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From page 39... ... 39 Part 2 describes the survey approach and summarizes the major research findings from the survey; (2) provides case studies and examples and discusses good practices related to policy, practices, tools, and outreach; and (3) Read the entire page →
From page 40... ... 40 Improving Management of Transportation Information Follow-Up Interviews with Survey Participants Follow-up interviews were conducted with select survey participants in March 2012. The list of participants for the follow-up survey was divided into three categories: (1) Read the entire page →
From page 41... ... Part 2 -- Studies of Leading Practices 41 and institutional issues were cited as the biggest challenge to information sharing, particularly in the areas of standards (36%) and institutional resources (26%) Read the entire page →
From page 42... ... 42 Improving Management of Transportation Information information practices and acknowledgment that competencies are needed to do this well, DOTs will lack resources and have limited improvements. Methods/Tools for Capture, Preservation, Search, and Retrieval State of the Practice. Read the entire page →
From page 43... ... Part 2 -- Studies of Leading Practices 43 been preferable to prioritize implementation of the system, by implementing higher priority components first and other components later. The survey results indicate that many DOTs are seeking guidelines on organization of data and standardized data formats to facilitate search and retrieval. Read the entire page →
From page 44... ... 44 Improving Management of Transportation Information not organized in any way, although they are cataloging this information to have better access. Many reported that they are uncertain about the new Resource Description and Access (RDA) Read the entire page →
From page 45... ... Part 2 -- Studies of Leading Practices 45 Exhibit 2-1. (Continued) Read the entire page →
From page 46... ... 46 Improving Management of Transportation Information Exhibit 2-1. (Continued) Read the entire page →
From page 47... ... Part 2 -- Studies of Leading Practices 47 Exhibit 2-1. (Continued) Read the entire page →
From page 48... ... 48 Improving Management of Transportation Information Exhibit 2-1. (Continued) Read the entire page →
From page 49... ... Part 2 -- Studies of Leading Practices 49 Background Caltrans Transportation Library and History Center. Read the entire page →
From page 50... ... 50 Improving Management of Transportation Information Plans Memorandum, April 2006; Deputy Directive 101, Records Management; Deputy Directive DD-55-R2, Management of Caltrans Information Assets and Records; and Deputy Directive DD-72, Geographic Information System (GIS) Implementation. Read the entire page →
From page 51... ... Part 2 -- Studies of Leading Practices 51 and artifacts) Read the entire page →
From page 52... ... 52 Improving Management of Transportation Information information is stored in the DRS. Microfilm copies are also made as a backup. Read the entire page →
From page 53... ... Part 2 -- Studies of Leading Practices 53 systems and built for specific use within a particular division or office. There are many different business owners (i.e., managers of the business units that own data) Read the entire page →
From page 54... ... 54 Improving Management of Transportation Information Exhibit 2-4. GIS data library data index. Read the entire page →
From page 55... ... Part 2 -- Studies of Leading Practices 55 Much of Caltrans' information is stored in silo-type systems, built for the specific use of a particular division, office, or district. A committee is working toward a more enterprisewide approach to the storage and management of Caltrans data. Read the entire page →
From page 56... ... 56 Improving Management of Transportation Information • Institutional differences between GIS and other offices/divisions – different approaches to information management and business processes. • Usability problems exist with the some existing data management systems, because of lack of metadata and digital image standards. Read the entire page →
From page 57... ... Part 2 -- Studies of Leading Practices 57 Case Study: Illinois DOT (IDOT) Primary Sources: the Policy and Research Center (PRC) Read the entire page →
From page 58... ... 58 Improving Management of Transportation Information both internal and external patrons searching for a particular publication. Searches may be conducted by employees at their own computers, and resources are sent to employees statewide in all nine district offices as well as the central office. Read the entire page →
From page 59... ... Part 2 -- Studies of Leading Practices 59 and in support of providing employees with easy access to documents as needed. Additional long-term storage electronically is provided through the submission of electronic documents to the NTL. Read the entire page →
From page 60... ... 60 Improving Management of Transportation Information by the State Library Act and General Assembly Organization Act. Compliance stands at less than an estimated 50% of total publications. Read the entire page →
