HIGHWAYS ENGLAND. Asset Information Group ASC PROVIDER REQUIREMENTS. March Version: 7.0 ASSET DATA MANAGEMENT MANUAL

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1 HIGHWAYS ENGLAND Asset Information Group ASSET DATA MANAGEMENT MANUAL ASC PROVIDER REQUIREMENTS March 2018 Version: 7.0 This document MUST be used in conjunction with the ADMM Principles and Core Requirements Asset Data Management Manual - Page 1 of 64 Date of Issue: March 2018

2 This page is left intentionally blank Asset Data Management Manual - Page 2 of 64 Date of Issue: March 2018

3 Revision Sheet For revisions across all ADMM documents: see external Revision Log: ADMM_Revision_Log.xls Version Date Issued 3.0 April September March September March 2018 Asset Data Management Manual - Page 3 of 64 Date of Issue: March 2018

4 Contents Revision Sheet Governance Scope of The Employer s and Provider s General Roles The Employer s Role Overview Provider s Role Overview Delegated Asset Custodian Responsibilities Quality Plan Core Process Executive Owner - Establish Network Needs Asset Data Custodians Network Referencing Manager (NRM) and Deputy Pavement Data Custodian Structures Data Custodian Geotechnical Maintenance Liaison Engineer (GMLE) Drainage Liaison Engineer (DLE) Flooding Champion ICT Account Liaison Officer (ALO) Carriageway Inventory Data Custodian Lighting Liaison Engineer (LLE) Environmental Liaison Co-ordinator (ELC) Asset Data Management Policy and Standards Quality Plan Manage Asset Data Process(s) Development of Improved Asset Data Management Methodologies Asset Data Audit, Assurance and Compliance Data Audit Annual Asset Data Review Asset Data Management Improvement and Optimisation Correction of Asset Data Deficiencies Continuous Improvement Asset Data Lifecycle Requirements Asset Data Requests from the Employer Scope Outcome Requirements Other Asset Data Requests Asset Data Management Manual - Page 4 of 64 Date of Issue: March 2018

5 2.2.1 Outcome Requirements Asset Data Update Post Works Scope Outcome Requirements Asset Data Post Works Population/Update (Other Schemes) Scope Outcome Requirements Asset Data Update Post Assessment/Survey Scope Outcome Requirements Planning and Recording Asset Inspections Scope Outcome Requirements Planning and Recording Routine and Planned Maintenance Activities Scope Outcome Requirements Managing and Recording Customer Enquiries and Incidents Scope Outcome Requirements Major Schemes Introduction Pre-works Construction Handover Asset Data Management Systems Asset Data Management Systems Overview Employer Routine and Planned Maintenance System: IAMIS Scope of Data, Functionality and Provider s Role Asset Data Management Manual - Page 5 of 64 Date of Issue: March 2018

6 3.2.2 Asset coding for use in IAMIS Maintenance Management in IAMIS General Maintenance Sections and Road Groups Routine and Planned Maintenance Inspections Customer Enquiry and Customer Incident Data in IAMIS General Required and Mandatory Fields Reference Data Transfer Requirements General data transfer requirements Special requirements for the use of comma separated text files in IAMIS Provider Asset Data Information Systems Capture and Storage of Data outside Employer Asset Data Systems Scope Outcome Requirements Asset Specific Requirements Approved Network Model Scope Outcome Requirements Pavement Visual Surveys Visual Condition Surveys (VCS) on Concrete Surfaced Pavements Machine Survey Pre-Processor (MSP) Fitting Data to the Network Employer Commissioned Surveys Provider Commissioned Surveys Structures General Scope of Highway Structures Type of Records required in Employer s Structures Data Management System Data input to Employer s Structures Data Management System for new build, modifications and renewals Asset Data Management Manual - Page 6 of 64 Date of Issue: March 2018

7 4.3.5 Supply of Structure Records in Connection with Changeover of Responsibility Supply of Records for Structures on the HE Network Owned by Others Supply and Upkeep of Operational Records for Existing Structures Maintenance Inspections Maintenance Inspections The Management of Sub-Standard Highway Structures, Concrete Half Deck and Hinge Deck Structures Geotechnical Drainage Scope Outcome Requirements Lighting Scope Outcome Requirements Contacts Building Carriageway Control Environmental Landscape Paved Area Road Restraint Reference Documents Asset Data Management Manual - Page 7 of 64 Date of Issue: March 2018

8 1 Governance 1.1 Scope of The scope of this document incudes all asset data that the Provider is responsible for managing as defined in the contract. This document is a specific instance of the ADMM Local Requirements that relates to ASC Providers and must be used in conjunction with the ADMM Principles and Core Requirements. 1.2 The Employer s and Provider s General Roles The Employer s Role Overview The Employer s responsibilities in the ADM process are to; Provide the following asset data systems, or other future systems that may provide broadly equivalent functionality, for the retention of and access to asset data to enable the Provider to fulfil their contractual duties to maintain the asset data in a complete, current and accurate state: o o o o o Integrated Asset Management Information System (Routine and Planned Maintenance) Pavement Data Management System Structures Data Management System Geotechnical Data Management System Drainage Data Management System Provide the initial population of asset data available at the beginning of the contract through the above systems for the Provider to maintain, update and report on as per their contractual obligations The current systems are detailed in the Annex 6 of the Provider s contract and ADMM - Additional Information. Please note the Employer also provides other asset data systems that are not currently in the scope of the ADMM Provider s Role Overview The full value of asset data to the Provider and the data owner (the Employer) can only be realised when data is substantially correct, current and complete. The Provider is responsible for ensuring that the Employer s asset data is up to date and accurate during the contract period (to the required quality as defined by their respective contract). The Provider has a responsibility to report asset data in an accurate manner ensuring that there can be no misinterpretation caused by their analysis or reporting methods. The Provider is responsible for maintaining data required for the operational management of the asset. Where the current systems defined in the contract (both Employer s and Provider s) do not provide a means through which to capture, retain or analyse an asset data type, the Provider must provide a medium through which to achieve this on behalf of the Employer. This means must be agreed by the Service Manager. The Provider must comply with this document or obtain agreement to depart from it in accordance with the contract requirements set out in Service Information Annex 25. Asset Data Management Manual - Page 8 of 64 Date of Issue: March 2018

