interim advice note 182/14 major schemes: … advice note 182/14 major schemes: enabling handover...

Interim Advice Note 182/14 Major Schemes: Enabling Handover into Operation and Maintenance

IAN 182/14 1 of 48 Apr 2014

INTERIM ADVICE NOTE 182/14

Major Schemes:

Enabling Handover into Operation and Maintenance

Summary

This document provides advice on the process, requirements, and maintenance associated with delivery of Major Schemes.

Instructions for Use

This document applies to all Major Schemes. It is to be used by all those responsible for the delivery of the scheme.


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Table of Contents

1 Introduction ........................................................................................................... 1

Purpose .............................................................................................................. 1 Implementation ................................................................................................... 1 Document structure ............................................................................................ 1 Relationship to other documents ........................................................................ 2 Alignment with Project Control Framework ........................................................ 2 Key policies and principles ................................................................................. 3 Handover on a scheme or sectional basis .......................................................... 4

2 Stage A: Pre-works ............................................................................................... 5

Roles and responsibilities during pre-works ....................................................... 5 Key considerations during pre-works ................................................................. 6 Engage early in preparation for handover .......................................................... 6 Setting out the Detailed Local Operating Agreement ......................................... 8 Implications on Health and Safety File ............................................................... 8 Planning for maintenance during construction ................................................... 9 Managing asset information ............................................................................. 11 Instigating the technology site data process ..................................................... 13

3 Stage B: Construction ......................................................................................... 16

Roles and responsibilities during construction ................................................. 16 Key considerations during construction ............................................................ 16 Handover process requirements ...................................................................... 17 Health and Safety File requirements during construction ................................. 19 Asset data handover during construction ......................................................... 19 Implementing the site data process .................................................................. 19 Systems testing and commissioning ................................................................ 20

4 Stage C: Asset Readiness .................................................................................. 22

Roles and responsibilities for asset readiness ................................................. 22 Key considerations during asset readiness ...................................................... 22 Considerations for the handover process ......................................................... 23 Interim Health and Safety information and implications on sectional handover 23 Systems commissioning ................................................................................... 24

5 Stage D: Operational Regime Testing ................................................................ 25

Roles and responsibilities during operational regime testing ............................ 25 Key considerations during operational regime testing ...................................... 25 Provision of Health and Safety information ...................................................... 26 RCC readiness ................................................................................................. 26 System performance monitoring period ............................................................ 26 Site data commissioning .................................................................................. 27 All Lane Running: transitioning options ............................................................ 27 Consent to Implement ...................................................................................... 30 Implications for Hard Shoulder Running ........................................................... 31 Interim Scheme Specific Maintenance (ISSM) ................................................. 33 Calibrating Smart Motorways ........................................................................... 33


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6 Stage E: Acceptance into Operation and Maintenance ....................................... 35

Roles and responsibilities for Acceptance into Operation and Maintenance .... 35 Key considerations during acceptance into operation and maintenance .......... 35 Finalising the Health and Safety File ................................................................ 36 Scheme handover ............................................................................................ 36 Outstanding defects and faults ......................................................................... 38 Smart Motorways calibration ............................................................................ 38

7 Stage F: Post Handover ...................................................................................... 39

Roles and responsibilities for post handover .................................................... 39 Key considerations during post handover ........................................................ 39 Project closeout ................................................................................................ 39 Updating the Health and Safety File during the defects liability period ............. 40 Smart Motorways post opening optimisation .................................................... 40 Site data implications during post handover ..................................................... 40

List of Annexes

Annex A – Glossary of acronyms and terms Annex B – RACI Definition Annex C.1 – Mobile Mapping Data Process Map Annex C.2 – Drainage Data Process Map Annex C.3 – Carriageway Inventory Process Map


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1 Introduction

Purpose

1.1 This Interim Advice Note (IAN 182) provides guidance to all those involved in the delivery of major schemes and their acceptance into operation and maintenance. It sets out best practice and key considerations regarding a number of activities and responsibilities that are important to achieving successful scheme handover. The focus is on providing clarity around known issues, areas of complexity and key risk items.

1.2 This document replaces IAN 165/12 Managed Motorways – Commissioning and Handover Guidance in two key ways. Firstly, this IAN is broader in scope and focuses on a number of areas that are critical to successful delivery of all types of scheme such as the Health and Safety File and asset data. Secondly, elements from IAN 165/12, in particular relating to technology commissioning and operational regime testing, have been revised so they are applicable to Smart Motorway All Lane Running schemes.

Implementation

1.3 The guidance set out within this IAN should be used forthwith by all major schemes provided that, in the opinion of the Overseeing Organisation, this would not result in reduced value for money or delay progress.

Document structure

1.4 All major schemes broadly follow the scheme delivery lifecycle depicted in Figure 1; however the applicability and scope of stage D is very much dependent on the type of scheme. Further explanation of each stage is provided at the start of every chapter.

Figure 1: Scheme lifecycle

1.5 Each of the stages in the scheme lifecycle forms a chapter of this document.

One of the most fundamental ways in which a scheme can ensure successful handover is to carry out the right tasks at the right point in time. Therefore,


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using the scheme lifecycle to structure this guidance document should help schemes to programme activities effectively.

1.6 Every chapter includes a summary of key points that need to be considered within that stage. Further detail about these key points, and broader guidance, is then included in the main content of each section. A RACI (Responsible, Accountable, Consulted, and Informed) matrix is also included in each chapter, identifying some of the key tasks which require clarity over roles and responsibilities (Annex B provides further explanation of RACI matrices). The glossary contains an explanation of the key stakeholders referred to throughout this document; in particular, schemes should recognise the Network Delivery and Development (NDD) Senior User as the single most important stakeholder where scheme handover is concerned.

Relationship to other documents

1.7 The scheme delivery process is governed and supported by a wide range of formal documentation which must be used in conjunction with this IAN. Much of this documentation falls into one of three groups:

Guidance on technology commissioning and handover - MCH document suite

Standards on the handover of civil infrastructure - DMRB Volumes

Project Control Framework (PCF) Products

Alignment with Project Control Framework

1.8 The Project Control Framework (PCF) sets out the formal management and governance arrangements for delivering major schemes. Some projects are not bound by the requirements of PCF, but nevertheless, aspects of it still remain relevant. Therefore where reference is made to PCF products throughout this document, project managers will need to consider whether the same principles being advocated apply to the project management approach being used on the project.

1.9 PCF contains a significant amount of advice through product templates and guidance notes. The intention of this IAN is to support delivery in conjunction with the PCF and therefore the following diagram shows the interrelationship between the PCF and scheme delivery lifecycles.


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Figure 2: Relationship between PCF and the Scheme lifecycle

1.10 This IAN must not be used as an alternative to, or replacement for, any requirements set out in PCF or the scheme Works Information.

Key policies and principles

1.11 The overarching policies and principles that relate to the handover of a major scheme into operation and maintenance are as follows:

Scheme designers and construction suppliers are required to design for maintenance in accordance with IAN 69; successful handover starts with designing an asset that Maintenance Service Providers can safely adopt.

The construction supplier delivering the scheme on behalf of Major Projects should be responsible for the scheme up until it has been accepted into operation and maintenance by Network Delivery and Development Directorate (NDD) and Traffic Management Directorate (TMD). Those responsibilities include all aspects set out in the Works Information and relate to construction, commissioning, testing, maintaining and handing over the scheme.

Unless alternative arrangements are agreed with the NDD Senior User (via a Detailed Local Operating Agreement [DLOA]), throughout the delivery of the scheme, maintenance of existing and new assets (e.g. technology and civil infrastructure) should be the responsibility of the construction supplier delivering the scheme on behalf of Major Projects.

A scheme should only be considered accepted into operation and maintenance, when the NDD Senior User is satisfied that all the acceptance criteria and requirements (see chapter 6) have been successfully achieved by the construction supplier delivering the scheme on behalf of Major Projects. Regular liaison with the NDD Senior User throughout the project will help to prevent any of these criteria/requirements being an issue at handover.


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Handover should be governed by the Project Control Framework which requires the NDD Senior User sign-off of the Civil, Technology and Operational handover certificates in Stage 6 of the PCF lifecycle.

Where a scheme is being delivered that impacts a Design, Build, Finance and Operate (DBFO) route, then the DBFO Company should be consulted/informed in the same way as the MSPs and NDD Senior User.

Handover on a scheme or sectional basis

1.12 Handover can be provided in two distinct ways, on a scheme basis as one entity, or on a sectional basis as multiple entities. Sectional handover recognises that in some instances it is either not possible or desirable to hand over a scheme as one, and there is benefit in sub-dividing it, to for example, bring about early realisation of benefits. This sub-division can be defined in a number of ways such as using marker posts, junctions or carriageway references.

1.13 The definition for sectional handover in this document is as follows;

“The scheme is formally handed into operation and maintenance on a sectional basis with stages B to E of the scheme lifecycle being formally completed for each section of the scheme before the entire scheme is closed out”.

1.14 It must be noted that this differs from the definition used in MCH 1349F which refers to sectional handover in the context of handing over only discrete elements of a scheme into operational service (e.g. civils and structures infrastructure, then technology infrastructure), before formal handover.


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2 Stage A: Pre-works

2.1 This stage spans from the early development of a scheme through to having a pre-construction design in place and a construction supplier commissioned. The contracts put in place, design philosophy and approach to delivery defined in this stage all provide the framework that will define handover activities later in the lifecycle.

