fy 2013-cvisn core app template-2012.09.12.docx

PROJECT PLAN FOR THE

FY 2013 COMMERCIAL VEHICLE INFORMATION SYSTEMS AND NETWORKS (CVISN) DEPLOYMENT GRANT PROGRAM

CORE CVISN

State CVISN Program Manager

State CVISN System Architect

State Point of Contact for FY 2013 Core CVISN Project Plan (this document)

Signing date for the interagency Memorandum of Understanding (MOU) between the state’s CVISN agencies (please state if only one agency is involved in CVISN) Date _____________________________________________

Date of approval and title of the Core CVISN Program Plan/Top-Level Design (PP/TLD) (please attach the FMCSA PP/TLD approval letter to the application)

Instructions to Preparer

This template includes:

Project chapter templates.

Blank tables for the required tabular elements.

Imbedded instructions.

Note: For each project, the Applicant must include a chapter (e.g., Chapters 2, 3, … through N in the state’s Fiscal Year (FY) 2013 Core CVISN Project Plan) that provides relevant information for the proposed project. Please note that project chapter templates are provided for deployment projects and for non-deployment projects (e.g., updating the state’s Core CVISN Program Plan/Top-Level Design (PP/TLD), operations and maintenance costs, or memberships and fees); these are Chapters 2 and 3, respectively in this FY 2013 Core CVISN Project Plan template. Please replicate the appropriate project chapter template(s) and/or delete the inappropriate template as needed.

If the Applicant is requesting a new project(s) in this application that is not in the approved PP/TLD, then the Applicant must submit the revised PP/TLD for FMCSA review and approval. This PP/TLD must reflect any and all deployment projects proposed in this Expanded CVISN Project Plan. The PP/TLD must also include detailed systems design information for all of the deployment projects proposed in this grant request.

This Template is for States in the Core CVISN Deployment Phase Only

Please use this template if the state is in the Core CVISN Deployment Phase. This means that the Federal Motor Carrier Safety Administration (FMCSA) has reviewed and accepted the state’s Core CVISN Program Plan/Top-Level Design, but the state is not yet Core CVISN Certified.

List each project for which the state is applying for FY 2013 Core CVISN Deployment funding. For each project, check exactly one column to indicate the project type.

Table 0.1 Core CVISN Project Titles and Types

Outline for State FY 2013 Core CVISN Project Plan Contents

FY 2013 Core CVISN Project Plan Application

1.

Core CVISN Functionality If none of the proposed projects are deployment projects, note this fact and skip the rest of Chapter 1 and 2. Examples of non-deployment projects include updating the state’s Core CVISN Program Plan/Top-Level Design and requesting funds for operations and maintenance costs, as well as CVISN-related memberships and fees.

Complete Table 1.1, Core CVISN Functionality Implemented by Proposed Projects, to indicate which Core CVISN functionalities will be deployed by the projects proposed in this FY 2013 Core CVISN Project Plan.

For each row of the table, ‘Yes/No’ responses should be provided in the column with the header ‘Currently Implemented?’. In the column with the header ‘Implemented / Enhanced by Which Project Proposed in this Project Plan?’, indicate the proposed project(s) that addresses the functionality. Please add comments after the table; do not add or remove rows.

Table 1.1: Core CVISN Functionality Implemented by Proposed Projects

Yes/No Implemented / Enhanced by Which Project Proposed in this Project Plan?

State Safety Information Exchange and Safety Assurance Systems

Use ASPEN (or equivalent) at all major inspection sites.

SAFETYNET submits interstate and intrastate inspection reports to Safety and Fitness Electronic Records (SAFER).

Implement the Commercial Vehicle Information Exchange Window (CVIEW) (or equivalent) system for exchange of intrastate and interstate data within state and connection to SAFER for exchange of interstate data through snapshots.

- OR –

Utilize the SAFER option for exchange of inter- and intrastate data through snapshots.

Use Carrier Automated Performance Review Information (CAPRI) (or equivalent) for compliance reviews.

State Commercial Administration Systems

Support electronic credentialing (electronic submission of applications, evaluation, processing, and application response) for International Registration Plan (IRP).

Proactively provide updates to vehicle snapshots as needed when IRP credentials actions are taken. [i.e., legacy system provides extensible Markup Language (XML) transactions to CVIEW or equivalent, which updates SAFER]

Proactively provide updates to carrier snapshots as needed when IRP credentials actions are taken. (i.e., legacy system provides XML transactions to CVIEW or equivalent, which updates SAFER)

Provide IRP Clearinghouse with IRP credential application information (recaps).

Review fees billed and/or collected by a jurisdiction and the portion due other jurisdictions (transmittals) as provided by the IRP Clearinghouse.

