AASHTO Research Advisory Committee (RAC)/TRB Conduct of Research (COR)Coordination and Collaboration Committee

Meeting Notes02/02/11

Action items are bolded and underlined.

Members and Friends Present:

Sue Sillick, Montana DOT (Co-Chair)Nancy Chinlund, CalTrans (Co-Chair)Frank Law, CalTransWes Lum, CalTransJohn Moulden, FHWAPhil Roke, FHWADavid Jared, GDOT

Jennifer Gallagher, Ohio DOTMartin Pietrucha, Penn State Univ.Hau Hagedorn, Portland State Univ.Alasdair Cain, RITAChris Hedges, TRBKendra Levine, Univ. of Cal-BerkeleyLeni Oman, Washington State DOT

John Moulden

1. Introductions/Housekeeping No changes to agenda. Previous meeting notes approved, with no changes.

2. FHWA Initiative to Develop a National Highway Research AgendaJohn M. provided an update. 1st get FHWA agenda in order. Take inventory of national research needs. Use website for research community. Identify research gaps in national agenda to see who else might be addressing these

underserved areas. John will send us something once it’s in writing.

3. RPPM Update RPPM review extended thru 02/28/11. Even if items don’t reside on website, you can link to them. Possible webinar (TRB, RITA) on RPPM pending, once open to everyone, to get initial

exposure. Sue S. will coordinate. Get RPPM on agenda for AASHTO-RAC (RAC hereafter) Summer Meeting in Salt

Lake City (July 25-28, 2011). This site is differentiated from the AASHTO SCOR/RAC website as it is intended for a

broader audience (researchers and research managers), and is structured on the research cycle and coordination and collaboration in research.

4. SCOR Strategic Plan: 3.B.2 – Increase outreach to non-highway modes, beginning with AASHTO committees (e.g., Aviation and Public Transportation). The direction given to this task force is to “develop a plan to communicate, coordinate,

and collaborate with federal agencies, AASHTO committees, and Industry.” Looking for volunteer to lead this effort; Sue S., Nancy C., and Leni O. offered to assist. Distribute to AASHTO committee chairs for all modes. There were no volunteers; CCTF will act on this item after some ongoing projects are

completed and frees up some time.

5. RAC/CUTC Collaboration Update Meeting notes released this week. MOU circulating for signatures. CUTC members to be invited to RAC summer meeting and vice versa. CUTC members can participate in RAC Task Forces as non-voting friends; RAC

Administration & Education Task Force to draft guidelines for UTC participation. RAC/CUTC group meeting in Salt Lake City open to all attendees; working group

currently developing agenda. Work plan items include: (1) Discussion of need for national research agendas (NRA),

Chris Hedges will develop a briefing paper on three current activities (FHWA NRA initiative, TRB policy study on the need for national research frameworks, and ongoing FHWA oversight provided by the Research & Transportation Coordinating Committee (RTCC); (2) Identify successful partnerships between RAC & CUTC, develop case studies, and develop a “Top 10 requirements for successful state-UTC partnership.” Chris H./TRB, Jason Bittner/CUTC, and Sue S./RAC are working on this task; (3) Development of guidelines on facilitating successful agreements between RAC and CUTC members in other states, Leni O./RAC, Sashi Nambisan/CUTC, and Wes L./RAC are working on this task; and (4) Sharing and disseminating info re: mission, goals, objectives, and activities of both organizations; Sandra Larson/RAC, Martin P./CUTC, Jason B./CUTC, Larry Sutter/CUTC, Skip Paul/RAC, and Steve Peppin/RAC.

6. Lab FacilitiesThis action item includes three concurrent activities. (1) David Kuehn is gathering information on US federal labs; (2) Western Transportation Institute in coordination with CCTF is gathering information on university lab facilities; a survey will be issued soon after all recipients are identified; and (3) There is an effort to identify European lab facilities. Also, a survey was issued to states from FHWA to identify lab facilities; CCTF needs to coordinate with this effort. Sue S. and Leni O. will follow up with David K.

7. Identifying Universities Conducting Transportation Research (outside of federally-funded UTC’s and CUTC) Cast a wide net. What constitutes transportation research (USDOT, Health, EPA, Aging)?

Requires a lot of cross-referencing. UTC’s don’t reflect all universities doing transportation research. We may not be capturing some of other modal research; relates to SCOR Strategic Plan

3.B.2.

