Transportation Impact Assessment Monitoring Report (TIAMR) Tool. User Manual

Transcription

1 Transportation Impact Assessment Monitoring Report (TIAMR) Tool User Manual

2 Table of Contents Introduction... 3 Compliance Requirements... 4 How to Use the Tool... 5 Tool Overview... 5 Using the Reporting Tool for the First Time... 7 Edit Profile... 7 Edit Project Information... 9 Update Project Construction Status Update Project Occupancy Add TDM Program Information Upload, Download and Delete Files Upload Annual TIA Monitoring Report Add a Traffic Count Add a Transit Count Add Annual Rideshare Data Add a New Contact to the Project Notifications Notifications Communication with MassDOT Resources Important Documents and Links Contact Information... 20

3 Introduction This user guide contains information on how to use the TIA Monitoring Report (TIAMR) Tool to fulfill monitoring and reporting requirements detailed in the Transportation Impact Assessment (TIA) guidelines published in The intent of the monitoring program is to evaluate the accuracy of the trip generation assumptions made by project proponents as part of the TIA and to determine the adequacy of any transportation demand management (TDM) and general transportation mitigation toward meeting trip reduction goals. Monitoring includes: Monitoring of mode share and vehicle trip generation compared to assumptions and goals in the TIA Verification of infrastructure elements, such as transportation system improvements, parking, on-site amenities, and utilization of said infrastructure Participation in a TDM program (MassRIDES or local Transportation Management Association) Implementation of programmatic TDM measures and results, including participation and outcomes. Developments are subject to a 5-year transportation monitoring period that begins once a project has reached 75 percent occupancy. To be able to reliably track projects, MassDOT requires developers to submit information to its TIAMR Tool after Section 61 findings are issued. The graphic below shows the tracking and reporting milestones.

4 Compliance Requirements The primary and most important compliance requirement is the submission of annual TIA monitoring reports for the duration of the 5-year monitoring period starting at 75 percent occupancy. However, in order for the monitoring process to be successful, project contacts are responsible for a number of intermediate steps. In chronological order, the following actions are required by the developer's project contact:

5 1. Maintain the correct project contact on file Update and supplement project details and upload related documents (TIA study and baseline traffic counts from TIA study/section 61 findings) 3. Update the project's construction status (you will receive quarterly reminders to do so) 4. Upload the certificate of occupancy once received 5. Update project occupancy (you will receive quarterly reminders to do so) 6. Once 75 percent occupancy is reached, submit annual TIA monitoring report and traffic count for five years The monitoring period is completed when the fifth TIA monitoring report has been submitted and accepted as compliant. How to Use the Tool Tool Overview The TIAMR Tool is available online at: Project contacts and MassDOT administrators are prompted to enter log-in information in order to proceed to the reporting tool's home page (see graphic on the right). A public version of the site allows access to project lists and details without a log-in and is accessible at: 1 Only one contact per developer account has the ability to actively interact with the tool to edit project information and upload reports. Should the project contact change, it is important to make the change in the reporting tool or otherwise notify MassDOT.

6 When using the site, the following sections, explained in greater detail later, can be accessed from the home page (see image below): Projects contains a list of projects, TIA monitoring reports, traffic counts, transit counts and annual rideshare data that have been uploaded to the tool. Reports contains any available reports for each developer contact. Important Docs contains links to the reference documents. Important Links contains links to websites with relevant information. Video Tutorial contains step by step video instructions for using the tool. User guide contains step by step written instructions. Tool Tips When viewing and editing data in the reporting tool, you can access tooltips with additional information about most fields by placing and holding the cursor over the information icon next to the field name (see example on the right).

7 Using the Reporting Tool for the First Time Your user account will be created by a MassDOT administrator. Once it has been created you will receive a link and log-in information. To log in for the first time, click the link in the and follow the instructions to create a new password. The new password has to be entered twice. For subsequent log-ins, go to the tool's home page ( and enter your user name ( address) and the password you set during your first log-in. Edit Profile Along with your log-in and user name, a basic profile is created for you by MassDOT. You should verify that the information in your profile is correct and add any missing information. To edit your profile in the reporting tool, click on your name in the upper right-hand corner of the site.

8 Click the "Edit" button in the upper right-hand corner of the user profile section. A pop-up window will appear. Edit user details and hit "Save".

