Office of Enforcement and Compliance Assurance
Federal Facilities Enforcement Office
EPA 315-B-98-002
June 1998
FEDPLAN: Federal Agency
Environmental Program Planning
•
ncy
Guide
FEDPLANf-PC
version 5.1 for Windows 95/NT
version 3.1 for Windows 3.x
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Preface
This document provides Federal agency personnel with instructions on using the FEDPLAN-PC
system. It is intended to assist Federal agencies in entering, viewing, and editing their
environmental project planning information. The FEDPLAN-PC system was reprogrammed in
Visual FoxPro in 1998 and.will continue to be refined and enhanced based on feedback received
from its users. Technical program questions may be discussed directly with Don Franklin of
EPA's Federal Facilities Enforcement Office (FFEO), (202) 564-2463. System-related questions
should be referred to David Mead at SciComm, (301) 652-1900. Inquiries by e-mail should be
addressedtoFEDPLAN@scicomm.com.
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TABLE OF CONTENTS
1.0 INTRODUCTION , 1
2.0 REPORTING FEDPLAN DATA 3
3.0 FEDPLAN-PC AS A MANAGEMENT INFORMATION SYSTEM 5
4.0 BEFORE USING FEDPLAN-PC 7
5.0 INSTALLING FEDPLAN-PC 9
5.1 Installing FEDPLAN-PC on a Computer 9
5.2 Installing FEDPLAN-PC on aNetwork 10
5.3 FEDPLAN-PC Security 11
5.4 Customizing FEDPLAN-PC 12
6.0 USING FEDPLAN-PC 15
6.1 The Menu Bar 16
7.0 VIEWING PROJECT DATA 19
7.1 Selecting Projects to View 20
7.2 Navigating Among Projects 21
7.3 Project Data 21
7.4 Project List 22
7.5 P2/Program Data 23
7.6 Milestones 24
7.7 Project Narrative 25
7.8 User Defined Data 26
7.9 Contacts 27
7.10 EPA Review 29
7.11 Suggested Projects 30
8.0 VIEWING PROJECT PLAN DATA 31
8.1 ECATs 32
8.2 Budget Data .33
8.3 Budget Grid 34
8.4 User Fields 35
8.5 Problem/Plan 36
8.6 Plan List :....' 37
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Table of Contents (continued)
\
9.0 EDITING, ADDING, AND DELETING RECORDS 39
9.1 Editing Existing Records . 39
9.2 Adding Records 40
9.3 Adding a Fiscal Year to the Project Plan 41
10.0 BUILDING REPORTS 43
10.1 Project Summary Report 43
10.2 Project List Report 44
10.3 Contacts Report 44
11.0 THE QUERY GENERATOR 45
11.1 The Query List Manager 47
11.2 To Run an Existing Query 48
11.3 Creating a New Query 49
11.4 Modifying a Query 50
11.4.1 The Query Overview Dialog 50
11.4.2 The Filter Building Dialog 52
11.4.3 AND / OR Connectors " 53
11.5 Selecting Fields to Show in a Query 54
11.5.1 Selecting Output Fields When the Query has been Selected Previously . 56
11.6 Picking Group and Summary Fields 57
11.6.1 How to Group and Summarize 57
11.7 Sorting the Output Records 59
11.8 Selecting the Type of Output 60
11.9 Using the Report Setup Dialog 61
12.0 EXPORTING AND IMPORTING FEDPLAN DATA 63
12.1 Exporting FEDPLAN Data ,. 63
12.2 Importing FEDPLAN Data 65
13.0 Other FEDPLAN-PC Features 67
APPENDIX A
SUMMARY OF REQUIRED DATA ELEMENTS — A-l
Appendix B , ' •
Uses for the FEDPLAN-PC System At Different Organizational Levels . B-l
Appendix C
Quick Reference List of Data Elements .. C-l
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1.0 INTRODUCTION
Executive Order (E.O.) 12088 requires Federal agencies to develop and maintain plans to
comply with environmental regulations. These plans must include all necessary actions for the
prevention/control, and abatement of Environmental pollution with respect to their facilities.
Under E.O. 12088, agencies are required to submit these environmental plans to the
Environmental Protection Agency (EPA), which reviews the plans and provides advice and
compliance assistance to Federal agencies. E.O. 12088 directs EPA to establish guidelines for
Federal agencies to use when developing their environmental plans. Finally, E.O. 12088
authorizes EPA to conduct reviews and inspections to monitor compliance and to assure the
adequacy of Federal agency environmental planning. The process of submitting, reviewing, and
analyzing agency plans and providing compliance assistance is referred to as the FEDPLAN
process.
The primary objective of the FEDPLAN process, and the supporting environmental
management information system FEDPLAN-PC, is to provide a mechanism for characterizing
environmental activities, establishing priorities, and identifying the resources needed to attain
and sustain compliance with Federal, State, and local environmental requirements. This objective
includes identifying future requirements, as well as correcting violations or problems already
identified by EPA and State regulatory authorities. The FEDPLAN process also provides a
methodology for analysis of both current and projected funding requirements. FEDPLAN- PC is
a computerized database that tracks these requirements from the time they are first identified
until they are executed. Updated regularly by the respective agencies, FEDPLAN-PC provides
EPA with the current status of each Federal agency's environmental program and the activities
necessary to implement the agency's environmental plan.
In addition to being the supporting management information system for FEDPLAN,
FEDPLAN-PC also is a valuable tool for Federal agencies. On the facility level, FEDPLAN-PC
is a management tool in the daily operations of the environmental program, a comprehensive
inventory of all identified environmental requirements, and a means of documenting facility
initiatives aimed at environmental compliance. At the headquarters level, FEDPLAN-PC
establishes a framework for evaluating the effectiveness of the agency's environmental strategy,
provides an independent source of information for verifying bureau environmental budget and
programming submissions, and provides data for use in Congressional testimony. Appendix B
provides an expanded list of FEDPLAN uses.
This User Guide provides Federal agencies with instructions for loading and using
FEDPLAN-PC to enter, view, and edit their environmental planning information. Additional
information on the FEDPLAN process can be found in FEDPLAN: Federal Agency
Environmental Program Planning Guidance, available for download in PDF format on EPA's
Office of Enforcement and Compliance Assurance Internet home page at:
http://www.epa.gov/oeca/fedfac/guid.html. Information on FEDPLAN-PC data elements can be
found in the FEDPLAN-PC Data Element Dictionary.
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2.0 REPORTING FEDPLAN DATA
FEDPLAN is regularly updated with information from Federal agencies. Federal
agencies submit environmental plans either electronically or on the Agency FEDPLAN Input
Form. Copies of the input form are available in FEDPLAN: Federal Agency Environmental
Program Planning Guidance and Federal Agency Environmental Program Planning:
FEDPLAN-PC Data Element Dictionary. EPA reviews the data submitted by Federal agencies
and makes recommendations and comments, in addition to providing compliance assistance.
Following its review, EPA submits agency FEDPLAN data to the Office of Management and
Budget (OMB).
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3.0 FEDPLAN-PC AS A MANAGEMENT INFORMATION SYSTEM
FEDPLAN-PC is a Windows-based,
user-friendly system that allows Federal
agencies to track and record project level data
on a PC. This information is reported
electronically to EPA where it can be used to
provide compliance and technical assistance to
Federal agencies. FEDPLAN-PC is a project-
based system that allows users to easily
analyze data through its report generation
functions and assists environmental managers
in the daily administration of their installation
programs.
The FEDPLAN-PC system is designed
to take users through a logical progression of
steps including: building lists, sorting lists,
viewing records, and generating reports. The
system also contains advanced features
capable of conducting multiple analyses of
FEDPLAN data. FEDPLAN-PC enables users
to design customized lists of the projects they
want to view. Once a list is constructed, users
may sort projects to determine the order in
which they are viewed. Project information
may be viewed on several different screens
presenting either a list of projects or a more
comprehensive view of data. Following
review, records may be edited to reflect the
most current information.
FEDPLAN Information Resources
The FEDPLAN: Federal Agency Environmental
Program Planning Guidance and FEDPLAN-PC Data
Element Dictionary provide valuable information about
FEDPLAN-PC and the FEDPLAN process. Portions of
these documents have been selected for inclusion in this
Instruction Kit and charts cross-referencing each
document can be found in Appendix C.
Appendix A
> Presents a quick-look reference for FEDPLAN-PC
data elements organized by facility-level, project-
level, and fiscal (budget) information.
Appendix B
4 Illustrates examples of FEDPLAN-PC as a
management information system at various
organizational levels throughout the Federal
Government.
Appendix C
4 Provides a reference for information on
FEDPLAN-PC data elements listed in both the
Federal Agency Environmental Program Planning
Guidance and Data Element Dictionary.
FEDPLAN-PC also has report generating capabilities that provide more sophisticated
ways of viewing data. Users may customize their reports by defining the fields they, want to
include and how the corresponding data is organized. Because each project identified by a
Federal agency is represented by a unit record, reports can be generated using any combination of
over 100 different parameters. In addition, query output may be sent to a variety of formats,
including text files, mail-merge files, databases, and spreadsheets.
FEDPLAN-PC was recently reprogrammed in Visual FoxPro to provide a more powerful
and easy-to-use system. The new version of FEDPLAN-PC features completely redesigned
project screens and a new query generator. The system is updated to work on Windows 95 and
NT platforms and can run from a single PC workstation or a network. The new version includes
new security, data selection, report, and import/export features.
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A Few Important Definitions
Database A database is a collection of one or more tables that are interrelated.
Table A table is a collection of records stored in the same file. Each horizontal row of
a table contains a single record and each vertical column contains a single field.
Record A record is a collection of fields related to a particular case, such as an event,
pan, person or transaction.
Field A field is a column or category that holds a specific item of information in your
table. For example, in a table that holds customer information, a field could hold
customer names, companies or phone numbers.
Filter A filter is a set of criteria or conditions that lets you indicate which records to
include in your query results (e.g., "Only projects with a total estimated cost over
S100K").
Query A query is a specialized view of information in your database. It may contain all
fields and records or a filtered subset. The records in a query may be sorted,
grouped and summarized in different ways.
Report A report is the output of a query. The report can be a printed document or a file
written to disk such as a database table, spreadsheet or text file.
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4.0 BEFORE USING FEDPLAN-PC
EPA created FEDPLAN-PC for use by both Federal agencies and EPA to facilitate the
reviewing and reporting process. FEDPLAN-PC provides Federal agencies, with a readily
available data system to track and report environmental project data, prioritize current
environmental project funding, and project future environmental compliance budget plans. In
addition, FEDPLAN-PC provides EPA with a desktop tool to use in reviewing and analyzing
agency project plans and assessing agency environmental funding priorities within and across
media programs. FEDPLAN-PC is a user-friendly system that simplifies the reporting process by
providing:
* A simple method of maneuvering within the system that provides access to all
FEDPLAN-PC screens by using a mouse to point and click;
»• Easy access data fields that facilitate project data entry at the installation, bureau, or
headquarters level;
•• Data analysis and report capabilities within the FEDPLAN-PC system or by outputting
FEDPLAN data to spreadsheet, word processing, mail merge, or database applications;
* "Pick Lists" that allow users to select rather than type data elements; and
* Access to multiple users when installed on a network.
FEDPLAN-PC does not require the acquisition of significant amounts of software;
however to install FEDPLAN-PC, your computer system must meet the following hardware and
software requirements:
* 486 class computer or higher (Pentium is recommended);
»• Windows version 3.11 or higher;
* At least 4 Megs of Ram (a minimum of 16 Megs is recommended); and
•• Screen resolution of at least 800x600 is recommended.
FEDPLAN-PC was recently updated in Visual FoxPro to include many new features.