Roles and responsibilities during pre-works

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Agree Detailed Local Operating Agreement (DLOA) R C C C C A C C C

Obtain Pre-construction Information (PCI) to validate the delivery implications on H&S and agree H&S file format/content (in accordance with the approach to handover and acceptance criteria)

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Engage MSPs to agree maintenance approach during construction (as part of DLOA)

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Agree on programme for asset data handover (as part of DLOA)

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Agree approach to handover (as part of DLOA and works information)

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Conduct Road Safety Audit (RSA) Stage 1 and 2 as per HD19

I C C/I* C/I* C/I* A I C

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Key: R: responsible, A: accountable, C: consulted and I: informed.

C/I* - Determined by Audit Team Leader.

Table 1: Roles and responsibilities during pre-works


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Key considerations during pre-works

2.2 The following summarises the issues that should be considered at this stage:

The construction supplier should engage the other stakeholders in setting out a Detailed Local Operating Agreement (DLOA) as early as possible to understand local constraints and conditions, and to agree a conflict resolution and escalation process. This should enable resolutions to be agreed earlier in the delivery programme and in a timely fashion throughout the scheme lifecycle.

The approach to handover, and roles and responsibilities required for the associated activities, must be clearly defined. In particular, the implications of whether implementation and handover is conducted on a scheme or sectional basis should be considered and the approach defined and agreed.

The delivery requirements and implications for the H&S File should be incorporated within the Construction Phase Plan. H&S File proformas and handover trackers should be established early, and then continuously updated throughout the scheme lifecycle.

Maintenance arrangements should be agreed for periods of the scheme lifecycle during construction, interim scheme specific maintenance and acceptance into operational maintenance.

If asset data required for scheme development is not sufficient within the HA’s primary asset data systems, additional reviews and validations should be undertaken to determine the extent of further surveys required. Asset data generated by the scheme designer or construction supplier should be managed in a way that facilitates efficient transfer of the data to the HA’s asset data systems.

The Site Data Designer should begin liaison early on with relevant parties, allowing sufficient time in advance of a site data load. Changes to the technology roadside equipment will require a site data change.

Engage early in preparation for handover

2.3 Early and ongoing engagement with stakeholders throughout the scheme lifecycle is critical to facilitating efficient and effective handover. Handover discussions between the scheme and maintenance service providers (MSPs) should be initiated from the outset. The construction supplier should consider assigning the role of handover manager to drive the handover process; items which should be discussed include:

Handover roles and responsibilities: Roles and responsibilities for handover activities must be clear to facilitate budgeting and effective execution of activities; clearly defined in a DLOA.

Agreement of approach to handover with stakeholders: The construction supplier should seek early agreement between stakeholders as to the approach and strategy for handover. It is essential for the construction supplier to define with stakeholders: handover activities, interdependencies (critical path) between activities, scope and acceptability standards for products (by receiving MSP). Handover trackers


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should then be set up to monitor progress against the strategy and record agreements relating to progress against milestones.

Liaise with MSPs to ensure resource availability: The HA and MSPs have finite resources so careful planning and close liaison is required by the construction supplier to ensure that the HA and MSP staff and engineers are available for inspections and document reviews when needed, for example, by giving them advance notice and adequate review periods.

Consider implications of sectional handover: Implications of the approach to handover need to be fully considered e.g. for sectional handover an additional Road Safety Audit 3 would be required (e.g. RSA1, 2, 3 for each section and RSA3 for overall scheme). Further consideration should also be given to the temporary operational regimes for sectional handover and additional modifications to assets to facilitate the temporary regime, for example the implications on the use of Advanced Direction Signs (ADS) as discussed under the next bullet.

Early agreement of the delineation of works for sectional handover: Delineation of works must be agreed on a local basis – MSPs need to know the location of the boundaries for each section. In some cases traffic management may overlap into a handed over section in an adjacent link and the ADS may need to be temporarily modified to reflect the temporary operational regime (i.e. temporary lane drop prior to through junction running layout). If sections are defined by junction-to-junction, there is a need to consider the impact on complex junctions and interchanges carefully.

Agreement of handover products (scope, templates, media etc): The construction supplier must agree with MSPs the scope of handover products e.g. handover document structures, handover templates with placeholders, formats, media and programmes for submission. Agreement of these products should increase the efficiency of pulling together the handover information as MSPs will receive the correct information, in the format they require, when they need it. PCF products should be kept as one document (i.e. use of interim products) to reduce repetition, not duplicated for each section i.e. document updated as each section is completed. Thus, there is only one single document to review with a changes log identifying the new items added for each new section so it is clear what items need reviewing.

Agreement regarding the MRSS and maintenance access arrangements: Discussions should be held with NDD and MSPs to gain agreement to the Maintenance and Repair Strategy Statement (MRSS) and maintenance access arrangements as early as practicable. They should demonstrate these arrangements to MSPs and communicate how schemes are designing for maintenance.

Sharing of designs and new infrastructure / technology / operational solutions: Early and ongoing engagement should include sharing of designs and discussing new assets / technologies. New items introduced to the scheme can create new training needs (and lead in times could be


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significant e.g. 6 to 9 months), alongside new maintenance or spares requirements. Frequent liaison will prevent the disruption caused by surprises and allow time for pre-planning and enhancing the handover strategy.

Agreement of approach to new asset equipment: Where non-standard equipment is proposed, early discussion with MSPs is needed to address any lack of familiarity with the equipment and limited information on failure rates. Items to be discussed and agreed upon include: spares lists, training and maintenance requirements in addition to demonstrating that new UMSUG charge codes have been obtained and agreed. The HA generally has data on the failure rates of standard technology and therefore the construction supplier should be able to acquire accurate estimates of the required spares.

Setting out the Detailed Local Operating Agreement

2.4 The DLOA is a critical tool for ensuring that the key stakeholders involved in delivery and handover of a scheme have a common, and agreed, understanding of all parties’ responsibilities. There will be complexities and challenges in agreeing scheme specific arrangements, and so it is usually helpful to use a pre-existing template to aid the discussions. A DLOA PCF product template is available to provide a consistent starting point for schemes in their development of DLOAs. For further information refer to the PCF.

Implications on Health and Safety File

2.5 The requirements for major scheme Health and Safety (H&S) Files are set out in Interim Advice Note IAN 105, which is the implementation guidance for the Construction Design and Management (CDM) Regulations 2007, and is part of the Project Control Framework (PCF). The scheme’s CDM Coordinator will support the delivery and development of the H&S File to meet the needs of all parties. Therefore the contract for the CDM Coordinator, and the Works Information for the scheme, should be reviewed throughout the scheme lifecycle to ensure they align and support the approach to handover.

2.6 It is the responsibility of the CDM Coordinator to set out the needs and requirements of the client in terms of H&S. The construction supplier and scheme designer should ensure that these needs and requirements are incorporated within the Construction Phase Plan (CPP). CDM Duty Holders must validate the delivery requirements and their implications on the H&S File.

Incremental development of the Health and Safety File

2.7 The amount of information contained within the H&S File means its development should begin early and be incremental, rather than being seen as an activity to be carried out immediately prior to handover. Incremental development and frequent review with MSPs is also important because assets can be brought into operation before scheme construction is formally complete but only if there is appropriate H&S information to enable safe operation (an approach that is recognised by the CDM Regulations 2007 Approved Code of Practice).


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2.8 Careful consideration is required where the incumbent MSP is contracted by the construction supplier to provide scheme maintenance. To support this, the interim handover of H&S information must be sufficiently developed to fulfil the H&S duty of care and enable the MSP to undertake their works in a safe manner. The stakeholders, including MSP, will have to agree the H&S information is sufficient to undertake any works. However, care must be taken if the MSP undertakes any works before the completion and handover of the H&S File. A joint review of the H&S File for the whole scheme could be undertaken to mitigate any issues. If exceptions are agreed regarding the information required, a clear plan for the completion of this information and implications for non compliance should also be agreed.

2.9 Irrespective of the overall approach to scheme delivery and handover, the approach to developing and handing over the H&S File must be aligned, and reflected in the CPP.

Health and Safety File proformas

2.10 H&S File proformas are provided within the PCF. The proforma documents enable a consistent structure to be adopted in the electronic production of H&S Files. There are two approaches, to use either a:

document based structure, in accordance with IAN 105 and associated PCF templates. The sections within each requirement are expanded and hyperlinked into a database of information; or a

spreadsheet based structure, where the H&S File is isolated for each discipline area, again with core document areas being hyperlinked into a document database.

2.11 At this stage, design teams should enter content on their design philosophies, decisions, hazard elimination and associated information into the relevant discipline area of whichever structure is adopted. Once completed, the documentation should be treated as ‘live’ and continuously updated as required during the design, construction and delivery phases.

Health and Safety File handover trackers

2.12 The H&S File PCF product incorporates a number of handover trackers. These trackers monitor, and subsequently demonstrate the completion of works to the standard required for effective handover and support a consistent approach for all major schemes. The most relevant trackers are: BD62 Structures Tracker; MCH 1349 Technology Tracker; Highways Tracker (covering the remaining aspects of the highway); Outstanding Works schedule and the Handover/Joint Inspection schedule.

Planning for maintenance during construction

2.13 The DLOA should record the agreement between the construction supplier, NDD Senior User, MSPs, Lead Operations Manager and Senior Responsible Officer regarding which assets should be taken out of maintenance, and the arrangements that will be put in place to maintain any equipment that remains on the network during the construction works. It should set out the approach to


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conducting condition surveys, define the obligations of all parties during the construction phase, and describe how the handover process will be managed during the scheme lifecycle and acceptance into operation and maintenance.

2.14 Schemes should liaise with MSPs to consider their forward maintenance plan and collaboratively plan works to enable best use of traffic management. In this instance, the construction supplier will retain Principal Contractor responsibilities, as defined in CDM regulations, with access to undertake planned maintenance controlled as defined in the scheme access arrangements.

