TRAINING

# 

# Introduction 

> *The purpose of this document is to provide a useable outline that FTA
> Regional Trainers can customize and then use as their training plan
> and script when training Recipient Users.*

# 

# Introduction to TEAM-Web

> TEAM-Web is a Web-enabled application that sits entirely on the FTA's
> servers. Users only need an Internet connection and a free Internet
> browser and they can run the TEAM application. They are not required
> to install any TEAM software on their own computer and they can work
> from any computer anywhere that has Internet access
>
> TEAM-Web includes a Dynamic Query capability, allowing users to access
> and customize TEAM data to meet their reporting requirements. TEAM-Web
> also adds the ability to attach **any** type of file to a project;
> TEAM-Web will also support enhanced printing and email capabilities
> and online training.

# TEAM-Web Front Page

> The TEAM-Web Front Page is the first page that all TEAM users will
> see. It is not password-protected and can be accessed by the general
> public. It contains links to the TEAM-Web Login Page, the TEAM Static
> Reports, Regional numbers, and other informational links.

# TEAM-Web Login Page

> Users will use their TEAM username and password to log in to TEAM-Web.

# TEAM-Web Main Page

> All navigation in TEAM-Web is accessed through the navigation menu on
> the left of the Main Page. This navigation menu remains accessible
> from all subsequent pages of the TEAM-Web application.
>
> TEAM-Web has Links that can be easily scanned to choose which
> information you may need.

**TEAM-Web Training Agenda (Recipients)**

> **[Objective:]{.underline}**
>
> To provide an opportunity for Recipients of FTA Federal Assistance to
> receive hands on training in the use of the Department of
> Transportation / Federal Transit Administration's Transportation
> Electronic Award and Management System (TEAM)

+----------------------------------+-----------------------------------+
| > **Day 1**                      | > **Day 2**                       |
| >                                | >                                 |
| > **Security Issues**            | > **Execute Application, Part     |
| >                                | > II**                            |
| > **Developing an Application,   |                                   |
| > Part 1**                       | -   Award Execution Process       |
|                                  |                                   |
| -   Log in Process               | -   Execute Application           |
|                                  |                                   |
| -   Main Menu                    | -   Attachments                   |
|                                  |                                   |
| -   Recipients Screen            | -   Milestone/Progress Reports    |
|                                  |                                   |
| -   Life Cycle of the Project    | -   Financial Status Report       |
|                                  |                                   |
| -   Create an Application        | > **Budget Revision**             |
|                                  |                                   |
| -   Application Editor Menu      | -   What is a Budget Revision     |
|                                  |                                   |
| > **Enter Project Information**  | -   When would you need a Budget  |
|                                  |     Revision                      |
| -   Enter Budget                 |                                   |
|                                  | > **Closing your Application**    |
| -   Enter Milestones             |                                   |
|                                  | -   What is the process of        |
| -   Enter Environmental Findings |     Closeout?                     |
|                                  |                                   |
| -   Enter Fleet Status           | -   When is Closeout of an        |
|                                  |     Application performed         |
| > **Modify and Submit            |                                   |
| > Application**                  | > **Dynamic Queries**             |
|                                  |                                   |
| -   View/Print Application       |                                   |
|                                  |                                   |
| -   Modify Application           |                                   |
|                                  |                                   |
| -   FTA Assigning Project        |                                   |
|     Numbers                      |                                   |
|                                  |                                   |
| -   Submit Application           |                                   |
|                                  |                                   |
| -   FTA Review and Approval      |                                   |
|     Process                      |                                   |
|                                  |                                   |
| > (Reserve Funds)                |                                   |
+----------------------------------+-----------------------------------+

**[Prerequisites:]{.underline}**

> Access to Internet
>
> Internet 5.5 w SP2 or Higher
>
> 128 bit Encryption
>
> Recipient ID
>
> User Account in TEAM

# View / Modify Recipient

######## [Access Recipient Information]{.underline}

1.  From the Main Menu, click on **Recipients**. The **Query
    Recipients** page will appear.

2.  Enter the search criteria. The more search criteria you enter, the
    more specific your search results will be.

3.  Click on the **Submit Query** button. The **Recipient Query
    Results** page will appear.

The **Recipient Query Results** page displays summary information for
each Recipient queried through the Query Recipients functionality
described above.

