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STIPs

DOT STIP Software Considerations

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The Statewide Transportation Improvement Programs (STIP) process is an on-going process with updates and amendments consistently occurring. Since STIPs are on-going programs, all Departments of Transportation (DOTs) must have a system in place to track and manage the STIP update and amendment process.  DOTs follow a regular STIP update and amendment process and utilize management software to track the STIP, whether through a Microsoft Access database, a Microsoft Excel spreadsheet, a customized database developed in another software program or a combination of those three along with supporting documentation in emails, reports and documents.  

There are several considerations for DOT STIP Software:

  • Ease connection with statewide DOT Plan / Programs – processes to move projects, project phases, and on-going programs from larger DOT programs and standalone DOT programs
  • Ease of connection with performance measurement – processes to connect projects with various performance measures
  • Need for a public facing site with project listings, locations, funding sources and amounts
  • Need for a connection to the Federal Management Information Systems (FMIS) 
  • Need for system to standardize a process and document project changes
  • Need for routine reporting (fiscal constraint, amendment/update summary, funding balances)
  • Need for Advance Construction (AC) functionality
  • Need for communication flows to / from Metropolitan Planning Organizations (MPOs) (i.e. amendment requests, review, approvals, and changes)
  • Expectations of governing body and FHWA/FTA
  • Hardware and software needs
  • Staff knowledge and experience with the overall STIP process and requirements and with the management software/system
  • Degree of maintenance required and support available for on-going product upgrades
  • Ease of implementation
  • Total cost (staff time + initial software implementation cost + on-going costs)

When EcoInteractive Project Tracker is a Good Fit for DOTs and When It’s Not

Good Fit

  • DOTs that are looking to make their online STIP more accessible and transparent to their governing body, committees and general public (as compared to a .pdf document posted on their website)
  • DOTs that want a better way to document changes made to STIP projects by DOT staff and project sponsors
  • DOTs looking to enhance and streamline  workflows for staff assigned to STIP Administration
  • DOTs looking to transition away from a system designed by a staff member that is soon to retire
  • DOTs that don’t have dedicated IT support for their current system
  • DOTs that would like direct access to the financial obligation system used by FHWA for their STIIP administration processes.
  • DOTs that experience frequent turnover in TIP Administration staff
  • DOTs looking to streamline the MPO Transportation Improvement Program (TIP) insertion process and the FHWA/FTA review process

Bad Fit

  • DOTs with a robust eSTIP tracking system complete with: version control, validation checks, ad hoc reporting, public website and centralized data management.

Ultimately, each DOT will weigh all of the considerations when evaluating its STIP Software of choice and STIP Administration approach and will decide which consideration is most important.  We believe EcoInteractive’s ProjectTracker SaaS solution is a strong candidate for many DOTs to consider

Guide to Transportation Improvement Programs (TIPs)

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Kristen Z, Transportation Planner

[<5 Minute Read]

What is a TIP?

One of the core planning initiatives for Metropolitan Planning Organizations (MPOs), the “Transportation Improvement Program” (TIP) is an important ongoing program for MPOs.  TIPs have a lot of information, but the most popular information is usually the transportation project listings.  TIPS list all of the projects (and their funding sources) taking place in the metropolitan area transportation system for the next four years.

Projects are listed as individual projects (i.e. a modernization project to re-configure an arterial intersection) or as “bucket projects/programs” (i.e. ongoing transit operations funding program).  TIPs include projects funded with federal funding, state funding and local government funding. In fact, federal funding cannot be obligated for any particular project unless it is listed in the TIP.  TIPs project list total hundreds of millions of dollars and include hundreds of projects. These projects must be “fiscally constrained”, which means they must demonstrate that the sum total cost of all of the projects in the TIP is less than or equal to the estimated revenues over the same time period. EcoInteractive’s Project Tracker is an industry standard software MPOs use to administer their TIP programs.

Why is a TIP Developed?

TIPs are developed for several reasons.  For one, they are required.  For several decades now, federal transportation legislation has required MPOs to develop and maintain TIPs.  They also serve as a means for MPOs to be transparent about how the federal funding and state funding they administer is invested across the metropolitan area and its many modes.  Effectively, TIPs are a way for the MPO to demonstrate its priorities to the public, to the media and to regulators.  EcoInteractive’s Project Tracker software comes standard with a public facing portal to view the projects in the TIP.

Why Is the TIP Important?

As a federal requirement, the TIP is very important! Development and maintenance of a TIP is a requirement for MPOs and is often reviewed during the Certification Review.   In addition, the TIP is an important document in a MPO’s efforts to inform local governments and the general public as to how federal, state and local tax dollars are being spent on transportation in the metro area.

