QA Site Inspection Job Aid (Reload).pdf

Site Inspection Job Aid

Public Assistance Division Recovery Directorate Office of Response and Recovery Federal Emergency Management Agency Last Updated: August 21, 2019

Version Date Description of Changes

2.0 2019-08-22 Fully revised with added guidance on mitigation.

1.0 indicates major changes and 1.1 indicates minor document edits.

Table of Contents General

Objective of Site Inspection

Overview of Resources for Site Inspections

Step 1: Prepare for a site inspection

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

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

Step 2: Conduct the site inspection

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

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

Resources List

Site Inspection Tools

Personal Protective Equipment

PA Delivery Toolbox Resources

Other Online Resources

Checklist for Conducting a Site Inspection

General During site inspections, Site Inspectors capture the descriptions and dimensions of disaster-related damage sustained to facilities in a Site Inspection Report (SIR). The

SIR and relevant damage information is used to write the facility’s damage description and dimensions (DDD). Typically, FEMA Site Inspectors conduct inspections in collaboration with an Applicant’s representative, who reviews, concurs, and signs the

SIR at the end of an inspection.

This guide describes each step Site Inspectors take to conduct site inspections. For more information on the Site Inspector’s role in PA program delivery, please see the

Site Inspector Position Assist.

Objective of Site Inspection The purpose of a site inspection is to record the descriptions and dimensions of disaster-related damage sustained to facilities.

Overview of Resources for Site Inspections 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 used during site inspections can be found on page 13.

https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx

A complete list of tools and personal protective equipment recommended for site inspections is also included on page 13.

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

Step 1: Prepare for a site inspection 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. Upon completing this step, Site Inspectors are ready to conduct inspections.

Receive, review, and accept a work order request Program Delivery Managers (PDMGs) submit a work order request to have site inspections conducted at one or more facilities listed on an Applicant’s Damage

Inventory (DI). Site Inspection Task Force Leaders (SI TFLs) assign one or more Site

Inspectors to each request.

Site Inspectors are expected to accept a work order assignment within one working day. A task notification will appear in Grants Manager when a work order request has been assigned. Click the bell to open the work order request. Review logistical details and accept the assignment. When reviewing a work order request, consider the following:

• Categories of work and types of facilities – Are you comfortable inspecting the categories of work or types of facilities indicated on the work order? If not, are other Site Inspectors assigned who may provide mentorship?

• Date and time of scheduled site inspections – Are there schedule conflicts?

• Location of each DI item listed

• Meeting location

• Estimated duration of each inspection

• Applicant representative(s)

Direct questions and concerns to the SI TFL as soon as possible. Once all assigned

Site Inspectors accept the work order request, the SI TFL confirms their acceptances.

The request then becomes a work order in Grants Manager and the following people are automatically notified:

• Site Inspectors

• SI TFL

• PDMG

• Applicant representatives

• Environmental and Historic Preservation (EHP) Specialists (if applicable)

• Mitigation Specialists (if applicable)

Performance Expectation:

Accept work order assignments within one working day.

Become familiar with facility details and discuss with the PDMG Before conducting site inspections, meet with the PDMG to discuss the types of damages and what to expect on the site inspection. Become as familiar as possible with details of each facility and of the Applicant. On the work order, review:

• Facility type and description

• Notes from the PDMG about the damaged facilities or site inspection logistics

• Documentation uploaded to Grants Manager

Consult Google Earth to verify the facility location and become familiar with the surrounding area. The FEMA GIS portal may have additional disaster-specific maps.

Consider potential safety concerns, including ongoing construction, enclosed spaces, unstable structures, electric shock hazards, and chemical and biological substances.

Meet with EHP Specialists and Mitigation Specialists Depending on the type and location of facilities, Environmental and Historic Preservation

Specialists (EHP Specialists) and 406 Hazard Mitigation Specialists (Mitigation

Specialists) may participate in the site inspection. EHP Managers and Mitigation

Managers assign Specialists to a work order after it has been created. The work order will indicate whether an EHP Specialist and/or Mitigation Specialist has been assigned.

