Conducting Airport Peer Reviews (2013)

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3 BACKGROUND The peer review process provides an opportunity and struc- ture for managers in any industry to benefit from the experi- ences and insights of others in the field when developing new or ongoing programs, projects, procedures, or policies. A peer review typically involves bringing together subject area experts to share lessons learned and effective practices related to a chal- lenge or issue faced by the host organization. As described in a 2006 report about finance peer exchanges for AASHTO, peer reviews “offer a unique opportunity to not only engage in discussion and share experiences and lessons learned but also identify potential solutions and prioritize areas for additional advancement through research, technical assistance, and other activities” (Hoffman et al. 2006, p. 1-1). Airport administrators acknowledge the widespread use and effectiveness of peer reviews in program develop- ment and improvement, but the range of airport peer review formats being used has not been well documented. An inves- tigation was needed to capture the variety of peer review approaches available to airport managers and the key com- ponents for successful outcomes; a need addressed by this synthesis. PURPOSE OF SYNTHESIS The goal of this synthesis was to capture the challenges encountered by planners and participants when conducting peer reviews for airports or other aviation agencies, their experiences, and the most effective practices. The report will aid airport managers in deciding when to hold a peer review, what format will best address their needs within the available budget, and what approaches to planning a peer review will ensure the most valuable experience for all involved. STUDY APPROACH Sources of information for this investigation included: • A literature search of peer review practices inside and outside the airport industry. This included a review of reports about program effectiveness as well as documents and reports related to specific events. • Interviews with selected airport managers and airport consultants who had planned, hosted, and/or participated in airport peer reviews. • Interviews with selected consultants responsible for managing peer review processes outside the airport industry. Twenty-six people were interviewed about their peer review experiences (out of 29 solicited, a response rate of 90%). Nineteen of those interviewed work (or worked) for an aviation organization such as an airport authority or aviation system; and five are employed in organizations that provide consulting services to aviation agencies. The remaining two interviewees consult on peer review programs in the utility and highway industries. In some instances, participants from the same peer review (host, contributor, or planner) were interviewed to obtain dif- ferent perspectives on a single event. The interview questions focused on capturing a single peer review experience, but many of the interviewees had been party to multiple peer reviews in different capacities and shared this range of experience dur- ing the interviews. Although all host organizations had some involvement in planning their peer reviews, in almost all cases they enlisted the help of an outside consultant to assist in the process. The additional interviews with the five planning con- sultants proved valuable for understanding this dynamic. Finally, although the majority of individuals interviewed for this synthesis worked with large airports, the interviewees were able to share peer review approaches and practices that will be helpful to airports of any size and budget. REPORT ORGANIZATION This synthesis report is organized as follows: • Chapter two: Current Practices in Conducting Peer Reviews. This chapter provides an overview of the range of peer review approaches being used both inside and outside the airport industry. • Chapter three: Making the Most of Peer Reviews. This chapter documents respondents’ experience with peer review planning variables, including selecting a format, determining the best timing, estimating a budget, and reporting. chapter one INTRODUCTION

4 • Chapter four: Case Examples. This chapter provides five specific examples of airports that have used peer review approaches to improve their practices. • Chapter five: Conclusions. This chapter presents the key findings from the report. • Appendix A: Airport Professionals Interviewed. This appendix presents information about the industry pro- fessionals interviewed. It includes their roles in the peer reviews discussed (host and/or participant), the peer review formats employed, and the topics of the peer reviews they experienced. • Appendix B: Interview Questions. This appendix lists the questions posed to interviewees. • Appendix C: Peer Review Agendas. This appendix provides actual peer review agendas provided by inter- viewees.