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FLORIDA AVIATIOND A T A B A S E

User ManualAirport Version

Florida Aviation Database Airport Manual v2.1.0 (4.14.2009)

Table of Contents

Section 1: Introduction User Information ………………………………......

Section 1 – Page 1

1.1 What is the Florida Aviation Database? …………………………. Section 1 – Page 1

1.2 This User’s Guide …………………………………………………. Section 1 – Page 1

1.3 User Access … ……………………………………………………...


1.4 Access Location …………………………………………………….


Section 2: The Switchboard Page ……………………………………........... Section 2 – Page 1

2.1 Overview …………………………………………………………….. Section 2 – Page 1

2.2 My Account ………………………………………………………….. Section 2 – Page 3

2.3 User Information …………………………………………………….


2.4 Other Features ………………………………………………………


Section 3: Integrated Facility Module Application …………..……………


3.1 Basic Search ………………………………………………………... Section 3 – Page 1

3.2 Facility Information …………………………………………………. Section 3 – Page 4

Section 4: Quick Links ……………………..…………………………………. Section 4 – Page 1

Section 5: JACIP ……………………………………………………………….. Section 5 – Page 1

5.1 Create A New Project ……………………………………………… Section 5 – Page 3

5.2 Enter A Funding Request ………………………………………….. Section 5 – Page 5

5.3 Entering Notes ……………………………………………………… Section 5 – Page 7

5.4 Certifications ………………………………………………………… Section 5 – Page 7

5.5 Documents …………………………………………………………..


Section 6: Balances ……………………………………………………………. Section 6 – Page 1

Section 7: Reports ………………………………………………………………


Florida Aviation Database Airport Manual v2.1.0 (4.15.2009) Section 1 – Page 1

Section 1: Introduction

1.1 What is the Florida Aviation Database?

The Florida Aviation Database (FAD) is a comprehensive, online aviation database and application system that allows those that need and use aviation information to access it in an efficient and up-to-date manner. It provides an effective method of collecting, storing, retrieving, accessing, analyzing, and reporting in a digital format. Applications and data residing in the FAD include Contact Management, Aviation Inspection & Licensing, Private Airport Registration Administration, Joint Automated Capital Improvement Program (JACIP), Aviation Forecast Management, and the State’s Aviation Facility Information.

1.2 This User’s Guide

This user’s guide was created to assist airport staff members and their consultants with the efficient use and operation of the FAD database application. If additional help is needed, a user can contact a system support representative by selecting the “Request Help” link at the top of every page. A representative will respond to email inquiries. Additional “Help” features can be accessed as available throughout the application.

1.3 User Access

Due to the nature of the data contained within this system, authorized access is required. Please request a username and password from your FDOT District Specialist to begin using FAD.

Please note: Once you have received your user access information and have logged in to the system, you can select the “My Account” feature (in the upper left corner) and change your user access information at any time.

1.4 Access Location

FAD is a secure web-based application. To locate the FAD login screen, go to http://www.florida-aviation-database.com. Enter your user name and password to enter the application.


Section 2: The Switchboard Page

2.1 Overview

User’s will log on and initially access the Switchboard page (See Figure 2.1a). This page may also be referred to as the Home page.

The Switchboard is the landing page that connects users to the different applications and features within FAD. It also contains a welcome message that can be updated by the administrator.

The Switchboard provides key information:

• Welcome text • System alerts and messages • Links to the FAD applications • Quick links to frequently used pages • The user’s contact data

Figure 2.1a

The Alerts/Messages section provides information applicable to all application users including critical announcements. This section will contain reminders of upcoming deadlines and notice of any scheduled maintenance or system enhancements. The messages are links, and when clicked will show detailed information. (See Figure 2.1b)

The Applications section (See Figure 2.1b) contains links to the FAD applications. It provides users access to database information including Integrated Facility


Module and Contact Management. Not all users will have access to all applications.

