United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 General Assistance Program (GAP) Online Tribal User Guide Version 2.1 ------- United States Environmental Protection Agency laej American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 TABLE OF CONTENTS 1 INTRODUCTION 3 1.1 GENERAL ASSISTANCE PROGRAM (GAP) ONLINE SYSTEM 4 1.2 GAP ONLINE TRIBAL USER GUIDE 4 2 WHAT'S NEW IN GAP ONLINE 2.1 5 2.1 NEW FEATURES FOR THE TRIBAL USER IN GAP ONLINE 2.1 5 3 THE BASICS 6 3.1 LOGGING IN TO AND EXITING GAP ONLINE 6 3.2 MENU BAR 11 3.3 GAP FUNCTIONALITY SELECTIONS 11 3.4 GAP WINDOWS 12 3.5 GAP PROCESS FLOW 14 4 WORK PLAN 15 4.1 CREATE A WORK PLAN 16 4.2 CREATE A WORK PLAN COMPONENT 19 4.3 CREATE A WORK PLAN COMMITMENT 23 4.4 ADDING ATTACHMENTS AND BACKGROUND INFORMATION 26 5 EDIT WORK PLAN 28 5.1 WORK PLAN VIEW 29 5.2 UPDATE A WORK PLAN 30 5.3 VIEW CHANGE HISTORY 33 5.4 PRINT CHANGE HISTORY 34 5.5 DELETE WORK PLAN COMPONENT OR COMMITMENT 35 5.6 RECALL A WORK PLAN 37 6 CREATE / EDIT PROGRESS REPORT 39 6.1 THE PROGRESS REPORT 40 6.2 UPDATING PROGRESS ON COMMITMENTS 44 7 SUMMARY REPORTS 47 7.1 SUMMARY REPORTS WORK FLOW 47 7.2 END-OF-YEAR SUMMARY REPORT 48 7.3 GENERATING NATIONAL AND REGIONAL SUMMARY REPORTS 49 7.3.1 TOTAL COSTS BY STRATEGIC GOAL 51 7.3.2 TOTAL COSTS BY CAPACITY AREA 52 7.3.3 NUMBER OF TRIBES BY CAPACITY AREA 53 7.3.4 NUMBER OF CAPACITY AREA BY STRATEGIC GOAL 54 7.3.5 LIST OF ENVIRONMENT OUTCOME BY STRATEGIC GOAL 55 8 ACRONYMS AND DEFINITIONS 56 8.1 ACRONYMS 56 8.2 DEFINITIONS 56 Document: GAP Online Tribal User Guide Version 2.1 Page 2 Doc. No. 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 1 INTRODUCTION The Indian Environmental General Assistance Program Act of 1992 provides programmatic authorization for the General Assistance Program (GAP). GAP provides an opportunity for tribes to build capacity and management capability to develop environmental programs and is administered by the Environmental Protection Agency (EPA). Under the Program, tribes can tailor capacity-building to address their environmental priorities. GAP provides the opportunity for a tribe to plan, develop, and establish an integrated environmental management program including the capability to manage specific regulatory programs. GAP is one part of the continuing effort of the EPA to facilitate tribal establishment of environmental programs. GAP has become both a core tribal environmental program and a core EPA program, representing the largest single source of funding for Tribal environmental programs awarded by EPA. GAP has increased from an original funding of $8.4 million in 1994 to $57 million for the year 2007. The current overall funds expended for the GAP program total over $640 million. GAP provides financial resources in the form of direct funding to federally recognized tribes and intertribal consortia. In its administration of GAP, EPA also provides technical assistance to tribal governments and intertribal consortia to develop multimedia programs that address environmental issues in Indian Country. GAP enables tribes and intertribal consortia to: • Identify baseline environmental needs in order to build capacity to administer an environmental program or develop a tribal environmental program that is tailored to individual tribal needs. • Establish the administrative, legal, technical and enforcement capability of tribes to develop and implement a tribal environmental program, including the capacity to manage EPA-delegated programs. • Foster compliance with federal environmental statues by developing appropriate tribal environmental programs, ordinances and public education and outreach programs. • Establish a tribal communications capability to work with Federal, State, Local, Tribal, and other environmental officials. • Establish the tribal capacity to develop and implement management programs through program-specific assistance. Source: American Indian Environmental Office Document: GAP Online Tribal User Guide Version 2.1 Page 3 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 1.1 General Assistance Program (GAP) Online System The GAP Online System provides EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting progress. The designs are based on the format of the most current EPA GAP Guidance Guideline (GAP Guidance for 2006). 1.2 GAP Online Tribal User Guide The GAP Online Tribal User Guide is a reference for the Tribal Grantees and Project Officers. The GAP Online Tribal User Guide provides the Tribal Grantees and Project Officers with the ability to enter their work plans. The tribal user may also update and edit the work plan prior to submitting the work plan to the Regional Project Officer. In addition, the tribal user may edit the work plan if requested to do so by the Regional Project Officer. The tribal user may also delete the work plan, if necessary. Additional management support and information is available to the tribal user as provided in the Summary Reports. The Summary Reports provide a number of informational reports on the distribution of grants by various categories for both the individual tribe and on a national basis. The report format and output are displayed in either a pie chart or table. Document: GAP Online Tribal User Guide Version 2.1 Page 4 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 2 WHAT'S NEW IN GAP ONLINE 2.1 GAP Online 2.1 has many new features and functions for the tribal user as well as the Regional Project Officer. These new features and functionalities emerged from the various training sessions AIEO conducted during the rollout of GAP Online 1.0. We collected suggestions for enhancements and resolved work flow issues that were identified with the first release of GAP Online. As GAP Online continues to evolve, AIEO looks to the tribes in addressing how GAP Online can be further improved to facilitate the development and negotiation of work plans to best serve the tribal community. 2.1 New Features for the Tribal User in GAP Online 2.1 • A new User Interface to better address the process flow of Work Plan development. • Tribal Users now have unique user names and passwords to log into GAP Online using Web Access Management (WAM). • An End-of-the-Year Summary Report feature to summarize the progress made on implementing the GAP work plan. • Email notifications between the Tribal User and Project Officer are automated for each part of the Progress Reporting and End-of-Year Summary process. • A Save history to prompt the user to save their work every 15 minutes. • A Save reminder appears if the Tribal User adds new entries or makes changes to existing entries but forgets to save before moving to a new screen. • Components and Commitments can now be rearranged to meet the tribe's preferred ordering. • Comments are inserted directly into the Components or Commitments to which they apply. • Archiving function to store a copy of your work plan. • A Modification History to track updates to the Work Plan, Components, and Commitments as the work plan is negotiated. • Tribal Users can respond to the comments inserted by the Project Officer. • Sorting functionality is now available on all columns in the Work Plan. • New screens allow the Tribal User to upload Narrative Background information, the tribe's budget. • A new view for Progress Reporting that allows you to enter Work Accomplished updates based on the Reporting Frequency for your tribe. • The Tribal User is able to download the Work Plan as an Open Office file (NOTE: To view and edit documents using Open Office, you will need to download and install a copy of Open Office from their web site (http://www.openoffice.org/). Please note that the download for Open Office may take a considerable amount of time). Document: GAP Online Tribal User Guide Version 2.1 Page 5 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 3 THE BASICS The GAP Online is web-based application created with a standard interface to provide a consistent look and feel. GAP Online uses commonly recognized window design for the ease of the tribal user. The following section provides an overview of the common design and use functionality. 3.1 Logging in to and Exiting GAP Online To log in to GAP Online, follow these steps: 1. Access the GAP Online Web site (https://iaspub.epa.gov/GAP Online). A new option is available for logging into GAP Online. Web Access Management (WAM) allows you to log in with an individual user name (your email address) and password assigned from the EPA Oracle Internet Directory (OID). This process ensures greater security for you and the work plans you develop for your tribe. 