DHS · DHS-2717 · record R1838

Grants Manager Artificial Intelligence ChatBot

Department of Homeland Security · FEMA

Overview

Development stage: In development or acquisitionSource: a) Pre-deployment – The use case is in a development or acquisition status.
High-impact designation: Not high-impactSource: c) Not high-impact
Impact justification: Not reported
Start date: Not reported
Withheld from public reporting: Not reported

Mission

Topic area: Emergency Management
Operational functions: Chatbot or virtual assistant Derived by keyword rules; see methodology

Problem the AI is intended to solve

The chatbot is intended to solve inefficiencies in FEMA’s grants application review process by streamlining access to policy information, reducing the time and effort required for manual research, and simplifying the interpretation of complex policy inquiries. It addresses the need for accurate, consistent, and accessible information to improve decision-making and enhance the efficiency of the PA Program.

Expected benefits

The expected benefits include increased operational efficiency, improved accuracy in policy interpretation, and cost savings for FEMA’s mission. By providing quick, standardized responses, the chatbot supports faster and more equitable processing of grants, ensuring disaster survivors receive timely assistance. The system’s analytics and feedback mechanisms allow for continuous improvement.

System outputs

The AI system, powered by Azure OpenAI Services, generates outputs such as policy-based responses to user queries, concise summaries of complex policies, and historical chat records for reference. It also provides performance insights through a dashboard, tracking usage patterns and response accuracy, and incorporates user feedback to refine its functionality.

Technology

AI classification: Generative AISource: Generative AI: AI that generates new or synthetic content (e.g., images, videos, audio, text, code).
System name(s): Not reported
Custom-developed code: Not reported
Public source code: Not reported

Sourcing

How it was built: Not reported
Vendor (as reported): Not reported
Vendors (standardized): None on the standard list

A vendor is the supplier named by the agency. It does not identify the underlying model or AI technology.

Data and privacy

Involves PII: Not reported
Privacy Impact Assessment: Not reported
Authorization to Operate: Not reported
Demographic features: Not reported
Training and evaluation data: Not reported
Federal Data Catalog: Not reported

Governance

0 of 8 minimum-practice questions answered. A blank answer means the agency reported nothing; it does not mean the practice is absent.

Pre-deployment testingNo answer reported

AI impact assessmentNo answer reported

Independent reviewNo answer reported

Ongoing monitoringNo answer reported

Operator trainingNo answer reported

Fail-safeNo answer reported

Appeal processNo answer reported

User and public consultationNo answer reported

Potential impacts and how they were identified

Not reported