National LTAP/TTAP

LTAP/TTAP Roles and Responsibilities Update

2007 Update

Roles and Responsibilities Executive Summary

Over the course of 2003 and 2004, FHWA initiated a broad review of the LTAP/TTAP to determine the strategic and operational direction of the Program. Working with stakeholders throughout the community, the goal was to assess whether LTAP/TTAP was "doing the right things, and doing things right" and insure that our work was focused, aligned and accountable to the needs of the taxpayer. This culminated with the implementation of the 2004 Program Strategic Plan.

The next step was to clarify how Program stakeholders work together within clearly defined roles and responsibilities, including how tasks should be aligned and how clearer lines of accountability can make the Program more efficient and effective. All of the parties that work to deliver value for LTAP/TTAP collaborated to address these areas and better define how to improve operations.

In that review, three main stakeholders emerged: LTAP/TTAP Centers, FHWA, and NLTAPA. Composite definitions of roles and responsibilities for FHWA, its Clearinghouse, NLTAPA and Centers at large were created in late 2004 and released in January 2005. Over the course of 2005, charters for the committees that help stakeholders to better govern LTAP/TTAP were also completed and released.

Following the twin developments of the selection of ARTBA as the new contractor for the FHWA Clearinghouse and the new strategic vision and organizational structure of NLTAPA, it became clear that additional work was needed to align the previous roles and responsibilities work to the new realities of the Program. This paper summarizes roles and responsibilities to date. It includes:

  • Updated roles and responsibilities outlines for Centers, FHWA, and NLTAPA
  • The same roles and responsibilities broken out by critical Program tasks

It is envisioned that this updated information will be folded directly into the Strategic Plan to further illustrate how the national LTAP/TTAP works together to achieve results for local agencies.

Roles and Responsibilities by Stakeholder

LTAP/TTAP Centers

Overall National Program Management

  • Submit national Program reporting reports and tools on time to FHWA
  • Serve at at-large members of national FHWA program committees such SPC and CSC
  • Serve on national NLTAPA committees and work groups

Center Management

  • Provide technology transfer and workforce development services for the primary benefit of local or tribal agencies as detailed by Center contracts with FHWA or State DOTs
  • Leverage available Program and other resources to meet customer needs; prepare an annual work plan that responds to customer needs, aligns with the FHWA LTAP/TTAP Strategic Plan, and coordinates with relevant national, state and other oversight agencies
  • Report annual performance to FHWA/OPCD as outlined in the LTAP/TTAP Strategic Plan and other directives
  • Coordinate relationships between funding and oversight agencies to foster collaboration and maximize growth opportunities [Note: consider adding something regarding where to go to resolve contract management issues]

Partnerships

  • Initiate, expand and improve local partnerships in their state or aread
  • Leverage local partner resources for LTAP/TTAP to help the Center achieve its mission to local agencies
  • Support the national strategy for partnerships through their local relationships; communicate information regarding efforts, initiatives and best practices to wider Program community

Product and Service Development

  • Develop local products, services and programs that meet the needs of local customers
  • Work with FHWA, NLTAPA and other Centers to improve the products and services provided to both Centers and customers; identify resources that can be made available for national use
  • Participate in periodic surveys and needs assessments to help prioritize national product development
  • Provide feedback at regional meetings on training programs or products under development

Program Growth and Sustainability

  • Leverage Program opportunities through non-traditional avenues with stakeholders and partners, such as agencies working in the areas of safety, environment, workforce development, emergency response, etc.
  • Maximize local relationships with state and national partners; develop and maintain effective marketing and educational tools regarding the work of the Center
  • Communicate additional Center and Program development opportunities to FHWA OPCD and NLTAPA

National Conference Planning

  • Serve on the conference program planning committee
  • Communicate needs to the committee when requested
  • Serve on the agenda as speakers, presenters, moderators, etc
  • Attend the conference
  • Host the national conference if selected by their region,
  • Promote the conference within their state or tribal area.

Regional Meeting Planning

  • Communicate their needs to the meeting coordinator through their regional representative
  • Serve on the agenda as speakers, presenters, moderators, etc
  • Attend the meeting; promote the meetings within their state or tribal area.

