INDIAN ENVIRONMENTAL
GENERAL ASSISTANCE PROGRAM
GAP Online 3.0 User Manual
INTERIM DRAFT
February 2019
U.S. Environmental Protection Agency
Office of International and Tribal Affairs
American Indian Environmental Office
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GAP Online 3.0 (G03) User Manual
TABLE OF CONTENTS
Contents
1 Introduction 3
2 G03 User Roles 4
3 Definitions 5
4 Logging On 6
4.1 Grantee's First Time Access- Requesting an Account: 6
4.2 G03 User Access: 7
4.3 New User Requests- EPA's Response 8
5 Work Plans 9
5.1 Creating a Work Plan-Grantees 9
5.2 Work Plan Attachments- Grantees 10
5.2.1 Adding Attachments 10
5.2.2 Deleting Attachments 11
5.2.3 Downloading Attachments 11
5.2.4 Modifying Attachments 11
5.3 Adding Work Plan Components- Grantees 12
5.4 Adding Work Plan Commitments- Grantees 14
5.5 Submitting a Work Plan- Grantees 16
5.6 Printing a Work Plan 17
5.7 Reviewing a Work Plan- EPA Users 17
5.8 Negotiating a Work Plan 19
6 Progress Reports 21
6.1 Completing a Progress Report- Grantees 21
6.2 Reviewing a Progress Report- EPA Users 23
7 User Management 25
7.1 Managing a Grantee's Project Officers - EPA Users 25
7.2 Selecting a Recipient to Update - EPA Users 25
7.3 Removing a Project Officer for a Recipient - EPA Users 26
7.4 Adding a Project Officer for a Recipient - EPA Users 26
8 Providing User Feedback 27
9 ATTACHMENT 29
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INDIAN ENVIRONMENTAL GENERAL ASSISTANCE PROGRAM
GAP Online 3.0 (G03) User Manual
Introduction
This user manual provides GAP Online 3.0 (G03) instructions for EPA personnel and prospective
financial assistance recipients under the Indian Environmental General Assistance Program (GAP).
G03 is a national system used by EPA and GAP grantees to:
• Develop and submit proposed work plans for EPA review;
• Review/comment/approve work plan by EPA employees, documenting pre-award work plan
development negotiations;
• Submit recipient progress reports;
• Review and comment on progress reports by EPA employees;
• Submission of final reports by recipients;
• Review/comment/approve final reports by EPA employees; and
• Customize searches and reports about some aspects of GAP funded activities.
Each of the above features is archived digitally, providing a record of key work plan interactions
between EPA and the recipient.
GAP Online is the only federal assistance agreement program for tribes that attempts to manage the
entire work plan process digitally.
AIEO has made a number of highly visible commitments to establish the GAP Online system,
including to OIG, OMB, and Congress (through the annual budget formulation process).
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G03 User Roles
Non-EPA Users:
Grantees: Grantees use G03 to create work plans and submit them to an assigned Project Officer
(PO) for review. Once a work plan is accepted by the PO, a Grantee can use G03 to submit progress
reports, update commitment status, and respond to PO comments on submitted progress reports if
additional information or work is needed. In the event the Grantee forgets their User ID or
password, they submit a request to the PO for assistance. NOTE: Applying for a grant or cooperative
agreement does not guarantee the EPA will make an award.
EPA Users:
Project Officer (PO): The PO in the G03 system reviews, comments, accepts, and administers GAP
work plans submitted by a Grantee from their Region. When reviewing submitted work plans, the
PO may comment on the work plan, its components, and the work commitments under each
component. If the work plan requires revisions or responses, the PO returns the work plan with
comments or requests to the Grantee. Once the work plan meets all EPA requirements, the PO sets
the progress reporting frequency and accepts the work plan. After a PO sets a negotiated work plan
status to "Accepted," the Grantee may begin to generate progress reports for the accepted work
plan. In reviewing a Grantees submitted progress report, the PO follows a process similar to the one
used in reviewing draft work plan components and commitments - the PO may comment on and
then accept or reject submitted progress reports. Finally, The PO assists Grantees with password
resets, forgotten User IDs, or other technical issues.
Regional Power User (RPU): RPUs have all the capabilities of a PO along with some additional
administrative roles for all G03 users within their Region. The RPU assists with User ID and
password reset requests from Grantees or POs within their Region. They also assign primary POs
and alternate POs for all Grantees in their Region. RPUs have access to read user feedback
submitted in the G03 system.
Headquarters (HQ) Users: HQ Users have read only access within G03. Their capabilities are
limited to viewing draft and accepted work plans and progress reports generated by Grantees and
POs from all regions. HQ Users can also see comments attached during the approval process for
both work plans and progress reports.
G03 Administrators (Super User): G03 Administrators have permissions to access all work plan and
progress report records, add/remove all users, and assign/change user permissions and roles for all
users. G03 Administrators do not have the ability to make modifications to work plans or progress
reports, nor can they make comments on them. They can also assist G03 Users with User
ID/password resets or account deactivation. G03 Administrators update or modify indicators, email
templates, and role descriptions. G03 Administrators also have access to user feedback submitted
in the G03 system.
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Definitions
Component: A negotiated set or group of work plan commitments established in the grant
agreement. A work plan may have one or more work plan components.
Commitment: The outputs and outcomes associated with each work plan component, as
established in the grant agreement.
