How to Compete Internet Reprting with the Competition

Transcription

1 2013 Urban Reprting Manual Internet Reprting Overview Transit agencies use the Natinal Transit Database (NTD) Internet Reprting system t prvide their data via reprts t the Federal Transit Administratin (FTA). NTD Internet Reprting is the nline means fr transit agencies t enter, save, review and revise data, and submit reprts. All reprting requirements fr the NTD can be fulfilled via this system. This sectin prvides Internet Reprting infrmatin fr the NTD Annual Reprt. What Has Changed frm Prir Years N changes. Internet Reprting System Security Measures have been taken t ensure that all data entered int the Internet Reprting system are safe and available nly t thse with prper access. The NTD netwrk and servers are secured behind a firewall. The website is passwrd prtected. Additinally, multiple server and database prtectin layers prtect the database files. Detailed Instructins The preparatin and submissin f the Annual Reprt is a simple prcess that invlves interacting with the nline Internet Reprting system. The detailed instructins describe this prcess in the rder that mst reprters will prceed and cver the fllwing tpics: Accessing Internet Reprting; Tips fr Using Internet Reprting; NTD Reprting Structure; Hme: Annual Reprt Hme Page; Annual: Reprting Annual Data; Mnthly Ridership: Reprting Ridership Data; Safety & Security: Reprting Incident Data; Ntes: Prviding Additinal Infrmatin; Issues: Validating Annual Data; e-file: Sending Declaratins, Requests, and Other Cmmunicatins; Cmmunicatins: Viewing a Histry f Cmmunicatins with NTD; Reprts: Using Reprts; and Help: Obtaining Mre Infrmatin. Accessing Internet Reprting Internet Reprting is accessed frm the NTD Hmepage. T access Internet Reprting: Cnnect t the Internet via yur Internet service prvider (ISP); Verify yur Internet brwser settings; Access the Internet Reprting website at and Access yur transit agency s NTD reprt via the Internet Reprting Lgin link. 20 Internet Reprting

2 Chsing Yur Brwser 2013 Urban Reprting Manual Yu shuld use yur ISP t cnnect t the Internet. Internet Reprting requires a web brwser that is at least a 6.x versin (e.g., Internet Explrer 6.0). Brwsers such as Firefx, Mzilla and Chrme are nt fully cmpatible with the Internet Reprting system. Yu shuld use Internet Explrer fr reprting. If yu d nt have the latest versin f the brwser, g t Micrsft.cm t dwnlad the latest versin free f charge. Verifying Yur Internet Brwser Settings Yu shuld verify that yur brwser is set t check fr newer versins f stred pages with each visit t the website. Otherwise, frms will nt update prperly. In Internet Explrer, this is dne by accessing Tls/Internet Optins/General/Temprary Internet Files Settings/Every Visit t Page. The NTD Hmepage The NTD Hmepage ffers yu the fllwing infrmatin and data: Internet Reprting Lgin: A link t access the Internet Reprting system; What is the NTD?: An verview f the NTD prgram, milestnes in transit histry, hw t btain an NTD ID number, and an verview f the NTD reprting frms; Hw t Reprt/Get an ID: Descriptin f wh reprts t the NTD and the prcess fr requesting a new ID number; Reprting Manuals: Urban Reprting: Access t HTML and PDF versins f the current Urban Reprting Manual, an verview f reprting changes and highlights, reprting manual archives, etc.; Mnthly Reprting: Access t HTML and PDF versins f the current Mnthly Reprting Manual, an verview f the reprting changes and highlights, reprting manual archives, etc.; Safety and Security Reprting: Access t HTML and PDF versins f the current Safety and Security Reprting Manual, Newsletters, Safety and Security frequently asked questins (FAQ), an verview f reprting changes and highlights, reprting manual archives, etc.; Rural Reprting: Access t HTML and PDF versins f the current Rural Reprting Manual and Excel spreadsheets, an verview f reprting changes and highlights, reprting manual archives, etc.; Sampling: Access t the PDF File f the Sampling Manual, HTML versin f the glssary, Excel spreadsheets f a Sampling Template and a Sampling Template with data; and Small Systems Waiver Manual: Access t HTML and PDF versins f the current Small Systems Waiver Reprting Manual, an verview f reprting changes and highlights, reprting manual archives, etc.; Data, Publicatins and Reference Materials: Internet Reprting 21

