QA Attachment F - Environmental Planning and Historic Preservation Advisor Position assist.pdf

EHP Advisor Position Assist

(EHAD)

October 2017

Public Assistance Delivery Process EHP Advisor Position Assist

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Table of Contents

COMMON TERMS & ACRONYMS USED IN THIS POSITION ASSIST

Introduction

New PA Delivery Model

All Phases

Phase 1: Operational Planning

Task: Review and Discuss EHP information Gathered with PA Management

Task: Communicate with PA management to Determine EHP Staffing Needs

Task: Support PA Disaster Overview Presentation/Briefing

Task: Establish Communication with CRC EHP Liaisons

Task: Support Early Identification of EHP Considerations at Exploratory Calls and RSMs

Phase 2: Intake Damage and Eligibility Analysis

Task: Facilitate and Support EHP Participation in PA Site Inspection Process

Phase 3: Scoping and Costing

Task: Ensure EHP Objectives are met during Project Scoping, Costing and Review

Task: EHP Compliance Review

Phase 4: Obligation

Performance Evaluation

Overview of Performance Expectations

Position Task Books

Time Management

The Daily Huddle

Continuous Improvement

Frequently Asked Questions

Appendix A: Key PA/EHP Actions, By Phase

Appendix B: Sample Site Inspection Criteria

Appendix C: PDMG/Site Inspector/EHP Touchpoints

Appendix D: Resources

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ACRONYM/ABBREVIATION DESCRIPTION

CRC Consolidated Resource Center DDD Damage Description and Dimensions ECSP Environmental Compliance Review Specialist EEI Essential Elements of Information EFSP Environmental Floodplain Specialist EHAD Environmental and Historic Preservation Advisor EHMG Environmental and Historic Preservation Manager

EHP Environmental Planning and Historic Preservation

EMIS Environmental and Historic Preservation Management Information System

EMMIE Emergency Management Mission Integrated Environment ENSP Environmental Specialist EO Executive Order FEMA Federal Emergency Management Agency HSSP Historic Preservation Specialist IBD Infrastructure Branch Director JFO Joint Field Office PA Public Assistance PA Grants Manager Web interface for managing PA Grants Process.

PA Grants Portal Applicant interface in PA Grants Manager PAGS PA Group Supervisor PDA Preliminary Damage Assessment PDMG Program Delivery Manager REO Regional Environmental Officer RFI Request for Information RPA Request for Public Assistance RSM Recovery Scoping Meeting SitRep Situation Report SOW Scope of Work TFL Task Force Leader WebEOC Web-based Emergency Operations Center

For full list of FEMA Acronyms and Abbreviations, see:

https://www.fema.gov/pdf/plan/prepare/faatlist07_09.pdf

For an overview of the New PA Delivery Model process and associated roles and responsibilities, see the PA Grant Program New Delivery Model Operations Manual on the New PA SharePoint site:

https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/default.aspx

COMMON TERMS & ACRONYMS USED IN THIS POSITION ASSIST

https://www.fema.gov/pdf/plan/prepare/faatlist07_09.pdf https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/default.aspx

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Introduction This position assist provides a high level overview of critical tasks and recommended coordination actions between FEMA Environmental Planning and Historic Preservation (EHP) and Public Assistance (PA) under the new PA delivery model. This position assist serves as a supplement to the FEMA Incident Management Position Task Books and existing EHP guidance documents issued through the Office of Environmental Planning and Historic Preservation (OEHP) and FEMA Regional EHP Offices. The EHAD should also review and familiarize themselves with the position assists for subordinate roles of the staff they will supervise.

The EHP Advisor (EHAD) advises the Federal Coordinating Officer (FCO) and other senior leadership on complex EHP issues, and their possible paths to resolution, associated with all disaster operations. The EHAD provides guidance on legal compliance of PA activities with EHP requirements, works with State, Tribal, and Federal partners to resolve compliance issues, and ensures FEMA addresses EHP consultation responsibilities under all applicable EHP laws, regulations, and EOs. Throughout the PA program delivery process, the EHAD provides technical expertise, advice and counsel to EHP staff, Mitigation staff, PA staff, and Applicants in order to ensure proper stewardship of historic properties and the environment.

