![](media/image1.png){width="5.999305555555556in"
height="3.7493055555555554in"}

**Toolkit 2005**

**Conservation Reports**

**Pennsylvania**

**Version 1.2 -- SP-3 PA**

+--------------------+-------------------------------------------------+
| ![](media/imag     | Natural Resources Conservation Service          |
| e2.png){width="3.7 |                                                 |
| 888888888888888in" | Information Technology Center                   |
| height="0.53       |                                                 |
| 61111111111111in"} | Fort Collins, Colorado                          |
|                    |                                                 |
|                    | http://www.itc.nrcs.usda.gov/                   |
+--------------------+-------------------------------------------------+

Version 1.0gPA

Date last modified 4May2007

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Table of Contents

[CONSERVATION REPORTS 1](#conservation-reports)

[Overview 1](#overview)

[The Five-Step Process - DRAFT 1](#the-five-step-process---draft)

[Add or Edit Land Unit Information
1](#add-or-edit-land-unit-information)

[Schedule Practices 1](#schedule-practices)

[Develop Plans and Contracts with Wizards
1](#develop-plans-and-contracts-with-wizards)

[Customize Plans 1](#customize-plans)

[Print the Documents 2](#print-the-documents)

[Locate Plans and Contracts 2](#locate-plans-and-contracts)

[Plan Wizard 2](#plan-wizard)

[Produce a Conservation Plan 2](#produce-a-conservation-plan)

[Develop a Plan 3](#develop-a-plan)

[Select Template and Land Use 3](#select-template-and-land-use)

[Customize the Plan 4](#customize-the-plan)

[Save the Plan 6](#save-the-plan)

[Print the Plan 6](#print-the-plan)

[Plan Revision 7](#plan-revision)

[Revise a Conservation Plan 7](#revise-a-conservation-plan)

[Revise a Plan using the Practice Schedule
7](#revise-a-plan-using-the-practice-schedule)

[Revise the Plan in Excel 7](#revise-the-plan-in-excel)

[Contract Wizard 8](#contract-wizard)

[Review the Contract Wizard 8](#review-the-contract-wizard)

[6. Follow Guidelines When Customizing a Contract Document
8](#follow-guidelines-when-customizing-a-contract-document)

[Start the Contract Wizard 8](#start-the-contract-wizard)

[Select a Template and Cost List 9](#select-a-template-and-cost-list)

[Develop Contract Item 10](#develop-contract-item)

[Contract Item Number - CIN 10](#contract-item-number---cin)

[Practice List 10](#practice-list)

[Component and Cost List Grid 11](#component-and-cost-list-grid)

[Update the Program Cost 11](#update-the-program-cost)

[Add Cost-Share Items to Contract 12](#add-cost-share-items-to-contract)

[Add the First Cost-Share Contract Item
12](#add-the-first-cost-share-contract-item)

[Select a Land Unit 12](#select-a-land-unit)

[Select a Practice Component 12](#select-a-practice-component)

[Add the Second Cost-Shared Contract Item
14](#add-the-second-cost-shared-contract-item)

[Delete Contract Item or Component
15](#delete-contract-item-or-component)

[Reorder Contract Items 15](#reorder-contract-items)

[Reorder Contract Items 15](#reorder-contract-items-1)

[Reorder Components 15](#reorder-components)

[Select Participants 16](#select-participants)

[Set Contract Preferences 16](#set-contract-preferences)

[Save the Contract Support Document
17](#save-the-contract-support-document)

[Import a 4.1 Contract 17](#import-a-4.1-contract)

[Print a Contract 18](#print-a-contract)

[Contract Revision 18](#contract-revision)

[Revise a Contract 18](#revise-a-contract)

[Revise a Contract Document in Excel
18](#revise-a-contract-document-in-excel)

[Revise the Contract in the Contract Wizard
19](#revise-the-contract-in-the-contract-wizard)

[Select Practices and Start the Contract Wizard
19](#select-practices-and-start-the-contract-wizard)

[Revise a Contract 20](#revise-a-contract-1)

[Edit Contract Item 20](#edit-contract-item)

[Edit the Program Cost 20](#edit-the-program-cost)

[Edit the Contract Items 20](#edit-the-contract-items)

[Delete Contract Item 21](#delete-contract-item)

[Add Contract Item 21](#add-contract-item)

[Add Land Units to a Contract Item
22](#add-land-units-to-a-contract-item)

[Remove Land Units from Contract Items
22](#remove-land-units-from-contract-items)

[Print a Contract Revision Document
23](#print-a-contract-revision-document)

[Cost Lists 23](#cost-lists)

[Review Cost Lists 23](#review-cost-lists)

[Locate a Cost List 23](#locate-a-cost-list)

# CONSERVATION REPORTS

## Overview

# The Five-Step Process - DRAFT 

With Toolkit you can develop, customize and revise conservation reports
including plans, contract support documents (NRCS-CPA-1155) and contract
revisions (NRCS-CPA-1156). Creating plans and contracts with Toolkit
involves five steps:

1.  Add or edit land unit information

2.  Schedule practices

3.  Develop plans and contracts with wizards

4.  Customize plans and contracts

5.  Print the documents

## Add or Edit Land Unit Information

Access **mapped** or **unmapped land unit** information from the **Land
Unit** tab.

-   Land units are referred to as **unmapped** land units if they have
    no corresponding digitized boundary. Unmapped land units may be
    viewed, selected, added and deleted from the **Land Units** tab. If
    land units are unmapped, open ArcGIS and create a planned land units
    layer linking to an existing database.

```{=html}
<!-- -->
```
-   Land units added in ArcGIS are called **mapped** land units because
    they have digitized boundaries. Mapped land units may be viewed and
    selected from the **Land Units** tab but changes to digitized land
    units must be made in ArcGIS (for specifics, see Land Units tab.)

