Research Project Work Plan

for

[PROJECT TITLE]

[Project Number]

Submitted by

[Investigator Name(s)]
[Title(s)]

[Institution or Firm]
[Address]

for

Oregon Department of Transportation

Research Unit
555 13th St. NE, Ste 2
Salem, OR 97301-6867

[Month Year]

Revised: [Month Year]

 Research Project Work Plan
for
[PROJECT TITLE]

1.0 Identification

1.1 Organizations Sponsoring Research

Oregon Department of Transportation (ODOT)

Research Section
555 13th Street NE
Salem, OR 97301 Phone: (503) 986-2700

Federal Highway Administration (FHWA)

Washington, D.C. 20590

*List Grant Funding Organization

1.2 Corresponding Principal Investigator (ODOT requests only one per institution or
firm)

[Name, Title]
[Department]
[Institution or Firm]
[Address]
[City, State ZIP] Phone: [number]

1.1 Co-Principal Investigator(s)

[Name, Title]
[Department]ODOT Research Coordinator
[Institution or Firm]

1.2 Technical Advisory Committee (TAC) Members

[Names, Affiliations] [indicate which member is Chair, research proposer]

1.3 Research Coordinator

[Name, Affiliation] [ODOT Research staff person] Phone: [number]

1.4 Project Champion

[Name, Affiliation] [ODOT person with sufficient authority to help overcome

impediments and influence implementation]

2.0 Problem Statement

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 This is a description of the specific problem that is the basis for the research. The problem
statement should include identification of what the problem is, who is affected, and how
they are affected.

2.1 Background and Significance of Work

The background on the nature of the problem is described here, including other
efforts to address the problem, the gaps in knowledge that remain, and the
significance of this work in the larger field of knowledge. Describe the findings of
literature searches or information currently known. Then indicate why the proposed
work is significant as compared to other related research efforts.

3.0 Objectives of the Study

The specific objectives of the project, which will address the problem, are stated here. Make
sure the objectives are clearly stated, measurable, reasonable and feasible. In the Research
tasks below (Section 5.0), indicate what will be measured and in what way the measurement
will be accomplished.

3.1 Benefits

With the accomplishment of the objectives, what will the specific benefits of this
project be to ODOT and transportation in general?

4.0 Implementation

A more specific statement is made here on how the findings of the research will be
disseminated, who will use them, and how they will be used. Implementation includes
activities designed to make the research results more accessible such as presentations, a
paper or other summary document, video, Research Note, Inside ODOT article, internet
presentation, etc. The project work plan should include an implementation plan with
sufficient detail to indicate the following:

 How the findings of the research will be disseminated (e.g. written reports, journal
articles, conference sessions, presentations, news releases, etc. for various audiences);
and

 Any specific follow-on efforts to be undertaken to enhance the usability of the research
findings (e.g., manuals, guides, workshops, video, etc.).

 Where in the existing transportation governance structure will the responsibility be

located for applying the research finding in the field or in the practice of transportation
professionals.

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5.0 Research Tasks

Each of the specific tasks to be performed in the research project are described here. The
descriptions should be concise but provide a level of detail to show the current thinking of
the research team.

Examples of information that should be described in the Tasks include the following:
experiment design, types and number of specimens, tests and measurements, sampling
methodology, data analysis methods, modeling approach, and significant or unique hardware
and software development If the project is designed to be completed in phases, the
organization of this section should reflect this, with the specific tasks listed under a heading
for each phase.

Each major task should have a deliverable product, which will serve as evidence of
completion of the task. In some cases, a progress report may be an acceptable interim
deliverable. In other cases, a specific work product, research report or journal article may be
the deliverable. It is desirable to specify an interim deliverable no less frequently than about
once per quarter (three-month period). Each task is numbered and includes the following
sub-headings:

Task # : [Name of Task]

Description of what will be done.
Time Frame: [The period of time in which the task will be completed]
Responsible Party: [Name(s) of the parties and facilities they will use]
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: [The product of the completion of the task, e.g., report, data, other work
product][Deliverables will be transmitted to the ODOT Research Coordinator]
TAC Action: [What action, if any, the Technical Advisory Committee will take,
concerning the deliverable] [The ODOT Research Coordinator forwards acceptable
deliverables to the TAC]
ODOT Action or Decision: [What decisions, if any, the ODOT Research Coordinator
will make concerning the deliverable or overall project]

5.1 Expected tasks:

Task 1: TAC Meeting #1

Project kick off meeting.
Time Frame: [1-3 Months after NTP]
Responsible Party: PI, ODOT Research Coordinator, TAC
Cost: [Estimated cost associated with the accomplishment of the task. Do not include
cost of ODOT personnel time.]
Deliverable: TAC meeting attendance, TAC meeting presentation, TAC Meeting
Minutes
TAC Action: Review and understand project research problem statement, research
question, the limits of the research, and the project schedule. Advise ODOT Research
Coordinator regarding any critical issues with the project’s scope or schedule. Advise

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 PI’s regarding related professional practices, standards, methods and context for the
project.
ODOT Action or Decision: Review TAC advice, discuss with PI, and if necessary direct
PI to make changes to project documents.