Maintenance requirements

2.15 Maintenance responsibilities need to be agreed at a detailed level so it is clear which party has responsibility for each asset at any particular point in the scheme lifecycle. This is particularly important at scheme boundaries and interfaces, where access arrangements and protocols are likely to be required to enable the MSP and construction supplier to fulfil their respective duties. These maintenance arrangements are to be agreed and recorded through the DLOA.

2.16 The construction supplier is responsible for maintenance during construction and interim scheme specific maintenance (ISSM) up to the point of acceptance into operational maintenance; however there may be exceptions required as to the scope of the construction supplier's responsibilities which should be agreed in the DLOA. The construction supplier may have the capability to deliver maintenance directly, or alternatively may wish to contract a third party (e.g. ASC, RTMC or others) to provide the maintenance on their behalf. When determining who provides the services, the construction supplier should demonstrate value for money.

2.17 The construction supplier is not responsible for maintenance related to winter service; these services will continue to be provided by the MSPs.

2.18 Due to the evolving nature of schemes, maintenance requirements vary throughout the scheme lifecycle. The level of maintenance which must be provided by the construction supplier also varies as the scheme progresses; there are three distinct phases as follows:

During stages B and C: maintenance during construction

During stage D: interim scheme specific maintenance

During stage E: handover to HA for operational maintenance

Level of maintenance

2.19 The maintenance of the strategic road network under normal operation is generally governed by the Asset Maintenance and Operational Requirements (AMOR) and Technology Maintenance Management Manual (TMMM). These are outcome based approaches to maintenance which stipulate the minimum requirements that a MSP must comply with to ensure that the HA network is satisfactorily maintained. In principle, all scheme maintenance should be carried out by the construction supplier to the same level of service as that provided by the MSPs within each region.


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2.20 Schemes should liaise with the NDD Senior User and NDD Service Delivery Manager to obtain details of the specific service level being provided by MSPs and agree how this is interpreted and varied through the construction phase of a scheme. Where ambiguity exists (for example technology being installed that is currently not covered within MSP maintenance), the construction supplier should provide suitable levels of service as regionally agreed with the NDD Senior User and the Regional Operations Board (ROB) and should be based on the overall availability of assets.

2.21 Table 2 defines the level of maintenance the construction supplier delivering the scheme should provide at each stage of the scheme lifecycle for (1) pre-existing and (2) new assets.

Stage Asset type (1) Pre-existing vs (2) New

Level of Maintenance

Maintenance during construction (Stage B – C)

(1) Pre-existing

In accordance with the DLOA, Maintenance Specification for MSP(s) and/ or relevant levels of service agreed by the Senior User/ ROB.

Interim Scheme Specific Maintenance (Stage D - E)

(1) Pre-existing


(2) New

Under test

To a level agreed between construction supplier and the Senior User to support activities during operational regime testing.

In operational use (e.g. manual settings initially, followed by MIDAS queue protection and other subsequent operational regimes – after appropriate monitoring periods.)


Table 2: Level of maintenance

2.22 Note: (1) Pre-existing is defined as assets that were available prior to start of works and remain in operation during the course of the works.

(2) New is defined as assets that were installed as part of a scheme.

Managing asset information

2.23 Core information about non-technology assets on the strategic road network is contained in the HA’s primary asset data systems, as defined by the Asset Data Management Manual (ADMM). Construction suppliers must ensure the data they provide is compatible with these primary asset data systems to enable efficient exchange of information; guidance on this is provided through the ADMM. The HA is in the process of rolling out the Integrated Asset Management Information System (IAM IS). Compliance with the requirements set out in the ADMM will ensure scheme data is compatible with IAM IS.


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2.24 For technology assets, MCH 1399 sets out the requirements to provide information about the assets being removed or added as part of a scheme. The construction supplier should provide information in line with MCH 1399 as early as practicable in the scheme development and seek further clarification from the HA’s Logging Environment (HALOGEN) and HA’s Technology Performance Management System (HATPMS) services.

2.25 Asset specific H&S information should be uploaded into the associated HA database where applicable, for example the H&S access or egress information associated with a structure should be uploaded into SMIS.

Data requirements for the HA’s primary asset data systems

2.26 During this stage scheme designers and construction suppliers should consider how as-built data will be transferred back to the MSP at handover. With regard to Computer Aided Design (CAD) drawings and Building Information Models (BIMs) there are two key considerations to bring about efficiency:

Data structure and attributes: If the same naming and attributing conventions are accommodated in the data underlying CAD drawings and/or BIMs as those used in the HA’s primary asset data systems (e.g. IAM IS) then it will be more efficient to compile the datasets required for handover. Further information on the naming and attributing conventions required is available in the ADMM Major Scheme addendum.

Unique identification (ID) references for assets: To enable scheme data to be updated efficiently into the HA’s primary asset data systems, consideration should be given to a system of unique IDs. Where existing assets are removed or modified, the ID system should consider linking back to the original data source. IDs can be retained throughout design and construction stages, in the underlying data for CAD drawings and BIMs, so that linkages in the as-built asset data can always be traced back.

Asset data required for scheme development

2.27 The scheme designer and construction supplier require relevant and available asset data in order to enable the design and Works Information to be developed. It further enables the compilation of the pre-construction information required for identifying hazards and constraints that will impact the programming and methods of work.

2.28 The data held within the HA’s primary asset data systems may not be complete, current or accurate enough for the purposes of the major scheme. Therefore the scheme designer and/or construction supplier will need to undertake a review and validation exercise to determine if further surveys are required. Process guidance on obtaining, reviewing and initiating further surveys is provided in Annex C for the following key datasets:

Mobile mapping data: The HA has a network wide programme of Mobile Mapping surveys which provide high definition imagery and a LiDAR point cloud from a driven survey. The process map (Annex C.1) shows how the


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LiDAR data can be obtained, and enhanced, to ensure it is fit for topographic mapping.

Drainage data: Designs based on uncertain drainage data create a significant risk to scheme delivery, notwithstanding the fact that a lack of drainage data impacts effective operational management of the network. Therefore, where the HA does not have current and comprehensive data regarding its drainage asset, scheme designers should commission full asset detailed defect drainage surveys (in accordance with IAN 147) to inform the design used for target cost negotiations. The process map (Annex C.2) shows the steps to determining whether a survey should be carried out.

Carriageway inventory data: The ADMM Major Scheme Addendum provides guidance on the process for handing over data from the MSP, who manages data on behalf of the Agency, to the scheme. Appendix E of the ADMM details the scope of the carriageway inventory data held by the Agency’s primary asset data systems. The process map (Annex C.3) shows how the most current and accurate data can be obtained and validated.

Programming for asset data handover

2.29 The amount of data to be handed over from the construction supplier as a result of carrying out the scheme works is likely to be substantial. Therefore as part of the preparations for handover, the construction supplier should agree with the MSP a programme for transferring scheme data. This programme should also recognise the resource demands on the MSP in being able to review and approve the data being provided ahead of accepting the scheme into maintenance.

2.30 If the scheme is being handed over in a sectional approach, the scheduling of data handover will need to reflect the fact that acceptance into operation and maintenance is dependent on the MSP having the data required for the HA’s primary asset data systems ahead of this transfer of responsibility.

2.31 The scope of data required for handover is detailed in a number of standards and guidance documents which are summarised in the ADMM Major Scheme Addendum.

Instigating the technology site data process

2.32 Site data consists of information about the technology equipment on the road network, such as locations and relationships between pieces of equipment or software configurations (for example MIDAS speed / flow thresholds required to automatically set variable speed limits on signs and signals).

2.33 Most schemes require changes to site data, to reflect changes to the roadside equipment. Most of the site data is used by the Highways Agency Traffic Management System (HATMS). However, separate control systems for Emergency Roadside Telephones (ERT) and CCTV cameras, called ICCS and TVBS respectively, exist. The scheme should be aware of these differences and that any inconsistencies in site data could potentially impose


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delay to delivery and costly rework. As such, suitable emphasis should be placed on building quality and accuracy using correct procedures and suitably experienced staff to deliver a “right first time approach” in order to minimise the impact on operations.

2.34 This should be facilitated through close liaison by the Site Data Designer (SDD), who usually works for the scheme designer, and close interaction with the Technology Commissioning Plan, which sets out which assets are being decommissioned/ commissioned and the programme for implementation. The process for changing site data is described in MCH 1596. This document is available from the Site Data Centre (SDC) website (https:/www.sitedatacentre.com/), along with other information including a simple guide to site data, and the tools required. A brief synopsis of the process is as follows.

Scheduling site data changes

2.35 The SDD should produce a draft schedule of site data changes required throughout the scheme. Each site data change is given a National Site Data Change Number (NSDCN). NSDCNs are released in "Groups" or Site Data Loads (SDLs) and each Group typically includes NSDCNs for various schemes and within a scheme. Due to the lead time for planned site data changes, and the frequency of Groups (up to four per year), it is essential that the draft schedule be as detailed and accurate as possible. For schemes under PCF, this schedule is published and maintained in the PCF product Site Data Change Request.

Raising NSDCNs

2.36 The SDD should raise draft NSDCNs for all scheduled changes. This involves completing a simple form on the SDC website. Raising a draft NSDCN automatically generates a unique number for the change. Each draft NSDCN needs to be raised sufficiently in advance of the date required for the data load. For further details, refer to the SDC Website.

Outline site data design

2.37 The SDD should design and specify the site data changes using the scheme design. As part of this work, the SDD can download copies of site data from the SDC website to determine the status of the data prior to the scheme.

