2BSIR PurposeProvides 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 formatSHSP, LETPP, CCP, and UASIProvides project based reporting versus the line item reporting required under the Budget Detail Worksheet
3Overview 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 mannerThe 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).
4BSIR BenefitsPre-populates specific ISIP reports by grant year to pre- populate recurring grant year BSIR reportsProvides a standard reporting format available to all reporting levelsProvides a real time status of reports at the state and federal levelReplaces Budget Detail worksheetsFinal format of grant reports to ODP
5Benefits of BSIR Web Application EasierReduces need for resubmissionsWeb-based no more burning disks and mailing themSimplified format - less guesswork in filling out the financial informationFasterImproved access - SAA will have immediate access to forms from localsPre-populated only change data if different from ISIP submissionBetterEnhanced error checking ensures cleaner data. No more “REF#”More SecureMore Informative - ties State grant financial data to State Homeland Security StrategiesRef refers to the Excel template…it would show up when you make an error
6Workshop Content Module 1 BSIR Overview Module 2 Registration and Process FlowModule 3 BSIR Basic OperationModule 4 Grant Funding ModuleModule 5 Review, Approval and Submission
8Terminal ObjectiveThe 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.
9Enabling Objectives Participants will be able to: Discuss the format of the BSIRDescribe the modular construction of the BSIRDiscuss the reporting timeline requirements for the submission of the BSIR
10BSIR Components BSIR web address: https://www.reporting.odp.dhs.gov/ Five modules contain all of the BSIR activitiesSubmission from local jurisdiction through the NCTCOG to TEEX and then on to ODP.Local to StateState to ODP
11BSIR Reporting Requirements Initial report will be submitted as the ISIPSubsequent grant year reports will be through submission of the BSIRTEEX 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 CAPRJuly – December period is reported by January 31January – June period is reported by July 31Final BSIR at closeout of grant
13Registration and Process Flow Module 2Registration and Process Flow
14Terminal ObjectiveAt 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.
15Enabling Objectives Participants will be able to: Describe the process of establishing a user profile and associated user accountDescribe the 3 step registration processDescribe the User ID and Password considerationsDescribe the operations available in the User Management module
16Registration ProcessInitial visit to the BSIR Application: https://www.reporting.odp.dhs.gov/Select “click here” to begin the registration processThree step processEnter contact informationSelect user level (Federal, State or Sub-grantee) and user permissions (Jurisdictions and/or Urban Area)Select a user name, password, and security questionProbably need to have their password reset as they have been out of the dct for awhile
18Steps 1 and 2Step 1: Enter contact information as requestedStep 2:Select a user organizational assignmentFederalStateSub-granteeUrban Area may be selected from the drop-down menuCan assign as many State users as you like and assign subgrantees to those users
19BSIR User Roles * User Type Enter Review Approve Submit to State ODP SAA Admin*State UserNCTCOG LocalAdministratorLocal User
20Step 1 RegistrationNo home numbersAll required except the fax
22Step 3 User ID and Password Selection Enter User ID and select PasswordPassword 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 (#*$!)Must be at least 8 characters longCannot have same characters in successionCannot be same password or contain similar strings of last six passwords in historyCase-sensitive$ for an S0 for OFirst letter of each word in a sentence
23Step 3 User ID and Password Selection Secret QuestionWhat is your first pet’s name?What is your mother’s maiden name?What is your father’s 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 accountDo not share your user ID and/or passwordHelp Desk 7-7pm Central Time10-6 Saturday and Sunday
26BSIR User StatusInitially, you are “pending” because you haven’t been approvedOnce approved…you are ActiveInactive…An account that is no longer necessary…DeactivatedTo change it … To unlock90 days to change passwordPassword to be changed in User Mgt
28Terminal ObjectiveAt the completion of this module participants will be able to explain the functionality of the five component modules in the BSIR.
29Enabling Objectives Participants will be able to: Describe the purpose for each of the five component modules in the BSIRDescribe the process for each of the five component modules and reinforce with an example.
30Returning User Enter User ID and Password to gain entrance to the BSIR Begin a BSIR sessionInitial session pageSelect a module on the left side to proceed with specific functionsSelect a tab at the top to enter BSIR specific information
31BSIR Session Select a module you want to work in on the left side… With each module, you will have a different set of tabs across the top
32BSIR Modules Organization Structure User Management Grant Funding Review and ApprovalHelp
33Organization Structure (OS) Module Purpose: Central location for the management of sub-granteesProcess: The state administrator will define all subgrantees. The assigned state users then link their assigned sub-grantees to their accountExample: 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 userPurpose…Process…Example
35User Management (UM) Module Purpose: Central location for the account approval and management for user access to the BSIRProcess: 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
36User Management Module Lower Right…You’ll see save, update…Save and continue…etc…If you don’t use that, you will lose the data you just inputHighlighting a user…permits you to change the status of a user at the bottom of the page
38Grant Funding (GF) Module Purpose: Central location for the input of all grant, project and solution area funding informationProcess: 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 informationExample: A sub-grantee award revision would be accomplished in this module
39Grant Funding Module Modules to left Tasks across top Reporting tab is only viewable to ODP
40Review 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 authorityProcess: NCTCOG (Local administrator) reviews, approves, and submits the sub-grantee BSIR to the state. The assigned state administrator then reviews, approves and submits to ODPExample: 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
42Help Module Purpose: Provide information about operation of the BSIR Process: Selecting help will provide a topical index to select the particular information neededExample: A user needs access to the Users Guide. A copy of the Users Guide is available for review under the Help section
44Terminal ObjectiveAt the completion of this module participants will be able to complete the Grant Funding Module.
