QA Attachment E2 - 2-Program Delivery Manager Position Assist Addendum.pdf

Program Delivery Manager Public Assistance Position Assist Addendum

Program Delivery Manager Position Assist Addendum

May 27, 2021

This document is an addendum to the Program Delivery Manager (PDMG) Position Assist. It provides additional interim guidance to address process changes that FEMA will include in future updates to the Position Assist. PDMGs should also reference FEMA’s Public Assistance (PA) Job Aid Working in a Remote Environment for tips on delivering the program in a remote environment.

Phase I Exploratory Call For incidents declared on or after September 7, 2020, upon FEMA’s approval of the Request for Public Assistance (RPA), the Applicant should start an Applicant Impact Survey (AIS). The survey captures high-level information about the Applicant’s experience with the PA Program, and the type and severity of its incident-related impacts. The AIS is in Grants Manager (GM), under the Applicant Profile, in the Preliminary Applicant Information tab.

PDMGs need to review the Applicant’s responses to the questions for the RPA summary and AIS prior to conducting the Exploratory Call (EC). During the EC, the PDMG confirms answered questions, completes any unanswered questions, and updates as needed.

Figure 1. Grants Manager Preliminary Applicant Information

PDMGs refer to the Exploratory Call Guide to conduct the call for all incidents. The Exploratory Call Guide includes questions and scripts for conducting the EC. Incidents declared on or after September 7, 2020 should refer to Appendix A: Exploratory Call Script and incidents declared before September 7, 2020 should refer to Appendix B: Exploratory Call Script, which contains the previous document titled Exploratory Guide Questions with Notes Space. PDMGs use the respective Appendix to capture the Applicant’s responses.

Once the call ends, the PDMG should transfer the information into GM.

https://intranet.fema.net/org/orr/recovery/pad/Coronavirus%20PA/Forms/AllItems.aspx https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx

Figure 2. Grants Manager Exploratory Call

Recovery Scoping Meeting During the Recovery Scoping Meeting (RSM), in addition to using the RSM Guide, PDMGs explain the streamlined Project Applications used for submitting debris removal (Category A), emergency protective measures (Category B), and management cost (Category Z). Some Applicants use Direct Application and navigate the process without a PDMG. FEMA may assign a PDMG to an Applicant at any point in the process using Direct Application (see Applicant Information: Direct Application for an overview). PDMGs begin coordination with Applicants at the RSM step.

Phase II Impact and Damage Identification The Applicant identifies and reports impacts by completing Sections I-III of the streamlined Project Application for debris removal and emergency protective measures. The system automatically creates damage inventory1 line items once the Applicant completes and saves Sections I-III. Management cost projects are not enabled until at least one of the Applicant’s Project Applications obligates for the incident. For more information, refer to the Management Costs Streamlined Project Application. Refer to Appendix A: Damage Validation Checklist to determine eligibility prior to creating a Work Order.

Streamlined Project Application There are four streamlined Project Applications available that include specific information and documentation requirements for work and costs claimed. For detailed information on each streamlined Project Application, see the following:

• Category A Streamlined Project Application Reference Guide

1 Referred to as the List of Impacts in PAPPG V4.

https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx https://www.fema.gov/assistance/public/policy-guidance-fact-sheets

• Category B Streamlined Project Application Reference Guide

• COVID-19 Streamlined Project Application

• Management Cost Streamlined Project Application

PDMGs should assist Applicants with completing and submitting Project Applications. Follow these steps to process streamlined Project Applications in Grants Manager:

1. Click “Formulate Project” button in the yellow banner under the Applicant Profile.

Streamlined Project Applications require completed Sections I-III and saved to initiate the project.

2. On the next screen, click “Yes” to “Is this a Streamlined Standard Project Application?”

Figure 3. Grants Manager streamlined Project Application selection

3. Select debris removal, emergency protective measures, or management costs to create a Project Application.

Figure 4. Grants Manager streamlined Project Formulation selection

4. Follow the prompts to answer the questions and upload required documents based on information provided by the Applicant.

https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx https://intranet.fema.net/org/orr/recovery/pad/Coronavirus%20PA/Forms/AllItems.aspx

Figure 5. Grants Manager Project Creation

• PDMGs may complete all sections of the Project Application on behalf of the Applicant except Section IV – Project Certifications.

