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FHWA Records Disposition Manual
(Electronic Information Systems)

Federal Highway Administration
List of FHWA Electronic Information Systems
June 24, 2013
System Name System Acronym Brief Description Office Scheduling Status (Pending, Approved, or Unscheduled) Records Disposition Schedule Authority Retention
Engineer's Estimate Bidding Award Construction System EEBACS The Engineer's Estimate Bidding Award Construction System is used to develop engineer's estimates, track projects in the field, prepare contract modifications, evaluate contractor's bids, etc. CFLHD Pending DAA-0406-2013-0003  
Materials Lab Management System   Materials Lab Management provides software, hardware, and network support and security for specialized, stand-alone lab equipment used to conduct testing of highway construction materials in accordance with national specifications and accreditation criteria. CFLHD Approved N1-406-10-2 (see FLHW 2) Master Files:  Cut off at end of fiscal year. Delete or destroy 10 years after cutoff.  See link for details.
Data Warehouse Stores Program   The Data Warehouse Stores Program is used by CFL and WFL to support receiving orders, generating orders as stock is depleted, tracking the location of items in the warehouse, generating invoices for issued items, and handling shipping.   CFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Maximo   Maximo is used by to support receiving orders, generating orders as stock is depleted, tracking the location of items in the warehouse, generating invoices for issued items, and handling shipping. CFLHD, WFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Oracle Privavera 6   Project Management Information System is used for engineering project collaboration, tracking, earned value management. CFLHD, WFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Course Management and Training System CMTS The Course Management Training System is a management information system to support the National Highway Institute's external customer base and contains accounts receivable, accounts payable, contracting, session, customer and instructor data. DTS Approved - GRS GRS 3, item 3 For financial and contracting records, see GRS 3, item 3a1a = 6 years & 3 months; for general training records, see GRS 1, item 29 = 5 years.  See link for details.
Dwight David Eisenhower Transportation Fellowship Program (formerly Student Transportation Education Pipeline System) DDETFP (Formerly STEPS) The Eisenhower Transportation Fellowship Program is a web-based system that will track the progress of students who have received money from various transportation education programs offered by the DOT. DTS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Knowledge Management  KM The Knowledge Management system is a knowledge sharing community that enables users to access critical knowledge needed, preserve institutional knowledge and accelerate learning. DTS Approved N1-406-08-1 (see DTS 8) Cut-off threaded (take a snapshot of) electronic files at the end of fiscal year. Destroy/Delete 5 years after cut-off.  See link for details.
NHI Web Portal NHI The NHI Web Portal is used for training and workforce development in the highway transportation community. Users can enroll in a scheduled session, submit host requests, make online payments for courses and course materials, request transcripts, etc. DTS Approved GRS 1, item 29 5 years; see link for details.
Review Recommendation & Risk Response System RRRRS RRRRS is under development and it will store FHWA Divisions Data that tracks risk identification, risk alleviation, and progress in mitigating risk.  Risk analysis and program reviews are key elements of the stewardship and oversight of the Federal Aid
program.
DTS        DFS-PMIT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Construction Management   Construction Management tracks construction status and other construction project data for CFL, EFL, and WFL. It provides a streamlined method for gathering data and tracking construction status throughout the life of projects. EFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Management Tracking System   The Project Management System is used by FLH for project tracking, planning, baseline management, performance tracking, and budgeting.  It merged project management systems from the 3 FLH regions, as well as some other administrative applications. EFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Roadway Inventory System   The Roadway Inventory System tracks the condition of roadways, including pavement condition, shoulder condition, and sign information maintained by FLH partner agencies. It is used to develop plans for roadway maintenance and reconstruction.
EFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Spatial Engineering Management System   The Spatial Engineering Management System involves implementation of the findings of the FLH GIS Team in support of the development of methods to leverage spatial data in the FLH design process. EFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Structural Data Management System   The Structural Data Management System consists of detailed bridge inventory and report generating systems, including a data input system with ties to the GIS, AASHTO PONTIS, and FHWA NBI system, to support bridge inspections. EFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Award Recognition   Award Recognition provides Form 1156 used to nominate FHWA employees for awards such as the Inventive Incentive Program, Distinguished Career Service Award, external awards, etc. HAHR Approved - GRS GRS 1, item 12 Destroy 2 years after approval or disapproval (see link for details).
Career Interest Assessment   The Career Interest Assessment is part of the FHWA's continuous efforts to have a systematic and effective succession planning process for the Agency's leadership positions. Information provided from the executives and employees at the SES, GS-15 and GS-14 levels is crucial in allowing the Administrator's office the best insight regarding career interests and any special considerations that may need to be provided. HAHR Approved - GRS GRS 16, item 14 See link for details.
Management Services Division Information System MSD The Management Services Division Information System tracks projects, products, and tasks. It includes modules to track budgets, analyze customers and cost savings, and produce management reports. HAIM-20 Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
FHWA Organizational Information System FOIS FHWA Organization Information System (FOIS) is the collection of organization wide information about FHWA offices (both division and HQ level). The system is responsible for maintaining high-level information about different divisions and various issues.  FOIS has modules that enable designated users to maintain organization related information.  The modules are named:  Division Office Information, DA/ADA, SES/RC Managers, Briefings, Major Projects, Budget, Directories & Listings, Emergency Contacts, Tolling Facilities, and Multifold.   HAIM-40 Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
User Profile and Access Control System UPACS The User Profile and Access Control System serves as the access control and user authentication mechanism for FHWA mission critical applications as well as other FHWA major applications which are sensitive. HAIM-40 Approved - GRS GRS 24, item 6(a) Destroy/delete inactive file 6 years after user account is terminated or password is altered, or when no longer needed for investigative or security purposes, whichever is later.
Electronic Briefing Bank   Electronic Briefing Bank is a collection of legal briefs filed in the course of litigation pertinent to the programs of FHWA, with a variety of search options. HCC Approved - GRS N1-406-08-11, item 18 (see CHFC 24) Cut off files after case is closed. Transfer to FRC 3 years after cutoff. Destroy 10 years after cutoff.
Freedom of Information Act (FOIA) Log FOIA Log This system manages FHWA FOIA requests and is used to better meet the extensive annual reporting requirements imposed by statute (5 USC § 552).  The FOIA Log has approximately 110 FHWA Headquarters and Field users, and is also used by FMCSA, PHMSA, OST, FTA, OIG, NHTSA and RITA, with separate reimbursable agreements in place for each Operating Administration.   HCC Approved - GRS GRS 14, item 15 Destroy when 2 years old.
Legal Precedent Opinions System LPOS The Legal Precedent Opinions System of legal opinions enables HCC to easily retrieve legal documents. HCC Approved N1-406-08-11, item 16b (see CHFC 22B) Transfer directly to NARA when 10 years old, in accordance with 36 CFR 1235, Subpart C.