9 Edit Project Information A project is created in the TIAMR Tool by a MassDOT administrator who enters basic project information during the initial set-up. Upon first log-in the project contact should verify project information, edit incorrect entries and add missing information. A project can be edited from the project page. The Project Details section to the left of the page contains the majority of the project information and is comprised of the following subsections: Project Details, including project location, description, size and type; associated developer, property manager, engineer and project contact; and construction status and start and completion date. Section 61 Findings houses the TDM requirements listed in the Section 61 Findings. Occupancy tracks occupancy of the development by year and is used to identify the start of the monitoring period at 75% occupancy. Days of Operation indicates peak hours and days of the week the development will be in use. Transportation Demand Management (TDM) Plan includes all details about TDM programs, infrastructure and incentives offered to promote alternatives to driving alone: o Parking o Transit o Emergency Ride Home o Telework o Flex-Time o Pedestrian/Bicycle To add or edit data to this section, click "Edit" and enter information into the pop-up window.

10 Update Project Construction Status After Section 61 findings are issued and the project is entered into the reporting tool, you will begin receiving quarterly notifications with a reminder to update the project's construction status. To update the project's construction status, navigate to Projects My Projects Project Name. On the project page, click "Edit", and an editing window will appear. Update the following fields as needed: Construction Start Date: Click in the field and select the start date from the pop-up calendar Construction Completed Date: Click in the field and select the completion date from the pop-up calendar Current Construction Status: Enter any relevant information about the status of the project, for example: "Construction status expected in the summer of 2019", or "In final design", or "Under construction" or "Project delayed by approximately 15 months and expected to begin construction in 2020". Update Project Occupancy Once construction has been reported as completed and the certificate of occupancy is uploaded, you will begin receiving quarterly notification s as a reminder to update project occupancy as soon as 75% occupancy is reached, at which point the monitoring period begins. To update project occupancy, go to Projects My Projects Project Name. On the project page, click "Edit". An editing window appears (see below). Once 75% occupancy is reached, complete the following steps: Check the Reached 75% Occupancy checkbox. Enter the date 75% occupancy was reached into the Date Reached 75% Occupancy field. Complete the Year 1 to Year 5 Occupancy fields with each annual TIA monitoring report. Once 100% occupancy is reached, check the Reached 100% Occupancy checkbox.

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12 Add TDM Program Information TDM program information is added under the Project Details section. Scroll down to Transportation Demand Management (TDM) Plan and enter information in the following sub-sections: TDM Plan TDM Program: select MassRIDES or the local Transportation Management Association (TMA). Typically, Section 61 findings specify whether the project proponent is expected to join a TMA or work with MassRIDES. o If you select Transportation Management Association, select a TMA from the dropdown menu Services Offered: Select all transportation services, benefits and incentives offered to occupants of your project from the list by using the key commands CTRL + Click (Windows) or Command + Click (Mac) if multiple services are selected. Parking # of Preferential Spaces for Carpools: Enter the number of preferential parking spaces (covered, close to the entrance or similarly preferential) reserved for carpools. # of Preferential Spaces for Vanpools: Enter the number of preferential parking spaces (covered, close to the entrance or similarly preferential) reserved for vanpools. # of Electric Vehicle Charging Stations: Enter the number of electric vehicle charging stations available. Transit Types of Transit at Project Site: select all that apply from the list by using the key commands CTRL + Click (Windows) or Command + Click (Mac) to select multiple types. Transit Subsidy: One-time Lump Sum ($): If applicable, enter the one-time amount paid to support public transit or shuttle service to your project site. Transit Subsidy: Annual ($) Last Year: If applicable, enter the annual amount paid to support public transit or shuttle service to your project site. Transit Subsidy: Monthly ($) per person: Enter either the monthly transit subsidy amount building occupants receive in dollars into this field or as a percentage in the field below. Transit Subsidy: Monthly % of pass cost / person: Enter either the percentage subsidy of the monthly transit pass cost into this field or the dollar amount in the field above. Transit Subsidy: # of Monthly Recipients: Enter the number of residents or employees at your project site who receive a monthly transit pass subsidy. Emergency Ride Home (ERH) # of Commuters Registered in ERH program: Enter the number of employees at your project site who are registered in the ERH program. # of ERH Rides Provided Last Year: Enter the number of emergency rides home provided during the previous reporting year. Telework

