Highways Agency

3 OPERATIONAL FRAMEWORK

It is intended that the DLOAs will address a broad range of operational activities that are likely to be encountered in the management of the respective road networks under the jurisdiction of each party. The following sections outline the operating principles that should be incorporated into the DLOA (where appropriate).

3.1 Management of the Road Network

The control centres responsible for managing traffic on the Road Network will comprise:

National Traffic Control Centre (NTCC)

Located outside Birmingham, and operated on behalf of the Agency by Traffic Information Services Ltd. (TiS) under a long-term contract, the NTCC collects data on road conditions from a variety of sources. The data is analysed and used to provide information to drivers, the public, emergency services and the media. The NTCC will remain the primary channel for the Highways Agency to disseminate traffic information. This information will be provided by website, telephone service and Variable Message Signs and such other means as may be determined from time-to-time.

Regional Control Centres (RCCs)

The Agency is implementing a network of seven regional control centres across England, to be jointly staffed by the Police and the Agency. The centres will be rolled out over a period of time to cover motorways and some key trunk roads within each region of the country. Over time, their operations may be expanded to the entire core network. RCCs will be primarily responsible for the management and operations of the Traffic Officer Service⁸ and will be focused on responding to traffic incidents. RCC operations have a local focus and will have, for instance, an input into the development of local diversion routes with LHAs.

Local Authority Control Centres

Local Highway Authorities will have a wide range of control centres to manage the traffic on local roads and to co-ordinate with other road authorities and the media, depending on their needs.

3.2 Operational Responsibilities

Changes to existing organisational arrangements will be adopted in the review process of each DLOA. A mutual understanding of the respective operations is vital to ensure effective operational procedures and systems are planned accordingly. In order to place operational planning in its proper context, Table 1 illustrates the current operational roles and responsibilities of the NTCC, the Police, RCCs (where operational), Service Providers⁹ and LHAs. This table will be updated in the future to reflect changing operational roles including those arising from the Traffic Management Act.

3.3 Agency/LHA Interface

The NTCC will act as the primary interface for all traffic information being passed between local authorities and the Highways Agency. As the Highways Agency rolls out the seven RCCs, the NTCC will play a pivotal role in coordination using its existing liaison arrangements. Throughout the RCC roll out period, and indeed the operational period thereafter, every effort will be made to eliminate duplicating information flows.

The organisational interface between the agency and the local authorities will take place under the auspices of the Traffic Operations Coordinating Committee (TOCC). Seven Traffic Operations Regional Groups will be formed to provide the primary forum in each of seven regions across the country for the Agency and the LHAs, together with the Police and other interested parties, to discuss and propose solutions to traffic management issues of mutual concern. Terms of Reference for TOCC and its operational committees - the Traffic Operations Steering Group (TOSG) and the Traffic Operations Regional Groups (TORG) may be found in Annex C of this NGF.

3.4 Information Sharing

The NTCC will make available, free of charge to LHAs (in accordance with agreed procedures), data containing real-time information about traffic conditions and planned events on the core network that would be of practical value to the LHA in the management of its local network. The NTCC will recommend, if required, appropriate systems that may be needed to acquire this data. Computer hardware and software for these systems will not be provided by the NTCC or the Agency.

LHAs are encouraged to make available similar information about traffic conditions and planned events on the LHA road network that may directly influence conditions on the Agency's Network. Such information will only be used to inform decision-making and will not be passed on or sold to any third party without prior agreement

3.4.1 NTCC Primary Services

The Agency will make the following services available to a LHA:

Information for LHAs: With regard to the traffic situation on the Agency's core network for its operational use, real-time information from the NTCC database of current events on the core network and any strategic responses that are in operation or are planned. This will comprise information about traffic conditions and planned events on the core network of practical value in the management of the LHA network. For planned and unplanned events on the core network, this will include the following details:

• Event type;
• Date and expected/actual start time of the event;
• Location and routes affected;
• Direction(s) of travel affected;
• Expected duration of the event and/or predicted delays to journey time; and
• Notice of event termination.

Information on Planned Events (including roadworks): Relevant details in the NTCC database of planned events on the core network (e.g. roadworks) will be made available for an LHA, to assist with its own local network planning activities.

