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
Associated AASHTO Goal #
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
Associated AASHTO Goal #
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.
Task # Task Description Assigned to:
Coordinating Committees/Councils Due Date Comments
Associated AASHTO Goal #
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
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 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
October 1, 2019 – September 30, 2020
GOAL #1 Effective Implementation of ADA Transition Plans
STRATEGY Work to identify and share best practices on implementing transition plans efficiently and effectively.
Task # Task Description Assigned to:
Coordinating Committees/Councils Due Date Comments
Associated AASHTO Goal #
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
(OHDOT) / Tyra Redus
(DDOT)
N/A 12/30/19 N/A 1, 3
3 Share best practices
Kimberly Watson
(OHDOT) / Tyra Redus
(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
Task # Task Description Assigned to:
Coordinating Committees/Councils Due Date Comments
Associated AASHTO Goal #
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
Debra Goss (CTDOT) /
Joanna McFadden (ARDOT)
Committee on HR, Agency
Administration, Knowledge
Management, and Data and Analytics
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
Debra Goss (CTDOT) /
Joanna McFadden (ARDOT)
Committee on HR, Agency
Administration, Knowledge
Management, and Data and Analytics
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
Debra Goss (CTDOT) /
Joanna McFadden (ARDOT)
Committee on HR, Agency
Administration, Knowledge
Management, and Data and Analytics
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.
Task # Task Description Assigned to:
Coordinating Committees/Councils Due Date Comments
Associated AASHTO Goal #
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.
Task # Task Description Assigned to:
Coordinating Committees/Councils Due Date Comments
Associated AASHTO Goal #
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
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 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
October 1, 2019 – September 30, 2020
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.
Task # Task Description Assigned to:
Coordinating Committees/Councils Due Date Comments
Associated AASHTO Goal #
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.
Task # Task Description Assigned to:
Coordinating Committees/Councils Due Date Comments
Associated AASHTO Goal #
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.
Task # Task Description Assigned to:
Coordinating Committees/Councils Due Date Comments
Associated AASHTO Goal #
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.
Jennifer Schoorl/ Amanda Holland
N/A 12/31/2019 N/A 1, 2
3 Send out developed survey to all DOTs.
Jennifer Schoorl/ Amanda Holland
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
Jennifer Schoorl/ Amanda Holland
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
Jennifer Schoorl/ Amanda Holland
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
Jennifer Schoorl/ Amanda Holland
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
Jennifer Schoorl/ Amanda Holland
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
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 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.
List any other activities accomplished:
Working with AASHTO regarding our Annual Meeting and roles/responsibilities.
Committee on Internal and External Audit ACTION PLAN
October 1, 2019 – September 30, 2020
GOAL: Knowledge Sharing STRATEGY: Member Engagement and Active Roles
Task # 1 Task Description Assigned to:
Coordinating Committees/Council
s Due Date Comments
Associated AASHTO Goal #
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
Task # 2 Task Description Assigned to:
Coordinating Committees/Council
s Due Date Comments
Associated AASHTO Goal #
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
Task # 3 Task Description Assigned to:
Coordinating Committees/Council
s Due Date Comments
Associated AASHTO Goal #
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
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 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.
List any other activities accomplished:
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
Associated AASHTO Goal #
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
Steering Committee Vice Chair 9/30/2020 2
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
Plan Element Task Description Assigned to: Champion:Completion
DateComments
Associated AASHTO Goal #
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
Steering Committee Vice Chair 9/30/2020 1
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
Communications / Web Teams
Justin for website announcement 9/30/2020 As an ongoing function, I think its hard
to set milestones for this strategy1
Plan Element Task Description Assigned to: Champion:Completion
DateComments
Associated AASHTO Goal #
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
Communications / Web Teams
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.
Communications / Web Teams
Web Team lead 9/30/2020This is about the broader AASHTO community and helping them implement CoPs.
1
Plan Element Task Description Assigned to: Champion:Completion
DateComments
Associated AASHTO Goal #
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
Communications / Web Teams
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.
Plan Element Task Description Assigned to: Champion:Completion
DateComments
Associated AASHTO Goal #
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