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FEMA’s Flood Map Modernization

MIP R3 Requirements – Content Manager

Metadata and Data Submissions

August 2006

MIP Studies Workflow R3 Deployment Training

MIP R3 Requirements

FEMA’s Flood Map Modernization

Existing Federal Metadata Policy

Executive Order 12906

Coordinating Geographic Data Acquisition and Access: The National Spatial Data Infrastructure

Signed 4/11/94, by President Clinton
Section 3, Development of a National Geospatial Data Clearinghouse
“Standardized Documentation of Data, ... each agency shall document all new geospatial data it collects or produces, either directly or indirectly, using the standard under development by the FGDC, and make that standardized documentation electronically accessible to the Clearinghouse network.

http://www.fgdc.gov/metadata/contstan.html

FEMA’s Flood Map Modernization

Existing Federal Metadata Policy

Circular No. A-16

Coordination of Geographic Information and Related Spatial Data Activities

8/19/02, Office of Management and Budget
Section 2.b.2, “All spatial data collected or derived directly or indirectly using federal funds will have FGDC metadata.”
Section 6.b, “As examples, this Circular applies to, but is not limited to… FEMA's Flood Plain Mapping program and other federal activities that involve national surveying, mapping, remote sensing, spatially referenced statistical data, and Global Positioning System (GPS).”

http://www.whitehouse.gov/omb/circulars/a016/a016_rev.html#1

FEMA’s Flood Map Modernization

Current MIP Metadata Policy

DFIRM Database Deliverable Submission

Appendix L, section L.2.8
“To facilitate the use of these data and the transfer of data files between users, the assigned Mapping Partner shall prepare and submit a metadata file with all digital data submittals.”
Workflow tasks

Develop DFIRM Database (draft DFIRM DB)
Produce Preliminary Map Products (prelim DFIRM DB)
Produce Map Products (final DFIRM DB)

FEMA’s Flood Map Modernization

Current MIP Metadata Policy

DCS Task Submissions

Appendix N

Section N.2.3.1, Deliverables - Metadata

FEMA Procedure Memorandum 35, Additional Requirements for Inclusion in FY05 Study contracts

Section 3, “A metadata file that complies with the FEMA Metadata Profiles in XML-format shall be included with each submittal.”

FEMA Metadata Profiles were distributed 1/17/06.

FEMA’s Flood Map Modernization

Current MIP Metadata Policy

Non-DCS/Non-DFIRM Task Submissions

Metadata must be submitted for data archiving and retrieval purposes.
Metadata ensures data integrity for all spatial data used for the DFIRMs.

FEMA’s Flood Map Modernization

Content Manager

Archive for all data (spatial and non-spatial) associated with DFIRM, LOMR, and LOMA production and submissions

Only authenticated MIP users can access the Search & Retrieve portlet

Tools & Links > Search & Retrieve Data

Metadata profiles ensure data discovery and proper ingestion into Content Manager
Data is archived when RMCs pass the Store Content task; data is not stored in Content Manager upon upload except for Pre-scoping and Scoping tasks.

Pre-Scoping and Scoping submissions do not require validation, and there aren’t metadata profiles for those tasks.

FEMA’s Flood Map Modernization

Archiving Data

Users upload data submissions with metadata.
Data is archived for all spatial submissions based on the metadata profiles.
Data is archived for all non-spatial submissions (e.g., Scoping meeting minutes) based on key metadata elements; not a complete FGDC-compliant metadata file.

Placekeys
Title
Abstract
Access Restriction
Effective Date

FEMA’s Flood Map Modernization

Archiving Data

Metadata Profiles ensure that the metadata elements necessary to discover the data submissions are populated correctly.

Placekeys have distinct headings to define the type of location

STATE VA
COUNTY Fairfax
COMMUNITY Vienna
FEMA-CID 510053

Publication Date and Calendar Date cannot be “Unknown” or “yyyy”.

Values are stored in a numeric field; query for date ranges

FEMA’s Flood Map Modernization

Querying Archived Data

The search for archived data is based upon metadata elements (e.g., placekeys, themekeys, originator).

