USER'S MANUAL

[Version]{.smallcaps}: DRAFT

![](media/image1.png){width="1.6979166666666667in"
height="1.6479166666666667in"}

PROJECT TRACKING SYSTEM

(PTS)

[Version]{.smallcaps}: 1.0

[Prepared]{.smallcaps} [For]{.smallcaps}:

U.S. [Department]{.smallcaps} O[f]{.smallcaps} [Commerce]{.smallcaps}

[National]{.smallcaps} [Oceanic]{.smallcaps} [And]{.smallcaps}
[Atmospheric]{.smallcaps} [Administration]{.smallcaps} (NOAA)

[Environmental]{.smallcaps} [Compliance]{.smallcaps} &
[Safety]{.smallcaps} [Division]{.smallcaps}

1305 [East]{.smallcaps}-[West]{.smallcaps} [Highway]{.smallcaps}

[Silver]{.smallcaps} [Spring]{.smallcaps}, MD 20910

**13 O[ctober]{.smallcaps} 2000**

[Pprepared]{.smallcaps} [By]{.smallcaps}:

![](media/image2.wmf){width="1.9402777777777778in"
height="0.48819444444444443in"}

6066 [Leesburg]{.smallcaps} [Pike]{.smallcaps}, [Suite]{.smallcaps} 400

[Falls]{.smallcaps} [Church]{.smallcaps}, VA 22041

[GSA Mobis]{.smallcaps}

[Under Prime Contract]{.smallcaps}: GS23F9787H

**[Table of Contents]{.underline}**

1 Introduction [1](#introduction)

2 User Roles [2](#user-roles)

3 Problem/Suggestion Form [3](#problemsuggestion-form)

4 Helpful Hints [4](#helpful-hints)

5 PTS Logon [5](#pts-logon)

6 Points of Contact Application [6](#points-of-contact-application)

6.1 Name Button [7](#name-button)

6.1.1 Add Button (Under Name) [8](#add-button-under-name)

6.1.2 View Button (Under Name) [14](#view-button-under-name)

6.1.3 Delete POC [16](#delete-poc)

6.2 Organization Button [17](#organization-button)

6.2.1 Add Button (Under Organization)
[18](#add-button-under-organization)

6.2.2 Organization Information [18](#organization-information)

6.2.3 View Button (Under Organization)
[24](#view-button-under-organization)

6.2.4 Delete Button (Under Organization)
[26](#delete-button-under-organization)

7 Project Prospectus Button [27](#project-prospectus-button)

7.1 Add a Prospectus [27](#add-a-prospectus)

7.2 View a Prospectus [28](#view-a-prospectus)

7.3 Taking Action on a Prospectus [28](#taking-action-on-a-prospectus)

8 Project Button [29](#project-button)

8.1 Viewing, Modifying, and Adding Project Info After Prospectus
Approval
[29](#viewing-modifying-and-adding-project-info-after-prospectus-approval)

8.2 List of Projects [30](#list-of-projects)

8.3 Assigning Locations to Projects
[31](#assigning-locations-to-projects)

9 Reports Button [32](#reports-button)

9.1 To print the report: [33](#to-print-the-report)

# Introduction

The Project Tracking System (PTS) was developed to maintain information
consistency and increase efficiency in the environmental and safety
project management process. PTS contains synoptic information required
to support the development of budgets, spending plans, and annual
financial statements. It will help increase compliance with regulations
and policies and accurately track financial liabilities. PTS will also
simplify report generation.

NOAA environmental compliance and safety projects are discovered by
various means including audits, surveys, self-inspections, external
inspections, regulatory inspections, and informal observations.
Regardless of how a project is identified, it is important that it be
considered for inclusion in the PTS so that proper funds can be set
aside.

The PTS Users Manual is based on the Version 1.0 of the PTS application.
Future updates will be incorporated in later versions of the User
Manual. This User's Manual has been provided to help PTS Users
understand the application and guide the user through all of the PTS
application.

# User Roles 

PTS will address Password Security and Privilege Management Issues for
all users. Access to the application will be controlled by an
identification scheme using username/password combinations. There will
be a password security policy forcing users to change their passwords at
regular intervals, and PTS will establish roles to manage the privilege
levels available to users.

User access control and permissions will be allocated during the login
sequence. The PTS application will be accessible to those users
authorized by the system administrator. Specific access levels and their
functions are defined below.

