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Scope of Services to be Provided by the Center for Transportation Research and Education
Work Plan Regional Champion for the Midwest Region ITS/CVO Mainstreaming ProgramPROJECT DESCRIPTION The Federal Highway Administration (FHWA) has initiated a new program called Mainstreaming. The FHWA has defined Mainstreaming as moving Intelligent Transportation System/Commercial Vehicle Operations (ITS/CVO) from research, development and testing to model deployment then full deployment at the state and regional levels. Mainstreaming requires having the proper organizations, business plans, outreach/training, and financial commitments in place to deploy ITS/CVO core technologies and information systems. The FHWA Office of Motor Carriers (OMC) has estimated that $25,000,000 may be available in 1998 for ITS/CVO deployment. Further, the FHWA/OMC has stated funding allocation decisions will be based on the following performance criteria. This work plan is designed to support the Midwest Commercial Vehicle Operations Mainstreaming consortium meet the performance criteria.
The goal the FHWA has established for the Mainstreaming program is to support nationwide deployment of ITS/CVO services by the year 2005. The objectives of the Mainstreaming program are:
To implement Mainstreaming, FHWA has established seven regional consortia. The Midwest regional consortia consists of the states of Missouri, South Dakota, Nebraska, and Kansas. Further, the lead state for the Midwest regional consortia is Missouri. The FHWA has established expectations of the lead state and each of the states participating in the regional consortium. The FHWA expects the lead state, Missouri, to: 1. Serve as the point of contact for the FHWA to ensure accountability and efficient management of the Midwest regional consortia Mainstreaming effort. 2. Designate state contacts that will work with the FHWA regional ITS/CVO specialists and participate in national forums. 3. Hire a Midwest regional champion to coordinate Commercial Vehicle Information Systems and Networks (CVISN) and other ITS/CVO activities. The FHWA expects each state to: 1. Develop a strategic business plan. The purpose of the plan is to identify at the state level the scope of ITS/CVO deployment activities, projected cost, implementation schedule, and anticipated accomplishments. If such a business plan exists, the state should focus Mainstreaming funds on activities that will facilitate the implementation of identified ITS/CVO priorities. The FHWA expects the lead state of each Mainstreaming regions to hire a regional champion that will support the lead state in helping the state members of the region meet the Mainstreaming program goal and objectives. The CTRE, at Iowa State University, has been hired to be the regional champion.
Mainstreaming Program Regional Champion Work Tasks Task 1: Provide Program Management Guidance and Support to Missouri, the Lead State The Midwest Mainstreaming management structure is illustrated in Figure 1, Midwest Mainstreaming Structure. The structure is organized to support the work and deliverables required by the FHWA. The lead state, Missouri, serves as a point of contact for the states and the regional champion to ensure accountability and efficient management of the program. CTRE will support the Missouri program manager in managing the Mainstreaming program. In support of the program manager, CTRE will submit a detailed project scope, project schedule, and budget for the Midwest Mainstreaming program to the Missouri program manager within four weeks after this contract has been signed. Further, CTRE will develop a Midwest Region Management Directory. The management directory will include each individual state Mainstreaming management structure, state organizational reporting relationships and names, addresses, telephone numbers, fax numbers, E-mail addresses of staff responsible for each state ITS/CVO service that is included in the state's business plan, and the state World Wide Web page addresses. In addition, the directory will include FHWA Division, Region, and National Mainstreaming contacts, other Regional Mainstreaming Directories, and the Midwest regional champion contact address, telephone number, fax number, E-mail address, and World Wide Web page address. The directory will provide a foundation for effective program management that will ensure timely completion of the regional and state business plans.
