Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans (2014)

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18 The in-state peer exchange involves participants from within the same jurisdictional area. The objective of this event may be to update or refine existing SHSP emphasis areas, strategies, action items, and/or implementation activities. The peer exchange may include facilitated breakout ses- sions designed to identify evidence-based emphasis areas and/or new and innovative strategies and action items. For the most part, the peer exchange will include internal presenters, facilitators, partners, and stakeholders. The State may invite out-of-state subject matter experts to provide input on their best practices and lessons learned. The session may also include an overview by in-state partners and stakeholders of SHSP accomplishments along with a review of both proven strategies as well as unsuccessful strategies that need to be retooled or eliminated from the plan. The chapter is organized in the following manner: C H A P T E R 5 In-State Peer Exchanges SECTION TOPIC 5.1 Plan a Successful In-State Peer Exchange 5.2 Gain Support from Agency Leadership 5.3 Establish a Steering Committee 5.4 Identify Funding and Staff Resources 5.5 Establish a Planning Committee 5.6 Confirm Event Objectives and Topics 5.7 Select the Delivery Method 5.8 Visit Another State Hosting a Peer Exchange 5.9 Select the Date, Time, and Location 5.10 Identify Event Needs and Peer Exchange Roles 5.11 Create an IT/AV Support Plan 5.12 Develop a Communications Plan 5.13 Make Invitee List 5.14 Build the Event Agenda 5.15 Communicate with Participants 5.16 Send Invitations 5.17 Send Registration Packets 5.18 Conduct the Peer Exchange Event 5.19 Evaluate the Event 5.20 Conduct Follow-Up Meetings 5.21 Write a Follow-Up Report Table 2 Activity Checklist: In-State Peer Exchange

In-State Peer Exchanges 19 5.1 Plan a Successful In-State Peer Exchange A successful in-state peer exchange starts with the planning process and the formulation of a strong, dedicated, and enthusiastic team of partners and stakeholders to plan and coordinate the event. Attention to detail and the issues at hand play an important role in the success or failure of the proceedings—as does being on time, on target, and on budget. Other key activi- ties to consider for planning a successful event may include: • Establish clear communication of goals and objectives • Engage leadership • Identify key topics of discussion • Involve experienced facilitators and presenters • Identify delivery method • Identify the audience. Peer Exchange Event Timeline The need for advanced peer exchange preparation is among the most important issues to include in the event planning timeline. Sufficient planning time ensures that the specific needs of the participants and the host agency are properly addressed. Depending on the scale of the peer exchange, planning should begin at least 4 to 6 months prior to the event. In some cases, more time may be necessary. Table 2 provides timelines and detailed steps for organizing an in-state peer exchange. The tasks can be adjusted based on the specific needs of the peer exchange planners (e.g., peer exchanges that occur at the State agency do not require as much site coordination as off-site exchanges). The timelines include a general start date for planning activities, which should be more specific as planning activities commence. It is important to identify the person or group responsible for specific activities so that tasks can be tracked and modified as needed. 5.2 Gain Support from Agency Leadership The goals and objectives of holding an SHSP peer exchange should be discussed with agency leaders so that the importance of the exchange and its results are placed at the forefront of the agency’s transportation priorities. In addition, agency leadership should help identify funding sources and allow the use of agency staff to plan and conduct the peer exchange event. State leaders will likely be interested in learning how the peer exchange may influence established crash reduction goals and strategies; impact staffing and other established short- or long-term priorities; and determine whether results from the exchange have overlapping effects with other programs and goals. 5.3 Establish a Steering Committee Before planning begins, States are encouraged to form a steering committee composed of stakeholders holding leadership positions. Steering committee members are likely to include the following: • State agency senior management – Department of Transportation – State Police – Department of Revenue – Department of Motor Vehicles (text continues on p. 23)

20 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Table 2. Activity checklist: in-state peer exchange. Event Title: Event Type: Event Date: Local (Host) Agency Contact: FHWA Division Office Contact: FHWA HQ Contact (if applicable): FMCSA Contact: NHTSA Contact: TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED PRE-PEER EXCHANGE PLANNING 6 MONTHS PRIOR TO THE EVENT Determine if a peer exchange is needed Determine if the time is right for a peer exchange Identify funding needs and sources Identify champions and engage State leaders Secure buy-in and permission from leadership Review possible peer exchange delivery method and select preferred delivery method Establish a steering committee Determine need for contractual services and begin procurement process (depending on the dollar amount of the contract and agency procurement requirements, additional time allotments may be required beyond the 6 month period listed) INITIAL PLANNING AND PREPARATION 4+ MONTHS PRIOR TO THE PX Establish a planning committee Establish a leadership structure and identify member roles Establish regular planning meeting date schedule Visit a peer exchange hosted by another State If appropriate – Analyze crash data to determine trends to support SHSP Review State’s current SHSP Secure date and location Prepare & distribute save-the-date cards Establish a timeline for pre and post planning activities DESIGN THE PEER EXCHANGE 3+ MONTHS PRIOR TO THE PX Schedule and hold kick-off teleconference with the PX planning committee Identify objective and focus of peer exchange Develop a theme for the peer exchange Begin planning technical materials (agenda, breakout session topics) Begin logistic planning (room set up, break out rooms, supplies and equipment) Develop list of invitees Identify speakers, moderators, facilitators, and recorders

In-State Peer Exchanges 21 TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED Develop IT/AV plan (See Tool A for further information) Develop communications plan Attend follow-up planning meetings Distribute meeting notes Prepare draft agenda Finalize agenda Prepare registration package, including hotel/restaurant recommendations Prepare worksheets/meeting materials Prepare event evaluation forms Recruit facilitators and recorders, if necessary to lead group discussions Determine date and invited attendees for post-event "close-out" meeting ADMINISTRATIVE STEPS LEADING UP TO THE PX Prepare preliminary budget for event Confirm funding Recruit participants Collect and distribute background information Send out “reminder” save-the-date card Secure meeting site and AV equipment Conduct a test of IT/AV equipment Send out registration to invitees Assign working groups for small group activities Solicit questions for the event/develop questions for feedback from peers Obtain e-copies of speakers’ presentations and coordinate for any special needs (e.g., audio, video, internet connection) Coordinate invitational travel Coordinate logistics with peers Print event evaluation forms Assign individuals to distribute and collect evaluation forms Prepare and distribute presentations/material to registrants ahead of event Prepare for media attendance and/or press event Train peer exchange facilitators and recorders Transport all audio visual equipment, office supplies & equipment, registration packets, name tags, posters, directional signs, podium tent cards for speakers, handout materials, camera supplies, etc. Set up registration area and conference office Include message board Include poster size agenda Include map of facility Include sign-in sheet for VIPS, speakers, moderator, & facilitators Table 2. (Continued). (continued on next page)

