Office for Domestic Preparedness 

U.S. Department of Homeland Security 

Washington, DC 20531

ODP Information Bulletin 

No. 177 June 16, 2005 

TO: All State Administrative 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: FY05 BSIR Data Requirements 

On June 1, 2005, the Department of Homeland Security (DHS), Office of State and Local 

Government Coordination and Preparedness (SLGCP) began the 2005 June Biannual Strategy 

Implementation Report (BSIR) period. This reporting period covers grant funding from fiscal 

years (FY) 2004 and 2005. State Administrative Agencies (SAAs) will be required to submit 

two separate BSIRs during this period, one for FY04 grant funding and one for FY05 grant 

funding. 

To help SAAs prepare and submit their BSIRs, SLGCP has developed an overview of the data 

requirements and technology changes since the FY05 ISIP reporting period. These data 

requirements and technology changes apply to both the FY04 and FY05 BSIR submissions due 

this 2005 June reporting period. This Information Bulletin contains details on the following 

aspects of the 2005 June BSIR. 

INFORMATION BULLETIN 

I. GRT User Highlights

II. Participating Grant Programs in 2005 June BSIR 

III. 2005 June BSIR Reporting Requirements (FY04 and FY05 Reports) 

IV. Modifications in Allowable Costs 

V. Data Entry, Target Goals & Important Dates 

VI. GRT 2.0 Release 

VII. Recent GRT System Changes

VIII. Available Technical Assistance

APPENDICES 

A Project Types

B Project Metrics

C Funding Impact 

D Sub-Category Information

E Discipline Information

F Organization Structure Module
G Technical Assistance Scheduling Process 

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I. GRT USER HIGHLIGHTS

The Grant Reporting Tool (GRT) has greatly improved the ability of SLGCP to promptly and 

accurately report the impact of DHS grant funding across the nation. SLGCP has utilized the 

data housed in the GRT to comply with a broad range of inquiries from the White House, the 

U.S. Congress, the Office of Management and Budget (OMB), the Government Accountability 

Office (GAO) and the Office of the Inspector General (OIG). 

The information below provides statistical highlights from the GRT data collection during the 

FY04 and FY05 reporting periods. 

 $5,429,457,788 has been tracked through the GRT to date 

 There are 3,190 users in the GRT 

 There are 7,281 subgrantees accounted for in the GRT 

II. PARTICIPATING GRANT PROGRAMS IN 2005 June BSIR

The following grant programs will participate in the July 31, 2005 BSIR submission: 

FY04 Grants Reported in the 

 June 2005 BSIR 

FY05 Grants Reported in the 

June 2005 BSIR 

1. State Homeland Security Grant Program

2. Law Enforcement Terrorism Prevention Program

3. Citizen Corps Program

4. Urban Areas Security Initiative 

1. State Homeland Security Grant Program 

2. Law Enforcement Terrorism Prevention Program 

3. Citizen Corps Program

4. Urban Areas Security Initiative 

5. Emergency Management Performance Grants 

6. Metropolitan Medical Response System 

7. Buffer Zone Protection Program 

III. 2005 JUNE BSIR REPORTING REQUIREMENTS (FY04 and FY05 Reports)

In addition to updating the funding allocation data entered during the FY05 ISIP reporting 

period, SAAs will be asked to provide an additional level of detail for each grant program in the 

2005 June submissions for both the FY04 and the FY05 BSIRs. 

Required Data for 2005 June BSIR 

(FY04 and FY05 Reports) 

1. Project types 

2. Project goals and objectives

3. Project metrics 

4. Funding impact 

5. Sub-category information 

6. Discipline information 

Similar to the 2004 December BSIR, the 2005 June BSIR requires submission of a 

comprehensive description of the project type and distinguishing features. Additionally, SLGCP 

is tracking the goals and objectives reported for each project. Project metrics and funding impact 

modules are required to allow SLGCP to perform process analyses. Sub-category information, 

including details about the relevant discipline is required. Please refer to the appendices of this 

document for further information relating to project types, metrics, funding impact, sub-category 

information and discipline information (Appendices A-E). 

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IV. MODIFICATIONS IN ALLOWABLE COSTS

SLGCP has modified several allowable costs that will impact the 2005 June BSIR submissions. 

