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Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 1
2
Emergency Management Assistance Compact
Job Aid for Developing an
EMAC Mission Ready Package (MRP)
Version 1.0
9/6/2014
National Emergency Management Association (NEMA)
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 2
Intellectual Property Rights
This document was developed and printed, in part, with funds provided to the National
Emergency Management Association (NEMA) through a grant from the Department of
Homeland Security/Federal Emergency Management Agency. All information contained herein
is in support of the Emergency Management Assistance Compact and is privileged. No parts of
this document may be duplicated or used without express written permission from NEMA. The
EMAC logo and the Emergency Management Assistance Compact (EMAC) are copyrighted and
protected under intellectual property. For more information on NEMA’s Intellectual Property
Policy, visit http://www.emacweb.org: About EMAC: Intellectual Property Policy.
References
NEMA/EMAC website www.emacweb.org /Resource Management Tab / Getting
Started/Mission Ready Packaging template link
Mission Ready Package webinar available for viewing online www.emacweb.org.
NIMS website www.fema.gov/emergency/nims/ResourceMngmnt.shtm.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 3
Table of Contents
Introduction ...................................................................................................................................... 5
History ................................................................................................................................................ 5
What is a Mission Ready Package? .............................................................................................. 5
Should You Develop an MRP? ....................................................................................................... 6
MRP Benefits: .................................................................................................................................... 7
National Tier 1 Resource Type Definition or Job Title/Position Qualification .............. 7
Tools to Help You Get Started: ..................................................................................................... 8
Downloading the Mission Ready Package Template ........................................................... 11
Preparing to Develop Your MRP ................................................................................................ 12
The MRP Excel Workbook ........................................................................................................... 13
Entering data into the MRP Template ...................................................................................... 15
Row 2: ................................................................................................................................................... 15
Row 3: ................................................................................................................................................... 15
Row 5: Notes on MRP Development: .................................................................................................... 15
Row 7: Section 1: ................................................................................................................................... 15
Row 9: Section 2 .................................................................................................................................... 16
Rows 10 - 12: Section 3:......................................................................................................................... 16
Rows 13 - 15: Section 4:......................................................................................................................... 16
Row 16 - 19: Section 5: .......................................................................................................................... 17
Rows 20 - 21: Section 6:......................................................................................................................... 17
Rows 22 – 23: Section 7: ........................................................................................................................ 18
Rows 24 – 25: Section 8: ........................................................................................................................ 18
Row 26: Section 9: ................................................................................................................................. 19
Rows 27 – 28: Section 10: ...................................................................................................................... 19
Rows 29 - 30: Section 11: ....................................................................................................................... 19
Rows 31 – 32: Section 12: ...................................................................................................................... 20
Rows 33 - 34: Section 13: ....................................................................................................................... 20
Rows 36 - 42: Section 14: ....................................................................................................................... 21
Rows 45 - 54: Section 15: ....................................................................................................................... 21
Rows 55 – 64: Section 16: ...................................................................................................................... 22
Rows 65 – 67: Section 17: ...................................................................................................................... 23
Rows 68 – 71: Section 18: ...................................................................................................................... 24
Rows 73 – 81: Section 19: ...................................................................................................................... 24
Rows 83 – 86: Section 20: ...................................................................................................................... 25
Cost-estimation Worksheets in the MRP Workbook .............................................................................. 26
Travel Worksheet............................................................................................................................... 26
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 4
Personnel Worksheet ......................................................................................................................... 31
Equipment Worksheet ....................................................................................................................... 33
Commodity Worksheet ...................................................................................................................... 34
Other Worksheet ............................................................................................................................... 35
Maintaining Your MRP ................................................................................................................. 36
Need More Information? .............................................................................................................. 36
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 5
Introduction
This Job Aid for Developing an EMAC Mission Ready Package (MRP) provides the history behind the development of the MRP; discusses whether or not you should develop an MRP; and guides the development of your response/recovery specific MRP - from determining whether or not your resource meets a Tier 1 standard to completing each template section. The Job Aid was developed for EMAC Member State Emergency Management Agencies, state and local government Resource Providers (agencies or entities that have response and recovery capabilities), and other EMAC stakeholders to increase their resource inventories by utilizing the Mission Ready Package and cost estimation methodology developed by the National Emergency Management Association (NEMA). The Job Aid employs written instruction, guidelines, and graphics in a step-by-step approach to accomplish this purpose.