4.  If your search has returned several results, choose the Recipient
    for which you would like to see specific Recipient information. To
    do so, highlight the name of the Recipient within the Results box.

5.  The Recipient information will display in the **Recipient Details**
    portion at the bottom of the screen.

##### Attach Additional Files 

1.  To attach any additional information which cannot be filled in form,
    use the **attach button** on top of menu bar

2.  When you click **attach button** a new window will pop up with list
    of folders, select the folder according to the subject of
    attachment.

3.  Once required folder is selected, either type in the complete name
    of the file to be attached or click **Browse** to locate exact path
    of file

**[Modify General Tab]{.underline}**

The **View/Modify Recipient** window has six tabs. When opened, the
system defaults to the General tab, which displays detailed data about
the selected Recipient. Below are some common tasks that you may need to
perform:

1.  To **update** the entry fields, place the cursor in the appropriate
    entry field and type in the new information. (Entry fields are white
    text boxes with a black border, and include fields for the
    Recipient's street address, phone number, and Internet address.)

2.  To **save** the new data, click on the OK icon.

3.  To **return to the previous** data, click on the Cancel icon.

##### Modify Contact Persons Tab

1.  Click on the **Contact Persons** tab to update information
    concerning the Recipient's Officers and participating Unions.

2.  When you select **Officer** titles from the dropdown menu, names and
    titles of the Recipient's officers will be displayed in the table.

    a.  To display information about an **Officer**, click on the
        Officer's name. The fields to the right of the table will become
        populated with that Officer's contact information. (Continued on
        next page)

    b.  The Recipient may add new titles by selecting **Add New Title**
        at the bottom of the list. When the dialog box appears, enter
        the new title. Click on the OK icon.

    c.  The Recipient may also add a name to any title by selecting the
        "**Add New**" line below the title and typing the name in the
        entry fields to the right.

    d.  To update previously entered information, select the person's
        name in the table and make changes in the entry fields to the
        right.

    e.  To retain changes, click on the Save icon.

    f.  To delete changes, click on the Discard icon.

3.  When you select **Unions** from the dropdown list, names of the
    unions and their contact persons are displayed.

NOTE: *All Recipients must ensure that the information displayed is
correct and update it to maintain accuracy.*

a.  If there are no unions, enter that information in the first field to
    the right.

b.  To add new Unions to this list, click in the **Add New Union** field
    at the bottom of the list, or click on the **ADD** icon. When the
    dialog box appears, type in the name of the new Union. Click on the
    OK icon.

c.  To add the name of a Union's contact person, select the **Add New**
    line below the Union name and type in that name in the entry fields
    to the right.

d.  To update previously entered information, select the person's name
    in the table and make changes in the entry fields.

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4.  Click on the **OK** or Cancel icon to retain or delete your changes.

##### Modify Cert's and Assurances Tab

This window permits users to review the current status of a Recipient's
annual certifications and assurances. To access the text of a specific
certification or assurance, click on the yellow icon in the row that
contains that certification or assurance.

If no certification date appears in the "**Cert Date**" fields, the
Recipient's authorized official and attorney must electronically attest
to the appropriate certifications and assurances by pinning the
Certification Agreement on this window. (NOTE: In some cases, the
Recipient's authorized official may pin the document on behalf of the
attorney.)

##### Modify Codes Tab

**Urbanized Areas Table**: This read-only table lists all the Urbanized
Areas by name and ID that apply to this Recipient.

**Congressional Districts Table:** Recipients may add districts to this
table with a State ID number and a District Code number.

**Standard Metropolitan Statistical Area Codes Table:** A Recipient with
the proper authority may add new SMSA codes.

##### Modify Payment Codes Tab

This read-only window displays the method of payment FTA will use and
the Recipient's Electronic Clearing House Operations (ECHO) control
numbers used by FTA for internal accounting purposes.

##### Modify Civil Rights Tab

This read-only page displays information entered by FTA staff reflecting
FTA's understanding of the Recipient's status with respect to various
**Civil Rights requirements**, including **EEO** (hiring or minorities
and women), **Title VI** (nondiscrimination in project benefits), and
**DBE** (participation by disadvantaged business enterprise). (Omitted
from this Civil Rights tab page is information pertaining to the
Recipient's status with respect to the Americans with Disabilities Act
(**ADA**) requirements.)

