This demonstration will show how to upload documents for Essential Elements of Information 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

• My Organization Texas A&M University (000-USM0P-00)
• My Tasks
• Utilities
• Resources
• Intelligence

• 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."

Header: My Event PA Requests, REQUEST PUBLIC ASSISTANCE button, Add to your favorite's 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
• Event #: 3/29DEMO-5555 (3/29DEMO-5555), Event Name: 3/29 Demo (3/29DEMO-5555), Status: No RPA Submitted, Process Step: (blank), Projects: (blank), Damages: (blank), Work Orders: (blank)
• Navigation: 25 (entries per page drop-down), Showing 1 to 2 of 2 entries (Filtered from 3 total entries), Previous (inactive) 1, Next (inactive)

3. Select the "View" button, represented by a magnifying glass, to the left of the desired event.
1. View 4332DR-TX entry button highlighted.
2. The user selects View 4332DR-TX and the Event PA Requests Profile page loads.

Header: Event PA Requests Profile, Texas A&M University - PDMG Training Event (PDMGTRAIN), REPORT button, Add to your favorites 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: Eligible
• RPA DECISION DATE: 12/13/2017
• PROCESS STEP: Pending Eligibility Determination
• Event Information
• JOB #: 4332DR
• EVENT NAME: : 4332DR-TX
• EVENT TYPE: Disaster
• INCIDENT TYPE: Hurricane
• INCIDENT LEVEL: 1
• INCIDENT START DATE: August 23, 2017
• INCIDENT END DATE: Ongoing
• DECLARATION DATE: August 25, 2017
• DECLARED COUNTIES: Brazos County - August 24th, 2017
• Stats/Summary bar
• Contacts bar
• Locations bar
• Damage Inventory bar, MANAGE button
• EHP Profile bar
• Documents bar
• Comments bar
• Request for Information bar

4. Scroll down to the "Projects" bar on the "Event PA Requests Profile" page.
1. The user scrolls to reveal the Projects bar and other bars.
5. Select the "Projects" bar to expand it.
1. Projects bar highlighted.
2. The user selects the Projects bar, expanding it.

• Tabs: Active (current, Inactive
• Filters:
• Category: Drop-down list (Select...)
• Process Step Help button, Process Step: Drop-down list (Select...)
• Type: All (drop-down list)
• Has RFI: Drop-down list (Select...)
• Has Policy Issue? All (drop-down list)
• Controls: Search field; Search Help; SHOW/HIDE COLUMNS button
• Columns: Project #, Category, Title, Type, Process Step, Damages
• Profile entries
• View button, Project #: 17105, Category: Z - Direct Administrative Costs, Title: PAAP DAC, Type: Management Costs, Process Step: Pending EEI Completion, Damages: 1
• View button, Project #: 17156, Category: E - Buildings and Equipment, Title: Engineering Activity Bldg C17, Type: Standard, Process Step: Pending EEI Completion, Damages: 1
• View button, Project #: 17538, Category: E - Buildings and Equipment, Title: Bldg B, Type: Work Completed / Fully Documented, Process Step: Pending EEI Completion, Damages: 1
• View button, Project #: 18183, Category: C - Roads and Bridges, Title: Road Damage, Type: Work Completed / Fully Documented, Process Step: Pending EEI Completion, Damages: 1
• View button, Project #: 19143, Category: A - Debris Removal, Title: Debris Removal, Type: Work Completed / Fully Documented, Process Step: Pending EEI Completion, Damages: 1
• View button, Project #: 19144, Category: B - Emergency Protective Measures, Title: EPM, Type: Work Completed / Fully Documented, Process Step: Pending EEI Completion, Damages: 1
• View button, Project #: 19145, Category: C - Roads and Bridges, Title: Road Damages, Type: Work Completed / Fully Documented, Process Step: Pending EEI Completion, Damages: 1
• View button, Project #: 19146, Category: D - Water Control Facilities, Title: Levee Damages, Type: Work Completed / Fully Documented, Process Step: Pending EEI Completion, Damages: 1
• View button, Project #: 19147, Category: E - Buildings and Equipment, Title: Landfill Building, Type: Work Completed / Fully Documented, Process Step: Pending EEI Completion, Damages: 1
• View button, Project #: 19148, Category: F - Utilities, Title: Electric Utility Damages, Type: Work Completed / Fully Documented, Process Step: Pending EEI Completion, Damages: 1

6. Select the "View" button, represented by a magnifying glass, next to the relevant project.
1. View Project #19148 button highlighted.
2. The user selects the View Project #19148 button, and the "Project Details" page loads.

