MIP FAQs: Study Projects (Other)

Will there be any problem with adding new Scoping in FY06 to existing migrated (FY03 & FY04) and created (FY05) MIP Projects if the Region decides to fund re–studies of these existing projects in FY07 & FY08?
In FY06, Region VII has decided to task mapping partners to perform new detail scoping on existing MIP projects (that did not have Scoping done previously). These existing MIP projects may or may not have new data development tasks added in future funding years but the additional scoping will at least have to be added in the MIP. A portion of these existing MIP projects are close to being issued preliminary, and the Region will not hold them up. Therefore, how should be we populate the MIP with consideration to the additional Scoping and potential Data Development tasks?
How should we set up Physical Map Revisions (PMRs) in the MIP since there is no Scoping involved with these projects?
Can Cooperating Technical Partner (CTP) contractors have MIP logins?
The "Obligate Funds" screen does not allow for multiple quality assurance/quality control (QA/QC) of the same DD task. How do we populate the MIP properly for this type of situation?
What should we do if there suspended communities that part of the project, as listed in the MIP?
For FY06, Region 10 may split the Flood Insurance Study (FIS) text out to assign to National Service Provider (NSP) and keep the profile production piece with the partner producing the DFIRM. What impact could this have in workflow set up and data upload?
Is there a MIP report to check/verify Letter of Final Determination (LFD) dates in the MIP?

1. Will there be any problem with adding new Scoping in FY06 to existing migrated (FY03 & FY04) and created (FY05) MIP Projects if the Region decides to fund re–studies of these existing projects in FY07 & FY08?

One of the rules for the system right now is that there should only be one scoping task for the project. You can replace the scoping information that exists so there would still be one scoping task (for migrated projects at entry point 1 or MIP created projects.

RE: Adding new tasks in new funding years.

2. In FY06, Region VII has decided to task mapping partners to perform new detail scoping on existing MIP projects (that did not have Scoping done previously). These existing MIP projects may or may not have new data development tasks added in future funding years but the additional scoping will at least have to be added in the MIP. A portion of these existing MIP projects are close to being issued preliminary, and the Region will not hold them up. Therefore, how should be we populate the MIP with consideration to the additional Scoping and potential Data Development tasks?

If the preliminary maps have already been issued (and there will be a revised preliminary), then you should take these steps:

Close out the project
Add comments using the PA Tool (when the project is close)
Start a new project (for the revised preliminary, referencing the older case) for the new scoping/data development (DD)

If the preliminary maps have not been issued, then you have options.

Start the project over to include the new scoping and data development tasks

Use the PA Tool to move the project back to Scoping. Then you can populate the MIP with the additional scoping tasks and upload the new scoping file. Please note that if there is already an existing scoping file that was uploaded into the MIP, this file can be overwritten or superseded. This will happen if you save the new file with the same file name. However, if you would like to save multiple scoping files you can do that by giving it a different name (please be conscious of the implications with having multiple files). If necessary, MIPHelp can assist with uploading the new scoping file from the back end. Once you have completed the new scoping tasks, you can move on and populate the associated supplementary data development tasks.

3. The "Obligate Funds" screen does not allow for multiple quality assurance/quality control (QA/QC) of the same DD task. How do we populate the MIP properly for this type of situation?

There is only one option at this time for populating PMRs within the MIP.

You will need to create the project and process up to “Obligate Project Funds”. Because there is no pre-scoping or scoping tasks associated with PMRs (at this time) there is no data to populate the MIP. Therefore, you will have to use “dummy data” for costs, schedule, and organization, etc. Once you have worked to “Obligate Project Funds”, you need to send a MIPHelp ticket to have the scoping information removed from the MIP database. You will need to add comments so that it is clear that there is actually no scoping because this is a PMR. In addition, please cc the Study’s SMEs on the workaround request and explain that MIPHelp can discuss this issue with them if they are questioning the workaround. MIPHelp has the proper instructions for this process and will not need any further direction.

To submit a ticket to MIPHelp please send an email to miphelp@mapmodteam.com and enter your question and/or comments in the body of the email. Users may also call MIPHelp directly at (877) FEMA-MAP, please choose option 2.

4. Can Cooperating Technical Partner (CTP) contractors have MIP logins?

No. The tasks in the MIP Study Work flow should be assigned to the contractors that receive the funding, not sub contractors.

5. The "Obligate Funds" screen does not allow for multiple quality assurance/quality control (QA/QC) of the same DD task. How do we populate the MIP properly for this type of situation?

Short term workaround: In order to create an additional QA/QC task in the MIP, the user should create a duplicate (task that will have QA/QC performed by multiple contractors) data development (DD) task and associate it to the same contractor and funding year. Therefore, there will be 2 of the same data development tasks (the same contractor listed as “performing” these tasks) and 1 QA/QC tasks associated with each of them. In this instance, the additional DD task must have some funding associated so you will populate the cost with $1. Therefore, the “original” DD task will have the real total cost minus $1. Note: If your Region is sensitive with sharing information about different contractors and their specific tasks, you should populate the duplicate DD task as being performed by the RMC (instead of the same contractor). This way the DD contractor will not have to push two DD tasks and hopefully not question the second QA/QC task. Please make sure that you do not adjust the funding year to add the additional DD because the MIP will allow the user to create multiple DD tasks assigned to the same contractor. Long term ACTION ITEM: We will assess the severity of this issue and quantify how common this situation is currently and could be in the future. We will look at whether there is a trend and if this is happening in every Region or just in a few. Is it so common that it would be beneficial to add a workflow step, short-term work around, or would it be better handled with a FEMA policy that states this type of activity/action cannot occur? This would be best handled and discussed in an Integrated Program Team (IPT) meeting or similar forum.

6. What should we do if there suspended communities that part of the project, as listed in the MIP?

Please keep them associated with the project. All communities affected by the new Digital Flood Insurance Rate Map (DFIRM) should be listed in the MIP.

7. For FY06, Region 10 may split the Flood Insurance Study (FIS) text out to assign to National Service Provider (NSP) and keep the profile production piece with the partner producing the DFIRM. What impact could this have in workflow set up and data upload?

There will be no workflow or data upload problems if the FIS Report is separated into multiple tasks and therefore multiple file uploads. The MIP will allow multiple uploads for these products as long as they are not given the same name. This will have to be managed and reiterated by the RMC to mapping partners.

NOTE: There is also a preliminary FIS upload that can be done at any time during the process because it is not associated with the workflow. Actually, there is a separate portlet for this upload.

8. Is there a MIP report to check/verify Letter of Final Determination (LFD) dates in the MIP?

The LFD dates should be shown on the post-preliminary report in the MIP, but they currently are not. There is a CR logged to fix this report. If you want to check LFD dates, request a manually generated report through MIPHelp.

To submit a ticket to MIPHelp please send an email to miphelp@mapmodteam.com and enter your question and/or comments in the body of the email. Users may also call MIPHelp directly at (877) FEMA-MAP, please choose option 2.