2012018-2019 Committee Accomplishment Reports 2019 …...2012018-2019 Committee Accomplishment...

2012018-2019 Committee Accomplishment Reports

202019-2020 Committee Action Plans

(direct links available below)

• Agency Administration• Civil Rights• Human Resources• Internal and External Audit• Knowledge Management

Agency Administration Managing Committee Accomplishments Report to the AASHTO Board of Directors & Strategic Management Committee

Wednesday, October 9, 2019 – St. Louis, Missouri

The following report is provided to the AASHTO Board of Directors and Strategic Management Committee regarding the activities of the AASHTO Agency Administration Managing Committee for the time period beginning after the September 2018 Annual Meeting to the October 2019 Annual Meeting:

Officers Chair: Shawn Wilson, Secretary, Louisiana DOTD Vice Chair: Laura Mester, Chief Administrative Officer, Michigan DOT Secretary: Amanda Holland, Management Director, Office of Management and Budget, State

of Alaska AASHTO Liaison: Clarisse Coble, HR Director

Action Plan Task Progress: Task # Task Description Status Comments *N/A 2019 Agency Administration Conference Completed • Joint conference with

Committees on Civil Rights,Human Resources, KnowledgeManagement and theTransportation CurriculumCoordination Council (TC3).

*N/A Lead committee for the Joint Task Force (JTF) on Managing the Impact of Digitalization on the DOT Workforces

In Progress • Received SMC Approval in Sept.2018.

• Joint taskforce with Committeeson Data/Analytics, Civil Rights,Human Resources andKnowledge Management

• Mission to support DOTs inaddressing the impacts ofdigitalization on their workforcesby raising awareness anddeveloping cross cuttingsolutions and practices in theareas of culture, talentmanagement andinformation/data management.

*N/A Participation in the Domestic Scan 19-02 Leading Practices in Strategic Workforce Management by Transportation Agencies

In Progress • Scan team kickoff meeting heldSeptember 18, 2019.

• Desk scan underway; in-personscan tentatively scheduled forMay/June 2020.

*N/A Participation in NCHRP 02-25 Workforce 2030-Attracting, Retaining, and Developing the Transportation Workforce: Design, Construction, and Maintenance

In Progress • Panel committee selectedPrincipal Investigator.

• Research and data compilationunderway.

• To be completed by May 2021.*Committee did not submit an action plan for the previous year.

Dates and locations of future meetings: • June 7-10, 2020 – New Orleans, Louisiana

List any other activities accomplished: • Appointment of Committee Chair, Shawn Wilson, Secretary, Louisiana DOTD• Appointment of Committee Secretary, Amanda Holland, Management Director, Office of

Management and Budget, State of Alaska• Establishment of regional representatives

o NASTO: Nicole Majeski, Delaware DOTo SASHTO: David Howard, North Carolina DOTo MAASTO: Lee Wilkinson, Iowa DOTo WASHTO: Lorri Economy, Utah DOT

• Development of Committee Strategic Plan

Agency Administration Managing Committee ACTION PLAN

October 1, 2019 – September 30, 2020

GOAL #1 Workforce Management

STRATEGY The Agency Administration Managing Committee will collaborate with its fellow committees and member states to develop a comprehensive approach to what the transportation workforce needs to look like in the future, and identify trends and methods for closing any gaps.

Task # Task Description Assigned to: Coordinating Committees/Councils Due Date Comments

Associated AASHTO Goal #

1 Lead and participate in the Joint Task Force (JTF) on Managing the Impact of Digitalization on the DOT Workforces

Amanda Holland/Lorri

Economy

Committees on Civil Rights, Data and Analytics, Human

Resources, and Knowledge

Management

Ongoing

SMC approved formation of JTF in

Sept. 2018. This year, will focus on

reviewing and approving updates from the JTF, and

reporting JTF progress to SMC.

1, 3

2

Identify additional activities outside of JTF that could assist DOTs with

workforce issues.

TBD Committee on Human Resources Ongoing

Discussed at 10/7/19 business

meeting: Participation in

the AASHTO training RFP taskforce, portal, HR

roundtable at 2020 AASHTO

Spring Meeting

1, 3

(No action items from Goal #2 planned for this period)

GOAL #3 Research

STRATEGY The Agency Administration Managing Committee will develop research projects in emerging transportation administration and management issues to delineate best practices that exist in public and private organizations.