Figure 2.1b

Additional features are available on the left side of the screen; including click-through links for My Account, User Information, a customizable Quick Links menu, and the Log Out tab. The user is identified here by name. (See Figure 2.1c)

Figure 2.1c


2.2 My Account The My Account feature displays the system information and credentials, including username, password, and notification subscriptions. This is one way the user can update profile information, such as first name, last name, address, email, phone number, and whether to receive system generated email notifications. (See Figure 2.2a)

Figure 2.2a

To update your General Information • Select My Account from the Switchboard • Select your Prefix • Enter your First Name, Middle Initial, Last Name, and Suffix in the fields

provided • Click the Update button

To add Contact Information

• Select My Account from the Switchboard • Click the Add button to enter a new email address • Select Primary if this is your preferred email address • Select the Type of contact information from the drop-down menu • Enter your email address in the field provided • Click Save

• Repeat for phone numbers and mailing addresses • Click on the Go Back button or the FAD logo to return to the Switchboard

page


To update Contact Information

• Select My Account from the Switchboard • Select the pencil icon on the left of the email address that is listed • Select Primary if this is your preferred information • Edit the Type of email address • Enter the new mail address in the field provided • Click Save

• Repeat for phone numbers and mailing addresses as needed • Click on the Go Back button or the FAD logo to return to the Home page

2.3 User Information The User Information page looks similar to My Account, but the two are different. User Information contains the detailed information that will be visible to others through the Contact Manager. This area allows you to update your General Information, Contact Information, and Employer Information, as well as view your Groups, and Associations. (See Figure 2.3a)

Figure 2.3a

To update your General Information

• Select Manage next to User Information • Select your Prefix


• Enter your First Name, Middle Initial, Last Name, and Suffix in the fields provided

• Click the Update button To add Contact Information

• Select Manage next to User Information • Click the Add button to enter a new email address • Select Primary if this is your preferred email address • Select the Type of contact information from the drop-down menu • Enter your email address in the field provided • Click Save

• Repeat for phone numbers and mailing addresses • Click on the Go Back button or the FAD logo to return to the Switchboard

page

To update Contact Information • Select Manage next to User Information • Select the pencil icon on the left of the email address that is listed • Select Primary if this is your preferred information • Edit the Type of email address • Enter the new mail address • Click Save

• Repeat for phone numbers and mailing addresses as needed • Click on the Go Back button or the FAD logo to return to the Home page

To update your Employer Information

• Select your Employer from the drop-down menu • Enter your Title in the field provided • Click the Update button

• If your Employer is not in the drop-down menu, select Add New link • Enter the complete name of your Employer in the field provided • Select Save

Group Information and Associations (Note: You can only view your membership in any Group or your Associations with any application at this time. To update any item, please contact your FDOT representative.)


2.4 Other Features On the Switchboard is a Quick Links section that allows users to jump to a specific page and bypass the Integrated Facility Module search. See Section 4 for more information on Quick Links and Saved Lists.

To Log Out Located on the left side of the Home page is Log Out button for the user to properly exit the application. (See Figure 2.4a)

Figure 2.4a


Section 3: Integrated Facility Module Application

The Integrated Facility Module allows users to locate data for specific facilities, including airports, heliports, seaplane bases, and more.

Select the Integrated Facility Module link on the Home page.

3.1 Basic Search

There are currently three search strategies for viewing facility data – Basic Search, Advanced Search, and Saved Links. The Basic Facility Search screen is the default landing page for the Integrated Facility Module Application. (See Figure 3.1a)

Figure 3.1a

The Basic Facility Search features drop-down selections, checkboxes, and freeform text with criteria to simplify the search. These include: Facility Ownership, Facility Use, Facility Type, District, City, County, CFASPP Region, NPIAS Number, Facility ID, Facility Name, Facility Status, Runway Length, Airparks, Part 139, Commercial Services, and Inspection/Licensing/Registration Dates.

To Locate your Facility

• Type the complete or partial name – i.e. Tallahassee Regional Airport or Tallahassee – into the Facility Name field (Note: Make certain all of the other criteria are correct for your search.)

• Click Search (See Figure 3.1b)


Figure 3.1b

The search results are shown on the right side of the screen. In the example above, typing Tallahassee generates 3 facilities that match the search criteria. (See Figure 3.1c)

Figure 3.1c

• Select Tallahassee Regional Airport from the list on the right • Click Load Selected button (See Figure 3.1d)


Figure 3.1d

To search data for multiple facilties • In the Basic Facility Search, select/enter search criteria • Click Search • Review Facilities list on right side of screen • To select multiple facitlities, hold down Ctrl on your keyboard and highlight

the facilities with your mouse • Click the Load Selected button

The Facility Information for the first facility on your highlighted list will display on your screen. Notice the drop-down menu in the top right of your screen, click that box to navigate to the other facilties you selected. (See Figure 3.1e)

Figure 3.1e

To view data for the facility list you loaded


• The facility information for the first facility on your highlighted list will display on your screen

• Locate the drop-down menu on the top right of the page • Select the facility from the drop-down menu

You can navigate between these facilities without having to start the search over. Additionally, if these are facilties you review frequently you can save the list to Quick Links.

