Initiating a research project

NDOT employees have the unique opportunity to have significant research performed on their behalf in order to resolve issues or improve current practices. The beginning of this process involves the completion of a Research Needs Statement (RNS) Form.

RNS Forms:

• Must be submitted by an NDOT staff member.
• Are accepted on a biannual cycle with due dates of March 31 and September 30 of each year.
• Are reviewed by relevant Expert Task Groups and evaluated regarding their benefit to NDOT and adherence to agency goals.

Upon approval by the Research Management Committee, RNS determined to be of benefit to NDOT will be solicited for proposals from professional researchers.

If you are interested in initiating a research project, please complete the RNS Form linked below and return it to the NDOT Research Division

Please be advised that completing an RNS Form means that you will be the “Champion” of the project, which entails a number of roles and responsibilities.

Champions:

• Provide technical leadership for research projects and work directly with the research team (e.g., university researchers, service providers, research centers, etc.)
• Determine whether a progress meeting is needed at the end of each quarter.
• Review and approve deliverables from research projects.

NDOT Research supports champions to facilitate their technical leadership of research projects. 

Please note that if your RNS is approved for solicitation for proposals it is likely that you will be contacted by prospective proposers for additional clarification. This is a normal part of the process and you are authorized to communicate with proposers. 

Please see the Project Champion Guidelines document below for additional information regarding the roles and responsibilities of project champions and an outline of the research process.

For an example of how to complete the RNS Form, see the RNS Example below.

• Research Needs Statement (RNS) Form
• Project Champion Guidelines
• RNS Example

For additional information about initiating a research project or for help with the RNS Form, please contact Mitch Ison or Melissa DeMattei.

Frequently Asked Questions

• What makes a good research project?
• What is research?
• How long does research take?
• What products can I expect to see from research?
• Who can submit a Research Needs Statement?
• Does someone have to approve my Research Needs Statement?
• Who performs the research?
• When do I have to submit my Research Needs Statement? 
• Who do I submit my Research Needs Statement to? 
• What are some of the roles and responsibilities of a champion?
• Where can I find a sample Research Needs Statement form? 
• Will my Research Needs Statement automatically become a research project?
• Will I be contacted by outside researchers, and what can I say?
• Does NDOT Research have a process for saving questions and sharing them with interested parties?
• Where can I see the products of past research projects?
• Will I get extra points for multiple champions?
• What if the Champion leaves NDOT, or otherwise can’t complete the project?
• How can I participate in an Expert Task Group? 

What makes a good research project? 
A good research project is one where you don’t already know the answer. Research starts with a question or idea. You may have an idea about the ultimate result; however, a clear and detailed scope of work isn’t immediately evident. Research requires more than a straightforward review of standard processes or practices and usually involves more work than can be done by you or your staff directly. 

What is research?
Research doesn’t start with a scope of work: we start with an idea that we, NDOT, need more information about. We have a rough, general, investigative need that we put out into the greater transportation knowledge universe and let academic and industry experts tell us how to find a solution or get more clarity so NDOT can move forward and make more informed decisions. Something to keep in mind as you’re developing your RNS is that you don’t need to tell the researchers how to accomplish the project. We present a need, and maybe a needed result if applicable, and let the researchers propose a detailed solution. 

How long does research take?
Put simply, the purpose of research is to discover new and better ways of doing things. This involves novel solutions to problems that may take the research in unplanned directions. This takes time. To allow for the full exploration of a problem and depending on the urgency of the project or the needed results, research might not be a good fit. Most research projects take six to nine months to procure and then two to four years to complete. However, with that said, useful deliverables are often produced during the research process before the conclusion of the project. Research projects can at times address urgent topics and do occasionally have short turnarounds, however, this is not the norm.

What products can I expect to see from research?
All research projects produce a comprehensive final report detailing the research performed and making recommendations about how NDOT can use the research. At the end of a research project, a final report is produced encapsulating the research performed and the results. The final report may be in addition to other deliverables identified in the scope of work. For example, projects have produced databases, best practice guides, manuals, specifications, digital tools, and implementation plans. Depending on the scope of the research, other deliverables may be produced including interim reports and other preliminary recommendations for improvement. 

Who can submit a research problem statement?
Any NDOT staff member can submit a Research Needs Statement (RNS). A staff member may receive significant outside assistance with the RNS, however, it must be approved and submitted by an NDOT staff member.

