Emergency Management Assistance Compact Job Aid for Developing an EMAC Mission Ready Package (MRP)

Transcription

1 2 Emergency Management Assistance Compact Job Aid for Developing an EMAC Mission Ready Package (MRP) Version 1.0 9/6/2014 National Emergency Management Association (NEMA) Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 1

2 Intellectual Property Rights This document was developed and printed, in part, with funds provided to the National Emergency Management Association (NEMA) through a grant from the Department of Homeland Security/Federal Emergency Management Agency. All information contained herein is in support of the Emergency Management Assistance Compact and is privileged. No parts of this document may be duplicated or used without express written permission from NEMA. The EMAC logo and the Emergency Management Assistance Compact (EMAC) are copyrighted and protected under intellectual property. For more information on NEMA s Intellectual Property Policy, visit About EMAC: Intellectual Property Policy. References NEMA/EMAC website /Resource Management Tab / Getting Started/Mission Ready Packaging template link Mission Ready Package webinar available for viewing online NIMS website Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 2

3 Table of Contents Introduction... 5 History... 5 What is a Mission Ready Package?... 5 Should You Develop an MRP?... 6 MRP Benefits:... 7 National Tier 1 Resource Type Definition or Job Title/Position Qualification... 7 Tools to Help You Get Started:... 8 Downloading the Mission Ready Package Template Preparing to Develop Your MRP The MRP Excel Workbook Entering data into the MRP Template Row 2: Row 3: Row 5: Notes on MRP Development: Row 7: Section 1: Row 9: Section Rows 10-12: Section 3: Rows 13-15: Section 4: Row 16-19: Section 5: Rows 20-21: Section 6: Rows 22 23: Section 7: Rows 24 25: Section 8: Row 26: Section 9: Rows 27 28: Section 10: Rows 29-30: Section 11: Rows 31 32: Section 12: Rows 33-34: Section 13: Rows 36-42: Section 14: Rows 45-54: Section 15: Rows 55 64: Section 16: Rows 65 67: Section 17: Rows 68 71: Section 18: Rows 73 81: Section 19: Rows 83 86: Section 20: Cost-estimation Worksheets in the MRP Workbook Travel Worksheet Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 3

4 Personnel Worksheet Equipment Worksheet Commodity Worksheet Other Worksheet Maintaining Your MRP Need More Information? Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 4

5 Introduction This Job Aid for Developing an EMAC Mission Ready Package (MRP) provides the history behind the development of the MRP; discusses whether or not you should develop an MRP; and guides the development of your response/recovery specific MRP - from determining whether or not your resource meets a Tier 1 standard to completing each template section. The Job Aid was developed for EMAC Member State Emergency Management Agencies, state and local government Resource Providers (agencies or entities that have response and recovery capabilities), and other EMAC stakeholders to increase their resource inventories by utilizing the Mission Ready Package and cost estimation methodology developed by the National Emergency Management Association (NEMA). The Job Aid employs written instruction, guidelines, and graphics in a step-by-step approach to accomplish this purpose. History Lessons learned from EMAC After Action Reports (AARs) identified the need to develop a standard approach for mutual aid resource management. The AARs identified the goal to establish a system where resources could be readily identified, easily ordered, rapidly deployed, used more effectively, and reimbursements would be expedited. In 2007, NEMA s leadership (The EMAC Committee) initiated the Resource Package Project which used the National Guard concept of force packages for domestic response and NIMS resource typing as the foundations. The project was completed in August 2008 with the development of 114 model packages. In 2009, NEMA developed a standardized template that would enable Resource Providers to develop their MRP. What is a Mission Ready Package? Today, a MRP is defined as specific response and recovery resource capability that is organized, developed, trained, and exercised prior to an emergency or disaster. MRPs are based on National Incident Management System (NIMS) resource typing and job title/position qualification (where applicable) but go even further to identify details about the resource such Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 5

