bsir application biannual strategy implementation report (bsir) november 16, 2004 version 2.0
TRANSCRIPT
BSIR APPLICATION
Biannual Strategy Implementation Report
(BSIR)
November 16, 2004
Version 2.0
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BSIR Purpose
Provides a standardized web based reporting system that facilitates the reporting of financial information to the Office for Domestic Preparedness (ODP)
Provides financial reporting on five grant programs in a consolidated format
SHSP, LETPP, CCP, and UASI
Provides project based reporting versus the line item reporting required under the Budget Detail Worksheet
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Overview of the ISIP/BSIR
Methods through which all Office for Domestic Preparedness (ODP), Department of Homeland Security (DHS/ODP) FY2004 grant recipients will report on their planned and actual grant expenditures in accordance with the goals and objectives identified in their Homeland Security Strategies (State, Regional & Dallas)
Facilitates the efficient and accurate collection of data to be reported to DHS, Congress, and other requesting agencies in a timely manner
The BSIR does not replace the Categorical Assistance Progress Report (CAPR). The BSIR represents the narrative section of the CAPR. (This is provided by the SAA).
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BSIR Benefits
Pre-populates specific ISIP reports by grant year to pre-populate recurring grant year BSIR reports
Provides a standard reporting format available to all reporting levels
Provides a real time status of reports at the state and federal level
Replaces Budget Detail worksheets
Final format of grant reports to ODP
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Benefits of BSIR Web Application
Easier Reduces need for
resubmissions
Web-based - no more burning disks and mailing them
Simplified format - less guesswork in filling out the financial information
Better Enhanced error
checking ensures cleaner data. No more “REF#”
More Secure
More Informative - ties State grant financial data to State Homeland Security Strategies
Faster Improved access
- SAA will have immediate access to forms from locals
Pre-populated - only change data if different from ISIP submission
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Workshop Content
Module 1 BSIR Overview
Module 2 Registration and Process Flow
Module 3 BSIR Basic Operation
Module 4 Grant Funding Module
Module 5 Review, Approval and Submission
Module 1
BSIR Overview
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Terminal Objective
The BSIR Technical Assistance (TA) will provide participants with the knowledge and skills necessary to complete and submit the BSIR.
To receive TA please contact either NCTCOG Staff or 1-877-612-HELP.
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BSIR Components
BSIR web address: https://www.reporting.odp.dhs.gov/
Five modules contain all of the BSIR activities
Submission from local jurisdiction through the NCTCOG to TEEX and then on to ODP.
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BSIR Reporting Requirements
Initial report will be submitted as the ISIPSubsequent grant year reports will be through
submission of the BSIRTEEX completed the 2003 ISIP, it will be each
jurisdictions responsibility to complete the BSIR every 6 months and the ISIP annually from 2004 forward.
Reports are submitted semi-annually as part of the CAPR July – December period is reported by January 31 January – June period is reported by July 31Final BSIR at closeout of grant
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SAA Reporting Timeline
Feb
2006
FY05 BSIR
FY04 ISIP
FY04 BSIR
FY05 ISIP (Due 60 Days)
Jun Jul Aug JanSept Oct Nov DecFeb Mar Apr May
2004 2005Reports
Jul Aug Sept Oct Nov Dec Jan
Module 2
Registration and Process Flow
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Terminal Objective
At the completion of this module participants will be able to complete the user registration process and will have an understanding of the defined user roles and user status.
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Enabling Objectives
Participants will be able to:
Describe the process of establishing a user profile and associated user account
Describe the 3 step registration process
Describe the User ID and Password considerations
Describe the operations available in the User Management module
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Registration Process
Initial visit to the BSIR Application: https://www.reporting.odp.dhs.gov/
Select “click here” to begin the registration process
Three step process
Enter contact information
Select user level (Federal, State or Sub-grantee) and user permissions (Jurisdictions and/or Urban Area)
Select a user name, password, and security question
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BSIR Log-in
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Steps 1 and 2Step 1: Enter contact information as requested
Step 2:
Select a user organizational assignment
Federal
State
Sub-grantee
Urban Area may be selected from the drop-down menu
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BSIR User Roles
User Type Enter Review Approve
Submitto
State
Submitto
ODP
SAA Admin * * * * *
State User * * NCTCOG LocalAdministrator * * * *
Local User *
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Step 1 Registration
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Step 2 Role Assignment
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Step 3 User ID and Password SelectionEnter User ID and select Password
Password must meet complexity rules: Must contain at least three of the following four
characters: Uppercase (A-Z) Lowercase (a-z) Numeric (0-9) Special characters (#*$!)
Must be at least 8 characters long Cannot have same characters in succession Cannot be same password or contain similar strings of
last six passwords in history Case-sensitive
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Step 3 User ID and Password Selection
Secret Question
What is your first pet’s name?
What is your mother’s maiden name?
What is your father’s middle name?
What is your high school mascot?
Who is your childhood best friend?
