Section 3: Project Development Process
Anchor: #i1000174Introduction
Traffic safety projects are initiated as a result of several types of “needs,” including:
- statewide and local problem identification
- state agency initiative
- community initiative
- key events.
Proposals are sought annually from all interested parties for projects to be included in the following year’s Highway Safety Plan (HSP).
Proposals must include the most current data available to identify a traffic safety problem, a workable solution linked to the identified problem, and detailed action plans and budgets that demonstrate an understanding of the various issues to be resolved and a reasonable approach to resolving the identified problem. Projects must be closely related to problem identification results.
Proposals submitted in response to the annual call for proposals are evaluated by teams comprised of district traffic safety specialists and Traffic Operations Division staff members. The evaluations will be conducted on the basis of the threats identified in the problem identification, the reasonableness of the problem solution, and other factors pertinent to the resolution of the identified problem. If a problem and solution are considered worthy of inclusion in the HSP, but the budget is considered inappropriate, the negotiation for project budget development will occur prior to HSP development.
Once an agreement has been reached on the need for a project, including appropriate budgets and action plans, an organization or agency begins project development in earnest with the development of a grant agreement. The grant agreement outlines the specific components of a project, the final authorized budget, the specific performance measures and objectives of the project, and the commitment of responsibilities by the state and the subgrantee.
Anchor: #i1000224Grant Agreement Purpose
The purposes for developing formal grant agreements are to:
- produce a clearly defined problem statement
- produce a clearly specified work statement
- clearly define respective roles and responsibilities
- achieve understanding among all parties
- reach consensus
- ensure accountability
A grant agreement facilitates monitoring and oversight and, if used properly, can be used to redesign a project when necessary.
Anchor: #i1000269Development Process
The project development process consists of the following steps:
- Problem identification (discussed in Chapter 2, Section 3)
- Community needs assessment (discussed in Chapter 2, Section 3).
- Countermeasure selection (discussed under following subheading).
- Evaluation planning (discussed in Chapter 7, Section 2).
- Project plan development (discussed in Chapter 4, Sections 2 and 3).
- Negotiation (discussed in Chapter 4, Section 2).
- Consensus (agreement between proposing agency and TxDOT on grant agreement content).
- Approval (discussed in Chapter 4, Sections 7 and 8).
- Implementation (project activation) (discussed under a separate subheading later in this section).
Countermeasure Selection
In selecting countermeasures, clearly identify both the target audience and the target area (see following examples).
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Target Audiences: |
Target Areas: |
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Countermeasures should be such that a “reasonably prudent mind” would believe that it would produce effective results.
Countermeasures should relate directly to the problem identification and community assessment addressed in the problem statement.
Anchor: #i1000371Implementation or Project Activation
Project implementation or activation includes the following:
- attending the grant delivery meeting
- organizing the workforce
- scheduling activities and work hours
- taking care of incidental paperwork and setting up records files
- getting to know accounting personnel who will be administering the grant-related finances
- obtaining copies of all forms needed in managing the grant
- becoming familiar with reporting requirements and due dates.
Grant Agreement Content
The key elements of a grant agreement are:
- problem identification, which
includes:
- crash data analysis
- program and community needs assessment
- problem statement
- objectives (applicable goals are normally listed in the HSP)
- performance measures
- tasks and activities
- milestones or action plan
- training needs
- evaluation plan
- budget
- reporting requirements
- financial planning (Cost Assumption Plan)
- boilerplate (general and special terms and conditions).
Summary
Proposed projects must support the goals and strategies established for the program areas in the HSP. Grant agreements implement the Highway Safety Plan (HSP). Chapter 4 of this manual details the specifics of developing grant agreement documents, specifically for the Texas Traffic Safety Program.