road inventory field data system (rifds) -...

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Road Inventory Field Data System (RIFDS)

Anthony RousseauOffice of the Chief Information OfficerDivision of Systems and Applications

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Road Inventory

• First inventory completed in 1974 by FHWA

• Just that (inventory)

• Not updated regularly

• Used as a guide

• Turquoise Book (Green Book) was developed

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Funding Formula

• Prior to 1992– 1/3 miles of road– 1/3 land area– 1/3 population

• 1992 – 1996– Phased in the Relative Need Formula– Increments of 25% each year

Inventory data not used for fund distribution

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What is the Relative Need Formula?• 50 % Cost to Improve• 30 % Vehicle Miles Traveled (VMT)• 20 % Population

– Cost to improve is defined as the cost to improve a road from its existing condition to an adequate standard

– VMT equals the ADT times its length of the road

– Population is from BIA Labor Force Estimates

Inventory = 80% of RNF factors

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TEA - 21• Stated that a new formula had to be developed to

allocate funding among the tribes. Also:-- The formula had to consider the following factors:

• Relative needs of Indian tribes and reservations or tribal communities, for transportation assistance,

• The relative administrative capacities of, and challenges faced by various Indian tribes, including the cost of road construction in each Bureau of Indian Affairs area, and

• Geographical isolation and difficulty in maintaining all weather access to employment, commerce, health, safety and educational recourses.

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New Formula was to be developed by Negotiated Rulemaking

• The committee was made up of 42 members, 29 tribal (representing all tribes) and 13 federal representatives, 3 from FHWA and 10 from BIA (including 3 Regional Road Engineers, a Highway Engineer and the Chief of BIADOT).

• The committee met 23 times in 12 different places across the country from March, 1999 until December, 2000.

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Results of the Rulemaking Process• New regulations for the IRR Program• New funding formula - TTAM• Reviewed over 1500 comments from

interested tribes, organizations and individuals

• Addressed and proposed action on each of the comments

• Final Rule was published July 19, 2004.• Effective date was in November, 2004.

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Tribal Transportation Allocation Methodology (TTAM)

• High Priority Projects (5% of construction funds)

• Cost to Construct (50%)• VMT – vehicle miles traveled (30%)• Population (20%)

• 12.5% High Priority Projects• 12.5% Population Adjustment Factor

>$275,000,000

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Key Factors of New TTAM• Cost to Construct• Vehicle Miles Traveled• Population

• From where is this data derived?– Road Inventory– LRTP– HUD developed population data under the

Native American Housing Assistance and Self-Determination Act (NAHASDA)

– State, National, Tribal and BIA bid tabs

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Changes found in the TTAM

• Cost to Improve was changed to Cost to Construct, which is computed differently and includes all transportation facilities on the IRR system.

• VMT is computed differently• Population uses NAHASDA data and a Population

Adjustment Factor (PAF) was added.• Added IRR High Priority Projects (IRRHPP) funding.• Requires a Long Range Transportation Plan (LRTP)

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Funding and Inventory are Connected

• Inventory drives funding allocations to tribes• Inventory updates are essential to accurately

represent funding needs for tribes and inventory locations

• Updates to inventory do not always generate increases in funding

• The fund distribution to a tribe is relative to all other tribes and inventory locations

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Do all Tribes have an existing Inventory?

• No, not all tribes have an inventory• Larger land based tribes with road

systems have an existing inventory

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Road Inventory Field Data System

• The Road Inventory Field Data System (RIFDS) was officially implemented June 24, 2004.

• RIFDS changed the procedures for updating the inventory

• Submittals and approvals are electronically processed

• The Road Inventory Field Data System is a module of the Integrated Transportation Information Management System (ITIMS).

