i.



# CHESAPEAKE BAY PROGRAM

(C BP )

REPORTING GUIDANCE

For the Chesapeake Registry (Formerly called C hesapeake Action Plan/Activity

Integration Plan -- CAP/AIP) 

# Reporting System Version 3 . 0 January 2010

The information collection request for Chesapeake Registry is covered b y Information Collection Request EPA ICR No. 2365.01, OMB Control No. 200908
- 2003
- 001 approved through 2/28/2010.i.



### TABLE OF CONTENTS 1.0 INTRODUCTION ................................ ................................ ................... - 1 - 1.1 Purpose ................................ ................................ ................................ ................................ ........ - 1 - 1.2 Background ................................ ................................ ................................ ................................ . - 2 - 1.3 Who Has Been Invited to Report? ................................ ................................ ............................ - 3 - 1.4 Schedule ................................ ................................ ................................ ................................ ...... - 4 - 1.5 How Will the Inform ation Be Used? ................................ ................................ ......................... - 4 - 1.6 What Inform ation Is Needed? ................................ ................................ ................................ ... - 4 - 2.0 GATHERING THE DATA ................................ ................................ ...... - 7 - 2.1 Getting Familiar with the Reporting Elements ................................ ................................ ....... - 7 - 2.2 Organizing the data ................................ ................................ ................................ .................... - 7 - 2.3 Som e Basic Elements to Review ................................ ................................ ................................ - 7 - 2.4 Reporting Rules, Guidance, and Exa mples to Review Before Entering Data ....................... - 8 - 3.0 PROCESS FOR RETRIEVI NG, ENTERING OR UPDATING INFORMATION ................................ ................................ ................................ - 8 - 3.1 Accessing the System ................................ ................................ ................................ .................. - 8 - 3.2 Retrieving Existing and Creating New Activities ................................ ................................ .... - 9 - 3.2.1 Retrieving and Updating/Creating Activities usi ng the According V iew... .. ................... - 10 - 3.2.2. Updating Existing Activity Inform ation - Accordion View........................................ - 13 - 3.2.3 Deleting Existing Activity Inform ation - Accordion View ................................ ..................... - 14 - 3.3 Retrieving Activities using the Activity Categories - Search Criteria ................................ ... - 19 - 3.3.1 Updating Existing Activity Inform ation - Activity Categories - Search Criteria .................. - 20 - 3.3.2 Deleting Existing Activity Inform ation - Activity Categories - Search Criteria .................... - 20 - 3.3.3 Creating New Activity/Funding Inform ation using Activity Categories - Search Criteria - 21 - APENDIX A - DEFINITIONS ................................ ................................ ......... - 22 - AP PENDIX B – ACRO NYMS ................................ ................................ ........ - 26 -ii

AP PENDIX C – EXA MPLES OF REPORTIN G DATA ................................ .. - 27 - AP PENDIX D – REPORTING HIERA RCHY - UPDATE ................................ ... - 1 - AP PENDIX E – REPORTING ELEMENTS ................................ ..................... - 1 -

If additional information is needed regarding the reporting application, please call the Chesapeake Registry Help Desk at 410-267 - 5736, or via email at cap@chesapeakebay.net

. For subject matter assistance, please call your CBP Liaison.- 1
-



## 1.0 INTRODUCTION
1.1 P urpose EPA’s Chesapeake Bay

Program Office (CBPO) has prepared this guidance for bay stakeholders (re spondents) to input information regarding Chesapeake Bay restoration and protection activities . The guidance includes new input for calendar ye ar 2010 and for previous responders to update information reported for calendar ye ar 2009 activities
. The inf ormation is entered through a web
- based application reporting sy stem , entitled “ Chesapeake Registry ,” previously called the Chesapeake Action P lan/Activity Integration Plan. The Chesapeake Bay Program (CBP) partners approved the application in support of the Chesapeake Action Plan (CAP )
. The CAP , discussed in a report to Congress in July

2008 (http://cap.chesapeakebay .net/rtc.htm) , provides a means to strengthen and expand partnerships in the watershed, enhance s coordination of restoration activities, and increase s the collective accountability for protecting the Chesapeake Bay
. The CAP consists of : an activity integration plan, a strategic framework, an adaptive management process, and dashboards. The activity

integration plan is the Chesapeake Registry database . Chesapeake Registry is a comprehensive catalogue of the activities in which CBP stakeholders are engaged to protect and restore the Chesapeake Bay . The R egistry provides information on:  the actual activities be ing implemented by the CBP partners and stakeholders ;  the lead entity for each activity and any cooperating partners;  the amount and source of funding being used and, ideally , planned for use to accomplish each activity by all cooperating partners;  the location of each activity ; and  progress toward the establishment realistic annual targets. The Chesapeake Registry reporting s ys tem is the mechanism to gather information on Bay partner activities to support development of an overarching operating plan for the CBP. Note : Only

the originator of the funding source is allowed to report an activity
. For example, if an organization receives a grant from a Federal agency , only the Federal agency reports the activity . However, the organization receiving the funding should report any matching funds it raises, in actual or in
- kind. To ensure that information is not entered both b y fun ding originator and recipient, a quality assurance plan is employed. The objective of the January 2010 data call is to strengthen data about Bay activities for better coordination among stakeholders, making informed decisions, considering new approaches, and providing program accountability. The January 2010 collection allow s respondents to either make changes to the information reported in 2008 for calendar ye ar 2009 or to enter new information for calendar ye ar 2010 activities. The information will be used in several way s: The information will directly populate “ChesapeakeStat,” a web
- accessible program management tool. The information will- 2
-

