WADNR FHT User Guide Aba865
User Manual:
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Page Count: 9
Created by Sitka Technology Group
www.sitkatech.com 1 Updated 5/22/2019
Forest Health Tracker User Guide
Created by Sitka Technology Group
www.sitkatech.com 2 Updated 5/22/2019
Table of Contents
Log In – How? ............................................................................................................................ 3
Username and password ........................................................................................................ 3
Forgot password? ................................................................................................................... 3
Forgot username? .................................................................................................................. 3
Projects– Why? .......................................................................................................................... 3
Project– How?............................................................................................................................ 4
Project Overview .................................................................................................................... 4
Funding .................................................................................................................................. 4
Activities ................................................................................................................................. 4
Project Interactions/Events ..................................................................................................... 4
Project Themes ...................................................................................................................... 5
Project Details ........................................................................................................................ 5
Photos .................................................................................................................................... 5
Administrative ......................................................................................................................... 5
Financials– Why? ....................................................................................................................... 5
Grant– How? .............................................................................................................................. 5
Basics..................................................................................................................................... 6
Grant Modifications................................................................................................................. 6
Grant Allocations .................................................................................................................... 6
Notes ...................................................................................................................................... 6
Grant Allocation– How? ............................................................................................................. 6
Basics..................................................................................................................................... 7
Expenditures by Year ............................................................................................................. 7
Grant Allocation Budget Line Items ........................................................................................ 7
Budget vs Actuals ................................................................................................................... 7
Expected Funding by Project .................................................................................................. 7
Reported Expenditures ........................................................................................................... 7
Notes ...................................................................................................................................... 7
Agreement– How? ..................................................................................................................... 8
Agreement Basics .................................................................................................................. 8
Grant Allocations Associated to this Agreement ..................................................................... 8
Projects Associated to this Agreement ................................................................................... 8
Agreement Contacts ............................................................................................................... 8
Invoice– How? ........................................................................................................................... 8
Basics..................................................................................................................................... 9
Invoice Line Items .................................................................................................................. 9
Created by Sitka Technology Group
www.sitkatech.com 3 Updated 5/22/2019
Forest Health Tracker (FHT)Web Help
Log In
FHT Web: How do I?
Log In – How?
If you are new to the Washington Department of Natural Resources (WA-DNR), Forest Health
Tracker, welcome!
You will find most information on the FHT application is accessible without a log-in account.
However, certain features do require logging in such as creating projects or viewing internal
notes. When you receive a login account your role will be unassigned. An Administrator can
assign a role, which will determine your permissions to create, edit or delete information in the
application.
There are two options for logging-in, either with a WA-DNR Account, or through SecureAccess
Washington.
Username and password
Once your username, which is generally your email address, and password are established,
enter those in the log-in form provided through one of the two log-in options.
Forgot password?
Use the link on the SecureAccess Washington login page to submit a password reset request.
Forgot username?
Use the link on the SecureAccess Washington login page to submit a request for an email
username reminder.
Projects
FHT Web Help: Why do I?
Projects– Why?
Projects captured within FHT are visible through the Project Map or through the full project list.
Navigating to a project detail page will give you an overall view of a project’s basic information,
financial information, documentation, and records of related work and activities. As this
information is the basis for the contract work under this project, it will be a very useful source of
information for those involved in planning, implementation, and analysis. Administrators and
Program Managers for an assigned region have permissions to add, edit and delete project
information.
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FHT Web Help: How do I?
Project– How?
A new project can be created from the Full Project List Page by clicking . This
button will navigate to the new project workflow which will prompt the user through the process
of creating a new project.
When examining the details of an existing project, the information for that project is divided into
various sections:
Project Overview
Funding
Activities
Project Interactions/Events
Project Themes
Project Details
Photos
Administrative
All sections that contain the icon are editable.
Project Overview
This section provides a summary of the project's basic information (i.e. name, date, stage),
location, tags, and affiliated organizations and contacts. For a printable pdf report that includes
this information, click the button, and then .
