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Instructions for using the PW TEMPLATE Excel Spreadsheet Workbook PowerPoint PPT Presentation


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FEMA. Instructions for using the PW TEMPLATE Excel Spreadsheet Workbook. To activate the Tutorial, select the slideshow icon ( ) in the lower left corner. PROCEED. The following is an interactive presentation which provides guidance and

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Instructions for using the PW TEMPLATE Excel Spreadsheet Workbook

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FEMA

Instructions for using the

PW TEMPLATE Excel Spreadsheet Workbook

To activate the Tutorial, select the slideshow icon ( ) in the lower left corner.

PROCEED


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The following is an interactive presentation which provides guidance and

instructions on using the PW TEMPLATE Project Worksheet

The next screen is an Index of all the “Tabs” within the MS excell program.

Simply click on the button to access the instructions for that particular page

In the PW workbook.

Some instructional screens will have a “NEXT”, “BACK” and “INDEX” button

at the bottom.

Selecting “NEXT” will take you to the next instructional screen for that “Tab”

of the workbook.

Selecting “BACK” will take you back to the previous instructional screen.

Selecting “INDEX” will take you back to the index screen.

On the last instructional screen for the “Tab” you selected, only a “Back” and

“INDEX” button are offered.

To end the instructional presentation, select “Esc” on your keyboard.

PROCEED


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Site Sheets

Backup

Do Not Scan

PNP

Questionnaire

Sample

Exit Brief

INDEX

To select an instructional topic, click on the subject button. Buttons are color

Coded to match the color of the “tabs” on the PW Workbook.

Hazard

Mitigation

Summary

Labor

Summary

Main

Project

Worksheet

RPA

Equipment

Summary

Repetitive

Loss

Scope

Continuation

Contract

Summary

Applicant Info

Location Map

Cost

Continuation

Fringe Benefits

Special

Considerations

Materials

Summary

FIRMette

Rental

Equipment

Payroll Data

Photos

Hazard

Mitigation

Equipment

Inventory

Summary

Not operational yet

Back to Beginning of Presentation


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Basic Notes

Scroll Bars

(Click and drag –

will move page up / down, left / right)

PW Page Selection Tabs

(Left Click with mouse to open page)

CAUTION

Selecting “Update Cost Codes could result in incorrect cost estimate. These Codes and corresponding Cost are based on National. Each Region may Have different cost. The FEMA Equipment Rate Schedule Is based on National, dated 28 Aug 2005 which is the most current.

INDEX


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Request for Public Assistance (RPA) Form

NOTE:Form must have DHS/FEMA heading, Correct

Paperwork Burden Disclosure Statement,

and Correct O.M.B. number and date .

Form can be completed by typing

Information into the shaded field;

or can be printed out and filled

In by pen.

Option: “Applicant” and “County” fields can be

automatically filled by completing the

“Applicant Info-Fill Out First” Tab.

INDEX


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“APPLICANT INFO-FILL OUT FIRST” Tab

This screen is the base screen used to populate all the forms within the PW TEMPLATE workbook. Screen must be filled in to transfer like data, and produce PW / Disaster specific options.

VIEW

VIEW

VIEW

VIEW

Click the NEXT or VIEW button to proceed to the next instructional screen.

INDEX

NEXT


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WARNING

Deleting this page will eliminate all links

to the forms.

Use the drop down menu arrow to

select disaster type, “DR” or “EM”

Date of Site Visit or PW Written

Enter the DR or EM number only,

ie. 1736

Fields that this entry populates

are limited in space.

Enter state abbreviation only.

1/15/08

1736

Enter County name

DR

MO

Enter Applicant name.

NOTE: Name should be entered

as it appears in NEMIS

Buchannan

St. Joseph, City of

A

123-34567-00

Enter Applicant FIPS number

as it appears in NEMIS

SJ-001

Use the drop down menu arrow to

select category of work: A, B, C, D, E, F, G.

Enter Project Reference Number

as assigned by PAC.

NOTE: NEMIS is limited to 7 characters,

DO NOTexceed 7 characters.

BACK

INDEX

NEXT


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Entries made in the following fields populate to the

appropriate form where signatures or information is

needed:

PW Prepared By, Preparer Title, Public Assistance Coordinator,

State Representative, Applicant Representative,

Applicant Representative Title, Applicant Representative Phone No.

