Washinaton DC 204SO
  General Assistance Program (GAP) Online
                         Tribal User Guide
                               Version 2.2

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            Washinaton DC 204SO
                         TABLE OF CONTENTS
1      INTRODUCTION                                               4
1.1     GENERAL ASSISTANCE PROGRAM (GAP) ONLINE SYSTEM                 5
1.2     GAP ONLINE TRIBAL USER GUIDE                                    5

2      WHAT'S NEW IN GAP ONLINE 2.2                               6
2.1     NEW FEATURES FOR THE TRIBAL USER IN GAP ONLINE 2.2                6

3      THE BASICS                                                  7
3.1     LOGGING IN TO AND EXITING GAP ONLINE                             7
3.2     MENU BAR                                                     12
3.3     GAP FUNCTIONALITY SELECTIONS                                  13
3.4     GAP WINDOWS                                                 14
3.5     GAP PROCESS FLOW                                            15

4      WORK PLAN                                                 16
4.1     CREATE A WORK PLAN                                           17
4.2     CREATE A WORK PLAN COMPONENT                                22
4.3     CREATE A WORK PLAN COMMITMENT                                27
4.4     ADDING ATTACHMENTS AND BACKGROUND INFORMATION               30
4.5     SUBMITTING A WORK PLAN                                        31

5      EDIT WORK PLAN                                            33
5.1     WORK PLAN VIEW                                               34
5.2     UPDATE A WORK PLAN                                           35
5.3     VIEW CHANGE HISTORY                                          38
5.4     PRINT CHANGE HISTORY                                         39
5.5     DELETE WORK PLAN COMPONENT OR COMMITMENT                    40
5.6     RECALL A WORK PLAN                                           43

6      CREATE / EDIT PROGRESS REPORT                           45
6.1     CREATE A PROGRESS REPORT                                    45
6.2     UPDATE A PROGRESS REPORT                                    51

7      SUMMARY REPORTS                                         53
7.1     SUMMARY REPORTS WORK FLOW                                  53
7.2     END-OF-YEAR SUMMARY REPORT                                  54
7.3     GENERATING NATIONAL AND REGIONAL SUMMARY REPORTS             57
7.3.1        NUMBER OF GRANTS BY REGIONS                             58
7.3.2        TOTAL COSTS BY REGIONS                                   59
7.3.3        TOTAL COSTS BY STRATEGIC GOAL                             59
7.3.4        TOTAL COSTS BY CAPACITY AREA                             60
7.3.5        NUMBER OF TRIBES BY CAPACITY AREA                         60
7.3.6        NUMBER OF CAPACITY AREA BY STRATEGIC GOAL                 61
7.3.7        LIST OF LONG-TERM OUTCOMES BY STRATEGIC GOAL              61

8      ACRONYMS AND DEFINITIONS                                 62
8.1     ACRONYMS                                                   62

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8.2
DEFINITIONS
62
9      GAP OFFLINE 1.0 FOR TRIBAL USERS
9.1     GAP OFFLINE TRIBAL USER GUIDE
9.2     GAP OFFLINE FUNCTIONALITIES

10     GAP OFFLINE BASICS
10.1    ACCESSING GAP OFFLINE
10.2    GAP OFFLINE FUNCTIONALITIES
10.3    EDITING WORK PLANS IN GAP OFFLINE
                                                                63
                                                                63
                                                                63

                                                                64
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                                                                69
                                                                71
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1    INTRODUCTION

The  Indian  Environmental  General Assistance  Program  Act  of  1992  provides
programmatic  authorization  for the  General Assistance  Program  (GAP).  GAP
provides an opportunity for tribes  to build capacity and management capability to
develop  environmental  programs and  is  administered  by  the  Environmental
Protection Agency (EPA). Under the Program, tribes  can tailor capacity-building to
address their environmental  priorities.  GAP  provides the opportunity  for a tribe to
plan,  develop, and  establish an  integrated environmental management program
including the capability to manage specific regulatory programs.

