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From page 1... ... Research Results Digest 331 Responsible Senior Program Officer: Gwen Chisholm-Smith April 2009 PREPARING COORDINATED TRANSPORTATION PLANS: A GUIDEBOOK FOR STATE DEPARTMENTS OF TRANSPORTATION This digest presents the results of NCHRP Project 20-65, Task 14, "Current Practice and Future Guidance on the Development of SAFETEA-LU-Required Coordinated Public Transit-Human Services Transportation Plans." The research was conducted by TranSystems under contract to AECOM Consult, with Patricia Monahan as the Principal Investigator. SUMMARY In August 2005, authorization for the federal transportation program was renewed in the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) Read the entire page →
From page 2... ... 2practices that have been used successfully are presented for the consideration of other state DOTs. The Guidebook is organized as follows. Read the entire page →
From page 3... ... 3• Some state DOTs are seeking information, resources, and answers pertaining to transportation coordination and the technology that can be used to facilitate it for use in their future planning activities. Elements of the Coordinated Planning Process: Alternative Approaches and Best Practices Survey responses and interviews with case study DOTs revealed alternative approaches to each step of the coordinated planning process and a number of recommended practices, which are summarized below. Read the entire page →
From page 4... ... 4• Include new partners who can bring local knowledge and contacts to the planning process. • Offer varying levels of involvement to potential stakeholders in order to increase the chances that they will choose to participate in the planning process and broaden the stakeholder base. Read the entire page →
From page 5... ... obtaining and analyzing demographic data from the Census website is attached in the Guidebook's appendixes. This primer, or a similar guide, could be distributed to local planning groups by state DOTs. Read the entire page →
From page 6... ... 6and allowing purchase of service and use of vouchers across programs. Case study DOTs offered the following additional suggestions for coordinating between the Section 5310 programs and the other two funding programs: • Incorporate coordinated planning activities into Section 5310 selection criteria. Read the entire page →
From page 7... ... 7which may be conducted annually, or up to every 3 years. State DOTs that responded to the online survey shared their anticipated plan update cycles. Read the entire page →
From page 8... ... 8CHAPTER 2 COORDINATED PLANNING REQUIREMENTS This chapter summarizes the requirements for a local coordinated public transit-human services transportation plan established by SAFETEA-LU for projects to be funded under the Section 5310, Section 5316 (JARC) , and Section 5317 (New Freedom) Read the entire page →
From page 9... ... zations and agencies in each of the categories listed above, as well as others, to which outreach would be appropriate and desirable. Suggested partners include the following: • State and regional transportation planning agencies, state departments of transportation, and local governments; • Public transportation providers, including recipients of funding from FTA's Section 5307, 5309, and 5311 programs, and providers of Americans with Disabilities Act (ADA) Read the entire page →
From page 10... ... • Select entities to implement projects that have been identified in a coordinated plan. FTA's Section 5310 program circular describes a slightly different selection process for 5310 grant awards. Read the entire page →
From page 11... ... e-mail. The survey results offer a qualitative look at the SAFETEA-LU coordinated planning requirements from the perspective of state DOTs. Read the entire page →
From page 12... ... 12 Funds for which the DOT is the Plans for which the DOT is Designated Recipient Responsible for Preparing Section Section Section 5317 Section 5317 5316 (New 5316 (New (JARC) , Freedom) Read the entire page →
From page 13... ... 13 Oregon South Carolina Texas Wisconsin Support provided to counties, transit districts, and tribal governments; evaluation of coordination plans; experiences of tribal governments new to transit and coordination planning Inclusion of a number of other funding programs, coordination with other transportation planning activities Preparation of plans by entities other than DOT for funds that the DOT receives; support and financial assistance for local entities; regional forums to encourage human service agency participation Extensive technical assistance and toolkit provided to local entities; evolution of planning process in 2nd year to focus on regions, implementation Pacific Northwest South Southwest Great Lakes • • • • • • • • • • • • • • • • • • • • • Read the entire page →
From page 14... ... challenges presented by the requirement to develop coordinated plans in very rural areas, and the successes that can nonetheless be achieved. Coordinated Planning Process A coordinated public transit-human services transportation plan became required by federal law for Section 5310, JARC, and New Freedom funds from the FTA beginning in 2007. Read the entire page →
From page 15... ... collected information from the Alaska Public Transportation Management System, a database of transit information drawn from transit operators and users. It used information provided by remote communities in applications already received for funds. Read the entire page →
