Unit 8: Manage Amendments Contents: Overview Task 1: Determine Status of the Project Application Task 2: Select Project to Amend Task 3: Create Amendment and Enter New Information Task 4: Verify and Submit Amended Project Applications Overview The NEMIS-MT Manage Amendments process allows Grantee Mitigation staff to amend a project application once it has been submitted and “Approved” or “Denied” by FEMA staff. NEMIS-MT creates another record for the project application with an incremented amendment number while the Application ID stays the same. The Grantee enters the new information and submits the amendment to FEMA. CAUTION: Data from most screens are copied from the original application, except for the Eligibility Review and Authorization screens, which are blank. Data must be re-entered for those screens. NEPA or other environmental review revisions must be reflected in the amendment. Table 8-1 provides an overview of the Manage Amendments process. Table 8-1: Manage Amendments Process Purpose: Make changes to a project application that has been approved or denied by FEMA When does it start? After FEMA staff has completed the eligibility review process described in Unit 7: Manage Eligibility Determination and determined the status of the project application Who does it? Grantee Mitigation staff How is it done? Execute four tasks: Task 1: Determine Status of the Project Application Task 2: Select Project to Amend Task 3: Create Amendment and Enter New Information Task 4: Verify and Submit Amended Project Applications CAUTION: For Amendments, Laws/EOs and NEPA Process reviews are optional if no environmental information has been changed. The Environmental Officer Review must be completed however, whether or not environmental information was changed. Task 1: Determine Status of the Project Application NOTE: This task determines whether the project application has gone through FEMA’s eligibility review process and designated as “Approved,” “Denied,” or "Withdrawn.” 1. On the MITIGATION menu bar, click on Projects -- Eligibility Determination --View All. 2. A table listing project applications submitted to FEMA for this disaster is displayed. Table 8-2 describes the Project Application List data fields. HINT: If the project application is not listed in the table, it has not yet been submitted to FEMA. Table 8-2: Project Application List Data Fields DATA FIELD INFORMATION DISPLAYED Disaster Nr FEMA disaster number FEMA Proj Nr System-generated FEMA project application number when project is submitted to FEMA Amendment Nr Project application Amendment Number Applic ID Grantee project application number Suffix Type of funding requested. Suffix codes are R (Regular project funding), M (Management costs), P (Planning projects), and F (Initiative projects). ST State where disaster occurred Region FEMA Region where disaster occurred Project Title Project Title 3. Select the project you wish to display. Click the OK button. 4. The Overall Review tab is displayed. NOTE: In the Application Info section, the Application Status field indicates one of the following: If the status is “Approved’, “Denied,” or “ Withdrawn,” the project application can be amended. If the status is “Pending,” the Eligibility Review process is incomplete, and the application cannot be amended. However, It may be possible to edit certain parts of the current amendment provide the work step approving the component in need of amendment has not been completed. See the Application Development process (Unit 6: Manage Project Application). If the status is “Void,” the project could be amended however, Void indicates the intent was to permanently remove the project application from consideration so a new project should be submitted. 5. Click the CLOSE button. Task 2: Select Project to Amend 1. On the MITIGATION menu bar, click on Projects -- Application Development. A table listing project applications for the selected disaster is displayed. 2. Highlight the highest amendment number for the project to be amended. Click the OK button . 3. The Project Eligibility Completed message is displayed. 4. Click the OK button. Proceed immediately to Task 3: Create Amendment and Enter New Information. Task 3: Create Amendment and Enter New Information 1. After you click the OK button, the Applicant Information tab is displayed. 2. Click the AMEND button. The Amendment Checklist is displayed. NOTE: The Amendment Checklist identifies the changes to the project application that are being made with the amendment. 3. Click inside the checkbox of the items you will be revising. Click the OK button. 4. The Amend Completed Successfully message is displayed. 5. Click the OK button. 6. A Checklist tab becomes available. Click the tab to view the Amendment items. 7. Table 8-3 lists the checklist items and where to make the changes in NEMIS-MT. CAUTION: Some data fields cannot be changed in an amendment. These include the Subgrantee and the Project Type Codes, such as Initiative, Planning or Regular. If these fields have been incorrectly entered, the project application must be Withdrawn or Voided by FEMA and a new project application must be created by the Grantee. If withdrawn or voided the project needs to be zeroed out in the cost estimate and then closed out. Table 8-3: Location of Checklist Items in NEMIS-MT Change in the Grantee Approval Status for the Project located at Mitigation -- Projects --Application Development --Eligibility Review tab Changes to the Scope of Work located at Mitigation -- Projects --Application Development -- Various tabs, i.e., Property Site Inventory tab Type of Project located at Mitigation --Projects --Application Development --Project Info tab Location of Project located at Mitigation --Projects --Application Development --Property Site Inventory and Lat/Lon tabs Changes in Materials and/or Methods Used located at Mitigation -- Projects -- Application Development -- Attachments tab; Mitigation -- Projects -- Application Development -- Project Info tab --Project Description Additional Work/Expanded Scope located at Mitigation -- Projects -- Application Development -- Various