Tier II Chemical Reporting Program
Installing the Tier2 Submit Program
1. How do I install the Tier2 Submit software program on my computer from the Internet?
Click here to access the step-by-step instructions for installing the Tier2 Submit software program on your computer from the Internet.Click on the words: 2012 Texas Facility Submission Guide.
2. How do I install the Tier2 Submit software program on my computer from a CD that contains the Tier2 Submit installation program file (Tier2Submit2012.exe)?
Insert the CD into your CD drive on your computer. Click the Start button at the bottom left-hand corner of your computer screen and then click on Run. This action will open a Run dialogue box on your screen. If the CD drive with the Tier2Submit2012.exe file does not automatically appear in the Open (filename) field in the dialogue box, click on the Browse button and locate the CD drive in the list of drives on your computer. Double-click on the CD drive to bring the CD drive and Tier2 Submit installation program file into the Open field in the dialogue box. Then click on the Run button in the dialogue box. This action will start the Tier2 Submit Setup Wizard on your computer.
3. I have tried to install the Tier2 Submit software program on my computer (either from the Internet or from a CD containing the Tier2 Submit installation program), but I am unable to get it installed. What is the problem?
First, make sure that you have a computer with sufficient hardware, software, and memory to support Tier2 Submit. . Your computer should be a Pentium III 700 MHz or faster (1 GHz for Windows Vista or Windows 7); 256 MB RAM (1 GB for Windows Vista or Windows 7), with a hard disk drive at least 60 MB of free hard drive space. You will also need a Color Display monitor, 1024x768 or higher resolution video adapter and display (DirectX 9 graphics device with WDDM 1.0 or higher driver for Windows 7). If you are using a PC computer, you will need either: Windows XP (Service Pack 3), Vista (Service Pack 2), or Windows 7. If you are using a Macintosh computer, you will need a PowerPC G4 (867 MHz+), Power PC G5 or Intel-based Mac; 512 MB RAM, hard disk drive with 60 MB of free hard drive space. Macintosh users will also need either: Mac OS 10.5.7 or later. You also need an Internet browser.
Please note that newer versions of the Tier2 Submit software will NOT install on Windows 98 computers. We have also received reports that Windows 2000 ME has had problems associated with installing the Tier2 Submit software.
If you have determined that you do have an adequately equipped computer, and you are still having installation problems, it is possible that your employer has implemented restrictions on your computer that prevent an employee from installing software without assistance from authorized Information Technology (IT or computer assistance) staff. Therefore, you should first check with your IT staff to determine if your employer has such restrictions in place. If that is the case, your IT staff should be able to install the software for you.
If you have addressed each of the issues described above and are still having problems installing Tier2 Submit on your computer, please contact the RMP Reporting Center by telephone at (703) 227-7650, or by email at RMPRC@epacdx.net for further assistance.
4. After downloading the Tier2 Submit software, an error message appears when I try to open the program. The error message is as follows: “A required .DLL file, DBGHELP.DLL, was not found” ?
This may be a compatibility issue. The minimum system requirements to use this software are: Windows 2000 (Service Pack 4), or Windows XP Professional Edition (Service Pack 2). The service packs can be freely downloaded at the following Microsoft URL - http://www.microsoft.com/downloads/Search.aspx?displaylang=en
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Starting the Tier2 Submit Program
5. How do I launch Tier2 Submit once I have installed the program?
Click the Start button at the bottom left-hand corner of your computer screen. Then click on Programs, and then double click on the Tier2 Submit 2012 program in the list of your computer programs.
6. When I launch the Tier2 Submit program, I get a dialogue box that asks me to enter my user name. What do I do?
Leave the User Name field blank and click on either the OK button or the X in the upper right-hand corner of this dialogue box. You will not need a User Name in order to use the software. Once you have closed this dialogue box, it should never appear again when you use the software (unless you reinstall the software in future).
