MAINTENANCE MANAGEMENT SYSTEM

Managed dropdown lists for the light registry · hiding keeps history intact, adding a hidden name re-activates it

Roadway & parking lights · one registry, two types · linked to High Mast Towers and Grounds

Candidates ranked, sized to a budget, with the date to start buying

Units due for assessment, and the form to complete one

Life-to-date cost against age, and where it bottoms out

Market value at disposal that the Authority receives nothing for

The annual table NCHRP 879 consumes · utilization, maintenance and fuel per year of life

The standing source for equipment type rates · load each July's schedule, then map types and refresh

Miles or hours per unit, proposed from fuel evidence · you approve before anything is written

What is missing, and whether what remains reaches back far enough to mean anything · measured, not assumed

Storms proposed from operations data · you confirm the windows

Auto-created by inspection triggers · deliberately separate from Bridge Work Orders

Record materials received from a vendor into inventory. Each receipt posts to the selected storage location.

Parts consumed by mechanics on repair orders that need to be pulled from the Warehouse and issued to their shop. Add items to the Pick List, then finalize to create a transfer.

Every transfer with its confirmation status, plus reported issues and how they were resolved.

Fulfill pending Pick Lists from Issue Materials, or create a new manual transfer between locations.

Choose how you want to enter the transaction, then add the charge details and save.

Record payments against an approved contract or purchase order. Each line item carries its own budget account for multi-code invoices.

Live data from P-Card and contract entries submitted through this system. Budget figures are illustrative targets.

Import the cleaned fleet inventory (Fleet_Import_Ready.xlsx). Preview resolves makes, models, classes, and shops first \u2014 nothing writes until you commit. Shops are match-only unless you allow creating them.

Precise exports: Usage Report (daily truck rollups) and Material Usage Report (salt totals & rates). Raw GPS derivation comes in the next phase. Re-uploading the same file is safe \u2014 duplicates are detected.

Recurring imports and pulls \u2014 what ran, what's due, what's been forgotten. Import-linked feeds track themselves; check-in feeds log a button press.

Run SQL directly against the live database. One statement per run. Non-SELECT statements ask for confirmation before executing.

Employee roster used for crew assignments and labor cost calculations.

HR roster import — Employee_Information.xlsx + Employee_Start_Dates.xlsx. Every name-match decision from the 2026-07-20 review is baked in; nothing writes until you commit. Increment Service Date is the truth for start dates; Management Units resolve to shops once and the mapping is remembered.

Legacy OASIS labor + materials work reports. Drop both files (order doesn't matter — they're detected by their headers). Missing labor costs are derived at $29.11/hr and flagged; shop-overhead pseudo units (0000/9997/9998/9999) are excluded. Safe to re-run: overlapping exports update lines in place, and units created in Fleet later link on the next run.

Title definitions used to assign employees and calculate labor cost. Use the Overhead Calculator to compute the Fully Burdened Rate.

One row per real accident. Notification emails arrive as separate rows and are rolled up here — every summary is preserved on the record. Legacy entries came from the old hand-kept log and are thinner; they are badged.

Monthly email export, or the legacy operations log. The layout is detected from the column headers. Upload previews first — nothing is written until you confirm. Re-importing the same sheet is safe: rows already loaded are skipped.

WVDOT traffic count locations across the corridor. Between two samples, AADT for any milepost is estimated via piecewise linear interpolation. Used by the rate-normalised hotspot analysis (Accidents → Show hotspots → Rate) to identify segments that are worse than average given their traffic volume, not just crash frequency.
Add each MP + AADT you have on record. Nine were seeded from the initial ops handoff (Nov 2026).

Reports show the canonical vocabulary on the left. The raw → code table on the right translates whatever the notification actually said (sno/ice, snow cov, wet/snowy…) into that vocabulary. Adding a mapping backfills every accident that already has that raw value.

Accidents flagged with a damage signal (Property Hit, subject line, or summary text describes a strike). Confirm whether the damage still exists — closed items report out so we can audit that someone looked. Legacy accidents are excluded.

About 39% of notification emails carry no event ID. Each becomes its own accident on import — the safe default — and this queue merges the ones that are really updates of the same crash. Suggestions come from date + route + milepost + time; they are suggestions, so confirm or reject each.

Project identifiers for New Construction and any other activity flagged to require one. Letters allowed in the Job Number. Marking Complete hides the number from pickers on new work reports and p-card entries; existing references stay intact.

Compute the Fully Burdened Rate for a job title by stacking each indirect cost on top of the base wage. Save the result directly to the Job Titles table.

Activity codes available for daily reporting. Divisions control where an activity can be added; Assets limit which assets it can be performed on.

Hourly cost per equipment unit. This rate is snapshotted at the moment a daily report is submitted, so historical labor/equipment costs stay accurate even after rates change.

Build a screen for any database table — pick the layout, choose which columns show, and decide where it appears in the nav. No code required.