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R o a dI n v e n t o r y

( R I F D S ,M S R I S ,T T A M )

C o n t r o lS c h e d u l e( C S T I P S

B r i d g eI n v e n t o r y

( B M S )

F i n a n c e( F F S

R e p o r t i n gD a t a b a s e )

D i r e c t o r y( R e g i o n ,A g e n c y ,

R e s e r v a t i o n ,S t a t e

C o u n t y( I A S )

R e g i o nA g e n c y

R e s e r v a t i o nR o u t e

S e c t i o n

S t r u c t u r eN u m b e r

R e g i o nP r o g r a m C l a s s

J o b N u m b e r

R e g i o nP r o g r a m C l a s s

J o b N u m b e r

S t r u c t u r eN u m b e r

C o n t r o lS c h e d u l e( C S T I P S )

C o n s t r u c t i o nN e e d

R e c o n s t r u c t i o n /C o n s t r u c t i o n D a t e

P r o j e c t R e p o r t i n ga n d

A c c o m p l i s h m e n t s( I R R P R S )

C o s t A d jS y s t e m

( C A S )

P a v e m e n tM a n a g m e n t

( P M S )

C o n g e s t i o nM a n a g m e n t

( C M S )

S a f e t yM a n a g m e n t

( S M S )

R o a d I n v e n t o r y S u b - S y s t e m s

R o a dI n v e n t o r y

( C R I S ,R I F D S

M S R I S ,T T A M )

I n v e n t o r y

I n v e n t o r y

C o s t t o C o n s t r u c t

S u r f a c eC o n d i t i o n

I n d e x ( S C I )

F i n a n c e( F F S

R e p o r t i n gD a t a b a s e )

J o b N u m b e r sE n t e r e d i n t o F F S

t h r o u g h F F S f r o n t e n d

F e b r u a r y , 2 0 0 4

I n t e g r a t e d T r a n s p o r t a t i o n I n f o r m a t i o n M a n a g e m e n t S y s t e m

B E A S T

C T I , V M T , P O P v a l u e s

T r i b a l S h a r e C o n s t r a n d

P l a n n i n gA m t s

S a f e t yF u n d i n g

C a t a g ( S F C S )

I n d i a n R e sR u r a l T r a n s i t

( I R R T P )

T r a n s p F a cM a i n t M g t

S y s( T F M M S )

I T I M S

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• RIFDS modernizes the inventory from tabular data to a relational database.

• RIFDS is used by the Control Schedule / Transportation Improvement Programs (CSTIPs) module of ITIMS (and will be used by other modules such as the Pavement Management System).

• There are several improvements to inventory data fields in RIFDS.

• Strip Maps (Green Book sheets) are now part of the database as are other attachments to inventory updates.


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• The FY 2004 inventory update process was completed within the RIFDS environment.

• 25 CFR Part 170 became effective November, 2004.• The FY 2005 inventory update process will be completed

within the RIFDS environment and in accordance with 25 CFR Part 170 requirements.

• Can adjustments to RIFDS be implemented?– As required by 25 CFR Part 170– As a result of the FY 2004 update experience– As a result of input from the Users Workgroup– As a result of recommendations from the IRR

Coordinating Committee

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How does a tribe update its road inventory?

• Consult with the BIA Regional Office• Get a copy of the current road system map• Get copies of the Coding Guide, the Minimum

Requirements for Attachments and the Attachment Matrix

• Update road inventory data• Submit all required documents to the BIA

Regional Office• Regional Office certifies and enters data into

RIFDS and submits the updates to BIADOT• BIADOT approves complete submittals

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What is the process used to create, update, or check a tribe’s existing road inventory? Questions to ask:

• Does a tribe have an existing inventory?• Is this inventory up to date and accurate?• What data needs to be updated and submitted

to correct the existing inventory?• How is the inventory updated?• Who is responsible for the inventory update?• Where is the new updated data sent?• What needs to accompany the data update?

