Highways Agency

Operational Principles

3.1 Communication Methods

3.1.1 The communications systems, protocols and procedures will be the key means by which TiS services to the police, and the police services to TiS, will be delivered. These are a major element in the DLOA agreements.

3.1.2 Communications Systems: TiS will provide systems for communication and information exchange where necessary between Police Control Rooms and the TCC, which will be agreed through the DLOA discussions. The choice of system(s) will be made on the basis of a best value assessment based on the extent and importance of the information and the cost of providing the system, which will take account of, but not be limited to, the layout of control rooms and space availability, the residual life of the systems to which an interface is required and any plans for Police Control Room re-location, re-equipping or restructuring.

3.1.3 Communications Protocols and Procedures: TiS will develop with individual forces protocols and procedures that will be used to conduct day-to-day communications. They will reflect the methods currently in use by the police and the outcome of the DLOA discussions about the communications systems and the mutual exchange of services.

3.2 Location Referencing

3.2.1 Clarity in the description of the network is also vital. To achieve this, TiS will develop a facility(s) to interpret the location referencing system(s) used by an individual police force (Explanatory note: Each police force uses systems to describe locations on the network. Similarly, TiS will use a system to describe locations in its databases. These systems may not be suitable for describing locations in traffic information made available to the public, for which colloquial descriptions will be required. TiS will need to be able to accurately translate between the systems used by its operational partners and describe those locations to the general public in terms that are easily recognised and clearly understood.) The system(s) to be used in communications with each force are to be agreed in the DLOAs. No change to force systems will be requested.

3.3 The Co-ordination of Traffic Management Strategies

3.3.1 A set of strategic traffic management responses will be developed for the whole Core Network. These responses will include a set of procedures detailing the wide area actions to be followed in the setting of the plans and will be supplied to the police. Real time responses will be based on these plans and will take into account the traffic conditions, road capacity (including roadworks) and weather. Responses will be coordinated in accordance with procedures that have been agreed in the DLOAs. The procedures will be based on the following principles:

• In the off-line development of strategic responses, TiS will take appropriate account of the views of the police forces affected by them.
• In the offline planning of any operation that is likely to affect traffic conditions on the Core Network, police forces will take appropriate account of the views of TiS.
• Police forces affected by strategic traffic management responses will be given an opportunity to comment on their appropriateness immediately before the response is set.
• Where appropriate, TiS will take part in the planning of special events by the police and LHAs.
• Police Control Rooms will keep TiS informed about the initiation and progress of incidents (e.g. changes in the estimated duration of any lane or carriageway closures).
• TiS will give Police Control Rooms an opportunity to comment on the appropriateness of any changes in strategic responses immediately before the change is implemented.
• Messages related to incident management shall, in general, have priority over strategic traffic management messages in the use of VMS but DLOAs will set out the means by which the integrity of the signing of a strategic diversion is maintained (Explanatory note: Normally, all key junctions that have the potential to be used for strategic diversions will be equipped with two VMS half a mile apart on the approach to the junction. One of the signs will have incident management over-ride and the other will have strategic over-ride.).
• If required TiS will provide an overview of the congestion on the Core Network related to the incident.

3.4 Information Dissemination

3.4.1 Traffic Information to the Media and Other Parties: The DLOA will detail procedures to co-ordinate traffic information passed to the media and third parties. TiS will take over responsibility for providing traffic information related to the Core Network and off-Network events that impinge on it (in consultation with LHAs). Police forces and LHAs will continue their current arrangements for provision of traffic information on other roads.

3.4.2 Non-Traffic News: "Non-traffic news" (e.g. number of fatalities, extent of damage to vehicles, presence of emergency services) will remain the responsibility of police forces.

3.5 Evaluation and Review

3.5.1 Throughout the life of this project TiS will seek to improve the delivery of the service to the mutual customer, the travelling public. This will be achieved through a series of reviews. The review processes will be conducted by review boards, whose membership will be agreed within the DLOA.

3.5.2 Post Incident Media Briefing: Post incident comments will be dealt with and co-ordinated between HA and individual police force public relations departments, according to the joint ACPO/HA Media Guidance document published in August 1999 (copies available from the ACPO representative, HA/ACPO Partnership - see section 4 for details).

3.5.3 Debriefing Following Major Events: Where necessary the HA, TiS and police force(s) will meet following major events to review operations in order to identify best practice and to address any points of concern.

3.5.4 NGF and DLOA Review: The HA, TiS and individual police forces will review operational methods, practices and procedures in order to identify / share best practice, and to address any points of concern. As the need is identified by any of the parties, this NGF document will be the subject of review, which will incorporate any necessary changes. Any changes will be reflected in the DLOAs.

3.6 Conflict Resolution

3.6.1 It is TiS's intention to create flexible and strong working relationships. TiS will make every attempt to create an atmosphere where the use of a disputes procedure is unnecessary. However, should this ever be required, a four level procedure will be utilised that provides a method of handling any difficulties. In the first place, the procedure aims to resolve the issue at a local level. If this fails it is escalated through to higher levels of management. In the final stage, if the conflict between TiS and a Police Control Room still cannot be resolved, the HA's TCC Contract Manager will then endeavour to facilitate a solution. These procedures will be documented in the DLOA.

3.7 Access to Police Control Rooms

3.7.1 Access to Police Control Rooms by TiS representatives for development, liaison and other TCC Project related purposes will be in accordance with HA and local police force agreed protocols.