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SDE 3.0 User Manual and Field Workbook - FEMA
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Executive Summary
This document is a Substantial Damage Estimator (SDE) User Manual and Field Workbook developed by FEMA. It provides guidance to State and community officials in estimating substantial damage to residential and non-residential structures, particularly those within a mapped Special Flood Hazard Area (SFHA). The SDE tool assists those with limited appraisal or construction backgrounds in developing reasonable estimates of structure values and damages in accordance with NFIP requirements. The workbook includes guidance on data collection, field preparations, structure attributes, and post-determination activities. The SDE tool is based on the concept of using damage estimates for individual structure elements to determine whether the structure as a whole is substantially damaged.
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--- Document: SDE 3.0 User Manual and Field Workbook - FEMA Document ---
Severely damaged 2-story house that is off its foundation and laying on its side.
Substantial Damage Estimator
(SDE) User Manual and Field
Workbook
Using the SDE Tool to Perform
Substantial Damage Determinations
FEMA P-784 / Tool Version 3.0 / August 2017S
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SDE Field Workbook, April 2013
i Substa
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For technical assistance, consult your Regional Office of the
Federal Emergency Management Agency (FEMA). The
addresses and telephone numbers for the FEMA Regional Offices
can be found at: http://www.fema.gov/fema-regional-contacts.
Disclaimer: “Windows” and “.NET” are Registered Trademarks of the Microsoft Corporation.
Any references to “Windows” or “.NET” shall not be construed as an endorsement of these
products by FEMA. The use of any industry-accepted residential cost-estimating guide will
produce similar results to the Substantial Damage Estimator Tool.
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Table of Contents
SDE User Manual, August 2017
i
SDE User Manual – Table of Contents
ACRONYMS AND ABBREVIATIONS ......................................................................................v
SECTION 1
INTRODUCTION ........................................................................................... 1-1
1.1
Use of the SDE Tool to Manage Substantial Damage Responsibilities ....................... 1-2
1.2
Users of the SDE 3.0 Tool ........................................................................................... 1-4
1.3
Organization of the SDE 3.0 User Manual .................................................................. 1-4
SECTION 2
INSTALLATION ............................................................................................ 2-1
2.1
System Requirements ................................................................................................... 2-1
2.2
Installation Steps .......................................................................................................... 2-2
2.3
Database Name and Type ............................................................................................. 2-7
SECTION 3
CREATING SDE ASSESSMENTS ............................................................... 3-1
3.1
Main Menu Options ..................................................................................................... 3-2
3.2
Spell Check .................................................................................................................. 3-4
3.3
SDE Notes .................................................................................................................... 3-6
3.4
User Preferences ........................................................................................................... 3-7
3.5
Search and Replace ...................................................................................................... 3-8
3.6
Delete All SDE Data .................................................................................................. 3-10
3.7
Importing Data ........................................................................................................... 3-11
3.7.1
Importing SDE Data ...................................................................................... 3-11
3.7.2
Enterprise Import of Non-SDE Data ............................................................. 3-13
3.7.3
Importing Latitude and Longitude Coordinate Data ..................................... 3-16
3.7.4
Guidance for Obtaining GPS Coordinate Data ............................................. 3-16
3.7.5
Import/Export User Settings ......................................................................... 3-17
3.8
Using Default Data ..................................................................................................... 3-20
3.9
Using Enterprise Import Mappings Settings .............................................................. 3-22
3.10 Differences between Residential and Non-Residential Assessments ........................ 3-23
3.11 Creating an Assessment ............................................................................................. 3-24
3.11.1 Creating a New Property ............................................................................... 3-24
3.11.2 Creating a New Residential Assessment ....................................................... 3-25
3.11.3 Creating a New Non-Residential Assessment............................................... 3-47
3.11.4 Required Data Fields for All Assessments.................................................... 3-52
3.12 Viewing and Editing Assessments ............................................................................. 3-54
3.12.1 View/Search .................................................................................................. 3-54
3.12.2 Bulk Editor .................................................................................................... 3-57
3.13 Quality Assurance Reviews ....................................................................................... 3-58
Table of Contents
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SDE User Manual, August 2017
SECTION 4
EXPORTING SDE DATA .............................................................................. 4-1
4.1
Exporting SDE Data ..................................................................................................... 4-1
4.2
Exporting to Excel ........................................................................................................ 4-3
4.3
Export User Settings ..................................................................................................... 4-4
4.4
Generating a Geo Reference File ................................................................................. 4-5
SECTION 5
SDE REPORTS ............................................................................................... 5-1
5.1
The Community and Structure & Percent Damaged Reports ...................................... 5-2
5.2
Structure Summary Report ........................................................................................... 5-3
5.3
Individual Structure Detailed Report ........................................................................... 5-4
5.4
Use of SDE Reports ..................................................................................................... 5-4
Tables
Table 1-1: Benefits and Limitations of Using the SDE 3.0 Tool................................................. 1-3
Table 2-1: Minimum System Requirements to Run the SDE 3.0 Tool ....................................... 2-1
Table 3-1: SDE Fields for Enterprise Import ............................................................................. 3-14
Table 3-2: SDE 3.0 Tool Default Data Fields ............................................................................ 3-21
Table 3-3: Residential vs. Non-Residential Assessments .......................................................... 3-23
Table 3-4: Initial Construction Quality for Residential Construction ....................................... 3-32
Table 3-5: Depreciation Ratings – Residential Structures ......................................................... 3-37
Table 3-6: Residential Structure Elements ................................................................................ 3-39
Table 3-7: Non-Residential Structure Uses ............................................................................... 3-48
Table 3-8: Non-Residential Structure Elements ........................................................................ 3-51
Table 3-9: Required and Suggested Data Fields for Residential and Non-
Residential SDE Assessments .............................................................................. 3-52
Table 3-10: QA Reviews for Common SDE Data Errors .......................................................... 3-59
Table 5-1: SDE Report Types and Contents ................................................................................ 5-1
Figures
Figure 2-1: .NET Framework 4.6.1 License Agreement ............................................................. 2-3
Figure 2-2: SDE Setup Wizard .................................................................................................... 2-4
Figure 2-3: Select Installation Folder .......................................................................................... 2-4
Figure 2-4: Confirm Installation window .................................................................................... 2-5
Figure 2-5: Installation status window ......................................................................................... 2-5
Figure 2-6: Installation Complete window .................................................................................. 2-6
Table of Contents
SDE User Manual, August 2017
iii
Figure 2-7: The SDE icon ............................................................................................................ 2-6
Figure 2-8: Enter the database name ............................................................................................ 2-7
Figure 2-9: Location of SDE Database ........................................................................................ 2-8
Figure 3-1: SDE Version 3.0 Tool menu tabs .............................................................................. 3-1
Figure 3-2: Main Menu for SDE Version 3.0 Tool ..................................................................... 3-2
Figure 3-3: Opening Check Spelling ........................................................................................... 3-5
Figure 3-4: Review window for both Check Spelling and Spell Check ...................................... 3-5
Figure 3-5: Opening SDE Notes .................................................................................................. 3-6
Figure 3-6: SDE Notes window ................................................................................................... 3-6
Figure 3-7: Options for User Preferences .................................................................................... 3-8
Figure 3-8: Opening Search and Replace function ...................................................................... 3-8
Figure 3-9: Search and Replace window ..................................................................................... 3-9
Figure 3-10: Opening Delete All SDE Data function ................................................................ 3-10
Figure 3-11: Delete SDE Data selection window ...................................................................... 3-10
Figure 3-12: Deleting records warning window ........................................................................ 3-10
Figure 3-13: Import SDE Data functions ................................................................................... 3-11
Figure 3-14: SDE Import directory ............................................................................................ 3-12
Figure 3-15: Import of individual or all SDE assessment data .................................................. 3-13
Figure 3-16: Import confirmation .............................................................................................. 3-13
Figure 3-17: Enterprise Import Get File screen ........................................................................ 3-15
Figure 3-18: Import/Export User Settings function ................................................................... 3-18
Figure 3-19: Import/Export User Settings window ................................................................... 3-18
Figure 3-20: User Settings Select Folder window ..................................................................... 3-19
Figure 3-21: Sample files for Import of SDE User Settings ...................................................... 3-19
Figure 3-22: Confirmation of Import/Export User Settings ...................................................... 3-20
Figure 3-23: Default Data window ............................................................................................ 3-21
Figure 3-24: Saved Enterprise Import Mappings function ........................................................ 3-22
Figure 3-25: Enterprise Import Mappings Settings window ...................................................... 3-22
Figure 3-26: Add New Property ................................................................................................ 3-25
Figure 3-27: Add Property – Property Details window ............................................................. 3-25
Figure 3-28: SDE 3.0 Tool tabs for residential and non-residential assessments ...................... 3-26
Figure 3-29: Add New Residential Assessment function .......................................................... 3-26
Figure 3-30: Add Residential Assessment – select a property window ..................................... 3-27
Figure 3-31: Address tab and custom fields .............................................................................. 3-29
Figure 3-32: Modify Custom Fields window ............................................................................. 3-30
Table of Contents
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SDE User Manual, August 2017
Figure 3-33: Residential Structure/Damage/NFIP Info tab ....................................................... 3-31
Figure 3-34: Cost tab ................................................................................................................. 3-34
Figure 3-35: Square Foot Calculator window ............................................................................ 3-35
Figure 3-36: Data entry window for the Square Foot Calculator .............................................. 3-36
Figure 3-37: Residential Element Percentages tab .................................................................... 3-39
Figure 3-38: Output Summary tab ............................................................................................. 3-42
Figure 3-39: Photos tab .............................................................................................................. 3-44
Figure 3-40: Edit Photo window ................................................................................................ 3-46
Figure 3-41: Add New Non-Residential Assessment function .................................................. 3-47
Figure 3-42: Non-Residential Structure/Damage/NFIP Info tab ............................................... 3-49
Figure 3-43: Non-Residential Element Percentages tab ............................................................ 3-50
Figure 3-44: Error window identifying incomplete or blank data fields ................................... 3-53
Figure 3-45: Example of colored pushpins that identify missing or incomplete
data ....................................................................................................................... 3-54
Figure 3-46: View/Search All Records function ....................................................................... 3-54
Figure 3-47: View/Search grid for available properties/assessments ........................................ 3-55
Figure 3-48: Current Record Detail screen ................................................................................ 3-56
Figure 3-49: Bulk Editor function .............................................................................................. 3-57
Figure 3-50: Bulk Editor window .............................................................................................. 3-58
Figure 4-1: Export of SDE data ................................................................................................... 4-1
Figure 4-2: Export SDE Data screen with filter and record options ............................................ 4-2
Figure 4-3: Export Data to Excel window ................................................................................... 4-3
Figure 4-4: Export Data to Excel confirmation ........................................................................... 4-4
Figure 4-5: Import/Export for User Settings function ................................................................. 4-4
Figure 4-6: Import/Export Options for User Settings .................................................................. 4-5
Figure 4-7: Generate GeoFile function ........................................................................................ 4-5
Figure 4-8: Generate Geo Reference File window ...................................................................... 4-6
Figure 5-1: Reports access on the Main Menu ............................................................................ 5-1
Acronyms and Abbreviations
SDE User Manual, August 2017
v
Acronyms and Abbreviations
ACV
Actual Cash Value
BCA
Benefit-Cost Analysis
BFE
base flood elevation
CID
(NFIP) Community Identification Number
CMU
concrete masonry unit
CSV
file extension for a file with comma separated values
DDF
depth-damage function
EIFS
exterior insulation finishing system
FAQs
Frequently Asked Questions
FEMA
Federal Emergency Management Agency
FIRM
Flood Insurance Rate Map
GB
gigabyte
GHz
gigahertz
GIS
geographic information system
GPS
global positioning system
HVAC
heating, ventilation, and air-conditioning
ICC
Increased Cost of Compliance
ICF
Insulated Concrete Form
KML
Keyhole Markup Language
KMZ
Compressed KML file
MB
megabyte
MH
manufactured house
NFIP
National Flood Insurance Program
QA
Quality Assurance
SDE
Substantial Damage Estimator
SF
single-family
SFHA
Special Flood Hazard Area
WAAS
Wide Area Augmentation System
XLS
file extension for a Microsoft Excel spreadsheet file
XML
file extension for an extensible markup language file
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Introduction
SDE User Manual, August 2017
1-1
Substantial Damage
Substantial Damage is defined in the
NFIP regulations as “Damage of any
origin sustained by a structure whereby
the cost of restoring the structure to its
before-damaged condition would equal
or exceed 50 percent of the market
value of the structure before the damage
occurred.”
Special Flood Hazard Area
FEMA defines the SFHA as the land
in the floodplain within a community
subject to the 1 percent or greater
chance of flooding in any given year
(i.e., the 100-year flood).
Use of Other FEMA Tools
Only the FEMA SDE tool can be
used to make Substantial Damage
determinations in accordance with
the NFIP regulations.
SECTION 1
INTRODUCTION
The Substantial Damage Estimator (SDE) Version 3.0 Tool was developed by the Federal
Emergency Management Agency (FEMA) to assist State and community officials in estimating
Substantial Damage to residential and non-residential
structures. Communities that participate in the National
Flood Insurance Program (NFIP) are required to
determine whether damage, of any origin, to structures
within a mapped Special Flood Hazard Area (SFHA)
meets the criteria for Substantial Damage. The SDE tool
allows community officials with limited appraisal or
construction backgrounds to develop reasonable
estimates of structure values and structure-specific
damages in accordance with the NFIP requirements.
The SDE tool is based on the concept of using damage estimates for individual structure
elements to determine whether the structure as a whole is substantially damaged. The SDE tool
includes assessment options for residential structures (single-family homes, town or row houses,
and manufactured homes) and common non-residential structures (e.g., office buildings, strip
malls, restaurants). The SDE tool may be used in conjunction with an industry-accepted,
residential construction cost-estimating guide.
Communities participating in the NFIP often have
difficulty determining whether structures are substantially
damaged. This difficulty is magnified after a major flood
or other disaster in which a large number of structures
have been damaged and there is a need to provide timely
Substantial Damage determinations so that repair or other
permits can be issued that allow reconstruction to begin.
Structures located in an SFHA that are determined to be substantially damaged or improved,
must be brought into compliance with the minimum requirements of the community’s NFIP-
compliant floodplain management laws or ordinances. This requirement applies to all structures
in the SFHA, but is independent of the source of damage to the structure; damage as a result of
flooding, high wind, fire, or any other source can trigger the requirement. The SDE tool should
not be used for structures designated by State or Federal entities as historic structures because of
their complex valuation.
Use of other FEMA tools or tool components to determine
Substantial Damage may not be appropriate. Specifically,
use of the depth-damage functions (DDFs) from the FEMA
Benefit- Cost Analysis (BCA) tool are not appropriate
because the DDFs were designed to be specific to a
particular hazard and do not consider other sources of
damage (fire, wind, earthquake, etc.).
Introduction
1-2
SDE User Manual, August 2017
Non-Residential Structures
Non-residential structures can vary
considerably in construction materials
structural elements, mechanical systems, and
plumbing and electrical systems. The SDE tool
uses a simplified approach to estimate damage
for most non-residential structures. Some non-
residential structures use more complex
structure materials and construction methods,
or have specific uses that may require a more
detailed approach to estimating damage.
The DDFs may underestimate the total structure damage. Furthermore, the BCA DDFs are
designed to estimate future damage based on regional or national average damage data that do
not consider site-specific factors, such as flood durations, and do not calculate damage that is
specific to the structure under consideration.
1.1 Use of the SDE Tool to Manage Substantial Damage Responsibilities
The SDE tool provides a formalized methodology for collecting and organizing the data required
to make defensible determinations that meet the NFIP criteria for Substantial Damage or
Substantial Improvement. The data needed to make a determination are identified within the tool.
Users can add photographs and latitude and longitude coordinates to the structure assessments
within the tool to further define the structure being inspected.
The tool provides a single database for storage of data collected as part of the Substantial
Damage determinations and allows users to import multiple records from an outside database
(tax records, previous Substantial Damage determinations, geographic information system [GIS]
data, etc.) at one time using the tool’s EnterpriseImport function. The tool also includes a data
export feature, which allows users to create geo-referenced files that can be used to identify and
locate properties in the SDE database.
Users are required to make judgment calls for three separate data fields: the initial construction
quality, the depreciation rating of the structure prior to damage, and the percent damaged of each
of 12 construction elements for residential structures or 7 elements for non-residential structures.
After structure assessments are completed in the SDE tool, the community can begin to build a
database of damaged structures for specific damage events. As other events cause damage, the
community can add new assessments to existing properties from previous SDE inventories or
add new assessments for structures not previously damaged. The SDE tool provides data
management, recording, and organizing of the Substantial Damage data while also facilitating
quality assurance (QA) reviews of the data entered into the tool.
Although the SDE tool was developed to assist State
and community officials with Substantial Damage
determinations, its use is not required. However,
community officials are strongly encouraged to use
the tool when evaluating damaged structures for
Substantial Damage. Ultimately, local officials must
make and defend Substantial Damage
determinations. The data used in the SDE tool to
make the determinations is only as accurate as the
data collected.
The tool includes two print options for structure-specific determinations. The user can print
either a one-page summary report or a five-page detailed report that can be shared with structure
owners and local officials while also providing a hard copy summary of the Substantial Damage
determination for community files.
Introduction
SDE User Manual, August 2017
1-3
The SDE tool formalizes a FEMA-accepted approach for obtaining reasonable Substantial
Damage/Improvement determinations for structures. The benefits and limitations of the SDE tool
are summarized in Table 1-1.
Table 1-1: Benefits and Limitations of Using the SDE 3.0 Tool
Benefits
Limitations
A formalized and organized approach for
estimating Substantial Damage and Substantial
Improvement.
Reasonable and defensible structure-specific
values and damage estimates.
Demonstration of compliance with the NFIP
requirements for Substantial Damage
determinations.
A FEMA-accepted method for determining
Substantial Damage and Substantial Improvement.
Structure-specific summary reports that can be
included with Substantial Damage determination
letters sent to structure owners.
Summary reports that can be used in support of
the Increased Cost of Compliance (ICC) claims.
Does not provide exact values for the
element percent damaged.
Because of the three options for
determining structure value and
damages, the determinations depend on
local officials and not the SDE tool, to
provide a consistent method for
determining Substantial Damage or
Substantial Improvement on a
community-wide basis.
Substantial Damage and Substantial Improvement Resources
Additional information regarding Substantial Damage and Substantial Improvement determinations,
including the NFIP requirements and implementation guidance, is available on the FEMA website
(www.fema.gov) at:
FEMA Substantial Damage Best Practices (August 2017): https://www.fema.gov/media-
library/assets/documents/18692
FEMA Substantial Damage Estimator Tool Frequently Asked Questions (FAQs):
https://www.fema.gov/frequently-asked-questions-building-science
FEMA 213, Answers to Questions About Substantially Damaged Buildings (1991):
http://www.fema.gov/library/viewRecord.do?id=1636
FEMA P-784, Substantial Damage Estimator (SDE) Tool (August 2017):
https://www.fema.gov/media-library/assets/documents/18692
FEMA P-784, Substantial Damage Estimator (SDE) User Manual and Field Workbook, Using
the SDE Tool to Perform Substantial Damage Determinations, Version 3.0 (August 2017) :
https://www.fema.gov/media-library/assets/documents/18692
FEMA P-758, Substantial Improvement/Substantial Damage Desk Reference (2010):
http://www.fema.gov/library/viewRecord.do?id=4160
The desk reference provides practical guidance and suggested procedures to implement the NFIP
requirements for Substantial Damage and Substantial Improvement.
Introduction
1-4
SDE User Manual, August 2017
1.2 Users of the SDE 3.0 Tool
Under the NFIP, communities are responsible for evaluating potential Substantial Damage, of
any origin, for all structures located within the mapped SFHA. Consequently, the target users of
the SDE tool are local officials with responsibility for community adherence to their NFIP-
compliant floodplain management ordinance and State officials that provide guidance and
technical assistance to communities on the implementation of the NFIP regulations. The SDE
tool may also be used by other parties, such as contractors, lending agencies, and potential
structure purchasers, to assess the overall percent damaged and determine a very general estimate
of repair costs for the structure.
The SDE results are not a substitute for a professional appraisal, an insurance adjustment report,
or a detailed cost estimate for repairs prepared by a qualified contractor.
1.3 Organization of the SDE 3.0 User Manual
This User Manual follows the basic organization below for using the SDE tool to make
Substantial Damage or Substantial Improvement determinations:
Introduction (Section 1) – Explains the purpose of SDE and who uses it.
Installation (Section 2) – Provides guidance on the installation of the SDE tool on the host
computer (via a download from the FEMA website).
Creating SDE Assessments (Section 3) – Guides the use of the tool and the data required
to provide a valid Substantial Damage assessment.
Exporting SDE Data (Section 4) – Identifies which of the three export options is best for
the intended use of the SDE data.
SDE Reports (Section 5) – Provides guidance on the available SDE 3.0 Tool reports for
the community files and structure owners.
SDE Field Workbook (follows User Manual) – Provides guidance on field preparations
for SDE data collection and damage assessments for residential and non-residential
structure elements.
Appendices (follows Field Workbook):
Appendix A – Locations and boundaries for the FEMA Regional Offices
Appendix B – Forms and checklists to be used in performing SDE damage inspections
Appendix C – Sample documents, including a letter of introduction for SDE
inspections; notices of determination of Substantial Improvement, Substantial Damage,
and No Substantial Damage for structure owners; and guidelines for contact with
structure owners
Appendix D – Guidance for preparing a contractor or community cost estimate of
repairs
Introduction
SDE User Manual, August 2017
1-5
Appendix E – Guidance for estimating the element percent damaged for residential
structures
Appendix F – Guidance for estimating the element percent damaged for non-residential
structures
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Installation
SDE User Manual, August 2017
2-1
SECTION 2
INSTALLATION
This section explains the system requirements to successfully install and run the SDE tool and
provides instructions for computers running Microsoft operating systems Windows 7©, and
Windows 8©, and Windows 10©.
The SDE tool can be installed from a zip (or compressed) file available on the FEMA website
(refer to Section 2.2 for the web address). The installation from the website download includes
all the files required to install and run the SDE 3.0 Tool. The SDE 3.0 Tool was developed using
Microsoft .NET 4.6.1 Framework and should not interfere with other existing applications
already on the host computer.
2.1 System Requirements
Users can avoid the requirement for full local administrative rights if the installation file is stored
in and opened from the My Documents folder on the root directory on the host computer. If the
installation file is stored in any other folder, administrative rights may be required. The need for
administrative rights is set by the agency, community, or other entity that is responsible for the
security and maintenance of the user’s computer. Table 2-1 provides the minimum system
requirements to run the SDE tool successfully.
Table 2-1: Minimum System Requirements to Run the SDE 3.0 Tool
System Element
Recommendation
Processor
32-bit processor, with a 1 gigahertz (GHz) or faster processor
Framework
.NET (“dot NET”) Framework 4.6.1
If .NET Framework 4.6.1 is not already installed, the SDE installation
routine will attempt to install it (refer to Step 3 below).
Operating system
Windows 7, 8, or 10
Memory
1 gigabyte (GB) minimum
2 GB or more recommended
Hard disk space
Approximately 300 megabytes (MB) of available hard-disk space
If SDE is installed on a network drive, set up the tool in the standalone
mode during installation.
Display
Super VGA (1,024x768 pixels) or higher resolution video adapter and
Adobe Reader Version XI or higher
Monitor Companion tool
Other Adobe Reader versions or other programs may work to display the
PDF files, but the recommended version of Adobe Reader should be used
for the help links in the tool to work as intended.
Installation
2-2
SDE User Manual, August 2017
USER NOTE:
A host computer can
only have one
installation of the SDE
tool.
System Element
Recommendation
Companion tool
Microsoft Office 2007 or later - or - Microsoft Office Access Database
Engine 2007
If the user does not already have either of these software options
installed, Microsoft Office Access Database Engine 2007 is included in
the documentation folder within the directory where the SDE tool is
installed. Locate the SDE3.0 directory; select the Documentation folder,
then select Microsoft_2007_AccessDatabaseEngine.exe to start the
install process.
2.2 Installation Steps
Prior to installing the SDE 3.0 Tool, users are encouraged to export and save any existing SDE
data from previous versions of the SDE tool. Although it is not required, FEMA recommends
that users uninstall previous versions of the SDE tool from the host computer using the Windows
Add/Remove Programs function to avoid confusion between past and current SDE inventories.
Installation steps may vary depending on the host computer setup
and the utility program installed on the computer to unzip the SDE
tool installation file downloaded from the FEMA website.
Use the following steps to install the SDE 3.0 Tool using a zip file
downloaded from the FEMA website:
1. After opening the FEMA website (http://www.fema.gov), search on “SDE” or use the
SDE web page found at https://www.fema.gov/media-library/assets/documents/18692 to
locate the SDE tool download function.
2. Download the SDE installation file to the My Documents folder on the host computer and
unzip the file. In many cases, users can unzip the folder by right-clicking on the file and
selecting the option ExtractAll...from the list of options or by double-clicking the zip
folder and selecting the option Extractallfilesfrom the list of choices displayed. Some
users may have an unzip utility installed that activates automatically when they select a
zipped folder or file.
3. If the .NET Framework 4.6.1 is not already installed, the SDE installation routine will
attempt to search online for the Framework and install it on the host computer during the
SDE 3.0 installation. Local administrative rights and an Internet connection are required
to install the .Net Framework 4.6.1. The user will need to accept the Framework license
agreement (Figure 2-1) for the installation to continue.
4. After the SDE file has been extracted, open the folder and double click on the
“Setup.exe” file to start the tool installation process. The Setup Wizard window shown in
Figure 2-2 will appear.
5. Select Next button to continue the installation.
Installation
SDE User Manual, August 2017
2-3
6. The Select Installation Folder window (Figure 2-3) will appear next. This window allows
the user to proceed with installation in the default location or change the destination
folder. After the destination folder is identified, select Next to continue.
Figure 2-1: .NET Framework 4.6.1 License Agreement Screen shot of Microsoft .NET Framework 4.6.1 license agreement asking user if they Ac
Installation
2-4
SDE User Manual, August 2017
Figure 2-2: SDE Setup Wizard
Screenshot: Welcome to the SDE
Figure 2-3: Select Installation Folder
Screenshot: Select Installation Fo
Installation
SDE User Manual, August 2017
2-5
7. When the Confirm
Installation window
appears, the Setup Wizard
is ready to proceed with
the SDE installation on the
host computer (Figure 2-
4). Select
to continue.
Next
Figure 2-4: Confirm Installation window
Screen shot: Confirm Installation
8. The installation status
window (Figure 2-5) will
show the status of the
installation process. When
the status bar reaches
100%, select
to
continue. Next
Figure 2-5: Installation status window
Screenshot: Installing SDE-Substantial Damage Estimator
Installation
2-6
SDE User Manual, August 2017
9. Once the installation is
complete, select
to end
the installation process (Figure
2-6).
Close
Figure 2-6: Installation Complete window
Screen shot: Installation Complete
10. Upon completion of the
installation, an SDE icon
(Figure 2-7) will appear on the
desktop of the host computer.
Double-click the icon to run
the SDE tool.
Figure 2-7: The SDE icon
SDE V3.00 icon
Installation
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2-7
2.3 Database Name
and Type
The first time the tool is run
on the host computer, the
Database Information
window (Figure 2-7) appears
and prompts the user to select
the database type (from the
drop-down list) and add a
name for the database.
Figure 2-8: Enter the database name Screen shot of D
There are two types of SDE databases: Stand-alone and Client/Server. Stand-alone versions are
installed on a single host computer. Only the user of the host computer has access to a stand-
alone SDE database. On a Client/Server or network installation, multiple users can access the
same SDE database once they map the network drive from their computer to the network
location where the database is stored. The advantage of a network location for the database is
that all users have access to the same copy of the database.
To install a new SDE database on a network server, use the following steps:
1. Install the SDE tool on the host computer using the installation guidance from Section 2.
2. Locate the SDE folder on the host computer.
3. Open the SDE folder and copy the SDEDatabase.mdb file from the host computer and
copy it to the destination folder on the network.
4. Go to the Database Functions Menu on the SDE Main Toolbar and open theSet/Reset Server Database Loca
function.
5. Locate the server location of the SDEDatabase.mdb that was placed on the network in
Step 3 above. Select OK.
6. All users can map to the same database server location to access the same copy of the
database.
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Figure 2-9: Location of SDE Database
To share existing SDE databases with assessments and photographs, use the following steps. It is
assumed that the SDE tool is already installed as a stand-alone version on the host computer.
1. Copy the SDEDatabase.mdb to a server location, using Steps 2 to 5 above.
2. Copy the Attachments folder to the server at one folder level above the
SDEDatabase.mdb.
Additional users can map to the same database server location, which allows multiple users to
work in a single copy of the database.
Screenshot of SDE database location in Windows Explorer
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Records vs. Assessments
Records refer to property data
entered into the tool before adding
the data collected in the field. A
record is therefore a partial
assessment.
Assessments refer to one or more
records for a single structure and
include property (which can be pre-
loaded by importing the data into the
tool) and data collected in the field.
The term “assessment” is used to
describe a complete entry and can be
used for a Substantial Damage
determination.
SECTION 3
CREATING SDE ASSESSMENTS
Users can create assessments using three methods: (1)
importing property data and adding assessment data, (2)
importing existing assessments from another SDE database,
or (3) creating properties and assessments in the SDE tool.
Note that there is a difference between records and
assessments (see text box at right).
Prior to developing any records or assessments, users should
familiarize themselves with the use of the tool.
Note that Sections 3.1 to 3.11 provide general information
and guidance for using the SDE tool to develop both
residential and non-residential assessments. Sections 3.11.2
and 3.11.3 provide specific guidance for entering data for
residential and non-residential assessments, respectively.
Section 3.11.4 identifies the data fields required to be completed for all assessments.
User Manual Formatting Explanation: To allow readers to differentiate easily between the
various elements of the tool, terms that indicate elements of the screen captures are formatted as
follows:
Bold Lucinda Sans font is used to indicate which of the seven standard SDE 3.0 menu tabs,
as shown in Figure 3-1, should be selected (e.g., Address, Structure/Damage/NFIP Info,
Cost, etc.).
Bold Italic Lucinda Sans font is used to indicate SDE tool functions that can be selected
(e.g., “Next,” “OK,” “Submit”), menus, and data fields.
Figure 3-1: SDE Version 3.0 Tool menu tabs
Screen shot of Substantial Damage Estimateor 3.0 Residential Assessment Site Form
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3.1
Main Menu Options
Once the SDE tool is installed and the database type selected, the tool will open with the Main Menu
as shown in Figure 3-2.
Figure 3-2: Main Menu for SDE Version 3.0 Tool Screenshot of Substantial Damage Estimateor 3
Figure 3-2 shows the Main Menu navigation options numbered according to the following list:
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Main Toolbar – This toolbar can be accessed from any screen within the SDE tool,
providing the user with access to both basic and specific functions. Many functions in the
can also be accessed from the
Main Menu
Add new property
Add new residential or non-residential assessment
Access and open recent assessments
Save the current assessment
Access the
View or search all records
Exit the tool
Turn the latitude/longitude validation function on or off
SDE notes (refer to Section 3.3)
User preferences (refer to Section 3.4)
Add, edit, or delete custom fields
Update database name
Bulk editor
Enter or edit default data
Set or reset server database location
Search and replace (refer to Section 3.5)
Delete all SDE data (refer to Section 3.6)
Import or export SDE data
Enterprise import of property data
Export SDE data to Excel
Saved Enterprise Import Mappings settings
Generate GeoFile
Import or export latitude/longitude coordinate data
Import or export user settings (refer to Section 3.7.5)
Community report
Structure and percent damage report
Community-wide one-page individual structure summary reports
Access the online SDE 3.0 User Manual Main ToolbarFileMain MenuToolsCustom Fi
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View/Search all records – This function allows the user to view or search all records or
assessments within the tool based on selected filters for the search. Users can also open a
record or assessment to edit or add data.
Bulk Editor – This function allows the user to edit and save multiple assessments within
the tool based on selected filters. For more information, refer to Section 3.12.2.
Enter Default Data – This function allows the user to create or edit default values that
can be quickly applied to records and assessments. Refer to Section 3.8 for information on
using the default data function.
Add New Property – This function allows the user to create a new property.
Add New Residential Assessment – This function allows the user to add a residential
assessment to an existing property.
Add New Non-Residential Assessment – This function allows the user to add a non-
residential assessment to an existing property.
Saved Enterprise Import Mappings – Users can create or edit multiple import mappings
to be used in the Enterprise Import Setting within the tool. Refer to Section 3.9 for
information on using the mappings function.
Import/Export Functions – This function allows the user to import and export SDE data,
select import and export user settings, perform an enterprise import, and export files to
Excel. For more information on importing and exporting, refer to Sections 3.7 (importing
data) and 4 (exporting data).
View Reports – This function allows the user to generate fixed, pre-defined Community,
Structure & Percent Damaged, or Summary Reports for assessments in the SDE database.
For more information on reports, refer to Section 5.
Generate GeoFile – This function generates a georeferenced file for export to geographic
or spatial mapping programs. The file is a KMZ file which is a Keyhole Markup Language
(KML) file that has been compressed (or zipped) to reduce the file size. For more
information, refer to Section 4.4.
Resources (User Manual and Web References) – Help documentation references the
SDE 3.0 User Manual and applicable online references (Web References) to assist the user
in the assessment process and use of the SDE tool.
3.2
Spell Check
The Spell Check function in the SDE 3.0 Tool allows users to perform a spell check on text fields
for any Property, Assessment, or Default Data screen that is currently opened. Note that it only
works for these screens and will not perform a spell check on the Export to Excel or the Bulk
Editor screens.
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3-5
Users have two options for using spell check. Option 1 is when a record, assessment, or the
Default Data screen is open. The user can select Check Spelling near the upper right corner of the
screen to check the spelling of the open record (Figures 3-3 and 3-4). For the second option, the
user can go to the Main Menu, select the Tools menu and then select User Preferences. Under User Preferences
(refer to Section 3.4), the user can turn Auto Spell Check on or off. When Auto Spell Check
is on, the spell check function is run every time a record, assessment, or default data is
saved.
Screen
Figure 3-3: Opening Check Spelling
Figure 3-4: Review window for both Check Spelling and Spell Check
Screenshot of Review window to check spelling
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3.3
SDE Notes
The
function allows
users to create, edit, and delete
reusable notes. To open the
window, select
from
the
and then select
(Figure 3-5).
The
can be accessed at
any time within the
.
Once a user has selected the
option from the
menu, the window for accessing
their
will open (Figure
3-6). SDE NotesSDENotesToolsMain MenuSDENotesSDE notesSDE ToolSDENotesToolsSDE Notes
Figure 3-5: Opening SDE Notes Screenshot showing window to open
Figure 3-6: SDE Notes window Screenshot showing how
Figure 3-6 shows the SDE Notes window options numbered according to the following list:
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Saved Notes – Previously saved SDE Notes already in the tool can be selected from a
drop-down list in this data field. When a saved note is selected, the name of that note will
populate the text field for the note name (number 2) and the text of that note will populate
the text field for the note contents (number 4).
Note Name – This data field allows users to revise the name of either a previously saved
or a newly created note.
Add New Note – This button allows users to create a new SDE Note. When the user
selects this option, they will be able to enter a new name for the notes that will populate the
text field for the note name (number 2) and enter new text that will populate the text field
for the note (number 4).
Note Text – This data field allows users to see and revise a selected note or add content for
a new note.
Copy/Clear/Save/Delete/Cancel – These options allows users to copy the contents of a
note and paste the selection in any text field within the SDE tool.
The
button copies the entire text value to the host computer clipboard.
The
button will remove the note name and note text.
The
button saves the notes.
The
button deletes the contents in the Notes field.
The
button cancels all actions and closes the SDE Notes window. CopyClearSaveDelete
Note that users can import (refer to Section 3.7.5) and export (refer to Section 4.3) their SDE
Notes for reuse for later assessments in the current database or in a different database.
3.4
User Preferences
The User Preferences function allows users to set their own preferences to overwrite the
following:
Settings for the Auto Check Default Values function. The SDE tool does not automatically
populate with the Default Values when creating a new Property or Assessment. By
setting this selection to On, the tool will automatically check the Load Default Values
button for each new Property or Assessment selection screen.
Settings for the Auto Spell Check function. By default, the Spell Check will automatically
run when a user closes a screen where the spell check is active. A user may change this
selection from On to Off to prevent a spell check from automatically running. Note that
even if a user turns this feature off, they can still perform a spell check by manually
selecting it from the menu (refer to Section 3.2).
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To adjust either setting, select Tools from the Main Menu bar, select User Preferences, and then
choose either Auto Check Default Values orAuto Spell Check to turn on or off (Figure 3-7).
Figure 3-7: Options for User Preferences Screenshot of Tools, User Preferences window to choose either A
3.5
Search and Replace
The Search and Replace function in the SDE 3.0 Tool allows users to perform a simple search and
replace on text fields for any record. Note that the function only works for the text field
specified. To run the search and replace, select Database Functions
from the Main Menu bar and
then select Search and Replace (Figure 3-8). The window to enter the Search and Replace values
will open (Figure 3-9).
Figure 3-8: Opening Search and Replace function
Screenshot to run the search and replace, select Database Functions from the Main Menu bar and then select Search and Replace
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3-9
Figure 3-9: Search and Replace window
Figure 3-9 shows the Search and Replace window options numbered according to the following
list:
Select Field – This function allows users to select an eligible field to perform a search and
replace. When the user selects a field from the drop-down list, the text value entered into
the search text field (number 2) will be replaced by the text value from that of the replace
text field for the note (number 3).
Search For – This function allows users to enter the text value for a search based on the
selected field from the drop-down list (number 1).
Replace With – This function allows users to enter the replacement text based on the
selected field from the drop-down list (number 1). It will replace whatever text value the
user has entered into the search text field (number 2) with the revised value.
Search and Replace or Cancel – The user can either complete the search and replace
function or cancel the function. When a search and replace command has been completed,
a confirmation window with the number of records revised will appear. Screenshot shows the Search and Replace wind
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3.6
Delete All SDE Data
The
function
(Figure 3-10) allows users to clear
all records or assessments, default
values, enterprise import settings,
and SDE Notes from the SDE tool.
Users may want to delete all SDE
data prior to entering data for a new
inspection day, inspection team,
community, county/parish, or new
damage event. Delete All SDE Data
Figure 3-10: Opening Delete All SDE Data function Screenshot shows window menue for t
Once the
command is selected, a window
with the delete options will open
(Figure 3-11). After the data
selected for deletion is checked, the
user can select the
Deletebutton at
the bottom of the window. This will
trigger the appearance of a
Database Delete warning window
(Figure 3-12), giving the user an
opportunity to avoid inadvertent
deletion of data. Delete All SDE Data
Figure 3-11: Delete SDE Data selection window Screenshot of window
When the
option
is selected, all data in the active
SDE database will be permanently
deleted and cannot be recovered.
Consequently, users are strongly
encouraged to save existing data by
exporting any records and
assessments that may be needed in
the future prior to selecting “Yes”
in the Database Delete warning Delete All SDE Data
Figure 3-12: Deleting records warning window Screenshot of Deleting records
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3-11
window.
Importing SDE Data
Only data from SDE
Versions 2.0 and later can
be imported into SDE
Version 3.0.
