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Figure 9 - Update Confirmation Window
15. The GAP Report Home will appear (Figure 10).
U.S. ENVIRONMENTAL PROTECTION AGENCY
[Go] Advanced search
* us Search: ' All EPA
You are here: EP» H_. » -j i
Welcome aieo
The Indian uereral Assistance proc-arn (uAF) .inline v2,2
The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and
reporting quarterly progress, These designs will be based on the format of the most current EPA Strategic Plan which is updated
every few years.
Click Button to Create a New Work Plan.
Click Button to Edit the Work Plan (updating component/commitment),
Click Button to Create/Edit Progress Report
Click Button to Generate Summary Reports
Create/Edit F'rogress Report
Generate Summary Reports
Figure 10 - GAP Report Home page
16. Select the task that you wish to complete.
To log out of GAP Online, follow these steps:
1. Save your work in the window that you are working. Please make sure to
save your work often while you are developing a work plan. Lost connections
to the GAP server can result in lost work so save often to ensure your work
plan is current.
2. Select Logout on the left side of the GAP Report Home screen (Figure 11).
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U.S. ENVIRONMENTAL PROTECTION AGENCY
The Indian General Assistance Program (GAP) online v2,2
GAP ONLINE PERFORMANCE UPDATE: 09/22/09: We are currently experience issues with the Web Access Management
[WAM] login page for GAP Online. Due to some unannounced configuration changes, users will not be able to log into GAP
Online using WAM accounts: In the meantime, please log into GAP Online using your tribal user account, We will make an
announcement once the issue has been resolved.
The purff Clichthe "Logout" button. |EPA Grantees ancj praject Officers with a centralized tool for creating work plans and
reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is updated
: Click Button to Create a New Work Plan.
: Click Button to Edit the Work Plan (updating component/commitment),
: Click Button to Create/Edit Progress Report
: Click Button to Generate Summary Reports
Figure 11 - Logout button
3.2 Menu Bar
GAP Online menu bar contains a menu that lists the specific tasks that may be
completed by the tribal user. Once logged into GAP Online, a specific task may be
selected.
The following menu items are listed below.
.
GAP Online Home
User Profile
Try ERRT Report
About GAP Online
Quick Reference
Guide
IsSkufl
Returns user to the GAP Online Welcome Home Page
Lists the Tribal
Information
User Profile information including Name and Contact
Access the Environmental Results Reporting Tool (ERRT) developed by
EPA Region 9 Regional Tribal Operations Committee
Access information about GAP Online and program guidance
Download condensed instructions on using GAP Online
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Contact Us
Description
Lists the EPA contact information for the Tribal User
Logout
Logs user out of GAP Online
GAP Offline Home
Region 10 tribal users can install a version of GAP Online that requires no
Internet connectivity.
3.3 GAP Functionality Selections
The GAP functionality available to the tribal user includes the option to Edit Work
Plans, Create or Edit Progress Reports and Generate Summary Reports (Figure
12).
U.S. ENVIRONMENTAL PROTECTION AGENCY
Indian General Assistance Program (GAP) Online
Go Advanced search
GAP Online Home
Try ERRT Report
About GAP Online
Quick Reference Guide
are here: EPfl Home » Arn en can Indian Enuiror. mental.Off ice » GAP Gnlim
Welcome aieo
What's New
GAP ONLINE PERFORMANCE UPDATE; 09/22/09; We are currently experience issues with the Web Access Management
[WAM] login page for GAP Online. Due to some unannounced configuration changes, users will not be able to log into GAP
Online using WAM accounts, In the meantime, please log into GAP Online using your tribal user account, We will make an
announcement once the issue has been resolved.
GAP Online 2.2
The Indian General Assistance Program (GAP) Online v2,2
The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and
reporting quarterly progress. These designs will be basedJiaa..tlaQllfnrm-it- nf i-hn mnqf mrrpni- FPfl strategic Plan which is updated
every few years. _—rsi4 GAP Online Functionality Selections
Create New Work Plan
Edit Work Plan
Create/Edit Progress Report
Generate Summary Reports
reate a New Work Plan,
:on to Edit the Work Plan (updating component/commitment).
'..Click Button to Create/Edit Progress Report
; Click Button to Generate Summary Reports
Figure 12 - GAP Online Functionality Selections
Menu Description
Create New
Work Plan
Edit Work
Plan
Create/Edit
Progress
Report
Generate
Summary
Reports
Provides access to create a Work Plan
Provides access to view, update, delete and print a
Work Plan
Provides access to report on Work Plan implementation and review
Work Plans that are in progress
Provides access to windows to create reports. You can access both
National and Regional reports based on grant types, number of tribes
participating, or projected environmental outcomes.
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3.4 GAP Windows
Each task that you can complete in GAP Online, such as entering data into a work
plan, is assigned to one or more windows. All aspects of the work plan correspond
to the various windows, from starting the work plan template, to the components
screen, to the commitments table embedded within each component's window.
To open a window:
1. From the menu options located to the left on the Welcome screen, select
any of the linked tasks that you want to explorer.
2. Select a task and the corresponding window will appear.
Data Entry Fields
Data entry fields are fields in which you can make a selection or enter information.
You will use many different types of data entry fields throughout GAP Online (Figure
13).
U.S. ENVIRONMENTAL PROTECTION AGENCY
|QoJ Advanced search
here: Epa_Horr.^
Create New Work Plan
ork Plan Period: Begin: 10/01/2009
End: 109/30/2010
Copy Data from Previous Work Plans? I I
Figure 13 - Data Entry Fields
• The Lookup field will display the selection available for you to insert the
proper date information.
• The Save button is the primary button to save your work on the window within
GAP Online.
• The Display-only field shows the information that is already entered into the
system. It cannot be edited or changed.
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Scrolling windows
Scrolling windows always appear within another window. Use scrolling windows to
view a list of previously entered records or transactions. Some scrolling windows
allow you to view either single or multiple lines of information for each item in a
scrolling window (Figure 14).
U.S. ENVIRONMENTAL PROTECTION AGENCY
Create New Work Plan
Work Plan Period: Begjn: 10/01 .COOS
ata from Previous Work Plans? I
Figure 14 - Scrolling Window
3.5 GAP Process Flow
The following is a high level visual display of the overall GAP Online Process Flow
of the primary functions (Figure 15). You may also refer to the individual sections for
additional process flow displays.
GAP Onlfne Process
Tribal Functions
Create New
Work Plan
Edit Work Plan
Create/Edit
Progress
Report
Generate
Summary
Report
Figure 15 - GAP Online Process Flow
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4 WORK PLAN
The work plan is created by the tribe. A work plan is composed of tribal specific
data. The work plan data is composed of the work plan components, descriptors,
financial attributes, descriptive information, and additional attachments. The work
plan is managed in a cooperative effort between the tribe, the EPA Regional office
in which the tribe is located, and EPA Headquarters.
The following is a high level visual display of the overall work plan process flow
(Figure 16).
GAP Online Process
Tribal Functions
T
Create New
Work
Plan fl
;
Edit
Work
Plan
ave
, •—
Copy
Work
•
Create/Edit
Progress
Report
Generate
Summary
Report
CREATE A WORK PLAN
-i
Plan [ Save J
T
Edit
Work
Plan
Create A
Work Plan
Component
Add A Work
Plan
Attachment
->
Work Plan
Commitment.
Entry
— *
Send
Send Work
Plan
Electronically to
Project Officer
Figure 166 - Work Plan Process Flow
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4.1 Create a Work Plan
A new work plan is created by the tribe. A tribe can create new work plans and
maintain existing work plans for each year a plan is in place. A work plan can
include any number of components. Each component can include any number of
commitments.
The tribe will create a work plan to submit to the Project Officer assigned to the tribe
by the EPA Region. The Project Officer will review, negotiate, and approve each
submitted work plan. The work plan must be completed to the fullest extent possible
(all required fields are populated with information) prior to the submission to the EPA
Region.
To create a new work plan:
1. Select the Create New Work Plan option (first button) from the group of
buttons on the welcome page (Figure 17).
2. The tribe name and Region identification information will already be entered
for you in a display field.
U.S. ENVIRONMENTAL PROTECTION AGENCY
Search: •• All EPA
» American Indian Environmental Office » GAP Online
GAP ONLINE PERFORMANCE UPDATE: 09/22/09: We are currently experience issues with the Web Access Management
[WAM] login page for GAP Online. Due to some unannounced configuration changes, users will not be able to log into GAP
Online using WAM accounts. In the meantime, please log into GAP Online using your tribal user account. We will make an
announcement once the issue has been resolved.
The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and
reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is updated
every few years.
: Click Button to Create a New Work Plan.
: Click Button to Edit the Work Plan (updating component/commitment).
: Click Button to Create/Edit Progress Report
: Click Button to Generate Summary Reports
Figure 17- Welcome Page
3. Select the appropriate Work Plan Period for your new work plan from the
available calendar (Figure 18).
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Create New Work Plan
Tribe: Raven
Region: 20
Work Plan Period: Begin: [10/01/2009
End:|09/30/2010
Copy Data from Previous Work Plans?
