DHS EP&RDHS EP&RMission

Assignments (MAs)

DHS EP&RDHS EP&RMission

Assignments (MAs)

CDRP-2

What is aMission Assignment (MA)?

What is aMission Assignment (MA)?

Work order issued by DHS EP&R to a Federal agency directing completion of a specific task, and citing funding, other managerial controls, and guidance

Given in anticipation of, or response to a Presidential declaration of a major disaster or emergency

Work order issued by DHS EP&R to a Federal agency directing completion of a specific task, and citing funding, other managerial controls, and guidance

Given in anticipation of, or response to a Presidential declaration of a major disaster or emergency

CDRP-3

1.1. Federal Operations Support (FOS): Federal Operations Support (FOS): Any type of support to Federal

responders 100% Federally funded Before or after declaration

1.1. Federal Operations Support (FOS): Federal Operations Support (FOS): Any type of support to Federal

responders 100% Federally funded Before or after declaration

Three Types ofMission Assignments (MAs)Three Types ofMission Assignments (MAs)

“FED TO FED”

CDRP-4

3.3. Direct Federal Assistance (DFA): Direct Federal Assistance (DFA): For goods and services beyond the State’s

capability to provide Functions normally under State/local

purview Requested by State; subject to cost-share Eligible only after declaration

“Dirty Hands and We do the Work”

3.3. Direct Federal Assistance (DFA): Direct Federal Assistance (DFA): For goods and services beyond the State’s

capability to provide Functions normally under State/local

purview Requested by State; subject to cost-share Eligible only after declaration

“Dirty Hands and We do the Work”

3 Types of MAs (Cont’d)3 Types of MAs (Cont’d)

2.2. Technical Assistance (TA): Technical Assistance (TA): TA for expertise advice 100 % Federally funded Eligible after declaration

“Brain Power = Clean Hands”

2.2. Technical Assistance (TA): Technical Assistance (TA): TA for expertise advice 100 % Federally funded Eligible after declaration

“Brain Power = Clean Hands”

CDRP-5

Action Request Form (ARF) MA Form MA Tasker Emergency Support Function (ESF) Federal Approving Official (FAO) State Approving Official (SAO) Operations Section Chief Mission Assignment Coordinator

(MAC)

Action Request Form (ARF) MA Form MA Tasker Emergency Support Function (ESF) Federal Approving Official (FAO) State Approving Official (SAO) Operations Section Chief Mission Assignment Coordinator

(MAC)

Common Terms in Mission Assignments (MA) Process

Common Terms in Mission Assignments (MA) Process

CDRP-7

Mission Assignment Phases (3)Mission Assignment Phases (3)Incident

Phase 2: MA Issuance

4.

MISSION ASSIGNMENT Process

Phase 1: MA ISSUANCE

Phase 2: MA EXECUTION TRACKING & MONITORING, STAND-DOWN & DEACTIVATION

Phase 3: MA BILLING & REIMBURSEMENT/CLOSEOUT & STATE COST SHARE

REQUEST Process

Declaration

CDRP-8

Notification and ESF activation

Budget established

NEMIS Rights

Delegations of authority

Presidential declaration (specifies cost share and waivers)

DHS EP&R-State agreement (assurances from State)

Notification and ESF activation

Budget established

NEMIS Rights

Delegations of authority

Presidential declaration (specifies cost share and waivers)

DHS EP&R-State agreement (assurances from State)

Set-Up ActivitiesSet-Up Activities

CDRP-9

REQUEST PROCESS – Identifying Needs through the State REQUEST PROCESS – Identifying Needs through the State

A variety of sources can identify needs for Federal assistance:

A variety of sources can identify needs for Federal assistance:

Federal Federal AssistanAssistan

cece

Federal Federal AssistanAssistan

cece

StateAssistanceSTATE

GOVERNMENT

VOLUNTARY ORGANIZATION

S

PRIVATE SECTOR (BUSINESS & CITIZEN GROUPS)

FEDERAL AGENCIES

LOCAL & COUNTY GOVERNMENT

TRIBAL GOVERNMENT

CDRP-10

NOTE!! All official requests should be made to DHS EP&R via the Action Request Form (ARF)

• Verbals (follow up in writing!)

ARF is logged in the “Tracking Log” (by Mission Assignment Specialist)

NOTE!! All official requests should be made to DHS EP&R via the Action Request Form (ARF)

• Verbals (follow up in writing!)

ARF is logged in the “Tracking Log” (by Mission Assignment Specialist)

REQUEST PROCESS - ARF FormREQUEST PROCESS - ARF Form

CDRP-11

Building a Good RequestBuilding a Good Request

I. Who is Requesting Assistance? (Completed by Requestor)

Requestor Name/ Title/ State: Temporary Phone/ Fax #:

Permanent Phone: FAX #:

Requestor Organization: E-mail:

II. Requested Assistance (Completed by Requestor)Description of Assistance Requested:

Quantity: Priority: Date/ Time Needed:

Delivery Site Location:

Site POC: 24 Hour Phone: FAX #

State Approving Official signature: Date:

(Interim draft as of 1/ 03) ACTION REQUEST FORM

1 Lifesaving

4 Medium

2 Life sustaining

3 High 5 Normal

See Attached

CDRP-13

Operations Section Chief – Reviews ARF Eligible under Stafford Act? Beyond State and local capabilities? Permanent restorative work? Existing other Federal agency authority?