From page 61... ... Part 2 -- Studies of Leading Practices 61 Case Study: Minnesota DOT (MnDOT) Primary Sources: the Office of Transportation Data and Analysis, Office of Administration, and the Office of Enterprise Technology, commonly referred to as MN.IT Services at MnDOT. Read the entire page →
From page 62... ... 62 Improving Management of Transportation Information catalog, published in September 2012, serves as the system of record for data subject area stewardship roles. Specific information regarding strengthening GIS business support and defining a strategic plan for GIS are also provided in the DBP, because MnDOT has identified provision for strategic direction for GIS so as to address business needs for geospatial data as a high priority. Read the entire page →
From page 63... ... Part 2 -- Studies of Leading Practices 63 waste and (2) Kaizen is a Japanese word that means continuous improvement. Read the entire page →
From page 64... ... 64 Improving Management of Transportation Information schedule. The principle behind the new approach to records retention is similar to the principle behind domain stewards: organize the understanding of data into logical bundles. Read the entire page →
From page 65... ... Part 2 -- Studies of Leading Practices 65 support a corridor planning story. The story could include information about pavement type, number of crashes, and so forth within a corridor. Read the entire page →
From page 66... ... 66 Improving Management of Transportation Information BI recommendations highlight the value of departmentwide solutions for improving data availability, integration, and analytical capabilities. Recommendations include establishing a BI Program, establishing a BI Steering Committee, establishing a scorecard with criteria for determining if business data is ready for BI, and rolling out the use of BI in three to four business areas that have varying complexity of data reporting/analysis needs. Read the entire page →
From page 67... ... Part 2 -- Studies of Leading Practices 67 transportation system will help to improve the quality of life for citizens by providing a wellmaintained, safe traveling environment for the public. Case Study: Mississippi DOT (MDOT) Read the entire page →
From page 68... ... 68 Improving Management of Transportation Information standard and custom properties and must be identified as a specific kind of document type, and, for each document type, a content type must be defined. Information Management is an evolving systematic process at MDOT. Read the entire page →
From page 69... ... Part 2 -- Studies of Leading Practices 69 MDOT is moving away from keeping paper documents and moving to electronic storage. SharePoint is used as the primary document management system to store certain documents in MDOT. Read the entire page →
From page 70... ... 70 Improving Management of Transportation Information access, storage, maintenance, transmission, archiving, and disposal of data. MDOT categories of data include financial, construction, contract, traffic, and email. Read the entire page →
From page 71... ... Part 2 -- Studies of Leading Practices 71 emails to name a few. It does not include information not stored, for example, live phone calls. Read the entire page →
From page 72... ... 72 Improving Management of Transportation Information With respect to GIS information, MDOT is trying to move away from using static maps and instead present online interactive versions of their maps. They are using GPS coordinates from their databases to locate traffic counters and traffic segments and to display these items on Google maps. Read the entire page →
From page 73... ... Part 2 -- Studies of Leading Practices 73 Given that one of MDOT's goals is to enable enterprise search to allow easy access to information, it is important to ensure that only those results the current user is authorized to see are returned. The SharePoint security model provides security at many levels. Read the entire page →
From page 74... ... 74 Improving Management of Transportation Information inheritance by default. Current site-level security permissions are applied to the list when a new list is created. Read the entire page →
From page 75... ... Part 2 -- Studies of Leading Practices 75 communications, requested functionality, and upgrades. The chair of the governance board (also the KM Officer) Read the entire page →
From page 76... ... 76 Improving Management of Transportation Information for the intranet is a metadata set developed by the business advisors for use in the corporate document center. One example of a specialized metadata set is for construction project team sites. Read the entire page →
From page 77... ... Part 2 -- Studies of Leading Practices 77 purposes. Therefore, VDOT developed a taxonomy for classifying and grouping information. Read the entire page →
