Lesson 2 Overview and Objectives

This lesson provides an overview of the Public Assistance organizational structure in the field and at the Consolidated Resource Center. This lesson also explains the role of the Recipient and Applicant in the Public Assistance process and the interaction between FEMA, Recipient, and Applicant.

Upon completion of this lesson, participants will be able to:

  • Describe Public Assistance's disaster operations organizational structure in the field and the Consolidated Resource Center
  • Define key Public Assistance staff in the field and the Consolidated Resource Center
  • Identify the roles the Recipient and Applicant play in the Public Assistance process
  • Identify key interactions Applicants and Recipients will have with FEMA personnel in the field
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FEMA, the Recipient, and the Applicant

This lesson discusses the key players in the Public Assistance process. These players include:

  • FEMA
    • Staff in the field
    • Staff at the Consolidated Resource Center
  • Recipient
    • State, Tribe, or Territory
  • Applicant
    • Local Government e.g. City, County, Parish

Once this lesson discusses the key players involved, it provides an overview of interactions between the key players.

A Public Assistance Applicant Briefing at the Cooper Technology Center locate in Lincoln County, Oklahoma.
Organizational Structure in the Field
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When the President approves an Emergency or Major Disaster Declaration, FEMA deploys personnel into the field. Upon arrival, Public Assistance staff set up an organized command structure.

The Public Assistance field staff work out of the Joint Field Office (FEMA's main operating facility at a disaster) or Area Field Office.

The field staff only work on the disaster for which they are deployed.

The Recipient and Applicant interact with the following positions:

  • Program Deliver Manager
  • Site Inspector
  • Program Delivery Task Force Leader
  • Public Assistance Group Supervisor
  • Infrastructure Branch Director
  • Environmental and Historic Preservation Specialist
  • Hazard Mitigation Specialist
For a full image description, refer to appendix 2-2
select the image to view the Public Assistance organizational structure
Public Assistance Field Staff (1 of 2)

 

Program Delivery Manager:

  • Guides the Applicant through the delivery of the Public Assistance process to develop projects and site inspections
  • Acts as the primary point of contact for the Applicant

Site Inspector:

  • Codifies disaster-related damage in the Damage Description and Dimensions for disaster-related damages that have yet to be repaired, or also known as Work to Be Completed
    • The Scope of Work and cost estimate are built upon the Damage Description and Dimensions developed in the field for Work to Be Completed
  • Are typically assigned to a geographical area or area of expertise
    • Site Inspectors are not assigned to a specific Applicant
    • Applicants may have several different Site Inspectors that they work with on different site inspections
Top-left: Site Inspectors look at the damages to Marco Island Academy High School in Florida from Hurricane Irma.
Public Assistance Field Staff (2 of 2)

Program Delivery Task Force Leader:

  • Ensures the Program Delivery Managers meet operational objectives and priorities of the Public Assistance Program in day-to-day activities
  • Coordinates, mentors, and manages Program Delivery Managers so they provide the best customer service to Applicants
    • Though the Applicant primarily interacts with their assigned Program Delivery Manager, they may contact the Program Delivery Task Force Leader if they are dissatisfied with the level of customer service they are receiving.

Public Assistance Group Supervisor:

  • Manages the overall operation of the Public Assistance Program for a Level III event
  • Coordinates with the Recipient to run the event and overall delivery of the Public Assistance Program
  • Develops the Disaster Operating Profile with the Region, Recipient, and Infrastructure Branch Director
  • Assists the Consolidated Resource Center in making eligibility determinations

Infrastructure Branch Director:

  • Manages the overall operation of the Public Assistance Program for a Level I and II event
  • Significantly coordinates with the Recipient to run the event and overall delivery of the Public Assistance Program
  • Develops the Disaster Operating Profile with the Region, Recipient, and Public Assistance Group Supervisor
  • Assists the Consolidated Resource Center in making eligibility determinations
Organizational Structure at the Consolidated Resource Center
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FEMA Public Assistance also retains staff at the Consolidated Resource Center. Public Assistance staff at the Consolidated Resource Center process grant applications and create Applicants' Damage Description and Dimensions for Completed Work, Scope of Work, and cost estimates across multiple disasters.

  • The Consolidated Resource Center Public Assistance staff coordinate with field staff located at the disaster in making eligibility determinations.

The Recipient and Applicant should be aware of the following Public Assistance staff at the Consolidated Resource Center:

  • Validation Specialist
  • Costing Specialist
  • Hazard Mitigation Specialist
  • Environmental and Historic Preservation Specialist
  • Insurance Specialist
  • Technical Specialist
PA Organization Structure for CRC please refer to appendix 2-3
select the image to view the organization structure for CRC
Public Assistance Consolidated Resource Center Staff

Validation Specialist:

  • Develops the Applicant's Damage Description and Dimensions, Scope of Work, and actual costs for projects in the Completed/Fully Documented Lane

Costing Specialist:

  • Develops or validates the Scope of Work and cost estimate for the Applicant's projects within the Standard Lane

Environmental and Historic Preservation Specialist:

  • Reviews the Applicant’s damages and grant application for potential environmental or historic preservation issues and helps the applicant understand the legal requirements of projects

Hazard Mitigation Specialist:

  • Reviews an Applicant's grant application for hazard mitigation documentation and approval

Insurance Specialist:

  • Reviews the Applicant's insurance policy and grant application to ensure there is not duplication of benefits
  • Ensures Applicants are in compliance with program conditions related to insurance (i.e. obtain and maintain requirements)

Technical Specialist:

  • Primarily operates out of the Consolidated Recourse Center within the Specialized Lane
  • Conducts the site inspection if a damage requires a specialty not located in the field
  • Writes the project for the site inspection s/he conducted
Overview of Recipient Role in the Public Assistance Process and Responsibilities for Funding (1 of 3)

The Recipient works with FEMA throughout the disaster response and recovery process to meet the needs of their jurisdiction. The Recipient is responsible for coordinating with FEMA on behalf of their Applicants. The Recipient will receive funding for all projects within their jurisdiction and act as a pass-through entity, distributing funds to the Applicants within their jurisdiction. There are several actions required of the Recipient prior to the event and at the outset of the event. These include, but are not limited to the following:

  • FEMA-State/Tribe/Territory Agreement: Establishes the Host-State/Tribe/Territory as the Recipient
  • Application for Federal Assistance: Form SF-424, which enables FEMA to officially provide funding
  • Payment Management System Account: Recipients must create a FEMA-specific SmartLink account before FEMA can provide funding. This is done by submitting a Payment Management System Access Form and a Direct Deposit Form (SF-1199A)
  • Administrative Plan: Before FEMA can provide Public Assistance funding for any project, Recipient must create a FEMA-approved Administrative Plan that describes how it intends to administer the program
  • Hazard Mitigation Plan: Recipient must produce a plan showing how it intends to reduce risks from natural hazards, which must be approved by FEMA before Public Assistance funding is provided. This is only a requirement for certain non-emergency disaster assistance. Jurisdictions are required to update these plans every five years to remain eligible
  • Management Cost Documentation: FEMA will provide 100 percent of managements costs, which are capped at $20 million per declaration, unless FEMA approves an exception
Overview of Recipient Role in the Public Assistance Process and Responsibilities for Funding (2 of 3)

Recipients, depending on their capabilities, have a variety of options on how they engage within the Public Assistance Delivery Model and with their FEMA counterparts. At the beginning of the recovery operation, the Recipient establishes expectations with the Infrastructure Branch Director or Public Assistance Group Supervisor on their representation at each action within the Delivery Model. Each Recipient has a different approach, but common approaches have been:

  • Recipient has representation at all meetings with the Applicant, which occur weekly, and at all site inspections
    • This option is best for Recipients with staff levels near or matching FEMA level staffing (e.g. one Program Delivery Manager per five to seven Applicants)
  • Recipient has representation at Exploratory Call, Recovery Scoping Meeting, and meetings requiring Applicant review of grant sections (e.g. review of Damage Description and Dimensions after site inspections)
  • Recipient maintains visibility of all project development activities and projects through Grants Portal but does not attend any meetings
  • Recipient partners with FEMA and assumes the roles of Program Delivery Manager and Site Inspectors to operate alongside their FEMA counterparts in delivering the program
    • To state managed events: Recipient partners with FEMA and assumes the roles of program delivery manager and site inspector to operate alongside the FEMA counterpart in delivering the Public Assistance Program
    • This requires a mandatory background investigation to get access to FEMA roles within the Grants Manager online system
Overview of Recipient Role in the Public Assistance Process and Responsibilities for Funding (3 of 3)

Regardless of the Recipient's approach and level of involvement, the Recipient is expected to play a large role in the Applicant Briefing. The Recipient serves as a facilitator during the Applicant Briefing and discusses topics that include, but are not limited to the following :

  • How to submit a Request for Public Assistance
  • General eligibility criteria
  • Administrative requirements
  • Procurement requirements
  • Environmental and historic preservation compliance requirements
  • Hazard mitigation
  • Documentation requirements
  • Recordkeeping
North Western Missouri County officials attend a Public Assistance Applicant Briefing in Nodaway County.
Overview of Applicant Role in the Public Assistance Process and Responsibilities for Funding

FEMA, Recipient, and Applicant must work together toward developing the grants. The applicant plays a key role in this process. No action may take place without their participation and contribution. The Applicant plays a key role in the development of their grants.

No actions may take place without the active participation of Applicants. FEMA, Recipient, and Applicant work together toward developing their grants.

The key actions required of Applicants to develop the grant are the following:

  • Submit a Request for Public Assistance
  • Participate in an Exploratory Call, Recovery Scoping Meeting, and regular meetings with their Program Delivery Manager as outlined in their Program Delivery Plan
  • Develop the Damage Inventory by identifying all damages from the event
  • Attend all site inspections with the FEMA site inspector and sign off on all Site Inspection Reports concurring to damages
  • Sign off and agree or provide feedback to the Damage Description and Dimensions, Scope of Work, and costs of all projects
  • Provide all documentation as outlined in the Essential Elements of Information request from the Program Delivery Manager
  • Participate in the Recovery Transition Meeting
Recipient and Applicant Interaction with FEMA Field Staff

The role of FEMA, specifically its field staff, the Recipient, and the Applicant ensures that all parties interact with one another to assist the Applicant in receiving their Public Assistance Grant.

The Recipient and Applicant interact with the field staff throughout the Public Assistance process. The key interactions are:

  • Disaster Overview Briefing (Recipient only)
  • Exploratory Call
  • Recovery Scoping Meeting
  • Site inspection
  • Document collection
  • Review of projects
  • Recovery Transition Meeting

All actions throughout the process can be tracked with Grants Portal.

The Site Inspector and the Applicant conduct the site inspection of a washout of a road.
Lesson 2 Summary

In this lesson, participants learned about the Public Assistance staff located in the field and the Consolidated Resource Center, as well as, the role of the Recipient and Applicant in the Public Assistance process.

The next lesson provides information on actions of Phase I of the Public Assistance Delivery Model

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