Figure 18 - Create a New Work Plan
If you wish to edit an existing work plan, selecting Copy Data from Previous
Work Plans (Figure 19) will allow you to select any work plan previously
created. Click in the "Copy Data from Previous Work Plans" box to select this
option then click outside the box to view the table of all available work plans.
This feature is useful if you are continuing a project started in the previous
fiscal year or starting a new work plan similar to one from an earlier year.
Cot
3V Data from Previous Work Plans'3 0
~cT
0
0
Start
10/01/2008
10/01/2008
04/13/2009
End
09/30/2009
09/30/2009
12/23/2009
Status
Commented
Created
Created
Grant Number
1234_56789
# of Components
1
4
3
Figure 19 - Copy Data
5. Press the Save button to save your record.
6. If you wish to add background information, such as a tribal narrative or a
separate budget for the work plan, you can add them as specific attachments
by clicking on the Tribal Background button at the top of the Edit Work
Plan screen (Figure 20).
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_Ra, Edit Work Plan
•Back
WnrkPlan list
Tribe: Raven [ Tribal Background
EPA Tribal Code: 999
Region: 20
Status: Created
Reporting Frequency: To Be Entered by Project Officer
Author: aieo
Click the 'Tribal Background" button.
Description:
Work Plan Period: Begin: 10/01/2009
End: 09/30/2010
Figure 20 - Edit Work Plan
7. From this screen, you can upload the tribe's background information and a
spreadsheet or document for the budget (Figure 21).
Tribal Background Information
Tribe: ZZ-Raven
EPA Tribal Code: 999
Region: 20
Narrative Background
Budget
Position Information (Required)
Close Window
Figure 21 - Tribal Background Information
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8. To attach a document containing your narrative background, click on the
View Detail 1^1 button corresponding to the Narrative Background section
(Figure 22).
Tribal Background Information
Tribe: ZZ-- Raven
EPA Tribal Code: 999
Region: 20
^Narrative E
^..._
^Budget 1
^ Position In
lackground
i Click the 'View Detail" button.
formation (Required)
[ Close Window
Figure 22 - View Details
9. Click on the Browse button to locate your document containing the narrative
background for your tribe (Figure 23).
_j* Narrative Bac
II Browse...
'
kground
00
Figure 23 - Narrative Background
10. Once you have found the narrative background document on your computer,
click on the Open button to complete your selection (Figure 24).
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File Upload
Look in: LJ Work Plans
O '-t L " E3-
My Recent
Documents
Desktop
My Documents
My Computer
^*—
Choose the narrative background document.
Click the "Open" button to complete your selection.
My Network
Places File name:
Files of ^/pe
Raven Narrative Background 2009.doc
All Files
Open
Cancel
Figure 24 - File Upload
11 .The location of the document will appear next to the Browse button. Click the
Upload button to attach the document to the Narrative Background section
(Figure 25).
Narrative Background
C:\Documents Browse...
v
00
The location of the selected narrative background document appears.
Click on the "Upload" button to attach the document.
Figure 25 - Upload Location
12. The narrative background document will appear as an attached document
(Figure 26).
^ Narrative Background
B695 RavenNarrativeBackaround2009.doc
[ Browse... ]
x
a0
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Figure 26 - Attached Document
13. To attach your budget, click on the View Detail l*i] button corresponding to
the Budget section. Follow the same steps as attaching a document under
the Narrative Background section.
14. The Position Information button (Figure 27) allows you to identify the skill
sets of the people who will be utilized in performing the work identified in the
work plan as well as the percentage of the GAP funding that will be used to
support them. The personnel entered will be referenced during the creation of
commitments (see Section 4.3).
[Position Information
Create New Position
Category:
Category Description:
Professional ^
overall program and related staff.
Position Title (Select from Existing Positions) Director
Or, Enter a New Position Title
Percentage of Position Paid by GAP
Existing Positions
Category
Paid by
GAP
Add New Position
Figure 27 - Position Information
Position Information is a required field for entry.
15. Click on the Save button to save the position information.
16. Once you complete your list of positions for your work plan, click on the
Close Window button.
4.2 Create a Work Plan Component
Once you have created a new work plan and entered Tribal Background
information, you may add the work plan component(s), as necessary.
1. Once you have saved your work plan, the Edit Work Plan screen will appear
(Figure 28).
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^_BackEdit Work Plan
WorkPlan List
Tribe: Raven [Tribal Background; |
EPA Tribal Code: 999
Region: 20
Status: Created
Reporting Frequency: To Be Entered by Project Officer
Author: aieo
Work Plan Period: Begin: 10/01/2009
End: 09/30/2010
View as PDF View as Open Office | Archive J | Print Change History | | Modification History
View Change History
Grant Number
Attachment
oik Plan Component
^ ID Title Description Measure(s) Primary Capacity Area Estimate Cost Work Year Action
[ Create Mew Component j
Send Work Plan to Project Office
Figure 28- Edit Work Plan
2. Enter the component information for your Work plan by completing the
following steps. You will use the scroll bar on the right side of the window.
Once you see the Work Plan Component section, you will begin to enter the
appropriate Work Plan Component information.
3. Select the Create Work Plan Component button (Figure 29).
Work Plan Component
^ ID Title Description Measure(s) Primary Capacity Area Estimate Cost Work Year Action
Create New Component
Create a New Work Plan Component
Figure 29 - Create New Work Plan Component
4. The Work Plan Component Entry screen will appear (Figure 30).
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:± Work Plan Comp
/In asterisk (*} indicates required fi
Title *
onent
}/d.
Type New Title in Input Field Below vj
Description * :
Owner is aieo
Primary Capacity Area Develope
Long-Term Outcome* :
Measure(s) :
Intermediate Outcomes * :
•
Estimated Component Cost * : 3
Estimated Work Year (FTE) * :
Save Component
d: | Legal
H
Add More Intermediate Outcomes ... )
o
[fear
Figure 30 -Work Plan Component
Scroll down on the Work Plan Component Entry screen to enter the information.
All required information will have an asterisk (*) after the field name.
a. Enter the appropriate title as you wish to word it or select a pre-defined
title from the drop-down list of available titles.
Title is 3 required field for entry.
\. You may create a New Title by entering the information into the
editable field (Figure 31). Please note the title of a work plan
component cannot be greater than two hundred characters.
Title *
Type NewTitle in Input Field Below
Figure 31 - Title Field
ii. If you want to use a pre-defined title for the work plan, select from
the drop-down list of available titles (Figure 32).
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Environmental Research
Management of Environmental Office
Travel and Training
Financial Management
Water Quality Monitoring (for baseline purpose only)
Air Quality Monitoring (for baseline purpose onl
Pollution Prevention (Recycling)
Figure 32 - Available Titles
b. Enter a description of the work component associated with the work
plan. The description gives an overview of what environmental
activities the component will address.
Description is a required field for entry.
c. The Primary Capacity Area Developed drop-down list provides the
following options (Figure 33). Select a Primary Capacity Area that
identifies the kind of activities that will be undertaken to fulfill the
component.
Enforce
Technical
Communication
Administrative
Solid/Hazardous Waste Implementation
Figure 33 - Primary Capacity Options
d. Enter the description of the Long-Term Outcome.
This is a required field for entry.
e. Enter descriptions of the Intermediate Outcomes related to this work
plan component. The Intermediate Outcomes are in bulleted format. If
you want to include more than two (2) Intermediate Outcomes, click on
the "Add More Intermediate Outcomes" button (Figure 34).
This is a required field for entry.
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Intermediate Outcomes * : '
[ Add More Intermediate Outcomes...
D
Figure 34 - Intermediate Options
f. Enter the Estimated Component Cost.
This is a required field for entry.
g. Enter the Estimated Work Year (FTE) associated with this Work
Component. The Estimated Work Year is the amount of time needed
to complete the component. This can be a whole number or a decimal.
The duration of the component's work year should not exceed the
duration of the entire work plan.
This is a required field for entry.
5. Choose the Save Component button to save the record.
6. If there are required fields that do not have information entered in them, an
error message will be returned (Figure 35). Click "OK" on the message and
enter the required information to advance to the next screen.
Work Plan Component
An asterisk (*) indicates required field.
Title *
| Pollution Prevention (Recyling) ,
Description * :
I Windows Internet Explorer | X •
Primary Capacity Area Deve
Environmental Outcome * :
ERROR: required
loped:
f \ There are fie
• ^
ds which need correction before Submit
OK
Intermediate Outcomes * :
ERROR: required
| Add More Intermediate Outcomes ... ]
Estimated Component Cost * : $|o
Estimated Work Year (FTE) * : [1_
I Save ]
Figure 35 - Warning Message
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Tribal users can rearrange Components and Commitments as you develop their
work plan (Figure 36). To rearrange a Component, click in the active ID window and
type the order in which you wish to arrange two or more Components. When the
page refreshes, the components will rearrange as you ordered them.
f
ID
1
2
Title
I
Management of
Environmental
Office
Develop Solid
Waste
Management
Plan
. ^ Components can be arranged
by reordering the numbers.