The EHAD works closely with the EHP Manager (EHMG), who is responsible for supervising EHP staff assigned to the disaster event, managing the dissemination of EHP information and managing the EHP compliance review process.

New PA Delivery Model The focus of the new PA delivery model is to provide PA grants in an accurate, efficient, and effective manner; and ensuring the successful recovery of communities affected by a presidentially-declared disaster. Coordination and communication between PA and EHP, Mitigation, and Insurance staff early and often throughout the process is critical to the success of the new PA delivery model.

The primary point of contact for the Applicant in the new PA delivery model is the Program Delivery Manager (PDMG). The PDMG provides customer service tailored to the Applicant through the entire delivery process, from the Exploratory Call to the Exit Briefing.

Because coordination between PA and EHP is critical to early identification of special considerations issues as well as accurate and efficient development and review of projects, EHP Specialists will work closely with PDMGs throughout the PA process.

In the new PA delivery model, scoping, costing and validation of PA projects takes place at the Consolidated Resource Center (CRC). CRC EHP Liaisons are part of the CRC workforce, serving as on-site technical specialists to PA staff during the process of project scoping, costing, and validation under the supervision of the Program Compliance Task Force Lead (PCTFL). The PCTFL ensures disaster-specific special considerations issues are communicated to Mitigation, Insurance and EHP staff in the CRC. The EHAD and EHMG coordinate with the CRC EHP Liaisons and the PCTFL.

Details on the new PA delivery model, including role descriptions in the Field/JFO and the Consolidated Resource Center (CRC) can be found in the PA Grant Program New Delivery Model Operations Manual on the New PA SharePoint site.

EHP Position Assists:

CRC EHP Liaison EHP Advisor EHP Manager EHP Specialist (Field/JFO)

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Key EHAD Tasks/Actions The EHP organizational structure in the Joint Field Office (JFO) will vary based on the scale and nature of the disaster and the phase of the operation. Some organizational structures will include both an EHAD and an EHMG (or multiple EHMGs); others may only have an EHAD; while others will only have an EHMG. When both an EHAD and EHMG are in the field/JFO, the EHAD may designate the EHMG to attend meetings or handle tasks in their stead as appropriate. If an EHMG is not available, it is expected that the EHAD will take on both EHAD and EHMG tasks/actions.

Actions associated with overseeing EHP Specialist activities and coordinating and communicating with PA may differ based on organizational structure. Actions indicated below are not comprehensive and mainly focus on coordination and communication between PA and EHP in the context of the new PA delivery model.

All Phases

EHP Advisor Actions � Establish and maintain communication between JFO and CRC EHP Liaisons about trends or identified EHP issues/concerns. If needed, elevate issues/concerns to Senior Leadership at the JFO and/or Regional Environmental Officer (REO).

� Lead coordination meetings with CRC EHP Liaisons (and PCTFL and PA staff as needed) to discuss EHP issues and stay apprised of any Insurance or Mitigation issues.

� Participate in meetings with PA staff at the JFO and CRC and brief out on EHP activities and issues/concerns.

� Participate in daily huddle meetings with PA (including the Infrastructure Branch Director (IBD) and PDMGs), the Recipient, and Mitigation. The EHAD briefs out on intended accomplishments for each day and goals for the week.

� Adjust staffing throughout the operation as needed (ongoing).

Reminder

• The CRC EHP Liaison provides technical expertise to facilitate scope of work development at the

CRC. It is important to share information gathered from the field, such as projects that may require consultations, so that the CRC EHP Liaison can ensure that the appropriate information is included in the scope of work.

The new PA delivery model is broken down into four phases. The following sections lay out the key tasks of the EHAD in each of the four phases.

PA projects are managed online through PAGrants.FEMA.gov. Through this website, EHP staff can view Applicant information (i.e. claimed damages, meeting and site inspection reports, projects ready for review) and upload EHP documentation. EHP staff assigned to the disaster should confirm as soon as possible that they can access the PA Grants Manager website. The EHMG will work with the Infrastructure Branch Director or designee to address any EHP access issues.