With several exceptions noted in this User Guide, FEDPLAN-PC's data elements remain
unchanged from previous versions of the system. This User Guide addresses the changes to
FEDPLAN-PC.
IMPORTANT: There are two separate versions of FEDPLAN-PC. FEDPLAN-PC version
3.1 is designed for Windows 3.x users. FEDPLAN-PC version 5.1 is designed for Windows
95 and NT users. Make sure you request and install the correct version.
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5.0 INSTALLING FEDPLAN-PC
5.1 Installing FEDPLAN-PC on a Computer (Single User)
1. Insert Disk 1 and click on SETUP.EXE.
2. Follow the prompts to insert other disks.
3. After all of the disks have been installed, you will be returned to your Windows Desktop.
4. Either click on "FEDPLAN-PC" from your start menu (Windows 95 and NT) or Program
Manager (Windows 3.1), or create a desktop shortcut (see instructions for creating a desktop
shortcut following Section 5.2) to FEDPLAN (Windows 95 and NT) and click on the
FEDPLAN icon.
5. When you enter the FEDPLAN-PC program, you will see a message asking you to point to
the location where your FEDPLAN data is stored. When you click OK at this message, you
will see the following screen:
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6. Highlight the DATA subdirectory, as indicated above. (The example above shows
installation of FEDPLAN-PC on the D:\ drive. The FEDPLAN data directory is consequently
D:\FEDPLAN\DATA). Important: Put your cursor on the DATA subdirectory (not just the
FEDPLAN directory), otherwise the program will not be able to run properly.
7. Click the SELECT button.
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5.2 Installing FEDPLAN-PC on a Network (Multi User)
1. Follow steps 1-3 in Section 5.1. This will install all of the screens and programs on each
workstation and enable the program to run faster.
2. The entire data subdirectory should be copied to the network drive. Note: Each FEDPLAN
user will need full network rights (RWCEMF) to the FEDPLANXDATA directory.
3. After FEDPLAN-PC is installed, you will be returned to your Windows Desktop.
4. Either click on "FEDPLAN-PC" from your start menu (Windows 95 and NT) or Program
Manager (Windows 3.1), or create a desktop shortcut (see instructions for creating a desktop
shortcut following this section) to FEDPLAN (Windows 95 and NT) and click on the
FEDPLAN icon.
5. Click the drop-down box under the Drive: prompt, and select the network drive and directory
where the FEDPLAN data is stored. The image below shows the FEDPLAN\DATA
directory on a network drive designated as P:\:
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Creating A Desktop Shortcut For FEDPLAN-PC in Windows 95
1. With your cursor anywhere in the desktop, press your RIGHT mouse button.
2. Select New, and the Shortcut.
3. Click the Browse button, and point to the drive and directory where you have installed
FEDPLAN-PC (i.e., D:\FEDPLAN).
4. Put your cursor on FEDPLAN.EXE and click OPEN.
5. The path and filename will appear in the "Command Line" window (i.e.,
D:\FEDPLAN\FEDPLAN.EXE).
6. Click Next.
7. Type FEDPLAN or any other name you want to use to identify the FEDPLAN-PC
program and click Finish.
8. The FEDPLAN icon will appear on your desktop.
5.3 FEDPLAN-PC Security
1. The first time you run FEDPLAN-PC, after you select the FEDPLAN data location you will
see the following screen:
2. If you do not want to use security, click No.
3. To use security features, click Yes. You will then be asked to assign a user name and
password to your FEDPLAN-PC program. Any user entering the program subsequently will
be prompted for the user name and password. The program will not run and the user will be
returned to the desktop if the name or password is incorrect.
4. Clicking Cancel in the screen above will abort the installation.
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5.4 Customizing FEDPLAN-PC
:
FEDPLAN-PC contains character, date, logical, and narrative fields that let you enter and
track your own data within FEDPLAN-PC to make the FEDPLAN-PC program maximally
useful to you. The field types are described below:
* Character fields let you enter characters or numbers, to a maximum of 200 places.
* Logical fields let you enter data that is True (T) or False (F). All logical fields are false by
default.
»• Date fields restrict you to entering a valid date.
•• Narrative or Memo fields let you enter free-form text. The length of the narrative field is
restricted by the amount of drive space you have available. If desired, for example, an
entire report could be contained within a narrative field. Text can be cut and pasted into
these fields.
You can customize these fields by following these steps:
1. The first time you use FEDPLAN-PC, after the installation process, you will see the
following screen:
2: If you respond No. you can personalize these fields later by selecting "Set Field Captions"
from the "Tools" menu.
Note: You may wish to read Sections 6-8 before customizing FEDPLAN-PC. These sections
cover FEDPLAN-PC's data screens in more detail. These data screens contain a range of
data elements that may meet your needs without requiring you to customize additional
data elements. Also, see Appendix A for a summary of FEDPLAN data elements.
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3. If you click Yes, you will see the screen in Figure 5.1:
Figure 5.1
4. Type in how you want to use these fields, and click save. When you view your FEDPLAN
data, you will see your customized fields in the "User Defined Data" forms in the Project
Data and Project Plan screens (see Sections 7.8 and 8.4).
The example in Figure 5.1 above customizes FEDPLAN-PC as follows:
*• There is a logical type of Project called a Placeholder project (i.e., a project is either a
Placeholder project (true) or not (false)). Placeholder projects can then be identified by
placing a check mark in this field in the user-defined data screen. You can also query for
all projects that are placeholder projects in the custom query screen (see Section 11.0).
•• There are two custom dates, "Toreview" (hypothetically, the date a project is submitted to
the project officer for review), and "Tobureau" (the date bureau data is exported).
> There is a text field called "Description" that, in this example, holds a brief description of
the placeholder project.
»• There is a Narrative Field at the Project Plan level, called "Special Action" that contains a
report on special actions required for the project. There is another narrative field at the
Project level, called "Agency Review". This field contains the full text of a mitigating
circumstances report submitted by the agency.
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6.0 USING FEDPLAN-PC
Once you have installed FEDPLAN-PC, you may begin working with the system by
clicking twice on the FEDPLAN-PC icon on your desktop (Figure 6.1).
Figure 6.1
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6.1 The Menu Bar
The menu bar located at the top of the FEDPLAN screen (Figure 6.2), provides access to
all of the operations available in the FEDPLAN-PC system. Some of the options on the menu
bar contain drop-down menus that allow you to gain access to additional FEDPLAN-PC
capabilities. Options are not always available to you and become activated in different situations.
For example, options will appear in gray if they are not appropriate for a particular situation and
will turn black to indicate that they can be selected.
Figure 6.2
The FEDPLAN menu bar consists of six menu options:
The File Menu
The File menu controls access to the printer and page setup. Additionally, the "Exit"
command (to exit the FEDPLAN-PC program) is found under the file menu. When a report, any
text file, or the clipboard is active in FedPlan, the page setup, print setup, and print options sub-
menus will activate. The page and print options let you print to any Windows printer in any
format available to that printer. Printers must be configured through the Windows control panel
or print manager before entering the FEDPLAN-PC program.
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The Data Tables Menu
The Data Tables menu gives you access to all of the data available for editing in the
FedPlan program. The main data tables for the FEDPLAN-PC program are the Project and
Project Plan tables. These are accessed from the "Projects" item in the Data Tables menu.
The Projects menu selection lets you access project and facility data, and project options
for creating lists of projects and searching for specific projects.
Other data tables available are: Bureaus, Compliance Information, Contacts, ECATs,
Facilities, Laws/Regulations, P2 (Pollution Prevention Information), and Suggested Projects.
You can view, change, add, and delete information in these tables by choosing the appropriate
table from the menu selection.
The Edit Menu
The selections on the Edit menu are the typical Windows Edit menu options, and
include Cut, Copy, Paste, Find, Select, and Replace. These selections will become active when
you are working with text (e.g., if you are adding or changing project narrative information or
any text information). All narrative screens in the FedPlan program allow you to copy and paste
information from any word processing program into the FEDPLAN text field, or vice versa.
The Queries Menu
Allows you to search your FEDPLAN database to obtain answers on almost any question
you might have about project information, permitting more advanced analysis of projects. Query
generator features include data output to spreadsheet, database, word processing, and other files;
calculation of totals and counts; and a query library containing saved queries.
The "Power User" option under the Queries menu allows to create your own Query
Dictionary for a completely customized query. This option is explained in the FedPlan Power
User attachment (available on request from SciComm).
The query generator also allows you to create customized reports from your queries. The
"Project List Report" lets you print out a summary list of projects for one or many agencies.
FEDPLAN-PC Agency User Guide 17 June 1998
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The Tools Menu
The Tools menu gives you access to less commonly used features and utilities of the
FEDPLAN-PC program.
*• "Set Field Captions" lets you set field titles for the user-defined fields available in the
Project and Project Plan data tables. For example, you might determine that your first logical
field in the Project Plan data table will be a "Placeholder Project". Entering this data in the
field caption will cause it to display when you enter the Project Plan data table, making your
user-defined fields easier to use.
» "Reindex Data Tables" is an option you should choose if you receive an "out of index
order" error message. You will be able to choose which table or tables you want to reindex.
> "Change FFID for Project" lets you change the federal facility identification number for a
project and its associated project plans. The program will check to see if you have any
conflicting identification numbers and proceed to change them to the facility identification
number you select if there are no conflicts.
» "Export Data" lets you export project and project plan data by various criteria, or all data, to
other offices, or to EPA.
»• "Import Data" lets you import data you have received on a FEDPLAN export disk.
*• "Calculator" activates an on-screen calculator for your convenience.
>• "About FedPIan" brings up an informational window about the FEDPLAN-PC program,
containing version information and information on receiving user support by phone and
e-mail.
The Window Menu
This menu option lets you navigate through the FEDPLAN forms that appear on your
screen.
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7.0 VIEWING PROJECT DATA
FEDPLAN-PC provides several ways to view and access project information. The
Project Data screen (Figure 7.1) displays one project at a time providing a more manageable
means of viewing and working with data. Within the Project Data screens are a series of forms
or tabs that display facility and project data, as well as EPA recommendations and suggested
projects. The Project List form (see Section 7.4) within the Project Data screen provides a list of
projects that you have selected to view. You can select individual projects to view in more detail
from this list. These forms allow Federal agencies and EPA to communicate information on
agency plans. For example, EPA can make recommendations in the EPA Review and Suggested
Projects screens.
To view the P'roject Data screen, select Data Tables from the main menu and click
Projects. FEDPLAN-PC will load all data contained in your database and a screen similar to
Figure 7.1 will appear.
CHOOSE PROJECT
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WASTE LAB CHBwIICALS DISPOSAL A]«ney: DEPT OF AGRICULTURE
PioiectOptions |r^FFID: AK 122360184 ID: 1000000058
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(oim contains «l prejed dalal You can begin to me I
to owot on an torn «(he Ptojeel UtUnng #>
!MM04bon IsUttartt* of 40locUi0 front tho
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"*<*"* •**«»»•
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»! * «> Jk -
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Figure 7.1
Note: For instructions on how to add or edit Project Data, see Section 9, Editing, Adding,
and Deleting Records.
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7.1 Selecting Projects to View
To begin viewing data on the Project Data form, select data using
one of the buttons on the Project Options menu bar (Figure 7.2). The
Project Options allow you to narrow a list to all projects from an agency
(e.g., USDA projects), bureau (e.g., U.S. Forest Service projects), or facility
(e.g., Chugach National Forest projects). To further refine project searches
(e.g., Class 1 water projects in a State), refer to FEDPLAN-PC's query
generator feature (Section 11). When an agency, bureau, facility, or project
is selected using Project Options, the chooser will display the number of
project records.
