Microsoft PowerPoint - EMAI 07 Presentation
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......ith the authors of this page or responsible for its content. Microsoft PowerPoint - EMAI 07 Presentation Indiana Department of Indiana Department of Homeland Security Homeland Security Training Training IDHS Tier Training IDHS Tier Training Tier 1 Tier 1 Mission Focused Training Mission Focused Training This is training focused on mission essential This is training focused on mission essential individual and collective training activities which individual and collective training activities which ensure the successful conduct of homeland ensure the successful conduct of homeland security and public safety operations. security and public safety operations. IDHS Tier Training IDHS Tier Training Tier 2 Tier 2 Foundational Training Foundational Training This is training focused on statutorily This is training focused on statutorily required, mandated, or voluntary traditional required, mandated, or voluntary traditional public safety training activities resulting in public safety training activities resulting in some type certification, professional some type certification, professional development, or discipline specific training development, or discipline specific training which provides for public safety at the basic, which provides for public safety at the basic, intermediate, or advanced levels. intermediate, or advanced levels. IDHS Tier Training IDHS Tier Training Tier 3 Tier 3 Value Added Training Value Added Training This is training focused on providing additional This is training focused on providing additional or supporting training opportunities for the or supporting training opportunities for the enhancement of specific programs. This would enhancement of specific programs. This would include short include short - - term programs and programs term programs and programs being provided through outside sources or to being provided through outside sources or to non non - - traditional partners. traditional partners. Exercises Exercises Indiana Planning Indiana Planning Scenarios Scenarios The suite of 15 National Planning Scenarios are: The suite of 15 National Planning Scenarios are: 1. Improvised Nuclear Device 1. Improvised Nuclear Device 13. Food Contamination 13. Food Contamination 2. 2. Aerosol Anthrax Aerosol Anthrax 14. Foreign Animal Disease 14. Foreign Animal Disease 3. 3. Pandemic Influenza Pandemic Influenza 15 15 . . Cyber Cyber 4. Plague 4. Plague ** ** Task Force Deployment Task Force Deployment 5. Blister Agent 5. Blister Agent 6. 6. Toxic Industrial Chemical Toxic Industrial Chemical 7. Nerve Agent 7. Nerve Agent 8. Chlorine Tank Explosion 8. Chlorine Tank Explosion 9. 9. Major Earthquake Major Earthquake 10. Major Hurricane 10. Major Hurricane 11. Radiological Dispersal Device 11. Radiological Dispersal Device 12. Improvised Explosive Device 12. Improvised Explosive Device District Exercise Assignments 2008-2010 Biological Biological Biological Biological TF TF Deployment* Deployment* D10 D10 Earthquake Earthquake TF TF Deployment* Deployment* TF Deployment TF Deployment D9 D9 Earthquake Earthquake Earthquake Earthquake Chemical Chemical D8 D8 Biological Biological Earthquake Earthquake Earthquake Earthquake D7 D7 Chemical Chemical Chemical Chemical Biological* Biological* D6 D6 Earthquake Earthquake Chemical* Chemical* Chemical Chemical D5 D5 TF TF Deployment* Deployment* TF Deployment TF Deployment Earthquake Earthquake D4 D4 TF Deployment TF Deployment Radiological Radiological Radiological Radiological D3 D3 Radiological* Radiological* Radiological Radiological Biological Biological D2 D2 Chemical Chemical Biological Biological Biological Biological D1 D1 Operations Operations Based Based Discussion Discussion Based Based Operations Operations Based Based Discussion Discussion Based Based Operations Operations Based Based Discussion Discussion Based Based 2010 2010 2009 2009 2008 2008 Radiological Radiological D10 D10 Earthquake Earthquake * * D9 D9 Chemical Chemical D8 D8 Biological Biological D7 D7 TF Deployment TF Deployment D6 D6 Earthquake Earthquake * * D5 D5 Biological Biological D4 D4 TF TF Deployment Deployment * * D3 D3 Earthquake Earthquake D2 D2 Chemical Chemical D1 D1 Operations Operations Based Based Discussion Discussion Based Based 2011 2011 District Exercise Assignments 2011 IDHS is
conducting a
training needs
assessment to
prepare
districts for
their full scale
exercises. Exercise Guidance Exercise Guidance Approval of the Executive Director Approval of the Executive Director Compliance with USDHS Compliance with USDHS Must be Terrorism based (unless Must be Terrorism based (unless otherwise specified by IDHS) otherwise specified by IDHS) Exercise Guidance Exercise Guidance Sub Sub - - Grant Agreement between Grant Agreement between Governmental Body and IDHS Governmental Body and IDHS Any costs incurred before the date Any costs incurred before the date that the sub that the sub - - grant agreement is fully grant agreement is fully executed will NOT be reimbursed. executed will NOT be reimbursed. The Sub The Sub - - Grant Agreement must be Grant Agreement must be fully executed at least 30 days prior to fully executed at least 30 days prior to the exercise date or it will be cancelled the exercise date or it will be cancelled or postponed or postponed Exercise Guidance Exercise Guidance Fully executing the Sub Fully executing the Sub - - Grant Agreement Grant Agreement will take approximately 45 will take approximately 45 - - 60 days after 60 days after IDHS receives the signed document from IDHS receives the signed document from the District Fiscal/Legal Agent the District Fiscal/Legal Agent Fiscal/Legal agent shall be responsible for Fiscal/Legal agent shall be responsible for the receipt and disbursement of all funds the receipt and disbursement of all funds related to the exercise costs. related to the exercise costs. If If not not in compliance with HSEEP costs will in compliance with HSEEP costs will not be reimbursed