Task # Task Description Assigned to: Coordinating Committees/Councils Due Date Comments


1

Partner with the Committee on Knowledge Management to submit an NCHRP 20-24 problem statement titled Mapping the Common Interests of AASHTO Committees

Victoria Sheehan

Committee on Knowledge

Management TBD

The goal of this project is to review the

strategic plans and action plans of all

councils and committees to

map the common interests and

activities. This information can

provide the foundation for collaborative

activities. Collaboration will

help identify priorities and help

us work more efficiently.

1, 3

2

Participation in Domestic Scan 19-02 Leading Practices in Strategic Workforce Management by Transportation Agencies

Amanda Holland/Lee

Wilkinson

Committees on Human Resources and

Knowledge Management

July 2020 N/A 1, 3

3

Participation in NCHRP 02-25 Workforce 2030--Attracting, Retaining, and Developing the Transportation Workforce: Design, Construction, and Maintenance

Amanda Holland/Greg

Davis

Committees on Civil Rights and Human

Resources 5/15/2021 N/A 1, 3

5 Identify research focus areas for 2020-2021 action plan (e.g., federal reporting, procurement, etc.)

TBD 1, 3

4

NCHRP 20-24(123) Roadmap for Supporting Specialty Personnel Recruitment, Development, and Retention in the DOT Workforce

TBD TBD TBD On hold by TRB 1, 3

GOAL #4 Coordination and Communication

STRATEGY

The Agency Administration Managing Committee will collaborate with AASHTO committees that share similar goals to work together towards shared goals and reduce duplicative efforts.

Task # Task Description Assigned to:

Coordinating Committees/Councils Due Date Comments


1 Regularly allow committee report outs at AAMC meetings

Dr. Shawn Wilson

Committees on Civil Rights, Knowledge

Management, Human Resources,

Internal/External Audit

Ongoing

Support and encourage

building collaboration teams across committees

1, 3

2 Support knowledge sharing through committee websites

Clarisse Coble Ongoing 1, 3

GOAL #5 Administrative Leadership

STRATEGY The Agency Administration Managing Committee will operate as a forum where state DOTs can come together and discuss issues that are impacting them.




1 Create an online portal/forum to discuss agency administration issues outside a single focus area

Clarisse Coble TBD 1, 3

2

Plan general sessions at the 2020 Agency Administration Conference to discuss agency administration issues at a higher level.

2020 Conference

Planning Taskforce

Committees on Civil Rights, Data and Analytics, Human

Resources, and Knowledge

Management

February 2020 1, 3

COMMITTEE on Civil Rights Accomplishments Report to the AASHTO Board of Directors & Strategic Management Committee


The following report is provided to the AASHTO Board of Directors and Strategic Management Committee regarding the activities of the AASHTO Committee on Civil Rights for the time period beginning after the September 2018 Annual Meeting to the October 2019 Annual Meeting:

Officers Chair: Greg Davis, Division Director, Minority & Small Business Affairs, South Carolina

DOT Vice Chair: Michael Bryant, Director, Civil Rights Division, Texas DOT Secretary: Tyra Redus, Chief Equity & Inclusion Officer, District DOT AASHTO Liaison: Clarisse Coble, HR Director

Action Plan Task Progress: Task # Task Description Status Comments *N/A 2019 Agency Administration Conference Completed • Joint conference with the

Committees on Civil Rights,Human Resources, KnowledgeManagement and theTransportation CurriculumCoordination Council (TC3).

*N/A Participate in joint taskforce with Data and Analytics, Agency Administration, Civil Rights, and Knowledge Management Committees

In Progress • Received SMC Approval in Sept.2018.

• Joint taskforce with Committeeson Data and Analytics, HumanResources, KnowledgeManagement and AgencyAdministration

• Mission is to support DOTs inaddressing the impacts ofdigitalization on their workforcesby raising awareness anddeveloping cross cuttingsolutions, practices and tools inthe areas of culture, talentmanagement andinformation/data management.

*N/A Participation in NCHRP 02-25 Workforce 2030--Attracting, Retaining, and Developing the Transportation Workforce: Design, Construction, and Maintenance

In Progress • To be completed by May 2021.

*Committee did not submit an action plan for the previous year.

