Operations Approval Portal System (OAPS) User Help
This document, the Operations Approval Portal System (OAPS) User Guide, contains all essential information required for a user to work within OAPS. This document includes a description of the system functions and capabilities, modes of operation, and step-by-step procedures for system access and use.
The OAPS system is a portal application developed as an end-product of the NAV Lean Project (specifically, the project’s Recommendation 21) which advised implementing a single streamlined process for requesting, prioritizing, processing, improving, and implementing performance-based and conventional Instrument Flight Procedures (IFP).
OAPS provides the various authorized users with a single system to submit operations approvals and edit, review, approve previously submitted applications, and track the status of operations approval requests in real-time. The system reduces the approval time of IFP approvals by eliminating duplication of effort and streamlining operations approval processes.
Each user’s access to specific OAPS screens, functions, and data is controlled by the user’s unique login credentials and assigned user role. Since the system employs these role-based and data-based restrictions to control access to specific system functions and data, some topics within this document are only applicable to users with specific roles or access levels.
FAA and air carrier industry users of OAPS access the system by opening the Web browser and navigating to the FAA OAPS site by using the application’s Uniform Resource Locator (URL) address (https://oaps.faa.gov/).
While there is no requirement for industry participation in use of the FAA’s OAPS system, there are advantages to using the OAPS system, including:
· OAPS provides various authorized users with a single system to submit operations approvals, to edit, review, and approve previously submitted applications, and to track the status of operations approval requests in real-time.
· OAPS reduces the approval time of Instrument Flight Procedure (IFP) approvals by eliminating duplication of effort and streamlining operations approval processes.
Note: While this user guide serves as a manual for the OAPS application user, it can also be used as a supplementary reference tool for OAPS user training.
OAPS is designed to be used by individuals in six (6) primary user group categories:
· Operators: Industry users who are applying for Operations Approval. These users will also be responsible for participating in the approval process as required by OAPS Administrators and Ownership Assignees.
· Ownership Assignees: FAA employees and contractors who conduct the approval process. FAA roles can be further divided into:
o Field Inspectors
o Aviation Safety Technicians/Assistants
o Regional Inspectors
o HQ Inspectors
o HQ Contract Support
o Application Support Personnel.
· OAPS Administrators: FAA employees who head or manage offices within the FAA who are involved in the approval process. Their main responsibilities include confirming or denying Operations Approval ownership transfers, assigning Ownership Assignees, and assigning expected task durations.
· Template Administrators: Administrators who perform application template management functions.
· Report Analysts: Users who perform data analysis and analysis tool/report development. Note: OAPS Reporting functions will continue to be developed and evolve during the systems lifecycle.
· System Administrators: FAA employees who are responsible for coordinating and editing system preferences and settings.
Secondary OAPS system users include business analysts, researchers, and quality program personnel.
The OAPS User Guide is structured as follows:
· This introductory chapter provides document and system summary information, including OAPS overview topics.
· Chapter 2, “Getting Started with OAPS”, provides users with the information needed to access the OAPS site and log into and Log out of the system. This chapter also describes the standard screen layout and displayed fields/controls and provides a list of helpful keyboard shortcuts.
· Chapter 3, “Managing the User Profile and E-mail Subscriptions”, provides information allowing an OAPS user to manage his or her own User Profile and E-mail Subscriptions.
· Chapter 4, “Creating and Submitting an Application”, provides descriptions of the elements that comprise the OAPS application’s primary screen (including the Aircraft, Checklist, Guidance, Comments, and Phase tabbed screens) and provides user procedures used by an Operator user when creating a new application, adding aircraft and navigation equipment, adding and deleting foreign airport approaches, creating an application on behalf of another user, and submitting an application. The chapter also includes a brief overview of Returned Application Process.
· Chapter 5, “Working with Submitted Applications”, includes detailed procedures for using the My Tasks screen to accept/decline a task, return an application, transfer/reassign an application requiring additional review, close a task, review or approve an application, and view task history, tracking applications, and open/work with memos.
· Chapter 6, “Reviewing and Approving an Application”, includes information for using the Manage existing applications screen to view/editing submitted applications, view an application’s history, and view, edit, or print a submitted application.
· Chapter 7, “Using the Reports Module”, provides procedures and information for the OAPS system reports including the Application Status Reports.
· Chapter 8, “Using the Training Resource Files”, provides information about and user procedures for the OAPS User Guide, Frequently Asked Questions (or FAQs), and Training Briefing files.
· Appendices include Appendix A, “Acronyms”.
For OAPS application assistance, please contact the OAPS Help Desk at email address (APP-AIT-OAPS@faa.gov or 9-AWA-AVS-APP-AIT-OAPS@faa.gov).
All OAPS users must have a valid FAA\ or EXC\ Active Directory account in order to log into the system. If the user does not have an Active Directory account, he or she will need to first contact the FAA myIT Help Desk at helpdesk@faa.gov to request an account. You may also use telephone 1 (844) FAA-MYIT or 1 (844) 322-6948 or navigate to the site at http://myIT.faa.gov.
OAPS provides several user assistance resources, including the OAPS FAQs, the OAPS User Briefing File, and the OAPS User Guide and Help module. These resources are described in Chapter 8, “Using the Training Resource Files”.
OAPS also provides access to help desk support through links displayed in the application footer at the bottom of all OAPS screens:
· Contact OAPS link: Clicking this link opens your email application for a new email message addressed to the OAPS Help Desk (mailto: APP-AIT-OAPS@faa.gov).
· FAA MyIT Service Center (MyIT Help Desk) link: In addition to information for telephone support, this area includes a link which opens your email application for a new email message addressed to the OAPS Help Desk (mailto: helpdesk@faa.gov).
A glossary of acronyms used in the OAPS User Guide is provided in Appendix A.
The OAPS application resides on an FAA Web server system located at URL address “https://oaps.faa.gov/”. By navigating to the URL with your Web browser and providing previously approved user credentials, you can log in to the system and begin using the system functions enabled for your user role and credentials.
The OAPS system is built to support the functions of the FAA and as such must conform to the requirements of the FAA environment. As the system is also designed for industry users external to the FAA, requirements specific for systems not on the FAA platform are applicable and are identified as follows:
· Browsers supported include Microsoft (MS) Internet Explorer version 11 as well as Google Chrome, Mozilla Firefox, and MS Edge). If you choose to use another browser, we cannot support or troubleshoot adverse behavior.
· Browser set to accept session cookies (See Section 2.3.1, “Troubleshooting Login Issues”, to resolve access issues related to cookies).
· Adobe Reader version 7.1 or newer.
· PC with 1.5 gigahertz or higher processor clock speed recommended; 1 GHz minimum required (single or dual processor system); Intel Pentium/Celeron family, or AMD K6/Athlon/Duron family, or compatible processor recommended.
· 128 megabytes (MB) of RAM or higher recommended (while a 64 MB minimum supported, this may limit performance and some features).
· Super VGA (800 x 600) or higher-resolution video adapter and monitor.
· Keyboard and Mouse or compatible pointing device.
Before being allowed to log in to OAPS, you must register for an account and then be approved for system access.
Note: All OAPS users must have a valid FAA\ or EXC\ Active Directory account in order to log into the system. If the user does not have an Active Directory account, he or she will need to first contact the FAA myIT Help Desk at helpdesk@faa.gov to request an account. You may also use telephone 1 (844) FAA-MYIT or 1 (844) 322-6948 or navigate to the site at http://myIT.faa.gov.
To Request Access to OAPS…
1. Use your web browser to navigate to the OAPS application site using the site’s URL address (https://oaps.faa.gov/): Open your Web browser and type the OAPS Application site’s URL address into the browser’s Address field (or use a previously created internet shortcut).
The system displays a message “You are not a registered user of the system. Please register an account.”
2. Click Register.
3. Enter a valid “FAA\” or “EXC\” username, or enter a valid email address.
4. Click Verify User. The system checks the directory and automatically populates information about the username or email address if it is found.
5. Click Submit. The registration request is submitted and the screen displays a confirmation message instructing the user that he or she will be contacted once the account is approved.
The OAPS application’s log in process differs depending upon whether you are logging in as an FAA User using an FAA Standard Client computer or as an Industry User using a computer that is not an FAA Standard Client computer and is located outside of the FAA network:
· FAA User: If using an FAA Standard Client computer within the FAA network, the OAPS login process uses pass-through authentication so that you are not required to enter a username or password - Windows Login or PIV Card authentication will pass login information to OAPS automatically. However, if you are using FRAC to access the system, you may be required to login using the Windows Security dialog box.
· Industry User: If logging in using a computer that is not an FAA Standard Client computer and/or is located outside of the FAA network, the OAPS login process uses the Windows Security dialog box to allow you to enter your username and password.
To Log In to OAPS…
1. Open your Web browser and type the OAPS Application site’s URL address (https://oaps.faa.gov/) into the browser’s Address field (or use a previously created internet shortcut).
