Section 2: Implementation Projects
Anchor: #i999418Funding
An implementation project is typically triggered by the need for specific funding to help integrate a product, new method or process, or innovation into department operations. The Research and Technology Implementation Office (RTI) manages the department’s implementation program, which exists primarily to fund these needs. Funding may be needed to cover such things as:
- the incremental cost for the first use of a product or innovation in construction or maintenance operations,
- the purchase of newly developed non-capital equipment for use in the field, or
- training of field personnel in the use of new equipment or methods.
Some implementation related costs are not eligible for funding under the implementation program, including:
- capital equipment purchases, and
- travel expenses for TxDOT personnel.
Most implementation projects stem from products delivered from TxDOT’s research program. They become eligible for implementation funding when they are complete and ready for integration into department operations. Offices of Primary Responsibility (OPRs), Project Directors, RTI engineers, and RMC members all play a part in determining when a product is ready for implementation.
An implementation project may also be developed to aid in the implementation of a product or innovation from a non-TxDOT program or source. For these projects to be eligible for implementation funding, the TxDOT OPR must evaluate the product or innovation and determine that it is in fact ready to implement.
Anchor: #i999468Initiating a Project
An Implementation Project Recommendation (IPR) is the vehicle for describing the need for funding for a particular implementation effort and requesting approval of an implementation project. The research Project Director under whose guidance the product was delivered and an RTI engineer work together to complete the IPR. If a separate implementation Project Director is selected, that person may also be involved in the development of the IPR.
The research Project Director (PD), working with the RTI engineer:
- ensures that the work proposed is implementation, not further research,
- obtains the OPR’s approval, and if the research PD does not work within the OPR, identifies a person from the OPR to serve as the implementation Project Director,
- develops an implementation work plan, outlining all activities which must take place to implement the product, including TxDOT and university involvement needed,
- identifies any items that need to be purchased under the implementation project,
- identifies any deliverables required from the implementation project, along with formats and target dates, and
- develops a funding estimate, for university and TxDOT activities needed.
The funding estimate for each IPR should include the cost of preparation and distribution of project deliverables, other than reports that serve primarily to document project work done. Examples of implementation project products that should be included in the IPR budget include workshop or training materials, handbooks or guidelines to be distributed throughout TxDOT, mass quantities of publications to be distributed to local entities or the public, and similar products.
If the IPR includes the development and delivery of information technology (IT) to TxDOT, a Project Advisor from TxDOT’s Technology Services Division helps:
- develop an appropriate technical implementation plan, depending on the level of implementation intended, and the potential impact on TxDOT operations,
- determine what IT project approval and reporting requirements are applicable, and
- prepare documentation needed to satisfy IT project approval and reporting requirements.
If an implementation project includes preparation and delivery of training, the PD works with the training section of the Human Resources Division to determine the best approach. This approach considers:
- who will develop the initial training,
- how the initial training will be delivered, and
- whether, and how, the training will be integrated into the department’s standard curriculum.
IPR Approval
IPRs are reviewed and approved at several levels during their development. These include the research Project Director, the implementation Project Director, and the DE/DD/OD of the Office of Primary Responsibility (OPR). IPRs are then presented to the Assistant Executive Director over that OPR for final approval.
Anchor: #i999568Overview of Implementation Project Contracting
Implementation projects fall under two main contracting processes, depending primarily on whether or not a university will be involved in the project. The contracting process for university implementation projects echoes that of university research projects.
Anchor: #i999578University Work
If university involvement is needed to implement a research product, the work is generally sole-sourced to the university that developed the product. In these cases, the Research Supervisor helps develop the funding estimate for university work.
If the product did not come from a research project, a competitive RFP is generally issued for university support for implementation activities. In these cases, the Project Director and RTI engineer work together to estimate university activities and funding needed.
University Project Agreements include only the work the university is responsible for.
Anchor: #i999598TxDOT Activities
The OPR’s responsibilities under an implementation project are documented in various ways, depending on the scope of the work. Contracts related to the OPR’s or other TxDOT responsibilities are not typically executed by RTI. The implementation program generally funds purchases or contracts executed by a district or division. Such issues are explained in the IPR, including for example, specific construction or routine maintenance contracts that are proposed to receive funding through an implementation project.
RTI determines the best way to establish funding under implementation projects for TxDOT contracts and purchases. When purchases can be charged to RTI’s implementation budget strategy, RTI provides a charge number to the district or division making the purchase. When funding must be established in a different budget strategy, RTI initiates a transfer of budget authority from the implementation strategy to the appropriate strategy funding the contract. A common example is when the implementation project is funding a change order on a construction contract.
Anchor: #i999613Management of University and TxDOT Performance
The implementation Project Director directs both university and TxDOT work on an implementation project.