HIGHWAY INFRASTRUCTURE ASSET MANAGEMENT PLAN
HIGHWAY INFRASTRUCTURE ASSET MANAGEMENT PLAN
VERSION CONTROL
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Version |
Date |
Details |
Prepared by: |
Reviewed by: |
Approved by: |
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1 |
01/2020 |
Draft |
S.M |
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2 |
05/2020 |
2nd draft |
S.M |
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3 |
02/2021 |
3rd draft |
S.M |
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4 |
08/2021 |
Minor comment |
S.M |
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5 |
08/2021 |
Minor comment |
S.M |
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6 |
08/2021 |
Minor revision |
S.M |
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7 |
08/2021 |
Minor revision |
S.M |
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EXECUTIVE SUMMARY
Asset management has been widely accepted by central and local government as a means to deliver a more efficient and effective approach to management of highway infrastructure assets through longer term planning, ensuring that standards are defined and achievable for available budgets. It also supports making the case for funding and better communication with stakeholders, facilitating a greater understanding of the contribution highway infrastructure assets make to economic growth and the needs of local communities.
This plan should be read in conjunction with, or at least
with reference to, several other important publications such as:
· Current legislation;
· York’s Highways Policy and Strategy Documents;
· National code of practice published by the UK Road Liaison Group.
This Highways Infrastructure Asset Management Plan (HIAMP) provides an integrated framework for the delivery of highway maintenance services and asset management across the City’s road network and should allow the Council to optimise resource for the management of the highway infrastructure.
CONTENTS
2 Asset Management Framework (UKRLG R1)
4 Asset Management Policy and Strategy (UKRLG R3)
5 Performance Management Framework (UKRLG R4)
6 Asset Data Management (UKRLG R5)
8 Works Programming (UKRLG R7)
9 Leadership and Commitment (UKRLG R8)
10 Making the case for asset management (UKRLG R9)
11 Competencies and Training (UKRLG R10)
12 Risk Management (UKRLG R11)
13 Asset Management Systems (UKRLG R12)
14 Performance Monitoring (UKRLG R13)
FIGURES
Figure 1 – Asset Management Framework
Figure 3 – Highway Asset Lifecycle Plan Process
Figure 5 – Forward Programme Development
This Highways Infrastructure Asset Management Plan (HIAMP) has been developed by the City of York Council, it replaces all previous versions of the Councils Highways Asset Management Plans. The Council is committed to the promotion of the latest standards and best practice through the latest industry guidance.
The HIAMP promotes the latest best practice guidance published by the UK Road Liaison Group (UKRLG). The guidance given by UKRLG in the ‘Highways Infrastructure Asset Management Guidance Document’ presents fourteen (14) recommendations as the minimum requirement for highways asset management. The Council has used these recommendations made to form the content of this HIAMP. The subjects covered by the recommendations and therefore included within this document include:
· Asset Management Framework (R1)
· Communication (R2)
· Asset Management Policy and Strategy (R3)
· Performance Management Framework (R4)
· Asset Data Management (R5)
· Lifecycle Plans (R6)
· Works Programming (R7)
· Leadership and Commitment (R8)
· Making the case for asset management (R9)
· Competencies and Training (R10)
· Risk Management (R11)
· Asset Management Systems (R12)
· Performance Monitoring (R13)
· Benchmarking (R14)
The Council has taken each UKRLG recommendation and prepared a section within the HIAMP dedicated to the subject and associated guidance given.
The HIAMP is a live document and will be subject to continuous improvement and ongoing development supplied by input from Council Officers and input derived from stakeholder feedback received by Council Officers. With this in mind the Council has formed an asset management team led by the Councils Highway Asset Manager. The asset management team meet on a regular basis to discuss the living HIAMP Action Plan, the main agenda items being:
· HIAMP improvement suggestions;
· Individual action progression;
· Action identification and prioritisation;
· Risk mitigation and issue reduction;
· Asset Management Framework Performance.
