Unit 4:  Manage the Mitigation Plans Repository
Contents:
Overview
Information Requirements
Part I: Grantee HMGP Administrative Plan
Task 1: Select Administrative Plan
Task 2: Enter Plan Information
Task 3: Enter Plan Dates
Task 4: Enter Checklist Information
Task 5: Enter Follow-Up Information
Task 6: Attach Documents
Task 7: Authorize the Plan
Task 8: Edit an Existing Administrative Plan
Part II: Multihazard Mitigation Plan
Task 1: Select Multihazard Mitigation Plan
Task 2: Enter Plan Information
Task 3: Enter Other Jurisdictions (for Multijurisdictional Plans only)
Task 4: Enter Plan Dates
Task 5: Enter Checklist Information
Task 6: Enter Follow-Up Information
Task 7: Enter Implementation Action Information
Task 8: Attach Documents
Task 9: Authorize the Plan
Task 10: Edit an Existing Multihazard Mitigation Plan
 Overview
The NEMIS-MT Mitigation Plans Repository allows FEMA and Grantee users to manage the following mitigation plans:
Grantee's HMGP Administrative Plan (formerly known as the State HMGP Administrative Plan); and 
Grantee's Multihazard Mitigation Plans (formerly known as the State Mitigation Plan). Local and multijurisdictional plans are included.
NOTE:  For all disasters declared on or after November 1, 2004, Grantees and Subgrantees are required to have an approved Multihazard Mitigation Plan.

The two sections below provide an overview of the Manage Mitigation Plans Repository process in NEMIS-MT.
Manage Grantee Administrative Plans
Part I: Grantee HMGP Administrative Plan
Purpose:  Manage HMGP Administrative Plans
When does it start?  “On-Going” to be consistent with 44 CFR 206.437(d)
Who does it?
State Users and MT Analysts enter plan information
FEMA Regional Mitigation staff with the Hazard Mitigation Officer (HMO) role approve and process plans

How is it done?
Execute eight tasks:
Task 1: Select Administrative Plan
Task 2: Enter Plan Information
Task 3: Enter Plan Dates
Task 4: Enter Checklist Information
Task 5: Enter Follow-up Information
Task 6: Attach Documents
Task 7: Authorize the Plan
Task 8: Edit an Existing Administrative Plan


Manage Grantee Multihazard Mitigation Plans
Part II: Multihazard Mitigation Plan
Purpose:  Manage State, Tribal, Local, and Multijurisdictional Multihazard Mitigation Plans

When does it start?
Nov. 1, 2004, for the Hazard Mitigation Grant Program, an approved Multihazard Mitigation Plan is required

Who does it?
Grantee Users and MT Analysts enter plan information
FEMA Regional Mitigation staff with the HMO role approve and process plans

How is it done?
Execute 10 tasks 
Task 1: Select Multihazard Mitigation Plan
Task 2: Enter Plan Information
Task 3: Enter Other Jurisdictions (for Multijurisdictional Plans only)
Task 4: Enter Plan Dates
Task 5: Enter Checklist Information
Task 6: Enter Follow-Up Information
Task 7: Enter Implementation Action Information
Task 8: Attach Documents
Task 9: Authorize the Plan
Task 10: Edit an Existing Multihazard Mitigation Plan
 Information Requirements
Recommended Grantee HMGP Administrative Plan documents to attach or scan in the Attachments tab include:
Applicant’s Letter of Intent;
Grantee HMGP Administrative Plan; and
Approval Letter.
Recommended Multihazard Mitigation Plan documents to attach or scan in the Attachments tab include:
Applicant’s Letter of Intent;
Mitigation Plan;
Approval Letter; and
Maps and Other Documentation.
State Users and MT Analysts need the Multihazard Mitigation Plan to complete the data fields in the Implementation Action screen; and
State Users and MT Analysts need the Hazard Mitigation Team Report to complete the cost information in the Implementation Action screen of the Multihazard Mitigation Plan.


