BACKGROUND

State departments of transportation (DOTs) and industry partners have experienced internal and external compounding factors that have decreased applications for open positions, with many state DOTs experiencing unprecedented job vacancy rates. The unfilled positions challenge state DOTs in operating and maintaining their systems and implementing planned projects. This has prompted state DOT leadership to refocus on recruiting new talent to the transportation industry. However, difficulties in recruitment are symptoms of an 80/20 problem: 80 percent of recruitment activities focus on recruitment itself, while only 20 percent of efforts address internal and external factors dissuading talent from working at their agencies, or challenging retention efforts. Yet these factors may represent 80 percent of the actual problem. 

For example, prior to the pandemic and especially during recessions, state DOTs and industry partners could receive hundreds of applications for a single open position. Accordingly, systems in human resources (HR) were implemented to filter applicants and help hiring managers find the best candidate more readily. Postpandemic, HR efforts may need to shift toward welcoming individuals into the transportation industry even if they do not yet possess certain skills or prior educational requirements, to broaden the available talent pool. Additionally, state DOTs have differences in laws, regulations, policies, and practices that HR must adhere to. Research is needed to provide state DOTs a nuanced understanding of the full problem and to identify context-sensitive actions for state DOTs to attract and retain talent. 

OBJECTIVE 

The objective of this research is to develop a guide for state DOTs and industry partners that identifies actionable and scalable strategies to address the internal and external factors that challenge recruitment and retention.

TASKS:

PHASE I

Task 1: Amplified Research Plan and Kickoff Meeting

Within fifteen days of contract execution, the research team shall deliver the draft Amplified Research Plan for panel review and NCHRP approval. The research team shall participate in a virtual project kick-off meeting arranged by NCHRP following the approval of the Amplified Research Plan.

Deliverables:

•        1.1) Draft Amplified Research Plan

•        1.2) Final Amplified Research Plan Kick-off Meeting with Summary Notes

Task 2: Scan of Practice and Literature Review

The research team shall conduct a scan of current practice and a thematic literature review (from academic and gray literature) that identifies and addresses the internal and external factors that make recruitment and retention difficult.

Deliverable:

•        2) Thematic Literature and Practice Review Summary delivered with Quarterly Progress Report (QPR) 2

Task 3: Data Collection and Analysis Plan for Interviews and Focus Groups

3.1) Data Collection and Analysis Plan – Using preliminary findings from the literature review, the research team shall develop a detailed plan that documents our approach to collecting and analyzing primary data related to recruitment and retention in state DOTs. The plan shall be in the form of a written report that summarizes the research team approach to conducting qualitative data collection and analysis with state DOT leaders and experts on recruitment and retention topics. The plan shall also include the research team’s approach to analyzing qualitative data. The plan shall be included in QPR 2.

3.2) Interviews and Focus Groups – The research team shall conduct a series of interviews and focus groups as described in the Data Collection and Analysis Plan to better understand DOT and comparable organizations’ recruiting and retention challenges, along with strategies they have implemented to overcome these challenges. NCHRP approval of the invitation list is required. A summary of the interviews and focus groups shall be submitted in QPR 3.

3.3) Job Posting Materials and Exit Interview Data Analysis – The research team shall conduct natural language processing analysis of job posting materials and exit interviews. A summary of the analysis shall be submitted in QPR 3.

Deliverables:

•        3.1) Data Collection and Analysis Plan delivered with QPR 2

•        3.2) Summary of Interviews and Focus Groups delivered with QPR 3

•        3.3) Summary of Job Posting Materials and Exit Interview Data delivered with QPR 3 

Task 4: Data Collection Synthesis

The research team shall consolidate and analyze the array of data and insights gathered from Tasks 2 and 3 to create a holistic view, combining theoretical insights of recruitment and retention with practical, real-world data. The synthesis shall identify prevailing themes and trends, pinpoint gaps in the current body of knowledge, and outline emerging best practices. The comprehensive analysis shall culminate in the development of the Phase I Interim Report, which will summarize the findings and propose preliminary strategies aimed at addressing the critical challenges identified through the research. The following focus areas shall be addressed:

• ·       External factors that contribute to recruitment and retention challenges in state DOTs
• ·       Internal factors that contribute to recruitment and retention challenges in state DOTs
• ·       Recruitment and retention strategies in the transportation industry

In addition to the draft interim report, an updated Phase II Research Plan shall be developed.

Deliverable:

4) Draft Interim Report and update Phase II Research Plan 

Task 5: Interim Report and Updated Phase II Research Plan

The research team shall finalize the Interim Report and updated Phase II Research Plan. The research team shall present findings to NCHRP at a virtual interim meeting. NCHRP approval of the interim report and updated Phase II Research Plan is required before work on subsequent tasks may begin.

Deliverable:

5) Final Interim Report and updated Phase II Research Plan

PHASE II

Task 6: DOT Leadership Summit

The research team shall hold a 2-day, in-person workshop with approximately 25 invitees from state DOTs, such as human resources leaders or hiring managers, as well as the project panel. The goal of the workshop is to gather additional deep insight into recruitment and retention challenges and to co-create actionable strategies that state DOTs can use to address them. NCHRP approval of the invitees is required. Following the workshop, the research team shall prepare a summary and an annotated guide outline.
 

Deliverable:

•        6.1) Execution of the workshop

•        6.2) Workshop summary and annotated guide outline delivered in QPR 5

Task 7: Preparation of the Final Deliverables

The research team shall develop draft and final deliverables to summarize the research findings and package them for implementation. The final deliverables shall be published via an NCHRP WebResource.

Deliverables:

•        7.1) Draft Final Deliverables on WebResource

a.      Draft Guidebook

b.     Draft Executive Brief

c.      Draft Conduct of Research Report

d.     Draft PowerPoint presentation

e.      Draft Implementation Plan

•        7.2) Final Deliverables on WebResource

a.      Final Guidebook

b.     Final Executive Brief

c.      Final Conduct of Research Report

d.     Final PowerPoint presentation

e.      Final Implementation Plan