airport sponsor user guide - tndot.blackcatgrants.com · blackcat grants_tdot_airport sponsor...

AIRPORT SPONSORUSER GUIDE

Table of Contents

Section 1: Introduction ....................................................................................... 2

1.1 What is BlackCat Grant Management System ? ..................................... 2

1.2 This User’s Guide ...................................................................................... 2

Section 2: Getting Started .................................................................................. 3

2.1 User Access ............................................................................................... 3

2.2 Access Location ........................................................................................ 3

Section 3: Dashboard Page ............................................................................... 4

3.1 Overview .................................................................................................... 4

Section 4: Organizations Tab............................................................................. 6

4.1 Uploading Contact Information ................................................................ 6

Section 5: ACIP ................................................................................................... 9

5.1 Creating a New Project ............................................................................. 9

5.2 Editing a Project ...................................................................................... 12

5.3 Filter/Sorts ............................................................................................... 13

5.4 Submitting/Printing an ACIP .................................................................. 14

5.5 Converting a Project to Request Funding ............................................. 15

Section 6: Projects ............................................................................................ 16

6.1 Project Listing ......................................................................................... 16

6.2 Adding a Funding Request to a Project ................................................ 16

6.3 Project Documentation ........................................................................... 21

Section 7: Invoices ........................................................................................... 24

7.1 Submitting an Invoice ............................................................................. 24

Additional Information .................................................................................. 27

BlackCat Grants_TDOT_Airport Sponsor User’s Guide

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User’s Guide

Section 1: Introduction

1.1 What is BlackCat Grant Management System ?

Panther International, LLC is proud to offer the BlackCat Grant Management System, a grant management application developed for the transportation industry.

BlackCat Grants is a secure, web-based system designed and developed to facilitate the storage, management, and analysis of aviation grants and funding resource information for airport staff, Department of Transportation (DOT) personnel, and other governmental entities requiring grant management, specific funding information and historical archives. This tool will be utilized to coordinate budget and grant tracking, facilitate project management, and guide project planning and funding in one easily accessible database.

1.2 This User’s Guide This user’s guide was created to assist airport sponsors and other designated users with the efficient use and operation of the BlackCat Grants application. If additional help is needed, a user can contact a system support representative by selecting the “Online Support” link at the bottom of every page. A representative will respond to email inquiries. Additional “Help” features can be accessed as available throughout the application.

Note: Due to differences between various browsers, some elements in the included screenshots may vary. Currently, Internet Explorer is the most widely used browser and all screenshots in this training manual were taken using this application.


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Section 2: Getting Started

2.1 User Access Please request a username and password from your DOT representative in order to access and begin using the BlackCat Grants system. Your representative will provide user access information for authorized users only.

Please note: Once you have received your user access information and have logged into the system, you can select the ‘My Account’ feature (in the upper right corner of the screen) and change your user access information at anytime.

2.2 Access Location BlackCat Grants is a secure web-based application. To locate the BlackCat Grants login screen, go to: http://tndot.blackcatgrants.com. Enter your username and password to gain access to the application.

Please note: The website address (URL) is subject to change. Users will be notified in advance of any URL address changes.


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http://tndot.blackcatgrants.com/

Section 3: Dashboard Page

3.1 Overview

Users will log on and initially access the Dashboard page. (see Figure 3.1a)

The Dashboard page provides key information:

• System announcement information

• A current list of ‘favorite’ projects

(Figure 3.1a)

The Announcement section provides information applicable to all application users including critical announcements or bulletins. Users will also be notified of any future scheduled maintenance or system enhancements.

The Favorite Projects section is designed to allow easy, quick access to projects that an individual user wants to track. Immediate access to project information allows a user to locate specific project information and link to funding requests with minimum searching or clicking through.

