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Highway Infrastructure Asset Management Communication Strategy
Document Control
Date Ref Revision Comments Author Checked Reviewed Approved
15/04/16 0.1 DRAFT First SGP AK HIAM DG -
12/05/16 0.2 DRAFT Minor Amendments
SGP AK HIAM SB -
26/08/16 1.0 FINAL First Issue SGP AK HIAM SB LA
15/01/18 1.1 DRAFT Review - Amendments
SGP HIAM DG HIAM SB
02/02/18 2.0 FINAL Second Issue
SGP AK HIAM SB LA
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Introduction A Communication Strategy is a way of describing how the Highway Infrastructure Asset Management (HIAM) approach is actively communicated through engagement with relevant stakeholders in setting requirements, making decisions and reporting performance. This Communication Strategy sets out how Bournemouth Borough Council (BBC) will communicate HIAM to identified internal stakeholders and external wider audiences. Relevant information associated with HIAM should be actively communicated to achieve a clear and effective process to deliver a better understanding of our approach to HIAM. 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 highway network is often of significant interest to the public and the media. This interest is likely to continue with robust public expectations of how the network should function. In addition, weather conditions and possible resulting damage to the highway network often provides the focus for significant national and local media coverage and influence the Council’s reputation. Providing good quality information to stakeholders on what can be expected from the asset management approach is an important aspect of service to the public. A clear and effective approach to communications within the Asset Management Framework can be an excellent means of providing information and responding to challenges relating to programmes of maintenance works and value for money. The content of the Communication Strategy is covered by the following headings
• Communication Diagram
• Communication Plan
• Asset Data
• Terms of Reference
• Internal Stakeholders
• External Stakeholders
• Strategy Measures
• Acronyms
Communication Diagram The Communication Diagram shows the HIAM organisational structure and the typical flow of communications. There are many different stakeholders involved in HIAM. Each stakeholder group has different requirements and levels of information to be communicated. To allow the right information to get to the right people, a process must be in place to inform stakeholders. The details of each process can be seen in the Communication Plan below. The Communication Plan shows the output, process, information to be communicated, medium and desired outcome.
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Communication Plan
Objective Process Information to be communicated
Medium Outcome
Relevant information made accessible to external audiences - Road users (including residents, visitors, commuters and businesses), the Public, the Media and Local Communities
Development by Delivery Group, Review & Approval by Strategy Board, Elected Members & Senior Decision Makers briefed by Strategy Board, Communication prepared and delivered by Corporate Communications Team
• Framework
• Policy
• Strategy
• Works Programme
• Roadworks
• Winter Service
• Resilient Network
• Performance
• Network Incidents
• BBC HIAM web page
• Channels as advised by Corporate Communications
• VMS/ITS
A clear and effective communication process to deliver a better understanding of our HIAM approach to key stakeholders
Relevant information made accessible to internal Stakeholders – HIAM Team Structure, Local Authority Partners, Elected Members and Senior Decision Makers
Development by Delivery Teams, Issue control management by Delivery Group, Review of content periodically by Strategy Board
• Framework documentation (e.g. Policy & Strategy)
• Meeting / Review minutes
• Action Plan
• Risk Register
• Intranet
• Access to server network locations
• Asset Data Management Systems
• Briefings
A mechanism to allow effective delivery and continuous improvement of HIAM
Additional funding required outside of allocated budgets
Development by Delivery Group, review and approval to progress through democratic consultation by Strategy Board, democratic consultation & gateway processes
• Meeting / Review minutes
• Report on proposal
• Decision
• Other consultation information as required
• Link to Consultation web page from HIAM BBC web page
• Access to server network locations
Resource to achieve HIAM objective targeted for funding
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Objective Process Information to be communicated
Medium Outcome
Funding reallocation within budget constraints
Development by Delivery Teams lead by Programme management, Delivery Group to review and agree to progress to Strategy Board
• Meeting / Review minutes
• Report on proposal
• Decision
• Access to server network locations
Allows flexibility to act to rapid deterioration of an asset or associated risk with HIAM
Relevant feedback made accessible to internal Stakeholders - HIAM Team Structure
Road users (including residents, visitors, commuters and businesses), the Public, and Local Communities to submit via online reporting system and surveys
• Defects
• Roadworks
• Works Programme
• Suggestions, improvements & feedback on any aspect of HIAM
• Link to online reporting systems from HIAM BBC web page
• HIAM Email
• NHT Survey
• CQC Survey
• BBC Opinion Survey
• Epanel
Informs decision making and the setting of requirements by understanding their needs and expectations