13 Telework: # of Employees Eligible: The number of employees at the project site who are eligible to telework. Telework: Avg # of Employees Teleworking: The average number of employees at the project site who telework on a typical work day. Flex-Time Flex-Time: # of Employees Eligible: The number of employees at the project site who are eligible to work a flexible schedule. Flex-Time: Avg # of Employees Working Flex Schedules: The average number of employees at the project site who work a flexible schedule on a typical work day. Pedestrian/Bicycle Number of Bike-Share Bikes: Enter the number of bike-share bikes available to residents and employees at the project site. These can be part of a regional bike-share program or bikes owned by the project that can be checked out for short periods by project occupants. If part of a regional bike-share program, report the number of bike shares that can be docked at the onsite bike station or the average number of bikes available within 1/4 mile of the project site. Bike/Walk Incentives: Enter any other bike/walk incentives offered to residents and employees at the project site, e.g., a bicycle user group, participation in annual bike week events, bike challenges, raffles for people who walk and bike to work, etc. Bicycle Subsidy: Monthly $ per person: Enter the value of the monthly bicycle subsidy offered to employees or residents. Bicycle Subsidy: Number of participants: Enter total number of people who receive a bicycle subsidy. Upload, Download and Delete Files Project information is stored in 5 sections: Project Details (the main project page), TIA Monitoring Reports, Traffic Counts, Annual Rideshare Data, and Transit Counts. Each section has a Notes & Attachments section to which supporting documents can be uploaded. It is important to upload the file to the appropriate section. Upload a File To upload a file, navigate to the correct section first, then hit "Upload Files" in Notes & Attachments, select the file to upload and double-click or hit "Open" to begin the upload. Click "Done" to close the pop-up window after the upload has been completed and a green checkmark signals a successful upload. Download a File 1. Click on "Notes & Attachments". 2. Choose the file to download and click on the arrow next to the file on the right side. 3. Hit "Download". Delete a File 1. Click on "Notes & Attachments". 2. Choose the file to delete and click on the arrow next to the file on the right side.

14 3. Hit "Delete". 4. A pop-up window will ask "Delete File". 5. Hit "Delete" to confirm. Upload Annual TIA Monitoring Report To upload your annual TIA monitoring report, click on your project's TIA Reports name under the TIA Monitoring Reports Section. Click on "Upload Files" and navigate to the TIA monitoring report you are uploading on your computer. Double-click on the file you are uploading. Click "Done" after the upload has been completed and is displayed with a green checkmark. IMPORTANT After your annual TIA monitoring report is uploaded, the corresponding checkbox is automatically checked for the respective year (see graphic below). It is important that only one TIA monitoring report is uploaded per reporting year.

15 Add a Traffic Count Traffic counts are required to determine the number of actual trips serving the new development. A new traffic count can be added from two different views: directly from the Project Details view and from the Traffic Count view. In either case, click the "New" button and enter the following information: Intersection/Driveway: Enter the driveway or intersection name or description of the location where traffic counts were conducted. The traffic counts of interest are those at access and egress points to the development. Subcontractor: The engineer conducting the traffic counts. Report type: Choose Baseline or the reporting year (Year 1 through Year 5).

16 o Enter the Baseline traffic count using projected vehicle trips generated by the new development and included in the Section 61 findings and TIA study 2. Upload the TIA study or Section 61 findings as the baseline traffic count document. Start and End Date: Enter the start and end date of the period during which traffic counts were conducted. Vehicle Trip Counts: Enter Average Daily Trips (ADT) for weekdays, Saturdays and Sundays, AM peak period and PM peak period trips for weekdays and mid-day peak period trips for Saturdays and Sundays. Trip counts are only required for the days (weekdays, Saturday or Sunday), on which the project will operate. Hit "Save" or "Save and New", if another traffic count record is being added for an additional access point to the development. Upload Traffic Count Documents Once a traffic count has been added, navigate to the record by clicking on the traffic count and uploading the related traffic count report in the Notes & Attachments section. For the baseline traffic count, upload the TIA study or Section 61 findings that include the projected traffic counts. Add a Transit Count Transit counts are not always required as part of the TIA monitoring report. When required, similarly to traffic counts, transit counts can be added from the Project Details view or from the Transit Counts view. Click the "New" button and enter the following information: Subcontractor: The engineer conducting the transit counts Report type: Choose Baseline 3 or the reporting year (Year 1 through Year 5). Start and End Date: Enter the start and end date of the period during which traffic counts were conducted. Transit Counts: Enter total boardings and alightings for weekdays and Saturdays for the closest transit station/stop to the development. Enter data for the closest transit stop and for as many other nearby stops as are relevant (within 1/4 mile of the development in urban areas, potentially farther away in suburban or rural areas) or as directed in the Section 61 findings. Hit "Save" or "Save and New", if another traffic count record is being added for an additional access point to the development. Upload Traffic Count Documents Once a traffic count has been added, navigate to the record by clicking on the traffic count and uploading the related traffic count report in the Notes & Attachments section. 2 Baseline traffic counts can be found in the TIA Study or the Overall Project Traffic Impacts section of the Section 61 Findings document. Reporting is only required for the days of the week specified in Section 61 findings. 3 Baseline transit counts are optional, as not all TIA studies and Section 61 findings include transit counts.

