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6215 FINANCE

6215-01 MAINTENANCE MANAGEMENT SYSTEM (MMS)

Series is used to track and document costs of services provided by the maintenance bureau. Series is the computerized financial system designed for the bureau.
Record Copy? Yes
RETENTION: Retain as needed

6215-02 MMS (MAINTENANCE MANAGEMENT SYSTEM) COST REPORTS

Series is used to track costs by activity by center code. Series documents cost and performance for each center. Report gives breakout of costs and includes budget for the accounting period, expenditures for accounting period, year-to-date expenditures, percent of budget remaining, and percent used per plan.
Record Copy? Yes
RETENTION: 5 years - Accounting Period (AP) 13 report; until superseded - all other reports.

6215-03 MMS (MAINTENANCE MANAGEMENT SYSTEM) SECONDARY REPORTS

Series is used to track secondary measurements by division managers from the Maintenance Management System (MMS) and is used primarily to show the breakdown of the primary measurements. On demand report tracks center, accounting period, planned to actual costs, days, measurement tracked, average performance and daily accomplishments.
Record Copy? Yes
RETENTION: 5 years - Accounting Period (AP) 13 report; until superseded - all other reports.

6215-04 PERFORMANCE REPORTS

Series is used to track performance of centers by division managers from the Maintenance Management System (MMS). On demand report tracks center, accounting period, planned to actual costs, days, measurement tracked, average performance and daily accomplishments.
Record Copy? Yes
RETENTION: 5 years - Accounting Period (AP) 13 report; until superseded - all other reports.

6215-05 PLANNING STANDARDS RECORDS

Series is the description of activity by center code. The Planning Standard is used to document the first step of budget development and to update the databases in the Maintenance Management System (MMS). Records document how work was done, the size of a typical crew, and the material needed. Records include a work calendar, special instructions, description of work to be done, and equipment needed.
Record Copy? Yes
RETENTION: 5 years

6215-06 BUREAU BUDGET WORKSHEETS

Series is used by the Division Managers to build and develop section budgets. Records are detailed records by centers and sections that document number of positions needed, salaries, materials, crew days, work plans and other calculations. Most records are created on Lotus from the VAX system.
Record Copy? Yes
RETENTION: 5 years

6215-07 ANNUAL WORK PLAN

Series is the second step in the budget process and is used to determine actual number of days to be done within each section. Report tracks center code, prior year accomplishments, goal set for current year, daily accomplishments, units and descriptions of projects.
Record Copy? Yes
RETENTION: 5 years

6215-08 ACCOMPLISHMENT RECORDS

Report is used to document accomplishments of Bureau personnel. Report shows work completed during the fiscal year. Report is compiled from Maintenance Management System (MMS) and Pavement Management System (PMS) and shows status and accomplishments achieved by the bureau.
Record Copy? Yes
RETENTION: 5 years

6215-09 INTEGRATED BUSINESS INFORMATION SYSTEM (IBIS) SOURCE DOCUMENTS

Series is the records used to backup and document expenditures and payments made by the accounts payable and IBIS system. Records are copies of payment authorizations, purchase orders, petty cash vouchers and other supporting documentation.
Record Copy? Yes
RETENTION: 3 years

Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

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