1. “RAC 101” An Introduction to the AASHTO Research Advisory Committee 25 July 2011

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

3. 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.

4. RAC Mission “To promote quality and excellence in research and in the application of research findings to improve state transportation systems.”

5. 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

6. AASHTO Regions

7. 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

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

9. 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

10. 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

11. 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

12. 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

13. Questions and Discussion

14. RAC Activities and Resources

15. 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

17. TPF Website: http://www.pooledfund.org/ Anyone can Search TPF studies View current funding reconciliation spreadsheet Authorized users can Commit funds Review level of commitments Read study documents Quarterly webinars

18. Sharing information: TRID & RIP

19. Transportation Research Information Database (TRID) l World's largest and most comprehensive bibliographic resource on transportation information (900,000 records; 60,000+ 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 TRID l Available free on-line at http://trid.trb.org/http://trid.trb.org/

22. 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 Now includes U.S. and international research l RAC members can submit and search information online “RAC input to TRID & RIP is vital”

24. SCOR/RAC Website New Member Handbook

25. SCOR/RAC Website Found on-line at: http://research.transportation.org/Pages/default.aspx http://research.transportation.org/Pages/default.aspx New Member Handbook Answers basic questions new members might have Provides links to additional information

31. SCOR/RAC Website

32. Overview of SCOR and RAC Mission statements, operating guidelines, rosters RAC Task Forces Upcoming Meetings Administration and EducationValue of Research FundingProgram Management Quality Transportation Knowledge Networks Research Coordination & Collaboration

33. 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

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

35. SCOR/RAC Website Results of RAC Surveys FAQs

37. Peer Exchanges: Summary of Changes in SP&R Guide For Peer Exchanges Issued January 2010

38. 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 420.207 (b)] Objective: improve the quality and effectiveness of research management process.

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

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

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

42. 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.

43. 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.

44. 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

45. Using your Peer Exchange Strategically.

46. 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

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

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

49. 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.

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

51. 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.

52. 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.

53. 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

54. 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

55. 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.“

56. 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.”

57. Sharing your Peer Exchange Experience Post your Peer Exchange Report on the SCOR/RAC Website: http://research.transportation.org/Pages/PeerExchangeReports.aspx

58. Questions?

59. TRB Cooperative Research Programs

60. 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

61. TRB Cooperative Research Programs National Cooperative Highway Research Program (1962- $37 mill.) Transit Cooperative Research Program ( 1992 - $9 mill) Commercial Truck & Bus Safety Synthesis Program (2002 - $300,000) Airport Cooperative Research Program (2005 - $15 mill)

62. TRB Cooperative Research Programs (cont’d) Hazardous Materials Cooperative Research Program (2007 - $1 mill) National Cooperative Freight Research Program (2007 - $4 mill)

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

64. 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

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

66. 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

67. 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

68. The NCHRP Process

69. 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

70. 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

71. 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

72. “How to write an effective problem statement” See: Funding Sources for Transportation Research: Competitive Programs, Appendix B http://www.trb.org/ResearchFunding/index.asp

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

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

75. 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

76. 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

77. NCHRP website http://trb.org/NCHRP/Public/NCHRP.aspx 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

78. NCHRP SYNTHESIS 280 Seven Keys to Building a Robust Research Program

79. 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

80. 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

81. 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

82. 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

83. 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

84. 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

85. 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

86. 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

87. 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

88. 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

89. 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

90. 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

91. 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

92. `RAC 101 Workshop State Reps Responsibilities Monday July 25, 2011 Moy Biswas RAC Admin Task Force

93. 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.

94. 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

95. What TRB Can Do For You Free trip to Salt Lake City Free trip to Salt Lake 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 & beverages @ hospitality suites Free food & beverages @ hospitality suites Free TRB (& NCHRP) publications Free TRB (& NCHRP) publications Free on line access to full text TRR & other (?) TRB publications Free on line access to full text TRR & other (?) TRB publications

96. No Free Lunch! (What you can do for TRB) Pay your annual TRB dues Pay your annual TRB dues Pay by check – SPR 80-20 Pay by check – SPR 80-20 Pay by way of FHWA administered Pooled Fund – 100 Federal w/ 3% surcharge Pay by way of FHWA administered Pooled Fund – 100 Federal w/ 3% surcharge 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

97. 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

98. (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 TRID For recently completed research projects, send (electronically) final report to TRB library – for inclusion in TRID Update RiP data Update RiP data Submit items for TR News (e.g., Research Pays Off) Submit items for TR News (e.g., Research Pays Off)

99. (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

100. (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