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RandomWare: Random Selection & Data Management Software for Drug & Alcohol Testing
MIS DOT Reports

RandomWare BASIC & PLUS Software Systems for Random Drug & Alcohol Testing generate audit reports as required by the US Department of Transportation (DOT). The reports are referred to as MIS Reports. The MIS DOT reports require close attention to personnel Mode & Category specifications. Every personnel record and every drug & alcohol record must have a Mode & Category specified. 

Every time a random selection is generated, a duplicate personnel roster is created. These duplicate rosters are used to determine the average size of the personnel roster according to the DOT's rules and regulations that determine the numbers reported. Each personnel record in these duplicate lists must also be managed so the Mode & Category for every record is properly specified.
To generate the MIS Report:
RandomWare Basic:
  • Start the program and click to open Open the Results File for the the Account
  • Click the menu Reports and choose MIS DOT: Specify Start and End Date
RandomWare Plus:
  • Open your Client Directory and right click on the company or consortium for which you want a DOT MIS report.
  • From the pop-up menu choose Results Standard View
  • Click the menu Reports and choose MIS DOT: Specify Start and End Date

If you receive the on-screen message "One of more records in the table do not have a Mode and/or Category listed." then read the below explanation of what is needed to remedy the issue.

NOTE: To review Mode/Category for Test Results, click the View menu and choose "MIS Mode/Category" and the screen will reopen with the columns displayed. To set the Mode/Category for each test result click into the Mode column and click the little symbol at the right edge of the cell to open the dialog which will let you set the Mode/Category for one or all records.
Covered Employees:
The number of employees covered in the report is based on the AVERAGE number of employees who participated in random selections during the period covered by the report. If there were no random selections generated during the period of the report, the number of "employees covered" is reported as ZERO. Read "How the DOT-MIS Report is generated" below for more information about this topic.
Reasons for Testing: Only the Reasons for Testing listed below are counted in the DOT MIS Report
PRE Pre-Employment
RND Random Selection
PAT Post Accident
REA-SUSP Reasonable Suspicion
REA-CAUSE Reasonable Cause
RTD Return to Duty
FUP Follow-Up Testing
FYI: Test Results that use ANY OTHER Reason for Testing are NOT Included in the reported test counts for the DOT MIS Report.
Test Result Codes: Only the Overall Qualitative Test Results listed below are counted in the DOT MIS Report
NEG Negative
POS Positive
CANCEL Cancelled
SHY-BLADDER Shy-Bladder (No Medical Explanation)
SHY-LUNG Shy-Lung (Breath-Alcohol)
DEC Declined to Participate (Other Refusals)
FYI: Test Results that use ANY OTHER Overall Qualitative Test Result Code are NOT Included in the reported test counts for the DOT MIS Report.
Adulterated & Substituted:
Test Results that have been Adulterated and/or Substituted are reported in the DOT MIS Report. These conditions are indicated by checking the respective check box in the test result editor. These conditions are not specified using the drop-down selection of Overall Qualitative test result codes.
About Modes & Categories:

Each Mode has a list of categories associated with it.

If the Mode/Category associated with a test result is not one of the Categories listed for the Mode being reported, i.e., the Modes that is specified for the Account or the Consortium for which the report is being generated, the record will not be counted correctly in the MIS report for the reported categories.

Note: A Category specified with a test result is compared by its Category-ID (data base record number for that category) and not the word or words entered to describe the category. Suppose, for example, DRIVER is a category declared with FMCSA: it gets its own category-ID, for example, 234. If the category DRIVER is declared again with another Mode, for example FTA, then it is a new category in the system and has its own category-ID, for example, 349. The DOT-MIS Analytics report show the Category-IDs displayed in brackets [] with each test result listed in this report.

The Category DRIVER associated with FMCSA and DRIVER associated with FTA are considered two distinctly different categories and report separately on the DOT MIS report if multiple Modes are mixed in the data (not recommended).

For the sake of the MIS report, it is not recommened to mix accounts of different Modes in a consortium or to change the Mode of an account after random selections have been generated: the audit trails of all personnel eligible for selection (saved with each random selection & sepecifically their Modes and Categories) are used to count the number in each category represented in completed test results.

If the current Mode for an account or a consortium does not match the Modes recorded in the audit trail of personnel records then all the data must be brought to consistency (i.e., all the data must be made to match).

How the DOT-MIS Report is generated:

The outline below summarizes a request for a report for an entire year January through December. In general you can request a DOT-MIS report for any period during the year, however, the report is limited to a single year.

The total number of personnel eligible for random selection is calculated from the audit trail. If, for example, 4 random selections were generated for the year and for each random there were 110, 120, 130, 110 personel eligible for selection, respectively, then the reported number ofpersonnel across all categories is (110+120+130+110)/4 = 470/4 = 117.5 and is rounded up to 118. If no random selections were conducted for the period requested, then the number of total personnel reported is ZERO (0) since there are no personnel lists to count; the current list of personnel is NOT used to report the total, rather, it's the number of personnel who participated in random selections.

From the audit trail of personnel for the random selections generated within the period covered for the report, all employee Mode/Category data is counted and averaged.
How to Manage Mode/Category prior to MIS Report generation if needed:

For DOT reporting purposes, everyone in a personnel roster must be specified by the same Mode. Some RandomWare applications use the Mode/Category for other purposes other than DOT requirements. This flexibility prevents a "global" Mode applied to the entire personnel roster.

  • Open your Client Directory
  • Click the menu Other Data > MIS: Modes/Categories
  • Find FHWA and change it to FMCSA
  • Save.
  • Double Click FMCSA
  • Change one of the Categories to DRIVER (use the space bar to overwrite any trailing characters) 
  • Save & Exit. 
  • Exit MIS: Modes/Categories Window.
  • Open the Client's Personnel roster (Randomware Plus: double click a client name / RandomWare Basic: open the Base List).
  • If mode/category columns not displayed, click the Views menu and choose Mode/Category. 
  • Click into a Mode cell and click the dropdown to display the Mode Manager. 
  • Choose FMCSA / Driver 
  • Click the button at the top of the little dialog box "Apply to all records" (acknowledge "Yes" when prompted). 
  • Save & Exit personnel roster. 
  • Right click the Client (see client directory) and choose "Results: Standard View" 
  • If mode/category columns not displayed, click Views menu and choose Mode/Category. 
  • Click into a Mode cell and click the dropdown to display the Mode Manager. Choose FMCSA / Driver 
  • Click the button at the top of the little dialog box "Apply to all records" (acknowledge "Yes" when prompted). 
  • Save & Exit. 
  • Open Selection History Audit:
    • RandomWare PLUS, open the Client Directory, click the menu "Open Options > Selection History Audit" 
    • RandomWare BASIC, from the main menu, click "Admin > Selection History Audit" 
  • Selection History Audit is a list of all the random selections you've conducted for each client in the directory. 
  • Click the sort icon (click the red portion) at the top of the first column so all client names appear grouped together. 
  • Find the first line for a client. 
  • Right click the name and choose "Base List at time of selection" 
  • Click into a Mode cell and click the dropdown to display the Mode Manager. 
  • Choose FMCSA / Driver Click the button at the top of the little dialog box "Apply to all records" (acknowledge "Yes" when prompted). 
  • Save & Exit. 
  • Do the same thing for each line that represents a random selection for the rquired year. 
  • After you do this for all clients, you'll be ready to run reports.