Fiscal Management Information System FMIS The Fiscal Management Information System is the FHWA's major financial information system for tracking Federal-Aid highway projects on a project-by-project basis. In FY08 FMIS was designated to support the federal Grants Management Line of Business. HCF Approved N1-406-08-10, item 33 (see CFO 33) Master Files:  PERMANENT. Information remains in the database system. Cut off at end of fiscal year. Transfer information in accordance with 36 CFR 1235, Subpart C to the National Archives at the close of each fiscal year.  See link for details.
Purchase Request Information System & Management PRISM Purchase Request Information System & Management is a Commercial Off-The-Shelf (COTS) application that is used to track contract information and status.  HCF Approved - GRS GRS 3, item 3 6 years & 3 months; see link for details.
Rapid Approval and State Payment System RASPS The Rapid Approval and State Payment System, which replaced the legacy Current Bill - PR20 Warehouse system, is used to reimburse States for the Federal Share of highway construction and highway related projects. HCF Approved - GRS GRS 16, item 5 Destroy 1 year after the year in which the project is closed. 
Project Tracking System   The Project Tracking System is a relational database system allows the Alaska Division staff to view and track project development. HDA-AK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
DFS Dashboard   DFS Dashboard is the southern area dashboard (Arkansas Division). HDA-AR Approved - GRS GRS 16, item 14 See link for details.
EIS Tracking EIS EIS Tracking tracks dates of environmental documents for the Arkansas Division. HDA-AR Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Tracking   Project Tracking tracks Arkansas division projects. HDA-AR Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Site Manager   Site Manager tracks Arkansas State and FHWA projects. HDA-AR Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
2101 Log   The 2101 Log is used  to track 2101's (new project authorizations and revisions to project authorizations) that come from the State DOT, as part of their customer satisfaction data collection. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Log   Action Log is used to record and track required (various) interactions with CA Div clients by the office staff. It provides descriptions of actionable items, source for deadlines, follow up, results information, and reporting. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Tracker   Action Tracker is a CA Div Ofc tracking system for items with action dates. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Tracking System - Project/Program Action Tracking System (PATS)   The Action Tracking System is used by the CA Div to track the receipt of and response to action on: 1) Action items received in the official mailbox from HQ and other FHWA offices; and, 2) Project and program actions received from the CA State DOT. A correspondence development tool has also been incorporated into the system. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Awards Database   The Awards Database records employee awards history for the CA Div. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Bridge Tracking   Bridge Tracking tracks CA Div bridge projects. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Civil Rights Database   The Civil Rights Access Database records FHWA Form 1392 civil rights data and status for trend analysis. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
DBE Program Database   This is a DBE (Disadvantaged Business Enterprise) Fraud and Restitution database to monitor along with the CA State DOT. Firms involved in fraud settlement agreements and corporate compliance programs are listed in the database with summary information. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
EIS Tracking   EIS Tracking tracks dates of environmental documents for the CA Div. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
GOE Budget Database   This system was designed to facilitate the CA Div's Delphi reconciliation process, reinforce the separation of duties within the procurement process and improve real-time accounting control of administrative processes. The database involves reconciliation of source documents to Delphi, travel management, purchase orders, credit cards, collections and property inventory. By tracking supply, buying and usage, the Div is able to improve administrative funds accountability and internal process controls. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Headquarters Request Tracker   Headquarters Request Tracker is a CA Div database program for tracking activities and request results initiated from HQ. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Inventory Database   Inventory Database is used to keep track of CA Div inventory. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
IT Inventory   IT Inventory is a database of all CA Div IT inventory. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Major Project Tracking   Major Project Tracking tracks CAs Div projects. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Inventory System   The CA Div property inventory system is an Excel spreadsheet that lists each item in the office. The information contained on the spreadsheet is a description of the item, purchase amount, and serial number. The inventory includes items such as printers, cameras, high dollar item furniture, copiers, etc. Office Inventory System is used to track Div property inventory. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Task Plan   The Office Task Plan is an application used by the CA Div for planning, monitoring, and tracking. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Performance Plan Database   Performance Plan is used by the CA Div to track progress and status against the Div performance plan. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Performance Tracking System   The Performance Tracking System was developed to track the FHWA National Strategic Plan Performance Measures in CA. It facilitates quick and easy data analysis. The data is represented graphically and reviewed on a regular basis, to ensure that trends are headed toward the CA goals. Key elements and sub-elements being tracked are Safety (fatalities & injuries), National Security (STRAHNET bridge & pavement), Environment, Pavement IRI, Key Business Processes and Organizational Excellence. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Procurement Log   Procurement is used for assigning numbers to and tracking  Div purchase requests and purchase orders. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Tracking   The Project Tracking application is used by the Div Ofc to collect data, track, and monitor Div projects, as part of their customer satisfactiondata collection. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Purchase Order   Purchase Order is used to log all purchases made by the CA Div. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Suspense   The Suspense application is used by the Div Ofc to collect data, track, and monitor who is assigned to certain projects, as part of their customer satisfactiondata collection. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Suspense Tracker   The Suspense Tracker is an Access database used to track the status of all Ca Div action correspondence, reports, and any other item with a due date. Database contains subject, person assigned the action, and due date. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Time Tracking   Time Tracking is used to track the hours, accomplishments, notes and other resources used in accomplishing all of the activities in our Unit Performance Plan. Time Tracking is a SQL database backend with a web-interface frontend that contains resource data (hours) for the entirety of the Div’s activities, tasks etc. that the staff undertakes for the current fiscal year as they carry out the delivery of the federal-aid program in Iowa. The Div Ofc tracks hours for BOTH “change” and “production” related activities (~2080 hours/year) where SUPPS tracks status and accomplishments and not hours for only change related activities. Historically, the data was used to aid in the Div's planning efforts for the next fiscal year and to report labor distribution as required by Managerial Cost Accounting (MCA) policies. Currently, it has been helpful in generating data that feeds into the Div's required reporting for hours expended in ARRA related activities. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Travel/Budget Tracking   Travel/Budget Tracking keeps track of CA Div. office travel and general budget expenses. HDA-CA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Unit Performance Plan System Record Manager   The Unit Performance Plan System Record Manager is a client-based system used by the CA Div to track performance plan information (progress of SUPPS activities). HDA-CA Approved - GRS GRS 1, item 23(a)3(b) Destroy when 4 years old.
