U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
202-366-4000
| 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, EFLHD, WFLHD | Approved | DAA-0406-2013-0003-0001 | Cut off at the end of the fiscal year after the construction project has been closed out. Destroy 10 year(s) after cutoff or when the agency determines that they are no longer needed for administrative, legal, audit or other operational purposes occurs, whichever is later. |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Oracle Primavera 6 | Project Management Information System is used for engineering project collaboration, tracking, earned value management. | CFLHD, WFLHD | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 1.1, item 010 | Destroy 6 years after final payment or cancellation. |
| Transportation Fellows Interns and Contractors System (TFICS) (Formerly Dwight D. Eisenhower Transportation Fellowship Program (DDETFP)) | TFICS (Formerly DDETFP) | TFICS is a web-based system that tracks the progress of students who have received money from various transportation education programs offered by the DOT. | DTS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. |
| 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 | GRS 2.6, item 010 | Destroy when 3 years old, or 3 years after superseded or obsolete, whichever is appropriate, but longer retention is authorized if required for business use. |
| Review Recommendation & Risk Response System | RRRRS | RRRRS is under development and it will store FHWA Divisions Data that tracks risk identification, risk alleviation, and progress in mitigating risk. Risk analysis and program reviews are key elements of the stewardship and oversight of the Federal Aid program. |
DTS DFS-PMIT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 2.2, item 030 | Destroy when 2 years old or 2 years after award is approved or disapproved, whichever is later, but longer retention is authorized if required for business use. |
|
| 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 5.7, items 010 and 020 | See link for details. https://www.archives.gov/files/records-mgmt/grs/grs05-7.pdf | |
| 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. | HAMS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. |
| 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. | HAIS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. |
| 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. | HAIS | Approved - GRS | GRS 3.2, item 031 | Destroy 6 years after password is altered or user account is terminated. |
| Electronic Briefing Bank | Electronic Briefing Bank is a collection of legal briefs filed in the course of litigation pertinent to the programs of FHWA, with a variety of search options. | HCC | Approved - GRS | N1-406-08-11, item 18 (see CHFC 24) | Cut off files after case is closed. Transfer to FRC 3 years after cutoff. Destroy 10 years after cutoff. | |
| Freedom of Information Act (FOIA) Log | FOIA Log | This system manages FHWA FOIA requests and is used to better meet the extensive annual reporting requirements imposed by statute (5 USC § 552). The FOIA Log has approximately 130 FHWA Headquarters and Field users, and is also used by FMCSA, PHMSA, OST-GC, FTA, and OST-OIG, with separate reimbursable agreements in place for each Operating Administration. It contains two main modules, one for documenting and storing the actual request and a second module that contains documents related to the response(s) for the appeals process. | HCC | Approved - GRS | GRS 4.2, item 020 | Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use. |
| 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 1.1, item 010 | Destroy 6 years after final payment or cancellation. |
| 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 1.1, item 010 | Destroy 6 years after final payment or cancellation. |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Alabama Tracking System | The system is used to track the following: Environmental Documents; Design and Construction Inspection; Compliance Assessment Program (CAP); Pavements and Material; Bridge Program; MPO Transportation Improvement Program; Unified Planning Work Program (UPWP) | HDA-AL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Procurement Log | Procurement is used for assigning numbers to and tracking Div purchase requests and purchase orders. | HDA-AL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Travel/Budget Tracking | Travel/Budget Tracking keeps track of Alabama Division office travel and general budget expenses. | HDA-AL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Inventory Database | The property inventory database lists each item in the Alabama Division. The information contained in the database 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-AL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| DFS Dashboard | DFS Dashboard is the southern area dashboard (Arkansas Division). | HDA-AR | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| EIS Tracking | EIS | EIS Tracking tracks dates of environmental documents for the Arkansas Division. | HDA-AR | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. |
| Project Tracking | Project Tracking tracks Arkansas division projects. | HDA-AR | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Site Manager | Site Manager tracks Arkansas State and FHWA projects. | HDA-AR | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Action Tracker | Action Tracker is an Arizona Division office tracking system for items with action dates. Stored in SharePoint. | HDA-AZ | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Project Tracking System | The PODS (Program Oversight Delivery System) is an access database system allows the Arizona Division staff to view and track project development. | HDA-AZ | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| GOE Cuff Records | This system of files facilitates the Arizona Division's Delphi reconciliation process. The spreadsheet and associated files allow reconciliation of source documents to Delphi, travel management, purchase orders, credit cards, collections and property inventory. By tracking and storing monthly reconciliations, the Division can improve administrative funds accountability and internal process controls. | HDA-AZ | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Office Inventory | The property inventory system is a 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-AZ | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Task Tracker | The Task Tracker 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 4.1, item 010 | Destroy when no longer needed. | |
