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 Lauren Tuzikow.

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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. When will OTrak be available for all FTA recipients? 
A: Recipients officially began using OTrak during the FY24 review cycle for the oversight programs below: 

• Comprehensive Reviews 
  • Triennial Review (TR) 
  • State Management Review (SMR) 
  • Combined TR/SMR 
• Procurement System Reviews (PSRs) 
  • Full Scope 
  • Follow-Up 
  • Focus Review 

3. How will recipients’ access OTrak?
A: Recipients will access OTrak through the FTA’s Transit Integrated Appian Development (TrIAD) platform, similarly to how TrAMS is accessed. Regional FTA local Security Managers (LSMs) will provide Recipient User Managers access to OTrak. Recipient User Managers can then provide OTrak access to individuals within their organization. This process is managed through FTA's Access Control and Entry System (FACES). Please see the FACES User Guide for additional support and contact your regional User Managers for further assistance.

4. 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.

5. What happens after I submit a request for corrective action closure or due date extension?
A: FTA Managers assigned to your review will receive an automatic notification of your submission(s) and will review them. Once FTA has made a decision on your request(s), the Recipient Points of Contact assigned to your review will receive an automatic notification of FTA's decision. To follow up on requests pending an FTA decision, please contact your regional FTA Manager.

6. Who do I contact for OTrak assistance?
A: Regional FTA Managers are recipients' first line for OTrak support. Your regional FTA Manager(s) will be listed in your review in OTrak. If further technical assistance is needed, please contact FTAITHelpDesk@dot.gov and copy your regional FTA Manager(s).

7. Will OTrak replace contractors’ file share platforms which are currently used to collect information from recipients during reviews? 
A: Corrective action closure documentation will be shared through OTrak for recipients with reviews from the above listed oversight programs (see question 2 under General System Questions). However, other shared files (e.g., Recipient Information Request documentation), will continue to be shared through contractors’ file share platforms.

8. 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: Recipients will continue to complete the RIR outside the system.

System Functionality

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.  

Future Engagement

1. What future outreach and trainings will be available?
A: Recipient training begins in the spring/summer of the recipient's FY review cycle. OTrak demonstrations, training opportunities, and resources will be provided and available in OTrak.

2. Will there be a user guide?
A: Short how-to user guides are available within OTrak’s FAQs and Training Resources section. In addition, FTA is developing an in-depth system user guide for recipients.

3. Will an OTrak overview be included in the oversight workshops?
A: Annual workshops for the respective oversight programs 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.