Dates and locations of future meetings: June 7-10, 2020 – New Orleans, Louisiana

List any other activities accomplished:

• Appointment of Committee Chair, Greg Davis, South Carolina DOT • Appointment of Committee Vice Chair, Michael Bryant, TX DOT • Appointment of Committee Secretary, Tyra Redus, District DOT • Establishment of regional representatives

o NASTO: Debra Goss, Connecticut DOT o SASHTO: Sandra Norman, Virginia, DOT o MAASTO: Kim Watson, Ohio DOT o WASHTO: Norma Lucero, Alaska DOT

• Development of Committee Strategic Plan

1

AASHTO Committee on Civil Rights ACTION PLAN


GOAL #1 Effective Implementation of ADA Transition Plans

STRATEGY Work to identify and share best practices on implementing transition plans efficiently and effectively.




1 Develop a survey to send to states identifying implementation processes

Kimberly Watson

(OHDOT) / Tyra Redus

(DDOT)

N/A 10/31/19 N/A 1, 3

2 Establish an interdisciplinary team to Identify best practices from the processes received (construction, maintenance etc.)

Kimberly Watson


(DDOT)

N/A 12/30/19 N/A 1, 3

3 Share best practices

Kimberly Watson


(DDOT)

N/A 2/20/20 N/A 1, 3

GOAL #2 Workforce Diversity and Inclusion

STRATEGY

The AASHTO Committee on Civil Rights, as part of a joint taskforce, will work with the committees on Agency Administration, Human Resources, Knowledge Management, and Data Analytics to optimize the alignment of workforce, technology, data and knowledgemanagement, and organizational development, to strengthen agency capabilities, and identify gaps, barriers, issues and obstacles as they relate to emerging field.

2




2 Identify areas of underutilization

Debra Goss (CTDOT) /

Joanna McFadden (ARDOT)

Committee on HR, Agency

Administration, Knowledge

Management, and Data and Analytics

11/15/19

The committee will be reviewing organizational change models from DOTs.

1, 3

3 Establish parity goals for specific disciplines






11/15/2019

Barriers to recruitment include; talent shortages; retirements; promotions; and turnover. Diversity goals must go beyond race and gender. Diversity must be a priority.

1, 3

4 Identify barriers and solutions to each identified barrier






12/15/19

There is a need to improve information management and innovation to meet the needs of an inclusive workforce. Develop concepts for communication tools to educate and promote awareness of the

1, 3

3

benefits and value of inclusive diversity. Educate on the benefits and payoffs of a holistically inclusive environment.

5 Report findings to the committee






1/15/2020

We will be looking to develop a scope document for a NCHRP project by 1/1/2020. Research science of collaboration (TRB presentation) with white paper 4/15/2020.

1, 3

GOAL #3 DBE Program Policy Task Force

STRATEGY

Because methods of project delivery in the Federal Highway Administration Federal-aid program have expanded beyond the traditional design-bid-build model around which the DBE Program and corresponding guidance were structured, it is becoming difficult to apply the regulationsto some of these alternative contracting methods. We will help civil rights and other oversight practitioners in ensuring that FHWA regulatory requirements are met by reviewing FHWA guidance and providing feedback.




1 Identify areas of 49CFR that are inconsistent with alternative contracting methods

Sandra Norman (VDOT)

N/A December 2019

Engage VDOT team and SASHTO

region to begin work in this effort by the end of Sept.

1, 3

4

2019, involve other regions to ensure national

concerns are addressed.

2 Review FHWA Technical Assistance Handbook

Sandra Norman (VDOT)

N/A December 2019 N/A 1, 3

3 Provide recommendations Sandra

Norman (VDOT)

N/A March 2020 N/A 1, 3

GOAL #4 FHWA Partnership STRATEGY The Committee on Civil Rights will continue to work with the FHWA office of Civil Rights to ensure an understanding and compliance with

regulations associated with the Civil Rights Programs.




1 Identify areas of concern within each program area (ADA, DBE, EEO, OJT, Title VI)

Michael Bryant

(TXDOT) / Norma

Lucero (AK DOT)

N/A 12/1/19

Will identify workgroup members in each region; survey all DOTs to specify concerns and needs

1, 3

2 Work with FHWA to establish guidance documents and coordinate training opportunities

Michael Bryant

(TXDOT) / Norma

Lucero (AK DOT)

N/A 3/1/20

Identify and plan for regular guidance updates; coordinate and publicize training opportunities nationwide

1, 3

5

3

Prepare a resolution to formalize the partnership between FHWA Civil Rights Office and the Committee on Civil Rights

Michael Bryant

(TXDOT) / Norma

Lucero (AK DOT)

N/A 6/1/20

Develop detailed document to incorporate regular meetings between FHWA and Committee leadership; establish best practices; maximize efficiency and consistency among FHWA and DOTs related to civil rights; and increase integration of civil rights into all activities of each State DOT.

