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BSIR APPLICATION. Biannual Strategy Implementation Report (BSIR). November 16, 2004. Version 2.0. Provides a standardized web based reporting system that facilitates the reporting of financial information to the Office for Domestic Preparedness (ODP)

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BSIR APPLICATION

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Bsir application

BSIR APPLICATION

Biannual Strategy Implementation Report

(BSIR)

November 16, 2004

Version 2.0


Bsir purpose

Provides a standardized web based reporting system that facilitates the reporting of financial information to the Office for Domestic Preparedness (ODP)

Provides financial reporting on five grant programs in a consolidated format

SHSP, LETPP, CCP, and UASI

Provides project based reporting versus the line item reporting required under the Budget Detail Worksheet

BSIR Purpose


Bsir application

Overview of the ISIP/BSIR

  • Methods through which all Office for Domestic Preparedness (ODP), Department of Homeland Security (DHS/ODP) FY2004 grant recipients will report on their planned and actual grant expenditures in accordance with the goals and objectives identified in their Homeland Security Strategies (State, Regional & Dallas)

  • Facilitates the efficient and accurate collection of data to be reported to DHS, Congress, and other requesting agencies in a timely manner

  • The BSIR does not replace the Categorical Assistance Progress Report (CAPR). The BSIR represents the narrative section of the CAPR. (This is provided by the SAA).


Bsir benefits

Pre-populates specific ISIP reports by grant year to pre-populate recurring grant year BSIR reports

Provides a standard reporting format available to all reporting levels

Provides a real time status of reports at the state and federal level

Replaces Budget Detail worksheets

Final format of grant reports to ODP

BSIR Benefits


Bsir application

Easier

Reduces need forresubmissions

Web-based - no more burning disks and mailing them

Simplified format - less guesswork in filling out the financial information

Benefits of BSIR Web Application

Faster

  • Improved access - SAA will have immediate access to forms from locals

  • Pre-populated - only change data if different from ISIP submission

Better

  • Enhanced error checking ensures cleaner data. No more “REF#”

  • More Secure

  • More Informative - ties State grant financial data to State Homeland Security Strategies


Workshop content

Module 1BSIR Overview

Module 2Registration and Process Flow

Module 3BSIR Basic Operation

Module 4Grant Funding Module

Module 5Review, Approval and Submission

Workshop Content


Module 1

Module 1

BSIR Overview


Bsir application

Terminal Objective

The BSIR Technical Assistance (TA) will provide participants with the knowledge and skills necessary to complete and submit the BSIR.

To receive TA please contact either NCTCOG Staff or 1-877-612-HELP.


Bsir components

BSIR web address: https://www.reporting.odp.dhs.gov/

Five modules contain all of the BSIR activities

Submission from local jurisdiction through the NCTCOG to TEEX and then on to ODP.

BSIR Components


Bsir reporting requirements

Initial report will be submitted as the ISIP

Subsequent grant year reports will be through submission of the BSIR

TEEX completed the 2003 ISIP, it will be each jurisdictions responsibility to complete the BSIR every 6 months and the ISIP annually from 2004 forward.

Reports are submitted semi-annually as part of the CAPR

July – December period is reported by January 31

January – June period is reported by July 31

Final BSIR at closeout of grant

BSIR Reporting Requirements


Saa reporting timeline

SAA Reporting Timeline


Module 2

Module 2

Registration and Process Flow


Bsir application

Terminal Objective

At the completion of this module participants will be able to complete the user registration process and will have an understanding of the defined user roles and user status.


Bsir application

Enabling Objectives

Participants will be able to:

  • Describe the process of establishing a user profile and associated user account

  • Describe the 3 step registration process

  • Describe the User ID and Password considerations

  • Describe the operations available in the User Management module


Registration process

Initial visit to the BSIR Application: https://www.reporting.odp.dhs.gov/

Select “click here” to begin the registration process

Three step process

Enter contact information

Select user level (Federal, State or Sub-grantee) and user permissions (Jurisdictions and/or Urban Area)

Select a user name, password, and security question

Registration Process


Bsir log in

BSIR Log-in


Steps 1 and 2

Step 1: Enter contact information as requested

Step 2:

Select a user organizational assignment

Federal

State

Sub-grantee

Urban Area may be selected from the drop-down menu

Steps 1 and 2


Bsir user roles

BSIR User Roles


Step 1 registration

Step 1 Registration


Step 2 role assignment

Step 2 Role Assignment


Step 3 user id and password selection

Enter User ID and select Password

Password must meet complexity rules:

Must contain at least three of the following four characters:

Uppercase (A-Z)

Lowercase (a-z)

Numeric (0-9)

Special characters (#*$!)

Must be at least 8 characters long

Cannot have same characters in succession

Cannot be same password or contain similar strings of last six passwords in history

Case-sensitive

Step 3 User ID and Password Selection


Step 3 user id and password selection1

Secret Question

What is your first pet’s name?

What is your mother’s maiden name?

What is your father’s middle name?

What is your high school mascot?

Who is your childhood best friend?

