QA Attachment D - PA Site Inspector Position Assist.pdf

PA SITE INSPECTOR

Public Assistance Program Delivery Branch

Recovery Directorate

Office of Response and Recovery

Federal Emergency Management Agency

Last Updated: August 21, 2019 i

Version Date Description of Changes

2.1 2019-09-27 Updated graphics for phases 2, 3, and 4

2.0 2019-09-10 Full Revision

1.0 indicates major changes and 1.1 indicates minor document edits.

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Contents

Contents .......................................................................................................................... ii

Purpose and Use of This Document

The Site Inspector Position

Importance of Site Inspectors

Roles and Responsibilities of Site Inspectors

Primary Public Assistance Sources

PA Program Delivery Overview

Phase 2 – Damage Intake and Eligibility Analysis

Tools List

Common Terms & Acronyms

Appendix A – Field Roles and Primary Responsibilities

Appendix B – CRC Roles and Primary Responsibilities

Purpose and Use of This Document The Position Assist Series provides guidance to Federal Emergency Management

Agency (FEMA) Public Assistance (PA) staff in Joint Field Offices (JFOs) and

Consolidated Resource Centers (CRCs). The Position Assist Series is designed to explain what staff are expected to do and why those actions are critical. Links are provided to additional resources that offer guidance on how to perform each task.

The Position Assist documents the roles and responsibilities of Site Inspectors in the Public Assistance grant delivery process to help communities recover from disasters.

The Site Inspector Position Site Inspectors visit damaged facilities and write Site Inspection Reports (SIRs) to record the dimensions and descriptions of damage and repairs. Site Inspectors may also conduct virtual site inspections or validate damage documentation submitted by an

Applicant. Site Inspectors report to a Site Inspector Crew Lead (SI CL) or a Site

Inspector Task Force Leader (SI TFL). They work closely with Program Delivery

Managers (PDMGs) and Applicants or their representatives.

Importance of Site Inspectors Site Inspectors play a pivotal role in PA program delivery. A successful site inspection ensures that incident-related damage is accurately recorded. SIRs are then used to estimate the cost of restoring the facility or infrastructure and determine how much funding FEMA can provide. SIRs inform the following parts of a PA project:

• Damage description and dimensions (DDD) – a record of damage sustained to an Applicant’s facility, including the design, materials, and size of damaged components. Facilities with completed work, where the Applicant has completed repairs, may require a site inspection to validate repairs. Facilities with work to be completed, where the Applicant has not yet completed repairs, always require site inspections.

• Scope of work (SOW) – a structured description of the work that an Applicant did or will do to repair damage, including proposals for hazard mitigation. CRC

Specialists use the DDDs written by Site Inspectors to develop the SOW.

• Cost – the actual or estimated cost of repairs. For projects with work to be completed, CRC Specialists generate cost estimates based on SOWs.

Site Inspectors may be the only Public Assistance employees who see damage in person, and it is their responsibility to ensure information about damage, repairs, and mitigation opportunities is accurate, precise, and complete. Site Inspectors are encouraged to read the PA Operations Manual for more information on how other staff use SIRs and DDDs.

Roles and Responsibilities of Site Inspectors Site Inspectors’ primary role is to work with Applicants or the Applicant’s representative to inspect and document damage sustained to facilities. Together, Site Inspectors and the Applicant visit sites listed on the work order and inspect all damaged components the Applicant points out. If other staff participate in site inspections, Site Inspectors lead inspections and facilitate collaboration so that both staff and Applicant needs are met.

Site Inspectors do not discuss eligibility with Applicants. PDMGs and field leadership address eligibility concerns in a standardized way, considering information collected during the inspection and other documentation provided by the Applicant. If questions about eligibility arise during an inspection, Site Inspectors should record details and discuss with the PDMG later.

Most Site Inspectors will conduct standard site inspections, those that do not require highly technical skills to develop the DDD. Site Inspectors who have received additional training or have other subject-matter expertise may be asked to conduct specialized site inspections, those that involve complex facilities or extensive damages that require additional technical support.

