Planner Application Business Practices for State Lands

Create State Trust Lands projects and add planned activities.

Creating a State Trust Lands project

View corresponding workflow video here.

All State Trust Lands projects should be entered as a Project under the appropriate DPA Plan Year (work plan) by foresters responsible for the State Trust Lands program.

Click ‘+ Create’, ‘New Project’.

Details
- Project Name:
  - If Forest Management Treatment: Project Name, Partner Initials (e.g., Limber Ridge Timber Sale SLB)
  - If Forest Management Plan: SLB, Property Name, Plan Type (e.g., SLB Little Sheep Mountain Management Plan)
- Deed Name: N/A
- Status: related to the time of entry into GeoTracks
  - Planned: Project planned for the upcoming calendar year and beyond
  - In Progress: On the ground activity has commenced (e.g., project layout, field inventory, assessments, etc.) Multi-year projects may be shown as In Progress in the DPA, for example, when the project is a continuation from a previous year such as Phase 2 of a fuels reduction treatment
  - Completed: All planned activities and obligations for the project are complete
  - Closed: Use this option when a previously planned project will no longer be accomplished
- DPA Plan: Select appropriate Area DPA FY plan (e.g., Northeast Area FY 2024)
- Staff Responsible: Forester responsible for the overall project or activity (This needs to be added by the forester)
- Unit of Measure:
  - select ‘Acres’ for Forest Management Treatments
  - select ‘Each’ for Plans
- Start Date and End Date:
  - Grant funded projects use the dates listed on the Project Award Notification
  - Partner funded projects use the dates on service agreements, IAAs, SPAs, etc.
  - Self-funded projects use the start date when project planning commenced and end date when all aspects of project are complete
- Comments: any other relevant information
Location
- Input county or property location address via search function or drop a manual point within the project area. Project polygons will be entered as a Plan Activity in GeoTracks Web or Mobile.
  - Note: Project acres will be captured when entering Activities in GeoTracks Web or Mobile Applications
- No need to add a “Priority Analysis” shapefile.
Landowner
- For State Trust Land Projects, the landowner is the State Land Board
Funding
- Add ‘State Trust Lands’ for all state lands projects. Select account number from available dropdowns if known
- Continue adding funding sources, if applicable

Click Save. This will bring you to a project overview page. Now it’s time to enter planned activities in Planner.

Creating Activities in Planner

View corresponding workflow video here.

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: Start name with ‘SLB’ and follow with appropriate project name
  - e.g., SLB Zwicker Aspen Sale or SLB Millwood Fuels Reduction Phase 1
- DPA Plan: tie to desired DPA plan
  - Note: The DPA will autofill when adding the activity through the Project card
- Project: tie to project you just created or desired project
  - Note: The Project will autofill when adding the activity through the Project card
- Category: choose appropriate category
  - Most likely activities will be ‘Forest Management Treatment’ or ‘Plans’
  - Other options while rare, may be appropriate
- Type: choose appropriate type—options available will depend on previous Category selection
  - NOTE: For types of Forest Management Treatments, choose the option that best describes the treatment, even though more than one may apply
- Unit of Measure:
  - For Forest Management Treatments, Choose ‘Acres’
  - For Plans, choose ‘Each’
  - For any other activity, choose the appropriate UOM
- Unique ID: Use Asset ID number (aka “FAM Number”) located on the CSFS State Trust Land Lease spreadsheet located at \\csfsso.acns.colostate.edu\AgencySharedFolder\Forest Planning and Implementation\State Lands\State Trust Land Leases
  - Example: (FAM007660)
- Comments: include any optional, relevant notes about the project
- Status: select Planned, In Progress, Completed radio button and enter date of status selected and UOM value
Location
- The activity should be tied to the project point location. Make sure the box “Use Project Location” is checked.
- Choose the field office where the activity will be located.
Funding
- Add the funding source supporting the activity
  - Add ‘State Trust Lands’ for all state lands projects. Select account number from available dropdowns if known
  - Continue adding funding sources, if applicable
Landowner
- Search for SLB – Colorado State Land Board and select
- Click NEXT or SAVE
Personnel
- Select personnel to assign to the activity (may select one or more)

Save Activity

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 management plans and forest management treatments. If the activity was created in Planner then the Details tab can be found in the Activity card on the left side underneath the Summary tab. If the activity is created in GeoTracks, the activity card opens on the right side of the screen after saving. Then Details can be added by clicking the Details tab under Summary and then clicking Edit from there.

Continue adding planned activities for the project, as necessary.

"Linking” State Lands Projects to a new DPA Plan Year

Projects should be linked to new DPA Plan Year by December 15.

This tool allows users to “link” or tie continuing State Lands projects to a new plan year (e.g., Northwest Area FY 2024). This tool doesn’t “copy” data (which is also an option), but effectively “tags” or associates your projects and activities with the new plan year so that you don’t need to duplicate or edit records to move them to a new year.

From the main DPA Plans tab in Planner, use the filters or scroll to your current area plan year.
Select the Summary button (eye) of your area’s DPA Plan (e.g., Southeast Area FY 2024).
Once you’re on the DPA Plan Details page, in the top right corner, select the Options button (three vertical dots).
Click Link data to another plan.
Under Destination DPA Plan, choose the DPA Plan you want to link your projects to (i.e., next year’s DPA Plan).
Under Current Plan, select the State Lands projects you want to link to the new DPA Plan year.
Press Apply. It will then load the next year’s DPA Plan summary page and you can view the Projects tab to make sure your projects were linked correctly.