Work Instruction Task Lead - Process Request Purpose This work instruction is used to outline the process conducted by the Task Lead who conducts the detailed review. The steps include: . Review, add, edit, or delete contents on each screen . Enter the Project Description and Basis of Request . Enter the 7 elements of community information . Enter letter information Prerequisites . The Review Data Received activity is complete . All data and fees were received and recorded Navigation Via Menu Path Log in to the MIP . Workbench . Work Items . and Claim . Process Request 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: Process Request button to enter the Process Request activity Work Item List > Process Request screen Information icon At any point, click the ? to access helpful hints and definitions for information on this screen. Information icon This screen is primarily the same as it appears in the Review Data Received activity. The only features added are the Project Description and Basis of Request fields. The values input for each of these areas will be generated on the determination document. Additionally, selections made in these drop downs will automatically populate appropriate corresponding paragraphs within the Determination Document (such as the paragraph for fill placement and operation and maintenance of structures). Information icon Select Levee if the request involves a levee, as this is used for tracking purposes. If Other is selected, it must be replaced with specific language on the Determination Document. 3. Click the Project Description dropdown box and select the appropriate option Warning icon The Add Project Description button must be clicked in order to save the information after each entry or data will not be saved. 4. Click on: Add Project Description button to add the entry to the table 5. If applicable, enter additional project descriptions the same way. Information icon Select Alluvial Fan Analysis if the request involves an alluvial fan, Update if the case is to correct a recently effective DFIRM or FIS Report, and Floodway if the revision involves a change to a floodway or establishment of a new floodway. These selections are used for tracking purposes. 6. Click the Basis of Request dropdown box and select the appropriate option Warning icon The Add Basis Request button must be clicked in order to save the information after each entry prior or data will not be saved. 7. Click on: Add Basis Request screen to add the entry to the table 8. If applicable, enter additional basis of request the same way. Work Item List > Process Request screen Information icon Notice the fields correspond to the variables in the determination document sample shown at the end of this work instruction. Additionally, the Culvert populates the operation and maintenance of structures paragraph (17B) and the Floodway populates the floodway paragraph (17A). 9. Click on: Continue button to move to the Primary Address Screen Primary Address screen Information icon The entry on this screen is populated on the carbon copy list of the Determination Cover Letter. 10. Review and click Continue button to move to the Other Addresses screen Process Request > Additional Addresses screen Information icon Entries on this screen are populated on the carbon copy list of the Determination Cover Letter. 11. After reviewing the addresses at the bottom, click Continue button to move to the Flooding Source screen Process Request > Flooding Source 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 click the Add Flood Source button to add another field to the table. 12. Review and click Continue button to move to the Supplementary Data screen Process Request > Supplementary Data screen Information icon In order for a project to proceed to the Process Request activity in the workflow, all data and fees must have been received. However, the Task Lead may still request additional data by entering it in the Supplementary Data screen. If there are no outstanding required data that need to be requested, bypass this screen without entering any information. 13. Review and click Continue button to move to the Fee Info screen Process Request > Fee Information screen 14. Review and click Continue button to move to the Community Information screen Process Request > Community Information screen Information icon The Community Information screen appears significantly different than in previous activities. Each community will need to be modified in order to add information. The information entered in this screen will be used to populate fields on the determination document. Warning icon NOTE: The Save Work button does not work on the Community information screen while information is being modified. It will only save work after all required information has been entered and Update Community has been clicked. 15. Step 1: Click on: Modify button Community Information screen Information icon Notice the fields correspond to the variables in the determination document sample shown at the end of the work instruction. 16. The existing community is now in edit mode; make any appropriate edits to the Existing Community section Community Information > Existing Community screen Proceed to Step 2: Map Panel Affected 17. Click on: Modify button to add a Map Type to each existing map panel. Community Information > Map Type screen Information icon Map Type Options: FIRM - Flood Insurance Rate Map FHBM - Flood Hazard Boundary Map FBFM - Flood Boundary and Floodway Map 18. Click the Map Type dropdown box and select the appropriate option Warning icon The Add Map Panel button must be clicked in order to save the information after each entry or data will not be saved. 