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BSIR APPLICATION Biannual Strategy Implementation Report (BSIR) November 16, 2004 Version 2.0.

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Presentation on theme: "BSIR APPLICATION Biannual Strategy Implementation Report (BSIR) November 16, 2004 Version 2.0."— Presentation transcript:

1 BSIR APPLICATION Biannual Strategy Implementation Report (BSIR) November 16, 2004 Version 2.0

2 2 BSIR Purpose Provides a standardized web based reporting system that facilitates the reporting of financial information to the Office for Domestic Preparedness (ODP) Provides financial reporting on five grant programs in a consolidated format SHSP, LETPP, CCP, and UASI Provides project based reporting versus the line item reporting required under the Budget Detail Worksheet

3 3 Overview of the ISIP/BSIR Methods through which all Office for Domestic Preparedness (ODP), Department of Homeland Security (DHS/ODP) FY2004 grant recipients will report on their planned and actual grant expenditures in accordance with the goals and objectives identified in their Homeland Security Strategies (State, Regional & Dallas) Facilitates the efficient and accurate collection of data to be reported to DHS, Congress, and other requesting agencies in a timely manner The BSIR does not replace the Categorical Assistance Progress Report (CAPR). The BSIR represents the narrative section of the CAPR. (This is provided by the SAA).

4 4 BSIR Benefits Pre-populates specific ISIP reports by grant year to pre- populate recurring grant year BSIR reports Provides a standard reporting format available to all reporting levels Provides a real time status of reports at the state and federal level Replaces Budget Detail worksheets Final format of grant reports to ODP

5 5 Benefits of BSIR Web Application Easier Reduces need for resubmissions Web-based - no more burning disks and mailing them Simplified format - less guesswork in filling out the financial information Better Enhanced error checking ensures cleaner data. No more REF# More Secure More Informative - ties State grant financial data to State Homeland Security Strategies Faster Improved access - SAA will have immediate access to forms from locals Pre-populated - only change data if different from ISIP submission

6 6 Workshop Content Module 1BSIR Overview Module 2Registration and Process Flow Module 3BSIR Basic Operation Module 4Grant Funding Module Module 5Review, Approval and Submission

7 Module 1 BSIR Overview

8 8 Terminal Objective The BSIR Technical Assistance (TA) will provide participants with the knowledge and skills necessary to complete and submit the BSIR. To receive TA please contact either NCTCOG Staff or HELP.

9 9 Enabling Objectives Participants will be able to: Discuss the format of the BSIR Describe the modular construction of the BSIR Discuss the reporting timeline requirements for the submission of the BSIR

10 10 BSIR Components BSIR web address: Five modules contain all of the BSIR activities Submission from local jurisdiction through the NCTCOG to TEEX and then on to ODP.

11 11 BSIR Reporting Requirements Initial report will be submitted as the ISIP Subsequent grant year reports will be through submission of the BSIR TEEX completed the 2003 ISIP, it will be each jurisdictions responsibility to complete the BSIR every 6 months and the ISIP annually from 2004 forward. Reports are submitted semi-annually as part of the CAPR July – December period is reported by January 31 January – June period is reported by July 31 Final BSIR at closeout of grant

12 12 SAA Reporting Timeline

13 Module 2 Registration and Process Flow

14 14 Terminal Objective At the completion of this module participants will be able to complete the user registration process and will have an understanding of the defined user roles and user status.

15 15 Enabling Objectives Participants will be able to: Describe the process of establishing a user profile and associated user account Describe the 3 step registration process Describe the User ID and Password considerations Describe the operations available in the User Management module

16 16 Registration Process Initial visit to the BSIR Application: Select click here to begin the registration process Three step process Enter contact information Select user level (Federal, State or Sub-grantee) and user permissions (Jurisdictions and/or Urban Area) Select a user name, password, and security question

17 17 BSIR Log-in

18 18 Steps 1 and 2 Step 1: Enter contact information as requested Step 2: Select a user organizational assignment Federal State Sub-grantee Urban Area may be selected from the drop-down menu

19 19 BSIR User Roles User TypeEnterReviewApprove Submit to State Submit to ODP SAA Admin ***** State User ** NCTCOG Local Administrator **** Local User *

20 20 Step 1 Registration

21 21 Step 2 Role Assignment

22 22 Step 3 User ID and Password Selection Enter User ID and select Password Password must meet complexity rules: Must contain at least three of the following four characters: Uppercase (A-Z) Lowercase (a-z) Numeric (0-9) Special characters (#*$!) Must be at least 8 characters long Cannot have same characters in succession Cannot be same password or contain similar strings of last six passwords in history Case-sensitive

23 23 Step 3 User ID and Password Selection Secret Question What is your first pets name? What is your mothers maiden name? What is your fathers middle name? What is your high school mascot? Who is your childhood best friend? Password will require change at least every 90 days (no prompt given) Three failed attempts will lock out account Do not share your user ID and/or password

24 24 Step 3 User ID and Password Selection

25 25 Registration Approval Steps

26 26 BSIR User Status

27 Module 3 BSIR Basic Operation

28 28 Terminal Objective At the completion of this module participants will be able to explain the functionality of the five component modules in the BSIR.

