Unit 11 – Manage Project and Program Oversight Tasks Contents: Overview Information Requirements Task 1: Document Field Surveys Task 2: Perform Project Management Task 3: Review Project Checklist Task 4: Prepare Quarterly Reports Task 5: Monitor SF-424 Information Task 6: Perform Global Matching Overview The NEMIS-MT Manage Project and Program Oversight process allows FEMA Regional Mitigation Staff members to oversee HMGP projects that have been approved. The system provides the following tools to assist users in implementing the oversight tasks: Field Survey Documentation - Provide access to field survey reports; Project Management - Provides project activity and work schedule information; Project Checklist - Provides information and dates for critical project actions; Quarterly Reports - Provide quarterly reporting information throughout the life of the project; and Global Matching - Provide monitoring of the overall Federal share of the program. Table 11-1 lists questions and answers about performing project and program oversight tasks. Table 11-1: Manage Project and Program Oversight Tasks DESCRIPTION Purpose: Monitor HMGP projects and manage program oversight tasks When does it start? Throughout the disaster Who does it? Regional Mitigation staff How is it done? Execute six tasks: Task 1: Document Field Surveys Task 2: Perform Project Management Task 3: Review Project Checklist Task 4: Prepare Quarterly Reports Task 5: Monitor SF-424 Information Task 6: Perform Global Matching Task 1: Document Field Surveys 1. On the NEMIS menu bar, click on the MITIGATION icon. On the Mitigation menu, click Projects -- Field Surveys. 2. The Field Survey screen is displayed. 3. On the bottom left part of the screen, click the ATTACH button. The Attach/Scan a Document dialog box is displayed. 4. Enter a unique Field Survey Title. 5. 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. 6. The Successful Archive of Document message is displayed. 7. Click the OK button. The field survey document title is displayed on the left-most column of the Field Survey screen. 8. Highlight the row of the document you attached. Click the LINK TO PROJECT button . 9. The Field Survey Project List is displayed . 10. Highlight the project to which the field survey should be linked. Click the OK button. The Project is now linked to the attachment . 11. On the bottom right part of the screen, click the CLOSE button. HINT: To track the Document Field Survey process, generate the standard Field Survey Report. Follow the instructions described in Unit 14: Generate Standard HMGP Reports. NOTE: To view a document, highlight the row on which it is listed and click the VIEW button. Task 2: Perform Project Management 1. On the MITIGATION menu, click on Projects -- Management. 2. The Select Project List is displayed . NOTE: The Select Project List displays all project applications, whether they have been approved or not. 3. Table 11-4 describes the Project List information. Table 11-4: Select Project 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 Amend Nr-- Project application Amendment Number Applic ID-- Grantee project application number Suffix-- Identifies the funding type of the project—R (Regular); F (Initiative); P (Project Management)); or M (Management Costs) ST-- State where disaster occurred Region-- FEMA Region where disaster occurred Project Title-- Project Title 4. Select the project you wish to manage - choose the highest amendment number to view the most current information. 5. Click the OK button. The HMGP Project Management tab is displayed by default . 6. The top part of the tab displays Mitigation Project Description information. 7. The bottom part of the tab displays Work Schedule Status information. For each work schedule item, edit the Due Date, the Revised Date, and the Completion Date if necessary. 8. On the bottom left part of the HMGP Project Management tab, click the FEDERAL ELIGIBILITY button to review eligibility information. 9. The Federal Eligibility tabs are displayed. Click the tab where you wish to view information or add additional comments. 10. To exit out of the Federal Eligibility tabs, click the CLOSE button on the bottom right part of the screen. 11. On the bottom left part of the HMGP Project Management tab, click the APPLICATION DEV button. HINT: You may get the Project Eligibility Has Been Completed message. Click the OK button to view application information. 12. The Application Development tabs are displayed. Click the tab where you wish to view information or add additional comments.. 13. To exit out of the Application Development tabs, click the CLOSE button on the bottom right part of the screen. 14. On the bottom left part of the HMGP Project Management tab, click the ENVIRONMENT CONDITION button. Complete Steps 14a - 14g. HINT: The ENVIRONMENT CONDITION button is active only if the Monitoring Required checkbox was checked for Conditions Required in the Mitigation -- Projects -- Eligibility Determination -- NEPA Process Tab. By completing Steps 14a - 14g in the system, you indicate that the required monitoring was completed. a. The Environment Conditions dialog box is displayed. b. Enter the Monitoring Complete Date. The system auto-fills your User Name in the Monitoring Complete By field. c. Scroll to the right to access the Comment field. d. Double-click inside the Comment field to access the Comment Editor. e. Enter your comments in the Comment Editor text area. Click the OK button. CAUTION: Comments entered here cannot be edited or deleted once you click the OK button. f. The comments you entered are displayed in the Environment Conditions dialog box. Click the OK button. g. On the MITIGATION menu, click on Projects -- Eligibility Determination -- View All. Highlight the desired project and select OK. Select the NEPA Process tab. Note that the system auto-filled the Monitoring Complete data fields. HINT: All monitoring requirements for environment conditions required must be marked complete before you can closeout the project. h. On the bottom right part of the NEPA Process tab, click the CLOSE button. The Project Management tabs are displayed. 15. Click the Funding Activity tab. The Funding Activity tab displays approved Project Costs, and Allocation/Obligation history. 16. If you wish to view Funding Activity information only for Approved projects, click inside the “Approved” radio button in the Filter field. 