Work Instruction Process Admin Tool for Amendments, Revisions and Studies Projects Purpose The purpose of this work instruction is to outline the functionality available in the Process Admin (PA) tool, including: . Search for a project . Open the Workflow History . Change a project status . Unclaim an activity . Transfer an activity . Update project data The steps outlined in this work instruction are applicable for Studies, Revisions and Amendment projects, except to update project data. For information to update Revisions and Amendments projects, refer to work instruction steps 41-55. For information to update Studies projects, refer to work instruction steps 51 to 90. For more information on the Process Admin tool for Studies projects, refer to the Studies Process Admin quick reference guide (QRG). Prerequisites . A Studies, Revisions or Amendments project has been created in the MIP . Navigation Via Menu Path Log in to the MIP . Process Admin Work Steps 1. Log in to the MIP and click the Process Admin button tab Process Admin screen Warning icon There are three ways to search for a project: 1. Use the dropdown boxes to filter for a set of projects 2. Enter part of the case number (wild card) to filter for all cases that include the specific text 3. Enter the full case number The first section of the work instruction outlines the steps to search for a project using the dropdown boxes to filter for a set of projects. Information icon To search for a project using the dropdown boxes: 1. Select the Project Type (required field) 2. Select the Status 3. Select the Region 4. Select the Organization 5. Click Search 2. Click the Project Type dropdown box and select the applicable option Information icon Project Status Options: Active - An in-progress project anywhere in the workflow. Closed/Terminated - A project that does not continue processing through the workflow. The case is terminated somewhere in the workflow. Completed - A project that has gone through the workflow from beginning to end (all workflow steps are completed). Inactive – Only applicable to Revisions and Amendments projects, when a project has yet to be assigned a project resource or the project is awaiting requested data and/or fees. On-hold – Only applicable to Studies projects, a temporarily removed project from the Work Item List. On-hold projects are included in KPI 1 and 2 calculations (if there are actual and/or projected dates in the MIP). Suspended – Only applicable to Revisions and Amendments projects, a project is suspended due to data and/or fees or a violation. Withdrawn - A project that does not continue processing through the workflow. The case is terminated somewhere in the workflow because the requester wishes to withdraw their revision request. 3. Click the Status dropdown box and select the applicable option 4. Click the Region dropdown box and select the applicable option 5. Select the Organization dropdown box and select the applicable option 6. Click on: Search button to start the search Process Admin > Project screen Information icon Note there may be multiple pages of projects. 7. The MIP displays a list of projects that fit those criteria. The next section of the work instruction outlines the steps to search for a project using a wild card search. Process Admin > Project Search screen Information icon To search for a project using the wild card search: 1. Enter part of the Case Number 2. Select the Project Type 3. Click Search This is considered a wild card search and the MIP will search for any projects that include the text string. 8. Enter part of the Case Number 9. Click the Project Type dropdown box and select the appropriate option 10. Click on: Search button to view a list of projects that include a partial case number Process Admin > Project screen Information icon Note there may be multiple pages of projects. 11. The MIP displays a list of projects that fit those criteria. The next section of the work instruction outlines the steps to search for a project using a full project number. Process Admin > Project Search screen Information icon To search for a project with the full case number: 1. Enter the Case Number 2. Select the Project Type 3. Click Search Note: the Case Number field is case sensitive. 12. Enter the exact case number 13. Click the Project Type dropdown box and select the appropriate option 14. Click on: Search button The next section of the work instruction outlines the steps to open the Workflow History. Process Admin > Case Number Search screen 15. Click the Project Name link to open a new Workflow History window Process Admin > Workflow History window 16. A new window opens with the workflow history. The next section outlines the process to change the project status. Process Admin > Case Number Search screen 17. Click the radio button next to the case number 18. Click on: Change Project Status button Process Admin > Change Project Status screen Project Type Status Options and Definitions Amendments or Revisions Withdrawn - A project (case) that does not continue processing through the workflow. The case is terminated somewhere in the workflow because the requester wishes to withdraw their request. The project will still appear in reports so that its history can be reviewed. These cases will have a reporting status of Closed. Removed - A project (case) that should not exist in the workflow and does not appear in reports. The project is manually terminated by Process Admin or MIP Help. An example would be if Project Admin opened up a duplicate case, the duplicate would be closed and have the status Removed. Closed - A project (case) that does not continue processing through the workflow. The case is terminated somewhere in the workflow for reasons other than Withdrawn. The project still appears in reports so that its history can be reviewed. The reporting status of Closed includes cases with the status Suspended, Withdrawn, and Closed/Terminated. Studies On-hold - A project that is temporarily removed from the Work Item List. On-hold projects continue to show up in reports and are included in KPI 1 and 2 calculations (if there are actual and/or projected dates in the MIP). Closed - A project that does not continue through the workflow process and is terminated somewhere in the workflow. A closed project will still show up in reports so that its history can be reviewed. If there are actual preliminary and/or effective dates associated with a closed project they will be included in the actual KPI 1 and 2 calculations. 