Unit 1: NEMIS-MT Overview and Startup Contents: Overview NEMIS NEMIS-MT NEMIS-MT User Manual NEMIS-MT System Features NEMIS-MT System User Roles Access Control through Group and User IDs Group and Role Assignment Process Task 1: Viewing NEMIS Access Control (NACS) Roles Task 2: Changing Your Password Task 3: Starting NEMIS Overview NEMIS The National Emergency Management Information System (NEMIS) is a database system used to track disaster data for FEMA and Grantee emergency management offices. NEMIS supports emergency management at a disaster site and enables FEMA to integrate preparedness and planning operations with FEMA programs and disaster assistance. NEMIS enables data to be coordinated throughout a disaster, from monitoring an incident to providing assistance to communities and individuals affected by a disaster. NEMIS is comprised of modules or application areas for various functions within FEMA. The system provides the following functional modules: * Incident Activity Manager (IAM); * Preliminary Damage Assessment (PDA); * Declaration; * Public Information; * Emergency Support (ES); * Infrastructure; * Mitigation (MT); and * Human Services (HS). Each functional module is accessed from the NEMIS menu and functions somewhat independently of the others. NEMIS-MT NEMIS-MT is the Mitigation module of NEMIS. You may also hear it referred to as the HMGP system. This system module provides a way to administer Hazard Mitigation Grant Program (HMGP) information and grant applications. It interacts with some of the other NEMIS modules such as Declaration, Preliminary Damage Assessment (PDA) and Emergency Support. The users of the NEMIS-MT system are the Mitigation Staff of: * State and Tribal offices; and * FEMA Headquarters, Regional and Disaster field offices. NEMIS-MT User Manual This User Manual provides instructions on how to use the NEMIS-MT (HMGP) system to administer program information and grant applications for the Hazard Mitigation Grant Program (HMGP). The manual covers the use of the Mitigation functional module throughout the HMGP lifecycle, beginning from Pre-Declaration activities and ending with Post-Disaster Closeout activities. As seen below, each Unit in this manual corresponds to a NEMIS-MT system process. Each NEMIS-MT system process reflects a workflow process in the HMGP lifecycle. User Manual Unit / NEMIS-MT Process UNIT 1 NEMIS-MT Overview and Startup UNIT 2 Use the Reference Library UNIT 3 Manage Disaster Information UNIT 4 Manage the Mitigation Plans Repository UNIT 5 Manage the HMGP Funding Estimate UNIT 6 Manage the HMGP Project Application UNIT 7 Manage Eligibility Determination UNIT 8 Manage Amendments UNIT 9 Manage Appeals UNIT 10 Manage Allocations and Obligations UNIT 11 Manage Project and Program Oversight Tasks UNIT 12 Manage Project Closeout UNIT 13 Manage Program Closeout UNIT 14 Generate Standard HMGP Reports Appendix A Attach/Scan Documents Appendix B Enter a Name from the Personnel Databases Appendix C NEMIS-MT Positions and Roles Except for Unit 1, the Units in this manual contain standard sections as described below Description of Unit Sections Overview * Describes the NEMIS-MT system process * Lists the tasks to complete the process Information Requirements (where applicable) * Lists the documents and information needed to complete the tasks Information Available for Review (where applicable) * Identifies information that read-only users need to view Tasks * Describes the steps to complete each task References (where applicable) * Provides supplemental information or sample documents relevant to the task or process NEMIS-MT System Features The following functionalities are available in the system to assist users in completing their tasks: * Attach Documents Documents can be linked to a project application to allow all NEMIS-MT users to view supporting documentation. Documents can be linked by scanning a hard copy or attaching an electronic file. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. CAUTION: Attachments cannot be deleted once they have been added to NEMIS-MT. Please make every effort to limit the file attachment size to less than 1GB. * Add Comments Since Mitigation information entry can be performed by several people, NEMIS-MT allows each user to add comments to the project application, the mitigation plan and other items. * Text-editing Capability For all fields marked with a hand pointer, the user can enter text directly onto the field or can double-click inside the field to access a text-editing window. In the text-editing window, the user can enter text, run spell check and print out the text. Previously-entered comments are displayed as read-only in the upper portion of the window. In addition, character limits and availability are displayed. Clicking the OK button returns focus to the calling window and text is copied from the Editor dialog box to the calling screen. The system appends the User Name, the date, and the time of text entry to the end of the text. * Track Project Applications The NEMIS-MT Mitigation module can track project applications through workflow processes and work packets. For each task in a workflow process, NEMIS-MT generates a work packet. Users access the work packet to accomplish the steps in the process. The two workflow processes in the Mitigation module are: o Manage Eligibility Determination (Unit 7) o Manage Allocations and Obligations (Unit 10) * System-Required Information and Data Fields When a data field is