Password will require change at least every 90 days (no prompt given)
Three failed attempts will lock out account
Do not share your user ID and/or password
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Step 3 User ID and Password Selection
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Registration Approval Steps
Requesting User Authorized Approver
Federal (ODP) user assigned to requesting state
SAA role with administrator privileges assigned to requesting state
Federal (ODP) user assigned to requesting state
SAA role with administrator privileges assigned to requesting jurisdiction
Local role with administrator privileges assigned to requesting jurisdiction
SAA
Subgrantee
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BSIR User StatusUser Status Definition
Active
Active users are current users of the BSIR. This denotes that the user has access based on the type of user account they hold. This is the most common status.
Pending
Pending denotes that a user has recently requested access to the BSIR. This is the second most common status.
Denied
Denied users are accounts that have been requested, but, for one reason or another, were not approved, thus, denied.
ExpiredExpired denotes users accounts that have elapsed a given period of time with inaction, and are thus locked.
InactiveInactive denotes users accounts have been manually locked by an administrator.
Locked
Locked denotes that a users account is inaccessible due to various reasons. An account may be locked because a user entered in an incorrect password three or more times, or the account is expired or inactive. Users with administrative rights may unlock users.
Module 3
BSIR Basic Operation
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Terminal Objective
At the completion of this module participants will be able to explain the functionality of the five component modules in the BSIR.
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Enabling Objectives
Participants will be able to:
Describe the purpose for each of the five component modules in the BSIR
Describe the process for each of the five component modules and reinforce with an example.
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Returning User
Enter User ID and Password to gain entrance to the BSIR
Begin a BSIR session
Initial session page
Select a module on the left side to proceed with specific functions
Select a tab at the top to enter BSIR specific information
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BSIR Session
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BSIR ModulesOrganization Structure
User Management
Grant Funding
Review and Approval
Help
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Organization Structure (OS) ModulePurpose: Central location for the management of sub-grantees
Process: The state administrator will define all subgrantees. The assigned state users then link their assigned sub-grantees to their account
Example: A state with 342 jurisdictions may decide to have several state users to assist the SAA. In the OS module these state users will select which jurisdictions to be assigned to them. Later these BSIRs will be submitted and approved by the assigned state user
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Organization Structure
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User Management (UM) ModulePurpose: Central location for the account approval and
management for user access to the BSIR
Process: Users with administrative rights can review, approve users requesting access to the BSIR and reset passwords.
Example: A user password requires resetting. This action is accomplished in the UM module
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User Management Module
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User Management
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Grant Funding (GF) Module
Purpose: Central location for the input of all grant, project and solution area funding information
Process: The ISIP information will be pre-loaded in a read-only format for all jurisdictions that submitted the ISIP. By stepping through six tasks (tabs) in this module, the users review and update the ISIP information
Example: A sub-grantee award revision would be accomplished in this module
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Grant Funding Module
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Review and Approval (R&A) ModulePurpose: Central location for users to review completed
BSIRs and for administrative users to submit them to the next approval authority
Process: NCTCOG (Local administrator) reviews, approves, and submits the sub-grantee BSIR to the state. The assigned state administrator then reviews, approves and submits to ODP
Example: After submitting the BSIR to the state, the NCTCOG (local administrator) should check the status of the BSIR. This is accomplished in the R&A module
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Review and Approval Module
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Help Module
Purpose: Provide information about operation of the BSIR
Process: Selecting help will provide a topical index to select the particular information needed
Example: A user needs access to the Users Guide. A copy of the Users Guide is available for review under the Help section
Module 4
Grant Funding Module
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Terminal Objective
At the completion of this module participants will be able to complete the Grant Funding Module.
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Enabling Objectives
Participants will be able to:
Relate the ISIP format to the Grant Funding module
Describe the six tasks required to complete the Grant Fund Module
Identify information in each task that is pre-populated from the ISIP and/or the DCT
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ISIP Review
Five grant programs: State Homeland Security Program (SHSP) Law Enforcement Terrorism Prevention Program (LETPP) Citizen Corps Program (CCP) Urban Area Security Initiative (UASI) Grant Program
Project funding is assigned from one or more of the four grant programs for each project as applicable
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ProgramsGrantee / Subgrantee Projects
ISIP Template $11,700,000
CCP $1,000,000
Project A $3,750,000
Project C $1,460,000
Project B $3,600,000
Project E $2,100,000
Project F $0
Project D $790,000
Project K $0
Project I $0
Project J $0
Project G $0
Project L $0
Project H $0
Project M $0
SHSP $4,500,000
1
ILLUSTRATIVEILLUSTRATIVE
UASI $3,600,000
LETPP $2,100,000
TSP $500,000
ISIP Conceptual Design – Template Level
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Solution Area CategoryProgramProject
Project A $3,750,000
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Up to 6 per programUp to 5 per projectUp to 20 per template
Planning $250,000
SHSP $2,500,000
CCP $250,000
Equip $1,600,000
Training $650,000
UASI $1,000,000
ConductAssessments $40,000
Public Education $50,000
Develop Plans $160,000
Public Health $85,000
Law Enforcement $65,000
Fire Service $100,000
Total $250,000
Solution Area Sub-Category
Solution Area Discipline=
Total $250,000
Illustration
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Six Grant Funding Module Tasks
Award Information
Project List
Project Funding
Goals and Objectives
Solution Area Funding
Project Metrics
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Award Information
Grant funding amounts that have been awarded to the state or sub-grantee are updated as needed
Obligated and Expended (new terms)
Obligated: Decision to purchase goods or services has been made, vendor selected and purchase order cut
Expended: Goods or services have been delivered and the purchase order funds have been paid
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Award Information Task
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Project List
Data includes project name, funding type, amount, and project status
Select “Create Project” to add a new project
Users may select Edit, Delete or Detail to change a project
Changes must be saved prior to leaving the page or the updated data is lost
Use the “Save” or “Save and Continue” button
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Project List (cont.)