 Part I: Grantee HMGP Administrative Plan
 Task 1: Select Administrative Plan
1. On the NEMIS menu bar, click Mitigation --> Plans Repository --> Grantee HMGP Administrative Plan.
NOTE:  If this is the first process you have selected from the Mitigation functional area, you will be prompted for Group ID and Disaster Number. 
2. Highlight Grantee HMGP Admin Plan DMA2K 10/01/2002 forward from the Plan Type drop-down menu. 

NOTE:  In NEMIS-MT, an updated plan or a plan annex is considered a new plan and is assigned a sequential revision number.
3. To search for the Applicant Name, click the SELECT button. The Lookup Applicant window will display.
4. Click the SEARCH button. The information for the first Applicant will display. To see the information of the other Applicants, use the scroll bar on the right.
5. If you find the Applicant that you are searching for, click the OK button. Once you click the OK button, the NEW PLAN button should be activated for your selection. 
6. Proceed to Step 8.
7. If the Applicant you are searching for is not in the Lookup Applicant window, complete Steps 7a - 7d.
a. Click the ADD button. 
b. The County/Place Code List window will display..
c. If you find the Applicant listed under the Place Name column, select that row and click the OK button. The Lookup Applicant window is displayed with information for that Applicant.
d. Click the OK button.
NOTE:  If you are unable to locate the Applicant under the Place Name column contact your Mitigation Division Director for further instructions.
8. The Mitigation Plans Repository will display. Click the New Plan button and proceed to Task 2: Enter Plan Information. 


HINT:  If an information box is displayed with the message: “This plan is opened with read-only status. User is only allowed to delete the final approval date in order to make changes to the plan,” that means the plan is already approved. Proceed to Task 8: Edit an Existing Administrative Plan.


 Task 2: Enter Plan Information
1. The Grantee HMGP Admin Plan screen has six tabs at the top of the screen. The General tab will display first with plan summary information.
2. Enter the title of the plan. There may be regional differences in the naming convention, but at a minimum, the title must include:
The Author (displayed in the middle part of the General screen)
Example:  The title must include the text "Statewide."
The Plan Type (displayed just below the Plan Title)
Example:  The title must include the text "Grantee HMGP Admin Plan."
The plan title should then include the following text "Statewide Grantee HMGP Admin Plan."
CAUTION:  It is important to follow the two naming conventions for the Plan Title because of NEMIS database requirements. You may add other elements to the title, but be sure to include Author and Plan Type.
3. On the bottom right part of the General tab, click the SAVE button.
 Task 3: Enter Plan Dates
1. Click the Dates tab.
2. Enter the information listed below.
Dates Tab Data Fields
Plan Due Date
Date the Applicant is due to submit the plan – This follows each major disaster declaration

Plan Received Date
Date the plan was received by FEMA

Regional Comments Due
Auto-filled with the date corresponding to 45 days after the Plan Received Date. You may overwrite it if necessary.

Regional Comments Complete
Date that comments were actually completed by the FEMA Regional Office

Comments Sent to Submitter
Date when the FEMA Regional Office's comments were sent to the Applicant

Plan Resubmitted for Final Approval
Date the Applicant resubmitted the plan for Final Approval

Comments
Comments on the review procedure, including the status of the review
Double-click inside the text area to access the Comment Editor

3. On the bottom right part of the Dates tab, click the SAVE button.
 Task 4: Enter Checklist Information
1. Click the Checklist tab.
2. Review the Plan Criteria. 
3. For each criterion, enter the information listed below.
Checklist Data Fields
Answer
Select "Needs Improvement" or "Satisfactory" for each plan criteria

Requires Follow-up?
Click inside the checkbox if the criteria item requires a follow-up action

Page/Sec
Page or section of the Admin Plan that applies to the criteria

Comment
Specific description of what the FEMA Regional Office is requesting the Applicant to do in order to satisfy the criteria
Double-click inside the text area to access the Comment Editor
NOTE:  When updating a plan, note in the Comments field any information that is in the original plan but not in the update. For example, if the Staff titles in the original plan are different from those in the updated plan, note the Plan Name, Approval Date, and a Reference to the Change of the original plan in the Comments field.
4. On the bottom right part of the Checklist tab, click the SAVE button.

