APPENDIX A: ASSET INFORMATION STRATEGY

APPENDIX A: ASSET INFORMATION STRATEGY A1

1 Appendix A: Asset Information Strategy A1.0 Highway Assets For the purpose of this plan the Highway assets within Coventry have been broken down into nine groupings comprising: Carriageways - Footways & Cycleways Drainage - Structures - Carriageway Construction High Friction Surfacing Traffic Calming Measures Central Reserve Kerbing Road markings Footway construction Cycleway construction Footpath construction Gullies Kerb Drains Piped Systems Inspection Chambers Footway Gully Linear Footway Drainage Ditches Catchpits / Interceptors Road Bridge Footbridge Culvert Retaining Wall Subway High Mast Lighting Column Multi Storey Car Park Overbridge Building Sign Gantry Private Bridges, Basements & Access Tunnels Traffic signals - Street lighting - Signalised junctions Pelican Crossings Toucan Crossings Puffin Crossings School crossing lights Controllers CCTV Variable Message Signs Communications Equipment Scoot apparatus Lighting Columns Luminaires Lamps Cabling Feeder Pillars A2

Subway Lights Illuminated signs Illuminated bollards Non-illuminated Signs, Barriers & Street furniture Arboriculture - Planted Areas - Advance Direction signs Direction signs Warning signs Information signs Sign posts Street name plates Non-illuminated Bollards Seats Litter Bins Cycle Racks Grit Bins Pedestrian barriers Safety Barriers Planters Boundary Fencing Noise Barriers Other street furniture Trees Hedges Verges Planted Areas A 1.1 Introduction Coventry City Council (CCC) have decided to use the Confirm database system as their central highway asset information storage and retrieval system, the system at present holds details of some of the asset groups but still requires the input of data for a large number of asset attributes. This asset information strategy (AIS) will describe what information is currently available within the authority, where it is stored and the confidence in the data held; the AIS will go on to identify where data is missing, the priority and method for collecting missing information and how CCC intend to populate the confirm database over a period of time. Full details of which can be found in the attached spreadsheets. Details of the information held regarding the above asset groups and the improvement processes for each grouping are set out below. 2 A2.0 Carriageway Asset Classification: Asset Hierarchy: Asset Elements: Principal Roads Classified Roads Unclassified Roads Back Lanes 2, 3a, 3b, 4a & 4b Carriageway Construction High Friction Surfacing A3

A2.1 Carriageway construction Traffic Calming Measures Central Reserve Kerbing Road markings A2.1.1 Records Held & Format: At present most of the information held with regard to the carriageway is held in the MarchPMS suite this database holds details of; USRN, section label, hierarchy, classification, start chainage, end chainage, description, length, start width, end width, start co-ordinate, end co-ordinate, construction type, ward area and locale (urban/rural). Also held within MarchPMS are records and results of the condition surveys undertaken (SCANNER, DVI & Griptester) and the date of the last safety inspection. Additional information is presently recorded within an EXCEL spreadsheet, which contains some details of the works history including the date of the last surfacing. A2.1.2 Coverage: It is believed that records relating to 99% of the carriageway asset are currently held within the MarchPMS system, with the only missing information being road sections that may not have yet been recorded within the database. At present the database also holds approximately 25% of the required SCANNER and Griptester information and approximately 75% of the required DVI survey information. The excel spreadsheet however contains only about 5% of the works history information. A2.1.3 Missing Information: Information relating to the carriageway that is currently missing from within Coventry City Council records and is believed to be of use consists of; the specific type of surfacing material laid, the missing condition survey information and the missing works history information as related above. A2.1.4 Collection of missing information: The collection of missing information in regard to the carriageway construction and condition will entail recording works as they are undertaken henceforth and will not deal with Partial condition surveys will be undertaken annually to fully populate the records and then to maintain their accuracy using external survey providers. A2.1.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the MarchPMS database will be directly transferable into the Confirm database; records held externally to this will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A2.2 High Friction Surfacing A2.2.1 Records Held & Format: At present the records relating to the high friction surfacing are held within the Council s GIS mapping system these include details of; USRN, section label, hierarchy, classification, start chainage, end chainage, description, length, start co-ordinate and end co-ordinate. A2.2.2 Coverage: It is believed that records relating to 99% of the high friction surfacing are currently held within the GIS system, with the only missing information being those newly laid sections that may not have yet been recorded. A2.2.3 Missing Information: Information relating to the high friction surfacing that is currently missing from within Coventry City Council records and is believed to be of use consists of; start width, end width, colour, date of application and additional works history. A2.2.4 Collection of missing information: The collection of missing information in regard to the high friction surfacing will entail recording works as they are undertaken henceforth and will not deal with A4