If you are an FAA User using an FAA Standard Client computer within the FAA Network, your PC workstation logs you in to the OAPS system, displaying the initial OAPS screen for your user role and profile.
If you are logging in as an Industry User not using an FAA Standard Client computer (or if you are an FAA User logging in outside of the FAA network), the system displays the Windows Security dialog box.
Figure 2‑1: Windows Security dialog box.
2. Use the fields and controls of the displayed Windows Security dialog box and your assigned FAA login credentials (or FAA Smart Card if applicable) to select your login method, enter login data, and complete the login process:
a. If you are using the User name and Password fields, enter your FAA username and password values:
1) User name: Enter the [domain]\[username] into the field using either “FAA” or “EXC” for the [domain] value and your assigned user name for the [username] value.
2) Password: Enter your password into the field.
3) Click the OK button.
b. If you are using an FAA Smart Card, ensure your Smart Card is properly mounted and then click the appropriate Tile. When the system opens the PIN dialog box, enter the PIN for your Smart Card into the displayed PIN field and then click the OK button.
The system displays the Security Warning message box.
3. After agreeing to the system use conditions displayed on the Security Warning message box, click the message box’s Accept button.
The system displays the initial OAPS screen for your user role and profile. If the system does not respond when you click Accept, your browser may not be properly set to accept session cookies (See Section 2.3.1, “Troubleshooting Login Issues”, to resolve access issues related to cookies).
Figure 2‑2: Windows Security dialog box and Accept button.
To Log Out of OAPS…
Select the Log Off link, located at the top of the screen, to log out of the OAPS application session.
OAPS requires this browser setting. If you accessed the OAPS site using a supported Web browser and, after clicking the System Use Policy message box’s Accept button, the OAPS Home Page won’t open, your browser is currently not set to accept session cookies.
Resolve this issue by changing the browser’s session cookie settings (Note: If your organization has restricted access to browser settings, follow your organization’s process for resolving system-permissions issues).
Use one of the following browser-specific procedures (referring to the screen graphics as needed):
To change the IE browser settings:
1. Select the browser toolbar’s Tools icon (
) and select the Internet Options item (or select the Tools | Internet Options item) and use the displayed Internet Options dialog box to click the Privacy Tab (If the Privacy tab is not displayed on the Internet Options dialog box, this system setting is controlled by your organization – Contact your organization’s system administrator).
2. Within the Privacy Tab’s Settings field group, click the Advanced button.
3. On the Advanced Privacy Settings dialog box, click the Always allow session cookies check box.
4. Click the OK button to close the Advanced Privacy Settings dialog box, and then click the OK button to close the Internet Options dialog box.
5. Use the browser to refresh the OAPS screen’s display (Press the F5 key on your PC keyboard). The system reloads the OAPS Home page, activates the Accept button, and now allows use of the system.
To change the Chrome browser settings:
1. Click the browser toolbar’s Customize and Control (
) button. The browser displays the Customize and Control Chrome menu.
2. Select the Settings menu item (located at the menu’s bottom). The browser displays the Chrome Settings screen.
3. Scroll to the bottom of the screen and click the displayed Show advanced settings… link. The screen area expands to display the advanced settings for Chrome.
4. Click the Content settings button under the Privacy heading. The system displays the Content settings dialog box.
5. Click the Allow local data to be set radio button under the Cookies heading, and then click the Done button. The system returns to the browser tab containing the Settings screen which you can now close.
6. Use the browser to refresh the OAPS screen’s display (Press the F5 key on your PC keyboard). The system reloads the OAPS Home page, activates the Accept button, and now allows use of the system.
To change the Firefox browser settings:
1. Click the browser toolbar’s Menu (
) button. The browser displays the Firefox Menu.
2. Select the Options menu item (located at the menu’s bottom). The browser displays the General screen (default Options screen).
3. Select the Privacy menu item (located on the screen’s left side). The browser displays the Privacy screen.
4. Under the History heading, use the Firefox will: list box to set the value to “Use custom settings for history”. The History field group’s screen area expands below this list box to display several controls.
5. Use the fields and checkbox controls to make the following selections:
6. Accept cookies from sites checkbox: On/Selected (check marked).
7. Accept third party cookies field: Set to “Always”.
8. Close the Options tab (Note: The browser automatically retains the previous selections).
9. Use the browser to refresh the OAPS screen’s display (Press the F5 key on your PC keyboard). The system reloads the OAPS Home page, activates the Accept button, and now allows use of the system.
To change the Edge browser settings:
1. Click the browser toolbar’s More (
) button. The browser displays the browser’s More Actions menu.
2. Select the Settings menu item (located at the menu’s bottom). The browser displays the Settings panel.
3. Scroll down the panel and click the View advanced settings button, located under the Advanced settings heading. The browser opens the Advanced settings panel.
4. Scroll down the panel and use the Cookies list box to select the “Don’t block cookies” value.
5. Close the Edge browser, and then re-open the browser and navigate to the OAPS application.
All OAPS screens follow a standard screen user interface display, including a standard OAPS screen layout and consistently used data fields and screen controls (such as the table-like grid controls and command buttons used throughout the system).
OAPS screens use consistent placement of user interface components, including:
· OAPS Screen Banner at the top of screen and displaying, from left to right, the Federal Aviation Administration seal and organization name text (which serves as a link), the application name and acronym (“Operations Approval Portal System (OAPS)”), the application’s current version number (“version 1.1”), the current user’s Login name and welcome text (“Hello,” and [first_name] [last_name]), and the Log off link. The OAPS menu bar is located along the bottom of the banner.
· OAPS Screen Body area with Title Bar and/or screen tabs providing access to the specific screen’s data and functions. At initial access, the screen displays the Home page screen which is updated with important system messages such as update notices and system outages messages.
· OAPS Screen Footer at screen bottom with OAPS contact information, myIT Help Desk contact information, links for applicable Web policies, and links for approved file readers and viewers.
Figure 2‑3: OAPS Home Page screen (Operator user role).
OAPS employs a variety of displayed devices to allow screen navigation, including the OAPS Application menu and menu items (displayed at the top of the screen) and links displayed on the body of OAPS screens. The mechanisms used to navigate through the system are described in the following paragraphs.
The OAPS Menu bar and menus provide access to functions within the system: You access each OAPS menu by clicking the menu title text as displayed on the menu bar. The screen area expands to reveal the selected menu and menu items. Click the menu item to access the screen and functions associated with the displayed menu item text.
Figure 2‑4: OAPS menus and menu items (Operator users).
Throughout the OAPS system, screens employ links to allow you to navigate to other screens. In almost every case, clicking a link opens another screen within the current browser window (the Help link will open the Help module within a specialized browser window).
The following paragraphs describe the types of mechanisms used within OAPS to provide screen navigation capabilities.
OAPS screens provide access to the Back browser link, which is located within the browser’s tool bar. You can use the Web browser’s Back button to move back through the history of screens used during a browser session. Similarly, you can use the Web browser’s Forward button to move forward through the history of screens (if applicable).
Note: You can also use the browser’s History feature to select previously displayed screens.
Throughout the system’s screens, links and command buttons are displayed within a specific area of OAPS screen’s body, such as within a group of screen fields (referred to as a “field group”). These links allow you to perform functions specific to that field group. Clicking the link or button opens another screen within the current browser window. In some cases, clicking the link or button expands the field group to include additional data.
Since OAPS is a Web-based application, the browser’s keyboard shortcuts are also available when working within OAPS. Shortcut keys help increase speed and effectiveness for keyboard-oriented users, including those users with mobility impairments. A few of the most-used Microsoft (MS) Internet Explorer shortcuts are listed below.
|
Standard Web Browser |
|
|
Press This… |
To Do This… |
|
BACKSPACE |
Go to the previous screen/page |
|
CTRL+A |
Select all items on the current Web page |
|
CTRL+C |
Copy the selected items to the clipboard |
|
CTRL+E |
Open Search in Explorer bar |
|
CTRL+F |
Find on this screen/page |
|
CTRL+F5 |
Refresh the current Web page |
|
CTRL+H |
Open History in Explorer bar |
|
CTRL+I |
Open Favorites in Explorer bar |
|
CTRL+O |
Go to a new location |
|
CTRL+P |
Print the current screen/page |
|
CTRL+V |
Insert the contents of the clipboard at the current cursor location |
|
CTRL+W |
Close the current window |
|
CTRL+X |
Remove the selected items and copy them to the clipboard |
|
DOWN ARROW |
Scroll toward the bottom of a screen |
|
END |
Move to the end of a screen |
|
ESC |
Stop downloading |
|
F11 |
Toggle between Full Screen and regular view of the browser window |
|
HOME |
Move to the beginning of a screen |
|
PAGE DOWN |
Moves the page down one section at a time |
|
PAGE UP |
Moves the page up one section at a time |
|
SHIFT+TAB |
Move back through the items on a Web page, the Address bar, and the Links bar |
|
TAB |
Move forward through the items on a Web page, the Address bar, and the Links bar |
|
UP ARROW |
Scroll toward the top of a screen |
The OAPS application screens employ a standard set of display elements, including the fields and controls used to display data and allow user interaction with the system. These are described as follows.