Figure 7.2
Project Option
Description
Agency Chooser
Bureau Chooser
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ruos
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Project Chooser
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* lOTWitMOIS |C«JG*H
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OT WIlCULlcmiliOI
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mgssmmm
Find a Project
Takes you to the query generator (see Section 11).
Print Projects
Prints a Project Summary Report for the selected project (see Section
10).
Close
Closes Project Data and Project Plan screens.
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7.2 Navigating Among Projects
You can move through a list of projects using the navigation buttons (Figure 7.3) at the
bottom of the Project Data screen. These buttons allow you to move to the first or last project in
a list, or to the next or previous projects, depending how the projects are sorted (see Section 7.4).
Figure 7.3
The Project List screen (see Section 7.4) allows users to find and select specific projects from a
"spreadsheet" view of a list of projects.
7.3 Project Data
The Project Data screen (Figure 7.4) displays general facility and project information,
including facility and project geographical data.
CHIHWNCHN. F.- REOIONXi. FORES
Figure 7.4
The following information will always appear when viewing any form in the Project Data screen:
•• The FFID number and project number for the selected project are displayed at the top of the
screen.
•• Total Estimated Cost (K) data for all projects within the selected project's FFID number
(i.e., the sum of all the Total Estimated Cost fields for the selected FFID number) is displayed
at the bottom of the Project Data screen.
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7.4 Project List
The Project List form (Figure 7.5) provides a "spreadsheet" view of a list of projects.
You can select specific projects to view from the list by clicking anywhere on the desired project
row in the Project List.
t Ufl||gA-««»>•» j fanomitdPn*au\
Figure 7.5
You can also sort the active list on eight different fields by selecting the desired field at
the bottom of the screen and clicking on the | | button:
» Bureau
»• Total Estimated Cost
* Environmental Category (ECAT)
- FHD Number
•• Law/Regulation
>• Progress Code
* Project ID Number
»• Priority Score
For example, if projects are sorted by cost, the first record displayed would be the most
expensive. The last record in the list would be the least expensive project.
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7.5 PZ/Program Data
The P2/Program Data form (Figure 7.6) contains pollution prevention data and other
program information.
Figure 7.6
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7.6 Milestones
The Milestones form (Figure 7.7) displays key project dates and deadlines. All dates are
converted to 4 digit years automatically to comply with year 2000 guidelines. For example, if
you type 2/22/98 as a Construction Start Date, it will be displayed as 2/22/1998.
Figure 7.7
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7.7 Project Narrative
The Project Narrative form (Figure 7.8) allows you to enter project descriptions and
provide details about projects that cannot be reflected in individual fields.
Figure 7.8
In addition to the Project Narrative, FEDPLAN-PC also includes a Problem/Plan form in
the Project Plan screen (see Section 8.5). These two fields (Problem and Plan), updated annually,
provide fields for agencies to record information in a narrative format on why a project is needed
and progress toward correcting the problem.
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7.8 User Defined Data
\
The User Defined Data screen (Figure 7.9) includes blank data fields where you can enter
additional data or notes for your internal tracking and record purposes. EPA does not require
agencies to complete this information, nor will EPA review this data unless specifically asked to
do so by the agency.
Figure 7.9
The "Set Field Captions" option on the Tools menu allows you to define your own names
for these fields under "Project Captions." See Section 5.4, Customizing FEDPLAN-PC for more
information on setting captions for User Defined Data fields.
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7.9 Contacts
The Contacts screen (Figure 7.10) contains useful facility and project-level contact
information including names, telephone numbers, e-mail, and addresses of representatives for
each facility and project.
'£, FFID: AK-122360185 ID. 0011
AK-I223B01850011
Sunn
Simpson
ErtinnUd Mil Corttor
1*3.00 •
Figure 7.10
To make changes to contact information, select Contacts from the Data Tables menu.
The form depicted in Figure 7.11 will appear. Clicking on "List" will display the List form, a list
of projects (sorted by facility) in the FEDPLAN-PC database (Figure 7.12).
Figure 7.11
Figure 7.12
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Select the Add or Change buttons at the bottom of the Detail form (Figure 7.11) to
modify contact information. You can select projects and facilities from the List form (Figure
7.12) for which to change contact information. Clicking on a project will display detailed contact
data for that project and facility in the Detail form (Figure 7.11) where it can be modified by
selecting Add or Change. If no project is selected, you will be prompted for a contact type
(Figure 7.13) and asked to select a facility or project where contact information is to be modified
or added.
Figure 7.13
All contact data entered or modified in the Detail form can be viewed on the Contacts
form (Figure 7.10) in the Project Data screen.
Modifying Other Data Tables
As with Contacts, you can view, change, add, and delete information for:
» Bureaus,
*• Compliance Information,
- ECATs,
*• Facilities,
*• Laws/Regulations,
* P2 (pollution prevention), and
*• Suggested Projects.
Simply choose the appropriate table from the Data Tables menu and follow steps similar to
those for changing Contacts information.
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7.10 EPA Review
The EPA Review form (Figure 7.14) provides EPA with a separate screen for entering
comments and recommendations. EPA data fields are shaded in green to distinguish them from
agency fields. Green fields are the only fields in FEDPLAN-PC where EPA has rights to enter or
change data. You can view EPA comments, notes, and recommendations on project information
in the Comment field.
Figure 7.14
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7.11 Suggested Projects
The Suggested Projects screen (Figure 7.15) provides an area for EPA to recommend
additional projects that will help Federal facilities attain and sustain compliance with
environmental laws.
IM WOOED ON Al AN AOB4CTIMWO CHJWOES TO A
SUOOeiTED rRUECTFOirmEMASKS MAUVE
Figure 7.15
A new feature of FEDPLAN-PC is the Agency Comment narrative field in the Suggested
Projects form (Figure 7.15). This narrative field allows Federal agencies to respond to EPA
recommended projects and record what steps, if any, they are taking to address the recommended
action, or whether they require clarification or additional information from EPA to pursue a
recommended project. Federal agencies should indicate one of the following options when
responding to EPA regarding a suggested project:
Agree
Federal Agency Suggested Projects Response Options
Project added (reference the new project ED).
Project planned for future fiscal year to address problem (explain).
Disagree
* Problem already addressed under another project (reference the
appropriate project ID).
»• Project not needed (explain).
Other
Explain.
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8.0 VIEWING PROJECT PLAN DATA
FEDPLAN-PC's Project Plan feature allows Federal agencies and EPA to track the
progress of FEDPLAN projects through detailed annual updates of fiscal and regulatory data.
These annual updates consist of a series of forms or tabs accessible through the Project Data
screen. Each fiscal year in a project's life has its own set of forms. The series of annual fiscal
and regulatory "capsules" constitutes the Project Plan for a specific project. The Project Plan
allows FEDPLAN-PC users to access data from past years and plan for future fiscal years
without erasing or replacing data. In each new budget cycle FEDPLAN-PC provides a "clean
slate" for a project without limiting the number of outyears to enter budget estimates. The
Project Plan provides a series of annual capsules of project data that will assist planning for
future compliance activities and budgets. The Project Plan also serves as a detailed record of
project activities leading to project completion.
To begin viewing data in the Project Plan screen, double click on IBSB^H^BSMI in
the Project Data form. The Project,Plan for the active project in the Project Data form will be
displayed. To return to the Project Data form double click on
Note: For instructions on how to add fiscal year data to a Project Plan, see Section 9, Editing,
Adding, and Deleting Records.
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8.1 ECATs
1.
The ECATs form (Figure 8.1) contains key regulatory and compliance project data,
including the regulatory driver, environmental categories (ECATs), and compliance information.
Agencies may designate up to three ECATs per year for projects that are covered by more than
one environmental category. Multiple ECATs allow agencies to record up to three phases of a
project undertaken in a fiscal year.
Figure 8.1
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8.2 Budget Data
The Budget Data form (Figure 8.2) contains budget data for the selected fiscal year,
including estimated, programmed or budgeted, and obligated costs. All values are in
thousands (K).
Figure 8.2
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8.3 Budget Grid
The Budget Grid (Figure 8.3) provides a "spreadsheet" view of Estimated,
Programmed/Budgeted, and Obligated costs for each fiscal year included in the Project Plan.
The Budget Grid form also provides summary information for each of the three fields. The
Budget Grid provides a comprehensive overview of all budget data for a particular project. You
can not enter or edit data in the Budget Grid. Fiscal data can only be entered or changed in the
Project Plan's Budget Data form (see Section 8.2).
CHUC -RECIOH*. FORES
Figure 8.3
The Budget Grid is the only screen within the Project Plan thai allows EPA to record
comments. The green field at the bottom of the form allows EPA to enter recommendations to
the Estimated Cost field. This field contains EPA's estimate (if different from agency estimates)
of the cost required for an agency to remain in, or return to, full compliance with all
environmental laws and regulations.
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8.4 User Fields
The User Fields form (Figure 8.4) includes blank data fields where agency users can enter
additional data or notes for their internal tracking and record purposes. EPA does not require
agencies to fill in this information, nor will EPA review this data unless specifically asked to do
so by the agency.
Figure 8.4
The "Set Field Captions" option on the Tools menu allows you to define your own names
for these fields under "Project Plan Captions." See Section 5.4, Customizing FEDPLAN-PC for
more information on setting captions for User fields.
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8.5 Problem/Plan
In addition to the Project Narrative (Section 7.7), FEDPLAN-PC also includes a
Problem/Plan form (Figure 8.5) in the Project Plan screen. The Problem and Plan fields, updated
annually, allow space for agencies to record information in a narrative format on why a project is
needed and progress toward correcting the problem.
Di»co¥«y nv*tig«iOfu of ibjndoiwd md njctiv« mntf. »*m comjnwwnti
SutolMric acid, mtreury, cy«md«. hydrocamons.
USGS lnv««ory schtduM tor oempWion
Figure 8.5
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S.6 Plan List
The Plan List (Figure 8.6) provides a "spreadsheet" view of the fiscal year Project Plan
capsules. You can select specific fiscal year capsules to view from the list by clicking anywhere
on the desired fiscal year row in the Plan List.
ECATl [ Budg«OKi ( UMrFMdx [ fnttmfftin "•»•»* j Budpl Orid
Figure 8.6
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9.0 EDITING, ADDING, AND DELETING RECORDS
The Agency version of FEDPLAN-PC allows you to change and enter data on existing
projects so that the system reflects the most current information. When forms are open,
reviewers can add or change data in all fields (except the green fields designated for EPA review
and comment) using the buttons depicted in Figure 9.1.
Figure 9.1
Button Function
m
is
\m
a
s
S3
»• Adds a new facility and project if no projects are selected.
»• Adds a new project to the selected facility.
Allows changes to be made to a selected project.
Deletes the project (record).
Saves changes to a project.
Cancels the previous operation.
Closes Project Data or Project Plan screen.
Note: EPA can not alter or delete agency projects in FEDPLAN-PC. EPA only has rights to
alter and delete data entered in green fields.
9.1 Editing Existing Records
To edit or add information in a field, click on
while in the Project Data or Project
Plan screen of the project you wish to edit and follow these steps:
Step 1. Click on the field to be edited.
Step 2. Delete old data and enter new data. If the field is blank, simply enter new data.
Step 3. When all edits have been made, click on t-^>il| and move to the next project to edit.
Note: In the Project Plan screen you can select fiscal year capsules to edit from the Plan List
form (see Section 8.6).
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9.2 Adding Records
To add a new project (record), click on
these steps:
while in the Project Data screen and follow
Step 1. Click on the field where you want to enter new data.
Step 3. Add required facility and project information.