29 29 Enabling Objectives Participants will be able to: Describe the purpose for each of the five component modules in the BSIR Describe the process for each of the five component modules and reinforce with an example.

30 30 Returning User Enter User ID and Password to gain entrance to the BSIR Begin a BSIR session Initial session page Select a module on the left side to proceed with specific functions Select a tab at the top to enter BSIR specific information

31 31 BSIR Session

32 32 BSIR Modules Organization Structure User Management Grant Funding Review and Approval Help

33 33 Organization Structure (OS) Module Purpose: Central location for the management of sub-grantees Process: The state administrator will define all subgrantees. The assigned state users then link their assigned sub-grantees to their account Example: A state with 342 jurisdictions may decide to have several state users to assist the SAA. In the OS module these state users will select which jurisdictions to be assigned to them. Later these BSIRs will be submitted and approved by the assigned state user

34 34 Organization Structure

35 35 User Management (UM) Module Purpose: Central location for the account approval and management for user access to the BSIR Process: Users with administrative rights can review, approve users requesting access to the BSIR and reset passwords. Example: A user password requires resetting. This action is accomplished in the UM module

36 36 User Management Module

37 37 User Management

38 38 Grant Funding (GF) Module Purpose: Central location for the input of all grant, project and solution area funding information Process: The ISIP information will be pre-loaded in a read-only format for all jurisdictions that submitted the ISIP. By stepping through six tasks (tabs) in this module, the users review and update the ISIP information Example: A sub-grantee award revision would be accomplished in this module

39 39 Grant Funding Module

40 40 Review and Approval (R&A) Module Purpose: Central location for users to review completed BSIRs and for administrative users to submit them to the next approval authority Process: NCTCOG (Local administrator) reviews, approves, and submits the sub-grantee BSIR to the state. The assigned state administrator then reviews, approves and submits to ODP Example: After submitting the BSIR to the state, the NCTCOG (local administrator) should check the status of the BSIR. This is accomplished in the R&A module

41 41 Review and Approval Module

42 42 Help Module Purpose: Provide information about operation of the BSIR Process: Selecting help will provide a topical index to select the particular information needed Example: A user needs access to the Users Guide. A copy of the Users Guide is available for review under the Help section

43 Module 4 Grant Funding Module

44 44 Terminal Objective At the completion of this module participants will be able to complete the Grant Funding Module.

45 45 Enabling Objectives Participants will be able to: Relate the ISIP format to the Grant Funding module Describe the six tasks required to complete the Grant Fund Module Identify information in each task that is pre-populated from the ISIP and/or the DCT

46 46 ISIP Review Five grant programs: State Homeland Security Program (SHSP) Law Enforcement Terrorism Prevention Program (LETPP) Citizen Corps Program (CCP) Urban Area Security Initiative (UASI) Grant Program Project funding is assigned from one or more of the four grant programs for each project as applicable

47 47 ProgramsGrantee / Subgrantee Projects ISIP Template $11,700,000 CCP $1,000,000 Project A $3,750,000 Project C $1,460,000 Project B $3,600,000 Project E $2,100,000 Project F $0 Project D $790,000 Project K $0 Project I $0 Project J $0 Project G $0 Project L $0 Project H $0 Project M $0 SHSP $4,500,000 1 ILLUSTRATIVE UASI $3,600,000 LETPP $2,100,000 TSP $500,000 ISIP Conceptual Design – Template Level

48 48 Solution Area CategoryProgramProject Project A $3,750,000 1 Up to 6 per programUp to 5 per projectUp to 20 per template Planning $250,000 SHSP $2,500,000 CCP $250,000 Equip $1,600,000 Training $650,000 UASI $1,000,000 Conduct Assessments $40,000 Public Education $50,000 Develop Plans $160,000 Public Health $85,000 Law Enforcement $65,000 Fire Service $100,000 Total $250,000 Solution Area Sub-Category Solution Area Discipline = Total $250,000 Illustration

49 49 Six Grant Funding Module Tasks Award Information Project List Project Funding Goals and Objectives Solution Area Funding Project Metrics