The meeting notes & revised Action plan generated from all HIAMP Action Plan meetings will be recorded and distributed to the highways team by the Council.
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 1
An Asset Management Framework should be developed and endorsed by senior decision makers. All activities outlined in the Framework should be documented.
The table below shows the communication links required between the policy makers, planners, enablers and deliverers of the highway asset management function within the Council.
Figure 1 – Asset Management Framework
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 2
Relevant information associated with asset management should be actively communicated through engagement with relevant stakeholders in setting requirements, making decisions and reporting performance.
People, groups of people, or organisations that can affect or be affected by the policies and actions of the Council are all stakeholders of the highway infrastructure. The Council recognise that engaging with stakeholders to understand their needs and expectations provides the information needed to determine and review the service provided by highway infrastructure assets and hence the asset management activities.
The Council has a published Highways Communication Strategy that provides clarity and transparency on how the Council make decisions in the identification, assessment, programming and delivery of asset management activities, including maintenance works, and how the public are involved in making decisions for the service provided by the network.
CYC Highways Communication Strategy, 2017
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 3
An asset management policy and a strategy should be developed and published. these should align with the corporate vision and demonstrate the contribution asset management makes towards achieving this vision.
The Council has a published Highways Asset Management Policy the document establishes the Councils commitment to highway infrastructure asset management. The Asset Management Policy is a broad statement of intent that provides direction to other Council policies and practices related to asset management.
The Council has a published Highways Asset Management Strategy the document sets out how highway infrastructure asset management is delivered for the authority to meet its long-term corporate goals and objectives. The Asset Management Strategy sets a clear direction for implementation of asset management and provides a link with other relevant documents, such as corporate objectives, business planning, risk management and transport objectives.
CYC Highways Asset Management Policy, 2015
CYC Highways Asset Management Strategy, 2020
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 4
A performance management framework should be developed that is clear and accessible to stakeholders as appropriate and supports the asset management strategy.
The development of a Highways Asset Management Strategy has allowed the Council to introduce an approach to the establishment of a levels of service for each asset type by discipline – See Section 5.6 (Levels of Service (Summary)).
The levels of service established by the Council are broad statements that describe the performance of highway infrastructure assets in terms that stakeholders can understand. They relate to outcomes and cover key aspects of asset performance such as safety, serviceability, and sustainability. They consider the performance of the whole network rather than that of individual assets.
The levels of service established by the Council will always be subject to change when funding is limited, the Council reviews its established levels of service on an annual basis to confirm that they continue to be affordable.
The levels of service developed by the Council align with the broad objectives, policy, strategy and values of:
The Councils Plan has been developed to cover the next four (4) years. It is intended to shape the activity within the Council, acting as a guide for us to prioritise resources and the monitor progress made.
See weblink - The Council Plan
The Councils key values are at the core of our organisation guiding what we do, how we engage with our communities, our residents and each other, and underpinning the type of council we wish to be are:
We work together,
We improve; and
We make a difference.
See weblink - Our Key Values
A survey carried by the National Highways & Transport Public survey (NHT) annually to determine the public’s views on highways maintenance and satisfaction with maintenance activities.
The Council uses the information garnered from the customer satisfaction survey to identify the potential for opportunities for improvement in delivery of the highway’s maintenance service.
The key business drivers used by the Council to determine the level of service for the highway network are:
Safety - maintain roads in a safe and serviceable condition.
Serviceability - Deliver a road and transport infrastructure that seeks to meet the needs of all stakeholders.
Sustainability - progressively reduce the environmental impact of the highway asset for the benefit of all stakeholders.
The result being that the level of service provided on the highway network will instil user confidence by providing our road users with a reasonable level of confidence that their journeys on the highway will be predictable and timely, and ensure that the highway network is available and accessible, as far as practicable.
The Council has applied the above key business drivers outlined above to determine a measurement benchmark for the level of service delivered for each highway asset type - See Section 5.6 (Levels of Service (Summary)).