not be reimbursed Exercise Proposal Exercise Proposal EXERCISE PROPOSAL MUST INCLUDE: EXERCISE PROPOSAL MUST INCLUDE: Draft of exercise plans, goals, and objectives Draft of exercise plans, goals, and objectives Draft Detailed estimated budget Draft Detailed estimated budget A proposal for EACH exercise planned MUST A proposal for EACH exercise planned MUST be submitted to IDHS prior to incurring any be submitted to IDHS prior to incurring any costs related to the conduct of the exercise. costs related to the conduct of the exercise. Partnerships with multiple agencies, Partnerships with multiple agencies, disciplines and jurisdictions are encouraged disciplines and jurisdictions are encouraged Discussion Discussion - - Operation Operation Based Based NEXS NEXS National Exercise Schedule National Exercise Schedule All exercises must be entered on the All exercises must be entered on the NEXS found at: NEXS found at: https://hseep.dhs.gov/ https://hseep.dhs.gov/ Exercises must be conducted at the Exercises must be conducted at the Indiana Department of Homeland Indiana Department of Homeland Security DISTRICT Level unless prior Security DISTRICT Level unless prior approval from IDHS approval from IDHS Completion Date Completion Date All activities must be completed and All activities must be completed and grant funds exhausted by March 2008 grant funds exhausted by March 2008 for FY 06 Funds. for FY 06 Funds. This activity includes all reporting This activity includes all reporting requirements such as an After Action requirements such as an After Action Report and Plans for Improvement Report and Plans for Improvement Documentation Documentation Copies of Copies of ALL ALL exercise documentation exercise documentation must be submitted to the IDHS Exercise must be submitted to the IDHS Exercise Section, Training Division within 45 days of Section, Training Division within 45 days of exercise date exercise date Minutes of Planning Meetings Minutes of Planning Meetings Detailed Exercise Budget Detailed Exercise Budget Invoices or Receipts for Expenditures Invoices or Receipts for Expenditures Exercise Participant Rosters Exercise Participant Rosters Documentation Documentation Overtime Documentation Overtime Documentation Backfill Documentation Backfill Documentation After Action Report After Action Report Improvement Plan Matrix Improvement Plan Matrix Any other document to support planning or conduct Any other document to support planning or conduct of the exercise of the exercise All documents and materials shall be submitted to IDHS within All documents and materials shall be submitted to IDHS within 45 days after execution of the exercise. Electronic format is 45 days after execution of the exercise. Electronic format is desired; email to desired; email to kwoodall@dhs.in.gov kwoodall@dhs.in.gov Exercise Proposal Exercise Proposal Seminar, Workshop, Tabletops, Games, Seminar, Workshop, Tabletops, Games, Drills, Functional and Full Scale Exercise Drills, Functional and Full Scale Exercise proposals should include at a minimum: proposals should include at a minimum: Goals Goals Needs/Capability Assessment Needs/Capability Assessment Scope Scope Statement of Purpose Statement of Purpose Objectives Objectives Narrative Narrative Major Events Major Events Draft Estimated Budget Draft Estimated Budget Seminar/Workshop Seminar/Workshop Exception Exception It is recognized that Seminars and It is recognized that Seminars and Workshops do not produce After Workshops do not produce After Action Reports Action Reports A proposal still needs to be submitted A proposal still needs to be submitted and a Grant Agreement must be and a Grant Agreement must be generated. generated. Seminar/Workshop Seminar/Workshop Deliverables Deliverables Detailed budget for the conduct of a Detailed budget for the conduct of a Seminar or Workshop Seminar or Workshop Agenda(s) Agenda(s) Rosters of participant attendance Rosters of participant attendance Any and all documents generated (i.e. Any and all documents generated (i.e. SOP SOP s, EOP s, EOP s) s) Any Power Point Presentations Any Power Point Presentations All information entered on the National All information entered on the National Exercise Schedule (NEXS) Exercise Schedule (NEXS) Exercise Expenditures Exercise Expenditures All costs related to planning, design, All costs related to planning, design, development, conduct and after development, conduct and after action/improvement planning related action/improvement planning related to the exercise are allowable. to the exercise are allowable. * Costs incurred before the sub * Costs incurred before the sub - - grant grant has been fully executed are NOT has been fully executed are NOT allowable allowable Allowable Exercise Allowable Exercise Expenditures Expenditures Mileage at a rate of 40 cents a mile Mileage at a rate of 40 cents a mile or or fuel fuel costs can be reimbursed NOT BOTH costs can be reimbursed NOT BOTH Fuel costs are allowable ONLY if mileage is Fuel costs are allowable ONLY if mileage is not requested not requested According to USDHS According to USDHS vehicle wear and tear vehicle wear and tear and/or maintenance are not allowable and/or maintenance are not allowable expenditures expenditures Planning Functions Planning Functions All consumable materials for planning process (i.e., All consumable materials for planning process (i.e., paper, writing utensils, manuals, etc.) paper, writing utensils, manuals, etc.) All materials needed for the conduct of the exercise All materials needed for the conduct of the exercise which are considered consumables (i.e., I.D. which are considered consumables (i.e., I.D. Badges, signs, rental items needed, copy fees, Badges, signs, rental items needed, copy fees, exercise enhancements, rental fees, etc) exercise enhancements, rental fees, etc) Based upon the type and scope of the exercise and Based upon the type and scope of the exercise and evaluated on an individual basis by the Indiana evaluated on an individual basis by the Indiana