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

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74 In a peer review scenario, an individual State seeks to improve or update a program, proj- ect, initiative, plan, etc., by organizing an expert panel from other States. Such efforts can be achieved either through in-person exchanges or through virtual events. Peer reviews include a technical review of previously determined safety topics, panel brief- ings, and a review of supporting documentation. The panel assesses the information and offers the host State its recommendations. The findings and recommendations may be formal or informal and may be written, oral, or a combination of both. The chapter is organized in the following manner: C H A P T E R 7 Peer Reviews SECTION TOPIC 7.1 Plan a Successful Peer Review 7.2 Identify Funding and Staff Resources 7.3 Establish a Planning Committee 7.4 Discuss the Event with Key Stakeholders 7.5 Review Information and Determine Event Objectives and Topics 7.6 Select the Delivery Method 7.7 Consult with Another State Hosting a Peer Review 7.8 Select the Date, Time, and Location 7.9 Identify Event Needs and Peer Exchange Roles 7.10 Create an IT/AV Support Plan 7.11 Make Invitee List 7.12 Build the Event Agenda 7.13 Send Invitations 7.14 Conduct the Peer Review 7.15 Evaluate the Event 7.16 Conduct Follow-up Meetings 7.17 Write a Follow-up Report Table 6 Activity Checklist: Peer Review

Peer Reviews 75 7.1 Plan a Successful Peer Review The suggestion to hold a peer exchange event may originate from the host State leadership, SHSP steering committee, or SHSP program manager. Based on need and resources, that per- son or organization determines the appropriate type of exchange to be used and appoints a planning committee or individual to plan and implement it. A peer review likely involves fewer participants and logistics than a larger scale effort (e.g., the in-state or multi-state/regional peer exchanges), but it may involve more preparation time on the part of individual staff and require additional supporting documentation. It is critical for the host State to clearly define the focus and goals of the meeting so the peer reviewers understand their role in the process. Key topic areas should be identified. Key SME should be prepared to thoroughly discuss the topic(s) and offer documentation to support their presenta- tion. The supporting documentation may be shared with the panel prior to the meeting date to give them ample opportunity to study the subject matter and prepare comments and questions. Peer Exchange Event Timeline Planning for the peer review should begin at least 4 to 6 months prior to the meeting to allow for reviewers to get travel authorization and for the host State to arrange logistics and have suf- ficient time to prepare materials. Sufficient planning time ensures that the specific needs of the participants and host State are properly addressed. Table 6 provides timelines and detailed steps for organizing peer reviews. The tasks can be adjusted based on the specific needs of the peer review planners. The timeline includes a general start date for planning activities, which should be more specific as planning activities com- mence. It is important to identify the person or group responsible for specific activities so that tasks can be tracked and modified as needed. 7.2 Identify Funding and Staff Resources It is important to the success of the peer review to appoint qualified staff and invite qualified stakeholders to the planning committee. Leadership should understand that they may need to adjust some of the current tasks and assignments of the individuals involved in the planning process to allow for sufficient time to prepare for the peer review. Their level of effort, as well as the number of personnel needed to carry out the tasks, may be determined by the method of delivery selected. Senior managers should identify the resources and the level of investment the State is willing to assume to conduct the peer review. 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, and/or leveraged funds from partner agencies. Senior managers 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 host State practitioner should develop a budget based on the method of delivery selected. Budget considerations should include projected costs for expenses such as the following: • Facilities and meeting space • Contractor support services (text continues on p. 79)

76 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans 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 Review possible peer exchange delivery method and select preferred delivery method Begin planning technical materials (agenda, breakout session topics) Begin logistic planning Table 6. Activity checklist: peer review.

Peer Reviews 77 TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED Develop list of invitees Select peer review State Identify moderators, facilitators, and recorders Develop IT/AV plan (See Tool A for further information) 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 6. (Continued). (continued on next page)

78 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED 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, 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 About the Peer Exchange Status of current SHSP Meet with facilities staff to review the needs and schedule of the Overview of event planning and organization Table 6. (Continued).

