Commanding Officer

U.S. Coast Guard

Operations Systems Center

Kearneysville, WV 25430

CANAPS User Guide

Version 7.0

June 16, 2014
Table of Contents

1. INTRODUCTION..............................................................................................................1

1.1 Contact Us........................................................................................................................................ 1

2. ACCESSING CANAPS.....................................................................................................2

3. CREATING USER ACCOUNTS.....................................................................................3

3.1 CANAPS Account for USCG Users Not Logged Into the Network and/or EPA Users.................. 3

3.2 USCG CAC Access......................................................................................................................... 4

4. LOGGING ONTO CANAPS............................................................................................5

4.1 Logon as a USCG User.................................................................................................................... 5

4.2 Logon as an EPA User..................................................................................................................... 5

4.3 Logon with USCG CAC Access...................................................................................................... 6

4.4 Resetting a CANAPS Account Password ........................................................................................ 7

4.5 Locked Accounts in CANAPS......................................................................................................... 9

4.6 Disabled Accounts in CANAPS .................................................................................................... 10

5. THE CANAPS WELCOME SCREEN..........................................................................11

6. CANAPS FAQS................................................................................................................12

7. ENTERING A NEW PROJECT....................................................................................14

7.1 FOSC/POC Information (Step 1 of 5) Screen................................................................................ 14

7.2 Incident Information (Step 2 of 5) Screen ..................................................................................... 16

7.3 Spill Information (Step 3 of 5) Screen........................................................................................... 18

7.4 FOSC Response Information (Step 4 of 5) Screen ........................................................................ 20

7.5 CGMS Message Information (Step 5 of 5) Screen ........................................................................ 21

7.6 New Project Confirmation E-mail Message .................................................................................. 23

7.7 New Project CGMS Message ........................................................................................................ 24

8. HOW TO CHANGE A PROJECT CEILING..............................................................25

8.1 Entering the Project Number ......................................................................................................... 25

8.2 Entering a New Ceiling Amount.................................................................................................... 26

8.3 Addressing the CGMS Message .................................................................................................... 28

8.4 Confirming the Information and Submitting the Change Request................................................. 29

8.5 CANAPS Response ....................................................................................................................... 30

8.6 Amended Project Confirmation E-mail Message .......................................................................... 31

8.7 Amended Project Confirmation CGMS Message.......................................................................... 32

9. HOW TO CANCEL A PROJECT.................................................................................33

9.1 Entering the Project Number ......................................................................................................... 33

9.2 Enter Requestor Information.......................................................................................................... 34

9.3 Addressing the CGMS Message .................................................................................................... 35

9.4 Confirming the Information and Submitting the Change Request................................................. 36

9.5 CANAPS Cancellation Response .................................................................................................. 36

9.6 Cancelled Project Confirmation E-mail Message.......................................................................... 36

9.7 Cancelled Project Confirmation CGMS Message ......................................................................... 38

10. CHECKING A PROJECT’S CEILING........................................................................39

11. CHANGING ACCOUNT SETTINGS...........................................................................40

11.1 Changing a User’s Default Unit..................................................................................................... 40

CANAPS User Guide, June 16, 2014 Page ii
12. MANAGING CANAPS ADMINISTRATORS .............................................................41

12.1 Editing a User’s Account............................................................................................................... 41

12.2 Deactivating a User’s Account ...................................................................................................... 43

13. CANAPS BALLSTON UTILITIES FUNCTIONS ......................................................44

13.1 Change Ceiling Threshold ............................................................................................................. 45

13.2 Review Recent Transactions.......................................................................................................... 46

13.3 Review PA Interface Exceptions................................................................................................... 47

List of Figures

Figure 2-1 CANAPS Entry Point Screen........................................................................................2

Figure 3-1 Create New Account Link.............................................................................................3

Figure 3-2 CANAPS Account Creation Request Screen................................................................3

Figure 3-3 Account Creation E-mail Message................................................................................4

Figure 4-1 Forgot Your Password? Link ........................................................................................7

Figure 4-2 CANAPS Password Change Request Screen................................................................7

Figure 4-3 CANAPS Account Request Confirmation Screen ........................................................8

Figure 4-4 Click Here Link.............................................................................................................9

Figure 5-1 CANAPS Welcome Screen.........................................................................................11

Figure 7-1 New Project Wizard Link............................................................................................14

Figure 7-2 FOSC/POC Information (Step 1 of 5) Screen.............................................................14

Figure 7-3 Incident Information (Step 2 of 5) Screen...................................................................16

Figure 7-4 Spill Information (Step 3 of 5) Screen ........................................................................18

Figure 7-5 FOSC Response Information (Step 4 of 5) Screen .....................................................20

Figure 7-6 Confirm Requested Amount Screen............................................................................21

Figure 7-7 Confirm Information Screen .......................................................................................22

Figure 7-8 CANAPS Response Screen.........................................................................................22

Figure 7-9 New Project Confirmation Email................................................................................23

Figure 7-10 New Project CGMS Message....................................................................................24

Figure 8-1 Change a Project’s Ceiling Screen..............................................................................25

Figure 8-2 Project Information Screen .........................................................................................26

Figure 8-3 CGMS Message Information Screen ..........................................................................28

Figure 8-4 Confirm Project Change Information Screen..............................................................29

Figure 8-5 Newly Approved Project Ceiling Amount..................................................................30

Figure 8-6 Amended Project Confirmation E-mail Message .......................................................31

CANAPS User Guide, June 16, 2014 Page iii
Figure 8-7 Amended Project CGMS Message..............................................................................32

Figure 9-1 Cancel Project Screen .................................................................................................33

Figure 9-2 Help Link ....................................................................................................................34

Figure 9-3 Confirm Project Cancellation Screen..........................................................................35

Figure 9-4 CANAPS Cancellation Response Screen....................................................................36

Figure 9-5 Cancelled Project Confirmation E-mail......................................................................37

Figure 9-6 Cancelled Project CGMS Message .............................................................................38

Figure 10-1 Check Project Ceiling Screen....................................................................................39

Figure 10-2 Project’s Current Ceiling...........................................................................................39

Figure 11-1 Change Unit ID Screen .............................................................................................40

Figure 12-1 Manage User Accounts Screen .................................................................................41

Figure 12-2 Edit User....................................................................................................................42

Figure 12-3 Edit User Account Screen .........................................................................................42

Figure 12-4 Deactivate Accounts Button......................................................................................43

Figure 13-1 Ballston Utilities Menu Option .................................................................................44

Figure 13-2 Welcome to the Ceiling and Number Assignment Processing System (CANAPS) 

Screen.....................................................................................................................................44

Figure 13-3 Change Thresholds Screen........................................................................................45

Figure 13-4 Transactions Within the Last 14 Days Screen ..........................................................46

Figure 13-5 Project Details Screen ...............................................................................................47

Figure 13-6 Review PA Interface Exceptions Screen...................................................................48

List of Tables

Table 6-1 CANAPS FAQs............................................................................................................12

CANAPS User Guide, June 16, 2014 Page iv
1. INTRODUCTION

United States Coast Guard (USCG) and Environmental Protection Agency (EPA) Federal OnScene Coordinators (FOSCs) require access to Oil Spill Liability Trust Fund (OSLTF) or 

Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) funds to 

respond to pollution incidents.

The National Pollution Funds Center’s (NPFC’s) Ceiling and Number Assignment Processing 

System (CANAPS) is an Internet-based “wizard” that issues OSLTF Federal Project Numbers 

(FPN) and CERCLA Project Numbers (CPN) and authorized ceiling limits (“budgets”) for 

federally funded pollution removal actions. CANAPS allows field units to request the following:

• New project numbers and initial project funding ceilings

• Ceiling amendments (increases or decreases)

• Project cancellations

• Current ceiling status of existing projects.