1, 3

4 Work with FHWA to improve coordination between State DOTs and other modal administrations.

Michael Bryant

(TXDOT) / Norma

Lucero (AK DOT)

N/A 9/1/20

Schedule meeting with FHWA and USDOT and other modal administrations to streamline processes, reporting, and coordination. Tentative plan to meet in July 2020 during annual FAA Civil Rights

1, 3

6

Training Conference

Committee on Human Resources Accomplishments Report to the AASHTO Board of Directors & Strategic Management Committee


The following report is provided to the AASHTO Board of Directors and Strategic Management Committee regarding the activities of the AASHTO Committee on Human Resources for the time period beginning after the September 2018 Annual Meeting to the October 2019 Annual Meeting:

Officers Chair: Lee Wilkinson, Director, Administrative Services Division, Iowa DOT Vice Chair: Brenda Williams, Chief Human Resources Officer, Idaho TD Secretary: Jeff Pelton, Director, Office of Human Resources and Safety, Washington State

DOT AASHTO Liaison: Clarisse Coble, HR Director

Action Plan Task Progress: Task # Task Description Status Comments 2.1 Explore the possibility of an HR

Roundtable at the 2019 AASHTO Spring Meeting

Postponed to the 2020 AASHTO Spring Meeting

The Committee on HR will work withthe Agency Administration ManagingCommittee and AASHTO leadershipto propose an HR Roundtable at the2020 AASHTO Spring Meeting,similar in format to that whichoccurred at the 2018 Spring Meetingin Franklin, Tennessee

2.2 Host 3 webinars, invite all interested committees to participate

Partially Completed

Workforce Development Strategies atWSDOT, presented by Jeff Pelton on12/14/18

Dynamic Duo: WorkforceDevelopment and KnowledgeManagement presented by AmandaHolland on 3/25/19

Webinar recordings and notes available at https://humanresources.transportation.org/

2.3 Participate in committee for the Joint Task Force (JTF) on Managing the Impact of Digitalization on the DOT Workforces

In Progress Received SMC Approval in Sept.2018.

Joint taskforce with Committees onData and Analytics, Civil Rights, andKnowledge Management; led byAgency Administration ManagingCommittee

Mission is to support DOTs inaddressing the impacts ofdigitalization on their workforces byraising awareness and developingcross cutting solutions, practices andtools in the areas of culture, talentmanagement and information/datamanagement.

3.1 Increase committee’s presence in research

In Progress Committee is now participating in: NCHRP 08-125: Attracting,

Retaining, and Developing theTransportation Workforce:Transportation Planners

NCHRP 02-25 Workforce 2030--Attracting, Retaining, and Developingthe Transportation Workforce: Design,Construction, and Maintenance

Domestic Scan 19-02 LeadingPractices in Strategic WorkforceManagement by TransportationAgencies

4.1 Begin information gathering and preparation to enable committee to collect HR Metrics from all DOTs and deliver this data in Spring 2020.

In Progress Determine the key strategic humanresource metrics, define those metrics,and then collect annual metric datafrom all member states, publishing theresults along with the Annual SalarySurvey.

Dates and locations of future meetings: June 7-10, 2020 – New Orleans, Louisiana

List any other activities accomplished: Annual conference May 5-8, 2019 in Baltimore, MD with the Committees on Civil Rights,

Knowledge Management, the Agency Administration Managing Committee, and theTransportation Curriculum Coordination Council (TC3)

Held monthly leadership calls involving the committee officers, regional representatives, andAASHTO Liaison.

Committee on Human Resources ACTION PLAN


GOAL 2 Collaborate with AASHTO Committees to Develop a Coordinated Workforce Development Strategy

STRATEGY The Committee on Human Resources will collaborate with the AASHTO Committees to develop a coordinated workforce development strategy to include both technical and employee development training courses.




1 Explore the possibility of a future HR Roundtable at the 2020 AASHTO Spring Meeting

Lee Wilkinson All

AASHTO Spring Meeting 5/27 (Begin planning Jan 2020)

Theme: Recruitment and Retention of a world‐class

workforce. How to attract and retain

top talent.

