An Introduction to the AASHTO Research Advisory Committee RAC 101 An Introduction to the AASHTO Research Advisory Committee

Curriculum Intro & Mentoring Program – Dale Peabody SCOR/RAC web site; New Member Handbook – Amy Schutzbach RAC Task Forces – David Jared Peer Exchanges – Camille Crichton-Sumners Transportation Pooled Fund Program – Chris Jolly Sharing Information & Cooperative Research Programs – Chris Hedges Seven Keys – Cynthia Gerst TRB State Reps – Mark Norman Q&A - all

AASHTO Research Advisory Committee (RAC) Background: Established 1987 Advisors to SCOR Research Directors from each AASHTO member department Appointed by member DOT CEO Predominately highway-oriented AASHTO Vision: The American Association of State Highway and Transportation Officials will be the voice for transportation and a catalyst for institutional and technical excellence.

RAC Mission To promote quality and excellence in research and in the application of research findings to improve state transportation systems. Provide advice on transportation research matters to SCOR and AASHTO Participate in NCHRP Facilitate the development of research problem statements for consideration by SCOR Identify and report ongoing and planned State-only funded research being sponsored by Member Departments (TRIS and RIP)

RAC Responsibilities Demonstrate the value of research Facilitate deployment of new technologies Collect and disseminate information on current and completed research Conduct peer exchanges on best practices for research management Assist SCOR in developing the annual NCHRP

AASHTO Regions

RAC Leadership Officers: Leadership Team: Chair and Vice Chair appointed by AASHTO President SCOR and RAC Secretary: Director of the TRB Cooperative Research Programs Leadership Team: RAC Chair RAC Vice Chair Four Regional RAC Chairs RAC Secretary

RAC Task Forces Administration Coordination & Collaboration Program Management Transportation Knowledge Networks Value of Research Funding (disbanded) Peer Exchange (disbanded)

RAC Business Policies And Procedures: Meetings: Operating Guidelines Each Regional RAC has its own objectives, policies and procedures, or by-laws. Meetings: January during TRB National Summer meeting

Role of SCOR Keep informed on transportation research “AASHTO’s driving force for transportation research and innovation” Keep informed on transportation research Solicit, evaluate, select NCHRP problem statements Encourage effective use of research funding, and recommend appropriate funding levels Serve as forum and advocate Review, monitor, and foster coordination Keep informed of U.S. transportation research Solicit, evaluate, select NCHRP problem statements. Encourage effective use of research funding, and recommend appropriate funding levels; Serve as forum and advocate for transportation research; Review, monitor, and foster coordination for national programs of transportation research.

SCOR Membership Chairperson and Vice-Chairperson appointed by the AASHTO President Secretary: Director of TRB Research Progs. 2 Senior Administrators from each AASHTO region 2 Research Directors from each AASHTO region Affiliate & ex-officio members

RAC Mentoring Program RAC Secretary sends welcoming letter Regional chair talks to new member and assigns mentor Mentor/new member talk on monthly basis covering various aspects of RAC and research program administration Mentor assists new member in preparation for the annual summer meeting; participate together in RAC 101 Mentor/new member provide feedback

SCOR/RAC Website New Member Handbook

SCOR/RAC Website Found on-line at: http://research.transportation.org New Member Handbook Answers basic questions new members might have Provides links to additional information The SCOR-RAC website contains a wealth of information The site is maintained by Natassja Linzau of TRB, and she does an excellent job Currently, the website is being reviewed by a subcommittee of the RAC Admin Task Force, led by Cynthia Gerst and Natassja New member handbook used to be housed in a 250-page, 3-ring binder Revised in 2009/2010 to be more user-friendly Created on-line format using all the basic questions that new members might have

Very user-friendly, intuitive format On the main web page, click on the blackboard

The RAC Guide for New Members contains basic information, starting from the point of being named a RAC member and explaining what RAC is and what we do There are a number of brief paragraphs, with links to various other web sites that can explain the information in more detail This is a very handy guide, even for not-so-new members Many of the resources that RAC members need on a day-to-day basis have links on this page

Brief descriptions of the genesis of RAC, the composition of RAC, and how we accomplish our work, quite a bit of which occurs through our task forces

Once you join RAC, you enter a world filled with acronyms – RAC, SCOR, FHWA, TRB, TPF, TRID, RiP, RITA, STEP, IDEA, NCHRP, UTC, CUTC, etc. What do they all mean???? The website helps strain the alphabet soup and give you some basic information

What are my responsibilities as a RAC Member? I’ve got a lot more questions…. The last line under “I’ve got a lot more questions” states “Always feel free to contact another RAC member in a nearby state or across the country.  You’ll find everyone is willing to help.” Take this line to heart. One thing I have learned about RAC is that it is a community. Once you become a RAC member you become part of that community, and you’ve got a lot of people willing to help you out. It might be your mentor (as Dale explained earlier), it might be someone in your region, it might be someone you met at the annual meeting. Don’t be afraid to ask. The old adage about “the only dumb question is the one you don’t ask” is pretty true.

SCOR/RAC Website There is more great information available on the website The left-side of the page has some links that are worth exploring, whether you’re a new member or an old hand.