Support electronic state-to-state fee payments via IRP Clearinghouse.

Support electronic credentialing (electronic submission of applications, evaluation, processing, and application response) for International Fuel Tax Agreement (IFTA) registration.

Proactively provide updates to carrier snapshots as needed when IFTA credentials actions are taken or tax payments are made. (i.e., legacy system provides XML transactions to CVIEW or equivalent, which updates SAFER)

Support electronic tax filing for IFTA quarterly fuel tax returns.

Retrieve IFTA tax rate information electronically from IFTA, Inc.

Provide IFTA Clearinghouse with IFTA credential application information using available interface.

Provide information on taxes collected by own jurisdiction and the portion due other jurisdictions (transmittals) to the IFTA Clearinghouse using available interface.

Download for automated review the demographic information from the IFTA Clearinghouse.

Download for automated review the transmittal information from the IFTA Clearinghouse.

Provide commercial driver information to other jurisdictions via CDLIS (Commercial Driver’s License Information System).

State Electronic Screening Systems

At one or more sites, provide electronic mainline or ramp screening for transponder-equipped vehicles, and clear for bypass if carrier and vehicle were properly identified and screening criteria were passed.

Follow Federal Highway Administration (FHWA) guidelines for Dedicated Short-Range Communications (DSRC) equipment.

Use snapshots updated by a SAFER/CVIEW subscription in an automated process to support screening decisions.

Accept each qualified vehicle already equipped with a compatible transponder into your e-screening program without requiring an additional transponder.

Enable the carrier to share information about the transponder that you issue with other jurisdictions, e-screening programs, or agencies.

Carrier enrollment: Collect from the carrier a list of jurisdictions and/or e-screening programs in which it wishes to participate. Inform those jurisdictions and/or e-screening programs.

Vehicle enrollment: Collect from the carrier a list of the vehicles for each jurisdiction and/or e-screening program. Inform those jurisdictions and/or e-screening programs.

Record transponder number and default carrier ID for each vehicle that intends to participate in e-screening.

Share carrier ID for each carrier that intends to participate in e-screening with other jurisdictions and/or e-screening programs as requested by the carrier.

Share transponder number and default carrier ID for each vehicle that intends to participate in e-screening with other jurisdictions, e-screening programs, or other agencies as requested by the carrier.

Verify credentials/safety information with authoritative source prior to issuing citation.

2. Project 1: [INSERT title of Deployment project] Note: If the Applicant is requesting funds for projects not in the approved PP/TLD, then the Applicant must submit the revised PP/TLD that reflects any and all deployment projects proposed in this FY 2013 Core CVISN Project Plan. The PP/TLD must include detailed systems design information for all of the deployment projects proposed in this grant request.

2.1 Project Description

Note: The FMCSA will review all application packages for FY 2013 CVISN funding for eligibility, completeness, and timeliness of submission. The FMCSA will evaluate each of the required proposal elements. Applicants are instructed to follow the guidance in the notice of funding availability to complete this section.

Project Name (from approved Core CVISN PP/TLD):

PP/TLD section number/page number reference for this project:

Lead Agency for this project:

Point of Contact (name, e-mail address, phone):

Project Narrative:

Problem Statement:

Project Goal(s) and Objective(s):

Work Plan: Proposed Tasks:

Evaluation or Monitoring Plan:

Organizational Capacity:

Has this project been funded in prior years by CVISN grants? ____ yes ____no If yes, explain what additional functionality will be funded by the current request:

2.2 Schedule and Milestones

In Table 2.1, Schedule of Milestones, the following information must be supplied:

List of all milestones for this project Expected completion dates. Identify any dependencies on actions that are outside of the project’s control or state that there are none.

Project Start must be the first milestone, and Project End must be the last milestone. Note that projects should be staged and milestones identified so that at least one milestone is completed during each quarter of the overall Core CVISN project. Each milestone should also be tracked in the quarterly progress reports. In this FY 2013 Core CVISN Project Plan, the milestone dates are understood to be estimates; as the project proceeds, the estimated milestone completion dates should be updated in the quarterly progress reports.

Examples of milestones include:

Vendor selection (if needed) Stakeholder input Requirements gathering/analysis completed Conceptual design completed Detailed design completed Development/testing systems in place Software iteration ‘n’ ready for integration testing Functional testing performed Interoperability testing performed Final acceptance testing performed Operations and maintenance plans identified Production systems in place “Go-live”.

In addition, identify any dependencies on actions that are outside of the project’s control (e.g., legislative change).

