I-50_HydrologicModelStorageSOP_1.0_FINAL_20210303_signed

Title:
Version
Date:
Approvals
CITY OF
DURHAM
City of Durham, North Carolina
Department of Public Works
Stormwater and GIS Services
Water Quality Unit
Standard Operating Procedures for Hydrologic Model Storage
1.0
March 3, 2021
Approved by: UU Date:
Michelle Woolfolk, Water Quality Manager
Approved by:
March 4, 2021
Date: March 3, 2021
Paul Wiebke, Assistant Director for Stormwater & GIS Services
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Revision Record
Revision
Date
Updated by
Description of change
1.0
3/3/2021
J.V. Loperfido
Initial version of SOP template
Distribution
Current copies of this approved SOP should be provided to the following positions with the City of
Durham Stormwater and GIS Services:
• Water Quality Manager
• Assistant Water Quality Manager
• Environmental Planning & Compliance Senior Analyst
• Watershed Planning Manager
The current SOP should also be provided to any contractors performing these procedures on behalf of
City of Durham Stormwater & GIS Services
Abbreviations
SOP Standard Operating Procedure
WQU Water Quality Unit
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Table of Contents
Procedures.......................................................................
Purpose and scope ......................................................
Method summary........................................................
Health and safety warnings .........................................
Cautions and interferences .........................................
Personnel qualifications and responsibilities ..............
Equipment and supplies ..............................................
Methods......................................................................
Data and records management ...................................
Quality assurance and quality control (QA/QC)...............
Appendix 1. Hydrologic Model Storage Summary...........
Appendix 2. Hydrologic Model Revision Summary..........
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Procedures
Purpose and scope
The purpose of this Standard Operating Procedure (SOP) is to establish uniform guidance for Water
Quality Unit (WQU) staff to follow for data management and storage related to the use of hydrologic
modeling software. Hydrologic modeling can include the simulation of water quality, hydrology, and
hydraulics. The procedures outlined in this document apply to the storage of hydrologic models, version
control, and data management of model input, output, and metadata. This SOP describes data
management procedures to ensure consistent and organized file structures to separate different
versions or scenarios of hydrologic models. Following the guidance outlined in this SOP will enable
efficient and accurate operation of hydrologic models and speed-up the ability to recall model results at
future dates.
Method summary
This SOP documents the procedures for storing hydrologic models used by WQU staff. The methods
section and data and records management sections are intended to set guidelines and best practices for
storing hydrologic models, model results, and metadata. Since hydrologic models differ in their scale and
scope, some specific details on data management of the models will likely vary on a case -by -case basis.
The key components included in this SOP include a storage hierarchy for archiving of original material
and maintaining version controls for updated scenarios. This includes following a server -folder structure,
documenting model details on a summary sheet, and tracking model revisions. This SOP includes a
Hydrologic Model Storage Summary template in Appendix 1 for documenting key data management
information that describe the project, model, data, and metadata for each hydrologic model. A
Hydrologic Model Storage Revision Summary template is provided in Appendix 2.
Health and safety warnings
Duties related to hydrologic modeling, data management, and model storage primarily include work at a
computer workstation for extended periods. As with other computer work, common hazards can include
visual problems such as eye fatigue, blurred vision, and headaches, or, aggravated musculoskeletal
issues such as tendonitis, back pain, and carpal tunnel syndrome. Computer workspaces should be set
up in a safe, unobstructed, and clean fashion and maintained so that it complies with all laws regulating
work areas. This includes, but is not limited to, the following basic safety precautions: avoid obstructions
in the work area, eliminate trip and fall hazards, ensure proper lighting, ensure ventilation, use
appropriate furniture, avoid using a single power outlet for computer and other electrical extension
cords. While this section summarizes some of the more common hazards encountered during computer
work, all employees are expected to review and comply with all City procedures and policies.
Cautions and interferences
Care must be taken to operate hydrologic models and store modeling data in a planned and deliberate
manner. Many software and hardware issues can interfere with successfully implementing the modeling
data management strategy provided in this SOP. Hydrologic models should be executed in the proper
version of the modeling software. This is critical to be able to replicate original modeling results, avoid
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alteration/corruption of input files, and enable successful computation and completion of modeling
scenarios. Operating hydrologic models, particularly with multiple scenarios, can easily lead to data
management issues such as over -writing previously generated data. Thus, attention should be paid to
the location of model output.