Fiscal 

Year(s) Grant Program FY05 BSIR Modified Allowable Costs 

FY04 

and 

FY05 

Citizen Corps Program

(CCP) 

 Not subject to 80/20 pass-through or 

Memorandum of Understanding (MOU) 

requirements 

FY05 

Buffer Zone Protection 

Program (BZPP) 

 Requires 100% pass through to local jurisdictions 

 Funds may only be spent on Management and 

Administration (M&A) and equipment 

 3% funds may be withheld by the applicable State 

Administrative Agency for M&A 

FY05 Emergency Management 

Performance Grants (EMPG) 

 Not subject to 80/20 pass-through or MOU 

requirements 

V. DATA ENTRY, TARGET GOALS & IMPORTANT DATES

Several key dates will impact the 2005 June BSIR reporting cycle. The GRT 2.0 was released on 

June 1, 2005. Submissions entered in the GRT 2.0 must be completed by July 31, 2005. 

September 1, 2005 is the target date for validation of this submission. 

Important 2005 submission dates include: 

 January 2005 

− ODP accepted FY05 ISIP Data 

Entry Technical Assistance 

Scheduling Requests 

Due Date for Submission

of 2005 June BSIR

FY04 and FY05 Reports 

 March 14, 2005 

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− Grants Reporting Tool (GRT) Open 

for FY05 ISIP Data Entry 

 April 2005 

− Anticipated FY05 ISIP Deadline for 

States with Earliest FY05 Grant 

Award Dates 

 June 1, 2005 

− GRT Open for FY04 and FY05 

BSIR Data Entry 

 July 31, 2005

− June 2005 BSIRs due (FY04 and FY05) 

 September 1, 2005

− Target date for validation 

June 1 July 31 Sept 1 

Target Date for 

Validation

GRT 2.0 Release 
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VI. GRT 2.0 RELEASE 

The GRT 2.0 offers the improved functionality summarized below. 

GRT 2.0 Improvements 

− GRT has been updated for the additional grant program BZPP. 

− Decimal amounts are no longer truncated. States may enter grant funding amounts to the 

penny. 

− Overnight updates of State Homeland Security Strategy and Urban Area Strategy goals and 

objectives will be available in GRT. 

− Please note that only those strategies in “approved by ODP” status will be available for 

linkage to project data. 

− GRT 2.0 includes an Administrative Module (available at the federal level only) to allow 

ODP to provide a more timely submission window for grant reporting. 

− Additional email correspondences are included in GRT 2.0. 

− Additional data validation and enhancements are included in GRT 2.0. 

− Enhancements to user interface are included in GRT 2.0. 

VII. RECENT GRT SYSTEM CHANGES 

GRT was recently upgraded with two new patch releases. The current version of GRT is 2.0.3 

(referenced at the very left-hand bottom corner of the GRT login page: 

https://www.reporting.odp.dhs.gov/). The following list is a summary of major changes to the 

system since the last major release, 1.0. 

 Subgrantees are no longer tied to Review & Approval based upon changes in grant award 

year. 

 Subgrantees are no longer tied to submission status based upon changes in grant award 

year. 

 The funding summary page no longer requires a page “refresh” for the Grant Summary 

(2005) or Grant Program (2004) filters. 

VIII. AVAILABLE TECHNICAL ASSISTANCE

SLGCP recommends that states encourage local entities to enter data directly into the GRT. States 

may request Technical Assistance (TA) to facilitate this process through the SLGCP TA protocols. 

To assist grant participants with 2005 June BSIR Data Entry, SLGCP is offering TA. TA request 

forms are available in the SLGCP TA Catalog at 

http://www.ojp.usdoj.gov/odp/docs/ODP_TA_Catalog.pdf. These forms should be submitted by the 

SAA to the appropriate PPD Preparedness Officer for coordination. Please refer to Appendix G for 

more information.
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APPENDIX A. Project Types

This list includes project types for the 2005 June BSIR, which incorporates project types that 

were included in 2004 as well as new 2005 project types. 

Project Types 

 Assess vulnerability of and/or harden/protect critical infrastructure and key assets 

 Build/enhance a pharmaceutical stockpile and/or distribution network 

 Develop/enhance interoperable communications systems 

 Enhance capability to support international border and waterway security 

 Establish/enhance a public health surveillance system 

 Establish/enhance a terrorism intelligence/early warning system, center, or task force 

