DHS_fema_4 39192 Cropped Ghosted 17187 Cropped Mitigation 1 Low Mitigation 2 NEMIS-MT User Manual August 2012 Federal Emergency Management Agency U.S. Department of Homeland Security 500 C Street, SW Washington, DC 20472 User Manual for NEMIS-MT Version 3.15 Unit: Title Page Number Unit 1: Overview and Startup ............................................................... 1-1 Unit 2: Use the Reference Library ........................................................ 2-1 Unit 3: Manage Disaster Information .................................................... 3-1 Unit 4: Manage MT Plans Repository ................................................... 4-1 Unit 5: Manage Funding Estimates ...................................................... 5-1 Unit 6: Manage Project Application ...................................................... 6-1 Unit 7: Manage Eligibility Determination ............................................... 7-1 Unit 8: Manage Amendments ............................................................... 8-1 Unit 9: Manage Appeals ....................................................................... 9-1 Unit 10: Manage Allocations and Obligations .....................................10-1 Unit 11: Manage Program and Project Oversight Tasks ....................11-1 Unit 12: Manage Project Closeout .....................................................12-1 Unit 13: Manage Program Closeout ...................................................13-1 Unit 14: Generate Standard HMGP Reports ......................................14-1 Appendix A: Attach/Scan Documents .................................................. A-1 Appendix B: Enter a Name from the Personnel Databases .................. B-1 Appendix C: NEMIS-MT Positions and Roles ...................................... C-1 notepad caution hint text_editor caution notepad nemis_intranet nacs_main login_name_search current_roles current_positions nacs roles2 change_password notepad nemis_login disaster_dlg_bx notepad hint notepad Unit 1 – NEMIS-MT Overview and Startup Overview .................................................................................................. 1-2 NEMIS .................................................................................................. 1-2 NEMIS-MT ............................................................................................ 1-2 NEMIS-MT User Manual ....................................................................... 1-3 NEMIS-MT System Features ................................................................... 1-5 NEMIS-MT System User Roles ................................................................ 1-7 Access Control through Group and User IDs ........................................ 1-7 Group and Role Assignment Process ................................................... 1-7 Task 1: Viewing NEMIS Access Control System (NACS) Roles .............. 1-8 Task 2: Changing Your Password .......................................................... 1-11 Task 3: Starting NEMIS ......................................................................... 1-12 Overview NEMIS 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 in Table 1-1 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. Table 1-1: User Manual Unit/ NEMIS-MT Process UNIT NEMIS-MT PROCESS 1 NEMIS-MT Overview and Startup 2 Use the Reference Library 3 Manage Disaster Information 4 Manage the Mitigation Plans Repository 5 Manage the HMGP Funding Estimate 6 Manage the HMGP Project Application 7 Manage Eligibility Determination 8 Manage Amendments 9 Manage Appeals 10 Manage Allocations and Obligations 11 Manage Project and Program Oversight Tasks 12 Manage Project Closeout 13 Manage Program Closeout 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 in Table 1-2. Table 1-2: Description of Unit Sections SECTION NAME DESCRIPTION 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 Table 1-3 describes the standard icons and notations used throughout this manual. Table 1-3: Icons and Notations ICON/ NOTATION NAME/DESCRIPTION Note Icon Notes provide specific learning points or supporting information. Notes are displayed in italicized and bold font. Caution Icon Caution messages provide specific warnings that users should be aware of. Caution messages are displayed in italicized and bold font. Hint Icon Hint messages provide techniques or recommended steps that will help users complete system tasks. Hint messages are displayed in italicized and bold font. UPDATE ID Button Notation Reference to system buttons that the user needs to click are displayed in all uppercase letters Disaster Information Tab System Tab Notation Reference to system tabs are displayed in bold font Data Fields Notation Information that needs to be entered into the system or can be viewed by users is listed in tables outlined with double lines 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. 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 (Figure 1-1). Figure 1-1: NEMIS-MT 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. Figure 1-2: Required Fields Example 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 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. The NEMIS Home Page is displayed (Figure 1-3). Figure 1-3: NEMIS Home Page 2. On the left side of the page, under Platform Services, click "NACS." The NEMIS Access Control Main Page is displayed (Figure 1-4). Figure 1-4: NEMIS Access Control Main Page 3. Click the Current Role Assignments & Position Information link. The Search by User Name dialog box is displayed (Figure 1-5). Figure 1-5: Search by User Name Dialog Box 4. Enter your User Name and click the SEARCH button. A table with your Current Roles is displayed (Figure 1-6). Figure 1-6: NACS Current Roles 5. Click VIEW POSITIONS/ROLES button at the bottom of the page. A table with your NACS Current Positions is displayed (Figure 1-7). Figure 1-7: NACS Current Positions 6. Click on a Team Position link within the table. A table describing the Team Position is displayed (Figure 1-8). Figure 1-8: Team Position Description Task 2: Changing Your Password 1. On the NACS Main Page, click the Password Change Utility link on the left navigation bar. The Integrated Security and Access Control System (ISAAC) Password Utility page is displayed (Figure 1-9). Figure 1-9: ISAAC Password Utility Change 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 (Figure 1-10). Figure 1-10: NEMIS Desktop Icon 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 Figure 1-11: NEMIS via Installed Programs If NEMIS is not in your installed programs contact your local IT office. 2. The NEMIS Login dialog box is displayed (Figure 1-12). Figure 1-12: NEMIS Login Dialog Box 3. Enter the information listed in Table 1-4. Table 1-4: Login Dialog Box Data Fields DATA FIELD INFORMATION TO BE ENTERED 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) 4. Click the OK button. The NEMIS menu bar is displayed (Figure 1-13). Figure 1-13 NEMIS Menu Bar 5. Click the MITIGATION icon. The Select Group ID dialog box is displayed (Figure 1-14). Figure 1-14: Group ID Dialog Box 6. Click the drop-down arrow to display the group id selection list (Figure 1-15). 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. Figure 1-15: Mitigation Group ID Selection List 7. Click the OK button. The Select Disaster dialog box is displayed (Figure 1-16). Figure 1-16: Select Disaster Window 8. 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 (Figure 1-17). Figure 1-17: Disaster Information 9. Click the OK button. The Mitigation menu bar is displayed (Figure 1-18). When logging in to enter information that is not disaster-specific, select any disaster number from the drop-down list. 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. Figure 1-18: Mitigation Menu Bar 10. Select the process you want to perform by clicking on your selection (Figure 1-19). Hovering over the top items will show you the choices available within each item. Figure 1-19: Mitigation Menu Use Table 1-1 to determine which process to select from the menu. Refer to the corresponding Unit or Appendix for instructions to complete that process. notepad hint nemis_intranet mtintranet_page mtintranet_region8_example notepad mtintranet_montana_example mtintranet_fsadoc_example Unit 2 – Use the Reference Library Overview ..................................................................................................... 2 Task 1: Access the Reference Library on the NEMIS Intranet .................... 3 Task 2: Access the Reference Library from NEMIS-MT ............................. 6 Overview NEMIS historically provided a means of storing documents and data in the Reference Library. While the ability to store documents in the Reference Library has been removed, users can still access these historic documents and data. Over the years FEMA Headquarters and Regional Mitigation offices have added policy memos, reports, and other references to the library some of which may still be pertinent. This unit describes the two ways you can access the Reference Library: • On the NEMIS Intranet • Within the NEMIS-MT Module A user ID and password with access to the NEMIS-MT module does not allow the user to make modifications within the Reference Library. The user however, is able to view documents already contained within the Reference Library. Information on the Hazard Mitigation Grant Program (HMGP) and the other Hazard Mitigation Assistance (HMA) programs is available on the Federal Insurance and Mitigation Administration (FIMA) page of the FEMA website. On the FIMA page, click the Programs link. From the list of programs, click the program you need additional information on. Task 1: Access the Reference Library on the NEMIS Intranet 1. From within the FEMA Intranet, enter https://nemis.fema.net/nemis/ in your browser address bar. The NEMIS Resource Center Main Page is displayed (Figure 2-1). Figure 2-1: NEMIS Home Page 2. On the left navigation bar, click the MITIGATION (MT) link. The NEMIS Mitigation page is displayed (Figure 2-2). Figure 2-2: NEMIS Mitigation Page 3. Scroll down to the Training Materials section on the bottom part of the page (Figure 2-3). Historical Training Materials include Instruction Manuals, Quick Reference Guides, and tri-fold brochures for users and trainers. Click the Training Material link that you wish to access. Figure 2-3: Links to Mitigation Training Materials Answers to Frequently asked Questions (FAQs) about the Mitigation (MT) module and a link to the current NEMIS-MT User Manual is located at: http://www.fema.gov/hazard-mitigation-grant-program-hmgp/national-emergency-management-information-system-mitigation-6 4. Return to the Mitigation page. On the right side, click the region whose documents you wish to view. The page for that region is displayed with a map and a list of links to the Grantees in that region (Figure 2-4). Figure 2-4: Region VIII Mitigation Page 5. Click on a Grantee link. The list of reference documents for that Grantee is displayed (Figure 2-5). Figure 2-5: State Grantee Montana Reference Documents 6. Click on the document link that you wish to view. The document is displayed (Figure 2-6). Figure 2-6: Sample Document in Reference Library Task 2: Access the Reference Library from NEMIS-MT 1. On the NEMIS menu bar, click the NEMIS WIDE button (Figure 2-7). Figure 2-7: NEMIS Menu Bar 2. The NEMIS Wide pop-up menu is displayed (Figure 2-8). Click Reference Library. Figure 2-8: NEMIS-Wide Pop-Up Menu 3. The NEMIS Resource Center Main Page is displayed. Refer to Task 1: Access the Reference Library on the NEMIS Intranet. notepad pda_general_top PDA_hm_coord pda_planning pda_ia pda_pa pa_state_cost_summary PDA_HM cost_adjustment_note pda_hm_env Picture0006 Add to Unit 4, declaration screen hint 6-7 notepad declaration_FSA_SUBTAB caution grantee_information caution grantee_search_results county_place_code_list notepad add_contact new_grantee_displayed caution caution caution notepad admin_plan notepad mit_plan federal_public_notice attach_docs notepad caution user_to_grantee_link notepad caution hint sf424_left sf424_right notepad sf424_new_row caution notepad Unit 3 – Manage Disaster Information Overview ..................................................................................................... 2 Information Requirements ........................................................................... 3 Information Available for Review ................................................................. 3 Preliminary Damage Assessment (PDA) Module Tasks ............................. 5 Task 1: Ensure Declaration Information is Complete ................................ 11 Task 2: Enter Special Mitigation Language for the FEMA/State Agreement (FSA) ........................................................................................................ 13 Task 3: Enter Disaster Information ............................................................ 15 Task 4: Manage Grantee Information ........................................................ 17 Task 4A: Designate a Grantee .................................................................. 18 Task 4B: Edit Designated Grantee Information ......................................... 22 Task 4C: Edit Percentage on a Designated Grantee ................................ 23 Task 4D: Edit Admin and Mit Plan Link for a Designated Grantee ........... 25 Task 5: Enter Federal Public Notice .......................................................... 27 Task 6: Attach Documents ........................................................................ 28 Task 7: Enter User to Grantee Link Information ........................................ 29 Task 8: Enter SF-424 Information ............................................................. 31 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. Table 3-1 provides an overview of the Manage Disaster Information process in NEMIS-MT. Table 3-1: Manage Disaster Information System Process DESCRIPTION Purpose Enter disaster-specific information for HMGP When does it start? After a disaster declaration There are Preliminary Damage Assessment (PDA) tasks completed in the NEMIS-PDA module BEFORE the disaster declaration. Who does it? • FEMA Regional Mitigation Staff o Hazard Mitigation Officer (HMO role) o 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. Table 3-2 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. Table 3-2: Disaster Information Location in NEMIS 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 DISASTER INFORMATION LOCATION IN NEMIS 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 is displayed. 2. Select "MT Analyst" from the drop-down list. Click the OK button. 3. The Select Disaster window is displayed. 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 (Figure 3-1). The PDA information for the disaster you selected in Step 4 is displayed. Figure 3-1: NEMIS .Preliminary Damage Assessment (PDA) Module 7. The General tab of the PDA Module is displayed by default (Figure 3-2). Figure 3-2: PDA .General Tab 8. Under the General tab, there are four sub-tabs. Among them, the Program sub-tab is displayed by default (Figure 3-3). Take note if: • The HM Program checkbox is checked; and • The HM Program Coordinator has been assigned. Figure 3-3: PDA .General .Program Tab 9. On the top part of the screen, click the Planning tab. The Teams information for the disaster is displayed (Figure 3-4). Figure 3-4: PDA .Planning .Teams Tab 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 is displayed by default. Under State Summary there are seven sub-tabs. c. Among the seven sub-tabs, Cost Summary is displayed by default. The tab displays Individual Assistance Cost Summary information for the State (Figure 3-5). Figure 3-5: PDA .Individual Assistance .State Summary .Cost Summary Tab 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 is displayed by default. Under State Summary, there are three sub-tabs. c. Among the three sub-tabs, Part I - Applicant Information is displayed by default. The tab displays Public Assistance Applicant information for the State (Figure 3-6). Figure 3-6: PDA .Public Assistance .State Summary .Applicant Information Tab 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 (Figure 3-7). Figure 3-7: PDA .Public Assistance .State Summary .Cost Estimate Summary Tab 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 is displayed by default. The tab displays the PA and IA Cost Summaries (Figure 3-8). Figure 3-8: PDA .Hazard Mitigation .Program Tab 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 (Figure 3-9). Click the OK button to save your text. Figure 3-9: Cost Adjustment Note 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 (Figure 3-10). Figure 3-10: PDA .Hazard Mitigation .Environmental .State Tab f. The fifth sub-tab under Hazard Mitigation is Flood (Figure 3-11). Figure 3-11: PDA .Hazard Mitigation .Flood .NFIP Tab 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 (Figure 3-12). Figure 3-12: Declaration Module 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 is displayed (Figure 3-13). Figure 3-13: Open Declaration Request Dialog Box 3. Enter the Disaster Number in the Declaration box. 4. Click the OK button. The Declaration tab is displayed by default. The Declaration section at the top half of the tab displays declaration information (Figure 3-14). Figure 3-14: Declaration Tab 5. In the bottom half of the Declaration tab, there are eleven sub-tabs. The Designated Programs sub-tab is displayed 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. 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 is displayed (Figure 3-15). Figure 3-15: FSA Special Mitigation Language 2. To add text, right-click inside the box and select Editor (Figure 3-16). The Editor screen is displayed. Figure 3-16: Editor Menu 3. Enter your comments. 4. Click the SPELL CHECK button if you wish to use that feature (Figure 3-17). 5. Click the OK button when you are finished. Figure 3-17: Editor/Spell-Check Screen 6. The text you entered is now displayed 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 is displayed. From the top menu, select Disaster, then Overview (Figure 3-18). Figure 3-18: Mitigation .Disaster .Overview 4. The Disaster Information tab is displayed by default (Figure 3-19). Figure 3-19: Mitigation .Disaster .Overview .Disaster Information Tab 5. Enter the information listed in Table 3-3. Do not enter the HMGP - Total Obligation Date or the Closeout Dates until the described events actually occur. Table 3-3: Disaster Information Tab Data Fields DATA FIELD INFORMATION TO BE ENTERED 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 (Figure 3-20). Figure 3-20: Mitigation .Disaster .Overview .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 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 is displayed (Figure 3-21). Figure 3-21: Look Up Grantee Window 2. Click the SEARCH button. Designated Grantee records are displayed (Figure 3-22). Figure 3-22: Grantee Search Results 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 is displayed (Figure 3-23). Figure 3-23: County/Place Code List 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 is displayed with the selected County and Place Code. 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 listed in Table 3-4 on the Look up Grantee window. Table 3-4: Look Up Grantee Window Data Fields DATA FIELD INFORMATION TO BE ENTERED 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 is displayed (Figure 3-24). Figure 3-24: Look up a Contact Window g. Follow the instructions in Appendix B for entering Contact information. The Contact information is displayed on the Look up Grantee window. h. Click the OK button. The Grantee information is displayed on the Grantee Information tab (Figure 3-25). Figure 3-25: Grantee Information Tab 5. On the Grantee Information tab, enter the information listed in Table 3-5. Table 3-5: Grantee Information Tab Data Fields DATA FIELD INFORMATION TO BE ENTERED Private Nonprofit Is the Grantee a nonprofit organization? Select one of the following: • Yes • 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 • 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 Do not enter HMGP -Total Obligation Date until all funds are obligated. HMGP – Closeout Date (Reconciliation) Financial Reconciliation Date 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 is displayed. 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 is displayed. 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 is displayed. 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 is displayed. b. In the Grantee Percent box, enter the new percentage. c. In the text area, enter the justification for the change in percentage (Figure 3-26). Figure 3-26: Edit Percentage d. Click the OK button. 3. The new percentage is displayed on the Grantee Information tab. 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 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 is displayed (Figure 3-27). Figure 3-27: MT Admin Plan Window 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 is now displayed 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 is displayed (Figure 3-28). Figure 3-28: MT Mitigation Plan Window 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 is now displayed on the Grantee Information tab. Task 5: Enter Federal Public Notice 1. Click the Federal Public Notice tab (Figure 3-29). Figure 3-29: Mitigation .Disaster .Overview .Federal Public Notice Tab 2. Enter the information listed in Table 3-6. Table 3-6: Federal Public Notice Data Fields DATA FIELD INFORMATION TO BE ENTERED 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 Attach SF-424s using the ATTACH/SCAN button on the SF-424 tab (Task 8: Enter SF-424 Information). 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 (Figure 3-30). Figure 3-30: Mitigation .Disaster .Overview .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. 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 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 (Figure 3-31). Figure 3-31: Mitigation .Disaster .Overview .User to Grantee Link Tab 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 in Table 3-7. Table 3-7: User to Grantee Tab Screen Data Fields DATA FIELD INFORMATION TO BE ENTERED 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. 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 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 is then displayed in the SF-424 data fields. 1. Click the SF424 Information tab (Figures 3-32 and 3-33). Figure 3-32: SF424 Information Tab - Left Side Figure 3-33: SF424 Information Tab – Right Side 2. Table 3-8 describes the information displayed in the SF-424 Information tab. Table 3-8: SF-424 Information Tab Data Fields DATA FIELD DESCRIPTION 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 is displayed (Figure 3-34). Figure 3-34: SF-424 Information - New Row Added 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. 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. 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. notepad notepad notepad lookup applicant az1.jpg county code list az.jpg notepad final approval message.jpg hint adm plan screen caution adm plan screen due dates adm plan screen checklist.jpg notepad adm plan screen followup.jpg notepad adm plan screen attachement.jpg caution notepad hint caution notepad hint caution 5-21 5-22 5-23 5-24 notepad notepad notepad lookup applicant az1.jpg county code list az.jpg final approval message.jpg hint mit_plan_screen2.jpg multijuris mit plan screen.jpg notepad hint caution notepad with jurisdictions.jpg notepad notepad caution mit plan screen due dates.jpg mit plan screen checklist.jpg notepad mit plan followup2.jpg notepad notepad mit plan implement action new.jpg mit plan attach.jpg notepad caution hint mit plan auth.jpg notepad notepad notepad notepad notepad caution 04 Multihazard Mitigation Plan Page1 04 Multihazard Mitigation Plan Page2 04 Multihazard Mitigation Plan Page3 04 Multihazard Mitigation Plan Page4 Unit 4 – Manage the Mitigation Plans Repository Overview .................................................................................................. 4-3 Information Requirements ........................................................................ 4-5 Part I: Grantee HMGP Administrative Plan .............................................. 4-6 Task 1: Select Administrative Plan ........................................................... 4-6 Task 2: Enter Plan Information ............................................................... 4-10 Task 3: Enter Plan Dates ....................................................................... 4-11 Task 4: Enter Checklist Information ....................................................... 4-13 Task 5: Enter Follow-Up Information ...................................................... 4-15 Task 6: Attach Documents ..................................................................... 4-16 Task 7: Authorize the Plan ..................................................................... 4-17 Task 8: Edit an Existing Administrative Plan .......................................... 4-19 References for Grantee HMGP Administrative Plan ............................... 4-22 Sample Grantee HMGP Administration Plan Report ........................... 4-22 Criteria for Grantee HMGP Administrative Plan .................................. 4-26 Part II: Multihazard Mitigation Plan ........................................................ 4-27 Task 1: Select Multihazard Mitigation Plan ............................................ 4-27 Task 2: Enter Plan Information ............................................................... 4-31 Task 3: Enter Other Jurisdictions (for Multijurisdictional Plans only) ...... 4-33 Task 4: Enter Plan Dates ....................................................................... 4-35 Task 5: Enter Checklist Information ....................................................... 4-37 Task 6: Enter Follow-Up Information ...................................................... 4-39 Task 7: Enter Implementation Action Information ................................... 4-40 Task 8: Attach Documents ..................................................................... 4-42 Task 9: Authorize the Plan ..................................................................... 4-43 Task 10: Edit an Existing Multihazard Mitigation Plan ............................ 4-45 References for Multihazard Mitigation Plan ............................................ 4-47 Disaster Categories in Implementation Action Screen ........................ 4-47 Sample State Multihazard Mitigation Plan Report ............................... 4-48 Criteria Checklist for Mitigation Plans ..................................................... 4-52 Grantee Multihazard Mitigation Plan Checklist .................................... 4-52 Local Multihazard Mitigation Plan Checklist ........................................ 4-53 Local Multijurisdictional Multihazard Mitigation Plan Checklist ............ 4-54 State Mitigation Plan (Pre DMA2K) Checklist ..................................... 4-55 Tribal Local Multihazard Mitigation Plan Checklist .............................. 4-58 Tribal Local Multijurisdictional Multihazard Mitigation Plan Checklist .. 4-58 Tribal Multihazard Mitigation Plan Checklist ........................................ 4-59 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. For all disasters declared on or after November 1, 2004, Grantees and Subgrantees are required to have an approved Multihazard Mitigation Plan. Tables 4-1 and 4-2 provide an overview of the Manage Mitigation Plans Repository process in NEMIS-MT. Table 4-1: 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 Table 4-2: 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: o Applicant’s Letter of Intent; o Grantee HMGP Administrative Plan; and o Approval Letter. • Recommended Multihazard Mitigation Plan documents to attach or scan in the Attachments tab include: o Applicant’s Letter of Intent; o Mitigation Plan; o Approval Letter; and o 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 (Figure 4-1). If this is the first process you have selected from the Mitigation functional area, you will be prompted for Group ID and Disaster Number. Figure 4-1: Mitigation .Plans Repository .Grantee HMGP Administrative Plan 2. Highlight Grantee HMGP Admin Plan DMA2K 10/01/2002 forward from the Plan Type drop-down menu. 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 is displayed (Figure 4-2). Figure 4-2: Lookup Applicant 4. Click the SEARCH button. The information for the first Applicant is displayed (Figure 4-3). To see the information of the other Applicants, use the scroll bar on the right. Figure 4-3: Lookup Applicant Search Results 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 is displayed (Figure 4-4). Figure 4-4: County/Place Code List 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. 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 is displayed (Figure 4-5). Click the New Plan button and proceed to Task 2: Enter Plan Information. Figure 4-5: Create Grantee HMGP Administrative Plan Dialog Box If an information box (Figure 4-6) 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. Figure 4-6: System Message if Plan is Already Approved Task 2: Enter Plan Information 1. The Grantee HMGP Admin Plan screen has six tabs at the top of the screen. The General tab is displayed first with plan summary information (Figure 4-7). Figure 4-7: Mitigation .Plans Repository .Grantee HMGP Admin Plan .General Tab 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: Based on Figure 4-7, the title must include the text "Statewide." • The Plan Type (displayed just below the Plan Title) Example: Based on Figure 4-7, the title must include the text "Grantee HMGP Admin Plan." Based on Figure 4-7, the plan title should then include the following text "Statewide Grantee HMGP Admin Plan." 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 (Figure 4-8). Figure 4-8: Mitigation .Plans Repository .Grantee HMGP Admin Plan .Dates Tab 2. Enter the information listed in Table 4-3. Table 4-3: Dates Tab Data Fields DATA FIELD INFORMATION TO BE ENTERED 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 DATA FIELD INFORMATION TO BE ENTERED 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 (Figure 4-9). Figure 4-9: Mitigation .Plans Repository .Grantee HMGP Admin Plan .Checklist Tab 2. Review the Plan Criteria. The list of Grantee HMGP Admin Plan Criteria is available on Page 4-26. 3. For each criterion, enter the information listed in Table 4-4. Table 4-4: Checklist Data Fields DATA FIELD INFORMATION TO BE ENTERED 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 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 is displayed (Figure 4-10). 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. Figure 4-10: Mitigation .Plans Repository .Grantee HMGP Admin Plan .Follow Up Tab 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 (Figure 4-11). 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. Figure 4-11: Attachment Screen 2. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. Recommended documents to attach and scan here include the Applicant’s Letter of Intent, the Grantee HMGP Administrative Plan, and the Approval Letter. 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 are displayed (Figure 4-12). Figure 4-12: Mitigation .Plans Repository .Grantee HMGP Admin Plan .Authorization Tab 2. Enter the information listed in Table 4-5. Table 4-5: Approval Data Fields DATA FIELD INFORMATION TO BE ENTERED 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 DATA FIELD INFORMATION TO BE ENTERED Plan Approval Date Date of final approval, which must be on or after the Regional Administrator’s signature date 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. A sample report is available on Page 4-22. Task 8: Edit an Existing Administrative Plan 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 (Figure 4-13). Figure 4-13: Mitigation .Plans Repository 2. From the Plan Type pull down menu, select Grantee HMGP Admin Plan (Figure 4-14). Figure 4-14: Mitigation .Plans Repository .Grantee HMGP Administrative Plan 3. A table listing all Administrative Plans for the State is displayed (Figure 4-15). Table 4-6 describes the information contained in the data fields. Figure 4-15: Grantee HMGP Administrative Plan Table Table 4-6: Grantee HMGP Administrative Plan Table Data Fields DATA FIELD INFORMATION DISPLAYED 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 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. 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 Sample Grantee HMGP Administration Plan Report (Page 1 of 4) Sample Grantee HMGP Administration Plan Report (Page 2 of 4) Sample Grantee HMGP Administration Plan Report (Page 3 of 4) Sample Grantee HMGP Administration Plan Report (Page 4 of 4) Criteria for Grantee HMGP Administrative Plan Criteria for Pre- and Post-DMA2K Administrative Plans are the same. NO. PLAN CRITERIA REGULATORY REFERENCES 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 (Figure 4-16). If this is the first process you have selected from the Mitigation functional area, you will be prompted for Group ID and Disaster Number. Figure 4-16: Mitigation .Plans Repository 2. Enter the information listed in Table 4-7. The selected plan type list window will be displayed (Figure 4-17). Table 4-7: Create Multihazard Mitigation Plan Data Fields DATA FIELD INFORMATION TO BE ENTERED Plan Type Select one of the following: • State Multihazard Mitigation Plan • Local Multihazard Mitigation Plan • Local Multijurisdictional Multihazard Mitigation Plan • Tribal Mitigation Plan Figure 4-17: Multihazard Mitigation Plan Dialog Box 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 is displayed. 4. Click the SEARCH button. The information for the first Applicant is displayed (Figure 4-18). To see the information of the other Applicants, use the scroll bar on the right. Figure 4-18: Lookup Applicant Search Results 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 is displayed (Figure 3-19). Figure 4-19: County/Place Code List 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. 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 (Figure 4-20). Figure 4-20: Mitigation Plans Repository Dialog Box 8. Click the New Plan button. The Multihazard Mitigation Plan screen is displayed. 9. Proceed to Task 2: Enter Plan Information. If an information box (Figure 4-21) 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. Figure 4-21: System Message if Plan is Already Approved 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 (Figure 4-22). Figure 4-22: Mitigation .Plans Repository .Multihazard Mitigation Plan .General Tab 2. If you selected a Multijurisdictional Multihazard Mitigation Plan, eight tabs appear at the top of the screen as shown in Figure 4-23. Figure 4-23: Multijurisdictional Multihazard Mitigation Plan 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: Based on Figure 4-22, the title must include the text "Gila River Indian Reservation." • The Plan Type (displayed just below the Plan Title) Example: Based on Figure 4-22, the title must include the text "Tribal Mitigation Plan." Based on Figure 4-22, the plan title should then include the following text "Gila River Indian Reservation Tribal Mitigation Plan." 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. 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 (Figure 4-24). Figure 4-24: Mitigation .Plans Repository . Multihazard Mitigation Plan .Jurisdictions Tab 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. 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. If a community is NFIP-mapped, it must be an NFIP Participant in good standing to be an active member of the plan. 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. 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 (Figure 4-25). Figure 4-25: Mitigation .Plans Repository . Multihazard Mitigation Plan .Dates Tab 2. Enter the information listed in Table 4-8. Table 4-8: Dates Tab Data Fields DATA FIELD INFORMATION TO BE ENTERED Plan Due Date Date the Applicant is due to submit the plan Plan Extension Date Click the NEW button to enter any extension dates 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. Edit the date, 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 DATA FIELD INFORMATION TO BE ENTERED 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 the text area to enter the editor. Additional Dates for Enhanced Plans: Plan Sent to Enhanced Plan Review Panel Date the plan was sent to the Enhanced Plan Review Panel Enhanced Plan Review Panel Comments Due Auto-filled with the date corresponding to 45 days after the Plan Received Date. You may overwrite this date if necessary. Enhanced Plan Review Panel Comments Complete Date that comments were actually completed by the Enhanced Plan Review Panel Enhanced Plan Review Recommendation Date Date that the Review Panel submitted its recommendation to FEMA Headquarters 3. On the bottom right part of the Dates tab, click the SAVE button. Task 5: Enter Checklist Information 1. Click the Checklist tab (Figure 4-26). Figure 4-26: Mitigation .Plans Repository . Multihazard Mitigation Plan .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 listed in Table 4-9. Table 4-9: Checklist Data Fields DATA FIELD INFORMATION TO BE ENTERED 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 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 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 (Figure 4-27). 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. Figure 4-27: Mitigation .Plans Repository . Multihazard Mitigation Plan .Follow Up Tab 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. 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 (Figure 4-28). Figure 4-28: Add Implementation Action Screen 2. For each implementation action, enter the information listed in Table 3-10. Table 4-10: Implementation Action Data Fields DATA FIELD INFORMATION TO BE ENTERED Priority Select High, Medium, or Low Team I/A Click Y or N to indicate if it is a team implementation action Status Code Select Abandoned, Completed, Pending, or Underway Status Date Date the status was designated Description of Action General description of the action Estimated Completion Date Date that reflects the Applicant’s goal for completion DATA FIELD INFORMATION TO BE ENTERED Revised Completion Date Revised date the action is to be completed Actual Completion Date Date the action was completed Background Description of the history of this action, i.e., why it is included in this plan Update Any changes to the description or background Comments Any comments on the status of this action that may assist other staff reviewing the plan Agency – Lead Name of the agency in charge of implementing the action Agency – Support Name of the agency supporting the implementation of the action Category Code Select from the List of Disaster Categories on Page 4-47 Likelihood of Implementation Select High, Moderate, or Low Funding Source – Primary Name of the agency funding most of the project Funding Source – Secondary Name of the agency providing secondary or backup funding Costs Section Estimate Total cost estimate, as described in the plan Actual Actual cost when the action is complete Projected Savings Projected savings, if available Actual Savings Actual savings when the action is complete Benefit/Cost Ratio Ratio of actual savings to actual costs Savings Narrative Description of the savings 3. On the bottom right part of the Implementation Action tab, click the SAVE button. Task 8: Attach Documents 1. Click the Attachment tab (Figure 4-29). 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. Figure 4-29: Mitigation .HMGP .Plans Repository . Multihazard Mitigation Plan .Attachment Tab 2. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. Recommended documents to attach or scan here include the Applicant’s Letter of Intent, the Mitigation Plan, the Approval Letter, maps and other documentation. 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 (Figure 4-30). Figure 4-30: Mitigation .Plans Repository . Multihazard Mitigation Plan .Authorization Tab 2. Enter the information listed in Table 4-11. Table 4-11: Approval Data Fields DATA FIELD INFORMATION TO BE ENTERED HMO Decision Select Approve or Pending This data field is displayed only in Local and Tribal (Local) Multihazard Mitigation Plans. Enhanced or Standard Select Standard Plan or Enhanced Plan This data field is displayed only in State and Tribal Multihazard Mitigation Plans. HMO Decision Date Once you select Approve in the State HMO Decision field, NEMIS-MT auto-fills this field with the current date. Edit the date, if necessary. Division Director Decision Select Approve or Pending DATA FIELD INFORMATION TO BE ENTERED Division Director Decision Date Once you select Approve in the Division Director Decision field, NEMIS-MT auto-fills this field with the current date. Edit the date if necessary. Regional Administrator Signature Date Date the Regional Administrator gave approval or conditional approval Letter Sent to Submitter Date Date the Applicant was notified of the Regional Administrator’s decision The system DOES NOT automatically generate this letter. Plan Approval Date Date of final approval, which may differ from the Regional Administrator’s signature date if conditional approval was given 3. On the bottom right part of the Authorization tab, click the SAVE button. 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. A sample report is provided on Page 4-48. Task 10: Edit an Existing Multihazard Mitigation Plan 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. 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 (Figure 4-31). Figure 4-31: Mitigation .Plans Repository .Multihazard Mitigation Plan 2. The Select Multihazard Mitigation Plan dialog box will display (Figure 4-32). (If you have not chosen applicant name, click SELECT and choose applicant name before proceeding). Figure 4-32: Select Multihazard Mitigation Plan 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 Sample State Multihazard Mitigation Plan Report State Multihazard Mitigation Plan Sample Report (Page 1) State Multihazard Mitigation Plan Sample Report (Page 2) State Multihazard Mitigation Plan Sample Report (Page 3) State Multihazard Mitigation Plan Sample Report (Page 4) Criteria Checklist for Mitigation Plans PLAN NAME PAGE NUMBER Grantee Multihazard Mitigation Plan Checklist 4-52 Local Multihazard Mitigation Plan Checklist 4-53 Local Multijurisdictional Multihazard Mitigation Plan Checklist 4-54 State Mitigation Plan (Pre DMA2K) Checklist 4-55 Tribal Local Multihazard Mitigation Plan Checklist 4-58 Tribal Local Multijurisdictional Multihazard Mitigation Plan Checklist 4-58 Tribal Multihazard Mitigation Plan Checklist 4-59 Grantee Multihazard Mitigation Plan Checklist NO. PLAN CRITERIA REGULATORY REFERENCES 2 Prerequisite: Adoption by the State Government 201.4 (c)(6), 201.4(c)(7) 3 Planning Process: Documentation of Planning Process 201.4(c)(1) 4 Planning Process: Coordination Among Agencies 201.4(b) 5 Planning Process: Integration with Other Planning Efforts 201.4(b) 6 Risk Assessment: Identifying Hazards 201.4(c)(2)(i) 7 Risk Assessment: Profiling Hazard Events 201.4(c)(2)(i) 8 Risk Assessment: Assessing Vulnerability by Jurisdiction 201.4(c)(2)(ii) 9 Risk Assessment: Assessing Vulnerability of State Facilities 201.4(c)(2)(ii) 10 Risk Assessment: Estimating Potential Losses by Jurisdiction 201.4(c)(2)(iii) 11 Risk Assessment: Estimating Potential Losses of State Facilities 201.4(c)(2)(iii) 12 Mitigation Strategy: Hazard Mitigation Goals to Guide Activity Selection 201.4(c)(3)(i) 13 Mitigation Strategy: State Capability Assessment 201.4(c)(3)(ii) 14 Local Capability Assessment 201.4(c)(3)(ii) 15 Mitigation Strategy: Mitigation Measures 201.4(c)(3)(iii) 16 Mitigation Strategy: Funding Sources 201.4(c)(3)(iv) 17 Severe Repetitive Loss Mitigation Strategy: Repetitive Loss Mitigation Strategy 201.4(c)(3)(v) NO. PLAN CRITERIA REGULATORY REFERENCES 18 Coordination of Local Mitigation Planning: Local Funding and Technical Assistance 201.4(c)(4)(i) 19 Coordination of Local Mitigation Planning: Local Plan Integration 201.4(c)(4)(ii) 20 Coordination of Local Mitigation Planning: Prioritizing Local Assistance 201.4(c)(4)(iii) 21 Plan Maintenance Process: Monitoring, Evaluating and Updating the Plan 201.4(c)(5)(i) 22 Plan Maintenance Process: Monitoring Progress of Mitigation Activities 201.4(c)(5)(ii) and (iii) 23 Enhanced State Mitigation Plans 24 Prerequisite: Adherence to Standard State Plan 201.5(b) 25 Integration with Other Planning Initiatives 201.5(b)(1) 26 Project Implementation Capability 201.5(b)(2)(i) and (ii) 27 Mitigation Program Management 201.5(b)(2)(iii) 28 Assessment of Mitigation Actions 201.5(b)(2)(iv) 29 Effective Use of Available Mitigation Funding 201.5(b)(3) 30 Commitment to a Comprehensive Mitigation Program Requirement 201.5(b)(4)(i-vi) Local Multihazard Mitigation Plan Checklist NO. PLAN CRITERIA REGULATORY REFERENCES 2 Prerequisite: Adoption by the Local Governing Body 201.6(c)(5) 3 Prerequisite: Multi-jurisdictional Plan Adoption 201.6(c)(5) 4 Prerequisite: Multi-jurisdictional Planning Participation 201.6(a)(3) 5 Planning Process: Public Involvement 201.6(b)(1-3) 6 Planning Process: Documentation of Planning Process 201.6(c)(1). 7 Risk Assessment: Identifying Hazards 201.6(c)(2)(i) 8 Risk Assessment: Profiling Hazard Events 201.6(c)(2)(i) 9 Risk Assessment: Assessing Vulnerability: Repetitive Loss Properties 201.6(c)(2)(ii) 10 Risk Assessment: Assessing Vulnerability: Identifying Assets 201.6(c)(2)(ii)(A) NO. PLAN CRITERIA REGULATORY REFERENCES 11 Risk Assessment: Assessing Vulnerability: Estimating Potential Losses 201.6(c)(2)(ii)(B) 12 Risk Assessment: Assessing Vulnerability: Analyzing Development Trends 201.6(c)(2)(ii)(C) 13 Risk Assessment: Multi-jurisdictional Risk Assessment 201.6(c)(2)(iii) 14 Mitigation Strategy: Local Hazard Mitigation Goals 201.6(c)(3)(i) 15 Mitigation Strategy: Identification and Analysis of Mitigation Measures 201.6(c)(3)(ii) 16 Mitigation Strategy: Implementation of Mitigation Measures 201.6(c)(3)(iii) 17 Mitigation Strategy: Multi-jurisdictional Mitigation Strategy 201.6(c)(3)(iv) 18 Plan Maintenance Procedures: Monitoring, Evaluating, and Updating the Plan 201.6(c)(4)(i) 19 Plan Maintenance Procedures: Implementation Through Existing Programs 201.6(c)(4)(ii) 20 Plan Maintenance Procedures: Continued Public Involvement 201.6(c)(4)(iii) Local Multijurisdictional Multihazard Mitigation Plan Checklist NO. PLAN CRITERIA REGULATORY REFERENCES 2 Prerequisite: Adoption by the Local Governing Body 201.6(c)(5) 3 Prerequisite: Multi-jurisdictional Plan Adoption 201.6(c)(5) 4 Prerequisite: Multi-jurisdictional Planning Participation 201.6(a)(3) 5 Planning Process: Public Involvement 201.6(b)(1-3) 6 Planning Process: Documentation of Planning Process 201.6(c)(1) 7 Risk Assessment: Identifying Hazards 201.6(c)(2)(i) 8 Risk Assessment: Profiling Hazard Events 201.6(c)(2)(i) 9 Risk Assessment: Assessing Vulnerability: Repetitive Loss Properties 201.6(c)(2)(ii) 10 Risk Assessment: Assessing Vulnerability: Identifying Assets 201.6(c)(2)(ii)(A) 11 Risk Assessment: Assessing Vulnerability: Estimating Potential Losses 201.6(c)(2)(ii)(B) 12 Risk Assessment: Assessing Vulnerability: Analyzing Development Trends 201.6(c)(2)(ii)(C) 13 Risk Assessment: Multi-jurisdictional Risk Assessment 201.6(c)(2)(iii) NO. PLAN CRITERIA REGULATORY REFERENCES 14 Mitigation Strategy: Local Hazard Mitigation Goals 201.6(c)(3)(i) 15 Mitigation Strategy: Identification and Analysis of Mitigation Measures 201.6(c)(3)(ii) 16 Mitigation Strategy: Implementation of Mitigation Measures 201.6(c)(3)(iii) 17 Mitigation Strategy: Multi-jurisdictional Mitigation Strategy 201.6(c)(3)(iv) 18 Plan Maintenance Procedures: Monitoring, Evaluating, and Updating the Plan 201.6(c)(4)(i) 19 Plan Maintenance Procedures: Implementation Through Existing Programs 201.6(c)(4)(ii) 20 Plan Maintenance Procedures: Continued Public Involvement 201.6(c)(4)(iii) State Mitigation Plan (Pre DMA2K) Checklist NO. PLAN CRITERIA REGULATORY REFERENCES 1 Has the State Mitigation Plan been approved? If yes, place the date of approval in the comments field. 