GAP is one part of the  continuing  effort of the EPA to facilitate tribal establishment
of environmental programs.  GAP has become both a core tribal environmental
program and a core EPA program, representing the largest single source of funding
for Tribal environmental programs awarded by EPA. GAP  has  increased from an
original funding of $8.4 million in  1994 to $57 million for the year 2007. As of FY
2008, the total dispersals of overall funds expended for the GAP program total over
$695 million.

GAP  provides  financial  resources  in the form  of direct funding to  federally
recognized tribes and intertribal consortia.  In its administration  of GAP, EPA also
provides technical assistance to  tribal governments and  intertribal consortia  to
develop multimedia programs that address environmental issues  in Indian Country.

GAP enables tribes and intertribal consortia to:

•  Identify baseline environmental needs in order to build capacity to administer an
   environmental program or develop a tribal environmental program that is tailored
   to individual tribal needs.

•  Establish  the administrative,  legal, technical,  and  enforcement  capability  of
   tribes to develop and implement a tribal environmental program,  including the
   capacity to manage  EPA-delegated programs.

•  Foster compliance with federal environmental statues by developing appropriate
   tribal environmental programs, ordinances, and public education and  outreach
   programs.

•  Establish a tribal communications capability to work with Federal, State, Local,
   Tribal, and other environmental officials.

•  Establish the tribal capacity to develop and implement  management programs
   through program-specific assistance.

Source: American Indian Environmental Office
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1.1  General Assistance Program (GAP) Online System
The  GAP Online System provides EPA Grantees  and Project  Officers with  a
centralized tool for creating work  plans and  reporting progress.  The designs are
based  on the format of  the most current EPA GAP  Guidance  Guideline (GAP
Guidance for 2006).
1.2  GAP Online Tribal User Guide

The  GAP Online Tribal User Guide  is a reference for the Tribal Grantees  and
Project Officers.  The GAP Online Tribal  User Guide provides the Tribal Grantees
and Project Officers with  the ability to enter their work plans. The tribal user may
also update and edit the work plan prior to submitting the work plan to the Regional
Project Officer. In addition, the tribal user may edit the work plan if requested to do
so by the Regional Project Officer. The tribal user may also delete the work plan, if
necessary.

Additional management support and  information  is  available to the tribal user as
provided  in the Summary Reports. The Summary  Reports provide a  number of
informational reports on the distribution of grants by  various categories for both the
individual tribe and on a national basis. The report format and output are displayed
in either a pie chart or table.
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2    WHAT'S NEW IN GAP ONLINE 2.2

GAP Online 2.2 has many new features and functions for the tribal user as well as
the Regional Project Officer. These new features and functionalities emerged from
the  various training  sessions  American  Indian  Environmental  Office (AIEO)
conducted during the  rollout of GAP Online 1.0. Suggestions for  enhancements
were collected and work flow issues that were identified with the first release of GAP
Online were resolved. As GAP Online continues to evolve, AIEO looks to the tribes
in addressing how GAP Online can be further improved to facilitate the development
and negotiation of work plans to best serve the tribal community.
2.1  New Features for the Tribal User in GAP Online 2.2

     •   A new User Interface to  better address the process flow of Work Plan
        development.
     •   Upon  login, tribal users can view the first screen of the last work plan that
        he/she revised.
     •   Tribal  users will receive an e-mail notification with comments when their
        work plan is reviewed by their Project Officer.
     •   A new User Interface for entering Progress Reports.
     •   Tribal  users will add the progress status of their work plan commitments in
        Progress Reports.
     •   Comments about the progress status  of a work plan  commitment can be
        entered by tribal users in their Progress Reports.
     •   Tribal  users can perform a  keyword-based  search  on work plans and
        progress reports.
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3    THE BASICS

The GAP  Online is  web-based application  created with a standard interface to
provide a  consistent look and  feel. GAP  Online  uses a  commonly  recognized
window design for the ease of the tribal user.

