Project Management Plan Silver Jackets Interagency Project: Nevada Flood Chronology State of Nevada Flood Risk Management Team 2 November2012

Transcription

1 1. Introduction. Project Management Plan Silver Jackets Interagency Project: Nevada Flood Chronology State of Nevada Flood Risk Management Team 2 November212 The current Carson River Basin website information has become a key resource to the agencies that manage the Carson River. It is used by the affected communities to understand the effect of flooding on their community and to share with those who are trying to develop in inappropriate (floodplain) areas. The information for the Carson River Basin has been used for flood mitigation planning, preparation of public information and educational presentations and for emergency planning for flood events. This study is designed to update and enhance the historic flood database of the Carson River Basin, develop a similar database for the Walker River Basin, and make available both databases through a single public web page. The website will also provide a tool for the public, communities and others to see and understand the magnitude of the potential flood risk. It will become the foundation for education of the communities. The information can also be used to help make watershed decisions. Through the development of a series of databases and a user-friendly web site, this project will assist the general public in understanding the extent and frequency of flood hazards and flood risks in Nevada watersheds. 2. Project Description and Scope of Work. 2.1 Background In 25, the U.S. Geological Survey (USGS), in cooperation with Nevada s Floodplain Management Program, Nevada Division of Water Resources (NDWR) and with support from the Federal Emergency Management Agency (FEMA), developed a web site to make historic flood information publicly available ( Phase 1 of that effort focused on existing data, both measured and estimated, for flood events in the Carson River Basin. Since then, the Corps has initiated a project with Churchill County to provide inundation mapping for the areas in and around the City of Fallon, in the Carson River watershed, that are affected by irrigation canals. The project was not scoped to include adaptation to be included on the website, and there are not sufficient funds on the project to fully integrate it with the existing Carson River Basin website. Also since the creation of the web site, digital Flood Insurance Rate Map (DFIRM) data has become available for many parts of Nevada, including the Carson and Walker River watersheds, as part of FEMA s Map Modernization and RiskMap programs. FEMA has initiated the discovery process for the Carson River Watershed. The availability of data and information found on the Flood Chronology website was an integral part of determining what the data gaps were. The web site includes historic flood photography, video clips, flood-frequency analysis, associated climatology, flood narratives, and links to other flood-related web sites. The Nevada Floodplain Management Program considers it essential to provide outreach assistance to local Nevada communities by making historic flood information publicly available. During its map modernization and Risk MAP programs, FEMA has encountered political entities and local citizens that do not fully understand the flood risk to their community. FEMA held a resiliency meeting in Yerington, as part of the process for 1

2 revising the flood insurance rate maps, where the local government provided photos of the floods on 1997 on the Walker River. In Nevada, fast-growing communities may bring people from other parts of the United States who may not believe there is a flood risk in a desert environment. There are no statewide, formal education or outreach programs currently in place. In southern Nevada, the local flood control district spends $1.5 million annually on education of public to the hazards of the area. In the Walker River watershed, a smaller, less populated area, there are fewer resources to spread the word. The State of Nevada Division of Water Resources is working hard to help the smaller communities to understand their flood risk and to mitigate where possible for the risk. Resources are limited at both State and local levels. 2.2 Scope of Work (SOW) The primary objectives of this SOW are to: (1) to compile additional flood and streamflow information for the Carson River Basin available since the development of the Phase 1 website (January 26); (2) compile factual and anecdotal data on historic floods for the Walker River Basin; (3) enhance the functionality of the web site; and (4) provide additional capabilities for flood analysis. Specific tasks are outlined below: 1. Update the existing website to include the Walker River and to update Carson River database: a. Update Carson River Basin database with post-26 streamflow and flood information, including flood frequency analyses and annual peak flow estimates. (USGS) b. Create a public web site to display updated flood data for the Carson River Basin and available historic flood data for the Walker River. This will require update to existing website prior to developing the Walker Basin website. c. Use existing conferences and workshops to share the information with the various communities. d. Present the information to the local communities in some sort of public forum. e. Provide links to FEMA DFIRM data. (USGS / FEMA) f. Add inundation maps developed as part of the Churchill County PAS project and information to the website. 2. Develop database for storage and retrieval of historic flood-related information for the Walker River Basins. 3. Develop criteria for selecting flood events associated with the Walker River Basin (USACE / NDWR): a. Proximity and density of development to the Walker River floodplain and mainstem b. Include notable events as published in the literature 4. Develop flood statistics for selected gaging station records on the Walker River Basin (USGS): a. Compute flood frequency analysis using Log Pearson Type III distribution. b. Develop annual peak flow graph showing highest streamflow measured for each year of record. c. Generate tables and graphs summarizing flood statistics and general hydrologic information. d. Generate educational materials for the local community to use. 5. Provide descriptive accounts of selected floods for the Walker River Basin: 2