 Task 5: Enter Follow-Up Information
1. Click the Follow Up tab. The table listing the Checklist Items Requiring Follow-Up will display.
NOTE:  The table is automatically populated with the Plan Criteria items (and any accompanying Comments) that were selected for follow-up in Task 4: Enter Checklist Information.
2. For each Follow-Up Item listed in the table, do the following:
a. Review the Plan Criteria and any accompanying comments.
b. Enter the requested date information in the bottom portion of the screen.
c. Double-click inside the Follow-Up Status text area to enter comments and whether conditional approval will be given. Your user name, the date and the time of text entry will be appended to the end of the comments.
d. On the bottom right part of the Follow Up tab, click the SAVE button.
 Task 6: Attach Documents
1. Click the Attachment tab.
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 1 GB. 
2.	You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents.
NOTE:  Recommended documents to attach and scan here include the Applicant’s Letter of Intent, the Grantee HMGP Administrative Plan, and the Approval Letter.

HINT:  The following naming convention is suggested when you enter the document name for the plan:
"MT, Admin Plan," followed by the two-letter State abbreviation, and the mm/yy. For example: "MT, Admin Plan, VA, 08/04"
3. On the bottom right part of the Attachment tab, click the SAVE button.
 Task 7: Authorize the Plan
1. Click the Authorization tab. The Approval data fields will display.
2. Enter the information listed below.
Approval Data Fields
HMO Decision
Click Approve or Pending

HMO Decision Date
Once you click approve, NEMIS-MT fills the current date in this field. Edit the date if necessary

Division Director Decision 
Click Approve or Pending

Division Director Decision Date
Once you click approve, NEMIS-MT fills the current date in this field. You may overwrite it if necessary.

Regional Administrator Signature Date
Date the Regional Administrator gave approval or conditional approval

Letter Sent to Submitter Date
Date that the Grantee was notified of the Regional Administrator’s decision

Plan Approval Date
Date of final approval, which must be on or after the Regional Administrator’s signature date

CAUTION:  Remember to add a Plan Approval Date that does not affect any project applications that have been submitted for approval.

Plan Expire Date
Date the plan expires

3. On the bottom right part of the Authorization tab, click the SAVE button.
4. To generate a Grantee HMGP Administrative Plan Report, proceed to Unit 14: Generate Standard HMGP Reports.
 Task 8: Edit an Existing Administrative Plan
NOTE:  Any plan entered into the Plans Repository can be edited at any time. Once a plan is approved however, a FEMA user with the HMO role will have to remove the Plan Approval Date before any edits can be made to the plan. 
1. On the NEMIS menu bar, click Mitigation -->Plans Repository.
2. From the Plan Type pull down menu, select Grantee HMGP Admin Plan.

3. A table listing all Administrative Plans for the State will display. The section below describes the information contained in the data fields.
Grantee HMGP Administrative Plan Table Data Fields
State
State associated with the disaster

Grantee Name
Name of the Applicant

Rev. No
Number of the revision; 0 is assigned to the initial plan submission, 1 to the first revision, etc.

Approved Date
Date the plan was approved by FEMA

HINT:  Same as the Plan Approval Date in the Authorization tab.

Plan Name
Name given to the plan

4. Highlight the row of the plan that you wish to edit and click the OK button. The screen for the selected Grantee HMGP Admin Plan is displayed.
5. Proceed with your edits, remembering to click SAVE as you go through the tabs.
CAUTION:  Remember to add a Plan Approval Date in the Authorization tab that does not affect any project applications that have been submitted for approval.

