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From page 43... ... 43 Guide to Agency-Wide Knowledge Management for State DOTs Learning from Experience "There is only one thing more painful than learning from experience, and that is not learning from experience." – Laurence J Peter Transportation Agencies with KM Initiatives Table 6 provides brief descriptions of KM initiatives at federal and state transportation agencies. Read the entire page →
From page 44... ... 44 Guide to Agency-Wide Knowledge Management for State DOTs Organization Description Contact/Reference Georgia DOT Communities of Practice; Succession Management Jeﬀ Conrad, HR Program Manager jconrad@dot.ga.gov Kansas DOT Field Inspector Mentor Program Susan Barker, PE, Technology Transfer Engineer - SusanB@ksdot.org Missouri DOT Practical Design, Innovations Challenge, consolidated wiki-based policy and procedures manual, accelerated Leadership Development Program Kathy Harvey, Assistant Chief Engineer - Kathy.Harvey@modot.mo.gov Virginia DOT KM Ofﬁce, Communities of Practice, Lessons Learned, Business Process Analysis Maureen Hammer, Knowledge Management Director - Maureen.Hammer@vdot.virginia.gov Washington State DOT Knowledge mapping, knowledge interviews, knowledge capture guidance, information management Leni Oman, Knowledge Strategist – loman@wsdot.wa.gov http://www.wsdot.wa.gov/NR/rdonlyres/77C67CC C-05B7-471D-B254-26AA362295CF/0/KMFolio.pdf Wisconsin DOT Guidance on low-cost KM techniques, AARs, process documentation Randy Sarver, Human Resources Director - randy.sarver@dot.wi.gov U.S.DOT Federal Aviation Admin. Communities of Practice, Learning Throughout the Project Life Cycle (FAA calls their activities "organizational learning" rather than "KM") Read the entire page →
From page 45... ... 45 Guide to Agency-Wide Knowledge Management for State DOTs Selected References Table 7 includes a selection of references on KM that are either related to speciﬁc transportation agency implementations, or that provide useful syntheses of practices likely to be of interest to transportation agencies. Table 7. Read the entire page →
From page 46... ... 46 Guide to Agency-Wide Knowledge Management for State DOTs ID Resource Type Year Link 11 Garder, Peter, and T Sandford, "Institutional Memories of Road Design," New England University Transportation Center Report 2011 http://utc.mit.edu/uploads/UMEE 21-15%20FP.pdf 12 ICF International, "NCHRP Report 685: Strategies to Attract and Retain a Capable Transportation Workforce," TRB Report 2011 http://onlinepubs.trb.org/onlinep ubs/nchrp/nchrp_rpt_685.pdf 13 Kingsley, Gordon, J Read the entire page →
From page 47... ... 47 Guide to Agency-Wide Knowledge Management for State DOTs ID Resource Type Year Link 21 Spy Pond Partners, LLC, "NCHRP Report 636: Tools to Aid State DOTs in Responding to Workforce Challenges," TRB Report 2009 http://onlinepubs.trb.org/onlinepubs/ nchrp/nchrp_rpt_636.pdf 22 Ward, Maryanne, "NCHRP Synthesis 365: Preserving and Using Institutional Memory Through Knowledge Management Practices," TRB Report 2007 http://onlinepubs.trb.org/onlinepubs/ nchrp/nchrp_syn_365.pdf 23 Lamont, Judith, "Transportation: Communities of Practice Leverage Knowledge," KM World, July 7, 2006 Article 2006 http://www.kmworld.com/Articles/Ed itorial/Features/TransportationCommunities-of-practice-leverageknowledge-16905.aspx 24 Chang-Albitres, Carlos and Paul E Krugler, "A Summary of Knowledge Management Information Gathered from Literature, Web Sites and State Departments of Transportation," Project 0-4505, Texas Transportation Institute Literature Review 2005 http://d2dtl5nnlpfr0r.cloudfront.net/t ti.tamu.edu/documents/0-4505P1.pdf 25 Liebowitz, Jay. Read the entire page →
From page 48... ... 48 Guide to Agency-Wide Knowledge Management for State DOTs ID Resource Type Year Link 31 Knowledge Sharing Toolkit (ICT-KM Program, World Bank/CGIAR) Web Site NA http://www.kstoolkit.org/ 32 "Knowledge Management in Government Organizations" online course via the United Nations Pan American Network Online Training Center (Introduction to KM) Read the entire page →
From page 49... ... 49 Guide to Agency-Wide Knowledge Management for State DOTs Glossary This glossary includes terms related to KM. Where possible, deﬁnitions from existing sources were utilized. Read the entire page →
From page 50... ... 50 Guide to Agency-Wide Knowledge Management for State DOTs creation, organization, access and use of content. Content Management is a subset of Information Management. Read the entire page →
