The Application Process

1. The Application Process Where the sub-application will go and how will it be scored

2. PDM Application and Sub-application Flow February 15, 2005 Subgrant applicant creates subgrant application Subgrant applicant submits subgrant application to State grant applicant State grant applicant reviews subgrant applications Revisions as needed State grant applicant approves subgrant applications State grant applicant creates grant application to include approved subgrant applications State grant applicant submits grant application to FEMA by March 14, 2005 Kent Baxter

3. FY05 PDM National Review: A Quantitative Ranking • All projects sub-apps will be ranked as follows • 21% Benefit-Cost Analysis (BCA Score) • 21% Confidence in BCA based on Technical Review • 16% State Ranking - Priority • 14% Engineering Feasibility • 10% Mitigation Activities (CRS, FireWise, Codes) • 5 % State has FEMA-approved Enhanced Plan • 5% Protection of a Critical Facility • 4% Percentage of population benefiting • 4% Status of sub-applicant as Small and Impoverished Kent Baxter

4. FY05 PDM National Evaluation: A Qualitative Approach • FEMA will review the Top 150% of eligible projects ranked to the funds available • At least 2 sub-applications per State (as eligible) will be included • Evaluations will be in the form of a panel reviews with Federal, State, and Tribal evaluators. • Each sub-application will be scored based on qualitative factors, such as its merits, completeness, and ability to demonstrate that it will solve a problem Kent Baxter

5. Projects Identified for Selection • Informed that project is “identified for selection” by letter • Letter may request clarification or additional information, such as environmental documentation • If an acceptable response is received, FEMA will begin the environmental clearance review • No funds may be awarded until the project is environmentally cleared • If cleared, FEMA will begin the award process • State will accept the award through e-Grants, though standard forms of money movement will be used • State will be the grantee; community the sub-grantee Kent Baxter

6. FEMA e-Grants Management System An Overview of Registering and Putting Together a Sub-Application

7. FEMA Mitigation e-Grants Management System • This is FEMA’s second year to use the e-Grants (electronic grants) system for PDM • Secure web-based system whereby the applications are entered through menu driven screens • FEMA, States and locals will use to • Prepare and generate applications • Submit and then review applications • Report quarterly (financial and performance reports) • e-Grants Help Desk is available for system questions • Toll free phone: 866-476-0544 • e-mail: MTeGrants@dhs.gov • Program questions should be directed to your State EM POC Kent Baxter

8. Registration Process as a Sub-Applicant 1. Contact State for Access ID # Ensures your viability as a sub-applicant 2. Logon to FEMA e-Grants Register as a New User with Access ID# https://portal.fema.gov 3. Submit e-Grant Registration to State 4. State Reviews Pending Registrations If approved, an automated e-mail will be sent to you confirming rights Kent Baxter

9. Logging on to e-Grants https://portal.fema.gov Click on Mitigation Grants Kent Baxter

10. Logging In as a New User 1 Click on “New User” Once registered, enter User Name, Password and Login Kent Baxter

11. Enter State Issued Access ID # Only your State can provide you a valid Access ID# Kent Baxter

12. Subgrant Applicant Homepage Print Blank Application Create New Application Update Un-submitted Applications Revise Submitted Applications Kent Baxter

13. Create New Application • Enter Application Title • Enter Application Type • Save and Continue Kent Baxter

14. Start New Subgrant Application • If new sub-app, enter “Start New Application” • If wanting to draw from previous sub-app stockpile, “Select” and enter “Copy Existing Application” Kent Baxter

15. Beginning the Sub-application Kent Baxter

16. Returning to e-Grants to Complete an Unsubmitted Sub-Application • Find your Application Title • Update the Application • Authorize Access allows you to share application with other users Kent Baxter

17. Submitting Your Sub-Application • Ensure Sub-app is 100% Complete • Enter Your Password • Check Signature Box • Submit Application Button Kent Baxter

18. e-Grants vs. Paper Sub-applications: Eliminating e-Grants Phobia • Paper sub-applications may be submitted, as long as they follow the exact format of the sub-application • But e-Grants does have many advantages • Internet accessible (home or office, no special software) • Ability to share sub-app with other registered users (Engineers, Emergency Manager, Development Authority, other staff members, etc.) • Auto-fill capabilities (once inputted, info will carry over) • Auto-checks sections to confirm completeness of sections • Ability to save sub-app and work in more than one sitting • Sub-application will be electronically submitted to the correct agency and official at the State Emergency Management Agency – no lost sub-applications! Kent Baxter

19. e-Grants Tips * • Required Fields: Denoted with a red asterisk “ ” • Save at least every 30 minutes or you will lose your information • You may attach a variety of word processing, spreadsheet, graphics, and photos files from your computer to support your sub-application • Comment fields are available for each section to provide additional information • Use radio buttons on screen to go forward or backwards, not the Internet Explorer Front-Back buttons • You may not submit a sub-application to the State unless it is complete Kent Baxter

20. Conclusions

21. Program Guidance and Supplemental Information • Program Guidance has been released and is available online at www.fema.gov/fima/pdm.shtm • Supplemental information is also available at this page • Application Period closes on March 14, 2005 • Sub-applicant projects must relate to mitigation plan’s strategy goals and objectives • e-Grants will be used by grantee and possibly sub-grantees for quarterly reporting narratives Kent Baxter

22. Project Technical Assistance and System Helplines • FEMA is providing assistance to help you understand how to develop information for your sub-application • Engineering Feasibility Assistance • enghelpline@dhs.gov • Benefit-Cost Analysis Assistance • bchelpline@dhs.gov • Environmental/Historical Preservation Compliance • ehhelpline@dhs.gov • Contact 866-222-3580 for any of the above • 48-hour response time guaranteed • System Issues: e-Grants Helpline • 866-476-0544 (8 am – 4pm Central) • MTeGrants@dhs.gov • Program Issues: Your State PDM Point of Contact Kent Baxter

23. To remind you again Sub-applications which are… • Eligible projects from eligible sub-applicants • Supported by strong technical merits, including a documented and technical accurate Benefit-Cost Ratio • Provide enough information to prove they can be technically be accomplished • Complete, accurate, and polished …will have the strongest chance of being selected Kent Baxter

24. Questions, Comments, and Discussion Kent Baxter Senior Mitigation Specialist FEMA Region VI – Denton, TX The Department of Homeland Security Federal Emergency Management Agency, Region VI Kent Baxter