Video Demonstration: Applicant-Developed Cost Estimate

This demonstration will show how the Applicant can develop and review the cost estimate in Grants Portal.

There will be no audio in this demonstration

Grants Portal Dashboard

Top menu

  • Left: Grants Portal logo
  • Right: 14 notifications, user account icon
Left Navigation menu:
  • My Organization Texas: Texas A&M University (000-USM0P-00)
  • My Tasks
  • Utilities
  • Resources
  • Intelligence
Body
  • Alert: your dashboard has no tiles! The Dashboard is a great place to put the Grants Portal data that you care about the most. The Dashboard is made up of tiles that display the most important info about a particular item or set of items in the system. Any time you fine data that you want to keep track of, click [the favorite button] at the top of the page or section - a tile will be created for that particular data.
  1. Select "My Organization" from the navigation menu.
    1. "My Organization" in the left navigation menu highlighted.
    2. The user selects and expands "My Organization."
      • Organization Profile
      • Event PA Requests
      • Projects
      • Damages
      • Work Orders
  2. Select "Event PA Requests" under "My Organization" to load the "My Event PA Requests" page.
    1. "Event PA Requests" highlighted.
    2. The user selects "Event PA Requests" and the "My Event PA Requests" page loads.

"My Event PA Requests" Page

Header: My Event PA Requests. REQUEST PUBLIC ASSISTANCE button, Add to your favorite's button.

  • Filters bar. Filters Applied. ALL ACTIVE EVENT PA REQUESTS drop-down list. Save this filtered list button, Manage your saved filters button, Reset current filters button, Export filtered list as a CSV button, Add to your favorites button.
  • Search field, Search Help, SHOW/HIDE COLUMNS button.
  • Columns: Event #, Event Name, Status, Process Step, # Projects, # Damages, # Work Orders
    • View button; Event #: PDMGTRAIN; Event Name: PDMG Training Event (PDMGTRAIN); Status: Pending Recipient RPA Review; Process Step: Pending Eligibility Determination; # Projects: 0; # Damages: 2; # Work Orders: 0;
    • View button; Event #: 4332DR; Event Name: 4332DR-TX; Status: Eligible; Process Step: Pending Grants Completion; # Projects: 13; # Damages: 278; # Work Orders: 64;
    • Event #: 3/29DEMO-5555; Event Name: 3/29 Demo (3/29DEMO-5555); Status: No RPA Submitted.
  • "25" in drop-down list. Showing 1 to 2 of 2 entries (filtered from 3 total entries). Previous button. Page 1. Next button.
  1. Select the "View" button, represented by a magnifying glass, to the left of the relevant event.
    1. Second "View" button highlighted
    2. The user selects the "View" button and the "Event PA Requests Profile" page loads.

"Event PA Requests Profile"

Header: Event PA Requests Profile, Texas. A&M University - TX. OPTIONS button, REPORTS button, Add to your favorites button.

  • General Information (late submission)
    • FEMA PA Code: 000-U5M0P-00
    • Name: Texas A&M University
    • Type: Public/State Controlled Institution of Higher Education
    • Recipient Region: Region 7
    • Status: Eligible
    • RPA Decision Date: 12/13/2017 5:29 pm EST
    • RSM Completion Date: 12/14/2017 2:00 am EST
    • Damage Inventory Deadline: 05/09/2018
    • Process Step: Pending Grant Completion As of December 16th, 2017 12:44 PM EST
  • Event Information
    • Job #: 4332DR-TX
    • Event Name: 4332DR-TX
    • Event Type: Disaster
    • Incident Type: Hurricane
    • Incident Level: 1
    • Incident Start Date: August 23, 2017
    • Incident End Date: Ongoing
    • Declaration Date: August 25, 2017
    • Declared Counties: Brazos County - August 24th, 2017
  • Stats/Summary bar
  1. Scroll down to the "Projects" bar on the "Event PA Requests Profile" page.
    1. The user scrolls down to the "Projects" bar

Revealed content:

  • Contacts bar
  • Locations bar
  • Damage Inventory bar, MANAGE button
  • Exploratory Call Information bar, Completed on 12/13/2017 5:44 pm
  • Recovery Scoping Meeting bar, Completed on 12/14/2017 2:00 am
  • Follow-Up Meetings bar
  • Projects bar
  • 406 Mitigation Profile bar
  • Insurance Profile, HELP button
  • EHP Profile bar
  • Documents bar, MANAGE button
  • Comments bar, ADD COMMENT button
  1. Select the "Projects" bar to expand it.
    1. "Projects" bar highlighted.
    2. The user expands the "Projects" bar and scrolls down.