Department of Homeland Security Department of Homeland Security Consultants Consultants Contractors Contractors The Fiscal/Legal agent shall be The Fiscal/Legal agent shall be responsible for agreements or responsible for agreements or contracts contracts The contractor/consultant expenses The contractor/consultant expenses must be part of the detailed estimated must be part of the detailed estimated budget and final exercise budget budget and final exercise budget ( ( Contractor Procurement must follow Contractor Procurement must follow state and/or local laws/ordinances state and/or local laws/ordinances ) ) Overtime Overtime Overtime expenses incurred by agencies for Overtime expenses incurred by agencies for personnel in the exercise must be over and personnel in the exercise must be over and above their normal work hours. above their normal work hours. Invoices must contain names of employees Invoices must contain names of employees involved and their normal pay and overtime involved and their normal pay and overtime rate rate Copy of Employers overtime policy Copy of Employers overtime policy This may include part time or half time This may include part time or half time employees that work over and above their employees that work over and above their NORMAL work hours NORMAL work hours Fringe benefits are NOT allowable expenses Fringe benefits are NOT allowable expenses Backfill Backfill (also called Overtime as backfill) (also called Overtime as backfill) Incurred by personnel who are Incurred by personnel who are working over and above their normal working over and above their normal schedule schedule performing duties of those temporarily performing duties of those temporarily assigned to participate in approved assigned to participate in approved exercise activities exercise activities Backfill details Backfill details May include part time or half time employee May include part time or half time employee s who s who work over and above their normal work hours work over and above their normal work hours Backfill reimbursement document must be Backfill reimbursement document must be completed by each agency completed by each agency Shall list each individual requesting backfill Shall list each individual requesting backfill reimbursement, hour of participation and rate of reimbursement, hour of participation and rate of pay based on the submitting agencies policy pay based on the submitting agencies policy Submission shall be signed by Chief Executive Submission shall be signed by Chief Executive Officer Officer Paid Paid - - For For - - Call Call or Paid or Paid - - on on - - Call Call Must be in accordance with their Must be in accordance with their departments established payroll policy departments established payroll policy May only supplement and must not May only supplement and must not supplant existing department budget supplant existing department budget Submission for reimbursement shall be Submission for reimbursement shall be signed and submitted by the Chief signed and submitted by the Chief Executive Officer Executive Officer Pay for Volunteers Pay for Volunteers those who are those who are completely unpaid completely unpaid by their respective by their respective organization organization - - does not include Red Cross or CERT volunteers does not include Red Cross or CERT volunteers May be reimbursed at a rate of $15.00 per May be reimbursed at a rate of $15.00 per hour hour No individual can collect pay from both their No individual can collect pay from both their employer and the Homeland Security Grant employer and the Homeland Security Grant Funds Funds No vacation or personal days can be used from No vacation or personal days can be used from company time; exercise participation must be company time; exercise participation must be outside his or her normal work hours or on outside his or her normal work hours or on leave leave - - without pay from their workplace without pay from their workplace CERT & Red Cross are not allowable CERT & Red Cross are not allowable Volunteer Volunteer Compensation Compensation Reimbursement submission shall be signed Reimbursement submission shall be signed and submitted by the Chief executive Officer and submitted by the Chief executive Officer of the submitting agency of the submitting agency If a District chooses to provide a stipend to If a District chooses to provide a stipend to volunteers for participation in exercise, it volunteers for participation in exercise, it shall be included in the budget proposal and shall be included in the budget proposal and distributed by the fiscal agent to the distributed by the fiscal agent to the organization. organization. Grant Fund Grant Fund Restrictions Restrictions Management and Administrative Costs up to 2.5% Management and Administrative Costs up to 2.5% are allowable to reimburse costs incurred by the are allowable to reimburse costs incurred by the recipient of the funds. Costs may include: recipient of the funds. Costs may include: Salaries of full time or part time staff or Salaries of full time or part time staff or contractors/consultants to assist with management of the contractors/consultants to assist with management of the program program Hiring of full time or part time staff or Hiring of full time or part time staff or contractors/consultants to assist with the implementation contractors/consultants to assist with the implementation and administration of the program and administration of the program Travel expenses Travel expenses Meeting related expenses Meeting related expenses Grant Fund Restrictions Grant Fund Restrictions Overtime expenses incurred by participating agencies with Overtime expenses incurred by participating agencies with personnel involved in exercise activities over and above their personnel involved in exercise activities over and above their normal scheduled work hours. normal scheduled work hours. Reimbursement of Reimbursement of overtime costs for personnel involved in exercise overtime costs for personnel involved in exercise