22 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED Meet with facilities staff to review the needs and schedule of the upcoming exchange Prepare for media attendance/press event (If applicable) Ensure availability of public information staff Designate media interview site Distribute press packages Set-up podium and sound equipment Confirm and monitor delivery of rental equipment and supplies Make name tags and/or tent cards Create folders with handout materials (e.g., agenda, presentations, SHSP, list of attendees, evaluation form) CONDUCTING THE PEER EXCHANGE EVENT EVENT DAY Arrive at event location early Review all VIP arrangements Meet with facilities staff to review the day’s needs and schedule Conduct pre-conference and daily briefings for registration staff, facilitators, recorders, IT/AV technicians, photographers, shepherds, monitors, and others Review responsibilities, procedures, and overlap areas like registration, food guarantees, speakers, VIPs, media room setups, workshops, stage, lighting, sound system, power supplies, etc. Reemphasize the lines of communication and authority as well as responsibility levels to meeting staff, meeting facility staff, and volunteers Conduct a walk-through of the agenda and facility Correct any facility deficiencies Confirm and monitor pickup of rental equipment and supplies Arrange for return shipment of all materials Pack-up and inventory all materials and equipment Collect and organize data for final meeting reports Collect evaluation forms Conduct post-conference wrap-up meeting with meeting facility personnel to ensure proper invoicing DOCUMENTATION/REPORTING DURING AND AFTER THE PX Distribute and collect evaluation forms at event Document proceedings of event Summarize evaluation results Prepare draft report (version 1) and distribute/solicit feedback Executive summary Acknowledgements Benefits of the peer exchange Introduction & peer exchange planning Table 2. (Continued).

In-State Peer Exchanges 23 TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED About the peer exchange Status of current SHSP Overview of event planning and organization Peer Exchange proceedings Overview of general sessions Overview of breakout sessions Lessons learned Future action items Appendix materials Planning committee Participants list Event materials Evaluation summary Conduct follow-up meetings Event debrief Immediately following or next day Strategy review Within 3 days Close-out meeting Within 3 weeks Internal follow-through 2-3 weeks after event Six-month follow-up report 6 months after event Follow-up evaluations 6-9 months after event Table 2. (Continued). • Governors Highway Safety Program representative • FHWA Division leaders (e.g., Division Administrator, Safety Engineer) • Federal Motor Carrier Safety Administration (FMCSA) Division leaders • Centers for Disease Control (CDC) regional representation • National Highway Traffic Safety Administration (NHTSA) regional leadership • Other executive-level highway safety partners. Committee members can assist with interagency communication up and down the chain of command. Their position in the organization may be helpful in securing the attendance of State leadership for the event. The steering committee provides overall direction for the peer exchange event process and designates key personnel to staff a planning committee to organize and implement the event. The steering committee is responsible for ensuring that there are sufficient resources available to implement a successful event. The steering committee is also responsible for handling inter- agency issues, challenges, concerns, or other issues that may impede the successful completion of the event.

24 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Some States have established SHSP steering committees as part of their initial planning pro- cess and may want to use their services for overseeing the peer exchange development pro- cess. In Arkansas, this already-established committee provided oversight for their in-state peer exchange event, including guidance on topic development, speaker selection, and the list of invitees. 5.4 Identify Funding and Staff Resources It is important to the success of the peer exchange to ensure qualified staff and partners are available to carry out the many tasks associated with planning and implementing the peer exchange. Leadership must approach the process with the understanding that they may need to adjust, reassign, or postpone competing tasks and assignments to accommodate staff participa- tion in the planning work. Their level of effort, as well as the number of personnel needed to carry out the tasks, will be determined by the method of delivery selected and the number of participants invited. Senior managers should identify the resources and the level of investment the State is will- ing to commit to conduct the peer exchange. The investment may include a combination of State and Federal funds in the form of HSIP funds, contributions from the State highway safety office, commitments from the State budget, leveraged funds from partner agencies, private sector or professional organization sponsorships, and/or registration fees. Senior man- agers should advise event planners whether State law precludes State agencies from purchasing food for this type of event. In addition, some State laws prohibit the use of Federal funding for the purchase of food. Once the funding limits are identified, the steering committee should develop a budget based on the method of delivery selected. Budget considerations should include projected costs for expenses such as: • Facilities and meeting space • Contractor support services • Visual and audio equipment (This may be included as part of the facility cost.) • Food and refreshment costs • Travel expenses for key speakers and presenters, distinguished guests, the planning committee, executive leaders, etc. (These may include hotel, transportation, and food expenditures.) • Printing and postage costs associated with event advertisements, save the date reminders, and participant materials (folders, writing pads, and pens, etc.). The planning committee may find it useful to establish a stand-alone financial account for the peer exchange to track and organize expenditures related to the event. This allows for strict monitoring of the budget and gives authorized staff the ability to procure the necessary materials and services with potential for reduced paperwork and lead time. Early in the planning process, the planning committee should discuss whether to allow for private sector sponsorship by hosting a demonstration or booth area. These events should be consistent and abide by agency policies. Funds raised in this manner may be used to: • Offset costs associated with the peer exchange • Host paid speakers or presenters (Typically, paid speakers may be well-recognized in their field or provide a motivational experience for participants.) • Provide networking opportunities during the event.

In-State Peer Exchanges 25 5.5 Establish a Planning Committee Once an event type has been established and before planning commences, the steering com- mittee leadership should establish an event planning committee. A typical successful planning committee may have between five and eight core members, with others consulted on an as- needed basis during event planning. This number provides a group with sufficient experience and opinions from which to draw and is small enough to reach consensus quickly when needed. The planning committee is often composed of partners from the host agency who will be respon- sible for follow-up actions required to implement the specific strategies and recommendations resulting from the peer exchange. It is crucial that the planning committee understand the goals and objectives for the event as well as the needs and roles of participants because content, delivery, and active participation will guide the success of the meeting. The ideal mix of committee members includes safety advocates who possess and demonstrate the desire to motivate participants toward change and event planners with proven knowledge and skills to produce a successful event. The SHSP peer exchange planning committee may be composed of a combination of stakeholders selected from the following: • State DOT safety engineer • Governors Highway Safety Program representative • Meeting planner • Law enforcement representative • Emergency medical service (EMS) representative(s) • Public health official • Education representative • Advocacy group representative • Safety expert outside the State DOT headquarters (e.g., district safety engineer) • Office of Finance/Budget representative • Communications and marketing expert • Department of Motor Vehicles representative • Information technology (IT) professionals • FHWA Division Office representative • NHTSA Regional Office representative • FMCSA and/or commercial motor vehicle organization representative. By including a variety of backgrounds and experiences, the committee has the potential to develop more comprehensive goals, objectives, and content for the exchange. The success of the peer exchange relies heavily on appropriate content and active par- ticipant involvement. It is the responsibility of the planning committee to see that this is accomplished. In some cases, the planning committee is composed of the same individuals who implement specific strategies resulting from the exchange. This committee should be led by a coordinator who is familiar with the SHSP process and appointed by the steering committee. The planning committee responsibilities include the following activities: • Choose the peer exchange potential dates • Work with senior management and safety champions to determine event content • Recruit suitable moderators, facilitators, and presenters TIP FOR A SUCCESSFUL PEER EXCHANGE: When confirming peer exchange topics, it is important to ensure that topics are narrowly focused, so they can be sufficiently covered in the established peer exchange time frame.