2.38 It is rare that a design is fully complete by the time the SDD starts work on the data, so ongoing liaison with the scheme designer and construction supplier is essential to ensure that the data is cognisant of the situation on site. Experience suggests that the existing data is used as a starting point, and that the information is built up in a schedule of devices. The initial schedule can also help to inform any site surveys of existing assets.


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Initiating third party liaison

2.39 The SDD should initiate liaison with all third parties that have an interest in the site data. Regional Control Centres (RCCs) may be supported by a Regional Site Data Designer (RSDD) who is a maintenance service provider resource. The RSDD is an experienced SDD with knowledge of the region, and is responsible for assuring the overall quality of the site data for the RCC. The SDD should liaise with the RSDD early in the scheme development to ensure that the RSDD is sufficiently familiar with the data changes.

2.40 Although the site data design is produced by the SDD, IP addresses are allocated and updated by the National Roads Telecommunications Service (NRTS). As such, there is a responsibility on the SDD to keep NRTS informed of the design throughout its development. Additionally each RCC has a forum (the Site Data Action Group (SDAG)) whose primary responsibility is to review, coordinate, schedule and allocate NSDCNs to site data Groups. SDAG meetings are essential and they are held at least every quarter, and also on an ad hoc basis as required. The SDD must initiate liaison with the SDAG as early as possible.

2.41 The scheme designer should liaise with the RCC to manage RCC based activities during the scheme, and as part of this the SDD should initiate liaison on site data issues; the contact point for this is the Regional Technology Operational Lead (RTOL).

Enabling MIDAS traffic counting

2.42 An NSDCN should be implemented during the pre-works to enable MIDAS sites in the scheme area for traffic counting. This enables the collection of actual traffic data for a 56-day period before construction starts to baseline the flows.

2.43 Note: This change is only required if there are insufficient sites already enabled, as data is generally available, and can be used to derive initial speed / flow thresholds data. Given the 56-day period, the scheme designer should identify as early as possible whether a change is required and ensure suitable data is collected before the works start.


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3 Stage B: Construction

3.1 In this stage designs are finalised, works commence on site and infrastructure is put in place.

Roles and responsibilities during construction

Task C

on

stru

ctio

n S

up

plie

r

Sch

eme

Des

ign

er

NR

TS

Tec

hM

AC

/ R

TM

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MA

C/

AS

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MP

Pro

ject

Man

ager

Lea

d O

per

ati

on

s M

anag

er T

MD

an

d R

CC

Op

erat

ion

s M

anag

er

NT

IS

Sch

eme

CD

M C

oo

rdin

ato

r

Undertake maintenance during construction as per DLOA R C C C A I

Provide live updates in H&S file R C C C C A C Update Site Data and data handover during construction C R C C A I I

Ensure NRTS requirements are met for handover to enable asset transfer

R C C I I A I

Perform SAT1 R I C I A Key: R: responsible, A: accountable, C: consulted and I: informed.

Table 3: Roles and responsibilities during construction

Key considerations during construction


The construction supplier should produce handover documentation in accordance with MCH 1349 and BD 62 and should ensure that records required for handover are kept up-to-date as a ‘business as usual’ activity.

Surveys and inspection of works should be conducted as early as possible with NRTS and the MSPs who will accept the scheme into maintenance, to ensure appropriate requirements have been met and to support preparations for handover.

The construction supplier should also ensure that the H&S File and tracker are kept up to date as a live document set, this will enable consistency and minimise the potential for data duplication.

Where the construction supplier takes ownership for maintenance of existing assets during the scheme, they should follow the requirements and process set out in the ADMM Major Scheme Addendum to ensure maintenance records are kept up to date.


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The construction supplier should give careful consideration to the removal of assets and decommissioning of devices that will be temporarily disconnected and their site data requirements; this may require moving assets on to a temporary communications network to enable operation (and visibility to operators) during works.

Site Acceptance Tests (SAT) provide assurance that the infrastructure and systems have been designed and installed to an acceptable standard, and are able to be operated effectively. The construction supplier should reconfirm the plans for the asset readiness (stage C) and operational regime testing (stage D) at this stage with the Lead Operations Manager. NRTS requirements will need to be met ready for asset transfer as NRTS circuit activation must be in place prior to commencement of asset readiness testing.

Handover process requirements

3.3 The construction supplier should ensure that records required for handover are kept up-to-date as a ‘business as usual’ activity. These records should be submitted to MSPs early enough to allow thorough reviews so that any required amendments can be made prior to handover.

3.4 Standardised handover trackers should be used to improve the organisation, efficiency and clarity of handover progress. The preparation of handover documentation such as the as-built drawings, H&S File, operation and maintenance manuals (BD62 & MCH 1349) should commence in, and be ongoing throughout this stage.

3.5 MCH 1980: Schemes should be cognisant of the process described by MCH 1980 - Process for the Commissioning and Handover of Technology Schemes - when planning the commissioning and handover of technology assets, and ensure that the requirements of MCH 1349 are met in advance of handover at acceptance into operation and maintenance (stage E).

3.6 Risks to handover: Key risk items which are likely to impact the handover programme if not closely managed include:

Completion of H&S File, due to the multiple interdependencies with other handover requirements which all require careful management, eg. electrical records and test certificates for all technology (MCH 1349), structures inspection data, structures restrictions, capacity assessments, and SMIS data etc.

Completion of MCH 1349 and BD 62 documentation, including, but not limited to, test certificates, training, maintenance and commissioning spares, defects and faults.

Completion of the as-built drawings required for the H&S File; schemes should allocate sufficient resource to complete to programme.

Agreements regarding land ownership and boundaries, which are known to create legacy issues. Engagement with land owners is imperative to ensure requirements for handover are understood and complete by stage E.


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3.7 The PCF handover schedule should be reviewed at an early stage and activities programmed such that all handover requirements are complete by stage E.

Enabling transfer of assets to National Roads Telecommunications Service (NRTS) requirements

3.8 The primary NRTS documents that relate to acceptance and transfer of infrastructure are GYS/RGD/TSP/0056 and GYS/RGD/TSP/0080. (Note: The reader should check for latest versions and any successor documents to ensure full compliance with NRTS requirements).

3.9 These requirements should be discussed with NRTS and completed in readiness for asset transfer early in the construction phase; i.e. before NRTS start work. The construction supplier will need to be able to provide the relevant documentation for the assets (e.g. ducts / chambers) which NRTS will be taking on in order to install communications cabling.

3.10 Within GYS/RGD/TSP/0056, the following sections are noteworthy:

Section 6.1: “The Delivery Partner [construction supplier] and NRTS should work closely during the design period to ensure the infrastructure design meets the GeneSYS 6-pack specification.”

Section 6.2: “When the infrastructure build is complete, NRTS will inspect it, review test documentation and drawings etc, then accept is as fit for purpose i.e. of an acceptable quality to install cables into it.”

3.11 GYS/RGD/TSP/0080 ‘Civil Roadside Infrastructure and Cabling’ also defines the Design and Acceptance Criteria in more detail. Works associated with NRTS activities (e.g. ducted network) need to be prioritised and completed as early as practicable in this stage to enable technology installation works to be programmed effectively. Schemes should conduct thorough internal checks to ensure NRTS requirements are met before inviting NRTS to site to witness infrastructure installation and testing, in order to prevent abortive or additional site visits.

3.12 Note: There may be a requirement from the RCC to provide CCTV connections to the construction supplier’s temporary CCTV system. The construction supplier should use existing CCTV camera connections that have been (or will be) interrupted during the works where possible in preference to requesting new service delivery points. Where this is not possible, the construction supplier should engage with NRTS at the earliest opportunity to request temporary service delivery points.

Inspections

3.13 Early surveys and inspections of works by MSPs should be considered well in advance of handover. This is to identify any issues in sufficient time, so that they can be resolved prior to the planned handover time. This is of increased importance within an All Lane Running (ALR) environment as any inspections post stage D will need to be undertaken at night with a Lane 1 traffic management closure.

3.14 It is good practice to undertake handover inspections early in the programme to allow snagging issues to be mitigated. However, there is a risk that the


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asset status / condition could change before handover; therefore achieving final agreements should only be undertaken as set out with the MSP in accordance with the DLOA.

Health and Safety File requirements during construction

3.15 The H&S File information, in accordance with IAN 105, is established by the scheme designer and construction supplier (Principal Contractor) and supported by the CDM Coordinator. The aim is to keep the project H&S File information as a live, actively compiled document throughout the construction of the project.

3.16 If during the pre-works stage the H&S File content has not been fully established, then this should be undertaken as an early activity in the construction phase, working with the CDM Coordinator. The objective is to make compilation of the H&S documentation a coordinated activity. This will trigger effective document control and identify management issues early in the project. An interface meeting should be established to agree any technical, handover or interface management issues. This will include the consultees shown within the RACI but will need support from operational asset specialists. The DLOA could be used to establish the staff that are required from all stakeholders.

3.17 The H&S File and interim handover trackers should be developed and integrated as part of the project management meetings. These will improve the effectiveness and efficiency of the project’s return to operation and maintenance as well as pre-empting any interface issues due to design or construction strategies.

Asset data handover during construction

3.18 Where the construction supplier takes ownership for maintenance of existing assets during the scheme, the HA needs to ensure its maintenance records retain their integrity. The ADMM Major Scheme Addendum sets out the requirement for construction suppliers to capture this data and the process to be followed.

Implementing the site data process

3.19 Several types of NSDCN need to be completed during the construction stage. The Site Data Designer (SDD) should maintain a site data change schedule in addition to maintaining an outline site data design, NSDCNs and third party liaison.