3 2013 Urban Reprting Manual NTD Resurces: NTD Glssary: HTML versin f the NTD Glssary f transit terms; NTD Reference Materials: NTD reference materials such as the Unifrm System f Accunts, FTA Circulars and Federal Register Ntices; NTD Transit Prfiles: Links t transit agency listings by regin and ther gvernmental links; and Access NTD Data: HTML and dwnladable PDF publicatins, including data tables (als available as MS Excel self-executable files), Prfiles, Natinal Transit Summaries and Trends, as well as Annual, Mnthly and Histrical databases (MS Excel self-executable files) and ther data prducts; FTA/NTD Presentatins, Annuncements and Updates: FTA/NTD presentatins, new and useful infrmatin, interim updates t reprting requirements, etc.; NTD Feedback: The mailing address, telephne number and fax number fr the NTD Prgram as well as an pprtunity t prvide cmments r suggestins regarding the NTD Prgram; Seminars and Training: NTD Reprting Seminars and In-huse Training infrmatin and registratin; Transit Agency Listing by Regin and External Links: Cntact infrmatin fr transit agencies reprting t the NTD listed by regin and state fr: Regin 1 (Cnnecticut, Maine, Massachusetts, New Hampshire, Rhde Island, Vermnt); Regin 2 (New Jersey, New Yrk); Regin 3 (Delaware, District f Clumbia, Maryland, Pennsylvania, Virginia, West Virginia); Regin 4 (Alabama, Gergia, Flrida, Kentucky, Mississippi, Nrth Carlina, Suth Carlina, Tennessee, Puert Ric, US Virgin Islands); Regin 5 (Illinis, Indiana, Michigan, Minnesta, Ohi, Wiscnsin); Regin 6 (Arkansas, Luisiana, New Mexic, Oklahma, Texas); Regin 7 (Iwa, Kansas, Missuri, Nebraska); Regin 8 (Clrad, Mntana, Nrth Dakta, Suth Dakta, Utah, Wyming); Regin 9 (Arizna, Califrnia, Hawaii, Nevada); and Regin 10 (Arizna, Idah, Oregn, Washingtn); and Transit Agency Search: search fr agency prfiles, cmplete prfile sets, and prfiles fr Tp 50 Agencies. Accessing the NTD Reprt Clicking the Internet Reprting Lgin link will pen the Internet Reprting Lgin page. Enter yur user name and passwrd t gain access t NTD Reprt Hme. 22 Internet Reprting

4 Levels f Access Internet Reprting prvides fur levels f access t the Annual Reprt with the fllwing rights: 2013 Urban Reprting Manual CEO access: Edit frms (data entry), apprve Chief Executive Officer (CEO) Certificatin frm (D-10), and submit reprts and special reprting requests, including waivers; Cntact Persn access: Edit frms (data entry) and submit reprt (administratr); Editr access: Edit frms (data entry), cannt submit reprt; and Viewer access: Viewing rights nly fr frms, issues, ntes and crrespndence with n rights t edit r submit. User Names and Passwrd The system access level is determined by the user name. The first three characters f the user name define the access level and the last fur digits represent the transit agency s NTD ID. There are fur types f user names crrespnding t the fur access levels available within the Annual Reprt: CEO (CEO####); Cntact persn (NTD####); Editr (EDT####); and Viewer (VWR####). The NTD Prgram s each transit agency this set f user names with a passwrd fr each. Transit agencies determine access within their rganizatins and distribute user names and passwrds accrdingly. A user can change his/her passwrd at any time. Refer t Sys Admin: Changing Yur Passwrd fr additinal infrmatin n this tpic. Users shuld be aware that passwrds must be changed every sixty days. Passwrds The users with CEO and NTD Cntact Persn access levels will have access t all reprting mdules (Annual, Mnthly, and Safety & Security) frm the Hme tab. Users with Editr and Viewer access will be able t access nly Annual and Mnthly reprting mdules. Passwrd requirements have cnditins abut passwrd length and cmplexity, as well as the passwrd expiratin perid, which is 60 days. In additin, an accunt inactivity feature lcks accunts that have nt been used nce in a 60-day perid. Accunts that becme lcked will be able t be unlcked thrugh an autmatic web-based prcess, which als prmpts a passwrd change. Passwrd features can be summarized as fllws: Passwrd requirements: Passwrd length: Must be at least 12 characters and nt mre than 20 characters; Cmplexity: Must include 3 ut f 4 f the fllwing elements Lwer Case, Upper Case, Numbers, Special Characters; Maximum passwrd age: 60 days; and Accunt inactivity: Yur accunt is lcked if yu d nt lgin during a 60-day perid. Sys Admin: Changing Yur Passwrd The Sys Admin screen prvides the ability t change yur NTD passwrd. All passwrds expire every sixty days. Yu can change yur passwrd at any time n the Sys Admin screen by specifying yur current and new passwrd. Internet Reprting 23

