1 MIP Sequencing Tool Training Introduction to the Sequencing Tool

2 Outline Overview of the MIP Sequencing Tool Workflow Process Access to the Tool User Experiences – MOD RMC Sequencing Lead, FEMA Regional Sequencing Lead, MOD Alexandria Sequencing Lead, FEMA Headquarters Additional tabs of the Sequencing Tool Recent changes to the Sequencing Tool Service Pack Updates

3 Overview of the MIP Sequencing Tool

4 Use the filter to refine the data in view Note “Data Set Status” Data can be exported to Excel for further analysis The goal is for planned budget to be within 2.5% of target for future years Overview of the MIP Sequencing Tool

5 Workflow Process FEMA HQ sets the Regional budget MOD RMC Sequencing Lead edits data MOD RMC Sequencing Lead submits data for approval FEMA Regional Sequencing Lead reviews data and either approves or rejects MOD Alexandria staff creates baseline of data for publication in MHIP update

6 Workflow Process FEMA HQ sets the Regional budget MOD RMC Sequencing Lead edits data MOD RMC Sequencing Lead submits data for approval FEMA Regional Sequencing Lead reviews data and either approves or rejects MOD Alexandria staff create baseline of data for publication in MHIP update Exercise 1 Exercise 2

7 Accessing Tools A role is assigned for each user –MOD RMC Sequencing Lead (sometimes called Regional Sequencing User) –FEMA Regional Sequencing Lead (sometimes called Lead Regional Sequencing User) –FEMA HQ staff in Washington, DC –MOD Team staff in Alexandria, VA Different username for each role – used in the testing environment –Jsmith5 = Regional Sequencing User for R5 –Mmullen5L = Lead Regional Sequencing User for R5 Navigating within site to access tools

8 MOD RMC Sequencing Lead -can access and edit Sequencing data only for his or her respective Region -must submit any data revisions to FEMA Regional Sequencing Lead for approval FEMA Regional Sequencing Lead -can access and edit Sequencing data only for his or her respective Region (no approval required) -must approve or reject updates made by MOD RMC Sequencing Lead Privileges Assigned to Each Role

9 MOD Alexandria Sequencing Lead -can access and edit Sequencing data for all Regions (no approval required) -can create baseline of Sequencing data FEMA Headquarters - can access and edit Sequencing data for all Regions (no approval required) -can modify allocated budget for each Region Privileges Assigned to Each Role

10 Accessing Tools MIP Sequencing Tool Web address:

11 Accessing Tools First Log in

12 Accessing Tools Once logged in, users must remain active in the tool every 30 minutes. Otherwise, they will have to log back in to continue viewing or editing data. A Region’s Sequencing data will be locked (not editable) for the following reasons: –Inactivity past 30 minutes –Failure to log out upon exiting –Another user is currently editing data for a County/Special Project within the region As long as no user is editing the regional data, the data should only remain locked for a maximum of 30 minutes, after which any authenticated user should be able to edit data. Problems with a locked dataset should be reported to MIP Help at

13 Click on “Tools & Links” Accessing Tools

14 Click on “Sequencing & PALT” Accessing Tools

15 User Experience MOD RMC Sequencing Lead Overview of all functions Discuss 2.5% tolerance – “the game” Summary of validation rules Exercise 1 – MOD RMC Sequencing Lead –change sequencing of funds for one county by changing amount and distribution across fiscal years

16 Click to edit a project Exercise 1 Edit Data

17 This page will be displayed once a project is selected. Each section (A-E) will be examined more closely. Exercise 1 A B C D E Edit Data

18 The preliminary date, effective date, and any notes can be edited in this section. Exercise 1 Edit Data - A

19 Facts about the countywide project area are displayed in this section. These data cannot be edited. Exercise 1 Edit Data - B

20 This is the most important section of this page. This is where planned funds for each project can be entered. Also, you can designate whether they are FEMA funds or leveraged funds. If FEMA funds are going to go to a CTP, you can indicate that, too. Exercise 1 Edit Data - C (Note - FY03 and Prior fields cannot be edited)

21 This section displays the last approved values for data in area A, for reference. Exercise 1 Edit Data - D

22 Exercise 1 This section displays the last approved values for data in area C, for reference. Edit Data - E

23 Exercise 1 Click “Continue” Edit Data - E

24 Once you’ve edited all of the data about the project, click “Continue,” “Continue,” “Complete” to save the new record to the database. Edit Data Exercise 1

25 Special Project Click “Create Special Project”

26 Special Project Note that a Re-study requires the selection of a FIPS code. A Re-study also requires a Preliminary and Effective date (see Slide 28).

