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SUBGRANTEE & ESC TRAINING Slide 2 WHO IS WHO Grantee the State of California (Cal EMA) Sub-grantee Operational Areas (sometimes also called sub-recipient) Sub-recipient Pass Thru Agency, City, Special District Slide 3 WHOLE COMMUNITY This year we are promoting the advancement of the whole community approach towards security and emergency management efforts. Building existing practices, institutions and organizations that help make local communities successful, and that can leverage this infrastructure if and when an incident occurs. Slide 4 GRANT PURPOSE Support comprehensive emergency management at the state, tribal and local levels. Encourage the improvement of mitigation, preparedness, response and recovery capabilities for all hazards. Slide 5 PERFORMANCE PERIOD July 1, 2011 through June 30, 2012 Retroactive reimbursement may be requested to the start of the performance period, July 1, 2011. Slide 6 MATCHING REQUIREMENTS Dollar-for-dollar match is required. Match may be cash or in-kind Cash money spent for project-related costs In-kind contributions of the reasonable value of property or services in lieu of cash. Title 44 Code of Federal Regulation (CFR) Part 13 13.24 Title 2 CFR Part 215 215.23 Slide 7 RESPONSIBILITIES Submit application by due date Comply with Grant Assurances applies to all Quarterly performance reports Fiscal management systems Slide 8 RESPONSIBILITIES (continued) All changes must be submitted and approved PRIOR to incurring any expenses Remit unexpended funds Maintain property, programmatic and financial records in accordance with requirements Comply with audit requirements Slide 9 ENVIRONMENTAL HISTORIC AND PLANNING PRESERVATION (EHP) FEMA is required to consider the potential impact for all grant-funded projects on environmental resources and historic properties Any project with the potential to impact natural or biological resources or historic properties,or involves EOC construction or renovation Communications towers need FCC process prior to EHP Installation of equipment, ground-disturbing activities, new construction or modification/renovation of existing buildings or structures EHP approval required BEFORE activity starts Slide 10 EHP NOT REQUIRED FOR Planning and development of policies or processes Management, administrative or personnel actions Classroom-based training TTX Acquisition of mobile and portable equipment Slide 11 DUE DATES All Performance Reports are cumulative (go back to 7/1/11) Cash (Reimbursement) Requests are due quarterly, may be requested monthly Waived (per GMM 2011-13) Performance Report due for 7/1/2011-9/30/2011 11/15/2011 EMPG Application Due 1/16/2012 Performance Report due for 7/1/2011- 12/31/2011 4/16/2012 Performance Report due for 7/1/2011- 3/31/2012 7/31/2012 Performance Report due for 7/1/2011- 6/30/2012 Slide 12 WHATS NEW? FMFW used for the Application process, Revision Requests and Cash (Reimbursement) Requests Federal Objectives have been added to the Performance Reports Cash (Reimbursement) Requests are required to be submitted, at a minimum, on a quarterly basis (Except First Quarter, per GMM 2011-13) The Performance Report is cumulative M&A is now up to 5% Slide 13 STATE FOCUS Information Management Technology and Process Emergency Responder Credentialing Program Alert & Warning Functional Needs Mass Evacuation Care and Sheltering Planning Exercises Regional Catastrophic Planning COOP & COG Slide 14 FOUR OBJECTIVES 1. Approved Emergency Plans (CPG-101 v. 2) not required at the OA or sub-recipient level 2. Completion of a Threat and Hazard Identification and Risk Assessment not required at the OA or sub-recipient level 3. Develop and Maintain Multi-Year Training and Exercise Plans (TEPs) required at State, OA and sub- recipient level 4. Target Training and Verify Capability of Personnel required at State, OA and sub- recipient level Slide 15 Multi-Year TEP A roadmap to accomplish your priorities Engaging the Whole Community in training and exercises allows all partners to evaluate and improve upon their level of preparedness. Requirement develop TEP and update it annually Exception if all EMPG funding is used for equipment Submitted to Cal EMA Exercise Division Slide 16 TEPs (continued) All EMPG funded personnel shall participate* in no less than three (3) exercises, of any type, between 7/1/11 and 6/30/12. EMPG grant funded personnel are any personnel paid at any percentage with EMPG funds. This includes, M&A and contracted personnel. Exercises should align to your TEP and to an activity. * There is no specific requirement for the level of participation, observe and attend satisfies the requirement. After Action Reports must be completed by the exercise host and submitted to Cal EMA and FEMA (encrypted) within 90 days of the exercise. Multi-Year TEPs must also be submitted to Cal EMA Exercise Division by 9/30/11. Multi-Year TEPs must also be submitted on a one-time basis with a quarterly performance report Slide 17 EXERCISES Exercises should evaluate the performance of the capabilities required to respond to the exercise scenario. Your exercise should align to your TEP and to an EMPG activity. Slide 18 SEVEN TYPES OF EXERCISES Seminar Workshop Tabletop (TTX) Games Drill Functional (FE) Full-Scale(FSE) Slide 19 ALLOWABLE EXERCISE COSTS Implementation of HSEEP Design, develop, conduct and evaluate an exercise Hiring of full- or part-time staff or contractors/ consultants Overtime and backfill Travel (airfare, mileage, per diem and hotel) Supplies Other items consumed in direct support of the exercise activities (rental space, signage, event badges, etc. not food or drink) Slide 20 TARGET TRAINING Training activities should strategically align to a target capability identified in the Multi-Year TEP. To ensure the development of a professional emergency management workforce, all EMPG grant funded personnel shall complete 11 training requirements and record proof of completion by 6/30/2012. (This is reported in the Quarterly Performance Reports.) Slide 21 11 TRAINING REQUIREMENTS All are free and online through FEMA Must be reported on quarterly NIMS Training IS 100, 200, 700 and 800 FEMA Professional Development Series IS 139, 230.b, 235.a, 240.a, 241.a, 242.a and 244.a G course series equivalents satisfy the requirement. Past completion of the older versions of the courses also satisfies the requirement (i.e. if you took 230.a you do not need to take 230.b) Slide 22 TRAINING EMPG funds may be used to enhance the capabilities of personnel through establishing, supporting, conducting and attending training Training should have a community oriented approach that engages at the community level, strengthens best practices and provides a path toward sustainable resilience Slide 23 ALLOWABLE TRAINING COSTS Develop, deliver and evaluate training Overtime and backfill Travel (airfare, mileage, per diem, hotel) Hiring of full- or part-time staff or contractors/ consultants Certification/ recertification of instructors Slide 24 PLANNING Provides a methodical way to engage the Whole Community in thinking through the life cycle of potential crises, determining required capabilities, and establishing a framework for roles and responsibilities. Must include participation from all stakeholders in the community who are able to contribute critical perspectives and may have a role in executing the plan. Should address incidents of varying types and magnitudes. Slide 25 ORGANIZATION Per the Stafford Act, EMPG funds may be used for all- hazards emergency management operations, staffing and other day-to-day activities in support of emergency management. Personnel costs including salary, overtime, compensatory time off and associated fringe benefits are allowable costs with EMPG funds. Proposed personnel costs should be linked to achieving your objectives. Slide 26 EQUIPMENT Must be allowable equipment for the EMPG grant on the AEL (categories 4, 5, 6, 7, 9, 10, 11, 12, 14, 19 and 21). General purpose vehicles (SUVs) are allowed to carry about EMPG responsibilities. See page 19 of the EMPG State Guidance for specifics on communications equipment. NOTE: All equipment to be purchased must be specified on the application (or a modification done and approved) before it may be purchased. Slide 27 CALIFORNIA PUBLIC SAFETY PROCUREMENT PROGRAM The 1122 Program allows government agencies to purchase equipment and supplies from the Defense Logistics Agency, the Department of the Army and the General Services Administration. This allows for discounts due to large volume purchases. The 1033 Program allows for the transfer of excess DOD property to local LE agencies (powers of arrest) at no cost other than shipping. The Homeland Defense Equipment Reuse (HDER) Program provides no cost refurbished equipment no longer needed by the federal government. Slide 28 CONSTRUCTION AND RENOVATION Construction and renovation (C&R) activities for a local governments principal EOC are allowable. Costs must be consistent with FY 11 EOC Grant Program. Up to $1 million for construction projects or up to $250,000 for renovation projects. (Remember, its a dollar-for-dollar match.) Construction new facility or changes to the footprint of an existing facility. Must comply with the Davis-Bacon Act. Renovation internal improvements to an existing facility. Slide 29 NECESSARY C&R INFORMATION Prior to the draw down of funds for limited EOC construction and renovation, the following must be provided to Cal EMA: A description of the EOC facility, location, and scope of the project A