Knowledge Management at State Departments of Transportation: Research Roadmap (2025)
Chapter: Appendix E: Communication Plan
APPENDIX E
Communication Plan
Introduction
The KM Research Roadmap (RRM) provides a valuable resource for the AASHTO CKM and the TRB Standing Committee on IKM to support their roles in advancing KM-related research. These two groups currently work closely together to identify RNs, develop RPSs, and support research implementation.
While AASHTO CKM and TRB IKM are the primary audiences for and future stewards of the KM RRM, there are a wide array of other stakeholders who should be aware of the RRM and its contents. Concerns about loss of institutional knowledge and workforce adaptation to new demands extend across the full spectrum of transportation agency functions. Advances in KM have the potential to provide practical solutions that can be applied both at the agency-level and within individual functional areas to ensure that valuable knowledge is captured, retained, discovered when needed and applied.
This communication plan is intended to build awareness of and support for the research defined in the RRM within the groups currently focused on KM as well as other audiences who may benefit from KM research. The plan identifies different stakeholder groups, defines key message, and identifies specific communications activities to be undertaken – both initially and on an ongoing basis. It also provides communications materials that can be used as part of these activities.
Key Messages
Key messages to be communicated to different roles are presented below.
| Roles | Messages |
|---|---|
| Research Coordinators and Planners: People who plan, scope or coordinate research projects |
Review the RRM to get ideas for new projects or topics to include in existing projects
Consult the RRM to avoid duplicating existing RPSs or projects |
| Research Supporters: People in a position to support research through funding or voting on proposed KM research projects | Support/vote for projects based on this RRM – it contains a set of well-vetted RNs and RPSs |
| Research Users: People who make use of KM research products (including transportation agency KM leads and staff) | Review the RRM to look for topics of interest to you – and advocate for advancing these through AASHTO CKM and other forums |
Target Audiences
Target audiences for inclusion in the communications plan are listed below. Each of these audiences may include individuals playing one or more of the roles highlighted under Key Messages. Lead groups within each category are designated with an asterisk (*).
| Organization | Target Groups or Roles |
|---|---|
| AASHTO | *Strategic Management Committee CKM: staff liaisons, members and friends Committee on Data Management and Analytics: staff liaisons, members and friends Committee on Human Resources: staff liaisons, members and friends Administration Managing Committee - Workforce Subcommittee: members Special Committee on Research and Innovation (R&I) and its RAC – members Other AASHTO Committees – Research leads, Staff Liaisons, and Steering Committee Members. |
| TRB | *Technical Advisory Committee (TAC) members Executive Issues Section Information and Knowledge Management Committee – all members and friends Research Innovation Implementation Management Committee – all members and friends Strategic Management Committee – all members and friends Workforce Development and Organizational Excellence Committee – all members and friends Information Systems and Technology – all members and friends All other TRB Committees: Committee Research Coordinators and Committee Communications Coordinators All TRB Committee Section Leads Research and Technology Coordinating Committee (RTCC) 1 |
| USDOT | *Office of the Secretary (OST) Research, Development and Technology (RD&T) Planning Team2 FHWA RD&T Planning Team FHWA Resource Center KM Leads at FHWA, FTA, FAA |
| Universities | *Council on University Transportation Centers (CUTC) Other Transportation Research Centers (some are not members of CUTC) |
Communications Activities
Activities for communicating about the KM Research Roadmap should be led by the AASHTO CKM and the TRB IKM Committees. These activities are outlined below.
AASHTO CKM Activities
| Activity | Purpose | Target Audience | Timing | Communication Materials |
|---|---|---|---|---|
| Executive Briefing (AASHTO) | Discuss opportunities for collaboration across AASHTO Committees on KM research to meet common needs. |
AASHTO Strategic Management Committee
AASHTO Research & Innovation Committee AASHTO Agency Administration Managing Committee |
Following publication | Slide deck |
| Executive Briefing (USDOT) | Discuss opportunities for USDOT funding of KM - related research. |
OST RD&T Planning Team
FHWA RD&T Planning Team |
Following publication | Slide deck |
| Knowledge Cafe |
Ensure awareness of the roadmap contents and process used to create it.
Emphasize that the roadmap is intended to be a living product that is updated as new research ideas are suggested. |
CKM Members - Transportation Agency KM Leads | Following publication, then annually or biennial, coordinated with the roadmap update cycle. | Slide deck |
| Email Blast |
Ensure awareness of the roadmap contents and process used to create it.
Highlight relevance of KM to other committees. |
Other AASHTO Committee research coordinators | Following publication, then annually or biennial, coordinated with the roadmap update cycle. | Fact sheets |
TRB IKM Activities
| Activity | Purpose/Message | Target Audience | Timing | Communication Materials |
|---|---|---|---|---|
| Executive Briefing | Discuss ways to raise awareness of KM RNs and opportunities that benefit multiple TRB committees. | TRB TAC | Following publication | Slide deck |
| Quarterly Committee Meeting Presentation |
Ensure awareness of the roadmap contents and process used to create it.
Suggest how the roadmap can be tapped to advance new KM-related research through multiple programs. |
TRB IKM Members and Friends - people with an interest in KM in public, private and academic sectors | Following publication, then annually or biennial, coordinated with the roadmap update cycle. | Slide deck |
| Emails | Spread awareness of the roadmap, emphasizing the relevance of the KM RRM and research products to other committees. |
TRB Section Chairs
TRB Committee Research and Communications Coordinators |
Following publication, then annually or biennial, coordinated with the roadmap update cycle. | Fact sheets |
| Emails | Spread awareness of the roadmap. Suggest how it might be tapped by university researchers to advance new KM studies. Emphasize opportunities for collaboration with new partners. | CUTC members | Following publication | Fact sheets |
| TRB Webinar | Spread awareness of the roadmap, emphasizing the relevance of KM to multiple TRB committees. | TRB Community | 2024-25 | Slide deck |
Communications Materials
Fact sheets and a communication plan slide deck are available on the National Academies Press website (nap.nationalacademies.org) by searching for NCHRP Research Report 1134: Knowledge Management at State Departments of Transportation: Research Roadmap and looking under “Resources at a Glance.”
Endnotes
1. RTCC is an interdisciplinary committee, whose members are drawn from industry, academia, and the public sector. Appointed by the National Academies of Sciences, Engineering, and Medicine (the National Academies), the committee’s 11 members have expertise in highway transportation, engineering, safety, technology, planning, program evaluation, and administration (see Attachment A for the committee roster). RTCC’s charge is to monitor and review FHWA’s research and technology activities and advise the agency on (a) the development of its research agenda and its coordination with states, universities, and other partners; (b) strategies for accelerating the deployment and adoption of innovation; and (c) areas in which additional research may be needed. RTCC’s aim is to provide strategic advice at the research policy level.
2. The Office of the Assistant Secretary for Research and Technology (OST-R) coordinates research across DOT to maximize value from RD&T investments. On behalf of the Secretary of Transportation, OST-R’s Research Development and Technology (RDT) Office convenes a group called the RD&T Planning Team that brings together the research directors of each of DOT’s modal operating administrations.