General Search

All tasks, All workflow types

(i.e., Studies, Revisions, and Amendments)

DFIRM/DCS Data Search

Spatial-related tasks, Studies workflow only

MapViewer returns bounding coordinates for spatial searches

FEMA’s Flood Map Modernization

Search & Retrieve

General search for spatial and non-spatial data submissions for ‘Lonoke’ County

Discovered data submissions for ‘Lonoke’ County

FEMA’s Flood Map Modernization

Discovering Archived Data

Excerpt from metadata file…

Headings drive the location searches;

Searched for ‘Lonoke’ in the

County search

Access the

individual

data submission

via the ‘Link’

Excerpt of data

files in the

uploaded data

submission

FEMA’s Flood Map Modernization

Querying for Archived Data

Coordinates

auto-populate in the query based on the map extents in

MapViewer

Query returns specific data type submissions in which the bounding coordinates in the metadata file are located within the queried extent

FEMA’s Flood Map Modernization

Retrieving Archived Data

accconst:

None

If the metadata file declares

no access constraints, then

all data files in the submission can be downloaded.

accconst:

Restricted

If the metadata file declares any access constraints, then

none of data files in the submission can be downloaded

FEMA’s Flood Map Modernization

Required Files for Studies Workflow

The Studies workflow will not advance if required files are not uploaded to the correct folder with the correct naming convention at specific tasks.

Metadata Files

All data development tasks
Produce Preliminary Map Products task
Produce Map Product (post-preliminary) task

DCS QA Report

All DCS data development tasks

FEMA’s Flood Map Modernization

Required Files for Studies Workflow

The Studies workflow will be stopped if the required notification from HDM has not been received by the MIP.

Data is sent to HDM for Independent QC via the Studies workflow for the draft, preliminary, and final deliverable submissions.

Develop DFIRM Database task
Produce Preliminary Map Products task
Produce Map Products task

Workflow tasks will not advance if the passing Notification from HDM is not present.

Validate Content Submission
Perform Map Products QA

FEMA’s Flood Map Modernization

Required Files for Studies Workflow



Develop Topographic Data

HDM Notification

DCS QA Report

Metadata File

Workflow Task



Produce Map Products (Perform Map Product QA task)



Produce Preliminary Map Products

(Validate Content Submission task)



Perform Redelineation



Perform Floodplain Mapping



Perform Field Survey



Perform Coastal Analysis



Perform Alluvial Fan Analysis



Develop Hydrologic Data



Develop Hydraulic Data



Develop DFIRM Database (Validate Content Submission task)



Acquire Base Map

FEMA’s Flood Map Modernization

Creating Metadata

Digital Metadata Profile

Using a digital version of the NFIP Metadata Profiles Guidelines, copy/paste/edit appropriate the metadata profile into a .txt document.

Change all underlined text.
The underlined text indicates a dynamic required metadata element.

DFIRM Tools

Use DFIRM Metadata Builder tools in DFIRM Tools

These tools create/edit a metadata .txt file according to the DFIRM metadata profile.

FEMA’s Flood Map Modernization

Naming the Metadata Files

Naming conventions are listed for each metadata profile in the NFIP Metadata Profiles Guidelines.

For example, <CID>_BaseMap_metadata.xml
The names are case-sensitive.
The DFIRM Metadata Builder will name the file correctly.

Metadata files must be submitted in either .xml or .txt format for all uploads.
The following tasks require that the previously uploaded metadata files be in .xml format:

Validate Content Submission
Store Content
Perform Map Products QA

Access MetaMan in the Citrix environment to convert the .txt metadata files to .xml format.

FEMA’s Flood Map Modernization

Metadata Locations on the MIP

DCS metadata

Store in the General subfolder within the root\TaskSysID folder for the task (e.g., Develop Topographic Data – Terrain\1200489\General folder)
Appendix N specification

DFIRM-related metadata

Store in the Mapping\<DFIRM submission type> folder

(e.g., Develop DFIRM Database - Mapping\Draft_DFIRM_DB folder)

Non-DCS/Non-DFIRM metadata

Store in the root\TaskSysID folder for the task

(e.g., Acquire Base Map – BaseMap\1321086 folder)

FEMA’s Flood Map Modernization

Creating the DCS QA Report

Use the DCS Validator tool in WISE to generate the QA report, despite whether or not you used WISE to create your DCS data.
DCS QA report can be either passing or failing; you will be able to advance the Studies workflow as long as the report has been uploaded and named correctly.