From page 16... ... AKDOT's website and provided to other communities, so many communities likely used each other's plans as a guide. The State General Plan for 2008 was to be broadened beyond the scope of the first year to include more about volunteer strategies, fuel conservation, and efficiency issues. Read the entire page →
From page 17... ... ing the entire burden of public transportation. In a time when human services agencies have dwindling funding and are limiting service, it is unlikely that many of them can achieve the same mobility enhancements that public transportation agencies could achieve. Read the entire page →
From page 18... ... activities in recent years. Five planning regions were identified, based on the boundaries of the state's Metropolitan Planning Organizations (MPOs) Read the entire page →
From page 19... ... Consensus was developed among the planning regions that ConnDOT should take the lead role in developing FY 2007 plans. ConnDOT had played a central role in the development of regional plans for JARC funding prior to 2007, which enabled the agency to coordinate JARC funds with matching funds from the Connecticut Department of Social Services' other ConnDOT transportation sources. Read the entire page →
From page 20... ... Incorporating the regional coordinated plans into other planning processes and documents was difficult in the first round, primarily due to timing. The state's long range transportation plan and 5310 application process were both well underway when the LOCHSTP process began. Read the entire page →
From page 21... ... nated planning requirements to planning partners and stakeholders. (See Appendix B for a copy of the FAQ brochure.) Read the entire page →
From page 22... ... which was amended to meet HSTP requirements and ensure local endorsement. These new planning requirements called for a "locally developed coordinated human service transportation plan." DPIT began their implementation efforts by researching how other states were approaching the coordinated planning process, paying close attention to states that had Rural Planning Organizations and/or had already made strides in meeting the new federal mandates. Read the entire page →
From page 23... ... 23 • Maintaining a database of transportation services in the state; • Responding to requests from municipalities, transportation providers, and community organizations for technical assistance with the planning and implementation of coordinated transportation services; • Updating the downstate capital transit capital needs assessment program annually; and • Engaging the public in outreach and education activities. Illinois Association of Regional Councils. Read the entire page →
From page 24... ... 24 Since many of these Regional Coordinators had little to no transportation planning experience, IDOT hosted educational trainings to ensure they understood their role as it related to the new planning requirements. IDOT staff as well as hired consultants conducted trainings on HSTP plan development, application review, and project ranking. Read the entire page →
From page 25... ... 25 Results to Date • Each of the 11 rural regions adopted Human Services Transportation Plans in 2008. • Successful outreach was made to those groups that have not traditionally been involved in transportation planning -- more than 300 participants attended meetings conducted as part of the planning process. Read the entire page →
From page 26... ... that the distribution of information could not take place solely through the Internet. Lessons Learned • Hiring regional coordinators was essential as they assist with facilitating meetings and organizing and collecting data for each region on an on-going basis. Read the entire page →
From page 27... ... projects. These will be evaluated during the next coordinated planning process. Read the entire page →
From page 28... ... existing statewide transportation planning process. ODOT does not directly prepare any coordinated plans. Read the entire page →
From page 29... ... 29 gaps and needs that will become a part of a statewide public transportation plan. Sample materials used by ODOT in its coordinated planning process can be found in Appendix C Read the entire page →
From page 30... ... • Stronger connections between identified transportation needs and proposed strategies. Following a clearer determination of unmet transportation needs, updated plans should include proposed strategies to address those specific needs. Read the entire page →
From page 31... ... dozens of government programs, including Temporary Assistance for Needy Families (TANF) , Workforce Investment Act (WIA) Read the entire page →
From page 32... ... guidance and assistance from SCDOT and the incorporation of the coordinated plans into other transportation planning efforts. SCDOT provided support from a consultant for each of the COGs and regional planning groups to help with outreach activities and plan development. Read the entire page →
From page 33... ... • Lower capital costs; • Improved availability of information about transportation services; and • Increased use of existing services. In addition, SCDOT learned that mobility management strategies and improved access to information about transportation services were discussed in every region. Read the entire page →
From page 34... ... to draft a plan that would be appropriate to their needs (a draft plan and plan outline was also made available on the planning website) Read the entire page →
From page 35... ... Several of the items available on the coordination clearinghouse website may also be found in Appendix D They include: • Coordination Plan FAQ; • Sample plan outline; and • Best practices form. Read the entire page →
