**Federal Transit Administration**

**TEAM-Web**

**Train the Trainer**

**June 26 -- 28, 2001, Reston VA**

**- Training Script -**

# 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

*Why is TEAM Being converted to TEAM-Web?*

To comply with Federal mandates relating to accessibility to all
Federally-funded Grant programs, and to take advantage of the power and
flexibility of the Internet.

*What is the difference between TEAM-Web and TEAM 5.1?*

> TEAM 5.1 is a client/server application that must be installed on
> every user's computer. In order to fix a bug or make a change, all of
> the thousands of TEAM users have to have the change or upgrade
> installed on their computers.
>
> 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

*Are there other significant differences between TEAM 5.1 and TEAM-Web?*

> TEAM-Web follows the same business process as TEAM 5.1 and many of the
> windows look and act nearly identically. There are some differences to
> enhance performance across the Internet and there are some
> enhancements in TEAM-Web.
>
> 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 5.1 could only accept text files). TEAM-Web will also support
> enhanced printing and email capabilities and online training.
>
> Other changes and differences will be pointed out as specific windows
> and functionalities are being discussed in the 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

> No more gray bars, but the rest is the same. Users will use their
> current TEAM 5.1 username and password to log in to TEAM-Web.

# TEAM-Web Main Page

> Here you begin to see some significant differences between TEAM 5.1
> and TEAM-Web. There are no green navigation buttons or navigation
> icons anywhere in the TEAM-Web application. 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.
>
> Also, instead of the yellow text page containing a massive amount of
> information that is difficult to wade through, TEAM-Web has Links that
> can be easily scanned to choose which information you may need.

# Query for 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

> The Search Criteria Options are the same, but unlike in TEAM 5.1, the
> Query Criteria Fields disappear and the Query Results fill the Main
> Page.
>
> 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*: The appearance of this page has been modified from TEAM 5.1. It
> provides an example of a Web standard forms format, in which the form
> is designed to create a work flow. You fill out the form from top to
> bottom, and the last item on the form is the Create Project Button.*
>
> *Most other pages in TEAM-Web are designed almost exactly like their
> TEAM 5.1 counterparts (to ease the transition to TEAM-Web), but some
> of the simpler pages were modified to provide samples of formats
> designed to help workflow and improve system performance.*
>
> 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 **'Training'**.

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 '**10/15/00'**.

6.  In the Fiscal year field choose '**2001'** 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 in the same format as its
predecessor in TEAM 5.1. It 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 **your name** in the FTA Manager field.

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

3.  Enter in **6/1/00 --1/2/01** in the Estimated Start/End date field.

NOTE: *At the top of the page is a paperclip icon for the new Attachment
functionality. This replaces the TEAM 5.1 Import / Export of text
documents. 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.*

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

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

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

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

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

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 which 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.*
>
> Also, the traffic light option is not displayed in the beta version
> but may be integrated in the GA TEAM-Web version.
>
> 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. \[THIS SENTENCE IS CONFUSING\]]{.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 **\$1,400,000**.

7.  Click on the Total Eligible Cost field and enter **\$1,750,000**.

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.  Click on the **ADD** icon to manually add in a Scope/ALI.

10. Type in **111301** in the ALI field.

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

12. 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.

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

# Milestones

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

NOTE: *This page is formatted and visually displayed differently from
TEAM 5.1. 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 '**7/30/01'**.

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 **' 5/31/02'** 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**

NOTE: *The Environmental Findings page is formatted and its
functionality remains the same as in TEAM 5.1.*

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 **111301**.

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

# Fleet Status

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

NOTE: *The Fleet Status page has a new tab for the Fleet details so that
the text area can be a more readable size. All other Fleet Status
functionality remains the same.*

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

2.  On line A in the Before column type **'200'**.

3.  On line B in the Before column type '**40**'.

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

5.  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**.

NOTE*: The Application Reviewer has not significantly changed from TEAM
5.1*.

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: *FTA Comments page remains substantially the same. Recipients
still 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 now be grayed out.*

1.  Show the Recipient Users how comments are reviewed. This has not
    changed from TEAM 5.1.

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**.