Figure 36 - Order Example
4.3 Create a Work Plan Commitment
Once you have created a work plan component, you may add the commitment(s),
necessary to achieve each component of the work plan. Commitments are task-
oriented activities that have shorter durations than the components. There can be
any number of Commitments for any Component.
1. Once you have saved your component, you will be returned to the Edit Work
Plan Component screen. Click on the New Commitment button at the
bottom of the page to start entering commitments (Figure 37). Please note:
PCA means Primary Capacity Area.
_^Jwork Plan Commitment
ID
Commitment * PCA * Positions
New Commitment ]( Save Commitment
st. End Date * Outputs &
.... _ .. , ^ Action
ost mm/dd/yyyy Deliverables *
Figure 37 - Edit Work Plan Options
2. Enter the work commitment information for your work plan component (Figure
38). All information for the commitment is stored in the commitment table and
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remains on the same screen as the component. This allows you to retain the
component information as you develop the commitments.
ft
Work Plan Commitment
ID
1
Commitment *
PCA
*
Positions
No
Position
Available
Est.
Cost
0
End Date *
mrn/dd/yyyy
07/27/2009
Outputs &
Deliverables
*
Action
#
Figure 38 - Work Plan Commitment Table
3. Enter the commitment information by completing the following steps. You
should capture as much detail as possible for completing the commitment.
a. In the Commitment text area, enter a description of the commitment
as you wish to word it to indicate what aspect of the component is
being addressed by the commitment.
This is a required field for entry.
b. The Primary Capacity Area (PCA) drop-down list provides the
following options (Figure 39). Because a component can have several
commitments, it is important to label what aspect of the component the
commitment is addressing by selecting the capacity area.
Legal
Enforcement/Compliance
Technical
Communication
Administrative
Solid/Hazardous Waste Implementation
Figure 39 - PCA Options
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This is a required field for entry.
c. Check off the Positions required to do the commitment. The Position
Titles found in this box are those you entered when you first identified
the skills required for the work plan under Tribal Background. If you
do not have all the positions listed that are needed for a commitment,
go back to the Tribal Background button
Tribal Background
more positions in the Position Information section.
d. Enter the Estimated Cost. The sum total should be representative of
the total cost for the commitment but does not have to be equal to the
estimated cost for the component.
e. Enter the End Date for when this commitment will be completed.
This is a required field for entry.
f. Enter the Outcomes and Deliverables for the commitment. This will
be reported in the Progress Report for the work plan.
This is a required field for entry.
4. Choose the Save Commitment button to save the record.
Work plan commitments can also be rearranged to meet your needs as you develop
the work plan. Each Commitment has an ID associated with it. As you build your
work plan, you can rearrange commitments by entering the numbering sequence in
which you want Commitments to appear. Once you refresh the Commitments page,
you will see your commitments rearranged to your preferred order (Figure 40).
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Q
ID
1
id
Work Plan Commitment
Commitment *
This is the first commitment for this
component.
This is the second commitment for this
Component.
\
_x
PCA*
Commu
Tech
Positions
^| Assistant
D Division
Head
GAP
1 I Program
Director
1 I Assistant
D Division
Head
GAP
| | Program
Est.
Cost
30000
25000
End Date *
rnm/dd/yyyy
07/27/2009
09/27/2010
outputs a
Deliverables *
This is what we
deliver when
this
commitment is
completed.
This is what we
deliver when
this
commitment is
completed.
> Commitments can be rearranged by reordering the numbers.
Action
x
View
History
x
^»
View
History
Figure 40 - Ordering Work Plan Commitments
4.4 Adding Attachments and Background Information
You may attach additional documentation and information to support your work plan.
To attach a document, complete the following steps.
1. From the Edit Work Plan screen, use the Browse function to select the
document that you wish to attach to the work component (Figure 41).
Q.
I |[ Browse... ] £^
0
2. Select the
component.
Figure 41 - Attachment Screen
icon to upload the document associated with the work
3. You may review other attachments that are associated with the work
component by clicking on the option with the LJ icon.
4. A list of available attachments will appear.
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5. If you find a document has been uploaded by mistake, or if you have another
document that is more recent, you can delete the document by clicking on the
icon to remove it from your work plan.
4.5 Submitting a Work Plan
I.Once you have completed all of the necessary work components and
commitments and uploaded all the supporting documents associated with the
work plan, click the Send Work Plan to Project Office button (Figure 42).
l_lJWork Plan Component
-r ID
LU
Title
Management
Environmenta
Office
Create New Component
3f
Description
Owner is
aieo
Meases, CP;™r» ~° «£ .*„„
Area
Legal $87550 1,0 _
^^
| Send Work Plan to Project Office
— -» Click "Send Work Plan to Project Office" to submit a work plan.
Figure 42 - Send Button
2.A new browser window will appear with pre-populated information specific to
your tribe (Figure 43). You will need to fill in the version number of the work
plan as well as any additional comments you have for the Project Officer who
reviews the tribe's plan.
Sending Work Plan to Regional Project Officer
Tribe Name : Raven
Submitted By : aieo
Submitted on : 2009-11-16 09:35:43
Version :
Comment :
Click the "Confirm Sending Work Plan to Project Office"
to confirm your work plan submission.
Confirm Sending Work Plan to Project Office
I Cancel
Figure 43 - Confirm Work Plan Submission Button
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3.When you are ready to send the work plan, click the Confirm Sending Work
Plan to Project button.
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5 EDIT WORK PLAN
The work plan is the basis for the tribal management function. The work plan
provides the tribe with the opportunity to submit data in a precise, informative and
comprehensive manner. Once the work plan has been created, the tribal user may
view the work plan details accordingly through GAP Online. In addition, the tribal
user may view the work plan components. If a work plan is submitted to the
Regional Project Officer for review and comment, the tribal user cannot edit or
modify the work plan until the Regional Project Officer returns or releases the work
plan to the tribal user.
The following is a high level visual display of the overall View Progress Report
Process Flow (Figure 44).
GAP Online Process Tribal Functions
T
Create New
Work
Plan
Edit
Work
Plan
Create/Edit Generate
Progress Summary
Report
I
Report
VIEW WORK PLAN
Update
Work
Plan
Save 1
Project Officer Review
Delete \
Work
Plan
^
Cannot edit, modify or delete
without Regional Project Officer
returning or releasing to the Tribe
Figure 44 - View Work Plan
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5.1 Work Plan View
A tribal user can view a work plan once the information has been entered and
submitted to the Regional Project Officer; however, the tribe cannot edit the
document or modify it unless the document has been returned or released by the
Project Officer.
A work plan can be in one of the following states during its lifecycle:
• Created: the tribal user created the work plan, which can be edited in this
state.
• Submitted: the tribal user submitted the work plan to the Regional Project
Officer for approval. The work plan is non-editable by tribal user. The
Regional Project Officer can either approve or comment.
• Reviewed: the Regional Project Officer has opened the work plan and is in
the process of reviewing its content. The work plan cannot be edited while it
is in review.
• Commented: the tribal user can read comments and modify the work plan.
After the modification, the work plan must be re-submitted to the Regional
Project Officer.
• Approved: the work plan is approved. In this status, the Regional Project
Officer can unlock it if the tribal user has additional information to include. If
the work plan is unlocked, it reverts to the Commented status.
• Final: no changes can be made at this time.
To view a work plan:
1. Select the Edit Work Plan option (Figure 45)
GAP Online 2.2
The Indian General Assistance Program (GAP) Online v2.2
The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and
reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is
updated every few years. Click .he "Edit Work Plan button.
Create New Work PI an
Edit Work Plan
Create/Edit Progress Report
Generate Summary Reports
; Click-BQ'tton to Create a New Work Plan,
; Click Button to Edit the Work Plan (updating component/commitment).
: Click Button to Create/Edit Progress Report
: Click Button to Generate Summary Reports
Figure 45 - Edit Work Plan Option
2. The tribe's work plans will be displayed.
3. Identify the work plan from the list.
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4. To view the work plan, select the option with the Mil icon under the Action
column.
5. Once you have selected the work plan under the Action column, you can
review each component and its commitments within the work plan (Figure
46).
Work Plan Component
^ ID
E
Title
Pollution
Prevention
[Recycling]
Air Quality
Monitoring
Description
This
component will
address
pollution
prevention.
This
component will
address air
quality
monitoring,
Measure(s)
Primary Capacity Estimate Work
w Area Cost Year
Solid/Hazardous
Waste
Implementation
Administrative
$10000
$25000
1.0
1,0
Action
*
#
Figure 46 - Work Plan Component Review
5.2 Update a Work Plan
A work plan may be created and saved as described in Step 1 of Section 4.1. Once
the work plan is created, the work plan may continue to be edited and modified so
long as the tribal user has not selected the Send option and submitted the work plan
to the Region. Once the work plan has been submitted, it must be referred by the
PO in order for the recipient to edit it. The following is a high level visual display of
the Edit or Modify process (Figure 47).
