FTA Oversight Procedures - Federal Transit Administration - U.S. ...

equire environmental mitigation, extensive utility work or third-party coordination,
and/or relocations
(7) Vehicles – Status of design, procurement, approvals by state safety board, testing, etc.
(8) Third-Party Agreements including utilities, railroads, other agencies, etc.
(a) List and provide status of required agreements with outside parties
(9) Any other important issues that were discussed and the results.
(10)List of Action Items (results/status of pending action items)
• Appendices – In general, include simple exhibits (tables, schedules, photos) in the body of
the report to enhance understanding of the report. Use appendices for longer supporting
information that could hinder the report’s readability.
• List of Acronyms
• Sign-in sheet of meeting attendees
6.2 Periodic or Monthly Meeting Reports
Periodic typically means monthly, although twice monthly or every other month visits may be directed
by the FTA work order manager. Periodic or monthly reports should be no more than twelve pages
long and should be submitted within five days of the meeting with the Grantee. These brief reports
cover PMOC activities, interactions with the Grantee, observations, evaluations, professional opinions
and recommendations regarding the status and direction of the project and Grantee’s technical capacity
and capability to effectively implement the project. Include:
• Cover page
• Executive summary
• Of the items listed under quarterly meetings above, cover only those items necessary to
inform FTA of the most important project occurrences and issues and next steps. Use
narrative, photos, tables, etc as required to clearly convey points.
A final report is simply the last periodic report submitted to FTA, usually after construction is
complete, the project is in revenue operations, and construction contracts are closed out.
6.3 Reports for Special Meetings and Site Visits
Trip reports cover only the few subject items discussed at the meeting or site visit. Trip reports should
be three to four pages long and should be submitted within five days of the meeting.
7.0 REPORT, PRESENTATION, RECONCILIATION
The PMOC shall provide FTA work order manager with written reports of its findings, analysis,
recommendations, professional opinions, and a description of the review activities undertaken. After
FTA approval and incorporation of comments, the PMOC should share the report with the Grantee. In
the event that differences of opinion exist between the PMOC and the Grantee regarding the PMOC’s
findings, the FTA may direct the PMOC to reconcile with the Grantee and provide FTA with a report
addendum covering the agreed modifications by the Grantee and PMOC.
OP 12 Recurring Oversight and Related Reports (Periodic, Trip, Quarterly, Final)
Revision 0, June 2008
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