This checklist was developed to help Project Managers work through the BA development, submittal and review process using the ESA Webtool. For clarification or a more detailed description of a given step, please refer to the "How To Guide" in the Help Resources menu. For further clarification, questions can be submitted to ESAWebtool@dot.gov.
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Complete
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Completed Date/ Deadline |
| 1. Set-up |
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- Create new Online File Cabinet.
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- Invite project team to Online File Cabinet. Go to "Team Drawer" and "Add a Team Member." Hint: Start with Team Members and an alternate Project Manager. New site users will need to "create an account" to log-in to the Online File Cabinet.
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- Add important dates or events to the calendar.
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| 2. Ongoing File Cabinet Management Activities |
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- Manage project team. "Team Members," "Reviewers" and "Project Managers" may be added throughout the BA development, submittal and review process.
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- Update status table (percent complete and start/end dates). The information in "File Cabinet Status" will appear in the BA Status Report.
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- Post events on calendar to help coordinate team (meetings, due dates).
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- Save important emails as PDF files and upload to "Working" file drawer as part of the administrative record
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| 3. Draft BA |
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- Use National BA Template to create Draft BA document.
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- Update the "1. Draft BA" step in the Status Table to "in progress" and indicate start/end dates and assignments.
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- Post events on calendar to help coordinate team (meetings, milestones).
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- Upload draft BA and other materials to "Working" file drawer to share documents with team. (Project Manager and Authors have access to this drawer)
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- Change status to "complete" when draft is posted and ready for DOT/FHWA review.
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| 4. DOT/FHWA Review |
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- Add DOT/FHWA Reviewers as "Team Members" (Go to "Team Drawer" and "Add a Team Member").
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- Update the "2. Review by DOT/FHWA" Status Table step in the status table to "in progress" and indicate start/end dates and assignments.
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- Notify DOT/FHWA to initiate BA review process.
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- Post events on calendar to help coordinate DOT/FHWA review (meetings, due dates).
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- DOT/FHWA Reviewers upload comments/edits to the "Working" file drawer.
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- Change the "2. Review by DOT/FHWA" Status Table step in the status table to "complete" when all review comments received.
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| 5. Ready to Consult |
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- Update the "3. BA Ready for Consultation" step in the Status Table to "in progress" when all review comments received.
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- Indicate start/end dates and assignments in Status Table.
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- Post events on calendar to help coordinate incorporation of DOT/FHWA comments.
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- Finalize BA documents, upload final files, supporting documents and photos to the "Working" file drawer.
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- Change the "3. Review by DOT/FHWA" Status Table step in the status table to "complete" when BA document is finalized.
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| 6. Submit to Services |
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- Convert final BA documents to PDF.
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- Post PDF of BA to the "Consultation" file drawer (200 MB max file upload size).
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- Post supporting files and photos separately to the "Consultation" file drawer, if necessary.
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- Add Reviewers to the project team. (Go to "Team Drawer" and "Add a Team Member"). Note: New site users will need to "create an account" to log-in the Online File Cabinet; Reviewers will be able to view, upload, and edit files in the "Consultation" file drawer, but can only view files in the "Completed" file drawer.
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- Verify that reviewers have received the invitation to the Online File Cabinet and have successfully logged on/accessed the "Consultation" file drawer. Note: Only DOT or FHWA has the authority to submit the BA to the Services.
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- Update the "4. Submitted to the Services" step in the Status Table to "in progress."
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- Indicate start/end dates and assignments in Status Table (duration should be 135 days).
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- Upload comments/edits to the "Consultation" file drawer.
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- Change the "4. Submitted to the Services" step in Status Table to "complete" when Letter of Concurrence (LC) or Biological Opinion (BO) is issued.
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| 7. LC or BO |
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- Post LC or BO to "Completed" file drawer.
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- Change the "5. Letter of Concurrence or BO Issued" step in Status Table step to "complete."
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| 8. Re-initiation |
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- Change the "6. Re-Initiation" step in the Status Table to "in progress."
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- Post amendments to the "Working" file drawer.
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- Change the "6. Re-Initiation" step in Status Table step to "complete" once re-initiated consultation complete.
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| 9. Archive |
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- Ensure all vital information is downloaded to project archives (e.g., Final BA, BO or LC) per agency policy once project is complete.
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- Redact any site-specific or location specific information contained in final documents saved in the "Completed" file drawer to ensure the continued protection of any listed species in the site vicinity.
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- Change the "7. Archive" step in Status Table step to "complete" once re-initiated consultation complete.
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- Exit the Online File Cabinet.
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- Go back to your list of projects. Click on the "Edit" button for your project. Change status from "Active" to "Archive" and confirm the "Consultation Type" (informal/formal) is correct. Click "Finish" when done.
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