From page 78... ... 78 Improving Management of Transportation Information containing information about lessons learned from previous projects. These lessons learned provide helpful guidance to staff in managing current projects. Read the entire page →
From page 79... ... Part 2 -- Studies of Leading Practices 79 corporate documents and team information, which will house all documents and emails pertaining to a specific project. The team site will be open to partners to contribute to directly. Read the entire page →
From page 80... ... 80 Improving Management of Transportation Information The library uses interlibrary loan functions and subscription databases to obtain and distribute documents and information as needed. The documents may be in a hard copy (original or photocopied) Read the entire page →
From page 81... ... Part 2 -- Studies of Leading Practices 81 Case Study: Washington State DOT (WSDOT) Primary Sources: WSDOT staff from the Office of Research and Library Services within the Strategic Planning Division, and the Office of Information Technology. Read the entire page →
From page 82... ... 82 Improving Management of Transportation Information 3. Encourage sharing of accurate and timely data throughout the department, and 4. Read the entire page →
From page 83... ... Part 2 -- Studies of Leading Practices 83 retention, destruction and release of public records; provides central records services for engineering documents; and administers the distribution of plan sheets and office copies of contracts. Good Practices Capture. Read the entire page →
From page 84... ... 84 Improving Management of Transportation Information All state agencies within Washington are also required to comply with the Policies & Standards -- State Technology Manual. Within this manual the Office of the Chief Information Officer (OCIO) Read the entire page →
From page 85... ... Part 2 -- Studies of Leading Practices 85 Security Level (e.g., Public, Sensitive Confidential, and Confidential with Special Handling) ; and be a tool to manage definitions of agency business terms through a stewardship process.33 As of February 2012, the data catalog holds metadata (physical inventory) Read the entire page →
From page 86... ... 86 Improving Management of Transportation Information Source: White Paper: Indexing Metadata Repository Records and Data Sets with the TRT, December 6, 2010. Exhibit 2-13. Read the entire page →
From page 87... ... Part 2 -- Studies of Leading Practices 87 WSDOT recognizes that the primary intent for the development of a data catalog was addressed but there are opportunities to improve with new tools, streamline the taxonomy, and expand to a broader user community for acquiring needs and requirements. OIT suggested some future improvements including a more efficient connection with the agency's BI tool (Interactive Reporting Studio) Read the entire page →
From page 88... ... 88 Improving Management of Transportation Information • The plans vaults.34 • Digital and historic print photographs are maintained and accessed using a wide variety of media and methods by Engineering Records, communications, the Aerial Photography lab, Geotechnical Services, and regional project offices. • Records are stored in offices until no longer in active use and then stored off site according to their retention schedule. Read the entire page →
From page 89... ... Part 2 -- Studies of Leading Practices 89 into a searchable online catalog in which users can locate relevant and available library materials; providing desktop access to selected information and knowledge resources via the WSDOT Library website on the department's intranet; providing value-added search tools and services such as literature searches and Daily News Clips delivered by email; indexing WSDOT research reports using the TRT; and advising business units on collections maintained by their offices. In terms of specialized information dissemination services, the WSDOT Library creates products to meet specific information needs of specific users including WSDOT staff, legislators, state and local government stakeholders, and the public. Read the entire page →
From page 90... ... 90 Improving Management of Transportation Information performance monitoring, functional classification, and collision data for all roads in Washington State is collected, processed, analyzed, and disseminated by STCDO. State standards require data-sharing agreements for sensitive data distributed outside the agency. Read the entire page →
From page 91... ... Part 2 -- Studies of Leading Practices 91 engine optimization, and taxonomies that have been vetted by the user community using card sorts, focus groups, and so forth could help improve search results. An enterprise common vocabulary/thesaurus would also help improve information management. Read the entire page →
From page 92... ... 92 Improving Management of Transportation Information 9. History of the Washington State Department of Transportation Library. Read the entire page →