+-------------+--------------------------------------------------------+
| **USER      | **DESCRIPTION**                                        |
| ROLE**      |                                                        |
+-------------+--------------------------------------------------------+
| Level 0     | "Guest" access in which only the following data can be |
|             | viewed: facility name, facility state, project ASC,    |
|             | project category/type, project complete Y/N, project   |
|             | description, project line office, project name,        |
|             | project number,                                        |
|             |                                                        |
|             | project program. There is no write capability.         |
+-------------+--------------------------------------------------------+
| Level 1     | Facility level users who can *only* write Project      |
|             | Prospectus Sheet information. They can *view all*      |
|             | project information once the project has been formally |
|             | approved.                                              |
+-------------+--------------------------------------------------------+
| Level 2     | Regional Line Office users who can write Project       |
|             | Prospectus Sheet information and all other data fields |
|             | *except for* HQ Priority Score, and Project Amount     |
|             | Funded per FY. They can *view all* data.               |
+-------------+--------------------------------------------------------+
| Level 3     | HQ Line Office users who can write Project Prospectus  |
|             | Sheet information and all other data fields *except    |
|             | for* HQ Priority Score, and Project Amount Funded per  |
|             | FY. They can *view all* data.                          |
+-------------+--------------------------------------------------------+
| Level 4     | RECO/RSM users who can write Project Prospectus Sheet  |
|             | information and all other data fields *except* for HQ  |
|             | Priority Score, and Project Amount Funded per FY. They |
|             | can *view all* data.                                   |
+-------------+--------------------------------------------------------+
| Level 5     | HQ ECS users who can *write all* data and can *view    |
|             | all* data.                                             |
+-------------+--------------------------------------------------------+

# Problem/Suggestion Form

The link to this form is located in the upper right hand corner of the
Prospectus, Reporting, and Points of Contact screens. Press the button
to report any problems or to make suggestions.

![](media/image3.png){width="5.5in" height="3.25in"}

# Helpful Hints

-   When scrolling through a pick list, press the first letter of the
    item you are looking for. For example, press the letter 'V' when
    searching for 'Virginia' in a list of states.

-   To exit a screen, either select the back button on your browser or
    simply click on another application button to take you to another
    function.

-   Data fields colored blue must be completed before moving on to the
    next screen.

-   When you are scrolling a pick list for a piece of information and it
    is not there, chose 'other' and type in the data you need. For
    example, if you are scrolling through the city pick list for
    'Merrillville' and do not find it, highlight 'other' and type in
    'Merrillville.'

-   Using the Reset Button in the PTS application will undo the changes
    that you have made before committing it to the system.

-   A white hand will appear if a picture is a hyperlink. Click on the
    picture to go to another screen.

# PTS Logon

PTS has built in security features based upon user privileges to ensure
that the data remain safe and uncorrupted. You will only be able to view
and modify data based upon your assigned user privilege. Upon entering
the PTS web site, there is a *login box* prompting you to enter your
assigned username and password. Enter your assigned *Username* and
*Password* in the textboxes provided. Once you have entered your
username and password, left-click the **Enter** button with your mouse.

![](media/image4.png){width="6.5in" height="3.5083333333333333in"}

After successfully logging into PTS you will see the following screen
where you can select from several functions including Project
Prospectus, Reports, Project, and Points of Contact. Select one of these
functions by pressing the respective button.

![](media/image5.png){width="6.459722222222222in" height="2.9in"}

# Points of Contact Application

The Points Of Contact function allows the user to Add, View and Delete
general information for NOAA employees and places, including names,
addresses, phone numbers, and other similar information. This function
also allows you to update your own personal information.

![](media/image6.png){width="6.0in" height="3.375in"}

To activate the POC function, press the *Points Of Contact* button on
the left-hand side of the screen. The user will than be able to search
for information by a person's *Name* or an *Organization.* These buttons
are located on the left-hand side of the screen. You must select one of
these to begin your search.

## Name Button

Depending on your user role, this function gives the user the capability
to *Add, View,* or *Delete* a person as a point of contact to PTS. It
will also give the system administrator the ability to assign usernames,
passwords, and associated user roles to points of contact through the
*User Account* feature. To activate this function, press the *Name*
button.