The benchmarking exercise applied by the Council is captured in a separate document, See document - Highways Asset Management, Levels of Service (Development, Determination & Measurement) - Continuous Improvement Assessment Document, 2020.
CYC The Council Plan - See weblink - The Council Plan
CYC Our Key Values - See weblink - Our Key Values
CYC NHT survey data & information (available on request from highways maintenance team).
Highways Asset Management, Levels of Service (Development, Determination & Measurement) - Continuous Improvement Assessment Document, 2020.
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Asset |
Maintenance |
Inspections |
Repairs |
Programme |
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Carriageways, Footways and Cycleways |
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Standard routine maintenance and planned works reducing dependence on reactive maintenance. |
Condition currently adequate, at a serviceable level, but likely to fall without further investment. |
Safety inspection and maintenance regime sufficient to deal with all potentially hazardous defects within 24 hours. |
Annual programme of capital works. |
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Trees and Hedges |
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Planned maintenance delivered subject to budget. All reactive maintenance completed. |
Planned and reactive safety inspection strategy. |
All repairs identified by safety inspections carried out. |
Priority maintenance deemed appropriate for network. |
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Fences, Walls and Barriers |
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Reactive, ad-hoc and some aesthetical maintenance is carried out. |
Condition currently adequate, at a serviceable level, but likely to fall without further investment. Basic inventory data held. |
All hazardous defects are being repaired identified by safety inspections and third party reports. |
Annual programme of capital works. |
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Asset |
Maintenance |
Inspections |
Repairs |
Programme |
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Traffic Signs and Bollards |
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Reactive, cleaning carried out annually. |
Condition currently adequate, at a serviceable level. Basic inventory data held. |
All hazardous defects are being repaired. |
Annual programme of capital works. |
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Road Markings and Studs |
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Reactive, ad-hoc and some aesthetical maintenance is carried out. |
Condition currently adequate, at a serviceable level, but likely to fall without further investment. |
All hazardous defects are being repaired. |
Annual programme of capital works. |
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Public Rights of Way |
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Standard routine maintenance and planned works reducing dependence on reactive maintenance. |
Condition currently adequate, at a serviceable level, but likely to fall without further investment. Good inventory data held. |
Safety inspection and maintenance regime sufficient to deal with all potentially hazardous defects within 24 hours. |
Annual programme of capital works. |
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Asset |
Maintenance |
Inspections |
Repairs |
Programme |
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Embankments and Cuttings |
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Reactive maintenance only. |
Condition currently adequate, at a serviceable level, but likely to fall without further investment. Basic inventory data held. |
Safety inspection and maintenance regime sufficient to deal with all potentially hazardous defects within 24 hours. |
Annual programme of capital works when issues identified. |
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Grass Cutting |
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Urban areas: grass cut minimum 6 times per annum. Rural areas: Grass cut 1 time per annum. |
Planned inspection as part of highway safety inspections. |
Grass cut on a reactive basis to maintain visibility for road users and ensure footway widths are not obstructed. |
Annual programme. |
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Weed Control |
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Highway network sprayed 2 times per annum to prevent unsightly vegetation. |
Planned inspection as part of highway safety inspections. |
Weeds that could cause structural damage to the Highway or disrupt Drainage removed.