3.7
Importing Data
There are four options available for adding data to the tool:
Importing SDE data from another SDE database
Importing non-SDE property data, such as tax information,
property lists, or appraisal data from community databases
or Excel files, using the Enterprise Import function
Importing latitude and longitude coordinate data
Importing user settings, such as Default Values, Enterprise Import Settings, or SDE
Notes that were previously created in SDE 3.0
The type of import to use depends on the types of data and databases available. The import of
data from an SDE database is straightforward. Data from a non-SDE database or an Excel file
must be imported using the Enterprise Import function built into the tool.
Note that only user settings created in SDE 3.0 can be imported and used in the tool. Settings
developed in earlier versions of SDE cannot be imported.
3.7.1
Importing SDE Data
The purpose of the Import SDE Data and Export SDE Data functions is to allow SDE data to be
imported and exported from multiple computers to create a large inventory of SDE records on a
single computer. To import data, the user must select the Import/Export Functions button on the
SDE Main Menu and then select the Import SDE Data button (Figure 3-13).
Figure 3-13: Import SDE Data functions Screenshot of menu window for the Import/Export Functions button on the SDE Main
The Import SDE Data screen will appear. The user must select the Select Directory button to open
the Browse For Folder window to select a directory from the location of the files (Figure 3-14).
Data that have been exported using the SDE tool will be located in a folder titled “SDE
Assessments” (usually located on the root directory of the computer). This folder contains
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subfolders with the individual properties and assessments. Select the root folder to import the
data from all the subfolders.
Figure 3-14: SDE Import directory
Once a folder location is selected and the user selects OK, the assessments will be listed as rows
in the table shown on the Import SDE Data screen (Figure 3-15). The user can select the
assessments to be imported by either selecting Check All or checking the box next to each desired
property or assessment. Users also have the option of checking Overwrite All (Check to overwrite all existing rec
to automatically overwrite any duplicate properties or assessments during the
import process. Once the desired options have been checked, the user can select Import.
Screenshot of the SDE Import directory menu. The user can select each assessment to be imported
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Figure 3-15: Import of individual or all SDE assessment data Screenshot of the SDE Data Scr
Once the import is complete, a
window will appear indicating that
the files have been successfully
imported (Figure 3-16). After
importing separate databases from the
same inventory, the user should
review the data and delete any
duplicate or unwanted records or
assessments.
Figure 3-16: Import confirmation Import Function Complete wi
USER NOTE:
Only property-level data can be
imported using the EnterpriseImport
function. Assessment data
cannot be imported from non-SDE
databases.
3.7.2
Enterprise Import of Non-SDE Data
The Enterprise Import function is used to import multiple
properties at one time from non-SDE databases. This can be a
very useful function for a large number of assessments, and
any number of the available fields may be selected for import.
The Enterprise Import function can only import data from
tables saved in an .xls (Microsoft Excel) or .csv (Comma
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Separated Value) format. By creating an XLS or CSV file outside of the tool, the user may list
fields for multiple properties. The process is easier if column headers describing the fields are
inserted into the file. If users have access to pre-existing databases of property data, these
databases can often be easily adapted for import to the SDE tool. The user may choose to import
any or all of the fields identified in Table 3-1. An electronic copy of the database to be imported
into the SDE tool must be copied to the host computer prior to importing.
Once the user has created the file to import and has populated it with the desired fields and data,
the Enterprise Import function may be run.
Table 3-1: SDE Fields for Enterprise Import
1. Owner’s First and Last Names
15. Community Name
2. Lot Number
16. Community NFIP ID
3. Parcel Number
17. FIRM Panel
4. Address Lines 1 and 2
18. FIRM Zone
5. Street Suffix
19. BFE
6. Cardinal (N, E, S, W) or quadrant directions (NW,
SW, NE, SE) either preceding or following the street
name
20. Suffix
21. Residential or Non-Residential (structure
type)
7. Apartment, Unit, etc.
22. Inspector Phone Number
8. City
23. Date of FIRM Panel
9. State
24. Regulatory Floodway (Yes, No, or
10. County/Parish
Possible)
11. Zip (code)
25. Subdivision
12. Year of Construction
26. Lowest Floor Elevation
13. Longitude
27. Datum
14. Latitude/longitude
28. Total Square Footage
NFIP = National Flood Insurance Program
FIRM = Flood Insurance Rate Map
BFE = base flood elevation
After selecting the Import/Export Functions button on the SDE Main Menu and then the Enterprise Import
button (refer back to Figure 3-13), the user will see a new window for selecting the file to
be used for importing the non-SDE data (Figure 3-17).
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Figure 3-17: Enterprise Import Get File screen Window menu for selecting the fil
USER NOTE:
When importing data from an Excel
file to the SDE tool, column headers
that are improperly named (e.g., two
columns that have the same header or
name) or other incorrect data will
cause errors in the import process
and the property data.
After selecting the Get File button, the user will be prompted to browse and select the appropriate
import file from the host computer directories. After the file has been selected, a button will
appear allowing the user to proceed with file formatting. The tool will prompt the user with
specific questions regarding the type of file selected for import. For example, if an XLS file is
used, the tool will ask the user whether the file contains column headers. Once these and other
questions have been answered, the user will be prompted to select the Use table above to map the data
button to begin the data mapping process.
The user will then see a function to select a Saved Enterprise Import Column Mappings
. If a preconfigured
mapping file of data to be imported has been prepared and
the file is available on the host computer, the user will be
able to apply the mapping by selecting it from the drop-
down list. If no preconfigured mappings exist, then this
option will be disabled. (For more information regarding
the Saved Enterprise Import Column Mappings, refer to
Section 3.9.)
If a Saved Enterprise Import Column Mappings is not selected, the user is then required to map (or
identify the relationship between) the data fields in the import file to the corresponding data
fields in the SDE tool. Each field in the import file that will be imported must be tied to an SDE
data field via the drop-down lists for each field on the Enterprise Import screen.
If a field in the file requires parsing (i.e., separation of data from one field in the import file into
two fields in SDE), the method of parsing must also be selected from a drop-down list. For
example, if the import file contains the full name for the owner in one field, the tool requires the
user to identify the parsing as “[First] [Last]” in either the Owner’s First Name or Owner’s Last Name
fields, so that the data may be imported properly into the SDE tool.
If the Structure Type information (residential or non-residential) is imported, the user must
specify the naming convention for residential versus non-residential structures in the Residential
or Non-Residential
fields of the Enterprise Import screen. The labels for residential and non-
residential must be consistent throughout the source file. If labels are different for different
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properties in the source document and do not match the data string(s) entered into the SDE tool,
the Enterprise Import function will not be able to assign a structure type for each property or
assessment imported.
Once all the desired fields have been mapped and, if applicable, parsed, the user should select the Import Data
button to finalize the import. The tool will display a message indicating the success
of the import, after which the SDE tool will prompt the user to save the current mappings for
future use (if not already saved within the tool), then return to the Main Menu. After importing
data from separate databases into the SDE tool, the user should review the data within the SDE
tool to ensure that the imported data was placed within the correct fields and then delete any
duplicate or unwanted records.
Additional guidance on pre-populating the SDE database and the use of available community
data can be found in the FEMA Substantial Damage Estimator Best Practices document (August
2017) at https://www.fema.gov/media-library/assets/documents/18692.
3.7.3
Importing Latitude and Longitude Coordinate Data
Latitude and longitude coordinate data can be imported into the tool using the Import Spreadsheet
function in the Latitude/Longitude Import/Export menu under the Tools menu. This function will
direct users to a screen where they can select Map to Excel to choose the spreadsheet with the data
to be imported. This screen will show all of the records in the spreadsheet and allow users to
check each property they wish to import. After selecting the desired properties, the user should
select the Import Data button to execute the command and import the desired data into the tool.
Wide Area Augmentation System
(WAAS)
Motor vehicle GPS units, and some hand-
held navigation systems, smart phones, or
digital cameras with a GPS receiver, may
not be WAAS-enabled. Local officials and
inspectors should not attempt to use such
GPS units to record lot-specific coordinate
data.
The GPS data obtained from non-WAAS
units have been found to be limited,
inconsistent, and sometimes unreliable,
resulting in GPS coordinate data varying
from one lot to several thousand feet away
from the actual data collection point.
3.7.4
Guidance for Obtaining GPS Coordinate
Data
There are no specific requirements for the level of
accuracy of global positioning system (GPS)
coordinates obtained during SDE inspections. The
general guidance is that the coordinate data (latitude and
longitude) must be accurate enough so that someone
other than the original SDE inspector can locate the
structure in the field or on a GIS map based on the GPS
coordinates in the assessment.
The recommended level of accuracy for GPS coordinate
data is five (5) decimal places and 10 feet (or 3 meters)
horizontally, with a 95 percent level of accuracy. This will facilitate importing and plotting the
data on local maps, shareware maps, or fee-based maps available from commercial sources. This
level of accuracy is necessary so that the recorded GPS data are valid for only one structure. Less
accurate coordinate data may encompass larger areas that include multiple lots and structures
even though the data were obtained on an individual lot.
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The inspectors should not be concerned about elevation data even if the GPS unit includes it
because obtaining accurate elevation data (i.e., data that can be easily replicated) normally
requires higher-end GPS units (costing $1,000 or more).
To achieve the above-mentioned level of accuracy, the GPS data should be collected using a
Wide Area Augmentation System (WAAS)-enabled, high-sensitivity GPS unit. This type of unit
can correct GPS signal errors caused by ionospheric disturbances, timing, and satellite orbit
errors.
The following steps are recommended for daily calibration of the GPS unit to verify the accuracy
of the data for WAAS and other GPS units.
To verify the calibration of the GPS units:
All inspectors should gather in one location at the start of the inspection day to obtain and
verify GPS coordinates for that location on each GPS unit.
GPS readings should agree within four decimal points for the same location.
GPS units that do not match the coordinates obtained by other GPS units during the daily
test should be recalibrated.
A potential reception issue can occur when capturing GPS coordinate data in an area of dense
foliage or where a thick tree canopy exists near or over a structure. The foliage may limit the
reception of the GPS unit and impair the accuracy of the GPS data. When dense foliage or a
thick tree canopy is present, inspectors should either move to a part of the property with a clear
line-of-sight to the sky to obtain the GPS data, or obtain multiple GPS readings at various
locations around the structure (possibly at the four corners) to verify that the readings are
consistent for the same structure and lot.
3.7.5
Import/Export User Settings
In order for users to import and export their settings, they will need to select the Import/Export Function
option on the Main Menu
and then select the Import/Export User Settings button (Figure
3-18). The Import/Export User Settings window will appear, prompting the user to select either Import
or Export (Figure 3-19). The import/export options include Enterprise Import Settings
, Default Values
, Notes (referring to SDE Notes), or Select All.
If the user selects Import, they will then need to select the parent directory of the file(s) to import
(Figure 3-20). This is similar to the process used for importing SDE assessment data.
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Figure 3-18: Import/Export User Settings function
Menu window for users to import and export their sett
Figure 3-19: Import/Export User Settings window
Menu window for the import/export options include Enterprise Import Settings, Default Values, Notes (referring to SDE Notes), or Select All.
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3-19 screenshot of Browse
Figure 3-20: User Settings Select Folder window
Note that the user will only be able to import user settings that were created and exported from
the SDE tool. The SDE tool only reads the files that were generated when users have elected to
export their settings. Figure 3-21 shows an example of SDE-generated user setting files that a
user would find in the parent directory.
Figure 3-21: Sample files for Import of SDE User Settings
screenshot of Windows Explorer showing sample xml files.
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After the settings to be imported have been selected, the user can select the Import button. Once
the SDE tool has finished importing the settings, the user will see a confirmation screen (Figure
3-22).
Figure 3-22: Confirmation of Import/Export User Settings screenshot of data successful
3.8
Using Default Data
A useful function in the SDE 3.0 Tool is the Enter Default Data function. This function provides
users with the option to pre-populate up to 24 commonly used data fields for each new
assessment created in the SDE tool. This will reduce typographic and consistency errors as well
as the amount of data the user must enter for a valid assessment. This function is limited to new
assessments only and cannot be used for imported records and assessments.
The Enter Default Data function is accessed from the Main Menu (Figure 3-23). The user may
enter data for any combination of the 24 data fields (Table 3-2). Once entered, the default data
remain intact and are available for new assessments until the user opens the default window to
change any or all of the data fields (refer to Section 3.11.2). After adding the default data to a
new assessment, the user can overwrite any of the pre-populated data fields. Default data can
also be set to automatically populate new assessments (refer to Section 3.4).
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Figure 3-23: Default Data window screenshot of Defau
Table 3-2 identifies the data options for the Enter Default Data function.
Table 3-2: SDE 3.0 Tool Default Data Fields
Information Type
Contents
Address/Structure
Information
City
State
County/Parish
Zip
Year of Construction
Datum
Damage Cost
Information
Date Damage Occurred
Cause of Damage
Duration of Flood and Time Units (hours
or days)
Geographic Adjustment
Cost Data Date
Inspector’s Name
Inspector’s Phone
Date of Inspection
Cost Data Reference
NFIP Information
NFIP Community Name
NFIP Community Identification Number
(CID)
FIRM Panel Number
Suffix
FIRM Zone
Date of FIRM Panel
BFE
Regulatory Floodway
Community Specific Information
(text box)
NFIP = National Flood Insurance Program
FIRM = Flood Insurance Rate Map
BFE = base flood elevation
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3.9
Using Enterprise Import Mappings Settings
The Saved Enterprise Import Mappings
function in the tool allows users to create or
edit and save column mappings for future non-
SDE data imports via the Enterprise Import
option (Figure 3-24). This function is intended
to assist users in speeding up the Enterprise
Import process, particularly when there are
multiple imports of the same types and
formatted data. With this feature, users can
create mappings one time and reuse them as
often as needed for the same data format (i.e.,
column names do not change when the records
are updated).
Figure 3-24: Saved Enterprise Import
Mappings function screenshot of Saved Enterprise Import Mappings Menu
After selecting the Saved Enterprise Import Mappings button on the Main Menu, the Saved Enterprise Import Mapp
opens (Figure 3-25). Users can create (and name) a new enterprise
import mappings setting or edit an existing setting from a list of saved settings.
Figure 3-25: Enterprise Import Mappings Settings window screenshot of Enterprise Import Ma
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The Enterprise Import Mappings window also contains the following options for creating new
or editing saved import column mapping settings:
Enter Name for New Setting – users can enter the name of the new setting in this data
field and then select the
Create New Enterprise Import Settingbutton just below the field to
save the setting name.
These buttons allow users to clear all mapping values, save the current settings, or delete
the current mappings settings. Once the mapping settings have been saved, the user will be
able to use the settings during the Enterprise Import function to pre-populate the mappings
for the current and future import of property data (refer to Section 3.7.2).
Name of Mappings Setting In Use – the name of the new or saved setting will be shown
in this data field.
Column Mapping – These fields allow users to enter the column names from the import
data to match the column names of the SDE data fields. For some of the values, users can
select the parsing feature to match the format of the import data. For example, if the import
data has three columns called, “fname”, “lname”, and “phone”, the user would need to
enter those names into their corresponding SDE fields to set the mapping.
Clear All Values, Save Current Settings, and Delete Current Settings Buttons - these
buttons allow users to clear all mapping settings values, save the current settings, or delete
the current mappings settings. Once the mappings settings have been saved, the user will
be able to use the settings during the Enterprise Import function to pre-populate the
mappings settings for the current and future import of property data (refer to Section
3.7.2).
Edit Saved Enterprise Import Setting – users can select the name of a saved setting for
editing from a drop-down list in this data field.
3.10 Differences between Residential and Non-Residential Assessments
For purposes of the SDE data collection, Table 3-3 notes the differences between residential and
non-residential assessments. The differences between these two types of structures are not based
on use or appearance, but on the design and building materials used to build the structures. There
are structures that look like residential structures but are actually non-residential structures and
vice-versa. Therefore, when determining which type of assessment form to use, the inspectors
should consider the original or planned use of the structure. If it appears to be a residence, then a
residential assessment form should be used.
Table 3-3: Residential vs. Non-Residential Assessments
Residential Assessments
Non-Residential Assessments
Single-family (SF), stick-built
structures
Non-residential structures such as office buildings,
factories, schools, hospitals, etc.
Row or town houses, duplexes
Apartment buildings
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Residential Assessments
Non-Residential Assessments
Manufactured houses (MHs)
Condominiums with single floor units above or
below
Note: Condominiums with multiple floors, but
without separate units above or below should be
evaluated as a town house and data should be
entered using a residential assessment form.
Businesses located in a traditional SF home or MH do not change the original use of the
structure. Therefore, those structures are still considered residential structures based on the
design and construction materials. Finding small-sized professional businesses, such as
accountants, doctors, engineers, hair salons, lawyers, surveyors, tax preparers, etc. located in
structures that were originally built and used as SF homes is not uncommon.
Similarly, MHs used as construction site offices, school classrooms, sales offices, or other types
of businesses using small office spaces are still MHs and must be assessed in SDE as a
residential structure with a type as MH.
In addition, there are newer, professional offices and businesses that are located in structures that
were designed to look like residential construction, including structures that resemble small
homes, duplexes, or town houses. When determining whether to use a residential or non-
residential assessment form, consider the age of the structure, the original use and building
materials, and the interior layout (lack of separate rooms, only one bathroom, lack of residential
furniture, a full kitchen, etc.).
If an inspector uses the incorrect assessment form, such as using the residential form for an
apartment building, a new assessment using the correct form will need to be prepared and all
data will need to be entered. A new function in the SDE 3.0 Tool allows users to change the
assessment type from residential to non-residential and vice versa without the previously
required need to delete the incorrect assessment type and replace it with the proper assessment.
3.11 Creating an Assessment
This section describes the steps required to create an assessment within the SDE tool.
Assessments can be created for new or existing properties. Assessments can also be imported in
large quantities from other SDE databases using the Import SDE Data function within the tool.
Properties can be imported from non-SDE data sources such as tax records or other community
resources using the SDE Enterprise Import function. Users have the option to either use
properties in the existing database or enter a new property for a new assessment. A single
property may have multiple assessments to record damages from multiple events.
3.11.1
Creating a New Property
The SDE tool allows users to create property records that can be selected later to add field-
collected data to develop assessments. The user should select Add Property from the Main Menu
(Figure 3-26). A property can be added for either a residential or a non-residential structure.
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As noted previously, records and assessments
are different. Records contain only basic
structure information such as address,
community, county/parish, and State.
Assessments involve the addition of field-
collected data to property records. The
structure type will be determined when the
user selects either
or
Add Non-Residential Assessmenton the
and then selects the property from
the list of available properties. A Property
Details screen will appear with fields for the
property data and NFIP information (Figure 3-
27). A scroll bar is located at the bottom of the
screen to scroll horizontally to access all
fields. Add Residential AssessmentMain Menu
Figure 3-26: Add New Property
screenshot of Creating a New Property menuscreenshot of Add Property and Details window menu
Figure 3-27: Add Property – Property Details window
3.11.2
Creating a New Residential Assessment
Six separate SDE tabs are available within the tool for developing an assessment of a new
property, and seven tabs are available for an existing property. The first six tabs (Figure 3-28,
from left to right) contain the same assessment information for both new and existing properties.
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The first four tabs contain fields for key information. The fifth tab provides the results of the
Substantial Damage determination plus options for determining Substantial Damage via other
methods. The sixth tab is an interface that allows users to attach documents and photographs to
the assessment. If previous assessment data are available, the seventh tab (Assessment of MM/DD/YYYY
) contains a read-only summary of the inspection data collected for the previous
assessment. Edits to the data may only be made on the first six tabs.
Figure 3-28: SDE 3.0 Tool tabs for residential and non-residential assessments
Flowchart for Creating an Assessment. 1. Address 2. Structure/Damage/NFIP Info 3. Cost 4. Element Percentages 5. Output Summary 6. Files and Photos 7. Assessment of MM/DD/YYYY
To create an assessment, the user should select
the
button on the
(Figure 3-29). A property selection window
will appear listing available properties (Figure 3-
30). If an existing property is selected, the
tab in the new assessment will be
automatically populated with available data
(primarily address, owner name, and NFIP data).
If
is selected to add a property, the
user must fill out the
tab when creating
the assessment. If default data has been entered
into the tool, the user will have the option of
using that default data to pre-populate specific
data fields within the assessment. Add Residential AssessmentMainMenuAddressNew PropertyAddress
Figure 3-29: Add New Residential Assessment
function screenshot of Add New Residential Assessment menu
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Figure 3-30: Add Residential Assessment – select a property window screenshot of Add Re
The property selection window has updated and enhanced search features in the SDE 3.0 Tool.
As shown in Figure 3-30, there are seven columns of property data. Users can access the search
features by selecting the column header for any of the columns. All columns in the property
selection window have multiple options to facilitate searching for a specific property. The search
options include:
Sort Ascending – sorts records in alphabetical from A to Z or numerical order starting
with the lowest first digit.
Sort Descending – sorts records in reverse alphabetical from Z to A or reverse numerical
order starting with the highest first digit.
Clear Sorting – clears all previous sorts.
Group By This Column or Show Group Panel – these features provide options for
sorting records based on the selected column; double left-clicking the column to the left
of a specific entry (i.e., row) will show the property data.
Show Column Chooser – this feature allows record sorts using multiple columns; the
user right-clicks on the column header and drags it to the column chooser window.
Best Fit – widens the selected column to show all text.
Best Fit (all columns) – widens all columns to show all text.
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Filter Editor – allows a search on specific data, such as the owner first name or the first
few letters of an owner or street name.
Show Search Panel – this opens a data field where users can search on data types from
any of the seven columns.
When a new assessment is created for an existing property, the property data is pre-populated for
the new assessment. These data can be revised as part of the new assessment. The user also has
the option to add a new property when creating the new assessment. The data fields on the Address
tab not populated by the property data and the Cost and Element Percentages tabs must
be completed for a valid assessment.
3.11.2.1 Address Tab
The data fields in the Address tab (Figure 3-31) are the same for both residential and non-
residential assessment forms. The Address tab includes:
Subdivision/Community – subdivision name, parcel number, lot number, elevation of
the lowest floor (i.e., the estimated height of the lowest floor above or below ground),
elevation datum, NFIP CID, NFIP community name, and coordinates for latitude and
longitude.
Building Address – homeowner first and last name, address information, county/parish,
zip code, and homeowner phone number. Note that the address data is divided into three
separate data fields for street number, street name, and street suffix.
Mailing Address – same fields as Building Address, with the additional field Care of.
Custom Data Fields – located on the far right of the Address tab (use is optional).
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Figure 3-31: Address tab and custom fields
Default data can also be used to pre-populate this and other tabs for a new property or
assessment. Custom fields can be used to create fields that are not standard inputs in the tool. For
example, if Substantial Damage assessments are being performed after a hurricane, the user may
wish to create a custom field for “Hurricane Name” so that all assessments for that particular
storm are tagged with the name of the storm.
The user can create a maximum of three custom fields through the Custom Fields menu either on
the Main Toolbar or at the far right of the Address tab. When the user opens Custom Fields from
the toolbar at the top of the Main Menu and then selects Add/Edit/Delete Custom Field, the tool
displays a window (Modify Custom Fields) in which the user can select an existing custom field
to edit or add a new custom field (Figure 3-32). Prior to use, the three custom fields are named
Test 1, Test 2, and Test 3. After adding or editing a selected custom field, a confirmation
window appears and the new or revised field name is shown in the upper right corner of the Address
tab.
screenshot of address tab and custom fields menu
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Figure 3-32: Modify Custom Fields window screenshot to modify custom
USER NOTE:
Section 10 contains
additional information and
details on residential and
non-residential structure
attributes.
If the Latitude and Longitude Validation function (accessed through the Tools menu) is turned on,
the tool will check the latitude and longitude upon input to determine whether the data entered
are within the State where the structure is located.
3.11.2.2 Residential Structure/Damage/NFIP Info Tab
This tab includes data fields for structure attributes and information, inspector information, NFIP
and community information, and damage event information (Figure 3-33). There are different
data fields for structure attributes and information for residential and non-residential assessments
(refer to Section 3.11.3 for non-residential assessments). The other data fields on this tab are the
same for both types of assessments. The Structure/Damage/NFIP Info tab includes these data
fields:
Structure Attributes/Information – drop-down lists for
the types of residence; foundation; superstructure; roof
covering; exterior finish; heating, ventilation, and air
conditioning (HVAC) system; number of stories; quality (of
initial construction); and data fields for the year of
construction and residence information comments.
Inspector/Damage Information – inspector name and phone number, date of inspection,
date damage occurred, cause of damage, drop-down list for damage undetermined,
duration of flood (in hours or days), estimated depth of flood above ground, and the
estimated depth of flood above lowest floor.
NFIP/Community Information – NFIP CID (carried over from the Address tab), Flood
Insurance Rate Map (FIRM) panel number, FIRM panel suffix, date of FIRM panel,
FIRM zone, base flood elevation (BFE), regulatory floodway (yes, no, possible), and a
community-specific information comment box for information, such as the name or
number of the declared disaster, use of best available flood data in-place of an outdated
Flood Insurance Study data, etc.
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Residential assessments (Figure 3-33) require the user to select a Residence Type, after which the
number of stories and each element type (Foundation, Superstructure, Roof Covering, etc.) must be
chosen. The available attributes are based on the residence type selected.
screenshot of
Figure 3-33: Residential Structure/Damage/NFIP Info tab
Number of Stories: The SDE tool includes options for residential structures with either one
story or two or more stories. There is no option for one-and-a-half-story residences. However,
these structures can be included in the SDE inventory based on the following methodology.
One-and-a-half story structures: A typical one-and-a-half-story structure includes a full
aboveground lower (or first) level with the main living space (kitchen, bathroom, and bedroom)
and a partial upper level with less usable square footage than the lower level. This structure type
may or may not have a basement. The upper level may be finished with bedrooms and a
bathroom or left unfinished as an attic for storage.
For the upper floor, the ceilings are lower, and the floor-to-ceiling height varies because the
upper level is built directly under the roof, which slopes downward from the peak toward the
walls (and forms part of the slanted ceiling). Although the usable floor space of the upper level
depends on the floor plan, it generally has about two-thirds of the floor space as the lower level.
Users should select Two or More Stories on the Structure/Damage/NFIP Info tab. This is because
the additional floor space and features (electrical, HVAC, insulation, drywall, and plumbing) will
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be closer to those of a two-story structure than a one-story structure. Users should use the
following approach for determining total square footage and base cost of the structure:
1. Select Two or More Stories in the Story data field in the Structure Attributes portion of the Structure/Damag
(or second) tab of the SDE.
2. On the Cost tab (refer to Section 3.11.2.3), enter the dimensions of the lower floor and
use 1.5 for the number of stories in the SDE square footage calculator. Using a value of
1.5 instead of 2 for the number of stories will yield a total square footage that is closer to
the true square footage for a one-and-a-half-story residence.
Construction Quality: The user must also select the initial (not current) construction quality for
the residence from a drop-down list. The five quality levels range from low to excellent, with
excellent including higher-end or custom-built elements. If the initial construction quality is
difficult to determine based on depreciation or damage, the inspector should select between
budget, average, and good, unless he or she observes elements that would suggest that the quality
level should be either low or excellent. Table 3-4 provides guidance on the quality-level options
for residential construction.
The initial construction quality level does not have a direct effect on the Substantial Damage
determination, but it does determine which base cost table should be used for determining the
base cost of the structure on the Costtab. Most industry-accepted, residential cost-estimating
guides have multiple base cost tables, based on the initial construction quality. Users should
compare the quality level descriptions in Table 3-4 to the quality levels in the cost-estimating
guide being used to verify that the appropriate base cost tables are used for structure costs.
Table 3-4: Initial Construction Quality for Residential Construction
Initial
Construction
Quality
Method of
Production
Interior Finishes
Exterior Finishes
Architectural Interior
Elements
Mass
Custom
Mass
Custom
Low
X
Plain, inexpensive,
no attention to
Plain, inexpensive, no
attention to detail
X
detail
1
Budget
X
Plain
Limited ornamentation
on front elevation
X
1
Average
X
Average finish
Some ornamentation
on front elevation
X
1
Good
X
X
Well finished,
paneling, wallpaper
Ornamentation and
adjustments
throughout
X
X
Excellent
X
Unique, high quality
Well detailed and
refined with custom
X
ornamentation
1 Quality of construction types used in most homes in subdivisions
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USER NOTE:
For the purposes of the SDE tool,
ACV is considered to be the
market value of the structure.
Use of Additional Comments: The user may enter additional comments in two areas of the Structure/Damage/NF
tab. The Residence Information comment box for residential
assessments (and the similar Structure Information comment box for non-residential assessments)
can be used to enter any information or commentary specific to the property being assessed. The Space for
Community Specific Information comment box can be used to enter community-specific
information.
For example, the user could include an explanation about the current structure or flood event.
This may include information such as “Flood was estimated by city engineer to be between a 50-
year and 100-year event based on the community’s Flood Insurance Study.” Information on the
type of mitigation performed within the community in the past or for the structure in question
could also be included.
Damage Undetermined: When the Damage Undetermined checkbox is selected, a drop-down list
located directly below the checkbox is opened. If needed, users must select one of the following
options:
No Physical Damage Sustained
Vacant Lot/Property
Resident Refused Inspection
Address Does Not Exist
Other – If Other is selected, an instructional pop-up screen will appear requesting that the
user enter information in the Residence Information text field regarding the reason for
selecting Other. (The request is a recommendation and not required.)
Users can select No Physical Damage Sustained
for structures that have no apparent damage or are
elevated above the high water mark of the damage event for an area. This option can be used to
provide a complete inventory of structures for the community, particularly when there are areas
of no damage that are adjacent to or surrounded by areas with varying levels of damage.
Selecting this option reduces the amount of data required to save a valid assessment and the
structure will be identified with 0 percent damaged in any SDE reports or exports.
3.11.2.3 Cost Tab
Although the Cost Adjustments portion of the tab varies a little,
the data fields in the Cost tab (Figure 3-34) are similar for
residential and non-residential assessments. On this tab, the
user can enter the square footage, the base cost per square foot
for the structure, the geographic adjustment factor for the base
cost used, unit or lump-sum costs for cost adjustments (when applicable), and an estimated
depreciation rating to determine the replacement value and actual cash value (ACV) of the
structure.
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screenshot o
Figure 3-34: Cost tab
Information regarding structure base costs and adjustments, as well as appropriate descriptions,
can be found in industry-accepted, residential cost-estimating guides among other sources, such
as locally or regionally developed cost data.
The Cost tab includes:
Square Footage – square footage (using either the calculator or direct entry method),
base cost per square foot, and the geographic adjustment factor for the base cost.
Cost Adjustments – modify residence features and feature costs to match the structure
being inspected.
Additional Adjustments – for cost adjustments not covered in the cost adjustments
above.
Depreciation Determination – a depreciation rating between 1 (very poor condition)
and 6 (excellent condition) or Other (if Other is selected, a text box will appear that
requires an explanation for the depreciation; there is also a text box for the depreciation
percentage used by the inspector). Inspectors are encouraged to use the available ratings
of 1 through 6 whenever possible for the depreciation value (refer to text later in this
section for additional depreciation guidance).
Computed ACV – summation of base cost and all cost adjustments and depreciation
percentage.
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Square Footage: In the Square Footage section of the tab (Figure 3-34), the user has the option
to calculate, directly input, or use the Enterprise Import function (refer to Section 3.7.2) to enter
the square footage required to develop the computed ACV for the structure. To calculate the
square footage based on structure dimensions, the user should select the Click toCalculate or Enter Square Foota
button on the Costtab, which will open the Square Foot Calculator window
(Figure 3-35). In this window, the user can choose from four structure shapes (i.e., “L” shaped,
“T” shaped, rectangular, and “U” shaped).
Figure 3-35: Square Foot Calculator window
When the user selects one of the four structure shapes, another window opens to allow the user to
enter the estimated dimensions and the number of stories for the selected shape (Figure 3-36).
Once the dimensions are entered, the user should select the Savebutton to calculate the total
square footage. Dimensions for additional areas for multi-section structures can be added to the
previously calculated square footage to determine the total square footage for the structure.
When the data entry is completed for all sections, the user should select the Saveand Closebutton
to return to the Cost tab. The Total Square Footage field on the tab will now show the calculated
value. screenshot of Square Foot Calculator window menu
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Base Cost per Square Foot
The Base Cost is the cost to
replace the structure with a
functionally equivalent
structure of the same size,
style, and construction quality,
based on the current local cost
of labor and materials.
USER NOTE:
A GeographicAdjustment
factor greater than 1.0 indicates
higher than national average
construction costs, whereas a
factor below 1.0 indicates lower
than average costs.
Figure 3-36: Data entry window for the Square Foot Calculator
To enter the total square footage directly, the user should select
the Calculate or Enter Square Footage button and then select the Enter Total Square Footage Manually
button to open the Enter Total Square Footage
data field to enter the value for the total square
footage from tax records, an appraisal, or another valid source of
area data. After entering the square footage, the user should
select the Save button and to return to the Square Foot Calculator
window and select the Save and Close button to return to the Cost
tab. Note that a structure shape selection is not available when entering the total square footage
manually.
Next, a unit or base cost per square foot value is entered for the structure. The base cost per
square foot is entered in the Base Cost data field at the top of the Cost tab, just to the right of the Click toCalculate
button. The base cost can be obtained from an industry-
accepted, residential cost-estimating guide, contractor’s estimates, and community estimates
from local building and repair permits, or professional appraisers.
The structure cost requires a Geographic Adjustment factor. This
factor can be found in industry-accepted, residential and non-
residential cost-estimating guides and is a base cost multiplier
with a value above or below 1.0. This recognizes that structures
in some areas of the country are more expensive to build than in
other areas. This factor equalizes labor and material costs
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Depreciation Methodology
The depreciation methodology
described in this manual will only
work in the SDE 2.0 or higher
tools. Any assessments developed
in either the SDE 1.0 or 1.1 Tool
and imported into the SDE 2.0 or
higher will retain their original
depreciation values.
between areas of high and low construction cost around the country. For base costs developed
from local data, the Geographic Adjustment value entered in this data field should be 1.0.
Cost Adjustments: In the Cost Adjustments section, some adjustments, such as the inclusion of
fireplaces or porches, are in addition to costs included in the base cost of the structure. Other
adjustments, such as upgraded roofing or floor covering, are added to the base cost (through
adjustments) when the initial construction quality of the component exceeds what is normally
found in the initial construction quality selected in the Structure Attributes/Information section of
the Structure/Damage/NFIP Info
tab. The components listed under the Cost Adjustments section
should involve quantities and base costs for each adjustment. The adjustment cost reflects the
cost in excess of the cost for standard features for the selected type of residence.
Additional Adjustments: In the Additional Adjustments
section, adjustments not listed in the Cost Adjustments section
can be entered into the fields provided. An industry-accepted,
residential cost-estimating guide should be referenced to
determine unit or lump-sum costs for additional adjustments.
Depreciation: The Cost tab also requires the user to enter a
depreciation rating for the structure. The SDE tool includes a
depreciation methodology that is based on a U.S. Army Corps
of Engineers’ methodology. A depreciation rating of 1 to 6
(with 1 being the lowest) is based on the condition of the structure prior to the damage event
(Table 3-5).
The deprecation ratings for non-residential structures vary based on the number of stories and
structure use. The Other option can be used to enter a specific depreciation value.
Table 3-5: Depreciation Ratings – Residential Structures
Depreciation
Rating
Description
Depreciation
Value
1
Very Poor Condition. The structure is dilapidated and
deteriorating. The residence is uninhabitable and most likely
abandoned.
88.9%
2
Requires Extensive Repairs. The residence can be
inhabited, but is in need of extensive repairs and maintenance.
66.5%
3
Requires Some Repairs. The residence requires some repair
and maintenance.
38.8%
4
Average Condition. There is normal wear on the house, but
no signs of major repairs or maintenance needed.
24.2%
5
Above Average Condition. Little visible wear on the
structure, but it is not considered “brand new.” Most functional
value is remaining.
13.4%
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Depreciation
Rating
Description
Depreciation
Value
6
Excellent Condition. Structure was recently built (2 years old
or less). There is no visible deterioration. This condition is rare
in structure inventories and should be reserved for only brand
new structures that have all functional value remaining.
2.9%
Other
Determined by inspector (must provide a reason in pop-up
Depreciation Explanation window).
Value defined
by user
Computed ACV: After the user enters the data below, an ACV will be computed with the tool
and shown on the Cost tab:
Square footage
Base cost
Geographic adjustment factor
Cost adjustments
The name and publication date of the source of the base cost, professional appraisal, locally
developed and vetted cost data, or other acceptable cost data used as the basis for the
determinations should be entered in the Cost Data Reference and Cost Data Date fields. Some
industry-accepted, residential cost-estimating guides include cost and geographic factor updates
on a quarterly or annual basis. Consequently, the publication date is vital when specifying the
document used as source material.
3.11.2.4 Residential Element Percentages Tab
The fields in this tab are different for residential and non-residential assessments (refer to Section
3.11.3). The Element Percentages tab (Figure 3-37) is used by the inspector to enter the percent
damaged values, based on a rapid, visual evaluation for each of the 12 residential elements.
Table 3-6 lists the 12 elements and their individual components for residential structures in the
SDE tool.
For estimating purposes, a structure is divided into general construction categories (e.g.,
plumbing, foundations, appliances, etc.). The SDE tool uses pre-determined, fixed element
percentages for each of the categories based on the attributes selected for the structure being
inspected. The Element Percentages in the third column of this tab are fixed and based on the
attribute options on the Structure/Damage/NFIP Info tab selected for the structure under
inspection.
Once the user has completed the information on the Structure/Damage/NFIP Info and theCost
tabs, the Element Percent for each item is calculated within the tool and populated on the Element Percentages
tab. The Item Cost is the result of the Element Percentage multiplied by the Total Replacement Cost
from the Cost tab. The monetary Damage Values for each item are determined
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by multiplying the Item Cost by the user-entered Percent Damaged values. The sum of the
individual damage values is equal to the Computed Damages value.
Figure 3-37: Residential Element Percentages tab
The input data on this tab require the inspector to enter the estimated Percent Damaged of each
element listed. These data are determined based on the judgment of the inspector and should
be defensible values. The values should be entered as whole numbers between 0 and 100, in 5
percent increments. The Percent Damaged values are the only values that must be provided by
the user on this tab.
Table 3-6: Residential Structure Elements
Element
Description
1.
Foundations
Continuous perimeter footings
Footings
Piers
Foundation-level components not included in other elementsscreenshot of R
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Element
Description
2. Superstructure
Wall support system extending from the foundation wall to the
roof structure
Exterior wall
Sheathing panels
Shear panels
Bracing panels
Structural members that support the roof deck, such as rafters
and trusses, but not roof sheathing
3. Roof covering
Covering material (shingles, tile, slate, metal roofing, built-up
roofing)
Roof sheathing
Roof flashing
Does not include structural framing members that support the
roof deck
4. Exterior finish
Wall covering system on top of the wall sheathing (e.g., stucco,
vinyl or wood siding, brick veneer, stone veneer)
Insulation and weather stripping
5. Interior finish
Gypsum board, drywall, plaster, or paneling that makes up the
wall and ceiling surfaces.