Every inspection on file, across signs and guardrail. Double-click a column header to sort; click a row for full detail.

Materials stocked at this location. Click any row to expand. Items with no capacity and no stock on hand are hidden — click "Show Hidden" to manage them.

Complete fleet registry. Click a row to edit. All dropdowns are managed under Admin → Lookup Values.

Everything that defines a type lives here. Hourly Rate is the default cost used in daily reports (per-unit overrides live under Fleet Rates). Expected Life is our planning target and is what LCCA uses. LCCA Group decides which types are analysed together \u2014 leave a type on its own if its duty cycle is unlike the others. LCCA Schedule only picks which published depreciation curve applies. FEMA Rate Line is the schedule line this type is costed from — set it here, then run the annual refresh from Fleet → Reports → FEMA Rates.

Manage the dropdown options available on the Fleet Inventory form.

Approved vendors for material procurement. Used on receipt entry and purchase orders.

Merchant name strings from the P-Card agency report, linked to vendors. Learned automatically during reconciliation — link or clean up here.

Define which physical locations hold inventory, and which Org Chart shop each belongs to. Receive and Transfer operations use this shop link to correctly update stock levels.

Every stock movement across all locations. Filter by location, type, or date range. Double-click column headers to sort.

All parts and materials available in the system. These appear in Receive, Issue, and Transfer forms and on daily reports.

Accounts organized into Operating, R&R, and Capital categories. Each account is scoped to a Division or a Department. Department-level accounts roll up to their parent Division on reports.

Set annual budget amounts for each account. Grouped by category and sorted by account number. Amounts save automatically when you leave a field.

Link agency cardholder IDs to MMS employees, set a default shop, and assign each cardholder to the reconciler who handles them.

Each unit's replacement year = purchase year (or model year) + its type's expected life. Costs use the type's budget cost, grown by the inflation assumption below.

Successfully reconciled agency transactions (automatic exact matches, manual accepts, and entries created during review) and MMS entries flagged for investigation.

Review P-Card and contract entries. Defaults to your own entries for the current month.

Agency imports auto-match by Transaction ID (run them under Finance → Admin → Import Agency Report); review the exceptions below.

Every write in the system lands here — who, what, when, and the before/after values. Filter and click a row to expand the details.

Referential-integrity checks — the older report tables predate foreign keys, so orphans are possible after manual fixes or testing. Every count here should be zero; anything else deserves a look (the audit log usually explains how it happened).

Troubleshooting readouts for chasing odd behavior. Off by default so screens stay clean — turn it on only while investigating, then turn it back off. The setting is per-browser.

Three assessment seasons per year. The generator draws 24 random 0.1-mile sites per direction per section (pure random, seeded, bridge cells pre-excluded); surveyors shift past toll plazas, work zones, and anything else in the field with a reason. Bridges are a census — every bridge, every season.

The registry: every measure's description (the "?" help), scoring mode, pass threshold, and target. Grades come from versioned scales — legacy-13 is locked verbatim (your 2011+ trend lines depend on it); v2-2026 is the draft reform, fully yours to edit. See docs/los-scale-change-memo-v2.md for what changed and why.

Executive pack: live numbers until published, frozen after. Blocks appear when their data applies to the month.

The season report card, graded through the scale version you pick. Legacy-13 reproduces the historical method verbatim; v2-2026 applies the reform (pass-rate grading for defect measures, native pass/fail vegetation).

Reusable activity sets assigned to shops and crews. A crew sees the union of its shop's templates plus its own — and a crew with none configured sees everything. The report editor shows the filtered list with a "show all" escape hatch, sorted by that crew's recent use.

The LRS backbone: mainline mileposted segments + exit ramps. Feeds the LOS sample frame and pavement cohorts. Quantity columns (delineators, mowing acreage…) are the future LOS denominators — empty from the legacy source until populated.

Admin remedies for daily reports. Void is the default: the report keeps its row and audit trail but disappears from approvals, paysheets, and cost reports (reason required, reversible — unvoiding returns it to the approval queue as Submitted). Delete is for true test artifacts and removes the report and all its lines permanently.

Capital programming — painting cycles, deck replacements, and bid contracts. Target years carry a slide window (±) for R&R fund shuffling; the forecast renders that honestly instead of pretending precision. Work orders attach to projects to form the bid-package scope.

One sitting per inspection report: review what's already open on the bridge (monitoring items first — stamp, escalate, or close each), then batch-add the new findings below. Every added item is tagged with the inspection it came from.

Inspector-assigned bridge work. Numbering continues the legacy WR sequence. Priority A is due by the end of the construction season (Oct 31; items reported after Sept 1 roll to next year), B within two years, C is a monitoring item with no due date.