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Annual programme. |
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Asset |
Maintenance |
Inspections |
Repairs |
Programme |
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Drainage |
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Planned maintenance delivered subject to budget. All reactive maintenance completed. |
Planned and reactive safety inspection strategy. Good inventory data held. |
All repairs identified by safety inspections carried out. |
Priority maintenance deemed appropriate for network. |
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Street Lighting |
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Reactive and Routine cyclic maintenance programme. |
Safety inspection regime. Reactive inspections within 48 hours. Basic inventory data held. |
Resources insufficient to repair all required non-hazardous defects within SLA (20 days) |
3 to 5-year forward programme |
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Traffic Signals |
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Reactive and Routine cyclic maintenance programme. |
Safety inspection regime. Reactive inspections within 48 hours. Good inventory data held. |
All hazardous defects repaired within pre-determined SLA’s. |
Priority maintenance deemed appropriate for network. |
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Asset |
Maintenance |
Inspections |
Repairs |
Programme |
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Structures |
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Reactive and Routine cyclic maintenance programme. |
Structural safety inspection regime. Basic inventory data held. |
Resources insufficient to repair all non-hazardous defects. |
Priority maintenance deemed appropriate for network. |
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Historical |
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Reactive and Routine cyclic maintenance programme. |
Structural safety inspection regime. Good inventory data held. |
Resources insufficient to repair all non-hazardous defects. |
Priority maintenance deemed appropriate for network. |
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 5
The quality, currency, appropriateness, and completeness of all data supporting asset management should be regularly reviewed. an asset register should be maintained that stores, manages and reports all relevant asset data.
The asset data held by the Council comprises of information on what physical highway infrastructure assets the Council has responsibility for, it includes but is not limited to quantities, identification numbers, location, inspection & performance information, and financial value. Effective asset management planning and decision-making relies on this data being available, appropriate, reliable, and accurate.
The Council has highway asset data held in electronic data format for each highway disciplines (ie, pavement, carriageway, structures, street lighting and traffic signs). The Council recognise that some asset data is currently held on multiple systems, the Council is in the process of transferring all data on to a single highway asset management system provided by a specialist proprietary software developer.
The Council uses the asset management system to maintain a local street gazetteer which holds a complete record of the highway network, from the Unique Street Reference Number (USRN) and naming convention, through to links with highway hierarchy.
The highways management team are responsible for ensuring that the quality of the information stored on the asset registry is comprehensive and up to date. The highway infrastructure is surveyed and maintained routinely using a variety of different methods. Asset data is collected and verified through during these surveys and new or updated details are identified as part of an on-going process. If new assets sets are identified for inclusion in the asset register a data collection programme is developed and a programme of comprehensive data collection is implemented using persons with the knowledge and capability to undertake the data collection process.
The Council uses its asset management system to record, manage and report asset information gathered by application of its highway inspection regime. Highway inspection details are described in the Councils Highways Safety Inspection Manual, they include:
Planned inspections - carried out on a bi-monthly, monthly, quarterly, bi-annual and annual basis; and
Additional inspections – in response to stakeholder reports or complaints, or unforeseen network conditions (eg, adverse weather or network incidents).
The Council also apply more discipline focused planned inspection regimes for street lighting, structures and drainage. The inspection regimes applicable to these disciplines is defined within the Councils Highways Safety Inspection Manual.
All jobs identified by planned inspection or in response the stakeholder reports are managed through the asset management system. This provides full visibility of job status from inception to completion on site.
All data and information specific to works on the Councils highway network delivered by third party works promoters is accessed and recorded in the Councils asset management system.
The National Street Gazetteer, NSG, 2005.
CYC Highways Safety Inspection Manual, 2020.
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 6
Lifecycle planning principles should be used to review the level of funding, support investment decisions and substantiate the need for appropriate and sustainable long-term investment.
Lifecycle planning comprises the approach to the maintenance of an asset from construction to disposal. It is the prediction of future performance of an asset, or a group of assets, based on investment scenarios and maintenance strategies.
The Councils approach to life cycle planning is applied by application of the process described below.
Figure 3 – Highway Asset Lifecycle Plan Process
Development of a lifecycle plan for each asset group will demonstrate how our funding is allocated in the most advantageous manner and also manage how our performance requirements are being set and achieved.
The asset lifecycle applied by the Council comprises of six (6) stages:
Stage 1 (Asset Creation / Accrual) - A new asset installed.
Stage 2 (Maintenance) - Planned and reactive maintenance designed to maintain asset condition.
Stage 3 (Condition Monitoring) – inspection, testing and network condition over time to predict condition of the assets over the coming years.
Stage 4 (Upgrade / Improvements) - Asset improvement to condition above original to meet increased capacity / need.
