PreMA Activities

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Pre-MA Activities

• Notification of ESF/OFA
• Budget established
• NEMIS Access Control System (NACS) Rights
• Delegations of authority
• Presidential disaster/emergency declaration
  (specifies cost share and waivers)
• FEMA-State agreement (assurances from State)

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Activation of ESFs

• When first activated for an incident the Federal
  agency is issued an Activation Letter
• Activation Letters are the official notice that
  the agency has been activated under the NRP
• The letter contains information on how to claim
  reimbursement
• A Mission Assignment should be issued within 24
  hours of the letter
• Activation Letters are not funding documents

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Identifying NeedsWho can Identify the Need? Who
can Request?
A variety of sources can identify needs for
Federal assistance
Assis
State Assistance
Assis
FederalAssistance
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Request Process

• MAC / MA Specialist
• Logs ARF.
• Forwards to Operations Section Chief for review.

Requestor Submits ARF to Operations Section
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Request Process ARF Form

• NOTE!! All official requests should be made to
  FEMA via the Action Request Form (ARF)
• Verbals (follow up in writing within 24 hours)
• ARF is logged in the Tracking Log

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Action Request FormSections I and II
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Analyzing the Request

• In addition to meeting the requirements in the
  Stafford Act, what do you need to know to
  determine if the request for Direct Federal
  Assistance (DFA) is eligible?

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Analyzing the Request

• Operations Section Chief Reviews ARF
• Eligible under Stafford Act?
• Beyond State and local capabilities?
• Permanent restorative work?
• Existing other Federal agency authority?
• Appropriate requestor?
• Clarity of request?

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Can the Request Be Met By FEMA In-House?
Yes
No
Operations
FEMA Logistics

• Procurement (FEMA Form 40-1, Credit Card)
• FEMA Assets (LC, DISC)

MA
Public Assistance (PA)

• Emergency Work

• Long-term Work

OFAStatutory Authority
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Action Request Form (ARF)Section III
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MA Determination

• Operations Chief assigns MA to appropriate Branch
  Director
• Branch Director is usually assigned as Project
  Officer
• ESF/OFAs tasked on MA
• ESF/OFA appoints an Action Officer (AO)

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Developing a Statement of Work (SOW)

• FEMAs Project Officer (PO) and OFAs Action
  Officer (AO) develop Statement of Work (SOW)
• Assigned agencies may only perform activities
  that are clearly within the SOW cited in the MA

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ARFSOW, Action Taken, TrackingSections IV and V
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Pre-scripted Mission Assignments (PSMAs)

• 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!!!!

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Phase IMA Issuance

• MA reviewed by Ops Chief (in eCAPS) for content
• MA is signed (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 and forwards
  obligated MA to the DFC and a copy to the MAC.
• MAC provides a copy to the OFA

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MA Taskings

• MA Task Orders under a MA may be issued to carry
  out the SOW
• MA Task Orders prevent the issuance of multiple
  MAs

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MA Task Order Form (Top Half)
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MA Task Order Form (Bottom Half)
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MA Exceptions

• ESF-5 Emergency Management
• ESF-9 Search and Rescue
• National Disaster Medical System (NDMS)
• Federal Occupational Health (FOH)
• Long Term Studies

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Management Controls

• Help to ensure
• Programs achieve intended results
• Resources are used properly
• Resources are protected from waste/abuse
• Laws and regulations are followed
• Accurate, timely information for decision-making

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Phase IIMA Execution

• Primary ESF agencies may subtask support agencies
• The Financial Management Support Annex of the NRP
  contains an example form for subtasking support
  Agencies
• When subtasked, support agencies seek
  reimbursement approval from their primary agency,
  not FEMA

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MA Amendments

• Mission Assignments are amended for changes in
• Time
• Funding
• Project Officer
• Note A change in the SOW requires a NEW Mission
  Assignment

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Mission Assignments Management
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MA ExecutionAccountable Property

• All property purchases must be coordinated with
  Logistics
• ESFs must account for and maintain property
  purchased under MAs

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Phase IITracking and Monitoring

• Tracking and monitoring begins after MA is issued
  and continues through closeout
• Mission assigned work should be completed 60 days
  after the date of declaration

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Tracking and MonitoringResponsibilities

• Tracking and monitoring responsibilities are
  shared by
• Operations Section Chief
• MAC
• Project Officer
• Comptroller
• Action Officer (ESF/OFA)
• Coordination and Planning Branch Staff (Logistics)

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Phase IIStand Down/Deactivation

• Stand Down
• FCO/Operations Section Chief determine stand
  down of an activated Agency
• Deactivate
• Establish long-term OFA Points of Contact (POC)
• Conduct exit interview with OFAs/ESFs

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Transition of Responsibilities

• OFA
• Transition back to their Regional Headquarters
• FEMA
• Field staff transitions all records pertaining to
  missions to Regional staff

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Phase IIIMA Billing/Reimbursement and Close Out

• Mission Assigned Agencies bill FEMA
• Sub-tasked agency bills should be reviewed by
  lead agency and paid by FEMA from lead agencys
  obligation
• Disaster Finance Center (DFC) conducts financial
  review
• PO/MAC/FAO conducts program review
• Remaining funds deobligated, MA file closed
• State billed for cost share

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Reimbursable Costs

• ELIGIBILE COSTS include
• Permanent Federal agency personnel Overtime,
  travel, per diem
• Temporary personnel Wages, travel, overtime, per
  diem
• Costs paid from trusts, revolving funds, etc.
• Costs of contracts and materials, equipment from
  agencys regular stock

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Non-Reimbursable Costs

• NON-ELIGIBILE COSTS include
• Work performed by an agency under their own
  authority
• Repairs to OFA facilities
• Litigation costs
• PFT regular salaries, benefits, and indirect
  costs
• Unsupported claims excessive, unreasonable
  costs
• Amounts exceeding funding authority

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Questions?