Table 2.1: Schedule of Milestones

Milestone 2 description

Milestone 3 description

(add more rows as needed)

2.3 Budget Narrative The Budget Narrative should thoroughly and clearly justify or explain each Budget Category (Object Class) and follow all guidelines and limitations as provided in the application package. The Budget Narrative must be clear, specific, detailed, and mathematically correct; it should correspond to the information and figures on the budget forms. A well-written Budget Narrative allows the Applicant and FMCSA to understand all costs included in the budget and to monitor the expenditure of funds and determine whether the budget items are allowable for reimbursement under Federal cost principles.

Project Name

3. Project 2: [INSERT title of Non-Deployment project]

3.1 Project Description

Note: The FMCSA will review all application packages for FY 2013 CVISN funding for eligibility, completeness, and timeliness of submission. The FMCSA will evaluate each of the required proposal elements. Applicants are instructed to follow the guidance in the notice of funding availability to complete this section.

Purpose / Functionality provided:

Lead agency:

Point of Contact (name, e-mail address, phone):

Project Narrative:

Problem Statement:

Project Goal(s) and Objective(s):

Work Plan: Proposed Tasks:

Evaluation or Monitoring Plan:

Organizational Capacity:

3.2 Schedule and Milestones

In Table 3.1, Schedule of Milestones, the following information must be supplied:

List of all milestones for this project Expected completion dates. Identify any dependencies on actions that are outside of the project’s control or state that there are none.

Project Start must be the first milestone, and Project End must be the last milestone. In this FY 2013 Core CVISN Project Plan, the milestone dates are understood to be estimates; as the project proceeds, the estimated milestone completion dates should be updated in the quarterly progress reports.

Table 3.1 Schedule of Milestones

Milestone 2 description

Milestone 3 description

(add more rows as needed)

3.3 Budget Narrative The Budget Narrative should thoroughly and clearly justify or explain each Budget Category (Object Class) and follow all guidelines and limitations as provided in the application package. The Budget Narrative must be clear, specific, detailed, and mathematically correct; it should correspond to the information and figures on the budget forms. A well-written Budget Narrative allows the Applicant and FMCSA to understand all costs included in the budget and to monitor the expenditure of funds and determine whether the budget items are allowable for reimbursement under Federal cost principles.

Project Name

4. Financial Plans and State agency certification This section should provide details of the funding sources (federal CVISN grant and other non-federal sources) that will be used. One table is required that summarizes the sources of matching funds for FY 2013 Core CVISN projects. Upon request, the applicant may be required to provide additional information to FMCSA.

In Table 4.1, Sources of Matching Funds for FY 2013 Core CVISN Projects, list the sources and types of matching funds that will be used for the proposed FY 2013 projects. “Total Matching Funds” must be equal to the “Total FY 2013 Core CVISN Grant Request”.

The table should show matching funds, that is, non-federal funds or resources that are directly applied to the costs of the specific project towards which the match is applied. All projects for which FY 2013 Core CVISN Grant funding is requested should be listed in this section.

Acceptable Non-Federal Funding Sources (second column) include state agencies such as the Department of Transportation, Department of Revenue, or State Police. Types of Funds (third column) may include: cash; substantial equipment or facilities contributions that are wholly utilized as an integral part of the project; or personnel services dedicated to the proposed deployment project for a substantial period, as long as such personnel are not otherwise supported with federal funds. If staff time is to be used as match, the staff must be from a state or local agency or a university and work on the project during the proposed schedule. Include a description of the staff’s responsibility (e.g., system architect, program manager) in the “Type of Funds” column.

Table 4.1: Sources of Matching Funds for FY 2013 Core CVISN Projects FY 2013 Core CVISN Project Title

Projects/Expenditures Contributing Matching Funds

(cash, equipment or facilities, personnel services) Timeframe (include month and year) Match Amount

Project 1 title

(add more rows as needed)

Project 2 title

(add more rows as needed)

Total Matching Funds

State Agency CVISN Certification

In order to be considered for funding, the State agency must certify that their organization’s CVISN deployment activities meet the requirements in SAFETEA-LU Section 4126. This self-certification is required for all Applicants, regardless of their CVISN deployment status (core, expanded). The FMCSA has included, in the application templates, a signature page for the Applicant to sign. All Applicants must certify that:

I, [NAME], [TITLE] certify that [State Organization Name]’s Commercial Vehicle Information Systems and Networks deployment activities, including hardware procurement, software and system development, and infrastructure modifications:

· Are consistent with the national intelligent transportation systems and CVISN architectures and available standards;

· Promote interoperability and efficiency to the extent practicable; and

· I certify to execute interoperability tests developed by the FMCSA to verify that [State Organization Name]’s systems conform with the national intelligent transportation systems architecture, applicable standards, and protocols for CVISN.

Print Name: ______________________

Signature: ______________________

Date: ______________________