New Front Cover2 · To reduce the number of road casualties DS/ST/3 Accident investigation...
Transcript of New Front Cover2 · To reduce the number of road casualties DS/ST/3 Accident investigation...
September 2003
Development Services
Sustainable Transport
Process Maps
To submit comments, or to request additional paper copies, please contact:
Information Resources UnitGovernance DepartmentFriars TerraceStaffordST17 4AY
Telephone: (01785) 278325
Process Mapping – Sustainable Transport
Ø What is process mapping?
This exercise was undertaken in order to achieve a complete understanding of the records that need to be created to support thework of the Sustainable Transport Division . Each map represents a particular process or activity, and provides a graphical“workflow” representation of each key process, showing the records required in order to necessitate compliance with either legal oroperational need.
Process Mapping is recommended by both the Lord Chancellor’s Code of Practice on the Management of Records under Freedomof Information and by the ISO15489, the International Records Management Standard, and is used by the Information ResourcesUnit in its work with every County Council Directorate.
Process mapping is the most comprehensive and effective method of establishing the business requirement for recordkeeping.
Ø Methodology
As part of the Information Audit process, IRU staff conducted interviews in order to establish the core functions, and each of thesupporting processes, within Sustainable Transport.
This information was used to construct a hierarchy of business activities, each of which was given a distinct classification. Thishierarchy is shown in the Business Classification Scheme, which provides a functional means of classifying records and offers aclearer and more logical approach to office-based or electronic filing than a subject-based structure.
Process Mapping
Ø Application
- Retention Schedule
Each Record Series identified through process mapping is given a retention period, notes governing it’s disposal, and arecommendations as to its destruction, transfer to off-site storage, or permanent preservation.
- Records Management Programme
The process maps indicate every stage at which Sustainable Transport ought to be creating records, and they will form thefoundations of the ongoing Records Management Programme within the service.
- Process Improvement
Process Maps can be used as a basis re-engineering within any unit through merging, streamlining, costing, or eliminatinginefficient business processes.
Key to Symbols
Process Or Decision Look-upDatabase Collate
Terminator Off-page(down)
ManualInput
Record
To develop localtransport policies andstrategies based oncentral government
policy, guidance and tomonitor performanceagainst procedural
guidelines and plannedtargets
DS/ST/1
Transport Policy developmentDS/ST/1/001/a
Area Strategy development andprogress monitoring
DS/ST/1/001/b
LTP performance monitoringand reporting
DS/ST/1/002/b
Development Services: Sustainable Transport Business Classification Scheme Page 1
Local Transport PlandevelopmentDS/ST/1/001
Performance monitoring andreporting
DS/ST/1/002
To create a sustainabletransport environment
DS/ST/2
Passenger Transport: Serviceprovision
DS/ST/2/001
PT Policy & strategydevelopment
DS/ST/2/001/a
Service monitoringDS/ST/2/001/c
Service provisionDS/ST/2/001/b
Vehicle inspectionDS/ST/2/001/e
Contract complianceDS/ST/2/001/d
Bus information strategydevelopment
DS/ST/2/001/f
Travel information provisionDS/ST/2/001/g
Infrasructure developmentDS/ST/2/001/h
Passenger transport budgetmonitoring & forecasting
DS/ST/2/001/i
Transport contract performancemonitoring
DS/ST/2/001/j
Continued onpage 2
Compliance AuditDS/ST/1/002/a
LTP scheme fundingDS/ST/1/001/c
Quality assuranceDS/ST/1/002c
Strategic OverviewDS/ST/1/001/b1
Local strategy developmentDS/ST/1/001/b2
Green travel plansDS/ST/2/002
Travel to schoolDS/ST/2/003
Green travel plan developmentDS/ST/2/002/a
Green travel plan AdministrationDS/ST/2/002/b
Car share schemeDS/ST/2/002/c
School travel plan development& monitoring
DS/ST/2/003/a
Walking bus schemedevelopment & monitoring
DS/ST/2/003/b
Continued frompage 1
To create a sustainabletransport environment
DS/ST/2
Development controlDS/ST/2/004
Land chargesDS/ST/2/005
Information provisionDS/ST/2/005/c
Application assessment(Staffordshire Act, Sect. 7)
DS/ST/2/004/b
Local land searchesDS/ST/2/005/a
Commons registration searchesDS/ST/2/005/b
Highway adoption agreement(Higways Act, Sect. 38)
DS/ST/2/004/c
Planning applicationassessment
DS/ST/2/004/a
Continued onpage 3
Transport assessmentDS/ST/2/004/d
Development Services: Sustainable Transport Business Classification Scheme Page 2
To reduce the numberof road casualties
DS/ST/3
Accident investigationDS/ST/3/001
Speed reductionDS/ST/3/002
Traffic managementDS/ST/3/003
Driver/rider trainingDS/ST/3/004
Accident data processing andinformation provision
DS/ST/3/001/a
Traffic management policydevelopment
DS/ST/3/003/a
Road network signing (SLO)DS/ST/3/002/a
(see also DS/ST/3/003/b)
Accident investigationDS/ST/3/001/b
Road network signing (TRO)DS/ST/3/003/b
(see also DS/ST/3/002/a)
Care provider driver trainingDS/ST/3/004/e
Fleet Driver TrainingDS/ST/3/004/c
Minibus driver trainingDS/ST/3/004/b
Cycle trainingDS/ST/3/004/a
Safety camera schemedevelopment & operation
DS/ST/3/002/b
Public relationsDS/ST/3/002c
National Driver ImprovementScheme (NDIS)DS/ST/3/004/d
Continued onpage 4
Continued frompage 2
Development Services: Sustainable Transport Business Classification Scheme Page 3
Road safety training &education
DS/ST/3/005
Pedestrian trainingDS/ST/3/005/b
Kerb Craft (pilot project)DS/ST/3/005/d
Facilitating theatre in educationDS/ST/3/005/c
GIS development and supportDS/ST/4/001/a
Safer routes programmedevelopment & monitoring
DS/ST/3/005/a
Continued frompage 3
To reduce the numberof road casualties
DS/ST/3
Promotion of road safetyschemes
DS/ST/3/006
To manage andmaintain information
systemsDS/ST/4
Information systemdevelopment, management
DS/ST/4/001
Data collection and informationprovision
DS/ST/4/002
Technical library administrationDS/ST/4/002/b
Technical documentadministrationDS/ST/4/002/c
Contract documentadministrationDS/ST/4/002/d
Ordnance Survey liaison,development and support
DS/ST/4/001/b
Traffic data collection andinformation provision
DS/ST/4/002/a
Development Services: Sustainable Transport Business Classification Scheme Page 4
Co-ordinate internal depts.,District Councils & Key stake
holder consultation
LTP Process Group
Regional Shires LTP BestPractice Group
Meeting minutesDistribution list
Meeting minutesDistribution list
Record ofconsultees
See TransportPolicy
Developmentprocesses
See AreaStrategy
processes
Receive strategy proposalsfrom area lead officers and
Leader Consultation meeting
Area strategyproposals
Receive letters of support frompartners/stakeholders
Record ofcorrespondence
LTP approved by ScrutinyCommittee Produce draft LTP
Draft LTP ReportRecord of approval
Publish LTP
Local TransportPlan
SeePerformanceMonitoringprocesses
Produce provisional LTP
Provisional LTPdocument
Record ofconsultation
meeting proposals
See LTPbidding
processes
Responsible Unit: Development Services, Sustainable Transport, Policy & Strategy Unit
Process: Local Transport Plan Development Function Ref. Page 1 of 1
DS/ST/1/001
Transport is a priority set out inCorporate Plan
Corporate Plan
Community Strategy providesframework for consultation and
partnerships
CommunityStrategy
Carry out consultation
Summary of WhitePaper
ConsultationResponses
Identify key (themed) issues tobe addressed
Working papers
Develop draft policy framework
Draft Policydocument
Draft policies approved byLeader Advisory Body
Meeting minutes
Scrutiny Committee approvepolicies
Record of approval
Policies provide framework fordeveloping specific strategyproposals to feed into LTP
See TransportStrategy
DevelopmentProcesses
See AreaStrategy
Processes
See LTPDevelopment
process
Provisional LTPdocument
Consult key stake holders
Record ofconsultationresponses
Amend draft policies
Revised DraftPolicy document
Publish policy statements
Local TransportPolicy statements
See LTPDevelopment
process
Responsible Unit: Development Services, Sustainable Transport, Policy & Strategy Unit
Process: Transport Policy Development Function Ref. Page 1 of 1
DS/ST/1/001/a
Refer to themed policyobjectives
See also TrafficManagement &
Safety: AreaStrategy processes
SCC TransportPolicy
Local TransportPlan
Research backgroundinformation
Identify local issues, problemsand opportunities
Research notes Draft strategy
Consult partners, stakeholdersand neighbouring authorities
Record ofconsultation
Draft proposals for strategy
Report Draft strategydocument
Receive committee approval forTransport Area Strategies
Record of approval
Carry out annual Area StrategyWorkshops
Receive communications frompublic and intrest groups
Record ofcommunication
Meeting notes/minutes
Draft report identifying agreedpriorities
Report
Leader consultation meeting toapprove proposed programme
Record of approval
Area Strategies included as'Daughter Documents' to main
LTP document
LTP 'daughterdocuments'
Send LTP to GovernmentOffice for West Midlands for
approval
See CapitalInverstmentProgrameprocesses
Record of approvalSee MajorSchemeFundingprocess
Responsible Unit: Development Services, Sustainable Transport, Policy & Strategy Unit
Process: Area Strategy Development: Strategic Overview Function Ref. Page 1 of 1
DS/ST/1/001/b1
Receive enquiry/complaint frompublic Identify location
Record ofcommunication Database CD
Carry out research
GIS Database Site notes Site plan
Is there a safetyissue?