1

2 Host 3 webinars, invite all committees to participate

Karin van Dyck All Ongoing Webinar topics

TBD 1

3

Participate in joint taskforce with Data and Analytics, Agency Administration, Civil Rights, and Knowledge Management Committees

Karin van Dyck and Brenda Williams

Data and Analytics, Agency

Administration, Civil Rights and Knowledge Management

Ongoing N/A 1, 3

GOAL 3 Develop Research Projects for Best Practices in Workforce and Succession Planning as well as other emerging strategic human resource issues.

STRATEGY The Committee on Human Resources will evaluate concepts for research and submit research proposal to delineate best practices that exist in public and private organizations for workforce and succession planning and other emerging human resource issues.




1

Participation in NCHRP 08‐125: Attracting, Retaining, and Developing the Transportation Workforce: Transportation Planners

Karin Van Dyck

Committees on Planning 3/4/2021 N/A 1, 3

2

Participation in NCHRP 02‐25 Workforce 2030‐‐Attracting, Retaining, and Developing the Transportation Workforce: Design, Construction, and Maintenance

Jeff Pelton

Agency Administration Managing Committee and Committee on Civil

Rights

5/15/2021 N/A 1, 3

3

Participation in Domestic Scan 19‐02 Leading Practices in Strategic Workforce Management by Transportation Agencies

Brian Robinson

Agency Administration Managing

Committee/Committee on Knowledge

Management and Human Resources

July 2020 N/A 1, 3

4

Partner with the Committee on KM on the submission of a research project to develop a guide for collecting and storing oral histories and help surface additional resources in an effort to pass down knowledge from the retiring workforce.

Brenda Williams

Committee on Knowledge Management

TBD N/A 1, 3

5

Partner with the Committee on KM in the submission of a research project to understand knowledge management in context with human resource management, information technology,

Lee Wilkinson

Committee on Knowledge Management

TBD N/A 1, 3

data management, workforce development, learning cultures, and organizational development.

6

NCHRP 20‐24(123) Roadmap for Supporting Specialty Personnel Recruitment, Development, and Retention in the DOT Workforce

Jennifer Schoorl TBD TBD On hold by TRB 1, 3

GOAL 4 Determine Key Human Resources Metrics and collect Annual Data from Member States.

STRATEGY The Committee on Human Resources will determine the key strategic human resource metrics, define those metrics, and then collect annual metric data from all member states, publishing the results along with the Annual Salary Survey.




1 Review collected information from state DOTs to determine which current HR metrics are being reported.

Jennifer Schoorl/ Amanda Holland

N/A 11/5/2019

Review input from participating

states; identify top themes; connect

with DOTs

1, 2

2

Create/build workforce demographics survey, add in any state stats that can be pre‐populated & verified.


N/A 12/31/2019 N/A 1, 2

3 Send out developed survey to all DOTs.


N/A 2/15/2020

30 day window after holidays to get survey out to

members to participate; will

create

1, 2

communications plan to ensure we

get high participation

4 Analyze survey results


N/A 4/30/2020

Review input and create a

mechanism for all DOTs to see

information/data

1, 2

5 Create reporting stats of the survey


N/A 5/20/2020

Parse out information to see

the data and discuss with the HR Committee

1, 2

6 Present stats at June 2020 AASHTO HR Committee meeting, develop actions and future goals


N/A June 2020

Provide a presentation of

the survey results; Include breakout on the agenda to

hold a collaborative discussion, Identify key

actions/goals with the collective group for the Committee

1, 2

7 Create an annual process to survey baseline data; determine new factors; analyze results


N/A 8/31/2020 N/A 1, 2

Committee on Internal and External Audit Accomplishments Report to the AASHTO Board of Directors & Strategic Management Committee


The following report is provided to the AASHTO Board of Directors and Strategic Management Committee regarding the activities of the AASHTO Committee on Internal/External Audit for the time period beginning after the September 2018 Annual Meeting to the October 2019 Annual Meeting:

Officers Chair: Daniel Kahnke, Minnesota DOT

Vice Chair: Marlene Hartinger, Oregon DOT

Secretary Stephen Kirk, Illinois DOT

Treasurer Cindy Charles, Minnesota DOT

AASHTO Liaison: Jenet Adem

Action Plan Task Progress: Task # Task Description Status Comments 1 Peer-Review Sub-committee On-going Completed several peer-reviews of

states. 2 Uniform Audit and Accounting Guide

Sub-committee On-going Monthly meetings to discuss possible

changes to the guide. 3 Internal Audit Practices Sub-committee On-going Discuss best practices regarding

audit of DOT’s. 4 Annual Meeting/Planning On-going Plan conf., and get speakers and

venue. 5 DCQA Award Sub-committee On-going Yearly award for outstanding

excellence 6 AASHTO – ACEC Subcommittee on

Audit On-going Yearly meeting with consultants

regarding audit and OH issues.