Some additional issues that could result in data management issues include:
• Changing server -folder names outside of the modeling environment may cause hydrologic
models located inside that folder to not run properly.
• If a copy of a model is created to run a duplicate or new scenario, all of the files required for
running the model should be copied and moved as well to ensure the model is run correctly.
Also, direct the model to create output files in the new folder so, that results in the old folder
are not overwritten.
• Large hydrologic models may require significant computer processing power. It is important to
ensure that a computer with the minimum processing capability required by the model is used
to properly execute a model run.
Personnel qualifications and responsibilities
All WQU staff conducting hydrologic modeling and data storage should be familiar with and follow the
procedures described in this document as well as related model documentation and manuals.
Hydrologic modeling will typically be performed by WQU staff at the Environmental Planning and
Compliance Senior Manager, Manager, and Senior Analyst level. Staff in these positions should know
about hydrologic modeling software processing and procedures, statistical analyses, hydrologic
processes including water quality, hydrology, hydraulics. These staff members should be familiar with
data management, manipulating large datasets, and data storage. Responsibilities for quality
assurance/quality control of hydrologic model storage will largely remain with the WQU staff member
conducting the modeling. An optional colleague review of the model storage may be conducted by a
WQU staff member if the appropriate modeling expertise is available.
Equipment and supplies
Types of equipment needed for storing and manipulating hydrologic models are largely consistent with
that needed for typical computer work in an office setting. This includes:
• A computer with sufficient specifications to run hydrologic models and process the manipulation
of large files associated with each model. Consult the minimum system requirements for each
model before manipulating and running a hydrologic model.
• A connection to the server or local drive that is reliable and fast enough to support the model
execution and data management.
• A workspace and workstation with adequate safety and ergonomic function. Refer to the Health
and Safety Warnings section for more information.
Methods
The following steps should be followed when receiving, storing, and utilizing hydrologic models. At a
minimum for each hydrologic model, a copy of the original model should be stored as described below,
even if the model is never utilized further.
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1. Set up a parent folder within the Stormwater and GIS Services' Quality folder for a new
modeling project. A blank copy of the Hydrologic Model Storage Summary Template (Appendix
1) should be placed in the parent folder for the project. A new subfolder(s) to store originally -
sourced models should be created in the parent folder. See the 'Data and records management'
section below for folder naming conventions and folder structure.
2. Obtain the hydrologic model from the original -source and place this model in the original model
subfolder of the parent folder created in the previous step. Originally -sourced models can come
from external contractors, state -agencies, non -governmental groups, academic institutions, or
other partners. Hydrologic models can also be provided by sources within the City of Durham, or
developed within the WQU, and should be treated similarly. Regularly -occurring or on -going
annual modeling efforts implemented by the WQU (e.g., Loadest modeling) may not have an
'Original Model' subfolder since the modeling effort began a several years ago.
3. Fill out the Hydrologic Model Storage Summary document.
4. Make a new copy of the original model to run if needed, otherwise, make a new revision
subfolder. Update the Hydrologic Model Storage Summary document as needed.
5. Continue creating new subfolders as new revisions or scenarios need to be developed for the
hydrologic modeling project. Update the Hydrologic Model Storage Summary Template as
needed. The subfolders should be populated with updated Hydrologic Model Revision Summary
documents (Appendix 2).
6. When a modeling project is completed, the Hydrologic Model Storage Summary document
should be updated to reflect all modeling activity that is saved within the project folder. An
optional colleague review of the model storage can be obtained at this step.
Data and records management
The intention of this SOP is to provide guidance for consistent, clear, and reproducible data
management and record -keeping for hydrologic modeling efforts. The framework below is provided for
developing a folder and sub -folder structure for storing and managing data and metadata for hydrologic
models. Figure 1 below illustrates the folder structure to follow for storing a hydrologic model.
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Model Name YYYY
Hydrologic
Model
Storage
Summary
_Original Model
YYYYMMDD-dontrun
(don't modify this
model)
_Original Model
YYYYMMDD-fullrun
(folder for running
only original models)
Revision 1.00 (initial
revision of an original
model}
Hydrologic
Model
Revision
Summary
Revision 1.01
(example of further
revisions, numbering
at the discretion of
Hydrologic
the modeler)
Model
Revision
Summary
Model Docs (folder
for storing model
manuals, reports,
etc.)