also be us ed to update CBP dashboards (http://cap.chesapeakebay .net/dashboards.htm). The dashboards summarize and sy nthesize information from the CBP Chesapeake Registry and goal strategies . The dashboard s allow program partners and stakeholders to view the progress that the CBP has made in key program areas . The dashboards include measures of progress, information about the resources CBP partners and stakeholders have dedicated to the efforts described, and strategic anal ys es of what needs to be done to improve implementation. The data will also support Executive Order 13508, signed b y President Obama on May 12, 2009. Section 203 of the Order directs that “federal actions to protect and restore the Ch esapeake Bay

are closely

coordinated with actions by State and local agencies in the watershed.” This guidance document outlines partners and stakeholders who have been asked to report information, what information is being requested, and how to enter the information. Also, CBPO will conduct workshops throughout the data call on how to use Chesapeake Registry
. If additional information is needed regarding the reporting application, please call the Chesapeake Registry Help Desk at 410-267 - 5736, or via em ail at cap@chesapeakebay.net . For subject matter assistance, please call your CBP Liaison. 1.2 Background Chesapeake 2000 is a bay protection and restoration agreement that outlines the commitments guiding bay r estoration through 2010. In October 2005, the US General Accountability

Office ( GAO ) recommended that the EPA Chesapeake Bay Program Office : (1) C omplete its efforts to develop and implement an integrated assessment approach; (2) R evise its reporting app roach to improve the effectiveness and credibility of its reports ; ( 3) D evelop an overall, coordinated implementation strategy that unifies the program’s various planning documents ; and (4) Establish a means to better target its limited resources to ensure that the most effective and realistic work plans are developed and implemented. In the 2008 congressional appropriations bill that includes EPA’s budget , C ongress directed EPA to submit a Report to Congress stating that the Chesapeake Bay Program has imp lemented GAO’s recommendation and to develop a Chesapeake Bay action plan for the remaining ye ars of the Chesapeake 2000 Agreement. This plan must: (1) C learl y articulate realistic targets the Chesapeake Bay Program expects to achieve in each of the remaining ye ars; (2) D escribe the actual activities the Chesapeake Bay Program will implement in each ye ar to achieve these annual targets; (3) I dentify

the amount and source of funding that will be used to accomplis h each of these activities; and- 3
- (4) D escribe the process the Chesapeake Bay Program will use to track and measure the progress of these actions. The Chesapeake Action Plan, including development of the reporting s ys tem, i s the product of the direction from GAO and Congress. The CAP outline d an integrated approach for assessing the overall progress toward re aching the goals established in Chesapeake 2000
. Additionally , EO 13508 provides further directive. Section 203(d) of the EO direct s EPA to identify the “mechanisms that will ensure that governm ental and other activities, including data collection and distribution, are coordinated and effective, relying on existing mechanisms where appropriate. Section 204 of the EO directs that “federal actions to protect and restore the Chesapeake Bay are clos el y coordinated with actions by

State and local agencies in the watershed and the resources, authorities, and expertise of Federal, State, and local agencies are used as efficientl y as possible.” The Chesapeake Registry

provides the tool to coordinate activities among Bay partners and stakeholders, both federal and non
- federal, in support of these directives. 1.3 Who Has Been Invited to Report? The first two data call s included 10 federal, seven states , and two local stakeholders (see Appendix G) . CBPO has received approval from the Office of Management and Budget (OMB) to expand the January 2010 data call to more than 10 non
- federal entities
. OMB approved an Information Collection Request (I CR) for the Chesapeake Registry on 08/17/2009 ( OMB Control No. 200 908
- 2003
- 001). Note that the Paperwork Reduction Act limits the collection of information to no more than10 non
- federal entities without approval of an Information Collection Request (ICR) by the Office of Management and Budget (OMB). CBPO estimates 50 o r more respondents participating in the 2010 data call and anticipates that number to increase each year. As noted above, the originator of the funding source is invited to report an activity . For example, if an organization receives a grant from a fede ral or state agency , the respective federal or state agency

is invited to report the activity . Organizations receiving federal or state funding should only report matching funds it raises, in actual or in
- kind. Entities raising funds of their own for a b ay activity are invited to report information. CBPO is now reaching out to Bay agencies or organizations which might be interested in reporting information regarding their CB restoration and protection activities
. Th e information collection is focused o n activity
- based information supporting the programmatic areas (see Appendix D) for the Chesapeake Bay program strategic framework.- 4
-

1.4 Schedule Table 1 illustrates the schedule for next reporting.

Table 1: Reporting Schedule for January 2010 Dat a Call DATE ACTIVITY 01/05 /10
- 02/05/10 Data Call 0 1 /0 5/10
- 02/04/10 W ebinar W orkshops Conducted on How to

Use Chesapeake Registry (Contact CBPO liaison to schedule) 02/05/10 Data Call Closes 02/05/10
- 03
- 01
- 10 Data QA 02/05/10
- 03
- 01/10 Draft data delivered to support development

or re - development of the dashboards ; ChesapeakeStat, etc. 03/01/10 Final data delivered to support development

or re - development of the dashboards ; ChesapeakeStat, etc. 1.5 How Will the Information Be Used ? The Chesa

peake Bay

Program partnership is undergoing transformational changes in the way it aligns strategy

with operational decision making and resource use. The Chesapeake Registry reporting s ys tem (previously kn own as the CAP /AIP reporting sy stem) was first imp lemented in the spring of 2008 as the primary source for input for the CAP report. The Chesapeake Registry will continue to be a vital part of transitioning the Chesapeake Bay