Facilitate Information Exchange within the LTAP Community

  • Share information with peers at regional meetings as well as through surveys, needs assessments and other methods wherever possible and relevant
  • Provide timely updates on Center initiatives, programs, courses and other information to the FHWA Clearinghouse for use in the resource directory and the LTAP/TTAP training exchange and other databases
  • Serve on Clearinghouse Steering Committee as at-large members

Professional LTAP/TTAP Staff Development

  • Commit staff time and resources to ensure staff are well trained about LTAP/TTAP, their customers, and about their particular jobs
  • Share best practices with other Centers
  • Participate in state and national committees such as TRB, strategic highway safety plans etc. to develop technical expertise within the LTAP/TTAP community.

FHWA: Office of Professional and Corporate Development

Overall National Program Management

  • Provide overall program management and leadership
  • Exert primary fiduciary responsibility for the Program through distribution of federal Program funds to LTAP/TTAP Centers as mandated by Congress and resultant US code, and accountable to legislative and executive branches for Program performance
  • Set strategic direction and contract requirements; monitor progress and effectiveness of the program
  • Create and manage a national Program business plan in coordination with LTAP/TTAP stakeholders
  • Create and implement the Program Strategic Plan
  • Develop tools to further strategic planning tools; collect, analyze and report on Program performance data
  • Ensure the coordination of reporting requirements with Division offices; work effectively with the Strategic Planning Committee
  • Ensure coordination, communication and support for NLTAPA activities; manage Program resources, with specific oversight responsibility for the FHWA Clearinghouse via contract
  • Coordinate activities and reporting requirements between Program stakeholders, specifically FHWA Divisions and state DOTs
  • Ensure compliance with regulations

Center Management

  • Coordinate LTAP/TTAP contract requirements with FHWA Division offices and additional offices that provide matching funds
  • Insure that LTAP/TTAP contracts address local needs

Partnerships

  • Develop, document and implement a strategy for partnerships in coordination with NLTAPA
  • Based on the above strategy, initiate, expand and improve national agency-level partnerships on behalf of the Program
  • Leverage national partner resources for LTAP/TTAP to help the Program achieve its national mission
  • Represent the national LTAP/TTAP to partners at their meetings
  • Represent LTAP/TTAP to other FHWA and federal program offices

Product and Service Development

  • Provide funding to develop, implement and promote national products, services and programs that support the Strategic Plan
  • Assess input from Center surveys and needs assessments in this area
  • Coordinate access to and revision of selected NHI courses for Center use

Program Growth and Sustainability

  • Represent the LTAP/TTAP to FHWA, BIA, FLH, DOT and other federal agencies
  • Find and develop additional funding opportunities from these sources
  • Work with NLTAPA to develop a national strategy for financial and resource development

National Conference Planning

  • Participate on the planning committee
  • Develop the FHWA national program part of the agenda
  • Provide financial assistance where needs are justified by NLTAPA
  • Promote the conference

Regional Meeting Planning

  • Develop the FHWA national program part of the agenda
  • Provide financial assistance where needs are justified by NLTAPA
  • Promote the meeting

Facilitate Information Exchange within the LTAP Community

  • Provide timely and effective information to the Program community on national Program efforts
  • Coordinate with other FHWA offices and community partners to provide information relevant to LTAP/TTAP such as local roads and transportation workforce development
  • Effectively manage the FHWA Clearinghouse; effectively manage the Clearinghouse Steering Committee
  • Ensure coordination, communication and support for NLTAPA activities

Professional LTAP/TTAP Staff Development

  • Provide funding to develop, implement and promote staff development opportunities, such as train-the-trainer and peer exchanges
  • Prepare and distribute a LTAP/TTAP Handbook
  • Coordinate an orientation for new Center directors within one month of their date of service

FHWA: LTAP/TTAP Clearinghouse Contractor

Overall National Program Management

  • Compile PAR data and report results to Program leadership

Center Management

  • Support and respond to Center requests for resources and information

Partnerships

  • Based on the above strategy, coordinate and communicate information regarding partnerships for the Program community.

Product and Service Development

  • Create and manage an accessible repository for training materials, a graphics library, a professional development tools library, and a master list of instructors and program expertise
  • Respond to both Center requests and development items identified in surveys and needs assessments.

