Office of the Secretary

Office of State and Local 

Government Coordination &

Preparedness 

 Washington, DC 20531 

ODP Information Bulletin 

No. 170 May 20, 2005 

TO: All State Administrative Agency Heads 

 All State Administrative Agency Points of Contact 

All State Homeland Security Directors 

All State Emergency Management Directors 

FROM: Matt A. Mayer 

 Acting Executive Director 

SUBJECT: FY 2005 ISIP Data Validation Process 

Thank you for the timely submission of your Fiscal Year (FY) 2005 Initial Strategy 

Implementation Plan (ISIP). To ensure the continuation of high quality in grant 

reporting, SLGCP will conduct a review and validation of all ISIPs in coordination with 

the State Administrative Agencies (SAAs). As with previous submissions, the data 

review will be conducted using a set of success criteria that is based on the reporting 

requirements outlined in FY 2005 grant application kits. 

Data Validation Process

• Validation will commence on May 24, 2005 for all states that have submitted 

the FY 2005 ISIP and have completed the Biannual Strategy Implementation 

Review (BSIR) validation process. 

• SAAs will be notified if their FY2005 ISIP does not meet the success criteria 

and will be provided with a set of validation reports that contain summary 

information about their submission as it relates to the success criteria. 

• The data correction process will commence once a Preparedness Officer has 

entered a “Change Request” in the Grants Reporting Tool (GRT), thereby 

unlocking the data for further modifications. 

• SAAs will be required to revise and resubmit their ISIP via the GRT within 5 

business days after the “Change Request” has been posted to the system. 

• Technical Assistance will be available to help facilitate the timely correction of

any errors identified and should be coordinated through the Preparedness 

Officer as outlined in the appendix. 
Data Validation Success Criteria

Success Criteria Validation Description 

1. BSIR submission dollars equal 

grant awards within the allowable 

reporting discrepancy 

Funding totals OVER the total grant award 

States cannot report grant funding expenditures that 

exceed the total grant award; i.e. states cannot exceed the 

grant award funding total $1. 

Funding totals UNDER the total grant award

Due to decimal truncation, program funding totals may 

be under the grant award by $1 per subgrantee receiving 

funding from that grant program. 

2. Compliance with the 80/20 pass 

through requirement within 60 

days* 

All states have passed through no less than 80% of each 

FY05 grant program to local jurisdictions. 

Each SAA must certify that 80% of the total grant award 

has been passed to the local jurisdictions within 60 days 

of the award 

3. All subgrantees receiving UASI 

funding are aligned to an urban area 

All subgrantees that receive urban area funding have 

aligned themselves with an Urban Area 

4. Projects receiving UASI/TSP 

funding are aligned to an Urban 

Area Strategy Goal 

All projects funded by UASI/TSP funding are aligned to 

an Urban Area Strategy Goal 

5. SAA and/or other state agencies 

have complied with MOU 

requirements*1[1]

All funding held by the SAA on behalf of a local 

jurisdiction is secured with an official Memorandum of 

Understanding (MOU) in place; Missing MOUs will be 

flagged and must be in place by the FY 2005 BSIR. 

6. ‘Other’ goal category only selected 

to capture projects that do not map 

to a current goal but will map to a 

goal that is under revision 

Less than 10% of total grant award is allocated to 

projects linked to ‘Other’ as a strategic goal; protocols 

are currently being developed for this reporting cycle. 

Submissions that allocate more than 10% will be flagged 

and must be allocated to a specific goal identified in the 

strategic plan by the FY 2005 BSIR. This flag will not 

stop approval of the ISIP by ODP. However, the 

submission must still be corrected in a timely manner. 

 

 

* The Emergency Management Program Grant and Citizen Corp. Program are managed at the SAA level 

and thus not subject to the pass-through and MOU requirements. 
When an ISIP submission has met all of the success criteria and is approved by the 

Preparedness Officer, the submission is considered final and no further action is required. 

The submission will be available for reference in a read-only format until the next 

reporting cycle. 
Appendix 

FY04 ISIP Technical Assistance Scheduling Process

All requests for technical assistance must be made in writing and sent through the SAA to 

SLGCP. This process consists of the following steps: 

(1) State and local jurisdictions applying for TA must submit a written request (e-mail is 

acceptable) to their SAA. In order to expedite the TA request process, the requestor 

can use the “TA Service Request” form (which can be found in Appendix “A” of the 

Technical Assistance Catalog:

http://www.ojp.usdoj.gov/odp/docs/ODP_TA_Catalog.pdf). This form can serve as 

the formal TA request. 

(2) The SAA evaluates the request to ensure concurrence with the State’s strategy goals 

and objectives. 

(3) .If the SAA determines the request is in-line with the strategy, the SAA sends the 

request to the appropriate ODP State Preparedness Officer. 

(4) Following a final review, the Preparedness Officer forwards the request to the 

appropriate ODP TA Managers. 

For further information on requesting technical assistance, contact the ODP Preparedness 

Officer assigned to your State. You can also call the CSID at (800) 368-6498 or email 

askcsid@dhs.gov.