The application is sub-divided into several tabs. Tabs for the Dashboard page, ACIP section, Projects section, Organizations page, Resources section, and Reports page can be found across the top of the application. (see Figure 3.1b)

(Figure 3.1b)

Additional features are located in the upper right corner of the application. (see Figure 3.1c)


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(Figure 3.1c)

The My Account feature allows the user to change certain profile information. Each user is identified by a User Name that is not editable. But other information such as: first name, last name, phone number, email address, password can be changed as needed by the user. (see Figure 3.1d)

(Figure 3.1d)

Also located in the upper right corner of the application is a Logout option for the user to properly exit the application. And the Help link will list all available help information and any new edits (as additional information becomes available). (see Figure 3.1e)

(Figure 3.1e)

The Accessibility Info and Contact Support options are located at the bottom right corner and should be used to request technical assistance. (see Figure 3.1f)

(Figure 3.1f)


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Section 4: Organizations Tab To access your agency’s organization profile, select the Organization Tab. The section holds a large amount of data about your agency, including addresses, contacts, key company information, users, financial and planning data, inventories, calendar and much more. All agencies will be tasked to regularly update this section and provide critical information to assist grant management activities and various reporting requirements.

4.1 Uploading Contact Information

It’s important to update your organization contacts section on a regular basis. This ensures reliable communication between the Tennessee Department of Transportation and other user groups which may need to contact your organization. In the event of an emergency, this information may also be needed to reach appropriate personnel.

Select the Organizations tab for your airport. (see Figure 4.1a)

(Figure 4.1a)

Go to the menu at the left of the screen, and select the last navigation option, which is titled Contacts.

On this screen, select the Add New button. (See Figure 4.1b)

(Figure 4.1b)


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This will bring up a new data collection box where you will enter information about the new contact. In this new table, there are multiple checkboxes allowing you to choose the Contact Type. (See Figure 4.1c)

(Figure 4.1c)


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You will be able to choose from the following contact types:

Primary Contact for Projects This is the person at your airport who

works with the Aeronautics Project Manager

Airport Manager This is the person at your airport

designated as the airport manager. They typically run the day-to-day

operations at the airport.

Authority/Committee Chair The person who oversees the airport authority and/or airport committee.

Correspondence/Alternate An additional person who is routinely

copied on airport correspondence previously noted on the Officials

Directory

Sponsor/Airport Owner Official authorized to sign your grant

contracts with the State of Tennessee

Contract Contact The person who TDOT will contact in

regard to contract signatures, questions, etc.

Accounting Anyone who deals with accounting for your organization.

After you have selected the contact type, enter the Name, Title, Address, City, State, Zip, Phone, Cell, and Email for the contact. When you have entered all the data, select Save. You will now see the new contact added to the list for your organization (See Figure 4.1d). Continue this exercise until you have entered all the necessary contacts for your organization.

(Figure 4.1d)


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Section 5: ACIP Select the ACIP tab. (see Figure 5.0a)

(Figure 5.0a)

All new projects, whether current year or future year projects will be entered on the ACIP tab. This list of projects becomes the ACIP for each airport. Each year this list of projects will be reviewed and modified by the airport sponsor to reflect the current ACIP.

5.1 Creating a New Project To Create a New Project:

• Select the Add New button. (see Figure 5.1a)

(Figure 5.1a)

• The CIP Project screen will appear. The user should select or provide the appropriate information about the project or need in the fields provided within the Project Information section. (see Figure 5.1b)


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(see Figure 5.1b)

Project Information Section

Information about a future need or project is required in this section.

• Title: A brief description should be provided to properly name the project.

• Year: Indicate the year the funding is needed for the project or need. (see Figure 5.1c)

(Figure 5.1c)

• Airport Priority: Select the airport’s priority number for the project for the year indicated above. Each year will have a separate list of prioritized projects.

• Total Estimated Cost: Provide the total estimated cost of the intended project. (see Figure 5.1d )


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(Figure 5.1d)

• FAA Project Type: Select a project type classifying the project from the options provided.

