organizing electronic responses: Example: Folder/File Naming Convention Folder/File Name Review Area/ Document 1. Program Management 1 Program Management a. Departmental organizational chart 1a Department org chart.docx b. Transit unit/section organizational chart 1b Transit org chart.docx c. State management plans 1c 5311 SMP.docx 1c 5310 SMP.docx 1c 5316 SMP.docx 1c 5317 SMP.docx Desk Site Review Area/Documentation Review Visit Visit Program Management Departmental organizational chart X Unit/section organization chart X State management plans, if updated since 2008 and 2009 X Guidance regarding coordinated public transit-human services X transportation plan Documentation of review of a sample of coordinated plans X Sample coordinated plans X Sample of unified planning work programs (UPWPs) listing X coordinated planning efforts Sample guidance/technical assistance documents X Subrecipient agreement for each program X Oversight materials (reports, compliance checklists, follow up X letters/reports) for each program Oversight files for subrecipients/contractors/lessees to be visited X Programs of projects, if most recent version is not in TEAM-web X Grant application for each program or access to grant X management system, if automated Grant program guides, if applicable X Approved plans for allocating costs between rural and urban X service Section 5310 subrecipients' certifications that no non-profits are X readily available in the area to provide the service
organizing electronic responses: Example: Folder/File Naming Convention Review Area/ Document Folder/File Name 1. Program Management 1 Program Management a. Departmental organizational chart 1a Department org chart.docx b. Transit unit/section organizational chart 1b Transit org chart.docx c. State management plans 1c 5311 SMP.docx 1c 5310 SMP.docx 1c 5316 SMP.docx 1c 5317 SMP.docx Review Area/Documentation Desk Review Visit Site Visit Program Management Departmental organizational chart X Unit/section organization chart X State management plans, if updated since 2008 and 2009 X Guidance regarding coordinated public transit-human services transportation plan X Documentation of review of a sample of coordinated plans X Sample coordinated plans X Sample of unified planning work programs (UPWPs) listing coordinated planning efforts X Sample guidance/technical assistance documents X Subrecipient agreement for each program X Oversight materials (reports, compliance checklists, follow up letters/reports) for each program X Oversight files for subrecipients/contractors/lessees to be visited X Programs of projects, if most recent version is not in TEAM-web X Grant application for each program or access to grant management system, if automated X Grant program guides, if applicable X Approved plans for allocating costs between rural and urban service X Section 5310 subrecipients' certifications that no non-profits are readily available in the area to provide the service X
FY12ODOT%20SMR%20Review%20Questions%20ODOT%20Response-Final-wODOTresponse.docx