How MassDOT streamlined its federal aid obligation and reimbursement process with Aurigo Masterworks

MassDOT previously managed its federal aid obligation and reimbursement process using Excel spreadsheets and an Access database. A key challenge was the generation of PARS numbers essential for communication with the Controller's office. The process was fragmented, with teams submitting requests via email and lacking visibility into status until receiving the PARS number from the FAPRO department. Manual methods resulted in redundant efforts, a higher potential for errors, and frequent communication breakdowns.

MassDOT needed a solution that could:

• Generate STIP and FAN requests
• Generate and submit PS&E requests and the final bill of aid
• Track and verify FHWA reimbursements
• Monitor reimbursement status
• Map the current STIP program to the forecasted STIP for historical tracking

To replace its disjointed systems, MassDOT required a centralized platform with FMIS 5.0 integration. Aurigo Masterworks delivered a federal aid reimbursement solution that integrates seamlessly with FMIS 5.0, providing comprehensive data and efficient workflows.

The solution provided:

• Automated creation and submission of the PS&E package to FMIS
• Auto-generation and submission of the final bill of aid regardless of changes
• What-if analysis for draft STIPs and multiple project-budget scenarios
• Electronic receipt of information from FHWA, including monitoring, tracking, and verifying reimbursements
• Mapping of current and forecasted STIP for historical tracking
• Reconciliation of planning fund categories and fiscal constraints with the STIP
• Oversight of all post-Certificate of Completion financial expenses, encumbrances, and liabilities
• Electronic approvals and sign-offs by planning and program managers