Step 3. When you have entered data in all fields, click on I
Pick Lists
Pick Lists allow associated data elements to be entered easily and error-free without forcing
you to refer to guidance documents. Pick lists are available throughout the FEDPLAN-PC
Project Data and Project Plan screens for various data elements, including:
»• Law Regulation
>• Compliance Class
»• Compliance Status
> ECATs
» Reason for Initiation
Pick Lists are identifiable by the arrow adjacent to the data field.
RCRD
CWA
SDWA
RCRI
SCA
NCA
Solid Waste Management
Clean Water Act
Sate Drinking Water Act
Underground Storage Tanks
Toxic Substances Control An
Noise Control Act
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93 Adding a Fiscal Year to the Project Plan
To add a new fiscal year capsule to the Project Plan, click on ^HB while in the Project
Plan screen (to access the Project Plan click on ^HE^JHHH in the Project Data screen)
and follow these steps:
Step 1. After clicking on
a dialog box like that depicted in Figure g 2 will appear:
ADD PLAN FOR FISCAL YEAR
Add ptan for what fiscal ynr?
2000
Corttau*
Figure 9.2
Ster Select the fiscaJ year to add by clicking the "up" or "down" arrow to the right of the
fiscal year (Figure 92)
Step Click Continue «Figure 9.21
Step 4 Add information to the Project Plan, as m the Project Data screens, by clicking in dau
fields and typing data or by using Pick Lists tsee belo-
Step When you have entered data in all fields, click on y*»»H|
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10.0 BUILDING REPORTS
FEDPLAN-PC provides you with various report building capabilities. These capabilities
are described in this section.
10.1 Project Summary Report
The simplest method of creating basic project summary reports is from the Project Options menu.
Button
Function
Takes you to the Project Summary Report Print Preview
to print the active project.
The Print Preview menu offers several options to
navigate to specific projects for viewing and printing.
Here, the Zoom feature is enabled, allowing thorough
preview before printing a report.
Navigates to the project you want to print (First Page,
Previous Page, Go To Page, Next Page, and Last Page).
Prints the active report.
The resulting Project Summary Report will be similar to that depicted Figure 10.1.
i —••«••
Figure 10.1
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10.2 Project List Report
To print a list of projects, select Project List Report from the Queries menu. You can
print a report for all agencies in your database or select a specific agency to view from a pick list.
Project List Reports can be printed or saved as text (.txt) files. A Project List Report will look
similar to the report depicted in Figure 10.2.
tT. C9M«C*Cf
AHT.*?*mMA rr AAcnanrr
- T 1~jrmtt t
A-.tmrmn r
*->.«?*MMn r
. AQfUCULTUtf
**->1£IMWI« tl.AlttMJUllUKk
«.-*«• nrr
rnwwrtt k r .
i r .
22M01* t .-^UNUCTUte
i rr *•-««»• niTT
t tr.nontcuL.nra .
• f-xintnrrr
>v< t^JMOl* tT. AOWKULTUtC
A-.I23MOI* rr.KCAtcuurutc
A-.lJ^JMMM tl.MV»>lUJt.liMfe
t r -
TC*KN"*» K. P
rcnri
-rarwi fflTT-* i-»ixrtrt
ISICMJCPCRCS T>*?*S*
au«VHi^»U*ai I^Y^kiAi
somuLPotc*
:'_
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11.0 THE QUERY GENERATOR
FEDPLAN-PC's query generator is the tool for extracting customized information from
FEDPLAN-PC. The query generator simplifies the process of creating and executing queries and
reports.
The FEDPLAN-PC Query Generator —
Uses everyday
language
Displays field names in plain English phrases.
Lists comparison options in plain English rather than in
mathematical symbols.
Lets users focus on results rather than on programming logic.
Offers a full range
of analysis options
Finds data by using up to 18 different comparison operators.
Operators use English terminology (e.g., Begins with, Ends with,
Exactly matches and Sounds like).
Easily summarize resulting data by calculating totals, averages,
counts, or by finding the largest or smallest values.
Lets users build
complex query
scenarios
Each query can contain up to 10 conditions (e.g., "amount equals
$50K").
Each condition can contain up to 12 comparison values (e.g., "City
equals Chicago or New York") allowing for a total of 120
comparisons per query.
Connect conditions with AND/OR logic and specify parentheses to
clarify the order of operations for your conditions (e.g., "amount is
greater than S100K and (state equals New Mexico or Texas)").
Fully exploits data
relationships
Extracts meaningful information even when data are contained in
different tables within the database (e.g., fiscal and project data).
Eliminates tedious
and repetitive work
Automatically saves query settings.
Allows users to copy and then modify existing queries instead of
writing each new one from.
Allows fill-in queries, so users can substitute certain values (e.g.,
CAA for Superfund) when running saved queries.
Delivers results in
the most useful
formats
Displays results in the form of:
- Reports
- Text files
- Mail-merge files
- Databases
- Lotus or Excel spreadsheets
Allows users to modify the page layout and preview the results on
screen before printing.
Saves the modified report form as part of the query for future use.
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The FEDPLAN-PC query generator is accessed from the Queries menu. You have
several query options depending on the types of fields (data elements) you want to use in
building your query.
Query Menu Option Function
Facilities and Projects
Projects and Fiscal
Project Only
Power User
Project List Report
Can be used to find facility and project geographical information
and identification numbers.
Can be used to find project and fiscal data, including budget and
compliance data.
Can be used to find project data (primarily used to find a specific
project from the Project Options menu).
Can be used to create a custom query dictionary (not covered in
this guidance).
See Section 10, Building Reports.
For example, if you wanted to build a query to see how many CERCLA (Superfund)
projects in your FEDPLAN-PC database have a total estimated cost of $100K, then you would
select the Projects and Fiscal option because it contains project (Law/Regulation) and fiscal
(Total Estimated Cost) data.
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11.1 The Query List Manager
The Query List Manager (Figure 11.1) is the query generator's "control panel." It is a
screen showing titles of previously saved queries.
FcdPlan Uueiy till Mwgw
. FISCAL DATA AK-1223601 84 ID 00000
Figure 11.1
To choose an existing query to work with, highlight the query title with the mouse and
select one of the buttons listed on the screen's right to perform an action on the query.
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11.2 To Run an Existing Query
To run query already listed in the
Query List Manager:
1. In the Query List Manager,
highlight the query to run.
Press Select to choose the
highlighted query. When
selecting this query for the first
time, you will be taken to the
Select Fields to Show In Query
dialog. Otherwise, you will be
taken to the Query Overview
dialog.
FrnOTan Quoiy Lral Manaqei
.FISCAL DATA AK-1223601 64 ID 00000
Figure 11.2
2. In the Query Overview dialog
you can either modify their
query or press Run Query
to start. When choosing to
send the query output to a
report, users will be taken to
the Report Setup dialog (See
Section 11.9). The type of
modifications include:
> Reviewing or changing the
record filter.
> Changing which fields to
include in the query
output.
»• Selecting a type of report
or output to generate.
>• Picking a record sorting order.
> Choose fields to group and summarize.
For more information on these topics, see Selecting the Type of Output (Section 11.8) and Using
the Report Setup Dialog (Section 11.9).
yam* nary mun
t**
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11.3 Creating a New Query
When in the Query List Manager, you can create new queries from scratch by selecting
Add, or select Copy to modify an existing query.
To Create a Query from Scratch
To Create a Query by Copying
STEP 1: Go to the Query List Manager and
press Add.
Type in a title for this new query. When
done, you will be taken to the Filter Building
dialog.
STEP 1: Go to the Query List Manager and
highlight the query you want to copy.
Press Copy to bring up a title dialog box.
Type in a title for this new query. When
done, you will be returned to the Query List
Manager.
You will now have an exact copy of the
query you selected including its filter, output
fields, sort fields and report form, if any.
STEP 2: Input from one to ten filter
conditions to indicate which records should
appear in the query results.
When done, press Done to return back to
the Query List Manager.
STEP 2: Press Edit to go to the Filter
Building dialog to modify the query's filter
conditions if necessary.
When done, press Done to return to the
Query List Manager.
STEP 3: Press Select to pick fields to
appear in the output table. When done, you
will be taken to the Query Overview dialog
in which you can run the query.
STEP 3: Press Select to go to the Query
Overview dialog and run the query.
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11.4 Modifying a Query
11.4.1 The Query Overview Dialog
The Query Overview dialog (Figure 11.4) is the place to:
»• Review or change a record filter.
> Select which fields to show in the query output
»• Select what type of report or output to generate.
+ Pick a record sorting order.
»• Run a query and generate query output.
Figure 11.4
To access this dialog, highlight a query in the Query List Manager and press Select.
Button
Action
Displays the Filter Building dialog.
Description
Lets you set the conditions that
the records must meet to be
included in the query results (e.g.
only CERCLA projects). (See The
Filter Building Dialog.)
[ gick type of output |
Displays the Type of Output dialog.
Lets you select what format to use
for query results (report, table,
worksheet, etc.) (See Selecting
the Type of Output.)
JEd* Output Hefctofl
Displays the Select Fields to Show in
Query dialog.
Allows you to select which fields
to include in the query results
(See Selecting Fields to Show in
Query.)
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Button
Action
Description
td* Sort Order! I
Displays the sort order dialog, which lets
you specify how to sort the records
included in a query.
You can specify up to 9 fields to sort the
results on. (See Picking the Record Sort
Order.)
Browne query results
Checking this option after pressing the
Run Query button will preview the
query results in an on-screen table before
sending to the selected output type.
When done browsing, continue by mouse
clicking the window's close box or by
pressing the Esc key.
After exiting the browse window,
you are asked if you wish to
proceed.
i-r
This allows you to check your
work before generating a report or
output file.
D'
Hide duplicate records
Eliminates duplicate records from the
result.
A duplicate record is a record
where every field matches every
field in another record. If this box
is checked the query generator
will create a result set with only
one instance of such records.
This option makes for smaller
result sets, but increases query
processing time.
Displays descriptive help text.
Prepares and displays query results.
Selects the records that match the
filter conditions specified and
either displays these results in a
browse window (if the above
described Browse query results is
checked) or directly generates the
output type requested (e.g. report,
text files, spreadsheet).
Exits from dialog.
Saves all changes and returns you
to the Query List Manager.
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11.4.2 The Filter Building Dialog
Every query is an attempt to extract a subset of information contained within the
FEDPLAN-PC database system. The Filter Building dialog is where you specify a set of
conditions to determine the desired subset. This set of conditions is the filter. You can access
this dialog from the Query List Manager by pressing the Add or Edit button.
USFS CERCLA °ioj«cU ovei tlOOk
Law/Hegdabon exacfiy matches "SFND" and
ToWEtt Cos!(K)isgieatothan 100.00
Figure 1 1 .5
What is a Condition?
A condition is a "phrase" that defines the set of data you are seeking. For example, "Amount is
greater than $ 100". A condition consists of:
1. a field name (e.g., "Amount")
2. a relational operator (e.g., "is greater than")
3. a comparison value (e.g., "$100")
•• Each condition added can narrow the results of the query (i.e., fewer records may be
included in the query results).
*• Each condition deleted can expand the results of the query (i.e., more records may be
included in the results).
Each query can contain up to 10 conditions.
-^^^^^^••^^^^^^^•^•••••••••
You will be prompted to select a field, pick a relational
Edit an existing
condition.
Change a condition's field, operator, comparison value (or any combination
of these). These terms are explained below.
Switch
Switch a condition's
connector between
an AND and an OR.
If two conditions are connected by an "AND", both must be true (e.g., car
color is blue and car make is Ford). If, however, two conditions are
connected by an "OR", either can be true (e.g.. car is either blue or a Ford).
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Button Action Description
"*•
H
lastf
| "-.BBSI
1 tH«p|- 1
Move the position of
a condition within
the list of conditions.
Place or remove
parentheses around
two or more
conditions.
Delete a condition
from the list.
Exit this dialog
without saving.