Task 2: Draft Literature Review

The literature review will focus on a number of issues relevant to the research problem
statement and research question. A variety of topics will be researched such as:
 Defining the problem and research question, including excluded related issues
 Theoretic context
 Existing ODOT documents directly related to the research and that may influence
the agency’s implementation of findings (e.g. specifications, standards, policies,
or procedures)
 Research methods that may be used to answer the research question (include
brief discussion of commonly applied methods that may not be appropriate for
use on this project)
 Data resources, including availability and quality
 [ other items ]
Time Frame: [3-6 Months after NTP]
Responsible Party: PI
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: Draft Literature Review
TAC Action: Read Draft Literature Review and advise ODOT Research Coordinator
regarding any gaps in the literature.
ODOT Action or Decision: Review TAC advice, discuss with PI, and if necessary direct
PI to make changes to project documents.

Task 3: Draft Research Methodology.

This task includes identification and description of required data, variables, and
specification of analysis technique. The Draft Research Methodology will document the
proposed data collection including data availability, data quality, optional data, excluded
data, costs and risks to the project related to failure of the data collection. The Draft
Research Methodology will discuss sampling methods and identify the expected sample
size. The Draft Research Methodology will determine what kinds of statistical
techniques will be used to analyze the collected data. The Draft Research Methodology
will document approval for any work with human subjects, and protections of personnel
private information related to any human subjects.
Time Frame: [6-9 Months after NTP]
Responsible Party: PI
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: Draft Research Methodology Report Section, Draft Data Management Plan,
Documentation of Institutional Review Board approvals for any work with human
subjects.
TAC Action: Read Draft Research Methodology in preparation for TAC Meeting # 2.
ODOT Action or Decision: Schedule TAC Meeting #2

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Task 4: TAC Meeting #2
This TAC meeting is intended to set the course for the completion of the project. On
high risk and exploratory projects this is the point where ODOT will consider
authorizing future work.
Time Frame: [6-9 Months after NTP]
Responsible Party: PI, ODOT Research Coordinator, TAC
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: TAC meeting attendance, TAC meeting presentation, TAC Meeting
Minutes, meeting agenda
TAC Action: TAC review of Draft Research Methodology and Draft Literature Review.
Advise ODOT Research Coordinator regarding any critical issues with the project’s
research design. If possible reach consensus regarding the content and methods
contained in the draft research design. Advise ODOT Research Coordinator regarding
project next steps.
ODOT Action or Decision: Review TAC advice. Assess project potential for successful
completion. If necessary direct PI to make changes to project documents. Provide formal
acceptance of Draft Research Methodology. Authorize PI to proceed with subsequent
steps, notify by memo or email.

Task 5: Data Collection.

Collect data for analysis as identified in the Draft Research Methodology. Records will
be kept of data collection tools or methods and tool/method calibration. The design of
any specialized data collection tools or algorithms will be documented and delivered to
the Agency Data will be recorded in a standardized and secure form. Data will be
collected, stored and delivered to ODOT in compliance with Institutional Review Board
approvals and Federal requirements. The PI will be responsible for documentation of any
departures from the Draft Research Methodology.

Time Frame: [6-24 Months after NTP]

Responsible Party: PI
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: A Memo documenting data collection, and any specialized data collection
tools or algorithms. Provide documentation that the raw data is securely stored and
protected from data corruption. (Federal projects may require delivery of raw data to the
Agency)
TAC Action: None
ODOT Action or Decision: Review

Task 6: Data Analysis

Analyze data collected in Task 5, primarily using methods anticipated in Task 3. Revise
as Draft Research Methodology to document deviations, and update the Draft Literature

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 Review to support any methods of analysis not previously included in the literature
review.
Time Frame: [1-3 Months after Data Collection]
Responsible Party: PI
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: Draft Analysis Report Section
TAC Action: Review and comment
ODOT Action or Decision: Review

Task 7: Draft Final Report

Publication ready Draft Final Report in the prescribed ODOT report format. (Formatting
includes correct fonts, spacing, citations and graphics) Contents include: an updated
abstract, acknowledgement, disclaimer, introduction, Updated Lit Review (Task 2),
Final Research Methodology (Task 3), Draft Analysis Report Section (Task 6),
discussion of results, conclusions, and potential for future research, application, or
technology transfer, final data management plan as an appendix, and other sections as
appropriate.
Time Frame: [3-6 Months after Data Collection]
Responsible Party: PI
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: Draft Final Report using ODOT’s report template
TAC Action: TAC review and feedback to the ODOT Research Coordinator
ODOT Action or Decision: Review and counsel prior to TAC meeting

Task 8: TAC Meeting #3.

