Operational Delivery for Recipients and Applicants Historically The

Operational Delivery for Recipients and Applicants

Historically

The PA Delivery Model

Through this Delivery Model we are focusing on: - Customer Service Project Specific Complexity Customer Specific Needs Overall Recovery Priorities Consistency Specialization National Standards A Platform for Continuous Improvement

What role does the Applicant have in the PA Grant Process? • Transparency • Front-end Agreement • Project Development

Grants Portal / Grants Manager One Room, Two Doors

Request for Public Assistance (RPA) • In order to receive funds, the Applicant must submit the RPA • The Applicant should designate an Applicant Agent, Alternate and a physical address • If the Finance Director will be the Applicant Point of Contact, the Mayor should not be listed • If the Applicant Agent is based out of the Public Works Yard, reflect that address

Request for Public Assistance (RPA) Private Non-Profits are required to submit copies of additional paperwork into the Grants Portal to determine their Eligibility: 1. 2. 3. 4. Tax Exemption Certificate Latest Tax Return Organizational Charter or By-Laws School Organizations must submit Accreditation or Certification

The Public Assistance Grants Portal • • • . Developed to assist the Applicant and Recipient Facilitates full project visibility Enhances coordination and communication User friendly - streamlines work and workflow Significantly improves document collection and retention

FEMA’s Public Assistance Grants Portal Download Mozilla Firefox to access Grants Portal

Obtaining access to Grants Portal • FEMA grants access to Recipient • Recipient grants access to Applicant • Applicant manages their personnel

Grants Portal Will allow you to: • Manage personnel access to the Grants Portal • Manage your locations • Upload your documents • Review the Damage, Description and Dimensions • Review the Scope and Cost • Review the final Project

Applicant awaits an email invitation from the Grants Portal • Applicant should be regularly checking the email address provided to the Recipient at the Applicant Briefing • Ensure that their IT systems allow for incoming emails from support@pagrants. fema. dhs. gov • Applicants should regularly to check their spam folder just in case

Grants Portal – Account set up

Grants Portal – Account set up

Grants Portal – Account set up

Grants Portal – Account set up

Grants Portal – Account set up

Grants Portal Login using the information you just updated/reset.

Upon receiving Invite Email, Applicant clicks the link to create their organization

Grants Portal

Program Delivery Manager (PDMG) is assigned to the Applicant • All efforts of the Program Delivery Manager are directed at assisting the Applicant • Serves as the Primary Point of Contact • Coordinates to insure that Applicant and Consolidated Resource Center needs are met • Works to resolve any additional unmet needs

Your Program Delivery Manager (PDMG) • • Develops a relationship with you the Applicant Dedicated primary FEMA Point of Contact Expected to remain in place through entire disaster Facilitates Exploratory Call (EC) and Recovery Scoping Meeting (RSM) • Assists with development of the Damage Inventory • Facilitates document collection • Does not supervise a team

The Exploratory Call OCCURS WITHIN 7 DAYS EXPLORATORY CALL

The Damage Inventory The critical driver in the PA Grant Delivery Model • • Applicant identifies damage sites Establishes Applicant recovery priorities Identifies potential 406 Hazard Mitigation Establishes potential Environmental and Historic Preservation assistance needs

The Damage Inventory Without a complete Damage Inventory: • Applicant claimed damages are not documented • Site Inspection Work Orders cannot be processed • Request for the Essential Elements of Information cannot proceed

Damage Inventory Sample

The Damage Inventory Before the Recovery Scoping Meeting: • A damage inventory with all known damages should be completed • Applicants have 60 days from the Recovery Scoping Meeting to identify additional discovered damages • The Damage Inventory is a active, living document until the 61 st day, it is understood that applicants may not know all damages at time of the RSM. • The Applicant signs/certifies the Damage Inventory on Day 61 following the Recovery Scoping Meeting • Damages identified after 60 days will be assessed on a case by case basis by the FEMA Public Assistance Group Supervisor

The Recovery Scoping Meeting OCCURS WITHIN 7 DAYS of PDMG ASSIGNMENT Applicant is assigned to a PDMG OCCURS WITHIN 21 DAYS of PDMG ASSIGNMENT

The Recovery Scoping Meeting • Ensure the Damage Inventory is complete for currently known damages and entered into the Grants Portal • Full review of itemized damage sites and Applicant considerations • Consider logical groupings of damages into projects • Discuss any potential Special Considerations to include: Insurance, Mitigation, and Environmental/Historic compliance

The Recovery Scoping Meeting The Program Delivery Plan • • 30 -45 Day initial plan between the Applicant and PDMG Schedules regular follow-up meetings (Minimum Weekly) Addresses scheduled Site Inspections Identifies Applicant Points of Contact (POC) for respective projects • Establishes target timelines based on Applicant priorities and documentation disclosure • Identifies dates to ensure regulatory compliance

The FEMA Program Delivery Manager (PDMG) designates disaster damages into Project Lanes

Essential Elements of Information= DOCUMENTS

Completed Work • Work is 100% Completed • Program Delivery Manager Formulates the Project and requests Essential Elements of Information • Only submitted to the Consolidated Resource Center (CRC) once all Essential Elements of Information required documentation is submitted

Worked to be completed Standard Lane & Specialized Lane • Each lane follows a similar workflow process • Analyzed by FEMA Program Delivery Manager (PDMG) through collaborative process with the Recipient - to place the right skillset proficiency with the damage. • Organized into Work Orders by PDMG for: • Site Inspectors (Standard/Non-Technical) • Technical Specialists (Specialized/Technical)

Site Inspections are critical Cost Scope of Work DDD Detailed Damage Descriptions are the foundation of the grant

What are the General Documents? • Insurance documents • Personnel policy • Contracting or procurement policy You can enter these as soon as possible.

Completed Work is routed to the Consolidated Resource Center (CRC) • Work is 100% Completed. • Only submitted to CRC when all required documentation outlined in the Essential Elements of Information is submitted. Note: Your documentation drives the Scope and Cost of the Project

Scoping and Costing For Work to be Completed Projects in the Standard or Specialized Lane: • Applicant determines if FEMA or the Applicant will complete Scope of Work and Cost • If Applicant selects FEMA to complete Project Scoping and Costing, it is completed at the Consolidated Resource Center (CRC) • If Applicant selects to complete the Scoping and Costing themselves, they will develop this in the Grants Portal before the project is submitted to the CRC who will then validate

Next Steps • • Site Inspections will be scheduled Site Inspections will involve an Applicant Rep who knows the damages The Damage Description & Dimensions will be reviewed by Applicant The Scope of Work and Costs will be developed by the Applicant or the Consolidated Resource Center (CRC) Project is developed and reviewed at the Consolidated Resource Center (CRC) Project is obligated Program Delivery Manager (PDMG), Recipient and Applicant will review for approval Recovery Transition Meeting

Grants Portal Support Hotline 866 -337 -8448

Your State Contact Leads Clayton French (601) 933 -6886 cfrench@mema. ms. gov Andy Hood (601) 933 -6686 ahood@mema. ms. gov Diane Sager (228) 234 -4835 dsager@mema. ms. gov

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