ITE—1988 directory of graduate & undergraduate programs; clue to where research being done; provided faculty info too.

Might look through RiP & TRID to determine who is doing research for DOTs and other agencies.

RPPM or social networking may be a way to identify those doing transportation research.

Next step: Pull list from TRB membership directory; look at TRB papers for this year.

May be able to combine with survey (RAC/CUTC) re: successful agreements between universities & state DOT’s. Who is doing research for states?

8. Funding Guidebook Sue S. is working on revising the SPR portion by adding information on states that solicit

for research ideas or accept proposals beyond their state. Alasdair C. is working on identifying USDOT programs that aren’t currently in the

funding guidebook and updating those that are. Calendar may be added. Trying to come up with one-stop-shop (on RPPM), tied to Guidebook. Conduct of Research surveyed TRB Division A chairs: only 40% aware of Guidebook,

and only 25% were using; need to think about marketing. Leni O. will discuss with Mark Norman/TRB as to how best to get the word out. Perhaps we could list tools on the annual TRB Cheat Sheet distributed at the TRB meeting. what are other useful tools?

9. International Collaboration ERA-NET update

o Report to SCOR previously distributed. SCOR accepted; some NCHRP funds left to participate.

o Looking into ways for us to contribute (via NCHRP) to projects of similar scope. Trying to identify pieces of one research topic that are complementary between NCHRP and ERA-NET projects (funded separately by the two organizations).

o May also have folks on panels across organizations.o The panel is preparing report on next steps.

One ERA-NET panel recommendation (approved by SCOR) was for the CCTF to compile an inventory of international collaborative efforts being conducted by federal agencies, state DOT’s, and universities. The recommendation also suggested that CCTF analyze models for international collaboration activities and make recommendations on best practices.o Initial CCTF team (Nancy C., Sue S., David J. and Frank L.) met on 01/31/11 to

discuss how to approach. o David will capture presentations from the international workshop at TRB, and post on

RPPM. o Frank and Nancy will develop a RAC survey for state DOT’s to identify states that

are collaborating with international partners. o David will talk to FHWA’s Office of international Programs (OIP) to find out more

about their activities.

o Alasdair C. is conducting a review of USDOT’s international activities, and would like to be included on the team for future calls.

10. TRB Sessions/Committee Meetings—FYI/Updates/Make Contacts Wes L. provided updates on:

o Two workshops on Sundays re: International Collaboration. Morning workshop—pavement and pavement noise. Re: asphalt concrete, nearly

have all data to create noise profile for asphalt surfaces, and within few years on PCCP. Nearly ready for policy creation (Netherlands). Not so advanced in U.S.

Afternoon workshop—hows and whys; focused on ongoing relationships, why they’re beneficial, despite barriers; Europe—process for starting project includes consideration of other international activities and possible funding outside before funding nationally; one disappointing factor—attendees; not many states present.

o TRB International Activities Committee—full agenda; ideas for workshops & topics discussed (steps to collaborating, removing barriers, implementing research, translating research into policy; how to work with industry; high-speed rail, global financing and rail investment, etc.); identify projects from U.S. side that might be of interest to Europe (may not be aware of ERA-NET); IFSTTAR—encompasses 1200+ researchers; 110M Euro/year; encouraged by international attendance as participants rather than observers.

Library session. Went well, but low attendance. FMCSA. Strong and very active research program: agenda setting, strategic, human

factors—Phil R. can provide more information. IP session. Went well; we all need to pay much more attention to; you may end up

paying for something you invented, if you’re not prepared; MDSS pooled-fund study lead by SDDOT - states not subject to IP infringements, but went after vendor, who settled; IP needs to be discussed at AASHTO-RAC and TRB.

Information Services. Increasing breadth of organizations entering information into RiP; need to identify who should be entering; more international entries desired; Sue S. received a report from TRB with entities entering data into RiP; Sue S. will send this to Alasdair C. so he can work on USDOT agencies.

Conduct of Research. POG group looking at how research helps policy develop in the U.S.

T2 committee. Moving ahead with Goals 1 & 2 of strategic plan. Communicating Value of Research on RPPM site.