You can use the Calendar control to enter date values (for Start Date and End Date fields) or you can enter date value directly within the date fields using the format MMDDYYYY.
Figure 2‑5: Sample of Date field with displayed Calendar Control.
Through the OAPS application screens, links and command buttons are used to provide access to specific functions and command. Unless otherwise indicated by static-displayed screen text, the link text and button labels indicate the function(s) accessed by using the link/button.
The system displays messages on the screen next to specific fields and controls when system conditions require feedback to the user. The display of the message text next to a field or control indicates field-specific data entry requirements.
Fields and controls for which data entry is required are accompanied by display of a red asterisk placed next to the field or control.
Once a user who is assigned the Operator, Ownership Assignee, or OAPS Administrator user role has received access to the system, the user will be allowed update their own profile information including contact information.
1. Select the Home menu’s My Profile menu item.
The system displays the My Profile selection screen which serves as a menu, providing access to the Manage My Profile and User Email Subscription items.
Figure 3‑1: My Profile Selection screen.
2. Click the Manage My Profile link.
The system displays the My Profile screen.
3. If needed, update data in the Edit User Details field group.
4. If needed, update data in the Address field group.
5. Click the Save button.
The system saves the updated user profile and displays the Manage Users screen.
Figure 3‑2: My Profile screen.
Once a user has access to the system, the user is allowed to update his/her profile information including contact information.
1. Select the Home menu’s My Profile menu item.
The system displays the My Profile selection screen which serves as a menu.
2. Click the User Email Subscription link.
The system displays the Select Email Subscription Notifications screen.
3. Select the applicable e-mail subscription notification type(s) from the Available Email Subscription Notifications column, and select the right arrow (“>”) Populate command button.
The system moves the selected e-mail subscription notification type(s) from the Selected Email Subscription Notifications column to the Opt-Out Email subscription Notifications column.
Figure 3‑3: Select Email Subscription Notifications screen.
If the “All non-required notification” option is selected, no other e-mail subscription options can be selected and moved. If an attempt is made to do so, the system will display a warning message.
4. To restore an e-mail subscription notification, select the applicable e-mail subscription notification type from the Opt-out Email Subscription Notifications column, and select the left arrow (“<”) Remove command button. This moves the selected e-mail subscription notification from the Opt-out Email Subscription Notifications column back to the Selected Email Subscription Notifications column.
5. Click the Save button.
If you log into OAPS with your login and have been assigned the Operator role, the system provides access to the system’s Create Application and Submit Application functions. After successful login, the system displays the OAPS application’s Home Page screen which displays the OAPS Menu Bar. Clicking the text of a menu (such as “Application”) reveals the selected menu and menu items. Clicking a menu item allows you to access the system functions associated with the selected menu item.
Figure 4‑1: OAPS Home Page screen (Operator user role).
This procedure assumes that you are logging into OAPS with the Operator role.
To Start Creating an Application…
1. Log into OAPS.
2. Click the Applications menu and select the Create New Application menu item.
The system displays the Select Operator screen. If you are already registered as an Applicant in the Web-based Operations Safety System (WebOPSS) application database, the system loads your previous Operator records into the Operator grid.
3. Locate and select the applicable Operator record using the Operator grid (Required).
If you are NOT already registered as an Applicant in the FAA WebOPSS application database, the system allows you to enter your Operator details using the Enter Operator Details fields.
Figure 4‑2: Select Operator screen for Applicant registered in WebOPSS.
6. If needed, enter your Operator details using the displayed Enter Operator Details fields (Required). Note: All of the Operator Details fields are required fields as indicated by the displayed red asterisk (*):
a. Use the CFR list box to locate and select the applicable Code of Federal Regulations (CFR) value.
b. Enter your designator code in the Designator field. Maximum Length is 4 characters.
c. Enter your operator name in the Operator Name field.
d. Enter your certificate number in the certificate number field.
7. Use the radio buttons of the Select Application Template field group to select one (1) application template to use as the base for the new application.
8. Click the Next button.
The system displays the Application screen using the operator, applicant, and template data that you selected and provided.
9. Use the Application Subject field to enter the subject text for the current application (Required). This field allows users to distinguish between multiple amendments of the same template/OpSpec.
Figure 4‑3: Select Operator screen for Applicant Not Registered in WebOPSS.
Figure 4‑4: Select Application Template field group.
The Application screen presents data displayed using several screen regions. These are described as follows (from top to bottom):
· The OAPS application breadcrumb links for the current screen and the Help link (displayed at the far right).
· The selected application template’s Template ID and Template Description (displayed in bold text).
· The application’s Header Area and display fields, including:
o Application ID
o Draft Created Date
o Submitted Date
o Applicant Name
o Applicant Email
o Operator ID (if applicable)
o Operator Name
o Certificate Number (if applicable)
o Type of Operation
o Application Subject (used to distinguish between multiple amendments of the same template/OpSpec).
· The Tabbed Screen area. The Aircraft tab is displayed by default for Operators and the Phase tab displayed by default for all other user roles.
o Phase Tab:
- Inactive (Inactive)
- Phase I (discussion, no formal proposal)
- Phase II (Formal Proposal Submitted)
- Phase III (Proposal returned for re-work)
- Phase IV (Demonstration Phase, if necessary)
- Phase V (Any needed concurrences received).
o Aircraft Tab:
- List of Aircraft and Configurations
- Other Aircraft-specific details relevant to the application.
- List of Required Documents
- Document upload area.
o Guidance Tab:
- List of Guidance associated with the application.
o Comments Tab:
- Area for applicant and other authorized individuals to provide comments on the application.
o Questionnaire Tab: Note: The display of the Questionnaire Tab and bundling functions are reserved for future OAPS development. The Questionnaire Tab will be used for the Bundling functions to be performed by OAPS users with FAA user roles. The screen will display Questions and will provide radio button controls allowing the user to select Yes or No responses for specific questions. Bundling functions will only be available for applications based on specific application templates and will not be displayed for all applications.
Figure 4‑5: Aircraft tabbed screen on Application screen (sample with Foreign Approach field group).
· Save and Submit buttons:
o The Save button allows the user to save a draft of the application as-is, including any new input or updates provided. This will allow the user to continue to work on the application at a later time.
o The Submit button allows the user to select the specific routing for an application submission and to select an inspector to review the application (You may also click on the Submit button when you are ready to forward a Draft application to the FAA). Any valid information prior to clicking Submit will be saved (similar to clicking Save button), but, at this point, an inspector is selected and the application is officially submitted for review.
The Aircraft Tab presents two grid controls, the Aircraft grid (displayed under the heading “Selected Aircraft”) and the Additional Aircraft Data grid, and, below these, three Approach fields. Each grid also provides access to Add and Delete functions for the respective grid. The Aircraft tab is dynamic - what you see displayed depends on the selected application template.
To Add Aircraft and Navigation Equipment to an Application…
1. Click the + Add Aircraft button.
The system displays the Aircraft Information dialog box. Display of an asterisk (*) indicates required fields.
2. Select the aircraft’s Make, Model, and Series values:
Note: The controls and field available on the Aircraft tab are made available depending on the specific application template being used.
a. If adding a new aircraft, select the “Check this box to add new aircraft (not already in your WebOPSS aircraft list)” checkbox.
b. Select the applicable aircraft make from the Make list box.
c. Select the applicable aircraft model from the Model list box.
d. If applicable, select the aircraft Series.
e. Enter/select your aircraft registration number in the Registration No. field.
f. Enter/select your aircraft serial number in the Serial No. field.
g. Select Compliance RNAV System and RNP Value.
h. Select the applicable system from the Compliance RNAV System list box.
i. Select the applicable option from the Compliance RNP list box.
3. Select Navigation Make Model Associated with Aircraft:
a. Begin typing the Navigation Make (e.g., Honeywell, Rockwell, Garmin, etc.). The system populates the list of Navigation Make/Model/Series accordingly.
b. Select the navigation configuration from the list.
c. Click the Select ‘>’ navigation button to associate it with the listed aircraft.
4. If the aircraft has more than one equipment item, repeat Step 3 for each additional equipment item.
5. You can add additional aircraft not currently listed in your WebOPSS fleet by selecting the RNP Values field group’s + Add More Data button and using the Additional Aircraft RNAV Information list box to modify the RNAV/RNP data for the aircraft: The system allows multiple RNP values to be added for each or all aircraft, and you can also add a new Lowest RNP value by using the Lowest RNP Text field.
6. Click OK.
The system displays a confirmation message and displays the newly added aircraft and navigation equipment information in the grid.
