An Introduction to the AASHTO Research Advisory Committee RAC 101 An Introduction to the AASHTO Research Advisory Committee Welcome to the AASHTO Research Advisory Committee! The purpose of the presentation is to introduce new members to RAC. The presentation can be completed at your own pace with your RAC mentor (if you have one), or on your own.

instructions Important points are on the slides with more detail provided in the notes section. If you don’t see the notes, click on the “notes” icon at the bottom of your screen. Many slides include links to more information. To access them click on the “slide show” icon. Hit “Esc” on your keyboard when you are done to return to the notes view. In some cases links are provided in the notes section. You will need to copy and paste them into your browser to access the website. This slide provides information on the best way to view and use the information provided. As you will see, some slides include a lot of explanation in the notes section. Therefore, the best way to view the presentation is with the notes showing. Please follow the instructions on the slide to make sure you can see the notes.

Outline The RAC Community Resources Responsibilities Research Investments The presentation includes four sections: The RAC Community, Resources, Responsibilities, and Research Investments. The information will give you a better understanding of the structure of RAC and the other committees and organizations that make up the larger RAC community; helpful resources like the SCOR/RAC Website and TRB’s TRID and RiP databases; responsibilities that are common to RAC members; and, where research program funding comes from and what it can be used for. There are 82 slides so it may be best to go through the material one section at a time. That will allow you to read carefully thorough the information and explore the provided links. Be sure to ask or write down any questions that you have. If you are going through the presentation on your own feel free to ask questions on your next RAC regional call. Alternatively you can call or email your RAC Mentor or Regional Chair. Your colleagues in RAC are always ready and willing to answer questions and to share their experience. Don’t be afraid to ask for help and to take advantage of this network of colleagues.

The RAC Community

AASHTO SCOR The RAC Community RAC RAC -Research Advisory Committee Advisors to SCOR Each AASHTO member department participates Appointed by member DOT CEO Predominately highway-oriented SCOR –Standing Committee on Research Unique committee structure 20 voting members/affiliates CEO’s and research managers AASHTO -American Association of State Highway and Transportation Officials CEO’s of Member DOT’s RAC SCOR AASHTO RAC exists in context and relationship to AASHTO and SCOR. It is structured quite differently from the more technical AASHTO committees with representation instead of full membership. To better understand RAC responsibilities (shown later in the presentation) you should be familiar with the relationships. November 2016 approved changes that will be implemented over multiple years, TBD There may be a long transition time, and so the information here is currently accurate. Research will be governed within a newly created “Special Committee of Research and Innovation” Details are available on page 11 at http://committeereview.transportation.org/Documents/Committee_Restructuring_Adopted_111516.pdf

Role of SCOR Support AASHTO and the transportation community by delivering strategic, high-quality 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 on transportation research The AASHTO committee for RESEARCH is SCOR http://research.transportation.org/Pages/RACMissionStatement.aspx There are only 20 voting members – NOT each member department – this is unique. Chair Vice Chair 16 regional members, and 2 representatives of the Canadian Provinces

AASHTO Research Advisory Committee (RAC) Background: Research Directors from each AASHTO member department Members appointed by member DOT CEO Established as advisors to SCOR in 1987 Be an advocate for transportation research by promoting: Value of research Implementation of research results Transfer of new technologies Benefits of peer exchanges RAC supports SCOR and provides an active national community focused on high quality transportation research http://research.transportation.org/Pages/responsibilitieslist.aspx The AASHTO committee changes approved in 2016 will also impact RAC - TBD

RAC Leadership Officers: Leadership Board: Chair and Vice Chair appointed by AASHTO President Secretary: Director of the TRB Cooperative Research Programs Leadership Board: RAC Chair RAC Vice Chair Regional RAC Chairs and Vice Chairs RAC Task Force Chairs RAC Secretary Liaisons: FHWA OST/R TRB The RAC Leadership Board has the following responsibilities: Manages RAC business, including matters of policy. Solicits feedback from RAC members on issues related to position papers other changes in general management Considers and recommends applications for Associate Membership in accordance with AASHTO Bylaws. Approves meeting agendas for the RAC Summer and Winter Meetings. Conducts monthly conference calls where activity updates are provide by the RAC regions, Task Forces, and liaisons. Recommends the formation and dissolution of Task Forces.

RAC Leadership Officers Members Liaisons USDOT FHWA, USDOT OST/R, TRB Chair Region Chairs Region Vice Chairs Vice Chair Task Force Chairs Secretary Officers: Chair and Vice Chair appointed by AASHTO President Secretary: Director of the TRB Cooperative Research Programs Leadership Board: RAC Chair RAC Vice Chair Regional RAC Chairs and Vice Chairs RAC Task Force Chairs RAC Secretary Liaisons: FHWA OST/R TRB USDOT FHWA, USDOT OST/R, TRB

RAC Mission Two components: Promote quality and excellence in research Application of research findings to improve state transportation systems http://research.transportation.org/Pages/RACMissionStatement.aspx There is a dual focus in both the QUALITY and the USE of research for state dots.