History
Lessons learned from EMAC After Action Reports (AARs) identified the need to develop a standard approach for mutual aid resource management. The AARs identified the goal to establish a system where resources could be readily identified, easily ordered, rapidly deployed, used more effectively, and reimbursements would be expedited. In 2007, NEMA’s leadership (The EMAC Committee) initiated the “Resource Package Project” which used the National Guard concept of force packages for domestic response and NIMS resource typing as the foundations. The project was completed in August 2008 with the development of 114 model packages. In 2009, NEMA developed a standardized template that would enable Resource Providers to develop their MRP.
What is a Mission Ready Package?
Today, a MRP is defined as specific response and recovery resource capability that is organized, developed, trained, and exercised prior to an emergency or disaster. MRPs are based on National Incident Management System (NIMS) resource typing and job title/position qualification (where applicable) but go even further to identify details about the resource such
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 6
as mission description and capability, estimated mission costs, resource footprint, limiting factors, and logistical support requirements.
Should You Develop an MRP?
Prior to developing an MRP, you need to consider the following:
1. Will my State Emergency Management Agency (State EMA) include my resource in the
inventory for intrastate or interstate mutual aid?
2. Will my resource be used intrastate?
3. Is my state able to deploy our resource out of state?
4. Is my resource available for deployment outside my home state?
5. Does the State EMA recommend that we develop and maintain an MRP?
Will My State EMA Inventory My
Resource & Utilize it for Intrastate
Response?
Can it Legally Deploy?
You should work with your State EMA
in advance of an emergency or
disaster to determine if your resource
would be utilized and if you should
develop and maintain a MRP.
Through the use of MRPs, the Request
and Offer Phase can be tremendously
accelerated and questions about
reimbursement can be mitigated.
If your resource would never be
utilized for response outside your
agency, there is no need to develop a
MRP.
To deploy non-state resources
through EMAC, states use
supplementary agreements such
as legislation, memorandums of
agreement or understanding,
intergovernmental agreements,
or governor executive order.
Some states are able to deploy
some private sector and
volunteer resources using these
same agreements.
Check with your State EMA to see
how they implement EMAC.
EMAC’s leadership recommends that State EMA’s undertake the initiative to organize MRP
development, and use this job aid as the developmental framework. The major outcome of
such a coordinated effort between the State EMA and Resource Providers at the state and local
government level will ensure that MRP development is consistent with state resource inventory
development efforts, and maintained in an operational state of readiness.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 7
MRP Benefits:
Embracing the Mission Ready Package concept and establishing a good cost estimate upfront
for your resource capability will result in a number of benefits:
1. You become educated on the EMAC process, cost eligibility, and your responsibilities
during a mission (should you deploy).
2. Some MRPs may contain equipment but not personnel (e.g. auxiliary generators,
pumps, etc.). The MRP will still capture the equipment rates and costs for the
equipment to deploy.
3. Your MRP can be used for both intrastate mutual aid and interstate mutual aid. The
MRP can be listed in the resource inventory for your state to be included in pre-
planning and resource allocation.
4. Reimbursement will be based on the Mission Ready Package (a solid foundation),
which will aid in the development of the reimbursement package.
National Tier 1 Resource Type Definition or Job Title/Position Qualification
Now that you are moving forward with developing an MRP, the next step is to determine
whether the resource, or a component of the resource, fits the criteria for a national Tier 1
resource type definition or job title/position qualification. These national resource typing
definitions and job titles/position qualifications have
been released by the Federal Emergency Management
Agency as a part of NIMS.