Diversions onto the Core Network: Where capacity is available, and subject to the primacy of core network management, the NTCC will provide a positive response to requests from an LHA to use the core network for the diversion of local traffic around events that may occur on local network roads. Such diversions will be co-ordinated with the appropriate RCC where required.

Display of LHA Network Information on Agency Variable Message Signs (VMS): All requests for setting messages on VMS are to be processed through the NTCC. The NTCC may set pre-agreed messages on VMS on the core network at the request of an LHA, subject to the VMS continuing to be available for travel information messages relating to the NTCC road network. Any such activity must be in accordance with relevant Agency protocols and procedures for VMS message content and use.

Use of NTCC Dissemination Media: The NTCC will respond to requests from LHAs to use NTCC information dissemination media (including VMS) to provide information about events that are not located on the core network, subject to the relevant media being available for this purpose and not otherwise in use for a higher priority. The NTCC will undertake to coordinate any response with the appropriate RCC. Any such activity will be in accordance with relevant Agency protocols.

Dissemination criteria and communication methods will be defined within each DLOA. The geographic extent of the information available is tailored to suit the requirements of each authority.

Other information relating to current and planned events on the wider core network, outside the LHA's immediate area of interest can be found in our Traffic Information page.

3.4.2 NTCC Additional Services

Areas in which the NTCC may additionally provide assistance, if required, include:

Data for LHA Planning: The NTCC will make historical data freely available from its databases to an LHA for operational and planning purposes. The scope and extent of this activity will form part of the DLOA discussions with an individual LHA, subject to the data processing agreement governing the operation of NTCC;

Contact Information: The NTCC will hold a database of operational contact information, key elements of which will be available for valid operational use, free of charge to an LHA, subject to issues of privacy and commercial confidentiality and consent from the Data Controller (Agency); and

Key Information: Key information includes both contact and geographic details. The NTCC has collected information on key contacts within LHAs, the Police, OHAs, Service Providers, and other traffic generators. Arrangements are in place to ensure the completeness and accuracy of this data is maintained. LHAs are able to make enquiries against this database, subject to issues of privacy and commercial confidentiality. Information collected from LHAs and other sources will be promulgated by the NTCC across the Highways Agency.

3.4.3 LHA Services to the NTCC

So far as is practical, LHAs are recommended to put in place services to provide the NTCC with the following:

Unplanned Event Information: LHAs are encouraged to provide timely advice to the NTCC about the existence and progress of incidents on the LHA road network that are affecting, or are likely to affect, the core network (e.g. changes in the estimated duration of any lane or carriageway closures). The geographic extent is agreed with each LHA locally and is referred to as the 'Network of Influence'. Full details are included in the DLOAs;

Planned Event Information: LHAs are further encouraged to provide information on planned events (both roadworks and traffic generating events) that occur within the Network of Influence; and

Utility Works: LHAs are encouraged to pass to the NTCC information relating to utility works on their Local Network that have potential to affect the Agency's core network.

3.5 Response to Events

3.5.1 Off-line Preparation

The NTCC will maintain a regular dialogue with LHAs to identify opportunities for effective traffic management involving diversion of traffic from the LHA network onto the core network.

NTCC could also make available to LHAs details of any strategic responses to be implemented on the core network that are likely to impact upon the LHA network.

In the planning of strategic traffic management for special events (e.g. exhibitions, motor shows, sports events) that are likely to significantly affect traffic conditions on the LHA network, the NTCC will take appropriate account of the views of the LHA and, where relevant, advise RCC and local Police force(s) of the views of the LHA. This is expected to involve meetings with all the relevant parties (including the NTCC, RCC, LHA(s), Police force(s), event organisers and others as required) to agree on strategies for network management during the course of the event.

It is also recognised that appropriate debriefing meetings should be held after major events to jointly assess the effectiveness of the planned and actual response to the events and make recommendations for improvement.

3.5.2 Real-Time Operations

LHAs are invited to identify those roads within/without their operational area for which information is required. NTCC undertakes to notify the LHA of incidents (planned or unplanned) that occur within the area defined. NTCC will also provide updates on the event together with notification of when the event is cleared or completed. The NTCC will advise LHAs of any changes in strategic responses when that change to the response is implemented.

