NCHRP Problem Statement and Balloting System Update
NCHRP is upgrading its system to automate processes for state DOTs, AASHTO committees, and FHWA, reducing errors, and simplifying submission for external users. Discover what users need and how the system is evolving.
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NCHRP Update, RAC Summer Meeting 2024 Waseem Dekelbab TRB Cooperative Research Programs Deputy Director NCHRP Manager
NCHRP Problem Statement and Balloting System NCHRP is replacing the system it has used for years and is no longer supported. Goal: to provide a system that automates much of the behind-the-scenes process while keeping it as simple as possible for our external users. Preserves the most time possible for the state DOTs, AASHTO committees, and FHWA, to complete their reviews. Simplifies submission of reviewer comments, committee priorities and RAC/R&I ballots to NCHRP Reduces errors and special handling Automates manual internal processes 2
NCHRP Problem Statement and Balloting System The discovery process: Interviewed R&I Chair Joel Jundt, 27 RAC members, AASHTO staff, & FHWA staff We asked: Are there new features or capabilities that would help you? What aspects of the current system are helpful and that you would like to keep? We also want to learn how each of you are accomplishing the task of disseminating problem statements to your SMEs, compiling comments, and assigning a rating, and submitting the ballot. Any questions about the current process, or ideas for potential changes? 3
NCHRP Problem Statement and Balloting System What we heard: Keep the spreadsheet with links -- RAC members modify this for their own use We will continue to provide this! RAC members need to quickly understand what the topic is and distribute problem statements for review Add a request for keywords to the problem statement to help RAC members quickly determine potential agency interest (Implemented in 2023) "Decode" the problem statement numbering system to help RAC members figure out what the topic is about (implemented in 2023) We expanded the numbering system (from 8 to 25) and provided the category names to give more information on the technical focus (implemented in 2023) The time provided to collect state DOT comments and ballots is about right Emailed NCHRP notices sent to RAC will include a list of other recipients so that RAC members know that other AASHTO committees also received the email (Implemented 2023) Free to use, no software to download, mindful of firewall issues 4
NCHRP Problem Statement and Balloting System Looked in detail at 4 software-as-a-service products using these criteria : Improve functionality User friendly Minimal customization needed Free for external users No software for external users to download Use MyTRB credentials to login Low ongoing subscription cost for NCHRP Minimal need for ongoing vendor support Selected OpenWater Can be used by all NCHRP programs, e.g., Synthesis, IDEA, Implementation, etc. 5
NCHRP Problem and Balloting System 1st phase of new system going live ~ August 1st Call for FY2026 problem statements due Nov. 1st Users do not need to download software System accessed via a link as usual Login using MyTRB credentials Will authenticate eligible submitters Submitters will fill in an online form no uploaded documents Submitters will receive submission confirmation can access their submittal via a dashboard 6
Submitting a problem statement: As in the past, to access the submittal system you must use the link on the NCHRP home page OR contained in the Call for Problem Statements email sent by Joe Snell on behalf of Waseem Dekelbab to AASHTO committees and FHWA. If you do not have a MyTRB account, you will be prompted to create one. MyTRB will authenticate eligible submitters. After clicking on the link, you will be prompted to login with your MyTRB credentials. 7
The online form asks the usual questions: 1. 2. 3. Problem statement title Research objective Background information and need for research Literature search summary Urgency and potential benefits Alignment with the 2021-2026 AASHTO strategic plan Implementation considerations Recommended research funding and research period 9. Has this problem statement or a different version of the problem statement been submitted to NCHRP before? If yes, what year(s)? 10. Problem statement author(s) 11. Potential panel member(s) 12. Required keywords/terms: 3 required keywords derived from the transportation research thesaurus 13. Optional keywords/terms: 3 additional free text keywords or terms 4. 5. 6. 7. 8. 8
After entering your MyTRB credentials, you will see this page. Click here to begin the submission 9
Filling out the form: Text boxes -- Can type or cut-and-paste. Limited formatting: bold, italics, underline, super-and- subscript, alignment. No spell check. Character limits for most questions. Embedded guidance for each question. No uploaded attachments. No live links to external content. 10
When the submitter is finished entering the problem statement, they click Save and Finalize This box will pop up click OK to finalize and submit. After clicking on OK, the submitter will see this screen: Confirming we received their problem statement. They can start a new problem statement. They can view, and then download or print their problem statement. 11
After submission The submitter will also receive an email confirming our receipt of their problem statement: Thank you for your submission. To review your problem statement you can sign into our submission portal here. Please let us know if you have any problems or questions by emailing NCHRP@nas.edu. The submitter will see their own dashboard listing all their problem statements. They can access their dashboard and problem statements at any time. 12
NCHRP Problem Statement and Balloting System Still building the rest of the new system will be deployed by Nov. 1st Distributing problem statements for review, comment, and balloting Voting RAC member can delegate submission of their state s ballot Producing the summary of balloting for R&I in April 2025 Need useability testing volunteers in the next few months 13
Thank you. Waseem Dekelbab wdekelbab@nas.edu 14