3 a. Create an annotated historical flood photo archive of both factual and anecdotal data. b. Include short excerpts from videos depicting flood events showing regional extent of main stem and alluvial fan flooding. 6. Research and include available damage cost estimates and related emergency response and recovery costs for the Carson River and Walker River basins. a. Research Nevada Division of Emergency Management, FEMA, and county governments, and other ancillary information. 7. Coordinate with the local National Weather Service s Weather Forecast Office in Reno, Nevada and the California Nevada River Forecast Center in Sacramento for the creation of river forecasts with associated gage-linked inundation maps for the Carson River and Walker River basins: a. Altitude control datum at selected stream gages will be related to NAVD88 vertical datum to support inundation maps and hazard mitigation analyses. b. Working with FEMA to take the inundation maps for different frequencies and integrate it with NWS river forecasts though its AHPS page. c. The NWS will host the site. NWS will host the inundation maps according to their standard protocol ( d. AHPS Flood Inundation maps provide an advanced tool for emergency management and the public to visualize the forecast spatial extent and depth of flooding as opposed to conventionally conveyed descriptions of expected flooding based on river stage forecasts. 3. Project Delivery Team (PDT). This effort is bringing together several agencies to address a statewide problem of insufficient flood risk information and public education. The effort includes the Nevada as the lead state and potentially California, which has part of the upper watershed. The agencies willing to cooperate provide resources, and share data include: Nevada Division of Water Resources, Nevada Division of Emergency Management/Homeland Security, California Department of Water Resources, U.S. Army Corps of Engineers (USACE), National Oceanic and Atmospheric Administration (NOAA), National Weather Service (NWS), U.S. Geological Service (USGS), Federal Emergency Management Agency (FEMA), and Lyon County, Carson Water Subconconservancy District, City of Yerington, and potentially the Yerington Paiute Tribe. 4. Project Critical Assumptions and Constraints. Critical assumptions are: Data may or may not be readily available for getting the damage cost estimates and related emergency response and recovery costs. The data may not uniform or consistent. Finding informed people to interview and research may not be easily located or cooperative. Weather could be an issue if there is an emergency in Nevada, the resources of the state and locals may be limited. Constraints are: Only $1, available for the study Resource constraints on all organizations. 3

4 FEMA study schedules may not meet the study deadline and funding for changes may not be there. Finishing in 18 months may be tricky but several tasks can be completed. 5. Project Work Breakdown Structure (WBS). Please see attachment c for a complete schedule and work breakdown structure. 6. Project Funding. USACE funding has been provided through the Fiscal Year 213 USACE Silver Jackets Program. Additional federal funding is being provided by FEMA and USGS. The Nevada Department of Water Resources and the National Weather Service will be providing labor resources and data. Agency In-Kind Funding FEMA Labor Funding to USGS for Carson River Watershed - $3K FEMA Yerington Mapping USGS Update website $3K from FEMA for Carson $45,16 from USACE for Walker NWS Labor and Data $5 per gauge if data is available USACE/SPL Labor $12, USACE/SPK Labor $42,34 Lyon County Supplying Data NDEM Supplying Data Carson Water Subconservancy Data District City of Yerington Data 7. Project Schedule. This project is anticipated to take 18 months to complete as follows: First 6 months Updated Website format approved, data gathering for the Walker River Watershed (5% complete). At the one year mark Updated website complete, develop education material developed, Walker River Watershed data 9% organized and gaps identified, *if funding available Inundation mapping 8% complete. 18 Months All products finalized, website functional for both Walker and Carson River Watershed, * if funding available inundation mapping for Yerington complete and linked to website, all QA/QC completed. 4