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Create New
Work
Plan
,r
Edit
Work
Plan
GAP Online Process
Tribal Functions
T
Create/Edit
Progress
Report
Generate
Summary
Report
EDIT OR MODIFY A CREATED WORK PLAN
PRIOR TO SUBMISSION TO EPA REGION
Create A
Work Plan
Component
Work Plan
Commitment
Entry
Add A
Work Plan
Attachment
Delete A
Work Plan
Attachment
Figure 47 - Edit or Modify a Work Plan
To update the work plan:
1 .Select the Edit Work Plan option (Figure 48).
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GAP Online 2.2
The Indian General Assistance Program (GAP) Online v2.2
The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and
reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is
updated every few years.
Create New Work Plan
Click the "Edit Work Plan button.
Edit Work Plan
Create/Edit Progress Report
Generate Summary Reports
Click-Bu'tton to Create a New Work Plan,
: Click Button to Edit the Work Plan (updating component/commitment).
Click Button to Create/Edit Progress Report
Click Button to Generate Summary Reports
Figure 48 - Edit Work Plan Button
2.The Tribe's work plans will display (Figure 49).
View Work Plan
Ni—Back
GAP Home
Tribe: Raven
Region: 20
, Start
01/05/2009
End
11/30/2009
Total Cost
$15000 A
Last Update
Accepted
04/04/2009 09/30/2010 $0
Review
15 Apr 2009 10:42 AM EST
17Jun 2009 08:51 AM EST
Action
05/01/2010
09/30/2011 $9999
Commented 20 Jul 2009 01:32 PM EST
Figure 49 - View Work Plan
3. Identify the work plan with a status of "Created" from the list.
4.To update the work plan, select the option with the \S* icon under the Action
column (Figure 50).
10/01/2007
09/30/200S
$89000
$89000 Created 25 Jun 2009 01:02 PM EST
Figure 50 - Update Work Plan Icon
5. Choose the Send Work Plan to Project Office button to send the updated
work plan to the Region.
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5.3 View Change History
A tribal user may wish to view a work plan's history. The View History provides a
useful reference for the tribal user to review the change history associated with a
work plan. The viewing option is often a convenient and quick reference point to
determine if a particular action has been taken in the past.
Select the View History button to view details of the changes made for the selected
work plan progress report (Figure 51).
(™\ ^ .. c>.i. -i \r:-.., r^L.___. Lj:_t__,
l_^ View
r Change History
Print Change History
T Date
27 Jul
2009
01:00:35
PM EST
27 Jul
2009
01:00:35
PM EST
27 Jul
2009
02:05:50
PM EST
27 Jul
2009
02:05:51
PM EST
Author
dieu
aieo
aieo
aieo
Activity Comment
New
Commitment
New
Commitment
Update
Commitment
New
Commitment
Commitment was added into Component Air Quality Monitoring
New Commitment was Created
Commitment 15441 : cost=30000 output=This is what we deliver when this
commitment is completed.
New Commitment was Created
Figure 51 - View Change History Icon
Select the View as PDF or Open Office options to view work plan in Portable
Document Format (PDF) format or in Rich Text Format (Figure 52). To view and edit
documents using the Open Office format, you will need to download a copy of Open
Office from their web site (http://www.openoffice.org/) and install it on your local
machine. Please note that the download for Open Office may take a considerable
amount of time.
Select the Archive function to capture a copy of the work plan to store within your
work space. Select the Modification History function to see a step-by-step review
of the updates requested by the Project Officer and the responses made by the
tribal user.
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Tribe:
EPA Tribal Code:
Region:
Status:
Raven [ Tribal Background
999
20
Accepted
Reporting Frequency: Quarterly
Grant Number: 2009-0727-1
Author: aieo
Description: This is a work plan description entered by the Region 20 tribal user.
View as PDF View as Open Office Archive Modification History
S«lect View as PDF
Select View as
Open Office
Archive Existing
Work Plan
Modification History
to Track Work Plan
Updates
Figure 52 - Button Descriptions
5.4 Print Change History
A tribal user may print a work plan's change history. The Change History provides a
useful reference for the tribal user to review the changes associated with a work
plan. In particular, the change history is important if a work plan has been sent back
and forth, due to edits or modification, between the tribe and the EPA Regional
Project Officer.
Select the Print Change History option to print a copy of the respective work plan
change history report (Figure 53).
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n. Edit Work Plan
Back
WurkPlan List
Tribe:
Raven | Tribal Background
EPA Tribal Code: 999
Region: 20
Status:
Created
Reporting Frequency: Quarterly
Author:
Description:
The purpose of this
uorte plan is to ...
Work Plan Period: Begin: flO/in/2009 [' >
End: 09/30/2010
] Save
Click the "Print Change History" button.
View as PDF View as Open Office Archive Print Change History Modification History
Figure 53 - Print Change History
5.5 Delete Work Plan Component or Commitment
A work plan may be created and saved as described in Step 1 of Section 4.1. Once
the work plan is created, the work plan may continue to be edited and modified so
long as the tribal user has not selected the send option to submit the work plan to
the Regional Project Officer.
If you enter a component and save it, you can later delete it if you are not satisfied
with the wording or if you decide not to pursue that particular component's work. To
delete a component, do the following:
1 .Select the Component that you wish to delete (Figure 54).
Q
llWork Plan Component
r ID Title
Travel
| 1 and
Training
Description
Owner is aieo To
attend training session
on using MS Excel for
administrative
purposes.
Primary Estimate
Measure(s) .
Capacity Area Cost
increase
tribe's
recording Administrative $30000
keeping by
50
Work , .
Action
Year
°'5 ^ifr^
^^*
Figure 54 - Delete Icon
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2.Under the Action column, click on the delete ** button. A pop-up message
box will appear asking if you are sure you want to delete this component.
Select OK. Be very careful with deleting a component. Once the component
is deleted, it cannot be retrieved (Figure 55).
The page at http://iaspub.epa.gov says:
Are you sure you want to delete this Component?
OK
Cancel
Figure 55 - Delete Confirmation Window
If you enter a commitment and save it, you can later delete it if you are not satisfied
with the wording or if you decide not to pursue that particular commitment's task. To
delete a commitment, do the following:
1 .Select the Commitment that you wish to delete (Figure 56).
[^
ID
1
2
Work Plan Commitment
Commitment *
This is the first commitment for this
component,
This is the second commitment for this
component.
PCA*
Cornmu
Tech
Positions
| | Assistant
1 — 1 Division
-1 Head
GAP
fj Program
Director
~^\ Assistant
1 — 1 Division
-1 Head
GAP
O Program
Director
Est.
Cost
30000
25000
End Date *
rnm/dd/yvyy
07/27/2009
09/27/2010
Outputs &
Deliverables *
This is what
Region 20
deliver when
this
commitment is
completed.
This is what
Region 20
deliver when
this
commitment is
completed.
Action
X
View
History
X
View
History
Figure 56 - Items Marked for Deletion
2.Under the Action column, click on the delete'* button. A pop-up message
box will appear asking if you are sure you want to delete this commitment.
Select OK. Be very careful with deleting a commitment. Once the
commitment is deleted, it cannot be retrieved (Figure 57).
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The page at http://iaspub.epa.gov says:
Are you sure you want to delete this commitment ?
OK
Cancel
Figure 57 - Delete Confirmation Window
After the work plan has been submitted, the tribal user cannot edit, modify or delete
a work plan or associated work component. The following is a high level visual
display of the functionalities available to the tribal user once the work plan has been
submitted to the Regional Project Officer (Figure 58).
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GAP Online Process
Tribal Functions
Create New
Work _
Plan
T
Create/Edit
Progress
Report
Generate
Summary
Report
Edit
Work
Plan
EDIT OR MODIFY A WORK PLAN
AFTER SUBMISSION TO EPA REGION
Project Officer Review
Create
Work Plan
Component
Add A
Work Plan
Attachment
Delete A
Work Plan
Attachment
Work
Commitment
Entry
Figure 58 - Functionality after Submission
5.6 Recall a Work Plan
A tribal user can recall a work plan ONLY if it has not yet been opened by the
Project Officer. Once a work plan is opened for review by the Project Officer, it will
be locked and you will not be able to modify it until the Project Officer refers it back
to you.
To recall a work plan:
1. Select the Edit Work Plan option (Figure 59).
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GAP Online 2.2
The Indian Genera! Assistance Program (GAP) Online v2,2
The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and
reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is
updated every few years.
^ Click the "Edit Work Plan button.
Create New Work Plan : Clici-Biitton to Create a New Work Plan.
Edit Work Plan | : Click Button to Edit the Work Plan (updating component/commitment).
Create/Edit Progress Report ] : Click Button to Create/Edit Progress Report
Generate Summary Reports ] : Click Button to Generate Summary Reports
Figure 59 - Edit Work Plan
2. The tribe's work plans will display.
3. Identify the work plan from the list.
4. To recall the work plan, under the Action column, select the option with the
icon (Figure 60).