Program toward greater integration of partner activities and more efficient use of the limited resources available to achieve the program’s vision. Furthermore, it is anticipated that some respondents will be able to use the application reporting s ys tem as a key tool for their own management and planning of their efforts to protect and restore the bay
. The information from this data refresh will be utilized to update the dashboards. The dashboards include measures of progress, information about the resources CBP stakeholders have dedicated to the efforts described, and strategic an al ys es of what needs to be done to improve implementation. 1.6 What Information Is Needed ? Reporting Requirements The Chesapeake Registry i nclude s detailed information o n all activities undertaken b y partner organizations to restore and protect the Chesape ake Bay and its watershed. R e quested information include s the nature of the activity , responsible organization, and point o f contact , resource levels, location, and major milestones . Responders are able to- 5
-

retrieve the records created in the previous cal endar year (2009) and update them, if needed. Or, they

can create new s record s for activities not entered previously
. See Appendix C for examples of the data being reported. Th is information is necessary to effectivel y document activities and to provide an accurate depiction of the program’s activities as a whole. Each reporting organization is asked to provide a sufficient level of detail to account for all of their Chesapeake Bay and watershed related activities and resources. Reporting Hierarchy The Chesapeake Registry sy st em follows the Chesapeake Bay Program’s goal hierarch y. In the hierarchy, goals represent broad programmatic areas. Each goal contains many detailed topic areas. Figure 1 , “CAP Activity Integration Plan Hierarch y,” illustrates the major reporting units.

Figure 1 : CAP Activity Integration Plan Hierarchy

Figure 2 , “ Goal s and Topic Areas,” display s the six goal s and 31 topic areas represented in the Chesapeake Registry sy stem. Each goal contains a support topic area . The support topic areas are for the resources that provide the support function for the entire goal
. Each topic area contains several standard activity cat egories. The smallest reporting unit is an activity defined as an action which accomplishes a jo b. Activities are the foundation of summary

reporting. Itis important that activities are reported in the correct goal/topic area/activity category . It is equall y important that the activities are documented in as much detail as reasonable. The inform ation required at the activity
level include activity responsibility (organization and staff), resources (funding and/or FTE’s b y ye ar), and detailed location. E ach activity category may comprise many activities
. Figure 2: Goals and Topic Areas- 6
-

Note : Forest Buffer related activities should be aligned to the Topic Area for Streamside and Tidal Shoreline Riparian Areas . For the purpose of this guidance, Forest Buffer is defined as w ooded buffer zones along streams, rivers, and the b ay . Future version s of the CAP Activity

Integration reporting s ys tem may add Forest Buffer as a separate topic area for improved alignment of activities. Activities that have previously been entered should be updated or “refreshed” in the CAP Activity application reporting sy stem for 2007, 2008, and 2009. In addition, new records for 2007, 2008 and 2009 can also be added. To improve the efficiency of entering data, a cloning button is available on the web form
. Clicking on this button will make a cop y of the data for the next fiscal year, i.e., clone the 200 8 data to create and modify a record for 200 9
. User ID and Reporting Method The preferred method for entering information into the Chesapeake Registry application reporting s ys tem is through the Chesapeake Registry website available at: http://cap.chesapeakebay.net
. Section 3.1 of this guidance provides details on how to access the sy stem. U ser IDs and passwords have been established for each reporting organization. To o btain the appropriate user ID and password to the Chesapeake Registry application, please contact the Chesapeake RegistryDesk at 410
- 267
- 5736 or via email at cap@chesapeakebay .net .- 7
-

Each Federal agency

will h ave a user ID and password. Each state will have one user ID and password for all state agencies within that state. Security measures have been established to track individual user interactions with the Chesapeake Registry application based on Internet P rovider ( IP ) addresses. In addition, security measures have been established to protect the data you enter. M easures include : maintain ing the data on a secure server, on a secure network; confirming the data with each reporting organization; and making onl y summarized data available publicly. Since each state will only have one ID and password to identify each organization’s record, it is recommended that an acronymfor yo ur agency be provided in the Activity Description section . For example : VADEQ, MD DNR, EPAR3WPD, etc. See Figure 9 Modify Existing Activity

& Funding In formation
. 

## 2.0 Gathering the Data 2.1 Getting Familiar with the Reporting Elements The Chesapeake Registry application reporting s ys tem contains 21 reporting elements t o describe activities
. In most cases, the reporting community will be entering information at the activity

level, which contains 18 reporting elements, several of which are optional. Appendix D contains a graphical depiction of the reporting hierarchy, including the domains an d data fields. Appendix E describes the activity reporting elements in more detail, including name, description, purpose, rules and guidance, and examples
. 2.2 Organizing the data Before you start accessing the database to retrieve, enter or update the inform ation, it is recommended that you organize your data. We recommend that you separate the data into the Goal areas first, followed by the Topic areas and finall y the A ctivity
. It is important that you have chosen where you want to categorize the funding f or each activity before you get started. Definitions of the Activities can be viewed in Appendix A of this document. Reviewing this information will make entering the data easier. An Excel data spreadsheet is available at http://cap.chesapeakebay.net/template/capv2template.xls, as a suggested method to assist yo u in organizing the data. 2.3 Some Basic Elements to Review For the purposes of CAP Activity Integration reporting, the goals, topic areas , and activity categories , are standardized and have been pre - populated into the sy stem. In other words, the reporting community cannot make changes to the goal, area , or activity category framework. However, the reporting community can choose “other” as an activity category if no activity

category seems appropriat e. If “other” is selected, then a proposed activity category should be entered into the activity description field and placed within parentheses. It should also be noted that each topic area is correlated to a group of specific activity

categories. Afte r this basic information is provided, users will begin entering information about the specific activity
.- 8
-