A2.2.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this and new information recorded will require manual input. A target date for the initial population of the Confirm Database has been set for October 2008. A2.3 Traffic Calming Measures A2.3.1 Records Held & Format: At present the records relating to the traffic calming measures of; road humps, road tables, speed cushions and build outs are held within the Council s GIS mapping system these include details of; USRN, section label, hierarchy, classification, start chainage, and co-ordinate. A2.3.2 Coverage: It is believed that records relating to 99% of the traffic calming features are currently held within the GIS system, with the only missing information being those newly constructed features that may not have yet been recorded. A2.3.3 Missing Information: Information relating to the traffic calming measures that is currently missing from within Coventry City Council records and is believed to be of use consists of; description, length, width, construction material, date of construction and additional works history. A2.3.4 Collection of missing information: The collection of missing information in regard to the traffic calming features will entail recording works as they are undertaken henceforth and will not deal with A2.3.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this and new information recorded will require manual input. A target date for the initial population of the Confirm Database has been set for October 2008. A2.4 Kerbing A2.4.1 Records Held & Format: At present the information held with regard to the carriageway kerbing is held within the MarchPMS database that holds details of; USRN, section label, hierarchy, classification, start chainage, end chainage, length and kerb material. A2.4.2 Coverage: It is believed that records relating to 99% of the kerbing asset are currently held within the MarchPMS system, with the only missing information being road sections that may not have yet been recorded within the database. A2.4.3 Missing Information: Information relating to the kerbing that is currently missing from within Coventry City Council records and is believed to be of use consists of; kerb type, start co-ordinate, end co-ordinate, date of installation and works history. A2.4.4 Collection of missing information: The collection of missing information in regard to the kerbing will entail recording works as they are undertaken henceforth and will not deal with attempting to ascertain details of previous works that have not been recorded. A2.4.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the MarchPMS database will be directly transferable into the Confirm database; records held externally to this and newly collected data will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A2.6 Carriageway Markings A2.6.1 Records Held & Format: The information held with regard to carriageway markings is limited to that relating to Traffic Regulation Orders (TROs) and consists of detailed descriptions of location and type of marking. This information is held by the parking enforcement team in hard copy format. A5

A2.6.2 Coverage: As stated above only those markings associated with TROs have any records kept, other markings which form the majority have no records whatsoever. A2.6.3 Missing Information: Information relating to the markings that is currently missing from within Coventry City Council records and is believed to be of use consists of; USRN, section label, hierarchy, classification, start chainage, end chainage, length start co-ordinate, end co-ordinate, diagram No., colour, description, date of installation and works history. A2.6.4 Collection of missing information: The collection of missing information in regard to the carriageway markings will entail recording works as they are undertaken henceforth and will not deal with A2.6.5 Transfer of Data into Confirm Database: The existing hard copy records held and newly collected data will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. 3 A3.0 Footway, Footpath & Cycleway Asset Classification: Principal Roads Classified Roads Unclassified Roads Back Lanes Asset Hierarchy: 1, 1a, 2, 3, 4 Asset Elements: Footway construction Cycleway construction Footpath construction A3.1 Footway & Footpath construction A3.1.1 Records Held & Format: At present most of the information held with regard to the footway & footpath is held in the MarchPMS suite this database holds details of; USRN, section label, hierarchy, classification, start chainage, end chainage, description, length, start width, end width, start co-ordinate, end co-ordinate, ward area and locale (urban/rural). Also held within MarchPMS are records and results of the condition surveys undertaken (DVI, & CVI), with the date of the last safety inspection being held in hard copy format. A3.1.2 Coverage: It is believed that records relating to 99% of the footway and footpath asset are currently held within the MarchPMS system, with the only missing information being footway & footpath sections that may not have yet been recorded within the database. At present the database also holds 99% of the required DVI & CVI survey information. Approximately 90% of the safety inspection information is currently recorded. A3.1.3 Missing Information: Information relating to the footway and footpath that is currently missing from within Coventry City Council records and is believed to be of use consists of; the type and colour of surfacing material laid, the construction materials, date of construction & surfacing and any other works history information. A3.1.4 Collection of missing information: The collection of missing information in regard to the footway& footpath construction and condition will entail recording works as they are undertaken henceforth and will not deal with attempting to ascertain details of previous works that have not been recorded. Partial condition surveys will be undertaken annually to fully populate the records and then to maintain their accuracy using external survey providers. A6

