Video Demonstration: Developing the Damage Inventory

This demonstration will show how to develop the Damage Inventory in Grants Portal.

There will be no audio in this demonstration.

Grants Portal Dashboard

Top menu

  • Left: Grants Portal logo
  • Right: 333 notifications, user account icon
Left Navigation menu:
  • My Organization Texas A&M University (000-USM0P-00)
  • My Tasks
  • Utilities
  • Resources
  • Intelligence
Body
  • Alert: your dashboard has no tiles! The Dashboard is a great place to put the Grants Portal data that you care about the most. The Dashboard is made up of tiles that display the most important info about a particular item or set of items in the system. Any time you fine data that you want to keep track of, click the Add to Your Favorites button at the top of the page or section - a tile will be created for that particular data.
  1. Select "My Organization" from the navigation menu.
    1. "My Organization" in the left navigation menu highlighted.
    2. The user selects and expands "My Organization."
      • Organization Profile
      • Event PA requests
      • Projects
      • Damages
      • Work Orders
  2. Select "Event PA Requests" under "My Organization" to load the "My Event PA Requests" page.
    1. "Event PA Requests" highlighted.
    2. The user selects "Event PA Requests."
"My Event PA Requests" Page

Header: My Event PA Requests, REQUEST PUBLIC ASSISTANCE button, Add to your favorites button.

  • Filters bar. Filters Applied: ALL ACTIVE EVENT PA REQUESTS (drop-down list). Save this filtered list button, Manage your saved filters button, Reset current filters button, Export filtered list as a CSV button, Add to your favorites button.
  • Search field, Search Help, SHOW/HIDE COLUMNS button.
  • Columns: Event #, Event Name, Status, Process Step, Projects, Damages, Work Orders
  • Event PA Requests:
    • Event #: PDMGTRAIN, Event Name: PDMG Training Event (PDMGTRAIN), Status: Pending recipient RPA Review, Process Step: Pending Eligibility Determination, Projects: 0, Damages: 0, Work Orders: 0
    • Event #: 4332DR, Event Name: 4332DR-TX, Status: Eligible, Process Step: Pending Grant Completion, Projects: 13, Damages: 278, Work Orders: 64
  • Navigation: 25 (entries per page drop-down), Showing 1 to 2 of 2 entries (Filtered from 3 total entries), Previous (inactive) 1, Next (inactive)
  1. Select the "View" button, represented by a magnifying glass, to the left of the desired event.
    1. View PDMGTRAIN entry button highlighted.
    2. The user selects View PDMGTRAIN and the Event PA Requests Profile page loads.

"Event PA Requests Profile" Page

Header: Event PA Requests Profile, Texas A&M University - PDMG Training Event (PDMGTRAIN), REPORT button, Add to your favorite's button

  • Alert: Recipient eligibility determination is pending for Texas A&M University
  • General Information (Late Submission)
    • FEMA PA CODE: 000-USM0P-00
    • NAME: Texas A&M University
    • TYPE: Public/State Controlled Institution of Higher Education
    • RECIPIENT REGION: Region 7
    • STATUS: Pending Recipient RPA Review
    • RPA DECISION DATE: --
    • PROCESS STEP: Pending Eligibility Determination
  • Event Information
    • JOB #: PDMGTRAIN
    • EVENT NAME: PDMG Training Event (PDMGTRAIN)
    • EVENT TYPE: Disaster
    • INCIDENT TYPE: Hurricane
    • INCIDENT LEVEL: 3
    • INCIDENT START DATE: November 1, 2017
    • DECLARATION DATE: November 15, 2017
    • DECLARED COUNTIES: Brazos County - November 15th, 2017
  • Stats/Summary bar
  • Contacts bar
  • Locations bar
  • Damage Inventory bar, MANAGE button
  • EHP Profile bar
  • Documents bar
  • Comments bar
  • Request for Information bar
  1. Scroll down to the "Damage Inventory" bar.
    1. The user scrolls to reveal the Damage Inventory and other bars.
  2. Select the "Manage" button to the right of the drop-down list to view the Damage Inventory.
    1. Manage Damage Inventory button highlighted.
    2. The user selects the Manage Damage Inventory button and the Applicant Profile: Manage Damage Inventory page loads.
"Applicant Profile: Manage Damage Inventory" Page

Header: Applicant Profile, Manage Damage Inventory, IMPORT button, ADD NAME button, GO BACK button.