If the term "**Approved**" is missing from any "Status" field, the
Recipient must contact a Civil Rights officer to discuss the matter.

NOTE: *The term "Approved", appearing in any window, merely reflects
FTA's belief that there are no apparent, significant deficiencies in the
Recipient's compliance with the given requirements. FTA reserves the
right to rescind the "Approved" designation (or other designation) if
circumstances so demand.*

# Query for Pending Application

> Click on the **Applications** Navigation Menu Item.

1.  Click on the **Project Status** Drop-down list and choose
    '**Application in development**' from the Drop-down list.

2.  Click on the **Submit Query** Button

> To improve system performance, only the first 100 projects are loaded
> in the results window. Click on the **Next** Button to see the next
> 100 projects.
>
> The Recipient ID number has been added and a Project Detail Button
> will be added soon to allow viewing of additional summary information
> about the selected project.
>
> To run another query, click on the **Applications** Navigation Menu
> Item again.
>
> NOTE: *This will clear your prior query results*.

#   Create New Project

> NOTE*: You fill out the form from top to bottom, and the last item on
> the form is the Create Project Button.*
>
> Click **Create New Project** under the Applications Menu Item.

1.  Begin by clicking on the drop-down list and choose Recipient ID
    '**1458**' in the Recipient Information section. The recipient
    address will populate as a result.

2.  In the Project Information section in the Project Number field,
    enter a generic name or number that will serve as a placeholder
    until FTA assigns an official project number. For this session, type
    in **'User's 1^st^ Name'**.

3.  From the Section ID dropdown menu, select the desired FTA
    Codification or Section of Statute. For this session, choose ' **49
    USC 5307 Urbanized Area** **Formula'**.

4.  In the Brief Description field enter a clear and concise description
    for this project. Type in '**Operating Assistance- Bus'**.

5.  In the Program Date field enter a STIP, UPWP, or other program date
    and type '**10/15/03'**.

6.  In the Fiscal year field choose '**2004'** as the desired funding
    year.

7.  In the Proposed Environmental Classifications, mark Class III as
    '**YES**'.

8.  In the Project Description section you may elect to enter detailed
    text to augment the brief description.

9.  Click on the Create Project button at the bottom of the page.

NOTE*: Your new project number will be re-queried automatically so that
you can proceed with developing the application.*

# Project Information

Click **Modify Application** under the Applications Menu Item to expand
the options underneath. Click '**Project Information**' under the Modify
Application Menu Item to begin updating the newly created project.

NOTE: *The Project Information page is divided into three tab pages --
General, Control Totals, and UZA/Cong Dist.*

I. Starting on the **General** tab:

You can make selections, entries and/or updates to any entry or dropdown
field with blue borders.

NOTE: *Currently, all fields that you can enter data in are bordered
with a blue line in TEAM-Web.*

1.  Enter in a **name** in the FTA Manager field.

2.  Enter in **a name** in the Recipient Contact field.

3.  Enter in **6/1/03 --1/2/04** in the Estimated Start/End date field.

II\. Click on Control Totals Tab:

1.  Enter Total FTA Amount of **\$8,780,000.00** by highlighting the
    field.

2.  Enter Total State Amount, Total Local Amount, and Other Federal Amt,
    as appropriate. For this example, enter Total Local Amount of
    **\$2,195,000.00**. Entries in any/all of these fields together with
    Total FTA Amount result in calculation of Total Eligible Cost and
    Gross Project Cost.

> NOTE: *Special Condition Amount does not figure into the Project
> Control Totals, but should an entry be made, a corresponding Special
> Condition should be selected and applicable target and effective dates
> entered.*

III\. Click on UZA/Congressional Districts Tab:

This section will be mentioned, but nothing will be added:

1.  To add a UZA click on the bottom row of the Urbanized Areas table in
    the UZA ID column and when a white entry box appears; type in a UZA
    that exists in the recipient profile and hit \<Tab\>. TEAM Web will
    populate the UZA Name.

