QA Attachment E1 - 1-Program Delivery Manager Position Assist.pdf

Program Delivery Manager Position Assist Stage 4

Public Assistance Division Recovery Directorate Office of Response and Recovery Federal Emergency Management Agency

Public Assistance Delivery Process Program Delivery Manager Position Assist

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Table of Contents

COMMON TERMS & ACRONYMS

Why Program Delivery Managers Matter

Phase I - Operational Planning

Disaster Overview Briefing

Applicant Assignments

Damage Inventory

Exploratory Call

Prepare for Exploratory Call

Conduct Exploratory Call

Post EC activities

Recovery Scoping Meeting

Prepare for RSM

Conduct RSM

Transition Applicant to Phase II ..................................................................... Error! Bookmark not defined.

Group damage line items into projects

Submit requests for Essential Elements of Information

Submit Site Inspection Work Order Requests

Phase II - Damage Intake and Eligibility Analysis

Completed/Fully Documented Projects

Standard and Specialized Projects

Site Inspection

Review DDD

Applicant Review of the DDD

Completion of the Development Guide Questions

Finalizing the Damage Inventory

Phase III - Scoping and Costing (Standard/Specialized Projects)

Completed/Fully Documented Projects

Validate & Develop DDD, SOW/Cost

Standard and Specialized Projects

Applicant Develops SOW and Costs

FEMA Develops SOW and Costs

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Requests for Information from the CRC

Program Compliance Review

PDMG Reviews Project

Recipient Review

Applicant Reviews & Signs Project

Phase IV - Obligation

Recovery Transition Meeting

How Performance is Evaluated and Keys to Success

Position Task Books

Day in the Life of/Week in the Life of Tool (DILO/WILO)

Daily Huddle Board

Sit-With

Continuous Improvement

Frequently Asked Questions

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COMMON TERMS & ACRONYMS

ACRONYM/ABBREVIATION DESCRIPTION

CRC Consolidated Resource Center CRC TFL Consolidated Resource Center Task Force Leader DDD Damage Description and Dimensions DILO/WILO Day in the Life of/Week in the Life of 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 FEMA Federal Emergency Management Agency JFO Joint Field Office OFA Other Federal Agencies PA Public Assistance PAGS Public Assistance Group Supervisor PCM Program Compliance Manager PDA Preliminary Damage Assessment PDMG Program Delivery Manager

PD TFL Program Delivery Task Force Leader RFI Request for Information RPA Request for Public Assistance RSM Recovery Scoping Meeting SIR Site Inspection Report SI TFL Site Inspector Task Force Leader SOW Scope of Work SPPM Specialized Project Manager RTM Recovery Transition Meeting

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Why Program Delivery Managers Matter

Program Delivery Managers (PDMGs) serve as the primary point of contract for Applicants, providing customer service and programmatic guidance throughout the grant process. This role is integral to the program delivery model, strengthening the commitment to enhance customer service and consistent grant development.

The PDMG facilitates and coordinates the accurate delivery of grant funding while coordinating the Applicant’s recovery priorities, understanding their capabilities and capacity to develop projects and participate in site inspections.

The PDMG provides customer service tailored to the Applicant through the entire delivery process, from the Exploratory Call (EC) to the Recovery Transition Meeting. PDMGs are critical to the customer-centric element of the PA delivery model and the early identification of eligibility or special considerations concerns that could delay grant development.

As the Applicant’s primary point of contact, PDMGs have a role in all phases of the delivery model. This position assist guides PDMGs through their role in each phase and defines the steps necessary to ensure the timely, accurate delivery of PA to assigned Applicants.

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The Phase I objective is to identify Applicants’ disaster impacts and recovery priorities by:

• Conducting successful Exploratory Calls and Recovery Scoping Meetings

• Drafting an initial Damage Inventory for each Applicant

Phase I - Operational Planning

Disaster Overview Briefing In Phase I, the PA Group Supervisor (PAGS) provides a Disaster Overview Briefing to PDMGs and other PA staff including Recipient staff, Environmental Planning and Historic Preservation (EHP) and Mitigation. The Disaster Overview briefing o orients PA staff to the specific impacts of the event o describes EHP and Mitigation considerations o details Recipient involvement in the disaster o Sets expectations for the PA operation

Applicant Assignments Before assigning Applicants to PDMGs, the PD TFL will conduct an initial Sit-With with each PDMG to assess skill sets and experience. Then the PD TFL makes a recommendation to the PAGS for Applicant assignments. When making assignments, the PD TFL and PAGS consider o Magnitude of impacts – by geographic area and Applicant o Experience – prior work experience, including project management and technical proficiency o Anticipated workload and capability of applicant

When PDMG gets the Applicant assignment in the Grants Manager, the PDMG will get a task to conduct an Exploratory Call.