Password will require change at least every 90 days (no prompt given)

Three failed attempts will lock out account

Do not share your user ID and/or password

Step 3 User ID and Password Selection


Step 3 user id and password selection2

Step 3 User ID and Password Selection


Registration approval steps

Registration Approval Steps


Bsir user status

BSIR User Status


Module 3

Module 3

BSIR Basic Operation


Bsir application

Terminal Objective

At the completion of this module participants will be able to explain the functionality of the five component modules in the BSIR.


Bsir application

Enabling Objectives

Participants will be able to:

  • Describe the purpose for each of the five component modules in the BSIR

  • Describe the process for each of the five component modules and reinforce with an example.


Returning user

Enter User ID and Password to gain entrance to the BSIR

Begin a BSIR session

Initial session page

Select a module on the left side to proceed with specific functions

Select a tab at the top to enter BSIR specific information

Returning User


Bsir session

BSIR Session


Bsir application

BSIR Modules

  • Organization Structure

  • User Management

  • Grant Funding

  • Review and Approval

  • Help


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Organization Structure (OS) Module

  • Purpose: Central location for the management of sub-grantees

  • Process: The state administrator will define all subgrantees. The assigned state users then link their assigned sub-grantees to their account

  • Example: A state with 342 jurisdictions may decide to have several state users to assist the SAA. In the OS module these state users will select which jurisdictions to be assigned to them. Later these BSIRs will be submitted and approved by the assigned state user


Organization structure

Organization Structure


Bsir application

User Management (UM) Module

  • Purpose: Central location for the account approval and management for user access to the BSIR

  • Process: Users with administrative rights can review, approve users requesting access to the BSIR and reset passwords.

  • Example: A user password requires resetting. This action is accomplished in the UM module


User management module

User Management Module


User management

User Management


Bsir application

Grant Funding (GF) Module

  • Purpose: Central location for the input of all grant, project and solution area funding information

  • Process: The ISIP information will be pre-loaded in a read-only format for all jurisdictions that submitted the ISIP. By stepping through six tasks (tabs) in this module, the users review and update the ISIP information

  • Example: A sub-grantee award revision would be accomplished in this module


Grant funding module

Grant Funding Module


Bsir application

Review and Approval (R&A) Module

  • Purpose: Central location for users to review completed BSIRs and for administrative users to submit them to the next approval authority

  • Process: NCTCOG (Local administrator) reviews, approves, and submits the sub-grantee BSIR to the state. The assigned state administrator then reviews, approves and submits to ODP

  • Example: After submitting the BSIR to the state, the NCTCOG (local administrator) should check the status of the BSIR. This is accomplished in the R&A module


Review and approval module

Review and Approval Module


Bsir application

Help Module

  • Purpose: Provide information about operation of the BSIR

  • Process: Selecting help will provide a topical index to select the particular information needed

  • Example: A user needs access to the Users Guide. A copy of the Users Guide is available for review under the Help section


Module 4

Module 4

Grant Funding Module


Bsir application

Terminal Objective

At the completion of this module participants will be able to complete the Grant Funding Module.


Bsir application

Enabling Objectives

Participants will be able to:

  • Relate the ISIP format to the Grant Funding module

  • Describe the six tasks required to complete the Grant Fund Module

  • Identify information in each task that is pre-populated from the ISIP and/or the DCT


Bsir application

ISIP Review

  • Five grant programs:

    • State Homeland Security Program (SHSP)

    • Law Enforcement Terrorism Prevention Program (LETPP)

    • Citizen Corps Program (CCP)

    • Urban Area Security Initiative (UASI) Grant Program

      Project funding is assigned from one or more of the four grant programs for each project as applicable


Bsir application

ISIP Conceptual Design – Template Level

Grantee / Subgrantee

Programs

Projects

Project A $3,750,000

1

ILLUSTRATIVE

Project B $3,600,000

Project C $1,460,000

SHSP $4,500,000

Project D $790,000

Project E $2,100,000

LETPP $2,100,000

Project F $0

Project G $0

ISIP Template

$11,700,000

CCP $1,000,000

Project H $0

Project I $0

Project J $0

UASI $3,600,000

Project K $0

Project L $0

TSP $500,000

Project M $0


Bsir application

Illustration

Project

Program

Solution Area Category

Solution Area Sub-Category

Up to 20 per template

Up to 5 per project

Up to 6 per program

Develop Plans $160,000

Total $250,000

Conduct

Assessments $40,000

Public Education $50,000

Planning $250,000

=

Solution Area Discipline

Fire Service $100,000

Total $250,000

SHSP $2,500,000

Equip $1,600,000

Public Health $85,000

Law Enforcement $65,000

Training $650,000

Project A

$3,750,000

1

CCP $250,000

UASI $1,000,000


Bsir application

Six Grant Funding Module Tasks

  • Award Information

  • Project List

  • Project Funding

  • Goals and Objectives

  • Solution Area Funding

  • Project Metrics


Bsir application

Award Information

  • Grant funding amounts that have been awarded to the state or sub-grantee are updated as needed

  • Obligated and Expended (new terms)

    • Obligated: Decision to purchase goods or services has been made, vendor selected and purchase order cut

    • Expended: Goods or services have been delivered and the purchase order funds have been paid


Award information task

Award Information Task


Bsir application

Project List

  • Data includes project name, funding type, amount, and project status

  • Select “Create Project” to add a new project

  • Users may select Edit, Delete or Detail to change a project

  • Changes must be saved prior to leaving the page or the updated data is lost

    • Use the “Save” or “Save and Continue” button


Bsir application

Project List (cont.)