2.  To add a Congressional District, click on the bottom row of the
    Congressional District table in the State ID column and when a white
    entry box appears; type in the 2-digit state code (do not hit
    \<Tab\>). Next, click in the Dist Code field and type in the new
    district number in the white entry box; click or \<Tab\> out of the
    field and TEAM Web will populate the District Official field with
    the representative for the district.

> NOTE: *You can only add UZAs and Congressional Districts that are
> already part of the Recipient Profile for the Project's Recipient.*

3.  Click the **OK** icon to save your work in Project Information and
    exit the page.

# Budget

From the Navigation Menu under **Modify Application,** click on
'**Budget**'.

> NOTE: *The main area is grayed out until the scopes and ALI items are
> inserted. In most parts of TEAM-Web there are no empty tables
> displayed. Tables appear only when there is data to fill them. This
> improves performance.*
>
> Click on the **Magnifying Glass** icon. The Budget Details page will
> appear:

1.  Choose the scope **1110 -- Bus Rolling Stock** from the drop-down
    menu in the upper left corner of the page.

> NOTE: *The last digit of the Scope number is held in the small entry
> field to the right of the drop-down menu. [Should you elect to have
> multiple Scopes of the same type, you can use this field to increment
> additional, like scopes by one -- change to 1 to create scope 11101
> for example.]{.underline}*

2.  Below the Scope option, choose a folder from which to find the
    Activity Line Items for the budget. In this case 110000 -- Capital
    -- Bus. Work your way through the sub-folders until you find ALI
    111201 (110000 / 111000 / 111200 / **111201**) and highlight it.

3.  Click on the **right arrow** to send it to the budget table under
    scope 11100.

4.  Click the **OK** icon and you return to the Budget page. Notice all
    Scopes are represented as Folders and ALI's as arrows.

5.  Highlight ALI item **111201** (under Scope 11100) on the left hand
    side.

6.  Click on the FTA Amount field and enter **\$4,200,000**.

7.  Click on the Total Eligible Cost field and enter **\$5,250,000**.

8.  For Scope 11100 / ALI 111201, enter a quantity of **5** in the Qty
    field and select an Alternative Fuel Code (AFC) of **Diesel Fuel**
    from the Fuel Code dropdown list.

9.  **Highlight** the **Project Folder** and Click on the **ADD** icon
    to manually add in a Scope/ALI.

10. Type in **11400** in the ALI field.

11. Click on the **Magnifying Glass** icon. The Budget Details page will
    appear.

12. Choose the scope **1140 -- BUS SUPPORT EQUIP AND FACILITIUS:** from
    the drop-down menu in the upper left corner of the page.

13. Below the Scope option, choose a folder from which to find the
    Activity Line Items for the budget. In this case 110000 -- Capital
    -- Bus. Work your way through the sub-folders until you find ALI
    114000 (114000 / 114100 / 114200 / 114300 / **114302**) and
    highlight it.

14. Click on the **right arrow** to send it to the budget table under
    scope 11400.

15. Click the **OK** icon and you return to the Budget page. Notice all
    Scopes are represented as Folders and ALI's as arrows.

16. Highlight ALI item **114302** (under Scope 11400) on the left hand
    side.

17. Click on the FTA Amount field and enter **\$140,000**.

18. Click on the Total Eligible Cost field and enter **\$175,000**.

19. For Scope 11400 / ALI 114302, enter a quantity of **5** in the Qty
    field and select an Alternative Fuel Code (AFC) of **Diesel Fuel**
    from the Fuel Code dropdown list.

20. **Highlight** the **Project Folder** and Click on the **ADD** icon
    to manually add in a Scope/ALI.

21. Type in **11900** in the ALI field.

22. Click on the **Magnifying Glass** icon. The Budget Details page will
    appear.

23. Choose the scope **1190 -- TRANSIT ENHANCEMENTS (BUS):** from the
    drop-down menu in the upper left corner of the page.

24. Below the Scope option, choose a folder from which to find the
    Activity Line Items for the budget. In this case 110000 -- Capital
    -- Bus. Work your way through the sub-folders until you find ALI
    119000 (119000 / 114100 / 114200 / 114300 / **119303**) and
    highlight it.

