Standing Program Management Teams Toolkit

Originally created as a collaborative forum for discussing Traffic Incident Management plan updates and implementation needs, our Standing Program Management Teams (SPMT) have evolved to facilitate continued dialog about TIM best practices—on and off the scene.

Use this site to ensure your SPMT is developing TIM plans correctly and consistently.

General Information

Goals

  • Collaborate to collect data.
  • Develop memoranda of understanding (MOU).
  • Fund TIM programs.
  • Execute mutually beneficial trainings.
  • Determine the direction of TIM practices.
  • Update or develop TIM plan documents.
  • Share resources.

Members

Each SPMT has leadership representatives from a variety of public and private agencies. They aim to create a well-rounded, multi-disciplinary team that understands and continually joins forces to advance and implement TIM practices in an area or corridor.

Our teams represent dozens of agencies, including:

  • CDOT
  • Local, regional and statewide law enforcement
  • Fire and rescue
  • Communication professionals
  • Emergency medical services
  • Emergency medical managers
  • Medical examiners/Coroners
  • Colorado Division of Homeland Security & Emergency Management
  • Hazardous materials experts
  • Transportation agencies, including:
    • Federal Highway Administration
    • Volunteer organizations
    • Highway maintenance
    • Service patrols
    • Traffic incident response teams
    • Transportation Management Center (TMC)
    • Traffic operations
    • Highway incident commanders
  • Towing and Recovery Services

Subcommittees

SPMT leaders may decide to create subcommittees as the team grows and identifies specific goals that require expertise. Key members should participate in these groups to ensure success.

Subcommittee Rules

  • Should report progress at every SPMT meeting.
  • Work may be temporary until a particular task or project is completed.

Existing SPMT subcommittees include:

  • Communication Subcommittee:
    • Develop point of contact lists for closures
    • Develop communication reference cards for communication centers
    • Develop communication-specific training modules
  • Training Subcommittee:
    • Develop training specific to the corridor or area to focus TIM priorities identified by the SPMT group
    • Provide tools and tactics for field use
    • Examples: Manage the queue; multi-disciplinary scene size up; Mark It and Move It; Push Bumper use; etc.
  • Technology Subcommittee:
    • Focuses on tools specific to individual agencies that can benefit the greater group.
    • Shares an understanding of process and procedure.
    • Also a resource/clearinghouse for other technology ideas (website, VMS literacy, ReadyOps, WebEOC, etc.)
  • Law Enforcement Field Guide for Major Incidents:
    • Field reference mainly for law enforcement to pre-plan resources and protocols for major incidents
    • Developed in conjunction with fire and public works

How to Start an SPMT

SPMT Kickoff Meetings & Templates

Kickoff meetings can vary according to area. CDOT strongly recommends combining a SPMT kickoff meeting with a Federal Highway Administration SHRP2 training session.

At the kickoff meeting, each team will decide how often its group should meet. At a minimum, each group must meet on a quarterly basis. SPMT meetings usually follow the format outlined in the next two templates; however, special topics may come up from time to time.

Tips

  • Meeting organizers must consult with SPMT leadership and their TIM champion(s) to present (or recruit a partner to present) the "multi-disciplinary approach to TIM" section. (CDOT headquarters staff members can assist in recruiting TIM champions.)
  • During the "Updates" portion of the meeting, pass around the SPMT POC List to make sure individuals' information is up to date.
  • During "Agency Updates," individuals should provide any updates regarding their agencies—regardless of whether those updates are TIM related.
  • Not all topics under "TIM Tools" are applicable to all SPMT areas. Areas might already have a TIMP and, therefore, the topic may be presented as an overview of the current plan.
  • Training(s) discussions may be abbreviated if the meeting is combined with a SHRP2 training session. Adjust meeting topics as necessary.
  • Subcommittee reports will vary by area. Subcommittees are responsible for various tasks.
    • Please refer to the SPMT "Information" section for examples.
    • If there is a training subcommittee, the "Training Updates" may not be needed, or the agenda may be rearranged and necessary
  • If an After Action Review (AAR) needs to take place with a routine SPMT meeting, merge the "SPMT Meeting Agenda" with the "After Action Review Agenda."
    • Make sure to also merge the "SPMT Meeting Presentation" with the "After Action Review Presentation."
    • We recommend holding after action reviews every quarter, at a minimum.

Kickoff Meeting Templates

Template File Type Description Notes
SPMT Kickoff Meeting Agenda DOC Agenda template for Stakeholder Kickoff Meeting This document outlines the topics covered in the Kickoff meeting and can be modified to fit the SPMT area topics.
SPMT Kickoff Meeting Agenda: Annotated DOC Detailed description of each topic in the Kickoff meeting agenda This document is targeted for the meeting organizer and/or CDOT TIM Champion. It provides a step by step account of what each meeting topic should cover and assigns speaker responsibilities. This document is not generally distributed to meeting attendees.
SPMT Kickoff Meeting Presentation PPT Presentation template with discussion items for Stakeholder Kickoff Meeting The template can be modified to fit the SPMT area topics. The organizer must coordinate with TIM Champion(s) to see which First Responder will conduct the ‘Multi-disciplinary approach to TIM' section.
SPMT Point of Contact (POC) List XLS Master SPMT contact directory with partner agencies  The template includes information on agencies that should be involved in the SPMT process. Work with your area's CDOT TIM Champion to identify names of individuals who should be part of the process.

*Provide this list during SPMT meetings so that agency members can routinely update their agency's POC information.

File Type Description Notes
XLS Meeting Sign-In Sheet Use this spreadsheet to track meeting attendance.
DOC SPMT Meeting Agenda template This document outlines the topics covered in SPMT meetings and can be modified to fit the SPMT area topics.
PPT SPMT Meeting Presentation template with discussion items This presentation template should be used for SPMT meetings. Elements in the presentation may change according to the agenda topics. Be aware that not all meetings require a presentation.
PPT Directional Signage for SPMT Meetings Print out these slides for posting in and around your meeting location to help guide attendees.
PPT Additional Information/Programs Template Use this template to provide additional information about CDOT communication paths, resource requests, service patrol, and SPMT trainings and subcommittees.

An AAR identifies successes and lessons learned to improve future incidents and actionable items for the SPMT group. AARs should take place every quarter and/or after a distinct traffic incident. They may also be combined with SPMT meetings.

 

Before the meeting:

  • Gather as much detailed information regarding the incident as possible (e.g., police reports; social media reports; pictures; individual agency After Action Reports).
  • Use this background information to outline the event for all attendees to the AAR—even if they were not at the scene.
  • Work with incident participant agencies to protect sensitive information.

The meeting organizer should take excellent minutes of the discussion. These will help in the creation of the AAR Meeting Summary and/or the official After Action Report.

File Type Description Notes
DOC Agenda template with major discussion items for all AAR meetings This document should be used to establish the discussion items for AAR Meetings. AAR meetings may be combined with an SPMT meeting or as a standalone meeting. The meeting might also include more than one incident. Repeat the template as necessary for multiple incidents.
DOC After Action Review Meeting Summary Use this template to document what is discussed during each meeting.