Options: You can also add additional aircraft to the application by clicking Add Aircraft and delete an aircraft from the application by clicking Delete next to the row.
Figure 4‑6: Aircraft Information dialog box.
7. Click the Save button to retain the application data.
Note: Clicking the Save button will allow additional data entry and editing to be performed for the application. Once the application has been submitted through clicking of the Submit button, it will no longer be available for additional data entry or editing.
The system will allow the user to add/change the RNAV and RNP data associated with aircraft.
To Add/Change RNAV and RNP Data (Optional)…
1. Click the + Add More Data button to open the Additional Aircraft RNAV Information list box.
The system displays the Additional Aircraft RNAV Information list box.
2. Use the Aircraft MakeModelSeries list box to select the desired aircraft MMS.
3. Use the Aircraft Registration Number list box to select a specific aircraft or to select “All” aircraft. The system defaults to selection of the “All” value.
Figure 4‑7: Aircraft Information dialog box.
4. Use the Lowest RNP and/or the Lowest RNP Text controls to select the appropriate Lowest RNP value(s).
a. To select multiple, click the Lowest RNP control’s displayed value and use the pop-up to click on the desired values.
b. To add a Lowest RNP value to the list, use the Lowest RNP Text field to enter the value.
Note: For specific application templates (each being based on an Ops Spec), the system will allow the user to add and delete foreign airport approaches.
To Add a Foreign Airport Approaches to an Application (Optional)…
1. Click the + Add Approach button to activate the fields and controls of the Foreign Airport Approach field group.
The system displays the Foreign Airport list box and the field labeled “Foreign Airport Special Chart Notations or Limitations”.
2. Use the displayed Foreign Airport list box to select the applicable foreign runway.
3. Use the field labeled Foreign Airport Special Chart Notations or Limitations to add approach information.
4. Click the + Add Approach button to retain the entered data.
To Delete an Existing Foreign Approach from an Application…
1. Use the displayed Foreign Airport list box to select the applicable foreign runway.
2. Click the Delete button.
3. Enter text in the Foreign Airport Special Chart Notations or Limitations text box.
4. Add additional approaches to the grid as needed by clicking the + Add Approach button and using the procedure provided above.
5. Click the Save button to save the application.
Figure 4‑8: Foreign Approach field group (Aircraft tabbed screen).
Note: Clicking the Save button will allow additional data entry and editing to be performed for the application. Once the application has been submitted through clicking of the Submit button, it will no longer be available for additional data entry or editing.
The Checklist tab displays a list of supporting documents required for the application and an upload area to attach the files to the application. Note: All checklist items must have either a comment or an attached file before the system will allow the application to be submitted.
1. Click the Checklist Tab.
The system displays the Checklist tabbed screen including the Checklist of Required Documents field group and the Attached Documents grid located below it. To display tooltip help for a specific checklist item, hover the mouse pointer over the tooltip button (
) located next to item’s label.
Figure 4‑9: Checklist Tab with Checklist of Required Documents.
Note: Since specific Operation type requirements and the related checklist items are unique, the following figure presents a sample screen and may not represent the actual screen that the user will view.
2. Click the name of a checklist item to expand the screen to display the Comments field, and enter an appropriate comment.
You can also click the Expand All button to display all comment boxes or Collapse All to close all of them. You can also click on and check the checkbox as a visual reminder that the item has been completed.
Figure 4‑10: Open Comments Text Box.
3. Upload the supporting documentation files to the checklist as appropriate:
Notes:
· The system currently allows you to upload files having the following file types (i.e., files having the following filename extensions): doc, docx, gif, jpg, jpeg, pdf, ppt, pptx, mp4, xls, xlsx, and zip.
· If a file you upload supports more than one document type, do not upload it twice – Upload it once and use the Comments field to indicate the supported document type(s) to which it applies.
· Please limit uploaded files to include only those pages/chapters directly related to your application.
· For each time using the Upload Files process, the system limits the total size of all documents you attempt to upload to a maximum file size.
· For instructions on how to submit files that exceed the document upload limit, please contact the OAPS Help desk at APP-AIT-OAPS@faa.gov.
To Upload Supporting Document File(s):
a. Click Browse Files to locate and upload supporting documentation files to the checklist.
b. The system displays a file selection dialog box.
c. Select the file or files to upload and click Open. If you do not see your file in the list, make sure the file type is set to the appropriate type of file (i.e., image or document). The file type field is located next to the File name field on the File Selection dialog box. The files are displayed in the file upload area and include filename, file size, who uploaded the file, and the date/time the file was uploaded.
d. Next to each file, select the Document Type from the list box. The Document Type list box presents the same list of items as in the checklist.
The system updates the counter next to the checklist item.
Note: It is highly recommended that you select the Document Type for each file you upload. In addition to allowing the Principal Inspector to know which document supports which checklist item, this is also the way a document will become associated with a specific item on the checklist.
e. If a document applies to more than one checklist item, use the Comments field to enter descriptive comment text for each associated checklist item (e.g., “See Flight Manual”). In this way, the Principal Inspector will be able to visually associate the file with the other checklist item(s).
f. If the document has been created by a third party, check the Created by 3rd Party checkbox.
g. If you need to remove a file, you can click Delete next to the file.
h. Click Upload file button. The system displays “Processing…” message in red text and, when completing the upload, displays the “Successfully Updated Checklist” and “Successfully Saved Application” messages.
4. Click the Save button to save the application.
The system displays a confirmation message “Successfully Saved Application”. If a checklist item does not apply to you because of your operating type, the tooltip may instruct you to enter “N/A” in the Comments field.
Note: Clicking the Save button will allow additional data entry and editing to be performed for the application. Once the application has been submitted through clicking of the Submit button, it will no longer be available for additional data entry or editing.
The Guidance Tab displays a list of regulatory guidance and reference material associated with the operations specification template in WebOPSS. The screen provides view and read-only access to guidance items. The displayed Guidance items apply to the specific type of operations (e.g., C385, A153, C059/C060, etc.) contained within the application.
1. Click the Guidance Tab.
The system displays the Guidance List, a table-like grid containing the available reference material associated with the application. Each guidance item is represented by a grid row, including the Title and Description of the item. The View column presents links for the reference item’s available view functions.
2. Locate the grid row containing the desired reference.
Figure 4‑11: Guidance List.
3. Click the link in the View column of the grid to view or download the guidance item.
Note: If the guidance item is a website, the system will open the website’s screen within a new browser window. If the guidance item is a file, the system will prompt you to download the file.
The Comment tab provides an optional free-form text field that allows the user to provide any additional information that may be helpful to the intended recipient. The Comments tab displays existing comments, and also displays an area to enter and save comments on the application. To use the Comments tab, follow this process:
1. Click the Comments Tab.
The system displays the Comments and Communication History grid with the Enter Comments field group locate below it.
2. Enter a comment in the Enter Comments text box.
3. Click the Add Comment button.
The system adds the comment to the Comments and Communication History grid, with the time/date the comment was made, the name of the person who entered the comment, and the text of the comment. Comments may be added at any point during the application lifecycle. If comments are added after the application has been submitted, an email notification is sent to the current owner of the application that a new comment has been made.
Figure 4‑12: Comments Tab.
4. Click the Save button.
The system displays a message indicating the system saved the data. Note: Clicking the Save button will allow additional data entry and editing to be performed for the application. Once the application has been submitted through clicking of the Submit button, it will no longer be available for additional data entry or editing.
The Phase Tab is displayed only for users with FAA user roles. This tabbed screen is not displayed for users with the Operator role. Authorized users use the following process:
1. Click the Phase tab if it is not already the active tab.
The tabbed screen displays the current user’s OAPS user role, the prompt text “Please select Application Phase”, and several radio buttons allowing you to select an application phase for the current application.
2. Use the Phase radio buttons displayed below the prompt text to select one (1) phase to be assigned as the current phase for the application. The available Phase radio buttons include:
a. Inactive (Inactive)
b. Phase I (discussion, no formal proposal)
c. Phase II (Formal Proposal Submitted)
d. Phase III (Proposal returned for re-work)
e. Phase IV (Demonstration Phase, if necessary)
f. Phase V (Any needed concurrences received).
3. Click the Update Phase button.
The system displays an on-screen message confirming the completed update action. Note: Clicking the Save button will allow additional data entry and editing to be performed for the application. Once the application has been submitted through clicking of the Submit button, it will no longer be available for additional data entry or editing.
Figure 4‑13: Phase Tab.
This procedure assumes that you are logging into OAPS with the Operator role.
To Create an Application On Behalf of an Operator…
1. Click the Applications menu and select the Create Application On Behalf Of menu item.
The system displays the first screen with the breadcrumb “Create Application On Behalf Of” and the Select from existing Operators grid located at the top of the screen. If you are already registered as an Applicant in the Web-based Operations Safety System (WebOPSS) application database, the system loads Operator records in the displayed grid.