206.403, 206.405 2 Does the State Mitigation Plan have approval dates other than the original? If yes, place the latest approval date in the comments field. 206.405(a)(4) 3 Was the plan required to be updated as a condition of the previous declaration? If yes, place the due date for the update in the comments field. 206.403(b)(2), 206.405(d) 4 Does the State have a State Mitigation Team? If yes, place the team creation date in the comments field. 5 Is the State Mitigation Plan developed and/or reviewed by a State Mitigation Team prior to being sent to FEMA? 206.402(c)(4) 6 Is there an Executive Order or some other legal instrument which created and provides authorization for the Mitigation Team to implement Mitigation actions across a broad range of State programs? 7 Does the plan reference the State Mitigation Team and cite its authorities and responsibilities? 8 Has the State or Local jurisdiction agreed to undertake any action(s) as a condition of past disaster assistance? If yes, identify the action that was to be taken and the current status. 206.403(b)(3) 9 Does the plan identify the hazards in the State? 206.405(a)(1) 10 If the answer to the above question is no, does the plan identify the hazards in the areas which have received a Federal declaration for a major disaster, an emergency, or for fire suppression? NO. PLAN CRITERIA REGULATORY REFERENCES 11 Does the plan identify hazards by associating them with a geographic location, a geologic feature, and a political jurisdiction (i.e., location on a USGS map panel, a mapped/named watershed, in a named county, town, and/or community? 12 Is there an evaluation of the potential magnitude of each hazard’s characteristics (storm surge, wave height, flood level, erosion, wind, liquefaction) by geographic location or political jurisdiction? 13 Is any scale used to identify the likelihood of each hazard related event? 14 Based on the location, potential magnitude, and likelihood of an event, is there an estimate of the number of people at risk from each hazard? 15 Is there an estimate of the value of the property exposed to each hazard? 16 Are the critical facilities that are exposed to each hazard identified? 17 Based on the location, potential magnitude, and likelihood of an event, is there an estimate of probable damage for each critical facility? 18 Has the State identified potential environmental impacts associated with specific hazards for defined geographic areas or political jurisdictions? 19 Has the State plan ranked the identified hazards to prioritize Mitigation implementation based on established criteria? 20 Does the plan reference Federal Authorities for Mitigation? 21 Does the plan contain a listing of referenced State Mitigation authorities? 22 Are State agencies identified that have Mitigation policies? 23 Has the State identified its programs that implement Mitigation policies? 24 Does the plan reference State programs and identify goal and timelines for Mitigation implementation? 206.406(i) 25 Does the State plan identify implementation measures for Mitigation actions that will protect the life safety of the at-risk population? 206.406(i) 26 Does the State plan identify implementation measures for Mitigation actions that will protect private property? 206.406(i) 27 Does the State plan identify implementation measures for Mitigation actions that will protect government facilities and public infrastructure? 206.406(i) 28 Does the State plan identify implementation measures for Mitigation actions to protect State environmental resources? 206.406(i) NO. PLAN CRITERIA REGULATORY REFERENCES 29 Is there an interagency coordination element included in the plan to support State agency cooperative Mitigation efforts? 206.402(c) 30 Does the plan or plan annex reference County or Local-level authorities? If yes, please answer questions 31 through 36. 31 Does the County or Local-level plan element have Mitigation goals that relate to existing Local, County, or State programs? 206.405(3) 32 Does the County or Local-level plan element identify Mitigation actions that will protect the life safety of the at-risk population? 206.405(4) 33 Does the County or Local plan element identify implementation measures for Mitigation actions that will protect private property? 206.405(4) 34 Does the County or Local plan element identify Mitigation actions that will protect government facilities and public infrastructure? 206.405(4) 35 Does the County or Local plan element identify Mitigation measures to protect environmental resources in an identified hazard area? 206.405(4) 36 Is there an interagency coordination element included in the plan to support Local and/or County interagency cooperative Mitigation efforts? 206.406(d) 37 Is there an implementation strategy identified to inform the public about the known hazards and level of risk associated with specific geographic areas or political jurisdictions? 206.406(c) 38 Is there a strategy to include Mitigation workshops and/or technical training sessions on hazard risk reduction for State officials? 39 Is there a strategy to include Mitigation workshops for critical facility managers in identified high-risk hazard areas? 40 Is there a strategy to provide hazard identification, risk reduction and land use planning information to County and Local government officials? 41 Is there a strategy to include community participation workshops for high hazard areas on the use of protective natural Mitigation features that provide a Mitigation benefit? 42 Is there a strategy for County and/or Local-level development or implementation of land use planning regulations? 206.406(4)(d) 43 Is there a strategy for State, County and/or Local-level adoption/enforcement of building codes? 206.406(4)(d) 44 Is there a strategy for State, County or Local land acquisition of private property in identified/designated high hazard areas? 45 Is there a strategy that will maximize coordination of Mitigation implementation among public- and private-sector interests in the identified high hazard areas at a County or Local level? 206.406(e) 46 Is there a State strategy to encourage community participation in the National Flood Insurance Program? NO. PLAN CRITERIA REGULATORY REFERENCES 47 If the answer to the previous question is yes, is there a strategy to encourage communities to participate in the Community Rating System? Tribal Local Multihazard Mitigation Plan Checklist NO. PLAN CRITERIA REGULATORY REFERENCES 2 Prerequisite: Adoption by the Local Governing Body 201.6(c)(5) 5 Planning Process: Public Involvement 201.6(b)(1-3) 6 Planning Process: Documentation of Planning Process 201.6(c)(1) 7 Risk Assessment: Identifying Hazards 201.6(c)(2)(i) 8 Risk Assessment: Profiling Hazard Events 201.6(c)(2)(i) 9 Risk Assessment: Assessing Vulnerability: Identifying Assets 201.6(c)(2)(ii)(A) 10 Risk Assessment: Assessing Vulnerability: Estimating Potential Losses 201.6(c)(2)(ii)(B) 11 Risk Assessment: Assessing Vulnerability: Analyzing Development Trends 201.6(c)(2)(ii)(C) 13 Mitigation Strategy: Local Hazard Mitigation Goals 201.6(c)(3)(i) 14 Mitigation Strategy: Identification and Analysis of Mitigation Measures 201.6(c)(3)(ii) 15 Mitigation Strategy: Implementation of Mitigation Measures 201.6(c)(3)(iii) 17 Plan Maintenance Procedures: Monitoring, Evaluating, and Updating the Plan 201.6(c)(4)(i) 18 Plan Maintenance Procedures: Implementation Through Existing Programs 201.6(c)(4)(ii) 19 Plan Maintenance Procedures: Continued Public Involvement 201.6(c)(4)(iii) Tribal Local Multijurisdictional Multihazard Mitigation Plan Checklist NO. PLAN CRITERIA REGULATORY REFERENCES 2 Prerequisite: Adoption by the Local Governing Body 201.6(c)(5) 3 Prerequisite: Multi-jurisdictional Plan Adoption 201.6(c)(5) 4 Prerequisite: Multi-jurisdictional Planning Participation 201.6(a)(3) 5 Planning Process: Public Involvement 201.6(b)(1-3) NO. PLAN CRITERIA REGULATORY REFERENCES 6 Planning Process: Documentation of Planning Process 201.6(c)(1) 7 Risk Assessment: Identifying Hazards 201.6(c)(2)(i) 8 Risk Assessment: Profiling Hazard Events 201.6(c)(2)(i) 9 Risk Assessment: Assessing Vulnerability: Identifying Assets 201.6(c)(2)(ii)(A) 10 Risk Assessment: Assessing Vulnerability: Estimating Potential Losses 201.6(c)(2)(ii)(B) 11 Risk Assessment: Assessing Vulnerability: Analyzing Development Trends 201.6(c)(2)(ii)(C) 12 Risk Assessment: Multi-jurisdictional Risk Assessment 201.6(c)(2)(iii) 13 Mitigation Strategy: Local Hazard Mitigation Goals 201.6(c)(3)(i) 14 Mitigation Strategy: Identification and Analysis of Mitigation Measures 201.6(c)(3)(ii) 15 Mitigation Strategy: Implementation of Mitigation Measures 201.6(c)(3)(iii) 16 Mitigation Strategy: Multi-jurisdictional Mitigation Strategy 201.6(c)(3)(iv) 17 Plan Maintenance Procedures: Monitoring, Evaluating, and Updating the Plan 201.6(c)(4)(i) 18 Plan Maintenance Procedures: Implementation Through Existing Programs 201.6(c)(4)(ii) 19 Plan Maintenance Procedures: Continued Public Involvement 201.6(c)(4)(iii) Tribal Multihazard Mitigation Plan Checklist NO. CRITERIA REGULATORY REFERENCES 2 Prerequisite: Adoption by the Tribal Government 201.4 (c)(6), 201.4(c)(7) 3 Planning Process: Documentation of Planning Process 201.4(c)(1) 4 Planning Process: Coordination Among Agencies 201.4(b) 5 Planning Process: Integration with Other Planning Efforts 201.4(b) 6 Risk Assessment: Identifying Hazards 201.4(c)(2)(i) 7 Risk Assessment: Profiling Hazard Events 201.4(c)(2)(i) 8 Risk Assessment: Assessing Vulnerability by Jurisdiction 201.4(c)(2)(ii) 9 Risk Assessment: Assessing Vulnerability of Tribal Facilities 201.4(c)(2)(ii) 10 Risk Assessment: Estimating Potential Losses by Jurisdiction 201.4(c)(2)(iii) NO. CRITERIA REGULATORY REFERENCES 11 Risk Assessment: Estimating Potential Losses of Tribal Facilities 201.4(c)(2)(iii) 12 Mitigation Strategy: Hazard Mitigation Goals to Guide Activity Selection 201.4(c)(3)(i) 13 Mitigation Strategy: Tribal Capability Assessment 201.4(c)(3)(ii) 14 Local Capability Assessment 201.4(c)(ii) 15 Mitigation Strategy: Mitigation Measures 201.4(c)(3)(iii) 16 Mitigation Strategy: Funding Sources 201.4(c)(3)(iv) 17 Coordination of Local Mitigation Planning: Local Funding and Technical Assistance 201.4(c)(4)(i) 18 Coordination of Local Mitigation Planning: Local Plan Integration 201.4(c)(4)(ii) 19 Coordination of Local Mitigation Planning: Prioritizing Local Assistance 201.4(c)(4)(iii) 20 Plan Maintenance Process: Monitoring, Evaluating, and Updating the Plan 201.4(c)(5)(i) 21 Plan Maintenance Process: Monitoring Progress of Mitigation Activities 201.4(c)(5)(ii) and (iii) 22 ENHANCED TRIBAL MITIGATION PLANS CRITERIA 23 Prerequisite: Adherence to Standard Tribal Plan 201.5(b) 24 Integration with Other Planning Initiatives 201.5(b)(1) 25 Project Implementation Capability 201.5(b)(2)(i) and (ii) 26 Mitigation Program Management 201.5(b)(2)(iii) 27 Assessment of Mitigation Actions 201.5(b)(2)(iv) 28 Effective Use of Available Mitigation Funding 201.5(b)(3) 29 Commitment to a Comprehensive Mitigation Program 201.5(b)(4)(i-vi) notepad notepad notepad grantee all.JPG financial details grantee_worksheet_left.JPG notepad caution grantee_worksheet_right1.JPG hint funding estimate worksheet error message.jpg caution financial details commit funds msg1.jpg notepad curr amt est new.jpg notepad funding categories.JPG financial info new row.JPG caution lockin review.JPG lockin right.JPG notepad comments.JPG caution financial activity grantee.jpg caution budget planning.jpg caution 7-23B notepad auto0 auto0 auto0 auto0 Funding Est Page5-37-page 2 bitmap Funding Est Funding Est Unit 5 – Manage HMGP Funding Estimate Overview .................................................................................................. 5-2 Information Requirements ........................................................................ 5-3 Task 1: Ensure Disaster and Grantee Information is Entered .................. 5-4 Task 2: Enter Financial Details ................................................................ 5-6 Task 3: Establish Funding Estimate ....................................................... 5-10 Task 4: Enter Financial Information........................................................ 5-12 Task 5: Enter Lock-in Information .......................................................... 5-15 Task 6: Enter Comments/Attachments ................................................... 5-18 Task 7: Review Financial Activity Information ........................................ 5-20 Task 8: Review Budget Planning Information ......................................... 5-22 References for HMGP Funding Estimate ............................................... 5-24 Sample Reports .................................................................................. 5-24 Overview The NEMIS-MT Manage HMGP Funding Estimate (FES) process allows FEMA Regional staff members to: • Establish Funding Estimates for HMGP Grantees designated for the disaster; and • Update/Revise Funding Estimates as financial information changes during the disaster response and recovery phase. Table 5-1 provides an overview of the Manage HMGP Funding Estimate process. Table 5-1: Manage HMGP Funding Estimate Process DESCRIPTION Purpose Manage HMGP Funding Estimate When does it start? Within 30 days of a disaster declaration The complete process could last until Disaster Closeout. Who does it? FEMA Regional Mitigation staff with the Hazard Mitigation Officer (HMO) role How is it done? Execute eight tasks: Task 1: Ensure Disaster and Grantee Information is Entered Task 2: Enter Financial Details Task 3: Establish Funding Estimate Task 4: Enter Financial Information Task 5: Enter Lock-in Information Task 6: Enter Comments/Attachments Task 7: Review Financial Activity Information Task 8: Review Budget Planning Information Information Requirements FEMA Regional Mitigation Staff with the Hazard Mitigation Officer (HMO) role will need the following documents as a source of financial information that need to be entered into the system: • Disaster Projection Report (DPR); • Disaster Financial Status Report (DFSR); • Public Assistance S5; and • State Management Cost. If you use the initial DPR, verify figures with Individual Assistance (IA) and Public Assistance (PA). PA figures can be checked by printing the S5 from the NEMIS - Infrastructure module. For Disaster Numbers 1778 and newer, contact the Regional Public Assistance Point of Contact. Task 1: Ensure Disaster and Grantee Information is Entered Before HMGP Funding Information can be entered into NEMIS-MT, the disaster information must have been entered in the system. Specifically, the Grantee(s) for the disaster must have been designated in the system. To ensure that this has been done, complete the following steps: 1. On the MITIGATION menu bar, click Disaster . Overview (Figure 5-1). If needed, select your Group ID and enter the Disaster Number. Figure 5-1: Mitigation .Disaster .Overview 2. The Disaster Information tab is displayed by default (Figure 5-2). Figure 5-2: Mitigation .Disaster .Overview .Disaster Information Tab 3. Click the Grantee Information tab. If Grantee(s) have been designated for the disaster, their information is displayed. If Grantee(s) have not been designated for the disaster, complete the steps in Unit 3, Task 4: Manage Grantee Information, before proceeding to Task 2 in this Unit. 4. On the bottom right of the Grantee Information tab, click the CLOSE button. Task 2: Enter Financial Details 1. On the MITIGATION menu bar, click Funding . Estimate (Figure 5-3). Figure 5-3: Mitigation .Funding .Estimate 2. The HMGP Financial Activity tab is displayed. At the top left part of the tab, select either the Grantee if only one or "ALL" if more than one from the Grantee drop-down list (Figure 5-4). Figure 5-4: Funding Estimate - Select Grantee 3. Click the Financial Details tab (Figure 5-5). Figure 5-5: Mitigation .Funding .Estimate .Financial Details Tab 4. Under the Human Services section, in the "Cora Brown" data field, enter the Cora Brown funding amounts in the “Estimated Fed Share” field. 5. Under the Mission Assignments section, in the "Other" data field, enter the Non-Administrative Mission Assignment funding amounts in the “Estimated Fed Share” field. 6. Under the Other Applicable Funding section, in the “Other Est Amt" data field, enter the latest financial information from Infrastructure Support and Human Services in the “Estimated Fed Share” field. After Dec. 13, 2004, the system will no longer auto-fill the amounts in the Infrastructure Support and Human Services sections. To get the latest financial information, do one of the following: 1. Check the Disaster Financial Status Report (DFSR) and PA-S5, or 2. Ask the appropriate regional personnel. Total dollars entered into these fields must be less than one trillion dollars. Overall, the disaster total damages must be less than one trillion dollars. 7. On the bottom right part of the Financial Details tab, click the GRANTEE WORKSHEET button. The Funding Estimate Worksheet is displayed. The left side of the screen displays read-only fields (Figure 5-6). The Grantee Worksheet has been redesigned so that, if there is more than one Grantee, it allows the division of the funds among the Grantees. The amount is based on the percentage for each Grantee (depending on the type of mitigation plan that is in effect, i.e., Standard Plan and Enhanced Plan). Figure 5-6: Funding Estimate Worksheet - Left Side 8. Review the read-only information listed in Table 5-2. Table 5-2: Funding Estimate Worksheet Read-Only Data Fields DATA FIELD READ ONLY INFORMATION Grantee Name Applicant receiving HMGP funds Place Code Place Code, part of the Federal Information Processing Standards (FIPS) code Cnty Cd County Code, part of the FIPS code St Cd State Code Total Damages Auto-fills from Total Damages amount in the Financial Details tab Grantee Estimate Current established estimate that can be spent on HMGP by the Grantee. Auto-fills by multiplying the Total Damages value with the Percent value IS Est Amount Amount automatically carried over from the Financial Details tab 9. The right side of the worksheet (Figure 5-7) displays the fields where you can enter financial data. Figure 5-7: Funding Estimate Worksheet – Right Side If the State is the only Grantee, the dollar amounts you enter in the MA Est Amount and Other Est Amount fields are the same as those in the Financial Details screen. 10. For each Grantee, enter the information listed in Table 5-3. Table 5-3: Funding Estimate Worksheet Data To Be Entered DATA FIELD INFORMATION TO BE ENTERED HS Est Amount Estimated funding for Human Services MA Est Amount Estimated funding for Non-Administrative Mission Assignments for the Grantee (if separate figures are available) Other Est Amount Amount of all funding assigned to this Grantee that has not been entered elsewhere St Mgmt Amount State Management Costs authorized for the Grantee Comments Comments or notes. Double-click in the text area to access the Comment Editor. After entering the information, make sure that the dollar amounts in the Worksheet Totals fields match the dollar amounts in the Balances from HMGP Financial Details fields. 11. If the dollar amounts in the Worksheet Totals fields do not match those in the Balances from HMGP Financial Details fields, the dollar amounts not accounted for are displayed in red (Figure 5-8). Figure 5-8: Funding Estimate Worksheet Error Message -"Amounts Not Accounted For" 12. Correct the dollar amounts by repeating Steps 2 - 11 until you get matching numbers. 13. Click the OK button to close the worksheet and to return to the HMGP Financial Details screen. Task 3: Establish Funding Estimate 1. Click the Financial Details tab (Figure 5-9). Ensure that the dollar amounts displayed are current. Figure 5-9: Mitigation .Funding .Estimate .Financial Details Tab 2. Click the COMMIT RECALCS button. The system displays a message confirming “Commit estimated obligated funds?” (Figure 5-10). Figure 5-10: Commit Funds Confirmation Message 3. Click the OK button. This establishes the Funding Estimate and authorizes FEMA to allocate and obligate funds. 4. The warning message that it may take some time for this amount to be added to the database is displayed (Figure 5-11). Figure 5-11: Database Warning When the COMMIT RECALCS button is clicked, a new Current Estimate Amount is established and added to the HMGP Financial Info screen. Until the new Current Estimate Amount appears on the Financial Information Tab, funds cannot be distributed according to the various Funding Categories (executed in Task 4: Enter Financial Information). Task 4: Enter Financial Information 1. Click the Financial Info tab. At the top left of the tab, select either the Grantee if only one or "ALL" if more than one from the Grantee drop-down list (Figure 5-12). Figure 5-12: Mitigation .Funding .Estimate .Financial Info Tab 2. On the bottom left part of the tab, the read-only Current Estimate Amount is displayed. If more than one row is displayed, each row represents a revision of the amount. As displayed in Figure 5-12, the top row is the latest revision and is the current amount. This is the Current Estimate Amount that was auto-filled when Task 3: Establish Funding Estimate was completed. 3. In the top half of the screen, Grantee Lock-In Amounts information is displayed (Figure 5-13). Figure 5-13: Financial Info Details for Grantees Table 5-4 describes the Grantee Lock-in Amounts data fields. Table 5-4: Grantee Lock-In Amounts Data Fields DATA FIELD INFORMATION TO BE VIEWED/ENTERED HMGP Lock-In Amount Current Estimate Amount for the Grantee Initiative Pct * Percentage of funds set aside for State initiative projects. (10 percent if declared for Tornado). System default percentage is 5 percent. The percentage can be changed on this screen but the maximum value is 10 percent. Initiative Lock-in Amount * State initiative amount, calculated by multiplying the HMGP Lock-In Amount by the Initiative Pct. The amount may be changed on this screen but the maximum value is 10 percent of the HMGP Lock-In Amount. Planning Pct Percentage of funds set aside for planning projects. System default percentage is 7 percent. Edit the percentage if necessary but the maximum value is 7 percent. Planning Lock-in Amount Planning amount, calculated by multiplying the HMGP Lock-In Amount by the Planning Pct. Edit the dollar amount if necessary but the maximum value is 7 percent of the HMGP Lock-In Amount. State Management Costs (SMC) Lock-In Amt State Management Amount that was entered in Task 2: Enter Financial Details and established in Task 3: Establish Funding Estimate. DATA FIELD INFORMATION TO BE VIEWED/ENTERED Regular Project Lock-In Amount For disasters declared before 11/13/2007: Remaining funding amount after Initiative, Planning and State Management Amounts have been subtracted from the HMGP Lock-In amount. Auto-filled by the system. For disasters declared on or after 11/13/2007: Remaining funding amount after Initiative and Planning have been subtracted from the HMGP Lock-In amount. Auto-filled by the system. 4. To add a new row of Financial Info, complete the following steps. a. Click the NEW button. A blank row is displayed (Figure 5-14) with the default Initiative and Planning Percentages showing. The system auto-fills the Date and Time of the new record entry. Figure 5-14: Financial Info Details - New Row b. At the top left of the Financial Info tab, select a Grantee from the drop-down list. It will either auto-fill or enter the dollar amounts or percentages for that Grantee. DO NOT DELETE GRANTEE LOCK-IN AMOUNT ESTIMATES UNLESS ABSOLUTELY NECESSARY. For audit purposes, all changes or updates must be viewable and not deleted, except for typo errors. Upon completion of the Financial Info Line for each Grantee, verify funding calculations for each Funding Category and Grantee. Task 5: Enter Lock-in Information 1. Click the Disaster Lock-In Review tab. The Review and Ceiling Lock-in Dates and Amounts table is displayed (Figures 5-15 and 5-16). Figure 5-15: Mitigation .Funding .Estimate .Disaster Lock-In Review Tab .Left Side Figure 5-16: Mitigation .Funding .Estimate .Disaster Lock-In Review Tab .Right Side 2. At the top left part of the tab, select a Grantee from the drop-down list. 3. The tab displays a row of information for each of the seven potential lock-in stages: • Initial Estimate for Program Startup (usually performed 30 days after the disaster declaration); • 3-Month Estimate*; • 6-Month Lock-in; • 9-month Lock-in*; • 12-Month Lock-in (usually the final lock-in); • 18-Mo Final Lock-in (if exception granted); and • Other (if exception granted). * Note – For the 3 month and 9 month estimate: While the system still shows a 3 and 9 month estimate, these are not required by 44CFR Part 207.5 (b) and are usually no longer provided at these intervals. 4. Enter the information listed in Table 5-5 for the appropriate lock-in stage. Table 5-5: Disaster Lock-in Review Data Fields DATA FIELD INFORMATION TO BE ENTERED Lock-in Date Date current HMGP Lock-in Amount was established Lock-in Amount HMGP Lock-in Amount currently established for the Grantee SMC Lock-In Amount State Management Costs currently established for the Grantee SMC Lock-In Date Date current SMC Lock-in Amount was established Letter Sent Was the Funding Estimate Lock-in Letter sent to the Grantee? Select one of the following: • Yes • No If you select "No" and then click the LAUNCH LETTER button, the system changes the selection to "Yes.” A letter must be sent to each Grantee. The form letter may be used or another letter that is generated manually. DATA FIELD INFORMATION TO BE ENTERED Comments Comments regarding the Lock-in Date or Lock-in Amount that provide clarification or required additional information. The Inspector General may be inquiring how the funding estimate is being determined. The supporting Comments may be used to support calculations. Double-click inside the text area to access the Comment Editor. 5. Repeat Steps 2 through 5 for each Grantee designated for the disaster. Task 6: Enter Comments/Attachments Comments/Attachments are used to capture the historical flow of financial information as entered by different system users. 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. Do not attach documents in the Funding Estimate area. Funding Estimate documentation should only be attached in the Disaster Overview area. 1. Click the Comments/Attachments tab (Figure 5-17). Figure 5-17: Mitigation .Funding .Estimate .Comments/Attachments Tab 2. To add comments, complete Steps 2a - 2d. a. Click the ADD button. A new row for Comments is displayed, with the date and time of entry and your User Name. b. Double-click inside the text field to access the Comment Editor. c. In the Comment Editor text area, enter the comments. Click the OK button. d. The comments you entered are now displayed on the Comments/Attachments tab. 3. To attach documents, click the ATTACHMENTS button. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. Task 7: Review Financial Activity Information 1. Click the HMGP Financial Activity tab (Figure 5-18). Figure 5-18: Mitigation .Funding .Estimate .HMGP Financial Activity Tab 2. At the top left part of the tab, select the Grantee from the drop-down list. The tab displays five columns for various funding amounts: A. Projected (Current Funding Estimate) B. Total Allocated in NEMIS-MT C. Available (Projected minus Allocated) D. Total Obligated in NEMIS-MT E. Available (Projected minus Obligated) There must never be a negative amount in any column on this tab. In order to avoid negative amounts or errors when preparing an Allocation, always review the information in the HMGP Financial Activity and Budget Planning tabs first to ensure there are sufficient funds. 3. Review the read-only information listed in Table 5-6. Table 5-6: HMGP Financial Activity Data Fields DATA FIELD INFORMATION TO BE REVIEWED HMGP Project Funds Amount available for all project types in the current funding estimate, as established in Task 3: Establish Funding Estimate Regular Projects Amount remaining (minus the Initiative and Planning Amounts, if utilized) of project funds Initiative Projects Amount calculated from the percentage set aside for State initiatives, as set in Task 4: Enter Financial Information State Management Costs Amount entered in Task 2: Enter Financial Details Planning Projects As authorized by the Disaster Mitigation Act of 2000, this is calculated at up to 7 percent of the estimated HMGP funds for each disaster Estimated Ceiling Total amount of the funding estimate, including the State Management Costs (SMC) Grantee Admin Costs Estimated administrative costs for the Grantee, calculated at approximately 3 percent Subgrantee Admin Costs Estimated administrative costs for the Subgrantee, calculated at approximately 5 percent Admin Cost Sub Total Total of the Grantee and Subgrantee administrative costs TOTALS Total of administrative, projects, and State Management costs Task 8: Review Budget Planning Information The Budget Planning tab displays read-only information on the most current Funding Estimate. The dollar amounts of projects submitted by the Grantee are added to the figures on this screen after the Application is assigned. (Unit 7) 1. Click the Budget Planning tab (Figure 5-19). Figure 5-19: Mitigation .Funding .Estimate .Budget Planning Tab 2. At the top left part of the tab, select the Grantee from the drop-down list. The tab displays three columns of information for various funding amounts: A. Projected (Current Funding Estimate) B. Total Submitted Projects Under Review – Total amount of projects submitted by the Grantee for which FEMA has completed the Application Completeness Review (as described in Unit 7: Manage Eligibility Determination) C. Available – (Projected minus Total Submitted Projects Under Review) There must never be a negative amount in any column on this tab. In order to avoid negative amounts or errors when completing an Application Completeness Review, always review the Budget Planning tab first to ensure there are sufficient funds. The PROJECT GLOBAL MATCH tab (Figure 5-20) is used to ensure that the total of all projects approved for the disaster does not exceed the overall Federal share percentage of 75 percent. If utilized, Project Global Match must be completed before the Disaster is closed in NEMIS-MT. Information on using this tab is in Unit 11: Manage Project and Program Oversight Tasks. Figure 5-20: Mitigation .Funding .Estimate .Project Global Match Tab References for HMGP Funding Estimate Sample Reports To track and document the process of Managing Funding Estimates, the following reports can be generated, as described in Unit 14: Generate Standard HMGP Reports. Samples are provided in the following pages. SAMPLE REPORT PAGE NUMBER Disaster Overview Report (Percentages and Plan Info) 5-25 Funding Estimate Report 5-29 Funding Estimate Budget Planning Report 5-31 Funding Estimate Financial Activity Report 5-32 Disaster Overview Report (Page 1 of 4) Disaster Overview Report (Page 2 of 4) Disaster Overview Report (Page 3 of 4) * Disaster 6741 and the information in this report were generated during training sessions so the numbers are fictitious and may not be realistic. Disaster Overview Report (Page 4 of 4) Funding Estimate Report (Page 1 of 2) * Disaster 6741 and the information in this report were generated during training sessions so the numbers are fictitious and may not be realistic. Funding Estimate Report (Page 2 of 2) Funding Estimate Budget Planning Report * Disaster 6273 and the information in this report were generated during training sessions so the numbers are fictitious and may not be realistic. Funding Estimate Financial Activity Report * Disaster 6273 and the information in this report were generated during training sessions so the numbers are fictitious and may not be realistic. notepad notepad caution hint notepad hint alt="" caution hint alt="" hint alt="" alt="" alt="" alt="" caution hint alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" hint alt="" caution alt="" alt="" alt="" caution alt="" alt="" alt="" alt="" alt="" caution alt="" alt="" alt="" alt="" alt="" notepad hint alt="" alt="" notepad notepad caution alt="" alt="" alt="" hint alt="" caution caution alt="" alt="" alt="" caution caution alt="" alt="" notepad alt="" notepad alt="" notepad caution notepad caution caution alt="" alt="" notepad alt="" hint alt="" alt="" notepad alt="" alt="" caution alt="" alt="" alt="" alt="" caution alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" alt="" notepad alt="" alt="" notepad hint alt="" alt="" notepad alt="" hint hint alt="" notepad alt="" alt="" alt="" alt="" alt="" notepad alt="" alt="" alt="" alt="" notepad alt="" alt="" alt="" alt="" alt="" alt="" square is divided into four small quadrants by equator and prime meridian lines, left to right clockwise: 1- negative longitude, positive latitude 2- positive longitude, positive latitude 3- negative longitude, negative latitude 4- positive longitude, negative latitude notepad hint caution notepad alt="" alt="" notepad alt="" caution alt="" notepad alt="" notepad caution hint notepad alt="" alt="" alt="" alt="" notepad alt="" alt="" alt="" dw1 alt="" alt="" alt="" alt="" alt="" Unit 6 – Manage the HMGP Project Application Overview .................................................................................................. 6-3 Information Requirements ........................................................................ 6-5 Information Available for Review .............................................................. 6-6 Task 1: Create a New Project Application ................................................ 6-7 Task 2: Enter Applicant Information ......................................................... 6-9 Task 2A: Enter Grantee Information....................................................... 6-10 Task 2B: Enter Sub-grantee Information ................................................ 6-12 Task 2C: Enter Sub-grantee Mitigation Plan Information ....................... 6-16 Task 2D: Enter Sub-grantee Application Preparer Information ............... 6-19 Task 3: Attach Problem and Risk Data .................................................. 6-20 Task 4: Enter Project Information ........................................................... 6-21 Task 5: Enter Work Schedule ................................................................ 6-28 Task 6: Enter Cost Estimate .................................................................. 6-30 Task 7: Enter Match Sources Funds ...................................................... 6-34 Task 8: Enter Cost Effectiveness Information ........................................ 6-39 Task 9: Attach Maintenance Assurance Information .............................. 6-42 Task 10: Enter Public Notice Information ............................................... 6-43 Task 11: Attach Documents ................................................................... 6-45 Task 12: Enter Eligibility Review Information ......................................... 6-46 Task 13: Enter Property Site Inventory Information ................................ 6-58 Task 14: Enter Latitude and Longitude Information ................................ 6-76 Task 15: Enter Authorization Information ............................................... 6-79 Task 16: Edit an Existing Project Application ......................................... 6-82 Task 17: Verify and Submit a Project Application ................................... 6-84 Task 18: Zero Out a Project ................................................................... 6-88 References for Manage Project Application ........................................... 6-90 Flood Zone Codes .............................................................................. 6-91 Project Type Codes ............................................................................ 6-92 Property Site Inventory - Hazard Types .............................................. 6-94 Property Site Inventory - Property Actions .......................................... 6-95 Sample Reports .................................................................................. 6-96 Overview The Manage the HMGP Project Application process allows Grantee Mitigation staff to create a record for each HMGP project application after a disaster declaration. Each project application record contains information about the project and the applicant. Table 6-1 provides an overview of the Manage the HMGP Project Application process. In NEMIS-MT, the terms "Application," "Project," and "Project Application" are used interchangeably. Generally however, the term "Project" is used after the application has been approved. Table 6-1: Manage the HMGP Project Application DESCRIPTION Purpose To manage information about each project application and applicant When does it start? After disaster information has been entered by FEMA Regional Staff Who does it? Grantee Mitigation Staff If the Grantee does not have access to NEMIS-MT, the Grantee must contact the Regional Mitigation Staff to request access. Although the Grantees are responsible for entering the project application information into the system, FEMA Regional Mitigation staff may also enter the information. How is it done? Execute the following tasks: Task 1: Create a New Project Application Task 2: Enter Applicant Information Task 2A: Enter Grantee Information Task 2B: Enter Sub-grantee Information Task 2C: Enter Sub-grantee Mitigation Plan Information Task 2D: Enter Sub-grantee Application Preparer Information Task 3: Attach Problem and Risk Data Task 4: Enter Project Information Task 5: Enter Work Schedule Task 6: Enter Cost Estimate Task 7: Enter Match Sources Funds DESCRIPTION Task 8: Enter Cost Effectiveness Information Task 9: Attach Maintenance Assurance Information Task 10: Enter Public Notice Information Task 11: Attach Documents Task 12: Enter Eligibility Review Information Task 13: Enter Property Site Inventory Information Task 14: Enter Latitude and Longitude Information Task 15: Enter Authorization Information Task 16: Edit an Existing Project Application Task 17: Verify and Submit a Project Application Task 18: Zero Out a Project There is no limit to the number of project applications you can enter in the system. In fact, this is a good way to compare projects before setting priorities among the different projects. Once a project application record has been created in NEMIS-MT, the record is permanently stored in the database. There is no "delete" feature. Create a new record for each new project - do not attempt to edit an existing project record to create a new one. The project application can be edited until it has been approved or denied by FEMA. After denial or approval, the Grantee can only attach documents to the project application. To make other changes to an approved or denied project application, follow the instructions in Unit 8: Manage Amendments. Information Requirements Some project application information will be entered directly into the system's data fields. Other information is entered into the system by attaching or scanning documents that are linked to the project application record. Before you begin the tasks in this unit, ensure that the following documents contain all the required information or are ready to be attached or scanned. • Overall project information, including Federal Information Processing Standards (FIPS) code (FEMA will assign one if not included); • Sub-grantee and contact name; • Location and description of project; • Cost estimate spreadsheets and documents; • Cost-effectiveness of the project comparing the cost to the anticipated value of reductions in future damage; • Work schedule; • Alternative projects considered and justification for selection of the final project; • Environmental considerations, which may be documented using the HMGP’s Environmental Considerations Questionnaire; • Report describing the environmental impact of the proposed action with supporting documentation, such as maps and technical reports; • Compliance assurances, including National Flood Insurance Program (NFIP) participation and last CAV date; • Decision-making process, including alternatives considered, selection made, and reasons for the decision; • Project description (you may also type this directly into the Project Description field, if less than 4,000 characters); • Benefit-Cost Analysis (BCA); The following problem and risk analysis documents may be contained in the local Multihazard Mitigation Plan. • Problem description, including 25 years of damage history; and • Risk and cost-effectiveness data. In addition to the above documents, other supporting documentation (e.g., maps, blueprints, photographs, plats and reports) can be attached or scanned. Information Available for Review FEMA Regional Mitigation staff can access HMGP Project Application information entered by Grantee Mitigation staff. Takble 6-2 lists where project application information can be found in the system. Table 6-2: Manage the HMGP Project Application INFORMATION AVAILABLE FOR REVIEW LOCATION IN NEMIS Project applicant information Mitigation .Projects.Application Development.Applicant Information tab Problem and risk data information Mitigation.Projects. Application Development .Problem and Risk Data tab Project information Mitigation .Projects.Application Development .Project Info tab Work schedule Mitigation .Project. Application Development .Work Schedule tab Cost estimate information Mitigation .Projects. Application Development .Cost Estimate tab Sources and details of non-Federal funding Mitigation .Projects. Application Development .Match Sources tab Cost effectiveness information Mitigation .Projects. Application Development .Cost Effectiveness tab Maintenance assurance Mitigation.Projects. Application Development .Maintenance Assurance tab Public notice Mitigation.Projects. Application Development .Public Notice tab Supporting project documentation Mitigation.Projects. Application Development .Attachments tab Reviewer’s name and reviews conducted Mitigation.Projects. Application Development .Eligibility Review tab Property owners and details Mitigation .Projects. Application Development .Property Site Inventory tab Property latitude and longitude Mitigation.Projects. Application Development .Lat/Lon tab Preparer information and authorized Grantee’s name; Authorized Applicant Agent and Authorized Grantee Official Mitigation.Projects. Application Development .Authorization tab Review application for deficiencies and to ensure eligibility Mitigation.Projects.Application Development . Verify Button Submission date and authorization information Mitigation.Projects. Application Development .Authorization tab Task 1: Create a New Project Application 1. On the MITIGATION menu, click Projects . Application Development. When the Application development screen appears, then select New (Figure 6-1). Figure 6-1: Mitigation .Projects.Application Development 2. The Create Application dialog box is displayed (Figure 6-2). Figure 6-2: Create Application Dialog Box 3. Enter the information listed in Table 6-3. Table 6-3: Create Application Dialog Box Data Fields DATA FIELD INFORMATION TO BE REVIEWED/ENTERED Disaster Number Read-only Disaster Number auto-filled by the system Application ID Auto-filled sequential number assigned by the system. You can change the number if you use your own numbering system to track applications. This data field accepts numerals only. The system will not accept any number higher than 9999. Once you click the OK button in the Create Application Dialog Box, you can no longer edit the number. Project Amendment Number Read-only Project Amendment Number auto-filled by the system 4. Click the OK button. Fourteen tabs for managing HMGP Application Development Information are displayed at the top of the page (Figure 6-3). By default, the Applicant Information tab is displayed. Figure 6-3: HMGP Application Development Tabs Saving Project Application Information As you enter information in the different tabs, save frequently so you do not lose the data. You can save your work by doing one of the steps below: • On the bottom left part of the screen, click the SAVE button. • Click on another tab. • On the bottom right part of the page, click the CLOSE button. You will be prompted to save changes. Task 2: Enter Applicant Information On the Applicant Information tab (Figure 6-4) you can perform the following sub-tasks: Task 2A: Enter Grantee Information Task 2B: Enter Sub-grantee Information Task 2C: Enter Sub-grantee Mitigation Plan Information Task 2D: Enter Sub-grantee Application Preparer Information Figure 6-4: Mitigation .Projects .Application Development .Applicant Information Tab Task 2A: Enter Grantee Information 1. On the Applicant Information tab, click the MORE GRANTEE INFO button. The Assign Grantee screen is displayed (Figure 6-5). 2. Information about the first Grantee is displayed. Scroll down to see the information on the other Grantees. Figure 6-5: Grantee Search Results The Grantees that are available for selection are those to which your User ID is linked. If the desired Grantee is not displayed, complete the steps in Unit 3, Task 8: Enter User to Grantee Link Information. 3. Make sure that the Grantee you wish to select is displayed on the screen. Click the OK button to select that Grantee. Select the Save button. 