Figure 1. Folder structure for storing a single hydrologic model. A new parent folder (i.e., Model Name YYYY folder) should be
created for each hydrologic modeling project. Bold text in the figure denotes the naming scheme for files and folders.
As illustrated in Figure 1, the storage of a modeling project can include a parent folder, original model
folders, model revision folders, model docs folder, a Hydrologic Model Storage Summary document, and
Hydrologic Model Revision Summary documents. Details for each of these data management
components shown in Figure 1 are described below. The structure of modeling folders located within
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the 'Original' and 'Revision' folders are at the discretion of the modeler and will vary depending on the
modeling software requirements and modeler preferences.
• Model Name YYYY: This folder is the parent folder for the project. The naming convention
consists of the model name followed by the year that the model was downloaded. The name of
the model should pertain to the environmental system that is modeled rather than the software
that is used to model the environmental system. For example, the name of the project parent
folder for a Jordan Lake model received in 2020 may be, "Jordan Lake Watershed 2020." Note
that this example does not reference the R Software that the model was developed in.
• Hydrologic Model Storage Summary: A completed Hydrologic Model Storage Summary
document should be placed in the parent folder for the modeling project. This document
contains text fields to document project information, a description of the model, information
about the files and data associated with the model, and documentation of a colleague review. A
blank version of this template is located in Appendix 1.
• Hydrologic Model Revision Summary: A completed Hydrologic Model Revision Summary
document should exist in each Revision subfolder. These revision summary documents should
be updated to capture details on what in the model, source data, and file output are different as
compared to the previous version of the model. A blank version of this template is located in
Appendix 2.
• _Original Model YYYYMMDD-dontrun: This subfolder is used to store the model that is
obtained from a contractor, regulatory agency, or other sources. Final versions of models that
are originally -developed by WQU staff should also be stored in this folder. Models and files
stored in this subfolder should never be altered. The model placed in this subfolder should only
be copied out of this subfolder and never run from this subfolder. Items in this subfolder are
essentially a receipt of what we have obtained from others' modeling efforts. It is anticipated
that several versions of the same original model may be received so, this 'Original Model'
subfolder title name includes a date to differentiate between submittals. Regarding naming,
YYYYMMDD in the subfolder name indicates the year, month, and day that the model was
received. For example, if an updated Jordan Lake model were received on March 10, 2020, the
subfolder to store the original model would be named, "_Original Model 20200310" and be
located within the project parent folder.
• _Original Model YYYYMMDD-fullrun: This subfolder is used to store and run an identical copy
of an original model. Executing the model in this subfolder can be a way to verify results
generated by external parties. Regarding naming, YYYYMMDD in the subfolder name again
indicates the year, month, and day that the model was received.
• Revision #.##: The revisions subfolder is used to store revisions of original models that are
generated by WQU staff. Revisions of the original models can include changes to input files,
model parameters, spatial domain, modeling time -step, or any other change to an original
model. Naming for this subfolder includes '#.##', which signifies the numeric version number of
the revision. For example, if an original model is changed, it can be placed in a subfolder titled,
'Revision 1.00.' If that model is changed to a significant extent, it can be saved to a subfolder
named, 'Revision 2.00.' The tenths and hundredths decimal places in the subfolder name can be
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changed as well to indicate minor revisions or changes to a model. Consideration and judgement
by the modeler will be needed to determine what merits a change to a model and the need to
create a subsequent 'Revision Folder'. Revision numbering is at the discretion of the modeler.
The Hydrologic Model Revision Summary document located in this subfolder should provide a
listing of the original model version and subsequent revised models (if applicable) used to create
this revised model. The revision summary document should also denote what changes
distinguish the revised model from a predecessor.
• Model Docs: This subfolder is used to store documentation related to the original model. This
can include reports associated with the model, letters of transmittal or correspondence related
to the model, user manuals for running the modeling software, or other related documents.
Quality assurance and quality control (QA/QC)
Quality assurance and quality control related to storing hydrologic models is the responsibility of the
WQU staff member conducting the modeling. It is recommended to update the Hydrologic Model
Storage Summary and Hydrologic Model Revision Summary documents as modeling activities are being
conducted or, at least once per day, to avoid losing critical model or revision information. All fields in the
storage summary or revision summary sheets should be addressed; an "N/A" can be placed in fields of
the summary sheets that do not apply to a particular original or revised model. When copying models
between subfolders, it is advised to verify that all of the intended files were transferred correctly.
