Unit 3: Manage Distaster Information Overview Information Requirements Information Available for Review Preliminary Damage Assessment (PDA) Module Tasks Task 1: Ensure Declaration Information is Complete Task 2: Enter Special Mitigation Language for the FEMA/State Agreement (FSA) Task 3: Enter Disaster Information Task 4: Manage Grantee Information Task 4A: Designate a Grantee Task 4B: Edit Designated Grantee Information Task 4C: Edit Percentage on a Designated Grantee Task 4D: Edit Admin and Mit Plan Link for a Designated Grantee Task 5: Enter Federal Public Notice Task 6: Attach Documents Task 7: Enter User to Grantee Link Information Task 8: Enter SF-424 Information Overview A disaster must be declared prior to HMGP processing in NEMIS-MT. Mitigation staff must complete the system tasks that provide disaster-specific information. The section below provides an overview of the Manage Disaster Information process in NEMIS-MT. Manage Disaster Information System Process Purpose Enter disaster-specific information for HMGP When does it start? After a disaster declaration NOTE: There are Preliminary Damage Assessment (PDA) tasks completed in the NEMIS-PDA module BEFORE the disaster declaration. Who does it? *FEMA Regional Mitigation Staff *Hazard Mitigation Officer (HMO role) *Mitigation Analyst (MA role) *FEMA Regional Operation Support Staff (Financial Officer) How is it done? Execute 8 tasks: Task 1: Ensure Declaration Information Is Complete Task 2: Enter Special Mitigation Language for the FEMA/State Agreement (FSA) Task 3: Enter Disaster Information Task 4: Manage Grantee Information Task 4A: Designate a Grantee Task 4B: Edit Designated Grantee Information Task 4C: Edit Percentage on a Designated Grantee Task 4D: Edit Admin Link and Mit Plan Link for a Designated Grantee Task 5: Enter Federal Public Notice Task 6: Attach Documents Task 7: Enter User to Grantee Link Information Task 8: Enter SF-424 Information Information Requirements FEMA Regional Mitigation staff may need the following documents to enter disaster information: A copy of the Public Notice; A copy of the Grantee’s Declaration Request; FSA for each Grantee; Submitted SF-424s; and A list of NEMIS-MT user names and user IDs of the Grantee and Regional staff who will be entering project applications (Unit 6: Manage the HMGP Project Application). Information Available for Review Before Mitigation information specific to the disaster can be entered into NEMIS-MT, the FEMA Emergency Coordinator (EC) and Emergency Support (ES) staff must enter disaster declaration information in the system. Therefore, State and Tribal Grantee staffs are provided with read-only access to disaster information entered by FEMA Regional Mitigation staff. The section below lists where specific disaster information can be found in the system. If the General Tab is not completed fully and accurately all other tabs will not be available for review. Disaster Information Location in NEMIS Mitigation Program designation for the disaster Declaration Module -Declaration -Designated Programs -Designated column FEMA/State Agreement (FSA) Mitigation Language Declaration Module -Declaration -FSA tab -Special Mitigation Language box View the following dates: HMGP Applications Final Due Date HMGP Total Obligation Date HMGP Closeout Date Disaster Closeout Date Mitigation Module -Disaster -Overview -Disaster Information tab Grantees designated for the disaster Mitigation Module -Disaster -Overview - Grantee Information tab SF-424s submitted Mitigation Module -Disaster -Overview - SF424 Information tab Public Notice details Mitigation Module -Disaster -Overview - Federal Public Notice tab Declaration Request, FSA, and other supporting documents Mitigation Module -Disaster -Overview - Attachments tab Users linked to Grantees Mitigation Module -Disaster -Overview - User to Grantee Link tab Preliminary Damage Assessment (PDA) Module Tasks A number of system tasks are executed in the PDA Module prior to a disaster declaration. Although these system tasks are not directly part of the HMGP process in NEMIS-MT, having the following information entered in the system prior to the disaster event will expedite HMGP processing. 1. On the NEMIS menu bar, click the Mitigation button. The Select Group ID dialog box will display. 2. Select "MT Analyst" from the drop-down list. Click the OK button. 3. The Select Disaster window will display. In the Disaster box, enter the Disaster No. 4. Click the OK button. 5. Select the NEMIS button to return to the main NEMIS menu. 6. On the NEMIS menu bar, click PDA. The PDA information for the disaster you selected in Step 4 will display. 