Yes
No
Respond to enquiry
Correspondence
Investigate potential remedialactions
See CasualtyRecordsprocess
See TrafficManagement
process
See NetworkSigningprocess
Can measures beimplemented to improve
road safety?
NoRespond to enquiryEnd of process
Correspondence
Yes
Would a scheme meetLTP criteria
No
Feed propsals into LTP strategydevelopment process Yes
Continued on page2
Report
LTP related issueraised
End of process
No
Yes
Receive report
Report
Identify relevant criteria set outin Transport White Paper
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Local Transport
Process: Area Strategy Development: Local Strategy Function Ref. Page 1 of 2
DS/ST/1/001/b2
Request road accident casualtyreport for area
Receive road accident casualtyreport for area
See CasualtyRecord
processes
Report
Research available transport,economic and 'historic'
information
Research notes
Consult Parish Councils,District and County elected
members
CorrespondenceArea workshopmeeting minutes
Completedquestionaires
Identify the local transportproblems/opportunities/key local
issues?
Establish the implementableschemes, priorities and
costings
Report
Continued frompage 1
Produce annual consultationquestionnaire
Blankquestionnaire
See CapitalExpenditureProgrammeprocesses
Forward proposals to CapitalExpenditure Programme Approved work 'signed off'
Produce progress report forinclusion in annual LTP
Strategy Report
Annual report
Forward approved schemes forimplementation
See Design andImplementation
processes
See TrafficManagementprocesses
See LTPprocesses
See monitoringprocess (to be
developed) End of process
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Local Transport
Process: Area Strategy Development: Local Strategy Function Ref. Page 2 of 2
DS/ST/1/001/b2
See AreaStrategy
Developmentprocesses
Cost benefitanalysis
Produce scheme specificproject appraisal reportsAnalyse data
See LTPprocesses
See StructurePlan
Developmentprocesses
Carry out research
Reasearch notes Traffic model Traffic projection Project Appraisalreport
Send published report toGovernment Office for West
Midlands
Record of dispatch
Does Govt. Officeapprove funding?YesScheme passed to Engineering
Services for implementation
SeeEngineeringprocesses
No
End of process
Secure external funding/partnerships
See PFIprocesses
Funding secured?
Yes
No
Revise proposals
Revise proposals?
Revised projectreport
Yes
No
Re-submit original proposals
Receive funding approval
Notification ofapproval
Receive rejection of funding bid
Notification ofrejection
Responsible Unit: Development Services, Sustainable Transport, Policy & Strategy Unit
Process: Local Transport Plan: Scheme Funding Function Ref. Page 1 of 1
DS/ST/1/001/c
Requirement to carry out audit
Audit programme
Carry out audit
Audit form Record of findings
Analyse findings
Summary report
Certificate ofcompletion
Internal
Receive copy of report offindings
external
Audit report Certificationdocument
Produce Annual Report Analyse trends
Record of analysisAnnual report
Compliance meeting
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Compliance Audit Function Ref. Page 1 of 1
DS/ST/1/002/a
Receive central governmentinformation and guidance
Refer to national and localpolicy targets
Publishedinformation
See PolicyDevelopmentprocedures
Draft National PSA SCC policy targets
Attend professional workinggroup and partnership meetings
Meeting minutesand notes
Commision survey to collectdata
Receive data from internalservice/business unit
Receive data from externalsource
Receive data from businesspartnership
Identify and develop objectives,indicators and targets
Continued onpage 2
Process new data into useableformat
Research available comparisondata
Data Reports
Processed data
Research data
Analyse data
Report
Publish report
Transport Policy &Strategy Monitoring
document
County StructurePlan Monitoring
ReportArea Strategy
Toolkit
Local TransportPlan Annual
Progress Report
End of process
Record ofinstructions/
request for surveydata
Forward report to WestMidlands Government Office
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Local Transport Plan Performance Monitoring Function Ref. Page 1 of 2
DS/ST/1/002/b
Continued frompage 1
Themed objectives
DemandManagement
NetworkManagement
PassengerTransport
Walking & Cycling
Safer Journeys toSchool
See GreenTravel Planprocesses
See TrafficData Collection
processes
See SaferRoutes toSchool
processes
See Travelwiseprocesses
See AccidentInvestigationprocesses
See NetworkManagementprocesses
See ServiceProvisionprocesses
See Servicemonitoring
See InformationProvisionprocesses
SeeInfrastructureImprovementprocesses
See Travelwiseprocesses
See Accidentinvestigationprocesses
See NetworkManagementprocesses
SeeEngineeringprocesses
See HighwayMaintanenceprocesses
Environmental
See HighwayMaintanenceprocesses
See TransportStrategy
processes
Freight Countryside &Inland Waterways
See AreaStrategy
processes
See NetworkReveiw
processes
See TransportProcesses
Personal Safety
See AccidentInvestigationprocesses
See Travelwiseprocesses
EnginneringServices
See ProjectPlanning and
Implementationprocesses?