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Phase 1: Operational Planning

The Phase 1 objectives of the new PA delivery model are to identify Applicants’ disaster impacts and recovery priorities through Exploratory Calls and Recovery Scoping Meetings by developing detailed damage inventories, ordering site inspections, formulating 100% Completed Work into Projects, and requesting Essential Elements of Information.

EHP objectives in Phase 1 are to identify emerging EHP issues and areas of concern; establish and maintain key points of contact and communication with PA (including the PDMGs) and the CRC, and support EHP participation in Exploratory Calls and Recovery Scoping Meetings. For more details on the key actions for Phase 1, refer to Appendix A. The EHAD supports the Phase 1 objectives by completing the following tasks.

Task: Review and Discuss EHP information Gathered with PA Management The EHAD will gather and review information to inform decisions on EHP support needs and to anticipate EHP workload.

� Participate in discussions initiated by PA with CRC and JFO leadership regarding the PA Disaster

Operating Profile (see profile elements below) to identify potential EHP concerns and best practices.

� Inform EHP Staff and PA Infrastructure Branch Director (IBD) of known and potential EHP issues based on data collection and EHP scoping meetings with Federal, State, Tribal, local EHP agencies.

� Flag potential EHP issues based on review of information in the PA Disaster Operating Profile and Applicant Profiles in PA Grants Manager.

� Work with the Region to develop an initial staffing plan based on projected EHP workload; develop staffing request and plan.

� As Requests for Public Assistance (RPA) are approved, communicate known EHP issues to PDMG through established communication protocols (i.e. through PA Grants Manager, via email with copy to Program Delivery Manager Task Force Leader).

� Communicate known and potential EHP issues based on data collection and EHP scoping meetings with Federal, State, Tribal, local EHP agencies to EHP Staff, EHP Liaisons at the CRC, and PA Infrastructure Branch Director.

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Did You Know?

• Two key sources of PA information are the PA Disaster Operating Profile and Applicant Profiles developed by the Region from the Preliminary Damage Assessment (PDA), or known information from the disaster. Found in PA Grants Manager, these profiles contain information such as (but not limited to) primary impacts from the event, significant damages, geographic considerations, projected number of Applicants, mitigation opportunities, and potential other Federal agencies.

These profiles continue to evolve as more information is gathered, and Applicant damages are codified.

Task: Communicate with PA management to Determine EHP Staffing Needs Based on EHP information gathered, the EHAD will ensure that organizational structure and staffing are adequate.

� Meet with Infrastructure Branch Director (IBD) to understand PA’s EHP support needs.

� Work with the REO to develop an initial staffing plan based on projected EHP workload; develop staffing request and plan. This includes determining how EHP will support Phase 1 and 2 activities, including the RSMs and Site Inspections.

� Notify the IBD or designee of the roles that EHP cadre should be assigned to in PA Grants Manager.

Note: Notifications and EHP review capability are currently limited to those individuals identified in PA Grants Manager as an EHAD or EHMG. EHP Specialists are able to upload documentation, but do not receive notifications or have EHP review capability.

� Communicate with IBD and/or PAGS about how EHP will support PA at key milestones in the PA process.

� Determine how EHP will support PA in the new PA delivery model activities, to include EHP support at Exploratory Calls, RSMs, and Site Inspections; how and when documentation from RSMs and Site Inspections will be completed and provided; review timeframes for EHP Specialists; and who will serve as the primary Environmental Officer for EHP reviews.

� Adjust staffing throughout the operation as needed (ongoing).

Task: Support PA Disaster Overview Presentation/Briefing After the JFO is established, PA management (the IBD or PA Group Supervisor) will conduct a Disaster Overview presentation for staff. The EHAD will support and participate in the disaster overview briefing.

These briefings and issuance of any supporting guidance will occur as needed throughout the disaster operation.

� Communicate with IBD and/or PAGS about identified EHP concerns, trigger actions, best practices and other incident-specific information prior to the disaster overview presentation/briefing.