2. To log into GAP Online using WAM, first click on the GAP Portal Login link (Figure 1). Accessing GAP Online Portal Login 3. Enter as your user id the email address you enter in the GAP Online User Profile. Enter the password provided to you by your Project Officer. Document: GAP Online Tribal User Guide Version 2.1 Page 6 Doc. No.: 47-GAP-MAN-0015 Logins (Authorized users only) To login to GAP Online with EPA Portal user, please visi: GAP Portal Login To login with GAP Online user, please type in your usernam and password, then click on the "Login" button, (Password is case sensitive.) Username: Password: Figure 1 ------- laei ^fcfKSSS^ American Indian Environmental Office United States Environmental Protection Agency 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 If you are not yet registered for GAP Online via a Portal ID, you can still access your work plans by entering the user name and password provided for your tribe (Figure 2). Login =3 (Authorized users only) To login to GAP Online with EPA Portal user, please visit GAP Portal Login To login with GAP Online user, please type in your username and password, then dick on the "Login" button, (Password is case sensitive.1 4. Enter your user id and password provided by the Regional Project Officer at the time you registered for access to GAP Online. Note: Passwords are case-sensitive; be sure to use the correct capitalization (lowercase). 5. It is recommended that you change the password of the tribal user account on a 90-day basis and use a complex password (at least 8 characters of upper and lower case and numbers). 6. To change the password, select the Change Password button. A popup window will appear (Figure 3). Figure 2 Accessing GAP Online using the Tribe username and password Document: GAP Online Tribal User Guide Version 2.1 Page 7 Doc. No.: 47-GAP-MAN-0015 ------- ,5®. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 tS GAP Online - Windows Internet Explorer j?T]| ~ jf$<] Login =3 (Authorized users only) !?_, http://iaspub.epa.gov/GAP_Online/changepassword.jsp?username=aieo v Change Password for User; aieo To login to the GAP Online, please type in your username Current Password: •••• and password, then click on the "Login" button. 1 1 (Password is case sensitive.) New Password; •••••••••• Confirm New Password; •••••••••• Usemame: Password: [ Change | [ Reset ] [ Cancel j [ Login ] [ Change Password Done LJ ^ Internet €4 100% ' Figure 3 6. If your browser is set to not allow pop-ups, a gold bar will appear across the top of the screen informing you that the Change Password window does not appear because it is a blocked pop-up (Figure 4). & •LUj' & Indian General Assistance Program (GAP)... P Pop-up bbcked. To see this pop-up or additional options click here... Indian General Assistance Program Recent Additions | Contact Us Search: You are here: EPA Home » American Indian Err ® All EPA 'ironmental Office » GAP Online Figure 4 7. In order to change the password, you must have your browser's setting set to Allow Pop-ups (Figure 5). You can choose whether to temporarily allow pop- ups or to always allow pop-ups. ik ^ ® Indian General Assistance Program (GAP)... P Pop-up bbcked. To see this pop-up or additional options click here, I t Indian General As Temporarily Allow Pop-ups H Settings Always Alfow Pop-ups from This Site... More information Search: ® All EPKJ Recent Additions | Contact Us You are here: EPA Home » American Indian Environmental Office >•> GAP Online Figure 5 Document: GAP Online Tribal User Guide Version 2.1 Page 8 Doc. No.: 47-GAP-MAN-0015 ------- ^CDn% k&) United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 8. Contact your GAP Project Officer if you forget your password. 9. Select Login. 10. When you log in for the first time as the tribal user for your tribe, you will need to enter the email address of the Project Officer assigned to review, comment, and approve your work plan (Figure 6). Welcome aieo * The Indian General Assistance Program (GAP) Online v2,0 The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress. These j Windows Internet Explorer Create New Work Plan ] : Click Edit Work Plan ] : click Please update PO email address in your profile int/commitment). f Create/Edit Progress Report ] : Click \ I — ' [ Generate Summary Reports ] : click Button to Generate Summary Reports Figure 6 11 .To enter your Project Officer's email address, click on the User Profile on the left menu bar (Figure 7). c CAh unnrit Unme User Profile TiybKKi Keport About GAP Online Contact Us Logout Figure 7 12. Please enter the Project Officer's email and your email when you first log in so that your Project Officer knows when a work plan is submitted and you know when a work plan is commented. 13.The GAP Report Home will appear (Figure 8). Document: Version 2.1 Page 9 GAP Online Tribal User Guide Doc. No.: 47-GAP-MAN-0015 ------- 53S United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 U.S. ENVIRONMENTAL PROTECTION AGENCY Indian General Assistance Program (GAP) Online v2. Recent Additions | Contact Us Search: © All EPA You are here: EPA Home » American Indian Environmental Office » GAP Online Advanced search Welcome aieo The Indian General Assistance Program (GAP) Online v2.0 The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is updated every few years. Create New Work Plan Create/Edit Progress Report Generate Summary Reports Click Button to Create a New Work Plan. Click Button to Edit the Work Plan (updating component/commitment). Click Button to Create/Edit Progress Report : Click Button to Generate Summary Reports Figure 8 14. Select the task that you wish to complete. To log out of GAP Online, follow these steps: 1. Save your work in the window that you are working. Please make sure to save your work often while you are developing a work plan. Lost connections to the GAP server can result in lost work so save often to ensure your work plan is current. 2. Select Logout on the left side of the GAP Report Home screen (Figure 9). U.S. ENVIRONMENTAL PROTECTION AGENCY Indian General Assistance Program (GAP) Online v2. Recent Additions | Contact Us Search: ® All EPA You are here: EPA Home » American Indian Environmental Office » GAP Online "0 Advanced search Welcome aieo The Indian General Assistance Program (GAP) Online v2.0 The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is updated every few years. Create New Work Plan ¦ tan worn nan j Logout I [ Create/Edit Progress Report ] I [ Generate Summary Reports ] Click Button to Create a New Work Plan. Click Button to Edit the Work Plan (updating component/commitment). Click Button to Create/Edit Progress Report Click Button to Generate Summary Reports Figure 9 Document: GAP Online Tribal User Guide Version 2.1 Page 10 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 3.2 Menu Bar GAP Online menu bar contains a menu that lists the specific tasks that may be completed by the tribal user. Once you log into GAP Online, you may select a specific task. The following menu items are listed below. Menu Description GAP Online Home Returns user to the GAP Online Welcome Home Page User Profile Lists the Tribal User Profile information including Name and Contact Information Try ERRT Report Will allow you to access the Environmental Results Reporting Tool (ERRT) developed by EPA Region 9 Regional Tribal Operations Committee About GAP Online Access information about GAP Online and program guidance Contact Us Lists the EPA contact information for the Tribal User Logout Logs user out of GAP Online 3.3 GAP Functionality Selections The GAP functionality available to the tribal user includes the option to Edit Work Plans, Create or Edit Progress Reports and Generate Summary Reports (Figure 10). Document: GAP Online Tribal User Guide Version 2.1 Page 11 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 U.S. ENVIRONMENTAL PROTECTION AGENCY Indian General Assistance Program (GAP) Online v2. I Recent Additions | Contact Us Search: ® All EPA I You are here: EPA Home » American Indian Environmental Office » GAP Onlint Advanced search GAP Online Home User Profile Try ERRT Report About GAP Online Contact Us Logout Welcome aieo The Indian General Assistance Program (GAP) Online v2.0 The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is updated every few years. component/commitment). Figure 10 Functionality Selections Menu Description Create New Work Plan Provides access to create a Work Plan Edit Work Plan Provides access to view, update, delete and print a Work Plan Create/Edit Progress Report Provides access to report on work plan implementation and review work plans that are in progress Generate Summary Reports Provides access to windows to create reports. You can access both National and Regional reports based on grant types, number of tribes participating, or projected environmental outcomes. 