Program Growth and Sustainability

  • Raise awareness of the LTAP/TTAP through various contract activities
  • Coordinate, develop and distribute Program informational materials.

National Conference Planning

  • Participate on and provide assistance to the Planning Committee including setting up and maintaining a conference website, managing conference calls and taking minutes
  • Promote the conference throughout the LTAP/TTAP community
  • Develop a half-day LTAP/TTAP 101 session

Regional Meeting Planning

  • Participate in and provide assistance to the regional meetings including taking minutes
  • Promote the conference throughout the LTAP/TTAP community via the web site

Facilitate Information Exchange within the LTAP Community

  • Provide information sharing, data collection, facilitation and other Program support functions under contract to FHWA
  • Collate requests for additional tasks from Program community
  • Develop and maintain a central source of information for the LTAP/TTAP
  • Assist in the coordination of information within the Program and among stakeholders, partners and customers.

Professional LTAP/TTAP Staff Development

  • Administer LTAP/TTAP 101 and other orientation resources
  • Develop and administer an LTAP/TTAP 201
  • Provide an online version of LTAP/TTAP 101 and 201
  • Maintain a list of Center best practices for professional development on the Web

NLTAPA

Overall National Program Management

  • Identify and champion national Center needs and Program improvement initiatives to FHWA
  • Assist and participate in the development, analysis, implementation and communication of Program strategic direction
  • Represent Centers to external partners

Center Management

  • No direct role in individual center management; support and respond to member center requests for center management assistance by providing a forum or network that supports the LTAP/TTAP community

Partnerships

  • Develop, document and implement a strategy for partnerships in coordination with OPCD
  • Based on the above strategy, initiate, expand and improve national and local partnerships on behalf of the Association
  • Leverage partner resources for LTAP/TTAP to address needs identified by its members
  • Represent the Association to partners at their meetings
  • Evaluate opportunities for additional partnering efforts on behalf of Association members
  • Coordinate and communicate information to members regarding Association partnerships
  • Assist FHWA in its national partnership work.

Product and Service Development

  • Identify Center needs for national and local training products through regional meetings other activities
  • Identify strategy to develop, implement and promote these national products, services and programs
  • Help create and coordinate a managed product development process for Centers.

Program Growth and Sustainability

  • Provide advocacy and marketing for LTAP/TTAP Centers
  • Educate decision makers via face-to-face visits and authored materials
  • Work with OPCD to develop a national strategy for financial and resource development
  • Based on the above strategy, seek and develop resources to increase Program services

National Conference Planning

  • Develop and deliver an annual LTAP/TTAP Conference through a conference planning committee, with the NLTAPA Secretary/Vice President serving as chair of that committee

Regional Meeting Planning

  • Schedule and manage regional meetings and communicate that information to the membership
  • Coordinate the national regional meeting schedule
  • Implement a needs assessments at each meeting

Facilitate Information Exchange within the LTAP Community

  • Provide leadership to promote and facilitate information collection and exchange for Centers
  • Review and provide feedback to FHWA on Clearinghouse activities through FHWA and/or the Clearinghouse Steering Committee
  • President serves as a member on the Committee

Professional LTAP/TTAP Staff Development

  • Assess Center needs and develop a strategy to meet those needs through its professional development work group
  • Bestow annual awards for excellence to Center community

Roles and Responsibilities by Program Area

Overall National Program Management

LTAP/TTAP Centers: Submit national Program reporting reports and tools on time to FHWA; serve at at-large members of national FHWA program committees such SPC and CSC; serve on national NLTAPA committees and work groups.

FHWA: Provide overall program management and leadership;, exerts primary fiduciary responsibility for the Program through distribution of federal Program funds to LTAP/TTAP Centers as mandated by Congress and resultant US code, and accountable to legislative and executive branches for Program performance; set strategic direction and contract requirements; monitor progress and effectiveness of the program; create and manage a national Program business plan in coordination with LTAP/TTAP stakeholders; create and implement the Program Strategic Plan; develop tools to further strategic planning tools; collect, analyze and report on Program performance data; ensure the coordination of reporting requirements with Division offices; work effectively with the Strategic Planning Committee; ensure coordination, communication and support for NLTAPA activities; manage Program resources, with specific oversight responsibility for the FHWA Clearinghouse via contract; coordinate activities and reporting requirements between Program stakeholders, specifically FHWA Divisions and state DOTs; ensure compliance with regulations. FHWA Clearinghouse: Compile PAR data and report results to Program leadership.