19. Click the Status dropdown box and select the appropriate option Information icon Click Cancel to not save any entered data and return to the previous screen. 20. Click Continue to move to the Review Changes screen Process Admin > Review Changes screen 21. Click to enter required Change Notes 22. Click Continue to move to the Complete screen Process Admin > Complete Activity screen Critical Note icon Updates are not saved until you click Complete. 23. Click on: Complete button to save changes The next section outlines the process to unclaim an activity. Process Admin > Unclaim Activity screen 24. Click the numbered link in the Total column Process Admin > Unclaim Activity screen 25. Click the radio button next to the activity to unclaim 26. Click on: Unclaim button to return the activity to the Work Item List of any potential user. Information icon Click Continue button to move forward with the changes and follow the same steps to complete an update as show in this work instruction, steps 20-23. If no changes were made, click Cancel button to return to the Update Study Project options The next section outlines the process to transfer an activity to a different user. Process Admin > Transfer User screen 27. Click the Total number link Process Admin > Transfer User screen 28. Click the radio button next to the activity to Transfer 29. Click on: Transfer button Process Admin > Transfer User > Complete Activity screen 30. Click to enter the new owner's MIP user ID 31. Keep the Send Email Notification checkbox checked to send an email notification to both the user performing the transfer and the new owner of the task; uncheck the box to not send an email 32. Click on: Continue button to move to the Review Changes screen The next section outlines the options to update an Amendments or Revisions project. Process Admin > Update Amendments or Revisions Project Screen 33. Click the radio button next to the case number to update Information icon If a Revisions case, the button is Update Revision Project 34. Click on: Update Amendment Project button Process Admin > Update Amendment screen Information screen The options available to update a Revisions or Amendments project are: . Reassign Project Resources . All Data Received 35. Click the Reassign Project Resource link Process Admin > Reassign Project Resource screen Information icon Reassign vs. Transfer: Reassigning the resource will make all task lead activities appear on the selected resource's Work Item List. Transferring only transfers one activity to a different user. 36. Use the dropdown boxes to update the Project Resource Workgroup and/or Resource Name Information icon Click Continue button to move forward with the changes and follow the same steps to complete an update as show in this work instruction, steps 20-23. If no changes were made, click Cancel button to return to the update project options Process Admin screen Information icon The All Data Received link only appears after a date has been entered in the All Data Received field in the Review Data Received activity. 37. Click the All Data Received link Process Admin > Modify All Data Received screen 38. Click on: Modify button to update the All Data Received date Process Admin > All Data Recieved Screen 39. Click to enter a new date 40. Click on: Modify button to save the changes Process Admin screen Information icon Click Continue button to move forward with the changes and follow the same steps to complete an update as show in this work instruction, steps 20-23. If no changes were made, click Cancel button to return to the Update Study Project options The next section of the simulation outlines the functionality for each link in the Update Study Project section of PA. Process Admin > Update Study Project screen Warning icon There are two levels of Process Admin users: 1. Study Process Administrator 2. Study Process Administrator Auditor The only difference is that the Auditor has the Update Study Project button. 41. Click on: Update Study Project button Process Admin > Update Study Project screen Information icon Before the project is obligated, the only link available is Project Scoping Information. 42. Click the Project Scoping Information link Process Admin > Project Scoping screen Information icon There are three different sections of this screen: 1. Project - allows the user to update the project name. The organization type and organization cannot be updated because the scoping tasks are already complete. 2. Baseline Cost and Schedule - enter additional costs in the top section - click Modify or Delete to change previously entered information 3. Actual Cost and Schedule - enter additional costs in the top section - click Modify or Delete to change previously entered information 43. Click on: Modify button to update the previously entered baseline and/or actual cost and schedule information Modify screen Warning icon When you click Modify, the previously entered data is removed from the table. Always click Add Cost to re-add it to the table before continuing. If you click Continue before Add Cost, all previously entered information will be lost. 44. Click on: Add Cost button 45. Confirm the change displays and click on: Continue button to move to the Contact List screen Contact List Screen Information icon Tips for the Contact List screen: Names are not required. Titles can be used in these fields, especially if turnover is likely in the position. Be consistent with names and titles across all projects. For example, don't use Bob Smith as RSC Manager for this project and Mr. B. Smith in a different project. FEMA Regional Engineer and FEMA Regional Floodplain Manager are fields that appear in MARS reports. Information icon Click Continue button to move forward with the changes and follow the same steps to complete an update as show in this work instruction, steps 20-23. If no changes were made, click Cancel button to return to the Update Study Project options Process Admin screen 46. Confirm the transaction successfully completed and click on: Cancel button to return to the main screen Process Admin screen 47. Click the Add an Area/Community link Process Admin > Add Community screen Warning icon Note: Additional communities cannot be added to a county-wide project and vice versa; a county-wide project cannot be added to a single or multiple community project. At least one area is required. 