To make this determination, Resource
Providers should reference the Resource Typing
Library Tool (RTLT), the online catalogue of
national NIMS resource typing definitions and
job titles/position qualifications, released by
FEMA in support of the implementation of the
NIMS.
Start by visiting the FEMA website at
http://www.fema.gov/resource-management
and select the link for “RTLT”.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 8
From the Resource Typing Library Tool home page, type in the key words for your resource type, discipline, core capability, or other keywords in the search box.
Once you find your resource in the search results, select either the web view (preferred) or PDF view of the resource. From there you will review the minimum criteria for the respective capability to determine if your resource matches one of the national NIMS resource typing definitions or job titles/position qualifications. Once identified, you will enter this information into the MRP template in Section 5.
Using available national NIMS resource typing definitions and job titles/position qualifications as the building blocks to develop your MRPs supports the use of a common and consistent language in the management of resources nationwide. This ensures that as a resource requestor, you will have the information to confirm if a given resource (or MRP) meets the capability you need. The use of national NIMS resource typing definitions and job titles/position qualifications is one of the ways you can further implementation of the NIMS.
You can still develop an MRP if your resource doesn’t align with national NIMS resource typing definitions or job titles/position qualifications. If your resource does not meet a national NIMS definition, be sure to describe the resource in plain, simple, thorough language – consistent with NIMS principles for resource typing - so the Requesting and Assisting States can be certain the resource request and offer match in capability, skill, and qualifications.
Tools to Help You Get Started:
The 2008 discipline specific examples (models) still serve as a foundation to help Resource Providers develop their own Mission Ready Packages. Keep in mind that these examples are designed to help identify equipment, commodities, or personnel that may be part of your MRP. Your MRP will be unique and specific to your resource. Each field in a model may be mapped onto the MRP template. Learn how to use the MRP Models by watching this short video.
The models can be found on the EMAC website. Navigate to the EMAC website at www.emacweb.org and select “Resources, Deployable Resources”.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 9
Next, select your discipline from the right side of the page.
Once selected, you will see a link toward the bottom of the discipline specific page where you
can download the models for your discipline.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 11
Downloading the Mission Ready Package Template
While the models may help a Resource Provider get started, all MRPs should be developed using the Microsoft Excel Mission Ready Package template or within the Mutual Aid Support System, MASS found on the EMAC website at www.emacweb.org. Since the MRP template can be uploaded into MASS once completed, starting with the template is the best place to begin. First download the Excel template from the EMAC website and save it to your computer. No password is needed to access this feature on the website. Open the EMAC website (www.emacweb.org) and place your cursor on the Resources link on the home page task ribbon and select Mission Ready Packages from the drop-down box. Next, select the “Get Started” link as shown in the following screenshot.
Select the MRP workbook that best fits the number of personnel in your resource. Once downloaded, be sure to save a copy of the MRP on your computer before entering any information.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 12
Preparing to Develop Your MRP
These recommendations will help you organize and prepare to develop your MRP:
The MRP template is an electronic Microsoft Excel Workbook that was developed by
NEMA. It will help you organize your capability.
The MRP is not a substitute for receiving EMAC education. Taking an online course can
help you learn what costs are eligible and mission expectations for Deploying Personnel.
Your MRP is unique for your specific resource.
MRP models on the EMAC website are designed to aid you in determining what may be
included on your MRP.
Collaborating with others in your department/agency that have expertise in mission-
related resources will aid in developing a strong MRP.
Building your MRPs with input from peers in other states will help “standardize” MRPs
in terms of similarity of composition and mission purpose.
Checking whether the resource fits the criteria for a national Tier 1 resource type
definition or job title/position qualification will ensure consistency with NIMS principles
for resource typing so the Requesting and Assisting States can be certain the resource
request and offer match in capability, skill, and qualifications.
Exercise your MRP to ensure the cost estimates, limitations, footprints, and time needed
before the resource is able to deploy are accurate.