Task 1a: Support Missouri and the Consortium in Communicating and Selling the Benefits of ITS/CVO. CTRE will support Missouri and the Midwest Region Consortium in communicating and selling the benefits of ITS/CVO services to state and motor carrier decision makers at all levels. The experience CTRE has had in the One Stop Shopping, Oregon Green Light, National Governors Association Benefit/Cost Study, American Trucking Association Foundation's Motor Carrier Benefit Study, and Advantage I-75 projects provides a knowledge base that will support decision making. For example, a simulation model is being developed that models weigh station operation and provides for running "what if" scenarios to improve weigh station operation and guide weigh station investments. The model has an animation feature that illustrates operating scenarios so the outcome of decisions can be seen before implementation. The model could be used to "sell" the benefits of electronic screening. Task 1b: Prepare Project Documents Required by FHWA. CTRE will prepare project documents required by the FHWA. First, the Midwest region project objectives and a detailed project schedule, scope, and budget, as appropriate, will be submitted to the program manager four weeks after this contract has been signed. Further, quarterly reports and a final report will be provided to the program manager. The reports will be prepared in accordance with the "ITS Partnership Agreement" between the Federal Highway Administration and the Missouri Department of Transportation, Project No. ITS-9629 (602).
Task 1c: Facilitate Timely Completion of Approved Regional and State Deployment Milestones. CTRE will facilitate timely completion of approved regional and state deployment milestones identified in ITS/CVO business plans. CTRE will develop a sense of ITS/CVO community and technology/information transfer among the states in the Midwest region through face to face interaction with each state. CTRE will also develop and maintain the Web page during the Mainstreaming project. The page will be designed to encourage state implementation of ITS/CVO services and to facilitate moving access to the services offered in the page to a Web page maintained by states and/or service providers so that easy access to ITS/CVO services will be maintained as states and regional business plans are implemented. The following information will be provided through in-person presentations, in mailings, and on the web site.
In addition, the web page will contain the following features:
A postcard-size notification will be sent to a comprehensive mailing list announcing the Web page. Further, postcard-size quarterly announcements will be sent to the mailing list. The announcement will list items on the Web page and offer to send a printed copy of the news item if the reader does not have access to the Web page. In addition, a notification containing the same information as the postcard-size notification will be sent by E-mail to internet discussion groups and others. Task 1d: Schedule and Facilitate Quarterly Meetings. CTRE will schedule and facilitate meetings of representatives of the Midwest region quarterly. The agenda will be based on the milestones that support development and implementation of both the state and regional business plans. CTRE will make arrangements for the meeting room, record and prepare the minutes of the meeting, and place the minutes of the meeting on the Web page. In addition, CTRE will report on national activities such as the CVISN Pilot State program and other regional Mainstreaming programs. Task 1e: Coordinate and Collaborate with other Regional Champions and National Forums. CTRE will coordinate and collaborate with other regional champions, the CVISN Pilot State program, and other national forums. For example, CTRE will place products such as draft business plans developed by other regional Mainstreaming programs and CVISN Pilot Program products on the Midwest Mainstreaming Web page. The budget provides for CTRE to attend one meeting of the other Mainstreaming region programs (Northwest, West, Great Lakes and Southwest, and the Northeast) and two national forum meetings. CTRE will present the results of the regional meetings and the national meeting to the Midwest Mainstreaming Consortium. CTRE will also make presentations at the other regional and national meetings as appropriate. Task 1f: Conduct Outreach to the Motor Carrier Industry Targeting the Participation by Owner/Operators and Small Firms. CTRE will place major emphasis on conducting outreach to the motor carrier industry, targeting the participation by owner/operators and small firms. The "ITS/CVO Strategic Communications and Outreach Plan," Federal Highway Administration, Office of Motor Carriers dated October 1, 1996 points out that the objective of outreach is to build FHWA, state government, motor carrier industry, and driver support for the national ITS/CVO program, while enhancing awareness among elected officials. The purpose of this task is for CTRE to facilitate states obtaining as much input and support as possible from owner/operators and small firms, as well as medium and larger firms, when they develop their business plans and budget decision packages. In states that have existing outreach programs, CTRE will place a copy of the state business plan and budget decision package format on the Web page to enable other states to use the information. For