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From page 45... ... 45 reimbursement programs, having predesignated FHWA ER/ FEMA PA coordinators within the central office/headquarters of the state DOT and FHWA ER/FEMA PA coordinators within district offices is helpful. The central FHWA ER/FEMA PA coordination roles reside in various units or divisions of state DOTs. Read the entire page →
From page 46... ... 46 California Florida Iowa Louisiana Missouri New York Tennessee Texas Vermont Wisconsin Policy or Pracce Cost Recovery Policy X Aer Acon Reports to Improve Reimbursement Processes X X X X X X X X X X ER - Does not request funds for permanent work until ready to begin work X Administrave Packets for Emergencies X Predesignated Reimbursement Coordinators (HQ & District) X X X X X X X X X X Accounting/Financial Management Unique project codes for disasters X X X X X X X X X X Internal Audits prior to submission X X X FHWA FMIS Access X X X X X X X Uniform invoice system for counes X X Inclusion of all expenses X System automacally screens for duplication of ER & PA costs X Statewide integrated financial, HR and payroll system X X X Narrave Cost Allocaon Plan to capture ER Indirect Costs Documentaon/Informaon Management Systemac Record-Keeping, Use of ICS Forms X X X Central locaon/drive X X X X X X X X X X Electronic signature X X X Electronic storage X X X X X X X X X X Opcal character recognion soware X ER - Use of a Checklist to determine eligibility X X Project Worksheet/DDIR or DAF Use of combined PW/DDIR form X Use of electronic DDIR/DAF X X X X Automated DDIR/DAF distribuon system X TABLE 16 SUMMARY TABLE OF USEFUL PRACTICES Read the entire page →
From page 47... ... 47 California Florida Iowa Louisiana Missouri New York Tennessee Texas Vermont Wisconsin Site Assessment Predesignated assessment teams X X X Preestablished repair or route priori za on method X X X X X Distribu on of Informa on Packet to Assessment Teams X X Weather informa on service/system X X X X X Bridge/highway/pavement management system X X X X X X X X X X Geospa al Data, lidar X X X X Map Historic Data to Show Repe ve Losses X X Van to Record Damages and/or Predisaster Condi ons X X Civil Air Patrol or similar services for aerial imagery X X Ability to be Self-Sustaining for Several Days X X Web-based map to determine whether a road is Federal-aid X X X X X X X Premobiliza on Inspec on of Vehicles & Equipment X X Training Disaster Assessment X X X X X X X X X X Scenarios from Prior Disasters X X X X Emergency Relief X X X X X X X X X X Public Assistance X X X X X X X X X X Training for Local Public Agencies X X X X X X X X X X Training for State EMA X X PA Project Officer & Project Coordinator X X X Asset Management Bridge Monitoring System to predict and assess impact of disasters on bridges X X Snowplows/other vehicles equipped with GPS X X Contracng Standardize Payments to Contractors X X One POC for Plans & Blueprints X Contractor Database X X X Emergency Waivers for Permits, etc. X X X X X X X X X X Contracts Out Most Emergency Work X X Appeals Discussion with FHWA Division Office X X X X X X X X X X Cita on of Relevant Laws X X X Cita on of Prior Decisions (precedents) Read the entire page →
From page 48... ... 48 NYSDOT district coordinators manage the site assessments and initial completion of DDIRs and project worksheet (PW) documentation and forward the documents to the Central Office FHWA ER/FEMA PA coordinators. Read the entire page →
From page 49... ... 49 NYSDOT Statewide Transportation Information and Coordination Center (STICC) coordinates with the New York State Division of Homeland Security & Emergency Services (NYSDHSES) Read the entire page →
From page 50... ... 50 temperatures, wind speed and direction, wind gusts, dew point, and visibility. These maps use GPS and GIS to provide the work status of maintenance crews, real-time plow truck and plow/spreader locations, and equipment and labor usage. Read the entire page →
From page 51... ... 51 personnel hours. IDOT has a resource management system (RMS) Read the entire page →
From page 52... ... 52 Project Coding Using unique project codes for disasters is a good practice implemented by case example state DOTs. The purpose of the project coding system is to be able to easily identify relevant disaster-related expenses, and the system helps ensure that costs are not confounded with expenses for regular work. Read the entire page →
From page 53... ... 53 alternate project, excess funds and codes for consolidated fixed subgrants (Public Assistance Alternative Procedures Pilot Program Guide for Permanent Work 2013) Read the entire page →
From page 54... ... 54 Detailed DDIRs and PWs • IDOT's electronic DDIR system has reduced the time expended to produce a DDIR by 90%. The system processes the DDIR from the start throughout the approval process and automatically sends completed forms and notifies relevant offices of changes to the forms. Read the entire page →
From page 55... ... 55 • MoDOT developed the Automatic Road Analyzer (ARAN) Automatic Road Van to document by video normal predisaster road conditions on an annual basis. Read the entire page →
From page 56... ... 56 FIGURE 16 Screenshot of ARAN Viewer showing scour location after completion of repair (Courtesy: MoDOT) Read the entire page →
From page 57... ... 57 Pavement Management, Bridge Management, Roadway Management, Sign Management, and Signal Management. The key functional components and technology components of a Transportation Asset Management information system are shown in Figure 18. Read the entire page →
From page 58... ... 58 PES/LAS or AASHTOWare Project Preconstruction, AASHTO Ware Project Construction Administration, AASHTOWare Project BAMS/DSS, AASHTOWare Project Civil Rights & Labor, AASHTOWare Project SiteManager, AASHTOWare Project SiteXchange, AASHTOWare Project Expedite, and the AASHTOWare Project Worksheet. The AASHTOWare Project Estimator and AASHTOWare Project FieldNet modules, as well as the AASHTOWare Project FieldManager Suite, are not included in this Site License. Read the entire page →
From page 59... ... 59 the close relationship between WisDOT and its counties are useful during disasters when counties are requested to perform emergency and permanent work. State DOTs, including NYSDOT, have been directed by their states to assist LPAs in emergency road repairs and debris removal during disasters that were particularly severe and overwhelmed local resources. Read the entire page →
From page 60... ... 60 • Create administrative packets with needed contracts, forms, and information. • Use contractors knowledgeable about state and state DOT policies and practices and federal-aid procedures. Read the entire page →

From page 45...

... 45 reimbursement programs, having predesignated FHWA ER/ FEMA PA coordinators within the central office/headquarters of the state DOT and FHWA ER/FEMA PA coordinators within district offices is helpful. The central FHWA ER/FEMA PA coordination roles reside in various units or divisions of state DOTs.