At some point, you must solicit assistance from finance and administration personnel in
order to complete the cost-estimation worksheets. Getting finance and administration
staff engaged early in the process will familiarize them with the financial data needed to
complete the MRP process.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 13
The MRP Excel Workbook
As you can see, the workbook has 6 worksheets: MRP, Travel, Personnel, Equipment, Commodities, and Other.
The MRP worksheet has the primary resource information and cost estimate totals while the other worksheets are for developing your cost estimate based upon the travel, personnel, equipment, commodities, and other costs. You can navigate between the worksheets by selecting the worksheets (tabs) at the bottom of the workbook.
The MRP template cannot be altered
without breaking compatibility with the
EMAC Operations System (EOS) and the
Mutual Aid Support System (MASS)
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 14
Important MRP Workbook Notes
Throughout the MRP you will see notes in the upper right corner that are visible in a
pop-up box when you place your cursor over the field with the red triangle (smart tag).
You can only enter data in the “white” information fields. Fields in any other color than
white are protected and will not accept data. This is important to remember when
completing Sections 14 through 20 on the MRP worksheet pertaining to cost-
estimation. Friendly reminders (in yellow boxes) are visible in these sections to direct
you to the proper worksheet.
All estimated cost data you enter into the travel, equipment, commodities, and other
worksheets will automatically total and populate into the appropriate corresponding
Sections in the MRP worksheet.
When the State EMA requests a cost estimate from a Resource Provider, entering the
travel data and reviewing the MRP for accuracy before sending it to the State EMA will
expedite the exchange of information during the EMAC Request and Offer Phase.
The State EMA will upload the MRP into the EMAC Operations System (EOS) and use it
as the basis of the offer for the Assisting State.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 15
Entering data into the MRP Template
Let’s walk through the MRP template and identify the type of information needed in each
section/worksheet.
Select the MRP worksheet from within the MRP workbook.
Row 2:
The State EMA enters the tracking number used in their particular system to track state
resources. The number entered here automatically populates in every corresponding field
throughout the entire MRP Workbook. The Resource Provider will leave this blank.
Row 3:
For Resource Providers, enter the tracking number used in your system to track your resources.
The number entered here automatically populates in every corresponding field throughout the
entire MRP Workbook.
Row 5: Notes on MRP Development:
Development of a Mission Ready Package does not guarantee deployment on an EMAC mission through
your State Emergency Management Agency (State EMA). Development of the MRP should be
coordinated with your State EMA. NIMS Resource Typing/Job Positions/Qualifications are not a
requirement for developing an EMAC MRP as all resources are valuable. All costs are estimated based on
current data and should be validated at the time the MRP is requested. Costs may vary from the costs
estimated in the MRP or the actual costs incurred during the deployment. Therefore, the MRP should be
maintained in an operational state of readiness to facilitate both deployment and reimbursement
requirements.
Row 7: Section 1:
Enter the Mission Ready Package’s title. This title should provide a clear definition of the
resource being packaged. For example: Type II Incident Management Support Team.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 16
Row 9: Section 2
Enter the governmental jurisdiction and department/agency name. This is the primary owner
or employer of the resource.
Rows 10 - 12: Section 3:
Enter the physical address/location information of the Resource Provider. Do not enter P. O.
Box mailing information. The physical location must be shown so the location can be geo-coded
into the EMAC Operations System (EOS) and the Mutual Aid Support System (MASS).
Rows 13 - 15: Section 4:
Enter the name and contact information for the individual most knowledgeable of the MRP and
its contents and who is responsible for maintaining operational readiness of the MRP. This
should be the individual the State EMA will contact to determine availability for deployment
and who can provide any updated information from during the EMAC Request and Offer Phase.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 17
Row 16 - 19: Section 5:
NIMS Resource Typing (if applicable): This section reflects the national Tier 1 NIMS resource typing definitions and job titles/position qualifications. If the resource has a corresponding NIMS typing definition or job title/position qualification, simply enter that data into this section. If your resource does not meet a Tier 1 NIMS resource typing definition or job title/position qualification, you would leave this section blank.