Operations Section Chief - Coordinates with Logistics

• Can request can be met through DHS EP&R? (Internal DHS EP&R Supply or Purchase or Contract)

Operations Section Chief – Reviews ARF Eligible under Stafford Act? Beyond State and local capabilities? Permanent restorative work? Existing other Federal agency authority?

Operations Section Chief - Coordinates with Logistics

• Can request can be met through DHS EP&R? (Internal DHS EP&R Supply or Purchase or Contract)

Request Process Continues… Request Process Continues…

If not, ARF is routed to appropriate Branch Chief to work with OFA to prepare SOW, $$ and completion date.

THEN Request = MISSION ASSIGNMENT

CDRP-14

Building a Good Statement of WorkBuilding a Good

Statement of Work

IV: Statement of Work (Operations Section Only)

OFA Action Officer: 24 hour Phone: FAX#

FEMA Project Officer: 24 hour Phone: FAX#

J ustification / Statement of Work:

Estimated Completion Date: Cost Estimate:

V. Action Taken (Operations Section Only)

Disposition:

TRACKING INFORMATION (FEMA USE ONLY)NEMIS Task ID:

Action Request # Received by (Name and Organization):

Program Code/ Event #: State: Date/ Time Submitted: Originated as verbal

Accountable Property

Coordinated with APO

Accepted Rejected

CDRP-15

MA reviewed OPS Section Chief for content MA is signed (in NEMIS/eCAPS ) by:

MAC PO State Approving Official (SAO) –(TA or DFA) FAO (i.e., FCO, Dep. FCO or Ops Chief)

Comptroller -

> certifies and obligates funds

> forwards obligated MA to the DFC and copy to the MAC

MAC provides a copy to the assigned agency

MA reviewed OPS Section Chief for content MA is signed (in NEMIS/eCAPS ) by:

MAC PO State Approving Official (SAO) –(TA or DFA) FAO (i.e., FCO, Dep. FCO or Ops Chief)

Comptroller -

> certifies and obligates funds

> forwards obligated MA to the DFC and copy to the MAC

MAC provides a copy to the assigned agency

Phase 1: MA IssuancePhase 1: MA Issuance

CDRP-16

Phase 2: MA ExecutionPhase 2: MA Execution

Tasked Lead Agency –

1. Begins task

> May subtask support agencies or contract with vendors

2. Agency’s Action Officer (AO) tracks progress and documents all expenditures

3. AO coordinates with DHS EP&R’s Project Officer (PO)

4. AO submits two reports to PO:

a. Work progress report -

b. Financial status report - www.fema.gov/ofm/ofed_agencies.shtm

CDRP-17

Reimbursable CostsReimbursable Costs

ELIGIBLE COSTS Permanent Federal agency personnel:

Overtime, travel, per diem

Temporary personnel: Wages, travel, per diem

Costs paid from trusts, revolving funds, etc.

Costs of contracts and materials, equipment from agency’s regular stock

ELIGIBLE COSTS Permanent Federal agency personnel:

Overtime, travel, per diem

Temporary personnel: Wages, travel, per diem

Costs paid from trusts, revolving funds, etc.

Costs of contracts and materials, equipment from agency’s regular stock

CDRP-18

Non-Reimbursable CostsNon-Reimbursable Costs

NON-ELIGIBLE COSTS Work performed by an agency under

their own authority

Repairs to OFA facilities

Litigation costs

PFT regular salaries, benefits, and indirect costs (i.e., sick time, cash awards)

NON-ELIGIBLE COSTS Work performed by an agency under

their own authority

Repairs to OFA facilities

Litigation costs

PFT regular salaries, benefits, and indirect costs (i.e., sick time, cash awards)

CDRP-19

Phase 3: MA Billing/Reimbursement & Close-out

Phase 3: MA Billing/Reimbursement & Close-out

Support agency bills reviewed by lead agency & paid by DHS EP&R from lead agency’s obligation

Lead and other agencies with direct MAs bill DHS EP&R

DHS EP&R DFC reviews bills and pays agency

MAC/PO/FAO reviews work, approves payment

OFA submits final bill

Remaining funds deobligated, MA file closed

State billed for cost share

Support agency bills reviewed by lead agency & paid by DHS EP&R from lead agency’s obligation

Lead and other agencies with direct MAs bill DHS EP&R

DHS EP&R DFC reviews bills and pays agency

MAC/PO/FAO reviews work, approves payment

OFA submits final bill

Remaining funds deobligated, MA file closed

State billed for cost share

CDRP-20

Developed to facilitate rapid response and standardize mission assignments.

Mission statement and dollar amount $$ serve as a general guideline or template

• IF NEEDED -Revise PSMA to fit the request!!!!

Pre-scripted Mission Assignments (PSMAs)

CDRP-21

Pre-scripted Mission Assignments (PSMAs)

Encourage “thinking ahead”

Purpose is not to “recreate the wheel”

Operations Chief has discretion to change

CDRP-22