certification that an assessment has been conducted to identify EOC needs (facility, communications capability, computer systems, network capabilities, survivability and sustainability) Written approval must be obtained from Cal EMA prior to the use of any EMPG funds for C&R A description of how the construction or renovation project will address the needs identified from the assessment Consequences of not implementing the construction or renovation project A NEPA Compliance Checklist (And dont forget your EHP) Slide 30 MAINTENANCE AND SUSTAINMENT EMPG may be used for maintenance contracts, warranties, repair and replacement costs, upgrades and user fees for equipment purchased with EMPG funds. Routine upkeep may not be funded by EMPG. Contracts may not go beyond the grant period, i.e., 7/1/2011-6/30/2012. Items must be on the BSIR. Slide 31 UNALLOWABLE COSTS Weapons systems and ammunition General-use software, general-use computers and related equipment (some exceptions apply), general- use vehicles and licensing fees Personnel costs to support the hiring of public officers for public safety duties, positions and responsibilities Activities unrelated to EMPG Items not on the EMPG categories in the AEL Indirect/overhead costs Slide 32 EXCLUDED PARTIES LIST SYSTEM The Excluded Parties List System (EPLS) includes information on entities who have been debarred, suspended proposed for debarment, excluded or disqualified to receive federal funding. Check the list before employing a contractor or consultant: https://www.epls.gov Slide 33 SUPPLANTING Grant funds are used to supplement existing funds, not supplant (replace) funds that have been appropriated or budgeted for the same purpose through non-federal grant sources. If something is paid for now without grant funds and you wish to use grant funds, that is supplanting, unless If you are able to document a reduction in non-federal resources that occurred for reasons other than the receipt or expected receipt of federal funds, that is not supplanting. Slide 34 THE WORKBOOK AND APPLICATION Slide 35 FINANCIAL MANAGEMENT FORMS WORKBOOK (FMFW) Grant Award Face Sheet Grant Management Roster Project Ledger Project Descriptions Equipment Inventory Ledger Organization Roster Training Roster Planning Ledger Exercise Roster Match Authorized Agent Sheet Summary Slide 36 FMFW HELPS & HINTS - and + in bottom right corner to minimum or maximize your worksheet S and H to Show or Hide selections Down pointing triangle drop down menu Small red triangle macro with explanatory information If the black, green, red and blue boxes or the S and H are covering fields, use the or + key to reset the worksheet Slide 37 APPLICATION COMPONENTS FMFW Governing Body Resolution Authorized Agent Information Form Grant Assurances NIMS Compliance Certification Project Contact Information Sheet Slide 38 INSTRUCTIONS Lots of great information here Be sure to enable macros they provide pop-up help Slide 39 FACESHEET Grant Recipient Implementing Agency Political Districts Disaster/Program Title Performance Period 07/01/11 to 06/30/12 No need to fill out lines 6-9 (only for multiple grants) Line 10 auto populates Read area 11 Federal DUNS Number Federal Employer ID Number Complete and have authorized agent sign area 14 Line 5 information: Grant Year 2011 Fund Source EMPG A. State leave blank B. Federal allocation amount C. Total self populates from B D. Cash Match amount of the match in cash E. In Kind Match value of the match in kind Note - D and E must equal C. Slide 40 AUTHORIZED BODY OF 5 & CONTACT This workbook is used for multiple federal grants. EMPG does not require the Authorized Body of 5 section to be completed. Place N/A in first line. Additional authorized agent contact information and contact information portion of page to be completed, if applicable. Slide 41 GRANT MANAGEMENT Who is involved in your grants? Provide the requested details of EMPG grant funded employees who are involved with the grant. This includes, M&A staff, if applicable. Name Title Area of Responsibility Employee or Contractor Employee Status full time, part time, seasonal, temporary, etc. Slide 42 PROJECT LEDGER Each project will need: Project this is the project identifier Name of your project Funding Source EMPG Discipline (use only EMG) Solution Area (planning, equipment, training, etc.) Solution Area Sub-Category (developing plans, back-fill for training, etc.) Total Obligated list the amount of EMPG grant funds to be directed towards this project Note the rest of this ledger is used for Cash Requests Slide 43 PROJECT DESCRIPTION Each project will need: Project Use letter (A-T), as identified on the Project Ledger tab. State Investment Justification - Select from either EMAP #s (p. 84); National Priorities (p.86) or Target Capabilities (p.86) in the State EMPG Guidance. Goals and Objectives Select from Cal EMA Strategic Plan Objectives on pages 45-49 and 84-86 in the State Guidance Project Description a detailed description of the project (no more than 1,000 characters) Need briefly describe the need for the project and how that need was determined Project Milestones where they will be at 6 and 12 months (not 18, this is a one year grant), percent complete and dollar amount expended at that time period. Input N/A in the blank boxes for 18 months. Slide 44 Equipment Inventory If any equipment is to be purchased, this information is needed: Project use the project identifier for the EMPG grant funded equipment item that this is associated with Equipment Description and quantity AEL Number AEL Title SAFECOM Consult if communications equipment Discipline (same as on your project) Solution Area Sub-Category (same as on your project) After the purchase, additional information will be needed (vendor, invoice number, etc.) Slide 45 ORGANIZATION ROSTER Project use the project identifier for the EMPG grant funded organization activity that it is associated with Organization enter the type of activity or cost (staffing, operations, room rental) Funding Source (same as on your project) Discipline (same as on your project) Solution Area Sub-Category Info Sharing/Intel Analysis for EMPG leave blank Certification for EMPG leave blank Detail If the organization activity listed is applicable to staffing select an option: Staffing, Backfill, Overtime Estimated Cost List the EMPG grant dollar amount attributed to this activity Slide 46 TRAINING ROSTER Project use the project identifier for the EMPG grant funded training activity that this is associated with Course Name include project name this course relates to Funding Source (same as on your project) Discipline (same as on your project) Solution Area Sub-Category Feedback Number assigned by Cal EMA, Training Request Form on line (request 30 days in advance) Training Activity pull down menu (classroom, field) Total Trainees Identified Host EHP Approval Date, if applicable Part of a Procurement Over $100,000 Sole Source Involved Estimated Cost List the EMPG grant dollar amount obligated to this activity Slide 47 PLANNING ROSTER Project use the project identifier for the EMPG grant funded planning activity that this is associated with Planning Activity Funding Source (same as on your project) Discipline (same as on your project) Solution Area Sub-Category Final Product Part of a Procurement Over $100,000 Sole Source Involved Estimated Cost List the EMPG grant dollar amount obligated to this activity Slide 48 EXERCISE ROSTER Project use the project identifier for the activity this equipment is associated with Exercise Title Funding Source (same as on your project) Discipline (same as on your project) Solution Area Sub-Category EHP Approval Date (if needed Date of Exercise Exercise Activity (type) Exercise Host Date AAR entered into HSEEP Part of a Procurement Over $100,000 Sole Source Involved Estimated Cost List the EMPG grant dollar amount obligated to this activity Slide 49 MATCH Used for Cash (Reimbursement) Requests Project Project Name Funding Source Discipline Solution Area Solution Area Sub-Category Cash Request # Match Expended (no decimals) Total Match (no decimals) Slide 50 Authorized Agent This form must be submitted with the following: Application Every Cash (Reimbursement) Request Every Modification The person who signs this must be listed on the Governing Body Resolution and the Authorized Agent Information Form Slide 51 SUMMARY Good news! This form is auto-populated from the information entered on the previous sheets!!! Slide 52 PERFORMANCE REPORTING Slide 53 PERFORMANCE REPORTS Performance Reports must be submitted quarterly Due dates: 1 st Quarter No Report Required Waived per Grant Management Memorandum (GGM) 2011-13 2 nd Quarter - 1/16/2012 Reporting Period: 7/1/2011-12/31/2011 3 rd Quarter - 4/16/2012 Reporting Period: 7/1/2011-3/31/2012 Final Report 7/31/2012 Reporting Period: 7/1/2011-6/30/2012 All grant activities must be reported on Performance Reports are cumulative, going back to 7/1/11, including data previously reported in an ongoing fashion The last Performance Report will serve as your final one Slide 54 PERFORMANCE REPORT, GRANT ACTIVITIES List each activity these should come from your Project Ledger and Project Description For each activity list the task(s) associated List the status for each task/activity Check the box for completion Yes or No; in the summary section, describe what was done for this activity Slide 55 PERFORMANCE REPORT, PERSONNEL DATA TABLE This data documents how EMPG funding enhances or sustains emergency management capacity in terms of personnel support. EMPG grant funds