LIST. Asked Ken Winter to discuss entry into RiP. CoR survey discussed (key partner in “Back to Basics” – tools, roles, etc.); discussion to write white paper on RNS and tie-into RiP. Working on providing tools for researchers, especially international researchers.

AASHTO RAC. David advised that CCTF was acknowledged twice at this meeting (for Research Clusters & for work on RPPM).

11. Meetings – Next Meetings – Mark your calendars! Next Meeting Date – 3/23/11 Upcoming Meeting Dates for 2011 - 5/25/11, 7/25/11 (12:30-1:45 pacific, 1:30-2:45 mountain, 2:30-3:45 central, and 3:30-4:45 eastern), 9/28/11, and 12/7/11 (instead of regular meeting date during Thanksgiving week).

Attachment 1

Action items/new information is in red.Initiative Action Steps Who Action Taken/Status

Research in Progress (RIP)

Need more marketing to increase participation, need to strive for 100% data entry for organizations required to use RiP, need to broaden organizations with access to enter records into RiP.

Sue Sillick, Lisa Loyo, TRB Information Services and LIST Committees

Annual, an e-mail is sent to those who haven’t entered projects into RiP for the last year or so. Some states fund projects only every other year. A review of RiP project status categories was completed, along with a survey to RAC. Recommendations (ftp://ftp.mdt.mt.gov/research/OTHER/RIP_PROJECT_STATUS_CATEGORIES-DEFINITIONS.DOCX) for changes to categories and adding definitions were made to TRB. TRB has made the recommended changes. Need to review gaps in organizations that enter data into RiP and close the gaps (CCTF, and TRB Information Services and LIST committees). FL UTC is reviewing RiP for duplicative research efforts.

Funding Guidebook

Maintain and add programs from other organizations.

Sue Sillick, Kim Fisher

Sam noted that the TRB International Activities Committee completed the update on the COST and EU programs among others; these are now in the funding guidebook. Sue needs volunteers to contact federal agencies from a list she has and determine additional federal research programs that meet the criteria for the funding guidebook; Alasdair Cain/RITA will help with USDOT. Steve Albert and Sue prepared a survey to states to identify state research programs other than SPR that meet the criteria for the funding guidebook; results can be found at ftp://ftp.mdt.mt.gov/research/OTHER/STATE_RESEARCH_PROGRAM_SURVEY_RESULTS.XLSX). Sue is working on updating the SPR section, using the survey results. Leni sent out a schedule for problem statements that her area had developed. A link to the funding guidebook has been added to the RPPM site. Need to add a calendar of events. Marketing so far has included: e-mails to RAC and UTCs, brochures at TRB annual meetings, and other venues as the opportunity has arisen (e.g., TRB Resources webinar). Need to discuss further marketing; one suggestion was to add a list of tools to the TRB Cheat Sheet distributed to TRB committee members at the Annual Meeting.

Improve – e.g., make more wiki-like

Possible future action.

Unfunded Make Sue Sillick, Roy Mesler (TRB) added a link to the NCHRP website and is waiting to see if Google indexes it.

Initiative Action Steps Who Action Taken/StatusResearch Needs Portal

unfunded TRB problem statements searchable.

Leni Oman

Beta test with UTC’s to see if useful.

Sue Sillick Pending TRB problem statements being indexed by Google.

Continue to add other research needs (e.g., 8-36 planning research needs, UTC spotlight conferences)

Leni Oman, Sue Sillick

Improve search capability

Leni Oman Possible future action.

Journal Articles

Write and submit article(s) on successful coordination and collaboration efforts.

Steve Albert and Sam Elrahman

A state DOT/UTC partnering article written by members of this committee was published in Public Roads in 2011. An article on UTCs written by RITA staff was published in TRNews in 2011

RITA Transportation Research Collaboration (TRC) Website

Research Clusters

Linda Preisen, Nancy Chinlund, Pat Casey, Jason Bittner, Sue Sillick, Hau Hagedorn,

RITA developed a website titled Transportation Research Collaboration (TRC). CCTF has a spot on the site for research program and project management (RPPM) at a high level on the TRC site. As per Leni’s suggestion, the SCOR/RAC website has been reviewed and pertinent information is also now posted to this site. RITA had a poster at TRB as part of the LIST committee’s call for posters titled Search, Discovery and Current Awareness: New and Innovative Uses of Online Research Tools in Transportation Research and Implementation. The current pilot website can be found at http://www.transportationresearch.gov/Pages/index.aspx. Beta testing occurs through 2/28/11. Go live will hopefully occur shortly thereafter. Need to work with RITA to market; one marketing tool discussed is webinars.

