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Biannual Strategy Implementation Report (BSIR)

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

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 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 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 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 Faster Improved access - SAA will have immediate access to forms from locals Pre-populated only change data if different from ISIP submission Better Enhanced error checking ensures cleaner data. No more “REF#” More Secure More Informative - ties State grant financial data to State Homeland Security Strategies Ref refers to the Excel template…it would show up when you make an error

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

7 Module 1 BSIR Overview

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 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 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. Local to State State to ODP

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 SAA Reporting Timeline

13 Registration and Process Flow
Module 2 Registration and Process Flow

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 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 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 Probably need to have their password reset as they have been out of the dct for awhile

17 BSIR Log-in Change from BSIR

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 Can assign as many State users as you like and assign subgrantees to those users

19 BSIR User Roles * User Type Enter Review Approve Submit to State ODP
SAA Admin * State User NCTCOG Local Administrator Local User

20 Step 1 Registration No home numbers All required except the fax

21 Step 2 Role Assignment Note SAA

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 $ for an S 0 for O First letter of each word in a sentence

23 Step 3 User ID and Password Selection
Secret Question What 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 account Do not share your user ID and/or password Help Desk 7-7pm Central Time 10-6 Saturday and Sunday

24 Step 3 User ID and Password Selection

25 Registration Approval Steps

26 BSIR User Status Initially, you are “pending” because you haven’t been approved Once approved…you are Active Inactive…An account that is no longer necessary…Deactivated To change it … To unlock 90 days to change password Password to be changed in User Mgt

27 Module 3 BSIR Basic Operation

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 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 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 BSIR 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

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

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 Purpose…Process…Example

34 Organization Structure

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 User 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 input Highlighting a user…permits you to change the status of a user at the bottom of the page

37 User Management

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 Grant Funding Module Modules to left Tasks across top
Reporting tab is only viewable to ODP

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 Review and Approval Module

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

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 ISIP 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 Program Project funding is assigned from one or more of the four grant programs for each project as applicable Five Funding Streams

47 ISIP Conceptual Design – Template Level
Grantee / Subgrantee Programs Projects Project A $3,750,000 1 ILLUSTRATIVE Project B $3,600,000 Project C $1,460,000 SHSP $4,500,000 Project D $790,000 Project E $2,100,000 LETPP $2,100,000 Project F $0 Project G $0 ISIP Template $11,700,000 CCP $1,000,000 Project H $0 Project I $0 20 Projects max… Same with BSIR UASI $3,600,000 Project J $0 Project K $0 Project L $0 TSP $500,000 Project M $0

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

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

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 Award Information Task

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 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 Project List

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 Project Funding

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 If not submitted by October 15, probably won’t be pre-populated in BSIR

58 Goals and Objectives Before…Type or cut and paste goal in..
NOW Just select one of the pre-populated goals Also, check box if you have selected a new goal as focus of the project to alert ODP

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 Solution Areas

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 Project Metrics Section 1

63 Project Metrics Section 2
Metrics changing… Worksheet under development Indicating Metric that apply to that project

64 Review, Approval and Submission
Module 5 Review, Approval and Submission

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 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 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 Subgrantees can see where the BSIR is in the food chain

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

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

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 SAA Reporting Timeline

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 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 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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