Intermediate Outcome: The environmental result, effect, or consequence that will occur from
carrying out an environmental program or activity that is related to an environmental or
programmatic goal or objective. Outcomes must be quantitative, and they may not necessarily be
achievable during a grant funding period. Typically, these results could occur within 3-5 years of the
grant award.
Long-term Outcome: The environmental result, effect, or consequence that will occur from carrying
out an environmental program or activity that is related to an environmental or programmatic goal
or objective. Outcomes must be quantitative, and they may not necessarily be achievable during a
grant funding period. Typically, these results could occur within 5-10 years of the grant award, or
longer.
Output: An environmental activity or effort and associated work products related to an
environmental goal or objective that will be produced or provided over a period of time or by a
specified date. Outputs may be quantitative or qualitative but must be measurable during a grant
funding period. Outputs could be referred to as short-term outcomes since they are completed
during a grant.
Work Plan: The document which identifies how and when the applicant will use funds from
environmental program grants and is the basis for management and evaluation of performance
under the grant agreement to produce specific outputs and outcomes (see 40 CFR Part 35.507). The
work plan must be consistent with applicable federal statutes; regulations; circulars; executive
orders; and EPA delegations, approvals, or authorizations.
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Logging On
4.1 Grantee's First Time Access- Requesting an Account:
If you are a Grantee accessing G03 for the first time, click on the Request Account link from the
main G03 system URL (https://ofmext.epa.gov/apex/gap/f?p=101)
i Q \
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General Assistance Program 3.0 Login
A I
password
EPA Users: Log in with LAN ID and LAN Password
Non-EPA Users: Log in using E-Mail and Password
Forgot Password?
Request Account
Grantees entering the
G03 application for the
first time will need to
"Request Account".
After clicking on the Request Account link, G03 directs you to the Request External User Account
form to collect basic account information (Grantee account holder's email, name, EPA region, and
affiliation (tribe or intertribal consortia).
Request External User Account
®
Region:
- Select Reqion -
Recipient:
- Select Recipient -
After completing the Request External User Account form, click Send Request. An EPA employee
will review your request. If your account request is approved, you receive an email from the G03
online platform with a temporary Account Code and link to establish a password.
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Enter the temporary Account Code you received via email and then enter your own custom
password into the Password box, and again in the Re-Enter Password box. Passwords must be 12
characters long, include at least one digit (1-9), one symbol (~, !, #, $, %, +, <, >, /, ?), one upper-
case letter, and one lower-case letter. When finished, click Save Password.
Account Code:
Re-Enter Password:
Save Password
Password requirements
- Password must be 12 characters long
- Must include one digit (1-9)
- Must include one symbol (~,!, #, $, %, +, <, >, /, ?)
- Must include one upper-case letter
- Must include one lower-case letter
You may now return to the main G03 system URL (https://ofmext.epa.gov/apex/gap/f?p=101) to
log in with your username (email) and your custom password.
4.2 G03 User Access:
To log on to the GAP Online system, enter your User ID and associated password and click Sign In.
This brings up a warning message - click Accept to accept stated terms and navigate to the GAP
Online 3.0 online platform homepage.
Warning
©
In proceeding and accessing U.S. Government information and information systems, you acknowledge that you fully understand and consent to all of the
following:
1. you are accessing U.S. Government information and information systems that are provided for official U.S. Government purposes only;
2. unauthorized access to or unauthorized use of U.S. Government information or information systems is subject to criminal, civil, administrative, or
other lawful action;
3. the term U,S. Government information system includes systems operated on behalf of the U.S. Government;
4. you have no reasonable expectation of privacy regarding any communications or information used, transmitted, or stored on US, Government
information systems;
5. at any time, the US. Government may for any lawful government purpose, without notice, monitor, intercept search, and seize any authorized or
unauthorized communication to or from U.S. Government information systems or information used or stored on US. Government information
systems;
6. at any time, the U.S. Government may for any lawful government purpose, search and seize any authorized or unauthorized device, to include
non-U.S. Government owned devices, that stores U.S. Government information;
7. any communications or information used, transmitted, or stored on U.S. Government information systems may be used or disclosed for any lawful
government purpose, including but not limited to, administrative purposes, penetration testing, communication security monitoring, personnel
misconduct measures, law enforcement, and counterintelligence inquiries; and
8. you may not process or store classified national security information on this computer system.
Cancel
All system users must click "Accept"
to launch the G03 application
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NOTE: If you have forgotten your password, for non-EPA Users, click on the Forgot Password? link
and follow the prompts. EPA Users need to contact their local computer support.
1 pRcrt^'
General Assistance Program 3.0 Login
^ password
Grantees who have
forgotten their password
will need to select
"Forgot Password".
EPA Users: Log in with LAN ID and LAN Password
. Non-EPA Users: Log in using E-Mail and Password
Request Account
4.3 New User Requests- EPA's Response
After a tribe submits a request for a new account, the G03 system will notify the appropriate RPU
via email similar to the one shown here:
New GAP Online User Request
To Jones, David
Retention Policy Inbox (Never)
David Jones has requested access to GAP Online as a member of the
Click here to approve log into GAP and respond to this request.
You can either click on the link in the email to open G03 or navigate to the G03 platform yourself.
Once you log in, your Home Screen will show the new request(s) that you have. To the right of each
New User/email address combination are boxes to press to: 1) Deny the request or 2) Approve the
request.