26 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans • Invite participants and maintain registration logistics, including any financial details • Arrange for audio, video, and other technical support for the event • Provide participants with materials pertaining to the focus areas and other relevant SHSP information prior to the peer exchange • Maximize participant input by managing the time for discussion and feedback. 5.6 Confirm Event Objectives and Topics The host agency should identify the reason for the peer exchange, its objectives, and the desired outcomes. The objectives of the event can be determined by the planning com- mittee using in-person meetings, virtual meetings, or teleconferences. Once the goals and objectives for the event are established, identify relevant topics for discussion. A single pre- event survey of invitees could support this identification. Topic ideas should be grouped in order of priority and discussed by the planning committee. Based on the consensus of the planning committee, the committee chair should make the final decision on the list of topics. Pre-survey A survey of potential participants may help the State determine topics of interest, understand audience expectations, and gauge attendance. The survey may be conducted in mass by using email or free Internet polling sites. Internet surveys may have a better response than email sur- veys, particularly if email responders are required to attach their answers in a separate document. Some Internet surveys have the capability to compile results into a useful, informative analytical report. The planning committee may solicit feedback on questions such as: • What topics, strategies, or objectives would you like to see covered at the peer exchange? • Identify critical partners for the SHSP implementation that should be invited to attend the peer exchange. • Are you aware of other States that excel at strategy implementation and have seen positive results? If so, which States? • Are you familiar with other States’ best practices and/or lessons learned that could be shared at the peer exchange? 5.7 Select the Delivery Method The next step in planning the peer event is to determine which delivery method best suits the needs of the host agency, participants, and budget. In-Person An in-person exchange offers the opportunity for increased exposure and relationship build- ing. The cost may be high because of the number of persons attending, the meeting logistics, and the travel arrangements. Due to the possible need for travel, this type of event may require a considerable time commitment for some, which can preclude presenters or execu- tive leadership from attending. In-person meetings generally require significant advance planning and scheduling to assure availability of the desired participants, leaders, and pre- senters. In some cases, this type of exchange offers participants a wider range of session topics in the form of concurrent breakout sessions and allows the participant to tailor the exchange to his or her needs.

In-State Peer Exchanges 27 Virtual Events Virtual peer exchanges occur with participants at remote locations instead of in-person. They use telephone, video, Internet, or a combination of these tools to connect attendees. These events are often used when: • Feedback or direction is needed promptly • Financial constraints exist that limit the ability to travel • Planning sessions are needed for in-person peer exchanges. Virtual peer exchanges should not be viewed as one-to-one replacements for in-person events. A virtual event reduces the need for extended travel, but also limits the face-to-face exchange of information and networking. In general, peer exchanges should not be held virtu- ally twice in a row; instead, the virtual peer exchange should be followed by an in-person event the next time. Video and Internet-based tools can be used to facilitate virtual peer exchange events. Since these tools are relatively new, it is important that the planning committee work with experts to ensure that the correct technology is being used, is working, and continues to work throughout the peer exchange. Guidance on conducting a successful virtual event, including Internet-based, video-based, and teleconference meetings, is available in Tool A, Essential Steps for Conducting a Successful Virtual Meeting, in the Appendix. Table 3 provides criteria for selecting the method of delivery. When considering the mode of the peer exchange, the host agency should have an awareness of the funds needed to hold the event, a list of potential locations, and a group of skilled speakers and moderators with a wide range of backgrounds and experience levels in the SHSP process. The extent and diversity of objectives and topics may influence the event’s length and the preferred delivery method. 5.8 Visit Another State Hosting a Peer Exchange The members of the host agency planning committee may find value in first observing a peer exchange event using the same delivery method in another host agency to get a feel for the logistics, content, best practices, and lessons learned in the planning process.6 States may have the opportunity to observe firsthand if another State is hosting a peer exchange within a timeframe that is conducive to their own planned peer exchange. This visit has the potential to be a strategic learning experience for key planning committee members. It provides insight into the planning process, the ability to network with peers, and the opportunity to experience the atmosphere of the peer exchange event. The knowledge gained at the out-of-state meeting should prove helpful in preparing the in-state event. If funding or time limitations prevent a site visit, the planning committee members could meet with other States by phone to discuss their peer exchange experiences or participate in the actual exchange via teleconference, videoconference, or webinar, if any of these technologies is available and offered. If there is no opportunity for a site visit or participation in a peer exchange, States can review the reports from other State peer exchanges to generalize the topics and results of the exchange. 6 NCHRP Project 20-38A, Documenting Peer Exchange Administrative Experiences, 1998. http://research.transportation.org/ Documents/PeerExchangeExperience.pdf

Table 3. Criteria for selecting delivery method. DELIVERY METHOD (AND LENGTH) LOGISTICS NEEDS ADVANTAGES DISADVANTAGES IN-PERSON (1-2 DAYS) Meeting space. Travel logistics. In-person facilitators. • • • • Speakers. • In-person communication is the most effective. • Additional contact time before, after, and between sessions. • Networking opportunities. • Direct audience contact. • Easy for facilitator to gauge audience participation, reaction, and attention. • High cost of travel and meeting space. • Significant labor commitment. • Potential for limited attendance by senior management. • Coordinating schedules of presenters can be challenging. TELE - CONFERENCE (2-4 HOURS) • Telephone equipment at each site. • Facilitator who can keep attention of telephone participants. • Lower cost. • Smaller time commitment. • Participants may attend from any location. • Participants can be distracted by other duties. • Small time commitment limits the scope of the event. • Without a visual, relationships beyond the event are not built. • Risk of divided attention. VIDEO CONFERENCE (4-8 HOURS) • Video equipment. • Meeting space at each site to view video. • Facilitator experienced in video-based events. • Maintains the visual of an in-person meeting. • Lower cost than in- person events. • Focus of participants is high when on camera. • Participants may attend from various locations. • Miss out on the pre- and post-session discussions, especially one-on- one talks. • If not properly planned and tested, video communication can fail or provide poor visual images. INTERNET- BASED / WEBINAR (2-8 HOURS) • High-speed Internet connections. • Computer work station for each participant. • Telephone equipment (typically combines Internet and audio). • Can allow for parallel processing and input. • Works well for brainstorming. • Nearly unlimited number of attendees. • Participants and speakers may attend from any location. • Discussion documentation assisted through chat logs and recording. • Miss out on the pre- and post-session discussions, especially one-on- one talks. • Participants can be distracted by other duties. • Does not work as well for reaching consensus. • Risk of divided attention.