A3.1.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the MarchPMS database will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A3.2 Cycleway A3.2.1 Records Held & Format: At present there are no records available relating to the cycleways within the City of Coventry. A3.2.2 Coverage: None. A3.2.3 Missing Information: Information relating to the cycleway that is currently missing from within Coventry City Council records and is believed to be of use consists of; USRN, section label, hierarchy, classification, start chainage, end chainage, description, length, start width, end width, start co-ordinate, end co-ordinate, ward area and locale (urban/rural), the type and colour of surfacing material laid, the construction materials, date of construction & surfacing and any other works history information. A3.2.4 Collection of missing information: The collection of missing information in regard to the cycleway construction and condition will entail recording works as they are undertaken henceforth and will not deal with A3.2.5 Transfer of Data into Confirm Database: all newly collected information will require manual input as and when the information becomes available. 4 A4.0 Drainage Asset Elements: Gullies Kerb Drains Piped Systems Inspection Chambers Footway Gully Linear Footway Drainage Ditches Catchpits / Interceptors A4.1 Gullies A4.1.1 Records Held & Format: All information currently held with regard to the carriageway gullies is held within the Council s GIS mapping system. The data is restricted to details of numbers and location recording USRN, section label and co-ordinate data, A4.1.2 Coverage: It is believed that records relating to 90% of the carriageway gullies are currently held within the GIS system, with the missing information being gullies that have not been picked up on previous surveys or those that have not yet been recorded within the GIS system. A4.1.3 Missing Information: Information relating to the carriageway gullies that is currently missing from within Coventry City Council records and is believed to be of use consists of; description, chainage, gully type, pot type, cleaning regime, installation date and any other works history information. A7

A4.1.4 Collection of missing information: The collection of missing information in regard to the carriageway gullies will entail recording works as they are undertaken henceforth and will not deal with A4.1.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A4.2 Kerb Drains A4.2.1 Records Held & Format: All information currently held with regard to the kerb drains is held within the Council s GIS mapping system. The data consists of; USRN, section label, start chainage, end chainage, length, start co-ordinate, and end co-ordinate. A4.2.2 Coverage: It is believed that records relating to 90% of the kerb drains are currently held within the GIS system, with the missing information being those that have not been picked up on previous surveys or those that have not yet been recorded within the GIS system. A4.2.3 Missing Information: Information relating to the carriageway gullies that is currently missing from within Coventry City Council records and is believed to be of use consists of; description, cleaning regime, installation date and any other works history information. A4.2.4 Collection of missing information: The collection of missing information in regard to the kerb drains will entail recording works as they are undertaken henceforth and will not deal with attempting to ascertain details of previous works that have not been recorded. A4.2.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A4.3 Piped Systems A4.3.1 Records Held & Format: All information currently held with regard to the piped drainage systems is held on historical hard copy plans. The data consists of; USRN, section label, depth to invert at start and end of pipe run, start and end chainage, length, start & end co-ordinates and pipe diameter. A4.3.2 Coverage: It is believed that records relating to 50% of the piped system information are currently held on the hard copy plans, however this information is from some years ago and thus the confidence levels with regard to the accuracy of the information is poor. A4.3.3 Missing Information: Information relating to the piped drainage systems that is currently missing from within Coventry City Council records and is believed to be of use consists of; 50% of the records relating to the above information, and 100% of the data relating to pipe gradient, cleaning regime, installation date and any other works history information. A4.3.4 Collection of missing information: The collection of missing information in regard to the piped drainage systems will entail recording works as they are undertaken henceforth and will not deal with A4.3.5 Transfer of Data into Confirm Database: All records held on the drainage plans and any newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008, with additional data being added as and when it is acquired. A4.4 Ditches A8