^ Tue 1/29/2019 1:51 PNI
GAP_Online@EPA.Gov
New User Requests
New user shown
here.
Appro'
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If denied, the draft User Account will be deleted. If approved, the account will be established. The
GOB system will notify users of the approval/denial via emaii.
Work Plans
1 Creating a Work Plan- Grantees
Grantees create a work plan after logging into the GOB online platform by clicking on the Workplans
navigation tab. This takes the Grantee to the Work Plans page, which displays all Grantee work
plans, if any have been created.
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Home Abou GO Work Plans Pro jress Reports
Work Plans
To create a work plan, click on Add New Work Plan.
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Work Plans
Grantees can create a
Region
new work plan by clicking
Recipient
"Add New Work Plan".
.
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A window opens where Grantees enter the planned project start and end dates and a work plan
description. Once this information is entered, click the Create Work Plan button to generate the
new work plan and navigate to the work plan management page.
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Home About GO
Create Workplan ®
Work Plans
Region:
All Regions 0
Re
Tribe:
- Select Tribe -
Q."
Stan Date
MM/DD/YYYY
End Date
§§ MM/DD/YYYY §§
•
Description
Action Start D;
As
Status
Q> 07/27/2*
Draft Tri
CI 08/01/21
Follow prompts and then click
"Create Workplan"
Accepted Tri
Q. 10/01/21
Cancel
Draft Tri
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for IGAP. Eagle
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On the work plan management page, Grantees add Components and Commitments, assign
projected commitment completion dates, include budget information at the Component and/or
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Commitment levels, designate which Commitments will produce deliverables, and add attachments
as needed. When Grantees consider the work plan complete, they click Submit Work Plan and the
G03 system will notify EPA that it is ready for review.
2 Work Plan Attachments-Grantees
2.1 Adding Attachments
To add an attachment to the whole work plan (as opposed to adding an attachment associated with
a particular commitment), click Add Attachment.
Status Draft
Description Test work plan
Proposed End 09/30/2020
Date
~ Attachments (0)
Components and Commitments
Save Change
Grantees can add attachments
by clicking "Add Attachment".
Add Component | Add Commitment
This opens a dialog window where you attach a file, select the file type, and provide a name and
description. A maximum often (10) attachments are permitted at the full work plan level —
additional attachments can be uploaded as deliverables at the individual work plan Commitment
levels.
SEPA GO3
Home About GO
Add Attachments
CD Tester Feedback System Admin *
Back to Work Plan Li
f Type:
Tribal Government Endorsement
X
Narrative Discussion
A
f * File:
Budget Detail
Indirect Cost Rate
J Browse...
Work Plan Inform
V
other
/
Tribe Tanan
Status Draft
Descnption FY201!
Select the type of general work plan
attachment you are uploading, complete
the other prompts and then click "Save"
or "Save and Close"
~ Attachments 0
Print Work Plan
Components and Commitments
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2.2 Deleting Attachments
After attachments have been added, they may be removed by clicking the red X icon to the right of
the attachment.
I
I
©Attachments (1)
Grantees can remove
Add Attachment I
attachments by clicking
—¦>
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Document - Document
on the red "X".
Components and Commitments
Add Component I Add Commitment
01. water development
water program development
? air nrnnrat Hpvplnnmpnt
Estimated Cost
$0.00
Estimated Cost
You will then receive a pop-up to confirm that you want to delete the file. Click Delete (green oval
below) to continue or Cancel (red oval below) to leave the file attached.
Are you sure you want to delete this file?
File 100_1697.jpg
Type Narrative Discussion
Name Document
Description Document
Cancel
®
Cancel J
I Delete J
2.3 Downloading Attachments
To download an attachment, click on its name in the list of attachments and follow the prompts.
To download all attachments, simply click the Download All Attachments button to download a
zipped copy of all attachments associated with the Work Plan.
® Attachments (1)
Hi 100_1697Jpg
Components and Commitments
Document - Document
Grantees can download
all attachment by clicking
"Download All
Attachments".
Add Component I Add Commitment
2.4 Modifying Attachments
To make modifications to the name, type, or description of the attachment, click on the grey pencil
icon to the right of the attachment.
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©Attachments (1)
\=\ 100.1697Jpg
Components and Commitments
Document - Document
Grantees can modify the
Add Attachment
—»(E>
attachment name and
attributes by clicking on the
gray pencil.
lent Add Commitment
Note: The maximum number of files that can be added is 10. The maximum file size for a single
attachment is limited to 10 MB. The maximum size for all attachments is 25 MB.
Helpful Hint: When needing to add multiple documents that are the same type (i.e. tribal
resolutions agreeing to a consortia work plan), combine them into a single Adobe PDF document or
zip them into a single file.
5.3 Adding Work Plan Components- Grantees
To add a work plan Component, click Add Component on the right side of the Components and
Commitments region.
~ Attachments (0)
Components and Commitments
©1. water development
water program development
®2. air prograt development
air program development
Add Component
Grantees can add a new
Component by clicking
"Add Component".
Estimated Cost
$0.00
Estimated Cost
$0.00
Total Estimated Cost: $0.00
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When the Component box (shown below) pops up, add a Component Title, Component Description,
expected Long-Term Outcomes, expected Intermediate Outcomes, as well as an Estimated Cost of
commitments within the Component in the new dialogue window. Only the Title, Description, and
Long-Term Outcomes are required to create a Component - the ID will be entered automatically.
