Technology continues to shape the way we share and disperse information, and the way we handle Emergency Management is no exception. As far back as October 2016, FEMA began testing a new delivery model for their Public Assistance (PA) Program. As with most technology solutions, it can be cumbersome to navigate the new systems—I wanted to share some ways to help you prepare yourself for the unthinkable with the new FEMA PA Grants Manager and Grants Portal.
Overview – What’s new?
- The new model takes the applicant’s workload from the field and shifts it into centralized locations away from the disaster area, referred to as Consolidated Resource Centers (CRC), where subject matter experts are staffed to process grant applications across multiple disasters. Moreover, the new model streamlines and enhances grant management and fiscal responsibility processes through the entire lifecycle.
- The foundation for the new model is an improved system-wide technology that standardizes project workflows for program participants via two new computer programs: Grants Portal on the applicant side and Grants Manager on the FEMA side.
- Program applicants, FEMA, and state entities have complete visibility with all parties having user access to upload documents.
- There are no longer field “FEMA Project Specialists” who identify, scope, and estimate the damages from the disaster area. “Site Inspectors” are now responsible for documenting the damages from the disaster site. This is the primary duty of the Site Inspectors as they do not write scopes of work or estimates.
How to Navigate the New System
- A Program Delivery Manager (PDMG) is the FEMA Field Manager that is assigned to each applicant. The PDMG is the new “face of FEMA” and primary FEMA point of contact for the applicant.
- The applicant has the option to formulate their own projects and submit them with all supporting documents to FEMA through the Grants Portal.
- Applicant-level documents are uploaded into the Grants Portal. These documents include but are not limited to:
- An applicant procurement policy, a force account labor policy, insurance policies, a request for assistance, etc.
- Note: These standard programmatic documents will follow the applicant through multiple disasters for years.
- Project-level documents are uploaded into the Grants Portal. These documents include but are not limited to:
- Contractor invoices, contractor estimates, an insurance adjuster report, an insurance settlement/denial, force account labor spreadsheets, force account materials and supplies spreadsheets, a photo report, an applicant-provided scope of work, a project estimate spreadsheet, and all other documents that support the damages and repairs for the project
- Numerous FEMA managers/supervisors review the submitted FEMA package before it is forwarded to the CRC for review.
- The CRC reviews the submitted FEMA package for accuracy, program eligibility, appropriate supporting documentation, and other requirements per FEMA PA Program policy.
- The CRC applies any applicable insurance, federal road, and other applicable reductions to the overall cost of the project.
- The CRC then submits the reviewed project back to the PDMG for applicant signatures.
Conclusion
This two-part platform is not only designed to promote transparency and accountability for all stakeholders involved in the PA grants process, but also to improve timeliness and enhance simplicity in the PA Program.
Still have questions about FEMA’s updates to its existing disaster recovery grant systems? Get up to speed now before disaster strikes. Contact GP Strategies by leaving us a comment below or by reaching out to one of our experts at jnorman@gpstrategies.com or (972) 978-0949.
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