Damage Inventory During Phase I, the PDMG will introduce the Damage Inventory to the Applicant. The Damage Inventory is used by the Applicant to capture all disaster-related damage claims. The PDMG will support the Applicant with developing the Damage Inventory.

Applicants must identify and report all damages on the Damage Inventory within 60 days of the Recovery Scoping Meeting. The Applicant will be required to sign the Damage Inventory at day 61 after the Recovery Scoping Meeting. Additionally, the Grants Manager requires PAGS approval for edits to the Damage Inventory after day 60 of the Recovery Scoping Meeting.

Exploratory Call After an Applicant is assigned to a PDMG, the PDMG will conduct an Exploratory Call (EC). The EC is the first opportunity to establish a relationship between the Applicant and FEMA and to introduce the Damage Inventory. The information gathered during the EC will enable

Performance Expectation: Conduct Exploratory Call within 7 days of Applicant assignment.

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Disaster Operating Profile

Developed by the Region from the Preliminary Damage Assessment (PDA), the Disaster Profile continues to evolve as more information is learned or gathered and includes:

• Information on the type of peril;

• State, Local, Tribe, or Territory capacity;

• Primary impacts from the event;

• Estimated disaster-related damage by Category of Work;

• Significant damages;

• Geographic considerations;

• Projected number of Applicants (including Private Non-profits);

• Projected number of Project Worksheets (PWs);

• Special considerations challenges;

• Mitigation opportunities; and

• Potential Other Federal Agency (OFA) involvement.

the PDMG to create a tailored agenda for the Recovery Scoping Meeting and provide effective customer service to the Applicant.

Prepare for Exploratory Call Before the PDMG conducts the call, the PDMG should get familiar with the Applicant and how it has been impacted by the disaster. PDMG should review o Exploratory Call Guide and Checklist o Applicant information in the Grants Manager, including uploaded documents o PDA data o Disaster Operating Profile

Conduct Exploratory Call The PDMG conducts the EC using the Exploratory Call Guide and Checklist, ensuring all objectives of the EC are met. A good draft of the Damage Inventory is critical to a productive and successful Recovery Scoping Meeting (RSM), the next step in Phase I. The PDMG should not schedule the RSM until the Applicant has some understanding of their damage.

If the Applicant POC does not know damage incurred or work performed, the PDMG will ask the Applicant to estimate the time to gather information on disaster-related damage. The PDMG will provide the Applicant sufficient time to identify damage. The PDMG will notify their PD TFL if the Applicant does not commit to a timeframe to provide a list of initial damage.

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EC TIP: When scheduling RSMs, PDMG should allow enough time between RSMs to conduct the RSM and complete the post-RSM activities.

Post EC activities After the call, the PDMG will enter the results of the EC into the Grants Manager, including the date and time of the RSM. Scheduling the RSM in the Grants Manager auto-generates an email to the Applicant, Recipient, PDMG, PD TFL, Environmental and Historic Preservation (EHP) and Mitigation. This email includes the date, time, and location of the RSM entered in the PA Grants Manager, a link to the Applicant’s Damage Inventory in the PA Grants Portal, and the objectives of the meeting.

PDMG will input comments in the Applicant Profile which describe additional information gathered during the EC (e.g. non-PA disaster impacts, Applicant’s capacity issues, priority damages, impacts to critical infrastructure, cash flow issues). When the

The PDMG will also enter the results of the EC in the Damage Inventory. This serves as the Applicant’s initial damage list and helps the Applicant understand the types and amounts of information needed for the Damage Inventory.

