Automating Project Data Submittals

1. Automating Project Data Submittals Setting Expectations FAA Airports (AEA) Conference Cameron Bryan, Manager, Planning & Programming (ASW) April 3, 2012

2. Objectives Initiatives/Goals • Discuss status of this initiative and provide demo • Answer questions, receive feedback, seek initial impression of web portal

3. Background and Purpose • Existing database (SOAR) is 12 years old • Need to automate certain processes • Project data submittals • Electronic applications and grants • Documentation (ALP’s, AMP’s) • There are 2 simultaneous efforts ongoing • Developing interactive website for airport sponsors • Developing a complete overhaul of FAA’s SOAR database

4. Summarize Interactive Website for Project Submittals • Create an external portal, separate from SOAR, for Sponsor data input and reporting • Sponsor inputs future project data online • Sponsor online access of grant expenditures and status • Sponsor inputs data online (contact info and construction progress) Note: To start, we are simply proposing to automate a manual process. • Use of SOAR data for document generation • System users ability to auto generate documents, w/ data contained in SOAR (Microsoft Office, PDF) Note: Available to internal FAA at first deployment

5. Summarize Top Priorities • Sponsor inputs future project data online • Sponsor access to external SOAR portal (outside of FAA firewall) • Enables sponsors to enter data and submit for FAA review • Project description and cost • Sponsor’s Anticipated construction start date/Operational date • Sponsor priority/justification • Phasing/Funding Plan

6. Summarize Top Priorities • Sponsor inputs future project data online • Benefits to FAA and Sponsor • More efficient use of resources • Sponsor ownership of their data • Sponsor receives immediate feedback through auto alerts • Improved standardization • Historical record • Paperwork reduction • Stepping stone to future benefits

7. Summarize Top Priorities • Sponsor inputs future project data online • Challenges • Training (must have thorough implementation plan) • Change in regional cultures • Interface with other external databases (i.e., state, airport, etc.)

8. Summarize Top Priorities • Sponsor inputs future project data online • How will it work? • Sponsor will login to external portal • Sponsor will enter data and submit to FAA • FAA will review and evaluate prior to accepting data through firewall • Alert/confirmation notification sent to Sponsor and FAA Note: FAA has ability to accept as-is, accept w/ comments, reject as-is, reject with comments, and edit data prior to accepting

9. Summarize Top Priorities • Sponsor online access of grant expenditures and status • Sponsor access to external SOAR portal (outside of FAA firewall) • Enables Sponsors to view near real time expenditures and grant balances • Data provided through a feed from Delphi (e:Invoicing) • Provides alerts

10. Summarize Top Priorities • Sponsor online access of grant expenditures and status • Benefits to FAA and Sponsor • Reduce Improper Payment errors • Visibility of “old” grants • Enhance customer service through transparency • Highlights the importance of timely drawdowns • Auto alert to FAA and Sponsors • Help Sponsor respond to single-audit and other audit activity

11. Summarize Top Priorities • Sponsor online access of grant expenditures and status • Challenges • Training • Delphi down and 48-hour lag time

12. Summarize Top Priorities • Sponsor online access of grant expenditures and status • How will it work? • Sponsor will login to external portal • Sponsor will choose various selection criteria to create view only reports • System will generate auto alerts • Grant activity • % of grants funds expended/remaining

13. Summarize Top Priorities • Sponsor inputs data online (contact info and construction progress) • Sponsor access to external SOAR portal (outside of FAA firewall) • Enables sponsors to enter data and submit for FAA review • To start… • Contact information • Construction progress data (beta test)

14. Summarize Top Priorities • Sponsor inputs data online (contact info and construction progress) • Benefits to FAA and Sponsor • Sponsor ownership of data • Building infrastructure for future expansion • Compare project physical vs. fiscal % completion • Helps prevent audit findings • Auto alert capability • Historical record

15. Summarize Top Priorities • Sponsor inputs data online (contact info and construction progress) • Challenges • Training • Change in regional cultures

16. Summarize Top Priorities • Sponsor inputs data online (contact info and construction progress) • How will it work? • Sponsor will login to external portal • Sponsor will enter data and submit to FAA • FAA will review and evaluate prior to accepting data through firewall • Alert/confirmation notification sent to Sponsor and FAA Note: FAA has ability to accept as-is, accept w/ comments, reject as-is, reject with comments, and edit data prior to accepting

17. Summarize Top Priorities • System users ability to auto generate documents • FAA ability to generate documents from SOAR data • Enables FAA to create/edit/save documents in Microsoft Office • Grant offers/amendments • Routine correspondence Note: This is the first step to electronic grants

18. Summarize Top Priorities • System users ability to auto generate documents • Benefits to FAA and Sponsor • Standardization • Sets path for 2-way electronic document sharing • Allows for customization • Plain language

19. Summarize Top Priorities • System users ability to auto generate documents • Challenges • Change in regional cultures

20. Summarize Top Priorities • System users ability to auto generate documents • How will it work? • FAA user will choose Document Generation tab • User will choose various selection criteria to generate document (Microsoft Office product) • User can save/edit/print to local device

21. Airports External Portal Demo

22. Thank You!