Initiative Action Steps Who Action Taken/StatusAmanda Wilson Robin Kline, MJ Fiocco

Work with International Scan Team for International Tab

Nancy Chinlund, Barbara Harder, Robin Kline, Deb Elston

Robin noted that she had received information from several UTCs on international collaboration. Robin will add this information to the RITA site when the final location for International Programs is identified.

Work with other task force chairs to develop RPPM site.

Nancy Chinlund, Sue Sillick

Partnering with Value of research and PM&Q TF to populate the website.

Use RPPM site for committee team collaboration.

Linda Preisen, Nancy Chinlund, Pat Casey, Jason Bittner, Sue Sillick, Hau Hagedorn, Amanda Wilson

A committee Collaboration site was added to the RPPM site. CALTRANS has posted information on their partnership with the Netherlands. There is also a link to TRB CoR and CCTF.

FHWA National Highway Research Agenda

John Moulden, C&C TF, PM&Q TF

1st get FHWA agenda in order. Take inventory of national research needs. Use website for research community. Identify research gaps in national agenda to see who else might be addressing these underserved areas. John will send us something once it’s in writing. Need to evaluate/watch interaction with the NCHRP National Highway Research Framework Policy study and RTCC efforts.

Web 2.0 Tools

Plan TRB workshop.

Jason Bittner, Linda

Intellectual property session was held at 2011 Annual TRB Meeting.

Initiative Action Steps Who Action Taken/StatusPreisen

Increase membership with interest and skills in Web 2.0 tools.

Linda Preisen

A survey issued to AASHTO RAC found many states block Face book, NING, and other social network sites. The COR Committee has moved to Google Groups.

Research Lab Facilities

Develop tool to identify themes, facilities, etc. for each UTC

Sue Sillick, Steve Albert, Leni Oman, David Kuehn

Leni shared that the NW (Region X Consortium) is having discussions on how to help frame areas of expertise that are needed to assist in coordination and collaboration. Using the FHWA’s strategic goals or States strategic plans was considered. This also may be helpful to frame the UTC web portal currently in development Robin requested any information from these types of discussions.

This action item includes three concurrent activities: (1) David Kuehn is gathering information on US federal labs; (2) Western Transportation Institute in coordination with CCTF is gathering information on university lab facilities; a survey will be issued soon after all recipients are identified (based on see ftp://ftp.mdt.mt.gov/research/OTHER/NATIONAL_UTC_FACILITIES.PDF ) ; and (3) There is an effort to identify European lab facilities. Also, a survey was issued to states from FHWA to identify lab facilities; CCTF needs to coordinate with this effort. Sue S. and Leni O. will follow up with David K.

University Transportation Centers

Conduct webinars to share research results

Sue Sillick The use of webinars to share research results was discussed and encouraged. Nancy reported that UTCs are starting to do more policy briefs and webinars focused on DOT hot topic areas.

ID universities conducting transportation research

Kendra Levine

Kendra L. is working on identifying universities conducting transportation research beyond federally-funded UTCs and CUTC members.

Seed contact (by research topic area) for RITA TRC site

Sue Sillick, Nancy Chinlund

Sue will talk with Clark Martin about the FHWA communities of practice and how they relate to RITA’s research clusters.

RAC/CUTC Coordination

Leni Oman, Steve

Develop foundation, understanding culture documents. CUTC members to be invited to RAC summer meeting and vice versa. CUTC members can participate in RAC Task Forces as non-voting friends; RAC