4. The Grantee section of the Applicant Information tab now displays the Grantee information (Figure 6-6). Figure 6-6: Applicant Information Tab with Assigned Grantee 5. On the bottom left part of the Applicant Information tab, click the SAVE button. Task 2B: Enter Sub-grantee Information 1. On the Applicant Information tab, click the MORE SUB-GRANTEE INFO button. The Assign Sub-grantee screen is displayed (Figure 6-7). Figure 6-7: Assign Sub-grantee 2. Click the SEARCH button. Information about the first Sub-grantee is displayed. Scroll down to see the information on the other Sub-grantees (Figure 6-8). Figure 6-8: Sub-grantee Search Results 3. If the desired Sub-grantee is already listed, make sure that the Sub-grantee you wish to select is displayed on the screen. Click the OK button to select that Sub-grantee. Proceed to Step 5. 4. If the desired Sub-grantee is not listed, complete the following steps to add a new Sub-grantee. a. On the Assign Sub-grantee screen, click the ADD button. The County/Place Code List is displayed (Figure 6-9). Figure 6-9: County/Place Code List b. If the new Sub-grantee is associated with a place (e.g., a town within a county), click the County Code radio button. A list of Federal Information Processing Standards (FIPS) County/Place Codes and Names is displayed. Click the County Name or the Place Name column heading to sort the contents alphabetically. It may take the system a few minutes to complete this process. When searching for a county in the list, be sure to select the record identified with the county in the Place Name column. Since the table repeats the county name and the list under Place Name is alphabetical, this is seldom the first row when you scroll down to the records for that county. c. If the new Sub-grantee is a public entity (e.g., a building within a town within a county), click the Public Entity radio button. A list of Public Entity Names, with their corresponding ID, County/Place Code and Name is displayed (Figure 6-10). Figure 6-10: Public Entity List d. Select the row in the list that applies to the new Sub-grantee. Click the OK button. e. The Assign Sub-grantee screen now displays the following read-only information about the selected Sub-grantee (Figure 6-11): • County/Place or Public Entity Information • Sub-grantee's Name • Sub-grantee's Tax Id Figure 6-11: Assign New Sub-grantee f. In the Private Non-Profit field, click the Yes or No radio button. g. In the CID Number field, select the Sub-grantee's Community Identification Number from the drop-down list. h. In the Applicant Description field, enter a brief description of the Sub-grantee. i. To add a contact for the Sub-grantee, click the ADD CONTACT button. The Look Up a Contact window is displayed. j. Follow the personnel database instructions in Appendix B. You will be returned to the Assign Sub-grantee screen. k. Click the OK button to finish adding the new Sub-grantee. 5. The Sub-grantee section of the Applicant Information tab now displays the Sub-grantee information (Figure 6-12). The County/Place Code that you selected is displayed in the Fips Place Code field. Figure 6-12: Applicant Information Tab with Assigned Sub-grantee 6. In the NFIP Participation field, select Yes or No. 7. In the Last CAV Date field of the Sub-grantee section, enter the date of the last Community Assistance Visit. 8. On the bottom left part of the Applicant Information tab, click the SAVE button. Task 2C: Enter Sub-grantee Mitigation Plan Information 1. If there is an approved plan, the Plan Type, Approval Date and Expire Date information of the plan are displayed in the Sub-grantee Mitigation Plan section of the Applicant Information tab. 2. If there is no approved plan, the Plan Type, Approval Date and Expire Date fields are empty. A warning message that there is no approved plan is displayed in red (Figure 6-13). Figure 6-13: No Approved Sub-grantee Mitigation Plan Warning 3. To enter Sub-grantee Mitigation Plan information complete the following steps: a. Click the EDIT SUBGR LINK button on the right part of the screen. The MT Sub-grantee Mitigation Plan screen displays all approved plans for the Sub-grantee (Figure 6-14). Figure 6-14: MT Sub-grantee Mitigation Plan b. Highlight the Mitigation Plan that you wish to link to this project application. c. Click the APPEND button. The Comment Editor is displayed (Figure 6-15). Figure 6-15: Sub-grantee Mitigation Plan Comment Editor d. In the text area, add comments relative to the selected plan, or add a justification if you are changing the plan currently linked to the Sub-grantee. e. Click the OK button. The comments are now displayed on the MT Sub-grantee Mitigation Plan screen. The system appends your User Name, the date and time to the end of the text. (Figure 6-16). Figure 6-16: MT Sub-grantee Mitigation Plan Comments f. Click the OK button. The Sub-grantee Mitigation Plan section of the Applicant Information tab now displays the mitigation plan information (Figure 6-17). g. Close and reopen the application. Notice that the red warning message stating that there is no approved plan is no longer displayed. Figure 6-17: Applicant Information Tab with Sub-grantee Mitigation Plan 4. On the bottom left part of the Applicant Information tab, click the SAVE button. Task 2D: Enter Sub-grantee Application Preparer Information 1. On the Applicant Information tab, click the MORE PREPARER INFO button. The Look Up a Contact screen is displayed (Figure 6-18). Figure 6-18: Look Up a Contact To speed up the search process, enter information in as many fields as possible before clicking the SEARCH button. Appendix B provides instructions for selecting a name from the personnel databases. 2. Scroll down the search results, making sure that the preparer name for this project application is displayed. 3. Click the OK button. The Sub-grantee Application Preparer section of the Applicant Information tab now displays the preparer information (Figure 6-19). Figure 6-19: Sub-grantee Application Preparer 4. On the bottom left part of the Applicant Information tab, click the SAVE button. Task 3: Attach Problem and Risk Data 1. Click the Problem & Risk Data tab (Figure 6-20). Figure 6-20: Mitigation . Projects . Application Development . Problem and Risk Data Tab 2. Click the ATTACH/SCAN DOCUMENTS button for each of the three sections: • Problem Description • Decision Making Process • Risk and Cost Effectiveness Data 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. All three documents must be included with the project application before it can be approved by FEMA. The documents may be attached after you submit the project application. 3. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. 4. In the Decision Making Process section, the Alternative Names box will not display any alternative solutions until they have been entered in the Env Checklist sub-tab under the Eligibility Review Tab (Task12B: Enter Eligibility Review Information). If alternative solutions have been entered, the Alternative Names box will display the names of the alternative solutions. Task 4: Enter Project Information 1. Click the Project Info tab (Figure 6-21). Figure 6-21: Mitigation .Projects .Project Application .Project Info Tab 2. In the Project Title field, enter a descriptive title for the project. If applicable, include the town name and activity in the title. 3. Double-click inside the Project Description field. The Comment Editor is displayed. In the text area, enter the Project Description text. 4. Click the OK button. The project description text is now displayed on the Project Info tab. The system appends your User Name, the date and time to the end of the text (Figure 6-22). Figure 6-22: Project Info Tab with Project Title and Project Description 5. Click the ATTACH DOC button. The Attach/Scan Document dialog box is displayed (Figure 6-23). Note that the Document Type defaults to "PROJECT DESCRIPTION." Figure 6-23: Attach/Scan Document Dialog Box 6. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. The Project Description document must be included with the project application before it can be approved by FEMA. The document may also be attached after you submit the project application. 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. 7. If State Legislative Districts are identified in the project application, add them to the Project Information screen by completing the following steps: a. On the bottom part of the State Legislative District box, click the NEW button. A new row with the two-letter State abbreviation is displayed (Figure 6-24). Figure 6-24: State Legislative District b. In the District Id column, enter a district name or number. The new State Legislative District is now displayed (Figure 6-25). Figure 6-25: State Legislative District Added 8. On the bottom half of the Project Info tab, five sub-tabs are available for adding project information. 9. The Project Type sub-tab is displayed by default (Figure 6-26). Figure 6-26: Mitigation .Projects .Application Development .Project Info .Project Type Sub-tab To add Project Types, complete the following steps. a. On the left side where the Project Codes and Descriptions are listed, highlight the row(s) you wish to select. State Management Cost Codes (700.1-700.4) cannot be selected with any other project types. b. Click the ADD or ADD ALL (if you highlighted more than one row) button. The Project Code(s) and Description(s) you selected are now displayed on the right side (Figure 6-27). Figure 6-27: Project Code and Description Added 10. Click the County Code sub-tab (Figure 6-28). Figure 6-28: Mitigation .Projects .Application Development .Project Info .County Code Sub-tab To add County Codes, complete the following steps. a. On the left side where the County Codes and Names are listed, highlight the row(s) you wish to select. b. Click the ADD or ADD ALL (if you highlighted more than one row) button. The County Code(s) and Name(s) you selected are now displayed on the right side (Figure 6-29). Figure 6-29: County Code and Name Added 11. Click the Congressional District sub-tab (Figure 6-30). Figure 6-30: Mitigation .Projects .Application Development . Project Info .Congressional District Sub-tab To add Congressional Districts, complete the following steps. a. On the left side where the States and District IDs are listed, highlight the row(s) you wish to select. b. Click the ADD or ADD ALL (if you highlighted more than one row) button. The State(s) and District Id(s) you selected are now displayed on the right side (Figure 6-31). Figure 6-31: Congressional District Added 12. Click the Community Names/Codes*sub-tab (Figure 6-32). Figure 6-32: Mitigation .Projects .Application Development . Project Info .Community Names/Codes Sub-tab To add Community Names/Codes, complete the following steps. a. On the left side where the CID Numbers and Community Names are listed, highlight the row(s) you wish to select. For Project Types that require Property Site Inventory (PSI), only the Community Names/Codes you select here will be displayed in the Application Development . Property Site Inventory tab. When a project is not easily associated with a designated area (i.e., a city, a county, or statewide), the user should assess what area is best or most served by the project and make a judgment call accordingly as to what CID number should be selected from the list. b. Click the ADD or ADD ALL (if you highlighted more than one row) button. The CID Number(s) and Community Name(s) you selected are now displayed on the right side (Figure 6-33). Figure 6-33: Community Names/Codes Added The CID Number in the Project Info tab identifies the community where the proposed project activity will occur; the CID Number in the Assign Grantee and Assign Sub-grantee screens identifies the community of the Project Applicant. 13. Click the Hazard Type sub-tab (Figure 6-34). Figure 6-34: Mitigation .Projects .Application Development .Project Info .Hazard Type Sub-tab To add Hazard Types, complete the following steps. a. On the left side where the Hazard Descriptions are listed, highlight the row(s) you wish to select. b. Click the ADD or ADD ALL (if you highlighted more than one row) button. The Hazard Description(s) you selected is (are) now displayed on the right side (Figure 6-35). Figure 6-35: Hazard Type Added For Project Types that require Property Site Inventory (PSI), only the Hazard Types you select here will be displayed in the Application Development - Property Site Inventory tab. If you are working on a disaster declared before 11/13/1999 and you get errors when reviewing planning projects, contact the NEMIS-MT Help Desk. 14. On the bottom left part of the Project Info tab, click the SAVE button. Task 5: Enter Work Schedule 1. Click the Work Schedule tab (Figure 6-36). Figure 6-36: Mitigation .Projects .Application Development .Work Schedule Tab 2. On the bottom left part of the tab, click the NEW button. A new row for entering work schedule information is displayed (Figure 6-37). Figure 6-37: Work Schedule - New Row 3. In the Description box, enter a description of the phase in the work schedule. 4. In the Time Frame box, enter the time frame for that phase. 5. Repeat Steps 2 - 4 for each phase of the work schedule (Figure 6-38). Figure 6-38: Work Schedule - New Items Added If you need to re-order the items in the work schedule, highlight and retype the numbers in the first column of the table. Click another tab (e.g., Public Notice) and then click back on the Work Schedule tab. The items in the table will be re-ordered and automatically saved. Clicking the SAVE button will NOT reorder the table. 6. On the bottom left part of the Work Schedule tab, click the SAVE button. Task 6: Enter Cost Estimate 1. Click the Cost Estimate tab. A warning message about making changes to Cost Estimate or Match Sources is displayed (Figure 6-39). Figure 6-39: Warning About Cost Estimate or Match Sources Changes If you are revising or amending your cost estimate, It is imperative that the instructions in the above warning 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. 2. Click the OK button. The empty Cost Estimate table is displayed (Figure 6-40). Figure 6-40: Mitigation .Projects . Application Development .Cost Estimate Tab 3. On the bottom left part of the tab, click the NEW button. A new row for entering cost items is displayed (Figure 6-41). Figure 6-41: Cost Estimate - New Row 4. Enter the information listed in Table 6-4. Table 6-4: Cost Estimate Data Fields DATA FIELD INFORMATION TO BE ENTERED Item Name Required Field Descriptive name of cost item Unit Qty Required Field Number of units Unit of Measure Standard measure for each unit Unit Cost Required Field Cost per unit. Value must never be $0. Cost Estimate Cost Estimate = Unit Qty x Unit Cost. Auto-filled by the system when you press the Enter key after completing the Unit Cost data field. Total Project Cost Estimate System-generated running total of the Cost Estimate column 5. Repeat Steps 3-4 for each cost item you need to add. 6. Figure 6-42 shows Cost Estimate rows added to the project. Figure 6-42: Cost Estimate Information Added 7. Answer the question, “Is this project part of the Initiative?” by clicking inside the Yes or No radio button. 8. On the bottom left part of the Cost Estimate tab, click the SAVE button. 9. After saving Cost Estimate information, you may edit the information by completing Steps 9a - 9d. Steps 9a - 9d are needed to ensure that the old Cost Estimate information is deleted from the NEMIS database and that the new information is saved. The steps assume that no entries in the Match Sources tab have been saved. If Match Sources information has been saved, complete Task 7, Step 7 a-e. It may not be possible to edit the Cost Estimate if the application has been submitted for FEMA approval. If the application has passed the Cost Review step in the Eligibility Determination process and the Y option has been selected for Cost Approval the Cost Estimate can no longer be edited. It will be necessary to amend the project and update the Cost Estimate tab by deleting the Match Sources information, saving, and then deleting the Cost Estimate line items in need of revision and reentering the line item as part of the amendment process. a. Delete all Cost Estimate line items. b. On the bottom left part of the Cost Estimate tab, click the SAVE button. c. Re-enter the new Cost Estimate information. d. On the bottom left part of the tab, click the SAVE button. Task 7: Enter Match Sources Funds Be sure to enter information in the Cost Estimate tab before entering information in the Match Sources tab. 1. Click the Match Sources tab. A warning message about making changes to Cost Estimate or Match Sources is displayed (Figure 6-43). Figure 6-43: Warning About Cost Estimate or Match Sources Changes 2. Click the OK Button. The Match Sources tab is displayed (Figure 6-44). Figure 6-44: Mitigation .Projects .Application Development .Match Sources Tab 3. The top part of the Match Sources tab displays information described in Table 6-5. Table 6-5: Data Fields in Top Part of Match Sources Tab DATA FIELD DESCRIPTION Total Project Cost Estimate Dollar amount of the total cost estimate of the project. Auto-filled by the system with the same value found in the Cost Estimate tab - Total Project Cost Estimate field. Federal Share Percentage Required Field Percentage of the Total Project Cost Estimate that will be federally funded. The default percentage displayed is 75 percent. Edit the percentage if necessary. Proposed Federal Share Proposed Federal Share = Total Project Cost Estimate x Federal Share Percentage. Auto-calculated by the system. Proposed Non-Federal Share Proposed Non-Federal Share = Total Project Cost Estimate - Proposed Federal Share. Auto-calculated by the system. 4. The lower part of the Match Sources tab is the Non-Federal Funding section, which is designed to display Non-Federal Funding sources for this project. To add a Non-Federal Funding source, complete Steps 4a - 4c. a. On the bottom left part of the screen, click the NEW button. A set of data fields for entering information about a Non-Federal funding source is displayed (Figure 6-45). Figure 6-45: Non-Federal Funding Source Data Fields b. On the bottom right part of the Match Sources tab, select the Public Assistance (PA) or the Human Services (HS) Reference Cost Code List that you will need as a reference. Click the DISPLAY button to display the reference list. c. To complete the data fields for each Non-Federal funding source, enter the information listed in Table 6-6. Table 6-6: Non-Federal Funding Source Data Fields DATA FIELD INFORMATION TO BE ENTERED Source Agency Category of the agency that will provide the non-Federal funds. Select one of the following: • Local • Other • Private Non-Profit • State Source Name Name of the agency that will provide the non-Federal funds Funding Type Type of funding that will be provided by the source. Select one of the following: • Administration • Cash • Consulting Fees • Engineering Fees • Equipment Operation/Rental • Labor • Other • Program Income • Supplies Other Funding Type Description If "Other" is selected for Funding Type, enter the description. Funds Availability Date Required field Date the non-Federal funds will be available. This date must always be entered for any project to indicate that the matching non-Federal funds are available before FEMA approves the project. No project should be obligated without this entry and the accompanying documentation in the project file. DATA FIELD INFORMATION TO BE ENTERED Funds Commitment Letter Date Required field Date the funds will be committed This date must always be entered for any project to indicate that the matching non-Federal funds are committed before FEMA approves the project. No project should be obligated without this entry and the accompanying documentation in the project file. Item Name Descriptive name of item to be used for non federal share. Unit Qty Number of units Unit of Measure Standard measure for each unit Unit Cost Cost per unit Value must never be $0. Total Cost Total Cost = Unit Qty x Unit Cost. Auto-calculated by the system when you press the Enter key after completing the Unit Cost data field. percent of Non-Fed percent of Non-Fed = Total Cost/Proposed Non-Federal Share Percentage. Auto-calculated by the system. d. For each additional source of non-Federal funding, repeat steps 4a - 4c. 5. Figure 6-46 shows two Non-Federal funding sources that were added to the Match Sources tab. Figure 6-46: Match Sources Tab with Two Non-Federal Funding Sources The Total Cost dollar amounts under each funding source are added up. The sum dollar amount is displayed in the read-only Grand Total Cost data field on the bottom right part of the Match Sources tab. The percents of Non-Fed under each funding source are also added up. The sum percentage is displayed next to the Grand Total Cost. When all the non-Federal funding information has been entered, the Grand Total Cost dollar amount must match the Proposed Non-Federal Share dollar amount displayed on the top part of the Match Sources tab. 6. On the bottom left part of the Match Sources tab, click the SAVE button. 7. After saving Match Sources information, you may edit the information by completing Steps 7a - 7k. Steps 7a - 7k are needed to ensure that the old Match Sources information is deleted from the NEMIS database and that the new information is saved. a. Select an item by clicking inside any of the Non-Federal Funding fields. On the bottom left part of the tab, click the DELETE button. b. Repeat Step 2 for additional items that you wish to delete. c. On the bottom left part of the tab, click the SAVE button. d. Click the Cost Estimate tab and delete all line items. e. On the bottom left part of the tab, click the SAVE button. f. Still in the Cost Estimate tab, select the NEW button and re-enter the new Cost Estimate line items. g. On the bottom left part of the tab, click the SAVE button. h. Click the Match Sources tab. i. Click the NEW button and enter the new Non-Federal Funding item information. j. Repeat Step 8i for each new Non-Federal Funding item. k. On the bottom left part of the tab, click the SAVE button. Task 8: Enter Cost Effectiveness Information 1. Click the Cost Effectiveness tab (Figure 6-47). The warning message in red is a reminder that Cost-Effectiveness information is required even for exempt projects. Figure 6-47: Mitigation .Projects .Application Development .Cost Effectiveness Tab 2. On the bottom left part of the Cost Effectiveness tab, click the NEW button. A new row for adding cost Effectiveness information is displayed (Figure 6-48). Figure 6-48: Cost Effectiveness Data Fields - Left Side 3. Scroll the horizontal bar to the right to view the right-hand part of the new row (Figure 6-49). Figure 6-49: Cost Effectiveness - Right Side 4. Enter the information listed in Table 6-7. Table 6-7: Cost Effectiveness Data Fields DATA FIELD INFORMATION TO BE ENTERED Amend # Auto-filled by the system Community Community name where project is located. Select from the places available in the drop-down list. If there are no places listed in the drop-down list, click the Project Info tab. Add Community Names/Codes by completing Task 4 - Step 12: Add Community Names/Codes. Net Present Value of Project Benefits (A) Project Benefits dollar amount as obtained from the Benefit-Cost Analysis (BCA) documentation Total Project Cost Estimate (B) Project Cost dollar amount as obtained from the Benefit-Cost Analysis documentation Benefit-Cost Ratio (A/B) Benefit-Cost Ratio = Net Present Value of Project Benefits/ Total Project Cost Estimate. Auto-calculated by the system. Analysis Type Type of BCA. Select one of the following: • Upper Bound • Lower Bound • Best Data • Not Applicable • Exempt • Narrative Summary Exempt Type Type of exemption if the selected Analysis Type is "Exempt." Select one of the following: • Initiative Projects (5 percent and 10 percent) • Other • Plans (7 percent) • Substantially Damaged Acquisition • State Management Costs DATA FIELD INFORMATION TO BE ENTERED Reviewer's Name Name of person who conducted the BCA BCA Performed By Organization of the reviewer. Select one of the following: • FEMA • State • Contractor Analysis Date Date the BCA was conducted Comments Comments or notes about the BCA 5. Figures 6-50 and 6-51 shows the Cost Effectiveness tab with completed information. Figure 6-50: Cost Effectiveness Data Fields Completed - Left Side Figure 6-51: Cost Effectiveness Data Fields Completed - Right Side 6. On the bottom left part of the Cost Effectiveness tab, click the SAVE button. BCA documentation is attached to the project using the Attachments tab. Complete the steps in Task 11: Attach Documents. Task 9: Attach Maintenance Assurance Information 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. 1. Click the Maintenance Assurance tab (Figure 6-52). Figure 6-52: Mitigation .Projects .Application Development . Maintenance Assurance Tab 2. Click the ATTACH/SCAN DOCUMENTS button. The Attach/Scan Document dialog box is displayed (Figure 6-53). Notice that the Document Type defaults to "MAINTENANCE ASSURANCE." Figure 6-53: Attach/Scan Documents Dialog Box 3. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. 4. On the bottom left part of the Maintenance Assurance tab, click the SAVE button. Task 10: Enter Public Notice Information 1. Click the Public Notice tab. The default answer to the question about the Project Applicant being required to provide Public Notice of the project is "No" (Figure 6-54). Figure 6-54: Mitigation .Projects .Application Development .Public Notice Tab 2. If the project requires a Public Notice, click inside the Yes radio button. The NEW button on the bottom left part of the tab becomes available. 3. Click the NEW button. The Public Notice data fields are displayed (Figure 6-55). Figure 6-55: Public Notice Data Fields 4. Enter the information listed in Table 6-8. Table 6-8: Public Notice Data Fields DATA FIELD INFORMATION TO BE ENTERED Appearance Date Date the Public Notice was posted Document of Record Name of publication that printed the notice Point of Contact Name of the contact person in the publication Telephone Number Telephone number of the contact person 5. For each Public Notice you wish to add, repeat Steps 3 and 4. 6. On the bottom left part of the Public Notice tab, click the SAVE button. Task 11: Attach Documents 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. 1. Click the Attachments tab (Figure 6-56). Figure 6-56: Mitigation .Projects. Application Development .Attachments Tab 2. On the right side of the Attachments tab, click the ATTACH/SCAN DOCUMENTS button. The Attach/Scan Document dialog box is displayed. 3. On the Document Type data field, click the drop-down arrow to display the different document types (Figure 6-57). Select the correct type. Figure 6-57: Attach/Scan Documents Dialog Box 4. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. 5. On the bottom left part of the Attachments tab, click the SAVE button. Task 12: Enter Eligibility Review Information 1. Click the Eligibility Review tab. Seven sub-tabs are displayed, of which only five are available for entering Eligibility Review information. The Overview sub-tab is displayed by default. (Figure 6-58). Figure 6-58: Mitigation .Projects .Application Development .Eligibility Review .Overview Sub-tab 2. In the Eligibility Determination Criteria section, enter the information listed in Table 6-9. Table 6-9: Eligibility Determination Criteria Section Data Fields DATA FIELD INFORMATION TO BE ENTERED Applicant Required field Does the Project Applicant meet the Applicant Criteria in 44 CFR 206.434(a)? Select one of the following: • Y (Yes) • P (Pending) • N (No) Refer to the Grantee checklist, if applicable. Project Type Required field Does the project meet the Project Type criteria in 44 CFR 206.434(c)? Select one of the following: • Y (Yes) • N (No) Refer to the Grantee checklist, if applicable. Project Criteria Required field Does the project meet the Project criteria in 44 CFR 206.434(b)? Select one of the following: • Y (Yes) • P (Pending) • N (No) 3. In the Other Reviews section, enter the information listed in Table 6-10. Table 6-10: Other Reviews Section Data Fields DATA FIELD INFORMATION TO BE ENTERED Cost Effectiveness Review Required field Is the Cost Effectiveness Review complete? Select one of the following: • Y (Yes) • N (No) Code Compliance Review Required field Has the Project Applicant filed Code Compliance and Permit Granted documents? Select one of the following: • Y (Yes) • N (No) Mitigation Plan Conformance Required field Has the Project Applicant documented the part of the Multihazard Mitigation Plan with which the project conforms? Select one of the following: • Y (Yes) • N (No) Project Reviewer Required field Name of Grantee Mitigation Staff member who reviewed the application for eligibility considerations. It may be the same as the name of the preparer. Recommended for Approval? Required field Do you recommend this project for approval? Select one of the following: • Y (Yes) • N (No) Review Date Auto-filled with the current date once the Project Reviewer field is completed. 4. Click the General Comments sub-tab (Figure 6-59). To enter General Comments, complete Steps 3a - 3c. Figure 6-59: Mitigation .Projects .Application Development . Eligibility Review .General Comments Sub-tab a. On the bottom left part of the General Comments sub-tab, click the NEW button. A new row is displayed with the Comment Date/Time, User and Amendment Number fields already filled in by the system (Figure 6-60). Figure 6-60: General Comments Sub-tab with New Row b. Double click inside the Comments field. The Comment Editor is displayed. c. Enter your comments and click the OK button. The comments you entered are displayed on the General Comments sub-tab (Figure 6-61). Figure 6-61: General Comments Sub-tab with Comments Added 5. Click the Cost Comments sub-tab (Figure 6-62). To enter Cost Comments, complete Steps 4a 4c. Figure 6-62: Mitigation .Projects .Application Development . Eligibility Review .Cost Comments Sub-tab a. On the bottom left part of the Cost Comments sub-tab, click the NEW button. A new row is displayed with the Comment Date/Time, User and Amendment Number fields already filled in by the system (Figure 6-63). Figure 6-63: Cost Comments Sub-tab with New Row b. Double-click inside the Comments field. The Comment Editor is displayed. c. Enter your comments and click the OK button. The comments you entered are displayed on the Cost Comments sub-tab (Figure 6-64). Figure 6-64: Cost Comments Sub-tab with Comments Added 6. Click the Environmental Comments sub-tab (Figure 6-65). To enter Environmental Comments, complete Steps 5a - 5c. Figure 6-65: Mitigation .Projects .Application Development . Eligibility Review .Environmental Comments Sub-tab d. On the bottom left part of the Environmental Comments sub-tab, click the NEW button. A new row is displayed with the Comment Date/Time, User and Amendment Number fields already filled in by the system (Figure 6-66). Figure 6-66: Environmental Comments Sub-tab with New Row e. Double click in the Comments field. The Comment Editor is displayed. f. Enter your comments and click the OK button. The comments you entered are now displayed on the Environmental Comments sub-tab (Figure 6-67). Figure 6-67: Environmental Comments Sub-tab with Comments Added 7. Click the Env Checklist sub-tab (Figure 6-68). To add Environmental Checklist information, complete Steps 6a - 6e. Figure 6-68: Mitigation .Projects .Application Development .Eligibility Review .Env Checklist Sub-tab a. Click the NEW button. The New Alternative Name dialog box is displayed (Figure 6-69). Figure 6-69: New Alternative Name Dialog Box b. Enter a name for the alternative solution. Click the OK button. The Standard Issues section is displayed (Figure 6-70). This section is a table that lists the standard environmental and historical issues in Table 6-11. Figure 6-70: Standard Environmental and Historical Issues Table 6-11: Standard Environmental and Historical Issues ISSUE EXPLANATION Aquatic and Terrestrial Biotic Resources If the project occurs in an area that has resources designated as aquatic or terrestrial, the impact must be documented Designated Floodplain/ Floodway If the project occurs in an area designated by the NFIP as a floodplain or floodway, the impact must be documented Hazardous Materials If hazardous materials (as designated by EPA’s hazardous materials regulations) are present at the project site, the impact of managing the materials must be documented Historic Structures If historic structures (as designated by the National Historic Preservation Act) are present, the impact on those structures must be documented Hydrology/ Hydraulics If the hydrology or hydraulics of the area might be impacted, the impact must be documented Land Use/Development Patterns If land use or development patterns might be impacted, the impact must be documented. A document to demonstrate consultation with the local government should be attached, following the instructions in Task 11: Attach Documents. ISSUE EXPLANATION Local Economy/ Community/ Services If a local economy, community, or services might be affected, the impact must be documented. A document to demonstrate consultation with the local government should be attached, following the instructions in Task 11: Attach Documents. Low-Income or Minority Populations If low-income or minority populations are present, the impact must be documented Prime Farmland If a prime farmland is present, the impact must be documented Slopes and Soils If slopes or special soils are present, the impact must be documented Special Status Natural Areas If a natural area is present, the impact must be documented Threatened/ Endangered Species If a species designated as threatened or endangered is present, the impact on the species must be documented Water Quality Water impacts should be documented to meet the Clean Water Act requirements Wetlands If any wetlands are present, the impact must be documented c. For each Standard Issue in the list, complete the following steps. You will need to scroll down to display the rest of the Standard issues. i. Select the Status of the issue from the drop-down list. Select one of the following: • Not in project area • In project area with no effect • Presence in area undetermined • In project area - effect unknown • Adverse effect ii. In the State Agency Consulted checkbox, click inside if the appropriate State Agency was consulted. iii. In the Fed Agency Consulted checkbox, click inside if the appropriate Federal Agency was consulted. iv. In the Documentation Attached checkbox, click inside if documentation about the issues is attached. d. If additional environmental or historical issues were addressed by this alternative, click the NEW ISSUE button. A new row under the Other Issues section is displayed (Figure 6-71). Figure 6-71: Other Issues Section - New Row e. For each new issue, complete the following steps. i. Enter a short description of the new issue. ii. Select the Status of the issue from the drop-down list. iii. In the State Agency Consulted checkbox, click inside if the appropriate State Agency was consulted. iv. In the Fed Agency Consulted checkbox, click inside if the appropriate Federal Agency was consulted. v. In the Documentation Attached checkbox, click inside if documentation about the issues is attached. 8. To add another alternative solution, repeat steps 6a - 6e. 9. After entering three alternative solutions and completing the checklists for each one, the Alternative Names are displayed in the top part of the Env Checklist sub-tab (Figure 6-72). Figure 6-72: Env Checklist Sub-tab - Alternatives Section 10. Select the proposed action from the Alternative Names by clicking inside the checkbox to the left of the Alternative Name. 11. On the bottom left part of the tab, click the SAVE button. 12. Click the FEMA Laws/EOs sub-tab. Read-only Status and Comments information are displayed (Figure 6-73). Figure 6-73: Mitigation .Projects .Application Development .Eligibility Review .FEMA Laws/EOs Sub-tab 13. Click the FEMA NEPA sub-tab. NEPA review information is displayed (Figure 6-74). Figure 6-74: Mitigation .Projects .Application Development .Eligibility Review .FEMA NEPA Sub-tab Task 13: Enter Property Site Inventory Information If the Property Site Inventory tab is grayed out, it means that the project type selected on the Project Information tab does not require a Property Site Inventory (PSI). 1. Click the Property Site Inventory tab (Figure 6-75). Figure 6-75: Mitigation .Projects .Application Development .Property Site Inventory Tab 2. Enter the number of properties included in the project in the Number of Properties in Project field. 3. Click the ADD button. The Look up a Property window is displayed (Figure 6-76). Figure 6-76: Look up a Property 4. Enter information in the fields that you have data for. Providing more information speeds up the search for the property. 5. Click the Search button. Information for the first property found is displayed. 6. Scroll down through the search results until you find the property you wish to select (Figure 6-77). Figure 6-77: Displayed Information of a Found Property 7. Click the OK button. The selected property information is now displayed on the Property Site Inventory tab (Figure 6-78). Figure 6-78: Selected Property Displayed on Property Site Inventory Tab 8. Below the property information, nine sub-tabs are provided for adding Property Site Inventory information. The Owner Info sub-tab is displayed by default. Fields in Purple text are required before a project closeout. Fields in Navy or blue text, are property attributes, which means that they will be carried over from project to project for a particular property site. If you update a blue field in one project, the field will be updated in all projects where this property appears. Fields in Red are both. Fields with a green background are required at application submission. 9. To add Owner Information, enter the information listed in Table 6-12. Table 6-12: Owner Information Data Fields DATA FIELD INFORMATION TO BE ENTERED Is this property included as part of the final project? Is the property included in the final project? Select one of the following: • Yes • No - If No is selected, no further property information is required. Co-owner Name of the person or organization who jointly owns the property. County County location of the property. Select from the drop-down list. Title Holder – Post Mitigation Required field Name of the organization, community, or person who will own the title to this property following the mitigation measures. MT Property Site –Funds Paid? Required Field Were funds paid to the owner for the mitigation of the property? Select one of the following: • Yes • No 10. Click the MT Property Site sub-tab (Figure 6-79). To add MT Property Site information, complete Steps 10a - 10c. Figure 6-79: Mitigation .Projects .Application Development . Property Site Inventory .MT Property Site Sub-tab a. On the left side where the Property Actions are listed, highlight the row(s) you wish to select. b. Click the ADD or ADD ALL (if you highlighted more than one row) button. The Property Action(s) you selected is (are) now displayed on the right side (Figure 6-80). Figure 6-80: Property Action(s) Added c. Click inside the checkbox to indicate the one primary action. This is a required field for a Property Site Inventory. 11. Click the Property Info sub-tab (Figure 6-81). To add Property Information, enter the information listed in Table 6-13. Figure 6-81: Mitigation .Projects .Application Development . Property Site Inventory .Property Info Sub-tab Fields in Purple are required before a project closeout. Fields in Navy or blue, are property attributes, which means that they will be carried over from project to project for a particular property site. If you update a blue field in one project, the field will be updated in all projects where this property appears. Fields in Red are both. Fields with a green background are required at application submission. Table 6-13: Property Information Data Fields DATA FIELD INFORMATION TO BE ENTERED Age of Structure Required field Year the structure was built Pre-Event Fair Market Value Dollar amount of the fair market value before the event Parcel Number Required field Parcel identification number Property Tax Id Required field Property tax identification number Latitude and Longitude Required field Latitude and Longitude readings in decimal degrees Click the SAMPLE button to see latitude and longitude entries (Figure 6-82). SHPO Cleared Has the State Historic Preservation Officer (SHPO) approved the property action? Select one of the following: • Yes • No • Not Applicable • Unknown SHPO Cleared Date Date that the SHPO approved the action. Benefit-Cost Analysis Performed Has a Benefit-Cost Analysis (BCA) been performed? Select one of the following: • Yes, • No • Not Applicable • Unknown Benefit-Cost Ratio Ratio resulting from the BCA if a BCA was performed Type of Residence Required field Type of residence. Select one of the following: • Not Applicable • Owner Occupied - Principal Residence • Owner Occupied - Secondary Residence • Rental • Other (specify in comments) DATA FIELD INFORMATION TO BE ENTERED Structure Type Required field Type of structure. Select one of the following: • Single Family • 2-4 Family • Multi-Family Dwelling (5 or more units) • Manufactured Home • Non-residential – private • Non-residential – public • Vacant Land • Other (specify in comments) Foundation Type Required field Type of foundation. Select one of the following: • Basement • Crawl Space • Elevated on Piers, Piles, Posts, Columns • Slab on grade • Vacant Land • Other (specify in comments) Basement Required field Is the structure a basement? Select one of the following: • Yes • No Base Flood Elevation Computed elevation to which floodwater is anticipated to rise during the base flood First Floor Elevation Elevation, in feet, of the property. Click the DIAGRAM button to see what is meant by the first floor (Figure 6-83). Number of Feet Number of feet the lowest floor elevation of the structure is being raised above Base Flood Elevation (only applicable when Property Action is Elevation) Damage Category Percent of Property Damage. Select one of the following: • 0–49 percent • 50–99 percent • 100 percent • N/A DATA FIELD INFORMATION TO BE ENTERED Post-Mitigation Property Use While not required here, it is required before project closeout Proposed property use. Select one of the following: • Agricultural • Park • Recreation • Vacant Land • Wetlands • Other (specify in comments) Once you enter data in one field on a PSI sub-tab, all fields in green (required) on that sub-tab must be entered before you can SAVE that data and move to another sub-tab. Otherwise, you will have to cancel your changes, and your data will be lost. a. To see a sample of Latitude and Longitude entries in decimal degrees (Figure 6-82), click the SAMPLE button. Figure 6-82: Latitude and Longitude Sample b. To see an illustration of First Floor Elevation (Figure 6-83), click the DIAGRAM button. Figure 6-83: First Floor Elevation Diagram 12. Click the Flood Zone Designation sub-tab (Figure 6-84). To add Flood Zone Designation information, complete Steps 11a - 11b. Figure 6-84: Mitigation .Projects .Application Development . Property Site Inventory .Flood Zone Designation Sub-tab a. On the left side where the Flood Zone Descriptions are listed, highlight the row(s) you wish to select. (There is a table on Page 6-87 in the Reference section with a list of all the flood zone codes.) If you choose Other, you must specify a comment. b. Click the ADD or ADD ALL (if you highlighted more than one row) button. The Flood Zone Description(s) you selected is (are) now displayed on the right side (Figure 6-85). Figure 6-85: Property Site Inventory - Flood Zone Description Added 13. Click the NFIP Info sub-tab (Figure 6-86). Figure 6-86: Mitigation .Projects .Application Development . Property Site Inventory .NFIP Info Sub-tab To add National Flood Insurance Program (NFIP) Information, enter the information listed in Table 6-14. Table 6-14: NFIP Information Data Fields DATA FIELD INFORMATION TO BE ENTERED Flood Source Required field Source of the flood hazard. Select one of the following: • Coastal Basin • Closed Basin • Riverine Flooding • Storm water Runoff • Other (comment required) Structure Located In Geographical location of structure. Select one of the following: • Floodway • Floodplain • Other High Hazard Area • Not Applicable Repetitive Loss Structure Required field Does this structure experience repetitive loss? Select one of the following: • Yes • No • Unknown Repetitive Loss Number Also known as property locator number this is a unique 7 digit number assigned by the NFIP to repetitive loss properties NFIP Policy Number Flood insurance policy number Insurance Policy Provider Name of flood insurance company FIRM Available? Is there a Flood Insurance Rate Map (FIRM) available? Select one of the following: • Yes • No • Unknown Is the property site marked on the map? Click inside one of the following radio buttons: • Yes, map is attached • No, hard copy of map will be provided in hard copy • Not applicable 14. Click the Hazard Type sub-tab (Figure 6-87). To add Hazard Type information, complete the following steps. Figure 6-87: Mitigation .Projects . Application Development . Property Site Inventory .Hazard Type Sub-tab The left side will display only hazards that were added in the Project Info tab . Hazard Types sub-tab. a. On the left side where the Hazard Descriptions are listed, highlight the row(s) you wish to select. b. Click the ADD or ADD ALL (if you highlighted more than one row) button. The Hazard Description(s) you selected is (are) now displayed on the right side (Figure 6-88). Figure 6-88: Hazard Description Added 15. Click the FIRM Info sub-tab (Figure 6-89). To enter Flood Insurance Rate Map (FIRM) information, complete Steps 14a - 14k. Figure 6-89: Mitigation .Projects .Application Development . Property Site Inventory .FIRM Info Sub-tab a. In the Community Information section, click the ADD button. A new row for adding community information is displayed. b. Click the drop-down button to display the communities available for selection (Figure 6-90). Figure 6-90: FIRM Info Sub-tab .Community Information Section The communities in the selection list are those that you added in the Project Information tab . Community Names/Codes sub-tab. c. Select the community you wish to add. The community name is now displayed and a blank row is displayed under the section Map Specific Information For Selected Community. d. Under the Panel Number column, click the drop-down button. The Community Panel Numbers and their corresponding date are displayed. (Figure 6-91). Figure 6-91: Map Specific Information for Selected Community e. Select the Panel Number you wish to add. f. If the Panel Number you wish to add is not in the selection list, click the ADD button in the Map Specific Information section. Click Edit Panels. A Panels dialog box is displayed. g. Click the NEW button. A blank row is displayed (Figure 6-92). Figure 6-92: Panel Dialog Box h. Enter a FIRM Panel Number and the date from the actual FIRM map (Figure 6-93). Figure 6-93: New FIRM Panel Number and Date Added i. Click the OK button. The newly-added FIRM Panel Number is now available for selection. j. Complete your Panel Number selections. k. On the bottom left part of the tab, click the SAVE button. 