9 1.3 Delegated Asset Custodian Responsibilities The Provider is responsible for ensuring that the Employer s asset data is up to date and accurate. To assure that they are meeting this requirement the Provider will implement the following asset data governance roles. These roles are not mutually exclusive and one individual in the Provider s organisation may carry out more than one role Quality Plan Core Process Executive Owner - Establish Network Needs In addition to the responsibilities set out in the contract, the Executive Owner of the Quality Plan Core Process Establish Network Needs, incorporating the Sub Process Manage Asset Data, will deliver the following responsibilities; The Quality Plan Core Process Executive Owner will; Provide sponsorship of the ADM processes in the supply chain organisation Take strategic responsibility for the asset data quality in the supply chain organisation Appoint and assign the appropriate roles within their organisation to discharge their asset data responsibilities assuring high quality data (e.g. Asset Data Custodian) Ensure that the appropriate processes are in place in their organisation to deliver high quality data Communicate the processes and raise awareness of them throughout their organisation Act as the senior point of contact with the Service Manager in relation to asset data management Asset Data Custodians The Provider will appoint a number of asset data custodians to control quality and ensure custodial care of asset data in the Provider s organisation. The roles of these asset data custodians are not mutually exclusive and one individual in the Provider s organisation may carry out more than one role. In accordance with the Asset Data Ownership section of the ADMM Principles and Core Requirements, the asset data custodians will ensure that all relevant asset data is: o complete; o correct; o accurate; o current o integral from point of capture to point of load into the relevant primary asset data system; o compliant with the relevant standards; o available in the relevant asset data system in a timely manner; and o referenced using the metadata as defined in the relevant asset data management system Network Referencing Manager (NRM) and Deputy The Provider must designate a member of their staff, the NRM and a deputy. The Employer maintains a schedule of nominated NRMs and their deputies. Any changes to the Provider s NRM or deputy must be notified to the Service Manager within 10 working days. The new NRM and/or deputy must be fully apprised of the Approved Network maintenance procedures. The NRM and deputy must have attended the NRM course run by the Employer or other persons authorised by the Employer. The NRM: Asset Data Management Manual - Page 9 of 64 Date of Issue: March 2018

10 Is responsible for the accuracy, completeness and timeliness of the updates to the Approved Network Model in their Contract; and Is responsible for liaison with the Employer s Network Auditor regarding section referencing when necessary Pavement Data Custodian This role is responsible for controlling the quality of pavement asset data in the Employer s Pavement Data Management System. The Pavement Data Custodian will: Ensure compliance with all data management specifications relevant to managing the pavement asset; Act as focal point to receive any communications regarding development changes to Employer s Pavement Data Management System and redistribute to all relevant personnel within the Provider s organisation; Act as focal point to receive any communications regarding changes to the specifications for data management related to pavement asset management data and redistribute to all relevant personnel within the Provider s organisation; Be first point of contact for providing access to the Employer s Pavement Data Management System for the Provider s Team; and Manage access rights to the Employer s Pavement Data Management System for the Provider s Team Structures Data Custodian This role is responsible for controlling the quality of structures asset data in the Employer s Structures Data Management System. The Structures Data Custodian will: Ensure compliance with all data management specifications relevant to managing the structures asset; Act as focal point to receive any communications regarding development changes to Employer s Structures Data Management System and redistribute to all relevant personnel within the Provider s organisation; Act as focal point to receive any communications regarding changes to the specifications for data management related to structures asset management data and redistribute to all relevant personnel within the Provider s organisation; Be first point of contact for providing access to the Employer s Structures Data Management System for the Provider s Team; and Manage access rights to the Employer s Structures Data Management System for the Provider s Team Geotechnical Maintenance Liaison Engineer (GMLE) The Provider s GMLE is appointed to be responsible for all geotechnical matters carried out by the Provider, including geotechnical asset data. The appointment of the Provider s GMLE is defined in HD 41 and associated guidance. The GMLE will: Liaise with the Employer s Geotechnical Advisor as required; Ensure compliance with all data management specifications relevant to managing the geotechnical asset; Asset Data Management Manual - Page 10 of 64 Date of Issue: March 2018

11 Act as focal point to receive any communications regarding development changes to the Employer s Geotechnical Data Management System and redistribute to all relevant personnel within the Provider s organisation; Act as focal point to receive any communications regarding changes to the specifications for data management related to geotechnical asset management data and redistribute to all relevant personnel within the Provider s organisation; Be first point of contact for providing access to the Employer s Geotechnical Data Management System for the Provider s Team; and Manage access rights to the Employer s Geotechnical Data Management System for the Provider s Team Drainage Liaison Engineer (DLE) The Provider s DLE is appointed to be responsible for all drainage surveys, maintenance and renewals. The appointment of the DLE is defined in the AMOR document. The DLE will: Ensure compliance with all data management specifications relevant to managing the drainage asset; Act as focal point to receive any communications regarding development changes to the Employer s Drainage Data Management System and redistribute to all relevant personnel within the Provider s organisation; Act as focal point to receive any communications regarding changes to the specifications for data management related to drainage asset management data and redistribute to all relevant personnel within the Provider s organisation; Be first point of contact for providing access to the Employer s Drainage Data Management System for the Provider s Team; and Manage access rights to the Employer s Drainage Data Management System for the Provider s Team Flooding Champion This role is responsible for the integration and coordination of flood risk management within their contract. This role may be carried out by the DLE as defined in AMOR document. The Flooding Champion will: Ensure compliance with all data management specifications relevant to managing the flood hotspots; Act as focal point to receive any communications regarding development changes to the Employer s Drainage Data Management System in relation to flooding data and redistribute to all relevant personnel within the Provider s organisation; and Act as focal point to receive any communications regarding changes to the specifications for data management related to flooding data and redistribute to all relevant personnel within the Provider s organisation ICT Account Liaison Officer (ALO) The Provider s ALO is responsible for protecting the integrity of the asset data held in the Employer s Information Systems by ensuring that only authorised users have access to the systems. This role is fully documented within the contract but must be understood as a data governance role as well. The ALO will: Asset Data Management Manual - Page 11 of 64 Date of Issue: March 2018

12 Ensure that all users of the Employer s system(s) comply with the requirements set out in the documents comprising the Application for External Access (available from the Service Manager); Liaise directly with ICT with responsibility for managing Provider user accounts and any issues arising as a result thereof; Arrange access via ICT to Provider staff required to use Employer information systems; and Liaise with the GMLE and DLE to ensure that there is an accurate single record of which Provider Staff have access to which Employer information systems Carriageway Inventory Data Custodian This role is responsible for controlling the quality of carriageway inventory asset data (as defined in Section 4) in the Employer s Routine and Planned Maintenance System and the Provider s system(s) for capturing and storing Carriageway Inventory data not held by the Employer. The Carriageway Inventory Data Custodian will: Ensure compliance with all data management specifications relevant to managing the Carriageway Inventory; Act as focal point to receive any communications regarding development changes to Employer s Routine and Planned Maintenance System and the Provider s system(s) for capturing and storing data not held by the Employer, and redistribute to all relevant personnel within the Provider s organisation; and Act as focal point to receive any communications regarding changes to the specifications for data management related to the Carriageway Inventory asset management data and redistribute to all relevant personnel within the Provider s organisation Lighting Liaison Engineer (LLE) The Provider s LLE is appointed to ensure the provision of timely and up to date inventory data to meet the requirements of the National Electrical Supply Contract. The Lighting Liaison Engineer s duties will include: The submission of the inventory monthly return to the System Administrator; Follow up on error correction of the inventory as advised by the System Administrator or unmetered supplies operator (UMSO); and Ensuring that all the equipment is maintained in good working order Environmental Liaison Co-ordinator (ELC) The Provider s ELC is appointed to ensure coordinate and oversee environmental operations to ensure regulatory compliance and permit renewal. The ELC s duties will include: Working with cross-functional teams to maintain environmental management and monitoring programmes as well as developing and encouraging sustainability reporting; and Assess potential environmental risks and develop mitigation plans. Follow and enforce environmental health and safety procedures along with CDM regulations. Asset Data Management Manual - Page 12 of 64 Date of Issue: March 2018

