Invoicing and Data Management
Documentation and data management is an evolutionary process commencing with the initial publication of the instant RFP. This and all subsequent documents form the initial basis for reimbursement eligibility under the Stafford Act and the Public Assistance Program and Policy Guide (PAPPG) governed by DHS/FEMA.
Data Management and Processing Flow Diagram
Data management begins upon contract award with preliminary documents prepared and stored for FEMA applicant review. Obviously, these would include the RFP, response and contract award documents. FEMA is contacted for a “reasonableness” review of the contract pricing to ensure that all pricing meets standards for the a rea. Serialized load tickets, hourly work sheets, leaner and hanger worksheets, stump work orders and all other related documents are downloaded daily into the central data base available to the Client. Tower logs are maintained as a cross check and to allow the Client a capability to determine volumes throughout the work day.
Truck certifications will include a digital photograph superimposed on the form. Leaner, hanger, and stump worksheets will have digital photographs attached as a file to the worksheet. No longer will reconciliation be an issue. As stated earlier, the agreement has been entered and the basic platform documents/applications for truck certifications and load tickets have been prepared. The USACE has agreed to fully test and analyze the system. Without the system, manual data transfer will be accomplished daily. AMERI-GREEN has been recognized by all of its former and present clients on its ability to store, analyze, capture and reconcile data in support of its debris missions. AMERI-GREEN will remain committed to the County after the event to ensure that each nickel of authorized and eligible reimbursement is recovered. Since beginning operations, no client has ever failed to receive 100% reimbursement for all eligible debris collected during the mission with no debris or work ever declared ineligible. All invoices are accompanied by full and complete documentation in accordance with FEMA guidance and directives. AMERI-GREEN personnel are knowledgeable of and compliant with basic source references for disaster response and recovery operations contained in Titles 2 and 44 of the Code of Federal Regulations (44 CFR) (Stafford Act) and related guidance from DHS/FEMA such as the Applicant Guide, Public Assistance Program, FEMA Public Assistance Policy Digest and PAPPG). Similarly, all operations are conducted within the parameters established by OSHSA, the EPA and USACE document EM 385-1-1.
We encourage the County to contact all our project references to verify that AMERI-GREEN is capable of and does conduct daily reconciliations, when and if required, to ensure the greatest accuracy and timely reimbursement as well as to verify our overall commitment to our clients and our capabilities. Below is a list of various documents and/or reports available to our clients upon request or scheduled:
Daily/Weekly ROW Debris Report
White Goods/E-Waste/Small Engines
Hazardous Waste & HHW
Final Disposal Operations
ROE Hourly Summaries/Location Summaries
QA/QC, Safety, and Damage Claim Reporting.
The actual flow of information will be determined by a number of factors not the least of which is whether the Client will retain a monitoring company to serve as its agent before, during and after the debris mission. The use of a monitoring company provides a clearing house for reconciliation of daily data and the preparation of properly documented invoicing in accordance with FEMA guidelines and directives. However, the absence of such a company in no way hinders the process.
Recently, AMERI-GREEN was retained as the subject matter experts by the strategic partnership of Sprint and Mobile Epiphany to develop a debris management system unequalled in the industry KrinkleADMS. All data is digitally captured and transmitted to allow virtual real time access to the debris data. For example, monitors can use any smart phone with truck certification data as a downloaded application. The monitor selects the load ticket application from the screen and selects the truck number. The load ticket appears on the screen with all fields pre-populated such as the date and time; driver; truck number; measured capacity; address and GPS, and; crew number/zone. The monitor s elects the type of debris, his/her electronic signature and the destination DMS/TDSRS or landfill. When the document is saved, the completed form appears at the tower. When the truck arrives at the tower, the ticket is selected from the screen and a date and time stamp automatically registers. The monitor makes the call on the load and affixes their electronic signature. Upon saving, a hard copy is printed at the tower and an electronic ticket is dispatched to the Client, the monitor, the contractor and the subcontractor as well as the central data base. As a result, the County would have near real time data unequalled in the industry.
Although the system is currently available under GSA, WSCA and other centralized purchasing avenues, any jurisdiction can obtain the system at nominal cost. In fact, Ameri-Green is a contract holder for the system. We can provide the system as a direct pass through cost without mark up. Ameri-Green has no financial interest in the system. In any event, AMERI-GREEN will continue to maintain our semi-automated data management system. Load tickets are completed at the TDSRS/Final Disposal Site with a copy provided to the client, driver and contractor. Tower logs can also be maintained. Manual ROE and Leaner/Hanger and Stump worksheets can also be maintained. Essentially, all multipart forms would be maintained as a backup and cross check to the automated system. (Note: FEMA has already purchased the sister program (ME-326) operating system and conducted field testing in mid-September 2015. The system is currently undergoing extensive testing with the USACE with an accompanying conversion to the Black berry operating system. Once completed, the application will function on any operating system currently in existence.