Peer Reviews 79 TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED 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 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 6. (Continued). • Visual and audio equipment (This may be included as part of the facility cost.) • Food costs associated with all planned meals, snacks, drinks, etc. • Travel expenses for panelists (These may include hotel, transportation, and food expenditures.) • Printing and postage costs associated with participant materials (folders, writing pads, pens, etc.). The planning committee may find it useful to establish a stand-alone financial account for the peer review 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 materi- als and services with potential for reduced paperwork and lead time. 7.3 Establish a Planning Committee Once an event type has been established and before planning commences, senior leadership should establish an event planning committee with the responsibility for planning, implement- ing, and overseeing follow-up actions. The individuals selected should have a keen knowledge of the SHSP process and a clear understanding of the goals and objectives of the peer review. The planning committee may consist of a combination of the following: • State DOT safety engineer • Governor’s Highway Safety Program representative • Meeting planner

80 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans • Law enforcement representative • Emergency medical service representative • 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 • Federal Motor Carrier Safety Administration (FMCSA) representative • 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 involve- ment by invited participants. 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. The committee responsibilities include the following activities: • Choose the peer exchange location and date • Work with senior management and safety champions to determine content for the event and set the agenda • Recruit suitable moderators, facilitators, and presenters • 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. 7.4 Discuss the Event with Key Stakeholders Based on the budget and number of attendees, the discussion should address the method of delivery and suitable venue. In addition, the plan- ners and stakeholders should determine who should present the information and prepare supporting documentation. The stakeholders may include law enforcement, traffic engineering departments, local and regional govern- ments, Federal agencies, health agencies, the trucking industry, EMTs/first responders, advocacy groups, or others involved in the SHSP process as SMEs or as part of the audience. Provided that the majority of key stakeholders are present for regularly sched- uled SHSP meetings, these discussions may take place at that time, thus elimi- nating the need to schedule additional in-person or teleconference meetings. Selection of the potential peer reviewers can be supported by determin- ing perceived strengths in a peer State’s program that match up with gaps TIP FOR A SUCCESSFUL PEER EXCHANGE: When confirming peer exchange topics, it is important to ensure that topics are narrowly focused such that they can be sufficiently covered in the established peer exchange time frame.

Peer Reviews 81 identified in the host’s program. Peer matching can be supported by national-level agencies and organizations that may have some insight on best practices and lessons learned (e.g., FHWA, NHTSA, FMCSA, CDC, and AASHTO). 7.5 Review Information and Determine Event Objectives and Topics The visiting State should provide a review of the host State’s SHSP program and recom- mended changes/additions. Documentation can include the host State’s SHSP, most recent HSIP report, HSP, CVSP, and overall safety data broken down by crash type. The information reviewed is the basis for the peer review. After receiving pre-meeting feed- back from the visiting State, the host State should identify the overall need the peer review should address, the event objectives, and the desired outcomes. Questions for the group to consider include: • Which of the current SHSP emphasis areas are lacking in progress and where are the gaps? • What topics, strategies, or objectives should the peer reviewers address? • Who will prepare and present the topics for discussion? • How will the findings and recommendations be used to update and/or enhance the SHSP process and who will lead the effort? • Who should be invited to participate as a reviewer? • Who should be invited to attend as part of the audience? 7.6 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 State, participants, and the 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 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 executive leader- ship from attending. In-person meetings generally require significant advance planning and scheduling to assure availability of the desired participants, leaders, and presenters. Virtual Events Virtual peer exchanges occur with participants at remote locations instead of in-person, using 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

82 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans exchange of information and networking. In general, peer exchanges should not be held vir- tually 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 also 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. If the State decides to host a virtual peer exchange, consider the peer States that will be involved and their separation from the host State with respect to time zones. In the case of time zones either 3 or 4 hours apart, agencies should consider a 2-day event to allow for ample discus- sion time. Table 7 provides criteria for selecting the method of delivery. When considering the mode of the peer exchange, the host State 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. 7.7 Consult with Another State Hosting a Peer Review The members of the host State planning committee may find value in speaking with another State that has held a peer review event using the same delivery method to get a feel for the logistics, content, best practices, and lessons learned in the planning process. If there is no opportunity for a meeting, States may review the reports from other State peer exchanges and peer reviews to scan the topics and results of the exchange. 7.8 Select the Date, Time, and Location The event planners 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 addition, planners should give adequate attention to the following items when selecting a date and time: • Schedules and prior commitments of reviewers • Lead time to satisfy procurement needs • Travel restrictions for public officials based on policy decisions or budget constraints • Estimated time to complete the prerequisite administrative and logistical tasks • Political sensitivities associated with potential venues (e.g., resort cities or hotel properties) • Religious and other holidays (accounting for all faiths). Organizers should select the site location that accommodates the needs of the reviewers and host State. Given the small size of the event, it may be convenient to hold it in a State facility that is convenient for the reviewers and the State participants. The planners may also want to consider a venue close to or at the hotel housing the out-of-state reviewers.

