General Assistance Program (GAP) Online 2.3.5 Quick Reference Guide

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TABLE OF CONTENTS
1.0 INTRODUCTION 4
1.1 GAP Online Quick Reference Guide Purpose 4
1.2 New Features for Tribal Users in GAP Online 2.3.5 4
2.0 LOG INTO GAP ONLINE 5
2.1 Using a Tribal User Account 5
2.2 First Time GAP Online Users 5
2.3 Update the GAP Online Password 5
2.4 Forgot your Password 5
2.5 Logout of GAP Online 6
3.0 WORK PLANS 7
3.1 Create a New Work Plan 7
3.2 Add Narrative Background Information 7
3.3 Delete Narrative Background Information 8
3.4 Add Budget Information 8
3.5 Add a Detailed Budget Worksheet 8
3.6 Delete Budget Information 9
3.7 Add Attachments 9
3.8 Delete Attachments 9
3.9 Add Position Information 9
3.10 Delete Position Information 10
3.11 Create a Work Plan Component 10
3.12 Reordering Work Plan Components 11
3.13 Delete Work Plan Component 11
3.14 Create a Work Plan Commitment 11
3.15 Reorder Work Plan Commitments 12
3.16 Delete Work Plan Commitment 12
3.17 Submit a Work Plan 12
4.0 VIEW AND EDIT WORK PLANS 13
4.1 View a Work Plan 13
4.2 Edit a Work Plan 13
4.3 View Change History 14
4.4 Print Change History 14
4.5 Recall a Work Plan 14
4.6 Delete Work Plan 14
GAP Online Quick Reference Guide
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5.0 PROGRESS REPORTS 15
5.1 Create a Progress Report 15
5.2 View a Comment 16
5.3 Respond to a Comment 16
5.4 Delete a Progress Report 16
5.5 Submit a Progress Report 17
GAP Online Quick Reference Guide
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1.0 INTRODUCTION
1.1 GAP Online Quick Reference Guide Purpose
The GAP Online Quick Reference Guide (QRG) is a condensed version of instructions for
entering and updating work plans by Tribal Grantees and Project Officers.
The GAP Online QRG is a living document and will be continuously revised to include new
system changes and/or business processes as they occur.
1.2 New Features for Tribal Users in GAP Online 2.3.5
BE Simplified layout for the Create New Progress Report and Edit Progress Report
pages
BE Improved Adobe Portable Document Format (PDF) and Rich Text Format (RTF) for
work plans and progress reports
E Replaced EPA Strategic Goal with EPA Program Coding for components
BE Removed the Primary Capacity Area (PCA) field from components and
commitments
Added the Change Password field on the User Profile page for Project Officers
2 Increased the character limit for the Work Accomplished field for progress reports
BE Improved data processing
GAP Online Quick Reference Guide
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2.0 LOG INTO GAP ONLINE
2.1 Using a Tribal User Account
Tribal users can access GAP Online by entering the username and password specific to
their tribe.
1. Go to the GAP Online Web site (https://iaspub.epa.gov/GAP_Online) to see the
GAP Online Login page.
2. Enter the username and password provided by your Project Officer.
3. Select the Login button.
2.2 First Time GAP Online Users
When you log in for the first time as a tribal user, enter the e-mail address of the Project
Officer assigned to review, comment, and approve your work plan. You will also need to
select the page in GAP Online you want to display after you log in.
1. Select the User Profile hyperlink on the left side of the page.
2. Enter your e-mail address in the E-mail Address field.
3. Enter the Project Officer's e-mail in the Project Officer's E-mail field.
4. Select the page you want to display on the Home Page Preference drop-down
menu.
5. Select the Save button.
2.3 Update the GAP Online Password
Users can change their password for their GAP Online account using the GAP Online User
Profile page.
1. Select the User Profile hyperlink on the left side of the page.
2. Enter your new password in the New Password field.
3. Confirm the new password by entering the new password again in the Confirm
New Password field.
4. Select the Save button.
It is recommended that you change the password of the tribal user account every 90 days
and use a complex password (at least eight characters using a combination of numbers
and upper and lower case letters).
2.4 Forgot your Password
To retrieve a forgotten GAP Online password:
1. Select the Forgot Password button from the GAP Online Login page to view the
Forgot Password window.
2. Enter your username in the Username field.
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3. Select the Submit button to submit the request.