A4.4.1 Records Held & Format: All information currently held with regard to the drainage ditches is held in an Excel spreadsheet. The data consists of; USRN, section label, and description. A4.4.2 Coverage: It is believed that records relating to 70% of the drainage ditch information are currently held on the Excel spreadsheet. A4.4.3 Missing Information: Information relating to the drainage ditches that is currently missing from within Coventry City Council records and is believed to be of use consists of; 30% of the records relating to the above information, and 100% of the data relating to start & end chainage, length, start & end co-ordinates, cleaning regime, construction date and any other works history information. A4.4.4 Collection of missing information: The collection of missing information in regard to the drainage ditches will entail recording works as they are undertaken henceforth and will not deal with A4.4.5 Transfer of Data into Confirm Database: All records held on the Excel spreadsheet and any newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008, with additional data being added as and when it is acquired. A4.5 Inspection Chambers A4.5.1 Records Held & Format: There is currently no information available in regard to the inspection chambers located within Coventry. A4.5.2 Coverage: None. A4.5.3 Missing Information: Information relating to the inspection chambers that is currently missing from within Coventry City Council records and is believed to be of use consists of; USRN, section label, description, ID number, chamber type, number of connections, depth to invert, chainage, co-ordinates, cleaning regime, construction date and any other works history information. A4.5.4 Collection of missing information: The collection of missing information in regard to the inspection chambers will entail recording works as they are undertaken henceforth and will not deal with A4.5.5 Transfer of Data into Confirm Database: All newly acquired additional data will be manually added to the database as and when it is acquired. A4.6 Footway Gullies A4.6.1 Records Held & Format: All information currently held with regard to the footway gullies is held within the Council s GIS mapping system. The data is restricted to details of numbers and location recording USRN, section label and co-ordinate data, A4.6.2 Coverage: It is believed that records relating to 90% of the footway gullies are currently held within the GIS system, with the missing information being gullies that have not been picked up on previous surveys or those that have not yet been recorded within the GIS system. A4.6.3 Missing Information: Information relating to the footway gullies that is currently missing from within Coventry City Council records and is believed to be of use consists of; description, chainage, gully type, pot type, cleaning regime, installation date and any other works history information. A4.6.4 Collection of missing information: The collection of missing information in regard to the footway gullies will entail recording works as they are undertaken henceforth and will not deal with A9

A4.6.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A4.7 Linear Footway Drainage A4.7.1 Records Held & Format: All information currently held with regard to the linear footway drainage is held within the Council s GIS mapping system. The data records details of; USRN, section label start and end chainage, length, and start & end co-ordinate. A4.7.2 Coverage: It is believed that records relating to 90% of the linear footway drainage are currently held within the GIS system, with the missing information being linear footway drainage that has not been picked up on previous surveys or those that have not yet been recorded within the GIS system. A4.7.3 Missing Information: Information relating to the linear footway drainage that is currently missing from within Coventry City Council records and is believed to be of use consists of; description, type, cleaning regime, installation date and any other works history information. A4.7.4 Collection of missing information: The collection of missing information in regard to the carriageway gullies will entail recording works as they are undertaken henceforth and will not deal with A4.7.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A4.8 Catchpits and Interceptors A4.8.1 Records Held & Format: There is currently no information available in regard to the catchpits and interceptors located within Coventry. A4.8.2 Coverage: None. A4.8.3 Missing Information: Information relating to the catchpits and interceptors that is currently missing from within Coventry City Council records and is believed to be of use consists of; USRN, section label, description, ID number, type, depth to invert, chainage, co-ordinates, cleaning regime, construction date and any other works history information. A4.8.4 Collection of missing information: The collection of missing information in regard to the catchpits and interceptors will entail recording works as they are undertaken henceforth and will not deal with A4.8.5 Transfer of Data into Confirm Database: All newly acquired additional data will be manually added to the database as and when it is acquired. 5 A5.0 Street Lighting Asset Elements: Lighting Columns Luminaires Lamps A10

