Chapter 1: Introduction

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Section 1: Overview

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Purpose of Manual

The purpose of this manual is to establish program and project management procedures for subgrants and contracts in support of the Texas Traffic Safety Program. This manual does not, however, address all Traffic Safety Program regulations in regard to program content or other technical criteria. Occasional references to other TxDOT functional manuals are also necessary.

The Traffic Operations Division will review this manual on an annual basis to ensure that procedures remain current and accurate. Revisions will be made as soon as possible to accommodate any changes in state or federal laws or regulations.

For additional information on the Traffic Safety Program see: http://www.dot.state.tx.us/services/traffic_operations/traffic_safety.htm

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Electronic Documents and Forms

In keeping with TxDOT’s overall move toward electronic documents and forms, the Texas Traffic Safety Program has developed this manual and related forms so that the appropriate information can be entered and submitted electronically. This will require the resolution of various computer and security issues.

Wherever this manual requires grant-related submissions of documents to TRF “in writing” or in “written” form, such submissions may also be made via e-mail or other electronic transmission at the discretion of TxDOT.

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Availability of Manual

Online. This manual is available online through TxDOT’s Intranet at: http://crossroads/org/gsd/books/tfc/index.htm

and on the Internet at: ftp://ftp.dot.state.tx.us/pub/txdot-info/gsd/manuals/tfc.pdf

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Users of Manual

This manual is intended for use by TxDOT personnel, state and local government officials, subgrantees and contractors, researchers, and any others interested in procedures in support of the Texas Traffic Safety Program.

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Mission Statement

The mission of TxDOT’s Traffic Safety Program is to identify traffic safety problem areas and implement programs to reduce the number and severity of vehicular crashes through the statewide traffic safety program.

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Program Goal and Objective

The goal of the Texas Traffic Safety Program is to use information, data, technology, resources, and skills to identify priority traffic safety issues, plan initiatives, generate coordinated action, and evaluate and communicate results.

The program objective is to operate the program in a manner that reduces crashes, injuries, deaths, and their related losses.

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Background

The Texas Traffic Safety Program uses federal, state and local funds. Federal traffic safety funds are primarily administered and distributed to the states by the National Highway Traffic Safety Administration (NHTSA).

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Organization

TxDOT is a decentralized organization operating through 25 district offices and a division support structure at the Austin headquarters offices. The Texas Traffic Safety Program is administered by the Traffic Safety Section of the Traffic Operations Division in Austin.

Within each district, the district engineer appoints a traffic safety specialist (TSS). These TSSs coordinate and manage the program at the local (district) level, with direction and guidance from the Traffic Operations Division. The Texas Transportation Commission renews this delegation of authority annually by the approval of the State Highway Safety Plan (HSP), which outlines the delegation of authority from the Traffic Operations Division to each district.

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Responsibilities

The Traffic Operations Division (TRF) is responsible for coordinating and administering the traffic safety program. To carry out these responsibilities, TRF will:

develop and administer the annual State Highway Safety Plan and Highway Safety Improvement Program
manage traffic safety projects in federally designated priority program areas and in other areas as may be assigned or as determined by problem identification processes
provide oversight to districts and assist them in the development and implementation of traffic safety projects at the local level
develop statewide traffic safety policies and procedures using district, division, and other input
communicate and coordinate activities with the districts
provide state agency and federal liaison
ensure compliance with state and federal regulations
administer traffic safety evaluation and research
provide legislative information on traffic safety issues
review, approve, and execute grants, contracts, and subcontracts
approve subcontracts or process them for federal approval
provide operational oversight to assure conformity with program and project management policies and procedures
monitor the activities, results, and expenditures of approved state agency grant agreements and interagency contracts
implement and maintain an internal project monitoring system
close out traffic safety project and program areas, as appropriate
report to the governor’s highway safety representative and federal oversight agencies on the status of traffic safety projects
prepare and submit the Annual Report to the National Highway Traffic Safety Administration (NHTSA).

The districts are responsible for planning and implementing local traffic safety projects and working with the Traffic Operations Division to ensure local participation in the statewide program. To carry out these responsibilities, the districts will:

designate a district traffic safety specialist (functional classification: transportation funding/safety administrator) to coordinate district traffic safety activities
assist in the development and submission of the State Highway Safety Plan (HSP)
develop traffic safety agreements with local political subdivisions and highway safety improvement projects that correct or improve high hazard locations
monitor the activities, results, and expenditures of approved local projects and highway safety improvement projects based on their agreements
maintain an accurate listing of accountable equipment and property purchased with federal funds
assist potential grant recipients in project proposal development
negotiate and prepare grant agreements
process, administer, and monitor the grants
process and recommend for approval Requests for Reimbursement (RFR)
review and approve performance reports
close out grants at the local level once all activity has ended
provide information regarding local activities as may be required or requested by the state or federal grantor agency
assist in the development, implementation, and monitoring of statewide projects and activities, such as procedures development, needs assessments, and public education campaigns
represent TxDOT at various state and local committee and task force meetings.

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Titles and Office Designations

This manual uses the following titles and abbreviations to designate individuals and offices involved in the Traffic Safety Program:

Program Manager	—	TRF staff person responsible for managing grants and one or more program areas.
Project Manager	—	a TSS or other district traffic safety staff person responsible for managing local project grant agreements.
Project Director	—	a subgrantee or contract person responsible for the oversight and management of a project operating through a traffic safety grant agreement or interagency cooperation contract (IAC).
TxDOT	—	the Texas Department of Transportation (also referred to as “the department”).
TRF	—	the Traffic Operations Division of the Texas Department of Transportation.
TRF-TS	—	the Traffic Safety Section within the Traffic Operations Division.
TSS	—	traffic safety specialist, designated within a TxDOT district (for phone numbers, see http://www.dot.state.tx.us/contact_us/traffic_operations.htm).

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Definition of Subgrantee

Unless otherwise indicated, all references to “grants” in this manual include both traffic safety grants and interagency cooperation contracts (IACs). Likewise, all references to “subgrantees” include recipients of both traffic safety grants and IACs.