 References for Grantee HMGP Administrative Plan
 NOTE:  Criteria for Grantee HMGP Administrative Plan
NOTE:  Criteria for Pre- and Post-DMA2K Administrative Plans are the same.
1:  Does the plan designate the State agency with responsibility for administration of the HMGP?
(206.437 (b)(1))

2:  Does the plan identify the State Hazard Mitigation Officer responsible for all matters related to the HMGP?
(206.437(b)(2))

3:  Does the plan determine the staffing requirements and sources of staff necessary for administration of the program?
(206.437 (b)(3))

4:  Does the plan contain the procedures used to identify and notify applicants of the availability of the program?
(206.437 (b)4(i))

5:  Does the plan contain the procedures used to ensure that potential applicants are provided information on the application process, program eligibility, and key deadlines?
(206.437 (b)4(ii))

6:  Does the plan contain procedures used to determine applicant eligibility?
(206.437 (b)4(iii))

7:  Does the plan contain the procedures used to conduct environmental and floodplain management reviews?
(206.437 (b)4(iv))

8:  Does the plan contain the procedures used to establish priorities for the selection of mitigation projects? 
(206.437 (b)4(v))

9:  Does the plan contain the procedures used to process requests for advances of funds and reimbursement?
(206.437(b)4(vi))

10:  Does the plan contain the procedures used to monitor and evaluate the progress and completion of the selected projects?
(206.437 (b)4(vii))


11:  Does the plan contain the procedures used to review and approve cost overruns?
(206.437 (b)4(viii))

12:  Does the plan contain the procedures used to process appeals?
(206.437 (b)4(ix))

13:  Does the plan contain the procedures used to provide technical assistance, as required, to the applicants?
(206.437 (b)4(x))

14:  Does the plan contain the procedures used to comply with the administrative requirements of 44 CFR parts 13 and 206?
(206.437 (b)4(xi))

15:  Does the plan contain the procedures used to comply with the audit requirements of 44 CFR Part 14?
(206.437 (b)4(xii))

16:  Does the plan contain the procedures used to provide quarterly progress reports to the Regional Administrator on approved projects?
(206.437 (b)4(xiii))

17:  Is the plan a brief, but substantive document that fully documents the State program for the administration of the HMGP and Section 404 funds?
(206.437 (c))

18
Has the plan been incorporated into the State Emergency Operation Plan as a separate annex or chapter?
(206.437 (c))
 Part II: Multihazard Mitigation Plan
 Task 1: Select Multihazard Mitigation Plan
1. On the NEMIS menu bar, click Mitigation -->Plans Repository. 
NOTE:  If this is the first process you have selected from the Mitigation functional area, you will be prompted for Group ID and Disaster Number. 

2. Enter the information listed below. The selected plan type list window will be displayed.
Create Multihazard Mitigation Plan Data Fields
Plan Type
Select one of the following:
State Multihazard Mitigation Plan
Local Multihazard Mitigation Plan
Local Multijurisdictional Multihazard Mitigation Plan
Tribal Mitigation Plan

NOTE:  In NEMIS-MT, an updated plan or a plan annex is considered a new plan and is assigned a sequential revision number.
3. To search for the Applicant Name, click the SELECT button. The Lookup Applicant window will display.
4. Click the SEARCH button. The information for the first Applicant is displayed. To see the information of the other Applicants, use the scroll bar on the right.
5. If you find the Applicant that you are searching for, click the OK button. Proceed to Step 8.
6. If the Applicant you are searching for is not in the Lookup Applicant window, complete Steps 7a - 7d.
a. Click the ADD button. 
b. The County/Place Code List window will display.
c. If you find the Applicant listed under the Place Name column, select that row and click the OK button. The Lookup Applicant window will display with information for that Applicant.
d. Click the OK button.
7. The Mitigation Plans Repository dialog box is displayed. The Applicant Name and Revision Num data fields are populated with your selection and the New Plan button activated.
8. Click the New Plan button. The Multihazard Mitigation Plan screen will display. 
9. Proceed to Task 2: Enter Plan Information.
HINT:  If an information box is displayed with the following message: “This plan is opened with read-only status. User is only allowed to delete the Plan Approval Date in order to make changes to the plan,” that means the plan is already approved. Proceed to Task 10: Edit an Existing Multihazard Mitigation Plan.

