Guidebook for Advancing Collaborative Decision Making (CDM) at Airports (2015)

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56 This Guidebook includes several checklists to help airport operators in their efforts to imple- ment ACDM programs. Development of these checklists was aided considerably by consulting ACRP Report 65: Guidebook for Airport Irregular Operations (IROPS) Contingency Planning. In Appendix B, these checklists have been migrated to worksheets to facilitate establishment of the ACDM process. One attribute of the ACDM process is that it is applicable to a wide variety of applications. The attached worksheets are developed to be applicable to this variety, and thus some parts of each worksheet may not be applicable to a particular project. Each form may be used as-is, or it may be replicated and modified if the needs of a specific process are sufficiently unique as to warrant such. To ensure that the ACDM effort begins successfully, these worksheets are designed to help initiate planning efforts and to gather feedback and, as such, are a supplement to maximize the value of stakeholder meetings. Inclusion of the worksheets in this Guidebook does not necessarily indicate that airport staff leads the ACDM activity. As previously stated, airport staff participation is a key ingredient in a successful ACDM process, but the worksheets are not included to indicate required leadership by the airport staff. A P P E N D I X B ACDM Implementation Checklists

ACDM Implementation Checklists 57 Appendix B-1: Problem Definition Worksheet The first stage in the ACDM planning process is identifying the problem to be solved (see Table 5 for examples). This will be an iterative process, but this worksheet is provided to begin collecting ideas and information to assist in developing an agenda for the first meeting. It should be noted that the natural tendency in defining the issue at hand is to immediately jump to the solution stage. Awareness of this tendency is extremely important. 1. Describe in 1-2 sentences what issue/project is to be addressed with ACDM. Include the desired end state or goal of the project. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ 2. What is the impact or result of the above issue/project (air traffic delays, reduced capacity, passenger lines, environmental, etc.)? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ 3. Is there a timeline or deadline for this issue/project and if so, what is it? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

58 Guidebook for Advancing Collaborative Decision Making (CDM) at Airports 4. Has the airport operator or other entity established a budget or cost ceiling and if so, what is it? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ 5. What are the risks/costs of maintaining the status quo (no action) on this issue? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ 6. Utilize Worksheet B-2 to determine the invitation list for the first meeting.

ACDM Implementation Checklists 59 Appendix B-2: Impacted Stakeholder Identification Worksheet Once the initial ACDM issue or project definition has been completed, the next need is to identify every stakeholder or entity that will be impacted by the issue or project. It is not necessary to establish the individual identity of the person representing each stakeholder. If it is unknown whether the project/issue will impact a specific stakeholder, then that stakeholder should be invited to the first meeting for self-determination of applicability. Airport Personnel Administration (Finance, Contracts, Marketing, Business Development) Operations Planning Engineering Facilities Maintenance Airport Rescue and Fire Fighting (ARFF) Flight Operators Passenger airlines with scheduled service, including both mainline and regional operators Other passenger carriers, if they have regional presence but no mainline operations Passenger airlines with regular charter service Cargo airlines with scheduled service Other cargo carriers, if they have regional but no mainline presence Cargo airlines with regular ad hoc service Military representatives from appropriate branches Recreational general aviation representatives Business jet operators with regular service Flight training providers Local/state government operators, including law enforcement and Medivac Unmanned aircraft systems operators Airside/Ramp Service Providers Fixed base operators Fueling contractors De-ice contractors Catering providers Contract aircraft maintenance providers Aircraft manufacturers Snow removal providers

60 Guidebook for Advancing Collaborative Decision Making (CDM) at Airports Official Services Local, state, and federal law enforcement agencies Private security contractors Transportation Security Administration (TSA) Customs & Border Protection (CBP) Environmental/wildlife agencies NOAA/NWS Operational Control Ramp Control Tower Local ATCT, including military equivalent Local Terminal Radar Approach Control (TRACON) facility, including military equivalent Local Air Route Traffic Control Center Adjacent spaceport or range operators Landside Service Providers Commercial ground transportation—taxi, shuttle, limousine, bus, etc. Public transit—rail, bus, etc. Food service Retail Airport hotel Janitorial Rental cars—on and off airport Parking lots—on and off airport, both airport- and privately operated Community Stakeholders Local government authorities Local environmental organizations Community Part 150 regulations Information programs for surrounding communities

ACDM Implementation Checklists 61 Appendix B-3: Participant Identification Worksheet Using the same broadly identifying categories of related stakeholders, a roster and mailing list of the ACDM planning and implementation team is needed. A thorough list by stakeholder categories will foster communications and ensure inclusion in all discussions. Airport Personnel Organization Name Phone Number Email Address Commercial Flight Operators Organization Name Phone Number Email Address

62 Guidebook for Advancing Collaborative Decision Making (CDM) at Airports Other Flight Operators Organization Name Phone Number Email Address Airside/Ramp Service Providers Organization Name Phone Number Email Address Official Services Organization Name Phone Number Email Address

ACDM Implementation Checklists 63 Operational Control Organization Name Phone Number Email Address Landside Service Providers Organization Name Phone Number Email Address Community Interests Organization Name Phone Number Email Address