25. Click on the **right arrow** to send it to the budget table under
    scope 11900.

26. Click the **OK** icon and you return to the Budget page. Notice all
    Scopes are represented as Folders and ALI's as arrows.

27. Highlight ALI item **119303** (under Scope 11900) on the left hand
    side.

28. Click on the FTA Amount field and enter **\$4,440,000**.

29. Click on the Total Eligible Cost field and enter **\$5,550,000**.

30. For Scope 11900 / ALI 119303, enter a quantity of **5** in the Qty
    field and select an Alternative Fuel Code (AFC) of **Diesel Fuel**
    from the Fuel Code dropdown list.

31. Click **OK** to save and exit the page.

32. Query for an approved sample project that already has a completed
    budget to illustrate a full budget without making the class wait
    while you create the full budget.

33. Click **O.K**. to exit the Budget page.

# 

# Milestones

From the Navigation Menu under Modify Application, click on
**Milestones**

NOTE: *All milestones are listed numerically without having to click on
the ALI item. The Milestone Description area is located at the bottom of
the page. This is an attempt to make it easier to scroll through for
missing dates, etc., and to improve performance.*

1.  Click on the first Milestone and highlight the estimated completion
    date field and type '**Today's Date'**.

2.  To add in a Milestone manually, click on the **ADD** icon.

3.  Type in '**Final Expenditure'** in the Milestone Description field.

4.  Type in **' Date'** in the Estimated Completion Date field.

5.  Click on the ALI key field and choose '**Scope 11101- Bus Rolling
    Stock.'**

6.  Click the **OK** icon to save and exit the page.

7.  Query for a project that has a completed Milestone table.

8.  Click the **OK** icon to exit.

# Environmental Findings

From the Navigation Menu under Modify Application, click on
**Environmental Findings**

1.  Highlight ALI item **111201** from the Project Budget list.

2.  Click the **ADD** button, which will display the Environmental
    Findings table.

3.  Choose classification code: **Class II- C.**

4.  Select **Type 17** from the Categorical Exclusion Type.

5.  If applicable, type in Environmental Finding details/justification.

6.  Redo Steps 1-5 for ALI **114302** **+ 119303**.

7.  Click **OK** to save and exit the page.

# Fleet Status

From the Navigation Menu under Modify Application, click on **Fleet
Status**.

Choose '**Fixed Route'** as the Fleet Type

1.  On line A in the Before column type **'200'** and in the Change
    column type **"10"**.

2.  On line B in the Before column type '**40**' and in the Change
    column type **"2"**.

3.  Lines C and D will be calculated by TEAM. Keep in mind that if the
    Spare Ratio is above 20%, FTA will need justification.

4.  Click **OK** to save your work and exit the page.

# Application Reviewer

To make sure that the project has passed all TEAM requirements, from the
Navigation Menu under Applications, click on **Application Reviewer**.

Review any errors that the system may have found. If the Application has
errors, go back and make adjustments.

# FTA Comments

From the Navigation Menu under Modify Application, click on **FTA
Comments**.

NOTE: *Recipients can only review comments on this page. The only
changes Recipients can make are to the Application Status. The
Application Status options that are not available to the Recipient will
be grayed out.*

1.  Show the Recipient Users how comments are reviewed.

2.  Mark the Application status '**Ready for Project \# Assignment'**.

3.  Click **OK** to save and exit the page.

# Assign Project Number

NOTE: *This section is provided for the Trainer to be able to continue
with the Training Scenario and not for instruction to the Recipient
Users.*

From the Navigation Menu, under Applications, click on **Assign Project
Number**.

1.  Choose **'65000'** from the Cost Center code list.

2.  Choose '**Operating Assistance**' from the OST purpose code list.

3.  Type in **VA** in state code field.

4.  Type in **90** in Section ID field.

5.  Type in **X** in Activity field.

6.  Type in **501** in Sequence number field.

7.  Click on the **Assign Project Number** button to receive an
    acceptance message for the project number.

NOTE: *The project will be automatically re-queried with the new project
number. The status should read, Pending Submission, Project No.
Assigned.*

# Query New Projects

> Click on the **Applications** Navigation Menu Item.

