Attachment C Mandatory Reports Matrix B-50780.xlsx
XLSX spreadsheet 28 KB Posted
- Attached to
- Aeronautics Program Management System(APMS) RFP
- Solicitation number
- 26-494DOT-FINAD-B-50780
- Issued by
- Illinois
About this file
This document is a Mandatory Reports Matrix for the Aeronautics Program Management System (APMS) prepared by the Illinois Department of Transportation (IDOT) Division of Aeronautics. The matrix outlines the reporting requirements and data management structure for IDOT's new software system, which is designed to replace existing agency databases and processes. The system will generate and track numerous reports across multiple functional areas including inspection results, aircraft registration, contract management, budget tracking, grant administration, project status, and financial reporting to both state and federal entities. Reports are configured for various frequency schedules ranging from on-demand to daily, weekly, monthly, quarterly, and annual intervals, with distinct consumers identified for each report type including external stakeholders such as airports, contractors, and the Federal Aviation Administration (FAA), as well as internal IDOT users and data analysts.
The reporting matrix encompasses critical operational and financial documentation required for airport project management and grant compliance. Key reports include contract tracking and bond documentation, budget status and federal expenditure reports (including the SF-425 Federal Financial Report and SF-271 reimbursement requests), grant closure and status tracking, project status reports comparing actual expenditures to budgeted amounts, and various communication documents such as award letters and program letters. The system will support reconciliation of deposits, invoice and payment processing workflows, and letting and award tracking dashboards with visibility for airport sponsors. The solicitation includes a Business Enterprise Program (BEP) goal of 2%, and the system is intended to streamline IDOT's aeronautics program administration by consolidating data management, improving financial reporting accuracy, and enhancing communication across federal, state, local, and external stakeholders involved in airport infrastructure projects.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP APMS B-50780 Updated~1.docx | DOCX document | |
| vendor ipg-active-registered-vendor-disclosure forms-b B-50780.docx | DOCX document | |
| Attachment G Context Level Diagram B-50780.xlsx | XLSX spreadsheet | |
| vendor-disclosure-forms-a B-50780.docx | DOCX document | |
| Attachment D Demo Script B-50780.docx | DOCX document | |
| BEP Utilization Plan~8.pdf | ||
| c2d-vendor-answer-sheet-v-26-2.pdf | ||
| Attachment B Pricing B-50780~1.xlsx | XLSX spreadsheet | |
| Attachment F Service Level Agreement B-50780.docx | DOCX document | |
| Attachment A_Mandatory and Desirables B-50780.xlsx | XLSX spreadsheet | |
| Vendor Q.A.26-494DOT-FINAD-B-50780.xlsx | XLSX spreadsheet | |
| Attachment E Customer Reference Questionnaire B-50780.docx | DOCX document | |
| information-and-technology-request-for-proposal-offer B-50780.pdf | ||
| c2d-vendor-guidance B-50780.pdf | ||
| BEP_WaiverRequest_Review~3.pdf |
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Text version
Reports Matrix
| APMS - Reporting Matrix | |||||
| Report Information | Report Usage | ||||
| Report/View Name | Description and Usage | Key Data/Info | Frequency | Purpose | Consumer(s) |
| AIMS Inspection Report (RLA) | Used to document the Inspection results. Includes all RLA data points in AIMS. | Inspection results for all RLA data points in AIMS. | On Demand | Communication of inspection results | Airport (external) |
IDOT (internal) AIMS Inspection Report (Airport) Used to document the Inspection results. Includes all Airport data points in AIMS. Inspection results all Airport data points in AIMS. On Demand Communication of inspection results Airport (external) IDOT (internal) Aircraft Registration Certificate Printing Certificate for proof of registration Name / Address (Primary Owner) Aircraft Make / Model / Serial Number Aircraft Year Made Based At other State (Y/N) N Number Prime Use (Commercial/Personal, etc) Aircrafte Type Engine Type, Number of Engines, Horsepower
| Expiration Date | On Demand | Printing Certificate for proof of registriation | Aircraft Owner (external) |
| Budget Status Report | Used to list budget item (funds, grants) in a project | Budget Type |
IL Project # and Description Item # Grant or Appropriation # Federal/State/Local %
| Federal/State/Local $ | On Demand | Administrative | IDOT |
| Contract | Approved and signed, communication of Contract Details | Contractor |
Airport Name State Project # Federal Project # Contract Amount Contract Number
| Letting Item | On Demand | Used to gather signatures | Contractor / IDOT |
| Contract Bond | Signed, notarized version of Contract | Contractor |
Airport Name State Project # Federal Project # Contract Amount Contract Number
| Letting Item | On Demand | Used to guarantee the financials in the Contract | Contractor (external) / IDOT |
| Contract Status Tracking | Used to track Construction projects as they progress through the construction process | Project # |
Contract # Agreement # Data Analyst Award/Reject Date Release Request Date Awarding Date Post-Awarding Date Conformed Contract Date FFATA Date Contractor
| Award Amount | Daily | Report sent to Contractors | |
| (could be a dashboard) | IDOT | ||
| FAA Grant Closures / Period of Availability | List of Grants closed over a specfied period | Grant # |
IL Project # Grant Date Date Grant Closeout Sent to FAA Date FAA Closed grant
| Grant Status | On Demand | Grant tracking | IDOT |
