TSMO Program Plan Development Regional Operations Leadership Forum

Session Purpose Introduce elements of a TSMO Program Plan Provide understanding of: What is a TSMO Program Plan? What is it important? What are the benefits? Examples of TSMO Program Plan leadership actions

What is a TSMO Program Plan? Effective TSMO relies upon institutional arrangements and processes within agencies to shift the focus to managing transportation systems in order to optimize performance TSMO program planning is an effective practice for making TSMO a part of the mission of a transportation organization Primer, p. 1

What is a TSMO Program Plan? It involves strategic, programmatic, and tactical elements, and regular assessment, enhancement, and documentation of the: Relationship of TSMO to the agency mission and the fundamental reasons or business case for organizational commitment to TSMO Organizational structure and business processes to administer TSMO as a core program area Services, programs, technologies, and infrastructure to which an organization or geographic area commits to implement in order to support achievement of performance outcomes Primer, p. 2

Strategic, Programmatic and Tactical Strategic elements Clearly defines the relationship of TSMO to the agency mission or regional vision Answers “why” TSMO is important Provides a high-level vision of “what” the agency seeks to achieve, along with strategic goals and objectives

Strategic, Programmatic and Tactical Programmatic elements Addresses issues surrounding organizational structure and business processes for implementing TSMO activities Explains “how” the program operates, resource and workforce needs, and internal and external coordination and collaboration Identifies responsibilities of organizational units and analysis tools to guide investment decision-making Tactical elements Address specific services, programs, and priorities

Elements in Iowa DOT TSMO Program Planning The Iowa TSMO Strategic Plan, which identifies why TSMO matters, the challenges of congestion, the business case for TSMO, and a TSMO vision, mission, and strategic goals and objectives. 2. The Iowa TSMO Program Plan, which incorporates the Strategic Plan but expands it to focus on program development within Iowa DOT, including leadership, organization, business processes, performance management, and resources. 3. TSMO service layer plans that describe in more detail eight specific TSMO areas and the associated services, activities, and projects to be undertaken by the agency.

Unified TSMO Program Planning Framework Mission, vision, goals and objectives Performance measures Leadership, organization and staffing Business processes and planning Resources positioning and development Services and projects Roles and responsibilities Evaluation and reassessment Strategic Programmatic 1. Mission, Vision, Goals, Objectives, and Performance Measures: The program plan is based on a clear understanding of what the department or agency seeks to accomplish. Transportation systems management and operations (TSMO) goals and objectives and performance measures are visibly aligned with the department’s mission and vision. The lead TSMO unit has a clear mission, vision, etc. The department of transportation (DOT) promotes a shared, statewide vision among all TSMO stakeholders. 2. Leadership and Organization: Leadership and organizational responsibilities and corresponding authority are well defined, and the program plan addresses topics such as department-wide integration of TSMO, responsibilities of key organizational units, interaction with external stakeholders, and mechanisms for setting priorities and making other leadership decisions. 3. Business Processes: The program plan identifies the most important business processes for TSMO success, evaluates each of those processes, and proposes improvements to help ensure TSMO success. Some of the processes are departmental and need to be adapted or have new variations added. In addition some entirely new processes may be needed to support TSMO. 4. Resources (Financial, Human, Infrastructure, and Technology): The available and needed resources are systematically evaluated for all aspects of the TSMO program. Constraints on those resources and the implications for the TSMO program are examined, and the program plan includes strategies to improve both the availability and effective use of key resources. 5. Packages of Services, Projects, and Activities with Related Policies and Guidelines: The program plan broadly identifies the packages of TSMO services, projects, and activities that are most effective in accomplishing the DOT’s mission, vision, goals, and objectives. The program plan enumerates policies and decision-making guidelines for implementation of services, projects, and activities (e.g., warrants, priorities, service levels). Tactical

Typically Address TSMO Capability Maturity Capability Maturity Model (CMM) assessment can help agencies identify actions that will improve TSMO capabilities