In-State Peer Exchanges 29 5.9 Select the Date, Time, and Location The meeting organizers should give careful consideration when setting an event date and time to ensure that no competing priorities or events, whether State or national, exist that would impair attendance. The length of the meeting can vary, based on content, travel, and method of delivery. In most cases this would range from ½ to 2 days. In addition, planners should give adequate attention to the following items when selecting a date and time: • Seasonal availability of attendees • Schedules and prior commitments of key leaders – To increase the likelihood of senior management attendance, consider a location near their place of work, and time the event to avoid or minimize scheduling conflicts. • Lead time to satisfy procurement needs • Competing events that may affect stakeholder participation and hotel availability • Travel restrictions for public officials based on policy decisions or budget constraints • Political sensitivities associated with potential venues (e.g., resort cities or hotel properties) • Religious and other holidays, accounting for all faiths • Estimated time to complete the prerequisite administrative and logistical tasks. As with the date and time selection, site location plays a crucial role. Organizers should select a site location that accommodates the needs of the participants, is easily accessible, and is centrally located. Careful deliberation should be given to the following issues: • Event size • Availability of the host meeting site – Potential perception of the location by the media, public, and political leaders • Availability of meeting space to accommodate plenary and breakout sessions • Availability of and access to audiovisual equipment and the Internet • Adequate cell phone service • Potential travel time to and from the site • Costs compared to the budget allocation • Availability of on-site compared to off-site food services • Lodging accommodations • Accessibility to intracity transportation. These lists are not all-inclusive, but do provide organizers with a baseline for inclusion in their planning scenario. By allotting sufficient planning and preparation time, meeting plan- ners enhance the opportunity to manage a successful event. 5.10 Identify Event Needs and Peer Exchange Roles Once the basic event type, delivery method, date, and objectives are established, the plan- ning committee should identify and fill the roles required to successfully implement the event. These roles may vary based on the type of event and the delivery method selected. The planning committee should identify responsible, talented individuals to fill the roles listed in this section. Expert Practitioners Practitioners with relevant subject matter expertise within a host agency can be identified and invited to participate on a peer exchange panel or in a breakout session. These candi- dates are likely to be familiar with available State data and the nature of the issues the agency

30 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans faces. In addition, other expert practitioners (from peer States, the FHWA Resource Center, or elsewhere) are an important part of the peer exchange and may be considered for panel participation. The panelists’ responsibilities include the following: • Understand and report on the State’s safety-related data • Provide a balanced view of potential countermeasures, including their advantages and disadvantages • Share their experience in diverse disciplines related to highway safety • Share best practices and lessons learned in implementing safety countermeasures in various situations • Explain processes for successfully implementing peer exchange recommendations and strategies. Event Moderators An event moderator is an individual, or may be a set of individuals, selected by the planning committee to oversee the agenda of plenary and breakout ses- sions or parts thereof. Generally, moderators introduce all speakers and facili- tators, keep the sessions on time, maintain order, and adhere to specialized support (e.g., audiovisual technical support) that may be needed in a session. The planning committee may keep the moderator as a separate function or elect to double the duty of the moderator by using the person as a facilitator. Detailed instructions should be provided to each person assigned to this duty to avoid duplication of responsibilities. Facilitators An experienced facilitator is needed to keep the audience focused on the topic, adhere to scheduled timelines, and ensure that the outcomes of the sessions are met. The planning committee should ensure that the facilitators interact in advance with the subject matter experts (SMEs) to gain a working knowledge of the topic area. Those with direct experience in the event topics have the potential to be effective facilitators and should be chosen based on their ability to create an environment that encourages participation. How- ever, in some cases, SMEs may dominate the conversation instead of providing an open envi- ronment for discussion. It is the facilitator’s responsibility to control these situations in an orderly and professional manner. The facilitator’s responsibilities include: • Create an environment that encourages participation and discussion • Maintain control over the agenda and time allowed for discussions • Keep the event focused on topics related to the goals and objectives of the peer exchange • Handle sensitive subjects with tact and consideration • Solicit information by asking neutral questions • Maximize participant input by managing the time for discussion and feedback • Understand the goals and objectives of the peer exchange • Summarize information in a succinct manner for participants • Manage comments and time related to “personal agenda” issues (e.g., from the general public or media in attendance) • Keep the event lively and stimulating • Refrain from interjecting personal opinions. TIP FOR A SUCCESSFUL PEER EXCHANGE: It is important for all peer ex- change roles to be kept separate so individuals will know their responsibilities. For example, combining facilitator and presenter roles may lead to challenges associated with giving a thorough presentation while still allowing for adequate time for group response.

In-State Peer Exchanges 31 It can be beneficial to conduct a short training session for facilitators prior to the peer exchange to help them better understand their role. The session should also provide facilitators with a clear understanding of the meeting logistics and the goals and objectives of the exchange. Tool B, Sample Guidelines for SHSP Peer Exchange Facilitators, in the Appendix provides sug- gested duties and responsibilities for facilitators. Recorders Capturing content in the peer exchange event is of vital importance to post-event follow- up action. Responsibilities should be clearly described to each recorder, and they should be equipped to record the important findings and action items from the peer exchange sessions in writing and possibly on video. Working knowledge of the topic area is beneficial to ensure all relevant information is captured; recorders should be matched to the session based on their subject matter expertise. Before the peer exchange, a short training session should be held with the recorders to pro- vide direction as to the format that will be used for recording comments and to allow them the opportunity to become familiar with the equipment they will use. A consistent format for recording the peer exchange discussions should be provided to all recorders, as this will greatly facilitate final report preparation. Tool H, Peer Exchange Workshop Recording Form, may be found in the Appendix. Presenters Subject matter expertise will be needed to present topics relevant to the goals, objectives, and expected outcomes identified by the steering and plan- ning committees. Once the planning committee has identified the topics, it should use its professional network to identify the appropriate individuals to fill the SME roles. Presenters should be given ground rules, including time and acceptable types of communication or presentation materials. Presenters should moti- vate attendees into action by presenting materials in a compelling, interactive manner and sharing personal experiences where appropriate. A balance must be maintained between presentation and audience participation. One-sided lectures must be avoided. Shepherds Shepherds are responsible for greeting, briefing, escorting, and seeing to the needs of guest speakers and VIPs during their visit to the peer exchange. Emphasis Area Team Leaders During the peer exchange event many issues may arise that pertain to SHSP development, implementation, and evaluation, in all of which emphasis area teams are involved. As such, emphasis area team leaders should be present at the event to help address how their teams will support the peer exchange outcomes or recommendations. Support Team Implementing the peer exchange requires a team to support logistics prior to and during the event. Support team work areas include communications (including media), IT, AV, room monitoring, resource materials, registration, procurement, finance, and liaison for facilitators, presenters, and recorders. For example, the IT/AV role provides and troubleshoots audiovisual TIP FOR A SUCCESSFUL PEER EXCHANGE: To ensure that presentation materials are on topic and kept to an appropriate length, event planners should review each presenter’s materials prior to the peer exchange. It may prove beneficial for the planning committee to conduct a conference call with presenters to review presentation slides, expec- tations, and presentation length.

