Planner Application Business Practices for Plan Projects

Creating a Plan Project

NOTE: Certain plans have separate guidance. Please follow appropriate guidance for the following, all other Plans should use this guidance.

For CWPPs, follow CWPP Project and Activity Guidance for GeoTracks Applications.
If the plan is for a Forest Ag participant, follow Forest Ag (Stewardship) Plan Development. The Forest Ag Landowner will be the ‘Project’, and their plan will be added as an Activity to the Forest Ag Landowner Project.
For Plans on State Trust Lands follow State Lands Plan Development.

All Plans should be entered as a Project under the appropriate DPA Plan Year (work plan) by staff responsible for the Plan.

Click ‘+ Create’, ‘New Project’.

Details
- Project Name: Use the following naming convention depending on the type of Plan
  - For Plans on Private lands: Landowner Last Name, First Initial, Plan (e.g., Smith J Plan)
  - For Urban & Community Forest Plans: Community Name UCF (e.g., Windsor UCF)
  - For Plans associated with Public Utilities: Utilities Name, Property Name, Plan Type (e.g., Northern Water Badlands Management Plan)
  - For Plans on Colorado Parks and Wildlife properties: CPW, Property Name, Plan Type (e.g., CPW Pearl Lake Forest Management Plan)
  - For Western Bark Beetle Plans: Project Name WBB (e.g., Patterson WBB)
- Deed Name: N/A - leave blank
  - Deed name is only required for stewardship plans associated with a Forest Ag Project
- Status: Related to the time of entry into GeoTracks. Most project Plans should be entered as “In-Progress.”
  - Planned: A Plan that is under an agreement or expected but has not been started yet (e.g., service agreement to write a stewardship plan for a landowner or an interagency agreement with CPW to create a plan for a state park).
  - In-Progress: A Plan that is active and being implemented.
  - Completed: A plan that is fully complete, signed and all components have been implemented.
    - Ex: A 10-year forest management plan that has ended and all associated activities have been implemented. Any Plan renewals will be entered as a new forest management plan Project.
  - Closed: Select “closed” when a Plan was initiated or planned but was not completed or is no longer planned.
- DPA Plan: Select appropriate Area DPA plan year (work plan)
- Staff Responsible: Enter the name of the individual who is the primary point of contact for completing the Plan.
  - Note: Once you begin typing the first three letters of the first name, names will automatically populate.
- Unit of Measure: select ‘Each’ for all Plans
- Dates: Select appropriate dates for the Plan
  - Start: Use date plan is initiated or dates on service agreements (e.g., dates in interagency agreement for a CPW plan)
  - End: Enter the date the Plan will expire (estimated)
  - Note: Actual Plan start and end dates will be reflected within the project’s activities
- Comments: add any other relevant comments or information

Click ‘Next’

Location
- Input landowner location address via search function or drop a manual point.
  - Plan polygons will be entered as a Plan Activity in GeoTracks Web or Mobile. Property acres, forested acres, and legal description will also be captured within Plan Activities.

Click ‘Next’

Landowner
- Add relevant landowner information by first searching the landowner database (click ‘ADD LANDOWNER’) or creating a new landowner (click ‘CREATE LANDOWNER’) record. Update landowner information as needed.
  - Landowner contact should be the Plan property owner, parent organization or community requesting the Plan (e.g., Colorado Parks and Wildlife). You do NOT need to add all landowner contacts for Plans that occur across multiple landowners/landownerships such as CWPPs.
  - To avoid duplicate entries, be sure to search the landowner database prior to creating a new landowner and avoid using abbreviations.
    - Example: “Durango Fire Protection District” should not be entered as “Durango FPD”.
  - Note: A landowner record can be created beforehand using the “Landowner” tab in Planner.

Click ‘Next’

Funding Source
- Select appropriate funding source by clicking “Add Source” and then selecting from available dropdowns.
  - Burn Plans - if completed on state trust lands then select “State Trust Lands” and “Healthy Forests and Vibrant Communities” and any other relevant Funding Sources
  - EAB Response - select “Urban and Community Forestry” and any other relevant Funding Sources
  - Forest Management - select “Forest Stewardship” for all plan categories under Forest Management (below) in addition to any other relevant Funding Sources such as “Colorado Parks and Wildlife” for any Plans prepared for CPW under an interagency agreement or “22 Fund Management Projects” for any plans prepared for landowners or partners via a CSFS service agreement.
    - Plan Categories:
      - Landscape Forest Stewardship Plans
      - Forest Stewardship Plans
      - Forest Management Plans
      - Practice Plans
      - CPA 106
      - Conservation Stewardship Plans
      - Rehabilitation Plans
      - Harvest Plans
      - Planting Plans
  - Recon Plan- completed for the State Land Board on state trust lands, select “State Trust Lands” and any other relevant Funding Sources. If recon plans are completed for other landowners select the appropriate Funding Source.
  - Urban Forest Management – select “Urban and Community Forestry” and any other relevant Funding Sources.
  - Wildfire Mitigation Plan – select “State Fire Assistance” and “Healthy Forests and Vibrant Communities” and any other relevant Funding Sources.
- Continue adding funding sources, if additional.