2.4 Reporting Rules, Guidance, and Examples to Review Before Entering Data There are several guiding principles associated with reporting activity elements contained in the Chesapeake Registry application. They are as follows: It is very important to ensure the same data associated with a set of funds is not entered by different individuals. For example, if oy ster data is entered by a subject matter expert in an o ys ter workshop, the individual F ederal / state reporting organizations should review the o ys ter data in the CAP application to ensure their data is not duplicating what already exists. In addition, the funding that one agency gives to another , sho uld only be captured b y the originating agency. An organization’s activities entered into the Chesapeake Registry application should be consistent and total the organization’s budget. If an organization ’ s budget is not specific for the bay

or watershed a ctivities, ensure the budget associated with e ar marks are entered in the Chesapeake Registry application . Prior to starting the data entry , it is recommended that the organization’s budget items be grouped by goal and topic area in order to make the data entry easier. When entering different topic areas, be sure to go back to the main activity screen in order to change the topic area. To do this, use the “Return to Main Page” button located in the bottom of the screen. Do not use the back button on the browser; this will take you out of the sy stem. When conducting the data entry , be sure to have your entire budget data with you; the CAP application will time out after approximately 30 minutes , and you will be required to log back into the application. 

## 3.0 Process for retrieving, entering or updating information 3.1 Accessing the System The Chesapeake Registry application reporting s ys tem is available at http://cap.chesapeakebay.net . A user name and password are required to enter tasks into the sy stem. Each reporting organization will report under a single user name and password. For quality

assurance purposes, all entries will be associated with the user name under which they

were entered. The user name and p assword will be provided to each reporting organization as noted in S ection 1.3
. Figure 3 , “Chesapeake Registry Lo gi n Screen” display s the login screen. To retrieve forgotten user names and passwords, email ca p@chesapeakebay .net . Figure 3 : CAP Application Reporting System Login Screen- 9
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3.2 Retrieving Existing and Creating New Activities After successfull y logging on to the CAP Activity Integration application reporting sy stem, users will be directed to an Activities Categories
- Accordion View screen (See Figure 4 .) In this screen you will be able to retrieve the records for all the activities entered in the spring of 2008 . Th e s creen will give you two choices to retrieve or create activities: the Accordi on View and the Activity C ategories
- Search Criteria View
. The default view will be the Accordion View . To select the Activity Categories
- Search Criteria View , just click on it. Stakeholders can use either view to modify , update, or create activities. However, the Search Criteria view will be more useful to stakeholders who have previously

entered data and are familiar with the sy stem. The sections below will guide users on how to navigate the s ys tem using the Accordion View first, then the Search Criteria View.

Figure 4 : Activity Categories - Accordion View (Goals)- 10
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3.2.1 Retrieving and Updating/Creating Activities using the Accordion View. To view activities using the Accordion View , first click on the desired Goal
. After selecting the goal, se lect a topic from the dropdown list. See Figure 5 below.- 11
- Figure 5 : Topic Areas

Once a T opic has been selected , a list will display at the bottom of the screen showing the activity categories for the selected goal , the number of a ctivities in each category , and the total dollars/FTE for that category for 2008
. See Figure 7 Below.- 12
- Figure 7: Activity Categories

Note that although this table shows the total funding for 2008, the list of activities in the next s tep will show the activities for all funding year s for each activity . To see the activities entered in the spring of 2008 for each category , c lick on the View/Modify button on the s ame line of the desired activity category . An Activity and F unding inform ation screen will be displayed showing all the activities for that category for all organizations
. See Figure 8 Below. I f you want to see the activities of your organization only , c lick on the Show Only My Organization’s Records button at the top of the l ist. Note: There are many activities in the Activity Category column

— be sure to scroll through to see them all.- 13
- Figure 8: Viewing Existing Task/Funding Information

3.2.2 Updating Existing Activity Information -Accordion View On the Activity and Funding screen, each activity has on the far left side, a button showing either, View/Modify and Delete buttons, or a View button. The View/Modify and Delete buttons will be displayed only on your organization’s activities and the View button on the other organization’s activities. You can onl y view other organization’s activities information. I f you want to modify any information from any of your organization’s activities, click on th e View/Modify button. An Activity and Funding screen will display

showing all the information entered in the spring. See Figure 9 Below. Make any necessary

changes in this screen and click on Save.- 14
- Figure 9: Modify Existing Activity & Funding Information - UPDATE

