Implementing the Recovery Plan: Project formulation, worksheet development...

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Understanding (MOU) detailing their understanding of the issues and solutions that were discussed. Another valuable tool is asking the state and FEMA to sign a transmittal each time documents or photographs are surrendered.

Such actions could be considered adversarial, but the intention is to create a record that applicants have been cooperative and have met necessary timing requirements, such as those for reporting damage.

The working relationship gets its true test after the applicant briefing and kickoff meeting as the recovery process turns to grant development. This process has two portions: project formulation and Project Worksheet development.

Project Formulation

Before project worksheets (PWs) can be written, projects need to be formulated. FEMA Job Aid for Project Formulation defines this process as follows:

“A project is a logical method of performing work required as a result of the declared event. Projects may consist of one damage site or may be made up of several sites. This offers flexibility in organizing and managing work around the applicant’s needs.”

The applicant works with the PAC to categorize and organize the recovery needs. Eligible work and damage from multiple sites can be combined into a single project for any variety of reasons, but the logic should first be discussed with the PAC. All in all, both parties are looking for any reasonable method to manage the project and complete the work.

Listed are examples of project groupings as outlined in the FEMA Job Aid for Project Formulation:

• Specific Site — All work at a specific site may be a project, such as a single road washout site. This method is often used if the site has special considerations.
• Specific Facility — All work on a bridge or all restoration of a building and its contents may be a project. This method is often used for large projects.
• Type of Damage — All work under a specific category may be a project such as debris removal (category A), or all work at certain types of facilities may be classified together, such as all gravel roads on one project and all paved roads on another.
• System — All work to a system may be a single project; for example, repairs to the water distribution system, including multiple waterline breaks, may be one project.
• Jurisdiction — All work within a specific area such as a park may be a project, or all work within an administrative department of an applicant, such as the city police, fire, or public works.
• Method of Work — A project may be grouped around how the work will be completed. All work completed under a single contract may be a project, or all work performed by a force account work crew may be a project.
• Complex — Extensive damage to several facilities at a complex, for example, a high school, can be grouped together. All damage at the complex could be combined into one project, or separated into several projects, such as all roof repairs.
• Special Considerations — A project may be grouped by special issues that might take longer to resolve, such as environmental or historic concerns, or hazard mitigation proposals.

In addition to these categories, applicants must also evaluate the damage sites to classify emergency work and determine whether the emergency recovery aspect is part of the permanent recovery.