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Note: Please review the following Draft Information Sheet regarding the Homeland 

Security Data Review Project and provide your feedback and comments to Kate 

Henderson, Information Management Branch Chief, at 202-514-7888 or

Kathryn.Henderson@dhs.gov no later than March 31, 2004.

ODP Homeland Security Data Review Project 

Information Sheet 

Background 

Time constraints of the State Homeland Security Assessment and Strategy (SHSAS) 

Program, as well as performance issues related to the Data Collection Tool (DCT) 

impacted the ability of states to verify assessment data prior to submission to ODP. 

Preliminary federal data analysis discovered potentially erroneous jurisdictional 

assessment data, particularly related to the equipment and training assessment sections. 

ODP was anticipating receipt of a national baseline of first responder needs and 

capabilities resulting from the assessment process, but instead was provided assessment 

data that was not measured against the focuses of regionalization, mutual aid, and other 

response operation concepts. The apparent lack of appropriate data verification at the 

state level prompted ODP to evaluate the necessity of implementing an extended data 

review period. To gain a better understanding of data analysis needs at the state level, 

ODP hosted a Data Review Stakeholders Conference in March 2004 (invitees included 

each SAA, or one designated representative per state). Conference participants included 

representatives from Arizona, Arkansas, California, Florida, Georgia, Iowa, 

Massachusetts, Missouri, New York, Pennsylvania, South Carolina, Tennessee, 

Washington, and the National Emergency Management Agency. 

During the conference, ODP personnel reviewed national data findings and identified 

areas that indicate that jurisdictional needs and requirements may not have been reviewed 

in terms of regionalization, mutual aid, state and federal assets, and jurisdiction-specific 

planning factors (based on existing threats and vulnerabilities). Key findings from the 

Data Review Stakeholders Conference included the need for ODP to: 

• Provide specific guidance on federal expectations for assessment data 

• Focus only on specific areas for data review (i.e., equipment, training, etc.) 

• Define reasonable timelines for data review at the state level 

• Specify areas of concern with assessment data for each state and urban area. 

Stakeholders concurred with ODP that a data review period would be necessary and 

indicated that they would work closely with local and state officials during the process. 

ODP and state stakeholders also indicated that a six month timeframe may be appropriate 

to achieve the objectives of the data review process. 

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Purpose 

The Homeland Security Data Review Project will encourage every state to successfully 

submit accurate homeland security assessment data in conjunction with the SHSAS 

Program. All submitted assessment data should correspond with ODP SHSAS guidance, 

state instruction/guidance and jurisdiction-specific planning factors. The Homeland 

Security Data Review Project will allow states the time to analyze jurisdictional 

assessment data by emphasizing regionalization, mutual aid, state assets, federal assets, 

and by accounting for the way that each state conducts operations during a WMD event. 

As states are the strategic planners for homeland security, ODP anticipates that state 

officials will recognize the importance of verifying the accuracy of the assessment data 

submitted to ODP and DHS. 

Timeframe 

States will be provided with a six month window to complete the Homeland Security 

Data Review Project. The projected timeframe is April 2004 through September 2004. 

Data Focus 

The ODP assessment process was designed to facilitate resource distribution priorities for 

states, as well as to provide ODP with a bottom-up approach of collecting jurisdictional 

assessment data that would provide a national baseline of domestic preparedness 

capabilities and needs. As states were under extreme pressure of tight timelines, 

assessment data may have been submitted prior to state-level data analysis. The 

Homeland Security Data Review Project will allow states the time to analyze 

jurisdictional assessment data by emphasizing regionalization, mutual aid, state assets, 

federal assets, and by accounting for the way that each state conducts operations during a 

WMD event. 

ODP is encouraging states to focus on eight particular areas of the assessment process: 

 Potential Threat Elements 

 Threat Incidents 

 CBRNE Sites 

 Potential Targets 

 Desired Response Capabilities 

 Emergency Response Teams/Organization 

 Equipment 

 Training 

As states are the strategic planners for homeland security, ODP anticipates that state 

officials will recognize the importance of verifying the accuracy of all assessment data 

submitted to ODP and DHS. States are asked to review all state-level data and 

jurisdiction-level data, including urban area jurisdictional data. 

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Process 

Following a preliminary federal data analysis period, ODP will provide each state with 

the opportunity to review homeland security assessment data previously provided to ODP 

through the SHSAS Program. ODP will provide each state with the following resources: 

 State-Specific Quality Assurance Report 

 Electronic copies of Data Analysis Tool reports 

 SHSAS Supplement (an addendum providing additional guidance) 

 Jurisdiction Assessment Reports 

 Technical Assistance 

A customized Quality Assurance Report will be provided to each state that will identify

specific jurisdictional and state-level assessment data that may need to undergo further 

review. Technical assistance is available for the utilization of Quality Assurance Reports. 