A project can be updated by clicking , and following the update project
workflow.
Funding
This section provides the estimated total cost for the project and any identified grant allocations
that provide funding.
Activities
Here you can view a grid of planned, completed and cancelled treatment activities related to the
project. Activities can be filtered by their attributes, and new activities can be added to the grid
through the button. By selecting the contact name, you can direct to the
individuals detail page to learn more about the organizations and projects the contact is
associated to.
Project Interactions/Events
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Within the grid contained in this section all records of Interactions/Events (i.e. Fire Safety
Presentation, Complaint, Site Visit, etc.), and their basic details are displayed. A user with
proper permissions can , and define its details. The project from
which you create a new Interaction/Event is automatically referenced in the event. Additionally,
by clicking the title of the Interaction/Event from the grid, the detail page of an Interaction/Event
is displayed, and a location can be added to the Interaction/Event.
Project Themes
The themes which encompass the work taking place on the project are displayed in this section.
Themes can be added or removed if permissions allow and clicking on a theme directs the user
to a view of all projects classified by the same theme.
Project Details
The Project Details section contains four panels that display pertinent documentation, notes,
and links for the project. These panels are titled: Cost Share, Documents, Notes, and External
Links.
Photos
Photos of the project can be uploaded here to display before/after comparisons or significant
milestones captured during the project lifecycle. When adding a photo important details can be
defined, such as timing, caption and whether to include the photo on the project fact sheet.
Administrative
This section captures significant information relating to administrative and user changes to the
project. Displays of the history of project updates, system communications regarding project
changes, and an audit log detailing project changes can be referenced to determine what
changes were made, when and by whom.
Financials
FHT Web Help: Why do I?
Financials– Why?
All the information regarding grants, grant allocations, agreements, and invoicing is available via
the financials tab in the site navigation. Each of these categories contains a full list of entries in
the system, where the details of a certain entry can be viewed and updated. The categories
contain the essential interfaces that allow for tracking grant amounts, timelines and reconciling
expenses with budget, and will be an important resource for administrators and program
managers monitoring the status of grants and their related funds. The grids displaying the
different financial categories can be filtered by their various attributes. New grants, grant
allocations, agreements and invoices can be created through the button
located at the top of the respective grid.
FHT Web Help: How do I?
Grant– How?
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The full grants list displays a grid with all grants in the system. When a row for a certain grant is
selected, all grant allocations that are children of the selected grant are displayed in the grid
below. The details of a grant are accessed by clicking on the name or number of a specific
grant, where you will find the following sections of information:
Basics
Grant Modifications
Grant Allocations
Notes
All sections that contain the icon are editable.
Basics
This section provides a summary of the grant’s basic information (i.e. name, dates, award
amount). A grant document can be attached to this section through the edit icon.
Grant Modifications
A grid displaying all grant modifications and their details is available in this section. A new grant
modification can be created by clicking . When adding a
modification to a grant that alters the grant funding or performance period, these changes are
not reflected in the grant basics section and thus require manual updating.
Grant Allocations
Here you can view a grid of all grant allocations that are children of the grant. This information
can be filtered, and a new grant allocation can be added through the
button, located at the top of the grid.
Notes
All the notes captured for a grant are displayed in this section. New notes can be added via the
button. If the user role permits, you can also access a field to capture internal
notes relevant to the grant.
FHT Web Help: How do I?
Grant Allocation– How?
A grid of all grant allocations is displayed when a parent grant row is selected from the full
grants grid. The details of a grant allocation are accessed by clicking on the name of a specific
grant allocation. Within each grant allocation there are displays that capture budget allocations,
invoices and Datamart expenditures which assist in the process of reconciliation. Comparisons
are made between budget and invoices captured in FHT, and values that are imported from
Datamart. Each grant allocation contains the following sections of information:
Basics
Expenditures by Year
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Grant Allocation Budget Line Items
Budget vs Actuals
Expected Funding by Project
Reported Expenditures
Notes
All sections that contain the icon are editable.