Adding new devices as commissioned

3.20 Site data changes are needed to add new and modified technology devices resulting from the main works. Devices should be added as commissioned and marked not in use, so that they are visible to operators but not available for use during construction. This enables operators to become familiar with the new scheme layout. This means during this period there will be a mismatch between the system and what is on the road, therefore implications such as the device being shown as faulty will need to be managed by liaison with the RCC operators. The SDD will need to make an agreement with the


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Lead Operations Manager and RCC Technology Manager to ensure the situation is acceptable and manageable.

3.21 To perform any relevant Site Acceptance Tests (SAT), the device will need to be brought into use via the HATMS Engineers Terminal. The site data should include initial 3 lane, 4 lane or link flow state thresholds. These thresholds are to be determined in line with MCH 2584 (Draft): Guidance for the calibration and optimisation of Managed Motorway systems ((Product COM2 and COM5) available via [email protected]) and provided to the scheme designer for inclusion within the new site data.

3.22 Note: Whilst the scheme should be responsible for the threshold calculation and calibration activities (refer to MCH 2584 (Draft) Product COM1 through to COM7) the key role of Scheme Optimisation Engineer, as defined in MCH 2584 (Draft), may be provided by the construction supplier or the scheme designer.

Managing existing technology assets prior to main construction works

3.23 A site data change is needed for most major schemes to deal with the impact of the start of the main works, when NRTS bypasses communications to all devices within the scheme. A decommissioning change involves:

devices which are to be removed or temporarily disconnected. Where devices are to be retained during the scheme works (and where this has not been done already) this may mean moving them to a temporary communications solution.

where required, relocating controlling devices outside of the NRTS bypassed areas, to keep devices outside the scheme area operational.

3.24 The changes will also apply to modernisation works in the central reserve.

3.25 The SDD should ensure that data is loaded as soon as possible after the changes have occurred on site and liaise with the Lead Operations Manager to ensure they are aware of the situation during the period where there is a mismatch between site data and the roadside.

Systems testing and commissioning

3.26 Following the installation of the technology infrastructure and systems during the construction period, they are subject to a series of Site Acceptance Tests (SATs). These provide assurance that the infrastructure and systems have been designed and installed to an acceptable standard and are able to be operated effectively.

3.27 The commissioning activities are provided in three stages SAT1, SAT2 and SAT3, the details of which are provided in the Technology Commissioning Process Map (available via [email protected]). Figure 3 provides a graphical illustration of this sequence of SAT activities throughout the scheme lifecycle.


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Figure 3: Sequence of SAT activities

3.28 SAT1 is conducted in this stage. It is made up of the local commissioning activities that involve individual groups of technology devices being tested. This is likely to be tests involving outstation equipment and roadside devices on site. At this stage NRTS activation, and subsequently the service delivery point provisions, are not required. The construction supplier should also confirm plans with the Lead Operations Manager in relation to asset readiness (stage C) and operational regime testing (stage D).

3.29 SAT2 is conducted in stage C. It comprises the testing of single or groups of devices from a remote location, including NRTS provided longitudinal circuits. SAT2 is dependent upon having part(s) or all of the longitudinal cable network installed and tested.

3.30 SAT3 is conducted in stage D. It is the final end to end testing of the whole system, including the in-station and its associated site data, the complete NRTS circuits, and the end devices and outstations. All operational critical issues will need to be resolved before proceeding to operational regime testing.


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4 Stage C: Asset Readiness

4.1 In this stage the scheme confirms the civil assets that have been installed are ready for operational conditions. Where technology is being installed, the scheme undertakes commissioning to SAT2.

Roles and responsibilities for asset readiness

Task C

on

stru

ctio

n S

up

plie

r

Sch

eme

Des

ign

er

NR

TS

Tec

hM

AC

/ R

TM

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MA

C/

AS

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MP

Pro

ject

Man

ager

ND

D S

enio

r U

ser

Lea

d O

per

ati

on

s M

anag

er T

MD

an

d R

CC

Op

erat

ion

s M

anag

er

NT

IS

Ro

ad S

afet

y A

ud

ito

r

Perform SAT2 R C C C A C I Site Inspection in accordance with BD62 R C C I C A I I

Conduct Interim Road Safety Audit (RSA) Stage 3 I C C C C A I C R

Site Inspection in accordance with MCH 1349 R C C A I

Where agreed, complete relevant documentation for sectional handover

R C C C A I C I

Finalise requirements and timescales for scheme handover

R C C C A C C

Key: R: responsible, A: accountable, C: consulted and I: informed.

Table 4: Roles and responsibilities during asset readiness

Key considerations during asset readiness


The construction supplier should ensure that project trackers and the H&S File contain sufficient detail and any exceptions are agreed between the parties within the RACI and DLOA.

The construction supplier should continue to update MCH 1349 and BD 62 and obtain agreement and sign-off of the required PCF products.

The scheme designer should ensure the Statutory Instrument (if required) is in place, to allow the scheme to move to stage D.

Interim handover of the H&S information can take place at this stage if this was agreed in the Pre-Works stage. The construction supplier should ensure that the project information provided is suitable and sufficient for the designated assets to be taken into interim scheme specific maintenance.


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SAT2 tests are conducted from the HATMS Engineers Terminal within the RCC. The RCC operators need to be informed that they should not use new signs or signals until they are fully commissioned as this may compromise the tests.

Training of operators and maintenance staff is crucial to enable operational regime testing. The scheme should provide early engagement with the relevant group to ensure training is suitably progressed in accordance with scheme delivery timelines as lead in times could be significant.

Considerations for the handover process

4.3 The construction supplier will need to continue to liaise with stakeholders and ensure that handover documentation requirements are developed and completed during this stage. Activities will include:

Continued updates to handover documentation to BD 62, MCH 1349 and PCF handover requirements

Complete relevant sectional handover documentation as agreed in stage A.

Validate timescales for handover

4.4 For schemes which include variations against TSRGD in their operation, such as variable speed limits, or use of the hard shoulder, the scheme designer will also need to ensure that the Statutory Instrument is in place at this stage to allow the scheme to be operated under its new operating regime under stage D.

Interim Health and Safety information and implications on sectional handover

4.5 If agreed during pre-works, interim handover of H&S information can take place at this stage. The construction supplier should ensure that the information provided is suitable and sufficient for the designated assets to be taken into interim scheme specific maintenance. The stakeholders, including MSPs, will have to agree the H&S information is sufficient to undertake any works required and that the H&S duty of care is mitigated.

4.6 Project trackers should be used to help evidence that the relevant H&S information is available. In these circumstances, emphasis should be placed on detailing what exceptions exist and ensuring appropriate agreements are made within the DLOA to provide the remaining information.

4.7 This will confirm when the final H&S File information will be completed for the project and the changes required between handover on a scheme or sectional basis. The scheme is not complete under CDM until the final H&S File has been handed over; the Senior Responsible Owner will ensure, in any circumstances, this is carried out.


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Systems commissioning

4.8 SAT2 is carried out on individual or groups of technology devices being tested. SAT2 is conducted from the HATMS Engineers Terminal at the RCC to ensure full connectivity to the end equipment, whilst validating the transmission network in conjunction with site data for the technology devices being tested. During SAT2 the operators may notice new devices become available on the operator interface. The construction supplier must ensure operators are asked not to use the signals and signs as it may affect SAT2. MIDAS algorithms must be disabled from the HATMS Engineers Terminal to ensure operators cannot enable queue protection from the operator interface.


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5 Stage D: Operational Regime Testing

5.1 In this stage the scheme ensures that the technology that has been installed works as an entire system to control the live operational environment.

Roles and responsibilities during operational regime testing

Task Co

nst

ruct

ion

Su

pp

lier

Sch

eme

Des

ign

er

NR

TS

Tec

hM

AC

/ R

TM

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MA

C/

AS

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MP

Pro

ject

Man

ager

ND

D S

enio

r U

ser

Lea

d O

per

ati

on

s M

anag

er T

MD

an

d R

CC

Op

erat

ion

s M

anag

er

Sch

eme

CD

M C

oo

rdin

ato

r

Ro

ad S

afet

y A

ud

ito

r

Ensure Interim Scheme Specific Maintenance is in place R C C C C A

Perform SAT3 R C I A C Performance Monitoring Period R I A C If required, review site data and finalise technology asset list R C A

Complete MSPs and TMD training where required R C C C A I C

Complete Road Safety Audit (RSA) Stage 3 I C C C C A I C R

Ensure CTI Stage 1 and 2 has been completed R I C C A C C C C

Key: R: responsible, A: accountable, C: consulted and I: Informed.

Table 5: Roles and responsibilities during operational regime testing

Key considerations during operational regime testing


The operational regime testing is designed to be an extension of the third Site Acceptance Test (SAT3) requirements, and will vary according to the scale and complexity of the scheme.

Although the SAT3 testing will often constitute the operational regime testing; schemes must agree their approach (set out during pre-works) with both the NDD Senior User and the Lead Operations Manager.

Several milestones must be reached before operational regime testing can commence. These include: agreed level of H&S information provided; assessing RCC readiness; arranging the system performance monitoring, and planning site data changes.


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The approach to conducting operational regime testing varies by scheme type, with different approaches required for Smart Motorway All Lane Running and Hard Shoulder Running schemes. Non-Smart Motorway schemes will need to determine if they require any element of operational regime testing and what this will constitute.

Full testing cannot be completed while traffic management remains in situ.

MCH 1349 and BD 62 requirements should be updated, agreed and relevant PCF products signed off.

