Minnesota Department of Transportation

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MnDOT Policies

Administrative Policy Development & Management

MnDOT Policy AD001
View/print signed policy (PDF)

Policy statement

The Minnesota Department of Transportation (MnDOT) develops, approves, implements, and maintains policies utilizing a standard format and process to ensure consistency and transparency. Policy approval requires three signatures for formal adoption.

  • Policy Owner (Office Director)
  • Governance Council, and
  • Deputy Commissioner, Deputy Commissioner/Chief Engineer or the Deputy Commissioner/CFO/COO

Reason for policy

Administrative policies are governance documents that set behavioral expectations and communicate roles and responsibilities for MnDOT employees. The objective for effective policy management is to create a sustainable framework that ensures the development of administrative policies and procedures that:

  • meet legal or regulatory requirements
  • support compliance through ease of use
  • reduce risk
  • conserve resources, and
  • promote consistency

Who needs to know this policy

All MnDOT employees must comply with MnDOT policies.

Definitions

Administrative Policy

A policy developed when:

  • Impacts are department-wide or across several divisions.
  • Long-term governance decision (no set time horizon for expiration).
  • No exceptions or are stated in the policy.

Policy Categories and Numbering

There are five policies categories:

  • Administrative (AD) policies – establish the framework for policy development and management and describe MnDOT’s position on overarching business issues
  • Data Management (DM) policies – the business function of planning for, controlling, and delivering data and information needs
  • Financial Management (FM) policies – essential to ensuring the management of MnDOT’s financial assets and resources
  • Human Resource (HR) policies – set expectations for the workforce to safeguard MnDOT’s workplace and to protect employees and others
  • Operations and Engineering (OP) policies – broad, long-termed and describe MnDOT’s position on technical issues

Policy Template

Located on the right column of the template and includes the following, listed top to bottom:

  • Policy Category - Policies are categorized as Administration, Financial Management, Human Resources, Information Technology, Operations and Engineering.
  • Policy Title - The policy title identifies the purpose of the policy.
  • Policy Number - Refers to the numbering convention identified above.
  • Policy Contents - The policy contents index serves as a mini table of contents and is hyperlinked to content in the policy.
  • History of Policy - The policy is effective on the date signed by the Deputy Commissioner.
  • Deputy Commissioner, Policy Owner, Policy Contact, Administrative Policy Manager - The Deputy Commissioner is a Deputy Commissioner. The Policy Owner is an Office Director and the Policy Contact is the subject matter expert for the policy. Information for the policy document includes the name (as on the Global Address list through Outlook, no nicknames), functional position title (such as Director, Office xxx), email address (as listed in Outlook index), and office phone number.

Policy Content

  • Policy Statement - The policy statement identifies what the policy requires and who must comply with it.
  • Reason for Policy - The reasons for the policy include the legal, regulatory, or business rationale for the policy.
  • Who needs to know this policy? - The “who” portion of the policy identifies the intended audience of the policy.
  • Procedures - The procedures are a high-level outline of significant milestones or steps required to fulfill the policy. The procedures are chronologically ordered.
  • Forms and Instructions - Forms and instructions assist readers with hyperlinks to topical material.

Definitions

Define terms and acronyms used in policies and provide consistency between MnDOT policies.

Responsibilities

The individual roles and responsibilities identify the persons accountable for the successful development, operation, and maintenance of the policy in order of importance.

Related Information

Related information pertains to primary source information such as legal references, policies and rules that support the subject matter of the policy.

Signatures

  • Policy Owner (Office Director)
  • Governance Council
  • Deputy Commissioner/Chief Engineer or Deputy Commissioner/CFO/COO

Procedures

Establish roles and responsibilities

For roles and responsibilities approved by the Governance Council, refer to Administrative Policy Roles and Responsibilities.

Establish the policy development and maintenance process

The Office of Chief Counsel will develop and recommend the process for developing and maintaining administrative policies. Refer to Administrative Policy Development Process.

Establish a policy template

The Office of Chief Counsel develops and recommends a policy template that uses a standardized format and content presentation to provide a consistent appearance and promote ease of use.

Establish policy categories and numbering schema

The Office of Chief Counsel develops and recommends the taxonomy (naming conventions), policy categories, and numbering schema for indexing and managing the policy repository.

Establish One-Stop-Shop for administrative policies

The Office of Chief Counsel develops and recommends a web-accessible policy library to serve as the trusted source for administrative policies and information about the Policy Program.

Establish an education strategy and sustainable communication structure

The Office of Chief Counsel develops and recommends an education strategy and communication structure to promote awareness of and compliance with, administrative policies.

Establish and maintain a records retention schedule

The MnDOT Retention Schedule sets rules for how long to retain records and, the proper disposal of the records at the end of their lifecycle. The MnDOT Records Retention and Disposal Policy identifies the legal obligations and the responsibilities with MnDOT for records retention and disposal.

Responsibilities

Deputy Commissioner

  • The Deputy Commissioner signs the policy document. The personnel in this role are the Deputy Commissioner/Chief Engineer or the Deputy Commissioner/CFO/COO.
  • Sign the policy document

Governance Council

  • Provide executive review and approval of MnDOT policies.
  • Approve the changes or retirement of existing policies.
  • Sign the policy document

Chief Counsel

  • Reviews and recommends approval by the Governance Council.
  • Seeks agency-level support and the budget to staff and operate the Policy Program.

Administrative Policy Manager

  • Provide leadership, analysis, design, development and management of the Administrative Policy Program.
  • Provide direction, process management and technical expertise on policies.
  • Support the Governance Council through policy review and approval process.

Policy Owner

  • Propose and contributes to the development of policies and their related procedures, processes, instructions.
  • Sign the policy document.

Policy Contact

  • Serve as the subject matter expert designated by the policy owner as the first point of contact to answer questions and assist with policy interpretation.
  • Work with the policy owner to provide business-based expertise in the drafting and review of policies.

Employees

  • Read, understand, and follow policies as adopted by MnDOT.

Forms/instructions

To request a change to a policy or to propose a new policy complete the online form and press submit request. The Administrative Policy Manager will provide a response to the request.

Related information

MnDOT Records Retention Policy
MnDOT Records Retention Schedule (note: for employees only)

History of policy updates or amendments

Effective 8/8/2012

Ownership

Deputy Commissioner

Tracy Hatch
Deputy Commissioner/CFO/COO

Policy Owner

Elizabeth M. Parker
Chief Counsel

Policy Contact

Nancy Melvin
Administrative Policy Manager
nancy.melvin@state.mn.us
651-366-3060