required by the system, the field is displayed with green shading. When information is required by the system the text is displayed in purple font color. Those data fields identified as a Property Attributes are shown in Navy. Red text indicates a data field that is both required and a Property Attribute. NEMIS-MT System User Roles Because the HMGP lifecycle is administered on multiple levels, various user groups complete different system processes within NEMIS-MT. Information entered into the system by one user group can be viewed by others, allowing each group to participate jointly in one comprehensive system. Access Control through Group and User IDs NEMIS-MT includes system control mechanisms that protect the system and information. These mechanisms control the users' level of access to menus and screens. Security privileges (e.g., read and/or write) are assigned to objects (e.g., data fields, screens, or menus). These privileges are then assigned to groups. Roles within NEMIS-MT are determined by a user’s team position. User IDs are then established and linked to groups and specific disasters. Based on their role(s) in the system processes, users become members of the group(s) that has the privileges needed to complete system tasks. NEMIS-MT Positions and Roles are listed in Appendix C. Group and Role Assignment Process Every FEMA and Grantee Mitigation staff member who needs to work in NEMIS must have a NEMIS user ID and password. User access is recertified every 180 days. 1. Complete a FEMA Network Access Request. Call 1-888-HLP-FEMA (457-3362) or email FEMA-enterprise-service-desk@dhs.gov to obtain instructions. 2. A Mitigation Program Specialist familiar with NEMIS-MT will review the request and define the proper role and team assignment before submitting the request to IT for a particular disaster. 3. NEMIS-MT Specialists should review past designations of MT staff in the NEMIS Access Control System (NACS) to assess individual role/position titles for the current disaster. 4. Remote users (States/teleworking) will also need a VPN account. Instructions are currently found at; http://on.fema.net/employee_tools/it_tools/esd/Pages/remoteaccess.aspx NOTE: Even if a user was working in NEMIS-MT on a past disaster, it does not mean that the user will be assigned to a role in a current disaster. Users are assigned to a role for each disaster and should fill out a new form for a single disaster. Task 1: Viewing NEMIS Access Control System (NACS) Roles 1. From within the FEMA Intranet, enter http://NEMIS.fema.net in your browser address bar. 2. On the left side of the page, under Platform Services, click "NACS." 3. Click the Current Role Assignments & Position Information link. 4. Enter your User Name and click the SEARCH button. 5. Click VIEW POSITIONS/ROLES button at the bottom of the page. 6. Click on a Team Position link within the table. Task 2: Changing Your Password 1. On the NACS Main Page, click the Password Change Utility link on the left navigation bar. 2. In the Change Password box, enter your username and current password. 3. In the New Password box, enter the Suggested Password, or, create your own. If you create your own password, be sure to follow the ISAAC password rules. 4. Re-enter the new password in the Confirm New Password box. 5. Click the CHANGEPASSWORD button. Task 3: Starting NEMIS 1. Double-click the NEMIS icon on your desktop. NOTE: If you do not see the icon on your desktop, look for NEMIS in your installed programs by completing the following steps: 1. Click the Windows START button 2. Select Programs --> FEMA Apps --> NEMIS --> NEMIS NOTE: If NEMIS is not in your installed programs contact your local IT office. 3. The NEMIS Login dialog box will displayed. 4. Enter the information listed below. - User ID: User identification name assigned to you by your Regional IT staff - Password: Your assigned password or password you created using the Change Password Utility (creating your own password is the recommended practice) 5. Click the OK button. The NEMIS menu bar will display. 6. Click the MITIGATION icon. The Select Group ID dialog box will displayed. 7. Click the drop-down arrow to display the group id selection list. The available selection depends on the roles assigned to you in NACS. Select the Group ID that corresponds to the NEMIS-MT process you will be doing. 8. Click the OK button. The Select Disaster dialog box will display. 9. In the Select Disaster dialog box, enter the number of the disaster or select a Disaster Number from the drop-down list. The system auto-fills the other disaster information fields. 10. Click the OK button. The Mitigation menu bar will display. NOTE: When logging in to enter information that is not disaster-specific, select any disaster number from the drop-down list. HINT: Each time you start a NEMIS - Mitigation Module session, you will need to repeat Steps 1-9. You will remain logged in with the Group ID you selected and to the Disaster Number that you entered until you click the EXIT button on the NEMIS menu bar or you elect to change your Group ID or Disaster Number via the Mitigation Menu Bar. 11. Select the process you want to perform by clicking on your selection. Hovering over the top items will show you the choices available within each item. NOTE: Use the User Manual Unit / NEMIS-MT Process list above to determine which process to select from the menu. Refer to the corresponding Unit or Appendix for instructions to complete that process.