Document Processing Ways to centralize and streamline your Endangered Species Act document processing procedures

Document ProcessingDocument Processing

Ways to centralize and Ways to centralize and streamline your streamline your EEndangered ndangered

SSpecies pecies AAct document ct document processing proceduresprocessing procedures

IntroductionIntroductionTopics of discussionTopics of discussion

1.1. My current system for processing My current system for processing documents.documents.

2.2. Creating a public folder.Creating a public folder.

3.3. Document handlingDocument handling

4.4. FTP emailFTP email

5.5. Final Step (how to track completed Final Step (how to track completed submittals)submittals)

Current SystemCurrent SystemHow we receive submittals from all 5 regionsHow we receive submittals from all 5 regions

Since we process documents from all 5 Since we process documents from all 5 regions it was necessary to set up a regions it was necessary to set up a public folder that everyone could email public folder that everyone could email compiled reports and cover letters to in compiled reports and cover letters to in order to have a centralized location to order to have a centralized location to receive, track, and process all of these receive, track, and process all of these documents. If all your staff is in one documents. If all your staff is in one location that may not be necessary; but, location that may not be necessary; but, if not then you may want to consider if not then you may want to consider creating one.creating one.

Creating a Public FolderCreating a Public Folder

1.1. Call your local Computer Support Call your local Computer Support Desk and ask them to create a Desk and ask them to create a Public Folder in Outlook.Public Folder in Outlook.

2.2. Once a folder is created, you will Once a folder is created, you will need to set it up to automatically need to set it up to automatically forward any email sent to it to the forward any email sent to it to the staff responsible for processing the staff responsible for processing the documentsdocuments

Creating a Public Folder Creating a Public Folder (Cont)(Cont)

3.3. To do this, you will need to use the To do this, you will need to use the Folder Assistant feature.Folder Assistant feature.

4.4. To access the Assistant, right click To access the Assistant, right click on your new public folder and on your new public folder and choose “properties” choose “properties”


5.5. Next, under the “Administration” Next, under the “Administration” tab, left click the “Folder Assistant tab, left click the “Folder Assistant Button.Button.

Creating a Public Folder Creating a Public Folder (Cont(Cont))

6.6. Once you click on the Folder Once you click on the Folder Assistant button, a new dialog box Assistant button, a new dialog box will appear.will appear.

7.7. This dialog box allows you to set up This dialog box allows you to set up a “rule” that tells the public folder a “rule” that tells the public folder what to do with emails it receives.what to do with emails it receives.


8.8. Click on “add rule”, this opens a Click on “add rule”, this opens a dialog box that will allow you to dialog box that will allow you to automatically forward any email automatically forward any email this public folder receives to the this public folder receives to the staff responsible for processing the staff responsible for processing the documents. (as well as anyone else documents. (as well as anyone else who would like notification that a who would like notification that a document has been received.)document has been received.)


9.9. In the bottom left corner of the page In the bottom left corner of the page you will see a checkbox “Forward” you will see a checkbox “Forward” check it.check it.

10.10. To the right of the checkbox is a To the right of the checkbox is a button “To” click the button which button “To” click the button which opens up Outlook’s Global Email; this opens up Outlook’s Global Email; this allows you to select the email allows you to select the email addresses for all the people you want addresses for all the people you want to notify.to notify.


11.11. Once you have entered all the email Once you have entered all the email addresses, click the “OK” button addresses, click the “OK” button located in the top right corner of located in the top right corner of the dialog box.the dialog box.

12.12. You have now set your Public Folder You have now set your Public Folder to notify you when a document has to notify you when a document has been received.been received.

Document HandlingDocument Handling

Documents that are sent to the Documents that are sent to the public folder should be in two parts:public folder should be in two parts:

1.1. Cover Letter, as a Word document, Cover Letter, as a Word document, andand

2.2. Completed, and compiled report in Completed, and compiled report in either Word or PDF formateither Word or PDF format

Reports can arrive in several forms, electronically Reports can arrive in several forms, electronically through the public folder email, posted to a folder on a through the public folder email, posted to a folder on a share drive, or in hardy copy from a consultantshare drive, or in hardy copy from a consultant..

Document Handling (Cont)Document Handling (Cont)What works bestWhat works best

Having the cover letter in Word format Having the cover letter in Word format allows it to be edited if needed.allows it to be edited if needed.