Save and exit.
Display help.
If you are mixing both "AND" and "OR" connectors or are using
parentheses, the order of the conditions can determine which records are
included in the query results.
Complex queries may have several AND and OR connectors. The placement
and organization of these connectors can make a difference in the results.
(See Making the Right Connections, in this section)
Deleting a condition will generally widen the results of the query.
This will undo any changes you made while you were in this Filter Building
Dialog.
This will save your work and return you to the Query List Manager.
This will display information you may find helpful.
11.4.3 AND I OR Connectors
A. filter consists of one or more conditions. Conditions can be strung together with AND
and OR connectors. How you connect the various conditions makes a big difference in the
results:
AND
State exactly equals "AK"
AND
Law/Regulation exactly equals "CAA"
Every record included in the query results must meet
both conditions. The results will show all projects in
Alaska driven by the Clean Air Act.
RULE: The conditions on both sides of the AND
connector must be true.
OR
State exactly equals "AK"
OR
Law/Regulation exactly equals "CAA"
Records included in the query results must meet either
condition. The results will show all projects in Alaska
(regardless of Law/Regulation) and all CAA projects
(Alaska and elsewhere).
RULE: Only one side of the OR condition must be
true.
Making the Right Connections
If you create queries with many AND and OR conditions, be sure to use brackets
(parentheses) to ensure you get the results you are expecting. Parentheses dictate how the query
is interpreted. The query is evaluated first in the innermost parentheses. Without parentheses,
the query conditions are evaluated from left to right.
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11.5 Selecting Fields to Show in a Query
When you design your query, you need to consider what data fields will appear in the
results. The Pick A Field (Figure 11.6) dialog is where you specify which fields you want to see
when the query is run. In most cases you will not need to see every field in the database.
Select FieUt lo Show m Quay
Figure 11.6
You will be shown this dialog the first time you press Select on a query you have
highlighted in the Query List Manager. If you select a query that has already been assigned
fields, you will be taken directly to the Query Overview Dialog.
You can select fields to appear in your query results by double clicking with the mouse
on individual fields directly in the Fields to Pick From list or by pressing the folowing buttons:
Button Action
Selects all fields to display in the query results.
To select a single field, you can either:
» Double mouse click on it.
> Use the arrow keys navigate to it and then press the Enter key.
To unselect a field, just repeat this action on the selected field.
Unselects any fields in the set of fields to include in the query results.
I fr°"PJ I
Displays the Select Group Field Type dialog which gives you two organizing functions:
» To break up your query result into subgroups.
> To calculate and show summary information on selected fields.
(For more information, see the next section. Picking Group And Summary Fields.)
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Button Action
Saves your selected fields and takes you to the Query Overview Dialog.
Exits this dialog without saving any changes that you made.
Displays descriptive help text.
Selecting Fields: An Example
Suppose you want to create a list of U.S. Forest Service Superfund projects with a total
estimated cost greater than or equal to S100K. To get output that includes Bureau (Forest
Service), Law/Regulation (SFND), and Total Estimated Cost, follow these steps:
1. In the Query List Manager,
highlight the query you want,
then press the Select button.
If this is the first time you
selected this query, you will
see the field selection dialog
to the left. If you have already
selected output fields, you
will be taken directly to the
Query Overview Dialog
(Figure 11.4). If that happens,
press the Edit output fields
button to go to the Select
Fields to Show in Query
dialog (Figure 11.7).
Select Fluids to Show m Uueir
FMOsto kttud* in oueiy
HMproi
Mdre*eHne1
AOtkne toe ?
Protect C«y
Protect Stem
Protect Zip
fPARCOKX!
Progreee
Construction Sl«t
Canetructlon Completed
CornplMnce Required
FY Completed
OperibleUM
Figure 11.7
2. To select the fields you want, double click on the appropriate Fields from the list.
3. Double click on the Bureau field. The query generator will list Bureau in Fields to include
in query (right side of screen).
4. Click on Next Step>
5. In the Pick an Operator screen, select Exactly Matches.
6. In the Enter a Value screen, select "Forest Service" from the drop-down menu and click on
Done.
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77.5.7 Selecting Output Fields When the Query has been Selected Previously
If the query has already been created and you want to change output fields:
1. Go to the Query List Manager (Figure 11.1) and select the query you want to work with.
2. In the Query Overview (Figure 1 1 .4) dialog, press
to display the previously
selected output fields and make them available for editing. The query generator will present
the Select Fields To Show In Query dialog (Figure 1 1.8). For example, you need to move
Project Name to the top of the list.
Figure 11.8
Note: You can eliminate fields to show by clicking on them on the right side of the Fields
to include in query column.
3. Next, click on the move button to the left of the Project Name field and drag it to the top of
the list so it looks like the screen depicted in Figure 11.9.
Figure 11.9
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11.6 Picking Group and Summary Fields
When you are in the previously described Select Fields to Show in Query dialog, you can
also designate fields to summarize your numeric data. Your summary options include:
Option Description Example
Totals
Counts
Averages
Minimum
Maximum
Sum of a field across a range
or group of records
Number of records in a group
Average value of a field in a
group
Highest value of a field in a
group
Lowest value of a field in a
group
Sum of Total Estimated Costs for all
projects.
Count of Superfund projects in a list.
Average Total Estimated Cost.
Lowest Total Estimated Cost.
Highest Total Estimated Cost.
11.6.1 How to Group and Summarize
To summarize on a numeric field, you need to designate at least two fields. One field
needs to be designated as a group field and one as a summary field. A group and summary field
are defined as follows:
1. Group field: The field that the query generator will use to cluster information when
building the summary value (e.g., use state to group Superfund projects so all
Superfund projects in the same state are combined into one set).
2. Summary Field: The field that you want to perform calculations on (e.g., calculate
total estimated cost of Superfund projects by state).
To summarize a group of records, follow these nine steps:
1. After you have selected your query in the Query List Manager and picked your output
fields, you will be taken to the Query Overview dialog (Figure 11.4).
2. To choose summary and group fields, press the l^a^*»**•» button. This action takes
you to the Select Fields to Show in Query dialog (Figure 11.6). The right-side column of
this dialog shows the fields that will be displayed in the query results. The left-side column
shows the available fields that have not yet been selected.
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3. In the right-side column, highlight the field you want to group by (e.g., state). Press the
> l^s™**^ button to go to the group dialog.
4. The Group dialog (Figure 11.10) shows your selected field at its top. The first three options
let you indicate the level of grouping. The query generatp^ejiMg^jojhreejiijCferent
levels of group fields (e.g., State, FFID, Bureau). Select iB^"****" * This
selection tells the query generator to group records (e.g., by State).
5. Press Done to save the group field selection and return to the Select Fields to Show in
Query dialog shown in Step 3.
Select Group Reid Type
GPR1
GPRZi
C Group ncontowcMMl fcy thkfltU
C Gwop weorifthW by ttitafl»lrf
B>tti»MIof«athg!oup (AVG3
i euck group £tf|]:
Figure 11.10
6. In the right column of the Select Fields to Show in Query dialog (Figure 11.6), highlight a
field to be summed (e.g., Total Estimated Cost) and click on the llSrB*yi I button again. This
will display the same dialog you saw in Step 3.
7. Pick the &
option. This will tell the query generator to add the
numbers stored in the Total Estimated Cost field for each project in each state.
8. Press Done to save your selection and return to the Select Fields to Show in Query dialog.
9. Press """'' again to return to the Query Overview dialog. The panel in the lower left-hand
comer will show your two output fields next to their group and summary designations. You
are now ready to run the query by pressing the IB***0"*'*! button.
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11.7 Sorting the Output Records
This dialog lets you determine how your results will be sorted. To select a sort field by
mouse, double click on it. To select by keyboard, highlight it and press Enter. You may
specify up to nine different sort fields.
Figure 11.11
N/A
This button is disabled because you specify sort
fields one at a time.
Removes all fields from the Fields to sort
records b\ list.
This allows you to clear all previous son selections
and display information in the order it appears in the
database.
fart) j
Alternates a selected sort field between an
ascending sort order and a descending sort
order.
(Sort is ascending unless you specify
otherwise.)
I. Highlight a field in the Fields to son
records by list.
2. Press Sort to toggle between
ascending and descending order.
If you have specified descending order, then the
DOWN indicator appears.
Note: If you have' specified more than one sort field.
changing the status of ascending or descending does
not move fields to a different position in the Fields
to sort records by list. (The first field in the list is
sorted before the second and so on.)
Saves your sort specifications and exits this
dialog.
You return to the Query Overview Dialog.
I &"***! 1
Exits without saving changes.
You return to the Query Overview Dialog.
Note: You can change the order of fields in the sort list in the same way that you reorder output table fields.
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11.8 Selecting the Type of Output
»
The query generator lets you send the results of a query to a variety of formats including
reports, worksheets, databases and text files. Alternately, you can view your query results on
screen without writing the results to another format. To select any of these output options,
follow the steps below.
1. Display the Query Overview dialog by selecting the query in the Query List Manager.
2. In the Query Overview dialog, press l1^ ****** ""SI. The query generator will display the
Type of Output dialog shown in Figure 11.12.
VVtaul FoxPro dita tabU (.DWJ~
'!
123 tmutah*«t 1.A (.WKS estomM
aO«Sym»h»«YJfeiH.1,1 or t-ZlWRf) ,
jfeMtlA (.WHO)
Qami* Mutttten*MU.01 (.MOD)
«« flto wWi nk •• iwvtMl ««Mt
iict flto whh blank «ep«r»t»d ft»l(h
Figure 11.12
3. Select the type of output you prefer by clicking on the associated button.
4. If you have specified one of the options shown in Figure 11.12, fill in a filename that The
query generator can use to save the output. The type of output options that require a file
name include the Database, Mail-merge, Text file, and Work Sheet options.
FMerame: I
5. Press L
to save your choices and exit this dialog.
Note: Your file name must always begin with the letters "QMF'. This is required to prevent
you from accidentally overwriting a data or program file being used by this application.
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11.9 Using the Report Setup Dialog
In the Query Overview dialog, if you have chosen to output to a report and pressed Run
Query, you will be taken to this Report Setup dialog (figure 11.13). This screen allows you to
customize the appearance of your report, preview the report on screen and then print it.
Setup tor Column Layout Report
^t SslacJed 109 racordc
Figure 11.13
The options in the Report Setup dialog include the following:
Button
Output Direction
rMAr
r Dwk «e
Action
Description
Specifies where to send the
report.
Printer: Sends hard copy output to your printer.
Disk file: Writes the report contents to a text for
import into a word processor.
Screen: Displays a screen preview of the report.
JStBrtrepottlJ
Activates report preparation.
Generates the report and sends it to the printer, disk
file or screen destination vou selected.
Edit form
Displays a report form so you
can edit it.
For more information on modifying report forms, see
Modifying a Report Form.
Note: Don't specify fields that are missing from the
query generator dialog: Select Fields To Show In
Query. Reports cannot find such fields unless they are
part of the query.
Browsa results]
Displays an on-screen table
view of the query results.
After viewing the browse. The
query generator returns you 10
Report Setup dialog.
Done j
Dismisses the dialog without
outputting the report and
returns you to the prior screen.
Returns to the Query Oven-iew dialog.
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Description
The query generator will
restore the report form to its
original state when the query
was first run.
Changes are eliminated: Report forms return to a
single-line column format with fields in the same
order as originally specified in the Pick a Field dialog.
yisw text file
Displays the contents of any
ASCII text file on your
computer's disk.
The main purpose of this
feature is to display the
contents of text files written to
disk. If you want to view a
report, it will be easier to read
if you select a screen output
destination rather than send it
to disk and view it here.
Eject page
at report's
start
If checked, then a page eject
will be sent to your printer
before the report starts
printing.