From page 51... ... 51 Guide to Agency-Wide Knowledge Management for State DOTs Information Management. The means by which an organization (e.g., a department of transportation) Read the entire page →
From page 52... ... 52 Guide to Agency-Wide Knowledge Management for State DOTs each content object. The query program accepts a search request and returns a set of matching results from an index, sorted using an algorithm that seeks to present the results that will be most relevant to the user based on factors including match with search term, currency, geographic location, source authority, etc. Read the entire page →
From page 53... ... 53 Guide to Agency-Wide Knowledge Management for State DOTs Additional Resources This ﬁnal section of the guide includes a set of templates, examples, and additional references for KM implementation. It is organized according to the four major categories of KM Elements presented in Table 1. Read the entire page →
From page 54... ... 54 Guide to Agency-Wide Knowledge Management for State DOTs 1. KM Leadership & Direction Resource 1-1. Read the entire page →
From page 55... ... 55 Guide to Agency-Wide Knowledge Management for State DOTs In the course of doing your job, which resource do you most often turn to ﬁrst when looking for information? (please check only one) Read the entire page →
From page 56... ... 56 Guide to Agency-Wide Knowledge Management for State DOTs Knowledge Resources How often on average do you use each of the following in your job? List up to 5 resources (hard copy or web-based) Read the entire page →
From page 57... ... 57 Guide to Agency-Wide Knowledge Management for State DOTs How often on average do you ask each of the following staﬀ for help with understanding or clarifying how you are to perform your job, solving a problem, getting an answer to a question from a customer or learning how to accomplish a new task? Daily Weekly Monthly Quarterly Never Your immediate supervisor Your department head Your division head Subject matter expert (in an area of policy, practice or research) Read the entire page →
From page 58... ... 58 Guide to Agency-Wide Knowledge Management for State DOTs Name the top three people, in order, to whom you go when you have questions or seek advice in the following areas: List up to ﬁve experts outside the organization whom you access to do your job. For each one, please indicate how often on average you contact them. Read the entire page →
From page 59... ... 59 Guide to Agency-Wide Knowledge Management for State DOTs Knowledge Use Which of the following do you usually use and/or perform (that is, on a daily or weekly basis) in doing your job? Read the entire page →
From page 60... ... 60 Guide to Agency-Wide Knowledge Management for State DOTs Knowledge Sharing When you come across a news item, article, magazine, book, Web site, announcement for a meeting or course, or some other information that may be useful to other organization staﬀ, what are you most likely to do? (check only one) Read the entire page →
From page 61... ... 61Guide to Agency-Wide Knowledge Management for State DOTs Training/Tools When you want to learn or improve a skill or task, what do you prefer to do? (check all that apply) Read the entire page →
From page 62... ... 62 Guide to Agency-Wide Knowledge Management for State DOTs Knowledge Needs What information or knowledge that you don't currently have would you like to have to do your job better? Consider all aspects of your job, including administrative tasks, policies and procedures, interpersonal relationships, and so forth. Read the entire page →
From page 63... ... 63 Guide to Agency-Wide Knowledge Management for State DOTs Strongly disagree Disagree No opinion Agree Strongly agree I would beneﬁt from support to determine the most relevant knowledge to share for various audiences and how best to share it. I have knowledge in areas that I know the organization could beneﬁt from but no way to make it available. Read the entire page →
From page 64... ... 64 Guide to Agency-Wide Knowledge Management for State DOTs How can the knowledge ﬂow in your area of responsibility be improved? Additional Comments Thank you for taking the time to complete this survey! Read the entire page →