SCOR/RAC Website About SCOR and RAC RAC Task Forces Meetings Research Projects and Results About SCOR/RAC - this link contains information on both SCOR and RAC. Links are provided to take you to their mission statements and rosters. Another informative link is to the listing of RAC Task Forces. Sue Sillick will be presenting more on the task forces in just a bit. MEETINGS – directs you to upcoming meetings, past annual meetings (including agendas and presentations), as well as regional and RAC Leadership meeting notes RESEARCH PROJECTS AND RESULTS – you can select either NCHRP Research for AASHTO Committees (Standing Committees on the Environment, Highways, Planning, and Public Transportation) or NCHRP Annual Projects (such as Synthesis of Practice, Legal Issues, the IDEA Program, Security Research, etc.

SCOR/RAC Website Contacts and Programs Staff Listings for AASHTO, NCHRP, TRB, FHWA, and UTCs State DOT Research branches Publication/Subscription lists TRB Participation by State State DOT Research fact sheets The website also has links to many organizations that you will deal with on a frequent basis. ************Many times it’s easier to just head to the RAC website to access contacts rather than maintain your own list of Favorites Again, Natassja Linzau maintains the SCOR/RAC website, and she is very good about keeping the site current.

SCOR/RAC Website Resources for Research Managers Legislation and Regulation Guidelines and Tools Value of Research Perhaps one of the most useful links on the website is the link entitled “Resources for Research Managers” It’s a very helpful resource with information on some of the basic functions research managers have to perform LEGISLATION AND REGULATION - is a one-stop shop for basic information on the current transportation funding legislation, information from FHWA on legislation, the State Planning and Research program (SPR), peer exchanges, and sample reports from other states that have conducted peer exchanges GUIDELINES AND TOOLS - includes such gems as guidelines for your State Transportation Research Manual and a model calendar for research managers. I think this is one of my most favorite items. I was told that it would take at least a year to understand the research cycle. It took me longer – I guess I’m a slow learner. But this calendar clues you in as to what occurs when. VALUE OF RESEARCH - High Value Research Projects and the ever-popular “Research Makes a Difference” brochures, so you can share with your department how research is impacting the nation

SCOR/RAC Website RAC Survey Results FAQs Information for State TRB Reps RAC SURVEYS - When you join RAC, you become part of a list serve that allows you to contact all of your counterparts in the states Many times we use the list serve to answer questions and gain insight from the other states as to how they have handled a particular situation The survey results are organized by year and also by topic area. When you are faced with a question and told to find out what other states are doing, I would recommend looking here first. There is some great information stored here, and may serve as a starting point (or even ending point) in your search Another great resource is the FAQs When all else fails, go to the FAQs. No matter how silly or simple you think your question is, you can probably find your answer here. The FAQ page was created by asking new RAC members to provide their questions. It’s populated with links to take you to the information you need. And, last but not least, is the INFORMATION FOR STATE TRB REPS call-out. The majority of RAC members also serve as their state’s TRB rep. Mark Norman will be presenting more on this later.

RAC Task Forces The Peer Exchange is, at the most basic level, a tool for assessment and improvement of the research management process in your state. Periodic peer exchanges are Federal Requirement, outlined in 23 CFR 420.207(b). The most recent Federal guidance on peer exchanges can be found in FHWA’s “SPR Guide For Peer Exchanges.” published in 2010. It’s available on the SCOR RAC website.

RAC Task Forces Administration Coordination & Collaboration (CC) Program Management & Quality (PM&Q) Transportation Knowledge Networks (TKN) Value of Research

RAC Task Forces - Administration Mission/Scope: Recommend administrative policy to RAC Leadership Board Identify, investigate, and manage RAC administrative matters as directed by the RAC Leadership Board. Facilitate the exchange of information and experiences among RAC members, especially new RAC members, through the deployment and use of educational and training materials.

RAC Task Forces - Administration Activities/Products/Key Resources: RAC Operating Guidelines RAC 101 Mentoring Program New Member Handbook Update SCOR/RAC Website State DOT Research Unit Fact Sheets

RAC Task Forces - Administration Membership List: R1 - Co- Chair - Allison Hardt - Maryland R1 - Co-Chair - Stephen Pepin – Massachusetts R2 - James Watkins (Mississippi) R2 - Elisha Wright-Kehner (Arkansas) R3 - Cynthia Gerst (Ohio) R3 - Rodney Montney (Kansas) R3 - Amy Schutzbach (Illinois) R4 - Clint Adler (Alaska) R4 - Ron Curb (Oklahoma) Chris Hedges - TRB Dawn Vanlandingham - FHWA

RAC Task Forces – CC Mission/Scope: Support, encourage, develop, and monitor methods, practices, and tools that allow for better coordination and collaboration of research efforts to improve information exchange, avoid duplication of efforts, and influence a coordinated national research agenda

RAC Task Forces – CC Activities/Products/Key Resources: Transportation Research Needs Meta Search (tinyurl.com/transportationresearchneeds) Research Program & Project Management (RPPM) Website (https://www.transportationresearch.gov/rppm/SitePages/default.aspx) Funding guidebook (tinyurl.com/transportationresearchfunding) Transportation research resources guide Writing an Effective Research Statement webinar/written guidance/presentation RiP project status categories and definitions 1. Transportation Research Needs Meta Search – searches TRB Research Needs Statements (RNS) Database; AASHTO Transportation and Environment Research Ideas (TERI) database; and NCHRP (2010-2013), pooled-fund, and MnDOT unfunded research needs. 2. RPPM - The go to collaborative place for information on research program and project management for anyone involved in transportation research, including: researchers, research managers, research sponsors, etc. 3. Funding Guidebook – Provides information of transportation research programs that widely accept research problem statements and/or proposals. Also, contains information on writing and effective research statement.