7. The General tab of the PDA Module will display by default. 8. Under the General tab, there are four sub-tabs. Among them, the Program sub-tab will display by default. Take note if: The HM Program checkbox is checked; and The HM Program Coordinator has been assigned. 9. On the top part of the screen, click the Planning tab. The Teams information for the disaster will display. 10. On the top part of the screen, click the Individual Assistance (IA) tab. Steps 6a - 6c describe the sub-tabs under Individual Assistance. a. Under Individual Assistance, there are six sub-tabs. b. Among the six sub-tabs, the State Summary sub-tab will display by default. Under State Summary there are seven sub-tabs. c. Among the seven sub-tabs, Cost Summary will display by default. The tab displays Individual Assistance Cost Summary information for the State. 11. On the top part of the screen, click the Public Assistance (PA) tab. Steps 7a - 7d describe the sub-tabs under Public Assistance. a. Under Public Assistance, there are seven sub-tabs. b. Among the seven sub-tabs, the State Summary sub-tab will display by default. Under State Summary, there are three sub-tabs. c. Among the three sub-tabs, Part I - Applicant Information will display by default. The tab displays Public Assistance Applicant information for the State. d. Next to Part I - Applicant Information, click the Part II - Cost Estimate Summary tab. The tab displays Public Assistance Cost Estimate Summary information for the State. 12. On the top part of the screen, click the Hazard Mitigation tab. Steps 8a - 8f describe the sub-tabs under Hazard Mitigation. a. Under Hazard Mitigation, there are six sub-tabs. b. Among the six sub-tabs, the Program sub-tab will display by default. The tab displays the PA and IA Cost Summaries. i. In the Adjustment data field located in the lower left corner of the screen, enter the dollar amount for adjustments. ii. Click the NOTE button. Enter your Adjustment notes in the Cost Adjustment Note window. Click the OK button to save your text. c. The second sub-tab under Hazard Mitigation is Admin. d. The third sub-tab under Hazard Mitigation is Building Code. e. The fourth sub-tab under Hazard Mitigation is Environmental. Enter environmental and historic preservation information specific to states and localities. f. The fifth sub-tab under Hazard Mitigation is Flood. g. The sixth sub-tab under Hazard Mitigation is Issues. Enter the issues associated with the event and with the PDA. 13. To exit from the PDA module, click File-Exit on the PDA menu bar. Task 1: Ensure Declaration Information is Complete Before Mitigation information specific to the disaster can be entered into NEMIS-MT, FEMA Emergency Coordinator (EC) and Emergency Support (ES) staff must enter disaster declaration information in the system. These include ECs designating Hazard Mitigation as a program for the disaster and ESs processing the initial allocation. To ensure that the above tasks have been done in the system, complete the following steps: 1. On the NEMIS menu bar, click Declaration. HINT: If the Declaration Manager does not appear, check NACS for your current Padlock/Oracle roles. You must be assigned as a Declaration user in Padlock and have the DEC-RGN-ROLE in Oracle to access the Declaration module. 2. On the Declaration menu bar, click File ? Open. The Open Declaration Request dialog box will display. 3. Enter the Disaster Number in the Declaration box. 4. Click the OK button. The Declaration tab will displayed by default. The Declaration section at the top half of the tab displays declaration information. 5. In the bottom half of the Declaration tab, there are eleven sub-tabs. The Designated Programs sub-tab will display by default. a. On the bottom left of the screen, see if the HM selection box is checked. If yes, then Hazard Mitigation has been designated as a program for this disaster. b. If the HM selection box is not checked, contact the Emergency Coordinator staff to designate the program for the disaster. c. Note also the Designated Date, Cost Share, Filing Deadline and Expiration Date of the Hazard Mitigation program in the columns to the right. NOTE: FEMA Headquarters processes the initial allocation after the disaster has been declared. See Unit 10: Manage Allocations and Obligations, for more information on this process. Task 2: Enter Special Mitigation Language for the FEMA/State Agreement (FSA) The Mitigation staff may be asked to contribute to the Declaration module by entering Special Mitigation Language found in the FSA. 1. In the bottom half of the Declaration tab, there are eleven sub-tabs. Click the FSA tab. The Special Mitigation Language box will display. 