� Participate and support the disaster briefing by discussing potential EHP issues or concerns/challenges and best practices that are applicable to the disaster. The EHAD will discuss how EHP will support PA in Phase 1 activities, which may include listening in to Exploratory Calls

Version 3.1 Page 8 of 18 October 2017 where there are known EHP concerns, attending Recovery Scoping Meetings (RSMs), how resulting information will be shared in Grants Manager, and identification of actions that would warrant EHP participation in site inspections in Phase 2. The EHAD will also discuss the EHP questions that are asked at the Exploratory Calls and the RSMs and ensure that the PDMGs understand that these questions are intended to help EHP gauge interest and participation in the RSMs and site inspections.

� Ensure EHMG has finalized and distributed Greensheet and other Region/Disaster-specific EHP references.

Task: Establish Communication with CRC EHP Liaisons After the CRC is set up, the EHAD should set up an initial call with the PCTFL and the CRC EHP Liaisons to establish a communication dialogue and begin to convey EHP issues and concerns that the EHP Liaisons should be aware of as they start to facilitate the development of SOWs at the CRC. The EHAD should include the REO on this initial call as they will also have information, concerns, and issues to convey based on their previous experience in the Region. Communication and conveyance of any supporting guidance with the CRC EHP Liaisons should continue on a regular basis (e.g. weekly) throughout the disaster operation.

� With support from the REO, brief CRC EHP Liaisons and PCTFL on EHP concerns and issues specific to the disaster and to the state/area.

� Ensure Greensheet and other Region/Disaster-specific EHP references have been distributed to

CRC EHP Liaisons.

� Establish a regular communication schedule to convey EHP issues, concerns, and trends.

� Provide EMIS read-only and disaster drive access to CRC EHP Liaisons.

Task: Support Early Identification of EHP Considerations at Exploratory Calls and RSMs

Two early touchpoints in the recovery process that the PDMG has with the Applicant are the Exploratory Call and the Recovery Scoping Meeting. PDMGs conduct 15-20 minute Exploratory Calls as an initial opportunity for the PDMG to connect with the Applicant and to set the stage for the RSM. The RSM is the first substantive meeting between the Applicant and FEMA; the RSM starts the 60-day regulatory timeframe for the Applicant to identify and report damage.

EHP has found that listening in to the Exploratory Call may provide information that is useful for determining staffing at the RSM including if EHP is needed at an RSM or if particular damages warrant a specialized EHP Specialist. However, EHP does not have a speaking role in the Exploratory Call.

Additionally, the PDMG may hold an unscheduled Exploratory Call if the Applicant chooses and thus EHP would not be able to listen to the call. However, EHP can consult the “applicant questionnaire” in Grants Manager following the Exploratory Call to gather information.

EHP’s first opportunity to fully discuss potential EHP concerns is at the RSM. PDMGs also ask more detailed questions about EHP considerations at the RSM. Based on the size of the event and the number

Version 3.1 Page 9 of 18 October 2017 of available EHP staff, it may not be feasible for EHP to participate in all RSMs. If an EHP Specialist is unable to attend the RSM, a copy of the Greensheet should be provided to the PDMG for distribution and the EHP Specialist should review the EHP questions in Grants Manager following the RSM. The EHAD will work with the EHMG to develop criteria to determine staffing priorities for RSMs.

For RSMs, EHADs should be aware that the EHP Specialists are expected to:

• coordinate with the PDMGs before and after the RSM;

• distribute EHP information at the RSM and provide EHP briefing, asking clarifying questions of damages if needed;

• make the EHMG aware of any potential EHP concerns; and

• help EHMG identify which site inspections warrant EHP participation or if a particular specialist (i.e.

archaeologist or floodplain specialist) is needed at the site inspection.

For a more detailed explanation of the EHP Specialist tasks at the RSM, refer to the EHP Specialist position assist. RSM tasks related to both the PDMG and EHP Specialist are in Appendix C.

� Provide advice and counsel to PA and EHP staff on any complex EHP compliance issues/questions that emerge from the Exploratory Call or RSM.