EIS Tracking   EIS Tracking tracks dates of environmental documents for the Florida Division. HDA-FL Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Dashboard   Dashboard was used to track dashboard items from the Unit Plan. The Division no longer “owns” an EIS in the Florida  Division to track Dashboard measures. They use a module in FHWA’s Shared Unit Performance Plan System (SUPPS) to track quarterly and annual measures as agreed to by the Director’s of Field Services (DFS). HDA-FL Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Suspense   The Suspense application is used by the Florida Division Office to collect data, track, and monitor who is assigned to certain projects, as part of their customer satisfactiondata collection. HDA-FL Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Procurement Log   Procurement is used for assigning numbers to and tracking Florida  Division purchase requests and purchase orders. HDA-FL Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Demo/Earmark Project Database   The Demo/Earmark Project Database is used by Florida  to track and monitor high priority, earmarked, and discretionary program projects. One of the main benefits of the database is that it is a central point of reference within the Division Office for all of the high priority, earmarked, and selective discretionary projects. The database references the amount designated by Congress as well as the actual amount the state received due to adjustments. It also illustrates the obligated, expended, and unexpended balances for each program project. The benefit of the program balances is that it allows program managers a centralized and quick reference point to analyze the status of individual project funding. HDA-FL Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
4(f) Tracking   4(f) Tracking tracks Florida Division environmental projects. HDA-FL Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Items   Action Items tracks Division work assignments assigned by HQ. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Authorization Checklist   Authorization Checklist is used in authorization procedures providing guidelines, promotes efficiency, avoids delays, and provides performance measurements for IADivision. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Awards Database   The Awards Database records employee awards history. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Dashboard   Dashboard was used to track dashboard items from the Unit Plan for Iowa Division.  The Division no longer “owns” an EIS in the Iowa Division to track Dashboard measures.  They use a module in FHWA’s Shared Unit Performance Plan System (SUPPS) to track quarterly and annual measures as agreed to by the Director’s of Field Services (DFS). HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
DFS Dashboard   DFS Dashboard. HDA-IA Approved - GRS GRS 16, item 14 See link for details.
Demo/Earmark Project Database   A Demo/Earmark Project Database is used by Iowa to track and monitor high priority, earmarked, and discretionary program projects. One of the main benefits of the database is that it is a central point of reference within the Division Office for all of the high priority, earmarked, and selective discretionary projects. The database references the amount designated by Congress as well as the actual amount the state received due to adjustments. It also illustrates the obligated, expended, and unexpended balances for each program project. The benefit of the program balances is that it allows program managers a centralized and quick reference point to analyze the status of individual project funding HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
EIS Tracking   EIS Tracking tracks dates of environmental documents for the Division. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Environmental Tracking System ETS The Environmental Tracking System is a web-based database that tracks (dates and resources) for environmental documents HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
GOE Cuff Records Systems   These systems facilitate the Iowa Division's Delphi reconciliation process, reinforce the separation of duties within the procurement process and improve real-time accounting control of administrative processes. The database involves reconciliation of source documents to Delphi, travel management, purchase orders, credit cards, collections and property inventory. By tracking supply, buying and usage, the Division is able to improve administrative funds accountability and internal process controls. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Inventory System   The property inventory system is an spreadsheet that lists each item in the office. The information contained on the spreadsheet is a description of the item, purchase amount, and serial number. The inventory includes items such as printers, cameras, high dollar item furniture, copiers, etc.  HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Procurement Log   Procurement is used for assigning numbers to and tracking Iowa Division purchase requests and purchase orders. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Review Tracking   Review Tracking was used to track D.O. PR/RE's and the findings/recommendations.  The Iowa Division no longer “owns” an EIS to track our reviews, findings, recommendations and activities.  They may “pilot” a new system developed by the Program Management Improvement (PMI) Team called Review Tracker.  The future goal is to implement the system agency-wide and host it on the FHWA Stewardship Portal. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Shared Unit Performance Plan System - Outlook   Shared Unit Performance Plan System Outlook is used by the Division Office in conjunctions with the Shared Unit Performance Plan System, which is used to collect unit performance plan information from HQ offices and divisions. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Suspense Tracker   The Suspense Tracker is an Access database used to track the status of all  Division action correspondence, reports, and any other item with a due date. Database contains subject, person assigned the action, and due date. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Time Tracking   Time Tracking is used to track the hours, accomplishments, notes and other resources used in accomplishing all of the activities in our Unit Performance Plan.  Time Tracking is a SQL database backend with a web-interface frontend that contains resource data (hours) for the entirety of the Iowa Division’s activities, tasks etc. that the staff undertakes for the current fiscal year as they carry out the delivery of the federal-aid program in Iowa.  The Division Office tracks hours for BOTH “change” and “production” related activities (~2080 hours/year) where SUPPS tracks status and accomplishments and not hours for only change related activities.  Historically, the data was used to aid in the Division's planning efforts for the next fiscal year and to report labor distribution as required by Managerial Cost Accounting (MCA) policies.  Currently, it has been helpful in generating data that feeds into the Division's required reporting for hours expended in ARRA related activities.
HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Unit Plan   Unit Plan was used to track and align the Iowa Division's D.O's objectives, and activities with FHWA's SIP.  The Division no longer “owns” an EIS  to track objectives and activities.  After the development of the annual Unit Plan, the Division uses SUPPS to track and report the status and accomplishment our objectives and activities. HDA-IA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Review Log   The Review Log application is used by the Idaho Division Office to collect data, track, and monitor division reviews, as part of their customer satisfaction data collection. HDA-ID Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Suspense   The Suspense application is used by the Idaho Division Office to collect data, track, and monitor who is assigned to certain projects, as part of their customer satisfaction data collection. HDA-ID Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Suspense Tracker   The Suspense Tracker is an Access database used to track the status of all Division action correspondence, reports, and any other item with a due date. Database contains subject, person assigned the action, and due date. HDA-IN Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
GOE Cuff Records Systems   GOE Cuff Records Systems tracks KS Div cuff records for GOE. HDA-KS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Inventory System   The Kansas Division property inventory system is an Excel spreadsheet that lists each item in the office.  The information contained on the spreadsheet is a description of the item, purchase amount, and serial number.  The inventory includes items such as printers, cameras, high dollar item furniture, copiers, etc. Office Inventory System is used to track Kansas Division property inventory. HDA-KS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Procurement Log   Procurement is used for assigning numbers to and tracking Kansas Division purchase requests and purchase orders. HDA-KS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Tracking System - Project/Program Action Tracking System (PATS)   The Action Tracking System is used by to track the receipt of and response to action on: 1) Action items received in the official mailbox from HQ and other FHWA offices; and, 2) Project and program actions received from the State DOT. A correspondence development tool has also been incorporated into the system. HDA-LA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Performance Tracking System   The Performance Tracking System was developed to track the FHWA National Strategic Plan Performance Measures in Louisiana.  It facilitates quick and easy data analysis. The data is represented graphically and reviewed on a regular basis, to ensure that trends are headed toward the Louisiana goals.  Key elements and sub-elements being tracked are Safety (fatalities & injuries), National Security (STRAHNET bridge & pavement), Environment, Pavement IRI, Key Business Processes and Organizational Excellence. HDA-LA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Travel/Budget Tracking   Travel/Budget Tracking keeps track of LA Div. office travel and general budget expenses. HDA-LA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Vehicles   Vehicles tracks GSA vehicles for LA Division. HDA-LA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Demo/Earmark Project Database   The Demo/Earmark Project Database is used by Louisiana to track and monitor high priority, earmarked, and discretionary program projects.  One of the main benefits of the database is that it is a central point of reference within the Division Office for all of the high priority, earmarked, and selective discretionary projects.  The database references the amount designated by Congress as well as the actual amount the state received due to adjustments.  It also illustrates the obligated, expended, and unexpended balances for each program project.  The benefit of the program balances is that it allows program managers a centralized and quick reference point to analyze the status of individual project funding. HDA-LA                   Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Shared Unit Performance Plan System - Outlook   Shared Unit Performance Plan System Outlook is used  in conjunction with the Shared Unit Performance Plan System, which is used to collect unit performance plan information from HQ offices and divisions. HDA-LA                   Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
DFS Dashboard   DFS Dashboard. HDA-MA Approved - GRS GRS 16, item 14 See link for details.
