Highway Finance Data Collection Tool

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Highway Finance Data Collection Tool - Slide 1

Video Conferences: Presented by Federal Highway Administration, Office of Highway Policy Information

Introduction - Slide 2

• Training Instructors
• Software Developer - Indus Corporation
• Participants

Objectives - Slide 3

At the end of this video conference, you will be able to:

• Get overview of the tool
• View Data Entry Methods
• View Reports by Spreadsheet Screens
• Technical assistance

Input Tool Setup & General Information- Slide 4

Program: STP (Statute 104(b)(3) *)

• Where to find on web: http://apps.fhwa.dot.gov/hfinance/download.aspx
• User's Guide

User Login - Slide 5

The slide shows screen shot of User Login page ofthe Highway Finance Data Collection Tool, Version 1.1.0, requiring User Name: and Password. Option of buttons for "OK" or "Cancel" displayed.

Input Tool User Setup - Slide 6

The slide shows screen shot of New User Setup:

• Set default reporting State: Supply a State name for which you are reporting Highway Finance data.
• Set other default information: Enter information for reuse in forms such as, Filer Name, State Office and Reporting Period.
• Create and administer user accounts: Manage login names and passwords for use in the application.
• View the Quick Start Tutorial: Get "up to speed" with the Quick Start tutorial for the Highway Finance Data Collection Tool.
• OK button to click on.

Set Default Information - Slide 7

Highway Finance User Configuration

• Select State:
• Filer Name (First name, Last name)
• State Office
• Email address: provide email
• Reporting Period: Either Calendar of Fiscal Year giving the Reporting Month.
• Page provides "Save" or "Exit" buttons

User Administration - Slide 8

• Type in Current User Login, Change Password option by entering Current Password, Entering a New Password, and Reentering the new password.
• "Update" button and "Exit" button available

Data Entry - Slide 9

Edit reports using three different modes of data entry:

• Wizard View - a new form of data entry that allows the user to view context specific field information from the "Guide to Reporting Highway Statistics" while entering data.
• Ledger View - another new form of data entry that allows users to enter data in an "accounting-style" view.
• Import/Export in Excel - using the Tool's Import/Export functionality will allow users to interact with existing 531 and 532 forms based on the Revised December 2000 templates.

Home Page - Slide 10

Highway Finance Data Collection Tool Home Page

Actions Button:

• Create New Report
• Open Existing Report
• Import/Export
• Account Management
• New User Setup

Other Reports:

• Validation Report
• Comment Report

Helpful Links:

• OHPI web site
• Guide to Reporting Highway Statistics link
• Highway Finance Data Collection Tool web link

Report Deadlines:

• Calendar Year Reporting Deadline: April 1
• Fiscal Year Reporting Deadline: January 1

Create A New Report - Slide 11

Page allows set up of combined 531/532 Financial Report

• Specify a New New Financial Report Name and Reporting Year:
  • Report Name
  • Reporting Year (drop down box to click on year)
• Accept or Change the User-defined Fields Below:
  • First Name
  • Last Name
  • State (drop down box to choose State from)
  • State Office
  • Email Address
  • Specify Reporting Period (either Calendar or Fiscal)

Account Manager - Slide 12

Allows users a drop down box for "Master List" (i.e. for Maryland, Baltimore County, Department of Transportation, State Comptroller, State Police, etc.)

Buttons on page include "Add" "Remove" "Clear" and "Exit"

Select Form for Editing / Previewing Screen - Slide 13

Screen shot previews State Highway Income Form 531 for filling in (State motor fuel taxes, Funds from FHWA by purpose), Funds from other Federal agencies, etc.

Wizard View - Editing Item B.1 State motor fuel taxes of FHWA-531 - Slide 14

Screen shot providing Instructions for form FHWA-531 (Item B.1. State motor taxes) Allows users to click edit and entry values or dollar amounts to the form. Allows users options.

Wizard View - Editing Item B.1.d and B.1.e "Less Other" of FHWA Form 531 - Slide 15

Allows users access to instructions to B.1.d and B.1.e of the 531 form, giving user the option to change the section item description, entering dollar amount and comments.

Buttons include First, Previous page, Next page, Last page, and Exit.

Wizard View - page 2 of Form FHWA 531 - Slide 16

Allows user to edit B.1.d MF Less Other Item D Data, by clicking on "Edit" to enter values or "Next" to continue. Buttons include First Page, Previous page, Next page, Last page, and Exit.

Wizard View - Page 2 of Form FHWA 531- Slide 17

Provides instructions for entering the cash and investment reports as unexpended balance in Item C of FHWA Form-532 for the prior year. Allows user to enter data on various accounts (i.e. Baltimore City, Counties and Municipalities other than Baltimore, etc.).