1.  Click on the **Project Status** Drop-down list and choose '**Project
    Number Assigned**' from the Drop-down list.

2.  In the Project Number field, type in the **"Project Number"**

3.  Click on the **Submit Query** Button

# 

# Submit

From the Navigation Menu, under Applications, click on **Submit
Application**.

1.  Check the Application

2.  Verify that the Officials Name and Title fields are correct.

3.  Type in the PIN number '**1111**'.

4.  Click on the **Submit** Button.

An Information page will appear stating that the application has been
successfully submitted.

5.  Click on the **Close** button

NOTE: *The project will be automatically re-queried with the new project
number. The status should read, 'Pending Application/Ready for FTA
Review'.*

NOTE: *PENDING FTA APPROVAL*, *Amendments will go to a 'Ready for
Project \# Assignment' status, rather than a 'Project No. Assigned'
status when created. When the amendment is ready for submission, FTA
will go to Assign Project Number and simply click OK and the Recipient
can then submit the amendment.*

# 

# (FTA Only) FTA Comments (2)

From the Navigation Menu under Modify Application, click on **FTA
Comments**.

NOTE: *At this point, explain to the Recipient Users that the Submitted
Application cannot be changed by the Recipient. If, after reviewing the
application, the FTA needs the Recipient to make changes, they will mark
the application 'Return to Recipient'. This will open the application
back up to the Recipient.*

*When the Recipient has made the requested changes, the Recipient User
can mark the application 'Ready for FTA Review'. This will return the
application to FTA control. Email notifications will be available for
each pass off between the FTA and the Recipient.*

*When the FTA review is complete, the FTA User will mark the application
complete. To proceed with the training this will be done now.*

1.  Click on the **Application Complete** check box.

2.  Click **OK** to save and the exit page.

NOTE: *The project will be automatically re-queried. The status should
read, Pending Submission, Fund Reservation Required.*

# (FTA Only) Preparing Application for Execution

NOTE: *This section covers those steps that are necessary to get the
application to the Execution required status so that training can
continue. It is not intended for Recipient Instruction. The Review and
Approval process will be covered in more detail in the FTA version of
the User Manual.*

# Reservations

From the Navigation Menu, under Review and Approval, click on
**Reservations**.

1.  In the Reserve Funds tab, choose cost center **65000** from the drop
    down menu.

2.  Click on the magnifying glass and this will bring up the UZA and
    Account -- FPC combinations available for that project.

3.  Choose UZA: **510560,** and Account -- FPC: **2003.47.03.31.1 --
    00**.

4.  Click the **OK** button and this will return you to the Reservations
    page.

5.  Highlight **2001.21.90.91.1 -- 00** in the left-hand UZA/Account FPC
    Table. The account will appear in the table below.

6.  Type in **\$8,780,000.00** in the Reservations Column and click on
    your Tab key. The amount in the Unreserved Field above should change
    to Zero.

7.  Click on the **OK** icon to save your changes and close the window.

NOTE: *The project will be automatically re-queried. The status should
read, 'Pending Application/Ready for Award'.*

# Obligation/Award

From the Navigation Menu, under Review and Approval, click on
**Obligation/Award**.

1.  Click on the Award tab to review the Award Agreement.

2.  Type in your PIN \#

3.  Click on the **Award** Button. A message will appear stating that
    your project has been successfully obligated and awarded.

4.  Click OK.

NOTE: *The project will be automatically re-queried. The status should
read, 'Pending Application/Execution Required'.*

# Execute Award

From the Navigation Menu, under Execution, click on **Execute Award**.

NOTE: *The Summary page displays whether the Project has PreAward
Authority, and if there is PreAward Authority, a message will pop up
when you enter the window, warning you that an FSR must be submitted
before you can execute.*

1.  **Click on the** Award Tab.

2.  **Check the Award Agreement.**

3.  **Verify that the Officials Name and Title fields are correct.**

4.  **Type in the PIN number '**1111**'.**

5.  **Click on the** Execute **Button.**

An Information page will appear stating that the application has been
successfully executed.

