Applicant User Manual - California Portal... · 17/01/2012 · Applicant Receives Access Email...
Transcript of Applicant User Manual - California Portal... · 17/01/2012 · Applicant Receives Access Email...
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Applicant User Manual
Version 3 – December 01, 20171
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Table of Contents• Creating a Password …….……………………………………………………………………………………….……….…..…..…3
• Organization Manage Personnel …….………………………………………………………………….……………..…….14
• Organization Facility Location.………..………………………………………………………………….………….…………21
• Register Organization ………………..………………………………………………………………..………………..……....28
• Submit RPA ……….…………………………………………….…………………………………………….……………………….37
• Damage Inventory and Template ……..………………………………………………………….…………..………….....46
• Damage Inventory Add Single Damage ………..…………………………………………………….…….………….....60
• Edit Damage Inventory ……………………………………..…………………........…………………………….…………….66
• Upload Documents .………………….…………………….………………..……………………………..………..……….….72
• Upload Documents Using Document Uploader Wizard …………………………………………..………...….118
• Essential Elements of Information (EEI) Unanswered Questions……..………………………………....….125
• Essential Elements of Information (EEI) Question Answered Document Upload………………….…134
• Essential Elements of Information (EEI) Add Comments ……………………………….…………………….…148
• Identify Tasks to Complete .…………………………………………….…………………………………………..…………154
• Sign Damage Inventory ..………………………………………………………………………………………..……………..157
• Submit Late Damage ……..………………………………………………………………………………………..…………….164
• Sign Project Damage Description and Dimension..………………………………………………………………...170
• Sign Projects Scope and Cost……………………….…………………………………………………………………………183
• Create Your Own Scope of Work & Cost for Work to be Completed ……………………………………...194
• Request For Information (RFI) …..……………….…………………………………….………………………………...…212
• Sign Recovery Transition Meeting (RTM)………………………………………………………………………..………233
• Sign Out of Grants Portal & Help Line …………………………………………………………………………….……..241 2
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Creating Password for a New Account
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Applicant Receives Access EmailFrom: [email protected] [mailto:[email protected]]Sent: Thursday, November 23, 2017 3:11 PMSubject: FEMA PA Notification – Org Account Request Approved
Hello Sherry,
Your organization account request has received final approval. You may now log in to the Grants Portal with the temporary username and password:
Username: [email protected]: LJE1kAvc!%
Please click https://pagrants.fema.gov to sign in with your temporary password. You will be required to change your password upon login.
-FEMA PA Support Team
[email protected]://pagrants.fema.gov
Applicant clicks hyperlink to enter information into
system
Ensure that Firefox is the chosen Web Browser 4
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Attention Pop Up Box
Click Next
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Create New Password
Step 2: Click Next
Step 1: Type New Password
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Create Security Question
Step 2: Click NextStep 1: Select
Security Question and
Answer
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Review Information
Step 2: Click Next
Step 1: Review
Information
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Congratulations Screen
Click Return to Login Screen
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Re-Login to Grants Portal
Enter User Name and NEW Password
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Privacy Notice Pop-Up
Click Accept or Press Enter
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Attention Pop Up Box
Click Accept or Press Enter
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Dashboard
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Organization
Manage Personnel
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Organization Profile - Manage User Accounts
Step 1: Click Organization Profile
Step 2: Click Manage on Personnel Bar
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Add Personnel
Click Create
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Complete Personnel Information
Step 1: Complete
Information
Step 2: Click Save
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Provide Roles to Personnel
Click Manage
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Organizational Roles
Click Manage
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Grant/Edit Roles
Place mouse over “?” for definition of role
apple
Step 2: Click Save
Step 1: Click the Box
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Organization
Facility Locations
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Add Locations to ProfileStep 1: Click My
Organization
Step 3: Click Manage
Step 2: Click Organization Profile
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Add Locations
Click ADD
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Enter Facility Location
Step 1: Enter Address
Step 2: Click Save
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Save Location
Click Save
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Counties With Facility
Click Manage
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Add Counties
Step 2: Click Save
Step 1: Click ADD
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Register Organization
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Organization Information
Click Next
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Enter Contact Information
Click Next
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Enter Location Information
Click Next
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Add Applicable Counties with Facilities
Click Next
Click Add next to the County the facilities are located
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Verify Information
Click Next
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Submit Information
Click Submit
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Confirmation of Submittal
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Email Confirmation of Submittal
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Submit RPA
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My Organization Dashboard
Click hyperlink “Please click here to begin RPA submission process”
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Start Request Public Assistance Process