Trim around door and window frames
Baseboard
Casings
Chair rails
Ceiling Moldings
6. Doors and windows
All interior and exterior doors and windows
Locks
Hinges
Frames
Handles
7. Cabinets and
countertops
Built-in, wall-mounted, or isolated cabinets and countertops
(kitchens and bathrooms)
8. Floor finish
Carpet
Hardwood
Vinyl composition tile
Sheet vinyl
Ceramic tile
Marble
Does not include carpet or re-carpeting installed over finished
flooring, such as wood or tile
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Element
Description
9. Plumbing
Incoming water service (municipal water supply or well service)
Plumbing fixtures
Water heater
Water distribution system
Wastewater collection and removal system
10. Electrical
Electrical wiring systems (junction boxes, circuit breaker panels,
distribution wiring, outlets, switches, receptacles)
Lighting
Ceiling and exhaust fans
Electric baseboard heaters
11. Appliances
All built-in, permanent appliances in the structure
12. HVAC
The system with which conditioned air is distributed throughout
the structure; a typical system in residential structures involves
a forced-air heating system with duct work
Exterior air conditioning units
Heat pumps
Furnaces
HVAC = heating, ventilation, and air conditioning
3.11.2.5 Output Summary Tab
This tab (Figure 3-38) summarizes the computations for structure value and damages as well as
the calculated structure Percent Damaged. It also includes options that allow the user to select
which of three structure values and three damage estimates to use in making the Substantial
Damage determination. There are also two report-printing options at the bottom right of the Output Summary
tab (refer to Section 5 for details on reports).
Percent Damaged: The Percent Damaged section of the Output Summary tab contains the Value of Building
and Cost of Repairs/Improvements
fields. Both of these can be calculated using three
different methods. For Value of Building, these methods include Computed Actual Cash Value
(as
computed within the SDE tool), Professional Market Appraisal (usually obtained and paid for by
the structure owner) for the structure value, and Adj.Tax Assessed Value. For Cost
of Repairs/Improvements
, these methods include Computed Damages (as computed within
the SDE tool), Contractor’s Estimate, and Community’s Estimate.
The three options under the Value of Building and Cost of Repairs/Improvements
permit the user to
select the most appropriate sources of data for use in the Substantial Damage determination. The
default selections are the Computed Actual Cash Value
and Computed Damages. The calculated
Percent Damaged is shown near lower left portion of the tab (outlined in red in Figure 3-38). If
the structure has a Percent Damaged of 50 percent or higher, then the NFIP requirements for
substantially damaged structures apply.
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Critical Substantial Damage
Range
Substantial Damage determinations
between 35 percent and 65 percent
are the most critical and these
determinations are the ones most
likely to be challenged by structure
owners. Therefore, local officials
may want to perform additional
reviews of the field-collected data
to ensure that the determinations
are defensible.
screenshot of Dam
Figure 3-38: Output Summary tab
Damage Summary: The Damage Summary section carries over the Replacement Cost,
Computed Damages, Depreciation Percentage, and Computed Actual Cash Value from previous
tabs. If available, the user may enter an estimated value for a Percent of Existing Improvements and Repairs Pre-
. This value should reflect the percent of the structure that has been
renovated, repaired, or improved prior to the current damage event. The purpose of this field is to
record pre-existing repair work or improvement work to the structure, so that the cumulative
determination for the structure can be calculated outside of the tool as needed.
Community officials can use any combination of methods (one
from each of the Value of Building and Cost of Repairs fields) to
determine Substantial Damage. Optional data, including
appraisal, adjusted tax assessed value, or non-SDE estimates
of damages, are entered in the middle portion of the Output Summary
tab in the section identified as User Entered Data
(Optional). However, officials are strongly urged to be
consistent when making Substantial Damage determinations
by using the same cost and damage methods on a community-
wide basis to ensure that Substantial Damage determinations
are prepared and evaluated in a consistent and equitable
manner.
User-Entered Data (Optional): When user-entered data are being considered, the accuracy of
this data must be evaluated. This is especially true when the tool indicates that the structure is
between 35 percent and 65 percent damaged. The closer the level of repair/improvement costs
are to 50 percent of the value of the structure, the greater the precision needs to be in determining
Substantial Damage. Situations in which the structure owner requests an administrative or
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Use of Unadjusted Tax Assessed Values
Use of tax values as structure values without
a locally required adjustment factor or
multiplier will generally skew the
Substantial Damage determination upward
(thereby increasing the percent damaged for
the structure). This is because the
denominator in the Substantial Damage
equation (i.e., the pre-damage value of the
structure) will typically be smaller than if the
ACV was used to determine structure value.
judicial review or appeal most likely will occur when the structure is declared substantially
damaged and the Percent Damaged falls between 50 percent and 65 percent.
A professional market appraisal or an adjusted tax assessed value may be entered in lieu of the
Computed ACV determined within the SDE tool. If the appraisal value is based on the value of
the land and structure, the value of the land must be subtracted from the appraisal value because
Substantial Damage is based on structure value only. These two valuation methods are discussed
below.
The professional market appraisal involves the value
of the structure without the land value, as determined
by an appraiser licensed within the State where the
structure is located. This can be used within the SDE
tool in-place of the structure Computed ACV.
If the adjusted tax assessed value is based solely on the
structure, a locally based adjustment factor may be
required to increase the value to market value, because
the tax assessed values tend to be less than Computed
ACV or market value. This adjustment may be made
by using a Factor Adjustment in the data field provided, and should be based on the normal
adjustment procedures used in the county/parish or community where the structure is located.
The factor likely will be higher than 1.00 and should be entered with two decimal places (trailing
zeroes are dropped). For example, to increase the assessed structure value by 43 percent, input a
value of 1.43.
Local officials may use a contractor’s estimate or a community’s estimate in lieu of the SDE-
computed damages. These corresponding text fields are located in the Cost of Damage
Determination section. Contractor estimates should be based on a specific structure and reflect
all of the work and materials required to put the structure back to its pre-damaged state. The
costs should reflect reasonable material and labor costs for the area. Donated or discounted
materials and labor must be evaluated at fair market value for the area, because the Substantial
Damage determination process requires use of the true cost of repairs. Communities can provide
their own repair estimates if the estimates are complete and reflect the general cost of materials
and labor for the area. A community providing its own repair estimate must be able to justify the
estimates. Appendix D of the SDE Field Workbook contains a list of recommended construction
elements to be included in either contractor or community estimates of repair costs.
3.11.2.6 Photos Tab
The primary function of Photostab (Figure 3-39) is to upload and store digital photographs that
verify the structure inspected for the Substantial Damage assessment.
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Figure 3-39: Photos tab screenshot of Photo & D
Figure 3-39 shows the Photos tab options numbered according to the following list:
Use Integrated Camera – This control allows users to take advantage of an available
camera that is integrated on the laptop computer or tablet. This is ideal for adding digital
photographs to the assessment while in the field. When photographs are obtained with the
integrated camera, the digital file is stored in an attachments folder as part of the SDE tool.
The user can use the
feature (below) to add the photograph to the assessment.
Select Photo to Upload – This function allows the user to choose a photograph from the
host computer or an external drive to be added to the assessment. Select Photo
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Edit Selected Photo – This section allows users to edit the current photo that is in the
main view of this function.
Update/Save Description Name – This feature allows the user to enter and save the
description or name of the selected photo.
Default Image – This option allows the user to set the default photograph to be displayed
in an open assessment, the Summary Report, and the Community Report for that
assessment.
Delete – This control allows the user to delete an existing image.
The Edit Photo function in the SDE 3.0 Tool has been updated from previous versions of the tool.
This function can be accessed from the Photos tab in an open assessment and allows users to
perform editing operations on digital photographs (Figure 3-40). This function can be accessed
from the assessment Photos tab by selecting the Edit Selected Photo button.
Figure 3-40 shows the Edit Photo window options numbered according to the following list. The
user should select the Save button after each function below is completed.
Open, Undo, Redo and Save – These functions allow a user to open a photograph located
outside of the SDE tool, Undo/Redo one of the Edit Photo functions listed below, and save a
photograph.
Resize – This function allows users to resize the photograph to either a larger or small size.
The resize options are percentage based. As users resize the photograph, they will be able
to preview the resulting photograph in the Image Preview window.
Rotate 90 degrees or 180 degrees – Photographs can be rotated to the right either 90
degrees (one quarter turn) or 180 degrees (one half turn).
Crop – This function allows users to crop or trim selected areas of a photograph using the
mouse. After the user selects the
button to activate the tool, a box will appear on the
photograph with a yellow outline. The cursor can be used to adjust the horizontal and
vertical sides of the yellow outline to define the desired area to crop. Note: The area inside
the yellow box will be retained after the crop function is completed. Once the boundaries
of the area of the photograph to be retained have been set, selecting the
function will
complete the cropping. A small confirmation window will appear and the cropped
photograph will be visible in the Image Preview window. CropSave
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Draw Text – This allows users to add text to a photograph. When this button is selected, a
window opens and it contains a text box with the sample text “Your text here…” Text
entered in this box will overwrite the sample text and be shown in the photograph visible
in the Image Preview window. The default position for the text is the upper left corner of
the photograph. The user can change the location of the text by adjusting the horizontal and
vertical position slide bars. The user can also select the font size and color or rotate the
text. The adjustments made will be shown directly in the photograph in the Image Preview
window so the user can verify the adjustments prior to saving the revised photograph.
Draw – This button allows users to draw lines on the photograph to identify a high water
mark that may not be visible in a photograph or point to significant damage on the
structure.
Shape – This button allows users to select a predefined shape such as a square, rectangle,
circle, etc. to highlight an area on the photograph. There is an option to have the shape with
or without fill.
Adjust – The buttons in this area allow users to adjust color, saturation, contrast, and
sharpness of the photograph.
Image Preview Pane – The pane is the viewing area where users will be able to preview
the edits made to the current photograph before saving it.
Figure 3-40: Edit Photo window Screenshot of Edit Photo
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3.11.3
Creating a New Non-Residential Assessment
To create an assessment, the user should
select the
Add Non-Residential Assessment
button on the
(Figure 3-41). If
an existing property is selected, the
tab in the new assessment will be
automatically populated with available
data. If a
is selected, the user
must fill out the
tab when creating
the assessment. If default data has been
entered into the tool, the user will have the
option of using that default data to pre-
populate certain data fields within the
assessment. Main MenuAddressNew PropertyAddress
screenshot with "Add New Non-Residential Assessment" function highlighted.
Figure 3-41: Add New Non-Residential
Assessment function
When a new assessment is created for an existing property, the property data and some of the
assessment data are pre-populated for the new assessment. This data can be revised as part of the
new assessment. The data fields on the Cost and Element Percentages tabs must be completed for
a valid assessment.
The data fields required to complete a valid non-residential assessment are very similar to those
required for a residential assessment (refer to Section 3.11.2). The data fields contained on the Address
, Cost
, and Output Summary tabs are nearly identical for the two assessment types. For the Element Percen
tab, a non-residential assessment requires a damage evaluation for 7
elements, while a residential assessment requires the evaluation of 12 elements. The differences
between the data requirements for the two assessment types are limited to the Structure/Damage/NFIP Info
and the Element Percentages tabs.
For non-residential structures, structure type is not directly used as the basis for determining the
appropriate element percentage array within the tool. Instead, Structure Use and the Number of Stories
are the determining factors for the array. For each Structure Use, the SDE tool uses
representative structure types and their specific characteristics to determine the element
percentage arrays. Therefore, although the user does not directly choose the superstructure type,
foundation type, etc., these characteristics are assigned based on the representative structures for
each use and are, therefore, built into the element percentage arrays. Table 3-7 shows the Structure Uses
available within the SDE tool.
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Table 3-7: Non-Residential Structure Uses
Structure Use
1-Story
2 to 4 Stories
5 or More Stories
Apartments
Auditorium
Commercial retail
Convenience store
Courthouse
Department store
Fast food restaurant
Fire station
Grocery store
High school
Hospital
Hotel
House of worship
Industrial
Long-term care facility
Mini-warehouse
Motel
Municipal building
Office building
Police station
Restaurants
Strip malls
USER NOTE:
Given the limited number of
structure use options, users should
select the non-residential structure
use that best fits the structure
being inspected.
3.11.3.1 Non-residential Structure/Damage/NFIP Info Tab
For non-residential structures, the user should first select the Structure Type,
Number of Stories and Structure Use, and then
complete the other data fields (Figure 3-42) on the Structure/Damage/NFIP Info
tab. The first three data fields will
determine the attribute options available in the other data fields.
The list for non-residential structure uses is limited and based
on the number of stories. Although the list could easily exceed 100 different non-residential
structure uses, such a large list would be overwhelming and impractical for most SDE users. The
current list strikes a balance for structure uses while offering a reasonable range of structure
heights (number of stories) and functions. Furthermore, the list of elements and the element
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percentages as part of the entire structure do not vary significantly for the non-residential
structure uses beyond those contained on the current lists.
Consider the structure use (is it more like a factory, a warehouse, or an office building?), the
building materials (schools and hospitals have different construction materials than a
warehouse), and the variations in quality (warehouses and factories are usually of a lower quality
construction than an office building or a house of worship). As an example, the list of non-
residential structure uses includes the option of either a one-story elementary school or a two- to
four-story high school. The best choice for a two-story middle school would be a high school due
to the number of stories and activities that occur within the structure. Similarly, the best choice
for a medical office building would be an office building rather than a hospital.
Figure 3-42: Non-Residential Structure/Damage/NFIP Info tab screenshot menu select the Structure Type, N
The non-residential Structure/Damage/NFIP Info tab contains the following data fields:
Structure Attributes/Information – drop-down lists for structure type, the number of
stories, structure use, sprinkler system (yes or no), conveyance (elevator or escalator, yes
or no), quality (of initial construction), and data fields for the year of construction and
structure information comments.
Inspector/Damage Information – inspector name and phone number, date of inspection,
date damage occurred, cause of damage, drop-down list for damage undetermined,
duration of flood (in hours or days), estimated depth of flood above ground, and the
estimated depth of flood above lowest floor.
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NFIP/Community Information – NFIP CID (carried over from the Address tab), FIRM
panel number, FIRM panel suffix, date of FIRM panel, FIRM zone, BFE, regulatory
floodway (yes, no, possible), and a community-specific information comment box for
information such as the name or number of the declared disaster, use of best available
flood data in-place of an outdated Flood Insurance Study, etc.
3.11.3.2 Non-Residential Element Percentages Tab
The Element Percentages tab (Figure 3-43) is used by the inspector to enter the percent damaged
values based on a rapid, visual evaluation for each of the seven non-residential elements. Once
the required data has been entered on the Structure/Damage/NFIP Info and Cost tabs, the Element
Percent for each element is calculated within the tool and populated on the Element Percentages
tab.
Similar to the percent damaged estimates for residential structures; the values should be entered
as whole numbers between 0 and 100, in 5 percent increments. The Element Percentages in the
third column of this tab are fixed and based upon the attribute options on the Structure/Damage/NFIP Info
tab selected for the structure.
Figure 3-43: Non-Residential Element Percentages tab
Table 3-8 lists the elements and their individual components for non-residential structures in the
SDE tool. screenshot of Non-Residential Element Percentages tab
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Table 3-8: Non-Residential Structure Elements
Element
Description
1. Foundations
Continuous perimeter footings
Footings
Piers
All foundation elements
2. Superstructure
Load-bearing system that extends from the foundation to the roof of
the structure (does not include foundation components)
Structural members that support the roof deck, such as rafters and
trusses (does not include roof sheathing)
Exterior finishes, such as exterior walls, siding, and exterior doors
3. Roof covering
Covering material (shingles, tile, slate, metal roofing, built-up
roofing)
Roof sheathing
Roof flashing
Does not include structural framing members that support the roof
deck
4. Plumbing
Incoming water service (municipal water supply or well service)
Plumbing fixtures
Water heater
Water distribution system
Wastewater collection and removal system
Exterior drainage (roof gutters, downspouts)
Fire protection
5. Electrical
Electrical wiring systems (junction boxes, circuit breaker panels,
distribution wiring, outlets, switches, receptacles)
Lighting
Ceiling and exhaust fans
Electric baseboard heaters
Communications
Conveyance (escalators, elevators)
Security systems
6. Interiors
Partitions
Interior doors
Interior surface finishes (wall, floor, and ceiling)
7. HVAC
Heating units
Cooling units
Ventilation
HVAC = heating, ventilation, and air conditioning
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3.11.4
Required Data Fields for All Assessments
When creating an assessment, key data fields are required to save a valid assessment. These
fields are provided in Table 3-9 for both residential and non-residential assessments. The only
differences between residential and non-residential assessments are the structure attributes and
the elements to be evaluated for damage on the Structure/Damage/NFIP Info and Element Percentages
tabs.
Table 3-9: Required and Suggested Data Fields for Residential and Non-Residential SDE
Assessments
Required or Suggested
Fields
Required to Save an
Assessment
1. NFIP CID
2. Date of Assessment (i.e., inspection date)
Residential-specific:
1. Residence Type
2. Number of Stories (1, 2 or more)
Non-Residential-specific:
1. Number of Stories (1, 2-4, 5 or more)
2. Structure Use
Required to Save a Valid
Assessment (same fields
required for residential and non-
residential assessments)
1. Elevation of Lowest Floor
2. Latitude and Longitude
3. Year of Construction
4. Quality (initial construction)
5. Date Damage Occurred
6. Cause of Damage
7. FIRM Panel Number
8. Date of FIRM Panel
9. FIRM Flood Zone
10. BFE
11. Regulatory Floodway
12. Base Cost Per Square Foot
13. Depreciation Rating
14. Depreciation Explanation (if manual depreciation value is
entered)
Suggested (same fields
suggested for residential and
non-residential assessments)
1. Building Owner Name and Address Information
2. Owner Mailing Address
3. Inspector Name and Phone Number
When the key data fields are empty or contain incorrect data and the user attempts to save the
assessment, an error window opens to identify the remaining data fields that must be completed
to save a valid assessment (Figure 3-44). A scroll bar is available along the right side of each of
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the three lists when the number of errors exceeds the viewing area of the window. The user can
select Address Errors/Warnings or Close Assessment Without Saving
.
screenshot
Figure 3-44: Error window identifying incomplete or blank data fields
The top portion of the assessment errors window (red) in Figure 3-44 indicates the fields
required to save the assessment.
The middle portion (yellow) in indicates the fields required to save a valid assessment.
The lower portion (green) in indicates the fields that are recommended, but not required for
a valid assessment.
If the user selects Address Errors/Warnings, red, yellow, or green pushpins (Figure 3-45) will
appear next to the data field(s) with incorrect or missing data for incomplete data on the each of
the six SDE tabs. The color of the pushpins matches the row color in the error window above.
Red pushpin – the data field is required to save the assessment.
Yellow pushpin – the data field is required to save a valid assessment.
Green pushpin – the data field is recommended, but not required for a valid assessment.
As an example, the NFIP Community ID is required to save the assessment and the empty data
field has a red pushpin to the right of the field in Figure 3-45. The pushpins for the Mailing
Address data fields are green and indicate that those fields are recommended, but not required to
save a valid assessment.
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screenshot of example
Figure 3-45: Example of colored pushpins that identify missing or incomplete data
3.12 Viewing and Editing Assessments
Users may view records or assessments using the View/Search
or Bulk Editor functions found on
the Main Menu. In the View/Search function, users can select Residential, Non-Residential
, or Both
to filter the displayed assessments.
3.12.1
View/Search
After selecting the View/Search function button (Figure
3-46), a grid will appear that shows the available records
or assessments in the SDE database. The view (Figure 3-
47) includes a photograph of the property and key
property/assessment data such as assessment date,
address, percent damaged, and a photograph of the
structure (if available). There are filters available on this
screen to facilitate searching for a specific record or
group of records. The filters allow users to search for
only residential or non-residential structures or both, a
custom fields, properties only, a range of percent
damaged, parcel numbers, names, or zip codes.
Figure 3-46: View/Search All
Records function
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screenshot of
Figure 3-47: View/Search grid for available properties/assessments
Users can select one of the properties/assessments in the grid to open up the Current Record
Detail screen (Figure 3-48) that displays the owner first and last name, address, NFIP CID,
community name, inspection date, inspector name, and the percent damaged. The colors of the
individual assessments in this view indicate the following:
Green – percent damaged ≤ 40% (no Substantial Damage)
Yellow – percent damaged between 40% and 50% (possible Substantial Damage)
Red – percent damaged ≥ 50% (Substantial Damage)
The user has four options on the Current Record Detail screen:
Cur
ren
t R
e
cor
d Details:
1. View/Edit Property Info
2. Delete Property
3. View/Edit Assessment Info
4. Delete Assessment
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USER NOTES:
1. Users must select one of the three
options in the Structure Type field
to activate the other filter fields.
2. Users should clear the filters before
selecting new filters.
Figure 3-48: Current Record Detail screen
View/Search Using Filters: For large inventories of assessments, users can locate individual
assessments by filtering on the following criteria once the View/Search grid view is open:
Structure Type – Residential, Non-Residential, or
Both
Assessment Date – options include the selection
of a specific date or a range of dates
Percent Damaged – range of percent damaged
from 0 to 100 percent (in 5 percent increments)
Select Custom Field -search for records based on data in one of the custom fields
Select Field – one data field selected from among:
Da
ta
f
ie
ld
s:
V
ie
w
Al
l
Records; Owner's Name (first or last); Building Address; City; NFIP Community Name; Zip Code; County/Parish; NFIP CID; FIRM Panel; Inspector Name; Parcel Number; Lot Number.
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Sort By Value
– one data field selected from among:
Da
ta
f
ie
ld
s:
S
tr
ucture Type; NFIP Community Name; FIRM Panel; Owner's Name; NFIP Community Name; Address; City; County/Parish; Zip Code.
Search For – a specific value based on the optional data fields in the Select Field or Sort By Value
filters
USER NOTE:
All edits are saved as they are
made, and overwritten data is
permanently erased from the
assessment.
Note that any filters selected are temporary, apply to the current view only, and are deleted when
the view is closed or other filters are used.
3.12.2
Bulk Editor
The Bulk Editor function (Figure 3-49) allows users to edit all
data fields for as many assessments as needed from a single
view. The edits are made directly to the current assessments in
the SDE database. This function also has the enhanced grid
search features as discussed in Section 3.12.1. After selecting
the Bulk Editor function on the Main Menu, the Bulk Editor
window (Figure 3-50) opens. The user has access to each assessment in the active SDE
inventory. There is one assessment per row and the scroll bars along the bottom and right side
can be used to navigate to a specific data field within a specific assessment. To edit a data field,
the user selects the field to highlight the current data. The edits can be done by either typing over
the current data or using the copy and paste functions. Edits must be made one at a time, on a
field-by-field and assessment-by-assessment basis.
Figure 3-49: Bulk Editor function screenshot of the Bulk Editor function menu
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USER NOTE:
Given the number of data fields in the
SDE tool, not all of the fields are
displayed as columns in the Bulk Editor
. To review data in fields not
shown in the Bulk Editor, users can
export the entire SDE database to an
Excel file and use that for their
reviews. screenshot of the B
Figure 3-50: Bulk Editor window
Data can be sorted by right clicking on the column header. The first click sorts the data either
numerically (from low to high) or alphabetically (from A to Z). A second click on the column
header produces a reverse sort (from high to low or Z to A).
Similar to the filters for the View/Search All Records
function, the filters on the Bulk Editor can be used to view
assessments by Structure Type, Inspection Date, a range of Percent Damaged
values, and Select Field to filter by Owner Name
, Building Address, City, NFIP Community Name, Zip Code
, County/Parish, NFIP Community ID, or FIRM Panel.
The filter parameters are only in effect for the current
view and are deleted when either new filters are applied or
the view is closed. User should select the Clear Filters
button before using new filters.
The Bulk Editor function can also be used for reviews to check the completeness and consistency
of the assessment data recorded in SDE tool.
3.13 Quality Assurance Reviews
Users can perform basic QA reviews within the Bulk Editor by sorting each data column low to
high (or A to Z) and then using a reverse sort to check for the common data errors identified in
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SDE User Manual, August 2017
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Table 3-10. Assessments with easily identified errors, such as street names spelled incorrectly,
incorrect BFEs (45 feet instead of 450 feet), or incorrect zip codes can impact the credibility of
the inventory, the inspections, and the process. Once the credibility of the data and the process
are questioned, the community’s ability to complete the inventory in a timely manner and the
required post-inventory actions can become more difficult. The Bulk Editor function can be used
to review and correct these types of data entry errors.
Table 3-10: QA Reviews for Common SDE Data Errors
1. Missing data – especially data required
12. Missing or inconsistent cause of damage
for a valid assessment
2. Missing or obviously incorrect elevation
13. Damage undetermined checked, but the
of the lowest floor
reason was not selected
3. Incorrect NFIP CID
14. Incorrect flood duration and units
4. Incorrect NFIP Community Name
15. Missing or obviously incorrect depth of
flood above ground
5. Obviously incorrect latitude or longitude
16. Missing or obviously incorrect depth of
coordinates
flood above lowest floor
6. Inconsistent or misspelled street, street
17. Inconsistent or incorrect flood information
suffix, community, county/parish or State
– FIRM panel number, suffix, effective
names
date, flood zone, BFE, or missing
selection for regulatory floodway
7. Missing or incorrect zip codes
8. Inconsistent or incorrect inspector
18. Obviously incorrect square footage
names or contact information
19. Inconsistent or incorrect base cost per
9. Incorrect inspection date
square foot
10. Incorrect date that damage occurred
20. Incorrect geographic adjustment
11. Obviously incorrect structure attributes
21. Incorrect depreciation rating
Troubleshooting Tip – If an assessment is completed and the result shows Data Entry
Incomplete on the Output Summary
tab instead of the structure Percent Damaged, this means that
the assessment is missing key data. The user or reviewer can open the assessment to find and
enter the missing data and then save the assessment. The most likely missing data are the square
footage, base cost, or the depreciation rate. Once the missing data are entered and the assessment
saved, the Percent Damaged for the structure should appear on the Output Summary tab. Using
the initial data, the structure photographs, and the inspector notes or comments, a reviewer may
be able to correct an assessment or add missing data without requiring another trip to the field to
get additional data.
Additional, more detailed QA reviews can be performed by checking for the issues listed below.
The user may want to use an Excel export of the entire SDE database to facilitate detailed QA
reviews. The recommended reviews below are by no means a complete list of all the data that
can be checked. Users may have unique issues associated with their community or inventory
areas that the SDE Manager has determined are critical and therefore require a QA review.
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Recommended QA Reviews for the SDE Database
1. Review the entire database for duplicate records from the current or previous days. This
can be done by sorting numerically on address numbers or tax parcel identification
numbers.
2. Because assessments with damages between 35 percent and 65 percent are the ones most
likely to be challenged by owners, the SDE Manager should perform an additional review
on assessments with damage in this range to ensure that the determinations are reasonable
and defensible.
3. Check for incomplete assessments (i.e., properties) and determine whether properties
should remain in the SDE database.
4. Verify that each assessment includes two photographs, even if the location involves a
vacant lot or the structure had no damage.
5. Verify that any community-specific notes required by the SDE Manager are included in
the Residence Information or Structure Information comment boxes on the Structure/Damage/NFIP Info
tab.
Recommended QA Reviews for Individual, Grouped, or Neighborhood Assessments
1. If a structure has multiple assessments and was inspected by different inspectors during
the same inventory or period of time, determine which of the assessments should be kept
in the inventory and delete the unneeded assessment.
2. If the square footage or the structure value for the assessment appears to be too high or
too low, check the square footage against the structure photographs to determine if the
square footage is reasonable. Also, check the base cost to verify that it is appropriate for
the structure.
3. Structures for which the depth of flooding above the lowest floor is high, but the damages
are low or structures where the depth of flooding above the lowest floor is low but the
damages are high require a review of the full assessment to ensure the damages are
reasonable and defensible. Comments may be required in the Residence Information or Structure Informat
comment boxes on the Structure/Damage/NFIP Infotab to explain
the Substantial Damage determination.
4. The Substantial Damage requirements of the NFIP state that “damage of any origin”
should be considered when determining whether a damaged structure meets the
Substantial Damage threshold. Therefore, damages caused by wind, fire, an extreme lack
of maintenance, vandalism, or even a car driving into a house should be considered by
inspectors when assessing the overall damage of the structure.
5. Verify that structures affected by the same flood depth above the lowest floor have
similar and reasonable damages, especially in areas with little change in ground
elevations. This can be performed quickly checking the Est. Depth of Flood Above LowestFloor
.
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6. Verify that the residential assessment form was used for residential structures only. Non-
residential structures must be assessed using the non-residential assessment form.
7. Verify that each assessment only includes a single structure. Inexperienced inspectors
may attempt to include data from multiple structures, such as a separate residential
structure elsewhere on the lot or a detached garage that has been converted into
residential space.
8. For assessments with missing data or data requiring revisions, the reviewer may be able
to make the corrections without requiring another field visit. Between the initial data, the
structure photographs, and the inspector notes or comments, a reviewer may be able to
prepare the correct assessment.
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Exporting SDE Data
SDE User Manual, August 2017
4-1
SECTION 4
EXPORTING SDE DATA
SDE data can be exported from the Main Menu by selecting the Import/Export Functions
, then
choosing Export SDE Data, Export Files to Excel, or Import/Export User Settings
(Figure 4-1). Data
exported as an SDE database must be imported back into the SDE tool to either view the
assessments or make edits. An export to Excel is a one-way data export because data edited
within the Excel file cannot be imported back into the SDE tool unless the Enterprise Import
function is used. A limited amount of data per assessment can also be exported as a
georeferenced file for viewing in a geospatial image viewer.
Figure 4-1: Export of SDE data Screenshot of SDE Export page highlighting: Export of SDE Data; Export Files to
4.1 Exporting SDE Data
The Export SDE Data function allows assessment data to be exported from the tool and then
imported back into the tool on the same or different computer. To export data, select the Export SDE Data
button (Figure 4-1). This will open a window (Figure 4-2) that provides assessment
filter criteria at the top. For large inventories of assessments, filters can be used to identify
individual assessments for export by structure type, a range of inspection dates, a range of
percent damaged values, and a search for names or values based on Owner’s Name, Building Address
, City, NFIP Community Name, Zip Code, County/Parish, NFIP Community ID, or FIRM Panel.
The filter parameters are only in effect for the current view and are deleted when the view is
closed or other filters are used. Select the Clear button before using new filters.
To view specific assessments for export, enter the filter information to view the desired
assessments. To view all assessments in the database, select Both from the Structure Type drop-
down list and leave the other fields blank. Once the filter fields have been entered, select the Filter
button. All the assessments that meet the filter criteria will be available in the export view.
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SDE User Manual, August 2017
The user should either select the Check All button for all assessments (and records) or select
individual records of property data or assessments using the checkbox at the left end of the
record or assessment row to be exported.
Export SDE scree
Figure 4-2: Export SDE Data screen with filter and record options
Once the desired property data and/or assessments have been checked, select the Export button. A
window will open to allow the user to select a location on the host computer to save the exported
file. Once the export is complete, a window will appear showing the file path and confirming that
the files have been exported to a new folder called “SDE Assessments.” The user will then be
returned to the SDE 3.0 Main Menu.
Quick-Step Summary for Exporting Data in an SDE format:
1. Select the desired export function from the Main Menu; there are two import and two
export options.
2. Select Export SDE data on the Export menu to open the Export SDE Data screen (Figure
4-2).
3. Enter or check all of the filter criteria first, and then select the Filter button.
4. Select the assessments (individual or all) to be exported based on the current filter(s).
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SDE User Manual, August 2017
4-3
5. Select the Export button.
6. The exported data will be sent to a user-selected folder on the host computer.
4.2 Exporting to Excel
The Export Files to Excel function allows the user to export all of the data located in the tool to an
XLS file. When the user selects this function from the Import/Export Functions button (Figure 4-
1), a new window will open (Figure 4-3). This window displays all of the records in the SDE
database. The user can utilize the enhanced search features of the tool (refer to Section 3.12) to
set a preferred record order or determine if any key data is missing prior to exporting the SDE
database to Excel.
Screenshot o
Figure 4-3: Export Data to Excel window
When the export is ready, the user will select the Export button in the upper right corner of this
window to execute the export function. The user will be prompted to identify a destination folder
on the computer for the export file. After the folder is identified, the user can select Save on the
destination folder window and the export will begin. After the export is complete, a confirmation
window will appear (Figure 4-4).
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SDE User Manual, August 2017
Figure 4-4: Export Data to Excel confirmation Excel export confirmatio
4.3 Export User Settings
The Import/Export User Settings
function in the SDE 3.0 Tool allows users to import or export
their settings (refer to Section 3.7.5). In order for users to import their settings, they will need to
select the Import/Export Functions
button from the Main Menu(Figure 4-1), and then select the Import/Export Us
option (Figure 4-5). The Import/Export User Settings window will
appear, prompting the user to select the User Settings to either import or export (Figure 4-6).
Figure 4-5: Import/Export for User Settings function
Screenshot highlighting Import/Export Functions button
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SDE User Manual, August 2017
4-5
screenshot
Figure 4-6: Import/Export Options for User Settings
Note that the user will only be able to export settings that are currently in the tool (i.e., if the user
has not created Enterprise Import Settings but the tool finds Default Values and Notes, then the
Enterprise Import Settings will be disabled). After selecting import or export, a window will
appear and the user will need to identify the folder on the computer where the import file is
located or the destination folder where the export file will be stored.
4.4 Generating a Geo Reference File
A Keyhole Markup Language (KML) file is
an extensible markup language (XML) file
that can be used for geographic annotation
by a geospatial image viewer that can show
locations of GPS/GIS coordinates. A file
with a .KMZ extension is a KML file that
has been compressed (or zipped) to reduce
the file size.
The SDE tool can generate a KMZ file and
format place marks according to the degree
of damage to a structure using KMZ’s style
capabilities. To generate a georeferenced
file, select theGenerate GeoFile
function on
the
(Figure 4-7). A window will
appear for the user to select the filter criteria
for the GeoFile (Figure 4-8). Main Menu
Figure 4-7: Generate GeoFile function
Screenshot highlighting Generate GeoFile button
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SDE User Manual, August 2017
Screenshot for Generate Geo Reference File.
N
Figure 4-8: Generate Geo Reference File window
Figure 4-8 shows the Generate Geo Reference File window options numbered according to the
following list:
Selections – These boxes allow users to check the records to be included in the dataset for
the geo reference file. There is also an option to Check All records for inclusion in the file.
Data Sorts –Data can be sorted by right clicking on the column header. This allows the
user to group records by different values such as assessment date, percent damaged,
inspector name or team number, etc. for checking records that meet specific criteria.
Filter Status – This feature shows which filters are currently turned on. Users can have
multiple filters in use and this will alert them to how the data is being sorted.
Filter Editor – This feature opens a pop-up window that allows users to adjust the filters.
Counts – This feature provides a count of the records selected for the GeoFile.
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4-7
Generate GeoFile – This button allows users to create the georeferenced file based on the
sorts and records selected for the GeoFile. Once selected, the tool will generate the
georeferenced file and the KMZ file will be saved to the destination folder selected on the
host computer. A window will open to confirm that the export was successful and display
the KMZ file name.
In the georeferenced file, place marks for residential properties appear at their respective latitude
and longitude as either not substantially damaged (less than 50 percent damaged) or substantially
damaged (50 percent or more damaged). Non-residential properties display as one of three types:
not substantially damaged (0–40 percent damaged), possibly substantially damaged (40–60
percent damaged), or definitely substantially damaged (greater than 60 percent damaged). Place
marks are color-coded: green for not substantially damaged, yellow for possibly substantially
damaged, and red for substantially damaged structures.
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SDE Reports
SDE User Manual, August 2017
5-1
SECTION 5
SDE REPORTS
The SDE tool can generate three primary report types that involve nine content options. These
reports are pre-defined with a fixed format and can be accessed through the SDE Main Menu
(Figure 5-1) by selecting the View Reportsbutton. When View Reports is selected, the “Select the
report you would like to view” window opens. After selecting a report, users have the option to
either view or print the reports for all assessments in the inventory or for specific assessments
using one or more of the available report filter criteria.
Screenshot of Reports page highlightin
Figure 5-1: Reports access on the Main Menu
Table 5-1 identifies the three primary and one secondary report types and their contents.
Table 5-1: SDE Report Types and Contents
Report Type
Contents
Community Reports
All residential structures
All non-residential structures
All structures (both residential and non-residential)
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SDE User Manual, August 2017
Report Type
Contents
Structure & Percent Damaged
Reports
All residential structures
All non-residential structures
All structures (both residential and non-residential)
Summary Reports by Structure
(from Main Menu)
One-page summary reports for either all residential or
non-residential structures
Individual Structure Summary
Reports (from Output Summary
tab)
Summary Report (one-page)
Detailed Report (five-page)
Report Sharing
The Community and Structure &
Percent Damaged Reports should not
be shared with structure owners
because the reports contain
Substantial Damage data on all
structures in the SDE inventory.
Individual structure SDE data should
not be shared with anyone but the
structure owner or a designated
representative.
5.1 The Community and Structure & Percent Damaged Reports
The Community Report and the Structure & Percent Damaged Report can be accessed using the View Reports
function of the Main Menu. These reports can be filtered beyond residential and non-
residential structures to search for specific assessment dates, a range of damage between 0
percent and 100 percent (in 5 percent increments), specific
names (owner, city, NFIP community, or county/parish), or
specific numeric values (address, zip code, NFIP Community
ID). The filter criteria are temporary and will only be active as
long as the report is open in the tool. The reports will contain
all assessments that meet the filter criteria selected by the user.
The Community and Structure & Percent Damaged Reports
can be printed with or without structure photos. The without-
structure photos option may be useful for large inventories of
more than 200 structures because the data can be filtered and
printed faster. In addition, both of these reports can be opened
within the SDE tool and quickly scanned to verify that each assessment has at least one structure
photograph. The reports contain all of the structures within the SDE inventory.
The Community Report contains the following data for each assessment summarized in the
report:
NFIP Community ID and Community Name
Structure Address, City, State, and Zip Code
Assessment Date
Owner Name (last, first)
Basis for Value of Structure (Computed Actual Cash Value, Adjusted Tax Assessed Value,
or Professional Appraisal) and the value of the structure
Basis for Cost of Repairs (Computed Damages, Contractor Estimate, or Community
Estimate) and the value of the cost of repairs
Computed ACV of the structure
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SDE User Manual, August 2017
5-3
Type of Structure
Percent Damaged
Default Photograph (if available)
The Structure & Percent Damaged Report contains the following data for each assessment
summarized in the report:
NFIP Community ID and Community Name
Structure Address, City, State, and Zip Code
Assessment Date
Owner Name (last, first)
City and State
County/Parish
Percent Damaged
Default Photograph (if available)
The Community and Structure & Percent Damaged Reports can be printed and used by
community offices as quick references for Substantial Damage determinations and assessments
that have been completed in the inventory.
5.2 Structure Summary Report
The Structure Summary Report can be accessed through either the Main Menu by selectingView Reports
or the Print Summary Report for this Structure button at the lower right of the Output Summary
tab. Accessing the Structure Summary Reports from the Main Menu allows for the batch
printing of residential or non-residential one-page Summary Reports based on the available
filters. The same one-page Summary Report can also be printed for a specific structure
assessment that is open for review or editing from the print button on the Output Summary tab.
The five-page detailed, individual Structure Summary Report can only be printed when an
assessment is open.
