1. Prepare + Prevent + Respond + Recover + Mitigate Project Implementation 1

2. Prepare + Prevent + Respond + Recover + Mitigate Authorities 44 Code of Federal Regulations (CFR) Part 13. Hazard Mitigation Assistance (HMA) Unified Guidance - June 2013 - Part VII, C. 2

3. Prepare + Prevent + Respond + Recover + Mitigate Acronyms POPPeriod of Performance SOWScope of Work 3

4. Prepare + Prevent + Respond + Recover + Mitigate What does project implementation entail Kickoff meeting – Roles + responsibilities Monitoring – Quarterly Reports – Site visits 4

5. Prepare + Prevent + Respond + Recover + Mitigate Initiation of Implementation Kickoff meeting: – Signals the beginning of project implementation. – Discusses roles + responsibilities + requirements. – Discusses life cycle of the grant. 5

6. Prepare + Prevent + Respond + Recover + Mitigate 6

7. Kickoff meeting materials Grant approval package: – FEMA approval letter – State approval letter – Subgrantee agreement – Applicant Toolkit 7

8. Prepare + Prevent + Respond + Recover + Mitigate What happens at a kickoff meeting? Review of: – Procurement requirements – Milestones – Deliverables (if applicable) 8

9. Prepare + Prevent + Respond + Recover + Mitigate What happens at a kickoff meeting? (Continued... ) Discuss: – Monitoring activities + Quarterly Reports. – Compliance reviews + site visits. – Period of Performance (POP). – Scope of work (SOW) changes + amendments. 9

10. Prepare + Prevent + Respond + Recover + Mitigate Subgrantee Roles + responsibilities Implement projects in accordance with approved: – SOW – Milestones + timeline – Budget Submit timely Quarterly Reports. 10

11. Prepare + Prevent + Respond + Recover + Mitigate Subgrantee Roles + responsibilities (Continued... ) Retain records of all supporting documentation. – BEST PRACTICE: hard copy + digital. 11

12. Prepare + Prevent + Respond + Recover + Mitigate Grantee Roles + responsibilities Monitor + report program progress to FEMA. – Budget oversight – obligations + payments. – Quarterly reporting. 12

13. Prepare + Prevent + Respond + Recover + Mitigate Grantee Roles + responsibilities (Continued... ) Grantees are responsible for monitoring the day-to-day operations of grants + supported activities... – To assure compliance with Federal requirements + projected performance goals are being achieved. 13

14. Prepare + Prevent + Respond + Recover + Mitigate NEW site visits Previously, site visits were “as needed.” NOW, site visits will be done on a periodic basis, at least three (3) times during the project. – Kickoff site visit. – Interim site visit (may vary based on milestone completion). – Final site visit. 14

15. Prepare + Prevent + Respond + Recover + Mitigate Monitoring + site visits Grantee conducts site visits to: – Confirm that projects align with the approved SOW + projected timelines. – Identify cost issues that may result in delayed or no reimbursements + resolve in a timely manner. – Ensure accurate reporting – project status + financials. 15

16. Prepare + Prevent + Respond + Recover + Mitigate Monitoring + site visits (Continued... ) Subgrantees can request additional site visits at anytime. 16

17. Prepare + Prevent + Respond + Recover + Mitigate Quarterly Reports are important to YOU because... Quarterly Reports are a tool used by GOHSEP + FEMA for monitoring. 17

18. Prepare + Prevent + Respond + Recover + Mitigate What Quarterly Reports identify... Status + completion date for project. Comparison of actual accomplishments to the objectives established for that period. Financial status. 18

19. Prepare + Prevent + Respond + Recover + Mitigate What Quarterly Reports identify... (Continued... ) Problems, delays or adverse conditions that affect the following: – SOW – Project completion dates – Project costs 19

20. Prepare + Prevent + Respond + Recover + Mitigate Reporting periods QuarterQuarter End DateDue to GOHSEP 1stDec 31 Jan 15 2ndMar 30 Apr 15 3rdJun 30 Jul 15 4thSep 30 Oct 15 20

21. Prepare + Prevent + Respond + Recover + Mitigate 21 Quarterly Report in LAHM

22. Prepare + Prevent + Respond + Recover + Mitigate Consequences for late Quarterly Reports Will result in payment delays. Will result in delays in amendment processing. 22

23. Prepare + Prevent + Respond + Recover + Mitigate Key takeaways Kickoff meeting: – Signals beginning of project implementation. – Subgrantee is provided important documentation + guidance on how to effectively manage projects. 23

24. Prepare + Prevent + Respond + Recover + Mitigate Key takeaways (Continued... ) Grantee/Subgrantee roles + responsibilities: – Implementing projects within approved scope of work + budget. – Document retention. – Ensuring compliance of federal regulations. Monitoring: – Quarterly reports + site visits. 24

25. Prepare + Prevent + Respond + Recover + Mitigate Contact 25 Tenesha Wilson tenesha.wilson@la.gov

26. Prepare + Prevent + Respond + Recover + Mitigate Questions? 26

27. Prepare + Prevent + Respond + Recover + Mitigate For more information + to download materials from today’s seminar: 27 gohsep.la.gov/outreach.aspx