Hello, I'm Shawn Servoss
from FEMA Headquarters.
Welcome to Module 2: Organization Management.
This module will focus obviously
on organization management.
Now we're ready to start Module 2.
We're going to look into FEMA GO
and go over organizations and how
to add team members and give them
roles within that organization.
At the end of this module you
will be able to describe the
FEMA GO registration process,
explain how to log in to FEMA GO,
recognize how organizations and
suborganizations relate in FEMA GO,
explain how to add a team member,
and assign roles, explain
how to add a suborganization and
assign user roles for members of the
suborganization, and finally recognize
the information in a FEMA GO user profile.
The first step for an Organization
Authorized Representative is to
register for a FEMA GO account.
Within FEMA's new grants management system
there is a new registration process.
For those users who already have a
SAM.gov account, the process is streamlined.
Your SAM.gov account information will transfer
when you set up an account in FEMA GO.
For communities that have not applied
for federal assistance before,
it is the three-step process.
You'll first need to create a
login.gov account,
then create a SAM.gov account.
Then you can request access to FEMA GO
to set up your account.
Communities that do not have a
SAM.gov account can also be registered
to access FEMA GO
by their Applicant organizations by
adding the suborganization manually.
Let's take a quick look at the
FEMA GO website.
So, when you first go to go.fema.gov,
you'll be presented with this screen.
You can either log in or create an account.
Creating an account is really easy,
it's just like signing up for
any web page and that's the
most simple part of the process.
Joining an organization or a
suborganization is a little bit more
complicated and requires more steps
and we'll get into those in the
next slides.
Once you click on that Create an account button,
you'll be presented to enter your
email address.
And after filling out
the required information,
you'll be sent a confirmation link to
approve your account. And then you'll be
asked to enter your name and your password.
You can only reset your password
once in 24 hours.
So, if you forget your password on
the last day or potentially next to
last day of the application period
you will not be able to submit the
subapplication or application.
The last step is to log in to FEMA GO.
After you've created your account,
you enter your email address and the
password that you've chosen, and click Log in.
If you're a brand new user to FEMA GO
and you don't have any roles,
the only thing that you'll be presented
with when you log in for the first
time is the ability to search for
your organization Point of Contact.
So, if you enter your DUNS number,
you'll be presented with two different
points of contact,
your default Authorized Organization
Representatives.
One is your SAM.gov Electronic Business
Point of Contact.
And the other is your Sam.gov
Government Business Point of Contact.
FEMA GO automatically pulls that
information from SAM.gov.
And you could contact
one of those individuals and ask
them to add you to your organization.
Or you could ask another Authorized
Organization Representative to add you
to that organization.
Within the Hazard Mitigation Assistance
grant programs,
there is a relationship between
Applicants, Subapplicants, and FEMA.
FEMA provides financial assistance,
through grants, to a state,
Indian tribe, or territorial government.
The states, tribes, and territories
are called Applicants because they apply
for the grant funds.
States, tribes, and territories
create applications
with one or more subapplications.
Applicants can create subapplications
for their own projects and
local communities can also submit
subapplications to the Applicants
to possibly be included
in a grant application.
If FEMA approves the subapplication,
the Applicant can do the work directly
or, if it was from a Subapplicant,
it can pass the funds to the
local community.
Once an award is granted,
the Applicant will become a Recipient
and this Subapplicant will become
the Subrecipient.
So, in the case of states, generally,
and territories, generally,
the money is
disseminated to their Subrecipients.
If you're a federally-recognized
Indian tribe,
your subapplications are
most likely going to be managed by
the Grant Applicant
who is also the Subapplicant.
In the legacy system, we used to call that
the Grantee acting as Subgrantee.
There are eight different roles
you may have in FEMA GO.
At the organization level,
there is Grant Writer,
which is the most basic level of
permissions,
all the way to
Authorized Organization Representative,
which has the most permissions.
You only need one of these roles.
If you have Authorized Organization
Representative rights, or roles,
then you have all of the smaller roles'
permissions already in your account.