Header: Project Details, Debris Removal, DOWNLOAD PROJECT REPORT button

Alert: This project is pending EEI Completion. View project EEI (hyperlink)

• General Information
• PROJECT #: 19148
• CATEGORY: Category: F - Utilities
• TITLE: Electric Utility Damages
• TYPE: Work Completed / Fully Documented
• STATUS: Active
• PROCESS STEP: Pending EEI Completion As of April 20th, 2018 9:59 AM EDT
• % COST SHARE: 75.00%
• APPLICANT: Texas A&M University (000-USM0P-00)
• EVENT: 4332DR-TX (4332DR)
• RECIPIENT REGION: Region 7
• Stats / Summary bar
• Contact bar
• Damage Inventory
• Essential Elements of Information, 2 0f 2 EEIs pending confirmation, MANAGE EEI ANSWERS button
• Damage Description and Dimensions bar
• Score & Cost Summary bar
• 406 Mitigation Profile bar, 1 of 1 are pending initial completion of the 406 Mitigation Report.
• Insurance Profile bar
• EHP Profile
• Documents, MANAGE button

7. Select "View Project EEI" or simply scroll down to the "Essential Elements of Information" bar.
1. EEI Completion alert highlighted.
8. Select the "Essential Elements of Information" bar to expand it.
1. Essential Elements of Information bar highlighted.
2. The user selects the Essential Elements of Information bar, expanding it.

Revealed content:

Essential Elements of Information bar, MANAGE EEI ANSWERS button, 2 of 2 EEIs pending a brief description of what this project includes.

• Project Brief Description
• Notice: FEMA has not provided a brief description of what this project includes.
• Tabs: EEI List (current), EEI Questions, Required Documents
• Filters:
• STATUS: Drop-down list (Select...)
• PROCESS STEP: All (drop-down list)
• Columns: Name, Version, Status, Process Step, Question Status, Document Status
• Entries:
• OPTIONS button, Name: Completed Lane - Category F, Version: 1, Status: Open, Process Step: Pending Applicant Response, Question Status: 25/25, Document Status: 2/8
• OPTIONS button, Name: Direct Administrative Cost, Version: 1, Status: Open, Process Step: Pending Applicant Response, Question Status: 0/1, Document Status: (blank)
• Navigation: 10 (entries per page drop-down list), Showing 1 to 2 of 2 entries, Previous (inactive), 1, Next (inactive)

9. Select the "Options" button next to the Essential Elements of Information to be completed.
1. Manage Completed Lane - Category F button highlighted.
2. The user selects the Manage Completed Lane - Category F button.
3. A drop-down list expands. Options: View EEI, Submit to FEMA.
10. Select the "View EEI" drop-down option.
1. "View EEI" option highlighted.
2. The user selects "View EEI," and the "Project EEI" page loads.

Header: Project EEI, Completed Lane - Category F, SUBMIT TO FEMA button, GO BACK button

• General Information (v2)
• NAME: Completed Lane - Category F
• PROJECT: [19148] Electrical Utility Damages (hyperlink)
• PROJECT TYPE: Work Completed / Fully Documented
• APPLICANT: Texas A&M University (000-USM0P-00) (hyperlink)
• EVENT: 4332DR-TX (4332DR) (hyperlink)
• STATUS: Open
• PROCESS STEP: Pending Applicant Response As of April 12th, 2018 9:59 AM EDT
• Questions bar, MANAGE EEI ANSWERS button
• Required Documents bar, Click to toggle the Required Documents section, HELP button

11. Select the "Required Documents" bar to expand it.
1. "Required Documents" bar highlighted.
2. The user selects the "Required Documents" bar, expanding it.

Revealed content:

• Expanded folder structure
• [4] Facility was regularly maintained (0/1)
• Folder alert, Maintenance Records & Site Inspection Reports, Information button, Add Document button, Add Comment button
• [6] Did the Applicant replace any piles? (0/1)
• Folder alert, Maps and Locations Listing, Information button, Add Document button, Add Comment button
• [8] Power Distribution, transmission, and Distribution facilities were damaged (1/6)
• [8.8] Work was performed by Contract (0/5)
• Folder alert, Contract Costs Summary, Information button, Add Document button, Add Comment button
• Folder alert, Contract Document, Information button, Add Document button, Add Comment button
• Folder alert, Contract Invoices, Information button, Add Document button, Add Comment button
• Folder alert, Procurement Policy, Information button, Add Document button, Add Comment button
• Folder alert, Contract Bid / Plus Selection Process, Information button, Add Document button, Add Comment button
• Folder complete, Maps and Locations Listing, Information button, Add Document button, Add Comment button

12. Review the required documentation and prepare it to be uploaded.
1. Expanded folder structure highlighted.
13. When ready, select the blue "Add" button next to the document that is to be uploaded.
1. Add Document to Maintenance Records & Site Inspection Reports folder button highlighted.
2. The user selects the Add Document to Maintenance Records & Site Inspection Reports folder button and a pop-up displays.