7. When I launch the Tier2 Submit 2012 program, I get an hourglass, but then it quickly goes away. What is the problem?
The Tier2 Submit software takes some time to launch because it is a very large program containing a chemical name and CAS number database. It may take a minute or two for the program to launch on your computer, so be patient. The hourglass will go away, but it may still be in the launch process. However, if after waiting a few minutes, the program still has not launched, then you should refer to question #8 below.
8. When I try to start Tier2 Submit, I get an hourglass, but the program does not start, even after I wait a few minutes. What is wrong?
Dell computers with Yamaha SoftSynthesizer conflict with any program made with FileMaker, such as Tier2 Submit. To determine if you have Yamaha SoftSynthesizer on your computer, click on your computer’s Start button in the lower left-hand corner of the screen. Then click on Settings, and click on Control Panel. Finally, click on Add/Remove Programs. At the end of the list of programs, you should be able to see any products listed under Yamaha. If Yamaha SoftSynthesizer is in the list, you may want to consult with your IT staff before removing the program.
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Entering Data into Tier2 Submit
9. I prepared my Calendar Year 2011 Tier Two data using Tier2 Submit last year. How can I import my Calendar Year 2011 electronic Tier2 Submit data file into Tier2 Submit 2012?
Click here for step-by-step instructions on How to Import Your Calendar Year 2011 Tier Two Data Into the Tier2 Submit 2012 Program ."
10. Did the DSHS Tier II Reporting Program enter data from my hard copy reports that I filed for previous calendar years?
No, unfortunately the Tier II Reporting Program was not staffed at a level that would allow us to enter all of your data from your previously submitted Tier Two hard copy reports. Our data entry staff do enter information about your facility and the owner/operator so that we can track the Tier Two Reports for open records over a 30-year retention schedule, as required by our state community right-to-know laws. However, this data is limited and is entered into a master database that is not compatible with the Tier2 Submit software.
11. When I start Tier2 Submit on my computer, the data entry screens are small and difficult to see, and there’s a lot of empty white space around the screen. I can’t find a View menu that will allow me to adjust the data entry screen image size. Is there any way to enlarge the data entry screens to make them easier to see?
Yes, Tier2 Submit defaults to a 100% size image on the screen, but you can enlarge the image to 150%: In the lower left-hand corner of the screen you will see a box containing the number “100” (which unfortunately cannot be edited) and then to the right of this box are two icons that look like mountains. If you click on the larger mountain icon, the data entry screen image will be changed to 150%. If you continue clicking on the larger mountain icon, you can ultimately increase the screen image size to 400%. To reduce the screen image size, click on the smaller mountain icon.
You can also adjust the data entry screen image size somewhat by eliminating the left-hand Browse screen. This is done by clicking the icon immediately to the right of the large mountain icon. To return the Browse screen, click on that same icon again.
12. I can’t find a menu option in Tier2 Submit that allows me to save my data as it is being entered. Where is the Save option?
Tier2 Submit has an auto-save feature built into the program, so it is never necessary to save your data. As soon as you complete data entry in a field, it is automatically saved.
13. When I first open up the software, the first screen is the Address screen, but I don’t know how to enter the other items of required information (Owner/Operator name and address, Emergency Contacts, Chemicals in Inventory, etc.). How do I get to these fields of information?
There are two ways to navigate in the software: You can move from one module to another (Facilities or Chemicals in Inventory) by pointing your mouse and clicking on the skinny buttons (rectangular buttons just below the top menu options). You can move from one screen to another within a module by pointing at the appropriate tabs (which look like file folder tabs, approximately one-third of the way down the screen).
14. When I compare the Tier2 Submit data screens to my previous hard copy Tier Two Report, there seem to be a lot of new fields. Why are there additional fields in Tier2 Submit?
The new fields of information are not the result of changes in the federal EPCRA law. When the Tier2 Submit software program was being developed, U.S. EPA surveyed LEPCs, fire departments, and State Emergency Response Commission (SERC) staff to determine what additional fields of information would be useful for emergency planning and response. As a result, many new optional fields were added.