| Federal Expenditure Report | List of federal expenditure across all projects | Fed Project # and Description |
Item Category Letter of Credit Draw-down Schedule #
| Voucher # | On Demand | Used to report expenses | FAA |
| Federal Expenditure Report for Feds (Fund 95) | Federal Expenditures sorted and totaled by airport | IL Project # and Description |
Airport Name Line Item Type Sponsor Schedule # Letter Of Credit # RDT Transmittal Nbr and Date Payment Amount Voucher # and Date
| Grant # and Date | Annually | Used to track and monitor expenses | IDOT |
| Federal Financial Report (SF-425) | Federal report, by grant | Project # |
AirportName Line Item Type Sponsor Schedule # Letter Of Credit # RDT Transmittal Nbr RDT Date Payment Amount Voucher # and Date
| Grant # and Date | Annually | Used to regularly report financials to federal government | FAA |
| Federal Letter of Credit | Used to report expense to FAA and request reimbursement via grant payment | Grant # |
Letter of Credit # Airport Name / ID Project #
| Reimbursement Amount(s) | On Demand | Request for reimbursement | Internal |
| Funding Report (PARS) | List of online Payments made to IDOT from pilot / aircraft certification interface | Date |
Payment Amount
| Transaction details | Weekly | Reconciliation of deposits | Internal user |
| Grant Status Report | Used internally to to track consumption of grant funds across projects | ||
| Project Number |
Airport Name / Number Funds Granted (committed and uncomitted) Current Funds Expended Funds
| Fund Balance | On Demand | Administrative | IDOT |
| Let Awards | List of Aero contracts awarded over a period | IL Project # |
Contract # Agreement # Letting Date Award Date
| Release Request Date | On Demand | Used to track contracts | Internal |
| Pilot Registration Certificate | Printing Certificate for proof of registration | Name / Address |
FAA Number Sex Birth Date Instructor Rating Engine Rating
| Date | On Demand | Printing Certificate for proof of registration | Pilot (external) |
| Project Status Report | List of Projects. | ||
| User selects a project, report displays the high-level details and detailed costs compared to the budgeted funds of the state project. Can be saved as PDF or off-loaded to Excel. | Project description and relevant dates, Federal Project Number and Status, State Project Status. |
Line items and federal, state and local costs and budget for each.
Total project receipts and expenditures (federal, state and local amounts).
Letter of credit amount(s) Total accrual status by federal, state and local amounts.
| Detailed list of receipts, payments and credits. | On Demand | Used internally and externally to track project funds. | IDOT, Project Sponsor |
| Registration Payment Report | Query database for Payments processed (NCR and internally) during a time-frame, would want to duplicate current functionality | Check Number |
Bank Number Amount
| Pilot Owner Name | Weekly | Reconciliation of deposits | Internal user |
| SF-271 | Request for reimbursement via category-based summary of construction expenses provided to FAA | Federal Grant # |
Expense Date Range State Identifying Information
| Total Expenses, by category | On Demand | Request for reimbursement | Internal use |
| Communication Memos | |||
| Award Letter | Notification sent to vendors to notify them of contract award | State and Federal Project Numbers |
Project description, Airport description and contact information, Award amount
| Includes attached copy of Contract and Contract Bond | On Demand | Contract award notification | External | |||
| Cancellation of Series B Funds | Provided to Bureau Chief to request cancellation of Series B state funds | Airport description; Project #, Description, Federal AIP #, Appropriation #, Release #, Amount BOB #, DOT #, Adjustment#, Approval Date, Comments | On Demand | Communication | Internal | |
| Cancellation of State Road Funds | Provided to Bureau Chief to request cancellation of state funds | Airport Name, County, Project #, Project Description, State Block Grant, Appropriation #, Cancellation Amount | On Demand | Communication | Internal | |
| Conformed Letter | Letterhead and memo for contract Package | Contractor, Airport, State and Federal Project Numbers, Contract Number | On Demand | Communication | Internal | |
| Program Letter | Generated for each project selected and sent to airport sponsors | Project Description, Airport Contact Information; Federal, State, and Local costs | On Demand | Communication | Airport Sponsor | |
| Request for State Funds | Provided to Bureau Chief to request release of state funds. | |||||
| Example: request for Series B, RBI funds | Airport description; Federal, State, and Local costs; Requested Federal, State, Local amount, Appropriation number, Release number | On Demand | Communication | Internal | ||
| Dashboard | ||||||
| Invoice / Payment Processing Dashboard | Live tracking the invoice process, should be visible to airport sponsors | Workflow steps, owners, due dates and status | On Demand | Internal, External | Internal, External | |
| Letting / Award Tracking Dashboard | Tracking the letting / award process, should be visible to airport sponsors | Workflow steps, owners, due dates and status | On Demand | Tracking the letting process | Internal, External | |
| Project Status Dashboard | Externally, airports need to be able to run Project Status Report to track (only) their projects | See Project Status Report | On Demand | Internal, External | Internal, External |
Drop Down Values
| Frequency Options |
| Daily |
| Weekly |
| Monthly |
| Quarterly |
| Annually |
| Multiple |
| On Demand |
| Other |
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