• FAA Project Category: Select a project category classifying the project from the options provided.

• FAA Project Subcategory: Select a project subcategory classifying the project from the options provided.

• FAA Work Codes and FAA National Priority fields will calculate and provide results in the indicated fields. (Figure 5.1e)

(Figure 5.1e)

• State Project Category: Select a project category classifying the project from the options provided.

• State Project Subcategory: Select a project subcategory classifying the project from the options provided.

• State Priority field will calculate and provide results in the indicated field.

• Select Save to add the project to the CIP Listing. (Figure 5.1f)


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(Figure 5.1f)

CIP Listing

All entries will be listed on the CIP Listing page. The airport’s current CIP should be fully loaded into the system each year by reviewing then adding, editing, and/or deleting all the individual projects that make up the ACIP.

5.2 Editing a Project To Edit a Project:

• Select the Project Title as it is linked to the project. (see Figure 5.2a)

• Edit any of the fields where needed.

• Select Save to save the changes.

(Figure 5.2a)

To Delete a Project:

• Locate the Project Title as it is linked to the project. (see Figure 5.2a above)


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• In that same column, select the Delete button on the right side of the page. (Figure 5.2b)

• The project will be permanently removed.

(Figure 5.2b)

5.3 Filter/Sorts To Filter for specific CIP listings:

• To filter the ACIP to a specific year or a range of years, select the appropriate start and end years to create a list of results for those selections. (see figure 5.3a)

(figure 5.3a)

To Sort the project listings:

• Select any column header on the CIP Listing page to sort the listing by the column selected. (figure 5.3b)

(Figure 5.3b)


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5.4 Submitting/Printing an ACIP To Submit an ACIP:

• Complete all project additions, edits, and deletions.

• Select the Submit button on the CIP Listing page. (Figure 5.4a)

• The CIP Manager at the Aeronautics Division will be notified by email notification that your ACIP is complete and submitted.

(Figure 5.4a)

• Please note: once the Submit button is selected, the ACIP will be locked and no edits or modifications can be added as seen below. If you do need to make changes after your ACIP is submitted, you will need to contact your DOT representative for assistance. (Figure 5.4b)

(Figure 5.4b)

To Print an ACIP:

• Select the Print button on the CIP Listing page.

• The CIP Listing Report will display in a separate window and can be printed. (Figure 5.4a - above)


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5.5 Converting a Project to Request Funding To Convert a Project:

• Projects must be in the ACIP to be considered for funding. When it is time to submit a project for funding, it must first be converted from the ACIP. To do this, locate the project on the ACIP tab and select the Convert button. (See Figure 5.5a)

• The project will no longer display on the ACIP tab and will now be located on the Projects tab.

(Figure 5.5a)


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Section 6: Projects The Project Section is where you will manage your list of projects that have been converted from the ACIP tab.

6.1 Project Listing

All projects will be listed on a Project Listing page. A number of filters are available to allow users to sort or filter to the appropriate selections.

To View or Search for Projects, select the Projects tab. Then select a filter option and then the Filter button. The resulting list will be viewable as indicated below (see Figure 6.1a)

(Figure 6.1a)

6.2 Adding a Funding Request to a Project

Once a project is created, a specific Funding Request must be attached to the project before the project can be submitted to a PSR or TAC meeting for consideration. To create a request, first select the desired project (see Figure 6.2a).


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(Figure 6.2a)

Next, select the Add New button as seen on the Project Summary page (see Figure 6.2b).

(Figure 6.2b)

Then Title the funding request, and indicate whether it is an Original request or an Amendment to an existing project. Also provide an Explanation of Need, and include Comments if appropriate. A Funding Request Summary Letter is also required to be uploaded on this page (see Figure 6.2c). A new Funding Request cannot be submitted until the Funding Request Letter is uploaded.