RAC Task Forces – CC Co-Chair (R4) – Anne Ellis Membership List (RAC) – This is a combined TRB Conduct of Research Committee/RAC Task Force: Co-Chair (R4) – Anne Ellis Co-Chair (R4) – Sue Sillick R1 – Michael Bonini R1 - Stephanie Dock R1 – Sam Elrahman R1 - Colin Franco R2 - Jeff Brown R2 - Georgene Geary R2 - Sandra Hoff R3 - Peggi Knight R3 - Michael Townley R4 – Nancy Chinlund R4 - Cameron Kergaye R4 - Leni Oman

RAC Task Forces – CC Membership List (COR): Jason Bittner James W. Bryant, Jr. Alison Felix Kim Fisher Hau Hagedorn Barbara Harder Matthew Klein Shannon McDonald Laurie McGinnis Dick McReynolds Shashi Nambisan Mark Norman Martin Pietrucha Linda Preisen

RAC Task Forces – CC Membership List (Others): MAPTA RITA TRB UTC Lou Sanders RITA Lori Putnam TRB James W. Bryant, Jr. Kim Fisher Chris Hedges UTC Steve Albert

RAC Task Forces – CC Friends List: AASHTO FHWA Jim McDonnell David Kuehn John Moulden Phil Roke Michael Trentacoste RAC R1 – Camille Crichton-Sumners R1 – Gary Frederick R1 – Jason Tremblay R2 – James Watkins R3 – Cory Johnson R4 – Ron Curb R4 – Daris Ormesher R4 – Angela Parsons R4 – Ned Parrish R4 – Clayton Schumaker R4 – Pete Zaniewski

RAC Task Forces – CC Friends List (cont.): RITA TRB UTC Others Alasdair Cain Robin Kline Mary Moulton Amanda Wilson TRB Chris Hedges Natassja Linzau Lisa Loyo UTC Larry Sutter Denver Tolliver Others Kendra Levine Kim Linsenmayer Richard Long Wes Lum

RAC Task Forces – CC You are always welcome to be a Friend! Membership Needs/New Member Opportunities: We are always looking for volunteers (lots of roles) Small projects Large projects Group projects Individual projects Project lead/helper International CC RPPM website Funding Guidebook Transportation Research Needs search Liaisons Marketing New projects You are always welcome to be a Friend!

RAC Task Forces – PM&Q Mission/Scope: Actively monitor, support, and encourage methods and practices designed to improve the management and quality of transportation research programs and projects Facilitate the dissemination and exchange of information and experiences related to research management and quality among RAC members

RAC Task Forces – PM&Q Activities/Products/Key Resources: Best practices: implementing NCHRP products (panel review) Best practices: identifying research needs (white paper) Guidance re: development of Research Performance Measures (RPM), Research Program & Project Management (RPPM), and Transportation Pooled Fund (TPF) websites Intellectual property manual (assist NCHRP panel)

RAC Task Forces – PM&Q Membership List: Michael Bonini, PennDOT (Co-Chair) David Jared, GDOT (Co-Chair) Glenn Roberts, NHDOT Mike Sanders, SCDOT Don Williams, WVDOT Tommy Nantung, InDOT Linda Taylor, MnDOT Clint Adler, Alaska DOT & PF Ned Parrish, Idaho TD

RAC Task Forces – TKN Mission/Scope: Serve as a forum to develop the concept, understanding, and application of transportation knowledge networks for the transportation sector Advocate and support the rapid and efficient exchange of information resources through development of strategies and the innovative use of technology

RAC Task Forces – TKN Activities in Progress: Communication plan to distribute products Best practices for networked calendars and pilot calendar for knowledge management and networking activities Research report distribution, repositories, and format – led to tasks funded by the Library Connectivity and Development Pooled Fund Study [TPF-5 (237)] Data management: engaging the data community/improving access to data resources Next generation: A Framework for Research Development to Improve Transportation Information & Knowledge Management document Knowledge Networking: what does it mean and what practices need to be changed to make this more feasible?