3.4 GAP Windows Each task that you can complete in GAP Online, such as entering data into a work plan, is assigned to one or more windows. All aspects of the work plan correspond to the various windows, from starting the work plan template, to the components screen, to the commitments table embedded within each component's window. Click Button to Create a New Work Plan. Button to Edit the Work Plan (updating Progress Report Reports [ Create New Work Plan [ Edit Work Plan [ Create/Edit Progress Report Document: GAP Online Tribal User Guide Version 2.1 Page 12 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 To open a window: 1. From the menu options located to the left on the Welcome screen, select any of the linked tasks that you want to explorer. 2. Choose the task and the corresponding window will appear. Data Entry Fields Data entry fields are fields in which you can make a selection or enter information. You will use many different types of data entry fields throughout GAP Online (Figure 11). U.S. ENVIRONMENTAL PROTECTION AGENCY Indian General Assistance Program (GAP) Online I Recent Additions | Contact Us Search: © All EPA ISsJ Advanced search You are here: EPA Home » American Indian Environmental Office » GAP Online Create New Work Plan Display-Only Field Native Village of Diomede (aka Inalik) 10 Work Plan Period: Begin; 110/01/2008 ^ End: [09/30/2009 Lookup Field Copy Data from Previous WorJJIans? ~ Checkbox + Save Button Figure 11 The Lookup field will display the selection available for you to insert the proper information. The Save button is the primary button to save your work on the window within GAP Online. The Display-only field shows the information that is already entered into the system. It cannot be edited or changed. Scrolling windows Scrolling windows always appear within another window. Use scrolling windows to view a list of previously entered records or transactions. Some scrolling windows Document: GAP Online Tribal User Guide Version 2.1 Page 13 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 allow you to view either single or multiple lines of information for each item in a scrolling window (Figure 12). U.S. ENVIRONMENTAL PROTECTION AGENCY GAP Online Home Try ERRT Report About GAP Online Indian General Assistance Program (GAP) Online v2.0 Recent Additions | Contact Us Search: 0 All EPA You are here: EPA Home » American Indian Environmental Office » GAP Online H Bookmark Advanced search Create New Work Plan Tribe: Region: Work Plan Period: Begin: 10/01/2008 [ 'I Native Village of Diomede (aka Inalik) 10 End: [09/30/2009 l_! Copy Data from Previous Work Plans? ~ Scrolling Window Save Figure 12 3.5 GAP Process Flow The following is a high level visual display of the overall GAP Online Process Flow of the primary functions (Figure 13). You may also refer to the individual sections for additional process flow displays. GAP Online Process Tribal Functions Create New Work Plan i r 1 r Edit Create/Edit Generate Work Progress Summary Plan Report Report Figure 13 Document: GAP Online Tribal User Guide Version 2.1 Page 14 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 4 WORK PLAN The work plan is created by the tribe. A work plan is composed of tribal specific data. The work plan data is composed of the work plan components, descriptors, financial attributes, descriptive information and additional attachments. The work plan is managed in a cooperative effort between the tribe, the EPA Regional office in which the tribe is located, and EPA Headquarters. The following is a high level visual display of the overall work plan process flow (Figure 14). GAP Online Process Tribal Functions Create New Work Plan Save I Generate Summary Report Copy Work Plan Save CREATE A WORK PLAN Edit Work Plan —~ Create A Work Plan Component —~ Add A Work Plan Attachment Work Plan Commitment t Entry Send Send Work Plan Electronically to Project Officer Figure 14 Document: GAP Online Tribal User Guide Version 2.1 Page 15 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 4.1 Create a Work Plan A new work plan is created by the tribe. A tribe can create new work plans and maintain existing work plans for each year a plan is in place. A work plan can include any number of components. Each component can include any number of commitments. The tribe will create a work plan to submit to the Project Officer assigned to the tribe by the EPA Region. The Project Officer will review, negotiate, and approve each submitted work plan. The work plan must be completed to the fullest extent possible (all required fields are populated with information) prior to the submission to the EPA Region. To create a new work plan: 1. Select the Create New Work Plan option (first button) from the group of buttons on the welcome page (Figure 15). 2. The tribe name and Region identification information will already be entered for you in a display field. U.S. ENVIRONMENTAL PROTECTION AGENCY Indian General Assistance Program (GAP) Online v2.0 Recent Additions | Contact Us Search: ® All EPA You are here: EPA Home » American Indian Environmental Office » GAP Onlin "(EJ Advanced search Welcome aieo The Indian General Assistance Program (GAP) Online v2.0 The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is updated every few years. Create New Work Plan Edit Work Plan [ Create/Edit Progress Report | [ Generate Summary Reports "] Click Button to Create a New Work Plan. Click Button to Edit the Work Plan (updating component/commitment). Click Button to Create/Edit Progress Report Click Button to Generate Summary Reports Figure 15 3. Select the appropriate Work Plan Period for your new work plan from the available calendar (Figure 16). Document: GAP Online Tribal User Guide Version 2.1 Page 16 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 Create New Work Plan Tribe: Native Village of Diornede (aka Inalik) Region: 10 Work Plan Period: Begin; i 10/01/2008 J End: ;09/30/2009 j[3 Copy Data from Previous Work Plans? O Figure 16 4. If you wish to edit an existing work plan, selecting Copy Data from Previous Work Plans (Figure 13) will allow you to select any work plan previously created. Click in the "Copy Data from Previous Work Plans" box to select this option then click outside the box to view the table of all available work plans (Figure 17). This feature is useful if you are continuing a project started in the previous fiscal year or starting a new work plan similar to one from an earlier year. Start End Status Grant Number ~ of Components 0 10/01/2008 09/30/2009 Commented 1234_56789 1 0 10/01/2008 09/30/2009 Created 4 0 04/13/2009 12/23/2009 Created 3 Figure 17 5. Press the Save button to save your record. 6. If you wish to add background information, such as a tribal narrative or a separate budget for the work plan, you can add them as specific attachments by clicking on the Tribal Background button at the top of the Edit Work Plan screen (Figure 18). Document: GAP Online Tribal User Guide Version 2.1 Page 17 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 Tribe: Raven Tribe [ Tribal Background EPA Tribal Code: 999 Reaion: 20 Status: Created Grant Number: To be entered by Project Officer Author: aieo Work Plan Perioc : Beqin: 104/13/2009 11] End: |l2/23/2009 | f°1 E] Saw; Figure 18 7. From this screen, you can upload the tribe's background information and a spreadsheet or document for the budget. 8. The Position Information button (Figure 19) allows you to identify the skill sets of the people who will be utilized in performing the work identified in the work plan as well as the percentage of the GAP funding that will be used to support them. Position Information Create New Position Category: Professional v | Primary tasks are policy setting and implementing policy decisions. Positions in the professional Category" Description: category are responsible for supervision of the overall program and related staff. Position Title (Select from Existing Positions) Director v Or, Enter a New Position Title | Percentage of Position Paid by GAP | | % | Save | Existing Positions „ ... _ . % Paid by ^ Position Category GAP Action [ Add New Position ] Figure 19 This is a required field for entry. 9. Click on the Save button to save the position information. Document: GAP Online Tribal User Guide Version 2.1 Page 18 Doc. No.: 47-GAP-MAN-0015 ------- ,5®. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 4.2 Create a Work Plan Component Once you have created a new work plan, you may add the work plan component(s), as necessary. 1. Once you have saved your work plan, the Edit Work Plan screen will appear (Figure 20), GAP Online Home User Profile Try ERRT Report About GAP Online Contact Us Logout Edit Work Plan Previous iQbei Native Village of Diomede (aka Inalik) | Tribal Background EPA Tribal Code: N07 Region: 10 Status: Created Grant Number: To be entered by Project Officer Author: aieo Work Plan Period: Begin: |lQ/Q1/2008 ~| f"! End: [09/30/2009 |L°| 0 Save | View as PDF ] | View as Open Office ~| | Print Change History ~iew Change History JAttachment !