Preserving and Using Institutional Memory Through Knowledge Management Practices (2007)

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69 APPENDIX D Detailed Results for Questions 2–4 STA Enterprise- Wide KM Program Enterprise- Wide in Rollout Phase Division/Work Unit Level KM Program Pilot/Prototype Sustainable Pilot/Prototype Possibly Not Sustainable AZ X X X CA X IA X X ID X X X KS X X X KY X MI X MN X X MO X X X MT X X NE X NJ X OH X PA X X X TX X X UT X VA X X VT X NB X X Total 5 7 11 7 5 TABLE D1 KNOWLEDGE MANAGEMENT PROGRAMS OR ELEMENTS OF PROGRAMS IN INDIVIDUAL STATE TRANSPORTATION AGENCIES

TABLE D2 CONTAINS COMMENTS ASSOCIATED WITH QUESTIONS 2, 3, AND 4 70 STA Comments AZ Arizona DOT (ADOT) has a library and a records retention schedule. These are elements of a knowledge management program. For Statewide Project Management (SPM), we have nothing [in the way of a library or retention schedule]. Some SPM units have “in-house” collections of materials. The following response is all for the Statewide Project Management Department: There are several pilot efforts in current usage with more being prototyped. Some others are already in production. Estimated Engineering Construction Costs is in production as an active enhancement effort. As it progresses it will allow for analysis of project scope and cost changes. As-Builts is actively collecting and indexing the as-built plans for completed projects. Project Reference is an effort toward a uniform physical storage of project documents with transition to electronic storage. Project Team Management System is a prototype of a system to provide electronic creation and storage of project team members and stakeholders through development, design, and construction of the project with continuation through maintenance. Computer-Aided-Engineering is planning a system to archive and make available electronically the computer-aided design files. The Predesign Portal provides a method of storing scoping documents to make them available to successors on a project or new personnel. Project Folder is an electronic storage facility with the ability of document owners to check in documents to make them widely available and check out for modification or update. The Project Reference above will be accessible from the Project Folder. The Project Folder is very flexible in the formats it can accept. ADOT Data Warehouse is in production to make agency data excerpted from production systems at a more granular level available for research and reporting. The examples listed above are not represented as being a complete list. Some of these systems are being developed with the intent of working with other systems. The development should become more collaborative in the future. CA Caltrans has varying elements of a KM program found at the division level. Some examples include: (1) the Records Management Program; (2) the Library & History Center; (3) databases containing shared information related to project delivery, engineering, research, and transportation planning; (4) an extensive intranet that serves as a major communication tool to reach more than 22,000 staff statewide, providing access to databases, policies and procedures, publications, and other information. IA We have an enterprise-wide electronic content management/document management program. We have a photo archive committee that is working on conserving historic resources in the agency. We will hire a consultant to visit and prepare a plan of action to save these resources. There is a Records Management staff and budget for the capture and management of departmental documents and records. MN Minnesota DOT EDMS program is not a pilot, it is a program. MT To [responder’s] knowledge, MDT does not have an agency-wide KM program. The Information Management Unit (records) does have KM practices implemented, which are available to the entire agency.

71 TX There is a current project to redesign the department’s external website to make it more searchable and user-friendly, based on citizen and business customer input and feedback. The Office of Primary Responsibility on this project is the Public Information Office. All Texas DOT districts, divisions, and offices have specific policies and procedures for some sort of “knowledge management,” or data or recordkeeping for their own purposes and for general distribution. I include the six divisions and offices because they each handle a considerable amount of information for widespread internal and/or external distribution. The Texas DOT Construction and Human Resources Divisions are working on a project with the Texas Transportation Institute to develop a pilot KM system specifically on pavement forensics. The project scope includes identification of explicit knowledge and identification and capture of implicit knowledge gathered from key individuals identified as part of the project. Data are currently being collected, assembled, and uploaded into the department’s already existing Learning Content Management System (“the I-Way”), which was acquired to serve as host for internal online training, but which also has KM features that allow for user input and advanced search capability. UT Research Division, Library, Administrative Records. We [see to] the maintenance and preservation of knowledge, and archive of all significant documents, safety data, traffic data, asset management. VA Although this is an enterprise-wide program, we are more widely involved in some divisions and districts than in others. [We have] Communities of Practice to support the redundancy of knowledge, share institutional and tacit knowledge with new employees, identify and organize existing explicit knowledge, share knowledge across districts and divisions, and identify process improvements and collect lessons learned. (1) There are 11 established communities and 6 in development that span across the agency; (2) Knowledge mapping is used to support the identification and collection of unique knowledge and to identify experts. The division is called to do individual knowledge mapping of high knowledge risk areas or employees; i.e., pending retirements, and is kicking off a district-wide knowledge mapping project using social network analysis software. (3) The division is charged with ensuring that the agency intranet addresses knowledge sharing. The intranet is currently undergoing revisions and upgrades to improve the usability through the development of a taxonomy (using the Transportation Research Thesaurus as a base) and in improving the search engine beyond keyword searching. There is a developing “lessons learned repository” that is being used in the pilot. (4) A study was undertaken to determine knowledge sharing across the organization through employee networks to establish an as-is and serve as a basis for future projects. Supporting documentation: book chapter outlining the first two years of KM at Virginia DOT and a PowerPoint presentation outlining communities and outcomes. VT All construction plans from 1930s to date are recorded digitally. All documents pertaining to projects are stored in state government central files (hardcopy). There are units within the agency that maintain unit manuals and require periodic updates of both procedures and standards. The scope is not well- known as it is not complete to a specific level of detail or accuracy. The agency is actively participating in a state government-wide effort called the “Strategic Enterprise Initiative.” This effort extends across the agency at all levels to identify existing business processes and opportunities to become more efficient. It is anticipated that this statewide effort will result in an expanded web portal with electronic document management and information sharing among state agencies. It is hoped that this will expedite such processes as the permitting of projects.