 Task 2: Enter Plan Information
1. The Mitigation Plan screen has seven tabs at the top of the screen. The General tab is displayed first with plan summary information.

2. If you selected a Multijurisdictional Multihazard Mitigation Plan, eight tabs appear at the top of the screen.

NOTE:  The reminder message in red directs you to select the Jurisdictions Tab in order to add/delete jurisdictions to the plan.
3. Enter the title of the plan. There may be regional differences in the naming convention, but at a minimum, the title must include:
The Author (displayed in the middle part of the General screen)
Example:  The title must include the text "Gila River Indian Reservation."

The Plan Type (displayed just below the Plan Title)
Example:  The title must include the text "Tribal Mitigation Plan."
The plan title should then include the following text "Gila River Indian Reservation Tribal Mitigation Plan."
CAUTION:  It is important to follow the two naming conventions for the Plan Title because of NEMIS and eGrants database requirements. You may add other elements to the title, but be sure to include Author and Plan Type.

HINT:  Abbreviate the title if it is too long. For example, - “Gila River Indian Reservation Tribal Mitigation Plan."

4. On the bottom right part of the General tab, click the SAVE button.

 Task 3: Enter Other Jurisdictions (for Multijurisdictional Plans only)
1. Click the Jurisdictions tab. Notice that the Applicant Name is displayed as the Author.

2. To add other jurisdictions to the plan, click the ADD button. The Lookup Applicant screen is displayed.
3. Click the SEARCH button to find the jurisdictions that have been supported by, and that have adopted the county/tribal plan. The information for the first Applicant is displayed. To see the information of the other Applicants, use the scroll bar on the right.
4. If you find the Applicant that you are searching for, click the OK button. The Applicant gets added to the Jurisdiction column in the Jurisdictions screen.
NOTE: If you don’t find the Applicant you are searching for, follow Unit 6 Task 2B Step 4 a-k.  It may be necessary to request through the help desk that  the applicant be added to the system. 
5. Select Yes or No to indicate if each added jurisdiction is a National Flood Insurance Program (NFIP) -mapped community and an NFIP Participant.
NOTE: If a community is NFIP-mapped, it must be an NFIP Participant in good standing to be an active member of the plan. 
CAUTION: Entering a jurisdiction’s NFIP information incorrectly may cause problems with federal funding eligibility.

6. On the bottom right part of the Jurisdictions tab, click the SAVE button.

NOTE: For a local/tribal multijurisdictional plan submitted by a planning commission that does not have a FIPS code, complete one of the following steps:
1. Enter the plan in NEMIS-MT separately for each county or tribal entity included in the commission’s plan (with plans attached to each). Note the county as the plan applicant/author.
OR
2. Select one county/tribal entity to be represented as the applicant/author for the jurisdictions that have adopted the plan (if the Tribal or State Grantee approves). 

 Task 4: Enter Plan Dates
1. Click the Dates tab.
2. Enter the information required by the system. 
3. On the bottom right part of the Dates tab, click the SAVE button.
 Task 5: Enter Checklist Information
1. Click the Checklist tab.
2. Review the Plan Criteria. The Plan Criteria for the different Plans are on Pages 4-53 to 4-63.
3. For each criterion, enter the information required by the system.
NOTE: When updating a plan, note in the Comments field any information that is in the original plan but not in the update. For example, if the List of Hazards is in the original plan, but not in the update, note the Plan Name and Approval Date of the original plan in the Comments field.
4. On the bottom right part of the Checklist tab, click the SAVE button.
 Task 6: Enter Follow-Up Information
1. Click the Follow Up tab. The table listing the Checklist Items Requiring Follow-Up is displayed.
NOTE: The table is automatically populated with the Plan Criteria items (and any accompanying Comments) that were selected for follow-up in Task 5: Enter Checklist Information. 