Basics
This section provides a summary of the grant allocation’s basic information (i.e. name, dates,
allocation amount, etc.). A grant allocation document can be attached to this information
through the edit icon.
Expenditures by Year
This graph displays Datamart reported expenditures for a grant allocation over time, and
represents the values displayed in the Reported Expenditures section of the grant allocation.
Grant Allocation Budget Line Items
Here you can view a grid of Budget Line Items for a grant allocation. Be certain that the sum of
the Budget Line Items does not exceed the Allocation Amount for the grant allocation, as there
is not automatic check between these values. The sum of budget line items for each cost type
is used to populate the Budget and Budget Minus Expenditures columns on the Budget vs
Actuals grid located below this section. A new Budget Line Item can be added to the grid by
clicking and saving the required information
captured in the form.
Budget vs Actuals
This grid captures information to aid in the reconciliation process for the grant allocation. The
Budget column captures reported Budget Line Items and the Invoiced to Date column
represents the sum of all invoices submitted in FHT that reference the grant allocation. These
two columns can be compared to the Expenditures From Datamart column to determine the
funds that remain from the grant allocations total allocation amount.
Expected Funding by Project
When a project identifies expected funding as coming from the current grant allocation, the
project and the expected funding value are displayed in this grid. By clicking on the name of a
project and navigating to its project detail page, the value of expected funding tied to the grant
allocation can be adjusted or removed.
Reported Expenditures
This grid displays the reported expenditures imported from Datamart. The values displayed
here represent all invoices filed against the grant allocation that have passed through the payroll
and accounting process and been debited from the grant allocation.
Notes
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All the notes captured for a grant allocation are displayed in this section. New notes can be
added via the button. If the user role permits, you can also access a field to
capture internal notes relevant to the grant allocation.
FHT Web Help: How do I?
Agreement– How?
When navigating to the full agreement list, a grid of all agreements contained in the system is
displayed. This grid can be filtered by the various attributes in order to locate a specific
agreement, and the details of an agreement can be viewed by clicking on the agreement title of
a specific agreement. Each agreement contains the following sections of information:
Agreement Basics
Grant Allocations Associated to this Agreement
Projects Associated to this Agreement
Agreement Contacts
All sections that contain the icon are editable.
Agreement Basics
This section provides a summary of the agreement’s basic information (i.e. title, dates,
organization, total amount, etc.). An agreement file can be attached to this information through
the edit icon.
Grant Allocations Associated to this Agreement
Here, a grant allocation can be selected and related to the agreement. This relationship can be
created through the edit icon, where grant allocations can be added or removed to/from the
agreement. By relating a grant allocation to the agreement, all projects with the selected grant
allocation as an identified funding source will populate the list in the Projects Associated to this
Agreement section located below.
Projects Associated to this Agreement
If the agreement has a grant allocation associated to it, this section will display all the projects
that are related to the agreement by way of the grant allocation. Selecting a project or a grant
allocation from the list will display the detail page of the selected item.
Agreement Contacts
This grid displays all contacts identified with the agreement. The details of individuals or their
organizations can be viewed by clicking on the respective name. Clicking on
, will allow you to add individuals to the grid.
FHT Web Help: How do I?
Invoice– How?
Created by Sitka Technology Group
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A grid of all invoices is displayed upon navigating to the full invoice list. The details of an
invoice are accessed by clicking on the nickname of a specific invoice. An invoice is comprised
of one or more invoice line items that point to specific grant allocations. Each invoice contains
the following sections of information:
Basics
Invoice Line Items
Basics
This section provides a summary of the invoice’s basic information (i.e. nickname, date, status,
total amount, etc.). These values can be edited, and an invoice voucher file can be attached to
this information through the icon.
Invoice Line Items
Within the grid contained in this section all recorded invoice line items are displayed. A user
with proper permissions can , and define its details. When an
invoice line item is created and tied to a grant allocation, this value is reflected in the Budget vs.
Actuals grid on the grant allocation detail.