15. Do I have to complete every blank field in Tier2 Submit?
No, you only have to complete the required fields. Fields of information that are required by the federal EPCRA law are marked with a red asterisk (*) and NEW 2012 fields of information that are required by states are also marked also marked with a red*. Note that Texas requires that the County field must be completed. However, you will not see the red * appear next to the County field until you have selected “TX” for the state field when completing the Facility Street Address.
16. I have a chemical entry in the Chemicals in Inventory screens that will not validate because the Tier2 Submit software program is indicating that I have an incorrect CAS number error. How can I pass validation?
The CAS number field is not mandatory, and since you are getting a validation error that the CAS number is incorrect, it would be best to leave that field blank. However, please make sure the chemical name is entered properly and that the other required chemical data fields are completed.
17. Why do I get a validation error that says that I'm missing the owner/operator?
Make sure that for each facility you have at least one Contact where the Contact Type field indicates Owner/Operator. Click in the blank Contact Type field and choose the Owner/Operator label from the drop down list. If you try to type this entry into the blank field, the Tier2 Submit validation program may not recognize your entry, so always choose the entry from the drop down list.
18. How do I fix the validation error: "Must have a 24-hour emergency contact number"?
Each Contact designated as an Emergency Contact in the Contact Type field must have a 24-hour contact telephone number. To correct this error, go to the Facilities record for the facility that has this error. Click on the Contacts tab. Double-click the Contact name in the list that displays Emergency Contact as the Contact Type. This action will open up the Emergency Contact data entry screen to allow you to make the correction. Go to the Phone Type field and select 24-hour from the drop down list. Then type in the 24-hour telephone number in the Phone # field.
Please note that in the Tier2 submit validation program, the following Phone Types are not considered to be equivalent to a 24-hour Phone Type: Emergency, Beeper-Pager, and Mobile-Cell. You may provide telephone numbers for these other Phone Types, but you must still provide a Phone Type of 24-hour and a corresponding telephone number in order for your Emergency Contact data to validate.
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Saving the Electronic Tier Two Data File & Submitting It to the Tier II Reporting Program
19. Can I submit the electronic data file to the Tier II Reporting Program via email?
Yes, the Tier II Reporting Program can now accept electronic Tier Two data files by email, or you can copy the electronic data file to a CD and mail it to DSHS, but in either case, you must follow the current instructions for submitting the electronic data file. In the Tier2 Submit Help Documents click on the words: 2012 Texas Facility Submission Guide
If you have fee questions, refer to the Fee Calculator on this Web site.
20. How do I save the Tier Two data that I have entered into Tier2 Submit onto a disk?
There are two ways to get the Tier Two data from Tier2 Submit onto a CD disk:
If your Tier Two data passes validation, then the easiest way to get the data onto disk is as follows:
Click on the File menu in the top left-hand corner of the screen. This action will give you a drop-down menu list.
Click on Create Submission in the drop down menu list. This action will give you a dialogue box that allows you to decide which records (facilities) you would like to save to disk. If you only have one facility, then you may choose any of the record options. If you have more than one facility, then choose the appropriate record set (Found Set or All Records).
Click on the Start Validation button in the dialogue box. The software will run a validation check on your data, which may take a few seconds. Once the validation is complete, you will see a new dialogue screen.
If your validation FAILED, then you need to go back and correct the validation errors. You may View (onscreen) or Print a Validation Report to see your errors. However, there may be some circumstances under which you will not be able to correct all validation errors. If this is the case, you may want to contact the Tier II Reporting Program by telephone to try and determine whether the validation errors can be corrected. If you fail validation and cannot get all of the errors corrected prior to the March 1st reporting deadline, then use Method 2 below to get your data file onto disk. We want to ensure that you get an electronic data file submitted by the March 1st deadline. Minor validation errors may be corrected after your electronic data file has been received by the Tier II Reporting Program.
If your validation PASSED, then click on the Create Electronic File button on the dialogue box. This action will produce a Save As dialogue box on your screen. You will need to go into the File Name field at the bottom of the screen and type in a File Name for your electronic data file. It is recommended that you always indicate the Calendar Year for the report in the File Name, so, for example, your File Name would be something like: 12345 ABC Manufacturing Inc 2012.t2s.