50 50 Award Information Grant funding amounts that have been awarded to the state or sub-grantee are updated as needed Obligated and Expended (new terms) Obligated: Decision to purchase goods or services has been made, vendor selected and purchase order cut Expended: Goods or services have been delivered and the purchase order funds have been paid

51 51 Award Information Task

52 52 Project List Data includes project name, funding type, amount, and project status Select Create Project to add a new project Users may select Edit, Delete or Detail to change a project Changes must be saved prior to leaving the page or the updated data is lost Use the Save or Save and Continue button

53 53 Project List (cont.) Project Titles entered into the ISIP are pre-populated in the Project Title field in the BSIR. The ISIP predefined Project Titles are now under the BSIR Project Type field A Project Type must be selected from the predefined list

54 54 Project List

55 55 Project Funding Projects are pre-populated with the ISIP funding amounts Funding may be changed by entering the new data into the appropriate BSIR field Jurisdictions that share funding for this project are identified Total project funding is displayed at the top of the page

56 56 Project Funding

57 57 Goals and Objectives BSIR goals and objectives are pre-populated with the goals and objectives identified in the SHSAS approved strategy in the DCT as of October 15, 2004 A goal must be selected from the drop down box even if the ISIP goal still applies If the goal has changed since the ISIP, click the check box Objectives must be selected from the drop down box Objective 2 is optional

58 58 Goals and Objectives

59 59 Solution Areas Five solution areas plus Management and Administration This task is completed one solution area at a time. Each solution area is on a separate page. Navigate by selecting from the drop down box For each solution area, update the amounts by funding source and for each discipline Total Project Funding and Total Solution Area Funding is summarized at the top of the page No entries accepted in the gray boxes

60 60 Solution Areas

61 61 Project Metrics Project Metrics is a new function of the BSIR Use information collected from state and local sub-grantees on the status of the metrics that apply Metrics information is entered by solution area Project Metrics data is required before the BSIR can be submitted

62 62 Project Metrics Section 1

63 63 Project Metrics Section 2

64 Module 5 Review, Approval and Submission

65 65 Terminal Objective At the completion of this module the participants will be able to describe and complete the process for submitting the BSIR through each of the administrative levels of approval.

66 66 Enabling Objectives Participants will be able to: Describe the seven BSIR status indicators Describe the different actions required at the local and state levels for approval of the BSIR Describe the Change Request process

67 67 Review and Approval Users input data and NCTCOG (administrators) approve/submit BSIRs Once submitted to the next level, the BSIR is locked in a read only format Change Request will unlock and return the BSIR to the NCTCOG (administrator) for additional editing There are seven status indicators of progress on the BSIR All user levels see the BSIR status

68 68 Review and Approval The seven BSIR status indicators are: 1.Data Entry In Progress: Work has begun on the BSIR 2.Project Submitted: One or more projects have been completed. When all projects have been submitted individually, the BSIR may be submitted to the SAA 3.Submitted to State: The BSIR has been submitted and is awaiting SAA approval

69 69 Review and Approval (cont.) 4.Approved by State: The BSIR has been approved by the SAA 5.Submitted to ODP: All of the states BSIRs have been submitted and are awaiting ODP approval 6.Accepted by ODP: ODP has accepted the BSIRs 7.Change Request: The BSIR is returned for additional editing

70 70 BSIR Reporting Requirements Initial grant year report will be submitted as an ISIP Subsequent grant year reports will be submitted through the BSIR Reports are submitted semi-annually as part of the CAPR July – December period is reported by January 31 January – June period is reported by July 31

71 71 SAA Reporting Timeline

72 72 Next Steps Devise an action plan to complete BSIR at the state and sub- grantee levels Identify users at the state and sub-grantee levels Consider locations with internet access Grant funding Identify projects requiring additions, editing or deleting Accumulate obligated and expended funding information by projects Gather project metrics Additional subgrantees since ISIP Schedule additional Technical Assistance

73 73 Technical Assistance BSIR Data Entry TA Schedule through ODP TA will be available December 6, 2004 – January 31, 2005 ODP Technical Support Desk HELP Hours of Operation (CST) Monday – Friday 7 a.m. to 7 p.m. Saturday and Sunday 10 a.m. to 6 p.m.

74 74 NCTCOG BSIR TIMELINE Nov 16, 2004 – BSIR Training (Weatherford) Nov 18, 2004 – BSIR Training (Lewisville) Nov 30, 2004 – BSIR Training (NCTCOG) Dec 2, 2004 – BSIR Training (NRH) Dec 8, 2004 – BSIR available on-line to NCTCOG (tentative) Dec 13, 2004 – BSIR available on-line to jurisdictions (tentative) Jan 14, 2004 – BSIR Deadline!


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