allocated to EM personnel list the total amount of EMPG grant funding for EM personnel EMPG grant funds allocated to contractors list the total amount of EMPG grant funding for contracted personnel Non-EMPG funds for EM personnel list the amount non-EMPG funds allocated towards EM personnel List the total number of full- time EM personnel, whether EMPG funded or not list the number of EM personnel (grant funded or otherwise) in FTEs Number of EMPG grant funded EM personnel in FTEs list the number Slide 56 PERFORMANCE REPORT, TRAINING DATA TABLE Report data on training sessions funded with EMPG. For each, please supply: Name of Training Number of Personnel Trained (both EMPG funded and not funded) in EMPG grant funded training Number of EMPG Funded Personnel Number of EMPG Funded Personnel Trained Training Aligned to your Multi-Year TEP Yes or No Slide 57 PERFORMANCE REPORT, EXERCISE DATA TABLE For each type of exercise, please enter the following: Number of Exercises Number Counting Towards the Multi-Year TEP Number of EMPG Funded Personnel Number of EMPG Funded Personnel Participating in the Exercise Name or Description (of the exercise) Exercise Aligned to the Emergency Operations Plan Yes or No AAR Complete Yes or No includes being sent to Cal EMA and HSEEP Corrective Actions Identified Yes or No Progress Made Toward Corrective Action percentage, explanation if satisfactory progress is not made Progress Made Toward Completing Multi-Year TEP percentage and explanation Slide 58 PERFORMANCE REPORT, EMPG PROGRAM FUNDED PERSONNEL AND TRAINING DATA List vertically the names of EMPG funded personnel Put an X in the box under each course completed Total number of required trainings in the area with names and Xs, multiple the number of names times 11, record that number. Total number of completed trainings record the number of Xs. Total percent completion divide the completed training number by the required training number, record that percentage. Slide 59 PERFORMANCE REPORT, EMPG PROGRAM FUNDED PERSONNEL AND EXERCISE DATA Vertically list the name of each person funded by EMPG Place an X in the box for completed exercises Complete the metrics: # of EMPG funded personnel Total exercises (# personnel times 3) Total completed exercises (# of Xs above) Percentage completion (# complete/total #) Slide 60 PERFORMANCE REPORT, MULTI-YEAR TEP Answer Yes or No to the following questions on the TEP: Was it submitted to Cal EMA Exercise Division? Was it submitted once with a FY 11 EMPG Performance Report? Was it updated annually? Slide 61 PERFORMANCE REPORT, FINAL SECTIONS Provide any additional information or comments as needed Complete the certification section (must be done by the authorized agent): Signature Printed name Title Date Slide 62 CASH REQUEST Must be submitted, at a minimum, quarterly even if a zero amount See page 35 of the State Guidance for step-by-step instructions Cost of labor incurred as soon as the time has been worked Expenses incurred when the expense has been paid (vendor costs when the vendor has been paid) Encumbrances, purchase orders or signed contracts do not qualify as incurred costs DOCUMENT, DOCUMENT, DOCUMENT Save your documentation Slide 63 REVISION REQUESTS Any changes must be submitted on a modification This includes changes to the budget, scope, time, activities, or other items Modifications must be approved by Cal EMA HQ PRIOR to expending time or money on them Revision requests may be submitted quarterly On the Project Ledger, similar to a Cash Request but use New Mod Item Slide 64 MONITORING ACTIVITIES The State may monitor performance (Cal EMA monitors, FEMA audits, OIG) Comparing actual activities to those on the Workbook Confirming compliance with Grant Assurances and information provided on Performance Reports Reviewing and monitoring financial and administrative records. Slide 65 WHERE TO FIND IT ALL? www.calema.ca.gov Grants and Funding Emergency Management, Homeland Security and Proposition 1B Emergency Management Programs Emergency Management Performance Grant (EMPG) Emergency Management Performance Grant Documents This is where you will find the State guidance and the Financial Management Forms Workbook (FMFW) v1.11 Macros Version Financial Management Forms Workbook (FMFW) v1.11 Macros Version Slide 66 ANY QUESTIONS? For further information, please contact: Your Cal EMA assigned Territory Representative, i.e., Emergency Services Coordinator (ESC). Or the Following: Elsy Votino (EMPG Lead, Inland Region) elsy.votino@calema.ca.gov 916-845-8485 Yolande Love (EMPG Lead, Southern Region) yolande.love@calema.ca.gov 562-795-2904 Memoree McIntire (EMPG Lead, Coastal Region) memoree.mcintire@calema.ca.gov 510-286-0819 John Thomas (EMPG Lead, Office of Grants Management) John.thomas@calema.ca.gov 916-322-9235