A new password will be sent to the e-mail account for the username entered in the Forgot
Password window.
2.5 Logout of GAP Online
To log out of GAP Online:
1. Save your work in the window that you are working. Please make sure to save
your work often while you are developing a work plan.
2. Select the Logout hyperlink on the left side of the page.
GAP Online Quick Reference Guide
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3.0 WORK PLANS
The work plan is created by the tribe. A work plan is composed of tribal specific data,
composed of the work plan components, descriptors, financial attributes, descriptive
information, and additional attachments. The work plan is managed in a cooperative effort
between the tribe, the EPA Regional office in which the tribe is located, and EPA
Headquarters.
3.1 Create a New Work Plan
A tribe can create a new work plan or maintain an existing work plan for each year a plan is
in place. A work plan can include any number of components. Each component can include
any number of commitments.
1. Select the GAP Online Home hyperlink on the left side of the page.
2. Select the Create New Work Plan button from the center of the GAP Online Home
page.
3. The tribe name and Region ID is entered for you.
4. Select the appropriate work plan period for your new work plan from the available
calendar.
5. If you wish to use data from an existing work plan, select the Copy Data from
Previous Work Plans checkbox to choose a previously created work plan. Select
the checkbox corresponding to a specific work plan from the list of available work
plans. This feature is useful if you are continuing a project started in the previous
fiscal year (FY), or starting a new work plan similar to one from an earlier year.
6. Select the Save Hsave button to save your record.
7. Upon completion of the new work plan, select the tribal user(s) to receive automated
messages during the work plan negotiation process, by selecting the checkbox next
to each tribal user listed in the Author field.
8. Enter an optional description of the work plan in the Description field.
9. Select the Save ^Save button to save your changes to the work plan.
3.2 Add Narrative Background Information
To upload a Narrative Background:
1. Select the View Details S button to expand the Narrative Background section of
the work plan.
2. Select the Browse button to locate the file to upload.
3. Once the file is located, select the Open button.
4. Select the Upload Ej] button to upload the file.
5. The file you selected will appear as an attached document.
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3.3 Delete Narrative Background Information
To delete an attached narrative background file:
1. Identify the file you wish to delete.
2. Select the corresponding Delete l*J button. A pop-up message box will appear
asking if you want to delete the selected file.
3. Select the OK button. Warning: Once you delete the file, it cannot be retrieved.
3.4 Add Budget Information
To upload a budget:
1. Select the View Detail HEl button in the Budget section of the work plan.
2. Select the Browse button to locate the file to upload.
3. Once the file is located, select the Open button.
4. Select the Upload Ej] button to upload the file. The file you selected will appear as
an attached document.
3.5 Add a Detailed Budget Worksheet
The Detailed Budget Worksheet (in the Budget section) is an optional tool for calculating
and storing a work plan budget.
To upload the Detailed Budget Worksheet:
1. Select the Detailed Budget Worksheet: an optional tool for calculating and
storing your work plan budget hyperlink.
2. A description of the Detailed Budget Worksheet appears below the hyperlink.
3. Select the Click to download Budget Worksheet hyperlink to open the file.
4. Select the Save Cil button in the Adobe Portable Document Format (PDF) reader to
save the file to your computer or another location.
5. Enter your budget information in the worksheet.
6. Select the Save C2 button to save the information in the worksheet.
7. Upon completion of the worksheet, upload the file in the Budget section of the work
plan.
8. Select the Browse button to locate the file.
9. Once the file is located, select the Open button.
10. Select the Upload Ej] button to upload the file.
11. The Detailed Budget Worksheet will appear as an attached document.
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3.6 Delete Budget Information
To delete an attached budget file:
1. Identify the file you wish to delete.
2. Select the corresponding Delete l*J button. A pop-up message box will appear
asking if you are sure you want to delete the selected file.
3. Select the OK button. Warning: Once you delete the file, it cannot be retrieved.
3.7 Add Attachments
You may attach additional documentation and information to support your work plan.
To add an attachment:
1. Select the View Details button to expand the Attachments section of the work
plan.
2. Select the Browse button to locate the file you wish to upload.
3. Once the file is located, select the Open button.
4. Select the Upload Ej] button to upload the file.
5. The file you selected will appear as an attached document.
3.8 Delete Attachments
To delete an attachment:
1. Identify the attachment that you wish to delete.
2. Select the corresponding Delete l*J button. A pop-up message box will appear
asking if you are sure you want to delete the selected file.