The Component Title is limited to 40 characters and should be short (i.e. Draft Watershed
Assessment). A longer description of the Component activities can be entered in the Description
box.
Component x
* Indicates required field '
ID Title
Media
N/A 0
*
Description
I A\ I
Long Term Outcomes
Once completed, either click on Save and New to save the Component and create another
Component immediately, or click Save to save the Component and close the dialog window (more
components can be added later). Once created, edit a Component by clicking on it to re-open the
edit window.
Iuesuipuun
'
Long Term Outcomes
Intermediate Outcomes
Grantees can save a
component by clicking
"Save" or "Save and New"
Q
Save I Save and New I Add Commitment
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If a Grantee wants to begin entering Commitments for the Component they just completed entering
information, they can press the Add Commitment button. See the "Adding Work Plan
Commitments" Section for specific information.
Grantees can save a component
and begin creating
commitments for it by clicking
"Add Commitment"
5.4 Adding Work Plan Commitments- Grantees
To add a Commitment to a work plan Component, first create the Component following the steps
described above, and then click on Add Commitment. This only works after a Component has been
added to the work plan.
*¦ Attachments (0)
Components and Commitments
©1. water development
water program development
®2. air prograt development
air program development
Add Componei t
Grantees can add a new
Commitment by clicking
"Add Commitment".
Estimated Cost
$0.00
Estimated Cost
$0.00
Total Estimated Cost: $0.00
Select the Component to which this Commitment will be associated. All Components that have
been created will be displayed in the dropdown list.
SEPA GO3
Home About GO Work Plans Progre
Add Commitment
* Attachments (0)
Components and Commitments
1. water development
2. air prograt development
Indicator
Select Indicator
0 1. water development
water program developme
2. air prograt developn
air program development Completion Date
Total Estimated Cost: $0.00
Outputs and Deliverables
Grantees first selects the
Component to which this
Commitment describes.
Cost
$
Deliverable Planned? ©
C Yes O No
P Feedback DAVID JONES T
Add Component I Add Commitment
If the selected Component has a media category assigned to it, then the Commitment Media Filter is
limited to that Component's media category or the generic Core program category.
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SEPA GO3
Add Commitment
P Feedback DAVID JONES T
Home About GO Work Plans Progre
Component
1. water development
Commitment ID
Attachments (0)
1. water development
water program developm€
Grantee then selects
the Media Filter.
®2. air prograt developr
air program development Completion Date
Total Estimated Cost: $0.00
Outputs and Deliverables
Cost
$
Deliverable Planned? CD
Yes O No
Add Component I Add Commitment
Assigning media filters limits indicator choices from the Indicator drop down menu. Select the
appropriate indicator and describe the work accomplished in the Commitment Description box.
Complete other fields as necessary. A Commitment cannot be saved unless it has a text within the
"Commitment Description" box and the "Outputs and Deliverables"field,
SEPA GO3
Add Commitment
P Feedback DAVID JONES *
Home About GO Work Plans Progre
100_1697.Jpg
Components and Commitments
Component
1. water development
Commitment ID
Media
Water
Total Estimated Cost: $0.00
c
01. water development
water program developme
©2. air prograt develops
air program development
Completion Date
Outputs and Deliverables
D.3.1 Water Quality Staffing Plan
D.3,10 Water Quality Monitoring Strategy
D.3.11 Water Quality Monitoring Quality Assurance Plan
D.3.12 Water Quality Monitoring Data Management
D.3.13 Water Quality Monitoring Program
D.3.14 TAS Package for 106 Grants
D.3.15 Identifying Nonpoint Source Pollution
D.3.16 Eligibility Package for CWA Section 319
D.3.17 Wetland^£iQiiram-£laD_.
W^T^Wetlands Protection Program
D.3.19 Tribal Water Quality Standards
D.3,20 Wate^3ua!it^5at^^^^^^^
D.3.21 Reviewing Water Quality Reports
D.3.22 Assessing Water Quality Conditions
D.3.23 Assisting EPA with CWA Programs
D.3.24 CWA Permit Program Framework
D.3.25 Permit Program for Discharge Facilities
D.3.26 Compliance Assurance for Water Permit Program
D.3.27 TAS Package for WQS
D.3.28 TAS Package for NPDES
D.3,29 TAS Package for CWA Section 401 Certifications
D.3,3 Water Quality Management Programs
D.3.30 TAS Package for CWA Section 404 Permits
D.3.31 Developing TMDLs
D.3.32 Water Quality Standards
D.3.33 Monitoring Surface Water Quality
D.3.34 Delineated Source Water Protection Areas
D.3-35 Source Water Protection Plans
a ©
Add Component I Add Commitment
Grantees then selects the
specific indicator on which
they will work.
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Once the Commitment is complete, click Save and Add to save the commitment and add a new
Commitment or click Save and Close to save the Commitment and close the Add Commitment
dialog box (more Commitments can be added later). Once created, a Commitment can be edited by
clicking on it to re-open the edit Commitment window.
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If a Grantee intends to
submit a document as a
deliverable, select "Yes"
under the "Deliverable
Planned".
After describing the new Commitment
as prompted, click "Save and Add" or
"Save and Close" as appropriate
Tool Eiu-i*iM Can {36,000 00
If a grantee intends to submit a document, photo or other item to demonstrate completion of the
specific commitment, click Yes below Deliverable Planned. This becomes important when the
grantee is completing their progress report - if "Yes" is selected, an attachment will have to be
included for the commitment to be marked "Complete". If the Commitment is something like "Hire
Environmental Staff", click No below Deliverable Planned.
.5 Submitting a Work Plan-Grantees
Once a work plan has been drafted and contains at least one Component and one Commitment,
submit it to the EPA by clicking Submit Work Plan. After submission, the G03 online platform
changes the work plan status from Draft to Review and notifies the Grantee's assigned Project
Officer by email. While in this state, a Grantee can return the work plan status to Draft, allowing
them to make additional changes and resubmit.
SEPA GO3
Home About GO Work Plans Progress Reports
Back to Work Plan List
Grantees can submit a
work plan by clicking
"Submit Work Plan".
Work Plan Information
(P Feedback DAVID JONES
*
1 ^ '
J Print Work Pl^^
Submit Work Plan
0
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When a project officer opens a work plan in the Submitted status, the G03 online platform changes
the work plan status to Review and Grantees are no longer able to edit the work plan until a project
officer completes the review. When the EPA project officer completes the review, the work plan is
returned to the Grantee and the G03 online platform changes the work plan status to Commented.
Work plans go back and forth between the Grantee and their assigned EPA Project Officer in the
G03 online platform until the PO determines that the work plan and all details can be accepted. At
that point, the EPA Project Officer formally accepts the work plan and the G03 online platform
changes the work plan status to Accepted.
Note: Only G03 System Administrators can change a work plan's status from Accepted to
Commented, so the work plan cannot be modified without G03 System Administrator intervention.
5.6 Printing a Work Plan
At any time in the work plan drafting/negotiating process, the grantee can print a PDF copy of the
work plan by clicking Print Work Plan. This will enable them to download a copy for their records
along the way, if they desire.
SEPA GO3
Home About GO Work Plans Progress Reports
Grantees can print a
work plan by clicking
"Print Work Plan".
P Feedback DAVID JONES '
Back to Work Plan List
Print Work Plan 1
Work Plan Information
5.7 Reviewing a Work Plan-EPA Users
After logging into the G03 online platform, EPA users are directed to a landing page (see below).
This landing page shows work plans assigned to the user and the work plan status. Selecting the
Display All Recipients (red arrow) option shows work plans from all Grantees within their region.
Click Show My Recipients to revert the landing page to show only Grantees that are assigned to the
EPA user. Click the colored circle icon to the left of each listed work plan to open that work plan.
SEPA GO3
Home About GO Work Plans Progress Reports r its v Administration v Search
Submitted Work Plans
©My Submitted Work Plan - Mississippi Band of Choctaw Indians
Submitted - 07/10/2018
Work Plans in Review
Example Work Plan description to be used in the GAP Online 3.0 User Guide - Mississippi Band of Choctaw Indians
Review - 07/05/2018
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Before accepting a Grantee work plan in the G03 online platform, EPA project officers are
responsible for setting the work plan progress reporting frequency (Annual, Bi-Annual, Quarterly, or
Monthly). If changes are made to the reporting frequency, click Save Changes (blue arrow on screen
shot below) to set the frequency. To leave a comment on the top-level work plan (as opposed to
comments on individual Components or Commitments), click Comment on Work Plan (yellow arrow
on screen shot below) to open a comment submission window. EPA project officers can submit
multiple work plan comments; each comment should only address a single concern.
EPA user actions on a
submitted work plan
EPA user comments
are displayed here
CornpOWitt CfMrrYi?nwiit
PO is to set the Reporting Frequency
(Annual, Bi-Annual, Quarterly, or
Monthly) based on Grantee's past
performance.
To view the details of a Component or Commitment, click its title in the Components and
Commitments section of the PO work plan view. This opens a dialog box with all the details
displayed, as well as Comment on Component/Commitment options that open a comment box
similar to the Comment on Work Plan submission window. EPA project officers can submit multiple
Component and Commitment comments; each comment should only address a single concern.
All PO comments are listed in the Comments section above Work Plan Information. Comments
made can be modified by the PO using the Edit link, but once the Work Plan is returned to the
Grantee, they cannot be deleted. Once a comment has been left on an item, it can also be reached
by the button to the right side of the item, located in the Components and Commitments region or
in the top right of the Work Plan Information region.
Once a PO has reviewed a work plan, the PO either accepts or returns the Work Plan to the Grantee
with comments to correct any deficiencies. To accept a work plan as final and ready for funding,
click the Approve button located in the top right of the page. If the work plan must be sent back to
the Grantee with comments, click Return With Comments. This opens a dialog box where the PO
can type the reason they are returning the work plan or other important messages about finalizing
the work plan, like a reply by date, links to potentially helpful resources associated with the
Grantees proposed work plan, or other information related to the award. The G03 online platform
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conveys this typed message to the Grantee, along with the EPA user's work plan, Component, and
Commitment comments.
5.8 Negotiating a Work Plan
After a Project Officer (PO) returns a submitted work plan to a Grantee with comments, the G03
online platform sets the work plan status to Commented. A Grantee will see the Work Plan with
Pending Comments when they log into G03.
The Grantee must address each comment, make any necessary changes and return the work plan to
the PO for final approval/acceptance. There are two methods to view and respond to these
comments.
The first is to expand the comments section, located at the top left of the page when viewing a work
plan. The number located to the right of "Comments" is the number of comments that still require
an action to be taken on them. All comments that still require a response are displayed in bold.
Click the Reply link located to the far right of the comments list (see green arrow below). This opens
a dialog box for the Grantee to respond.
Feedback David Jones
Home About GO Work Plans Progress Reports
Work Plans with Pending Comments
O
Test work plan
10/01/2019 - 09/30/2020: Commented
Comments (1)
Component - Water Component
Back to Work Plan List Note from PO: This is
Pressing the arrow to the left of
"Comment" will expand the comment
section so they can all be seen. The
number in parenthesis is the number
of comments to address.
iple overview comment from the Project Officer.
Comment
Date of Comment
Print Work Plar
Submit Work Plan
the component
07/10/2018
Reply
1 - 1
Work Plan Information
0 Comment(s)
Tribe Mississippi Band of Choctaw Indians
Proposed Start 10/01/2018
Date
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The second method to view and respond to comments is for the Grantee to click Comments on the
right side of the work plan view or the Components and Commitments views.
SEPA GO3
P Feedback DAVID JONES *
Home About GO Work Plans Progress Reports Reports v My Recipients Administration v Search
1. Air Quality Monitoring
This commitment is so the environmental department will be
able to address air quality issues, indoor and outdoor, on tribal
lands.
C.3.19 Air Quality Community Outreach
Distribute flyers door to door on indoor air quality issues
including radon concerns
$5,000.00
Yes
1 Comment(s)
Grantees can click "Comments" to
view comments for that specific
Component or Commitment.
2 C.3.3 Indoor Air Quality Training
Attend air quality training for two employees.
Estimated Cost
$4,000.00
Deliverable Required?
Yes
Once all comments have been addressed and any necessary changes have been made, Re-submit
the work plan using the Submit Work Plan button. The G03 online platform changes the work plan
status from Commented to Negotiated.
SEPA GO3
Home About GO Work Plans Progress Reports
Back to Work Plan List Note from PO: please complete comments
0 Comments (0)
Module
Component - water development
Component - air program development
Response Logged
Grantees click "Submit Work Plan
after all comments/changes have
been completed.
State of Comment
Waiting for Submission
Waitinq for Submission
Print Work PI
Date of Comment
12/10/2018
12/10/2018
Edit
Edit
Unlike the original submission, there is no option for the Grantee to pull back a work plan from
Negotiated status.
Once the Grantee completes the required changes and re-submits the work plan, the PO will receive
the negotiated work plan in their G03 inbox as shown below. The PO can then make additional
comments and requests if necessary and return it or accept the work plan as final.
SEPA GO3
Home About GO Work Plans Progress Reports Reports v My Recipients Administration v Search
P Feedback DAVID JONES '
O Show My Recipients Display All Recipients
Negotiated Work Plans
New User Requests
q Test work plan - Nottawaseppi Huron Band of the Potawatomi, Michigan
Negotiated -12/10/2018
No new user requests at this time
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Progress Reports
1 Completing a Progress Report- Grantees
Once a work plan has been accepted, when a Grantee logs into G03, the Home page will show the
Accepted work plans, as shown below. Also, for tasks that are in current work plans that are past
due (estimated completion date is past), they will be shown as below.
SEPA GO3
Feedback David Jones T
Home About GO Work Plans Progress Reports
Accepted Work Plans Past Due Commitments
Complete Date
08/30/2018.
1. training
Est Complete Date
10/17/2018
1. training
Commitments with
Estimated Completion
Dates that are past will
be shown here.
At this time, the Grantee can begin preparing progress reports in G03 as the work proceeds. The
Grantee can update progress at any time during the reporting period before finally submitting the
information for the EPA to review. To record work plan progress, click Go To Progress Reporting to
open the Progress Reporting module of G03.
SEPA GO3
Home About GO Work Plans Progress Reports
Feedback David Jones T
Back to Work Plan List
Comments (3)
Work Plan Information
Grantees click "Go To
Progress Reporting" to begin
entering accomplishments.
Once the Progress Reporting module has opened, the Grantee clicks on the Update Progress button
next to the commitment where work has been started or completed (see below).
01. water development
water program development
D.3.19 Tribal Water Quality Standards
Develop WQS
o
2. air program development
air program development
Grantees click "Update Progress" to
begin entering accomplishments for
specific tasks.
Update Progress
2_-| C.3.11 Radon Program
Develop radon program
Estimated Completion
Date
Work Not Yet Scheduled
Update Progress
A popup window will open for the Grantee to enter the accomplishments for this Commitment.
Photos or reports can be attached using the Add Attachment button. Be sure to include any
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information in the Recipient Comments box to communicate to the EPA any variance from the
agreed Work Plan (such as a change in an expected completion date or minor cost change). When
completed, press the Save button.
Edit Progress Report Details
Outputs: Draft WQS
Est Complete 08/22/2020
Grantees click "Add Attachment" to
include other documents with the
progress report.
Recipient Com-
When all work on a Commitment is finished, open the Update Progress and set the Status to
Completed and enter the actual date of completion. Be sure to provide Commitment specific detail
in the Work accomplished field. Enter all other commentary to the Recipient Comments field -
anything to aid the EPA in approving the work done. Attachments can also be added at this point.
Be sure to save your progress after you enter the needed information.
Edit Progress Report Details
Outputs: Draft WQS
Status: Completed
Est Complete 09/30/2020
iplete 8/17/2020
~ Attachments (0)
sample
plished:
Recipient Com- sample
When all information has
been entered, the Grantees
click "Save".
Once the work is completed, change
the Status to "Completed" and enter
the Actual Completion Date.
Important: If a Commitment was designated as requiring a deliverable when the work plan was
initially prepared, it cannot be marked complete until an attachment has been uploaded.
Once all progress has been updated, click Submit Progress Report to send the completed progress
report to the EPA for review (see below). Progress reports are to be submited within 30-days of the
end of the reporting period. The final report must be submitted within 90-days of the end of the
project period.
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SEPA GO3
Home About GO Work Plans Progress Reports
Progress Changes Saved
X
~ Attachments (1)
Download All Attachments
Progress Reporting
Once all progress has been reported,
press "Submit Progress Report".
~ 1. water development
water program development
D.3.19 Tribal Water Quality Standards
Develop WQS
Completion Date Completed
09/30/2020 sample
Update Progress
2. air program development
6.2 Reviewing a Progress Report- EPA Users
Once a Grantee has submitted a progress report, the G03 online platform sends a notification email
to the assigned PO informing them that they need to review the progress report. To view the
progress report, an PO clicks the link in the email, the Go To Progress Reporting button under the
work plan navigation tab or the Progress Reports tab on the top of the screen to find the submitted
progress report.
SEPA GO3
Home About GO Work Plans Progress Reports Reports v My Recipients Administration v Search
P Feedback DAVID JONES *
O Show My Recipients
Submitted Progress Reports
Display All Recipients
Quarterly Progress Report 1(Nottawasep Band of the
Potawatomi, Michigan)
New Progress Reports submitted by one of your
Grantees will be displayed on your Home screen.
Once inside the Progress Report, the status of each commitment is displayed in the Progress
Reporting section. To view more details or leave comments on the progress, click on the View
Progress Reporting
1. water development
water program development
D.3.19 Tribal Water Quality Standards
Develop WQS
09/30/2020
sample
View Progress
Click "View Progress" to review
what the Grantee has
submitted.
Home About GO Work Plans Progress Reports Reports
¦SEPA GO:
My Recipients Administration
Search
P Feedback DAVID JONES
Progress to the right of the commitment. Here, all information about the status of the commitment
is visible, as well as any comments left on the progress by the Grantee.
After the View Progress button is clicked, a comment box for the project officer to leave comments
for the Grantee opens (see below). If the information reported in this commitment needs to be
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addressed, the PO can type a comment into the Project Officer Comments box and click Reject. If
the information provides sufficient detail, the PO can select Approve. This is repeated until progress
for all commitments have been reviewed and either approved or rejected.
Edit Progress Report Details
Status: In Progress
Est Complete 12/12/2018
Date:
Attachment
The PO can enter comments,
questions or requests for
additional information in the
Project Officer Comment box.
s (0)
banning accomplished (2
nstrartor was sick. Had to reschedule training
Project Officer
Comments
©
If all the reported information for all the commitments in the progress report is acceptable, click
Approve Progress Report and the G03 online platform changes the progress report status to
Accepted. The Grantee may then begin the next progress report.
If some of the commitments require additional information, the PO should reject the Grantee's
progress report by clicking Return Progress Report to Recipient and the Grantee will make edits
before resubmitting for additional EPA review.
SEPA GO3
P Feedback DAVID JONES T
Home About GO Work Plans Progress Reports Reports v My Recipients Administration v Search
08/01/2018
Report status
CnhmittMl
Return Progress Report to Recipient
~ Work Plan Informatii
Progress Reporting
Approve Progress Report
PO can select "Return Progress Report to
Recipient" or "Approve Progress Report"
depending on whether the submitted
information is acceptable or not.
©1. conference
organize and run solid waste conference
E.3.7 Integrated Waste Management Plan (IWMP) Estimated Completion In Progress View Progress
provide IWMP training Date planning accomplished
12/12/2018
^100% ~
Approve
After reviewing the
progress reports for a
commitment, the PO can
select whether they
Approve or Reject the
submitted information.
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7 User Management
7.1 Managing a Grantee's Project Officers - EPA Users
Regional Power Users and G03 Administrators assign PO roles, including which PO is designated as
the primary project officer and any alternative project officer for each Grantee. To perform this
task, select the Administration tab located in the top navigation bar and click the Recipient POs
option.
7.2 Selecting a Recipient to Update - EPA Users
A listing of all the Recipients in your Region will be displayed. Identify the one you would like to
update and then press the pencil to the left of the name. This will open a pop-up window.
P Feedback DAVID JONES
My Recipients Administration Q Search
Home About GO Work Plans Progress Reports Reports
O Show My Recipients Display All Recipients
RPU can select "Recipient
POs" to assign which PO is
Primary PO for a Recipient.
Subm
Requests
requests at this time
;and of the
P Feedback DAVID JONES
Home About GO Work Plans Progress Reports Reports v My Recipients Administration
A
Region
State
Name
Recipient
Has Primary
Keweenaw Bay Indian Community, Michigan
Region 5 Michigan
H a nnahviHHndi^j^^yjyjjyfjj^^jchigan
Nottawaseppi Huron Band of the Potawatomi, Michi
Ho^hunH^STOTT
Inter-Tribal Council of Michigan
Identify the Recipient you want to
update and press the pencil to the left
of the name to edit.