Recovery Scoping Meeting The Recovery Scoping Meeting (RSM) is the first substantive meeting between the Applicant and FEMA and starts the 60-day regulatory timeframe for the Applicant to identify and report damages. It is a detailed and in-depth meeting regarding the Applicant’s disaster damages and the PA process. The RSM should be tailored to the Applicant based on information gathered during the EC.

Prepare for RSM In preparation for the RSM, the PDMG will:

o Review RSM Guide and Checklist o Meet with EHP, Mitigation and Recipient POC no later than 3 days prior to RSM o Discuss Damage Inventory, roles and responsibilities during the meeting, and agenda for the meeting

One day before the meeting, the PDMG will o Call the Applicant to confirm the meeting date, time, and location, attendees and any additional Damage entries in the PA Grants Manager o Discuss site inspection availability with the Site Inspector Task Force Leader o PDMG should discuss the types/amounts of damage identified with the Site Inspector TFL

Performance Expectation: Complete Recovery Scoping Meeting within 21 days of assignment

Performance Expectation: Complete the Post EC activities within 1 day of conducting EC.

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Conduct RSM During the RSM, the PDMG uses RSM Guide and Checklist to conduct the RSM and achieve the objectives:

o Discuss the Damage Inventory in-depth o Help Applicant further develop the Damage Inventory in the Grants Portal o Discuss logical grouping of damages into projects o Review category-specific Appendices to discuss eligibility, document requirements and special considerations o Very important for applicant to understand the EEI and documentation requirements for each of the projects o Discuss site inspection availability o PDMG also discuss grouping sites into Site Inspection Work Orders, site accessibility issues, estimated time to complete the site inspection, and identify points of contact for the site inspection. PDMG will ensure the Applicant’s point of contact for the site inspection is knowledgeable about the types, amounts, and locations of the damage as well as the pre-disaster conditions of the facility. While discussing Applicant availability, PDMG will recommend available dates/times identified by the Site Inspector Task Force Leader.

o Develop Program Delivery Plan

Program Delivery Plan The Program Delivery Plan is the work plan to get the Applicant through grant development and to obligation. The plan should include:

o Initial plan should cover at least 30-45 days o Regular follow-up meetings (min weekly) o Site inspections that have been scheduled o Applicant POCs for respective projects o Target timelines

Should be based on Applicant’s priorities Documentation pick up o Regulatory deadlines 60 day from RSM to identify damages PAAP Debris timeframes PAAP Permanent Work deadlines Emergency and Permanent Work completion timelines

Post-RSM Activities After the RSM, the PDMG will enter the RSM results into the Grants Manager and provide detailed comments in the Applicant Profile.

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Reminder

• One of the key responsibilities of the PDMG is to provide customer service tailored to the Applicant. Consider the experience and capabilities of the Applicant when communicating with them – either verbally or in writing. Ensure you do not overwhelm the Applicant.

• A thorough Damage Inventory is critical to the success of the Applicants recovery.

• PDMGs should ensure that engagements with the Applicant are organized, the information is delivered consistently, and the Applicant understands the next steps in grant development.

• Applicants have 60 days from the RSM to identify and report their damages. The PDMG is to assist the applicant in completing their Damage Inventory as soon as possible so that the necessary PA grants can be developed

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The Phase II objective is to capture Applicant’s disaster related damage and determine eligibility within 60 days of the Recovery Scoping Meeting (RSM) through:

• Logically group damage line items into projects

• Submitting Site Inspection Work Order requests

• Submitting Essential Elements of Information requests to the applicant

• Conducting site inspections for Standard and Specialized projects

• Applicant agreement to Damage Description and Dimensions for Standard and Specialized projects

• Completion of EEIs

Phase II - Damage Intake and Eligibility Analysis

After the RSM, the PDMG complete the following actions:

o Logically group damage line items into projects o Submit requests for Essential Elements of Information o Submit Site Inspection Work Order requests

Group damage line items into projects PDMG will logically group line items from the Damage Inventory into projects (Completed, Standard and Specialized). Grants Manager refers to this step “formulation”.

o Ensure the percentage complete of the project reflects the percent complete for the entire facility system (i.e., road, utility, campus) o Facilities with 90% or more completed work, or where the Applicant expects to complete the work within the next 2 weeks should be formulated as a Completed project

Submit requests for Essential Elements of Information Based on the discussion during the RSM, the PDMG will complete the EEI questions in the Grants Manager and associate documents or comments with EEI items. PDMG will send the EEI to the Applicant in the Grants Manager. The PDMG will review the EEI during all scheduled follow up meeting per the Program Delivery Plan.