17. When you are done reviewing Funding Activity information, click the CLOSE button. Task 3: Review Project Checklist 1. On the MITIGATION menu, click on Projects -- Checklist. 2. The Project Status List is displayed. 3. Table 11-5 describes the Project Status List information. Table 11-5: Select Project List Data Fields Dstr Nr-- FEMA disaster number Aplcn Id-- Project application ID number Project Amend Nr-- Project application Amendment Number Project Status-- FEMA review status of the project, represented by 5 descriptors: Approved, Not Approved, Withdrawn, Voided or Pending Aplcn Submit Date-- System-generated project application submission date Aplcn Rcvd Date-- If the project application was submitted in NEMIS-MT, same as the Application Submit Date If the project application was submitted in hard copy, date received at the FEMA Regional Office. Final Apprv Date-- Date the FEMA application approval was reported in NEMIS-MT Title-- Project Title 3. Click the OK button. The Project Checklist screen is displayed. 4. In the Select field, scroll down to select the project whose checklist you wish to view. 5. Click the RETRIEVE button. The Project Checklist information is displayed. 6. You may select multiple projects by holding down the Ctrl key and selecting the desired rows. 7. Click the RETRIEVE button. The system retrieves the checklist for each of the selected projects. Scroll arrows are displayed on the top left part of the screen to allow you to scroll to each project checklist. 8. On the right side of the Project Checklist screen, buttons provide access to the different NEMIS-MT areas. 9. Clicking the desired button displays the NEMIS-MT screen where the information was entered. 10. On the bottom right part of the screen, click the PROJECT SUMMARY button. The Project Summary report is displayed. 11. On the bottom right part of the screen, click the CLOSE button to exit out of Project Checklist. Task 4: Prepare Quarterly Reports 1. On the MITIGATION menu, click on Admin -- Quarterly Report -- New. 2. The Create Quarterly Report dialog box is displayed. NEMIS-MT auto-fills in the Disaster Number, Quarterly Report Number, and Report Generation Date. WARNING: Entering quarterly reports into NEMIS-MT does not eliminate the requirement to submit quarterly reports to the regional office. 3. In the Report Period Start Date, enter the first day of the reporting quarter. 4. In the Report Period End Date, enter the last day of the reporting quarter. 5. Click the OK button. The Quarterly Report screen is displayed. 6. Click the NEW button. The Quarterly Report Project Selection List is displayed . 7. Table 11-6 describes the Quarterly Report Project information Table 11-6: Quarterly Report Project Selection Data Fields FEMA Proj Nr-- System-generated FEMA project application number when project is submitted to FEMA Amend Number-- Project application Amendment Number Applic ID-- Grantee project application number Subgrantee Name-- Name of Subgrantee Project Title-- Title of Project Approval Date-- Date on which the project was given final approval in the eligibility determination process Grant Amount-- Total eligible project costs (Federal and non-Federal shares) 8. Highlight a project to include in the report. Click the OK button. 9. The Quarterly Report is displayed. The system auto-fills the data fields with the project information. 10. Scroll to the right to see the rest of the fields. 11. Enter applicable information listed in Table 11-7. Table 11-7: Quarterly Report Data Fields DATA FIELD INFORMATION TO BE ENTERED Status Code-- Status of the project. Select one of the following: On schedule Suspended Delayed Cancelled Completed Completion Date Date work is completed Cost Code-- Status of the cost. Select one of the following: Cost Unchanged Cost Overrun Cost Under-run Federal Funds Disbursed-- Amount of Federal funds expended in the reporting period Comments-- Comment to include in the quarterly report. Double click inside the Comments field to access the Comment Editor. 12. To include another project in the quarterly report, repeat Steps 8 through 11. 13. Click the CLOSE button. The Save Changes dialog box is displayed . 14. Click the YES button. 15. If you wish to generate Quarterly or standard HMGP reports, refer to Unit 14: Generate Standard HMGP Reports. Task 5: Monitor SF-424 Information NOTE: NEMIS-MT assumes that one SF-424 is submitted for each Grantee with a total funding estimate including total Grantee and Subgrantee Administrative costs. As that estimate changes, subsequent SF-424s that are submitted are considered revisions that supersede the previous version. As you perform project and program monitoring, check to see that the SF-424 is up to date. See Unit 3, Task 8: Enter SF-424 Information. Task 6: Perform Global Matching Execute this task if the project has a Federal share other than 75 percent and after projects have been approved and obligated. 1. On the MITIGATION menu, click on Funding -- Estimate. 2. The Funding Estimate tabs are displayed. Click the scroll arrow to display the rest of the tabs. 3. Click the Project Global Match tab. The top section of the tab lists all approved projects for the disaster. 4. Table 11-8 describes the Approved Projects List information. Table 11-8: Approved Projects List Data Fields FEMA Project Number-- System-generated FEMA project application number when project is submitted to FEMA Application ID-- Grantee project application number Amendment Number-- Project application Amendment Number Suffix-- Funding type of the project—R (Regular); F (Initiative); P (Planning); or M (Management Costs) St-- State where disaster occurred Proj Fed Share Pct-- percent of the project costs funded by HMGP HINT: If this is greater than 75 percent, the project must be globally matched with other projects to balance the total Federal share to 75 percent or less. Project Title-- Project Title 5. Scroll down to find the project that has a Project Fed Share Pct other than 75 percent. Highlight the project . 6. Click the ADD PROJECT TO MATCH button. The project gets added to the list of projects in the bottom section of the tab. 7. Repeat Steps 5 and 6 for all projects that have a Project Fed Share Pct other than 75 percent. CAUTION: The Total Project Fed Share Pct, must be equal to or less than 75 percent. 8. Closely monitor the Total Project Fed Share Pct throughout the obligation process.