Who Participates in the TIP Process?

Many different people and organizations participate in the TIP process. Depending on how the MPO is organized, there could be one TIP Administrator or staff from multiple MPO departments involved in the TIP process.  Additionally, the general public has an opportunity to participate because during each update and amendment cycle, most MPOs offer opportunities for input from the general public.  After each TIP update / amendment is approved by the MPO’s governing body (i.e. its Board), the MPO staff sends the adopted TIP to the DOT for inclusion in the “Statewide Transportation Improvement program” or STIP.

Who Benefits from the TIP?

The TIP benefits the MPO by ensuring it stays compliant with federal regulations.  It also benefits the MPO by providing a means of demonstrating its investments across the state to legislators, the general public and local governments.  The general public benefits by seeing how their state and federal tax dollars are being invested.

What is the difference between the TIP and the STIP?

The TIP is produced and maintained by an MPO, and it includes projects that are taking place within the MPO area.  The STIP is produced and maintained by the State DOT and it includes projects that are taking place across the entire state.  The STIP includes (without changes) the current TIP from each MPO in the state.

Best Practice for Managing TIPs

The “Best Practices In Managing STIPS, TIPS, And Metropolitan Transportation Plans In Response To Fiscal Constraints” provides a very good summary of the best practices and examples of overall STIP management from several DOTs.  It covers TIP development and implementation practices, revenue estimating techniques, cost estimating techniques, and overall guidance on how to meet the federal “year of expenditure” requirement.   It was compiled as part of NCHRP Project 20-68A, the U.S. Domestic Scan program. This program was requested by the American Association of State Highway and Transportation Officials (AASHTO), with funding provided through the National Cooperative Highway Research Program (NCHRP).

Loved this post and want to learn more? Check out what we’ve done for some of our customers and see how transformative a modern database can be when it comes to managing transportation data!

Guide to Statewide Transportation Improvement Programs (STIPs)

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Kristen Z, Transportation Planner

[<5 Minute Read]

What is a STIP?

One of the core planning initiatives for state Departments of Transportation (DOTs), the “Statewide Transportation Improvement Programs” (or STIPs) are an important on-going program for DOTs.  STIPs contain a lot of information but the most popular information is usually the transportation project listings.  STIPS list all of the projects (and their funding sources) taking place on the statewide transportation system over the next four years.  They also itemize all projects associated with all statewide transportation initiatives and programs planned for the same time period (the next four years).

Projects are listed as individual projects (i.e. a modernization project to re-configure an interchange on a highway) or as “bucket projects / programs” (i.e. on-going transit operations funding program).  STIPs include projects funded with federal funding, state funding and local government funding. In fact, federal funding cannot be obligated for any particular project unless it is listed in the STIP.  STIPs program billions of dollars and include hundreds of projects. They must be “fiscally constrained”, which means they must demonstrate that the sum total cost of all of the projects in the STIP is less than or equal to the estimated revenues over the same time period. EcoInteractive’s Project Tracker is an industry standard software DOTs use to administer their STIP programs.

Why is a STIP Developed?

STIPs are developed for several reasons.  For one, they are required.  For several decades now, federal transportation legislation has required State DOTs develop and maintain STIPs.  They also serve as a means for States to show how the federal funding and state funding they administer is being invested across the state and its many transportation modes.  Finally, STIPs are a way for states to demonstrate their priorities to the public, to the media and to regulators.  EcoInteractive’s Project Tracker software comes standard with a public facing portal to view STIP projects.

Why Is the STIP Important?

As a federal requirement, the STIP is very important! Development and maintenance of a STIP is a requirement for states to continue to receive and administer federal transportation funding.  States receive hundreds of millions of dollars in federal funding every year and it is imperative not to jeopardize that funding.  In addition, the STIP is an important document in a state’s efforts to inform the general public of the projects it is funding.  EcoInteractive’s Project Tracker software comes standard with a public facing portal to view STIP projects.

Who Participates in the STIP Process?

Many different people and organizations participate in the STIP process. Depending on how the DOT is organized, there are often staff from multiple DOT departments involved in the STIP process.  Also, the DOT coordinates with all of the Metropolitan Planning Organizations (MPOs) in the state because DOTs must include the currently adopted Transportation Improvement Program (TIP) from each MPO in the state in its STIP.  The DOT sends each STIP update / amendment to the Federal Highway Administration (FHWA) Division Office and to the Federal Transit Administration (FTA) Regional Office because federal regulations require approval from both agencies.  During each update and amendment cycle, DOTs offer opportunities for input from the general public.  EcoInteractive’s Project Tracker software comes standard with a public facing portal to view the projects and a module to coordinate with MPOs and federal regulators.