6 as mission description and capability, estimated mission costs, resource footprint, limiting factors, and logistical support requirements. Should You Develop an MRP? Prior to developing an MRP, you need to consider the following: 1. Will my State Emergency Management Agency (State EMA) include my resource in the inventory for intrastate or interstate mutual aid? 2. Will my resource be used intrastate? 3. Is my state able to deploy our resource out of state? 4. Is my resource available for deployment outside my home state? 5. Does the State EMA recommend that we develop and maintain an MRP? Will My State EMA Inventory My Resource & Utilize it for Intrastate Response? Can it Legally Deploy? You should work with your State EMA in advance of an emergency or disaster to determine if your resource would be utilized and if you should develop and maintain a MRP. Through the use of MRPs, the Request and Offer Phase can be tremendously accelerated and questions about reimbursement can be mitigated. If your resource would never be utilized for response outside your agency, there is no need to develop a MRP. To deploy non-state resources through EMAC, states use supplementary agreements such as legislation, memorandums of agreement or understanding, intergovernmental agreements, or governor executive order. Some states are able to deploy some private sector and volunteer resources using these same agreements. Check with your State EMA to see how they implement EMAC. EMAC s leadership recommends that State EMA s undertake the initiative to organize MRP development, and use this job aid as the developmental framework. The major outcome of such a coordinated effort between the State EMA and Resource Providers at the state and local government level will ensure that MRP development is consistent with state resource inventory development efforts, and maintained in an operational state of readiness. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 6

7 MRP Benefits: Embracing the Mission Ready Package concept and establishing a good cost estimate upfront for your resource capability will result in a number of benefits: 1. You become educated on the EMAC process, cost eligibility, and your responsibilities during a mission (should you deploy). 2. Some MRPs may contain equipment but not personnel (e.g. auxiliary generators, pumps, etc.). The MRP will still capture the equipment rates and costs for the equipment to deploy. 3. Your MRP can be used for both intrastate mutual aid and interstate mutual aid. The MRP can be listed in the resource inventory for your state to be included in preplanning and resource allocation. 4. Reimbursement will be based on the Mission Ready Package (a solid foundation), which will aid in the development of the reimbursement package. National Tier 1 Resource Type Definition or Job Title/Position Qualification Now that you are moving forward with developing an MRP, the next step is to determine whether the resource, or a component of the resource, fits the criteria for a national Tier 1 resource type definition or job title/position qualification. These national resource typing definitions and job titles/position qualifications have been released by the Federal Emergency Management Agency as a part of NIMS. To make this determination, Resource Providers should reference the Resource Typing Library Tool (RTLT), the online catalogue of national NIMS resource typing definitions and job titles/position qualifications, released by FEMA in support of the implementation of the NIMS. Start by visiting the FEMA website at and select the link for RTLT. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 7

8 From the Resource Typing Library Tool home page, type in the key words for your resource type, discipline, core capability, or other keywords in the search box. Once you find your resource in the search results, select either the web view (preferred) or PDF view of the resource. From there you will review the minimum criteria for the respective capability to determine if your resource matches one of the national NIMS resource typing definitions or job titles/position qualifications. Once identified, you will enter this information into the MRP template in Section 5. Using available national NIMS resource typing definitions and job titles/position qualifications as the building blocks to develop your MRPs supports the use of a common and consistent language in the management of resources nationwide. This ensures that as a resource requestor, you will have the information to confirm if a given resource (or MRP) meets the capability you need. The use of national NIMS resource typing definitions and job titles/position qualifications is one of the ways you can further implementation of the NIMS. You can still develop an MRP if your resource doesn t align with national NIMS resource typing definitions or job titles/position qualifications. If your resource does not meet a national NIMS definition, be sure to describe the resource in plain, simple, thorough language consistent with NIMS principles for resource typing - so the Requesting and Assisting States can be certain the resource request and offer match in capability, skill, and qualifications. Tools to Help You Get Started: The 2008 discipline specific examples (models) still serve as a foundation to help Resource Providers develop their own Mission Ready Packages. Keep in mind that these examples are designed to help identify equipment, commodities, or personnel that may be part of your MRP. Your MRP will be unique and specific to your resource. Each field in a model may be mapped onto the MRP template. Learn how to use the MRP Models by watching this short video. The models can be found on the EMAC website. Navigate to the EMAC website at and select Resources, Deployable Resources. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 8