So, you don't need to be an
Authorized Organization Representative
and a Financial Member.
You already have those permissions
as the Authorized Organization
Representative.
At the suborganization
or Subapplicant level,
there are only two roles available:
Subrecipient Member and
Subrecipient Authorized Representative.
The big difference here is the
Subrecipient Authorized Representative
can submit a subapplication to the
Grant Applicant.
A Subrecipient Member cannot.
Same thing goes for the organization
level roles.
The Authorized Organization Representative
is the only role that
allows that entity to submit
the grant application to FEMA.
As I mentioned in the previous slide,
in an organization,
the AOR is the only user
that can sign and submit
a grant application.
The AOR is also the only person that can
manage user access
to suborganizations in FEMA GO.
At the Subapplicant level
this role is called the
Subapplicant Authorized Representative,
or SAR.
The SAR manages the Subapplicant user
access to their suborganization
and can submit their subapplications.
All other suborganization
FEMA GO users get the
role of Subrecipient Member
and they can only create, view,
and edit a subapplication.
At the Applicant level,
the Grant Writer is basically
the only role that can create a
management cost or other type
of subapplication
or work on or create
a grant application.
Organizations can have
Organization Members and Grant Writers
who create, view, and edit,
the subapplication.
Organizations can also have
Programmatic Members, who can
submit amendments and
Quarterly Program Reports,
and Financial Members, who can submit
amendments and payments, drawdown requests,
and Quarterly Financial Reports.
And it should be pointed out
on this slide that,
if you're working on subapplications,
even at the organization level,
you'll also need a suborganization role.
So, you'll need an organization-level
role and a suborganization role to be
able to work on subapplications.
So, let's say you're a federally-recognized
Indian tribe and you're going to be
preparing the subapplication
and the grant application
for your tribe,
then you would want to have the
Authorized Organization Representative
role as well as the
Subrecipient Authorized Representative role.
As I mentioned in an earlier slide,
the default Authorized Organization
Representatives
are automatically recognized
in FEMA GO
based on their position as
the Electronic Business
Point of Contact or
Government Business Point of Contact
in SAM.gov.
State and tribal organizations
will need to have a discussion
with their mitigation staffs about
adding team members to FEMA GO and
the roles that they should have.
If someone on the mitigation staff
will be creating subapplications
on behalf of the state or tribe,
they will need the role of
Subrecipient Authorized Representative.
Now I'm going to go through some
screenshots of how an Authorized
Organization Representative can add
the role of
Subrecipient Authorized Representative
to their profile.
So, from the
Authorized Organization Representative's
home page
where you would click on FEMA GO
to get to that, you'll click
on Organizations.
And then you'll click on
Manage my team,
and then you will manage the user
that needs the additional role of
Subrecipient Authorized Representative.
Once you're managing that user or yourself,
there will be a dropdown to add those roles.
So, let's take a look at that
in FEMA GO.
So, like I said,
you would go to My organizations,
Manage my team,
and then look for the individual
that you wanted to add
Subrecipient Authorized Representative to
and click Manage.
Then you would add another role.
And remember, like I said, you have
organization-level roles and
suborganization level roles.
So, if you're going to be working on
and submitting a subapplication,
you're going to need this SAR role.
Then, it'll ask you who the
parent organization is.
In this case,
it's going to be Oklahoma tribe.
That's my only choice.
And I know that I want that person
to have access to all
Hazard Mitigation Assistance grant programs,
so we just click all.
Or you can select them individually
if you only want them to work on one.
Then you scroll all the way
to the bottom and hit Save and Close.
And now we can see that that
individual has two roles
instead of just the one
that it had originally.
An Authorized Organization Representative
will also need to add local governments
as suborganizations
so they can create and submit
subapplications
to the Grant Recipient.
So, let's say that you're a state.
In this case,
on the screenshot we have
Tennessee Emergency Management,
and they have a suborganization
for Tennessee County number one.