Who Benefits from the STIP?

The STIP benefits the DOT by ensuring it stays compliant with federal regulations.  It also benefits the DOT by providing a means of demonstrating their investments across the state to legislators, the general public and local governments.  MPOs benefit from the STIP by sharing their investments to a wider audience at the state level and the general public benefits by seeing how their state and federal tax dollars are invested.

What is the difference between STIP and TIP?

The STIP is produced and maintained by the state DOT and it includes projects that are taking place across the entire state.  The TIP is produced and maintained by an MPO and it includes projects that are taking place within the MPO area.  The STIP includes the current TIP from each MPO in the state.

Best Practice for Managing STIPs

The “Best Practices In Managing STIPS, TIPS, And Metropolitan Transportation Plans In Response To Fiscal Constraints” provides a very good summary of the best practices and examples of overall STIP management from several DOTs.  It covers STIP development and implementation practices, revenue estimating techniques, cost estimating techniques and overall guidance on how to meet the federal “year of expenditure” requirement.   It was compiled as part of NCHRP Project 20-68A, the U.S. Domestic Scan program. This program was requested by the American Association of State Highway and Transportation Officials (AASHTO) with funding provided through the National Cooperative Highway Research Program (NCHRP).

Loved this post and want to learn more? Check out what we’ve done for some of our customers and see how transformative a modern database can be when it comes to managing transportation data!

Metropolitan Transportation Plans (MTP) Overview

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Kristen Z, Transportation Planner

[<5 Minute Read]

What is an MTP?

Metropolitan Planning Organizations (MPOs) have been producing Metropolitan Transportation Plans (MTPs) for decades.  They have been a long-standing requirement of federal transportation legislation, which requires that these plans address several planning factors. These factors include economic vitality, safety, security, accessibility, mobility, environment, preservation, integration and connectivity, resiliency and reliability, and travel and tourism.

In addition to demonstrating how the MTP addresses federal factors, the MTP also defines goals for the metropolitan area’s transportation system.  Whether it be safety, quality of life, economic development or other over-arching means for how the metropolitan transportation system supports the broader goals for the metro area, the MTP documents the priorities for the metropolitan area’s transportation system.

The MTP planning process involves MPOs evaluating the users and the needs of the multimodal transportation system in its metro area, including its highways, transit services, rail operations, local systems and bicycle / pedestrian systems.  Data is gathered, public input is solicited and the resulting plan is intended to guide investments by the various entities in the region.

In addition to following state practice planning processes, MTPs also must comply with several federal requirements, including ensuring the plan is “fiscally constrained.” Fiscally constrained means the total of all of the projects and strategies listed in the plan must be less than or equal to the total of the projected revenues.  In addition, MTPs must include a fairly detailed project list.  EcoInteractive’s Project Tracker software can be customized to provide an administrative portal for MPO staff to manage MTP projects at the update and amendment stage, and a public facing portal to view the projects.

  • EcoInteractive’s ProjectTracker Software

Why is an MTP Developed?

MTPs are developed for several reasons.  For one, they are required.  For several decades now, federal transportation legislation has required MPOs to develop MTPs.  They are also used to guide overall investment in the metropolitan area’s transportation system.  They provide an opportunity for MPOs to define the priorities and goals for the metropolitan area’s transportation system, which can include system safety, system preservation, economic development or quality of life.  Because MTPs are re-evaluated every four to five years, it provides the metropolitan area an opportunity to re-evaluate its priorities on an on-going basis.

For larger MPOs that award sub-allocated funding, the MTP provides the first opportunity for local governments and state DOTs to submit projects for consideration.  All projects that want to compete for suballocated funding must be listed in the MTP.  In addition, competitive federal grants, any potential earmarks and state grants often require projects to be included in the MTP prior to application to demonstrate the importance of the project to the metropolitan area.

Who Participates in the MTP Process?

Carrying out an MTP planning process is a big job involving a large assortment of people. The MPO Board oversees the process and ultimately is asked to adopt the plan.  The MTP planning process can be carried out by MPO staff, by outsourced planning consultants or a combination of both.  Local governments, the state DOT, the general public and a variety of stakeholders are involved. Federal regulations define certain types of stakeholder groups that must be involved and most MPOs work hard to reach out to as many stakeholders as possible.

For the purposes of the MTP, stakeholders are defined as any person or entity that is dependent on or uses the transportation system, so everyone from drivers to transit customers to freight companies to schools.  EcoInteractive’s Project Tracker software provides a public facing portal to view the proposed and adopted projects that MPOs can utilize for their MTPs.  In addition, the division Federal Highway Administration office and the regional Federal Transit Administration (FTA) is often involved, providing guidance and direction to the MPO.