Civil Rights MS Database   The Civil Rights MS Access Database records form 1392 civil rights data and status for trend analysis. HDA-MI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Construction Project Log Database   The construction log database provides a comprehensive record of MI Div. construction projects and contract modifications. It was implemented as a management tool to gauge area engineer workloads and is now a vital asset for project and construction program management. HDA-MI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Contract Modifications    Contract Modifications tracks the number of and cycle time of design exceptions for Michigan Division. HDA-MI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Design Exception Tracking    Design Exception /Tracking tracks the quantity of and the nature of the exception for Michigan Division.  HDA-MI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Equipment Inventory    Equipment Inventory is used to record and assign all accountable equipment for the Michigan Division Office. HDA-MI Approved - GRS GRS 3, item 9a Destroy 2 years from date of list.
GOEV2 Database   This system was designed to facilitate the Michigan Division's Delphi reconciliation process, reinforce the separation of duties within the procurement process and improve real-time accounting control of administrative processes. The database involves reconciliation of source documents to Delphi, travel management, purchase orders, credit cards, collections and property inventory. By tracking supply, buying and usage, the Division is able to improve administrative funds accountability and internal process controls.  HDA-MI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Government Vehicles Database   The Government Vehicles Database fulfills all Headquarters acquisition requirements for Michigan Division, and retains a procurement history for budget projections. This system tracks mileage, lease dates and payments and various other related expenses on a monthly basis. Ultimately used to create mileage and billing reports, this system has been a vital method in reporting.  HDA-MI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Integrated GOE Budget Database   The Integrated GOE Budget Database will integrate the Michigan Division GOE expenditure with business plan objectives to expedite the GOE reconciliation process with Delphi. HDA-MI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Tracking   Project Tracking tracks Michigan Div Operations projects. HDA-MI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Tracker   Action Tracker is a Minnesota Division office tracking system for items with action dates. HDA-MN Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Time Tracking   Time Tracking is used to track the hours, accomplishments, notes and other resources used in accomplishing all of the activities in our Unit Performance Plan. Time Tracking is a SQL database backend with a web-interface frontend that contains resource data (hours) for the entirety of the Iowa Division’s activities, tasks etc. that the staff undertakes for the current fiscal year as they carry out the delivery of the federal-aid program in Iowa. The Division Office tracks hours for BOTH “change” and “production” related activities (~2080 hours/year) where SUPPS tracks status and accomplishments and not hours for only change related activities. Historically, the data was used to aid in the Division's planning efforts for the next fiscal year and to report labor distribution as required by Managerial Cost Accounting (MCA) policies. Currently, it has been helpful in generating data that feeds into the Division's required reporting for hours expended in ARRA related activities. HDA-MN Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Tracking System - Project Action Tracking System (PATS)   The Action Tracking System is used by the Missouri Division to track the receipt of and response to action on: 1) Action items received in the official mailbox from HQ and other FHWA offices; and, 2) Project and program actions received from the MO State DOT.  HDA-MO Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Tracking System - MO Statewide Tracking and Risk Improvement Project System (MO STRIPeS)   The Action Tracking System is used by the Missouri Division to track the full oversight projects and all related actions.  The receipt of and response to actions is tracked including change orders, access management, construction inspections, environmental actions, design exceptions, ROW, target dates, etc.  (Future use will apply to all projects, not just full oversight.) HDA-MO Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Authorization Checklist   Authorization Checklist is used in authorization procedures providing guidelines, promotes efficiency, avoids delays, and provides performance measurements for Division. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Awards Database   The Awards Database records employee awards history for the  MS Division Office. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Bridge Tracking   Bridge Tracking tracks MS Division bridge projects. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Business Plan   Business Plan assigns time and travel costs to the business plan individual and unit performance objectives which are mapped to NPO's and Strategic Goals, FIRE Planning, and Risk Management.  HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Construction Project Database   The construction log database provides a comprehensive record of MS Div. construction projects and contract modifications.  HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Contract Modifications    Contract Modifications tracks the number of and cycle time of design exceptions in the Process Reviews database. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Controlled Correspondence Tracking System   Action Log is used to record and track required (various) interactions with MS Division clients by the office staff. It provides descriptions of actionable items, source for deadlines, follow up, results information, and reporting. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Design Exception Tracking    Design Exception /Tracking tracks the quantity of and the nature of the exception for MS Division. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Tracking System   The Project Tracking System allows the MS Division staff to view and track project development--ARRA Projects HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
DFS Dashboard   DFS Dashboard is the  dashboard module for SUPPS. HDA-MS Approved - GRS GRS 16, item 14 See link for details.