16. Click the Property Site Funding sub-tab (Figure 6-94). Enter the information listed in Table 6-15. Figure 6-94: Mitigation .Projects .Application Development . Property Site Inventory .Property Site Funding Sub-tab Table 6-15: Property Site Funding Data Fields DATA FIELD INFORMATION TO BE ENTERED MT Property Site - Funds Paid? Was the property mitigated? Select one of the following: • Yes • No MT Property Site - Funds Proposed Dollar amount offered to Owner. Date Funds Proposed Date the dollar amount was offered to Owner. Owner Accepted Proposed Funds? Did the Owner accept proposed funds? Select one of the following: • Yes • Pending • No • Unknown Date Owner Responded to Proposal Date the Owner responded. DATA FIELD INFORMATION TO BE ENTERED Owner Appealed Proposal? If the Owner did not accept proposed funds, did Owner appeal the proposal? Select one of the following: • Yes • No • Unknown Date Owner Appealed Date the Owner appealed. Actual Amount Paid Final dollar amount paid to Owner. Date Actual Amount Paid Date the actual amount was paid to Owner. 17. Click the Narrative sub-tab (Figure 6-95). To add Property Site Inventory Narrative information, complete the following steps. Figure 6-95: Mitigation .Projects .Application Development . Property Site Inventory .Narrative Sub-tab a. Click the radio button to select either Legal Description or Comment. b. Double-click inside the text area. The Comment Editor is displayed. c. Enter your text in the Comment Editor. d. Click the OK button. The text you entered is displayed on the Narrative tab. The system appends your User Name, the date and time to the end of the text. e. On the bottom left part of the tab, click the SAVE button. Task 14: Enter Latitude and Longitude Information 1. Click the Lat/Lon tab (Figure 6-96). Figure 6-96: Mitigation .Projects .Application Development .Lat/Lon Tab 2. Click the SAMPLE button in the upper part of the tab. A diagram explaining Latitude and Longitude entries and a sample entry is displayed (Figure 6-97). Figure 6-97: Sample Latitude/Longitude Information 3. On the bottom left part of the Lat/Lon tab, click the NEW button. A new row for adding Lat/Lon information is displayed. 4. Enter the Latitude and Longitude information in decimal degrees. The latitude and longitude fields in HMGP - Application Development are decimal degrees. These fields will NOT accept latitude and longitude values in the form of degrees, minutes, and seconds, nor will it automatically convert them to decimal degrees. The user must convert the degrees, minutes and seconds to decimals for entry into these fields (see Table 6-16). The latitude and longitude fields also will not accept State Plan Coordinates. See your GIS specialist for assistance. Table 6-16: Instructions for Converting to Decimal Degrees HOW TO CONVERT FROM DEGREES-MINUTES-SECONDS TO DECIMAL DEGREES Divide Each Value By The Number of Minutes Or Seconds In A Degree Example: 39° 36’ 30," -105° 15’ 45” Degrees Minutes/60 Seconds/3600 Add Total Decimal Degrees 39 36/60=0.600 30/3600=0.00833 39+0.600+0.00833 39.608330 -105 15/60=0.250 45/3600=0.0125 105+0.250+0.0125 -105.262500 The minus sign is not a mathematic operational symbol but rather signifies the quadrant on the globe. Therefore, the minus sign was not added to the number until after the totaling of the minutes and seconds to the degrees. The graphic below provides the general rule for using the (+) and (-) signs to signify the quadrant location on the globe. Reference: ESRI On-Line Course – The Basics of Map Projections; Lesson One 5. The Lat/Lon Verification field is a drop-down list of likely sources of the data. Select the source of the Lat/Lon data. 6. Double-click inside the Comment field. The Comment Editor is displayed. Some examples of comments are: • Coordinate system used (NAD 83, WGS 84, etc.) • Accuracy level (very low, low, moderate, accurate, very accurate • Accuracy value in feet or meters) • Source (especially if the Lat/Lon Verification selected is “Other”) 7. On the bottom left part of the Lat/Lon tab, click the SAVE button. Task 15: Enter Authorization Information 1. Click the Authorization tab. The Plan Information sub-tab is displayed by default (Figure 6-98). Figure 6-98: Mitigation .Projects .Application Development . Authorization Tab All of the fields are auto-filled under the Plan Information sub-tab. If one of the required plans has not been entered into NEMIS-MT under Unit 4: (Manage the Mitigation Plans Repository), you will get a warning message on the screen (see Figure 6-98). 2. Click the Preparation Information sub-tab (Figure 6-99). Preparer and Title are auto-filled from information on the Applicant Information screen. To enter additional Preparation Information, complete Steps 2a - 2e. Figure 6-99: Mitigation .Projects .Application Development . Authorization .Preparation Information Sub-tab a. Enter the Authorized Applicant Agent’s Last Name, First Name, and Title in the designated boxes. These are required fields. b. Use the drop-down list to choose Yes or No for Applicant Signature on File. c. Enter the Authorized Grantee Official’s Last Name and First Name in the designated boxes. These are required fields. d. Use the drop-down list to choose Yes or No for Grantee Official Signature on File. e. NEMIS-MT enters the current date, but you can edit the date if necessary. If NO is selected in the Signature on File question, you will not be allowed to submit the application. 3. Click the Managing Grantee Review sub-tab if it is not grayed out (Figure 6-100). To add Managing Grantee Review information, complete Steps 3a - 3c. Figure 6-100: Mitigation .Projects .Application Development . Authorization .Managing Grantee Review Sub-tab a. For each Review Type, enter the Preparer and Reviewer names. b. Click on the icon to the right of the Preparer and Reviewer box to have the system automatically enter your User Name. c. Enter the Review Date. 4. Click the FEMA Review sub-tab (Figure 6-101). Figure 6-101: Mitigation .Projects .Application Development . Authorization .FEMA Review Sub-tab The fields will auto-fill as information is entered by FEMA personnel in Unit 7: Manage Eligibility Determination. Task 16: Edit an Existing Project Application A project application can be edited up until FEMA has completed the Eligibility Determination (Unit 7: Manage Eligibility Determination Information). Once the project application has been approved or denied, the only task permitted is to attach documents, as described in Task 11: Attach Documents. To make other changes to an approved, denied, or withdrawn project application, follow the instructions in Unit 8: Manage Amendments. 1. On the MITIGATION menu bar, click Projects . Application Development. A list of all projects (regardless of status) associated with the disaster number is displayed (Figure 6-102). Figure 6-102: Mitigation .Projects .Application Development . Project List 2. Table 6-17 describes the information displayed on the Select Project screen. Table 6-17: Select Project Data Fields DATA FIELD INFORMATION DISPLAYED Disaster Nr Official number assigned to the disaster by FEMA FEMA Proj Nr Project application ID number assigned sequentially when the application is submitted to FEMA. Amendment Nr Sequential number assigned by the system. 0 is the number assigned to the initial application, 1 is assigned to the first amendment, etc. DATA FIELD INFORMATION DISPLAYED Applic ID Number assigned by NEMIS-MT or by the Grantee when a new record is created Suffix Type of funding requested. Codes include: • R (Regular Project Funding) • M (Grantee State Management Costs) • F (Initiative Projects) • P (Planning Projects) Auto-filled by the system after FEMA Mitigation staff complete Task 3 in Unit 7: Manage Eligibility Determination. ST Two-letter State code Region FEMA Region Number Project Title Description of the project application 3. Highlight the project that you wish to edit. Click the OK button. 4. The twelve tabs of Application Development are displayed. The Applicant Information tab is displayed by default. 5. Click the tab of the application information that you wish to edit. To edit Cost Estimate and Match Sources information, follow the instructions in Task 7, Step 7. If you are editing a project application that has been submitted, you need to alert FEMA to these changes because the project may be in the review process. To identify the Mitigation Analyst assigned to this project application, go to Mitigation.Projects.Eligibility Determination .In Process. Scroll to the right to view the FEMA Reviewer for the applicable project application. Contact that person via phone or email about the changes you entered in the system. Task 17: Verify and Submit a Project Application 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 (Figure 6-103). Figure 6-103: Authorized Signature Missing Warning Message 3. Make the necessary corrections and click the VERIFY button again. 4. Table 6-18 provides a list of required fields and their location in Mitigation .Projects. Application Development. Table 6-18: Required Fields and System Location REQUIRED INFORMATION APPLICATION DEVELOPMENT TAB Grantee/Sub-grantee Applicant Information Project Type Project Info Project Title Project Info Counties Project Info Congressional Districts Project Info Community Name Project Info Hazard Type Project Info At least one Work Schedule Item Work Schedule At least one Cost Estimate Item Cost Estimate At least one non-Federal share Line Item Match Sources Cost Effectiveness Information for each Community Cost Effectiveness REQUIRED INFORMATION APPLICATION DEVELOPMENT TAB At least one Property Inventory: Owner, Structure Type, Property Damage Category, Foundation Type Property Site Inventory NFIP Info: Flood Source, Repetitive Loss Flag, Flood Zone Code, Repetitive Loss Category Property Site Inventory . NFIP Info Sub-tab Environmental Checklist for at least one Alternative Eligibility Review .Env Checklist Sub-tab Authorized Applicant Agent and Authorized Grantee Official Names, Titles and signatures on file Authorization Project Reviewer Eligibility Review . OverviewSub-tab Eligibility Determination Criteria - Applicant, Project type, Project Criteria Eligibility Review. OverviewSub-tab Other Reviews - C/E Review, Code Compliance, Mt Plan Conformance Eligibility Review . OverviewSub-tab Approval Recommendation Eligibility Review .OverviewSub-tab 5. Table 6-19 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 6-19: Required Project Application Attachments DOCUMENTS TASK History, Alternatives, Proposed Actions Task 3: Attach Problem & Risk Data Project Description Task 4: Enter Project Information Maintenance Assurance Task 9: Attach Maintenance Assurance Information For any missing attachment, you will get the following warning message (Figure 6-104) when you click the VERIFY button: Figure 6-104: Missing Required Attachment Message 6. Click the OK button. A message that all checks were completed successfully is displayed (Figure 6-105). Figure 6-105: Verification Complete Message 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 6-106). When you click the SUBMIT button, NEMIS-MT will automatically verify the application before displaying the Final Submission dialog box. Figure 6-106: 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 (Figure 6-107). Figure 6-107: Work Packet Created Message 10. On the bottom right part of the tab, click the CLOSE button. Task 18: Zero Out a Project 1. Click the Match Sources tab (Figure 6-108). Figure 6-108: Mitigation .Projects . Application Development .Match Sources Tab 2. Select an item by clicking inside any of the Non-Federal funding fields. On the bottom left part of the tab, click the DELETE button. 3. Repeat Step 2 for additional items that you wish to delete. 4. Click the Cost Estimate tab and delete all line items. 5. On the bottom left part of the Cost Estimate tab, click the SAVE button. 6. Still in the Cost Estimate tab, click the NEW button. A new row for Cost Estimate information is displayed. 7. Enter a line item with a Unit Quantity of "1" and a Unit Cost of "0." 8. On the bottom left part of the tab, click the SAVE button. 9. The message "Data has been saved" is displayed. Click the OK button on the message box. 10. Click the Match Sources tab. 11. On the bottom left part of the tab, click the NEW button. A set of data fields for Non-Federal Funding information is displayed. 12. Enter the information in the required data fields (boxes are shaded green). In the Unit Cost column, you must enter "0." 13. On the bottom left part of the tab, click the SAVE button. The message "Data has been saved" is displayed. 14. Click the OK button on the message box. 15. On the bottom right part of the tab, click the CLOSE button. 16. Verify that the task has been done correctly by completing the following steps. a. On the MITIGATION menu bar, click on Projects.Eligibility Determination . View All. The project list is displayed. b. Select the project that has just been zeroed out. Click the OK button. c. Click the Cost Review tab. The project dollar amounts should now be "$0." References for Manage Project Application PROJECT APPLICATION REFERENCES PAGE NUMBER Flood Zone Codes 6-91 Project Type Codes 6-92 Property Site Inventory - Hazard Types 6-94 Property Site Inventory - Property Actions 6-95 Sample Reports 6-96 Flood Zone Codes CATEGORY CODE DESCRIPTION C, X Area of minimal flood hazards B, X Area of moderate flood hazards N Area of moderate mudslide (i.e., mudflow) hazards AR Area of special flood hazard that results from the decertification of a previously accredited flood protection system that is determined to be in the process of being restored to provide a 100-year or greater level of flood protection A99 Area of special flood hazard where enough progress has been made on a protective system, such as dikes, dams, and levees, to consider it complete for insurance rating purposes A1-30, AE Area of special flood hazard with water surface elevations determined A Area of special flood hazard without water surface elevations determined A0 Area of special flood hazards having shallow water depths and/or unpredictable flow paths between one and three feet V0 Area of special flood hazards having shallow water depths and/or unpredictable flow paths between one and three feet and with velocity AH Area of special flood hazard having shallow water depths and/or unpredictable flow paths between one and three feet, and with water surface elevations determined V1-30, VE Area of special flood hazards with water surface elevations determined, and with velocity, that is inundated by tidal floods (coast high hazard area) V Area of special flood hazards without water surface elevations determined, and with velocity, that is inundated by tidal floods (coast high hazard area) E Area of special flood-related erosion hazards M Area of special mudslide (i.e., mudflow) hazards D Area of undetermined but possible flood hazards P Area of undetermined, but possible mudslide hazards Other Specify in comments Project Type Codes To see the list of Project Types available complete the following steps: 1. On the Mitigation menu bar, click Admin . Project Type Matrix Information (Figure 6-109). Figure 6-109: Mitigation . Admin . Project Type Matrix Information 2. A list of project types is displayed (Figure 6-110). You may use any that are checked under the HMGP column. Check this table often because the information is subject to change. Figure 6-110: Project Type Matrix The table displays other pertinent information such as: • Code descriptions • Whether the code is a legacy code (i.e., a code use in pre–3.0 NEMIS-MT version releases) • Whether the code requires a PSI • Whether the code is applicable to HMGP, FMA, or the HMGP Historical Database • Predecessor code (for example, Code 90.1, Mitigation Plan –Local Multi-hazard Mitigation Plan, is the predecessor of Code 91.1, Local Multi-hazard Mitigation Plan) Property Site Inventory - Hazard Types • Biological • Chemical • Civil Unrest • Coastal Storm • Crop Losses • Dam/Levee Break • Drought • Earthquake • Fire • Fishing Losses • Flood • Freezing • Human Cause • Hurricane • Land Subsidence • Mud/Landslide • Nuclear • Severe Ice Storm • Severe Storm(s) • Snow • Special events • Terrorist • Tornado • Toxic Substances • Tropical Cyclones • Tsunami • Typhoon • Volcano • Wind Storms • Other (Specify in comments) Property Site Inventory - Property Actions • Acquisition of Vacant Land • Acquisition/Démolition • Acquisition/Relocation • Elevation • Flood-proofed • Other (Specify in comments) • Safe Room/Wind Shelter • Seismic Retrofit • Wildfire Retrofit • Wind Retrofit Sample Reports To track and document the process of Managing Project Applications, the following reports can be generated, as described in Unit 14: Generate Standard HMGP Reports. Samples are provided in the following pages. SAMPLE REPORT PAGE NUMBER Sample Project Cost Line Item Report 6-96 Sample Non-Federal Share Fund Report 6-97 Sample Property Site Inventory Report 6-98 Sample Application Development Report 6-100 Sample Project Cost Line Item Report Sample Non-Federal Share Fund Report Sample Property Site Inventory Report (Page 1) Sample Property Site Inventory Report (Page 2) Sample Application Development Report (Page 1) Sample Application Development Report (Page 2) Description: no_wrkpkts Description: notepad Description: wkpkt_lst Description: wkpkt_lst_rt Description: wkflw_map_btn Description: list_btm_rt btns Description: wrkflw_map Description: proj38_rcpt_delegate Slide1.JPG Description: rect_deleg Description: notepad Description: wrkflw_success Description: proj38_appln_cmpltns Description: proj38_appln_cmpltns_ma Description: proj38_appln_dev Description: appln_comp_rvw_dlg_bx Description: hint Description: caution Description: hint Description: set_to_no Description: 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list_proj_appr_decn_rwrk Description: list_proj_appr_concur Description: cost_issues_cmmnts Description: hint Description: new_cst_issue_cmnt_added Description: hint Description: gen_cmnts Description: finl_proj_appr_dcsn1 Description: lookup_staff2 Description: lookup_btn Description: lookup_orgn1 Description: lookup_btn Description: lookup_ofc1 Description: regl_dir1 Description: notepad Description: finl_fw_wkpkt1 Description: wrkflw_success2 Description: list_proj_appr_decn_rwrk Description: pe1 Description: pe2 Description: pe3 Description: pe4 Description: pe5 Description: pe6 Unit 7 – Manage Eligibility Determination Overview .................................................................................................. 7-2 Work Packets........................................................................................... 7-3 Task 1: Access an Eligibility Determination Work Packet ........................ 7-5 Task 2: Execute Receipt and Delegate ................................................. 7-11 Task 3A: Execute Application Completeness Review ........................... 7-15 Task 3B: Execute Withdraw or Void ...................................................... 7-21 Task 4: Execute Laws/EOs Review ...................................................... 7-23 Task 5: Execute NEPA Documentation Review .................................... 7-31 Task 6: Execute Environmental Officer Review .................................... 7-41 Task 7: Execute Cost Review ............................................................... 7-47 Task 8: Execute Eligibility Review ......................................................... 7-53 Task 9: Execute Project Approval Decision ........................................... 7-59 Task 10: Execute Approval Decision Concurrence ............................... 7-66 Task 11: Execute Final Project Approval Decision ................................ 7-72 References for Manage Eligibility Determination .................................... 7-84 Sample Reports .................................................................................. 7-84 Form Letters ....................................................................................... 7-84 Overview The NEMIS-MT Manage Eligibility Determination process allows FEMA staff to track the review and approval process for each HMGP project application submitted. Table 7-1 provides an overview of the Manage Eligibility Determination process. Table 7-1: Manage Eligibility Determination Process DESCRIPTION Purpose Review and determine project eligibility for HMGP funding When does it start? After the Grantee has submitted the project applications Who does it? • FEMA Regional Hazard Mitigation Officers (HMO) • FEMA Mitigation Analysts (MA) • FEMA Headquarters Staff How is it done? Execute 13 tasks: Task 1: Access an Eligibility Determination Work Packet Task 2: Execute Receipt and Delegate Task 3A: Execute Application Completeness Review Task 3B: Execute Withdraw or Void Task 4: Execute Laws/Executive Orders Review Task 5: Execute NEPA Documentation Review Task 6: Execute Environmental Officer Review Task 7: Execute Cost Review Task 8: Execute Eligibility Review Task 9: Execute Project Approval Decision Task 10: Execute Approval Decision Concurrence Task 11: Execute Final Project Approval Decision Work Packets To manage the Eligibility Determination process workflow, NEMIS-MT provides system work packets. For each task in the Eligibility Determination process, there is a system work packet. While the task is ongoing, the work packet status starts out as "REVIEW." When the task gets completed, the work packet status changes to "COMPLETE" and the system automatically creates the work packet for the next task. If concurrent tasks follow the completed task, a work packet is created concurrently for each of the tasks. Work packets follow the workflow sequence of the HMGP Eligibility Determination process. The flow of the work packets can be bidirectional. If, at several key points, a reviewer determines that a task needs to be reworked, the direction of the workflow is reversed. The work packet is sent back to the assigned user for rework and the status changes to "REWORK.” Figure 7-1 illustrates the Eligibility Determination process workflow in the system. The diagram shows that after the Application Completeness Review task is completed, the following four tasks are executed concurrently. Thus, the system will generate the four work packets simultaneously. • Laws/EOs Review • NEPA Documentation Review • Cost Review • Eligibility Review Figure 7-1: Eligibility Determination Work Packet Sequence The Project Approval Decision work packet provides an example of a possible reverse flow. While completing that task, the reviewer may identify a need for rework. Depending on which review needs redoing, the work packet can be sent back to the Environmental Officer Review, the Cost Review, or the Eligibility Review. After projects are submitted for Federal eligibility, any changes made to the project are verified to pass validation. If the steps taken do not pass validation, an appropriate message is displayed. While attempting to “complete work step” during the Federal eligibility a notification of missing data may be received. It will be necessary to update the project to include missing data to proceed with the Federal eligibility process. Any attempts to improperly revise the application by removing required data will be prohibited. Table 7-2 lists the NEMIS-MT Group ID and the workflow tasks that each group is responsible for. Table 7-2: Group ID - Work Packets Assignment Table GROUP ID ASSIGNED WORKFLOW TASKS MT HMO Receipt and Delegate Approval Decision Concurrence Final Project Approval MT Analyst (MA) Application Completeness Review Eligibility Review Project Approval Decision MT Cost Reviewer (CSTRV) Cost Review MT Environmental Reviewer (ENVRV) Laws/EOs Review NEPA Documentation Review MT Environmental Officer (ENVOF) Environmental Officer Review Task 1: Access an Eligibility Determination Work Packet 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process (Figure 7-2). Figure 7-2: Mitigation .Projects .Eligibility Determination .In Process 2. If you see this message, the project applications for the disaster have not yet been submitted (Figure 7-3). Figure 7-3: No Work Packets Found Message 3. If project applications have been submitted, the Mitigation Work Packet List is displayed (Figures 7-4 and 7-5). Table 7-3 describes the information displayed on the screen. The Group ID of the current user is displayed on the top left part of the screen. Figure 7-4: Mitigation Work Packet List - Left Side Figure 7-5: Mitigation Work Packet List - Right Side Table 7-3: Mitigation Work Packet List Data Fields DATA FIELD INFORMATION DISPLAYED Region FEMA Region where disaster occurred Dstr No FEMA disaster number Applic ID Grantee project application number Amend Number Project application Amendment Number FEMA Proj No System-generated FEMA project application number when project is submitted to FEMA State State where disaster occurred Workflow Description Current task in the Eligibility Determination process Status Work Packet status Project Title Project Title FEMA Reviewer For amendments, the person who executed the Project Approval Decision of the project application for which this is an amendment Previous Reviewer User Id For amendments, the NEMIS-MT user identification of the MA who processed the original or previous project application Assigned Analyst The name of the MA designated to oversee the project application’s eligibility review Declaration Request Letter Prompt Answer Was the Declaration Request Letter received? 0 - No or Unanswered 1 - Yes Public Information Officer Notification Was the Public Information Officer notified? 0 - No or Unanswered 1 - Yes SF-424 Notification Was the SF-424 received? 0 - No or Unanswered 1 - Yes Application Submission Date Date of project application submission in NEMIS-MT Application Receipt Date If the project application was submitted in NEMIS-MT, same as the Application Submission Date If the project application was submitted in hard copy, date received at the FEMA Regional Office Workflow Queue Name Internal system name for the workflow queue Application Name Work Packet name 4. The box on the far left column of each row in the Mitigation Work Packet list indicates the following: • A green solid box means you can execute that work packet now. • A green patterned box means you can execute that work packet once other required workflow tasks are completed. • A yellow solid box means that the work packet can be executed by a user logged in with a different Group ID. You can view the information however. 5. On the bottom part of the Mitigation Work Packet List screen, the following buttons are available (Figure 7-6). Figure 7-6: Mitigation Work Packet List Buttons 6. On the bottom left part of the screen, click the WORK FLOW MAP button. A graphic of the project application's work packets, their place in the eligibility determination workflow, and your current Group ID is displayed (Figure 7-7). 6a-6d describes the steps you can do on the Workflow Map Diagram screen. Figure 7-7: Workflow Map Diagram The squares in the diagram follow the legend below: • Blue solid squares represent workflow tasks that have been completed. • Green solid squares represent workflow tasks that are ready for you to execute. • Yellow squares (solid or crisscrossed) represent workflow tasks that you cannot execute with your current Group ID. You can view the work packet information however. • Squares with crisscrossed lines represent workflow tasks that cannot be completed until other reviews are completed first. a. On the bottom of the Workflow Map Diagram screen, click the CHANGE GROUP button. This allows you to change your Group ID without going back to the MT Login process. b. After you select your new Group ID, the diagram is refreshed automatically. c. From this diagram screen, you can choose to execute a work packet by clicking on a green solid square. Remember, green solid squares represent tasks that are ready for you to work on. d. If you do not choose to execute or view any of the work packets in the diagram, click the CLOSE button. The Mitigation Work Packet List is displayed once again. 7. On the bottom right part of the Mitigation Work Packet List screen, the CHANGE GROUP button is available. Clicking that button and selecting another group will refresh the Work Packet List automatically. 8. Clicking the REFRESH button will update the Work Packet List. 9. You can choose to execute a work packet on the list by completing the following steps. Make sure there is a green solid box on the far left column. a. Highlight the work packet row that you wish to access. b. On the bottom right part of the screen, click the OK button. The selected work packet review screen is displayed. 10. You can choose to view a work packet on the list by repeating Steps 9a - 9b. You have read-only access to work packet information if there is a yellow solid box on the far left column. The Work Packet review screen will be displayed but you will not be able to enter any information. 11. When the work packet review screen is displayed, the Mitigation Work Packet List automatically gets minimized to the bottom left part of the screen. You can display the list again by clicking the Restore button (Figure 7-8). Figure 7-8: Minimized List Screen Task 2: Execute Receipt and Delegate 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed (Figure 7-9). Figure 7-9: Mitigation Work Packet List 2. On the top left corner of the screen, check that you are logged in with the HMO Group ID. 3. Highlight the row of the project that says "Receipt and Delegate" under Workflow Description. Check that there is a solid green box on the far left column of the row. 4. Click the OK button. The Eligibility Determination screen is displayed with nine tabs. The Overall Review tab is displayed by default (Figure 7-10). Figure 7-10: Mitigation .Projects .Eligibility Determination .Overall Review Tab 5. On the bottom left part of the Overall Review tab, click the COMPLETE WORK STEP button. The Workflow Receipt and Delegate dialog box is displayed (Figure 7-11). Figure 7-11: Receipt and Delegate Dialog Box 6. Enter the information listed in Table 7-4. Table 7-4: Receipt and Delegate Dialog Box Data Fields DATA FIELD INFORMATION TO BE ENTERED Receipt Date Date the project application was submitted to FEMA. The system auto-fills the current date. Edit the date if necessary. If the project application was submitted in NEMIS-MT, enter the same date as the Application Submission Date in the Mitigation Work Packet List. If the project application was submitted in hard copy, date received at the FEMA Regional Office. Mitigation Analyst Name of the FEMA Mitigation Analyst (MA) who will oversee the eligibility review of the project. Other MAs will not be excluded from viewing this project application. Generate Letter of Response Should the system launch MS Word to generate a letter of response to the Grantee? Click Yes or No. 7. Click the OK button. The Forward Work Packet Dialog Box is displayed (Figure 7-12). Figure 7-12: Forward Work Packet Dialog Box 8. Click the OK button. This will update the Receipt and Delegate work packet status to "COMPLETE.” The next work packet in the workflow, Application Completeness Review, will be created by the system. A Workflow Success system message is displayed (Figure 7-13). Figure 7-13: Workflow Success Message 9. If you selected "Yes" in the Generate a Letter of Response data field, MS Word is automatically launched with a form letter. The References section of this unit provides a Sample Letter of Response. a. Type the project-specific data on the form letter. If your Region uses another form letter, open the file for that other form letter. b. Address the letter to the State Director or State HMO, depending on Regional policy. c. Save the document using the Save As feature, making sure to give the letter a different file name. d. Print the document. e. Exit out of MS Word. 10. Back on the bottom right of the Overall Review tab, click the CLOSE button. 11. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the MAXIMIZE button (the square icon). The screen is now maximized. 12. On the bottom right part of the screen, click the REFRESH button. Notice that the project application that just went through the Receipt and Delegate process now says "Application Completeness Review" under Workflow Description (Figure 7-14). Figure 7-14: Refreshed Mitigation Work Packet List Task 3A: Execute Application Completeness Review 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed (Figure 7-15). Figure 7-15: Mitigation Work Packet List 2. On the top left corner of the screen, check that you are logged in with the MA Group ID. 3. Highlight the row of the project that says "Application Completeness Review" under Workflow Description. Check that there is a solid green box on the far left column of the row. 4. Click the OK button. The Eligibility Determination screen is displayed with nine tabs. The Overall Review tab is displayed by default (Figure 7-16). Figure 7-16: Mitigation .Projects .Eligibility Determination .Overall Review Tab 5. On the bottom left part of the tab, click the APPLICATION DEV button. The system displays the Mitigation . Projects . Application Development tabs for that project (Figure 7-17). Figure 7-17: Mitigation .Project .Application Development 6. In the Application Development tabs, complete the following steps: a. Review the information in all the tabs for consistency, completeness, and accuracy. b. Click the Project Info tab. i. On the bottom half of the tab, click the Project Type sub-tab. ii. Note the Project Description(s) listed on the right-hand box. You will need this information in Step 12. c. Click the Cost Estimate tab. On the bottom right part of the tab, note the answer to the question "Is the project part of the initiative?" You will need this information in Step 12. d. On the bottom right part of the Cost Estimate tab, click the CLOSE button. The Overall Review tab of Eligibility Determination is displayed. 7. On the bottom left part of the Overall Review tab, click the COMPLETE WORK STEP button. The Application Completeness Review dialog box is displayed (Figure 7-18). Figure 7-18: Application Completeness Review Dialog Box 8. To obtain the information for each of the questions in the dialog box, complete steps 9 - 12. 9. Question: Has the State HMGP Administrative Plan been Approved? a. On the MITIGATION menu bar, click Disaster . Overview . Grantee Information tab. b. In the middle section of the tab, the Grantee HMGP Administrative Plan details are displayed. c. If there is an Approval Date, the answer to the question is "Yes.” 10. Question: Has a Letter of Intent been Received? You may also refer to the Governor's Letter of Request to check if HMGP assistance was requested. If yes, this is equivalent to receiving the State's Letter of Intent. If there is no Letter of Intent, AND, HMGP assistance was not requested, contact your Regional MT Help Desk for guidance. 11. Question: Has a SF-424 been Received? a. On the MITIGATION menu bar, click on Disaster .Overview. The eight tabs of Disaster Overview are displayed. b. Click the SF424 tab. c. Locate the row of the correct Grantee/Subgrantee. d. If there is a number in the SF424 Number column, the answer to the question is "Yes.” If the SF424 Number column is blank, indicating that the SF424 has not been received, contact your Regional MT Help Desk for guidance. 12. Question: Suffix Type Code SELECT THE CORRECT SUFFIX TYPE CODE! If the Suffix Type Code is entered incorrectly, it cannot be changed in the Eligibility Determination tabs. The project application must first be voided by the HMO (Task 2: Execute Receipt and Delegate Review). Second, the Grantee must create a new project application and submit it. a. The drop-down selection list of Suffix Type Codes includes: • Project Planning • Management • Initiative • Regular b. In Step 6b you obtained the Project Descriptions(s) for this project application. i. If the project description refers to a plan, the Suffix Type Code is Project Planning. ii. If the project description refers to management, the Suffix Type Code is Management. c. In Step 6c you obtained the answer to the question "Is the project part of the initiative?" If the answer was "Yes,” the Suffix Type Code is Initiative. d. If none of the conditions listed in Steps 12b and 12c apply to the project, then the Suffix Type Code is Regular. 13. After you answer all the questions in the Application Completeness Review dialog box, click the OK button. a. If you selected "No" to any of the first three questions, the system confirms if it should continue completing the work step (Figure 7-19). Figure 7-19: Continue Completing Work Step Confirmation Message i. Click the CANCEL button to return to the Eligibility Determination - Overall Review tab OR ii. Click the OK button if you wish to continue. The Forward Work Packet dialog box is displayed (Figure 7-20). b. If you selected "Yes" for all the three questions in the Application Completeness Review dialog box, the Forward Work Packet dialog box is displayed (Figure 7-22). Figure 7-20: Forward Work Packet Dialog Box 14. Click the OK button in the Forward Work Packet dialog box. The Workflow Success system message is displayed (Figure 7-21). Figure 7-21: Workflow Success Message 15. Click the OK Button. The Overall Review tab is displayed. 16. On the bottom right part of the Overall Review tab, click the CLOSE button. 17. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the Maximize Button (the square icon). The screen is now maximized. 18. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Application Completeness Review process now has four work packets displayed under the Workflow Description column (Figure 7-22): • Laws/EOs Review • NEPA Documentation Review • Cost Review • Eligibility Review Figure 7-22: Work Packets after Application Completeness Review The project application is now ready to go through four work packets concurrently and can be completed in any order. Refer to the following tasks for each of the four processes: • Task 4: Execute Laws/EOs Review • Task 5: Execute NEPA Documentation Review • Task 7: Execute Cost Review • Task 8: Execute Eligibility Review Once the Application Completeness Review is complete, the project amounts are added to the figures on the HMGP Budget Planning screen. For details on this tab, refer to Unit 5, Task 8: Review Budget Planning Information. Task 3B: Execute Withdraw or Void At any point during the Eligibility Determination process, the project application can be withdrawn or voided. 1. Follow Steps 1 – 4 from Task 3A above. The Eligibility Determination screen is displayed with nine tabs. The Overall Review tab is displayed by default (Figure 7-23). Figure 7-23: Mitigation . Projects . Eligibility Determination . Overall Review Tab 2. On the bottom left part of the tab, in the Amendment Info section, the WITHDRAW and VOID buttons are available (Figure 7-24). Figure 7-24: Withdraw and Void Buttons The WITHDRAW and VOID buttons both delete the project application from the Eligibility Determination process. a. Click the WITHDRAW button if the Grantee wishes to modify the project application and resubmit it as an amendment. The project's Application Status displays as "Withdrawn.” b. Click the VOID button if the Grantee has decided to permanently withdraw the project application. The project's Application Status displays as "Voided.” c. Whichever button is selected (Withdrawn or Void), the following warning message will appear. (Figure 7-25) Figure 7-25: Confirmation of Withdraw or Void warning 3. Select OK to continue with the withdraw or void process. If the project being withdrawn or voided included a property site inventory (PSI), the question, “is this property included as part of the final project” will be set to NO for each property in the PSI. No properties in the PSI of a withdrawn or voided project will be considered to be missing required data during project closeout. Task 4: Execute Laws/EOs Review 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed (Figure 7-26). Figure 7-26: Mitigation Work Packet List 2. On the top left corner of the screen, check that you are logged in with the ENVRV Group ID. 3. Highlight the row of the project that says "Laws/EOs Review" under Workflow Description. Check that there is a solid green box on the far left column of the row. The Status says "REVIEW.” 4. Click the OK button. The Laws/EOs tab is displayed by default (Figure 7-27). Figure 7-27: Mitigation .Projects .Eligibility Determination . Laws/EOs Tab 5. The top half of the Laws/EOs tab displays a list of Environmental Laws and Executive Orders. For each item in the list, complete Steps 5a - 5e. a. Select the status of the project application with regards to the Environmental Law or Executive Order. Select "In Process,” "Completed" or "Not Applicable" (Figure 7-28): Figure 7-28: Project Application Status of Laws/EOs b. Double-click inside the Comments field to access the Comment Editor. c. In the Comment Editor text area, enter comments relevant to the project application and to the Law/EO. d. Click the OK button. The comments you entered are now displayed on that row. Your User Name, the date, and the time of entry are appended to the end of the text (Figure 7-29). Figure 7-29: Laws/EOs Tab with Comments Added e. If you need to edit existing comments, click the EDIT button. The Comment Editor is displayed. Repeat Steps 5c-5d. 6. In the middle left part of the tab, click the SELECT LAWS/EOS button if you need to add Laws/EOs to the list (Figure 7-30). Complete Steps 6a-6d. Figure 7-30: Select Laws/EOs Button a. The Laws Selection window is displayed (Figure 7-31). Figure 7-31: Laws Selection Window b. Highlight the Law/EO that you wish to add. c. Click the OK button. d. The Law/EO is now added to the list on the Laws/EOs tab. Repeat Steps 5a - 5e for each Law/EO that you added to the list. 7. The bottom half of the Laws/EOs tab displays the Conditions Required section (Figure 7-32). For each condition required, complete Steps 7a - 7g. Figure 7-32: Conditions Required Section a. On the bottom left part of the Laws/EOs tab, click the ADD CONDITION button. A new row is added with your User Name displayed in the Entered By column (Figure 7-33). Figure 7-33: New Row Added for Conditions Required b. In the Law column, click the triangle. A drop-down list of Environmental Laws is displayed (Figure 7-34). Figure 7-34: Environmental Laws Selection List c. Highlight the Environmental Law that you wish to add conditions to the project application for. d. In the new row, click the EDIT button. The Comment Editor is displayed. e. In the Comment Editor text area, enter the conditions required. Click the OK button. f. The newly-added required condition is displayed (Figure 7-35). Figure 7-35: Laws/EOs Tab - Conditions Required - Left Side g. Scroll to the right to display the other Conditions Required data fields (Figure 7-36). Figure 7-36: Laws/EOs Tab - Conditions Required - Right Side 8. The Laws/EOs Review process is considered complete if each Law/EO in the list has a Status of "Completed" or "Not Applicable." At that point, the system allows you to click inside the All Environmental Laws/EOS Reviews Complete checkbox located on the bottom right part of the tab (Figure 7-37). Figure 7-37: All Environmental Laws/EOs Reviews Complete Checkbox If at least one of the Laws/EOs in the list has a Status of blank or "In Process,” the system does not allow you to click inside the All Environmental Laws/EOS Reviews Complete checkbox. The system also displays the Status Review dialog box (Figure 7-38). Figure 7-38: Status Reviews Dialog Box 9. On the bottom left part of the tab, click the COMPLETE WORK STEP button. If you click the COMPLETE WORK STEP button without clicking inside the All Environmental Laws/EOs Reviews Complete checkbox, the Completed Status validation message is displayed (Figure 7-39). Figure 7-39: Completed Flag Validation Message If the checkbox has been completed, the Forward Work Packet dialog box is displayed (Figure 7-40). Figure 7-40: Forward Work Packet Dialog Box 10. Click the OK button. The Workflow Success Message is displayed (Figure 7-41). Figure 7-41: Workflow Success Message 11. Click the OK button. The Laws/EOs tab is displayed. 12. On the bottom right part of the Laws/EOs tab, click the CLOSE button. 13. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the Maximize Button (the square icon). The screen is now maximized. 14. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Laws/EOs Review process now displays a status of COMPLETE (Figure 7-42). Figure 7-42: Work Packets After Laws/EOs Review Task 5: Execute NEPA Documentation Review 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed (Figure 7-43). Figure 7-43: Mitigation Work Packet List 2. On the top left corner of the screen, check that you are logged in with the ENVRV Group ID. 3. Highlight the row of the project that says "NEPA Documentation Review" under Workflow Description. Check that there is a solid green box on the far left column of the row. The Status says "REVIEW.” 