3.2.3 Deleting Existing Activity Information - Accordion Vi ew If you want to delete any activity entered in the spring, go to the Activity and Funding screen and click on the Delete button on the line of the activity that you want to delete
. 3.2.4 Creating New Activity/Funding Information - Accordion View To enter new a ctivity/ funding information , go to the Activity and Funding screen and click on the Add New Activity / Funding Source located at the bottom of the screen. An Activity and Funding Information screen will display
. See Figure 10 below.- 15
- Figure 10: Activity and Funding Information- 16
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On the Activity

entry form, the user will be required to enter the following information:

- Activity Description

- Lead Organization / Agency

- Point of Contact

- Status of funding

- Hard dollars allocated to acti vity

- Number of FTEs allocated to activity

- Year of funding

- Pertinent geography ( one of the following: lat/long, state, watershed
- wide)

- Pertinent C2K commitment Additionally , the user also has the option of entering other activity
- related inform ation, including the following:

- Collaborating organization

- Performance measures/units

- Milestones Refer to Appendix E for additional rules and guidance on the reporting elements listed above
. Map: There is a map at the bottom of the screen that allows a user to document the location in which the activity occurred. Reporters can choose to enter location in any of the following methods  A specific watershed  A latitude/longitude- 17
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 A specific location on a map*  A state and county  An NHD reach address  Watershed or Bay
- wide *For reporters to document a specific location on a map, they must first select “latitude/longitude” as their geography entry method. That will bring up a map centered around Greencastle, PA. Users my zoom in/out, and move the ma p as necessary to locate their geographic point. The Chesapeake Registry will then record the latitude/longitude. Cloning the Funding Record There is a clone funding record option (at the bottom of the scre en) that allows the user to create a cop y of the current funding record for easy additions. This can be used if the Goal, Topic Area, and Activity Category remain the same for another activity or ye ar. It can be very

useful to clone an FY 20 08 record to update for FY 2009. Cloning copies the follo wing fields in the Activity and Funding section: Le ad o rganization/Source/Program, Collaborating Organization , Point of Contact, Activity Description, and C2K Commitment. See Figure 11 below.

Figure 11: Clone Funding Record- 18
-

Milestone F

ield The milestone field is used to identify a major event or subtask to be completed as part of the activity
. See Figure 12 below
.

Figure 12: Entering Milestones- 19
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Milestones are associated with Activity /Funding records. Multiple milestones can be a ssociated with each Activity /Funding record. Refer to Appendix E for additional rules and guidance. There is also guidance available by clicking the More information icon located to the right of field titles. A new window will open with a table of data field guidance. Required fields must be entered before a new activity /funding can be saved. There is also guidance available by clicking on the More information icon located to the right of field titles. A new window will open with a table of data fie ld guidance. 3.3 Retrieving Activities using the Activity Categories - Search Criteria To retrieve activities using the Activities Categories
- Search Criteria

- you will click the tab on the top right tab (see figure 4 for example screen view). Once you enter th e Search Criteria screen, you will have the choice of obtaining a list of categories sorted b y Goal, Topic Area, Organization, Funding year, or the complete list of categories from all the organizations (See Figure 1 3 below). To obtain the list sorted by any of the areas indicated, just select your desired criteria from the dropdown list for each area. After you- 20
-

select your criteria, click on the Retrieve Results button at the bottom of the page. If you want a complete list of categories from all the or ganizations, do not select any criteria and click on the Retrieve Results button. After you click on Retrieve Results , a list will be displayed at the bottom of the screen showing a list of activity categories, the number of activities in each category, a nd the total dollars/FTE for that category for 2008. Make sure you scroll down to see the results.

Figure 13: Activity Categories

– Search Criteria

3.3.1 Updating Existing Activity Information - Activity Categories- Search Criteria T o modify

information fr om an activity , click on the View/Modify button at the far left end of the line in of the category of your activity. After you click on that button, a Modify Activity screen will come up displaying all the activities (see Figure 8 above)
. If you desire a list of your organizations activities only , click on View Only My Organization’s Records button . To view and modify information for the activity , click on the View/Modify

button on the far right end of the line of your activity . Once you click there, an Activity

and Funding screen will display showing all the information entered for that activity

in the spring. Make any desired changes and then click on the Save button at the button of the screen. 3.3.2 Deleting Existing Activity Information - Activity Catego ries- Search Criteria If you want to delete any activity entered in the spring, go to the Activity and Funding screen and click on the Delete button on the line of the activity that you want to delete.- 21
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3.3.3 Creating New Activity/Funding Information using Activity Categories- Search Criteria If you want to create a new activity, on the Activity and Funding screen, click on the Add New Activity/Funding Source button at the bottom of the screen. An Activity and Funding screen will display
. To enter information, follow the instructions in Section 3.2. 4 above.- 22
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### APENDIX A - DEFINITIONS GENERAL: Below are general definitions for some of the reporting elements contained in the CAP application reporting s ys tem . Chesapeake Action Plan (CAP)

– A report that outline s an integrated approach for assessing the overall progress toward re aching the goals outlined in Chesapeake 2000. The CAP was developed to strengthen and expand stakeholders in the watershed, enhance coordination of restoration activities, and in crease the collective accountability for protecting the Chesapeake Bay . The CAP consists of four components: an activity integration plan, a strategic framework, an adaptive management process, and dashboards. Chesapeake Registry

– An information sy ste m designed to be a comprehensive catalogue of the activities in which CBP stakeholders are engaged to protect and restore the Chesapeake Bay
. The s ystem provides information on: the actual acti vities being implemented by CBP stakeholders ; the lead partner for each activity and any cooperating partners; the amount and source of funding being used and, ideall y, planned for use to accomplish each activity by all cooperating partners; the location of each activity ; and progress toward the establish realistic annual targets. Goal