32 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans equipment for speakers, moderators, and facilitators. They need experience in presentation software, sound systems, and the specific technological equipment being used. Resource Materials It is highly recommended to send pre-event materials to participants before they attend the peer exchange. The purpose of preparing the participants with resource materials is to make best use of the time spent during the event for the communication and flow of ideas, strategies, and implementation steps. Expert panel members participating in the peer exchange may require additional materials beyond what is covered in this section. The planning committee should identify the specific material required and assign members of the support team to assemble and distribute the information to all participants. To save on costs, all reference material should be distributed via the web or email. Initial Preparation of Resource Material by the State To provide the most beneficial experience for peer exchange participants, the planning com- mittee should identify the following items before the event begins: • Detailed topics of the peer exchange • Issues faced by safety stakeholders, as they relate to the SHSP • Data analysis package – Assists in determining problems, strategies, solutions, topic areas, and next steps – Defines the scope, characteristics, needs, and issues to be addressed at the peer exchange – Provides additional information that can assist in identifying appropriate solutions. • Supporting documentation related to the peer exchange topic areas 7 • Examples of strategies cited in research or other States’ SHSPs. Learning about this information before the event prepares participants to be more focused on the objectives and topics and to provide more insightful discussion and feedback. 5.11 Create an IT/AV Support Plan Based on the method of delivery, the planning committee should identify the IT and audio- visual equipment required to implement the peer exchange successfully and to register attend- ees electronically. The committee must determine if the support equipment will be provided through the facility contract, a separate contract, or in-house State services. The plan must cover all aspects of the event such as registration, event office, plenary sessions, breakout sessions, and media events. This plan should identify and define the roles of persons involved in this portion of the peer exchange. The plan may cover the following items: • Online registration venue • Website • Laptops • Wireless Internet • Conference Internet access codes • Audiovisual equipment (sound systems, projection screens) • Printer 7 Federal Highway Administration, “Updating a Strategic Highway Safety Plan: Learning from the Idaho Transportation Department,” 2009. http://safety.fhwa.dot.gov/p2p/idaho/hsipslides.cfm.

In-State Peer Exchanges 33 • Communications equipment • Camera • Extension cord and power strip • Staff assignments and responsibilities • Set up and take down • Equipment failure and back-up plan. Early coordination with IT/AV experts can lead to troubleshooting problems before they arise at the actual peer exchange. A test run of the audio/video equipment should be conducted at least 24 hours before the event. 5.12 Develop a Communications Plan Establishing a good communications network and plan for the peer exchange provides sig- nificant benefit to the planning committee, but depending on the size of the event, a full plan may not be relevant for all peer exchange gatherings. The purpose of the communications plan is to define the communication requirements for the project and how information will be distributed. The communications plan defines the following: • Communication requirements and assignments based on roles • What information will be communicated • How the information will be communicated • When the information will be distributed • Who is responsible for the communications • Who receives the communications • Who will handle media inquiries • Who will prepare and distribute press packets • Who will set up and deliver press interviews. This plan sets the communications framework for the peer exchange. It serves as a guide for communications throughout the life of the project and is updated as communication needs change. It is important for the plan to cover such items as: • Internal and external • Website updates communications • Email blasts • Conference theme • Press events • Conference logo • Press interviews • Save-the-date cards • Media advisories • Registration packets • Media press releases • Invitations • Press packets • Letters to speakers and VIPs This plan should identify and define the roles of persons involved in this portion of the project and establish a timeline for completion of the various products and tasks. 5.13 Make Invitee List The planning committee should identify a variety of traditional and nontraditional partners as participants to accomplish the peer exchange goals. The type of peer exchange and the need it addresses determine the appropriate participants. States should utilize the existing network responsible for developing and implementing the SHSP. The planning committee should choose key stakeholders from the disciplines of the Four E’s—Engineering, Education, Enforcement,

34 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans and Emergency Medical Services—along with senior government and non-government agency leaders and partners with a wide range of traffic safety experience. Include safety experts from the public and private sectors, along with representatives from the State legislature.8 Health care professionals comprise a key discipline that can provide information from a prevention and treatment perspective. It may also be beneficial to extend invitations to representatives from the State’s business and industry sector and key legislative leaders and legislative committee staff members, depending on the goals/objectives of the peer exchange. The total number of participants may depend on budget, how many topics are to be addressed, and complexity of the agenda. Participants’ Roles The planning committee is responsible for determining the roles and expectations of peer exchange participants before, during, and after the event and ensuring that those expecta- tions are clearly articulated. Preparing well-defined roles in advance allows participants to arrive with a clear understanding of the expectations, and prepares them for active par- ticipation in discussions and follow-up actions. Knowing the goals and objectives of the peer exchange prior to arrival provides participants with an obligation to come prepared with materials and information to share with participants and to make a significant con- tribution to the SHSP process. Pre-event preparation allows attendees more opportunity to understand the SHSP process. Before, during, and after the event, support staff can collect information shared during the exchange and ensure that all participants receive feedback related to event discussions, defined strategies, best practices, and contact information for all participants. Senior Management Senior managers convey a vision for success and set the tone for establishing goals and objec- tives. In addition, senior managers with an understanding of traffic safety issues can have a huge impact on the implementation of SHSP strategies. The role of senior management includes the following responsibilities: • Support and participate in the peer exchange event • Encourage partners and staff to attend • Support those staff members who will be implementing the solutions and countermeasures learned from the peer exchange • Participate in the peer exchange close-out meeting. Senior managers who are safety champions should open the meeting and close it, and their closure should be relevant to what transpired. The presence of senior management is especially critical at the close-out meeting for the peer exchange.9 By including senior management, SHSP goals and objectives can be placed at the forefront of an agency’s transportation priorities. Shar- ing results of the peer exchange encourages communication flow between staff and senior-level management and decision makers at State agencies.10 8 Approval for participant out-of-state travel is often time sensitive. When planning for out-of-state attendees, ensure that conference documents are prepared in sufficient time to allow for travel requests and approvals. 9 Federal Highway Administration, “How to Organize an HSIP Peer Exchange,” Roadway Safety Professional Capacity Building Program. http://rspcb.safety.fhwa.dot.gov/archives/how_to_organize.asp. 10 Federal Highway Administration, State Planning and Research Guide for Peer Exchanges, 2010. http://www.fhwa.dot.gov/ publications/research/spr/10048/10048.pdf.

In-State Peer Exchanges 35 Federal Agency Partners As key stakeholders nationally and at the State/regional level, FHWA, FMCSA, CDC, and NHTSA should have roles in the peer exchange planning process. They may be able to help the planning committee secure Federal funds for the event, identify peer States, and find the right experts and peers to participate. They should be available during and after the event to answer questions related to Federal funding, agency-promoted countermeasures, and other issues. Safety Champions A State may have one or more safety champions, many of whom come from the ranks of the senior managers. The safety champion may hold a top leadership position or a position such as the State Safety Engineer, SHSP Coalition Chair, and/or the Governor’s Highway Safety Program Representative. In some cases, the role may be shared by Federal staff (e.g., FHWA, FMCSA, CDC, and NHTSA) or non-government employees (e.g., MADD). Safety champions often provide the spark to initiate an SHSP peer exchange event and provide the impetus for keeping the safety program moving forward. They can provide a critical link between upper management and those who implement the recommendations and identified strategies. There are many safety advocates in the private sector who clearly take a leadership role in promoting traffic safety. The responsibilities of the safety champion may include: • Promote highway safety vision, leadership, motivation, and enthusiasm • Seek buy-in and support from senior management both from the traditional and the non- traditional highway safety roles • Communicate with senior management on the progress of the SHSP and the peer exchange • Recommend staff for planning committee • Identify gaps and target areas where improvement is needed • Identify partner States and best practices – This is a particularly good role for FHWA, FMCSA, CDC, and NHTSA partners • Communicate any obstacles that may arise during the implementation • Identify the availability of resources and discuss resource needs with senior management • Monitor collaboration between safety partners • Respond promptly to needs and challenges • Encourage innovative solutions and countermeasures. 5.14 Build the Event Agenda Since the peer exchange may include participants with diverse backgrounds and varying levels of experience, careful consideration should be given to balance featured topics between those attendees with heavy experience and newcomers to the field. Core guidance should be defined before the event and include very specific topics rather than broad discussion points. In practice, States have held exchanges ranging from less than one day to three days.11 TIP FOR A SUCCESSFUL PEER EXCHANGE: If possible, all SHSP Peer Exchanges should include a group lunch to encourage one-on-one peer relationship building. 11 Idaho SHSP Peer Exchange, 2009; Indiana HSIP Peer Exchange, 2010; Nevada HSIP Peer Exchange, 2009; California SHSP Peer Exchange, 2010.