 Establish/enhance agro-terrorism preparedness capabilities 

 Establish/enhance Citizen Corps Councils 

 Establish/enhance cyber security program 

 Establish/enhance emergency operations center 

 Establish/enhance explosive ordnance disposal units/bomb squads 

 Establish/enhance public-private emergency preparedness program 

 Establish/enhance regional response teams 

 Establish/enhance sustainable homeland security exercise program 

 Establish/enhance sustainable homeland security training program 

 Manage, update, and/or implement the State Homeland Security Strategy 

 Manage, update, and/or implement the Urban Area Homeland Security Strategy 

 Administer and manage the Homeland Security Grant 

 Establish/enhance sustainable Homeland Security Planning Program 

 Enhance capabilities to respond to CBRNE events 

 Develop/enhance plans, procedures, and protocols 

 Establish/enhance citizen awareness of emergency preparedness, prevention, and 

response measures 

 Establish/enhance citizen/volunteer initiatives 

 Develop/enhance homeland security/emergency management organization and 

structure 

 Enhance integration of metropolitan area public health/medical and emergency 

management capabilities 

 Establish/enhance mass care shelter and alternative medical facilities operations 

 Adopt and implement NIMS to include integration of core concepts into plans and 

procedures 
APPENDIX B. Project Metrics 

This table includes current project metrics for the 2005 June BSIR, which incorporates project 

metrics that were included in 2004 as well as new 2005 project metrics. 

Solution Area Metric / Output Description Output Type 

 Planning 

Terrorism Prevention / Deterrence Plans Check Box 

Site and Buffer Zone Security Plan Check Box 

Risk Mitigation Plan Check Box 

COOP / COG Plans Check Box 

Interoperable Communications Plans Check Box 

Citizen Corps Plans and Outreach Check Box 

Recovery Plans Check Box 

Comprehensive Emergency Management Plan Check Box 

Develop / Enhance Emergency Operations Plans Check Box 

- Terrorism Incident Annexes Check Box 

- Integration of Citizen / Volunteer Resources Check Box 

- Integration of NIMS Concepts / Principals Check Box 

- Other EOP Elements and Annexes Check Box 

Integration of All-Hazards Strategic Elements Into the State Homeland Security 

Strategy 

Check Box 

All-Hazards Mitigation Plan Check Box 

Catastrophic Incident Response Planning Check Box 

Logistics and Resource Management Plan Check Box 

Critical Site / Jurisdiction Evacuation Plans, Including Sheltering Efforts Check Box 

Mass Casualty and Mass Fatality Plans Check Box 

EMAP Accreditation Check Box 

Crisis Communications Plan Check Box 

Point Vulnerability Assessments Check Box 

Terrorism Risk Assessments Check Box 

Identification of Critical Infrastructure and Key Assets Check Box 

All-Hazards Analysis and Risk Assessments Check Box 

Capability Gap Analysis / Shortfalls Against Planning Scenarios / Capacity 

Thresholds 

Check Box 

 Organization 

Information Sharing / Intelligence Systems Check Box 

Mutual Aid Agreements Check Box 

Response Systems Check Box 

NIMS Compliant Unified Command / Area Command Check Box 

Number of Citizen Corps Councils Number 

Number of CERT Programs Number 

Number of Medical Reserve Corps Units Number 

Number of Neighborhood Watch Programs Number 

Number of Volunteers in Police Service Programs Number 

Number of Citizens Participating in Ongoing Volunteers Programs Relating to 

Support Emergency Responder Disciplines 

Number 

Number of Citizens / Volunteers Who Have Participated in Disaster Response Number 

Number of Fire Corps Programs Number 
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Number of Other Volunteer Efforts / Programs Number 

 Equipment 

Number of Critical Infrastructure Facilities Hardened Number 

Number of CERT Kits Purchased Number 

 Training 

Number of Personnel to be Trained to Awareness Level Number 

Number of Personnel to be Trained to Performance (Defensive) Level Number 

Number of Personnel to be Trained to Performance (Offensive) Level Number 

Number of Personnel to be Trained to Management & Planning Level Number 

Number of Training Courses to be Institutionalized in Existing Training Systems Number 

Number of CERT Team Members Trained Number 

Number of Personnel to be Trained in NIMS/ICS Number 

Number of Personnel to be Trained in All-Hazards Emergency Management Number 

Number of Citizens Who Received Some Other Type of Training (e.g., advanced 

search and rescue, first aid, community relations, ICS) 

Number 

 Exercises 

Number of Seminars Conducted Number 

Number of Workshops Conducted Number 

Number of Tabletop Exercises Conducted Number 

Number of Games Conducted Number 

Number of Drills Conducted Number 

Number of Functional Exercises Conducted Number 

Number of Full-Scale Exercises Conducted Number 

Number of Functional Exercises Involving Two or More MMRS Capability Areas Number 