3. Select the OK button. Warning: Once the file is deleted, it cannot be retrieved.
3.9 Add Position Information
The Position Information section allows you to identify the skill of the people that will
perform the work identified in the work plan, as well as the percentage of GAP funding used
to support them. During the creation of commitments, reference the people that will perform
the work.
To enter a new position:
1. Select the View Details Hj button to expand the Position Information section of
the work plan.
2. Select the Add New Position button.
3. On the Create New Position page, select a position category from the Category
drop-down menu.
4. Select a position title from the Position Title drop-down menu.
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5. If you select "Other" from the Position Title drop-down menu, enter a position title
in the Enter New Position field.
6. Enter the percentage of GAP funding used to support the position in the
Percentage of Position Paid by GAP field.
7. Select the Save button to submit the new position.
Once the Create New Position page is closed, the new position will appear in the Position
Information section.
3.10 Delete Position Information
To delete a position:
1. Identify the position you wish to delete.
2. Select the corresponding Delete LfzJ button. A pop-up message box will appear
asking if you are sure you want to delete the selected position.
3. Select the OK button. Warning: Once the position is deleted, it cannot be retrieved.
3.11 Create a Work Plan Component
To create a work plan component:
1. Select the View Details SEl button to expand the Work Plan Component section of
the work plan.
2. Select the Create New Component button.
3. The Work Plan Component screen will appear. Enter component information. All
required information will have an asterisk (*) next to the field name.
4. Enter the appropriate component title manually into the Title text field or select a
pre-defined component title from the Title drop-down list. Note: the title of the work
plan component cannot be greater than 200 characters. This is a required entry
field.
5. Enter a description of the work component in the Description field. The description
gives an overview of what environmental activities the component will address. This
is a required entry field.
6. Enter a description in the Long-Term Outcome text area. This is a required entry
field.
7. Enter a description in the Measure(s) field.
8. Enter descriptions of the intermediate outcomes related to the component into the
Intermediate Outcomes fields. The Intermediate Outcomes are in bulleted format.
If you want to include more than two Intermediate Outcomes, select the Add More
Intermediate Outcomes button. This is a required entry field.
9. Enter the appropriate amount in the Estimated Component Cost field. This is a
required entry field.
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10. Enter the estimated work year full time equivalent (FTE) associated with the
component in the Estimated Work Year (FTE) field. The Estimated Work Year is
the amount of time required to complete the component (this can be a whole
number or a decimal). The duration of the component's work year should not
exceed the duration of the entire work plan. This is a required field for entry
11. Select the Save Component button to save the component information.
12. If there are required fields that do not have information entered in them, an error
message appears. Select the OK button on the error message and enter the
required information to advance to the next screen.
3.12 Reordering Work Plan Components
As you build your work plan, you can rearrange components by reordering the sequence in
which you want components to appear. Each component has an associated ID.
To rearrange the sequence of the work plan components:
1. Identify the component to reorder.
2. Select the component ID with your mouse and drag it into the preferred sequence.
3. Release the mouse to save the new component sequence.
3.13 Delete Work Plan Component
If you enter a component and save it, you can later delete it if you are not satisfied with the
wording or if you decide not to pursue that particular component's work.
To delete a component:
1. Identify the Component that you wish to delete.
2. Under the Action column, select the corresponding Delete L*J button. A pop-up
message box appears asking if you are sure you want to delete this component.
3. Select the OK button. Warning: Once the component is deleted, it cannot be
retrieved.
3.14 Create a Work Plan Commitment
Once you have created a work plan component, you may add the commitment(s)
necessary to achieve each component of the work plan. Commitments are task-oriented
activities that have shorter durations than the components. There can be any number of
commitments for any component.
To create a work plan commitment:
1. Select the New Commitment button located under the Work Plan Commitment
section.
2. Capture as much detail as possible for completing the commitment. All required
information will have an asterisk (*) after the field name. Enter the commitment
information by completing the following steps:
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a. In the Commitment text area, enter a description to indicate the component
aspect addressed by the commitment. This is a required entry field.
b. Select the checkbox that corresponds to the Position(s) required to
complete the commitment. If you do not have all the required positions listed
for a commitment, go to the Position Information section to enter additional
positions.
c. Enter the Estimated Cost. The sum total should be representative of the
total cost for the commitment, but does not have to be equal to the
estimated cost for the component.
d. Enter the End Date the commitment is to be completed. This is a required
entry field.
e. Enter Outcomes and Deliverables for the commitment (reported in the
Progress Report for the work plan). This is a required entry field.