Provision of Health and Safety information

5.3 While the majority of H&S information will usually have been compiled during earlier stages, the operational regime testing may result in additional equipment testing being carried out. Completion certificates may be added during this stage, together with a record of the scheme exceptions.

5.4 The stakeholders, including MSPs, will have to agree the H&S information is sufficient to undertake any works required, for example, interim scheme specific maintenance, and that the H&S duty of care is mitigated. Issues are likely to include the acceptance of red line drawings and certification which is awaiting sign-off.

RCC readiness

5.5 The successful completion of the end-to-end testing depends on the readiness of the RCC, which in turn requires both upgraded systems capable of controlling the roadside equipment and trained staff available to operate the scheme.

5.6 To ensure RCC readiness is progressed in parallel to scheme delivery timelines, the construction supplier should work closely with the regional HA Service Delivery Team (SDT), Traffic Technology Division (TTD) and Lead Operations Manager.

5.7 Applying a consistent approach to operational regime testing facilitates the prompt removal of temporary traffic management and supports earlier benefit realisation.

System performance monitoring period

5.8 The performance monitoring period is used to demonstrate that the systems delivered are ready for operational use in the live environment. The latest version of MCH 1349 must be followed.

5.9 The construction supplier is responsible for arranging systems performance monitoring, and for supplying the evidence necessary to demonstrate successful operation. Appropriate evidence may include equipment logs, HATMS fault logs or HALOGEN logs.

5.10 Certain faults reported during the monitoring period may be attributed to "known / identifiable faults”, “non-critical service affecting faults”, or “expected due to MTBF”. These faults may be recorded as "exceptions" to the performance monitoring period. Provided the requirements defined in MCH


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1349, Section 7.4 "Outstanding Defects, Faults and O&M Requirements" are fully met, such faults do not prevent the entire system from being handed over into maintenance.

Site data commissioning

5.11 For some Smart Motorways schemes, additional data loads may be required at this stage to migrate from advisory to mandatory speed limits. This depends on factors including the commissioning strategy, the operational regime testing, and the timing of the Statutory Instrument.

All Lane Running: transitioning options

5.12 All Lane Running (ALR) schemes feature the permanent conversion of the hard shoulder to a controlled running lane. While particular junction layouts may vary from scheme to scheme, typically the hard shoulder within the junction will also be converted to a running lane (i.e. through junction running).

5.13 Transitioning to an ALR scheme can be performed in one of two ways – on an entire scheme basis, or on a sectional basis. Identifying the most suitable approach requires consideration of a range of factors, as set out in the following sections.

Transitioning on a scheme basis

5.14 The preferred approach, from an operational regime testing perspective, is for direct transition to ALR across the entire scheme. This approach is dependent on the successful completion of SAT3 testing, as this provides the RCC with assurances that the technology systems are operational.

5.15 When transitioning directly to ALR, the SAT3 testing constitutes the operational regime testing.

5.16 Under the this approach, the ‘old’ hard shoulder (and new lane 1) will remain coned off with temporary traffic management (TTM), leaving a 3 lane motorway with 50mph speed limits displayed on fixed plate signs. At this stage, full coverage of CCTV can be demonstrated, and SAT3 tests carried out under TTM for Signs, Signals, and ERTs. Testing of the MIDAS queue protection system in the lanes remaining open to traffic (lanes 2-4) can also be completed.

5.17 At this stage, with signs and signals confirmed as operational, the TTM can be removed but the 50mph speed limit is retained. The decision on whether to retain reduced speed limits using fixed TM signs, or display via electronic signs/signals, requires support from the Lead Operations Manager. This allows all lane running to take place in a controlled environment for a five day period enabling sufficient MIDAS data to be collected from all 4 lanes, and used to generate an appropriate space-time plot of traffic speeds. Once MIDAS queue protection is confirmed to be active across all 4 lanes, the scheme can move into the operational phase (stage E in Figure 4).


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Figure 4: Transitional implications on a scheme basis

5.18 Note:

Appropriate message sets must be agreed with the Lead Operations Manager to enable Motorway Signal Mark 4 (MS4) demonstration.

Conducting Highways Agency Digital Enforcement Camera System (HADECS) high speed verification requires engagement with the enforcement authorities, especially where traffic management remains in situ.

Where included as part of the design, fixed taper point sign testing may be necessary.

The appropriate space-time plot of traffic speeds is initially conducted to validate lanes 2-4. Therefore agreement is required with the Lead Operations Manager on whether MIDAS queue protection is instigated whilst the scheme is operated at 50mph (until such time plots are completed for lanes 1-4 and ALR is run at 70mph).

Transitioning on a sectional basis

5.19 In some instances, it may not be possible to introduce ALR on a scheme basis. There may instead be a requirement to introduce ALR on a sectional basis, for example due to programme or traffic management constraints.


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5.20 SAT3 enables a transition to ALR on a sectional basis by demonstrating the successful operation of the technology systems to the RCC one link at a time. The ALR operational regime testing is undertaken as shown in Figure 5.

5.21 As with the scheme-wide approach, the ‘old’ hard shoulder (and new lane 1) will remain coned off with TTM, leaving a 3 lane motorway with 50mph speed limits displayed on fixed plate signs. At this stage, sectional coverage of CCTV can be demonstrated, and SAT3 tests carried out under TTM for Signs, Signals, ERTs, and HADECS on that link or section. MIDAS queue protection testing in the lanes remaining open to traffic (lanes 2-4) can also be completed.

5.22 Once signs and signals are confirmed as operational, the fixed plate speed limit signs and TTM can be removed, and reduced (50mph) speed limits set using signs and signals. All lane running can now take place in a controlled environment while MIDAS data is collected from all 4 lanes over a 5 day period to verify that queue protection is working across all lanes.

5.23 Careful consideration must be given whenever a temporary operational regime is introduced (e.g. preventing 4 permanent lanes through a junction affecting downstream traffic management through the creation of a lane drop); and the interfaces between adjacent sections of network with different operating regimes must be carefully managed.

Figure 5: Transitional implications on a sectional basis

5.24 Note 1:

A temporary operational regime may require some devices to be initially commissioned with limitations (where appropriate), and re-commissioned with full functionality once the permanent operating regime is introduced.


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Conducting HADECS high speed verification requires engagement with the enforcement authorities, especially where traffic management remains in situ;

Where included as part of the design, testing of fixed taper point signs may also be necessary.

5.25 When considering sectional handover, other key factors include:

Determine whether a simplified Safety Case (GD-04 assessment) is required to reflect the interim operational regime, including whether a temporary lane drop will affect traffic flows at junctions, and what signage/coning is required to support any temporary works;

Whether changes are required to the available MS4 message set to prevent inappropriate messages (e.g. ‘Lane 1 for Jxx’)’ from being displayed;

The implications around site data for any devices within, near, or immediately adjacent to sections with temporary operational regimes.

Consent to Implement

5.26 The Consent to Implement (CTI) process is incorporated within the Operational (RCC) Handover Documentation and Certificate PCF product. It has recently been updated to include the requirements associated with handing over an ALR scheme, including testing and authorisations for progressing through the operational regime testing stage. CTI applies whether handover occurs on a scheme or sectional basis.

5.27 While the construction supplier remains responsible for engaging with stakeholders to enable effective handover into operation and maintenance, the updated CTI adopts a leaner process and provides construction suppliers with greater scope to set out individual agreements which support faster delivery. The updated CTI process is shown in Figure 6.

Figure 6: Consent to implement process


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5.28 Certain approvals are required when entering and exiting the operational regime testing in order to maintain control. In an ALR scheme, the key stage transition criteria are provided in Table 6.

Key activities for CTI entry criteria

The Statutory Instrument (SI) is in place

End-to-end systems commissioning (including SAT2) and RSA Stage 3 has been completed

Relevant documentation (including BD 62/07 and MCH 1349) has been updated

Operator and MSP training has been completed

Key activities for CTI exit criteria

Faults are at acceptable levels

Operational regime testing has been successfully completed1

Queue detection has been tested and validated2

Systems are accurate and RCC is ready to ‘go live’

Table 6: Consent to implement: stage transition criteria

5.29 While stakeholder agreement is required to transition between stages, agreement does not void the responsibilities of the construction supplier delivering the scheme of ensuring RCC readiness.

Implications for Hard Shoulder Running

5.30 The ALR design is now the preferred solution for future Smart Motorway schemes, however; guidance provided within this section is still required for those Hard Shoulder Running (HSR) schemes that are yet to be handed over into operations. The operating regime testing implications for HSR schemes are shown in Figure 7.

5.31 The first part of the approach is similar to that proposed for ALR schemes. TTM supported by fixed plate speed limit signs are retained to close Lane Below Signal (LBS) 1 to traffic while SAT3 testing is completed for signs, signals, MIDAS (LBS 2-4), ERTs and HADECS. PTZ CCTV coverage can also be verified at this stage.

5.32 Once these tests have been completed, the fixed plate speed limits and TTM can be removed, enabling HSR testing to commence. Reduced speed limits can be shown on signals, where required. Following successful completion of HSR trials, full dynamic hard shoulder running can be introduced.

1 SAT3 to be completed for CCTV, Signs and Signals, ERT and an appropriate space-time plot of traffic speeds for running lanes 2 Queue detection will be validated for the running lanes. Completion of 4 lane space-time plot of traffic speeds to be completed within 5 days of the Traffic Management being removed.


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Figure 7: Testing implications for HSR

5.33 One key decision relates to whether advisory speed limits are deployed during handover. Factors that influence the decision include:

Presence of an approved Statutory Instrument: Schemes should initiate the process of obtaining their Statutory Instrument well in advance of the undertaking of their operating regime testing. In the event of not having the SI in place, advisory speeds may be used as a temporary measure.