CANAPS can be remotely accessed by both Coast Guard (CG) and EPA FOSCs and authorized 

NPFC Case Management (Cm) and Financial Management Division (Cf) users. The system 

assigns financial information promptly, securely, and accurately without human intervention, and 

automatically generates and issues ceiling messages to key parties via the Coast Guard 

Messaging System (CGMS).

The FOSC is able to launch the CANAPS application from any Internet-accessible personal 

computer (PC) and enter the required information. Based on incident criteria and other 

parameters, the system generates a unique, accurate FPN or CPN, and the associated Accounting 

String and Document Control Number (DCN) templates. The system creates the appropriate 

ceiling messages and distributes them to all applicable recipients. The system also generates 

ceiling amendment messages (for example, a ceiling increase, decrease, or cancellation).

1.1 Contact Us

If you have questions or need assistance, you may contact the NPFC during normal business 

hours, Monday through Friday 7:30 a.m. – 4:00 p.m. [Eastern Standard Time (EST)], by one of 

the following methods:

• Web Address: http://www.uscg.mil/npfc/

• NPFC Command Duty Officer Cell Phone: (202) 494-9118

• CANAPS Point of Contacts (POCs): Mr. Greg Buie

(703) 872-6073

Gregory.W.Buie@uscg.mil

or

Mr. Mark McEwen

(703) 872-6084

Mark.L.McEwen@uscg.mil

CANAPS User Guide, June 16, 2014 Page 1
2. ACCESSING CANAPS

To access CANAPS, complete the following steps:

1. Enter: HTTPS://NPFC.USCG.MIL/CANAPS in the Address field of the Web browser.

2. Press the ENTER key.

The CANAPS Entry Point screen appears similar to the following figure.

Figure 2-1 CANAPS Entry Point Screen

3. Select your {point of entry} from the three choices provided (USCG Login Access, EPA 

Users, or USCG CAC Access).

CANAPS User Guide, June 16, 2014 Page 2
3. CREATING USER ACCOUNTS

Every CANAPS user is required to have an individual CANAPS account. A user can access 

CANAPS through one of the following three entry points:

• USCG Login Access

• EPA Users

• USCG CAC Access.

The following sections describe the process of creating user accounts for each of the three entry 

points.

3.1 CANAPS Account for USCG Users Not Logged Into the Network and/or EPA 

Users

To create a CANAPS account for USCG users not logged into the CG network and/or EPA 

users, complete the following steps:

1. On the CANAPS Entry Point screen, click the USCG Login Access or EPA Users link 

(whichever is appropriate), and then click the I Accept button ( ) on the Warning 

Banner.

The CANAPS Login screen appears similar to the following figure.

Figure 3-1 Create New Account Link

2. Click the Create New Account link to create a new account.

The CANAPS Account Creation Request screen appears similar to the following.

Figure 3-2 CANAPS Account Creation Request Screen

CANAPS User Guide, June 16, 2014 Page 3
3. Enter a valid {USCG or EPA electronic mail (e-mail) address} in the USCG or EPA Email 

Address field.

NOTE: USCG users must enter a valid USCG e-mail address and EPA users must enter a valid 

EPA e-mail address.

4. Select a {Unit ID} from the Unit ID drop-down menu.

5. Enter a {password} in the Password field, and then re-enter the {password} in the Confirm 

Password field.

NOTE: The password must be at least 8 characters in length and contain the following: at least 

one lowercase and one uppercase character, and either a number or special character. 

The password cannot be a recently used password either.

6. Click the Create Account button ( ).

An account creation e-mail message is sent to the user and appears similar to the 

following figure.

Figure 3-3 Account Creation E-mail Message

7. Click the {link} contained in the e-mail message.

The USCG/EPA user is able to logon to CANAPS using their e-mail address and 

password.

NOTE: The e-mail verification must be completed within 24 hours to fully activate the CANAPS 

account.

3.2 USCG CAC Access

Accounts for USCG users who are logged into the CG network will automatically and 

transparently be created upon first access. However, upon initial access, USCG users will be 

required to identify their current {unit/district}. For more information pertaining to logging on 

via CAC access, refer to Section 4.3, Logon with USCG CAC Access.

CANAPS User Guide, June 16, 2014 Page 4
4. LOGGING ONTO CANAPS

4.1 Logon as a USCG User

USCG users who are not logged into the CG network can logon through the USCG Login 

Access entry point. To logon through this entry point, complete the following steps:

1. Access the CANAPS site.

The CANAPS Entry Point screen appears.

2. Click the USCG Login Access link.

The DHS Security Notice screen appears.

3. Click the I Accept button ( ).

The CANAPS Login screen appears.

4. Enter a valid {USCG e-mail address} in the Email Address field.

NOTE: The e-mail address must be a valid USCG e-mail address (for example, contain 

@uscg.mil).

5. Enter the {password} in the Password field, and then click the Login button ( ).

The USCG user is logged into CANAPS and the CANAPS Welcome screen appears.

NOTE 1: If you have forgotten your password, refer to Section 4.4, Resetting a CANAPS 

Account Password for instructions on how to reset your account.

NOTE 2: If your account has been locked, refer to Section 4.5, Locked Accounts in CANAPS

for instructions on how to unlock your account.

NOTE 3: If your account has been disabled, refer to Section 4.6, Disabled Accounts in 

CANAPS for instructions on how to re-enable your account.

4.2 Logon as an EPA User

To logon as an EPA user, complete the following steps:

1. Access the CANAPS site.

The CANAPS Entry Point screen appears.

2. Click the EPA Users link.

The DHS Security Notice screen appears.

3. Click the I Accept button ( ).

The CANAPS Login screen appears.

4. Enter a valid {EPA e-mail address} in the Email Address field.

5. Enter the {password} in the Password field, and then click the Login button ( ).

The EPA user is logged into CANAPS and the CANAPS Welcome screen appears.

CANAPS User Guide, June 16, 2014 Page 5
NOTE 1: If you have forgotten your password, refer to Section 4.4, Resetting a CANAPS 

Account Password for instructions on how to reset your account.

NOTE 2: If your account has been locked, refer to Section 4.5, Locked Accounts in CANAPS

for instructions on how to unlock your account.

NOTE 3: If your account has been disabled, refer to Section 4.6, Disabled Accounts in 

CANAPS for instructions on how to re-enable your account.

4.3 Logon with USCG CAC Access

USCG users connected to the USCG network via CAC will be authenticated via Active 

Directory (AD) and will not be required to enter an e-mail address and password.

AD authentication requires the USCG user to be connected to the Coast Guard One (CGOne) 

network to access CANAPS.

To logon via CAC access, complete the following steps:

1. Access the CANAPS site.

The CANAPS Entry Point screen appears.

2. Click the USCG CAC Access link.

The DHS Security Notice screen appears.

3. Click the I Accept button ( ).

The Select Sector/Unit ID screen appears (for first-time users only).

4. Select your current {unit/district} from the Unit ID drop-down menu, and then click the 

Continue button ( ).

The user is logged into CANAPS and the CANAPS Welcome screen appears.

To access CANAPS via CAC from outside a USCG facility, a USCG user will need to CACRemote Access Service (RAS) to the CGOne network first. From within a USCG facility, if the 

USCG user does NOT have their CAC available, they will need to obtain a temporary network 

login password from their local support unit. Once connected to the network, the user will be 

able to access CANAPS. Alternatively, the USCG user can access CANAPS without going 

through the USCG network; Refer to Section 4.1, Logon as a USCG User.