Having the report already compiled Having the report already compiled drastically shortens the processing time drastically shortens the processing time for the admin staff, and also assures for the admin staff, and also assures that the report is put together exactly that the report is put together exactly the way it should be by the technical the way it should be by the technical staff responsible for the report.staff responsible for the report.

Document Handling (Cont)Document Handling (Cont)

1.1. Print out a copy of the report, and Print out a copy of the report, and the cover letter (on Letterhead).the cover letter (on Letterhead).

2.2. Get review and signatureGet review and signatureYou will need to discuss with the signing Manager if they You will need to discuss with the signing Manager if they

want want someone to check the report of accuracy before they someone to check the report of accuracy before they sign it or if they sign it or if they will check the report themselves will check the report themselves i.e., i.e., quality controlquality control


3.3. If the report is not already in PDF If the report is not already in PDF form, convert it to PDF using the form, convert it to PDF using the Professional version of Adobe.Professional version of Adobe.

4.4. Once the report has been signed, Once the report has been signed, scan the signed cover letter into scan the signed cover letter into PDF and combine it with the PDF PDF and combine it with the PDF version of the report.version of the report.


5.5. GE currently store electronic copies of all GE currently store electronic copies of all the documents we receive. (Both original the documents we receive. (Both original versions and the completed PDF versions and the completed PDF versions) That way we can refer back to versions) That way we can refer back to the source documents if need be.the source documents if need be.

It is highly recommended that regional admin offices place It is highly recommended that regional admin offices place electronic copies of the source documents in their appropriate electronic copies of the source documents in their appropriate folder in the admin_correspondence_by key folder on the env_sec folder in the admin_correspondence_by key folder on the env_sec share drive so we have access to the source documents should share drive so we have access to the source documents should changes need to be made and the report resubmitted.changes need to be made and the report resubmitted.


The signed original document is then The signed original document is then mailed out to the person (s) named mailed out to the person (s) named on the cover letter (s). on the cover letter (s).

All the cover letter templates should have a cc list All the cover letter templates should have a cc list that will tell that will tell you if who on the cc list needs a hard copy, you if who on the cc list needs a hard copy, and who can and who can receive the ftp emailreceive the ftp email

Cover Letter Templates can be found Cover Letter Templates can be found here:here:

Cover Letter TemplatesCover Letter Templates(Transmittal Posting Folder in the Natural Resources Unit folder on (Transmittal Posting Folder in the Natural Resources Unit folder on

the env_sec share drive)the env_sec share drive)

BA Template ExamplesBA Template Examples

1.1. BA submittal template to FHWABA submittal template to FHWA

2.2. BA submittal template letter for infoBA submittal template letter for informal consultation to NMFS or USFWrmal consultation to NMFS or USFWSS

3.3. FHWA No Effect Document TemplatFHWA No Effect Document Templatee

4.4. FHWA Template ghost letter to NMFFHWA Template ghost letter to NMFS or USFWSS or USFWS

insert date Mr. Dave Cox Division Administrator Federal Highway Administration 530 Center Street N.E. Salem, OR 97301 SUBJECT: BIOLOGICAL ASSESSMENT

Hwy at MP County, Oregon Key #

Dear Mr. Cox, Enclosed is a draft cover letter and Biological Assessment (BA) to initiate formal consultation under section 7(a)(4) of the Endangered Species Act (ESA). After evaluating the potential effects, Oregon Department of Transportation (ODOT), Environmental Services, concluded that the proposed action described herein would result in more than a negligible probability of adverse effects to the insert ESU name and insert secondary ESU name if appropriate Evalutionarily Significant Unit (ESUs). Therefore, we have made a determination of may affect, likely to adversely affect for this ESU. ODOT has provided a draft cover letter to FHWA to accompany the BA for the proposed action. The cover letter and BA need to be submitted to NMFS or USFWS requesting formal consultation. Please send the enclosed cover letter and BA to NMFS or USFWS as soon as possible. ODOT needs regulatory concurrence by insert advanced plans date in order to let the contract. If you need further assistance or additional information, please contact Adam Roberts of my staff at (503) 986-2652 or by email at [email protected]. Sincerely, (insert Technical Center Environmental Manager’s name) Regin X Tech Center Environmental Manager Attachment: Biological Assessment for

insert date Mr. Michael Tehan National Marine Fisheries Service 1201 Lloyd Boulevard, Suite 1100 Portland, OR 97232-2737 or Mr. Kemper McMaster State Supervisor US Fish and Wildlife Service 2600 SE 98th Avenue, Suite 100 Portland, OR 97226 Attn: Art Martin, Tom Loynes, Mike Bianchi (NMFS) or David Leal, Doug Baus (USFWS) SUBJECT: BIOLOGICAL ASSESSMENT

