Activity Tracker Web Tutorial: End-to-End Workflow

Part 1: Interface Overview

Before you begin: Make sure you are in the correct environment. Use the Training environment for practice. The Production environment is a live system.

Familiarize yourself with the Interface.

To customize your experience, click the Settings gear and configure your preferences such as theme (light/dark), language, coordinate system, distance and area units, default zoom level, time zone, and date format.

Part 2: Create a Project

A project represents a high-level fuel management effort and contains Treatments, Activities, Work Logs, Environmental Reviews, Funding, and Invoicing.

Step 1: Open the New Project form

Click + Create in the top right and select Project, or navigate to Projects in the left menu and click New Project.

Step 2: Fill in the required fields

Complete the form with the following:

• Name

• Program Area (e.g., Forest Health, VMP, CalVTP)

• Role

• Administrator

• Start Date and End Date

• Unit

• Jurisdictions: at least one jurisdiction must have Proposed Acres greater than 0 before the Save button activates

Environmental Reviews, Contacts, and Funding are optional at creation and can be added at any time.

Step 3: Save and map the project

Click Save. The project opens automatically to the Mapping tab.

On the Mapping tab, draw a polygon on the map to define the project boundary (polygons only: points and lines are not supported for projects). Alternatively, upload geometry via the Feature Manager toolbar by selecting a zipped shapefile, KMZ, or KML file. Project geometry defaults to green.

To add a landowner parcel boundary: go to Parcels → click the pin icon → click the map location → click the Download icon → Save.

Step 4: Add an Environmental Review (optional)

Go to the Environmental Reviews tab on the project and click Add. Fill in the Environmental Type, Approval Date, Expiration Date, State Clearinghouse Number, and any Maintenance or Monitoring Requirements.

Part 3: Add a Treatment

Treatments define the specific fuel management actions that will take place within a project.

Step 1: Create the Treatment

From the project, go to the Treatments tab and click Add Treatment, or use the + Create button from anywhere in the app.

Fill in the required fields: Name, Treatment Type, Objective (displayed as Type | Objective, e.g., "Forest Health | Restoration"), and Jurisdiction (dynamically populated based on the associated project).

Step 2: Map the Treatment

After saving, go to the Mapping tab and draw or upload the treatment geometry. Treatment geometry defaults to orange and is restricted by the selected objective.

To copy the project boundary to the treatment: go to Project Geometries → click the Download icon → Save.

Step 3: Activate the Treatment

Before Work Logs can be added, the Treatment must be set to Active.

Go to the Treatment Overview tab → Details → Edit → change Status from Planned to Active → Save.

Part 4: Add Activities

Activities describe the specific work planned within a treatment (e.g., Brushing, Thinning, Prescribed Fire Preparation).

Step 1: Open the New Activity form

On the Treatment Overview tab, scroll to the Anticipated Activities section and click Add Activity.

Step 2: Complete the form

Note that fields respond dynamically based on activity type.

Click Save. Activities default to Anticipated status.

Part 5: Add a Work Log

Work Logs record the actual work performed during a treatment activity.

Step 1: Navigate to the Activity Work Logs tab

Open the Treatment record and click the Activity Work Logs tab. Find the activity you want to log and click the black + icon next to it.

Step 2: Complete the Work Log form

The form has three tabs:

Details tab: Select activity and slash options, enter Start Date and End Date (no future dates; must fall within the project's date range), enter Hours worked, and optionally enter Quantity and Biomass Usage.

Resources tab: Click Add Resource → select the resource type → click Edit Resource Composition → assign Personnel and Equipment counts. To remove a resource, click the black − icon.

Geometry tab (available after saving): The treatment geometry appears for reference only. Add geometry by drawing on the map or uploading a file. Click Clip & Save to clip the geometry to the treatment boundary.

Step 3: Save

Click Save. The work log opens automatically to the Mapping tab. To view an existing work log: Treatment → Activity Work Logs tab → Eye icon.

Part 6: Invoicing

Step 1: Link Funding to the Project

On the Project record, go to the Funding tab and link one or more funding sources.

Step 2: Create an Invoice

Go to the Invoicing tab → click Add Invoice → complete the header fields: Invoice Number, Invoice Date, Payee (auto-populates from Administrator Local Name for Grant Programs), and Funding (only project-linked sources are available).

Step 3: Add Invoice Items

Click + Add Invoice Item and specify the Treatment, Primary Activity, Quantity, Cost, Funding, Start/End Dates, and Geometry (reuse existing from a dropdown or upload new). The mini-map table shows GIS Acres/Length for reference.

Part 7: QA Review

QA Review is a permission-based quality assurance process. Only authorized users can access QA functions.

Accessing QA Review

Two ways to enter QA mode:

1. Left side menu → QA Review → find the work log → click the QA icon

2. Treatment → Activity Work Logs tab → expand the Primary Activity → click the QA icon next to a Submitted work log

Reviewing a Work Log

1. Open the work log via the QA icon

2. Review the Details, Resources, Mapping, and Funding tabs

3. Optionally add a Comment

4. Click one of the three Mark as options:

5. Click Save

Editing During QA (PFE)

Authorized reviewers can edit the following while in QA mode: Details (Edit → make changes → Save), Resources (Add Resource → Edit Resource Composition → Save Selected), Mapping (Mapping tab → Add Feature → Edit → drag vertex → Save), and Funding (Add Funding → select source: only sources linked at the Project level are available).

Part 8: Close Out

1. Finalize Work Logs: All work logs must pass QA (status = Approved) before Activities can be finalized

2. Mark Treatments as Complete: Set Treatment status to Complete or Complete in Maintenance

3. Close the Project: Set Project status to Complete

Quick Reference: Status Defaults

Critical Rules Summary

• Treatments must be Active before Work Logs can be added

• Environmental Reviews can only be created at the Project level

• Invoices can only be created at the Project level; funding must be linked first

• At least one jurisdiction must have Proposed Acres > 0 before a Project can be saved

• Work Log dates cannot be in the future and must fall within the Project's date range

• Close-out must always follow the hierarchy: Work Logs → Activities → Treatments → Project