Peer Reviews 83 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 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. 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 out-of-state 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 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. attend from various locations. Table 7. Criteria for selecting delivery method.

84 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans 7.9 Identify Event Needs and Peer Exchange Roles Once the method of delivery and objectives are established, the planners should identify and fill the needs and roles required to successfully implement the event. These may vary depending on size, timeline, event type, and delivery method selected. Areas for consideration are listed in this section. Event Moderator Appoint a responsible individual to oversee the proceedings. The event moderator is responsi- ble for the session logistics, introducing SMEs, keeping track of time, and managing any needed specialized support (e.g., audiovisual technical support). The moderator may be supported by members of the planning committee. Detailed instructions outlining the moderator’s responsi- bilities should be provided. Facilitators An experienced facilitator is needed to keep the audience focused on the topic, adhere to scheduled timelines, and ensure the outcomes of the sessions are met. The planning committee should ensure that the facilitators interact with the SMEs in advance to gain a working knowl- edge 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 participatory exchanges. However, in some cases SMEs may dominate the conversa- tion instead of providing an open environment for discussion. It is the facilitator’s responsibil- ity to maintain control over the agenda and time allowed for discussions. Recorders Capturing content in the peer exchange event is of vital importance to post-event follow- up action. In an extended session, the host State is encouraged to assign different individuals the responsibility of recording the various topic sessions. Responsibilities should be clearly described to each recorder, and they should be equipped to record the important findings and action items in writing and potentially capture either a video or audio recording for later use. 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 expertise. In advance of the peer review, a short training session should be held with the recorders to provide direction as to the format to be used for recording comments and to allow them the opportunity to become familiar with the equipment to be used. A consistent format for recording discussions should be provided to all recorders as this will greatly facilitate final report preparation. Presenters Subject matter expertise is needed to present topics relevant to the objectives and needs iden- tified by the host State. The SME may come from within the State government or stakeholders associated with the SHSP. Presenters should be given ground rules including time and accept- able types of communication or presentation materials. Presenters should motivate 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 audi- ence participation. One-sided lectures must be avoided. Emphasis Area Team Leaders Either before or after the peer review, SHSP implementation may need a leadership structure for EA teams. If this is the case, a role should be identified for the EA team leaders, and the SHSP leadership should provide guidance related to future meetings, implementation follow- through, and performance measurement.

Peer Reviews 85 Support Team The planning committee may consider a team to support logistics prior to and during the event. Support team work areas include invitations, IT/AV, room monitoring, resource materi- als, procurement, finance, and liaison for reviewers. For example, the IT/AV role will serve to provide for and troubleshoot audiovisual equipment or teleconference/webinar equipment. Resource Materials It is highly recommended to send subject matter materials to participants at least two weeks prior to the event. The purpose of preparing the reviewers is to get them familiar with the topics and allow them an opportunity to formulate questions in advance of the session. Initial Preparation of Resource Material by the State In the case of a peer review, the mentor State will have reviewed supporting documentation prior to the event to gain full knowledge of the host State’s needs. The organizers should identify the following before the event begins: • Detailed topics for the peer review • Issues faced by safety stakeholders, as they relate to the SHSP • Data analysis package – Assists in determining problems, strategies, solutions, and next steps – Provides additional information that can assist in identifying appropri- ate solutions • Supporting documentation related to topic areas 22 • Examples of strategies cited in research or other States’ SHSPs. 7.10 Create an IT/AV Support Plan Based on the method of delivery, the planning committee should identify the IT/AV needs to implement the peer review successfully. This may involve projection or teleconferencing equip- ment. The moderator or other designee is responsible for the successful deployment. This plan should identify and define the roles of persons involved in this portion of the event and cover the following items: • Website • Laptops • Wireless Internet • Internet access codes • Audiovisual equipment (sound systems, projection screens) • Printer • Communications equipment • Camera • Extension cord TIP FOR A SUCCESSFUL PEER EXCHANGE: To ensure that presentation materials are on topic and kept to an appropriate length, it is rec- ommended that event planners review each presenter’s materials prior to the peer exchange. This should be done in advance of the peer exchange so that adjustments to the presentation can be made if needed. It may prove beneficial for the planning committee to conduct a conference call with presenters to review presentation slides, expec- tations, and presentation length. 22 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.