3. Select the Save Commitment button to save the commitment.
3.15 Reorder Work Plan Commitments
You can rearrange each work plan commitment to meet your need as you develop the work
plan. Each commitment has an ID associated with it. As you build your work plan, you can
rearrange commitments by reordering the sequence you want commitments to appear.
To rearrange the sequence of the work plan commitments:
1. Identify the commitment to reorder.
2. Select the commitment ID with your mouse and drag it in the preferred sequence.
3. Release the mouse to save the new commitment sequence.
3.16 Delete Work Plan Commitment
If you enter a commitment and save it, you can later delete it if you are not satisfied with the
wording or if you decide not to pursue that particular commitment's task.
To delete a commitment:
1. Identify the Commitment that you wish to delete.
2. Under the Action column, select the corresponding Delete L*J button. A pop-up
message box appears asking if you are sure you want to delete this commitment.
3. Select the OK button. Warning: Once the commitment is deleted, it cannot be
retrieved.
3.17 Submit a Work Plan
Once you have completed the necessary work plan components and commitments and
uploaded all supporting documents associated with the work plan, send the work plan to
your Project Officer for work plan review.
To submit a work plan:
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1. At the bottom of the Edit Work Plan screen, select the Send Work Plan to Project
Office button.
2. The Sending Work Plan to Regional Project Officer page displays in a new pop-
up window appears.
3. Enter an optional version number and comment.
4. Select the Confirm Sending Work Plan to Project Office button to send the work
plan to the Project Officer. The pop-up browser window closes and the submitted
work plan appears in the list of work plans with the status Submitted.
4.0 VIEW AND EDIT WORK PLANS
After creation of the work plan, the tribal user may view the work plan details, components,
and commitments in GAP Online. After submission of a work plan to the Project Officer for
review and comment, the tribal user cannot edit or modify the work plan until the Project
Officer returns or releases the work plan to the tribal user.
4.1 View a Work Plan
A tribal user can view a work plan once the information has been entered and submitted to
the Project Officer; however, the tribe cannot edit the document or modify it unless the
document has been returned or released by the Project Officer.
To view a work plan:
1. Select the GAP Online Home hyperlink on the left side of the page.
2. Under the GAP Online 2.3.5 section, select the Edit Work Plan button.
3. Identify the work plan with a status of Accepted, Reviewed, or Submitted from the
list.
4. To view the work plan, select the corresponding View Work Plan button under
the Action column to review each component and its commitments within the work.
4.2 Edit a Work Plan
Upon creation of a work plan, you may continue editing the work plan as long as the tribal
user has not selected the Send Work Plan to Project Office button to submit the work
plan to the Region.
To update a work plan:
1. Select the GAP Online Home hyperlink on the left side of the page.
2. Select the Edit Work Plan button.
3. Identify the work plan with a status of Created or Commented from the list of work
plans.
4. Select the corresponding Update Work Plan ^button under the Action column to
update the work plan.
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5. Upon completion of updating the work plan, select the Send Work Plan to Project
Office button to submit the updated work plan to the Region.
4.3 View Change History
The View Change History is a useful reference for the tribal user to review the change
history associated with a work plan.
To view the change history:
1. Select the View Details
I
button to expand the View Change History section to
view details of the changes made for the selected work plan's progress report.
2. Select the commitment and component hyperlinks to the corresponding section of
the work plan.
4.4 Print Change History
To print the change history:
1. Select the Print Change History button to view a printer-friendly version of the work
plan change history on the Work Plan Change History page.
2. Select the Print Change History button at the top of the Work Plan Change
History page to print a copy of the work plan change history report.
4.5 Recall a Work Plan
A tribal user can recall a submitted work plan ONLY if it has not been opened by the
Project Officer. Once the Project Officer opens a work plan for review, it will be locked and
you will not be able to modify it until the Project Officer sends it back to you.
To recall a work plan:
1. Select the Edit Work Plan button.
2. Identify the work plan from the list of work plans.
3. Under the Action column, select the corresponding Recall o button.
4. The following message appears, "Are you sure you want to RECALL this work
plan?"