Click Next
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General Information
Step 1: Select Event
Step 3: Click NextStep 2: Select
Yes or No
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Primary/Alternate Contact Information
Step 1: Select Primary Contact
Step 3: Click NextStep 2: Select
Alternate Contact
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Verify/Change Primary Location & Mailing Address
Step 3: Click Next
Step 1: Verify Primary
Location or Click Change
Step 2: Verify Mailing
Address or Click Change
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Other Information/Comments
Step 2: Click Next
Step 1: Enter Additional
information/Comments
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Other Information/Comments
Step 1: Review Information
Step 2: Click Submit
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Congratulations Screen
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Damage InventoryAnd Template
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Event PA Requests
Step 2: Click Event PA RequestsStep 3: Click the
Downloadsymbol
Step 1: Click My Organization
Step 3: Click the Magnifier glass to select the event
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Manage Damage Inventory
Step 1: Scroll down to Damage
Inventory BarStep 2: Click
Manage
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Download Damage Inventory Template
Step 1: Click Import
Step 2: Click Download Template
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Download Damage Inventory Template Pop-Up Box
Step 1: Click Open With
Step 2: Click OK
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Enable Editing On Template
Click Enable Editing
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Completed Damage Inventory Template & Save
Complete each column then save on your computer
*DO NOT CHANGE TEMPLATE OR SKIP LINES*52
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Upload Damage Inventory Spreadsheet
Step 1: Click Import
Step 2: Click Upload Spreadsheet
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Select Damage Inventory Spreadsheet
Step 1: Click on the template
Step 2: Click Open
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Damage Inventory Template with ErrorsStep 1: Verify
Errors or Warnings
Step 2: Click Cancel Import
Note: Grants Portal will show where the errors are located. Correct the Errors on Template, then re-upload
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Cancel Import
Click Cancel Import
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Import Damage Inventory Template With No Errors
Step 2: Click Commit Import
Step 1: Check Errors & Warnings
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Commit Import Pop-Up Box
Click Commit Import
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Damage Inventory Template Upload Successful
Uploaded Damage Inventory
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Damage InventoryAdd Single Damage
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Event PA Requests
Step 1: Click Event PA Requests
Step 2: Click Magnifying glass
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Manage Damage Inventory
Scroll down to the Damage Inventory Bar
Click Manage
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Add A Single Damage
Click Add Damage
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Select Damage Type
Select Standard Damage
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Add Damaged Site Information
Step 1: Complete
Information
Step 2: Click Save
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Edit Damage Inventory
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My Event Requests
Step 1: Click Event PA Requests
Step 2: Click the Magnifying
Glass
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Damage Inventory Bar
Click Manage
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Edit Damage Inventory
Click Edit
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Edit Damage Information
Step 1: Edit Information
Step 2: Click Save
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Confirm Damage Information Edit
Click Yes
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Org. Profile
Event Profile
Project
Damage
Uploading DocumentsMaster Policy Documents
(Insurance, Payroll, Procurement)
Documents Pertain to
Multiple Projects
Documents for Specific Project
(Photos, Timesheets,
Invoices)
Documents for Specific Damage
(Photos, Timesheets,
Invoices)
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Add Documents UnderOrganization
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My Organization Profile Insurance Document
Step 1: Click My Organization
Step 2: Click Organization Profile
Step 3: Click Upload Insurance Document
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Upload Insurance Document
Click Select Document
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Select Insurance Document – Pop-Up Box
Step 1: Select the document to
upload
Step 2: Click Open
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Add Document Description & Category Tag
Step 3: Select Document Type
Step 1: Write description of document Step 2: Click the
Category box
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Add Insurance Documents
Click Add Document
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My Organization Profile Documents Bar
Step 2: Click Manage
Step 1: Click Organization Profile
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Manage Documents (Policy Documents)
Click Add Document
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Manage Documents Upload – Pop Up Box
Step 1: Click Select Document
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Select Document – Pop Up Box
Step 1: Select the Document
Step 2: ClickOpen
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Add Document Description and Category Tag
Step 2: Leave Type at ALL
Step 1: Provide Document Description
Step 3: Select Document Category
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Add Document
Click Add Document
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Edit Document Name
Click Edit
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Edit Name
Step 1: Complete Edit
Step 2: Click Save Changes
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Remove Documents
Click Remove
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Uploading Documents Under Event