– A Goal represents a broad programmatic area and is based on the organizational framework of the Chesapeake Bay program. The goal s are predefined in the application reporting s ys tem . The goal framework was developed by the Chesapeake Bay

Program partnership in to organize activities and responsibilities for Chesapeake restoration. Topic Area

– Topic areas are specific thematic program areas that are organized as a subset of goal s. The topic areas are predefined in the applicatio n reporting sy stem . Each goal contains several topics areas. In the context of the CAP, the topic areas represent the major program areas. Activity Category

– An Activity category consists of generic functions that support a topic area. Activity

catego ries are predefined in the application reporting sy stem . They represent the general function performed in support of the topic area ; it may not necessarily

be the main activity

of the topic area, but the support being provided for the topic area
. Activ ity

– An Activity consists of detailed functions that support the activity
. The Activity D escription contains specific details about the activity level, location, and number of units. It contains a sufficient amount of detail to distinguish the activity from one organizational element to another. It represents the smallest unit of reporting for CAP
.- 23
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ACTIVITY CATEGORIES: Below are definitions for the activity categories that are predefined in the CAP application reporting s ys tem. Aquaculture
- The cul tivation of aquatic organisms (as fish or shellfish) especiall y for food
. Assessment
- Organizing data to provide a judgment or classification of progress relative to set objectives. Communication

– The process of broadcasting information and guidance to the Chesapeake Bay

partners , stakeholders , the public, the media, and legislators to build a broad b ase of public understanding of b ay health and ecological issues. Education

– Providing information, both comprehensive and interactive for use by public and technical audiences to achieve public awareness and personal involvement on behalf of the b ay and local watersheds. This also includes providing experiences, both outdoors and in the classroom for school children, grades K
- 12. Enforcement

– Assurance of compli ance with local, state, and/or F ederal regulatory programs through inspection, monitoring and b y returning violators to compliance, through civil or criminal means. Engage Stakeholders
- The process of working collaborativel y with and through grou ps of people affiliated b y special interest, to address issues affecting the well
- being of those people. It often involves partnerships and coalitions that help mobilize resources and influence s ys tems, change relationships among partners, and serve as cataly sts for changing policies, programs, and practices. Enhancement
- Manipulation of the phy sical, chemical, or biological characteristics of an existing wetland (undisturbed or degraded) site to heighten, intensify , or improve specific function(s) or fo r a purpose such as water quality i mprovement, flood water retention, or wildlife habitat. Results gain in function, not acres. Facility - S omething that is built, installed, or established to serve a particular purpose
. Funding/Finance
- The management of financial mechanisms, such as grants, to support environmental program activities. Grants/Contracts

– Grants are sums of money awarded by

the F ederal government, States, and even the private sector for specificall y designated purposes for which no rep ay ment is required. Contracts are legall y binding exchanges of promises or agreements between parties that the law will enforce. Habitat

– The ecological or environmental area that is inhabited by a particular species.- 24
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In formation Management
- The colle ction and management of information from one or more sources, and the distribution of that information to one or more audiences. Land Conservation
- P lann ing and managing land and its resources to prevent exploitation, destruction, or neglect. Land Prese rvation
- Land that is permanently protected from d evelopment with a perpetual conservation , open space easement , or fee ownership, held by a Federal , state, or local government or non - profit organization for natural resource, forestry , agriculture, wildli fe, recreation, historic, cultural, or open space use, or to sustain water quality and living resource values. Management Tool Development
- The development of computer based tools, such as models to support environmental decision making. Mitigation
- Th e restoration, creation, or enhancement of resource lands to compensate for permitted resource or function losses
. Monitoring
- To test or sample, especially on a regular or ongoing basis, keeping track of conditions sy stematicall y through the collection of data. Program Management
- The discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives. Protection
- Removal of a threat to or preventing the decline of, wetland condi tions by an action in or near a wetland. Includes purchase of land or easement s of 30 years minimum duration and d oes not result in a gain of wetland acres or function
. Regulation

– The drafting and promulgation of regulations and the implementation of lo cal, state, and federal regulatory programs. Remediation
- The removal of pollution or contaminants from environmental media such as soil, groundwater, sediment, or surface water for the general protection of human health and the environment
. Reporting
- G iv ing an account of or describ ing a specified state by creating a written record or summary
. Research
- Engagement in scientific investigation or experimentation at the discovery and interpretation of facts, revision of accepted theories or laws in the light of new facts, or practical application of such new or revised theories or laws
. Restoration
- The return of an ecos ys tem to a close approximation of its condition prior to disturbance, through the manipulation of phy sical, chemical, and/ or biological characteristics of a site
.- 25
-

Targeting

– Prioritizing and directing implementation resources to wards particular geographic locations and/ or towards specific sets of prevention/reduction practices and restoration activities
. Technical Assistance
- Profe ssional technical advice or help in the installation of structural and non
- structural practices directed toward reducing/preventing excess hydrology , nutrient , and sediment loads to local streams and the b ay . Technical Support

– The conduct of statistical data anal ys is and interpretation, geospatial anal ys is, model simulation and evaluations diverted toward assisting program implementation. TMDLDevelopment
- The calculation of the maximum amount of a pollutant a water body can receive and still meet appl icable water quality standards (accounting for seasonal variations and a margin of safety), including an allocation of pollutant loadings to point sources (waste load allocations) and non
- point sources (load allocations). Trading/Credit