Local operational experience: Advisory limits provide a gradual introduction to the full technology toolkit which may benefit RCC staff not previously exposed to variable mandatory speed limits.

Local road user exposure to VMSL: Schemes in areas without mandatory speed signals may wish to introduce the concept to the travelling public through advisory speed signals.

Other factors: These include scheme sectional construction, site data restrictions and other regional constraints.

5.34 Where interim advisory speed limits are not deployed, the scheme will proceed directly to variable mandatory speed limit (VMSL) and HSR trials. This is the preferred option as it reduces both the need for an additional site data load, and the time and risk taken to progress from ‘Asset Readiness’ to acceptance into operation and maintenance.


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Interim Scheme Specific Maintenance (ISSM)

5.35 A key activity during handover relates to maintenance of infrastructure (both civil and technology) constructed and/or installed as part of the scheme. The levels of maintenance are outlined in Table 2.

5.36 To support the delivery of sustainable value through management of the supply chain, the scheme may wish to consider the use of the existing Service Providers under the scheme contract for the continued provision of:

Routine maintenance: To conduct routine maintenance (in accordance with their agreed levels of service and maintenance specifications) of any newly installed assets, in conjunction with existing assets outside the scheme area. Existing MSPs can provide (1) greater economies of scale for the HA through maintenance amalgamation of scheme assets with wider area assets, (2) better consistency with existing systems, processes and procedures with minimal additional effort and (3) a consistent approach to manage and mitigate H&S information and implications.

Monitoring: Monitoring of HALOGEN, TPMS, CMDTE, TVBS and HATMS to identify faults is already undertaken by MSP as part of their wider network role, in order to ensure service levels are achieved. If the MSPs are not employed, additional access and security requirements would be required to meet TTDs implementation of ISO27001; and further access would be required for PEW. MSPs are already recognised as the first port of call for many Third Parties (i.e. RCC, DNO, NRTS, and NTIS etc) meaning additional communications protocols would be required between these groups and new parties.

Fault rectification: The technology selected for major schemes is broadly consistent across the network, meaning MSPs are likely to already hold spares. As a competently trained maintainer of technology assets they should have the appropriate plant and equipment required to access and rectify faults, access to TPMS for closing out faults, and 24/7 working arrangements. Where new types of technology are being deployed on a scheme, some of these considerations may be less relevant.

Calibrating Smart Motorways

5.37 In accordance with MCH 2584 (Draft), the scheme is responsible for conducting the initial calculations prior to implementing speed and flow thresholds in HATMS, and any subsequent post implementation calibration of those thresholds.

5.38 Note: In instances where the Works Information requires the construction supplier to provide a Scheme Optimisation Engineer who will undertake the threshold calculation and calibration, then calibration is not required for Completion. Nevertheless the construction supplier must ensure that the calibration activities are undertaken in a timely fashion, as agreed with the Senior User, with any revisions to the thresholds being provided to the Site Data Design as soon as practicable.


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Initial threshold review

5.39 Once the scheme has been opened to traffic at the national speed limit, the initial speed and flow threshold values (derived from pre-construction data) used in the initial site data load should be reviewed in accordance with MCH 2584 (Draft) Product COM3.

5.40 Following this review, a recommendation can be made as to whether the section of the motorway can be operated as a ‘Controlled Motorway’. If, for any reason, the recommendation is that the section should not be operated as a Controlled Motorway, the review period should be extended to capture 56 days’ worth of actual traffic data. This robust data set is then used to revise the thresholds prior to Controlled Motorway implementation.

5.41 The System Performance Monitoring report may identify sites where the threshold values need to be updated. Depending on the number of sites, small changes can be carried out via the Engineers Console on the HATMS system, with agreement of the RCC. Any such changes will need to be included into HATMS site data during the next site data load.


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6 Stage E: Acceptance into Operation and Maintenance

6.1 This should be a short and largely administrative stage whereby documents, sign-offs and certificates are completed.

Roles and responsibilities for Acceptance into Operation and Maintenance

Task Co

nst

ruct

ion

Su

pp

lier

Sch

eme

Des

ign

er

NR

TS

Tec

hM

AC

/ R

TM

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MA

C/

AS

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MP

Pro

ject

Man

ager

ND

D S

enio

r U

ser

Lea

d O

per

ati

on

s M

anag

er T

MD

an

d R

CC

Op

erat

ion

s M

anag

er

Sch

eme

CD

M C

oo

rdin

ato

r

Formal handover completed R C C C A C C Issue completion report to start defect liability period R I C C A C C

Finalise H&S File C I C C A I C R Review initial thresholds and complete calibration as per MCH 2584 (Draft)

R/C* R/C* I A I C

Termination of the DLOA C C C C C R A C I Key: R: responsible, A: accountable, C: consulted and I: Informed.

R/C* - As required by the Works Information.

Table 7: Roles and responsibilities during acceptance into operation and maintenance

Key considerations during acceptance into operation and maintenance


Where a sectional handover has been agreed, each section should be brought together and reviewed for completeness, resulting in one single H&S File for final sign off.

For civils handover, the construction supplier should give particular attention to the completion of the Handover Schedule as it contains requirements and interdependencies with technology and operational handover products. For sectional handover, the scheme will likely have an RSA1, RSA2 and an interim RSA3 completed for each section. The final RSA3 will be undertaken for the scheme as a whole.

For technology handover, the construction supplier must finalise MCH 1349 and BD62 and hand them over to the relevant MSPs.


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Operational and maintenance handover will not always be concurrent, and the construction supplier will need to engage with the NDD Senior User and Lead Operations Manager to agree the programme.

The required PCF products must be agreed and signed-off or be in a state of agreement between the parties to demonstrate readiness for SGAR6.

Finalising the Health and Safety File

6.3 The H&S File should include certifications, information about any agreed exceptions, and any other documentation required for handover to, or acceptance into, operation and maintenance. All documents must be complete, with supporting material (such as trackers) closed out in accordance with IAN 105 requirements.

6.4 Asset data is to be handed over in accordance with the agreed approach. The ADMM Major Scheme Addendum details the requirements that must be fulfilled in terms of asset data, as well as detailing the process and responsibilities for uploading data to the HA’s primary asset data systems.

6.5 Where sectional handover has been agreed, a single H&S File should be prepared with relevant information from each section; this should be in an electronic format as shown within the PCF product and in accordance with the Works Information and IAN 105. A gap analysis of the combined file must be carried out to ensure compliance with H&S legislation, prior to seeking CDM Coordinator sign off and MP project manager client acceptance.

Scheme handover

6.6 When handing over a scheme (or section thereof) into operation and maintenance, there are three factors to consider:

handover of the civil infrastructure,

handover of the technology infrastructure and equipment, and,

handover of the scheme in to operation

6.7 The construction supplier is responsible for ensuring the handover criteria are met by the end of the operational regime testing period, as this will facilitate formal handover.

6.8 Frequent engagement with the MSP enables handover requirements to be understood and completed to programme. Failure will result in handover delays, increasing the maintenance and staffing costs incurred by the construction supplier.

6.9 Irrespective of the approach adopted, the requirements for handover will remain largely unchanged. This is because the primary impact is on the timing of product delivery within the scheme programme.

6.10 Note: Where sectional handover is used, SGAR6 should only be completed once per scheme (not once per section), to minimise administrative activities associated with completing SGAR6 and ensure that SGAR6 takes account of the entire scheme.


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Criteria for handover of civil infrastructure into maintenance

6.11 Requirements are defined in the Maintenance Handover Certificate within the PCF product ‘Civils Maintenance (MAC/ ASC) Handover Documentation & Certificate’.

6.12 The construction supplier should give particular attention to the completion of the Handover Schedule as it contains numerous requirements and interdependencies with technology and operational handover products. Where sectional handover is proposed on a scheme, an RSA1, 2, and 3 will be required for each section, with the final RSA3 taking cognisance of the complete scheme.

Criteria for handover of technology infrastructure and equipment into maintenance

6.13 Requirements are defined in the Maintenance Handover Certificate within the PCF product ‘Technology Maintenance (TechMAC/ RTMC) Handover Documentation & Certificate’.

6.14 The process is defined in MCH 1349 and supported by MCH 1980. Unless otherwise agreed with the NDD Senior User, all MCH 1349 requirements must be met in advance of handover.

6.15 The requirements of Section 4.9 of MCH 1349 (Acceptance Testing) are known to impact the handover process. The construction supplier should ensure that they carry out Acceptance Tests which demonstrate that all systems meet requirements, and are suitable for handover. This can be achieved by completing the following:

Acceptance Testing - Infrastructure and Transmission;

Acceptance Testing - Technology Equipment;

Acceptance Testing – System Software and Site Data; and,

Performance Monitoring Period

6.16 These four activities are essential in achieving technology handover, as they demonstrate that the systems delivered are suitable and ready for use in a live environment.

6.17 Note: There are additional requirements which need to be met prior to handover e.g. electrical test certificates, spares, and training (refer to MCH1349 for full details). The construction supplier should consider meeting these requirements as early in the programme as possible, before conducting a final review at this stage to confirm all requirements have been met.

Criteria for operational handover

6.18 Requirements are defined in the Operational Handover Certificate within the PCF product ‘Operational (RCC) Handover Documentation & Certificate’.

6.19 The construction supplier must be aware that handover into operations and handover into maintenance are not always concurrent. Early engagement with NDD Senior User and Lead Operations Manager is advised to agree the


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delivery programme and discuss the maintenance arrangements throughout the scheme lifecycle (particularly during ISSM).