6.  **Click on the** Close **button**

NOTE: *The project will be automatically re-queried. The status should
read, 'Active'.*

NOTE: *Supplemental agreements are only permitted for section 90(statute
49 USC 5307) grant awards where the recipient applying for the grant has
specified that it have a designated recipient. Supplemental agreement is
selected in the General tab of the Project Information Page when the
project is created. Once FTA awards the project, the status becomes
Supplemental Agreement Execution Required. The Designated Recipient must
execute the Supplemental Agreement first, and then the Recipient may
execute the Agreement.*

# Add Attachment 

NOTE: *At the top of the page is a paperclip icon for the new Attachment
functionality. Attached documents can be of any file type and will not
appear in a text block after being attached. They can only be viewed by
clicking on the Attachments Icon.*

1.  Click on the **Attachments Icon**. An Attachments page will appear,
    displaying various sections of the project application.

2.  Click on the section of the application to be associated with the
    file you are attaching. An Upload File page will appear.

3.  Click on the **Browse** Button. Navigate to the file you will be
    attaching, highlight it and click **Open.**

4.  Type **TEST FILE ONE** in the Description Field. Click the
    **Upload** Button

5.  View the file by highlighting it on the Attachments page. Click on
    the **X** to return to the Project Information page.

# Financial Status Report Page

From the Navigation Menu, under Project Management, click on **Financial
Status Report**.

1.  Click on the **Financial Status** tab

2.  **Click in this period column and enter** \$10,975,000 **in Total
    Outlays row.**

3.  **Enter** \$2,195,000 **in Recipient Share of Outlays row.**

4.  **Click on the** Remarks and Comments **tab. Tell Recipients that
    text relating to this report can be typed here or the Attachment
    Icon can be used to attach supporting documentation.**

5.  **Click the** OK **button**

**NOTE: *Your work will be saved as a work in progress unless you choose
the submit option on the summary tab.***

# Milestone/Progress Report Page

From the Navigation Menu, under Project Management, click on
**Milestone/Progress Report**.

**NOTE: *All Milestones are listed in one table and can be scrolled
through to find missing dates, etc.***

1.  Click on the **Milestone Status** page. This is where you will put
    in the Revised Estimated Completion Dates and Actual Completion
    Dates for your Milestones.

NOTE: *When entering Revised Estimated Completion Dates, you may enter
explanations in the Milestone/Progress Text box or you may use the
Attachment Icon to attach supporting documentation. For training, only
Actual Completion Dates will be entered.*

2.  Highlight the first Milestone for **ALI 111201** and click on the
    Actual Completion Date column.

3.  Type in the date of **Today's Date.**

NOTE: *For all rolling stock Activity Line Items, you must also enter a
contractor code in the "Contract Awarded" Milestone before you can mark
the Milestone/Progress Report final for closeout.*

4.  Highlight the second Milestone for **ALI 111201**. Click on the
    Contractor drop-down list at the bottom of the page.

5.  Select contractor **AM General Corporation**

6.  Click **OK** to save your work and exit the page.

NOTE: *Enter dates into all actual completion date fields.*

# Revise Project Budget Page

From the Navigation Menu, under Project Management, click on **Revise
Project** **Budget**.

1.  The purpose for a budget revision is to allow the Recipient to make
    minor changes to the project budget to meet unanticipated changes in
    requirements. If the change requires the budget to be increased or
    reduced, an amendment to the project is required.

**NOTE: *At the bottom of the Summary Tab there is now a link to the
Last Deobligation. Because this particular query takes significant
processing time, the information is only made available for those that
click on the link. Others will not be required to wait for that
information.***

2.  Click on the **Revise Budget** Tab.

3.  As an illustration, you may move funds between two ALIs; however,
    the save function is not yet completed.

4.  The Budget Log and Change Log Tabs display the entire budget and the
    changed portion of the budget, respectively.

5.  The Recipient User can save a Budget Revision as a Work in Progress
    and continue to work on it. Once a Budget Revision is submitted,
    only the FTA can make any changes until the Budget Revision is
    Approved or returned to a Work in Progress Status for the Recipient
    to make changes.

6.  Click the **Cancel** Icon to exit the Page.

# New Close-out Page

Requirements:

Before you start New Close-Out process, you need to verify the project
balance, to do so click on project funds/ status and follow the
instructions given in this chapter under PROJECTS FUNDS/STATUS.

