Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans (2014) / Chapter Skim
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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.
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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.
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20 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Table 2. Activity checklist: in-state peer exchange.
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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)
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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)
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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)
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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 process and may want to use their services for overseeing the peer exchange development process. 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.
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In-State Peer Exchanges 25 5.5 Establish a Planning Committee Once an event type has been established and before planning commences, the steering committee 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 asneeded basis during event planning.
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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.
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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.
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Table 3. Criteria for selecting delivery method.
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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.
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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)
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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.
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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.
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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.
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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.
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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.
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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.
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In-State Peer Exchanges 37 throughout the event. Where appropriate, care should be taken to capture thoughts, comments, and questions that arise during networking.
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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.
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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 persons may be asked to announce the event at meetings, gatherings, and one-on-one encounters.
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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.
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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.
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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)
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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.
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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 strategies, 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.
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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.
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