MIP Sequencing Tool Training - FEMA

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					MIP Sequencing Tool Training

  Introduction to the Sequencing
                Tool



                                   1
                  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
                                             2
Overview of the MIP Sequencing Tool




                                 3
Overview of the MIP Sequencing Tool
 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        4
                 for future years
          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
                                         5
           Workflow Process

• FEMA HQ sets the Regional budget
• MOD RMC Sequencing Lead edits data   Exercise 1

• MOD RMC Sequencing Lead submits data
  for approval
• FEMA Regional Sequencing Lead reviews
  data and either approves or rejects  Exercise 2

• MOD Alexandria staff create baseline of data
  for publication in MHIP update
                                              6
             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
                                                       7
 Privileges Assigned to Each Role

• 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
                                                 8
  Privileges Assigned to Each Role

• 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

                                                 9
          Accessing Tools


• MIP Sequencing Tool Web address:

        https://hazards.fema.gov




                                     10
Accessing Tools



             First Log in




                            11
                    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
  MIPHelp@mapmodteam.com


                                                                              12
Accessing Tools



             Click on “Tools & Links”




                                        13
Accessing Tools



       Click on “Sequencing & PALT”




                                      14
           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
                                                15
                          Exercise 1

             Edit Data




Click to edit a project        16
                                     Exercise 1

    Edit Data

          This page will be displayed once a
          project is selected. Each section
A         (A-E) will be examined more closely.


B
C
D
E
                                           17
                                        Exercise 1

Edit Data - A

   The preliminary date, effective date, and
   any notes can be edited in this section.




                                               18
                                      Exercise 1

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




                                           19
                                                                          Exercise 1

                           Edit Data - C
 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.




(Note - FY03 and Prior fields cannot be edited)



                                                                                20
                                            Exercise 1

     Edit Data - D

This section displays the last approved
values for data in area A, for reference.




                                                 21
                                            Exercise 1

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




                                                 22
                        Exercise 1

Edit Data - E




     Click “Continue”


                             23
                                                Exercise 1

   Edit Data



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




                                                        24
Special Project




 Click “Create Special Project”




                                  25
Special Project




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




                  27
Special Project



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




                                                  28
Special Project




  Enter the planned cost of the special project




                                                  29
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.




                                                       30
Special Project




                  31
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.
                                                         32
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%.

                                                                 33
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.




                                                     34
Submit data for Review




                         35
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)




                                                         36
           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
                                            37
Review data




              38
              Exercise 2

Review data




                   39
                                                                          Exercise 2

                          Review data


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.




                                                                                40
                                         Exercise 2

Review data

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




                                               41
               Exercise 2

Approve Data




                    42
               Exercise 2

Approve Data




                    43
                                              Exercise 2

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”.




                                                    44
Reject Data




              45
                  Reject Data




Reason for rejection must be entered




                                       46
Reject Data




              47
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.




                                                    48
                       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.




                                                                       49
             User Experience
      MOD Alexandria Sequencing Lead




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




                                       50
               Create Baseline




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



                                             51
Create Baseline




                  52
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.




                                              53
                        User Experience
                          FEMA HQ




This link will only appear for a FEMA HQ
user.




                                           54
Modify Allocated Budget




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




                                                  55
Modify Allocated Budget




        Completing this activity will set these
        amounts as the Targets for the current
        fiscal year.

                                                  56
          Automatic Email



Automatic emails 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.



                                                                  57
Additional “tabs” in the Data View




                                     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
   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




                                             65
                   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.
                                           66
Changes – KPI 4

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




                                                 67
Changes – KPI 4

    The FY09/10 fields were also removed
    from the Metrics tab.




                                           68
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.




                                                   69
Changes – Not Being Studied
           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.




                                                     70
Changes – Not Being Studied



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




                                                      71
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).




                                                     72
Changes- Counties with Effective Dates
            After FY10
                   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).




                                                       73
Changes- Counties with Effective Dates
            After FY10

                   Users are required to select 1 of 6 reasons
                   for a Primary Reason for Effective Date
                   Delay.




                                                        74
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.




                                                         75
Changes- Counties with Effective Dates
            After FY10




                                     76
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.




                                                         77
    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



                                                             78
    MIP Service Pack Updates
• 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


                                                                      79
   MIP Service Pack Updates
• 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




                                                              80
   MIP Service Pack Updates
• 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




                                               81

				
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