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Add Documents To An Event
Step 1: Click Event PA Requests
Step 2: Click the Magnifying Glass
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Event PA Requests Profile Document
Click Manage
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Event PA Request Profile Manage Documents
Click Add Document
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Event PA Request Profile Manage Document Upload – Pop Up
Step 1: Click Select Document
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Select Document – Pop Up Box
Step 2: ClickOpen
Step 2: Select the Document
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Add Document Description And Category Tag
Step 3: Select Document Category
Step 1: Provide Document Description
Step 2: Leave Type at ALL
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Add Document
Click Add Document
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Edit Or Remove Documents
Click Edit to edit document name
Click Remove to Delete document
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Uploading Documents Under Projects
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My Event PA Requests
Step 1: Click Event PA Requests
Step 2: Click the Magnifying Glass
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Event PA Requests Profile Document
Step 1: Scroll down and expand the
Projects bar
Step 2: Click the Magnifying Glass
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Project Document
Click Manage
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Project Details Mange Documents
Click Add Document
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Project Details Document Upload – Pop Up
Click Select Document
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Select Document – Pop Up Box
Step 1: Click on the document to upload
Step 2: Click Open
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Document Description And Category Tag
Step 1: Add Document Description
Step 2: Leave Type at All
Step 3: Click Category
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Add Document to Project Details
Click Add Document
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Edit Or Remove Documents
Click Edit to edit document name
Click Remove to Delete
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Uploading Documents To Damage Inventory Line Item
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My Event PA Requests
Step 1: Click Event PA Requests
Step 2: Click the Magnifying Glass
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Event PA Request Profile Damage Inventory
Step 1: Expand the Damage Inventory bar
Step 2: Click Options Select View Damage Details
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Damage Details Documents Bar
Click Manage
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Damage Details Manage Documents
Click Add Document
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Damage Details Upload Document – Pop Up
Click Select Document
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Select Document To Upload – Pop Up
Step 1: Select Document
Step 2: Click Open
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Add Document Description & Category Tag
Step 1: Add Document Description
Step 3: Select Category Tag
Step 2: Click Category
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Add Uploaded Document
Click Add Document
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Edit Or Remove Documents
Click Edit to edit document name
Click Remove to Delete
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Upload Documents Using Document Uploader Wizard
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Utilities Menu
Step 1: Click Utilities
Step 2: Document Uploader
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Select Where To Load Document
Step 1: Use Drop Down Lists and select all that applies for document upload location
Step 2: Click Select Document
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Select Document To Be Uploaded
Click on File to Select
Click Open
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Document Description And Category
Step 2: Select Document
Category Type
Step 1: Click Category Bar
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Upload Document
Step 1:Type Description of
Document
Step 2: Confirm Information
Step 3: Click Upload Document
To Damage
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Upload Additional Documents
Click Here to upload another
document
Click Here to navigate to uploaded document
location
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Essential Elements of Information (EEI)
UnansweredQuestions
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My Event PA Requests
Step 1: Click My Organization
Step 2: Click Event PA Requests
Step 3: Click Magnifying glass
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Event PA Requests Profile
Scroll down to Projects bar
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Locate Projects
Step 2: Click Magnifying Glass
Step 1: Expand Projects bar
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Locate Project Essential Elements Of Information (EEI)
Click View Project EEI
Or Scroll down to expand Essential
Elements of Information bar
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Select Essential Elements of Information (EEI)
Drill Into EEI
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Review Unanswered Questions
Step 1: Expand Questions bar
Step 2: Click Manage EEI
Answers
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Answer Questions
Step 1: Answer Questions
Step 2: Click Save
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Confirm AnswersStep 1: Expand Question Bar
Step 2: Confirm Answers
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Essential Elements of Information (EEI)
Question Answered
Document Upload
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My Event PA Requests
Step 1: Click My Organization
Step 2: Click Event PA Requests
Step 3: Click Magnifying Glass
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Event PA Requests Profile
Scroll down to Projects bar
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Locate Projects
Step 2: Click Magnifying Glass
Step 1: Expand Projects bar
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Locate Project Essential Elements Of Information (EEI)
Click View Project EEI