## Schedule Practices

The **Practice Schedule** is accessed from **Practice Schedule** tab.

-   Practices may be scheduled for **mapped** land units.

-   After practices are scheduled, conservation plans and contracts may
    be developed with the **Plan** or **Contract Wizards** (for
    specifics, see Practice Schedule tab).

## Develop Plans and Contracts with Wizards

The **Plan** **Wizard** and **Contract Wizard** are accessed from the
Practice Schedule tab. The Plan and Contract Wizards help you develop
conservation plan and contract documents.

-   Use the Plan Wizard to add header information and signature blocks
    to plan documents.

-   Use the Contract Wizard to develop contract support documents and
    document revisions.

## Customize Plans

The Toolkit provides several options for customizing the appearance of
conservation plans including the ability to add system narratives and
applied practice information.

## Print the Documents

Excel® is used to print and format conservation plans and contracts.

# Locate Plans and Contracts

Conservation plans and contracts are located in each customer\'s folder.
To locate a plan or contract, complete the following steps.

1.  In order to select the **Customer Files** tab, you must first have a
    customer record checked out and open (for help see checking out or
    opening a folder).

2.  Click on the **Customer Files** tab (example).

3.  Select the **Plan_Reports** folder. If the customer has a
    conservation plan, an icon is displayed in the right portion of the
    dialog box.

4.  Double-click the file to view it in Excel.

5.  Click the **Contract_Reports** folder.

    -   If the customer has one or more contracts, an icon for each will
        be displayed in the right portion of the dialog box.

6.  Double-click on a file to view it in Excel.

## 

## Plan Wizard

# Produce a Conservation Plan

The **Plan Wizard** assembles the plan information into an Excel
spreadsheet, saves it in the customer's **Plan_Reports** folder and
starts Excel. From Excel you may print the plan in the standard format
or customize it. The standard format includes the following items:

-   Practices grouped by land use

-   A practice narrative for each practice (the narrative is the one you
    selected and customized in the Practice Schedule)

-   Columns for applied practice amounts

-   Signature blocks for each participant

The plan\'s appearance may also be customized, for example:

-   Turn the display of practice narratives on or off

-   Display a block for the customer's objectives

-   Turn the display of signature blocks on or off

-   Turn the display of applied practice amounts and dates on or off

-   Display information by land use or by practice code

-   Display system narratives when land use is displayed

-   Display additional text when practice narratives are displayed

# Develop a Plan

The **Plan Wizard** guides you through the process of creating a plan
document for the land units that were selected from the *Practice
Schedule* dialog box. To create a plan, complete the following steps.

1.  In order to develop a conservation plan document, you must first
    have a customer record checked out and open (for help see checking
    out or opening a folder).

2.  Click on the **Practice Schedule** tab (example).

3.  Select and unselect the land units in the **Land Unit** area to
    adjust the practices and land units in the Schedule grid.

![](media/image3.png){width="5.752083333333333in"
height="3.401388888888889in"}

-   The **Plan Wizard** button is active when the data in the Schedule
    grid is saved, otherwise it is grayed out.

-   Every record displayed in the **Schedule** grid is displayed in the
    plan.

-   To add planned practices to the schedule, see the Practice Schedule
    tab.

4.  To produce a plan document, click the **Plan Wizard** button to
    start the Plan Wizard.

# Select Template and Land Use

1.  Click the **Plan Wizard** button on the **Practice Schedule** tab to
    start the Plan Wizard.

    -   The Plan Wizard opens with the Select Template and Land Use
        dialog box.

2.  Under **Select Template** there is a check box for Spanish
    templates. If you wish to use a Spanish version, place a check in
    the box.

![](media/image4.png){width="5.752083333333333in"
height="2.6277777777777778in"}

3.  Select **Template**.

    -   The default Planning Template for Folder includes a one inch
        margin at the top of each page to accommodate a two hole punch
        for filing in a standard case file.  

    -   Optionally, you may select the Planning template, which does not
        include the extra margin at the top of each page.

4.  Select Land Use. You have the following option for printing on the
    plan documents:

    -   **NRCS Land Use** codes

    -   **Local Land Use** codes

5.  Click **Next**.

# Customize the Plan

On the Set Preferences dialog box, you have the following default
options.

-   **Display the Practice Narrative**,

-   **Display Participant Signature Box(es)**

-   **Display Applied Practices**

1.  To customize a plan, remove a check mark to any Check Option you
    wish to remove from the plan document.

    -   By default, all options are turned on (i.e., checked).

![](media/image5.png){width="5.752083333333333in"
height="4.141666666666667in"}

2.  Select the method practices are sorted by on the plan document.

    -   To sort by **Land Use**, the default, groups information on the
        plan by land use, practice, tract and land unit number.

    -   To sort by **Practice**, groups information by practice, tract
        and land unit number and displays the practice code on the plan.

3.  Select **How to print Recurring Practices**.

    -   By default recurring practices are displayed on the plan for
        each year they occur.  

    -   If you wish to consolidate the practices and only display them
        for the first year (followed by an **R** to indicate it's a
        recurring practice), select **Consolidate recurring practices to
        first year.  Marked with \'R.\'**

4.  If more than one **Field Office** and/or **Conservation District**
    have been set up (see Preferences), you may change the office or
    district by using the drop-down list in the **Signature Box** area.

