BACKGROUND

Since knowledge management (KM) was introduced to American Association of State Highway and Transportation Officials (AASHTO) over 20 years ago, it has continued to gain support among state departments of transportation (DOTs). AASHTO created a Committee on Knowledge Management in 2018, and TRB created the Committee on Information and Knowledge Management in 2019. A growing number of state DOTs and other transportation agencies have begun to implement various aspects of KM, and there is heightened awareness of workforce-related challenges and risks. However, many state DOTs do not have active and sustained KM programs yet. 

Stakeholder outreach activities conducted as part of NCHRP Project 23-14, "Research Roadmap for Knowledge Management," found that while NCHRP Report 813: A Guide to Agency-Wide Knowledge Management for State Departments of Transportation is viewed as a valuable resource, more detailed and practical guidelines are needed for organizing and coordinating KM in state DOTs and integrating KM practices into agency functional areas. State DOTs and other transportation agencies are also seeking an agency-specific maturity model for KM implementation and a way to benchmark and track their KM implementation progress. Research is needed to integrate KM practices within different state DOT functions and make KM more sustainable by expanding the breadth, coordination, and reach of KM implementation within their organizations.

OBJECTIVE 

The objective of this project is to create a KM manual to help transportation agencies at any stage of KM maturity retain and institutionalize knowledge, address workforce challenges, gain operational efficiencies, and improve resilience to meet changing transportation needs. 

RESEARCH TASKS

PHASE I

Task 1. Conduct preparations for stakeholder outreach. 

Task 1a. Conduct a literature review. The review should focus on current practices in KM as part of different agency business areas and situations. Determine which state DOTs and agencies have developed KM practices and resources relevant to this research. However, the review should not be limited to state DOTs and should consider KM implementation practices in other sectors than transportation. 

Task 1b. Develop a stakeholder outreach plan. Focus outreach on agencies with known KM practices and resources. Also engage agencies that have not developed such resources to gain insight on barriers. At minimum, the outreach plan should reflect diversity in agency size, mission, and location. Submit a technical memorandum containing the literature review and draft outreach plan. NCHRP approval of the memorandum is required before work on subsequent tasks begins. 

Task 2. Conduct stakeholder outreach. Identify stakeholders interested in participating in a virtual workshop in Phase II.    

Task 3. Prepare an annotated outline for the manual and research plan for Phase II. Based on findings from Tasks 1 and 2, prepare an annotated outline of the manual and a research plan for developing the different sections of the manual according to the research plan. At minimum, the manual should:  

• Include a KM implementation maturity model and framework. The framework should examine and adapt existing KM frameworks and models for application within a diverse set of transportation agencies.  
• Address KM implementation activities in multiple functional areas pertinent to transportation agencies.
• Illustrate KM strategies that can help agencies prepare for situations such as new legislative mandates, introduction of new technologies, workforce changes, turnover, and changes in work policies.
• Consider resources needed for agency-wide implementation, sustainability, and scalability.
• Emphasize visual format to facilitate use by a broad cross-section of staff for planning, resourcing, coordinating, and carrying out KM strategies and techniques.

Task 4. Prepare Interim Report No. 1 that documents Tasks 1 through 3 and includes potential participation from stakeholders in Phase II. The report shall provide an updated and refined work plan for the remainder of the research in Phase II. 

PHASE II

Task 5. Develop a draft manual according to the approved Interim Report No. 1 and a communications plan for promoting dissemination and use of the manual. The draft manual and communications plan should be submitted at least 12 months before the contract end date. NCHRP approval of the draft manual and communications plan is required before work on subsequent tasks may begin. 

Task 6. Conduct a stakeholder workshop. After NCHRP approval of the draft manual, conduct a stakeholder workshop to obtain feedback from stakeholders on the draft manual. Revise the draft proposed manual and workshop materials according to the feedback gathered during the workshop. 

Task 7. Prepare final deliverables. Deliverables shall include (1) a conduct of research report summarizing the research effort; (2) the KM manual; (3) the communications plan; (4) an implementation plan for state DOTs and other transportation agencies; and (5) the workshop materials with a slide summary introducing the manual. 

STATUS: Proposals have been received in response to the RFP. The project panel will meet to select a contractor to perform the work.