2. Locate and select the applicable Operator record using the Select from existing Operators grid (Required).
If you are NOT already registered as an Applicant in the FAA WebOPSS application database, the system allows you to enter your Operator details using the Enter Operator Details fields.
Figure 4‑14: Select Operator screen for an Application Created On Behalf Of an Operator.
3. Creating a New Part 91 Operator: If needed, enter the details for an operator that is not listed using the Create New Part 91 Operator field group.
a. Click the “Create New Part 91 Operator click here” label text.
The system expands the display area to present the Create New Part 91 Operator field group. The CFR list box is preloaded to display the “91” value (Part 91) and cannot be changed.
b. Use the displayed fields to enter Part 91 Operator details (Required). Note: All of the Operator Details fields are required fields as indicated by the displayed red asterisk (*):
1) Enter your designator code in the Designator field. Maximum Length is 4 characters.
2) Enter the operator name in the Operator Name field.
3) Enter the certificate number in the certificate number field.
4. Use the radio buttons of the Select Application Template field group to select one (1) application template to use as the base for the new application.
5. Click the Next button.
The system displays the Application screen using the operator, applicant, and template data that you selected and provided.
6. Use the standard Create New Application process to complete creating the new application. Refer to the subsection “Using the OAPS Application Screen” for additional details and procedures.
Figure 4‑15: Select Operator screen with Create New Part 91 Operator field group.
Figure 4‑16: Header field group of New Application screen for an Application Created On Behalf Of an Operator.
Note: Once the application has been submitted through clicking of the Submit button, it will no longer be available for additional data entry or editing - it can only be viewed. All status changes to the submitted application can be tracked by the user using the Track Applications function, the Manage Existing Applications function, or through email notification.
To Submit an Application, use the following process…
1. Click the Submit button at the bottom of the application.
The system displays the Select Routing for Application Submission screen.
2. Select the Principal Inspector (PI) from the list box. The list of inspectors is automatically populated from the assigned inspectors in WebOPSS (Note: If an inspector does not appear in the list, you can have it added: Send an email containing the pertinent information (such as the Principal Inspector’s Name, the Designator Code, and the CHDO) and with the text “Principal Inspector not listed” in the subject line to e-mail address 9-AWA-AVS-APP-AIT-OAPS@faa.gov).
3. Click the Confirm Selection and Submit button.
The Application Submission Completed screen appears. A confirmation message appears stating the following “Your Application has been submitted.
4. Click the View Applications button to view submitted applications.
Note: If the Operator is NOT registered in WebOPSS, the Principal Inspector is unknown. The Submit Application screen will change to display dropdowns for the user to locate the nearest FAA office. The applicant should then select the nearest location Country, State, and Local Office. The application will be submitted to the manager of the selected office for further routing to an inspector.
The Inspector who was assigned submitted the application will review and decide whether to approve, return, reject, or transfer/re-assign the application. A Principal Inspector will receive the application and review it for completeness and correctness. If the application is complete and correct, the application will continue onto the next stage of the process of approval or denial. If the application is not complete and/or correct, the Principal Inspector may return the application to the Applicant for more information, with instructions to resubmit the application. If this happens, the applicant receives an email message that the application has been returned, the application is set back to “editable Draft”, and any comments made by the Principal Inspector as to why the application was returned are shown on the Comments Tab of the application. The applicant may then resubmit the application after the correction is made.
An Operator can view and edit existing draft applications or view existing submitted applications.
To View and Edit an Existing Application…
1. Log into OAPS.
2. Select the Applications menu’s Manage Existing Applications menu item.
The system displays the Manage Existing Applications screen.
Figure 5‑1: Manage Existing Applications screen.
The Applicant (Operator) can view the history of an application.
1. Select the Applications menu’s Manage Existing Applications menu item.
The system displays the Manage Existing Applications screen.
2. Select an existing application from the grid.
3. Click the View History button.
Figure 5‑2: Selecting an Application.
The Application History screen appears and displays the specific application.
The system displays the View History screen displaying the routing office that is currently reviewing the application and any previous offices that have reviewed the application.
4. Click the Back button to return to the Manage Existing Applications screen.
As an office completes the task of review, they will send the application to the next office. The Expected End Date is calculated based on the default number of days on average it takes to process the application. Note: The Expected End Date is an estimate and not construed to be the actual date of completion. There will be times when an application’s circumstances will cause it to require additional review by the FAA and it may exceed the expected end date.
Figure 5‑3: Application History screen.
The Applicant (Operator) can view their applications any time. There are points in the application workflow that will not allow an Operator to edit a document, only view. Under these scenarios, the View function is a valuable tool for the Operator.
1. Select the Applications menu’s Manage Existing Applications menu item.
The system displays the Manage Existing Applications screen.
2. Use the displayed Applications Grid to select an existing application.
3. Click the View button.
The system opens the application for viewing.
Note: The display of the Tab types will vary depending on the selected application type. The following is an example of viewing a C384 application. Regardless of the application type, the first tab displays as the default tab.
4. You can also display Checklist, Guidance, and Comments data for the application by clicking the respective tabs.
Figure 5‑4: View-Only Application.
An Operator can only edit his or her own applications.
1. Select the Applications menu’s Manage Existing Applications menu item.
The system displays the Manage Existing Applications screen.
2. Select an existing application from the list.
3. Click the Edit button.
The system displays the selected application, presenting the first tab. The tab configuration is different from application to application. In the figure below, the C073 was the selected application type and displays the Questionnaire tab as the active tab.
Note: The system does not allow an operator to edit an application with a “Submitted” status. If an application has a Submitted status, the Edit button is disabled.
Figure 5‑5: Edit Application screen.
4. You can display Checklist, Guidance, and Comments data for the application by clicking the respective tabs.
Note: Comments may be added at any point during the application lifecycle. If comments are added after the application has been submitted, an email notification is sent to the current owner of the application informing him/her that a new comment has been made.
5. Click the Save & Submit button.
If you click the Save & Submit button, the system saves the edits made to the application, submits the application for approval, and changes the application status from “Draft” to “Submitted”. At this point no further edits other than Comments can be made.
If you click the Submit button to submit the application for approval with no edits made, the system submits the application for approval and changes the application status from “Draft” to “Submitted”. Upon a successfully saving the application, the system will display message “Successfully updated application”.
An Operator can print all or part of an application in List or Table format.
1. Select the Applications menu’s Manage Existing Applications menu item.
The system displays the Manage Existing Applications screen.
2. Select an existing application from the grid.
3. Click the Print button.
The system displays the Print Options screen.
By default, the system preselects all of the check boxes (e.g., Check List, guidance, Comments, and Make/Model/Series), the Checklist and Guidance defaults to the List radio button, and the Comments and Make/Model/Series with Complaint RNAV default to the Table radio button.
You can select/deselect the (checkboxes) sections you wish to print.
4. For each selected checkbox, select the applicable Print format (e.g., List or Table).
5. Click Print Preview. The application is opened for preview.
6. Click Print to print the application.
Note: Some Guidance documents are very large in size and therefore are not automatically included in the Print Application option.
7. To print any of the Guidance documents, view the application and go to the Guidance Tab. Use the link next to the specific guidance document to view or download the document. The guidance document can then be printed separately.
Figure 5‑6: Print Format Screen.
Figure 5‑7: Print Preview Application display.
OAPS users with the Ownership Assignee (Inspector) or OAPS Administrator (Office Manager) roles can review and approve applications, as well as reassign applications to other offices for concurrence or continued review.
When an application is submitted by the Applicant (Operator), the Principal Inspector assigned to review the application will receive a task automatically created by the system. The Inspector at the FSDO level will review the application for completeness and correctness. If the application is not complete or correct, the Inspector can return it to the Applicant.
Once the Inspector at the FSDO level has completed the review, he/she will have the option to approve/deny the application, if the type of operation is within their purview to approve/deny (e.g., application status, and approval level) or reassign the application to the region. A task will be automatically created by the system.
Once the region has completed the review, the inspector will have the option to approve/deny the application if the type of operation is within their purview to approve/deny, and if applicable (dependent on application approval level) reassign the application to one or more Headquarters offices. A task will be automatically created by the system.
Once the assigned Headquarter office(s) has approved the application, a designated HQ office user can generate a memo of concurrence to the region and Principal Inspector.
A typical application process for a type of operation that allows the FSDO or Region to approve or deny the application will look like the following example:
1. Step 1: Operator creates an application.
2. Step 2: Operator submits an application to their local office.
3. Step 3: The system will create a task and notify the Principal Inspector (or the Manager if no PI has been assigned).
4. Step 4: The Principal Inspector will log into OAPS and look at My Tasks:
a. The Inspector will accept the task.
b. The Inspector will review the application to make sure application is complete and contains the required information.
c. If it is within the Inspector’s purview (criteria based on application status and HQ approval level), he/she will approve/deny the application.
d. The Inspector can if needed Re-assign the application to the region and add any comments.