From page 36... ... 3.9 Wisconsin Department of Transportation (WisDOT) Wisconsin provides an example of a state in which coordinated plans are prepared by counties, with significant technical assistance and support provided by WisDOT. Read the entire page →
From page 37... ... 37 After FTA issued the guidance for the JARC and New Freedom programs, and after reviewing "lessons learned" from the 2006 process, WisDOT convened a workgroup of RPC planners to develop a new coordination planning process for 2008. The updated process focused on creating buy-in and ownership of the coordination plans to increase implementation of plan strategies and action items. Read the entire page →
From page 38... ... highlights individual strategies that have been successfully used by coordination committees in urban, suburban, and rural areas. A copy of the Coordination Strategy Handbook is available at: http://www. Read the entire page →
From page 39... ... Key Features The Toolkits developed for both the 2006 and 2008 planning seasons were important to WisDOT's success in generating local participation and in completing 70 coordinated plans. Both Toolkits provided step-by-step instructions, not only on the planning process itself, with helpful tips and document templates, but also on each of the elements required to be addressed in the local plan. Read the entire page →
From page 40... ... Funding Programs Covered by Coordinated Plans Section Section 5317 5316 (New (JARC) , Section Freedom) Read the entire page →
From page 41... ... 41 Mississippi Oregon Metropolitan Planning Organizations -- small urban areas New rural planning regions -- rural areas MDOT -- 5310 plan and plan for JARC, New Freedom in nonurbanized areas MPOs in small urban areas State's Special Transportation Fund recipients (transit districts, counties, and Indian tribes) None Oregon's Special Transportation Fund Level of available staff resources; obtaining participation of stakeholders; incorporating the Medicaid program into coordinated transportation services Implementing the planning process with tribal governments unfamiliar with transportation planning; lack of dedicated planning staff or access to planning tools of STF recipients traditional stakeholders; regional coordinators played an essential role in the planning process; evaluation of each region's plan and process will help to strengthen planning process in the future Coordination summits and advisory groups were effective ways of increasing interagency cooperation; elected officials are hesitant to invest time in the process; mobility management efforts are hampered by the operation of a separate Medicaid transportation brokerage system Partnership with Association of Oregon Counties and provision of consulting assistance to STF recipients was vital; evaluation of first round of coordinated plans identified areas for enhancement; expanded stakeholder involvement; more consistent approach to identifying service gaps and needs; more use of data, mapping, and other tools; inclusion of a wider range of transportation strategies, linked to needs, in plans • • • • • • • • • • (continued on next page) Read the entire page →
From page 42... ... South Carolina Funding Programs Covered by Coordinated Plans Section Section 5317 5316 (New (JARC) , Section Freedom) Read the entire page →
From page 43... ... 43 Texas Wisconsin TxDOT -- 5310 plan 24 local/regional planning committees Counties or regions None Wisconsin's Employment Transportation Assistance Program Obtaining participation by human service stakeholders, limited staff capacity, conflicts in cases where an individual is a client of more than one agency, shifting focus of transportation agencies from operations to outreach and consensus building Confusion on the part of counties/regions about responsibility for implementing coordinated plans in first round, little knowledge in planning regions about transportation grant programs Local approach to plan development has worked well and been supported at many levels; goals should be realistic; providing guidance, funding, and technical assistance to local planning regions was key to their success Providing extensive technical assistance to local entities to help them develop plans worked well; identifying team of DOT program managers to be part of planning meetings and give an overview of grant programs is helpful; DOT can assist regions by breaking statewide data down by county and providing the information to the regions • • • • • • • • • • Read the entire page →
From page 44... ... coordinated planning requirements. For each state, the table notes the entity responsible for preparing coordinated plans, covered funding programs, challenges, and lessons learned. Read the entire page →
From page 45... ... • Development of a standardized approach to the planning process (planning steps and suggested timelines, for example) ; • Summaries of the federal coordinated planning requirements; • Provision of a coordinated plan outline or template; • Lists of potential stakeholders, or contact information for specific stakeholders; • Stakeholder outreach training; • Sample meeting invitation letters, agendas; • Transportation service inventory questionnaires; • Forms for collecting information about service gaps or best practices; • Answers to FAQ; • Information about the Section 5310, 5316, and 5317 programs; • Sample plans; • Standardized project prioritization criteria; and • Maintenance of a coordination website containing useful information. Read the entire page →
From page 46... ... 46 for JARC and New Freedom funds for non-urbanized areas -- 91% and 96%, respectively. Slightly fewer DOTs are the recipients of JARC and New Freedom funds for small urban areas (86% of responding DOTs for each type of funds) Read the entire page →
