INSTRUCTIONS FOR USING

FRA’s CROSSING DATA RECONCILIATION APPLICATION

INTRODUCTION

The Federal Railroad Administration's (FRA) Crossing Inventory Reconciliation (CIR) Application allows States and Railroads to compare primary data fields in their Crossing data, with the US DOT National Crossing Inventory File, to determine which crossings match in both files, and leading to the situation where both files contain and agree on the same number of crossings. For a full explanation to FRA's CIR application, see "About CIR".

CONTACT INFORMATION

Contact Information for Questions or Assistance: FRA Project Office Help Desk, 1-888-372-9393 between the hours of 8:00 a.m. to 8:00 p.m. EST, or via email at Support@frasafety.net .

SUMMARY INSTRUCTIONS

SUMMARY OF STEPS TO USE CIR
(Crossing Inventory Reconciliation)
  1. Create a spreadsheet (Excel format) that contains the Agency’s       Crossing Data (only open crossings) (in the required format). 
  2. From the FRA’s CIR (Crossing Inventory Reconciliation) Application Website, enter your contact information in the User Info web page and click on Continue.    
  3. In the Upload File web page, check the type and position of the crossings that are in the submitted Excel file.  Select the file to be uploaded. Then click on Submit. 
  4. Check your e-mail for an acknowledgement for the receipt of your file. Then, within 24 hours, check for the results of the reconciliation processing.


DETAILED INSTRUCTIONS

1. Crossing Data File Preparation: The user needs to create an Excel file for all open crossings in the Agency's file in the following format by column: Crossing Number, State, County, Railroad, Type and Position. Closed crossings will not be processed.

CROSSING DATA INPUT FILE SPECIFICATIONS (in an Excel Spreadsheet File):

*See http://safetydata.fra.dot.gov/OfficeofSafety/publicsite/downloads/Auxilary.aspx for valid values (e.g., Select "State Codes", or "County Codes by State")

**If incorrect spelling is submitted, for names, instead of coded values, for either State, County, Type, and Position, the result may be processed as invalid data, or data that is not in FRA's file. Because of this, the preferred method is to enter the appropriate codes, for these fields. Incorrect format in the Excel table structure will result in an e-mail message to the user.

The following are two sample Crossing Input Files (in Excel format), showing one row of crossing data:    

  • Required Format(Excel file):
  • CROSSING STATE COUNTY RAILROAD TYPE POSITION
    545696B 26 C005 GDLK 3 1

     

    OR

  • Required Alternative (in an Excel file):
  • CROSSING STATE COUNTY RAILROAD TYPE POSITION
    545696B MI  ALLEGAN GDLK PUBLIC GRADE


    2. Go to the Reconciliation Application Website.

    3. Enter User Information: On the User Info page, enter your Name, Phone Number (xxx-xxx-xxxx), e-mail address, Type of Agency, and Agency Name (click on down arrow and select Type of Agency and Agency Name. Then click on Continue.
    4. Upload the Crossing Reconciliation File: A web page will appear that allows you to submit one file. In this Upload File page, check off all of the types of crossings that are included in the file that you are submitting (in the example below, only public at-grade crossings is checked off). Please note that only crossings that are open should be submitted.

    After you check off the type and position of crossings that the file contains, click on Browse and select the file to be submitted (it must be in an Excel file, and meet the file specifications specified above). Click on Submit.

    If the file was uploaded successfully, a message will appear indicating that the upload was successful.

    5. Check your e-mail for your acknowledgement and results: An acknowledgement will be sent to your e-mail address. If the file submitted is in the incorrect format, you will receive an e-mail indicating this and and processing may not occur. Summary results report(s) and Excel file(s) will be sent to your e-mail address identifying differences.

    The following types of output will be found in the results report and tables:

    A. NOT FRA: Crossings that are in submitted data file but are not in the National Crossing Inventory File. These results will allow the user to immediately and separately send to FRA those unreported crossing records that are not in the National File, thus, complying with the requirement of the statute.

    B. NOT AGENCY: Crossings that are open in the National File, but are NOT in the submitted file. These results will require the user to do some additional checking and research to see why those crossings are not in their file, possibly determining that they are Closed, and then notifying FRA of their status.

    C. FRA CLOSED: Crossings in submitted data file which are shown as closed in the National Crossing inventory File.

    D. DIFF STATE: Crossings that show to be in a different State in the National Crossing Inventory File as  compared to the submitted file.

    E. DIFF COUNTY: Crossings that show to be in a different County in the National Crossing Inventory File compared to the submitted file. 

    F. DIFF RAILROAD: Crossings that show a different Operating Railroad in the National Crossing Inventory File compared to the submitted file. 

    G. DIFF AGENCY: Crossings that are in the FRA File, but have a different Agency (i.e., State or Railroad), based on Agency information provided in the User Info page.

    H. NUMB MATCH: Open crossings that match in both files for the Crossing Number field.

    I. ALL MATCH: Open crossings that match in both files, for the following fields: Crossing Number, State, County, Railroad, Type and Position of the crossing.

    J. DIFF TYPE&POS: Crossings with a different type and/or position in the National Crossing Inventory data compared to the submitted data file.