Initiative Action Steps Who Action Taken/Statusand Collaboration Team

Albert, Jason Bittner, Sue Sillick, Chris Hedges

Administration & Education Task Force to draft guidelines for UTC participation. RAC/CUTC group meeting in Salt Lake City open to all attendees; working group currently developing agenda. Work plan items include: (1) Discussion of need for national research agendas (NRA) Chris Hedges will develop a briefing paper on three current activities (FHWA NRA initiative, TRB policy study on the need for national research frameworks, and ongoing FHWA oversight provided by the Research & Transportation Coordinating Committee (RTCC); (2) Identify successful partnerships between RAC & CUTC, develop case studies, and develop a “Top 10 requirements fort successful state-UTC partnership.” Chris Hedges/TRB, Jason Bittner/CUTC, and Sue S./RAC are working on this task; (3) Development of guidelines on facilitating successful agreements between RAC and CUTC members in other states, Leni O./RAC, Sashi Nambisan/CUTC, and Wes Lum/RAC are working on this task; and (4) Sharing and disseminating info re: mission, goals, objectives, and activities of both organizations; Sandra Larson/RAC, Martin Pietrucha/CUTC, Jason B./CUTC, Larry Sutter/CUTC, Skip Paul/RAC, and Steve Peppin/RAC.

International Collaboration

Scan Team information on TRC site

Barbara Harder, Deb Elston

Barbara will work with Scan Team and Web Tools Team to post information. International collaboration added to RITA TRC site. TRID now contains international research results. International information sharing initiative (NCHRP effort ????)

TRB Session Jason Bittner, Larry Orcutt & Sam Elrahman

A follow-up session for next year on the Hows and Whys of International Collaboration is in the planning stage. Jason and Larry are leading effort. Sam volunteered to assist in workshop.

ERA-NET NCHRP Project Panel

Jason Bittner, Chris Hedges, Nancy Chinlund

The problem statement can be found at ftp://ftp.mdt.mt.gov/research/OTHER/ERA-NET_NCHRP_PROBLEM_STATEMENT.PDF. Conference call to October 7. Meeting in South Dakota November 1-2. Recommendations accepted at December SCOR meeting. One ERA-NET panel recommendation (approved by SCOR) was for the CCTF to compile an inventory of international collaborative efforts being conducted by federal agencies, state DOT’s, and universities. The recommendation also suggested that CCTF analyze models for international collaboration activities and make recommendations on best practices. Initial CCTF team (Nancy C., Sue S., David J. and Frank L.) met on 01/31/11 to discuss how to approach. David will capture presentations from the international workshop at TRB, and post on RPPM. Frank and Nancy will develop a RAC survey for state DOT’s to identify states that are collaborating with international partners. David will talk to FHWA’s Office of international Programs (OIP) to find out more about their activities. Alasdair C. is conducting a review of USDOT’s international activities, and would like to be included on the team for future calls.

Coordination with Library and TKN

Develop better process for

Leni Oman, TKN’s, Library

NCHRP 20-90 (http://144.171.11.40/cmsfeed/TRBNetProjectDisplay.asp?ProjectID=2981), Improving Access to Transportation Information.

Initiative Action Steps Who Action Taken/StatusGroups disseminating

duplicate materials. Develop more systematic approach for disseminating and storing research reports, newsletters, etc.

Connectivity TPF

Leni noted that the National TKN is developing a draft paper to share a common vision and clarify organizational roles. Leni also noted that the TKN group is working on a draft paper on knowledge management.

TRKC Develop webinar; Investigate feasibility of developing such a tool in the US.

Leni Oman, Sue Sillick, Nancy Chinlund, TRB LIST Committee

Leni, Sue, and Nancy edited a webinar outline written by Wes Lum. Ken Winters/TRB LIST Committee is taking the lead in developing the webinar. The webinar being planned for late summer 2010 has moved to the Fall due to some issues with the TRKC contract. Barbara Post has added the TRKC project records to RiP.

Award Programs

Determine award programs and relation to this committee.

Leni Oman

Attachment 2

Draft OCTOBER 22, 2010

Memorandum of Understanding Between

American Association of State Highway and Transportation Officials’ Research Advisory Committee

andCouncil of University Transportation Centers

This Memorandum of Understanding is made and entered into this day of , by and between the American Association of State Highway and

Transportation Officials’ (AASHTO) Research Advisory Committee (RAC) and the Council of University Transportation Centers (CUTC).

The RAC and CUTC (“the Parties”) are national organizations focused on transportation research. The RAC is comprised of research managers from state departments of transportation (DOTs). CUTC is an association of transportation research centers and institutes at universities. CUTC members include federally-funded University Transportation Centers (UTCs) as well as other university-based transportation research centers and institutes. RAC and CUTC have a common interest in advancing transportation research in the United States.