RAC Task Forces – TKN Products & Key Resources: Guidance for managing information portals A Framework for R& D to Improve Transportation Information & Knowledge Management Transportation Knowledge Management – Expanding Benefits publication TKN Video Problem statements that led to NCHRP 20-90 Improving Management of Transportation Information Recommendation for authorization following SAFETEA-LU Contributed to these resources : NCHRP 20-75: Implementing TKNs and Transportation Library and Information Center Directory NTKN Governing Document Products Transportation Knowledge Management – Expanding Benefits publication Guidance for managing information portals TKN Video TKN poster at TRB Annual Meeting 2012 A Framework for Research & Development to Improve Transportation Information & Knowledge Management document 2013 Activities in progress Communication plan to distribute products Best practices for networked calendars and pilot calendar for knowledge management and networking activities. Research report distribution, repositories, and format – led to tasks funded by the Library Connectivity and Development Pooled Fund Study [TPF-5 (237)] Data management: engaging the data community/improving access to data resources Problem statements that led to NCHRP 20-90 Improving Management of Transportation Information Next generation: A Framework for Research & Development to Improve Transportation Information & Knowledge Management document Knowledge Networking: what does it mean and what practices need to be changed to make this more feasible? Contributed to: NCHRP 20-75: Implementing TKNs and Transportation Library and Information Center Directory NTKN Governing Document

RAC Task Forces – TKN Membership List: RAC 1 RAC 2 RAC 3 RAC 4 FHWA Camille Crichton-Sumners, NJ Lynn Matis, MA RAC 2 Sandy Brady, LA JT Rabun, GA RAC 3 Daniel Yeh, WI Dave Ahlvers, MO Peggi Knight, IA RAC 4 Leni Oman, (Chair) WA Ron Curb, OK Dale Steele, AZ FHWA Dawn Vanlandingham TRB Lisa Loyo ETKN Carol Pasamant MTKN Karen Perrin, IL WTKN Laura Wilt, OR Library TPF Renee McHenry, MO

RAC Task Forces – TKN Friends List: Sue Sillick, MT Rita Evans, ITS UC, Berkeley Kendra Levine, ITS UC, Berkeley Betty Ambler, CT John Cherney, WI Bob Cullen, AASHTO Sandra Tucker, Texas A&M Frances Harrison, SpyPond Partners Anita Vandervalk, Parsons Brinkerhoff Roberto Sarmiento, Northwestern University Kathy Szolomayer, WA Andy Everett, WA Gordon Kennedy, WA Marie Manthe, KS Leighton Christiansen Ida Van Schalkwyk, RoadSafety Engineer Chris Hedges, TRB Natassja Linzau, TRB Jennifer Rosales, TRB Tom Palmerlee, TRB Anne Ellis, AZ David Lankes, Syracuse University Glenn Roberts, NH Nelda Bravo, FHWA Maureen Hammer, VA Tamir El-Diraby, University of Toronto Tim Klein, RITA Sandra Larson, IA Tommy Nantung, IN Jane Minotti, NY

RAC Task Forces – TKN Membership Needs/New Member Opportunities: Representatives from SLA Transportation Division CUTC TRB LIST You are always welcome to be a Friend!

RAC Task Forces – Value of Research Mission/Scope: Actively monitor, support, and encourage methods and practices designed to demonstrate the value of transportation research Facilitate dissemination and exchange of information and experiences among RAC members Serve as advocates of methods and practices that identify, market, maximize and convey the values of research to others

RAC Task Forces – Value of Research Activities/Products: High value research annual process, presentations, and publications Research Impacts: Better, Cheaper, Faster High Value Research: Sweet 16 TRB Annual Meeting Poster Session Summer Meeting presentation Research makes a difference publications RPM website and application Best practices for implementing research

RAC Task Forces – Value of Research Key Resources: Value of Research Brochure Process High Value Research Annual Process Criteria for Selection of High Value Research AASHTO Presentation RPM Update: Version 5 2012 Sweet Sixteen High Value Article Tools and Methods to Communicate the Value of Transportation Research Research Makes the Difference brochures Repository of Research Impacts http://research.transportation.org/Pages/ValueofResearchTFDocumentLibrary.aspx

RAC Task Forces – Value of Research Membership List: R2 Mark Morvant –(Co-Chair) R3 Linda Taylor - (Co-Chair) R1 Vacant R1 Glenn Roberts R2 Darryll Dockstader  R2 Cynthia Smith  R3 Steve Bower R3 Daniel Yeh  R4 Jake Kononov  R4 David Huft  R4 Clayton Schumaker   

RAC Task Forces – Value of Research Friends List: Abdul Wakil Ann Overton  Anne Ellis  Bob Skinner  Brian Hirt  Camille Crichton Sumners  Chris Jenks  David Kuehn  Deborah Harper  Dick McReynolds  Donald Williams  Dale Peabody J. Michelle Owens  JT Rabun  Ken Jacoby Kim Osborne  Mark Norman  Michael Patritch  Michelle Akin  Patrick Casey  Rob Harper  Timothy McDowell  Vicki Morrison William Stone

RAC Task Forces – Value of Research Opportunities: RPM applications Best practice guide for implementing research Develop other focused publications

Peer Exchanges The Peer Exchange is, at the most basic level, a tool for assessment and improvement of the research management process in your state. Periodic peer exchanges are Federal Requirement, outlined in 23 CFR 420.207(b). The most recent Federal guidance on peer exchanges can be found in FHWA’s “SPR Guide For Peer Exchanges.” published in 2010. It’s available on the SCOR RAC website.

Peer Exchanges Federal Requirement “Each State shall conduct peer reviews of its RD&T program and should participate in the review of other States' programs on a periodic basis.” [23 CFR 420.207 (b)] Objective: improve the quality and effectiveness of research management process. This presentation reviews the history of the peer exchange and how it’s evolved, and then moves to practical information and advice about how to conduct one. .