Or Scroll down and expand Essential Elements of
Information bar
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Select Project
Click Magnifying Glass
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Review Project EEI Questions
Expand Questions Review questions and
prepare documents to be uploaded
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Attach Documents to EEI
Step 1: Expand Required Documents bar
Step 2: Click +Add
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Upload New Document to EEI – Pop Up Box
Click Upload New
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Add Document Pop Up Box
Step 1: Click Select Document
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Select Document – Pop Up Box
Step 2: Click Open
Step 1: Select Document
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Add Document Description And Tag
Step 1: Type Description of
Document
Step 2: Click Category to add document tag
Step 3: Click Add Document
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Attach Uploaded Documents to EEI
Step 2: Click Attach Document
Step 1: Move Mouse over file to verify correct document
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Remove Documents from EEI
Click Remove
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Essential Elements of Information (EEI)
Add Comments
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Add Comments to EEI
Click +Add
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Add Comment to EEI Question
Step 1: Type Comment
Step 2: Select Type of
Comment
Step 3: Click Save
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Verify Comment Attached
Verify Comment Attached
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Send EEI Back to FEMA
Step 2: Click Submit to FEMA
Step 1: Green Checks confirms documents are
attached
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Submit to FEMA - Pop Up Box
Click Submit
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Identify Tasks to Complete
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Identify Tasks to Complete
Click Bell
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Review Task to Complete
Click Review
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Sign Damage Inventory
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My Event PA Requests
Step 1: Click Event PA Requests
Step 2: Click Magnifying Glass
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Sign Damage InventoryStep 1: Click Options
Step 2: Click Sign Damage Inventory
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Review Damage Inventory
Scroll Down while Reviewing Damage
Inventory
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Sign Damage Inventory
Click To Sign
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Add Signature
Step 1: Type Name
Step 2: Select Signature Style
Step 3: Enter Password
Step 4: Click Sign
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Submit Signed Damage Inventory
Click Submit
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LATE DAMAGE INVENTORY LINE ITEM
SUBMISSION
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Applicant Profile
Step 1: Click Event PA Request
Step 2: Click Magnifying Glass
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Applicant Profile
Click Manage
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Manage Damage Inventory
Click Add Damage
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Select Damage Type
Select Standard Damage
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Add Damage Information Step 2: Click Save
Note the 60-day deadline message
Step 1: Enter
Damage Information
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Sign Project Damage Description and Dimension (DDD)
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My Tasks
Step 1: Click Bell
Step 2: Click Review next to the project needing signature
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Project Details Damage Description & Dimensions
Scroll down to Damage Description and Dimensions bar
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Review Damage Description & Dimensions (DDD)Step 1: Expand the Damage
Description & Dimensions bar Step 2: Review DDD
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Project Details
Click Sign DDD to approve
Click Send Back if changes are
needed
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Project Signature
Click on Click to Sign
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Input Signature & Style
Step 1: Type Name
Step 2: Select Signature Style
Step 3: Enter Password
Step 4: Click Sign
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Submit Signed Project
Click Submit
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Confirm Signed Project Submittal
Click Yes
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Project Report Download
Click Download
Project Report
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Download Project Report
Click Download Project Report
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Open Download Project Report – Pop Up
Step 1: Click Open With
Step 2: Click Open
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Close Download Project Report
Click Close
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Sign Project Scope and Cost
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My Tasks
Step 1: Click Bell
Step 2: Click Review next to the Project you need to sign
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Project Details
Scroll Down to Scope & Cost Summary bar
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Review Project Scope
Expand Scope & Cost Summary bar
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Review Project Cost Summary
Click Cost tab
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Sign Project
Click Sign DDD/Scope/Cost
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Applicant DDD Scope & Cost Approval
Scroll down to the Sign Document bar
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Applicant DDD Scope & Cost Approval
Click To Sign
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Sign Project DDD Scope & Cost – Pop Up
Step 1: Type Name
Step 2: Select Signature Style
Step 3: Enter Password
Step 4: Click Sign
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Submit Signed Project
Click Submit
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Submit Signed Project – Pop Up
Click Yes