5. Step 5: The system will create a task and notify the Regional Manager that an application is ready for review.
6. Step 6: The Regional Manager will log into OAPS and look at My Tasks:
a. The Regional Manager will accept the task.
b. Either the Regional Manager will delegate (reassign) the application to an Inspector in the region and add any comments, or will review the application himself or herself.
c. The assigned person will review the application and mark it Approved or Denied.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) receive notification that a task has been created for them by the system. Although an FAA Inspector or Manager may view and track any application in the system by going to the Track Applications screen, the primary place they will take action on applications they are responsible for is My Tasks when a task is created for them for an application in their purview. The Inspector or Office Manager at the FSDO level can review and approve/deny an application when the following criteria are met: Application status is “Submitted” and Level of Approval is set to “CHDO”. The Inspector or Office Manager receives an email notification that a task has been created for them in OAPS.
1. Select the Home menu’s My Tasks menu item.
The system displays the My Tasks screen. The My Tasks screen displays a table containing current tasks, and a table containing completed tasks.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) may choose to accept a task which is assigned to them and previously reviewed.
1. Select the Home menu’s My Tasks menu item.
The system displays the My Tasks screen.
2. Locate the row of the application that you want to work with.
3. Under the Action column for the application, click the Accept link.
The options next to the application changes to Transfer or Return application, or, if the application is within the purview of the office to accept/deny, the options to Accept or Decline will appear. For the PI, the additional option to Return Application will appear.
Figure 6‑1: My Tasks screen.
Figure 6‑2: Action links within Pending Tasks grid.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) may choose to decline a task which is assigned to them (Note: Declining an application is not the same as rejecting and returning the application to the submitter).
1. Select the Home menu’s My Tasks menu item.
The system displays the My Tasks screen.
2. Locate the row of the application that you want to work with.
3. Under the Action column for the application, click the Decline link.
The Reject Task screen appears. An asterisk (*) indicates a required field.
4. Enter a comment in the Comments Associated text box.
5. Click the Reject button.
The system removes the updated task record from the Pending Task grid, and adds it the Completed Tasks grid. The system returns the task to the previous person in the process and the system automatically notifies the previous person and reopens their task.
Figure 6‑3: Select Decline Option.
Figure 6‑4: Reject Task screen with Comments field group.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) may choose to return an application that has been previously accepted to the applicant.
1. Select the Home menu’s My Tasks menu item.
The system displays the My Tasks screen.
2. Select the applicable record from the grid.
3. Click the Return Application link.
The system displays the Return Application to Applicant screen.
Figure 6‑5: Return Application Link.
Figure 6‑6: Return Application to Applicant screen.
4. Enter the applicable comment for returning the application in the “Comments on the application” text box. An asterisk (*) indicates a required field.
5. Click Return Application.
The system returns the application to the applicant. The applicant will be notified by email that the application has been returned, and your comments will appear in the Comments tab of their application for them to read. The application will be editable by the applicant and he/she may then resubmit the application to you after the correction is made. The task no longer appears in the Pending Task grid. It now has been added to the Completed Tasks grid.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) may choose to reassign a task which is assigned to them if the application requires additional review or concurrence.
1. Select the Home menu’s My Tasks menu item.
The system displays the My Tasks screen with the Pending Tasks grid containing rows for each application.
2. Click the Transfer link in the Action column for the application.
The system displays the Transfer Application Review Task screen. Note: An asterisk (*) indicates a required field. The screen allows you to select a transfer type using four check boxes including: “Transfer to Operator’s Office”; “Intra Region –Within the same region transfers”; “Inter Region – Transfer to another Region”; and “Transfer to HQ”.
Figure 6‑7: Transfer Link on Pending Tasks Grid.
3. Operator’s Office Transfers:
a. Select the Office (to transfer the application to) from the Office list box. This is a required field.
If you do not make a selection, system will display message “Please Select Office”.
b. Select the Person (that the application will be transferred to) in the office via the Person drop down list. The Person list box appears below the Office list box.
If you do not make a selection, the system will display message “Please Select Inspector”.
Note: An OAPS Administrator (Office Manager) will be able to see and select all people in his or her office. An Ownership Assignee (Inspector) will only be able to see and select the manager of the office. This is designed to allow the manager to control delegation of tasks rather than having an Inspector directly task another Inspector with work.
c. Click the > navigation button. This moves the selected office and person to the Selected Office Transfers box.
This is a required function. If not selected, the system will display message “Please select and add Office and Inspector.
Figure 6‑8: Transfer Application Review Task screen.
Figure 6‑9: Operator’s Office Transfers field group.
4. Use the other transfer type check boxes as needed:
a. Intra Region –Within the same region transfers.
b. Inter Region – Transfer to another Region.
c. Transfer to HQ.
5. You can also click the Yes or No radio buttons adjacent to the Concur with application Approval? Label to include your approval with the transfer.
Figure 6‑10: Comments and Task-Related Document Area.
6. Enter comments in the “Your Comments on the application” text box. Note: This is a required field. If left empty, the system will display message “Please enter comments.”
Note: Comments entered when rerouting the task (including Your Comments on the application and Comments to be sent to the Assignee) are visible internally to FAA ONLY from the View Task History or Track Applications – View History screens (unlike comments entered directly onto the application form itself which are visible to the applicant).
7. You can also enter comments in the Comments to be sent to the Assignee text box. The assigner can use this field to enter email notification text to be included in the in automatic email notification message sent to the assignee. Text entered here is for notification email only and is not captured in history.
8. Set Expected Duration (number of days) for the task.
Note: The default Duration value is 180 days. The Expected Duration is disabled for Ownership Assignees but may be changed by an OAPS Administrator.
9. Click Attach Documents to open a file selection window.
10. Select one or more files to be uploaded.
11. Click the Upload files link to attach files to the transferred task.
12. Click the Assign button to complete transfer of the task.
The system displays a message box prompting you to confirm the transfer.
13. Click the OK button.
The system creates a new task for the assignee(s) and notifies them by email.
Figure 6‑11: Confirm Transfer message box.
If the Ownership Assignee (Inspector) or OAPS Administrator (Office Manager) has been included on a task routing as a courtesy or “CC:”, they may choose to add comments and close the task without taking any further action. This is optional.
1. Select the Home menu’s My Tasks menu item.
The system displays the My Tasks screen.
2. Click Close next to the application.
3. You can also enter Comments for the task.
Note: Comments entered on the task are visible internally to FAA ONLY from the View Task History or Track Applications – View History screens (unlike comments entered directly onto the application form itself which are visible to the applicant).
4. Click Close to complete the task.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) can review the submitted application directly from the My Tasks screen.
1. Select the Home menu’s My Tasks menu item.
The system displays the My Tasks screen.
2. Click the Review Application Link for the listed application.
3. The system opens the application screen allowing you to perform the review. The Phase tab is the default active tab.
4. Certain edit features are available when reviewing an application:
d. Update Phase
e. Add Comments on Comments tab
5. Click the Back button on the browser to return to the My Tasks screen.
Figure 6‑12: Review Application Link.
Figure 6‑13: Update Phase button on Phase tab.
6. Use the Phase radio buttons to select the appropriate Phase for the application.
7. Click the Update Phase button.
After clicking the Update Phase button, the system displays message “Successfully saved Application Phase”.
8. Click the Comments tab on the application form.
9. Enter comments and click Add Comment. The comment is applied to the application and is visible to the applicant.
You can add comments at any point during the application lifecycle. A task does NOT need to be accepted to add comments to the application form.
10. Review the application.
11. When review is complete, navigate back to My Tasks via Home>My Task on the menu bar.
12. Depending on the available Action options, select Transfer, Approve/Deny, or Return Application as appropriate.
The system keeps track of all tasks whether they are waiting to be accepted, accepted and in process or completed. Once a task is accepted, the default period of time to work on an application is 15 days, but can be changed by a manager.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) can view the comments and history of all the previous tasks associated with the application.
1. Select the Home menu’s My Tasks menu item.
The system displays the My Tasks screen.
2. Click View Task next to the application.
Figure 6‑14: View Task Link on Pending Tasks Grid.
3. The View Task screen is displayed and lists details for each task as well as comments on the task.
a. Task Assigned By:
b. Task Created Date:
c. Sender Comments on the application:
d. Comments from Assignee:
e. Task-related Documents
4. Click the Cancel button to return to the My Tasks screen.
Figure 6‑15: View Task field group with Cancel button.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) may choose to approve the application, if it is in their purview to be able to do so. The ability to approve an application depends on the application status (e.g., Submitted status) and Level of Approval of Application (e.g., CHDO, Region, or HQ). For example, if the level of approval is set for HQ, the Approval link will not display until the application has been assigned to an HQ office. If the application can be approved by an office (e.g., FSDO, Region) of the Inspector or Manager, the system will automatically display “Transfer” or “Approve” options next to the task.