CANAPS User Guide, June 16, 2014 Page 6
4.4 Resetting a CANAPS Account Password

USCG users who are not logged into the CG network and EPA users who have forgotten their 

password will need to reset their password in order to gain access to CANAPS.

To reset a forgotten password, complete the following steps:

1. From the CANAPS Logon screen, click the Forgot your password? link, as shown in the 

following figure.

Figure 4-1 Forgot Your Password? Link

The CANAPS Password Change Request screen appears.

Figure 4-2 CANAPS Password Change Request Screen

2. Enter a valid {USCG or EPA e-mail address} in the USCG or EPA Email Address field.

3. Enter a new {password} in the Password field, and then re-enter the {password} in the 

Confirm Password field.

NOTE: The password must be at least 8 characters in length and contain the following: at least 

one lowercase and one uppercase character, and either a number or special character. 

Users cannot re-use any of the eight previously used passwords.

4. Click the Retrieve Account button .

CANAPS User Guide, June 16, 2014 Page 7
The CANAPS Account Request Confirmation screen appears, similar to the following 

figure, and an e-mail message is sent to the {USCG or EPA e-mail address} entered 

on the CANAPS Password Change Request screen.

Figure 4-3 CANAPS Account Request Confirmation Screen

5. Navigate to your {USCG or EPA e-mail account} and open the e-mail message with the 

following subject line: “New CANAPS Password Requested”.

6. Click the link inside the e-mail message, as shown above in Figure 4-3.

The Email Address and Confirmation Code fields, on the CANAPS Account Request 

Confirmation screen, are automatically populated.

7. Click the Confirm Request button ( ).

The DHS Security Notice screen appears.

8. Click the I Accept button ( ).

The CANAPS Login screen appears.

9. Enter your {Email Address} and {Password} in the appropriate fields, and then click the 

Login button ( ).

The CANAPS Main Menu screen appears.

CANAPS User Guide, June 16, 2014 Page 8
4.5 Locked Accounts in CANAPS

A USCG user who is not logged into the CG network and/or an EPA user’s CANAPS account 

will be locked after three consecutive failed logon attempts. Once a user’s account has been 

locked, the user will be notified the account has been locked and the password may be reset by 

clicking a click here link, as shown in the following figure.

Figure 4-4 Click Here Link

NOTE 1: An e-mail message will also be sent to the user containing instructions on how to 

unlock the account.

NOTE 2: This does NOT apply to USCG users who enter CANAPS through the USCG CAC 

Access entry point since those users access CANAPS via single sign-on.

To unlock an account, complete the following steps:

1. From the CANAPS Login screen, click the click here link (as shown in Figure 4-4).

The CANAPS Password Change Request screen appears.

2. Enter a valid {USCG or EPA e-mail address} in the USCG or EPA Email Address field.

3. Enter a new {password} in the Password field, and then re-enter the {password} in the 

Confirm Password field.

NOTE: The password must be at least 8 characters in length and contain the following: at least 

one lowercase and one uppercase character, and either a number or special character. 

Users cannot re-use any of the eight previously used passwords.

4. Click the Retrieve Account button ( ).

The CANAPS Account Request Confirmation screen appears, similar to Figure 4-3, 

and an e-mail message is sent to the {USCG or EPA e-mail address} entered on the 

CANAPS Password Change Request screen.

5. Navigate to your {USCG or EPA e-mail account} and open the e-mail message with the 

following subject line: “New CANAPS Password Requested”.

6. Click the link inside the e-mail message, as shown above in Figure 4-3.

CANAPS User Guide, June 16, 2014 Page 9
The Email Address and Confirmation Code fields, on the CANAPS Account Request 

Confirmation screen, are automatically populated.

7. Click the Confirm Request button ( ).

The CANAPS Login screen appears.

8. Enter your {Email Address} and {Password} in the appropriate fields, and then click the 

Login button ( ).

The CANAPS Main Menu screen appears.

4.6 Disabled Accounts in CANAPS

CANAPS user accounts will be disabled after 45 days of inactivity or upon password expiration, 

which occurs every 90 days. An e-mail message will be sent to the user informing them the 

account has been disabled and instructing the user to reset the account password. Refer to 

Section 4.4, Resetting a CANAPS Account Password for detailed instructions.

CANAPS User Guide, June 16, 2014 Page 10
5. THE CANAPS WELCOME SCREEN

WARNING: Use of this system is restricted to authorized CG and EPA users only. 

Unauthorized use is prohibited.

The CANAPS Welcome screen allows users to perform the following:

• Request a new project number and ceiling from NPFC

• Increase or decrease the ceiling for an existing project

• Cancel a previously opened project (only when no funds have been expended)

• Check the current ceiling for a previously opened project

• Check for the answers to the most commonly asked CANAPS questions

• Contact the CANAPS POCs for questions or issues regarding CANAPS

NOTE: Refer to Section 1.1, Contact Us for CANAPS POC contact information.

• Change your CANAPS account settings (for example, Unit ID)

• Manage CANAPS Administrators

• Access CANAPS Ballston Utilities functions.

NOTE: The User Administration and Ballston Utilities menu options are only viewable by 

authorized users.

Figure 5-1 CANAPS Welcome Screen

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6. CANAPS FAQs

The CANAPS FAQs menu option displays a list of the most Frequently Asked Questions 

(FAQs) about the CANAPS application.

To access the CANAPS FAQs, complete the following steps:

1. Click the CANAPS FAQs link (located on the CANAPS Welcome screen).

The CANAPS FAQ’s screen appears displaying the most frequently asked questions

(refer to Table 6-1 for a listing of the CANAPS FAQs).

Table 6-1 CANAPS FAQs

Question Answer

What is CANAPS? CANAPS stands for Ceiling and Number Assignment 

Processing System. It’s an automated system that allows 

USCG and EPA FOSCs in the field to get project numbers and 

authorized budget ceilings.

Does CANAPS use cookies? CANAPS only uses cookies to maintain state during the 

session. No information is stored in cookies.

What does the (*) mean? Asterisks (*) indicate required fields. If the user selects the 

“Next” button before entering all required fields, the system 

will prompt you to complete them. The system will not allow 

the user to proceed to the next step until all required fields are 

entered.

Do CANAPS sessions time 

out?

If a user leaves the CANAPS session inactive (in other words, 

hits no keys or enters no data in any field), the browser will 

time out after 20 minutes. Time-Outs can be avoided by 

entering data or pressing any key, such as the “Next” or “Back” 

button on the browser.

Why am I locked out? Three (3) failed logon attempts will lock the user out. You will 

need to initiate a password change/account recovery request 

from the CANAPS website.

What if I have trouble 

launching CANAPS?

Always start any troubleshooting from a freshly opened 

browser session. Close ALL browser windows and exit 

Internet Explorer or Netscape. Re-launch the browser, and then 

type in the URL (http://www.npfc.uscg.mil/canaps). 

After you get past the logon screen, you will be at the main 

menu. Contact the NPFC if problems persist.

How can I enter multiple 

email addresses to receive 

copies of the confirmation 

email for my transaction?

Separate each address by a semi-colon (;) or comma (,). Do not 

use other special characters. Be sure if you cut and paste the 

addresses from another document that there aren’t hidden 

characters embedded in them.

What is the proper format for Only enter six (6) alphanumeric characters. Do not put “FPN” 

or “CPN”, dashes, or other characters in front of the number. 

CANAPS User Guide, June 16, 2014 Page 12
Question Answer

entering a Project Number? The letters can be upper or lower case. Be sure to type the 

number “zero” (0), not the letter “oh” (O).

