NextGen for Airports, Volume 2: Engaging Airport Stakeholders: Guidebook (2016)

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4 | ENGAGING AIRPORT STAKEHOLDERS Introduction1 This guidebook is Volume 2 in a multi-volume series designed to provide airports, airport con-sultants, and other stakeholders with the information they need to understand and efficiently implement NextGen in a way that achieves an optimal balance of stakeholder needs. The com- plete series will include: • A primer on what airports need to know about NextGen; • Details for airport planners; • Specifics on performance-based navigation (PBN); • Guidance on how to effectively engage stakeholders (this guidebook); and • Insight into how mapping information provides critical support. Objectives This guidebook focuses on how airports can effectively engage stakeholders in the process of imple- menting NextGen. Stakeholder groups include various divisions and offices within FAA, airlines and other operators of aircraft at the airport, community members or their representatives, the media, and others. Although NextGen is a series of programs led by FAA, airports play a critical role in the implementa- tion of these programs. For example, several NextGen initiatives change the paths aircraft take when approaching or departing an airport. These new flight procedures, along with improved efficiencies while aircraft move on the ground, can significantly increase air service capacity and reduce delays. Other NextGen initiatives, particularly those at larger airports, require new equipment and decom- mission older equipment on airport property. The more involved an airport becomes in implementing these changes, the more likely it is that the airport’s needs, as well as those of airport customers and the communities they serve, will be satisfied. This guidebook helps airports understand and fulfill their role in implementing NextGen. It identifies the NextGen initiatives that are relevant to airports, the stakeholders that need to be engaged, and how to effectively engage those stakeholders. It describes the information stakeholders require and illustrates best practices that airports and other organizations have used to communicate this informa- tion. This guidance provides airports with specifics that help them set objectives, contribute informa- tion, and serve as a bridge to their communities as envisioned in the RTCA’s Blueprint for Success to Implementing Performance-Based Navigation (RTCA NextGen Advisory Committee 2014). This guidebook also describes a series of stakeholder engagement materials that are provided electron- ically in a NextGen Outreach Toolkit (accessible from the guidebook webpage). These engagement materials include a sample agenda, presentations, community flyers, and other documents that each

Introduction | 5 airport can adapt to meet its specific engagement needs, as well an interactive literature search and other resources. The sample materials focus on the implementation of PBN procedures, which to date has been the NextGen initiative that has affected the most airports. An interactive flow chart walks us- ers through the steps of implementing PBN procedures and where these sample materials can best be applied. The role of airports and their stakeholders also is described. Intended Audiences This guidebook and the accompanying NextGen Outreach Toolkit are intended to assist airport man- agers, staff, and consultants in fulfilling a role that encourages an effective and equitable implemen- tation of NextGen capabilities at their airports. The following airport managers, staff members, and consultants make up the primary audience that this guidebook was designed to help: • Planners are the primary beneficiaries of the information in this document. Most of the stakeholder engagement needed occurs during the planning phase of implementing new capabilities. For this reason, airport planners typically are entrusted to fill the primary roles described in this guidebook. The case studies illustrate how their peers have fulfilled such roles at other airports. Airport planners also will benefit from the information provided in the series volume dedicated to NextGen details for airport planners. • Noise and environmental personnel typically manage much of the airport’s noise-related outreach activities. As a result, these personnel often take the lead with FAA on related community engage- ment (e.g., education, engagement, and advocacy outreach). They may also manage National Environmental Policy Act (NEPA) documents and processes that prompt noise studies and further community engagement. • Communications and marketing personnel contribute to NextGen implementation as they help airport planners communicate information to other stakeholders, Communications and marketing personnel often create or adapt the outreach material and manage how it is shared with intended stakeholders. The sample outreach materials developed with this guidebook will be of particular interest to these stakeholders. • Operations personnel need to be familiar with several steps presented in this guidebook because they have a direct impact on aircraft operations, both in the air and on the ground. Operations personnel also can work closely with airport planners to provide information and feedback on pro- posed airspace changes. Operations personnel will also benefit from the additional details provided in Volume 1 of the ACRP Report 150 series, which addresses PBN procedures. • Designers and engineers create the infrastructure needed to support aircraft operations, and can use this guidebook to help them be involved in stakeholder engagement activities that influence airfield capacity, efficiency, and safety. • Geographic information systems (GIS) specialists will learn how they can prepare vital mapping in- formation that supports NextGen-related stakeholder engagement in the accompanying volume on spatial data. This guidebook offers these technical specialists a perspective on how their maps are used to communicate information to the stakeholders who require it. The case studies also provide examples of maps airports have effectively used. GIS specialists will find more detailed information about how they can prepare vital mapping information that supports NextGen-related stakeholder engagement in the ACRP Report 150 series volume on spatial data.