Buttons includes First page, Previous page, Next page, Last page, and Exit.

Ledger View Screen Shot - Slide 18

Allows users to edit FHWA-531 form for Motor Fuel Taxes, Motor Fuel Total Distributed, Motor Fuel Adjustments Due to Time Differences, etc. In this example, Maryland is the State selected, for Reporting year December 2002, Financial Report MD2002. Allows users to click on buttons for Previous page, Clear, Save, or Next. Also allows users to click on "Edit Comments" or "Exit"

Ledger View Screen Shot - Slide 19

Allows user to edit FHWA-531 form for Balance reported at end of prior year, Adjustment of Balance, Balance and beginning of year, Income by Motor Fuel Taxes, Income by Motor vehicle, Driver Licensing, and Motor Carrier Taxes and Fees, etc

Allows user option of editing dollar amount and comments by account name for "Balance: Section A.1) of the 531.

Allows users to click on buttons for Previous page, Clear, Save, or Next. Also allows users to click on "Edit Comments" or "Exit"

Import From Excel: - Slide 20

Screen shot of Finance Home page, allowing user to click on "Import/Export" option under "Actions"

Importing / Exporting in Excel - Slide 21

Screen shot of Highway Finance Data Tool for Import/Export. Allows user to select operation to perform (i.e. "Export to Excel", "Import from XML", and "Import From Excel". Exit button provided.

Export to Excel - Slide 22

Screen shot illustrates how users can:

• Select the Report to Export
• Select file name and location for Forms 531 and 532 output, and Clicking the "Export" Button.

Import from Excel - Slide 23

Screen shot illustrates how users can:

1. Click "Import from Excel"
2. Click "Verify Information"
3. Click "Select Report Name"
4. Click "Finish"

User can enter Report Name, State, Month ending, Year ending, Filer First Name and Last Name. Buttons for "Finish" "Back to previous page" and "Exit"

Import from XML - Slide 24

Screen shot illustrates how users can:

• Select the operation they wish to perform such as "Export to Excel", "Import from XML", and "Import From Excel".
• User can enter "Imported State" and "Imported Report Name".
• "Back" and "Exit" buttons provided.

Viewing Report Validations and Comments - Slide 25

Screen shot illustrates how users can click on "Validation Report" under "Other Reports" of the page.

Viewing Report Validations and Comments - Directions - Slide 26

Screen shot illustrates how user can view directions for Form 531 Validations such as:

• Form 531 (B1 and B1F) - State Motor Fuel Taxes: Item B1 and B1F are not equal. make the necessary adjustments to balance these accounts. If this is not possible, please add an explanation in the comments section"
• Form 531 (B2 and B2F) - State Motor Vehicle, Motor Carrier and Driver License Taxes, Fees, Etc.: Item B2 and B2F are not equal. Make the necessary adjustments to balance these amounts. If this is not possible, add an explanation in the comments etc.
• Etc.

Buttons for "Print" or "Exit" provided.

Viewing Report Validations and Comments - Continued Directions - Slide 27

Screen shot illustrates how user can view "Comments" of "Report Name" MD2002 (for Maryland), for Reporting Period June 2002. It basically says that the following fields comments for B.1a. MF Total Distributed: Summary $1,048,354,138. Comments were "Obtained through DTax". etc.

Submitting the FHWA 531 adn 532 Forms - Slide 28

Screen Shot of Highway Finance Data Collection Tool showing:

• ACTIONS: Create New Report, Open Existing Report, Import/Export, Account Management, New User Setup
• Other Reports: Validation Report, Comment Report
• Helpful Links: OHPI web site, Guide to Reporting Highway Statistics (online), Highway Finance Data Collection Tool Web site
• Report Deadlines: Calendar Year Reporting Deadline: April 1, Fiscal Year Reporting Deadline: January 1

Submit Form for 531 and 532 forms: - Slide 29

Screen shot illustrating how user can Select a Completed form by Year and State (and "Select" form) and "Save File" button. Provides message that the user can Upload file by clicking on the link provided on the page and upload the XML files containing the report user wants.

Submitting the FHWA 531 and 532 forms - Slide 30

Illustrates how user can upload submittal file by clicking the "Browse" button provided and selecting the file from user's computer, select the submission file and clicking "OK", and when user's submission file appears in the text box, click "Upload". Then user hits the "Submit" button provided on the page. Links to "Home" "Latest Downloads", "Community of Practice", "Upload Submittals" and "Contact" buttons on left side of screen are provided.