DHS EP&R Mission Assignments (MAs)

What is a Mission Assignment (MA)?

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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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Given in anticipation of, or response to a Presidential declaration of a major disaster or emergency CDRP-2

Three Types of Mission Assignments (MAs)

1.

Federal Operations Support (FOS):

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Any type of support to Federal responders 100% Federally funded Before or after declaration “FED TO FED” CDRP-3

3 Types of MAs

(Cont’d) 2.

Technical Assistance (TA):

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TA for expertise advice 100 % Federally funded Eligible after declaration 3.

“Brain Power = Clean Hands” Direct Federal Assistance (DFA):

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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” CDRP-4

Common Terms in Mission Assignments (MA) Process

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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) CDRP-5

Mission Assignment Phases (3)

Incident Declaration REQUEST Process MISSION ASSIGNMENT Process Phase 2: MA Issuance Phase 1: 4.

MA ISSUANCE Phase 2: MA EXECUTION TRACKING & MONITORING, STAND-DOWN & DEACTIVATION Phase 3: MA BILLING & REIMBURSEMENT/CLOSEOUT & STATE COST SHARE CDRP-7

Set-Up Activities

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Notification and ESF activation Budget established

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NEMIS Rights

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Delegations of authority Presidential declaration (specifies cost share and waivers) DHS EP&R -State agreement (assurances from State) CDRP-8

REQUEST PROCESS – Identifying Needs through the State A variety of sources can identify needs for Federal assistance: STATE GOVERNMENT State Assistance Federal Assistance LOCAL & COUNTY GOVERNMENT TRIBAL GOVERNMENT VOLUNTARY ORGANIZATIONS FEDERAL AGENCIES PRIVATE SECTOR (BUSINESS & CITIZEN GROUPS) CDRP-9

REQUEST PROCESS ARF Form

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NOTE!!

All official requests should be made to DHS EP&R via the Action Request Form (ARF) • Verbals (follow up in writing!)

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ARF is logged in the “Tracking Log” (by Mission Assignment Specialist) CDRP-10

Building a Good Request

CDRP-11

Request Process Continues…

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Operations Section Chief – Reviews ARF

   

Eligible under Stafford Act?

Beyond State and local capabilities?

Permanent restorative work?

Existing other Federal agency authority?

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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 CDRP-13

Building a Good Statement of Work CDRP-14

Phase 1: MA Issuance

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MA reviewed OPS Section Chief for content MA is signed ( in NEMIS/eCAPS ) by:

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MAC PO State Approving Official (SAO) –( FAO ( i.e., FCO, Dep. FCO or Ops Chief) TA or DFA) Comptroller > certifies and obligates funds > forwards obligated MA to the DFC and copy to the MAC MAC provides a copy to the assigned agency CDRP-15

Phase 2: MA Execution

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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

CDRP-16

Reimbursable Costs ELIGIBLE COSTS

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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 CDRP-17

Non-Reimbursable Costs NON-ELIGIBLE COSTS

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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) CDRP-18

Phase 3: MA Billing/ Reimbursement & Close-out

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Support agency bills reviewed by lead agency & paid by DHS EP&R from lead agency’s obligation

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Lead and other agencies with direct MAs bill DHS EP&R

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DHS EP&R DFC reviews bills and pays agency

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MAC/PO/FAO reviews work, approves payment

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OFA submits final bill

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Remaining funds deobligated, MA file closed

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State billed for cost share CDRP-19

Pre-scripted Mission Assignments (PSMAs)

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Developed to facilitate rapid response and standardize mission assignments.

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Mission statement and dollar amount $$ serve as a general guideline or template • IF NEEDED Revise PSMA to fit the request!!!!

CDRP-20

Pre-scripted Mission Assignments (PSMAs)

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Encourage “thinking ahead”

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Purpose is not to “recreate the wheel”

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Operations Chief has discretion to change CDRP-21

CDRP-22