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Performance networks
Highways and Street Lighting - How are we performing?
Thursday 7 June 2018
Debbie Johns, Head of Performance Networks
Performance management
Recommendation 26 – Performance management framework
A performance management framework should be developed that is clear and accessible to stakeholders as appropriate and supports the asset management strategy
Recommendation 27 – Performance monitoring
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.
www.apse.org.uk
Performance networks
• The largest public sector benchmarking service in the UK • 185 UK local authorities registered • 20th year of data collection • 15 service areas • Developed and reviewed by practitioners • Confidentiality and terms of membership • Range of cost, quality, productivity and outcome measures • Like-for-like comparisons through profiling • Independently validated • Flexibility in comparisons • Robust data validation processes including parameters, exclusion reports as well as practitioner checks and an audit process • Partnership working with SCOTS and CSS Wales • Asset management approach to performance measurement (2009) • Carriageways, footways, winter maintenance, street furniture, traffic management systems, road drainage, gullies, street lighting and bridges & structures
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Types of analysis
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Performance awards
(Best Practice and Improvement Awards)
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12-13 13-14 14-15 15-16 16-17 PI 03a 87.26% 90.25% 87.46% 89.25% 91.26% PI 45a 84.76% 86.45% 85.75% 91.75% 88.20%
84.00%
86.00%
88.00%
90.00%
92.00%
94.00%
PI 03a Percentage of damaged roads made safe in target times (2012-17) PI 45a Percentage of damaged footways made safe in target times (2012-17)
Performance trends
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4.28% 4.10% 3.76% 3.36% 3.52%
14.29%
9.83% 10.31%
6.85% 6.24%
0.00%
5.00%
10.00%
15.00%
20.00%
25.00%
30.00%
35.00%
12-13 13-14 14-15 15-16 16-17
Condition of roads PI 02b principal - England/Wales
PI 02c non principal- England/Wales
PI 02b PI 02c
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0.48
0.33
0.35
0.37 0.37
0.30
0.34
0.38
0.42
0.46
0.50
12-13 13-14 14-15 15-16 16-17
PI 28 Number of Cat 1 defects per Km of maintained road
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80%
83%
86%
89%
92%
95%
98%
12-13 13-14 14-15 15-16 16-17
PI 39a Percentage of safety inspections completed on time (carriageways) PI 46a Percentage of safety inspections completed on time (footways)
PI 39a Average PI 46a Average
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10.73%
-0.38%
-4.37%
-13.13%
-12.93%
-20.00%
-15.00%
-10.00%
-5.00%
0.00%
5.00%
10.00%
15.00%
12-13 13-14 14-15 15-16 16-17
Aver
age
% c
hang
e
PI 31 Percentage change in the number of 3rd party claims in last 3 years compared to the previous 3 years
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£0
£200
£400
£600
£800
£1,000
£1,200
£1,400
12-13 13-14 14-15 15-16 16-17
PI 43 Total cost for carriageway winter maintenance treatment over entire winter period divided by the total carriageway network length
PI 50 Total cost for footway winter maintenance treatment over the entire winter period divided by the total footway net
PI 43 Average PI 50 Average
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68.76%
69.82% 70.40% 71.07%
73.90%
68%
69%
70%
71%
72%
73%
74%
75%
12-13 13-14 14-15 15-16 16-17
PI 16 percentage of maintenance expenditure planned/proactive
Average Linear (Average)
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Emerging changes to approaches in service management How has the budget for the highways service changed from 2016-17 to 2017-18?
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To what extent will your 2017/18 budget for highways maintenance meet the need to fill potholes and resurface where necessary?
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Do you currently sell your services to organisations external to the council?
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Has the severe weather over the past 3 years led to any of the following (you may answer more than one)
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Have you recently taken a more aggressive approach to defending claims?
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When do you estimate the existing damage to roads in your council area will be repaired to an acceptable standard by?
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• External Income Streams
• Asset Management
• Air Quality
• Sustainable drainage
• Collaboration with other authorities
• Town Centre Regeneration
• Charging for Specialist Knowledge
• Housing and Industrial Development sites
• Surface Dressing Road Network
• Design and Build using Section 278 and 38
Where do you see growth areas for the service over the next 12 months?