Rows 20 - 21: Section 6:
If your jurisdiction/state utilizes, Emergency Support Functions (ESFs), enter the ESFs that will be supported by this MRP. As a reminder, the ESFs are listed below:
ESF1 Transportation
ESF2 Communications
ESF3 Public Works and Engineering
ESF4 Firefighting
ESF5 Emergency Management
ESF6 Mass Care, Housing, and Human Services
ESF7 Resources Support
Reminder: You can still Mission Ready Package your resources if they don’t align with the Tier 1
national NIMS resource typing definitions or job titles/position qualifications. If your resource does
not meet a national NIMS definition, leave this Section 5 blank; but, be sure to describe the resource
in plain, simple, thorough language – consistent with NIMS principles for resource typing – so the
Requesting and Assisting States can be certain that the resource request and offer match in
capability, skill, and qualification.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 18
ESF8 Public Health and Medical Services
ESF9 Urban Search and Rescue
ESF10 Oil and Hazardous Materials Response
ESF11 Agriculture and Natural Resources
ESF12 Energy
ESF13 Public Safety and Security
ESF14 Long-term Community Recovery and Mitigation
ESF15 External Affairs
Rows 22 – 23: Section 7:
Mission Capabilities: Enter the composition and capabilities of personnel included in this MRP
to perform the assigned mission. The capabilities may include a description of various mission
functions, services, and tasks relating to the MRP Title that will be performed by the MRP.
Rows 24 – 25: Section 8:
Detailed Resource Description: Enter a detailed description of
the resources assigned to this MRP. This description may
include such information as the specific skill
sets of team personnel, specialized training
and experience, licenses, certificates or other
qualifications that may be required by the
Resource Provider to perform the functions
and services described in the Mission Capabilities statements in Section 7.
Note: The detailed descriptions
provided in Sections 7 & 8 can greatly
facilitate how resources are requested
& offered by EMAC Member States
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 19
Row 26: Section 9:
Resource Is: Identifies whether the resource is
“fixed” and expected to operate from a defined
location or “mobile” and capable of operating
from various field locations within the Requesting
State. Clicking on the space will cause a “drop
down box” to appear. Select the appropriate
choice.
Rows 27 – 28: Section 10: Space and Size Requirements Needed to Carry out Mission: Identify the “footprint” of this
MRP (the space and size required for it to adequately function). Try and be as specific as
possible so these provisions can be met and not impede the MRP from setting up and
performing its assigned mission.
Rows 29 - 30: Section 11: Limiting Factors to the Mission: List any actual or anticipated factors that could potentially limit
the performance of this MRP.
Examples of limitations may be as follows: personnel shift requirements are a
standard 10 hours a day (not 12 as may be expected); no maintenance
component included to service equipment; security needed for pharmaceutical
stock-piles; not self-sufficient (will require logistical support); deployment limited
to one-week duration; resource does not have a transportation component
included, etc.
If the MRP is a mobile asset but does not provide
a built in transportation component or will rely
on transportation provided by another resource,
please note these requirements in Section 11
(Limiting Factors to the Resource) & Section 12
(Logistical Support Needed During Mission) or
Section 14 (Travel) respectively.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 20
Rows 31 – 32: Section 12: Enter logistical support requirements needed to
support the MRP during the mission.
Logistical support may include information or
provisions for transportation, communications
and interface connectivity, billeting and feeding,
electricity, or sanitation requirements for
personnel assigned to the MRP.
Rows 33 - 34: Section 13: Deployment Timeline: Enter the estimated timeline, in number of hours, required for this MRP
to deploy after receiving initial notice that the resource is
authorized to deploy from your State EMA (Assisting State).
This is written as an N+ (notification +) in hours.