• EHP questions are asked at both the Exploratory Call and RSM and are recorded in Grants

Manager. Additional details available in Grants Manager that may be beneficial to EHP include the Applicant Questionnaire (which identifies the Categories of Work that the Applicant is applying for) and a detailed damage inventory.

To successfully perform their role in Phase 1, EHADs are expected to:

Performance Expectations in Phase 1

• Establish and maintain communication with PA and CRC.

• Proactively inform PA and CRC of potential EHP issues and concerns.

Phase 2: Intake Damage and Eligibility Analysis

The Phase 2 objective of the new PA delivery model is to capture the Applicant’s disaster related damage and determine eligibility within 60 days of the RSM. PA will accomplish this by conducting site inspections and having the Applicant agree to the Damage Description and Dimensions (DDD) for work

Version 3.1 Page 10 of 18 October 2017 to be completed. For completed work, the PDMG will formulate a Completed/Documented Lane project and ensure that the Applicant has provided all Essential Elements of Information (EEIs).

EHP objectives in Phase 2 include participation in site inspections for projects with work to be completed. It is important to remember that EHP staff at the JFO do not participate in site inspections for Completed/Documented projects and therefore will have had limited frontloading and data gathering opportunities for these projects. The EHAD supports the Phase 2 objectives by completing the following tasks.

Task: Facilitate and Support EHP Participation in PA Site Inspection Process When the Applicant has work to be completed, PA Site Inspectors or Technical Specialists are assigned a site inspection work order to document damage and develop Damage Description and Dimensions (DDD). After receiving email notification of the site inspection work order via PA Grants Manager, the EMG assigns an EHP Specialist to the site inspections as appropriate. The EHP Specialist and Mitigation staff coordinate with the Site Inspector/Technical Specialist to attend site inspections based on nature and complexity of Applicant damages.

EHADs should be aware that the EHP Specialists are expected to:

• Coordinate with Site Inspector prior to the site inspection to discuss travel logistics and roles

• Take photographs and document the site inspection

• Share EHP information, ask about potential methods of repair, and provide technical assistance to the Applicant.

• After the site inspection, upload Site Inspection Report and site photographs to the PA Grants Manager.

� Establish criteria to help determine whether EHP should participate in a site inspection (see

Appendix B for sample criteria).

� Advise PA and EHP staff on complex or technical environmental issues/questions that arise from the site inspection and make sure this is communicated to the CRC Liaison.

• Criteria for site inspection attendance will vary Region to Region based on disaster specific circumstances To successfully perform their role in Phase 2, EHADs are expected to:

Performance Expectations in Phase 2

• Ensure the EHMG is managing EHP Specialists so that EHP Site Inspection Reports are completed within the guidelines established by the EHAD.

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Phase 3: Scoping and Costing

The Phase 3 objectives of the new PA delivery model are to validate the SOW and costs for Completed/Documented Projects or develop the SOW and costs for Standard/Specialized Projects (or validate if the Applicant prepares the SOW and costs). QA/QC, Insurance, Mitigation, and EHP then carry out their compliance reviews.

EHP objectives in Phase 3 are to ensure all projects are compliant with all EHP laws, regulations, and EOs. The EHAD supports the Phase 3 objectives by completing the following tasks.

Task: Ensure EHP Objectives are met during Project Scoping, Costing and Review

At the CRC, PA Projects are processed through one of three lanes based on complexity and type of work:

Completed/Documented Standard Specialized All categories of completed work with all required documentation

All categories of work requiring a non-technical site inspection

All categories of work requiring a technical site inspection

During Phase 3, the SOW and costs for Completed/Documented Projects are validated by the Document Validation Specialist; while the SOW and costs for Standard or Specialized Projects (Work to be Completed) are developed (or validated if developed by the Applicant) by the Costing Specialist (Standard Projects) or Technical Specialist (Specialized Projects). During the regular coordination with the CRC EHP Liaisons, the EHAD should maintain situational awareness about projects and trends that arise during the project development.

� Maintain communication with CRC EHP Liaison about trends or identified EHP issues/concerns at the CRC.

