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Cal Waters centralizes organization accounts; PIN mailings to link existing records and require individual emails
Summary
State Water Board staff described a new organization model inside Cal Waters that will consolidate duplicate organization records, create unique party identifiers and require email‑based logins. Existing record holders will receive PIN mailings to link accounts and designate administrators.
State Water Resources Control Board staff told the Upward Advisory Group that Cal Waters will replace the current flat, duplicated organization model with a structured party‑and‑relationship model and user accounts tied to email addresses.
Jeff Parks, product owner, said the legacy system contains multiple versions of the same organization and that under the new model “you have 39 different versions of yourself in our data system” (example cited to MBK Engineers). Parks said Cal Waters will let organizations establish a headquarters, branches and staff; each staffer will have a unique login and permissions.
Nut graf: The change aims to reduce duplicate mailings and improve communications by making email the primary identifier. Staff will mail PINs that let existing record holders link their historic water‑right records to a new account and designate a primary administrator for the organization.
Details and policy limits: Parks said an email address will be unique to a single account and that the PIN process is how the project links legacy records. The account that redeems a PIN becomes the organization admin and can assign staff and set access to records. Vanderberg and Parks told UAG that agents and primary owners can both see records and that record sharing can be granted to additional registered users for collaborative drafting and submission.
Stakeholder concerns: UAG members raised operational and access questions. Anne Williams (MBK Engineers) asked whether staff could share a single email for multiple people; staff answered that each employee should have their own email and login and that the system will allow an organization admin to set employee access. Several commenters urged the project to preserve access patterns used by agent/owner relationships and to provide clear instructions for large organizations that must reconcile many legacy records.
Ending: Staff said they will contact large, complex reporters before migration to discuss reconciling multiple legacy entries and will produce desk aids and outreach materials after the UI stabilizes.