_UWork Plan Component ID Title Description Primary Capacity Area Estimate Cost Work Year Action [ Create New Component | Figure 20 2. Enter the component information for your Work plan by completing the following steps. You will use the scroll bar on the right side of the window. Once you see the Work Plan Component section, you will begin to enter the appropriate Work Plan Component information. 3. Select the Create Work Plan Component button (Figure 21). Q. Work Plan Component ~ ID Title Description Primary Capacity Area Estimate Cost Work Year Action | Create New Component | Create New Work Plan Component Figure 21 Document: GAP Online Tribal User Guide Version 2.1 Page 19 Doc. No.: 47-GAP-MAN-0015 ------- lSEj United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 4. The Work Plan Component Entry screen will appear (Figure 22). Work Plan Component An asterisk (*) indicates required field. Title* | Type New Title |Choose Title from list or Type New Title Description * : Owner is aieo Primary Capacity Area Developed: Environmental Outcome * : Legal Intermediate Outcomes * : ^ I • I L Estimated Component Cost * : $[o~ Estimated Work Year (FTE) * : 1 Add More Intermediate Outcomes.. Save Figure 22 Scroll down on the Work Plan Component Entry screen to enter the information. All required information will have an asterisk (*) after the field name. a. Enter the appropriate title as you wish to word it or select a pre- defined title from the drop-down list of available titles. This is a required field for entry. i. You may create a New Title by entering the information into the editable field (Figure 23). Please note the title of a work plan component cannot be greater than one hundred characters. Title * Type New Title r Figure 23 Document: GAP Online Tribal User Guide Version 2.1 Page 20 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 ii. If you want to use a pre-defined title for the work plan, select from the drop-down list of available titles (Figure 24). Environmental Research Management of Environmental Office Travel and Training Financial Management Water Quality Monitoring (for baseline purpose only) Air Quality Monitoring (for baseline purpose only) Pollution Prevention (Recycling) Figure 24 b. Enter a description of the work component associated with the work plan. The description gives an overview of what environmental activities the component will address. This is a required field for entry. c. The Primary Capacity Area Developed drop-down list provides the following options (Figure 25). Select a Primary Capacity Area that identifies the kind of activities that will be undertaken to fulfill the component. Legal Enforcement/Compliance Technical Communication Administrative Solid/Hazardous Waste Implementation Figure 25 d. Enter the description of the Environmental Outcome. This is a required field for entry. e. Enter descriptions of the Intermediate Outcomes related to this work plan component. The Intermediate Outcomes are in bulleted format. If you want to include more than two (2) Intermediate Outcomes, click on the "Add More Intermediate Outcomes" button (Figure 26). This is a required field for entry. Document: GAP Online Tribal User Guide Version 2.1 Page 21 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 Intermediate Outcomes * : ® | Add More Intermediate Outcomes Figure 26 f. The next field will allow you to enter the Estimated Component Cost. This is a required field for entry. g. Enter the Estimated Work Year (FTE) associated with this Work Component. The Estimated Work Year is the amount of time needed to complete the component. This can be a whole number or a decimal. The duration of the component's work year should not exceed the duration of the entire work plan. This is a required field for entry. 5. Choose the Save button to save the record. 6. If there are fields that do not have information entered in them, an error message will be returned (Figure 27). Click "OK" on the message and enter the required information to advance to the next screen. Work Plan Component An asterisk (*) indicates required field. Title * Pollution Prevention (Recyling) v Description * : Owner is aieo Windows Internet Explorer | X V There are fields which need correction before Submit Primary Capacity Area Developed: Environmental Outcome * : ERROR: required ¦ °K ~| Intermediate Outcomes * : * I m ~ ERROR: required | Add More Intermediate Outcomes Estimated Component Cost * : $[0 Estimated Work Year (FTE) * : [l |year | Save | Figure 27 Document: GAP Online Tribal User Guide Version 2.1 Page 22 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 A new feature in GAP Online 2.1 is rearranging Components and Commitments as you develop your work plan (Figure 28). To rearrange a Component, click in the active ID window and type the order in which you wish to arrange two or more Components. When the page refreshes, the components will rearrange as you ordered them. ^ ID Title Management of 1 Environmental Office Develop Solid Waste Management "plan——___ Figure 28 4.3 Create a Work Plan Commitment Once you have created a work plan component, you may add the commitment(s), necessary to achieve each component of the work plan. Commitments are task- oriented activities that have shorter durations than the components. There can be any number of Commitments for any Component. 1. Once you have saved your component, you will be returned to the Edit Work Plan Component screen. Click on the Create New Commitment button at the bottom of the page to start entering commitments (Figure 29). Please note: PCA means Primary Capacity Area. ^Iwork Plan Commitment 10 Commitment * PCA * Positions Estimate Cost End Date * mm/dd/yyyy Outcome and Deliverable # Action Figure 29 2. Enter the work commitment information for your work plan component (Figure 30). All information for the commitment is stored in the commitment Components can be rearranged by reordering the numbers. Document: GAP Online Tribal User Guide Version 2.1 Page 23 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 table and remains on the same screen as the component. This allows you to retain the component information as you develop the commitments. ^ Work Plan Commitment ID Commitment * PCA Positions Estimate Cost End Date * mm/dd/yyyy Outcome and Deliverable Action 1 1 ~Director j—|Tribal EPA Consultant |—| administrative assistant 1—| assistant lanager 1 1 )ivision Head O 12/24/2008 Figure 30 3. Enter the commitment information by completing the following steps. You should capture as much detail as possible for completing the commitment. a. Enter a description of the commitment as you wish to word it to indicate what aspect of the component is being addressed by the commitment. This is a required field for entry. b. The Primary Capacity Area (PCA) drop-down list provides the following options (Figure 31). Because a component can have several commitments, it is important to label what aspect of the component the commitment is addressing by selecting the capacity area. Legal Enforcement/Compliance Technical Communication Administrative Solid/Hazardous Waste Implementation Figure 31 This is a required field for entry. Document: GAP Online Tribal User Guide Version 2.1 Page 24 Doc. No.: 47-GAP-MAN-0015 ------- lSEj United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 c. Check off the Positions required to do the commitment. The Position Titles found in this box are those you entered when you first identified the skills required for the work plan under Tribal Background. If you do not have all the positions listed that are needed for a commitment, go back to the Tribal Background button [ Tnbal Background ) and enter more positions in the Position Information-Ppositi<",ln",,lnatio",Ret|uired) tab. d. Enter the Estimated Commitment Cost. The sum total should be representative of the total cost for the commitment but does not have to be equal to the estimated cost for the component. e. Enter the End Date for when this commitment will be completed. This is a required field for entry. f. Enter the Outcomes and Deliverables for the commitment. This will be reported in the Progress Report for the work plan. This is a required field for entry. 