Trns•port User Group Trns•port Task Force Special Committee on Joint Development AASHTO Staff

1. AASHTO’s Cooperative Software Development ProgramTrns•port User Group MeetingOctober 6 – 10, 2007St. Louis, Missouri Trns•port User Group Trns•port Task Force Special Committee on Joint Development AASHTO Staff Working Together

2. Topics • AASHTO • Cooperative Software Develop. Program • AASHTO Executive Director / Staff • Special Committee on Joint Development • Trns•port Task Force • Trns•port User Group • Commitments and the End User Designee Hit the Highlights Slide 21

3. What is AASHTO? • Established by the State DOTs in 1914 to work toward common goals • Primary functions: • Advocate for states on transportation issues • Develops transportation engineering standards, guides and software recognized internationally • Facilitates information-sharing between member agencies through meetings, workshops, and the Internet • Represents Member Agencies in national discussions with other groups

4. AASHTO Governance Structure • Governed by Board of Directors comprised of: • CEO of each Member Department • 50 State DOTs, District Of Columbia DOT & Puerto Rico DOT

5. AASHTO Committee Structure Modal Committees: • Aviation • Highways • Public Transportation • Rail Transportation • Water Transportation Topic-Oriented Committees: • Finance and Administration • Environment • Planning • Quality • Research • Highway Traffic Safety 11 Standing Committees • Organizational structure includes subcommittees, task force, etc…, involves over 2,000 volunteers • Committee members are State DOT representatives • Standing Committee on Highways is largest by far

6. AASHTO Organization Chart

7. AASHTO StaffThe Executive Director, or his authorized delegate(s), shall: • Serve as an ex-officio, non-voting member of the Special Committee on Joint Development, all product and project task forces, and such other teams, working groups and other entities as are created in furtherance of this program. • Attend the meetings of the Special Committee on Joint Development and all task forces, as required. • Assemble and submit all budgets to the Executive Committee and approve all interim budget revisions. • Approve all solicitations for proposals, quotations or qualifications attendant to the preparation of a contract for services or equipment in advance, whether oral or written.

8. AASHTO Staff (Continued)The Executive Director, or his authorized delegate(s), shall: • Lead all contract negotiations and contract revision negotiations. • Execute all contracts and contract modifications or revisions. • Clarify guidelines and instructions for task force chairpersons and members concerning necessary record keeping, communications with contractors and such other topics as appropriate to ensure the proper management and administration of all contracts. • Prepare and distribute detailed and summary financial information necessary for contract administration and management and distribute to the Special Committee and task force members, as appropriate.

10. Governing Documents • Cooperative Software Development Program Policies, Procedures and Guidelines (PG&P) “This Policies, Guidelines and Procedures (P, G & P) document is intended to gather in one place the principal guiding documents relating to AASHTO's Cooperative Computer Software Development program. Included herein is AASHTO Administrative Resolution AR-2-86, which was most recently revised in April 2007.” “It constitutes the principal policy guidance on this important and growing AASHTO activity. Additional guidelines and procedures derived from and intended to clarify and provide further detail on AR-2-86 are also included.”

11. Cooperative Software Development

12. AASHTOWare Methodology • Documented processes and clearly defined roles and responsibilities allow defined, repeatable, and manageable results: • Cooperative Computer Software Policies, Guidelines and Procedures (contractually binding on Contractors). • AASHTOWare Standards and Guidelines notebook (contractually binding on Contractors). • AASHTOWare Strategic Plan. • Task Force Handbook. • AASHTOWare Catalog • Member participation at all levels of process. • AASHTO project management staff.

13. Special Committee on Joint Development Roles and Responsibilities • Study all policy issues and topics with respect to the Cooperative Computer Development Program in consultation with all active product and project task forces and bring recommendations resulting there from before the Board of Directors and Executive Committee for action, as appropriate. • Review and approve all procedural documents, manuals and other guidelines pertaining to the process and management of the Cooperative Software Program • Approve the appointment and removal of Product and Project Task Force members as necessary and the designation of the chairperson of each.

14. Special Committee on Joint Development Roles and Responsibilities – cont. • Review project proposals, and authorize solicitation of the membership for participation and funding for Cooperative Computer Development Projects. • Establish advisory and user groups when appropriate on the recommendation of the product and/or project task forces.

15. Trns•port Task Force

16. Trns•port Task Force – Roles and Responsibilities • Prepare product information for distribution to the AASHTO membership by the Executive Director or his delegate. • Prepare, refine and, when approved by the Special Committee on Joint Development, implement a product marketing plan including recommendation of appropriate fee schedules. • Receive advice and recommendation from the users group. • Develop and recommend work plans for contracts for maintenance, enhancement, and training. • Monitor and direct the product distribution activities and also contract compliance and progress.

17. Trns•port Task Force – Roles and Responsibilities – cont. • Prepare and submit recommended budgets for product maintenance, enhancement and training, and task force travel needs to the Chairperson of the Special Committee on Joint Development and the Executive Director or his delegate. • Review all contractor invoices and make recommendations by the Task Force Chairperson on contractor payments to the Executive Director or his delegate. • Recommend requests to proceed with project or product related software development activities from AASHTOWare Contractors to the AASHTO Executive Director.

18. Trns•port User Group

19. Trns•port User Group • Independent organization with own Constitution and By-Laws • Represents member department's, or licensed organization's interest in the product. • Provides advice and recommendations on: • the Product's effectiveness, • the Product's deficiencies, and • any needed product enhancements. • Defines, details, and recommends product training and support needs. • Details and recommends prioritized maintenance, enhancement, and support needs. • Submit resulting recommendations to the Trns•port Task Force.

20. RECAP - AASHTOWare Process Management • User Groups provide advice and recommendations to the Product Task Force on: • the Product's effectiveness, • the Product's deficiencies, and • any needed product enhancements • Task Forces guide software development performed by contractors • Special Committee on Joint Development provides management oversight • Full-time AASHTO Staff coordinates activities, and fulfills contract administration and project management function • Costs paid out of license fee revenue, project solicitations, or additional financial participation Slide 21

21. Agency Involvement & EUD

22. Annual Commitment and Assignments • Agency Authority • Usually the CEO • Primary Billing and Financial Contact • As designated by the Agency • End User Designees (EUD) • Each product may have an EUD

23. End User Designee • THE Primary contact in the Agency for: • AASHTO Staff • The Trns•port Task Force • The Trns•port Contractors & Staff • EUD is designated and/or changed by theAgency Authority or Primary Contact • IS the ‘voice of the agency’ for Trns•port • Is NOT ‘defined’ in the PG&P

24. End Use Designee (Continued)

25. Primary Financial Contact & EUD

26. SOURCES for Information • Policies, Guidelines & Procedures Publication (available for download) • AASHTOWare Catalog • Trns•port Task Force • AASHTO Staff • Web Sites • www.transportation.org • www.aashtoware.org • AASHTOWare Contractors

27. Questions? Jim Ramsey Project Manager / Consultant AASHTO P.O. Box 3310 Frankfort, KY 40603-3310 Phone: 502-410-1283 Email: jramsey@aashto.org