19. Click on: Add Map Panel button to add the entry to the table Community Information > Add Map Panel screen 20. If applicable, enter additional map types the same way. Proceed to Step 3: Latitude and Longitude 21. Click to enter Latitude. Value must be positive and entered in the xx.xxx format 22. Click to enter Longitude. Value must be negative and entered in the xx.xxx format 23. Click the Latitude/Longitude Source dropdown box and select the appropriate option Information icon To enter a value not included in the dropdown, select Other and enter text in the Other Horiz Datum field. 24. Click the Horiz Datum dropdown box and select the appropriate option 25. Notice the data from Step 3 appears in Variable 8 of the sample determination document to the right. Community Information > Horiz Datum screen Proceed to Step 4: Annotated Study Enclosures Information icon Click the (Additional help) link to get more information. Information icon Select annotated study enclosures from the dropdown to generate areas on the Determination Document. If the revision does not include annotated study enclosures, No Revision to the Flood Insurance Study Report should be selected from the dropdown; no other enclosures should be selected. Information icon To add an enclosure not listed in the dropdown, select Other and enter text in the Notes field below the dropdown. 26. Click the Enclosure dropdown box and select the appropriate option 27. Click to enter profile panel numbers or table numbers in the Notes/Table or Profile Number(s) field so that it will populate on the determination document. Warning icon The Add Enclosure button must be clicked in order to save the information after each entry or data will not be saved. 28. Click on: Add Enclosure button to add the entry to the table Information icon The entries inn the table correspond to Variable 11B of the sample determination document. 29. If applicable, enter additional enclosures the same way. Proceed to Step 5: Revisions Summary Information icon The user must modify each flooding source in the MIP. Additional flooding sources can be added as required. 30. Click on: Modify button Revisions Summary screen Information icon Enter the extent of the revision along the flooding source for the entire revision (not community specific). This populates Variable 9 on the Determination Document. 31. Click to enter Revised Reaches. See the help text for examples. 32. Click the Effective Flooding dropdown box and select the appropriate option 33. Click the Revised Flooding dropdown box and select the appropriate option 34. Click the Increase dropdown box and select the appropriate option 35. Click the Decrease dropdown box and select the appropriate option Warning icon The Add Summary button must be clicked in order to save the information after each entry or data will not be saved. 36. Click on: Add Summary button to add the entry to the table 37. If applicable, enter additional summaries the same way. Information icon Proceed to enter values for BFE Changes, SFHA Changes, Floodway Changes, and Property Owner Notification. These values determine the Letter Code (i.e. 102-D, 102-I-A-C, etc.) on the determination document. These values also determine the appropriate Paragraph 20 to be automatically populated on the last page of the determination document under the Public Notification section. 38. Click the BFE Changes dropdown box and select the appropriate option 39. Click the SFHA Changes dropdown box and select the appropriate option 40. Click the Floodway Changes dropdown box and select the appropriate option 41. Click the Property Owner dropdown box and select the appropriate option Property Owner screen Information icon In the Public Notification section, enter values for Location of Referenced Elevation 1 (upstream BFE Location) and Location of Referenced Elevation 2 (downstream BFE Location). These locations are used for public notification of BFE changes. A sample determination document with these fields filled in is available for reference at the end of this work instruction. Information icon Data is required in the Public Notification section if any value other than Not Applicable or No Change was selected from the BFE Changes dropdown above. 42. Click to enter Description Information icon If BFE changes are not applicable or do not change, only fill out the Unit/Datum and the BFE value fields. 43. Click to enter Effective BFE 44. Click to enter Revised BFE 45. Click the Map Panel Number dropdown box and select the appropriate option 46. Click to enter Description 47. Click to enter Effective BFE 48. Click to enter Revised BFE 49. Click the Map Panel Number dropdown box and select the appropriate option Information icon If the appropriate Unit/Datum is not in the dropdown list, select Other and enter information in the subsequent field. 50. Click the Unit/Datum dropdown box and select the appropriate option Information icon If the appropriate BFE Value is not in the dropdown list, select Other and enter information in the subsequent field. 51. Click the BFE Value dropdown box to select the appropriate option Information icon The Public Notification information appears in Variable 20 on the last page of the determination document. A sample determination document with these fields filled in is available for reference at the end of this work instruction. 