Performance Expectation: Complete post-RSM activities within 3 days of conducting the RSM.

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Submit Site Inspection Work Order Requests Prior to submitting the work order the PDMG will coordinate with the SI TFL to ensure the requested time for the site inspection is still available. The PDMG will assess whether the damage needs a standard or specialized site inspection and submit the Site Inspection Work Order request in the Grants Manager.

Once the Site Inspector TFL confirms the work order, an automated email will be sent to the PDMG, Applicant, Applicant’s point of contact for the site inspection, PD TFL, Site Inspector, Site Inspector TFL, EHP and Mitigation with the Site Inspection Work Order information.

Completed/Fully Documented Projects The PDMG continues to meet with the Applicant as described in the Applicant’s Program Delivery Plan.

During these meetings, PDMG discusses document requirements, site inspections, projects, and emerging issues.

During Phase II, the Applicant also uploads documents to satisfy the EEI request. PDMG will regularly monitor the status of EEI completion. Once the Applicant associates documents or comments with each EEI item, the Applicant will return the EEI to the PDMG. PDMG reviews documents and comments to ensure the EEI is satisfied. PDMG will mark the EEI complete in the Grants Manager and submits the project to the CRC.

Standard and Specialized Projects

Site Inspection Prior to the site inspection, the Site Inspector will contact the Applicant’s representative to confirm the work order (i.e., time, date, location, sites to be inspected, work complete). If all sites on the work order are 100% complete, the Site Inspector will contact the SI TFL and PDMG and ask if the Site Inspection Work Order needs to be cancelled. The PDMG will confirm with the Applicant’s main POC that sites are 100% complete.

The Damage Description and Dimensions for Standard and Specialized projects must be completed by a Site Inspector. PDMG will determine whether the updated percentage of work complete will move the project to the Completed/Fully Documented Lane.

- If the project remains in the Standard or Specialized Lane, the PDMG will send an EEI request to the Applicant for documentation to support the completed work.

- If the project moves to the Completed/Fully Documented Lane, the PDMG will o Request the SI TFL cancel the Site Inspection Work Order in the Grants Manager o Remove the damage line items from the project o Update the % complete for those line items in the Damage Inventory o Regroup the line items into a Completed Lane project o Complete the EEI questions and send the EEI to the Applicant

What types of damage may require a specialized site inspection?

- Embankment or slope failure

- Structural, electrical or mechanical damage

- Bridges

NOTE: Before ordering a specialized site inspection, speak with the Site Inspector TFL or specialized project manager.

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Site Inspectors have 2 days after the conclusion of the site inspection to send the draft DDD to the

PDMG.

The Site Inspector TFL will contact the PDMG if the Site Inspector needs additional time to draft the

DDD.

TIP: Once the PDMG has approved DDDs for all damage line items on the work order, PDMG must click “complete Site Inspection Work Order” before the project can move forward.

***NOTE: The process to move the project to a different lane will change in a future update to the Grants Manager***

Within two days of conducting the site inspection, the Site Inspector will o Input data from the site inspection into the Grants Manager o Upload the Site Inspection Report (SIR) and photo pages o Develop FIRMettes and uploads into the Grants Manager o Discuss eligibility concerns with SI TFL or crew leader o Schedule meeting with PDMG to discuss eligibility issues identified during the site inspection

Review DDD The PDMG will review the SIRs, related documentation for each line item on the Site Inspection Work Order using the DDD Review Checklist.

If the PDMG identifies changes that need to be made to the DDD, the PDMG will o notify the Site Inspector and discuss the changes o rework the damage line item to the Site Inspector

If the PDMG identifies eligibility issues, he/she will discuss with the PD TFL. The PDMG will send a Request for Information (RFI) to the Applicant.

***The field RFI process is not in the Grants Manager.***

The PDMG will mark the Site Inspection Work Order complete and sends the project to the Applicant through the PA Grants Manager. PDMG will contact the Applicant to discuss the DDD(s) and to complete the Development Guide Questions.