| Awards Database | The Awards Database records employee awards history for the CA Div. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Bridge Tracking | Bridge Tracking tracks CA Div bridge projects. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Civil Rights Database | The Civil Rights Access Database records FHWA Form 1392 civil rights data and status for trend analysis. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| EIS Tracking | EIS Tracking tracks dates of environmental documents for the CA Div. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Inventory Database | Inventory Database is used to keep track of CA Div inventory. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| IT Inventory | IT Inventory is a database of all CA Div IT inventory. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Major Project Tracking | Major Project Tracking tracks CAs Div projects. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Procurement Log | Procurement is used for assigning numbers to and tracking Div purchase requests and purchase orders. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 satisfaction data collection. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Purchase Order | Purchase Order is used to log all purchases made by the CA Div. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 satisfaction data collection. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| CCMS | CCMS is a 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Travel/Budget Tracking | Travel/Budget Tracking keeps track of CA Div. office travel and general budget expenses. | HDA-CA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Unit Performance Plan System Record Manager (INPUT) | The Unit Performance Plan System Record Manager is a client-based system used by the CA Div to track performance plan information (progress of INPUT activities). | HDA-CA | Approved - GRS | GRS 2.2, item 070 | Destroy no sooner than 4 years after date of appraisal, but longer retention is authorized if required for business use. |
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| EIS Tracking | EIS Tracking tracks dates of environmental documents for the Florida Division. | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 satisfaction data collection. | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Procurement Log | Procurement is used for assigning numbers to and tracking Florida Division purchase requests and purchase orders. | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 4(f) Tracking | 4(f) Tracking tracks Florida Division environmental projects. | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Budget Sheet | Tracks Division Office spending of GOE Funds by Fiscal Year | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Training Tracking Log | Electronic tracking of training hours per Division employee during a fiscal year | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Travel Request Log | Electronic tracking of travel requests based on priority, risk level and amount | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Approvals Portal | Electronic tracking of any and all approvals for State documents. | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Appendix A & B of the S&O Agreement | Electronic tracking of status for activities in the Florida Stewardship and Oversight Agreement | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| FLDIV INPUT | Electronic tracking of the Division’s annual unit plan and risk response activities. | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| FLDIV Reviews Tracker | Electronic tracking of the State’s response to corrective actions identified in Division reviews | HDA-FL | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Action Items | Action Items tracks Division work assignments assigned by HQ. | HDA-IA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Authorization Checklist | Authorization Checklist is used in authorization procedures providing guidelines, promotes efficiency, avoids delays, and provides performance measurements for IA Division. | HDA-IA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Awards Database | The Awards Database records employee awards history. | HDA-IA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| DFS Dashboard | DFS Dashboard. | HDA-IA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| EIS Tracking | EIS Tracking tracks dates of environmental documents for the Division. | HDA-IA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Procurement Log | Procurement is used for assigning numbers to and tracking Iowa Division purchase requests and purchase orders. | HDA-IA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| FMIS Tracking | FMIS is a tracking system that the IN Div. uses to track each project and what phase of the signing process each project is in for FMIS | HDA-IN | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| IN Travel | Travel Tracking keeps track of IN Div. office travel expenses. | HDA-IN | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| ENV Review Tracker | ENV Review Tracker tracks dates of environmental documents for the IN Div. | HDA-IN | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Task Tracker | Task Tracker is an IN Div Ofc tracking system for items with action dates. | HDA-IN | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Property Inventory | The IN 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. Property Inventory System is used to track Div property inventory. | HDA-IN | Approved - GRS | GRS 5.4, item 010 | Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use. | |