Levels of Capability Maturity

Participant Evaluation of CMM Everyone assessed their agency’s CMM using the One-Minute Guidance Evaluation Here are the results… [INSERT SURVEY RESULTS SUMMARY FROM EACH PARTICIPANT AGENCY]

Actions to Improve Maturity TSMO Guidance offers detailed actions for agencies to improve maturity of their capabilities based on their self-assessed level Many of the leadership actions discussed in the previous core subjects are taken directly from the TSMO Guidance Actions are suggested for all six areas of capability which are also reflected in the TSMO Program Plan framework

CMM in TSMO Program Plan Framework CMM Dimension Mission, vision, goals and objectives Culture Performance measures Performance Measurement Leadership, organization and staffing Organization/Workforce Business processes and planning Business Processes Resources positioning and development Services and projects Systems and Technology Roles and responsibilities Collaboration Evaluation and reassessment Actions are suggested for all six areas of capability which are also reflected in the TSMO Program Plan framework – actions may become key parts of TSMO Program Plan

Why is it Important? Agencies with the most effective TSMO activities were differentiated not by budgets or technical skills alone, but through the existence of critical processes and institutional arrangements focused on TSMO applications. Developing and Sustaining a Transportation Systems Management and Operations Mission for Your Organization: A Primer for Program Planning https://ops.fhwa.dot.gov/publications/fhwahop17017/fhwahop17017.pdf Primer, p. 5

Why is it Important? Creates a TSMO mission within an agency by articulating how TSMO supports the agency vision and purpose Similar in this way to Strategic Highway Safety Plan (SHSP) Sustains and institutionalizes TSMO initiatives Particularly through period of rapid change Supports effective program delivery Establishes resources and procedures Responds to unique needs and issues Supports that agency in better meeting customer needs SHSP Program Planning: - Includes a similarly wide range of internal and external stakeholders - Addresses similar agency and national level performance measures - Provides a similar foundation for strategic, programmatic, and tactical element

FDOT Vision and Mission for TSMO TSMO will increase the delivery rate of fatality-free and congestion-free transportation systems supporting the FDOT vision and Florida Transportation Plan goals Mission Identify, prioritize, develop, implement, maintain and update TSMO strategies and measure their effectiveness for improved safety and mobility Florida DOT Transportation Systems Management and Operations Strategic Plan, August 2017 http://www.fdot.gov/traffic/Doc_Library/PDF/2017%20TSM&O%20Strat%20Plan%20Aug%2024%202017%20FINAL.pdf

What are the Benefits? Guides development of structure, resources, business processes, and decision support systems needed to deliver the strategic vision for TSMO Better mainstreaming of TSMO within agencies Better priority setting for for activities and investments Defines programmatic structure for organizing activities, functions, and workforce to accomplish the goals and objectives of the TSMO program Primer, p. 6

10 Guiding Principles to Advance Leadership Actions 10 Guiding Principles to Advance TSMO Program Planning Understand motivation Identify a leader and key internal partners Develop clear definition and understanding of TSMO Establish baseline conditions (CMM assessment) Identify what expertise is needed

10 Guiding Principles to Advance Leadership Actions 10 Guiding Principles to Advance TSMO Program Planning Organize for TSMO Engage key external stakeholders Look ahead to emerging technologies and innovations Consider external forces and other emerging issues Analyze and evaluate performance

Resources Developing and Sustaining a Transportation Systems Management and Operations Mission for Your Organization: A Primer for Program Planning https://ops.fhwa.dot.gov/publications/fhwahop17017/fhwaho p17017.pdf Iowa DOT Strategic, Program and Service Layer Plans https://iowadot.gov/tsmo Florida DOT TSMO Strategic Plan http://www.fdot.gov/traffic/Doc_Library/PDF/2017%20TSM&O %20Strat%20Plan%20Aug%2024%202017%20FINAL.pdf Pennsylvania DOT TSMO Strategic Framework http://www.penndot.gov/ProjectAndPrograms/operations/Pag es/default.aspx