Dates and locations of future meetings:

Minnesota in July of 2020. Conf. in at the St. Paul Hotel Michigan possibility in 2021. Waiting on AASHTO approval.


Working with AASHTO regarding our Annual Meeting and roles/responsibilities.

Committee on Internal and External Audit ACTION PLAN


GOAL: Knowledge Sharing STRATEGY: Member Engagement and Active Roles

Task # 1 Task Description Assigned to:

Coordinating Committees/Council

s Due Date Comments


1 Hold Annual Meeting AASHTO/Host State Audit Committee Board

Ongoing Meetings held July/August timeframe

2 Establish and support Subcommittees Audit Committee Board

AASHTO Ongoing Several subcommittees currently in operation; new subcommittees formed as needed

3 Offer leadership roles on subcommittees and board

Audit Committee Board

AASHTO Ongoing Board positions filled according to Charter; subcommittee positions routinely sought and filled by member departments

GOAL: Audit Quality STRATEGY: Technical Expertise and Peer Review



s Due Date Comments


1 Provide continuing education opportunities Audit Committee Board

AASHTO, WASHTO, MAASTO, NASTO, SASHTO

Ongoing Annual meetings and region-specific trainings regularly held

2 Develop, regularly update, and sustain access to technical resource materials

Uniform Audit Guide and Internal Audit Guide Subcommittees

Audit Committee Board; AASHTO; ACEC

Ongoing

3 Operate and ensure adequate resourcing of peer review program

Peer Review Subcommittee

Audit Committee Board; AASHTO

Ongoing

GOAL: Partner Connections STRATEGY: Information Sharing and Issue Resolution



s Due Date Comments


1 Ensure opportunity for dialogue between members states, ACEC, and federal partners

ACEC Liaison Subcommittee

Audit Committee Board; ACEC Board, FHWA

Ongoing ACEC-AASHTO liaison meeting held at Annual Meeting

2 Provide path for issue escalation and resolution

Audit Committee Board

ACEC Board, FHWA Ongoing ACEC Board and Audit Committee Board meet regularly throughout year

COMMITTEE on KNOWLEDGE MANAGEMENT

Accomplishments Report to the AASHTO Board of Directors & Strategic Management Committee


The following report is provided to the AASHTO Board of Directors and Strategic Management

Committee regarding the activities of the AASHTO Committee on Knowledge Management for the time

period beginning after the September 2018 Annual Meeting to the October 2019 Annual Meeting:

Officers

Chair: Victoria Sheehan (NH)

Vice Chair: Leni Oman (WA)

AASHTO Liaison: King W. Gee

Action Plan Task Progress:

No Action Plan was submitted last year because the committee was still being formed.

Subsequently, an informal action plan was developed and the following were accomplished.

Task # Task Description Status Comments

1.1.A Establish three task forces Operational Being proposed to the SMC to be

converted to subcommittees

1.1.B Strategic Plan adopted December 2018 Done Submitted to SMC

1.2.A Established contact with TRAC/RIDES Done TSP chair presented to CKM

1.2.C

&

2.1.C

Conduct a survey of AASHTO

committee about CKM expectations

Developed and conducted a survey

of state DOT CEOs and CKM

Members

1.2.D JTF on Digitalization Impact Underway Helped develop and joined Joint

Task Force

1.4.A Created KM Committee Webpage Done Loaded key documents

2.1.A Overview of Knowledge Management Done One-pager developed

2.1.B KM Case Studies Underway Template created

3.1.A Developed a draft Strategic

Communication Plan

Underway Review comments received

3.1.B Disseminate information regarding KM Ongoing Provided a robust KM program for

the AASHTO Administration

conference including private sector

engagement. Presentations mounted

on committee webpage

3.1.C KM Webinars Underway Held one KM Webinar

4.2.A Knowledge Management Forums Underway Conducted a visioning session with

members to understand interests

4.3.A Information Sharing tools Underway Coordinated with TRB Task Force

on Knowledge Management and

National Transportation Library on

collection interests

6.2.BA Develop research needs Underway Developed six research problem

statements. Request for JTF support

was funded. Five others are in review

for fall submittal.

