Timeline and Due Dates QPRs are due by the end of the last month for the quarter and must be entered by the following dates: March 31 June 30 September 30 December 31 All QPRs are locked at the end of each quarter. Any updates for a specific quarter must be entered before the end of that quarter. Reporting must continue until a project is closed by H&LP.

QPR Database:  All projects requiring a QPR must use the QPR Database to submit a report to Highways & Local Programs (H&LP).

H&LP has recently updated the QPR database to align with the requirements established by the Washington State Legislature and the Federal Highway Administration (FHWA) reporting requirements.

Programs Requiring Quarterly Reporting

• Bridge
• Federal Discretionary Earmarks
• High Priority Projects
• High Risk Rural Roads
• Highway Safety Improvement
• Pedestrian & Bicycle Safety
• Rural County Two-Lane Roadway
• Safe Routes to School
• State Legislative Earmarks
• Transportation Enhancement
• Intersection & Corridor Safety

Programs Not Requiring Quarterly Reporting

• Surface Transportation Program (STP) Regional
• Congestion Mitigation and Air Quality (CMAQ)

Accessing the QPR Database

H&LP has uploaded all projects requiring a QPR into the database.

To access the QPR Database for the first time:

1. Send an account request e-mail with your agency and project information to:
• H&LP Project Reporting Engineer 
  or
• H&LP IT Systems Specialist
2. An e-mail will be returned with an Account Name and Password for your agency login.
3. Log onto the QPR Database using the Account Name and Password exactly as it appears in the return e-mail.

Quarterly Project Reporting (QPR) Instructions

Login: QPR Database

Locking the QPR: All QPR’s are locked at the end of each quarter and no additional changes are permitted to these QPRs.

Instructions for Main Menu Options

• Select a project from the drop down list – The list includes all the projects within your agency that currently require a QPR. Click on the down arrow in the drop-down box to access your list of projects. Highlight the project you want to update.
  
  (If the project you want to update does not appear in the drop down list, contact Project Reporting Engineer)
  
• Go to the latest QPR for the project below – After you highlight the project you want to update, click the gray button for the latest QPR. This will bring you to the screen with the last information submitted for the project.
  
• Edit QPR – To begin updating the information on the QPR, click on the Edit QPR button. You can begin updating the information on the report. To navigate through the fields, use the tab key, tab to go forward, shift tab to go backwards or you can also use the mouse.
  
  Edit QPR Instructions
  
• Save QPR – After updating the QPR, click on the Save QPR button to save all the changes. An agency may return at any time prior to the close of a quarter to modify their QPR’s.
  
  Do not click on the Logout button prior to clicking the Save QPR button or all the changes will be lost.
  
  Tip: To help protect against lost data, it is suggested that your changes be saved every 10-15 minutes. If further editing is required after a save, the Edit QPR button must be clicked again. 
  
• Find QPR – To update another of your agency’s QPR’s click on the Find QPR button. This will bring you back to the screen with the drop down menu listing of projects.
  
• Logout – If you do not want to save any changes and just want to leave the QPR database, click on the Logout button.

Editing QPR Instructions

• Quarter  – March, June, September and December will automatically be highlighted for the quarter being updated.
• Agency - Completed by H&LP based on who receives the grant funds.
• Project Title – Completed by H&LP based on the title on the grant application or legislation.
• Project Number – Completed by H&LP based on the federal or state number assigned to the project when funding is authorized.
• Project Description – This is the project’s scope of work.
• PIN & WO – Completed by H&LP for internal purposes are the PIN (legislative identification number) and WO (work order number).
• Contractor – Identify the contractor who was awarded the contract.
• Recent Progress – Provide an update on the progress of the project over the past quarter.
• Schedule, Scope, and Cost Changes – Explain the reasons for any schedule, scope or cost changes.

Safe Routes and Bike/Ped Safety project only 
This section should only be completed if your project received funding from the Safe Routes to School or Pedestrian & Bicycle Safety programs.

Education
Funding provided for educational efforts such as teaching children about bicycling and walking safety skills, the health effects of walking and biking, the impact to the environment, the broad range of transportation choices and events and activities to promote walking and biking to school safely. 

• Scheduled – Provide the month and year the education program is planned to be completed.
• Attained – Provide the month and year the education program was completed.
• Amount – Provide the amount of funding from the grant that was for the education program.

Enforcement
Funding provided for enforcement efforts to address traffic safety and help increase the number of children walking and biking to school safely.

• Scheduled – Provide the month and year the enforcement component is planned to be completed.
• Attained – Provide the month and year the enforcement component was completed.
• Amount – Provide the amount of funding from the grant that was for the enforcement program.
• Funds Administered by WSDOT – Completed by H&LP to identify funding source and amount approved for the project.