The following  section provides an  overview  of  the common  design  and  use
functionality.
3.1  Logging in to and Exiting GAP Online

To log into GAP Online, follow these steps:

   1. Access the GAP Online website (https://iaspub.epa.gov/GAP_Online). A new
      option is available for logging into GAP Online. Web Access Management
      (WAM) allows the user to log in with an individual user name (e.g., email
      address) and password assigned from the EPA Oracle Internet Directory
      (OID). This process ensures greater security for the user and the work plans
      developed for their tribe.
   2. To log into GAP Online using WAM, first click on the GAP Portal Login link
      (Figure 1).
        Login =£> (Authorized users only)
                                Accessing the GAP Portal Login page
       To login to GAP Online with Personalized Tribe/EPA Portal ID, please visit GAP Portal Login


       To login to GAP Online with existing Tribal wide user account, please visit GAP Tribe User Login
                            Figure 1 - GAP Portal Login
   3.  Enter as your user ID the email address you enter in the GAP Online User
       Profile. Enter the password provided to you by your Project Officer.

       If you are not yet registered for GAP  Online via a WAM  ID, you  can still
       access your work plans  by clicking on the GAP Tribe User Login link (Figure
        Login &> (Authorized users only)



       To login to GAP Online with Personalized Tribe/EPA Portal ID, please visit GAP Portal Login


       To login to GAP Online with existing Tribal wide user account, please visit GAP Tribe User Login
                                      Accessing GAP Online using a tribal user account
                          Figure 2 - GAP Tribe User Login
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   4.  Enter your user ID and password provided by the Regional Project Officer at
       the time you registered for access to GAP Online  (Figure 3).

       Note: Passwords are case-sensitive; be sure to use the correct capitalization
       (lowercase).
         Login t=3 (Authorized users only)
        To login with existing Tribal-wide user account, please type in Username
        and Password, then click on the "Login" button.
        (Password is case sensitive.)
                            Username:

                            Password:
                             Login | [  Change Password   J [  Forgot Password  J
                                        Figure 3 - Login
    5.  It is recommended that the  password  of the tribal user account be changed
       on  a 90-day basis and a complex password  (at  least 8 characters of upper
       and lower case and numbers) used.

    6.  To  change the  password,  select the  Change  Password button.  A  popup
       window will appear (Figure 4).
           Login ^S (Authorized users only)


          To login with existing Tribal-wide usei
          and Password, then click on the "Logi
          (Password is case sensitive.)


                              Username:

                              Password:
                                        GAP Online - Windows Internet Explorer
                                       gj https :/^aspub,epa,gov/GAP_Qnline/changepassword.j3p?
   Change Password for User: aieo
    Current Password:
      New Password:
Confirm New Password:
                                                     Internet
                                                                    \ 100%
                          Figure 4 - Change Password Window
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   7.  If your browser is set to not allow pop-ups, a gold bar will appear across the
       top of the screen informing you that the Change Password window does not
       appear because it is a blocked pop-up (Figure 5).
            •"-Lr   *? Indian General Assistance Program (GAP)...
          ! Pop-up blocked. To see this pop-up or additional options click here...
                            Recent Additions | Contact Us    Search:    ':^! All EPA
                            You are here: EPA Home » American Indian Environmental Office » GAP Online
                               Figure 5 - Pop-up Blocked
   8.  In order to change the password, you must have your browser's setting set to
       Allow Pop-ups (Figure 6). You can choose whether to temporarily allow pop-
       ups or to always allow pop-ups.
                @ Indian General Assistance Program (GAP) ...
       £0 Pop-up bbcked. To see this pop-up or additional options click here...
                                                         Temporarily Alfow Pop-ups
                                                         Always ADow Pop-ups from This Site..
                                                         Settings
                                                         More information
                                                   Search:     •  All EPA'
                           Recent Additions | Contact Us
                           You are here: EPA Home » American Indian Environmental Office » GAP Online
                                Figure 6 - Allow Pop-ups
   9.  Contact your GAP Project Officer if you forget your password.


   10. Select Login.


   11 .When you login for the first time  as the tribal user for your tribe, you will need
       to enter the email  address  of  the  Project  Officer assigned  to  review,
       comment, and approve your work plan (Figure 7).
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         GAP online 7.2
        The Indian General Assistant* Program
        The purpose of ttvs system, is to seaside EPa 
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                Washinaton. D.C. 20460
                           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
*
g
                              Figure 108 - View Work Plan
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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
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                     United States Environmental Protection Agency
                     American Indian Environmental Office
                     1200 Pennsylvania Avenue, NW
                     Washinaton DC 204SO
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