Dates and locations of future meetings:

2020 committee meeting planned to be in conjunction with Agency Administration Committee meeting in

New Orleans in June 2020.


Conducted monthly Steering Committee Meetings

Established a committee list serve

Collaborated with the TRB KM Task Force to develop research statements for KM and obtained

NCHRP funding for one project.

Committee on Knowledge ManagementYEAR 2 ACTION PLANOctober 1, 2019 – September 30, 2020

Plan Element Task Description Assigned to: Champion:Completion

DateComments


GOAL: 1 Committee Formation – Establish and become the AASHTO Committee on Knowledge Management.STRATEGY 1.1 Provide structure and operational guidance necessary to conduct the Committee’s work efficiently and effectively.

1.1.CEstablish committee norms for engagement and collaboration

Steering Committee Vice Chair 3/31/2020 3

1.1.DUse feedback to review and, as necessary, update the Strategic Plan and Action Plan

CKM Steering Committee

Vice Chair 9/30/2020 3

STRATEGY 1.2 Define and establish the Committee’s roles and responsibilities within AASHTO.

1.2.AEstablish connections with TRAC & RIDES

Steering CommitteeLorri Economy & Justin

Bruner 9/30/2020 TRAC & RIDES presentation at May CKM business meeting

3

1.2.BConduct a KM awareness session at AASHTO fall or spring meeting

Steering Committee/Strategic Communications

Chair 10/30/2019

Survey conducted April 2019. Initial results reported at CKM Business Meeting in May. Will close June 30, 2019.

1

1.2.CConduct a survey of AASHTO committee about CKM expectations


1.2.d

Support creation of a Joint Task Force on agency administration, data management and analytics, human resources, and KM

Joint Task ForceLeni & Christine with support from Amanda

& Lorri12/31/2020

Established. Obtained 20‐123 funding for face to face meeting following the Agency Administration Conference.

3

STRATEGY 1.3 Determine the CKM’s relationships with other AASHTO committees, task forces, and other relevant bodies.

1.3.ADevelop a plan for coordinating with other AASHTO committees

Steering CommitteeCKM Annual Meeting

Coordinator 9/30/2021

Pilot coordination with other Agency Administration Committees on AASHTO Agency Administration Conference. Defer broader collaboration until 6.1.A is completed.

3


DateComments


STRATEGY 1.4 Establish a web presence for the CKM on the AASHTO web site

1.4.A Establish and maintain a web presence AASHTO & Web Team Web Team lead ContinuousWebsite published April 2019https://km.transportation.org/

1

GOAL: 2 KM Leadership – Create expectations for DOTs to build knowledge management (KM) capabilities.STRATEGY 2.1 Develop and continue to refine the business case for KM.

2.1.B.Capture case studies from state DOTs on their implementation efforts and promote them through outreach

Communications / Web Team/Research

Strategic Communications Lead 9/30/2020

Develop a case study structure.Capturing the digital documentation is challenging. Request funding for someone to interview and develop case studies.

1

2.1.C.Conduct a survey of DOTs to gauge their CKM expectations


2.1.D.Engage DOT leadership in activities to promote KM

Steering Committee Chair Continuous 3

STRATEGY 2.2 Facilitate integration/implementation of KM into DOTs and AASHTO work.

2.2.AEstablish metrics to track integration and the impact of KM practice

Steering CommitteeResearch Task Group

to initiate 9/30/2020 1

STRATEGY 2.3 Create a platform for establishing standards for KM in DOTs.

2.3.AEstablish a collection of resources on KM best practices

Communications / Web Teams

Communications lead on collection. Web Team on display.

Continuous

Also discussing development of a KM LibGuide with the NTL and coordination information resources with the NTL and TRB Task Force on Knowledge Management.

1

GOAL: 3 Awareness and Advocacy – Raise awareness throughout AASHTO Member agencies about KM.STRATEGY 3.1 Develop awareness and understanding of KM and its potential benefits.

3.1.A.Create a communication/outreach plan to implement the outreach effort

Communications Team Becky Burk 3/31/2020Implementing the Strategic Communication Plan

4

3.1.B.Disseminate information regarding KM


Justin for website announcement 9/30/2020 As an ongoing function, I think its hard

to set milestones for this strategy1


DateComments


3.1.C. Develop and conduct KM webinars Communications Team

Strategic Communications leads content, Web Team leads storage and

access.

Continuous Partner with the TRB Task Force on Knowledge Management

1

3.1.D.Prepare an annual report on KM metrics and results.