    -   By default the **Signature Box** area displays the **Field
        Office Information**, the **Designated Conservationist Name**
        and **Title**, as well as the **Conservation District**.  

5.  Enter a **Standard Statements** that you wish to use on the plan.  

    -   You may save standard statements to use on multiple plans by
        creating them with a text editor (MS Word, Note Pad, etc) and
        saving them as text files (with a **.txt** extension) in the
        default directory **C:\\Program
        Files\\USDA\\Toolkit5\\Templates\\PlanWizard** or on S:/ or all
        office employees can assess them.

6.  To insert an existing statement, click on the Browse button to the
    right of the **Standard Statements** area and click **Open**.  

    -   The statement is displayed in the Standard Statements box.  

    -   As needed, edit the statement.

7.  Enter a **Plan Objectives** to the document if you wish.

    -   If plan objectives are entered, box titled **Objective(s)**
        appears at the top of the plan displaying the text.

8.  To produce the plan document, click **Finish**.

    -   The plan is displayed in Excel.  

9.  As needed, adjust page breaks. Select **View** in the Excel menu and
    select **Page Break Preview**.

    -   The page breaks appear as dashed blue lines.

    -   Use the mouse to click and drag page breaks to the desired
        location.

    -   Page breaks that have been moved appear as solid blue lines.

10. At this point you have the option of printing the plan or saving the
    plan.

# Save the Plan

Click the **Save Plan As** button at the top of the Plan worksheet to
save the file in the customer\'s folder.
(C:/Customer_Files_Toolkit/\<customer folder name\>/Plan_Reports)

**NOTE**: the Excel **Save** feature may not save the file in the
correct folder.

# Print the Plan

1.  From Excel select the **File** menu.

2.  Select **Print Preview** to view the plan format.

3.  Click the **Close** button to return to the Plan worksheet.

4.  As needed, adjust page breaks as needed. Select the Excel **View**
    menu and select **Page Break Preview**.

    -   Page breaks set by the program as dashed blue lines.

    -   Use the mouse to click and drag page breaks to the desired
        location.  

    -   Page breaks that are moved appear as solid blue lines.

5.  To print the plan from Excel, select the **File** menu. Then select
    **Print** or click **Printer** icon.

6.  Close Excel.

## Plan Revision

# Revise a Conservation Plan

Toolkit provides two options for revising conservation plans. Select the
option that works best for your situation.

-   Revise a plan using Practice Schedule

-   Revise a plan using Excel

# Revise a Plan using the Practice Schedule 

1.  Make the changes to the land unit and practice data using the
    practice schedule

2.  Develop another plan with the Plan Wizard.

3.  The new plan may be saved with a file name such as
    ConservationPlanRev1.xls.

    -   This option ensures that the customer\'s practice schedule
        reflects the plan document.

4.  Follow instructions from previous pages to:

    -   Schedule practices and develop a plan with the Plan Wizard

    -   Produce and print a Conservation Plan for this option

# Revise the Plan in Excel

1.  In order to select the **Customer Files** tab, you must first have a
    customer record checked out and open (for help see checking out or
    opening a folder).

2.  Click the **Customer Files** tab (example).

3.  Select the **Plan_Reports** folder.

4.  Double-click on a plan to open it in Excel®.

5.  Make changes as necessary by editing the Excel document.

6.  To save the revised plan in the customer's folder, click the **Save
    Plan As** button at the top of the Plan worksheet.

7.  On the **Save As** dialog box, replace the current file name with
    one that indicates the revision, and then click **Save**.

8.  Close Excel.

## Contract Wizard

# Review the Contract Wizard

The **Contract Wizard** guides you through creating a contract support
document NRCS-CPA-1155 or a contract revision document NRCS-CPA-1156. To
develop a contract, complete the following steps:

1.  Select a contract template.

2.  Select a cost list.

3.  Develop or revise contract items.

4.  Select participants for signature blocks.

5.  When the Contract Wizard closes, it starts Microsoft Excel
    automatically.

    -   Contract documents are formatted, customized and printed from
        Excel.

##  6. Follow Guidelines When Customizing a Contract Document

***NOTE:*** Contract documents are formatted and printed from Excel.
Although you are able to make changes using Excel, users should instead
make the necessary modifications via the Contract Wizard to ensure that
the OMB guidelines for these forms are followed (see [Revise the
Contract Using the Contract
Wizard](http://cst.sc.egov.usda.gov/Toolkit/Help/revise_contract_using_wizard.htm)).

# Start the Contract Wizard

1.  In order to produce a conservation plan document, you must first
    have a customer record checked out and open.

2.  Click on the **Practice Schedule** tab (example).

3.  Once the practices are scheduled and saved (see Develop a Plan),
    click on the **Contract Wizard** button.

    -   The **Contract Wizard** button is active when the data in the
        Schedule grid is saved.

    -   At least one practice in the grid must have a program
        designated; otherwise, the **Contract Wizard** button is grayed.

4.  To start the Wizard for a specific program (e.g. EQIP), click the
    **Program** header to sort the rows by program.

    -   To highlight all practices for a specific program, hold down the
        **Shift** key and click the first and last practice in the
        schedule that you want to include in the contract.  

5.  Click **Save**.

6.  Click the **Contract Wizard** button.

NOTE:  If the Contract Wizard button is grayed out, [turn
off]{.underline} the Hide Applied Practices and/or Hide Recurring
Practices features and verify that all required fields have been
completed. The Contract Wizard may take a few moments to open depending
on the number of practices in the Schedule grid.