1. Select the Home menu’s My Tasks menu item.
The system displays the My Tasks screen.
2. Click the Approve link for the application.
The system then displays the Approve Application screen.
Figure 6‑16: Approve link.
Figure 6‑17: Approve Application screen.
3. Click the Approve Application button to approve the application.
The system displays an Approval confirmation message on the screen.
Figure 6‑18: Approve Application screen.
The Ownership Assignee (Inspector), OAPS Administrator (Office Manager), or HQ user can search for and view applications they may or may not be tasked to work on. If the Inspector or Manager needs to take action on an application, they would do so through My Tasks screen. An Inspector or Manager can see other applications within their region or other regions by using the Track Applications screen.
1. Select the Applications menu’s Track Applications menu item.
The system displays the Track Applications screen. By default, applications which have been created for operators within the logged-in user’s region are displayed.
Figure 6‑19: Track Applications screen.
You can also change the filter fields at the top of the screen and click Search to update the application results. To search by Region, enter in the two- or three-character Region Code (“GL” or “AGL” for Great Lakes region, for example) in the Region search field and select from the dropdown.
The PI, Region, or Headquarters user can view the history of an application.
1. Select the Applications menu’s Track Applications menu item.
The Track Applications screen is displayed.
2. Select an application from the grid and click View History.
Figure 6‑20: View History button.
The system displays the Application History screen containing all current and completed tasks for the application as well as the current office to which the application has been assigned.
3. You can click the Back button to return to the Track Applications screen or you can use the List View and Tree View tabs to display the information:
a. Click the List View tab to display a list of reviews of the application by multiple assignments.
b. Click the Tree View tab to display a list of offices and comments from each office that has reviewed the application to date.
Figure 6‑21: Application History screen (Grid View).
When you click the Back button, the system displays the Application History screen for the office that is currently reviewing the application and any previous offices that have reviewed the application. As an office completes the task of review, they will send the application to the next office. The Expected End Date is a calculation, based on the default number of days on average it takes to process the application. The Expected End Date is an estimate and not construed to be the actual date of completion. There will be times when an application’s circumstances will cause it to require additional review by the FAA and it may exceed the expected end date.
Figure 6‑22: Application History Page (List View).
Figure 6‑23: Application History Page (Tree View).
The PI, Region, or Headquarters user can only view an application. The only exceptions include authorized users ability to add phases and comments to an application.
1. Select the Applications menu’s Track Applications menu item.
The system displays the Track Applications screen.
2. Select an application from the grid and click View.
The system displays the View Application screen.
3. Select the Comments tab.
You can also select the applicable Phase radio button, and click Update Phase.
Figure 6‑24: View button.
Figure 6‑25: View Application Page for Update Phase.
4. Click Add Comment.
You can enter comments in the enter Comments text box.
Figure 6‑26: View Application Page for Add Comment.
The PI, Region, or Headquarters user can print an application.
1. Select the Applications menu’s Track Applications menu item.
The system displays the Track Applications screen.
2. Select an application from the grid and click Print (Refer to Section 5.1.4, “Printing an Application”, for additional Print options).
The system prints the application.
Figure 6‑27: Print button.
A memo is drafted when HQ concurrence is required, and the last approver has approved the application. HQ concurrence is noted via digital signature. Once the final (approving) concurrence is applied to the memo, an email is sent to the PI notifying him/her that the memo has been finalized. The memo is the PI’s authorization to acquire the OpSpec from WebOPSS and deliver it to the applicable Industry User. This section provides instructions to authorized users on how to create a Concurrence Memo, Edit a Concurrence Memo, Sign a Concurrence Memo, and Publish a Concurrence Memo.
1. Log into OAPS.
2. Select the Home menu’s My Memos menu item.
Figure 6‑28: My Memos screen.
The system displays the My Memos screen with each row presenting data and links for a memo within columns including the following:
- Create/Edit/Publish function
- Sign Memo (View, View/Sign)
- Ready to Sign (Yes/No)
- Details (View Application link)
- Application Name
- Type (Application)
- Approval Date.
A memo can be created by any HQ office or by HQ designated HQ offices, depending on the approval level specified in the application template. A memo is created by the last designated HQ office that approves/concurs with the application.
1. Click the Create link for the desired row (OR, while using the Approve Application screen, click Create Memo Now link).
The system displays the Create Memo for Approved Application screen. An asterisk (*) indicates a required field.
Note: The application prepopulates the Application Information area and the Memo Content of the screen with data from the application.
You can edit the name(s) in the To:, Thru:, and From: fields. You can also edit the text in Subject and Body text fields, and you can format this text using the provided generic text formatting tools. You can also select the applicable Signatures Required checkbox(s).
Note: The system displays the Initiating Office (For example, “AFS-200”) as one of the Signatures Required checkboxes; however, it is disable and cannot be deselected
2. Enter a comment in the Comment field of the Memo Comments area of the Create Memo for Approved Application screen. Note: This is a required field. If left empty upon saving, the system will display the message “Comment is required.”
3. Click the Save button.
The system updates the Memo record in the grid on the My Memos screen. The Create link is changed to an Edit link, and the View/Sign link is added to the Sign Memo data element (as shown in the figure below).
Figure 6‑29: Create Memo for Approved Application.
A memo can be edited by any HQ office or by HQ designated HQ offices, depending on the approval level specified in the application template. A memo can be edited anytime. However, if a memo is edited, any electronic signature(s) that was applied will be lost/deleted. In addition to having the ability to edit the memo, the application can be viewed, and the memo can also be signed through use of the View/Sign link.
1. Click the Edit link (as shown in the above figure) associated with the applicable Memo record in the grid on the My Memos screen. An asterisk (*) indicates a required field.
The system displays the Edit screen with the Initiating Office (such as “AFS-200”) displayed as one of the Signatures Required checkboxes (This Read-only value cannot be deselected).
You can edit the name(s) in the To:, Thru:, and From: fields. You can edit the Subject field text and the text in the Body text field, formatting text as needed using the provided generic text formatting tools. You can also select the applicable Signatures Required checkbox(s).
You can also edit a comment in the Comment field of the Memo Comments area of the Create Memo screen. This is a required field. If left empty upon saving, the system will display message “Comment is required.”
You can also select the Memo Is Ready To Sign checkbox. If the Memo is Ready to Sign checkbox is selected, the Ready to Sign field associated with the edited memo record is changed from “No” to “Yes”.
2. Click the Save button.
Figure 6‑30: Create Memo for Approved Application.
After a memo has been created at HQ, it can be signed by any of the designated HQ offices anytime. After an application has been signed by the PI, HQ designators can only comment on the application and assign/change phases to the application. IMPORTANT: A memo can also be edited anytime, but will result in the loss of any existing digital signatures on the memo.
1. Click the View/Sign link associated with the applicable application from the table in the MY Memos screen (as shown in the following figure).
The system displays the View Memo screen.
You can also click the View Memo in PDF button (as shown in the previous figure) to view the memo in PDF format. Note: The Memo Signatures area displays HQ offices that have signed the memo (with date stamp).
2. Select the applicable HQ office from the Sign on behalf of office drop-down list in the Sign Memo area of the screen.
3. Click the Sign button in the Sign Memo area.
The system displays the Upload Certificate screen.
Figure 6‑31: Upload Certificate Page.
4. Click the Browse button.
5. Locate and select the certificate.
Upon selection of your digital signature certificate number, the system displays the certificate number in the Upload Certificate field. This is a required field. If this field is empty when the Sign button is selected, the system will display message “Please Upload Certificate”.
6. Enter your digital signature certificate’s password in the password field.
This is a required field. If this field is empty when the Sign button is selected, the system will display message “Password field is required.”
7. Click the Sign button.
The system displays an amended Upload Certificate screen. Note: An indication the certificate was uploaded successfully is the amended system generated message: “Success. Preview the memo here (link)”, which appears below the Certificate Password field (as shown in the following figure).
8. Click the “here” link to preview the memo.
The application populates the Memo Signatures area of the View Memo screen with a new memo signatures record. Each record displays data elements to include HQ Office, Signed by, Signed Date, and Age Since Memo ready (days).
The system changes the available links for the memo to “Edit” and “Publish”.
Figure 6‑32: View/Sign Memo screen.
Figure 6‑33: Amended Upload Certificate Page.
After a memo has met the threshold for HQ Office concurrence, a memo can be published. Any HQ office that is associated with concurrence of the memo can publish the memo. Once a memo is published, it can only be viewed and not edited. The user still has the ability to ‘view only’ the memo or application.
1. Click the Publish link associated with the applicable memo record from the grid on the My Memos screen.
Note: The option is available to the authorized user to edit the memo. However, if the user clicks the Edit link (next to the Publish link) and edits and saves the memo, all digital signatures associated with the memo will be lost (as shown in the following figure).