9 Next, select your discipline from the right side of the page. Once selected, you will see a link toward the bottom of the discipline specific page where you can download the models for your discipline. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 9

10 Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 10

11 Downloading the Mission Ready Package Template While the models may help a Resource Provider get started, all MRPs should be developed using the Microsoft Excel Mission Ready Package template or within the Mutual Aid Support System, MASS found on the EMAC website at Since the MRP template can be uploaded into MASS once completed, starting with the template is the best place to begin. First download the Excel template from the EMAC website and save it to your computer. No password is needed to access this feature on the website. Open the EMAC website ( and place your cursor on the Resources link on the home page task ribbon and select Mission Ready Packages from the drop-down box. Next, select the Get Started link as shown in the following screenshot. Select the MRP workbook that best fits the number of personnel in your resource. Once downloaded, be sure to save a copy of the MRP on your computer before entering any information. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 11

12 Preparing to Develop Your MRP These recommendations will help you organize and prepare to develop your MRP: The MRP template is an electronic Microsoft Excel Workbook that was developed by NEMA. It will help you organize your capability. The MRP is not a substitute for receiving EMAC education. Taking an online course can help you learn what costs are eligible and mission expectations for Deploying Personnel. Your MRP is unique for your specific resource. MRP models on the EMAC website are designed to aid you in determining what may be included on your MRP. Collaborating with others in your department/agency that have expertise in missionrelated resources will aid in developing a strong MRP. Building your MRPs with input from peers in other states will help standardize MRPs in terms of similarity of composition and mission purpose. Checking whether the resource fits the criteria for a national Tier 1 resource type definition or job title/position qualification will ensure consistency with NIMS principles for resource typing so the Requesting and Assisting States can be certain the resource request and offer match in capability, skill, and qualifications. Exercise your MRP to ensure the cost estimates, limitations, footprints, and time needed before the resource is able to deploy are accurate. At some point, you must solicit assistance from finance and administration personnel in order to complete the cost-estimation worksheets. Getting finance and administration staff engaged early in the process will familiarize them with the financial data needed to complete the MRP process. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 12

13 The MRP Excel Workbook As you can see, the workbook has 6 worksheets: Commodities, and Other. The MRP worksheet has the primary resource information and cost estimate totals while the other worksheets are for developing your cost estimate based upon the travel, personnel, equipment, commodities, and other costs. You can navigate between the worksheets by selecting the worksheets (tabs) at the bottom of the workbook. MRP, Travel, Personnel, Equipment, The MRP template cannot be altered without breaking compatibility with the EMAC Operations System (EOS) and the Mutual Aid Support System (MASS) Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 13

14 Important MRP Workbook Notes Throughout the MRP you will see notes in the upper right corner that are visible in a pop-up box when you place your cursor over the field with the red triangle (smart tag). You can only enter data in the white information fields. Fields in any other color than white are protected and will not accept data. This is important to remember when completing Sections 14 through 20 on the MRP worksheet pertaining to costestimation. Friendly reminders (in yellow boxes) are visible in these sections to direct you to the proper worksheet. All estimated cost data you enter into the travel, equipment, commodities, and other worksheets will automatically total and populate into the appropriate corresponding Sections in the MRP worksheet. When the State EMA requests a cost estimate from a Resource Provider, entering the travel data and reviewing the MRP for accuracy before sending it to the State EMA will expedite the exchange of information during the EMAC Request and Offer Phase. The State EMA will upload the MRP into the EMAC Operations System (EOS) and use it as the basis of the offer for the Assisting State. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 14