48. Use this screen to add additional communities to the project. Information icon Click Continue button to move forward with the changes and follow the same steps to complete an update as show in this work instruction, steps 20-23. If no changes were made, click Cancel button to return to the Update Study Project options Process Admin screen 49. Click the Data Development Tasks link Data Development Tasks screen Critical Note icon The option to delete a task or add a task is only available before the project moves to Preliminary Map Production. The X icon and Add Task button are not longer available when the Manage Preliminary Map Production activity is generated. 50. Click the twistie to open a specific task Data Development Tasks> Expanded Information screen Warning icon Note: Actual cost and schedule information has not yet been entered for this task. Only baseline information can be updated when actual cost and schedule information is not set. 51. Click on: Modify icon to enter the activity Data Development Tasks > Modify Data screen 52. Click on: Modify button to update the previously entered information Data DevelopmentTasks > Modify Data screen 53. Click to update the Baseline Task End Date Warning icon Always click Add Cost before continuing. If you continue before clicking Add Cost, all previously entered information will be lost. 54. Click on: Add Cost button Data Development Tasks > Add Cost screen Warning icon Always click Add Task before continuing. If you continue before clicking Add Task, all previously entered information will be lost. 55. Click on: Add Task button Data Development Tasks > Add Task screen Warning icon Data development tasks can only be added until the project moves to Produce Preliminary Map Products. Once that section of the workflow has started, no additional tasks can be added to the project. 56. Click on: Add Task button to add an additional data development task Process Admin > Add Task screen 57. Enter the task, organization and area information Warning icon Always click Add Area before continuing. If you continue before clicking Add Area, all previously entered information will be lost. 58. Click on: Add Area button 59. Enter Baseline Cost and Schedule information for this task Warning icon Always click Add Cost before continuing. If you continue before clicking Add Cost, all previously entered information will be lost. 60. Click on: Add Cost button 61. Add additional baseline cost and schedule information, as applicable. Additona Baseline Cost and Schedule screen 62. Add Independent QA information, as applicable Warning icon Always click Add Cost before continuing. If you continue before clicking Add Cost, all previously entered information will be lost. 63. Click on: Add Cost button 64. Add additional IQA cost and schedule information, as applicable. Warning icon Always click Add Task before continuing. If you continue before clicking Add Task, all previously entered information will be lost. 65. Click on: Add Task button Add Task screen Information icon Click Continue button to move forward with the changes and follow the same steps to complete an update as show in this work instruction, steps 20-23. If no changes were made, click Cancel button to return to the Update Study Project options Process Admin > Update Study Project screen 66. Click the Prelim and Post-Prelim Tasks link Prelim and Post-Prelim Tasks screen 67. Click the twistie to open the specific activity Prelim and Post-Prelim Tasks > Data Expanded screen Warning icon Actual cost and schedule information cannot be updated through PA until the corresponding workflow activity is complete. (i.e., you cannot update actual cost and schedule information for Preliminary Map Products through PA while the Preliminary Map Products activity is still available on a user’s Work Item List) 68. Click on:Modify icon to open the activity Prelim and Post-Prelim Tasks > Modify Data screen 69. Click on: Modify icon to update the organization type and organization and/or add and/or modify the baseline organization and cost and schedule information. Critical Note icon Even if no changes have been made, always click Add Cost to add the existing data back to the project. If you don't click Add Cost, all previously entered information will be lost. 70. Click on: Add Cost button to save the changes Critical Note icon Even if no changes have been made, always click Add Area to add the existing data back to the project. If you don't click Add Area, all previously entered information will be lost. 71. Click on: Add Area button Information icon Click Continue button to move forward with the changes and follow the same steps to complete an update as show in this work instruction, steps 20-23. If no changes were made, click Cancel button to return to the Update Study Project options Process Admin screen 72. Click the Letter Dates link Process Admin > Letter Dates screen 73. Click on: Modify icon Process Admin > Modify Letter Dates screen Warning icon Actual dates cannot be updated until the project is complete. Use the workflow tasks to add the actual dates. Information icon Note: The Projected FIRM Effective Date is updated to six months after the Projected LFD Date. 74. Click to update the Projected Preliminary Date and/or Projected LFD Date. 75. Click on: Modify button to save the data Information icon Click Continue button to move forward with the changes and follow the same steps to complete an update as show in this work instruction, steps 20-23. If no changes were made, click Cancel button to return to the Update Study Project options 76. When complete in the Update Study Project section, click on: Cancel button to return to the main screen Results All Revisions, Amendments, and Studies PA functionality has been outlined in this simulation. Last updated: March 2009