2. Once finished reviewing the CANAPS FAQs, click the button in the Web browser to 

return to the CANAPS Welcome screen.

NOTE: Contact the NPFC directly for additional questions not answered in the FAQ section.

CANAPS User Guide, June 16, 2014 Page 13
7. ENTERING A NEW PROJECT

The New project wizard menu option allows users to request a new project number and ceiling 

from the NPFC.

To enter a new project, complete the following step:

Click the New project wizard link (located on the CANAPS Main Menu screen).

Figure 7-1 New Project Wizard Link

The FOSC/POC Information (Step 1 of 5) screen appears.

7.1 FOSC/POC Information (Step 1 of 5) Screen

The FOSC/POC Information (Step 1 of 5) screen allows users to enter information about the 

Federal On-Scene Coordinator (FOSC)/POC.

NOTE: Click the Step 1 Help link located in the top left corner of the FOSC/POC Information 

(Step 1 of 5) screen for more detailed information regarding each of the fields.

Figure 7-2 FOSC/POC Information (Step 1 of 5) Screen

CANAPS User Guide, June 16, 2014 Page 14
To complete the FOSC/POC Information (Step 1 of 5) screen, complete the following steps:

1. Click the down arrow next to the FOSC Unit field, and then select the appropriate {FOSC 

Unit} from the drop-down menu. This is a required field.

NOTE 1: The FOSC Unit field defaults to the {unit you are logged in under}. For example, 

Sector Boston.

NOTE 2: If necessary, a project may be requested on behalf of another unit. However, this 

should not be done without the prior concurrence of the {responsible unit}. If acting 

as a surrogate (requesting a project for another unit), then select {that unit} from the 

drop-down menu.

2. Enter the {name of the POC/FOSC} in the POC/FOSC Name field. This is a required field 

and accepts free text data. The format for this field is 

{Title/Rank∆First Name∆Last Name∆Suffix} (for example, LT JOHN DOE, Jr.).

3. Enter the {telephone number of the POC/FOSC} in the POC/FOSC Phone Number field. 

This field accepts numeric characters, dashes (-), and spaces.

4. Enter the {fax number of the POC/FOSC} in the POC/FOSC Fax Number field. This field 

accepts numeric characters, dashes (-), and spaces.

5. Enter the {e-mail address of the POC/FOSC} in the POC/FOSC Email field. This is a free 

text field.

6. Enter the {name of the Requestor} in the Requestor’s Name field. This is a required field 

and accepts free text data. The format for this field is 

{Title/Rank∆First Name∆Last Name∆Suffix} (for example, LT JOHN DOE, Jr.).

7. Enter the {telephone number of the Requestor} in the Requestor’s Phone field. This field 

accepts numeric characters, dashes (-), and spaces.

8. Enter the {e-mail address of the Requestor and any additional individuals} in the 

Confirmation Email Address(es) field. This is a required field and must be in the following 

format: {text}@{domain name}, for example janedoe@aol.com.

NOTE: The requestor’s e-mail address must be entered first in the Confirmation Email 

Address(es) field. A maximum of 25 e-mail addresses can be entered in the 

Confirmation Email Address(es) field. E-mail addresses must be separated by a 

comma (,) or a semicolon (;).

9. Click the Next button ( ).

NOTE: All required information must be entered prior to clicking the Next button ( ).

The Incident Information (Step 2 of 5) screen appears.

CANAPS User Guide, June 16, 2014 Page 15
7.2 Incident Information (Step 2 of 5) Screen

The Incident Information (Step 2 of 5) screen allows users to enter information about the 

incident or threat of incident.

NOTE: Click the Step 2 Help link located in the top left corner of the Incident Information (Step 

2 of 5) screen for more detailed information regarding each of the fields.

Figure 7-3 Incident Information (Step 2 of 5) Screen

To complete the Incident Information (Step 2 of 5) screen, complete the following steps:

1. Enter the {date of the incident} in the Incident Date field. This is a required field and 

accepts free text data. The format for the date is {MM/DD/YYYY} (for example, 

07/15/2009).

NOTE: The Incident date defaults to the current date. This field may be changed to a prior 

date, but not one in the future.

2. Enter the {location of the incident} in the Incident Location field. This is a required field 

and accepts free text data up to 100 alphanumeric characters. The location may be the city, 

county, mile marker, or buoy number where the incident occurred.

3. Click the down arrow next to the Incident State field, and then select the appropriate 

{state} from the drop-down menu (or type the {first letter} of the state to more quickly 

locate the correct state). This is a required field.

4. Enter the {navigable body of water the incident occurred} in the Navigable Body of 

Water field. This field accepts free text data.

NOTE: The Navigable Body of Water field is a required field if Oil is selected from the Type of 

Product Spilled drop-down menu.

5. Click the down arrow next to the Type of Product Spilled field, and then select the 

appropriate {product} from the drop-down menu. The only option available to EPA users is 

oil. This is a required field.

CANAPS User Guide, June 16, 2014 Page 16
6. Enter the {numeric quantity} of the {product} spilled in the Amount Spilled field. This 

field accepts numeric characters only.

NOTE: If a {unit of measure} is selected from the Units drop-down menu, then the Amount 

Spilled field becomes a required field.

7. Click the down arrow next to the Units field, and then select the appropriate {unit of 

measure} from the drop-down menu.

8. Enter the {MISLE Case or Activity Number} in the MISLE Case/Activity Number field. 

This field accepts free text data.

9. Enter the {NRC Incident Number} in the NRC Incident Number field. This field accepts 

free text data.

10. Enter the {name of the responsible party} in the Responsible Party field. This field 

accepts free text data.

11. If this incident/threat involves un-mixed Oil and Hazmat products, then check Yes to indicate 

that a related CERCLA project is also being opened. Only complete for the applicable Oil 

cases.

12. Click the Next button .

NOTE: All required information must be entered prior to clicking the Next button ( ).

The Spill Information (Step 3 of 5) screen appears.

CANAPS User Guide, June 16, 2014 Page 17
7.3 Spill Information (Step 3 of 5) Screen

The Spill Information (Step 3 of 5) screen allows users to enter information about the spill.

NOTE: Click the Step 3 Help link located in the top left corner of the Spill Information (Step 3 

of 5) screen for more detailed information regarding each of the fields.

Figure 7-4 Spill Information (Step 3 of 5) Screen

To complete the Spill Information (Step 3 of 5) screen, complete the following steps:

1. Click the down arrow next to the Source of Spill/Threat field, and then select the {source of 

the spill/threat} from the drop-down menu. This is a required field.

2. Click the down arrow next to the Vessel Type field, and then select the {type of vessel}

from the drop-down menu.

NOTE: Vessel Type field becomes a required field if Vessel_COFR or Vessel NON_COFR is 

selected from the Source of Spill/Threat drop-down menu. If Mystery is selected from 

the Source of Spill/Threat drop-down menu, then the Vessel Type, Vessel/Facility 

Name, and Vessel Identification Number (VIN) fields become inactive.

3. Enter the {name of the vessel or facility} in the Vessel/Facility Name field. This field 

accepts free form text data.

NOTE: Vessel/Facility Name field becomes a required field if a value other than Mystery is 

selected from the Source of Spill/Threat drop-down menu. If Facility is selected from 

the Source of Spill/Threat drop-down menu, then the Vessel/Facility Name field 

becomes the Facility Name field. If Vessel_NON_COFR or Vessel_COFR is selected 

from the Source of Spill/Threat drop-down menu, then the Vessel/Facility Name field 

becomes the Vessel Name field.