Land UseIntegration
SeeDevelopment
Controlprocesses
Social Exclusion
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Local Transport Plan Performance Monitoring Function Ref. Page 2 of 2
DS/ST/1/002/b
QA Develeopment Groupmeetings (every 6 weeks)
Meeting minutes
Develop and disseminate QAprogramme
QA Proceduresdocumentation
Are changes requiredto the QA system? Yes Consult on proposed changes
Consultationresults
Agree changesChanges instituted at local level
Notification ofchanges
Problems and issues reportedto project manager
Report form
Is problem urgent?Problem is dealt withimmediately and reolved Yes
NoRecord of action
Problem resolved at 'Issues'meeting (every 6 months)
Meeting minutesAction plan
Produce action plan
Record of issueand return
Distribution list Draft proposals
Revised proceduraldocumentation
Continued onnext pageContinued from
page 2
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Quality Assurance Function Ref. Page 1 of 2
DS/ST/1/002/c
Continued frompage 1
Forward report to AnnualManagement Review team
User reportsQA programme developed atAnnual Management Review
Meeting minutesQA Programme
Audit reports
QA Policy
Receive user reports
Refer to audit reports
Produce Annual ManagementReview Report
Report
Continued onpage 1
See Auditproccesses
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Quality Assurance Function Ref. Page 2 of 2
DS/ST/1/002/c
Receive statutory requirementsand guidance
Transport Act 1985and 2000
DETR guidancedocuments
Road TrafficReduction Act
1997
Research statutoryrequirements, existing policyand background information
SCC Policystatements,
Structure Plan &Local Plan
Working notes
Liaise with & attend operatorgroup meeting and relevantprofessional working groups
Meeting minutesand notes Correspondence External reports
and proposals
Enquiries and complaints frompublic
Correpondence
Produce draft strategy
Draft strategydocument
Carry out internal consultation
Research SCC functions andresponsibilities
Research notes
Record ofresponses
Analyse responses
Produce draft consultationstrategy document
Draft consultationdocument
Pass to leader for pre- statutoryconsultation approval
Is approvalgranted?Yes
No
Make revisions
Consult statutory consulteesand interest groups
Revised draft
Standard letterQuestionnaire
List of consultees
Receive responses toconsultation
Completedquestionnaires Correspondence
Analyse responses
Report of findings
Continued onpage 2
Referencedocuments
Continued frompage 2
Draft Strategydocument
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Policy & Strategy Development Function Ref. Page 1 of 3
DS/ST/2/001/a
Continued frompage 1
Circulate report and draft toheads of business units
Send report findings and draftfor Committee approval
Reportrecommendations
approved?
Revise strategy
No
Revised draftstrategy
Yes
Record of feedback
Produce final draft strategy
Final draftdocument
Record of approval
Receive Committee approval
PassengerTransport Strategy
document
Publish Passenger TransportStrategy (Send copies to
consultees and make publiclyavailable)
See LTPprocesses
See AreaStrategy
processes
Analyse feedback
Inform external consultees ofconsultation findings andinclusion of issues raised
Correspondence
SeeCommitteeprocesses
Review new/changes tolegislation and guidance
Record ofrequirements
Develop strategy and revisetargets and implementation plan
Record ofauthorisedrevisions
Continued onpage 1
Continued onnext pageContinued from
page 3
Notification ofapproval
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Policy & Strategy Development Function Ref. Page 2 of 3
DS/ST/2/001/a
Receive internal progressmonitoring reports
Receive statistical informationfrom PT operators
Monitoring reports
Statistical reports
Analyse progress reports andreveiw targets
Annual LTPProgress Report
Pass report for inclusion in LTPAnnual Report
See LTPprocesses
Review PT strategyimplementation targets
See PTStrategy
development
End of process
Continued frompage 2 Continued on
page 2
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Policy & Strategy Development Function Ref. Page 3 of 3
DS/ST/2/001/a
Develop strategy for non-commercial local bus service
provision
Transport Act,1985
Carry out consultation withDistrict & Parish councils
Correspondence Questionnaires
Establish targets for serviceprovision
Bus operators submit serviceregistrations for each service
Registrationdocuments
Analyse commercially availableservices
Is there a servicegap based on strategy
criteria?
Obtain evidence of costeffectiveness of service
Correspondenceand evidence from
operatorsSurvey results
Notify District/Parish councils Does service meetfunding criteria?
Receive notification of servicechanges from Operator
Notification ofchange to
registered service
No
Correspondence
End of process
Yes
Continued onpage 2
NoEnd of process
Is the servicecommercially viable?No
Contact operators
Yes
Record ofcommunication
SCC TransportPolicy
Operator agrees to runcommercial service
Record ofcommunication Evidence of viability
Yes
Issufficient funding
available inbudget?
No
Yes
Isfunding availablefrom an external
source?
NoYes
Continued frompage 3
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Service Provision Function Ref. Page 1 of 3
DS/ST/2/001/b
Continued frompage 1
Decide on appropriate type ofcontract
Obtain quotes due to shorttimescale
Record ofcommunication Quotation
Set up short-term contractIs service affordablewithin budget?
Send notification to Parish/District councils
No
Yes
Record ofcommunication
End of process
Contractdocumentation
Istender process
required for majorfunding?
Yes
No
Negotiate with existing operatorto operate Diminimus contract
Record ofcommunication
Is operator willingto Change route? No
Yes
Set up Diminimus contract
See monitoringprocesses Contract
documentation
Send Tenders to appropriateapproved operators
See vehicleinspectionprocess
Tender documents
Receive valid Tenders (via JFU)
See financeprocesses
Tenders Continued onpage 3
Receive request for serviceprovision from client
Record of request
Receive notice of servicewithdrawal from operator or
Vehicle Inspector
See VehicleInspectionprocesses
End of process
End of contract period
List of approvedoperators
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Service Provision Function Ref. Page 2 of 3
DS/ST/2/001/b
End of contract term(Contract term 3 years)
Continued frompage 2
Analyse tenders (by twoseparate people)
Analysis sheets
Compare analysis results
Tender report
Report signed by Head ofService
Record ofauthorisation
Report authorised by client(if client service request)
Record ofauthorisation
Is Tender affaordable?
End of process
No
YesTender accepted
Notification ofaward
Does operatoraccept contract
offer?
Head of Unit authorises offer toalternative operator No
Record of declineof offer
Record ofathorisation
Yes
Send forms of agreement
Signed copies from operator aresigned on behalf of SCC
Completed contractdocuments
Return one copy of signedcontract to operator
Pass service information toInformation & Publicity Sect.
SeeInformation &
Publicityprocesses
See servicemonitoringprocesses
Monitor service operation(reactive)
Negotiate with operator
Input information into ContractAdmin. & Forecasting System
Record of contractSee Financeprocesses
Record ofnegotiations
Continued onpage 1
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Service Provision Function Ref. Page 3 of 3
DS/ST/2/001/b
Receive complaint from publicor Parish/District Council
Record ofcommunication
request response from operator
Record ofcommunication
Receive response from operator(within 10 days)
Record ofresponse
Is a survey ofongoing problem(s)
required?Issue work instructions
Work instructionsSurvey sheets
Inform complainant of progress,findings &/or outcome
Correspondence
Receive evidence
Survey results
Continued onnext page
Isresponse to complaint
acceptable?