Your RMC will verify whether or not the data should be redone and/or does not comply to Appendix N specifications at the Validate Content Submission task.

FEMA’s Flood Map Modernization

Naming & Storing the DCS QA Report

Files are named according to which folder the task is associated.

Names are case-sensitive.
Files must be in .xml format.

The DCS QA report must be stored in the root\TaskSysID folder for the task; do not upload it in a subfolder.

(i.e., Hydrology, Hydraulics, Terrain, and Survey).

<FEMA Case Number>_<CID>_Survey.xml

Perform Field Survey

<FEMA Case Number>_<CID>_Terrain.xml

Develop Topographic Data

<FEMA Case Number>_<CID>_Hydrology.xml

Develop Hydrologic Data

<FEMA Case Number>_<CID>_Hydraulics.xml

Develop Hydraulic Data

DCS QA Report Naming Convention

Workflow Task

FEMA’s Flood Map Modernization

Generating the HDM Notification

The HDM Notification is not a file that you create or upload.
Load Data Artifacts portlet

You can select to ‘Send Data Contents to HDM’ once you have uploaded all your necessary data files for submission.
You cannot complete a DFIRM-related task until you opt to send your data submission to HDM.

FEMA’s Flood Map Modernization

Generating the HDM Notification

DFIRM Tools

When you export your data submission via the Database Exporter tools, you are given the option to send your data submission to HDM.

You must have created your metadata prior to exporting your data if you choose to send the submission to HDM.

FEMA’s Flood Map Modernization

HDM Notification Results

You will be able to complete the DFIRM-related task once the data submission has been sent for Independent QC.
QC Results

The pass/fail HDM Notification and a weblink to the detailed QC report is automatically submitted back to the MIP by HDM.
The weblink to the detailed QA report will be posted on the DFIRM-related task screen, Validate Content Submission screen, and/or Perform Map Products QA screen within the Studies workflow, depending upon the submission type (i.e., Draft, Preliminary, or Final).

FEMA’s Flood Map Modernization

HDM Notification Results

Advancing the Studies Workflow

The RMC will not be able to advance the workflow at the associated Validate Content Submission or Perform Map Products QA task without a passing HDM Notification.

Pass data auto-validation - Draft and Preliminary submissions
Pass data auto-validation and visual QC – Final submission

If a failing HDM Notification is returned, the RMC will only be able to reject the data contents and return the project to the DFIRM-related task lead’s workbench (e.g., DFIRM Database Task Lead)

FEMA’s Flood Map Modernization

HDM Notification Results

The following graphic depicts the flow of events for a passing and failing HDM notification for the preliminary DFIRM deliverable submission.

This assumes that the HDM notification has been received.
The flow of events is the same for the Develop DFIRM Database task and Produce Map Products task.

FEMA’s Flood Map Modernization

Generating Trial HDM QC Report

Tools & Links > HDM Upload portlet

Used for trial submissions of your DFIRM database
Only the data auto-validation QC review will be conducted on the trial submission; no trial review for visual QC
QC report will be emailed to the submitter, not to the MIP
There is no functionality for the HDM Upload portlet to ‘connect’ your results to the MIP workflow.

FEMA’s Flood Map Modernization

Submitting Data

There are 4 ways to submit data to the MIP

Copy data from the Production drive (J:)
Upload data via the Load Data Artifacts portlet in the Studies workflow tasks
Mail your data submission to FEMA Data Depot
Exporting data from DFIRM Tools

(This is limited to DFIRM-related data submissions.)

FEMA’s Flood Map Modernization

Copying Data Submission

Data can only be copied from the Production drive (J:) to the Submittal drive (K:) through the Load Data Artifacts portlet.
You can copy data only from your FEMA Case Number on the J drive to the root folder (e.g., Draft_DFIRM_DB) and/or subfolders within the root folder (e.g., Terrain\Output\VEC) on the K drive for the current task.
If you select a subfolder to copy, the subfolder and all of its contents will be copied to the destination folder.