| Procurement Log | Procurement Log is an Excel spreadsheet used for assigning numbers to and tracking Div purchase requests and purchase orders. | HDA-IN | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| GOE Cuff Records Systems | GOE Cuff Records Systems tracks KS Div cuff records for GOE. | HDA-KS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Procurement Log | Procurement is used for assigning numbers to and tracking Kansas Division purchase requests and purchase orders. | HDA-KS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Travel/Budget Tracking | Travel/Budget Tracking keeps track of LA Div. office travel and general budget expenses. | HDA-LA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Vehicles | Vehicles tracks GSA vehicles for LA Division. | HDA-LA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | GRS 4.1, item 010 | |
| DFS Dashboard | DFS Dashboard. | HDA-MA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Action Tracker | Action Tracker is a tracking system for items with action dates. | HDA-ME | Approved - GRS | GRS 4.1, item 010 | GRS 4.1, item 010 | |
| 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. | HDA-MI | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Project Tracking | Project Tracking tracks Michigan Div Operations projects. | HDA-MI | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Office Inventory Spreadsheet | The spreadsheet is maintained in the Minnesota Division office to track and maintain property ownership of inventory. This spreadsheet contains model and serial numbers, purchase amount and description of item. | HDA-MN | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Suspense Tracker | TREAD (Tracking Relevant Emails and Documents) is an Excel Database used to track the status of ACTION items, received in the Official mailbox. These actions include correspondence, reports and other items with a due date. Spreadsheet contains subject, person assigned the action and the due date. | HDA-MN | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| GOE Budget Spreadsheet | Real time Excel Spreadsheet to facilitate with the tracking of the Division GOE funds. Includes procurement transactions, local and out of state travel management, GSA vehicle miles, credit card usage, training funds and Delphi monthly reconciliation. | HDA-MN | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Awards Database | The Awards Database records employee awards history for the MS Division Office. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Bridge Tracking | Bridge Tracking tracks MS Division bridge projects. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Construction Project Database | The construction log database provides a comprehensive record of MS Div. construction projects and contract modifications. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Contract Modifications | Contract Modifications tracks the number of and cycle time of design exceptions in the Process Reviews database. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Design Exception Tracking | Design Exception /Tracking tracks the quantity of and the nature of the exception for MS Division. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| DFS Dashboard | DFS Dashboard is the dashboard module for SUPPS. | HDA-MS | Approved - GRS | GRS 4.1, item 010. | Destroy when no longer needed. | |
| DELPHI Track | DELPHI Track is used as accounting spreadsheets by MS Division Office | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| EIS Tracking | EIS Tracking tracks dates of environmental documents for the MS Division. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| General Files | The General Files Database System is a repository of collected information on the correspondence and reports related to the functions of the Division Office's tasks and responsibilities in the Administrative, Civil Rights, engineering/operations, legal, Highway Safety, Research and Technology, Right-of-way, Bridges and Structures and Planning processes of the Division Office. The files are used to track the implementation of the Division's federal aid programmatic functions. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| GOE Cuff Records Systems | GOE Cuff Records Systems tracks MS Division cuff records for GOE. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| IT Inventory | IT Inventory is a database of all MS Division IT inventory. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Purchase Order | Purchase Order is used to log all purchases made by the MS division. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Procurement Log | Procurement is used for assigning numbers to and tracking MS Division purchase requests and purchase orders. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Review Log | Accomplishments, travel mainly for ARRA projects. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Review Tracking | MS Division tracks projects --mainly ARRA. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Site Manager | Site Manager tracks MS and FHWA projects. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Time Tracking | Time Tracking is used to track the hours, accomplishments, travel mainly for ARRA projects. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Travel/Budget Tracking | Travel/Budget Tracking keeps track of MS Div. office travel and general budget expenses. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Unit Plan | Aligns MS Plan with FHWA Strategic Plan. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Vehicles | Vehicles tracks GSA for Division. | HDA-MS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Travel with NDDOT | Travel with NDDOT is a MS Access Database developed by ND Division to track shared travel with NDDOT staff (programmatic gift of travel), Data from the database is reported to Counsel. | HDA-ND | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Bridge Tracking | Bridge Tracking tracks Nebraska Division bridge projects. | HDA-NE | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Clearance Transmittal (CT) Tracking | CT Tracking monitors/manages clearance transmittals for the Division. | HDA-NE | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 4(f) Tracking | 4(f) Tracking monitors/manages Nebraska Division environmental projects. | HDA-NE | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Travel/Budget Tracking | Travel/Budget Tracking keeps track of Division office travel and general budget expenses. | HDA-NE | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Vehicles | Tracks GSA leased vehicles for the Nebraska Division. | HDA-NE | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Correspondence Tracking | Correspondence Tracking tracks Nevada Division projects. | HDA-NV | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Action Items | Action Items tracks NY Division work assignments assigned by HQ. | HDA-NY | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 5.4, item 010 | Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use. | |