Project Milestones
This section identifies the six milestones that are required to report to the Governor’s office, legislature, FHWA and WSDOT Executives.

Project Definition (agreement signed)
Submittal of project prospectus, funding agreement, etc. that identifies the purpose of the project, scope of work and funding estimate.

• Scheduled – Provide the month and year the funding package is planned to be submitted to H&LP for authorization.
• Attained – Provide the month and year the project was authorized.
• Milestone Outlook – Describe issues, problems and good news items.

Begin PE
Beginning the preliminary engineering marks the start of the project design.

• Scheduled – Provide the month and year the agency plans to start the design of the project.
• Attained – Provide the month and year design was started.
• Milestone Outlook – Describe issues, problems and good news items. (e.g., design started two months ahead of schedule, lack of staff delayed project start by four months, etc.)

Environmental Docs Approved
The National Environmental Protection Act (NEPA) and the State Environmental Protection Act (SEPA) require that an appropriate level of environmental assessment be prepared for all transportation projects. For state funded projects concurrence with Executive Order 05-05 is also required. Depending on the project, these can take the form of an Environmental Impact Statement (EIS) or another document of lesser scale documented categorically exempt (DCE).

• Scheduled – Provide the month and year the agency plans to receive environmental approval.
• Attained – Provide the month and year the environmental documents were approved by the regulatory agencies.
• Milestone Outlook – Describe issues, problems and good news items (e.g., delayed due to Corps permit, mitigation issues, etc.).

RW Complete (certification)
Often projects require the acquisition of right of way or property rights. Right of way certification is the point in time that the right of way acquisition requirements are met and the process completed pursuant to the Uniform Relocation Act.

• Scheduled – Provide the month and year the agency plans to complete acquisition of the right of way.
• Attained – Provide the month and year right of way was certified.
• Milestone Outlook – Describe issues, problems and good news items (e.g., no right of way needed, expect to purchase 5 parcels, etc.).

Contract Advertised
The date the agency schedules to publicly advertise a project for bids from contractors. When a project is advertised, it has a completed set of plans and specifications, along with a construction cost estimate.

• Scheduled – Provide the month and year the agency plans to advertise the project.
• Attained – Provide the month and year the project was advertised.
• Milestone Outlook – Describe issues, problems and good news items (e.g., project was advertised two months ahead of schedule, advertisement delayed due to condemnation, etc.).

Open to Traffic (operationally complete)
This is the date when the public has free and unobstructed us of the facility. In some cases, the facility will be open, but minor work items may remain to be completed.

• Scheduled – Provide the month and year the construction project is planned to be open to traffic/operationally complete.
• Attained – Provide the month and year the project is open to traffic/operationally complete.
• Milestone Outlook – Describe issues, problems and good news items (e.g., contractor ahead of schedule and project completed one month ahead of schedule, weather related delays of two months, etc.).

Project Cost Summary
Summarizes by phase (preliminary engineering, right of way and construction) the total cost of the project (dollars in millions) including all sources of funds. (Total Project Cost and Percent of Total will be calculated automatically.)

• Preliminary Engineering – Includes all costs for design, environmental, education and enforcement activities.
• Right of Way – Includes all cost for the acquisition of right of way or property right necessary for the project.
• Construction – Includes all costs to advertise and construct the project.

Cash Flow (Expenditures billed to WSDOT – in $1000s)
This is the amount of Funds Administered by WSDOT the agency plans to expend on the project and bill WSDOT for reimbursement, each quarter, throughout the current biennium. (Prior Biennium Expenditure, Actual, 07-09 Total, Est. Reappropriation, Future Biennium and Grand Totals will be populated automatically.)

• Planned – Provide the estimated expenditures the agency expects to incur and then request for reimbursement from WSDOT by quarter based on the project’s current schedule.
  
  Agencies will only input information in this column the first quarter of the biennium. After the first quarter, estimated expenditures need to be updated in the Revised column.
  
  
• Revised – In the event the project is progressing either ahead or behind schedule, update the estimated expenditures the agency expects to incur and request reimbursement for project costs from WSDOT, by quarter.

Note: All funding is provided on a reimbursement basis only. Expenditures are not eligible for reimbursement until after funding is authorized and costs are incurred. Agencies are encouraged to bill WSDOT monthly.

Agency Contact Information
Provide the agency contact for the project that can provide clarification on any of the information provided in the QPR. In order to enter contact information, click on each of the field titles (Name, Email, or Phone). This will place the cursor in each field for updating.

• Name – Provide the agency contact for the project.
• Email – Provide the agency contact’s email address.
• Phone – Provide the agency contact’s phone number.