15 Entering data into the MRP Template Let s walk through the MRP template and identify the type of information needed in each section/worksheet. Select the MRP worksheet from within the MRP workbook. Row 2: The State EMA enters the tracking number used in their particular system to track state resources. The number entered here automatically populates in every corresponding field throughout the entire MRP Workbook. The Resource Provider will leave this blank. Row 3: For Resource Providers, enter the tracking number used in your system to track your resources. The number entered here automatically populates in every corresponding field throughout the entire MRP Workbook. Row 5: Notes on MRP Development: Development of a Mission Ready Package does not guarantee deployment on an EMAC mission through your State Emergency Management Agency (State EMA). Development of the MRP should be coordinated with your State EMA. NIMS Resource Typing/Job Positions/Qualifications are not a requirement for developing an EMAC MRP as all resources are valuable. All costs are estimated based on current data and should be validated at the time the MRP is requested. Costs may vary from the costs estimated in the MRP or the actual costs incurred during the deployment. Therefore, the MRP should be maintained in an operational state of readiness to facilitate both deployment and reimbursement requirements. Row 7: Section 1: Enter the Mission Ready Package s title. This title should provide a clear definition of the resource being packaged. For example: Type II Incident Management Support Team. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 15

16 Row 9: Section 2 Enter the governmental jurisdiction and department/agency name. This is the primary owner or employer of the resource. Rows 10-12: Section 3: Enter the physical address/location information of the Resource Provider. Do not enter P. O. Box mailing information. The physical location must be shown so the location can be geo-coded into the EMAC Operations System (EOS) and the Mutual Aid Support System (MASS). Rows 13-15: Section 4: Enter the name and contact information for the individual most knowledgeable of the MRP and its contents and who is responsible for maintaining operational readiness of the MRP. This should be the individual the State EMA will contact to determine availability for deployment and who can provide any updated information from during the EMAC Request and Offer Phase. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 16

17 Row 16-19: Section 5: NIMS Resource Typing (if applicable): This section reflects the national Tier 1 NIMS resource typing definitions and job titles/position qualifications. If the resource has a corresponding NIMS typing definition or job title/position qualification, simply enter that data into this section. If your resource does not meet a Tier 1 NIMS resource typing definition or job title/position qualification, you would leave this section blank. Reminder: You can still Mission Ready Package your resources if they don t align with the Tier 1 national NIMS resource typing definitions or job titles/position qualifications. If your resource does not meet a national NIMS definition, leave this Section 5 blank; but, be sure to describe the resource in plain, simple, thorough language consistent with NIMS principles for resource typing so the Requesting and Assisting States can be certain that the resource request and offer match in capability, skill, and qualification. Rows 20-21: Section 6: If your jurisdiction/state utilizes, Emergency Support Functions (ESFs), enter the ESFs that will be supported by this MRP. As a reminder, the ESFs are listed below: ESF1 Transportation ESF2 Communications ESF3 Public Works and Engineering ESF4 Firefighting ESF5 Emergency Management ESF6 Mass Care, Housing, and Human Services ESF7 Resources Support Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 17

18 ESF8 Public Health and Medical Services ESF9 Urban Search and Rescue ESF10 Oil and Hazardous Materials Response ESF11 Agriculture and Natural Resources ESF12 Energy ESF13 Public Safety and Security ESF14 Long-term Community Recovery and Mitigation ESF15 External Affairs Rows 22 23: Section 7: Mission Capabilities: Enter the composition and capabilities of personnel included in this MRP to perform the assigned mission. The capabilities may include a description of various mission functions, services, and tasks relating to the MRP Title that will be performed by the MRP. Note: The detailed descriptions provided in Sections 7 & 8 can greatly facilitate how resources are requested Rows 24 25: Section 8: & offered by EMAC Member States Detailed Resource Description: Enter a detailed description of the resources assigned to this MRP. This description may include such information as the specific skill sets of team personnel, specialized training and experience, licenses, certificates or other qualifications that may be required by the Resource Provider to perform the functions and services described in the Mission Capabilities statements in Section 7. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 18

