Highways Agency

2. Set-Up Phase and Development of DLOAS

Effective TCC operations will require the establishment of operational partnership arrangements between TiS and LHAs. To be successful, the partnerships need to be of mutual benefit to all parties. During the set-up phase, TiS will develop a close dialogue with individual LHAs, with the objective of securing DLOAs as anticipated in the TCC Memorandum of Understanding (see Annex D) and based upon the principles identified in this NGF.

2.1 Purpose of the Set-up Phase

It is recognised that effective TCC operations can only be achieved through successful operational partnership arrangements with LHAs.

The responsibilities of LHAs in relation to local road networks are not altered in any way by the introduction of the TCC. TiS recognises that it must develop effective partnerships with LHAs. The aim will be to provide wide-area strategic network management that can, wherever practicable, support and enhance LHA activities, as well as deliver TCC Project services on behalf of the Agency.

To achieve this, it is necessary for both parties to have access to the most up-to-date and accurate network information, and the set-up phase will highlight the key areas involved in this process. TiS will develop and agree the working arrangements, including access to and effective use of existing systems and services. The end product of this process will be a DLOA with each LHA for which a mutual interest exists for network management purposes. The DLOA will describe in detail the working arrangements for information exchange and management of the respective networks. However, it is also recognised that the DLOA will continuously evolve in the light of practical operational experience, and procedures will be put in place to ensure that each DLOA is maintained to accurately reflect the operational requirements of both parties.

2.2 Process for Agreeing DLOAs

Figure 2 depicts the major components and processes required for the DLOAS. It indicates the sequence of development for the DLOAS working from the centre outwards. These topics are discussed below. For details of the scheduling of these processes, see Annex B.

Figure 2: Process for agreeing DLOAs

Figure 2 - Process for agreeing DLOAs

2.2.1 Understanding the TCC Project

For the DLOA meetings, each LHA is encouraged to make available suitable personnel to enable DLOAs to be developed and agreed within the programme defined by TiS (TiS is undertaking discussions with the majority of LHAs in England, and with other organisations throughout the UK. To manage this large-scale undertaking effectively, it is necessary for TiS to carry out a pre-arranged plan of LHA meetings throughout the liaison period to provide adequate notice to all parties). It is suggested that the LHA nominates a member of staff to assist in coordinating the development of the DLOA on behalf of the LHA and to act as the primary contact with TiS. TiS will arrange the meetings with LHAs at mutually convenient times, will provide secretarial support and will be responsible for progressing and delivering the DLOAs. The scope of these discussions will reflect the involvement in, and importance of, local traffic management activities by the individual LHA and the relationship of these activities to Core Network management activities.

TiS will continue to use reasonable endeavours to ensure that the TCC project is made known to LHA representatives.

2.2.2 Spirit of Co-operation

In order to build a firm foundation for effective agreement and coordination with LHAs, there needs to be a spirit of cooperation between TiS and LHAs that arises from a mutual understanding and appreciation of the key issues from each organisation's perspective which will then be used to build effective operational agreements.

2.2.3 Understanding Existing Operations

To develop the partnership, each LHA is encouraged to exchange with TiS the information required for successful implementation of the TCC Project and the establishment of DLOAs. By understanding the operations better TiS will be able to make more appropriate suggestions for the partnership. LHAs are not expected to supply information that can reasonably be obtained from other sources, including the Agency.

2.2.4 Communication Systems

Information exchange between TiS and an LHA may be undertaken via any convenient and available media that is practicable, including system-to-system links, remote terminal systems, telephone, fax, e-mail, and the Travel Information Highway (TIH) where appropriate. The implementation, development and operational responsibility for any new or existing LHA systems to exchange data with TiS will be defined in agreements made under the DLOA process.

TiS will ensure that any data protection issues are dealt with in accordance with the appropriate contractual and legal obligations. TiS will comply with relevant current UK and European legal requirements for data protection.

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

2.2.5 Network Referencing

TiS will make available to an LHA facility(s) to translate from the network referencing system(s) used by the LHA to that used by TiS 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.

2.2.6 Operations Planning

Once the organisation arrangements are in place and there is a mutual understanding of the respective operations the next phase can be developed. This phase will cover operational and system planning. It will be further developed into operational procedures that will be fully implemented on the TCC service start date. These procedures will be trialled prior to service start date to ensure practical integrity. In order to place operational planning in its proper context, Table 1 illustrates the operational roles and responsibilities of TiS, the police and LHAs.

Table 1 - Summary of Operational Roles and Responsibilities

2.2.6.1 Overarching Principles

• LHA Resources

TiS will make every effort to minimise the LHA resource required to successfully agree DLOAs.

• Information Exchange

TiS 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. TiS will recommend, if required, appropriate systems that may be needed to acquire this data. These systems will not be provided as part of the TCC Project.

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 Core 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.

• Existing Arrangements

It is recognised that there may be many existing arrangements in place for the exchange of traffic information, for example with the Agency's managing agents. TiS will harmonise with and build on these relationships.

2.2.6.2 Traffic Monitoring

TiS will have access to images from the HA's CCTV cameras that are used by local police forces for monitoring of the Core Network. Procedures will be 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.

• CCTV

In the pursuit of a seamless collaborative delivery of services to the travelling public, the preferred approach is for joint access with local police forces to respective CCTV images. The extent to which this can occur will depend on existing arrangements, technical practicalities, future developments (The potential for access to CCTV images on the Core Network by LHAs and other organisations is currently under development as part of the Agency's Video Information Highway (VIH) Project) and organisational considerations.

Consultations with LHAs have highlighted circumstances where existing agreements are in place for LHA access to cameras on the Core Network, and it is not expected that these agreements will change without prior agreement with the LHAs concerned.

Some LHAs have access to and control of CCTV cameras on their local highway network that may be of interest to TiS in assisting with management of the Core Network. In such cases, TiS will be responsible for implementation and development of any new or existing systems for TiS to receive CCTV images from an LHA.

2.2.6.3 Response to Events

• Off-line Preparation

LHAs will have the opportunity to request from TiS details of any strategic responses to be implemented on the Core Network that are likely to impact upon the LHA network.

TiS will work in co-operation with LHAs to identify opportunities for effective traffic management involving diversion of traffic from the LHA network onto the Core 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, TiS will take appropriate account of the views of the LHA and, where relevant, advise local police force(s) of the views of the LHA. This is expected to involve meetings with all the relevant parties (including TiS, LHA(s), police force(s), event organisers and others as required) to agree strategies for network management during the course of the event.

• Real-Time Operations

LHAs likely to be affected by strategic traffic management responses on the Core Network will be advised when the response is implemented. TiS will advise LHAs of any changes in strategic responses when the change is implemented.

Current arrangements for emergency local diversions on the LHA network will remain in place, as the responsibility of the individual LHA in collaboration with the local police force, neighbouring LHA(s) and others as appropriate.

Any diversion of traffic by TiS will be restricted to Core Network routes and will not take place upon the local road network. Only in exceptional circumstances will the Agency give authority to TiS to collaborate with LHAs and the local police force to discuss and agree the use of LHA network routes for strategic diversion 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 TiS agree that specific circumstances require a different approach (Normally, all key junctions on the Core Network with the potential to be used for strategic diversions will be equipped with two strategic VMS half a mile apart on the approach to the junction. One of the signs will have the potential for tactical (i.e. incident management) over-ride).

2.2.6.4 Dissemination of Information

TiS will provide traffic information related only to the 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, TiS and the LHA will co-ordinate traffic information passed to third parties to ensure consistency.