Metro-Boston Homeland Security Region

Project Plan Development & Implementation Policy Policy/Procedure Title: City of Boston Project Plan Submission Procedure

Policy/Procedure #: EXPP010502

Purpose: To outline the procedure by which City of Boston departments may submit requests for funding and logistic support for projects or programs.

Effective As Of: January 21, 2005

Effective Until: Open

Last Revision Date: N/A

Policy/Procedure Detail:
Departments should submit requests for funding and/or logistic support in narrative form. Requests should include information in the three areas below:

• Requestor Information:
  • Department name submitting the Project Plan.
  • Other departments/organizations involved in the Project design and implementation, if any
  • Contact information of person responsible for creation of Project Plan, including name, title, address, phone, fax and email.
  • Signature(s) of Department Head(s).
  
  
• Project Narrative:
  The Program narrative should address, at a minimum, the following:
  • The problems or areas of concern that the sponsoring Department wishes to address through this Project;
  • The consequences of this Project not being undertaken;
  • Alternative solutions to the problems or areas of concern, if any, to this Project;
  • The Project's fit with the internal homeland security plans and objectives of the sponsoring department(s).
  • The Project's ability to help achieve MBHSR goals of prevention, preparedness, response and recovery from a terrorist attack.
  • The Project's impact on the Metro-Boston Homeland Security Region and regional partners;
  • Other organizations/parties that need to be involved in the assessment, planning and implementation of the project.
  • Specifically, the expected outcomes or deliverables of this Project.
  • The expected timeline of the Project, including start and end dates, as well as significant milestones.
  
  
• Project Budget:
  As part of the Project plan process, only reasonable budget estimates are required. The submitted budget should be broken down as demonstrated by the matrix below and include, at a minimum, expected combined costs for Personnel, Equipment/Supplies, Consultants/Contractors, Travel, and miscellaneous costs. Individual items expected to cost over $500 should be listed separately.
  
  Additionally, the submitting department should, either as part of the matrix or in narrative form, address the impact of the Project on the department's operating budget for both the short and long term, particularly in regard to on-going or future costs, such as maintenance, service subscriptions, replacement costs, and retraining.
  
  

B	C	D	E
Account	Account Description	Item Description	Total Item Cost
51000	Permanent Employees
51100	Emergency Employees
52000	Overtime
52100	Communications
52800	Transportation/Travel
52900	Contracted
53000	Motor Vehicle Energy Supp
53500	Med/Dental Supplies
53600	Office Supplies
53900	Misc. Supp/Materials
54900	Current Charges
55000	Automotive Equipment
55900	Equipment
	Total		$

Should there be a question of the plan's eligibility under Federal and State guidelines, the plan may be forwarded, at the discretion of MOHS to the appropriate agency for review.

Complete plans should be submitted with any referenced materials to:

Metro-Boston Mayor's Office of Homeland Security
Boston City Hall, Room 603
1 City Hall Plaza
Boston MA 02201

Incomplete plans will be returned for further development. A copy should also be submitted to your Department's designated Budget Analyst in the Office of Budget Management, Boston City Hall, Room 813.

Related Policies/Procedures/Forms:

• General Project Plan Submission Procedure (EXPP010501)
  
  
• Project Plan Review Procedure (INPP010501)
  
  
• Project Development Procedure (ALPP010502)
  
  
• MOHS Project Funding Availability List
  
  
• Project Proposal/Plan Examples