activities shall not exceed actual time worked and activities shall not exceed actual time worked and IDHS will not provide reimbursement for more than 12 IDHS will not provide reimbursement for more than 12 hours per day per person. hours per day per person. Invoices must contain Invoices must contain documentation showing the names of the employees involved, documentation showing the names of the employees involved, their normal pay and overtime rate, the fact that the their normal pay and overtime rate, the fact that the employee is overtime eligible and a copy of the employer employee is overtime eligible and a copy of the employer s s overtime policy. overtime policy. This may include part time or half time employees who work This may include part time or half time employees who work over and above their normal scheduled work hours or work over and above their normal scheduled work hours or work week. week. Fringe benefits are not an allowable expense. Fringe benefits are not an allowable expense. Grant Fund Restrictions Grant Fund Restrictions An overtime reimbursement document must be completed by each An overtime reimbursement document must be completed by each agency requesting overtime/backfill/volunteer reimbursement for agency requesting overtime/backfill/volunteer reimbursement for participation in exercise activities. All overtime/backfill/vol participation in exercise activities. All overtime/backfill/vol unteer unteer reimbursement submissions shall be completed, signed and reimbursement submissions shall be completed, signed and submitted by the Chief Executive Officer of the submitting agenc submitted by the Chief Executive Officer of the submitting agenc y y and must include: and must include: The exercise participant The exercise participant s name. s name. Number of hours spent participating in the exercise Number of hours spent participating in the exercise for each exercise for each exercise participant each day of the exercise. These hours should not participant each day of the exercise. These hours should not exceed actual time worked and should not exceed 12 hours per exceed actual time worked and should not exceed 12 hours per day. day. Hourly rate of participant. Hourly rate of participant. Total amount of stipend for volunteers (must include the name, n Total amount of stipend for volunteers (must include the name, n umber umber of hours and rate for each volunteer). of hours and rate for each volunteer). Copies of exercise attendance sheets must be included in this Copies of exercise attendance sheets must be included in this documentation verifying the participation. documentation verifying the participation. An agency overtime policy must accompany the reimbursement reque An agency overtime policy must accompany the reimbursement reque st. st. Any other documentation requested by IDHS Any other documentation requested by IDHS Grant Fund Restrictions Grant Fund Restrictions Equipment purchases are NOT allowed Equipment purchases are NOT allowed (i.e. radios, vehicles, furniture, (i.e. radios, vehicles, furniture, computers, etc) computers, etc) As stated earlier, costs incurred PRIOR As stated earlier, costs incurred PRIOR to the effective date of the sub to the effective date of the sub - - grant grant agreement (fully executed) are not agreement (fully executed) are not allowable. allowable. Exercise Exercise Reimbursement Reimbursement 1. 1. A fully executed Grant Agreement is A fully executed Grant Agreement is in place between IDHS and local in place between IDHS and local Government entity (45 Government entity (45 - - 60 days) 60 days) - - Costs incurred before agreement is fully Costs incurred before agreement is fully executed will NOT be reimbursed executed will NOT be reimbursed 2. 2. Completion of exercise, submission Completion of exercise, submission of AAR, IP to IDHS Exercise Training of AAR, IP to IDHS Exercise Training Section Section SUB-GRANT AGREEMENT SIGNATURE PROCESS *Tax Clearance: IDHS must verify that the Sub-grantee does not owe the State of Indiana any
monies based on the records of the Department of Workforce Development (DWD) and the Indiana
Department of Revenue (DOR). Failure to obtain clearance by either DWD or DOR will result in
GMB being notified of the problem (GMB will notify the Sub-grantee) and the Agreement being
held until the Sub-grantee has resolved the issue with either DWD or DOR. Approximately 3 day GMB distributes to Sub-grantee Approximately 3 days Legal makes copy of Agreement for GMB Approximately 3 days IDOA scans and delivers to IDHS Legal Up to 45 days AG approves the Agreements and submits to IDOA for scanning
into electronic format Approximately 7 days SBA approves the Agreement and submits to the Office of the
Attorney General (AG) for review and approval Approximately 5 days IDOA approves Agreement and submits to the State Budget
Agency (SBA) for review and approval Approximately 1 day Legal submits Agreement to the Indiana Department of
Administration (IDOA) for review and approval Approximately 3 days GMB secures IDHS signature and returns to Legal Approximately 5 days Legal creates Executive Document Summary, Conducts tax
clearance checks*, conducts legal review, obtains fiscal approval
and returns to GMB for IDHS signature Approximately 5 days GMB delivers Agreement to IDHS Legal Time dependent on Sub-grantee Sub-grant Agreement sent to Sub-grantee for Signature and sent
back to IDHS Grants Management Branch (GMB) Time Task Reimbursement Reimbursement 3. 3. Final Detailed Budget with Final Detailed Budget with invoices/receipts for ALL expenses to invoices/receipts for ALL expenses to include Overtime/Backfill, Volunteer include Overtime/Backfill, Volunteer reimbursement, fuel or mileage and reimbursement, fuel or mileage and any other costs associated with the any other costs associated with the exercise exercise 4. 4. All required information in NEXS All required information in NEXS 5. 5. All activities are HSEEP compliant All activities are HSEEP compliant Questions? Questions?