Steering CommitteeStrategic

Communications Lead 9/30/2020 Consider for FY 2020 as annual survey 1

STRATEGY 3.2 Increase the number of DOT staff that are familiar with KM practices and benefits.

3.2.ACreate a methodology to track via survey

Steering Committee 9/30/2020 Consider creating a working group for metrics

1

3.2.BAll Member agencies are involved in the CKM

Steering Committee 9/30/2020Develop a strategy for engaging member organizations that are not involved.

1

STRATEGY 3.3 Improve the KM literacy of state DOT staff.

3.3.ACreate a methodology to track via survey

Steering Committee Research Task Group 9/30/2020

Consider creating a working group for metrics. A near term activity could be development of a glossary of KM terminology and a concept map.

1

STRATEGY 3.4 Sell the benefit of KM.

3.4.A

Conduct marketing to educate the DOT community about the purpose, role and benefits (to them) of the CKM and its associated activities


Strategic Communication Lead 9/30/2020

Communications lead. Web how. Discuss push and pull needs. Primarily pull but clarify when we have a push.

4

GOAL: 4 Community of Practice – Serve as a community of practice on KM for AASHTO member agencies. STRATEGY 4.1 Develop a shared understanding and vision for communities of practice.

4.1.AConduct visioning for what a KM Community of practice would be

Steering Committee Vice Chair 9/30/2019 Held visioning session at AASHTO Agency Administration Conference

3

4.1.B Create a community of practice forum Communications / Web Teams

Web Team lead 9/30/2020 To be completed after visioning session is held

1

STRATEGY 4.2 Build AASHTO committee capabilities and tools to operate as a community of practice.

4.2.ACreate and maintain a forum where DOTs can share information and discuss topics related to KM.


Web Team lead 9/30/2020This is about the broader AASHTO community and helping them implement CoPs.

1


DateComments


STRATEGY 4.3 Create a library of resources, literature and practices to ensure DOTs have an effective avenue to the latest advances in KM.

4.3.A

Produce a manual, website, or other information sharing tools that will facilitate DOTs implementation of KM practice


Strategic Communications 9/30/2020

Develop what to put where guidance and who is responsible for each type of content.

1

GOAL: 5 Information Management – Align information management practices with the needs of knowledge workers and organizational objectives.STRATEGY 5.1 Establish the CKM as a clearinghouse for information about State DOT KM practices.

5.1.A Develop KM briefing papers Communication Team Continuous 1

STRATEGY 5.2 Establish practices that help align information management activities with the needs of knowledge workers and organizational objectives.

5.2.ADevelop a strategy to modernize and understand interrelationships between IT, HR, OD and KM

Joint Task Force & Research Team

KM JTF Members 9/30/2020 3

5.2.BCollaborate with Data Management & Analytics on enterprise information governance

Research Team Vice Chair 9/30/2020Review and update the roadmap each year.

3

GOAL: 6

STRATEGY 6.1

6.1.AReview Committee strategic plans to identify potential opportunities for collaboration and coordination.

Steering Committee Vice Chair 9/30/2020

This also relates to Strategy 4.2.A.Consider creating a working group to develop a knowledge map of this.

3

6.1.B

Reach out to other Committees, suggest opportunities for collaboration or coordination, and establish common ground.

Steering Committee 2021 Pending results of 6.1.A and NCHRP request

3

STRATEGY 6.2 Collaborate with others on advocacy, research and development activities that advance effective KM practices in transportation.

6.2.ADevelop forums for strategic networking within and beyond AASHTO.

Web Team Web Team Lead 9/30/2021 Pending results of 6.1.A and 6.1.B 1

Coordination – Coordinate with other AASHTO Committees, TRB Committees and Cooperative Research Programs, and other appropriate entities to advance KM in AASHTO and the transportation sector. Establish an active role for the KM Committee supporting and advising other AASHTO committees on the use and application of KM in their activities.


DateComments


6.2.B

Collaborate with other committees to identify research needs, develop submittals, conduct tech transfer, and capture value.

Research Team Research Team Lead Continuous Expand outreach as feasible 3

6.2.CDevelop a research road map to address strategy (see above) needs Research Team Research Team Lead 9/30/2020 Review and update the roadmap each

year.3

6.2.DActively participate in funded research projects

Research Team Research Team Lead ContinuousEncourage members to participate in panels, identify AASHTO Liaisons.

3

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