Each state will be provided with electronic copies of all state, detail-view Data Analysis 

Tool reports. These reports are being provided to ease the burden of data analysis on state 

officials. Technical assistance is also available for the data analysis portion of the data 

review project. 

With each Quality Assurance Report, states will receive a SHSAS Supplement that will 

offer clarifications of definitions and concepts first introduced in the SHSAS Jurisdiction, 

State, and Reference Handbooks. 

After receiving the initial package containing the Quality Assurance Report, Data 

Analysis Tool reports and the SHSAS Supplement, states are encouraged to contact their 

ODP Preparedness Officer to schedule technical assistance for the data review project. 

During the first TA visit, the technical assistance providers will provide Jurisdiction 

Assessment Reports to state officials for each jurisdiction within the state. State officials 

may wish to provide these jurisdiction assessments to their Jurisdiction Administrators to 

facilitate data modification, as necessary. 

The responsibility of data review rests with state officials, as opposed to local jurisdiction 

personnel. However, states are encouraged to collaborate with local jurisdiction personnel 

to derive accurate data and information. Entry of modified jurisdictional assessment data 

into the DCT should be completed by state personnel or data entry technical assistance 

providers; local jurisdiction users will not be provided access to the DCT during this 

process. 

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Logistics

1. States are encouraged to ensure the timely submission of all strategies through 

the online Data Collection Tool (DCT) so that data analysis can benefit from

the online tools available. 

2. ODP will open the assessment data for each state by Change Requesting each 

state strategy. The Change Request will not negate a prior approval of a 

strategy; the release of ODP grant funding will not be affected by the Data 

Review Project. 

3. State officials will be required to administratively Change Request local 

jurisdiction data within the DCT, an action that will “unlock” jurisdictional 

assessment data and allow modifications to be made. 

4. ODP requests that state officials make any necessary modifications to local 

jurisdictional data to ensure consistency and oversight, as well as to reduce the 

potential load on the online system. 

5. Following data modifications, state officials should resubmit local jurisdiction 

assessments and review the results for accuracy. State officials can utilize the 

Data Analysis Tool (DAT) (following a 24 hour refresh cycle) and/or 

technical assistance to ensure appropriate review. 

6. If additional modifications are required, state officials should repeat the 

jurisdiction change request and resubmission process. If no additional 

modifications are required, state officials should submit the final, verified 

assessment data to ODP. 

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ODP 

Review 

and 

Analysis 

ODP 

Change 

Request 

Data to 

State

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State Responsibilities 

• State officials are responsible for the submission of all assessment data and 

strategy information through the online Data Collection Tool prior to beginning 

the Data Review Project. 

• State officials are responsible for the submission of accurate state and jurisdiction 

assessment data to ODP, by ensuring that assessment data takes the concepts of 

regionalization, mutual aid, state and federal assets, state-specific 

instructions/definitions, and jurisdiction-specific planning factors into account. 

• State officials are responsible for ensuring that assessment data is “reasonable” 

(i.e., nine different disciplines in one jurisdiction should not each request ten 

Public Notification Systems / Reverse 911 Systems). 

• State officials are responsible for modifying assessment data within the DCT. 

• State officials are responsible for the submission of modified assessment data to 

ODP by the deadline (TBD). 

• States should utilize ODP planning funds if additional contractor assistance is 

required beyond the technical assistance that ODP offers. 

State 

Change 

Request to 

Local 

Jurisdiction 

State 

Verifies 

Modified 

Data 

State 

Resubmit 

Data to 

ODP 

State 

Reviews 

Data / 

Reports 

State 

Modifies 

Data 

Data Resubmitted 

to State 
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ODP Responsibilities 

• ODP is responsible for providing clear, concise and timely guidance to state 

officials on the expectations for the Data Review Project. 

• ODP is responsible for guiding states to review certain sections of the assessment 

based on preliminary data analysis at the federal level. 

• ODP is responsible for ensuring that each state can receive at least one technical 

assistance session that is tailored to specific state data analysis needs. 

Technical Assistance 

To facilitate the data review process, ODP will be offering tailored technical assistance

for data analysis, data entry and other specific assistance as required. SAAs should 

contact their ODP Preparedness Officer to schedule technical assistance related to the 

Homeland Security Data Review Project. Initial technical assistance sessions will focus 

on an explanation of the business rules and data identified in the customized Quality 

Assurance Report, how to read and interpret Data Analysis Tool reports, and further 

instruction on the SHSAS Supplement and completing the data review process. 

Jurisdiction Assessment Reports will be provided to state officials during the first 

technical assistance visit. Secondary technical assistance visits may be necessary for 

expanded data analysis (including the proper use of the DAT) and for data entry of 

modified assessment data into the DCT. States will be able to utilize ODP grant funding 

should they require additional contractor assistance for the data review process. 

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