Site Inspectors may also be asked to document damage through validation in the following situations:

• When work is underway or complete at a site being inspected, Site Inspectors validate that the work took place and capture details on the SIR.

• Physical site inspections are not necessarily required for every damaged facility, even if repair work is not yet complete. Site Inspectors may be asked to write DDDs based on documentation submitted by Applicants and to validate that documentation is complete, precise, and accurate. Validating damage documentation may entail inspecting a sample of sites or consulting geospatial data (e.g. aerial imagery).

Primary Public Assistance Sources PA operations comply with the PA Policy and Program Guide (PAPPG) – a comprehensive, consolidated program and policy document for the PA Program.

https://www.fema.gov/media-library/assets/documents/111781

The PA Delivery Toolbox contains all tools and documents needed for PA Program delivery, except where otherwise noted. A full list of resources for this position can be found on page 9.

https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx https://www.fema.gov/media-library/assets/documents/111781 https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx

PA Program Delivery Overview The Public Assistance program provides Federal grant assistance to help communities quickly respond to and recover from Federally-declared major disasters or emergencies.

This process occurs through the following four phases:

The delivery process is executed through the Grants Manager (GM) and Grants Portal

(GP) cloud-based systems. FEMA staff use Grants Manager to complete tasks and activities. Applicants complete tasks and follow the process through Grants Portal.

Delivery Model Goals The PA Program delivery process is designed to achieve five goals. Each step carried out by PA staff ensures that grant development and customer service to Recipients and

Applicants meet the following goals:

Simplicity: Need for a program that is easy to understand, standardized across Regions and transparent for all participants (Federal agencies, Recipients, Applicants, etc.)

Accuracy: Need for more accurate eligibility determinations, assistance amounts and communications both to accelerate the time to obligation and decrease out-year deobligation rates

Efficiency: Desire to reduce the number and duration of staff deployments, to reduce Technical Assistance Contract costs, reduce program administration costs, and improve coordination with Environment and Historic Preservation (EHP) and mitigation to better serve the customer

Accessibility: Focus the program on the customer so that recipients understand expectations and requirements, Recipients and Applicants know where projects are in every phase of project development, and Recipients and Applicant have an overall positive experience with the PA program

Timeliness: Shorten the time to provide quality disaster assistance by establishing unambiguous timeframes for each step in the process – from Request for Public Assistance to final closeout.

Phase 2 – Damage Intake and Eligibility Analysis

Phase Objectives To capture Applicants’ disaster-related damage and determine eligibility within 60 days of the Recovery Scoping Meeting (RSM).

Phase Overview Site Inspector activities occur during Phase 2 of PA program delivery. Damaged facilities with work to be completed require site inspections. PDMGs work with SI TFLs to determine which facilities require inspections. PDMGs submit work order requests to the SI TFL, and the SI TFL assigns Site Inspectors to the work order.

Site Inspectors visit facilities with the Applicant and document damage by taking photos and completing an SIR. Site Inspectors then use this information to write the DDD in

Grants Manager and upload photos and other documentation, described below.

By the end of Phase 2, sites have been inspected and the Applicant has signed the

DDDs.

Phase Outcomes Successful performance of this phase achieves the following outcomes:

Delivery Model Goal

Outcomes

Simplicity - Site Inspectors use SIRs and other tools to standardize and simplify information collection during inspections.

Accuracy - Site Inspectors record accurate dimensions and descriptions of damaged facilities.

Efficiency - Site Inspectors are prepared when they arrive at a site.

- Site Inspectors write down information efficiently and are considerate of all participants’ time during the inspection.

- Site Inspectors work with their SI CL and SI TFL to schedule inspections and other work to minimize little downtime.

Accessibility - Site Inspectors call the Applicant’s representative one day before the inspection to confirm availability and participation.

- The Applicant’s representative leads a Site Inspector to facility damage; site inspections are conducted with the Applicant and centered around Applicant needs.

Timeliness - Site Inspectors accept work order assignments within one business day.