3.2 Facility Information

When you reach your Facility Information screen, you will notice two sets of naviation. The horizontal tabs are Search, Facility, Contacts, and JACIP. The vertical tabs are General, Runways, Services, Remarks. Navcom, FBO, Schedule, and Documents/Links. (see Figure 3.2a)

Figure 3.2a

The General Facility Information tab displays General Information, Contact Information, Demographic Data, Facility Information, and Airport Notes. (See Figure 3.2a) TIP: You will only see the JACIP tab for the airport(s) that you have been granted permission to see.


TIP: Airport users, please review the information on your airport. If any information is incorrect, scroll to the bottom of the page and click the red Request a Change link. Special Note: You can see General Facility data for any airport in the system, but you can only request a change to data at your airport. In addition, there may be some data at other facilities that you are not authorized to view.


Section 4: Quick Links

The Quick Links section enables users to jump to a specific page from the Home screen or anywhere there is a Quick Links drop down. When Quick Links are set up, users are able to skip the Integrated Facilities Module Basic Search and go multiple layers deep into the application. Once a user learns to use the Quick Links, they can access very specific nested data extremely quickly.

To set up Quick Links for your facility

• Select the Integrated Facilities Module application from the Switchboard • Type the name of your facility in the Facility Name field • Review search criteria is correct, make changes as necessary • Click Search • The facility will be on the pick-list on the right. Highlight the facility • Click Load Selected • You will now see the Facility Information screen • Locate the yellow Quick Links box on the upper right side of the screen (See

Figure 4.0a) • Click New • Enter a title for this link • Click Save

Figure 4.0a

To confirm the Quick Link is set

• Click the Florida Aviation Database logo to go back to the Home screen • You will see the title you entered in the My Quick Links section on the Home

screen (See Figure 4.0b) • Select that link and it will take you to your facility information page


Figure 4.0b

To edit the title of My Quick Links

• Select the Manage link next to My Quick Links (See Figure 4.0c) • Locate the item you want to change and select Edit • Enter a new title and select Update • Close window to return to the Home page

Figure 4.0c Figure 4.0d


TIP: For ease of use, you can rearrance the order of the Quick Links: To rearrange the order of My Quick Links

• The list is in numberical and alphabetical order • Select the Manage link next to My Quick Links • Locate the item you want to change and select Edit • Enter either the number 1 or letter A followed by the title and select Update • Repeat for each title, as needed, increasing the number or letter for the next

link • Close window to return to the Home page

To set up Quick Links/Saved Lists for multiple facilities

• Select the Integrated Facility Module from the Home page • In the Basic Facility Search, select/enter search criteria • Click Search • Review the facilities list on right side of screen • To select multiple facitlities, hold down Ctrl on your keyboard and highlight

the facilities with your mouse • Locate the orange Save Selected button • Type in the name of the facilities list • Click Save Selected

To locate your Saved Lists

Option 1 • On the Basic Facility Search page locate the Quick Links drop-down menu • Select Saved List • Click the Go button • Your saved lists will be displayed in numerical and alphabetical order • Select a list and the facilities will be displayed on the right side of the screen • Click Load Selected or Load All Option 2 • Go to the Quick Links section on the Home page • Select Saved List Page (if you created one) • Your saved lists will be displayed in numerical and alphabetical order • Select a list and the facilities will be displayed on the right side of the screen • Click Load Selected or Load All

To edit (or delete) a Saved List

• On the Save Facility List page, select the Edit (or delete) button • Enter a new title • Click on Update


TIP: You should occassionally update your Saved Lists as new facilties may be added or deleted from FAD.