Check complaints record foroperator/service
Record ofcomplaints
Yes
Question responsereceivedfrom operator
Record ofcommunication
Notify Finanace of deduction fornon-service
Deductionnotification
See financeprocesses
End of process Notify operator of outcome
Notification ofoutcome
Transportconditions of
contract
Contractperformance
default document
No
No
Inform complainant of progress,findings &/or outcome
Correspondence
Update complaints monitoringrecord
Record ofcomplaint outcome
Yes
Record of contractdefault points
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Service Provision Monitoring Function Ref. Page 1 of 2
DS/ST/2/001/c
Communicate findings tooperator
Correspondence
Receive response from operator
Record ofresponse
Do findings indicatebreach of contract? No
Yes
See ContractCompliance
process
Receive client investigationreport
Analyse evidence
Analysis report
Continued frompage 1
Client investigationreport
Notify Finanace of deduction fornon-service
Deductionnotification See finance
processes
End of process Inform complainant of outcome
See Educationand SocialServices
processes
Notify operator of outcome
Record of outcome
Operatorcomplianceprocedure
Contractorperformance
default document
Receive report from Vehicleinspection
Vehicle/operatorinspection report
See VehicleInspectionprocesses
Notification ofoutcome
Record ofcommunication
Update complaints monitoringrecord
Record ofcomplaint outcome
Record of contractdefault points
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Service Provision Monitoring Function Ref. Page 2 of 2
DS/ST/2/001/c
See VehicleInspectionprocess
Breach of contract reported/identified
Transportconditions of
contract
Operatorcomplianceprocedure
Contractorperformance
default document
Is breach 1stoccurence? Yes
Record ofcomplaint/breach
Check operator performancerecord What is the tariff for breach
minor
Issue letter of non-compliance
Record of defaultpoints
Record ofcommunication
serious
No
2nd occurrence
Calculate total tariff
Record of defaultpoints
See ServiceMonitoringprocess
Notification tooperator of default
points
Doesbreach qualify for immediatesuspension or termination
of contract?
Yes
No
Formal writtenwarning
Operator to attend formaldiscussions re warning
Record ofproceedings
Continued onpage 2
Continued onpage 2
No
Operator record
3rd Occurrence 4th Occurence
Continued onpage 2
End of process
Doestariff total lead to
termination ofcontract?
No
End of process
Issue formal warning
Yes
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Service Contract Compliance Function Ref. Page 1 of 2
DS/ST/2/001/d
Continued frompage 1
Continued frompage 1
Termination of contract
Record oftermination
Notification ofcontract
termination
Yes3rd occurence
Continued frompage 1
4th occurenceDoes
breach qualify for immediatetermination of contract?
Calculate total tariff
Record of defaultpoints
Notification tooperator of default
points
Final writtenwarning
Operator to attend formaldiscussions re warning
Record ofproceedings
No
Yes
Receive appeal againsttermination from operator
See AppealsPanel
processes
Doestariff total lead to
termination ofcontract?
Yes
Issue formal warning
No
Remove operator fromapproved list
Set period for re-application forinclusion on list of approved
contractors
Approved list ofcontractors
NotificationSee VehicleInspectionprocesses
End of process
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Service Contract Compliance Function Ref. Page 2 of 2
DS/ST/2/001/d
Work programme decided byapplication, operational priorities
and location
Carry out random spot checks
Vehicle inspectionreport
Is problem/defective
identified?
Carry out operator inspection
Record of operatorinspection
Notify Service provision team ofoutcome
See ServiceProvisionprocesses
Receive request from client,contractor, or receive complaint
Record ofcommunication
Work programme/diary
Receive request to inspectcontractor for approval
Record of request
Carry out contractor inspection
Record ofcontractorinspection
Daily inspection log
Client transport inspection
Carry out wheelchair carrierassesment
Vehicle inspectionreport
Yes
End of processNo
Continued onpage 2
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Vehicle Inspection Function Ref. Page 1 of 2
DS/ST/2/001/e
Issue contract enforcementdefects notice
Enforcement(defects) notice
Terminate contract for seriousor repeated breach of contract
conditions
Contractenforcement notice
Operator to arrange servicecover
Contact Contract Compliance toarrange emergency cover
See ContractComplianceprocesses
End of process
Receive notification fromoperator of fault rectification
Contact operator re non-receiptof notification within given time
limit
No
YesRevoke defects notice
Enforcementremoval notice
Inform Contract compliance ofbreach
Notification See ContractComplianceprocesses
Contractor fails to rectify defect
Continued frompage 1
Yes
Howserious/frequent iscontract breach?
Record ofcommunication
Issue contract enforcementsuspension notice
Enforcement(suspension)
notice
End of process
See ContractComplianceprocesses
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Passenger Transport Vehicle Inspection Function Ref. Page 2 of 2
DS/ST/2/001/e
Statutory requirement to makeavailable local bus information
Transport Act 2000
Maintain record of serviceregistrations received from
operators
Record ofregistered services
Consult statutory consulteesand intrest groups
Draft InformationStrategy
Research required informationand background information
Questionnaires CorrespondenceResearch notes
Analyse consultee responses
Analysis report
Are strategy proposalsworkable andeconomic?
Revise strategy proposals NoPublish strategy document
Yes
Bus InformationStrategy document
Distribute to operators andconsultees
Correspondence
End of process
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Bus Information Strategy Development Function Ref. Page 1 of 1
DS/ST/2/001/f
Distribution list
Refer to bus operator serviceregistration
Service registrationforms (PSV 351)
Abstract timetable information
Draft areatimetables
Supply information to printer
Area timetablesbooklets
Receive notification of changesto registered service
Notification
Collate area changesPublish changes
Information Leaflet Draft amendments
Record ofoperators and
services
At stop information(subsidised services
only)
Revised at stopinformation
Provide Travel Line (regionalinformation service) withinformation re services,
timetables and registeredchanges to services
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Bus Travel Information Provision Function Ref. Page 1 of 1
DS/ST/2/001/g
Carry out audit of bus stops
Audit resultsGIS Bus stopdatabase
Liaise with operators
Record ofcommunication
Assess issues and priorities
Audit report
Issue work instructions toEngineering design
Programme of work Work instructionSee
Engineeringdesign
processes
Receive design and costings
CostingsDesigndocumentation
Carry out consultation with anyaffected parties (within 20m of
proposed work)
Correspondence
Collate responses
Record ofresponses
Are design changesrequired?
Pass revision prosals toEngineering Design
Yes
Work instructions
No
Infrastructure projectimplementation approved
Record ofauthorisation
End of process
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Transport Infrastructure Development (new function in process of development) Function Ref. Page 1 of 1
DS/ST/2/001/h
Distribution list
Client Services contractoperator
Receive invoice from serviceoperator Input invoice/contractor details
Invoice Record of receipt Record of paymentdue
Confirm contractor and periodcontract period on CAFS
system
Record ofconfirmation
Code invoiceProcessing officer authorisespayment
Record ofauthorisation
Senior Officer authorisespayment
Record ofauthorisation
Pass invoice to Treasurers forpayment
See Treasures(creditors)processes
Local Service contract operator
Other local authority (sharedlocal service route)
Continued onpage 2
Voluntary Car Schemes Generate periodic invoiceinternally for creditor payment
Rural Bus Challenge Services
Generate invoice/claim form
Aremonies due frominternal/external
source
Yes Pass to Treasurers
Record of moniesdue Invoice/claim form See
Treasurersprocesses
Recoup monies from internal/external sources
Record of receipt
Coded invoiceRecord ofexpenditure
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Budget Monitoring & Forecasting Function Ref. Page 1 of 2
DS/ST/2/001/i
Reconcile budget
Record ofreconciliation
End of process
Continued frompage 1
See Auditprocesses
Receive request for information
Produce periodic monitoringreports and forecasts
Send report to operator, clientor service planning
Record of request
Report
Compare actual income andexpenditure & forecast with
budget allocation
Budget ForecastReportReport
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Budget Monitoring & Forecasting Function Ref. Page 2 of 2
DS/ST/2/001/i
See PTService
Provisionprocesses
Requirement for operators tosubmit on board passenger and
revenue data for services
Supply operator with surveyform for use on specified
date(s)
Size of operator? Receive data for eachsponsored journeyLarge
Small
Survey form
Receive survey data form
Input data into patronagemonitoring database
Record ofpassenger
numbers andrevenue
Record of bususeage
Identify Journey and contractProduce performance reports
Record ofpassenger
numbers andrevenue
Performance report
Rural Challenge serviceoperators
Sponsored service operators
Provide information to serviceplanners
End of process
Commision Survey
Responsible Unit: Development Services, Sustainable Transport, Passenger Transport
Process: Transport Contract Performance Monitoring Function Ref. Page 1 of 1
DS/ST/2/001/j
Carry out staff travel survey
Survey forms
Analyse data
Survey report
Draft proposals
Report
Pass to committee for approval Approval received?
