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THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE

THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE. Course opening:. Introduction to the pocket guide. 1. 1. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE. “The Three C’ s ”. NEW. C onsistency:. C ollaboration:. C ommon Sense:. Common Best Practices for all Regions.

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THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE

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  1. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE Course opening: Introduction to the pocket guide 1 1

  2. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • “The • Three C’s” NEW Consistency: Collaboration: Common Sense: Common Best Practices for all Regions Stronger partnerships with all PA organizations The combined knowledge and experience of every PA person Course Introduction 2 2

  3. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE NEW • Provides direction on a consistent approach to program delivery Reinforces best practices and introduces improvements to current procedures • Describes fundamentals to streamline processes Not a comprehensive manual for Public Assistance program delivery • Provides instructions on critical elements of PW development

  4. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE PROJECT WORKSHEET DEVELOPMENT EXIT BRIEFING SITE INSPECTION REQUEST FOR PUBLIC ASSISTANCE…NTE 30 DAYS FROM DECLARATION KICKOFF MEETING/ INITIATE PROJECT FORMULATION … 60-DAY CLOCK STARTS DISASTER DECLARATION APPLICANT’S BRIEFING PA Program Critical Elements

  5. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE SECTION ONE: THE APPLICANT’S BRIEFING 5

  6. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • The • Applicant’s Briefing: • 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’s Briefing

  7. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE SECTION TWO: THE THE KICK-OFF MEETING 7 7

  8. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Objective • The21-Day goal: • All Kick-Off Meetings will be scheduled & conducted within 21-days of the Request for Public Assistance (RPA) being approved Kick-Off Meeting • Is this an “in stone”… 100% inflexible rule?

  9. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • TheExploratory Call: Please Include… PRIOR TO CALL: Assess Available Information • 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 Discuss Damages and Request Information Kick-Off Meeting Determine Duration and Attendees for Meeting Schedule Meeting Distribute Agenda

  10. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Workload Re-Assessment: • How Many Applicants? • -- Too Many vs. Ideal/Manageable • Available Resources • -- Constraints • Geography • -- Efficient Coverage Kick-Off Meeting

  11. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • 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 Kick-Off Meeting

  12. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE SECTION THREE: THE CASE MANAGEMENT FILE 12 12 12

  13. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • The Case Management file: • ObjectiveS • Identify the date, location, players & the Applicant Representatives • Documentation of all pertinent information • A running “log” of facts and activities Case Management File 13

  14. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • The Case Management file: • 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 Case Management File 14 14

  15. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE SECTION FOUR: PROJECT FORMULATION 15 15

  16. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Project Formulation: • 44 CFR 206.201i • PROCESS: • Initiate at Kick-Off Meetings • Logical Groupings • 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. • We must approve a scope of eligible work and an itemized cost estimate before funding a project. • A project may include eligible work at several sites. Project Formulation • Benefits: • Minimize Number of PW’s for Efficiency • Simplified Cost Tracking

  17. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Logical Groupings: Type of Facility or System Site Specific Area or Boundary Emergency Work Contractor Per Scope Insurance 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 Address Insurance assessments on individual site sheets Project Formulation

  18. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Reasons for Separate Project Worksheets: Environmental /Historic Preservation Emergency Work Project Formulation 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. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Not a basis for separate project worksheets: To Keep Cost Below a Threshold Specific Task Single Contract Multiple Sites Components of Facility Lack of Documentation Project Formulation Present 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 GUIDE Group Activity One Kickoff Meeting • Assess topics for meeting agenda • Determine attendees Activity One Project Formulation • Minimize number of Project Worksheets • Meet Applicant needs

  21. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE SECTION FIVE: THE SITE INSPECTION PROCESS 21 21

  22. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Objective • Site Inspections: • Completed within 60 days of the Kickoff Meeting Site inspection • Provide a detailed damage description – withdimensions • Obtain agreement by all applicable parties • Ensure/verify all damage reported is a direct result of the specifically declared event

  23. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Don’t …Conduct a Site Inspection • 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** Site inspection

  24. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • 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 Site Inspection

  25. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • 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 Site Inspection

  26. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE SECTION SIX: PROJECT WORKSHEET PREPARATION 26 26

  27. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Project Worksheet Prep & Formatting: • 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 COST ESTIMATES SCOPE OF WORK (SOW) PW Preparation DAMAGE DESCRIPTION & DIMENSIONS (DDD)

  28. Cost Estimates THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Project Worksheet Prep & Formatting: • Scope of Work (SOW) • Damage Description & Dimensions: • Physical Dimensions • - Length / Width / Depth / Capacity • Information sufficient to support eligibility • All damage a direct result of the disaster • Damage Description & Dimensions (DDD) PW Preparation

  29. Cost Estimates THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Project Worksheet Prep & Formatting: • Scope of Work (SOW) • 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” • Damage Description & Dimensions (DDD) PW Preparation

  30. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE SECTION SEVEN: COST ESTIMATES 30 30

  31. Cost Estimates THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • Preparing Cost Estimates: • Scope of Work (SOW) • 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 • Damage Description & Dimensions (DDD) Cost Estimates

  32. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • 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 Cost Estimates

  33. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • 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 Cost Estimates

  34. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE SECTION EIGHT: THE EXIT BRIEFING 34 34

  35. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • The Exit Briefing: • The Exit Briefing is conducted when… • …project formulation is complete • …all PWs have been entered in EMMIE EXIT BRIEFING • It 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 GUIDE • 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 Preservationcompliance requirements • Provide contact information for follow-up EXIT BRIEFING

  37. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE Group Activity TWO Site Inspections • When are they needed • What to collect Activity Two Project Formulation • Complete & accurate information • Documenting ineligible work • Reviewing Direct Administrative Costs (DAC)

  38. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • The “SIX KEYS FOR SUCCESS” : We are explorers. Consider the Exploratory Call an invaluable tool and asset. The Kick-Off must be choreographed in the right direction. It’s the foundation and entry point of the PA Program. Strategize for impact and efficiency. The winning strategy is for effective combination of like work. Manage each and every case. Record each step and detail for a complete & accurate “big picture.” We focus on Damage-Description-Dimensions. The Applicant tells us their plans for repairing & and restoration Effectively provide closure with a complete, detailed & comprehensive summarization of the work completed, the process and next steps. Six For Success

  39. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE ASSESSMENT: PA FIELD POCKET GUIDE COURSE ASSESSMENT

  40. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE • 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 Course Assessment Thanks… and …Good Luck

  41. THE PA PROGRAM FIELD OPERATIONS PROGRAM GUIDE COURSE CLOSE: FEEDBACK & QUESTIONS

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