86 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans 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. 7.11 Make Invitee List The peer review scenario is a much smaller event than a full in-state or multi-state/regional peer exchange. The planning committee should fill its audience with key staff and stakehold- ers currently involved in the SHSP process along with a select number of senior management officials. Senior Management Senior managers convey a vision for success and set the tone for establishing goals and objectives. In addition, senior managers with an understanding of traffic safety issues can have a huge impact on the implementation of SHSP strategies. Their presence signifies a commitment to traffic safety and provides a conduit for moving the SHSP process and imple- mentation forward. Federal Agency Partners As key stakeholders nationally and at the State/regional level, FHWA, FMCSA, CDC, and NHTSA representatives should be invited to attend. They play important roles in the SHSP pro- cess and are a resource for future implementation efforts. They may provide insight to the panel on issues related to Federal funding, agency-promoted countermeasures, and other related topics. In addition, they can help find the right experts and peers to participate. Safety Champions A State may have one or more safety champions. Many champions 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 Pro- gram representative. In some cases, the role may be shared by Federal staff (FHWA, FMCSA, and NHTSA) or non-government employees (e.g., MADD). Safety champions often provide the spark to initiate an SHSP peer exchange event and the impetus to keep the safety program moving forward. They can provide a critical link between upper management and those who implement the recommendations and identified strategies. Facilitators An experienced facilitator is needed to keep the effort on track, meet the scheduled agenda, and ensure the outcomes of the sessions are met. The facilitator should interact in advance with the subject matter experts (SME) to gain a working knowledge of the topic area. The facilitator’s responsibilities include: • Create an environment that encourages participation and discussion • 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 • Maintain control over the agenda and time allowed for discussions, keeping the event focused on topics related to the goals and objectives of the peer exchange

Peer Reviews 87 • 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. 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. 7.12 Build the Event Agenda The agenda for the peer review will include the topic areas agreed upon by the host State and its stakeholders. The format covers individual presentations by the SME on the selected topic areas followed by a question and answer session led by the panel of peer reviewers. The reviewers will summarize the informa- tion at the end of the presentations and offer their findings and recommenda- tions to the host State. This oral report may be followed up with a more formal written report of findings and recommendations based on the mutually accept- able agreement by the host State and the reviewers. The host State may then use the report to formulate its plans to move forward with its SHSP update and implementation. The host State also has the option to use the information logged by the session recorders. The following is a sample agenda: TIP FOR A SUCCESSFUL PEER EXCHANGE: If possible, all SHSP Peer Exchanges should include a group lunch, which encourages one-on-one peer relationship building. TIME EVENT 8 AM – 8:15 AM Welcome by an official from the host State—This is an opportunity to set the stage for the peer review, outline the purpose of the meeting, and introduce the peer reviewers. 8:15 AM – 9 AM Overview of State SHSP Process and Progress—This presentation should focus the objectives, the current status of the State’s SHSP, and a vision for its future. 9 AM – 10 AM Topic 1—SME Presentation—Each topic session involves an overview of a priority issue identified by the planning committee. The SME may choose to present the information in a PowerPoint format. The reviewers will have received a prior briefing on the subject matter and have a general knowledge of the topic. Following the discussion, the reviewers may ask questions or comment on the subject matter. 10 AM – 11 AM Topic 2—SME Presentation followed by Q & A 11 AM – 12 PM Topic 3—SME Presentation followed by Q & A 12 PM – 1 PM Lunch Break 1 PM – 2 PM Topic 4—SME Presentation followed by Q & A 2 PM – 3 PM Peer Reviewers’ Meeting to Discuss Findings and Recommendations – The reviewers convene to review the presentation information and formulate recommendations for moving forward with the SHSP. 3 PM – 4 PM Peer Reviewers Report Out—The panel presents an oral report of its findings and recommendations. 4 PM – 4:30 PM Wrap up by Host State Official—This session provides closing comments, summarizes the information received from the peer reviewers, and provides an overview of the host State’s next steps.