4. Enter the {vessel’s identification number} in the Vessel Identification Number (VIN)

field. This field accepts free form text data; however is disabled if Mystery is selected in the 

Source of Spill/Threat drop-down menu.

5. Click the down arrow next to the Has the FOSC Made Determination of a Substantial 

Threat of a Discharge or Release?, and then select the appropriate {value} from the dropdown menu.

CANAPS User Guide, June 16, 2014 Page 18
NOTE: Has the FOSC Made Determination of a Substantial Threat of a Discharge or 

Release? field becomes a required field if a numeric value is not entered in the Amount 

Spilled field on the Incident Information (Step 2 of 5) screen.

6. Enter a {description of the threat} in the Description of Substantial Threat field. This 

field accepts free form text data.

NOTE: Description of Substantial Threat field becomes a required field if Yes is selected from 

the Has the FOSC Made Determination of a Substantial Threat of a Discharge or 

Release? drop-down menu.

7. Enter the {numeric quantity of the amount that could be spilled} in the Potential Amount 

that Could be Spilled field. This field accepts free form text data.

NOTE: If a {unit of measure} is selected from the Units drop-down menu, then the Potential 

Amount that Could be Spilled field becomes a required field.

8. Click the down arrow next to the Units field, and then select the appropriate {unit of 

measure} from the drop-down menu.

9. Enter any {additional comments} in the Additional Comments field. This field accepts 

free form text data up to a maximum of 2000 alphanumeric characters.

10. Click the Next button ( ).

NOTE: All required information must be entered prior to clicking the Next button( ).

The FOSC Response Information (Step 4 of 5) screen appears.

CANAPS User Guide, June 16, 2014 Page 19
7.4 FOSC Response Information (Step 4 of 5) Screen

The FOSC Response Information (Step 4 of 5) screen allows users to request a project ceiling.

NOTE: Click the Step 4 Help link located in the top left corner of the FOSC Response 

Information (Step 4 of 5) screen for more detailed information regarding each of the 

fields.

Figure 7-5 FOSC Response Information (Step 4 of 5) Screen

To complete the FOSC Response Information (Step 4 of 5) screen, complete the following steps:

1. Enter the {action commencement date} in the FOSC Action Commence Date field. This 

is a required field and accepts free text data. The format for the date is {MM/DD/YYYY} (for 

example, 12/07/2009).

NOTE 1: The FOSC Action Commence Date defaults to the current date. This field may be 

changed to a prior date, but cannot be prior to the Incident Date.

NOTE 2: The Estimated CG Personnel & Equipment Costs (CG Cases only) field is presently 

inactive. When activated in a later version of CANAPS, it will capture estimated CG 

personnel and equipment costs.

2. Enter the {estimated OSLTF/CERCLA costs} in the Estimated OSLTF/CERCLA Costs 

(e.g., Contractor, Travel, etc.) field. This is a required field and accepts numeric 

characters.

NOTE: Please consider the following when entering the requested amount in the Estimated 

OSLTF/CERCLA Costs (e.g., Contractor, Travel, etc.) field:

• If the amount requested is greater than $50,000, you will be prompted to confirm the 

amount

• Please be advised that the NPFC and EPA have established ceiling thresholds in order 

to manage OSLTF and CERCLA funds

• CANAPS will only issue a ceiling up to the allowable threshold

• The confirming e-mail message will advise you of the amount authorized and provide 

additional information if the amount requested exceeded the threshold

• The system will automatically notify the NPFC if you have requested a higher ceiling.

3. The system will automatically calculate the sum of the Estimated CG Personnel & 

Equipment Costs (CG Cases only) and the Estimated OSLTF/CERCLA Costs (e.g., 

Contractor, Travel, etc.) fields and display the total in the Total Estimated Project Costs

field.

CANAPS User Guide, June 16, 2014 Page 20
4. Click the Next button ( ).

NOTE 1: All required information must be entered prior to clicking the Next button ( ).

NOTE 2: If the amount requested is greater than $50,000, then the amount must be confirmed 

by clicking the Next button ( ) a second time, as shown in the following 

figure.

Figure 7-6 Confirm Requested Amount Screen

The CGMS Message Information (Step 5 of 5) screen appears.

7.5 CGMS Message Information (Step 5 of 5) Screen

The CGMS Message Information (Step 5 of 5) screen allows users to address the CGMS 

message.

NOTE: Click the Step 5 Help link located in the top left corner of the CGMS Message 

Information (Step 5 of 5) screen for more detailed information regarding each of the 

fields.

To complete the CGMS Message Information (Step 5 of 5) screen, complete the following steps:

NOTE: A list of default addressees appears in a read-only format. This section of the screen 

lists all the addressees to whom the official CGMS message will be sent automatically.

1. Select any {additional addressees} from the Additional Addressees list.

NOTE: Hold down the CTRL key while highlighting items with the mouse to select more than 

one additional addressee.

2. Enter a {message reference} in the Message Reference (optional) field, if desired. This 

field accepts free form text data.

3. Click the Next button ( ).

The Confirm Information screen appears similar to the following figure.

CANAPS User Guide, June 16, 2014 Page 21
Figure 7-7 Confirm Information Screen

4. Ensure all information on the Confirm Information screen is correct, and then click the 

Submit FPN/CPN Request to the NPFC button ( ).

NOTE: If any information on the Confirm Information screen is incorrect, click the Back button

( ) in the Web browser as many times as needed to return to the screen the 

{incorrect data} is located.

The CANAPS Response screen appears and a read-only message indicating your 

request has been processed and a CGMS message will be sent out is displayed.

Figure 7-8 CANAPS Response Screen

5. Click the Return to Main Menu button ( ) to return to the CANAPS 

Welcome screen to perform another CANAPS function.

CANAPS User Guide, June 16, 2014 Page 22
7.6 New Project Confirmation E-mail Message

The CANAPS application creates a confirmation e-mail message once the Submit FPN/CPN 

Request to the NPFC> button ( ) is clicked. The subject line 

of the e-mail contains the {project number}, as well as the {type of CANAPS transaction} (for 

example New CANAPS project, Update CANAPS Project, and so forth).

The body of the e-mail message includes, but is not limited to, the following: the {project 

number}, the {project date}, the {total amount requested}, and the {approved total ceiling}.

NOTE: If the ceiling amount requested exceeds the established limit, then the message will 

advise the {recipient} to contact the NPFC for additional funds.

The e-mail message also includes the Case Officer Name and contact information. The NPFC 

Case Officer is assigned based on {FOSC district} for USCG cases and by {incident state} for 

EPA cases.

Figure 7-9 New Project Confirmation Email

CANAPS User Guide, June 16, 2014 Page 23
7.7 New Project CGMS Message

Figure 7-10 is an example of the CGMS message that CANAPS creates once the New project 

wizard is completed. The body of the CGMS message includes, but is not limited to the 

following: the new {project number}, the {authorized ceiling}, the {NPFC Case Officer 

Contact} information, and the {accounting string} information.

Figure 7-10 New Project CGMS Message

CANAPS User Guide, June 16, 2014 Page 24
8. HOW TO CHANGE A PROJECT CEILING

CANAPS has a Change a Project Ceiling Wizard that allows users to increase or decrease the 

ceiling for an existing project.

To change a project ceiling, complete the following steps:

• Step 1: Enter the Project Number

• Step 2: Review the selected project information and enter the new ceiling amount

• Step 3: Address the CGMS Message

• Step 4: Confirm the information and submit the request

• Step 5: Receive the CANAPS response and confirmation messages (e-mail and 

CGMS).

NOTE: Refer to Section 8.6, Amended Project Confirmation E-mail Message through Section 

8.7, Amended Project Confirmation CGMS Message for examples of the confirmation email and CGMS confirmation messages.