• Ensure the Applicant’s Authorized Representative certifies and signs the Project Application. If a consultant prepared the Project Application, they also need to sign and certify to the information provided.

• PDMGs may modify the project description at any time in the process. This ability locks after FEMA final review is complete.

• Refer to Appendix A: Damage Validation Checklist to validate information provided by the Applicant.

• When an estimated small project becomes a large project after the scoping and costing is complete during Phase 3, new functionality exists in GM to trigger a large project schedule for the Applicant to complete. FEMA sends a Request for Information (RFI) to capture the large project information.

Completing a Donated Resources Project FEMA prepares a separate project to account for the combined total of all Emergency Work donated resources. FEMA does not process the project until it obligates all the Applicant’s Emergency Work projects. To create a donated resources project in Grants Manager, under Applicant Profile:

1. Select “Create Project.”

2. On the next screen, click “No” to “Is this a Streamlined Standard Project Application?” and in the pop-up window explain that due to system limitations, the Applicant may not complete the streamlined Project Application for a donated resource project.

3. Select “Emergency Work Donated Resources.”

4. Complete the project formulation wizard.

Figure 6. Grants Manager Project Formulation

5. Assign damage to the project and complete project formulation.

6. Manage project Essential Element of Information.

7. Submit the project to the Consolidated Resource Center.

Using Grants Manager to Track Applicants and Projects PDMGs track the status of the Applicant’s Project Application on the Applicant Profile page by clicking “View Pending Streamlined Project Applications” in the yellow banner or scrolling to the Projects tab.

Figure 7. Grants Manager View Pending Streamlined Project Applications

Requests for Information PDMGs should assist the Applicant in responding to RFIs in accordance with the FEMA Job Aid Requests for Information.

Amendments PDMGs should assist Applicants that identify a need to change the scope of work (SOW) by assisting with amendments in accordance with the FEMA Job Aid Amendments.

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://www.oig.dhs.gov/hotline

A-1

Appendix A: Damage Validation Checklist The Program Delivery Manager (PDMG) uses this checklist to determine eligibility prior to creating a Work Order. The PDMG reviews Applicant-provided documentation to ensure the facility is eligible for funding under the Public Assistance Program. The PDMG requests additional documentation from the Applicant, if needed.

Facility Eligibility Validate damage and work locations are in declared area.

Documentation to review:

□ Map of damage and work sites

□ Address or GPS locations

□ Declaration information

Verify:

□ Damage is located within a declared area;

□ Work is located within an area declared for that category of work; and

□ GPS coordinates match mapped facility.

Validate damage facility is owned and under the authority of the Applicant.

Documentation to review:

□ Contracts showing the Applicant is legally responsible for the incident related repairs;

□ Deeds, titles, or local government tax records; and

□ Lease agreements

Verify:

□ Contract shows the Applicant has legal responsibility for incident-related repairs;

□ Applicants have a Force Majeure provision clause relieving the contractor from responsibility for damage beyond its reasonable control, such as natural disasters (often referred to as “acts of God”) or acts of war;

□ Contract has a provision identifying the point at which the contractor transfers legal responsibility for the facility, or portions of the facility, back to owner; or

□ Lease agreement specifies the Applicant is legally responsible for incident-related repairs.

Confirm damage was caused by the incident.

Documentation to Review:

□ Facility maintenance records within 3 years of the incident.

□ Inspection or safety reports within 3 years of the incident.

□ Pre-incident photographs of facilities specific to damaged areas of the facility.

□ Architectural, engineering, or construction documents including specifications of pre-incident facility design, capacity, use, and function.

□ Any other documentation supporting pre-incident condition of facility.

Verify:

□ Damage is a direct result of the declared incident and not caused by deterioration, deferred maintenance, the Applicant’s failure to take measures to protect a facility from further damage, or negligence;

□ Photographs correspond with facility conditions before the incident by comparing them to Google Earth images; and

□ If the facility was subject to prior damage by reviewing the Applicant’s projects and status of work in Grants Manager from previous incidents.