This page contains answers to common questions about the DOT Administrative Procedures. They are presented here as questions.
In order for Information Systems Division to provide you with another full set of the printed Procedures, we must have a full set reprinted. As the Procedures are often revised and amended, it is too costly for Information Systems to maintain extra sets to issue upon request. Reprinting one or two copies of the sets is not economical, because most of the cost in printing is in the set-up, not the actual duplication. For these reasons, we note requests made throughout the year for Procedures sets and reprint whatever number of sets that is necessary only once per year.
Of course, now that the DOT Procedures are on-line, there should be less need for additional printed copies, since any employee who has a computer with an internet browser may access the DOT Procedures through the DOT Intranet. Also, the on-line version is apt to be more current than the printed Procedures, since changes may be effected to it before the printed version is distributed and posted by an employee.
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To request a change to the Procedures, send us a memo, an e-mail, a completed and signed Form BI-15 (Request for Services) or just telephone us. We will review your request and assign the appropriate personnel. Of course, any requested changes must be approved by the appropriate managers.
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Assuming that the issue is related to administrative policies and processes, discuss the issue with your management first. Also, review any letters or memos that may have been sent from the "lead organization" (the organization responsible for the administrative area, such as Finance Division for purchasing procedures.) Then, you or your supervisor should contact the lead organization for guidance.
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An index lists key words with every page number on which they are found in the text. In the DOH Procedures and the printed version of the DOT Procedures, revisions often cause repagination. Indexes would simply be too difficult to keep accurate. Furthermore, they would actually be of little use. Most Procedures chapters are not large, page-wise. The Table of Contents in most chapters should get the reader where he or she needs to go quickly and efficiently.
NOTE: The on-line version of the DOT Procedures, on the DOT Intranet, offers a search feature that is superior to a traditional printed index. Simply type in the word or phrase to be found and hit GO, and you will be given a list of locations where the word or phrase may be found (all linked), each graded on how closely it matches your search words.
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This is a function of Information Systems Division. However, we cannot do this independently. We depend upon information from lead organizations (such as the Business Manager, Transportation Finance Division, Human Resources Division, and other administrative type organizations) in order to revise chapters and publish new chapters. We cannot enact new DOT administrative policies or policy changes, so virtually any substantial change in the Procedures must be approved by at least one lead organization manager who has authority over policy and procedural matters.
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The purpose of the procedures is to provide policy and process rules to ensure effective and efficient operation of administrative functions. Following the procedures helps to ensure that standards in system performance such as: accuracy of information, timeliness of data, etc., are achieved and that all employees' work can be completed as efficiently and accurately as possible. For more information, please review Volume 1 - General, Chapter 1 - Purpose, Authority and Responsibility for the DOT Administrative Procedures Manuals of the DOT Administrative Procedures
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In January of each year, Information Systems Division mails a listing of all the procedures revisions that were mailed in the previous calendar year. Each organization should review the cover letters received and posted to Chapter 2 of each procedures volume to confirm that all revisions were received and posted. Afterwards, contact Information Systems Division to request replacement copies of the revisions that were not received.
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