36 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans In recent SHSP peer exchange events in Arkansas, North Dakota, and Alaska, participants stated that one day felt too short to cover all the technical material and have time to exchange ideas with peers. Two-Day Peer Exchange Sample Day 1. The first few hours of Day 1 should focus on introducing the identified needs, purpose, and objectives of the peer exchange in a manner that all participants can understand regardless of their experience level. A welcoming address from a State leader and/ or State champion should set the tone of the peer exchange and motivate the participants. The focus should then shift to an introduction of the current status of the State’s SHSP and include a vision for its future. Day 1 can incorporate a discussion on the availability and use of data, the State’s most pressing roadway safety issues, identification of emphasis areas based on crash trends, and an introduction to the topic areas to be covered during the exchange. The overall objective of peer exchanges is not only to decide on imple- mentable strategies to carry forward, but to encourage discussion and present learning opportunities for each participant. In an effort to get the most out of the time scheduled for the event, a pre-meeting orientation session or webinar to introduce the SHSP concepts to those who have little SHSP experience may be helpful. Sample Day 2. Having discussed general themes on the first day, the agenda for Day 2 includes more detailed focus areas. Those who have previously par- ticipated in peer exchanges suggest leaving time after each session to promote the exchange of ideas among audience members. Facilitated breakout sessions with targeted topics also encourage discussion among participants. It can be valuable to have a representative of each breakout session report back to the entire group so that all participants have the opportunity to hear about the individual sessions discussions. Roundtable discussions with pre-arranged seating at a working lunch and/ or dinner may serve as a forum for participants to share best practices, learn about new strategies, and discuss the subject matter areas covered in the agenda. Participants could be directed to focus their discussions around predetermined topics provided by the planning committee. Topics may include the following: • Data-driven approaches • Roadway engineering • EMS • Vehicle technology • Drug impairment • Managing change • Law enforcement • Working across the Four E’s • Local planning agencies / MPOs • Safety legislation • New SHSP coordinators • Sustaining momentum • Public health • Sharing resources • State safety summits/lifesavers Providing networking opportunities during the event can offer participants the chance to share ideas that are not otherwise planned for the session. Strong networking during the event leads to discussion and follow-up on ideas after the peer exchange. However, past attendees have dif- fering insights on the timing and format of these networking opportunities. While networking early in the event could lead to more comprehensive discussions throughout, attendees may tend to congregate with those they already know and are therefore less likely to meet other attendees. One possibility is to provide for multiple networking occasions to meet the needs of attendees TIP FOR A SUCCESSFUL PEER EXCHANGE: At the end of each breakout session report, the facilitator should solicit feedback from the audience related to which items should be included in the final peer exchange recommendations. This can be accomplished by requesting audience input on what should be included in the final peer exchange proceedings and recommendations.

In-State Peer Exchanges 37 throughout the event. Where appropriate, care should be taken to capture thoughts, comments, and questions that arise during networking. For sample agendas, see Tools D through G in the Appendix. One-Day Peer Exchange An alternative to the multi-day event, the one-day peer exchange pro- vides an opportunity to more closely manage event costs and attendee schedules; it may also be a more appropriate venue for a narrowly focused subject area with very specific objectives. Disadvantages to this scenario may include limited exchange of information, lack of partner networking opportunities, and limited topic exposure. This is not the recommended length of event, but if necessary, this format can be adapted to individual State needs. An agenda may include a peer exchange heavy on workshops that allow for discussions on the issues, concerns, challenges, and opportunities that confront the SHSP process, resulting in group reports citing recommendations and strategies. If a one-day peer exchange is chosen, it will require additional thought in the planning process and highly skilled facilitation during the event. Another format may include an agenda that provides a “State of the SHSP” address and includes a concentration on plenary sessions espousing best practices, lessons learned, and presentations from highway safety experts. A combined plenary and workshop approach may also fit the needs of the planning committee. 5.15 Communicate with Participants Making the Case for SHSP Involvement The SHSP is a State road map designed to reduce crashes, deaths, and injuries. To encourage participation, the host agency should clearly articulate the reason and benefits for the State and stakeholders to be involved in the SHSP process. Non-traditional stakeholders need a clear under- standing of the benefits and advantages of their participation. In addition to the life-saving benefits of the SHSP, the return on investment as a result of reduced crashes is far-reaching and has the potential to positively impact employer costs, insurance costs, workers’ compensation, labor costs, health care, socio-economic impact, quality of life, vehicle repairs, lost work time, police and EMS response, government resources, courts, and industry. Traffic safety is not just a transportation, law enforcement, and/or health issue, it is a public safety issue that adds a “fifth E” to the Four E’s: traffic safety is “Everyone’s” responsibility. The potential attendees need to know the “What’s in it for me?” Communicating benefits offers the host agency a greater opportunity for enhancing participation in and the success of its highway safety program. Reaching Out to Participants Each peer exchange focus is unique, and the participant preparation should be tailored to reflect the targeted topic areas of the peer exchange. The planning committee has a responsibil- ity to inform participants about the focus areas and the ways in which they can prepare for the peer exchange. Participants may be encouraged to prepare by: • Bringing specific goals and strategies related to the focus areas • Researching strategies others have employed pertaining to the targeted topics • Reviewing resource materials distributed prior to the event TIP FOR A SUCCESSFUL PEER EXCHANGE: Schedule periodic 15 to 30-minute breaks between sessions for networking purposes.

