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Section 5: In-House Projects

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Definition

In-house projects are conducted by TxDOT employees at TxDOT facilities, as opposed to those projects conducted by universities or other research agencies at their campuses. In-house projects may utilize outside facilities for special testing or other unusual needs. An in-house project has all of the following characteristics:

  • supervised by a TxDOT employee, (formally a Research Supervisor, but generally referred to as a TxDOT “researcher”),
  • conducted largely at TxDOT facilities, and
  • funded by RTI, with the exception of TxDOT researchers’ salaries.
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Examples of What Is Not an In-House Project

In-house projects can be distinguished from other similar activities. They are not:

  • projects conducted and supervised by a university, on which a TxDOT employee works as a researcher, (This would be a joint TxDOT/university project.),
  • informal and small investigations conducted by a TxDOT district, division, or office to meet their own operational needs, and that utilizes only that D/D/O’s personnel and facilities, or
  • experimental projects or product evaluations conducted by TxDOT D/D/Os, chiefly districts, which are not funded by RTI.
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Development of an In-House Project

Identification of need

An in-house research project can arise in two ways:

  • In identifying a need for research, the RMC may decide that the work would be better done by TxDOT employees.
  • A district, division, or office may identify a local need for research that the D/D/O wants to conduct itself.

Project statement development

  • The PC or D/D/O director indicates on the Project Statement, under "Additional Information", the intent to have the project performed in-house. If the recommended TxDOT researcher is known at that time, the name is included on the project statement.
  • The project statement is approved for proposal development by the RMC.
  • If not done during project statement development, the PC identifies the TxDOT researcher.
  • A Project Director is recruited by the PC.
  • If not done during project statement development, the Project Director may identify Project Advisors to serve on the Project Monitoring Committee.

Proposal development and review

  • The project statement is developed into a proposal by the TxDOT researcher and submitted to RTI for the review process. (See chapter 7 for a discussion of proposal preparation and “project funding” below.)
  • The proposal is reviewed and a recommendation is made to the full RMC by the PC.
  • Project approval is given by the RMC through the RMC chair, and conveyed to the D/D/O Director, Project Monitoring Committee, and researcher by RTI.
  • As with all research projects, TxDOT IT policies and procedures apply to in-house projects with IT deliverables.
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Project Funding

The TxDOT researcher should itemize anticipated project costs on the budget page of the project proposal. RTI will assist a TxDOT researcher in budget preparation if requested. Costs which should be considered are discussed below.

Salaries of TxDOT employees to be charged to project

  • Even though salaries are charged to the research project, the budget of the employee’s D/D/O is still impacted, rather than RTI’s.
  • Additional FTEs needed by the D/D/O to conduct the project fall under the current TxDOT FTE allocations in effect for that D/D/O.

Materials

  • An estimated cost for materials should be provided.
  • Warehouse materials must be distinguished from materials not available from a TxDOT warehouse. TxDOT warehouse materials are procured through GSD’s warehouse budget and then charged to the project. RTI does not need to budget research funds to support the use of warehouse materials.
  • On the other hand, the researcher should itemize costs for materials which are not available from a TxDOT warehouse. If an item needs to be procured on the open market, the funds for procurement must be provided from RTI’s budget.
  • All materials procurement is the responsibility of the TxDOT researcher.

Equipment

  • The researcher should itemize all equipment which will be purchased under the project.
  • The TxDOT researcher is required to ensure that all automation items to be procured are included in TxDOT’s Biennial Operating Plan (BOP).
  • Costs for equipment must be provided from RTI’s budget.
  • All equipment procurement is the responsibility of the TxDOT researcher.

Travel

  • The researcher should estimate travel costs, such as mileage and per diem.
  • Out-of-state travel should be shown separately from in-state travel on the budget sheet.
  • Out-of-state travel requests must be made on TxDOT’s form 1750 and submitted directly to RTI. This must be done enough in advance for RTI to coordinate final approval by TxDOT’s Administration prior to the travel.
  • Travel costs will be borne by RTI’s budget, as available.

Subcontracts and/or university assistance

  • The researcher should itemize subcontracts needed with private entities and/or Texas state-supported universities.
  • The researcher is responsible for subcontracting with private entities through their D/D/O.
  • RTI handles university subcontracts.
  • Costs for subcontracts must be provided from RTI’s budget.

    NOTE: Refer to chapter 7 for additional information on subcontracts.

Assistance from TxDOT D/D/Os

  • Significant TxDOT assistance needed on the project, such as traffic control, materials testing, or other services, should be itemized by the researcher.
  • Even though TxDOT personnel who perform these services charge their time to the project, the budget of the assisting D/D/O is impacted for their salaries.
  • Costs for contracted services must be provided from RTI’s budget.
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