RD Apply - Construction Management Electric Customer Construction Work .
RD Apply – Construction Management Electric Customer Construction Work Plan User Guide Updated February 2, 2016 Version 1.1
Updated February 2, 2016 TABLE OF CONTENTS Welcome to the Construction Module . 4 1.0 What is the RD Construction Management Module. 4 2.0 What is eAuthentication? . 4 3.0 Who can I contact for help? . 4 Getting Started . 5 4.0 Selecting an Account. 5 5.0 Landing Page . 5 6.0 Entering Customer Data. 6 7.0 Completing a Construction Work Plan. 6 7.1 Carry Forward a Construction Work Plan. 7 8.0 Environmental. 8 9.0 Documents . 9 9.1 10.0 10.1 Attachments . 9 Summary/Complete Page . 11 What does “Returned Stage” mean? . 11 MISCELLANEOUS . 12 11.0 Print Screens . 12 12.0 Export to Excel . 12 13.0 Informational Messages . 12 14.0 Connection Time-Out. 13 15.0 Application Status . 13 16.0 Notifications . 14 17.0 Notifications - Subscribe and Unsubscribe . 15 17.1 Accessing the Notification System . 15 17.2 Creating a Subscription . 15
Updated February 2, 2016 17.3 18.0 Deleting a Subscription . 16 Security Roles . 17 18.1 What do the different roles mean? . 17 18.2 How many roles can one person have? . 17 18.3 What types of security roles are available? . 17 18.4 Who can assign security roles? . 17 APPENDIX . 18 19.0 Construction Work Plan Documents . 18
Updated February 2, 2016 WELCOME TO THE CONSTRUCTION MODULE 1.0 WHAT IS THE RD CONSTRUCTION MANAGEMENT MODULE The RD Construction Management module is a system outside of RD Apply where you can enter your Construction Work Plans (CWP). Click here to access the RD Construction Management, or past the following link into your web browser: https://rdapply.sc.egov.usda.gov/Construction/ To log into RD Apply, click here, or paste the following link into your web browser: https://rdapply.sc.egov.usda.gov/ Note: You must have an eAuthentication ID to access RD Apply and the RD Construction Management module. 2.0 WHAT IS EAUTHENTICATION? USDA eAuthentication is the system used by USDA agencies to enable customers to obtain accounts that will grant them access to USDA Web applications and services via the Internet. This includes tasks such as submitting forms electronically, completing surveys online, and checking the status of your USDA accounts. USDA will only accept eAuthentication Accounts from individuals; USDA eAuthentication does not have the mechanism to issue accounts to businesses, corporations or other entities. To apply, visit Create an Account. 3.0 WHO CAN I CONTACT FOR HELP? If you are experiencing problems with the Construction Management Module, please contact the Help Desk. E-mail: RD.HD@STL.USDA.GOV Phone: (800)-457-3642; Select USDA Applications (Press 2); then select Rural Development (Press 2) Hours: Monday through Friday – 7 a.m. to 5 p.m. (Central Standard Time) Please be prepared to provide the following information: Legal Name of Organization eAuthentication ID Construction Number Contact Person Phone Number Description of the specific problem
Updated February 2, 2016 GETTING STARTED 4.0 SELECTING AN ACCOUNT When you login to the RD Construction Management module, you will need to select which account/TIN you would like to use. If you have multiple accounts linked to your eAuth ID, you must first select an account that you would like to work on, otherwise, you will go directly to the Landing Page. If you accidentally click on the wrong account, you can click “Switch Account” in the Navigation bar to bring up the Customer Select box again. If you are not linked to an account/TIN, then you will need to log into RD Apply and submit an Authorized Representative Request. 5.0 LANDING PAGE After selecting which account you would like to use, you will be taken to the Landing Page. When you are on the Landing Page, you have the option to either add a new Construction Work Plan, open an existing CWP, or add an Amendment. Simply click on the hyperlinked Construction Number to open the project. If you need to return to RD Apply, simply click the "RD Apply" button in the blue navigation bar. Clicking "Tutorials" will open the help page. If you need to amend an existing CWP, click on the “Add” button next to a CWP, to open an amendment.
Updated February 2, 2016 6.0 ENTERING CUSTOMER DATA The Customer screen is where you enter your organization’s legal name, RUS ID, addresses, and key contacts. The system will generate a Customer ID for you. 7.0 COMPLETING A CONSTRUCTION WORK PLAN The Construction Work Plan screen is where you will enter the related Construction, acquisition, headquarters, and any other data necessary for your CWP. If you do not name the CWP, then the name will be auto-populated with the CWP dates.
