Resource Request Process
Resource Request WebEOC Process Module 8-28-2013 FINAL.pptx
Request for Federal Assistance - How to Process Mission Assignments in Federal Disaster Operations
Resource Request Process
OMB: 1660-0047
Module 8
ARF/Resource Request Process
Contents
• Resource Support Section
–Outline of Roles
•Initiating an ARF/Request in WebEOC
–Process Flows and How Requests Get Into WebEOC
•WebEOC Processes
–Part 1: Create ARF/Resource Request
–Part 2: Create ARF/Resource Request From Pre-Scripted Mission Assignment (PSMA)
•Request Follow Up
–How to View ARF/Request History and Track the Request
Resource Support Section
Outline of Roles
Resource Support Section
Resource Support Section
–Resource and Capability Branch
–Interagency group of response partners focused on developing sourcing recommendations to fulfill disaster requests in support of RRCC and/or JFO operations.
–Divided into 5 supporting groups and coordinated by the Resource and Capability Branch Director.
–Order Processing Group
–Finalizes documentation, coordinates funding, mission assignments and contracts
–Processes orders based on the sourcing method identified by the RCB. This group completes financial and acquisition documentation necessary for the sourcing method determined and acquiring the necessary approvals to execute the order.
–40-1s, statements of work, MOUs, MOAs.
•Individual Assistance Group
–National coordination of resources and develops sourcing plans to meet mass care needs identified by the region.
–These requests include sheltering, feeding, first aid, etc.
•Incident Support Base Group
–Responsible for maintaining the status of resources in the ISB and providing materiel, services, and personnel support necessary to initiate and establish ISB operations.
–Maintains the status of resources in ISBs and Federal Staging Areas (FSAs) and reports the status of resources to the RCB for inclusion in NRCC situation reports and briefings.
–Coordinates ISB/FSA support through the deployment of teams, services and equipment necessary to establish ISB or FSA operations during surge FEMA National Incident Support Manual and response.
Resource Support Section Cont.
•Infrastructure Assets Group
–National coordination of resources and develops sourcing plans to meet infrastructure needs.
–This groups addresses national-level support for removal of debris to facilitate both the entry of emergency workers and the evacuation and return of the public and restoration of public and private nonprofit facilities.
•Operational Support Group
–National coordination of resources and develops sourcing plans to meet operational response needs such as identified by the region.
–These requests include internal FEMA, air, communications, or military assets.
–Personnel Deployment Unit.
•Transportation and Movement Coordination Group
–Coordinates and tracks movement of commodities, equipment, teams, and personnel supporting incident management operations.
–Synchronizes the utilization and scheduling of all transportation resources.
•Emergency Services Group
–National coordination of resources and develops sourcing plans to meet emergency services needs and Federal lifesaving and life-sustaining activities identified by the region.
Initiating an ARF/Resource Request in WebEOC
Process Flows and How Requests Get Into WebEOC
NISM/RISM ARF/Resource Request Flow
WebEOC ARF/Resource Request Task Flow
Unmet Needs
When it is determined that a request cannot be met at a regional level, the request is sent to the NRCC Resource Capability Branch Director. If the request is not something that the NRCC can fulfill through available means then a Crisis Action Planning Team is convened.
Initiating an ARF - Resource Request
ARF - Resource requests can be initiated in several ways.
3)Request initiated by state/tribe.
4)Request initiated by IMAT.
5)Request initiated by JFO.
6)Request initiated from the field.
7)Request initiated by RRCC.
8)Request initiated by ESF.
ARF/Request Methods in WebEOC
Within WebEOC there are two methods by which a request can be submitted.
•Create Request – which is a request that does not have a pre-scripted mission assignment.
•Create Request from PSMA – which is a request that has a pre-scripted mission assignment already defined.
The following sections will breakdown those requests as independent processes.
