Soliciting High Value Research Problem Statements TriState Research

Soliciting High Value Research Problem Statements Tri-State Research Peer Exchange Vermont - New Hampshire - Maine October 26 -28, 2010 Tri-State Research Peer Exchange

Tri-State Peer Exchange Team Members • • Jennifer Fitch, VT Glenn Roberts, NH Dale Peabody, ME Leni Oman, WA Mike Sanders, SC Chris Hedges, TRB Dick Mc. Reynolds, KS (retired) Tri-State Research Peer Exchange

Peer Exchange Focus Area #1: Successful Practices for Soliciting/Identifying High-Value Research Problem Statements • How do you solicit ideas? • Who is asked for ideas? • What forms/templates are used? • How/when is Executive staff involved? • How are research problem statements prioritized? • What level of detail is required during the initial solicitation phase? • What roles and approvals need to be identified before a problem statement is considered (i. e. Sponsor, Champion, etc. ) Tri-State Research Peer Exchange

What Did We Learn? Exploit Existing Forums Take advantage of existing agency initiatives and collaborations to build awareness of high-value needs & opportunities in various disciplines – Tri-State groups meet regularly in disciplines such as Traffic, Maintenance, Project Development, etc. to discuss common problems and solutions • Add research needs as a regular agenda item – Seek out other high-profile task forces/committees • Forward related research, offer assistance (e. g. synthesis) Tri-State Research Peer Exchange

What Did We Learn? Be Conversant in Agency Needs Research staff need to be aware of the key issues and challenges facing the Department – Be cognizant of the agency strategic plan and goals – and how research can help – Build relationships and regularly communicate with key contacts in other divisions – Use hallway conversations, research focus-groups, and TRB State visits to listen and seed suggestions or share results Tri-State Research Peer Exchange

What Did We Learn? Need for Connection • Continually engage top management in the research process to clarify priorities – More challenging, but perhaps more critical, if Research office is layers-removed from executive staff. – Especially important if strategic goals of the agency are not formalized or well-defined – Amplifies the need to regularly publicize research successes • Maintain research on the radar of Executive staff Tri-State Research Peer Exchange

What Did We Learn? Follow Up and Follow Through • Effectively communicate a fair and open solicitation process – Provide timely feedback regarding programmatic and project-level decisions • Stakeholders need to understand the reasons their ideas are not selected – problem statement deficient or does need not reflect top priorities of agency? • Don’t make promises you can’t deliver – Know the limits of your financial, organizational, and human resources Tri-State Research Peer Exchange

What Did We Learn? Create Short Term Wins • Build trust and buy-in through meaningful quick-hits – Literature searches, library research, syntheses – Strengthens the tie between Research and key decision-makers • Keep agency staff informed of national programs, panel opportunities, research conducted by others – including how your agency fared and why Tri-State Research Peer Exchange

What Did We Learn? Reach Out Help managers see the opportunity in research – Reach out to less traditional sources of research needs – i. e. all functional areas of agency • Budget and Programming, Legislative liaisons, Human Resources, AGC*, universities* * In collaboration with agency staff Tri-State Research Peer Exchange

What Did We Learn? It Takes an Agency…. • Bottom-up and top-down research needs must be addressed for a robust program to exist • Idea-generating workshops and mini-RACs (by major discipline) can be effective, particularly for large research programs • Forms should be simple to use, but convey pertinent information related to agency strategic goals Tri-State Research Peer Exchange

What Did We Learn? Provide Research Resources • Promote external research programs (regional, NCHRP, TPF) and assist agency stakeholders in submitting effective problem statements • Monitor TRB research needs statements (RNS) • Continue to learn successful practices from other states, TRB and FHWA Tri-State Research Peer Exchange