1. 1 Getting to know TEAM FTA’s Internet-Accessible Grants and Financial Management System

2. FTA Office of Program Management What does FTA do with it’s annual budget? Administrative o Payroll, rent, etc. Program Grants Program Support o Paying contractors, consultants, other agencies, etc. Not tracked in TEAM

3. FTA Office of Program Management 2004 FTA Grant Program Apportionments $7.8 billion

4. FTA Office of Program Management Summary of Grant Programs URBANIZED AREA FORMULA o to urbanized areas for transit capital and operating assistance in urbanized areas. NONURBANIZED AREA FORMULA PROGRAM o program provides formula funding to states for supporting public transportation in areas of less than 50,000 population. CAPITAL: BUS AND BUS-RELATED o for buses, bus maintenance and administrative facilities, transfer facilities, park-and-ride stations, bus maintenance, passenger shelters and bus stop signs, and other bus-related purchases. CAPITAL: FIXED-GUIDEWAY MODERNIZATION o to modernize or improve existing rail or fixed guideway systems, including rehabilitation of rolling stock, track, structures, signals, etc. CAPITAL: NEW STARTS o for construction of new fixed guideway systems or extensions to existing fixed guideway systems.

5. FTA Office of Program Management Summary of Grant Programs, continued METROPOLITAN PLANNING o to support the planning of transportation investment decisions in metropolitan areas. STATE PLANNING AND RESEARCH GRANTS o for statewide planning planning for non-urbanized areas, and other technical assistance activities. RURAL TRANSIT ASSISTANCE o to assist in the design and implementation of training and technical assistance projects and other support services tailored to meet the needs of transit operators in nonurbanized areas. ELDERLY AND PERSONS WITH DISABILITIES o provides formula funding to States for assisting private nonprofit groups in meeting the transportation needs of the elderly and persons with disabilities.

6. FTA Office of Program Management Summary of Grant Programs, continued FLEXIBLE FUNDING o authorized under TEA-21, allows some highway funds to be transferred to transit projects, and vice-versa. JOB ACCESS AND REVERSE COMMUTE o to develop transportation services for welfare recipients and low income individuals to and from jobs, and to develop transportation services from urban centers to suburban employment opportunities. NATIONAL RESEARCH AND TECHNOLOGY o to conduct national research and the development of advanced transit technology. OVER-THE-ROAD BUS ACCESSIBILITY o for private over-the-road bus operators to retrofit vehicles to meet the requirements of the Americans with Disabilities Act.

7. FTA Office of Program Management Project Types Formula & Discretionary Programs o Grants Program Support o 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 (Volpe) o Inter-agency Agreements (Outside DOT) o Intra-agency Agreements (Within DOT)

8. 8 The money is made available… How do we get it to our grantees & contractors?

9. FTA Office of Program Management TEAM:Tracks FTA program funds 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)

10. FTA Office of Program Management Program Support Projects have… A place on the FTA Program Plan or in a Concept Memo (which serves as a modification to the Program Plan). An Approval Package A Project Record in TEAM (Application)

11. FTA Office of Program Management Annual Program Plan Maintained by Cost Center Managers (as of 12/2003) o TBP – Rhonda Lee o TPM – Rhoda Shorter o TAD – Eugene McCrae o TCR – Beverly Phipps o TRI – Bruce Robinson o TPE – Vincent Valdes o TCA – Jacqui Bennet

12. FTA Office of Program Management Approval Packages Set of documents which fully describe the project in all the necessary legal detail o Approval Request Document o 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

13. FTA Office of Program Management TEAM Project Life Cycle 1. Project application created 2. Project number assigned 3. Operating budget money is reserved 4. Project awarded 5. Project award executed 6. Project managed 7. Project closed

14. 14 The TEAM System The Basics

15. FTA Office of Program Management TEAM: Logging IN … Open Internet Explorer http://ftateamweb.fta.dot.gov o Username and password o Request username and password through Team Help Desk: Team.HelpDesk@fta.dot.gov Select your Database o Production (REAL Working Data) o Quality Assurance (This is a copy of Production made every night) o Training (Used only for special training) Verify the database you are connected to by the title bar on the browser window

16. FTA Office of Program Management TEAM: Logging OUT … When exiting TEAM, Select “Exit” from the bottom of the TEAM Menu If you exit any other way, you may lock up the project record you were in

17. FTA Office of Program Management Standards & Conventions Menu Bar at Left o Main Menu – (Home) Location for news, memos, reports, files, links, and other items of interest to TEAM users o Menu Headers (begin with a + or a - ) Can Expand or contract the list of options under each heading Clicking on most headers brings up a Query Window for you to search for a Recipient or Project Application

18. FTA Office of Program Management Standards & Conventions, continued Query Windows o When you log into TEAM, click open all the categories that you will be using. Then when you query a project, you will just be able to click around the Menu items and not have to query again and again. o 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.

19. FTA Office of Program Management Standards & Conventions, continued Data Entry Window Icons o Red X - Cancel o Green check - Save o Magnifying Glass - look up a value from a list of codes o Printer Icon – Opens the Applications/View/Print Window o Diskette – saves the changes you have made in a data entry window o Diskette with Red Ban sign – discards the changes you have made in a data entry window o A Blue Outline around any field on a data entry window indicates you can edit that value

20. FTA Office of Program Management Standards & Conventions, continued Attachments o The title of the attachment window indicates which level you are attaching to Recipient Level: Access Attachments by clicking the Paper Clip from a Recipient Record to access Attachment Folders Project Application Level: Access Attachments by clicking the Paper Clip from a Project Application Record to access Attachment Folders

21. FTA Office of Program Management Standards & Conventions, continued Cutting, Pasting & Printing o 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 all of the Recipient and Project Data in a single document format.

22. FTA Office of Program Management TEAM Project Number DC-26-5001-00 – Recipient State DC-26-5001-00 – Section Code DC-26-5001-00 – Activity/ Partial Cost Center Code DC-26-5001-00 – Sequence Number DC-26-5001-00 – Amendment Number

23. FTA Office of Program Management TEAM Recipient ID Unique 4 digit number for all FTA Recipients Examples: 1398 WMATA 1211 KALAMAZOO METRO TRANSIT

24. FTA Office of Program Management Getting Help TEAM Home Page o User’s Guide o Training Schedules o Activity Line Item Tree (ALI Codes) o TEAM Guidance-HQ System Problems:Team.HelpDesk@fta.dot.gov Problems with HQ projects in TEAM: see your TEAM Office Coordinator

25. FTA Office of Program Management TEAM Office Coordinators