Work Instruction Task Lead - Review Data Received Purpose This work instruction is used to outline the process conducted by the Task Lead to Review Data Received in the MIP for completeness and accuracy. Most of this information will have been entered by the Project Administrator when the project was created. In this module the Task Lead can review, modify, add, or delete information. The steps include: . Review, add, edit, or delete contents on each screen . Enter the data received . Request additional data . Enter letter information Prerequisites . The Assign Project Resource activity is complete Navigation Via Menu Path Log in to the MIP . Workbench . Work Items . and Claim . Review Data Received 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: Review Data Received button to enter the Review Data Received activity Work Item Details > Review Data Received screen Information icon The Internal Turnaround Time for a revision project is to be less than 145 days to meet FEMA's goal. It is calculated as the number of days between the Date Project Received on this screen and the date the LOMR or CLOMR is issued (Date of Letter) from the Distribute Determination screen, less the number of days waiting for additional data or fees. 3. Review the Project Data and click Continue button to move to the Primary Address screen. Review Data Recieved screen 4. Review the Primary Address and click Continue button to move to the Other Addresses screen Review Data Recieved > Other Mailing Addresses screen Information icon On the Other Addresses screen, the Task Lead enters Secondary contacts for the revision project. Usually this includes the engineer and community official whose names and contact information can be found on Page 2 of MT-2 Form 1. Up to ten contacts can be entered. 5. Add additional addresses as applicable 6. Click the Title dropdown box and select the appropriate title 7. Click to enter First Name 8. Click to enter Last Name 9. Click to enter Professional Designation 10. Click to enter Company/Org 11. Click to enter Street 12. Click to enter City 13. Click the State dropdown box and select the state 14. Click to enter Zip Warning icon It is not recommended to enter the phone number when the name field is complete. This represents a Personally Identifiable Information security concern. Warning icon The Add Mailing Address button must be clicked in order to save the information after each entry prior to clicking the Continue button or data will not be saved. 15. Click on: Add Mailing Address button to add the entry to the table 16. If applicable, enter additional addresses the same way 17. Click on: Continue button to move to the Flooding Source screen Work Item Details > Review Data Received screen Information icon The flooding source(s) information may have been entered by the Project Administrator when the project was created. The Task Lead should verify that the flooding source name was entered exactly as it appears on the FIRM, and modify if necessary. All flooding sources affecting the revision should be entered. If applicable, enter an additional Flooding Source and then click the Add Flood Source button to add to the table below. 18. Click on: Continue button to move to the Supplementary Data screen This section of the work instruction outlines the process to inventory data received with the initial submittal. Review Data Received > Supplementary Data screen Information icon On the first cycle through this module, the Task Lead will inventory items received with the revision submittal and enter those data items on this screen with the Date Requested field left blank. Additionally, the Task lead will inventory those data items that need to be requested. Information icon If the drop down list does not contain the specific data type required, use the Other Data Type field. Click the Other Data Type radio button and enter text in the field for the data type. 19. Select a Data Type Information icon The Date Requested field can be left blank if the entry is for items that were received with the initial incoming request. 20. Click to enter the Date Received in MM/DD/YYYY format 21. Click to enter Internal Notes Warning icon The Add Supplementary Data button must be clicked in order to save the information after each entry prior to clicking the Continue button or data will not be saved. 22. Click on: Add Supplementary Data button to add the entry to the table 23. Add additional inputs of data received, as applicable, using the same process This section of the work instruction outlines the process to enter additional data requested. Enter Additional Data screen 24. Select the Data Type 25. Click to enter the Date Requested 26. Click on: Add Supplementary Data button to add the entry to the table 27. Add additional data requested, as applicable, using the same process 28. Click on: Continue button to move to the Fee Info screen Fee Information screen Information icon Review fee information data. If there is a balance due, the Task Lead must denote that on the letter on a subsequent screen and the project will go to the Fee Administrator. 29. Click on: Continue button to move to the Data Received screen Review Data Received screen Information icon Given that additional data is currently required, continue through this screen. Only at the point when all data has been received will a date be entered in this screen. 30. Click on: Continue button to move to the Community Information screen Review Data Recieved > Community Information screen Information icon The information appears in the table far below. If applicable, enter an additional community and/or map panel(s), then click the Add Map Panel and Add Community buttons to add another field to the table below. The table contents can be modified or deleted as required. 31. Click on: Continue button to move to the Letters screen Work Item Details > Review Data Recieved > Letters screen Information icon Each cycle through this activity requires a letter type to be selected which represents official FEMA correspondence between the FEMA Contractor/Mapping Partner and the revision requestor. The letter type selected determines the path of the workflow. Information icon The letter types are defined as follows: Request Additional Data - Corresponds to a 316-AD. Letter to requester for CLOMR and LOMR; requests additional information to process request Request Additional Data Due to Incomplete Data - Corresponds to a 316-AD/INC. Letter to requester for CLOMR and LOMR; informs requester that additional data submitted are incomplete and restates remaining required items Request Additional Fee - Corresponds to a 316-FEE. Letter to requester for non-fee-exempt request for CLOMR and LOMR; acknowledges receipt of request and informs requester of additional fee required to process request Extension Letter - FEMA does not grant extensions to revision requestors; this letter should not be selected. Acknowledge receipt of request/all data received - Corresponds to a 316-ACK or e-mail ACK 1 or e-mail ACK 2. A 316-ACK is a letter to requester for CLOMR and LOMR; acknowledges receipt of request; informs requester of additional forms or data received; returns check or money order if payment submitted for fee-exempt request; and notifies requester that a refund of overpayments of fee made by check, money order, or credit card is forthcoming. E-mail ACK 1 is an e-mail to requester for CLOMR and LOMR; acknowledges receipt of request; it is only entered in MIP if a 316-AD is not sent after a preliminary review of the request is complete. E-mail ACK 2 is an e-mail to requester for CLOMR and LOMR; informs requester that the additional data submittal has been received for their ongoing revision request; it is only entered in MIP if a 316-AD or 316- AD/INC is not sent after a review of the submitted data is complete. 32. Click the Letter Type dropdown box and select the correct letter type Information icon Note that when sending a letter requesting additional data or fees, this date stops the clock on the Internal Turnaround Time and the Regulatory Turnaround Time until the additional data or fees are received. 33. Click to enter the Letter Date in MM/DD/YYYY format 34. Click on: Continue button to move to the Review screen Review Data Received screen 35. Click Expand All to review the information entered for accuracy and completeness. Review Data Received (data expanded) screen Information icon If edits are required, click the Back button to make changes. If no changes are required, click Continue to proceed. 36. Click on: Continue button to move to Complete Task screen 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. 37. Click on: Complete Task button Results The next activity for the Task Lead is Receive Additional Data or Process Request, depending on whether all data was received. Last updated: March 2009