38 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans • Being open-minded about the implementation tools • Inviting other agency staff who could likely benefit from or contribute to the peer exchange. In addition, the planning committee may provide participants with the following tools to help them prepare for the event: • The most recent SHSP document • The most recent crash data available, particularly as it relates to SHSP emphasis areas • Roster of all registered event participants • Potential countermeasures, their effectiveness, and costs. Soliciting Participant Information Gathering participant information is one way for States to mold the agenda to fit the needs of the audience and the State SHSP. For example, if a large portion of the participants have limited SHSP experience, a pre-event webinar or initial breakout session that introduces safety topics and an SHSP overview may help less experienced participants feel more prepared to contribute in other sessions. Host agencies may consider polling potential participants with a series of questions such as: • What is your field(s) of expertise (e.g., safety, traffic operations, law enforcement, EMS, public health)? • Are you familiar with the concepts of the SHSP? If so, rate your familiarity (not very, limited familiarity, very familiar). • What issues are you facing in implementing the strategies in the SHSP? • What specific topics would you like covered during the peer exchange and why? • What would you like to achieve by participating in the peer exchange? • What kinds of safety practices could potentially be improved based on successful approaches in other agencies? • What learning format works best for you (e.g., presentations, small group discussions)? By understanding the knowledge base and background of the audience, the host agency can frame the peer exchange agenda and networking opportunities to best suit the needs of the people who will move the SHSP forward. 5.16 Send Invitations Promoting the peer exchange event to potential participants is a key factor in maximizing attendance. A starting point for establishing an invitation list should begin with the existing SHSP network of partners and stakeholders. The planning committee should solicit suggestions and input from active members to identify traditional and non-traditional partners. The list should be expanded to include highway safety agencies and organizations that have not been active in the SHSP process. Target the agency CEO and ask for his/her participation and the active participation of staff. Use the influence of police chiefs’ and sheriffs’ associations to attract law enforcement participation. Organizers should begin sending save-the-date cards immediately after the decision has been made to hold the event and no later than two to three months prior to the event. Attendees need advance notification to plan their schedules accordingly, obtain permission to participate, obtain authorization to travel, and make travel and lodging arrangements. Depending on the intended target audience, notification may be sent to: • Federal, State, and local government employees • Public and private leaders, both traditional highway safety professionals and non-traditional professionals

In-State Peer Exchanges 39 • Key legislators and legislative committee staff members • The host agency’s network of highway safety stakeholders and partners including, but not limited to: – Private sector highway – Departments of senior services safety organizations or elder affairs – Law enforcement – Automotive clubs – EMS – Motorcycle organizations – Education professionals – MADD – Engineers – SADD – Employers – Insurers – Health care professionals More than one save-the-date announcement may be delivered prior to the formal registration package. The announcement can be spread throughout the highway safety network and key per- sons may be asked to announce the event at meetings, gatherings, and one-on-one encounters. A peer exchange website is an excellent placeholder for the announcement, and the practice of sending out email reminders and reminders embedded into steering committee and planning committee emails is also conducive to building up participation. 5.17 Send Registration Packets Registration packets should be prepared and distributed 2 to 3 months prior to the event. Circulation methods may take the form of direct mail, email, displays, website, staff distri- bution at meeting, etc., and should be sent to those on the distribution list as noted in the previous section. The registration package should contain the following peer exchange event information: • Title of event • Host agency • Partners and sponsors • Vendors • Date and time • Location and directions • Purpose • Event expectations • Role/expectation of participants • Tentative agenda • Invited speakers • Workshop topics • Breakout sessions • Event follow-up products (event report, posting of presentations) • Detailed travel, lodging, and parking information • Meal information and special needs requests • Registration form • Registration due date • Registration costs (complimentary or attendance fee) • On-site registration days and hours • Pre and post activities (if applicable) • Contact person, agency, address, phone, and email address • Website for event information. The invitation/registration process is an ongoing activity and continues from the time of the announcement to the day of the event. The planning committee must remain vigilant when

40 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans monitoring the registration process and be ready to invest in additional promotion or to cap the registration response at a predetermined number. This is important information to consider when planning for registration packages because it affects handout material quantity, meeting room size, costs for lodging and meals, and parking requirements. 5.18 Conduct the Peer Exchange Event The planning process from the first planning day up to the actual peer exchange event can be a busy, labor-intensive time for the planning committee. It is critical to schedule adequate staff to handle the various tasks and assignments that will occur prior to, during, and after the event. Detailed staff instructions are crucial to ensuring a smooth, well-run, successful event. During the few days leading up to the peer exchange, consider conducting the following activities: • Transport all audiovisual equipment, office supplies and equipment, registration packets, name tags, posters, directional signs, podium tent cards for speakers, handout materials, camera supplies, etc. • Set up registration area and conference office, including: – Message board – Poster size agenda – Map of facility – Sign-in sheet for participants, speakers, moderator, and facilitators • Meet with facilities staff to review the schedule, timeline, and special needs • Prepare for any media visits and/or press events – Designate interview site – Distribute press packages – Prepare podium and sound equipment • Confirm and monitor the delivery of all rental equipment and supplies • Train the peer exchange facilitators and recorders. The following actions may be helpful in conducting the activities on the actual day(s) of the event: • Arrive early • Review all VIP arrangements • Meet with facilities staff to review the schedule, timeline, and special needs • Conduct pre-conference and daily briefings for registration staff, facilitators, recorders, audiovisual technicians, photographers, shepherds, moderators, and others – Review responsibilities, procedures, and overlap areas such as registration, food guaran- tees, speakers, VIPs, media room setups, workshops, stage, lighting, sound system, power supplies, etc. – Reemphasize the lines of communication and authority, and the responsibility levels to meeting staff, meeting facility staff, and volunteers – Conduct a walk-through of the agenda • Confirm and monitor pickup and return of all rental equipment and supplies • Conduct post-conference wrap-up meeting with facility personnel to ensure proper invoicing • Pack up and inventory all materials and equipment • Collect and organize data for final meeting reports • Collect evaluation forms. Different event types will have additional or slightly different considerations.

In-State Peer Exchanges 41 5.19 Evaluate the Event The full benefit of the peer exchange will be achieved with a thorough and detailed follow-up of the event proceedings. Immediately after the last formal session, the host agency should initiate the post-event activities with a review by the planning committee. The group should assess the initial success of the peer exchange while ideas and observations are still fresh in their minds. A cursory review of evaluation forms and logistics provides valuable insight. The planning com- mittee should schedule a more detailed follow-up meeting within a few days after the event. Post- event activities should be scheduled as part of the initial planning and timeline process to ensure adequate notice for committee members to arrange their personal calendars accordingly. 5.20 Conduct Follow-Up Meetings Event Debrief Immediately following or, at the very least, within a few days after the peer exchange, the planning committee should convene to discuss the event, review participant evaluations, and answer the following questions: • Did the peer exchange meet our objectives? • Did we achieve the desired outcomes? • Do we have a clearly defined direction based on discussions, events, or decisions that trans- pired from the event? • What, if anything, was missed during the planning process or the event? • Who else should be included as part of the next planning process? • Which parts of the planning process were most beneficial and/or least beneficial? Strategy Review Meeting Within a few days following the peer exchange, the host agency should convene a follow-up meeting to discuss the recommendations for strategy implementation and/or other potential SHSP changes identified at the peer exchange. Those attending the strategy review meeting should include a variety of disciplines to match the SHSP emphasis areas and should include the staff responsible for implementing strategies. The staff should review the recommendations from the peer exchange and choose to endorse, modify, or reject each one of the suggestions. This group should develop a concise executive summary capturing their findings for presenta- tion to senior management. The date for this meeting should be scheduled as part of the initial planning and timeline process to ensure adequate notice for senior managers to arrange their personal calendars accordingly. Close-out Meeting The planning committee should hold a close-out meeting with their agency’s senior manage- ment within a few weeks after the strategy review meeting. This meeting should focus on les- sons learned, new ideas, and recommendations from the planning committee to move forward with new strategies. The date for this meeting should be scheduled as part of the initial planning and timeline process to ensure adequate notice for senior managers to arrange their personal calendars accordingly. Internal Follow-Through Within two to three weeks after the close-out meeting, the planning committee should meet with the emphasis area teams that are responsible for making revisions to the SHSP strategies and