RAC Business Policies And Procedures: Meetings: Operating Guidelines Conference calls January during TRB National Summer meeting RAC Operating GUIDELINES http://research.transportation.org/Pages/RACOperatingGuidelines.aspx Meetings: Information on upcoming meetings, as well as notes from prior meetings are found here: http://research.transportation.org/Pages/Meetings.aspx The clearest place to see a consolidated calendar of scheduled meetings is http://rppm.transportation.org/Lists/Calendar/calendar.aspx Many of those meeting events have attached documents

AASHTO Regions AASHTO has defined its members and affiliates into four regions – you’ll see them on the map here. Within the RAC web site you’ll be able to find contact information for members and affiliates. http://research.transportation.org/Documents/RAC%20and%20SCOR%20Rosters/RAC_Roster_Final.pdf Each region has bylaws, a chair, vice-chair, secretary, conference calls etc. http://research.transportation.org/Pages/RegionalRACPage.aspx Their usual meetings are by Conference Call, with in person meetings at the national summer meeting, and possibly during the TRB Annual Meeting

RAC Mentoring RAC members have a unique role in state DOTs New RAC members may not have access to training and transition within their agency Mentoring is valuable to include new members Sharing content, requirements and resources Meeting other members and joining community Information on the website http://research.transportation.org/Pages/RACMentoringProgram.aspx Overview of the process: 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

RAC Task Forces Administration Coordination & Collaboration Program Management Transportation Knowledge Networks Value of Research Task Forces are created by RAC Chair to work on items – members from each region participate in each task force They are both communities and resources Report out during Summer and Winter RAC meetings Task Force Chairs meet quarterly with RAC Vice Chair and participate in RAC Leadership calls Prior / Disbanded Task Forces are: Peer Exchange and Funding

RAC Task Force – 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. http://research.transportation.org/Pages/(A)RACAdministration.aspx

RAC Task Force – Administration Activities/Products/Key Resources: RAC Operating Guidelines RAC 101 Mentoring Program New Member Guide Update SCOR/RAC Website State DOT Research Unit Fact Sheets http://research.transportation.org/Pages/(A)RACAdministration.aspx

RAC Task Force – Coordination & Collaboration 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 http://research.transportation.org/Pages/(E)ResearchCoordinationandCollaboration.aspx

RAC Task Force – Coordination & Collaboration Activities/Products/Key Resources: Transportation Research Needs Meta Search Research Program & Project Management (RPPM) Website Funding Guidebook Transportation Research Resources Guide Writing an Effective Research Statement webinar/written guidance/presentation RiP project status categories and definitions http://research.transportation.org/Pages/(E)ResearchCoordinationandCollaboration.aspx

RAC Task Force – Program Management & Quality 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 http://research.transportation.org/Pages/(F)ProgramManagementandQuality.aspx

RAC Task Force – Program Management & Quality Activities/Products/Key Resources: Best practices: implementing NCHRP products (panel review) Best practices: identifying research needs (white paper) Guidance in development of High Value Research (HVR), Research Program & Project Management (RPPM), and Transportation Pooled Fund (TPF) websites Intellectual Property Guide (NCHRP Report 799) http://research.transportation.org/Pages/(F)ProgramManagementandQuality.aspx

RAC Task Force – Transportation Knowledge Networks 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 http://research.transportation.org/Pages/TransportationKnowledgeNetworks.aspx

RAC Task Force – Transportation Knowledge Networks Products & Key Resources: Guidance for managing information portals A Framework for R&D to Improve Transportation Information & Knowledge Management Transportation Knowledge Management TKN Video Problem statements that led to NCHRP 20-90 Improving Management of Transportation Information http://research.transportation.org/Pages/TransportationKnowledgeNetworks.aspx

RAC Task Force – 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 http://research.transportation.org/Pages/(B)ValueofResearch.aspx

RAC Task Force – 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 Best practices for implementing research http://research.transportation.org/Pages/(B)ValueofResearch.aspx

Larger Community FHWA TRB CUTC SCOR/RAC So far we’ve shared about the RAC community within SCOR and AASHTO There is a broader transportation research community that RAC relates to: FHWA has liaisons as well as division offices and technical staff that RAC members work with directly CUTC Is the Council of University Transportation Centers, and they are university researchers working in transportation research. State DOTs manage relationships with UTCs differently. TRB oversees NCHRP and holds the Annual Meeting which state DOTs usually participate in. Also, the vast majority of RAC members are also TRB State Representatives http://www.trb.org/AboutTRB/Public/pages/264.aspx

Community Web Site Contacts and Programs: State DOT Research branches Research fact sheets TRB Participation by State Staff Listings for AASHTO, NCHRP, TRB, FHWA, and UTCs There’s a web site page specifically for contacts. You’ll hear more about that in the resources section. http://research.transportation.org/Pages/Contacts.aspx

RAC Resources

RAC RESOURCES Website TRID & RiP New Member Guide Legislation Guidelines and Tools SPR Information Research Manual Peer Exchange Reports Survey Results TRID & RiP There is a wealth of resources available to RAC members. Many of these are posted on or linked from the SCOR/RAC website. For this portion of RAC 101, we’ll look at the: SCOR/RAC Website Research Manual New Member Guide Peer Exchange Reports Legislation Survey Results Guidelines & Tools TRID & RiP SPR Information

SCOR/RAC Website http://research.transportation.org The SCOR/RAC website is maintained by TRB, and they do an excellent job. The left-side of the page has some links that are worth exploring, whether you’re a new member or an old hand. Currently, the website is being reviewed by a subcommittee of the RAC Admin Task Force, the Website Working Group.

SCOR/RAC Website http://research.transportation.org About SCOR and RAC RAC Task Forces Meetings RAC Mentoring Program 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, new member guides, rosters, SCOR strategic plan, RAC operating guidelines, RAC Mentoring Program, listserv etiquette, and the regional RAC pages. TASK Forces - Another informative link is to the listing of RAC Task Forces, where much of the work of RAC is accomplished. MEETINGS – directs you to upcoming AASHTO, RAC, and TRB meetings, past annual RAC meetings (including agendas and presentations); and the meeting notes for regional RACs, task forces, and RAC Leadership. RESEARCH PROJECTS AND RESULTS – contains information on TRB publications, NCHRP projects and products, high value research products, and links to the TRID and RIP databases. We’ll talk more about some of these links in a moment.