88 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans 7.13 Send Invitations As discussed previously, the peer review is a small event. The planning committee should identify key stakeholders and senior officials who should be included in the audience. Orga- nizers should begin notifying the participants no later than two to three months prior to the event to ensure adequate time for scheduling. As determined by the planning committee, the intended target audience may come from the following organizations: • Federal, State, and local government employees • Public and private leaders, both traditional highway safety professionals and non-traditional professionals • Peer State potential participants • The host State’s network of highway safety stakeholders and partners – Private sector highway – Employers safety organizations – Health care professionals – Law enforcement – Departments of senior – EMS services or elder affairs – Education professionals – Automotive clubs – Engineers – Motorcycle organizations An email or letter of invite should include: • Title of event • Location and directions • Host agency • Purpose • Partners and sponsors • Discussion topics • Date and time • Agenda 7.14 Conduct the Peer Review The planning process from the first planning day up to the actual peer review 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 to the peer review, consider conducting the following activities: • Transport all audiovisual equipment, office supplies and equipment, name tags, podium tent cards for speakers and reviewers, handout materials, camera supplies, etc. • Set up registration area – Sign-in sheet for audience, speakers, and reviewers • If held at a commercial establishment, meet with facilities staff to review the needs and schedule • Confirm and monitor the delivery of all rental equipment and supplies The following actions and steps may be helpful in conducting the activities at the site for an in-person peer review on the actual day(s) of the event: • Arrive early • Meet with facilities staff to review the schedule, timeline, and special needs • Conduct pre-conference briefings with staff

Peer Reviews 89 – Review responsibilities, procedures, and overlap areas like registration, food guarantees, speak- ers, VIPs, media room setups, workshops, stage, lighting, sound system, power supplies, etc. – 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 7.15 Evaluate the Event The full benefit of the peer review will be achieved with a thorough and detailed follow-up of the event proceedings. Immediately after the last session, the host State should initiate the post- event activities with a review by the planning committee. The group should assess the initial suc- cess of the peer review while ideas and observations are still fresh in their minds. The planning committee 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. 7.16 Conduct Follow-Up Meetings Event Debrief Immediately following or at the very least within a few days after the peer review, the plan- ning committee should convene to discuss the event and answer the following questions: • Did the peer review meet our objectives? • Did we achieve the desired outcomes? • Do we have a clearly defined direction based on discussions, or decisions that transpired from the event? • What, if anything, was missed during the planning process or the event? • Who else should be included as part of the 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 review, the host State should convene a follow-up meet- ing to discuss the recommendations for strategy implementation and/or other potential SHSP changes identified at the peer review. Those attending this meeting should include a variety of disciplines to match the SHSP emphasis areas and should include staff responsible for imple- menting strategies. They should review the recommendations from the reviewers and choose to endorse, modify, or reject each one of the suggestions. This group should develop a concise executive summary capturing their findings for presentation to senior management during the close-out meeting. Close-out Meeting The planning committee should hold a close-out meeting with their State’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