Revealed content

  • Tabs: Active (highlighted), Inactive
  • Filters: Category, Process Step, Type, Has RFI, Has Policy Issue?
  • Search field, Search Help, SHOW/HIDE COLUMNS button
  • Controls: PREVIOUS button, NEXT button.
  • Columns: Project #, Category, Title, Type, Process Step, # Damages
    • "View" button: Project # 17105; Category: Z- Direct Administrative Costs; Title: PAAP DAC; Type: Management Costs; Process Step: Pending Formulation Completion; # Damages: 1;
    • "View" button: Project # 17156; Category: E-Buildings and Equipment; Title: Engineering Activity Bldg C17; Type: Standard; Process Step: Pending Applicant DDD Approval; # Damages: 1;
    • "View" button: Project # 17539; Category: E-Buildings and Equipment; Title: Bldg B; Type: Work Completed / Fully Documented; Process Step: Pending Applicant DDD / Scope / Cost Approval; # Damages: 1;
    • "View" button: Project # 18183; Category: C-Roads and Bridges; Title: Road Damage; Type: Work Completed / Fully Documented; Process Step: Pending EEI Completion; # Damages: 1;
    • "View" button: Project # 19143; Category: A-Debris Removal; Title: Debris Removal; Type: Work Completed / Fully Documented; Process Step: Pending EEI Completion; # Damages: 1;
    • "View" button: Project # 19144; Category: B-Emergency Protective Measures; Title: EPM; Type: Work Completed / Fully Documented; Process Step: Pending EEI Completion; # Damages: 1;
    • "View" button: Project # 19145; Category: C-Roads and Bridges; Title: Road Damages; Type: Work Completed / Fully Documented; Process Step: Pending EEI Completion; # Damages: 1;
    • "View" button: Project # 19146; Category: D-Water Control Facilities; Title: Levee Damages; Type: Work Completed / Fully Documented; Process Step: Pending EEI Completion; # Damages: 1;
    • "View" button: Project # 19147; Category: E-Buildings and Equipment; Title: Landfill Buildup; Type: Work Completed / Fully Documented; Process Step: Pending EEI Completion; # Damages: 1;
    1. The user selects the next button to move to page two of the table.

Revealed content:

  • "View" button: Project # 19149; Category: G-Parks, Recreational Facilities, and Other Items; Title: Lions Park; Type: Work Completed / Fully Documented; Process Step: Pending EEI Completion; # Damages: 1;
  • "View" button: Project # 19228; Category: E-Buildings and Equipment; Title: Bldg Damage; Type: Standard; Process Step: Pending EEI Completion; # Damages: 1;
  • "View" button: Project # 19229; Category: E-Buildings and Equipment; Title: Maint Shop; Type: Standard; Process Step: Pending Scope & Cost Completion by Applicant; # Damages: 1;
  1. Select the "View" button, represented by a magnifying glass, next to the relevant project.
    1. The third "View" button on the second page is highlighted.
    2. The user selects the "View" button in the third row and the "Project Details" page loads.

"Project Details" Page

Header: Project Details, Maint Shop. REQUEST FEMA COMPLETION button, SUBMIT FOR VALIDATION button, DOWNLOAD PROJECT REPORT button.

  • Alert: This project is pending Scope & Cost Completion by Applicant
    • The Scope & Cost can be completed in the Scope & Cost Summary section below. Once it is completed, submit the Scope & Cost to FEMA for validation using the button above. If you need help, you can request FEMA completes the development of the Scope & Cost through the 'Request FEMA Completion' button found above or in the same summary section below. If the Scope & Cost is intended to be developed by FEMA, the PDMG will need to be contacted and they can rework the project.
    • View Scope & Cost button.
Body:
  • Policy Issues: Mitigation (1)
  • General Information, v0
    • Project #: 19229
    • Category: E - Buildings and Equipment
    • Title: Maint Shop
    • Type: Standard
    • Status: Active
    • Process Step: Pending Scope & Cost Completion by Applicant, As of June 7th , 2018 11:44 AM EDT
    • % Cost Share: 75.00%
    • Applicant: Texas A&M University (000-U5M0P-00)
    • Event: 4332DR-TX (4332DR)
    • Recipient Region: Region 7
  1. Select "View Scope & Cost" from the notification or simply scroll down to the "Scope & Cost Summary" bar.
    1. "View Scope & Cost" button highlighted.
    2. The user selects "View Scope & Cost" button and the page jumps to the expanded "Scope & Cost Summary" bar.

