the pa program field operations program guide

11

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE

1

Introductio

n to

the

pocket

guideCourse

opening:

22


2

Cou

rse Intr

od

uct

ion

“The

Three C’s”

Consistency:Common Best Practices for all Regions

Collaboration:Stronger

partnerships with all PA organizationsCommon

Sense:The combined knowledge and experience of every PA person

NEW

3

Provides direction on a consistent approach to program delivery

Describes fundamentals to streamline processes

Provides instructions on critical elements of PW development

Reinforces best practices and introduces improvements to current procedures

Not a comprehensive manual for Public Assistance program delivery


NEW

4

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDEPA

Pro

gra

m C

riti

cal Ele

men

ts

DISASTER

DECLARATION

APPLICANT’S

BRIEFING

REQUEST FOR PUBLIC ASSISTANCE

…NTE 30 DAYS FROM

DECLARATION

KICKOFF MEETING/ INITIATE PROJECT

FORMULATION … 60-DAY

CLOCK STARTS

PROJECT WORKSH

EET DEVELOP

MENT

SITE INSPECTI

ON

EXIT BRIEFING A

pplicant

State

FEMA

5


5

THE

APPLICANT’S

BRIEFINGSECTION ONE:

6

Applic

ant’

s B

riefing


• Hosted by the State

• Broad overview of the Public Assistance Program

• Intent of FEMA to increase role to demonstrate FEMA/State Partnership

• Request for Public Assistance (RPA) – 30 Days

Applicant

State

FEMA

The

Applicant’s Briefing:

77


7

THE

THE KICK-OFF

MEETINGSECTION TWO:

8

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDEK

ick-

Off

Meeti

ng Appli

cant

State

FEMA

The 21-Day goal:Objective

All Kick-Off Meetings will be scheduled & conducted within 21-days of the Request for Public Assistance (RPA) being approved

Is this an “in stone”… 100% inflexible rule?

9


ick-

Off

Meeti

ng

Applicant

State

FEMA

The Exploratory Call:

List of damages

Documentation of completed work• Photos, Sketches• Invoices / Bids• Force Account $• Contracts

Environmental and Historic Preservation Issues

Insurance policies

Proof of Legal Responsibility, as needed

PRIOR TO CALL:Assess Available

Information

Discuss Damages and Request Information

Determine Duration and Attendees for Meeting

Schedule MeetingDistribute Agenda

Please Include…

10


ick-

Off

Meeti

ng

Applicant

State

FEMA

Workload Re-Assessment:

• How Many Applicants?

-- Too Many vs. Ideal/Manageable

• Available Resources

-- Constraints

• Geography

-- Efficient Coverage

11


ick-

Off

Meeti

ng

Conducting The Meeting:

• Requested Information• Program Overview• Categories of Work• Contracting• Special Considerations• Legal Responsibility• Funding Options• PW’s / Project Formulation• Direct Administrative Costs (DAC)• Exit Briefing

121212


12

THE CASE

MANAGEMENT

FILESECTION THREE:

13

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDEC

ase

Managem

ent

File

Applicant

State

FEMA

The Case Management file:

13

• Identify the date, location, players & the Applicant Representatives

• Documentation of all pertinent information

• A running “log” of facts and activities

ObjectiveS

1414


ase

Managem

ent

File

Applicant

State

FEMA

The Case Management file:

14

• The PA Crew Leader holds responsibility for initiating & updating an Applicant’s Case Management File

• Project Specialists work directly with the PACLs to guarantee accuracy and relevance.

• Ensures that:Projections are accurate in terms of the

number of PWs and estimated/actual dollar amounts

Possible appeal issues are well documented

Eligibility issues are addressed

1515


15

PROJECT

FORMULATIONSECTION FOUR:

16

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDEPro

ject

Form

ula

tion

Applicant

State

FEMA

Project Formulation:

44 CFR 206.201i

A project is a logical grouping of work required as a result of the declared major disaster or emergency. The scope of work and cost estimate from a project are documented on a Project Worksheet.

