Microsoft Word - LastNameFirst Initial_Organization_CY2020 (1)



676655-321997Domestic Scan Proposal FormAASHTO is now soliciting proposals for the 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; andAre 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 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. Click on the highlighted boxes to advance to the area where you need to complete information.Proposals should be returned no later than date list on NCHRP website.IMPORTANT NOTE on How to save your document: LastNameFirst Initial, underscore_Organization Acronym _CY2021 Saved Document Name Example:NgetheP_AASHTO_CY2021If you have more than one, add a number after first initial: NgetheP1_AASHTO_CY2021Domestic Scan Proposal Contact InformationName Amanda Holland, Lee Wilkinson Address PO Box 112000, Juneau AK 99811 Title Deputy Commissioner, AK DOA / Director, IA DOT E-mail amanda.holland@ Agency/Member Department State of Alaska, Iowa Department of Transportation AASHTOCommittee Human Resources Telephone number 907-419-4328 Date of submission 10/27/2020?Please check this box if your proposal has been endorsed or is being requested through an AASHTO Committee. List the AASHTO Committee(s) that endorsed this proposal: Human ResourcesTitle of Proposed Scan: Agency Resilience During Periods of DisruptionProblem Statement (What topic is to be examined? What drives the need for the scan? Why now?)State DOTs across the nation faced unprecedented challenges throughout calendar year 2020 as a result of the COVID-19 global pandemic. Agencies found innovative and effective ways to continue government operations within the ever-changing public health precautions and guidelines. While many DOTs have reported record construction seasons, primarily due to lighter vehicle traffic, they have also struggled with teleworking employees, high absenteeism due to illness, public demands for increased safety measures, supply shortages, high levels of fear and anxiety in the workforce, reduced revenues, and economic instability. Throughout, state DOTs have persevered; some have even thrived. They have shaped the “next normal” for the traveling public and for transportation agencies. In some states, technology played a key role in agency resilience. In every state, workforce adaptability and resilience was vital for continued operations. Transportation agencies across the nation have had great successes and learned valuable lessons that are worthy of documentation and sharing.It is anticipated that the experiences of 2020 will permanently change the workforce and the way government does business for many years to come. How can DOTs consider the implications of the pandemic in a way that helps them emerge stronger and even more prepared for future disruptions? How will they incorporate new leading practices and how will they address practices that have become obsolete? The three phases of the COVID-19 pandemic-induced crisis are: respond; recover; and thrive. Deloitte is predicting government agencies could take 10-18 months to reach the thrive phase and be prepared for the next normal. Much more than a deicion about when employees can return to the worksite, agencies are redefining the balance between work, workplace, and workforce. These decisions could result in more resilient DOTs, or in more brittle agencies. DOTS such as Washington State, Vermont, Minnesota, Idaho, Texas, Georgia, and Virginia have outstanding stories to share that can provide priceless insight into how transportation agencies can emerge from the current crisis healthy and robust as well as how they can better prepare for future disruptions.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)?There are several key areas to investigate, including: remote work policies and arrangements; use and configuration of physical workplace; continuity of services and prioritization of work; use/incorporation of technology; productivity and performance management; employee engagement; remote training/learning; communications; and leadership and culture.The scan would examine the most innovative and beneficial elements that are currently in practice at DOTs, particularly those activities that can be adopted to help transportation agencies increase their resilience and adaptability now and for future disruptions. To supplement the list mentioned above, states can be polled to pinpoint which DOT practices to include in the scan.Recommendation: Survey DOTs to gather comprehensive list of practices and lessons learned. Hold a workshop with representatives from the cutting edge DOTs where ideas, successes, and lessons learned can be shared and expanded upon. Focus on developing a tool box of resources including: case studies; methodology and processes; policy and procedures; documented workflows; continuity of operation plans; incident command structures and processes; cost, time and resources to implement; potential benefits/risks; and demonstration of how to blend ongoing operations with crisis response activities and preparation. The scan could also address different strategies depending on the length and geographic expanse of the disruption (e.g., short-term, localized, long-term, statewide, etc.) Recommend the scan location be determined after the list of participating states is finalized. The level of interaction possible through a hands-on, in-person scan would increase the potential benefits exponentially and is recommended if health guidelines support this structure. Otherwise, a virtual scan is recommended.Real-time group sharing of experiences and brainstorming leads to better developed tools, more comprehensive explanation of the issue and its potential soluations, and the increased possibility of innovative connections between various elements and practices in order to produce more effective resources.Potential states to include: Washington state; Idaho; Iowa; Vermont; Georgia; Minnesota; California; Virginia; Texas, those identified through the poll/surveyPotential external experts to include: Dr. Joey Collins (remote work, leadership and culture), Deloitte (resilience planning), Amazon/Google (remote technology – Alaska can provide contact information)Types of staff: Human resources; emergeny response; agency leadership; senior managers or executives; technology and data; 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?)This scan would compile the best practices and lessons learned in the DOTs and provide invaluable resources and a tool box the agencies could use immediately. The audience includes CEOs, department leadership, strategic planners, human resources and emergency response personnel, and sueprvisors and managers. Webinars and presentations at regional and national conferences, follow-on peer exchanges, podcasts, virtual town halls, and “SWAT Team” collaboration efforts could be additional deliverables.The results of the domestic scan could help DOTs build resilience, accelerate recovery from the current pandemic, and increase preparedness for future disruptions at the local, state, and national level. It could also lead to a community of practice that will benefit DOTs for years to come.Benefits Expected (Including potential impacts on current technology or procedures) Leading experts predict the number, frequency and intensity of disruptions will continue and increase over the next 10-20 years. While not all disruptions will share the global scope of the COVID-19 pandemic, the practices and lessons learned in 2020 can offer critical information and guidance for all manner of disruptions, be they social, economic, health-related, or even environmental in nature. By examining, documenting and sharing the current activities and innovations that individual departments are benefiting and/or learning from, the scan report could alter the course of how DOTs manage future disruptions, be they short, mid, or long-term, or at the local, state, or national level. Documenting the successes and lessons of the COVID-19 disruption could also serve as a benchmark for other projects focused on resilience in periods of turbulence. By building resilience now, DOTs can ensure greater nimbleness and sustainability in the future. ................
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