Addressing Insert ESU Name Insert Project Name (KEY #INSERT KEY #) Insert Highway Name at Mile Point Insert County Name County Dear Mr. Tehan or Mr. McMaster, The Oregon Department of Transportation (ODOT) is hereby submitting a Biological Assessment (BA) requesting initiation of informal consultation under section 7(c) of the federal Endangered Species Act (ESA) for the Insert Project Name Project. The BA also addresses Essential Fish habitat (EFH) as required under the Magnuson-Stevens Conservation and Management Act (MSA), as amended by the Sustainable Fisheries Act of 1996 (Public Law 104-267). FHWA funds will be used to fund construction of the project and constitute the federal nexus. ODOT, on behalf of FHWA, will be responsible for project management and the administration of funds for the project. This BA a "may affect, not likely to adversely affect" determination for the inset ESU Name Evolutionarily Significant Unit (ESU). ODOT is requesting informal consultation on this ESU and EFH consultation for the project. FHWA would like to receive the Letter of Concurrence for ESA and concurrence or recommendations for EFH by insert advanced plans date. Thank you for your assistance. If you require further information, please contact Greg Apke, ODOT Region 2 Biologist, at inset biologist’s phone number or by email [email protected]. Sincerely,

(insert date) Mr. Dave Cox Division Administrator Federal Highway Administration 530 Center Street N.E. Salem, OR 97301 SUBJECT: NO EFFECT DOCUMENT (Insert Project Name) Project (KEY # ) Insert Highway Name at Mile Point (Insert County Name), County Dear Mr. Cox, Enclosed is a No Effect document for the (insert project name and key #) project. After evaluating the potential effects, Oregon Department of Transportation (ODOT) Environmental Services concludes that the proposed action described herein will have no effect to the (insert ESU name) Evolutionarily Significant Unit (ESU). Therefore, we have made a determination of no effect for this ESU. Please provide comments within one week of receipt of this document. If ODOT does not receive comments within one week, it will be presumed that FHWA concurs with the no effect determination. If you need further assistance or additional information, please contact Adam Roberts of my staff at (insert phone number) or by email at [email protected]. Sincerely, (insert Tech Center Environmental Manager’s name) Region X Technical Center Environmental Manager Enclosure: No Effect Document:

insert date Mr. Michael Tehan National Marine Fisheries Service 1201 Lloyd Boulevard, Suite 1100 Portland, OR 97232-2737 or Mr. Kemper McMaster State Supervisor US Fish and Wildlife Service 2600 SE 98th Avenue, Suite 100 Portland, OR 97226 Attn: Art Martin, Tom Loynes, Mike Bianchi (NMFS) or David Leal or Doug Baus (USFWS) SUBJECT: BIOLOGICAL ASSESSMENT

Addressing Insert ESU Name Insert Project Name (KEY #INSERT KEY #) Insert Highway Name at Mile Point Insert County Name County Dear Mr. Tehan or Mr. McMaster, The Federal Highway Administration (FHWA) is hereby submitting a Biological Assessment requesting initiation of formal consultation under section 7(c) of the federal Endangered Species Act (ESA) for the Insert Project Name Project. The Biological Assessment also addresses Essential Fish habitat (EFH) as required under the Magnuson-Stevens Conservation and Management Act (MSA), as amended by the Sustainable Fisheries Act of 1996 (Public Law 104-267). FHWA funds will be used to fund construction of the project and constitute the federal nexus. Oregon Department of Transportation (ODOT), on behalf of FHWA, will be responsible for project management and the administration of funds for the project. This Biological Assessment presents a "formal consultation" determination of effect for the inset ESU Name Evolutionarily Significant Unit (ESU). ODOT is requesting formal consultation on this ESU and EFH consultation for the project. FHWA would like to receive the Biological Opinion for ESA and concurrence or recommendations for EFH by (insert date). Thank you for your assistance. If you require further information, please contact Greg Apke, ODOT Region 2 Biologist, at inset biologist’s phone number or by email [email protected].