2. For each Follow-Up Item listed in the table, do the following:
a. Review the Plan Criteria and any accompanying comments.
b. Enter the requested date information in the bottom portion of the screen.
NOTE: In situations with only one follow-up action required for a plan review, the dates tracked here may be the same as the dates tracked for the entire plan in Task 4: Enter Plan Dates. The dates should be entered on both the Follow-Up and Dates tabs.
c. Double-click inside the Follow-Up Status text area to enter comments and whether conditional approval will be given. Your user name, the date and the time of the text entry will be appended to the end of your comments.
d. On the bottom right part of the Follow-up tab, click the SAVE button.
 Task 7: Enter Implementation Action Information
1. Click the Implementation Action tab. Click the NEW button. The Implementation Action screen is displayed.

2. For each implementation action, enter the information requested by the system.
3. On the bottom right part of the Implementation Action tab, click the SAVE button.
 Task 8: Attach Documents
1. Click the Attachment tab.

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 1 GB.


2. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents.
NOTE:  Recommended documents to attach or scan here include the Applicant’s Letter of Intent, the Mitigation Plan, the Approval Letter, maps and other documentation.
HINT:  The following naming convention is suggested when you type the document name for the plan:
"MT, Admin Plan," followed by the two-letter State abbreviation, and the mm/yy.
For example: "MT, Admin Plan, VA, 08/04"
3. On the bottom right part of the Attachment tab, click the SAVE button.

 Task 9: Authorize the Plan
1. Click the Authorization Tab. The Approval data fields are displayed.
2. Enter the information required by the system.

3. On the bottom right part of the Authorization tab, click the SAVE button.
NOTE: Any plan entered into the Plans Repository can be edited at any time. However, once a plan is approved, a FEMA user with the HMO role will have to remove the Plan Approval Date before any edits can be made to the plan. Remember, removing the Plan Approval Date may have an impact on project applications submitted for approval.

4. To generate a Multihazard Mitigation Plan Report, follow the instructions in Unit 14: Generate Standard HMGP Reports. Task 10: Edit an Existing Multihazard Mitigation Plan
NOTE:  Any plan entered into the Plans Repository can be edited at any time. Once a plan is approved however, a FEMA user with the HMO role will have to remove the Final Approval Date before any edits can be made to the plan.

CAUTION:  Remember to add a date that does not affect any project applications that have been submitted for approval.

1. On the NEMIS menu bar, click Mitigation -->Plans Repository --> Multihazard Mitigation Plan.

2. The Select Multihazard Mitigation Plan dialog box will display. (If you have not chosen applicant name, click SELECT and choose applicant name before proceeding).

3. Table 4-12 describes the information contained in the data fields.
Table 4-12: Multihazard Mitigation Plan Table Data Fields
DATA FIELD	INFORMATION DISPLAYED
State	State associated with the disaster
Applicant	Name of the Applicant
Rev. No	Number of the revision; 0 is assigned to the initial plan submission, 1 to the first revision, etc.
Approved Date	Date the plan was approved by FEMA
Plan Name	Name given to the plan

4. Highlight the row of the plan that you wish to edit and click the OK button. The selected Multihazard Mitigation Plan is displayed.
5. Proceed with your edits, remembering to click SAVE as you go through the tabs.

 References for Multihazard Mitigation Plan
 Disaster Categories in Implementation Action Screen
CATEGORY CODE
Biological
Chemical
Civil Unrest
Coastal Storm
Crop Losses
Dam/Levee Break
Drought
Earthquake
Fire
Fishing Losses
Flood
Freezing
Human Cause
Hurricane
Mud/Landslide
Nuclear
Other
Severe Storm
Snow/Ice
Terrorist
Tornado
Toxic Substances
Tsunami
Typhoon
Volcano