Applicant Review of the DDD The PA Grants Manager and Grants Portal do not include the Recipient in the review of the DDD. If the Recipient wants to review DDDs, the PAGS will provide guidance.

The Applicant reviews and provides their concurrence on the DDD(s) through the PA Grants Portal. The Applicant cannot edit the DDD, so if the Applicant wants edits to the DDD, Applicant will discuss with PDMG.

PDMG reviews the requested changes, and if concurs with the request, reworks the DDD back to the Site Inspector to make the edits.

Performance Expectation: Applicant reviews DDDs within 7 days of receipt from PDMG.

Performance Expectation: PDMG reviews DDDs within 2 days of receipt from Site Inspector.

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***Only Site Inspectors can make changes to DDDs for Standard and Specialized projects in the Grants Manager***

Completion of the Development Guide Questions

After the Applicant approves the DDD(s), the project will return to the PDMG for ‘Scope and Cost Routing.’ The PDMG will complete the Develop Guide Questions and submits the project to the CRC.

If the Applicant is interested in pursuing the 406 hazard mitigation opportunity, the PDMG will contact 406 Hazard Mitigation to develop the Hazard Mitigation Proposal.

***Note: The identification of hazard mitigation opportunities process is not currently in the Grants Manager. It will be incorporated in a future update.***

All projects will go to the CRC – even if the Applicant elects to develop the SOW/costs. The CRC will not take action on those projects until the Applicant provides the SOW/costs. The PDMG will track these projects and regularly check with the Applicant on the status of the SOW/cost development.

Finalizing the Damage Inventory Applicants must identify and report disaster damage within 60 days of the Recovery Scoping Meeting.

The PDMG will regularly clean up the Damage Inventory for each Applicant, ensuring all damage line items are associated with an activity

- associated with a project

- withdrawn by an Applicant

- administratively removed (e.g. duplicate line items, consolidated line items)

- associated Determination Memo

The Grants Manager requires PAGS approval for edits to the Damage Inventory after day 60 of the Recovery Scoping Meeting. At day 61 after the Recovery Scoping Meeting, the Grants Portal will prompt the Applicant to sign the Damage Inventory.

Performance Expectation: PDMG completes the Development Guide questions and routes to CRC within 7 days.

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The objectives of Phase III is to:

• CRC develop the DDD/SOW/costs for Completed/Fully Documented projects

• CRC develop the SOW/costs for Standard and Specialized projects

• CRC validate Applicant-provided SOW/costs for work to be completed

• Obtain Applicant signature on projects

Phase III - Scoping and Costing

Completed/Fully Documented Projects

Validate & Develop DDD, SOW/Cost The Validation Specialist in the Completed/Fully Documented Lane will review the Applicant-provided information and develops the DDD, SOW, and costs.

Standard and Specialized Projects

Applicant Develops SOW and Costs FEMA Develops SOW and Costs

• Applicant inputs SOW and costs into the project in the Grants Portal

• Costing Specialist in the Standard Lane or

Technical Specialist in the Specialized Lane validate SOW and costs.

• Costing Specialist in the Standard Lane or Technical Specialist in the Specialized Lane develop SOW and costs based on the answers to the Development Guide Questions

Requests for Information from the CRC If the CRC needs additional information to develop the project, the CRC Specialist (Validation Specialist, Costing Specialist, Technical Specialist) will contact the PDMG. PDMG will review and will provide the information, if applicable. If the PDMG is not able to provide the requested information, the CRC Specialist will send a Request for Information (RFI) through the Grants Manager o PDMG will review and send to the Applicant o Applicant responds to the RFI and sends to PDMG o PDMG reviews RFI response and sends to the CRC

If identified, the CRC Specialist will discuss eligibility issues with CRC leadership. CRC leadership will discuss with the PDMG and PD TFL.

406 Hazard Mitigation Proposal Development During Phase III, 406 Hazard Mitigation Specialists will develop the Hazard Mitigation Proposal (HMP).

Once the proposal is drafted, the Mitigation Specialist will send to the PDMG. PDMG will discuss the HMP with the Applicant who will either sign or decline the proposal. If decline the proposal, the Applicant will provide a reason to the PDMG who will share with 406 Mitigation Specialist. ***Note: The Hazard Mitigation Proposal development process is not currently in the Grants Manager. It will be incorporated in a future update.***

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Performance Expectation: PDMG will review the project within 2 days of receipt from the CRC.