2. To add text, right-click inside the box and select Editor. The Editor screen will display. 3. Enter your comments. 4. Click the SPELL CHECK button if you wish to use that feature. 5. Click the OK button when you are finished. 6. The text you entered will now display in the Special Mitigation Language box. 7. To exit from the Declaration module, click File - Exit on the Declaration menu bar. Task 3: Enter Disaster Information 1. On the NEMIS menu bar, click Mitigation. If prompted, select your Group ID and click the OK button. 2. If the Select Disaster dialog box is displayed, select disaster from the pull-down menu. Click OK. 3. The Mitigation menu will display. From the top menu, select Disaster, then Overview. 4. The Disaster Information tab will display by default. 5. Enter the information listed below. CAUTION: Do not enter the HMGP - Total Obligation Date or the Closeout Dates until the described events actually occur. Disaster Information Tab Data Fields Final Due Date for New Application - Closing date for HMGP project applications for the disaster. If the disaster has two Grantees with different dates, type the latest date on this tab. If an extension is given, this date must be updated. HMGP Total Obligation Date - Actual date when all funds have been obligated for all Grantees. HMGP Closeout Date (Reconciliation) - Actual date when FEMA HQ declares that the HMGP program for a particular disaster is financially reconciled (usually also includes Hazard Mitigation Technical Assistance Plan). Disaster Closeout Date (FSA closed by HQ) - Date when FEMA HQ closes the FSA for the entire disaster. Disaster Closeout Date (from Declaration Module) - Auto-filled by the system after the information is entered into the Declaration module. Task 4: Manage Grantee Information 1. Next to the Disaster Information tab, click the Grantee Information tab. From this tab, you can do the following: Task 4A: Designate a Grantee Task 4B: Edit Designated Grantee Information Task 4C: Edit Percentage on a Designated Grantee Task 4D: Edit Admin Link and Mit Plan Link for a Designated Grantee CAUTION: At least one Grantee must be designated before you can continue with the other disaster tasks. Task 4A: Designate a Grantee 1. On the Grantee Information tab, click the NEW button. The Look up Grantee window will display. 2. Click the SEARCH button. Designated Grantee records will display. 3. If the desired Grantee is already listed, click the OK button. 4. If the desired Grantee is not listed, complete Steps 4a - 4h. a. Click the ADD button to designate a new Grantee. b. Click the UPDATE ID button. A table for selecting the county or place identification code will display. c. Highlight the county and place from the table of counties and places, listed according to the Federal Information Processing Standards (FIPS) code system. d. Click the OK button. The Look up Grantee window will display with the selected County and Place Code. NOTE: The State, County, and Place Codes that are displayed on the Look up Grantee and Grantee Information windows comprise the FIPS code. e. Enter the information below on the Look up Grantee window. Look Up Grantee Window Data Fields Name - Name of the Grantee if different from the name listed in the county/place table Tax ID - Tax Identification Number of the Grantee (up to 10 alpha-numeric characters) Private Nonprofit - Is the Grantee a nonprofit organization? Select Yes or No CID # (Community Identification Designation) - If the Grantee is associated with a community, select the CID description of the Grantee from the drop-down list (the NFIP generates this list) Applicant Description - Description of the Grantee f. Click the ADD CONTACT button to enter data on a contact for the Grantee. The Look up a Contact window will display. g. Follow the instructions in Appendix B for entering Contact information. The Contact information will display on the Look up Grantee window. h. Click the OK button. The Grantee information will displayed on the Grantee Information tab. 5. On the Grantee Information tab, enter the information listed below. Grantee Information Tab Data Fields Private Nonprofit - Is the Grantee a nonprofit organization? Select one of the following: Yes or No Letter of Intent Rec Date - Date the Letter of Intent was received from the Grantee SmartLink Participant - Is the Grantee a participant in the system to electronically