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SP14 Producer Training

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SP14 Producer TrainingSP14 Producer Training

WelcomeWelcome

Welcome Introductions Classroom Protocol Agenda

Classroom GuidelinesClassroom Guidelines

Participate in class! Ask questions at any time, but one person at a time

please Focus on class – no reading/writing emails, text

messaging, surfing the web, etc. Cell phones off Limit side conversations with your neighbor. Chances

are the group would like to hear the same question or comment

Be respectful of fellow participants and the instructor Have fun!

Course ComponentsCourse Components

Course Evaluation

Concepts

Jeopardy!Work

Instructions

Hands-OnSimulations

Course MaterialsCourse Materials

On Your CD Concept Slides Simulations and Work

Instructions Develop Hydraulic Data Develop DFIRM Database Preliminary Map Products Post-Preliminary Processing

Quick Reference Guides Upload tips SOMA User Guide Workflow map Pop-up Blocker Procedure

In Your Workbook Concept slides Quick Reference guides Work Instructions

Develop Hydraulic Data Develop DFIRM Database Preliminary Map Products Post-Preliminary Processing

-

Let MeGuide MeShow Me

Training ApproachTraining Approach

MIP User Roles and ResponsibilitiesMIP User Roles and Responsibilities

Role of Producer Submit/upload data Meet all QA

requirements Perform independent

QA Enter data analysis

information Enter actual milestone

dates Enter all post-prelim

information

Role of Manager Update all cost and

schedule information, at least monthly

Update projected milestones

Enter leverage information

Project oversight

Role of FEMA/RMC Create projects Establish baselines

(obligate funds) Perform national QA Validate deliverables Complete appropriate

approvals

Producer Course TopicsProducer Course Topics

Data DevelopmentDevelop Hydraulic DataDevelop DFIRM Database

Preliminary Map ProductionProduce Preliminary Map ProductsDistribute Preliminary Map Products

Post Preliminary Processing

Producer Process Change HighlightsProducer Process Change Highlights

THEN NOW

User had to upload data and enter cost information

Producers only responsible for uploading data and meeting QA requirements

Numerous unnecessary questions Minimal questions regarding deliverable

Upload many ways – confusing and error prone

Upload only two ways: 1) via data submission step in workflow or 2) by mailing data

Metadata validation was not automatic; text files caused problems

Metadata validation is instantaneous; text file is ignored

Producer Process Change Highlights continuedProducer Process Change Highlights continued

THEN NOW

Users can use Citrix to move data between drives

The only way to submit information (K drive) is to complete the workflow (no more MIP Help workarounds)

Version control on the K drive was difficult

Anytime you upload a file, it will overwrite the existing file on the K drive

For DFIRM QA submissions, only certain files were allowed

Any file can be loaded to DFIRM folder (i.e., PDF panels); the tool only looks for needed files

All information was displayed on one screen, requiring lots of scrolling to find needed data

Information is now grouped under headings with expand and collapse capabilities [twisties]

Studies Process OverviewStudies Process Overview

Flood Engineering Flood Mapping

Manage Data Development

Manage Preliminary

Map Production

Manage Post Preliminary Processing

Independent QA

National QA

Key TermsKey Terms

Workbench – Where you see all tasks (work items) that you can claim to work on.

Submission Status – This field will show if data has passed metadata or DFIRM

database QA. You will be unable to complete the task until you have passed.

Data Submission Form – Use this form to upload data directly to the MIP or to

mail data to the data depot.

Analysis – A limited number of questions pertaining to the deliverable Some tasks

will not have an analysis section. All other data is harvested from metadata or no

longer needed.

BFE Changes – Checkbox used to indicate if appeals are required. Critical to

complete correctly.

Date Fields – Also critical fields. This data is utilized by numerous sources,

including FEMA’s CIS and the Key Performance Indicator reporting.

Data DevelopmentData Development

Data Development ProcessData Development Process

Data Development Tasks: Acquire Base Map

Develop Topographic Data

Perform Field Survey

Perform Hydrologic Analysis

Perform Hydraulic Analysis

Perform Coastal Analysis

Perform Alluvial Fan Analysis

Perform Flood Plain Mapping

Develop DFIRM Database

Independent QA

Flood Engineering Flood Mapping

Manage Data Development

Manage Preliminary

Map Production

Manage Post Preliminary Processing

Independent QA

National QA

Data Development ProcessSP14 ChangesData Development ProcessSP14 Changes

Simpler method for users to submit data

Use Data Submission Form to upload files to MIP or to indicate

the files will be mailed to FEMA

User can continue work on the MIP while a file uploadsNOTE: do not close the MIP window while the data is uploading; doing so will

terminate the submission process and you will have to start over

See QRG handout on Data Submissions in SP14 for more details

MIP Help will no longer move data from J to K drive

Producer now responsible for uploading files through the MIP

Data Development ProcessSP14 ChangesData Development ProcessSP14 Changes

Overwriting files will overwrite all files

No file size limits for data uploads; the MIP can

calculate and display estimated upload time

The MIP help ticket that is created automatically when

users mail in their data will include important

information, such as file size, case number, etc.