However, any diversion of traffic by the NTCC will be restricted to core network routes and will not take place upon the local road network. RCCs will collaborate with LHAs and the local Police force to discuss and agree the use of LHA network routes for local diversions from the core network.

Strategic responses relating to management of the core network will have priority over responses relating to the management of the LHA road network except where the local Police force and the NTCC agree that specific circumstances require a different approach.

3.5.3 Dissemination of Information

The NTCC will provide traffic information related only to the Agency's core network. LHAs will continue with any existing services for provision of traffic information on other roads and will maintain their own arrangements for such services. However, where an incident affects both the core network and the LHA network, to ensure consistency, the NTCC will liase with the relevant RCC and the LHA to co-ordinate traffic information for dissemination to third parties.

3.5.4 Utility Works

The Traffic Management Act 2004 places a network management duty upon LHAs. The duty includes the coordination and direction of works in the street and working with partners and stakeholders to achieve this requirement. As part of this process LHAs are encouraged to pass to the NTCC information relating to utility works on their network that have potential to affect the Agency's Core Network.

3.6 Data and Information Exchange

Information as described in sections 3.4 and 3.5 above will be transferred via any convenient and available media that is practicable, including telephone, fax, e-mail and remote terminal systems. It is envisaged that, where appropriate, the communication of data and information between the NTCC and LHAs will be system-to-system internet-based, following Travel Information Highway (TIH) principles. (www.tih.org.uk) To this end, the TOCC Executive and the Agency will use their best endeavours to promote TIH principles, encouraging the use of it by LHAs. The implementation, development and operational responsibility for any new or existing LHA systems to exchange data with the NTCC will be defined in agreements made under DLOA process.

The Agency will ensure that any data protection issues, including the possible recording of telephone conversations, are dealt with in accordance with the appropriate contractual and legal obligations. The Agency will comply with relevant current UK and European legal requirements for data protection.

Data security of the NTCC systems will also comply with current guidelines, including firewall and anti-virus protection and user-level access control. The extent of data security between the NTCC and an LHA will be subject to discussion under the DLOA process.

The interface, presentation and format of data from on-line active systems shall follow TIH principles where possible or be subject to individual agreements between the Agency and each LHA. The principal aim of adopting TIH principles is to avoid a number of different approaches to data exchange. These systems may include databases, monitoring equipment, traffic control systems etc.

3.7 CCTV

The Agency and LHAs will, where it is both possible and feasible, grant access to real time or current CCTV images from CCTV cameras operated or under the control of either organisation by request or by fixed agreement. Procedures have been put in place to ensure that the Police have priority control of the cameras for incident management purposes and the facility to block images of a sensitive nature.

3.8 Network Referencing

The NTCC will be responsible for making available to an LHA, facility(s) to translate from the network referencing system(s) used by the LHA to that used by the NTCC where the interface of information technology requires this facility and where it is considered practical to do so. This information will be used in communications with the LHA and will be available to an LHA for its local area. The system(s) to be used in communications with each LHA are to be agreed in the DLOAs.

3.9 Day-to-Day Operations

The Agency will work in accordance with the DLOAs and to the guidelines laid down in this NGF. These are agreed on an individual basis with each LHA. On a day-to-day basis NTCC will monitor traffic on the core network, liasing with LHAs and other parties and responding appropriately. The Agency will respond to requests from an LHA to adjust the arrangements where appropriate to suit their own circumstances.

8 Highways Agency Traffic Officers roles have been developed jointly with the Police. The RCCs will deploy Traffic Officers to incidents and will help the Police by managing the traffic around accidents to reduce congestion. The Police will continue to deal with the enforcement of road traffic offences, the investigation of crime and will retain overall responsibility for serious incidents. [back to 8]

9 'Service Provider' refers to MAs, MACs, EMACs and DBFO concessionaires and any contractor or sub-contractor working on behalf of that organisation who can be delegated by that organisation to provide the relevant information to NTCC in the specified timescale. [back to 9]