- Site Inspectors enter DDDs within two business days of completing an inspection.

Site Inspector Activities in Phase 2 Site Inspectors will complete the following activities in Phase 2. Each activity is described briefly in this document and in detail in the Site Inspection Job Aid, available in the PA Delivery Toolbox:

1. Prepare for a site inspection

2. Conduct the site inspection

3. Enter DDD information and complete the work order

Step 1: Prepare for a site inspection

Step Overview

In this step, Site Inspectors receive, review, and accept a work order request;

coordinate with all site inspection participants; and gather the tools and documents needed to conduct site inspections.

Work orders list damaged facilities to be inspected. Site Inspectors receive and accept site inspection work order assignments through Grants Manager.

Site Inspectors coordinate logistics with participants and learn as much as possible about damaged facilities before the inspection.

Upon completing this step, Site Inspectors are ready to conduct inspections.

Step Tools

• Site Inspection Job Aid

• Site Inspection Applicant Quick Guide

• Site Inspection Tools o Carpenter’s tape measure o Long tape measure o Measuring wheel o Smartphone with GPS and camera o Laptop computer

• Personal Protective Equipment o Hard hat o Reflective vest o Insect repellent o Sunscreen o Snake chaps o Drawing and sketching tools o Water and snacks

Step Checklist

Receive, review, and accept a work order request

Become familiar with facility details and discuss with the PDMG

Meet with EHP Specialists and Mitigation Specialists

Call the Applicant’s representative one business day before the inspection

Gather tools, forms, and information needed for the site inspection

Step 2: Conduct the site inspection

Step Overview

This step takes place in the field. Site Inspectors conduct site inspections with the

Applicant’s representative. During inspections, Site Inspectors fill out SIRs, take pictures, learn about how the damage occurred, and discuss the Applicant’s plans for repair, including suggestions for hazard mitigation.

If a Mitigation Specialist does not attend the site inspection, Site Inspectors capture mitigation information on the SIR. A Mitigation Specialist may ask Site Inspectors to collect specific information at some sites.

Site Inspectors relay eligibility questions and concerns to the PDMG, but should not discuss eligibility with the Applicant.

At the end of this step, Site Inspectors have inspected damaged facilities, completed

SIRs, and received the Applicant’s signature on the SIR.

Step Tools

• Site Inspection Job Aid (includes Checklist for Conducting a Site Inspection)

• Site Inspection Reports

Step Checklist

Introduce staff and review the work order

Fill out a Site Inspection Report

Discuss the Applicant’s intended method of repair

Take photos of the facility and components

Answer questions on special considerations

Complete the SIR and request the Applicant’s signature

Step 3: Enter DDD information and complete the work order

Step Overview

Site Inspectors complete the actions in this step at the office after each inspection. Site

Inspectors use completed SIRs to write DDDs in Grants Manager by entering information from the SIR into the SIR/DDD module. They upload photos and other documents about the facility, damage, and repairs. Once the PDMG approves the

DDDs for all facilities on the work order, that work order is complete. At the end of this step, Site Inspectors have completed their responsibilities for the respective work order.

Step Tools

• Site Inspection Job Aid

• Photo Page Job Aid

• Photo Page Template

• DDD Review Checklist

• Calculation and Conversions spreadsheet

• Distance Calculator spreadsheet

• Roof Pitch Chart

• Roof Types-Materials

• Tree Calculator spreadsheet

Step Checklist

Meet with PDMG to debrief

Enter SIR data into Grants Manager

Create and upload documents

Check the SIR and DDD using the DDD Review Checklist

Send DDD to the PDMG

Tools List List of all the templates, guidance, and other resources used by Site Inspectors

Found in the Delivery Toolbox:

• Site Inspector Position Assist

• Site Inspection Job Aid

• Site Inspection Reports for all facility types

• Photo Page Job Aid

• Photo Page Template

• DDD Review Checklist

• Calculation and conversions spreadsheet

• Distance calculator spreadsheet

• Roof pitch chart

• Roof types-materials

• Tree calculator spreadsheet

• Site Inspection Applicant Quick Guide

Site Inspection Tools:

• Carpenter’s tape measure

• Long tape measure

• Measuring wheel

• Smartphone with GPS and camera

• Laptop computer

Personal Protective Equipment:

• Hard hat

• Reflective vest

• Insect repellent

• Sunscreen

• Snake chaps

• Drawing and sketching tools

• Water and snacks

Other Resources:

• FIRMette: https://www.msc.fema.gov/

• FEMA GIS WebMaps: https://disasters.geoplatform.gov/

• Google Earth Pro:

http://mwsm2m01.fema.net/CMApplicationCatalog/#/SoftwareCatalog https://www.msc.fema.gov/ https://disasters.geoplatform.gov/ http://mwsm2m01.fema.net/CMApplicationCatalog/#/SoftwareCatalog

Common Terms & Acronyms These terms are used across Position Assists and Job Aids but may not be used specifically in this Position Assist.

ACRONYM/ABBREVIATION DESCRIPTION

AFO Area Field Office

CRC Consolidated Resource Center

CRC TFL Consolidated Resource Center Task Force Leader

DDD Damage Description and Dimensions

DM Determination Memo

DILO/WILO Day in the Life of/Week in the Life of

DI Damage Inventory

DIU Document Integrity Unit

DOP Disaster Operating Profile

EC Exploratory Call

EEI Essential Elements of Information

EHP Environmental Planning and Historic Preservation

EMMIE Emergency Management Mission Integrated Environment

FFO Forward Field Office

FEMA Federal Emergency Management Agency

HMP Hazard Mitigation Proposal

INS Insurance Specialist

JFO Joint Field Office

OFA Other Federal Agencies

OSTL Operations Support Task Force Leader

PA Public Assistance

PAAP Public Assistance Alternative Procedure

PAGS Public Assistance Group Supervisor

PDA Preliminary Damage Assessment

PDMG Program Delivery Manager

PD TFL Program Delivery Task Force Leader

POC Point of Contact

QA Quality Assurance

RFI Request for Information

RPA Request for Public Assistance

RSM Recovery Scoping Meeting

RTM Recovery Transition Meeting

SI Site Inspector

SIR Site Inspection Report

SI TFL Site Inspector Task Force Leader

SOW Scope of Work

SPPM Specialized Project Manager

Appendix A – Field Roles and Primary Responsibilities Field Office structures will vary based on the needs of the disaster but include the following positions:

Appendix B – CRC Roles and Primary Responsibilities Each declared emergency or major disaster will be assigned a CRC (Atlantic, East, Central, or West) to process projects in support of the field operation. Each CRC includes the following positions:

CRC Director:

Manages CRC

Operations

Deputy Director - Completed/Specialized

Lane:

Manages activities in the

Completed and Specialized Lanes

Deputy Director - Standard Lane:

Manages activities in the Standard Lane

Deputy Director - Operations:

Manages activities in the DIU, QA, EHP, and Insurance Lanes

Completed Lane

Manager:

Manages

Document Validation Specialists

Specialized Lane

Manager:

Manages Technical Specialists

Standard Lane

Manager:

Manages Costing

Specialists

Quality Assurance and Determinations Lane Manager:

Manages QA Specialists and Determination

Analysts

Document Integrity Unit

Lane Manager:

Manages DIU Specialists

EHP Lane Manager:

Manages EHP Specialists

Insurance Lane

Manager:

Manages Insurance Specialists

Technical Specialist:

Develops/ validates

Specialized Lane projects

Costing Specialist:

Develops/ validates

Standard Lane Projects

Document Validation Specialist:

Validates

Completed Lane projects

Quality Assurance Specialist:

Conducts QA evaluations for projects

EHP Specialist:

Reviews all projects for

EHP

compliance

Insurance Specialist:

Conducts insurance reviews on all projects

Determination Analyst:

Develops

Determination Memos

Document Integrity Unit

Specialist:

Enters information from Grants

Manager into

EMMIE