SCOR/RAC Website http://research.transportation.org Contacts Staff Listings and Research Programs - AASHTO, CUTCs, FHWA, and TRB (CRPs and STRAP) LTAP and TTAP Centers SHRP 2 links Directories State DOT websites, fact sheets, and publication notifications 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

SCOR/RAC Website http://research.transportation.org Programs AASHTO: Centers of Excellence, AII, NTPEP, SHRP-2, TSP UTC: Lab Facilities, Map of UTCs FHWA: AID, EDC, EAR, LTPP, SHRP-2, STIC TPF: Surveys, Recent Changes, Procedures Manual OST-R: ITS, CRS&SI TRB: CRPs, Policy Studies Program, Technical Activities Division, TRB SHRP-2, Truck and Bus Synthesis Program 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

SCOR/RAC Website http://research.transportation.org RAC New Member Guide Answers basic questions new members might have Provides links to additional information The RAC new member guide used to be housed in a 250-page, 3-ring binder. It was revised in 2009/2010, and again in 2016, to be more user-friendly and created in an on-line format responding to all of the basic questions that new members might have.

SCOR/RAC Website http://research.transportation.org To access the RAC new member guide, click on the RAC Guide icon on the SCOR/RAC website home page.

SCOR/RAC Website http://research.transportation.org It is in a very user-friendly, intuitive format. The RAC New Member Guide 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 and links to resources members use on a day-to-day basis. This is a very handy guide, even for not-so-new members.

SCOR/RAC Website http://research.transportation.org There are brief descriptions of the genesis and composition of RAC, and how we accomplish our work, quite a bit of which occurs through our task forces. There’s also a section on how RAC membership can help you.

SCOR/RAC Website http://research.transportation.org Once you join RAC, you enter a world filled with acronyms – RAC, SCOR, FHWA, TRB, TPF, TRID, RiP, OST/R, IDEA, NCHRP, UTC, CUTC, etc. What do they all mean???? The website helps strain the alphabet soup and give you some basic information on these and other groups.

SCOR/RAC Website http://research.transportation.org The RAC new member guide provides information on your responsibilities as a RAC member. This topic will be covered in the next part of this webinar. There’s a section on “I’ve got a lot more questions…”. The last line in this section 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 you will learn about RAC; it’s a community. Once you become a RAC member you become part of that community, and you have a lot of people willing to help. It might be your mentor, it might be someone in your region, it might be someone you met at the annual meeting, or it might be someone else. Don’t be afraid to ask. The old adage about “the only dumb question is the one you don’t ask” is true.

SCOR/RAC Website http://research.transportation.org Resources for Research Managers Legislation and Regulation Guidelines and Tools SPR Information Research Manual Model Calendar 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, and the State Planning and Research (SPR) program. GUIDELINES AND TOOLS - includes such gems as guidelines for your State Transportation Research Manual and a model calendar for research managers. It takes at least a year to understand the research cycle; this calendar clues you in as to what occurs when. The enduring “Seven Keys to a Robust Research Program” is also linked from this page.

SCOR/RAC Website http://research.transportation.org Resources for Research Managers Funding Guidebook This page also contains a link to the funding guidebook, which provides information on various funding programs that accept research problem statements, proposals, or both from outside of the funding entity. It’s useful to identify funding programs to help fund your research needs and to identify potential partners, as well as information on writing an effective research statements.

SCOR/RAC Website http://research.transportation.org High Value Research Projects and the ever-popular “Research Makes a Difference” brochures are posted on the SCOR/RAC website, so you can share with your department how research is impacting the nation. Also, the transportation Research Performance Measures website is linked from the SCOR/RAC website. This is where you will at least enter your high value research projects annually and perhaps you will use this website to track performance measures for your projects and program. Resources for Research Managers Value of Research

SCOR/RAC Website http://research.transportation.org Resources for Research Managers Value of Research RPPM is a newer addition that provides critical information for you, including an up-to-date calendar for use by all RAC members. This calendar keeps you in touch with various Task Force and Regional teleconferences/videoconferences. Agendas and other pertinent files can be attached to the calendar for the meetings.

SCOR/RAC Website http://research.transportation.org Peer Exchanges RAC Survey Results FAQs Information for State TRB Reps Other great resources on the SCOR/RAC website include information on peer exchanges, RAC surveys, FAQs, and information for TRB state reps. We will look at the first two in more detail in a moment. 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. If you are the TRB state rep as well as the RAC member, as the majority of your peers are, this last link will be helpful to you.

SCOR/RAC Website http://research.transportation.org Or scroll down to find this icon. Information on peer exchanges is linked from the SCOR/RAC home page on the left-hand menu and through an icon. The peer exchange requirements will be discussed in the next section of this webinar, but the reports can also be a valuable resource, as well.

SCOR/RAC Website – Peer Exchanges http://research.transportation.org This page provides information on the peer exchange database and also provides guidance information.

SCOR/RAC Website – Peer Exchanges http://research.transportation.org Peer exchange reports in the database are categorized by year, state, topic, and participants. The default search is as shown here by all years. You can choose any of these four categories with the first set of radial buttons option. Next, you can select a specific year, state, topic, or participant, or you can leave the default to display All peer exchange reports. When All is chosen, all of the peer exchange reports are displayed in reverse chronological order. When searching All, the results are the same whether year, state, topic, or participant is chosen. The other categories – state, topic, and participant - cannot be sorted because some reports have more than one item in these categories, but allow you to find peer exchange reports by a particular state, topic, or participant.