Comments created on the Producer workflow screens

will display on Manager screens and on certain reports

Data Development Pre-requisitesData Development Pre-requisites

NFIP profile-compliant metadata Data submission (deliverable) Descriptive information concerning the data

submission (size of area studied, models used, etc.)

Varies depending on specific Data Development task, which is displayed on the screen

Don’t use your Internet browser’s back button - use the navigation buttons in the MIP tool to move forward and backward.

Use this: Not this:

Be sure to click Refresh Status to confirm your upload has passed the validation checks.

The Manager can see comments you enter. Use the comments field to help coordinate project delivery.

Click the hyperlinks in Submission Status to view validation comments.

Be sure to click blue buttons at the bottom of sections. This is how the MIP captures what you have entered.

Tips and TricksTips and Tricks

Working in SimulationsWorking in Simulations

Simulations are a snapshot of the real MIP Used to simulate live environment

Walk step by step through processDoes not show the passage of time

Getting startedActive X proceduresMaximize screen to view scrollbars, if necessary

SimulationsSimulations

Data DevelopmentData Development• Perform Hydraulic AnalysisPerform Hydraulic Analysis

• Develop DFIRM DatabaseDevelop DFIRM Database

Refer to Work Instruction Refer to Work Instruction <Develop Hydraulic Analysis.doc>

Refer to Work Instruction Refer to Work Instruction <Develop DFIRM Database.doc>

..

Data Development Process ReviewData Development Process Review

Click on the View Metadata Profile link at the bottom of the first screen to view a generic metadata profile

Use Data Submission Form to upload files to MIP or to indicate the files will be mailed to FEMA

After uploading the files through the Data Submission form, click on Validate Contents and Refresh Status under the Metadata Profile Validation section to view the validation status

Click on the Passed or Failed link to view the report from the validation process

You will not be able to complete the Producer activity until the metadata file has passed the automated Metaman validation

Preliminary Map ProductionPreliminary Map Production

Preliminary Map Production ProcessPreliminary Map Production Process

Preliminary Map Production Activities: Produce Preliminary Map

Products

Distribute Preliminary Map Products

Flood Engineering Flood Mapping

Manage Data Development

Manage Preliminary

Map Production

Manage Post Preliminary Processing

Independent QA

National QA

Produce Preliminary Map Products Process HighlightsProduce Preliminary Map Products Process Highlights

Use the Data Submission Form to upload files to MIP or

to indicate the files will be mailed to FEMA

The MIP help ticket that is created automatically when

users mail in their data will include important

information, such as file size, case number, etc. Comments created on the Producer workflow screens

will display on Manager screens and on certain reports New option in SOMA tool allows users to indicate no

LOMCs to be included in the SOMA

Preliminary Map Production Process Pre-requisitesPreliminary Map Production Process Pre-requisites

Produce Preliminary Map Products Pre-requisites: NFIP profile-compliant metadata DFIRM submission that passes automated DFIRM QA Number of printed panels

Distribute Preliminary Map Products Pre-requisites: SOMA tool requirements complete for each LOMC in study area Received pre-preliminary QA passing report from the RMC *CRITICAL* - Date Preliminary mailed

This information is used in CIS, as well as by FEMA HQ to report Key Performance Indicator (KPI) progress

List of communities where BFEs have changed Map distribution list – by community

SimulationSimulation

Preliminary Map ProductionPreliminary Map Production• Produce Preliminary Map ProductsProduce Preliminary Map Products

• Distribute Preliminary Map ProductsDistribute Preliminary Map Products

Refer to Work Instruction Refer to Work Instruction <Preliminary Map Production.doc>

Preliminary Map Production Process ReviewPreliminary Map Production Process Review

Use the Data Submission Form to upload files to MIP or to indicate the files will be mailed to FEMA

Metadata and DFIRM QA validations must both pass in order to complete the Produce Preliminary Map Products task

Use the Add Community button to add every community

If a community is missed, it will not appear in the remainder of the workflow, and will not count toward KPIs.