From page 47... ... 47 • Will a statewide coordinated plan be prepared? If so, will it cover all three funding programs? Read the entire page →
From page 48... ... 48 Table 4 Structure of coordinated planning process -- survey respondent State State Responsible DOT is Other for Preparing Designated Coordinated Plan(s) Recipient for Entities are State State JARC and Designated Compiles Develops Other New Freedom Recipients Regional/ Statewide Entities State DOT is Funds for for JARC, Local Plan that Responsible Designated Small Urban New Freedom Plans Includes for Recipient for and Non- Funds for into Regional/ Preparing Section 5310 urbanized Small Urban Statewide Local Coordinated Funds Areas Areas Plan Chapters Plan(s) Read the entire page →
From page 49... ... priorities among projects, review grant applications, and make funding recommendations. Consider enlisting the aid of a technical or advisory committee as the planning process is designed, implemented, monitored, and modified. Read the entire page →
From page 50... ... a state, will be valuable sources of information as coordinated plans are developed. In response to stakeholders suggested in the FTA's coordinated planning guidance and the grant program circulars, a broad and inclusive group of stakeholders was involved in the development of the coordinated plans of DOTs responding to the online survey. Read the entire page →
From page 51... ... 51 coordinated planning, and the counties that took over for the second round, by assembling lists of the types of organizations and agencies that would be potential stakeholders for the local groups. The coordinated planning toolkit developed by WisDOT provided not only suggestions about organizations that might be included, but also contact information for those groups. Read the entire page →
From page 52... ... notices, in-person surveys, e-mail surveys, and notices or flyers in community centers. The only outreach methods noted by DOTs to involve stakeholders in the planning process in addition to those suggested by FTA were a phone survey and teleconferences. Read the entire page →
From page 53... ... their data collection efforts in the online survey. Some state DOTs have developed a survey questionnaire for use by local or regional coordinated planning groups. Read the entire page →
From page 54... ... • Popular activity centers or common trip destinations for the target populations, such as: – Major employers, – Employment training program sites, – One-stop career centers, – Hospitals and medical centers (including dialysis facilities) , – Senior centers and adult day health program locations, – Shopping center, – Colleges and universities, – Human service program locations such as Medicaid and TANF program offices, and – Centers for independent living. Read the entire page →
From page 55... ... • Information and Awareness -- underutilization of the transportation system and travel needs that go unmet due to lack of coordination between regions, separate or insufficient marketing efforts, lack of knowledge among service providers about resources that could be used more effectively through coordination, and lack of information about how to use services. • Geographical -- areas in which additional services are needed. Read the entire page →
From page 56... ... 56 Of those nine DOTs, four (44%) are conducting the competitive selection process. Read the entire page →
From page 57... ... In most cases, the same number of respondents indicated that they use a particular selection criterion for both JARC and New Freedom projects/services. DOTs described how their Section 5310 selection process has been or will be coordinated with the JARC and/or New Freedom selection processes. Read the entire page →
From page 58... ... 58 embarking on an update for FY 2008 or FY 2009. The first round of planning appears to have been a learning experience, and states anticipate modifications to the planning process or planning activities to make enhancements such as the following: • Broaden the scope of plans in response to a new coordination administrative order executed by the state's governor, • Emphasize different types of transportation services among proposed strategies, • Provide a plan template for communities to follow, • Turn more planning responsibility over to large urbanized areas, • Develop a more robust needs assessment process, and • Improve the process for prioritizing projects. Read the entire page →
From page 60... ... Transportation Research Board 500 Fifth Street, NW Washington, DC 20001 These digests are issued in order to increase awareness of research results emanating from projects in the Cooperative Research Programs (CRP) Read the entire page →
From page 61... ... Transportation Research Board 500 Fifth Street, NW Washington, DC 20001 These digests are issued in order to increase awareness of research results emanating from projects in the Cooperative Research Programs (CRP) Read the entire page →

From page 1...

... Research Results Digest 331 Responsible Senior Program Officer: Gwen Chisholm-Smith April 2009 PREPARING COORDINATED TRANSPORTATION PLANS: A GUIDEBOOK FOR STATE DEPARTMENTS OF TRANSPORTATION This digest presents the results of NCHRP Project 20-65, Task 14, "Current Practice and Future Guidance on the Development of SAFETEA-LU-Required Coordinated Public Transit-Human Services Transportation Plans." The research was conducted by TranSystems under contract to AECOM Consult, with Patricia Monahan as the Principal Investigator. SUMMARY In August 2005, authorization for the federal transportation program was renewed in the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU)