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 Page 1 of 29 ------- 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 Page 2 of 29 ------- 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). Page 3 of 29 ------- 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. Page 4 of 29 ------- 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. Page 5 of 29 ------- 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 \ \iSbj 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. Page 6 of 29 ------- 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 Page 7 of 29 ------- 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' Page 8 of 29 ------- 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. 3 EPA GO3 Home Abou GO Work Plans Pro jress Reports Work Plans To create a work plan, click on Add New Work Plan. SEPA GO3 PFeedback DAVID JONES" Home About GO Work Plans Progress Reports Work Plans Grantees can create a Region new work plan by clicking Recipient "Add New Work Plan". . Q,v Go Actionsv 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. SEPA GO3 O Testet Feedback System Admm " 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 ) for IGAP. Eagle VW«M» vur* .M On the work plan management page, Grantees add Components and Commitments, assign projected commitment completion dates, include budget information at the Component and/or Page 9 of 29 ------- 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 Page 10 of 29 ------- 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 —¦> \=\ 100_1697Jpg 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. Page 11 of 29 ------- ©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 Page 12 of 29 ------- 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 Page 13 of 29 ------- 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. Page 14 of 29 ------- 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. Page 15 of 29 ------- 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. SEPA GO1 Heme About 40 Work Pl»nj Progrwt P.rpo rt» fUporti v Ad * Snreh Inter Fwdtuct SyritnUm* BaefcuWericPtki liii Print Wert Mib Work Plan Information Add Commitment (No Component) Trtb* ApadM Tub* of OH. Con*onm Cornnwwffl >0 2-WiC*r Quitty C{m0Mnc* Pr 1 MtdUWiif 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 Page 16 of 29 ------- 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 Page 17 of 29 ------- 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 Page 18 of 29 ------- 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 Page 19 of 29 ------- 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 Page 20 of 29 ------- 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 Page 21 of 29 ------- 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. Page 22 of 29 ------- 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 Page 23 of 29 ------- 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. Page 24 of 29 ------- 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 Page 25 of 29 ------- 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 Page 26 of 29 ------- 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. Page 27 of 29 ------- 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). Page 28 of 29 ------- 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). Page 29 of 29 ------- |