A5.1 Street Lighting Installations Cabling Feeder Pillars Subway Lights Illuminated signs Illuminated bollards A5.1.1 Records Held & Format: The street lighting asset information for Coventry is held within the Confirm database, which holds details of; USRN, road name, asset ID numbers, feature type, description, contract area, ward, total number of lamps, wattage per lamp, number of lamps per luminaire, number of luminaires, mounting height, mounted fitting, column cross section, column material, lantern manufacturer, lantern model reference, lamp type, lamp control gear type, burning hours, switching regime, switching device, service owner, charging code, installation date, warranty expiry date, lantern conversion date, sign description, type of bollard, type of illumination (internal/external), and sign replacement date. A5.1.2 Coverage: It is believed that records relating to 99% of the street lighting asset are currently held within the Confirm database, with the only missing assets being those that are awaiting recording in the database as changes are made. A5.1.3 Missing Information: Information relating to the lighting columns that is currently missing from within Coventry City Council records and is believed to be of use consists of; date of last survey, coordinate information, lighting category, column manufacturer, protective coating, column fixing, column root protection, date commissioned, bracket type, number of brackets, bracket protection, bracket installation date, lantern distribution and profile, lantern protection, total circuit wattage, supply point, number of outgoing circuits at supply point, traffic sign diagram number, traffic sign category, number of approved attachments, type of approved attachment and attachment size. A5.1.4 Collection of missing information: The collection of missing information in regard to the street lighting asset will entail recording works as they are undertaken henceforth and will not deal with A5.1.5 Transfer of Data into Confirm Database: All data is already stored within Confirm all new asset information will be recorded as it is acquired. 6 A6.0 Non-illuminated Signs Asset Elements: Advance Direction signs Direction signs Warning signs Information signs Sign posts Street name plates A6.1 Signs A6.1.1 Records Held & Format: All information currently held with regard to the non-illuminated signs is held within the Council s GIS mapping system. The data provides details of USRN, section label, asset ID number, sign diagram number, co-ordinates, sign height, sign width, sign diameter, description/legend, supplementary plates, availability of photograph and number of supporting posts. A11

A6.1.2 Coverage: It is believed that records relating to 99% of the non-illuminated signs are currently held within the GIS system, with the missing information being signs that have not been picked up on previous surveys or those that are awaiting recording within the GIS system. A6.1.3 Missing Information: Information relating to the non-illuminated signs that is currently missing from within Coventry City Council records and is believed to be of use consists of; mounting height, post height, post diameter, post type, post material, cleaning regime, condition rating, installation date and any other works history information. A6.1.4 Collection of missing information: The collection of missing information in regard to the nonilluminated signs will entail recording works as they are undertaken henceforth and will not deal with A6.1.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. 7 A7.0 Barriers & Street Furniture Asset Elements: Non-illuminated Bollards Seats Litter Bins Cycle Racks Grit Bins Pedestrian barriers Safety Barriers Planters Boundary Fencing Noise Barriers Other street furniture A7.1 Non-illuminated bollards A7.1.1 Records Held & Format: All information currently held with regard to the non-illuminated bollards is held within the Council s GIS mapping system. The data recorded is restricted to details of USRN, section label, and co-ordinate information. A7.1.2 Coverage: It is believed that records relating to 99% of the non-illuminated bollards are currently held within the GIS system, with the missing information being bollards that have not been picked up on previous surveys or those that are awaiting recording within the GIS system. A7.1.3 Missing Information: Information relating to the non-illuminated signs that is currently missing from within Coventry City Council records and is believed to be of use consists of; asset ID number, description, material, supplier, height, installation date and any other works history information. A7.1.4 Collection of missing information: The collection of missing information in regard to the nonilluminated bollards will entail recording works as they are undertaken henceforth and will not deal with A7.1.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this A12

