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67 APPENDIX C Detailed Results for Question 1 TABLE C1 CONTAINS SPECIFIC STATE TRANSPORTATION AGENCY RESPONSES TO QUESTION 1 Assign Assign Documenting Knowledge- Other STA Require Exit Individual Have Succession Capturing Tasks (see comments Interviews Expertise Plan to Senior Staff in Table C2) AK Yes AL Yes AR Yes Yes AZ Yes Yes Yes Yes Yes CA Yes GA Yes IA Yes ID Yes KS Yes LA Yes KY Yes Yes MA Yes Yes Yes ME Yes MI Yes MN Yes Yes MO Yes MT Yes Yes NE Yes Yes Yes Yes NJ Yes Yes Yes NM Yes Yes NV Yes OH Yes Yes Yes Yes PA Yes RI Yes SC Yes SD Yes TN Yes Yes TX Yes Yes Yes UT Yes Yes Yes VA Yes VT Yes Yes NB Yes NT Yes Note: Multiple selections were allowed.

OCR for page 66
68 TABLE C2 SPECIFIC COMMENTS FROM STATE TRANSPORTATION AGENCIES REGARDING QUESTION 1 STA Comments AL We retain knowledge if person elects to work for a consultant (after 2 years removed from state government) or can be hired as a retired state employee ($20,000 cap). AR Exit interviews are conducted only with employees who resign their positions voluntarily, with the exception of retiring staff. Some of the other efforts mentioned above are done, but not on a steady basis. In most cases, the individual has already passed his or her institutional knowledge on to subordinates. AZ Arizona DOT has a closeout interview process that is optional, not mandatory. In the Statewide Project Management department, there are some instances where updating operations manuals, etc., by senior staff occur, but it is not done on an enterprise basis. CA There is a lack of consistency, enterprise-wide. CA No single strategy is required or consistently practiced agency-wide. GA Retired annuitants are hired to assist in the transfer of knowledge and the training of replacement staff. MA Exit interviews are generally used to obtain feedback from the employee to learn why they are exiting the agency. The focus of the interview is not KM, but this does play a minor role in the process. For the other two boxes checked above, we do not have any formal processes, but these things are generally practiced by the agency. MI Efforts are rarely made to capture that knowledge. MN Minnesota DOT began implementation of enterprise document management system (EDMS; document management, document workflow, and records management) in 2003. This is a department-wide (statewide) program. We are systematically implementing EDMS function by function. MT We have staff update operations manuals, policy, and procedures when needed. NJ I believe that our Succession Planning Program was intended to help ensure that we do not lose all of our institutional knowledge. Identifying a pool of resources and or "grooming" individuals who may be likely to fill the positions of current managers helps to focus on what we can expect to lose and the candidates likely to replace them. NV A few positions have been overlapped (usually for no more than three months) with the incumbent mentoring his or her successor. OH We try to hire or promote new employees into positions by overlapping retiree and new employee for 16 months, depending on the position, to provide transfer of knowledge. PA Occasionally, we bring back retired employees as "annuitants" and capitalize on their knowledge. SC A department-wide work force development program has been developed and will be initiated in the near future. The program should enhance transfer of knowledge and training of replacement staff in the future. TN The department is allowed to reemploy recently retired persons for a period not to exceed 120 workdays when the purpose is to provide on-the-job training for a newly promoted/employed person. This only includes retired persons who held a position that requires the passing of a great deal of work- related knowledge, which cannot be found at another learning source such as a university or college. TX Employees who are close to retirement may or may not be assigned to document expertise. There is no formal requirement for this; however, it is considered valuable in some situations and locations. Part of the ongoing project described later in this document to develop a Pavement Forensics KM System within the department's existing learning content management system/KM system includes interviews with exiting and retired employees to collect specific implicit knowledge on pavement forensics. VA 1) The division or district contacts the KM [office] to conduct knowledge capture exercises, 2) the manager assigns the exiting staff to write up what they know, 3) another employee is assigned to shadow the exiting staff, and 4) nothing extra is done--do not have stats on how often the above occurs. KM division is called to conduct knowledge mapping. VT Specific key positions are double-filled with the retiree and new incumbent to ensure continuity. NT Acting roles for vacations, career management plans.