# Select a Template and Cost List

When the **Contract Wizard** is started, the first dialog box is the
Select Contract Information.

1.  Select a template from the Template Selection options.

    -   The default template file is the **NRCS-CPA-1155**.  

    -   If you choose **Select Other Template**, a **Browse** button is
        displayed so that you can browse to a customized template that
        you have created using Toolkit 4.1.

![](media/image6.png){width="6.2875in" height="3.7527777777777778in"}

1.  Enter a **Contract Identifier** or select one from the drop down
    list.

    1.  A contract identifier uniquely identifies the customer\'s
        contracts in your database.

    2.  An ID is used since a contract number may not be available when
        the contract is developed.

    3.  Each new contract for a customer must have an identifier.

    4.  The identifier is also used for revisions to retrieve the
        contract data from the customer\'s database (see Revise a
        Contract).

```{=html}
<!-- -->
```
2.  If desired, change the rounding option. The default is to round up
    to the nearest dollar.

3.  For **Select a Cost List**, select a program and select **Click to
    select a cost list**.

    -   The Select Cost List dialog box is displayed. Navigate to the
        location of the cost list. Should be in
        C:\\Field_Office_Field_Guide\\Section_I

4.  Select a cost list by double clicking on the file.

    -   Optionally, you can select the file and click the **Open**
        button

    -   If needed, use **Look In** drop-down list to browse to the
        appropriate cost list.

5.  Repeat the above steps for selecting a cost list for each program.

*NOTE: If the program is CTA_GENRL, you do not need to select a cost
list.*

6.  Once the cost list(s) has been selected, click the **Next** button
    to Develop the Contract Item.

# Develop Contract Item

When setting up Contract Items in the Contract Wizard, you must also
define the following:

-   The Contract Item Number

-   The Practices List

-   The Components

## Contract Item Number - CIN

The current CIN appears in the list in the upper left corner of the
dialog. As practices are planned, new CIN numbers are automatically
generated.

**NOTE**: by design, you cannot modify unit cost in **CIN** grid. It
must be modified in **Components** grid.

## Practice List

Under the CIN is the **Practice List**, which when expanded displays the
following:

-   Cost-shared practices from the Practice Schedule

-   Practice Code

-   Narrative ID

-   Planned Year

-   Program

![](media/image7.png){width="6.0in" height="2.1590277777777778in"}

The land units for the scheduled practice are displayed below each
practice.

-   Click the **Expand** icon to view the list of practices and the
    associated land units.

-   Click the **Collapse** icon to close the list of practices and land
    units.

-   In addition, you can **expand, collapse the windows** around each
    area as indicated by the arrows in the above graphic.

## 

## Component and Cost List Grid

The **Components** grid displays the components from the cost list for a
selected practice.

-   To view the components, the land unit must be **highlighted** and
    the practice must be a **cost-shared** practice.

-   Move the cursor between the column headers to adjust the width of
    the columns to display more of less information as desired.

-   The **Amount**, **Unit Cost** and **Share Rate** values may be
    changed; however, the changes apply only to the current contract.

**NOTE**: For [Acres, Feet, and Numbers]{.underline}, if the **Unit Type
matches the practice units, the Planned Amount of the practice appears
in the Amount cell.** Otherwise, **Amount** defaults to zero.

-   As you select components
    ![](media/image8.png){width="0.20833333333333334in"
    height="0.16597222222222222in"} (placing a check mark in the box),
    the contract items are displayed in the **Contract Items** grid.

-   To view the entire **Contract Items** grid, use the scroll bar or
    expand, collapse a dialog area.

-   The Contract Items grid also displays **Prog Cost** (i.e., Program
    Cost), which is the product of the **Amount** times the **Unit
    Cost** times the **Share Rate**.

## Update the Program Cost

-   The value in the **Prog Cost field** updates automatically when you
    change the **Amount** in the **Component** or **Contract Items**
    grids.

```{=html}
<!-- -->
```
-   When selecting the component, you can change **Unit Cost** and
    **Share Rate** in the **Component** grid; however, you cannot change
    the **Unit Cost** and **Share Rate** in the **Contract Items** grid.

-   If you change the **Unit Cost** and **Share Rate** in the
    **Components** grid, the **Prog Cost** will not automatically update
    until you click on the **Amount** and press **Enter**.

# Add Cost-Share Items to Contract

Toolkit 2004 **Contract Wizard** provides greater flexibility to develop
contract items than previous versions. However, one limitation is that
you cannot develop separate contract items for multiple occurrences of
the same practice that are scheduled in the same month and year on the
same land unit.

To add cost-share items, you have the following options.

-   Add the First Cost-Share Contract Item

-   Add the Second Cost-Shared Contract Item

-   Add a Non Cost-Shared Item to a Contract Item

## Add the First Cost-Share Contract Item

### Select a Land Unit

![](media/image9.png){width="2.3756944444444446in" height="0.9375in"}

1.  Select the **Practice** in the Practice list that you want to be the
    first contract item.

2.  Click the **Expand** icon to display the land units for each
    practice in the Practice list (example).

**NOTE** that the CIN in the upper left part of the dialog automatically
displays 1.

3.  Click on a **Land Unit** below the practice.

    -   When you select a land unit, the practice component(s) appear in
        the **Components** grid.

### Select a Practice Component

![](media/image10.png){width="4.476388888888889in" height="1.0in"}

1.  Click the check box next to a component to select it.

    -   For acres, feet, and numbers, when the component units match the
        units of the selected practice, the planned amount of the
        practice appears in the **Amount** cell.