| Action Items | Action Items tracks NY Division work assignments assigned by HQ. | HDA-NY | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Purchase Order | Purchase Order is used to log all purchases made by the NY division. | HDA-NY | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Inventory of PC | Inventory of PC is an inventory of Ohio Division PCs. | HDA-OH | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Project Tracking Database | Project Tracking Database is a local response tracking database on Ohio Division projects. | HDA-OH | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Action Tracker | Action Tracker is a Division office tracking system for items with action dates. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Awards Database | The Awards Database records employee awards history for the Division. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Correspondence Tracking | Correspondence Tracking tracks Division projects. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Division Inventory | Division Inventory contains asset management data. It interfaces with bar code scanner to conduct annual inventory. | HDA-OK | Approved - GRS | GRS 5.4, item 010 | Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use. | |
| EIS Tracking | EIS Tracking tracks dates of environmental documents for the Oklahoma Division. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Environment Tracking System | The Environmental Tracking System is a web-based database that tracks (dates and resources) for environmental documents for projects in the Division office. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| GOE Cuff Records Systems | GOE Cuff Records Systems tracks cuff records for GOE. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| HQREQ | HQREQ tracks correspondence from OKDOT and HQ. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Inventory of PC | Inventory of PC is an inventory of Division PCs. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| IT Inventory | IT Inventory is a database of all Division IT inventory. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Purchase Order | Purchase Order is used to log all purchases made by the division. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 satisfaction data collection. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Review Tracking | Review Tracking was used to track D.O. PR/RE's and the findings/recommendations. The Oklahoma 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-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Site Manager | Site Manager tracks Oklahoma State and FHWA projects. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Travel/Budget Tracking | Travel/Budget Tracking keeps track of Div. office travel and general budget expenses. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 2.2, item 070 | Destroy no sooner than 4 years after date of appraisal, but longer retention is authorized if required for business use. |
|
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Vehicles | Vehicles tracks GSA vehicles for Division. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Equipment Inventory | Equipment Inventory is used to record and assign all accountable equipment for the Division Office. | HDA-OK | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 4(f) Tracking | 4(f) Tracking tracks Pennsylvania Division environmental projects. | HDA-PA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Bridge Tracking | Bridge Tracking tracks Pennsylvania Division bridge projects. | HDA-PA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| CT Tracking | CT Tracking tracks clearance transmittals for Pennsylvania Division. | HDA-PA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| IOP Tracking | IOP Tracking tracks Pennsylvania Division IOP reviews. | HDA-PA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Project Tracking | Project Tracking is a database to track PA Division project milestones and cycle times. | HDA-PA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Travel/Budget Tracking | Travel/Budget Tracking keeps track of PA Div. office travel and general budget expenses. | HDA-PA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Vehicles | Vehicles tracks GSA vehicles for PA Division. | HDA-PA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Wasp Inventory | Wasp Inventory keeps track of the PA Div office inventory. | HDA-PA | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| HQREQ-RI | HQREQ-RI | HQREQ-RI tracks correspondence from RIDOT and HQ. | HDA-RI | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. |
| Correspondence Tracking | Correspondence Tracking tracks South Carolina Division projects. | HDA-SC | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| EIS Tracking | EIS Tracking tracks dates of environmental documents for the South Carolina Division. | HDA-SC | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| IT Inventory | IT Inventory is a database of all South Carolina Division IT inventory. | HDA-SC | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Procurement Log | Procurement is used for assigning numbers to and tracking South Carolina Division purchase requests and purchase orders. | HDA-SC | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Purchase Order | Purchase Order is used to log all purchases made by the SC division. | HDA-SC | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Site Manager | Site Manager tracks South Carolina and FHWA projects. | HDA-SC | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Travel/Budget Tracking | Travel/Budget Tracking keeps track of SC Div. office travel and general budget expenses. | HDA-SC | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| DFS Dashboard | DFS Dashboard is in SharePoint. | HDA-TX | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| DELPHI Track | DELPHI Track is used as accounting spreadsheets by UT Div. | HDA-UT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Design Exception Tracking | A Excel spread sheet is used to track Design Exception for the Utah Division. | HDA-UT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| DFS Dashboard | DFS Dashboard is in SharePoint. | HDA-UT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| EIS Tracking | SharePoint tracks EIS dates of environmental documents for the Utah Division. | HDA-UT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Equipment Inventory | Equipment Inventory is used to record and assign all accountable equipment for the UT Division Office. | HDA-UT | Approved - GRS | GRS 5.4, item 010 | Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use. | |
| GOE Cuff Records Systems | GOE Cuff Records Systems tracks UT Div cuff records for GOE. | HDA-UT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Procurement Log | Procurement is used for assigning numbers to and tracking UT Division purchase requests and purchase orders. | HDA-UT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Project Tracking System | The Project Tracking is a spreadsheet created and updated by the Team Ldr. | HDA-UT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Unit Plan | The Utah Div. uses SharePoint for the Unit Plan. | HDA-UT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Inventory Database | Inventory Database is used to keep track of Vermont Division inventory. | HDA-VT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. |
| DFS Dashboard | DFS Dashboard.. | HDA-WI | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| EIS Tracking | EIS Tracking tracks dates of environmental documents for the WI Division. | HDA-WI | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Procurement Log | Procurement is used for assigning numbers to and tracking WI Division purchase requests and purchase orders. | HDA-WI | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Purchase Order | Purchase Order is used to log all purchases made by the WI division. | HDA-WI | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Division Fiscal Inventory Tracking System | DFITS | DFITS is a Wyoming Division asset management tool. | HDA-WY | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| 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. 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 Program Project Reporting System is a repository for data from States on their CMAQ funded projects reported by fiscal year. These records are continuous since the Programs inception in 1992. Data collected includes project title and category, Program and local funding, emission benefits, and a general description of the project and its operation. Its purpose is to maintain a record of CMAQ projects as mandated by statute in 23 USC 149. | HEP | Approved | N1-406-09-14 (see RWEN 85) | Master Files: PERMANENT. Cut off 2 years after the end of the fiscal year to allow for entry and review of project data. Transfer a copy of the master data file to NARA 2 years after cutoff, in accordance with 36 CFR 1235, Subpart C (see link for details). |
| Project and Program Action Information System (previously Environmental Document Tracking System) | PAPAI | PAPAI is used by individuals in Federal-aid and Federal Lands field offices to record and periodically update the key project information that is necessary for tracking the progress of active EISs and EAs. | HEP & Director DFS | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. |
| Transportation Planning Excellence Awards | TPEA | The Transportation Planning Excellence Awards Program is a biennial awards program developed by FHWA and FTA and co-sponsored by the American Planning Association. The program provides a unique opportunity to recognize and celebrate the outstanding transportation planning practices performed by planners and decision makers in communities across the country. The website is a place where people can nominate candidates for these awards. The portion that will be behind UPACS is for the judges that will select the awardees. Only pre-determined judges will access this area where they will review the submitted materials. The pre-determined judges will register for a UPACS account similar to NHI users. |
HEP | Approved - GRS | GRS 2.2, item 030 | Destroy when 2 years old or 2 years after award is approved or disapproved, whichever is later, but longer retention is authorized if required for business use. |
| Federal Lands Labor Cost Distribution Process (FoxPro) | 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 4.1, item 010 | Destroy when no longer needed. |
| Buy America Waiver Request Administration Site | BAWRAS | The purpose of this Buy America Waiver Request website is to provide the public with an informal notice and comment opportunity regarding Buy America waiver requests. The application is owned and maintained by the FHWA HQ INFRASTRCTR. Its user base is made up of individuals from FHWA HQ, FHWA Divisions, FMCSA, State DOT, Other DOT Agencies, and Metropolitan Planning Organization. |
HIF | Approved | N1-406-09-7, item 128. See HIF 188E2 | Place in inactive file when superseded or terminated. Cut off at end of fiscal year. Destroy 3 years after cutoff. |
| Federal Aid Highway Program Policy and Guidance Center | The Center is a web-based reference library that provides links to FHWA policy and guidance documents, including legislation and regulations for FHWA-related topic areas. | HIF | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| 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 4.1, item 010 | Destroy when no longer needed. |
| National Tunnel Inventory | NTI | NTI is a collection of tunnel inventory and inspection data collected per National Tunnel Inspection Standards. | HIF | Approved | DAA-0406-2017-0001 (see HIF 191) | Master Files: PERMANENT. Cut off at the end of five calendar years. Transfer to the National Archives in 5 year blocks; 5 years after end of the first calendar year in block. |