4. Choose the Save button to save the record. Work plan commitments can also be rearranged to meet your needs as you develop the work plan. Each Commitment has an ID associated with it. As you build your work plan, you can rearrange commitments by entering the numbering sequence in which you want Commitments to appear. Once you refresh the Commitments page, you will see your commitments rearranged to your preferred order (Figure 32). Document: GAP Online Tribal User Guide Version 2.1 Page 25 Doc. No.: 47-GAP-MAN-0015 ------- lSEj United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 Work Plan Commitment Commitment * Estimate Cost End Date * mm/dd/yyyy Outcome and Deliverable * This is the first commitment we are entering for our work plan. ~ Director Tribal EPA Consultant Administrative Assistant Assistant Manager ~ Division Head This is what we will deliver to the Project Officer to show we completed this commitment. [2" This is our second commitment for this work plan. 0 Director r-n Tribal EPA T . 1—, Administrative Tech ~ _ . . . 5000 Assistant Commitments can be rearranged by reordering the numbers. Manager ~ Division Head This is what we will .. deliver when 2/24/2009 this commitment is done. Figure 32 4.4 Adding Attachments and Background Information You may attach additional documentation and information to support your work plan. To attach a document, complete the following steps. 1. From the Edit Work Plan screen, use the Browse function to select the document that you wish to attach to the work component (Figure 33). Attachment ^ O0 2. Select the component. Figure 33 icon to upload the document associated with the work 3. You may review other attachments that are associated with the work I® component by clicking on the option with the t=J icon. 4. A list of available attachments will appear. Document: GAP Online Tribal User Guide Version 2.1 Page 26 Doc. No.: 47-GAP-MAN-0015 ------- imi American Indian Environmental Office United States Environmental Protection Agency 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 5. If you find a document has been uploaded by mistake, or if you have another document that is more recent, you can delete the document by clicking on 6. Once you have completed all of the necessary work components and commitments and uploaded all the supporting documents associated with the information specific to your tribe will appear in the next screen (Figure 34). You will need to fill in the version number of the work plan as well as any additional comments you have for the Project Officer who reviews the tribe's plan. Comment: Tribe Name : Raven Tribe Submitted 3y : aieo Submitted on : 2008-09-30 16:16:06 Version : Comment : the I icon to remove it from your work plan. work plan, click the Send button. A pre-populated field of Submit Figure 34 7. When you are ready to send the plan, click the Submit button. Document: GAP Online Tribal User Guide Version 2.1 Page 27 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 5 EDIT WORK PLAN The work plan is the basis for the tribal management function. The work plan provides the tribe with the opportunity to submit data in a precise, informative and comprehensive manner. Once the work plan has been created, the tribal user may view the work plan details accordingly through GAP Online. In addition, the tribal user may view the work plan components. If a work plan is submitted to the Regional Project Officer for review and comment, the tribal user cannot edit or modify the work plan until the Regional Project Officer returns or releases the work plan to the tribal user. The following is a high level visual display of the overall View Progress Report Process Flow (Figure 35). GAP Online Process Tribal Functions ^Edit Print View View Cannot edit, modify or delete without Regional Project Officer Work Change Change Upload returning or releasing to the Tribe Plan History History Attachment Figure 35 Document: GAP Online Tribal User Guide Version 2.1 Page 28 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 5.1 Work Plan View A tribal user can view a work plan once the information has been entered and submitted to the Regional Project Officer; however, the tribe cannot edit the document or modify it unless the document has been returned or released by the Project Officer. A work plan can be in one of the following states during its lifecycle: • Created: the tribal user created the work plan, which can be edited in this state. • Submitted: the tribal user submitted the work plan to the Regional Project Officer for approval. The work plan is non-editable by tribal user. The Regional Project Officer can either approve or comment. • Reviewed: the Regional Project Officer has opened the work plan and is in the process of reviewing its content. The work plan cannot be edited while it is in review. • Commented: the tribal user can read comments and modify the work plan. After the modification, the work plan must be re-submitted to the Regional Project Officer. • Approved: the work plan is approved. In this status, the Regional Project Officer can unlock it if the tribal user has additional information to include. If the work plan is unlocked, it reverts to the Commented status. • Final: no changes can be made at this time. To view a work plan: 1. Select the Edit Work Plan option (Figure 36) GAP Online Home Welcome aieo User Profile TiyERRT Report About GAP Online The Indian General Assistance Program (GAP) Online v2,0 Contact Us Logout The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress, These designs will be based on the format of the most current EPA Strategic Plan which is updated every few years. : Click Button to Create a New Work Plan. [ Edit Work Plan |) : Click Button to Edit the Work Plan (updating component/commitment). | ulJU.I.L/ii jttfctoyewffgpoit | [ Generate Summary Reports ] Select Edit Work Plan Figure 36 2. The tribe's work plans will be displayed. Document: GAP Online Tribal User Guide Version 2.1 Page 29 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 3. Identify the work plan from the list. 4. To view the work plan, select the option with the iSH icon under the Action column. 5. Once you have selected the work plan under the Action column, you can review each component and its commitments within the work plan (Figure 37). Work Plan Component ~ ID 1 2 Title Description Primary Capacity Area Estimate Cost Work Year Action 1 1 Pollution Prevention _Recycling_ Owner is aieo Technical $500 1.0 celebrate the success of the program Owner is aieo Communication $35000 1,0 3 get the work done Owner is Raven We will open up the landsfor restoration Administrative $25000 1,0 1 Figure 37 5.2 Update a Work Plan A work plan may be created and saved as described in Step 1 of Section 4.1. Once the work plan is created, the work plan may continue to be edited and modified so long as the tribal user has not selected the Send option and submitted the work plan to the Region. Once the work plan has been submitted, it must be referred by the PO in order for the recipient to edit it. The following is a high level visual display of the Edit or Modify process (Figure 38). Document: GAP Online Tribal User Guide Version 2.1 Page 30 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 GAP Online Process Tribal Functions Create New Work Plan Save Edit Work Plan i ' r Edit Create/Edit Generate Work Progress Summary Plan Report Report EDIT OR MODIFY A CREATED WORK PLAN PRIOR TO SUBMISSION TO EPA REGION Create A ~ Work Plan Component Add A ~ Work Plan Attachment Delete A Work Plan Attachment Work Plan Commitment Entry Send Send Electronically to EPA Region Figure 38 To update the work plan: 1. Select the Edit Work Plan option (Figure 39). Document: GAP Online Tribal User Guide Version 2.1 Page 31 Doc. No.: 47-GAP-MAN-0015 ------- 53S United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 GAP Online Home User Profile Try ERRT Report About GAP Online Contact Us Logout Welcome aieo The Indian General Assistance Program (GAP) Online v2,0 The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress, These designs will be based on the format of the most current EPA Strategic Plan which is updated every few years, [ Create Mew Work Plan J ; click Button to Create a New Work Plan, : Click Button to Edit the Work Plan (updating component/commitment), : Click Button to Create/Edit Progress Report [ Generate Summary Reports"^ : click Button to Generate Summary Reports Figure 39 2. The Tribe's work plans will display (Figure 40). GAP Online Home User Profile Try ERRT Report About GAP Online Contact Us Logout View Work Plan Back: GAP Home Tribe: Raven Tribe Region: 20 Start End Total Cost Status ^ Last Update Action 01/01/2009 09/30/2009 $1000 Accepted 12/24/2008 m 01/26/2009 12/30/2010 $7000 Commented 12/24/2008 # 04/13/2009 12/31/2009 $50000 Accepted 12/24/2008 m 10/01/2008 09/30/2009 $52500 Review 12/24/2008 m Figure 40 3. Identify the work plan with a status of "Created" from the list. 4. To update the work plan, select the option with the V icon under the Action column (Figure 41). Figure 41 Document: GAP Online Tribal User Guide Version 2.1 Page 32 Doc. No.: 47-GAP-MAN-0015 ------- lSEj United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 