5. If you wish to RECALL this work plan, select the OK button.
6. If you do not wish to RECALL this work plan, select the CANCEL button.
7. If you select the OK button, an e-mail will be automatically generated and sent to
the Project Officer notifying them on the work plan recall.
4.6 Delete Work Plan
If you enter a work plan and save it, you can later delete it if you are not satisfied with the
wording or if you decide not to pursue the work plan. A tribal user can only delete a work
plan with the status of Created.
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To delete a work plan:
1. Select the Edit Work Plan button.
2. Identify the work plan that you wish to delete.
3. Under the Action column, select the corresponding Delete L*J button. A pop-up
message box appears asking if you are sure you want to delete this work plan.
4. Select the OK button. Warning: Once the position is deleted, it can only be
retrieved by a Project Officer.
5.0 PROGRESS REPORTS
Progress Reports are created to reflect their completion of commitments. Deliverables
associated with the completed commitment can also be uploaded as attachments.
Reporting frequency is set by the Project Officer before the work plan is accepted.
Depending on the required reports (monthly, quarterly, semi-annually, or annually), you will
update information on how commitments addressing the work plan are being completed.
5.1 Create a Progress Report
To create a progress report entry:
1. Select the GAP Online Home hyperlink on the left side of the page.
2. Under the GAP Online 2.3.5 section, select the Create/Edit Progress Report
button.
3. Select the View Work Plan Progress Report iS button corresponding to an
Accepted work plan.
4. On the View Work Plan Progress page, select a component title to expand the
component. A list of commitments corresponding to the component will appear.
5. Select a commitment to view its corresponding progress report.
6. Under the Progress Reports section, select the Create New Report button to view
the Create New Report window.
7. Select the time period from the Time Period drop-down menu. This is a required
entry field.
8. Enter the milestone date into the Milestone Date field by typing a date or using the
calendar pop-up browser window. This is a required entry field.
9. Select the status of the work plan commitment from the Progress Status drop-
down menu. This is a required entry field.
10. Enter a comment about the progress status into the Status Comment field.
11. Enter the status of the commitment and additional requirements for the commitment
into the Work Accomplished field. This is a required entry field.
12. Select the View previous work accomplishment(s) hyperlink to view the work
accomplished from previous progress reports.
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13. To upload documents related to the progress report entry, select the Browse button
under the Output (attachments) column. Locate the file from your PC that you wish
to upload.
14. Select the Add button to save the new progress report.
15. A new progress report entry will appear with the status of Created.
5.2 View a Comment
To view a comment:
1. Expand a progress report entry to view its contents.
2. Select the Comment(s) button to view comments in the Progress Report
Comments window.
5.3 Respond to a Comment
To respond to a comment:
1. Expand a progress report entry to view its contents.
2. Select the Comment(s) button to view comments in the Progress Report
Comments window.
3. Enter a response to a comment in the Enter Comments field.
4. Select the Save Comment button to save the response.
5.4 Delete a Progress Report
A tribal user can only delete a progress report with the status of Created or In Negotiation.
To delete a progress report:
1. Select the GAP Online Home hyperlink on the left side of the page.
2. Under the GAP Online 2.3.5 section, select the Create/Edit Progress Report
button.
3. Select the View Work Plan Progress Report J® button corresponding to an
Accepted work plan.
4. On the View Work Plan Progress page, select a component title to expand the
component. A list of commitments corresponding to the component will appear.
5. Select a commitment to view its corresponding progress reports.
6. Expand a selected progress report to view its contents.
7. Select the Delete button. A pop-up message box appears asking if you are sure you
want to delete this progress report.
8. Select the OK button. Warning: Once the progress report is deleted, it cannot be
retrieved.
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5.5 Submit a Progress Report
A tribal user can submit progress report entries for commitments to their Project Officer for
review. The Send Progress Report to Project Officer button should be used after ALL
progress report entries are completed by the tribal user for a selected reporting period.
To submit a progress report:
1. On the View Work Plan Progress page, select a component title to expand the
component. A list of commitments corresponding to the component will appear.
2. Select a commitment to view its corresponding progress report entries.
3. Select the Send Progress Report to Project Officer button to open the Send
Progress Report to Project Officer window.
4. Enter an optional comment in the Enter Comments field.
5. Select the Send Progress to Project Officer button to submit the progress report
to your Project Officer.
An e-mail notification will be sent to your Project Officer informing them of your progress
report entry submissions.
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