1 getting to know team fta’s internet-accessible grants, project, and financial management system

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Getting to know TEAMGetting to know TEAM

FTA’s Internet-Accessible Grants, Project, and

Financial Management System

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What does FTA do with it’s What does FTA do with it’s annual budget?annual budget?

• Administrativeo Payroll, rent, etc.

• Program Grants

• Program Supporto Paying contractors, consultants, other

agencies, etc.

Not tracked in TEAM

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Program Description - FTA ProgramsProject Count

Obligated Amount

USC 5320 Paul S. Sarbanes Transit in Parks Program * 9 $11,748,099

USC 5339 Alternatives Analysis 16 $11,271,350

USC 5303/5304/5305 Metropolitan and State Planning 55 $159,592,154

USC 5307 Urbanized Area 875 $3,687,670,560

USC 5308 Clean Fuels Grant Program 17 $41,701,478

USC 5309 Bus and Bus Facilities 436 $683,119,195

USC 5309 Fixed Guideway Modernization 73 $1,371,675,931

USC 5309 New Starts 41 $916,651,568

USC 5310 Elderly and Individuals with Disabilities 68 $195,497,924

USC 5311 Non-Urbanized Area 72 $391,180,201

USC 5311 Tribal Transit 57 $10,315,117

USC 5314 National Research 5 $4,263,414

USC 5316 JARC 189 $136,112,999

USC 5317 New Freedom 177 $84,774,075

TEA-21 3038-Over-the-Road-Bus 76 $15,002,734

Emergency Supplementals 1 $252,169

Miscellaneous FHWA Transfers 9 $41,410,202

ARRA - USC 5307 Urbanized Area 564 $5,385,248,535

ARRA - USC 5307 Urbanized Area Formula Flex Transfer 23 $230,037,430

ARRA - USC 5309 Fixed Guideway Modernization 47 $737,781,730

ARRA - USC 5309 New Starts 9 $468,220,000

ARRA - USC 5311 Non-Urbanized Area 65 $608,248,954

ARRA - USC 5311 Non-Urbanized Area Flex Transfer 4 $18,116,651

Total 2888 $15,209,892,470

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2006 TEAM Project Types2006 TEAM Project Types

Grants make up 90% of the projects, but 97% of the $

2888 projects

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FTA Grant ProgramsFTA Grant Programsand corresponding Managersand corresponding Managers

• Metropolitan Planning (5303, 5305) , TPE• Statewide Planning and Research (5304, 5305) , TPE• Large Urban Cities (5307), TPM• Clean Fuels Formula Program (5308), TPM• Major Capital Investments (New Starts & Small Starts) (5309), TPM• Rail And Fixed Guideway Modernization (5309), TPM• Buses And Bus Facilities (5309, 5318), TPM• Transportation For Elderly And Persons With Disabilities (5310), TPM• Rural And Small Urban Areas (5311), TPM• Rural Transit Assistance Program (5311(b)(3)), TPM• Public Transportation On Indian Reservations (5311(c)), TPM• Transit Cooperative Research Program (5313), TRI• National Technology And Research Program (5314), TRI • Job Access And Reverse Commute Program (5316), TPM• New Freedom Initiative (5317), TPM• Transit In The Parks (5320), TBP• Alaska Railroad (5338(a)), TPM• University Transportation Centers Program (tea-21 5505), TRI • Over The Road Bus Program, TPM• Flexible Funds For Highway And Transit Flexible Funding, TBP

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Project TypesProject Types

• Formula & Discretionary Programso Grants

• Program Supporto Cooperative Agreements (Hire a contractor to do a

project that has significant Federal Involvement)o Contracts/Procurements (Hire a contractor to do a

project)o General Working Agreements (ex: Volpe)o Inter-agency Agreements (Outside DOT)o Intra-agency Agreements (Within DOT)

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The money is made The money is made available…available…

How do we get it to our grantees & contractors?

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The Funding ProcessThe Funding Process

Law is signed by President

(every 4 years) Appropriations Committees

determine Funding (annually, or more

through Continuing Resolution)

FTA TBP loads operating budgets

into TEAM (throughout year)

FTA TPM Publishes

appropriations to Federal Register

Authorizations Committees reviews the programs & earmarks

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Aw

ardin

g F

un

ds

Aw

ardin

g F

un

ds

(form

ula/earm

ark)(fo

rmu

la/earmark)

Recipient manages Award

(Submits Quarterly Reports, Requests Budget Revisions,

Applies for Amendments, Requests Closeouts, etc)

Grantees expect appropriated FTA

funding

FTA Grantmaking office Awards

Grant

Contractors win bid for FTA

projects

FTA Staff must obtain TEAM

userid, PIN and Training

FTA Procurement Offices Awards

Procurements, etc.