Revealed content:

  • Scope & Cost Summary bar, COMPLETE SCOPE & COST button
    • If you need FEMA to complete the development of the Scope & Cost it can be requested by clicking the following button: REQUEST FEMA COMPLETION button.
    • Scope tab (selected)
    • Cost Tab
      • "+ ADD INTRO" button
      • Sorry, no damages on Maint Shop have a scope.
      • "+ ADD ADDITIONAL INFO" button
  • 406 Mitigation Profile bar: 1 of 1 are pending completion of HMP Scope & Cost
  • Insurance Profile bar
  1. Select the "Complete Scope & Cost" button.
    1. COMPLETE SCOPE & COST button is highlighted
    2. The user selects the COMPLETE SCOPE & COST button and the "Manage Scope & Cost" page loads.
"Manage Scope & Cost" Page

Header: Manage Scope & Cost, Damage Incomplete (x), GO BACK button

  • Alert: Please ensure you Save your work and click the 'Complete.' button for each damage's Scope & Cost below. Once all damages are complete and you are ready to submit to FEMA for validation, click the 'Go Back' button.
Body:
  • Drop-down list: "117621 ENGINEERING ACTIVITIES BLDG. C 3"
  • DDD (Preview) tab: Selected
  • Scope tab
  • Cost tab
  • Documents tab
    • Damage #117621; Engineering Activities Bldg. C 3
      • General Facility Information:
        • Facility Type: Building Contents Only
        • Facility: Engineering Activity Building C
        • Facility Description: TAMU student education facility
        • Approx. Year Built: 1998
        • Location Description: 401 Joe Routt Blvd College Station, TX 77843
        • GPS Latitude/Longitude: 30.6543, -96.33796
        • Number of Stories: 1
      • General Damage Information:
        • Date Damaged: 12/2/2017
  1. Select the "Cost" tab.
    1. The "Cost" tab is highlighted.
    2. The User selects the "Cost" tab, changing the body of the page.
      • COMPLETE AND LOCK button
      • Work Completed Permanent Items bar, $0.00, "+ ADD COST" button.
      • Work to Be Completed Permanent Items bar, $0.00, "+ ADD COST" button.
      • Work Completed Non-Permanent Items, $0.00, "+ ADD COST" button.
      • Work to Be Completed Non-Permanent Items bar, $0.00, "+ ADD COST" button.
        • Gross Cost: $0.00
        • Cost Share: 75.00%
  2. Select the "Add Cost" button next to the applicable bar
    1. The "+ ADD COST" button on the "Work to Be Completed Permanent Items" bar is highlighted.
    2. The user selects the "+ ADD COST" button, expanding a drop-down list.
      • RSMeans Online
      • FEMA's CEF
      • FEMA Cost Codes
      • FEMA Equipment Rates
      • Applicant Provided Costs
      • Contract/Vendor Costs
      • State DOT Rates
      • Other (specify)
  3. Select the cost source from the drop-down list.
    1. "Contract/Vendor Costs" from the drop-down list is highlighted.
    2. The user selects "Contract/Vendor Costs" and a pop-up window appears.

"Add a Contract/Vendor Costs Item" Pop-Up Window

Header: Add a Contract/Vendor Costs item, Permanent

Body:

  • Cost Code: 0909 (Mitigation)
  • Description *: Mitigation
  • Quantity *: Empty text entry field
  • Unit *: Lump Sum (Lump Sum)
  • Unit Price *: Empty text entry field
  • City Adjustment Factor *: 1.00
  • Controls: Close, ADD ITEM button, CANCEL button.
  1. Select the drop-down list under "Cost Code" and choose the applicable cost code.
    1. "Cost Code" drop-down list is highlighted.
    2. The user expands the drop-down list and selects "9001 (Contract)"
      • 0909 (Mitigation)
      • 12 (sdf)
      • 333 (Test)
      • 9000 (Cef cost estimate)
      • 9001 (Contract): Highlighted
      • 9003 (Contract costs)
  2. In the "Description" text entry box, enter the cost description.
    1. The "Description" text entry box is highlighted.
    2. The user selects the text entry box and enters "Contract with vendor"
  3. In the "Quantity" text entry box, enter the quantity.
    1. The "Quantity" text entry field is highlighted.
    2. The user selects the "Quantity" text entry field and enters "1"
  4. Expand the "Unit" drop-down list and select the appropriate type of unit.
    1. The "Unit" drop-down list is highlighted.
    2. The user expands the "Unit" drop-down list.
      • Location (Location)
      • Luminaire (Luminaire)
      • Lump Sum (Lump Sum): highlighted
      • Man-hour (Man-hour)
      • Megahertz (MHz)
    3. The user selects "Lump Sum"
  5. In the "Unit Price" text entry box, enter the unit price.
    1. The "Unit Price" text entry field is highlighted.
    2. The user selects "Unit Price" and enters $150,000
  6. In the "City Adjustment Factor" text entry box, enter the city adjustment factor, if applicable.
    1. The "City Adjustment Factor" text entry box is highlighted.
  7. Select the "Add Item" button at the bottom of the pop-up window when finished.
    1. The "ADD ITEM" button is highlighted.
    2. The user selects "ADD ITEM" and the pop-up window closes.
"Manage Scope & Cost" Page
  • The "Work to Be Completed Permanent Items" bar has changed.
    • "Work to Be Completed Permanent Items" bar, $150,000.00, "+ ADD COST" button.
  1. Select the "Work to Be Completed" drop-down bar to expand it.
    1. "Work to Be Completed Permanent Items" bar is highlighted.
    2. The user expands the bar.