From page 65... ... 65 Guide to Agency-Wide Knowledge Management for State DOTs Resource 1-2. Virginia DOT KM Strategy Document KM, Defined KM provides applied Business Research and Analysis for VDOT. Read the entire page →
From page 66... ... 66 Guide to Agency-Wide Knowledge Management for State DOTs VDOT's; it takes people who not only know what to do and how to do it, but why to do it a particular way. Understanding, negotiating, and fostering these ways of knowing to improve institutional eﬀectiveness and eﬃciency may be described as KM. Read the entire page →
From page 67... ... 67 Guide to Agency-Wide Knowledge Management for State DOTs Of course, we need all the informational details to do our jobs, but people work best when they know that what they are doing and how they are doing it matters, and that means they need to know why. Why are we doing this? Read the entire page →
From page 68... ... 68 Guide to Agency-Wide Knowledge Management for State DOTs peer reviewed. The remaining 76 documents were peer-reviewed by multiple functions throughout the agency to ensure accuracy prior to publishing. Read the entire page →
From page 69... ... 69 Guide to Agency-Wide Knowledge Management for State DOTs 2. Social Learning & Communities Resource 2-1. Read the entire page →
From page 70... ... 70 Guide to Agency-Wide Knowledge Management for State DOTs Resource 2-2. Life Cycle Model for Communities of Practice Source: Adapted from E Read the entire page →
From page 71... ... 71 Guide to Agency-Wide Knowledge Management for State DOTs Resource 2-3. Community of Practice Roles and Responsibilities Community Sponsor or Champion Bolsters community membership by spreading the word Provides resources for expansion and usually "sponsors" the community leader and facilitator roles in the community Community Leader Organizes and coordinates start-up activities Assists community development by establishing and articulating community purpose and strategic intent Provides continuous nourishment for the community Acts as a sounding board for ideas Subject Matter Expert (SME) Read the entire page →
From page 72... ... 72 Guide to Agency-Wide Knowledge Management for State DOTs Related links: FHWA Discipline Support System – presentation: http://ashr.transportation.org/Documents/FHWA%20Knowledg e%20Management%20Discipline%20Support%20System.pptx Defense Acquisition University, Community of Practice Implementation Guide: https://acc.dau.mil/adl/enUS/170879/ﬁle/31851/CoP_Guide_v4_May2012.pdf Educause Community of Practice Design Guide: http://net.educause.edu/ir/library/pdf/nli0531.pdf Wenger, Etienne, B Trayner, M Read the entire page →
From page 73... ... 73 Guide to Agency-Wide Knowledge Management for State DOTs 3. Knowledge Codification & Dissemination Resource 3-1. Read the entire page →
From page 74... ... 74 Guide to Agency-Wide Knowledge Management for State DOTs Resource 3-2. Creating Lessons Learned – Guidance from VDOT How to Produce a Lesson Learned: Pointers and Tips to Make the Process Work Creating a Lesson First of all remember, you are the expert! Read the entire page →
From page 75... ... 75 Guide to Agency-Wide Knowledge Management for State DOTs The Lesson Document Write clearly and get to the point quickly. Explain as best you can as if you were telling someone the lesson. Read the entire page →
From page 76... ... 76 Guide to Agency-Wide Knowledge Management for State DOTs Resource 3-3. Sample Lesson Learned from the Virginia DOT Read the entire page →
From page 77... ... 77 Guide to Agency-Wide Knowledge Management for State DOTs Read the entire page →
From page 78... ... 78 Guide to Agency-Wide Knowledge Management for State DOTs For additional information related to Knowledge Codification and Dissemination, see: Video: Knowledge Retention: http://polaris.umuc.edu/de/csi/2010_JayLiebowitz/ppt_syn/ret ention_full_version.html NASA APPEL Knowledge Sharing Initiative: http://appel.nasa.gov/knowledge-sharing/ USAID After-Action Review Guide (Introduction/Technical Guide) : http://pdf.usaid.gov/pdf_docs/pnadf360.pdf Read the entire page →
From page 79... ... 79 Guide to Agency-Wide Knowledge Management for State DOTs 4. Succession & Talent Management Resource 4-1. Read the entire page →
From page 80... ... 80 Guide to Agency-Wide Knowledge Management for State DOTs Termination of agreement rules; and Signatures of both the mentor and mentee. This agreement can be included in one's Individual Development Plan [1] Read the entire page →