19 Row 26: Section 9: Resource Is: Identifies whether the resource is fixed and expected to operate from a defined location or mobile and capable of operating from various field locations within the Requesting State. Clicking on the space will cause a drop down box to appear. Select the appropriate choice. If the MRP is a mobile asset but does not provide a built in transportation component or will rely on transportation provided by another resource, please note these requirements in Section 11 (Limiting Factors to the Resource) & Section 12 (Logistical Support Needed During Mission) or Section 14 (Travel) respectively. Rows 27 28: Section 10: Space and Size Requirements Needed to Carry out Mission: Identify the footprint of this MRP (the space and size required for it to adequately function). Try and be as specific as possible so these provisions can be met and not impede the MRP from setting up and performing its assigned mission. Rows 29-30: Section 11: Limiting Factors to the Mission: List any actual or anticipated factors that could potentially limit the performance of this MRP. Examples of limitations may be as follows: personnel shift requirements are a standard 10 hours a day (not 12 as may be expected); no maintenance component included to service equipment; security needed for pharmaceutical stock-piles; not self-sufficient (will require logistical support); deployment limited to one-week duration; resource does not have a transportation component included, etc. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 19

20 Rows 31 32: Section 12: Enter logistical support requirements needed to support the MRP during the mission. Logistical support may include information or provisions for transportation, communications and interface connectivity, billeting and feeding, electricity, or sanitation requirements for personnel assigned to the MRP. Many of the items listed in Section 12 can be derived from Section 11 (limitations) Rows 33-34: Section 13: Deployment Timeline: Enter the estimated timeline, in number of hours, required for this MRP to deploy after receiving initial notice that the resource is authorized to deploy from your State EMA (Assisting State). This is written as an N+ (notification +) in hours. Example: If the resource would require 9 hours from notification until being ready to deploy, simply enter 9 in the field. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 20

21 Rows 36-42: Section 14: Travel: Totals from the Travel worksheet are displayed on lines These fields cannot be edited from the MRP worksheet. In the white box, enter transportation requirements for the MRP. Examples of transportation requirements include waivers of tolls on highways to the Requesting State, directions to Incident Command Post/Command and Control Center/or local/state EOC where MRP will operate, or ingress/egress instructions for accessing security points. If the MRP is a mobile asset but does not provide a built in transportation component, or will rely on transportation provided by another resource, it should be noted here. Rows 45-54: Section 15: Personnel: The first two rows (47 and 48) contain the totals from the Personnel worksheet. You will need to enter information in the 3 fields below the totals: List Personnel by Type (if applicable): in this section, you can list personnel by job titles. Identify the minimum licenses or certifications carried by the personnel on the mission: Personnel should take with them a copy of their license/certification as it may be needed for insurance purposes in the Requesting State. The minimum licenses/permits/certifications carried by personnel on the mission should be listed. This will enable the Requesting State to ensure the qualifications of personnel meet established minimum standards. Requirements for rotation of personnel: In some cases the mission includes multiple rotations of personnel. For example: Rotation 1 may include 10 personnel for 14 days followed by a second team of 10 people for 14 days. This will increase the travel costs associated with the mission. However, this rotation is necessary to meet the request for a 28 day mission. In these cases, it should be noted so expectations can be set for the Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 21

22 duration of the mission. When rotations of personnel do occur, it is standard to have a one-day overlap of personnel to allow for briefings and exchange of situational awareness. Rows 55 64: Section 16: Equipment: The first two rows (57-58) display the cost totals from the Equipment worksheet. There are three sections that should be completed in Section 16, as detailed, below. List all Equipment Requirements: Equipment requirements depend in large part on the type of equipment assigned to the MRP and the complexity of operating and maintaining the equipment. Some examples may include: Connectivity with communication networks and internet access must be provided Equipment can be operated for only 8 hours per day Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 22

23 Identify the Type of Property (Expendable, Accountable, or Sensitive): Enter specific details as to the number and kind of equipment being used, and note if the equipment is expendable, accountable, or sensitive. It is not necessary to cite how the equipment will be utilized or operated. Identify any maintenance and rehabilitation requirements needed for this equipment: Enter any maintenance or rehabilitation requirements for this equipment. These requirements may occur during deployment or immediately upon demobilization yet are mission related requirements. Some examples may include: Equipment must be decontaminated at the end of each shift Equipment must be decontaminated and rehabilitated immediately upon return to home duty station Vehicles must be serviced and maintained daily, etc. Rows 65 67: Section 17: Commodities: All of the data in Section 17 is derived from the Commodities worksheet. There is no additional data to enter here. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 23

