NPDESTracker
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Reporting

Every number in your annual report links back to a record.

Phase II MS4 annual reporting software where every reported number is evidence-linked to the inspection, IDDE incident, BMP record, or enforcement action behind it. Counts come from the records you already keep. Override any value with a one-line audit-log entry.

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01 · How rollups work

We count what you record.

Every count in the annual report is computed from the underlying records logged through the year. If you ran 14 construction inspections last quarter, the report sees 14, traceable to those 14 records. The full inspection workflow is detailed on the inspections page.

Counts roll up from

  • Construction site inspections
  • Post-construction BMP inspections
  • IDDE complaints, screenings, and source-tracing records
  • Public education events and outreach activities
  • Public involvement records and meeting minutes
  • Municipal facility inspections and good-housekeeping logs
  • Enforcement actions and notices of violation
  • Staff training records
The Annual Report 2025 view inside the NPDESTracker public demo, showing a submitted Western Washington Phase II annual report with reporting period dates, certification record, and workflow signals such as resolved findings and enforcement counts, on the fictional City of Madrona demo tenant

The reporting workspace shows the year as a set of questions, counts, narratives, and linked evidence. The submitted 2025 demo report is fictional, but it shows the shape of a finished annual report.

02 · Annual report

The annual report is a view of your year, not a separate document.

Each MCM section in the annual report rolls up automatically from the workflow that feeds it. IDDE incidents flow into MCM 3, construction inspections into MCM 4, post-construction BMPs into MCM 5, and public outreach events into MCM 1.

State-agency line items map to the actual records, not to free-text fields you fill in twice. By the time March approaches, your annual report package is already assembled. Your team is reviewing evidence, filling gaps, and finalizing the submission, not building the report from scratch.

Because the report draws from your underlying records, your data stays portable. NPDESTracker is designed so cities can export the records that fed each answer in standard formats (CSV, JSON, and GeoJSON where applicable), alongside the rendered report itself. Data ownership stays with the customer.

03 · Override + audit log

You can override any number, and the override leaves a trail.

Sometimes a count needs a manual adjustment. A record was logged in the wrong year, an inspection happened but never got entered, a duplicate slipped through. Every override creates a one-line audit-log entry with the user, timestamp, original value, new value, and the reason. State-agency reviewers see exactly what was changed and why.

audit_log_entry
2025-09-15 14:23 · J. Rivera
sample coordinator
override: mcm_4_inspections (q3)
previous: 47
new: 49
reason: two June inspections
imported from legacy spreadsheet
on 2025-09-12

Audit log workspace

One filterable view of every audited reporting action.

The Audit log workspace records evidence links, year state changes, Smart Draft runs, and answer edits across the annual reporting workspace. Filter by date, action, target, or actor. CSV export is wired for regulator requests.

The Audit log workspace surfaces the annual reporting workflow: report answers, evidence links, year state changes, and Smart Draft runs. Sites, outfalls, inspections, tasks, incidents, and GIS edits carry their own per-record timestamps and field-level change history alongside it.

Fictional demo data only. The public demo is read-only, so the seeded event count stays at the seeded baseline.

The Audit log workspace inside the NPDESTracker public demo on a phone, showing the cross-year audited reporting actions title, an Export CSV control, a read-only preview note explaining the public demo does not accept writes, and a scope note describing what the audit log surfaces across the annual reporting workspace, on the fictional City of Madrona demo tenant

04 · Scope

Counts from records, not scores from blanks.

NPDESTracker shows the records you have, the records you don't, and what's outstanding. Every figure in the annual report ties back to the underlying inspection, incident, BMP record, or enforcement action behind it.

What you'll see

  • Records you actually logged
  • Counts derived from those records
  • Overdue and due-soon items, by program
  • What's complete, what's outstanding, what's flagged for review

How counts are computed

  • Each number traces to records logged in the reporting period
  • Programs you haven't configured stay out of the rollup
  • Year-over-year comparisons appear once two years of records exist
  • Program status reflects what's complete, outstanding, and flagged for review

05 · Readiness rollup

See where you stand for the year.

A program-level readiness view shows what's complete, what's overdue, what's flagged for review, and what's not yet started across all six MCMs. Cadence-aware, so quarterly and annual obligations are surfaced before the deadline rather than after.

Status reflects what's in the records, on a timeline you can act on.

Operational gaps for 2026 view inside the NPDESTracker public demo, showing required-answer progress, evidence-linked progress, critical items to resolve before submission, and triage-this-week items, on a fictional demo tenant

The Operational gaps view counts what is still missing from the year and points to where to fix it. Required answers, linked evidence, overdue tasks, and findings without a recorded action all live in one place. Fictional demo data only.

06 · WA Phase II template

Built around the WA Phase II Western 2024-2029 template.

The reporting workspace ships with the WA Phase II Western 2024-2029 annual report template wired in: section structure, question prompts, expected evidence kinds, and the permit citations behind each line. Coordinators do not assemble a template from scratch each year. The structure is already there.

The official Ecology source documents (permit landing page, full permit PDF, Appendix 3 Annual Report Questions, Appendix 12 Existing Development, Appendix 13 IDDE Reporting, Appendix 14 SMAP) are surfaced inline on the reporting workspace so a supervisor can verify a citation or pull a permit appendix without leaving the page. The full Western Washington permit framing is on the WA Phase II page.

07 · Evidence linking

Suggested evidence records on every answer.

Each question on the template knows what kinds of evidence support it. When a coordinator answers an MCM 4 question about construction inspections, the workspace surfaces the inspection records from the reporting period that match the question's expected record kind. Linking is one click. The link reason is captured for the audit log.

Enforcement actions are first-class linkable records. A notice of violation that closed an MCM 4 deficiency, an enforcement letter that resolved an IDDE source, and a compliance schedule from MCM 6 all sit alongside inspections, IDDE incidents, BMP records, and outreach activities as evidence the answer can point to. The MCM 1 outreach side is detailed on the public education page; the MCM 2 participation side is on the public participation page.

08 · State workflow and certification

Open. In review. Submitted. Locked.

Each reporting year carries a state. Open while staff are saving draft answers. In Review while a supervisor is reviewing. Submitted once the year has been marked submitted, with the signatory information captured on the record. Locked as the final archive state.

Submission state changes are append-only on the audit log: who changed what state, when, and any signatory information captured at submission. The transition rules are enforced server-side, not just in the UI, so the audit trail holds up whether the year was opened, returned to draft, submitted, or locked.

09 · Print-friendly preview

Save as PDF from your browser. Submit through your agency's channel.

The reporting workspace renders a print-friendly view of the full annual report. Municipality, year, period, due date, state, certification info if present, every section in template order, every question prompt, every saved answer, every auto-derived value, every linked evidence summary, and the generated timestamp at the bottom. No app shell, no edit buttons, just the report.

Use your browser's Print dialog or Save as PDF. The output is a clean municipal-style document you can attach to an email, hand to the city attorney for review, or submit through your state agency's channel.

Submission stays with the human at your agency, on the agency's channel. NPDESTracker renders the report; your staff submits it through Ecology or the relevant state portal.

Further reading

See it run.

Open the demo to see the daily workspace, or request a guided walkthrough of this module.

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