    -   Otherwise, the value in the cell is 0.0.

2.  To change **Amount**, double-click in the cell, and then press the
    **Enter** key.

    -   Accept **Unit Cost** from the cost list or double-click in the
        cell to change it. Enter the new unit cost and press the
        **Enter** key.

    -   The unit cost is changed for all occurrences of this component
        in this contract; however, it is not changed in the cost list.

3.  Accept **Share Rate** from the cost list, or double-click in the
    cell to change it. Enter a new cost share rate and press the
    **Enter** key.

    -   Cost share rate is changed for all occurrences of this component
        in this contract.

    -   Cost share rate is not changed in the cost list.

    -   Use whole numbers when entering percentage values.

4.  When you select a component, the contract item automatically
    displays in the **Contract Items** grid.

    -   The first item is labeled **1a**.

> ***Note**: Although it is possible to change contract item numbers and
> sub item letters by clicking the Item and Subitem cells in the
> Contract Item grid, avoid editing these values to avoid corruption of
> data (see Tech Note 13 for more information, found at the end of this
> document). **Contract items can be renumbered successful
> [after]{.underline} uploading to ProTracts.***

5.  When you select a component, a check mark appears in the Practices
    List on the left side of the land unit you selected.

    -   The contract item number appears on the right side of the land
        unit. In this case CIN 1.

    ```{=html}
    <!-- -->
    ```
    -   If you select another component in the Components grid, a new
        line appears in the **Contract Item** grid.

    ```{=html}
    <!-- -->
    ```
    -   The second component is numbered 1b

    -   The third is numbered 1c and so on.

6.  To include another land unit in CIN 1, select it from the
    **Practices List**.

7.  Select one or more components from the **Components** grid for the
    second land.

    -   If you select the same component that you selected for the first
        land unit, the planned amount for the second land unit is added
        to the planned amount for the first land unit.

    -   The total appears in the **Amount** cell in the **Contract
        Item** grid for CIN 1a.

8.  If you select a new component, another item 1b is appears in the
    **Contract Item** grid automatically.

9.  As you develop the contract, periodically click the **Save** button
    to avoid the loss of data.

## Add the Second Cost-Shared Contract Item

1.  Click the **Expand** icon for another practice to display the land
    units for each practice in the Practice List.

2.  Highlight the land unit in a different practice.

3.  Notice that the contract item number automatically advances to the
    next number. If desired, you can override this feature by selecting
    a different CIN from the CIN list (upper left corner).

4.  Select one of the following options.

    -   You can select another land unit from the currently selected
        practice.

    -   You can select another practice from the Practice list.

5.  When a land unit is selected, the component(s) for the selected
    practice appear in the **Components** grid.

    -   Click the check box to select one or more components from the
        **Components** grid.

6.  Select one or more components from the **Components** grid for the
    second contract item.

    -   The first component you select appears in the **Contract Item**
        grid as 2a.

    -   A new line is added for each additional component you select.

    -   They are numbered 2b, 2c, etc.

    ```{=html}
    <!-- -->
    ```
    -   When you select a component, a check mark appears in the
        Practices list on the left side of the land unit you selected.

    -   The contract item number appears on the right side of the land
        unit.

7.  To include another land in the CIN, select it from the Practices
    list.

8.  Click the **Save** button to save the contract item in the
    customer\'s database.

9.  Repeat steps 1-8 for additional cost-shared contract items.

    -   If the contract has non cost-shared practices, see Add Non
        Cost-Shared Items to a Contract.

    -   If the contract does not have non cost-shared practices, click
        the **Next** button to continue developing the contract support
        document.

    -   If you need to complete the contract at a later time, click Save
        and then Cancel to close the Contract Wizard.

# 

# Delete Contract Item or Component

In the process of developing a contact, you may need to delete a
contract item.

1.  In the **Contract Items** grid, highlight the row you wish to
    delete.

2.  Press the **Delete** key.

3.  Renumber the contract items (see below**). Only renumber if
    absolutely necessary and be very careful to follow procedure.**

When developing a contact, you may want to reorder the contract items or
the components.

## Reorder Contract Items

To reorder contract items, complete the following steps.

1.  Double-click the **Item** cell in the **Contract Item** grid.

2.  Enter a new number.

3.  Press the **Enter** key.

    -   The Contract Wizard does not allow items to have duplicate
        numbers.

4.  To achieve the ordering you want, you may need to change a **CIN**
    to a temporary number, and then change the numbers to the correct
    sequence.

## Reorder Contract Items

To reorder contract items, complete the following steps.

1.  Click the Item cell in the Contract Item grid.

2.  Enter a new number.

> ***[Warning!]{.underline}**  Do NOT set the same CIN for two different
> combinations of practice code, narrative id, year, and program in
> order to avoid unrecoverable issues with the contract data.*

3.  Press the Enter key. The Contract Wizard does not allow items to
    have duplicate numbers.

```{=html}
<!-- -->
```
4.  To achieve the ordering you want, you may need to change a CIN to a
    temporary number, and then change the numbers to the correct
    sequence.

## Reorder Components

To reorder components for a contract item, complete the following steps.

1.  Click the **Sub Item** cell in the **Contract Item** grid.

2.  Enter a new letter.

3.  Press the **Enter** Key.

    -   The Contract Wizard does not allow components to have duplicate
        letters.

4.  To achieve the ordering you want, you may need to enter a temporary
    letter, and then change the letters to the correct sequence.

# Select Participants

By default the decision maker is automatically selected and displayed in
a table at the bottom of the *Select Participants* dialog box. To add an
additional participant to a contract, complete the following steps.