5. Choose the Send Region. button to send the updated work plan to the 5.3 View Change History A tribal user may wish to view a work plan's history. The View History provides a useful reference for the tribal user to review the change history associated with a work plan. The viewing option is often a convenient and quick reference point to determine if a particular action has been taken in the past. Select the View History button to view details of the changes made for the selected work plan progress report (Figure 42). ^ View Change History * Select View History w Date Author Activity Comment 09-17- 2008 15:57 aieo New Component Component sfa was Created 09-17- 2008 15:57 aieo New Commitment New Commitment was Created 09-17- 2008 15:57 aieo New Component Component sfa was Created 09-17- 2008 15:57 aieo New Workplan Workplan from 10/01/2008 to 09/30/2009 was Created 09-17- 2008 15:58 aieo New Commitment New Commitment was Created 09-17- 2008 15:59 aieo New Commitment New Commitment was Created Figure 42 Select the View as PDF or Open Office options to view work plan in Portable Document Format (PDF) format or in Rich Text Format (Figure 43). To view and edit documents using the Open Office format, you will need to download a copy of Open Office from their web site (http://www.openoffice.org/) and install it on your local machine. Please note that the download for Open Office may take a considerable amount of time. Two new features in GAP Online 2.1 are an Archive function and a Modification History. The Archive function allows you to capture a copy of the work plan to store within your work space. The Modification History provides a step-by-step review of the updates requested by the Project Officer and the responses made by the tribal user. Document: GAP Online Tribal User Guide Version 2.1 Page 33 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 Select View as PDF Select View as Open Office Archive Existing Work Plan Modification History to Track Work Plan Updates Figure 43 5.4 Print Change History A tribal user may print a work plan's change history. The Change History provides a useful reference for the tribal user to review the changes associated with a work plan. In particular, the change history is important if a work plan has been sent back and forth, due to edits or modification, between the tribe and the EPA Regional Project Officer. Select the Print Change History option to print a copy of the respective work plan change history report (Figure 44). Document: GAP Online Tribal User Guide Version 2.1 Page 34 Doc. No.: 47-GAP-MAN-0015 ------- lSS&Zj United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 Ml Work Plan Change Histoid | Print change History -4 Select Print Change History Tribe: AK—Native Village of Diomede (aka Inalik) Region: 10 Status: Commented Work Plan Period: Begin 10/02/2006 End 09/30/2007 Date Author Activity Comment 04/22/2007 aieo New C omponent Component Management of Environmenta Office was Created 04/16/2007 aieol Negotiate WorkPlan Workplan is sent back to Tribe Office for update:sd£hgsdf 04/16/2007 aieo Submit WorkPlan Workplan was submitted to regional office 04/16/2007 aieo Recall Work Plan Work Plan was recalled r\A ,1 c Submit Workplan was submitted to regional Figure 44 5.5 Delete Work Plan Component or Commitment A work plan may be created and saved as described in Step 1 of Section 4.1. Once the work plan is created, the work plan may continue to be edited and modified so long as the tribal user has not selected the send option to submit the work plan to the Regional Project Officer. If you enter a component and save it, you can later delete it if you are not satisfied with the wording or if you decide not to pursue that particular component's work. To delete a component, do the following: 1. Select the Component that you wish to delete (Figure 45). ^ Work Plan Component T ID Title Description Measure(s) Primary Capacity Area Estimate Cost Work Year Action m Travel and Training Owner is aieo To attend training session on using MS Excel for administrative purposes. increase tribe's recording keeping by 50 Administrative $30000 0.5 A It) Figure 45 2. Under the Action column, click on the delete It button, A pop-up message box will appear asking if you are sure you want to delete this component. Document: GAP Online Tribal User Guide Version 2.1 Page 35 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 Select Yes. Be very careful with deleting a component. Once the component is deleted, it cannot be retrieved. If you enter a commitment and save it, you can later delete it if you are not satisfied with the wording or if you decide not to pursue that particular commitment's task. To delete a commitment, do the following: 1. Select the Commitment that you wish to delete (Figure 46). ' * Work Plan Commitment litmen-t * PCA | _ _ ; Positions Estimate St End Date * mm/dd/yyyy Outcome : and Deliverab * ? r—i Administrative 500.00 04/04/2009 ¦.. . Figure 46 2. Under the Action column, click on the delete ^ button. A pop-up message box will appear asking if you are sure you want to delete this commitment. Select Yes. Be very careful with deleting a commitment. Once the commitment is deleted, it cannot be retrieved. After the work plan has been submitted, the tribal user cannot edit, modify or delete a work plan or associated work component. The following is a high level visual display of the functionalities available to the tribal user once the work plan has been submitted to the Regional Project Officer (Figure 47). Document: GAP Online Tribal User Guide Version 2.1 Page 36 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 GAP Online Process Tribal Functions r T Create New Edit Work -~ Work Plan Plan Save Create/Edit Progress Report Generate Summary Report Edit Work Plan EDIT OR MODIFY A WORK PLAN AFTER SUBMISSION TO EPA REGION Project Officer Review Create A Work Plan Component W Work Pia Commitment Entry Send Add A Work Plan Attachment O Send Electronically to EPA Region Delete A Work Plan Attachment Figure 47 5.6 Recall a Work Plan A tribal user can recall a work plan ONLY if it has not yet been opened by the Project Officer. Once a work plan is opened for review by the Project Officer, it will be locked and you will not be able to modify it until the Project Officer refers it back to you. To recall a work plan: 1. Select the Edit Work Plan option (Figure 48). Document: GAP Online Tribal User Guide Version 2.1 Page 37 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 GAP Online Home User Profile TiyERRT Report About GAP Online Contact Us Logout Welcome aieo The Indian General Assistance Program (GAP) Online v2.0 The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is updated every few years, Create New Work Plan 1 : click Button to Create a New Work Plan. Edit Work Plan : Click Button to Edit the Work Plan (updating component/commitment). Citfal>jijEUIlhPg?g5ffieport) : click Button to Create/Edit Progress Report Generate Summaiy Reports j : Click Button to Generate Summary Reports Figure 48 2. The tribe's work plans will display. 3. Identify the work plan from the list. 4. To recall the work plan, under the Action column, select the option with the 'O icon (Figure 49). View \ — Back GAP Home i/Vork Plan Tribe: Raven Tribe Reaion: 20 Start End Total Cost Status Last Update 01/26/2009 12/30/2010 $7000 Submitted 12/26/2008 P vOO 01/01/2009 09/30/2009 $1000 Accepted 12/24/2008 Mr Figure 49 5. You will be asked "Are you sure you want to RECALL this work plan?" 6. If you wish to RECALL this work plan, select OK. 7. If you do not wish to RECALL this work plan, select CANCEL. 