Number of Exercises Conducted (all types) that Address Hazards Other Than 

Terrorism 

Number 

Number of Exercises Conducted (all types) that test NIMS Concepts / Principles Number 

Number of Exercises Conducted (all types) that Included Citizen Participation Number 

 Management & 

 Administration Number of Contractors / Consultants Hired (Work-Years) Number 

Number of Full-Time or Part-Time Staff Hired (Work-Years) Number 
APPENDIX C. Funding Impact 

The funding impact section seeks to qualify the impact grant funding has had on subgrantee’s 

progress to date in three areas: prevention, response, and recovery. The funding impact section 

is found as a tab under the Review and Approval module and must be completed for each 

template. Users will be asked to rank their progress according to the following scale: 

0 - None – No measurable improvement 

1 - Slight – Up to 20% of measurable improvement 

2 - Moderate – Up to 40% of measurable improvement 

3 - Significant – Up to 60% of measurable improvement 

4 - Tremendous – More then 60% of measurable improvement

N/A – Did not allocate funding to this area 

Prevention

How much progress will the projects you identified allow you to make towards your State and/or 

Urban Area strategic goals/objectives in the area of Prevention? 

 Collaboration between and among public and private sector agencies and the general public to 

prevent terrorism (e.g., task forces, MOUs, community policing, regional command centers) 

 Information sharing linkages to prevent terrorism (e.g., information exchange networks, alert, and 

warning capability) 

 Threat recognition to stop terrorism threat before it is executed (e.g., data warehousing, mapping 

threats and capabilities, public safety communications, detection, epidemiological surveillance) 

 Risk management approaches to reduce vulnerability of targets and prevent terrorism (e.g., target 

hardening, vulnerability assessments, threat analysis, crime prevention through environmental 

design, surveillance) 

 Intervention to stop terrorists before a threat is executed (e.g., training in legal, tactical, and 

strategic policing to apprehend terrorists) 

Response

How much progress will the projects you identified allow you to make towards your State and/or 

Urban Area strategic goals/objectives in the area of Response?

 Self-protection of responders operating in CBRNE environment (e.g., standard operating 

procedures, equipment, decontamination) 

 Incident management through IC/UCS (e.g., operations, resource management, victim services, 

EOC operations, public information, volunteer services) 

 Hazard control and containment (e.g. recognizing CBRNE agent signs and symptoms; securing, 

mitigating, and removing hazardous agents) 

 Interoperability among emergency responders (e.g., equipment, procedures, information sharing) 

 Inter- and intra-jurisdictional coordination (e.g., mutual aid; identifying state and federal 

resources; implementing emergency powers and declarations) 

Recovery

How much progress will the projects you identified allow you to make towards your State and/or 

Urban Area strategic goals/objectives in the area of Recovery? 

 Damage assessment (e.g., damage to homes, businesses, public facilities; meeting emergency

needs of the public; projecting Response times; evaluating financial impacts) 

 Restoration of essential services (e.g., debris removal, transportation systems, electricity, 

telecommunications, water and waste water systems) 

 Restoration of public facilities, housing, and commerce 

 Integrating skilled support personnel (e.g., heavy equipment operators, iron workers, truck 

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drivers, laborers, carpenters, structural engineers) and primary emergency 

 Remediation (e.g., incident site cleanup and decontamination, regulatory requirements pertaining 

to hazard waste cleanup) 
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APPENDIX D. Sub-Category Information

Below is a current list of sub-categories for the 2005 June BSIR, which incorporates subcategories that were included in 2004 as well as new 2005 sub-categories. 

Solution Area Sub-Category 

 Planning 

Develop, Coordinate, Implement or Evaluate Programs, Groups, Councils or Teams 

Develop and Enhance Plans and Protocols 

Develop or Conduct Assessments 

Establish, Enhance Citizen Corps Councils, to Include Planning and Evaluation 

Public Education / Outreach 

Hiring of Full or Part-time Staff or Contractors / Consultants to Assist with Planning 

Activities (not for the purpose of hiring public safety personnel) 

Other Planning / Implementation / Evaluation Costs (Conferences, Materials, Travel / Per 

Diem, etc.) 