Example: If the resource would require 9 hours from notification until being ready to deploy,
simply enter “9” in the field.
Many of the items listed in Section 12
can be derived from Section 11
(limitations)
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 21
Rows 36 - 42: Section 14: Travel: Totals from the “Travel” worksheet are displayed on lines 38-42. These fields cannot be
edited from the “MRP” worksheet.
In the white box, enter transportation requirements for the MRP. Examples of transportation
requirements include waivers of tolls on highways to the Requesting State, directions to
Incident Command Post/Command and Control Center/or local/state EOC where MRP will
operate, or ingress/egress instructions for accessing security points. If the MRP is a mobile
asset but does not provide a built in transportation component, or will rely on transportation
provided by another resource, it should be noted here.
Rows 45 - 54: Section 15: Personnel: The first two rows (47 and 48) contain the totals from the “Personnel” worksheet.
You will need to enter information in the 3 fields below the totals:
List Personnel by Type (if applicable): in this section, you can list personnel by job titles.
Identify the minimum licenses or certifications carried by the personnel on the
mission: Personnel should take with them a copy of their license/certification as it may
be needed for insurance purposes in the Requesting State. The minimum
licenses/permits/certifications carried by personnel on the mission should be listed.
This will enable the Requesting State to ensure the qualifications of personnel meet
established minimum standards.
Requirements for rotation of personnel: In some cases the mission includes multiple
rotations of personnel. For example: Rotation 1 may include 10 personnel for 14 days
followed by a second team of 10 people for 14 days. This will increase the travel costs
associated with the mission. However, this rotation is necessary to meet the request for
a 28 day mission. In these cases, it should be noted so expectations can be set for the
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 22
duration of the mission. When rotations of personnel do occur, it is standard to have a
one-day overlap of personnel to allow for briefings and exchange of situational
awareness.
Rows 55 – 64: Section 16:
Equipment: The first two rows (57-58) display the cost totals from the “Equipment” worksheet.
There are three sections that should be completed in Section 16, as detailed, below.
List all Equipment Requirements: Equipment requirements depend in large part on the
type of equipment assigned to the MRP and the complexity of operating and maintaining
the equipment. Some examples may include:
Connectivity with communication networks and internet access must be provided
Equipment can be operated for only 8 hours per day
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 23
Identify the Type of Property (Expendable, Accountable, or Sensitive):
Enter specific details as to the number and kind of equipment being used, and note if the
equipment is expendable, accountable, or sensitive. It is not necessary to cite how the
equipment will be utilized or operated.
Identify any maintenance and rehabilitation requirements needed for this equipment:
Enter any maintenance or rehabilitation requirements for this equipment.
These requirements may occur during deployment or immediately upon demobilization yet
are mission related requirements.
Some examples may include:
Equipment must be decontaminated at the end of each shift
Equipment must be decontaminated and rehabilitated immediately upon return to
home duty station
Vehicles must be serviced and maintained daily, etc.
Rows 65 – 67: Section 17:
Commodities: All of the data in Section 17 is derived from the “Commodities” worksheet.
There is no additional data to enter here.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 24
Rows 68 – 71: Section 18:
Other: All of the data in Section 18 is derived from the “Other” worksheet. There is no
additional data to enter here.
Rows 73 – 81: Section 19:
Estimated daily costs are generated below. These are only approximations for daily costs and
may not accurately reflect true daily costs: Section 19 can be used as an optional cost-
estimation tool by Resource Providers desiring to determine mission costs based on a “daily-
cost-basis”. Using fields in this Section still requires that estimated cost data be entered into
the corresponding worksheets prior to completing this section. Once the estimates are entered
into the appropriate worksheets, this data will automatically populate into the proper fields in
Section 19. You will need to enter the total number of estimated mission days into the field to
the right of the red text. The worksheet will then calculate the estimates based upon the
number of days.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 25
Rows 83 – 86: Section 20:
Total Mission Ready Package Estimated Costs: The totals from each of the worksheets (Travel,
Personnel, Equipment, Commodities, and Other”) are automatically populated in this section
and added together to obtain the estimated total mission costs.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 26
Cost-estimation Worksheets in the MRP Workbook
You have completed as much information as you can on the “MRP” worksheet. It is time now
to focus on the five cost-estimation worksheets: Travel, Personnel, Equipment, Commodities,
and Other.