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Road Inventory Updating is Critical to Funding Allocations

• March 15 is the deadline for submitting updates each year

• Updates submitted after March 15 will become effective the following year

• Updating must be an ongoing process• BIA and tribes need to work together to

update inventory

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Regulatory Timeline for Updates§ 170.444 How is the IRR Inventory

updated?a) Each BIA Regional Office provides the tribes in its

region copies of the IRR Inventory by November 1st of each year;

b) The tribe reviews the data and submits changes (with all required documentation) to the BIA Regional Office by March 15;

c) The BIA Regional Office reviews each tribe’s submission for errors or omissions and provides the tribe with its revised inventory by May 15;

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Regulatory Timeline for Updatesd) The tribe must correct any errors or omissions by

June 15;e) Each BIA Regional Office certifies its data and

enters the data into the IRR Inventory by July 15;f) BIA provides each tribe with copies of the

Relative Need Distribution Factor distribution percentages by August 15; and

g) BIADOT approves submissions from BIA Regional Offices before they are included in the National IRR Inventory.

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RIFDS Format• RIFDS permits entering inventory data into the

database and electronically submitting update requests.

• RIFDS requires the attachment of and required documents to verify the specific inventory update.

• Some attachments are needed for each section of a route.

• Some attachments are needed for the route as a whole.

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What Attachments are Required?• Section Level Information

– ADT Backup Documentation– Section (or Bridge Profile) Photograph

• Route Level Information– MOA Owner Agreement– Strip Map– Incidental Cost Verification– Statement of Non-Participation– Verification of Federal Aid Category

• Tribe Level– Tribal Resolution– Long Range Transportation Plan

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Why is a Tribal Resolution required?Sec. 170.443 How can a tribe list a proposed transportation facility in the IRR

Inventory?A proposed IRR transportation facility is any transportation facility, including a highway

bridge, that will serve public transportation needs, is eligible for construction under the IRR Program and does not currently exist. To be included in the IRR inventory, a proposed transportation facility must:

a) Be supported by a tribal resolution or other official tribal authorization;b) Address documented transportation needs as developed by and identified in

tribal transportation planning efforts, such as the long-range transportation plan;

c) Be eligible for IRR Program funding; andd) Be open to the public when built.

Sec. 170.444 How is the IRR Inventory updated?The IRR Inventory data for a tribe is updated on an annual basis as follows:

a) Each BIA Regional Office provides the tribes in its region copies of the IRR Inventory by November 1st of each year;

b) The tribe reviews the data and submits changes (together with a strip map of each change) to the BIA Regional Office along with authorizing resolutions or similar official authorization by March 15; …

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Why is a Strip Map required?Sec. 170.444 How is the IRR Inventory updated?The IRR Inventory data for a tribe is updated on an annual basis as follows:(a) Each BIA Regional Office provides the tribes in its region copies of the IRR

Inventory by November 1st of each year;(b) The tribe reviews the data and submits changes (together with a strip map

of each change) to the BIA Regional Office along with authorizing resolutions or similar official authorization by March 15; …

Sec. 170.445 What is a strip map?A strip map is a graphic representation of a section of road or other

transportation facility being added to or modified in the IRR Inventory. Each strip map submitted with an IRR Inventory change must:

(a) Define the facility’s location with respect to State, county, tribal, and congressional boundaries;

(b) Define the overall dimensions of the facility and the accompanying inventory data;

(c) Include a table that provides the IRR Inventory information about the transportation facility.

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Why is ADT backup documentation required?

• Changing ADT of a route changes funding levels for all tribes. Documentation and verification of data is required to maintain the integrity of the distribution formula.– 25 CFR 444(g): BIADOT approves submissions

from BIA Regional Offices before they are included in the National IRR Inventory.

• Appendix D to Subpart C – Cost to Construct (page 43122) “Average daily traffic (ADT) is acquired through actual traffic counts on the roadway sections.Where current ADT is practical to acquire, it should be acquired and future ADT calculated by projecting the current ADT at 2 percent per year for 20 years. …”

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Why are photographs required?• Changing the existing surface type, roadbed

condition or wearing surface / SCI value of a route changes funding levels for all tribes. Documentation and verification of data is required to maintain the integrity of the distribution formula.– 25 CFR 444(g): BIADOT approves

submissions from BIA Regional Offices before they are included in the National IRR Inventory.