This TAC meeting will include a review of the Draft Final Report, and Draft Research
Note prior to the TAC meeting. The TAC will offer advice on the content and clarity of
these work products. The TAC will also advise on post research implementation.
Responsible Party: PI, assisted by the ODOT Research Coordinator, TAC
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: TAC meeting attendance, TAC meeting presentation, TAC Meeting
Minutes
TAC Action: TAC review of Draft Final Report. Advise ODOT Research Coordinator
regarding any critical issues with the project’s research design. Advise ODOT Research
Coordinator regarding any required final edits to the Draft Final Report.
ODOT Action or Decision: Review TAC advice. If necessary direct PI to make changes
to project documents.

Task 9: Final Report

Edit Draft Final Report to incorporate edits identified by the ODOT research
Coordinator after the last TAC meeting
Time Frame: [1-3 Months after Data Collection]
Responsible Party: PI
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: Final Report

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 TAC Action: None
ODOT Action or Decision: Review. Provide formal acceptance of Final Report. Publish
Final Report on ODOT’s research website

Optional Tasks:
Task # : Conference or External Meetings Travel
Travel and attendance at meetings and conferences when the primary purpose of the
meeting or conference is the dissemination of project specific technical information or
Travel and attendance at meetings and conferences where technical information that
would benefit performance of the study is being presented
Time Frame: [The period of time in which the task will be completed][After ODOT
approves dissemination of project specific technical information]
Responsible Party: [Name(s) of the parties and facilities they will use]
Cost: [Estimated cost associated with the accomplishment of the task]
Deliverable: Meeting or conference presentation materials produced by the PI or project
(e.g. PowerPoint) and conference agenda with the project specific technical presentation
documented) Or a written summary of technical information that benefits performance
of the study for inclusion in the revised literature review section of the Final Report.
TAC Action: None
ODOT Action or Decision: Review and accept Deliverables

Other Optional Tasks:

 Interim Reports, Task Reports, or Other Publications.

 Any other project tasks
 Purchase of capital equipment (Typically after acceptance of Draft Research
Methodology)
 Community/stakeholder outreach
 Additional TAC meetings
 Appendix: Draft Agency Documentation (e.g. Policy, Procedures, Specifications,
or other implementation documents)
 Post-research training, classes or seminars conducted for ODOT staff
 Video presentations

5.2 Reporting

All reports shall be produced in the standard ODOT Research Section report format
provided to the Project Investigator by the Research Coordinator unless some other
format is deemed to be more appropriate. The Project Investigator shall be
responsible for submitting deliverables as professional-level written composition
equivalent to the writing standards of peer-reviewed journals. These writing
considerations include grammar, spelling, syntax, organization, and conciseness.

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 The Project Investigator, in consultation with the TAC and Research Coordinator,
shall deliver to ODOT in electronic format the data produced during the project. The
Project Investigator shall ensure the data is labeled and organized to facilitate future
access. ODOT shall warehouse the data.

5.3 Safety and Related Training

Prior to accessing ODOT right-of-way (ROW), all personnel who will work on
ODOT ROW shall complete safety training appropriate to the work to be performed
within the ROW. The Project Investigator shall notify Project Coordinator in writing
(email accepted) prior to the first day of work within the ROW that all project
personnel who will access ODOT ROW have been trained. Until all ROW work is
completed, the Project Investigator shall notify Project Coordinator in writing (email
accepted) annually that an active safety training appropriate to the work to be
performed within the ROW has been completed by all personnel who will work on
ODOT ROW.

6.0 Time Schedule

This section specifies the time line for the project, listing the task headings and showing
monthly and/or quarterly time blocks in which each task will be accomplished. Also shown
are interim and final deliverables. (A sample matrix is shown below.)

Task 20-- 20-- 20--

FY-- FY--
Jul - Sep Oct - Dec Jan - Mar Apr - Jun Jul - Sep Oct - Dec Jan - Mar Apr - Jun
1: *
2: *
3: *
4: Report R F
*Deliverables
R - Draft report submitted for ODOT review.
F - Revised report submitted to ODOT for publication. End of contract.

Generally we schedule 3 months between draft report submittal and report submittal for
publication.

7.0 Budget Estimate

An itemized budget for the project is included here showing expenditures for each task by
fiscal year and in total.

Task FY-- FY-- Total

1:
2:
3:
4:

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Total for tasks (Contract amount)

Support/management (ODOT
completes)
Total for ODOT (ODOT
completes)