U.S. Department of the InteriorU.S. Geological Survey

Continuous Records Processing

Background Information

In 2002, the Central Region Advisory Committee on Hydrologic Data Operations (CRACD) began investigating methods to accomplish the goal of computing records continuously

In 2005, the Central Region Continuous Records Processing Team (CRPT) met to establish and document guiding principles and best practices for all Central Region WSCs to implement for processing streamflow records on a continuous basis

External Driver – OMB/PART

External measure for “appropriate time period” is the 120-day OMB/PART requirement (compliance is 20% in 2006; 30% in 2007)

PART was NOT a consideration in the Central Region continuous records pilot program.

CR committed to meeting PART requirements using the technically based processes developed by the pilot WSCs.

Central Region Policy

In 2006 all WSCs in Central Region are required to:

Finalize (locked in ADAPS) all 2006 continuous-discharge records by February 1, 2007.

Annual Data Report deadline March 1, 2007.

Work and finalize percentage of 2006-2007 records continuously to meet PART requirements.

Implement RMS for records tracking.

Approach to Processing Records Continuously

Change in definition of a field trip Establish work teams in the field offices Emphasize better scheduling of all planned

work Acknowledge the benefit of DCPs at all sites Develop and use proposed tools

Pilot Effort

Six pilot offices were chosen to pilot the study based on Office size, Experience, Current records status, Geography, Hydrology, and Climate.

These offices were: Arkansas WSC Iowa WSC Kansas WSC Durango Field Office, Colorado WSC North Dakota WSC (computation during ice period) Missouri WSC

Lessons Learned

Transition time before records process became continuous

Time was needed to: Catch records up to current Change mindset Reestablish priorities

Lessons Learned

Records that had been processed continuously for 319 stations were published in the 2004 Annual Data Reports

During the end-of-year reviews problems requiring that the record be reworked were found with 3 of 319 stations

None of the problems were the result of the record being processed continuously

Guiding Principles for Processing Records Continuously

Based on the experiences of the pilot offices, two guiding principles have been recognized for processing records continuously The record process is data driven Processing records continuously must be a high

priority

Driving Factor

Paradigm shift concerning what drives the records process Traditionally the records process was driven by the Annual

Report deadline The process of computing records continuously is driven by

the data

Data Driven

As data are collected, the records are processed to the fullest extent that the data will allow

The data dictate the proper time to work, check, review, and approve the record

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Priority

Processing records continuously has to be a high priority for the Water Science Center Director Data Chief – Other Section Chiefs Field Unit Chief Field staff

Priorities

Traditional Gage operation Flood measurements Routine field trips Gage construction Project work Field maintenance Levels Equipment maintenance Field vehicles Processing records

Continuous Process Gage operation Flood measurements Processing records Routine field trips Gage construction Project work Field maintenance Levels Equipment maintenance Field vehicles

Best Practices for Processing Records Continuously

Evaluate and take advantage of any efficiency that will save time without sacrificing the quality of data collection and record processing

Maintain a detailed work schedule Use a records management system to track

the status of records

Field and Office Efficiencies

Maintain high-quality gages Less time spent diagnosing and

repairing problems Higher-quality gage height record

Monitor battery voltages, transmit times, transmit signal strengths, and other variables for problems

Be proactive rather than reactive with gage maintenance

Field and Office Efficiencies

Field trip organization Team approach – field trips

are organized into sections that are run concurrently Multiple people in the area

at the same time makes it more efficient to conduct tasks that require more than one person (levels, boat operation, construction/maintenance, etc.)

Field and Office Efficiencies

Technological advances in field equipment Hydroacoustics GPSs Digital levels Others

Field and Office Efficiencies

Take advantage of new software tools and scripts

http://water.usgs.gov/usgs/osw/adaps/scripts.html

Work Schedule

A comprehensive work schedule should be developed and maintained for each 12 months

The schedule should include Routine field trips Record processing Field maintenance trips Project work Training Meetings Leave Other tasks that require significant amounts of time

Work Schedule

WSC management needs to be supportive of the schedule

Record processing needs to remain a high priority

Record processing needs to be completed before moving on to next scheduled tasks

Records Management

It is important to track the day-to-day status of record processing

Methods that have been used to track the status of records include: Hand updated charts Electronic spreadsheets Web based systems

Records Management

Records Management System (RMS) is a tool currently being used by all CR WSCs

Status on 11/8/06

Partial-year approval of data

Summary

There are no fundamental changes in the record computation procedures – the same USGS standards are used when processing records continuously compared to the traditional method

Summary

The key to being successful at processing records continuously is

PRIORITY