The Oversight Tracking System (OTrak)
Launched on April 26, 2021 for FTA staff and contractors, the Oversight Tracking System (OTrak) is FTA’s official system of record for program oversight data for FTA staff, contractors, and recipients. The OTrak system, upgraded to the Appian platform, is a workflow management system designed to improve efficiencies and incorporate the management of all oversight activities in one system, integrating data from the National Transit Database (NTD) and Transit Award Management System (TrAMS).
In the OTrak system, FTA recipients will be able to view reports and submit information directly to FTA. Other capabilities for FTA recipients using OTrak include uploading information request responses, submitting corrective actions, making due date extension requests, and viewing and downloading oversight reports.
Listed below are Frequently Asked Questions (FAQs) to assist recipients with the latest information for the new system. These questions will be updated as needed.
For questions about OTrak, please contact Kelly McFetridge, OTrak Product Owner, Transportation Program Analyst.
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Frequently Asked Questions
General System Questions
1. What is the Oversight Tracking System (OTrak)?
A: OTrak is FTA’s official system of record for program oversight data for FTA staff, contractors, and recipients. It is a workflow management system designed to improve efficiencies and incorporate the management of all oversight activities in one system, integrating data from the National Transit Database (NTD) and Transit Award Management System (TrAMS).
2. Is OTrak available now to use by all FTA recipients?
A: Not yet, FTA is currently conducting an OTrak Recipient Pilot with twenty-five recipients receiving a Fiscal Year (FY) 2023 comprehensive review. The pilot will help identify system updates needed ahead of broader recipient usage in FY24.
3. When will OTrak be available for all FTA recipients?
A: FTA is currently planning for FTA recipient use during the FY24 review cycle. However, FTA anticipates recipient training to begin in the spring/summer of 2024. During the FY24 cycle, FTA recipients receiving any of the following reviews will use OTrak to respond to their findings and corrective actions:
- Comprehensive Reviews
- Triennial Review (TR)
- State Management Review (SMR)
- Combined TR/SMR
- Procurement System Reviews (PSRs)
- Full Scope
- Focus Review
4. How will recipients’ access OTrak?
A: OTrak is a web-based system which uses the same platform as the Transit Award Management System (TrAMS) and the National Transit Database (NTD), allowing data integration across multiple FTA systems. OTrak will have a similar look and feel to TrAMS and NTD, but it is a separate application. Recipients will access OTrak through the FTA’s Transit Integrated Appian Development (TrIAD) platform, similarly to how TrAMS is accessed.
5. Within OTrak, will both Comprehensive Reviews (TRs and SMRs) and Procurement System Reviews (PSRs) be tracked and have similar functionality?
A: Yes, TRs, SMRs, Combined TR/SMRs, and PSRs will be recorded and tracked in OTrak and the functionalities will be similar among them.
6. Will OTrak replace contractors’ file share platforms which are currently used to collect information from recipients during reviews?
A: FY24 corrective action closure documentation will be shared through OTrak; however, other shared files (e.g., Recipient Information Request documentation), will continue to be shared through contractors’ file share platforms until a later date. We are planning to launch functionality supporting additional file sharing through OTrak in a later phase.
7. Will previous years’ Contractor Manuals be available to reference when reviewing previous TR reports or findings?
A: The Comprehensive Review Contractor’s Manual is not currently incorporated into OTrak and FTA is re-evaluating if it will be integrated in the future. Each FY’s current version of the manual can be found and downloaded on FTA’s Program Oversight webpage.
Recipient Profile and Information Requests
1. Will recipients be able to complete the Recipient Information Request (RIR) within the system?
A: For the FY24 review cycle recipients will continue to complete the RIR outside the system. FTA is planning to launch functionality supporting RIR completion through OTrak in a later phase.
1. Could OTrak be used as a tool for subrecipient monitoring/oversight reviews?
A: No, OTrak is not designed to be used for this purpose. Subrecipient oversight is the responsibility of each individual recipient.
2. Can multiple recipient users input information into OTrak?
A: Yes, multiple recipient users will be able to input information.
1. What future outreach and trainings will be available?
A: FTA will have future demonstrations, training opportunities, and resources available for recipients. FTA is planning for training recipients to use OTrak in FY24, starting in the spring/summer of 2024. In the meantime, FTA staff will be available at transit conferences and workshops over the coming year to discuss OTrak and help answer questions. Check this OTrak webpage for updates.
2. Will there be a user guide?
A: A full system user guide is not expected; however, short how-to user guides are available within OTrak’s FAQs and Training Resources section.
3. Will an OTrak overview be included in the TR/SMR workshops?
A: Yes, the FY24 workshops will provide some initial information regarding OTrak.
4. Where do we sign up for the TSO newsletter to receive OTrak updates?
A: You can sign up on the TSO newsletter webpage.