The Summary Report involves a single structure and contains the following data organized by
section name:
Subdivision information – subdivision name, parcel number, lot number, elevation of the
lowest floor, and datum
Community information – NFIP community name, NFIP Community ID, and latitude
and longitude
Structure Address – owner name, structure address, and phone number
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SDE User Manual, August 2017
Structure Information – year of construction, structure type, and initial construction
quality
Damage Information – date of assessment, inspector name and phone number, date of
damage, cause of damage, duration of flood and units (hours or days), estimated depth of
flood above lowest floor, and residence information notes (if available)
NFIP Information – FIRM panel number, FIRM panel suffix, date of FIRM panel, FIRM
zone, BFE, and regulatory floodway
Percent Damaged – basis for the value of the structure and structure value, percent
damaged, basis for the cost of repairs and the repair cost, and whether the structure is
Substantially Damaged or Not Substantially Damaged
Damage Summary – replacement cost, depreciation percentage, computed ACV (for the
structure), computed damages, percent of existing improvements and repairs pre-disaster,
and repair reconstruction percent
Optional User Entered Data (if used) – professional appraisal, tax assessed value, tax
adjustment factor, adjusted tax assessed value and the contractor or community estimate of
repairs/improvements
Signature and Printed Name of Local Official
5.3 Individual Structure Detailed Report
The five-page Detailed Report contains all the data entered into the assessment on the six tabs for
the structure that is open for review or editing. The Print Detailed Report for this structure button
can be found at the bottom right of the Output Summary tab, just below the print button for the
one-page Summary Report.
5.4 Use of SDE Reports
Communities are encouraged to share either the one-page individual structure Summary Report
or the five-page individual structure Detailed Report with the respective structure owners or their
representatives. The reports:
1. Identify the elements that were damaged
2. Identify the degree of damage per element
3. Provide a complete summary of evaluations that can be included with Substantial
Damage determination letters to structure owners
4. Verify community adherence to the NFIP regulations
5. Can be used as support for ICC claims by structure owners
6. Demonstrate that the SDE inspection process is formalized and thorough
7. Support permit applications for structure repair
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SDE User Manual, August 2017
5-5
8. Demonstrate community evidence for Substantial Damage determinations challenged by
structure owners
9. Help track cumulative Substantial Damage for individual structures from multiple events
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Substantial Damage Estimator (SDE) Field Workbook. Prepare Structure Inventories Using the SDE Tool. FEMA P-784/Tool Version 3.0/August 2017.
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Table of Contents
SDE Field Workbook, August 2017
i
Table of Contents
ACRONYMS AND ABBREVIATIONS ..................................................................................... V
SECTION 6
WORKBOOK INTRODUCTION ................................................................. 6-1
6.1
Workbook Purpose and Contents ................................................................................. 6-1
6.2
Intended Users .............................................................................................................. 6-2
6.3
Resources ..................................................................................................................... 6-2
SECTION 7
POST-DISASTER SDE INVENTORY PREPARATIONS ......................... 7-1
7.1
STEP 1: Select an SDE Manager ................................................................................. 7-2
7.2
STEP 2: Identify General Limits of the Inventory Area .............................................. 7-2
7.3
STEP 3: Perform an Initial Screening of Structures in the Inventory
Area .............................................................................................................................. 7-3
7.3.1
Collect Flood Information ............................................................................... 7-4
7.3.2
Perform Curbside Field Screening .................................................................. 7-4
7.4
STEP 4: Define the Scope of the Inventory ................................................................. 7-6
7.5
STEP 5: Finalize Planning ........................................................................................... 7-6
7.5.1
Final Plan for Data Collection ........................................................................ 7-7
7.5.2
Final Field Plan ............................................................................................... 7-8
SECTION 8
SDE FIELD PREPARATIONS ...................................................................... 8-1
8.1
Identifying Available Resources .................................................................................. 8-1
8.1.1
Selecting SDE Inspection, Data and QA Review Leads ................................. 8-2
8.1.2
Reviewing FIRMs and Other Community Maps to Prepare
Maps Showing Current Floodplain and Street Data ....................................... 8-5
8.1.3
Compiling Tax Data ........................................................................................ 8-6
8.1.4
Pre-Loading Available Structure Data into the SDE 3.0 Tool ........................ 8-7
8.2
Organizing SDE Field Inspections ............................................................................... 8-9
8.2.1
Sequence of Inspections .................................................................................. 8-9
8.2.2
Determining the Number of Inspectors ......................................................... 8-10
8.2.3
Organizing the SDE Inspection Teams ......................................................... 8-10
8.3
Planning for Resource Requirements ......................................................................... 8-11
8.4
Identifying Sources of Base Cost and Structure Value Data ..................................... 8-12
8.4.1
Sources of Base Cost Data ............................................................................ 8-12
8.4.2
Structure Values Based on Tax Assessed Data or Professional
Appraisals ...................................................................................................... 8-13
8.5
Planning for SDE Data Entry ..................................................................................... 8-15
Table of Contents
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SDE Field Workbook, August 2017
SECTION 9
GUIDANCE ON COLLECTING AND RECORDING SDE
DATA ................................................................................................................ 9-1
9.1
SDE Pilot Inspections ................................................................................................... 9-1
9.2
Structures with 35 to 65 Percent Damage .................................................................... 9-2
9.3
Structure Address ......................................................................................................... 9-2
9.3.1
Lack of Posted or Visible Addresses .............................................................. 9-3
9.3.2
Address Board ................................................................................................. 9-4
9.3.3
Tax Parcel Identification Numbers ................................................................. 9-4
9.4
Photographs .................................................................................................................. 9-4
9.5
Curbside Information ................................................................................................... 9-7
9.6
Exterior Inspections ...................................................................................................... 9-7
9.6.1
Structure Dimensions ...................................................................................... 9-7
9.6.2
Exterior Damage ............................................................................................. 9-8
9.7
Interior Inspections ....................................................................................................... 9-8
9.7.1
Structure Stability ........................................................................................... 9-9
9.7.2
Inspection Routine ........................................................................................ 9-10
9.7.3
Guidelines for Evaluating Damage ............................................................... 9-10
9.7.4
Upgrades or Custom-Designed Items ........................................................... 9-10
9.7.5
Interior Damage ............................................................................................ 9-10
9.8
SDE Determinations ................................................................................................... 9-12
9.9
Structure Owner Interaction ....................................................................................... 9-13
SECTION 10 STRUCTURE ATTRIBUTES ...................................................................... 10-1
10.1 Residential Structure Attributes ................................................................................. 10-1
10.1.1 Foundation Types .......................................................................................... 10-3
10.1.2 Superstructure Types ..................................................................................... 10-4
10.1.3 Roofing .......................................................................................................... 10-8
10.1.4 Exterior Finish Types .................................................................................... 10-9
10.1.5 Heating, Ventilation, and Air-Conditioning................................................ 10-11
10.2 Non-Residential Structure Attributes ....................................................................... 10-12
10.2.1 Number of Stories ....................................................................................... 10-12
10.2.2 Structure Use ............................................................................................... 10-12
10.2.3 Selecting a Best Fit Structure Use for Non-Residential
Structures .................................................................................................... 10-13
10.2.4 Fire Suppression/Sprinkler Systems ........................................................... 10-18
10.2.5 Conveyance ................................................................................................. 10-18
SECTION 11 POST-DETERMINATION ACTIVITIES .................................................. 11-1
11.1 Substantial Damage Determination Letters ................................................................ 11-1
11.1.1 Non-Substantially Damaged Structures ........................................................ 11-1
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SDE Field Workbook, August 2017
iii
11.1.2 Substantially Damaged Structures ................................................................ 11-2
11.2 Revising Substantial Damage Determinations Based on Structure Owner
Data ............................................................................................................................ 11-2
11.3 Storage of Final SDE Data ......................................................................................... 11-3
Tables
Table 6-1: FEMA SDE Resources ............................................................................................... 6-2
Table 7-1: SDE Manager’s Responsibilities ................................................................................ 7-2
Table 8-1: Potential Tax Data Used in the SDE Tool .................................................................. 8-2
Table 8-2: Roles and Responsibilities for SDE Data Collection ................................................. 8-3
Table 8-3: Data Resources to Assist in Substantial Damage Determinations ............................. 8-7
Table 8-4: Maintenance of Field Equipment and Supplies ........................................................ 8-12
Table 8-5: Advantages and Disadvantages for Entering SDE Data .......................................... 8-16
Table 9-1: Features to Evaluate during Exterior Inspections of Structures ................................. 9-9
Table 9-2: Features to Evaluate during Interior Inspections of Structures ................................ 9-11
Table 10-1: Summary of SDE Residential Structure Attributes and Inspection
Options ................................................................................................................. 10-2
Table 10-2: Non-Residential Structure Uses and Number of Stories in the SDE
Tool .................................................................................................................... 10-13
Table 10-3: Construction Details for One-Story Buildings ..................................................... 10-15
Table 10-4: Construction Details for Two- to Four-Story Buildings ...................................... 10-16
Table 10-5: Construction Details for Buildings with Five or More Stories ............................ 10-17
Table 10-6: Summary of SDE Non-Residential Structure Attributes and
Inspection Options .............................................................................................. 10-18
Figures
Figure 7-1: Five steps for post-disaster SDE inventory preparations .......................................... 7-2
Figure 7-2: Delineating the general limits of the inventory area ................................................. 7-3
Figure 7-3: Screening the exterior of a damaged structure .......................................................... 7-4
Figure 9-1: Two views of the same structure showing a high water mark, structure
displacement, and some of the damage .................................................................. 9-6
Figure 10-1: Residential Foundation Types ............................................................................... 10-4
Figure 10-2: Stud-framed superstructure ................................................................................... 10-5
Figure 10-3: Common brick superstructure ............................................................................... 10-6
Figure 10-4: Insulating Concrete Form (ICF) superstructure .................................................... 10-6
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SDE Field Workbook, August 2017
Figure 10-5: Masonry superstructure ......................................................................................... 10-7
Figure 10-6: Superstructure types with damage or in an unfinished state ................................. 10-8
Figure 10-7: Types of roof coverings ........................................................................................ 10-9
Figure 10-8: Brick veneer ........................................................................................................ 10-10
Figure 10-9: Exterior insulation finishing system ................................................................... 10-11
Appendices
Appendix A FEMA Regional Office Locations
Appendix B
Forms and Checklists
Appendix C
Sample Documents
Appendix D
Guidance for a Contractor or Community Estimate of Repairs
Appendix E
Guidance for Estimating Percent damaged for Residential Structures
Appendix F
Guidance for Estimating Percent damaged for Non-Residential Structures
Acronyms and Abbreviations
SDE Field Workbook, August 2017
v
ACRONYMS AND ABBREVIATIONS
ACV
Actual Cash Value
BFE
base flood elevation
CID
(NFIP) Community Identification Number
CMU
concrete masonry unit
EIFS
exterior insulation finishing system
FAQs
Frequently Asked Questions
FEMA
Federal Emergency Management Agency
FIRM
Flood Insurance Rate Map
GIS
geographic information system
GPS
global positioning system
HVAC
heating, ventilation, and air-conditioning
ICF
Insulating Concrete Form
KML
Keyhole Markup Language
MB
megabyte
MH
manufactured house
NFIP
National Flood Insurance Program
PII
Personal Identifiable Information
POC
point-of-contact
QA
Quality Assurance
SDE
Substantial Damage Estimator
SF
single-family
SFHA
Special Flood Hazard Area
URM
unreinforced masonry
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Introduction
SDE Field Workbook, August 2017
6-1
SECTION 6
WORKBOOK INTRODUCTION
Repairing or improving existing structures provides a unique opportunity for floodplain
management programs to reduce the risk of flood damage to the structures. More than 22,000
communities currently participate in the National Flood Insurance Program (NFIP), which
requires adopting and enforcing regulations and the latest codes that apply to development in
Special Flood Hazard Areas (SFHAs). Local floodplain management regulations and codes
contain minimum NFIP requirements not only for new structures, but also for existing structures
with proposed Substantial Improvement or repair of Substantial Damage.
This workbook provides guidance, including recommended procedures, on collecting data on
structures that may be either substantially damaged or substantially improved. The workbook
should be used in conjunction with the following:
Substantial Damage Estimator (SDE) Version 3.0 Tool (2017). The SDE tool was
developed by FEMA to help State and local officials determine whether the damage to a
structure qualifies as Substantial Damage, as defined in 44 CFR § 59.1, in accordance with
local floodplain management ordinances that meet the requirements of the NFIP. The data
that are collected and entered into the SDE tool can be used to develop an inventory of
substantially damaged residential and non-residential structures. The SDE tool is available
at https://www.fema.gov/media-library/assets/documents/18692.
FEMA P-758, Substantial Improvement/Substantial Damage Desk Reference (2010).
The Substantial Improvement/Substantial Damage Desk Reference provides practical
guidance and suggested procedures to implement the NFIP requirements for Substantial
Improvement /Damage. The desk reference is available at https://www.fema.gov/media-
library/assets/documents/18562?id=4160
6.1 Workbook Purpose and Contents
The purpose of this workbook is to provide guidance on collecting field data to develop an
inventory of substantially damaged structures after a damage event or disaster.
The procedures described in this workbook provide information and details to the procedures on
the activities required in collecting SDE data and coordinating post-disaster collection activities
at the community level. The activities are as follows:
Post-disaster SDE inventory preparations
SDE field preparations
Collecting and recording SDE data
Evaluating attributes for residential and non-residential structures
Post-determination activities for community officials
Introduction
6-2
SDE Field Workbook, August 2017
6.2 Intended Users
This workbook is intended for local officials who are responsible for administering local codes
and ordinances, including Substantial Improvement/Damage requirements, and for State officials
who provide NFIP technical assistance to communities. Others who may benefit from the
workbook include county/parish officials, consultants, surveyors, and FEMA disaster assistance
employees.
Local officials should have a working knowledge of the NFIP requirements for substantially
damaged structures and be familiar with the SDE tool, including data requirements and Damage
Inspection Worksheets; guidance on the use of the SDE tool is summarized in Sections 9 and 10
of this workbook. More information is available through the FEMA Regional Office (see
Appendix A for contact information).
Users of this workbook are assumed to be familiar with the SDE tool.
6.3 Resources
One useful document relative to evaluating Substantial Damage is FEMA’s Answers to
Questions about Substantially Damaged Buildings (1991), a guidance document on complying
with NFIP regulations and policy governing substantially damaged structures. Table 6-1 provides
a list of Substantial Improvement/Damage documents on the FEMA website. If the web links in
Table 6-1 are updated in the future, users can go to the FEMA website at: http://www.fema.gov
and search for “SDE” or “Building Science” to find the publications listed.
Table 6-1: FEMA SDE Resources
Source
Location
FEMA Website
www.fema.gov (search on SDE)
Substantial Improvement Policy,
Regulatory and Guidance Information
(Note that the data and the regulatory
requirements for Substantial Damage and
Substantial Improvement determinations
are the same.)
https://www.fema.gov/floodplain-management-
old/substantial-improvement
FEMA P-784, Substantial Damage
Estimator (SDE) User Manual and
Workbook: Using the SDE Tool to
Perform Substantial Damage
Determinations (2017)
http://www.fema.gov/media-library/assets/documents/18692
Read Me Installation Instructions
http://www.fema.gov/media-library-data/1443633249034-
367ae5ddcd208ff4da8e493e6e9f803b/Read_Me_-
_SDE_3.0_Tool_Installation_Guide.pdf
Introduction
SDE Field Workbook, August 2017
6-3
Source
Location
Residential Inspection forms (manual)
http://www.fema.gov/media-library-data/20130726-1735-
25045-
4671/sde_damage_inspection_worksheets_residential.pdf
Non-residential Inspection forms (manual) http://www.fema.gov/media-library-data/20130726-1735-
25045-
6516/sde_damage_inspection_worksheets_non_residential.
pdf
Substantial Damage Estimator Best
Practices (2017)
https://www.fema.gov/media-
library/assets/documents/26753
FEMA 213, Answers to Questions About
Substantially Damaged Buildings (1991)
https://www.fema.gov/media-library/assets/documents/2969
SDE Frequently Asked Questions (FAQs)
(found on the FEMA Building Science
webpage)
http://www.fema.gov/frequently-asked-questions-building-
science
FEMA P-758, Substantial Improvement /
Substantial Damage Desk Reference
(2010)
https://www.fema.gov/media-
library/assets/documents/18562
FEMA Building Science webpages
https://www.fema.gov/building-science
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Post-Disaster SDE Inventory Preparations
SDE Field Workbook, August 2017
7-1
Substantial Damage Requirements
The NFIP requirement for post-disaster
Substantial Damage determinations only
applies to structures located within the
SFHA or 100-year floodplain on the
community’s Flood Insurance Rate Map
(FIRM).
SECTION 7
POST-DISASTER SDE INVENTORY PREPARATIONS
After recovering from the initial shock of the disaster, homeowners will be anxious to begin
salvaging and reconstructing their homes. Non-residential structure owners and occupants will
want to restart operations, business functions, and other activities and will be eager to begin
cleanup, repairs, and renovations. Structure owners are not normally aware of the NFIP
Substantial Damage requirements or the potential impact of the requirements on their repairs
unless they have been through a disaster before, and they may prematurely start making repairs
or hiring contractors 1 or 2 days after the disaster.
Starting reconstruction before a Substantial Damage inspection has been completed and
approved can potentially result in the following problems:
Substantially damaged structures are reconstructed in violation of the local floodplain
management ordinance.
Structure owners repair a structure in violation of other local code requirements.
The extent of the damage may have exceeded the demolition threshold or made the
structure uninhabitable.
Structure owners that begin repairs prior to a Substantial Damage determination or without
a locally required permit may be required to remove repairs at their own cost. In addition,
the owners may also incur fines for unpermitted or non-compliant construction.
Reconstruction of structures may involve a combination of new construction and repairs
that equals or exceeds the 50 percent threshold for Substantial Damage or Substantial
Improvement even though they were not substantially damaged.
Local officials cannot distinguish between undamaged portions of the structure, repairs,
and new construction.
Consequently, local officials should initiate evaluations for Substantial Damage determinations
as soon as possible after the disaster and no later than 2 weeks after the disaster. If this is not
possible because of competing recovery interests, excessive amounts of debris, or lack of staff,
officials need to alert structure owners in the damaged
areas that permits must be obtained (if required by local
building codes or floodplain ordinances) or Substantial
Damage determinations must be made before repairs or
reconstruction can begin.
Before the Substantial Damage inspections are
conducted, planning for the inspections will help ensure
that they are effective and conducted as efficiently as
possible. The five steps involved in Substantial Damage inspection planning are shown in Figure
7-1 and described in Sections 7.1 through 7.5. One person or multiple teams of one or two people
can complete the steps.
Post-Disaster SDE Inventory Preparations
7-2
SDE Field Workbook, August 2017
Post-disaster Substantial Damage Inventory Preparations flow chart.
1. Sele
Figure 7-1: Five steps for post-disaster SDE inventory preparations
7.1 STEP 1: Select an SDE Manager
The community should designate an SDE Manager before Substantial Damage data collection is
initiated. Table 7-1 lists the SDE Manager’s seven key responsibilities and the corresponding
sections that describe the responsibilities.
Table 7-1: SDE Manager’s Responsibilities
Responsibility
Workbook Section
1. Identify available resources.
Section 8.1
2. Notify elected officials and community
departments, including fire, police, and emergency
services, planning, and building of the upcoming
fieldwork.
Section 8.1.1
3. Plan the Substantial Damage field inspections.
Section 8.3
4. Organize and train the inspectors.
Section 9.1
5. Supervise field operations.
Sections 9.6 and 9.7
6. Ensure follow-up coordination with structure
owners is completed.
Section 11
7. Coordinate final storage of SDE files.
Section 11.3
Action: Select an SDE Manager who is familiar with the community. The manager may be a
local floodplain management official, chief building inspector, head of the permitting
department, or staff member. The SDE Manager should be involved in Steps 2 through 5.
7.2 STEP 2: Identify General Limits of the Inventory Area
The next step is to identify the general limits of the inventory area. This may not include all
structures damaged during a disaster because some may be located outside the SFHA.
Post-Disaster SDE Inventory Preparations
SDE Field Workbook, August 2017
7-3
Action: Delineate the general limits of the
inventory area (Figure 7-2) on a community map
that has address information, tax parcel, or
property boundaries and the SFHA boundaries
(refer to Section 8.1.2). Only the properties with
boundaries that overlap with the SFHA should be
considered for inspection.
7.3 STEP 3: Perform an Initial
Screening of Structures in the
Inventory Area
When the general limits of the inventory area have
been delineated, an initial screening of the
structures in the area can be conducted. Consider
the following:
Only structures in the SFHA require evaluation for Substantial Damage.
Structures damaged between 50 and 100 percent are considered substantially damaged and
are required to be brought into compliance with both the local building code and the local
floodplain development regulations. A structure that is damaged to 55 percent of its
structure value is not treated differently than a structure that is 90 percent damaged in
terms of floodplain development regulations;
Structures damaged between 0 and 49 percent will not be subject to rebuilding
requirements triggered by a Substantial Damage declaration. A structure that is damaged to
45 percent of its structure value is not treated differently than a structure that is 10 percent
damaged in terms of floodplain development regulations.
Structures that are not substantially damaged are still subject to all repair and replacement
requirements of the local building code.
Tailoring the field inspections to use the available community resources most effectively is
recommended as follows:
Inspect only structures in the SFHA for damage.
Estimate the total number of damaged structures within the
SFHA throughout the community. This activity plus the
available number of staff for inspections will help the SDE
Manager to estimate a target completion date for the SDE
inventory.
If the number of inspections required greatly exceeds the community resources, the
community may want to request inspection assistance from neighboring communities, the
State, or the FEMA Regional Office.
Figure 7-2: Delineating the general limits of
the inventory area
The community is
encouraged to include all
damaged structures within
the SFHA in the SDE
inventory for inventory
completeness and
documentation purposes. People drawiing on p
Post-Disaster SDE Inventory Preparations
7-4
SDE Field Workbook, August 2017
The data collected in Step 3 will help define the scope of the field inspection and the number of
days that are needed to complete the SDE inventory.
Actions: Complete the following two actions for the area(s) that was delineated in Step 2. The
action items are described in more detail in Sections 7.3.1 and 7.3.2.
Collect the following flood information:
Depth of flooding above the first floor
Duration of flooding (if applicable)
Perform a curbside screening of damaged structures
Count the total number of damaged structures
Approximate the degree of damage to structures, based on the depth and duration of
flooding above the first floor
Refine the boundaries of area(s) needing field inspections
7.3.1
Collect Flood Information
The duration and depth of flooding above the lowest floor affect the amount of structure damage.
A structure with a flood depth of 5 feet and duration of 0.5 day may have less damage than a
structure that had only 1 foot of water for 4 days. The average depth and duration of floodwaters
in the damaged area(s) should be determined during curbside screening based on visible
observations of high water marks on structures or debris/dirt lines on adjacent vegetation or
fences.
7.3.2
Perform Curbside Field Screening
A curbside field screening consists of the following actions:
Estimate the number of damaged structures: Estimate the total number of structures
that have been damaged by driving through all the damaged areas. This value does not
need be an exact count.
Evaluate damage to structures: Determine
the approximate percentage of damage by
walking or driving through the damaged
area(s), using the community Flood
Insurance Rate Map (FIRM) data (prepared
in Step 2). The SDE Manager or an
inspection team can do this. A preliminary
evaluation of several representative
structures may be necessary to determine the
average interior flood depth and extent of
damage to structures in the area (Figure 7-3).
Evaluating the damage to structures before
Figure 7-3: Screening the exterior of a
damaged structure Men in hard hats assessing the exterior
Post-Disaster SDE Inventory Preparations
SDE Field Workbook, August 2017
7-5
they are inspected allows communities to determine where more inspection resources are
needed.
For planning purposes, use the following criteria to estimate damage based on rapid,
visual evaluations from the exterior of the structures:
25 percent or less damage: Damage to a structure is most likely around 25 percent or
less damaged if the interior flood height was 1 foot or less above the lowest floor, the
flood duration was less than 1 day, floodwater velocities were relatively low (less than
5 feet/second), and the structure and its foundation, exterior walls, and roof are in good
condition. Flood depth can often be approximated by a curbside examination of
neighborhoods. If needed, the percent damage can be verified and documented by
conducting a few preliminary inspections and using the SDE tool.
75 percent or more damage: A structure is likely to be substantially damaged if there
is obvious exterior damage to the foundation, exterior walls, or roof. An example of
this may be a structure that has shifted off the foundation and the walls appear to be
leaning, indicating the structure has experienced significant structural damage.
Damage to manufactured housing: In manufactured housing, interior flood depths of
6 inches or more may be considered substantially damaged and result in a total loss.
This is because the utilities in manufactured housing run along the underside of the
floor and the flooring system provides much of the structural support for the entire
structure.
Determine whether representative inspections are appropriate: Representative
inspections can be performed in areas where structures have the following characteristics:
1. Same general structure (same number of stories, similar square footage, same
building materials, and same foundation type)
2. Similar quality
3. Flat or similar topography around the structures
4. Similar lowest floor elevation (within approximately 0.5 foot)
5. Similar flood depth above the lowest floor (depth within approximately 0.5 feet)
6. Similar flood conditions (duration and velocity)
If all of these conditions exist, a representative inspection can be used for all Substantial
Damage determinations on the street or within a subdivision or neighborhood. The
community should document that all the conditions are met.
Refine delineation of the SDE inventory area(s): Based on the curbside screening
described above, refine the area(s) to be included in the field inspections using the map
prepared in Step 2. The size and building density of the areas with damaged structures
affects the time needed to collect the field data. For example, inspecting 25 residential
Post-Disaster SDE Inventory Preparations
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SDE Field Workbook, August 2017
structures dispersed among three sprawling subdivisions may take more time than
inspecting 40 residential structures in a single, dense subdivision.
The inventory map should differentiate the areas with structures that are 25 percent or
more damaged to allow the most time for the inspection of these structures.
7.4 STEP 4: Define the Scope of the Inventory
After the initial screening described in Step 3 is performed, the scope of the inventory can be
determined. The scope is based on the size of inventory area, number of structures, and number
of days needed for the inspections.
Action: Calculate the number of days it will take to collect the data based on the number of
structures to inspect and the number of available inspectors, using two inspectors per team. The
inspection rate for non-residential structures is likely to vary depending on the size of the
structures (number of stories and square footage) and the complexity of the structure (shape,
utility systems). After several inspections, the inspectors should have a sense for the time needed
to complete an inspection (exclusive of travel time between structures).
A general estimate for the number of residential inspections per two-person team per day is 20 to
35 for areas where the inspectors can walk between structures. Teams may be able to do more
inspections per day in areas that are very flat, with homes close to each other, and housing that is
similar in size and flood damage.
If any teams are consistently well below or above the other teams in terms of the number of
completed residential inspections per day, the SDE Manager may want to accompany the teams
in the field to determine whether they are following the inspection protocols. The teams could be
trying to be too precise and taking too much time per inspection or rushing through each
structure and not fully capturing all the data required for a valid SDE assessment (refer to
Section 3).
Depending on the size, location, complexity, and uses of the non-residential structures, the
inspection rate per day could vary from 3 to 15 inspections. If there are a limited number of non-
residential structures to inspect, the SDE Manager could designate one team for all or most of the
non-residential inspections.
The initial screening should also identify areas that may either need to be left until later or
require coordination and approval for entrance into the area. Areas with standing water, heavy
debris, or downed power lines should be put aside until access is available. Other areas such as
gated communities, industrial sites, schools, or State or Federal facilities will require advance
notice, coordination, and approval before the inspections can be started.
7.5 STEP 5: Finalize Planning
The advance planning for the SDE data collection, including a schedule and sequence of areas to
be inspected, will help the SDE Manager and the Inspection, Data, and Quality Assurance (QA)
leads stay on track and identify potential problems before they arise.
Post-Disaster SDE Inventory Preparations
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7-7
7.5.1
Final Plan for Data Collection
A well-planned data collection effort will increase the efficiency of the inspectors while ensuring
the accuracy and consistency of the data.
Action: Complete the following five tasks using all of the data collected so far:
Task 1. Determine whether the inspectors will be entering data directly into the SDE tool
in the field via a tablet or laptop or recording data on the SDE worksheets for data entry
later that day into the SDE tool by either the inspectors or other staff.
Task 2. Divide the identified damage areas among the teams and plan the approximate
sequence of inspections using the best available community map that includes the SFHA
boundaries. The route and team assignments can be made on a block-by-block,
neighborhood, or subdivision basis. When laying out a data collection route, it is important
to ensure that:
Assignments include all areas in the SFHA with potential damage
There are no gaps in data collection, particularly at the end of a block where structures
face a cross street
There are no overlaps in data collection to avoid different inspection teams inspecting
the same structures
The route is determined in a logical sequence to reduce travel time and facilitate data
collection and entry
Task 3. Prepare guidance and any training materials, including an adequate supply of
Damage Inspection Worksheets if that is the selected method for data collection, for the
inspectors. Training should include:
1. Group pilot inspections for up to three residential structures and three non-
residential structures to familiarize the inspectors with the required data using
either the SDE Damage Inspection Worksheets or the SDE tool.
2. Discussion of the differences between residential and non-residential assessments
and the data required for each.
3. Discussion of the benefits of using the default data option in the SDE tool. The
benefits include reduced data entry and increased data consistency and quality.
4. A review of the typical structure foundation types in the inventory area.
5. An explanation of the photograph requirements and the differences between good
and unusable photographs.
6. Verification that the inspectors know what camera settings they should be using to
reduce photograph and data storage requirements.
7. A review of the correct procedures for calibrating global positioning system
(GPS) units and obtaining GPS coordinate data.
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SDE Field Workbook, August 2017
8. An explanation that GPS coordinates obtained from tablets, cell phones, or
cameras is not a substitute for coordinates obtained using a quality hand-held GPS
unit in the proper manner.
9. A review of the data required for a valid assessment.
10. Guidance for resident and occupant interaction (Section 9.9).
11. Reference to the guidance documents in Appendix E (Residential Structures) and
Appendix F (Non-Residential Structures) for completing the exterior and interior
inspections.
Task 4. Identify all tools and resources that are needed and assign someone to begin
collecting and organizing these items (Section 8.1).
Task 5. Pre-load available tax or other structure data into the SDE tool to reduce data entry
by the inspectors as well as the chance of errors from manually entered assessment data.
7.5.2
Final Field Plan
The SDE Manager is responsible for developing a final field plan.
Action: Develop a final field plan that includes the following:
1. Numbers and locations of structures to be inspected
2. Delineation of inspection boundaries on a FIRM or community map
3. Sequence of inspections
4. Inspection team assignments by area
5. Guidance materials for inspectors
6. Guidance on resident interaction
7. Instructions for obtaining photographs and GPS coordinate data
SDE Field Preparations
SDE Field Workbook, August 2017
8-1
SECTION 8
SDE FIELD PREPARATIONS
As described in Section 7.2, the scope of the inventory must be defined before inspection teams
are assigned to the field. Preparations for the SDE fieldwork include notifying the local fire,
police, and emergency management agencies of the purpose and proposed dates of inspections
before ANY field inspections are conducted. It is also recommended that the community issue a
press release providing the reasons for the inspections, the inspection process, hours of operation,
and a community contact. The SDE Manager should complete these tasks or ensure that they
have been completed.
Section 8 discusses the following preparations for the SDE field inspections:
1. Identifying available resources
2. Planning for resource requirements
3. Identifying sources for base cost and structure value data
4. Planning for SDE data collection, data entry, and QA reviews of the data
8.1 Identifying Available Resources
After reviewing the data requirements in the SDE tool and Sections 1 through 5, the User
Manual, the SDE Manager should identify the local resources that will be needed to collect field
data and prepare Substantial Damage determinations. Local resources include property and
structure data, floodplain boundary information, SDE two-person inspection teams, and other
project team members. Table 8-1 lists data potentially available from tax records. Not all
structure and other needed SDE data are readily available after a disaster. Therefore, it may be
worthwhile to meet with the tax assessor as soon as possible to discuss the SDE data needs and
the format of the available tax data while also determining how much time the assessor’s office
will require to provide the requested data.
To determine the number of two-person inspection teams needed for data collection, the SDE
Manager must estimate the size of the inventory, the number of inspections a team can complete
per day (20 to 35 per team, for residential inspections depending on structure type and
development density), and the target date for completion of the fieldwork. If local staffing
resources are insufficient to complete the required number of inspections by a particular date, the
SDE Manager should obtain additional staff from the county/parish or nearby communities or
extend the completion date.
Identifying available resources also includes:
1. Designating the SDE inspection, non-field SDE data, and QA review leads.
2. Identifying the points-of-contact (POCs) for police and local officials.
3. Reviewing FIRMs and other maps for floodplain boundary, street, and structure
locations.
4. Compiling tax data (if available) and reviewing how to use it with the inspectors.
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SDE Field Workbook, August 2017
5. Pre-loading available structure data into the SDE tool.
These tasks are further described in the following subsections.
Table 8-1: Potential Tax Data Used in the SDE Tool
Category
Data
Owner and Structure
Location
Owner’s first and last name
Owner’s telephone number
Community name
Zip code
Official structure address
Owner’s mailing address if different from structure address
County/parish name (for multiple communities in the same
county/parish)
Lot and parcel number
Structure Information
Date of construction
Date of improvements requiring building permits
Number of dwelling units on the property
Habitable area (in square feet) per structure
Structure use (e.g., single-family home, manufactured housing,
commercial use, public building)
Structure style (number of stories, with or without basement)
Construction type (e.g., wood frame, masonry)
Foundation type
Exterior material type (e.g., vinyl siding, brick veneer)
Attached or detached garage
Other structures on the same lot
Assessed
Building Value
Adjusted tax assessed structure value
Date of last tax adjustment (to verify validity of the adjusted tax
assessed value)
8.1.1
Selecting SDE Inspection, Data and QA Review Leads
In addition to selecting the SDE Manager, the community needs to select the leads for
inspections, non-field SDE data, and QA reviews. In addition, the POCs for the police and other
departments that should be aware of the inspections should be advised of the need for the
inspections, the inspection areas, and the proposed schedule. Table 8-2 lists the roles and
responsibilities for SDE data collection.
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Table 8-2: Roles and Responsibilities for SDE Data Collection
Roles
Responsibilities
SDE Manager
1. Overall responsibility for completing the SDE Assessments.
2. Understand the NFIP requirements for making the Substantial Damage
determinations, how to use the SDE tool, and the data required for a valid
SDE assessment.
3. Determine which of the three options for structure value and the three
options for damage amounts will be used in making the Substantial
Damage determinations.
4. Identify the structures and areas to be inspected and the duration of the
field data collection.
5. Identify inspection areas that will require coordination and potential
approval for the inspectors to be allowed access to the property.
6. Determine the daily work hours and the number of days per week (5, 6, or
7) that inspections will be conducted.
7. Select the SDE inspection, data, and QA review leads.
8. Coordinate with elected officials, police, and other community departments
as needed.
9. Coordinate with local media (newspapers, radio, and TV) so citizens are
aware of the requirement for SDE inspections and how the process will
work.
10. Prepare a one-page Letter of Introduction, printed on community letterhead
and containing a designated community SDE POC (usually the SDE
Manager) for inspectors to provide to structure owners during inspections.
11. Determine the source of the base cost data used to estimate residential and
non-residential structure values.
12. Prepare and train inspectors for SDE inspections and data recordation in
the SDE tool.
13. Review the different types of foundations in the community with the
inspectors.
14. Identify any local or unique construction designs or materials not covered
by the SDE tool and explain how these should be addressed in the tool.
15. Identify potential weather conditions that could impact the inspectors;
provide some procedures and guidance for dealing with the weather and
determining when to suspend inspections temporarily. The weather
conditions could include extreme heat, cold, rain, lightning, snow, and high
winds.
16. Develop a health and safety plan and the procedures to follow if anyone is
injured in the field.
17. Coordinate with community enforcement official to inform the structure
owners about the results of the Substantial Damage inspections. Letters
should be mailed to the owners to provide the determination (substantially
damaged or not substantially damaged), the options and requirements for
an owner’s appeal, and the actions, including the need for permits, that the
owner must take before starting repairs.
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SDE Field Workbook, August 2017
Roles
Responsibilities
SDE Inspection
Lead
1. Understand the NFIP requirements for making the Substantial Damage
determinations, use of the SDE tool, and the data required for a valid SDE
assessment.
2. Coordinate the collection of all field materials, including laptop computers or
tablets, maps of the SDE inspection areas, lists of SDE team and
emergency contacts, vehicles, digital cameras, GPS units, safety
equipment, copies of the health and safety plan, and field supplies needed
to complete the required inspections.
3. Verify the daily work hours and the number of days per week (5, 6, or 7)
that inspections will be conducted.
4. If designated by the SDE Manager, coordinate with elected officials, police,
and other community departments as the inspections move forward.
5. Verify that the procedures and requirements developed by the SDE
Manager for potential data issues are being followed in the field.
6. Determine where each inspection team will be working every day and track
their progress.
7. Work with the SDE inspectors to verify that required data are being
obtained in the field, recorded correctly in the SDE tool, and that the data
are at the required level of detail to meet the SDE Manager’s objectives.
8. Verify that structures affected by the same flood depth above the lowest
floor have similar and reasonable damage, especially in areas with little
change in ground elevations. This can be performed quickly by checking
the Depth of Flood Above Lowest floor.
9. Verify that inspectors are correctly identifying the different types of
foundations in the community.
10. Discuss new or unusual inspection issues with the SDE Manager and then
coordinate on how to address these issues with the inspectors.
11. Identify inaccessible areas or areas requiring prior approval not previously
identified by the SDE Manager. Collect relevant data such as street,
subdivision or neighborhood names, POC information, normal operating
hours, and the potential level of damage for these areas.
SDE Data Lead
1. Coordinate with the SDE Manager and the local tax department or other
community departments to obtain structure data that can be pre-loaded into
the SDE tool to reduce data entry requirements while enhancing data
consistency and improving data quality.
2. Pre-load all available data into the SDE tool.
3. Coordinate the base cost values for residential, manufactured housing, and
non-residential structures. If needed, develop tables of base costs that vary
by the number of stories, the square footage, structure type, or the quality
of the initial construction.
4. Coordinate with the SDE Inspection Lead and the inspectors to verify that
the data collected are consistent and conform to the requirements of the
SDE Manager.
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Roles
Responsibilities
QA Review Lead
1. Responsible for the overall quality and consistency of the SDE data that the
Substantial Damage determinations will be based on.
2. Immediately review the inspections by every team for the first 1 to 3 days
to verify that the inspectors are:
a. Obtaining and recording the correct data
b. Entering the data properly into the SDE tool
c. Preparing valid SDE assessments
d. Understanding the differences between residential and non-residential
in the SDE forms
e. Obtaining photographs and GPS coordinates correctly.
f.
Saving the assessments correctly (i.e., none of the assessments show
“Data Entry Incomplete” where the structure percent damaged should
be)
g. Collecting data consistent with the other teams
Note: Errors that are not caught in the first 2 to 3 days of inspections will
multiply rapidly and can easily require a significant amount of time to
correct.
3. Identify the QA review procedures, QA staff, and the level of detail that will
be used for the QA reviews. The reviews could consist of spot checks, the
review of every fourth or fifth assessment, or reviews of every assessment.
4. Identify procedures for revising incorrect data.
5. Identify errors that require a return site visit.
6. Identify critical or unique data that requires additional attention during the
QA reviews.
The size of the inventory may require additional resources for data support and QA reviews.
Variations in quality and consistency of the data can affect the credibility of the SDE data for
local officials and structure owners.
The SDE Manager or Inspection Lead should explain to the police POC the purpose of the SDE
inspections, inspection format (exterior and interior evaluations of damage), number of teams in
the field each day, and provide a copy of the letter of introduction and the type of identification
the teams will carry.