NOTES:

-   *An amendment number will automatically be assigned to the project,
    no matter if a deobligation is required or not.*

```{=html}
<!-- -->
```
-   *A close out has been initiated; you will [not]{.underline} be
    allowed to go into "revise project budget" from the project
    management menu. The final project budget and any necessary
    adjustments to the control totals, (adjusting total local amount)
    will be completed from the "close out reviewer", step 17, in the new
    close out process.*

-   *Verifying the balance in the project can also be viewed from the
    closeout screen. If you opt to check the project balance from the
    closeout screen, we suggest you do it before you submit your final
    budget, final FSR, and final milestone report.*

-   ***[Final budget and final FSR totals need to match]{.underline}***

From the Navigation Menu, under Project Management, click on **New
Close-Out Process**.

1.  The close out reviewer screen indicates the action items that are
    complete, and what items still need to be done in order to closeout
    the grant.

2.  Checkmarks indicate items that are complete and no further action is
    necessary.

3.  No checkmark indicates that an action is required before the grant
    can be closed.

4.  Click on "proceed to close out" or "cancel"

5.  Red circle with an "x" indicates an action needs to be completed
    before proceeding to next step.

[New Close Out- Close Out Reviewer]{.underline}

1.  Unliquidated balance - to accept the amount that will be
    deobligated, click in the "yes" box. A checkmark will now appear.

2.  If a deobligation is required, you will need to adjust the control
    totals. (Click on "change control totals"). Make the necessary
    adjustments to the local share in the close out amendment column
    (enter a minus sign before amount if local share is decreasing), and
    then click ok.

> NOTE: *In this example, there are no checkmarks next to final FSR and
> final milestone report. Read what still needs to be done, then: click
> on "proceed to close out".*

3.  If the unliquidated balance is not correct, click in the "no" box,
    and then click on "cancel". This will return you to the project
    query screen. At this point, you may need to verify the balance
    remaining in grant by going into project funds/status under project
    management, or contact your regional office contact for assistance.

[Grant close out -- Final Project Budget]{.underline} - Discussion

[Grant Close Out -- Final Financial Status Report]{.underline}

> **[FINANCIAL STATUS REPORT SCREEN -- FINANCIAL STATUS
> TAB]{.underline}**
>
> 1.Revise total outlays (lines a and b).

2.  In the final report, only zero's can be shown in the unliquidated
    obligations (lines d and e).

> 3.Line "i" must equal the amount being deobligated, or zero.

*(REMEMBER: FINAL FSR AND BUDGET TOTALS MUST MATCH)*

## FINANCIAL STATUS REPORT SCREEN -- SUMMARY TAB

> 4.Change final report field to "yes, final report".
>
> 5.Click in circle next to "submit report" (do not click in "work in
> progress").
>
> 6.Click on green ok button.
>
> 7.Continue making corrections until all items are checked.

[Grant Close Out -- Final Milestone Status Report]{.underline}

##### MILESTONE STATUS REPORT - SUMMARY TAB

> 1.Change final report field to "yes, final report".
>
> 2.Click in circle next to "submit report" (do not click in "work in
> progress").
>
> 3.In the project status overview field. Enter in final narrative
> report.

##### MILESTONE STATUS TAB

> 4.Enter in actual completion dates for [all]{.underline} milestones.
>
> 5.Click on ok.

###### New Close Out: Project Funds Status

NOTE: *Back at the project closeout screen. Checkmarks must appear in
each box. You will now be able to complete the closeout process.*

##### PROJECT STATUS TAB 

1.  You may verify the project balance, and disbursement amounts if you
    hadn't already done so at the beginning of these instructions.

2.  Click on project totals. This will show the total unliquidated
    balance of the grant, and all disbursements*.*

3.  On the New Close-Out screen, click on ok.

4.  Message box will pop up and ask if you are ready to submit this
    project for close out?

5.  Click on ok.

6.  Request for project closeout has been completed. You will be
    returned to the project query screen.

7.  Status of project should read, "active/close-out required".

**[FTA STAFF ONLY FROM THIS POINT ON]{.underline}**

# Conclusion

**At this point, trainers may go into the Project/Funds Status Page to
briefly review the information that is available there. And often, the
trainer will have a brief discussion of the Amendment Process. Answer
any questions the Recipient Users may have and** You are done.