4. Click the OK button. The NEPA Process tab is displayed by default (Figure 7-44). Figure 7-44: Mitigation .Projects .Eligibility Determination . NEPA Process Tab 5. The top portion of the tab is the Level of Review section. Select one of the following from the FEMA Status drop-down list. Depending on your selection, the top right section displays a different set of data fields and buttons. Proceed to the indicated Step Number for instructions specific to the selected FEMA Status. • Catex Completed - Step 6 • Environmental Impact Statement - In Process - Step 7 • Environmental Impact Statement - Completed - Step 7 • Environmental Assessment - In Process - Step 8 • Environmental Assessment - Completed - Step 8 6. If you selected "Catex Completed" for FEMA Status, complete Steps 6a - 6i. a. The top right part of the NEPA Process tab displays the following (Figure 7-45). Figure 7-45: FEMA Status - Catex Completed b. Click the EXTRAORDINARY CIRCUMSTANCE REF button. The description of ten extraordinary circumstances is displayed (Figure 7-46). Note the instruction to use the NEPA Process tab's Comment area. Figure 7-46: FEMA Status - Catex Completed: Extraordinary Circumstances Reference c. Click the CLOSE button. d. Click the SELECT APPLICABLE 10.89(d) CATEX(s) button. The Catex Categories window is displayed (Figure 7-47). Figure 7-47: CATEX Categories e. On the left side of the window, select the CATEX Type Codes you wish to add. Click the ADD button. f. The CATEX Type Codes are now displayed on the right side (Figure 7-48). Figure 7-48: CATEX Categories Added g. Click the OK button. The added CATEX Categories are displayed on the NEPA Process tab. h. If applicable, click inside the No Extraordinary Circumstances Requiring an EA checkbox. i. Enter the Documentation Complete date. Clicking the triangle displays a calendar where you can select the date to auto-fill the field (Figure 7-49). Figure 7-49: Calendar for Documentation Complete Date Field 7. If you selected "Environmental Impact Statement - In Process" or "Environmental Impact Statement - Completed" for FEMA Status, complete Steps 7a - 7c. a. The top right part of the NEPA Process tab displays the following (Figure 7-50). Figure 7-50: FEMA Status - Environmental Impact Statement b. Enter the date for Publication of Notice of Intent to Prepare EIS. Clicking the triangle displays a calendar where you can select the date to auto-fill the field. c. Enter the date for Record of Decision. 8. If you selected "Environmental Assessment - In Process" or "Environmental Assessment - Completed" for FEMA Status, complete Steps 8a - 8e. a. The top right part of the NEPA Process tab displays the following (Figure 7-51). Figure 7-51: FEMA Status - Environmental Assessment b. Enter the Draft EA Date. Clicking the triangle displays a calendar where you can select the date to auto-fill the field. c. Enter the Final EA Date. d. Enter the Final Public Notice Publication Date. e. Enter the Finding of No Significant Impact (FONSI) date. 9. The middle portion of the NEPA Process tab is the Conditions Required section (Figure 7-52). Figure 7-52: NEPA Process Tab - Conditions Required Section To add a condition, complete Steps 9a - 9g. a. Click the ADD CONDITION button. A new row is added to the Conditions Required section with your User Name displayed in the Entered By column. b. Double-click inside the Conditions Required field. The Comment Editor is displayed. c. In the Comment Editor text area, enter the description of the conditions required. Click the OK button. d. The conditions are displayed on the NEPA Process tab. e. If applicable, click inside the Monitoring Required checkbox. f. If applicable, complete the Monitoring Completed Date and Monitoring Completed By data fields. g. Figure 7-53 shows a condition required that has been added to the NEPA Process tab. Figure 7-53: NEPA Process Tab - Conditions Required Added 10. The bottom portion of the NEPA Process tab is the Comment section. To add, view or append comments, complete Steps 10a - 10g. a. Double-click inside the Comment field to access the Comment Editor. b. In the Comment Editor text area, enter your review comments. Click the OK button. c. The comments are displayed on the NEPA Process tab. The system adds your User Name, the Date, and the Time of the entry at the end of the comments. d. To view comments previously entered that are not displayed in full, click the VIEW button. e. To append to the original comments, click the APPEND button. The Comment Editor is displayed. f. In the Comment Editor text area, enter additional comments. Click the OK button. g. Both comments are now displayed on the NEPA Process tab (Figure 7-54). Figure 7-54: NEPA Process Tab - Comments Added 11. If you wish to attach any NEPA Process documentation, click the Attachments tab. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. The Attachments are now displayed in the Attachments tab (Figure 7-55). Figure 7-55: Attachments Tab - Document List 12. When you are done attaching documents, click the CLOSE button on the bottom right part of the Attachments tab. 13. Click the NEPA Process tab. 14. The NEPA Documentation Review process is considered complete if the FEMA Status field on the top left part of the NEPA Process tab has one of the following values. All fields to the right of FEMA Status must also be completed. • "Statex-Completed" • "Catex-Completed" • "Environmental Assessment-Completed" • "Environmental Impact Statement-Completed" 15. On the bottom left part of the tab, click the COMPLETE WORK STEP button. If the NEPA Documentation Review process is not complete, the Completed Status validation message is displayed (Figure 7-56). Figure 7-56: Completed Status Validation Message 16. If the NEPA Documentation Review process is complete, the Forward Work Packet dialog box is displayed (Figure 7-57). Figure 7-57: Forward Work Packet Dialog Box 17. Click the OK button. The Workflow Success Message is displayed (Figure 7-58). Figure 7-58: Workflow Success Message 18. Click the OK button. The NEPA Process tab is displayed. 19. On the bottom right part of the NEPA Process tab, click the CLOSE button. 20. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the Maximize Button (the square icon). The screen is now maximized. 21. On the bottom right part of the screen, click the REFRESH button. The project application that just went through both the Laws/EOs Review and the NEPA Documentation Review process now displays "Environmental Officer Review" under Workflow Description (Figure 7-59). Figure 7-59: Work Packets After NEPA Documentation Review Task 6: Execute Environmental Officer Review Executing the Environmental Officer Review requires that two tabs be reviewed: Laws/EOs and NEPA Process. 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed (Figure 7-60). Figure 7-60: Mitigation Work Packet List 2. On the top left corner of the screen, check that you are logged in with the ENVOF Group ID. 3. Highlight the row of the project that says "Environmental Officer Review" under Workflow Description. Check that there is a solid green box on the far left column of the row. 4. Click the OK button. The Laws/EOs tab is displayed by default (Figure 7-61). Figure 7-61: Mitigation .Projects .Eligibility Determination .Laws/EOs Tab 5. The top half of the Laws/EOs tab displays a list of Environmental Laws and Executive Orders. Steps 5a - 5d describe this section. a. For each Environmental Law/EO, the review status of the project application is displayed. The Status could be "Completed,” "Not Applicable" or "Gen Revw/NA.” b. The Comments box is displayed next to Status. To enter comments, click the EDIT button (Figure 7-62). Figure 7-62: Laws/EOs Tab - Right Side c. The Comment Editor is displayed. Enter your comments in the Comment Editor text area. d. Click the OK button. Your comments are now displayed in the Comments column. Your User Name, the date, and the time are appended to the end of the text. 6. The lower half of the Laws/EOs tab displays the Conditions Required data fields. Review the information. 7. Click the NEPA Process tab (Figure 7-63). Figure 7-63: Mitigation . Projects . Eligibility Determination . NEPA Process Tab 8. The top portion of the NEPA Process tab is the Level of Review Section. Review the information. 9. The middle portion of the NEPA Process tab is the Conditions Required section. To add a condition, complete Steps 9a - 9d. a. Click the ADD CONDITION button. A new row is added to the Conditions Required section with your User Name displayed in the Entered By column. (Figure 7-64). Figure 7-64: NEPA Process - Conditions Required b. Click the EDIT button in the new row. The Comment Editor is displayed. c. Enter the conditions in the Comment Editor text area. Click the OK button. d. The newly-added required condition is displayed. 10. The bottom portion of the NEPA Process tab is the Comment section. a. To view comments that are not displayed in full, click the VIEW button. b. To add comments complete the following steps. i. Click the APPEND button. The Comment Editor is displayed. ii. Enter your comments in the text area. Click the OK button. iii. The text you entered is now displayed on the bottom section of the NEPA Process tab. Your User Name, the date, and the time are added to the end of the text. 11. If you wish to attach any NEPA Process documentation, click the Attachments tab. You are strongly urged to follow the instructions in Appendix A: Attach/Scan Documents. 12. On the bottom left part of the NEPA Process tab, click the COMPLETE WORK STEP button. The Environmental Officer Review dialog box is displayed (Figure 7-65). Figure 7-65: Environmental Officer Review Dialog Box 13. If no rework is required, and you are ready to select your Region Environmental Decision, complete Steps 13a - 13g. a. Click inside the Approved or Denied radio button. Click the OK button. b. The Forward Work Packet dialog box is displayed. Click the OK button. c. The Workflow Success message is displayed (Figure 7-66). Figure 7-66: Workflow Success Message d. Click the OK button. The NEPA Process tab is displayed. e. On the bottom right part of the NEPA Process tab, click the CLOSE button. f. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the MAXIMIZE button (the square icon). The screen is now maximized. g. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Environmental Officer Review process now displays a status of COMPLETE (Figure 7-67). Figure 7-67: Work Packets After Environmental Officer Review 14. If rework is required, click inside the checkbox(es) that require rework Click the OK button. Rework of Laws/EOs and NEPA Documentation Reviews are executed by the ENVRV Group ID. For instructions, proceed to the tasks below: Task 4: Execute Laws/EOs Review Task 5: Execute NEPA Documentation Review Task 7: Execute Cost Review Executing the Cost Review requires that two tabs be reviewed: Cost Review and Cost Effectiveness. 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed (Figure 7-68). Figure 7-68: Mitigation Work Packet List 2. On the top left corner of the screen, check that you are logged in with the CSTRV Group ID. 3. Highlight the row of the project that says "Cost Review" under Workflow Description. Check that there is a solid green box on the far left column of the row. The Status says "REVIEW.” If the Status says "REWORK,” click the Cost Issues Comments tab before editing the information in the Cost Review tab (Steps 5-20). The comments will provide the questions, issues and comments regarding the rework required. These comments may have been entered by the MA and HMO reviewers during the Project Approval Decision, Approval Decision Concurrence, and Final Project Approval phases. 4. Click the OK button. The Cost Review tab is displayed by default. To use the IS (Infrastructure Support) or HS (Human Services) Reference Cost Code lists for costing items, click inside the IS or HS radio button on the bottom left part of the Cost Review tab. Click the DISPLAY COST CODES button. 5. On the Cost Review tab, the cost item information for the project application is displayed (Figure 7-69). Figure 7-69: Mitigation .Projects .Eligibility Determination .Cost Review Tab When applicable, processing of a particular application may be halted until the user reduces the approved Federal share for the application and/or other previously approved applications for the project type so that the total Federal share of all of the project applications for the applicable project type is at or below the projected Federal share amount available for that project type. It may also be necessary to review the status of all project amendments to ensure that projects which are not intended to be funded have had all amendments voided or withdrawn. This action will ensure the budget planning tab of the Funding Estimate screen reflects the true amount available for project approval. 6. For each cost item, complete the following steps. You might need to scroll down to see the other cost items. a. Click inside the Elig checkbox if the item is eligible. b. In the Approved Cost field, enter the amount of the approved cost. c. In the Comments field, enter any comments about the cost item or the approved cost. 7. In the lower half of the screen, review the Total Approved Net Eligible Project Cost dollar amount calculated by the system. Edit the amount if necessary. 8. In the Cost Approval field, select Y or N to approve or disapprove the cost. A selection in the Cost Approval field is required in order to complete the Execute Cost Review task. 9. Click the Cost Effectiveness tab (Figure 7-70). Figure 7-70: Mitigation .Projects .Eligibility Determination .Cost Effectiveness Tab - Left Side 10. Scroll to the right to see the remaining data fields (Figure 7-71). Figure 7-71: Mitigation .Projects .Eligibility Determination .Cost Effectiveness Tab - Right Side 11. Review the information in the Cost Effectiveness tab. 12. Click the Cost Issues Comments tab. 13. On the bottom middle part of the Cost Issues Comments tab, click the ADD button. A new row for comments is added, with your User Name and the Comment Date/Time displayed (Figure 7-72). Figure 7-72: Mitigation .Projects .Eligibility Determination .Cost Issues Tab 14. Double-click inside the Comments box. The Comment Editor is displayed. 15. In the text area, enter any comments, questions or issues that pertain to the information in the Cost Review and Cost Effectiveness tabs. 16. Click the OK button. The comments are now displayed in the Cost Issues Comments tab (Figure 7-73). Figure 7-73: Cost Issues Comments Tab with Comments Added 17. Click the Cost Review tab. On the bottom left part of the tab, click the COMPLETE WORK STEP button. The Forward Work Packet dialog box is displayed (Figure 7-74). Figure 7-74: Forward Work Packet Dialog Box 18. Click the OK button. The Workflow Success dialog box is displayed (Figure 7-75). Figure 7-75: Workflow Success Message 19. Click the OK button. 20. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the Maximize Button (the square icon). The screen is now maximized. 21. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Cost Review process now displays "Project Approval Decision" under the Workflow Description column. This is the next step in the Eligibility Determination process (Figure 7-76). Figure 7-76 : Mitigation Work Packet List Task 8: Execute Eligibility Review 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed. 2. On the top left corner of the screen, check that you are logged in with the MA Group ID. 3. Highlight the row of the project that says "Eligibility Review" under Workflow Description (Figure 7-77). Check that there is a solid green box on the far left column of the row. The Status says "REVIEW.” Figure 7-77: Mitigation Work Packet List If the Status says "REWORK,” click the General Comments tab before editing the information in the Overall Review tab (Step 5). The comments will provide the questions, issues and comments that may have been entered by the MA and HMO reviewers during the Project Approval Decision, Approval Decision Concurrence, and Final Project Approval phases. 4. Click the OK button. The Overall Review tab is displayed by default (Figure 7-78). Figure 7-78: Mitigation .Projects .Eligibility Determination .Overall Review Tab 5. On the Overall Review tab, complete the following three sections by selecting Y, N, or N/A in each of the fields. Each field and its reference document (if any) is described in the table number listed below. • Regulatory Criteria Section Data Fields - Table 7-5 • Additional Criteria Section Data Fields - Table 7-6 • Eligibility Determination Section Data Fields - Table 7-7 Table 7-5: Regulatory Criteria Section Data Fields DATA FIELD INFORMATION SOURCE Project conforms with State Mitigation Plan. Multihazard Mitigation Plan Project benefits the designated area. FEMA/State Agreement Project conforms with environmental regulations. Environmental Checklist Project solves the problem independently or is a functional portion of the solution. Project description attached to project application Project is cost-effective. Benefit-Cost Analysis The benefit-cost ratio is (Fill in the blank). Benefit-Cost Analysis Worksheet Project funds requested will not substitute for another Federal funding authority. Assurances document attached to project application Project funds are not matched or intended to be matched with another Federal authority. Assurances document attached to project application Table 7-6: Additional Criteria Section Data Fields DATA FIELD INFORMATION SOURCE Codes/Standards Rvw Assurances document attached to project application PW Review (DSR) Project Worksheets have been reviewed for coordinating this project with projects funded by §406 funds. • NEMIS PA instructions for checking PWs in NEMIS • Damage Survey Report (D-1) (NEMIS-Wide . Management Reporting . Management Reporting . Infrastructure Support (IS) . Project Worksheet Report) DATA FIELD INFORMATION SOURCE Engineering Review Engineer's Report National Flood Insurance Reform Act (NFIRA) Review Project complies with NFIRA and local regulations. Contact Flood Insurance section HS Review Human Services review has been conducted and Duplication of Benefit (DOB) elements have been identified. Duplication of Benefits Other Document depends on what the additional criteria is CIS Review Community Information System review has been conducted. Check the CIS data base at https://isource.fema.net/cis/homepage.do FMA Review Flood Mitigation Assistance review has been conducted. Data warehouse report NFIP Review National Flood Insurance Program review has been conducted. Contact Flood Insurance section. State Admin Plan Is there a FEMA-approved State Administrative Plan? Disaster Overview - Grantee Information Table 7-7: Eligibility Determination Section Data Fields DATA FIELD INFORMATION SOURCE Applicant Applicant is eligible. 44 CFR 206.434(a) Project Type Project Type is eligible. 44 CFR 206.434(c) Eligibility Criteria Eligibility Criteria has been met. 44 CFR 206.434(b) 6. Click the General Comments tab (Figure 7-79). Figure 7-79: Mitigation .Projects .Eligibility Determination . General Comments Tab 7. On the bottom middle part of the tab, click the ADD button. A new row for comments is added, with your User Name and the Comment Date/Time displayed (Figure 7-80). Figure 7-80: General Comments Tab with New Row 8. Double-click inside the Comments box. The Comment Editor is displayed. 9. In the text area, enter any comments, questions or issues that pertain to eligibility information. 10. Click the OK button. The comments are now displayed in the General Comments tab (Figure 7-81). Figure 7-81: General Comments Tab with Comments Added 11. Click the Overall Review tab. On the bottom left part of the tab, click the COMPLETE WORK STEP button. The Forward Work Packet dialog box is displayed (Figure 7-82). Figure 7-82: Eligibility Review Forward Work Packet Dialog Box 12. Click the OK button. The Workflow Success dialog box is displayed (Figure 7-83). Figure 7-83: Workflow Success Message 13. Click the OK button. 14. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the MAXIMIZE button (the square icon). The screen is now maximized. 15. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Eligibility Review process now displays "Project Approval Decision" under the Workflow Description column. Project Approval Decision is the next step in the workflow (Figure 7-84). Figure 7-84: Work Packet after Eligibility Review Task 9: Execute Project Approval Decision 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed (Figure 7-85). Figure 7- 85: Mitigation Work Packet List 2. On the top left corner of the screen, check that you are logged in with the MA Group ID. 3. Highlight the row of the project that says "Project Approval Decision" under Workflow Description. Check that there is a solid green box on the far left column of the row. The Status says "REVIEW.” If the Status says "REWORK,” click the General Comments and Cost Review tabs before editing any eligibility information (Steps 5-19). The comments will provide the questions, issues and comments regarding the rework required. These comments may have been entered by the HMO reviewers during the Approval Decision Concurrence and Final Project Approval phases. If you encounter a “Validation Error For Planning Cost to be Allocated,” it will be necessary to adjust the funding allocation or project in a manner that brings the allocated totals for the project type down to a level equal to or less than the amount identified as available for the project type in the Financial Activity tab of the Funding Estimate. 4. Click the OK button. The Overall Review tab is displayed by default (Figure 7-86). Figure 7-86: Mitigation . Projects . Eligibility Determination . Overall Review Tab 5. On the bottom left part of the Overall Review tab, click the APPLICATION DEV button. The Application Development tabs are displayed. 6. Review the project application information in the Application Development tabs. 7. On the bottom right part of the tab, click the CLOSE button. The Eligibility Determination tabs are displayed with the Overall Review tab displayed by default. 8. In the title bar of the Eligibility Determination tabs, ensure that the Suffix Type Code in the FEMA Project Number is correct. 9. In the Regulatory Criteria section, the third field from the top is "Project conforms with environmental regulations." Before selecting Y or N, check with the Regional Environmental Officer (REO) if all environmental criteria have been met. 10. Review all the information in the Eligibility Determination tabs. 11. If you wish to add Cost Issues Comments, complete Steps 11a - 11e. If you have questions about the Cost Review and plan to send the project application back for Cost Review rework, use the Cost Issues Comments tab for your questions or to describe the required rework. The CSTRV Group ID user will use the information in this tab once he or she receives the Cost Review REWORK task in the Mitigation Work Packet List. a. Click the Cost Issues Comments tab (Figure 7-87). Figure 7-87: Mitigation . Projects . Eligibility Determination . Cost Issues Comments Tab b. On the bottom middle part of the tab, click the ADD button. A new comment row is added. c. Double-click inside the Comments box. The Comment Editor is displayed. d. Enter your comments in the Comment Editor text area. Click the OK button. e. The Cost Issues Comments tab is displayed with the newly-added comments (Figure 7-88). Figure 7-88: Cost Issues Comments Tab with New Comments Added 12. If you wish to add General Comments, complete the following steps. If you have questions about the Eligibility Review and plan to send the project application back for Eligibility Review rework, use the General Comments tab for your questions or to describe the required rework. The MA Group ID user will use the information in this tab once the user receives the Eligibility Review REWORK task in the Mitigation Work Packet List. a. Click the General Comments tab. b. On the center bottom part of the tab, click the ADD button. A new comment row is added. c. Double-click inside the Comments box. The Comment Editor is displayed. d. Enter your comments in the Comment Editor text area. Click the OK button. e. The General Comments tab is displayed with the newly-added comments (Figure 7-89). Figure 7-89: General Comments Tab with New Comments Added 13. Click back on the Overall Review tab. On the bottom left part of the tab, click the COMPLETE WORK STEP button. The Project Approval Decision dialog box is displayed (Figure 7-90). Figure 7-90: Project Approval Decision Dialog Box 14. If no rework is required, and you are ready to select your Project Approval Recommendation, complete Steps 14a - 14f. a. In the Recommendation section, click inside the Approve or Deny radio button. b. Click the OK button. The Workflow Success message is displayed (Figure 7-91). Figure 7-91: Workflow Success Message c. Click the OK button. The Overall Review tab is displayed. d. On the bottom right part of the Overall Review tab, click the CLOSE button. e. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the Maximize Button (the square icon). The screen is now maximized. f. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Project Approval Decision process now displays "Approval Decision Concurrence" under Workflow Description. 15. If rework is required, complete Steps 15a - 15f. a. In the Rework section, click inside the checkbox(es) of the tasks that require rework. b. Click the OK button. The Workflow Success message is displayed (Figure 7-92). Figure 7-92: Workflow Success Message c. Click the OK button. The Overall Review tab is displayed. d. On the bottom right part of the Overall Review tab, click the CLOSE button. e. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the MAXIMIZE button (the square icon). The screen is now maximized. f. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Project Approval Decision process now displays the workflow process that needs to be reworked under Workflow Description. The Status now says "REWORK" (Figures 7-93 and 7-93A). Figure 7-93: Mitigation Work Packet List - Eligibility Review Rework Figure 7-93A: Mitigation Work Packet List - Cost Review Rework Task 10: Execute Approval Decision Concurrence 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed (Figure 7-94). Figure 7-94: Mitigation Work Packet List 2. On the top left corner of the screen, check that you are logged in with the HMO Group ID. 3. Highlight the row of the project that says "Approval Decision Concurrence" under Workflow Description. Check that there is a solid green box on the far left column of the row. The Status says "PRJ_APPRV.” 4. Click the OK button. The Overall Review tab is displayed by default (Figure 7-95). Figure 7-95: Mitigation .Projects .Eligibility Determination .Overall Review Tab 5. On the bottom left part of the Overall Review tab, click the APPLICATION DEV button. The Application Development tabs are displayed. 6. Review the information in the Application Development tabs. 7. On the bottom right part of the tab, click the CLOSE button. The Eligibility Determination tabs are displayed with the Overall Review tab displayed by default. 8. Review the information in the Eligibility Determination tabs. 9. If you wish to add Cost Issues Comments, complete the following steps. If you have questions about the Cost Review and plan to send the project application back for Cost Review rework, use the Cost Issues Comments tab for your questions or to describe the required rework. The MA and the CSTRV Group ID users will use the information in this tab once he or she receives the REWORK task in the Mitigation Work Packet List. a. Click the Cost Issues Comments tab (Figure 7-96). Figure 7-96: Mitigation .Projects .Eligibility Determination . Cost Issues Comments Tab b. On the center bottom part of the tab, click the ADD button. A new comment row is added. c. Double-click inside the Comments box. The Comment Editor is displayed. d. Enter your comments in the Comment Editor text area. Click the OK button. e. The Cost Issues Comments tab is displayed with the newly-added comments (Figure 7-97). Figure 7-97: Cost Issues Comments Tab with New Comments Added 10. If you wish to add General Comments, complete the following steps. If you have questions about the project application and plan to send it back for rework, use the General Comments tab for your questions or to describe the required rework. The MA and the other reviewers will use the information in this tab once he or she receives the REWORK task in the Mitigation Work Packet List. a. Click the General Comments tab. b. On the center bottom part of the tab, click the ADD button. A new comment row is added. c. Double-click inside the Comments box. The Comment Editor is displayed. d. Enter your comments in the Comment Editor text area. Click the OK button. e. The General Comments tab is displayed with the newly-added comments (Figure 7-98). Figure 7-98: General Comments Tab with New Comments Added 11. Click back on the Overall Review tab. On the bottom left part of the tab, click the COMPLETE WORK STEP button. The Approval Decision Concurrence dialog box is displayed (Figure 7-99). Figure 7-99: Approval Decision Concurrence Dialog Box 12. If no rework is required, and you are ready to select your HMO Recommendation, complete Steps 12a - 12j. a. In the HMO Recommendation section, click inside the Approve or Deny radio button. b. Click the OK button. The Workflow Success message is displayed (Figure 7-100). Figure 7-100: Workflow Success Message c. Click the OK button. MS Word is launched to generate a form letter for the project approval or decision. d. Enter the project-specific data on the form letter or open a different file if your Region has another form letter or additional documents to send. e. Address the letter to the Grantee Point of Contact(s). Be sure to follow your Regional/Grantee procedures. f. Save the letter (using the Save As feature, giving the letter a different file name) and print it. g. Exit from MS Word. h. On the bottom right part of the Overall Review tab, click the CLOSE button. i. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the Maximize Button (the square icon). The screen is now maximized. j. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Approval Decision Concurrence process now displays "Final Project Approval" under Workflow Description. The Status says "REVIEW.” 13. If rework is required, complete the following steps in the Approval Decision Concurrence dialog box. a. Click inside the Rework checkbox. b. Click the OK button. The Workflow Success message is displayed. c. Click the OK button. The Overall Review tab is displayed. d. On the bottom right part of the Overall Review tab, click the CLOSE button. e. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Restore the screen by clicking the Maximize Button (the square icon). The screen is now maximized. f. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Approval Decision Concurrence process now displays "Project Approval Decision" under Workflow Description. The Status now says "REWORK" (Figures 7-101). Figure 7-101: Project Approval Decision Rework Task 11: Execute Final Project Approval Decision 1. On the MITIGATION menu bar, click on Projects . Eligibility Determination . In Process. The Mitigation Work Packet List is displayed (Figure 7-102). Figure 7-102: Mitigation Work Packet List 2. On the top left corner of the screen, check that you are logged in with the HMO Group ID. 3. Highlight the row of the project that says "Approval Decision Concurrence" under Workflow Description. Check that there is a solid green box on the far left column of the row. The Status says "PRJ_APPRV.” 4. Click the OK button. The Overall Review tab is displayed by default (Figure 7-103). Figure 7-103: Mitigation .Projects .Eligibility Determination .Overall Review Tab 5. On the bottom left part of the Overall Review tab, click the APPLICATION DEV button. The Application Development tabs are displayed. 6. Review the information in the Application Development tabs. 7. On the bottom right part of the tab, click the CLOSE button. The Eligibility Determination tabs are displayed with the Overall Review tab displayed by default. 8. Review the information in the Eligibility Determination tabs. 9. If you wish to add Cost Issues Comments, complete the following steps. If you have questions about the Cost Review and plan to send the project application back for Cost Review rework, use the Cost Issues Comments tab for your questions or to describe the required rework. The MA and the CSTRV Group ID users will use the information in this tab once he or she receives the REWORK task in the Mitigation Work Packet List. a. Click the Cost Issues Comments tab (Figure 7-104). Figure 7-104: Mitigation .Projects .Eligibility Determination . Cost Issues Comments Tab b. On the center bottom part of the tab, click the ADD button. A new comment row is added. c. Double-click inside the Comments box. The Comment Editor is displayed. d. Enter your comments in the Comment Editor text area. Click the OK button. e. The Cost Issues Comments tab is displayed with the newly-added comments (Figure 7-105). Figure 7-105: Cost Issues Comments Tab with New Comments Added 10. If you wish to add General Comments, complete the following steps. If you have questions about the project application and plan to send it back for rework, use the General Comments tab for your questions or to describe the required rework. The MA and the other reviewers will use the information in this tab once he or she receives the REWORK task in the Mitigation Work Packet List. a. Click the General Comments tab. b. On the center bottom part of the tab, click the ADD button. A new comment row is added. c. Double-click inside the Comments box. The Comment Editor is displayed. d. Enter your comments in the Comment Editor text area. Click the OK button. e. The General Comments tab is displayed with the newly-added comments (Figure 7-106). Figure 7-106: General Comments Tab with New Comments Added 11. Click back on the Overall Review tab. On the bottom left part of the tab, click the COMPLETE WORK STEP button. The Final Project Approval Decision dialog box is displayed (Figure 7-107). Figure 7-107: Final Project Approval Decision Dialog Box 12. To enter the information in the Regional Administrator or DRM Authority Name data field, complete Steps 12a - 12p. This is the name of the FEMA official who is making the Final Project Approval Decision. a. Click the REGIONAL ADMINISTRATOR button. The Look Up a Staff Member window is displayed (Figure 7-108). Figure 7-108: Look Up a Staff Member Window b. Enter information in as many of the fields as you can to limit the number of records to be searched. c. If you wish to search for the name of an Organization, click the ellipsis button to the right of the Organization data field. The Look Up an Organization window is displayed (Figure 7-109). Figure 7-109: Look Up an Organization Window d. Enter information in any of the Organization fields to limit the number of records to be searched. e. On the top right part of the Look Up an Organization window, click the SEARCH button. The Organization search results are displayed. f. Scroll down to the Organization name you wish to use. Click the OK button. g. The Organization name is displayed in the Look Up a Staff Member window. h. If you wish to search for the name of an Office, click the ellipsis button to the right of the Office data field. The Look Up an Office window is displayed (Figure 7-110). Figure 7-110: Look Up an Office Window i. Enter information in any of the Office fields to limit the number of records to be searched. j. On the top right part of the Look Up an Office window, click the SEARCH button. The Office search results are displayed. k. Scroll down to the Office name you wish to use. Click the OK button. l. The Office Name is displayed in the Look Up a Staff Member window. m. On the top right part of the Look Up a Staff Member window, click the SEARCH button. n. The Staff Member search results are displayed. o. Scroll down to the Regional Administrator name you wish to use. Click the OK button. p. The selected name is displayed in the Final Project Approval Decision dialog box (Figure 7-111). Figure 7-111: Regional Administrator Field 13. In the Signature Date data field, enter the date of project approval or denial if it differs from the current date that was auto-filled by the system. 14. In the Public News Release Date data field, enter the date of the publication of the project approval or denial. 15. If no rework is required, and you are ready to select your Final Project Determination, complete Steps 15a - 15k. a. In the Final Project Determination section, click inside the Approved or Denied radio button. b. In the Regional PIO Notified data field, click inside the Yes or No radio button to indicate if the Public Information Officer (PIO) was notified. When the PIO is notified, the Congressional Liaison should also be notified. c. Click the OK button. The Final Project Approval Decision Forward Work Packet dialog box is displayed (Figure 7-112). Figure 7-112: Final Project Approval Decision Forward Work Packet Dialog Box d. The Workflow Success message is displayed (Figure 7-113). Figure 7-113: Workflow Success Message e. Click the OK button. The Overall Review tab is displayed. f. In the Amendment Info section, view the project's Application Status (Figures 7-114 to 717). Figure 7-114: Application Status - Approved Figure 7-115: Application Status - Not Approved Figure 7-116: Application Status - Withdrawn Figure 7-117: Application Status - Void g. On the bottom right part of the Overall Review tab, click the CLOSE button. h. On the bottom left part of the screen, the Mitigation Work Packet List window remains minimized. Click the Maximize button (the square icon) to restore the window. The screen is now maximized. i. On the bottom right part of the screen, click the REFRESH button. j. If the project application is approved, the project is cleared from the Mitigation Work Packet List. It is now available for allocating funds and appears in the Allocation List when adding projects to an allocation worksheet (Unit 10: Manage Allocations and Obligations). k. If the project application is not approved, it can be amended by the Grantee to meet the deficiencies cited by FEMA (Unit 8: Manage Amendments) or the Grantee can file an appeal (Unit 9: Manage Appeals). 16. If the project application requires rework, complete Steps 14a - 14e in the Final Project Approval Decision dialog box. a. Click inside the Rework checkbox. b. Click the OK button. The Workflow Success message is displayed. c. Click the OK button. The Overall Review tab is displayed. d. In the Amendment Info section, the project's Application Status displays as "Pending" (Figure 7-118). Figure 7-118: Application Status - Pending e. On the bottom right part of the Overall Review tab, click the CLOSE button. f. On the bottom left part of the screen, the Mitigation Work Packet List screen remains minimized. Click the Maximize button (the square icon) to restore the window. The screen is now maximized. f. On the bottom right part of the screen, click the REFRESH button. The project application that just went through the Final Project Approval process now displays "Project Approval Decision" under Workflow Description. The Status now says "REWORK" (Figures 7-119). Figure 7-119: Mitigation Work Packet List - Project Approval Decision Rework References for Manage Eligibility Determination Sample Reports To track and document the process of Managing Eligibility Determination, the following reports can be generated, as described in Unit 14: Generate Standard HMGP Reports. Samples are provided in the following pages. SAMPLE REPORT PAGE NUMBER Federal Eligibility Work Packet Report 7-85 Project Cost Line Item Report 7-85 Project Eligibility Report 7-86 Form Letters FORM LETTER PAGE NUMBER Acknowledge Receipt of Project Application 7-90 Project Approval 7-91 Project Denial or Withdrawal 7-92 Federal Eligibility Work Packet Report Project Cost Line Item Report Project Eligibility Report (Page 1 of 4) Project Eligibility Report (Page 2 of 4) Project Eligibility Report (Page 3 of 4) Project Eligibility Report (Page 4 of 4) Form Letter for Project Application Acknowledgement Receipt ADDRESS SUBJECT: ACKNOWLEDGEMENT OF APPLICATION FEMA- XXXX -DR-(State) Hazard Mitigation Grant Program Applicant: NAME OF APPLICANT Project Title: TITLE Dear___________: This is to acknowledge official receipt on _________ (date) of a FEMA, Section 404, Hazard Mitigation Grant Program (HMGP) project application from ________________. It has been assigned FEMA project number ________. A State Mitigation plan for FEMA-XXXX-DR- (State) has [not] been received [as of this date]. [When preparing this plan, please include the above reference project as an identified measure]. This project is currently being reviewed in the FEMA Regional Office. You will be notified of all HMGP actions concerning this application. For information on the review and other actions, please contact ______________(name) at ___________________(telephone number). Sincerely, Hazard Mitigation Officer Form Letter for Project Approval ADDRESS SUBJECT: PROJECT APPROVAL FEMA-XXXX-DR- (State) Hazard Mitigation Grant Program Subgrantee: NAME OF SUBGRANTEE Project #: FEMA ASSIGNED NUMBER Dear_________: The above referenced Hazard Mitigation Grant Program (HMGP) project has been approved and is eligible for funding. The estimated Federal share of the eligible project cost is $ ______ and has been submitted to Headquarters for funding in that amount. You will be notified when the obligated funds are in Smartlink and available for drawdown, a minimum of 15 days after the date of public notice. Grantee and Subgrantee administrative costs will be included in the funding obligation. Please refer the Subgrantee to the State HMGP administrative plan for project cost overrun regulations. If project costs exceed the approved Federal share, the Subgrantee must contact the Governor’s Authorized Representative (GAR). The GAR will evaluate requests for cost overruns. Written determination of cost overrun eligibility shall be submitted by the GAR to the Regional Administrator. Cost overruns shall meet Federal regulations set forth in 44 CFR 206.438(b). The State HMGP administrative plan defines the procedure whereby the GAR may advance portions of the approved Federal share to the Subgrantee. Upon completion of the HMGP project, the Subgrantee’s closeout reimbursement for the final Federal share of eligible project costs must be submitted to the Regional Administrator for review and determination. Quarterly progress reports for HMGP projects are required. Please include this HMGP project in your future quarterly reports. The National Environmental Policy Act (NEPA) stipulates that additions or amendments to a HMGP Subgrantee statement of work (SOW) shall be reviewed by all State and Federal agencies participating in the NEPA process. NEPA sign-off for all SOW additions or amendments is essential before the revised SOW can be approved by FEMA or implemented by the HMGP Subgrantee. If you have any questions concerning this action or the information on the enclosed report, please contact _____________ (name) at _______________ (telephone number). Sincerely, Regional Administrator or Mitigation, Disaster Recovery Manager Form Letter for Project Denial or Withdrawal Governor’s Authorized Representative ADDRESS SUBJECT: CLOSEOUT OF DENIED [OR WITHDRAWN] PROJECT FEMA- XXXX -DR-(State) Hazard Mitigation Grant Program Applicant: NAME OF APPLICANT Project #: FEMA ASSIGNED NUMBER Dear _______________ : According to our records, the above project was [denied or withdrawn] on _________ [date]. To finalize our records, this project is being officially closed in NEMIS-MT. If you have any questions, please contact me at _______________ (telephone number). Sincerely, Hazard Mitigation Officer Enclosure Description: caution Description: caution Description: sel prj tbl Description: notepad Description: hint Description: overall rev data entry scrn Description: notepad Description: slct prj-appl dev tbl Description: appl dev dialog box Description: appl info data entry scrn Description: amend chklist Description: amend chklist complete Description: appl development with checklist Description: notepad Description: caution caution caution Description: notepad Description: caution Description: notepad Description: notepad Unit 8 – Manage Amendments Overview .................................................................................................. 8-2 Task 1: Determine Status of the Project Application ............................... 8-3 Task 2: Select Project to Amend ............................................................. 8-6 Task 3: Create Amendment and Enter New Information ......................... 8-7 Task 4: Verify and Submit Amended Project Applications ..................... 8-11 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. 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 DESCRIPTION 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 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 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 (Figure 8-1). Figure 8-1: Mitigation .Projects .Eligibility Determination .View All 2. A table listing project applications submitted to FEMA for this disaster is displayed (Figure 8-2). Table 8-2 describes the Project Application List data fields. Figure 8-2: Project Application List 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 (Figure 8-3). Figure 8-3: Overall Review Tab 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 (Figure 8-4). Figure 8-4: Application Development Project List 3. The Project Eligibility Completed message is displayed (Figure 8-5). Figure 8-5: Project Eligibility Completed 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. (Figure 8-6). Figure 8-6: Applicant Information Tab 2. Click the AMEND button. The Amendment Checklist is displayed. (Figure 8-7). Figure 8-7: Amendment Checklist 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 (Figure 8-8). Figure 8-8: Completed Successfully Message 5. Click the OK button. 6. A Checklist tab becomes available. Click the tab to view the Amendment items (Figure 8-9). Figure 8-9: Mitigation .Projects .Application Development .Checklist Tab 7. Table 8-3 lists the checklist items and where to make the changes in NEMIS-MT. 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 CHECKLIST ITEM LOCATION IN NEMIS-MT Change in the Grantee Approval Status for the Project Mitigation . Projects . Application Development . Eligibility Review tab Changes to the Scope of Work Mitigation . Projects . Application Development . Various tabs, i.e., Property Site Inventory tab Type of Project Mitigation . Projects . Application Development . Project Info tab Location of Project Mitigation . Projects . Application Development . Property Site Inventory and Lat/Lon tabs Changes in Materials and/or Methods Used Mitigation . Projects . Application Development . Attachments tab; Mitigation . Projects . Application Development . Project Info tab .Project Description Additional Work/Expanded Scope Mitigation . Projects . Application Development . Various tabs, i.e., Property Site Inventory tab Change to the Maintenance Assurance Mitigation . Projects . Application Development . Maintenance Assurance tab Changes to the Budget supporting the project (see caution below) Mitigation . Projects . Application Development . Cost Estimate and Match Sources tabs Changes in the Amount of Federal Funds requested Mitigation . Projects . Application Development . Cost Estimate tab CHECKLIST ITEM LOCATION IN NEMIS-MT Changes in the Amount of Non-Federal Funds ascribed to the project Mitigation . Projects . Application Development . Match Sources tab Changes in the type of non-Federal funding or source of non-Federal funding Mitigation . Projects . Application Development . Match Sources tab Changes in the time frame for completion of the project Mitigation . Projects . Application Development . Work Schedule tab Changes to Property Site Inventory (see the note below) Mitigation . Projects . Application Development . Property Site Inventory tab Changes to Stormwater Management and “Other” Inventories Mitigation . Projects . Application Development . Project Type tab; Mitigation . Projects . Application Development . Lat/Lon tab Changes to Environmental/Historic Compliance Reviews Mitigation . Projects . Application Development . Eligibility Review tab . Env Checklist sub-tab 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. 