![](media/image7.png){width="6.5in" height="3.407638888888889in"}

### Add Button (Under *Name)*

To add a new person to PTS, press the *Add Button* on the top of the
screen. Input the contact information in the corresponding text boxes.
The field names annotated in blue lettering must be filled in if the
information is to be added to the database (First and last name). When
finished, press the *Add* button at the bottom of the screen. The
application then sends you to the main contact information screen where
you can choose to enter the remaining information now or later

![](media/image8.png){width="6.5in" height="3.3875in"}

If the person is already in the POC database, an error will appear
informing you that the contact is already in the POC database.

#### Contact Information

The application then sends you to the main contact information screen
where you can choose to enter the remaining information now or later.

![](media/image9.png){width="6.5in" height="3.45in"}

To add the POC's address: Press the Green *Add Ball* underneath the
phrase "No address for (name) available. This will bring you to an
additional screen where you can add the address information for the
particular contact. After inputting the information, press the *Add*
button.

![](media/image10.png){width="6.5in" height="3.1013888888888888in"}

You will then return to the main contact information screen. To update
address information for the contact, press the Yellow *Update Ball*
underneath the address.

![](media/image11.png){width="6.5in" height="3.689583333333333in"}

This will bring you to a screen where you can modify the name and
address for the contact. After making the needed changes, press the
*Update* button and this will return you to the main contact information
screen

To delete the current address associated with the contact, press the Red
*Delete Ball* underneath the address. This will NOT delete the person
entirely from the database, it will only delete the address information.

Adding Contact Information: Contact information includes: phone and fax
numbers, email addresses, etc. To add Contact information for the
person, press the green *Add Ball* underneath the phrase "no contact
information for (name) available" or underneath the email, telephone,
etc. to add new information. This will bring you to a screen where you
can add supporting information for that person.

![](media/image12.png){width="6.5in" height="3.6534722222222222in"}

Select the category of information you want to add from the *Category*
drop down list. Enter the phone number, fax, email, etc in the *Contact*
text box. Enter miscellaneous information into the *Notes* text box.
Press the *Add button*.

![](media/image13.png){width="6.5in" height="3.497916666666667in"}

To update contact information, press the *Update Balls* underneath the
contact information. This will bring you to another screen, where you
will select the information you want to edit. Select the information
from the *Category* drop down list and press the *Select button*.

![](media/image14.png){width="6.5in" height="2.4659722222222222in"}

This will bring you to another screen where you will enter the corrected
information in the corresponding text boxes. Press the Update button.
The corrected information will appear on the main contact information
page.

![](media/image15.png){width="6.5in" height="3.0659722222222223in"}

To delete contact information, press the *Red Delete* *Ball* underneath
Contact Information. This will bring you to another screen, where you
will select the information you want to delete from the *Category* drop
down list. Press the *Delete* button. The corrected information will
appear on the main contact information page. This will not delete the
person entirely from the database, it will only delete the selected
contact information.

#### Journal hyperlink 

The journal function serves as a planner for you to store appointments
and other information. On the main contact information screen, click on
the [Journal]{.underline} hyperlink at the bottom of the screen. This
will take you to the journal screen. Here you can add, update and delete
your journal information.

![](media/image16.png){width="6.5in" height="3.5215277777777776in"}

You can either add a journal entry or select a journal entry to view.
When adding a journal entry, enter in the necessary information in the
text boxes.

![](media/image17.png){width="6.5in" height="2.7715277777777776in"}

### View Button (Under *Name)*

This function enables the PTS user to view all points of contact and
their information in the PTS database. Press the *View* button at the
top of the screen to activate this function. A drop down list will
appear with all the Contacts in the database. Select the Contact you
want to view information for and then click on the *Select* Button*.*

![](media/image18.png){width="6.5in" height="4.0256944444444445in"}

A screen will appear with the main contact information on it. You can
also add, update, and delete contact addresses and information for the
contact on this screen by following the procedures outlined above.

![](media/image19.png){width="6.5in" height="2.873611111111111in"}

#### Organization Hyperlink

On the main contact information screen just click on the *Organization
hyperlink* underneath the person's address. This will take you to the
Organization Information screen where you can view a variety of
information about the organization.

### ![](media/image20.png){width="6.5in" height="3.473611111111111in"} {#section .unnumbered}

### Delete POC

This function gives the authorized user the capability to delete a user
from the Point of Contact database. By deleting the user here, it will
also delete them entirely out of the database. Press the *Delete* button
at the top of the screen.