� Coordinate with REO as needed on complex EHP issues that may outlast the JFO.

� Participate in sync meetings with CRC PCTFL, CRC EHP Liaison and PA staff to discuss EHP issues and stay apprised of any Insurance or Mitigation issues.

� Support CRC EHP Liaison as needed to address complex/technical EHP issues during project scoping, costing, and QA/QC review.

• If EHAD determines that communication with CRC EHP Liaisons about trends, issues and concerns is not resulting in improved QA/QC review, elevate to PCTFL and REO.

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Task: EHP Compliance Review

Following formulation, the CRC EHP Liaison performs a completeness review to ensure that the project is complete and includes sufficient DDD and SOW as well as all required documentation. This completeness review occurs during the QA/QC phase of Program Compliance Review. Following this QA/QC phase, the project will undergo the Program Compliance reviews, including the EHP review by the EHP Specialist at the JFO.

EHP Reviews are documented within EMIS. As the EHP Specialist performs the review, they will notify the EHP Manager of any EHP issues or projects that may require lengthy consultation. Once the EHP Specialist completes the review, the Environmental Officer will carry out the Environmental Officer review in EMIS. The Environmental Officer then completes the review in PA Grants Manager. The Environmental Officer indicates whether the project is compliant with EHP laws and Executive Orders;

adds any project-specific conditions; and uploads the Record of Environmental Consideration (REC) (if needed) in PA Grants Manager.

� Establish and communicate expected timelines for EHP Review to EHP Specialists.

� For complex projects, advise EHP staff as needed actions necessary to comply with all applicable

EHP laws, regulations, EOs, and agency policies and procedures to include complex consultation documents and preparation of appropriate NEPA documentation.

� Ensure Environmental Officer reviews are completed in EMIS and PA Grants Manager.

To successfully perform their role in Phase 3, EHADs are expected to:

Performance Expectations in Phase 3

• Communicate with PDMG and the CRC EHP Liaisons on the timeline of complex projects that may require consultations or an Environmental Assessment.

• Ensure the EHMG is managing EHP Specialists so that EHP Site Inspection Reports and EHP reviews of Completed/Documented projects are completed within the guidelines established by the EHAD.

Phase 4: Obligation

The Phase 4 objective of the new PA delivery model is obligation. The PDMG, Recipient, and Applicant reviews the Project in PA Grants Manager and then the project is obligated in in EMMIE. Once all projects are obligated, the PDMG conducts the Recovery Transition Meeting (see PA Operations Manual for more information on Phase 4). There are no EHP actions in Phase 4.

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Performance Evaluation A successful EHAD for the new PA program delivery process provides EHP guidance and expertise to the Program, JFO/Field staff, and CRC staff. This includes having and maintaining knowledge of applicable EHP laws, regulations and Executive Orders, time management skills, excellent communications skills and technical aptitude. The performance of the EHAD is evaluated on the following:

• Excellent customer service to Program and JFO senior leadership.

• Early identification of EHP emerging issues and areas of concern.

• Provide accurate and timely information on EHP considerations to EHP staff, Recipients, Applicants, and PA staff.

• EHP information sharing with EHP staff, PA staff, Recipients, and Applicants.

• Daily coordination and communication with PA Management.

• Regular coordination and communication with the CRC PCTFL and CRC EHP Liaisons.

Overview of Performance Expectations

Phase Performance Expectation

Phase 1

• Establish and maintain communication with PA and CRC.

• Proactively inform PA and CRC of potential EHP issues and concerns.

• Work with the EHMG to ensure that EHP Specialists complete, upload, and distribute the EHP RSM report within 2 business days of RSM completion.

Phase 2

• Ensure the EHMG is managing EHP Specialists so that EHP Site Inspection Reports and are completed within the guidelines established by the EHAD.

Phase 3

• Communicate with PDMG and the CRC EHP Liaisons on the timeline of complex projects that may require consultations or an Environmental Assessment.

• Ensure the EHMG is managing EHP Specialists so that EHP Site Inspection Reports and EHP reviews of projects are completed within the guidelines established by the

EHAD.