– As an alternativ e to command
- and
- control regulations, a market
- based approach is used to comply with regulations to achieve pollution abatement goals at lower costs to society. Environmental credit trading allows regulated firms to meet their obligations by

purchasing pol lution abatement services (credits) from lower
- cost providers.- 26
-

APPENDIX B

– ACRONYMS CAP

– Chesapeake Action Plan CBO

– Chesapeake Bay

Office CBP

– Chesapeake Bay

Program CBPO
- Chesapeake Bay Program Office COE

– Cor

ps of Engineer s EAID

– Enviro nmental Assessment and Innovation Division EPA

– US Environmental Protection Agency FY

– Fiscal Year GAO

– US General Accounting Office NOAA
- National Oceanic and Atmospheric Administration NPS
- National Park Service NRCS
- Natural Resource Conser vation Service SME
- Subject Matter Expert USFWS
- United States Fish and Wildlife Service USFS

– United States Forest Service USGS
- United States Geological Survey W P D

– Water Protection Division- 27
-

APPENDIX C

– EXAMPLES OF REPORTING DATA C.1: Ma naging Point Source Data- 28
-

C.2: Conducting a Feasibility Studyi.

APPENDIX D

– REPORTING HIERARCHY- 2
-i.

APPENDIX E

– REPORTING ELEMENTS (Needs Review by Nancy/Greg) Activity Reporting Elements Reporting Element Description Purpose Rules & Guidance Examples Goal An identifier that

specifies the name of the goal under which the activity is undertaken Overarching

framework and broad categorization of activities and related tasks Listing of all activities and tasks by goal ; summarize funding for activities and tasks by goal Allows for the aggregation and summarization of activities by goal
. One goal for each activity Select the goal that best describes the activity . In some cases, several goal s may

be appropriate, select the one that is most appropriate
. This is a required field. Goal 1: Restoring Health y Waters Goal 2: Restoring Health y Habitats Goal 3: Ecos ys tem Based Fisheries Management Goal 4: Maintaining Health y Watersheds Goal 5: Fosteri ng Chesapeake Stewardship Goal 6: Partnership, Leadership & Management Topic Area An identifier that

specifies the name of a specific topic area under which the activity is undertaken More detailed framework for categorization of activities and related ta sks Listing of all activities and tasks by

topic area; summarize funding for One topic area for each activity Select the topic area that best describes the activity . In some cases, several goal s may

seem appropriate; select the one that is most appropriate
. This is a required field. Wastewater Treatment Oy sters Forest Buffers IT Support- 2
-

Reporting Element Description Purpose Rules & Guidance Examples activities and tasks by topic area; summarize measures b y topic area Allows for the aggregation and summarization of activities by

topic area. Activity Category A sh ort title that

describes the nature of the activity Generic function to categorize related activities Link activity

with associated topic area One or many activities for a topic area Click the View/Modify

button to select an activity

category Select the activity

category that best describes the support provided for the topic area. If an appropriate category does not exist, select “other” to add a proposed new title. Add the title to the Activity

Description field, enclosed in parentheses
. This is a required field. Monitoring Assessment- 3
- Activity & Funding Reporting Elements Reporting Element Description Purpose Rules & Guidance Examples Activity Description A detailed

narrative description of the activity
. Main reporting

element that links all o ther elements in the activity

and funding area Id entify the specific role of the activity category Enter a description of the activity

in the text box; include sufficient detail to distinguish from another organizational element. Maximum characters allow ed for this field is 500. This is a required field. Publish 11 issues of the Bay Journal.

Lead Org/Source/Program An abbreviation for the program that has the lead for the specific activity The source/program

field allows for the aggregation of data by program. This field is also useful for data verification, ownership and QA. Links activity

to the specific organization leading the activity Select from the pick list the

funding organization or program that conducts the activity. One for each activi ty . This is a required field. EPA/CBPO- 4
-

Reporting Element Description Purpose Rules & Guidance Examples Point of Contact The first and last name of the staff person within the lead organization that is responsible for the activity The lead staff is

required for accountability purposes. Link activity

to the individu al responsible. Enter Point of Contact first and

last name in the text box. Maximum characters allowed for this field is 500. This is a required field. Joe Smith Jane Doe

Collaborating Organization A list of organizations that are contributing resourc es to the project This field will be

used for additional data verification. Link activity

to the organizations collaborating with the lead organization. Enter collaborating organizations

in the text box. Maximum characters allowed for this field is 500. Use standard terminology to assist with reporting b y organization. This is an optional field. CRC

Status An identifier that specifies the status of the activity The status field

allows for aggregation of activities and associated funding by current or p lanned activities. Link with the funding ye ar. Select the activity status from the pick list. Current=2008, Planned=2009 and beyond, Completed=2007. Cancelled is used when previously entered dollars/activities for a future ye ar do not get funded; change the status to Cancelled. This is a required field. Current Planned Completed Cancelled- 5
-

Reporting Element Description Purpose Rules & Guidance Examples Geograph y Longitude The longitude in decimal degrees that represents the location of the activity These fields will be

used to designate, as accuratel y as po ssible the pertinent center point of the geograph y for the funding to be allocated. One of the Geograph y fields must be entered. Enter a numerical value in the text

box This is an optional field - 79.12345

Latitude The latitude in

decimal degrees that represents the location of the activity Enter a numerical value in the text box This is an optional field 39.12345

