“RAC 101” An Introduction to the AASHTO Research Advisory Committee 26 July 2010

CURRICULUM Intro – Skip SCOR/RAC web site; new member handbook; resources – Amy Peer Exchanges – Barnie Coop Research Programs – Chris Seven Keys – Gary TRB State Reps – Moy Mentoring Program – Skip Q&A - all

Background: l Established 1987 l Advisors to SCOR l Research Directors from each AASHTO member department l Appointed by member DOT CEO l 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.”

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

AASHTO Regions

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

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

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

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

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

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

Questions and Discussion

RAC Activities and Resources SCOR/RAC Website New Member Handbook

Pooled Fund Program l Enables states with common research interests and needs to collaborate by pooling resources l Administered by FHWA l Benefits Leverage limited funds Avoid duplication of effort Undertake large-scale projects

TPF Website: Anyone can Search TPF studies View current funding reconciliation spreadsheet Authorized users can Commit funds Review level of commitments Read study documents Quarterly webinars

Sharing information: TRIS & RIP

Transportation Research Information Services (TRIS) l World's largest and most comprehensive bibliographic resource on transportation information (almost 750,000 records; 52,000 with links to full-text documents) l Essential resource for solving problems, avoiding duplication, and building on existing research l RAC members can submit reports on-line for posting in TRIS l Available free on-line at

Research In Progress (RiP) Database: l 8,400 records l State DOTs, U.S. DOT, and UTCs can add, modify, and delete info on current research projects l International Transport Research Documentation Database and Canadian Surface Transportation Research Database now included l RAC members can submit and search information online “RAC input to TRIS & RIP is vital”

SCOR/RAC Website Found on-line at: New Member Handbook Answers basic questions new members might have Provides links to additional information

SCOR/RAC Website

Overview of SCOR and RAC RAC Task Forces Upcoming Meetings

SCOR/RAC Website Contacts/Links State DOTs TRB (Cooperative Research Programs, SHRP2, TRB membership by state) FHWA (pooled funds, IDEA, STEP, TFHRC) AASHTO RITA UTCs

SCOR/RAC Website Resources for Research Managers Peer Exchanges Guide to State Transportation Research Manual Model Calendar for Research Managers

SCOR/RAC Website Results of RAC Surveys FAQs

Peer Exchanges: Summary of Changes in SP&R Guide For Peer Exchanges Issued January 2010 Barnie Jones Research Section Manager Oregon Department of Transportation

Peer Exchanges Federal Requirement. l “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 (b)] Objective: improve the quality and effectiveness of research management process.

Peer Exchanges: History Federal Requirement emerging from ISTEA (1991). One component of a new model for research management. Peer Review vs. Peer Exchange

Peer Exchanges: History Federal Requirement emerging from ISTEA (1991). One component of a new model for research management. Peer Review vs. Peer Exchange

Peer Exchanges: History Federal Requirement emerging from ISTEA (1991). One component of a new model for research management. Peer Review vs. 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. The goal of the RAC Peer Exchange Task Force was to improve the effectiveness of this valued tool.

RAC Task Force and its Recommendations 1.Revise requirement to perform a peer exchange from once in 3 years to once in 5 years. 2.Allow more flexibility to explore alternate formats. 3.Provide assistance with travel reimbursement for panel participants. 4.Develop training materials & updated resources for FHWA Division Office & State DOT Research Personnel.

Key Changes Updates philosophy by both encouraging and creating the flexibility to use the peer exchange strategically. Provides for alternate formats. Revised interval between peer exchanges. Revised peer exchange length. Suggests new resources for peer exchange logistical support. Clarifies close-out and follow-up requirements. Clarifies the Role of the FHWA Division office

Using your Peer Exchange Strategically.

Using your Peer Exchange Strategically First Peer Exchange: a) full evaluation of the program Second Peer Exchange: a) full evaluation of the program and/or b) specific focus topics After Second Peer Exchange: a) full evaluation of the program and/or b) specific focus topics c) explore emerging opportunities for program improvements

How to use your peer exchange strategically Panel composition Other participants Format Length Timing Activities planned during the exchange

Alternative Formats On-site at Host State (standard format) Multi-state Peer Exchange Virtual Peer Exchange Multiple ”mini” Peer Exchanges

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.

Virtual Peer Exchange Only in rare instances. Same array of participants as other formats. Prohibits back-to-back virtual peer exchanges.

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.

Length and Cycle Time Old minimum of 3 days revised downward to 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” has been bumped from 3 to 5 years.

New 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 new manual suggests some options: LTAP Centers University Transportation Centers Transportation Pooled Fund Program

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

Closeout Meeting New 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.“

New Follow-up Expectations Old System Optional “Round Robin” follow up Report. A formal response required only if the host state rejects the Peer Exchange Report and Recommendations. New System “Before the next peer exchange the state director of research should prepare a follow up report or memorandum summarizing changes that were or were not made to the program based on the previous peer exchange, and submit it to their FHWA division office and their State DOT upper management.”

