Implementing the Agency Capability Building Framework to Activate Organizational Change (2025)
Chapter: Chapter 1: Introduction
Chapter 1 Introduction
1.1 Project Background
NCHRP Project 20-24(95), “Ensuring Essential Capability for the Future Transportation Agency,” which was completed in December 2019, developed an agency capability building (ACB) framework and guidance. Capabilities are defined as “The means by which an organization brings together its people and other resources to respond to changes in the business environment and deliver value to its customers and stakeholders.” This research described the external, social, cultural, demographic, political, economic, and transportation sector trends as well as internal factors, including workforce evolution, changes in DOT roles and focus, and financial challenges. It aimed to help agencies understand their own strengths and weaknesses. The research examined the impact of these trends on agencies and developed guidance to make strategic initiatives more actionable and improve agility in the face of change.
NCHRP Project 20-44(40), “Implementing the Agency Capability Building Framework to Activate Organizational Change,” builds upon the original framework and facilitates the use of the ACB guidance by transportation agencies. This project pulled together transportation agencies across the country to foster collaboration and the exchange of valuable knowledge and experience around building and enhancing capabilities to adapt to change.
This project established a Community of Practice (COP) of 27 individuals representing 19 state DOTs, AASHTO, and TRB, focused on collaborating around topics aimed at helping agencies navigate change by documenting noteworthy strategies and adapting to internal and external transportation trends. This group provided advice on outreach opportunities and building upon the curated online resource base.
The project refreshed the online resource base content, including:
- Shared practices, events, position descriptions, and toolkits for workforce and knowledge management
- Updated library resources, including new publications, job aids, and videos
- An updated directory with community of practice resources
- Links to related AASHTO and TRB community sites
The project supported the documentation of 11 noteworthy practices, providing the documentation of agency strategies related to data and information management, knowledge management, and workforce and organizational management. Three of these practices were subsequently developed into deep dive case studies.
The project engaged with AASHTO and TRB committees. In AASHTO, those committees were the Agency Administration Managing Committee, Committee on Knowledge Management, and the Subcommittee on Transportation Workforce Management. In TRB, those committees were the former Committee on Workforce Development and Organizational Excellence; Committee on Strategic Management; and Committee on Information and Knowledge Management. NOTE: Given the reorganization of TRB’s standing committees, the committee names no longer exist but were used during the duration of this project.
1.2 Project Objectives
The objective of this research was to facilitate the use of the ACB by transportation agencies, including state DOTs and their partner agencies. This project:
- Promoted the dissemination and use of the ACB products by communicating their value and content through multiple communications and outreach media, such as brochures, videos, and/or other promotional materials.
- Made presentations at webinars, conferences, AASHTO meetings, and other events attended by transportation agency leaders to bring attention to the ACB, its benefits, and how to use it.
- Planned and executed pilot implementation virtual peer exchanges that demonstrate agency application of the research products oriented around a specific agency capacity need or challenge. These virtual peer exchanges demonstrated the alignment of practice one or more capabilities using strategies and resources from the ACB guidebook. Documented the state DOT cases, including lessons learned regarding alignment of the ACB products, and the outcome of the process.
- Documented the research process, including activities conducted, participants, data collected, and lessons learned in a conduct of research report.
The deliverables are aimed at meeting the needs of a range of potential audiences, including executives, managers, and senior practitioners.
1.3 Project Methodology and Deliverables
The project was organized into six tasks with associated deliverables. An overview of the tasks can be found in Table 1-1 below.
Table 1-1. Project tasks with deliverables.
| Task | Deliverable(s) |
|---|---|
| Task 1- Community of Practice | COP member list, kickoff presentation with integrated agenda, overview of the ACB guidance, and the project work plan |
| Task 2 – Portfolio of Informational and Promotional Materials | Portfolio of informational and promotional materials that was used throughout the project to communicate the ACB guidance and the project plans |
| Task 3 – Disseminate Information, Build on Guidance, and Conduct Outreach | Briefing presentation, interview guidance, and interview notes |
| Task 4 – Virtual Peer Exchanges | Documented video case examples, deep dive case studies, and virtual peer exchange findings |
| Task 5 – Virtual Workshop | Workshop summary |
| Task 6 – Final Summary Report | Conduct of research final summary report |