Peer Exchanges History: 1991: Federal Requirement included in ISTEA 1992-96: Initial guidance developed and training conducted 1997-98: First Peer Exchanges held 2006: RAC Peer Exchange Task Force launched 2010: FHWA issues revised guidance The 1991 Transportation authorization bill known as ISTEA introduced the concept of the peer exchange as a requirement for state RD&T programs. Over the next few years the Federal Highway Admin developed guidance and some initial training was provided to selected RAC members. The first peer exchanges were held in 1997 or 1998. Oregon’s was in May of 1998. Business proceeded more or less unchanged for a number of years. Some RAC members were about to start their fourth peer exchange, and feeling like the basic model needed to be revisited, to bring guidance into line with lessons learned, and possibly to introduce some fresh options. A Peer Exchange Task Force was formed along with other RAC Task Forces in 2006. The Task Force gathered ideas and comments, surveyed members and formulated a set of recommendations that were forwarded to FHWA These recommendations were largely incorporated into new FHWA guidance issued early in 2010.

Peer Exchange Success of the Peer Exchange: The Peer Exchange is widely recognized as an excellent tool. The Peer Exchange is frequently copied by other groups within transportation. It’s fair to say that the peer exchange has been a huge success. Other groups have voluntarily adopted the concept. LTAP Centers have adopted the process. The Turner Fairbank Highway Research Center’s lab assessments very closely follow the peer exchange model. Check the web, you can find information about peer exchanges on just about any transportation topic you can name. These other groups are not doing their peer exchanges to meet a requirement, they’re doing them because it’s an effective path to program evaluation and improvement.

Peer Exchange Using your Peer Exchange Strategically: First Peer Exchange Full evaluation of the program Second Peer Exchange: Full evaluation of the program and/or Specific focus topics A peer exchange is a tool which can be used to accomplish a lot of different objectives. Using your peer exchange strategically means no more than tailoring it to the objectives you’ve identified. Maybe you don’t know what your program needs or how others view it. In that case you may want to use your peer exchange for fact finding. Maybe you need to raise the visibility of your program and its accomplishments. Maybe you’ve identified a particular problem and want to use your peer exchange to find a solution. Maybe you’ve already identified a solution and you want to use your peer exchange to implement or sell it. A peer exchange can help you in any of these situations, if you plan and structure it to meet your objectives.

Peer Exchange Using your Peer Exchange Strategically After Second Peer Exchange: Full evaluation of the program and/or Specific focus topics explore emerging opportunities for program improvements One clear expectation included in the guidebook is that your peer exchange should be tailored to your own experience and tenure in managing your program. Your first peer exchange should generally be comprehensive in scope, but second and subsequent peer exchanges could be focused more narrowly on one or two fundamental elements of your program like project selection, project management or research implementation. Once your basic house is in order, you can begin to think about using the peer exchange in more focused and creative ways.

Peer Exchange How to use your peer exchange strategically: Panel composition Other participants Format Length Timing Activities planned during the exchange There are lots of choices you can make to plan a peer exchange to address specific objectives. The slide lists just some of the areas where you have latitude in tailoring the peer exchange to your needs. When you recruit your panel, what kinds of people do you need? experience, expert knowledge of a specific kind, credibility? people willing to speak their minds? When you invite people from within your agency to participate, do you focus on decision makers? On your internal research partners? Your supporters? Your detractors? Do you schedule your peer exchange during an agency budget crisis? If you think keeping a low profile is your best option, you probably shouldn’t. If you think you need to prove your program’s value to the agency, maybe you should.

Peer Exchange Alternative Formats: On-site at Host State (standard format) Multi-state Peer Exchange Virtual Peer Exchange Multiple ”mini” Peer Exchanges The guidebook lists several alternative formats for peer exchanges. The “standard” format was a face to face, multi-day meeting on site in the host state.

Peer Exchange Multi-state Peer Exchange: No more than 3 states may meet the requirement at a Multi-state Peer Exchange. Must include an equal or greater number of panelists, beyond representatives of the Peer Exchange states. Expected to be longer than a standard Peer Exchange. Exchange must still incorporate discussion of facilities of all the Peer Exchange States. All the Peer Exchange states must hold their own closeout meeting with their upper management and Division office. The guidebook provides multi-state peer exchanges but also specifies ground rules. There’s a three state limit. The panel needs to be balanced with people who are not doing their own peer exchange, so a three state peer exchange needs a panel of at least six. It should be longer than 2 days, to allow time to cover information about more than one program. You all still need to cover the program and facilities information that would be covered in a one-state exchange. Finally, you’re still required to complete a closeout meeting when you return home.