  • Project Titles entered into the ISIP are pre-populated in the Project Title field in the BSIR.

  • The ISIP predefined Project Titles are now under the BSIR “Project Type” field

  • A Project Type must be selected from the predefined list


Project list

Project List


Bsir application

Project Funding

  • Projects are pre-populated with the ISIP funding amounts

  • Funding may be changed by entering the new data into the appropriate BSIR field

  • Jurisdictions that share funding for this project are identified

  • Total project funding is displayed at the top of the page


Project funding

Project Funding


Bsir application

Goals and Objectives

  • BSIR goals and objectives are pre-populated with the goals and objectives identified in the SHSAS approved strategy in the DCT as of October 15, 2004

  • A goal must be selected from the drop down box even if the ISIP goal still applies

  • If the goal has changed since the ISIP, click the check box

  • Objectives must be selected from the drop down box

  • Objective 2 is optional


Goals and objectives

Goals and Objectives


Bsir application

Solution Areas

  • Five solution areas plus Management and Administration

  • This task is completed one solution area at a time.

  • Each solution area is on a separate page. Navigate by selecting from the drop down box

  • For each solution area, update the amounts by funding source and for each discipline

  • Total Project Funding and Total Solution Area Funding is summarized at the top of the page

  • No entries accepted in the gray boxes


Solution areas

Solution Areas


Bsir application

Project Metrics

  • Project Metrics is a new function of the BSIR

  • Use information collected from state and local sub-grantees on the status of the metrics that apply

  • Metrics information is entered by solution area

  • Project Metrics data is required before the BSIR can be submitted


Project metrics section 1

Project Metrics Section 1


Project metrics section 2

Project Metrics Section 2


Module 5

Module 5

Review, Approval and Submission


Bsir application

Terminal Objective

At the completion of this module the participants will be able to describe and complete the process for submitting the BSIR through each of the administrative levels of approval.


Bsir application

Enabling Objectives

Participants will be able to:

  • Describe the seven BSIR status indicators

  • Describe the different actions required at the local and state levels for approval of the BSIR

  • Describe the Change Request process


Bsir application

Review and Approval

  • Users input data and NCTCOG (administrators) approve/submit BSIRs

  • Once submitted to the next level, the BSIR is locked in a read only format

  • Change Request will “unlock” and return the BSIR to the NCTCOG (administrator) for additional editing

  • There are seven status indicators of progress on the BSIR

  • All user levels see the BSIR status


Bsir application

Review and Approval

The seven BSIR status indicators are:

Data Entry In Progress: Work has begun on the BSIR

Project Submitted: One or more projects have been completed. When all projects have been submitted individually, the BSIR may be submitted to the SAA

Submitted to State: The BSIR has been submitted and is awaiting SAA approval


Bsir application

Review and Approval (cont.)

  • Approved by State: The BSIR has been approved by the SAA

  • Submitted to ODP: All of the state’s BSIRs have been submitted and are awaiting ODP approval

  • Accepted by ODP: ODP has accepted the BSIRs

  • Change Request: The BSIR is returned for additional editing


Bsir reporting requirements1

Initial grant year report will be submitted as an ISIP

Subsequent grant year reports will be submitted through the BSIR

Reports are submitted semi-annually as part of the CAPR

July – December period is reported by January 31

January – June period is reported by July 31

BSIR Reporting Requirements


Saa reporting timeline1

SAA Reporting Timeline


Next steps

Devise an action plan to complete BSIR at the state and sub-grantee levels

Identify users at the state and sub-grantee levels

Consider locations with internet access

Grant funding

Identify projects requiring additions, editing or deleting

Accumulate obligated and expended funding information by projects

Gather project metrics

Additional subgrantees since ISIP

Schedule additional Technical Assistance

Next Steps


Technical assistance

BSIR Data Entry TA

Schedule through ODP

TA will be available December 6, 2004 – January 31, 2005

ODP Technical Support Desk

1-877-612-HELP

Hours of Operation (CST)

Monday – Friday 7 a.m. to 7 p.m.

Saturday and Sunday 10 a.m. to 6 p.m.

Technical Assistance


Nctcog bsir timeline

Nov 16, 2004 – BSIR Training (Weatherford)

Nov 18, 2004 – BSIR Training (Lewisville)

Nov 30, 2004 – BSIR Training (NCTCOG)

Dec 2, 2004 – BSIR Training (NRH)

Dec 8, 2004 – BSIR available on-line to NCTCOG (tentative)

Dec 13, 2004 – BSIR available on-line to jurisdictions (tentative)

Jan 14, 2004 – BSIR Deadline!

NCTCOG BSIR TIMELINE


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