There is also a document upload field for an Engineer’s Estimate. This section should be used if your Project Manager requests an Engineer’s Estimate. Otherwise, leave this field blank.


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(Figure 6.2c)

When you have finished entering all the required information, select Save (see Figure 6.2d).

(Figure 6.2d)

This will take you to the Project Funding Request Screen. You will now need to add specific dollar amounts to your funding request. To do this, select the Funding tab from the three available tabs along the bottom half of the screen (see Figure 6.2e).


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(Figure 6.2e)

Inside the Funding tab, select Add New. (see Figure 6.2f)

(Figure 6.2f)

You will now enter the Fiscal Year, Type of Funding, Federal, State, and Local dollar amounts that you are requesting. In these fields enter the numerical amount only. There is no need to enter a dollar sign ($) or commas. The funding percentages will populate automatically. When you are finished entering the required information, select Save (see Figure 6.2g)


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(Figure 6.2g)

The funding request is now attached to your project (see Figure 6.2h).

(Figure 6.2h)

When you are ready to submit your project for consideration in a PSR or TAC Meeting, select the Submit button (see Figure 6.2i). Your project with the attached funding requests will then be submitted.


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(Figure 6.2i)

6.3 Project Documentation

When creating or managing a project funding request, all necessary data is captured in the required fields within the BlackCat Grant Management System. However, there may be times when it becomes necessary or helpful to upload supporting documentation in support of your funding request.

Select the Projects tab. (see Figure 6.3a)

(Figure 6.3a)


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Select the Documents tab in the menu on the left, and then select Browse. (see Figure 6.3b)

(Figure 6.3b)

Find the file on your computer that you want to upload, and select it. The file location and name will now appear in the Select Document field. (See Figure 6.3c)

(Figure 6.3c)

In the field Document Name, enter a name for the file. Then select Save. If you do not enter a name for the document, it will not be saved.


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You should now see the document in your list of uploaded documents. (See Figure 6.3d)

(Figure 6.3d)


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Section 7: Invoices The Invoice Section is where you will submit and manage your list of invoices for your projects. You will have the ability to submit invoices, view their status, and monitor drawdowns on your projects.

7.1 Submitting an Invoice

To submit an invoice, first select which project you would like to submit an invoice for. Choose a project from your Project Listing page by selecting the Projects tab at the top of the screen, and then selecting a project by clicking on the Project Name (see Figure 7.1a).

(Figure 7.1a)

Select the Invoices section from the tabs on the left (see Figure 7.1b)

(Figure 7.1b)


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Then select the Add New button under Invoice Listing (see Figure 7.1c)

(Figure 7.1c)

This will open up a new screen where you will be able to add the required information to submit your invoice. Inside the Manage Invoice section, enter the Total Amount of the invoice. You will also need to upload your Invoice/Payment Request Documents, and provide additional comments if necessary. When you have finished entering the required information, select Save (see Figure 7.1d)

(Figure 7.1d)

Your invoice has now been created but is not yet submitted. This gives you an opportunity to review the invoice before submitting, and to add any additional supporting documentation (if required). To do this, give the document a name and select the Browse button to locate the file on your computer. To upload the document, select Save (see Figure 7.1e).


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(Figure 7.1e)

You can attach as many documents as you need. When you are ready to submit your invoice, select Submit (see Figure 7.1f). Your invoice has now been submitted and the TDOT Project Manager for this project has been notified via email.

Note: If your project manager returns the invoice to you for corrections, you will be notified via email. You can then return to this invoice and make the necessary changes and re-submit it for review. You do not need to create a new invoice.

(Figure 7.1f)


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Additional Information For additional information, please contact: Joe Foster BlackCat Grants Project Manager Panther International, LLC [email protected] 727.556.0990 x1006

Scott Entin BlackCat Grants Product Manager Panther International, LLC [email protected] 727.556.0990 x1007


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mailto:[email protected]

mailto:[email protected]