Chapter 6: Project Performance
Anchor: #i999789Section 1: Progress Reports and Papers
Anchor: #i999795Introduction
Project Agreements outline the work to be done, provide an estimated time frame for the completion of each task, establish a termination date for the project, and establish a maximum annual budget for each university. Universities are reimbursed for allowable expenses, as work is completed, up to the limit established in the Project Agreement, not paid a fixed fee for the total project.
TxDOT uses several tools to monitor the progress of work on each project. These tools help TxDOT know that the project is progressing productively, and help provide the information needed to determine whether university invoices are reasonable and payable. Some of these tools include:
- Semi-Annual Progress Reports,
- Monthly or Quarterly Progress Reports, or as requested by the Project Director,
- Project Meetings,
- Technical Memorandums, and
- Papers.
Semi-Annual Progress Reports
Semi-Annual Progress Reports are required for all research and implementation projects active during the reporting period. The Research Supervisor (RS) on each project is responsible for the report. For joint projects, the report prepared by the RS covers activities at all universities involved in the project.
These progress reports are required by program policy, and are not included on the Deliverables Table in each Project Agreement. They are used to help manage each project, and are not intended for publication.
Semi-Annual Progress Reports are due according to the cycle described in chapter 3 of this manual and instructions from RTI. Current submission procedures, including what information is required, are outlined in each request sent to the universities, by RTI, approximately one month before each report is due.
Anchor: #i999855Monthly or Quarterly Progress Reports
Monthly, quarterly, or other periodic progress reports may be required for certain projects. The Project Director (PD) typically determines the need for such reports, and the format desired. Reports may be required because a project is in a critical period, there appear to be problems with the direction of the project, or for other reasons.
These progress reports are used to help manage the project. They are not included on the Deliverables Table in the Project Agreement. Nor are they intended for publication.
The submission of monthly or quarterly progress reports, to either the PD or RTI, does not negate the requirement for Semi-Annual Progress Reports for all active projects.
Anchor: #i999875Project Meetings
There are typically several project meetings held during each project. These include:
- kick-off meeting — held soon after the project is activated, to ensure that researchers understand TxDOT’s expectations from the project, and that TxDOT understands the level of participation the researchers need from TxDOT,
- progress meetings — held periodically throughout the project, as determined necessary by the Project Director or RTI, and
- wrap-up meeting — held within the last few months of the project to discuss and resolve all remaining issues on the project.
Technical Memorandums (Tech Memos)
Most Project Agreements include provisions requiring the Research Supervisor (RS) to submit a tech memo to the Project Director and RTI at the end of each task that is not otherwise structured to specifically produce a project deliverable. Tech memos serve to both document project work as it progresses and to provide current research results to TxDOT.
Tech memos may be submitted in the format the RS feels is most appropriate to document and demonstrate the results of the work completed. While tech memos must at a minimum be understandable, RTI does not require that they be professionally edited before submission, and they are not intended for publication.
Anchor: #i999915Papers
Papers developed by researchers for professional journals or conferences may also be an effective mechanism to demonstrate project work and results. They may not however be submitted to journals or conference proceedings without the appropriate approval from TxDOT, as the sponsor of the project.
Papers (including articles and bulletins) that contain significant technical findings from a TxDOT project, which have not been approved by TxDOT, shall not be presented publicly, or published, without prior approval from TxDOT. Public presentation includes posting on non-secure Internet sites. Public presentation does not include a presentation made to TxDOT personnel or at TxDOT-sponsored meetings. See RTI’s University Handbook for instructions on how to submit a paper for TxDOT approval.
Papers containing subject matter and technical findings substantially similar to those in a deliverable that TxDOT has already approved do not require TxDOT review before presentation.