13 1.4 Asset Data Management Policy and Standards The Asset Data Management Policy and Standards Function sets out the obligations of the Provider concerning the continual improvement and development of the processes in place for managing asset data within the ASC Quality Plan Manage Asset Data Process(s) The Provider will set out how they will manage asset data as part of their Quality Plan (in accordance with the requirements of the contract) Development of Improved Asset Data Management Methodologies The Provider continually seeks to improve the delivery of asset data management (including but not limited to data capture and analysis) in line with the overarching requirements. Any changes to delivery of asset data management as required by these standards will require an agreement to depart from them in accordance with Annex 25 of the contract. 1.5 Asset Data Audit, Assurance and Compliance Asset Data Audit, Assurance and Compliance provides check points for the Employer and Provider to review and ensure the accuracy of Asset Data and efficiency of the Asset Data Management process Data Audit The Provider is required under the contract to submit to regular audit of their Quality Management Plan, this will include the audit of the Sub Process Manage Asset Data as defined in Annex 24 of the contract Annual Asset Data Review The Provider is responsible for maintaining the asset data in a complete, current and accurate manner. To demonstrate that they are complying with this requirement the Provider will regularly review the asset data for completeness, currency and accuracy and identify any deficiencies for correction in Section Continuous Improvement. The Provider will undertake a review of the asset data held in the Employer s and Provider s asset data systems for completeness, currency and correctness 12 months after the access date and every 12 months after that until the end of the contract period. The Provider will record all deficiencies found through the review. o Deficiencies identified that are due to the Provider s non-compliance with the contract and this document will be raised as a Non Conformity Report (NCR). o Deficiencies identified that occurred prior to the contract but were not identified by the Provider at the beginning of the contract will be notified to the Employer s Service Manager within 5 working days of identification. The Provider s responsibilities are; o To review all asset data every 12 months starting from access date. o To raise deficiencies to the Service Manager within the defined timescales Asset Data Management Manual - Page 13 of 64 Date of Issue: March 2018

14 1.6 Asset Data Management Improvement and Optimisation The Asset Data Management Improvement and Optimisation Function is structured to ensure that asset data held by the Employer and the Provider is correct and that processes are in place to regularly monitor and improve asset data and asset data management Correction of Asset Data Deficiencies The Provider has a requirement to maintain the Employer s asset data in a complete, current and correct manner throughout the contract period. To ensure they are able to comply with this they must undertake a yearly review. Any deficiencies identified through the annual review, excluding those identified at the beginning of the contract period as defined in Annex 25 of the contract, must then be corrected by the Provider. The Provider will correct all contractual non-compliance deficiencies in asset data completeness, currency and/or accuracy identified in Section Annual Asset Data Review, and as specified in the contract within 20 working days of identification. Section Annual Asset Data Review requires the Provider to identify all deficiencies in asset data completeness, currency and accuracy. Where the deficiency occurred prior to the current contract access date and was not identified at the beginning of the contract as required in Annex 25 of the contract, the Provider will notify the Service Manager within five working days. When directed by Service Manager the Provider will correct the deficiencies in asset data within 20 working days. The Provider is responsible for: o Ensuring all corrections of asset data deficiencies are updated in a timely manner; and o All corrections are complete, current and accurate Continuous Improvement The Provider shall continually seek to improve the delivery of asset data management (including but not limited to data capture and analysis) in line with the overarching requirements. Improvements may be identified by sub processes in Section 1.5 Asset Data Audit, Assurance and Compliance. Any changes to delivery of asset data management as required by these standards will require an agreement to depart from them in accordance with Annex 25 of the contract. Asset Data Management Manual - Page 14 of 64 Date of Issue: March 2018

15 2 Asset Data Lifecycle Requirements This Section details the asset data lifecycle requirements that the Provider must deliver to ensure complete, current and accurate asset data. Further asset-specific processes are detailed in Section 4 of this document. The asset data lifecycle requirements are specific instances of the generic data lifecycle stages described in the ADMM Principles and Core Requirements, as shown in the table below. Generic Data Lifecycle Stage Capture/Update Specific Data Lifecycle Requirement Asset Data Update Post Works Asset Data Post Works Population/Update (Other Schemes) Asset Data Update Post Assessment/Survey Planning and Recording Asset Inspections Planning and Recording Routine and Planned Maintenance Activities Managing and Recording Customer Enquiries and Incidents Share Asset Data Requests from the Employer Other Asset Data Requests Major Schemes Table 1: Mapping Specific Data Lifecycle Requirements Asset Data Management Manual - Page 15 of 64 Date of Issue: March 2018

16 2.1 Asset Data Requests from the Employer Scope All asset data held by the Provider for and on behalf of the Employer Outcome The Employer and any third party acting on behalf of Employer have access to asset data held by the Provider in a timely and consistent manner to support a number of activities including but not limited to: o S278s o Major Projects o Data analysis projects Requirements The Provider will respond to all requests for asset data held by them within 10 working days. Will respond to requests for information from the Employer s Network Auditor to ensure that the Approved Network Model is up to date and for data relating to the Network within 20 working days The Provider will provide the asset data in the format agreed by the Employer s Service Manager. The Provider is required to provide data on request from the Employer in the standard export format from the respective primary asset data system. Unique asset IDs from the Company s primary asset data system (see Section 3.1) must always be included with any data submitted. The Provider will: o Ensure the requested data is complete; o Ensure the requested data is current; o Ensure the requested data is accurate; and o Provide any required context to ensure the data is understood by the Employer. Asset Data Management Manual - Page 16 of 64 Date of Issue: March 2018

17 2.2 Other Asset Data Requests Asset data is used by a number of different individuals and organisations internal and external to the Employer. Data is owned by the Employer and only the Employer can authorise their distribution externally. Care should be given to distributing asset data as without proper context it can be easily misinterpreted causing reputational damage to the Employer and the Provider Outcome Access to the Employer s asset data is only provided to authorised persons for approved purposes and with appropriate context to prevent unintentional misinterpretation Requirements The Provider will not release asset data without the prior approval of the Service Manager. The Provider will ensure that all third party asset data requests received directly are: o accurately recorded; and o passed to the Employer s Service Manager within one working day. Asset Data Management Manual - Page 17 of 64 Date of Issue: March 2018