Revise proposals
No
See Committeeprocess
Yes
Publish plan
Plan
Promote initiatives
Publicity material
Develop initatives
Working papersReport
See Green TravelPlan Administration
Continue to monitor staff travelhabits
Survey dataAnalyse data
Survey report
Travel survey data
Travel survey data
Input data
Draft Plan
Input data
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Green Travel Plan Development Function Ref. Page 1 of 1
DS/ST/2/002/a
Loan application
Receive initiative loanapplication via departmental
representativePass application to Finance
See Financeprocess
Monitor take up of initiatives
Publish monitoring report
Monitoring Report
End of process
See GTPDevelopmentprocesses
Record of dispatch
Input record of application
Application record Report data
Send report to interested parties
Record of receipt
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Green Travel Plan Administration Function Ref. Page 1 of 1
DS/ST/2/002/b
Receive application to car share
Application form Record ofapplication
Search database for routematch
Report
Match found? No End of process
Yes
Contact applicantShare agreed?
End of process
No
YesNotification of sharing recievedfrom participant(s)
Produce monitoring report
Car share record
Forward monitoring report tocommittee working group
Report
End of process
Record ofcommunication
Record ofcommunication
Create car share databaserecord
Receive notification of changeof circumstances
Amended databaserecord
Is new car sharerequired?
Delete personal details fromdatabase recordNo
Yes
Amended database record
Amended databaserecord
Record ofcommunication
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Car Share Scheme Function Ref. Page 1 of 1
DS/ST/2/002/c
Receive project brief andsupporting information
Send scoping questionnaire toschool
See planningapplicationprocess
Scoping proforma
Receive scoping report
Report (copy)
Liase with schoolIs Traffic Impact
Assement/School TravelPlan required?
End of process
NoSend STP proforma to
Education, Joint Property Unit
STP proforma
Receive completed formSend copy of proforma to JFU
See JFUprocess
Receive copy of PlanningConsent
See CorporateServicesprocess
Planning Consent(copy)
Meet with headteacher(s)
Meeting notes andminutes
Set up working group Research backgroundinformation
Meeting notes andminutes Scoping reportDfT Baseline
survey data Project brief
SeeEngineering
process DS/B
Analyse data
ReportContinued on
page 2
Carry out final consultation(format to be decided)
Meeting notes andminutes,
SeeEngineeringprocesses
?
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: School Travel Plan Development & Monitoring Function Ref. Page 1 of 3
DS/ST/2/003/a
Continued frompage 1
Draft STP with working group
Draft plan
Review STP with DSEngineering
Meeting notes andminutes
Submit STP to DevelopmentControl
SeeDevelopment
ControlProcess
Receive copy of PlanningConsent from Corporate
Services
Planning consent(copy)
Record of dateplanning consent
granted
School Travel Planmonitoring
continued onpage 3
SeeEngineeringprocesses
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: School Travel Plan Development & Monitoring Function Ref. Page 2 of 3
DS/ST/2/003/a
Continued frompage 2
Input into school working group
Meeting notes andminutes
Support school with education,training and publicity
See otherTravelwiseprocesses
Inform JFU of monitoringcommencement
See Financeprocess
Correspondence/form
Collect monitoring information
DfT baselinesurvey
Initiative updateinformation
Research data
Prepare revised STP Analyse data
Working notesDraft revised STPdocument
Forward to Green Travel Team
See GreenTravel
processes
Amend STP
Revised STPdocument
Continue monitoring process(annually for 5 years)
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: School Travel Plan Development & Monitoring (Monitoring procedures to be implemented not yet finalised)
Function Ref. Page 3 of 3
DS/ST/2/003/a
Identify target school/areaReceive information/request
Correspondence
Send response
Correspondence
Promote scheme to school
Record of contact Schemeinformation
Co-ordinate feasibility study
See Educationprocess
Does school wish toproceed?
Yes
No
End of process
Analyse dataIs scheme feasible?
Report
Request route audit Yes
End of process
No
Can a suitable route beidentified?
End of process
No
See LocalTransportprocesses
Receive route audit report
Audit report (copy)
Yes
Continued onpage 2
PlanWorking notes,
meeting notes andminutes
Working notes
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Walking Bus Scheme Development & Monitoring Function Ref. Page 1 of 2
DS/ST/2/003/b
Continued formpage 1
Inform police of implementation
Correspondence
Train volunteers
Record of training
Pass responsibility forimplementation and operation to
schoolEnd of process
Continue to train volunteers asrequired
Co-ordinator monitors scheme
Receive user details and passto Insurance Services
Record of users
See Insuranceprocesses
Record of numberof volunteers
Record ofmonitoring process
Continuing (informal) liaisonwith school
Record of trainingWorking notes,
meeting notes andminutes
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Walking Bus Scheme Development & Monitoring Function Ref. Page 2 of 2
DS/ST/2/003/b
Planning application recievedfrom district council (if affects
highway)
PlanningApplication
Log receipt ofapplication
Record of receipt
Plot application onmapping system
GIS record
Pass application toDevelopment Control officer
Identify previous applications onmapping system
Research notes
Carry out site visitAssess application
Site notesReport added toapplication form
Send recommendations toDistrict CouncilEnd of process
Record of dispatch
Microfilm application (after 5years)
Microform recordof application
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Development Control
Process: Planning Application Assessment Function Ref. Page 1 of 1
DS/ST/2/004/a
See Planningapplicationprocess
Receive Section 7 applicationfrom developer
Application
Request copies of plans fromdeveloper
Requestcorrespondence
Receive plans from developer
Plans
Send copy to Area Surveyor
Record of receipt
See HighwayManagementprocesses
Receive report form AreaSurveyor
Technical report
Is technical detailapproved?
Changes recommended todeveloper
No
Receive revised specification
Recommendation Revisedspecification
Grant Section 7 approvalSend approval notification
See LandCharge
processes
Notification
Log application
Section 7Agreement
End of process
See Section 38agreementprocess
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Development Control
Process: Section 7 Application Assessment (Staffordshire Act, Section 7)
Function Ref. Page 1 of 1
DS/ST/2/004/b
See Section 7applicationprocess
Section 38 agreement filegenerated (Following
Section 7 approval)
Section 38 starterfile
Request plan from developershowing area to be adopted
Request
Receive plan
Plan
Calculate costings
Costings
Send notification of costings
Notification todeveloper
Send notification to internalparties
Notification to JFU
See Financeprocesses
See LandCharge
processes
Notification to LandCharges
Receive notification of Section104 agreement from Severn
Trent
Section 104notification
Set up Section 38 Agreement
Section 38Agreement
See CentralServices
processes
Receive copy of signedagreement
Copy of agreement(signed page only)
Inspection notificationgenerated
2 year inspectionnotice
Receive site inspection report
See Highwaysmanagementprocesses
Site inspectionreport Continued on
page 2
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Development Control
Process: Highways Act, Sect. 38 Agreements Function Ref. Page 1 of 2
DS/ST/2/004/c
Continued frompage 1
Send notification ofcommencement of 12 month
maintenance period todeveloper, Severn Trent and
internal parties
Maintenancenotification
See HighwayArea
ManagementProcesses
See StreetLighting
Processes
Receive inspection report (atend of 12 month period)
Inspection report
Receive confirmation of Section104 satisfaction form from
Severn Trent
Section 104notification
Can site be adopted/
See LandCharge
processes
Inform Land Charges
Yes
Ensure problems are rectifiedNo
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Development Control
Process: Highways Act, Sect. 38 Agreements Function Ref. Page 2 of 2
DS/ST/2/004/c
Record ofrectification
Receive request for transportassessment
Local Plan consultation fromDistrict Council
Draft Local Plan
Analyse content and possibleimpact of plan
Report
Send response
Record of dispatch
End of process
Present evidence to PublicEnquiry
Record of evidence
Planning application for largedevelopment site
SeeDevelopment
Controlprocesses
Planningapplication
Analyse content and possibleimpact of proposed
development
Traffic model data
Traffic model data Report (strategicoverview)
Candevelopment feed into
planned majorscheme?