64 Guidebook for Advancing Collaborative Decision Making (CDM) at Airports Appendix B-4: Guideline for First Meeting Invitations to the first meeting should be sent to all entities determined from Worksheet B-2. The first meeting should include a brief discussion of the ACDM process, stressing the following attributes of ACDM: 1. Sharing of information, especially proprietary data, is meant to enhance the success of the project and is not for public distribution, scoring of performance, or competitive advantage. 2. Inclusion in the ACDM indicates willingness to be an active, engaged participant. 3. Successful completion of the project/issue is a win for all involved and requires trust and cooperation from all. First Meeting Guidelines (meeting length should be no longer than 2–3 hours) 1. Welcome everyone and introduce all attendees; ensure that everyone has signed the Participant Identification Worksheet B-3. 2. Define responsibility of producing meeting notes. 3. Hold ACDM collaborative attributes discussion. a. Share information to solve the issue and respect the source. b. Include anyone who is impacted by the issue; this is extremely important. All views are critical to completely solve the issue successfully. c. Stress that success can only be realized if all participants are engaged, thus everyone needs to fully participate. 4. Explain issue or project to be discussed, including costs or timelines if previously determined. Ensure that an opportunity is presented for anyone to comment or ask questions. a. A complete list of the issues and impacts is extremely important. b. Data/information needs and uses are extremely important (utilize Appendix B-5 to facilitate the discussion). i. What data/information is missing or needed? ii. What is the timely source(s) of that data (see B-5)? iii. How can it be acquired? iv. Is a signed Memorandum of Understanding needed between all parties concerning the use and protections of shared data c. Identify any further data required to define the problem and the party responsible for obtaining the data: i. Historical weather impact, if applicable. ii. Schedule of operations or demand changes. d. Determine impact of deadline nonconformance.

ACDM Implementation Checklists 65 5. Further definition of the project or process: a. Definition—after reviewing the impact and data/information needed, is the problem correctly defined? b. Were all appropriate/impacted entities (not necessarily restricted to airport tenants) included? c. Are any sub-teams needed for specific purposes? 6. Solution and idea solicitation. The objective is to start forming agenda items for the next meeting. a. What ideas need to be explored? b. How do we share information among participants? 7. Determine and capture action items for the next meeting. 8. Establish the date and time of the next meeting. NOTE: Subsequent meeting agendas should be about the same length and will evolve from developing solutions and plans to address the project or issue.

Appendix B-5: Data Needs Worksheet This purpose of this worksheet is to assist the ACDM participants in determining the source of information that could be used in an ACDM endeavor. From the first installation of surface surveillance to flight operators in Memphis in 2004, availability of real-time data to adjust to real-time operational situations has been shown as an indispensable element. General categories and their possible sources of real-time information are shown below. It should be noted that all capabilities are not available at every airport, but the worksheet is provided to promote a thorough review. FAA NEGS (SWIM) Operator Pilot ADS-B Reception Ramp Tower Or Local Ops Airline Ops Center FAA ATCT FAA ARTCC FAA ATCSCC CDM Net TSA/ CBP Other Airports Internet Subscription Surface Surveillance For ASDE-X & ASSC sites Requires aircraft equipage mandated in 2020 Departure Readiness Limited Operator Submitted EOBT Traffic Management Restrictions Limited Limited OOOI Off & On only Off, On, & Movement Area entry Off and On only Passenger clearing wait times & staffing Passenger throughput at CBP/TSA Aircraft ETA Passenger numbers Aircraft ETA Aircraft ETA De-Ice Times

FAA NEGS (SWIM) Operator Pilot ADS-B Reception Ramp Tower Or Local Ops Airline Ops Center FAA ATCT FAA ARTCC FAA ATCSCC CDM Net TSA/ CBP Other Airports Internet Subscription Diversion Info Limited Limited Limited Weather RVR Weather ITWS Weather CIWS Weather Lightning

68 Guidebook for Advancing Collaborative Decision Making (CDM) at Airports Appendix B-6: Performance Expectations Worksheet An important part of the ACDM effort is the determination of metrics for success. These metrics need to be determined after the solution or action is determined. Metrics can range from completion of expected actions from entities involved, compliance to expected actions, completion of milestones, transitions to different phases of the project, etc. Performance measurement is an important part of the ACDM process and should be reported at all subsequent meetings after the first meeting. These reports not only illustrate success but also create accountability and quantify the benefits for ACDM involvement in future projects. Areas for consideration include the following: Timeline conformance of assigned reports or operational actions. Provision of data sharing among participants. Compliance to operational assignments or plans. Community outreach accomplishments. Budget conformance. Meeting attendance. Meeting length. Timely meeting recap or notes.

ACDM Implementation Checklists 69 Appendix B-7: Final Stakeholder Feedback Worksheet An important element of collaboration is to understand the needs, attitudes, and concerns of all stakeholders. To that end, it is important to collect and share data on stakeholder impressions of the progress of an ACDM project. This worksheet is designed to collect feedback after the implementation of an ACDM solution and to improve the next application. 1. Please rate the initial ACDM planning process that led to this implementation. Very ineffective Moderately ineffective Neither effective nor ineffective Moderately effective Very effective Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 2. Please rate the inclusiveness of the ACDM planning process, in terms of including all relevant viewpoints, providing weight to those viewpoints, and overall fairness. Very exclusive Moderately exclusive Neither inclusive nor exclusive Moderately inclusive Very inclusive Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 3. How have implementation costs for your organization compared to expectations? Much less than expected Less than expected As expected More than expected Much more than expected Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

70 Guidebook for Advancing Collaborative Decision Making (CDM) at Airports 4. How has your actual workload related to this ACDM project compared against pre- implementation expectations? Much less than expected Less than expected As expected More than expected Much more than expected Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 5. Has the problem initially identified been “solved” by this ACDM project? Yes No Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 6. Please list three improvements that could be made to the ACDM solution that has been implemented. a. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ __________________________________________ b. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ __________________________________________ c. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ __________________________________________

ACDM Implementation Checklists 71 7. Please list three improvements that could be made to the ACDM process that was used to reach the current implementation state. a. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ __________________________________________ b. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ __________________________________________ c. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ __________________________________________