5 2013 Urban Reprting Manual Tips fr Using Internet Reprting Navigating Between Screens Saving a Frm D nt use the Internet brwser s Back and Frward buttns t navigate between screens. Instead, use the Internet Reprting system buttns, tabs and links. A Clse Frm buttn will appear in the tp right and bttm f the Internet Reprting frm which shuld be utilized t change the view between frms. A Save buttn is prvided at the bttm f each Internet Reprting frm. When entering infrmatin int a frm, it is strngly recmmended that yu save the frm frequently. This will prevent the lss f data if yur Internet cnnectin is unexpectedly lst. Als, Internet Reprting has an autmatic time-ut feature which will lg yu ff f the system after a perid f inactivity. It is strngly recmmended that yu save yur wrk every 15 minutes. Otherwise, there is a risk that the next actin yu take n the system will result in the clsure f the screen displayed in yur brwser and the lss f any data that yu had nt saved. NTD Reprting Structure Once yu lg in t Internet Reprting, yu will see the fllwing tabs, which are each discussed mre fully herein (thugh nt in this rder): Hme: The starting pint when entering the NTD reprt. It displays the transit agency s NTD analyst infrmatin and any prject related annuncements; e-file: This is a listing f all declaratins, waivers, ther general crrespndence and current year reprt submissin stages. This screen allws a transit agency t view the text f existing declaratins, waivers, fixed guideway requests and general crrespndence, and t add dcuments using the file attachment feature; Annual: This is a listing f the reprting frms necessary t cmplete yur NTD Annual Reprt. Frm this screen, yur transit agency can submit the NTD Annual Reprt. The Submit Reprt buttn appears at the bttm f the Frms Summary screen after the CEO apprves the CEO Certificatin frm (D-10); Mnthly Ridership: This screen prvides access t the NTD Mnthly Reprting frms fr editing and submitting yur reprt t FTA. Frm-by-frm instructins and reprting details fr the Mnthly Mdule are included in the NTD Mnthly Reprting Manual. The NTD cntact persn is respnsible fr submitting Mnthly data t NTD; Safety & Security: This screen prvides access t the Safety and Security Mdule frms fr editing and submitting yur reprt t FTA. Frm-by-frm instructins and reprting details fr the Safety and Security Mdule are included in the Safety and Security Reprting Manual; Ntes: This displays all the Frm Ntes added t the transit agency s Annual Reprt. The transit agency shuld create Frm Ntes t prvide additinal infrmatin applicable t a specific frm; Issues: This screen displays all the issues generated fr the transit agency s Annual Reprt. Issues highlight ptential prblems with specific data items (specific data which fall ut f a typical range f values) and are generated each time the transit agency saves a frm. T crrect an issue, the transit agency may either change the data item n the apprpriate frm r attach a Cmment t the individual Issue and explain. Use this screen t review the Issues fr entire reprt (frm by frm) prir t submitting yur NTD Annual Reprt; Reprts: Print and exprt reprts. All reprts have been develped t allw yu t print each frm r reprt withut altering print settings t fit a frm n the page. The reprts listed will vary depending n yur access level; Cmmunicatins: This screen prvides a recrd f the reprt submissins yur agency has made t NTD, including any cmments frm the agency and the review status f the reprt; SysAdmin: Discussed abve. Use this tab t change NTD passwrds. Yu may nly change yur wn passwrd. Shuld yu need assistance, cntact yur NTD analyst; and Help: Online versin f this Urban Reprting Manual. 24 Internet Reprting

6 Hme: Annual Reprt Hme Page 2013 Urban Reprting Manual After cmpleting the Lgin prcess, the user is taken t the Annual Reprt Hme page. Click the Hme tab near the tp f any screen t return t the Hme tab frm any ther area. When accessing the Hme tab, please take nte f the Annuncements sectin, which prvides users with listings f recent FTA annuncements. Annual: Reprting Annual Data Click n the Annual tab t pen the Frms Summary screen. The Frms Summary screen lists the 2013 NTD mdules and prvides links t the specific frms within each mdule that yur transit agency is required t cmplete. Initially, the Frms Summary screen nly prvides access t tw frms within the Basic Infrmatin Mdule: Identificatin frm (B-10); and Cntact frm (B-20). After yu review, cmplete and save the B-10 frm, and Internet Reprting will autmatically generate the frms necessary t cmplete yur agency s NTD annual reprt. Internet Reprting uses the fllwing infrmatin t determine which frms t generate: The number f vehicles perated in annual maximum service (VOMS) by mde and TOS; Whether a Small Systems Waiver request has been indicated; Whether the seller in a purchased transprtatin agreement is filing a separate NTD Annual Reprt; and Internet Reprting 25