8. If you select OK, an email will be automatically generated and sent to the Regional Project Office notifying them that the work plan has been recalled. Document: GAP Online Tribal User Guide Version 2.1 Page 38 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 6 CREATE / EDIT PROGRESS REPORT A Progress Report is a useful tool for a tribe to view and monitor a work plan. The Progress Report provides the ability to view work plan details and information. The Progress Report also allows the tribal user to update commitments and upload the deliverables associated with the commitments. The following is a high level visual display of the overall View Progress Report Process Flow (Figure 50). GAP Online Process Tribal Functions Figure 50 Document: GAP Online Tribal User Guide Version 2.1 Page 39 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 6.1 The Progress Report To create or edit the progress report, follow these steps: 1. Select the Create/Edit Progress Report button in the GAP Report Home page (Figure 51). GAP Online Home Welcome aieo User Profile Si Try ERRT Report About GAP Online The Indian General Assistance Program (GAP) Online v2,0 Contact Us Logout The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress. These designs will be based on the format of the most current EPA Strategic Plan which is updated every few years. I QeateNewWorkPlan I : Click Button to Create a New Work Plan, EditWorkPlan ^ : click Button to Edit the Work Plan (updating component/commitment), | TjtJUJ/Ldill luyiUlU report | : click Button to Create/Edit Progress Report generate Summaiy Reports | : Click Button to Generate Summary Reports Select Create/Edit Progress Report Figure 51 2. Select the appropriate work plan that you want to view for a specific time period by clicking on the work plan under the Action column (Figure 52). Please note, you can only start reporting on activities for a work plan after the plan has been accepted by the Project Officer. Tribe: Raven Tribe Region: 20 w Start End Total Cost Status Last Update Action ~ 4/13/2009 12/23/2009 $60500 Created 2003-10-01 Ml 10/01/2008 09/30/2009 $0 Accepted^ 2003-09-17 10/01/2008 09/30/2009 $100 Created \ 2003-09-19 SH Select Work Plan to View Figure 52 Document: GAP Online Tribal User Guide Version 2.1 Page 40 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 3. Select the View as PDF option to view work plan progress reports in Portable Document Format (PDF) format (Figure 53). Tribe: Raven Tribe I TnbdBackground 999 20 Created To be entered by Project Officer Author: aieo 04/13/2009 -1- End 12/23/2009 | 'v'sew as PDF (Progress Report) |j Print Change History Print Change History fiew Change History Woik Plan Component 9 ID I itlr Select View as PDF Dp.scription Pollution Prevention _Recyciing_ the success of the $35000 get the work done Owner is Raven We will open up the lands for Administrative $25000 Figure 53 4. Select the Change History button to view detail of the change history of the selected work plan progress report (Figure 54). Select View History r\ View History Date Author Activity Comment 06-25- 200? 11:50 gapOl Upload Attachment New Attachment was added to this work plan ; 06-25- 2007 11:46 gapOl Update Component Component Air Quality Monitoring : Env Outcome=Monltor air quality across the tribal village to determine measures necessary for compliance with The Clean Air Act of 1972 : intemediate=traln staff on the data collection process and the subsequent data transfer ; protocols for providing the data to the EPA national data repository, ; 06-25- 200? 10:41 gapOl :llpdate Component Component Travel and Training : workyear=0,25 : 06-25- 2007 10:41 gapOl New Component Component Travel and Training was Created ; 06-25- 2007 09:40 gapOl :New Component Component Air Quality Monitoring was Created ; 06-25- 2007 09:39 gapOl :New :Workplan Workplan for fiscal year 2006 was Created : Figure 54 Document: GAP Online Tribal User Guide Version 2.1 Page 41 Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 5. Select appropriate Work Plan Component for review by clicking on the appropriate component link in the Action column (Figure 55). Work Plan Component w ID Title Description Primary Capacity Estimate Area Cost Work Year 1.0 1.0 Action I" 1 Pollution Prevention _Recycling_ Owner is aieo Technical $500 2 celebrate the success of the program Owner is aieo Communication $35000 r pjViewW ~rk Plan Component | 3 get the work done Owner is Raven We will open up the landsfor restoration Administrative 1.0 1 Select Work Plan Component Figure 55 6. Select the Work Plan Component button that indicates what the Capacity Area being addressed is with respect to the component (Figures 56). View Change History Work Plan Component: „ Environmental Research + ) I 4 Select Work Plan Component Figure 56 7. Expand the icon on the Work Plan Component field to view the component description (Figures 57). Document: GAP Online Tribal User Guide Version 2.1 Page 42 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 Work Plan Component: Environmental Research Primary Capacity Area Developed: Communication Estimated Component Cost: $1000 Estimated Work Year CFTE): 0.5 Year Description: Owner is aieo Convene the Open Waters Watershed Forum to manage and monitor waterfowl within the Open Waters Reservoir and the wetlands surrounding the reservoir. Water quality of the reservior within the tribe's lands will be the focus of the forum as well as the protection and management of the wetlands surrounding the reservoir. The Watershed forum will be the starting point for a compreshensive watershed management plan that addresses immediate concerns _pollution sources in the community_ and long-term issues from existing and potential development around the reservoir. Environment Conduct monthly meetings for the tribe and all neighboring tribes / communities that are identified as stakeholders in the watershed management. Intermediate Outcomes # 1 Convene 2 regional meetings to discuss issues specific to the Op| Figure 57 8. Select the Attachment button to view the detail list of any associated attachments for the component (Figure 58). Gf Attachment [ Browse... | dp Select Attachment icon Work Plan Component v ID Title Description Primary Capacity Area Estimate Cost Work Year Action 1 Develop a watershed restoration plan Owner is aieo - use the EPA Watershed Plan Builder to start a watershed restoration plan Technical $3500 1.0 X 2 Pollution Prevention _Recycling_ Owner is aieo - Create a new recycling program for the community Technical $850 0.6 X Figure 58 Document: GAP Online Tribal User Guide Version 2.1 Page 43 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 9. Select the appropriate attachments for review (Figure 59). Select Attachment for review 6.2 Updating Progress on Commitments Commitments are updated within the Progress Report to reflect their completion. Deliverables associated with the completed commitment can also be uploaded as attachments. A new feature in GAP Online 2.1 is the reporting frequency. The 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. You will be able to enter information (New Reporting) at any time on any of the commitments during an active reporting period (Current Reporting). Once the reporting period ends, you can view your inputs under the Previous Reporting periods. 1. Select the component of the work plan that will be updated from the View Work Plan Progress Report page (Figure 60). ~ ID Title Description Measure (s) Primary Capacity Area Estimate Cost Work Year Action 1^^ Management of Environmental Office Owner is aieo Continue providing management and oversight of environmental office Administrative $50000 0.3 ( / 3D Select the Component to report progress Figure 60 Document: GAP Online Tribal User Guide Version 2.1 Page 44 Doc. No.: 47-GAP-MAN-0015 Attachment C Terno Wateshed Restoration Plan.txt X | Browse... 00 Figure 59 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 2. If a commitment has been created for the component (Section 4.3, Create a Work Plan Commitment), it can be updated to reflect completion date or upload a deliverable. 3. Select the Time Period for which you are reporting on a commitment (Figure 61). The End Date is defined when the Commitment was first created. The Milestone Date automatically populates with the current date. You can change the Milestone Date to reflect the actual date to which the commitment applies. New Reporting Time Period End Date Milestone Date 12/20/2009 12/26/2008 M 1st Quarter of 2009 v 1 1 st Quarter of 2009 3rd Quarter of 2009 4th Quarter of 2009 Select the Time Period for Reporting. J Figure 61 4. The commitment can be updated to reflect the work. The text box, Work Accomplished, allows users to update the status of the commitment and note additional requirements for the commitment. Whenever you enter new information on a Commitment, it will be reported under New Reporting. You can also edit any of the work accomplished entries under the Current Reporting tab (Figure 62). New Reporting Time Period Milestone Date Work Accomplished Output (Documents) 1st Quarter of 2009 v 12/20/2009 Current Reporting [ Browse- 11 Add New | Time Period End Date Milestone Date Work Accomplished 1st Quarter of 2009 v 12/20/2009 m posted advertisement for a technical assistant in the environmental office Output (Documents) * demo aaend.txt Browse... I I Update I 12/20/2009 02/07/2008 m interviewed a pool of candidates 1st Quarter of 2009 (• I Browse... | Update | Previous Reporting Milestone Date Work Accomplished Output (Documents) Figure 62 Document: GAP Online Tribal User Guide Version 2.1 Page 45 Doc. No.: 47-GAP-MAN-0015 ------- lSS&Zj United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 5. To upload documents related to a Commitment, select the Browse button under the Output (Documents) 1 column then navigate to the file you wish to upload P (Figure 63). Click the Save button to store the updated file. Look in: | & Raven"" My Recent Documents Desktop & My Documents # My Computer •9 My Network ~T] B ej H* & - 0 # Select "Browse" then navigate to the location of the document you wish to upload Figure 63 5. Select the Print Change History option to print a copy of the respective work plan change history report (Figure 64). Work Plan Change History Print Change History Tribe: Rave EPA Tribal Code: 999 20 Tribe Tribal Background Select Print Change History Region: Status: Grant Number: Author: Work Plan Period: Created To be entered by Project Officer aieo Begin 01/05/2009 End 12/28/2009 Date Author Activity Comment Figure 64 Document: GAP Online Tribal User Guide Version 2.1 Page 46 SUl Environmental Impact Study.docI 0 computer_purchase.txt 111 enviro_officers.txt File name: [Environmental lmpactStudy.doc ]~] | Open Files of type: ]ah Files (*.