DELPHI Track   DELPHI Track is used as accounting spreadsheets by MS Division Office HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Demo/Earmark Project Database   The Demo/Earmark Project Database is used by MS to track earmarked, and discretionary program projects.  HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
EIS Tracking   EIS Tracking tracks dates of environmental documents for the MS Division. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
GOE Cuff Records Systems   GOE Cuff Records Systems tracks MS Division cuff records for GOE. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
GOEV2 Database   This system was designed to facilitate the  Division's Delphi reconciliation process, reinforce the separation of duties within the procurement process and improve real-time accounting control of administrative processes. The database involves reconciliation of source documents to Delphi, travel management, purchase orders, credit cards, collections and property inventory. By tracking supply, buying and usage, the Division is able to improve administrative funds accountability and internal process controls. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
IT Inventory   IT Inventory is a database of all MS Division IT inventory. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Process Review Tracker   Process Review Tracker is a database program for tracking MS Division Process Review recommendations; it provides source documentation access, follow up, reporting, and results information. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Purchase Order   Purchase Order is used to log all purchases made by the MS division. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Quality Improvement Reviews Database    Monitors  program reviews. The data collected are reports, work plans, final reports, opportunities for improvement; titles, and related information.  HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Inventory System   The MS Division property inventory system is an Excel spreadsheet that lists each item in the office. The information contained on the spreadsheet is a description of the item, purchase amount, and serial number. The inventory includes items such as printers, cameras, high dollar item furniture, copiers, etc.  HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Performance Tracking System   The Performance Tracking System was developed to track the FHWA National Strategic Plan Performance Measures . It facilitates quick and easy data analysis. The data is represented graphically and reviewed on a regular basis, to ensure that trends are headed toward goals. Key elements and sub-elements being tracked are Safety (fatalities & injuries), National Security (STRAHNET bridge & pavement), Environment, Pavement IRI, Key Business Processes and Organizational Excellence. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Procurement Log   Procurement is used for assigning numbers to and tracking MS Division purchase requests and purchase orders. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Review Log   Accomplishments, travel mainly for ARRA projects.  HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Review Tracking   MS Division tracks projects --mainly ARRA. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Site Manager   Site Manager tracks MS and FHWA projects. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Time Tracking   Time Tracking is used to track the hours, accomplishments, travel mainly for ARRA projects. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Travel/Budget Tracking   Travel/Budget Tracking keeps track of MS Div. office travel and general budget expenses. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Unit Plan   Aligns MS Plan with FHWA Strategic Plan. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Vehicles   Vehicles tracks GSA for Division. HDA-MS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Travel with NDDOT   Travel with NDDOT is a MS Access Database developed by ND Division to track shared travel with NDDOT staff (programmatic gift of travel),  Data from the database is reported to Counsel. HDA-ND Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Bridge Tracking   Bridge Tracking tracks Nebraska Division bridge projects. HDA-NE Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Clearance Transmittal (CT) Tracking   CT Tracking monitors/manages clearance transmittals for the Division. HDA-NE Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
4(f) Tracking   4(f) Tracking monitors/manages Nebraska Division environmental projects. HDA-NE Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Government-Leased Vehicle Database   The Government-Leased Vehicle Database fulfills all Headquarters acquisition requirements for the Nebraska Division and retains a procurement history for budget projections. This system tracks mileage, lease dates, payments, and various other related expenses on a monthly basis. This is ultimately used to create mileage and billing reports, this system has been a vital method in reporting. HDA-NE Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Inventory System   The Nebraska Division property inventory system is an Excel spreadsheet that lists each accountable item in the office. The information contained on the spreadsheet is, at a minimum, a description of the item, purchase amount, and serial number. The inventory includes items such as printers, cameras, high dollar items, furniture, copiers, etc. Office Inventory System is used to track the Nebraska Division property inventory. HDA-NE Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Task Plan   The Office Task Plan is an application used by the Nebraska Division for planning, monitoring, and tracking. HDA-NE Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Procurement Log   The Procurement Log is used for assigning numbers to and tracking Nebraska Division Purchase Requests and Purchase Orders. HDA-NE Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Travel/Budget Tracking   Travel/Budget Tracking keeps track of Division office travel and general budget expenses. HDA-NE Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Vehicles   Tracks GSA leased vehicles for the Nebraska Division. HDA-NE Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Log   Action Log is used to record and track required (various) interactions with NJ Division clients by the office staff.  It provides descriptions of actionable items, source for deadlines, follow up, results information, and reporting. HDA-NJ        Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Correspondence Tracking     Correspondence Tracking tracks Nevada Division projects. HDA-NV Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Items   Action Items tracks NY Division work assignments assigned by HQ. HDA-NY Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Tracking System - Project/Program Action Tracking System (PATS)   The Action Tracking System is used by the  Division to track the receipt of and response to action on: 1) Action items received in the official mailbox from HQ and other FHWA offices; and, 2) Project and program actions received from the  State DOT. A correspondence development tool has also been incorporated into the system. HDA-NY Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Division Inventory   Division Inventory contains asset management data for the New York Division office.  It interfaces with bar code scanner to conduct annual inventory.  HDA-NY Approved - GRS GRS 3, item 9 2 years (see link for details).
Action Items   Action Items tracks NY Division work assignments assigned by HQ. HDA-NY Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Purchase Order   Purchase Order is used to log all purchases made by the NY division. HDA-NY Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
DBE Program Database   This is a DBE (Disadvantaged Business Enterprise) Fraud and Restitution database to monitor along with the Ohio State DOT.  Firms involved in fraud settlement agreements and corporate compliance programs are listed in the database with summary information.   HDA-OH Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Inventory of PC   Inventory of PC is an inventory of Ohio Division PCs. HDA-OH Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Performance Plan Database   Performance Plan is used by the Ohio Division to track progress and status against the Division performance plan. HDA-OH Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Tracking Database   Project Tracking Database is a local response tracking database on Ohio Division projects. HDA-OH Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Quality Improvement Reviews Database    This Ohio Div. Database is shared with the Ohio state DOT for tracking and monitoring program reviews. The data collected are reports, work plans, final reports, opportunities for improvement; titles, and related information.  The Ohio Div. maintains 3 separate QIR Databases – one each for Ohio, West Virginia and Kentucky.  HDA-OH Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Tracker   Action Tracker is a  Division office tracking system for items with action dates. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Awards Database   The Awards Database records employee awards history for the Division. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Business Plan   Business Plan assigns time and travel costs to the business plan individual and unit performance objectives which are mapped to NPO's and Strategic Goals. The Business Plan contains MCA, FIRE Planning, Risk Management. MIBP provides data for the national performance plan (SUPPS), the DFS and DA accomplishment reports, and the annual  Division accomplishment report. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Correspondence Tracking   Correspondence Tracking tracks Division projects. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Dashboard   Dashboard was used to track dashboard items from the Unit Plan for Oklahoma Division. The Division no longer “owns” an EIS in the Iowa Division to track Dashboard measures. They use a module in FHWA’s Shared Unit Performance Plan System (SUPPS) to track quarterly and annual measures as agreed to by the Director’s of Field Services (DFS). HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Division Inventory   Division Inventory contains asset management data. It interfaces with bar code scanner to conduct annual inventory. HDA-OK Approved - GRS GRS 3, item 9 2 years (see link for details).
EIS Tracking   EIS Tracking tracks dates of environmental documents for the Oklahma Division. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Environment Tracking System   The Environmental Tracking System is a web-based database that tracks (dates and resources) for environmental documents for projects in theDivision office. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
GOE Cuff Records Systems   GOE Cuff Records Systems tracks cuff records for GOE. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Headquarters Request Tracker   Headquarters Request Tracker is a Division database program for tracking activities and request results initiated from HQ. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
HQREQ   HQREQ tracks correspondence from OKDOT and HQ. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Inventory of PC   Inventory of PC is an inventory of  Division PCs. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
IT Inventory   IT Inventory is a database of all Division IT inventory. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Inventory System   The property inventory system is an Excel spreadsheet that lists each item in the office. The information contained on the spreadsheet is a description of the item, purchase amount, and serial number. The inventory includes items such as printers, cameras, high dollar item furniture, copiers, etc. Office Inventory System is used to track property inventory. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Performance Tracking System   The Performance Tracking System was developed to track the FHWA National Strategic Plan Performance Measures. It facilitates quick and easy data analysis. The data is represented graphically and reviewed on a regular basis, to ensure that trends are headed toward the Division goals.  Key elements and sub-elements being tracked are Safety (fatalities & injuries), National Security (STRAHNET bridge & pavement), Environment, Pavement IRI, Key Business Processes and Organizational Excellence. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Process Review Tracker   Process Review Tracker is a database program for tracking Division Process Review recommendations; it provides source documentation access, follow up, reporting, and results information. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Purchase Order   Purchase Order is used to log all purchases made by the division. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Quality Improvement Reviews Database    This  Database is shared with the state DOT for tracking and monitoring program reviews. The data collected are reports, work plans, final reports, opportunities for improvement; titles, and related information.  HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Review Log   The Review Log application is used by the Oklahoma Division Office to collect data, track, and monitor division reviews, as part of their customer satisfactiondata collection. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Review Tracking   Review Tracking was used to track D.O. PR/RE's and the findings/recommendations. The OklahomaDivision no longer “owns” an EIS to track our reviews, findings, recommendations and activities. They may “pilot” a new system developed by the Program Management Improvement (PMI) Team called Review Tracker. The future goal is to implement the system agency-wide and host it on the FHWA Stewardship Portal. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Site Manager   Site Manager tracks Oklahoma State and FHWA projects. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Suspense Tracker   The Suspense Tracker is an Access database used to track the status of all Division action correspondence, reports, and any other item with a due date. Database contains subject, person assigned the action, and due date. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Travel/Budget Tracking   Travel/Budget Tracking keeps track of Div. office travel and general budget expenses. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Unit Performance Plan System Record Manager   The Unit Performance Plan System Record Manager is a client-based system used by the Division to track performance plan information (progress of SUPPS activities). HDA-OK Approved - GRS GRS 1, item 23(a)3(b) Destroy when 4 years old.