and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A7.2 Seats A7.2.1 Records Held & Format: All information currently held with regard to the seats is held within an Excel spreadsheet. The data recorded is restricted to details of location by USRN and section label. A7.2.2 Coverage: It is believed that records relating to 99% of the seats are currently held within the Excel spreadsheet, with the missing information being seats that have not been picked up on previous surveys or those that are awaiting recording within the spreadsheet. A7.2.3 Missing Information: Information relating to the seats that is currently missing from within Coventry City Council records and is believed to be of use consists of; asset ID number, description, coordinate information, material, supplier, height, installation date and any other works history information. A7.2.4 Collection of missing information: The collection of missing information in regard to the seats will entail recording works as they are undertaken henceforth and will not deal with attempting to ascertain details of previous works that have not been recorded. A7.2.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the spreadsheet and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A7.3 Litter Bins A7.3.1 Records Held & Format: Information currently held with regard to the bins is held within the Council s GIS mapping system and on an Excel spreadsheet. The data recorded within the GIS system provides details of USRN, section label, Asset ID number, and co-ordinate information. In addition the Excel spreadsheet also holds details of material and mounting method. A7.3.2 Coverage: It is believed that records relating to 99% of the litter bins are currently held within the GIS system & the Excel spreadsheet, with the missing information being litter bins that have not been picked up on previous surveys or those that are awaiting recording within the GIS system. A7.3.3 Missing Information: Information relating to the litter bins that is currently missing from within Coventry City Council records and is believed to be of use consists of; description, supplier, installation date and any other works history information. A7.3.4 Collection of missing information: The collection of missing information in regard to the litter bins will entail recording works as they are undertaken henceforth and will not deal with attempting to ascertain details of previous works that have not been recorded. A7.3.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A7.4 Cycle Racks A7.4.1 Records Held & Format: At present Coventry City Council have no records of the Cycle Racks within the city A7.4.2 Coverage: None. A13

A7.4.3 Missing Information: Information relating to the cycle racks that is currently missing from within Coventry City Council records and is believed to be of use consists of; USRN, section label, asset ID number, description, co-ordinate information, material, supplier, mounting method, installation date and any other works history information. A7.4.4 Collection of missing information: The collection of missing information in regard to the cycle racks will entail recording works as they are undertaken henceforth and will not deal with A7.4.5 Transfer of Data into Confirm Database: It is anticipated that all newly acquired data will require manual input. A7.5 Grit Bins A7.5.1 Records Held & Format: All information currently held with regard to the grit bins is held within an Excel spreadsheet. The data recorded is restricted to details of location by USRN, section label, material and works history. A7.5.2 Coverage: It is believed that records relating to 99% of the grit bins are currently held within the Excel spreadsheet, with the missing information being grit bins that have not been picked up on previous surveys or those that are awaiting recording within the spreadsheet. A7.5.3 Missing Information: Information relating to the grit bins that is currently missing from within Coventry City Council records and is believed to be of use consists of; asset ID number, description, coordinate information, supplier, mounting method, installation date and any other works history information. A7.5.4 Collection of missing information: The collection of missing information in regard to the grit bins will entail recording works as they are undertaken henceforth and will not deal with attempting to ascertain details of previous works that have not been recorded. A7.5.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the spreadsheet and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A7.6 Pedestrian Guardrail A7.6.1 Records Held & Format: All information currently held with regard to the pedestrian guardrail is held within the Council s GIS mapping system. The data recorded is restricted to details of USRN, section label, start & end co-ordinates, start and end chainage and length. A7.6.2 Coverage: It is believed that records relating to 99% of the pedestrian guardrail are currently held within the GIS system, with the missing information being pedestrian guardrail that have not been picked up on previous surveys or those that are awaiting recording within the GIS system. A7.6.3 Missing Information: Information relating to the pedestrian guardrail that is currently missing from within Coventry City Council records and is believed to be of use consists of; asset ID number, description, material, supplier, height, installation date and any other works history information. A7.6.4 Collection of missing information: The collection of missing information in regard to the pedestrian guardrail will entail recording works as they are undertaken henceforth and will not deal with A7.6.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this A14