7 2013 Urban Reprting Manual Whether a Grants (Planning r Capital) Waiver request was indicated. All frm-by-frm instructins and reprting details are prvided in the frm-specific sectins f this manual. After the B-10 frm has been saved, the Frms Summary screen prvides access t frms that yur transit agency is required t cmplete. The mde and TOS, the update user and update date, and the number f issues fr each frm are als displayed. The Frms Summary screen als prvides the means t add a new Cntractual Relatinship frm (B-30). Internet Reprting autmatically generates a B-30 frm fr each purchased transprtatin agreement (i.e., cntracts) that existed in yur transit agency s previus year reprt if at least ne mde designated n the prir year s frm is als reprted n the B- 10 fr the current reprting year. If yu want t add a new Cntractual Relatinship frm (B-30) fr a new cntract, click the Add Frm buttn at the bttm f the Frms Summary screen and select B-30 frm the drp-dwn menu. Printing a Frm Reprt frm a Frm Screen Click n the Print buttn at the bttm f the Frm screen t display the reprt in Adbe Acrbat Viewer; then click the Print buttn in the upper left crner f the viewer and click the Okay buttn n the resulting Print windw. Submitting Yur Reprt T submit a reprt t the NTD, upn cmpleting the required NTD frms, return t the Annual tab, scrll t the bttm f the page, and click the Submit Reprt buttn. The riginal submissin f the reprt can nly be submitted by the agency CEO. Mnthly Ridership: Reprting Ridership Data Click n the Mnthly Ridership tab t pen the Mnthly Ridership screen. This screen prvides access t the Mnthly Mdule frms fr editing and submitting a reprt t FTA. Frm-by-frm instructins and reprting details fr the Mnthly Mdule are included in the Mnthly Reprting Manual. 26 Internet Reprting

8 Safety & Security: Prviding Incident Data 2013 Urban Reprting Manual Click n the Safety & Security tab t pen the Safety & Security screen. This screen prvides access t the Safety and Security Mdule frms fr editing and submitting reprts t FTA. Frm-by-frm instructins and reprting details fr the Safety and Security Mdule are included in the Safety and Security Reprting Manual. Ntes: Prviding Additinal Infrmatin Click n the Ntes tab t pen the Ntes Summary screen. The transit agency shuld create Frm Ntes t prvide additinal infrmatin applicable t a specific frm. Creating a Frm Nte T create a frm nte, yu shuld click n the Add Frm Nte link at the tp right f the frm yu are editing r viewing. Internet Reprting will take yu t the Frm Ntes screen fr the specific frm. Internet Reprting pre-fills the mde and TOS (if applicable) fr which the nte is created. Yu must cmplete the nte cmment. Internet Reprting 27

9 2013 Urban Reprting Manual T save a frm nte, click the Save buttn at the bttm f the screen. T return t the frm being edited withut saving the nte, click n the Cancel buttn. Reviewing Frm Ntes Click n the Frm Ntes tab t view the Frm Ntes screen. Yu can review the frm ntes assciated with a specific frm r all frm ntes fr the reprt. While wrking in a frm, click n the Frm Ntes tab t display the Frm Ntes screen fr the frm. The frm name, mde and TOS will be displayed just beneath the tabs. Yu als can review frm ntes assciated with prir submissins fr the current Reprt Year (i.e., 2013) and prir Reprt Years (i.e., 2010 and earlier). T view current r prir years frm ntes, click n the Reprt drp-dwn menu lcated abve the tab line, and select the year and reprt stage (riginal, wrking data, revisin, r clseut) that yu wish t view. Editing Ntes While yu are in the Wrking Data reprt stage, yu can edit a frm nte after it has been created by clicking n the Edit Nte link in the far right clumn n the Frm Ntes screen. Once the NTD Annual Reprt is submitted, the ntes are frzen and cannt be edited. Ntes can nly be edited while the reprt status is Wrking Data, which is displayed at the tp f screen in the Reprt menu. Submitting a reprt t the NTD means that it is in the view f yur analyst, and is n lnger editable. Once a reprt is submitted t NTD, n further changes can be made until it is returned t the agency s view. The analyst will then validate the submitted reprt and, if necessary, return the reprt t the agency fr additinal revisins. Ntes are frzen with each submissin. If the reprt is sent back t the transit agency and ntes are reviewed r added, the previusly submitted ntes will nt be affected and are n lnger editable. Printing Frm Ntes Print all frm ntes frm the Reprts tab by clicking the Ntes and Issues Reprt link. Issues: Validating Annual Data Access the Issues screen by clicking the Issues tab. This screen highlights ptential prblems with specific data items identified thrugh the NTD validatin prcess. The NTD validatin prcess ensures that NTD reprting requirements are met and that the reprted data are reasnable. Fr changes in data utside f expected ranges and ther related prblems, issues will be raised t yur agency. Once an issue is raised, a cmment fr the issue is required in additin t any necessary revisin. Sme validatin checks include: Range checks fr typical values fund amng transit agencies with similar perating characteristics; Lgic checks between data items n different NTD frms; and Time series checks against previus years data t identify data that have changed significantly. NTD validatin is an interactive, iterative prcess with tw alternating phases: Pre-submissin (wrking data reprt stage) validatin autmatic review prir t submissin f the NTD annual Reprt; and 28 Internet Reprting

