State Planning and Research
(SP&R) Guide
Peer Exchange
The State department of transportation (DOT) research peer
exchange process facilitates the positive exchange of knowledge,
which enhances States' management plans and work programs.
Formerly known as peer review, peer exchanges provide an instrument
for sharing knowledge among professionals in the field. Each
State is expected to conduct a peer exchange of its research
program. This can be an exchange that examines either the full
management process or a focused area within the State's program.
The peer exchange panel of four to five people should include
participants from other State research programs, Federal Highway
Administration (FHWA) staff, universities, or others; at least
one or two of the panel members should have participated in
previous peer exchange panels. Travel and other costs associated
with a State DOT's peer exchange are eligible for 100 percent
Federal funding with SP&R funds (23 Code of Federal Regulations (CFR), Section 420.209
a. (7)). FHWA's Office of Research, Development,
and Technology has issued two memos (See the Robert
Betsold September 20, 1996, memo and the Dennis
Judycki July 13, 2000, memo). offering guidance on the peer
exchange program. FHWA has issued guidelines that should be helpful in setting
up and conducting a peer exchange.
Midway through the first series of peer exchanges, National
Cooperative Highway Research Program (NCHRP) Project No. 20-38A
examined the progress of the completed exchanges. Subsequently,
the report, "Documenting Peer Exchange Administrative Experiences"
(July 1998) was published. This document is an excellent reference
guide for conducting a peer exchange, and includes useful templates
for correspondence and the final report. After the full first
series was completed, the exchanges were studied under NCHRP
Project 20-7, Task 125. The resulting report, "Peer Exchange: A Value-Added Program Management
Tool," includes information gathered from discussions with
State and the District of Columbia DOTs on their peer exchanges.
This document summarized the States' experiences with peer exchanges
and how they benefited from the program. The overall conclusion
is that a peer exchange can be a valuable management tool. Please
refer to the 23 CFR sections 420.203
and 420.207
for information that pertains to this chapter. In 2004, Louisiana
published an article titled "Peer
Exchange Produces Results" in its Technology Today
publication. The article touts the success and value of the
peer exchange program.
Beginning with the second round of peer
exchanges, States were given the option of selecting a specific
focus topic for the exchange; this is also an option for States
conducting the third round of peer exchanges. The focus topic
could have been something identified in the earlier rounds of
peer exchanges, or a topic on which the host State was seeking
advice. Topics
discussed during the second round include security; contract
and claim reporting requirements; how to market research results;
implementation of research findings; how to identify the value
of research; evaluation of programs and project performance;
program administration and project selection; how to increase
industry involvement; ways to improve information sharing; how
to improve the quality and accuracy of preliminary research
cost estimates; methods for evaluating principal investigators;
and examination of implementation of research results.
Most states have now completed a third round of peer exchange.
Reports regarding the focus and findings of the peer exchange
are required. One copy of the report should be sent to the FHWA
Office of Program Development and Evaluation (HRPD-01, 6300
Georgetown Pike, McLean, VA 22101). State DOTs are also encouraged to post their peer exchange reports on the RAC website.
Visit the Frequently Asked Questions page for answers to questions you might have.
Contact William Zaccagnino, William.Zaccagnino@fhwa.dot.gov,
with questions or suggestions about this guide.