Stage 5 (Investment) - Renewal or replacement when routine maintenance cannot no longer maintain asset condition.
Stage 6 (Disposal) - Decommissioning of an asset.
An effective lifecycle plan initiates an intervention in the form of renewal, replacement or upgrade / improvement at a time that maximises asset life with minimum cost implications.
When a new asset is installed all information relating to the asset is captured on the highways asset management system (see section 4).
Each highway discipline has its own approach to maintenance strategy based on asset type and good industry practice aligned with funding availability. The maintenance levels of service currently applied by the Council to each asset type is detailed within section 5 (Performance Management Framework).
The Council gather asset condition data in a number of ways, the data gathered is used to monitor network condition and predict future deterioration. The condition data gathering methods applied are:
Safety inspections, - The Council has a published Highways Safety Inspection Manual the document details the Councils risk-based approach to its inspections designed to investigate and maintain asset condition. Works ordered as a result of these inspections are determined based upon the category of the defect and its associated response time plus other information such as indicative forward works programmes and major utility works. We will aim to carry out effective reactive repairs in order to potentially prolong asset life where possible.
Planned inspection and test, - Planned inspection and testing is carried out on based on specific asset types based on good industry practice and aligned with funding availability. The inspection and test levels of service currently applied by the Council to each asset type is detailed within section 5 (Performance Management Framework).
Condition surveys, - For highways the Council employ a third party condition survey to provide annual image based road condition surveys (currently provided by Gaist, 2020). The data provided by the surveys each year is used to provide an insight into pavement condition and assists us in developing a knowledge based deterioration model. For other disciplines (such as street lighting) condition surveys are carried out by maintenance operatives by application of asset specific inspection and test techniques.
When network upgrade and improvement are made that lead to increased network use we do, if required, carry out asset improvement to conditions above the original design criteria to meet increased capacity / need.
With effective forward works planning and deterioration profiling, we aim to carry out both proactive treatments (such as surface dressing or micro-asphalting) and major renewal or replacement (resurfacing) at the right time for the right cost, ensuring we get the maximum benefit for the cost outlay. This will be determined by design life and calculated deterioration.
The Council is one of many organisations in the city which has pledged to make York a more sustainable, resilient and collaborative ‘One Planet’ city (see link below).
Web link: https://oneplanetyork.com/
Through this initiative the Council has, specific to materials disposal, pledged to:
§ Using materials from sustainable sources and promoting products which help people reduce consumption;
§ Reduce waste by reducing consumption, re-using and recycling to achieve zero waste and zero pollution.
When assets are de-commissioned we ensure that the asset management system is updated to reflect the changes made.
The Council use the lifecycle planning toolkit (published by UKRLG) to scenario model each asset group on the highway network. The model allows the Council to make planning level decisions in the maintenance management of highway assets including: bridges, drainage, road signs, bollards, vehicle restraint systems, street lighting, traffic signals and linear assets such as road markings and kerbs.
CYC Highway Safety Inspection Manual, 2020.
Lifecycle Planning Toolkit & User Guide (UKRLG).
CYC - Web link: https://oneplanetyork.com/
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 7
A prioritised forward works programme for a rolling period of three to five years should be developed and updated regularly.
The definitive output requirement is for the Council to have a comprehensive, fully integrated forward works programme in place for all highway assets.
The Council create a rolling three (3) year maintenance programme based upon projected asset condition (deterioration modelling) against costs and agreed levels of asset performance.
The works programmes will be made available either via the public website or regular bulletins or both.
The forward works programme development process applied for by Council is outlined in figure 1 below.
Figure 5 – Forward Programme Development
The Council use a data produced by surveys (Gaist / SCRIM) to identify candidate carriageway and footway schemes. The information provided by these surveys allows the Council to hold and maintain rolling three (3) year candidate scheme list. This list is reviewed and modified by the Council using local knowledge and engineering judgement.