Peer Exchange Virtual Peer Exchange: Only in rare instances Same array of participants as other formats Prohibits back-to-back virtual peer exchanges Most of us are at one time or another, travel challenged, and the virtual peer exchange is intended to help states when travel prohibitions get in the way of hosting or participating in a peer exchange. This option raised the concern that it would mean the end of face-to-face peer exchanges in some states. The guide book deals with that concern by prohibiting back-to-back virtual peer exchanges. When would you want to use it? During a travel ban. When you need to appear frugal. When you need someone on your panel who cannot travel. As one module in a multiple peer exchange

Peer Exchange Multiple “mini” Peer Exchanges: More than one part-day or one-day activity May be a combination of formats Must cumulatively satisfy the requirement of 2-3 days within 5 years Must still address key requirements, including a report, and a closeout meeting This option is not mentioned specifically in the guidebook, but Maria Chou at FHWA pointed out that part of the thought process behind the design of the new guide was to allow for several short peer exchanges, within the span of five years. So you can now consider doing your peer exchange in smaller pieces.

Peer Exchange Length and Cycle Time: Minimum of 2-3 days Length should consider scope and objectives Longer for multi-state peer exchanges Perhaps longer for a comprehensive peer exchange. Can be treated as a cumulative total over multiple peer exchanges. Definition of “Periodic” is now 5 years Under current guidance the length of your peer exchange should be tailored to support the scope and objectives you’ve selected. Unless it’s one of a set of mini-exchanges it needs to be at least two days. Also, frequency of peer exchanges should depend on the needs of your program, but should be no less frequent than once every 5 years.

Peer Exchange Resources for Peer Exchange Administration: Most states struggle with the administrative side of hosting a Peer Exchange, because of issues related to paying for travel, lodging, meeting facilities, meals or refreshments. The manual suggests some options: LTAP Centers University Transportation Centers Transportation Pooled Fund Program A topic that figured prominently in the survey of RAC members was administration of a peer exchange, and in particular, spending issues related to travel, facilities and refreshments. While just about every state is different, virtually all states closely scrutinize these kinds of expenditures, some more than others. Because of that, some states have had to go to extreme lengths to be able to host a peer exchange. The guidebook includes several suggestions that included taking advantage of event hosting experience and capabilities of their state’s LTAP Center or with a nearby University Transportation Center. Another option that previously was not available is the potential to use the Transportation Pooled Fund program to hire an event coordinator.

Peer Exchange The role of your FHWA Division office: Solicit their support in planning your peer exchange Invite them to participate directly Prepare and submit a follow-up report There are three key areas where the involvement of your division office is critical. First, you should let your Division representative in on your strategy from the beginning, and solicit their involvement and support in planning and carrying out your peer exchange. Your Division representative need not necessarily be a member of your panel, but I think it’s usually a good idea to have them on board for your entire peer exchange. Either your Division Contact, the Division Administrator, or both should be present at the close-out meeting. Finally, after your peer exchange but before the next one, your Division office will expect to receive a follow up report.

Peer Exchange Closeout Meeting: Guidance contains specific expectations for the closeout meeting: “The host state should hold a close-out meeting together with their FHWA division office representative and their State DOT upper management on the peer exchange.“ This was always understood to be a requirement, but it is clarified and made explicit in the guidebook.

Peer Exchange Follow-up Expectations: “Before the next peer exchange the state director of research should prepare a follow up report or memorandum summarizing changes made to the program based on the previous peer exchange, and submit it to their FHWA division office and their State DOT upper management.” A follow-up report is required to be presented to your FHWA Administrator and to your agency’s upper management. The report should describe the final disposition of the recommendations taken from your Peer Exchange, whether they have been implemented or not. And it needs to be completed before your next peer exchange.

Peer Exchange Sharing your Peer Exchange Experience: Post your Peer Exchange Report on the SCOR/RAC Website: http://research.transportation.org/Pages/PeerExchangeReports.aspx This is optional, but your Peer Exchange Report can be posted on the SCOR/RAC Website. RAC Members, particularly those planning their first peer exchange, find these reports to be a valuable source of ideas and information, in planning their own peer exchanges.

Transportation Pooled Fund: Program Overview and Website Changes Chris Jolly FHWA Vermont Division

Transportation Pooled Fund Overview TPF Program has existed for more than 20 years Achieves common research goals through leveraging resources Minimizes/eliminates duplication Sponsored/lead by either a State DOT or the FHWA. Contributors/participants may include: State DOTs, FHWA, municipalities, metropolitan planning organizations, college/university or a private company TPF study must be documented in the State’s work program. 100% Federal Funds

TPF Procedures Manual (March 2012) Provides TPF program and project management guidance ranging from project solicitation to close out. The target audience Federal and State TPF project managers and financial managers.

TPF Website Highlights The TPF website includes centrally located: Program news and updates Place to solicit partners for new studies Place for committing funds Database for storing records of solicitations, commitments, and studies Place to report progress of ongoing studies

TPF Website Highlights The TPF website includes centrally located: Program news and updates Place to solicit partners for new studies Place for committing funds Database for storing records of solicitations, commitments, and studies Place to report progress of ongoing studies

Transportation Research Board, Cooperative Research Programs

TRB Divisions Transportation Research Board Technical Activities Division Studies and Special Programs Division Administration and Finance Division Cooperative Research Programs Division NCHRP TCRP ACRP NCFRP HMCRP NCRRP Strategic Highway Research Program 2 Div A - 200 standing committees, over 4000 members; annual conference Div B - Policy studies, Synthesis reports, information services, TRIS Div C - Div D - CRP Div E - Special programs - SHRP; IDEA program