If an EHP Specialist and/or Mitigation Specialist has been assigned, coordinate a meeting with them to:

• Discuss damaged facilities to be inspected

• Confirm timing and location of the inspection

• Coordinate travel logistics (e.g. carpooling)

• Review the site inspection process and roles

Each staff member attending the site inspection has an important role. Site Inspectors lead the inspection, record disaster-related damage, and ask all questions on the SIR.

EHP Specialists collect information about potential national and local environmental and historic preservation concerns. Mitigation Specialists ask questions to identify and report hazard mitigation opportunities.

If there will not be a Mitigation Specialist at the site inspection, Site Inspectors are responsible for recording mitigation information in the SIR. Prepare to capture mitigation opportunities by:

• Reviewing the mitigation handbooks and materials on the PA Delivery Toolbox

• Talking with the PDMG

• Seeking out a Mitigation Specialist

Mitigation Specialists may provide specific guidance on what information and documentation (including photographs) to collect if they cannot attend an inspection.

If an EHP Specialist or Mitigation Specialist does not respond to the meeting invitation, let the SI TFL know. The SI TFL will reach out to EHP and/or Mitigation manager(s) to confirm participation.

Call the Applicant’s representative Call the Applicant’s representative one business day before the scheduled site inspection to:

• Confirm the date, time, and meeting location

• Review each DI item on the work order

• Ask about the status of repairs and percent of work complete

• Discuss additional information, including special concerns, access to sites, site-specific hazards, and limited cell-phone service

If the Applicant’s representative reports that all sites on the work order are 100% complete, contact the PDMG. The PDMG will determine whether or not to cancel the work order. If some sites have been 100% repaired, or if upon arrival at the site work turns out to be completed, inspect all sites anyway to validate the work completed.

Gather tools, forms, and information needed for the site inspection The day before the scheduled site inspection, ensure the following are ready to go:

• Site Inspection tools and personal protective equipment (see list on page 13)

• Site Inspection Report forms for all categories of work

• Smartphone and charger

• Rental car and driving instructions

• A print out of the work order and any additional information about facilities

• Contact information for the Applicant’s representative

Bring at least one SIR form for each DI item listed on the work order. Some facilities may have components that fall under different facility types and require multiple SIR forms. Bring extra forms for each type of facility just in case.

Performance Expectation:

Call the Applicant’s representative one business day before the inspection to confirm.

Step 2: Conduct the site inspection This step takes place in the field. Site Inspectors conduct site inspections with the

Applicant’s representative and record descriptions and dimensions of damage identified.

If a Mitigation Specialist does not attend the site inspection, Site Inspectors capture mitigation information on the SIR. Site Inspectors relay eligibility questions and concerns to the PDMG. At the end of this step, Site Inspectors have inspected sites, completed SIRs, and received the Applicant’s signature on the SIR.

Use the Checklist for Conducting a Site Inspection, found on the last page of this document, as a guide during the inspection.

Introduce staff and review the work order After arriving at the meeting site, introduce FEMA staff to the Applicant’s representative and explain the purpose of the inspection and roles of FEMA and the Applicant. The

Site Inspection Applicant Quick Guide, available in the PA Delivery Toolbox, provides a high-level overview of why site inspections are important and the Applicant’s role.

Explain that the Applicant’s role is to identify damage caused by the event, provide information about the pre-disaster condition of the facility and intended method of repair, and to sign the SIR at the conclusion of the inspection. The Applicant and FEMA must both concur with information captured on the SIR in order to continue the PA grant process. At the end of the inspection, the Applicant will be expected to review the SIR, sign the first page, and initial every subsequent page.

Review damage details from the work order with Applicant. Note any information that may be incorrect or out of date on the work order, especially if repairs have begun.

To save time, enter the Applicant’s information, DI number, and WO number in the top portion of the SIR form before arriving at the site.