Click ‘Save’. This will bring you to the project overview page. Now it’s time to enter planned activities in Planner or GeoTracks Web/Mobile.

Creating Plan Activities in Planner

Note: Plan activities are most commonly entered via GeoTracks Web/Mobile but can also be entered through Planner.

A Plan Activity, where the planned activity is to develop a plan, should be added to capture the creation of the Plan. Other activities associated with Plan development may be entered as additional activities.

Note: All Plans should have a polygon associated with the Plan activity to capture the Plan boundary. The polygon should encompass the entire area the plan covers. This may or may not be an entire property, community, county, etc. Additional activities associated with Plan development do not need polygons.

From the Planner summary page, select ‘+ Create’, select ‘Activity’.

OR

Through the Project card. Click on ‘Projects’ from Planner toolbar to reach the project overview page. From project overview page click on the summary and create new activity by clicking ‘NEW’ then ‘New Activity’.

Summary
- Activity Name: No current guidance on naming convention
  - e.g., Johnson D, Forest Stewardship Plan
- DPA Plan: Select the appropriate DPA plan
  - Note: The DPA will autofill when adding the activity through the Project card
- Project: Select the Plan project you just created or the desired project
  - Note: The Project will autofill when adding the activity through the Project card
- Category: For Plan select ‘Plans’
- Type: Select appropriate plan type:
  - Wildfire Mitigation Plan
  - EAB Response
  - Burn Plan
  - Recon Plan
  - CWPP
  - Urban Forest Management
  - Forest Management
    - An additional plan category will be required for Forest Management Plans and must be selected within the activity ‘Details’ tab via GeoTracks Web or Mobile.
- Unit of Measure:
  - For plans, choose ‘Acres’ captured under plan
- Comments: include any optional, relevant notes about the project
- Status: Select Planned, In Progress, Completed
  - For plan development, select Planned if CSFS staff will write a plan in the DPA year or Completed for existing plans.
  - Enter UOM: # acres covered by plan.

Click ‘Next’

Location
- The activity should be tied to the project point location. Make sure the box “Use Project Location” is checked.
- Scroll down to ‘Activity Field Office’ and choose the field office where the activity will be located.

Click ‘Next’

Funding
- Add the funding source supporting the activity.
  - Burn Plans - if completed on state trust lands then select “State Trust Lands” and “Healthy Forests and Vibrant Communities” and any other relevant Funding Sources
  - EAB Response - select “Urban and Community Forestry” and any other relevant Funding Sources
  - Forest Management - select “Forest Stewardship” for all plan categories under Forest Management (below) in addition to any other relevant Funding Sources such as “Colorado Parks and Wildlife” for any Plans prepared for CPW under an interagency agreement or “22 Fund Management Projects” for any plans prepared for landowners or partners via a CSFS service agreement.
    - Plan Categories:
      - Landscape Forest Stewardship Plans
      - Forest Stewardship Plans
      - Forest Management Plans
      - Practice Plans
      - CPA - Plan
      - Conservation Stewardship Plans
      - Rehabilitation Plans
      - Harvest Plans
      - Planting Plans
  - Recon Plan - completed for the State Land Board on state trust lands, select “State Trust Lands” and any other relevant Funding Sources. If recon plans are completed for other landowners select the appropriate Funding Source.
  - Urban Forest Management - select “Urban and Community Forestry” and any other relevant Funding Sources.
  - Wildfire Mitigation Plan - elect “State Fire Assistance” and “Healthy Forests and Vibrant Communities” and any other relevant Funding Sources.
- Continue adding funding sources, if additional.

Click ‘Next’

Landowner
- Add appropriate landowner(s) for the specific Plan activity. If the activity landowner is the same as the project landowner, select the checkbox for the correct landowner under the ‘Project Landowners’ heading and click the green ‘Add Project Landowner(s) To Activity’ button.
- If the landowner is different than the project landowner, or additional landowners need added, click the green “Add Landowner” button to search for additional landowners.
  - Note: Landowner contact should be the plan property owner, parent organization or community requesting the plan (e.g., Colorado Parks and Wildlife). You do NOT need to add all landowner contacts for Plans that occur across multiple landowners/landownerships such as CWPPs.

Click 'Next'

Personnel
- Assign Personnel- list all personnel working on the activity.
- Assign Staff Responsible - select staff responsible for the activity (e.g., point person on the activity who should be contacted with questions).

Click ‘Save’. Continue adding planned activities for the project, as necessary.

Note: It is necessary to edit the activity in GeoTracks Web or Mobile after it has been created in Planner in order to record additional details and upload polygons for plan boundaries.

To open the activity from the Planner Application Activities page, select the three vertical dots ‘More Options’ then select box with an arrow ‘Open in GeoTracks’

OR

Select the activities tab and search or hover for the desired activity. Select ‘open activity’ and the summary section will open on the right side of the screen.