WebEOC Processes
Part 1: Create ARF/Resource Request
Create ARF/Request - Initiate a Resource Request
When request is received outside of WebEOC, the request must be logged into the system so that it can be processed. The Resource Tracker is responsible for logging requests into the system.
Create ARF/Request
From the Resource Request page, you can create a request from Pre-Scripted Mission Assignments (PSMA) or create a request that is not covered under PSMA.
Create ARF/Request - Completing the Request Form
Fill in the request form.
Items with red * must be filled in.
Ensure that specific details are included such as size of item, type of item, item capabilities, any unique requirements, etc.
If there are delivery limitations, include that information in the remarks.
If the request is coming from the state or has a dollar value exceeding $25 M, State Approving Official must Validate.
Create ARF/Request - Resource Request Board
Authorized users can Update Request and make Comments.
All users can View, Request History, and Copy Request.
Create ARF/Request – Initial Review Resource Capability Branch Director (RCBD)
The Resource Capability Branch Director (RCBD) reviews the initial request.
•If there are any questions for the requestor, RCBD contacts them to resolve.
•RCBD works with the resource providers to determine the best means of fulfilling the request.
•This request would be fulfilled under the Individual Assistance Group. RCBD would forward the request to the Individual Assistance Group Supervisor (IAGS) for review.
•Click the Save here button.
Create ARF/Request – Branch Directors Review
The Branch Director reviews the request and enters any relevant comments for the record and returns the request to the Operations Section Chief (OSC).
ARF/Request Status - Definitions
Create ARF/Request – Final Approval Operations Section Chief (OSC)
OSC receives the request back from the Branch Directors and has ensured all of the necessary details are on track, OSC sends the request for the final approval to the Ordering Unit Leader (ORDL).
Create ARF/Request – RRCC/NRCC - Initial Review Resource Capability Branch Director (RCBD)
The Resource Capability Branch Director (RCBD) or OSC reviews the initial request.
•If there are any questions for the requestor, RCBD contacts them to resolve.
•RCBD works with the resource providers to determine the best means of fulfilling the request.
•This request would be fulfilled under the Individual Assistance Group. RCBD would forward the request to the Individual Assistance Group Supervisor (IAGS) for review.
•Click the Save here button.
Create ARF/Request – Resource Provider Review
The resource provider reviews the request and enters any relevant comments for the record and returns the request to the Resource Capability Branch Director (RCBD).
Create ARF/Request – Final Approval Resource Support Section Chief (RSSC)
RCBD receives the request back from the resource provider and has ensured all of the necessary details are on track, RCBD sends the request for the final approval to the Resource Support Section Chief (RSSC).
Create ARF/Request – Order Processing Group Supervisor (OPGS)
The Order Processing Group Supervisor (OPGS) is responsible for ensuring that the request is fulfilled. In this case, the request for 100 cases of lactose free infant formula will be met through a contract with Red Cross (ESF-6 Mass Care) OPGS forwards the request to the Contracting and Acquisitions Unit Leader (CAUL) to be fulfilled.
Create ARF/Request – Contracting and Acquisitions Unit Leader
The Contracting and Acquisitions Unit Leader (CAUL) takes action to place and fulfill the order.
WebEOC Processes
Part 2: Create ARF/Resource Request From Pre-Scripted Mission Assignment (PSMA)
Pre-Scripted Mission Assignment (PSMA) – Initiate a ARF/Resource Request
When request is received outside of WebEOC, the request must be logged into the system so that it can be processed. The Resource Tracker is responsible for logging requests into the system.
Pre-Scripted Mission Assignment (PSMA) - Creating a ARF/Request
From the Resource Request page, select the Create Request from PSMA button.
Pre-Scripted Mission Assignment (PSMA) – Creating a ARF/Request Cont.
Complete the fields at the top of the request and then select the PSMA.
When selecting from Pre-scripted mission assignments, users have the option of searching by ESF’s, by Agency, or by Keyword.
Click on View to see details of the PSMA.