| Correspondence Control Management System | CCMS | CCMS is a web enabled document-tracking tool, which keeps track of all controlled correspondence for the FHWA. | HOA | Approved | N1-406-08-5/2b (see ADMA 2.1) | PERMANENT. Cutoff at end of calendar year. Transfer to National Archives 10 years after cutoff. |
| 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 4.1, item 010 | Destroy when no longer needed. |
| 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 | Approved | N1-406-11-3 (see PLCY 27) | Aggregated (Processed) & Spatial Master Data 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. |
| 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 4.1, item 010 | Destroy when no longer needed. |
| 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 | Approved | N1-406-11-2 (see PLCY 25) | Master Files: Destroy/delete when no longer needed for business, legal, or administrative needs. |
| 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. |
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| 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 4.1, item 010 | Destroy when no longer needed. |
| 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 5.7 items 010 and 020 | See link for details: See link for details: https://www.archives.gov/files/records-mgmt/grs/grs05-7.pdf |
| 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 | Approved | N1-406-11-1 (see PLCY 26) | Master Files: Delete when no longer needed for business, legal, or administrative needs. Outputs: Monthly Traffic Volume Trend Reports, Permanent. Cut off af end of CY; transfer copy to NARA at close of each CY. |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Highway Safety Information System | HSIS | The HSIS is a relational database that contains basic crash files, roadway inventory files, and traffic volume files from selected States. The database also includes information about highway intersections, interchanges, and curves/grades from some States. | HRT | Approved | DAA-0406-2019-0003-0001 (see RSDV 43) | Retain long term after the program life. Review the value of the data every 5 years and destroy if no longer needed. |
| 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) Information Management System (IMS) is the central database where all the data collected under the LTPP program is stored. The LTPP program is a large research project that includes two fundamental classes of studies and several smaller studies to investigate specific pavement details that are critical to pavement performance on in-service highways throughout North America. | HRT | Approved | DAA-0406-2019-0002 (see RSDV 42) | Master Files: Retain long term after the program life. Review the value of the data every 5 years and destroy data if no longer needed. |
| 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 4.1, item 010 | Destroy when no longer needed. | |
| Research Information Management System (formerly Laboratory Information Management System) | RIMS | RIMS is being developed to enable research data and test results generated by the Pavement Materials and Construction Team to be stored in a single location, which is a Structured Query Language (SQL) server at TFHRC. The establishment of a common database will enable the team to organize and share research and test results across the team. As of 3/28/13, there is a shell for RIMS but all of the data has not been archived on this system. Much of the data resides within the individual laboratories. While RIMS is largely developed, TFHRC is in the process of purchasing some new instrumentation which enhances the capabilities of the chemistry lab. RIMS may not necessarily accommodate data collected on these instruments and may require some additional development. There is also an effort underway to establish a broader database which would include all of the labs and contracted research. | HRT | Approved | N1-406-10-3 (see RSDV 47) | Master Files: Cut off at end of calendar year. Destroy/delete 25 years after cutoff. See link for details. |
| Security and Space Management Database | Security and Space Management is a Database of federal and contractor employee information used for multiple purposes such as accountability of employees during emergency situations. It is also used for reporting purposes both internal to TFHRC and to other FHWA offices (i.e., HAAM, HAIM.) | HRT | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| ITS Data Hub | The ITS Data Hub (which replaced the Research Data Exchange in 2018) is a core element of the U.S. Department of Transportation’s (USDOT’s) Intelligent Transportation Systems/Joint Program Office (ITS JPO) that supports research, analysis, application development, and testing of operational systems exploiting the concepts of mobile communications and connected vehicles. The ITS Data Hub is a publicly accessible webpage through which users can find ITS research data sets and data feeds which are stored in different repositories including data.transportation.gov (DTG), a third-party Socrata-based data system managed by the USDOT Office of the CIO, and ROSA P, a third-party CDC Stacks-based data system managed by the National Transportation Library (NTL). Unregistered users may browse through the available data sets, use an advanced search capability to find data sets and data feeds that contain specific types of information, and download data files. Users may register with DTG to comment on files hosted there. Research project owners voluntarily submit information such as name, business organization, and research project information to be published for view by all users. | HOIT | Approved | DAA-0406-2014-0003 (see HOIT 1) | Destroy/delete when 5 years old or when no longer needed for business purposes, whichever is later. | |
| 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. 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 4.1, item 010 | Destroy when no longer needed. | |
| Construction Status Report | Construction Status Report provides daily construction status for FLH. | WFLHD | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. | |
| Time and Attendance | Time and Attendance is used FLH-wide for biweekly entry of labor hours with account information. | WFLHD | Approved - GRS | GRS 4.1, item 010 | Destroy when no longer needed. |