18 2.3 Asset Data Update Post Works After completing any works activity the Provider is required to update the relevant primary asset data systems with changes to inventory, construction and condition data in a complete, accurate and timely manner Scope All schemes carried out as part of the ASC contract. Data Categories to be updated are likely to include, but not be limited to: o Inventory o Construction o Condition o Maintenance Changes to the Approved Network Model are specifically excluded from this process as they are covered by Section 4.1. Where alternative options for the capturing and storing asset data and information records are required see Section 3.7 Capture and Storage of Data outside Employer Asset Data Systems Outcome The Employer or any third party acting on behalf of Employer has complete, current and accurate asset data in the relevant primary asset data systems on completion of the Provider s schemes in a timely manner Requirements Scheme-specific Requirements For all Schemes, with the exception of Structures Major Modification Schemes, and elements of schemes where any pavement construction layer is changed, the Provider will update the relevant primary asset data system, as detailed in Section 3.1 Asset Data Management Systems with the new As-Built/survey asset data within two months of completion of the scheme/survey on site as defined in Service Information of the contract. For Structures Major Modification Schemes, the Provider will update the Employer s Structures Data Management System with the new inventory data at least one month prior to the Pre- Opening Inspection (POI) as defined in the Design Manual for Roads and Bridges Volume 3 BD 62. Where schemes result in any changes to any pavement construction layer the Provider will update the Employer s Pavement Data Management System with the new pavement construction inventory data within 4 weeks of the completion of works. For all Schemes that update Carriageway Inventory data (as defined in Section 4, including works to correct defects, the Provider will, on receipt of the asset data records from the Scheme Contractor, update the relevant primary asset data systems as defined in Section 3.1 Asset Data Management Systems with the new As-Built/Installed Carriageway Inventory asset data within two months of completion of the scheme/survey on site as defined in the contract. This includes clearing defects from the Employers Routine and Planned Maintenance System that have been rectified or removed by the scheme. Asset Data Management Manual - Page 18 of 64 Date of Issue: March 2018

19 General Requirements The Provider will ensure all data changed by the scheme is updated in the relevant primary asset data system in their entirety. The Provider will ensure the data changed by the scheme is updated accurately into the relevant primary asset data system. 2.4 Asset Data Post Works Population/Update (Other Schemes) The Employer may instruct to others to carry out schemes on the Network managed by the Provider. In these circumstances the Provider is required to ensure that the asset data is available in the relevant asset data system in a complete, current, accurate and timely manner Scope This includes, but is not limited to; Major Project Schemes Managed Motorway Schemes Technology Schemes Data Categories to be updated are likely to include, but not be limited to: o Inventory o Condition Outcome The Employer or any third party acting on behalf of Employer has complete, current and accurate asset data in the relevant primary asset data systems on completion of schemes in timely manner Requirements Scheme-specific Requirements For all Schemes, with the exception of Structures Major Modification Schemes, and elements of schemes where any pavement construction layer is changed, the Provider will update the relevant primary asset data system, as defined in Section 3.1 Asset Data Management Systems with the new As-Built asset data within one month of receipt of the asset data records from the Scheme Contractor. For Structures Major Modification Schemes, on receipt of the Inventory Data the Provider will upload the structures inventory data as defined in the Design Manual for Roads and Bridges Volume 3 BD 62 and BD 63 into the Employer s Structures Data Management System at least one month prior to the Pre-Opening Inspection (POI). Where schemes result in any changes to any pavement construction layer the Provider will update the Employer s Pavement Data Management System with the new pavement construction inventory data within 4 weeks of the completion of works. For all Schemes that update Carriageway Inventory data, including works to correct defects, the Provider will update the relevant primary asset data systems as defined in in Section 3.1 Asset Data Management Systems with the new As-Built/Installed Carriageway Inventory asset data within one month of receipt of the asset data records from the Scheme Contractor. This includes clearing defects from the Employers Routine and Planned Maintenance System that have been rectified or removed by the scheme. Asset Data Management Manual - Page 19 of 64 Date of Issue: March 2018

20 General Requirements The Provider will ensure all asset data changed by the scheme or survey are updated in the relevant primary asset data system in their entirety. The Provider will ensure the asset data changed by the scheme or survey are updated accurately into the relevant primary asset data system. The Provider is responsible for being aware of any changes to the network and facilitating the update of asset data into the relevant asset data system. The Provider will agree with the Service Manager the format for the Scheme Contractor to provide the data in. Where the Scheme Contractor uploads data to the relevant asset data system(s) on behalf of the Provider, the Provider shall remain ultimately responsible for all data uploaded into the asset information system. On completion of the data load the Provider will carry out a check of the data loaded and once satisfied with the quality sign off the data as complete and correct. Asset Data Management Manual - Page 20 of 64 Date of Issue: March 2018

21 2.5 Asset Data Update Post Assessment/Survey The Provider is required to undertake surveys on the Network during the Contract Period to ascertain the condition of the asset for schemes or general condition monitoring Scope All surveys instructed by the Provider or Service Manager during the Contract Period including but not limited to; o All surveys identified under the Provider s Maintenance Requirements Plan (MRP) o Drainage condition surveys CCTV Connectivity Surveys Priority Drainage Asset Validation Surveys o o o o o o o Pavement Visual Surveys Pavement Condition Surveys Ground Penetrating Radar (GPR) Deflectograph Falling Weight Deflectometer (FWD) Retro-reflectivity Pavement Asset Data Collection Surveys Geophysical and Ground Investigation Surveys, Boring Tests, Trial Pits, Test Piles Bridge Assessment Surveys Topographical Surveys (including aerial surveys) Land Ownership Surveys Lighting and Electricity Surveys All Provider Assessments/Surveys must comply with the data requirements defined in the relevant survey standards. Data Categories to be updated are likely to include, but not be limited to: o Inventory o Condition Outcome All Provider and Service Manager instructed survey data is available, in the relevant Employer s or Provider s asset data system as defined in the contract, in a complete, accurate and timely manner Requirements The Provider will ensure survey data is provided in the correct format as defined by the relevant standards. All Provider commissioned survey data will be loaded by the Provider into the relevant asset data system within two months of completion on site of the survey. Asset Data Management Manual - Page 21 of 64 Date of Issue: March 2018