SCOR/RAC Website – Peer Exchanges http://research.transportation.org The topics chosen to categorize peer exchange reports are listed here.

SCOR/RAC Website – Peer Exchanges http://research.transportation.org Sharing your Peer Exchange Experience: Post your Peer Exchange Report on the SCOR/RAC Website: The peer exchange database is a great resource as a source of information on how others approach various parts of their program. The reports can also help guide you in the planning and reporting for your peer exchanges. Please share your peer exchange reports with RAC by sending them to the SCOR/RAC Web Manager for posting.

SCOR/RAC Website - Surveys http://research.transportation.org Another great resource is the surveys that RAC members conduct. Information on these surveys is also linked from the SCOR/RAC home page on the left-hand menu and through an icon.

SCOR/RAC Website - Surveys http://research.transportation.org When you join RAC, you become part of a listserv that allows you to contact all of your counterparts in the states, as well as bordering Canadian Provinces. Many times we use the listserv to answer questions and gain insight from the other states as to how they have handled a particular situation. Sending surveys through the RAC listserv is especially helpful when you are asked how other states approach a particular problem, but there is no available listserv other DOT staff can use. The first link to survey guidelines is an essential resource for any survey. I highly recommend reviewing the guidelines before distributing a survey. Another link – Surveys Pending Results – tracks surveys that have been sent through the RAC listserv, but the results for which have not yet been posted to the SCOR/RAC survey database. As a carrot for states to respond to surveys, the originator of the survey is asked to summarize the results and send them to the SCOR/RAC Web Manager for posting to the database.

SCOR/RAC Website - Surveys http://research.transportation.org There’s also guidance on searching the RAC surveys database and a link to the database as well. Surveys can be searched by year, state, and category. The default search is by all years. Searching is similar to the peer exchange database in that, when using the All to search, the results are ordered reverse chronologically. Individual states and categories can also be searched.

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/ We are moving away from the SCOR/RAC website and are going to discuss TRID and RiP as the final two topics in this section. TRID stands for Transportation Research International Documentation and is an integrated database that combines the records from TRB’s Transportation Research Information Services (TRIS) Database and the Organisation for Economic Cooperation and Development (OECD)’s Joint Transport Research Centre’s International Transport Research Documentation (ITRD) Database. TRID provides access to more than one million records of transportation research worldwide, with more than 110,000 links to full text documents, and covers all modes and disciplines of transportation. Records in TRID are indexed with a standardized vocabulary from the Transportation Research Thesaurus (TRT), ITRD Thesaurus, or a different thesaurus depending on the source organization. It is produced and maintained by TRB, with sponsorship by State Departments of Transportation, the various administrations at the U.S. Department of Transportation, and other sponsors of TRB's core technical activities.

Transportation Research Information Database (TRID) TRID can be searched in any number of ways, including, recently added and recently published, a general keyword search, or through an advanced search page. You can submit a published transportation report or document online for indexing in TRID or email it to tris-trb@nas.edu. Finally, you can also view a presentation on how to use TRID database.

Research In Progress (RiP) Database 13,000+ 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” The Transportation Research Board's Research in Progress (RiP) website contains the Research In Progress (RiP) Database and a data-entry system to allow users in State Departments of Transportation, the U.S. Department of Transportation, University Transportation Centers and other US DOT funded universities to add, modify, and delete information on their current research projects. The RiP database contains over 13,000 current or recently completed transportation research projects. Most of the RiP records are projects funded by Federal and State Departments of Transportation. University transportation research is also included. The RiP Database now serves as a clearinghouse of University Transportation Centers ongoing research. Also, international research projects from the TRIP file of the International Transport Research Documentation Database are now included in the RiP database. The Transportation Association of Canada supplies records from its Canadian Surface Transportation Research Database for RiP as well.

Research In Progress (RiP) Database RiP can be searched on its own or through a TRID search (RiP records are copied into TRID nightly). RiP can be searched by recently added, state DOT, UTC, general keyword search, or through an advanced search.

Responsibilities This section will focus on a number of responsibilities that are common to RAC members.

Major Member Responsibilities Collect and disseminate information on active and completed research Assist AASHTO-SCOR in developing annual NCHRP Conduct peer exchanges on best practices for research management Demonstrate value of research RAC members collect and disseminate information on active and completed research. This helps avoid duplication of research and share new and best practices. Slide 62 will cover who you should send your Department’s final research reports to. Slide 63 will list several ways in which RAC members are involved in developing and participating in the National Cooperative Highway Research Program (NCHRP). Periodic peer exchanges are a federal requirement for research programs so it is important that you become familiar with the purpose and FHWA’s expectations. Slides 64 -65 show you where to find guidance and helpful information. Funding for transportation research is often in question. Therefore, it is important to document the value that comes out of your research projects and to promote success stories. Slide 66 provides four best practices for demonstrating the value of research.

Collect and disseminate information on active and completed research Transportation Research International Documentation (TRID) Research in Progress (RiP) Database FHWA report distribution guidelines AASHTO High Value Research submissions There are several ways that you can share information about the research completed by your Department. This slide highlights four key methods: TRID is the world’s largest transportation research database with more than 1 million records of citations and abstracts of transportation research in all modes and disciplines. You can search completed research in TRID and submit your final research reports to be included in the database. The RiP database allows users in State DOTs, the US DOT, University Transportation Centers, and other US DOT funded universities, to add, modify, and delete information on their current research projects. The database contains more than 13,000 current or recently completed transportation research projects. Click on the FHWA report distribution guidelines link to understand what is required and what is recommended. The following several slides will provide screen shots of TRID and RiP and the list of required recipients for all state SPR research reports. More information on AASHTO High Value Research project submissions is provided on slide 66.