FTA Project Manager obtains

all project approvals

Is application for a Grant?

Will recipient enter data into

TEAM?

Recipient must obtain TEAM

userid, PIN, and TEAM Training

FTA Project Manager manages Award

(Reviews Quarterly Reports, Approves Budget Revisions,

Processes Amendments, Submits Closeouts, etc)

FTA Project Manager Assigns Project Number

FTA Project Manager Submits

Project for approval

YES NO

FTA Project Manager Assigns Project Number

Recipient Submits Project for approval

FTA Staff enters project application

into TEAM

Recipient enters project application

into TEAM

YES NO

FTA Project Manager Reserves

appropriate funding

“paper” application“electronic” application

FTA Staff Sends grant through

Release Process (TEAM/GNS)

Is application for a grant against an Earmarked

Project?

YESGrant is released

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TEAM:Tracks FTA program TEAM:Tracks FTA program fundsfunds

• Where they come from (operating budgets)

• Who they go to (recipients)

• What they are used for (projects)o By Schedule (milestones)o By Activity (budgets)

• Reservations & Obligations (promised & dedicated amounts)

• Disbursements (payments)

(non-administrative)(non-administrative)

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Grant Projects have…Grant Projects have…

• A place in their State Transportation Improvement Plan (STIP) or their local Metropolitan Planning Organization Transportation Improvement Plan (TIP)

• A Project Record in TEAM (Application)

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Program Support Projects have…Program Support Projects have…

• A place in the FTA Program Plan or in a Concept Memo (which serves as a modification to the Program Plan).

• An Approval Package (attached to TEAM project)

• A Project Record in TEAM (Application)

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COST CENTER (CODE) MANAGERCOST CENTER (CODE) MANAGER

TOA 61000 Alicia Neal CEN 69300 Phyllis Soldo (Lead)

TAD 62000 Edwin Delong (1) CEN 69400 Nicole Fils

TAD 62000 Reginald Davis (10) WCF 69500 Edwin Delong (Lead)

TAD 62000 GiGi Powell(20) TPE 71000 Susan Rollman

TAD 62000 Aarum Lindo (30) TRO-1 78100 Mary Mello

TAD 62000 Nicole Fils (40) TRO-2 78200 Miriam Arce

TCC 63000 Patricia Cohen TRO-3 78300 Deborah Brown

TCA 64000 Alisha Neal TRO-4 78400 Rhonda King

TPM 65000 Janeise Beckwith TRO-5 78500 Angelica Salgado

TBP 66000; TBP 66100 Rhonda Lee (Lead) TRO-6 78600 Caron Cathers

TRI 67000; 671000 Bertha Jackson TRO-7 78700 Alfreda Lewis

TCR 68000 Cynthia Phifer TRO-8 78800 Charmaine Knighton

CEN 69000 Edwin Delong TRO-9 78900 Patricia Valentine

CEN 69100 Tito Wills (Lead) TRO-10 79000 Hattie Wood

CEN 69200 GiGi Powell (Lead) LMRO 72000 Therese Trapp

Cost Center ManagersCost Center Managers

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Program Support Projects: Program Support Projects:

The Approval PackageThe Approval Package

• Set of documents which fully describe the project in all the necessary legal detail

o Approval Request Documento A Statement of Work

• Describes the scope and duration of the project, including any deliverables or other milestones.

o A Government Cost Estimate (GCE)• A complete breakdown of the individual project activities and

their associated costs

• Templates for each project type found on FTANet/Electronic Forms, TEAM Forms

• Questions? See Linda Sorkin, TCR

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TEAM Project Life CycleTEAM Project Life Cycle

1. Project Application Created2. Project Number Assigned3. Project Is Submitted4. Concurrences And Approvals Are Obtained5. Funds Are Reserved to Project6. Project Awarded7. Project Award Executed8. Project Managed9. Project Closed

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The TEAM SystemThe TEAM System

A Few Basics to Get You Started…

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Getting TEAM AccessGetting TEAM Access

• Request username and password through your Team Local Security Manager

• User access forms o FTANet, Electronic Forms, Under TEAM Formso Posted on the TEAM Home Page

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TEAM: Logging IN …TEAM: Logging IN …

• Open Internet Explorer • http://ftateamweb.fta.dot.gov

o Username and password

• Select your Databaseo Production (REAL Working Data!)o Quality Assurance (This is a copy of Production

made every night – use it to test & play)o Training (Used only for special training scenarios)

• Verify the database you are connected to by the title bar on the browser window

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TEAM: Logging OUT …TEAM: Logging OUT …

• When exiting TEAM, Select “Exit” from the bottom of the TEAM Menu

• If you exit any other way, you will lock up the project record you were working in

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Standards & Conventions Standards & Conventions

• Menu Bar at Lefto Main Menu – (Home) Location for notices,

memos, reports, files, links, and other items of interest to TEAM users

o Menu Headers (begin with a + or a - )• Expand or contract the list of options under

each heading by clicking the + or -• Clicking on the header brings up a Query

Window for you to search for a Recipient or Project Application to work with

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Standards & ConventionsStandards & Conventions , ,

continuedcontinued

• Query Windowso TEAM is not case sensitive when searching

Project Applications or Recipients.

o Project numbers need not have dashes in the Query Applications window

o If you don’t know the exact project number – you can put in a partial number and TEAM will find anything that matches.