Unit Plan   Unit Plan was used to track and align the Oklahoma Division's D.O's objectives, and activities with FHWA's SIP. The Division no longer “owns” an EIS to track objectives and activities. After the development of the annual Unit Plan, the Division uses SUPPS to track and report the status and accomplishment our objectives and activities. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Vehicles   Vehicles tracks GSA vehicles for Division. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Equipment Inventory    Equipment Inventory is used to record and assign all accountable equipment for the Division Office. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Integrated GOE Budget Database   The Integrated GOE Budget Database will integrate the Division GOE expenditure with business plan objectives to expedite the GOE reconciliation process with Delphi. HDA-OK Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
4(f) Tracking   4(f) Tracking tracks Pennsylvania Division environmental projects. HDA-PA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Bridge Tracking   Bridge Tracking tracks Pennsylvania Division bridge projects. HDA-PA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
CT Tracking   CT Tracking tracks clearance transmittals for Pennsylvania Division. HDA-PA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
IOP Tracking   IOP Tracking tracks Pennsylvania Division IOP reviews. HDA-PA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Inventory System   The Pennsylvania Division property inventory system is an Excel spreadsheet that lists each accountable item in the office. The information contained on the spreadsheet is, at a minimum, a description of the item, purchase amount, and serial number. The inventory includes items such as printers, cameras, high dollar items, furniture, copiers, etc. Office Inventory System is used to track the Pennsylvania Division property inventory. HDA-PA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Tracking   Project Tracking is a database to track PA Division project milestones and cycle times. HDA-PA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Travel/Budget Tracking   Travel/Budget Tracking keeps track of PA Div. office travel and general budget expenses. HDA-PA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Vehicles   Vehicles tracks GSA vehicles for PA Division. HDA-PA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Wasp Inventory   Wasp Inventory keeps track of the PA Div office inventory. HDA-PA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
HQREQ-RI HQREQ-RI HQREQ-RI tracks correspondence from RIDOT and HQ. HDA-RI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Correspondence Tracking   Correspondence Tracking tracks South Carolina Division projects. HDA-SC Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
EIS Tracking   EIS Tracking tracks dates of environmental documents for the South Carolina Division. HDA-SC Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
IT Inventory   IT Inventory is a database of all South Carolina Division IT inventory. HDA-SC Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Inventory System   The South Carolina Division property inventory system is an Excel spreadsheet that lists each item in the office. The information contained on the spreadsheet is a description of the item, purchase amount, and serial number. The inventory includes items such as printers, cameras, high dollar item furniture, copiers, etc. Office Inventory System is used to track South Carolina Division property inventory. HDA-SC Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Procurement Log   Procurement is used for assigning numbers to and tracking South Carolina Division purchase requests and purchase orders. HDA-SC Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Purchase Order   Purchase Order is used to log all purchases made by the SC division. HDA-SC Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Site Manager   Site Manager tracks South Carolina and FHWA projects. HDA-SC Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Travel/Budget Tracking   Travel/Budget Tracking keeps track of SC Div. office travel and general budget expenses. HDA-SC Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project/Action Tracking Database   Project Tracking Database is a local response tracking database on Texas Division projects and other actionable items. HDA-TX Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
DFS Dashboard   DFS Dashboard is in Sharepoint. HDA-TX Approved - GRS GRS 16, item 14 See link for details.
DELPHI Track   DELPHI Track is used as accounting spreadsheets by UT Div. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Design Exception Tracking   A Excel spread sheet is used to track Design Exception for the Utah Division. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
DFS Dashboard   DFS Dashboard is in Sharepoint. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
EIS Tracking   Sharepoint tracks EIS dates of environmental documents for the Utah Division. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Equipment Inventory   Equipment Inventory is used to record and assign all accountable equipment for the UT Division Office. HDA-UT Approved - GRS GRS 3, item 9a Destroy 2 years from date of list.
GOE Cuff Records Systems   GOE Cuff Records Systems tracks UT Div cuff records for GOE. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Office Inventory System   The Utah Division property inventory system is an Excel spreadsheet that lists each item in the office. The information contained on the spreadsheet is a description of the item, purchase amount, and serial number. The inventory includes items such as printers, cameras, high dollar item furniture, copiers, etc. Office Inventory System is used to track Utah Division property inventory. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Procurement Log   Procurement is used for assigning numbers to and tracking UT Division purchase requests and purchase orders. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Tracking System   The Project Tracking  is a spreadsheet created and updated by the Team Ldr. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Task Tracking   Utah Division uses Microsoft Outlook to track all tasks and establish a baseline for percentages complete.  Action correspondence, reports, and any other item with a due date. contains subject, person assigned the action, and due date. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Unit Plan   The Utah Div. uses Sharepoint for the Unit Plan. HDA-UT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Inventory Database   Inventory Database is used to keep track of Vermont Division  inventory. HDA-VT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Action Tracking System - Project/Program Action Tracking System  PATS The Action Tracking System is used by the Washington Division to track the receipt of and response to action on:  1) Action items received in the official mailbox from HQ and other FHWA offices; and, 2) Project and program actions received from the WA State DOT.  A correspondence development tool has also been incorporated into the system.   HDA-WA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
DFS Dashboard   DFS Dashboard.. HDA-WI Approved - GRS GRS 16, item 14 See link for details.