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Why is Incidental Cost Verification required?25 CFR 170, Appendix D to Subpart C, Table 8 (page 43126)

Table 8--Percent of Additional Incidental Construction Cost-------------------------------------------------------------------------------

Percent oftotal

Additional incidental construction item incidentalconstruction

cost--------------------------------------------------------------------------------

Fencing............................................. 1Landscaping...................................... 9Structural concrete…......................... 9Traffic signals..................................... 3Utilities............................................... 3

--------------------------------------------------------------------------------

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Why is Incidental Cost Verification required?

• Changing the Percent of Additional Incidental Construction Cost of a route changes funding levels for all tribes. Documentation and verification of data is required to maintain the integrity of the distribution formula.– 25 CFR 444(g): BIADOT approves


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Why is the Statement of Inabilityto Provide Funding required?

• 25 CFR 170, Appendix C to Subpart C, Question 10(3) (page 43121)– “…if a facility falls into one or more of the

following categories, then the CTC and VMT factors must be computed at 100 percent:”

– “(3) The facility is eligible for funding for construction or reconstruction with Federal funds, however, the public authority responsible for maintenance of the facility provides certification of maintenance responsibility and its inability to provide funding for the project.”

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Why is the Statement of Inabilityto Provide Funding required?

• Adding the Statement of Inability to Provide Funding statement to a route changes funding levels for all tribes. Documentation and verification of data is required to maintain the integrity of the distribution formula.– 25 CFR 444(g): BIADOT approves


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Why is the Verification ofFederal Aid Category required?

• 25 CFR 170, Appendix C to Subpart C, Question 10(2) (page 43121)– “…if a facility falls into one or more of the

following categories, then the CTC and VMT factors must be computed at 100 percent:”

– “(2) The facility is not eligible for funding for construction or reconstruction with Federal funds, other than Federal Lands Highway Program funds…”

• Documentation and verification of data is required to maintain the integrity of the distribution formula.

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Why is the MOA Owner Agreement required?23 USC § 116(a) and (b). Maintenance(a) It shall be the duty of the State transportation department

to maintain, or cause to be maintained, any project constructed under the provisions of this chapter or constructed under the provisions of prior Acts. The State’s obligation to the United States to maintain any such project shall cease when it no longer constitutes a part of a Federal-aid system.

(b) In any State wherein the State transportation department is without legal authority to maintain a project constructed on the Federal-aid secondary system, or within a municipality, such highway department shall enter into a formal agreement for its maintenance with the appropriate officials of the county or municipality in which such project is located.

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Why is the MOA Owner Agreement required?25 CFR 170.120: “What restrictions apply to the use of an Indian

Reservation Road? Indian Reservation Roads (IRRs) must be open and available for public use. …”

25 CFR 170.121: “What is a cultural access road? (a) A cultural access road is a public road that provides access to sites for cultural purposes…” and “(c) In order for a tribal government todesignate a non-tribal road as a cultural access road, it must enter into an agreement with the public authority having jurisdiction over the road.”

25 CFR 170.122: “Can a tribe close a cultural access road?” in part b: “(b) Cultural access roads designated through an agreement with a public authority may only be closed according to the provisions of the agreement. See Sec. 170.212(c).”

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Why is the LRTP required?

25 CFR Sec. 170.225 How does the LRTP process relate to the IRR Inventory? The LRTP process (see subpart D) is a uniform process that identifies the transportation needs and priorities of the tribes. The IRR Inventory is derived from transportation facilities identified through LRTP. It is also a means for identifying projects for the IRRHPP Program.