5 8. Project Resource Management. The Project Manager will manage and document all monetary and in-kind contributions to the project as outlined in Appendix B. 9. Project Quality Management. The Project Manager will ensure that the project objectives are articulated in the scope of work and is consistent with professional standards, laws, policies, and fiscal, schedule, legal, and other restraints. Technical review will begin early and continue throughout the study using a seamless review process that includes early identification and resolution of both technical and policy issues, if applicable. The reviewers will be fully qualified and represent all appropriate disciplines. Communication between the reviewers and the PDT members will continue throughout the process, and issues and concerns will be documented as they arise. The cooperating agencies are responsible for study quality by working with the Project Manager to define the study objectives in the scope of work and by participating as appropriate in team activities throughout the study to provide data and to help resolve issues. Each agency of the PDT is responsible and accountable for the quality of the product that the agency produces, for the overall study quality, and for keeping commitments for completion of his portion of the study as documented by the scope of work and study schedule. 1. Project Acquisition Strategy. N/A 11. Project Change Management. The purpose of the Change Management is to describe the methodology for controlling changes in project scope, schedules, costs, resource requirements, quality, and plans. This will describe the procedures for processing changes, maintaining the baseline schedule, and reconciling budgets. Early coordination between the team members is required to communicate changes. Every MDT meeting will include similar information regarding Potential Changes on the agenda. This will be the mechanism to introduce any proposed changes to any part of the project. Significant changes will be elevated to the appropriate level/authority as necessary. Changes will be documented by the Project Manager in a Memorandum for Record. 12. Project Communication Strategy. Cooperation between the project partners is a common goal and is required for effective communication. Maintaining project schedules, budgets, and technical quality can be accomplished through good communications and relationships within and external to the team. The basis for good communication is early identification of issues and conflicts Within Project Delivery Team (PDT) Communication between study partners will occur at meetings or conference calls designed to ensure adequate project performance. These meetings will include technical, PDT, and other meetings, as 5

6 required. Frequent communication will occur between the primary points of contact from each partner in the form of s, phone calls, or face-to-face meetings. The Project Manager will initiate meetings; however, a team member may call interim meetings when problems occur. The Project Manager will record the meeting minutes and distribute them to the PDT. The Project Manager will maintain study files that will contain conversation records, meeting minutes, correspondence, and decision documents. PDT members will contribute study events and progress reports to the Project Manager Within Silver Jackets Program Progress reports will be provided as a section within the Silver Jacket team s quarterly status update and will document: (1) major milestones accomplished; (2) any major impediments that might thwart achieving project objectives, schedule, or budget; (3) any significant shifts in perspective or involvement by project partners; and (4) any requests for assistance. Semi-annually (October and April), the Silver Jackets team will assess progress toward program objectives and fill in a short template presentation for use in in-progress reviews. Beyond these regular reports, teams will alert Silver Jackets program managers quickly to major issues threatening the conduct of the project and will provide a final closeout document (see Section entitled Project Closeout. ) Progress and final results will be posted to the Silver Jackets website, a public forum External to the Project Delivery Team and Silver Jackets Program Communication with the study sponsor will be maintained throughout the study. The communicating team member will document the conversation and inform the Lead Planner of any issues or concerns. Communication with the sponsor will generally be conducted via phone or to keep study costs within reason. External meetings will be scheduled on an as-needed basis to discuss pertinent study issues and to presents study results. A web-served historic flood database will assist the Nevada Floodplain Management Program in its objective to educate Nevada communities and their respective managers on flood hazard potential. The information gathered and presented through this web site will help determine the priorities of funding for future flood mitigation and to identify potential areas for new projects. This effort will also be valuable for education of the local communities. In the desert environment, people tend to forget that there is a risk of flooding. This is the starting step in developing an education and outreach program to the communities. The local communities can use this information to help make planning decisions, emergency planning and education. There are several tribes in the area and the historical information from them is very important. They may choose to be a part of this effort and then use the results to help share and educate on how they learned to live with the rivers in the area. The proposal is also synergistic with the missions and strategic objectives of the USGS ( and the NWS, which both seek to minimize the loss of life and property damage due to natural disasters such as flooding. The affected communities could use this information to help reduce costs of the NFIP through the Community Rating System. 13. Project Value Management. The primary benefits of this study are education of the general public and local governmental agencies of the historical evidence of flood risk in their communities. By educating the public, we are helping to reduce flood related injuries and damages which saves on emergency response and recovery dollars. 6