1.  Enter the participant\'s name and contact information. You also may
    select the name from the drop-down list if the participant was added
    via the General Tab.

2.  Click the **Add** button to add a participant to the list below.

    -   The name of the decision maker appears in the header of each
        page of the contract.

    -   The decision maker and participant(s) signature blocks appear at
        the end of the contract.

3.  To remove a participant, highlight the row containing the name you
    want to remove from the participant list, and then press the Delete
    key.

4.  When you are finished selecting participants to include on the
    contract, click **Next** to verify your preferences. Click Finish to
    print the contract exit the contract and click **Cancel** to exit
    the Contract Wizard.

# 

# Set Contract Preferences

**NOTE**: Because the NRCS-CPA-1155 is a standardized OMB form, only a
limited number of customizations are allowed.

To customize a contract, complete the following steps in the Contract
Wizard Set Preference dialog box.

1.  If you do not want to display the practice narratives on the
    contract document, uncheck the **Display Practice Narrative** box.

    -   By default the practice narratives are displayed on the
        contract.

2.  If more than one **Field Office** and **Conservation District** are
    available in Toolkit Preferences, you may change your selection
    using the drop down lists.

    -   The **Field Office** and **Conservation District** information
        are populated automatically in the Signature Box area.  

3.  If needed, edit the **Conservationist Name**, **Title** and **Other
    Sponsoring Agency** text fields.

4.  In the Contract Information area, the total contract acres is
    automatically populated; however, if needed, edit the total contract
    acres.

5.  Enter the **Contract Number**, **State**, and **County**, if
    desired.

6.  When you are finished making changes, click **Finish**.

# Save the Contract Support Document

After you click **Finish** in the Contract Wizard, the **Save Contract
As** dialog box opens. The default directory is set to the customer's
**Contract_Reports** subfolder, and the contract file name is defaulted
to **\<contract identifier\>.xls**. To save the contract, complete the
following steps.

1.  Accept the default name or enter another name.

2.  Click **Open** to save the file.

    -   If the file already exists, you will be warned of such and asked
        if you want to overwrite it? Click **Yes** or **No**.

    ```{=html}
    <!-- -->
    ```
    -   The plan document is displayed and ready for printing.

# Import a 4.1 Contract

With Toolkit you can import a 4.1 contract to Toolkit 5. Complete the
following steps.

1.  Select a customer folder to check out.

2.  Select and open the customer folder.

3.  Click the **Practice Schedule** tab.

4.  Select the plan from the drop-down list.

5.  Select a land unit.

6.  Click the **Contract Wizard** button.

7.  In the first screen, click **Import 4.1 Contracts** button in
    example below.

> ![](media/image11.png){width="6.257638888888889in" height="3.36875in"}

8.  Select the **consplan.mdb** to import.

9.  Click **Open**.

    -   The Contract Wizard is update.

    -   The Contract Identifier is displayed.

10. Close the Contract Wizard by selecting the exit icon
    ![](media/image12.png){width="0.18888888888888888in"
    height="0.18888888888888888in"}.

# Print a Contract

The **Contract Wizard** assembles the contract information into an Excel
spreadsheet and saves it in the customer's **Contract_Reports** folder.
In addition, it starts Excel. To print a contract, complete the
following steps.

1.  Select a print option.

    -   If the contract is **cost-shared** by a **CCC** program, click
        the check box for **This transaction is for CCC" at the top of
        the spreadsheet**.

    -   If the contract is cost-shared by a **NRCS** program, click the
        check box for **This transaction is for NRCS** at the top of the
        spreadsheet.

2.  To adjust the page breaks for the form, select **View** from the
    Excel menu, and then select **Page Break Preview**. Adjust the page
    breaks as needed.

3.  To print the contract, select **File** from the Excel menu, and then
    select **Print**, or click printer icon.

4.  Click the **Save Document As** button at the top of the contract
    worksheet to save the file in the customer\'s **Contract_Reports**
    folder.

5.  When finished, close Excel.

## Contract Revision

# Revise a Contract

There are two options for revising contract support documents:

-   Revise a Contract Document in Excel

-   Revise a Contract with the Contract Wizard

# Revise a Contract Document in Excel

Note:  Revising a contract document in Excel is recommended for minor
changes only.  Because this document is based on an OMB-approved form,
you should not be modifying the Excel document. Instead, make any
changes to the contract using the [Contract
Wizard](http://cst.sc.egov.usda.gov/Toolkit/Help/revise_contract_using_wizard.htm).

1.  In order to select the **Customer Files** tab, you must first have a
    customer record checked out and open.

2.  Click the **Customer Files** tab (example).

3.  Double click on the **Contract_Reports** subfolder.

    -   The contract document files are displayed on the right.

    -   Double-click a contract file to start Excel®.

4.  As needed, edit the document by clicking on an item you wish to
    edit, and then entering in the new information.

5.  To save the contract, select **File** from the Excel menu, and then
    select **Save As** to save the file in the customer\'s
    **Contract_Reports** folder.  

6.  Rename the revised contract (e.g. CRP 2005 Rev.xls).  

7.  Click **Save**.

    -   Edits made to the contract document are stored in the Excel
        spreadsheet (not in the customer\'s database).

8.  To print the contract, select **File** from the Excel menu and
    **Print**, or click the **Print** icon.

# Revise the Contract in the Contract Wizard

You can use the Contract Wizard to revise a contract, NRCS-CPA-1156.
Contract revisions are saved in the customer\'s database and overwrite
the original contract data. As needed, you can make the following
changes.