Figure 6‑34: Edit Memo Confirmation message box.
The system displays the Publish Memo screen. You can also click the View Memo in PDF button to view the memo in PDF format.
2. Click the Publish button.
The system redisplays the My Memos screen. The Create/Edit/Publish field associated with the published memo/application is now empty.
You can also view the memo using the View link and the application using View Application.
All users of the system will have access to view certain standard reports (e.g., Application Status reports, and User Data Metric reports). Access to specific reports is controlled at the role level. Operators are only allowed to see their own operator(s) in search results.
The Report Toolbar appears at the top of each report results area and contains standard paging, zoom, search, save/download, refresh, and print features.
Figure 7‑1: Report Toolbar.
· To Search for a keyword in the report, enter the word in the text field and click Find. Click Next to cycle to the next place the word is found.
· To Export the report, click the Disk icon and select the file type.
· To Refresh the results, click on View Report or click the Circle icon with the arrows.
· To Print the report, click the Printer icon.
The types of Application Status reports include:
· Application Status by Region: For all authorized users except operators.
· Application Status: For Air Carrier Industry users but can be accessed by all users.
· Application Status By Schedule/Duration: For all authorized users except operators.
Figure 7‑2: Application Status Reports screen.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) can view reports of the status of applications sorted by region.
1. Select the Reports menu’s Application Status Reports menu item.
The system displays the Reports Selection screen.
2. Click the Application Status By Region link.
The report displays existing applications that are in process.
Figure 7‑3: Application Status By Region Report.
Each Application record in the grid displays the following data elements:
- ID
- Submission Date
- Type
- Status
- Designator ID
- Operator Name
- CHDO
- Inspector
- Task Due Date
- Current Routing Office
You can also change the filter fields at the top of the screen, and click View Report to update the report results.
You can also an application may be reviewed by clicking the ID of the application in the report. The application will open in a new tab/window. You can update the “Phase” and add comments to the application. The rest of the application is non-editable.
Although all users have access to the Application Status report, the primary user is the Applicant (Operator). The report will only display to the Operator the status of applications he/she have submitted.
1. Select the Reports menu’s Application Status Reports menu item.
The system displays the Reports selection screen.
2. Click Application Status.
The Application Status screen appears. The report displays existing applications that are in process.
Figure 7‑4: Application Status Report for Operators.
You can also change the filter fields at the top of the screen and click View Report to update the report results.
You can also an application may be reviewed by clicking the ID of the application in the report. The application will open in a new tab/window. You can add comments to the application. The rest of the application is non-editable.
Each Application record in the grid displays the following data elements:
- ID
- Submission Date
- Type
- Status
- Designator ID
- Operator Name
- CHDO
- Expected End Date
- Current Routing Office.
The Ownership Assignee (Inspector) and OAPS Administrator (Office Manager) can view reports of the duration and schedule of applications in a specific region or all regions.
1. Select the Reports menu’s Application Status Reports menu item.
The system displays the Reports Selection screen.
2. Click the Application Status By Schedule/Duration link.
Note The Schedule/Duration Report displays (as shown in the following figures) and lists each task associated with each application and displays the dates action was taken on the task as well as a calculation of duration in each office. Display of zero (“0”) indicates the task was accepted or completed in the same day. Display of “N/A” means the task is still open.
Each record in the grid displays the following data elements:
- ID
- Type
- Designator ID
- Operator Name
- Task ID
- Task Status
- Current Routing Office
- Inspector
- Task Assigned Date
- Task Accepted Date
- Task Completion Date
- Application Age (days) Since Submission
- Age of Tasks (days) Assigned/Accepted.
Figure 7‑5: Application Status By Schedule/Duration Report.
Figure 7‑6: Application Status By Schedule/Duration Report with Dates Action Taken data.
You can change the filter fields at the top of the screen and click View Report to update the report results (as shown in the previous figure).
You can also an application may be reviewed by clicking the ID of the application (as shown in the previous figure) in the report. The application will open in a new tab/window. You can update the “Phase” and add comments to the selected application. The rest of the application is non-editable.
The OAPS Training Resource Files module provides user with access to the following OAPS user training resources including:
· OAPS User Guide: Contains all of the system information and user procedures required to use the OAPS application. You can access the OAPS User Guide in PDF format through the OAPS Help module (click the Help link on the current OAPS screen).
· OAPS User Help: This online resource is available while using the OAPS application through the Help link on the current OAPS screen. The Help link is located within the top right area of each OAPS screen below the menu bar.
· OAPS FAQs: Contains commonly asked questions and provides answers for issue encountered by OAPS user issues. The contents are periodically updated to reflect recent user concerns and provide up-to-date helpful information.
· OAPS Briefing Slides: Contains OAPS application introduction and user training materials specific for your user role.
Note: The specific Training Resource Files available from the Training Resource Files screen may be changed by the OAPS Administrator.
Figure 8‑1: Training menu and menu items.
Figure 8‑2: OAPS Training screen.
The OAPS User Guide provides access to all of the information and user procedures required to use the OAPS application.
1. Open the OAPS Help module.
2. In the menu on the left, locate the OAPS User Guide item.
3. Click the OAPS User Guide item.
The system displays a browser message prompting you to Open or Save the OAPS User Guide file.
a. If you select Open, the system opens the OAPS User Guide within a PDF file viewer (such as Adobe Acrobat Reader).
b. If you select Save, the browser displays a message indicating the file download process is taking place and, once the download is complete, the browser displays a message prompting you to Open the file, Open Folder, or View downloads.
Figure 8‑3: OAPS User Guide PDF file displayed within Adobe Acrobat Reader.
The OAPS User Help module is online resource is available while using the OAPS application. The Help link is consistently displayed on all OAPS screens – it is located within the top right area of each OAPS screen below the menu bar. Open the help file by clicking the Help link. The system opens the OAPS User Help file within a specialized browser window. The contents of the OAPS User Help module has been designed to match the contents of the OAPS User Guide.
The OAPS Frequently Asked Questions FAQs file provides questions and answers to some commonly encountered user issues. The contents of the file are updated by an OAPS Administrator to reflect recent user concerns and provide up-to-date helpful information.
1. Select the Training menu’s OAPS FAQs menu item (or click the Training menu title and select the item from the displayed Training Resource Files screen).
The system displays a browser message prompting you to Open or Save the OAPS FAQs file.
a. If you select Open, the system opens the document within a PDF file viewer (such as Adobe Acrobat Reader).
b. If you select Save, the browser displays a message indicating the file download process is taking place and, once the download is complete, the browser displays a message prompting you to Open the file, Open Folder, or View downloads.
Figure 8‑4: OAPS FAQs file displayed within Adobe Acrobat Reader.
The OAPS User Briefing File provides access to system introduction and user training materials (in PowerPoint file format) for OAPS users who are external to the FAA organization or FAA users of OAPS. The system uses your user role to determine the appropriate briefing slides to be provided to you.
1. Select the Training menu’s OAPS External Briefing Slides menu item (or click the Training menu title and select the item from the displayed Training Resource Files screen).
The system displays a browser message prompting you to Open or Save the OAPS Training Briefing file.
c. If you select Open, the system opens the document within a PDF file viewer (such as Adobe Acrobat Reader).
d. If you select Save, the browser displays a message indicating the file download process is taking place and, once the download is complete, the browser displays a message prompting you to Open the file, Open Folder, or View downloads.
Figure 8‑5: OAPS Briefing file displayed within Adobe Acrobat Reader.
|
Acronym |
Definition |
|
AFS |
Office of Flight Standards |
|
AIT |
Office of Information Technology |
|
ATO |
Air Traffic Organization |
|
AVS |
Aviation Safety Organization |
|
CFR |
Code of Federal Regulations |
|
DBMS |
Database Management System |
|
FAA |
Federal Aviation Administration |
|
FRAC |
FTI Remote Access Capability |
|
FSDO |
Flight Standards Divisional Office |
|
FSIMS |
Flight Standards Information Management System |
|
FTI |
FAA Telecommunication Infrastructure |
|
HQ |
Headquarters |
|
HR |
Human Resources |
|
IFP |
Instrument Flight Procedures |
|
IT |
Information Technology |
|
MS |
Microsoft |
|
NAS |
National Airspace System |
|
NAV |
Navigation |
|
NextGen |
Next Generation |
|
NISC |
NAS Integration Support Contract |
|
OAPS |
Operations Approval Portal System |
|
PC |
Personal Computer |
|
PI |
Primary Inspector (FAA) |
|
POC |
Point of Contact |
|
RTCA |
Radio Technical Commission for Aeronautics |
|
SME |
Subject matter expert |
|
SQL |
Structured Query Language |
|
SSRS |
SQL Server Reporting Services |
|
U.S.C. |
United States Code |
|
URL |
Uniform Resource Locator |
|
WebOPSS |
Web-based Operations Safety System |