7 This will help in the planning of future developments away from the high risk areas. The website can also become a tool that teachers could use to educate about flood risks in Nevada which will then reduce the pressure to develop in the high risk areas. Additionally, flood frequency and available damage data will provide local communities with essential information for Hazard Mitigation Planning and for conducting Benefit Cost Analyses in support of grant applications for FEMA Hazard Mitigation funding, which will then help mitigate the high risk areas. This information can also be used to help emergency responders develop better emergency plans to prevent loss of life and property. With better forecast information and inundation maps, warnings of potential high water will give earlier opportunities to prepare for events which will lead to fewer damages. 14. Project Closeout The PDT will document project outcomes and accomplishments, quantifiable to the extent possible, including: (1) risks reduced, (2) future transferability and/or expenditures reduced, and (3) actions prompted by the project; and (4) any lessons learned. The documentation will be informed at minimum by the June 21, 212 working draft paper Demonstrating Measurable Benefits: Silver Jackets Pilot Projects Approaches for Documenting Specific Actions Leading to Reduced Flood Risks and Future Costs and any updates. The project team will also provide final documentation of actual resources invested in the project, suitable for demonstrating the benefits of interagency collaboration. The documentation will be provided as a stand-alone report to Silver Jackets program and provided sufficiently in advance of final project closeout to allow for needed follow-up on any questions that the documentation may raise. 15. Project Approvals. All products will go through internal review within the organization that is producing the documents, reports, websites, and data. Once it is cleared by the producing organization it will go to the PDT for review, comment and ultimately for approval. Before anything is posted publicly, the Nevada Division of Water Resources and the Nevada Division of Emergency Management/Homeland Security must agree that it may be released. 16. Appendices. Appendix A Appendix B Appendix C Letters of Support Task Breakdown Work Breakdown Structure 7

8 APPENDIX A LETTERS OF SUPPORT

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10

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13 Activity USACE/SPL USACE/SPK FEMA USGS DEM* Self Fund OTHER Total Task 1 Update the existing website to include the Walker River and to update Carson River database-funded separately by FEMA with USGS doing the work 3, 3, 1.a. Update Carson River Basin database with post-26 streamflow and flood information, including flood frequency analyses and annual peak flow estimates 1.b. Create a public web site to display updated flood data for the Carson River Basin and available historic flood data for the Walker River. This will require update to existing website prior to developing the Walker Basin website 1.c. Use existing conferences and workshops to share the information with the various communities - not funded 1.d. Present the information to the local communities in some sort of public forum - not funded 1.e. Provide links to FEMA DFIRM data 1.f. Add inundation maps developed as part of the Churchill County PAS project and information to the website 5 5 Task 2 Develop database for storage and retrieval of historic flood-related information for the Walker River Basins. - Too expensive, not done under this effort. Task 3 Develop criteria for selecting flood events associated with the Walker River Basin 12 12, 3.a. Proximity and density of development to the Walker River floodplain and mainstem 3.b. Include notable events as published in the literature Task 4 Develop flood statistics for selected gaging station records on the Walker River Basin 45,16 45,16 4.a. Compute flood frequency analysis using Log Pearson Type III distribution 4.b. Develop annual peak flow graph showing highest streamflow measured for each year of record 4.c. Generate tables and graphs summarizing flood statistics and general hydrologic information 4.d. Generate educational materials for the local community to use Task 5 Provide descriptive accounts of selected floods for the Walker River Basin ,61 5.a. Create an annotated historical flood photo archive of both factual and anecdotal data 5.b. Include short excerpts from videos depicting flood events showing regional extent of main stem and alluvial fan flooding Task 6 Research and include available damage cost estimates and related emergency response and recovery costs for the Carson River and Walker River basins 5, 5, 6.a. Research Nevada Division of Emergency Management, FEMA, and county governments, and other ancillary information Task 7 Coordinate with the local National Weather Service s Weather Forecast Office in Reno, Nevada and the California Nevada River Forecast Center in Sacramento for the creation of river forecasts with associated gagelinked inundation maps for the Carson River and Walker River basins - May or may not happen based on schedule 7.a. Altitude control datum at selected stream gages will be related to NAVD88 vertical datum to support inundation maps and hazard mitigation analyses 7.b. Working with FEMA to take the inundation maps for different frequencies and integrate it with NWS river forecasts though its AHPS page 7.c. The NWS will host the site. NWS will host the inundation maps according to their standard protocol 7.d. AHPS Flood Inundation maps provide an advanced tool for emergency management and the public to visualize the forecast spatial extent and depth of flooding as opposed to conventionally conveyed descriptions of expected flooding based on river stage forecasts Project Management 9,73 9,73 TOTAL Project Cost $44,61 $9,73 $ $75,66 $5, $ $135, Total USACE Dollars for Pilot Study Cost $44,61 $ 9,73 $ 45,66 $1,.