Who Benefits from the MTP?

MTPs have several beneficiaries.  They document the vision, goals, policies and projects for the metropolitan area’s multimodal transportation system to taxpayers, regulators, the press, partners, stakeholders and other interested parties.  They also benefit MPOs by providing justification for how the MPO and its members makes its investment choices and other resource allocation decisions.

Example of an MTP

The Encompass 2045 Plan developed by the Association of Central Oklahoma Governments (ACOG) is an example of an MTP.  The Encompass 2045 Plan provides a common framework for guiding transportation decisions and investments in the Oklahoma City metro area.  It defines seven goals for the metro’s transportation system:  Connectivity, Economic Strength, Equity and Options, Healthy Communities, Performance, Safety and Security and System Preservation.  It defines objectives, and a path forward for how to accomplish the goals – including specific action items.

Check out the Association of Central Oklahoma Governments (ACOG) MTP out for yourself at http://www.acogok.org/transportation-planning/encompass-2045-plan/.

Loved this post and want to learn more? Check out what we’ve done for some of our customers and see how transformative a modern database can be when it comes to managing transportation data!

SaaS vs. On-Premise: What’s the Difference?

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Shawn L, Client Implementation Analyst

[<5 Minute Read]

SaaS vs. On-Premise

When it comes time to upgrade your transportation improvement program (TIP) software you’ll need to decide whether it’s hosted on-premise or in the cloud. Naturally, cost is always a concern as well. To start, let’s quickly define each.

  • SaaS – An acronym that stands for “software as a service”. It’s a solution that’s hosted and maintained by a 3rd party in the cloud.
  • On-Premise – A solution that is hosted in-house (on premise) and typically supported by a 3rd party.

EcoInteractive’s ProjectTracker TIP software is considered to be a SaaS product, as we have built the product in-house, continuously work to maintain and add relevant features to the software, and provide our clients with end-to-end coverage and 24/7 access to ProjectTracker through the web. Competitors, such as PMG Pro, utilize an on-premise approach, which involves utilizing your agency’s IT resources and infrastructure  to host and maintain the software.

Delivering our ProjectTracker system in a SaaS model afford us several distinct advantages over traditional software.

  • Reduced implementation time
  • Predictable costs
  • Automated data backup
  • ProjectTracker can be deployed and upgraded without taking away from your IT Resources
  • Continuous relevant product updates to stay current with local, state, and national requirements

Let’s examine 3 factors that play a role when deciding which approach to take with your transportation planning software: cost, maintenance, and product updates.

Cost

Cost is typically the biggest issue when deciding on which solution should be deployed by your agency. However, costs can be hiding underneath the surface and not realized until years later. 

For on-premise providers like PMG Software Professionals, you will usually have a higher upfront cost in the form of implementation and licensing fees. Afterwards a yearly maintenance and support fee can be expected. This maintenance and support fee often does not cover additional features for your software. 

Although the on-premise solution can be ideal in the first few years and seem even better in the latter years, often you will need updates, or the desire to have new features added to keep up with the transportation planning industry. Even without enhancing the software you will still need to make sure the on-premise solution can withstand the battle of time and remain fully functional and operable. These additional costs can add up quickly and exceed the original cost estimate in mind during procurement.

With Ecointeractive’s ProjectTracker SaaS model, maintenance, upgrades, and customer support are included in the cost. Simply put, we will be there every step of the way to make sure you have what you need to successfully plan, prioritize, and report on your transportation projects. This helps keep the projected costs over the life of the contract on target so you may properly budget for the future and also keeps your IT department working on the projects that matter the most.

Maintenance & Support

Software is never perfect and technical issues may arise from time to time. On-premise software is not insusceptible to this issue, in fact, it can cause an even bigger headache. Having an on-premise solution provided by a 3rd party may require your IT department to wait on a patch from the software company before they can deploy the fix internally. 

Additionally, with an on-premise solution, like PMG STIP Manager, the product will need to be maintained from the very first day. The solution may stay relevant in the first few years of service, but picture the solution 5-10 years from now, it would be hard to imagine a scenario where major upgrades and enhancements are not required for the software.

A SaaS approach allows us to constantly monitor the performance of our system and quickly deploy any patches without utilizing your IT resources. Also, with a SaaS solution you no longer have to worry about the hardware capabilities you have on-site. We will always update the hardware when necessary to ensure a consistent experience with our ProjectTracker system.