Fill out a Site Inspection Report Using the appropriate SIR, document all damage indicated by the Applicant. Separately record dimensions and descriptions of (1) the original facility, (2) damaged components that have not been repaired, and (3) repair work that has been completed. Include the following information:

• Facility description o Clearly define the pre-disaster design, function, capacity and dimensions o No damages are mentioned in this section

• Damage components o Dimensions should not exceed two decimal points; do not round down to the next whole number o Materials o Model or type of components o Size or capacity of components

• Cause of damage o Confirm damage was caused by the incident o Confirm damage occurred during the incident period

• Applicant’s method of repair for each component of the facility

• Profile and cross-sectional sketches with all dimensions indicated

Use a smartphone to capture GPS coordinates. Record coordinates in the decimal degree format, including at least six decimal points. For any facilities longer than 200 feet, include coordinates for both the start and end points.

Throughout the inspection, ensure the Applicant concurs with dimensions and descriptions written on the SIR. Fill out every box on the SIR. Cross out or write “N/A” in unused boxes.

If additional time is needed to inspect all sites on the work order, schedule a follow-up site inspection with the Applicant and notify the SI TFL. The SI TFL will notify the PDMG.

What if the work is complete?

If repairs are complete or nearly complete at the time of the inspection, capture descriptions and dimensions of the facility and repairs, indicating where damage occurred and how the facility was restored. This record substantiates damage claims and validates that repairs were made. Additional data, such as remote sensing and GIS, may be used to write or validate DDDs where work is complete.

What if the Applicants wants to inspect sites not on the work order?

If the additional site(s) are nearby and damage is the same category of work and level of complexity, notify the PDMG and SI TFL and inspect the additional sites.

If the additional site(s) are nearby but damage is a different category of work or level of complexity, contact the SI TFL and provide them with details of the damages. The SI

TFL will coordinate with the PDMG to determine if additional inspections should be added to the current work order or if another work order should be scheduled.

What if eligibility questions arise?

Capture all damage the Applicant identifies, even if it may not be eligible. For example:

• Damage does not seem to have been caused by the event

• The area does not appear to be regularly maintained

• The facility does not appear to have been in active use

The PDMG and other staff will refer to the SIR and work with the Applicant to determine what damage is eligible. Discuss concerns later with the PDMG, not the Applicant.

Discuss the Applicant’s intended method of repair For each damaged component, ask the Applicant about their plans for repair. On the

SIR, record information and comments about the method of repair in the long box beneath each component. Include:

• Who will perform the work (e.g. contract, force account labor)

• Methods and materials used to make repairs

• Changes to pre-disaster design, materials, capacity, footprint, or function

• Reason for changing the facility from its original design

• Other mitigation

If a Mitigation Specialist is at a site inspection, they may help the Applicant identify opportunities for hazard mitigation. Site Inspectors take notes on Applicant suggestions for mitigation. Be sure to introduce and include the Mitigation Specialist to help the

Applicant learn more about building back better.

If a Mitigation Specialist is not at the Site Inspection, Site Inspectors should still capture notes on Applicant suggestions for mitigation. The most important information to share is that the Applicant can pursue mitigation for their damaged facility and be supported by FEMA staff. This information will be used by Mitigation Specialists or CRC

Specialists to write Hazard Mitigation Proposals (HMPs). If the Applicant has questions regarding hazard mitigation eligibility, write them down and relay them to the PDMG.

Take photos of the facility and components Photos tell the story of the site inspection. Site Inspectors are often the only FEMA employees to see damaged facilities. Photos communicate contextual information for all other staff involved in grant development and reporting. Photos must clearly capture and align with damage(s) in the SIR and DDD.

Tips for taking good photos:

• Take several wide-view photos of the entire facility, from multiple angles. For example, photograph road damage from both end of the road.

• Take wide-view photo of each component, capturing the entire component.

• Take close-up photos of each damaged component to show details.

• For all photos, include an item to indicate size, such as a traffic cone, tape measure, or pen.