Click on New Request to select that PSMA.
Pre-Scripted Mission Assignment (PSMA) - View Details
When you click on the View button, it will display the details of the PSMA.
There may be multiple pages which can be viewed by clicking on the arrows.
Pre-Scripted Mission Assignment (PSMA) - New ARF/Request
Some information is pre-populated from the PSMA however the remainder of the information must be completed before submission. Ensure all items with a red * are complete.
Pre-Scripted Mission Assignment (PSMA) - Updating ARF/Request
The Resource Request is automatically routed to the Ops Section Chief in the field or the Resource Capability Branch Director at the NRCC/RRCC.
Pre-Scripted Mission Assignment (PSMA) - ARF Status
The ARF Status options are:
Forward for Action (Accepted)
Rejected (invalid)
Returned (need more info)
Returned for Approval
Entered into ECAPS
Funded in IFMIS
Contract Pending
Contract Awarded
MA Issued (Funded)
Request Submitted in ADD
Approved in ADD
Approved
OSC will update the status and assign the Resource Request to the RCBD.
Pre-Scripted Mission Assignment (PSMA) - Resource Capability Branch Director (RCBD) Approval
-Once the request has been submitted, it is routed to the Resource Capability Branch Director (RCBD). RCBD reviews and determines if a mission assignment is the correct means of fulfilling the request.
-If there is already a mission assignment in place or another similar request, RCBD may decide to combine requests or add on to an existing request.
-If the mission assignment is approved to proceed, RCBD would select the Update Request button to process the next step.
Pre-Scripted Mission Assignment (PSMA) - Review by Resource Provider
The next step in the process is to have the request reviewed by the resource provider. Since this particular request is for ESF-8 Public Health and Medical Services, that falls under the Emergency Services Group. RCBD would route the request to the Emergency Services Group Supervisor for review. Once the ESGS reviews the request and concurs that it should be fulfilled through a PSMA, ESGS routes the approval to RCBD. ESGS can enter any relevant comments in the comments section, select the Resource Capability Branch Director (RCBD) in the Assigned To dropdown menu and then click the Save Here button.
Pre-Scripted Mission Assignment (PSMA) - Approval by Resource Support Section Chief
The final approval is by the Resource Support Section Chief (RSSC).
Pre-Scripted Mission Assignment (PSMA) - RCBD Final Review
Once the request has been approved as a pre-scripted mission assignment in coordination with the resource provider, the Resource Capability Branch Director (RCBD) forwards the request to the Order Processing Group Supervisor (OPGS) for action. To execute this action hit Save Here button.
Pre-Scripted Mission Assignment (PSMA) - Order Processing Group Supervisor
Once approval has been obtained by RSSC, the RCBD forwards the request to the Order Processing Group Supervisor (OPGS).
Pre-Scripted Mission Assignment (PSMA) - Mission Assignment Unit Lead
The Mission Assignment Unit Lead (MAUL) reviews the & processes the request and records the Mission Assignment number. If transportation is necessary, then they work with Transportation Services Unit to coordinate transportation.
Request Follow Up
How to View ARF/Request History and Track the Request
Request History
The history of a request can be viewed by clicking on the Request History button.
Role of Resource Tracker
The Resource Tracker:
•Maintains visibility and provides the status of all resources ordered from source through delivery by coordinating with Resources staff at all levels and managing a database with all resource requests and orders.
•Tracks requests and status of resource requests as instructed by the RSS Chief.
•Updates on resource status are input by the resource provider.
Future WebEOC Phases
Currently WebEOC only supports routing requests as far as Mission Assignment. Plans are in place to build on routing capabilities to other positions to include:
•Contracting Acquisitions and Ordering Unit Lead
•Operational Support Group Specialist
•DHS Surge Chief
•Transportation and Movement Group Supervisor
Once this occurs, requests will be able to tracked from initialization through delivery all on WebEOC.
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