10 2013 Urban Reprting Manual Pst-submissin (the riginal submissin r a revisin reprt stage) validatin review by yur assigned NTD validatin analyst after submissin f the NTD Annual Reprt. In supprt f the NTD validatin prcess, an NTD validatin analyst is assigned t yur transit agency. NTD validatin analysts are available t assist transit agency persnnel and may be cntacted at the NTD Prgram Office. Direct cntact infrmatin fr each validatin analyst is available frm the Hme tab in the Annuncements sectin (refer t the NTD Cntact Infrmatin). Refer t the exhibit under Where t Reprt in the Intrductin sectin f this manual fr general NTD cntact infrmatin (mailing addresses, hurs f peratin, Help Desk phne and address, etc.). Pre-Submissin Validatin Internet Reprting autmatically perfrms issue checks after a frm is saved. The issue checks assess the cmpleteness and reasnableness f entered data prir t submissin t FTA. Since sme issue checks are perfrmed using data items frm mre than ne frm, it is best t respnd t issues after all frms are cmpleted. Issues are classified by issue type accrding t severity and actin necessary t submit the NTD Annual Reprt: Imprtant issues are raised when data d nt fall within expected ranges r d nt appear t cnfrm t NTD definitins. Imprtant issues can be addressed by revising the relevant data, r by writing a cmment explaining why the data are crrect; and Critical issues are raised when data are lgically incnsistent and must be crrected. Yu cannt address a critical issue with a cmment. Yu cannt submit yur reprt until all issues imprtant and critical are addressed. The Frms Summary screen identifies the number f issues by each type fr each frm. Yu can access the Frms Summary screen by clicking n the Issues tab frm the Annual Reprt Hme page. Issues assciated with prir submissins fr the current Reprt Year (i.e., 2013) and prir Reprt Years (i.e., 2012 and earlier) can als be reviewed. T view current r prir years issues, click n the Reprt drp-dwn menu lcated abve the tab line, and select the year and reprt stage (riginal, wrking data, revisin, r clseut) that yu wish t view. Yu can review issues fr a specific frm, by clicking n the Issues tab while viewing the frm. Prir t the riginal submissin, issues are deleted as data are crrected and resaved. Imprtant issues that remain when the NTD Annual Reprt is submitted will cntinue t be available fr review n the Issues tab. Any crrectins r explanatins subsequent t the riginal submissin will be recrded and are available fr review by yu and the NTD staff. Pst-Submissin Validatin by NTD Analysts After the transit agency submits its NTD Annual Reprt, the reprt is frzen at the Original Submissin reprt stage. At this pint in the prcess, the data cannt be edited by the transit agency. This is als true f each re-submissin (revisin). Issues underg a series f reviews by NTD staff during which the issue status may be changed. At each reprt stage, yu shuld address and respnd t all issues that are active. After all issues are addressed, the reprt shuld be resubmitted. The status f an issue is nt cnsidered t be final until the clseut letter (discussed belw) has been apprved. Exhibit 10 Issue Status Active Active with Cmments Questinable Under Review Issues that require review by the transit agency. After a transit agency reviews and adds cmments t an Active issue, the issue is assigned an Active with Cmments status. Issues may be included in a Clseut with Issues letter and pertinent data is indicated as Questinable in publicatins. NTD validatin analysts recmmend that these issues have been sufficiently addressed by the transit agency. As a reprt is mved thrugh the validatin prcess, the NTD validatin analyst reviews the reprted data and recmmends that FTA either accept the transit agency s cmments r designates the issue as Active fr further review by the agency. Upn cmpletin f this review, the NTD validatin analyst makes the reprt available t the agency as Wrking Data. Internet Reprting 29

11 2013 Urban Reprting Manual When this is dne, yur agency can edit the reprt r prvide mre infrmatin. Review by bth yur transit agency (in wrking data stage) and the NTD validatin analyst (in revisin stages) cntinues until all issues have been designated as Fixed, Questinable r Reviewed. The reprt will then mve t the clseut reprt stage. As with Frm Ntes, the issues are frzen with each submissin, and cannt be altered until the reprt is returned. Clseut: Cmpletin f Issue Validatin The validatin prcess ends with the generatin f the clseut letter fr a transit agency. The clseut letter dcuments FTA s acceptance f data. There are tw types f clseuts: Clseut withut Issues: All issues have been addressed and the revisins r explanatins have been accepted by NTD; r Clseut with Issues: NTD has determined that the reprter s data cllectin methds are inadequate, r is nt satisfied with the accuracy f the data. Once it has been generated, the clseut letter is accessible frm the e-file tab. e-file: Sending Declaratins, Requests, and Other Cmmunicatins The e-file tab is lcated between the Hme tab and the Annual tab. The e-file tab is a centralized area in which t cmpse, rganize and track agency crrespndence with the NTD prgram. All crrespndence, waivers and ther requests, as well as the Independent Auditr Statements, are attached and submitted using the e-file tab. These items can nly be submitted by the CEO using the CEO username and passwrd. The e-file tab prvides general crrespndence, rganized by sender (Reprting agency r NTD Prgram staff). Once generated, crrespndence is stred n the e-file Summary screen. The status r phase (apprved, denied, etc.) f the prcess fr each crrespndence item is indicated under the Status heading by crrespndence type. respnses are sent t the transit agency fllwing requests thrugh the e-file system. Examples f letters sent frm FTA t transit agencies are: Clseut crrespndence; Late letter crrespndence; and Late respnse crrespndence. e-file Tracking The e-file Summary screen prvides a snapsht f the status f the NTD Annual Reprt, rganized in the fllwing sectins: Reprt stage; Waivers; Declaratins; 30 Internet Reprting