*) [~] Cancel Output (Documents) [ Browse... [ Gap_Online. ppt Gap_Online_demo .ppt 0 news_letter.txt ID open_waters_fbrum.txt Publication 1. pdf j1^]Raven Reservation Background.doc 0 recyding_presentations.txt 11*2) Tribal Watershed Boundaries.jpg 0 wetland_boundaries.txt Doc. No.: 47-GAP-MAN-0015 ------- lS£. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 7 SUMMARY REPORTS 7.1 Summary Reports Work Flow The following is a high level visual display of the overall Generate Summary Report Process Flow (Figure 65). GAP Online Process Tribal Functions Create New Edit Create/Edit Generate Work Work Progress Summary Plan Plan Report Report Generate Summary Reports Tribal End-of-Year Summary Report Total Costs by Strategic Goal Total Costs by Capacity Area Number of Tribes by Capacity Area Number by Capacity Area by Strategic Goal List of Environment Outcome by Strategic Goal Print A Print from Adobe Report Figure 65 Document: GAP Online Tribal User Guide Version 2.1 Page 47 Doc. No.: 47-GAP-MAN-0015 ------- ,5®. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 7.2 End-of-Year Summary Report To access the Summary Reports, select the Generate Summary Reports option from the GAP Welcome screen. 1. Select Generate Summary Reports from the menu selections on the GAP Welcome screen (Figure 66). £ The Indian General Assistance Program (GAP) Online v2,0 The purpose of this system is to provide EPA Grantees and Project Officers with a centralized tool for creating work plans and reporting quarterly progress, These designs will be based on the format of the most current EPA Strategic Plan which is updated every few years. Create New Work Plan Edit Work Plan : Click Button to Create a New Work Plan. : Click Button to Edit the Work Plan (updating component/commitment). : Click Button to Create/Edit Progress Report : Click Button to Generate Summary Reports t Select Generate Summary Reports Figure 66 2. The Generate Summary Reports page will appear (Figure 67). U.S. ENVIRONMENTAL PROTECTION AGENCY l! o Indian General Assistance Program (GAP) Online v2.1 B| Bookmark Recent Additions | Contact Us You are here: EPA Home » American Indian Environmental Office » GAP Online ® All EPA [Go] Advanced search Generate Summary Reports Click to enter End of Year Summary Report To view the summary report, choose Region, then choose Report Type. National v Select Report: O Number of Grants by regions O Total Costs by regions O Total Costs by Strategic Goal O Total Costs by Capacity Area O Number of Tribes by Capacity Area O Number of Capacity Area by Strategic Goal O List of Long-Term Outcome by Strategic Goal Figure 67 Document: GAP Online Tribal User Guide Version 2.1 Page 48 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 A new feature in GAP Online 2.1 is the End-of-Year Summary Report. This report allows the tribe to highlight its accomplishments and all the work accomplished as well as address circumstances that arose during the year that caused delays or in other ways hindered the completion of any part of the work plan within the work plans timeframe. 3. Click on the End of Year Summary Report link. 4. Select the Enter link for work plan that you wish to report your year-end summary (Figure 68). End O —Back DAP Home f Year Summary Tribe: Ra ven Tribe Reaion: 20 Sta rt End Total Cost Status Last Update Enter End of Yum r Turn miry Print End of Year Summary 01/01/2009 09/30/2009 $1000 Accepted 12/24/2^08 Enter j Print | T Enter End-of-Year Summary Report Figure 68 5. The text box is a full screen that you can enter details of the issues involved in completing the year's work and lessons learned while addressing each component of your work plan. 7.3 Generating National and Regional Summary Reports 6. To view reports for all tribes or tribes within a particular Region, select from the drop-down list (Figure 69). Document: GAP Online Tribal User Guide Version 2.1 Page 49 Doc. No.: 47-GAP-MAN-0015 ------- 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 American Indian Environmental Office United States Environmental Protection Agency Select National, Region National Select Report; Number of Grants by regions Total Costs by Strategic Goal Total Costs by Capacity Area Number of Tribes by Capacity Area Number of Capacity Area by Strategic Goal List of Environmental Outcome by Strategic Goal 7. You can view an activities report that is inclusive at the national and regional level (Figure 70). Select National, Region ! National Region 4 Region b Region 6 Region 7 Region S Region 9 Region "0 The following Summary Reports are available for the Tribal user. • Total Costs by Strategic Goal • Total Costs by Capacity Area • Number of Tribes by Capacity Area • Number of Capacity Area by Strategic Goal • List of Environment Outcome by Strategic Goal Figure 69 Region 1 Region 2 Select a G ;ographic Area Figure 70 Document: GAP Online Tribal User Guide Version 2.1 Page 50 Doc. No.: 47-GAP-MAN-0015 ------- ,5®. United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 Each report is visually displayed in sections 7.3.1 to 7.3.5 7.3.1 Total Costs by Strategic Goal Total Costs by Strategic Goal--National Community = $27.0 Water = $43 • Air = $10 Community = $27.0 Land = $17 Figure 71 Document: GAP Online Tribal User Guide Version 2.1 Page 51 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 7.3.2 Total Costs by Capacity Area Total Costs by Capacity Area--National Figure 72 Document: GAP Online Tribal User Guide Version 2.1 Page 52 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 7.3.3 Number of Tribes by Capacity Area Number of Tribes by Capacity Area-- National Aclrninistrativ e = 11 Cornrnunicati on = 17 Technical = 27.0 Legal = 43 Compliance = 10 Legal = 43 • Compliance = 10 Technical = 27.0 Communication = 17 Administrative =11 Waste = 19 Figure 73 Document: GAP Online Tribal User Guide Version 2.1 Page 53 Doc. No.: 47-GAP-MAN-0015 ------- lSS&Zj United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 7.3.4 Number of Capacity Area by Strategic Goal Tribal Report Number of Capacity Area by Strategic Goal—National • Water = 43 • Air = 10 Community =27.0 Land = 17 Figure 74 Document: GAP Online Tribal User Guide Version 2.1 Page 54 Doc. No.: 47-GAP-MAN-0015 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 7.3.5 List of Long-term Outcomes by Strategic Goal Strategic Goal Environment Outcome Water • Protect water • Protect watershed • Protect drinking water Air Promote air safety Community Protect community Figure 75 Document: GAP Online Tribal User Guide Version 2.1 Page 55 ------- United States Environmental Protection Agency American Indian Environmental Office 1200 Pennsylvania Avenue, NW Washington, D.C. 20460 8 ACRONYMS AND DEFINITIONS 8.1 Acronyms The following acronyms were used in this document. Acronym Definition AIEO American Indian Environmental Office EPA United States Environmental Protection Agency ERRT Environmental Results Reporting Tool FY Fiscal Year GAP General Assistance Program HQ Headquarters PDF Portable Document Format 8.2 Definitions The following words and related definitions are provided for ease in understanding the use of the word reference in this document. American Indian Environmental Office (AIEO). The AIEO leads an agency-wide effort to work with 572 federally-recognized tribes, as well as intertribal consortia, located in nine of EPA's ten Regions. Data Entry Field. Fields in which a selection or data entry may be completed. Lookup Field. Field that displays the available selections. Drop-down List. Field that provides a drop down list of available options. Display-only Field. Field pre-populated with data that cannot be edited or changed. Work Plan. A work plan is created by a tribe on an annual basis. The work plan is composed of multiple components with multiple commitments. Document: GAP Online Tribal User Guide Version 2.1 Page 56 Doc. No.: 47-GAP-MAN-0015 ------- |