Research Implementation Toolbox: Best Practices

• Address implementation throughout all phases of the research process (scoping, kickoff, and through completion); set clear goals for putting research into practice.
• Implement relevant research results from other agencies, including research discussed at the TRB Annual Meeting and other conferences.
• Detail implementation in the program’s research manual and process documents. Examples:
  • Georgia DOT’s Research & Development Manual (Section 5.0, pages 26-29) spells out participant responsibilities for implementation and outlines post-project implementation actions and activities. (2013)
  • Ohio DOT’s manual outlines how implementation is addressed at each stage of the research project: during project development, in the research proposal, during the conduct of the project, and as formally planned as a post-project implementation effort. (2013)
  • The project management checklist from Utah DOT calls out the completion of an implementation plan/worksheet as part of midproject planning and review among the technical advisory committee and PI. The completed plan is later handed off to the Utah DOT champion during the closeout phase. (2021)
• Develop “tactical tools” to accelerate implementation (policies, contracts and agreements, reference guides, and evaluation procedures).

• Develop and revise an implementation plan for each research project; consider using another agency's implementation planning worksheet or template as a guide. Examples:
  • Kentucky Transportation Cabinet Research Implementation Plan (2021)
  • New Hampshire DOT Research Implementation Form (2017)
  • Ohio DOT Research Implementation Plan (2012)
• Prioritize projects for implementation. Example: 
  • Montana Department of Transportation Research Project Identification, Prioritization, and Selection (2018)

• Report periodically on implementation progress (staff communications, dashboards, conferences). Example:
  • Ohio DOT Research Implementation Progress Report (2011)
• Report periodically on implementation progress at the program level. Examples:
  • Arizona DOT Report on research implementation (2014) 
  • Georgia DOT Annual Implementation Report (2013)
• Use a database or other tool to track implementation for all completed research projects. Examples:
  • Florida DOT uses a Microsoft Excel-based form to document research project implementation. (2014)
• Conduct surveys or interviews of project stakeholders to assess implementation status. Examples:
  • Montana DOT Research Project Exit Survey (2010) 
  • Wyoming DOT Project Performance Evaluation (2013)

• Include a demonstration or pilot in the research project contract. Use the pilot’s success to encourage broader implementation.
• If appropriate, begin deployment with a demonstration project or pilot project. 
  • Engage with external partners when possible.
  • Consider launching a pilot when buy-in is lacking for an immediate broader implementation.
• Learn from other agencies’ successful and unsuccessful implementation efforts. Request supplemental information (internal documents, recommendations) from contacts at other agencies.
  • Avoid the typical barriers described in a 2014 NCHRP report (see pages 61-64) that can limit the success of a demonstration project, including:
    • No champion to lead the demonstration effort.
    • Decision makers not engaged or supportive.
    • Poor or insufficient marketing to end users.
    • Innovation not adequately tested.
    • Benefits of innovation not readily apparent or communicated.
    • High cost of demonstration efforts (also a resource barrier).
    • Insufficient personnel resources to organize logistics.
    • Insufficient technical resources to answer questions.
    • Poor or insufficient demonstration opportunities.

• Involve other business and technical areas within the agency that may be affected by implementation activities. Involve staff responsible for implementation early; make them “the driving force behind the research.”
• Include external stakeholders and secure early buy-in. Use this engagement to identify roadblocks to implementation, gain support for the project and identify other needs.
• Involve senior management and decision-makers in implementation. Strong support from senior management can foster innovation and eliminate barriers to implementation.
• Define the roles and responsibilities of key players—research staff, project panels, those implementing the research. Encourage cross-functional engagement; select project champions with a degree of authority who can take the lead on implementation.
• Keep the project panel together after the project has ended to track and facilitate implementation. Use a form or other tracking mechanism to help panel chairs and research project managers track implementation after a project concludes.
• Designate a dedicated implementation coordinator or manager. Limited staffing levels and resources make it difficult for some agencies to employ this strategy.

• Allocate dedicated funding for implementation activities (funded as discrete projects or included as tasks in the original research project contract).
  • Funds should be accompanied by leadership/institutional support and clear goals.
  • Write implementation products into research contracts when possible. Interpretations vary on rules governing what may be covered through federal State Planning and Research, Part II funds. Carefully define and scope implementation components of a research project.
• Seek alternative funding sources for implementation activities. Suggested channels include state DOT technical areas, NCHRP, federal State Transportation Innovation Council funding, and national pooled funds. 

► See Funding Sources for more information.