8.1 Entering the Project Number

To enter the Project Number, complete the following steps:

1. Click the Change a project ceiling link (located on the CANAPS Welcome screen).

The Change a Project’s Ceiling screen appears.

Figure 8-1 Change a Project’s Ceiling Screen

2. Enter the {project number whose ceiling you wish to change} in the Project Number 

field.

3. Click the Next button ( ).

CANAPS User Guide, June 16, 2014 Page 25
NOTE: A project number must be entered prior to clicking the Next button ( ).

The Project Information screen appears similar to the following figure.

Figure 8-2 Project Information Screen

8.2 Entering a New Ceiling Amount

Review the following information on the Project Information screen to ensure the correct project 

information is being displayed:

• Project #

• Incident Name

• Current Ceiling

• Obligations and Expenditures

NOTE: If the Current Ceiling Total is less than the Obligations and Expenditures amount, then 

the user will have to confirm the variance is intended. NPFC will be notified of the 

variance and will contact the POC/FOSC to resolve the issue.

• Vessel/Facility Name

• Body of Water

• Incident Date

• Incident Location

• Case Officer

• Incident State

• Source of Spill

• Vessel Type

CANAPS User Guide, June 16, 2014 Page 26
• Amount Spilled

• Responsible Party

• Type of Product Spilled.

If the incorrect project information is being displayed, click the Back button ( ) in the Web 

browser to return to the previous screen to re-enter the correct project number.

Once it has been determined the correct project information is being displayed, complete the 

following steps to change the project’s ceiling:

1. Enter the {name of the requestor} in the Requestor’s Name field. This is a required field 

and accepts free text data. The format for this field is 

{Title/Rank∆First Name∆Last Name∆Suffix} (for example, LT JOHN DOE, Jr.).

2. Enter the {telephone number of the requestor} in the Requestor’s Phone field. This is a 

required field and accepts free text data.

3. Enter a {new ceiling amount} in the New Ceiling field. This is a required field and accepts 

free text data.

NOTE 1: CANAPS will only issue a ceiling up to the allowable threshold. Threshold values 

may vary at times due to the availability of funds.

NOTE 2: The confirmation e-mail message will advise you of the amount authorized and 

provide additional information if the amount requested exceeded the threshold. The 

system will automatically notify the NPFC that you have requested a higher ceiling.

4. Enter the {e-mail address of the requestor and any additional individuals you want the 

new Project Information sent to} in the Confirmation Email Address(es) field. This is a 

required field and accepts free text data.

NOTE: The requestor’s e-mail address must be entered first in the Confirmation Email 

Address(es) field. A maximum of 25 e-mail addresses can be entered in the 

Confirmation Email Address(es) field. E-mail addresses must be separated by a 

comma (,) or a semicolon (;).

5. Ensure the {name} in the POC/FOSC Name field is correct. If it is incorrect, update 

accordingly. This is a required field and accepts free text data.

NOTE: The name in the POC/FOSC Name field is automatically populated with data from the 

most recent prior CANAPS transaction for the selected case.

6. Ensure the {telephone number} in the POC/FOSC Phone field is correct. If it is incorrect, 

update accordingly. This field accepts free text data.

NOTE: The name in the POC/FOSC Phone field is automatically populated with data from the 

most recent prior CANAPS transaction for the selected case.

7. Ensure the {fax number} in the POC/FOSC Fax Number field is correct. If it is incorrect, 

update accordingly. This field accepts free text data.

NOTE: The name in the POC/FOSC Fax field is automatically populated with data from the 

most recent prior CANAPS transaction for the selected case.

CANAPS User Guide, June 16, 2014 Page 27
8. Ensure the {e-mail address} in the POC/FOSC Email field is correct. If it is incorrect, 

update accordingly. This field accepts free text data.

NOTE: The name in the POC/FOSC Email field is automatically populated with data from the 

most recent prior CANAPS transaction for the selected case.

9. Once all required fields have been completed, click the Next button ( ).

NOTE: If the ceiling amount requested is greater than $50,000, you will be prompted to confirm 

the amount by clicking the Next button ( ) a second time.

The CGMS Message Information screen appears.

8.3 Addressing the CGMS Message

The CGMS Message Information screen, as shown in the following figure, allows users to 

address the CGMS message.

Figure 8-3 CGMS Message Information Screen

To address the CGMS Message, complete the following steps:

NOTE: A read-only list of Default addressees is displayed at the top of the screen. This is a list 

of all of the addressees to whom the official CGMS message will be sent to 

automatically.

1. Select {additional addressees} from the Additional Addressees drop-down menu.

NOTE: Hold down the CTRL key while highlighting addressees with the mouse to select more 

than one additional addressee.

2. Enter a {message} in the Message Reference (optional) field, if necessary.

3. Click the Next button .

The Confirm Project Change Information screen appears similar to the following 

figure.

CANAPS User Guide, June 16, 2014 Page 28
Figure 8-4 Confirm Project Change Information Screen

8.4 Confirming the Information and Submitting the Change Request

The Confirm Project Change Information screen allows users to submit change requests for 

processing.

To submit a change request, complete the following steps:

1. Confirm the {project information} displayed on the screen is correct.

NOTE: If the incorrect project information is being displayed, click the Back button ( ) in 

the Web browser to return to the previous screen(s) to make any {necessary edits}.

2. Click the Submit Change Request button ( ) to submit the request.

The CANAPS Response screen appears.

CANAPS User Guide, June 16, 2014 Page 29
8.5 CANAPS Response

The CANAPS Response screen confirms the change request has been submitted for processing. 

The Response screen also displays the project’s {new approved ceiling amount}, and issues a 

confirmation e-mail message to the {specified addressees}.

Figure 8-5 Newly Approved Project Ceiling Amount

NOTE 1: If an amount is requested that exceeds the established limit, the system will only issue 

a ceiling up to the defined limit and a message near the bottom of the screen will 

advise you to contact the NPFC Case Officer to request additional funds.

NOTE 2: A copy of the CANAPS Response screen should be printed out in the event the 

confirmation e-mail message is delayed.

Click the Return to Main Menu button ( ) to return to the CANAPS 

Welcome screen to perform another CANAPS function.

CANAPS User Guide, June 16, 2014 Page 30
8.6 Amended Project Confirmation E-mail Message

The CANAPS application creates a confirmation e-mail message once the Submit Change 

Request button ( ) is clicked. The subject line of the e-mail contains the 

{project number}, as well as the {type of CANAPS transaction} (for example New CANAPS 

project, Update CANAPS Project, and so forth).

NOTE: If the ceiling amount requested exceeds the established limit, then the message will 

advise the {recipient} to contact the NPFC for additional funds.

The body of the e-mail message includes, but is not limited to, the following: Project Number, 

the Previous Total Ceiling, Total Amount Requested, Approved Total Ceiling, and so forth.

Figure 8-6 Amended Project Confirmation E-mail Message

CANAPS User Guide, June 16, 2014 Page 31
8.7 Amended Project Confirmation CGMS Message

Figure 8-7 is an example of the CGMS message that CANAPS creates once a project has been 

amended. The {project number} and the {type of transaction} are contained in the Subject

line of the CGMS message. The newly approved {ceiling amount} can be found in line 1 in the 

body of the e-mail message.

Figure 8-7 Amended Project CGMS Message

CANAPS User Guide, June 16, 2014 Page 32
9. HOW TO CANCEL A PROJECT

CANAPS has a Cancel a Project Wizard that allows users to cancel a previously opened 

project, provided no funds have been expended.