90 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans and timeline process to ensure adequate notice for senior managers to arrange their personal calendars accordingly. Internal Follow-Through Approximately 2 to 3 weeks after the close-out meeting, the planning committee should meet with the emphasis area teams that will be responsible for making the approved revisions to the SHSP strategies, organization, evaluation processes, or other aspects of the program. The planning committee should report on the approved changes to the SHSP emphasis areas and provide information on resources to implement them (e.g., staff, funding, and technical assistance). As part of each participant’s response to the recommendations of the peer review, event lead- ers could prepare a follow-up report summarizing changes made to the SHSP document, imple- mentation, or other aspects based on the event recommendations, with a particular emphasis on best practices.23,24 Report to Participants The host State should prepare a list of approved SHSP enhancements for distribution to the SHSP network of partners and stakeholders so they can see what has been accomplished in response to the event. Follow-Up Evaluations The planning committee, in conjunction with senior management, should conduct an evalu- ation 6 to 9 months after the peer review to gauge the impact the meeting had on the State’s SHSP.25 A critical evaluation of the event by its promoters is vital to successfully implementing the strategies, as well as the success of the next event. To gauge how implementation is progressing and to track implementation, some sample follow-up questions are suggested: • Which objectives are the subjects of follow-up action? • Do you have the support needed from leadership and key stakeholders for successful implementation? • 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 implemented performing as you thought they would? • What strategies from the peer review 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 review or peer exchange event to help aid in updating and implementing the SHSP? 23 Federal Highway Administration, State Planning and Research Guide for Peer Exchanges, 2010. http://www.fhwa.dot.gov/ publications/research/spr/10048/10048.pdf. 24 NCHRP Project 20-38A, Documenting Peer Exchange Administrative Experiences, 1998, http://research.transportation.org/ Documents/PeerExchangeExperience.pdf. 25 FHWA, How to Organize an HSIP Peer Exchange web page, http://rspcb.safety.fhwa.dot.gov/archives/how_to_organize.asp.

Peer Reviews 91 Subsequent evaluations could be taken at 1-, 2-, and 3-year intervals to help gauge and sus- tain momentum and track progress between events. Some strategies may not be implemented within the six- to nine-month timeframe, but rather have longer term implementation periods with results being measured at later intervals. 7.17 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 compiled at the peer review. In addition, documenting the event serves as a means of communicating the results to leaders, stakeholders, and persons of interest. The host State should make this content available to any- one, particularly to those who did not attend and perhaps were not aware of the peer review. In the future, there may be a central location at the national level to capture the results of all SHSP peer exchange events. The follow-up report should be completed within 4 to 6 weeks of the peer review to sustain the momentum of the event. The follow-up report should include these sections. Executive Summary This is typically included in a peer exchange event report. It encapsulates the goals and objec- tives of the peer review 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. Benefits of the Peer Review This section discusses the benefits of holding a peer review, including the outcomes and results determined as a result of holding the event. Introduction and Peer Review Planning The introduction and peer review planning 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 State used the content of this SHSP Peer Exchange Guide as a tool for planning the event. It should include the following sections: About the Peer Review: Provide a summary of the event, including date, location, host, and key participants (including the invited peers in general). Clearly state the intended goals, objectives, and expectations for the peer exchange event. Status of the Current SHSP: Provide an overview of the current SHSP. Items may include emphasis areas, key strategies, severe crash summary and trends, date completed, notable implementation or program changes resulting from the SHSP, and expectations on how the peer review is intended to assist with an update or enhance an implementation. Topics such as performance measures, evaluation, and effectiveness should be included.

92 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Overview of Event Planning and Organization: As needed, provide information regarding the major planning decisions. Potential topics include: why the peer review was initiated, planning committee members, the process for selecting an objective and goal, the process for identifying peer reviewers, the process for identifying audience participants, the process for identifying subject matter topics and selecting SME, interaction with agency leadership, information shared before the peer review, 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 planning process. Peer Review Proceedings Include an overview of the presentations made at the peer review and Q&A from reviewer/ SME discussions. It is important to capture information 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 session recorders to discuss and summarize the key points, especially those related to lessons learned and action items, is recommended. If produced, the summary report supplied by the reviewers will be helpful as well. Lessons Learned: Highlight best practices or experiences that were identified as lessons learned by the host State. These are often referred to as “takeaways.” This can include a sum- mary of the strengths and weaknesses of the host State’s systems and programs. Future Action Items: Document committed roles and action items as an outcome of the peer review. Include 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. Appendix Provide appendix material as needed. Items may include: • 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, etc. • List of individuals who attended the peer review, 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, including any suggestions for improving the peer exchange event and next steps.