  • Damage Inventory
    • This applicant has no damage inventory.
  1. To add a single damage, select the "Add Damage" button in the top right corner of the screen.
    1. "Add Damage" button highlighted.
    2. The user selects "Add Damage."
  2. A pop-up window appears with two types of damage options: "Standard Damage" and "Management Cost."

What Type of Damage do you want to create? Pop-up

  • STANDARD DAMAGE button
    • Damages that are categories A, B, C, D, E, F, or G.
  • MANAGEMENT COST button
    • For the reimbursement of Category Z - Direct Administrative Costs (DAC)
  • Controls: Close (top), CLOSE (bottom)
  1. Select "Standard Damage" from the pop-up window.
    1. "Standard Damage" button highlighted.
    2. The user selects "Standard Damage" and a form loads.
"General Information" Section

Header: Applicant Profile: Manage Damage Inventory, SAVE button, CANCEL button

  • General Information
    • Category: Drop-down list, "Select..."
    • Name: Text entry box
  1. Select the "Category" field and choose the appropriate category from the drop-down.
    1. "Category" drop-down list highlighted.
    2. The user selects "G - Parks, Recreational Facilities, and Other Items."
  2. Select the "Name" field and enter the name of the facility.
    1. "Name" field highlighted.
    2. The user enters "Walnut Metro Park."

"Damage Information" Section

  • Damage Information
    • Damage Description: text entry box
    • Cause of Damage: Drop-down list, "Select..."
    • Prior PA Grant? Checkbox (unchecked)
  1. Select the "Damage Description" text box and enter the damage description.
    1. "Damage Description" text entry box highlighted.
    2. The user enters "10 Acre park with asphalt road and parking lots. 17ea 15ft high light poles down, 100SF vinyl canopy over the playground torn."
  2. Select the "Cause of Damage" field and choose the cause of damage from the drop-down.
    1. "Cause of Damage" drop-down list highlighted.
    2. The user selects "Hurricane."
  3. Check the "Prior PA Grant?" box, if applicable.
    1. "Prior PA Grant" checkbox highlighted.
"Location Information" Section
  • Location Information
    • Location options: Address (selected), Latitude/Longitude, Map
      • Street Address text entry box
      • Building / Suite text entry box
      • City text entry box
      • State drop-down list, Texas
      • Zip code text entry box
  1. After the "General Information" section is complete, fill in the "Location Information" section.
  2. Select each address field and fill in the appropriate address for the facility.
    1. Address fields highlighted
    2. The user enters the address:
      • Street Address: 123 N Lamar Blvd
      • City: Austin
      • Zip code: 78753

"Work Information" Section

  • Work Information
    • % Work Complete: Text entry box
    • Approximate Cost: Text entry box
    • Labor Type: Drop-down list, Select...
    • Applicant Priority: Drop-down list, Select...
  1. After the "Location Information" section is complete, fill in the "Work Information" section.
  2. Select the "% Work Complete" field and enter the percentage of work that has been completed.
    1. "% Work Complete" text entry box highlighted.
    2. The user enters "10."
  3. Select the "Approximate Cost" field and enter the approximate cost.
    1. "Approximate Cost" text entry box highlighted.
    2. The user enters "90,000."
  4. Select the "Labor Type" field and choose the type of labor from the drop-down.
    1. "Labor Type" drop-down list highlighted.
    2. The user selects "Force Account and Contract."
  5. Select the "Applicant Priority" field and choose the priority of the work from the drop-down.
    1. "Applicant Priority" drop-down list highlighted.
    2. The user selects "Medium."
  6. Select the "Save" button at the top of the page when finished filling in all applicable information.
    1. "Save" button highlighted.
    2. The user selects "Save," and the updated "Applicant Profile: Manage Damage Inventory" page loads.
"Applicant Profile: Manage Damage Inventory" Page