transfer funds? Select one of the following: Yes or No SmartLink Drawdown Date - The Regions are required to enter, on a quarterly basis, the drawdown date (policy guidance) Final Due Date for New Application - Closing date for HMGP project applications for this Grantee SmartLink Drawdown Amount - The Regions are required to enter, on a quarterly basis, the drawdown amount (policy guidance) HMGP Total Obligation Date - Date when all funds have been obligated for this Grantee CAUTION: Do not enter HMGP -Total Obligation Date until all funds are obligated. HMGP Closeout Date (Reconciliation) - Financial Reconciliation Date CAUTION: Do not enter HMGP - Closeout Date until financial data for the disaster has been reconciled. 6. On the bottom right part of the Grantee Information tab, click the SAVE button. Task 4B: Edit Designated Grantee Information 1. Scroll through the Grantees displayed on the Grantee Information tab. 2. With the desired Grantee displayed, click the MORE GRANTEE INFORMATION button. The Look up Grantee window will display. CAUTION: Except for Native American Tribes, do not edit the following fields directly on the Look Up Grantee screen: Name, Tax ID, Private nonprofit, CID Number, and Applicant Description. 3. To change the information on the Grantee contact, click the EDIT CONTACT button. The Look up a Contact window will display. 4. Follow the instructions in Appendix B for entering contact information. The Contact information is displayed on the Look up Grantee window. 5. Click the OK button. The Grantee Information tab will display. 6. If necessary, edit the Letter of Intent Rec Date and SmartLink data fields. Task 4C: Edit Percentage on a Designated Grantee 1. The Grantee Information tab displays a default percentage in the Grantee Percent data field. 2. When the user is alerted by the warning message that a Grantee has an Enhanced Mitigation Plan, the Grantee percentage can be changed by completing Steps 2a - 2d. a. Click the EDIT PERCENT button. The Comment Editor window will display. b. In the Grantee Percent box, enter the new percentage. c. In the text area, enter the justification for the change in percentage. d. Click the OK button. 3. The new percentage is displayed on the Grantee Information tab. NOTE: The Grantee Percent value will also be displayed in Mitigation - Funding -Estimate -Grantee Worksheet. Task 4D: Edit Admin and Mit Plan Link for a Designated Grantee NOTE: Both the Admin and Mitigation Plans must be entered, approved and linked to the appropriate disaster for each Grantee. 1. To add or change the approved HMGP Administrative Plan that is referenced by the Grantee for the disaster, complete Steps 1a - 1f. a. On the Grantee Information tab, click the EDIT ADM LINK button. b. The MT Admin Plan window will display. c. Click inside the checkbox of the approved MT Admin plan that you wish to link to the disaster. d. If changing plans, click the APPEND button. e. In the text area, enter comments explaining the change. f. Click the OK button. The selected Grantee HMGP Administrative Plan information will now display on the Grantee Information tab. 2. To add or change the approved HMGP Mitigation Plan that is referenced by the Grantee for the disaster, complete Steps 2a - 2f. a. On the Grantee Information tab, click the EDIT MIT LINK button. b. The MT Mitigation Plan window will display. c. Click inside the checkbox of the approved Mitigation plan that you wish to link to the disaster. d. If changing plans, click the APPEND button. e. In the text area, enter comments explaining the change. f. Click the OK button. The selected Grantee Mitigation Plan information will now display on the Grantee Information tab. Task 5: Enter Federal Public Notice 1. Click the Federal Public Notice tab. 2. Enter the information listed below. Federal Public Notice Data Fields Appearance Date - Date the Public Notice appeared in the publication Document of Record - Name of the publication that published the Public Notice, e.g., the Federal Register Point of Contact - Name of the point of contact at the publication Telephone Number - Telephone number of the point of contact 3. On the bottom right part of the Federal Public Notice tab, click the SAVE button. 4. To enter information for another published notice, click the NEW button. 5. Repeat Steps 2-3 for each new published notice. Task 6: Attach Documents Use the Attachments tab to attach the following documents: Grantee’s Letter of Intent FEMA/State Agreement Federal Public Notices Other supporting documents NOTE: Attach SF-424s using the ATTACH/SCAN button on the SF-424 tab (Task 8: Enter SF-424 Information). 