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Create Your Own Scope Of Work & Cost For Work To Be Completed
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My Organization
Step 1: Click My Organization
Step 2: Click Event PA Requests
Step 3: Click Magnify Glass
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Event PA Requests Profile
Click Close
Step 1: Expand Projects bar
Step 2: Click Magnifying Glass 196
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Project Details
Scroll Down to Scope & Cost Summary bar
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Scope & Cost Summary Bar
Step 1: Expand Scope & Cost Summary bar
Step 2: Click Complete Scope & Cost
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Manage Scope & Cost
Click Scope tab
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Add Project Scope
Click Add Scope
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Enter Scope Of Work
Step 1: Enter Scope of Work
Step 2: Click Save Scope
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Review/Edit Scope Of Work
Click Complete This Scope
Click Edit Scope if any changes or additions
are needed
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Rework/Edit Completed Scope of Work
Click Unlock For Rework to Edit the
Scope of Work
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Add Project CostStep 1: Click
Cost tabStep 2: Click
Add Cost on the appropriate bar
Step 3: Select Cost Source
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Enter Cost InformationStep 1: Select
FEMA Cost Code
Step 7: Click Add Item
Step 2: Enter the Cost Description
Step 3: Enter Quantity
Step 4: Select Unit
Step 5: Enter Unit Price
Step 6: Enter City Adjustment Factor
(if applicable)
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Edit/Remove Cost Line Item
Step 1: Click Options
Step 2: Click Edit or Remove Cost
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Complete Scope And Cost
Click Complete And Lock
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Manage Scope & Cost
Click Unlock For Rework to make any changes
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Manage Scope & Cost
Click Go Back
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Submit Scope and Cost to FEMA
Click Submit For Validation
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Confirm Submit For Validation
Click Yes
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Request For Information (RFI)
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My Tasks
Step 1: Click Bell
Step 2: Click Review to select the RFI
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Request For Information
Note: The 14 day deadline to respond
to the RFI
Step 1: Expand Additional Information bar
Step 2: Scroll Down to Line Items bar
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Line Items RFI Step 1: Expand Line
Items bar
Step 2: Click Upload Line Document
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Line Item RFI Document Upload
Click Select Document
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Line Item RFI Document Upload - Pop Up
Step 1: Select the desired document
Step 2: Click Open
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Line Item RFI Document Description & Type
Step 1: Select Line Item
Step 4: Click Add Document
Step 3: Add Document
Category Type
Step 2: Add Document Description
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Confirm Line Document Upload
Step 1: Expand the Documents bar
Step 2: Confirm Uploaded Document
Step 3: Scroll to the top of the page
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Submit RFI Response
Click Submit RFI Response
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Submit RFI Response
Click Yes
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Respond to a Request For Information (RFI)
Documents Not Available
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Record Line Response
Click Record Line Response
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Add Line Response
Step 1: Select Line Item
Step 2: Type Response
Step 3: Click Save
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Confirm Line Response
Confirm Line Response in the response column
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Edit Line Response
Step 1: Click Options
Step 2: Click Edit RFI Line Response
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Edit Line Response – Pop Up
Step 2: Click Save
Step 1: Click in the box to edit response
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Remove Line Response
Step 1: Click Options
Step 2: Click Remove RFI Line Response
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Remove Line Response – Pop Up
Click Remove
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Submit Line Response
Scroll to the top of the page
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Submit RFI Response
Click Submit RFI Response
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Submit RFI Response
Click Yes
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Sign Recovery Transition Meeting (RTM)
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Locate Pending RTM Aproval
Step 1: Click Event PA Requests
Step 2: Click Magnifying
Glass
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Event PA Request Profile
Click Review RTM or Sign RTM
Report
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Recovery Transition Meeting (RTM)
Click each tab to review information
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Sign RTM
Click Sign RTM
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Review RTM and Certify
Click To Sign
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RTM Signature – Pop Up Box
Type Name
Select Font Style
Type Password
Click Sign
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Submit Signed RTM
Click Submit
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Sign Out of Grants Portal & Help
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Sign Out of Grants Portal
Click on Name and Select Sign Out
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Locate Help Information
Click on Name and Select Help
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Locate Help Information
Live Phone Support
Click Request Assistance for Current Page
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Grants Portal Hotline for Assistance:
(866) 337-8448
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