AASHTOs Cooperative Software Development Program Trnsport User Group MeetingOctober 6 10, 2007St. Louis, MissouriTrnsport User GroupTrnsport Task ForceSpecial Committee on Joint DevelopmentAASHTO Staff

TopicsAASHTOCooperative Software Develop. ProgramAASHTO Executive Director / Staff Special Committee on Joint DevelopmentTrnsport Task ForceTrnsport User GroupCommitments and the End User Designee

What is AASHTO?Established by the State DOTs in 1914 to work toward common goalsPrimary functions:Advocate for states on transportation issuesDevelops transportation engineering standards, guides and software recognized internationallyFacilitates information-sharing between member agencies through meetings, workshops, and the InternetRepresents Member Agencies in national discussions with other groups

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

AASHTO Committee Structure11 Standing CommitteesModal Committees:AviationHighwaysPublic TransportationRail TransportationWater TransportationTopic-Oriented Committees:Finance and Administration EnvironmentPlanningQuality ResearchHighway Traffic SafetyOrganizational structure includes subcommittees, task force, etc, involves over 2,000 volunteersCommittee members are State DOT representativesStanding Committee on Highways is largest by far

AASHTO Organization Chart

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.

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.

Governing DocumentsCooperative 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.

Cooperative Software Development

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T&AA

It is the AASHTO Program under which AASHTOWare is developed and managed

AASHTOWare is software developed, supported and maintained through an economical, not-for-profit, pooled-fund process known as AASHTO joint developmentWhat is the Cooperative Software Development Program?

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 CatalogMember participation at all levels of process.AASHTO project management staff.

Special Committee on Joint Development Roles and ResponsibilitiesStudy 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.

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.

Trnsport Task Force

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Trnsport Task Force Roles and ResponsibilitiesPrepare 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.

Trnsport 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.

Trnsport User Group

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Trnsport User GroupIndependent 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, andany 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 Trnsport Task Force.

RECAP - AASHTOWare Process ManagementUser Groups provide advice and recommendations to the Product Task Force on:the Product's effectiveness,the Product's deficiencies, andany needed product enhancementsTask Forces guide software development performed by contractorsSpecial Committee on Joint Development provides management oversightFull-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

Agency Involvement & EUD

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Annual Commitment and AssignmentsAgency AuthorityUsually the CEOPrimary Billing and Financial ContactAs designated by the AgencyEnd User Designees (EUD)Each product may have an EUD

End User DesigneeTHE Primary contact in the Agency for:AASHTO StaffThe Trnsport Task ForceThe Trnsport Contractors & StaffEUD is designated and/or changed by the Agency Authority or Primary ContactIS the voice of the agency for Trnsport Is NOT defined in the PG&P

End Use Designee (Continued)

Primary Financial Contact & EUD

SOURCES for InformationPolicies, Guidelines & Procedures Publication (available for download)AASHTOWare CatalogTrnsport Task Force AASHTO Staff Web Sites www.transportation.org www.aashtoware.orgAASHTOWare Contractors

Questions?Jim RamseyProject Manager / ConsultantAASHTOP.O. Box 3310Frankfort, KY 40603-3310Phone: 502-410-1283Email: jramsey@aashto.org

New AASHTOWare ProjectsInitiating an AASHTOWare Project:A single member department, group of member departments, or AASHTO committee(s) identify a need for a major new development area, or an enhancement to an existing product;With staff assistance, a project proposal is developed;Proposal reviewed by the Special Committee on Joint Development;Upon SCOJD approval, proposal distributed to AASHTO membership for voluntary commitment and participation