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• Pothole Repairs
• Structural Highway Maintenance
• Long Term Maintenance
• Cyclic & Routine Maintenance
• Carriageway Surfacing
• Road Reconstruction
• Major Resurfacing
• Street Light Maintenance
• Winter Service
Where do you see areas where work may decrease over the next 12 months?
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What do the public think?
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Our survey said
• Roads maintenance and winter maintenance given comparatively lower satisfaction ratings but are rated high for new government spending, obviously seen as a priority
• The public have seen a decline in local services but..
• Don't fully relate that easily to central government cuts ‘Its the council’
• Public are starting to see the impact of austerity
• APSE will continue to provide intelligence on front line services
APSE / DMG project
• 21 English Councils
• Benchmarking between county councils and others (3 years) through DMG – Dorset CC were administering this
• APSE managing the project
• Steve Berry, DfT:
"Effective Benchmarking is a key component in any performance management framework and the Department has been following the Direct Management Group's initiative with interest. We fully support this proposed alignment with APSE's Performance Networks and believe this will ensure members will be able to demonstrate best practice in accordance with the local highways maintenance Incentive Fund self-assessment principles."
APSE / DMG project
Reduced set of data collection and indicators:
– Asset condition
– Maintenance costs
– Third party claims
– Defects completed within timescale
– Street lighting
– Winter maintenance
– Bridges / structures
What’s included in the project?
– Performance at a Glance
– PI standings
– Performance reports
– Direction of travel
– Case studies
– Infographics
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Contact details
Debbie Johns, Head of Performance Networks
Email: [email protected]
Mobile: 07834 334193
Association for Public Service Excellence 2nd floor Washbrook House, Lancastrian Office Centre, Talbot Road,
Old Trafford, Manchester M32 0FP. telephone: 0161 772 1810
fax: 0161 772 1811 web:www.apse.org.uk
Bob Fenwick Group Leader Highways Maintenance Swansea Council
1
Best in Uk? • Welsh Asset
Management Project • Innovation approach by
the council • Swansea Pothole Project
2
Welsh Asset Management Project
Real Benefits Tools
Valuation tool kit Standardised Spreadsheets Methods of visual inspection with training
Agreed Standards
Standardised documents Safety Intervention levels
State of the Nation Report on Highways Asset
Management
3
Examples Asset Management Policy Statement Asset Management Plan (Standard Template) Annual Status and Options Report Asset Valuation Report Data Management Plan 5 Year Forward Works programme Performance Indicator Returns Road Maintenance Manual Agreed Method for Visual Inspection Welsh FNS All Wales Safety Intervention Levels Looking at Agreeing a national approach to the new Code of
Practice
4
Swansea Council Innovation
Council Innovation Officer and “Sustainable Swansea” Corporate Stuff
System thinking Blue Sky thinking Deep Ocean thinking
Listening and trying things out
Drop in session for all staff to unload Meeting to discuss the outcomes – all invited Prioritise Trying things out
5
Swansea Council Innovation Our “Driving Forward” Programme PATCH Safety Inspections Pot Hole initiative Notices Internal drain cameras Gulley Work schedules
Still to be looked at Street works and internal noticing Apprentice Positions Prioritisation Scoring for schemes.