Performance Expectation: Recipient will review the project within 2 days of receipt from PDMG.

Performance Expectation: Applicant will review the project within 7 days of receipt from Recipient.

Program Compliance Review Once the project is developed and all RFIs for the project have been closed, the CRC Specialist will send the project through Program Compliance Reviews. Program Compliance Reviews are o Quality Assurance o Mitigation and Insurance o EHP

The PDMG may receive correspondence from these reviewers as the project goes through the queues.

PDMG Reviews Project After EHP reviews the project in the PA Grants Manager, the PDMG will receive the final project. The PDMG will review the project to ensure t accurately reflects the facility, work, and costs claimed by the Applicant. If identified, the PDMG will discuss changes needed to the project and rework the project to the CRC Specialist.

For specialized projects, it is incumbent upon the PDMG to go over project with the specialized TFL or the Specialized Project Manager.

Recipient Review After the PDMG reviews the project in the Grants Manager, the project goes to Recipient review in the Grants Portal. If identified, the Recipient will discuss requested changes with the PDMG.

Applicant Reviews & Signs Project After Recipient review, the Applicant receives project in the Grants Portal. The Applicant reviews and provides their concurrence on the project. If identified, the Applicant will discuss requested changes with the PDMG.

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The objective of Phase IV is to obligate projects.

Phase IV - Obligation

During Phase IV, final reviews are completed and funding is obligated for the project. The PDMG continues to serve as the customer service representative for any communication between FEMA and the Applicant during this phase. The PDMG will also conduct a Recovery Transition Meeting with the Applicant and Recipient POC.

Recovery Transition Meeting The Recovery Transition Meeting (RTM) is a formal transition briefing from FEMA back to the Recipient.

PDMGs must request to conduct the RTM through the Grants Manager. The Applicant must meet the following requirements before the Grants Manager will allow the PDMG to conduct the RTM:

o Damage Inventory has been signed by Applicant o All damage line items in the Damage Inventory have been logically grouped (formulated) into projects o All projects are signed by the Applicant.

The PDMG’s request to conduct the RTM does goes to the Program Delivery TFL and PAGS for approval.

After the request is approved, the PDMG can schedule the RTM in the Grants Manager.

The PDMG will conduct the meeting using the RTM Guide. During the meeting, the PDMG and Recipient will discuss each project, including obtain and maintain requirements, conditions that have been placed on the project, and any Determination Memos/Letters that have been issued. The Recipient will also discuss grants management requirements and other Recipient-specific processes, such as funding allocations.

After conducting the meeting, the PDMG will enter the results of the discussion in the Grants Manager and send the RTM to the Applicant. The Applicant will sign an acknowledgement of the RTM in the Grants Portal.

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How Performance is Evaluated and Keys to Success Successful performance for a PDMG results in the customer-centric delivery of PA to Applicants. This includes excellent communication and expectation management based on the Applicant’s recovery priorities and the support PA can provide. PDMG performance is based on the following criteria.

• Excellent customer service to Applicants throughout the PA delivery process, including regular meetings with Applicants;

• Conducting tailored ECs and RSMs to understand an Applicant’s recovery priorities and begin the process of identifying disaster related damage and support of their recovery efforts

• Early identification of special considerations issues or opportunities and coordination with field EHP and Mitigation staff;

• Timely scheduling of site inspections as needed;

• Managing Applicant expectations of site inspection;

• Timely requests for EEIs to the Applicant, including clear communications on what is needed ;

• Maintaining a consistent Program Delivery Plan with the applicant

• Accurate eligibility recommendations during Phase II, with information provided from site inspections and document validation;

• Development and processing of Determination Memos if applicable and communication to

Applicant;

• Use of the PA Grants Manager to track an Applicant’s projects through the process;

• Coordinating issue resolution on behalf of Applicants with the appropriate PA position (Site

Inspector, Validation Specialist, Costing Specialist, etc.);

• Productive communication with TFL;

• Participation in daily huddle boards; and

• Understanding and meet weekly objectives established by the PAGS.