Phase 4 • No EHP actions in Phase 4.

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 Behaviors/Activities, Competency, Tasks, and Indicators. Demonstrated performance will be observed by a Coach-Evaluator who will determine if that particular task has been mastered. This position assist is a complement to the EHAD PTB.

Time Management As the EHAD, you may implement use of time management tools for EHP staff to inform JFO and Regional management in distributing work assignments. One method used by PA under the new PA

Version 3.1 Page 14 of 18 October 2017 delivery model is “Day in the Life of/Week in the Life of” (DILO/WILO). This involves logging daily activities and ensuring alignment of those activities with weekly operational goals. The REO may also have similar tools such as weekly work logs to document accomplishments and work load. As the EHAD, you may find these methods useful for tracking staff workload. Below are examples of what EHP Specialists might track:

• Scheduled RSMs

• Travel time

• Scheduling of site inspections

• Conference calls

• Applicant follow up meetings

Additionally for Stage 3, the EHAD will be expected to report back to the EHP Recovery Coordinator at OEHP on a weekly basis as to activities that occur in the field. The EHP Recovery Coordinator will provide the EHAD with a simple form to track these activities at the beginning of the disaster.

The Daily Huddle Daily huddles are a mechanism for communicating and coordinating efforts and may be instituted by the EHAD or EHMG. The daily huddle is a brief (10-15 minutes), stand-up peer-to-peer discussion about operational objectives and related activities, including issues identified in the operation. During the huddle, staff provides a short brief on what has been accomplished since the last huddle, key priorities for the day, and any process interrupters they are encountering. 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 EHP staff not in the field office.

Huddles are not problem solving meetings. If issues that that will require lengthy conversation are identified, the issue is listed on the huddle board. The EHAD, EHMG, and REO or PA leadership (as necessary), to ensure resolution is consistently applied across the new PA delivery model. The resolution will be reported back to staff at the next huddle meeting.

Continuous Improvement While on deployment, everyone is encouraged to provide feedback related to PA program delivery through the Change Control Tool on the FEMA New PA SharePoint website:

https://portalapps.fema.net/apps/ORR/NewPA/Pages/SubmitRequest-CCT-P3.aspx

The identification of issues and recommendations for improvement are integral to continuous improvement. Note that EHP Specialists will provide feedback to the EHMG for vetting prior to adding to the Change Control Tool.

Frequently Asked Questions

[TBD]

https://portalapps.fema.net/apps/ORR/NewPA/Pages/SubmitRequest-CCT-P3.aspx

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Appendix A: Key PA/EHP Actions, By Phase

Key PA Actions in Phase 1 Key EHP Actions in Phase 1

• Conduct Applicant Briefing.

• Receive Requests for Public Assistance.

• Assign PDMGs to Applicants.

• Conduct Exploratory Calls.

• Conduct Recovery Scoping Meetings.

• Identify emerging EHP issues and areas of concern.

• Meet with PA staff to determine support needs;

establish key points of contact and preferred method of communication

• Work with PDMGs to initiate communications with State, Tribes, Territories, jurisdictions and potential PA Applicants about EHP considerations.

• Attend/Document Recovery Scoping Meetings and bring EHP issues to PDMG’s attention

Key PA Actions in Phase 2 Key EHP Actions in Phase 2

• Perform site inspections for work to be completed.

• Obtain Essential Elements of Information (EEIs) from Applicant for Completed/Documented projects.

• Formulate Completed, Standard, and Specialized Lane Projects.

• Participate in site inspections as assigned.

• Work with PA staff to obtain data needed to evaluate project impacts.

Key PA Actions in Phase 3 Key EHP Actions in Phase 3

• Validate SOW/costs for Completed/Documented projects.

• Develop SOW/costs for Standard/Specialized projects.

• Validate Applicant-provided SOW/costs for Standard/Specialized projects.

• Complete Program Compliance Reviews.

• Enter project into Emergency Management

Mission Integrated Environment (EMMIE).

• Review formulated PA projects for EHP issues.

