DHS EP&R Mission Assignments (MAs) DHS EP&R Mission Assignments (MAs)

CDRP-2 What is a Mission Assignment (MA)? u 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 u Given in anticipation of, or response to a Presidential declaration of a major disaster or emergency u 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 u Given in anticipation of, or response to a Presidential declaration of a major disaster or emergency

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

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

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

CDRP-6 Common Terms (Cont’d) u Mission Assignment Specialist u Project Officer (PO) –DHS EP&R u Action Officer (AO) -OFA u Comptroller u Finance Specialist u Disaster Finance Center (DFC) u Prescripted Mission Assignment (PSMA) u National Emergency Management Information System (NEMIS) u Mission Assignment Specialist u Project Officer (PO) –DHS EP&R u Action Officer (AO) -OFA u Comptroller u Finance Specialist u Disaster Finance Center (DFC) u Prescripted Mission Assignment (PSMA) u National Emergency Management Information System (NEMIS)

CDRP-7 Mission Assignment Phases (3) Incident Phase 2: MA Issuance 4. 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 REQUEST Process Declaration

CDRP-8 u Notification and ESF activation u Budget established u NEMIS Rights u Delegations of authority u Presidential declaration (specifies cost share and waivers) u DHS EP&R-State agreement (assurances from State) u Notification and ESF activation u Budget established u NEMIS Rights u Delegations of authority u Presidential declaration (specifies cost share and waivers) u DHS EP&R-State agreement (assurances from State) Set-Up Activities

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

CDRP-10 u NOTE!! All official requests should be made to DHS EP&R via the Action Request Form (ARF) Verbals (follow up in writing!) u ARF is logged in the “Tracking Log” (by Mission Assignment Specialist) u NOTE!! All official requests should be made to DHS EP&R via the Action Request Form (ARF) Verbals (follow up in writing!) u ARF is logged in the “Tracking Log” (by Mission Assignment Specialist) REQUEST PROCESS - ARF Form

CDRP-11 Building a Good Request

CDRP-12 Review and Coordination

CDRP-13 u Operations Section Chief – Reviews ARF l Eligible under Stafford Act? l Beyond State and local capabilities? l Permanent restorative work? l Existing other Federal agency authority? u Operations Section Chief - Coordinates with Logistics Can request can be met through DHS EP&R ? (Internal DHS EP&R Supply or Purchase or Contract) u Operations Section Chief – Reviews ARF l Eligible under Stafford Act? l Beyond State and local capabilities? l Permanent restorative work? l Existing other Federal agency authority? u Operations Section Chief - Coordinates with Logistics Can request can be met through DHS EP&R ? (Internal DHS EP&R Supply or Purchase or Contract) Request Process Continues… If not, ARF is routed to appropriate Branch Chief to work with OFA to prepare SOW, $$ and completion date. THEN Request = MISSION ASSIGNMENT

CDRP-14 Building a Good Statement of Work

CDRP-15 u MA reviewed OPS Section Chief for content u MA is signed ( in NEMIS/eCAPS ) by: l MAC l PO l State Approving Official (SAO) –(TA or DFA) l FAO ( i.e., FCO, Dep. FCO or Ops Chief) u Comptroller - > certifies and obligates funds > forwards obligated MA to the DFC and copy to the MAC u MAC provides a copy to the assigned agency u MA reviewed OPS Section Chief for content u MA is signed ( in NEMIS/eCAPS ) by: l MAC l PO l State Approving Official (SAO) –(TA or DFA) l FAO ( i.e., FCO, Dep. FCO or Ops Chief) u Comptroller - > certifies and obligates funds > forwards obligated MA to the DFC and copy to the MAC u MAC provides a copy to the assigned agency Phase 1: MA Issuance

CDRP-16 Phase 2: MA Execution u 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 - u 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 -

CDRP-17 Reimbursable Costs ELIGIBLE COSTS u Permanent Federal agency personnel: Overtime, travel, per diem u Temporary personnel: Wages, travel, per diem u Costs paid from trusts, revolving funds, etc. u Costs of contracts and materials, equipment from agency’s regular stock ELIGIBLE COSTS u Permanent Federal agency personnel: Overtime, travel, per diem u Temporary personnel: Wages, travel, per diem u Costs paid from trusts, revolving funds, etc. u Costs of contracts and materials, equipment from agency’s regular stock

CDRP-18 Non-Reimbursable Costs NON-ELIGIBLE COSTS u Work performed by an agency under their own authority u Repairs to OFA facilities u Litigation costs u PFT regular salaries, benefits, and indirect costs (i.e., sick time, cash awards) NON-ELIGIBLE COSTS u Work performed by an agency under their own authority u Repairs to OFA facilities u Litigation costs u PFT regular salaries, benefits, and indirect costs (i.e., sick time, cash awards)

CDRP-19 Phase 3: MA Billing/ Reimbursement & Close-out u Support agency bills reviewed by lead agency & paid by DHS EP&R from lead agency’s obligation u Lead and other agencies with direct MAs bill DHS EP&R u DHS EP&R DFC reviews bills and pays agency u MAC/PO/FAO reviews work, approves payment u OFA submits final bill u Remaining funds deobligated, MA file closed u State billed for cost share u Support agency bills reviewed by lead agency & paid by DHS EP&R from lead agency’s obligation u Lead and other agencies with direct MAs bill DHS EP&R u DHS EP&R DFC reviews bills and pays agency u MAC/PO/FAO reviews work, approves payment u OFA submits final bill u Remaining funds deobligated, MA file closed u State billed for cost share

CDRP-20 u Developed to facilitate rapid response and standardize mission assignments. u Mission statement and dollar amount $$ serve as a general guideline or template IF NEEDED -Revise PSMA to fit the request!!!! u Developed to facilitate rapid response and standardize mission assignments. u Mission statement and dollar amount $$ serve as a general guideline or template IF NEEDED -Revise PSMA to fit the request!!!! Pre-scripted Mission Assignments (PSMAs)

CDRP-21 Pre-scripted Mission Assignments (PSMAs) u Encourage “thinking ahead” u Purpose is not to “recreate the wheel” u Operations Chief has discretion to change u Encourage “thinking ahead” u Purpose is not to “recreate the wheel” u Operations Chief has discretion to change

CDRP-22