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 (Figure 8-10). Figure 8-10: Authorized Signature Missing Warning Message 3. Make the necessary corrections and click the VERIFY button again. 4. Table 8-4 provides a list of required fields and their location in Mitigation . HMGP . Application Development. Table 8-4: Required Fields and System Location REQUIRED INFORMATION APPLICATION DEVELOPMENT TAB Grantee/Subgrantee Applicant Information Project Type Project Info Project Title Project Info Counties Project Info Congressional Districts Project Info Community Name Project Info Hazard Type Project Info At least one Work Schedule Item Work Schedule At least one Cost Estimate Item Cost Estimate At least one non-Federal share Line Item Match Sources Cost Effectiveness Information for each Community Cost Effectiveness REQUIRED INFORMATION APPLICATION DEVELOPMENT TAB At least one Property Inventory: Owner, Structure Type, Property Damage Category, Foundation Type Property Site Inventory NFIP Info: Flood Source, Repetitive Loss Flag, Flood Zone Code, Repetitive Loss Category Property Site Inventory . NFIP Info sub-tab Environmental Checklist for at least one Alternative Eligibility Review . Env Checklist sub-tab Authorized Applicant Agent and Authorized Grantee Official Names, Titles and signatures on file Authorization Project Reviewer Eligibility Review . Overview sub-tab Eligibility Determination Criteria - Applicant, Project type, Project Criteria Eligibility Review . Overview sub-tab Other Reviews - C/E Review, Code Compliance, Mt Plan Conformance Eligibility Review . Overview sub-tab Approval Recommendation Eligibility Review . Overview sub-tab 5. Table 8-5 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 8-5: 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 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 (Figure 8-11) when you click the VERIFY button: Figure 8-11: Missing Required Attachment Message 6. Click the OK button. A message that all checks were completed successfully is displayed (Figure 8-12). Figure 8-12: Verification Complete Message 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 8-13). When you click the SUBMIT button, NEMIS-MT will automatically verify the application before displaying the Final Submission dialog box. Figure 8-13: 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 (Figure 8-14). Figure 8-14: Work Packet Created Message 10. On the bottom right part of the tab, click the CLOSE button. The amended project application gets added to the HMGP project lists. Unit 9 – Manage Appeals (HOLD) Overview .................................................................................................. 9-2 Overview The Manage Appeals functionality is not yet available in NEMIS-MT. For the manual Appeals process, for disasters declared on or after June 1, 2010, please refer to the Hazard Mitigation Assistance Unified Guidance in effect at the time of the disaster declaration. For disasters declared on or after June 1, 2009 and prior to June 1, 2010 please refer to the FY10 Hazard Mitigation Assistance (HMA) Unified Guidance. For disasters declared prior to June 1, 2009, please refer to the HMGP Desk Reference. You may also request guidance from your Regional Mitigation office. caution notepad hint notepad allocn proj3 cmnts tab allocn proj3 cmnts tab new row allocn proj3 cmnts tab cmnts added allocn proj3 auth tab oblgn_fwd_wkpkt_to_hmo wkpkt_fwded_to_hmo1 allocn proj3 ma preparer auth tab wkpkt_will_be_fwded1 allocn proj3 raaw salaries tab allocn proj3 raaw grants tab allocn proj3 raaw grants tab obj4173 allocn proj3 raaw grants tab allocn cmnts aftr clicking chkbx1 allocn proj3 raaw grants tab allocn cmnts mt details btn1 hint allocn proj3 raaw grants tab allocn cmnts added1 allocn proj3 raaw grants tab x in chkbx allocn proj3 raaw grants tab x in chkbx allocn proj3 prnt wksht dial box1 allocn proj3 raaw fwd to comp dial box1 caution hint notepad notepad same_preparer_msg hint caution notepad oblgn_view_es_after_ifmis_appr notepad proj_mgt_proj_list1 funding_est_hmgp_tab_after_oblgn_appr hint notepad Obligation Process: submit project; approve project; allocate funds; obligate funds. Deobligation process: amend project; approve project; deobligate funds; deallocate funds (if needed). deoblgn_funds_dial_box notepad deoblgn_cmnts_tab deoblgn_cmnts_newrow deoblgn_new_cmnts_added deoblgn_auth_tab oblgn_fwd_wkpkt_to_hmo1 deoblgn_sbmtd_2hmo_msg1 deoblgn_ma_preparer_info hint cid:image001.png@01CD6336.B7738F00 hint oblgn_fwd_wkpkt_to_es1 oblgn_submtd1 caution oblgn_auth_tab_hmo_name deoblgn_view_es_status deallocn_reqd1 notepad Unit 10 – Manage Allocations and Obligations Overview ................................................................................................ 10-2 Part 1: Allocation ................................................................................... 10-4 Task 1A: Create Allocation and Submit to HMO ................................... 10-5 Task 1B: Submit Allocation to Emergency Support (ES) ..................... 10-17 Task 1C: Dispose of Allocation Work Packet ...................................... 10-26 Part 2: Obligation ................................................................................. 10-28 Task 2A: Create Obligation and Submit to HMO ................................. 10-29 Task 2B: Submit Obligation to Emergency Support (ES) .................... 10-35 Task 2C: Verify Obligation .................................................................. 10-40 Task 2D: Notify Grantee of Obligation ................................................. 10-46 Part 3: Deobligation ............................................................................. 10-47 Task 3A: Create Deobligation and Submit to HMO ............................. 10-48 Task 3B: Submit Deobligation to Emergency Support (ES) ................. 10-56 Part 4: Deallocation ............................................................................. 10-60 References for Managing Allocations and Obligations ......................... 10-61 Overview The NEMIS-MT Manage Allocations and Obligations process allows FEMA Regional and Headquarters staff members to: • Allocate funds for approved HMGP projects • Obligate HMGP funds for approved HMGP projects Table 10-1 provides an overview of the Manage Allocations and Obligations process. Table 10-1: Manage Allocations and Obligations DESCRIPTION Purpose Allocate and obligate funds for approved HMGP project applications When does it start? After project applications have been approved by FEMA staff in the Eligibility Determination process Who does it? FEMA Regional Mitigation Staff • Mitigation Analyst (MA) Role • Hazard Mitigation Officer (HMO) Role • Division Chief Role The same user may not perform both the MA and HMO tasks. How is it done? Execute two processes: Part 1: Allocation Task 1A: Create Allocation and Submit to HMO Task 1B: Submit Allocation to Emergency Support (ES) Task 1C: Dispose of Allocation Work Packet Part 2: Obligation Task 2A: Create Obligation and Submit to HMO Task 2B: Submit Obligation to Emergency Support (ES) Task 2C: Verify Obligation Task 2D: Notify Grantee of Obligation DESCRIPTION Part 3: Deobligation Execute only in the following situations: • Project has a cost under-run • Grantee withdraws a project after funds have been obligated • Audit results determine that certain project costs are not allowed or were miscalculated previously. Task 3A: Create Deobligation and Submit to HMO Task 3B: Submit Deobligation to Emergency Support (ES) Part 4: Deallocation Execute only if deobligation will be processed in the current fiscal year. Deobligations from previous fiscal years will be automatically deallocated but it will be necessary to dispose of the deallocation work packet as described in Part 1, Task 1C. Part 1: Allocation An allocation does not have to be created in the system for each individual project. Multiple projects can be part of one “Batch” allocation. After the allocation is processed, an obligation for each individual project MUST be created in the system. Another allocation cannot be processed until all projects are obligated. Figure 10-1 illustrates the Allocation Workflow in NEMIS-MT. Figure 10-1: NEMIS Allocation Workflow Task 1A: Create Allocation and Submit to HMO 1. On the NEMIS menu bar, click the Mitigation icon. If prompted, select Group ID and Disaster. On the MITIGATION menu, click Funding . Allocations . New (Figure 10-2). Figure 10-2: Mitigation . Funding . Allocations . New 2. The Create Allocation dialog box is displayed with a system-generated Allocation Nr (Figure 10-3). Figure 10-3: Create Allocation Dialog Box 3. Click the OK button. Five tabs with Allocation information are displayed. The Worksheet tab is displayed by default (Figure 10-4). Figure 10-4: Mitigation . Funding . Allocations . Worksheet Tab 4. On the bottom part of the tab, check that your current role is MA. 5. Click the ADD PROJECT button. The Allocations Project List is displayed (Figure 10-5). Figure 10-5: Allocations Project List - Left Side 6. Scroll to the right to see the other Allocations Project List data fields (Figure 10-6). Figure 10-6: Allocations Project List - Right Side The list displays the approved projects associated with the current disaster number. The list may also include projects for which funds have already been partially allocated. 7. Table 10-2 describes the Allocations Project List data fields. Table 10-2: Allocations Project List Data DATA FIELD INFORMATION TO BE REVIEWED/ENTERED Project Type (Select) Desired Type of Projects to be Listed. Select one of the following: • All • Regular • Initiative • Management Costs Project Number assigned by the system to the project application during the Eligibility Determination process; also referred to as FEMA Project Number Aplcn System-generated Grantee Application ID number for the project Amend System-generated number of the amendment (0 is assigned to the initial project application submission, 1 to the first amendment, and so on) DATA FIELD INFORMATION TO BE REVIEWED/ENTERED Project Type Funding Type for the project. Possible values are: • Regular • Initiative • Management Costs • Project Planning Grantee Name of grantee Subgrantee Name of subgrantee Project Title Name given to the project during the application development process Approval Date the project application was approved by FEMA Total Aprvd Total Cost approved during the Cost Review in the Eligibility Determination process Federal Share Portion of the total project cost that will be funded by FEMA 8. Select the project you wish to add to the Allocation. Either double click or click the OK button. 9. The Worksheet tab is displayed with the following data fields auto-filled by the system (Figure 10-7). • Project Total Federal Share • Max Fed Share Available Figure 10-7: Allocations Worksheet Tab - Auto-filled Data Fields 10. If applicable, note the dollar amount in the Proj Fed Share Prev Allocated data field. 11. In the Federal Share To Be Allocated data field, enter the amount to be allocated. The amount entered must be less than, or equal to, the Max Fed Share Available (Figure 10-8). Be sure to account for the leading zero in the field. It must be deleted or made part of your allocation amount. Figure 10-8: Federal Share to be Allocated Data Field 12. Press the Tab key to move to the next field, and the Admin Est and Total Allocation dollar amounts will auto-fill (Figure 10-9). For projects covering State Management Costs (projects with an M suffix), enter Grantee and Subgrantee administrative costs as $0. Figure 10-9: Administrative Estimate and Total Allocation Data Fields 13. When allocating project funds as well as Grantee and Subgrantee Administrative funds, always use the sliding scale radio button to ensure the Grantee and Subgrantee Administrative funds are calculated correctly by the system and included in the Total Allocation field along with the Project Amount to be allocated. (Figure 10-10) Figure 10-10: Allocation using the Sliding Scale radio button to ensure proper allocation. When encountering the “Project Allocation Amount – You cannot allocate an amount exceeding the current maximum available for this allocation” information message, it will be necessary to adjust the fed share to be allocated in a manner that brings the allocated total for the project down to a level equal to or less than the amount approved for the project. 14. If necessary to override the Grantee or Subgrantee Administrative amounts generated by the system the user will be prompted to acknowledge the continuation of the override. (Figure 10-11). Figure 10-11: Admin Override acknowledgement message 15. Selecting No will return the amount overridden to the previous amount calculated by the system. Selecting Yes, will prompt a second acknowledgement confirmation. (Figure 10-12) Figure 10-12: Admin Override 2nd acknowledgement message 16. Once again, selecting No will return the amount overridden to the previous amount calculated by the system. Selecting Yes, will automatically open the Comment Editor which require that a comment be entered justifying the calculation override. This will allow the override and the user will be able to continue with the allocation. 17. Close the Comment Editor after entering your comment.(Figure 10-13). Figure 10-13: The Comment Editor Screen 18. To add more projects to the Allocation request, maximize the Allocations Project List window. Repeat Steps 5-11. 19. Click the Details tab. The cumulative Allocations requested thus far are displayed (Figure 10-14). Figure 10-14: Mitigation . Funding . Allocations . Details Tab 20. Click the Comments tab (Figure 10-15). Figure 10-15: Mitigation . Funding . Allocations . Comments Tab 21. Click the ADD button. A new row for adding comments is displayed. The system auto-fills the User Name, the Date, and the Time of the entry (Figure 10-16). Figure 10-16: Comments Tab with New Row Added 22. Double-click inside the Comment field. The Comment Editor is displayed. 23. In the Comment Editor text area, enter the justification for allocating this project or any additional comments that may help the reviewers and approvers. 24. Click the OK button. The comments you entered are now displayed in the Comments tab (Figure 10-17). Figure 10-17: Comments Added 25. Click the Authorization tab (Figure 10-18). Figure 10-18: Mitigation . Funding . Allocations . Authorization Tab 26. Click the SUBMIT FOR HMO APPROVAL button. The Forward Work Packet to HMO dialog box is displayed (Figure 10-19). Figure 10-19: Forward Work Packet to HMO Dialog Box 27. Click the YES button. The Work Packet Forwarded to HMO message is displayed (Figure 10-20). Figure 10-20: Work Packet Forwarded to HMO 28. Click the OK button. The Authorization tab now displays the Preparer Name and Preparation Date (Figure 10- 21). Figure 10-21: Preparer Information Displayed 29. On the bottom right part of the tab, click the CLOSE button. Task 1B: Submit Allocation to Emergency Support (ES) 1. On the MITIGATION menu, click on Funding . Allocations (Figure 10-22). Figure 10-22: Mitigation . Funding . Allocations 2. The Select Allocation list is displayed (Figure 10-23A). Highlight the desired allocation and click OK. The selected allocation is displayed. You should not be the same User who completed Task 1A: Create Allocation and Submit to HMO. Figure 10-23A: Select Allocation list 3. Table 10-3 describes the Allocation Work Packet List data fields. Table 10-3: Allocation Work Packet List Data Fields DATA FIELD INFORMATION DISPLAYED Allocation Nr Number assigned by the system when the Allocation request was created Total Allocated Amt Total of all project amounts and administrative estimates Preparer Name NEMIS-MT User Name of the person who created the allocation DATA FIELD INFORMATION DISPLAYED Prepared Dt Date the allocation was created or the most recent date it was edited HMO Auth. Name NEMIS-MT User Name of the person who authorized the allocation HMO Auth. Dt Date the allocation was authorized by the HMO Status System-generated indicator of the status of the workflow in the ES Review. At MA = awaiting transmittal to HMO; At HMO = awaiting transmittal to ES module; At ES = awaiting approval in ES module; Accept = accepted by IFMIS; Void = Allocation was voided FY Fiscal year for this allocation 4. The Allocation work packet is ready for HMO approval if it displays the following information: • Status is At HMO 5. Highlight the work packet. Click the OK button. 6. Five tabs with Allocation information are displayed. The Worksheet tab is displayed by default (Figure 10-23B). Figure 10-23B: Mitigation . Funding . Allocations . WorkSheet Tab 7. Review the read-only information in the Worksheet, Details, and Comments tabs. 8. Click the Authorization tab (Figure 10-24). Figure 10-24: Mitigation . Funding . Allocations . Authorization Tab 9. In the bottom half of the tab, the HMO Approval section is displayed. a. Click the VOID ALLOCATION button to void the allocation request. b. Click the REWORK TO PREPARER button to send the allocation request back to the Mitigation Analyst for rework. c. Return to the Comments tab to make any desired comments. If no comments are required proceed to item d. below. d. Click the SUBMIT TO ES button if you wish to continue processing the allocation request. 10. If you clicked the SUBMIT TO ES button, the Forward Work Packet dialog box is displayed (Figure 10-25). Figure 10-25: Forward Work Packet Dialog Box 11. Click the YES button. The Request for Allocation Advice Worksheet (RAAWS) is displayed with nine tabs. The Salaries tab is displayed by default (Figure 10-26). Figure 10-26: Request for Allocation Advice Worksheet (RAAWS) 12. At the top of the worksheet, in the Program/Office section, check that the MT radio button is selected. 13. Note that User Role has changed to PO (Project Officer). 14. Click the Grants tab (Figure 10-27). Figure 10-27: RAAWS . Grants Tab - Top 15. Scroll to the bottom of the tab. In the Object Class 4173 - Hazard Mitigation Grant row, under the This Action column, verify that the dollar amount is equal to the Allocation amount requested (Figure 10-28). Figure 10-28: RAAWS . Grants Tab - Hazard Mitigation Grant Row 16. On the far right column of the Object Class 4173 – Hazard Mitigation Grant row, click inside the checkbox. The Allocation Comments window is displayed (Figure 10-29). Figure 10-29: Allocation Comments 17. Click the MT DETAILS button. The Mitigation Details window displays the projects to be allocated (Figure 10-30). Figure 10-30: Mitigation Details 18. Click the DONE button. The Allocation Comments window is displayed again. 19. On the Allocation Comments window, enter your comments indicating approval (Figure 10-31). Include the Disaster Number, projects and allocation amount in the text. Add the text "Approved by DC." Figure 10-31: Allocation Comments with Approval Text 20. Click the DONE button. The Grants tab is displayed. The checkbox on the far right column of the Object Class 4173 – Hazard Mitigation Grant row now has an "X" to indicate that Comments are attached (Figure 10-32). Figure 10-32: Hazard Mitigation Grant Row with X in Checkbox 21. At the bottom of the Grants worksheet, click the ACCEPT button (Figure 10-33). Figure 10-33: RAAWS . Grants Tab - Accept Button 22. The Print Worksheet dialog box is displayed (Figure 10-34). Figure 10-34: Print RAAWS Dialog Box 23. Click the YES button. Allocation Worksheets should be printed and placed in project files. This is useful for any future audits of the project. 24. The Print Completed message is displayed. Click the OK button. 25. The Worksheet Forwarded to the COMP Queue message is displayed (Figure 10-35). Figure 10-35: Forward RAAWS to COMP Dialog Box 26. Click the OK button. Processing the Allocation Request The COMP referred to in Step 25 above is the Comptroller. After the Comptroller, the allocation request goes through the following approval levels. • Disaster Recovery Manager (DRM) • Financial Policy Division (FPD) • Office of Financial Management Planning and Analysis (OFMPA) After the request is approved by OFMPA, the allocation is entered automatically into the Integrated Financial Management Information System (IFMIS). The allocation request can be rejected at any time during the approval process. If the request is rejected at the HQ Level, it will be rejected back to the Comptroller, who will reject it back to the MT DC. The MT DC then deletes the Allocation work packet and rejects it back to the HMO. The HMO disposes of the Allocation work packet (Task 1C: Dispose of Allocation Work Packet). The work packet will then display a "REJECT" status in Mitigation . Projects . Management. Task 1C: Dispose of Allocation Work Packet After an Allocation request has been approved or rejected in the system, the HMO must dispose of the Allocation work packet. Make sure you are logged in with the HMO Group ID. 1. On the MITIGATION menu, click on Funding . Allocations (Figure 10-36). Select allocation from list. Figure 10-36: Mitigation . Funding . Allocations 2. The allocation work packet is ready to be disposed if Status is “ACCEPT.” 3. If Status is “At ES,” highlight the allocation, click OK, and go to the Approval Status tab. If IFMIS shows as “ACCEPTED” go back to the Select Allocation list, double click on the allocation, and that will change the Status to “ACCEPT” on the Select Allocation screen. If after selecting and double clicking the allocation the approval Status remains At ES on the Approval Status tab, the allocation is still under ES review. If the IFMIS Status is "REJECT,” discuss the circumstances with the ES staff Point of Contact. After resolving any issues, continue with Steps 4 -8. Resubmit a new allocation as described in Task 1A: Create Allocation and Submit to HMO. Be sure to incorporate the changes recommended by the ES staff. 4. Once the allocation shows “ACCEPT” on the Select Allocation screen, you are ready to dispose of the allocation. 5. Disposing of the allocation is accomplished by double clicking on the allocation that was accepted by IFMIS. 6. On the bottom right part of the screen, click the CLOSE button. The funds are now available for the Obligation process. Part 2: Obligation Unlike the allocation process, in which several projects can be grouped together in one allocation request, a single obligation for each individual project MUST be created in the system. All projects must be obligated before another allocation can be processed. Figure 10-37 illustrates the Obligation workflow in NEMIS. Figure 10-37: NEMIS Obligation Workflow Task 2A: Create Obligation and Submit to HMO 1. On the MITIGATION menu, click Funding . Obligations . New (Figure 10-38). Figure 10-38: Mitigation . Funding . Obligations . NEW 2. The Project List for Obligation is displayed (Figure 10-39). Figure 10-39: Mitigation . Funding . New Obligation The list displays projects that have allocated funds and are associated with the current disaster number. The list also includes projects that have been obligated previously. Obligations are initially sorted by prepare date starting with the most recent. Each Data Field can be sorted from highest to lowest or vice versa. Disaster Number is now displayed on the blue banner. 3. Table 10-4 describes the Project List for Obligation data fields. Table 10-4: Project List for Obligation Data Fields DATA FIELD INFORMATION DISPLAYED Aplcn ID System-generated Grantee Application ID number for the project FEMA Project Nr Number assigned to the project application during the Eligibility Determination process. Also referred to as FEMA Project number Total Previous Allocation Project amount Amount does not include administrative costs that were included in the total amount of the allocation submitted and approved by ES Total Previous Obligation Amount previously obligated Total Pending Obligation Amount that has been obligated but not yet approved by ES Available Obligation Amount that has yet to be obligated for the project 4. Highlight the project for which you wish to obligate funds (Figure 10-40). Figure 10-40: Mitigation . Funding . Project List for Obligation 5. On the bottom right part of the Project List, click the NEW button. Three tabs with Obligation information are displayed. The Worksheet tab is displayed by default (Figure 10-41). Figure 10-41: Mitigation . Funding . Obligations . Worksheet Tab 6. In the top right part of the Title Bar, note the Action Nr. This is a system-generated sequential number assigned to this obligation unique to the project being obligated. 7. The system auto-fills the Total Obligation dollar amount. 8. Click the Comments tab (Figure 10-42). Figure 10-42: Mitigation . Funding . Obligations . Comments Tab 9. Click the ADD button. A new row for adding comments is displayed. The system auto-fills the User Name, the Date, and the Time of the entry (Figure 10-43). Figure 10-43: Comments Tab with New Row 10. Double-click inside the Comment box. The Comment Editor is displayed. 11. In the Comment Editor text area, enter the justification for obligating this project or any comments that may help the reviewers and approvers. 12. Click the OK button. The comments you entered are now displayed on the Comments tab (Figure 10-44). Figure 10-44: Comments Tab with Comments Added 13. Click the Authorization tab (Figure 10-45). Figure 10-45: Mitigation . Funding . Obligations . Authorization Tab 14. Click the SUBMIT FOR HMO APPROVAL button. The Forward Work Packet dialog box is displayed (Figure 10-46). Figure 10-46: Forward Work Packet Dialog Box 15. Click the YES button. The “Obligation Submitted Successfully to HMO” message is displayed. 16. Click the OK button. The Authorization tab now displays the Preparer Name and Preparation Date. These data fields are auto-filled by the system (Figure 10-47) Figure 10-47: Authorization Tab with Preparer Information Added 17. On the bottom right part of the Authorization tab, click the CLOSE button. 18. If during the process you wish to delete the obligation without submitting to the HMO, select the Delete button on the Worksheet tab. Task 2B: Submit Obligation to Emergency Support (ES) 1. On the MITIGATION menu, click on Funding . Obligations (Figure 10-48). Figure 10-48: Mitigation . Funding . Obligations 2. The list of Obligations for the disaster is displayed. Check that you are logged in with the HMO Group ID. You should not be the same User who completed Task 2A: Create Obligation and Submit to HMO. 3. Table 10-5 describes the Obligation Work Packet List data fields. Table 10-5: Obligation Work Screen List Data DATA FIELD INFORMATION DISPLAYED Aplcn ID System-generated Grantee Application ID number for the project Amend Nr System-generated number of the amendment (0 is assigned to the initial project application submission, 1 to the first amendment, and so on) Action Nr System generated obligation number assigned sequentially and unique to the project being obligated FEMA Proj # Number assigned to the project application during the Eligibility Determination process; also referred to as FEMA Project number DATA FIELD INFORMATION DISPLAYED Total Obligated Amt Total amount of project funds + grantee and sub-grantee amount Suppl Nr System generated supplement number for tracking purposes Preparer NEMIS-MT User Name of the person who created the obligation Prepare Date Date the obligation was created or the most recent date it was edited Status System-generated indicator of the status of the workflow in the ES Review, At MA = awaiting transmittal to HMO: At HMO = awaiting transmittal to ES module; At ES – awaiting approval in ES Module: Accept = accepted by IFMIS: Void = Obligation was voided. Fiscal Yr Fiscal year for this obligation 4. The Obligation work packet is ready for HMO approval if it displays the following information: • Status is At HMO 5. Highlight the appropriate obligation. Click the OK button. 6. Three tabs with Obligation information are displayed. The Worksheet tab is displayed by default. 7. Review the read-only information in the Worksheet and Comments tabs. 8. Click the Authorization tab. Click the SUBMIT TO ES button (Figure 10-49). Figure 10-49: Mitigation . Funding . Obligations If you created the Obligation request and you are now submitting the request to ES, the following system error message will be displayed (Figure 10-50). Click the OK button on the error message and exit out of NEMIS. Another user with the HMO role will need to log in and submit the Obligation request to ES. Figure 10-50: Preparer Cannot Submit Obligation Message 9. The Forward Work Packet to ES dialog box is displayed (Figure 10-51). Figure 10-51: Forward Work Packet to ES Dialog Box 10. Click the OK button. 11. The "Obligation Submitted to IFMIS Successfully" message is displayed (Figure 10-52). Figure 10-52: Obligation Submitted Message Do not submit more than one obligation at a time. Wait until the first obligation is processed before submitting another obligation. This process will take approximately one hour but could take longer. 12. Click the OK button. On the Authorization tab, note that the system auto-filled the HMO Approval data fields with your User Name and the current date (Figure 10-53). Figure 10-53: Authorization Tab with HMO Approval Information 13. On the bottom right part of the tab, click the VIEW STATUS OF OBLIGATION IN ES button. The ES Status table is displayed. Note that the Comments column displays "Sent to IFMIS for Approval" (Figure 10-54). Figure 10-54: ES Status Table 14. On the bottom left part of the ES Status screen, click the WORKFLOW button. The NEMIS Obligation Workflow diagram is displayed (Figure 10-55). Figure 10-55: Obligation Workflow Diagram 15. Notify HQ-Office of Financial Management (OFM) via e-mail that an obligation has been submitted in the system and is awaiting approval. Although Step 16 is executed outside of NEMIS-MT, it is included as the final step in this task so that the Obligation process can continue with minimum delay. Task 2C: Verify Obligation Obligations submitted in Task 2B are normally processed once an hour. An hour after submission, the MA or the HMO should verify that the obligation was processed. If the obligation is still not processed at the end of a reasonable amount of time a help desk ticket should be submitted to the FEMA Enterprise Service Desk at FEMA-Enterprise-Service-Desk@DHS.GOV. This task provides steps on how to verify the obligation in the following NEMIS-MT functional areas: • Obligations • Project Management • Funding Estimate 1. To verify that the obligation has been approved in Obligations, complete Steps 1a - 1h. a. On the MITIGATION menu, click on Funding . Obligations (Figure 10-56). Figure 10-56: Mitigation . Funding . Obligations 2. The Obligation Project List is displayed (Figure 10-57). Figure 10-57: Obligation Project List c. Table 10-6 describes the information displayed in the Obligation Project List. Table 10-6: Obligation Project List Data Fields DATA FIELD INFORMATION DISPLAYED Aplcn ID System-generated Grantee Application ID number for the project Amend Nr System-generated number of the amendment (0 is assigned to the initial project application submission, 1 to the first amendment, and so on) Action Nr System-generated obligation number assigned sequentially FEMA Proj # Number assigned to the project application during the Eligibility Determination process; also referred to as FEMA Project number Total Obligated Amt Total amount of project funds + grantee and sub-grantee amount Suppl Nr System-generated supplement number for tracking purposes Preparer NEMIS-MT User Name of the person who created the obligation Prepare Date Date the obligation was created or the most recent date it was edited Status System-generated indicator of the status of the workflow in the ES Review, At MA = awaiting transmittal to HMO: At HMO = awaiting transmittal to ES module; At ES – awaiting approval in ES Module: Accept = accepted by IFMIS: Void = Obligation was voided Fiscal Yr Fiscal year for this obligation d. Highlight the row of the obligation you wish to verify. e. If the IFMIS Status for that project is "ACCEPT,” the obligation has been approved. f. Click the OK button. Three tabs with Obligation information are displayed. The Worksheet tab is displayed by default. g. Click the Authorization tab. h. On the bottom right of the tab, click the VIEW STATUS OF OBLIGATION IN ES button. Notice that the Status says "ACCEPTED" (Figure 10-58). Figure 10-58: ES Status After Obligation Approval If the IFMIS status is "REJECT,” discuss the circumstances with the ES staff. After resolving any issues, submit a new obligation as described in Task 2A: Create Obligation and Submit to HMO. Be sure to incorporate the changes recommended by the ES staff. 3. To verify that the obligation has been approved in Project Management, complete steps 2a - 2e. a. On the MITIGATION menu, click on Projects . Management (Figure 10-59). Figure 10-59: Mitigation . Projects . Management b. The Project Management Project List is displayed (Figure 10-60). Figure 10-60: Project Management Project List c. Select the Project whose obligation you wish to verify. If the project has several rows, select the row with the highest amendment number. Click the OK button. d. Two tabs with Project Management information are displayed. The HMGP Project Management tab is displayed by default (Figure 10-61). Figure 10-61: Mitigation . Projects . Management . HMGP Project Management Tab e. Click the Funding Activity tab. On the bottom right part of the tab, note the Total Obligated Amount (Figure 10-62). Figure 10-62: Mitigation . Projects . Management . Funding Activity Tab 4. To verify the obligation in Funding Estimate, complete Steps 3a - 3e. a. On the MITIGATION menu, click on Funding . Estimate (Figure 10-63). Figure 10-63: Mitigation . Funding . Estimate b. The HMGP Financial Activity tab is displayed by default. c. At the top left part of the tab, select the Grantee from the drop-down list. d. The tab displays five columns of data for various funding amounts: • Projected A • Total Allocated in NEMIS B • Available C (A-B) • Total Obligated in NEMIS D • Available E (amount obligated minus the current estimate or A - D) e. Note the Obligated dollar amount in Column D (Figure 10-64). Figure 10-64: Obligated Amount Displayed in HMGP Financial Activity Task 2D: Notify Grantee of Obligation This task is executed outside of NEMIS-MT. It is included in this User Manual because it completes the Manage Allocations and Obligations process. Send a letter to the Governor’s Authorized Representative (GAR) indicating that the funds are available and have been transferred to the Smartlink account, if applicable. A copy of this form letter is provided in the References Section of this unit (Page 10-61). Regions may use a Regional specific format, as long as all necessary information is included. Enter the project-specific information in the form letter. Save the letter using the Save As feature, giving the letter a different file name. Part 3: Deobligation Execute the Deobligation process in NEMIS-MT if any of the following conditions are true: • A project has a cost under-run during Project Closeout • Grantee chooses to withdraw a project after funds have been obligated The Deobligation process is almost exactly the reverse of the Obligation process. Figure 10-65 compares the processes of Obligation and Deobligation. Figure 10-65: Obligation and Deobligation Processes (*if needed) Task 3A: Create Deobligation and Submit to HMO 1. On the MITIGATION menu, click on Funding . Obligations (Figure 10-66). Figure 10-66: Mitigation . Funding . Obligations 2. The Select Obligation List is displayed. Click the NEW button. 3. The New Obligation list is displayed (Figure 10-67). Highlight the project for which you wish to de-obligate funds. Click the NEW button. Figure 10-67: Obligation Project List 4. Table 10-7 describes the information in the Obligation Project List. Table 10-7: Obligation Project List Data Fields DATA FIELD INFORMATION DISPLAYED Aplcn ID System-generated Grantee Application ID number for the project DATA FIELD INFORMATION DISPLAYED FEMA Project Nr Number assigned to the project application during the Eligibility Determination process. Also referred to as FEMA Project number. Total Previous Allocation Project amount allocated Amount does not include administrative costs that were included in the total amount of the allocation submitted and approved by ES. Total Previous Obligation Amount previously obligated Total Pending Obligation Amount that has been obligated but not yet approved by ES Available Obligation Amount that has yet to be obligated for the project 5. The Deobligate Funds dialog box is displayed (Figure 10-68). Click the YES button to continue. Figure 10-68: Deobligate Funds Dialog Box 6. Three tabs with Obligation information are displayed. On the right side of the Obligation title bar, note that Action Nr is now "2,” referring to the deobligation request. The original obligation created in Task 2A was Action Nr "1.” 7. The Worksheet tab is displayed by default. 8. In the Project Amount to Be Obligated field, enter the minus sign "-" followed by the dollar amount to be deobligated 9. Press the Tab key. The amount is displayed in the Total Obligation field. Notice the minus sign before the amount and the red font (Figure 10-66). 10. When deobligating project funds as well as Grantee and Subgrantee Administrative funds, always use the sliding scale radio button to ensure the Grantee and Subgrantee Administrative funds are calculated correctly by the system and included in the Total Obligation field along with the Project Amount to be deobligated (Figures 10-69 and 10-70). Figure 10-69: Deobligation using the Sliding Scale Radio Button to ensure proper calculation. Figure 10-70: Deobligation using the Other Radio Button resulting in an inaccurate amount in the Total Obligation field. 11. If necessary to override the Grantee or Subgrantee Administrative amounts generated by the system the user will be prompted to acknowledge the continuation of the override (Figure 10-71). Figure 10-71: Grantee Admin Override acknowledgement message. 12. Selecting No will return the amount overridden to the previous amount calculated by the system. Selecting Yes will prompt a second acknowledgement confirmation. (Figure 10-72). Figure 10-72: Grantee Admin Override 2nd acknowledgement message. 13. Once again, selecting No will return the amount overridden to the previous amount calculated by the system. Selecting Yes will open the Comment Editor which will require that a comment be entered justifying the calculation override. This will allow the override and the user will be able to continue with the Obligation/Deobligation process. 14. Click the Comments tab (Figure 10-73). Figure 10-73: Mitigation . Funding . Obligations . Comments Tab 15. On the bottom right part of the tab, click the ADD button. A new row for adding comments is displayed. The system auto-fills the Date and the Time of the entry and the User ID (Figure 10-74). Figure 10-74: New Row for Comments 16. Double-click inside the Comment field to access the Comment Editor. 17. In the Comment Editor text area, enter a justification for the deobligation request. 18. Click the OK button. The comments are now displayed on the Comments tab (Figure 10-75). Figure 10-75: Deobligation Comments Added 19. Click the Authorization tab (Figure 10-76). Figure 10-76: Mitigation . Funding . Obligations . Authorization Tab 20. Click the SUBMIT FOR HMO APPROVAL button. The Forward Work Packet dialog box is displayed (Figure 10-77). Figure 10-77: Forward Work Packet Dialog Box 21. Click the YES button. The Deobligation Submitted Successfully to HMO message is displayed (Figure 10-78). Figure 10-78: Deobligation Submitted to HMO If the system message indicates that the deobligation will be for the current fiscal year, you are required to execute Task 4: Deallocation. 22. Click the OK button. The Authorization tab now displays the Preparer Name and Preparation Date (Figure 10-79). Figure 10-79: Authorization Tab with Preparer Information Added 23. On the bottom right part of the Authorization tab, click the CLOSE button. The system will check IFMIS for availability of funds by Fiscal Year, beginning from the oldest Fiscal Year in which funds were obligated for this disaster. The system will keep checking until it finds a Fiscal Year with sufficient funds to deobligate. If there are not sufficient funds, the user will receive a message outlining the totals available in different fiscal years. See the mocked up screen shot below as an example of the message outlining the totals available in different years. (Figure 10-80) It may be necessary to create more than one deobligation if there are insufficient funds in any one fiscal year. If this is the case, delete the deobligation on the Worksheet tab and start over. Figure 10-80: Mocked up screen shot showing amounts available for deobligation in different years. Task 3B: Submit Deobligation to Emergency Support (ES) 1. On the MITIGATION menu, click on Funding . Obligations (Figure 10-81). Figure 10-81: Mitigation . Funding . Obligations 2. The Select Obligation List is displayed. Check that you are logged in with the HMO Group ID. You should not be the same User who completed Task 3A: Create Deobligation and Submit to HMO. 3. Double-click on the obligation. Three tabs with Obligation information are displayed. The Worksheet tab is displayed by default. 4. Review the read-only information in the Worksheet and Comments tabs. 5. Click the Authorization tab. On the bottom part of the tab, click the SUBMIT TO ES button (Figure 10-82). Figure 10-82: Mitigation . Funding . Obligations. Authorization Tab 6. The Forward Work Packet to ES dialog box is displayed (Figure 10-83). Figure 10-83 Forward Work Packet to ES Dialog Box 7. Click the OK button. 8. The "Obligation Submitted to IFMIS Successfully" is displayed (Figure 10-84). Figure 10-84: Obligation Submitted Message Do not submit more than one deobligation at a time. Wait about an hour or until the first deobligation is processed, before submitting another deobligation. If it is the first obligation or negative obligation (deobligation) of the new FY, wait until the obligation has been accepted by IFMIS before submitting another transaction. 9. Click the OK button. The Authorization tab now displays the HMO Authorization Name and Date (Figure 10-85). Figure 10-85: Authorization Tab with HMO Approval Information 10. On the bottom left part of the tab, click the VIEW STATUS OF OBLIGATION IN ES button. The ES Status table is displayed. Check that the Comments column displays "Sent to IFMIS for Approval" (Figure 10-86). Figure 10-86: ES Status Table 11. Repeat Task 2C: Verify Obligation, but this time, verify the deobligation. 12. Repeat Task 2D: Notify Grantee of Obligation, but this time notify Grantee of the deobligation. Part 4: Deallocation If the system displays the message below (Figure 10-87) while you are creating the deobligation, this means that the deobligation will be processed in the current fiscal year and therefore a Deallocation is required. Figure 10-87: Reminder to Process the Deallocation The Deallocation tasks are the same as the Allocation tasks described earlier in this Unit. When you enter the deallocation dollar amount, be sure to enter the minus sign "-" before the dollar amount. Table 10-8 provides the task names and the corresponding pages in this Unit. TASK PAGE NUMBER Create Allocation and Submit to HMO 10-5 Submit Allocation to Emergency Support (ES) 10-17 Dispose of Allocation Work Packet 10-26 References for Managing Allocations and Obligations Obligation of Funds Form Letter (Page 1 of 2) ADDRESS SUBJECT: PROJECT APPROVAL FEMA-XXXX-DR- (State) Hazard Mitigation Grant Program Subgrantee: NAME OF SUBGRANTEE Project #: FEMA ASSIGNED NUMBER Dear__________: Funding for the above referenced Hazard Mitigation Grant Program (HMGP) project has been approved and is available for drawdown. The Federal share of the eligible project cost is $_______ and has been posted in Smartlink (enclosed report). Grantee and Subgrantee administrative costs are included in the funding obligation. Please refer the Subgrantee to the State HMGP administrative plan for project cost overrun regulations. If project costs exceed the approved Federal share, the Subgrantee must contact the Governor's Authorized Representative (GAR). The GAR will evaluate requests for cost overruns. Written determination of cost overrun eligibility shall be submitted by the GAR to the Regional Administrator. Cost overruns shall meet Federal regulations set forth in 44 CFR 206.438(b). The State HMGP administrative plan defines the procedure whereby the GAR may advance portions of the approved Federal share to the Subgrantee. Upon completion of the HMGP project, the Subgrantee's closeout reimbursement for the final Federal share of eligible project costs must be submitted to the Regional Administrator for review and determination. If you have any questions concerning this action or the information on the enclosed report, please contact _____________ (name) at _______________ (telephone number). Sincerely, Regional Administrator or Mitigation, Disaster Recovery Manager Enclosure: Financial Analysis Obligation of Funds Form Letter (Page 2 of 2) FEDERAL EMERGENCY MANAGEMENT AGENCY HAZARD MITIGATION GRANT PROGRAM FINANCIAL ANALYSIS DISASTER NUMBER: _________ PROJECT: ____________________________________________________ PROJECT NUMBER: ____________________________________________ AMOUNT OBLIGATED (FEDERAL SHARE): __________________________ GRANTEE ADMINISTRATIVE EXPENSES: __________________________ SUBGRANTEE ADMINISTRATIVE EXPENSES: _______________________ TOTAL AMOUNT OBLIGATED: ____________________________________ DATE FUNDS POSTED IN SMARTLINK: ____________________________ AMOUNT POSTED FOR DRAWDOWN: _____________________________ AS OF _______, TOTAL FUNDS FOR DRAWDOWN: __________________ STATE SUBACCOUNT NUMBER: _________________________________ fld srvy tbl left fld srvy tbl rt attch doc window caution attch doc ok bttn fld prj window not linked fld srvy prj select tbl fld prj window linked hint notepad created prj tbl notepad hint hint post apprvl env condn env condn mntrng cmplt dt env condn right1 env condn right cmnts added1 caution hint prj chklst details qurtrly rpt scrn prj slct warning_icon_bw notepad glbl mtch scrn hint caution Unit 11 – Manage Project and Program Oversight Tasks Overview ................................................................................................ 