You will soon find out why it was recommended that you involve finance and administration
personnel in the MRP development process as much of the information needed will require
detailed cost estimates.
Travel Worksheet
Select the “Travel” Worksheet and review the tutorial comments in each of the yellow
highlighted boxes. These tutorial comments explain how costs are calculated for each travel
related category.
Since you don’t know the deployment location you
may report to, you can’t accurately estimate travel
costs. You should research your jurisdictional/state
policies to ensure travel costs in your MRP will be
consistent with the policies of your jurisdiction/state.
During the reimbursement process, you will submit
the agency/state policy along with your
reimbursement request.
Let’s look at each of the travel related categories and review guidance that will help you quickly
complete each section once a deployment location in the Requesting State becomes known.
To ensure accuracy, travel should be
calculated once the deployment
location is known.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 27
Vehicle Costs:
Vehicle costs may be from a personally owned vehicle,
a rental vehicle, or government owned vehicle.
Personal vehicle rates are calculated at the
agency rate. If the agency does not have a
policy, you will use the state policy. If the state
does not have a policy, you should use the
federal rate at www.gsa.gov.
Rental vehicles are calculated at the actual
vehicle rental rate, insurance (if purchased),
and fuel purchases. You will need a zero
balance receipt demonstrating that you paid for the rental of the vehicle.
Government owned vehicles are generally reimbursed for fuel only but the agency or
state may have a policy that charges a rate that is inclusive of both the mileage and fuel.
Air Travel:
Air travel and baggage fees use the actual purchase price or fees. You will need a zero balance
receipt to demonstrate payment of air travel and receipts from baggage fees during the
reimbursement process.
You should always use your agency
policy rate. If your agency does not
have a rate, you would use the state
policy rate. If you do not have an
agency or state policy rate, you would
default to the federal rate found at
www.gsa.gov
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 28
Meals/Tips:
Estimate the cost of meals/tips based upon
your existing agency or state policy.
Some agencies/states pay per diem while
others require actual receipts. In either
case, you would use your agency or state
policy to determine how meals will be
reimbursed and then calculate estimated
costs based upon this established
reimbursement procedure.
If your agency does not have a standard meal rate,
you would use the state policy rate. If you do not
have an agency or state policy rate you would
default to the federal per diem rate found at
www.gsa.gov.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 29
Lodging:
Lodging in disaster areas may be in high demand and short supply. Base your estimated lodging
cost on the best available rates at the time of booking. When attempting to secure lodging,
request state/local government rates. Some jurisdictions may have a maximum allowable rate
they will pay, so check with your agency/state to determine if this policy applies when traveling
out of state so your reimbursement package would be consistent with your jurisdictional policy.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 30
Parking Fees
Parking fees can be estimated prior to an event. Obtain the parking lot fee, and then calculate
that rate times the number of vehicles by the number of deployment days in the mission
request. Keep in mind that rates may change over time so you may need to update this cost
when maintaining your MRP. You will need to retain the parking receipts in order to receive
reimbursement.
Shipment & Transportation Costs
Shipping and transportation costs can only be estimated once the deployment location is
identified based upon shipping rates by providers. Reimbursement for shipping/transportation
costs is based upon actual receipts.
Copyright © NEMA 2014 Job Aid: Developing an EMAC MRP 31
Personnel Worksheet
As you know, personnel salary data is extremely
sensitive and generally not privy to others
outside of finance/administration unless a state
employee (where a salary may be public
information).
It is possible your entity require that only
finance/administration personnel complete this
portion of the worksheet to ensure that
personnel information remains on a “close
hold” basis. Check with your agency to
determine how best to complete this section.