-   Edit a contract item (i.e., change amount, unit cost, share rate)

-   Delete a contract item

-   Add a contract item

-   Add land units to a contract item

-   Remove land units from a contract item

**NOTE**: if you open the Contract Wizard on an existing contract after
you changed information (land unit, practice, narrative, year, or
Cost-Share Program) in the Practice Scheduler, you may receive the
following message, suggesting that you delete those items and
re-configure new Contract Item(s) to reflect the changes made:

![](media/image13.png){width="6.0in" height="1.2756944444444445in"}

## Select Practices and Start the Contract Wizard

1.  In order to select the **Practice Schedule** tab, you must first
    have a customer record checked out and open.

2.  Click the **Practice Schedule** tab (example).

3.  Click the **Practice Schedule** button to start the Practice
    Schedule.

4.  Select the original contract land units in the Land Units area.

5.  Select the practices from the original contract from the Schedule
    grid.

6.  Click **Save**.

7.  Click the **Contract Wizard** button to start the wizard.

## Revise a Contract

1.  From the Select Contract Information dialog box, select the template
    you wish to use (NRCS-CPA-1156).

2.  Select the **Contract Identifier** from the drop-down list for the
    contract you want to revise.

3.  For **Select a Cost List**, click once on a program in the list to
    open the Select Cost List for \<Program\> dialog box.

4.  Select the cost list file(s) that was used for the original
    contract.

5.  Click **Open**.

6.  Click **Next** to display the Contract Items dialog box.

7.  To display all land units, click the **Expand** icon + in the Land
    Units area.

8.  To make changes to the contract, see Edit Contract Item.

# Edit Contract Item

## Edit the Program Cost

The **Program Cost** updates automatically when you change the
**Amount** in the Component or Contract Items grids.

-   In the Components grid, you can only change the **Unit Cost** and
    **Share Rate**.

```{=html}
<!-- -->
```
-   If you change the **Unit Cost** and **Share Rate**, the **Prog
    Cost** is not automatically update until you click on the **Amount**
    and press **Enter**.

## Edit the Contract Items

You can edit contract items by changing the values entered for
**Amount**, **Unit Cost** or **Share Rate** in the Component grid.

1.  Select a **Contract Item** in the Contract Item grid.

    -   When an item is selected, the practice and land units become
        visible in the Practices area.

2.  Click once on a scheduled land unit to display the contract item
    component(s) in the Components grid.

3.  Click in the **Amount** cell in the Components grid to select it.

4.  Change the value, and then press the **Enter** key. This updates the
    **Amount** cell in the Contract Items grid automatically.

5.  Click in the **Unit Cost** cell in the Components grid to select it.

6.  Change the value, and then press the **Enter** key. This updates the
    **Unit Cost** cell in the Contract Items grid.

7.  Click in the **Share Rate** cell in the Components grid to select
    it.

8.  Change the value, and then press the **Enter** key. This updates the
    **Share Rate** cell in the Contract Items grid.

9.  Click **Save** to save the revisions in the customer\'s database.
    This action overwrites the original contract data in the database.

10. Repeat the above steps to edit other contract items.

# Delete Contract Item

1.  Select the contract item.

2.  Press the **Delete** key on the keyboard.

3.  Click the **Save** button to remove the item from the customer\'s
    database.

4.  Repeat the above steps to delete other contract items.

# Add Contract Item

1.  Review the practices in the Practice list on the Contract Items
    dialog box.

    -   If the practice for the new contract item is in the list, skip
        to step 5.

    -   If the practice for the new contract item is not in list, it
        must be selected or added from the Practice Schedule. Click
        **Cancel** to close the Contract Wizard and return to the
        Practice Schedule.

2.  Review the practices in the Schedule grid.

    -   If the practice is displayed, select it along with the practices
        from the original contract.

    -   If the practice is not displayed, select the land unit where the
        practice is scheduled from the Land Units area to add it to the
        grid.

    -   If the practice has not been scheduled, click the **Add Row**
        button to add a blank row to the Schedule grid.

3.  Complete the required information, and select a program in the
    **Cost Share** cell.

4.  Select the new practice along with the practices from the original
    contract in the Schedule grid.

5.  Click the **Contract Wizard** button to start the wizard.

    -   If the item is cost-shared, follow the steps in the Contract
        Wizard for Add Cost-Shared Items to a Contract.

    -   If the item is non cost-shared, follow the steps in Add Non
        Cost-Shared Items to a Contract.

6.  Repeat the above steps for each new contract item.

# Add Land Units to a Contract Item

1.  Select a contract item in the **Contract Items** grid.

    -   The practice and land units for the item become visible in the
        **Practices** area.

2.  Click on a land unit to select it.

3.  Select a component in the Components grid.

    -   Accept **Amount** or enter a value.

    -   Accept **Unit Cost** or change the value.

    -   Accept **Share Rate** or change the value.

    -   When the first component is selected for a land unit, the land
        unit is checked in the Practices list.

4.  If you select a component is selected for a practice for the first
    time, a Subitem is added to the Contract Item grid.

    -   If the same component is selected again for the practice, the
        **Subitem Amount** is updated.

    -   The Subitem also shows changes made to **Unit Cost** and **Share
        Rate**.

    -   Select additional components as needed for the land unit.

5.  Repeat steps 2 and 3 to add other land units to the contract item.

6.  Repeat steps 1-3 to add land units to other contract items.

7.  Click **Save** to save the revisions in the customer\'s database.

***Note**:  Check in your customer folders [frequently]{.underline} to
save the latest contract data in the National Conservation Planning
Database (NCPDB).*

Top of Form

![](media/image14.wmf){width="1.0in" height="0.25in"}

Bottom of Form

# Remove Land Units from Contract Items

1.  Select a contract item in the Contract Items grid.

    -   The practice and land units for the item become visible in the
        Practices area.