11-2 Information Requirements ...................................................................... 11-3 Task 1: Document Field Surveys ........................................................... 11-4 Task 2: Perform Project Management .................................................... 11-9 Task 3: Review Project Checklist ......................................................... 11-16 Task 4: Prepare Quarterly Reports ...................................................... 11-21 Task 5: Monitor SF-424 Information ..................................................... 11-25 Task 6: Perform Global Matching ......................................................... 11-26 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 Information Requirements Table 11-2: Tasks, Information Needed and Where It Can Be Obtained TASK INFORMATION NEEDED LOCATION IN NEMIS Task 1: Document Field Surveys Project number and title for which survey was conducted Mitigation . Projects . Application Development . Project Info tab Task 2: Perform Project Management Work schedule information Mitigation . Projects . Application Development . Work Schedule tab Task 3: Review Project Checklist Application Development and Eligibility Determination information Mitigation . Projects . Application Development tabs; Mitigation . HMGP . Eligibility Determination tabs Task 4: Prepare Quarterly Reports Current Quarterly Reports Mitigation . Admin . Quarterly Report Task 5: Monitor SF-424 Information Funding sources for each project to be assigned to the SF-424 Mitigation . Disaster . Overview . SF 424 Information tab Task 6: Perform Global Matching Project Federal Share Percentage Mitigation . Funding . Estimate tabs Task 1: Document Field Surveys 1. On the NEMIS menu bar, click on the MITIGATION icon. On the Mitigation menu, click Projects . Field Surveys (Figure 11-1). Figure 11-1: Mitigation .Projects .Field Surveys 2. The Field Survey screen is displayed (Figures 11-2 and 11-3). Figure 11-2: Field Survey Screen - Left Side Figure 11-3: Field Survey Screen - Right Side 3. On the bottom left part of the screen, click the ATTACH button. The Attach/Scan a Document dialog box is displayed (Figure 11-4). Figure 11-4: Attach/Scan a Document Dialog Box 4. Enter a unique Field Survey Title. 5. You are strongly urged to read and follow the instructions in Appendix A: Attach/Scan Documents. 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 (Figure 11-5). Figure 11-5: Successful Archive Message 7. Click the OK button. The field survey document title is displayed on the left-most column of the Field Survey screen (Figure 11-6). Figure 11-6: Field Survey Screen with New Document - Left 8. Highlight the row of the document you attached. Click the LINK TO PROJECT button (Figure 11-7). Figure 11-7: Field Survey Screen with New Document - Right Side 9. The Field Survey Project List is displayed (Figure 11-8). Figure 11-8: Field Survey Project Selection Screen 10. Table 11-3 describes the Field Survey Project List information. Table 11-3: Field Survey Project List Data Fields DATA FIELD INFORMATION DISPLAYED 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 Project Title 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) 11. Highlight the project to which the field survey should be linked. Click the OK button. The Project is now linked to the attachment (Figure 11-9). Figure 11-9: Field Survey Linked to Project 12. On the bottom right part of the screen, click the CLOSE button. To track the Document Field Survey process, generate the standard Field Survey Report. Follow the instructions described in Unit 14: Generate Standard HMGP Reports. 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 (Figure 11-10). Figure 11-10: Mitigation .Projects .Management 2. The Select Project List is displayed (Figure 11-11). Figure 11-11: Select Project List 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 (Figure 11-12). Figure 11-12: Mitigation .Projects .Management . HMGP Project Management Tab 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 (Figure 11-13). Click the tab where you wish to view information or add additional comments. Figure 11-13: Mitigation .Projects .Management .Federal Eligibility 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. You may get the Project Eligibility Has Been Completed message (Figure 11-14). Click the OK button to view application information. Figure 11-14: Project Eligibility Completed Message 12. The Application Development tabs are displayed (Figure 11-15). Click the tab where you wish to view information or add additional comments. Figure 11-15: Mitigation .Projects . Management . Application Development 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 - 14h. 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 - 14h in the system, you indicate that the required monitoring was completed. a. The Environment Conditions dialog box is displayed (Figure 11-16). Figure 11-16: Environment Conditions Dialog Box b. Enter the Monitoring Complete Date. The system auto-fills your User Name in the Monitoring Complete By field (Figure 11-17). Figure 11-17: Monitoring Complete Data Fields c. Scroll to the right to access the Comment field (Figure 11-18). Figure 11-18: Monitoring Complete Comments 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. 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 (Figure 11-19). Click the OK button. Figure 11-19: Monitoring Complete Comments Added 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 (Figure 11-20). Figure 11-20: Monitoring Complete Information Added to Mitigation . Projects .Eligibility Determination .NEPA Process Tab 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 (Figure 11-21). Figure 11-21: Funding Activity Tab 16. If you wish to view Funding Activity information only for Approved projects, click inside the “Approved” radio button in the Filter field (Figure 11-22). Figure 11-22: Approved Filter 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 (Figure 11-23). Figure 11-23: Mitigation .Projects .Checklist 2. The Project Status List is displayed (Figure 11-24). Figure 11-24: Project Status List 3. Table 11-5 describes the Project Status List information. Table 11-5: Select Project List Data Fields DATA FIELD INFORMATION DISPLAYED 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 (Figure 11-25). Figure 11-25: Project Checklist Select Field 5. Click the RETRIEVE button. The Project Checklist information is displayed (Figure 11-26). Figure 11-26: Project Checklist Information 6. You may select multiple projects by holding down the Ctrl key and selecting the desired rows (Figure 11-27). Figure 11-27: Selecting Multiple Projects 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 (Figure 11-28). Figure 11-28: Scroll Arrows for Navigating Between Projects 8. On the right side of the Project Checklist screen, buttons provide access to the different NEMIS-MT areas (Figure 11-29). Figure 11-29: Buttons to 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, (See Figure 11-27), click the PROJECT SUMMARY button. The Project Summary report is displayed (Figure 11-30). Figure 11-30: Project Summary Report 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 (Figure 11-31). Figure 11-31: Mitigation .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 (Figure 11-32). Figure 11-32: Create Quarterly Report Dialog Box 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 (Figure 11-33). Figure 11-33: Quarterly Report Screen 6. Click the NEW button. The Quarterly Report Project Selection List is displayed (Figure 11-34). Figure 11-34: Quarterly Report Project Selection Screen 7. Table 11-6 describes the Quarterly Report Project information Table 11-6: Quarterly Report Project Selection Data Fields DATA FIELD INFORMATION DISPLAYED FEMA Proj Nr System-generated FEMA project application number when project is submitted to FEMA Amend Number Project application Amendment Number DATA FIELD INFORMATION DISPLAYED 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 (Figure 11-35). Figure 11-35: Quarterly Report Row - Left Side 10. Scroll to the right to see the rest of the fields (Figure 11-36). Figure 11-36: Quarterly Report Row - Right Side 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 (Figure 11-37). Figure 11-37: Save Changes Dialog Box 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 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 (Figure 11-38). Figure 11-38: Mitigation .Funding .Estimate 2. The Funding Estimate tabs are displayed. Click the scroll arrow to display the rest of the tabs (Figure 11-39). Figure 11-39: Funding Estimate Tabs 3. Click the Project Global Match tab. The top section of the tab lists all approved projects for the disaster (Figure 11-40). Figure 11-40: Mitigation .Funding .Estimate . Project Global Match Tab 4. Table 11-8 describes the Approved Projects List information. Table 11-8: Approved Projects List Data Fields DATA FIELD INFORMATION DISPLAYED 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 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 (Figure 11-41). Figure 11-41: Select Project for Global Match 6. Click the ADD PROJECT TO MATCH button. The project gets added to the list of projects in the bottom section of the tab (Figure 11-42). Figure 11-42: Project Added to Match 7. Repeat Steps 5 and 6 for all projects that have a Project Fed Share Pct other than 75 percent. The Total Project Fed Share Pct, (highlighted field in Figure 11-42), must be equal to or less than 75 percent. 8. Closely monitor the Total Project Fed Share Pct (highlighted field in Figure 11-43) throughout the obligation process. caution proj clsout lst amend_pndng_msg2 hint caution void amndmnt btn void amndmnt confirm1 gen_tab caution notepad cmnts_tab caution cmnts_new_row cmnts_new_added proj1_financials_tab notepad properties_tab caution hint st mgt csts st mgt csts valdn1 caution rpt_tab rpt_tab actn rqd added rpt_tab y n na selcn hint hint Unit 12 – Manage Project Closeout Overview ................................................................................................ 12-2 Information Requirements ...................................................................... 12-3 Task 1: Determine Project Status .......................................................... 12-4 Task 2: Enter General Information ......................................................... 12-8 Task 3: Enter Financial Information...................................................... 12-12 Task 4: Enter Property Information ...................................................... 12-14 Task 5: Enter State Management Cost Information.............................. 12-16 Task 6: Review Environmental Conditions ........................................... 12-18 Task 7: Enter Closeout Report Information .......................................... 12-19 Task 8: Closeout the Project ................................................................ 12-21 References .......................................................................................... 12-22 Report Table Checklist Items ............................................................ 12-22 Overview The NEMIS-MT Manage Project Closeout process allows FEMA Regional Mitigation staff to closeout HMGP projects. Projects with "Approved" status are closed out when: all project activities have been completed; project funds have been reconciled; and administrative, financial and reporting requirements have been complied with. Regional Mitigation Staff verify that all applicable fields in the following areas of the Mitigation module are completed: • Projects . Application Development; • Admin . Quarterly Report; • Admin . Environmental Conditions; and • Projects . Management. All other project applications that were entered in NEMIS are required to be closed out through the project closeout process irrespective of whether they were submitted to the Eligibility Determination process or not. This is required, before Program Closeout (described in Unit 13). Table 12-1 provides an overview of the Manage Project Closeout process in NEMIS-MT. Table 12-1: Manage Project Closeout Overview DESCRIPTION Purpose Closeout HMGP projects when all applicable administrative and required work has been completed When does it start? Upon receipt of request from the Grantee to close out the project Who does it? Hazard Mitigation Officer (HMO) How is it done? Execute eight tasks: Task 1: Determine Project Status Task 2: Enter General Information Task 3: Enter Financial Information Task 4: Enter Property Information Task 5: Enter State Management Cost Information Task 6: Review Environmental Conditions Task 7: Enter Closeout Report Information Task 8: Closeout the Project Project closeout cannot be completed in the system if any of the following conditions are true: • An amendment is open • Environmental conditions information is incomplete • Property site inventory information is incomplete Information Requirements FEMA Regional Mitigation staff needs the Grantee's Final Project Report with the following supporting documentation (where applicable): • Closeout Inspection Report; • Final Performance Report; • Final Financial Report; • SF270 - Request for Advance or Reimbursement; • FF20-18 - Report of Government Property; • Project Documents such as: o Administrative Costs; o Project Scope; o Project Finances; o Copyright Issues; o Substantial Completion Certificate; o Work Schedules; and o Procurement Contracts. • Property Site Inventory type projects may include the following documents: o Applicable Assurances; o No Use of Eminent Domain; o Duplication of Benefits Verification; o Appraisals; o Privacy Act Release; o Hazardous Materials; o Covenants; o Closing Statements; o Copies of Recorded Deeds; o Relocation Assistance; o Permits; o Engineering Certifications; and o Elevation Certificates. Task 1: Determine Project Status 1. On the NEMIS menu bar, click on the Mitigation icon. On the MITIGATION menu, click Projects . Closeout (Figure 12-1). Figure 12-1: Mitigation .Projects .Closeout 2. The Project Closeout List is displayed (Figure 12-2). Figure 12-2: Project Closeout List 3. Table 12-2 describes the Project Closeout List information. Table 12-2: Project Closeout List Data Fields DATA FIELD INFORMATION TO BE REVIEWED/ENTERED Disaster Nr FEMA disaster number FEMA Proj Nr System-generated FEMA project application number when project is submitted to FEMA Amendment Nr Number assigned by the system to the amendment during the Amendments process Applic ID Grantee project application number Suffix Type of funding requested; Suffix codes are R (Regular project funding), P (Planning), M (Management Costs), and F (Initiative projects) Closeout System-generated date project was closed out Project Title Name given to the project during the application development process 4. Select the project that needs to be closed out. Click the OK button. 5. If the project meets the conditions for closeout, the Project Closeout tabs are displayed without any project closeout validation message. a. The General tab is displayed by default. b. On the bottom left part of the tab, take note of the Project Status. If the status is "Approved," execute Tasks 2 - 8 of this unit. c. If the status is "Void," "Withdrawn," or "Denied," proceed to Task 8: Closeout the Project. 6. If the approved project does not meet the conditions for closeout, the appropriate project closeout validation message is displayed. Figure 12-3 is an example of the message you receive in approved projects when the Property Site Inventory (PSI) has missing information. Figure 12-3: Missing PSI Information Validation Message The validation messages are only required for closeout of an approved project. For any Withdrawn or Void project all properties in the PSI will automatically be marked as “NO” under the Part of Final Project question. You are required to address any validation errors before proceeding with the Project Closeout process. An amendment may be required. a. If the validation message says that an amendment is pending (Figure 12-4), you have the option to void the amendment by completing Steps 6b - 6d. Figure 12-4: Amendment Pending Validation Message b. On the bottom part of the General tab, click the VOID AMENDMENT button (Figure 12-5). Figure 12-5: Void Amendment Button c. The Void Amendment dialog box is displayed (Figure 12-6). Figure 12-6: Void Amendment Dialog Box d. Click the YES button. e. The amendment is now voided and the project becomes available for closeout. Task 2: Enter General Information Execute Tasks 2 - 8 if both of the following are true: • No closeout validation messages are displayed, which means that the project meets all the conditions for closeout. • The Project Status is "Approved." 1. After selecting the project in the Project Closeout List, the project closeout tabs are displayed. The General tab is displayed by default (Figure 12-7). Figure 12-7: Mitigation .Projects .Closeout .General Tab 2. In the Closeout Dates section of the tab, enter the information described in Table 12-3. Table 12-3: Closeout Dates Section Data Fields DATA FIELD INFORMATION TO BE ENTERED Notified Project Completion Date Date that FEMA received notice from the Grantee that the project was completed Project Completion Date - From Quarterly Report Date filled-in from the most recently generated Quarterly Report Project Completion Verification Date Date when FEMA verified that the project was completed DATA FIELD INFORMATION TO BE ENTERED Closeout Inspection Date Date of Grantee's final verification inspection Grantee Closeout Letter to FEMA Date Date of the letter from the Grantee requesting closeout Grantee Final Performance Report Received Date Date the Final Performance Report was received by FEMA Grantee Final Financial Report Received Date Date the Finance Report was received Financial Report Approved Date Date the Finance Report was approved Smartlink Report Approved Date Date the Grantee certified that all funds were drawn down Ltr FEMA to Grantee Date Requesting Addl Info Date the letter requesting information from the Grantee was sent by FEMA Final Project Closeout Letter To Grantee Signed Date Date of FEMA's final project letter to the Grantee Many of the date fields may have the same values depending on the regional closeout process. 3. In the Other Closeout Reviews section of the General tab, select "N," "Y" or "N/A" for each field described in Table 12-4. The system selects "N" by default so you need to edit the selection if necessary. Table 12-4: Other Closeout Reviews Section Data Fields DATA FIELD QUESTION TO BE ANSWERED Admin Cost Was the Administrative Cost Review completed? Financial Was the Financial Review completed? Scope Was the Scope Review completed? Procurement Contracting Was the Procurement Contracting Review completed? DATA FIELD QUESTION TO BE ANSWERED Form 20-18 on File Is Form 20-18 on file? Copyright Was the copyright issues review completed? Final Finance Rpt Aprvd Was the Final Financial Report approved? HMTAP Has the HM Technical Assistance Program contract been completed? 4. In the Closeout Requirements section of the General tab, select "N," "Y" or "N/A" for each field described in Table 12-5. The system selects "N" by default so you need to edit the selection if necessary. Table 12-5: Closeout Requirements Section Data Fields DATA FIELD QUESTION TO BE ANSWERED Fed Owned Prpty Provided Did the project affected Federally-owned property? Fed Owned Inv Were costs related to Federally-owned property invoiced? Closeout Inspn Required Is a Closeout Inspection required? Work Schedule Met Was the Work Schedule met? 5. Select the (National Flood Insurance Reform Act) NFIRA Update Status. 6. Click the Comments tab (Figure 12-8). Figure 12-8: Mitigation .Projects .Closeout .Comments Tab 7. A new row for comments is added. The system auto-fills the Date and Time of entry and your User Name (Figure 12-9). Figure 12-9: New Row for Comments 8. Double-click inside the Comment field to access the Comment Editor. 9. In the Comment Editor text area, document the changes you made to the Project Closeout Information. 10. Click the OK button. The comments are now displayed on the Comments tab (Figure 12-10). Figure 12-10: New Comments Added Task 3: Enter Financial Information Financial information is taken from the Final Financial Report, the Quarterly Report submitted by the Grantee, or the Project Closeout Report. 1. Click the Financials tab (Figure 12-11). Figure 12-11: Mitigation .Projects .Closeout .Financials Tab 2. The top section of the tab displays read-only financial information. Table 12-6 describes the read-only data fields. Table 12-6: Financials Tab Data Fields - Top DATA FIELD SOURCE OF INFORMATION Total Project Cost Mitigation . Projects . Application Development . Cost Estimate tab . Total Project Cost Estimate field Total Eligible Project Amount Mitigation . Projects . Eligibility Determination . Cost Review tab . Total Approved Net Eligible Project Cost field Federal Share Mitigation . Projects . Application Development . Match Sources tab . Proposed Federal Share field Non-Federal Share Mitigation . Projects . Application Development . Match Sources tab . Proposed Non-Federal Share field 3. In the middle section of the tab, review the read-only Allocated Amounts, Obligated Amounts, and the Difference (Allocated Amounts minus Obligated Amounts). 4. In the bottom section of the Financials tab, enter the information described in Table 12-7. You can obtain the information from the Final Financial Report provided by the Grantee. Table 12-7: Financials Tab Data Fields - Bottom DATA FIELD INFORMATION TO BE REVIEWED/ENTERED Total Eligible Federal Project Expenditures Final total amount of expenditures reported by the Grantee that are attributed to the Federal portion of the project Total Federal Share Program Income Reported income attributed to the Final Federal portion Total Eligible Non-Federal Project Expenditures Final total amount of expenditures reported by the Grantee that are attributed to the non-Federal portion of the project Total Non-Federal Share Program Income Reported income attributed to the Final non-Federal portion of the project Current Project Federal Share Balance Remaining funds to be expended from the HMGP - auto-filled by the system Current Project Non-Federal Share Balance Remaining funds to be expended from non-Federal sources of funding - auto-filled by the system The Current Project Federal Share Balance must be zero to close out the project. If the balance is not zero, contact your Regional Point of Contact for assistance. 5. On the bottom right part of the Financials tab, click the CLOSE button. Task 4: Enter Property Information 1. Click the Properties tab (Figure 12-12). This tab is active only if properties are included in the project. Figure 12-12: Mitigation .Projects .Closeout .Properties Tab 2. Table 12-8 describes the data fields to be completed in the top section of the tab. For each field, select "N," "Y" or "N/A." The system selects "N" by default so you need to edit the selection if necessary. Table 12-8: Properties Tab Data Fields - Top DATA FIELD QUESTION TO BE ANSWERED Eminent Domain not Used to Acquire Property Was Eminent Domain not used to acquire property? DOB Verification Was a Duplication of Benefits Verification conducted? Appraisals On File Are appraisals on file? Privacy Act Release Was a Privacy Act Release required? Hazardous Materials Checklist Is this checklist on file? DATA FIELD QUESTION TO BE ANSWERED Statement of Assurances Is the Statement of Assurances on file? Covenants on File Are covenants on file? Demolition Completed Is the Demolition Permit on file? Relocation Assistance Letter Is the Relocation Assistance Letter on file? Property Inventory Completed Was the Property Inventory completed? Deed Restrictions Were required restrictions recorded with the property deed? 3. In the bottom part of the Properties tab, review the Project Closeout Required Property Closeout Data Error Report (See figure 12-12 above). If any checkboxes appear on the screen, required information is missing. Checkboxes with "X" represent missing information. Missing information must be provided before an approved project can be closed out. Withdrawn or voided applications will not be considered to be missing property information. Go to Mitigation . Projects . Application Development . Property Site Inventory tab to enter the required information. 4. On the bottom right part of the tab, click the PRINT button to print the report. You may use the report as a source of information when creating an amendment to the project application. Task 5: Enter State Management Cost Information State Management Cost information is taken from the project file and the Smartlink report. 1. Click the State Management Costs tab (Figure 12-13). Figure 12-13: Mitigation .Projects .Closeout .State Management Costs Tab 2. Enter the State Management Costs information described in Table 12-9. If one or more fields have $0 dollar amount and you click the VERIFY or CLOSEOUT button, the system displays the Data Fields validation message (Figure 12-14). Figure 12-14: Data Fields Validation Message Table 12-9: State Management Costs Data Fields DATA FIELD INFORMATION TO BE ENTERED Payroll Budget Amt Amount budgeted for the project payroll Payroll Actual Amt Actual amount spent on the project payroll Supplies Budget Amt Amount budgeted for supplies Supplies Actual Amt Actual amount spent on project supplies Equip Inv Budget Amt Amount budgeted for equipment inventory Equip Inv Actual Amt Actual amount spent on equipment inventory Equip Lease Budget Amt Amount budgeted for lease of equipment Equip Lease Actual Amt Actual amount spent on lease of equipment Lease End Flg Has the lease for equipment ended? If yes, click inside the checkbox. Task 6: Review Environmental Conditions 1. If the tab is active, click the Environment Conditions tab (Figure 12-15). Figure 12-15: Mitigation .Projects .Closeout .Environment Conditions Tab 2. Review the Conditions Required items displayed in the table. Task 7: Enter Closeout Report Information 1. Click the Report tab. The Report Table listing 112 project closeout items is displayed. The Date and Item Description columns display read-only information (Figure 12-16). Figure 12-16: Mitigation .Projects .Closeout .Report Tab 2. If applicable, enter the Action Required for the checklist item by completing Steps 2a - 2c. a. Double-click inside the Action Required field. The Comment Editor is displayed. b. In the Comment Editor text area, enter a description of the action required for the checklist item. c. Click the OK button. The comments you entered are displayed on the appropriate row on the Report tab (Figure 12-17). Figure 12-17: Action Required Added 3. On the bottom right part of the Report tab, click the RE-GENERATE button. The Report table is refreshed with the new entries. 4. Some items require a "Yes," "No" or "N/A" selection. Click on the selection field to display the drop-down list (Figure 12-18). Figure 12-18: Drop-down Selection List Table 12-10 in the References section lists the Report Table Checklist Items and the information source of each item. 5. On the bottom right part of the Report tab, click the PRINT button. For audit purposes, include a hard copy of the Project Closeout Report in the Project File. Task 8: Closeout the Project Generally, the HMO is authorized to execute this task. This task must be executed for all projects before completing Unit 13: Manage Program Closeout 1. Click the General tab. Review all the information to make sure that everything is complete. 2. On the bottom left part of the tab, click the VERIFY button. If the project is not ready for closeout, the system displays a validation message appropriate to the closeout requirements. 3. Address and resolve each validation item. 4. Click the CLOSEOUT button. The project is now closed. 5. Follow the Regional procedures to notify the Grantee that the project is closed. 6. To re-open a closed project, click the RE-OPEN button. The project is re-opened. References Report Table Checklist Items Table 12-10: Report Table Checklist Item - NEMIS Location CHECKLIST ITEM SOURCE OF INFORMATION Date Grantee Mitigation Plan Approved Mitigation . Disaster . Overview . Grantee Information tab . Aprvl Date field Date Grantee Administrative Plan Approved Mitigation . Disaster . Overview . Grantee Information tab . Approval Date field Date SF-424 Received Mitigation . Disaster . Overview . SF424 Information tab . SF-424 Federal Funding Amt Mitigation . Disaster . Overview . SF424 Information tab . Fed Est Funding Amt field SF-424 Applicant Funding Amt Mitigation . Disaster . Overview . SF424 Information tab . Applicant Est Funding Amt field SF-424 State Funding Amt Mitigation . Disaster . Overview . SF424 Information tab . State Est Funding Amt field SF-424 Local Funding Amt Mitigation . Disaster . Overview . SF424 Information tab . Local Est Funding Amt field SF-424 Other Funding Amt Mitigation . Disaster . Overview . SF424 Information tab . Other Est Funding Amt field SF-424 Program Income Funding Amt Mitigation . Disaster . Overview . SF424 Information tab . Prgm Inc Es Funding Amt field SF-424 Total Funding Amt Mitigation . Disaster . Overview . SF424 Information tab . Total Est Funding Amt field Date Project Received Mitigation . Projects . Eligibility Determination . Authorizations tab . Application Received Date field Date Project Approved Mitigation . Projects . Eligibility Determination . Authorizations tab . Final Project Approval Date field Statement of Work Approved Mitigation . Projects . Eligibility Determination . Authorizations tab . FEMA Review sub-tab . FEMA Project Approval Decision Last Statement of Work Amendment Mitigation . Projects . Eligibility Determination . Authorizations tab . FEMA Review sub-tab . FEMA Project Approval Decision of the last amendment CHECKLIST ITEM SOURCE OF INFORMATION Initial Federal Public Notice Mitigation . Disaster . Overview . Federal Public Notice tab . Appearance Date field Benefit-Cost Reviewed Mitigation . Projects . Eligibility Determination . Overall Review tab . Regulatory Criteria section . Project is cost effective field Benefit-Cost Ratio Mitigation . Projects . Eligibility Determination . Overall Review tab . Regulatory Criteria section . The benefit cost ratio is: field NHPA Completed Mitigation . Projects . Eligibility Determination . Laws/EOs tab . Laws/EOs section . NHPA Status field Signed CATEX Mitigation . Projects . Eligibility Determination . NEPA Process tab . Level of Review section . CATEX -Completed FEMA Status . Documentation Complete field Final Notice Published for FONSI or EA Date Mitigation . Projects . Eligibility Determination . NEPA Process tab . Level of Review section . Environmental Assessment - Completed FEMA Status . Finding of No Significant Impact field News Release Date Environmental Impact Statement News Release Date Federal Register Notice of Intent to Prepare an EIS Mitigation . Projects . Eligibility Determination . NEPA Process tab . Level of Review section . Environmental Impact Statement - Completed FEMA Status .Publication of Notice of Intent to Prepare EIS field Initial EIS of the Scoping Process Field no longer in NEMIS-MT EIS Monitoring Program Field no longer in NEMIS-MT Draft EIS Available Field no longer in NEMIS-MT Final EIS Available Field no longer in NEMIS-MT Signed EIS Field no longer in NEMIS-MT News Release Field no longer in NEMIS-MT EIS Record of Decision Mitigation . Projects . Eligibility Determination . NEPA Process tab . Level of Review section . Environmental Impact Statement - Completed FEMA Status . Record of Decision field CHECKLIST ITEM SOURCE OF INFORMATION Notified that project was completed Mitigation . Projects . Closeout . General tab . Notified Project Completion Date field Project completion verified and/or field inspection of construction project Mitigation . Projects . Closeout . General tab . Project Completion Verification Date field Final Project Performance Report received Mitigation . Projects . Closeout . General tab . Grantee Final Performance Report Received Date field Work schedule milestones met Mitigation . Projects . Closeout . General tab . Work Schedule Met field Final Quarterly Reports Received NEMIS Wide . Management Reporting . Management Reporting . Mitigation (MT) . Quarterly Report Tracking Initial Closeout Letter to Grantee from FEMA requesting closeout of project Mitigation . Projects . Closeout . General tab . Ltr FEMA to Grantee Date Requesting Addl Info field Grantee Letter to FEMA requesting project closeout Mitigation . Projects . Closeout . General tab . Grantee Closeout Letter to FEMA Date field Bills/Invoices – Provided by Grantee Documentation in project file or closeout package Bills/Invoices calculated correctly and in project file Documentation in project file or closeout package Amended Budget Non-Construction Projects Approval Date Documentation in project file or closeout package Cumulative Transfers Among Direct Cost Categories >10% or >$100,000 Documentation in project file or closeout package Transfer of Training Funds Documentation in project file or closeout package Increased Budget for Construction Projects Approval Date Documentation in project file or closeout package Construction/Non-Construction Funding Transfers Approval Date Documentation in project file or closeout package Extending Time Period for Availability of Funds Approval Date Documentation in project file or closeout package Non-Construction Contracting Out, Third Party Services or Subcontracting Approval Date Documentation in project file or closeout package CHECKLIST ITEM SOURCE OF INFORMATION Changes in Key Personnel Approval Date Documentation in project file or closeout package Copy of Notification that Eminent Domain would not be used to acquire property Documentation in project file or closeout package; Mitigation . Projects . Closeout . Properties tab . Eminent Domain Not Used to Acquire Property field DOB Verification for All Properties Documentation in project file or closeout package; Mitigation . Projects . Closeout . Properties tab . DOB Verification field Appraisals on File for All Properties Documentation in project file or closeout package; Mitigation . Projects . Closeout . Properties tab . Appraisals on File field Privacy Act Release required only if pre-flood property value is used Documentation in project file or closeout package; Mitigation . Projects . Closeout . Properties tab . Privacy Act Release field Hazardous Materials Checklist completed for each property Documentation in project file or closeout package; Mitigation . Projects . Closeout . Properties tab . Hazardous Materials Checklist field Statement of Assurances signed by Subgrantee, GAR, or Regional Administrator Documentation in project file or closeout package; Mitigation . Projects . Closeout . Properties tab . Statement of Assurances field Restrictive Covenants on all property deeds Documentation in project file or closeout package; Mitigation . Projects . Closeout . Properties tab . Covenants on File field Demolition or Removal of all Structures Completion Date Documentation in project file or closeout package; Mitigation . Projects . Closeout . Properties tab . Demolition Completed field Relocation Assistance Determination Letters in File Documentation in project file or closeout package; Mitigation . Projects . Closeout . Properties tab . Relocation Assistance Letter field Floodplain Management and Protection of Wetlands Decision- Making Process Completed and in File Documentation in project file or closeout package; CHECKLIST ITEM SOURCE OF INFORMATION Engineering Certificates Documentation in project file or closeout package Property Inventory Form Completed by Project Monitor Documentation in project file or closeout package Property Inventory Form Sent to FEMA HQ Documentation in project file or closeout package Verify Staffing Level and that Time and Attendance Records Exist Documentation in project file or closeout package Payroll Wages Mitigation . Projects . Closeout . State Management Costs tab . Payroll fields Budgeted Amount Mitigation . Projects . Closeout . State Management Costs tab . Payroll Budget Amt field Actual Cost Mitigation . Projects . Closeout . State Management Costs tab . Payroll Actual Amt field Supplies Mitigation . Projects . Closeout . State Management Costs tab . Supplies fields Supply Budget - Budgeted Amount Mitigation . Projects . Closeout . State Management Costs tab . Supplies Budget Amt field Supply Budget - Actual Cost Mitigation . Projects . Closeout . State Management Costs tab . Supplies Actual Amt field Disposition of Supplies with Aggregate Value >$5,000, FEMA Form 20-18 Documentation in project file or closeout package Equipment Inventory of Equipment Mitigation . Projects . Closeout . State Management Costs tab . Equip Inv fields Equipment Budget – Budgeted Amount Mitigation . Projects . Closeout . State Management Costs tab . Equip Inv Budget Amt field Equipment Budget – Actual Cost Mitigation . Projects . Closeout . State Management Costs tab . Equip Inv Actual Amt field Lease Agreements Disposition of Equipment Mitigation . Projects . Closeout . State Management Costs tab . Equip Lease fields CHECKLIST ITEM SOURCE OF INFORMATION Lease Agreements - Budgeted Amount Mitigation . Projects . Closeout . State Management Costs tab . Equip Lease Budget Amt field Lease Agreements - Actual Cost Mitigation . Projects . Closeout . State Management Costs tab . Equip Lease Actual Amt field Did Lease End on or Before the Ending Date of the Award? Mitigation . Projects . Closeout . State Management Costs tab . Lease End Flg field Federally-Owned Property Inventory Mitigation . Projects . Closeout . General tab . Closeout Requirements section . Fed Owned Inv field Disposition Report Documentation in project file or closeout package FEMA Form 20-18 in File Mitigation . Projects . Closeout . General tab . Other Closeout Reviews section . Form 20-18 on File field Were Copyrights or Patents Awarded for any Action as a Result of this Grant? Mitigation . Projects . Closeout . General tab . Other Closeout Reviews section . Copyright field Approved Project Estimate Mitigation . Projects . Eligibility Determination . Cost Review tab . Total Approved Net Eligible Project Cost field Federal Share Percentage Mitigation . Projects . Application Development . Match Sources tab . Federal Share Percentage field Federal Share $ Mitigation . Projects . Application Development . Match Sources tab . Proposed Federal Share field Non-Federal Share Percentage Calculate (100 minus Federal Share Percentage) Non-Federal Share $ Mitigation . Projects . Application Development . Match Sources tab . Proposed Non-Federal Share field Date of Last Budget Amendment Documentation in project file or closeout package Total Project Costs Mitigation . Projects . Closeout . Financials tab . Total Project Cost field Net Eligible Mitigation . Projects . Closeout . Financials tab . Total Eligible Project Amount field Net Eligible Fed Share Mitigation . Projects . Closeout . Financials tab . Federal Share field CHECKLIST ITEM SOURCE OF INFORMATION Allocated Project Funds Mitigation . Projects . Closeout . Financials tab . Allocated Amounts row/Project Amount column Obligated Project Funds Mitigation . Projects . Closeout . Financials tab . Obligated Amounts row/Project Amount column Subgrantee Admin. Obligation Mitigation . Projects . Closeout . Financials tab . Obligated Amounts row/Subgrantee Admin Amount column Grantee Admin. Obligation Mitigation . Projects . Project Closeout . Financials tab . Obligated Amounts row/Grantee Admin Amount column State Management Project Allocations Documentation in project file or closeout package State Management Obligations Documentation in project file or closeout package Income Generated by Project SmartLink Report Total Federal Share Mitigation . Projects . Closeout . Financials tab . Current Project Federal Share field Total Non-Federal Share Mitigation . Projects . Closeout . Financials tab . Current Project Non-Federal Share field Final Request for Payment Documentation in project file or closeout package Cost Adjustment Documentation in project file or closeout package Cost Overrun Documentation in project file or closeout package Cost Under-run Documentation in project file or closeout package Cash Adjustment Documentation in project file or closeout package Unobligated Federal Funds Documentation in project file or closeout package Deobligated Federal Funds Documentation in project file or closeout package Deallocated Federal Funds Documentation in project file or closeout package Reconciliation Documentation in project file or closeout package Final Financial Reports Approved Mitigation . Projects . Closeout . General tab . Final Finance Rpt Aprvd field IFMIS Documentation in project file or closeout package CHECKLIST ITEM SOURCE OF INFORMATION NEMIS Documentation in project file or closeout package SmartLink Mitigation . Projects . Closeout . General tab . SmartLink Report Approved Date field Final Project Closeout Letter from FEMA to State Signed Mitigation . Projects . Closeout . General tab . Final Project Closeout Letter to Grantee Signed Date field hint notepad distr ovw 3dates distr info tab recon date distr ovw 4dates distr cannot closeout distr closeout tab distr closeout tab distr closeout tab right hint cmnts tab cmnts tab new row cmnts tab cmnts added distr closeout btn hint distr closeout success1 distr closeout userid dt distr reopen btn distr reopen btn1 form 20_10 Appendix T-2 Notification Scan Memo to Region Scan Unit 13 –Program Oversight and Closeout Overview ................................................................................................ 13-2 Task 1: Closeout the Program .............................................................. 13-3 References for Manage Program Closeout .......................................... 13-12 Sample Letters ................................................................................. 13-12 Overview The NEMIS-MT Program Oversight and Closeout process allows FEMA Regional Mitigation Staff to close out the Hazard Mitigation Grant Program (HMGP) when all applicable administrative requirements have been completed. Closeout of a disaster can be held up if Hazard Mitigation Technical Assistance Program (HMTAP) has not been closed at FEMA HQ. When the NEMIS-MT Disaster is finally closed, FEMA HQ will enter the closeout date. It is advisable that all project records be made available for audit purposes. To ensure that the program financial and project activity reporting are complete, each project entered into the system must be closed out (Unit 12: Manage Project Closeout). Table 13-1 provides an overview of the program closeout process in NEMIS-MT. Table 13-1: Manage Program Closeout DESCRIPTION Purpose Complete HMGP closeout When does it start? When all projects have been closed out and all funds have been reconciled Who does it? Regional Mitigation Staff, usually the Hazard Mitigation Officer (HMO) How is it done? Execute two tasks: Task 1: Closeout the Program Task 1: Closeout the Program Events A-H below occur outside of NEMIS-MT before the program is closed out in the system. A. FEMA Regional Office sends the Grantee the Letter from FEMA to Grantee's Authorized Representative (GAR) to Closeout HMGP (Sample on Page 13-13). B. The Grantee sends the FEMA Regional Office the Letter from State to FEMA to Closeout HMGP (Sample on Page 13-14). The letter is signed by the GAR. The following must be sent together with the letter: • Completed FEMA Form 20-10 for each project (Sample on Page 13-15) • Final Quarterly Report indicating all projects have been closed and all funding has been drawn down from Smartlink C. FEMA Regional Office reviews the letter and information submitted by the Grantee. If correct, the documentation is forwarded to FEMA HQ together with the Letter to FEMA HQ Requesting Grant Closeout (Sample on Page 13-16). D. FEMA HQ concurs that the Hazard Mitigation Grant Program is financially reconciled and sends the FEMA Regional Office the Notification that Program is Closed (Sample e-mail on Page 13-17). E. FEMA Regional Office sends the Grantee the Request from FEMA for GAR’s Concurrence on Disaster Closeout (Sample on Page 13-18). F. GAR signs the Concurrence and sends the letter back to the FEMA Regional Office. G. FEMA Regional Office sends FEMA HQ the Memo to HQ Disaster Finance Division to Closeout Disaster (Sample on Page 13-19). H. FEMA HQ closes the Disaster FEMA/State Agreement Contract and sends the FEMA Regional Office the Memo to Region from HQ Closing FEMA/State Agreement (Sample on Page 13-20). 1. After Event D above occurs, enter the Reconciliation date in NEMIS-MT by completing Steps 1a - 1d. a. On the NEMIS menu bar, click on the Mitigation icon. On the MITIGATION menu, click Disaster . Overview. The Disaster Information tab is displayed by default. b. In the HMGP - Closeout Date (Reconciliation) field, enter the date when FEMA HQ notified the Regional Office that the program is closed (Figure 13-1). Figure 13-1: HMGP - Closeout Date (Reconciliation) c. Click the Grantee Information tab. Enter the same date in the HMGP - Closeout Date (Reconciliation) field (Figure 13-2). Figure 13-2: HMGP - Closeout Date (Reconciliation) d. Repeat Step 1c for each Grantee. 