NLTAPA: Identify and champion national Center needs and Program improvement initiatives to FHWA; assist and participate in the development, analysis, implementation and communication of Program strategic direction; represent Centers to external partners.

Center Management

LTAP/TTAP Centers: Provide technology transfer and workforce development services for the primary benefit of local or tribal agencies as detailed by Center contracts with FHWA or State DOTs; leverage available Program and other resources to meet customer needs; prepare an annual work plan that responds to customer needs, aligns with the FHWA LTAP/TTAP Strategic Plan, and coordinates with relevant national, state and other oversight agencies; report annual performance to FHWA/OPCD as outlined in the LTAP/TTAP Strategic Plan and other directives; coordinate relationships between funding and oversight agencies to foster collaboration and maximize growth opportunities.

FHWA: Coordinate LTAP/TTAP/TTAP center contract requirements with FHWA Division offices and additional offices that provide matching funds; insure that the contracts address local needs. FHWA Clearinghouse: No direct role in center management; support and respond to Center requests for resources and information.

NLTAPA: No direct role in individual center management; support and respond to member center requests for center management assistance by providing a forum or network that supports the LTAP/TTAP community

Partnerships

LTAP/TTAP Centers: Initiate, expand and improve local partnerships in their state or area; leverage local partner resources for LTAP/TTAP to help the Center achieve its mission to local agencies; support the national strategy for partnerships through their local relationships; communicate information regarding efforts, initiatives and best practices to wider Program community.

FHWA: In coordination with NLTAPA, develop, document and implement a strategy for partnerships; based on the above strategy, initiate, expand and improve national agency-level partnerships on behalf of the Program; leverage national partner resources for LTAP/TTAP to help the Program achieve its national mission; represent the national LTAP/TTAP to partners at their meetings; represent LTAP/TTAP to other FHWA and federal program offices. FHWA Clearinghouse: Based on the above strategy, coordinate and communicate information regarding partnerships for the Program community.

NLTAPA: In coordination with OPCD, develop, document and implement a strategy for partnerships; based on the above strategy, initiate, expand and improve national and local partnerships on behalf of the Association; leverage partner resources for LTAP/TTAP to address needs identified by its members; represent the Association to partners at their meetings; evaluate opportunities for additional partnering efforts on behalf of Association members; coordinate and communicate information to members regarding Association partnerships; assist FHWA in its national partnership work.

Product and Service Development

LTAP/TTAP Centers: Develop local products, services and programs that meet the needs of local customers; work with FHWA, NLTAPA and other Centers to improve the products and services provided to both Centers and customers; identify resources that can be made available for national use; participate in periodic surveys and needs assessments to help prioritize national product development; provide feedback at regional meetings on training programs or products under development.

FHWA: Provide funding to develop, implement and promote national products, services and programs that support the Strategic Plan; assess input from Center surveys and needs assessments in this area; coordinate access to and revision of selected NHI courses for Center use. FHWA Clearinghouse: Create and manage an accessible repository for training materials, a graphics library, a professional development tools library, and a master list of instructors and program expertise; respond to both Center requests and development items identified in surveys and needs assessments.

NLTAPA: Identify Center needs for national and local training products through regional meetings other activities; identify strategy to develop, implement and promote these national products, services and programs; help create and coordinate a managed product development process for Centers.

Program Growth and Sustainability

LTAP/TTAP Centers: Leverage Program opportunities through non-traditional avenues with stakeholders and partners, such as agencies working in the areas of safety, environment, workforce development, emergency response, etc.; maximize local relationships with state and national partners; develop and maintain effective marketing and educational tools regarding the work of the Center; communicate additional Center and Program development opportunities to FHWA OPCD and NLTAPA.