12 2013 Urban Reprting Manual Other agency requests; and Outging NTD Crrespndence. Reprt Stage This sectin lists the dates that yu riginally submitted yur reprt and each subsequent revisin that was sent t NTD and returned t yur transit agency. Mst f the infrmatin listed pertains t the current reprt year. Hwever, sme crrespndence r requests may pertain t future years. These items will be displayed indicating the future reprt year. Yu may nw select up t tw reprt years fr the same request. T view prir years e-file infrmatin, yu shuld use the Reprt drp-dwn menu, lcated abve the tab line, t select the year yu wish t view. Nte that e-file infrmatin is nt available prir t Yu can add crrespndence fr prir years e-file infrmatin by clicking the Add Crrespndence buttn n the current year s e-file Summary screen. Yu then select the year fr which yu wish t add crrespndence frm the Add Crrespndence screen. Waivers This sectin cntains the crrespndence fr any waiver requests as well as their current status. Declaratins This sectin cntains the declaratins submitted t NTD via e-file and their current status (Nt Submitted, Received, Cancelled, Apprved, Apprved with Issues, and Denied). The nly declaratin that is filed n the e-file tab is the Independent Auditr Statement fr Financial Data (IAS-FD). Other Agency Requests All ther crrespndence between the transit agency and NTD is cntained in Other Agency Requests. Examples f this type f crrespndence are: Extensin requests; Change in transit agency fiscal year; New fixed guideway (FG) requests; New ID request; New ID request respnse frm FTA; and Clarificatin f a reprting requirement (ther). Outging NTD Crrespndence Electrnic cpies f all clseut letters, failure t reprt warning letters (fr late reprt, incmplete reprt and failure t respnd), and any fficial crrespndence fr clarificatin frm FTA are submitted t transit agencies via the e-file tab. e-file Cmpsing: Waivers, Other Agency Requests and Declaratins Waivers and Other Agency Requests are all cnsidered crrespndence. The fllwing sectin discusses each type f request and describes the steps taken t create, edit and submit them. Adding a Request r Declaratin On the e-file Summary screen, buttns are available fr each type f crrespndence request and declaratin (i.e., waivers, declaratins and ther agency requests). Yu shuld click the apprpriate buttn t initiate a specific request and display the Add Crrespndence / File screen. Once a request r declaratin is initiated, yu will be directed t the Add Crrespndence / File screen. On this screen there are several specific pieces f infrmatin that are required, including: Reprt Year: This is a required field that identifies the reprt year fr which the crrespndence is made. In mst cases, yu will be adding crrespndence that will be applicable t the current reprt year. Hwever, yu may want t create crrespndence pertaining t a future reprt year. Bth current and future reprt year crrespndence will appear n the e-file Summary screen by reprt year. Type: This is a required field. Yu shuld use the drp-dwn menus t identify the type f crrespndence t be submitted. Fr example, if yu arrived at this screen by clicking the Add Waiver buttn, the drp-dwn menu will display the five waiver types. If yu clicked the Add Declaratin buttn, the three declaratin types will be listed. Internet Reprting 31