17 Add Annual Rideshare Data The optional Annual Rideshare Data section collects data on the number of trips taken by modes other than driving alone, VMT and vehicle trips reduced and associated emissions reductions. Data for this section is available via the statewide ridematching and trip tracking tool. Participating organizations can download the data by logging into the tool using their user name and password 4. All other organizations are advised to work with MassRIDES or their local TMA to gain access to the data. The following data can be obtained from the state-wide ridematching and trip tracking system and reported in this section for each reporting year: Annual Rideshare Data o Number of project occupants registered in the statewide database o Number of project occupants reporting their trips via the statewide trip tracking tool o Reduced vehicle miles traveled (VMT) o Reduced car trips Mode Share - Number of Trips recorded for each of the following modes: o Rideshare (Carpool or vanpool) o Transit o Bike o Walk o Telecommute Emissions Reductions from reduced VMT per year o NO X Reduced o CO 2 Reduced o VOC Reduced Once the above information has been submitted, click "Save". Add a New Contact to the Project All projects are assigned one Project Contact (you) who is responsible for annual reporting and has the ability to upload new data and documents and edit project information. Additional contacts, who have the ability to view project information, can be added to an account. However, the project contact remains the only person with editing privileges. A new contact can be added to a project from the project page. 4 The statewide tool is available at

18 Click on "New Contact" and enter contact information into the pop-up window that appears. At a minimum enter the following information: First and last name address Phone number Account name Project (Select from drop-down menu) If the new contact will replace you as the Project Contact, i.e., the contact will be the person responsible for reporting, check the "Make this Contact the Project Contact" checkbox. CAUTION: Once you check the box, permissions to edit project information will be reassigned to the new Project Contact, and you will lose the ability to make any changes. You will continue to be able to view publicly available information at

19 Notifications Notifications The tool is set up to send both confirmation of document uploads and reminder s. Confirmation s simply confirm that a document and data entry has been received. Uploads of TIA monitoring reports will be followed by a confirmation . Reminder s will be sent at three stages during the process to ensure you are aware of any deadlines to update project information and upload required TIA monitoring reports. 1) From project creation until a construction complete date is entered and a certificate of occupancy has been uploaded to the tool. s will be sent quarterly to prompt you to update the construction progress and upload the certificate of occupancy as soon as construction has been completed. If construction is delayed, please also update the project information to reflect the anticipated delay. Otherwise, a delay of more than 2.5 years will automatically flag the project as non-compliant in the system. 2) From construction completion to 75% occupancy. During this phase, s will be sent quarterly to remind you to update the occupancy percentage of the development. This is important because the TIA monitoring period begins as soon as the project achieves 75% occupancy. As in the previous phase, please report any delays to avoid being flagged as out of compliance with the process. 3) From 75% occupancy until the monitoring period is completed after five years. During the monitoring phase, s will be sent quarterly to remind the user of the annual reporting requirements. This allows you to schedule and conduct traffic counts and obtain all other information needed to update the TDM elements, rideshare reports and other required reports. One month prior to each year's report due date, another reminder is sent. Should the due date pass without a new TIA monitoring report upload, you will receive a notice that your report is overdue. A project close-out is sent to the developer as soon as MassDOT has reviewed the fifth TIA monitoring report and related documents and found that all requirements have been fulfilled. The monitoring process ends with this final notification. Communication with MassDOT Your project information, TIA monitoring reports and all related uploads will be reviewed by MassDOT to make sure they fulfill all requirements of your project's Section 61 findings. Should there be any questions, outstanding elements or inadequate reports, MassDOT will be in touch to follow up on your report.

20 Resources Several resources and links are available under the Important Docs and Important Links tabs in the reporting tool. Important Docs includes links to resource documents, including: MassDOT TIA Guidelines Developer TDM Toolkit Important Links include relevant links to the MassDOT, MassRIDES and MassCommute web sites. Important Documents and Links MassDOT TIA Guidelines: MassDOT Developer Toolkit: MassDOT: MassDOT Private/Public Development Unit: MassRIDES: MassCommute: Contact Information If you have any questions regarding the process, your reporting requirements, or how to use the tool, contact for assistance.