and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A7.7 Safety Fencing A7.7.1 Records Held & Format: All information currently held with regard to the safety fencing is held within the Council s GIS mapping system. The data recorded is restricted to details of USRN, section label, description, material, start & end co-ordinates, start and end chainage, length, set back, class of working width, mounting method and terminal end type. A7.7.2 Coverage: It is believed that records relating to 99% of the safety fencing are currently held within the GIS system, with the missing information being safety fencing that have not been picked up on previous surveys or those that are awaiting recording within the GIS system. A7.7.3 Missing Information: Information relating to the safety fencing that is currently missing from within Coventry City Council records and is believed to be of use consists of; manufacturer, installation date and any other works history information. A7.7.4 Collection of missing information: The collection of missing information in regard to the safety fencing will entail recording works as they are undertaken henceforth and will not deal with A7.7.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the GIS mapping system will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A7.8 Planters A7.8.1 Records Held & Format: All information currently held with regard to the planters is held within an Excel spreadsheet. The data recorded is restricted to details of location by USRN, section label, material and mounting method. A7.8.2 Coverage: It is believed that records relating to 99% of the planters are currently held within the Excel spreadsheet, with the missing information being planters that have not been picked up on previous surveys or those that are awaiting recording within the spreadsheet. A7.8.3 Missing Information: Information relating to the planters that is currently missing from within Coventry City Council records and is believed to be of use consists of; asset ID number, description, coordinate information, supplier, installation date and any other works history information. A7.8.4 Collection of missing information: The collection of missing information in regard to the planters will entail recording works as they are undertaken henceforth and will not deal with attempting to ascertain details of previous works that have not been recorded. A7.8.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the spreadsheet and newly collected information will require manual input. A target date for the initial population of the Confirm system has been set for October 2008. A7.9 Boundary fencing, noise barriers and other street furniture A7.9.1 Records Held & Format: At present Coventry City Council have no records of the Boundary fencing, noise barriers and other street furniture within the city A7.9.2 Coverage: None. A15

A7.9.3 Missing Information: Information relating to the boundary fencing, noise barriers and other street furniture that is currently missing from within Coventry City Council records and is believed to be of use consists of; USRN, section label, asset ID number, description, co-ordinate information, chainage information, length, material, supplier, mounting method, installation date and any other works history information. A7.9.4 Collection of missing information: The collection of missing information in regard to the boundary fencing, noise barriers and other street furniture will entail recording works as they are undertaken henceforth and will not deal with attempting to ascertain details of previous works that have not been recorded. A7.9.5 Transfer of Data into Confirm Database: It is anticipated that all newly acquired data will require manual input. 8 A8.0 Traffic Signals Asset Elements: Signalised junctions Pelican Crossings Toucan Crossings Puffin Crossings School crossing lights Controllers CCTV Variable Message Signs Communications Equipment Scoot apparatus A8.1 Traffic Signal Installations A8.1.1 Records Held & Format: The traffic signal asset information for Coventry is held within an Access database maintained by the Council s external consultant partner, this holds details under a number of headings; Site - location, site number, co-ordinates, number of poles number of detectors, Nos. of other equipment, date of installation, date of major item replacement, power usage, date of last electrical test, location of electrical test certificate, date of last inspection and location of inspection reports. Pole reference number, number of signal heads, number of pedestrian heads, number of pedestrian push buttons, number of wait lamp indicators, height of pole, coating colour, No. of solar cells, No. of vehicle detectors on pole, manufacturer and installation date. Controller ref No., model No., manufacturer, installation date, presence of scoot detector, presence and installation date of prism detector, presence and installation date of outstation monitoring unit, presence and installation date of outstation transmission unit, presence of remote monitoring system, presence of fault monitoring system and unit power usage. CCTV ref No., location description, installation date, manufacturer and model number. Variable Message Signs - ref No., location description, installation date, manufacturer and model number. Communications Equipment location description, installation date and manufacturer. A16