For a single site (damaged structure,

culvert ect.) enter the physical location.

For multiple sites/areas, the applicant

address should be entered.

Enter the “facility” that

sustained damage.

NOTE: “Emergency Protective Measures”

Is not a facility, that is a category of work.

Used for “Completed Work”,

enter the inclusive dates that

work was performed.

NOTE: Dates entered should

Correspond to dates on

Summary Sheets.

Date entered is populated to the

Exit Brief form.

BACK

INDEX

NEXT


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Only used if disaster

declaration has

an authorized 100%

funding window.

Select Category

of Work and 100% funding data fields

will activate.

Enter funding window as

identified in disaster guidance.

Use drop down menu to Select “YES” or “NO”

Enter dates applicant has selected for their 72 hour window.

Once data fields are completed this will generate a standardized statement

at the beginning of the Scope of Work on the PW.

BACK

INDEX

NEXT


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Insert “Y” into the data field if project is to be written as a PA Pilot Program Project, for Category A work, with Force Account Labor Regular-Time Hours Option.

Selecting “Y” will allow the

Force Account Labor

Summary Sheet to calculate

cost for regular hours.

NOTE: For all other categories of work

(B, C, D, E, F, G), leave blank.

NOTE: For Category A projects, being

Written and NOT using the Regular Hours

Labor Option – select “N”

BACK

INDEX


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Basic Data populated from

“Applicant Info-Fill Out First”

Tab.

Use this form if the

applicant plans on using an

average benefit rate for ALL

employees being claimed

on project.

Roll mouse cursor

over cells for instructions

Check blocks for all areas

that apply to Overtime Fringe.

At a minimum “Social Security”

and “Medicare” should be

checked.

NOTE: Scroll down to bottom of

Form for applicant signature block.

INDEX


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Click to READ

CAUTION

Use

“Add Additional Row”

button to add rows if needed.

Inserting a row, will

place it at the top of

the form, below

sample entry.

Form will hold

up to 10,000 employees

Sorting the list will put

all the employee names in

alphabetical order – this

becomes very beneficialwhen completing Force

Account Labor Summary

Sheet.

NOTE: This page must be filled out in order

for the Labor and Equipment Summary pages to

Function as intended.

INDEX

NEXT


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Check YES if average rate is

to be used. Fringe Benefit

as calculated on Fringe Benefit

Tab will populate this page.

No entries need to be made

for individuals.

Check YES only if Exempt employees

are eligible for overtime as specified in

applicants employee pay policy.

If overtime rate is above 1.5 times regular rate, for ALL employees, as specified in applicant pay policy, change to authorized rate.

If individual rates are to be used, check NO, and

this area must be filled out for each individual.

Enter all employees, job title, pay status, regular pay rate, then “Sort”

NOTE: There is no form designed that will accommodate all applicants, or all situations as not all applicant payrolls are simple. Issues such as Comp-Time, different overtime rates for employees, different overtime for holidays, will require hard data entries on the Labor Summary Sheet. This will require un-protecting the Labor Summary Form. See the Advanced Tutorial for these type of issues.

BACK

INDEX


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READ before

filling out form

Completion of this page provides ease and quick

entries onto the Force Account Equipment Summary Sheet.

Provides choice of either hard entry of equipment,

or input through FEMA Equipment Rate search.

Provides ease of changing operators through drop down menu selection linked

to Payroll Data page.

Can list up to 10,000

pieces of equipment

Allows formatting for numerous pieces of same type of equipment, and numerous operators for same piece of equipment.

INDEX

NEXT


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Truck, pickup (32)-2

Inputting Vehicle Information Manually

Make and Model

is optional

Vehicle HP and FEMA Cost Code

entered manually (typed in)

Vehicle Type entered

manually (typed in)

Use drop down menu to Select operator

NOTE: Selecting the “Sort” option on the

Payroll Data tab provides ease of locating

employees using the menu.

CAUTION

If operator names are not selected using

Drop Down Menu, the labor to equipment hours

imbedded check will not work.