Questions?

Transportation Research Board National Cooperative Research Programs RAC 101 July 26, 2010 Kansas City

Transportation Research Board Technical Activities Division Studies and Special Programs Division Administration and Finance Division Cooperative Research Programs Division NCHRP TCRP ACRP NCFRP HMCRP Strategic Highway Research Program 2

TRB Cooperative Research Programs National Cooperative Highway Research Program (1962- $37 mill.) Transit Cooperative Research Program ( $9 mill) Commercial Truck & Bus Safety Synthesis Program ( $300,000) Airport Cooperative Research Program ( $15 mill)

TRB Cooperative Research Programs (cont’d) Hazardous Materials Cooperative Research Program ( $1 mill) National Cooperative Freight Research Program ( $4 mill)

NCHRP “AASHTO’s Research Program” State DOT support Formed in 1962 Applied Research Focus

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

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

Financial Support l From State Departments of Transportation l With 5 1/2% of State Planning and Research funds (voluntary contribution) l SPR = 2% of Federal Aid Highway apportionment

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

The NCHRP Process

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

TRB Standing Committees: WHY GET INVOLVED? To learn Keep yourself and your organization up to date on latest research and issues Get to know leaders in profession Leaders in profession get to know you! Become part of a community To help develop research ideas

How can I get my problem statement selected? 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 to write an effective problem statement” See: Funding Sources for Transportation Research: Competitive Programs, Appendix B

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

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

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

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

NCHRP website 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

`RAC 101 Workshop State Reps Responsibilities Monday July 26, 2010 Moy Biswas RAC Admin Task Force

Disclaimer Opinions expressed in this presentation are solely & entirely those of Moy Biswas, Opinions expressed in this presentation are solely & entirely those of Moy Biswas, and do not belong to RAC Admin Task Force, RAC, AASHTO, TRB, NCHRP, FHWA, NCDOT, or any other individual or entities. and do not belong to RAC Admin Task Force, RAC, AASHTO, TRB, NCHRP, FHWA, NCDOT, or any other individual or entities.

Ask not what you can do for TRB Ask not what you can do for TRB Ask what TRB can do for you Ask what TRB can do for you

What TRB Can Do For You Free trip to Kansas City Free trip to Kansas City Free registration at the Annual TRB meeting (all state DOT employees) Free registration at the Annual TRB meeting (all state DOT employees) Free lunch on Tuesday Free lunch on Tuesday Free lunch on Wednesday Free lunch on Wednesday Free food & hospitality suites Free food & hospitality suites Free TRB (& NCHRP) publications Free TRB (& NCHRP) publications Free on line access to full text TRR publications Free on line access to full text TRR publications

No Free Lunch! (What you can do for TRB) Pay your annual TRB dues Pay your annual TRB dues Pay by check Pay by check Pay by way of FHWA administered Pooled Fund Pay by way of FHWA administered Pooled Fund Pay your annual NCHRP dues by way of FHWA administered Pooled Fund Pay your annual NCHRP dues by way of FHWA administered Pooled Fund Host periodic TRB Staff visits Host periodic TRB Staff visits

TRB State Rep Responsibilities Keep up w/ the annual activities calendar for TRB reps (?) Keep up w/ the annual activities calendar for TRB reps (?) Serve as the SHRP II coordinator Serve as the SHRP II coordinator Disseminate information from the TRB electronic newsletter, or encourage State DOT research geeks to subscribe Disseminate information from the TRB electronic newsletter, or encourage State DOT research geeks to subscribe Disseminate TRB publications information Disseminate TRB publications information Distribute extra copies to research geeks Distribute extra copies to research geeks

(more) TRB State Rep Responsibilities For newly minted research projects, enter data on-line to Research in Progress (RiP) For newly minted research projects, enter data on-line to Research in Progress (RiP) For recently completed research projects, send (electronically) final report to TRB library – for inclusion in TRIS For recently completed research projects, send (electronically) final report to TRB library – for inclusion in TRIS Update RiP data Update RiP data Submit items for TR News Submit items for TR News

(more) TRB State Rep Responsibilities Recommend/Assist members for TRB committees and panels Recommend/Assist members for TRB committees and panels Update listings from State DOT and from your State Update listings from State DOT and from your State Update TRB publications distribution lists Update TRB publications distribution lists Coordinate response to TRB questionnaires Coordinate response to TRB questionnaires Encourage submitting papers for TRB meetings and publications Encourage submitting papers for TRB meetings and publications Maintain an awareness of TRB / inform others in your department Maintain an awareness of TRB / inform others in your department

(more) TRB State Rep Responsibilities TRB Rep is like a housewife TRB Rep is like a housewife Work is never done! Work is never done! Do not miss attending task force conference calls or RAC region conference calls, etc., Do not miss attending task force conference calls or RAC region conference calls, etc., you are going get assigned to make presentations and other work you are going get assigned to make presentations and other work