TRB Cooperative Research Programs National Cooperative Highway Research Program (1962- $37 mill.) Transit Cooperative Research Program ( 1992 - $9 mill) Airport Cooperative Research Program (2005 - $15 mill)

TRB Cooperative Research Programs (cont’d) Hazardous Materials Cooperative Research Program (2006 - $1 mill) National Cooperative Freight Research Program (2006 - $3 mill) National Cooperative Rail Research Program

NCHRP “AASHTO’s Research Program” State DOT support Formed in 1962 Applied Research Focus AASHTO asked TRB to administer the program when it was founded in 1962 Successful track record, reputation of objectivity

APPLIED Research AASHTO Guides and Specifications Guides for practitioners Software products Product enhancements New or improved models/tools Improved operations and services Testing/evaluation techniques

Continuing NCHRP Projects Synthesis of Practice International Scanning Program Domestic Scanning Program Quick response studies for AASHTO

Financial Support From State Departments of Transportation 5 ½ % of State Planning and Research funds (voluntary contribution) SPR = 2% of Federal Aid Highway apportionment

RAC Participation in NCHRP Developing problem statements Reviewing problem statements Nominating panel members Serving as panel members Providing funding through SP&R Evaluating and implementing results

The NCHRP Process Problem Statements: Annual solicitation (June) Must be submitted by either… State Departments of Transportation AASHTO committees and subcommittees Federal Highway Administration General description of problem or research need

The NCHRP Process NCHRP problem statements must be: Understandable Original Achievable Affordable Implementable Beneficial National in Scope High priority Widely supported, esp. by DOTs and AASHTO committees How can I get my problem statement selected?

The NCHRP Process “How to write an effective problem statement” See: Funding Sources for Transportation Research: Competitive Programs, Appendix A http://www.trb.org/researchfunding/researchfunding.aspx

The NCHRP Process Problem statements reviewed by: NCHRP and FHWA staff AASHTO Standing Committee on Research AASHTO Research Advisory Committee

The NCHRP Process Projects selected by: AASHTO Standing Committee on Research - SCOR Approval Required by 2/3 of AASHTO Board of Directors

The NCHRP Process Formation of Advisory Panels: Experts in subject matter Typically 8 members 4-5 State DOT Academia, Associations, Private Sector, Local Gov’t Liaison member from FHWA

The NCHRP Process Why serve on NCHRP panels? How do I submit my nomination? Through AASHTO Research Advisory Committee Members (see Research.Transportation.org) Directly to NCHRP

NCHRP website trb.org/NCHRP Information on NCHRP and TCRP Search engine Project Info since 1988: Anticipated / Active / Completed CRP publication lists / ordering info Requests for proposals Registration form for notification of RFPs

TRB Information Databases: TRID & RIP

Transportation Research Information Database (TRID) World's largest and most comprehensive bibliographic resource on transportation information (1,000,000+ records; 110,000+ with links to full-text documents) Essential resource for solving problems, avoiding duplication, and building on existing research RAC members can submit reports on-line for posting in TRID Available free on-line at http://trid.trb.org/

Research In Progress (RiP) Database 18,000+ records State DOTs, U.S. DOT, and UTCs can add, modify, and delete info on current research projects Now includes international research RAC members can submit and search information online “RAC input to TRID & RIP is vital”

NCHRP Synthesis 280: Seven Keys to Building a Robust Research Program

Why Should You Care? Managers of SPR2 research programs: Work under Federal oversight Add value to DOT and transportation system Support diverse state environments DOT’s are changing Increasing politicization Funding pressures Retirements New generation of employee Technology changes Increasingly focus on ROI and adding value to the agency and transportation system

Motivation Take your own medicine Managers of research programs can learn about programs through research Unique programs Other states Over time Hope Program analysis Define robust Improve Consistency Stagnation Change Unpredictability How is your program? What do you want to improve? Is there a good role model? Grading rubric

Implications Excellence in research management Major elements of job description, skill set Relationships with top management Robust versus Effective Effective  produce high quality results, targeted to real problems Robust  worthy of emulation, models, flourish and thrive, vigorous and enduring, add value to parent organization, contribute to organizational goals

The Seven Keys Found it on trust Market boldly Root it in economics Make deals unabashedly Insist on accountability Embrace policy research Empower the staff

1. Found it on Trust Trust is the most important key; the other six are aimed at building trust Trust-based relationship between research program and parent organization Trust extends both directions Trust can be injured by carelessness or inattention by either party Research Mgmt Top Mgmt External Research Staff Internal

2. Market Boldly Successful research managers understand that marketing is an essential component People often don’t know what to expect from research New solutions always require change people and organizations are resistant to change State DOTs can be especially resistant to change Financial advantage focus Innovative partnerships Promoting visibility Commercial sector outreach Public outreach Meetings with public officials Leadership recognition International organization outreach

3. Root it in Economics Economics is the basis for public and private sector business Research mangers are often picked for their technical and quantitative skills – thinking in financial terms may be more valuable Need for economic rationale for research investments Return on Investment (ROI) “Investing is laying out money today to receive more money tomorrow.”—Warren Buffett How can research help the transportation system become more self-sustaining?