2.  Click the **Expand** icon next to a land unit to unselect it.

    -   The cells in the Contract Item grid are updated automatically.

3.  Repeat step 2 to remove other land units from the contract item.

4.  Repeat steps 1 and 2 to remove land units from other items.

5.  Click **Save** to save the revisions in the customer\'s database.

# Print a Contract Revision Document

The process for printing a revised contract are the same as those for
printing original contracts.

# Contract Revision, con't...

# Once a contract item has been obligated and paid, it cannot be corrected. It's a business rule. 

# 

# If you put an incorrect program for contracting, corrections from previous fiscal years cannot be made.

## Cost Lists

# Review Cost Lists

Cost list data are maintained in Excel® spreadsheets.

-   A single spreadsheet file is created for each cost list.

-   Cost lists are stored on the C: drive in
    **\\Field_Office_Tech_Guide\\Section_I**.

The **Contract Wizard** uses cost lists to build contract items and
calculate cost share amounts for the contract support documents. This
book provides instructions to:

-   Locate cost lists

Because the Contract Wizard reads data directly from a cost list, the
wizard expects to find this information in **specific columns** and in
**specific formats**. A pre-formatted template cost list spreadsheet is
provided to assist in maintaining this required format.

**NOTE**: if you share Toolkit data with other workstations in your
office, after a cost list is edited or a new one added, copy the cost
list to the server under **F:\\fotg\\Section_I** for other workstations
in the office to access.

# Locate a Cost List

1.  Start Windows **Explorer** and browse to the following location:
    **C:\\Field_Office_Tech_Guide\\Section_I**.

2.  Double-click on a cost list file to open it in Excel.

    -   You may also start Excel.

    -   Then click on the **File Open** menu to browse to the cost list
        file.

Tech Note 013: Resolving a Common ProTracts Upload Error

April 26, 2006

# Problem: When checking Toolkit items into ProTracts, the following error is obtained: {#problem-when-checking-toolkit-items-into-protracts-the-following-error-is-obtained .TechNote-Heading-1}

# ![](media/image15.png){width="5.864583333333333in" height="0.8020833333333334in"} {#section-5 .TechNote-Heading-1}

To prevent this error, be sure to not change any of the Item or Sub Item
numbers in the Contract Items block. Contract items can be renumbered
successfully [after]{.underline} uploading into ProTracts.

# Versions: All {#versions-all .TechNote-Heading-1}

# Introduction {#introduction .TechNote-Heading-1}

The above upload error occurs when the same practice is scheduled for
the same land unit in different years. Although this is acceptable
contracting procedure, the Toolkit contract needs to be developed using
the procedure detailed in this document to prevent errors when uploading
the contract into ProTracts. This document explains how the error is
created and how the error can be prevented in the future. The resolution
for this error is also provided.

![](media/image16.png){width="6.010416666666667in" height="1.4375in"}

# Background {#background .TechNote-Heading-1}

When creating a contract in Toolkit, the contract wizard automatically
selects the next sequential contract number (CIN) for the practices. To
avoid the upload error described above, the user can either:

-   Accept this separation by CIN (shown in Figure 1). This process may
    facilitate payment of contract items in ProTracts so that partial
    payments are not necessary.

-   Use the CIN down arrow to combine both practices into the same CIN
    (shown in Figure 2).

![](media/image17.png){width="5.996527777777778in"
height="3.216666666666667in"}

Figure 1

![](media/image18.png){width="5.996527777777778in"
height="3.216666666666667in"}

Figure 2

# How to Avoid this Error {#how-to-avoid-this-error .TechNote-Heading-1}

The upload error is being generated by a third option which users need
to **avoid because it will prevent their contracts from uploading into
ProTracts**. Specifically, do [not]{.underline} manually change contract
item numbers in the Contract Item block for the same practice scheduled
in different years. Figure 3 illustrates an error, where the user
changed item 2a to 1b. **Manually changing contract items in the
contract wizard can create the upload error and/or can create duplicate
units and costs on the CCC-1200 in ProTracts.**

![](media/image19.png){width="6.009722222222222in"
height="2.9368055555555554in"}

Figure 3

# Resolution {#resolution .TechNote-Heading-1}

If you obtain the upload error, "Only one planned year allowed per
contract item," then you will need to delete any items in ProTracts (if
any), and then follow these steps:

1.  Check out the customer folder with the "bad" contract in Toolkit.

2.  Correct any problems in the contract. (This assumes that you
    remember which item(s) you changed in the Contract Items block when
    you were creating the contract. If you cannot recall what changes
    you made manually, use Resolution 2, below.)

3.  Re-save the contract (using the contract wizard).

4.  Check in the customer folder.

5.  Go into ProTracts and attempt to upload the contract.

**Note:** Contract items can be renumbered successfully
[after]{.underline} uploading into ProTracts.

If the above procedure does not resolve the upload error, you will need
to follow these steps.

1.  Delete the contract.

2.  Re-enter the contract, taking care to [not change]{.underline} any
    of the **Item** or **Sub Item** **numbers** in the Contract Items
    block.

3.  Save the contract.

4.  Check in the customer folder.

5.  Go into ProTracts and attempt to upload the contract.

6.  If you still have problems, please contact
    <ToolkitSupport@ftc.usda.gov> for assistance.

#