22 2.6 Planning and Recording Asset Inspections The Provider is required to plan and undertake inspections as defined in the relevant standards, the AMOR document and their MRP. The Provider must record the planning and execution of these activities in the relevant master asset data management system Scope All Provider Asset Inspections defined in the AMOR and MRP. Data Categories to be updated are likely to include, but not be limited to: o Inventory o Operation o Condition Outcome The Employer is able to access or be supplied in a timely manner by the Provider, complete, current and accurate asset and other network inspections (e.g. Safety Patrols/Inspections) data from the relevant primary asset data systems (see Section 3.1 Asset Data Management Systems) Requirements Requirements for Paved Areas, Carriageway Inventory and Network Inspections The Provider must manage the scheduling and recording of all Paved Areas, Carriageway Inventory Assets and Network Inspections through the Employer s Routine and Planned Maintenance System (as defined in Section 3.2 and Section 3.3 of this document). All inspection data/records created from these inspection types should be loaded onto the system within 24 hours of completion of the inspection on site. The Provider will capture and hold as a minimum the following records after a Paved Area, Carriageway Inventory and Network Inspection; o o Details of relevant inspections (including but not limited to defects) Details of actions taken in respect of the performance including response to incidents, winter service provided and temporary protective measures and repairs The Provider will also capture a before photograph of the completed defect and reference it to the defect either in the Employer s Routine and Planned Maintenance System (as defined in Section 3.2 and Section 3.3) or locally to be agreed with the Service Manager. If held locally the Provider must be able on request from the Service Manager be able to provide the relevant photographs of defects within a reasonable time period Requirements for Structures Inspections The Provider must complete and authorise Inspections in the Employer s Structures Data Management System within three months of the inspection taking place Requirements for Drainage Inspections The Provider must complete all Routine Inspections in the Employer s Routine and Planned Maintenance System (as defined in in Section 3.2 and Section 3.3) within one month of the inspection taking place. The Provider must complete all HD43 inspections in the Employer s Drainage Data Management System (as defined in in Section 3.2 and Section 3.3) within one month of the inspection taking place. Asset Data Management Manual - Page 22 of 64 Date of Issue: March 2018

23 Requirements for Geotechnical Inspections The Provider must approve all inspection data in the Employer s Geotechnical Data Management System, within 3 months of the completion of the inspections programmed for any given inspection season General Requirements The Provider will ensure all data captured through their inspection regimes as defined in the AMOR and MRP documents are updated in the relevant asset system in their entirety. The Provider will ensure that following receipt of Delivery Partner inspection records for Major Schemes, data is uploaded into the relevant asset system in its entirety. Further guidance is available within Section 2.9 Major Schemes and the relevant section within the ADMM Additional Information The Provider will ensure the data captured through their inspection regimes as defined in the AMOR and MRP documents are updated accurately into the relevant asset data system. Asset Data Management Manual - Page 23 of 64 Date of Issue: March 2018

24 2.7 Planning and Recording Routine and Planned Maintenance Activities The Provider is required to undertake routine and planned maintenance activities to support the AMOR document outcomes as defined in the Provider s MRP Scope Routine and Planned Maintenance Activities including but not limited to: Defect Rectification Defect Monitoring Cyclic Maintenance (e.g. Sign Cleaning) Cyclic Replacements (e.g. Lamp Replacements) Data Categories to be updated are likely to include, but not be limited to: o Inventory o Condition o Operation o Maintenance Outcome The Employer is able to access or be supplied in a timely manner by the Provider, complete, current and accurate routine and planned maintenance data from the relevant primary asset data systems (see Section 3.2 and Section 3.3) Requirements Requirements for Paved Areas, Carriageway Inventory and Network Maintenance Activities The Provider must manage the scheduling and recording of all Paved Areas and Carriageway Inventory Asset and Network Routine and Planned Maintenance Activities through the Employer s Routine and Planned Maintenance System (as defined in Section 3.2 and Section 3.3). Works order line completions will be uploaded within one working day of completion of the defect repair or maintenance activity. The Provider will capture and upload to the Employer s Routine and Planned Maintenance System (as defined in Section 3.2 and Section 3.3) as a minimum the following records after a Paved Area, and Carriageway Inventory Maintenance Activities; o Details of relevant defect repairs o Details of Routine and Planned Maintenance Actions The Provider will also capture an after photograph of the completed defect and reference it to the defect either in the Employer s Routine and Planned Maintenance System (as defined in Section 3.2 and Section 3.3) or locally to be agreed with the Service Manager. If held locally the Provider must be able on request from the Service Manager be able to provide the relevant photographs of defects within a reasonable time period Requirements for Structures Maintenance Activities The Provider must schedule Routine and Planned Maintenance Activities and record the outcomes in the Employer s Structures Data Management System as per the requirements in the DMRB BD62 and Section 4.3 Structures. Asset Data Management Manual - Page 24 of 64 Date of Issue: March 2018

25 Requirements for Drainage Maintenance Activities The Provider must complete all Routine and Planned Maintenance Activities in the Employer s Routine and Planned Maintenance System (as defined in Section 3.2 and Section 3.3) within one month of the inspection taking place. The Provider must complete all HD43 Maintenance Activities in the Employer s Drainage Data Management System (as defined in Section 3.1 Asset Data Management Systems) within one month of the inspection taking place Requirements for Geotechnical Maintenance Activities The Provider must record all HD41 Maintenance Activities in the Employer s Geotechnical Data Management System (as defined in in Section 3.1 Asset Data Management Systems), within 3 months of the completion of the inspections programmed for any given inspection season General Requirements The Provider will ensure all data captured through their Routine and Planned Maintenance regimes as defined in the AMOR and MRP documents are updated in the relevant asset system in their entirety. The Provider will ensure the data captured through their Routine and Planned Maintenance regimes as defined in the AMOR and MRP documents are updated accurately into the relevant asset data system. Asset Data Management Manual - Page 25 of 64 Date of Issue: March 2018

26 2.8 Managing and Recording Customer Enquiries and Incidents The Provider is required to record enquiries and incidents relating to their network as detailed in the contract Scope Scope includes: o Enquiries as defined in the Service Information of the contract. o Incidents as per the Incident Data Standard. The Provider may choose whether to use the Employer s Customer Enquiry and Incident Data Management System or a separate system as the primary system to manage customer enquiries and incidents. In either case the Provider is required to record customer enquiries and incidents in Employer s Customer Enquiry and Incident Data Management System either directly or by the standard interfaces provided. Data Categories to be updated are likely to include, but not be limited to: o Inventory o Condition o Operation Outcome The Employer is able to access in a consistent and timely manner, complete, current and accurate customer enquiries data recorded with sufficient detail to allow effective performance monitoring against the 10 working day response target and facilitate spatial analysis of categories and type of enquiries to inform and support network interventions decision making (see Section 3.4 Customer Enquiry and Customer Incident Data) Requirements The Provider must upload enquiries data to the Employer s Customer Enquiry Data Management System within one working day of the enquiry being received. The Provider will record and upload to the Employer s Customer Enquiry Data Management System (as defined in Section 3.4) as a minimum the fields indicated as Mandatory or Required. o o Where XY co-ordinates are not available at the time of uploading e.g. enquiries referred via HAIL, these must be obtained when the Provider visits the location reported and added to the enquiry record. If the location relates to a linear asset or a stretch of the network e.g. litter, it is acceptable to record the coordinates that relate as close as possible to the centre of the enquiry issue being investigated, including an indication of the size and extent of the issue in the freetext Description field (as defined in Section 3.4). The Provider will ensure all enquiry data captured through their Routine and Planned Maintenance regimes as defined in the AMOR and MRP documents are uploaded to the Employer s Customer Enquiry Data Management System in their entirety. The Provider will ensure that the category description and type of enquiries data is accurately recorded. Asset Data Management Manual - Page 26 of 64 Date of Issue: March 2018