example, the governor of Missouri implemented a citizen/customer focus initiative and an Excellence in Customer Service Oversight Team. The focus initiative requires departments to identify their customers, determine citizen/customer expectations, and define and measure customer citizen/customer satisfaction. Each department is then required to develop action (business) plans to close the gap between citizen/customer expectations and current levels of satisfaction. The action (business) plans and citizen/customer satisfaction measures are an integral part of each department's strategic plan and annual budget justification. The oversight team will provide leadership in implementing efforts to make state government more customer focused. The team will garner legislative and public support of the customer focus efforts. The Team will assure that state departments implement this customer focus initiative and follow a prescribed implementation schedule and follow-up on results. The outcome of the focus initiative and oversight team will be placed on the Web page. In states that do not have existing outreach programs, CTRE will develop a brief outreach plan for the states based on the "ITS/CVO Strategic Communications and Outreach Plan" dated October 1, 1996 and the Draft Mainstreaming State Level Business Plan and Budget Decision Package Process illustrated in Task 2b. Further, CTRE will facilitate one meeting of citizen/customers, interested groups, and state officials to obtain input for the business plan and budget decision package. This meeting will take place during the planned visit to each state. The objective of the outreach plan and meeting is to obtain as much input and support as possible from owner/operators and small firms, as well as medium and larger firms, during the preparation and approval of business plans and budget decision packages. Each state is responsible for developing each element in the outreach plan. The brief outreach plan will include the following elements:
1. Develop Draft State Business. A draft business plan, prepared by the state, that includes mission, goals, objectives, and performance measures.
2. Develop State Directory. A directory of contacts, developed by each state, of citizen/customers and groups that will use the services discussed in the state's business plan. For example, customers include owner/operators and small, as well as medium and larger, motor carrier firms. Interested groups include state motor carrier associations, Independent Truckers and Drivers Association, owners, operators, the Independent Drivers Association, the American Trucking Association, the National Private Truck Council, the Commercial Vehicle Safety Alliance, the American Bus Association, the United Motor Coach Association, the American Association of Motor Vehicle Administrators, and state officials.
3. Distribute Draft State Business Plan. The state will send copies of the draft plan to the contacts of the citizen/customers and groups for review and comment. Further, follow up on the mailing to make sure the mailing reached the appropriate contact and set a time for a second follow-up call. The objective of the second call is to see if the contact has any questions and to obtain comments. Additional follow-up calls may be necessary to obtain comments and support.
4. Conduct State Meetings. The state will conduct meetings of the citizen/customer and group contacts to obtain input and support for the approval of the plan budget decision package. The meeting agenda will include a detailed review of the business plan and budget decision package. CTRE will facilitate the meeting and will support the meeting activities by providing information on other regional Mainstreaming activities and national initiatives. The desired outcome of the meeting is general consensus and support for the business plan and budget decision package. CTRE will prepare a written report of the outcome of the meeting. When the report is approved, CTRE will place the report on the Web page. 5. Follow Up with Customer Groups. Send periodic update letters to the citizen/customer and group contacts to keep them informed of progress and any problems that may require their support. For example, it may be necessary for citizen/customers and groups to provide additional expressions of support (letters and telephone calls) as the business plan and budget decision package flows through the approval process.
Task 2: Assist the Midwest Region Consortium Developing a Regional ITS/CVO Business Plan Task 2 includes developing the Regional ITS/CVO Business Plan, providing guidance to states and possibly conducting cost/benefit analysis and other studies and supporting the development of private/public partnerships and ensuring that the regional plan is compatible with the state plans as well as with other truck sheds. These activities will be limited by the funding available. The budget provides for CTRE visiting each state once during the project to provide guidance to the states in preparing the state business plan and support the Mainstreaming program manager in ensuring that the state business plans are completed on schedule, to conduct benefit/cost analysis, and to support the states developing private/public partnerships. The budget does not provide for CTRE to write each of the state business plans.
Task 2a: Assist the Midwest Region Consortium in Developing a Regional ITS/CVO Business Plan.
CTRE will write the initial draft regional business plan and assist the lead state and consortium in developing the final regional business plan. The plan will be based on the state business plans and focus on interstate business relationships. The state plans will include goals; objectives; short, medium, and long term action items; implementation schedules; and state budget decision packages for each of the services. For example, a state ITS/CVO business plan may include the following services: International Registration Plan (IRP) International Fuel Tax Agreement (IFTA) Oversize/Overweight Permits Weigh Stations and Enforcement Safety Insurance Hazardous Materials
The regional business plan will include the state business plans with primary focus on interstate business relationships. The regional plan will include a description of the interstate business relationships; goals; objectives; short, medium, and long term action items; implementation schedules; and state budget decision packages. For example, states may include such safety-related functions as automated out of service systems and relating vehicle registration to a motor carrier's safety rating (Commercial Vehicle Information System) in the state business plan. The regional business plan could include states exchanging safety-related information and perhaps enhancing the region's safety enforcement function. Task 2b: Provide Guidance to States in Developing State ITS/CVO Business Plan and Possibly Perform Cost/Benefit and Other Studies. 
CTRE will provide guidance to states when they develop their state business plans and budget decision packages. Figure 2, Example Mainstreaming State Level Business Plan and Budget Decision Process, illustrates the major events leading to approval of the plan and budget. CTRE will provide technical expertise and a regional perspective to support ITS/CVO planning activities. CTRE will work with the lead agency and ITS/CVO working groups to ensure that the state's business plan is developed in a coordinated manner. CTRE will travel once to each state and conduct two-day meetings. The meetings will be designed to support developing the state's business plan and budget decision package. The business plan should be in a format that is compatible with the state's budget approval process. The plan should include a mission statement, goals, performance measures and interstate relationships. The section of the plan that identifies resources necessary to implement the plan should include both staff and financial (nonrecurring and recurring) requirements. As an example, the Missouri business plan will be placed on the Web page as soon as the page goes online. Through coordination with other Mainstreaming regions, other state business plans will be put on the Web site as soon as the plans become available. Financial analysis will be a major part of the business plan. Benefit/cost analysis and/or service delivery system investment comparisons may be necessary to support the business plan and to obtain approval to implement the plan. For example, states considering investment options to deal with weigh station facilities that cannot handle the number of trucks that attempt to come in the weigh station may compare the investment required to redesign or relocate the weigh station to adopting electronic screening. CTRE will perform benefit/cost and service delivery investment comparisons based on financial data currently available at the state and other readily available studies. For example, the National Governors Association (NGA) has contracted with Apogee to conduct benefit/cost analysis on ITS/CVO services. CTRE is supporting Apogee in conducting the analysis. The outcome of the work Apogee is doing for the NGA may be used to support the state business plans. In cases where financial data is not readily available, CTRE cannot conduct financial analysis and other studies because of the limited amount of funding available. Task 2c: Support Development of Private/Public Partnerships. Private/public partnerships may be an important element of the regional and state business plans. States may consider contracting providing the electronic infrastructure necessary to provide the ITS/CVO services discussed in the plans. For example, states could propose using a World Wide Web type service to conduct International Registration Program (IRP) and International Fuel Tax Agreement (IFTA) transactions and contract with a firm to maintain the Web site and update the IRP and IFTA electronic forms. Further, states could propose contracting the installation and maintenance of the electronic infrastructure, i.e., automated vehicle identification, weigh in motion, and computer, necessary to provide electronic screening at weigh stations. CTRE will conduct a literature search and summarize the most current private/public partnership experiences. If private/public partnerships become a part of the state's business plan, CTRE may facilitate meetings among potential partners as determined by the lead agency and CTRE travel budget limitations. The agenda will be based in part on the performance specifications developed by the state to implement ITS/CVO services. Project Schedule The proposed program schedule is shown in Figure 3, Midwest Mainstreaming Program Schedule.
Figure 3, Midwest Mainstreaming Program Schedule Program Budget
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CTRE is an Iowa State University center. Contact CTRE,
2901 South Loop Drive, Suite 3100,
Ames, Iowa 50010-8632 |
