Domestic Scan Proposal Form

AASHTO is now soliciting proposals for a Calendar Year 2016 US Domestic Scan Program (NCHRP Panel 20-68A).

Selected scan topics will be investigated by one of three ways: (type 1) site visits to three to six locations for approximately a two week period or less, by webinar; (type 2) peer exchange; or (type 3) conducted by a group of eight to 12 transportation professionals with expertise in the selected topic area. Proposed topics should meet the following criteria:

·  Address an important and timely need for information by transportation agencies;

·  Are of interest to a broad national spectrum of people and agencies;

·  Are complex and also “hands-on,” meaning they lend themselves particularly well to exploration through on-site visits; and

·  Are sufficiently focused that the tour participants are able to investigate and understand key issues in the limited time available on the tour.

Before submitting your proposal it is highly recommended that you read What Makes a Good Scan Topic Proposal http://www.domesticscan.org/what-makes-a-good-scan-topic-proposal

This form is designed to collect the full length of your proposal. Sections requiring essays have unlimited space for you to use. Contact information has some limited text. Use your TABà key to advance to the area where you need to complete information.

Proposals should be returned no later than OCTOBER 15, 2015.

IMPORTANT NOTE on How to save your document: LastNameFirst Initial, underscore_Organization Acronym _CY2016.

Saved Document Name Example: VitaleM_AASHTO_CY2016

If you have more than one, add a number after first initial: VitaleM1_AASHTO_CY2016

Domestic Scan Proposal Contact Information

Name / JOE SEGALE / Address / Montpelier, VT
Title / Director Of Policy, Planning And Research Bureau / E-mail /
Member Department / VTrans / Telephone number / (802)477-2365
AASHTO Committee / Standing Committee on Planning (SCOP) / Date of submission / 9/30/2015

Title of Proposed Scan: Working the Plan

Problem Statement (What topic is to be examined? What drives the need for the scan? Why now?)

The topic to be examined is “Working the Plan”, specifically Strategic and Long Range Transportation Plans, as it relates to effectively coordinating organization goals and objectives, identifying appropriate performance measures, monitoring performance, reporting and tracking progress, and integrating with budgeting and management decision making.

The need for the scan is driven by the importance in ensuring that the day-to-day operations of the organization, and the short and long term decision making by management, are in accordance with the organization’s Strategic and Long Range Plans.

The success of an organization does not wait. It is dictated in real time, day-to-day, and the sooner best practices can be implemented for working the Strategic and Long Range Plans, the better the near and long-term health, and growth, of the organization.

Scan Scope (What specific subject areas are to be examined? Which cities and states might be visited? Which agencies/organizations (including specific departments or types of staff if applicable)?

The specific subject areas to be examined are:

• Processes for developing and updating the Strategic and Long Range Transportation Plans

• Approaches to creating awareness and buy-in from Agency employees

• External participation, messaging, and communication. How is customer service integrated?

• Performance Management

o Identifying appropriate measures, from Agency-wide to programs and operations

o Managing performance management

 How is performance tracked, compiled, and analyzed?

 How is performance linked to risk management?

 Have dedicated protocols and IT systems been developed?

 What staff resources are necessary (i.e. dedicated or integrated into how a DOT does its business?)

o Data

 Innovations?

 How data is being/can be used to drive decision making?

 How do the Strategic and Long Range Transportation Plans drive what data is collected and when?

 What gaps exist/existed and how are/were they being addressed?

• Risk Management

o Who is responsible for risk management activities at the Agency?

o How is risk management utilized to manage performance gaps?

o How is risk management administered at the Agency, i.e. project, programmatic, and/or enterprise levels? Describe the goals of risk management at the Agency and outline how it is conducted at each level of the Agency (i.e. by whom, specific goals or strategies).

o How does the Agency manage the escalation of risks?

o How are risk response strategies identified, prioritized, and implemented across the Agency to support Agency performance goals and objectives?

o What tools does the Agency employ to document and manage its risks?

• Asset Management

o What asset condition-based performance measures are integral to the Agency’s performance?

o How does the Agency utilize risk and performance management principles to optimize the benefits of its asset management program(s)?

o Identify key asset management strategies, or processes, that reduce risk and maximize performance.

o Identify innovations or tools utilized by the Agency to maximize the value of its assets.

• Integration with Agency decision making

o How is the Strategic/Long Range Plan(s) used to develop annual capital programs?

o How is the Strategic/Long Range Plan(s) incorporated into project development?

o How is the Strategic/Long Range Plan(s) incorporated into other planning documents such as the TAMP, Corridor Planning, Modal Plans, etc.?

o How is the Strategic/Long Range Plan(s) used to guide workforce development and training?

• Accountability - reporting and tracking progress

o How often is performance reported on?

 How does performance, as measured, impact decision making in the organization? Can specific examples be provided that could be used to create a case study as a specific result of this scan?

o Who is the audience?

o What happens when performance targets are not achieved? How are gaps in performance addressed?

The sites/states to be visited are to be determined.

Candidate agencies to be visited include State Transportation Departments/Agencies. Type of staff is likely to include planning staff and those in the organization specifically responsible for communications, budgeting, program and project development, and performance management.

Anticipated Scan Results (What key information is to be gained? What information is to be shared after the scan? Who would the audience be for this information?)

The key information to be gained is best practices for working the Strategic and Long Range Plans as it relates to the specific subject areas to be examined as specified above. Information to be shared after the scan will be best practices in these areas, first with executive staff and then potentially through the formation of task groups responsible for implementation and documentation at VTrans.

Benefits Expected (Including potential impacts on current technology or procedures)

The main benefit expected is the full integration of the Strategic and Long Range Transportation Plans into the everyday operations and decision making at VTrans. Advances may include consolidated, centralized, and integrated databases to support information/management systems for performance monitoring and reporting performance measured at the organizational, operational, and staff/employee levels; better informed decision making as it relates to budgeting and capital expenditures; and more accountability and transparency to and for key stakeholders (e.g. legislature, public and private officials and organizations, and the general public).