Work Instruction Document Control/Task Lead - Distribute Determination Purpose This work instruction is used to the process conducted by Document Control or the Task Lead to complete the following steps: . Input the date of completion or letter date . Input the publication and dates . Input planned effective date Prerequisites . The Review Determination activity is complete Navigation Via Menu Path Log in to the MIP and . Workbench . Work Items . and Claim . Distribute Determination Work Steps Work Item List screen Warning icon Only claim an activity that you are certain you own or have been instructed to claim. Contact your manager if you claimed an activity in error. 1. Click on: Claim button to claim the activity 2. Click on: Distribute Determination button to enter the Distribute Determination activity Work Item Details > Distribute Determination screen Information icon At any point, the user may click the ? to access helpful hints regarding the information on this screen. Information icon Notice this screen shows the FEMA Lead Determination Results including any comments they may have entered. Information icon Check the Bypass Appeal Period for the Project checkbox if the appeal period needs to be bypassed and the case completed at the Distribute Determination step because BFEs are not changing. This can occur when the BFE changes are too small to warrant publication Warning icon This Determination Letters section of this screen displays the letter type code that was generated based on the information entered in the Determination Section in the Community Information module within the Process Request activity. Verify that the correct letter code was generated and contact MIP Help if changes are required. Information icon Notice Date of Letter date is also known as the Project Complete Date which stops both the Internal Turnaround Time and the Regulatory Turnaround Time clocks. This date should correspond to the issue date of the LOMR or CLOMR. 3. Click to enter Date of Letter in MM/DD/YYYY format 4. Click to enter the Newspaper 5. Click to enter 1st Proposed Publication Date in MM/DD/YYYY format Warning icon Note this date starts the appeal period. 6. Click to enter 2nd Proposed Publication Date in MM/DD/YYYY format Information icon Refer to the Document Control Procedures Manual on www.fema.gov for more information on calculating the Effective Date. 7. Click to enter the Effective Date in MM/DD/YYYY format At this point, scroll down and upload the determination document and attachments to Content Manager. The revisions cover letter should not be uploaded. Content Manager > Determination Letters screen 8. Click the Revision Type dropdown box and select the revision type 9. Click to enter the Effective Date Information icon For uploaded files, it is critical that the Flooding Source be included in the abstract to facilitate searches in the Search & Retrieve portal in the MIP. Therefore, the abstract field must include the Flooding Source(s) exactly as it appears on the FIRM, the Model Type, and the BFE Range and Reach Description. The BFE Range and Reach Description should state the downstream point and the upstream point for which the model is effective. 10. Click to enter the Abstract 11. Click the Access Restriction dropdown box and select the restriction level 12. Click the File Upload radio button 13. Click Continue Determination Letters screen 14. Click on: Browse button File Upload dialog and Load Data Artifacts screen 15. Select file to upload and click Open 16. Click on: Complte button to save the file 17. Click on: to move to the Review screen Review screen Information icon On the Review screen, click the twistie to the left of the listed name to expand a single element. To view all elements, click the Expand All hot link to show all data fields and information entered. 18. Review the information and click Continue button to advance to complete task Complete Task screen Critical Note icon Once you click Complete Task you cannot return to this task. Confirm all information is correct before clicking the Complete Task button. Click the Back button to make any changes to previous screens. 19. Click on: Complete Task button to complete activity Results If the case does not require an appeal period (i.e the letter code does not contain the letter A), then the case will show a Completed status in the MIP after this activity is finished and will no longer be accessible through the workflow. However, if the case does require an appeal period, the case will be considered issued, will remain active in the workflow, and have the reporting status of Completed. The case will continue in the workflow and go to BFE Publication Affidavit activity for the Task Lead. Last updated: March 2009