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

l Background and Origins l Role and Responsibilities l Benefits l Resources Orientation

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.

AASHTO Regions

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

Officers: l Chair and Vice Chair appointed by AASHTO President (Two-year terms) l SCOR and RAC Secretary: Director of the TRB Cooperative Research Programs Executive Committee: l RAC Chair l RAC Vice Chair l Four Regional RAC Chairs l RAC Secretary

Policies And Procedures: l No specific policy and procedures written for the National RAC 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 Researcher Directors from each AASHTO region l Affiliate & ex-officio members

RAC Activities and Resources

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.

Sharing information: TRIS & RIP

Transportation Research Information Services (TRIS) l World's largest and most comprehensive bibliographic resource on transportation information (500,000+ records) l Essential resource for solving problems, avoiding duplication, and building on existing research l RAC members send reports and URLs to TRB library for posting in TRIS l Available free on the Internet

Research In Progress (RiP) Database: l 8,000 records l 100 new records per month l RAC members can submit and search information online “RAC input to TRIS & RIP is vital.”

Peer Exchanges l Requirement of Federal Aid Program 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.” l Outside team of invited top level managers meet with host agency l Objective: to give State DOT’s a means to improve the quality and effectiveness of their research management processes

AASHTO Technology Implementation Group (TIG): l “ …to identify and champion the Deployment and Implementation of a select few ready-to-use technologies, products or processes that are likely to yield significant economic or qualitative benefits to the transportation community.” l RAC members: Users and Contributors

TIG Website:

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

NCHRP “AASHTO’s Research Program” Applied Research Focus Addresses shared problems Formed in 1962 State DOT support Managed by TRB

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

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 l FY2004 Budget ~ $35 million

Continuing NCHRP Projects: l Synthesis of Practice l IDEA program l Legal Research Digest l Quick response studies for AASHTO l International Scanning Program

The NCHRP Process

Submittal of Problem Statements: l Annual solicitation (June) l Three sources: –State Departments of Transportation –AASHTO committees and subcommittees –Federal Highway Administration l General description of research need l Highly competitive: ~ 1 in 4 selected

Problem statements reviewed by: l NCHRP and FHWA staff l AASHTO Standing Committee on Research l AASHTO Research Advisory Committee l Other AASHTO committees l Subject Review panels

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 Government l Liaison member from FHWA

Request for Proposals l 2 Day Panel Meeting l Development of Full Project Statement l RFP Issued on NCHRP Website with notification

Selection of Contractor l Proposals reviewed by Panel l Selection of 1st and 2nd choices l Review comments and requested modifications - Agency response l Contract negotiation

Quality Control NCHRP Panels and Staff … l Meet with contractor l Monitor progress l Redirect research plan when necessary l Review products

Dissemination of Results l NCHRP Publications – electronic and paper copy l Distribution to sponsors, members, and subscribers l Newsletters and Press Releases l Workshops and Presentations to AASHTO & Others l Follow-up and Refinement of Products

NCHRP SYNTHESIS 280 Seven Keys to Building a Robust Research Program

Important implications l Presents major elements in research manager’s job description l Describes a type of person who should be managing research – skill set l Identifies responsibilities of top management toward research l Addresses excellence in research management

Why do programs differ so dramatically ? l Some research programs are sustained at a high level over time & others struggle, relying on federal requirements to do research

Is the Chief Executive? l A CEO not predisposed to research is a hard sell l Most CEOs enter the job being neutral to research l Robust programs remain strong even during CEO turnover l Robust programs have supporters throughout top management – inform CEO about importance of research – build CEO support

Note… Difference between effective and robust l Effective = produce high quality results, targeted to real problems l Robust = worthy of emulation, models, flourish and thrive, vigorous and enduring, add value to parent organization, contribute to organizational goals

Seven Keys to Building a Robust Research Program l Found it on trust l Market boldly l Root it in economics l Make deals unabashedly l Insist on accountability l Embrace policy research l Empower the staff

Trust is most important l Trust relationship between research program and parent organization l Trust extends both directions up and down, can be injured by carelessness or inattention by either party l The other 6 keys are really aimed at building trust

Market boldly l Successful research managers understand that marketing is an essential component –People don’t know what to expect from research –New solutions always require change – people and organizations are resistant to change –State DOTs are especially resistant to change

Root it in economics l Economics is the basis for public and private sector business –Research mangers are often picked for their technical and quantitative skills – thinking in $$ may be a more valuable skill l Need for economic rationale for research investments

Make deals unabashedly l Directors of robust research programs tend to cultivate of alliances of all kinds l Robust programs include collaborations –Between DOTs and universities –Cooperative or pooled fund research –Public-private partnerships l Leverage resources (talent and $) l Must cross organizational lines, some loss of control

Insist on accountability Research is an asset that requires management Hard to run research by the numbers Robust program managers find ways to be accountable even if not required to do so by top management Accountability is bi- directional

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

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

7 Keys Summary l Not all robust programs use all keys, but using more is better l Keys appear to be universal -- applying to public & private, large & small, state & national scope

Also a TRB state rep? … responsibilities include: l Maintain an awareness of TRB / inform others in your department l Recommend members for TRB committees and panels. l Update TRB publications distribution lists. l Supply TRB with copies of state DOT research reports

TRB State Rep Responsibilities (cont’d): l Coordinate response to TRB questionnaires. l Assist TRB staff members in scheduling field visits. l Submit items for TR News. l Encourage papers for TRB meetings and publications.

Benefits of RAC: l Keep informed on current R&D l Leverage funding l Promote transportation research l Influence policy& research spending l Networking

Other Resources: research.transportation.org

SCOR-RAC Website Resources: l Events and Meetings l Rosters and Mission Statements l SP&R Portal l Publications Distribution Info l Research Manuals l Model Calendar l New NCHRP Projects l Useful contacts l Links to DOT Research Branches

Questions and Discussion