24 Rows 68 71: Section 18: Other: All of the data in Section 18 is derived from the Other worksheet. There is no additional data to enter here. Rows 73 81: Section 19: Estimated daily costs are generated below. These are only approximations for daily costs and may not accurately reflect true daily costs: Section 19 can be used as an optional costestimation tool by Resource Providers desiring to determine mission costs based on a dailycost-basis. Using fields in this Section still requires that estimated cost data be entered into the corresponding worksheets prior to completing this section. Once the estimates are entered into the appropriate worksheets, this data will automatically populate into the proper fields in Section 19. You will need to enter the total number of estimated mission days into the field to the right of the red text. The worksheet will then calculate the estimates based upon the number of days. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 24

25 Rows 83 86: Section 20: Total Mission Ready Package Estimated Costs: The totals from each of the worksheets (Travel, Personnel, Equipment, Commodities, and Other ) are automatically populated in this section and added together to obtain the estimated total mission costs. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 25

26 Cost-estimation Worksheets in the MRP Workbook You have completed as much information as you can on the MRP worksheet. It is time now to focus on the five cost-estimation worksheets: Travel, Personnel, Equipment, Commodities, and Other. You will soon find out why it was recommended that you involve finance and administration personnel in the MRP development process as much of the information needed will require detailed cost estimates. Travel Worksheet Select the Travel Worksheet and review the tutorial comments in each of the yellow highlighted boxes. These tutorial comments explain how costs are calculated for each travel related category. To ensure accuracy, travel should be calculated once the deployment location is known. reimbursement request. Since you don t know the deployment location you may report to, you can t accurately estimate travel costs. You should research your jurisdictional/state policies to ensure travel costs in your MRP will be consistent with the policies of your jurisdiction/state. During the reimbursement process, you will submit the agency/state policy along with your Let s look at each of the travel related categories and review guidance that will help you quickly complete each section once a deployment location in the Requesting State becomes known. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 26

27 Vehicle Costs: Vehicle costs may be from a personally owned vehicle, a rental vehicle, or government owned vehicle. You should always use your agency policy rate. If your agency does not Personal vehicle rates are calculated at the have a rate, you would use the state agency rate. If the agency does not have a policy, you will use the state policy. If the state policy rate. If you do not have an does not have a policy, you should use the agency or state policy rate, you would federal rate at default to the federal rate found at Rental vehicles are calculated at the actual vehicle rental rate, insurance (if purchased), and fuel purchases. You will need a zero balance receipt demonstrating that you paid for the rental of the vehicle. Government owned vehicles are generally reimbursed for fuel only but the agency or state may have a policy that charges a rate that is inclusive of both the mileage and fuel. Air Travel: Air travel and baggage fees use the actual purchase price or fees. You will need a zero balance receipt to demonstrate payment of air travel and receipts from baggage fees during the reimbursement process. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 27

28 Meals/Tips: Estimate the cost of meals/tips based upon your existing agency or state policy. Some agencies/states pay per diem while others require actual receipts. In either case, you would use your agency or state policy to determine how meals will be reimbursed and then calculate estimated costs based upon this established reimbursement procedure. If your agency does not have a standard meal rate, you would use the state policy rate. If you do not have an agency or state policy rate you would default to the federal per diem rate found at Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 28

29 Lodging: Lodging in disaster areas may be in high demand and short supply. Base your estimated lodging cost on the best available rates at the time of booking. When attempting to secure lodging, request state/local government rates. Some jurisdictions may have a maximum allowable rate they will pay, so check with your agency/state to determine if this policy applies when traveling out of state so your reimbursement package would be consistent with your jurisdictional policy. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 29

30 Parking Fees Parking fees can be estimated prior to an event. Obtain the parking lot fee, and then calculate that rate times the number of vehicles by the number of deployment days in the mission request. Keep in mind that rates may change over time so you may need to update this cost when maintaining your MRP. You will need to retain the parking receipts in order to receive reimbursement. Shipment & Transportation Costs Shipping and transportation costs can only be estimated once the deployment location is identified based upon shipping rates by providers. Reimbursement for shipping/transportation costs is based upon actual receipts. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 30