^_^ BackView Work Plan
GAP Home
Tribe: Raven
Region: 20
Start End
11/05/2009
04/04/2009
10/01/2009
09/30/2010
09/30/2010
09/30/2010
Click the "Recall Button" *
^
T Total Cost Status Last Update
$0 Submitted 3 Nov 2009 08:39 PM EST
$0 Review 17 Jun 2009 08:51 AM EST
$ Created 5 Nov 2009 07:58 PM EST
"Action
dp O
Ir_ - • .1 ^^f*
m
&& &
^£S*
Figure 60 - Recall Icon
5. You will be asked "Are you sure you want to RECALL this work plan?"
6. If you wish to RECALL this work plan, select OK.
7. If you do not wish to RECALL this work plan, select CANCEL.
8. If you select OK, an email will be automatically generated and sent to the
Regional Project Office notifying them that the work plan has been recalled.
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6 CREATE / EDIT PROGRESS REPORT
A Progress Report is a useful tool for a tribe to view and monitor a work plan. The
Progress Report provides the ability to view work plan details and information. The
Progress Report also allows the tribal user to update commitments and upload the
deliverables associated with the commitments.
The following is a high level visual display of the overall View Progress Report
Process Flow (Figure 61).
GAP Online Process
Tribal Functions
Create
a
Work
Plan
VIEW WORK PLAN PROGRESS
Edit
Work
Plan
Create/Edit
Progress
Report
Generate
Summary
Report
* T T T +
w
Plan
Dnent
View
Change
History
Print
Change
History
View as
PDF
View
Attachments
Figure 61 - View Progress Report Process Flow
6.1 Create a Progress Report
Commitments are updated within the Progress Report to reflect their completion.
Deliverables associated with the completed commitment can also be uploaded as
attachments.
Reporting frequency is set by the Project Officer before the work plan is accepted.
Depending on the required reports (monthly, quarterly, semi-annually, or annually),
you will update information on how commitments addressing the work plan are
being completed.
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You will be able to enter information (New Reporting) at any time on any of the
commitments during an active reporting period (Current Reporting). Once the
reporting period ends, you can view your inputs under the Previous Reporting
periods.
To create a progress report, follow these steps:
1. Select the Create/Edit Progress Report button in the GAP Report Home
page (Figure 62).
GAP Online 2.2
The Indian General Assistance Program (GAP) Online v2.2
The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and
reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is updated
every few years.
* Click the "Create/Edit Progress Report" button. |
] : Click Button to Create a New Work Plan.
J /Click Button to Edit the Work Plan (updating component/commitment).
T ^^
Create New Work Plan
Edit Work Plan
Create/Ed it Progress Report
Generate Summary Reports
: Click Button to Create/Edit Progress Report
: Click Button to Generate Summary Reports
Figure 62 - Create/Edit Progress Report Button
2. Select the appropriate work plan that you want to view for a specific time
period by clicking on the work plan under the Action column (Figure 63).
Please note that you can only start reporting on activities for a work plan after
the plan has been accepted by the Project Officer.
^ BadtView Work Plan
GAP Home
Tribe: Raven
Region: 20
Start End Total C
10/01/2008
10/01/2008
10/01/2008
12/30/2009 $15000
09/30/2009 $60000
09/30/2009 $52600
Select Accepted Work Plan to View
Dst Status £ Last Update \
•-.,
Commented 20 Dec 2007 09:39 AM EsfX
Accepted 19 Feb 2008 03:02 PM EST
Commented 12 Mar 2008 05:03 PM EST
Action
^
Figure 63 - View Work Plan
3. Select the View Work Plan Component button corresponding to the
appropriate work plan component (Figure 64).
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S
^ID
1
2
Work Plan Coi
Title
Build a
watershed
management
plan
Water Quality
Monitoring
nponent
Description
A plan to monitor watershed
boundaries based on a GIS system
Set up a water quality monitoring
network for the lake area and join the
historical precipitation network system
to retrieve additional data on lake
levels
Click the 'View Work Plan Component" button. *
A
Measure(s)
£•£ Etr ?•* x**""
Area
T-
Technical f 10000 1,0 f&\
Technical $5000 0,5 ffi*\
Figure 64 - View Work Plan Button
4. Click on the View Work Plan Component button to view the work plan
component details (Figure 65).
^ ViewC
Work Plan Compc
hange History
, — . Build a watershed management plan
nent: ^}
N
( Click the 'View Detail" button to view
the work plan component details.
Figure 65 - View Details
5. Click the View Detail button corresponding to the Work Plan Component to
view the component description (Figures 66).
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fl View Change
Work Plan Comconent:
Primary CaDacitv Area
Developed:
Estimated Comconent
Cost:
Estimated Work Year (FTE):
History
Q Build a watershed management plan
>-_...
Technical
\^ Click the "Hide Detail" button to colla
the work plan component information
1.0 Year
Descr ption; |A plan to monitor watershed boundaries based on a GIS svstem
Measure(s);
Long -Term
Outcome:
Intermediate Outcomes
* .
A watershed management plan to include fish
population monitoring
^^^™
pse
.
Figure 66 - View and Hide Details
6. Select the work plan commitment for reporting by clicking the appropriate
work plan component tab (Figure 67).
J Commitment 1.1 Commitment 1.2
Click a Commitment tab.
Figure 67- Commitment tab
7. Click the View Details button for the Commitment to view the work plan
commitment details (Figure 68).
J Commitment 1.1
•
Commitment 1.2
^<( Click the 'View Detail" button
to view work plan commitment details.
Figure 68 - View Details Button
8. In the New Reporting section, choose the appropriate time period for the
chosen commitment (Figure 69).
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* Select the time period for the new report.
New Reporting
PeTod 1st Quarter of 2009 v
End Date 02/26/2009
c'l'tT"6 11*6/2009 ±]
Progress
Status
On Schedule •*
Comment about Status
Work Accomplished
Figure 69 - Time Period
9. Enter the Milestone Date by entering a date or using the calendar pop-up
browser window (Figure 70).
][im.e .
Period
New Reporting
1st Quarter of 2009 v
End Date 02/26/2009
11/16/2009 Z=]
Work Accomplished
On Schedule
Comment about Status
Progress
Status
Enter the "Milestone Date" into the
text area or use the calendar button
to view a calendar.
Figure 70 - Milestone Date
10. Select the status of the work plan commitment from the Progress Status
drop-down menu. Enter a comment about the Progress Status for the work
plan component (Figure 71).
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New Reporting
][lm.e . 1 st Quarter of 2009 v
Period
Work Accomplished
End Date 02/26/2009
Select the work plan commitment progress
Milestone ^1 }* status from the "Progress Status"
Date 11/16/2009 drop-down menu.
JL
On Schedule
Comment about Status
Progress
Status ^^
Enter a comment about the
Jt work plan commitment
s p ro g ress status.
Figure 71 - Progress Status
11. Enter the status of the commitment and additional requirements for the
commitment into the Work Accomplished text area (Figure 72).
Work Accomplished
..
Output (Documents) Action
Enter the work accomplishments
into the "Work Accomplished" text area.
Browse... Add New
Figure 72 - Status Text Area
12. To upload documents related to a Commitment, select the Browse button
under the Output (Documents) column then navigate to the file you wish to
upload (Figure 73).
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Select the "Browse" button then navigate
to the location of the document you wish
to upload
Figure 73 - Browse
13. Click the Add New button to store the new Progress Report (Figure 74).
C:\C
Output (Documents)
Click the "Add New" button to (
save the new report.
\
ocumentsand Settii] Browse... ] A
Action
\
rid New
Figure 74 - Add New
6.2 Update a Progress Report
Once a progress report has been created and saved, a tribal user can update it
during an active reporting period.
To update a progress report, follow these steps:
1. Follow Steps 1 through 7 of Section 6.1 (Create a New Progress Report).
2. Identify the progress report listed under the Current Report section (Figure
75).
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Cut
Time
Period
End Date
Milestone
Date
Progress
Status
rent Reporting
1st Quarter of 2003 "
02/26/2009
03/02/2009 [3
On Schedule
Comment about Status
Work Accomplished Output (Documents) Action
x
C Documents and Settinqs All
upload boundary for Google Earth, plus
Users Documents Mv Pictures Sample
Pictures Sunset, IPO
X
C Documents and
Settinas teacher Desktop INDIANA, kmz
x
DnrurriHrrs and
Settinos teacher Desktoo INDIANA. kmz | Update |
* G Gonple Earth MINNESOTA.kmz
x
C Documents and
Bettinps user? Desktop MNISHI.ID
** G Google Earth WISCONSIN, krnz
[ Browse...
Figure 75- Current Reporting
3. Make the appropriate changes and press the Update button to store the
changes (Figure 76).
Cur
Time
Period
End Date
Progress
Status
rent Reporting
1 st Quarter of £009 v|
02/26/2009
^3/02/2009 jQ
On Schedule
Comment about Status
Work Accomplished Output (Documents) Action
x
upload boundary for Google Earth, plus
Users Documents Mv Pictures Sample
Pictures Sunset.jpa
X
Click the "Update" button to store the updated information.