Note that all File Names produced using the Create Electronic File button will have a .t2s extension on the end of the File Name.
If your electronic data file does not validate, then you will be unable to complete using the File / Create Submission menu option provided in Method 1. In such cases, you can still save the Tier Two data to disk by using the File / Export feature. Step-by-step instructions for Exporting the Data File to Disk are available by clicking here.
21. I have saved the electronic Tier Two data file to my computer. However, when I try to open the file, I get an error message. What am I doing wrong?
You will not be able to open the electronic Tier Two data file once it is on disk or saved to some other drive on your computer. The only way that you can view the data on the disk is to import the data back into Tier2 Submit 2012. However, that will not be necessary because your data will remain in Tier2 Submit software program until you either remove the software program or go into the Tier2 Submit program and start deleting information fields.
22. I have saved the electronic Tier Two data file to disk, but it is in a .t2s or a .zip format (both zipped file formats). Should I unzip the file?
No, please do not unzip the file. The Tier II Reporting Program can only import the data file into our copy of Tier2 Submit when it is in the zipped format (should have either a .t2s or a .zip filename extension). If you unzip the file, it will be reformatted into seven unzipped files that are linked via an embedded facility ID number. We will not be able to accept unzipped files. In addition, unzipping the files can lead to irreversible file damage, so to avoid these problems, please follow the instructions on how to export your file to disk and then leave the file on the disk in its original zipped format.
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Printing a Hard Copy of the Tier2 Submit Data File
23. How can I print a copy of my submission?
First, you must be in the Facilities module of Tier2 Submit in order to print a copy of the report. If you are not in the Facilities module, go to the File menu in the upper left-hand corner of your screen, and then select "Open" from the drop down menu list. Choose “Facilities” from the list. Then go back to the File menu and click on "Create Submission". This action will give you a dialogue box that allows you to decide which records (facilities) you would like to print. If you only have one facility, then you may choose any of the record options. If you have more than one facility, then choose the appropriate record set (Found Set or All Records).
Click on the Start Validation button in the dialogue box. The software will run a validation check on your data, which may take a few seconds. Once the validation is complete, you will see a new dialogue screen. The Tier Two Reporting Program recommends that you choose the option “Print Complete Paper Report.” You can then choose to either View the Paper Report or Print the Paper Report to your printer.
Please note that Tier2 Submit does not contain an option to save an electronic file of the paper report. The only way that you can save a file of the paper report is to scan the printed report and save this file as an electronic image file. Please do not send us a printed copy of your report. A Printed report is a deficiency.
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Sorting Records in Tier2 Submit
24. Can I sort records within Tier2 Submit?
Yes, Tier2 Submit has the capability of sorting records using the different modules.(i.e., Facilities, Chemicals in Inventory and Contacts.) First, select the module of interest. Then select the Record menu from the top menu bar and select the Sort option, which will give you the Sort Records dialogue box. The box on the left of the Sort Records dialogue box gives you the list of fields from which you can select the desired field(s) for sorting. Once you select the desired field(s) you can click on the Sort button to sort the records. To see all the records in their sort order, click on the View List hot button near the top of the screen.
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Searching Records in Tier2 Submit
25. Can I search records within Tier2 Submit if I am reporting on multiple facilities?
Yes, you can search for records, based on different fields of information or combinations of fields of information. To start a search, go to the Search menu at the top of the screen and click on Start Search. The most common search fields are included on the initial search dialogue box that will be activated. If you wish to do a more complex search for data, click on the Go to Advanced Search button at the bottom of the initial search dialogue box. This action will give you many more search options.
When you perform a search, the results will display as a subset of all the facilities that were in your original file. After you have finished a search, you may still view all of the facilities that were in your original file by clicking on the View All Facilities skinny button at the top of the screen (next to the Help skinny button).
The most frequently searched data field for Texas Tier Two data files is the County, since this search is often used to identify specific facilities under a Local Emergency Planning Committee (LEPC). You may also search the city or zip code data fields to create a subset of all the facilities that are under a specific fire department.
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