31 Personnel Worksheet As you know, personnel salary data is extremely sensitive and generally not privy to others outside of finance/administration unless a state employee (where a salary may be public information). Due to the sensitive nature of salaries, position titles may be inserted in lieu of names. This maintains the MRP longer over time as a team s composition may change. It is possible your entity require that only finance/administration personnel complete this portion of the worksheet to ensure that personnel information remains on a close hold basis. Check with your agency to determine how best to complete this section. It is possible they may be able to give you titles with salary amounts that are generic to those job positions. The personnel worksheet provides a column for all applicable salary costs: First name Last name Phone: This should be a mobile number that can be used to reach this individual during the deployment. This should be an the individual can access during and after the deployment. Regular salary hourly rate Fringe benefit hourly rate Number of regular salary hours expected to work per day Overtime salary hourly rate Fringe benefit hourly rate Number of overtime salary hours expected to work per day Number of mission days Prior to a deployment, you should insert the names of the personnel to ensure they are listed on the official EMAC mission documentation. Contact information of personnel may be used in an emergency to contact Deployed Personnel or to send after action surveys. Only personnel listed on the official EMAC documentation are covered by the Compact s protections during the deployment. Some personnel, such as National Guard are paid a rate per day. In these cases, you can divide the rate per day by the number of hours they are expected to work per day. Enter the resulting number under the regular salary rate and enter the number of hours they are expected to work per day in the appropriate column. The daily rate should correspond to the rate per day. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 31

32 The cost totals (total daily cost and total mission cost) will automaticaly calculate in the form once the data has been entered. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 32

33 Equipment Worksheet Equipment costs are calculated at hourly rates or at fixed mission rates. Most costs are estimated at an hourly rate. However, some Resource Providers may opt to charge a fixed rate for equipment use, regardless of the length of deployment. The totals for either option will automatically calculate. You should check with your agency to determine if you have standard equipment rates. If you do not, you can use the state equipment rate. If your agency and state do not have standard equipment rates, you can use the federal FEMA equipment rates. Your MRP and reimbursement package should both follow your jurisdictional policies. FEMA equipment rates are available through the website at Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 33

34 Commodity Worksheet Commodities are considered to be any expendable or consumable items such as office supplies, water, ice, snacks, fuel, and other one-time-use items. You can also package commodities. For example, if you have a standard kit you use on patients on an EMS deployment, package them into a single kit and then calculate the estimated cost for the number you would take on that mission. This will save listing each individual item. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 34

35 Other Worksheet Other costs include anything that would not necessarily fall under equipment (non-expendable resource) or commodity (expendable resource) categories. Examples may include such costs as mobile phone fees, laundry, decontamination of equipment, vaccination or inoculation, equipment rental, shipping, and other costs not specifically listed elsewhere within the MRP workbook. These items can be listed by two different cost methods: 1. Quantity (item x quantity) or 2. Rate per day (rate per day x quantity x # of days used). The totals will automatically calculate. Do not list items both by quantity and rate; enter only one or the other by line item. Once all of the cost estimation worksheets are completed, you can go back to the MRP tab to review the cost totals for the mission and to enter the number of mission days in Section 19 if you wish to see the estimated daily rate for the MRP. Keep in mind that your MRP is based upon estimated costs. Actual costs during an EMAC deployment may differ from the estimated costs in your MRP. As a result, your MRP (developed pre-event) and your reimbursement package (developed postevent) will likely not be identical. However, the MRP is the foundation for the reimbursement of actual mission costs as it was the basis of the offer of assistance. Following a deployment, it is a good idea to review your MRP to ensure you have captured costs that you may not have considered prior to the deployment. Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 35

36 Maintaining Your MRP You should establish a formal review process to update your MRP to maintain it in a state of operational readiness. Consider conducting a semi-annual review of your MRP so you can maintain the goal of minimizing the time between the request and offer when your resource is called upon to respond. Need More Information? Visit the EMAC website for a tutorial on the MRP and for more information on developing your MRP! Copyright NEMA 2014 Job Aid: Developing an EMAC MRP 36