An optional review from a colleague in the WQU can be obtained if suitable experience with the model
or hydrologic modeling expertise exists. If conducted, this colleague review should include review of the
model folder structure and naming convention. A detailed examination of the original model folders
(i.e., both the dontrun and fullrun folders) should be conducted for the completeness of all files required
for running the model and also for consistency of files between the original-dontrun and original-fullrun
folders. Review of the revision or model docs folders is not required, but may be conducted if
appropriate. The Hydrologic Model Storage Summary document should be reviewed for completeness
and accuracy. If the model storage review results in the identification any changes that should be made,
these changes should be communicated to the WQU staff member responsible for storing the
hydrologic model to address. Once these changes have been made, the model storage reviewer should
input their name, date of review, and scope of review on the appropriate field in the Hydrologic Model
Storage Summary document for the hydrologic model.
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Appendix 1. Hydrologic Model Storage Summary
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[Instructions: replace brackets and enclosed text]
PROJECT DESCRIPTION
Modeling Project Name:
[e.g., Jordan Lake Watershed Model 2020]
WQU Staff Member Name(s) working on model:
[e.g., JV Loperfido]
Date that modeling project started:
[e.g.,10/1/2020]
Date that staff stopped modeling project:
[e.g.,12/31 /2020]
Location of the model on the server:
[e.g., K:\Division Files\Quality\Dbases\DATA\Stream\Watershed Modeling\Jordan Lake Watershed Model
2019]
Link to other associated data:
[e.g., could be either N/A or perhaps K:\Division Files\Quality\Dbases\DATA\Stream\Watershed
Modeling\Jordan Lake Lake Model 2019]
Description of considerations for sharing (are there any considerations, obligations, privacies, or
sensitivities with sharing the model with others):
[e.g., none, model is available via email contact with Dan Obenour]
MODEL DESCRIPTION
Model Type or Framework and Version:
[e.g., R version 3.6.2., RStudio version 1.1.463, rstan version 2.19.3, and rtools version 35]
Model developer (name(s) and organization):
[e.g., Dan Obenour, NC State University for the UNC Policy Collaboratory]
Model download location (link to where model was downloaded if available):
[e.g., email correspondence with Dan Obenour; google drive link]
Date that the model was downloaded (mm/dd/yy):
[e.g., 9/11/2020]
Year that the model was developed (yyyy):
[e.g., 2019]
Windows Version model developed in or needs to be run in:
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[e.g., Windows 101
Model calibration timespan (yyyy-yyyy):
[e.g.,1982-2017]
Model simulation timespan (yyyy-yyyy):
[e.g., 1982-2017]
Description of model spatial domain (e.g., watersheds, cities, HUCs):
[e.g., Jordan Lake watershed and Falls Lake watershed]
Parameters modeled (e.g., hydrology, temperature, sediment):
[e.g., stream flow, total nitrogen, total phosphorus]
Description of the input data (where are the data from, what are the sources of the data):
[e.g., flow from USGS gaging stations; nutrients from USGS/NCDEQ data via the Water Quality Portal,
local governments including Durham]
WQU COLLEAGUE REVIEW (if available)
Name of Reviewer:
[e.g., Brooke Modeler]
Date of Review:
[e.g., 1/2/2010]
Scope of Review:
[i.e., A brief description of the files and folders reviewed.]
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Appendix 2. Hydrologic Model Revision Summary
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INC
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[Instructions: replace brackets and enclosed text]
REVISION INFORMATION
Modeling Project Name:
[e.g., Jordan Lake Watershed Model 2020]
Revision Number:
[e.g., 1.02]
WQU Staff Member Name(s) working on model revision:
[e.g., JV Loperfido]
Date the model revision worked on (mm/dd/yy - mm/dd/yy):
[e.g., 3/10/2020 — 10/31/2020]
Original and revision models that were the source for this model:
[e.g., Original model: —Original Model 20200914; Revision model 1.01]
Changes from the previous model to this revision (n/a for original model):
[e.g., added two years of TN and TP data to input data. New nutrient data from COD web portal.
Changed timespan for simulation from 1982-2019.]
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