8.1.2
Reviewing FIRMs and Other Community Maps to Prepare Maps Showing
Current Floodplain and Street Data
Local officials should be familiar with areas of their community that are floodprone or involve
repetitive flood loss areas. Floodprone refers to all areas within the SFHA on the community’s
FIRM or other flood inundation maps prepared by Federal, State, or local agencies. Repetitive
loss areas are the areas of the community, either inside or outside the SFHA that have flooded
two or more times.
Flooding can, and does, occur outside the SFHAs shown on the community’s FIRM, for the
following reasons:
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The NFIP requirements for
Substantial Damage
determinations involve only the
SFHA. Communities are not
required to evaluate flooded
structures located outside the
SFHA where the floodplain
management ordinance does not
apply.
The FIRM is outdated and does not reflect increases in stream flow due to rainfall runoff
from new development.
There are structural changes to the channel such as new or replaced bridges,
channelization, or flood control projects (e.g., levees,
floodwalls, detention basins).
Development has occurred in areas not previously
mapped by FEMA.
An extreme flood (i.e., 100-year flood) exceeds the
mapped boundaries of the SFHA.
Because the primary intent of the FIRM is to show the limits
of the 100-year floodplain, street data (i.e., names and
locations) may not be current or accurate on the maps, particularly if the FIRMs are older and
have not been updated recently. If street data are not accurate on the current FIRMs, it is
recommended that the 100-year floodplain boundary delineations from the FIRM be carefully
transferred to another community map with accurate street or structure information. Maps with
structure locations, addresses, or tax parcel boundaries are the most useful for verifying structure
locations during field data collection.
The SDE tool can export property locations, based on the latitude and longitude coordinates, to a
Keyhole Markup Language (KML) file, which can be used to georeference structure locations on
a map.
8.1.3
Compiling Tax Data
When available, tax data can provide much of the information required for the structure data that
are entered in the Address tab and the Structure/Damage/NFIP Info tab in the SDE tool. Reviewing
any compiled tax data prior to field deployment can save time in the field while reducing data
entry and increasing the accuracy and consistency of the data.
When possible, tax data should be sorted alphabetically by street name and then numerically by
address to facilitate field use. Tax data may be provided for the entire community (for areas
inside and outside the SFHA), or tax data with limited sorting capabilities may be sorted by tax
parcel number or the structure owner’s last name. In these situations, it will be necessary to
screen the tax data to find information that is relevant to the SDE inventory area. The tax data
that may be used in the SDE tool are shown in Table 8-1. However, tax data should never be
used as a substitute for a physical inspection that verifies the structure location, square footage,
and number of stories. Instead, the inspector should verify any available tax data with the
inspection findings.
Some tax printouts contain a simple diagram of the structure’s footprint that can be used during
the inspection to verify structure size, orientation, and location. The format and content of tax
information printouts vary among communities. In some communities, printouts are predefined
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Only structure data can be
pre-loaded into the SDE tool.
Assessment data can only be
added while an individual
structure record is open for
data entry.
(i.e., no custom printouts or reports are available) and contain significantly more data than
required for SDE input.
The most useful tax data are those that can be sorted by street names and the fields necessary to
populate the SDE database. If simple one- or two-page printouts are available per structure, they
can be attached to one of the two SDE summary reports and put into individual file folders
identified by address labels. The folders can then be organized by street name and address and
taken to the field as a verification tool. As an alternative to using file folders in the field, the
inspectors can record the address data (if available) on the SDE Damage Inspection Worksheets
or on a laptop computers or tablets as the structures are inspected.
8.1.4
Pre-Loading Available Structure Data into the SDE 3.0 Tool
Available SDE data regarding the structures in the SFHA can be pre-loaded into the SDE tool
during the preparations for the SDE inspections. This may include information derived from tax
data, building permits, contractor repair estimates, or previous community inspections of
structures. Any data entered into the SDE tool before the inspections will facilitate faster data
collection while preparing SDE records of basic structure information.
Structure data can be pre-loaded into the data fields on the first
three tabs of the SDE tool—Address, Structure/Damage/NFIP Info
, and Cost. A helpful feature in SDE is the ability to import
multiple properties into the tool simultaneously using the Enterprise Import
function (refer to Section 3.7 for more
information).
Table 8-3 provides a summary of potentially available data that can be used to develop the SDE
inventory.
Table 8-3: Data Resources to Assist in Substantial Damage Determinations
Data Resource
Description
Possible Source(s)
Maps
FIRMs
Other maps of floodprone areas or maps
identifying areas of previous flooding
Topographic maps
Community
State NFIP Coordinator
FEMA
Other Federal agencies
Flood Insurance Study texts
or other reports
Flood profiles (to help determine flood
boundaries on topographic maps)
Community
State NFIP Coordinator
FEMA
Newspaper articles or
community assessments of
previous flooding
Community files
Community library
Internet archives
Tax parcel maps
Structure location and other data that can be
cross-referenced to obtain addresses
Tax assessor’s office
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Data Resource
Description
Possible Source(s)
Street or address maps
Community building
department
Planning department
Tax data
Owner’s name and mailing address
Structure address
Date of construction
Structure use (residential vs non-
residential structures)
Square footage
Number of stories
Dates of additions or renovations
Adjusted tax assessed structure values
Number of years since last tax
adjustment
Tax assessor’s office
Professional appraisals
Community building permit
files
Insurance claims data
Permit data
Includes contractor cost estimates for
developing base costs
Community building
Planning department
FEMA = Federal Emergency Management Agency
FIRM = Flood Insurance Rate Map
NFIP = National Flood Insurance Program
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8.2 Organizing SDE Field Inspections
The SDE Manager must plan SDE field inspections to facilitate accurate and complete
assessments collected in a timely and efficient manner. Planning consists of the following:
Identifying the activities that will be necessary to complete the SDE inspections. The
number, size, and scope of activities will be based on the extent of damage, number of
structures to be inventoried, the geographic areas to be inventoried, and the number of staff
available to conduct the inspections.
Planning the sequence of inspections (refer to Section 8.2.1).
Determining the number of inspectors that will be required (refer to Section 8.2.2).
Organizing the SDE inspection teams (refer to Section 8.2.3)
8.2.1
Sequence of Inspections
The initial sequence of inspections is based on the inventory characteristics and the community’s
target completion date.
The SDE Manager may decide to have as many inspections as possible completed in one or more
large damage areas before the staff moves on to other activities in the following circumstances:
1. The community has limits on the number of work hours per day or work days per week.
2. The community requires that the structure owner be present when the inspection is
performed.
3. The inspectors are only available for a limited amount of time.
The community must identify its inspection priorities and list the parameters for the inspections.
Parameters include the number of inspection teams, hours worked each day, and the days of the
week when inspections will occur. The SDE Manager should consider the following to determine
which issues have higher priorities for the community when developing the sequence of
inspections:
Areas with little to no apparent damage so permits for minor repairs can be issued quickly.
Areas where structures have initial estimates of damage between 25 percent and 75 percent
of the structure value. Structure owners in these areas will be anxious to begin repairs and
may not understand the need for permits.
Areas where debris and contents have been removed from the structures, which allow
faster inspections.
Areas with critical facilities that may be a community priority for starting repairs.
Damage areas with a high density of development and a large number of structures.
Areas with temporary (flooding, debris, downed power lines) and permanent (gated
communities, industrial sites) access issues that require additional time to resolve.
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8.2.2
Determining the Number of Inspectors
After obtaining data for the inventory area, estimating the number of structures to be inspected,
identifying the community priorities, and determining a target completion date, the SDE
Manager can start to determine the number of inspectors that will be required. The number of
inspection teams will be based on available staff, staff experience, the number of structures to be
inspected, and the deadline to complete the inspections.
The SDE Manager can assume that the inspection teams will average between 20 and 35
residential inspections per team per day. The inspections completed per team per day will vary
based on the density or proximity of the structures to each other (whether the inspectors can walk
between structures or have to drive), the weather, similarities or differences between housing
stock, and whether the flood depth above the lowest floor varies by more than 0.5 feet.
The inspectors may be able to average between 3 and 15 non-residential inspections per team per
day based on the proximity of the structures to each other, the size, structure use, complexity of
the design and structure, the weather, the need for access permission, and whether the owner or a
designated representative will accompany the team during the inspection.
The number of days to complete the inventory will depend on whether the inspectors are
working 5, 6, or 7 days per week.
8.2.3
Organizing the SDE Inspection Teams
The inspection teams will be responsible for collecting and recording the field data required for
making SDE determinations. Inspectors will collect data on structure attributes, dimensions, and
GPS coordinates and will photograph the structures. Inspectors must be familiar with the SDE
data requirements, how to use the SDE tool or the SDE Damage Inspection Worksheets to record
the data, and safety precautions for working in and around damaged structures.
If staff resources allow, inspectors with damage assessment or construction experience should be
paired with less experienced staff. Staff should be physically able to walk from structure to
structure and be able to make the evaluations and judgments necessary for evaluating and
recording SDE data.
Inspection teams should consist of two inspectors for the SDE fieldwork for the following
reasons:
1. It is generally a good policy for this type of fieldwork for safety reasons. If one inspector
gets injured or becomes incapacitated because of heat exhaustion or other reasons, the
other inspector can assist and call for help.
2. Two people are better able to point out safety hazards to each other and identify
structures that are unsafe to enter to collect data on interior damage.
3. It is easier to ensure that all of the construction elements (12 for residential structures and
7 for non-residential structures) have been evaluated and the data have been recorded in
the SDE tool or on the Damage Inspection Worksheets.
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Pre-Loaded Structure Information
If the structure information is pre-loaded into
the SDE tool, the inspectors should compare
the available data to what they see in the field
to verify that the dimensions, number of
stories, square footage, and structure footprint
agree. If any of these do not agree, the
inspectors may be at a different structure than
the one indicated in the pre-loaded data.
4. Each inspector may evaluate damage slightly differently based on his or her individual
experiences with damaged structures. An estimate of percent damaged based on a
consensus is more defensible than an estimate from one inspector.
5. The structure dimensions and flood depth
may need to be field-verified using a tape
measure.
6. If one inspector is talking to the structure
owner or a local official, the other
inspector can evaluate damage and collect
SDE data.
7. Inspections are normally completed faster.
8. Photographs are easier to obtain when one team member takes the photograph and the
second team member points to a flood depth, is used in the photograph as a scale of
reference, or holds an information/address sign if needed.
9. Multiple cell phones increase the ability of the SDE Manager to reach the inspectors.
For multiple teams, designations should be assigned by number (e.g., 1, 2, 3), alpha character
(e.g., A, B, C), or color (e.g., red, green, blue). The team designation will help distinguish the
field supplies, photographs, and data collection areas (checked off on a map).
The teams should be provided with the following items:
1. Guidance materials and handouts prepared by the SDE Manager.
2. Community map showing the SFHA and the identified inspection areas for each day.
3. Available tax data that can be used for completing the Damage Inspection Worksheets if
not already pre-loaded into the tool.
4. Checklist 2 – Field Preparations (field supplies and procedures) in Appendix B of this
document; team members should be responsible for gathering and maintaining the
required field supplies.
5. A quality hand-held GPS unit that can provide latitude and longitude coordinates at the
community’s required level of accuracy (refer to Section 3.7.4 for guidance on GPS
units).
8.3 Planning for Resource Requirements
The SDE Inspection Lead will be responsible for all field equipment and the SDE Data Lead will
be in charge of having structure data ready for the inspection teams on a daily basis. Depending
on the estimated size of the SDE inventory, these responsibilities may involve multiple duties for
one or more people.
If structure data are available for pre-loading into the SDE tool, the data need to be organized
based on the proposed sequence of the inspections and ready for use by the inspectors at least
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1 day in advance. Delays in the preparation of the structure data can delay the inspectors and
affect the number of inspections completed per day and could impact the target completion date.
Field equipment includes vehicles, cell phones, safety equipment, field supplies, and laptop
computers or tablets (see Checklist 2 in Appendix B). Field supplies include pens, paper, dry
erase board and markers, digital cameras, GPS units, clipboard, 100-foot tape measure or
measuring wheel, a 12-foot tape measure, rain or cold-weather gear, local and SDE contacts with
phone numbers, maps of the inventory areas, letters of introduction, and printed copies of the
SDE Damage Inspection Worksheets. Table 8-4 lists the equipment and supplies that need to be
regularly maintained, charged, or replenished.
Table 8-4: Maintenance of Field Equipment and Supplies
Item
Recommended Action
Field vehicles
Maintain, including gasoline
and fixing flat tires
Laptops computers or tablets, digital
cameras, and GPS units
Charge after use every day
Download data daily to the
SDE tool
Keep dry during rain or snow
Damage Inspection Worksheets,
letters of introduction, pens, dry erase
boards, and markers
Replenish as needed
8.4 Identifying Sources of Base Cost and Structure Value Data
The base cost is important because it is used to develop both the estimated structure value and
the estimated cost to repair damage based on the percent damaged amounts observed during the
inspection.
8.4.1
Sources of Base Cost Data
The default method in the SDE tool for determining the structure value is based on the square
footage, base cost, cost adjustments or add-ons, and depreciation. The value is calculated as a
computed Actual Cash Value (ACV) within the tool. The total area of a structure (in square feet)
is multiplied by a base cost (in $/square feet) and a geographic adjustment factor to develop a
base cost for the structure before including cost adjustments, add-ons, or applying a depreciation
value.
The community will need to determine whether they will use an average residential base cost for
the entire community or if they want to select a base cost on a structure-by-structure or
neighborhood basis.
Sources of base cost data include:
Industry-accepted, residential or non-residential cost-estimating guides
Local permit data for new construction, repairs, or remodeling
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Use of Unadjusted Tax Assessed Values
Use of tax values as structure values without a
locally required adjustment factor or multiplier
will generally skew the Substantial Damage
determination upward (thereby increasing the
percent damaged for the structure). This is
because the denominator in the Substantial
Damage equation (i.e., the pre-damage value of
the structure) will typically be smaller than if the
ACV was used to determine structure value.
Professional experience by a community official
If the data from any of the above sources are more than a year old, the community will need to
determine if an economic update factor is required to provide current costs. Industry-accepted
cost-estimating guides include periodic update factors and a geographic adjustment factor. A
geographic adjustment factor of 1.0 should be used in the SDE tool when using locally
developed base costs.
The advantage of using industry-accepted cost-estimating guides is that professionals with
specialized experience in residential and non-residential cost estimating have developed the base
cost data. The cost guides include base cost tables based on the quality of the initial construction
and provide examples of the features and attributes of each quality level and construction
element. The disadvantages include the time required to develop local base costs and that the
price of the guides may exceed $300 per copy.
The advantage of using local permit data is that it should be readily available, although it may
take several days to compile, which could impact the start of inspections.
8.4.2
Structure Values Based on Tax Assessed Data or Professional Appraisals
Although structure values can be determined as an
ACV within the SDE tool (refer to Section 3.11.2),
some communities may want to use adjusted tax
assessed values. If the adjusted tax values are used
in the SDE tool, the SDE Manager must verify that
the value of the land is not included in the structure
value. An adjustment should also be applied to
reflect the current market value of the structure. The
community can allow the use of professional
appraisals, if available, instead of the ACV if the
structure owner appeals the SDE determination and agrees to pay for the appraisal. The appraiser
must be licensed to practice in the State where the structure is located. The option to pay for
appraisals should be available to all structure owners so the SDE requirements are administered
consistently for everyone.
Users have the option of selecting one of three structure values (ACV, Professional Appraisal, or
Adjusted Tax Assessed Value) and one of three damage estimates (Computed Damages,
Contractor’s Estimate, or Community’s Estimate) to use in making the Substantial Damage
determinations.
To use the market appraisal or adjusted tax assessed value as the structure value for determining
the percent damaged, follow these steps:
Enter the Professional Market Appraisal value in the Optional User Entered Data section
on the Output Summary tab
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Select the Professional Market Appraisal radio button in the Value of Building section at the
top of the Output Summary tab screen
Tax assessed values must include a factor that adjusts the assessed value to market value to
provide values that are comparable to the ACV. The factor is provided by the tax assessor at the
community, county, or parish level. To determine the percent damaged, follow these steps:
Enter the Tax Assessed Value and Factor Adjustment value in the Optional User Entered
Data section on the Output Summary tab
Select the Adj Tax Value radio button in the Value of Building section at the top of the Output Summary
tab
Users cannot pre-load structure values based on appraisals or tax values in the tool. Therefore,
when structure values are based on appraisals or tax values, the SDE Manager should prepare a
list of addresses and corresponding structure values for the inspectors to take with them into the
field so they can enter the data along with the other field assessment data.
If a professional market appraisal or adjusted tax assessed value is used for the structure value,
the following data fields must be completed for a valid assessment. Users can refer to Section
3.11.2 for more information on required data fields. To determine the percent damaged based on
a contractor’s or community cost estimate, follow the steps below.
Note: If a professional appraisal or adjusted tax assessed value is used for the structure value,
and a contractor or community cost estimate is used for the cost of repairs or improvements, the
depreciation rating on the Cost tab is still required for a valid assessment.
On the Output Summary tab, enter the dollar value of ContractorEstimateor the Community Estimatefor t
portion of the tab. Then change the Cost of Repairs/Improvements
radio button from Computed Damages to Contractor’ Estimate or Community’ Estimat
.
On the Cost tab, enter $1 for the Base Cost Per Sq Ft
.
On the Cost tab, select the Calculate or Enter Square Footage button and then complete only
one of the following:
Select the Enter Total Square Footage Manually button on the Square Footage Calculator
window. Enter the actual square footage in the Enter Total Square Footage field, select Save
, and then select the Save the Total Square Footage and Close Form
button; or
Select the appropriate structure shape button and enter the building dimensions to
calculate the square footage and then select the Save the Total Square Footage and Close Form
button
On the Cost tab, select Other for the Depreciation Rating
, and:
Enter an explanation, such as “Used Professional Market Appraisal value prepared by
the ABC Appraisal Company on MM/DD/YY instead of depreciation” in the Depreciation Explanation
box
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Enter a value of 1 for the Depreciation Percentage
8.5 Planning for SDE Data Entry
The SDE Manager has two options for entering the data required to make a Substantial Damage
determination.
Option 1 – Manual data collection. This is a two-step process. The inspector records data
manually in the field on the Damage Inspection Worksheets and later transfers the data to
the SDE tool on a computer in the office.
Option 2 – Digital data collection. This is a one-step process. The inspector enters the
SDE field data directly into the tool on either a laptop computer or a tablet.
Table 8-5 shows a comparison of the advantages and disadvantages of the two options.
If the SDE Damage Inspection Worksheets are used for manual data recordation, the SDE
Manager will need to identify staff to enter the worksheet data into the SDE tool and determine
whether they will enter data during the evening of the day the data are collected or the next day.
The data entry staff could involve either the original inspectors or office staff that may be more
proficient at data entry. The advantage of having the inspector enter the data is that errors,
inconsistencies, or missing data can be addressed right away.
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Table 8-5: Advantages and Disadvantages for Entering SDE Data
Advantage /
Disadvantage
Option 1: Manual Data Collection
Option 2: Digital Data Collection
Advantage
Low cost.
Simple.
Requires less time per
inspection.
Avoids need to carry and provide
power for tablets or laptop
computers.
One-step process.
Data entry is more accurate.
Photographs are downloaded and
attached to the correct assessment
immediately (no photo log needed).
Inspectors can verify that photographs are
legible in the field.
Requires less time to complete
assessments because the assessments
are completed immediately instead of
hours or a day later.
Faster completion of SDE inventory.
Avoids having to print and track copies of
the Damage Inspection Worksheets.
Disadvantage
Requires two steps (recording
the data manually then entering
the data into the tool).
Requires more time to develop
full SDE assessments and
complete the SDE inventory.
Potential impact to data quality
and consistency if the inspector
and data entry person are
different people.
Requires a photo log to track the
photographs, and therefore more
time, to verify that the correct
photographs are uploaded and
attached to each assessment.
May require additional data entry
staff to keep pace with the
inspectors.
Requires storage of completed
Damage Inspection Worksheets.
Requires taking a laptop computer or a
tablet to the field.
Laptop computers and tablets are
susceptible to damage from water, being
dropped, or being stepped on, or being
left behind by inspectors.
Requires an external power source to run
laptop computer or tablet for 8 to 10
hours.
Requires one laptop computer or tablet
per inspection team (with extras available
in case of malfunction or damage).
Requires that SDE data be transferred
from the field laptop computer or tablet to
the main SDE computer at the end of
every workday.
Data transfer may not be possible if the
laptop computer or tablet is damaged.
Guidance on Collecting and Recording SDE Data
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9-1
SECTION 9
GUIDANCE ON COLLECTING AND RECORDING
SDE DATA
This section provides guidance on collecting SDE data beginning with SDE pilot inspections to
train inspectors on collecting SDE data. The aspects of data collection that are discussed involve
the structure address, photographs, curbside information, exterior and interior inspections, and
interaction with the structure owner.
9.1 SDE Pilot Inspections
In preparation for the inspections, the SDE Manager should take all of the inspectors into the
field and conduct up to three pilot inspections each for both residential and non-residential
structures with various levels of damage. These structures can be the first entries in the SDE
inventory. The purpose of the pilot inspections is to familiarize inspectors with the SDE data
requirements, inspection procedures, and use of the SDE tool. The inspectors need to understand
the SDE requirements as well as the expectations of the SDE Manager for the data collection.
For inspectors with limited experience in assessing damage, the pilot inspections provide a first-
hand view of the construction elements in the SDE tool (12 for residential and 7 for non-
residential structures). Through onsite discussions, the inspection teams will also get a feel for
how to estimate the percent damaged for each element and how to do it consistently. Each pilot
inspection requires approximately 45 to 90 minutes for residential structures and 45 to 120
minutes for non-residential structures, depending on their size and complexity.
Before the pilot inspections, the SDE Manager should review the guidance in Appendices E and
F for estimating percent damaged by element for residential and non-residential structures,
respectively.
During the pilot inspections, the SDE Manager should review the following:
1. Field safety requirements and site/structure access procedures
2. SDE data requirements
3. Residential and non-residential elements on the pilot structures
4. Guidelines for estimating the percent damaged for the structure elements
5. Requirement that the percent damaged per element be entered in increments of 5 to 10
percent
6. Structure attributes for residential structures and non-residential structures (refer to
Sections 10.1 and 10.2, respectively).
7. Data that can be ignored (e.g., structure color, contents damage, non-living spaces such as
garages)
8. The amount of time that should be spent on residential and non-residential inspections
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SDE Field Workbook, August 2017
9. Importance of obtaining the most accurate data for structures with damage between 35
and 65 percent
10. Not all elements are equal because some elements contribute a greater percentage of the
structure’s value than others do. Based on the amount of damage to the key or higher
value elements, inspectors can gauge whether a structure is likely to be substantially
damaged.
11. After evaluating two or three structures as a group, each team should collect data for up
to three additional structures on their own. Team members should be encouraged to rotate
activities so that each inspector understands the data collection and data entry process for
the inventory. Team members can take turns identifying structure element percent
damage and structure dimensions, recording data, taking photographs, and obtaining GPS
coordinates.
12. The data from all the inspection teams from the first day should be reviewed as a group
exercise to identify data issues and consistency, verify completeness, review estimates of
percent damaged, and evaluate photograph quality. The SDE Manager should stress that
data collection and data entry is a team effort and that everyone will approach it
differently based on his or her own experience. Inspections are not a competition to see
which team can complete the most inspections. Each inspection team should review
another team’s data entries for consistency and quality to obtain a better understanding of
the data requirements and potential data consistency issues.
The first 3 days of inspections are critical to the quality of the SDE inventory. Maximizing data
quality and efficiency requires that the SDE Manager and all inspectors be “on the same page.”
Inconsistencies and other problems with data collection can quickly multiply and require hours
or days of revisions.
9.2 Structures with 35 to 65 Percent Damage
Structures with damage between 35 to 65 percent require more effort and precision than
structures with damage below 35 percent or above 65 percent. In fact, it is recommended that
officials consider a second or independent evaluation for structures in which the initial
determination is between 35 and 65 percent damaged. Appeals of Substantial Damage
determinations tend to occur more frequently for structures in the range of 35 to 65 percent
damaged. An independent evaluation of damage may include a cost estimate for repairs provided
by a local official (other than the initial inspector) or a contractor. Appendix D includes a list of
items that should be evaluated for damage and inclusion in a repair cost estimate.
9.3 Structure Address
The structure address is important because it is the simplest and most common identifier of a
structure. Addresses are a familiar and easy way to sort structures in the SDE tool and track
Substantial Damage data. However, not every structure will have a posted or visible address on
the structure or mailbox, particularly in rural areas. The address may be missing because of the
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9-3
age of the structure, local custom, lack of a 9-1-1 emergency call system in the area, or lack of a
local requirement for posting addresses. If the address is missing, a community address map or
tax parcel number map must be used to identify structures in the inventory. Because of their
importance, addresses should be the first choice in data for identifying all structures and
photographs in the inventory.
9.3.1
Lack of Posted or Visible Addresses
For a structure without a visible address, the procedure described in this section is recommended
to identify the structure when attaching GPS data and structure photographs to the SDE
assessment. Attaching structure photographs or GPS coordinates to an assessment after many
inspections have been completed is extremely difficult, and errors may require returning to the
field to verify data or re-collect data for structures that would otherwise have valid assessments.
A temporary structure ID number in the SDE tool can be used for new properties found and
assessments as an interim aid until more complete structure information is available. A properly
managed temporary structure identification system consists of three types of data for each
structure: photographs, GPS coordinates, and a temporary structure ID number. This data ensures
that the SDE Manager, inspectors, and other local officials are discussing the same structure in
the post-data-collection phase.
The temporary structure ID number can be developed and used as follows:
1. Organize inspection staff into teams.
2. Deploy each team to a defined geographic area.
3. Assign a range of ID numbers to each inspection team before starting the fieldwork. For
example, Team 1 could use the 1000 series of numbers for all structures they encounter
without addresses. The first structure would be recorded as “Structure 1001 plus the street
name” and the next as “Structure 1002” and so on. Team 2 would use “Structure 2001
and the street name” for their first structure followed by “Structure 2002,” while Team 3
would use the 3001 series, and so on.
4. Obtain two photographs for each structure.
5. Record available street names and other similar information.
6. Obtain and record accurate GPS coordinates for each structure.
Temporary ID numbers are entered into the SDE tool as follows:
Enter the temporary ID number in the Street Number data field under Building Address on
the Address tab.
If the structure address is available after the inspection, the temporary ID number can be replaced
with the address number using one of the tool’s edit functions.
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9.3.2
Address Board
Depending on the preferences of the SDE Manager, a white dry erase board with the address
number or temporary structure ID number, street name, suffix (e.g., street, boulevard, road, etc.),
team number, and inspection date can be placed so that it appears in one of the lower corners of
the structure photograph. This information will provide a cross reference between the photograph
and the SDE assessment. A black marker should be used on the white board to ensure that the
address stands out in the photograph. The address board should take up less than 20 percent of
the photograph. The white board photograph and address should appear in at least one of the
photographs for the assessment.
When using an address board, inspectors should ensure that:
The address number is written legibly and large enough to be visible in a printed
photograph without taking up more than 20 percent of the photograph.
The address board does not block so much of the background that the structure is
indistinguishable from neighboring structures or that key features of the structure are not
visible (e.g., foundation, high water marks, visible damage).
After obtaining the photograph, the photograph is absent of glare that could affect the
legibility of the photograph.
9.3.3
Tax Parcel Identification Numbers
It may be necessary to cross reference tax data and tax parcel ID numbers that contain an official
address with a map containing tax parcel boundaries to show addresses relative to structure
locations. This is necessary to provide the inspectors with addresses for the properties that are
found in the field. Cross referencing can be confusing at times and time consuming. To avoid
having to refer constantly to the tax data printouts for addresses, the address numbers should be
transferred to the field copy of the tax map prior to the start of inspections.
Tax parcel ID numbers can involve a long string of digits, and long numbers are difficult to track
and sort manually. As the volume of collected data increases, inspectors and data entry staff may
become confused about particular structures or data. Using address data is therefore preferable to
tax parcel ID numbers whenever possible.
9.4 Photographs
The SDE tool allows users to attach digital photographs to the property records and assessments.
The photographs are critical to the credibility of the SDE inspections because they show the
owner, local officials, and the SDE team the specific structure that was inspected. If the
photographs are obtained quickly after the disaster, they may also help to distinguish existing
construction and repairs of damage that may have been made without permits.
Inspectors should take a minimum of two photographs of every structure. Ideally, the inspector
will obtain a curbside view of the front or side of the structure and another of the element with
the most significant damage. If available, one of the photographs should include a high water
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9-5
mark or debris line with a tape measure indicating the height of the flood above ground or the
lowest floor.
High-resolution digital photographs can have large file sizes, which can slow down the operating
speed of the SDE tool, especially when there are many large photograph files. The higher (better)
the resolution of the photograph, the larger the digital file. The larger the digital files and the
more photographs attached per inspection, the larger the SDE database becomes, and the slower
the SDE tool may operate. For communities with a large number of inspections (> 100
assessments), lower resolution photographs (≤ 3 megabytes [MB] file size) are recommended.
Although individual photograph file sizes may not seem large, the collective size will increase as
more assessments are added to the inventory.
The following procedures are recommended for digital photographs to avoid large file sizes:
Review the manufacturer’s instructions for the digital camera to learn how to set the image
resolution and size.
Set the digital image to 640 pixels wide by 480 pixels high (640 x 480).
Verify each day that the resolution has not changed, especially if the camera ran out of
power during the last use as this may have caused a reset of all the settings.
Save photographs as JPGs or JPEGs, because these formats include compression, which
keeps the file size small. Make sure that every file with a photograph is 3 MB or less.
Digital photographs that are not checked in the field may be determined to be unusable after
inspectors return from the field. The photographs may be too dark or washed out by sunlight;
may have been taken too far from the structures; or have dense foliage on the top, front, or sides
of a structure that obscure structure features and render the structure indistinguishable from
similar nearby structures.
Inspectors should try to frame the photograph so that the structure fills most of the photograph
while also being readily recognizable to the structure owner or anyone else who views the
structure from the point where the photograph was taken. Taking photographs from the curbside
or driveway of the structure is recommended. The purpose of taking two photographs per
structure is to provide a reference for the structure being inspected and not to record all of the
damage.
The following procedures are recommended for photographs:
1. In addition to the curbside view, take a corner view of the structure to obtain two
different views.
2. When heavy vegetation is present, take additional or close-up photographs where the
structure outline extends beyond the edges of the photograph. Taking photographs of
more than one side of the structure may also help.
3. For elevated structures, include an object such as a vehicle, a person, or a nearby
structure at ground level in the photograph to provide a perspective on the elevation of
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the structure. For structures elevated more than 3 feet above ground, include a note on the
estimated height of the lowest floor above ground in the Residence Information comment
box on Structure/Damage/NFIP Info
tab of the tool.
4. Include any visible high water marks on the structure or debris lines on an adjacent fence
or vegetation.
5. Take the photograph from a different angle if bright sunshine washes out the image.
6. As a routine procedure, review the photographs before leaving the structure to ensure
that the photographs are adequate. This will avoid having to return to the field for
better photographs later.
Figure 9-1 shows two views of the same structure as well as a high water mark, structure
displacement, and some of the damage.
Figure 9-1: Two views of the same structure showing a high water mark, structure displacement,
and some of the damage Front view of small house with visible high water mark, off its fo
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9-7
As the photographs are taken, they should be attached to the assessment in the SDE tool. If a
tablet or computer1 will not be used in the field for direct entry of SDE data and photographs,
inspectors should use the address board (refer to Section 9.3.2) and a photo log to ensure that
they will be able to match photographs to the correct structure. A sample photo log is included in
Appendix B. A new photo log should be started every day or each new photo memory card used.
A photo log should include the following data as a minimum:
1. Team designation
2. Date
3. Community name if multiple communities are involved
4. Memory card designation if multiple cards are being used
5. Photograph number
6. Structure address or location
9.5 Curbside Information
After arriving at a structure, the inspector should obtain a curbside photograph of the front or
side of the structure and then record basic data for the structure on a Damage Inspection
Worksheet (Appendix B) or in the SDE tool on a tablet or computer. Much of the information in
the first and second SDE tabs can be completed curbside, including entries for the Building
Address, Structure Attributes (residential only), Structure Information, Inspector Information,
and NFIP Information sections.
9.6 Exterior Inspections
Data collected during the exterior inspection includes the structure attributes, dimensions
(Structure Information), information about exterior-related items in Adjustments (e.g., porches,
decks), and Damage Information (e.g., exterior depth of flooding).
After recording this data, the inspector should perform a damage evaluation of the structure’s
exterior by walking around the entire structure if possible.
9.6.1
Structure Dimensions
Before beginning the inspection, the inspectors should measure the dimensions of the structure
using a measuring tape. Exact dimensions are not required and minor variations such as bay
windows, extended or pulled inward entrances, or fireplaces can be ignored.
Four common structure shapes for residential and non-residential structures are provided in the
SDE tool and on the Damage Inspection Worksheets. The structure shapes are L, T, rectangle,
1 For SDE fieldwork, the term “computer” refers to a laptop or notebook computer.
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SDE Field Workbook, August 2017
and U and are shown in the Square Foot Calculator on the Cost tab in the SDE tool, and on the
SDE Damage Inspection Worksheets.
9.6.2
Exterior Damage
The inspector can perform a damage evaluation of the structure’s exterior by walking around the
entire structure or as much as possible. The inspector should record the percent damaged for each
element. When more than one inspector is present, the team should agree upon the percent
breakdown.
Table 9-1 contains the features that should be evaluated
for damage during the exterior inspection.
One of the key factors in distinguishing between damage
and poor maintenance (e.g., peeling paint, worn interior
floor finishes) is the consideration of the repairs that
would be necessary to make the structure compliant with
local code requirements and to return it to its pre-damage
condition.
USER NOTE:
A residential structure will most likely
not be determined substantially
damaged if the foundation,
superstructure, interior finish,
plumbing, and exterior finish are not
significantly damaged because of the
relative weight of these elements in the
percent damaged calculation.
Residential structures that are
within the 35 to 65 percent damage
range should be more carefully
inspected than those that are
clearly less or more damaged. The
same is true for non-residential
structures.
9.7 Interior Inspections
When performing an inspection, all inspectors need to remember that they are inside someone’s
home or non-residential structure. Inspectors should always verify that they have permission to
enter the structure. Appropriate care and respect for the structure and contents should be
demonstrated during the inspections.
The aspects of interior inspections that are discussed in this
section are structure stability, inspection guidelines, the
presence of upgrades or custom-design items, and interior
damage.
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Table 9-1: Features to Evaluate during Exterior Inspections of Structures
Item
Required Evaluation
Depth of flooding inside and
outside of the structure
Examine all sides of the structure to locate a high water
mark.
If no high water mark is visible, check adjacent fences
or vegetation for water, dirt, or debris line.
Depending on the flood duration, the high water may be
at different elevations inside and outside of the
structure.
Obvious roof damage
Observe the roof for:
Missing shingles or roof covering
Roof sheathing movement
Less obvious roof damage
Observe the roof for warping of the roof sheathing due
to lost or damaged shingles. This can be viewed by
stepping back from the structure and looking at the roof
surface for ripples and sunken or raised areas. This
type of damage may require replacement of a
significantly large portion of the roof sheathing and
shingles. The inspector will need to determine if the roof
damage was disaster related or due to poor
maintenance. Maintenance-related damage can be
addressed by the selection of the depreciation rating as
part of the assessment.
Foundation damage
Examine the foundation for settlement, lateral
movement, or cracking that affects structural stability.
Determine whether the structure has become separated
from the foundation.
Post, pier, or column damage
and an evaluation of the floor
stability
Examine these elements for structures built on a
continuous wall with slab, crawlspace, piles, and piers
and posts foundation types.
Exterior wall damage
Observe for holes or damage affecting the structural
integrity of the superstructure.
9.7.1
Structure Stability
Extreme caution should be exercised before entering damaged structures because of the
possibility of structural deficiencies in either the floor or the floor support system. The inspectors
must first verify that the floor is stable enough to support their combined weight. Foundation
settlement, high flood depths, floor warping, and damage to floor joists can significantly weaken
a floor and the ability of inspectors to safely walk on the floor. Stability can be evaluated during
the exterior inspection in structures built on crawlspaces or other elevated foundations.
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9.7.2
Inspection Routine
A set procedure is recommended for the interior inspection to avoid missing any rooms or
damage. For instance, in residential structures, inspectors could start on the first or main floor in
the utility room (which has the hot water tank, washer or dryer, furnace, or other appliances) or
the kitchen, and then work their way through the home room by room. In non-residential
structures, inspectors could start at the front entrance and move clockwise room by room.
9.7.3
Guidelines for Evaluating Damage
Not all elements that get wet will be 100 percent damaged. For example, in a house that was
flooded for a short period to a depth of 2 feet above the lowest floor, the drywall and insulation
of the interior walls only need to be removed up to a height 4 feet above the floor. Similarly,
unless broken or permanently contaminated, plumbing pipes and fixtures can be flushed out with
disinfectant, cleaned on the outside, and used again. Depending on the depth of flooding, some
built-in appliances may require only minor repairs.
An important aspect of inspecting a structure is determining the damage to its support
framework. If possible, the studs and foundation should be inspected for damage. However,
invasive procedures, such as tearing back wallpaper or drywall, should be kept to a minimum
and done if already lose or torn and then only with the owner’s permission. Inspectors should
look for areas that are already exposed.
9.7.4
Upgrades or Custom-Designed Items
For residential structures, any significant upgrades in flooring, interior finishes, kitchen cabinets
and countertops, appliances, or custom-designed interiors should be noted in the Adjustments
section on the Cost tab of the tool.
For non-residential structures, interior adjustments can include built-in security or
communications systems, conveyance (elevator/escalator) systems, skylights, floor and wall
coverings, and built-in appliances or equipment. These items should also be noted in the
Adjustments section on the Cost tab of the tool.
9.7.5
Interior Damage
The inspection team should evaluate the interior construction elements identified on the SDE Element Percentag
tab for both residential and non-residential structures. The estimate of the
percent damaged should be based on a visual inspection of each element. When more than one
inspector is present, the percent damaged should be agreed upon by the team. Table 9-2
summarizes the type of interior damage to look for and how to evaluate it based on the interior
construction elements.
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9-11
Table 9-2: Features to Evaluate during Interior Inspections of Structures
Element
Description
What to Look For
Foundation
(residential and
non-residential
structures)
Damage that is significant
enough to affect the overall
structural stability of the
foundation.
Settlement, lateral displacement, or
cracking not visible from the exterior.
This is especially important for homes
with basements or crawlspace
foundations. Check for foundation
damage that may not be visible during
the exterior inspection.
Superstructure
(residential and
non-residential
structures)
Damage that either currently or
in the future could affect the
structural stability of the
structure, including the wall
support systems as well as roof
trusses and framing.
Wall support system: Deformation or
distortion of the structural frame that
is not visible from the exterior
Roof support system:
For intact ceilings, look for sagging,
water marks, dripping water, or
other damage that may indicate
truss or roof framing damage.
For removed ceilings, view the
truss and roof framing for damage.
Roof covering
(residential and
non-residential
structures)
Damage to the roof sheathing,
shingles/tiles, flashing, or other
elements that are part of the roof
covering.