FEMA’s Flood Map Modernization

Uploading Data Submission

The Load Data Artifacts portlet is specific to the task in which it appears; the MIP knows to which folder to upload the submission
Zip multiple files and subfolders together. The MIP will unzip your file and maintain the subfolder structure.
You will be prompted to overwrite existing files with the same name.
300 MB file size maximum; 30 minute connection before timing out

FEMA’s Flood Map Modernization

Mailing Data Submission

Mail data submission to FEMA Data Depot

Send CDs, DVDs, Hard Drives, or Flash Drives; there is no file size restrictions.
Include readme.txt file indicating Region, State, County, Community, FEMA Case Number, workflow task(s), and contact information
Inform MIPHelp that the submission has been mailed
Workflow will not advance until the data/metadata submission has been received and uploaded
Must account for postal delivery time and upload time in your task schedule

FEMA Data Depot

3601 Eisenhower Avenue

Suite 130

Alexandria, VA 22304

FEMA’s Flood Map Modernization

Deleting Data from Submission

Data can only be deleted from the Submittal drive (K:) for DFIRM-related tasks.

Develop DFIRM Database
Produce Preliminary Map Products
Produce Map Products

Once a data file has been uploaded or copied to the K drive for a non DFIRM-related task, you must contact MIPHelp to have the file deleted.

FEMA’s Flood Map Modernization

Citrix Windows Explorer

The Submittal drive (K:) no longer has write permissions; all previous write permissions have been revoked.

Use ‘File Copy’ in the Load Data Artifacts portlet to copy data from the Production drive (J:) to the K drive.
Use the Delete functionality in the Load Data Artifacts portlet to delete files for a DFIRM-related task.
Contact MIPHelp to delete files for a non DFIRM-related task.
Files on your local drives should be uploaded to the K drive via the Load Data Artifacts portlet.
Read permissions remain on the K drive; you can copy and paste files to your local drives via Citrix Windows Explorer.

The Production drive (J:) still has read and write permissions.

FEMA’s Flood Map Modernization

Uploading for Multiple Duplicate Tasks

If you have multiples of the same task in one Studies project (e.g., two Perform Field Survey tasks assigned to two different Mapping Partners), you can upload data for all similar tasks without overwriting each others’ data.
Submissions for duplicate tasks are stored separately.

Each task is assigned a unique TaskSysID.
TaskSysID is displayed on the data development task, Validate Content Submission, Independent QC/QA, and Store Content task screens.
TaskSysID will be a subfolder within the task’s root folder (e.g., …\<FEMA Case Number>\Terrain\<TaskSysID>\Source)
DFIRM-related tasks will not be assigned a TaskSysID; only one task should exist in the workflow.

FEMA’s Flood Map Modernization

Accessing Production Tools

Single Sign-On Citrix

Sign into your Citrix account while logged into the MIP
The MIP remembers your Citrix login information, and automatically logs you into the Citrix environment every time you log into the MIP.

FEMA’s Flood Map Modernization

Uploading Data via DFIRM Tools

DFIRM Metadata Builder

Creates your metadata file based on the DFIRM metadata profile and saves it to the appropriate folder (e.g., Mapping\Draft_DFIRM_DB) on the Submittal drive (K:)

Database Exporter

Exports your DFIRM database deliverable submission to the appropriate folder (e.g., Mapping\Final_DFIRM_DB) on the Submittal drive (K:)

Map Production Pro > Export to Images

Exports your map panels to TIF and PNG formats and stores them in the \Mapping\Final_DFIRM_DB\RFIRM folder on the Submittal drive (K:)

DFIT Pro > Export to Images

Exports your INDEX map to TIF format and stores it in the \Mapping\Final_DFIRM_DB\RFIRM folder on the Submittal drive (K:)

FEMA’s Flood Map Modernization

MIPHelp@mapmodteam.com

In all communications to MIPHelp, please include the following information:

Region
State
County
Community
FEMA Case Number
Current task in the MIP workflow
Error message received and screen captures
Details specific to your problem (e.g., cannot upload data, uploaded metadata but cannot advance through task).

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