6 | ENGAGING AIRPORT STAKEHOLDERS • Senior management provides high-level oversight of airports’ NextGen implementation and stakeholder engagement activities. Such oversight can benefit from managers’ familiarity with the details presented in this guidebook and the other volumes of the ACRP Report 150 series. Senior management will benefit the most from the series’ primer on NextGen, which has been developed to provide the overview they need. Stakeholders with whom airports must engage are an important secondary audience for this guide- book. Stakeholders who may benefit the most include the following groups: • FAA representatives, in particular ADO managers and FAA representatives within the Air Traffic Organization (ATO) including local air traffic controllers who are essential to the safe and efficient operation of the local airspace, may find this volume helpful given their work with airports to implement FAA funded projects and other initiatives. • Airlines and other aircraft operators will directly benefit from most NextGen capabilities and there- fore play an essential role in the effective implementation of those capabilities. Pilots, dispatchers, operations personnel, schedulers, station managers, and procedure designers that may be em- ployed by an airline all play a role and should be engaged in the implementation process. • Government and non-government officials including state aviation officials, regional metropolitan planning organizations (MPOs), and local non-governmental organizations (NGOs) often help small- and medium-sized airports fulfill their obligations. The case studies in this guidebook provide helpful illustrations of how these officials can help with NextGen implementation. • Elected and appointed representatives and community members are the ultimate audience for much of the material described in this guidebook and may wish to become aware of, use, or con- tribute to the types of information stakeholders require. • Media correspondents/members of the press must convey information related to NextGen and can use the information and sample materials presented in this guidebook to convey clear, consistent, and accurate messages about NextGen. How to Use This Guidebook The audiences for this guidebook can review the information presented to understand the importance of their roles in the implementation of NextGen. The information will help them fulfill their roles by describing the steps they should take, the information they will need, where to obtain the information, and with whom and how they will need to communicate. This guidebook was prepared using research conducted for ACRP Project 01-28, “NextGen—Guidance for Engaging Airport Stakeholders.” Similar material has been and will continue to be produced by FAA (see https://www.faa.gov/nextgen), as well as by industry associations such as ACI–NA (see http:// www.aci-na.org/opstechnextgen) and the National Association of State Aviation Officials (NASAO) (see http://www.nasao.org/resources/nextgen-resources/). Collectively, these resources provide information in support of NextGen implementation.

Introduction | 7 How to Use the Engagement Tools and Materials The NextGen Outreach Toolkit was developed concurrently with this guidebook to make adaptable, electronic versions of useful stakeholder engagement tools and materials available to airports. These materials include an interactive flow chart to help users understand the process of implementing PBN procedures and, more importantly, the role they play. Each step in the flow chart is described from the perspective of airport managers, staff, or consultants. Links in the chart connect users to sample engagement materials that have been formatted in a manner that allows airport planners and commu- nications staff to customize them as needed. To access the NextGen Outreach Toolkit online, search for “ACRP Report 150, Volume 2”. The webpage for the guidebook includes a link to a project website that provides instructional material, stakeholder engagement materials, a glossary, and linked resources identified by the research teams that produced other volumes in the ACRP Report 150 series. The engagement material has been provided in an editable electronic format so that airports can adapt it to their specific needs. The website, or the NextGen Outreach Toolkit, will work within most standard browsers on most computers and operating systems without requiring software aside from Adobe Acrobat Reader (or an equivalent) for viewing Portable Document Format (PDF) files. The engagement material provided in the NextGen Outreach Toolkit may be downloaded, copied, and distributed for educational or not-for-profit uses. As with all CRP-published material, this content is provided with the understanding that none of the material will be used to imply FAA endorsement of a particular product, method, or practice.