![](media/image21.png){width="6.5in" height="3.785416666666667in"}

Select the user you want to delete from the *Name* drop down list. Press
the *Delete* button. A dialog box will appear asking if you are sure you
want to delete this name from POC. Press *OK*. The user is now deleted
from the database

## Organization Button

Depending on your user role, this function has the capability to *Add,
View,* or *Delete* an organization in PTS. To activate this function,
press the *Organization* button.

![](media/image22.png){width="6.5in" height="3.0in"}

### Add Button (Under Organization)

To add a new organization to PTS, press the *Add Button* on the top of
the screen. Input the contact information in the corresponding text
boxes. The field names annotated in blue lettering must be filled in if
the information is to be added to the database (Organization name). When
finished, press the *Add* button at the bottom of the screen.

![](media/image23.png){width="6.5in" height="3.0236111111111112in"}

### Organization Information

The application then sends you to the main Organization Information
screen where you can choose to enter the remaining information now or
later.

![](media/image24.png){width="6.5in" height="3.629861111111111in"}

![](media/image25.png){width="6.5in" height="3.5in"}To add the
organization's address: Press the Green *Add Ball* underneath the phrase
"No address for (name) available. This will bring you to an additional
screen where you can add the address information for the particular
contact. After inputting the information, press the *Add* button.

![](media/image26.png){width="6.5in" height="3.6416666666666666in"}You
will then return to the main Organization Information screen. To update
address information for the contact, press the Yellow *Update Ball*
underneath the address.

This will bring you to a screen where you can modify the name and
address for the organization. After making the needed changes, press the
*Update* button and this will return you to the main Organization
Information screen

To delete the current address associated with the organization, press
the Red *Delete Ball* underneath the address. This will NOT delete the
organization entirely from the database, it will only delete the address
information.

Adding Contact Information: Contact information includes: phone and fax
numbers, email addresses, etc. To add Contact information for the
organization, press the green *Add Ball* underneath the phrase "no
contact information for (name) available" or underneath the email,
telephone, etc. to add additional information. This will bring you to a
screen where you can add supporting information for that organization.

![](media/image27.png){width="6.5in" height="3.5in"}

Select the category of information you want to add from the *Category*
drop down list. Enter the phone number, fax, email, etc in the *Contact*
text box. Enter miscellaneous information into the *Notes* text box.
Press the *Add button*.

![](media/image28.png){width="6.5in" height="2.8583333333333334in"}To
update contact information, press the *Update Balls* underneath the
contact information. This will bring you to another screen, where you
will select the information you want to edit. Select the information
from the *Category* drop down list and press the *Select button*.

![](media/image29.png){width="6.5in" height="3.5in"}

![](media/image30.png){width="6.5in" height="3.5in"}This will bring you
to another screen where you will enter the corrected information in the
corresponding text boxes. Press the *Update button*. The corrected
information will appear on the main Organization Information page.

To delete contact information, press the *Red Delete* *Ball* underneath
Contact Information. This will bring you to another screen, where you
will select the information you want to delete from the *Category* drop
down list. Press the *Delete* button. The corrected information will
appear on the main Organization Information page. This will not delete
the organization entirely from the database, it will only delete the
selected contact information.

**Journal hyperlink**

![](media/image31.png){width="6.5in" height="3.4in"}The journal function
serves as a planner to store appointments and other information. On the
main Organization Information screen, click on the [Journal]{.underline}
hyperlink at the bottom of the screen. This will take you to the journal
screen. Here you can add, update and delete journal information.

![](media/image32.png){width="6.5in" height="3.4in"}You can either add a
journal entry or select a journal entry to view. When adding a journal
entry, enter in the necessary information in the text boxes.

### View Button (Under Organization)

![](media/image33.png){width="6.5in" height="3.3in"}This function
enables the PTS user to view all organizational information associated
with projects in the PTS database. Press the *View* button at the top of
the screen to activate this function. A drop down list will appear with
the types of organizations in the database. Select the organization type
you want to view information for and then click on the *Select*
Button*.*

A screen will appear with a list of organizations within that particular
organization type. Select the organization you want to view information
for.

![](media/image34.png){width="6.5in" height="3.1416666666666666in"}

A screen will appear with the main organization information on it. You
can also add, update, and delete addresses and information for the
organization on this screen by following the procedures outlined above.

![](media/image35.png){width="6.5in" height="3.5in"}

To Add, Update, and Delete Contact Information: This process works
exactly the same under the view button as it does under the add button.
Please refer to the procedures under Section. 6.2.2.