......ith the authors of this page or responsible for its content. Microsoft PowerPoint - EMAI 07 Presentation Indiana Department of Indiana Department of Homeland Security Homeland Security Training Training IDHS Tier Training IDHS Tier Training Tier 1 Tier 1 Mission Focused Training Mission Focused Training This is training focused on mission essential This is training focused on mission essential individual and collective training activities which individual and collective training activities which ensure the successful conduct of homeland ensure the successful conduct of homeland security and public safety operations. security and public safety operations. IDHS Tier Training IDHS Tier Training Tier 2 Tier 2 Foundational Training Foundational Training This is training focused on statutorily This is training focused on statutorily required, mandated, or voluntary traditional required, mandated, or voluntary traditional public safety training activities resulting in public safety training activities resulting in some type certification, professional some type certification, professional development, or discipline specific training development, or discipline specific training which provides for public safety at the basic, which provides for public safety at the basic, intermediate, or advanced levels. intermediate, or advanced levels. IDHS Tier Training IDHS Tier Training Tier 3 Tier 3 Value Added Training Value Added Training This is training focused on providing additional This is training focused on providing additional or supporting training opportunities for the or supporting training opportunities for the enhancement of specific programs. This would enhancement of specific programs. This would include short include short - - term programs and programs term programs and programs being provided through outside sources or to being provided through outside sources or to non non - - traditional partners. traditional partners. Exercises Exercises Indiana Planning Indiana Planning Scenarios Scenarios The suite of 15 National Planning Scenarios are: The suite of 15 National Planning Scenarios are: 1. Improvised Nuclear Device 1. Improvised Nuclear Device 13. Food Contamination 13. Food Contamination 2. 2. Aerosol Anthrax Aerosol Anthrax 14. Foreign Animal Disease 14. Foreign Animal Disease 3. 3. Pandemic Influenza Pandemic Influenza 15 15 . . Cyber Cyber 4. Plague 4. Plague ** ** Task Force Deployment Task Force Deployment 5. Blister Agent 5. Blister Agent 6. 6. Toxic Industrial Chemical Toxic Industrial Chemical 7. Nerve Agent 7. Nerve Agent 8. Chlorine Tank Explosion 8. Chlorine Tank Explosion 9. 9. Major Earthquake Major Earthquake 10. Major Hurricane 10. Major Hurricane 11. Radiological Dispersal Device 11. Radiological Dispersal Device 12. Improvised Explosive Device 12. Improvised Explosive Device District Exercise Assignments 2008-2010 Biological Biological Biological Biological TF TF Deployment* Deployment* D10 D10 Earthquake Earthquake TF TF Deployment* Deployment* TF Deployment TF Deployment D9 D9 Earthquake Earthquake Earthquake Earthquake Chemical Chemical D8 D8 Biological Biological Earthquake Earthquake Earthquake Earthquake D7 D7 Chemical Chemical Chemical Chemical Biological* Biological* D6 D6 Earthquake Earthquake Chemical* Chemical* Chemical Chemical D5 D5 TF TF Deployment* Deployment* TF Deployment TF Deployment Earthquake Earthquake D4 D4 TF Deployment TF Deployment Radiological Radiological Radiological Radiological D3 D3 Radiological* Radiological* Radiological Radiological Biological Biological D2 D2 Chemical Chemical Biological Biological Biological Biological D1 D1 Operations Operations Based Based Discussion Discussion Based Based Operations Operations Based Based Discussion Discussion Based Based Operations Operations Based Based Discussion Discussion Based Based 2010 2010 2009 2009 2008 2008 Radiological Radiological D10 D10 Earthquake Earthquake * * D9 D9 Chemical Chemical D8 D8 Biological Biological D7 D7 TF Deployment TF Deployment D6 D6 Earthquake Earthquake * * D5 D5 Biological Biological D4 D4 TF TF Deployment Deployment * * D3 D3 Earthquake Earthquake D2 D2 Chemical Chemical D1 D1 Operations Operations Based Based Discussion Discussion Based Based 2011 2011 District Exercise Assignments 2011 IDHS is
conducting a
training needs
assessment to
prepare
districts for
their full scale
exercises. Exercise Guidance Exercise Guidance Approval of the Executive Director Approval of the Executive Director Compliance with USDHS Compliance with USDHS Must be Terrorism based (unless Must be Terrorism based (unless otherwise specified by IDHS) otherwise specified by IDHS) Exercise Guidance Exercise Guidance Sub Sub - - Grant Agreement between Grant Agreement between Governmental Body and IDHS Governmental Body and IDHS Any costs incurred before the date Any costs incurred before the date that the sub that the sub - - grant agreement is fully grant agreement is fully executed will NOT be reimbursed. executed will NOT be reimbursed. The Sub The Sub - - Grant Agreement must be Grant Agreement must be fully executed at least 30 days prior to fully executed at least 30 days prior to the exercise date or it will be cancelled the exercise date or it will be cancelled or postponed or postponed Exercise Guidance Exercise Guidance Fully executing the Sub Fully executing the Sub - - Grant Agreement Grant Agreement will take approximately 45 will take approximately 45 - - 60 days after 60 days after IDHS receives the signed document from IDHS receives the signed document from the District Fiscal/Legal Agent the District Fiscal/Legal Agent Fiscal/Legal agent shall be responsible for Fiscal/Legal agent shall be responsible for the receipt and disbursement of all funds the receipt and disbursement of all funds related to the exercise costs. related to the exercise costs. If If not not in compliance with HSEEP costs will in compliance with HSEEP costs will not be reimbursed not be reimbursed Exercise Proposal Exercise Proposal EXERCISE PROPOSAL