“RAC 101”

1. “RAC 101” An Introduction to the AASHTO Research Advisory Committee 23 July 2012

2. CURRICULUM Intro & Mentoring Program – Skip Paul SCOR/RAC web site; new member handbook– Amy Schutzbach Peer Exchanges – Barnie Jones Transportation Pooled Fund Program – Leslie Wright Sharing Information & Cooperative Research Programs – Chris Hedges Seven Keys – Cynthia Gerst TRB State Reps – Moy Biswas Q&A - all

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

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

6. AASHTO Regions

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

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

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

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

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

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. SCOR/RAC Website • New Member Handbook

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

21. SCOR/RAC Website

22. SCOR/RAC Website • Overview of SCOR and RAC • Mission statements, operating guidelines, rosters • RAC Task Forces • Upcoming Meetings

23. 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

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

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

26. SCOR/RAC Website • Results of RAC Surveys • FAQs

28. Peer Exchanges

29. Peer Exchanges • Federal Requirement. • “Each State shall conduct peer reviews of its RD&T program and should participate in the review of other States' programs on a periodic basis.” [23 CFR 420.207 (b)] • Objective: improve the quality and effectiveness of research management process.

30. Peer Exchanges:History • 1991:Federal Requirement included in ISTEA • 1992-96: Initial guidance developed and training conducted. • 1997-98: First Peer Exchanges held • 2006: RAC Peer Exchange Task Force launched • 2010: FHWA issues revised guidance.

31. 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.

32. Using your Peer Exchange Strategically • .

33. 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

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

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

36. 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.

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

38. 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.

39. Length and Cycle Time • Minimum of 2-3 days. • Length should consider scope and objectives • Longer for multi-state peer exchanges • Perhaps longer for a comprehensive peer exchange. • Can be treated as a cumulative total over multiple peer exchanges. • Definition of “Periodic” is now 5 years.

40. Resources for • Peer Exchange Administration • Most states struggle with the administrative side of hosting a Peer Exchange, because of issues related to paying for travel, lodging, meeting facilities, meals or refreshments. • The manual suggests some options: • LTAP Centers • University Transportation Centers • Transportation Pooled Fund Program

41. 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

42. Closeout Meeting • Guidance contains specific expectations for the closeout meeting: • “The host state should hold a close-out meeting together with their FHWA division office representative and their State DOT upper management on the peer exchange.“

43. Follow-up Expectations • “Before the next peer exchange the state director of research should prepare a follow up report or memorandum summarizing changes made to the program based on the previous peer exchange, and submit it to their FHWA division office and their State DOT upper management.”

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

45. TPF Homepage: www.pooledfund.org

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