To cancel a project, complete the following steps:

• Step 1: Enter the Project Number

• Step 2: Review the selected project information and enter requestor information

• Step 3: Address the CGMS Message

• Step 4: Confirm the information and submit the request

• Step 5: Receive the CANAPS response and confirmation messages (e-mail and 

CGMS).

NOTE: Refer to Section 9.6, Cancelled Project Confirmation E-mail Message through Section 

9.7, Cancelled Project Confirmation CGMS Message for examples of the confirmation 

e-mail and CGMS confirmation messages.

9.1 Entering the Project Number

To enter the Project Number, complete the following steps:

1. Click the Cancel a project link (located on the CANAPS Welcome screen).

The Cancel Project screen appears.

Figure 9-1 Cancel Project Screen

2. Enter the {project number of the project you wish to cancel} in the Project Number field.

NOTE: Only projects for which no funds have been expended may be cancelled.

3. Click the Next button ( ).

NOTE: A project number must be entered prior to clicking the Next button ( ).

The Project Information screen appears.

CANAPS User Guide, June 16, 2014 Page 33
9.2 Enter Requestor Information

Review the information on the Project Information screen to ensure the correct project 

information is being displayed. If the incorrect project information is being displayed, click the 

Back button ( ) in the Web browser to return to the previous screen to re-enter the correct 

project number. Once it has been determined the correct project information is being displayed, 

complete the following steps:

NOTE: Click the Help link, located in the top left corner of the Project Information screen, for 

more detailed information regarding each of the fields.

Figure 9-2 Help Link

1. Enter the {name of the requestor} in the Requestor’s Name field. This is a required field 

and accepts free text data. The format for this field is 

{Title/Rank∆First Name∆Last Name∆Suffix} (for example, LT. JOHN DOE, Jr.).

2. Enter the {telephone number of the requestor} in the Requestor’s Phone field. This is a 

required field and accepts free text data.

3. Enter the {e-mail address of the requestor and any additional individuals you want the 

cancellation confirmation e-mail sent to} in the Confirmation Email Address(es) field. 

This is a required field and accepts free text data.

NOTE: The requestor’s e-mail address must be entered first in the Confirmation Email 

Address(es) field. A maximum of 25 e-mail addresses can be entered in the 

Confirmation Email Address(es) field. E-mail addresses must be separated by a 

comma (,) or a semicolon (;).

4. Ensure the {name} in the POC/FOSC Name field is correct. If it is incorrect, update 

accordingly. This is a required field and accepts free text data.

NOTE: The name in the POC/FOSC Name field is automatically populated with data from the 

most recent prior CANAPS transaction for the selected case.

5. Ensure the {telephone number} in the POC/FOSC Phone field is correct. If it is incorrect, 

update accordingly. This field accepts free text data.

NOTE: The name in the POC/FOSC Phone field is automatically populated with data from the 

most recent prior CANAPS transaction for the selected case.

CANAPS User Guide, June 16, 2014 Page 34
6. Ensure the {fax number} in the POC/FOSC Fax Number field is correct. If it is incorrect, 

update accordingly. This field accepts free text data.

NOTE: The name in the POC/FOSC Fax field is automatically populated with data from the 

most recent prior CANAPS transaction for the selected case.

7. Ensure the {e-mail address} in the POC/FOSC Email field is correct. If it is incorrect, 

update accordingly. This field accepts free text data.

NOTE: The name in the POC/FOSC Email field is automatically populated with data from the 

most recent prior CANAPS transaction for the selected case.

8. Once all required fields have been completed, click the Next button ( ).

The CGMS Message Information screen appears.

9.3 Addressing the CGMS Message

The CGMS Message Information screen allows users to address the CGMS message.

To address the CGMS Message, complete the following steps:

NOTE 1: Click the CGMS Help link, located in the top left corner of the CGMS Message 

Information screen, for more detailed information regarding each of the fields.

NOTE 2: A read-only list of Default addressees is displayed at the top of the screen. This is a 

list of all of the addressees to whom the official CGMS message will be sent to 

automatically.

1. Select {additional addressees} from the Additional Addressees drop-down menu.

NOTE: Hold down the CTRL key while highlighting addressees with the mouse to select more 

than one additional addressee.

2. Enter a {message} in the Message Reference (optional) field, if necessary.

3. Click the Next button ( ).

The Confirm Project Cancellation screen appears, similar to the following figure.

Figure 9-3 Confirm Project Cancellation Screen

CANAPS User Guide, June 16, 2014 Page 35
9.4 Confirming the Information and Submitting the Change Request

The Confirm Project Cancellation screen allows users to submit the cancellation request for 

processing.

To submit the cancellation request, complete the following:

1. Confirm the {project information} displayed on the screen is correct.

NOTE: If the incorrect project information is being displayed, click the Back button ( )in the 

Web browser to return to the previous screens to make any {necessary edits}.

2. Click the Submit Cancel Request button ( ) to submit the request.

The CANAPS Response screen appears.

9.5 CANAPS Cancellation Response

The CANAPS Response screen confirms the cancellation request has been submitted for 

processing and informs the user a CGMS message will be generated and sent. A confirmation email message will also be sent to the {specified addressees} informing them of the cancellation.

Figure 9-4 CANAPS Cancellation Response Screen

Click the Return to Main Menu button ( ) to return to the CANAPS 

Welcome screen to perform another CANAPS function.

9.6 Cancelled Project Confirmation E-mail Message

The CANAPS application creates a confirmation e-mail message once the Submit Cancel 

Request button ( ) is clicked. The subject line of the e-mail contains the 

{project number}, as well as the {type of CANAPS transaction} (for example New CANAPS 

project, Update CANAPS Project, and so forth). The body of the e-mail message also contains 

the new Total Approved Ceiling amount of $0.00

CANAPS User Guide, June 16, 2014 Page 36
Figure 9-5 Cancelled Project Confirmation E-mail

CANAPS User Guide, June 16, 2014 Page 37
9.7 Cancelled Project Confirmation CGMS Message

Figure 9-6 is an example of the CGMS message that CANAPS creates once a project has been 

cancelled.

NOTE: The {project number} and the {type of transaction} are contained in the Subject line 

of the CGMS message.

Figure 9-6 Cancelled Project CGMS Message

CANAPS User Guide, June 16, 2014 Page 38
10. CHECKING A PROJECT’S CEILING

The Check ceiling for a project menu option allows users to check the ceiling for a previously 

opened project.

To check the ceiling for a project, complete the following steps:

1. Click the Check ceiling for a project link (located on the CANAPS Welcome screen).

The Check Project Ceiling screen appears.

Figure 10-1 Check Project Ceiling Screen

2. Enter the {project number whose ceiling you wish to check} in the Project Number field, 

and then click the Next button ( ).

NOTE: A project number must be entered prior to clicking the Next button .

The Project Information screen appears displaying the project’s current ceiling.

Figure 10-2 Project’s Current Ceiling

3. Click the Return to Main Menu button ( ) to return to the CANAPS 

Welcome screen to perform another CANAPS function.

CANAPS User Guide, June 16, 2014 Page 39
11. CHANGING ACCOUNT SETTINGS

Users and administrators have the capability of changing various settings assigned to a CANAPS

account, as described in the following sections.

11.1 Changing a User’s Default Unit

Users are assigned to a default unit that is used to automatically populate the unit information in 

the CANAPS wizard when opening a new case. The default unit is managed by the individual 

user. To change the default unit, a user can access the following form through the Change 

Account Settings link (located on the CANAPS Welcome screen).

To change the default unit, complete the following steps:

1. Click the Change Account Settings link (located on the CANAPS Welcome screen).

The Change Unit ID screen appears similar to the following.

