MiTIP, the Metropolitan Indianapolis Transportation “Program”:Beyond the Spreadsheets in the 21st Century

October 26, 2016

Kristyn CampbellSenior Transportation Finance Analyst

Indianapolis MPO

kristyn.campbell@indympo.org(317) 327-5137

What is MiTIP?

• In 2011, the Indianapolis MPO selected California-based, EcoInteractive, to assist the MPO with the development of MiTIP utilizing the firm’s Project Tracker Software as a Service (SaaS) to be a web-based database that stores and manages project data.

• MiTIP improves project tracking and communication between all parties involved in the federal aid process. – LPAs can easily view and amend their projects.

– LPAs can run reports to get detailed information

on their projects.

– LPAs can submit quarterly reports and track the

changes in their project development schedule.

– LPAs can apply for Federal funds through the

IMPO’s calls for projects.

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What is MiTIP?

• MiTIP is the IMPO’s single repository for project data from application to project close-out and provides an ease of data sharing with and accessibility to information for the public.

• Functionalities include:- Transportation Improvement Program

- Long Range Transportation Plan- Pavement Management Module

• Real time information can be searched for using defined criteria (LPA, funding type, project type, etc.) or an interactive Google map.

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Pre-MiTIP: Where we were

• LPAs submitted their amendment and modification requests to the IMPO via email to be approved on a quarterly basis.– The IMPO receives amendments from 35 LPAs, INDOT, IndyGo, and CIRTA.

– On average, the IMPO processes 45 amendments and 70 modifications each quarter.

• The IMPO compiled all amendment and modification requests received via email into an excel spreadsheet for review and approval by the Indianapolis Regional Transportation Council (IRTC) each quarter.

• Once the amendments were approved by the IRTC, IMPO staff would then update the IRTIP posted online for the public to view. – The IRTIP document was also updated many times between quarterly amendments

since modifications can be approved administratively by IMPO staff.

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Pre-MiTIP: Problems

• Data was transferred between multiple spreadsheets allowing for the potential for data discrepancies.

• These problems were time consuming for a staff of only two and created a struggle to keep information up-to-date for the public to view on the MPO’s website.

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Secure MiTIP for Local Public Agencies

When MiTIP was created, EcoInteractive imported all IRTIP project information from the IMPO’s excel spreadsheets.

The secure MiTIP site can be accessed with a username and password and allows LPAs to:

• View their federal aid projects

– Historic and current

• Submit TIP amendments

• Update quarterly reports

• Apply for federal funds

By requiring all LPAs to use MiTIP, the IMPO is able to gather and track consistent project information across the region.

All project amendment versions, applications, and quarterly reports are saved in MiTIP as historic data for record keeping.

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Secure MiTIP for Local Public Agencies

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Every project record in MiTIP has seven tabs located across the top of its page.

1. TIP Programming – shows what is currently programmed in the IRTIP and is available for LPAs to edit in order to submit amendment requests to the IMPO.

Secure MiTIP for Local Public Agencies

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Secure MiTIP for Local Public Agencies

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2. Obligation – this tab shows the project’s FMIS (Financial Management Information System) obligations.

Secure MiTIP for Local Public Agencies

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3. Purchase Order – this tab shows the project’s purchase order information drawn from the state’s project management system (SPMS).

Secure MiTIP for Local Public Agencies

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4. Project Delivery – allows the LPAs to update their project information each quarter with contracts and RW information, updated estimates, and their project schedule.

Secure MiTIP for Local Public Agencies

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Secure MiTIP for Local Public Agencies

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Secure MiTIP for Local Public Agencies

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Secure MiTIP for Local Public Agencies

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5. Map – Project locations are mapped when the record is created in MiTIP and link to an interactive map of all projects in the Indianapolis MPA located on the public MiTIP site.

Secure MiTIP for Local Public Agencies

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6. Documents – Every project record in MiTIP stores any documents uploaded to the project (i.e. environmental documents, RW clear letters, projects maps, etc.) and saves them for users to view on any project version.

Secure MiTIP for Local Public Agencies

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7. Amendment History – MiTIP saves each amendment version to track the projects’ funding history for viewing.

Secure MiTIP for Local Public Agencies

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• Quarterly amendment report shows all projects in their current and proposed form for comparison.

• IRTIP project by lead agency shows all projects for a single LPA.

• Revenue by funding source shows all programmed projects and cost, sorted by funding type and LPA.

• Project delivery report shows project development timetable and progress for each LPA from project award to PO closeout.

Users can run multiple reports on data and MPO staff has the ability to work with EcoInteractive to create new reports, as needed.

Secure MiTIP for IMPO Staff

MiTIP allows for more efficient productivity through its timeliness; saving both staff and LPA time.

The secure MiTIP site allows IMPO Staff to:

• View all federal aid projects – Historic (2009 – 2012 IRTIP) and current

• Review and approve projects– TIP amendments

– Change orders

– Quarterly reports

– Applications for federal funds

NOTE: All changes to project data are tracked by usernames and are visible on all versions of project information in MiTIP.