(See Notes on Equipment Summary Form)

Identifies Vehicle Number

Identifies Second operator

of same vehicle

BACK

INDEX

NEXT


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Inputting Vehicle Information with Cost Code Search

Select Search

Scroll to locate equipment,

then select equipment

Select “Copy to

Project Cost”

Select “Yes”

BACK

INDEX

NEXT


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Use the Insert/Delete Row buttons to add/remove rows if needed. Adding a row will place it at the top of the list, then use the “Sort” to list equipment in alpha-numeric order. Inserting rows manually might not always carry over the correct links on the Equipment Summary Sheet.

Using the Sort option will place

equipment in alpha-numeric order

Line automatically entered

using the Cost Code Search

Vehicle Identification,

and any additional operator

designator must be entered

manually after Cost Code

Search inputs line item

Operator selected

from drop down menu

CAUTION

If operator names are not selected using

Drop Down Menu, the labor to equipment hours

imbedded check will not work.

(See Notes on Equipment Summary Form)

BACK

INDEX

NEXT


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“VARIOUS” should only be used for

equipment that does not require a

“Hands-On” operator for operation.

In some cases, “tools”, such as chainsaws

are operated by numerous personnel

daily – check with PAO / PAC on whether

“VARIOUS” will be acceptable.

VIEW

VIEW

“Click” for an expanded

explanation on multiple

pieces of equipment

with 1 operator (pickup,

trailer, backhoe)

“Click” for an expanded

explanation on equipment

that requires a dual

selection of Equipment

Codes (bucket truck)

BACK

INDEX


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Scenario: Alan Smith hauls a backhoe to a worksite on a trailer attached to a pickup truck.

This is 3 eligible pieces of equipment being operated by 1 person.

Since equipment trailer requires

a host vehicle it needs to be

associated with the “prime”

mover, in this case, a Pickup

Truck, vehicle No. 32.

Since Loader is associated

with 1 operator, and haul

vehicle – a manual entry

into the Comments helps

clarify this for personnel

doing review.

Mr. Smith is entered as the

operator for all 3 pieces of

Equipment.

Identifies equipment as pickup truck # 32,

with a second operator over the period

covered on the project.

BACK

INDEX


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Equipment Requiring Two Codes

Step 1:

Locate Item

Step 2:

Copy to Project Cost

Step 3:

“Yes”

NOTE: Identifies the need to use two pieces of equipment to get the rate for the “prime” piece of equipment.

Step 4:

“OK”

Step 5:

Select each of the pieces of equipment that

makeup the prime equipment.

Then select “Copy to Project Cost”

BACK

INDEX

NEXT


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Equipment Requiring Two Codes - Continued

Manual entry should be

placed in the Comments

Column as to which Codes

were used to determine the

overall cost

Manual entry required in the

HP and Capacity/Size Columns

BACK

INDEX


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Allows Regular Time

Computation to

accommodate

PA Pilot Program.

Forwards payroll data

From PAYROLL DATA page.

Only eligible hours for eligible work

are entered. PS must still verify/check

Applicant payroll records (timesheets)

To ensure accuracy.

INDEX

NEXT


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Employee is selected from drop down menu. Payroll

Data is then populated into blue shaded areas from

PAYROLL DATA page.

Eligible hours are entered

and cost is calculated.

BACK

INDEX

NEXT


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CAUTION

Us only the “ADD NEW PAGE” button to

add pages. Do not COPY page and create

a “new” TAB. The new tab will not link

back to the PAYROLL DATA page.

Page provides separate

computation into Regular

and Overtime hours and Pay.

New page is added directly

below first page.

GRAND TOTAL is

carried forward from

calculation of all pages.

If this is a continuation of employees then enter same start date as the

first page. If this is a continuation of “days” worked, then enter next date

After last date on preceding page.

BACK

INDEX


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Equipment information is populated from EQUIPMENT INVENTORY page

Eligible hours are entered and cost

calculated based on the current

FEMA Equipment Rate Schedule.

INDEX

NEXT


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CAUTION

Us only the “ADD NEW PAGE” button to

add pages. Do not COPY page and create

a “new” TAB. The new tab will not link

back to the EQUIPMENT INVENTORY page.

New page is added directly

below first page.

Select equipment from drop down menu and equipment information is retrieved from EQUIPMENT INVENTORY page.