C Documents and -^^
Settinps teacher Desktop INDIANAl^rJ^j | |pdate 1
G Goople Earth MINNESOTA.kmz
x
C Documents and
Settinas user? Desktop MNISHI.ID
x
** G Google Earth WISCONSIN, kmz
[ Browse...
Figure 76- Update button
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7 SUMMARY REPORTS
7.1 Summary Reports Work Flow
The following is a high level visual display of the overall Generate Summary Report
Process Flow (Figure 77).
GAP Online Process
Tribal Functions
Create New
Work
Plan
Edit
Work
Plan
Create/Edit
Progress
Report
Generate Summary Reports
Tribal End-of-Year Summary Report
Total Costs by Strategic Goal
Total Costs by Capacity Area
Number of Tribes by Capacity Area
Number by Capacity Area by
Strategic Goal
List of Environment Outcome by
Strategic Goal
Figure 77 - Summary Reports Work Flow
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7.2 End-of-Year Summary Report
To access the Summary Reports, select the Generate Summary Reports option
from the GAP Welcome screen.
1. Select Generate Summary Reports from the menu selections on the GAP
Welcome screen (Figure 78).
GAP Online 2.2
The Indian General Assistance Program (GAP) Online v2.2
The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and
reporting quarterly progress, These designs will be based on the format of the most current EPA Strategic Plan which is updated
every few years.
* Click the "Generate Summary Reports" button.
: Click Button to Create a New Work Plan,
Create New Work Plan
Edit Work PI an : ClickButton to Edit the Work Plan (updating component/commitment).
Create/Edit Progress Report | ./Click Button to Create/Edit Progress Report
Generate Summary Reports
: Click Button to Generate Summary Reports
Figure 78 - Generate Summary Report Button
2. The Generate Summary Reports page will appear (Figure 79).
U.S. ENVIRONMENTAL PROTECTION AGENCY
Generate Summary Reports
Click to enter End of Year Summary Report
To view the summary report, choose Region, then chouse Report Typ
Select Report:
''•--! Number of Grants by regions
O Total Costs by regions
O Total Costs by Strategic Goal
O Total Costs by Capacity Area
Number of Tribes by Capacity Area
Number of Capacity Area by Strategic Goal
O List of Long-Term Outcome by Strategic Goa
Figure 79 - Generate Summary Reports
The End-of-Year Summary Report allows the tribe to highlight its accomplishments
and all the work accomplished as well as address circumstances that arose during
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the year that caused delays or in other ways hindered the completion of any part of
the work plan within the work plans timeframe.
3. Click on the End of Year Summary Report link.
4. Select the Enter link for work plan that you wish to report your year-end
summary (Figure 80).
End O1
+-^Back
GAP Home
Tribe: Rav
Region: 20
Start
10/01/2007
10/01/2007
F Year Summary
en
End Total Cost Status
09/30/2008 $89000 Created 25 J
09/3 0/2 0 0 8 $ 0 CommentedlO 1
Enter End-of-Year Summary Report
Last Update
un 2009 01:02 PM ^ST
un 2009 03:12 PM EST
/
Enter End of
ieatSurrirnary
Enter J
—^4L
Enter
Print End of
Year Summary
Print ]
Print J
Figure 80 - Enter Selection
5. On the End of Year Summary page, the text box is a full screen that you can
enter details of the issues involved in completing the year's work and lessons
learned while addressing each component of your work plan (Figure 81).
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End of Year Summary Entry
Tribe:
EPA Tribal Code:
Region:
Status:
Raven [ Tribal Background
999
8
Created
Reporting Frequency: Quarterly
Grant Number: To be entered by Project Officer
Author: aieo
Description:
"nPenod:
End of Year Summary:
Figure 81 - End of Year Summary
6. Click the Submit button to store the End of Year Summary information.
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7.3 Generating National and Regional Summary Reports
1. To view reports for all tribes or tribes within a particular Region, select from
the drop-down list (Figure 82).
n tnen choose Report Type.
.......
[National
Select Report:
O Number of Grants by regions
O Total Costs by regions
O Total Costs by Strategic Goal
U Total Costs by Capacity Area
O Number of Tribes by Capacity Area
O Number of Capacity Area by Strategic Goal
O List of Long-Terrn Outcome by Strategic Goal
Figure 82 - Report Type
2. You can view an activities report that is inclusive at the National and Regional
level (Figure 83).
To view the summary report; choose Region, then choose Report Type,
! National |v
Region A
Region 5
Region 6
Region 7
Region 3
Region 9
Region 10
Figure 83 - Report Type Selection
The following Summary Reports are available for the Tribal user.
• Number of Grants by Regions
• Total Costs by Regions
• Total Costs by Strategic Goal
• Total Costs by Capacity Area
• Number of Tribes by Capacity Area
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• Number of Capacity Area by Strategic Goal
• List of Long-Term Outcome by Strategic Goal
Each report is visually displayed in sections 7.3.1 to 7.3.7
7.3.1 Number of Grants by Regions
Number of Grants by regions—National
Region
Region
7 ='i R n
Region
8 = 67.0
Region
5=42.0
Region 1 =
n
Reciion 1 = 1.
0
Region
20=175.0
• Region 6=177.0 • Region 7=18.0 <~ Region 8 = 67.0
Region 5 = 42.0 * Region 2 = 4.0 •:" Region 1 = 1.0
Region 20 = 175.0 • Region 9 = 384.0 • Region 10 = 246.0
• Region 4 = 6.0
Figure 84 - Number of Grants by Region
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7.3.2 Total Costs by Regions
Total Costs by
;--National
Region
•7 — 1
Region
Region
_ E: n i; n -i "7 Q
Region
Region 9 = 2.
952928272
E7
• Region 6 = 1.S715629E7 • Region 7 = 1058282.26
Region 8 = 3258572.0 Region 5 = 5060178.0
• Region 2 = 326167.0 Region 1 = 210000.0
Region 20 = 2280276.0 • Region 9 = 2.952928272E7
• Region 10 = 4.99Q199493E7 • Region 4 = 514156.0
Figure 85 - Total Cost by Regions
7.3.3 Total Costs by Strategic Goal
Total Costs by Strategic Goal — National
[Air = $1Q|
|• Water = $43 • Air = $10 ' Community = $27.0 Land = $17
Figure 86 - Total Costs by Strategic Goal
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7.3.4 Total Costs by Capacity Area
Total Costs by Capacity Area—National
• Legal = $43 •Compliance = $10 • Technical = $27.0
Communication = $17 Administrative = $11 Waste = $19
Figure 87 - Total Costs by Capacity Area
7.3.5 Number of Tribes by Capacity Area
Number of Tribes by Capacity Area-
National
• Legal = 43 •Compliance = 10 Technical = 27.0
Communication = 17 % Administrative =11 Waste = 19
Figure 88 - Number of Tribes by Capacity Area
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7.3.6 Number of Capacity Area by Strategic Goal
Number of Capacity Area by Strategic
Goal—National
Air = 10|
[• Water = 43 •Air = 10 Community = 27.0 Land = 17J
Figure 89 - Number of Capacity Area by Strategic Goal
7.3.7 List of Long-term Outcomes by Strategic Goal
List of Long-Term Outcome by Strategic
Goal—National
[• Water = 43 •Air = 10 Community =27.0 Land = 171
Figure 90 - List of Long-Term Outcome by Strategic Goal
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8 ACRONYMS AND DEFINITIONS
8.1 Acronyms
The following acronyms were used in this document.
Acronym
AIEO
EPA
ERRT
FY
GAP
HQ
PDF
Definition
American Indian Environmental Office
United States Environmental Protection Agency
Environmental Results Reporting Tool
Fiscal Year
General Assistance Program
Headquarters
Portable Document Format
8.2 Definitions
The following words and related definitions are provided for ease in understanding
the use of the word reference in this document.
American Indian Environmental Office (AIEO). The AIEO leads an agency-wide
effort to work with 572 federally-recognized tribes, as well as intertribal consortia,
located in nine of EPA's ten Regions.
Data Entry Field. Fields in which a selection or data entry may be completed.
Lookup Field. Field that displays the available selections.
Drop-down List. Field that provides a drop down list of available options.
Display-only Field. Field pre-populated with data that cannot be edited or changed.
Work Plan. A work plan is created by a tribe on an annual basis. The work plan is
composed of multiple components with multiple commitments.
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9 GAP OFFLINE 1.0 FOR TRIBAL USERS
The GAP Offline 2.0 system provides EPA Grantees with a centralized tool for
editing work plans in an offline setting. Tribes who experience intermittent Internet
connection will benefit from GAP Offline because they can continue developing work
plans that were started online. GAP Offline allows you to build a work plan even
without Internet access. The design for this application is based on the format of the
most current EPA GAP Guidance Guideline (GAP Guidance for 2006).