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continuedcontinued

• Data Entry Window Iconso Red X - Cancelo Green check - Saveo Magnifying Glass - look up a value from a list of codeso Printer Icon – Opens the Applications/View/Print

Window o Diskette – saves the changes you have made in a

data entry windowo Diskette with Red Ban sign – discards the changes

you have made in a data entry windowo A Blue Outline around any field on a data entry

window indicates you can edit that value

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continuedcontinued

• Attachmentso The title of the attachment window

indicates which level you are attaching to• Recipient Level: click Paper Clip from a

Recipient Record to access Attachment Folders • Project Application Level: click Paper Clip from

a Project Application Record to access Attachment Folders

• You can also switch to other amendments using the dropdown found on the top of this window

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continuedcontinued

• Cutting, Pasting & Printingo Standard Windows Stuff

• CTRL-C is the Clipboard “Copy to” for highlighted items• CTRL-X is the Clipboard “Cut to” for highlighted items• CTRL-V is the Clipboard “Paste from” for highlighted items• ALT-PRINTSCREEN will copy a screenshot of the Active

Window to the Clipboard.• CTRL-PRINTSCREEN will copy a screenshot of the

Windows Desktop to the Clipboard.o TEAM

• Applications,View/Print allows you to view, save, and/or print Recipient and Project Data in a single document format.

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TEAM Project NumberTEAM Project Number

DC-26-5001-00 – Recipient State

DC-26-5001-00 – Section CodeDC-26-5001-00 – Activity/ Cost Center

DC-26-5001-00 – Sequence #

DC-26-5001-00 – Amendment

(must match the funding you reserve!)

If it is a GRANT, it MUST be 0 or X if multiple financial purpose codes are to be used for funding, if non-grant, use the 2nd

digit of your cost center code

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TEAM Recipient IDTEAM Recipient ID

• Unique 4 digit number for all FTA Recipients

Examples:

1398 WMATA

1211 KALAMAZOO METRO TRANSIT

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Account Classification CodeAccount Classification Code

Example: 2004.21.90.91.1

• 2004.21.90.91.1 – Funding Fiscal Year

• 2004.21.90.91.1 – Appropriation Code

• 2004.21.90.91.1 – Section ID

• 2004.21.90.91.1 – Limitation

• 2004.21.90.91.1 – Type AuthorityBe absolutely certain that you are using the correct code to

reserve funds for your projects!!! There are many new codes from SAFETEA-LU!!!

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Codes, Codes and more CodesCodes, Codes and more Codes

• Activity Line Item (ALI) Treehttp://ftateamweb.fta.dot.gov/static/ALI%20Tree.xls

• Account Classification Codeso Section & Limitation Codeshttp://ftateamweb.fta.dot.gov/static/FTAreports/2006_reportfiles/FinalFTA8011.PDF

• Other Codes? o TEAM Code Lookup Reference

• http://ftateamweb.fta.dot.gov/static/Guidance-HQ/LIST_OF_TEAM_CODE_LOOKUPS.xls

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Co

st Cen

ter Co

des

Co

st Cen

ter Co

des

CODE DESC

62000 TAD

63000 TCC

64000 TCA

65000 TPM

65100 Security Supplemental Funds for Transit Security PL 107-117

65200 Supplemental Projects Funds from Public Law 107-117 pg 2329

65300 Supplemental Projects Orig. used for LMRO (no longer in use) 72000

66000 TBP

67000 TRI

68000 TCR

69000 TAD central account

71000 TPE

72000 LMRO

74000 TSS

78100 Region 1

78200 Region 2

78300 Region 3

78400 Region 4

78500 Region 5

78600 Region 6

78700 Region 7

78800 Region 8

78900 Region 9

79000 Region 10

67100 TRI

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Getting HelpGetting Help

• TEAM Home Pageo User’s Guideo TEAM Guidance-HQ

• Systems issues:o [email protected]

• Problems with projects in TEAM: see your. o TEAM Local Security Manager

1 getting to know team fta’s internet-accessible grants, project, and financial management system

Documents