You will only need to do this if you notice that the
first page of your report contains information from the
last document that was sent to your printer.
Note: Section 11 is intended as an introduction to FEDPLAN-PC's query generator. A more
detailed guide to the FEDPLAN-PC query generator is available from SciConun
(telephone: 301-652-1900; e-mail: FEDPLAN@scicomm.com).
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12.0 EXPORTING AND IMPORTING FEDPLAN DATA
FEDPLAN-PC's tool menu provides Export Data and Import Data functions that allow
reviewers to download FEDPLAN data. Regions import data from disks received from EPA
Headquarters at the start of the annual review cycle. Regions export data to disk to be returned
to EPA Headquarters at the completion of their FEDPLAN review. This section describes the
procedures for exporting and importing FEDPLAN data.
12.1 Exporting FEDPLAN Data
Exporting data from the FEDPLAN-PC system is accomplished through the following
three steps:
Step 1. From the Tools menu, select Export Data. The Export menu
depicted in Figure 12.1 will be displayed.
Step 2. From the Export menu select your export criteria. You may export
from a specific project, a specific agency's project data, a specific
bureau's project data, a specific facility's data, data for multiple
projects you designate, or all the data in your FEDPLAN-PC
database. Depending on the criteria selected, you will have one of
three options described below:
EXPORT:
Figure 12.1
A. If you select By Agency, By Bureau, By Facility, or Specific Project, you will be
prompted to pick the projects to export from a pick list similar to the one depicted
in Figure 12.2.
CHOOSE A BUREAU
Figure 12.2
The example in Figure 12.2 shows that the user selected By Bureau as her criteria
and then all U.S. Forest Service records in her database. Pressing Export
Records will create an export database of all Forest Service records in her
FEDPLAN-PC system.
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B. If you select Multiple Projects, a checklist of ail the projects in your FEDPLAN-PC
database will be displayed (Figure 12.3).
Figure 12.3
You can scroll through the list (sorted by FFID and Project ID) and check those
projects you wish to export by clicking with the mouse in the box to the left of the
projects. To un-select a project, simply re-click in the checked box. Select Export
Marked Records when through. FEDPLAN-PC will create an export database of
the specified records.
C. If you select All Data, FEDPLAN-PC will create an export database of all projects
in your FEDPLAN-PC database and display summary information (Figure 12.4).
Figure 12.4
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Step 3. After creating an export database from the specified criteria, FEDPLAN-PC will ask
you if you want to create .ZIP files for export now. If you select "No", FEDPLAN-PC
will indicate that the export files are stored in your FEDPLAN\EXPORT directory. If
you select "Yes", FEDPLAN-PC will ask you to specify a directory to copy the export
.ZIP files to (Figure 12.5), most likely your a:\ (3.5" disk) drive.
Figure 12.5
12.2 Importing FEDPLAN Data
Importing data into the FEDPLAN-PC system is accomplished through the following
three steps:
Step 1: From the Tools menu, select Import Data. The screen depicted in Figure 12.6 will be
displayed.
I IMPORT FEDPLAN DATA FILfS
Heetuttiiot Ifoenn ** ^afe; A*« g^^
~'
Figure 12.6
Step 2: Press the Locate FEDZIP button to find the file to be imported.
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Step 3: Select the file to be imported (Figure 12.7) and press OK.
Figure 12.7
Step 4: Makes sure that the file you wish to import is displayed in the text field, as depicted in
Figure 12.8, and press the Continue with Import button.
Figure 12.8
Step 5: FEDPLAN-PC will import the data (Figure 12.9).
Figure 12.9
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13.0 Other FEDPLAN-PC Features
The Tools menu gives you access to less commonly used features and utilities of the
FedPlan program.
•• "Set Field Captions" lets you set field titles for the user-defined fields available in the
Project and Project Plan data tables. For example, you might determine that your first logical
field in the Project Plan data table will be a "Placeholder Project". Entering this data in the
field caption will cause it to display when you enter the Project Plan data table, making your
user-defined fields easier to use. For more information on the Set Field Captions feature, see
Section 5.4, Customizing FEDPLAN-PC.
»• "Reindex Data Tables'* is an option you should choose if you receive an "out of index
order" error message. You will be able to choose which table or tables you want to reindex.
'»• "Change FFID for Project" lets you change the federal facility identification number for a
project and its associated project plans. The program will check to see if you have any
conflicting identification numbers and proceed to change them to the facility identification
number you select if there are no conflicts.
> "Calculator" activates an on-screen calculator for your convenience.
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APPENDIX A
SUMMARY OF REQUIRED DATA ELEMENTS
This section presents a quick reference for the data elements used in FEDPLAN-PC.
FEDPLAN-PC is divided into three data tables: facility-level information, project-level
information, and fiscal (budget) information. Each data table provides the following
information:
* Data Element provides the full name of the data element.
*• Field Name shows the name used to refer to the data element in FEDPLAN-PC
programming.
*• Element Importance describes the priority EPA places on the various data elements.
• Element Importance "1" means project cannot be entered into the system without this
data. Input must be completed or corrected immediately.
• Element Importance "2" means project will be entered into the system. However,
missing or inaccurate data is very important, and should be completed or corrected
within 45 days.
• Element Importance "3" means project will be entered into the system. Missing or
inaccurate data should be completed or corrected during next update.
• System Generated means that this data element is created by FEDPLAN-PC based on
information in other data elements.
• N/A means that this data element is, if necessary, filled by EPA reviewers. No agency
input is necessary.
*• Data Characteristics explains the acceptable type and length of the data element.
+ Description provides a brief explanation of the data element.
By using the following tables, users can obtain summary information on the FEDPLAN-PC data
elements. More detailed information about these data elements is provided in the FEDPLAN-
PC Data Element Dictionary or in the FEDPLAN: Federal Agency Environmental Program
Planning Guidance.
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DATA ELEMENT SUMMARY
FACILITY-LEVEL INFORMATION
DATA *
ELEMENT
Federal Facility
Identification
Number (FFID)
Facility Name
Agency Name
Bureau Name
Agency/Bureau
Code
DOD Agency
Ownership
Type
NPL Site
EPA Region
Facility Latitude
Facility
Longitude
Facility
LatitrW
Longuude
Method
FIELD
NAME
FFID
FNAME
AGENCY
BUREAU
AGNCY.CODE
DOD.AGENCY
OWNERJTYPE
NPL.SITE
EPA.REGION
FLATTTUDE
FLONGITUDE
FLL.METHOD
ELEMENT
IMPORTANCE
i
l
1
1
System
Generated
System
Generated
2
2
1
3
3
3
DATA
CHARACTERISTICS
Character
11
Character
30
Character
15
Character
15
Character
4
Character
1
Character
2
Character
1
Character
2
Character
10
Character
11
Character
3
DESCRIPTION
This data element is comprised of three
separate elements: the State code +
Agency/Bureau code + GSA installation
number.
The name of the facility/installation/activity
where the project will be implemented. It is
not necessary to include the name of the
agency.
The name of the Department or Agency
responsible for the project.
The name of the Bureau or MACOM
responsible for the project.
The four-digit code for the Federal
organization responsible for the project. The
first two digits are the agency code, the second
two digits are the bureau code. For DOD, the
bureau code represents the major command
(MACOM) or other major organization.
An indication of whether the
facility/installation/activity is owned or
operated by DOD. System generated.
The applicable two-digit code describing the
type of land ownership.
An indication of whether the
facility/installation/activity is on the EPA's
National Priorities List (NPL).
The two-digit code (01-10) for the EPA
Region in which the project is located.
Region code "11" is used for foreign facilities
not under EPA jurisdiction.
The latitude coordinates for the installation, in
degrees, minutes, and seconds as follows:
DD° MM' SS.SSSS"
The longitude coordinates for the installation.
in degrees, minutes, and seconds as follows:
DD° MM* SS.SSSS".
The code identifying the method (procedure),
datum, and spatial reference used to derive the
latitude and longitude.
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DATA
ELEMENT
Facility Street
Address •
Facility City
Facility State
Facility Zip
Code
Facility Fax
Number
Country
Facility Contact
Name
Facility Contact
Phone
Facility Contact
Address 1
Facility Contact
Address 2
Facility Contact
City
Facilily Contact
State
Facility Contact
Zip Code
Facility Contact
Fax Number
User Flag
User Field
' User Date
FIELD
NAME
FSTREET
FCITY
FSTATE
FZIP_CODE
FFAX
COUNTRY
FCON_NAME
FCON_PHONE
FCON_ADD_1
FCON_ADD_2
FCON.CITY
FCON_STATE
FCON.ZIP
FCON_FAX
USERPFLAG
USERPFIELD
USERPDATE
ELEMENT
IMPORTANCE
i
1
1
2
3
1
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
DATA
CHARACTERISTICS
Character
30
Character
15
Character
2
Character
9
Character
19
Character
3
Character
20
Character
19
Character
30
Character
30
Character
15
Character
2
Character
10
Character
19
Character
250
DESCRIPTION
The mailing address of the facility/installation/
activity where the project is located.
The name of the locality where the
facility/installation/activity is located.
The two-letter abbreviation for the state in the
facility/ installation/activity mailing address
The 5 or 9 digit zip code for mailings to the
facility/installation/activity.
The telephone number at which materials can
be faxed to the facility.
The code for the country in which the facility
is located.
The person who should be contacted for
facility-level issues.
Facility-level contact's commercial phone
number.
First line of the facility-level contact's mailing
address.
Second line of the facility-level contact's
mailing address.
The city in the facility-level contact's mailing
address.
The two-letter abbreviation for the State in the
facility-level contact's mailing address.
The five or nine digit zip code for the facility-
level contact's mailing address.
The telephone number at which materials can
be faxed to the facility-level contact.
Optional narrative field for agency notes or
additional information.
Optional user date field.
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DATA ELEMENT SUMMARY
PROJECT INFORMATION
DATA
ELEMENT
Federal Facility
Identification
Number (FFID)
Project Number
Project Name
Building Number
Room Number
Project Street
Project City
Project Zip
Multiple
Inflations
Operable Unit/
Activity Data
Sheet Number
Project Latitude
Project Longitude
Project Latitude/
Longitude Method
FIELD
NAME
FFID
ID_NUMBER
NAME
BUILD_NO
ROOM_NO
STREET
CITY
ZIP.CODE
MULTJNST
OU
LATITUDE
LONGITUDE
LL_METHOD
ELEMENT
IMPORTANCE
System
Generated
1
1
3
3
3
1
2
2
2
3
3
3
DATA
CHARACTERISTICS
Character
11
Character
10
Character
50
Character
4
Character
4
Character
30
Character
15
Character
9
Character
1
Character
8
(OU=3)
(ADS=8)
Character
10
Character
11
Character
3
DESCRIPTION
This data element is comprised of three
separate elements: the State code +
Agency/Bureau code + GSA installation
number.
The agency-defined identification number
for this project. It must be dissimilar from
any other active or inactive project number
previously used at any facility within the
responsible agency.
The descriptive name of the environmental
project or program.
Up to four characters giving the building
number assigned by the facility engineer.
Up to four characters giving the room
number assigned by the facility engineer.
The address of the actual location of the
project.
The name of the locality where the project
is actually located.
The 5 or 9 digit zip code of the area where
the project is located.
Must be answered "Y" or "N". "Y"
indicates project is centrally funded and/or
includes projects at several facilities. Do
not use "Y" for multiple projects at a single
installation.
Except for DOE, the three digit number,
normally found in the IAG, that identifies
which operable unit a project is for. Eight
digit Activity Data Sheet elements numbers
are only used for DOE.
The latitude for the project, in degrees,
minutes, and seconds as follows: DD° MM'
SS.SSSS."