BACK

INDEX

NEXT


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Identifies the Labor Sheet

line number where labor

hours are recorded.

Identifies a discrepancy between the labor and equipment hours and date.

Spreadsheet provides an

embedded quick check to

compare labor to equipment

hours. Can be accessed by

using the option button or

by use of the vertical scroll

Bar.

NOTE: Quick check application is NOT FOOL PROOF. Program will only check 1 employee, against 1 piece

of equipment on that day and compare the labor hours recorded against the equipment hours entered. The

Program will not take into account if the wrong operator was entered on the EQUIPMENT INVENTORY page.

BACK

INDEX


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Enter information

from Invoice.

NOTE: Summary form is only used to record

ELIGIBLE COMPETED WORK. This is not an

estimating form for Work to be Completed.

Do NOT put Work to be Completed cost on

Summary sheet.

Enter total invoice amount, then only the eligible

cost that pertains the project. Provide a quick

comment if invoice and eligible cost are different.

Provide a detailed NOTE in the PW as to why

there is a difference.

INDEX

NEXT


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CAUTION

Us only the “ADD NEW PAGE” button to

add pages. Do not COPY page and create

a “new” TAB. The new tab will not bring

forward total cost for all pages onto the first page

New page is added directly

below first page.

Program will forward

total cost from all pages.

BACK

INDEX


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Enter information

from Invoice and/

or stock information.

NOTE: Summary form is only used to record

ELIGIBLE COMPETED WORK. This is not an

estimating form for Work to be Completed.

Do NOT put Work to be Completed cost on

Summary sheet.

Enter total invoice amount, then only the eligible

cost that pertains the project. Provide a quick

comment if invoice and eligible cost are different.

Provide a detailed NOTE in the PW as to why

there is a difference.

INDEX

NEXT


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CAUTION

Us only the “ADD NEW PAGE” button to

add pages. Do not COPY page and create

a “new” TAB. The new tab will not bring

forward total cost for all pages onto the first page

New page is added directly

below first page.

Program will forward

total cost from all pages.

BACK

INDEX


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Enter information

from invoice.

NOTE: Summary form is only used to record

ELIGIBLE COMPETED WORK. This is not an

estimating form for Work to be Completed.

Do NOT put Work to be Completed cost on

Summary sheet.

Enter only the eligible cost that pertains the project. Provide a quick comment if needed and

Follow up with a detailed NOTE in the PW if needed.

INDEX

NEXT


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CAUTION

Us only the “ADD NEW PAGE” button to

add pages. Do not COPY page and create

a “new” TAB. The new tab will not bring

forward total cost for all pages onto the first page

New page is added directly

below first page.

Program will forward

total cost from all pages.

BACK

INDEX


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Enter Scope of Work details

(materials, estimates) into field.

Enter cost line items,

Quantity, Unit, Unit Price.

Form will calculate total cost.

Signatures are not an

approval of the proposal,

only a recommendation.

INDEX


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Check box if hazard

mitigation is being

recommended.

Check box if hazard

mitigation is not feasible.

If mitigation is not feasible,

state reason(s) why.

(Example: Work partially completed

and would require retrofit ).

Check box if hazard

mitigation is considered

a good construction

practice based on past

application by the

applicant, or one of the

hazard mitigation

handbooks.

Explain mitigation reasoning if it

does fall within any of the above

reasons.

Check boxes for

applicable mitigation

policy.

Enter cost / percentage

Information if mitigation

is being proposed.

Check box if hazard

mitigation is being

Proposed by applicant.

INDEX


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Form is used to assist in developing a Cost Benefit Analysis (BCA) when needed.

Check appropriate blocks if damaged facility has been damaged before.

Check type of event in which damaged occurred and date.

Check any type of proposed or completed mitigation prior

to current event.

Enter previous DR, PW, and PW Version number if applicable.

Give summary of details of previous damages sustained. Give information regarding any past PWs, mitigation proposals, cost.

INDEX


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Creates new map page

directly first page.

Map can be copy and pasted

onto form from Streets and Trips

INDEX

NEXT


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Step 1

Use box option then

click and drag box over

desired map area

Step 2

Select EDIT,

then COPY MAP.