FHWA: Represent the LTAP/TTAP to FHWA, BIA, FLH, DOT and other federal agencies; find and develop additional funding opportunities from these sources; work with NLTAPA to develop a national strategy for financial and resource development. FHWA Clearinghouse: Raise awareness of the LTAP/TTAP through various contract activities; coordinate, develop and distribute Program informational materials.

NLTAPA: Provide advocacy and marketing for LTAP/TTAP Centers; educate decision makers via face-to-face visits and authored materials; work with OPCD to develop a national strategy for financial and resource development; based on the above strategy, seek and develop resources to increase Program services.

National Conference Planning

LTAP/TTAP Centers: Serve on the conference program planning committee; communicate needs to the committee when requested; serve on the agenda as speakers, presenters, moderators, etc; attend the conference; if selected by their region, host the national conference; promote the conference within their state or tribal area.

FHWA: Participate on the planning committee; develop the FHWA national program part of the agenda; provide financial assistance where needs are justified by NLTAPA; promote the conference. FHWA Clearinghouse: Participate on and provide assistance to the Planning Committee including setting up and maintaining a conference website, managing conference calls and taking minutes; promote the conference throughout the LTAP/TTAP community; develop a half-day session entitled LTAP/TTAP 101.

NLTAPA: Develop and deliver an annual LTAP/TTAP Conference through a conference planning committee, with the NLTAPA Secretary/Vice President serving as chair of the committee.

Regional Meeting Planning

LTAP/TTAP Centers: Communicate their needs to the meeting coordinator through their regional representative; serve on the agenda as speakers, presenters, moderators, etc; attend the meeting; promote the meetings within their state or tribal area.

FHWA: Develop the FHWA national program part of the agenda; provide financial assistance where needs are justified by NLTAPA; promote the meeting. FHWA Clearinghouse: Participate in and provide assistance to the regional meetings including taking minutes; promote the conference throughout the LTAP/TTAP community via the web site.

NLTAPA: Schedule and manage regional meetings and communicate that information to the membership; coordinate the national regional meeting schedule; implement a needs assessments at each meeting.

Facilitate Information Exchange within the LTAP Community

LTAP/TTAP Centers: Share information with peers at regional meetings as well as through surveys, needs assessments and other methods wherever possible and relevant; provide timely updates on Center initiatives, programs, courses and other information to the FHWA Clearinghouse for use in the resource directory and the LTAP/TTAP training exchange and other databases; serve on Steeringhouse Clearing Committee as at-large members.

FHWA: Provide timely and effective information to the Program community on national Program efforts; coordinate with other FHWA offices and community partners to provide information relevant to LTAP/TTAP such as local roads and transportation workforce development; effectively manage the FHWA Clearinghouse; effectively manage the Clearinghouse Steering Committee; ensure coordination, communication and support for NLTAPA activities. FHWA Clearinghouse: Provide information sharing, data collection, facilitation and other Program support functions under contract to FHWA; collate requests for additional tasks from Program community; develop and maintain a central source of information for the LTAP/TTAP, assist in the coordination of information within the Program and among stakeholders, partners and customers.

NLTAPA: Provide leadership to promote and facilitate information collection and exchange for Centers; review and provide feedback to FHWA on Clearinghouse activities through FHWA and/or the Clearinghouse Steering Committee; President serves as a member on the Committee.

Professional LTAP/TTAP Staff Development

LTAP/TTAP Centers: Commit staff time and resources to ensure staff are well trained about LTAP/TTAP, their customers, and about their particular jobs; share best practices with other Centers; participate in state and national committees such as TRB, strategic highway safety plans etc. to develop technical expertise within the LTAP/TTAP community.

FHWA: Provide funding to develop, implement and promote staff development opportunities, such as train-the-trainer and peer exchanges; prepare and distribute a LTAP/TTAP Handbook; coordinate an orientation for new Center directors within one month of their date of service. FHWA Clearinghouse: Administer LTAP/TTAP 101 and other orientation resources; develop and administer an LTAP/TTAP 201; provide an online version of LTAP/TTAP 101 and 201, maintain a list of Center best practices for professional development on the Web.

NLTAPA: Assess Center needs and develop a strategy to meet those needs through its professional development work group; bestow annual awards for excellence to Center community.