• File upload box: Drag and drop a file here, or click here to select a file.
• Selected Documents to Attach
• Notice: No Maintenance Records & Site Inspection Reports documents selected. To begin uploading a document, either drag and drop a file into the area above, click the area above to upload a file manually, or attach a document from the Available Documents to Attach section below. Note: You may not upload the document to the EEI that matches an existing document with same document area.
• Available Documents to Attach
• Source: All (drop-down list)
• Category: Maintenance Record (with Remove button), Site Inspection Report (with Remove button)
• Controls: Search field, SHOW/HIDE COLUMNS button
• Columns: Source, Filename, Description, Category, Size, uploaded Date, Uploaded By
• Entries:
• No matching records found
• Navigation: 5 (entries per page drop-down list), Showing 0 to 0 of 0 entries, Previous (inactive), 1, Next (inactive)
• Controls: Close, ATTACH SELECTED (inactive), CANCEL

14. Select the "File Upload" box at the top of the pop-up window or drag and drop the file to upload the documentation.
1. File upload box highlighted.
2. The user selects the file upload box, and the "File Upload" pop-up displays.

• Top menu: Back (inactive), Forward (inactive); Path: This PC > Desktop; Search Desktop text entry box; Organize dropdown list, New Folder
• Left Navigation Menu: Quick access, Desktop (selected), Downloads, Documents, Pictures, DEVB02, Grants Portal
• Folder contents:
• Name: Archive, Date Modified: 5/25/2018 11:40 AM
• Name: Copy of Grants Manager Damage Import Template - Texas A&M University (000-U5M0P-00), Date Modified: 6/1/2018 10:45 AM
• Name: Copy of Organization_Invites_Import_Template-2.xlsx, Date Modified: 5/29/2018 10:26 AM
• Name: Grants Manager Damage Import, Date Modified: 5/23/2018 9:37 AM
• Name: MaintenanceRecords_Site Inspection; Date Modified: 5/23/2018 9:35 AM
• Name: Union Pay Policy, Date Modified: 5/23/2018 9:36 AM
• File name: Text entry box, All Files
• Open button

15. Navigate the "File Upload" pop-up window and select the appropriate document.
1. "MaintenanceRecords_Site Inspection.docx" highlighted.
2. The user selects "MaintenanceRecords_Site Inspection.docx," and the filename populates the File Name field.
16. Select the "Open" button.
1. "Open" button highlighted.
2. The user selects "Open."
3. The File Upload pop-up closes, and the "Process Document" pop-up displays.

• Alert: CAUTION: Document will be uploaded to the EEI. This document had been uploaded to other locations within the system. The document categories selected below will be added to this document.
• Filename: MaintenanceRecords_Site Inspection.docx
• Description: Text entry box
• Category*: Maintenance Record (with remove button)
• Controls: Close, SAVE, CANCEL

17. Select the text box under "Description" and enter the description of the document.
1. Description text entry box highlighted.
2. The user enters "Maintenance Records and Site Inspection Reports for Category F."
18. A category tag may be automatically added to the file. Select the drop-down under "Category" to add any additional tags.
1. "Category" field highlighted.
2. The user selects "Site Inspection Report" from the Category drop-down list.
19. Select the "Save" button to save the details of the document.
1. "Save" button highlighted.
2. The user selects "Save," and the pop-up closes.

Updated content:

• Selected Documents to Attach
• Notice cleared
• MAINTENANCERECORDS_SITE INSPECTION.DOCX (with remove button)
• ATTACH SELECTED button (active)

20. Repeat the process to upload any more applicable documents.
21. Select the green "Attach Selected" button to finish uploading the document.
1. "Attach Selected" button highlighted.
2. The user selects "Attach Selection," and the pop-up closes.

Updated content:

• [4] Facility was regularly maintained (0/1)
• Folder complete, Maintenance Records & Site Inspection Reports, Information button, Add Document button, Add Comment button
• Document, MaintenanceRecords_Site Inspection.docx (Remove button)

22. The document is uploaded successfully.
1. [4] Facility was regularly maintained (0/1) folder contents highlighted.
23. You've completed the video demonstration on uploading documents for Essential Elements of Information in Grants Portal. Please close the video window to return to the course.

END OF DEMONSTRATION