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Secure MiTIP for IMPO Staff

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• Project delivery progress report shows all projects that currently require a quarterly report and their progress in preparing the report to submit to the IMPO each quarter.

• INDOT PO Balance Report shows where the IMPO’s annual allocation currently stands against the POs that have been issued to date.

• CMAQ CFP automatically scores and ranks CMAQ project applications based on their submitted air quality analysis information.

IMPO staff has access to run additional reports to better help staff manage the Indianapolis Transportation Improvement Program.

Public MiTIP WebsiteThe public MiTIP website represents the most up-to-date version of the IRTIP.

– The site is automatically populated with updated information whenever a change is made on the secure MiTIP website.

Six tabs include:– About the IRTIP/MiTIP– Federally approved

2016-2019 IRTIP– IRTIP Amendments– Advanced Search– Projects by County– Map

Our public website module is now being used by other MPOs nationwide.

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Dr. Anne Happel of EcoInteractive said, “The Indianapolis MPO is the first of our national clients to implement the public interface allowing residents to see IRTIP information.”

Federally Approved 2016-2019 IRTIP

The Federally Approved 2016-2019 IRTIP shows all projects currently programmed in the TIP.

Search options include: Des #, LPA, Project Category (i.e. Bike/Ped, Bridge), Road System, and Route.

Users can sort the projects by clicking on the column headers or export the table to an Excel spreadsheet.

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IRTIP AmendmentsThe IRTIP Amendments tab shows a list of all amendments, and the projects contained within them, in the current 2016-2019 TIP.

• INDOT Amendments are for all INDOT sponsored projects that take place on state highways/interstates and require an amendment rather than a modification.

• ADMIN Amendments include any change that can be approved administratively (i.e. changing fiscal years, minor funding changes, and transferring funding between phases (PE to ROW, etc.)).

• LOCAL Amendments are for all projects sponsored by local agencies that require an amendment rather than a modification.

• CFP Amendments are for calls for projects (currently open for SFY 2022 projects).

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IRTIP Amendments

Clicking on a [Project List] will open the specific list of amendments at the bottom of the page.

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IRTIP AmendmentsFrom the [Project List], users can click on a des. number to see project overview information.

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IRTIP AmendmentsAdditional tabs on the public website include project’s funding and amendment histories.

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Advanced Search Tools

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1. Des. Number2. Title or Description (Keywords)3. Status – Before Obligation, Funding Obligated, In Construction, Construction Complete, Deleted, etc.4. Location – System (i.e. Highway, Local, Transit), Street/Road Name, County5. Lead Agency6. Project Category – Bike/Ped, Intersection, Signal, etc.7. Federal Funding – STP Group 1 (Urban), HSIP, SRTS, etc.8. Year Programmed

Projects by County Search

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Select the county/counties to view project information by location. You can also click within the counties on the map to highlight the area’s projects.

Note: All new project applications are now required to map their project locations in MiTIP’s online database.

Projects by County Search

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• The are 445 total projects within Hamilton Co. and Marion Co.

• Selected counties are highlighted on the map.

• Projects within the selected counties are shown at the bottom of the page.

Transportation Improvement Program Map

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• Interactive map allows you to search for a specific location or to zoom in and out to see what projects are located in certain neighborhoods.

• Users can turn the various layers on or off to display different projects.

• The projects displayed towards the bottom of the map are updated as users zoom in and out.

Transportation Improvement Program Map

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Users can click on the links and/or nodes to display project titles and des. numbers.

For further information, users can click on the des. number to open project specific data.

The IMPO’s TIP Management Processes

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MiTIP’s web-based project database and public website have improved the MPO’s TIP management process by providing:

• Accurate, up-to-date, & dependable data• Timely data – changes are made in real time and alerts notify MPO staff and

users of requests or approvals upon submission in MiTIP• INDOT receives an alert via email when the MPO has approved a quarterly report in MiTIP.

• Increased visibility and ownership of project data by LPAs• Quicker and easier management of project budgets and schedules by MPO

staff• Consistency among the LPAs and INDOT when submitting amendment

requests• Portability – data can be viewed from any computer or smartphone

with internet access which allows for better sharing and collaboration• User friendly public website and vastly improved up-to-date public

information

Features Coming Soon to MiTIP

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Five years after work with EcoInteractive was initiated, the IMPO continues to work with EcoInteractive to create new components and features to meet our needs as they arise.

Features that will be available soon include:• Two way communication with State DOT Project Management System.• Further develop the Long Range Transportation Plan Component for the

upcoming 2045 LRTP Adoption Call for Projects to track performance measure goals.

• Further integrating the Pavement Management Module into the application process for a complete Pavement Management System.

Questions & Comments

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The Public MiTIP Website can be explored at https://mitip.indympo.org/.

There is also a Public Access Portal located on the MPO Homepage.

Please feel free to contact me with any questions or suggestions.

Kristyn Campbell, Senior Transportation Finance Analystkristyn.campbell@indympo.org(317) 327-5137