Recommend negotiation offinancial contribution
Send report to DevelopmentControl
Yes No
Report
SCC development projectdesign
See EconomicRegeneration
processes
PlanningApplication
Prepare transport assessment
Commission consultant to carryout transport assessment
Transportassessment report
Work instructions/Contract
See Trafficdata collection
process
Traffic model data
Documentation forcommissioned
work
Send assessment report toproject team
Responsible Unit: Development Services, Sustainable Transport, Policy & Strategy Unit
Process: Transport Assessment Function Ref. Page 1 of 1
DS/ST/2/004/d
Receive application for searchfrom solicitor via district council
Application form Monitoring recordof receipt
Identify site location
Address point
Carry out information searches
GIS databases
Complete report and produceplan
Report Plan
Send report and plan to DistrictCouncil
Monitoring recordof completion
End of process
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Land Charges
Process: Local Searches Function Ref. Page 1 of 1
DS/ST/2/005/a
Receive application fromsolicitor
Application form(CR form 21) Plan Correspondence Monitoring record
of receipt
Carry out search
N.B. Hard copymapping data beingtransferred to GIS
system
Complete CR form 21 report
Record of findings
Return copy of form to solicitor
Monitoring recordof completionCorrespondence
End of process
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Land Charges
Process: Common Registration Searches Function Ref. Page 1 of 1
DS/ST/2/005/b
Receive enquiry
Record of enquiry/correspondence
Monitoring recordof receipt
Research information required
Report/workingnotes
Send response
Correspondence Monitoring recordof dispatch
End of process
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Land Charges
Process: Local Searches Function Ref. Page 1 of 1
DS/ST/2/005/c
Receive copies of police accidentreport, Form TPO7 (involving
human casualty)Data input into
database
Copy of TPO7forms
Receive data check download frompolice computer
Data check fileNo
Request missing TPO7 forms frompolice
Send information to externalcustomer/agencyEnd of Process
Report
See AccidentInvestigation
Process
Data record
Has form been recieved?Check data summary
Identify location, grid reference andassign coding
Record of request
Receive request for information/advice from internal or external
source
Correspondence Request/correspondence
Send response Research information required
Report
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Local Transport, Accident Investigation
Process: Accident Data Processing & Information Provision Function Ref. Page 1 of 1
DS/ST/3/001/a
See AccidentReport DataProcessing
Programme search of database toidentify areas experiencing road
safety problemsCarry out further investigation
Police records
Site visit
Site notes/plan
Investigation fileNo
Yes
End of process
Identify appropriate remedialmeasures
Report
Send Report to SCC EngineeringPolicies & Programmes
Decide who isresponsible for road
Send Report to External Agency
See EngineeringPolicies &
Programmes
Monitor recommendationsEnd process
Report
Is there a common pattern ofcircumstances?
Monitoring report
Access TPO7 File
Database report
See LTP Process
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Local Transport, Accident Investigation
Process: Accident Investigation Function Ref. Page 1 of 1
DS/ST/3/001/b
Investigate Network Signingissue
Working notes
Identify goverment guidance
Working notes
Identify County Council policy
Working notes
Produce draft scheme design
Draft schemedesign
Carry out consultation
Correspondence/replies
Consultationdocumentation
Produce final scheme design
Final schemedesign
Issue work instructions
Work instructions
Site report
See HighwaysMaintenanceprocesses
End of process
Receive complaint/question/request from external source
Local traffic management issueraised as a result of SCC
capital project
Record of receipt Correspondence
Memo/report
Send response
Record ofresponse
Is SLOappropriate?
Yes
Responsible Unit: Development Services, Sustainable Transport, Network Review
Process: Road Network Signing (Speed Limit Orders) Function Ref. Page 1 of 1
DS/ST/3/002/a
Is TROappropriate No
No
Yes
See NetworkSigning TRO
process
Request information fromCasualty Records Receive report
Casualty analysisreport
Produce & send report ofpotential sites to Partnership
Board Steering Group
Does site meet DfTcriteria for safety
cameras?
No
Yes
End of process
Operational CaseReport
Partnership Board approvessite operational cases
Meeting notes Meeting minutes
Carry out site survey withsystem manufacturer
Request speed survey andreceive data
Survey Report
Survey data
Prioritiesed implementablesites
Instruction forworks
See CasualtyRecord
processes
Casualty analysisreport
See QualitySystems data
collectionprocesses
Submit Operational Case toDfT
Request detailed accidentinvestigation
Receive list of approvedpotential sites from DfT
Notification
Report (inc.preliminary
scheme designs)
Pass schemes to SCCEngineering for design and
installation
SeeEngineeringprocesses
DfT requirements andguidelines re Safety Cameras
and Partnership operation
Record ofrequirements
(DfT Handbook)
Continued onpage 2
Receive request
Correspondence
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Safety Camera Partnership
Process: Safety Camera Site Selection, Commissioning & Inspection Function Ref. Page 1 of 2
DS/ST/3/002/b
Carry out site commisioninginspection with relevant
parties
Commisioningdocumentation
Continuedfrom page 1
Responsibility for operationand maintenance passes to
Partnership under SLA
Service LevelAgreement
Receive monitoring datareports from police and Traffic
Data Unit
Monitoring datareports
See TrafficData
processes
Compile and send quarterlymonitoring report to DfT
Quarterly DfTreport
See PublicRelationsprocesses
Calibrationcertificate
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Safety Camera Partnership
Process: Safety Camera Site Selection, Commissioning & Inspection Function Ref. Page 2 of 2
DS/ST/3/002/b
DfT requirement to inspectcamera site every 6m
Place work instruction orderwith contractor
Site inspectionreport
Complete six monthly DfTInspection Summary report
Forward Inspection report toDfT
InspectionSummary report
Work instruction/Order
Carry out site inspectionIs remedial workrequired?Yes
No
Remedial work completed
Record ofcompletion
Statutory duty to maintain publicacceptability of safety -
publicise and monitor the workof the SCP
Develop PR strategy PR Strategy approved byPartnership Board
PR Strategy included in SCPbusiness plan
Business plan passed to Dft(via consultancy)
DfT approve expenditure (viaHead of Unit)
Draft Strategydocument Report Meeting notes and
minutesPR StrategyStatement
Record of approval
Develop PR Programme Receive DfT national campaignprogramme
Receive regionally formulatedcampaign programme
National campaignprogramme
Regional campaignprogramme
Receive national/regional dailyupdates
Project design/Pubilicitymaterial/comissioning
PR implementationprogramme
Carry out monitoring Monitor press coverage Monitor accident levels
See Accidentinvestigationprocesses
Press anlysisreport Accident statistics
Publicity/promotional
material/specifications
Statutory public opinion survey
Survey data Analysis
Monitor budget
Budget analysis
Quotes/Orders
Report to Management Group,Steering Group and DfT
ReportsCorrespondenceMinutes
Record of contacts
Press cuttings
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Safety Camera Partnership
Process: Public Relations Function Ref. Page 1 of 1
DS/ST/3/002/c
Identify issue
Correspondence Working notes
Is there existingpolicy?