The Council have a decision-making process when prioritising candidate schemes. The process applied by the Council considers all of the following:
Highway safety inspection data;
Condition monitoring, inspection and test data;
Joint prioritisation across other asset types and groups;
Alignment of works with other schemes planned on the network;
Co-ordination of works planned by other local authorities, private developers, statutory authorities and utility companies.
The Council also consider the prioritisation of works single asset works prior to other third party works (eg, drainage replacement when a third party is carrying out resurfacing works on a new development).
All Schemes identified and prioritised by the Council are placed on the Councils rolling three (3) year forward maintenance programme.
The Council use all available data to optimise the annual works programmes across the network.
The Council develops its annual programme based on all available information, gathered during development and optimisation of the forward programme, The annual programme will be made available either via the public website.
CYC Gaist & SCRIM survey data.
[CYC Annual highways programme (published on CYC website).]
[CYC Three (3) to five (5) year forward highways maintenance Programme (published on CYC website).]
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 8
Senior decision makers should demonstrate leadership and commitment to enable the implementation of asset management.
The Councils recognise that strong leadership and commitment from councillors and chief officers is required now in order to implement the principles of asset management. The UKRLG Highway Infrastructure Asset Management Guidance Document, is supported by an abbreviated version aimed at a corporate level (see link below), such as councillors and chief officers.
Web link UKRLG Maintaining a Vital Asset
You need to empower and support officers to implement a maintenance strategy that is based on the right principles. Those on the front line can then monitor highway maintenance in the context of asset management to ensure that value for money is achieved.
The need for ongoing engagement and knowledge sharing is recognised as important for successful delivery of the highway’s maintenance service, for this purpose the Council has several protocols in place, this includes:
Communication, - An established system of communication between Council officers and councillors.
Reports, - An established method of reporting programme, performance and budgets is in
The Council ensure, through these regular communication and reports (committees, regular update bulletins and website publishing) that the investment case for Asset Management is clearly stated and based upon predicted funding and asset condition.
UKRLG Maintaining a Vital Asset - Web link: UKRLG Maintaining a Vital Asset
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 9
The case for implementing the asset management framework should be made by clearly explaining the funding required and the wider benefits to be achieved.
The Council recognises the importance of funding an asset management framework that supports the maintenance of its highways infrastructure assets. Applied properly the Councils approach to asset management supports making the case for funding (internal & external), affords better communication with stakeholders, and facilitates a greater understanding of the contribution highway infrastructure assets make to economic growth and social well-being of local communities.
In recognising the importance of having an asset management framework, and more importantly implementing it in an effective and efficient manner, the Council has developed an implementation plan for highways asset management. The plan which has been approved by the senior management team was developed in line with the Highway Infrastructure Asset Management Guidance document, the future aim being that the Council can gain ISO55000 (Asset Management).
The asset knowledge gained by the development and implementation of an asset management framework allows the Council to present a case for additional funding and financing for maintenance of the Council’s [highway asset infrastructure], funding initiatives include:
Department for Transport Incentive Fund which places the need for a robust HIAMP and framework at the heart of its self-assessment methodology.
Additional funding and financing that cannot be provided by the Councils existing funding.
The asset knowledge gained by the development and implementation of an asset management framework allows the highways asset management team to present and communicate business case’s for investment more effectively to its audience at all levels – operational, strategic & operational.
Transforming frontline services is a primary focus for the Council and one that is identified in the list of top corporate priorities. It is also a key objective of the Council’s Digital Services Programme which provides a framework for technology-enabled transformational change, the implementation of a highways asset management framework supports these priorities and objectives.
Highways Infrastructure Asset Management Guidance Document, 2013 - ‘Highways Infrastructure Asset Management Guidance Document’.
CYC Highways Implementation Plan, 2020
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 10
The appropriate competency required for asset management should be identified, and training should be provided where necessary.
The Councils approach to ensuring that the appropriate competency required for highway asset management is applied at all levels, corporate (high level), strategic & tactical (highways management level) and operational (inspection and maintenance level).
