.

  • So all previous reported pollutants will already be auto populated for each emission point, right?

    • Yes

  • Do you have any examples of additional documentation or summary of what information is expected for justification of significant changes?

    • It is justifiable to point out changes to the process that contributed to increased or decreased emissions. It would really be determined by the type of process as to what would be expected. If you are unsure, it's best to contact your ADEM Air contact.

  • And the emission changes are looked at by each pollutant for each source right?

    • Yes

    • Of course, a single justification can account for changes in multiple pollutants and multiple processes.

  • Can we use one document per source if the reason for the difference is the same for each pollutant that is flagged? Is it a separate attachment for each Unit or one attachment with all calculations for the facility?

    • Absolutely. We actually need all documentation to exist in a single uploaded document.

  • How can an old account be deactivated once a new account is created due to an email change?

    • First, the RO or managing preparer will need to deactivate the old account for each facility it’s linked to. Next, the RO or managing preparer will need to notify their ADEM contact or the AEERS help desk (aeers@adem.alabama.gov) to deactivate the account.

  • Saving of data: As we were working with adding preparers and inactivating preparers in the Manage Preparers pane, the question arose asking how do you save the changes made to the preparers?

    • Previous discussion relating to the 15 minute timer and the need to save data prompted this question. Generally, the need to save data applies to the entry of emissions data. Changes made in areas such as managing preparers are immediate.

  • On the emissions entry page, the dropdown list for methods, do they self-populate for the correct test? The drop down list contains a lot of choices that we’ve never had to deal with. Basically, when I enter pollutants, does the method code default to the one that I should use?

    • It doesn’t know how you’ve calculated it. We use the data you submit for Title V for the AERR where we have to submit major source data to EPA. A lot of states do that as a separate reporting. We use the data you submit to us for two purposes. And because this is something we have to report with that data, that’s something we have to require you to enter. If your emissions factor came from a stack test, that will be something you want to enter.

  • Say you entered, you checked the method and then turn in your calculations, I always reference the method in the spreadsheet. Say I click the wrong box in AEERS, will the inspector kick it back?

    • No, they’re looking at the values. They won’t kick it back over a method code. They might correct it in our system.

  • What is the difference between an error and a warning?

    • A warning is an entered emissions value that’s +-20% than the previous year’s data. It’s a way to flag a potential data entry error.

  • So there’s one piece of documentation that is your calculation methodology and there’s a separate document explaining your warnings?

    • No, there’s only one attached document. Put the acknowledged warning explanations on the page with your calculations where you state we realize this is greater or less than the previous year value.

  • At what point do you enter the documentation? Is it for each emissions point?

    • No, it is one document total. It will be the same information you have previously been mailing to us. There is a special screen in the emissions entry page that allows you to attach your documentation.

  • How often will an RO receive an email notification?

    • Each time there is a change in status for the emissions report

  • When using the Contact ADEM Rep link, is it always up to date with the correct inspector?

    • Yes, we maintain that in our system and is always up to date in the AEERS system. The facility contact will be the person you always deal with.

  • Can any preparer submit the emissions report to the RO for review?

    • Yes

  • How does the RO make you a managing preparer?

    • The RO does this when going through RO Registration. He can designate the MP at this time, or the RO can contact the AEERS help desk to designate or change the MP. Additionally, the RO can select/deselect a managing preparer in the manage preparers section for each facility.

  • What is the RO Registration form online?

    • The form previously used for RO registrations has been replaced by an online tool. Again, the document previously used by ROs to register for the AEERS application has been replaced by an online registration tool.

  • Can a managing preparer deactivate an RO?

    • No. If your facility only has one RO and that person leaves, it’s best to get the new RO set up in the application to maintain facility access.

  • Will previous years’ emissions values appear in the AEERS system even if we did not use the system last year?

    • Yes. Whether you used the AEERS application or submitted your emissions report by paper last year, the previous two years of reported emissions values will appear in the AEERS application.

  • Do you have to have a managing preparer?

    • No.

  • The first time you’re setting up everything, the data for the emissions points, is that set up by us (the facilities)?

    • No, that’s set up by ADEM. It’s based off of previous year emissions.

  • Can you have multiple ROs?

    • Yes.

  • In addition to annual reporting can this be used for quarterly reporting?

    • This is purely for the Title V reporting. This is not for your ACC, semi-annual monitoring compliance report. We’re working towards using this, or some component of this, for all of your reporting needs.

  • Can I register my RO?

    • Not completely but you can initiate the registration process for the RO. After submitting the RO’s registration information, the RO will receive an email notification that the registration is being reviewed by the facility contact. Once the ADEM contact accepts the RO registration, the RO will receive a temporary password to complete the setup of the account. If an MP was included in the registration, the registered MP user will then be an active managing preparer.

  • Question on new emissions points. If they are considered insignificant, do they go under fugitive emissions? This is for a temporary boiler.

    • No. You will need to contact your inspector to have that emissions point added.