45Enabling Objectives Participants will be able to: Relate the ISIP format to the Grant Funding moduleDescribe the six tasks required to complete the Grant Fund ModuleIdentify information in each task that is pre-populated from the ISIP and/or the DCT
46ISIP Review State Homeland Security Program (SHSP) Five grant programs:State Homeland Security Program (SHSP)Law Enforcement Terrorism Prevention Program (LETPP)Citizen Corps Program (CCP)Urban Area Security Initiative (UASI) Grant ProgramProject funding is assigned from one or more of the four grant programs for each project as applicableFive Funding Streams
47ISIP Conceptual Design – Template Level Grantee / SubgranteeProgramsProjectsProject A $3,750,0001ILLUSTRATIVEProject B $3,600,000Project C $1,460,000SHSP $4,500,000Project D $790,000Project E $2,100,000LETPP $2,100,000Project F $0Project G $0ISIP Template$11,700,000CCP $1,000,000Project H $0Project I $020 Projects max… Same with BSIRUASI $3,600,000Project J $0Project K $0Project L $0TSP $500,000Project M $0
48Solution Area Category IllustrationProjectProgramSolution Area CategorySolution Area Sub-CategoryUp to 20 per templateUp to 5 per projectUp to 6 per programDevelop Plans $160,000Total $250,000ConductAssessments $40,000Public Education $50,000Planning $250,000=Solution Area DisciplineFire Service $100,000SHSP $2,500,000Equip $1,600,000Total $250,000Public Health $85,000Law Enforcement $65,000Training $650,0001Project A$3,750,000CCP $250,000UASI $1,000,000
49Six Grant Funding Module Tasks Award InformationProject ListProject FundingGoals and ObjectivesSolution Area FundingProject Metrics
50Award InformationGrant funding amounts that have been awarded to the state or sub-grantee are updated as neededObligated and Expended (new terms)Obligated: Decision to purchase goods or services has been made, vendor selected and purchase order cutExpended: Goods or services have been delivered and the purchase order funds have been paid
52Project ListData includes project name, funding type, amount, and project statusSelect “Create Project” to add a new projectUsers may select Edit, Delete or Detail to change a projectChanges must be saved prior to leaving the page or the updated data is lostUse the “Save” or “Save and Continue” button
53Project 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” fieldA Project Type must be selected from the predefined list
55Project FundingProjects are pre-populated with the ISIP funding amountsFunding may be changed by entering the new data into the appropriate BSIR fieldJurisdictions that share funding for this project are identifiedTotal project funding is displayed at the top of the page
57Goals and ObjectivesBSIR goals and objectives are pre-populated with the goals and objectives identified in the SHSAS approved strategy in the DCT as of October 15, 2004A goal must be selected from the drop down box even if the ISIP goal still appliesIf the goal has changed since the ISIP, click the check boxObjectives must be selected from the drop down boxObjective 2 is optionalIf not submitted by October 15, probably won’t be pre-populated in BSIR
58Goals and Objectives Before…Type or cut and paste goal in.. NOW Just select one of the pre-populated goalsAlso, check box if you have selected a new goal as focus of the project to alert ODP
59Solution 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 boxFor each solution area, update the amounts by funding source and for each disciplineTotal Project Funding and Total Solution Area Funding is summarized at the top of the pageNo entries accepted in the gray boxes
61Project 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 applyMetrics information is entered by solution areaProject Metrics data is required before the BSIR can be submitted
63Project Metrics Section 2 Metrics changing…Worksheet under developmentIndicating Metric that apply to that project
64Review, Approval and Submission Module 5Review, Approval and Submission
65Terminal ObjectiveAt 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.
66Enabling Objectives Participants will be able to: Describe the seven BSIR status indicatorsDescribe the different actions required at the local and state levels for approval of the BSIRDescribe the Change Request process
67Review and ApprovalUsers input data and NCTCOG (administrators) approve/submit BSIRsOnce submitted to the next level, the BSIR is locked in a read only formatChange Request will “unlock” and return the BSIR to the NCTCOG (administrator) for additional editingThere are seven status indicators of progress on the BSIRAll user levels see the BSIR statusSubgrantees can see where the BSIR is in the food chain
68Review and Approval The seven BSIR status indicators are: Data Entry In Progress: Work has begun on the BSIRProject Submitted: One or more projects have been completed. When all projects have been submitted individually, the BSIR may be submitted to the SAASubmitted to State: The BSIR has been submitted and is awaiting SAA approval
69Review and Approval (cont.) Approved by State: The BSIR has been approved by the SAASubmitted to ODP: All of the state’s BSIRs have been submitted and are awaiting ODP approvalAccepted by ODP: ODP has accepted the BSIRsChange Request: The BSIR is returned for additional editing
70BSIR Reporting Requirements Initial grant year report will be submitted as an ISIPSubsequent grant year reports will be submitted through the BSIRReports are submitted semi-annually as part of the CAPRJuly – December period is reported by January 31January – June period is reported by July 31
72Next StepsDevise an action plan to complete BSIR at the state and sub- grantee levelsIdentify users at the state and sub-grantee levelsConsider locations with internet accessGrant fundingIdentify projects requiring additions, editing or deletingAccumulate obligated and expended funding information by projectsGather project metricsAdditional subgrantees since ISIPSchedule additional Technical Assistance
73Technical Assistance BSIR Data Entry TA Schedule through ODP TA will be available December 6, 2004 – January 31, 2005ODP Technical Support DeskHELPHours of Operation (CST)Monday – Friday 7 a.m. to 7 p.m.Saturday and Sunday 10 a.m. to 6 p.m.
74NCTCOG 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!