Does someone have to approve my RNS?
Yes. All RNS are reviewed and rated by one of seven Expert Task Groups (ETG) based on the topic of the research need. If the ETG favorably rates your RNS and decides that it should continue in the process, it will be submitted to the Research Management Committee, comprised of senior NDOT Leadership, for review and final determination as to whether or not your RNS should be solicited for proposals by professional researchers, and ultimately funded.

Who performs the research?
RNS determined to be worth funding by the Research Management Committee will be solicited for proposals from professional researchers. Universities are often selected to perform research; however, private firms are also frequently selected. Much like RNS, proposals are rated and ranked by one of seven Expert Task Groups based on the researcher’s understanding of the problem and demonstrated ability to perform the required research. 

When do I have to submit my RNS? 
RNS forms are accepted on a biannual cycle: due March 31 and September 30 each year. If you miss one of these deadlines your RNS will be held over until the next cycle. 

Who do I submit my RNS to? 
Submit completed RNS forms to Mitch Ison, Research Coordinator or Melissa DeMattei, Research Analyst, in the NDOT Research Program.

What are some of the roles and responsibilities of a champion?

• Champions provide expert technical guidance for RNS, and (if approved) ultimately research projects. 
• Champions are expected to be available to answer prospective researcher questions, and ultimately, work with researchers to help guide research projects. 
• Champions thoroughly inspect and approve research project deliverables including final reports.

Where can I find a sample RNS form? 
A sample RNS form is available here. This should give you guidance on how to fill out the form. Of course you can always ask Research Program staff for help. 

Will my RNS automatically become a research project?
No. There is a significant process for RNS to become research projects. This includes review and ranking by the appropriate Expert Task Group of both the RNS and any research proposals. Potential research projects are also contingent on approval of the Research Management Committee.

Will I be contacted by outside researchers, and what can I say?
If your RNS is approved for solicitation, you may be contacted directly by prospective researchers for clarification about your RNS in order to help them develop their proposal. This is a normal part of the process and you are authorized to communicate with prospective proposers. In fact, NDOT Research encourages proposers to address questions directly to champions in order to clarify the champion’s goals and intentions for the research, ultimately improving the quality of the research that NDOT may decide to fund. You can answer any questions proposers may have about the scope, intention, expected deliverables, and ultimate outcomes of the research—pretty much anything you are comfortable answering. However, champions may not write or review any part of a proposal, even in draft form. Also, please keep in mind that this is a courtesy extended to prospective researchers. You may limit your time and access as appropriate. We encourage you to make an appointment for a Microsoft Teams meeting and keep the timeframe reasonable for your schedule. NDOT Research is happy to sit in on any meetings and to be copied on any communications. Please note, the Research Division is NOT required to memorialize communications or to make them public. 

Does NDOT Research have a process for saving questions and sharing them with interested parties?
No. Because of the way we conduct our solicitations, NDOT Research is not required to track questions or distribute answers. However, we do recommend that you, as the champion, save any correspondence you might have with prospective researchers. 

Where can I see the products of past research projects?
NDOT Research publishes all final reports on our website. Please take a look to get an idea of some of the past research completed for NDOT. Final reports are shared with the greater transportation community for use by other state DOTs and researchers. In this way research performed for NDOT can be built upon to help solve problems nationally and even internationally.

Will I get extra points for multiple champions?
Yes. An additional 10 Points total are awarded to an RNS for multiple champions from more than one NDOT section. However, this is binary: you either have another champion, and therefor get the additional 10 points, or you don’t have another champion and therefor don't get the additional 10 points. 10 points is the total--whether you have one addiditonal champion, or five--you still get 10 points. Of course, having a broader group of co-champions helps broaden the depth of knowledge and helps the potential research be more successful, so we definitley encourage it.

What if the Champion leaves NDOT, or otherwise can’t complete the project?
We understand that people leave positions. However, having an engaged Champion is crucial to ensuring the successful completion of a research project. Research projects require a great deal of time and cost the Department a significant amount of money, so if for some reason a Champion is unable to continue leadership of the project, we ask that the Champion’s Section or Division appoint a new Champion as soon as possible to carry on the project. NDOT Research is happy to help bring the new Champion up to speed on project details and explain the expectations for Champions. 

How can I participate in an Expert Task Group?
We would welcome your insight and expertise in your particular field!  Please email Mitch Ison, Research Coordinator or Melissa DeMattei, Research Analyst, to volunteer. Visit our Expert Task Groups page for additional information.