Figure 11-1 Change Unit ID Screen

2. Click the drop-down arrow next to Unit ID to select a new {unit ID}, and then click the 

Update Unit ID button ( ).

The Unit ID is updated.

CANAPS User Guide, June 16, 2014 Page 40
12. MANAGING CANAPS ADMINISTRATORS

The User Administration menu option allows CANAPS administrators to edit user accounts, 

deactivate accounts, and to export a list of user accounts to Microsoft (MS) Excel.

NOTE: The User Administration menu option is only viewable by authorized users.

12.1 Editing a User’s Account

To edit a CANAPS user, complete the following steps:

1. Click the User Administration link (located on the CANAPS Welcome screen).

The Manage User Accounts screen appears similar to the following figure.

Figure 12-1 Manage User Accounts Screen

2. Click the Show All Districts/Sectors checkbox to display users in all districts/sectors or 

select a {unit} from the Unit ID drop-down menu.

NOTE 1: If the Show All Districts/Sectors checkbox is selected, the Unit ID field becomes 

read-only.

NOTE 2: Unit ID defaults to your current unit.

3. If necessary, select a {status} from the Status drop-down menu.

NOTE: Status defaults to All.

4. If necessary, enter the {e-mail address} of the CANAPS administrator you wish to edit.

NOTE: The e-mail address does not have to be complete. For example, if @uscg.mil is entered, 

all users (within the selected search criteria) with an e-mail address ending in 

@uscg.mil will be displayed.

CANAPS User Guide, June 16, 2014 Page 41
5. Once finished selecting/entering all search criteria, click the Apply Filter button 

( ).

All relevant search results are displayed.

6. Click the notepad icon ( ) next to the {user} you wish to edit, as shown in the following 

figure.

Figure 12-2 Edit User

The Edit User Account screen appears similar to the following figure.

Figure 12-3 Edit User Account Screen

NOTE: The user’s e-mail address appears read-only and cannot be edited by an administrator.

7. If necessary, update the user’s current {district/region} by selecting a new {district/region}

from the District/Region drop-down menu.

8. If necessary, update the user’s permissions by selecting or de-selecting checkboxes under 

Security Items.

CANAPS User Guide, June 16, 2014 Page 42
9. Once all changes have been made, click the Save button.

A screen appears indicating all changes have been updated successfully.

10. Click the User Management link to return to the Manage User Accounts screen or click the 

CANAPS Menu link to return to the Main Menu screen.

12.2 Deactivating a User’s Account

If a user leaves his current position and no longer has a valid @uscg.mil or @epa.gov e-mail 

address, then the user’s CANAPS account should be deactivated.

To deactivate a user’s account, complete the following steps:

1. Click the User Administration link (located on the CANAPS Welcome screen).

The Manage User Accounts screen appears.

2. Select and/or enter all necessary search criteria (Unit ID, Status, and Email Address), and 

then click the Apply Filter button.

All relevant search results are displayed.

3. Select the checkbox next to the {user account(s)} you wish to deactivate, as shown in the 

following figure, and then click the Deactivate Accounts button.

Figure 12-4 Deactivate Accounts Button

The user’s status changes from Active to Inactive.

NOTE 1: If a user’s account is deactivated by mistake, select the checkbox next to the {user 

account(s)} you wish to reactivate, and then click the Reactivate Accounts button. 

The Reactivate Accounts button only appears for user accounts with a status of 

Inactive.

NOTE 2: If a user’s account is deactivated and the user still has a valid @uscg.mil or 

@epa.gov e-mail address, then the user may reactivate his own account by entering 

CANAPS via the USCG CAC Access entry point. If entering via the USCG Login 

Access or EPA Users entry points, a user may need to have his account unlocked 

prior to being able to login with his e-mail address and password.

CANAPS User Guide, June 16, 2014 Page 43
13. CANAPS BALLSTON UTILITIES FUNCTIONS

The CANAPS Ballston Utilities menu option allows authorized users to perform the following 

functions:

• Change the ceiling thresholds for all fund types

• Review CANAPS transactions that have occurred within the last 14 days

• Review CANAPS transactions that were not processed by the PA interface.

NOTE: The Ballston Utilities menu option is only viewable by authorized users.

To access the CANAPS Ballston Utilities functions, complete the following steps:

1. From the CANAPS Welcome screen, click the Ballston Utilities link, as shown in the 

following figure.

Figure 13-1 Ballston Utilities Menu Option

The Welcome to the Ceiling and Number Assignment Processing System (CANAPS)

screen appears similar to the following figure.

Figure 13-2 Welcome to the Ceiling and Number Assignment Processing System 

(CANAPS) Screen

CANAPS User Guide, June 16, 2014 Page 44
13.1 Change Ceiling Threshold

The Change Ceiling Threshold menu option allows authorized users to change the ceiling 

thresholds for all fund types and to view the history of threshold changes.

To change ceiling thresholds, complete the following steps:

NOTE 1: Only users with the Change Ceiling Threshold permissions have the ability to change 

a ceiling’s threshold.

NOTE 2: Users with the Exempt permissions are exempt from all ceiling threshold rules.

1. Click the Change Ceiling Threshold link.

The Change Thresholds screen appears similar to the following figure.

Figure 13-3 Change Thresholds Screen

2. Enter a new {threshold amount} into the New Amount field next to the {fund} you wish to 

update, and then click the Save Threshold button ( ).

The new threshold amount is saved.

To view the threshold history, complete the following steps:

1. From the Change Thresholds screen, click the View History button ( ).

The Threshold Change History screen appears displaying a list of all threshold 

changes.

2. Click the Return to Main Menu button ( ) once you have 

completed reviewing the threshold history.

CANAPS User Guide, June 16, 2014 Page 45
13.2 Review Recent Transactions

The Review Recent Transactions menu option allows users to review transactions that have 

occurred within the last 14 days.

To review recent transactions, complete the following steps:

NOTE: Only users with the Review Transactions permissions have the ability to review recent 

transactions.

1. Click the Review Recent Transactions link.

The Transactions Within the Last 14 Days screen appears similar to the following 

figure.

Figure 13-4 Transactions Within the Last 14 Days Screen

2. To view additional information for a specific transaction, click the Project Number link next 

to the {transaction date} you wish to view.

The Project Details screen appears similar to the following figure.

CANAPS User Guide, June 16, 2014 Page 46
Figure 13-5 Project Details Screen

NOTE: All fields on the Project Details screen are read-only.

3. Once finished reviewing the information, click the Return to Main Menu button

( ).

13.3 Review PA Interface Exceptions

The Review PA Interface Exceptions menu option allows authorized users to review CANAPS 

transactions that were not processed by the PA interface and to delete transactions when 

necessary.

To review unprocessed transactions, complete the following steps:

1. Click the Review PA Interface Exceptions link.

The Review PA Interface Exceptions screen appears similar to the following figure.

CANAPS User Guide, June 16, 2014 Page 47
Figure 13-6 Review PA Interface Exceptions Screen

2. To view additional information for a specific exception, click the Project Number link next 

to the {transaction date} you wish to view.

The Project Details screen appears.

NOTE: All fields on the Project Details screen are read-only.

3. Once finished reviewing the information, click the Return to Main Menu button 

( ).

To delete an exception, complete the following steps:

NOTE: Only users with the Review Transactions and Delete Transactions permissions have 

the ability to delete an exception.

1. From the Review PA Interface Exceptions screen, click the Delete button next to the 

{transaction} you wish to delete.

The transaction is deleted.

2. Once finished, click the Return to Main Menu button ( ).

CANAPS User Guide, June 16, 2014 Page 48