Section 5: JACIP The Joint Automated Capital Improvement Plan (JACIP) is an application within the FAD that was implemented by the Florida Department of Transportation's Aviation Office in partnership with the Federal Aviation Administration (FAA) and the public airports of the State of Florida. It was developed in order to improve the service to airports by providing an interactive coordinated funding process. JACIP provides:

• an Internet database application • an aviation planning tool • simplified data entry and modification • an airport CIP development program • a single annual federal and state grant pre-application • a grants-in-aid processing tool • automated project coding and national prioritizing • a mechanism for coordinated funding efforts between locals, state, and

FAA • a major reduction in paperwork

The program operates differently for three different types of users: Airports – for use by airport managers, owners, commissioners and municipalities; FAA – for use by aviation planners at the FAA’s Airport District Offices; and State – for state aviation planners. The modules operate well individually, but are maximized by working in conjunction with one another to provide a coordinated capital improvement program system. JACIP Airports is a CIP development application for airports. By entering airport and project information from the Airport Master Plan and other sources, it creates an up-to-date, ever-evolving capital improvement program with a variety of queries and reporting capabilities. The data for Airports can be developed and uploaded for use by the FAA Airports District Office in their System of Airport Reporting (SOAR). JACIP FAA incorporates all the data received from the airports into a single database. It assists planners in evaluating projects and assigning priorities to create an Airport Capital Improvement Plan by digitally exchanging data with the FAA’s SOAR for determining allocation of federal funds.


JACIP State provides an automated system of handling and monitoring specific airport projects. It assists in balancing the state work program and the preparation of checklists, schedules, and report forms.

JACIP results in a joint program process of shared information producing matching, coordinated work programs.

To Access JACIP

• Go to your Facility Information page • Select the JACIP tab at the top of the page (See Figure 5.0a)

Figure 5.0a

The landing page for JACIP is the Project Listing page. A list of all agency projects can be found here. A variety of search and sort features are available to enhance the user’s ability to locate a desired project. There are horizontal and vertical naviagation options. The titles along the horizonal naviation panel have yellow text. Click any of the yellow titles to sort the projects. The results are sorted and displayed in numeric and alphabetical order. To locate a specific project by UPIN

• Locate and click the yellow text UPIN column. • The screen will refresh and projects will be listed in numeric and

alphabetical order. • Scroll to view all projects. • Click UPIN a second time to view the list in reverse alphabetical and

numeric order.


Similar efforts can be made to order and find projects by the other column headers.

The vertical navigation panel allows users to drill down into detailed information on various CIP information, depending on the user role and rights. For airports, this is typically for Projects, Balances and Reports. The vertical navigation options will be discussed later. By clicking the Projects tab at any place in this application, you will go back to the JACIP/Project Listing landing page.

One additional way is search and sort is to Filter Project by Status. All projects are listed by selecting All in the drop-down picklist. The user can also sort by selecting JACIP or JPM from the drop-down menu

5.1 Create A New Project Creating a new project is a multi-step process. First project information is entered in the Project Details section to create a project application. Second the funding information is then entered.

To Create a New Project

• On the JACIP/Project Listing landing page, select the orange Add New link.

• The Project Details screen will appear.

Figure 5.1a


Project Details The user should select or enter the appropriate project information in the fields provided. Project Description – provide a clear and concise description of the overall project Project Category – select the type of project from the drop-down menu. (For a complete listing of Project Categories and Sub Categories, see the Project Category Report Listing available by clicking on the Reports vertical navigation button). Sub Category – select a more detailed description from the drop-down menu. ODO Group – multiple projects that are related (e.g. runway lengthening, land acquisition, construction) should be grouped into an FAA Overall Development Objective or ODO. This is a single letter entered for each project belonging to a given ODO (e.g. A, B C). This is used for grouped projects. Primary – For each group of FAA ODO projects, this box should be checked for the project that has the most significant activity or funding. Only one project per ODO group should be checked. Runway – If a Project Category of “Runway” is selected, the user will need to select from the drop-down menu the specific runway related to the project at the airport. Project Narrative – enter an in-depth project description. Project Justification – enter the appropriate information that shows the justification for the project. Airport Project ID – this is a free-form field for the airport user to enter its own unique alphanumeric identifier. Airport Priority – this is a free-form field for the airport user to enter a priority number or ranking for the project among other projects in the listing.

To Save the New Project

• Select Insert – located at the bottom of the form. This creates and saves the project application. A new form representing the entered data will appear.

• To stop and cancel the start of a new project enter Cancel.