14 ID Task Name Duration Start Finish 1 Nevada Flood Chronology for Walker River 1 day? Mon 1/1/12 Mon 1/1/12 4Q12 1Q13 2Q13 3Q13 4Q13 1Q14 2Q14 3Q14 Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul 2 3 Task 1 Update the existing website to include the Walker River and to update Carson River database-funded separately by FEMA with USGS d 261 days Mon 1/1/12 Mon 9/3/ a. Update Carson River Basin database with post-26 streamflow and flood information, including flood frequency analyses and annual peak flow 18 days Mon 1/1/12 Fri 6/7/ b. Create a public web site to display updated flood data for the Carson River Basin and available historic flood data for the Walker River. This w 2 days Mon 1/1/12 Fri 7/5/13 6 **1.c. Use existing conferences and workshops to share the information with the various communities - not funded 6 days Mon 7/8/13 Fri 9/27/13 7 **1.d. Present the information to the local communities in some sort of public forum - not funde 6 days Tue 7/9/13 Mon 9/3/ e. Provide links to FEMA DFIRM dat 18 days Mon 1/1/12 Fri 6/7/ f. Add inundation maps developed as part of the Churchill County PAS project and information to the websit 18 days Mon 1/1/12 Fri 6/7/ **Task 2 Develop database for storage and retrieval of historic flood-related information for the Walker River Basins. - Too expensive, not done under th days Mon 1/1/12 Mon 1/1/12 1/ Task 3 Develop criteria for selecting flood events associated with the Walker River Basin 1 days Mon 11/5/12 Fri 3/22/ a. Proximity and density of development to the Walker River floodplain and mainste 1 days Mon 11/5/12 Fri 3/22/ b. Include notable events as published in the literature 1 days Mon 11/5/12 Fri 3/22/ Task 4 Develop flood statistics for selected gaging station records on the Walker River Basin 24 days Mon 7/15/13 Fri 6/13/ a. Compute flood frequency analysis using Log Pearson Type III distributio 18 days Mon 7/15/13 Fri 3/21/ b. Develop annual peak flow graph showing highest streamflow measured for each year of recor 18 days Mon 7/15/13 Fri 3/21/ c. Generate tables and graphs summarizing flood statistics and general hydrologic informatio 18 days Mon 7/15/13 Fri 3/21/14 21 **4.d. Generate educational materials for the local community to use 6 days Mon 3/24/14 Fri 6/13/ Task 5 Provide descriptive accounts of selected floods for the Walker River Basi 1 days Mon 11/5/12 Fri 3/22/ a. Create an annotated historical flood photo archive of both factual and anecdotal data 1 days Mon 11/5/12 Fri 3/22/ b. Include short excerpts from videos depicting flood events showing regional extent of main stem and alluvial fan floodin 1 days Mon 11/5/12 Fri 3/22/ Task 6 Research and include available damage cost estimates and related emergency response and recovery costs for 18 days Mon 11/5/12 Fri 7/12/13 the Carson River and W 28 6.a. Research Nevada Division of Emergency Management, FEMA, and county governments, and other ancillary information 18 days Mon 11/5/12 Fri 7/12/ Task 7 Coordinate with the local National Weather Service s Weather Forecast Office in Reno, Nevada and the California Nevada River Foreca 1 day? Mon 1/1/12 Mon 1/1/12 31 **7.a. Altitude control datum at selected stream gages will be related to NAVD88 vertical datum to support inundation maps and hazard mitigation a 1 day? Mon 1/1/12 Mon 1/1/12 32 **7.b. Working with FEMA to take the inundation maps for different frequencies and integrate it with NWS river forecasts though its AHPS pag 1 day? Mon 1/1/12 Mon 1/1/12 33 **7.c. The NWS will host the site. NWS will host the inundation maps according to their standard protocol 1 day? Mon 1/1/12 Mon 1/1/12 34 *7.d. AHPS Flood Inundation maps provide an advanced tool for emergency management and the public to visualize the forecast spatial extent and 1 day? Mon 1/1/12 Mon 1/1/ Project Management 386 days? Mon 1/1/12 Mon 3/24/14 37 Develop PMP 25 days Mon 1/1/12 Fri 11/2/ Final Milestones 181 days? Mon 7/15/13 Mon 3/24/14 4 Carson River /websute 1 day? Mon 9/3/13 Mon 9/3/13 41 Walker River 181 days? Mon 7/15/13 Mon 3/24/14 42 Historical Research and interviews 1 day? Mon 7/15/13 Mon 7/15/13 43 Walker River Website 1 day? Mon 3/24/14 Mon 3/24/14 Project: NV FLood chronology Schedu Date: Tue 1/3/12 Task Split Progress Milestone Summary Project Summary External Tasks External Milestone Deadline Page 1