Other Project Areas with Prior Approval from ODP 

Integration of Citizen / Volunteer Support for Emergency Response Disciplines 

- MRC 

- Neighborhood Watch 

- Volunteer In Police Service 

- CERT 

- Fire Corps 

- Other Volunteer Initiatives 

 Organization 

Overtime for Information, Investigative, and Intelligence Sharing Activities 

Reimbursement of Select Operational Expenses Associated with Increased Security 

Measures at Critical Infrastructure Sites, Incurred During Time Periods of Heightened Alert 

(limited to 20% of the allocation) 

Hiring of Contractors / Consultants for Information / Intelligence Analysis and Sharing 

Activities 

Hiring of Full or Part-Time Staff or Contractors for Emergency Management Activities 

Emergency Management Routine Activities and Response Operations 

 Equipment 

Personal Protective Equipment (PPE) 

Explosive Device Mitigation and Remediation Equipment 

EDMRE- Protective Equipment 

EDMRE - Mitigation and Remediation Equipment 

CBRNE Operational Search and Rescue Equipment 

Interoperable Communications Equipment 

IOC - Devices 

IOC - Radios 

IOC - Phones 

IOC - Networks 

IOC - Other 

Detection Equipment 

DE - Biological 

DE - Chemical 

DE - Radiological/Nuclear 

DE - Explosive Detection 

DE - Other 

Decontamination Equipment 

Physical Security Enhancement Equipment 

PSE/SWAIC - General 

PSE/SWAIC - Waterfront 

PSE/SWAIC - Explosion Protection 
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Solution Area Sub-Category 

PSE/SWAIC - Support Equipment for Continuation of Critical Infrastructure Operations 

Terrorism Incident Prevention Equipment 

CBRNE Logistical Support Equipment 

CBRNE Incident Response Vehicles 

Medical Supplies and Pharmaceuticals 

CBRNE Reference Materials 

Agricultural Terrorism Prevention, Response, and Mitigation Equipment 

CBRNE Response Watercraft 

CBRNE Aviation Equipment 

Cyber Security Enhancement Equipment 

Intervention Equipment 

Other Authorized Equipment 

CERT Team Member and Volunteer Responder Equipment / Credentialing 

Information Technology 

Power Equipment 

Emergency Operations Center Equipment 

Inspection and Screening Systems 

 Training 

Overtime and Backfill Funding for Emergency Preparedness and Response Personnel 

Attending ODP-Sponsored and Approved Training Classes 

Conduct of Training Workshops and Conferences 

Training Course and Program Development, Delivery, or Evaluation 

Hiring of Full or Part-Time Staff or Contractors / Consultants to Assist with Training 

Activities (not for purposes of hiring Public Safety Personnel) 

Development and Maintenance of a System to Monitor and Track Training Activities 

Other Training Costs (Travel, Supplies, etc.) 

 Exercises 

Conduct of Exercise Planning Workshops 

Hiring of Full or Part-Time Staff or Contractors / Consultants to Assist with Exercise 

Activities 

(not for purposes of hiring Public Safety Personnel) 

Exercise and Program Design, Development, Conduct, or Evaluation 

Overtime and Backfill Costs for Participation in Exercises 

Development and Maintenance of a System to Monitor and Track Exercise Activities 

Other Exercise Costs (Travel, Supplies, etc.) 

 Management & 

Administration 

Hiring of Full-Time or Part-Time Staff or Contractors / Consultants to Assist with 

Management & Administration Activities (not for purposes of hiring Public Safety 

Personnel) 

All Other M&A Expenses (Travel, Meeting Related Expenses, Authorized Office 

Expenditures, etc.) 
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APPENDIX E. Discipline Information

Below is a list of the disciplines for the 2005 June BSIR, which incorporates disciplines that 

were included in 2004 as well as new 2005 disciplines. 

Discipline 

 Agriculture 

 Cyber Security 

 Emergency Management 

 Emergency Medical Services (Fire-based) 

 Emergency Medical Services (Non Fire-based) 

 Fire Service 

 Governmental/Administrative 

 Hazmat 

 Health Care 

 Law Enforcement 

 Not for Profit/Non-Profit 

 Public Health 

 Public Safety Communications 

 Public Works 
APPENDIX F: Organization Structure Module 

 Grantees/Subgrantees are now identified by Reporting Period with the current reporting 

period as the default. 

− The user can only uncheck a Reporting period when the Grantee/Subgrantee is in 

a state of Data Entry in Progress. Any other status will not allow the checkbox to 

be unchecked. 

 Default for 2005 BSIR (June) is checked. 

− User must check the Funding with two decimals checkbox if they wish to update 

screens that allow funding for dollars and cents. 

 If unchecked, the system will accept only whole dollars

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APPENDIX G. Technical Assistance Scheduling Process

All requests for technical assistance (TA) 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 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 may also call the CSID at (800) 368-6498 or email 

askcsid@dhs.gov.