2. After Event H above occurs, enter the Disaster Closeout Date (FEMA-State Agreement closed by HQ) in NEMIS-MT by completing Steps 2a - 2b. a. On the MITIGATION menu, click Disaster . Overview. The Disaster Information tab is displayed by default. b. In the Disaster Closeout Date (FEMA-State Agreement closed by HQ) field; enter the date of the FEMA HQ Memo to Region closing the FEMA/State Agreement (Figure 13-3). Figure 13-3: Disaster Closeout Date (FEMA-State Agreement closed by HQ) 3. On the MITIGATION menu, click Disaster . Closeout (Figure 13-4). Figure 13-4: Mitigation . Disaster . Closeout 4. If some projects are still open, the system displays the Projects Still Open message (Figure 13-5). All project applications irrespective of status or regardless if submitted for eligibility review are considered open unless closed out. Figure 13-5: Projects Still Open Message 5. Click the OK button. The Disaster Closeout tab is displayed. The top section displays read-only information about the program (Figure 13-6). Figure 13-6: Mitigation .Disaster .Closeout .Disaster Closeout Tab - Program Information 6. Table 13-2 describes the program information read-only data fields. Table 13-2: Program Information Read-Only Data Fields DATA FIELD INFORMATION TO BE REVIEWED Total Number of Projects The number of project applications developed either partially or fully regardless of status or if submitted for eligibility review. Total Number of Closed Out Projects The number of projects closed out Total Number of Projects Open The number of projects still to be closed out Closeout Date Auto-filled by the system when the DISASTER CLOSEOUT button is clicked HMGP-Total Obligation Date Date all HMGP funds were obligated HMGP-Closeout Date (Reconciliation) Date FEMA HQ concurred with the Region's financial reconciliation and closed the HMGP program for the disaster Disaster Closeout Date (FEMA-State Agreement closed by HQ) Date FEMA HQ financially reconciled ALL funds for the disaster and closed the FEMA-State Agreement (FSA) Userid Auto-filled by the system with the User Name of person who clicked the DISASTER CLOSEOUT button If the Total Number of Projects Open is "0,” the program can be closed out. If not, resume closing out individual projects, as described in Unit 12: Manage Project Closeout. 7. The bottom section of the Disaster Closeout tab displays read-only information about each project in the program (Figure 13-7). Figure 13-7: Mitigation .Disaster .Closeout .Disaster Closeout Tab - Project Information 8. Scroll to the right to see the rest of the data fields (Figure 13-8). Figure 13-8: Mitigation .Disaster .Closeout .Disaster Closeout Tab - Project Information 9. Table 13-3 describes the project information read-only data fields. Table 13-3: Project Information Read-Only Data Fields DATA FIELD INFORMATION TO BE REVIEWED FEMA Project FEMA project number assigned when the project application is submitted Suffix Type Funding type: R (Regular), M (Management Costs), F (Initiative), or P (Planning) Application ID Project number entered by the Grantee during the application development process Amendment Number The highest amendment submitted for the project Final Decision Project approved or denied, as determined in the eligibility determination process Decision Date Date of the project approval or denial decision Closeout Date Date the project was closed out Closeout Agent NEMIS-MT User Name of the person who closed out the project NFIRA Update Status NFIRA update status of the project 10. Even if the system provides an Attachments tab, do not attach any documents here. Although the tab allows you to attach documents, they will not be displayed and you will be unable to view them. 11. Click the Comments tab to add any comments to the program closeout (Figure 13-9). Figure 13-9: Mitigation .Disaster .Closeout .Comments Tab 12. Click the ADD button. A new row for comments is added. The system auto-fills the Comment Date, Time, and User Name (Figure 13-10). Figure 13-10: New Row for Comments 13. Double-click inside the Comment field. The Comment Editor is displayed. 14. In the Comment Editor Text area, enter your comments. Click the OK button. 15. The comments are now displayed on the Comments tab (Figure 13-11). Figure 13-11: Comments Added 16. At the bottom of the Comments tab, the system displays the warning message that clicking the ADD button will delete your entry (Figure 13-12). Figure 13-12: Comments Warning Message Save the comment you just entered by clicking on another tab first. Then click back on the Comments tab to add another comment. 17. Click the Disaster Closeout tab. At the bottom of the tab, click the DISASTER CLOSEOUT button (Figure 13-13). Figure 13-13: Disaster Closeout Button 18. The Disaster CloseOut message is displayed (Figure 13-14). Figure 13-14: Disaster Close Out 19. Click the OK button. On the top right part of the Disaster Closeout tab, the system fills in the Closeout Date and User id fields (Figure 13-15). Figure 13-15: Closeout Date and User id Fields 20. You can re-open the program by clicking the RE-OPEN DISASTER button (Figure 13-16). Figure 13-16: Re-open Disaster Button 21. If you click the RE-OPEN DISASTER button, the Disaster Re-opened message is displayed (Figure 13-17). Figure 13-17: Disaster Re-opened 22. On the bottom right part of the tab, click the CLOSE button. References for Manage Program Closeout Sample Letters NAME OF LETTER PAGE NUMBER Letter from FEMA to GAR to Closeout HMGP 13-13 Letter from State to FEMA to Close out HMGP 13-14 FEMA Form 20-10 13-15 Sample Letter to FEMA HQ Requesting Grant Closeout 13-16 Notification that Program is Closed 13-17 Request from FEMA for GAR’s Concurrence on Disaster Closeout 13-18 Memo to HQ Disaster Finance Division to Closeout Disaster 13-19 Memo to Region from HQ Closing FEMA/State Agreement 13-20 Sample Letter from FEMA to GAR to Closeout HMGP DATE Governor's Authorized Representative Re: FEMA-DR-1268-ND HMGP PROGRAM CLOSEOUT Dear: Upon review of our records for the above disaster, it appears that the Hazard Mitigation Grant Program (HMGP) is ready to be closed. Please review your records and if you concur, please submit the following: 1. Letter from the Governor’s Authorized Representative (sample enclosed), recommending closeout of the HMGP and stating that all Federal assistance has been provided and no claims are outstanding. 2. FEMA Form 20-10. We have enclosed a blank form for your use and a sample completed 20-10 to assist you in completing the form by project. 3. Your Mitigation Final Quarterly Report indicating the total project funds disbursed by project, total subgrantee funds disbursed by project and the total disbursed for the disaster including grantee admin. (see attached) Grantee and Subgrantees must retain all programmatic and financial records for three (3) years including documentation as to how the administrative costs were spent. Administrative allowances provided for such costs are auditable in accordance with financial grant audit procedures. If you have any questions, please contact Sherryl Hahl or me. Sincerely, Mitigation Division Director Enclosures FEMA Form 20-10 Sample letter Sample Letter from State to FEMA to Closeout HMGP DATE Regional Administrator FEMA Region ______ ADDRESS Attn: MITIGATION DIRECTOR Re: FEMA-DR-XXXX-(STATE) HMGP PROGRAM CLOSEOUT Dear ______________: Our records indicate that we have disbursed $________ for Federal Projects, $______ in State Management Costs, $______ in Subgrantee and $______ in Grantee admin for a total of $_______. FEMA Form 20-10 is enclosed covering the total project costs. All grant actions have been completed with no pending bills or claims. Our Final Quarterly Report dated ____________________ on grant activities is also enclosed. The Hazard Mitigation Grant Program (HMGP) for the above disaster is ready to be closed. If you have any questions, please contact me. Sincerely, Governor’s Authorized Representative Enclosures FEMA Form 20-10 Final Quarterly Report FEMA Form 20-10 Sample Letter to FEMA HQ Requesting Grant Closeout Notification That Program is Closed Request from FEMA for GAR’s Concurrence on Disaster Closeout DATE Governor’s Authorized Representative Address Reference: FEMA –XXXX-DR-State Dear State Director/Governor’s Authorized Representative: Our records indicate that all actions in connection with the Disaster Assistance Grants for FEMA-XXXX-DR-State have been completed. If you agree that you have complied with all of the terms and conditions of the FEMA/State agreement, that there are no outstanding claims, and that the FEMA-XXXX-DR-State contract can be closed, please sign the statement below in the space provided and return this letter to me. If you have any questions, please contact ______________of my staff at _______. Sincerely, Regional Administrator CONCUR: ________________________________ Name Date Governor’s Authorized Representative Memo to HQ Disaster Finance Division to Closeout Disaster DATE MEMORANDUM FOR: _____________________, Director Disaster Finance Division ATTENTION: _____________________, Name Disaster Closeouts FROM: Regional Administrator Region VIII SUBJECT: Request for Closure of FEMA-XXXX-STATE State of________________________ Our records indicate that all required actions have been completed for FEMA-XXXX-STATE. The Governor’s Authorized Representative concurred with this by his signature on the enclosed letter. His signature also certifies that the State will file no further claims against this disaster. We recommend that the FEMA/State Agreement for this disaster be closed. If you have any questions, please contact ___________________at 303-_______________. Enclosure Memo to Region from HQ Closing FEMA/State Agreement notepad sm lg menu nemiswide mgt rpt nemis rpt menu.jpg mt rpt menu.jpg rpt generator with slns rpt generated top hint is rpt menu.jpg is rpt gnrtr.jpg is rpt d1.jpg nemiswide rpt menu.jpg pa by wk cat blank.jpg pa by wk cat rpt.jpg recon anal rpt recon anal rpt with data.jpg cost eff rpt.jpg cost eff rpt with data1.jpg save as html[1] caution hint html table report edit with word save as excel scaled1.jpg excel spreadsheet notepad Unit 14 – Generate Standard HMGP Reports Overview............................................................................................. 14-2 Task 1: Generate Reports from the NEMIS Wide Management Reporting Tool .................................................................................................... 14-4 Task 2: Generate Reports from the Mitigation . Admin . Area ..... 14-11 References for Generating Standard Reports ................................... 14-14 Save a Report in a Different File Type ........................................ 14-14 Overview The NEMIS-MT Generate Standard HMGP Reports process allows FEMA and Grantee users to monitor HMGP information one disaster at a time. To prepare ad hoc and cross-disaster reports, use the Enterprise Data Warehouse (EDW). Table 14-1 provides an overview of the process. Table 14-1: Generate Standard HMGP Reports DESCRIPTION Purpose Produce reports of HMGP information When does it start? Throughout the disaster response Who does it? FEMA and Grantee users How is it done? Execute two tasks: Task 1: Generate Reports from the NEMIS Wide Management Reporting Tool Task 2: Generate Reports from the Mitigation . Admin Area The system provides standard format reports that may be generated at any time. Table 14-2 provides the list of NEMIS-MT processes and the corresponding system reports. Table 14-2: NEMIS-MT Process - System Reports – NEMIS Wide NEMIS-MT PROCESS SYSTEM REPORT Unit 3: Manage Disaster Information Disaster Overview Unit 4: Manage MT Plans Repository Grantee HMGP Administrative Plan Multihazard Mitigation Plan Unit 5: Manage Funding Estimate Funding Estimate Funding Estimate Budget Planning Funding Estimate Financial Activity Unit 6: Manage Project Applications Application Development Environmental Report Project Cost Line Item Project Non-Federal Share Property Site Inventory State Application Unit 7: Manage Eligibility Determination Federal Eligibility Work Packets Project Eligibility *Project Worksheet Report Unit 8: Manage Amendments Application Development Environmental Report Project Cost Line Item Project Non-Federal Share Property Site Inventory State Application Unit 10: Manage Allocations and Obligations Allocation Request Allocation Request with Signature Fiscal Year Management Report Obligation Obligation with Signatures Unit 11: Manage Project and Program Oversight Tasks Field Survey Full Project History Project Management Project Status Quarterly Report by Project Quarterly Report Tracking Unit 12: Manage Project Closeout Project Closeout Unit 13: Manage Program Closeout Disaster Closeout *The Project Worksheet Report is listed under the Infrastructure Support (IS) folder in the NEMIS Wide Management Reporting Tool. Task 1: Generate Reports from the NEMIS Wide Management Reporting Tool 1. On the NEMIS menu bar, click on NEMIS Wide . Management Reporting . Management Reporting (Figure 14-1). Figure 14-1: NEMIS Wide .Management Reporting .Management Reporting 2. The NEMIS Wide Management Reporting Tool is displayed (Figure 14-2). Figure 14-2: NEMIS Wide Management Reporting Tool 3. To generate a standard Mitigation report, complete Steps 3a - 3i. a. Double-click the Mitigation (MT) folder. The list of Mitigation Reports is displayed (Figure 14-3). Figure 14-3: Mitigation Reports List b. Double-click on a Mitigation report. The Select Disaster window is displayed. c. In the Disaster field, enter the Disaster Number you wish to generate reports for. d. Click the OK button. The MT Report Generator is displayed (Figure 14-4). Figure 14-4: MT Report Generator e. The top portion of the screen provides the report criteria fields. Enter a selection in each field. Use the SORT, FILTER, and FIND buttons to refine the report criteria. In the Sort, Filter or Find window, enter the requested information to reorder, select, or locate information. f. Click the RETRIEVE button. The Mitigation report is displayed (Figure 14-5). Figure 14-5: Generated Standard Report g. Use the scroll bars to view the entire report. h. If you need a hard copy of the report, click the PRINT button. i. Click the CLOSE button. The NEMIS Wide Management Reporting Tool is displayed. 4. To generate a standard Infrastructure Support (IS) report, complete Steps 4a - 4g. a. Double-click the Infrastructure Support (IS) folder. The list of Infrastructure Support Reports is displayed (Figure 14-6). Figure 14-6: Infrastructure Support Reports List b. Double-click on an Infrastructure Support report. The Report Generator is displayed (Figure 14-7). Figure 14-7: Infrastructure Support Report Generator c. The top portion of the screen provides the report criteria fields. Enter a selection in each field. d. Click the RETRIEVE button. The Infrastructure Support report is displayed (Figure 14-8). Figure 14-8: Generated Standard Report e. Use the scroll bars to view the entire report. f. If you need a hard copy of the report, click the PRINT button. g. Click the CLOSE button. The NEMIS Wide Management Reporting Tool is displayed. 5. To generate a standard NEMIS-Wide (NW) report, complete Steps 5a - 5g. a. Double-click the Infrastructure (IS) folder. The list of NEMIS-Wide (NW) Reports is displayed (Figure 14-9). Figure 14-9: NEMIS-Wide Reports List b. Double-click on a NEMIS Wide report. The Report Generator is displayed (Figure 14-10). Figure 14-10: NEMIS-Wide Report Generator c. The top portion of the screen provides the report criteria fields. Enter a selection in each field. d. Click the RETRIEVE button. The NEMIS-Wide report is displayed (Figure 14-11). Figure 14-11: Generated Standard Report e. Use the scroll bars to view the entire report. f. If you need a hard copy of the report, click the PRINT button. g. Click the CLOSE button. The NEMIS Wide Management Reporting Tool is displayed. Task 2: Generate Reports from the Mitigation . Admin . Area 1. To generate the Financial Reconciliation Report, complete Steps 1a - 1e. a. On the MITIGATION menu, click on Admin . Financial Reconciliation Report (Figure 14-12). Figure 14-12: Mitigation .Admin .Financial Reconciliation Report b. The blank Reconciliation Analysis Report is displayed (Figure 14-13). Figure 14-13: Blank Financial Reconciliation Analysis Report c. The top portion of the screen provides the report criteria fields. Enter a selection in each field. d. Click the RETRIEVE button. The generated Reconciliation Analysis Report is displayed (Figure 14-14). Figure 14-14: Generated Financial Reconciliation Analysis Report e. If you need a hard copy of the report, click the PRINT button. 2. To generate the Benefit Cost Report, complete Steps 2a - 2e. a. On the MITIGATION menu, click on Admin . Benefit Cost Report (Figure 14-15). Figure 14-15: Mitigation .Admin .Benefit Cost Report b. The blank Benefit Cost Report is displayed (Figure 14-16). Figure 14-16: Blank Benefit Cost Report c. The top portion of the screen provides the report criteria fields. Enter a selection in each field. d. Click the RETRIEVE button. The generated Benefit Cost Report is displayed (Figure 14-17). Figure 14-17: Generated Benefit Cost Report e. If you need a hard copy of the report, click the PRINT button. References for Generating Standard Reports Save a Report in a Different File Type Reports can be saved in a different file type whenever the SAVE AS button is available. Once a report is saved in a different file type, the report is no longer connected to the system database. If you make a change to the report, it will not update the information in the system database. If there is a change in the system database, the report you saved as a different file will not reflect the latest information. 1. To save a report as an HTML table, complete Steps 1a - 1g. Not all reports, especially the Property Site Inventory (PSI), will format well as an HTML table. In such cases, try using Excel5 with Headers instead. a. From any generated report screen, click the SAVE AS button. The Save As dialog box is displayed. b. In the Save as type field, click the drop-down list. Select "HTML Table" (Figure 14-18). Figure 14-18: Save As HTML Table c. In the Save in field, navigate to the folder where you wish to save the HTML file. d. In the File name field, enter a descriptive file name. e. Click the SAVE button. f. Navigate to the HTML file you just saved. g. Double-click the file name. The report is displayed as a table in an HTML page (Figure 14-19). Figure 14-19: Report Saved as HTML Table 2. To save a report as a Word document, complete Steps 2a - 2j. a. Execute Steps 1a - 1g. b. On the menu bar of the HTML page, click File . Edit with Microsoft Office Word (Figure 14-20). Figure 14-20: Edit HTML File with Microsoft Office Word c. The document opens as a Microsoft Word file. d. On the top left part of the screen, click the Office button. e. Select Save As . Word Document. The Save As dialog box is displayed. f. In the Save in field, navigate to the folder where you wish to save the Microsoft Word file. g. In the File name field, enter a descriptive file name. h. Click the SAVE button. i. Navigate to the Microsoft Word file you just saved. j. Double-click the file name. The report is displayed as a Word document. 3. To save a report as an Excel 5 Document with Headers, complete Steps 3a - 3g. a. From any generated report screen, click the SAVE AS button. The Save As dialog box is displayed. b. In the Save as type field, click the drop-down list. Select "Excel 5 with headers" (Figure 14-21). Figure 14-21: Save As Excel5 with Headers c. In the Save in field, navigate to the folder where you wish to save the Excel file. d. In the File name field, enter a descriptive file name. e. Click the SAVE button. f. Navigate to the Excel file you just saved. g. Double-click the file name. The report is displayed as an Excel spreadsheet (Figure 14-22). Figure 14-22: Report Saved as Excel Spreadsheet with Headers The system provides many other file formats for saving the report file. Select the one that suits your documentation needs. attach_doc_dial_box caution attachments_tab attach_doc_dial_box notepad choose_file_dial_box_selected_file succesful_archive_msg viewing_info_msg_scaled dstr_ovrvw_attchmnts.jpg caution notepad ldng_viewstar.jpg batch_scan.jpg scan_menu_slct_scannr.jpg slct_scannr_dial_box1.jpg hint mt_attched_img_scan.jpg scan_menu_scannr_stngs.jpg hint caution Appendix A – Attach/Scan Documents Overview ................................................................................................. A-2 Task 1: Attach a Document ..................................................................... A-3 Task 2: Scan a Document ....................................................................... A-6 General Scanning Tips ...................................................................... A-13 Task 2A: Create a Batch of Documents ............................................... A-14 Task 2B: Delete a Batch of Documents ............................................... A-15 Task 2C: Attach a Scanned Document ................................................ A-16 Helpful Scanning Hints .......................................................................... A-17 Adjust Brightness and Contrast.......................................................... A-17 Rotate a Document ............................................................................ A-18 Overview The process of attaching documents is performed throughout numerous tasks within NEMIS. It is used to link documents to a NEMIS record. In the NEMIS-Mitigation functional module, the record is usually a project application. The supporting documentation is linked to the project application record to make the documents available for viewing by NEMIS-MT users. This includes documents required by NEMIS-MT (such as the project description and maintenance assurance documents) and any other documents that users elect to add (such as environmental review reports, maps, and photographs). Whether you are attaching a plan, a map, or a Declaration Request Letter, the instructions are the same. 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. When you select the ATTACH/SCAN DOCUMENTS button from various screens in the NEMIS- Mitigation functional module, the Attach/Scan Document dialog box is displayed (Figure A-1). If the dialog box is not displayed it is possible you need to have ViewStar reinstalled on your machine or you need access to the V drive, where the ViewStar operating system is currently located, or both. Figure A-1: Attach/Scan Document Dialog Box This appendix describes the following tasks: • Attach a document • Scan a document Task 1: Attach a Document 1. Click the Attachments tab (Figure A-2). The Attachments tab displayed here is located in the NEMIS . Mitigation . Disaster . Overview area. All Attach/Scan screens are similar. Figure A-2: Attachments Tab 2. On the bottom right part of the tab, click the ATTACH/SCAN DOCUMENTS button. The Attach/Scan Document dialog box is displayed (Figure A-3). Figure A-3: Attach/Scan Document Dialog Box 3. Click inside the Attach a Desk Top Document checkbox. 4. In the Document Type field, select the document category from the drop-down list. 5. In the Document Name field, enter a descriptive name for the document. 6. Click the ARCHIVE button. The Select Attachment dialog box is displayed. 7. Navigate to the file to be attached. Select the file (Figure A-4). Figure A-4: Select Attachment Dialog Box with Selected File 8. Click the OPEN button. The Successful Archive of Document message is displayed (Figure A-5). Figure A-5: Successful Archive Message 9. Click the OK button. The Viewing Information warning is displayed (Figure A-6). Figure A-6: Viewing Information Message Box 10. Click the OK button. 11. The document name is displayed on the Attachments tab (Figure A-7). Figure A-7: Attachments Tab with Document List 12. To view a document, highlight the document row and click the VIEW button. Task 2: Scan a Document A computer workstation with a scanner attached is required. Contact your Regional IT Help Desk for assistance. Switch the scanner on before you switch the computer workstation on. 1. On the NEMIS menu bar, click on Mitigation . HMGP . Scan (Figure A-8). Figure A-8: Mitigation .HMGP .Scan 2. The ViewStar system loads automatically (Figure A-9). Figure A-9: ViewStar System Loading Message 3. The Batch Scan application window is displayed (Figure A-10). Figure A-10: Batch Scan Application Window 4. If needed, maximize the window by clicking the square icon in the right top corner. 5. On the Batch Scan menu bar, click Scan . Select Scanner (Figure A-11). Figure A-11: Scan .Select Scanner 6. The Select a Scanner dialog box is displayed (Figure A-12). Figure A-12: Select a Scanner Dialog Box 7. Highlight the name of the scanner model. Click the OK button. The scanner will click quietly as the communication connection is made. If you do not hear the sound, the scanner may not be linked to the PC. Try again, or reboot the PC and try again. When all else fails, contact your Regional IT Help Desk. 8. On the right side of the Batch Scan window, the Batch List is displayed. 9. On the Batch List, double-click on "MT Attached Image Scan" (Figure A-13). Figure A-13: MT Attached Image Scan Selected 10. Above the Batch List, the Mitigation Batch Number and the words "MT Attached Image Scan" are displayed (Figure A-14). Write down the Batch Number because you will need it later. Figure A-14: Batch Scan Window with Mitigation Batch Number 11. If the scanner model has both Automatic Document Feed (ADF) and Flatbed options, select the correct Source in Scanner Properties by completing Steps 11a - 11f. Choose "ADF" if the document is printed on regular 8.5" x 11" paper. Choose "Flatbed" if the document could possibly create a paper jam in the scanner (e.g., Polaroid photos, documents printed on flimsy, thick, wrinkled, torn or dog-eared paper, irregularly-sized documents). a. On the Batch Scan menu bar, select Scan . Scanner Settings (Figure A-15). Figure A-15: Scan . Scanner Settings b. The Image Controls Setup dialog box is displayed. Click the SCANNER SETUP button (Figure A-16). Figure A-16: Image Controls Setup Dialog Box c. The Scanner Properties dialog box is displayed (Figure A-17). Figure A-17: Scanner Properties Dialog Box d. In the Source field, select "ADF" or "Flatbed" depending on your chosen scanning method. e. Ensure that the Paper Size and Orientation are correct. f. Click the OK button. 12. If you selected "ADF" in the Source field, insert the document face down into the scanner feeder. Gently push the document under the plastic feeder until the machine displays a green light (if the scanner is equipped with a light), or until the feeder stops the document. 13. If you selected "Flatbed" in the Source field, position the document properly on the glass flatbed. You can only scan one piece of paper at a time. Remember to remove documents from the glass flatbed before proceeding with documents requiring ADF. 14. On the top right part of the Batch Scan window, click the SCAN button. The scanned image is displayed on the left window (Figure A-18). Figure A-18: Batch Scan Window with Scanned Document 15. If the scanned image is displaying correctly, click the FORWARD button on the top right part of the Batch Scan window. 16. If the scan is successful, the “Batch has been forwarded” message is displayed at the bottom of the window (Figure A-19). Figure A-19: Batch Forwarded Message General Scanning Tips 1. When scanning documents using the ADF, separate and fan the documents so they do not stick together. 2. Do not turn off the scanner during a scanning session. The scanner loses both its initialization information and its scanner settings. 3. During scanning, ensure that the documents are feeding properly or positioned properly on the glass flatbed and the images are acceptable. 4. If the original document is difficult to read or could cause a paper jam, make a copy of the document and scan the copy. Task 2A: Create a Batch of Documents 1. You can create a batch of documents by scanning each page or feeding a group of pages. Do not click the FORWARD button until all the pages have been scanned. The pages get added to the Indexed Document until the FORWARD button is clicked. 2. If you want to check your document to make sure all the pages are there, page through the document by changing the page number in the Page box at the top left of the Batch Scan window. The Status Bar at the bottom of the window provides the Document and Page Numbers (Figure A-20). Figure A-20: Document Batch Information Task 2B: Delete a Batch of Documents If the images are not satisfactory or if the scanning job was interrupted, you can delete the entire batch and start over. 1. On the Batch Scan window menu bar, click Batch . Cancel Batch. The Delete the Current Batch dialog box is displayed (Figure A-21). Figure A-21: Delete Current Batch Dialog Box 2. Click the YES or NO button. Task 2C: Attach a Scanned Document 1. Select the NEMIS process in which you want to attach the scanned document. 2. Click the ATTACH/SCAN DOCUMENTS button. The Attach/Scan Document dialog box is displayed. 3. Select the Document Type from the drop-down list 4. In the Document Name field, enter a descriptive name for the document. 5. Click inside the Scan a Document checkbox. Enter the Batch Number in the field provided (Figure A-22). Figure A-22: Attach/Scan a Document Dialog Box 6. Click the ARCHIVE button. The Successful Archive of Document message is displayed. 7. The Viewing Information warning is displayed, indicating that it will take some time before the document can be viewed. Helpful Scanning Hints Adjust Brightness and Contrast 1. On the Batch Scan window menu bar, click View . Image Quality (Figure A-23). Figure A-23: View . Image Quality 2. The Image Quality dialog box is displayed. The default setting for Contrast and for Brightness is 128 (Figure A-24). Figure A-24: Image Quality Dialog Box 3. Adjust the settings for the document by clicking on the scroll buttons. 4. Click the OK button. Rotate a Document 1. On the Batch Scan window menu bar, click View. 2. Select Rotate Right 90, Rotate Left 90, or Rotate 180 (Figure A-25) Figure A-25: View .Rotate dlw, use in place of Mitigation Owner appendix b hint dlw, add to appendix b, one of 6 records found hint caution Appendix B - Enter a Name from the Personnel Databases Overview ................................................................................................. B-2 Enter a Name from the Personnel Databases ......................................... B-3 Overview The NEMIS Personnel Databases provides information on: • Contacts • FEMA Staff Members • Mitigation Property Owners The Contacts database includes names and information on a variety of non-FEMA contacts such as: • Representatives of State, county and local governments • Managers and Directors for Grantees and Subgrantees • Contacts for specific sites (i.e., floodplain managers) The database gets updated when a new contact is entered. The FEMA Staff Members database includes: • Permanent Full-Time (PFT) employees • Disaster Assistance Employees (DAE) • Local hires • Cadre of On-call Response Employees (CORE) This database is downloaded from the Automated Deployment Database (ADD) database and is updated periodically. The Mitigation Property Owners database is populated by property owners added to the Property Site Inventory tab in the Mitigation . Projects . Application Development area. Because all three databases contain the same elements, the instructions for entering, editing or selecting names are the same. Enter a Name from the Personnel Databases 1. NEMIS displays one of the following windows, depending on the personnel database that needs to be accessed: • Look up a Contact window - for searching the Contacts database • Look up a FEMA Staff Member window - for searching the FEMA Staff Members database • Look up a Mitigation Owner window - for searching the Mitigation Property Owners database This appendix provides instructions for the Look up a Contact window (Figure B-1) but all three windows operate the same way. Figure B-1: Look Up a Contact Window 2. To speed up the search, enter as much information as you have about the person. If you are not sure how the person’s name is entered in the database, use only the initial of the first name followed by an asterisk (*). All forms of the name will be retrieved (i.e., T* will find Tom, Tommy, Thomas). You may also want to follow the last name with an * in order to retrieve personnel records whose last name may end with a name suffix. a. To the right of the Organization field, click the ellipsis (…) button to access a database of organizations including FEMA, other Federal agencies, contractors, and State and local organizations. The Look up an Organization window is displayed. b. Select an organization type from the drop-down list. Click the Search button. If the organization type drop-down list is not working, click the Search button to retrieve all the records or leave the field blank. c. Scroll through the organizations listed. If the organization you want is displayed, click the OK button. d. The organization you selected is displayed in the Look up a Contact window. 3. Click the SEARCH button. The system displays records that match your criteria (Figure B-2). Figure B-2: Search Results 4. If the personnel record you want is displayed, click the OK button. The record you selected is displayed in the correct NEMIS field. 5. If the personnel record with the specified criteria is not found, the Search Results: 0 of 0 records message is displayed on the top left corner of the Look up a Contact window (Figure B-3). Figure B-3: Zero Search Results 6. The Search for Similar Records dialog box is displayed (Figure B-4). Figure B-4: Search for Similar Records Dialog Box 7. Click the YES button if you want to search for records that are similar to the specified criteria. 8. Click the NO button if you do not want the system to search for similar records. 9. Click the ADD button to enter information for a new personnel record. 10. Enter the information listed in Table B-1. Table B-1: Personnel Record Data Fields DATA FIELD INFORMATION TO BE ENTERED Name First and last names are required fields First, middle, and last name of personnel Nickname Nickname of personnel Prefix Name prefix of personnel Suffix Name suffix of personnel Title Title of personnel DATA FIELD INFORMATION TO BE ENTERED Organization Organizations including FEMA, other Federal agencies, contractors, and State and local organizations Address 1 and 2 Do not abbreviate Street Num Street number of personnel address Street Name Street name of personnel address Unit Type Unit type of personnel address, if applicable Unit Num Unit number of personnel address, if applicable City Required field City of personnel address State Required field State of personnel address ZIP Required field Zip code of personnel address If you do not know the ZIP code, select 00000 from the drop-down list ZIP+4 Four additional digits to identify a geographic segment within the five-digit delivery area Directions Instructions to get to the address Note E.g., agency name, point of contact Carrier Code 9-digit Carrier Route Code USPS Bar Code Address USPS bar code Location Code Address location code Longitude and Latitude Longitude and Latitude of location in decimal degrees E-mail E-mail address of personnel 11. Click the SAVE button to add the personnel to the database. 12. Click the OK button to place the personnel's name in the correct NEMIS field. If you just click the OK button without first clicking the SAVE button, the personnel’s name will be on the NEMIS field, but the record will not be added to the database. If you click only the SAVE button, it adds the name to the database but not to the NEMIS field. 13. To add a telephone number to the record, click the ADD PHONE button. 14. Enter the information listed in Table B-2. Table B-2: Add Phone Data Fields DATA FIELD INFORMATION TO BE ENTERED Area Area code of the phone number Phone Last seven digits of the phone number EXT Extension number, if applicable PIN Personal Identification Number, if applicable Type Type of phone number. Select one of the following: • Home • Home Voice • Home Fax • Work • Work Voice • Work Fax • Pager • Car Phone Description or Note Description or note to assist in reaching the person, such as available times 15. Click the SAVE button to save the personnel's telephone number to the database. 16. Click the OK button to return to the original NEMIS screen. notepad notepad Appendix C - NEMIS-MT Positions and Roles Overview ................................................................................................. C-2 NEMIS-MT Teams, Positions and Roles ................................................. C-3 Overview NEMIS-MT provides access control mechanisms that protect the system and the viewing and editing of information. These mechanisms control the users' level of access to the application and to the application objects, which are the menus, screens and data fields. At the highest access level, there are two main teams of NEMIS-MT users: the Emergency Response Team (ERT) and the Regional Operations and Managements Team (ROM). Currently, there are three generally accepted Positions under the ERT (Deputy FCO for Mitigation, Deputy Hazard Mitigation Officer, and Hazard Mitigation Officer) and thirteen under the ROM including two non-FEMA positions. Each Position has several associated roles. The role names used in both teams are the same. Thus, there is an MT Hazard Mitigation Officer (HMO) role in the ERT team and an MT Hazard Mitigation Officer (HMO) role in the ROM team. This is important to note because some system processes such as allocation, can be executed only by users who have the assigned role in both the ERT and ROM teams. Each role is also referred to as a Group ID. Each role has pre-defined privileges to view and/or edit the application objects. When a user is given access to the system, a User Name is established and assigned to the ERT or to the ROM, or to both. The user Depending on the user's position, the user receives the roles for that position. The access process and structure described above is disaster-specific. Thus, the same user may be in the ERT team for Disaster A, and, at the same time be in both the ERT and ROM teams for Disaster B. NEMIS-MT Teams, Positions and Roles Table C-1 lists the positions and roles in the Emergency Response Team (ERT). The Regional user must have at least one ROM position containing the MA or HMO role to enter data in the HMGP module. An "X" in any of the three columns to the far right indicates what capability exists for each role. ES Module stands for the Emergency Support Module, where allocations/obligations get final approval from the Office of Financial Management. The three ERT positions and associated roles below are the primary ones for processing project applications in the HMGP module and for allocations/obligations in the HMGP and ES modules. Table C-1: NEMIS-MT Positions and Roles in the ERT POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN Deputy FCO For Mitigation (HZM014) MT Division Chief - dc (4) X MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X PO (16) Disaster Recovery Manager - DRM (32) X Program Head - ph (49) Project Officer - PRJO (71) MT Branch Chief - BC (102) X IS Reviewer Specialized - ISRSPEC (150) Declaration User (250) AT Requestor - ATREQ (255) COR Requestor - CORREQ (256) Help Desk Requestor - HDREQ (259) DEC_RGN_READ_ROLE EIS_ROLE NEMIS_READ_ROLE PDA_MOBILE_ROLE PDA_READ_ROLE PDA_USER_ROLE POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN Deputy Hazard Mitigation Officer (HZM016) MT Division Chief - DC (4) X MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X MT Cost Reviewer - CSTRV (7) X MT Environmental Officer - ENVOF (8) X MT Environmental Reviewer - ENVRV (9) X PO (16) Action Officer - AO (18) Project Officer - PRJO (71) MT Branch Chief - BC (102) AT Requestor - ATREQ (255) COR Requestor - CORREQ (256) Help Desk Requestor - HDREQ (259) DEC_RGN_READ_ROLE EIS_ROLE NEMIS_READ_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE Hazard Mitigation Officer (HZM030) MT Division Chief - DC (4) X MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X MT Cost Reviewer - CSTRV (7) X MT Environmental Officer - ENVOF (8) X MT Environmental Reviewer - ENVRV (9) X PO (16) Action Officer - AO (18) Program Head - PH (49) Project Officer - PRJO (71) MT Branch Chief - BC (102) X IS Reviewer Specialized - ISRSPEC (150) AT Requestor - ATREQ (255) COR Requestor - CORREQ (256) POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN Help Desk Requestor - HDREQ (259) DEC_RGN_READ_ROLE EIS_ROLE NEMIS_READ_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE Table C-2 lists the positions and roles in the Regional Operations and Management (ROM). The Regional user must have at least one ROM position containing the MA or HMO role to enter data in the HMGP module. An "X" in any of the three columns to the far right indicates what capability exists for each role. Effective September 1, 2011, FEMA Office of the Chief Financial Officer (OCFO) issued FEMA Directive # 257-3-OFMIS User Access and Termination. Issue this Directive is adhered to prior to assigning users who must obtain access to IFMIS positions and roles. ES Module stands for the Emergency Support Module, where allocations/obligations get final approval from the Office of Financial Management. The positions and associated roles below are the primary ones in the ROM for processing project applications in the HMGP module and for allocations/obligations. Table C-2: NEMIS-MT Positions and Roles in the ROM POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN MT: Regional Environmental Officer (RT.32.06) MT Analyst - MA (6) X MT Environmental Officer - ENVOF (8) X Action Officer - AO (18) Project Officer - PRJO (71) AT Requestor - ATREQ (255) COR Tracker - CORTR (257) POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN COR Requestor - CORREQ (256) Help Desk Requestor - HDREQ (259) NEMIS_READ_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT: Environmental Specialist (RT.32.07) MT Analyst - MA (6) X X MT Environmental Officer - ENVOF (8) X Action Officer - AO (18) Project Officer - PRJO (71) AT Requestor - ATREQ (255) COR Tracker - CORTR (257) COR Requestor - CORREQ (256) Help Desk Requestor - HDREQ (259) NEMIS_READ_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT: Hazard Mitigation Analyst (RT.32.04) MT Analyst - MA (6) X X MT Cost Reviewer - CSTRV (7) X Action Officer - AO (18) Project Officer - PRJO (71) AT Requestor - ATREQ (255) COR Tracker - CORTR (257) COR Requestor - CORREQ (256) Help Desk Requestor - HDREQ (259) NEMIS_READ_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT: Hazard Mitigation Grants Specialist (RT.32.03) MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X MT Cost Reviewer - CSTRV (7) X MT Environmental Reviewer - ENVRV (9) X Action Officer - AO (18) POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN Project Officer - PRJO (71) Declaration User (250) COR Requestor - CORREQ (256) AT Requestor - ATREQ (255) COR Tracker - CORTR (257) COR Requestor - CORREQ (256) Help Desk Requestor - HDREQ (259) DEC_RGN_ROLE EIS_ROLE NEMIS_READ_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT: Hazard Mitigation Officer (RT.32.02) MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X MT Cost Reviewer - CSTRV (7) X MT Environmental Reviewer - ENVRV (9) X PO (16) Action Officer - AO (18) Program Head - PH (49) Project Officer - PRJO (71) MT Branch Chief - BC (102) Declaration User (250) AT Requestor - ATREQ (255) COR Tracker - CORTR (257) Help Desk Requestor - HDREQ (259) DEC_RGN_ROLE EIS_ROLE NEMIS_READ_ROLE PDA_COORDINATOR_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT: Senior MT Division Chief - DC (4) X POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN Hazard Mitigation Officer (RT.32.01) MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X MT Cost Reviewer - CSTRV (7) X MT Environmental Reviewer - ENVRV (9) X PO (16) Action Officer - AO (18) Program Head - PH (49) Project Officer - PRJO (71) MT Branch Chief - BC (102) X Declaration User (250) AT Requestor - ATREQ (255) COR Requestor - CORREQ (256) COR Tracker - CORTR (257) Help Desk Requestor - HDREQ (259) DEC_RGN_ROLE EIS_ROLE NEMIS_READ_ROLE PDA_COORDINATOR_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT: Reg Community Mitigation Program Branch Chief (RT.31.00) MT Division Chief - DC (4) X MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X PO (16) Action Officer - AO (18) Program Head - PH (49) Project Officer - PRJO (71) MT Branch Chief - BC (102) Declaration User (250) AT Requestor - ATREQ (255) COR Requestor - CORREQ (256) COR Tracker - CORTR (257) POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN Help Desk Requestor - HDREQ (259) DEC_RGN_ROLE EIS_ROLE NEMIS_READ_ROLE PDA_COORDINATOR_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT: Reg Hazard Ident and Risk Assmt Branch Chief (RT.32.00) MT Division Chief - DC (4) X MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X PO (16) Action Officer - AO (18) Program Head - PH (49) Project Officer - PRJO (71) MT Branch Chief - BC (102) Declaration User (250) AT Requestor - ATREQ (255) COR Requestor - CORREQ (256) COR Tracker - CORTR (257) Help Desk Requestor - HDREQ (259) DEC_RGN_ROLE EIS_ROLE NEMIS_READ_ROLE PDA_COORDINATOR_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT: Division Director (RT.30.00) MT Division Chief - DC (4) X MT Hazard Mitigation Officer - HMO (5) X X X PO (16) Action Officer - AO (18) Program Head - PH (49) Project Officer - PRJO (71) POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN MT Branch Chief - BC (102) Declaration User (250) AT Requestor - ATREQ (255) COR Requestor - CORREQ (256) COR Tracker - CORTR (257) Help Desk Requestor - HDREQ (259) DEC_RGN_ROLE EIS_ROLE NEMIS_READ_ROLE PDA_COORDINATOR_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE Hazard Identification and Risk Assessment Branch Ch (RT.03.03) MT Division Chief - DC (4) X MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X MT Read Only - MTRO (11) PO (16) Program Head - PH (49) Project Officer - PRJO (71) MT Branch Chief - BC (102) COR Requestor - CORREQ (256) COR Tracker - CORTR (257) Help Desk Requestor - HDREQ (259) EIS_ROLE PDA_ADMIN_ROLE PDA_COORDINATOR_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT_READ_ROLE Community Mitigation Program Branch Chief MT Division Chief - DC (4) X MT Hazard Mitigation Officer - HMO (5) X X X MT Analyst - MA (6) X X POSITION ROLE HMGP DATA ENTRY HMGP ALLOC/ OBLGN ES ALLOC/ OBLGN (RT.03.02) MT Read Only - MTRO (11) PO (16) Program Head - PH (49) Project Officer - PRJO (71) MT Branch Chief - BC (102) COR Requestor - CORREQ (256) COR Tracker - CORTR (257) Help Desk Requestor - HDREQ (259) EIS_ROLE PDA_ADMIN_ROLE PDA_COORDINATOR_ROLE PDA_MOBILE_ROLE PDA_USER_ROLE MT_READ_ROLE The following are State Positions. State positions and roles are found ONLY in the ROM. MT: State Hazard Mitigation Officer (RT.32.30) MT Read Only - MTRO (11) View Only MT State User - MTSU (13) (Data Entry in Project Applications) X State Approving Official - SAO (43) AT Requestor - ATREQ (255) MT_READ_ROLE MT: Hazard Mitigation Specialist - State (RT.32.31) MT Read Only - MTRO (11) View Only View Only MT_READ_ROLE View Only View Only This page intentionally left blank. This page intentionally left blank. This page intentionally left blank. This page intentionally left blank.