In developing an approach to competency and training the Council has established a responsibility requirement at each level for highway asset management, this requirement is outlined in figure 2 below.
Figure 6 – Highway Asset Management Responsibility
The Council has established responsibility and competency requirement is reviewed and updated annually by the Council.
The Council ensure that all staff engaged in highway asset management are suitably competent, experienced and trained. The Councils approach to competency assessment and training is detailed within the highways competency training records.
CYC Highways Safety Inspection Manual, 2020.
CYC Highways Competency and Training Records.
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 11
The management of current and future risks associated with assets should be embedded within the approach to asset management. strategic, tactical and operational risks should be included as should appropriate mitigation measures.
The Council has a Risk Management Policy and Strategy & supporting Risk Management Guide. The risk management process applied by the Councils policy and strategy, and guidance is as outlined in figure 3 below.
Figure 7 – Risk Management Cycle
The Councils approach to risk management is applied at corporate (high level), strategic & tactical (highways management level) and operational (inspection and maintenance level).
The Council has a published Risk Management Policy and Strategy the document sets out how key corporate risks are managed by the Councils Directorate Management Team.
The Council has a published Risk Management Guide the document is designed as a guide for all employees, with risk management responsibilities, to explain what to do and what to document at each stage of the risk management cycle.
The Councils highway management team has applied the Councils own policy, strategy and supporting guidance to develop a Strategic and Tactical Risk Register, the register records implemented mitigation actions and where applicable the lessons learnt. The strategic and tactical Risk Register is reviewed and updated every quarter by the Councils highway management team.
The strategic and tactical level risk types are grouped into the risk categories and elements considered by the strategic and tactical Risk Register are outlined below.
The Council has a published Highways Safety Inspection Manual this document details how the Council applies a risk-based approach and process to the maintenance of individual highway assets.
CYC Risk Management Policy and Strategy, 2019.
CYC Risk Management Guide, 2020.
CYC Strategic and Tactical Risk Register, 2020.
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 12
Asset management systems should be sustainable and able to support the information required to enable asset management. Systems should be accessible to relevant staff and, where appropriate, support the provision of information for stakeholders.
The Council use electronic Asset Management Systems (AMS) to manage processes and data associated with the highway asset. In 2020 the Council is in the process of procuring a new AMS. The new AMS will provide an integrated highways AMS will realise the following benefits for the Council:
> Industry compliance;
> Improve business process;
> A more customer focused service; and
> Cost effective service delivery.
The Council use UKRLG Toolkit for the provision of data to the Department for Transport (DfT) for the whole of government accounts including Depreciated Replacements Costs (DRC) and Gross Replacement Costs (GRC).
The Council will use the AMS to manage all highway safety inspections – see the Councils Highways Safety Inspection Manual.
The Council will continue to use a data produced by surveys (Gaist / SCRIM) to survey carriageway and footway condition. The survey data captured by these surveys will be stored on the AMS to support analysis of network condition.
The Council has a Customer Relationship Management (CRM) which will take customer and stakeholder enquiries / complaints and processes information relating to the highway asset into the AMS.
The Council has a financial management system which will take financial information (purchase order, invoicing and payment) relating to the highway asset into the AMS and process it.
CYC Highway Safety Inspection Manual, 2020.
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 13
The performance of the asset management framework should be monitored and reported. it should be reviewed regularly by senior decision makers and when appropriate, improvement actions should be taken.
The HIAMP is a live document and will be subject to continuous improvement and ongoing development supplied by input from Council Officers. The Council has formed a HIAMP team led by the Councils Highway Asset Manager. When the asset management team meet they will discuss the asset management framework and discuss its performance. The primary performance indicators that will be discussed and monitored include:
> Condition;
> Operational performance;
> Customer / stakeholder satisfactions; and
> Safety inspections.
There are several performance indicators that measure the condition of the Councils highway asset. Condition surveys are carried out following government requirements. Each year the Council commission a repeatable machine survey and the data recorded is used to report condition in accord with its own local and national indicators.