13 2013 Urban Reprting Manual Writing r Attaching a Dcument Yu have the chice t either insert text r attach a dcument t send crrespndence t the NTD. Yu shuld select Insert Text t generate a field where yu can type yur agency s request. There is als the ptin t attach a mre frmal request by using the Letter Attachment ptin and submitting the request t NTD fllwing the guidelines belw. Editing a Request Apprpriate transit agency persnnel (based n user rights) can edit the request at any time after the request is saved and prir t submissin. T edit the request, yu shuld click n the link t the file yu wish t edit (Data Waiver). The file will pen and yu can edit the cntent as necessary. Hwever, Internet Reprting will nt let yu edit several f the fields used t identify the specific request. Attaching Crrespndence Other types f crrespndence may als be attached under the Other Agency Requests heading n the e-file tab. T attach the written request select the Letter Attachment radi buttn, then click the Brwse buttn. A Windws dialg bx will appear. The appearance f the windw may be different based n the perating system (Windws NT, 2000, 95/98, Apple Mac, etc.) being used. Navigate t the directry in which yur file is stred and click Open. The file name will appear in the text area t the left f the Brwse buttn. Saving Crrespndence The final step in creating crrespndence (waiver, declaratin r ther agency request) is t Save r Submit the request r declaratin by using ne f the three buttns at the bttm f the screen. Depending n yur assigned level f access, yu can perfrm certain tasks within the system. While certain users can create, save, and submit requests, thers may nly be able t create and save r simply view the request. This type f rlebased security allws Internet Reprting t verify that the apprpriate peple are making the necessary requests. Based n a user s rle, they will see a Cancel, Save and r Submit buttn. Fr example: The Cancel buttn is available t all users. Cancel simply exits the frm and n changes are saved. The Save buttn is available t thse users with CEO, NTD and EDT passwrds. Once data are entered, the request may be saved. Once saved, the request is stred and can be reviewed and edited as ften as necessary prir t submitting the reprt t NTD. The Submit buttn is limited t the CEO fr the riginal submissin. Once the request is saved r submitted, yu are returned t the e-file Summary screen. The e-file Summary screen will display the request under the apprpriate heading, fllwed by the identifying subject line, the year fr which the request is relevant, the date the request was created, and the status f the request. NTD Prcess after e-file Submissin Acknwledgment f Submissin Fr mst submissins, n acknwledgement is prvided regarding receipt at the NTD prject site. If yu cncerned abut a submissin, please cntact yur NTD validatin analyst. Hwever, acknwledgements are prvided upn receipt f waiver requests, etc. at the NTD prject site. An is sent back t the CEO and cntact persn acknwledging receipt f the crrespndence. This acknwledgement is als psted n the e-file tab. If there are prblems with the riginal request, yu shuld cntact yur NTD validatin analyst immediately upn receipt f the . Request Status Once a request is submitted, NTD begins prcessing the request r declaratin. When the prcess is cmplete, it is given a final status that the transit agency is able t view. The status clumn is intended t infrm the transit agency abut the prgress f each request. Distinct statuses apply t the different request types. The fllwing is a list f the ptential statuses and their meanings: Nt Submitted: The request is attached but was nt submitted t the NTD. The request remains available t the transit agency fr editing and saving but is nt valid until submitted t NTD; Received: The request was successfully submitted t NTD. NTD staff will review and take actin, if apprpriate, n the request; 32 Internet Reprting

14 2013 Urban Reprting Manual Apprved: The request was reviewed and apprved by FTA; Apprved with Issues: Issues were fund with the request but were nt substantial enugh t prevent FTA apprval; r Denied: FTA denied the request. Viewing a Submitted Request Official ntificatin frm NTD is necessary fr a request t be cnsidered apprved r denied. When such an actin is taken by NTD, the status clumn will n lnger appear as Received, but will instead reflect the apprpriate status. A status ther than received indicates that NTD prcessed the request. Once the status changes, NTD's fficial respnse can be reviewed. T view, click n the hyperlink fr the submitted request yu want t view. There will be a link fr the Letter Attachment (as there was when editing). Hwever, since it was already submitted, yu cannt edit the request and the Save and Submit buttns are n lnger be available. When yu access the e-file Summary screen, there may be tw links fr attached files. This ccurs if yu submitted an attached dcument t NTD. The submitted dcument will be the first link yu see. The secnd link is the fficial respnse frm NTD. T view the respnse, yu shuld click n the link and select Open Dcument when prmpted by the perating systems dialg bx. e-file at the End f the Year At the end f the reprt year, the e-file Summary screen prvides a picture f an entire reprt year. The number f requests will vary by transit agency; hwever, all crrespndence between the transit agency and NTD is captured. Mst imprtant, when the transit agency is clsed ut the status Clseut appears, and a clseut letter is listed. Cmmunicatins: Viewing a Histry f Crrespndence with NTD The Cmmunicatins tab gives transit agencies a centralized area in which t view their past crrespndence with the FTA NTD prgram. In additin, the crrespndence view can be filtered t shw nly certain prcesses r cmmunicatin types. Reprts: Using Reprts Internet Reprting 33