Transportation Research International Documentation (TRID) When visiting the TRID homepage try the search function by typing in a keyword and hitting “submit.” To get the most useful results try to be as specific as possible. For example, if you type “structural health monitoring” your search will result in over 2,000 records. However, if you type something more specific like “wireless bridge deck sensors” your search will result in a little over 20 records.

Transportation Research International Documentation (TRID) As you can see from the screen shot, submitting a publication to TRID is easy. If you are unsure who submits publications to TRID for your Department, check with your supervisor.

Research in Progress As with most databases, keeping the information up-to-date in RiP is a challenge. If you are responsible for the updates keep in mind that it’s best to set a standard schedule for completing your review. For example, reviewing/updating records twice a year is a good practice. Pick a schedule that works for you and stick to it. Set a reminder on your calendar if it will help you remember to do it.

FHWA Report Distribution guidelines Standard federal/national recipients FHWA Research Librarian Office of Corporate Research, Technology, and Innovation Management National Transportation Library National Technical Information Service TRID Volpe National Transportation Systems Center Transportation Library, Northwestern University TRI-NET Repository, Univ. of Calif.-Berkeley Only e-format required (one paper copy is acceptable) In-state recipients (e.g. FHWA division; academic libraries) Format requirements may vary from federal/national This list covers who, at a minimum, should be on your distribution list for SPR research reports. Most states have additional in-state recipients. As a best practice consider including Russell Houston (RHouston@nas.edu), TRB. By doing so an announcement of the report will be included in the weekly TRB E-Newsletter. The newsletter is emailed to close to 70,000 people around the world. Therefore, it’s a great way announce your state’s completed research to a larger audience.

Assist AASHTO-SCOR in Developing Annual NCHRP Provide SPR funding Submit problem statements Review/rank problem statements Nominate panel members Assisting in the development of the annual National Cooperative Highway Research Program is one key way that RAC provides advice to SCOR. Overview of NCHRP: All 50 states provide a voluntary contribution of 5.5% of their total federal SPR apportionment to fund the NCHRP. In June TRB sends a solicitation for problem statements to RAC and SCOR among other AASHTO Committees. Problem statements must be submitted by a State DOT, AASHTO committee, subcommittee, or FHWA, by October 15th. The problem statements follow a prescribed format and include a general description of the problem or research need. Problem statements are reviewed and ranked (0-5 scale) by NCHRP & FHWA staff, AASHTO-SCOR, AASHTO-RAC Projects are selected by the AASHTO SCOR at their March meeting and submitted to the AASHTO Board of Directors for approval. Final approval requires a 2/3 vote In the summer TRB will solicit panel nominations for the projects that were approved. The panels are responsible for developing the scope-of-work, selecting a contractor to perform the research, and monitoring the project from start to finish. RAC members often coordinate panel nominations for their Department. Once NCHRP projects are completed, the reports can be downloaded for free by all employees in your Department. NOTE: SPR and NCHRP are two funding sources for transportation research that you have heard a lot about in this presentation. Information on a number of other sources of federal/state funding for transportation research can be found on TRB’s website at http://www.trb.org/researchfunding/researchfunding.aspx

Research Peer Exchange Resources FHWA Guidelines During your tenure as a Research Manager you will likely need to host a research peer exchange in your state. You may also be invited by another state to participate in their peer exchange. If you have never participated in a peer exchange or need to host one of your own, talk to your RAC mentor or Regional Chair about how to participate. You will be very glad that you did! The FHWA guidelines provide the philosophy of peer exchanges, the use of peer exchanges to strategically improve research programs, and guidance and resources on conducting peer exchanges. This is a good resource to help you understand what is expected and what you need to do. As a general rule, states should conduct a peer exchange at least once every five years. To review the FHWA Guidelines, click on the link provided on this slide.

Research Peer Exchange Resources SCOR/RAC Website Peer Exchanges Page The peer exchange page of the SCOR/RAC website is another resource for information. Included are reports from past exchanges, upcoming planned and scheduled peer exchange activities, a list of peer exchange topics, and the availability of RAC members to attend a peer exchange. You can use this information to help you plan a peer exchange and to find best practices and ideas that came out of these meetings in other states. If you have never participated in a peer exchange you can also look to see which states are preparing to host one to see if there is an opportunity for you to participate. Click on the link provided on this slide to browse through the information.

Demonstrate Value of Research Submit projects for AASHTO High Value Research recognition Share information on RPPM website Participate on the High Value Research Task Force Identify ways to market successes in your state There are many ways to demonstrate the value of research to your Department. This slide highlights four of them: High Value Research (HVR): Every spring a solicitation is sent to RAC seeking project nominations for AASHTO’s High Value Research program. The goal is to have at least one submission from each state so think about your recently completed projects and consider submitting your success stories. Once the solicitation period closes, the RAC regions review the submissions from their states and vote on the top four projects. Those projects become a part of the Sweet 16 High Value Research projects that are recognized every year. As a part of this recognition the RAC members are presented with a certificate and present an overview of the project at the Annual RAC meeting, a description is included in AASHTO’s Research Makes a Difference publication (pictured above), states are recognized during the AASHTO Annual Meeting, and a Sweet 16 poster session is held during the TRB Annual Meeting. Research Project and Program Management (RPPM) Website: RPPM allows the transportation research community to share information and communicate, coordinate, and collaborate on shared issues. One of the collaboration areas is on Delivering Results/Communicating Value. There states share best practices for determining the value of research, including performance measures. Click on the RPPM link on the slide to explore this site. High Value Research Task Force: This Task Force monitors, supports, and encourages methods and practices designed to demonstrate the value of transportation research. This is also the Task Force that coordinates the annual High Value Research submissions and selection of the Sweet 16 projects. RAC Task Forces are always looking for new, energetic volunteers. If the topic of demonstrating the value of research is of interest to you, consider contacting the Chair(s) to express interest. Click on the High Value Research link on this slide for more information on the Task Force. Identify Ways to Market Successes in Your State: This is an opportunity for you and your colleagues to be creative. Take advantage of employee newsletters and internal websites to share information. Talk to your university partners about making information available in their newsletter and on their websites. Talk to your communications office about using press releases and social media as ways to promote success stories.