Project Titles entered into the ISIP are pre-populated in the Project Title field in the BSIR.
The ISIP predefined Project Titles are now under the BSIR “Project Type” field
A Project Type must be selected from the predefined list
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Project List
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Project Funding
Projects are pre-populated with the ISIP funding amounts
Funding may be changed by entering the new data into the appropriate BSIR field
Jurisdictions that share funding for this project are identified
Total project funding is displayed at the top of the page
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Project Funding
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Goals and Objectives
BSIR goals and objectives are pre-populated with the goals and objectives identified in the SHSAS approved strategy in the DCT as of October 15, 2004
A goal must be selected from the drop down box even if the ISIP goal still applies
If the goal has changed since the ISIP, click the check box
Objectives must be selected from the drop down box
Objective 2 is optional
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Goals and Objectives
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Solution Areas
Five solution areas plus Management and Administration
This task is completed one solution area at a time.
Each solution area is on a separate page. Navigate by selecting from the drop down box
For each solution area, update the amounts by funding source and for each discipline
Total Project Funding and Total Solution Area Funding is summarized at the top of the page
No entries accepted in the gray boxes
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Solution Areas
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Project Metrics
Project Metrics is a new function of the BSIR
Use information collected from state and local sub-grantees on the status of the metrics that apply
Metrics information is entered by solution area
Project Metrics data is required before the BSIR can be submitted
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Project Metrics Section 1
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Project Metrics Section 2
Module 5
Review, Approval and Submission
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Terminal Objective
At the completion of this module the participants will be able to describe and complete the process for submitting the BSIR through each of the administrative levels of approval.
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Enabling Objectives
Participants will be able to:
Describe the seven BSIR status indicators
Describe the different actions required at the local and state levels for approval of the BSIR
Describe the Change Request process
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Review and Approval
Users input data and NCTCOG (administrators) approve/submit BSIRs
Once submitted to the next level, the BSIR is locked in a read only format
Change Request will “unlock” and return the BSIR to the NCTCOG (administrator) for additional editing
There are seven status indicators of progress on the BSIR
All user levels see the BSIR status
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Review and Approval
The seven BSIR status indicators are:
1. Data Entry In Progress: Work has begun on the BSIR
2. Project Submitted: One or more projects have been completed. When all projects have been submitted individually, the BSIR may be submitted to the SAA
3. Submitted to State: The BSIR has been submitted and is awaiting SAA approval
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Review and Approval (cont.)
4. Approved by State: The BSIR has been approved by the SAA
5. Submitted to ODP: All of the state’s BSIRs have been submitted and are awaiting ODP approval
6. Accepted by ODP: ODP has accepted the BSIRs
7. Change Request: The BSIR is returned for additional editing
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BSIR Reporting Requirements
Initial grant year report will be submitted as an ISIP
Subsequent grant year reports will be submitted through the BSIR
Reports are submitted semi-annually as part of the CAPR
July – December period is reported by January 31 January – June period is reported by July 31
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SAA Reporting Timeline
Feb
2006
FY05 BSIR
FY04 ISIP
FY04 BSIR
FY05 ISIP (Due 60 Days)
Jun Jul Aug JanSept Oct Nov DecFeb Mar Apr May
2004 2005Reports
Jul Aug Sept Oct Nov Dec Jan
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Next Steps Devise an action plan to complete BSIR at the state and sub-
grantee levels
Identify users at the state and sub-grantee levels Consider locations with internet access
Grant funding Identify projects requiring additions, editing or deleting Accumulate obligated and expended funding information by
projects Gather project metrics Additional subgrantees since ISIP
Schedule additional Technical Assistance
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Technical Assistance
BSIR Data Entry TA
Schedule through ODP
TA will be available December 6, 2004 – January 31, 2005
ODP Technical Support Desk
1-877-612-HELP
Hours of Operation (CST) Monday – Friday 7 a.m. to 7 p.m.
Saturday and Sunday 10 a.m. to 6 p.m.
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NCTCOG BSIR TIMELINE
Nov 16, 2004 – BSIR Training (Weatherford)
Nov 18, 2004 – BSIR Training (Lewisville)
Nov 30, 2004 – BSIR Training (NCTCOG)
Dec 2, 2004 – BSIR Training (NRH)
Dec 8, 2004 – BSIR available on-line to NCTCOG (tentative)
Dec 13, 2004 – BSIR available on-line to jurisdictions (tentative)
Jan 14, 2004 – BSIR Deadline!