Upload the legacy exports (save each .xls as .xlsx) — the open backlog and the completed history are the same format; the Status column sorts them out. Bridge IDs are matched after stripping the " - MP" suffix. Crew and contract values from the old Comments field map to real crews and program projects automatically. Re-running skips existing WR numbers.

Bridge inventory — legacy numbers cleaned (milepost suffix removed; original kept on record). ─ marks bridges with line geometry; · marks point-only bridges awaiting a digitized line.

One-time import of the Bridge Inventory export (save the .xls as .xlsx first). The " - MP##.#" suffix is stripped from Bridge No. automatically; the original string is preserved. Re-running skips existing bridges. Batches are deletable.

One-time import of the old system's "Drainage Inspection Simple Report" CSV export (long format — one row per question). Re-running is safe: existing culvert + date pairs are skipped. Records with no ratings at all (inspections started but never completed) are skipped and counted. Everything imported is tagged and can be removed in one click.

Damage found on the monthly drive — walls, guardrail, attenuators, fence. Rows sort by milepost (windshield order). Lifecycle: Reported → Assigned → Repaired → Verified (confirmed fixed on a later drive). Targets: Priority A ${''}60 days, B 120.

Complexes and sites. Legacy G-numbers preserved; buildings and elements roll up beneath each ground.

One row per structure (B-number) with interior spaces indented beneath. Legacy insurance numbers preserved. Budget division is editable inline — blank means it still needs assigned.

Replaceable components — roofs, HVAC, paving, fuel systems — attached to a building or a ground. In-service dates and costs drive the Replacement Forecast; ~ marks estimated values.

The full equipment inventory (serials, warranties, locations). Items worth capital-renewal planning get promoted to Forecast Elements — a fridge stays here; a rooftop unit gets promoted.

Imported rows the automated pass could not classify with confidence. Each needs a human call: is it a stand-alone building, or a space inside one? Nothing here blocks the rest of the system.

Order matters: Grounds → Buildings → Equipment (each links to the one before). Files must be .xlsx — open the .xls in Excel and Save As .xlsx. Buildings/Equipment imports can be scoped to specific grounds. Every import is a batch that can be deleted wholesale, so re-importing under new decisions is a button, not a project.

The capital-renewal catalog. Every field edits inline — expected lifespans are industry midpoints, edit to match Turnpike experience and the forecast updates instantly. Add your own types with the form below; deactivating a type that\'s in use hides it from pickers but preserves history.

Elements grouped by projected replacement year (in-service + expected life). Same model as the Fleet forecast; ~ marks estimated inputs. Overdue items appear in the current year.

What we still need to collect (or dig out of old records) before the forecast is trustworthy. This doubles as the Facilities work queue after buy-in.

Enter a Turnpike milepost (8.98–95.34) and direction — the correct LRS route segment is chosen automatically. The same lookup is available to any future table that stores mileposts (accident reports, work sites, etc.).

Upload the agency's monthly .xlsx statement. Rows auto-match to MMS entries by Transaction ID; exceptions go to the P-Card Reconciliation queue. New cardholder IDs are auto-registered for mapping under Cardholder Mapping.

Encumbrance tracking for flagged accounts. Open lines hold their unspent planned amount against the budget until marked received. Users link P-Card and contract spending to these lines at entry time.

Compare appropriated budget amounts against actual P-Card and contract spending by account.

Define the categories of assets your crews work on. Asset types tied to Roadway or Facilities appear in those divisions' Inventory submenus. Enable "Has Inventory" to create a browse-able asset list that crew leaders can pick from on daily reports.

All assets of this type. Click a row to edit. These appear as options in the daily report asset picker.

Define the classification hierarchy for materials. Categories are top-level groupings (e.g. Vehicle & Equipment Parts). Types are the items within a category (e.g. Engine Oil). When editing a material, select from these instead of typing freeform.

Culvert Types control which elements an inspector sees. All dropdown lists are editable here.

One-time imports from the legacy system exports. Inventory first, then inspections — the inspection import skips assets it doesn't recognize.

One-time import of the legacy defect-survey export (13,000+ surveys, 2011–present) as raw values. Grades are computed at read time through whichever scale version you view — the raw numbers never change. Re-running is safe: already-imported surveys are skipped, and a same-season re-survey supersedes the original.

Preventive maintenance is assigned by Equipment Type: every unit of a type inherits its templates automatically. Per-unit schedules below act as overrides — a unit-level schedule for the same PM type replaces the template for that unit. Each schedule can use a time component, a meter component, or both; whichever comes first triggers the PM.

Track fleet allotments by plan. Create a new plan each time the allocation changes — each plan captures a point-in-time snapshot you can compare over time.

Allocated vs actual active fleet counts by shop and equipment type. Positive variance = more than allocated; negative = shortfall.

Overall ratings by asset type — where they stand now, and where they stood at the end of each year. Poor breakdown shows which elements caused each Poor rating.

All closed ROs at this shop. Filter by unit or date range.