Research Investments This section will focus on the sources of research funding and the different programs that funding can be use for. Several national programs that allow states to pool their resources to help leverage research funding will be discussed.

Research Funding Sources State Federal – State Planning and Research (SPR) At least 25% of SPR funds must be spent on research Differing amounts per state but same percentage SPR funds = 2% set aside Some states get additional funding from legislature or other sources 20% state match of SPR funds is required Where does state DOT research funding come from? Every State DOT receives SPR, State Planning and Research, funds from the federal government each year. Some state research programs also receive funding from their state legislature. For most states, the majority of their funding comes from SPR funds. SPR funding is equivalent to 2% of the amount of money your state receives for the following core highway programs: National Highway Performance Program (NHPP), Surface Transportation Block Grant Program (STBGP), Highway Safety Improvement Program (HSIP), Congestion Mitigation and Air Quality Improvement Program (CMAQ), and National Highway Freight Program (NHFP). This is commonly referred to as a set aside or, a percentage of each State's apportioned funds required to be used for a specified purpose or activity. In this case, the SPR program. SPR funds are divided into Part 1 – Planning, and Part 2 – Research, Development, and Tech Transfer, RD&T. Of the total SPR dollars, at least 25% must be spent on research by federal regulation. States are organized differently, so SPR funds are handled differently; some RAC members manage both Part 1 and Part 2 funds, while others only manage the Part 2 funds.

SPR Program Requirements Regulations are covered in 23 CFR 420 Annual Work Program Management process Performance/expenditure reports NHI Course is a resource – Highway Research 101: Administering the FHWA Highway Research Program Regulations: Rules and regulations governing the use of SPR funding are found in 23CFR420 States are required to produce an annual work program that contains: A description of all RD&T activities, including transportation pooled fund studies, NCHRP, and TRB A description of work and associated costs Financial information must indicated funding levels and share Work Programs have flexibility – states can submit planning activities separate from research, or they can combine the two programs into one Work Program. Work programs must be submitted annually and approved the FHWA Division Administrator Approval of a state’s Work Program is contingent upon whether the State’s management process includes the following: An interactive process for identifying and prioritizing RD&T A procedure to track program activities, schedules, accomplishment, and fiscal commitments States have to submit performance and expenditure reports that show, at a minimum: Comparison of actual performance with established goals Progress in meeting schedules Status of expenditures, including comparison of budgeted (approved) amounts and actual costs incurred Cost overruns or under runs Approved work program revisions Events that have significant impact on work have to be reported as soon as they become known (problems, delays, adverse conditions, etc.) also, have to state the action taken, or contemplated Resources for more information: If you have questions about the federal regulations contact your local FHWA Division office. You may also want to consider taking the overview course offered through NHI - Highway Research 101: Administering the FHWA Highway Research program. The on-line course was developed for FHWA Division staff and FHWA made it available to State DOTs (for free). The course highlights the Division’s responsibilities in administering the highway research program and presents key aspects of regulation and practice that satisfy the agency’s responsibility. It also highlights FHWA R&T priorities and programs. To access the training click on the link on this slide.

Allowable Uses of SPR Funding State Research Programs Travel (see FHWA Guidelines) Implementation of SHRP2 Products What can SPR Funding be used for? Good news; there are a number of allowable uses: State Research Programs: States may use SPR funding for internal research; research targeted to address specific needs of the state. Travel: States may use SPR funding for travel in some cases Review the FHWA guidelines for travel by clicking on the link on this slide The bottom line: travel/training for an employee who is working on an eligible SPR funded activity may be billed to SPR funds at the Federal matching ratio IF the travel or training is necessary for performance of the SPR funded work and, the cost is reasonable Implementation of SHRP 2 Products: The Strategic Highway Research Program (SHRP2) was administered by TRB and ran from 2006 – 2015. SHRP2 was created to find strategic solutions to three national transportation challenges: improving highway safety, reducing congestion, and improving methods for renewing roads and bridges. The states are implementing the products resulting from the SHRP2 (130 in total). FHWA and AASHTO are leading the implementation efforts. For more information click on the SHRP2 link on this slide.