Return return to PW

BACK

INDEX

NEXT


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Step 3

Right click with mouse and

Select PASTE. Click and drag

to size or position map.

BACK

INDEX


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Creates new map page

directly first page.

Detailed instructions

on inserting a FIRMette

Click YES for a direct access to

FEMA Map Center

INDEX

NEXT


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Selecting YES from the Instructions block

provides direct link to Map Center

NOTE: Detailed step-by-step instructions on creating a FIRMette

Can be found on file:

“How to Make a FIRMette.ppt”

BACK

INDEX

NEXT


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Drag FIRMette from Map Center

onto PW page and size or center

as necessary.

BACK

INDEX


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Creates new map page

directly first page.

Instructions on reducing photo file size

to reduce overall file size of the project.

INDEX

NEXT


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DHS/FEMA heading, OMB No. and date; and DHS/FEMA Disclosure Statement is MANDATORY on the PW or it is not considered a valid document for filing a claim.

The written Project Worksheet is the “OFFICIAL” claim form for federal funding.

Date entered should be the last

Date of “Work Completed”

being submitted and match the

Last date of entries on the

Summary Sheets attached.

Blue fields are populated

from the “Applicant Info-fill Out First” page.

Percentage of Work Completed

is based off of the dollar amount

of Completed Work and total

project cost

GPS location MUST be included.

Enter GPS location using decimal

degree.

Example:

Latitude: 38.76514

Longitude: -94.34567

INDEX

NEXT


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Step 2

Select INSERT PICTURE

Which will open a file search

window to locate photo to insert

Step 1

Click inside photo

field to activate cell

Step 3

Locate photo file

and select OPEN

Step 4

Photo will automatically

size itself to fit within

Photo box

Step 5

Use text field to give description of photo

BACK

INDEX


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Check appropriate answer as it pertains to project. Used to assist in identification of

possible 406 Hazard Mitigation projects.

Damage Description text field. Damage description should NOT contain

Scope of Work or Applicant “action” entries, or entries pertaining to

Work or task that the applicant did.

(You can view sample Damage Description entries from the INDEX page)

Check appropriate answers.

NOTE: DO NOT check any

Answers YES, unless you

have a YES or UNSURE

checked on the Special

Considerations form.

Scope of Work text field. Scope of Work narratives should be separated between Work Completed and Work to be Completed.

(You can view sample Scope of Work entries from the INDEX page)

BACK

INDEX

NEXT


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Cost and Total Project

Cost will self calculate

From the “Quantity”,

“Unit” and “Unit Price”

entries

Work Completed cost

from Summary forms.

Each entry into the Project

Cost Narrative is numbered

Work Completed and

Work to be Completed

are separated.

Used to bring forward any cost

from the Cost Continuation sheet

Signature Blocks

BACK

INDEX


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Blue fields are populated from the

“Applicant Fill-Out Info First page.

Adds next page directly

below first page.

Text box to continue Damage Description

And/or Scope of Work narrations. Also used

for Project Specific Notes.

INDEX


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NOTE: Cost for codes are based

on National Codes, cells are not

protected so “Unit Price” cost can

be adjusted for local area or

Disaster Specific cost.

Provides search

for Cost Codes

Adds next page directly

below first page.

Use drop down menu

To search for item, then

Select “Copy to Project

Cost.”

Select YES and item

will post to next

empty line on sheet.

NOTE: Total cost will

Transfer to front of PW.

INDEX


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Check appropriate answer

for each of the 9 questions.

Any question answered YES or UNSURE requires

an explanation comment placed in the text field.

NOTE: From is required to be submitted with all

projects even if all answers to questions are NO.

NOTE: If any question is marked as YES or UNSURE,

then the “Special Considerations Included” on the

front of the Project Worksheet is marked YES.

INDEX


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This form is tabulation of all the Summary Sheets

for Completed Work only. It does not include any

cost that might be for Work to Be Completed on the

PW or PW Cost Continuation Sheet.

NOTE: This form in NOT

required in all Regions, but

may be required in some.

Captures the total cost of

All Summary Sheets. Cost

Are populated directly from

The Labor, Equipment, Contract,

Materials, and rental sheets.

Text boxes available for

any specific details.

INDEX


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