Sagging, water marks, and dripping
water could indicate roof covering
damage. Also, look for daylight entering
through holes in the roof or warped
sheathing not visible from the exterior.
Interior finish
(residential)
Interiors (non-
residential)
Damage should be evaluated for
a height above the interior high
water mark.
For two-story homes with similar
square footage on each floor, the
first floor accounts for
approximately 50 percent of the
total quantity of these interior
finish items in the house.
All painted, stained, papered, or
paneled surfaces touched by
floodwaters are assumed to at
least require cleaning, sanding,
and resurfacing.
Damaged, broken, or warped interior
walls or framing studs (windows, doors,
or closets). Inspectors should check for
wicking of water or moisture inside of
drywall and insulation at a level above
the interior high water mark.
All wet insulation and drywall should be
removed and disposed of properly.
Doors and
windows
(residential only)
Depending on the flood duration,
these items will require either a
small amount of cleanup plus
paint/stain or total replacement
due to warping.
Damaged, broken, warped, or removed
doors and windows
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Element
Description
What to Look For
Cabinets and
countertops
(residential only)
Depending on the flood duration,
these items will either require a
small amount of cleanup,
sanding, and new stain or paint
for cabinets or total replacement
due to warping.
Damaged, broken, warped, mold-
covered, or removed cabinets and
countertops.
Note: The amount of damage for
cabinets should reflect the depth of
flooding above the floor. If the flood
depth did not reach the upper cabinets,
the percent damaged should be based
on the floor level cabinets only. If only
the lower cabinets are damaged but the
owner prefers to replace both upper and
lower cabinets so that they match, that
is irrelevant for the cabinet damage
entered into the SDE tool.
Floor finish
(residential only)
With the exception of ceramic
and marble tile, almost all floor
coverings and sub-flooring that
get wet will need to be replaced.
Discolored, warped, cut, damaged,
broken, or missing flooring.
Plumbing
(residential and
non-residential
structures)
With the exception of broken
fixtures or sections of pipe, many
of these items can be flushed
with disinfectant, cleaned on the
outside, and used again.
Cracked, dented, misaligned, leaking,
broken, or missing sections of pipe or
fixtures such as toilets, sinks, tub, and
showers.
Contamination of water supplies.
Electrical
(residential and
non-residential
structures)
Depending on the depth of
flooding, there may only be a
need to replace fixtures such as
outlets, switches, lights, or a
junction/fuse box below a certain
flood elevation.
All electrical wiring exposed to
salt water should be replaced.
Corroded, exposed, disconnected,
broken, missing, or non-functioning
items and fixtures.
Built-in appliances
(residential only)
Depending on the depth of
flooding, these may require only
a cleanup with disinfectant plus a
small amount of repairs or may
require total replacement.
Damaged, water-logged, broken, non-
functioning, or removed appliances.
HVAC (residential
and non-
residential
structures)
Depending on the depth of
flooding, this may require only a
cleanup with disinfectant plus a
small amount of repairs or may
require total replacement.
Damaged, water-logged, broken, non-
functioning, or removed heating-cooling
units.
HVAC = Heating, ventilation, and air conditioning
9.8 SDE Determinations
When all of the data necessary to save a complete assessment have been entered into the tool, the
SDE determination is complete. The percent damaged for the structure will be shown on the Output Summary
tab. Users may revise data for any data fields in the assessment by using the
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9-13 View/Search Al
function on the Main Menu and selecting the Edit function to open and
edit a specific assessment.
When the SDE Inspection Lead or SDE Manager has determined that the assessments do not
require any additional edits, the assessments can be considered final.
9.9 Structure Owner Interaction
Encountering structure owners or occupants is common during inspections. They will be curious
or possibly suspicious of the inspection objectives. Therefore, the SDE Manager should set
guidelines for interactions with residents and structure occupants. The SDE Manager should
develop a written set of guidelines for contact with owners or occupants, review it with the
inspectors prior to the start of inspections, and provide a hard copy of the guidelines to each
team. This should include guidance on entering locked (not normally done) or vacant structures.
See Appendix C for example guidelines for interactions with residents.
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Structure Attributes
SDE Field Workbook, August 2017
10-1
SECTION 10
STRUCTURE ATTRIBUTES
After reviewing the SDE data requirements (refer to Section 3), preparing an inspection plan, and
completing the pilot inspections (Section 9.1), the SDE Manager can initiate the data collection.
This section contains information on the structure attributes for residential and non-residential
structures that must be evaluated for a Substantial Damage determination.
Refer to Section 3.11 to review the differences between residential and non-residential
assessments.
10.1 Residential Structure Attributes
Residential structures include site-built homes, row or townhouses, and manufactured housing.
For each new assessment, the user must select which type of structure is being evaluated.
Residential structure attributes are entered on the Structure/Damage/NFIP Info tab in the SDE
tool.
Table 10-1 summarizes SDE residential attributes and inspection options.
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10-2
SDE Field Workbook, August 2017
Table 10-1: Summary of SDE Residential Structure Attributes and Inspection Options
Residence Type:
1. Single-Family Residence
2. Town or Row House
3. Manufactured House
Story:
1. One Story (Standard)
2. Two or More Stories
Foundation:
1. Continuous Wall w/Slab (Standard)
2. Basement
3. Crawlspace
4. Piles
5. Slab-on-Grade
6. Piers and Posts
Quality (of initial construction):
1. Low
2. Budget
3. Average
4. Good
5. Excellent
Superstructure:
1. Stud-framed (Standard)
2. Common Brick
3. ICF (Insulating Concrete Form)
4. Masonry
Cause of Damage:
1. Fire
2. Flood
3. Flood and Wind
4. Seismic
5. Wind
6. Other
Roof Covering:
1. Shingles – Asphalt, Wood (Standard)
2. Clay Tile
3. Standing Seam (Metal)
4. Slate
Damage Undetermined?
1. No Physical Damage Sustained
2. Vacant Lot / Property
3. Resident Refused Inspection
4. Address Does Not Exist
5. Other
Exterior Finish:
1. Siding or Stucco (Standard)
2. Brick Veneer
3. EIFS (Exterior Insulation Finishing System)
4. None – Common Brick, Structural
Depreciation Rating
1. Very Poor Condition – 88.9%
2. Requires Extensive Repairs – 66.5%
3. Requires Some Repairs – 38.8%
4. Average Condition – 24.2%
5. Above Average Condition – 13.4%
6. Excellent Condition (less than 2 years old,
no visible deterioration) – 2.9%
7. Other (inspector must add an explanation)
HVAC System:
1. Heating and/or Cooling
2. None
Regulatory Floodway:
1. Yes
2. No
3. Possible
HVAC = Heating, ventilation, and air conditioning
Structure Attributes
SDE Field Workbook, August 2017
10-3
10.1.1
Foundation Types
The SDE tool has six foundation types for residential structures. Because foundations types have
varying costs, the foundation type affects the foundation element’s percentage of the value of the
structure. Furthermore, floor-framing materials vary with foundation type and they affect the
superstructure element percentage. The user should understand that the element percentages for
structure elements vary based on the combination of the elements for the structure being
inspected.
The foundation types are described as follows and shown in Figure 10-1:
Continuous Wall with Slab (Standard) – This system consists of low concrete or
masonry perimeter stem walls supported on footings and connected to a raised slab, which
may be at or above grade.
Basement – For the purposes of the SDE tool, a basement is a below-grade enclosure. All
sides of the foundation are enclosed with at least one side below grade.2 The basement can
be finished or unfinished.
Crawlspace – A shallow, unfinished space beneath the lowest floor of the structure with
access to ductwork, plumbing, and other utilities. The crawlspace is enclosed on all four
sides, with vents and it may be susceptible to dampness and mold. Crawlspace foundation
elements generally include spread footings and piers or posts.
Piles – The piles support an elevated structure and consist of multiple columns driven into
the ground and embedded several feet below grade. For purposes of the SDE tool, pile
types include timber and precast concrete piles.
Slab-on-Grade – The lowest floor of the house is formed by a concrete slab that sits
directly on the ground.
Piers and Posts – This system is often used on manufactured housing and consists of
multiple small piers or posts that support the structure and are shallowly embedded into the
ground. These foundations vary widely in quality, from code-compliant systems with
proper embedment and connections, to systems that are blocks with little to no embedment
and gravity loads providing connections between the structure and the foundation.
2 The definition of basement for NFIP floodplain management purposes has the enclosure below grade on all sides.
Structure Attributes
10-4
SDE Field Workbook, August 2017
Continuous Wall with Slab (Standard)example of continuous wall with slab foundation
Basementexample of basement foun
Pilesexample of piles foundation
Crawlspaceexample of crawlspace fo
Slab-on-Gradeexample of slab-on-grade foundation
Piers and Postsexample of piers and posts fou
Figure 10-1: Residential Foundation Types
10.1.2
Superstructure Types
The superstructure includes all of the framing that provides structural support and a load path
between the foundation and the roof. For the purpose of the SDE tool, the following
superstructure options are available for residential structures and represent the majority of
residential superstructure types:
Stud-framed (Standard) – This common superstructure type involves using wood or
steel members to structurally frame a residence and continuously carry loads from the
roof to the foundation. Stud-framing is common and can be used in many combinations,
depending on the exterior finishing system. Sheathing is often connected to the exterior
of the stud-frames as an initial exterior layer (see Figure 10-2).
Structure Attributes
SDE Field Workbook, August 2017
10-5
Figure 10-2: Stud-framed superstructure Stud-Framed superstructure d
Structure Attributes
10-6
SDE Field Workbook, August 2017
Common Brick – Brick units are
stacked and mortared together to make
up the exterior wall and provide the
exterior structural system (see Figure
10-3). The interior system can be
wood-framed or constructed of
additional brick-wall systems. These
systems can be either unreinforced or
reinforced using steel rods.
Figure 10-3: Common brick superstructure Common brick superstructure diagram showing: Non-Structural W
Insulating Concrete Form (ICF) –
This building system uses a synthetic insulation-forming system filled with concrete (see
Figure 10-4). This system requires an exterior finish of at least brick veneer, stucco, or
siding to provide water resistance.
Figure 10-4: Insulating Concrete Form (ICF) superstructure Insulating Concrete Form (ICF) superstructure diagram showing: wood framing; rebar; concrete; insulated form.
Note: Exterior finish
Structure Attributes
SDE Field Workbook, August 2017
10-7
Masonry – Concrete masonry units (CMUs) are stacked and mortared together to make
up the exterior wall and provide the exterior structural system (see Figure 10-5). The
interior system can be wood-framed or constructed of additional CMU wall systems. The
systems can be unreinforced or reinforced using steel rods. This superstructure type may
have no exterior finish, leaving the block exposed, or traditional cement-based stucco,
exterior insulation finishing system (EIFS), or other exterior finishes may be attached to
the CMU walls.
Figure 10-5: Masonry superstructure
Masonry superstructure diagram showing: Wood framing; steel reinforcing (rebar); concrete masonry unit (CMU)
Examples of these superstructure types are shown in Figure 10-6. The structures in the figure are
in various stages of construction or have been damaged. The damaged or under-construction
states provide a visible cross section of an exterior wall or a refinish depiction.
Structure Attributes
10-8
SDE Field Workbook, August 2017
Stud-framed (Standard)example of stud-frame
Common Brickexample of common brick
Insulating Concrete Formexample of insulating concreteexample of masonry
Masonry
Figure 10-6: Superstructure types with damage or in an unfinished state
10.1.3
Roofing
Common roof coverings used throughout the United States that are similar in performance and
cost to standard shingled-roof covering are considered as standard shingles to reduce the number
of roofing options in the SDE tool. Storm events with high winds can cause damage to roof
coverings.
The residential roof covering options in the SDE tool are described below and shown in Figure
10-7.
Shingles (Asphalt, Wood, or Fiberglass) – This is the most common type of roof
covering in the United States. Shingles are installed in overlapping arrangements.
Shingles can have different wind resistance ratings, but also depend on their fasteners for
proper resistance.
Clay Tile – The tiles are often placed in parallel rows, with each row overlapping the row
below it in order to hide the fastener and prevent water intrusion.
Standing Seam (Metal) – These roofs are composed of metal panels that are crimped
together to form the roof covering. They typically have long life spans and good
durability while typically costing significantly more than shingles.
Structure Attributes
SDE Field Workbook, August 2017
10-9
Slate – Slate roof coverings are less common than most roof coverings because of high
costs. Slate roofing can appear similar to clay tile but has different costs, performance,
and material properties.
Asphalt Shingle Roof example of asphalt shingle roof
Clay Tile Roofexample of clay tile roof
Standing Seam Metal Roofexample of standing seam metal roof
Slate Roof
Figure 10-7: Types of roof coverings example of slate roof
10.1.4
Exterior Finish Types
The exterior finish system’s primary contributions to a structure are weatherproofing and
aesthetics. An exterior finish is non-structural and therefore not required if the wall material
provides sufficient weather protection. For example, some older homes may have structural walls
composed of brick that serve as both a structural support system and exterior finish. Newer
construction may have CMU walls with no exterior finish. Preferably, all types of exterior
finishes have a waterproof barrier between them and the underneath sheathing or other structural
element. The SDE tool provides the following exterior finish selections as Structure Attributes:
Siding or Stucco (Standard) – The most common type of residential exterior finish in
the United States is stucco or aluminum, clapboard, and wood or vinyl siding. The
purpose is to protect the structure from the elements of heat/cold, rain/snow, sun, and up
to a certain degree, wind while also adding an aesthetic feature through color or style.
Most sections of siding are smaller than the walls they cover. Stucco involves a finish
that is similar to a plaster or thin concrete compound that is mixed and applied wet onto
concrete blocks, bricks, or sheets of wire mesh (metal lath) that help adhesion to the
exterior of the wall.
Structure Attributes
10-10
SDE Field Workbook, August 2017
Brick veneer – A brick veneer is applied to the exterior sheathing of a stud-framed or
masonry structure (see Figure 10-8). The bricks are attached using brick ties nailed to the
exterior sheathing. Most brick veneers have air space between the inside face of the brick
and the exterior sheathing.
Exterior Insulation Finishing System (EIFS) –This option involves a non-load bearing
exterior wall covering. It typically consists of several layers of materials sandwiched
together into a single panel, which is then attached either adhesively or mechanically to
the sheathing mounted on the outside of the wall studs. An EIFS wall normally has an
exterior finish that includes an integrally reinforced base coat and a textured protective
finish coat. Although the exterior is water resistant, the wall can be weakened by
moisture that becomes trapped behind the wall. Once an EIFS wall has been weakened, it
is more likely to be torn away or penetrated by high winds and windborne debris. If wind
enters a building, the likelihood of severe structural damage increases, and the contents of
the building will be exposed to the elements (see Figure 10-9).
None (common brick or structural) – This option should be selected when common
brick is used (brick units are stacked and mortared together to make up the exterior
structural system and the exterior finish) or when another structural material (such as
CMU or ICF) is used for both the exterior wall and the exterior finish.
Figure 10-8: Brick veneer Brick veneer diagram showing: stud framing; exterior sheathing; building paper (vapor barrier); brick venee
Structure Attributes
SDE Field Workbook, August 2017
10-11
Figure 10-9: Exterior insulation
finishing system
Exterior insulation finishing system diagram showing:
St
10.1.5
Heating, Ventilation, and Air-Conditioning
Residential structures in some areas of the country do not have heating, ventilation, and air-
conditioning (HVAC) systems, especially in warmer or mild climates. The SDE tool defaults to
residential structures having an HVAC system. However, the user can select no HVAC. The
costs for a single system (i.e., heating or cooling alone) and a combined system that provides
both heating and cooling are similar enough for the purposes of SDE. The user can select HVAC
system for both heating and cooling or only one of them, or no type of system.
Structure Attributes
10-12
SDE Field Workbook, August 2017
10.2 Non-Residential Structure Attributes
Non-residential structures vary considerably in use, design, performance requirements,
construction materials, and in the complexity of their structural elements, mechanical systems,
and plumbing systems. The SDE tool offers a simplified, basic damage estimate for damage to
non-residential structure. Some non-residential structures have unique building materials or
construction methods or have uses that may require a more detailed approach to determine an
accurate estimate of damage. For larger or more complex structures, custom damage
determinations by a contractor, appraiser, or an individual experienced in damage estimation are
recommended.
Use of the SDE tool is similar for residential and non-residential structures, with some notable
differences in the required data entries because of the way the element percentages are derived.
The following sections describe the structure information that must be provided to adequately
evaluate damage for non-residential structures in the SDE tool.
10.2.1
Number of Stories
For the purposes of the SDE tool, non-residential structures are divided into three categories for
the number of stories: one, two to four, and five or more stories. The user must select the number
of stories before proceeding to other data entry fields. The number of stories is important because
subsequent structure attributes and the element percentage arrays depend on this information.
10.2.2
Structure Use
For non-residential structures, construction type is not used directly as the basis for determining
the element percentage array. Instead, structure use and the number of stories are the determining
factors for the array. For each structure use, the SDE tool uses representative structure types and
the structure attributes to determine the element percentage arrays. Although the user does not
choose the superstructure type, foundation type, and other attributes, these characteristics are
assigned based on the representative structures for each use and are built into the element
percentage arrays. Table 10-2 shows the structure uses and number of stories that are available in
the SDE tool.
The SDE tool contains the most common non-residential structure types, but does not provide for
every possible combination of number of stories and structure use. If the tool does not provide an
exact match for the subject structure use after the number of stories has been selected, then
selecting the structure use closest to the structure’s actual attributes is recommended.
Structure Attributes
SDE Field Workbook, August 2017
10-13
Table 10-2: Non-Residential Structure Uses and Number of Stories in the SDE Tool
Structure Use
Number of Stories
1
2 to 4
5 or
More
Apartments
Auditorium
Commercial retail
Convenience store
Courthouse
Department store
Elementary school
Fast food restaurant
Fire station
Grocery store
High school
Hospital
Structure Use
Number of Stories
1
2 to 4
5 or
More
Hotel
House of worship
Industrial
Long-term care
facility
Mini-warehouse
Motel
Municipal building
Office building
Police station
Restaurant
Strip mall
The structure uses available for SDE non-residential assessments cover a broad range of uses and
consider more than the structure type. For example, the demands on a hospital HVAC system are
very different from those of a warehouse, and the number of bathrooms in a hotel is different
from the number in an elementary school. However, it is also useful for the user to understand
the types of materials and construction that are considered for each structure use in the SDE tool.
Tables 10-3, 10-4, and 10-5 list the basic construction materials for each structure use. For some
of the structure uses, more than one representative structure is used to determine the element
percentages. In these cases, the use is listed twice with the different characteristics of the
representative structures.
10.2.3
Selecting a Best Fit Structure Use for Non-Residential Structures
The 22 uses for non-residential structures in the SDE tool may not contain all the structure uses
in an inspection area. The list of uses could easily exceed 100, but such a lengthy list would be
overwhelming and impractical for most SDE tool users, especially those without a background in
non-residential construction or inspection. The current list is based on a balance between too
many and too few uses while offering a reasonable range of structure heights (number of stories)
and functions. Furthermore, the list of elements and the element percentages as part of the entire
structure do not vary significantly for the non-residential structure uses beyond those in the
current lists.
Users should select the structure use that best fits the structure being inspected. The
following should be considered: structure use (whether the use is more like a factory, a
warehouse, or an office building), building materials (schools and hospitals have different
Structure Attributes
10-14
SDE Field Workbook, August 2017
construction materials than a warehouse), and variations in quality (warehouses and factories are
usually of a lower quality construction than an office building or house of worship). For
example, the options for a school are a one-story elementary school and a two- to four-story high
school. The best choice for a two-story middle school would be a high school because of its
additional features compared to an elementary school (larger gym, larger auditorium, pool), as
well as the number of stories. Similarly, the best choice for a medical office would be an office
building rather than a hospital. Additional considerations would include when a building has
obviously been repurposed for another use such as a fire station that has been turned into an
office building. The extent of the renovations would determine which use should be chosen.
Structure Attributes
SDE Field Workbook, August 2017
10-15
Table 10-3: Construction Details for One-Story Buildings
Structure Use
Exterior Finish
Superstructure
Floor Area
(square feet)
Roof Support
Apartment building
Wood siding
Wood frame
7,500
Wood truss
Commercial/industrial factory
CMU
CMU/steel frame
30,000
Steel joist
Convenience store
Wood siding
Wood frame
4,000
Wood truss
Courthouse
Brick, stone, or concrete
Reinforced concrete frame
30,000
Cast-in-place concrete
Department store No. 1
Brick veneer
CMU/steel frame
110,000
Steel joist
Department store No. 2
Brick veneer
Reinforced concrete frame
110,000
Precast concrete
Elementary school
Brick veneer
CMU
45,000
Steel joist
Fire/police station
Brick veneer
CMU/steel frame
6,000
Steel joist
Grocery store
Brick veneer
Steel frame
32,000
Steel joist
Hospital
Brick veneer
Steel frame
18,500
Steel joist
Mini-warehouse
CMU
Steel frame
20,000
Precast concrete
Motel
Brick veneer
Wood frame
8, 000
Wood truss
Office building
EIFS
Metal studs and steel joists
7,000
Steel joist
Restaurant No. 1
Wood siding
Wood frame
5,000
Wood truss
Restaurant No. 2
Brick veneer
CMU/steel frame
5,000
Steel joist
Strip mall No. 1
CMU
Steel joists
20,000
Wood truss
Strip mall No. 2
Split-face concrete block
Steel frame
18,000
Steel joist
CMU = concrete masonry unit
EIFS = exterior insulation finishing system
Structure Attributes
10-16
SDE Field Workbook, August 2017
Table 10-4: Construction Details for Two- to Four-Story Buildings
Structure Use
Exterior Wall Type
Structural System
Floor Area
(square feet)
Roof Support
Apartment building
Brick veneer
CMU/steel frame
22,500
Steel joist
Courthouse
Brick veneer
Steel frame
60,000
Cast-in-place concrete
Department stores
Brick veneer
Steel frame
95,000
Steel joist
High school
Brick veneer
Reinforced concrete frame
130,000
Cast-in-place concrete
Hospital No. 1
Brick veneer with
structural facing tile
Reinforced concrete frame
55,000
Cast-in-place concrete
Hospital No. 2
(deep foundation)
Brick veneer
Reinforced concrete frame
55,000
Cast-in-place concrete
Industrial
Brick veneer
Reinforced concrete frame
90,000
Cast-in-place concrete
Motel
Decorative concrete block
Precast concrete
49,000
Precast concrete
Office building No. 1
Brick veneer
CMU/steel frame
20,000
Steel joist
Office building No. 2
Glass and metal curtain
wall
Reinforced concrete frame
20,000
Cast-in-place concrete
Police station
Limestone
CMU
11,000
Steel joist
CMU = concrete masonry unit
Structure Attributes
SDE Field Workbook, August 2017
10-17
Table 10-5: Construction Details for Buildings with Five or More Stories
Structure Use
Exterior Wall Type
Structural System
Floor Area
(square feet)
Roof Support
Apartment building
Brick veneer
CMU/steel frame
60,000
Steel joist system
Hospital
Brick veneer
CMU/steel frame
200,000
Steel joist system
Hotel
Brick veneer
CMU/steel frame
135,000
Steel joist system
Office building No. 1
Precast concrete panel
Steel frame
80,000
Steel joist system
Office building No. 2
Precast concrete panel
Steel frame
80,000
Steel joist system
Office building No. 3
Glass and metal curtain walls
Steel frame
80,000
Steel joist system
CMU = concrete masonry unit
Structure Attributes
10-18
SDE Field Workbook, August 2017
10.2.4
Fire Suppression/Sprinkler Systems
A fire suppression system, referred to as a sprinkler system in the SDE tool, affects the element
percentage array for the plumbing element. Users should assume that five-story and taller
structures have a sprinkler system. The default value in the SDE tool is no sprinkler system for
one- to four-stories so the user must select this attribute for structures with fewer than five
stories.
10.2.5
Conveyance
Because conveyance systems, which include escalators and elevators, can affect the electrical
element percentage, the tool has an option for conveyance systems in a two- to four-story
structure. The default in the SDE tool is no conveyance system in two- to four-story structures.
The user does not need to select conveyance for one-story and five-story or more structures.
One-story structures do not have conveyance, and structures with five or more stories are
assumed to have conveyance, which is considered in the element percentage arrays for these
structures.
Table 10-6 summarizes SDE non-residential attributes and inspection options.
Table 10-6: Summary of SDE Non-Residential Structure Attributes and Inspection Options
Number of Stories:
1
2 thru 4
5 or more
Cause of Damage:
1. Fire
2. Flood
3. Flood and Wind
4. Seismic
5. Wind
6. Other
Structure Use:
1. Apartments
2. Auditorium
3. Commercial Retail
4. Convenience Store
5. Courthouse
6. Department Stores
7. Elementary School
8. Fast Food Restaurant
9. Fire / Police Station
10. Grocery Store
11. High School
12. Hospital
13. Hotel
14. House of Worship
15. Industrial
16. Long-Term Care Facility
17. Mini-Warehouse
18. Motel
19. Municipal Building
20. Office Building
21. Restaurants
22. Strip Mall
Structure Attributes
SDE Field Workbook, August 2017
10-19
Sprinkler System:
Yes
No
Damage Undetermined?
1. No Physical Damage Sustained
2. Vacant Lot / Property
3. Resident Refused Inspection
4. Address Does Not Exist
5. Other
Conveyance (elevator or escalator):
Yes
No
Regulatory Floodway:
1. Yes
2. No
3. Possible
Quality (of initial construction):
1. Low
2. Budget
3. Average
4. Good
5. Excellent
Depreciation Rating
1. Very Poor Condition – 88.9%
2. Requires Extensive Repairs – 66.5%
3. Requires Some Repairs – 38.8%
4. Average Condition – 24.2%
5. Above Average Condition – 13.4%
6. Excellent Condition (less than 2 years old,
no visible deterioration) – 2.9%
7. Other (inspector must add an explanation)
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Post-Determination Activities
SDE Field Workbook, August 2017
11-1
At a minimum, the
community should
complete activities 1,
2, 3, 4, and 9.
SECTION 11
POST-DETERMINATION ACTIVITIES
After all the data are collected, recorded, and finalized (by determining that the assessments do
not require any additional or revised data), the community must initiate follow-up activities to
distribute and enforce the results of the Substantial Damage determinations. The community
should, as a minimum, consider the following activities:
1. Inform other community officials about the determinations and the NFIP requirements
for reconstructing substantially damaged structures.
2. Prepare a press release to explain the determination process and the implications of the
determinations.
3. Prepare and distribute a “determination letter” with the name and telephone number of a
community contact (see Appendix C for sample determination letters). The letter should
state that the determination is required under the community’s floodplain management
ordinance and should specify that all rebuilding, improvements, or new construction in
the regulatory floodplain requires a community permit.
4. Post notices of Substantial Damage or unsafe conditions on structures as appropriate.
5. Identify publications from FEMA, the American Red Cross, and State or local agencies
that provide guidance on rebuilding after a disaster.
6. Identify potential mitigation measures for the community and individual residents.
7. Identify and implement appeal procedures.
8. Notify the State NFIP Coordinator’s office of the results of the
Substantial Damage determinations and determine what, if any,
additional activities are required.
9. Store the SDE data.
11.1 Substantial Damage Determination Letters
Determination letters should have the same format and be mailed to all residents and structure
owners in the inventory, including those without Substantial Damage. Sample letters for both
Substantial Damage and Non-Substantial Damage determinations are provided in Appendix C.
The samples are provided as guidance, and using them is encouraged but not required.
The letters should be mailed after all data have been collected and the determinations have been
signed and dated by a community official. The community should determine enforcement
procedures for properties with letters that are undeliverable. Visiting these structures may be
necessary to verify that reconstruction has not started without the required local permits.
11.1.1
Non-Substantially Damaged Structures
As mentioned above, owners of structures that are determined to not be substantially damaged
should also be notified of their determination. The letter of determination should include a
Post-Determination Activities
11-2
SDE Field Workbook, August 2017
reminder that building permits are required for repairs and reconstruction and a list of necessary
permits and permit fees, along with contact information for relevant community departments.
11.1.2
Substantially Damaged Structures
The community should request a meeting with the owners of substantially damaged structures to
explain the NFIP Substantial Damage requirements and discuss the structure owners’ options for
repair or rebuilding. The date and location of the meeting should be included in the
determination letter.
11.2 Revising Substantial Damage Determinations Based on Structure
Owner Data
Some structure owners may submit additional or more detailed information than was used during
the determination process after they have received the determination letter. The community must
evaluate the information and determine whether revising the existing determination is
appropriate. If the determination is revised, enforcement of the Substantial Damage requirements
will be based on the new determination.
All structure owners have the option of submitting additional or more detailed data and
requesting a revised determination, but the community is not required to revise determinations
based on the results of the re-evaluation. In addition, the community is not required to reimburse
structure owners for professional appraisals if an existing determination is reversed based on an
appraisal paid for by the structure owner.
The community should maintain thorough documentation in its files for any reversals of
Substantial Damage determinations. The documentation should include all supporting materials
used to justify the reversal (e.g., contractor’s estimate, property appraisal, SDE records) and
should clearly document the reason the initial determination was reversed. Because enforcement
of the Substantial Damage regulations is a key part of a community’s floodplain management
responsibilities under the NFIP, a review of Substantial Damage determinations (and
determination reversals) may be conducted as part of a future FEMA Community Assistance
Visit (CAV). State floodplain management or FEMA officials conduct CAVs periodically to
assess a community’s compliance with NFIP-required floodplain management enforcement.
For a community to remain in good standing with the NFIP, the community must show that it is
adequately enforcing these regulations. Communities that do not retain good standing with the
program are subject to probation or suspension from the program, which can have significant
consequences for the community’s residences and business owners with structures in the SFHA.
Consequences include the loss of federally backed flood insurance and limited Federal disaster
aid following declared flood events (i.e., no aid for the permanent repair or reconstruction of
insurable structures in SFHAs).
Post-Determination Activities
SDE Field Workbook, August 2017
11-3
Personal Identifiable Information (PII)
Both the electronic and hard copy SDE data
contain Personal Identifiable Information (PII)
that a community has an obligation to protect
and ensure that it does not become public.
Therefore, the SDE Manager may want to
consider encrypting the electronic files
containing any PII data with a password and
shredding any hard copies of SDE inspections or
other data when these data are no longer
required.
11.3 Storage of Final SDE Data
After the SDE inspections have been completed, the SDE Manager must determine the process
and format for storing the work generated by the SDE inventory project. SDE data storage
should not be started until after the Substantial Damage determination letters have been sent to
the structure owners and the appeal process (if any) has been completed. The items to consider
for SDE data storage include:
Storage of electronic data (i.e., the SDE database). At a minimum, the final SDE database
file should be exported from the SDE tool and stored on a CD or DVD. If the community
decides to leave the SDE data on a computer, a backup of the data should be made by
copying the data to blank media.
Electronic backups should also be made of all other project-generated guidance, forms,
SDE reports, form letters, and individual determination letters, including:
1. Unit cost tables, including source and date
2. Guidelines for resident interaction
3. Checklists for pre-disaster planning and field preparations
4. Permit requirements in effect at the time of the Substantial Damage determinations
5. PDF versions of the individual 5-page SDE determination reports and the
community-wide reports
6. Copies of the form letters used for introduction and determinations
7. Copies of the final, individual determination and appeal resolution letters or forms
8. Public hearing or appeal meeting notes and resolutions
If the inspection data were recorded manually on
the SDE Damage Inspection Worksheets, the
SDE Manager should determine whether the
hard copy data should be retained in addition to
the electronic version discussed above. If the
hard copies of the inspection forms are retained,
the SDE Manager may want these to be retained
for a set period (6 or 12 months) before
destroying.
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Appendix A
FEMA Regional Office Locations
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FEMA Regional Office Locations
1 of 1
REGION I
Federal Emergency Management Agency
99 High Street, 6th Floor
Boston, MA 02110
(617) 956-7506
REGION II
New Jersey and New York
Federal Emergency Management Agency
26 Federal Plaza
New York, NY 10278-0002
(212) 680-3600
Puerto Rico and Virgin Islands
Mailing address:
Federal Emergency Management Agency,
Caribbean Division
PO Box 70105
San Juan, PR 00936-0105
Physical address:
Federal Emergency Management Agency
New San Juan Office Bldg.
159 Calle Chardon, 6th Floor
Hato Rey, PR 00918
(787) 296-3500
REGION III
Federal Emergency Management Agency
615 Chestnut Street
One Independence Mall, Sixth Floor
Philadelphia, PA 19106-4404
(215) 931-5500
REGION IV
Federal Emergency Management Agency
3003 Chamblee Tucker Road
Atlanta, GA 30341
(770) 220-5200
REGION V
Federal Emergency Management Agency
536 South Clark St., 6th Floor
Chicago, IL 60605
(312) 408-5500
REGION VI
Federal Emergency Management Agency
800 North Loop 288
Denton, TX 76209-3698
(940) 898-5399
REGION VII
Federal Emergency Management Agency
9221 Ward Parkway, Suite 300
Kansas City, MO 64114-3372
(816) 283-7061
REGION VIII
Federal Emergency Management Agency
Denver Federal Center
Building 710, Box 25267
Denver, CO 80255-0267
(303) 235-4800
REGION IX
Federal Emergency Management Agency
1111 Broadway, Suite 1200
Oakland, CA 94607-4052
(510) 627-7100
REGION X
Federal Emergency Management Agency
Federal Regional Center
130 228th Street, Southwest
Bothell, WA 98021-8627
(425) 487-4600
Map of FEMA Region offices.
1. Boston
2. New York
3. Philadelphia
4. Atlanta
5. Chicago
6. Denton, TX
7. Kansas City
8. Denver
9. Oakland
10. SeattleU.S. Department of Homeland Security seal, Federal Emergency Management Agency (FEMA)
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Appendix B
Forms and Checklists
Appendix B: Forms and Checklists
1. Blank SDE Damage Inspection Worksheets – Single, Town or Row House, or
Manufactured House
2. Blank SDE Damage Inspection Worksheets – Non-Residential Structures
3. Checklist 1 – Post-Disaster Planning
4. Checklist 2 – Field Preparations
5. Photo Log
SDE Residential Damage Inspection Worksheet
1 of 7
Residential
SDE DAMAGE INSPECTION WORKSHEET
Single-Family, Town or Row House (Site Built Residences), or Manufactured House
Address:
SDE ADDRESS Tab
Subdivision / Community Information
Subdivision:
Parcel Number:
Lot Number: Elevation of Lowest Floor: Datum:
Community Information
NFIP Community ID:
NFIP Community Name:
Latitude:
Longitude:
Building Address
Owner First Name: Owner Last Name:
Street Number: Street Name: Street Suffix:
City: State:
County/Parish: Zip:
Phone:
Cell Phone:
Mailing Address
Check here if same as building address:
First Name:
Last Name:
Street Number: Street Name: Street Suffix:
City: State:
County/Parish: Zip:
Phone:
Cell Phone:
2 of 7
SDE Residential Damage Inspection Worksheet
SDE STRUCTURE / DAMAGE / NFIP INFO Tab
Structure Attributes / Information
Residence Type: Single Family Town or Row House Manufactured House
Foundation: Continuous Wall w/Slab (Standard) Basement Crawlspace
Piles Slab-on-Grade Piers and Posts
Superstructure: Stud-Framed (Standard) Common Brick ICF Masonry
Roof Covering: Shingles – Asphalt, Wood (Standard) Clay Tile Standing Seam (Metal)
Slate
Exterior Finish: Siding or Stucco (Standard) Brick Veneer EIFS
None – common brick, structural
HVAC System: Heating and/or Cooling None
Story: One Story (Standard) Two or More Stories
Structure Information
Year of Construction:
Quality of Initial Construction: Low Budget Average Good Excellent
Residence Information (if needed):
Inspector / Damage Information
Inspector’s Name:
Inspector’s Phone:
Date of Inspection (mm/dd/yyyy): Date Damage Occurred (mm/dd/yyyy):
Cause of Damage: Fire Flood Flood and Wind Seismic Wind Other
Cause of Damage (if “Other” is selected):
SDE Residential Damage Inspection Worksheet
3 of 7
SDE STRUCTURE / DAMAGE / NFIP INFO Tab
Damage Undetermined: ______ (check here and check the reason below):
_____ No Physical Damage Sustained _____ Vacant / Property _____ Resident Refused Inspection
_____ Address Does Not Exist _____ Other (Explain)
Duration of Flood: Hours Days
Depth of Flood Above Ground (estimated to nearest 0.5 foot):
Depth of Flood Above Lowest Floor (estimated to nearest 0.5 foot):
NFIP / Community Information
FIRM Panel Number: Suffix: Date of FIRM Panel (mm/dd/yyyy):
FIRM Zone: Base Flood Elevation:
Regulatory Floodway: Yes No Possible
Community Information (if needed):
4 of 7
SDE Residential Damage Inspection Worksheet
COST Tab
Select appropriate diagram of structure footprint and enter structure dimensions and the number of stories:
Diagram of structure footprints with boxes to enter structure dimensions and the num
SDE Residential Damage Inspection Worksheet
5 of 7
COST Tab
Square Footage
Base Cost per Sq Ft.: Total Square Footage:
Geographic Adjustment:
Cost Adjustments
Single-Family House
Quantity
Units
Unit Cost
Item Cost
Roofing
Sq Ft
Heating / Cooling
Each
Appliances
Each
Fireplaces
Each
Porch / Breezeways
Sq Ft
Garage
Sq Ft
Manufactured House
Quantity
Units
Unit Cost
Item Cost
Expando
Sq Ft
Carport
Sq Ft
Open Porch
Sq Ft
Enclosed Porch
Sq Ft
Decks
Each
Skirting
Sq Ft
Fireplaces
Each
6 of 7
SDE Residential Damage Inspection Worksheet
COST Tab
Additional Cost Adjustments
Adjustments
Quantity
Unit Cost
Item Cost
Cost Data Reference (source or name):
Cost Data Date:
Note: The computed Actual Cash Value (ACV) for the structure will be calculated once the square footage, base
cost, cost adjustments, costs add-ons, and depreciation percentage are entered into the SDE tool.
Depreciation Rating:
1. Very Poor Condition 2. Requires Extensive Repairs 3. Requires Some Repairs
4. Average Condition 5. Above Average Condition 6. Excellent Condition 7. Other
Depreciation Percentage (if ‘Other’ selected for Depreciation Rating):
Depreciation Explanation (if ‘Other’ selected for Depreciation Rating):
SDE Residential Damage Inspection Worksheet
7 of 7
ELEMENT PERCENTAGE Tab
Note: The inspector needs only enter the % Damaged data here. The data in the Element %, Item Cost, and
Damage Values columns will be populated based on the selected attributes once all the data are entered into the
SDE tool.
Residence Type: Single-Family (SF) House Townhouse Manufactured House (MH)
Item
% Damaged
Element %
Item Cost
Damage Values
Foundation (not required for MH)
Superstructure
Roof Covering
Exterior Finish
Interior Finish
Doors and Windows
Cabinets and Countertops
Flood Finish
Plumbing
Electrical
Appliances
HVAC
Skirting / Forms Piers (MH only)
SDE OUTPUT SUMMARY Tab – Optional User Entered Data
Professional Market Appraisal:
Tax Assessed Value:
Tax Factor Adjustment:
Adjusted Tax Assessed Value:
Contractor’s Estimate of Damage:
Community’s Estimate of Damage:
This page intentionally left blank.