FTP EmailFTP EmailWhy we changed from hard copy mailingsWhy we changed from hard copy mailings

In order to cut down on the number of In order to cut down on the number of hard copies distributed, only send hard hard copies distributed, only send hard copies to the following:copies to the following:

1.1. Federal AgenciesFederal Agencies2.2. Those who do not have internet accessThose who do not have internet access3.3. Those with only dial-up internet accessThose with only dial-up internet access4.4. Special requests from regulatorsSpecial requests from regulators

Send everyone else an email with a link to our ftp Send everyone else an email with a link to our ftp site, where site, where copies of signed reports are postedcopies of signed reports are posted

FTP Email (Cont)FTP Email (Cont)

1.1. You can access the FTP site by You can access the FTP site by clicking on your Windows Start clicking on your Windows Start button, then selecting “run”.button, then selecting “run”.

2.2. When the dialog box opens type in When the dialog box opens type in \\s0442c\ftp\projects\admin\NRU\\s0442c\ftp\projects\admin\NRU this this will take you to the location where will take you to the location where we post the signed reports for we post the signed reports for people on the cc list to download.people on the cc list to download.


3.3. Once the FTP window opens simply Once the FTP window opens simply copy and past a copy of the signed copy and past a copy of the signed report onto the FTP site.report onto the FTP site.Keep the window open; you will need to refer back to it during Keep the window open; you will need to refer back to it during the emailing processthe emailing process

4.4. Using the email template I have Using the email template I have provided, generate an new email to provided, generate an new email to the everyone on the cc list.the everyone on the cc list.


5.5. In the template are two hyper links, the top In the template are two hyper links, the top one is for those people who are within the one is for those people who are within the State computer network, the lower one is State computer network, the lower one is for those outside it.for those outside it.

6.6. To complete the link to the report you just To complete the link to the report you just placed on the FTP site, return to the FTP placed on the FTP site, return to the FTP window, right click on the report, copy the window, right click on the report, copy the file name and paste it at the end of the two file name and paste it at the end of the two links. This will complete the links.links. This will complete the links.


7.7. Once you have filled out the Once you have filled out the template simply send the email.template simply send the email.

Please remember that the ftp site is designed as a Please remember that the ftp site is designed as a temporary posting site, we are strongly encouraged to temporary posting site, we are strongly encouraged to only keep files on the site for 10 days to keep it from only keep files on the site for 10 days to keep it from being overloaded.being overloaded.

Final StepFinal Step

An easy way to track if something has An easy way to track if something has been completed is to create a second been completed is to create a second public folder (I call mine “NRU Trans –public folder (I call mine “NRU Trans –Final”).Final”).

Simply reply back to the original email Simply reply back to the original email with “done” in the email body, and with “done” in the email body, and everyone on the public folder distribution everyone on the public folder distribution list will be informed that the report has list will be informed that the report has been sent out.been sent out.

Final Step (Cont)Final Step (Cont)

Then drag the original email and Then drag the original email and drop it into the NRU Trans-Final drop it into the NRU Trans-Final folder and then drag and drop the folder and then drag and drop the “done” response into my own “done” response into my own personal folders I created to track personal folders I created to track which reports I did. (if you decided to which reports I did. (if you decided to do that)do that)

ThoughtsThoughts

This process, is exactly that, a process, what This process, is exactly that, a process, what works for me may not work as well for you. works for me may not work as well for you. Take what I do and adapt it to your situation; Take what I do and adapt it to your situation; it is designed to be flexible and adaptable. it is designed to be flexible and adaptable. This may seem lengthy and complicated, but This may seem lengthy and complicated, but once you have your process set up and are once you have your process set up and are familiar with it, it is fairly simple and quick. familiar with it, it is fairly simple and quick. Just remember to keep communicating with Just remember to keep communicating with your staff to make sure they give you what your staff to make sure they give you what you need to make this whole thing stay you need to make this whole thing stay simple and quick.simple and quick.

SupportSupport

I know this can seem overwhelming I know this can seem overwhelming and confusing when you first look at and confusing when you first look at it, I want you to know that you can it, I want you to know that you can feel free to call on me for any help feel free to call on me for any help you need or to answer any questions you need or to answer any questions you might have, we are all in this you might have, we are all in this together.together.