27 2.9 Major Schemes Introduction The Provider will follow the ADMM Additional Information for managing Major Schemes. In particular, the Provider is required to satisfy the following requirements Pre-works Data The Provider reviews the data request and, if applicable, advises of any costs associated with data transformation. Where a bulk download is being provided there should be no cost to the Company as the Provider is fulfilling their obligation to provide access to the data they are managing on behalf of the Company. The Provider is expected to respond to bulk download requests within 10 working days. The default position is to provide data in the standard file format used by the relevant primary asset data systems (see Section 3.5 Data Transfer Requirements). The Company s primary asset data systems hold unique references (IDs) for each asset and these should be provided to support the matching of records later in the scheme lifecycle. The Provider will supply any required context to ensure the data is understood. This would be expected, but not limited, to cover any reasons that reduce confidence in the completeness or accuracy of the data, clarification of any codes/terminology used and explanation of data structures/rules (particularly for local systems) Updates following initial data handover The Provider and Designer should agree an appropriate mechanism and frequency for updates to be provided when the initial data handover occurs Construction Data Where the Provider retains responsibility for an asset directly through their maintenance contract they will continue to capture and record asset data e.g. data from inspections / defect reporting. The Provider has one month from the date of receipt to upload these records into the Company s primary asset data systems as listed in Section 3.1 Asset Data Management Systems Network Referencing The Network Referencing Manager s responsibilities are outlined in Section of this document. They will consider the effect of the scheme on existing sections and determine which sections need to be modified, retired or replaced. They will also identify where section reference markers need to be installed or removed as a result of the changes Handover Data The Provider is responsible for loading the data into the Company s primary asset data systems (except for SMIS where the Designer is responsible). If the Provider wishes to use Delivery Partner resource to carry out this requirement this would be as a sub-contract arrangement under the Provider s contract; there should be no additional cost to the Company Asset Data Management Manual - Page 27 of 64 Date of Issue: March 2018

28 and the Provider remains accountable for ensuring data is uploaded in a timely and accurate manner, as per Section 2.6 Planning and Recording Asset Inspections. The Provider must assess whether the data provided to them is complete, current and compliant with standards Network Referencing At the point where maintenance liability for the scheme transfers from the Delivery Partner to the Provider, the Network Referencing Manager will initiate the new network referencing within the Company s primary asset data systems. Asset Data Management Manual - Page 28 of 64 Date of Issue: March 2018

29 3 Asset Data Management Systems 3.1 Asset Data Management Systems Overview The Asset Data Management Systems are defined in Annex 6 of the Asset Support Contract. The following table illustrates which systems are used for the management of each asset class. Asset Class Data Category Primary Asset Data System Pavement Inventory Construction Condition HAPMS Operational 1 IAMIS Structures Inventory Condition Operational SMIS Drainage Inventory Condition HADDMS Operational IAMIS Geotechnical Inventory Condition Operational HAGDMS Environmental Inventory EnvIS Operational Operational 3 IAMIS Carriageway Inventory 2 Building Inventory Operational IAMIS Carriageway Control Inventory Operational IAMIS Landscape Inventory Operational IAMIS Lighting Inventory Operational IAMIS Paved Area Inventory Operational IAMIS Road Restraint Inventory Operational IAMIS Table 2: Primary Asset Data Systems 1 Operational data includes data to support routine maintenance management. 2 Carriageway Inventory is defined in Section 4. Asset Data Management Manual - Page 29 of 64 Date of Issue: March 2018

30 3.2 Employer Routine and Planned Maintenance System: IAMIS Scope of Data, Functionality and Provider s Role Under the Employer s integrated asset management initiative, a Routine and Planned Maintenance System will be provided by the Employer. The Provider s responsibilities for establishing the Routine and Planned Maintenance System in conjunction with the Company are listed in Section 1.10 Service Information of the contract. The IAMIS interface documentation set issued at tender explains the interfaces provided to IAMIS and the information transfer available through them. The Provider ensures that interfaces to Provider systems are configured to transfer data to and from IAMIS according to Provider operational practice. The Provider uses the IAMIS Routine and Planned Maintenance System as the system to directly undertake the following: i. Schedule and record routine and planned maintenance on the network; ii. iii. iv. Record the outcomes of inspections, including but not limited to defects; Record the completion of routine works, including but not limited to dates and costs; To maintain a record of asset data in an accurate and timely manner as per requirements set out in Annex 6, Annex 24, Annex 25 of the contract, and Section of this document; v. To provide and manage the master data set for all data as established in the ADMM Asset Data Dictionary; and vi. Fifteen licenses for Exor MapCapture mobile software are also included, which may be taken up at the discretion of the Provider. The Provider shall not use any system other than IAMIS Routine and Planned Maintenance System to undertake the activities listed in Section (8) of the contract. The Provider may choose whether to use IAMIS or a separate system to manage customer enquiries. In the event that a separate system is used, the Provider must also record networkrelated customer enquiries in IAMIS using the Employer-provided interface. The Provider will record data about network incidents in IAMIS, using the Employer-provided interface to its Incident Response Data Management System. The Employer is responsible for ensuring the availability of the following: i. The IAMIS Production System; ii. iii. The IAMIS FTP Site as described in the Interface Document set; The IAMIS Web Service as described in the Interface Document set. The Provider must provide and maintain any system interfaces between IAMIS Routine and Planned Maintenance System and the Provider s systems required to meet their obligations under this contract. The Provider is responsible for delivering competent resource to ensure the maintenance and ongoing operation of interfaces to IAMIS from its ICT estate. The Provider must nominate individuals who will be made available to act as technical IAMIS system trainers in their organisation. These individuals must be made available for IAMIS train the Asset Data Management Manual - Page 30 of 64 Date of Issue: March 2018