HIAM Framework The framework diagram comprises the activities and processes that are necessary to develop, document, implement and continually improve HIAM. The framework is the structure that BBC will operate to deliver effective HIAM. This diagram is featured in the HIAM Strategy available to view on the BBC ‘Maintaining Our Roads’ web page. HIAM Policy and Strategy The policy describes the principles and commitment BBC is applying to HIAM to achieve the authority’s corporate priorities. The HIAM strategy is a document setting out how HIAM is delivered for the authority to meet its long term corporate goals and
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objectives. The policy and strategy communicates the approach adopted to managing highway infrastructure assets to stakeholders and contains the key messages of HIAM. These documents are readily available through the BBC ‘Maintaining Our Roads’ web page. Works Programme The current and forward works programmes support financial planning and clearly demonstrate what, where and when schemes are to be undertaken. They also show the budget constraints in each asset area and an understanding of what maintenance costs. These documents are accessible through the BBC ‘Maintaining Our Roads’ web page. Roadworks The detail of HIAM works information may change throughout the year. BBC has an online road works system that shows type of works, start & finish dates, duration and type of work taking place, diversions and impacts. This information is readily available through our ‘Maintaining Our Roads’ web page. On A and B Class roads, updates will be prepared and distributed by Corporate Communications and linked back to the system to reach the wider community. Scheme information boards should be present on site with details of the roadworks. All residents living on the road where the works are taking place should receive a letter detailing how the works will affect them whilst it is carried out in close proximity to their properties. The letters should encourage the use of the BBC ‘Maintaining Our Roads’ web page and email address during the works to communicate efficiently. Resilient Network The Winter Service (gritting) is a primary function of the BBC resilient network. The resilient network will be available through the BBC ‘Maintaining Our Roads’ web page. This shows the routes around Bournemouth that will be gritted in icy and snowy conditions. Regular service updates will be made through the Council’s digital channels by Corporate Communications.
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Performance Performance monitoring sets and measures performance that can be communicated to stakeholders by demonstrating performance against requirements. Levels of service, Performance Targets and Benchmarking will allow monitoring of the delivery of the HIAM strategy. The performance overview is available through the BBC ‘Maintaining Our Roads’ web page. Online Reporting Highway defects can be a major area of requests for service, complaints or claims to an authority. Processes must therefore be in place to deal with these communications and provide feedback. The online reporting system allows the public to make a report and track progress. There is a Contact Us Online System which should also be used for suggestions, improvements & feedback on HIAM. The link is available through the BBC ‘Maintaining Our Roads’ web page. Email The webpages and other communications encourage the use of HIAM email address ([email protected]) for any enquiries relating to the asset management function and allows to efficient communication with all stakeholders. Any information communicated to Road users, the Public and Local Communities needs to be timely, concise, in plain language and updated regularly to be effective. Asset Data A key part of HIAM planning is the collection of asset data. Asset data comprises information on what physical highway infrastructure assets an authority has responsibility and this information helps inform details that are communicated to stakeholders. The approach to asset data can be seen in the Highway Asset Information Strategy on our ‘Maintaining Our Roads’ web page.
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Terms of Reference
Function Members of Team Responsibility within HIAM Minimum frequency of Meeting
Strategy Board Director of Environment (Chair) HMEP Advocate HIAM Lead Finance Representative Corporate Communications Representative
The strategy board is the overseeing body for HIAM. They will be responsible for HIAM being delivered in line with the policy, strategy and procedures that form the HIAM framework. They will review all aspects of asset management and make decisions necessary to delivery asset management effectively and efficiently. The strategy board will give approval of decisions within current budgets or recommend and support a decision that requires additional funding.
Every 6 months
Delivery Group HIAM Lead (Chair) Asset Area Leads Corporate Communications Representative
The delivery group is made of representatives from each delivery team. The delivery group is responsible for the outputs and outcomes for continuous improvement and delivery of HIAM. The Asset Area Lead will attend a strategy board meeting if an agenda item relates to their specialist area.
Every 8 weeks
Delivery Teams Asset Areas The delivery team members are delivering the day to day management of HIAM within their specialist asset areas. The Asset Area Leads should provide their teams input and feedback to the Delivery Group to assist in achieving continuous improvement and delivery of HIAM.
Monthly
Local Authority Partners HIAM Lead (Chair) HIAM BoP HIAM DCC HIAM Consultant SWHA
The Local Authority Partners will help facilitate continuous improvement by engaging in regular forums to discuss best practice in the industry. Collaboration meetings will provide opportunities for joint working and give insight into other local operations.