1. We must approve a scope of eligible work and an itemized cost estimate before funding a project.

2. A project may include eligible work at several sites.

PROCESS:

• Initiate at Kick-Off Meetings• Logical GroupingsBenefits:

• Minimize Number of PW’s for Efficiency• Simplified Cost Tracking

17


ject

Form

ula

tion

Applicant

State

FEMA

Logical Groupings:

Emergency Work

Contractor Per Scope

Type of Facility

or System

Site Specific Area or

Boundary

Capture multiple contractors or force account labor from multiple departments

Capture all culvert repairs completed by a single contractor

Capture multiple damage sites along the same roadway, storm drain channels, wastewater/ sewer systems

Capture multiple contractors or force account labor from multiple departments

Insurance

Address Insurance assessments on individual site sheets

18


ject

Form

ula

tion

Applicant

State

FEMA

Reasons for Separate Project Worksheets:

Environmental /Historic

Preservation

Emergency Work

Prepare separate PW’s when reviews are required for individual sites or facilities

Related compliance requirements for one site could delay funding for other sites

Changes to the cost share

Physical temporary protective measures

19


ject

Form

ula

tion

Applicant

State

FEMA

Not a basis for separate project worksheets:

To Keep Cost

Below a Threshold

Components of Facility

Lack of Documen

tation

Specific Task

Single Contract Multiple

SitesPresent costs appropriately for both large and small projects

Submit $1m+ PW’s with ample time for Congressional review

Building vs. fencing, access roads, etc.

Structure vs. contents

Clear identification of insurance items

For completed contract or force account work

Estimate cost or services/repair using acceptable estimating tools

Eg: single painting contractor used of multiple buildings on a school campus

Include painting task on a site sheet under the facility PW

20

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDEA

ctiv

ity O

ne

Applicant

State

FEMA

Group ActivityOneKickoff Meeting• Assess topics for

meeting agenda

• Determine attendeesProject Formulation• Minimize number of

Project Worksheets

• Meet Applicant needs

2121


21

THE

SITE INSPECTION

PROCESSSECTION FIVE:

22

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDESit

e in

spect

ion

Applicant

State

FEMA

Site Inspections:Objective

• Completed within 60 days of the Kickoff Meeting• Provide a detailed damage description – with dimensions

• Obtain agreement by all applicable parties

• Ensure/verify all damage reported is a direct result of the specifically declared event

23


e in

spect

ion

Applicant

State

FEMA

Don’t

• Ineligible Work: Facilities documented to be under other Federal authority

• Completed work validated by the applicant

• Damages & repairs are well documented

• Visual observations would not add value

**Applicant is responsible for supporting documentation to confirm eligibility**

…Conduct a Site Inspection

24


e In

spect

ion

Applicant

State

FEMA

Do…Conduct a Site Inspection• When the Applicant does not agree

that work is ineligible

• For submissions from Private Non-Profit Organizations

• Prepare details damage description

• Do not prepare scope or cost estimate… …attach information from applicant

• Prepare Zero-Dollar Project Worksheet

• Conduct PNP facility inspections concurrent to applying to SBA

25


e In

spect

ion

Applicant

State

FEMA

Conducting The Site Inspection:

• Document as if it is FEMA’s sole opportunity to view the damage:

- Provide sketches- Provide photos – labeled – from various angles- Provide accurate GPS location/street address- Provide concise dimensions (length/width/depth/capacity)

• Refrain from discussing eligibility determinations

• Ask the Applicant how they intend to repair/restore

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26

PROJECT

WORKSHEET

PREPARATIONSECTION SIX:

27

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDEPW

Pre

para

tion

Applicant

State

FEMA

SCOPE OF WORK (SOW)

DAMAGE DESCRIPTION & DIMENSIONS (DDD)

COSTESTIMA

TES

• PWs entered directly into EMMIE by Project Specialist

• Individual sites must be well detailed and correlate between Damage Description Dimensions & the Statement of Work

• “Bullet-ize” items

• Use Site Sheets when deemed appropriate

Project Worksheet Prep & Formatting:

28


Pre

para

tion

Applicant

State

FEMA


Damage Description & Dimensions

(DDD)

Scope of Work (SOW)

Cost Estimat

es

Damage Description & Dimensions:• Physical Dimensions

- Length / Width / Depth / Capacity

• Information sufficient to support eligibility

• All damage a direct result of the disaster

29


Pre

para

tion

Applicant

State

FEMA


(DDD)

Scope of Work (SOW)

Cost Estimat

es


Scope of Work:• Individual repair items correlated with Damage Description & Dimensions

• Rely on technical expertise of Applicant-supplied engineering consultant

• Separate COMPLETED work from TO BE COMPLETED

• Address Direct Administrative Costs (DAC), mitigation or permanent work

• Avoid “Restore to pre-disaster design”

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30

COST

ESTIMATESSECTION SEVEN:

31


ost

Est

imate

s

Applicant

State

FEMA


(DDD)

Scope of Work (SOW)

Cost Estimat

es

Preparing Cost Estimates:

Cost Estimates:

• Use CEF as policy requires

• Do not use “Lump Sum” estimates… Itemize all repairs

• Provide source of estimates for individual sites

• Consider engineering needs

• If engineered, validate for relevance and reasonability

32


ost

Est

imate

s

Applicant

State

FEMA

Zero Dollar Project Worksheets:

“YES” “NO”

If insurance proceeds cover the full cost of repairs…the total PW cost is reduced to -0-

For work determined to be ineligible by FEMA…and…may be disputed later by the Applicant

Cannot be used as a “placeholder” for a project that is anticipated for a later date

33


ost

Est

imate

s

Applicant

State

FEMA

Estimates For Direct Administrative Costs:

“MUST” “MUST NOT”

•Activity must be attributable to a specific PW

•The Applicant must request reimbursement

•Costs must be tracked and activities clearly documented

•Costs must show a reasonable level of performance effort for a defined task or activity

•Cannot be estimated based on a percentage of the eligible work

•Indirect costs cannot be included

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34

THE

EXIT

BRIEFINGSECTION EIGHT:

35

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDEEX

IT B

RIE

FIN

G

The Exit Briefing:

The Exit Briefing is conducted when…

…project formulation is complete

…all PWs have been entered in EMMIEIt serves as a management tool to

ensure that all of the Applicant’s concerns have been properly and thoroughly addressed

36

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDEEX

IT B

RIE

FIN

G

The Exit Briefing:

“TO DO LIST”

• Confirm all impacts have been addressed

• Review PA Program delivery

• Review requirements to maintain documentation

• Fully disclose opportunities to appeal

• Discuss Environmental & Historic Preservation compliance requirements

• Provide contact information for follow-up

37

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDEA

ctiv

ity T

wo

Group ActivityTWOSite Inspections• When are they

needed

• What to collectProject Formulation• Complete & accurate

information

• Documenting ineligible work

• Reviewing Direct Administrative Costs (DAC)

38

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDESix

F

or

Succ

ess

1. We are explorers. Consider the Exploratory Call an invaluable tool and asset.

2. The Kick-Off must be choreographed in the right direction. It’s the foundation and entry point of the PA Program.

3. Strategize for impact and efficiency. The winning strategy is for effective combination of like work.

4. Manage each and every case. Record each step and detail for a complete & accurate “big picture.”

5. We focus on Damage-Description-Dimensions. The Applicant tells us their plans for repairing & and restoration

6. Effectively provide closure with a complete, detailed & comprehensive summarization of the work completed, the process and next steps.

The “SIX KEYS FOR SUCCESS” :

39


PA FIELD POCKET

GUIDE COURSE

ASSESSMENTASSESSMENT:

40


ours

e A

ssess

ment

The Course Assessment:

The Facts:

• 20 Questions… 30 minutes to complete

• Individual Assessment… No partners

• The Pocket Guide MAY be used

• The Student Manual may NOT be used

• The Instructors will grade them and review them before you leave

• The Instructors will provide individual feedback

Thanks… and …Good Luck

41


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