Revealed Content:

  • Columns: Description, Cost Code, Estimate type, Qty, Units, Unit Price, City Adjustment Factor.
    • OPTIONS button; Description: Contract with vendor; Cost Code: 9001; Estimate Type: Contract/Vendor Costs; Qty: 1; Units: Lump Sum; Unit Price: $150,000.00; City Adjustment Factor: 1;
  1. Review the cost added.
    1. The expanded information under "Work to Be Completed Permanent Items" bar is highlighted.
  2. Select the "Options" drop-down list if the cost needs to be edited or removed.
    1. The "OPTIONS" button is highlighted.
    2. The user selects the "OPTIONS" button, expanding the list.
      • Edit
      • Remove
  3. Select the "Edit" button to edit the cost, or select the "Remove" button to remove the cost.
    1. The "Edit" button is highlighted.
    2. The user selects the "Edit" button and a pop-up window loads.
"Edit a Contract/Vendor Costs Item" Pop-Up Window

Header: Edit a Contract/Vendor Costs item, Permanent

Body:

  • Cost Code: 9001 (Contract)
  • Description *: Contract with vendor
  • Quantity *: 1.00
  • Unit *: Lump Sum (Lump Sum)
  • Unit Price *: 150000.00
  • City Adjustment Factor *: 1.00
  • Total Cost: $150000.00
  • Controls: Close, UPDATE ITEM button, CANCEL button.
  1. Select the field that needs editing and edit the cost item.
    1. The "Description" text entry box is highlighted.
    2. The user select the text entry box and edits the items there.
      • "Contract with vendor for exterior of building."
  2. Select the "Update Item" button when finished.
    1. The "UPDATE ITEM" button is highlighted.
    2. The user selects the "UPDATE ITEM" button and the pop-up closes.
"Manage Scope & Cost" Page
  1. When ready, select the "Complete and Lock" button.
    1. The "COMPLETE AND LOCK" button is highlighted.
    2. The user selects the "COMPLETE AND LOCK" button.
    3. The "COMPLETE AND LOCK" button changes to the "UNLOCK FOR REWORK" button.
  2. Select the "Unlock for Rework" button if any additional changes need to be made.
    1. The "UNLOCK FOR REWORK" button is highlighted.
  3. Go back to the "Project Details" page when the scope and cost are complete.
    1. The "GO BACK" button is highlighted.
    2. The user selects the "GO BACK" button.
"Project Details" Page
  1. Select the "Submit for Validation" button.
    1. The "SUBMIT FOR VALIDATION" button in the header is highlighted.
    2. The user selects the "SUBMIT FOR VALIDATION" button and a confirmation pop-up window loads.
"Submit For Validation?" Pop-Up Window

Header: Submit For Validation?

  • Are you sure you want to submit the project's Scope & Cost to FEMA for validation? You will no longer be able to modify the Scope & Cost for this project.
  • Controls: YES button, NO button.
  1. A confirmation pop-up window appears stating that changes cannot be made to the scope and cost after it is submitted.
  2. Select the "Yes" button to submit the scope and cost.
    1. The "YES" button is highlighted.
    2. The user selects the "YES" button and the pop-up window closes.
"Project Details" Page
  • The Alert is gone.
  • More bars are showing:
    • Stats / Summary bar
    • Contacts bar
    • Damage Inventory bar
    • Essential Elements of Information bar: 1 EEI Completed
    • Damage Descriptions and Dimensions bar
  • A notification is at the bottom of the page:
    • Project's Scope & Cost submitted successfully for validation.
  1. The scope and cost for the project has been successfully submitted.
  2. You've completed the video demonstration on how the Applicant can develop and review the cost estimate in Grants Portal. Please close the video window to return to the course.
END OF DEMONSTRATION