27 Special Project

28 Special Project This is essentially a blank record – enter as much data as you can about your special project. No fields are indicated as “required” for Special Projects.

29 Special Project Enter the planned cost of the special project

30 Special Project Once you’ve entered all of the possible data about the special project, click “Continue,” “Continue,” “Complete” to save the new record to the database.

31 Special Project

32 Submit data for Review Click this button to submit data for FEMA Regional Sequencing Lead review and approval/rejection. See error message on next slide regarding data in these fields.

33 Submit data for Review This error occurs when the Regional Plan (total of all user- entered costs for the specified FY; submitted by the MOD RMC Sequencing Lead) differs from the Regional Target (FEMA allocated budget for the specified FY; entered by FEMA HQ) by more than +/- 2.5%.

34 Submit data for Review Click this button to attempt to submit data again for FEMA Regional Sequencing Lead review and approval/rejection - after making revisions as suggested by the error message.

35 Submit data for Review

36 Submit data for Review Notice the “SUBMITTED” status. Regional datasets in this status cannot be edited until the FEMA Regional Sequencing Lead either Approves or Rejects the data submission. (The FEMA Regional Sequencing Lead is the only user who can edit the data when it has the “SUBMITTED” status)

37 User Experience FEMA Regional Sequencing Lead Overview of all functions Discuss 2.5% tolerance – “the game” Summary of validation rules Exercise 2: FEMA Regional Sequencing Lead –review and approve Region-submitted sequencing data

38 Review data

39 Review data Exercise 2

40 Review data Exercise 2 Look for this icon to indicate records where data has been modified since the last approved values – good indicator of recent changes by MOD RMC Sequencing Lead.

41 Review data FEMA Regional Sequencing Lead can click on either of these buttons after reviewing data submitted by MOD RMC Sequencing Lead. Exercise 2

42 Approve Data Exercise 2

43 Approve Data Exercise 2

44 Approve Data As soon as the data is approved, notification is sent to FEMA HQ and the data set status is immediately returned to “Editable”. Exercise 2

45 Reject Data

46 Reject Data Reason for rejection must be entered

47 Reject Data

48 Reject Data As soon as the data is rejected, notification is sent to MOD RMC Sequencing Lead and the data set status is indicated as “Rejected” and can be edited to address the rejection reason.

49 Review Data Changes made by MOD RMC Sequencing Lead will be indicated by this icon when FEMA Regional Sequencing Lead reviews the subsequent submission of data for approval.

50 This link will only appear for a MOD Alexandria Sequencing Lead user. User Experience MOD Alexandria Sequencing Lead

51 Create Baseline MOD Alexandria Sequencing Lead user enters the name of the baseline as well as the date it is created.

52 Create Baseline

53 Access Baseline Creating a baseline essentially creates a “snapshot” of the Sequencing data. Any baselined Sequencing data will appear in the Data Set View drop-down menu and will be read-only (non-editable) for all users. The baseline is then used as the basis for Appendix A MHIP updates.

54 This link will only appear for a FEMA HQ user. User Experience FEMA HQ

55 Modify Allocated Budget FEMA HQ users can modify the allocated budget for each region. This task can only be done for the current FY.

56 Modify Allocated Budget Completing this activity will set these amounts as the Targets for the current fiscal year.

57 Automatic Automatic s are sent to appropriate sequencing users when: MOD RMC Sequencing Lead submits data for approval FEMA Regional Sequencing Lead updates data, or approves or rejects data submission from MOD RMC Sequencing Lead MOD Alexandria Sequencing Lead updates data or creates baseline FEMA HQ updates data or modifies allocated budgets.