So, let's go take a look at that
in FEMA GO as well.
So, similar to managing the organization,
you can also manage your suborganizations.
So, if I click on Suborganizations,
I can add a suborganization
but I need to know their DUNS number
to be able to add that suborganization.
So, I'm going to click on this link,
add a suborganization,
and I'm going to reuse the DUNS number
that I had just copied.
And now FEMA GO, since it has pulled this
information automatically from SAM.gov,
it recognizes that Oklahoma County number six
is a valid entity.
And it asks me if
I would like to add that entity.
If that entity is not recognized,
you'll be presented with an option
to manually add that entity.
So, then you can assign any or all of
the Hazard Mitigation Assistance
grant programs to the suborganization.
And you'll get a confirmation message.
So, now we can see that Oklahoma County
number six has been added as a suborganization.
And you can begin adding suborganization
team members to that suborganization
and you would do that by managing
user access and adding a new user.
If there's no one in this dropdown menu,
that means that no one from
that suborganization has
created an account in FEMA GO,
so they can't be discovered.
If that's the case,
it will give you the opportunity to
add them as a suborganization member,
and then they'll be prompted
to register in FEMA GO.
OK, now that we've received the
confirmation message that
Oklahoma County number 6
has been added
to our suborganizations,
here I've returned to the
My suborganization list,
and we can see
that Oklahoma County number six is listed
as an available suborganization.
So, now the next step is to add a
team member to the suborganization.
To do that, I'm going to manage
the suborganization.
I'm gonna click on Manage user access.
And I'm going to add a new user.
If a user has registered with FEMA GO,
they will appear in this list.
If they're a member of
Oklahoma County number six
and, by default,
the Electronic Business
Point of Contact
or the Government Business
Point of Contact
for that organization will
be available to be added as a user.
So, now I'm going to choose the
Subrecipient Authorized Representative role.
And, since I'm in the test environment,
this isn't working correctly right now,
so I'm going to refer to this screenshot.
This is what you should see in
the production environment when
everything is working correctly.
When you click
Subrecipient Authorized Representative,
you'll be presented with all of
the different
Hazard Mitigation Assistance
grant programs and you can select
all of them,
choosing this checkbox up here.
Or or you can select the programs
individually
that you would like that user
to have access to.
And then, once you have selected that,
the Add this user button
will become activated
and you'll get a confirmation message.
The next step is to update
your organization and personal
FEMA GO profiles.
This is important because
it'll list your contact information,
and your phone number is required
at the time that you submit your
subapplication or grant application.
And if you don't have a phone number
attached to your profile on the very
last page when you're submitting,
you have to jump through a bunch of hoops
to continue submitting your application.
So you want to take care of that before
you get to the end of the process and
and have to do some work over again
that you've already done before.
So, when you're in FEMA GO,
you can go to Your profile and
you can see that there's a button
here to add your phone number.
So, take a minute to take that step
to add your phone number
to your profile
well before you get to the point
where you're going to submit your
subapplication or grant application.
Let's take a minute to go over
what we've covered today.
By now you should be able to describe
the FEMA GO registration process,
explain how to log in to FEMA GO,
recognize how organizations and
suborganizations relate in FEMA GO,
explain how to add a team member
and assign roles to that team member,
explain how to add a suborganization
and assign user roles to
suborganization members.
And finally, recognize the information
in a FEMA GO user profile.
Here are some resources that will
be helpful if you want a refresher
on what we've covered today.
If you go to GSA's login.gov,
you can create your login account for
using the System for Award Management.
There's also a link here to SAM.gov where
you'll need to have a SAM.gov account,
which your organization probably
already does if they've ever applied
for federal assistance before.
And, finally, there's a link to
the FEMA GO User Registration
and Login Desktop Reference which is
also available through fema.gov/bric,
if you want to get into it that way.
And you can also refer to the FEMA GO
User Manual from the same link.
Thank you for joining me today for
Module 2
and please be sure to join me
for Module 3: Subapplication Review.
Thank you.