31 trainer activities for up to fifteen days per financial year, and must maintain a record of the IAMIS training received by staff members in their organisation Asset coding for use in IAMIS The asset data dictionary contains the Company s asset coding structure. Until the IAMIS system is updated to reflect the current asset coding system, the following translation of asset codes shall be used by the Provider. Asset Type IAMIS Asset Code Asset Code Arrester Bed ARBE RRAB Bridleway BRDW NMBW Carriageway Gate CWGA LSBG Cattle Grid CATL FECG Central Island CEIS MLCI Centre Reserve CERE MLCR Communication Cabinet COCB MCCC Crash Cushion CRCU RRCC Crossover XOVE MLOX Cycle Track BIKE NMCT Depot DEPO BRDP Detector Loop DELO MCDL Distribution Point DIPO MCDP Emergency Response Telephone Cabinet EMTB MCET End Terminal EDTM RRET Feeder Pillar FEPI RLFP Fence Gate FEGA FEFG Fence, Barriers and Wall FEBW FEFB Footway FOOT NMFW Handrail HNDR FEHR Hard Standing HDST PVHS Hatched Road Marking HARM MKHM Hedge HEDG EBNH Highway HWAY PVHW Kerb KERB KFKB Layby LABY PVLB Lighting Point LIPO RLLP Longitudinal Road Marking LORM MKLR Mast (Non-Structural) CCTV MAST NMU Crossing NMUX NMNC Pedestrian Crossing PEDX NMPX Pedestrian Guardrail PEGR RRPG Asset Data Management Manual - Page 31 of 64 Date of Issue: March 2018

32 Asset Type IAMIS Asset Code Asset Code Post (Signs) SGPO SNPO Reference Marker RFMP MKRM Rest Area RSTA PVRE Retaining Wall REWA RWYS Road Stud ROST MKRS Safety Bollard SABO RRSB Sign Face SGFA SNSF Snow Gate SNGA FESG Spill kit SPKT LSSK Steps STPS MNST Stile STIL FESI Switch Room SWRM BGSW Traffic Signal TRSI SNTS Transverse & Special Road Marking TRRM MKTM Tree TREE EBIT Verge VERG GTVE Vehicle Restraint System VRS RRVR VRS Add ON Motorcycle Protection MCPR RRVA In addition the following assets are defined in IAMIS. Asset Type Channel Soft Estate IAMIS Asset Code CHAN SOFT Asset Data Management Manual - Page 32 of 64 Date of Issue: March 2018

33 3.3 Maintenance Management in IAMIS General For carriageway inventory assets, as defined in Section 4, the following routine and planned maintenance activities are to be recorded in the Employer s Routine and Planned Maintenance System: Network Inspections Asset Inspections Routine/planned maintenance Routine and Planned Maintenance activities including but not limited to inspections and maintenance for Structures assets are to be recorded in the Employer s Structures data management system. Routine and Planned Maintenance activities including but not limited to inspections and maintenance for Geotechnical assets are to be recorded in the Employer s Geotechnical data management system. Routine and Planned Maintenance activities including but not limited to inspections and maintenance for Surface and Combined Sub-Surface and surface Drainage assets are to be recorded in the Employer s Routine and Planned Maintenance System. DMRB HD43 Drainage activities are to be recorded in the Employer s Drainage data management system. All safety defects, Temporary repair or Make safe will be recorded in the Employer s Routine and Planned Maintenance system, the Permanent repair for Technology, Structures and Geotechnical assets are to be recorded in the Employer s current Master data systems for these assets, all other Permanent repairs are to be recorded in the Employer s Routine and Planned Maintenance system. Any exceptions to this must be agreed with the Service Manager Maintenance Sections and Road Groups In the Employer s Routine and Planned Maintenance system the SRN is split into maintenance sections (Maintenance Sections are currently defined in Section 4.1 and Section 6 of ADMM - Additional Information) for recording Routine and Planned Maintenance. The Maintenance Sections can be grouped into groups of sections based upon Inspection and Maintenance Routes to aid in the scheduling of these activities. Maintenance Sections currently align with the sections defined in the Employer s Pavement Management System; however, this may not be persisted going forward. Maintenance Sections are also grouped for reporting purposes within each Area. The following figure sets out the Road Group Hierarchy. Asset Data Management Manual - Page 33 of 64 Date of Issue: March 2018

34 Figure 1: Road Groups Routine and Planned Maintenance Inspections This covers all types of Network Inspections and all Asset Routine and Planned Maintenance Inspections (for Assets as defined in ADMM Asset Data Dictionary) Asset Inspections Asset Inspections are recorded against individual assets to provide an explicit record of inspection and to allow the Provider to build up asset based knowledge to inform their risk based approach to Routine and Planned Maintenance activities. An example of an Asset Inspection would be a Detailed Inspection or Lamp Scout. The Provider is able to determine 10 asset based inspection types and as many network based inspections as required based upon the safety inspection configuration. At the beginning of the contract the Provider will set out the names of Inspection Types 1 through to 10 in their MRP and these will be used in reports produced from the Employer s Routine and Planned Maintenance System. Asset Inspection Type Example Inspections Asset Data Management Manual - Page 34 of 64 Date of Issue: March 2018

35 Asset Inspection Type Inspection Type 1 Inspection Type 2 Inspection Type 3 Inspection Type 4 Inspection Type 5 Inspection Type 6 Inspection Type 7 Inspection Type 8 Inspection Type 9 Inspection Type 10 Example Inspections Detailed Condition Structural Electrical Night Time Day Time Principle General Special Risk Based Table 3: List of Inspection Types and Example Inspections The above examples are for indicative purposes only and it is the responsibility of the Provider to establish their own inspections. Each asset should have the same type of inspections against each Inspection Type. If a departure from this is required then this must to be agreed with the Employer s Asset Information Group. Defects identified through Asset Inspections must be applied to the individual asset being inspected unless: 1. The Asset is not in the Routine and Planned Maintenance system 2. The Asset ID is not easily identifiable when out on the network 3. An agreement to depart from this requirement has been reached with the Service Manager Network Inspections Network Inspections are recorded against the Maintenance Section or Inspection Route (group of sections). An example of a Network Inspection would be a Safety Inspection. The Provider is able to determine the type of Network Inspections they need to undertake as part of their MRP (for example Safety Inspections and Patrols). Network Inspections in the Employer s Routine and Planned Maintenance system are recorded against Maintenance Sections not individual assets, though where possible defects should be applied to the asset where it is practical to do so Inspection Activities and Defects An Inspection Activity groups types of defects by the asset and inspection type, for example an Electrical Inspection Activity groups Electrical Defects that can be applied to a Lighting Point asset whilst undertaking an electrical inspection of assets with electrical components. Asset Data Management Manual - Page 35 of 64 Date of Issue: March 2018