It is possible they may be able to give you titles
with salary amounts that are generic to those
job positions.
The personnel worksheet provides a column for
all applicable salary costs:
First name
Last name
Phone: This should be a mobile number
that can be used to reach this individual
during the deployment.
Email: This should be an email the
individual can access during and after
the deployment.
Regular salary hourly rate
Fringe benefit hourly rate
Number of regular salary hours expected to work per day
Overtime salary hourly rate
Fringe benefit hourly rate
Number of overtime salary hours expected to work per day
Number of mission days
Due to the sensitive nature of salaries, position
titles may be inserted in lieu of names.
This maintains the MRP longer over time as a
team’s composition may change.
Prior to a deployment, you should insert the
names of the personnel to ensure they are listed
on the official EMAC mission documentation.
Contact information of personnel may be used in
an emergency to contact Deployed Personnel or to
send after action surveys.
Only personnel listed on the official EMAC
documentation are covered by the Compact’s
protections during the deployment.
Some personnel, such as National Guard are paid
a rate per day. In these cases, you can divide the
rate per day by the number of hours they are
expected to work per day. Enter the resulting
number under the regular salary rate and enter
the number of hours they are expected to work
per day in the appropriate column. The daily rate
should correspond to the rate per day.
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The cost totals (total daily cost and total mission cost) will automaticaly calculate in the form
once the data has been entered.
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Equipment Worksheet
Equipment costs are calculated at hourly rates or at fixed mission rates. Most costs are
estimated at an hourly rate. However, some Resource Providers may opt to charge a fixed rate
for equipment use, regardless of the length of deployment. The totals for either option will
automatically calculate.
You should check with your agency to determine if you have standard equipment rates. If you
do not, you can use the state equipment rate. If your agency and state do not have standard
equipment rates, you can use the federal FEMA equipment rates. Your MRP and
reimbursement package should both follow your jurisdictional policies.
FEMA equipment rates are available through the website at www.gsa.gov.
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Commodity Worksheet
Commodities are considered to be any expendable or consumable items such as office supplies,
water, ice, snacks, fuel, and other one-time-use items. You can also “package” commodities.
For example, if you have a standard kit you use on patients on an EMS deployment, package
them into a single kit and then calculate the estimated cost for the number you would take on
that mission. This will save listing each individual item.
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Other Worksheet
Other costs include anything that would not necessarily fall under equipment (non-expendable
resource) or commodity (expendable resource) categories. Examples may include such costs as
mobile phone fees, laundry, decontamination of equipment, vaccination or inoculation,
equipment rental, shipping, and other costs not specifically listed elsewhere within the MRP
workbook.
These items can be listed by two different cost methods:
1. Quantity (item x quantity) or
2. Rate per day (rate per day x quantity x # of days used).
The totals will automatically calculate. Do not list items both by quantity and rate; enter
only one or the other by line item.
Once all of the cost estimation worksheets are completed, you can go back to the MRP tab to
review the cost totals for the mission and to enter the number of mission days in Section 19 if
you wish to see the estimated daily rate for the MRP.
Keep in mind that your MRP is based upon estimated costs.
Actual costs during an EMAC deployment may differ from the estimated costs in your MRP. As
a result, your MRP (developed pre-event) and your reimbursement package (developed post-
event) will likely not be identical. However, the MRP is the foundation for the reimbursement
of actual mission costs as it was the basis of the offer of assistance.
Following a deployment, it is a good idea to review your MRP to ensure you have captured
costs that you may not have considered prior to the deployment.
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Maintaining Your MRP
You should establish a formal review process to update your MRP to maintain it in a state of
operational readiness. Consider conducting a semi-annual review of your MRP so you can
maintain the goal of minimizing the time between the request and offer when your resource is
called upon to respond.
Need More Information?
Visit the EMAC website for a tutorial on the MRP and for more information on developing your
MRP!
www.emacweb.org