The Council applies its own performance indicators to measure operational performance of its own in-house highway maintenance teams and external contractors employed to carry out highway improvements.
The Council applies its own performance indicators to measure customer / stakeholder satisfaction. The Council also uses the information generated by the NHT survey to understand customer service levels.
The Council carry out highway safety inspections the information gathered from the inspections and instructions given by the inspectors is used to monitor network and operational performance. This includes defect quantum and operational response.
CYC HIAMP Action Plan.
UKRLG – Highway Infrastructure Asset Management Guidance Document
Recommendation 14
Local and national benchmarking should be used to compare performance of the asset management framework and to share information that supports continuous improvement.
Benchmarking is a systematic process of collecting information and data to enable comparisons with the aim of improving performance, both absolutely and relatively to others. It provides a structure to search for better practice in similar authorities that can then be integrated into an asset management approach.
The Council voluntarily meet, collaborate, and engage with other local government organisations via the ‘West Yorkshire Consortium’ & ‘North Yorkshire Framework’. These forums are used to share ideas, good practice, and the latest innovations.
The Council supply data to the NHT & APSE which serves to provide details on levels of customer satisfaction with local authority services and practices. The information received from the surveys help the Council to target and publish information clearly and effectively to ensure members of the public and other highways stakeholders are as fully informed as possible about the current performance of our services.
The Council submit condition data to the Department for Transport (DfT) on an annual basis, in return the data published by DfT provides an indication of how the network is performing relative to other authorities and identify key areas for improvement.
The Council use the guidance and codes published by the Highways Maintenance Efficiency Programme (HMEP) to benchmark its approach to highway inspection and maintenance.
CYC NHT survey data & information (available on request from highways maintenance team).
CYC Gaist & SCRIM survey data.
Annex A - Supporting Documents Summary
City of York Council Documents
|
Relevant Section |
Document (web-link) |
|
2.2 |
CYC Street Lighting Policy, 2020 |
|
3.2 |
CYC Highways Communication Strategy, 2017 |
|
2.2, 4.2 |
CYC Highways Asset Management Policy, 2015 |
|
2.2, 4.2 |
CYC Highways Asset Management Strategy, 2020 |
|
5.2 |
CYC Highways Asset Management, Levels of Service (Development, Determination & Measurement) - Continuous Improvement Assessment Document, 2020. |
|
5.2 |
CYC Our Key Values - Our Key Values |
|
5.2 |
CYC The Council Plan - The Council Plan |
|
7.2 & 7.4 |
CYC ‘One Planet’ city - https://oneplanetyork.com/ |
|
8.3 |
CYC Annual highways programme (published on CYC website) |
|
8.3 |
CYC Three (3) to five (5) year forward highways maintenance Programme (published on CYC website) |
|
10.3 |
CYC Implementation Plan |
|
11.2 |
CYC Highways Competency and Training Records |
|
12.5 |
CYC Risk Management Policy and Strategy, 2019 |
|
12.5 |
CYC Risk Management Guide, 2020 |
|
12.5 |
CYC Strategic and Tactical Risk Register, 2020 |
|
6.7, 7.4, 11.2, 13.2 |
CYC Highway Safety Inspection Manual, 2020 |
|
14.3 |
CYC HIAMP Action Plan |
|
5.5, 15.2 |
CYC NHT survey data & information (available on request from highways maintenance team) |
|
8.3, 15.2 |
CYC Gaist & SCRIM survey data |
Third Party Reference Documents
|
Relevant Section |
Document (web-link) |
|
2.1 |
Highways Infrastructure Asset Management Guidance Document, 2013 - ‘Highways Infrastructure Asset Management Guidance Document’ |
|
6.7 |
The National Street Gazetteer, NSG, 2005 |
|
7.4 |
Lifecycle Planning Toolkit & User Guide (UKRLG) |
|
9.1 & 9.2 |
UKRLG Maintaining a Vital Asset - UKRLG Maintaining a Vital Asset |