36 Network Inspection Activity and Defects Network Inspections are recorded using the Safety Inspection (SI) Activity in the Employer s Routine and Planned Maintenance system and any defect of any priority can be captured. Asset Inspection Activities and Defects The Employer has defined a national set of Inspection Activities grouping Defects and associating them to the relevant assets that the Provider will use when carrying out Asset and Network Inspections. Defect Priorities When a defect has been found the Provider is required to select a defect priority to assign to the defect based upon their MRP. The following defect codes are to be used by the Provider in the Employer s Routine and Planned Maintenance system. Defect Code SFTY NSFH NSFM NSFL Defect Meaning Safety Priority Non-Safety High Priority Non-Safety Medium Priority Non-Safety Lower Priority Defect Attributes Table 4: Defect Priorities To enable the Provider to record the size and dimensions of the defect to support their delivery against the AMOR defects records in the Employer s Routine and Planned Maintenance system have attributes configured based upon the AMOR measures. Defect Repairs Each defect can be assigned two types of repair in line with the AMOR, Make Safe and Repair. Defects for the following assets can only have a Make Safe repair type as the Permanent Repair is either managed in a different asset data management system or it is not the responsibility of the Provider. IAMIS Code ST TS GE Inspection Activity Structures - MRP Insp - Safety Road Traffic Signals - MRP Insp - Safety Geotechnics - MRP Inspection - Safety Defect Works Orders Table 5: Safety Only Defects The Provider will use the Employer s Routine and Planned Maintenance system to record works undertaken to rectify defects identified through Asset and Network Inspections via Defect Works Orders. Asset Data Management Manual - Page 36 of 64 Date of Issue: March 2018

37 The Make Safe and Repair activities are recorded on separate lines within the Works Order. Works Order Automation Rules The Provider can set up rules which automatically add defects and their repairs to Works Orders when they are uploaded to the Employer s Routine and Planned Maintenance system. Routine and Cyclic Schedules and Works Orders The Provider shall use the Employer s Routine and Planned Maintenance system to schedule and instruct routine and cyclic works. Closing Defects Cleared By Schemes Where a scheme has cleared defects the Provider must close them out on the system so that they do not remain available giving a false condition of the asset. The Provider will do this by raising a small scheme works order and selecting the Scheme Type (e.g. Lump Sum, Roads Renewals) and adding the defects to that works order and closing it down. The Provider must record the PIN and their internal project code for the scheme in the flexible attributes of the works order. Bill of Quantity Format Bills of Quantity (BoQs) are used to record the activity being instructed by the works order from the Employer s Routine and Planned Maintenance system. They also record the number/length of assets and defects repaired or maintained in a budget. First Four Characters Middle Two Characters Next Two Characters Last Character BoQ Explanation These relate to the asset type These relate to the activity type These relates to either the Area number (e.g. 13) if it is Area specific or reads 00 if it is a national BoQ. This is a sequential number of the condition based upon an attribute of the asset (e.g. type = warning sign) and set against the SoR in the Cyclic Maintenance Rules form MAI = no condition all assets of this type BoQ Words in Sign Face Cleansing All signs of type Warning BoQ Code SGFA CL 13 1 BoQ Code as written SGFA_CL131 Table 6: BoQ Format Asset Data Management Manual - Page 37 of 64 Date of Issue: March 2018

38 Budget Types The budget types in the Employer s Routine and Planned Maintenance system are called Item Code Breakdowns (ICBs). Each ICB is linked to a line in the pricing schedule and the Annex 5 Cost Capture requirements from the contract. Item Code Sub Code Item Sub Sub Item Code Work Category Name Type Scheme of Item Code Break Down ID Drainage - Repair LU Table 7: Budget Type (ICB) Example Asset Data Management Manual - Page 38 of 64 Date of Issue: March 2018

39 3.4 Customer Enquiry and Customer Incident Data in IAMIS General Accurate and complete customer enquiry and incident data is a valuable input in informing effective asset management decision making. It is therefore vital that the Company has reliable data in this area Required and Mandatory Fields Reference To facilitate this, the reference guide below indicates the required and mandatory fields to be completed when recording enquiries and incidents. Asset Data Management Manual - Page 39 of 64 Date of Issue: March 2018

40 Customer Enquiry Screen (DOC0150) Required and Mandatory Fields (DOC0150) Status (Mandatory) The overall status of the enquiry Initially defaults to 'Received', but will be updated during the life of the enquiry Id (System Generated) Unique number of this enquiry Generated when the enquiry is saved Responsibility Of (Required) The person currently responsible for this enquiry Name (Required) 3 individual fields (Title, First-Name and Last-Name) Organisation Name of an organisation raising the enquiry (e.g. a utility company) Format 'Area Name' (e.g. Area 2 BT) Category, Class and Type (Mandatory) These 3 fields identify the type of enquiry being raised Date Recorded (System Generated) The date and time the call was logged Priority (Required) This needs to be set to generate the target date. Associated Asset (Required) Details of any asset to which this enquiry relates Use the 'Actions' tab to view outstanding actions Use the 'Associations' tab to view associated defects Source (Mandatory) Identifies the organisation or group the enquiry has come from Holds 2 different lists, one for Enquiries and one for Incidents Admin Unit (Mandatory) The admin unit to which this enquiry relates Type (Mandatory) This identifies the role of the contact Address Organisation Contact Details (Required) All contact details of the caller are required where applicable and available. Location and Description (Required) Free format text fields to record details of where and what is being reported and any additional information or action taken Incident Date and Time (Required) The date and time when the issue was identified by the caller or date enquiry received Target Date (Required) The date and time when a response is required (System generated from the Priority and Incident Date & Time) Associated Network (Required) Details of the co-ordinates and network section to which this enquiry relates. Eastings & Northings can be entered using Get From Map. Asset Data Management Manual - Page 40 of 64 Date of Issue: September 2016

41 Incident Management using Customer Enquiry Screen (DOC0150) 'Navigator' button Used to show all the records associated to the incident See page 10 Status (Mandatory) The overall status of the incident Initially defaults to 'Received', but will be updated during the life of the incident Id (System Generated) Unique number of this incident Generated when the incident is saved Responsibility Of (Mandatory) The person currently responsible for this incident Name (Required) 3 individual fields (Title, First-Name and Last-Name) Organisation Name of an organisation raising the incident (e.g. a utility company) Format 'Area Name' (e.g. Area 2 BT) Category, Class and Type (Mandatory) These 3 fields identify the type of incident being raised Date Recorded (System Generated) The date and time the call was logged Priority (Required) Indicates how quickly a response is required Associated Asset (Required) Details of the additional incident details that relate to this incident Use the 'Actions' tab to view outstanding actions Source (Mandatory) Identifies the organisation or group the incident has come from Holds 2 different lists, one for Incidents and one for Enquiries Admin Unit (Mandatory) The admin unit to which this incident relates Type (Mandatory) Who the contact details relate to Ref This is the RCC Ref Number, if the incident has been reported by an RCC Flag (Required) Identifies the method of notification Address Records the address of the caller Location, Description and Action/Remarks (Required) Free format text fields to record details of where and what is being reported and any additional information or action taken Incident Date and Time (Mandatory) The date and time when the issue was identified by the caller Complete Date Date the incident was completed Target Date (Required) The date and time when a response is required (Based on the Priority and Incident Date & Time) Associated Network(Required) Details of the co-ordinates and network section to which this incident relates (if it has been located) Asset Data Management Manual - Page 41 of 64 Date of Issue: September 2016