• For all photos, capture distinctive, stationary features to indicate position, such as flags, signs, cones, desks, or trees. When taking multiple photos, ensure reference items help a reader “stitch together” the scene.

• When taking photos inside structures, take photos in a panoramic style. Stand in one place and turn in a circle while taking photos. Turn a few degrees each photo and ensure the edges of photos overlap.

• Ensure lighting and perspective allows a viewer to clearly see damages.

• Include GPS coordinates and perspective (e.g. east, west) on each photo.

Photograph all damage indicated by the Applicant, even if the damage may not be eligible for PA. Take photos and close ups of anything that raises a concern and discuss with the PDMG, not the Applicant, after the inspection.

Answer questions on special considerations The last part of the SIR contains questions related to EHP, mitigation, and insurance.

Ask these questions once all damage has been documented, even if an EHP Specialist or Mitigation Specialist has already covered these topics. This is a good time to review that information and ask follow-up questions.

Complete the SIR and request the Applicant’s signature At the end of the site inspection, review the SIR with the Applicant to ensures all sections are accurate and complete. If the Applicant agrees that the SIR accurately and completely documents their facility, they must sign and date the first page, and initial every subsequent page, of the SIR. Before adjourning, explain next steps to the

Applicant.

Step 3: Enter DDD information and complete the work order Site Inspectors complete the actions in this step at the office after each inspection. Site

Inspectors enter information from the SIR into the SIR/DDD module in Grants Manager and upload photos and other documents. The work order is complete when documents have been uploaded and DDDs have been accepted by the PDMG. At the end of this step, Site Inspectors have completed their responsibilities for the respective work order.

Meet with PDMG to debrief Following the site inspection, meet with the PDMG to discuss how the inspection went and if there were any concerns. Discuss observations that could raise eligibility questions. Present additional questions the Applicant may have asked.

Enter SIR data into Grants Manager Within 2 business days of completing the site inspection, enter SIR information into Grants

Manager and send it to the PDMG.

Use the SIR from the site inspection to complete the

SIR/DDD module in Grants Manager. The SIR/DDD module is an electronic version of the SIR that automatically generates the DDD for each site. DDDs are structured to report descriptions and dimensions in a consistent way that makes it easy for a CRC Costing

Specialist to write a scope of work. Consult the SI Crew Lead or SI TFL with any questions about how to enter SIR data into Grants Manager. Make sure the paper SIR matches all information entered into the module and that the DDD reads well;

sometimes the auto-text is confusing or sounds unnatural.

When entering SIR information, use the following PA Delivery Toolbox tools to verify calculations and conversions of measured dimensions:

• Calculation and conversions spreadsheet

• Distance calculator spreadsheet

• Roof pitch chart

• Roof types-materials

• Tree calculator

In the Method of Repair tab, enter all information about how damage will be repaired and what type of labor will be used. If mitigation measures are included in planned repairs, explain what mitigation will take place.

Use the Comments tab to record special considerations questions that have a “yes” or

“unsure” answer. Indicate the question number. Include only needed details. Note whether an EHP Specialist or Mitigation Specialist attended the inspection.

Identify any concerns in the comments section. Consult the PDMG SI Crew Lead, or SI

TFL with questions about what information to include.

Performance Expectation:

Enter SIR information into

Grants Manager and send completed DDDs to the PDMG within two working days of completing the inspection.

Create and upload documents Attach four documents to the work order for each DI item inspected:

• Scanned SIR form

• Photo Sheet

• Location Map

• FIRMette

Use the Photo Sheet Template, available on the PA Delivery Toolbox, to compile and annotate photos taken during the site inspection. Include photos that clearly depict damage described in the SIR and detailed annotations for each photo. When annotating photos, indicate locations and other identifiable information from the DDD. This makes it easier to interpret the DDD and photos during review. The first photo should be an overview of the facility. Ensure photos accurately indicate dimensions, are not stretched, and include correct page numbers.