MUST INCLUDE: EXERCISE PROPOSAL MUST INCLUDE: Draft of exercise plans, goals, and objectives Draft of exercise plans, goals, and objectives Draft Detailed estimated budget Draft Detailed estimated budget A proposal for EACH exercise planned MUST A proposal for EACH exercise planned MUST be submitted to IDHS prior to incurring any be submitted to IDHS prior to incurring any costs related to the conduct of the exercise. costs related to the conduct of the exercise. Partnerships with multiple agencies, Partnerships with multiple agencies, disciplines and jurisdictions are encouraged disciplines and jurisdictions are encouraged Discussion Discussion - - Operation Operation Based Based NEXS NEXS National Exercise Schedule National Exercise Schedule All exercises must be entered on the All exercises must be entered on the NEXS found at: NEXS found at: https://hseep.dhs.gov/ https://hseep.dhs.gov/ Exercises must be conducted at the Exercises must be conducted at the Indiana Department of Homeland Indiana Department of Homeland Security DISTRICT Level unless prior Security DISTRICT Level unless prior approval from IDHS approval from IDHS Completion Date Completion Date All activities must be completed and All activities must be completed and grant funds exhausted by March 2008 grant funds exhausted by March 2008 for FY 06 Funds. for FY 06 Funds. This activity includes all reporting This activity includes all reporting requirements such as an After Action requirements such as an After Action Report and Plans for Improvement Report and Plans for Improvement Documentation Documentation Copies of Copies of ALL ALL exercise documentation exercise documentation must be submitted to the IDHS Exercise must be submitted to the IDHS Exercise Section, Training Division within 45 days of Section, Training Division within 45 days of exercise date exercise date Minutes of Planning Meetings Minutes of Planning Meetings Detailed Exercise Budget Detailed Exercise Budget Invoices or Receipts for Expenditures Invoices or Receipts for Expenditures Exercise Participant Rosters Exercise Participant Rosters Documentation Documentation Overtime Documentation Overtime Documentation Backfill Documentation Backfill Documentation After Action Report After Action Report Improvement Plan Matrix Improvement Plan Matrix Any other document to support planning or conduct Any other document to support planning or conduct of the exercise of the exercise All documents and materials shall be submitted to IDHS within All documents and materials shall be submitted to IDHS within 45 days after execution of the exercise. Electronic format is 45 days after execution of the exercise. Electronic format is desired; email to desired; email to kwoodall@dhs.in.gov kwoodall@dhs.in.gov Exercise Proposal Exercise Proposal Seminar, Workshop, Tabletops, Games, Seminar, Workshop, Tabletops, Games, Drills, Functional and Full Scale Exercise Drills, Functional and Full Scale Exercise proposals should include at a minimum: proposals should include at a minimum: Goals Goals Needs/Capability Assessment Needs/Capability Assessment Scope Scope Statement of Purpose Statement of Purpose Objectives Objectives Narrative Narrative Major Events Major Events Draft Estimated Budget Draft Estimated Budget Seminar/Workshop Seminar/Workshop Exception Exception It is recognized that Seminars and It is recognized that Seminars and Workshops do not produce After Workshops do not produce After Action Reports Action Reports A proposal still needs to be submitted A proposal still needs to be submitted and a Grant Agreement must be and a Grant Agreement must be generated. generated. Seminar/Workshop Seminar/Workshop Deliverables Deliverables Detailed budget for the conduct of a Detailed budget for the conduct of a Seminar or Workshop Seminar or Workshop Agenda(s) Agenda(s) Rosters of participant attendance Rosters of participant attendance Any and all documents generated (i.e. Any and all documents generated (i.e. SOP SOP s, EOP s, EOP s) s) Any Power Point Presentations Any Power Point Presentations All information entered on the National All information entered on the National Exercise Schedule (NEXS) Exercise Schedule (NEXS) Exercise Expenditures Exercise Expenditures All costs related to planning, design, All costs related to planning, design, development, conduct and after development, conduct and after action/improvement planning related action/improvement planning related to the exercise are allowable. to the exercise are allowable. * Costs incurred before the sub * Costs incurred before the sub - - grant grant has been fully executed are NOT has been fully executed are NOT allowable allowable Allowable Exercise Allowable Exercise Expenditures Expenditures Mileage at a rate of 40 cents a mile Mileage at a rate of 40 cents a mile or or fuel fuel costs can be reimbursed NOT BOTH costs can be reimbursed NOT BOTH Fuel costs are allowable ONLY if mileage is Fuel costs are allowable ONLY if mileage is not requested not requested According to USDHS According to USDHS vehicle wear and tear vehicle wear and tear and/or maintenance are not allowable and/or maintenance are not allowable expenditures expenditures Planning Functions Planning Functions All consumable materials for planning process (i.e., All consumable materials for planning process (i.e., paper, writing utensils, manuals, etc.) paper, writing utensils, manuals, etc.) All materials needed for the conduct of the exercise All materials needed for the conduct of the exercise which are considered consumables (i.e., I.D. which are considered consumables (i.e., I.D. Badges, signs, rental items needed, copy fees, Badges, signs, rental items needed, copy fees, exercise enhancements, rental fees, etc) exercise enhancements, rental fees, etc) Based upon the type and scope of the exercise and Based upon the type and scope of the exercise and evaluated on an individual basis by the Indiana evaluated on an individual basis by the Indiana Department of Homeland Security Department of Homeland