TRIENNIAL REVIEW
Review team this year to strengthen the coordination
leading up to the three-day visit
by FTA offi cials. “It was helpful to bring Procurement
to the table,” said Cheng. “How
we procure equipment and services using
federal grant funds is a big part of the Triennial
Review. Procurement brought insider
knowledge of how the FTA grant funds were
spent and helped us better prepare.”
#425 #523
“Th e preparation process started even
before we received the notice from the FTA
in November 2017,” said MTS Capital Grants
Supervisor Eric Cheng, who has overseen
the last two Triennial Reviews for MTS. “We
formed a Triennial team to cover all core
areas — Legal, Finance and Procurement.”
Cheng said the MTS Procurement Department
was added to the MTS Triennial
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Another diff erence this year in preparation
is a new asset tracking system. In 2016,
MTS migrated from multiple fi nancial and
asset tracking systems into one Transit Asset
Management Program called the SAP Enterprise
Resource Planning system.
“SAP was a major step forward in
terms of providing a single program acting
as a window into all of the fi nance and
other enterprise functions,” said Financial
Analyst Gordon Meyer, who was on
the Triennial Review team and manages
MTS’ FTA grant portfolio.
Th e previously used process was
paper-based. Now, with SAP in place,
MTS can run a report for project expenditures,
drill down into an expenditure
line item, review a copy of the invoice
and all contract/purchase order data, and
understand the history of any transaction
needed for the Triennial Review.
“Th e main benefi t is that you now have
everything in one place on the desktop
computer. Asset records, project numbers,
fi nancial data and more can all be reviewed.
No fi le drawers need to open,” said Meyer.
In addition to adding SAP, other key
points in the MTS history of success in
FTA triennial reviews include:
PREPARATION
Since the Triennial Review is like an open
book test, go over the questions in all 20 areas
of the Triennial Review guide and take
corrective action when defi ciency is spotted
prior to on-site review of FTA offi cials.
TEAM BUILDING
Create a Triennial Review working group
with various backgrounds to oversee the
preparation and response.
PROFESSIONAL DEVELOPMENT
Attend the annual FTA Triennial Review
Workshop every year, not just the year of
your review, to keep up with changes in
FTA requirements.
“Earning perfect scores over the last
12 years really says a lot about an organization,”
said Jablonski. “It shows to your
board of directors and to the public at large
that you are a tightly run ship. And that
can provide huge dividends as agencies
work to advance transit initiatives.”
Mark Olson is the manager of public relations
at MTS.
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