Product Updates

From one STIP or TIP cycle to another, your agency may have a change in priorities, information requested, or a desire to further streamline the software to help with time and cost savings. Alterations or upgrades for an on-premise solution are often costly and require a significant time investment. These costs are not realized during the procurement process and can lead to tough decisions later on when an update is desired or a necessity.

The STIP or TIP should be a living document that is constantly amended and updated. For this reason we believe that a SaaS solution provides the most efficient approach to handling your transportation planning needs. As deploying software through a SaaS model greatly reduces implementation time of a new feature or enhancement. 

Deploying our ProjectTracker software through a SaaS model, instead of an on-premise approach like PMG Pro, allows us to continuously work on improving the workflows and features utilized by our clients. Clients already utilizing ProjectTracker do not need to plan, deploy, and validate the changes to our software. When new features are released they have been thoroughly tested and ready for your use.

We are always engaging with our clients post-launch to understand their needs. This allows us to plan for the changes coming in the transportation industry and deliver relevant product updates on a consistent and timely basis.

Conclusion

Although PMG Pro and other on-premise solutions can seem to be the cost effective solution, often they are anything but cost efficient. From the first day of service with any solution maintenance will be needed to keep the software functioning. After clearing the licensing fees and implementation costs associated with on-premise solutions you will likely desire upgrades and new features not handled in the contract. All of this combines to be a huge resource drain for your agency in the form of time and money. 

With our ProjectTracker SaaS, we want to give you back those years of resources you will need to invest when going with an on-premise solution. Let us handle those hardware upgrades, bug fixes, and product enhancements for your agency. We feel that software should be relevant beyond the first few years of service and we are confident that a SaaS solution will do just that. While you are busy planning the transportation needs of your community we will be busy behind the scenes making sure your software is up to date and ready to tackle tomorrow’s challenges.

Helpful TIP SaaS Links

Long Range Transportation Plans (LRTP) Overview

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Kristen Z, Transportation Planner

[<5 Minute Read]

What is an LRTP?

State Departments of Transportations (DOTs) have been producing Long Range Transportation Plans (LRTPs) for decades.  They are a long-standing requirement of federal transportation legislation. The legislation requires that these plans address several planning factors – economic vitality, safety, security, accessibility, mobility, environment, system preservation, system integration and connectivity, system resiliency and reliability, and travel and tourism.  Most LRTPs are policy-based plans, as there is no federal requirement for DOTs to list individual projects in LRTPs.

The LRTP planning process is intended for each DOT to step back from its day to day duties and evaluate the users and the needs of the multimodal transportation system in its state. The needs include the state’s highways, transit services, rail operations, local systems and bicycle / pedestrian systems.  First, data is gathered and analyzed and then needs are defined.  Next, public input is solicited and priorities are determined. The resulting plan is intended to guide investments by the DOT. 

Why is an LRTP Developed?

LRTPs are developed for several reasons.  First of all, they are required.  For several decades now, federal transportation legislation has required State DOTs to develop LRTPs.  They are also used to guide overall investment in the state highway system and the various state and federal transportation funding programs the State DOT administers.  They provide an opportunity for States to define their priorities and goals, which can include system safety, system preservation, economic development or financial stewardship.

Who Participates in the LRTP Process?

When an LRTP is developed, the State DOT engages many stakeholders including local governments, the general public and other regulatory agencies, including the Federal Highway Administration (FHWA).  DOTs engage many different types of stakeholders including system users, affected public agencies, representatives of public transit employees, public ports, freight shippers, private providers of transportation, representatives of users of public transit, people with disabilities and users of the bicycle / pedestrian system.  

Who Benefits from the LRTP?

LRTPs have several beneficiaries.  The LRTP documents the policies, goals and vision for the statewide multimodal transportation system. The documentation is provided to taxpayers, regulators, the press, partners, stakeholders and other interested parties.  The LRTPs also benefit DOTs by providing justification for how the DOT makes its investment choices and other resource allocation decisions.

Example of an LRTP

The recently adopted Long Range Transportation Plan for California is an example of an LRTP.  The California Transportation Plan (CTP) provides a common framework for guiding transportation decisions and investments by all levels of the government and the private sector.  It defines the vision for transportation across the state of California: “California’s safe, resilient and universally accessible transportation system supports vibrant communities, advances racial and economic justice, and improves public and environmental health.”  California’s CTP defines objectives and a path forward for how to accomplish the vision – including specific action items.

Check out California’s CTP for yourself at, https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/ctp-2050-v3-a11y.pdf

Loved this post and want to learn more? Check out what we’ve done for some of our customers and see how transformative a modern database can be when it comes to managing transportation data!

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