Welcome to the FEMA PA Grants Portal | Grants Manager Video Series: Exploratory Call.
FEMA Public Assistance is now managed through two websites with mobile apps:
Grants Manager used by FEMA staff, and Grants Portal used by state and local governments,
tribes and territories, and members of the private nonprofit community.
Combined, these applications provide a single collaborative workspace for FEMA, Applicant and Recipient staff,
as well as, helping to establish a common operating picture across the entire recovery effort.
Once a Request for Public Assistance, also known as an RPA, has been approved
and FEMA has assigned a Program Delivery Manager, or PDMG,
one of his or her first tasks is to schedule an Exploratory Call with the appropriate Applicant staff
in collaboration with the Recipient.
For the purposes of this video, we'll look at this process which takes place via the Grants Manager,
through the viewpoint of a PDMG.
An assigned PDMG receives an email alerting him or her of assignment to an Applicant
along with some initial information and upcoming required actions which include scheduling an Exploratory Call
and, subsequently, a Recovery Scoping Meeting.
Clicking the link here takes you to the applicant profile for this request.
On the Applicant Profile page, you'll see this notification
with the 'Manage calls or schedule a new call' link above Applicant and Event Information
and the collapsible detail sections used to manage information for this Applicant.
Click this link to be taken to the now open Exploratory Call Information collapsible detail section
where you'll see these three tabs which provide valuable information for PDMGs.
Exploratory Call provides the date and time for the next scheduled call if one exists
or the completion date and time of the call,
as well as, a log of all attempted or conducted calls.
Notes shows any previously added notes— add a new note by clicking this button--
and Schedule History which shows all exploratory calls and their status for the Applicant.
Any information shown through these tabs is permanent and available to be viewed by all personnel with the correct privileges.
In the header of the Exploratory Call collapsible detail section,
click Prep For Call to see guidance and objectives for the Exploratory Call,
Schedule Options to schedule a call,
and Call Options to start the Exploratory Call or to record an attempted call.
When you click Call Options within the header, you'll see several choices. If the next call is scheduled for today,
click Start Call to start the scheduled call and open the contact cards for the primary and alternate contacts
for the Applicant.
Use the buttons to select if they do or do not answer the call.
Clicking No opens a popup box for Notes and the option to reschedule the call for this Applicant.
Rescheduling a call automatically triggers notification emails
to the contacts at the Applicant organization.
Clicking Yes opens the Exploratory Call information page for this Applicant
with a five-step process that must be followed during the call which we'll explore shortly.
In order to initiate a call that is not scheduled, click Meet Now and open the contact cards
and use the buttons to select if they do or do not answer the call.
Clicking No allows the option of scheduling a call in the future if there is no future scheduled call
and opens the popup box for Notes.
Clicking Yes opens the Exploratory Call information page.
Record Attempted Call allows you to record the date of the attempted call
and any Additional Call Information.
This is a permanent record and it is imperative to add all of this information into the system.
If a call is scheduled, you'll see a Call Options button to the right of the scheduled date.
Clicking Call Options will allow you to reschedule or cancel the call.
Step 1 of the Exploratory Call provides input on beginning the call
with a reminder of the objectives of the call.
Click Next to proceed to Step 2, Questionnaire, where you'll input information on Applicant Capabilities
and add specific answers about Work Performed and Damage Incurred.
Then, click Next to be taken to Step 3, Other Considerations,
where you'll add information related to Environmental and Historic Preservation, Mitigation, and Insurance.
Click Next when you're ready to proceed to Step 4, Recovery Scoping Meeting Scheduling, also known as RSM.
Answer the question to indicate whether the Applicant is able to schedule the RSM.
If Yes, specify the date and time, the meeting location
and identify potential attendees.
If No, record a reason why the Applicant was unable to schedule it.
Then click Next to see Step 5, Complete The Call,
to confirm the information you've entered, add any additional information if necessary,
and then click Save and Complete to save the information you've entered and conclude the Exploratory Call.
If the Applicant was able to schedule the RSM, clicking Save and Complete triggers an email
with the details for the scheduled RSM to appropriate personnel.
During this process, while you're conducting the Exploratory Call, you can also click View Details/Notes
to see the Applicant's Reference Information, view previously added Notes, and add new Notes.
At any point during the process, clicking Save will record information entered up to that point;
using Save during the process ensures information is retained if you need to pause the process.
There are additional ways to see Applicants in need of an Exploratory Call.
For example, from your dashboard on the Grants Manager website, you'll see this bell icon
with the number of outstanding tasks due beside your name.
Click the bell to be taken to your main Tasks page.
You may also reach this page by clicking the Tasks navigation item
and then Tasks again in the menu options displayed.
Adjust the Filters here to show My Incomplete Tasks in the top dropdown,
then select the Complete Exploratory Call option in the Type dropdown
and you'll be presented with a listing of all current Exploratory Calls that you must complete.
To easily access the filtered list of current Exploratory Calls again, click Save This Filtered List,
name the list,
click Save,
then 'favorite' the Task functionality by clicking the star on the right near the filter dropdown
to save the specified filtered list as a tile on your dashboard.
Click Review beside any entry to be taken to the Call Information
collapsible detail section on their Applicant Profile.
At this point, the process is identical to the Exploratory Call process we just reviewed in the previous section of this video.
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