• Identify actions necessary to comply with all applicable EHP laws, regulations, and EOs.

• Document review findings and spell out conditions for project compliance in EMIS and PA Grants Manager.

Key PA Actions in Phase 4 Key EHP Actions in Phase 4

• Obtain Applicant signature for all Projects.

• Final Approvals and Obligation of Projects

• No EHP actions in Phase 4

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Appendix B: Sample Site Inspection Criteria Due to staffing and location challenges, EHP may not be able to participate in all Site Inspections. In coordination with the REO, the EHAD should develop specific criteria to help prioritize EHP participation in Site Inspections. The specific criteria and prioritization of work will vary based on the nature of the disaster and the location-specific EHP considerations in the applicable State, Tribe or Territory.

Priority Criteria to De-conflict Site Inspections High Infrastructure greater than 50% damaged, regardless of age, such as hospitals, schools, government buildings (e.g. city hall, fire station, police station, courthouse, etc), wastewater treatment plants, and water treatment plants.

High Complex projects, likely to trigger an EA or have an adverse effect High Alternate or Improved projects High Beaches, fishing piers, stream bank hardening or armoring Mid Historic structures (older than 45 years; currently 1971) or in a historic district Mid Ground disturbing activities, including root ball removal or expansion of footprint Mid Work in water, including culvert upsizes, bridge repairs, in or near wetlands, floodplains;

debris removal from water Mid If mitigation is proposed Low Everything else…. (potholes, vehicle repairs, return back to pre-disaster condition, etc) None Completed work, Emergency Protective Measures

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Appendix C: PDMG/Site Inspector/EHP Touchpoints

PDMG/EHP Touchpoints (summarized from the PA PDMG Position Assist)

Before the RSM:

• PDMG will meet with EHP, Mitigation, and Recipient point of contact no later than 3 days prior to RSM.

• PDMG coordinates a meeting with EHP Specialist, Mitigation, and State to discuss damage inventory, roles and responsibilities, and agenda for the meeting.

During the RSM:

• PDMG asks Applicant EHP questions on RSM Checklist. EHP Specialist asks clarifying questions as needed.

• EHP Specialist distributes EHP information, provides EHP briefing after discussion of damages.

• PDMG discusses dates/times Applicant is available for site inspection(s).

After the RSM:

• 100% completed work: PDMG groups sites into projects. Once Applicant provides required documentation and answers programmatic and special considerations questions, PDMG routes project to the CRC.

• Work to be completed: PDMG issues a site inspection work order request. The EHMG receives notification of the work order through PA Grants Manager, and assigns an EHP Specialist to the work order.

Site Inspector/EHP Touchpoints (summarized from PA Site Inspector Position Assist)

Before the Site Inspection:

• Site Inspector reviews site inspection Work Order to understand impacts to the site/cause of damage, and reviews facility related documentation.

• EHMG reviews work order and assigns inspection to EHP Specialist in the PA Grants Manager.

EHP Specialist receives the site inspection notification via email.

• Site Inspector coordinates a meeting with EHP and Mitigation to discuss the site inspection, including meeting time, travel logistics to the site, process of the site inspection, and roles during the inspection.

During the Site Inspection:

• Site Inspector requests Applicant representative answer the special consideration questions.

• EHP Specialist takes photographs, shares EHP information, asks about potential methods of repair, and provides technical assistance to the Applicant.

After the Site Inspection:

• Site inspector uploads Site Inspection Report and Applicant-provided documents to PA Grants Manager.

• EHP Specialist uploads EHP Site Inspection Report and site photographs to the PA Grants Manager.

• Site Inspector drafts the Damage Description and Dimensions (DDD) for PDMG review and concurrence.

Version 3.1 Page 18 of 18 October 2017

Appendix D: Resources

Key Resources

Resource Web Address FEMA Public Assistance Program and Policy Guide https://www.fema.gov/media-library/assets/documents/111781

FEMA New PA Website https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/default.aspx

EHP Position Task Books https://intranet.fema.net/org/fima/collab/OEHP/Cadre/Shared Documents/PTBs

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