6
Swansea’s 48 hour pot hole pledge
7
Second best roads in Wales but very poorly perceived
Head in sand or tackle Pot Hole initiative Extra Funding to tackle perception
Swansea’s 48 hour pot hole pledge
8
Not related to safety Explain some exceptions. Heavy marketing Social media Every report with email
address gets a response with photograph of before and after or an explanation
Work statistics published online
Swansea’s 48 hour pot hole pledge
9
Very Wary -Backlash 6000 first year Customer satisfaction up 30% Social Media satisfaction Compliments rather than
complaints Support from politicians Additional real work done Some preventative works A means to an end
Thank You
10
Take Praise were you can get it we don’t often deserve the criticism we get Public don’t understand what we do so get them on board. All the weapons available
Implementation of the Code of Practice for Well Managed Highway
Infrastructure
Introduction
Liz Kirkham • Managed Gloucestershire’s bridges 2001 - 2014
• Member of COP Steering Group
• Chair of ADEPT National Bridges Group and UK Bridges Board
• Network Manager
Intentions behind review
• Identify gaps and omissions
• Remove “common” threads to volume 1 (overarching)
• Electronic – not hard copy, so can be edited, and also contains links to other standards and documents
• Emphasis on risk based decision making
Implementation in Gloucestershire
Split recommendations into Themes
Linked to Self Assessment Questions where applicable
Allocated themes to members of Highway Management Team
Gap Analysis and action plans for each theme
Themes Policy & Strategy Framework
Network & Hierarchy
Asset Management Risk based approach
Resilience Performance/ Benchmarking
Environment/ Sustainability
Scott Tompkins Liz Kirkham Liz Kirkham Martyn Midgley Jenny Goodson Mark Darlow-Joy Kath Haworth
Self assessment Questions
Q1,6,7, 17, 18, 22 Q4, 5, 20, Q8 Q9-11 Q2, 3, 12-16, 19, 21
COP
reco
mm
enda
tion
s
1 - Use of Code 6 - Integrated network 10 – Asset Data 7 - Risk based approach 20 – Resilient Network 4 - Engage with stakeholders
32 - Carbon
2 - AM Framework 9 – Network Inventory 11 – AM Systems 8 - Information to support RBA
21 – Climate Change Adaptation
5 - Consistency with neighbours
33 – Sustainability with character
3 - AM Policy & Strategy 12 – Network Hierarchy 13 – Whole Life / designing for maintenance
14 – risk management 22 – Drainage Maintenance
26 – Performance Management Framework
34 – Heritage Assets
15 – Competencies & Training
17 – Condition surveys 28 – Financial Plans 16 - Inspections 23 – Civil Emergencies & Severe Weather plans
27 – Performance Monitoring
35 – Environmental Impact, Nature Conservation and Biodiversity
30 – Cross Asset Priorities
29 – Lifecycle Plans 18 – Management system and claims
24 – Communication (plans for emergencies)
36 – Minimising Clutter
31 – Works Programming
19 – Defect repair 25 – Learning from Events
Section headings in asset specific parts of COP
Legal Framework Condition & Investigatory Levels
Asset Management Information
Inspection, Assessment & recording
Winter Service Service Agreements
Rele
vant
to
Highways Highways Highways Highways Highways Street lighting
Structures Structures Structures Structures
Street Lighting Street Lighting Street Lighting Street Lighting
Section headings in asset specific parts of COP
Programming & Priorities
Rele
vant
to
Abnormal Loads Highways Road/Rail incursion Critical Infrastructure
Structures
Street Lighting
Governance
• Political process to adopt new Code
• Key decision (affecting all electoral divisions)
• Amendments to existing policy statement
Gloucestershire County Council will manage the local highway asset in line with the Highways Asset Management Framework and other guidance or policies such as the Code of Practice for Well Managed Highway Infrastructure
RECOMMENDATION 6 – AN INTEGRATED NETWORK
The highway network should be considered as an integrated set of assets when developing highway infrastructure policies.
GCC Approach
• Through Asset Management Group
New Code Recommendations
RECOMMENDATION 7 – RISK BASED APPROACH
A risk based approach should be adopted for all aspects of highway infrastructure maintenance, including setting levels of service, inspections, responses, resilience, priorities and programmes.
New Code Recommendations
GCC Approach - Risk
6 different recommendations
Asset/data driven
Policies and Levels of Service
Inspections, maintenance and claims management
GCC Approach
Changing from reliance on specific guidance to a risk-based approach is not a huge step for Gloucestershire
Higher Risk Appetite than many authorities and moved away from the “prescribed” Inspection regime to a risk based approach.
• Structures inspections 2003
• Safety inspections 2006
Asset by Asset approach
We are in the process of reviewing on an asset by asset approach:
• What do we know
• What are the risks
• How do we maintain
Consider for each asset
Why do we maintain it? How important is it?
How many people use it?
If not maintained, is the risk significant
What data do we have?
What activities need to be carried out to manage the risks
What annual/cyclical works are carried out?
Is there targeted maintenance, or just reactive?
What inspections are carried out?
How is the work/programme prioritised?
How is this reported?
What comms do we carry out?