Updated February 2, 2016 If you need to add a new row for a section, click the “Add New” button next to the “Save” button and a new blank row will become available for data entry. To delete a row click the “Delete” button. Each section will have a “Save” button; clicking the “Save” button saves the entire screen, and not just that row. The screen is divided into the Plan Identification section and the fifteen following sections of project code classifications: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 7.1 New Lines to Connect Consumers, New Tie Lines, Conversion and Line Changes, New Substations, Switching Stations and Metering Points, Substations, Switching Stations and Metering Points, Miscellaneous Distribution Equipment, Other Distribution Items, New Line, New Substation Switching Station, Line and Station Changes, Other Transmission Items, New Generation, Headquarters of Facilities, Acquisitions, All Other. CARRY FORWARD A CONSTRUCTION WORK PLAN If you need to Carry Forward incomplete projects from a previous Construction Work Plan, you can click on the “Carry Forward” button and a pop-up with a list of the projects in your plan will be displayed. You can select the projects you want to include in your current plan. When you have finished selecting projects, click the “Submit” button and you will be returned to the Construction Work Plan screen. The projects you selected will be included in the list of the current plan’s projects. After completing and saving your Construction Work Plan, you will be able add your Environmental data.
Updated February 2, 2016 8.0 ENVIRONMENTAL To access the Environmental screen, click on the Environmental Tab. The Environmental screen will show all the projects where you requested Rural Utilities Services (RUS) Financing. Note: The Code Number, Description and Amendment (if the project came from an Amendment) will be populated from data in the Construction Work Plan. The Approval Date is for RUS staff entry only but is visible for viewing after it has been entered. You can view any RUS comments regarding the project by clicking on the View Comments button. You will have to select a “Classification” dropdown value. If you select Category Exclusion (CatEx), then you will not have to enter the “Details.” If you select any other values, then you must fill out the “Details” section. When the “Details” button is enabled then additional Environmental related data is required for entry. Clicking the “Details” button will cause the Environmental Details pop-up screen to open. The Code Number is displayed for reference and the Carry Over and Previous Environmental Date fields are populated from your Construction Work Plan and other related Environmental data. Note: The Environmental Details may appear differently for different codes and construction types.
Updated February 2, 2016 9.0 DOCUMENTS After the Construction Work Plan is completed you are required to upload the Construction Work Plan document and/or its associated amendment. This is done by clicking on the Documents tab. The Documents tab will have two sub-tabs: Attachments Board Resolutions The Attachments sub-tab will show you the documents you are required to upload for your Construction Work Plan. The Board Resolution sub-tab will show you the Board Resolution you are required to sign. 9.1 ATTACHMENTS The Attachments screen is where you upload any of your required and additional attachments. Uploading a Required Attachment To upload an attachment, click on the “Upload” button to open a dialog box to search for your file. Once you have selected your file, the dialog box will close and your file will be uploaded. Note: If you want to add a description to your attachment, you must enter it before uploading your document. Once you have uploaded the document, the field will be locked down and you must delete your attachment to enter a description. To delete an attachment, you must click the “Delete” button next to that attachment. A message will appear, asking if you are certain you wish to delete this attachment. You must confirm that you are certain in order to delete your attachment. Two of the required attachments are for RUS staff only. Once they have uploaded their approval letters, you will be able to click the hyperlinked name and open or save the document.
Updated February 2, 2016 Uploading Multiple Attachments After you have uploaded your initial attachment, you will have the optional to upload multiple attachments for that same Category and Document Type. Click the “Add” button next to the initial document you uploaded. A pop-up will appear, with the same Category and Document Type as the initial attachment. If you want to add a description, do so before you upload your attachment. Click the “Upload” button to browse for your file. Once you have selected it, the modal will close and you will see your uploaded attachment. Uploading an Additional Attachment To upload an Additional Attachment you must click on the “Upload” Button in the Additional Attachments header. Clicking it will open a modal that lets you select the Category, the Document Type, and then browse for the attachment. The Document Type dropdown box is dependent on the Category dropdown. If you change your choice in the Category dropdown then it will changes the choices available in the Document Type dropdown. After uploading your attachment it will appear under the Additional Attachments with a green checkmark. If you want to delete this attachment, you must click the “Delete” button next to it. The only accepted file types are: .doc, .pdf, .xls, .ppt, .xlsx, .docx, .vsd, .bmp, .gif, .jpeg, .jpg, .png, .tiff, .tif, .txt, .zip, .dot, .dotx, .xlt, .xltx, .pot, .potx, .ppsx, .vsdx, pptx, .pps
Updated February 2, 2016 10.0 SUMMARY/COMPLETE PAGE The Summary/Complete screen will show you a list of all your tabs and sub-tabs, along with their status. Note: If you have not finished a section of your application, it will be marked with a red X and there will be an error message saying what still needs to be finished before you will receive a green checkmark. Once you have a green checkmark next to the Construction Work Plan Stage and the Environmental Stage, you will be able to mark the Construction Work Plan stage as “Complete.” Once the CWP stage is completed, RUS staff will be able to review the data and either “Approve” or “Return” it. Once they have accepted your CWP, and uploaded the CWP Approval Letter, you will be able to click the “Complete” button next to the Environmental stage. 10.1 WHAT DOES “RETURNED STAGE” MEAN? A “Returned Stage” means RUS Staff looked over your completed stage and noticed that something was either incorrect or missing. Whenever a stage is returned, you will receive a notification telling you why that stage was returned. You will have to recomplete that stage and have RUS Staff approve it.
