The state accounting system, FINET, is the master repository and reporting system that serves as the final word when it comes to expenditures and budgets. Every year our financial managers work to reconcile any differences between UDOT Systems and FINET to ensure no discrepancies exist. Your region maintenance analyst should have access to FINET to be able to verify, reconcile, and provide the expenses for your region budget. The financial data that is entered into FINET is obtained through accessing the Finance State Data Warehouse. FINET provides a list of canned reports that can be used or extracted into spreadsheets or databases.

e-PM is another UDOT system that acts as a project management tool for all construction projects. It is important for our maintenance folks to be aware of the functionality of e-PM, as projects can be set up to utilize state forces where maintenance forces will charge their equipment and materials costs against these types of projects. It is important to note that in all cases labor will hit the home unit.

Atom is UDOT’s maintenance management system and is used to track the actual cost spent towards an asset–either repairing, replacing, or preserving the asset, or performing a work activity. ATOM is used to collect as close to real-time data and actual costs that will lead to a performance based budgeting and asset management system. This allows UDOT to better manage and appropriate funding towards assets or activities at the critical time to extend life and achieve the lowest cost of ownership while maintaining the transportation system. ATOM also allows maintenance to understand how to prioritize their work plans to maximize their budget. ATOM takes the information entered by maintenance personnel and distributes that information to other UDOT systems that help manage the overall budget along with the inventory of assets (e-PM, FINET, GIS).

UDOT maintenance employees enter their time, equipment, and materials into ATOM against the asset or work activity they are performing. This establishes the actual costs needed to repair, replace, or provide routine maintenance against an asset. This cost data is used to establish budgets based on the expected or projected conditions of assets within the maintenance station boundaries, this concept is referred to as performance based budgeting and is a factor in determining the overall Maintenance Level of Service (MLOS). MLOS will be discussed in greater detail in its own chapter, Chapter 5 Maintenance Management System.

Budgeting Dashboards have been created to help the regions and central track expenses from all Maintenance activities and categories. The current dashboard can be found on the UDOT HUB and contains the following sections: 

• Current Budget

• Current Snow Budget

• Overtime Report

• Expense History