Allowable Uses of SPR Funding NCHRP TCRP ACRP NCFRP HMCRP NFRRP Technical Activities Studies & Special Programs Administration & Finance TRB Divisions Cooperative Research Programs Transportation Research Board (TRB): States may also use SPR funding for programs under the umbrella of the Transportation Research Board, a division of the National Research Council, a private nonprofit institution that is the principal operating agency of the National Academy of Sciences. TRB programs are managed by the following Divisions: Technical Activities - This is the Division of TRB that carries out activities on behalf of TRB sponsors through a network of over 200 standing committees and task forces. Studies and Special Programs – This Division conducts policy studies at the request of the U.S. Congress, executive branch agencies, states, and other sponsors; produces syntheses of current practices; and manages the Innovations Deserving Exploratory Analysis (IDEA) programs in highways and transit and rail safety. Cooperative Research Programs – This Division administers a number of major programs. Their acronyms are listed on the slide and they include the National Cooperative Highway Research Program, Transit Cooperative Research Program, Airport Cooperative Research Program, National Cooperative Freight Research Program, Hazardous Materials Cooperative Research Program, and the National Cooperative Rail Research Program. NCFRP and HMCRP were not reauthorized in current legislation but work on previously funded projects will continue until completed. Funding for NCRRP was only for one year so like NCFRP and HMCRP, work on funded projects will continue until completed. Administration and Finance – This division manages annual revenue and expenditures in support of TRB’s various programs. It also includes contract and grant staff. The TRB/state partnership has been in place since 1920, with states providing direct financial support beginning in the 1940s. This partnership promotes the development and implementation of innovations that help save lives, improve mobility and access, and increase the cost-effectiveness of materials, designs, construction practices, and operations.  

TRB Core Services Program Facilitates collaboration among transportation professionals Promotes development and implementation of innovations State DOTs receive both tangible & intangible benefits The cost of the core services varies by state (based on federal SPR share) State may use SPR funding for the TRB Core Services Program. The amount each state pays for these Cores Services is not the same, but all pay the same percentage of their SPR share These programs allow state DOTs to collaborate with transportation professionals from other organization and to share information on research and innovations. Tangible Benefits: Free registration at the TRB Annual Meeting Free attendance at TRB webinars Complimentary copies of TRB publications and the TRB E-Newsletter Electronic access to the TRR Journal online Reduced fees to TRB-sponsored specialty conferences Reimbursement for travel costs for the TRB State Representative to attend the State Representatives Annual Meeting Intangible Benefits: Helps avoid duplication in research Provides access to research collaboration tools such as the research needs statements (RNS), Research in Progress (RiP), and practice ready papers databases, and the Transport Research International Documentation (TRID) database Provides access to research collaboration tools such as the research needs Get weekly notices on TRB activities via the TRB E-Newsletter Access to TRB Staff through TRB Field Visits

National Cooperative Highway Research Program NCHRP conducts national research to address issues that affect state DOTs The result is practical, ready-to-implement solutions By participating in NCHRP states are able to leverage their resources States Provide the Funding for NCHRP: TRB’s National Cooperative Highway Research Program (NCHRP), conducts national research in problem areas that affect state DOTs. The State DOTs provide a voluntary contribution equal to 5.5% of their annual SPR apportionment to fund the program. States have a say in the research that gets funded. This includes the ability to submit problem statements and also ranking the problem statements that are submitted for consideration. Please note that the voting SCOR and RAC members can submit rankings. If your Department has more than one RAC member, keep in mind that you must submit one consolidated ballot to count as the single RAC vote for your state. As noted earlier in the presentation, AASHTO RAC advises SCOR, and this vote is one way RAC does that. Ultimately SCOR selects the projects that will be funded in the program at its March committee meeting. Not every state has a member on SCOR, but regional SCOR members can lobby for a particular project of interest to your state. State CEOs (as part of the AASHTO Board of Directors) vote by ballot on the proposed program of projects put forth by SCOR. The program is approved by two-thirds favorable vote.

Peer Exchanges Tool to foster excellence in program management Required under 23 CFR, Section 420 Allows for best practices and management innovations to be shared Eligible for 100% SPR funding Peer exchanges are not only a requirement of SPR programs but also a very valuable tool for sharing information and identifying best practices for improving the management of state research programs. Hosting a peer exchange is eligible for 100% SPR funding (no state match is required) so you can add a line item to your Research Work Program in a given federal fiscal year to cover the cost. For more information on peer exchanges, consult the FHWA guidelines and peer exchanges page on the SCOR/RAC website (links provided on slides 64 and 65).

AASHTO Technical Services Programs AASHTO Innovative Initiative (AII) (formerly TIG) AASHTO Materials Reference Laboratory (AMRL) AASHTO Product Evaluation Listing (APEL) AASHTO Rail Resource Center Development of AASHTO Materials Standards (DAMS) Environmental Technical Assistance Program (ETAP) Equipment Management Technical Services Program (EMTSP) Highway Safety Policy and Management Load and Resistance Factor Design Bridges and Structures Specification Maintenance (LRFDSM) Multi-State Transit Technical Assistance Program (MTAP) What are the AASHTO Technical Services Programs (TSPs)? Each TSPs was created by vote of the AASHTO Board of Directors and is intended to fulfill specific needs and pool resources to build a strong national program in the subject area. State DOTs can elect to join a TSP instead of spending the money, time, and resources to create their own program, or, as a complement to their existing program and processes. Funding for these programs is provided through voluntary contributions from participating state DOTs. All of the TSPs have the accountability and obligation to serve AASHTO members and members have a say in setting the direction for these programs. This slide and the next list the TSP programs and provide links to more information where available. If you are not familiar with some of these programs, feel free to browse the website.

AASHTO Technical Services Programs National Transportation Product Evaluation Program (NTPEP) Operations (National Operations Center of Excellence – NOCoE) Resilient and Sustainable Transportation Systems Snow and Ice Cooperative Program (SICOP) Transportation and Civil Engineering Program (TRAC) and RIDES Transportation Curriculum Coordination Council (TC3) Transportation System Preservation (TSP2) Census Transportation Planning Products (CTPP) Cooperative Computer Software Development Program (AASHTOWARE) Invoices for most of the TSPs are sent to the CEOs of the State DOTs in early July.  However, a few are invoiced separately, such as the AASHTOWare development efforts (which are solicited only when a new effort gets underway). If you are not sure who handles payment of the AASHTO TSP invoices, check with your supervisor.