Updated February 2, 2016 MISCELLANEOUS 11.0 PRINT SCREENS At the bottom of some screens there is a “Print” button that will let you open a print-friendly PDF of that screen. The Board Resolution is the exception. In order to open a print-friendly version of the Board Resolution, you must open the Board Resolution. At the bottom of the pop-up is a “Print” button. 12.0 EXPORT TO EXCEL At the bottom of some screens there is an “Export to Excel” Button that will let you download an Excel copy of that screen. Note: If you export the Excel sheet and make changes in the workbook, it will not affect the screen. If you export the Excel sheet and then make changes in the screen, you have to re-download the Excel sheet for it to show the changes. 13.0 INFORMATIONAL MESSAGES While completing your application, you might see several different informational messages. These messages are to help notify you if you are missing any required data. Some messages just let you know whether or not your screen saved successfully or not. The messages are colour-coordinated to help you quickly determine their meaning. The different statuses are as follows: Blue Status If you receive a blue status, it means you have saved your data successfully and that there are no issues for you to look at. A blue status is the equivalent of a green checkmark.
Updated February 2, 2016 Yellow Status If you receive a yellow status, it means that there are errors or data is missing from the screen. While you can save your screen, you will not be able to submit your application. Red Status If you have received a yellow status, you will also receive red statuses. Red statuses tell you what is needed in order to save your screen and submit your application. A red status is the equivalent of a red “X.” 14.0 CONNECTION TIME-OUT If you have been inactive for thirty minutes, the system will prompt you to select either “Stay Active” or “Log Out.” If you do not respond, the system will automatically log you out. You will need to log back into the Construction Management module to continue your application. 15.0 APPLICATION STATUS The application will go through several statuses on its way to being accepted. New – The CWP is being worked on by the applicant. CWP Completed– The applicant has completed the CWP stage and it is ready to be reviewed by RUS staff. The Construction Work Plan and Customer screens are now locked down to the applicant. Environmental Completed – The applicant has completed the Environmental stage and it is ready to be reviewed by RUS staff. The Environmental and Customer screens are now locked down to the applicant. CWP Returned – The CWP stage has been returned by RUS staff. The CWP and Customer screens have been unlocked and the applicant must go back in and resubmit the stage. CWP Approved – The CWP stage has been approved by RUS staff. The CWP and Customer screens remain locked down. Environmental Returned – The Environmental stage has been returned by RUS staff. The Environmental and Customer screens have been unlocked and the applicant must go back in and resubmit the stage Environmental Approved - The Environmental stage has been approved by RUS staff. The Environmental and Customer screens remain locked down.
Updated February 2, 2016 16.0 NOTIFICATIONS You will receive notifications for any CWPS that you can work on. For example: “Sarah Jane submitted Construction Work Plan Number 2322 on 08/18/2015 at 10:50 AM.” Note: You will automatically receive an email when you create an event, such as completing a stage. Other users on your application will not receive that email notification, unless they actively subscribe to the event. WHERE TO FIND NOTIFICATIONS Notifications are sent to two locations. The first location is inside the RD Apply system. The second location is your eAuthentication email. RD Apply To access Notifications inside the RD Apply system, you will need to login and click the “Notifications” Tab in the header bar. This will open a screen called, “View Your Notifications” that will list out all your notifications. You will be able to filter the notifications by Notification Type, Notification Date, CWP Project Number, Program, and Sub-Program. You will also be able to search for notifications either by “CWP Project Nbr” or by typing search criteria into the “Search” box under “Search Results.” To see the full notification text, you will need to click on the “View Details” button next to the specific notification. Clicking it will cause a pop-up to appear with the notification text. Email Notification emails will always be sent to your eAuthentication email. Other than location, there is no difference between the email notification and the RD Apply system notification.