9.1 GAP Offline Tribal User Guide
The GAP Offline Tribal User Guide is a reference for Tribal Grantees. At this time,
GAP Offline is only available to the tribes in building a work plan that started in GAP
Online. Project Officers can only view, comment, or accept work plans that are in
GAP Online. Tribal users update and edit work plan offline but all negotiations and
acceptance of the work plan must be performed online.
9.2 GAP Offline Functionalities
GAP Offline is designed for tribal users who experience intermittent Internet
connections. When you select to go "offline" GAP Online downloads the most recent
version of your work plan to your local computer. You can add components and
commitments to the work plan that you started in GAP Online. You can update goals
and measures but you cannot create PDF versions of the work plan, Open Office
versions of the work plan, or archive a copy of the work plan.
Updates made to your work plan offline will be saved to the GAP Online application
automatically so you do not have to worry about the consistency between the two
versions of your work plan. When you want to close your browser, if the final version
of the work plan on your local computer is different from the version in GAP Online,
you will be asked to save a copy to the GAP Online server (if an Internet connection
is available).
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10 GAP OFFLINE BASICS
GAP Offline is an application that tribal users can use to edit and update existing
work plans started in the GAP Online system. The principal use of GAP Offline is for
tribes who do not have consistent Internet connection.
The following sections provide an overview of the common design and use
functionality.
10.1 Accessing GAP Offline
To begin working on GAP Offline, follow these steps:
1. When you first click on the GAP Offline button, your browser will
automatically check if you have Google Gears installed. Google Gears is a
browser extension that allows you to work in an offline environment. If you do
not have Google Gears, Figure 91 will appear in GAP Online page and ask
that you install Gears.
Please note that you must have Administrator privileges on my local
computer in order to install Google Gears. If you do not have
Administrator privileges, please check with your local Information
Technology (IT) Officer to install the software using an Administrator's
account.
lmProvin9 Your Web Browser
;;; Gears
Install Google Gears to use GAP Offline features!
Gears enables more powerful web applications, by adding new
features to your web browser. Learn More...
Windows
System requirements
« Windows XP/Vista
• Firefox 1.5+ and Internet Explorer 6.0+
Gears is available for Windows. Windows Mobile flE Mobile.
Opera Mobile"). Mac CFirefox. Safari). Linux and Android.
Figure 91 - Google Gears Install
Please note that Google Gears is only available for Windows XP and Vista
users. You will also need Firefox 1.5 or higher or Internet Explorer 6.0 or
higher.
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2. Please read and accept the terms of service for Google Gears (Figure 92).
Please do not check the "Help us improve Gears by sending crash reports
and anonymous usage data" box.
ntCnOarC Improving Your Web Browser
Bv downloading vou agree to our Terms of Service below and Privacv Policv.
Terms of Service
1. Your relationship with Google
1.1 Your use of Gears (referred to as "Gears" or "Services" in this document) is subject to the
terms of a legal agreement between you and Google. "Google" means Google Inc., whose
principal place of business is at 1600 Amphitheatre Parkway, Mountain View, CA 94043,
United States. This document explains how the agreement is made up, and sets out some of
the terms of that agreement.
D Help us improve Gears by sending crash reports and anonymous usage data
Agree and Download Cancel
"
m
V
Figure 92 - Gears Service Agreement
3. After accepting the Terms of Service, the following page will appear (Figure
93). The application installation box should appear automatically. If it does
not, please click on the, Don't see the Installer? Click here link. The
installation window will then appear. Click the Run button to initiate the
Google Gears install.
'mProvin9 Your Web Browser
Follow these steps to complete your installation:
^^ Click Run when you are asked "Do you want to run this application?"
99 The Gears installer should complete in seconds.
Dont see an installer? Click heie.
Close and restart your web browser (he
all browser windows).
Do you want to run or save this file?
nN ame: GearsSetup. exe
Type: Application, 534KB
While Hies from the Internet can be useful, this file type can
potentially harm your computer. If you do not trust the source, do not
Figure 93 - File Download
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4. If your Internet connection is intermittent at the time you install Google Gears,
click on the Save button to download a copy of Google Gears to your local
directory. If you choose to run the install from your local machine, you will
need to nagivate to the folder where you saved a copy of Google Gears and
double click the installation file to run the install manually.
5. Click on the Run button to install (Figure 94).
Internet Explorer - Security Warning
Do you want to run this software?
Name: Gears5etup.exe
Publisher: Google Inc
More options
Run
Don't Run
While files from the Internet can be useful, this file type can potentially harm
your computer, Only run software from publishers you trust. What's the risk?
Figure 94 - Internet Security Warning
6. After Google Gears installs, a message box will pop up informing you that the
install is completed and that you will need to shut down your browser and
reopen it for the configurations to take effect (Figure 95).
Gears Installer
Thanks for installing, You must restart all your browsers before using Gears.
Restart Browsers Now
Restart Browsers Later
Figure 95 - Gears Installer
Once Google Gears is properly installed on your local computer, you can access
GAP Offline from the GAP Online homepage. GAP Offline is a seamless transition
between the online work plan development environment and the offline
environment.
To access GAP Offline from the GAP Online homepage select the "GAP Offline
Home" link in the left side bar (Figure 96).
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U.S. ENVIRONMENTAL PROTECTION AGENCY
[GoI Advanced search
Search: All EPA
You are here; EPA Home »* American Indian En^itonrnental Office » GAP O
Welcome aieo
# Access the "GAP Offline" Home Page.
ONLINE PERFORMANCE UPDATE: 09/22/09: We are currently experience issues with the Web Arcess Management
[WAM] login page for GAP Online. Due to some unannounced configuration changes, users will not be able to log into GAP
Online using WAM accounts. In the meantime, please log into GAP Online using your tribal user account, We will make an
announcement once the issue has been resolved.
e Indian General Assistance Program [GAP) Online '.'2.2
The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and
reporting quarterly progress, These designs will be based on the format of the most current EPA Strategic Plan which is updated
every few years.
Figure 96 - GAP Offline Link
You will notice GAP Offline is distinguished by a yellow banner across the top of the
homepage and a few new icons along the left side bar of the page (Figure 97).
U.S. ENVIRONMENTAL PROTECTION AGENCY
Indian General Assistance Program (GAP) Offline
•.-. - LI Search: a All EPA
GAP Off!me Shortcut nk
The purpose of this system is to provide EPA Grantees with a centralised tool (or edrting work pi
based on the format of the most current EPA Strategic Plan which ts updated every few vears.
ornecten to the Internet. These designs v.ill b
Euttt-n to Edit the Work Plan (updating component/commitment).
Figure 97 - GAP Offline Shortcut
From the GAP Offline homepage, you can select to add shortcuts for GAP Offline on
your local computer. This is useful for when you want to go right into the GAP
Offline system without having to first open your browser and navigate to the GAP
Offline homepage. You can choose to add a short cut to your desktop, to your start
menu, and to your Quick Launch Bar. You can select all shortcut options or only
individual options (Figure 98).
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Gears - Create Desktop Shortcut
This website wants to create a shortcut on your
computer. Do you want to allow this?
GAP Offline
GAP Offline application
Create shortcuts in the following locations:
n Desktop
n Start menu
H Quick launch bar
Never allow this shortcut
OK
Cancel
Figure 98 - Create Desktop Shortcut
To begin working on a work plan, click the Edit Work Plan button on the GAP
Offline homepage.
Please note you can only edit existing work plans in GAP Offline. You must
first begin a work plan in GAP Online before you can use GAP Offline.
When you click on the Edit Work Plan button for the first time, a Gears Security
Warning will pop up asking to store information on your computer using Gears
Figure 99). This is how Google Gears works. It stores a local copy of your work plan
to your computer and captures all your updates to components and commitments.
During your offline session, if an Internet connection is available, Gears will
automatically save your offline work to the GAP Online server. If the Internet
connection is not available, Gears keeps all your updates saved to your local
machine and will save them to GAP Online the next time it can detect an Internet
connection with the GAP Online server.
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Gears Security Warning
The website below wants to store information on
your computer using Gears.
http://ese-nv.its-ese.loca!
I trust this site. Allow it to use Gears.
Never allow this site
Allow
Deny
Figure 99 - Security Warning
Please check the I trust this site. Allow it to use Gears checkbox and click the
Allow button. Google Gears is now ready to store your work plan updates to your
computer.
10.2 GAP Offline Functionalities
After Google Gears is installed and loads all of the files it needs to function in an
offline environment, you click on the Edit Work Plan button to "download" a copy of
your work plan from the GAP Online server. This will require that you have Internet
connection to the GAP Online server in order to get a copy of your work plan. You
will know that Gears is downloading the work plan if you see the line of red bars
flashing across the GAP Offline Webpage (Figure 100).
U.S. ENVIRONMENTAL PROTECTION AGENCY
Indian General Assistance Program (GAP) Offline vi.o
I contact us Search:
2 here: EPA Home » American Indian E
©All EPA I
vironmental Offic
Advanced search
Welcome
GAP Off line 1.0
The Indian General Assistance Program (GAP) Offline vl.O
The purpose of this system is to provide EPA Grantees with a centralized tool for editing work plans when not connected to the Internet, These designs will be
based on the format of the most current EPA Strategic Plan which is updated every few years.