The following facts are recognized and acknowledged by all Parties:

RAC members plan, develop, and implement state DOT transportation research programs, and participate in the planning, development and implementation of national research initiatives.

CUTC member organizations operate research, education, and outreach programs that address critical transportation issues. Many of these organizations have developed targeted themes to maximize technical expertise and resources.

The member organizations of RAC and CUTC, individual state DOTs and university-based transportation research centers, often collaborate on research projects. State DOT research programs rely on CUTC member universities to help address the research needs of their agencies. Similarly, these collaborative projects provide “real world” research opportunities that benefit university faculty and students.

The relationship between the Parties has evolved over the past several years. From its origins in 1987, the number of federal funded UTCs grew from 10 regional centers to more than 70 under the SAFETEA-LU legislation. As the number of university-based transportation centers and institutes has grown, so too has the need to foster a closer working relationship between the Parties. In addition, both Parties have recognized there is a significant opportunity for increased collaboration and coordination to meet national needs.

WITNESSETH

WHEREAS, AASHTO advocates transportation-related policies and provides technical services to support states in their efforts to efficiently and safely move people and goods;

WHEREAS, the Research Advisory Committee to the AASHTO Standing Committee on Research (SCOR) is committed to being a proactive committee promoting quality and excellence through critical state and national research programs and thereby improving transportation systems for the traveling public and the movement of goods. Additionally, RAC is an advocate for state and national transportation research by promoting the value of research, the implementation of research results, and the transfer of new technologies;

WHEREAS, CUTC provides national transportation leadership by effectively communicating and promoting the contributions of university transportation research, education, and outreach. CUTC’s vision for the future is to raise the profile of university research and education, so that university-based transportation centers are recognized and called upon for the knowledge creation, innovative research, outreach, and education necessary to have the best transportation system in the world;

WHEREAS, the parties agree that leveraging national research will assist both RAC and CUTC in achieving their individual and collective goals, and,

WHEREAS, the parties agree that a framework for coordination, cooperation, and communication should be defined and is essential for successful research partnerships.

NOW, THEREFORE, in cooperation of the mutual benefits to the respective parties, the Parties agree to the following terms and conditions.

I. MISSION AND COMMON INTEREST AREAS

A. The Parties agree to foster collaboration and cooperation between the AASHTO Research Advisory Committee and the Council of University Transportation Centers through a better understanding of how RAC and CUTC operate.

B. The Parties will work on common interest areas related to research and technology transfer that could include training, reauthorization, intergovernmental/university or intermodal agreements, national research agendas, conduct of research (e.g. best practices, project management and research practices), and performance measures for research.

C. This agreement is not intended to address all possible relationships with other entities.

II. ADMINISTRATION AND ORGANIZATIONAL RELATIONSHIP OF PARTIES

A. RAC/CUTC Liaison Group – RAC and CUTC will designate an appropriate number of individuals to serve on a RAC/CUTC Liaison Group. The Liaison Group will be co-chaired by the RAC Chair and CUTC President (or their designees). The liaison group will develop an annual work plan to support the joint activities of the two parties.

B. Meetings – Co-chairs will define a schedule of meetings and conference calls that may include but is not limited to annual/summer meetings of the Parties, TRB, or other common venues.

III. GENERAL

A. This MOU will terminate upon the earliest of the following events:

i. An agreement executed by the Parties to terminate this MOU;

ii. This MOU will automatically terminate five (5) years from the date of execution unless a written extension is executed by the Parties; or

iii. At least thirty (30) days prior written notice of a Party to the other Party expressing an interest to terminate this agreement.

In witness whereof, the Parties do hereunto set their hands the day and year first above written.

For: (AASHTO/RAC) American Association of State Highway and Transportation Officials, Research Advisory Committee

By: ______________________________ Sandra Q. Larson, RAC Chair Date

For: (AASHTO/RAC) American Association of State Highway and Transportation Officials, Research Advisory Committee

By: _____________________________ Rick Collins, RAC Vice Chair Date

For: (CUTC) Council of University Transportation Centers

By: ___________________________ Mr. Stephen Albert, President DateDirectorWestern Transportation InstituteMontana State University

For: (CUTC) Council of University Transportation Centers

By: _____________________________ Dr. Genevieve Giuliano, Vice President DateDirectorNational Center for Metropolitan Transportation ResearchUniversity of Southern California