Yes
No
End of process
Is a policy required tocover issue?
No
Yes Determine scope of policy
Prepare draft policy
Draft policy
Carry out consultation
Correspondence Consultationdocumentation
Draft report to Dept. Mgt./Scrutiny/Executive
Report
Publish policy
Policy document
Responsible Unit: Development Services, Sustainable Transport, Network Review
Process: Traffic Management Policy Development Function Ref. Page 1 of 1
DS/ST/3/003/a
Investigate Network Signingissue
Working notes
Identify goverment guidance
Working notes
Identify County Council policy
Working notes
Produce draft scheme design
Draft schemedesign
Carry out consultation
Correspondence/replies
Consultationdocumentation
Produce final scheme design
Final schemedesign
Issue work instructions
Work instructions
Site report
See HighwaysMaintenanceprocesses
End of process
Receive complaint/question/request from external source
Local traffic management issueraised as a result of SCC
capital project
Record of receipt Correspondence
Memo/report
Send response
Record ofresponse
Is TROappropriate?
Yes
Process: Road Network Signing (Traffic Regulation Orders) DS/ST/3/003/b
Is SLOappropriate No
No
Yes
See NetworkSigning SLO
process
Send information (letter 2), return form (form2)and parental consent leaflet/forms to school
Record of receipt
Contact schools
Std letter Record of contact
Receive application
Application form(form 1 - blank)
Receive completedapplication Std letter Return form
(form 2 - blank) Record of dispatch
Receive completed form 2
Completed returnform (form 2)
Parental consentform
Record of trainingrequested
Complete resource order form
Resource order
Collate and box resource order
Record of dispatch
Has school previouslycarried out training?
Continued onpage 2
No
Yes
Responsible officer to checksite assessment file School to carry out trainingDoes school require cycle
trainer training?
Yes
No
Receive completed trainingassessment/monitoring,
parental consent andregistration forms
Completedmonitoring form
Completed parentalconsent forms
Completedregistration form(s)
End of process
Continued onpage 2
Updated trainingrecord
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Cycle Training Function Ref. Page 1 of 2
DS/ST/3/004/a
Continued frompage 1
Carry out site assessment
Site assessmentform Plan
Carry out training of teachers
Continued frompage 1
Trainingassessment forms Training record
Training record
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Cycle Training Function Ref. Page 2 of 2
DS/ST/3/004/a
Receive request for training Receive completed applicationand medical questionnaire
Completedapplication form
Assess medical questionnaire
Forward medical questionnaireto Occupational health
SeeOccupational
Health Process
Receive medical report
Report
Has medicalclearance been given?
End of process
No
Correspondence
YesCarry out theory training
Update training record ondatabase
Notification
Record of training
Completed medicalquestionnaire Training record
Forward medicalquestionnaire to
Occupational health?
YesNo
Notify trainee of theory coursedate
Blank entitlementformAttendance record
Pass theorytest? No
Trainer completes and signsentitlement form
Yes
Completedentitlement form
Record ofattainment
Trainee contacts assessor toagree date for practical
assessment
Record of agreeddate
Carry out practical assessment
Driver Assessmentrecord
Continued onpage 2Record of
acheivement Continued frompage 2
Send application and medicalquestionnaire forms
(1) Continuedon next page
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Minibus Driver Training Function Ref. Page 1 of 2
DS/ST/3/004/b
Has training beensuccessfullycompleted?
Continued frompage 1
Yes
Issue driver permit
Permit Training record
Send invoice/inter-committeetransfer to client organisation/
department
Invoice/Transferslip See finance
processes
End of process
No
Continued onpage 1
Re-assessmentagreed
Yes
No
Continued frompage 1
Trainee advised of result
No
Notification Training record
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Minibus Driver Training Function Ref. Page 2 of 2
DS/ST/3/004/b
Receive application for training Enter details on Fleet Trainingdatabase
Application Training record
Agree date and venue
Correspondence Record of date andvenue
Receive confirmation of numberof course delegates
Correspondence Record of delegatenumbers
Request delegate backgroundinformation
Receive delegate backgroundinformation
CorrespondenceCorrespondence
Confirm course details
Correspondence
Book driving instructors
Official order
Deliver course
Record ofassessment
Evalute course
Evaluation forrns Evaluation analysisreport
End of process
Record ofcommunication
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Fleet Driver Training Function Ref. Page 1 of 1
DS/ST/3/004/c
Receive driver information fromcourt Offer driver course date
RequestCorrespondence
Driver accepts date ormakes alternative
apponitment
No
Inform police
Correspondence
Yes
Receive acceptance
Record ofacceptance
Does driver attend fortraining?No
Yes
Inform police of attendance
Notification
End of process
Check training database Has driver attended a NDIScourse in thast 3 years? No
Yes
Report
Carry out training
Record ofassessmentTraining record Record of
attendance
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: National Driver Inmprovement Scheme (NDIS) Function Ref. Page 1 of 1
DS/ST/3/004/d
Receive driver information fromcourt Offer driver course date
RequestCorrespondence
Driver accepts date ormakes alternative
apponitment
No
Inform police
Correspondence
Yes
Receive acceptance
Record ofacceptance
Does driver attend fortraining?No
Yes
Inform police of attendance
Notification
End of process
Check training database Has driver attended a NDIScourse in thast 3 years? No
Yes
Report
Carry out training
Record ofassessmentTraining record Record of
attendance
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: National Driver Inmprovement Scheme (NDIS) Function Ref. Page 1 of 1
DS/ST/3/004/d
Provide monthly status report tocare provider
Receive request for driverassessment from care provider
Report Record of request
Contact approved instructor
Record ofcommunication
Instructor to arrangeappointment with house
manager
Approved instructor carrys outdriver assessment
Assesment record
Receive Assessment recordsheet (copy) from instructor
Assessment record
Issue certificate of completion Appropriate standardachieved?Yes
No
Send invoice to Social Services
Official order
See Financeprocesses
See SocialServices
processes
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Care Provider Driver Training (Stalington Scheme) Function Ref. Page 1 of 1
DS/ST/3/004/e
Send survey forms andinformation leaflets to school(s)Receive information/request
Correspondence
Receive completedquestionnaires Enter survey data
into database
Report
Forward report to steeringcommitee
See Committeeprocesses
Analyse data
Data record
Send response
Correspondence Completedquestionnaires
See Accidentinvestigationprocesses
Forward report to EngineeringReceive copy of engineeringreport
SeeEngineeringprocesses
Engineering report
Scheme to beimplemented?
Monitor schemeScheme implemented byEngineering
YesNo
Receive notification of approval
Notification Record of receiptof approval
Meeting notes andminutes
Record of dispatch
SeeEngineeringprocesses
Continued liaison with school(s)
Continued onpage 2
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Safer Routes Programme Development & Monitoring Function Ref. Page 1 of 2
DS/ST/3/005/a
Continued frompage 1
Send monitoring questionnaireto school
Record of dispatch
Receive completedquestionnaire
Completedquestionnaire
Input monitoringdata
Monitoring data
Compare and analyse data
Report
Forward performance report tosteering committee
End of process
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Safer Routes Programme Development & Monitoring Function Ref. Page 2 of 2
DS/ST/3/005/a
Area co-ordinator works inpartnership with school school
Record of visit
Is training appropriate?