58 Additional “tabs” in the Data View

59 Additional “tabs” in the Data View

60 Additional “tabs” in the Data View

61 Additional “tabs” in the Data View

62 Additional “tabs” in the Data View

63 Additional “tabs” in the Data View

64 Additional “tabs” in the Data View

65 Sequencing Tool Changes Changes to Funds Sent to CTP (KPI 4) data fields Addition of a Not Being Studied checkbox Addition of a drop-down menu for County Projects with Effective Dates after FY10

66 Changes – KPI 4 As of September 2006, the FY09/10 fields were removed for KPI 4, Funds Sent to CTPs, since FEMA Funding ends in FY08.

67 The FY09/10 fields were also removed from the “KPI, FEMA Funds, and Population Data” screen (which appears when editing county/Special Project data). Changes – KPI 4

68 The FY09/10 fields were also removed from the Metrics tab. Changes – KPI 4

69 Changes – Not Being Studied As of November 2006, a “Not Being Studied” field was added to identify those projects which aren’t scheduled to be studied under the Map Mod program.

70 When editing county/Special Project data, users can check the Not Being Studied checkbox to identify those counties/Special Projects that will not be studied. Note that if the checkbox is not checked, Preliminary and Effective dates are required. Changes – Not Being Studied

71 If the Not Being Studied checkbox is checked, the Preliminary and Effective date fields will be cleared out and will not be editable. Changes – Not Being Studied

72 Changes- Counties with Effective Dates After FY10 As of December 2007, a drop-down menu will appear if the Effective Date for a county project is after FY10 (after September 30, 2010).

73 As of December 2007, if the Effective Date for a County Project is after FY10, users will be required to select a Primary Reason for Effective Date Delay from the new drop- down menu. This menu only appears if the Effective Date is after FY10, and it only appears for County Projects (not Special Projects or Restudies). Changes- Counties with Effective Dates After FY10

74 Changes- Counties with Effective Dates After FY10 Users are required to select 1 of 6 reasons for a Primary Reason for Effective Date Delay.

75 Changes- Counties with Effective Dates After FY10 If the user selects “DFIRM Production Challenges” or “Other,” additional details are required in the new “Effective Date Delay Comments” field.

76 Changes- Counties with Effective Dates After FY10

77 Changes- Counties with Effective Dates After FY10 The new data fields “Primary Reason For Effective Date Delay” and “Effective Date Delay Comments” were added to the “Comments” tab of the Sequencing Tool.

78 MIP Service Pack Updates Service Pack 10 (October 2, 2006) –Removed all FY09-FY10 fields for KPI 4 –Preliminary Date past FY08 and Effective Date past FY10 are allowes, but require a comment in the comment field –Only current and future FYs require 2.5% validation rule Service Pack 11 (November 20, 2006) –Counties “not being studied” have a checkbox feature. Any counties flagged as “Not Being Studied” will be restricted from having a Preliminary or Effective date entered. –Changed 2.5% error message to express deviation from Regional Target, not Regional Total

79 Service Pack 12 (January 29, 2007) –Misleading metrics tab calculation. In the FEMA Funds section, change to compare Regional Plan to Regional Target and National Plan to National Target instead of Regional Plan to National Target. Reword language to “Target” instead of “KPI”. –MOD Alexandria User can edit deciles –Fix error message for invalid data for KPI 3 in FY09-FY10 –Fix first-funded warning message for projects with $0 funding Service Pack 13 (April 2, 2007) –Change lockout procedure so that a regional dataset in the Sequencing Tool can only be locked for a maximum of 30 minutes if a user is not actively editing sequencing data. –Fix incorrect Preliminary/Effective date format in County Data static area MIP Service Pack Updates

80 Service Pack 14 (October 28, 2007) –Remove unnecessary totals from sequencing report “Comparison of KPIs and Projected Performance” –Fix defect with sequencing automatic notifications –Fix defects with the following sequencing reports: KPIs and Projected FY, Progress to Date of Counties Funded by Region, Progress of Counties for which Flood Studies were Funded, and Population with Effective Maps –Fix rounding percentage defect on Metrics tab MIP Service Pack Updates

81 Service Pack 14b (December 12, 2007) –Added new drop-down menu for County Projects with Effective Dates after FY10 –Removed business rule in Sequencing Tool comparing KPI 4 Funds to FEMA Funds MIP Service Pack Updates