SDE Non-Residential Damage Inspection Worksheet
1 of 6
Non-Residential
SDE DAMAGE INSPECTION WORKSHEET
Address:
SDE ADDRESS Tab
Subdivision / Community Information
Subdivision:
Parcel Number:
Lot Number: Elevation of Lowest Floor: Datum:
Community Information
NFIP Community ID:
NFIP Community Name:
Latitude:
Longitude:
Building Address
Owner First Name:
Owner Last Name:
Street Number: Street Name: Street Suffix:
City: State:
County/Parish: Zip:
Phone:
Cell Phone:
Mailing Address
Check here if same as building address:
First Name:
Last Name:
Street Number: Street Name: Street Suffix:
City: State:
County/Parish: Zip:
Phone:
Cell Phone:
2 of 6
SDE Non-Residential Damage Inspection Worksheet
SDE STRUCTURE / DAMAGE / NFIP INFO Tab
Structure Attributes / Information
Year of Construction:
Number of Stories: 1 Story 2 to 4 5 or more
Structure Use:
Sprinkler System: Yes No
Conveyance: Yes No
Quality of Initial Construction: Low Budget Average Good Excellent
Structure Information (if needed):
Inspector / Damage Information
Inspector’s Name:
Inspector’s Phone:
Date of Inspection (mm/dd/yyyy):
Date Damage Occurred (mm/dd/yyyy):
Cause of Damage: Fire Flood Flood and Wind Seismic Wind Other
Cause of Damage (if ‘Other’ is selected):
Damage Undetermined: ______ (check here and check the reason below):
_____ No Physical Damage Sustained _____ Vacant / Property _____ Resident Refused Inspection
_____ Address Does Not Exist _____ Other (Explain)
Duration of Flood: Hours Days
Depth of Flood Above Ground (estimated to nearest 0.5 foot):
Depth of Flood Above Lowest Floor (estimated to nearest 0.5 foot):
SDE Non-Residential Damage Inspection Worksheet
3 of 6
SDE STRUCTURE / DAMAGE / NFIP INFO Tab
NFIP / Community Information:
FIRM Panel Number:
Suffix:
Date of FIRM Panel (mm/dd/yyyy):
FIRM Zone: Base Flood Elevation:
Regulatory Floodway: Yes No Possible
Community Information (if needed):
4 of 6
SDE Non-Residential Damage Inspection Worksheet
COST Tab
Select appropriate diagram of structure footprint and enter structure dimensions and the number of stories:
Diagrams of structure footprints with boxes to enter structure dimensions and numbe
SDE Non-Residential Damage Inspection Worksheet
5 of 6
COST Tab
Square Footage
Base Cost per Sq Ft.:
Total Square Footage:
Geographic Adjustment:
Cost Adjustments
Adjustments
Quantity
Units
Unit Cost
Item Cost
Additional Cost Adjustments
Adjustments
Quantity
Unit Cost
Item Cost
Cost Data Reference (source or name):
Cost Data Date:
6 of 6
SDE Non-Residential Damage Inspection Worksheet
Note: The computed Actual Cash Value (ACV) for the structure will be calculated once the square footage, base
cost, cost adjustments, costs add-ons, and depreciation percentage are entered into the SDE tool.
Depreciation Rating:
1. Very Poor Condition 2. Requires Extensive Repairs 3. Requires Some Repairs
4. Average Condition 5. Above Average Condition 6. Excellent Condition 7. Other
Depreciation Percentage (if ‘Other’ selected for Depreciation Rating):
Depreciation Explanation (if ‘Other’ selected for Depreciation Rating):
ELEMENT PERCENTAGES Tab
Note: The inspector needs only enter the % Damaged data here. The data in the Element %, Item Cost, and
Damage Values columns will be populated based on the selected attributes once all the data are entered into the
SDE tool.
Item
% Damaged
Element %
Item Cost
Damage Values
Foundation
Superstructure
Roof Covering
Plumbing
Electrical
Interiors
HVAC
SDE OUTPUT SUMMARY Tab – Optional User Entered Data
Professional Market Appraisal:
Tax Assessed Value:
Factor Adjustment:
Adjusted Tax Assessed Value:
Contractor’s Estimate of Damage:
Community’s Estimate of Damage:
Checklist 1 – Post-Disaster Planning
Checklist 1 – Post-Disaster Planning
1 of 5
Need
Completed Item
1.
Brief all elected officials as soon as possible after the event
regarding the NFIP requirements for Substantial Damage
determinations.
Source:
FEMA P-758, Substantial Improvement/Substantial Damage
Desk Reference , Chapter 7 (May 2010)
2.
Select an SDE Manager.
Source:
FEMA P-784, SDE User Manual and Workbook, Section 7.1
(August 2017)
3.
Review NFIP requirements for Substantial Damage and
Substantial Improvement.
Sources:
NFIP Regulations
FEMA P-758, Substantial Improvement/Substantial Damage Desk
Reference (May 2010)
FEMA 213, Answers to Questions About Substantially Damaged
Buildings (May 1991)
4.
Review SDE tool and User Manual to understand the SDE data
requirements.
Sources:
FEMA P-784, SDE User Manual and Workbook, Sections 3 and 4
(August 2017)
FEMA SDE Best Practices (August 2017)
FEMA Substantial Damage Estimator Tool Frequently Asked
Questions
5.
Identify Flood Insurance Rate Maps (FIRMs) or other floodplain
maps to review the boundaries of the SFHA.
Data may include FIRMs, FBFMs, FIS reports, community maps
showing previously flooded areas, and flood studies by State or other
Federal agencies.
Source:
FEMA P-784, SDE User Manual and Workbook, Section 8.1
(August 2017)
Community NFIP coordinator
Checklist 1 – Post-Disaster Planning
2 of 5
Checklist 1 - Post-Disaster Planning
Need
Completed Item
6.
Identify type, location, and community contacts for tax or GIS data
for structures within the SDE inventory area that are potentially
Substantially Damaged.
Any or all of the following data will be useful: owner name, building
address, type of house, non-residential building use, year of
construction, square footage, number of stories, adjusted building
values, number of years since last tax adjustment, and dates of
additions or renovations.
Source:
FEMA P-784, SDE User Manual and Workbook, Section 8.1
(August 2017)
7.
Identify community street, address, or tax maps for delineating
the boundaries of the SFHA.
This will help delineate the maximum limits of the SDE inventory area
while also showing addresses or lot locations.
Source:
FEMA P-784, SDE User Manual and Workbook, Section 7
(August 2017)
8.
Transfer SFHA boundaries from floodplain map to a base map
that includes streets, addresses, or a tax map.
Using the effective FIRM for the community, transfer the SFHA
boundaries to a base map with named streets and either addresses or
lot boundary lines. This will delineate the maximum limits of the SDE
inventory to narrow the focus of the inspections while avoiding areas
outside the SFHA.
Source:
FEMA P-784, SDE User Manual and Workbook, Sections 8.1 and
9.3 (August 2017)
9.
Perform a curbside review of structures within the SDE inventory
area.
This helps the SDE Manager understand the scope and extent of the
inventory area as well as the initial construction quality, size, and type
of structures that will require inspections.
Source:
FEMA P-784, SDE User Manual and Workbook, Sections 7.3 and
9.5 (August 2017)
Checklist 1 – Post-Disaster Planning
Checklist 1 – Post-Disaster Planning
3 of 5
Need
Completed Item
10.
Identify the property and structure access procedures for locked
or unoccupied structures.
These procedures should be written and well defined; the elected
officials and community legal counsel should then review and approve
them to ensure that the procedures are legal and defensible. As a
minimum, these procedures should include guidance on owner/resident
interaction, and requirements for entering open property and structures
when owners/residents are not present or when occupants are present
but refuse entry to the structure or property. In addition, inspectors with
permission to enter a structure need to verify that the structure is
structurally stable and safe to enter.
Source:
FEMA P-784, SDE User Manual and Workbook, Sections 8.2 and
9.1 (August 2017)
11.
Pre-load available property data into the SDE tool.
These data must be cross-referenced to a FIRM, address, or tax map
so that the inspectors know which structure and property record are
being inspected. Once the data are uploaded into the SDE tool, it will
create property records. After the inspection is complete and the field
data are entered, the records become SDE assessments.
Sources:
FEMA P-784, SDE User Manual and Workbook, Sections 3.7, 7.5,
and 8.1 (August 2017)
12.
Identify the number and names of inspectors required for the
inventory and form the inspection teams.
The number of inspectors and inspection teams will determine the
potential daily rate of completed inspections and a target completion
date.
Source:
FEMA P-784, SDE User Manual and Workbook, Section 8.2
(August 2017)
13.
Identify inspection areas that may require permission or special
access.
Industrial parks, factories, private or gated subdivisions, islands,
airports, school campuses, and other areas may require permission or
other advance coordination to gain access to the property and
structures.
Checklist 1 – Post-Disaster Planning
4 of 5
Checklist 1 - Post-Disaster Planning
Need
Completed Item
14.
Identify the proposed sequence of SDE inspections.
Decide which subdivisions, neighborhoods, or areas will be inspected
first, then next, and so on. The sequence will depend on the number of
inspectors, their availability during the inspection process, the number
of structures to inspect, and the proposed completion date of the
inspections. The sequence may be revised as issues arise due to other
post-disaster activities that may restrict or limit the inspection teams.
Source:
FEMA P-784, SDE User Manual and Workbook, Section 8.2
(August 2017)
15.
Prepare a list of local contacts for all project personnel and local
agencies.
This list should include, as a minimum, the SDE Manager, a
responsible community official, inspectors, office staff, and the police,
fire, and emergency management contacts.
Source:
FEMA P-784, SDE User Manual and Workbook, Section 8.1
(August 2017)
16.
Research, obtain, or develop base costs for determining
reasonable structure values for residential and non-residential
structures in the community. Resources include industry-accepted
cost-estimating guides, building permit data, discussions with local
contractors or realtors, adjusted tax data, guidance from adjacent
communities, or personal experience with residential and non-
residential cost estimating.
Sources:
FEMA P-784, SDE User Manual and Workbook, Sections 3.11,
8.1, and 8.4 (August 2017)
Checklist 1 – Post-Disaster Planning
Checklist 1 – Post-Disaster Planning
5 of 5
Need
Completed Item
17.
Prepare a Letter of Introduction on community letterhead.
The letter will be handed to occupants by the inspectors as they
prepare to enter a new property. This should include, as a minimum, a
brief discussion of the intent and scope of the SDE inspections, the
normal work hours and days, the option of the structure owner or
resident to refuse entry to the property or the structure, and the name,
telephone number, and e-mail address of the SDE Manager or local
official in charge of the SDE inventory.
Source:
FEMA P-784, SDE User Manual and Workbook, Appendix C
(August 2017)
18.
Make Substantial Damage determinations for structures located in
the SFHA.
Sources:
FEMA P-784, SDE User Manual and Workbook, Sections 3.11
and 9 (August 2017)
19.
After Substantial Damage determinations are complete, issue
permits for repair and reconstruction.
Source:
FEMA P-758, Substantial Improvement/Substantial Damage
Desk Reference, Chapter 7 (May 2010)
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Checklist 2 – Field Preparations
Checklist 2 – Field Preparations
1 of 2
Need
Have
Item
1.
Flood maps such as FIRMs, FBFMs, FEMA Flood Recovery
maps, or other floodplain or flood risk maps.
2.
Tax or address map with 100-year flood boundaries.
3.
Route or area map showing proposed areas and sequence for
data collection.
4.
Tax data, including structure owner name, address, and zip code,
mailing address and zip code, number of stories, and dimensions
or habitable square footage (if available).
5.
Copies of blank SDE Damage Inspection Worksheets.
6.
Copies of blank photo logs (if needed).
7.
Photo ID badges for inspectors.
8.
Letter of Introduction with community point of contact (name and
telephone number).
9.
Clip boards, pens/pencils, steno pad or notebook, highlighter.
10.
100 ft tape measure (to obtain or verify structure dimensions).
11.
Address board and dry erase markers.
12.
Hard hat, gloves, safety glasses and vest, steel-toe and steel-
shank shoes, safety vest, and flashlight.
13.
Cell phones or walkie-talkies.
14.
Digital camera, primary and alternate memory cards, and extra
batteries.
15.
Verification that police, fire, and emergency management
agencies have been advised of SDE inspections.
16.
Laptop computers or tablets with SDE tool installed and power
cords with plug adaptors for use and re-charging in field vehicles.
17.
Rain or cold-weather gear
Checklist 2 – Field Preparations
Procedures to review with inspectors prior to the start of data collection
2 of 2
Checklist 2 – Field Preparations
Need
Have
Item
1.
Field safety procedures for dealing with extreme temperatures,
wild and domestic animals, driving, parking, and accidents.
2.
SDE data collection and recording requirements.
3.
Guidance for entering locked, occupied, or unoccupied
structures.
4.
Guidance on identifying initial construction quality for both
residential and non-residential structures.
5.
SDE inspection procedures for residential structures.
6.
SDE inspection procedures for non-residential structures.
7.
Guidance on selecting the depreciation rating.
8.
Data collection routes and sequence.
9.
Guidelines for interaction with structure owners and occupants.
Photo Log
1 of 1
PHOTO LOG
Team ID Name/Number:
Date: / /
Memory
Stick No.
Photo No.
Address / Description
This page intentionally left blank.
APPENDIX C
Sample Documents
Appendix C: Sample Documents
1. Letter of Introduction
2. NOTICE OF DETERMINATION – Substantial Improvement
3. NOTICE OF DETERMINATION – Substantial Damage
4. NOTICE OF DETERMINATION – Work Does Not Constitute Repair of Substantial
Damage
5. Recommended Guidelines for Interaction with Structure Owners by SDE Inspectors
Sample Letter of Introduction for SDE Inspections
City of Floodville
Department of Building Inspections
1212 River Road
Floodville, NY 14008
September 8, 2017
Dear Structure Owner or Occupant:
The bearer of this letter is on official business for the City of Floodville during the hours
between 8:00 AM and 6:00 PM, Monday through Saturday.
As a result of the flooding that occurred between September 3 and 4, 2017, City staff will be inspecting
buildings throughout the community for evidence of Substantial Damage. This evaluation is required by
our Floodplain Management Ordinance dated April 8, 2005. These inspections apply to all structures
within the 100-year floodplain as shown on the Federal Emergency Management Agency (FEMA)
Flood Insurance Rate Map (FIRM), Panels 0100 through 0350 for Floodville dated June 19, 2008.
The inspectors will require approximately 30 minutes for a residential inspection and from 30 to 90
minutes for non-residential buildings to inspect for exterior and interior damage. They will record the
required information used by the Floodville Department of Building Inspections to make Substantial
Damage determinations. After the City has completed the determination process, a written
determination will be mailed to the owners of the inspected structures.
Please be advised that all repairs, reconstruction, and new construction are subject to the provisions of
the Floodville Building Code and may require a permit. Construction activities that are undertaken
without a proper permit are violations and may result in citations, fines, the removal of the non-
compliant construction, or other legal action.
If you refuse admittance to the inspectors, your address will be provided to our City Attorney for
processing of a formal legal request to inspect the structure during normal business hours.
Questions regarding the inspection process may be directed to me or Mr. William Jones of the Building
Department at 888-999-1212 between the hours of 7:30 AM and 5:00 PM, Monday through Friday, or e-
mailed to william.jones@floodville.ny.gov.
Sincerely,
Lisa Donaldson, Chief Inspector
Department of Building Inspections
888-999-0000
lisa.donaldson@floodville.ny.gov
Substantial Improvement
Sample Letter to Notify Structure Owner of Determination
NOTICE OF SUBSTANTIAL IMPROVEMENT DETERMINATION (RESIDENTIAL)
Dear [name of structure owner]:
The City of Floodville has reviewed your recent application for a permit to [describe proposed
improvement/addition] for the existing residential structure located at [insert structure address], Floodville,
NY 14056.
The Department of Building Inspections has determined that this structure is located within a mapped
Special Flood Hazard Area on the Flood Insurance Rate Map (FIRM), Panel 0150, with an effective date of
June 19, 2008. As required by our floodplain management ordinance or building code, we have evaluated
the proposed work and determined that it constitutes Substantial Improvement of the building. This
determination is based on a comparison of the cost estimate of the proposed work to the market value of
the building (excluding land value). When the cost of improvements equals or exceeds 50 percent of the
market value of the building, the work is considered to be Substantial Improvement under the requirements
of the National Flood Insurance Program (NFIP) and the city’s Floodplain Management Ordinance dated
April 8, 2005.
As a result of this determination, you are required to bring the building into compliance with the flood
damage-resistant provisions of the City regulations and/or code [cite pertinent sections].
We would be pleased to meet with you and your designated representative (architect/builder) to discuss the
requirements and potential options for bringing the structure into compliance. Several issues must be
addressed to achieve compliance. The most significant requirement is that the lowest floor, as defined in
the regulations/code, must be elevated to or above the base flood elevation (BFE) [or the elevation
specified in the regulations/code] on the FIRM. You may wish to contact your insurance agent to
understand how raising the lowest floor higher than the minimum required elevation can reduce NFIP flood
insurance premiums.
Please resubmit your permit application along with plans and specifications that incorporate compliance
measures. Construction activities that are undertaken without a proper permit are violations and may
result in citations, fines, the removal of the non-compliant construction, or other legal action.
Sincerely,
Lisa Donaldson, Chief Inspector
Department of Building Inspections
888-999-0000
lisa.donaldson@floodville.ny.gov
Substantial Damage
Sample Letter to Notify Structure Owner of Determination
NOTICE OF SUBSTANTIAL DAMAGE DETERMINATION (RESIDENTIAL)
Dear [name of structure owner]:
The City of Floodville has reviewed your recent application for a permit to repair [describe proposed
improvement/addition] for the existing residential structure located at [insert structure address], Floodville,
NY 14056. These repairs are required as a result of flood damage from the storms of August 26–28, 2017.
The Department of Building Inspections has determined that this structure is located within a mapped
Special Flood Hazard Area on the Flood Insurance Rate Map (FIRM), Panel 0150, with an effective date of
June 19, 2008. As required by our floodplain management ordinance or building code, we have evaluated
the proposed repairs and determined that the damage constitutes Substantial Damage for the structure.
This determination is based on a comparison of the cost estimate of the proposed cost of repairs to the pre-
damage market value of the structure (excluding land value). When the cost of repairs equals or exceeds
50 percent of the pre-damage market value of the structure, the damage is considered to be Substantial
Damage under the requirements of the National Flood Insurance Program (NFIP) and the city’s Floodplain
Management Ordinance dated April 8, 2005.
As a result of this determination, you are required to bring the structure into compliance with the flood
damage-resistant provisions of the City regulations and/or code [cite pertinent sections].
We would be pleased to meet with you and your designated representative (architect/builder) to discuss the
requirements and potential options for bringing the structure into compliance. Several issues must be
addressed to achieve compliance. The most significant requirement is that the lowest floor, as defined in
the regulations/code, must be elevated to or above the base flood elevation (BFE) [or the elevation
specified in the regulations/code] on the FIRM. You may wish to contact your insurance agent to
understand how raising the lowest floor higher than the minimum required elevation can reduce NFIP flood
insurance premiums.
Please resubmit your permit application along with plans and specifications that incorporate compliance
measures. Construction activities that are undertaken without a proper permit are violations and may
result in citations, fines, the removal of the non-compliant construction, or other legal action.
Sincerely,
Lisa Donaldson, Chief Inspector
Department of Building Inspections
888-999-0000
lisa.donaldson@floodville.ny.gov
Work does NOT Constitute Repair of Substantial Damage
Sample Letter to Notify Property Owner of Determination
NOTICE OF DETERMINATION (RESIDENTIAL)
Dear [name of structure owner]:
The City of Floodville has reviewed your recent application for a permit to repair [describe proposed
improvement/addition] for the existing residential structure located at [insert structure address], Floodville,
NY 14056. These repairs are required as a result of flood damage from the storms of August 26–28, 2017.
The Department of Building Inspections has determined that this structure is located within a mapped
Special Flood Hazard Area on the Flood Insurance Rate Map (FIRM), Panel 0150, with an effective date of
June 19, 2008. As required by our floodplain management regulations and/or building code, we have
evaluated the proposed repair work and determined that the damage does not constitute Substantial
Damage for this structure. This determination is based on a comparison of the cost estimate of the
proposed cost of repairs to the pre-damage market value of the structure (excluding land value). When the
cost of repairs is less than 50 percent of the pre-damage market value of the structure, the damage is not
considered to be Substantial Damage, so no additional requirements apply for this structure.
Please be advised that we may need to make another determination if you elect to perform work other
than that described and defined in your current permit application, including additional renovations or
upgrades or the building of an addition. Construction activities that are undertaken without a proper permit
are violations and may result in citations, fines, the removal of the non-compliant construction, or other
legal action.
Questions regarding the inspection process may be directed to me or Mr. William Jones of the Building
Department at 888-999-1212 between the hours of 7:30 AM and 5:00 PM, Monday through Friday, or e-
mailed to william.jones@floodville.ny.gov.
Sincerely,
Lisa Donaldson, Chief Inspector
Department of Building Inspections
888-999-0000
lisa.donaldson@floodville.ny.gov
Recommended Guidelines for
Interaction with Structure Owners by SDE Inspectors
1. The objectives of the SDE inspections are to accurately collect the data required for the Substantial
Damage determinations through rapid visual inspections and then move on to the next structure. The
initial inspections may require more than 30 minutes for a residential structure. After the first 2 to 3
days of residential inspections, the inspection time should be 15 minutes or less per structure, as the
inspectors gain experience and feel more comfortable with the inspections.
2. Remember that you are entering someone’s property and structure, or place of business on official
City business. Therefore, conduct yourself in a professional manner and be respectful of personal
property. Many of these owners and occupants have suffered significant financial losses.
3. The inspections will be conducted between the hours of AM and PM, Monday through
Friday (or Monday through Saturday), until all required structures have been inspected. This is in
accordance with the inspection guidance provided in the community Letter of Introduction that you will
be carrying during the inspection period.
4. Given the extensive damage, many of the homes and buildings may be unoccupied. Our community
legal counsel has determined that we can enter open, unoccupied structures. The structure must be
unlocked and open, without any signs or other visible postings forbidding trespassing on the property or
within the structure. Therefore, you may have little or no contact with some of the occupants as you
complete the inspections.
5. When approached by a structure owner or occupant, verify that the building being inspected is theirs
and then hand them a community Letter of Introduction. In general, structure owners and occupants
will be curious and possibly suspicious of the inspections. Explain that you are only there to inspect for
damage and record the required data. The Letter of Introduction should be handed out to anyone who
requests information about the inspections.
6. If you feel threatened in any manner, return to your vehicle and call the police and then the SDE
Manager with the address and type of threat.
7. Structure owners and occupants with additional questions should be directed to call the point-of-
contact identified in the Letter of Introduction. Try to avoid lengthy conversations as much as possible.
Many of the conversations will become repetitive and will unnecessarily slow down the rate of
inspections.
8. Unless specifically directed by the SDE Manager, do not try to explain the Substantial Damage
determination process, what the results might mean for the structure owner, or any State or Federal
buyout or other post-disaster grant or funding program.
9. Under the SDE Manager’s direction, explain that building permits may be required for any
reconstruction, repairs, or new construction in the aftermath of the disaster. Also, any reconstruction,
repairs, or new construction conducted without a proper permit may be considered non-compliant
construction and could result in daily fines, removal of the non-compliant construction, or other legal
action.
10. For locked properties or properties where the owner or occupant is present but refuses to allow you
inside, simply record the address, a name and telephone number (if available), the reason for the
refusal, and then hand the owner or occupant the Letter of Introduction before moving on to the next
structure.
11. Before entering a structure, verify that the floor is safe to walk on, and then enter carefully. Refrain
from pulling pieces of plaster, tearing out drywall or ceilings, or tearing back wallpaper or drywall for
the assessment of the damage on the percent breakdown section of the Damage Inspection
Worksheet of the SDE tool.
Appendix D
Guidance for a Contractor or Community Estimate of Repairs
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Guidance for a Contractor or Community Estimate of Repair
1 of 4
Required and Recommended Elements to be Included
In a Contractor or Community Estimate of Repairs
ALL STRUCTURES
Address or Location:
Community:
ITEMS THAT MUST BE INCLUDED (check box on left if present):
All structure elements, including:
1. Foundations (e.g., slab-on-grade, basement, crawlspace)
2. Monolithic or other types of concrete slabs
3. Bearing walls, tie beams, trusses
4. Joists, beams, subflooring, framing, ceilings
5. Interior non-bearing walls
6. Exterior finishes (e.g., brick, stucco, siding)
7. Windows and exterior doors
8. Roofing, gutters, and downspouts
9. Hardware
10. Attached decks and porches
11.
12.
13.
14.
15.
2 of 4
Guidance for a Contractor or Community Estimate of Repair
ITEMS THAT MUST BE INCLUDED (check box on left if present):
All interior finish elements, including:
1.
Floor finishes (e.g., hardwood, ceramic, vinyl, linoleum, stone, carpeting over subflooring)
2.
Bathroom tiling and fixtures
3.
Wall finishes (drywall, paint, stucco, plaster, paneling, tile, and marble)
4.
Built-in cabinets (kitchen, utility, entertainment, storage, and bathroom)
5.
Interior doors
6.
Interior finish carpentry
7.
Built-in bookcases and furniture
8.
Hardware
9.
Insulation
10.
11.
12.
13.
14.
15.
Guidance for a Contractor or Community Estimate of Repair
3 of 4
ITEMS THAT MUST BE INCLUDED (check box on left if present):
All utility and service equipment, including:
1.
HVAC equipment
2.
Plumbing fixtures and piping
3.
Electrical service panel, wiring, outlets, and switches
4.
Light fixtures and ceiling fans
5.
Security systems
6.
Built-in appliances
7.
Central vacuum systems
8.
Water filtration, conditioning, or recirculation systems
9.
10.
11.
12.
13.
14.
15.
4 of 4
Guidance for a Contractor or Community Estimate of Repair
ITEMS THAT MAY BE EXCLUDED:
1.
Trash removal and clean-up
2.
Costs to temporarily stabilize a structure so that it is safe to enter and evaluate
3.
Costs to obtain or prepare plans and specifications
4.
Land survey costs
5.
Permit fees and inspection fees
6.
Carpeting and re-carpeting installed on top of the sub-flooring or finished floor
7.
Outside improvements, including landscape, irrigation, sidewalks, driveways, fences, yard
lights, swimming pools, pool enclosures, and detached accessory structures costs required for
minimum necessary work to correct existing violations of health, safety, sanitary, or building
codes
8.
Plug-in appliances such as washing machines and stoves
9.
10.
11.
12.
13.
14.
15.
Appendix E
Guidance for Estimating Percent Damage for Residential Structures
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Guidance for Estimating Percent Damage for Residential Structures
1 of 12
Basic Flooding Model Assumptions:
1) Medium height freshwater flooding; limited duration. No high-velocity action; no wave action.
2) A 1-story house (without a basement) is used for this example house to establish the Categories of Work percentages of total costs.
Damage Threshold
Foundation
0-25%
25-50%
50-75%
Over 75%
Description
Continuous perimeter foundations, footings, and
piers for internal beams and floor loads. Footing
depth averages between 30 inches and 42 inches
below ground level. Materials include
unreinforced cast-in-place concrete,
unreinforced masonry or concrete masonry units
(CMUs), concrete slab on grade, or raised slab
construction.
Threshold Markers
Water level does not rise to
the level of the bottom of
the first floor of the
structure.
Water level rises just above
first floor level.
Water level is 4-7 feet
against the outside of the
building.
Water level is 7 feet or
higher against the outside
of the building.
No scouring at the
footings.
Limited scouring at the
footings.
Limited scouring at the
footings.
Soils are saturated and
unstable
Limited scouring at the
footings.
Foundation is notably
cracked and/or displaced.
Structure has been
knocked off its foundation.
Some undermining but no
visible cracking at concrete
slab.
Soils are saturated.
Cracks noted on or along
the foundation walls.
Portions of the foundation
are damaged or missing
Undermining of the
concrete slab, especially at
corners - hairline cracks
only.
Significant undermining of
the concrete slab –
significant cracking is
visible.
Significant undermining of
the concrete slab - major
cracking and separation of
the concrete slab.
Common Damage
Short-term inundation to
limited heights. Limited
scouring and erosion - low
flow and low velocity
floodwaters. No noticeable
cracking of the masonry or
displacement of the
foundation walls.
Short-term inundation -
Foundation is inundated with
flood waters but for a limited
duration. Limited scouring or
undermining of the
foundation or footings is
found. Minor cracking from
some settlement but no
displacement, heaving or
discontinuities of the
structural support systems.
Floodwaters extend over the
top of the foundation system
- significant inundation for
over 12 hours. Some
cracking of the
masonry/concrete foundation
walls. Some damage to the
foundation wall from debris or
settlement noted.
Settlement noted at the
footings, due to erosion or
unstable soils. Foundation
wall damage – sections of
the walls are cracking,
displaced, and missing,
causing an inherent instability
to the support for the house.
Use caution when
approaching or entering the
house.
Special Considerations for
Coastal/High Velocity Floods
Coastal floods may show more evidence of scouring at the supports - the foundation system may be better designed to
resist this scouring action.
High velocity floodwaters may create erosion/scouring that the building has not been designed to resist.
2 of 12
Guidance for Estimating Percent Damage for Residential Structures
Superstructure (Wood Frame/Masonry)
0- 25%
25-50%
50-75%
Over 75%
Description
The wall support systems that extend from the
foundation wall to the roof structure.
Superstructures include the exterior wall
sheathing panels, shear panels, or braced wall
panels. This section also includes structural
members that support the roof (rafters and
trusses), but does not include the roof sheathing.
Wood frame construction:
Lightweight lumber or metal studs Interior wall
framing (without sheathing) Typical exterior
structural panel wall sheathing is plywood or
hardboard
Masonry construction:
Load bearing walls using unreinforced masonry
(URM) and reinforced block or brick
Typical exterior covers are stucco, siding
(aluminum, vinyl, or wood), and masonry veneer
(Reinforced concrete construction should be
categorized under masonry.)
Threshold Markers
Water level does not rise to
the level of the bottom of
the first floor of the
structure.
Water level rises just
above first floor level.
Water level is up to 3 feet
high on the first floor level.
Water is over 3 feet high
on the first floor level of
the house.
Damage to the exterior
walls is limited
Some damage to exterior
walls.
Significant damage to
exterior walls.
No damage to the roof
framing.
Damage to the roof framing
is limited.
Significant damage to
sections of the roof
framing.
Significant damage to the
main portion or multiple
sections of the roof
framing.
Common Damage
Minor damage to portions
of the wall structure. Wall
studs and sheathing
suffered minor damage by
contact with debris or from
floodwater pressures
against the structure.
Minor missing or damaged
sections of the roof
structure. No deformation
or distortion of the
structural frame is evident.
Some missing sections or
open damage to portions
of the wall structure. Wall
studs and sheathing
suffered some damage by
contact with debris or from
floodwater pressures
against the structure.
Some missing or damaged
sections of the roof
structure. No deformation
or distortion of the
structural frame is evident.
Missing sections or open
damage to significant portions
of the wall structure. Wall
studs and sheathing
damaged by contact,
collision, or piercing with
debris or from floodwater
pressures against the
structure. Significant missing
or damaged sections of the
roof structure. Some
deformation or distortion of
the structural frame is
evident.
Missing exterior wall(s) or
open damage to large
portions of the wall structure.
Wall studs and sheathing
damaged by contact,
collision, or piercing with
debris or from floodwater
pressures against the
structure. Large missing or
damaged sections of the roof
structure. Significant
deformation or distortion of
the structural frame is
evident.
Special Considerations for
Coastal/High Velocity Floods
Coastal areas have higher wind conditions requiring additional exterior wall structural panels, shear walls, and braced
wall panels.
Damage to these wall structural systems would indicate a higher percent of damage, because they are already designed
to resist higher wind conditions.
Guidance for Estimating Percent Damage for Residential Structures
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Roof Covering
0-25%
25-50%
50-75%
Over 75%
Description
Roofing includes a lightweight composition
shingle, tile roofs, metal roofs, or a built-up roof
with gravel or rock cover material. Roofing does
not include structural framing members such as
rafters or prefabricated trusses that support the
roof deck. The roof sheathing and flashing is
included in this section.
Threshold Markers
Minor wind damage to the
roof coverings.
Some damaged areas of
the roof from high-winds or
damage from debris.
Significant damaged areas
of the roof from high winds
or damage from debris.
Large damaged areas of
the roof from high winds
or damage from debris.
Main surface areas are
unaffected.
Some sections of the roof
covering are missing or
loose.
Significant sections of the
roof covering are missing
or loose.
Major sections of the roof
covering are missing or
loose.
Flashings are intact.
Some damage to the
flashings.
Damage to the flashings
allows some water
infiltration at joints and
roof penetrations.
Damage to the flashings
allows significant water
infiltration at joints and
roof penetrations.
No damage to the roof
sheathing.
Minimal damage to the roof
sheathing.
Significant damage to the
roof sheathing - some
areas of the sheathing will
need replacement.
Major damage to the roof
sheathing - most of the
roof sheathing will need
replacement.
Common Damage
Roof shingles or tiles mostly
intact. Some minor damage
to roof shingles - some torn
or loose shingles in limited
areas.
Some areas where the roof
shingles were damaged by
high winds. Several small
areas of exposed roof
sheathing as a result of
missing/damaged shingles.
Some areas where the roof
shingles were damaged by
high winds. Several small
areas of exposed roof
sheathing as a result of
missing/damaged shingles.
Some damage to the roof
covering and sheathing due
to debris falling or penetrating
the roof assembly.
Major areas of the roof
where the shingles/tile are
missing, allowing
rainwater to freely enter
the house below.
Significant damage to roof
covering and roof
sheathing from strong
winds or windborne debris
penetrating the roof
assembly.
Special Considerations for
Coastal/High Velocity Floods
Coastal areas have higher wind conditions requiring additional roof covering requirements.
Damage to these roof coverings would indicate a higher percent of damage, because they are designed to resist higher
wind conditions.
Damage to the roofing is more likely during high-wind conditions due to the loss of protection from missing roof
coverings and water infiltration. This will increase the percent of damage.
4 of 12
Guidance for Estimating Percent Damage for Residential Structures
Exterior Finish
0- 25%
25-50%
50-75%
Over 75%
Description
The wall covering system that covers the wall
sheathing, as well as insulation and weather
stripping. This includes the water resistant
materials and the finish materials: Stucco,
Siding (aluminum, vinyl, or wood), Masonry,
Stone veneer.
Insulation is installed at the flooring beneath the
lowest floor level and throughout the walls and
ceilings. Types of insulation include: fiberglass
wall and ceiling insulation, blown wall and ceiling
insulation, and rigid wall insulation.
Threshold Markers
Water level is less than 6
inches above the lowest
floor level.
Water level is between 6
and 18 inches above the
lowest floor level.
Water level is between 18
inches and 3 feet above the
lowest floor level.
Water level is more than 3
feet above the lowest floor
level.
The duration of the
floodwaters is limited - less
than 12 hours.
The duration of the
floodwaters is limited - less
than 12 hours.
The duration of the
floodwaters is more than
12 hours.
The duration of the
floodwaters is more than
12 hours.
Common Damage
Water staining,
contamination, and damage
on some of the exterior wall
finishes. 'Clean and repair'
process is likely. Brick and
stone veneer walls, stucco
walls, and 'cultured stone'
walls may need some water
removal techniques to allow
drying of the interior
materials and wall cavities.
Verify adherence of the finish
materials to the wall
substrate. A limited amount
of the siding materials may
require replacement as
needed. No damage or
replacement of the insulation
system is necessary, except
where water and high
moisture conditions have
caused the insulation to fall
loose within the crawlspace
sub-flooring.
Damage/losses to some
areas of the exterior wall
surfaces, in addition to water
staining and contamination.
Some repairs are required at
damaged locations prior or
during 'clean and repair'
process. Brick and stone
veneer walls, stucco walls,
and 'cultured stone' walls
may need some water
removal techniques to allow
drying of the interior
materials and wall cavities.
Verify adherence of the finish
materials to the wall
substrate. Damaged house
trim work will require
replacement. Water damage
to the insulation in the sub-
flooring above the
crawlspace or basement
levels. Damage to insulation
is evident and insulation
often has fallen loose. This
insulation should be removed
and replaced.
Damage/losses to significant
sections of the exterior wall
surfaces, in addition to water
staining and contamination.
Significant repairs are
required at damaged
locations prior to 'clean and
repair' process. Replacement
of some sections of the
exterior siding is required.
Brick and stone veneer walls,
stucco walls, and 'cultured
stone' walls may need some
water removal techniques to
allow drying of the interior
materials and wall cavities.
Verify adherence of the finish
materials to the wall
substrate. Water damage to
the insulation in the sub-
flooring above the
crawlspace or basement
levels. This insulation should
be removed and replaced.
Water saturation of wall
insulation may be found in
the lowest section of the
exterior walls. Contaminants
in the flood waters are cause
for removal and replacement
of lower sections of the
saturated insulation. Clean,
sanitize, and dry the
structural systems before re-
installing materials. Damaged
house trim work will require
replacement, especially at
door and window casings.
Damage/losses to major
sections of the exterior wall
surfaces, in addition to water
staining and contamination.
Major repairs are required at
damaged locations prior to
'clean and repair' process.
Replacement of large
sections of the exterior siding
is required. Brick and stone
veneer walls, stucco walls,
and 'cultured stone' walls
may need some water
removal techniques to allow
drying of the interior
materials and wall cavities.
Verify adherence of the finish
materials to the wall
materials. Damaged house
trim will require replacement,
especially at door and
window casings. Water
damage to the insulation in
the sub-flooring above the
crawlspace or basement
levels. This insulation should
be removed and replaced.
Water saturation of wall
insulation requires the
removal of all of the
insulation from the damaged
sections of the exterior walls.
Contaminants in the flood
waters are cause for removal
and replacement of lower
sections of the saturated
insulation. Clean, sanitize,
and dry the structural
systems before re-installing.
Special Considerations for
Coastal/High Velocity Floods
The salt, erosion, and winds in coastal areas will have a damaging effect on the quality of exterior wall finishes.
Damage to exterior finishes are more likely during high-wind conditions due to the loss of protection from missing
exterior finishes and water infiltration. Damage to the insulation is more likely during high-wind conditions due to the
loss of protection from missing roof coverings and exterior finishes, and from subsequent water infiltration. This will
increase the percent of damage.
Guidance for Estimating Percent Damage for Residential Structures
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Interior Finish
0-25%
25-50%
50-75%
Over 75%
Description
Interior finish includes the gypsum board,
drywall, plaster, or paneling that makes up the
wall surfaces. It also includes trim around door
baseboards, casings, chair rails, and ceiling
moldings.
Materials include low-grade wood/plastic
composites, soft woods, and hard woods.
Finishes include paint, stain, or varnish.
This item also covers any exterior and interior
painted surfaces. This includes all interior
painted surfaces, but not the building or repairs
of the underlying surfaces. This also includes
those exterior siding materials (and trim work)
that need to be painted, but not those that have
inherent coloring within the materials themselves
(brick, stucco, EIFS).
Threshold Markers
Water level does not rise to
the level of the first floor
structure.
Water level rises just above
the first floor level.
Water level is up to 3 feet
above the first floor level.
Water is more than 3 feet
above the first floor level of
the house.
The duration of the
floodwaters is limited - less
than 12 hours.
The duration of the
floodwaters is limited - less
than 12 hours.
