FHWA Records Disposition Manual (Electronic Information Systems)

Federal Highway Administration
List of FHWA Electronic Information Systems
June 6, 2012
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	NARA Denver office working with CFLHD to schedule. Not operational yet.
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.
SSTracking		SSTracking is used for Resource Center performance planning, time tracking (integrated Suite).	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.
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.
Engineering Library System		The Library System, a COTS electronic library system, stores current and out-of-print technical reference documents, and includes a uniform reference system, search and retrieval capability, and abstracts for all Federal Lands offices.	EFLHD, CFLHD, WFLHD	Approved - GRs	GRS 23, item 9	Destroy or delete with the related records.
e-Authentication		A federated identity management solution for FHWA in support of GSA E-Authentication Initiative; Project will research, evaluate and test credential standards, use of protocols and product vendor offerings.	HAD	Approved - GRS	GRS 20, item 1c	Delete/destroy when the agency determines they are no longer needed for administrative, legal, audit, or other operational purposes.
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) Management System	FOIA	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 Management System 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 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.
Reference Library Database		The Library Database records the CA Div library document inventory and check out status.	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.
Review Recommendation & Risk Mitigation Tracking System		This is a program management application with three modules, that will be used to track Program Review Recommendations, Risk Mitigation Strategies, and “suspense” tracking of other action items. It is one of the seven planned IT Applications deemed necessary by the DA IT Advisory Committee in an effort to consolidate Field requirements into common business processes, and will be made available to all Divs.	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.
Risk Management Database		The Risk Management system is a multiyear database in which the CA program managers do their annual risk assessments on a standard format. The program risk areas (PDAT areas) receive a quantitative risk value for likelihood and impact. They also compose the risk events within the system. This data combined with our time records show the amount of time spent to mitigate risks identified in the risk events. The program is designed to meet the risk management requirements from Headquarters, generate reports showing risk status and trends and to retain this data over time. The risk management database is linked to MIBP which ties resource usage to risk strategies – ultimately informing managers of the status of the corrective strategy in terms of achieving milestones and resources expended.	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.
Service & IT Requests Database		The Service & IT Requests Database records all IT maintenance tasks assigned to the contract computer specialist; reports total service tickets, open tickets, etc.	HDA-CA	Approved - GRS	GRS 23, item 10b	Destroy/delete when 1 year old or when no longer needed for review and analysis, whichever is later.
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.
GOE Cuff Records Systems		GOE Cuff Records Systems tracks FL Div cuff records for GOE.	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 Arms/Cuff Records		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.
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.
Risk Management Database		The Risk Management system is a database in which program managers do their annual risk assessments on a standard format. The program is designed to meet the risk management requirements from Headquarters, generate reports showing risk status and trends and to retain this data over time. The risk management database is linked to MIBP which ties resource usage to risk strategies – ultimately informing managers of the status of the corrective strategy in terms of achieving milestones and resources expended.	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.
T2 Log		Used to track incoming DOT publications and reports.	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.
KDOT E-mail Address book		KDOT E-mail Address book is used for conversion of Kansas Division State pst file excel for importing into Outlook.	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.
Risk Management Database		The Risk Management system is a multiyear database in which the program managers do their annual risk assessments on a standard format. The program risk areas (PDAT areas) receive a quantitative risk value for likelihood and impact. They also compose the risk events within the system. This data combined with our time records show the amount of time spent to mitigate risks identified in the risk events. The program is designed to meet the risk management requirements from Headquarters, generate reports showing risk status and trends and to retain this data over time. The risk management database is linked to MIBP which ties resource usage to risk strategies – ultimately informing managers of the status of the corrective strategy in terms of achieving milestones and resources expended.	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 shared travel program with NDDOT.	HDA-ND	Approved - GRS	GRS 9, item 3a	Destroy when 6 years old.
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.
Library Database		The Library Database records the Division library document inventory and check out status.	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 Recommendation & Risk Mitigation Tracking System		This is a program management application with three modules, that will be used to track Program Review Recommendations, Risk Mitigation Strategies, and “suspense” tracking of other action items. It is one of the seven planned IT Applications deemed necessary by the DA IT Advisory Committee in an effort to consolidate Field requirements into common business processes, and will be made available to all divisions.	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.
Risk Management Database		The Risk Management system is a multiyear database in which the program managers do their annual risk assessments on a standard format. The program risk areas (PDAT areas) receive a quantitative risk value for likelihood and impact. They also compose the risk events within the system. This data combined with our time records show the amount of time spent to mitigate risks identified in the risk events. The program is designed to meet the risk management requirements from Headquarters, generate reports showing risk status and trends and to retain this data over time. The risk management database is linked to MIBP which ties resource usage to risk strategies – ultimately informing managers of the status of the corrective strategy in terms of achieving milestones and resources expended.	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.
Risk Management/ Risk Assessment Database		Database used to monitor and track risks 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.
Service & IT Requests Database		The Service & IT Requests Database records all IT maintenance tasks assigned to the contract computer specialist; reports total service tickets, open tickets, etc	HDA-OK	Approved - GRS	GRS 24, item 10b	Destroy/delete when 1 year old or when no longer needed for review and analysis, whichever is later
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-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.
GOE Cuff Records Systems		GOE Cuff Records Systems tracks SC Div cuff records for GOE.	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.
Review Recommendation & Risk Mitigation Tracking System		This is a program management application with three modules, that will be used to track Program Review Recommendations, Risk Mitigation Strategies, and “suspense” tracking of other action items. It is one of the seven planned IT Applications deemed necessary by the DA IT Advisory Committee in an effort to consolidate Field requirements into common business processes, and will be made available to all divisions.	HDA-SD	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.
Risk Management/Risk Assessment Database		Database used to monitor and track risks for 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.
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.
Risk Management/ Risk Assessment Database		Database used to monitor and track risks for WY Division.	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).
Environmental Document Tracking System	EDTS	The Environmental Document Tracking System 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	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	HEP	Approved	N1-406-07-1 (See RWEN 76 - RWEN 84)	Various; see link for details.
Research and Financial Management Database	RFMD	The Research and Financial Management Database will track procurement life cycles from planning through closeout, in support of HEP. It will contain a variety of financial data and statistics about projects and procurements, and produces reports.	HEP	Approved - GRS	GRS 3, item 3 (Data will be converted to PRISM)	6 years & 3 months; 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 being established to provide a complete and "official" set of FHWA policy and guidance documents, including legislation and regulations for FHWA-related topic areas. The application will run on the FHWA Internet or StaffNet server, with a MS Access database.	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
National Evaluation of a Mileage-Based Road User Charge System	NEMBRUCS	The Mileage-Based Road User Charge System will support the analysis of highway vehicle mileage data collected to assess a mileage-based approach to collecting highway use fees. The analysis will be conducted through a two-year pilot test.	HPL	Approved	N1-406-09-16 (see PLCY 23)	Master Files: PERMANENT. Cut off at end of calendar year. Transfer a copy of the master data file to NARA after cutoff, in accordance with 36 CFR 1235, Subpart C. See link for details.
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	The Research Information Management System (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 the Turner-Fairbank Highway Research Center (TFHRC). The establishment of a common database will enable the team to organize and share research and test results across the team.	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 Database		The Security Database was written in MS Access exclusively for TFHRC as a security monitoring tool to keep track of all personnel at the Center.	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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