Yes
No
End of process
Send letter of permission toparents
Receive teacher/class list(s)from school
Permission form Class list
Implement training schemeMonitor performance
Record of trainingRecord ofindividual
performance
Perfomancemonitoring data
Issue certificates
Record of issue
Send letter to parents/guardianof participating children via
school
Record of issue
Receive verbal/written feedback
Record of feedback
End of process
Standard letter
Record of route
Meeting notes andminutes
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Pedestrian Training Scheme Function Ref. Page 1 of 1
DS/ST/3/005/b
Send list of schools to theatregroup
Send letter and publicitymaterial to schools
Correspondence Correspondence copy of publicitymaterial
Receive response from school
Correspondence
Does school want toparticipate?
No
Arrange programme Yes
Programme ofperformancesFinancial records ContractCorrespondence
Theatre group carries outperformance programme
Send evaluation form to schoolon behalf of theatre group
Receive completed evaluationform
Forward evaluation to theatregroup
End of process
Receive information fromtheatre group
Correspondence
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Facilitating Theatre in Education Function Ref. Page 1 of 1
DS/ST/3/005/c
Receive notification of selectedpilot school identified by DfT
Correspondence
Train volunteer parents
List of volunteersMeeting notes andminutes
Liase with school
Correspondence Training record
Receive notification of childrenwho have received training
Training record
Pass training records toexternal monitor
NotificationCorrespondence
External monitor to report toDfTReceive feedback from DfT
Report
End of process
Record of request
Meeting minutes
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Kerb Craft Pilot Scheme Development & Monitoring Function Ref. Page 1 of 1
DS/ST/3/005/d
Maintain awareness of issues
Receive information from DfT
Is publicity materialavailable?
Yes
Develop promotional material
No
DfT campaigninformation/
requirements
Develop local campaign
Working notes
Promotionalmaterial
Working notes
Carry out safety campaign
Record of activities
Evaluate campaignEnd of process
Report
See AudioVisual Design
Agree project brief
Project brief
Pass design brief to AudioVisual Design
Receive finished promotionalmaterial
Produce promotional material
Meeting notes andminutes
Responsible Unit: Development Services, Sustainable Transport, Travel Management & Safety, Travelwise
Process: Road Safety Campaign Promotion Function Ref. Page 1 of 1
DS/ST/3/006
GIS user forum
Disseminate information
Receive user comments/feedback
Report to management team
Management team discussissues arising and identify/
prioritise/authorise GIS projectsand funding
Develop project specificationObtain qotes and obtainsamples
Meeting minutesand notes
Meeting minutesand notes
Report
ProjectspecificationQuotes for work
Accept quote
Contract/Order
Implement project plan
Data set
Carry out skills audit
Questionnaire
Identify GIS training needs
Report
Develop and run trainingcourses
Training record Course notes Record of courseevalution
Business Unit to update dataset
Agenda
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: GIS Development and Support Function Ref. Page 1 of 1
DS/ST/4/001/a
GIS user forum
Disseminate information
Receive user comments/feedback
Report to management team
Management team discussissues arising and identify/
prioritise/authorise GIS projectsand funding
Develop project specificationObtain qotes and obtainsamples
Meeting minutesand notes
Meeting minutesand notes
Report
ProjectspecificationQuotes for work
Accept quote
Contract/Order
Implement project plan
Data set
Carry out skills audit
Questionnaire
Identify GIS training needs
Report
Develop and run trainingcourses
Training record Course notes Record of courseevalution
Business Unit to update dataset
Agenda
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: GIS Development and Support Function Ref. Page 1 of 1
DS/ST/4/001/a
Order Ordnance Survey dataset
Order
Receive data set/update
Record of receipt Data set
Send notification of update todepartmental contacts
Circulation list Notification
Receive data set loan request
Record of request
Issue data set (CDrom)
Loan record
User loads data set and returnsdisc
Receive returned data set(CDrom)
Record of return
User identifies problem withdata set
Error report
OS Liaison Officer notifies OS
CorrespondenceContinued onpage 2
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Ordnance Survey Liaison, development and support Function Ref. Page 1 of 2
DS/ST/4/001/b
End of process
Receive official OS information
OS information
Attend national OS LiaisonOfficers Group meeting
(annual)
Meeting minutes
Attend Staffordshire OS Groupmeeting
Meeting minutes
Circulate OS information toSCC staff
Guidance/memos
Receive enquiries from SCCstaff re OS issues
Record of enquiry
Respond to enquiry
Record ofresponse
SCC OS Development Groupmeeting (every 6 months)
Meeting minutes
Action plan/programme
Continued frompage 1
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Ordnance Survey Liaison, development and support Function Ref. Page 2 of 2
DS/ST/4/001/b
Action Plan
Receive request for datacollection
Request Record of receipt
From whom hasrequest been
received?
Dept. of Transport request
SCC Department
External company/organisation
Member of public
Is there a cost elementto information provision?
Research and contextualiseinformation
No
Information provided torequestor
Report
Record of dispatch
End of process
Yes
Is a specific surveyrequired?
No
Inform requestor of cost
Notification
Receive payment
Record of payment
Yes
Set up contract and payment
Schedule work into annualprogramme
Work programme
Method of trafficdata collection?
Continued onpage 2
Continued onpage 3
Manually
Automatically
Record of agreedsite &/or datarequirements
Carry out site inspection
Record ofinspection
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Traffic Data Collection & Information Provision Function Ref. Page 1 of 3
DS/ST/4/002/a
Continued frompage 1
Maintenance checks carried outon data collection equipment
Automatically
Maintenancerecord
Data collection equipmentinstalled at site
Record ofinstalation
Data collector visits site tocollect data and inspect
equipment
Automatic data
Maintenancerecord
Is equipmentfunctioning correctly? Yes
Rectify fault or contactmanufacturer to repair
No action required
No
Fault reportRecord ofcommunication
Transfer data to databasesystem
Maintenancerecord
Formatted data
Generate report of informationrequired
Traffic data report
Supply information to customer
Record of dispatch
Receive payment (if due)
Record of receipt
End of process
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Traffic Data Collection & Information Provision Function Ref. Page 2 of 3
DS/ST/4/002/a
Continued frompage 1
Calculate number ofenumerators required
Manually
Allocate work to casualenumerators
Record ofCommunication
Enumerators complete andreturn survey forms
Allocate work to SCC staff
Completed surveyforms
Input data
Formatted dataGenerate report of information
required
Traffic data report
Supply information to customer
Record of dispatch
Receive payment (if due)End of process
Record of receipt
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Traffic Data Collection & Information Provision Function Ref. Page 3 of 3
DS/ST/4/002/a
Receive information republication
Receive authorised request forpurchase/subscription
Record of request
Ispublication already
held?
Yes
No
Advise requestor
Is publication/subscriptionaffordable?
No
Yes Place order/subscription
Record of order
Update budget records
Record ofexpenditure
Receive order
Record of receipt
Catalogue publication
Cataloguing record
Circulate periodical
Distribution list
Record of receipt
Issue on short-term/long-termloan
Record of issue Tracking record
Publication returned?
Process returnYes
No
Record of return
Issue reminder
Record of sending Record of reponse
Extend loan period
Record of loanextension
End of process
Record of issue
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Technical Library Administration Function Ref. Page 1 of 1
DS/ST/4/002/b
Receive technical document
Record of receipt Record of issue
Issue document
Receive update
Issue documentEnd of process
Record of receipt
Record of issue
Recall superceeded version
Record of return
Record ofdocument holders
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Technical Document Administration Function Ref. Page 1 of 1
DS/ST/4/002/c
Receive copies of contractdocumentation Issue documents
Record of receipt Record of holders Record of issueand receipt
End of processdocument returned
Record of return
Responsible Unit: Development Services, Sustainable Transport, Quality Systems
Process: Contract Document Administration Function Ref. Page 1 of 1
DS/ST/4/002/d