Region 5 Michigan
Region 5 Michigan
DAVID JONES
Region 5 Michigan
Anthony
Greenwater
Region 5 Wisconsin
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The update options that are displayed for this is to Remove a Project Officer or Add Project Officer.
10 Update Tribe's PO * it
i it
Tribe Name Nottawaseppi Huron Band of the Potawatomi, Michigan
it
Email Phone Po type
The RPU can select "Remove
a Project Officer" or "Add
Project Officer" depending on
the situation.
ID@EPA.GOV 202-564-4368Primary PO j*
.anthony@epa.gov 0 - Alternate PO P
@Ka.GOV ((31) 2)-35- Alternate PO f
il
J Close £ J J '
Anthony
7.3 Removing a Project Officer for a Recipient - EPA Users
To remove a PO for a Recipient, after selecting Remove a Project Officer as described above, the
pop-up window, below, will be displayed. First, select the name of the PO to remove as a PO for this
Recipient. Then, press the Remove PO from Tribe button.
we Project Officer
>ttawaseppi Huron Band of the Potawatomi, Michigan
Project Office
Anthony Greenwater - Alternate
DAVID JONES - Primary
The RPU can select which PO
to remove for this Recipient.
After selecting the PO to
remove for this
Recipient, press the
"Remove PO from Tribe"
button.
7.4 Adding a Project Officer for a Recipient - EPA Users
To add a PO for a Recipient, after selecting Add Project Officer as described above, the pop-up
window, below, will be displayed. First, select the name of the PO to Add for this Recipient. Then,
press the Add button.
lichiqan
Add PO
Tribe "—inn—'
^iSttawaseppmTf^i^and of the Potawatomi, Michigan
After selecting the
PO to add for this
Recipient, press the
"Add" button.
The RPU can select
which PO to add for
this Recipient.
T,
Designation
Cancel
3
Anthony Greenwater X
DANIEL SAMARDZICH ^
(Sf
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Providing User Feedback
AIEO has the constant goal of improving the G03 online experience. A Feedback button has been
incorporated into G03. Please submit any feedback that we can use to optimize the system and
make the process more efficient and simple for you to use.
SEPA GO3
Home About GO Work Plans Progress Reports Reports v' My Recipients Administration Search
P Feedback DAVID JONES *
Filters
Press the Feedback button to get the Feedback popup window. After entering the Subject of the
feedback, Then, press the Type dropdown arrow to select the type of Feedback that you will be
providing. Highlight and then select the Feedback type.
Feedback/Technical Support
Question
tnei
Click into the Feedback description space (inside the red box) and type in your observation,
suggestion, question, etc. Then press the Submit button.
Feedback/Technical Support
Subject
Bug
Question
After submitting your feedback, you receive the following confirmation.
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Feedback/Technical Support x
Subject
| Test Feedback
Message from webpage X
| Thanks for providing feedback
~
Type
| 0 Other
~
Details
1 OK |
Test input
Cancel
You will not receive any other notification unless AIEO needs some clarifying questions answered.
All feedback submitted is reviewed within 2 weeks and a decision made within 30 days as to
whether to implement the suggestion(s), either right away (for bugs), as part of a future update, or
not to implement the suggestion(s).
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9 ATTACHMENT
40 C.F.R. Part 35, Subpart B, §35.507 Work plans.
(a) Bases for negotiating work plans. The work plan is negotiated between the applicant and the
Regional Administrator and reflects consideration of national, regional, and Tribal environmental and
programmatic needs and priorities.
(1) Negotiation considerations. In negotiating the work plan, the Regional Administrator and applicant
will consider such factors as national program guidance; any regional supplemental guidance; goals,
objectives, and priorities proposed by the applicant; other jointly identified needs or priorities; and the
planning target.
(2) National program guidance. If an applicant proposes a work plan that differs significantly from the
goals and objectives, priorities, or performance measures in the national program guidance
associated with the proposed work plan activities, the Regional Administrator must consult with the
appropriate National Program Manager before agreeing to the work plan.
(3) Use of existing guidance. An applicant should base the grant application on the national program
guidance in place at the time the application is being prepared.
(b) Work plan requirements
(1) The work plan is the basis for the management and evaluation of performance under the grant
agreement.
(2) An approvable work plan must specify:
(i) The work plan components to be funded under the grant;
(ii) The estimated work years and estimated funding amounts for each work plan component;
(iii) The work plan commitments for each work plan component, and a time frame for their
accomplishment;
(iv) A performance evaluation process and reporting schedule in accordance with §35.515 of this
subpart; and
(v) The roles and responsibilities of the recipient and EPA in carrying out the work plan commitments.
(3) The work plan must be consistent with applicable federal statutes; regulations; circulars; executive
orders; and delegations, approvals, or authorizations.
(c) Tribal Environmental Agreement as work plan. An applicant may use a Tribal Environmental
Agreement or a portion of the Tribal Environmental Agreement as the work plan or part of the work
plan for an environmental program grant if the portion of the Tribal Environmental Agreement that is
to serve as the grant work plan:
(1) Is clearly identified as the grant work plan and distinguished from other portions of the Tribal
Environmental Agreement; and
(2) Meets the requirements in §35.507(b).
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