Edit Work Han
Click Button to Edit the Work Plan (updating component/commitment).
igure 100 - GAP Offline Welcome Page
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Once the red bars stop flashing, you will have a copy of your GAP Online work plan
available to edit on your computer (Figure 101). You wil notice there are copies of
each work plan available from GAP Online. If your work plan's status is "Created"
you will be able to edit it from the offline environment. If your work plan has
"Submitted" or "Commented" as its status, you will only be able to view them in the
offline environment. Only "Created" work plans can be edited in GAP Offline. In
the example provided in Figure 99, the tribal user can only view each of the three (3)
work plans they downloaded from GAP Online.
U.S. ENVIRONMENTAL PROTECTION AGENCY
Indian General Assistance Program (GAP) Offline vi.a
View Work Plan
+—Back
GAP Home
Tribe: Raren Tribe
EPA Tribal Code
Region: 20
Tribal Background
r Start End
04/03/2009 04/05/2010
10/01/2009 09/30/2010
10/02/2008 09/29/2009
Total Cost
(60000
to
to
Status
Submitted
Submitted
Corn merited
^ Last Update Action
FriApr3200902:09PMEST jjjj|
Tue Mar 31 2009 10:02 AM EST {^||
FriApr3200903:19PMEST $M
Figure 101 - Work Plan Status
Other differences you will notice between GAP Online and GAP Offline involve the
User Profile and the Tribal Background sections of the work plan.
The User Profile cannot be edited in the GAP Offline environment (Figure 102). If
you need to make changes to the Point of Contact (POC) person for the tribe's work
plan, it will need to be done in GAP Online.
U.S. ENVIRONMENTAL PROTECTION AGENCY
Indian General Assistance Program (GAP) Offline vi.o
Recant Additions I contact us Search: © All EPA I
You are here: EPA Home » Amerken Indian Envirunrrignta Qffire » GAP Offline
Advanced search
User Profile
-4— Back
WorkPlanlisI
User ID :
Region:
aieo
20
Designation : Tribal Officer
Access Rights ;
Tribe Name
Full Name:
Phone:
E-Mail Address:
Project Officer's E-Mail:
TRIBE
Raven Tribe
aieo
555-555-5555
jin-vao.liu@lmco.com
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Figure 102 - User Profile
For Tribal Background, you will be able to view Position Information already
entered for your tribe, but you will not be able to add new positions or allocate the
percentage of the GAP grant that will fund those positions. You will also not be able
to upload documents for the Narrative Background or Budget in GAP Offline
(Figure 103).
Tribal Background Information
Tribe: Raven Tribe
EPA Tribal Code:
Region: 20
Narrative Background
Not available offline
-iJBudget
Not available offline
Position Information
Existing Positions
Position
Administrative Assistant
Assistant Manager
Category
% Paid by GAP
Clerical 50
Clerical
75
Director Administrative 50
Tribal EPA Consultant Professional 25
Close Window
Figure 103 - Tribal Background Information
10.3 Editing Work Plans in GAP Offline
Each component and commitment that you can complete in GAP Offline follows the
same procedure as that for GAP Online. Required fields are the same in GAP
Offline as they are in GAP Online. You will need to provide the same level of detail
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for work plan components and commitments in GAP Offline as is required in GAP
Online.
When working in GAP Offline, you may update the work plan description and the
time frame for which the work plan is valid (Figure 104). A pop-up window appears
to let you know the updates were successful. Click OK to continue.
Raven Tribe
20
Created
Tribal Background
|aieo
Reporting Frequency: Not Set
Grant Number:
Author:
Description:
Work Plan Period:
Environmental
Research work plan
Begin:
04/03/2009
End: OB/05/2010
Windows Internet Explorer
Work Plan Updated
^ Vi
ew Change History
OK
Figure 104 - Update Confirmation
Updates for the work plan component are likewise the same as when working in
GAP Online. You will not have drop-down options for the title of a work plan
component if one is already written. If you wish to edit the title of an existing
component, you will need to highlight the text in the Title box and type in the new
title (Figure 105).
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Work Plan Component
An asterisk {*) indicates required fietd.
Title * :
Environmental Research
Description :
Owner is aieo - component regarding research on
enviornmental issues
Primary Capacity Area Developed:
Long-Term Outcome* :
Measure(s) :
Intermediate Outcomes * :
Estimated Component Cost *
Estimated Work Year (FTE)
Enforcement/Complianc
Solid Waste Management plan
draft plan by end of the PoP
[ Add More Intermediate Outcomes ... ]
solid waste education
updates to solid waste ti
Save Component
Figure 105 - Work Plan Component
1. When you successfully save the work plan component, a pop-up window
informing you the information has been stored to your GAP Offline work plan
(Figure 106) appears. Click OK to continue.
Primary Capacity Area Developed:
Long-Term Outcome* :
Measure(s) :
Intermediate Outcomes * :
Estimated Component Cost * :
Estimated Work Year (FTE) * :
Administrative
a means to track all waste disposal activities for the tribe
Windows Internet Explorer | X |
afullyvett
J\
Component Updated
• [training for staff on wastE
r2009
educational outreach ph
Year
Figure 106 - Confirmation Window
2. Commitments entered into GAP Offline are done just like in GAP Online. All
of the fields necessary to fully define your commitment in GAP Online are
likewise required in GAP Offline. If a field is missing information or if an
invalid entry is entered for a particular item in the Commitment table, you will
get a notice that you should cancel and fix the commitment. You will know
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there is an error if the validation process leaves anything in a RED font. If you
click OK and there is a validation error, the entire entry will be removed from
the Commitments table. You will have to re-enter all the information for that
commitment again. Please make sure that when the validation process ends
only GREEN font is visible at the bottom of the Commitment table (Figure
107).
ork Plan Commitment
Commitment *
Training for director and tribal const
management to help buiW SW plan.
I
Sy.wiqCcmnitmentD«tfl-..chKhngC«imb«nt L: VdWdbon SuCa
MMH review tJhe rest* of S-svng Cwwntroent Data on the page.
tf thwff B .any encr, ckk "Cancrf Button and cofr«t th? data
tf (her* fcrw error, dckX** to 5t±e* tht Data.
E-nJ C'=>t>j
mm/dd/my
Outputs a
Deliverable; *
09101/3009
training certification in
SW management
u Consultant
< > Commitment Entiy is Correct if Green
Figure 107 - Validation
After you complete you updates to the work plan, you will be able to view the
changes you made locally by navigating to the View Work Plan page and clicking on
your updated work plan (Figure 108). Remember this work plan is in the offline
environment. GAP Offline will need a connection to the GAP Online server to ensure
it saves a copy of the work plan from your local computer to the GAP Online server.
If you do not have an Internet connection, GAP Offline saves the work plan in your
local computer and will upload it to GAP Online once an Internet connection is
established.
U.S. ENVIRONMENTAL PROTECTION AGENCY
Indian General Assistance Program (GAP) Offline vi.o
Search: © All EPA i
You are here: EPA Home » American Indian Erwm:>nmgnt.al Office » GAP Qfflirv
View Work Plan
Tribe: Raven Tribe
EPA Tribal Code:
Region: 20
Tribal Background
„ Start End Total Cost
04/03/2009 08/05/2010 (60000
10/02/2008
09/29/2009
to
Status Last Update
Created Tue Apr 7 2009 08:37 PM EST
Commented
Fn Apr 3 2009 03: 19PM EST
Action
*
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Figure 108 - View Work Plan
Document: GAP Online Tribal User Guide
Version 2.2
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Washinaton DC 204SO
Once your Internet connection becomes available, a pop-up message will appear
asking if you would like to log into GAP Online and have your work plan updates
loaded to the GAP Online server (Figure 109). If you wish to do so at that time, click
OK to open up the GAP Online login screen.
Edit Work Plan
•4—Back!
WnrfcPlan list ]
Tribe: Raven Tribe
Region: 20
Status; Created
Reporting Frequency: Not Set
Grant Number:
Author;
Windows Internet Explorer
Network Connection to GAP Online Is Restored, Would you like to Login now?
(aieo
OK Cancel
Description:
Work Plan Period: Begin; 04/27/2009
End: 09/30/2010
Figure 109 - Edit Work Plan
When you log into GAP Online, the work plan from GAP Offline will be uploaded to
the GAP Online server and you will be able to continue working on your work plan
while in the GAP Online environment (Figure 110).
View Work Plan
N—Bac
GAP Home
Action
04/03/2009 08/05/2010 $60000 Created TUB Apr 1 2009 OB;42 PM EST i X
Figure 110 - Updated View Work Plan
Document: GAP Online Tribal User Guide
Version 2.2
Page 75
Doc. No.: 47-GAP-MAN-0139
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United States Environmental Protection Agency
American Indian Environmental Office
1200 Pennsylvania Avenue, NW
Washinaton DC 204SO
Document: GAP Online Tribal User Guide
Version 2.2
Page 76
Doc. No.: 47-GAP-MAN-0139
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