Various
There will be occasions where teams will be required to meet more frequently than the durations indicated above. To achieve continuous improvement within each function, the meetings may be targeted to specific areas for review.
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Internal Stakeholders
Function Role within HIAM Name Role within Organisation
Strategy Board Chair of Strategy Board Larry Austin Director of Environment
Member of Strategy Board & Finance expertise available to Delivery Group
Shaun Darcy Group Finance Manager
Member of Strategy Board & Communications expertise available to Delivery Group
Carly Earnshaw Communications & Marketing Business Partner - Environment & Economy
Member of Strategy Board Gary Powell Head of Traffic Management, Engineering & Major Projects
Member of Strategy Board Andrew England Head of Transportation Services
Member of Strategy Board, Chair of Delivery Group
Anthony Kirby Engineering & Major Contracts Manager
Member of Strategy Board Phil Shearing Local Transport Plan & Capital Programme Manager
Member of Strategy Board & Delivery Group
Stuart Best Street Services Manager
Member of Strategy Board, LGA HMEP Peer Reviewer
Adrian Hale LTP Engineer - Major Scheme Bids
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Delivery Group HIAM Project Manager, Member of Delivery Group
Steve Perry Project Manager – Highways
Member of Delivery Group - Satisfaction, Benchmarking & Efficiency monitoring
Bob Askew Programme Manager
Member of Delivery Group – Carriageway and Footway SM
Chris Smith Structural Maintenance Engineer
Member of Delivery Group – Operational Maintenance
Paul Hastings Operational Manager
Member of Delivery Group – Street Lighting
Dan Moorley Street Lighting Engineer
Member of Delivery Group – Structures
Steve Wait Structures Project Manager
Member of Delivery Group – Drainage
Paul Ambrose Flooding and Drainage Manager
Member of Delivery Group – ITS Ken Surtees ITS Engineer
Member of Delivery Group – Street Lighting, ITS & Risk Management
Jamie Network Network Manager
Sustainability Sustainability expertise available to Delivery Group
Roxanne King Environmental Strategy and Sustainability Officer
Finance Operational Maintenance Accountant
Rob Bryant Accountant
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HIA Maintenance Accountant Steve Wade Senior Accountant
CIPFA Finance Accountant Paula Mills Senior Accountant
Procurement HIAM Contracts Advisor Jill Johnson Strategic Procurement Manager
HIAM Expertise
HIAM expertise available to Delivery Group
Various Consulting Contract
BoP HIAM
Local Authority Joint Working & Collaboration Partner
Lynne Wait BoP Asset Manager
Stuart Priest BoP Asset Engineer
DCC HIAM Local Authority Joint Working & Collaboration Partner
Mike Hansford DCC Asset & Performance Team Leader
Ian Newport DCC Asset Technician
SWHA Regional Benchmarking and Collaboration Group
Emma Cockburn South West Highway Alliance Manager
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External Stakeholders One of the strategy objectives is to ensure that relevant information is made accessible to all external audiences focusing on Road users (including residents, visitors, commuters and businesses), the Public, the Media and Local Communities. There are many other external stakeholders we communicate with to ensure the network is managed with minimal disruption and all parties are aware of any potential disruption. Liaison with bus operators, utility companies, emergency services, councilors and interest groups such as freight associations, pedestrian, cycling, motoring, disability and mobility groups will be contacted through the design and delivery of project by the asset team and or network management team as and when required. Strategy Measures The evaluation of this strategy will be undertaken as part of the ongoing review of measures and processes relating to delivering the service and on review of this strategy document. Measures such as the total unique views of webpages and public enquires per annum can be used to demonstrate the communication plan and its objectives are being delivered. Lessons learnt from the evaluation should be captured, actions taken forwarded and strategy amended if required. Strategy Review The HIAM Strategy Board is the overseeing body for HIAM. They will be responsible for BBC HIAM being delivered in line with the HIAM framework documentation. They will review this strategy on a periodic basis. Whether future budgets change the core principles of this strategy should apply.
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Appendix A – Acronyms HIAM Highway Infrastructure Asset Management
BBC Bournemouth Borough Council
BoP Borough of Poole
DCC Dorset County Council
SWHA South West Highway Alliance
SM Structural Maintenance
ITS Information Traffic Systems
HMEP Highway Maintenance Efficiency Programme
HIA Highway Infrastructure Asset
CIPFA Chartered Institute of Public Finance and Accountancy
WGA Whole Government Accounts (CIPFA related)
UKPMS United Kingdom Pavement Management System
DVI Detailed Visual Inspection
FNS Footway Network Survey
BMX Bridge Management Expert