The longitude for the project, in degrees
minutes, and seconds as follows: DDD°
MM' SS.SSSS."
The code identifying the method, datum,
and spatial reference used to derive latitude
and longitude. Ji
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DATA
ELEMENT
Major Program
Area
Law/Regulation/
Executive Order
Environmental
Category (ECAT)
Compliance Class
Compliance Status
Compliance Status
Sort
Priority Score
Bureau Priority
Local Priority
Geographic
Initiative
P2 Component
P2 Percentage
P2 Category
Design/Plan
Complete
Construction/
Work Start
FIELD
NAME
PROGM_AREA
LAW_REG
ECAT
ECAT2
ECAT3
CMPL.CLS
CMPL.ST
CMPL_SORT
PRIORITY
BUR_PRI
LOC.PRI
GEOG_INI
P2.CPNT
P2_PERCENT
P2_CAT.
DSGN_COMPL
CONSIST
ELEMENT
IMPORTANCE
2
1
1
1
1
System
Generated
1
3
3
3
2
2
2
3
3
"DATA
'CHARACTERISTICS
Character
1
Character
4
Character
4
Character
1
Character
4
Character
1
Numeric
9.9
Character
4
Character
3
Character
2
Character
1
Numeric
999
Character
3
Character
6
Character
6
DESCRIPTION
The code indicates to which major program
area the project or activity belongs.
The code for the most appropriate of the 1 7
acceptable environmental laws or group of
laws. The multimedia code is only for
environmental auditing, program
management, and training projects.
The code describing the category of
pollutants controlled by this project. Only
ECATs pertaining to the project's Statutory
Authority are valid.
A code that sorts compliance status into five
distinct classes.
The code that identifies the compliance
status of the pollution source, operation,
function, or activity this project is designed
to address.
A one character code used to sort
compliance status codes.
A numerical score between 1 .0 and 9.9.
The terms high, medium and low are no
longer used.
A code describing the priority of the project
relative to all other projects in the bureau.
Bureaus should use their own systems for
determining relative priority.
The code that ranks the project in order,
relative to all other environmental projects
being considered for funding at this facility.
A code used to identify projects as part of a
specific EPA geographic initiative.
Indicates whether the project includes a
pollution prevention component.
The percent of the cost of the project that is
allocated to pollution prevention, from 0%
to 100%. rounded to the nearest five.
A code for the type of pollution prevention
component.
The date, in YYYYMM format, when the .
design or planning phase of a project is
scheduled to be completed.
The date, in YYYYMM format, when the
construction or work on a project is
scheduled to begin.
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DATA
ELEMENT
Construction/
Work Complete
Final Compliance
Required
Fiscal Year
Completed
Progress Code
Reason for
Initiation \
Reason for
Discontinuance '
Type of Cost
Total Cost
Estimate
Fiscal Year
Funding Required
Federal Agency .
Funding Account
Code
Federal Agency
Program Element
Code
OMB
Appropriation
Account
Identification
Code
FIELD
NAME
CONST_COMP
CMPL.REQ
FY.COMP
PROGRESS
REASJNI
REAS.DISC
TYPE.COST
T_C_EST
FY.REQ
FUND_ACCT
PROGM.CODE
OMB_CODE
ELEMENT
IMPORTANCE
3
3
3
1
3
3
3
1
2
1
3
3
DATA
CHARACTERISTICS
Character
6
Character
6
Character
4
Character
1
Character
2
Character
2
Character
2
Numeric
99999999.9
Character
4
Character
2
Character
10
Character
12
DESCRIPTION
The date, in YYYYMM format, when the
construction or work on a project is
scheduled to be completed.
The date, in YYYYMM format, when
statutory, regulatory, executive order, or
court-ordered compliance is required.
The fiscal year in which the project was
completed. NOTE: if data is entered into
this field, the Progress Code must be "5."
The one digit code that describes current
project status. NOTE: Codes 5 and 6 will
cause the project to be listed as inactive.
Identifies for special analysis those projects
that fall within certain program areas that
receive intense scrutiny from both within
and outside the government.
Contains a code clarifies why a project
entered as "discontinued" in the Progress
Code field is no longer an active project.
The code for the eight categories used by
EPA to define types of environmental costs.
The current estimate of total cost of the
project in thousands of dollars (K).
e.g., $3,547.800.00 is entered as 3.547.8
The fiscal year in which funding must first
be received to comply with
statutory/regulatory requirements of
interagency agreements.
The code for the account that the
Agency/Bureau will use to fund the project.
Used to identify the project within the
agency's financial accounting structure.
Indicates if the project is in the agency's
budget.
The OMB appropriation account that
applies to the project.
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DATA
ELEMENT
Funded/Unfunded
Problem
Plan
Comment
Date Project
Entered
Date Project
Revised
Flag
Field
Date
EPA
Law/Regulation/ .
Executive Order
EPA
Environmental
Category (ECAT)
EPA Compliance
Class
FIELD
NAME
FUNDED
PROBLEM
PLAN
COMMENT
DATE.ENTER
DT_REVSD
USERFLAG1
USERFLAG2
USERFLAG3
USERFTELD1
USERFIELD2
USERFIELD3
USERDATE1
USERDATE2
USERDATE3
LAW_REG_E
ECAT.E
ECAT.E2
ECAT.E3
CMPL_CLS_E
ELEMENT
IMPORTANCE
1
2
2
2
System
Generated
3
N/A
N/A
N/A
N/A
N/A
N/A
DATA
CHARACTERISTICS
Character
1
Character
unlimited
Character
unlimited
Character
unlimited
Character
6
Character
6
Character
250
Date
Character
4
Character
4
Character
1
DESCRIPTION
Indicates whether the project is funded or
unfunded. A project is funded if in the year
it is scheduled to be accomplished, funds
have been programmed and are expected to
be available in the Agency's program or
budget for the project. This determination
should be based on the agency's fiscal
guidance to the facility.
Describes why the project or operable unit
was initiated.
Describes what course of action is being
taken on the project or operable unit.
Agency notes or comments not contained in
the problem or plan fields.
The date when the project was entered into
FEDPLAN-PC (YYYYMM format).
The date when the agency project plan was
revised (YYYYMM format).
Agency-defined logical field. Not reviewed
by EPA,
Agency-defined field. Not reviewed by
EPA.
Agency-defined date field. Not reviewed by
EPA.
EFA's correction to the Law/Regulation/
Executive Order field. This contains the
code for the most appropriate of the 17
acceptable environmental laws or group of
laws. The multimedia code is only for
environmental auditing, program
management, and training projects.
EPA's correction to the Environmental
Category field. This contains the code
describing the category of pollutants
controlled by this project. Only ECATs
pertaining to the project's Statutory
Authority are valid.
EPA's correction to the Compliance Class
field. This contains a code indicating the
relative importance of a project or activitv.
FEDPLAN-PC Agency User Guide
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June 1998
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DATA
ELEMENT
EPA Compliance
Status
EPA Priority
Score
EPA Total Cost
Estimate
EPA Fiscal Year
Funding Required
EPA Final
Compliance
Required
EPA Bureau
Priority
EPA Local
Priority
EPA Comment
Project
Representative
Name
Project
Representative
Telephone
Project
Representative
Fax Number
FIELD
NAME
CMPL_ST_E
PRIORTTY.E
T_C_EST_E
FY_REQ_E
CMPL_REQ_E
BUR_PRI_E
LOC_PRI_E
COMMENt_E
CONTACT
PHONE
FAX
ELEMENT
IMPORTANCE
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
2
2
3
DATA
CHARACTERISTICS
Character
4
Numeric
9.9
Numeric
99999999.9
Character
4
Character
6
Character
4
Character
3
Memo
1000 words
Character
20
Character
10
Character
19
DESCRIPTION
EPA's correction to the Compliance Status
field. This contains the code that identifies
the compliance status of the pollution
source, operation, function, or activity this
project is designed to address.
EPA's correction to the Priority Score field.
This contains a numerical score between 1 .0
and 9.9. The terms high, medium and low
are no longer used.
EPA's correction to the Total Cost Estimate
field. This contains the current estimate of
total cost of the project in thousands of
dollars (K). (e.g., $3,547,800.00 is entered
as 3447.8)
EPA's correction to the Fiscal Year
Funding Required field. This contains the
fiscal year in which funding must first be
received to comply with statutory/regulatory
. requirements of interagency agreements.
EPA's correction to the Final Compliance
Required field. This contains the date, in
YYYYMM format, when statutory,
regulatory, executive order, or court-
ordered compliance is required.
EPA's correction to the Bureau Priority
field. This contains the code describing the
priority of the project relative to all other
projects in the bureau.
EPA's correction to the Local Priority field.
This contains the code that ranks the project
in order, relative to all other environmental
projects being considered for funding at this
facility.
EPA's comments on and corrections to the
Agency data submission.
The name of the person responsible for. or
knowledgeable about the status of the
project.
The commercial telephone number where
the project representative can be reached.
The commercial telephone number where
materials can be faxed to the project
representative.
FEDPLAN-PC Agency User Guide
A-8
June 1998
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DATA
ELEMENT
Project Contact
Name
Project Contact
Phone
Project Contact
Address 1
Project Contact
Address 2
Project Contact
City
Project Contact
State
Project Contact
Zip Code
Project Contact
Fax Number
FIELD
NAME
CON_NAME
CON.PHONE
CON_ADD_1
CON_ADD^2
CON_CITY
CON_STATE
CON_ZIP
CON_FAX
ELEMENT
IMPORTANCE
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
DATA
CHARACTERISTICS
Character
20
Character
19
Character
30
Character
30
Character
15
Character
2
Character
10
Character
19
DESCRIPTION
The person who should be contacted for
project-level issues.
Project-level contact's commercial phone
number.
The first line of the project-level contact's
mailing address.
The second line of the project-level
contact's mailing address.
The city in the project-level contact's
mailing address.
The two-letter abbreviation for the State in
the project-level contact's mailing address.
The zip code for the project-level contact's
mailing address.
The commercial telephone number where
. materals can be faxed to the project-level
contact.
FEDPLAN-PC Agency User Guide
A-9
June 1998
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DATA ELEMENT SUMMARY
FISCAL INFORMATION
DATA
ELEMENT
Federal Facility
Identification
Number (FFID)
Project Number
Funding Source
Fiscal Year
Estimated Cost
Programmed/
Budgeted
Obligated
EPA Estimated
Cost
Date Changed
jFTELD
NAME
FFID
IELNUMBER
FUND.SRC
BUDGET.FY
EST_COST
PROG.BUDG
OBLIGATED
EST_COST_E
DATE.MOD
ELEMENT
IMPORTANCE
System
Generated
1
N/A
1
1
1
1
N/A
System
Generated
JDATA
CHARACTERISTICS
Character
11
Character
10
Character
15
Character
4
Numeric
10
Numeric
10
/
Numeric
10
Numeric
10
Date
8
DESCRIPTION
'" — :'.: . '-'•'• ' •' '
The FFID is comprised of three separate
elements: the State code •+• Agency/Bureau
code + GSA installation number.
The agency-defined identification number
for this project. It must be dissimilar from
any other active or inactive project number
previously used at any facility within the
responsible agency.
Internal source of funding for agency
tracking purposes.
The earliest feasible and executable year
that the project will be completed before the
date final compliance is required.
The estimated cost of needed projects
required for the agency to remain in or
return to full compliance with all
environmental laws and regulations. These
figures are used to develop budget
submission. Costs are entered in thousands
of dollars (K).
(e.g.. $4.430.600.00 is entered as 4.430.6)
The estimated cost of projects for the years
in which funds are actually expected to be
received. Costs are entered in thousands of
dollars (K).
