Updated_2024 Research Workshop Frequently Asked Questions

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1		UDOT Research Workshop Frequently Asked Questions
2		Question	Answer
3	1	How can I get assistance with putting together a problem statement?	You may contact anyone within the Research & Innovation Division for general assistance. The UDOT/UTA Champion will be the best resource regarding the specifics of what to include within the Problem Statement.
4	2	What types of costs should be considered in providing a rough cost estimate in the problem statement?	Note that the estimated cost listed on the Problem Statement is a placeholder and is not binding. Cost estimates in Problem Statements should be reasonable. Any research costs that would need UDOT or UTA funding should be considered in developing the estimated cost. These could include labor, tuition, supplies, equipment usage fees (no capital equipment costs), travel, overhead, and sub work.
5	3	Do additional phases of current research projects have to be submitted as problem statements for funding?	This depends on the amount of funding needed for the next phase of the research. Before submitting a problem statement for the next phase, the research project Champion should discuss the requested funding and scope with the Research PM. Then the Research PM should discuss this with the Research & Innovation Division Director and follow up with the Champion regarding the best path for funding the next phase of the research. In general, significant research funding requests for additional phases of projects need to go through the research prioritization process.
6	4	Is it better for a UDOT division to write a problem statement with help from an experienced researcher? Or not?	We recommend that UDOT and UTA Champions partner with experienced researchers whenever possible to help write their problem statements and bring in the outside perspective. However, this is not a requirement, and UDOT and UTA may choose to write their own problem statements. Note that all problem statements submitted become the property of UDOT, and authors are not guaranteed to receive a contract for any work that may result from the problem statement.
7	5	What if my problem statement doesn't fit within the groups identified?	For the 2024 Workshop, Problem Statements that do not fit within one of the seven groups will not be included for consideration as part of the workshop. UDOT leaders who have research needs that don't fit within the workshop groups may contact the Research & Innovation Division Director to discuss options.
8	6	What are the priorities of each subject matter group so I know where to focus my efforts?	The main priorities will be posted to the Research & Innovation Division webpage under the section related to the Research Workshop. Prior to posting, these will be discussed in pre-workshop subject group meetings at the end of January, and these are open to anyone to attend.
9	7	What if the same or similar problem statement is submitted by another PI?	The Subject Groups are working closely within their own groups to hopefully identify any similar Problem Statements prior to submission. A review is completed after all Problem Statements have been submitted to determine if similar Problem Statements exist. If this happens, coordination will take place with the Subject Group Leader to determine if the desire is to proceed with reviewing both Problem Statements within the workshop.
10	8	What if the problem statement could fit in more than one group?	Each Problem Statement may only be submitted into one group. A decision will need to be made prior to submission regarding which group to submit in.
11	9	Who at UDOT and UTA can be a Champion for a problem statement?	Any UDOT or UTA employee is able to be a Champion for a Problem Statement. They should have some knowledge and experience with the research need. Coordination with the Subject Group Leader by the Champion is advised. If the Problem Statement is selected for funding, the Champion would be responsible to help lead the research project and prepare for implementing the results of the research.
12	10	What is considered research by UDOT? Can it include buying and trying a new widget?	Problem Statements should address potential new research, development, and/or technology transfer projects based on definitions in 23 CFR 420.203 and the needs of UDOT or UTA. We are primarily interested in applied research projects that answer a question or solve a problem. There are some situations where design and development of prototypes and processes may fall under the umbrella of research. In general, buying and testing out a new widget would not be supported with UDOT research funds, although evaluating the performance of a new item (purchased/installed by others) could be funded through research. We recommend that you reach out to the specific Subject Group to obtain direction.
13	11	When would the selected research projects start?	Most research projects can begin as early as July of the year in which they are selected based on availability of UDOT's research funding. Other factors affecting the research start date could include additional funding sources, selection and availability of the consultant, and any related planning, design, construction, or maintenance activities. It is recommended that a discussion takes place regarding the expected research project timing with the UDOT/UTA Champion.
14	12	What are the responsibilities of the Champion and the Research PM once the new projects start?	The Research PM would coordinate with the Champion, the selected researcher, and some additional Technical Advisory Committee (TAC) members regarding scoping and contracting for the new research project. The Champion would help to make decisions related to technical aspects of project tasks and potential implementation of the research results. Additional guidance for Champions, Research PMs, and others in the research project team will be posted on the Research & Innovation Division website.
15	13	How are the consultants or university professors selected for the newly funded research projects?	Principal Investigators for each new research project will be selected based on qualifications related to the research. Private consultants are generally selected from among the prequalified consultant firms in the UDOT General Engineering Services Pool. This may also apply to private or out-of-state universities. Public universities in the state of Utah are engaged through a sister-agency, though non-competitive, contracting process. In certain situations, selecting a private or public researcher may be based on a Request for Qualifications (RFQ) or Proposals (RFP).
36	14	What is different in 2024 in the Research Workshop process?	Several changes will be introduced into the 2024 workshop process. These changes include: the removal of optional video presentations, the Q&A portion of the workshop will be done in writing prior to the workshop, the problem statement form has been simplified, and the workshop has been changed to by invitation only for Evaluation Team members and Problem Statement Champions. Evaluation team members will be invited to submit questions regarding the problem statements, for distribution to the statement authors and Champions, prior to the workshop. The workshop will consist of group Evaluation team discussion of the Problem Statements with Champions of each Problem Statement, followed by final voting/prioritization by the evaluation teams.
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