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DHS EP&R Mission Assignments (MAs)

DHS EP&R Mission Assignments (MAs). What is a Mission Assignment (MA)?. Work order issued by DHS EP&R to a Federal agency directing completion of a specific task, and citing funding, other managerial controls, and guidance

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DHS EP&R Mission Assignments (MAs)

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  1. DHS EP&R Mission Assignments (MAs)

  2. What is aMission Assignment (MA)? • Work order issued by DHS EP&R to a Federal agency directing completion of a specific task, and citing funding, other managerial controls, and guidance • Given in anticipation of, or response to a Presidential declaration of a major disaster or emergency

  3. Three Types ofMission Assignments (MAs) 1. Federal Operations Support (FOS): • Any type of support to Federal responders • 100% Federally funded • Before or after declaration “FED TO FED”

  4. 3 Types of MAs (Cont’d) 2. Technical Assistance (TA): • TA for expertise advice • 100 % Federally funded • Eligible after declaration “Brain Power = Clean Hands” 3. Direct Federal Assistance (DFA): • For goods and services beyond the State’s capability to provide • Functions normally under State/local purview • Requested by State; subject to cost-share • Eligible only after declaration “Dirty Hands and We do the Work”

  5. Common Terms in Mission Assignments (MA) Process • Action Request Form (ARF) • MA Form • MA Tasker • Emergency Support Function (ESF) • Federal Approving Official (FAO) • State Approving Official (SAO) • Operations Section Chief • Mission Assignment Coordinator (MAC)

  6. Incident Declaration REQUEST Process MISSION ASSIGNMENT Process Phase 1: MA ISSUANCE Phase 2: MA EXECUTION TRACKING & MONITORING, STAND-DOWN & DEACTIVATION Phase 3: MA BILLING & REIMBURSEMENT/CLOSEOUT & STATE COST SHARE Phase 2: MA Issuance Mission Assignment Phases (3) 4.

  7. Set-Up Activities • Notification and ESF activation • Budget established • NEMIS Rights • Delegations of authority • Presidential declaration (specifies cost share and waivers) • DHS EP&R-State agreement (assurances from State)

  8. STATE GOVERNMENT LOCAL & COUNTY GOVERNMENT TRIBAL GOVERNMENT VOLUNTARY ORGANIZATIONS FEDERAL AGENCIES PRIVATE SECTOR (BUSINESS & CITIZEN GROUPS) REQUEST PROCESS – Identifying Needs through the State A variety of sources can identify needs for Federal assistance: State Assistance Federal Assistance

  9. REQUEST PROCESS - ARF Form • NOTE!! All official requests should be made to DHS EP&R via the Action Request Form(ARF) • Verbals (follow up in writing!) • ARF is logged in the “Tracking Log”(byMission Assignment Specialist)

  10. Building a Good Request

  11. Request Process Continues… • Operations Section Chief – Reviews ARF • Eligible under Stafford Act? • Beyond State and local capabilities? • Permanent restorative work? • Existing other Federal agency authority? • Operations Section Chief - Coordinates with Logistics • Can request can be met through DHS EP&R? (Internal DHS EP&R Supply or Purchase or Contract) If not, ARF is routed to appropriate Branch Chief to work with OFA to prepare SOW, $$ and completion date. THEN Request = MISSION ASSIGNMENT

  12. Building a Good Statement of Work

  13. Phase 1: MA Issuance • MA reviewed OPS Section Chief for content • MA is signed (in NEMIS/eCAPS ) by: • MAC • PO • State Approving Official (SAO) –(TA or DFA) • FAO (i.e., FCO, Dep. FCO or Ops Chief) • Comptroller - > certifies and obligates funds > forwards obligated MA to the DFC and copy to the MAC • MAC provides a copy to the assigned agency

  14. Phase 2: MA Execution • Tasked Lead Agency – 1. Begins task > May subtask support agencies or contract with vendors 2. Agency’s Action Officer (AO) tracks progress and documents all expenditures 3. AO coordinates with DHS EP&R’s Project Officer (PO) 4. AO submits two reports to PO: a. Work progress report - b. Financial status report - www.fema.gov/ofm/ofed_agencies.shtm

  15. Reimbursable Costs ELIGIBLE COSTS • Permanent Federal agency personnel: Overtime, travel, per diem • Temporary personnel: Wages, travel, per diem • Costs paid from trusts, revolving funds, etc. • Costs of contracts and materials, equipment from agency’s regular stock

  16. Non-Reimbursable Costs NON-ELIGIBLE COSTS • Work performed by an agency under their own authority • Repairs to OFA facilities • Litigation costs • PFT regular salaries, benefits, and indirect costs (i.e., sick time, cash awards)

  17. Phase 3: MA Billing/Reimbursement & Close-out • Support agency bills reviewed by lead agency & paid by DHS EP&R from lead agency’s obligation • Lead and other agencies with direct MAs bill DHS EP&R • DHS EP&R DFC reviews bills and pays agency • MAC/PO/FAO reviews work, approves payment • OFA submits final bill • Remaining funds deobligated, MA file closed • State billed for cost share

  18. Pre-scripted Mission Assignments (PSMAs) • Developed to facilitate rapid response and standardize mission assignments. • Mission statement and dollar amount $$ serve as a general guideline or template • IF NEEDED -Revise PSMA to fit the request!!!!

  19. Pre-scripted Mission Assignments (PSMAs) • Encourage “thinking ahead” • Purpose is not to “recreate the wheel” • Operations Chief has discretion to change

  20. Questions ?

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