NCHRP 20-68A. Domestic Scan Advances in Developing a Cross- Trained Workforce. Significant Findings and Recommendations July 22, 2015

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1 NCHRP 20-68A Domestic Scan Advances in Developing a Cross- Trained Workforce Significant Findings and Recommendations July 22, 2015 Greg Duncan Applied Pavement Technology, Inc. 1

2 Overview Scan Objectives and Participants Summary Initial Findings Conclusions/Recommendations Dissemination Activities 2

3 Scan Objectives Problem Statement developed by Jennifer Toth, AZ DOT Leading Management Practices For Developing A Cross-Trained Workforce will investigate how agencies are using workforce cross-training as a strategy for enhancing agency efficiency and agility in adapting to changing missions, priorities and budgets; and the conditions under which cross-training strategies are applicable and appropriate. 3

4 Presenting Organizations CalTrans Connecticut DOT Iowa DOT Missouri DOT National Institutes of Health Ohio DOT Oregon DOT Tennessee DOT Utah DOT Virginia DOT 4

5 Team Members Amanda Holland, (Chair), Division Operations Manager, Administrative Services Division, Alaska DOT & PF Olivia P. Alexander, Team Leader, Talent Development Division, FHWA Office of Human Resources Ann Vicki Arpin, Human Resources Administrator, Connecticut DOT Greg Duncan, P.E., Assistant Chief Engineer for Operations, Tennessee DOT 5 Todd Emery, P. E., Deputy State Engineer, Statewide Operations, Arizona DOT Jane Lee, Chief, HR Officer Human Resources, Oregon DOT Lee Wilkinson, Director, Operations and Finance Division, Iowa DOT Rick A. Smith, Subject Matter Expert

6 Scan Team Members Home State and Host Agency States WA OR NV CA ID AZ UT MT WY CO NM ND SD NE KS OK MN (NIH ) IA MO AR WI IL IN TN MI KY OH WV SC PA NC VT NY VA NH ME CT NJ DE MD RI MS AL GA TX (SME) LA FL HI AK 6 Team Member Home State Host Agency State

7 Summary Definition Best Practices Business Needs

8 Cross Training Definition to train (an employee) to do more than one specific job (Webster s Dictionary) Teaches an employee who was hired to perform one job function the skills required to perform other job functions. Cross-trained employees become greater assets while gaining knowledge and skills that benefit them personally. An umbrella term used interchangeably with Job Shadowing and Rotation Eases the challenges of workforce shrink and reductions in funding.

9 What are the Business Needs? More skilled/capable workforce Employees more aware of the big picture Redundancy Reliability Integration into Organization Executive Bench-strength Core strengthened Organization

10 Best Practices Single Discipline More Robust Employees New Employee/Engineer-in-Training Executive s Large Scale Silo Swapping

11 Best Practices More Robust Employees NIH fed needs of Employees CalTrans Knowledge Pyramid Oregon DOT has a Right of Way rotational assignment program

12 Best Practices New Employee/Engineer-in-Training CalTrans rotation program for engineers and planners o Focus is on Academies, coaching, internal training, mentoring, and job shadowing. CT using consultant Bridge Inspectors to train CT employees OH tests potential hires to determine behavioral traits and skill sets

13 Best Practices Executive s VDOT Executive leadership rotation District Engineer exposed to HQ Temporary Special Assignment MODOT Accelerated Leadership Development EIT s with 3-5 years experience

14 Best Practices Large Scale Silo Swapping Iowa has a voluntary program for Trans Technicians Worked with Union Tennessee restructured all Maintenance Workers and Construction Technicians Reclassification to Operations Tech (1, 2, 3)

15 Performance Measures Reduction in construction inspection cost(tenn DOT). Meets the Federal Metric Requirements(Connecticut DOT ). Completion of the cross-training assignment and feedback from those directly involved(vdot).

16 ~ Conclusions ~ A. Three categories of conclusions were developed by the scan team: 1) Conclusions addressing How successful cross-training programs can be developed 2) Conclusions for whom Who crosstraining is intended 3) Conclusions that describe Why DOTs should adopt cross-training

17 ~ Conclusions ~ 1. HOW Consider using adult learning theories, learning styles and barriers to learning (Malcom Knowles) when designing crosstraining curriculum and activities. Use internal resources/smes. Tailor cross-training to meet predetermined goals and objectives. Engage Union from the beginning.

18 ~ Conclusions ~ 1. HOW (cont.) Cross-training programs can be adopted from similar organizations if the program is adaptable to the specific needs of the Department; one size does not fit all. It is possible to implement cross-training in different employment environments union or non-union.

19 ~ Conclusions ~ 2. WHO Agency commitment A positive tone at the top is important and sets the stage for success a. A champion b. An action plan based on change management. c. Employee involvement

20 ~ Conclusions ~ 3. WHY Consolidate resources Develops employees thereby improving agency There is an identified business need. For example, maintaining level of service through a reduction in workforce. Cross-training leverages organizational talent. Business cases vary but if they are clearly designed at onset, it will be easier to develop & implement performance measures.

21 ~ Recommendations ~ Consider informal cross-training options. Carefully select mentors or coaches who will be used in cross-training programs. Develop performance metrics to show the value of these programs. Embrace generational diversity. Align cross-training programs with organizational mission, vision, goals, and needs.

22 Questions? AASHTO / NCHRP U.S. Domestic Scan

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