42 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans action plans. The planning committee should outline approved changes to the SHSP emphasis areas and provide information regarding resources to implement them (e.g., staff, funding, and technical assistance). Report to Participants To maintain the lines of communication with participants, the planning committee should prepare a follow-up report summarizing all updates made to the SHSP document, the imple- mentation process, or other aspects of the process that came about as a result of the peer exchange event, with a particular emphasis on best practices.12,13 Follow-up Evaluations The planning committee, in conjunction with senior management, should conduct an evalu- ation 6 to 9 months after the peer exchange event to gauge the impact the event had on the agency’s SHSP.14 A critical evaluation of the event by its promoters is vital to successfully imple- menting the strategies outlined during the course of the exchange, as well as the success of the next event. Care should be taken to ask specific questions of the participants regarding strategy imple- mentation and lessons learned rather than repeating the initially requested feedback just after the peer exchange ended. To gauge how implementation is progressing and find out what par- ticipants wish they would have learned now that implementation has begun, sample questions from the 6- to 9-month follow-up evaluation may include: • On which peer exchange objectives did you follow through? • Do you have the support needed for successful implementation from leadership and key stakeholders? • Do you have the necessary resources to implement identified strategies? If not, what type of support do you need to implement them? • Are the strategies you implemented performing as you thought they would? • What strategies from the peer exchange are in the planning stages for future implementation? • Are results from any implemented strategies available? • Have any strategies been refined once implementation was initiated? What was changed and were the changes effective? • What could be covered or included at a future peer exchange event to help aid in implementation? In some cases, the participants may have faced internal barriers preventing them from mov- ing forward with planned implementation, and the reasons may be sensitive (e.g., management rejection of recommendations). This issue could be handled in one or both of the following ways: • Elective anonymous feedback can be helpful to the host agency by raising a potentially impor- tant issue while protecting the participant completing the evaluation by keeping potentially sensitive issues confidential. If participants do share their contact information, follow-up questions can be sent, where applicable. 12 FHWA, State Planning and Research Guide to Peer Exchanges, 2010. 13 NCHRP, Documenting Peer Exchange Administrative Experiences, NCHRP Project No. 20-38A, 1999. 14 FHWA, How to Organize an HSIP Peer Exchange web page, http://rspcb.safety.fhwa.dot.gov/archives/how_to_organize.asp.

In-State Peer Exchanges 43 • The evaluation could be a self-assessment for the participant to complete for use internally in their agency, with no requirement for submitting it back to the host agency. Subsequent evaluations could be taken at 12- and 24-month intervals to help gauge and sustain momentum and track progress between peer exchanges. Some strategies may not be implemented within the 6- to 9-month timeframe, but rather have longer term implementation periods with results being measured at later intervals. 5.21 Write a Follow-Up Report The follow-up report provides a permanent record of the proceedings and assists in future tracking of the recommendations, strategies, and suggestions. In addition, documenting the event serves as a means to communicate the results to leaders, participants, and persons of interest. The host agency should make this content available to anyone, particularly to those who did not attend and perhaps were not even aware of the peer exchange. In the future, there may be a central location at the national level to capture the results of all State SHSP peer exchange events. The follow-up report should be completed within four to six weeks of the peer exchange to continue momentum of the event. The follow-up report content should include the following sections. Executive Summary An Executive Summary is typically included in a peer exchange event report. It encapsulates the goals and objectives of the peer exchange and includes date, location, and participants. It includes a summary of the proceedings and an overview of key presentations, lessons learned, recommendations, and action items. Acknowledgments Acknowledge any organizations or offices that may have provided funding for travel and related expenses or who sponsored portions of the event. Express thanks to individuals or organizations that provided guidance and leadership, including the steering committee and planning committee. Benefits of the Peer Exchange This section discusses the benefits of holding a peer exchange, including the outcomes and results determined as a result of holding the exchange. Introduction and Peer Exchange Planning This portion of the report contains a general overview of the event, including the status of the current SHSP and the logistics involved in planning and organizing. If appropriate, note in the introduction that the host agency used the content of this SHSP Peer Exchange Guide as a tool for planning the event. About the Peer Exchange Provide a summary of the event, including date, location, host, and key participants (includ- ing the invited peers in general). Clearly state the intended goals, objectives, and expectations for the peer exchange event.

44 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Status of the Current SHSP Provide an overview of the current SHSP. Items may include emphasis areas, key strate- gies, severe crash summary and trends, date completed, notable implementation or program changes resulting from the SHSP, and expectations on how the peer exchange is intended to assist with an update or enhance an implementation. Topics such as performance measures, evaluation, and effectiveness should be included. Overview of Event Planning and Organization As needed, provide information regarding major planning decisions. Potential topics include: why the peer exchange was initiated, planning committee members, the process for selecting an objective and goal, the process for identifying invited participants, the process for identify- ing topic areas for breakout sessions, interaction with agency leadership, information shared before the peer exchange, and how senior management was engaged prior to the event. This section should also include a narrative about successes or obstacles that arose during the plan- ning process. Peer Exchange Proceedings Include an overview of the presentations made at the peer exchange, Q&A sessions with invited peers, and open discussions during breakout sessions. It is important to capture infor- mation that leads directly to lessons learned and future action items. To accomplish this, one person should be assigned to each session specifically to record minutes. A debrief for all of these session recorders to discuss and summarize the key points, especially those related to lessons learned and action items, is recommended. Overview of General Sessions Provide a summary of pertinent information shared during general sessions. This should include information shared by the invited peers regarding their own programs. Overview of Breakout Sessions Provide a summary of pertinent conversations shared during breakout sessions. This may include examples of best practices from peers, highlights of host agency programs, recommendations, strategies, action items, and needed changes and improvements to SHSP activities. Lessons Learned Highlight best practices or experiences that were identified as lessons learned by the host agency. These are often referred to as “takeaways.” This can include a summary of the strengths and weaknesses of the host agency’s systems and programs. Future Action Items Document committed roles and action items as an outcome of the peer exchange. Include the agency and/or individuals responsible for championing the action and adhering to the timeline for completing the actions. Summarize any action items that were presented to and/or endorsed by senior management at key agencies, particularly the host agency.

In-State Peer Exchanges 45 Appendix Provide appendix material as needed. Items may include the following: • List of organizers’ and presenters’ contact information, including the host agency, invited peers, and planning partners from FHWA, universities, consultants, State agencies, etc. • List of roles, including the individuals responsible for planning and organizing, presenting, moderating breakout sessions, providing topic area expertise, etc. • List of individuals who attended the peer exchange, their affiliations, and contact information. • Copies of event material, including agendas, presentations, fact sheets, shared resources, etc. If available, the peer exchange website can be listed as a means to electronically share presentations, handouts, etc. • Summary of feedback from completed evaluations, including any suggestions for improving the peer exchange event and next steps.