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Why is the LRTP required?Sec. 170.227 How does BIA develop and use the

IRR Inventory? The IRR Inventory as defined in Sec. 170.442 identifies the transportation need by providing the data that BIA uses to generate the Cost to Construct (CTC) and Vehicle Miles Traveled (VMT) components of RNDF. The IRR Inventory is developed through the LRTP process, as described in Sec.’s 170.410 through 170.415. BIA Regional offices maintain, certify, and enter the data for their region’s portion of the IRR Inventory database. Only project-specific transportation activities are included in the IRR Inventory.

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Why is the LRTP required?Appendix D to Subpart C – Cost to construct

Construction Need: All existing and proposed transportation facilities in the IRR Inventory must have a Construction Need (CN) which is used in the Cost to Construct calculations. These transportation facilities are assigned a CN by the tribe during the long-range transportation planning and inventory update process using certain guidelines which are: Ownership or responsibility of the facility, whether it is within or provides access to reservations, groups, villages and communities in which the majority of the residents are Indian, and whether it is vital tothe economic development of Indian tribes. As part of the IRR Inventory management, all facilities included on or added to the IRR Inventory must be designated a CN which are defined as follows:

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Why is the LRTP required?Appendix D to Subpart C – Cost to construct (continued)

• Construction Need 0: Transportation facilities which have been improved to their acceptable standard or projects/facilities proposed to receive construction funds on an approved IRRTIP are not eligible for future inclusion in the calculation of the CTC portion of the formula for a period of 5 years thereafter.

• Construction Need 1: Existing BIA roads needing improvement.

• Construction Need 2: Construction need other than BIA roads needing improvement.

• Construction Need 3: Substandard or other roads for which no improvements are planned, maintenance only.

• Construction Need 4: Roads which do not currently exist and need to be constructed, proposed roads.

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Why is the LRTP required?Sec. 170.443 How can a tribe list a proposed

transportation facility in the IRR Inventory?A proposed IRR transportation facility is any transportation

facility, including a highway bridge, that will serve public transportation needs, is eligible for construction under the IRR Program and does not currently exist. To be included in the IRR inventory, a proposed transportation facility must:

(a) Be supported by a tribal resolution or other official tribalauthorization;

(b) Address documented transportation needs as developed by and identified in tribal transportation planning efforts, such as the long-range transportation plan;

(c) Be eligible for IRR Program funding; and(d) Be open to the public when built.

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Why is the LRTP required?25 CFR Sec. 170.414 How is the tribal long-

range transportation plan used and updated? The tribal government uses its IRR long-range transportation plan in its development of a tribal priority list or TTIP. To be consistent with State and MPO planning practices, the tribe or BIA (for direct service tribes) should: (a) Review the IRR long-range transportation plan annually; and (b) Update the plan every 5 years.

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How Are Updates Processed

• The tribe (or the BIA field office upon request of the tribe) initiates changes to the road inventory.

• All inventory data is collected and/or updated.• All required attachments are generated or

obtained.• The tribe or the field office inputs the data into

the Road Inventory Field Data System (RIFDS) and attaches the required attachments at the required section or route levels.

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How Are Updates Processed• The Field Office electronically submits the “In

Progress” record to the Region office for review where the status becomes “At the Region”.

• Region Office reviews field submittals.– Incomplete = return to the Field for more work.– Acceptable = certify data and electronically

submit the “In Progress” record to BIADOT where the status becomes “At the BIADOT”.

• Submittal to BIADOT constitutes Regional Director approval via a security role.

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How Are Updates Processed

• BIADOT reviews the attachments for completeness and acceptability– Acceptable = Approve the “In Progress”

record which becomes an “Official Record”.– Non Acceptable = Return the “In Progress”

record to the Region for more work.• All parties can check the status of an “In

Progress” record at any time.

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Review Factors (Region & BIADOT)• All attachments required by the “IRR

Inventory Attachment Matrix” are present.• All attachments meet criteria listed in the

“Minimum Requirements for Attachments”.• Documentation that the route meets the

definition of an IRR.• Update data must comply with all criteria

contained in the final rule for the Indian Reservation Roads Program.

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QUESTIONS - COMMENTS

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