Security Consultants Consultants Contractors Contractors The Fiscal/Legal agent shall be The Fiscal/Legal agent shall be responsible for agreements or responsible for agreements or contracts contracts The contractor/consultant expenses The contractor/consultant expenses must be part of the detailed estimated must be part of the detailed estimated budget and final exercise budget budget and final exercise budget ( ( Contractor Procurement must follow Contractor Procurement must follow state and/or local laws/ordinances state and/or local laws/ordinances ) ) Overtime Overtime Overtime expenses incurred by agencies for Overtime expenses incurred by agencies for personnel in the exercise must be over and personnel in the exercise must be over and above their normal work hours. above their normal work hours. Invoices must contain names of employees Invoices must contain names of employees involved and their normal pay and overtime involved and their normal pay and overtime rate rate Copy of Employers overtime policy Copy of Employers overtime policy This may include part time or half time This may include part time or half time employees that work over and above their employees that work over and above their NORMAL work hours NORMAL work hours Fringe benefits are NOT allowable expenses Fringe benefits are NOT allowable expenses Backfill Backfill (also called Overtime as backfill) (also called Overtime as backfill) Incurred by personnel who are Incurred by personnel who are working over and above their normal working over and above their normal schedule schedule performing duties of those temporarily performing duties of those temporarily assigned to participate in approved assigned to participate in approved exercise activities exercise activities Backfill details Backfill details May include part time or half time employee May include part time or half time employee s who s who work over and above their normal work hours work over and above their normal work hours Backfill reimbursement document must be Backfill reimbursement document must be completed by each agency completed by each agency Shall list each individual requesting backfill Shall list each individual requesting backfill reimbursement, hour of participation and rate of reimbursement, hour of participation and rate of pay based on the submitting agencies policy pay based on the submitting agencies policy Submission shall be signed by Chief Executive Submission shall be signed by Chief Executive Officer Officer Paid Paid - - For For - - Call Call or Paid or Paid - - on on - - Call Call Must be in accordance with their Must be in accordance with their departments established payroll policy departments established payroll policy May only supplement and must not May only supplement and must not supplant existing department budget supplant existing department budget Submission for reimbursement shall be Submission for reimbursement shall be signed and submitted by the Chief signed and submitted by the Chief Executive Officer Executive Officer Pay for Volunteers Pay for Volunteers those who are those who are completely unpaid completely unpaid by their respective by their respective organization organization - - does not include Red Cross or CERT volunteers does not include Red Cross or CERT volunteers May be reimbursed at a rate of $15.00 per May be reimbursed at a rate of $15.00 per hour hour No individual can collect pay from both their No individual can collect pay from both their employer and the Homeland Security Grant employer and the Homeland Security Grant Funds Funds No vacation or personal days can be used from No vacation or personal days can be used from company time; exercise participation must be company time; exercise participation must be outside his or her normal work hours or on outside his or her normal work hours or on leave leave - - without pay from their workplace without pay from their workplace CERT & Red Cross are not allowable CERT & Red Cross are not allowable Volunteer Volunteer Compensation Compensation Reimbursement submission shall be signed Reimbursement submission shall be signed and submitted by the Chief executive Officer and submitted by the Chief executive Officer of the submitting agency of the submitting agency If a District chooses to provide a stipend to If a District chooses to provide a stipend to volunteers for participation in exercise, it volunteers for participation in exercise, it shall be included in the budget proposal and shall be included in the budget proposal and distributed by the fiscal agent to the distributed by the fiscal agent to the organization. organization. Grant Fund Grant Fund Restrictions Restrictions Management and Administrative Costs up to 2.5% Management and Administrative Costs up to 2.5% are allowable to reimburse costs incurred by the are allowable to reimburse costs incurred by the recipient of the funds. Costs may include: recipient of the funds. Costs may include: Salaries of full time or part time staff or Salaries of full time or part time staff or contractors/consultants to assist with management of the contractors/consultants to assist with management of the program program Hiring of full time or part time staff or Hiring of full time or part time staff or contractors/consultants to assist with the implementation contractors/consultants to assist with the implementation and administration of the program and administration of the program Travel expenses Travel expenses Meeting related expenses Meeting related expenses Grant Fund Restrictions Grant Fund Restrictions Overtime expenses incurred by participating agencies with Overtime expenses incurred by participating agencies with personnel involved in exercise activities over and above their personnel involved in exercise activities over and above their normal scheduled work hours. normal scheduled work hours. Reimbursement of Reimbursement of overtime costs for personnel involved in exercise overtime costs for personnel involved in exercise activities shall not