Data
This section provides the following information:
- How we have been more effective through improving our data and developing our Asset Management Performance System (AMPS)
- The importance of our data and its critical role in successfully delivering our activities
- How we define our data needs to support our decision making
- How we manage data, keeping it accurate and secure
Data enables the successful delivery of our Asset Management Framework (discussed in ‘Asset Management Framework’). It informs our planning, through asset knowledge gained through surveys and inspections, and feedback from our customers.
During the delivery of our services, we generate data from the operation and maintenance of the trunk road network. This informs the management of our performance, and risks, and the improvement of our service through audit and assurance.
It needs to be managed effectively and efficiently, stored securely and safely, be of the right quality and coverage, and be up-to-date and complete. We have established processes for the collection, storage, analysis, and assurance of our data, which are reinforced through our contractual agreements. We do this by defining the following key items which we will explain in the following sections:
- Data types and usage: The data types that provide the information and knowledge needed to successfully operate and maintain the trunk road network
- Managing our Data: Defines our secure, high-quality, and cost-effective data management, including collection, storage, analysis, and responsibilities
- Systems: The Asset Management Performance System (AMPS) is the primary tool for managing trunk road network data, supporting decision-making and reporting and has been recognised through numerous awards on its technology transformation. AMPS has been developed with a focus on usability for staff from Transport Scotland and our Operating Companies and supports our commitment to a data-driven asset management approach, with increased levels of consistency and collaboration
Data Types and Usage
We use a range of data types to provide the information and knowledge to successfully operate and maintain the trunk road network, as detailed below.
Depending on the usage and access requirements for the data, it is either stored within AMPS (this is the case for physical asset information) or our corporate systems. Our corporate systems include customer data, information requests and feedback on our activities from customers.
Data
Our inventory data is used in the following ways:
- Understand our assets – quantities, location, condition
- Data is dynamic and needs to be updated
Performance Data
Our performance data is used in the following ways:
- Determine levels of service
- Identify, assess and manage risks
- Communicate and engage with suppliers and customers
- Report on effectiveness of our approach and delivery
Financial Data
Our financial data is used in the following ways:
- Support budgeting, necessary for prioritising maintenance activities and helps optimise service
- Determine value of the trunk road assets
Safety Data
Our safety data is used in the following ways:
- Statutory obligation to maintain assets in a safe condition
- Collision and incident records
- Demonstrate compliance with obligations
- Inform maintenance plans and activities
Planning Data
Our planning data is used in the following ways:
- Effective asset planning and decision making
- Determine long-term investment requirements
- Supports continuous improvement plans
Supporting Information
Our supporting information is used in the following ways:
- Trunk road network extents
- Speed limits
- Weather and traffic flow trends
Customer Data
Our customer data is used in the following ways:
- Feedback on our performance and information requests
- Must be treated with confidentiality
- Requires training in its use, care, protection and handling
Managing Our Data
Data and information management requirements
To provide the information we need to make informed decisions for our network and customers, and deliver our asset management objectives, our approach to managing data and information uses our formalised procedures, processes, and contractual arrangements and are based on the following requirements:
Management
- Suitable collection, storage, use, assessment, improvement, retention, and deletion of asset information including regular reviews
Quality
- Maintaining data accuracy and completeness required to support asset management activities
Costs and Benefits
- Balancing data collection, analysis, and storage costs with the benefits to our decision making through regular reviews of our requirements
Requirements
- Definition of information requirements and alignment of these with our Operating Companies agreements and technical standards
Risk
- Assessment of risks associated with asset information, including potential gaps, or lack of updates
Security and Compliance
- Protecting data through information assurance practices maintaining confidentiality, integrity, and availability of data and systems
- We comply with the Scottish Government Records Management Plan which sets out how we maintain our information and records in an effective manner while complying with key legislative requirements.
- We store and maintain the data in accordance with Scottish Government policies and relevant legislation such as the Data Protection Act 2018. Our Operating Companies and their suppliers are required to obtain, implement, and maintain cyber security certification for their organisations. Only authorised users can access appropriate data depending on the organisation they work for and the role they undertake.
- In addition to keeping data secure, we disclose information in compliance with legislation such as the Freedom of Information (Scotland) Act 2002
Re-use
- Identification of common information needs across our teams and functions, with an emphasis on re-use and re-purpose of our data, and the verification of this data
Governance and Responsibilities
our two key roles ensure that to enable common data policies, procedures and requirements are used applied and aligned with Scottish Government policies and guidance are:
Asset Information Custodian
- Accountable for communicating strategic policies, defining and assuring asset information, and monitoring quality of network-level asset data
Asset Information Specialist
- Responsible for defining what each asset class needs are, identifying asset information gaps, and assuring accurate asset-level information
The Operating Companies comply with the data requirements as detailed in the Trunk Road Information Manual (TRIM) and any asset specific standards through the roles of:
Asset Manager
- Accountable for governance and performance of assets within their operating area, and compliance with policies and procedures
Asset Data Specialist
- Responsible for updating, and achieving data quality, completeness, and compliant with data requirements as detailed in the TRIM and any asset specific standard
Systems
We developed the Asset Management Performance System (AMPS) as our primary system to record and manage data about the trunk road network for asset management decision-making.
By combining data into an integrated dataset from different inputs and formats, it provides a platform for analysis, decisions, and reporting across our various functions. Figure 6-2 below shows one of the decision support tools, Insite, which provides geographic, video, and condition data along a road section to assist with scheme development.
Accessible data allows us to plan the investment we require, establish when and where to undertake maintenance across our assets, and schedule works on the network. We can consequently optimise costs, enhance performance, and minimise disruption to users of our network. The following section details the inputs, functions and outputs of the AMPS system.
AMPS System
System Inputs
- Asset data – inventory, condition, defects, etc.
- Network referencing & geographic model
- Performance measures
- Financial budgets and costs
- Customer and stakeholder information
AMPS Key Functions
- Asset database
- Geographical Information System
- Safety analysis
- Onsite data entry and lookup
- Inspection management
- Scheme development
- Programme development
- Maintenance management
- Financial management
- Investment planning
- Performance monitoring
- Budget monitoring
System Outputs
- Data ‘understanding’ – supporting asset and network decision-making
- Management reports
- Financial reports
- Performance reports
- Works programming and work orders
- Investment plans and strategies
- Ministerial reporting – asset condition and investment need
AMPS utilises a web-based front-end. This provides a consistent, accessible interface for all users, with an additional mobile app for on-site workload management. This supports inspections with interactive workflows for recording asset information and capturing defects.
The scope of AMPS covers assets on our network, including carriageways, structures, technology, and ancillary assets such as drainage, geotechnical, lighting and road markings, plus associated data such as, environment, road safety, financial claims, incidents and development management. Users accessing AMPS from office or on-site locations have full access to the information they require to plan and deliver work.
AMPS is scalable to allow a large number of concurrent users to undertake various asset management related activities. Technical support is available to help users in the correct use of the system.
The AMPS System Coordinator for each Operating Company manages the training plan, identifying which users require training, and for which processes and software modules. Structured online training is provided for all required users on the processes they need to undertake. Comprehensive training material is available to support the ongoing use and update of the system, with the contract documentation and the asset specific standards detailing the requirements for the asset register and datasets.
AMPS user group meetings are held to discuss potential developments and inform of future changes to AMPS.