Introduction

• Using the On-site App for sampling is mandatory as of November 1, 2024; as a consequence, when generating the EDR to submit the test results in the Gateway, you must include the On-site App project number (e.g. O-P-0000).
• On-site App projects must be created before the sampling date (we strongly recommend doing this at least one week in advance). This allows sufficient time to complete the necessary steps, finalize pre-visit documentation, and prepare for on-site activities without delays.
• The Supplier organisation must be fully registered on the Gateway before creating the project and initiating the sampling process.

Please note that projects created after the sampling date will not be considered compliant with our protocols.

1 - Project creation

When a Supplier needs Wastewater Sampling performed at their facility, there are two ways to request it:

a. The Supplier sends a request via Find Your Exper to one or multiple ZDHC Approved Solution Providers (see Find your Expert Solution Provider FAQ and, if necessary, share the Supplier steps to make a request with the facility).

→ Project requests will appear directly in the Solution Provider Platform Find Your Expert - Received requests

b. The Solution Provider creates a project on behalf of the Supplier in the Solution Provider Platform after being contacted directly by the Supplier

→ The Solution Provider manually creates the project under Find Your Expert - Manual requests

IMPORTANT: Only Suppliers fully registered in the Gateway can be assigned to a project; check the Supplier status before planning the service.

2 - Project assignment to an Expert

The Solution Provider assigns the project to a qualified Sampler* in the Solution Provider Platform by clicking on Assign Expert

The Sampler receives a notification and can access the project directly in the On-site App.

(*A qualified Sampler is a staff member who has been nominated, completed the training, and passed the exam for the relevant service.)

3 - Project completion

The Sampler follow these steps to complete the project:

Step 1: Go to the On-site app

Step 2: Log in with your credentials

Step 3: View and download relevant forms (You may use your forms as long as all the required data are present)

Step 4: Verify/Create sampling points

• For facilities previously sampled with the On-site App (by yours or another laboratory): Sampling points already exist. Ensure the list of sampling points is complete, confirm by uploading proof and create any missing sampling points if necessary.

• For facilities' first On-site app sampling: Create the sampling points during the previsit and add coordinates and proof pictures during the on-site visit.

Step 5: Click on “Start”

Step 6: Select accurate discharge options 

IMPORTANT: ensure the choice is correct before saving it; this will be reflected in the sampling procedure; ask the supplier for documental confirmation to avoid any issues

Step 7: Complete the previsit following the instructions

Step 8: Complete the on-site visit following the instructions and create SAMPLING POINTS, SAMPLES, and INSTRUMENTS

Step 9: Close the project indicating the on-site date (if you have a connection issue, you can close the project as soon as possible indicating the correct on-site date even if it is in the past)

4 - Troubleshooting

• LACK OF CONNECTION ON-SITE:

Gather all the necessary evidence as outlined in the previsit and input the necessary information as soon as you have a connection. You will be able to close the project with the correct on-site visit date.

• DISCHARGE TYPE IS DIFFERENT FROM SUPPLIER’S INDICATIONS:

Samplers are asked to select the correct discharge type and volume at the project start; we advise asking the supplier to provide evidence to confirm the type and volume of discharge.

Ensure the choice is correct before saving it; this will be reflected in the sampling project.

Samplers are asked to confirm the discharge type and volume when arriving on-site.

If the type of discharge is incorrect, get in touch with your laboratory to evaluate if you should move forward with the sampling (e.g. the sampling collection kit may not be adequate)

• If there are no conditions to complete the sampling, cancel the project (providing the motivation) and organise new sampling for the facility.

• If it is possible to complete the sampling, cancel the project (providing the motivation) and create a new project with the correct discharge type.

IMPORTANT: Ensure the type of discharge is correct in the Gateway