NOTE: *While the functionality remains the same, this is another page
that has been formatted using the web forms standard. The only
functional difference is that the OST Purpose Code has become a required
field.*

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

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

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

4.  Type in **X** in Activity field.

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

6.  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.*

# Submit

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

NOTE: *The Submit Application page remains substantially the same as
TEAM 5.1. The only real difference will be that the application text box
will be changing to display a document in HTML format that will look
exactly like the printed version of the 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 amendment
can then be submitted by the Recipient.*

# 

# 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**.

NOTE: *The Reservations page remains substantially the same as in TEAM
5.1.*

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

NOTE: *In TEAM-Web, the default is blank instead of 62000*.

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: **2001.21.90.91.1 --
    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**.

NOTE: *The Obligation/Award page remains substantially the same as in
TEAM 5.1. The only significant difference is that on the Award Tab the
Agreement block now displays an agreement that is identical in format to
the printed award agreement.*

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 Execute Award page remains substantially the same as in TEAM
5.1. The differences are that the Summary page now 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 has 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.*

# Financial Status Report Page

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

NOTE: *The page remains substantially the same as in TEAM 5.1.* *New
features include replacing the Received and Submitted Dates with Initial
Submission and Last Update Dates; as well as the (soon to be
implemented) capability to Submit monthly, quarterly, yearly or 'other'
Financial Status Reports; and the ability to submit reports for the
current period (rather than just the current reporting period).*

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

NOTE: *PENDING FTA APPROVAL, the changeable fields on the FSR have been
changed from Previous and Cumulative to Current and Cumulative, based on
repeated requests from the Recipient User Community. This follows the
standard used throughout the rest of TEAM.*

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: *Like the Milestones Page, this page has been reformatted to
improve performance and utility. All Milestones are listed in one table
and can be scrolled through to find missing dates, etc.*

*Other new features include replacing the Received and Submitted Dates
with Initial Submission and Last Update Dates; as well as the (soon to
be implemented) capability to Submit monthly, quarterly, yearly or
'other' Milestone/Progress Reports; and the ability to submit reports
for the current period (rather than just the current reporting period.*

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 **06/27/01.**

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: *Due to the number of Milestones in the approved sample project,
it is recommended that, rather than entering the rest of your Actual
Completion Dates, you use a project that has all of the Actual
Completion Dates and Contractor Codes already entered and use that
Report to mark final for Closeout.*

# Revise Project Budget Page

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

NOTE: *The Revise Project Budget Page is still under construction at the
time of this training. It is scheduled to come out in Beta version in
the next couple of weeks. It is included in this training because it is
part of the standard Recipient Training*.

*The Revise Project Budget page remains substantially the same as in
TEAM 5.1.* *The biggest change is based on an FTA business process
change. Budget Revisions will no longer be used to reduce a project
budget. All budget revisions will be net zero changes. Therefore, the
Control Totals Tab is no longer visible.*

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 have been corrected, since the
    TEAM 5.1 version, to 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.

# Close-out Page

From the Navigation Menu, under Project Management, click on
**Close-out**.

### NOTE: *This page remains substantially the same as in TEAM 5.1.* *One change is that the traffic lights are no longer present. If the user community desires, they will be re-inserted before the GA release of TEAM-Web in October.*  {#note-this-page-remains-substantially-the-same-as-in-team-5.1.-one-change-is-that-the-traffic-lights-are-no-longer-present.-if-the-user-community-desires-they-will-be-re-inserted-before-the-ga-release-of-team-web-in-october. .unnumbered}

1.  The check boxes under Close-Out Status are used by the Recipient to
    mark their Budget, Milestone/Progress and FSR final.

2.  The Reviewer Messages at the bottom of the page indicate all changes
    that need to be completed before Close-Out can be approved.

3.  In order for the Recipient to place the project in Close-Out
    Requested status, all three Close-Out Status check boxes must be
    checked. All Milestone Actual Completion Dates must be filled in and
    both a Milestone/Progress and an FSR have to be Submitted in order
    to check those boxes.

NOTE: *If there is an Unliquidated Balance on the project, a Close-Out
Amendment must be created in order to Deobligate the remaining funds.
Request Closeout and then create an Amendment to reduce the project
budget.*

4.  Click in check boxes for Budget, FSR, and Milestone/Progress.

5.  Click **OK** to save and exit the Page.

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

# 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.