The duration of the
floodwaters is more than
12 hours.
The duration of the
floodwaters is more than
12 hours.
Common Damage
Wicking of the water and high
moisture conditions into the
finished materials at the
subflooring and at the bottom
of the walls. Water staining
and damage possible at
baseboard and the casings at
the bottoms of door
openings. Some
adjustment/repair/
replacement may be
necessary. No damage
anticipated on door, cabinet,
and window hardware. The
baseboards and the bottom
of the door casings may need
to be cleaned and painted.
Water staining and damage
likely at the baseboard and
the casings at the bottoms of
door openings. Some
adjustment/repair/replaceme
nt may be necessary. Water
damage at the lowest levels
of the wall assembly - lower
wall and trim may need to be
removed and replaced. Minor
damage anticipated on door,
cabinet, and window
hardware. After repairs to
surfaces, the lower wall
finishes, baseboards, and
door casings will need to be
primed and repainted. The
bottoms of the cabinet bases
in the kitchen and bathrooms
may require repainting.
Water staining and damage
at the baseboards and the
casings at door openings
need to be replaced. Water
damage at the lowest levels
of the wall assembly - wall
and trim, window sills and
window aprons, wall
paneling, wainscoting and
chair rails require removal
and replacement. Wall
surfaces should be removed
to a height of 4 feet. Some
damage anticipated on door,
cabinet, and window
hardware. Some replacement
needed. After repairs to
surfaces, the entire wall
finishes, baseboards, and
door and window casings will
need to be primed and
repainted, along with the
vanity cabinets in the
bathrooms.
Water staining and damage
at the baseboards, and
running trim and casings at
door and window openings
need to be replaced. Water
damage at all the levels of
the wall assembly - wall and
trim, window sills and
window aprons, wall
paneling, wainscoting, and
chair rails require removal
and replacement. Wall
surfaces should be removed
to a height of 8 feet.
Significant damage
anticipated on door, cabinet,
and window hardware. Some
replacement needed. After
repairs to surfaces, the entire
wall finishes, baseboards,
door and window casings,
and window sashes will need
to be primed and repainted
along with the vanity
cabinets in the bathrooms.
Repaint both the upper and
lower kitchen cabinets,
where these are paint-grade
cabinets.
Special Considerations for
Coastal/High Velocity Floods
Damage to the interior finishes are more likely during high-wind conditions due to the loss of protection from missing
roof coverings and exterior finishes, and from subsequent water infiltration. The salt, erosion, and winds in coastal areas
will have a damaging effect on the quality of exterior hardware. This will significantly increase the percent of damage.
6 of 12
Guidance for Estimating Percent Damage for Residential Structures
Doors and Windows
0-25%
25-50%
50-75%
Over 75%
Description
This section includes all doors and windows of a
structure, as well as locks, hinges, frames, and
handles. Assumptions are hollow core doors
with low-cost hardware for low, fair, and average
quality construction, raised-panel hardwood
veneer with good quality hardware for good or
excellent quality construction.
(This section does not include paint or stain.)
Threshold Markers
Water level rises just to the
floor structure of the first
floor level.
Water level is just above
the first floor.
Water rises to at least 12
inches above the first floor
level.
Water rises more than 12
inches above the first floor
level.
The duration of the
floodwaters is limited - less
than 12 hours.
The duration of the
floodwaters is limited - less
than 12 hours.
The duration of the
floodwaters is more than
12 hours.
The duration of the
floodwaters is more than
12 hours.
Common Damage
Bottoms of some interior
doors may be deformed,
delaminated, or have some
swelling damage. Doors may
need adjustment and/or
repairs to close and latch
properly. No impact on
normal sill-height windows.
Damage may be found at
floor-level windows (hopper
windows, awning windows,
and floor-to-ceiling windows).
Bottoms of interior and
exterior doors may be
deformed, delaminated or
have some swelling damage.
Doors may need adjustment
and/or repairs to close and
latch properly. No impact on
normal sill-height windows.
Damage may be found at
floor-level windows (hopper
windows, awning windows
and floor-to-ceiling windows).
Bottoms of interior and
exterior doors will be
deformed, delaminated, or
have some swelling damage.
Interior doors will likely need
replacement. Exterior doors
may need adjustment,
repairs, or replacement. No
impact on normal sill-height
windows. Repairs or
replacements may be needed
at floor-level windows
(hopper windows, awning
windows, and floor-to-ceiling
windows).
Bottoms of interior and
exterior doors will be
deformed, delaminated, or
have some swelling damage.
Interior and exterior doors
will likely need replacement.
Deformation or other
damage will be found at
normal sill-height windows.
Replacement will be
necessary at floor-level
windows (hopper windows,
awning windows, and floor-
to-ceiling windows).
Replacement may be
necessary for other windows.
Special Considerations for
Coastal/High Velocity Floods
Wind-driven rain in coastal areas will have a damaging effect on the quality of exterior doors and windows.
Guidance for Estimating Percent Damage for Residential Structures
7 of 12
Cabinets and Countertops
0-25%
25-50%
50-75%
Over 75%
Descriptio
n
The basic cabinets for bathroom vanities and
kitchens include paint-grade cabinets made of a
fiberboard or plywood material. The countertop
is laminated plastic or a manmade 'cultured
stone' surface.
Paint-grade cabinets are the baseline because
they can be painted to match upper wall
cabinets, when they are repairable, to return the
house to pre-disaster conditions.
Damaged cabinets with hardwood face-frames,
doors, and drawers will require replacement
based on the depth of flooding above the floor.
Therefore, if the flood depth only damages the
base cabinet and countertops, the percent
damage will be 60% or less.
Threshold Markers
Water level is less than 4
inches above the finished
floor level.
Water level is between 4
and 12 inches above the
finished floor level.
Water level is between 1
foot and 3 feet above the
finished floor level.
Water level is more than 3
feet above finished floor
level.
Flood duration is short - no
prolonged exposure to
water or contaminants.
Flood duration is longer
than 12 hours - prolonged
exposure to water and
contaminants.
Flood duration is longer
than 12 hours - prolonged
exposure to water and
contaminants.
Common Damage
Base cabinets have minimal
water damage. Swelling and
deterioration of manufactured
case goods, especially
cabinet bases, sides, and
drawers using engineered
wood products. Bathroom
vanity cabinets and kitchen
base cabinets may need
cleaning, sanitizing, and
limited repairs. Repainting
will be required to match
upper cabinets in kitchen.
Base cabinets of
particleboard or medium-
density fiberboard need to be
replaced. Repaint to match
upper cabinets in kitchen.
Wood and plywood base
cabinets may need cleaning,
sanitizing, and some repairs
at cabinet base. Repainting
will be required to match
upper cabinets in kitchen.
Replace base cabinets.
Water damage and exposure
is prolonged - deformation,
delamination, and warping of
cabinet base drawers and
doors. Water contains debris
and contaminants. The
countertops may need to be
replaced.
Replace base cabinets and
upper wall cabinets. Water
damage and exposure is
prolonged - deformation,
delamination, and warping of
cabinet base drawers and
doors. Water contains debris
and contaminants. The
countertops will need to be
replaced.
8 of 12
Guidance for Estimating Percent Damage for Residential Structures
Floor Finish
0-25%
25-50%
50-75%
Over 75%
Description
Materials for floor finish include: carpet,
hardwood, vinyl composition tile, sheet vinyl
floor cover, ceramic tile, and marble. Sub-
flooring is also included.
Carpeting, hardwood flooring, vinyl flooring
tiles, and sheet vinyl are typically replaced
after water inundation. Brick, stone, and clay
tile floor can be cleaned, sanitized, and
reused. These types of floors may have
areas where the mortar setting compound
has broken loose. These tiles should be
replaced. The floor sheathing is included in
this Category of Work, as compared to the
Superstructure Category.
Threshold Markers
Water level does not rise to
the level of the bottom of
the first floor structure.
Water level rises just to the
first floor level.
Water level is above the
first floor.
Water level is well above
the first floor.
Water level inundates the
sub-flooring but does not
rise to the finished floor
materials.
Water level inundates
above the sub-flooring and
finished floor materials.
Water level inundates
above the sub-flooring and
finished floor materials.
No damage to the floor
sheathing.
Minimal damage to the
floor sheathing.
Significant damage to the
floor sheathing - some
areas of the sheathing will
need replacement.
Major damage to the floor
sheathing - most of the
floor sheathing will need
replacement.
Common Damage
No damage is anticipated in
the floor finish system at this
water level.
The sub-flooring may be
damaged or delaminated by
high-humidity conditions, and
may need to be repaired or
replaced.
The sub-flooring may be
damaged or delaminated by
water inundation. Floor
covering will need removal,
drying, sanitizing, and
replacement, depending
upon the type of floor
covering. Carpets (with
padding) should be removed
and replaced. Wood floors
will need to be replaced.
Ceramic tiles and stone
flooring may be re-used if
they are still secured to the
substrate. Sheet vinyl and
vinyl tiles will need to be
replaced to facilitate drying
and repair of damage of the
subfloor.
The sub-flooring may be
damaged or delaminated by
water inundation. Floor
covering may need removal,
drying, sanitizing, and
replacement, depending
upon the type of floor
covering. Carpets (with
padding) should be removed
and replaced. Wood floors
will need to be replaced.
Ceramic tiles and stone
flooring may be re-used if
they are still secured to the
substrate. Sheet vinyl and
vinyl tiles will need to be
replaced to facilitate drying
and repair of damage of the
sub-floor.
Special Considerations for
Coastal/High Velocity Floods
Damage to the floor finishes and floor sheathing are more likely during high-wind conditions due to the loss of protection
from missing roof coverings and exterior finishes, and from subsequent water infiltration. This will significantly increase the
percent of damage.
Guidance for Estimating Percent Damage for Residential Structures
9 of 12
Plumbing
0-25%
25-50%
50-75%
Over 75%
Description
The plumbing system includes the incoming
water service (municipal water supply or well
service), the water heater, water distribution
piping, and the wastewater system. Wastewater
will be conveyed away from the structure by
either a connection to the municipal sewer
system or a septic system.
When floodwaters saturate the soils, septic
systems may be unable to discharge their waste,
causing a back-up of the septic systems. If
floodwaters raise above the level of the
municipal sewer manhole covers, the sewage
can back-up into the house through the sewer
lines. Verify the condition of the potable water
supply to determine if it can provide a safe water
supply.
Threshold Markers
Water level is less than 6
inches above the lowest
floor level.
Water level is between 6
inches and 18 inches
above the lowest floor
level.
Water level is between 18
inches and 3 feet above the
lowest floor level.
Water level is more than 3
feet above the lowest floor
level.
Flood duration is short - no
prolonged exposure to
water or contaminants.
Flood duration is longer
than 12 hours - prolonged
exposure to water and
contaminants.
Flood duration is longer
than 12 hours - prolonged
exposure to water and
contaminants.
Common Damage
Floor drains can backflow
into the house. Under floor
(or under slab) plumbing
systems should be purged,
cleaned, and sanitized. Any
materials that might contain
remnants of waste materials
or other contaminants in the
floodwaters will require
replacement.
Floor drains, shower drains,
bathtubs, and toilets can
back flow into the house.
Septic contamination is likely.
The water heater may need
to be replaced.
Floor drains, shower drains,
bathtubs, toilets, bathroom
sinks, utility sinks, and toilets
will backflow into the house.
Septic contamination will
occur. The water heater will
need to be replaced.
All plumbing fixtures will
backflow into the house.
Septic contamination will
occur. The water heater will
need to be replaced.
Special Considerations for
Coastal/High Velocity Floods
Houses in coastal areas may have additional plumbing fixtures and piping on the exterior of the house.
10 of 12
Guidance for Estimating Percent Damage for Residential Structures
Electrical
0-25%
25-50%
50-75%
Over 75%
Description
100- to 200-amp electrical service providing
circuit breaker panels and distribution wiring. B.
Basic wiring (15/20 amp) for outlets, switches,
receptacles, and lighting; 25- to 60-amp wiring
systems for outlets for a washer, dryer, stove,
and refrigerator.
(A minimum number of outlets and lighting
fixtures, sometimes quantified by local building
code, begin to increase in number and
application as the quality level of the residence
increases.) The basic approach listed here is for
slab-on- grade or elevated houses; crawlspace
and basement houses will have higher damage
levels more quickly due to the main panel and
horizontal wiring runs located below the lowest
floor level.
Threshold Markers
Water level is less than 12
inches above the finished
floor level.
Water level is between 12
inches and 18 inches
above the finished floor
level.
Water level is between 18
inches and 3 feet above the
lowest floor level.
Water level is more than 3
feet above the lowest floor
level.
Minor electrical
components and limited
wiring are inundated but
remain below normal
receptacle height.
A significant number of
wiring components and
limited wiring are
inundated, floodwaters
above the normal
receptacle height.
A significant number of
wiring components and a
significant amount of
wiring is inundated -
floodwaters above normal
wall switch height.
Most of the wiring
components and a
significant amount of
wiring are inundated -
floodwaters above normal
wall switch height.
Common Damage Details
If the main electrical power
source is located in the
basement, the panel will
need to be replaced. All
outlets (receptacles,
switches, and lights) located
in the basement should be
replaced. All receptacles,
switches, and outlets located
above the flood water high
mark can be left in place and
reused.
Modern Romex wiring that is
inundated only for short
durations (without wetting the
ends/joints/terminations) can
be dried and reused. Older
nonmetallic cable (with
impregnated braided
sheathings) should be
replaced when wetted. When
chemical contaminants are
suspected in the floodwaters,
all inundated electrical wiring
and components will require
replacement.
Modern Romex wiring that is
inundated only for short
durations while wetting the
ends/joints/terminations
should be replaced. Older
non-metallic cable (with
impregnated braided
sheathings) should be
replaced when wetted. When
chemical contaminants are
suspected in the floodwaters,
all inundated electrical wiring
and components will require
replacement.
Modern Romex wiring that is
inundated only for long
durations should be
replaced. Older nonmetallic
cable (with impregnated
braided sheathings) should
be replaced when wetted.
When chemical
contaminants are suspected
in the floodwaters, all
inundated electrical wiring
and components will require
replacement.
Guidance for Estimating Percent Damage for Residential Structures
11 of 12
Appliances
0-25%
25-50%
50-75%
Over 75%
Description
Common, built-in appliances that would be
included are the dishwasher, hot water tank, and
some stoves.
Threshold Markers
Water level is less than 6
inches above the finished
floor level.
Water level is between 6
inches and 12 inches
above the finished floor
level.
Water level is between 12
inches and 18 inches
above the finished floor
level.
Water level is between 18
inches and 3 feet above the
finished floor level.
Water level is in the floor
area of the appliances but
not into the equipment
operating system.
Water level is in the floor
area of the appliances and
into the equipment
operating system.
Water level is in the floor
area of the appliances and
into the equipment
operating system.
Water level is in the floor
area of the appliances and
into the equipment
operating system.
The appliances may be
cleaned and reconditioned.
Some of the appliances will
need to be replaced.
Most of the appliances will
need to be replaced.
All of the appliances will
need to be replaced.
Common Damage
If appliances (water heater,
clothes washer/dryer) are
located in the basement or
under the floor spaces, these
should be replaced.
Appliances at or above the
first-floor level should be
cleaned and reconditioned,
as needed. Gas-fired
appliances should be
checked by a service
technician to verify whether
the gas burners and controls
and electric wiring systems
were compromised.
Replacement may be
required.
If appliances (water heater,
clothes washer/dryer) are
located in the basement or
the under floor spaces, these
should be replaced.
Appliances at or above the
first-floor level should be
cleaned and reconditioned,
as needed. Gas-fired
appliances should be
checked by a service
technician to verify whether
the gas burners and controls
and electric wiring systems
were compromised.
Replacement may be
required. The clothes dryer
and dishwasher systems and
controls will likely be
inundated and may require
replacement.
All appliances located at or
above the first-floor level
should be cleaned and
reconditioned, as needed.
Gas-fired appliances should
be checked by a service
technician to verify whether
the gas burners and controls
and electric wiring systems
were compromised.
Replacement may be
required. The clothes dryer
and dishwasher systems and
controls will be inundated and
need to be replaced.
All appliances at or above
the first floor level should be
cleaned and reconditioned,
as needed. Gas-fired
appliances should be
checked by a service
technician to verify whether
the gas burners and controls
and electric wiring systems
were compromised. Replace
as necessary. The clothes
dryer, washing machine, and
dishwasher systems and
controls will be inundated
and need to be replaced.
12 of 12
Guidance for Estimating Percent Damage for Residential Structures
HVAC
0-25%
25-50%
50-75%
Over 75%
Description
The base HVAC system is a forced-air heating
system (furnace) with ductwork. The air handler
system is located inside the thermal barrier of
the house.
The percent damaged will be less for a boiler. A
boiler system has a sealed piping system to
distribute the heat while the furnace uses a duct
system. Ducts with water infiltration will need to
be cleaned, repaired, and re-insulated. By
contrast, a boiler piping system only needs to
have the distribution piping clean and re-
insulated. Note: Old duct and HVAC insulation
may contain asbestos - use appropriate caution
and adjust the costs for removal, if found.
A gas-fired or oil-fired furnace located in a
basement or crawlspace will require replacement
of the furnace assembly as soon as 12 inches of
floodwaters are present. This will require an
adjustment of the percent damaged to 75%, as
soon as the water reaches the firebox level of
this heating equipment. A central air conditioner
or heat pump will have a ducted air distribution
system. The outside condenser unit(s) will
require reconditioning after any flooding
conditions.
Threshold Markers
Water level is less than 6
inches above the lowest
floor level.
Water level is between 6
inches and 12 inches
above the finished floor
level.
Water level is between 12
inches and 3 feet above the
finished floor level.
Water level is more than 3
feet above the lowest floor
level.
Water level is in the lower
ducts but not into the air
handler or equipment
operating system.
Water level is into the
lower ducts and the air
handler, but not into the
equipment operating
system.
Water level is into the
lower ducts, air handler,
and the equipment
operating system.
Water level is into the duct
distribution system, air
handler, and the equipment
operating system.
The condenser unit may be
reconditioned if the water
level is less than 6 inches
from the bottom of the
appliance. If the condenser
unit is located below the
flood level, it will need to
be replaced.
The condenser unit may be
reconditioned if the water
level is up to 12 inches
from the bottom of the
appliance. If the condenser
unit is located below the
flood level, it will need to
be replaced.
The fuel-fired equipment
(burners/controls) is
inundated.
The fuel-fired equipment
(burners/controls) is
inundated.
The condenser unit needs
to be replaced.
The condenser unit needs
to be replaced.
Common Damage
If HVAC equipment (furnace,
air handler, heat pump) are
located in the basement or
the under floor areas, the
equipment should be
reconditioned or replaced.
Water-inundated duct
insulation should be removed
and replaced. If the duct
insulation is integral to the
ducts (duct board or secured
interior duct liners), the ducts
should be replaced. All ducts
that are being reused will
require cleaning.
If portions of the HVAC
equipment (furnace, air
handler, heat pump) are
located in the basement or
the under floor areas, the
equipment should be
reconditioned or replaced.
Water-inundated duct
insulation should be removed
and replaced. If the duct
insulation is integral to the
ducts (duct board or secured
interior duct liners), the ducts
should be replaced. All ducts
that are being reused will
require cleaning.
Portions of the HVAC
equipment (furnace, air
handler, heat pump) should
be replaced. Water-inundated
duct insulation should be
removed and replaced. If the
duct insulation is integral to
the ducts (duct board or
secured interior duct liners),
the ducts should be replaced.
All ducts that are being
reused will require cleaning.
All HVAC equipment
(furnace, air handler, heat
pump) should be replaced.
Water-inundated duct
insulation should be
removed and replaced. If the
duct insulation is integral to
the ducts (duct board or
secured interior duct liners),
the ducts should be
replaced. All ducts that are
being reused will require
cleaning.
Appendix F
Guidance for Estimating Percent Damage for Non-Residential Structures
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Guidance for Estimating Percent Damage for Non-Residential Structures
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Basic Flooding Model Assumptions:
1) Medium height freshwater flooding - limited duration. Some high-velocity action; possible wave action.
This guidance represents a starting point for inspectors to perform assessments on non-residential buildings. Because of the wide range of structure types, this guidance should be used as a rough
estimation for a typical 1-story convenience store. Any variation from that should take into consideration the potential differences in each element.
2) The damage evaluation guidance in this should be taken as possible or likely indicators of the respective level of damage, but is not a definite representation of damage to a structure after a flood and wind
event. Not all threshold markers may need to be met to achieve the level of damage indicated.
Damage Threshold
Foundation
0- 25%
25-50%
50-75%
Over 75%
Description
Continuous perimeter foundations, footings, and
piers for internal beams and floor loads.
Materials include masonry or concrete masonry
units (CMUs) or piles.
Threshold Markers
Water level rises just
above first floor level.
Water level is 4-7 feet
against the outside of the
building.
Water level is 7-10 feet
against the outside of the
building.
Water level is more than 10
feet against the outside of
the building.
No scouring around
foundation.
Some undermining but no
visible cracking at
concrete slab.
Limited scouring around
foundation.
Soils are saturated.
Limited scouring around
foundation.
Soils are saturated and
unstable.
Limited scouring around
foundation.
Foundation is notably
cracked and/or displaced.
Structure has been knocked
off its foundation.
Undermining of the
foundation, especially at
corners - hairline cracks
only.
Cracks noted on or along
the foundation walls.
Portions of the foundation
are damaged or missing.
Significant undermining
of the foundation -
significant cracking is
visible.
Significant undermining of
the foundation - major
cracking and separation of
the foundation.
Common Damage
Short-term inundation to
limited heights. Limited
scouring and erosion - low-
flow and low velocity
floodwaters. No noticeable
cracking of the masonry or
displacement of the
foundation walls.
Short-term inundation -
foundation is inundated with
flood waters but for a limited
duration. Limited scouring or
undermining of the foundation
or footings is found. Minor
cracking from some
settlement but no
displacement, heaving, or
discontinuities of the structural
support systems.
Floodwaters extend over
the top of the foundation
system - significant
inundation for over 12
hours. Some cracking of
the masonry/concrete
foundation walls. Some
damage to the foundation
wall from debris or
settlement noted.
Settlement noted at the footings
due to erosion or unstable soils.
Foundation wall damage -
sections of the walls cracking,
displaced, and missing, causing
an inherent instability to the
support for the building. Use
caution when approaching or
entering the building.
Special Considerations for
Coastal/High Velocity Floods
Coastal floods may have more evidence of scouring at the supports - the foundation system may be better designed to
resist this scouring action.
High-velocity floodwaters may create erosion/scouring that the building has not been designed to resist.
2 of 7
Guidance for Estimating Percent Damage for Non-Residential Structures
Superstructure (Wood Frame/Masonry)
0-25%
25-50%
50-75%
Over 75%
Description
The wall support systems that extend from the
foundation wall to the roof structure.
Superstructures include the exterior wall
sheathing panels, shear panels, or braced wall
panels. This section also includes structural
members that support the roof, but does not
include roof sheathing.
Wood frame construction:
Lightweight lumber or metal studs Interior wall
framing (without sheathing)
Typical exterior structural panel wall sheathing is
plywood or hardboard
Masonry construction:
Typically concrete or CMUs, with steel
reinforcement. Typical exterior covers are
stucco, siding (aluminum, vinyl, or wood), and
masonry veneer
Common Damage
Threshold Markers
Water level does not rise
to the level of the bottom
of the first floor of the
structure.
Water level rises just
above first floor level.
Water level is up to 3 feet
high on the first floor level.
Water is over 3 feet high on
the first floor level of the
building.
No damage to the roof
framing.
Damage to the exterior
walls is limited.
Some damage to exterior
walls.
Significant damage to
exterior walls.
No wind damage to the
superstructure.
Damage to the roof
framing is limited.
Some damage to sections
of the roof framing.
Significant damage to the
main portion or multiple
sections of the roof
framing. Pressurization
and failure of framing
connections.
Minor damage to portions of
the wall structure. Wall studs
and sheathing suffered minor
damage by contact with
debris or from floodwater
pressures against the
structure. Minor missing or
damaged sections of the roof
structure. No deformation or
distortion of the structural
frame is evident.
Some missing sections or
open damage to portions of
the wall structure. Wall studs
and sheathing suffered some
damage by contact with
debris or from floodwater
pressures against the
structure. Some missing or
damaged sections of the roof
structure. No deformation or
distortion of the structural
frame is evident.
Missing sections or open
damage to some portions of
the wall structure. Wall studs
and sheathing damaged by
contact, collision, or piercing
with debris or from floodwater
pressures against the
structure. Some missing or
damaged sections of the roof
structure. Some deformation
or distortion of the structural
frame is evident.
Missing exterior wall(s) or
open damage to large
portions of the wall structure.
Wall studs and sheathing
damaged by contact,
collision, or piercing with
debris or from floodwater
pressures against the
structure. Large missing or
damaged sections of the roof
structure. Significant
deformation or distortion of
the structural frame is
evident.
Special Considerations for
Coastal/High Velocity Floods
Coastal areas have higher wind conditions requiring additional exterior wall structural panels, shear walls, and braced wall
panels.
Damage to these wall structural systems would indicate a higher percent of damage, because they are already designed to
resist higher wind conditions.
Guidance for Estimating Percent Damage for Non-Residential Structures
3 of 7
Roof Covering
0-25%
25-50%
50-75%
Over 75%
Description
Roofing includes a lightweight composition
shingle, tile roofs, metal roofs, or a built-up roof
with gravel or rock cover material. Roofing does
not include structural framing members such as
rafters or prefabricated trusses that support the
roof deck. The roof sheathing and flashing is
included in this section.
Common Damage
Threshold Markers
Minor wind damage to the
roof coverings.
Some damaged areas of the
roof from high winds or
damage from debris.
Significant damaged areas
of the roof from high
winds or damage from
debris.
Large damaged areas of
the roof from high winds or
damage from debris.
Main surface areas are
unaffected.
Some sections of the roof
covering are missing or
loose.
Significant sections of the
roof covering are missing
or loose.
Major sections of the roof
covering are missing or
loose.
Flashings are intact.
Some damage to the
flashings.
Damage to the flashings
allows some water
infiltration at joints and
roof penetrations.
Damage to the flashings
allows significant water
infiltration at joints and
roof penetrations.
No damage to the roof
sheathing.
Minimal damage to the roof
sheathing.
Significant damage to the
roof sheathing - some
areas of the sheathing will
need replacement.
Major damage to the roof
sheathing - most of the
roof sheathing will need
replacement.
Roof covering mostly intact.
Some minor damage - some
torn or loose parts of
covering in limited areas.
Some areas where the roof
was damaged by high winds.
Several small areas of
exposed roof sheathing as a
result of missing/damaged
covering.
Some areas where the roof
was damaged by high winds.
Several small areas of
exposed roof sheathing as a
result of damaged covering.
Some damage to the roof
covering and sheathing due
to debris falling or
penetrating the roof
assembly.
Major areas of the roof
where the shingles/tile are
missing, allowing rainwater
to freely enter the building
below. Significant damage to
roof covering and roof
sheathing from strong winds
or windborne debris
penetrating the roof
assembly.
Special Considerations for
Coastal/High Velocity Floods
Coastal areas have higher wind conditions requiring additional roof covering requirements.
Damage to these roof coverings would indicate a higher percent of damage, because they are designed to resist higher
wind conditions.
Damage to the roofing is more likely during high-wind conditions due to the loss of protection from missing roof
coverings. This will increase the percent of damage.
It is also possible that the local building code will require that the entire roof covering be removed and replaced.
4 of 7
Guidance for Estimating Percent Damage for Non-Residential Structures
Interiors
0-25%
25-50%
50-75%
Over 75%
Description
Interiors include the partitions, interior doors,
and surface finishes (for walls, floors, and
ceilings).
Materials include low-grade wood/plastic
composites, soft woods, and hard woods.
Finishes include paint, stain, or varnish.
This item also covers any exterior and interior
painted surfaces. This includes all interior
painted surfaces, but not the building or repairs
of the underlying surfaces. This also includes
those exterior siding materials (and trim work)
that need to be painted, but not those that have
inherent coloring within the materials themselves
(brick, stucco, EIFS).
NOTE: Non-residential structures with multiple
stories will receive less damage to this element
than single- story structures, as the majority of
interior finish for multi-story structures will likely
not be on the ground floor.
Common Damage
Threshold Markers
Water level does not rise
to the level of the first floor
structure.
Water level rises just
above the first floor level.
Water level is up to 3 feet
above the first floor level.
Water is more than 3 feet
above the first floor level of
the building.
The duration of the
floodwaters is limited -
less than 12 hours.
The duration of the
floodwaters is limited -
less than 12 hours.
The duration of the
floodwaters is more than 12
hours.
The duration of the
floodwaters is more than
12 hours.
Wicking of the water and
high moisture conditions into
the finished materials at the
subflooring and at the bottom
of the walls. Water staining
and damage possible at
baseboard and the casings
at the bottoms of door
openings. Some
adjustment/repair/replaceme
nt may be necessary. No
damage anticipated on door,
cabinet, and window
hardware. The baseboards
and the bottom of the door
casings may need to be
cleaned and painted.
Water staining and damage
likely at the baseboard and
the casings at the bottoms of
door openings. Some
adjustment/repair/replaceme
nt may be necessary. Water
damage at the lowest levels
of the wall assembly - lower
wall and trim may need to be
removed and replaced.
Minor damage anticipated on
door, cabinet, and window
hardware. After repairs to
surfaces, the lower wall
finishes, baseboards, and
door casings will need to be
primed and repainted. The
bottoms of cabinet bases in
bathrooms may require
repainting.
Water staining and damage at
the baseboards and the
casings at door openings
need to be replaced. Water
damage at the lowest levels of
the wall assembly - wall and
trim, window sills and window
aprons, wall paneling,
wainscoting, and chair rails
require removal and
replacement. Wall surfaces
should be removed to a height
of 4 feet. Some damage
anticipated on door, cabinet,
and window hardware. Some
replacement needed. After
repairs to surfaces, the entire
wall finishes, baseboards, and
door and window casings will
need to be primed and
repainted, along with the
vanity cabinets in the
bathrooms. Both upper and
lower paint-grade cabinets
should be repainted where
lower cabinets were repaired
or replaced.
Water staining and damage
at the baseboards, running
trim, and casings at door and
window openings need to be
replaced. Water damage at
all the levels of the wall
assembly - wall and trim,
window sills and window
aprons, wall paneling,
wainscoting, and chair rails
require removal and
replacement. Wall surfaces
should be removed to a
height of 8 feet. Significant
damage anticipated on door,
cabinet, and window
hardware. Some
replacement needed. After
repairs to surfaces, the entire
wall finishes, baseboards
and door and window
casings, and window sashes
will need to be primed and
repainted along with the
vanity cabinets in the
bathrooms. Repaint both
upper and lower cabinets,
where these are paint-grade
cabinets.
Special Considerations for
Coastal/High Velocity Floods
Damage to the interior finishes are more likely during high-wind conditions due to the loss of protection from missing roof
coverings and exterior finishes, and from subsequent water infiltration. The salt, erosion, and winds in coastal areas will
have a damaging effect on the quality of exterior hardware. This will significantly increase the percent of damages.
Guidance for Estimating Percent Damage for Non-Residential Structures
5 of 7
Plumbing
0-25%
25-50%
50-75%
Over 75%
Description
The plumbing system includes the incoming
water service (municipal water supply or well
service), the water heater, water distribution
piping, fire protection system, and the
wastewater system. Wastewater will be conveyed
away from the structure by either a connection to
the municipal sewer system or a septic system.
When floodwaters saturate the soils, septic
systems may be unable to discharge their waste,
causing a back-up of the septic systems. If
floodwaters raise above the level of the
municipal sewer manhole covers, the sewage
can back-up into the building through the sewer
lines. Verify the condition of the potable water
supply to determine if it can provide a safe water
supply.
Common Damage
Threshold Markers
Water level is less than 6
inches above the lowest
floor level.
Water level is between 6
inches and 18 inches above
the lowest floor level.
Water level is between 18
inches and 3 feet above the
lowest floor level.
Water level is more than 3
feet above the lowest floor
level.
Flood duration is short - no
prolonged exposure to
water or contaminants.
Flood duration is longer
than 12 hours - prolonged
exposure to water and
contaminants.
Flood duration is longer
than 12 hours - prolonged
exposure to water and
contaminants.
Floor drains can backflow
into the building. Under
floor (or under slab)
plumbing systems should
be purged, cleaned, and
sanitized. Any materials
that might contain remnants
of waste materials or other
contaminants in the
floodwaters will require
replacement.
Floor drains, shower drains,
bathtubs, and toilets can
backflow into the building.
Septic contamination is likely.
Water heaters may need to be
replaced.
Floor drains, shower drains,
bathtubs, toilets, bathroom
sinks, utility sinks, and toilets
will backflow into the building.
Septic contamination will
occur. Water heaters will need
to be replaced.
All plumbing fixtures will
backflow into the building.
Septic contamination will
occur. Water heaters will
need to be replaced.
Special Considerations
The plumbing systems in place in the buildings may vary significantly, and damage thresholds should account for the
situation of the building being assessed.
6 of 7
Guidance for Estimating Percent Damage for Non-Residential Structures
Electrical
0-25%
25-50%
50-75%
Over 75%
Description
Consists of all electrical components on the
property site, such as electrical wiring,
communications, conveyance, lighting, and
security.
A minimum number of outlets and lighting
fixtures, sometimes quantified by local building
code, begin to increase in number and
application as the quality level of the structure
increases. Structure type will also affect the
amount of fixtures, wiring, and electrical
equipment in the building, and therefore will
significantly affect the percent damage to this
element. For this example, equipment is
assumed to be on the first floor. In multi-story
buildings where equipment is on floors higher
than where the flooding is occurring, these
percent damage estimates would be significantly
lower.
Common Damage Details
Threshold Markers
Water level is less than 12
inches above the finished
floor level.
Water level is between 12
inches and 18 inches
above the finished floor
level.
Water level is between 18
inches and 3 feet above the
lowest floor level.
Water level is more than 3
feet above the lowest floor
level.
Minor electrical
components and limited
wiring are inundated but
remain below normal
receptacle height.
A significant number of
wiring components and
limited wiring are
inundated, and
floodwaters are above the
normal receptacle height.
A significant number of
wiring components and a
significant amount of wiring
is inundated - floodwaters
are above normal wall
switch height.
Most of the wiring
components and a
significant amount of
wiring are inundated -
floodwaters are above
normal wall switch height.
If the main electrical power
source is located in the
basement, the panel will
need to be replaced. All
outlets (receptacles,
switches and lights) located
below grade should be
replaced. All receptacles,
switches, and outlets located
above the flood water high
mark can be left in place and
reused.
Modern Romex wiring that is
inundated only for short
durations (without wetting
the ends/joints/terminations)
can be dried and reused.
Older nonmetallic cable (with
impregnated braided
sheathings) should be
replaced when wetted. When
chemical contaminants are
suspected in the floodwaters,
all inundated electrical wiring
and components will require
replacement.
Modern Romex wiring that is
inundated only for short
durations while wetting the
ends/joints/terminations
should be replaced. Older
non-metallic cable (with
impregnated braided
sheathings) should be
replaced when wetted. When
chemical contaminants are
suspected in the floodwaters,
all inundated electrical wiring
and components will require
replacement.
Modern Romex wiring that is
inundated only for long
durations should be
replaced. Older nonmetallic
cable (with impregnated
braided sheathings) should
be replaced when wetted.
When chemical
contaminants are suspected
in the floodwaters, all
inundated electrical wiring
and components will require
replacement.
Special Considerations
The electrical system in place and its location with respect to the building may vary significantly, and damage thresholds
should account for the situation of the building being assessed.
Guidance for Estimating Percent Damage for Non-Residential Structures
7 of 7
HVAC
0-25%
25-50%
50-75%
Over 75%
Description
The base HVAC system is a forced-air heating
system (furnace) with ductwork. The air handler
system is located inside the thermal barrier of
the building.
The percent damaged will be less for a boiler. A
boiler system has a sealed piping system to
distribute the heat while the furnace uses a duct
system. Ducts with water infiltration will need to
be cleaned, repaired, and re-insulated. By
contrast, a boiler piping system only needs to
have the distribution piping clean and re-
insulated. Note: Old duct and HVAC insulation
may contain asbestos - use appropriate caution
and adjust the costs for removal, if found.
A gas-fired or oil-fired furnace located in a
basement or crawlspace will require replacement
of the furnace assembly as soon as 12 inches of
floodwaters are present. This will require an
adjustment of the percent damaged to 75%, as
soon as the water reaches the firebox level of
this heating equipment. A central air conditioner
or heat pump will have a ducted air distribution
system. The outside condenser unit(s) will
require reconditioning after any flooding
conditions.
Common Damage
Threshold Markers
Water level is less than 6
inches above the lowest
floor level.
Water level is between 6
inches and 12 inches
above the finished floor
level.
Water level is between 12
inches and 3 feet above the
finished floor level.
Water level is more than 3
feet above the lowest floor
level.
Water level is in the lower
ducts but not into the air
handler or equipment
operating system.
Water level is into the
lower ducts and the air
handler, but not into the
equipment operating
system.
Water level is into the
lower ducts, air handler,
and the equipment
operating system.
Water level is into the duct
distribution system, air
handler, and the equipment
operating system.
The condenser unit may be
reconditioned if the water
level is less than 6 inches
from the bottom of the
appliance. If the condenser
unit is located below the
flood level, it needs to be
replaced.
The condenser unit may be
reconditioned if the water
level is up to 12 inches
from the bottom of the
appliance. If the condenser
unit is located below the
flood level, it needs to be
replaced.
The fuel-fired equipment
(burners/controls) is
inundated.
The fuel-fired equipment
(burners/controls) is
inundated.
Minor to no damage to
exterior HVAC
components.
Minor to some damage to
exterior HVAC
components.
The condenser unit needs
to be replaced.
Some damage to some
exterior HVAC
components. Some
components may have
connection failures and
some became windborne
debris.
The condenser unit needs
to be replaced.
Significant damage to
multiple exterior HVAC
components. Components
may have connection
failures and components
became windborne debris.
If HVAC equipment (furnace,
air handler, heat pump) are
located in the basement or
the under floor areas, the
equipment should be
reconditioned or replaced.
Water-inundated duct
insulation should be
removed and replaced. If the
duct insulation is integral to
the ducts (duct board or
secured interior duct liners),
the ducts should be
replaced. All ducts that are
being reused will require
cleaning.
If portions of the HVAC
equipment (furnace, air
handler, heat pump) are
located in the basement or
the under floor areas, the
equipment should be
reconditioned or replaced.
Water-inundated duct
insulation should be removed
and replaced. If the duct
insulation is integral to the
ducts (duct board or secured
interior duct liners), the ducts
should be replaced. All ducts
that are being reused will
require cleaning.
Portions of the HVAC
equipment (furnace, air
handler, heat pump) should
be replaced. Water-
inundated duct insulation
should be removed and
replaced. If the duct
insulation is integral to the
ducts (duct board or secured
interior duct liners), the ducts
should be replaced. All ducts
that are being reused will
require cleaning.
All HVAC equipment
(furnace, air handler, heat
pump) should be replaced.
Water-inundated duct
insulation should be removed
and replaced. If the duct
insulation is integral to the
ducts (duct board or secured
interior duct liners), the ducts
should be replaced. All ducts
that are being reused will
require cleaning.
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First Discovered
Apr 2, 2026
Last Info Update
Apr 2, 2026
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