tabs, i.e., Property Site Inventory tab Change to the Maintenance Assurance located at Mitigation -- Projects -- Application Development -- Maintenance Assurance tab Changes to the Budget supporting the project (see caution below) located at Mitigation -- Projects -- Application Development -- Cost Estimate and Match Sources tabs Changes in the Amount of Federal Funds requested located at Mitigation -- Projects -- Application Development -- Cost Estimate tab Changes in the Amount of Non-Federal Funds ascribed to the project located at Mitigation -- Projects -- Application Development -- Match Sources tab Changes in the type of non-Federal funding or source of non-Federal funding located at Mitigation -- Projects -- Application Development -- Match Sources tab Changes in the time frame for completion of the project located at Mitigation -- Projects -- Application Development -- Work Schedule tab Changes to Property Site Inventory located at (see the note below) Mitigation -- Projects -- Application Development -- Property Site Inventory tab Changes to Stormwater Management and “Other” Inventories located at Mitigation -- Projects -- Application Development -- Project Type tab; Mitigation -- Projects -- Application Development -- Lat/Lon tab Changes to Environmental/Historic Compliance Reviews located at Mitigation -- Projects -- Application Development -- Eligibility Review tab -- Env Checklist sub-tab CAUTION: If you are revising or amending your cost estimate, it is imperative that the instructions displayed when selecting the Cost Estimate and Match Sources Funds screens be followed. Failure to do so may prevent project approval, or allocation/obligation. Once the Cost Review portion of an application has been completed and cost approval is marked as Y it will be necessary to change the Y to an N to edit the Cost Estimate screen. If the Cost Review work step has been completed it will no longer be possible to edit the Cost Estimate screen. Once the application is approved it will be necessary to amend the application to revise the Cost Estimate. Individual line items cannot be modified for quantity, unit of measure, or unit cost. Each line item that is to be revised must be deleted in its entirety and reentered using the new desired values. NOTE: If the project was originally submitted prior to the addition of the Number of Properties in Project field, and a PSI is required, it will be required that a number greater than 0 be entered in the field to submit the amendment. Task 4: Verify and Submit Amended Project Applications 1. Click the Authorization tab. On the bottom left part of the tab, click the VERIFY button. 2. If any required fields are empty, error messages will be displayed indicating the missing field and the Application Development tab where you can enter the missing information. 3. Make the necessary corrections and click the VERIFY button again. 4. Table 8-5 provides a list of required fields and their location in Mitigation -- HMGP -- Application Development. Table 8-5: Required Fields and System Location REQUIRED INFORMATION APPLICATION DEVELOPMENT TAB Grantee/Subgrantee located at Applicant Information Project Type located at Project Info Project Title located at Project Info Counties located at Project Info Congressional Districts located at Project Info Community Name located at Project Info Hazard Type located at Project Info At least one Work Schedule Item located at Work Schedule At least one Cost Estimate Item located at Cost Estimate At least one non-Federal share Line Item located at Match Sources Cost Effectiveness Information for each Community located at Cost Effectiveness At least one Property Inventory: Owner, Structure Type, Property Damage Category, Foundation Type located at Property Site Inventory NFIP Info: Flood Source, Repetitive Loss Flag, Flood Zone Code, Repetitive Loss Category located at Property Site Inventory -- NFIP Info sub-tab Environmental Checklist for at least one Alternative located at Eligibility Review -- Env Checklist sub-tab Authorized Applicant Agent and Authorized Grantee Official Names, Titles and signatures on file located at Authorization Project Reviewer located at Eligibility Review -- Overview sub-tab Eligibility Determination Criteria - Applicant, Project type, Project Criteria located at Eligibility Review -- Overview sub-tab Other Reviews - C/E Review, Code Compliance, Mt Plan Conformance located at Eligibility Review -- Overview sub-tab Approval Recommendation located at Eligibility Review -- Overview sub-tab 5. Table 8-6 lists attachments that are required for the project application. Project applications may be submitted in NEMIS-MT without these items but these documents must be attached before FEMA’s final approval in the eligibility determination process (Unit 7: Manage Eligibility Determination). Table 8-6: Required Project Application Attachments DOCUMENTS LOCATION IN NEMIS History, Alternatives, Proposed Actions Mitigation -- Projects -- Application Development -- Problem and Risk Data tab Project Description Mitigation -- Projects -- Application Development -- Project Info tab Maintenance Assurance Mitigation -- Projects -- Application Development -- Maintenance Assurance 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. For any missing attachment, you will get the following warning message when you click the VERIFY button: 6. Click the OK button. A message that all checks were completed successfully is displayed. 7. Click the OK button. 8. On the bottom left part of the tab, click the SUBMIT button. The Final Submission dialog box is displayed (Figure 8-17). NOTE: When you click the SUBMIT button, NEMIS-MT will automatically verify the application before displaying the Final Submission dialog box. Figure 8-17: Final Submission Dialog Box 9. Click the YES button. The project application is submitted to FEMA. A message is displayed that the work packet for the Receipt and Delegate task in the Eligibility Determination process was created. 10. On the bottom right part of the tab, click the CLOSE button. NOTE: The amended project application gets added to the HMGP project lists.