Evidence Check list
Generated through CIPFA/HAMP workshops
• Formally approved policy
• How service levels are based on local needs/priorities
• The approach is risk based, and risk managed
• Who takes the (risk based) decisions
• Skills and competencies
• Services are monitored and recorded
RECOMMENDATION 12 – NETWORK HIERARCHY
A network hierarchy, or a series of related hierarchies, should be defined which include all elements of the highway network, including carriageways, footways, cycle routes, structures, lighting and rights of way. The hierarchy should take into account current and expected use, resilience, and local economic and social factors such as industry, schools, hospitals and similar, as well as the desirability of continuity and of a consistent approach for walking and cycling.
New Code Recommendations
Carriageway Hierarchy
• Developed by South West Asset Management Group
• Very similar to old COP hierarchy but with more “lower” hierarchy bands
• 11 bands in total
• Adopted by most authorities in South West
Safety Inspection Policy
• No changes to intervention levels
• Urgent/non-urgent rather than Category 1/Category 2
Feature Description Inspection Frequency Roads Hierarchy 2-4
Hierarchy 5-6 Hierarchy 7-11
1 month 3 month
12 month
Footways Town Centre Secondary
Link Local Access
1 month 3 month 6 month 12 month
Cycle Cw/Fw Remote Cycle
As cw/fw 6 months
1 year
Implementation for Structures
Previous Code Recommendations
Located through the document, with 1 or 2 for each chapter.
• Employ suitably qualified and experienced personnel
• Follow asset management principals
• Have an inspection regime
• Assess/review/maintain your structures
Rec 15 Rec 2 & 3
Rec 16 & 17
Rec 19 & 31
Structures Risk Based Inspection Policy General inspections are carried out every two years, in line with
DMRB standards. Gloucestershire has taken a risk based approach to determining
the “level” and interval of any other inspections.
Structures Hierarchy
RECOMMENDATION 15 – COMPETENCIES & TRAINING
The appropriate competencies for all staff should be identified. Training should be provided where necessary for directly employed staff, and contractors should ensure that they provide evidence of the appropriate competencies for their staff.
New Code Recommendations
Competence & Training
Gloucestershire have a Competence framework for all staff.
Asset Management Certification.
BICs Qualification encouraged (will be required in next contract)
RECOMMENDATION 19 – DEFECT REPAIR
A risk based defect repair regime should be developed and implemented for all highway assets.
RECOMMENDATION 31 – WORKS PROGRAMMING
A prioritised forward works programme for a rolling period of 3 to 5 years should be developed and updated regularly.
New Code Recommendations
Risk Based Prioritisation & Value Management review and prioritise works as a team through value management processes and /or workshops
This is known in Gloucestershire as ‘Structure Top Trumps’ Prioritisation criteria in TAMP • Safety & Functionality • Benefits & dis-benefits • Socio-economic and environmental
Implementation for Structures
Part C – Structures
• Legal Framework
• Asset Management Information
• Asset Condition and Investigatory Levels
• Inspection, Assessment and Recording
• Programming and Priorities
• “should …”
Gaps • Basic inventory data for all retaining walls (Rec.9)
• Increased liaison with highway safety inspectors; (C.5.2.8)
• The need to undertake inspections after extreme events (C5.2.18)
• Improvements to GCC Scour assessments (C.4.3.4)
• Formalised RA’s for substandard structures (C5.10.2)
• Review of structural review processes to ensure compliance (C.5.6.3)
• Collated list of processes - Maintenance Manual
• “Fully Functioning” Bridge Management System
To facilitate the Asset Management Aspects of a risk based approach it is essential to have • Good data • Easily accessibly and readily available • The ability to prioritise and manage works In GCC we have questioned whether our existing system of an non-bespoke structures system and excel spreadsheets is really adequate in 2018.
Procurement exercise underway to allow us to achieve • Asset valuation • Performance data • Deterioration modelling & life cycle planning
Next Steps for GCC Structures
• Procurement of ‘Best of Breed’ BMS
• Review processes
• Create Structures Maintenance Manual
• Revision of Inspection policy based on hierarchy
• Identify method for identifying/locating highway retaining walls
Next steps for GCC Highways
• Complete Governance processes
• Complete review of risks for assets and processes
Monitoring/Evaluating Progress
• Item on Highways Management Team Agenda
• Quarterly progress meetings
• One of our reported KPIs (number of recommendations we are compliant with)
• Barriers….
Questions/Discussion
Thank you