New content:

  • Damage Inventory
    • Controls: Search field; Search Help; SHOW/HIDE COLUMNS button
    • Columns: Damage, Category, Name, Damage Description, Project, Cause of Damage, Location
    • Damage Inventory entries
      • EDIT button, REMOVE button, Damage: 148187, Category: G, Name: Walnut Metro Park, Damage Description: 10 Acre park with asphalt road and parking lots. 17ea 15ft high light poles down, 100SF vinyl canopy... (Show More [hyperlink]), Project: Unassigned, Cause of Damage: Hurricane, Location: Austin, Texas
    • Navigation: 10 (entries per page drop-down list), Showing 1 of 1 entries, Previous (inactive), 1, Next (inactive)
  1. To add multiple damages, it is easier to use the Damage Inventory Template where multiple damages can be uploaded at once.
  2. Select the "Import" button to reveal drop-down options.
    1. "Import" button highlighted.
    2. The user selects "Import" and a drop-down menu expands. Options: Download Template, Upload Spreadsheet, View Imports.
  3. Select the "Download Template" option from the drop-down.
    1. "Download Template" option highlighted.
    2. The user selects "Download Template."

Opening Grants Manager Damage Import Template - Texas A&M University - Pop-Up Window

  • You have chosen to open: "...port Template - Texas A&M University (000-U5M0P-00).xlsx" which is: Microsoft Excel Worksheet from: https://grantsportal-demo-site.azurewebsites.net
  • What should Firefox do with this file?
    • (selected) Open with Microsoft Excel (default), drop-down list
    • (unselected) Save File
    • Do this automatically for files like this from now on (checkbox, unchecked)
  • Controls: Close, OK, CANCEL
  1. A pop-up window appears. Ensure the file is set to "Open with" and will open with Microsoft Excel.
    1. Open with Microsoft Excel (default) option highlighted.
  2. Select "OK" to open the template.
    1. "OK" button highlighted.
    2. The user selects "OK," and the spreadsheet opens.
Damage Inventory Excel Spreadsheet

Banner: PROTECTED VIEW: Be careful - files from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing button. Close button.

Excel User Interface:

  • Top
  • Top Menu: Save, Undo (inactive), Redo (inactive), Grants Manager... (cut off), Beth Meyers, Ribbon Display Options, Minimize, Maximize, Close
    • Current Cell: A1; Delete, Approve, Formulas. Cell Contents: Program Delivery Manager (PDMG), Vertical Scroll
  • Spreadsheet
    • Visible: Rows 1-31, Columns A-Q
    • Row 1: Blank
    • Column A: Blank
    • Row 2: B-C: Disaster Number, D-F: PDMGTRAIN, G-J: Program Delivery Manager, K-Q: blank
    • Row 3: B-C: Applicant Name, D-F: Texas A&M University (000-USM0P-00), G-J: Program Delivery Manager, K-Q: blank
    • Row 4: B-C: Applicant FIPS, D-F: 000-USM0P-00, G-J: Program Delivery Manager (PDMG) (current cell), K-Q: blank
    • Row 5: B-C: Applicant Point of Contact Number, D-F: Manziel, Johnny; G-J: blank; K-Q: blank
    • Row 6: B-C: Applicant Point of Contact Phone, D-F: (979) 845-3210; G-J: blank; K-Q: blank
    • Row 7: B-C: Applicant Pont of Contact Email, D-F: johnny.manziel@txam.edu; G-J: blank; K-Q: blank
    • Row 8: B:Category ; C: Name of damage/facility; D: Address 1, E: Address 2, F: City, G: State, H: Zip, I: Latitude #, J: Longitude #, K: Describe Damage, L: Primary Cause of Damage, M: Approx. Cost, N: % Work Complete, O: Labor Type, P: Has received PA grant(s) on this facility in a past?, Q: Applicant Priority
    • Rows 9-28: Blank
    • Rows 29-31, D-Q: Labor Key: MAA - Mutual Aid Agreement; MOU - Memorandum of Understanding; FA - Force Account; C - Contract; FA/C - Both FA and C; DR - Donated Resources
  • Bottom
    • Scroll Left (inactive), Scroll Right, Damage Inventory, List..., Horizontal Scroll
  1. When the template opens, select "Enable Editing" at the top of the spreadsheet.
    1. "Enable Editing" button highlighted.
    2. The user selects "Enable Editing," and the banner closes.