From page 93... ... Part 2 -- Studies of Leading Practices 93 Establishing the Data Action Plan allowed ADOT&PF to focus on the highest priority data and information needs first, as part of its data management program. The Data Action Plan includes recommendations for implementation of technology, processes, and standards. Read the entire page →
From page 94... ... 94 Improving Management of Transportation Information are extremely important because they illustrate how extensively the customers rely on data provided by the division. The considerations of the needs of the COIs are part of the decisionmaking process when planning for hardware/software upgrades to improve delivery of data and information to them. Read the entire page →
From page 95... ... Part 2 -- Studies of Leading Practices 95 Lessons Learned: Use of a DBP at ADOT&PF helps the agency to • Establish goals for data programs, • Assess agency data programs, • Establish a data governance framework, and • Ensure proper use of technology/tools to support data management. Once implemented, a DBP needs to be reviewed regularly (at least annually) Read the entire page →
From page 96... ... 96 Improving Management of Transportation Information Institute of Museum and Library Services to the Arizona State Library, Archives and Public Records under the provisions of the Library Services and Technology Act. Lessons Learned: • Market the type of information available from the source agency to the widest audience possible, using newsletters, fliers, meetings, and the Internet. Read the entire page →
From page 97... ... Part 2 -- Studies of Leading Practices 97 Lessons Learned: • Policies regarding preservation of records in paper or electronic format should be instituted by law and/or supplemented with department policies at the DOT. Such laws or department regulations for the proper retention and/or disposal of records are critical in defending the agency against charges of spoliation or tampering with evidence in the case of litigation. Read the entire page →
From page 98... ... 98 Improving Management of Transportation Information Step 5: Evaluate state of data governance at CDOT to assess data needs and gaps and develop a data governance plan to address those needs/gaps. Step 6: Recommendations for Data Governance: • Create a formal data governance structure with an Oversight Committee and Data Governance Working Group; • Develop a Data Governance Charter; • Complete a Data Inventory/Assessment; • Develop and adopt a Data Governance Procedure, which includes a framework, glossary of terms, description of roles/responsibilities, and identification of stakeholders and business data owners and IT sources needed to maintain the critical data systems; • Perform a Risk Assessment of Data Programs; and • Implement Ongoing Data Management and Governance at CDOT (develop a Data Governance Manual, formalize and document data standards, develop a communication plan to market the impacts and benefits of data governance to the department) Read the entire page →
From page 99... ... Part 2 -- Studies of Leading Practices 99 of those persons/offices responsible for administering data governance at GDOT. This document defines the roles for several functions including • Business Unit Executive Data Sponsor; • BUDS; • Business Unit Data SME; • GDOT CIO; • Information Technology Data Executive Administrator/ITAA; • Data Management Team Leads; • Database Administrators, Database Developers, and Data Architects; • IT Security Architect; • Data Resource Management Steering Group; and • Data Architecture Work Group (DAWG) Read the entire page →
From page 100... ... 100 Improving Management of Transportation Information correlates to the files to make them available to all other system users via document querying. Typing, reviewing, and editing the required index information can be error prone, time consuming, and tedious. Read the entire page →
From page 101... ... Part 2 -- Studies of Leading Practices 101 KDOT staff established KTOC as a forum for transportation discussions between not only KDOT and citizens/stakeholders, but between those in that latter group. They have used KTOC to post important information about project selection, project scoring, and so forth, and have encouraged the members (more than 1,000 ) Read the entire page →
From page 102... ... 102 Improving Management of Transportation Information progression, road speed impact, a search and rescue operational grid and other maps to support these activities, flooded street elevations, and damage assessment activities. Lessons Learned: • Using BI tools such as GIS applications can provide multiple types of integrated transportation data in a map-based visual format to a wide audience (using a central database repository for geospatial data) Read the entire page →
From page 103... ... Part 2 -- Studies of Leading Practices 103 Example: Nevada DOT (NDOT) EOS.Web Express is the library management system used at NDOT. Read the entire page →
From page 104... ... 104 Improving Management of Transportation Information whether measured in economic value or customer satisfaction. The governance process also helps NYSDOT to maintain a technology environment that is rational, sound, and continuously aligned with achieving NYSDOT's desired business outcomes. Read the entire page →