(e.g.. S4.430.600.00 is entered as 4.430.6)
The amount obligated against the project or
actually spent on the project execution.
There should be no entries for future fiscal
years, unless the funded account consists of
no-year money. Costs are entered in
thousands of dollars (K).
(e.g.. $4.430,600.00 is entered as 4.430.6)
EPA's recommended correction to the
Estimated Cost field. This field contains the
estimated cost of needed projects required
for the agency to remain in or return to full
compliance with all environmental laws and
regulations. These figures are used to
develop budget submission. Costs are
entered in thousands of dollars (K).
(e.g., $4,430.600.00 is entered as 4.430.6)
The date that budget information for this
fiscal year was updated (in YYYYMMDD
format).
FEDPLAN-PC Agency User Guide
A-10
June 1998
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APPENDIX B
USES FOR THE FEDPLAN-PC SYSTEM AT DIFFERENT ORGANIZATIONAL LEVELS
Appendix B illustrates some of the uses of FEDPLAN-PC as a management information
system at various organizational levels throughout the Federal Government.
I. Federal Facility (Installation/Activity)
» Provides facility commanders, directors, environmental managers, and budget offices
with an important management tool in the day-to-day operations of the environmental
program.
•• Provides a comprehensive inventory of all identified environmental requirements.
•• Establishes relative priorities and supports the justification for funding of environmental
requirements when facility resource allocation decisions are being made.
»• Serves as the primary environmental input into other facility engineering and resource
management planning, programming, and budgeting documents.
»• Documents the backlog of currently unfunded projects.
»• Equips the environmental manager with a legitimate reason for direct participation in the
facility planning and budgeting process.
s
* Provides documentation of the facility's initiatives in attempting to attain and sustain
compliance with environmental laws and regulations.
*• Represents assurance to regulatory authorities that a good-faith effort is being made to
meet the milestones set forth in signed Federal Facility Compliance Agreements
(FFCAs) and other compliance and enforcement documents.
»• Provides continuity to the environmental program upon the turnover of facility
environmental personnel.
II. Bureau1
•• Provides the bureau with detailed information relative to the current compliance status of
each of its facilities.
»• Produces data necessary to determine whether bureau facilities are anticipating new
requirements and requesting sufficient funding to attain and sustain compliance within
each specific media program area.
1 For the purpose of this appendix, the "Bureau" designates the principal subordinate organizational units of a
Federal agency, and is synonymous with MACOM. MAJCOM, Field Office, etc.
FEDPLAN-PC Agency User Guide B-l June 1998
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Bureau (continued)
»• Furnishes environmental managers and media staff officers with information needed to
effectively manage the programs for which they are responsible.
» Is used to develop budget estimates for outyear requirements, and to prepare schedules
identifying funding levels in bureau program and budget documents.
> Furnishes documentation of environmental funding requirements for bureau resource
allocation decisions.
* Provides information for determining the relative priorities among all projects submitted
by the bureau's facilities.
»• Can be used to prioritize redistribution of funds at the mid-year review, to allocate any
year-end funds that become available, and to apportion cuts in funding during times of
budgetary shortfall.
» Can be used to develop statistical parameters hi order to compare one bureau facility
with another.
III. Federal Agency
»• Fulfills the requirements of Executive Order 12088, which requires Heads of
Departments to develop environmental plans for their organization.
*• Provides the Federal agency with detailed information (not otherwise available) relative
to the current compliance status and funding requirements of each of its facilities.
* Establishes relative priorities for the use of environmental funds which can be used to
maximize compliance within the organization.
» Establishes a framework for,evaluating the effectiveness of the Federal agency's
environmental strategy and implementation of execution plans by its bureaus and
facilities.
* Generates the data needed in order to develop appropriate departmental environmental
funding policies.
* Furnishes an independent source of information for use in verifying and validating
bureau environmental budget and programming submissions.
*• Provides information essential to senior decision makers when making decisions on
resource allocation between competing departmental programs and requirements.
*• Can be used to develop outyear cost projections, and to forecast the costs of new
regulations proposed for promulgation by Congress, EPA, and other regulatory
authorities.
FEDPLAN-PC Agency User Guide B-2 June 1998
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IH. Federal Agency (continued)
»• Assists in development of environmental program schedules contained in budget
submissions and reports to OMB and to the Congress.
•• Furnishes environmental managers and media staff officers with information needed to
effectively manage the programs for which they are responsible.
*• Generates data needed for identifying and evaluating those areas where additional
environmental training is required.
*• Provides data for use in developing information for use in Congressional testimony.
IV. Environmental Protection Agency
+ Provides a systematic methodology and standardized data elements for the collection of
environmental data throughout the Federal government.
*• Generates a comprehensive inventory of all identified environmental requirements as
reported by individual Federal agencies.
* Enables EPA to review and evaluate environmental plans at both the program
(aggregated data) level or individual project level.
*• Furnishes a mechanism for EPA to validate that Federal agencies are requesting funds
for projects and other activities that will bring them into sustained compliance with all
environmental requirements.
»• Furnishes data in a format that facilitates correlation with other compliance and
enforcement tracking systems.
+ Provides the basis for review, verification, and comment on the priorities Federal
agencies have established for their environmental projects and programs.
»• Permits review of Federal agency progress in implementing newly promulgated
programs.
> Furnishes an efficient approach for evaluating the costs of proposed projects and/or
programs through comparison of a wide range of various statistical parameters available
from analysis of other similar projects in the system.
»• Provides data in a format for analysis of environmental media programs in order to
determine funding trends, program discrepancies, and to determine the need for
additional program and technical assistance.
> Facilitates the development of algorithms for projecting the future costs of
environmental programs through use of both historical and outyear cost data available in
the data base.
FEDPLAN-PC Agency User Guide
B-3 June 1998
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IV. Environmental Protection Agency (continued)
•• Provides EPA with information needed for implementation of other aspects of the
Federal facilities compliance program.
V. Office of Management and Budget
*• Provides OMB with summary and detailed (as needed) funding information regarding
individual Federal agency environmental programs.
*• Is used as a budget support document during review and approval of Federal agencies'
environmental budget requests.
» Provides aggregated government-wide information for use and analysis by OMB during
preparation of the President's Budget to Congress.
*• Provides information to support Executive branch in Congressional legislative and
oversight hearings.
FEDPLAN-PC Agency User Guide B-4 June 1998
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APPENDIX C
QUICK REFERENCE LIST OF DATA ELEMENTS
Data Element
Agency Bureau Code
Agency Name
Budget Date Changed ..
Budget Estimated Cost
Budget Fiscal Year
Budget Obligated
Budget
Programmed/Budgeted
Building Number
Bureau Name
Bureau Priority
Compliance Class
Compliance Status
Construction/Work
Complete
Construction /Work Start
Country
Date Project Entered
Date Project Revised
Design Plan/ Complete
DOD Agency
Environmental Category
(ECAT)
EPA Region
Facility City
Data Element
Dictionary
2,5,21
2,5,19
2,13,126
2,13,122
2,13,121
2,13,124
2,13,123
2,7,47
2,5,20
2,8,68
2,8,63
2,8,62
2,9,77
2,9,76
2,6,35
2,10, 91
2,10,92
2, 8, 75
2, 5, 22
2,8,11
2, 5, 26
2,6,31
Federal Agency Environmental
Program Planning Guidance
3-3, Appendix F
4-4, Appendix F
2-32,2-33,3-12,3-13
2-30,2-31,2-32,3-12,3-13
2-32,2-34,3-12,3-13
2-32,2-33,3-12,3-13
3-7
3-4, Appendix F
2-18,3-16
2-1 1 thru 2-16, 2-19 thru 2-27, 3-14,
3-15
2-11, 2-18, 2-19, 2-22, 2-26, 2-27,
3-14,3-15
2-38, 3-9
2-38, 3-9
3-4, Appendix I
2-38, 3-9
2-5,2-11,2-26,2-27,3-14,
Appendix A
3-5
3-4
FEDPLAN-PC Agency User Guide
C-l
June 1998
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Data Element
Facility Contact Address 1
Facility Contact Address 2
Facility Contact City
Facility Contact Fax
Number
Facility Contact Name.
Facility Contact Phone
Facility Contact State
Facility Contact Zip Code
Facility Fax Number
Facility Latitude
Facility Latitude/Longitude
Method
Facility Longitude
Facility Name
Facility State
Facility Street Address
Facility Zip Code
Federal Agency Funding
Account Code
Federal Agency Program
Element Code
Federal Facility
Identification Number
(FFID)
Final Compliance Required
Fiscal Year Completed
Fiscal Year Funding
Required
Funded/Unfunded
Geographic Initiative
Data Element
Dictionary
2, 6, 38
2, 6, 39
2,6,40
2, 6, 41
2, 6, 36
2,6,37
2,6,41
2,6,42
2,6,34
2,5,27
2,5,29
2,5,28
2,5,18
2,6,32
2,6,30
2,6,31
2,9,86
2,.9, 87
2,7,13,17,44,119
2,9,78
2,9,79
2, 9, 85
2, 10, 89
2, 8, 70
Federal Agency Environmental
Program Planning Guidance
2-20, 2-21, 3-4
2-20,2-21,3-5
2-20,2-21,3-4
3-4
Appendix H
3-4
3-4
2-6, 2-7, 3-11, Appendix G
2-6,2-7,2-34,3-11
3-3
2-38,3-9
2-38,3-9 -
3-11
2-30,3-11
2-19,2-20,3-16,3-17
FEDPLAN-PC Agency User Guide
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June 1998
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Data Element
Law Regulation/Executive
Order
Local Priority
Major Program Area
Multiple Installations
Narrative
NPL Site
OMB Appropriation
Account Identification Code
Ownership Type
P2 Category
P2 Component
P2 Percentage
Priority Score
Progress Code
Project City
Project Contact Address 1
Project Contact Address 2
Project Contact City
Project Contact Fax Number
Project Contact Name
Project Contact Phone
Project Contact State
Project Contact Zip Code
Project Latitude
Project Latitude/Longitude
Method
Project Longitude
Project Name
Data Element
Dictionary
2, 8, 1 1
2, 8, 69
2, 8, 57
2, 7, 52
2, 10, 90
2,5,25
2, 9, 88
2, 5, 23
2, 8, 73
2, 8, 71
2, 8, 72
2, 8, 67
2, 9, 80
2, 7, 50
2,11,113
2,11,114
2,11,115
2,12,118
2,11,111
2,11,112
2,11,116
2,12,117
2, 7, 54
2, 7, 56
2, 7, 55
2, 7, 46
Federal Agency Environmental
Program Planning Guidance
2-10, 2-26, 3-14, Appendix A
2-2,2-17,3-16
2-4,2-5,3-16
3-8
2-39,3-18
3-5
2-35,2-11
3-5, 3-6
2-23,2-24,3-16
2-24,3-16
2-24, 3-16
2-2, 2-16, 2-17, 2-19, 3-16, Appendix
C
2-39, 3-8
3-7
3-7
3-7
2-20,2-21,3-4,3-8
2-20,2-21,3-4,3-5
2-20,2-21,3-4,3-8
3-7
FEDPLAN-PC Agency User Guide
C-3
June 1998
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Data Element
Project Number
Project Street
Project Zip
Reason for Discontinuance
Reason for Initiation
Room Number
Total Cost Estimate
Type of Cost
Data Element
Dictionary
2,7,44,120
2,7,49
2,7,51
2, 9, 82
2.9,81
2,7,48
2,9,84
2,9,83
Federal Agency Environmental
Program Planning Guidance
3-7
3-7
3-7
3-9, 3-10
3-17
3-7
3-10
2-5, 2-7, 2-8, 2-22, 2-26 thru 2-29,
3-11, Appendix E
FEDPLAN-PC Agency User Guide
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June 1998
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