52. Click on: Update Revision button to save the entry to the table 53. If additional Flooding Sources existed, the follow the same steps to update the information. Revisions Summary > Additional Flood Sources screen Proceed to Step 6: Ordinance Adoption Information icon Step 6 is the indication of whether an Ordinance Adoption period is required for the community. This section assists in populating the correct paragraph for Variable 20 (Effective Date of Revision) on the Determination Document. A sample determination document with these fields filled in is available for reference at the end of this work instruction. Information icon Click the hyperlinks to view the help screen for these sections 54. Select the Yes radio button if the community requires an ordinance adoption period; or keep the default answer of No 55. Click on: Update Community button Proceed to Step 7: Community Information Information icon For paragraphs 19 A-D and F-I: You must only select one paragraph. Information icon Note the hyperlinks also provide help text information on this section. 56. Select appropriate paragraphs under Community Information. 57. Click on: Save Work button to update the community table 58. If applicable, click Modify for any additional communities to complete the same 7 steps. Process Request > Community Information screen At this point, save the work and go to Reports and Form Letters to print the Revisions Cover Letter and Revisions Determination Document. 59. Click the Reports & Form Letters tab Reports and Form Letters screen 60. Click the Select Report Category dropdown box and select Form Letters 61. Click the Select Report Name dropdown box and select Revision Cover Letter 62. Click to enter Project Number Information icon If the Task Lead has multiple communities, enter the Community ID to print a report for each community. 63. Click on: Get Report button A new window opens with the document. LOMR Letter 64. To export this document, click the envelope icon and select MS Word from the menu. Follow the same steps to run the determination document. Reports and Form Letters screen 65. Click the Report Name dropdown box and select Revision Determination Document 66. Click to enter Project Number 67. Click on: Get Report button LOMR Determination Document 68. The Determination Document now appears on a new window. Return to the Process Request activity to complete. 69. Click on: Workbench tab Work Item List screen 70. Click on: Process Request button to re-enter the Process Request activity Click Continue through the previous screens to return to the Interim Letters screen. Process Request > Interim Letters screen Warning icon If the project has taken longer than the regulatory 90 days to process, then an interim letter (316-INT) is sent and information is captured within this screen. The user should notify FEMA before sending this letter. 71. In this project, an interim letter was not sent; Click Continue to bypass this screen without entering any information. Process Request > Violation Status screen Information icon This screen can be bypassed with the default value of No violation selected in the drop down. Information icon If the project has a violation, select the violation type from the dropdown box. 72. Click on: Continue button to move to the Letters screen Process Request > Letters Screen Information icon If no additional data was requested in the Supplementary Data module and determination information was entered in the Community Information module, then Determination letter to FEMA should be selected as the Letter Type within this module. Information icon Letter Types: 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 Determination Letter to FEMA - Corresponds to a LOMR or CLOMR. Violation Letter to FEMA - Corresponds to Violation Transmittal. Transmittal form used to send violation memo to community and letter to FEMA for signature. Special Response Letter to FEMA - Corresponds to a BADL or other Special Response Letter. Best Available Data Letter (BADL) issued when technical data is reviewed and accepted, but LOMR/PMR cannot be issued; technical data may be used by community for floodplain management purposes. Denial Letter to FEMA - A special letter used when the requested changes are not incorporated by a LOMR or when proposed changes as part of a CLOMR do not meet NFIP Regulations and are not accepted by FEMA 73. Click the Letter Type dropdown box and select the appropriate option 74. Click to enter Letter Date in MM/DD/YYYY format Information icon Do not upload files on this screen at this time. 75. Click on: Continue button to move to the Letters screen Review Data screen Information icon On the Review screen, click the twisties 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. 76. Review and click Continue button Project Request > 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. 77. Click on: Complete Task button to complete activity Results The activity is now complete. The next activity is Audit Determination conducted by the Audit Lead. Other possible activities, depending on whether additional data or fees were requested, are Receive Additional Data for the Task Lead or Receive Additional Fee for the Fee Administrator. Last updated: March 2009 Example pages from a Determination Document. This screen includes the sections of the determination document, as referenced in the steps above. Example pages from a Determination Document Example pages from a Determination Document