State An identifier

of the state in which the activity is performed Select the appropriate state from the pick list if the activity is n ot watershed
- wide. If more then one statue, use the watershed
- wide button or make 2 records for each portion of the budget tied to a state. MD

Watershed
wide An identifier

that indicates if the activity is ubiquitous across the entire Chesapeake Bay w atershed Select Yes/No radio button as appropriate. watershed
- wide- 6
-

Reporting Element Description Purpose Rules & Guidance Examples Primary C2K Commitment An identifier that specifies the primary commitment from the Chesapeake 2000 agreement under which the activity

is performed
. Link activities and

their associated t asks to specific C2K commitments Listing of all activities and tasks by C2K commitment; summarize funding for activities and tasks by C2K commitment; summarize measures b y C2K commitment Allows for the aggregation and summarization of activities by

C2K c ommitment. Select a C2K commitment from

the pick list. Choices will vary based upon the goal
. One C2K commitment can be selected for each task. In some cases, several commitments may

seem appropriate; select the one that is most appropriate. If an ac tivity

does not fit a C2K commitment, select other and enter text in the blank field to describe the activity . For example, if the activity supports all commitments, select other and enter “supports all commitments” in the blank field. This is a required field. 2.3.2.1
- By 2010, achieve a net resource gain b y restoring 25,000 acres of tidal and non - tidal wetlands.- 7
-

Reporting Element Description Purpose Rules & Guidance Examples “Hard” Dollars Total Dollars allocated b y the organization for the activity The “hard” dollars

field is used to help estimate the total cost of the activity. Enter the total dollars allocated to

the activity

by the listed organization for the specified funding ye ar. For 2009, Federal funding is based on President’s budget (projected). Entering 2010 funding is optional at this time. Do not enter dollar signs, commas, or cents . You can enter FTEs as dollars here. If FTEs are being entered, do not enter the dollars here that are associated with the FTEs. Enter “0” This is a required numeric field. $563,365- 8
-

Reporting Element Description Purpose Rules & Guidance Examples Total FTE’s The total number of full time equivalent employees dedicated to the activity The total number of

FTEs will be used to help estimate the total activity

cost. Enter the FTEs allocated to the

activity by the listed organization for the specified funding year. FTEs can be exp ressed as whole or partial numbers. If an individual supports more then one activity , estimate the percentage for each activity
. It is recommended that dollars be entered instead of FTEs at this time; the number of FTEs can be entered in the description field. If not entering FTEs, enter “0” This is a required numeric field. 0.25, 0.5, 1.0

Funding Year An identifier that specifies the fiscal ye ar in which the funding was provided for the activity The funding year

allows for the aggregation of activities and associated funding by major activity functions. Select from pick list. There can be

planned funding for 2009 and 2010 and current funding for 2007 and 2008 for the same activity
. To capture the same activity category and activity data for more th en one year, use the “Clone Funding” button after yo u have entered the data on the current form. 2007 2008 2009 2010- 9
-

Reporting Element Description Purpose Rules & Guidance Examples For 2009, Federal funding is based on President’s budget (projected)
. Entering 2010 funding is optional at this time. This is a required field. Measure A numeric measure of the actual activity expressed as a linear, area or numeric measure Quantitative

summary metric Enter the measure for the activity

for that year only
. This should include the number of “on the ground” practices occurring for this activity ; this does not include the number of events or reports. This is an optional free text field. 50

Unit s The units of the measure Further defined

measure Select units of measure from the

pick list. This is an optional field. Acres Miles Pounds per year Unit Description A textual description of the unit of measure. Further defined unit Enter additional information to describe the unit of measure if needed. This is an optional free text field.- 10
-

Reporting Element Description Purpose Rules & Guidance Examples Milestone A short description of a major event for the activity The milestone field

is used to identify

a major event or subtask to be completed as part of the activity
. Used to show future completion of an activity
. 0, 1 or many milestone

descriptions for each activity ; milestone date mus t coincide with milestone description
. This is an optional field. Launch New Website

Milestone Date The date related to the major event as identified in the milestone The milestone date

field is used to identify the completion of the specific milestone. 0, 1 or many milestone dates for

each activity ; milestone date is related to milestone description
. A milestone date must be entered in order to save the milestone. This is an optional field. 1/12/2006i. 

## Ap pendix G Respondents to 2008 Data Call for Calendar Year 2009 Federal Agencies: US Environmental Protection Agency ( EPA ) Chesapeake Bay

Program Office US EPA Region 3 Environmental Assessment and Innovation Division US EPA Region 3 Water Protection Division US EPA Region 2 US Army Corps of Engineers ( USACE) / Baltimore USACE / Norfolk National Oceanic and Atmospheric Administration (N OAA ) / Chesapeake Bay Office Natural Resource Conservation Service (NRCS ) US Fish and Wildlife Service (USFWS ) US Geological Survey ( USGS ) / Baltimore National Park Servic e (NPS) US Forest Service (USFS) Federal Highway

Administration / US Department of Transportation US Department of Defense (DoD) USDA Farm Service Agency (FSA) States and Districts : Delaware District of Columbia Maryland New York Pennsylvania Virginia West Virginia Chesapeake Bay

Commission Non
-governmental Organization s Chesapeake Bay

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