From page 105... ... Part 2 -- Studies of Leading Practices 105 data programs to support business needs. Mission and vision statements for data programs are separate from agency mission and vision statements. Read the entire page →
From page 106... ... 106 Improving Management of Transportation Information Lessons Learned: • Use all sources available for adding to the collection of transportation-related materials (e.g., reports, documents, maps, photos, digital images, and videos) maintained and managed by the DOT. Read the entire page →
From page 107... ... Part 2 -- Studies of Leading Practices 107 established an IT Governance Council, composed of members of executive management (including Division Directors and Deputy Directors) Read the entire page →
From page 108... ... 108 Improving Management of Transportation Information and within UDOT's many departments.37 Data is compiled from various sources and is displayed on an interactive map. Reports can also be generated, which are linked to the geospatial display of the data. Read the entire page →
From page 109... ... Part 2 -- Studies of Leading Practices 109 Lessons Learned: • Providing access to integrated datasets through a single portal shortens the time to evolve data into information (and ultimately into knowledge) for use in decision making. Read the entire page →
From page 110... ... 110 Improving Management of Transportation Information Example: Wisconsin DOT (WisDOT) WisDOT is a good example of how a data management tool, using GIS technology, is used to support decision making at the DOT and at the local government level. Read the entire page →
From page 111... ... Part 2 -- Studies of Leading Practices 111 Lessons Learned: • Developing similar data management tools and allowing shared access to these tools helps the DOT and local governments to analyze and validate road inventory data needed to meet federal and state reporting requirements. • A shared data management application such as WISLR allows flexibility and local control of data that is reported back to WisDOT from the local governments. Read the entire page →
From page 112... ... 112 Improving Management of Transportation Information • Implement data security policies to ensure security of data sets, data environments, and the hardware and software associated with both • A thorough, well-documented and clearly communicated Intellectual Property (IP) policy framework is necessary to provide a clear understanding of the rules of the game with respect to licensing, patents and other aspects of intellectual property protection Each of these points is equally applicable at a DOT for integration into existing data and information management programs or to assist in developing new programs. Read the entire page →
From page 113... ... Part 2 -- Studies of Leading Practices 113 http://daac.ornl.gov/PI/BestPractices-2010.pdf.) indicates the following best practice experiences in improving the sharing of data and information: 1. Read the entire page →
From page 114... ... 114 Improving Management of Transportation Information State Cloud Options ADOT&PF ADOT&PF does not use the cloud for applications. but is exploring opportunities for use of the cloud, including storing/using imagery and other background layers to support the Department's GIS applications. Read the entire page →
From page 115... ... Part 2 -- Studies of Leading Practices 115 State Cloud Options Delaware The State of Delaware hosts a private cloud intended to eliminate the need for an extensive set of server replacements. The state is also moving toward use of the public cloud subject to important restrictions: The state retains full ownership of the data. Read the entire page →
From page 116... ... 116 Improving Management of Transportation Information Delaware, Michigan, and Utah have been at the vanguard of adopting cloud computing policies and installations and can serve as models for other states wanting to move toward a broader adoption of private, hybrid, and public clouds to better address agency information technology needs. They are discussed in detail below. Read the entire page →
From page 117... ... Part 2 -- Studies of Leading Practices 117 self-service intranet website and the costs are established up front based on the precise amount of storage required. MDOT charges $0.01167/GB/day to MiCloud users, which is over 80% cheaper than commercially available storage solutions. Read the entire page →
From page 118... ... 118 Improving Management of Transportation Information Conclusions Part 2 has presented key elements of transportation information management practices of selected DOTs and other organizations. For various reasons, practices vary widely among the DOTs. Read the entire page →

From page 39...

... 39 Part 2 describes the survey approach and summarizes the major research findings from the survey; (2) provides case studies and examples and discusses good practices related to policy, practices, tools, and outreach; and (3)