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. 1. Click the Attachments tab. 2. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. Task 7: Enter User to Grantee Link Information System users who enter project application information in NEMIS-MT (Unit 6: Manage Project Application) must be linked to the Grantee for whom he or she will be processing applications. Some suggested users who are linked to Grantees are the State Hazard Mitigation Officers (SHMO) and State Specialists. NOTE: Users who are linked to Grantees should be assigned to one of the two Mitigation positions for the disaster in NACS: State Hazard Mitigation Officer - Edit privileges State Hazard Mitigation Specialist - Read-Only CAUTION: HMGP project applications cannot be entered in the system until each person working on the application is linked to the Grantee (Unit 6: Manage Project Application). 1. Click the User to Grantee Link tab. Check to see if your user name is already linked to the Grantee. 2. If your name or the name of the person you wish to add is not linked to the Grantee, click the NEW button to create a new row in the table. 3. Enter the information listed below. User to Grantee Tab Screen Data Fields User Name NEMIS-MT User Name – Select from the drop-down list of user IDs and names Grantee Name Grantee for the disaster – Select from the drop-down list of all Grantees 4. For each new User to Grantee link, repeat Steps 2 and 3. HINT: When adding more than one User to Grantee Link, you might need to alternate which data field you enter first. For the first new row, select the User Name and then the Grantee Name. For the next new row, select the Grantee Name first, and then select the User Name. Task 8: Enter SF-424 Information NOTE: NEMIS-MT assumes that one SF-424 is submitted for each Grantee with a total funding estimate. As that estimate changes, subsequent SF-424s that are submitted are considered revisions that supersede the previous version. Enter SF-424 information only after the tasks in Unit 5: Manage Funding Estimates have been completed by FEMA Mitigation staff. The Funding Estimate information will then display in the SF-424 data fields. 1. Click the SF424 Information tab. 2. The section below describes the information displayed in the SF-424 Information tab. SF-424 Information Tab Data Fields Grantee Name - Grantee who submitted the SF-424 SF 424 Number - Sequential number assigned by the system – The first Grantee is assigned the number "1," the second Grantee the number "2" and so on Rev Number - Sequential revision number assigned by the system – The initial submission is assigned the number “0.” The Rev Number changes with each revised form submitted Fed Est Funding Amt - Estimated amount of Federal HMGP funding for this disaster for this Grantee. Applicant Est Funding Amt - Estimated amount of funding from the Grantee State Est Funding Amt - Estimated amount of State funding – If the State is the Grantee, this amount is over and above the applicant estimated funding amount Local Est Funding Amt - Estimated amount of local funding Other Est Funding Amt - Estimated amount of other funding Prgm Inc Es Funding Amt - Estimated funding amount from income generated by the HMGP Total Est Funding Amt - System-generated calculation totaling the amounts entered 3. To add the SF-424 form submitted by a Grantee, complete Steps 3a - 3d. a. Click the NEW button. A new SF-424 row will display. b. Select the Grantee Name from the drop-down list. c. Enter only the Fed Est Funding Amt. The other amounts will not be known until all projects are obligated and closed. NOTE: Consult the program/grants management guidance for an explanation on how the SF-424 amount needs to compare to the total projected in Column A of HMGP Financial Activity tab in the Funding Estimate queue. d. Attach the submitted SF-424 form by clicking the ATTACH/SCAN DOCUMENTS button. 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. 4. To add a revision to a previously-entered SF-424, complete Steps 4a - 4c. a. Highlight the row in the table of the most recently entered form for this Grantee and click the REVISE button. A new row will be created in the table with the same SF-424 number and an incremented Rev number. b. Enter the necessary information. c. Attach the revised SF-424 form by clicking the ATTACH/SCAN DOCUMENTS button and following the instructions in Appendix A. 5. To edit information for a previously-entered SF-424, click inside the data field that you wish to edit.