exceed actual time worked and activities shall not exceed actual time worked and IDHS will not provide reimbursement for more than 12 IDHS will not provide reimbursement for more than 12 hours per day per person. hours per day per person. Invoices must contain Invoices must contain documentation showing the names of the employees involved, documentation showing the names of the employees involved, their normal pay and overtime rate, the fact that the their normal pay and overtime rate, the fact that the employee is overtime eligible and a copy of the employer employee is overtime eligible and a copy of the employer s s overtime policy. overtime policy. This may include part time or half time employees who work This may include part time or half time employees who work over and above their normal scheduled work hours or work over and above their normal scheduled work hours or work week. week. Fringe benefits are not an allowable expense. Fringe benefits are not an allowable expense. Grant Fund Restrictions Grant Fund Restrictions An overtime reimbursement document must be completed by each An overtime reimbursement document must be completed by each agency requesting overtime/backfill/volunteer reimbursement for agency requesting overtime/backfill/volunteer reimbursement for participation in exercise activities. All overtime/backfill/vol participation in exercise activities. All overtime/backfill/vol unteer unteer reimbursement submissions shall be completed, signed and reimbursement submissions shall be completed, signed and submitted by the Chief Executive Officer of the submitting agenc submitted by the Chief Executive Officer of the submitting agenc y y and must include: and must include: The exercise participant The exercise participant s name. s name. Number of hours spent participating in the exercise Number of hours spent participating in the exercise for each exercise for each exercise participant each day of the exercise. These hours should not participant each day of the exercise. These hours should not exceed actual time worked and should not exceed 12 hours per exceed actual time worked and should not exceed 12 hours per day. day. Hourly rate of participant. Hourly rate of participant. Total amount of stipend for volunteers (must include the name, n Total amount of stipend for volunteers (must include the name, n umber umber of hours and rate for each volunteer). of hours and rate for each volunteer). Copies of exercise attendance sheets must be included in this Copies of exercise attendance sheets must be included in this documentation verifying the participation. documentation verifying the participation. An agency overtime policy must accompany the reimbursement reque An agency overtime policy must accompany the reimbursement reque st. st. Any other documentation requested by IDHS Any other documentation requested by IDHS Grant Fund Restrictions Grant Fund Restrictions Equipment purchases are NOT allowed Equipment purchases are NOT allowed (i.e. radios, vehicles, furniture, (i.e. radios, vehicles, furniture, computers, etc) computers, etc) As stated earlier, costs incurred PRIOR As stated earlier, costs incurred PRIOR to the effective date of the sub to the effective date of the sub - - grant grant agreement (fully executed) are not agreement (fully executed) are not allowable. allowable. Exercise Exercise Reimbursement Reimbursement 1. 1. A fully executed Grant Agreement is A fully executed Grant Agreement is in place between IDHS and local in place between IDHS and local Government entity (45 Government entity (45 - - 60 days) 60 days) - - Costs incurred before agreement is fully Costs incurred before agreement is fully executed will NOT be reimbursed executed will NOT be reimbursed 2. 2. Completion of exercise, submission Completion of exercise, submission of AAR, IP to IDHS Exercise Training of AAR, IP to IDHS Exercise Training Section Section SUB-GRANT AGREEMENT SIGNATURE PROCESS *Tax Clearance: IDHS must verify that the Sub-grantee does not owe the State of Indiana any
monies based on the records of the Department of Workforce Development (DWD) and the Indiana
Department of Revenue (DOR). Failure to obtain clearance by either DWD or DOR will result in
GMB being notified of the problem (GMB will notify the Sub-grantee) and the Agreement being
held until the Sub-grantee has resolved the issue with either DWD or DOR. Approximately 3 day GMB distributes to Sub-grantee Approximately 3 days Legal makes copy of Agreement for GMB Approximately 3 days IDOA scans and delivers to IDHS Legal Up to 45 days AG approves the Agreements and submits to IDOA for scanning
into electronic format Approximately 7 days SBA approves the Agreement and submits to the Office of the
Attorney General (AG) for review and approval Approximately 5 days IDOA approves Agreement and submits to the State Budget
Agency (SBA) for review and approval Approximately 1 day Legal submits Agreement to the Indiana Department of
Administration (IDOA) for review and approval Approximately 3 days GMB secures IDHS signature and returns to Legal Approximately 5 days Legal creates Executive Document Summary, Conducts tax
clearance checks*, conducts legal review, obtains fiscal approval
and returns to GMB for IDHS signature Approximately 5 days GMB delivers Agreement to IDHS Legal Time dependent on Sub-grantee Sub-grant Agreement sent to Sub-grantee for Signature and sent
back to IDHS Grants Management Branch (GMB) Time Task Reimbursement Reimbursement 3. 3. Final Detailed Budget with Final Detailed Budget with invoices/receipts for ALL expenses to invoices/receipts for ALL expenses to include Overtime/Backfill, Volunteer include Overtime/Backfill, Volunteer reimbursement, fuel or mileage and reimbursement, fuel or mileage and any other costs associated with the any other costs associated with the exercise exercise 4. 4. All required information in NEXS All required information in NEXS 5. 5. All activities are HSEEP compliant All activities are HSEEP compliant Questions? Questions?