Updated February 2, 2016 17.0 NOTIFICATIONS - SUBSCRIBE AND UNSUBSCRIBE 17.1 ACCESSING THE NOTIFICATION SYSTEM After logging into Construction Management, click the “Notifications” Tab in the header bar. This will open a screen called, “View Your Notifications.” You will then be able to see a button called, “Subscribe to Notifications.” Clicking this button will open a new window called, “Manage Your Subscriptions” where you can subscribe to different notifications. This is also where you can delete any subscriptions you no longer want. 17.2 CREATING A SUBSCRIPTION In order to create a subscription, you will have to filter via dropdown lists. The dropdowns are: 1. 2. 3. 4. 5. 6. Application Program Notification Type State County Customer The Customer and Counties Dropdowns will be multi-select dropdowns. You must first pick a value for Program to pick a value for Notification Type. Note: The State Dropdown is optional and is not dependent on any other dropdown. The State dropdown pulls in the state from the Headquarters or Mailing Address supplied on the Customer Screen in your application. The County dropdown will only be populated after you select a state. You will be able to select multiple counties.
Updated February 2, 2016 After saving, the dropdowns will be cleared and you will be able to add another subscription. Once a subscription has been saved, you will start getting notifications for that specific subscription. DROPDOWN VALUES The dropdowns are filtered based on the values you pick. For example: 1. 2. 3. 4. Application a. CWP Program a. Electric Notification Type a. Environmental Stage Completed b. Environmental Stage Approved c. Environmental Stage Returned d. Construction Work Plan Stage Completed e. Construction Work Plan Stage Approved f. Construction Work Plan Stage Returned State a. All USA States plus US Territories 17.3 DELETING A SUBSCRIPTION To delete a subscription, you will need to find a specific subscription and click the “Delete” Button next to it. This will delete the subscription and you will no longer receive email notifications.
Updated February 2, 2016 18.0 SECURITY ROLES 18.1 WHAT DO THE DIFFERENT ROLES MEAN? Each role has different security permissions attached to it. When you assign a user a security role, you are effectively limiting what the user can and cannot do while using your Tax Identification Number. 18.2 HOW MANY ROLES CAN ONE PERSON HAVE? Each person can only have one security role for a Tax Identification Number. For example: Your Administrator cannot have both the Administrator security role and the Viewer Security Role for Tax Identification Number 123456789. However, they can have the Viewer security role for Tax Identification Number 123456789 and the Administrator security role for Tax Identification Number 987654321. 18.3 WHAT TYPES OF SECURITY ROLES ARE AVAILABLE? There are several security roles that range in the amount of access a user can have in an application. Available security roles: Administrator: Allows the user to grant representative roles to other users assigned to the same Tax ID and create / update an application. Representative-Signature-Certify: Allows the user to create / update an application, complete stages and submit applications to the USDA. Allows the user to grant representative roles to other users assigned to the same Tax ID and create / update an application. You can only receive this role by submitting an Authorized Representative Request, and having RUS Staff assign you the role. Representative-Update Data: Allows the user to create / update an application. Engineering Consultant: Allows the user to only create / update the Power Supply Contract and Attachments sections of the application. (For user in RD Apply only) Construction Consultant: Allows the user to only create / update the Construction Work Plan and Attachments sections of the application. Financial Consultant: Allows the user to only create / update the Financial Forecast sections of the application. (For user in RD Apply only) Viewer: Allows the user to view the application with no update access. 18.4 WHO CAN ASSIGN SECURITY ROLES? Only the Administrator can assign security roles to a user. To become an Administrator, you either have to fill out a Authorized Representative Request or ask your current application Administrator to add you as an Administrator.
Updated February 2, 2016 APPENDIX 19.0 CONSTRUCTION WORK PLAN DOCUMENTS These are the attachments required to complete a CWP. Attachments: Construction Work Plan Environmental Report Board Resolution: Board Resolution Approval of Construction Work Plan
7.1 CARRY FORWARD A CONSTRUCTION WORK PLAN If you need to Carry Forward incomplete projects from a previous Construction Work Plan, you can click on the "Carry Forward" button and a pop-up with a list of the projects in your plan will be displayed. You can select the projects you want to include in your current plan.
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