AASHTO Technical Services Programs Most TSPs are eligible for SPR funds but there are a few exceptions. For example: Licensing of AASHTOWare products (*SPR is eligible for development activities within this program) TRAC (Transportation and Civil Engineering) and RIDES (Roadways in Developing Elementary Students) Guide to AASHTO Technical Services Programs and Products Most but not all of the TSPs are eligible to be paid for using 100% SPR funds. Examples of those that are not eligible include the following: AASHTOWare Licenses - software that is being developed can be funded by SPR funds; software that has been developed and is now being licensed with an annual user fee is NOT. TRAC and RIDES – This is an educational outreach program designed for use in science, technology, engineering, and math classes. The hands-on activities introduce students in grades K-12 to transportation and civil engineering. If your organization wants to join a TSP and is uncertain about its SPR eligibility, check with the AASHTO Liaison for the program (can generally be found on AASHTO’s website under the “Programs” tab. For more information on the TSPs, click on the link to the “Guide to AASHTO Technical Services Programs and Products” provided on this slide.

University Transportation Centers UTC Program created in 1987 Managed by US DOT’s OST/R UTC’s are required to obtain matching funds SPR & LTAP funding are eligible sources What is the UTC program? The Congressionally-mandated program was created in 1987 under the Surface Transportation and Uniform Relocation Assistance Act to advance the state-of-the-art in transportation research and technology, and develop the next generation of transportation professionals. The program is intended to help address our nation’s ever-growing need for the safe, efficient and environmentally sound movement of people and goods. Since 1987 the program has been reauthorized under each subsequent transportation bill: ISTEA (1991); TEA-21 (1998); SAFETEA-LU (2005); MAP-21 (2012); and most recently under the Fixing America’s Surface Transportation (FAST) Act (2015). The UTC Program is managed by the US Department of Transportation's Office of the Secretary of Transportation/ Research. All UTC grants require matching funds. Generally, the match must be from a non-federal source. However, SPR and LTAP funds are allowed to be used as a match. If you have a UTC in your state, they will likely come to you seeking matching funds. UTCs are bid through a competitive process. This is the time that you will likely be approached by a university in your state or a neighboring state who is interested in securing match dollars from SPR/LTAP funds. For more information on the program or to view a list of centers, click on the UTC link provided on this slide.

Transportation Pooled Fund Program AASHTO program administered by FHWA Allows agencies to partner on studies of mutual interest Sponsored/led by either a State DOT or FHWA TPF study must be documented in the State’s work program Often eligible for 100% SPR funding What is the Transportation Pooled Fund Program (TPF)? A program initiated by AASHTO and administered by FHWA The Transportation Pooled Fund (TPF) Program allows federal, state, and local agencies and other organizations to combine resources to support transportation research studies of mutual interest Projects can be led by a State DOT or by FHWA Participants can include state DOTs, FHWA, municipalities, metropolitan planning organizations (MPOs), colleges/universities, and private companies As with all your uses of SPR funding, you must document your state’s participation in the pooled fund program in your annual work program. Pooled fund projects generally qualify for 100% SPR funding. The project page on the TFF website will indicate if the project is approved for 100% SPR.

TPF Procedures Manual (March 2012) Available on the TPF website Provides TPF guidance from project solicitation to close out Useful to pooled fund project managers and financial managers The procedures manual is available on the TPF website. You can access it by clicking on the link on this slide. It contains a wealth of information on every aspect of a pooled fund, from project solicitation to close out. It also includes a history and overview of pooled funds, legislative and regulatory requirements, and a lot of information about the TPF website. The manual is useful to federal and state pooled fund project managers and financial managers. RAC members are often involved in programming funding for pooled fund projects and transferring the funding to lead agencies so the manual is a good resource for understanding the process and requirements.

TPF Website Highlights Find Program Updates Solicit Partners for New Projects Commit Funding to a Project Find Project Information Post Progress Reports for Ongoing Studies Track the status of fund transfer requests TPF website users can: The website contains a wealth of information for authorized users: You can find the latest program news and updates. It’s a place to solicit partners for new studies or learn about studies your state may want to participate in. You can commit funding to a project online. You can learn about the progress of studies you are participating in and find copies of project files such as the lead state acceptance memo and quarterly and final reports. You can also track the status of the funds transfer for the pooled fund projects your state is participating in as well as view the funds that has been transferred to your state if you are serving as the lead agency of a study. That information is listed under “What’s New” on the homepage. The website also features a glossary, tutorials, and FAQs. Click on the TPF website link on this slide to browse the website. In order to complete many of the functions listed on this slide you must be an authorized user of the website, meaning you have a log-in. If you are not currently an authorized user, click on “what is an authorized user” on the top right corner of the website. There you will find the contact information for the Pooled Fund Program Manager who can help you obtain a log-in.

Congratulations you have completed RAC 101! If you have questions about any of the information provided, please contact your RAC mentor, regional chair, or another RAC member. RAC is available to help! Now that you have gone through all of the slides, you probably have some follow-up questions. Don’t hesitate to reach out to others in RAC; they will be more than happy to help. Also remember that the SCOR/RAC website is your central repository for most of what you will need to know. Spend some time becoming familiar with the content and make use of it on a regular basis. It will be well worth your time! Enjoy your tenure as a RAC member. It truly is a great professional experience. The RAC Task Force on Administration is responsible for the content and future updates to this presentation and feedback is always welcome. Please feel free to send your comments to your regional task force representative(s) or directly to the Task Force Chair. If you don’t know who that is, task force member contact information is located on the SCOR/RAC website. Hopefully you can easily find it now. 