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Best Practices for Structuring and Managing Statewide Resource-Tracking Databases

ADOT uses a Microsoft Access database to track a portfolio of federally funded projects for ADOT, local public agencies, and statewide public-private partnerships. This database is used to track current and future projects’ lifecycles, histories, funding, allocations, apportionments, obligations, etc. Multiple groups across ADOT use this database to produce mission-critical reports used to track federal aid received by councils of governments (COGs) and metropolitan planning organizations (MPOs) as well as to track and monitor federal aid sub-allocated to local governments. Each year, ADOT works to address various problems with this database, such as the database becoming unresponsive, users losing access to it, and updating it to be compatible with newer versions of MS Office. With each of these issues comes the risk of data loss in a mission-critical database. In order to find a permanent solution, ADOT would like to investigate how other state departments of transportation are managing their own similar databases and to identify best practices for technology, policies, and staffing.