Utilize the Save and Close function for multiple communities

Upon completion, click Complete Task to advance the workflow to the first task in the Post Preliminary Process

Post Preliminary ProcessingPost Preliminary Processing

Post Preliminary Processing ProcessPost Preliminary Processing Process

Post Preliminary Processing Activities: Determine Community Meeting

Schedule Prepare and Hold Community

Meetings Appeal Process

Determine if Appeal Period is RequiredCreate/Distribute BFE NoticeRecord/Review Appeal or ProtestPrepare/Distribute Appeal Package

Prepare Final Map Products Prepare/Distribute LFD Docket and

letter Prepare/Distribute Revalidation

docket and letter

Flood Engineering Flood Mapping

Manage Data Development

Manage Preliminary

Map Production

Manage Post Preliminary Processing

Independent QA

National QA

Post-Preliminary Map Products Process HighlightsPost-Preliminary Map Products Process Highlights

The MIP enforces PM42 requirements

The Prepare LFD Docket task is simplified; only new

60.3 code is needed

Able to upload LFDs directly to the MIP

Use the Data Submission Form to upload files to the

MIP or to indicate the files will be mailed to FEMA

The MIP help ticket that is created automatically when

users mail in their data will include important

information, such as file size, case number, etc.

Post Preliminary ProcessingPre-requisitesPost Preliminary ProcessingPre-requisites

Pre Appeal Process. Includes Determine Community Meeting Schedule, Hold Community Meetings, Determine if Appeal Required, Create BFE Notice, Distribute BFE Notice, Record BFE Publication Affidavit

Final meeting (open house) meeting information, by community

Information on appeal periods, by community **CRITICAL** Second publication date and newspaper

name, by community BFEs on the web date, date affidavit received, date BFE

notice sent, by community

Post Preliminary ProcessingPre-requisitesPost Preliminary ProcessingPre-requisites

Appeals. Includes Record Appeal/Protest, Review Appeal/Protest, Prepare Appeal Package, Distribute Appeal Resolution

Appeal type, received and acknowledgement dates, appellant name, by community

Recommendations, date reviewed with FEMA, and validity of appeal, by community

Resolution Letter, revised preliminary DFIRM/FIS (if applicable)

Appeal package distribution date

Post Preliminary ProcessingPre-requisitesPost Preliminary ProcessingPre-requisites

Post Appeals. Produce Final Map Products and Submit MSC Deliverable

NFIP Profile compliant metadata. Final Map Products Data Submission (Deliverable) that passes National

QA Number of printed panels MSC Deliverable GPO Package (Checklist appears on workflow screen) SOMA Tool must be complete

Prepare LFD docket – Distribute LFD letter Projected LFD Date - CRITICAL New 60.3 Code to be adopted by communities - CRITICAL LFD letter for upload to MIP

Prepare revalidation letter – Distribute revalidation letter SOMA Tool must be complete Date revalidation letter was distributed

SimulationSimulation

Post Preliminary ProcessingPost Preliminary Processing

Refer to Work Instruction Refer to Work Instruction <Post Preliminary Processing.doc>

..

Post Preliminary Processing ReviewPost Preliminary Processing Review

BFE changes require a 90-day appeal period. Click Add Meeting when entering multiple meetings to

ensure data are saved. Utilize the Save and Close button when entering more

than a few communities, to ensure data are saved. You will not be able to complete the Produce Final Map

Products task until you have passed both the metadata and DFIRM QA validations.

You won’t see Distribute tasks until FEMA completes the Review and Approve cycle.

Don’t use your Internet browser’s back button - use the navigation buttons in the tool to move forward and backwards.

Use this: Not this:

Be sure to click Refresh Status to confirm your upload has passed the validation checks.

The Manager can see comments you enter. Utilize the comments field to help coordinate project delivery.

Click the hyperlinks in Submission Status to view validation comments.

Be sure to click “blue buttons” at the bottom of sections. This is how the MIP captures what you have entered.

Tips and TricksTips and Tricks

Tips and TricksCustomizing Your WorkbenchTips and TricksCustomizing Your Workbench

Use the arrows to arrange the information as you’d like. The MIP saves your preferences & display items this way each time you log in.

SummarySummary

Congratulations! You have completed the SP14 Producer Training

You should now be able to: Recognize and understand the following processes:

Data Development Preliminary Map Production Post Preliminary Processing

Describe the new terms and concepts Understand the tips and tricks available Execute the simulations and follow along with the work

instructions