There is no standard database among state transportation departments to track and monitor research projects. Many states use electronic spreadsheets and other manual systems to meet these needs with varying degrees of success. A few states, including Caltrans, have developed fairly sophisticated databases to manage their research projects. Some states are interested in adopting an existing database. Caltrans is willing to make their RPMD database available for this purpose. State research program business needs vary. Some business needs are consistent across the country but others, while similar, differ due to accounting structure, reporting needs or other factors. To use the Caltrans RPMD, some modification will be required. In addition, a module will be developed to manage information for the TPF projects. Other modifications will also be considered but will require additional funding. Additional Information Regarding RPMD: In 2007, California Department of Transportation, Division of Research and Innovation (DRI) implemented RPMD which captures and stores key research program data (projects, financials, managers, strategic objectives, contracts, customers, vendors). It also provides management reports summarizing research program in many ways such as funding and contract status by project research focus area, project manager, etc. In addition, it provides access to over 125 simultaneous users for DRI. The RPMD design was based on best-practice design concepts from both national and state project management databases including: Wisconsin, New Jersey and others, along with the National Cooperative Highway Research Program. The RPMD was shared at the Spring 2007 TRB State Representatives meeting at Beckman Hall, in Irvine, California. While RPMD continues to be enhanced to meet Caltrans DRI needs, DRI recognized that other transportation research organizations have similar business issues and could benefit from a database solution. The RPMD is available for any state¿s use, however, it is currently structured around DRI¿s naming conventions and business processes. The RPMD is a two-tier client/server application developed in FileMaker Pro v.8 and resides in a Windows Operating System environment.

To modify the California Department of Transportation(Caltrans) Research Program Management Database (RPMD)in FileMaker Pro to: 1)accommodate the system modifications needed for implementation by the Washington State Department of Transportation (WSDOT), 2)identify the needs and proposed modifications for participating states, and 3)enhance the RPMD to add new functions to meet additional research program management business needs of participating states, including management of the Transportation Pooled Fund (TPF) Module. Unique modifications identified in Study Objective 2 may be developed through this project through separate task agreements funded with additional targeted contributions. NOTE: Other Software Some states would like to use the data architecture of the RPMD as a foundation for a database in a different software product. Study Objective 2 provides an opportunity to investigate the feasibility of this conversion and to understand the technical requirements needed to make this conversion. Development of a module in a different software product will need to be funded through separate task agreements funded with additional targeted contributions. States with similar interests could partner in this effort. States needing the database in a different format may also choose to participate in development of the TPF module in order to influence the design. Development of the module in software other than FileMaker Pro will require a separate task and funding.

Identify the research program management database needs of the states partnering in this TPF project, accommodate the system modifications needed for implementation by the Washington State Department of Transportation (WSDOT), and enhance the RPMD to add new functions to meet additional research program management business needs of participating states including management of the Transportation Pooled Fund Module (TPF). It is intended that this work will be contracted through the University of California, Berkeley. Tasks in the study will be to: 1) Review the RPMD and identify general modifications needed by participating states to use the RPMD as currently developed in FileMakerPro. 2) Develop modified RPMD System based on needed modifications identified by Washington State and consideration of needs of other participating states. 3) A summary of business needs necessary to manage TPF projects. 4) Develop the TPF module. 5) Testing and modification: Partner states will test the beta version and necessary changes will be made to provide a functional module. 6) The development team will work with WSDOT to scope the level of effort and cost to convert WSDOT¿s existing data into to the new system. Caltrans existing data will be converted to the new system as needed. Task 3 will focus on meeting the needs of Washington State. Other participating states may wish to have a version of the RPMD that has been modified to meet their unique needs, as described in the scope described in Task 3. The cost estimate for Tasks 3 is approximately $68,000 per participating state based on a general workplan and assumptions about the level of work needed by the states. The option for states who may not need all the services or items listed in Task 3, or have needs for different or additional support can work with the selected vendor to develop an agreed upon scope of work and cost. Funding based on the negotiated scope of work can be contributed to the pooled fund effort to obtain contractor support. The longer term vision for this project may include additional activities, depending upon the needs of the pooled fund participants. Additional mid-term activities can include: 1.Adding additional functions and capabilities to the RPMD, as jointly requested, with the goal of keeping a common base for all participating states. 2.Using the RPMD as a base application, tailoring the database to meet unique needs of specific participating states. Longer term activities can include: 3.Migrating the RPMD to a different technology platform such as Oracle/Java or SQL/.Net. Additional participants can be accepted to this pooled fund effort at a later date. Please see attached document for more information.

The minimum state commitment is $10,000.00