From page 81... ... 81 Guide to Agency-Wide Knowledge Management for State DOTs learning mechanisms, as previously highlighted under Recommendation Two, should be utilized throughout the mentoring program to enhance the enthusiasm of the Millennials, per their collaborative and network-centric learning styles. This will also provide a continual mentoring and knowledge sharing process between not just the designated mentor and mentee, but through knowledge exchanges with other mentees, peers, and mentors at the agency. Read the entire page →
From page 82... ... 82 Guide to Agency-Wide Knowledge Management for State DOTs Companies like GE, Siemens, and Procter & Gamble use reverse mentoring widely, particularly in technology areas. If these ﬁve strategies are followed, agencies should have an enhanced mentoring program that will take into account crossgenerational mentoring issues and techniques. Read the entire page →
From page 83... ... 83 Guide to Agency-Wide Knowledge Management for State DOTs Resource 4-2. Sample Desk-Side Review Interview Questions 1. Read the entire page →
From page 84... ... 84 Guide to Agency-Wide Knowledge Management for State DOTs For additional information related to Succession & Talent Management, see: United States Oﬃce of Personnel Management – Best Practices: Mentoring: https://www.opm.gov/policy-data-oversight/trainingand-development/career-development/bestpracticesmentoring.pdf United States Oﬃce of Personnel Management Practitioner's Guide – Talent Management - http://www.opm.gov/policy-dataoversight/human-capital-management/referencematerials/practitioner%E2%80%99sguide/talentmanagement.pdf Alberta Government Human Services, Succession Planning – Retaining Skills and Knowledge in Your Workforce: https://alis.alberta.ca/pdf/cshop/successionplanning.pdf Read the entire page →
From page 85... ... 85 Guide to Agency-Wide Knowledge Management for State DOTs Read the entire page →
From page 86... ... 86 Guide to Agency-Wide Knowledge Management for State DOTs Read the entire page →
From page 87... ... Abbreviations and acronyms used without definitions in TRB publications: A4A Airlines for America AAAE American Association of Airport Executives AASHO American Association of State Highway Officials AASHTO American Association of State Highway and Transportation Officials ACI–NA Airports Council International–North America ACRP Airport Cooperative Research Program ADA Americans with Disabilities Act APTA American Public Transportation Association ASCE American Society of Civil Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials ATA American Trucking Associations CTAA Community Transportation Association of America CTBSSP Commercial Truck and Bus Safety Synthesis Program DHS Department of Homeland Security DOE Department of Energy EPA Environmental Protection Agency FAA Federal Aviation Administration FHWA Federal Highway Administration FMCSA Federal Motor Carrier Safety Administration FRA Federal Railroad Administration FTA Federal Transit Administration HMCRP Hazardous Materials Cooperative Research Program IEEE Institute of Electrical and Electronics Engineers ISTEA Intermodal Surface Transportation Efficiency Act of 1991 ITE Institute of Transportation Engineers MAP-21 Moving Ahead for Progress in the 21st Century Act (2012) NASA National Aeronautics and Space Administration NASAO National Association of State Aviation Officials NCFRP National Cooperative Freight Research Program NCHRP National Cooperative Highway Research Program NHTSA National Highway Traffic Safety Administration NTSB National Transportation Safety Board PHMSA Pipeline and Hazardous Materials Safety Administration RITA Research and Innovative Technology Administration SAE Society of Automotive Engineers SAFETEA-LU Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (2005) Read the entire page →
From page 88... ... TRA N SPO RTATIO N RESEA RCH BO A RD 500 Fifth Street, N W W ashington, D C 20001 A D D RESS SERV ICE REQ U ESTED ISBN 978-0-309-30887-8 9 7 8 0 3 0 9 3 0 8 8 7 8 9 0 0 0 0 N O N -PR O FIT O R G . Read the entire page →

From page 43...

... 43 Guide to Agency-Wide Knowledge Management for State DOTs Learning from Experience "There is only one thing more painful than learning from experience, and that is not learning from experience." – Laurence J Peter Transportation Agencies with KM Initiatives Table 6 provides brief descriptions of KM initiatives at federal and state transportation agencies.