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Position Task Books The Position Task Book (PTB) is a vehicle to document proficiency in the competencies identified to meet job requirements for both trainees and candidates. The primary components of a PTB are Behaviours/Activities, Competency, Task, and Indicators. Demonstrated performance will be observed by a Coach-Evaluator who will determine if that particular task has been mastered. Coordination for assignment of a coach/evaluator will be done through the PD TFL and the Ops Support TFL.

Day in the Life of/Week in the Life of Tool (DILO/WILO) For time management purposes, all employees are required to maintain a DILO/WILO schedule. This tool serves as a standard work schedule that helps ensure daily activities align to weekly operational goals. This tool facilitates the identification and documentation of ongoing activities and accomplishments. The PDMG is responsible for maintaining a DILO/WILO schedule and overseeing the schedule of assigned staff. Below are examples to include in the DILO/WILO:

• Scheduled RSMs

• Travel time

• Transition actions from selected RSM

• Scheduling of site inspections

• Meetings with EHP or MIT staff

• Conference calls

• Applicant follow up meetings (Program Delivery Plan)

• Review of site inspection report and draft DDDs

• Discuss DDD with applicant

• Discuss SOW & Cost with applicant

Daily Huddle Board The Program Delivery Task Force Lead (PD TFL) will conduct one huddle boards daily. These are short stand up meetings, and typically last no longer than 15 minutes. During the huddle, the PDMG provides a short brief on what has been accomplished since the last huddle, key activities that day, and any process interrupters they are encountering. Overall, huddle boards leverage visual management and allow for the sharing of information related to activities and potential issues. Many times this will be held via conference calls for PDMGs not co-located in the field office.

Sit-With A sit-with is a one-on-one feedback coaching session between the PD TFL and PDMG. PDMGs will participate in an initial sit-with with the PD TFL, during which they will discuss your previous disaster experiences and skill sets. This discussion will inform leadership on assignment of applicants. The PD TFL will conduct regular sit-withs throughout the deployment to discuss activities they have observed (Exploratory Calls, Recovery Scoping Meetings, follow up meetings with Applicants, etc.) or work they have reviewed. The PD TFL will provide real-time feedback on performance – both best practices and areas for improvement – to ensure continuous improvement.

Continuous Improvement Continuous improvement is an ongoing effort to improve products, services or processes. These efforts seek “incremental” improvement over time or “breakthrough” improvement all at once. The new PA

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Program delivery model utilizes Continuous Improvement through a Change Control process. Please participate in the Continuous Improvement process by identifying issues, opportunities, and feedback related to the new delivery model while performing your day to day work and submitting a Change Request at https://portalapps.fema.net/apps/ORR/NewPA/Pages/SubmitRequest-CCT-P3.aspx.

Within grants manager, once you click the down arrow by your name, a drop down box with appear then click feedback

Frequently Asked Questions How does one make an eligibility recommendation at the end of Phase II?

For work completed, the Validation Specialist is responsible for reviewing the Applicant-provided documentation to determine if it supports the claim and developing the DDD/SOW/cost. For work to be completed, the Site Inspector or Technical Specialist will conduct a site inspection, generate the DDD and capture photos of the damage claimed. The PDMG will have information from the Validation Specialist or the Site Inspector/Technical Specialist to make the eligibility recommendation. The PD TFL may also assist.

Please note, for technical projects, the Technical Specialist(s) will be conducting the site inspection and document validation.

Where can I learn more about the Public Assistance program and eligibility?

The Public Assistance Program and Policy Guide (PAPPG) is the comprehensive source for PA eligibility.

PA staff may access an electronic copy of the guide at https://www.fema.gov/media-library/assets/documents/111781. The PAPPG can also be downloaded onto your mobile device or computer.

If you suspect corruption, waste, fraud, abuse, mismanagement or misconduct contact the Department of Homeland Security Office of Inspector General hotline or submit a concern online.

https://portalapps.fema.net/apps/ORR/NewPA/Pages/SubmitRequest-CCT-P3.aspx https://www.fema.gov/media-library/assets/documents/111781 https://www.fema.gov/media-library/assets/documents/111781 https://www.oig.dhs.gov/hotline https://www.oig.dhs.gov/hotline