EIS Tracking   EIS Tracking tracks dates of environmental documents for the WI Division. HDA-WI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Procurement Log   Procurement is used for assigning numbers to and tracking WI Division purchase requests and purchase orders. HDA-WI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Tracking System   The Project Tracking System is a relational database system allows the WI Division staff to view and track project development. HDA-WI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Purchase Order   Purchase Order is used to log all purchases made by the WI division. HDA-WI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Time Tracking   Time Tracking is used to track the hours, accomplishments, notes and other resources used in accomplishing all of the activities in our Unit Performance Plan. Time Tracking is a SQL database backend with a web-interface frontend that contains resource data (hours) for the entirety of the WI Division’s activities, tasks etc. that the staff undertakes for the current fiscal year as they carry out the delivery of the federal-aid program in Iowa. The Division Office tracks hours for BOTH “change” and “production” related activities (~2080 hours/year) where SUPPS tracks status and accomplishments and not hours for only change related activities. Historically, the data was used to aid in the Division's planning efforts for the next fiscal year and to report labor distribution as required by Managerial Cost Accounting (MCA) policies. Currently, it has been helpful in generating data that feeds into the Division's required reporting for hours expended in ARRA related activities. HDA-WI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Unit Plan   Unit Plan was used to track and align the WI Division's D.O's objectives, and activities with FHWA's SIP. The Division no longer “owns” an EIS to track objectives and activities. After the development of the annual Unit Plan, the Division uses SUPPS to track and report the status and accomplishment our objectives and activities. HDA-WI Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Division Fiscal Inventory Tracking System DFITS DFITS is a Wyoming Division asset management tool. HDA-WY Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Project Tracking System   The Project Tracking System is a relational database system for Wyoming Division staff to view and track project development. HDA-WY Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Annual Right-of-Way Statistics ROWS The Annual Right-of-Way Statistics website is a source for residential and non-residential acquisition and relocation information. It features summary reports and a searchable database of historic acquisition and relocation statistics. An access to automated reporting form is also included for state and other Federal agencies engaged in real property acquisition and relocation to report annual right-of-way statistics as required under the Uniform Act. HEP Approved N1-406-09-6, item 5 (see RWEN 5) PERMANENT.  Cut off at end of fiscal year.  If paper:  Transfer to FRC 5 years cutoff.  Transfer to the National Archives in 5 year blocks when 20 years old. If electronic:  Transfer to National Archives 5 years after cutoff, in accordance with 36 CFR 1235, Subpart C. 
Congestion Mitigation and Air Quality System CMAQ Congestion Mitigation and Air Quality is a repository for data from States on their CMAQ projects, including emission benefits, and the use and benefits of CMAQ program funds. It is used to produce an annual report to Congress. HEP Approved N1-406-09-14 (see RWEN 85) Master Files:  PERMANENT.  Cut off 2 years after the end of the fiscal year to allow for entry and review of project data. Transfer a copy of the master data file to NARA 2 years after cutoff, in accordance with 36 CFR 1235, Subpart C (see link for details).
Project and Program Action Information System (previously Environmental Document Tracking System) PAPAI (previouslyEDTS) PAPAI is used by individuals in Federal-aid and Federal Lands field offices to record and periodically update the key project information that is necessary for tracking the progress of active EISs and EAs.  HEP & Director DFS Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
National Scenic Byways Website   The National Scenic Byways Website supports the FHWA grants management program.  See www.byways.org and www.bywaysonling.org,  HEP Approved N1-406-07-1 (See RWEN 76 - RWEN 84) Various; see link for details.
State and Environmental Streamlining and Stewardship Practices Database   The State and Environmental Streamlining and Stewardship Practices Database contains examples of streamlining and stewardship practices used by states to efficiently and effectively fulfill their NEPA obligations. The supporting website allows users to search the database to read about these examples.  Also, users can click on a map to retrieve all practices for a state or use the search engine to find specific practices. HEP Approved N1-406-09-15 (see RWEN 86) Master Files:  Cut off at the end of the calendar year. Delete 10 years after cutoff.  See link for details.
Federal Lands Labor Cost Distribution Process FLLCDP The Federal Lands Labor Cost Distribution Process is a FLH payroll system being used instead of CASTLE until the CDR module is added. The Federal Lands Labor Cost Distribution Processing System is primarily a cost accounting system that is used to allocate costs associated with highway design and construction activities.  Personnel assigned to highway design and construction projects in the Federal Lands Highway Office are responsible for several projects, all of which are funded from different sources.  The Federal Lands Highway Office must accurately allocate charges incurred by project personnel to the proper funding sources to ensure accurate accounting and billing.  The Labor Cost Distribution Process provides this capability.  It is important to note that the LCDP is not a data warehouse; no data is actually kept in the system. 
HFL Approved - GRS GRS 2, item 8 Destroy after GAO audit or when 6 years old, whichever is sooner.  
Federal Aid Highway Program Policy and Guidance Center   The Center is a web-based reference library that provides links to FHWA policy and guidance documents, including legislation and regulations for FHWA-related topic areas.    HIF Approved - GRS GRS 23, item 9 Destroy or delete with the related records.
National Bridge Inventory System NBI The National Bridge Inventory System is a repository for financial, structural, and status data of the Nation's federally funded bridges. It is used to determine and allocate federal funds, schedule maintenance, and generate reports to Congress. HIF Approved - GRS N1-406-08-7 (see HIF 183) Master Files:  PERMANENT.  Cut off at the end of the calendar year. Transfer a copy of the master data file to NARA at the close of each calendar year, in accordance with 36 CFR 1235, Subpart C.  See link for details.
National Highway Specifications Website NHSW The National Highway Specifications Website is a central national repository for states' highway specification manuals.  It allows construction contractors to view state requirements for highway construction projects on-line. HIF Approved - GRS GRS 23, item 9 Destroy or delete with the related records.
Correspondence Tracking System CTS The Correspondence Tracking System is a web enabled document-tracking tool, which keeps track of all controlled correspondence for the FHWA. HOA Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Vehicle Size and Weight Automated Reporting System VSW The Vehicle Size and Weight Automated Reporting System automates States' required annual submittal of the SEP, which describes procedures, resources, and facilities that it intends to devote to enforcement of its vehicle size and weight laws. HOP Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Highway Performance Monitoring System HPMS The Highway Performance Monitoring System is used to track road mileage, and the safety, efficiency, and physical conditions of the US highway system. It also supports the apportionment of Federal funds to the States. HPL Pending N1-406-11-3  
Legislative Implementation Planning System LIPS The Legislative Implementation Plan Tracking System is a web based system with a database designed to  track FHWA actions to carry out enacted legislation.  LIPS provide information to FHWA management and Congress. HPL Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Motor Fuels and Financial Analysis System - Highways Fuels & FASH Motor Fuels and Financial Analysis System - Highways is used to enter/ import data into FHWA forms relating to State highway financing and motor fuel use and taxes. It is also used to produce annual reports for FHWA Highway Statistics document. HPL Pending N1-406-11-2  
Motor Vehicle Smart System   The Motor Vehicle Smart System will enable safety data analysis and quality programs relating to State-reported data on motor vehicles.  Now includes Drivers License SMART System. HPL Approved N1-406-09-5 (see PLCY 22) Master Files:  PERMANENT.  Cut off at the end of the calendar year. Transfer a copy of the master data file to (NARA at the close of each calendar year, in accordance with 36 CFR 1235, Subpart C.  See link for details.