15 2013 Urban Reprting Manual Click n the Reprts tab t display the Reprts screen. This screen prvides access t several reprts available t assist yu in preparing r reviewing yur agency s NTD Annual Reprt. T pen a reprt, click the crrespnding link n the Reprts screen and the reprt will pen in Adbe Acrbat Viewer. Viewing and Printing Reprts Reprts can be generated within the Internet Reprting system frm either the Reprts tab r frm the individual frm screens. Viewing a Reprt Online Click n the Reprt link n the Reprts tab t display the reprt within the IE windw. Use the scrll bar r the fllwing navigatin buttns t scrll thrugh the reprt: T g t the next page, use the right arrw ; T g t the previus page use, the left arrw ; T g t the last page, use the right arrw with a line t the right ; and T g back t the first page, use the left arrw with a line t the left. T Print a Reprt frm the Reprts Tab Click n the Print Reprt buttn (printer icn) in the upper left crner f the viewer. A windw will pen and the dcument is cnverted t a PDF file. Yu can then click the Print buttn n the resulting Print screen. T Print a Frm Reprt frm a Frm Screen Click n the Print buttn at the bttm f the Frm screen t display the reprt in the windw. Click the Print buttn the upper left crner f the viewer. Then click the Okay buttn n the resulting Print windw. Selected reprts assciated with prir submissins fr the current Reprt Year (i.e., 2013) and prir Reprt Years (i.e., 2012 and earlier) als can be reviewed. T view current r prir years reprts, click n the Reprt drp-dwn menu lcated abve the tab line, and select the year and reprt stage (riginal, wrking data, revisin, r clseut) that yu wish t view. Available Reprts The fllwing reprt links are available n the Reprts screen: Ntes and Issues; Service Characteristics Time Series; Key Perfrmance Indicatrs; Revenue Vehicle Inventry Prir Years Histry; Operating Expenses by Functin and Hurly Wages Prir Years Histry; Key Perfrmance Indicatrs Average Trip Length Prir Years Histry; Ridership Activity Summary Reprt; and FFA Data Distributin by UZA. Fr all f the reprts (ther than Ntes and Issues), the default will be a five-year histry. Hwever, the user can change the reprt t shw additinal years histry using the Reprt drp-dwn lcated abve the tab line. Ntes and Issues Reprt Click n the Ntes and Issues Reprt link t print all f the frm ntes and issues assciated with the NTD Annual Reprt as viewed n the Frm Ntes screen r Issues tab. Service Characteristics Time Series Click n the Service Characteristics link t view the reprt. This reprt prvides the number f vehicles perated in annual maximum service (VOMS), the vehicle revenue hurs (VRH) and miles (VRM), the deadhead hurs and miles, the ttal actual hurs and miles, the number f unlinked passenger trips (UPT), the number f passenger miles traveled (PMT), and the ttal perating expenses fr each mde and TOS perated fr the current reprting year and prir years, with the percentage f variatin frm year t year. 34 Internet Reprting in

16 Key Perfrmance Indicatrs 2013 Urban Reprting Manual Click n the Key Perfrmance Indicatrs link t view the reprt. This reprt prvides the trip length, lad factr, revenue speed, deadhead speed, cst per hur, cst per mile and cst per passenger fr each mde and TOS perated fr the current reprting year and prir years, with the percentage f variatin frm year t year. Revenue Vehicle Inventry Prir Years Histry Click n the Revenue Vehicle Inventry Prir Years Histry link t view the reprt. This reprt prvides the ttal fleet, active fleet, ADA fleet, and average fleet age fr each mde and TOS perated fr the current reprting year and prir years, with the percentage f variatin frm year t year. Operating Expenses by Functin and Hurly Wages Prir Years Histry Click n the Operating Expenses by Functin and Hurly Wages Prir Years Histry link t view the reprt. This reprt prvides the vehicle peratins expense, vehicle maintenance expense, nn-vehicle maintenance expense, general administratin expense, vehicle peratins hurly wage rate, vehicle maintenance hurly wage rate, nn-vehicle maintenance hurly wage rate and general administratin hurly wage rate fr each mde and TOS perated fr the current reprting year and prir years, with the percentage f variatin frm year t year. Key Perfrmance Indicatrs Average Trip Length Prir Years Histry Click n the Key Perfrmance Indicatrs Average Trip Length Prir Years Histry link t view the reprt. This reprt prvides the average trip length by average weekday service, average Saturday service, average Sunday service and annual ttal data fr the current reprt year and prir years, with the percentage f variatin frm year t year. Ridership Activity Summary Reprt Click n the Ridership Activity Summary Reprt link t view the reprt. This reprt shws a summary f yur mnthly ridership data by mde and type f service fr the year selected. FFA Data Distributin by UZA Click n the FFA Data Distributin by UZA link t view the reprt. This reprt shws the percentage allcatin f varius data pints acrss applicable UZAs that yu service fr Federal Funding Allcatin purpses. Help: Obtaining Mre Infrmatin Click n the Help tab t display the Help screen. The Help screen prvides access t the 2013 Urban Reprting Manual (previusly tilted Annual Reprting Manual) fr additinal help in cmpleting the NTD Annual Reprt frms. The Help screen displays the table f cntents fr the Reprting Manual with links t each sectin f the manual. Internet Reprting 35