Revealed Excel Controls:

  • Ribbon tabs: File, Home (selected), Insert, Page, Form, Data, Review, view, Add-Ons, ACROBAT, Team, Tell Me, Share
  • Home Ribbon:
    • Clipboard: Paste, Cut, Copy, Format Painter
    • Font
    • Alignment
    • Number
    • Styles: Conditional Formatting, Format as Table, Cell Styles
    • Cells
    • Editing
  1. The template is automatically populated with the necessary damage information.
    1. Cells B2 to F7 highlighted.
  2. Complete each column in the first row of the spreadsheet for the first damage.
    1. Row 9 highlighted.
    2. The user selects "G" for the Category.
    3. The user enters "Walnut Metro Park" for the name of the damaged facility.
    4. The user enters "123 N Lamar Blvd" for address 1.
    5. The user enters "Austin" for the city.
    6. The user enters "Texas" for the State.
    7. The user enters "78753" for the zip code.
    8. The user enters "30.26720" for the latitude.
    9. The user enters "37.74310" for the longitude.
    10. The user enters "Vinyl Canopy Torn, Light Poles Down" for the damage description.
    11. The user selects "Hurricane" for the primary cause of the damage.
    12. The user enters "90,000" for the approximate cost.
    13. The user enters "10%" for the percentage of work completed.
    14. The user selects "FA/C" for the labor type.
    15. The user selects "U" for if a PA grant has been received.
    16. The user selects "Medium" for the Applicant priority.
  3. If there are any more damages to add, repeat this process in a new row until complete.
    1. Rows 10-15 highlighted.
  4. When finished, select the "File" button at the top of the spreadsheet.
    1. File" tab is highlighted.
    2. User selects "File" and the File screen displays.

Excel File Screen

Left Navigation menu: Back, Info, New, Open, Save, Save As (highlighted), Save as Adobe PDF, Print, Share, Export, Publish, Close

Info:

  • Filename: Grants Manager Damage Import Template - Texas A&M University (000-U5M0P-00).xlsx
  • Path: C: >> Users >> BETHMY~1 >> AppData >> Local >> Temp
  • Save As: Read-Only Workbook; if you make changes, they won't be saved. To keep them, save the workbook with a new name or in a different location.
  • Protect Workbook: Control what types of changes people can make to this workbook.
  • Inspect Workbook
  1. Select "Save As."
    1. "Save As" highlighted.
    2. The user selects "Save As," and Save options displays.
  • Side menu: Open, Save, Save As, Save As Adobe PDF, Print, Share, Export, Publish, Close, Account, Feedback, Options
  • Save Options: Recent, OneDrive - E-PAGA, INC., bmeyers@e-paga.com; Sites - E-PAGA, INC., bmeyers@e-paga.com; OneDrive, This PC, Add a Place, Browse
  1. Select "Browse" to find a location to save the Damage Inventory Template.
    1. "Browse" highlighted.
    2. The user selects "Browse," and the "Save As" pop-up displays.

Save As

  • Top menu: Back, Forward (inactive); Path: This PC > Desktop; Search Desktop text entry box; Organize dropdown list, New Folder
  • Left Navigation Menu: Quick Access: Desktop (current), Downloads, Documents, Pictures
  • Folder contents:
    • Name: Archive, Date Modified: 5/25/2018
    • Name: Copy of Organization_Invites_Import_Template-2, Date Modified: 5/29/2018
    • Name: Grants Manager Damage Import, Date Modified: 5/23/2018
  • File name: Copy of Grants Manager Damage Import Template - Texas A&M University (000-U5M0P-00)
  • Save as type: Excel Workbook
  • Authors: Beth Meyers, Tag: Add a tag, Save Thumbnail (checkbox, unselected)
  • Hide Folder, Tools, Save button.
  1. Select the "Save" button in the pop-up window.
    1. "Save" highlighted.
    2. The user selects "Save."
    3. The Save As pop-up closes, and the workbook displays.
  2. Close out of the spreadsheet and return to Grants Portal.
    1. Close Excel button highlighted.
    2. The user closes Excel and returns to the Grants Portal "Applicant Profile: Manage Damage Inventory" page.