4. Make Deals Unabashedly Directors of robust research programs tend to cultivate alliances of all kinds Collaborate with: Universities Public-private partnerships Cooperative or pooled fund research Leverage resources (talent and financial) Cross organizational lines accept some loss of control Unabashedly does NOT mean hastily, or without care Shamelessly, openly, transparently

5. Insist on Accountability Research is an asset which requires management Difficult to run “by the numbers” Robust program managers find ways to be accountable even if not required to do so by top management Like trust, accountability is bi-directional

6. Embrace Policy Research Robust programs include policy research in their portfolios Provides a communication channel between research and top management Makes research consider strategic topics of specific interest to executives

7. Empower the Staff Let the staff “roam” to interact with those that have the problem or with relevant technology Work across organizational lines Interact with peers, travel to research sites, and meet with others working on similar problems

Seven Keys Summary Keys appear to be universal public & private large & small state & national scope Not all robust programs use all keys, but having more is better Call to Action: Have hope Decide: What will you change Integrate aspects of the 7 keys in your personal mission statement

TRB State Representatives 101

The National Academies TRB is part of the National Academies, the first of which, the National Academy of Sciences, was chartered by Congress in 1863 to advise the government on scientific and technical matters. The National Academy of Sciences includes the nation’s most distinguished scientists. A similar honorific organization was established for engineers in 1964, and one for health care professionals in 1970. Together they form the National Academies, a private, non-profit organization. 1863 National Academy of Science 1964 National Academy of Engineering 1970 Institute of Medicine

Private, Nonprofit Institution The National Academies National Academy of Sciences of Engineering National Research Council Behavioral & Social Sciences Earth & Life Studies Engineering & Physical Sciences Institute of Medicine Programs Policy & Global Affairs Transportation Research Board Institute of Medicine The operating arm of The National Academies is the National Research Council TRB is one of six Divisions of the NRC

TRB Primary Programs Core Program (1920s) Cooperative Research Programs (1960s) Policy Studies (1980s) SHRP 1 & 2 (1990s)

TRB State Representative’s Primary Role Serve as the principal continuing link between your state DOT and TRB’s Core Program

1920 - Advisory Board on Highway Research Established In 1920, America was confronting the challenge of rebuilding its road network to accommodate the explosive growth of automobiles and trucks. We were going to get the farmers out of the mud. Research was needed. The Advisory Board on Highway Research was established at the Academies to help set priorities and avoid duplication. Four years later, the Board was renamed the Highway Research Board. Fifty years later - recognizing the interdependence between the highway system and other modes - HRB became TRB in 1974

1920s:Laying the Foundation 45 State Representatives (“Contact Men”) appointed by 1924

TRB Core Program: Bringing Together Transportation Researchers & Practitioners However, TRB is more than the products it produces or the meetings it holds. It is a unique transportation community - a community that ranges across transportation modes, cuts across disciplinary boundaries, and includes everyone from graduate students and young professionals to senior officials with public and private transportation agencies and businesses. It is a community comprised of sponsoring organizations and individual professionals like you who want to make a contribution for the good of their profession and for the good of transportation by participating in TRB.

TRB Core Program Managing partnerships with year-round core program sponsors Managing 200+ communities of interest (standing committees) Facilitating collaboration with stakeholders (public agencies, academia, private sector) Convening meetings, conferences, workshops, webinars Producing reports and peer reviewed papers (TRR) Providing research tools and databases (TRID, RIP, etc.)

Linking Your DOT Employees to TRB Benefits Free registration to TRB Annual Meeting Access to all TRB Annual Meeting presentations and papers No-cost participation in TRB webinars (earn PDHs) Access to all TRB publications and reports Participating in meetings, conferences, workshops, webinars Contributing to reports and peer reviewed papers (TRR) Using research tools and databases (TRID, RIP, etc.)

Linking Your DOT Leadership and TRB Participation in TRB Executive Committee Policy Discussions Eight CEOs serve on TRB Executive Committee Arranging meetings with TRB leaders and staff Participation in TRB meetings and conferences TRB and AASHTO Annual Meeting, others Keeping informed of ROI for TRB participation Arranging for payment of TRB dues Direct payment to TRB FHWA pooled fund option The breadth of our community is exemplified by our broad range of sponsoring organizations These organizations provide the majority of the financial support for our TRB core programs

Linking TRB and State DOT Research Activities Contributions to, and use of, TRB databases TRID, RIP, and Research Needs Statements Sharing research results TRB e-Newsletter, TR News, TRB meeting presentations Coordinating TRB-DOT Partnership Visits

Gateways into the TRB Community Our standing committees are your entryway into the TRB community Today, there are more than 200 TRB standing technical committees addressing all modes and aspects of our transportation system. Thousands of transportation professionals such as yourselves volunteer to participate in these committees. Participation in our standing committees is open to all. Linking DOT Employees to TRB Standing Committees

Resources for TRB State Representatives Guidelines for TRB State Representatives Guidelines for TRB/State Partnership Visits Overviews of TRB programs & activities Full access to TRB Online Directory TRB Annual Meeting Online TRR Online Recorded TRB webinars Customized ROI summary for each DOT (provided separately)

Questions and Discussion