In 2014, FEMA conducted an in-depth analysis of the existing Public Assistance program's delivery process. A comprehensive examination of the program revealed the program averages $4.7 billion annually in federal disaster assistance to state, local, tribal and territorial governments, and certain private non-profit organizations to repair or rebuild public infrastructure. However, the program had not evolved to meet the changing needs of its customers during the last 20 years.
One of the shortfalls included using a one-size-fits-all approach to process projects, regardless of the project's size or cost.
Following months of analysis and restructuring a new delivery model, designed to meet the needs of applicants by streamlining and categorizing projects, is being used on a limited basis. The new delivery model is using a phased implementation approach to ensure it meets the needs of communities and governments as they recover from disasters.
To help accomplish the goal, the model uses a Customer Relationship Management tool, which is a web-based project tracking system for both FEMA and our stakeholders. Additionally, the model uses a Consolidated Resource Center that allows for greater consistency with subject matter experts.
While the first stage in the implementation occurred in Oregon following a 2016 spring flooding event, the second implementation stage is occurring in Georgia following Hurricane Matthew.
The model's third stage of implementation will occur sometime in 2017 and will involve testing the model at more than one disaster location.
The New Process
Frequently Asked Questions
What were the selection criteria in choosing Georgia as the state for the Stage 2 implementation of the new PA Program Delivery Model?
The size, complexity, and type of damage in this disaster matched the capabilities of the templates created for the new process model and available staff capabilities. The counties designated for this disaster have no ongoing disaster activity, ensuring we can utilize the new model exclusively and better measure outcomes.
Will all Public Assistance disasters from here forward use the new PA Program Delivery Model?
The new PA Program Delivery model will be implemented using a phased approach. Stage 1 of the implementation of the new Delivery Model occurred in Oregon. Stage 2 will occur in Georgia. The implementation will continue into its third and fourth phases in additional states as the second Consolidated Resource Center opens, and the implementation sites for these phases will also be selected for based upon specific criteria, including size of the disaster and categories of damage as discussed above.
What is the new PA Program Delivery Model?
The new Public Assistance delivery model is an effort that FEMA is undertaking to look at our process of delivering assistance to you following a disaster declaration. The effort is focused primarily on internal FEMA process that is being built to deliver the program more rapidly, accurately and consistently. We have selected this disaster as the second implementation of our new proposed process in a live environment.
What is different about this process and who designed it?
Beginning in late 2014, FEMA conducted an in-depth internal review and analysis of the Public Assistance program’s delivery process. In January 2015, FEMA held a series of Share Sessions including all 10 FEMA regions and participation from 43 states and four tribal nations to discuss the analysis and ways to enhance the program’s delivery.
Since the share sessions, FEMA’s Recovery Directorate and Public Assistance Division convened subject matter experts who spent six weeks designing the new business model.
Why was this disaster selected for to implement the new process?
FEMA evaluated a number of different factors when selecting this disaster. Most importantly was the willingness of Oregon to partner with us in this experiment. Secondly, FEMA looked at the size and type of disaster and its timing in moving the new delivery model project forward.
Will the New Process model implementation affect my eligibility?
No. The new model environment will not change any eligibility standards under the Public Assistance Program. A complete explanation of FEMA’s eligibility criteria can be found in the Public Assistance Program and Policy Guide.
Will the new model affect the amount of assistance that I receive?
No. The new model does not change the eligibility criterion which directly affects the amount of assistance FEMA may be able to provide. This new process can shorten the amount of time it takes for FEMA to obligate funding to the Oregon for some projects.
Will this change the current small project threshold?
No. All project worksheets must have a minimum of $3,100 of eligible costs to be considered for reimbursement and the distinction between a small project and a large project will be $123,100, consistent with all other disasters in fiscal year 2017.
What should I expect with the new process?
The new model may change the way FEMA interacts with you during the recovery process, especially if you have worked through the public assistance process previously. Our intention through this new process is to be more customer oriented, be able to better meet your needs and deliver our grant funding faster. You should expect FEMA staff will have different titles and may treat some of your projects differently based on the type of project it is and its complexity.
What do I need to do now?
The first step to receiving Public Assistance funding is to complete the Request for Public Assistance. The Georgia Emergency Management & Homeland Security Agency will host an Applicant’s Briefing to explain the process and answer your questions. You should be in contact with GEMHSA to ensure you know when the briefing will occur to be able to then submit a Request for Public Assistance form.
If I just completed paperwork for the damage assessment will I need to re-do that paperwork under this new process?
One of the elements this new process will implement is the ability to better use the information collected during the preliminary damage assessment process. This will be explained in more detail during the applicant briefing.
Can I opt out?
All applicants requesting funding from FEMA’s Public Assistance program for Stage 2 implementation in Georgia will utilize the new process. Applicants may choose to opt out by deciding they do not wish to receive funding under FEMA’s Public Assistance program.
Does the new model affect my ability to participate in the Public Assistance Alternative Procedure Pilot Program?
No. In fact, FEMA encourages applicants to take advantage of the Alternative Procedures Pilot Program in this disaster. The Alternative Procedures Pilot Program has a lot of great advantages including increased financial incentives for pre-disaster debris plans and the rapid removal of debris following the disaster. It also allows greater flexibility in how you use grant funding on permanent work projects by allowing you to choose a fixed capped grant based on an estimate and move funding from one project site to another based on your post-disaster needs. To find out more about the program please visit http://www.fema.gov/alternative-procedures.
What’s different between implementing the new model and a normal disaster operation?
This change to the Public Assistance program is not about what we do but rather how we do it. So the primary differences will be in how FEMA and the State will organize its staff and process the projects. Previously, FEMA treated every Public Assistance project exactly the same regardless of type or complexity. The new delivery model is a new way to segregate projects into three work streams; completed projects, regular projects and complex projects. The end result be a more streamlined grant delivery process, faster funding and a better overall experience with FEMA.
Will I have an opportunity to provide feedback on how it went afterwards?
Yes. FEMA will be completing an analysis on how the new process worked and will reach out to collect feedback from participants. The primary goal behind this entire effort is to streamline and simplify our disaster services, so all feedback, positive and negative, is appreciated.
Will this increase the likelihood that I be audited?
As with all FEMA grants, the Department of Homeland Security’s Office of the Inspector General conducts regular audits to ensure that FEMA funding is being used appropriately and within the guidelines of the law. With the acceptance of any federal funds, applicants should be prepared to retain all documentation. FEMA provides training on our website to help applicants comply with federal procurement regulations, which is a common cause of funding withheld or taken back as a result of an audit. More information on complying with federal procurement is available at http://www.fema.gov/media-library/assets/documents/96773.
Will the new Public Assistance process make it less likely FEMA will de-obligate funding in out years?
The new process will not change the fundamentals of the programs eligibility, nor its requirements to follow federal regulations. At the conclusion of the project a closeout process will occur requiring FEMA and state staff to reconcile project costs. Strong documentation and record keeping is highly recommended. The new process does not prevent the Department of Homeland Security’s Office of the Inspector General from conducting audits, which could result in a de-obligation.
What happens if the implementation of the new process doesn’t work? Will FEMA revise the process?
FEMA will be continually monitoring the progress of Stage 2 implementation as it occurs and making corrections as necessary. Any lessons learned will be incorporated into future disasters that may utilize this new process.