Figure 5.1b

Note that the first line lists a system generated unique project identification number (UPIN) following “Project” and the entered Project Description. The UPIN is useful for making certain that a specific project is referred to when discussing information or data with others. The information that is entered is now shown along with other data determined by the selection of the Category and Sub Category or entered by the FDOT or FAA. A project is not ready for review (by FDOT) until a task and funding request has been added. To complete the project for review, see the Entering a Funding Request section below. The Project Details page represents the main page for each project. There are three additional tabs within this page – Funding, Notes, and Certifications. Select any of the tabs to drill down into the corresponding project information.

To Update Information

• At the Project Details page, select Edit. • Enter appropriate revisions or changes. • Select Update.

5.2 Enter a Funding Request To Enter a Funding Request

• If you are on the Project Listing page, select the Project vertical button on the left and then select the project you want to request funding for.


• From the Project Detail page, select the Funding tab.

Figure 5.2a

To Add the Funding information • Select the appropriate Year from the drop-down menu. • Select the Type of funding request from the drop-down menu. This field

represents the program that is expected to fund this request. • Enter the Amount in the field provided. • Select Add. The resulting funding request will appear. At the bottom a

summary of the years and type of funding will be updated and displayed.

To Edit a Funding Request • Locate the funding request you would like to change. • Select the pencil icon to Edit. • Revise the Year, Type, and/or Amount . • Select the disk to Save or the red dash icon to Cancel.

To Delete a Funding Request

• Locate the funding request you would like to delete. • Select the garbage can icon • A confirmation box will pop up. Confirm you want to delete this request.


5.3 Entering Notes The Notes section provides the ability to store a reference or comment related to the project. The notes that are entered by the user are stored and visible to all users with permission to see the Projects for your airport, including the FDOT and the FAA. In addition, the FDOT and the FAA, along with other permitted viewers, can make an entry into the Notes. Each entry is delineated by a User Name, Role and Datestamp.

To Enter Notes

• Select the Notes tab from the Project Details page. • Enter information in the field provided. • Select Insert to link this information to the project.

Figure 5.3a

5.4 Certifications The Certifications tab provides a list of questions to answer and check to assist the FAA in review of a project’s eligibility and status for federal funding. This should be completed for projects in the upcoming two years. Certifications for outlying or projects with planned funding over three years from the current year need not be completed. To Enter Certifications

• Select the Certifications tab from the Project Details page. • Scroll to bottom of the page and select Edit. This will take you to an FAA

Certifications questionaire.


• For each question there is a drop-down menu and the automatic response is N/A. Update this as necessary and enter detailed information into the field provided.

• Answer the statement regarding environmental impact or leave the N/A button selected, if the statements are irrelevant to this project.

• Select Update.

To Edit Certifications • Select the Certifications tab from the Project Details page. • Select Edit. • Update necessary information. • Select Update.

Figure 5.4a

5.5 Documents

Any reference documents and forms relative to this project can be stored in JACIP. This function is available on each tab at the bottom of the page.

To Upload a Document

• Select the Project you want to add documents to. • Select the JACIP tab.


• At the bottom of the page enter the Document Name in the field provided.

• Select Browse and locate the document from your files. • Select Save. • The screen will refresh and the file will now be visible in the Documents

section.

To Access a Document • From the Project Details page, click the file name of the document. • The document will open in a new window.

To Delete a Document

• From the Project Details page, locate the file name of the document. • Select the Delete button to the left of the file name. • A confirmation box will pop up. Confirm you want to delete this request.


Section 6: Balances

The Balances button on left vertical row allows the user to view a graph and tabular summary of the requested funds for an airport. The user should select the desired airport in the upper right portion of the form. A page similar to the following will be shown.

Figure 6.0a

The top part of the page shows a graph of the yearly total amounts for each of the different funding sources assigned to the projects requested by an airport. The tabular listing for this summary is shown at the bottom of the page.


Section 7: Reports

A variety of reports are available within the JACIP application. Reports are based on queries and since some reports contain complex queries they may take a few moments to load. Reports will open in Adobe PDF format in a new window and can be saved to your computer. To Run Reports

• From FAD Switchboard, select your Facility – this can be done through Quick Links, your Saved List, or through the Search

• Select the JACIP tab • Select the Reports tab • Select the type of report you want – Project Detail Report, Work Program

Online, or Project Category/Subcategory Report (See Figure 7.0a)

Figure 7.0a

• Select the Facility from the list on the right hand side • Select the Start Date and End Date from the drop-down menu • Click Generate (See Figure 7.0b) • Save to your files.


Figure 7.0b