Outstanding defects and faults

6.20 Before handing the scheme over (to NDD and TMD), the MP project manager and the construction supplier must ensure that all outstanding defects and faults arising from construction and technology installation have either been addressed, or in extreme situations are recorded in the Exception Report / Outstanding Matters Checklist, which forms part of the handover PCF Products.

Smart Motorways calibration

6.21 Construction suppliers and scheme designers should ensure they have referred to MCH 2584 (Draft) to understand the extent of system calibration required from the scheme.


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7 Stage F: Post Handover

7.1 The scheme is being operated and maintained under normal network conditions. The 12 month defect liability period does however mean the construction supplier has an underlying responsibility.

Roles and responsibilities for post handover

Task C

on

stru

ctio

n S

up

plie

r

Sch

eme

Des

ign

er

NR

TS

Tec

hM

AC

/ R

TM

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MA

C/

AS

C a

nd

S

ervi

ce D

eliv

ery

Man

ag

er

MP

Pro

ject

Man

ager

ND

D S

enio

r U

ser

Lea

d O

per

ati

on

s M

anag

erT

MD

an

d R

CC

Op

erat

ion

s M

anag

er

NT

IS

If required, update H&S file during defect liability period

I C C R A I I

If required, update associated technology asset list

C R A I I

Key: R: responsible, A: accountable, C: consulted and I: Informed.

Table 8: Roles and responsibilities during post handover

Key considerations during post handover


Before Project Closeout, a Review Workshop should be held and, if deemed necessary, a Closure Checklist produced to include details of all outstanding claims and issues and identify who is to be responsible for their resolution.

Updates may be required to the H&S File during the defects liability period.

The optimisation process may require additional site data loads to modify the initial speed / flow thresholds. Changes will be the responsibility of NDD.

Changes to technology equipment under defect liability may require the technology asset list to be updated; the project manager is responsible for ensuring this takes place, in line with MCH 1399.

Project closeout

7.3 Prior to Project Closeout, a Review Workshop should be held and, if deemed necessary, a Closure Checklist produced and agreed with the NDD Senior User.


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7.4 This checklist should include details of all outstanding claims and issues (including any remaining issues from the Outstanding Matters Checklist), and identify who is to be responsible for their resolution.

7.5 The objective is to achieve Project Closeout as soon as reasonably practicable after handover. Stage 7 of the PCF process (Closeout) affords the opportunity for a final revision of all handover documentation. Once this has been completed, SGAR 7 may take place, which formally closes out the scheme.

Updating the Health and Safety File during the defects liability period

7.6 The CDM Coordinator’s role terminates once the H&S File has been accepted, with any associated duties and responsibilities reverting back to the client.

7.7 If, during the defects liability period, any updates to the H&S File are required, the NDD Senior User will ensure a CDM Coordinator (and Designer as required) is engaged to update the H&S File so that it accurately reflects the current status of the network.

Smart Motorways post opening optimisation

7.8 The definition of optimisation and responsibilities associated with it can be found in MCH 2584 (Draft). Schemes should refer to this to ensure they are clear where their responsibility ceases and that this understanding is shared with the NDD Senior User.

Site data implications during post handover

7.9 Changes to the MIDAS speed flow thresholds identified during the post-opening optimisation period will require corresponding changes to site data. More details can be found in stage A.


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Annexes


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Annex A – Glossary of acronyms and terms

Acronym/Term Description

AMOR Asset Maintenance and Operational Requirements (Specification used by ASC)

ADMM Asset Data Management Manual ADS Advanced Direction Signs ALR All Lane Running

ASC Asset Support Contract (Maintenance Service Provider for Civils)

Audit Team Leader Role defined by HD19 Road Safety Audit BIM Building Information Modelling CAD Computer Aided Design CCTV Closed Circuit Television CDM Construction Design and Management Regulations 2007

CDM Coordinator A defined role from the CDM Regulations 2007 (appointed by the Highways Agency for major schemes)

CDM Duty Holder A person with defined legal duties regarding H&S (as per the CDM Regulations 2007)

CMDTE Centralised Maintenance Depot Terminal Equipment (ERTs)

Construction supplier Contractor delivering the scheme on behalf of Major Projects (sometimes referred to as a Delivery Partner)

CPP Construction Phase Plan CTI Consent to Implement DBFO Design Build Finance Operate Delivery HUB Smart Motorways Delivery HUB DfT Department for Transport DLOA Detailed Local Operating Agreement DMRB Design Manual for Roads and Bridges DNO Distribution Network Operator (referring the electricity supplier) ERT Emergency Roadside Telephones GeneSYS Consortium who manage NRTS consortium GSL Government Soft Landings H&S Health and Safety HADECS Highways Agency Digital Enforcement Camera System HALOGEN HA Logging Environment

Handover Manager A role appointed by the construction supplier to lead and coordinate all handover related activities

HATMS Highways Agency Traffic Management System HSR Hard Shoulder Running IAM IS Integrated Asset Management Information System ICCS Integrated Communications Control System ID Identification IP Internet Protocol (Communications) ISSM Interim Scheme Specific Maintenance LCGOD Leadership and Capability Group Operational Delivery Lead Operations A Highways Agency, TMD role based in the Regional Control


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Acronym/Term Description Manager Centre and nominated to liaise on scheme delivery LiDAR Light Detection and Ranging MAC Managing Agent Contractor MIDAS Motorway Incident Detection and Automatic Signalling MMOMB Managed Motorways Operations Management Board MOU Memorandum of Understanding MP Major Projects Directorate (Highways Agency) MRP Maintenance Requirements Plan MRSS Maintenance and Repair Strategy Statement MS4 Motorway Signal Mark 4 (Pictogram capable)

MSP Maintenance Service Provider – a contractor who provides maintenance services on the strategic road network on a routine basis

MTBF Mean Time Between Failures

NDD Network Delivery and Development Directorate (Highways Agency)

NDD Senior User The NDD Divisional Director for the Region (represents end user interests in scheme delivery)

NTIS National Traffic Information Service NRTS National Roads Telecommunications Service NSDCN National Site Data Change Number O&M Operations & Maintenance PCF Project Control Framework PCI Pre-construction Information PEW Planned Engineering Works

Principal Contractor A defined duty holder under CDM 2007, who is usually the main or managing contractor for the work (construction supplier)

PTZ Pan tilt zoom camera RCC Regional Control Centre ROB Regional Operations Board

Road Safety Auditor Appropriately qualified person for carrying out Road Safety Audits

RSA Road Safety Audit RSC Roadside Controller

RSDD Regional Site Data Designer is responsible for assuring the quality of site data on behalf of a technology maintenance service provider.

RTMC Regional Technology Maintenance Contract RTOL Regional Technology Operational Lead SAT Site Acceptance Test Scheme designer Supplier to Major Projects responsible for design Scheme Optimisation Engineer

A technician responsible for adjusting the algorithms operating controlled motorways

SDAG Site Data Action Group SDC Site Data Centre SDD Site Data Designer


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Acronym/Term Description SDT Service Delivery Team SGAR Stage gate assessment review SI Statutory Instrument SMIS Structures Management Information System TechMAC Technology Managing Agent Contractor TM Traffic Management TTM Temporary Traffic Management TMMM Technology Management and Maintenance Manual TPMS Technology Performance Management System TSRGD Traffic Signs Regulations and General Directions 2002 TVBS 2G CCTV Base Station UMSUG Unmetered Supplies User Group VASL Variable Advisory Speed Limits

Works Information Contractual document containing detailed breakdown of requirements


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Annex B – RACI Definition

Reference Description Accountable (“A”)

The individual who is ultimately answerable for the function/activity. Includes ‘yes’ or ‘no’ authority and veto power. Only one ‘A’ can be assigned to a function and this accountability cannot be delegated to another role.

Responsible ("R")

This person is responsible for action/implementation and typically the individual(s) who actually complete the task, the doer. However in some circumstances this person may delegate parts of the work to others, including other organisations. Under these circumstances, they retain responsibility for ensuring that the task is completed. Responsibility can be shared, with the degree of responsibility on each person determined by the 'Accountable' person.

Consulted ("C")

The individual(s) to be consulted prior to a final decision/action. Communication should be two way, there being a requirement on whoever is consulted to respond to the information provided.

Informed ("I")

The individual(s) who needs to be informed after a decision/action is taken. The communication is one way. There is no requirement for an informed person to respond.

"A" the person who ensures the task happens, only one person

"R" the person(s) who will do the task, may be one person or a team

"C" the person(s) who are consulted

"I" the person(s) who are informed


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Annex C.1 – Mobile Mapping Data Process Map


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Annex C.2 – Drainage Data Process Map


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Annex C.3 – Carriageway Inventory Process Map

Carriageway InventoryP

reli

min

ary

Des

ign

<95%

Imagery

Workflow

IAM-ISCarriageway

InventoryADMM App. E

Gap Analysis Report

SPS Framework

Mobile Mapping Survey

Submit to MP Project Manager>95%

Use for purpose

Recollect Carriageway


Commission Survey

3 Quotes Minimum

Current/Complete?

Desktop Validation

Prepare CE documentation

Valid CE?No

Yes

Provide Inventory to

MSP to update IAM-IS

IAM-ISCarriageway


From most recent cyclic survey – contact Asset

Management Office

Note: The Asset Management Office are creating new

carriageway inventory datasets in accordance with ADMM

Appendix E. Schemes should check the availability of this data when they request data from Maintenance Service

Providers

Glossary: ADMM: Asset Data Management Manual MSP: Maintenance Service ProviderIAM IS: Integrated Asset Management Information System SPS: Specialist Project Services

interim advice note 182/14 major schemes: … advice note 182/14 major schemes: enabling handover...

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