**Journal Hyperlink**

This [Journal]{.underline} hyperlink functions exactly the same under
the view button as it does under the add button. Please refer to the
procedures under Section 6.2.2 Journal Hyperlink.

**Parent Organization Hyperlink & Contacts Pick List**

The parent organization hyperlink, located at the bottom of the detailed
organization information screen, provides an additional link to another
organization associated with that particular organization. The contacts
pick list, located at the bottom of the detailed organization
information screen, allows you to view people who are associated with
that particular organization.

### Delete Button (Under Organization)

This function gives the authorized user the capability to delete an
organization from the Point of Contact database. By deleting the
organization here, it will also delete it entirely out of the database.
Press the *Delete* button at the top of the screen. Select the
organization to delete from the drop down list. Press the *Delete*
button. A dialog box will appear asking if you are sure you want to
delete this organization from POC. Press *OK*. The organization is now
deleted from the database.

![](media/image36.png){width="6.5in" height="3.05in"}

# Project Prospectus Button

This feature allows an authorized user to input, view, modify and
approve or disapprove a Project Prospectus. It has three basic
functions: add, view, and action.

![](media/image37.png){width="6.459722222222222in" height="3.6in"}

## Add a Prospectus

This button allows you to input a new Project Prospectus. After clicking
the *add button*, the project prospectus sheet will appear. Input the
information, and click the *add button*.

![](media/image38.png){width="6.459722222222222in"
height="3.591666666666667in"}

## View a Prospectus

This button allows you to view/modify project prospectus information
based upon your user privileges. After clicking the *view button*,
highlight the PPS you want to view from the pick list and click
*select.*

![](media/image39.png){width="6.459722222222222in" height="3.6in"}

## Taking Action on a Prospectus

This button lists the Project Prospectuses that you must review and take
action on. After clicking the *action button*, you will see a pick list
of your prospectuses. Highlight the prospectus you want to take action
on and click *select*. You will then see a screen with the prospectus
information. Review, make any changes, and click the action item
applicable to the prospectus at the bottom of the screen. To forward to
the next person to review, click "Approve Prospectus" and "Forward for
Review/Approval". To reject the Prospectus, click on "Disapprove
Prospectus." If you are the last person to review the prospectus click
on "Prospectus Approved" and "Final Approval."

![](media/image40.png){width="6.459722222222222in" height="2.6in"}

# Project Button

This feature allows authorized users to input and modify detailed
environmental and safety project information. It has three basic
functions: view, list, and location.

![](media/image41.png){width="6.459722222222222in" height="2.9in"}

## Viewing, Modifying, and Adding Project Info After Prospectus Approval 

This button allows you to view existing project information, modify
existing project information, and to add additional project information
to Prospectus projects that have just been approved. After clicking on
the 'view' button a pick list will appear. Highlight the project you
want to view data on.

![](media/image42.png){width="6.459722222222222in" height="3.6in"}

If your user privileges allow, you may modify existing data or add
additional data to a Prospectus that has just been approved. To do so,
make the change and click the *modify button*.

![](media/image43.png){width="6.459722222222222in"
height="3.578472222222222in"}

## List of Projects

The *List button* displays quick reference project information. You may
also modify data if you have privileges. After clicking on the *list
button,* a list of the projects with basic information will appear. To
view/modify detailed information, select the project and click the *view
button*. This will take you to the detailed project information screen.

![](media/image44.png){width="6.459722222222222in"
height="3.645138888888889in"}

## Assigning Locations to Projects

The *Location button* allows you to assign, view, and modify the
facility, line office, and project site associated with the project.
After you click on the *location button* a pick list will appear.

![](media/image45.png){width="6.459722222222222in"
height="3.1326388888888888in"}

Based upon your user privileges you can modify this information. To
delete, select the information to delete and click the *delete button*.
To add a new location, select the location type from the pick list and
click the *add button*. Select the information to be added from the pick
list and click the *add button*.

![](media/image46.png){width="6.459722222222222in"
height="3.6006944444444446in"}

# Reports Button

This feature allows authorized users to print a fiscal year project
list. Select the fiscal year you would like to print and a report will
be generated on-screen.

![](media/image47.png){width="6.5in" height="3.5743055555555556in"}

## To print the report:

-   Click in the frame where the report data is located

-   Go To File, Page Setup

-   Click on Landscape and click OK

-   Go To File, Print

-   Chose the Option to 'Only Print the Selected Frame'

![](media/image48.png){width="6.5in" height="3.6in"}