"Applicant Profile: Manage Damage Inventory" Page

  1. To upload the spreadsheet, select the "Import" button to reveal drop-down options.
    1. "Import" button highlighted.
    2. The user selects "Import" and a drop-down menu expands. Options: Download Template, Upload Spreadsheet, View Imports.
  2. Select "Upload Spreadsheet" from the drop-down list.
    1. "Upload Spreadsheet" option highlighted.
    2. The user selects "Upload Spreadsheet."
    3. The "File Upload" pop-up opens.

"File Upload" Pop-Up Window

  • Top menu: Back (inactive), Forward (inactive); Path: This PC > Desktop; Search Desktop text entry box; Organize dropdown list, New Folder
  • Left Navigation Menu: FEMA EMI, FEMA NFA CRs, Weekly Status, OneDrive, This PC (selected)
  • Folder contents:
    • Name: Archive, Date Modified: 5/25/2018
    • Name: Copy of Grants Manager Damage Import Template - Texas A&M University (000-U5M0P-00), Date Modified: 6/1/2018
    • Name: Copy of Organization_Invites_Import_Template-2.xlsx, Date Modified: 5/29/2018
    • Name: Grants Manager Damage Import, Date Modified: 5/23/2018
  • File name: Text entry box, .xlsx
  • Open button
  1. Locate the Damage Inventory Template in the "File Upload" pop-up window.
    1. "Copy of Grants Manager Damage Import Template - Texas A&M University (000-U5M0P-00)" highlighted.
    2. The user selects "Copy of Grants Manager Damage Import Template - Texas A&M University (000-U5M0P-00)," and the filename populates the File Name text entry box.
  2. Select the "Open" button.
    1. "Open" button highlighted.
    2. The user selects "Open."
    3. The File Upload pop-up closes and the "Applicant Profile: Manage Damage Inventory" page loads.

New Content:

  • Results
    • Total Records Imported 1
    • New Damage Records 1
    • Record With Errors 0
    • Records With Warnings 0
    • COMMIT IMPORT button: Your import file is ready to commit and contains no warnings. Review the Data below, then click Commit to process this import
    • CANCEL IMPORT button: If for any reason you do not want to commit this import, you may cancel it by clicking the Cancel button. The original file has been preserved and may be re-submitted when you are ready.
  1. Review the results of the import.
    1. "Results" section highlighted.
  2. If there are any errors, select the "Cancel Import" button, fix the issues in the excel spreadsheet, and repeat the process of uploading the file.
    1. "Cancel Import" button highlighted.
  3. If there are no errors, select the "Commit Import" button.
    1. "Commit Import" button highlighted.
    2. The user selects "Commit Import."
  4. A confirmation pop-up window appears.

"Commit Import" Pop-Up Window

Do you wish to commit the changes in this import?
This may take several minutes depending on the number of changes.
Controls: Commit Import, Go Back

  1. Select the "Commit Import" button, when ready.
    1. The "Commit Import" button is highlighted.
    2. The user selects "Commit Import."

New content:

  • Entries
    • EDIT button, REMOVE button, Damage: 148188, Category: G, Name: Walnut Metro Park, Damage Description: Vinyl Canopy Torn, Light Poles Down, Project: Unassigned, Cause of Damage: Hurricane, Location: 123 N Lamar Blvd, Austin, Texas, 78753
  • Navigation: 10 (entries per page drop-down list), Showing 1 of 2 of 2 entries, Previous (inactive), 1, Next (inactive)
  1. The newly uploaded Damage Inventory is now visible.
    1. Damage Inventory entries highlighted.
  2. You've completed the video demonstration on developing the Damage Inventory in Grants Portal. Please close the video window to return to the course.
END OF DEMONSTRATION