National Household Travel Survey   The National Household Travel Survey is a website that provides statistics such as:  Summary Statistics on Demographic Characteristics and Total Travel, Relative Changes in Travel Characteristics, Number of Vehicle Trips by Time of Day, Number of Weekday Workers by Chain Type, Average Vehicle Trip Lengths, and Household-Based Fleet Characteristics. HPL Approved N1-406-10-1 (see PLCY 24) Master Files:  PERMANENT.  Cut off at the end of the calendar year.  Transfer copies of completed electronic data files to NARA at the close of each calendar year, in accordance with 36 CFR 1235, Subpart C.  See link for details.
Recovery Act Database System RADS RADS will allow States and Field Offices to submit required periodic ARRA reports; and will be used for standard and special reports for the White House, Congress, OMB, and senior management.  The final version of RADS will be integrated into Finance and/or Policy data systems. HPL Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Shared Unit Performance Plan System SUPPS The Shared Unit Performance Plan System is used to collect unit performance plan information from HQ offices and divisions.  HPL Approved - GRS GRS 16, item 5 Destroy 1 year after the year in which the project is closed.
Travel Monitoring Analysis System TMAS (formerly TIS) The Travel Monitoring Analysis System assists in the collection and analysis of data on traffic volume, vehicle classification, and truck weight, supporting many highway and transportation functions, including development of policies and regulations. HPL Pending N1-406-11-1  
Cable Stay Bridge Database   The Cable Stay Bridge Database is a Microsoft Access database used by the HRD Aerodynamics Laboratory personnel to view and store bridge details of various cable-stayed bridges.  The types of records contained in the database are data on bridge and cable properties of bridges relating to the pooled-fund study, including cable geometry, cable properties, and cable connections and dimensions.  HRT Approved N1-406-09-28, item 2 (see RSDV 45) Master Files:  Delete after verification of transfer into the Long-Term Bridge Performance Database or when no longer needed for research, whichever is later (see link for details).
Deer Isle Bridge Event Database   This database is a repository of data from monitoring the Deer Isle Bridge in Maine using various accelerometers, anemometers, and sky vanes placed at various points on the bridge to measure wind speed and vibration.  Large amounts of data have been gathered regarding wind and bridge motion.  Factors computed including mean wind speed and direction, individual and mean turbulence intensity values, and wind angle.  HRT Approved N1-406-09-28, item 1 (see RSDV 44) Master Files:  Delete after verification of transfer into the Long-Term Bridge Performance Database or when no longer needed for research, whichever is later.  See link for details.
FHRRIS2 Database Inventory System (Federal Highway Research Report Information System)   The FHRRIS2 Database Inventory System is a warehouse inventory control database system for FHWA research reports and publications, and NHI training materials, CDs/DVDs. This system is used to register customers, process orders, maintain an inventory control system, and produce packing and shipping information.  In addition, the system is used by HRTM management to control inventory, reorder publications, establish printing quantities, and produce management reports for efficient operations of the PDC. HRT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Highway Safety Information System HSIS The Highway Safety Information System (HSIS) is a database that contains crash, roadway inventory, and traffic volume data for a select group of States and urban centers.  HSIS provides quality data on a large number of accident, roadway, and traffic variables, but contains only police-reported accident data on the State-maintained highway system.  HRT Approved N1-406-09-13 (see RSDV 43) Master Files:  PERMANENT. Cut off at end of calendar year. Transfer a copy of the master data file to NARA every two years at the end of the calendar year, in accordance with 36 CFR 1235, Subpart C.  See link for details.
Long Term Bridge Performance Database LTBP The LTBP database will contain bridge data relating to corrosion, fatigue, environment (such as temperature variation), overload, scour, wind, and maintenance; and in addition will include the legacy data (the National Bridge Inventory System).  By the end of FY 2011, the LTBP data infrastructure will be developed to reside at TFHRC for use by FHWA and States.   HRT Approved N1-406-09-27 (see RSDV 46) Master Files:  PERMANENT.  Cut off after each major LTBP data release, which is currently scheduled annually. Transfer a copy of the master data file to the NARA after cut off, in accordance with 36 CFR 1235, Subpart C.  See link for details.
Long Term Pavement Performance Database LTPP The Long-Term Pavement Performance (LTPP) is an Oracle relational database designed to store all of the data collected by the LTPP program for easy and convenient dissemination and use. The outputs of the database are in various formats, such as DVDs, resource documents, user manuals, and research reports. The LTPP Database is one of FHWA’s mission critical systems. HRT Approved N1-406-09-12 (see RSDV 42) Master Files:  PERMANENT.  Cut off after each major LTPP data release, which is currently scheduled annually. Transfer a copy of the master data file to the NARA after cutoff, in accordance with 36 CFR 1235, Subpart C.  See link for details.
RD&T Project Management Support System   This system will produce reports to enable FHWA to better and more effectively manage R&D projects on cost, schedule and performance criteria.  It will also allow Turner Fairbank Highway Research center managers to more efficiently respond to data calls from internal and external sources (such as TRB and NSF) regarding the research that is performed at TFHRC.   HRT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Research Information Management System (formerly Laboratory Information Management System) RIMS RIMS is being developed to enable research data and test results generated by the Pavement Materials and Construction Team to be stored in a single location, which is a Structured Query Language (SQL) server at TFHRC.  The establishment of a common database will enable the team to organize and share research and test results across the team. As of 3/28/13, there is a shell for RIMS but all of the data has not been archived on this system.  Much of the data resides within the individual laboratories.  While RIMS is largely developed, TFHRC is in the process of purchasing some new instrumentation which enhances the capabilities of the chemistry lab.  RIMS may not necessarily accommodate data collected on these instruments and may require some additional development.  There is also an effort underway to establish a broader database which would include all of the labs and contracted research.   HRT Approved N1-406-10-3 (see RSDV 47) Master Files:  Cut off at end of calendar year. Destroy/delete 25 years after cutoff.  See link for details.
Security and Space Management Database   Security and Space Management is a Database of federal and contractor employee information used for multiple purposes such as accountability of employees during emergency situations. It is also used for reporting purposes both internal to TFHRC and to other FHWA offices (i.e., HAAM, HAIM.)  HRT Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Safety IT Program   The Highway Safety Improvement Program web site gathers and reports on "before" and "after" accident data relating to highway safety improvement projects. It generates an annual report to Congress on the results. HSA Approved N1-406-08-2, item 4 (see SAFE 10) Cut off at end of fiscal year.  Destroy paper records/delete electronic records 5 years after cutoff.
Construction Progress Estimate System   Construction Progress Estimate System is used to calculate progress payment estimated for active construction contracts. WFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Construction Status Report   Construction Status Report provides daily construction status for FLH. WFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
Time and Attendance   Time and Attendance is used FLH-wide for biweekly entry of labor hours with account information. WFLHD Approved - GRS GRS 23, item 8 Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.

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