Use Google Earth Pro to create the Location Map. Include pins with GPS coordinates and labels for each damaged facility. Label the map with the name of the facility, Applicant name, work order number, and DI number. Use the measurement tools, colored labels, and pins in Google Earth to verify and indicate distances.

The Flood Insurance Risk Map (FIRMette) is a flood plain map of the area where a facility is located. The FIRMette is used by CRC and EHP staff. Use the National Flood

Hazard Mapping Service Center to download a “dynamic map” of the area surrounding each facility. It may take several minutes for the flood map to compile. Use Adobe

Acrobat to indicate each site with a pin. Add the name of the facility, Applicant name, work order number, DI number, and other annotations to the map.

Use the following naming conventions for uploaded documents, where [XXXXX] indicates the site’s work order and DI numbers, and select the corresponding category:

• Applicant-WO-XXXXX-DI-XXXXX-FIRMette (Floodplain and Wetland Maps)

• Applicant-WO-XXXXX-DI-XXXXX-Location_Map (Map)

• Applicant-WO-XXXXX-DI-XXXXX-Photos (Photo)

• Applicant-WO-XXXXX-DI-XXXXX-SIR (Site Inspection Report)

Check the SIR and DDD using the DDD Review Checklist Use the Site Inspection DDD Checklist, available on the PA Delivery Toolbox, to ensure all information from the SIR has been correctly entered into Grants Manager and that the DDD is complete.

Send DDD to the PDMG When all information has been entered into Grants Manager, send the completed DDD to the PDMG within 2 business days. The PDMG may reach out with questions and request edits. The PDMG may send the DDD back to be reworked.

Resources List List of all the templates, guidance, and tools for conducting site inspections

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

PA Delivery Toolbox Resources Forms, documents, spreadsheets, and other digital tools for completing site inspections and site inspection reports are available in the PA Delivery Toolbox:

https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx

• Site Inspection Report forms for all facility types

• Site Inspector Position Assist

• 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

Other Online Resources

• FIRMette: https://www.msc.fema.gov/

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

• Google Earth Pro:

http://mwsm2m01.fema.net/CMApplicationCatalog/#/SoftwareCatalog https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx https://www.msc.fema.gov/ https://disasters.geoplatform.gov/ http://mwsm2m01.fema.net/CMApplicationCatalog/#/SoftwareCatalog

Checklist for Conducting a Site Inspection Applicant: Date:

☐ Introductions

The purpose of the Site Inspection is to create a record of damage caused by the disaster. This record is used to write a scope of work for repairs and estimate the cost of repairs. An accurate cost estimate ensures the right amount of Public

Assistance funding will be approved in the initial grant.

The role of the Site Inspector is to record dimensions and descriptions of disaster-related damage identified by the Applicant on a Site Inspection Report (SIR).

The Applicant or Applicant’s representative must agree with damage descriptions and dimensions recorded on the SIR. At the end of the inspection, the Applicant’s representative will be asked to sign the first page of the SIR and initial each additional page.

☐ Verify information at the top of the SIR, including the Applicant’s name and title.

☐ Record damage dimensions and descriptions, including:

Facility Description o Facility type o Facility name o Facility description (purpose, use) o Address/location o GPS coordinates o Year built o Dimensions: type, measure, units o Shape o Capacity/volume/quantity/number o Materials o Make/model/type

Facility Damage Description o Disaster number o Date damaged o Description of the cause of damage

Component Description and Damage o Component type (e.g. wall, curb) o Component location o Dimensions, materials, and capacity o Dimensions of the damage o Make/model/type o Capacity/volume/quantity/number

☐ Take a photo of the whole facility and of each damaged component.

☐ Sketch the facility, damaged components, and repairs. Indicate dimensions and materials.

☐ Record a method of repair for each component. Note mitigation opportunities.

Include whether the work is complete, who performed or will perform the work, and any change of material, size, footprint, design, or capacity from original design.

☐ Answer special considerations questions.

☐ Applicant signs and dates each page of the SIR.