A8.1.2 Coverage: Records coverage for the traffic signal assets varies across the asset items and attributes, full details of the coverage breakdown can be seen in the attached spreadsheet. Generally the coverage is between 70% and 100% of the assets with the lesser figures relating in the main to dates of installation and power usage. A8.1.3 Missing Information: Information relating to the traffic signals that is currently missing from within Coventry City Council records and is believed to be of use consists of; Site USRN, section label, date of next electrical test, date of next routine inspection and date of next additional inspection. Pole USRN, section label, coating colour and estimated power usage. Controller USRN, section label, installation date of scoot detector, installation date of remote monitoring system and installation date of fault monitoring system. CCTV Co-ordinate information, USRN, section label and power usage. Variable Message Signs - USRN, section label, ref No., location description, installation date, manufacturer and model number. Communications Equipment USRN, section label, ref No., co-ordinates, model number and power usage. A8.1.4 Collection of missing information: The collection of missing information in regard to the traffic signal asset will entail recording works as they are undertaken henceforth and will not deal with A8.1.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the access database will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. At this time no target date has been decided for the initial population of the Confirm system with the traffic signal information. 9 A9.0 Structures Asset Elements: Road Bridge Footbridge Culvert Retaining Wall Subway High Mast Lighting Column Multi Storey Car Park Overbridge Building Sign Gantry Private Bridges, Basements & Access Tunnels A9.1 Road & Foot Bridges A9.1.1 Records Held & Format: The Structures asset information for Coventry is held within an Excel Spreadsheet or in hard copy format maintained by the Council s external consultant partner; the information contained in these records is currently being transferred into an Access Database that holds details under a number of headings; A17

Inventory Data owner, unique structure identifier, route carried, co-ordinates, description, date of construction, location of hard copy structure details, headroom envelopes, presence of utility services, structural arrangement. Then for each span or panel; structural form, construction material, obstacle crossed, length, width, height and list of major components. For each component details are also kept of; materials, dimensions/specification, date of construction/installation and manufacturer. Condition & Performance Data date of last inspection, date and type of next inspection, condition of each span or major component, defect priority, general inspection pro forma, principal/special inspection reports, testing and monitoring reports, performance indicators for individual structures & reports of damage during service. Assessment & Restriction Data original design live loading, outcome of structural review, date of last structural assessment, assessment code/standard/procedure, assessor or checker, vehicle loading requirements, critical assessment component, assessed capacity and/or live load capacity rating, reserve structural capacity, assessment report, current loading restriction, details of interim measures, & signed height and width restrictions. Maintenance Data description of maintenance need, maintenance priority score, proposed/planned date for maintenance, date maintenance carried out, routine maintenance requirements and maintenance history. Cost Data inspection costs. Other Management Data technical approval records, validation data. A9.1.2 Coverage: Records coverage for the bridges assets varies across the asset items and attributes, full details of the coverage breakdown can be seen in the attached spreadsheet. For most attributes the coverage is 100% however there are a number of attributes where information relating to only 50% or less of the assets are recorded. A9.1.3 Missing Information: Information relating to the bridges that is currently completely missing from within Coventry City Council records and is believed to be of use consists of; Inventory Data historic listing or scheduled monument, special access requirements & any external considerations. Condition & Performance Data Performance indicators for bridge stock. Assessment & Restriction Data date of last structural review, date of next structural review & details of traffic diversion routes. Maintenance Data deterioration rates & service lives. Cost Data project outturn costs, construction unit rates, maintenance unit rates, annual maintenance costs, testing & monitoring costs, access costs, estimated stats diversion costs & estimated traffic delay costs. Other Management Data areas served by structure, future demand or life requirements & legal data. A9.1.4 Collection of missing information: The collection of missing information in regard to the bridges asset will entail recording works as they are undertaken henceforth and will not deal with A18

A9.1.5 Transfer of Data into Confirm Database: It is anticipated that the data held within the access database will be directly transferable into the Confirm database; records held externally to this and newly collected information will require manual input. At this time no target date has been decided for the initial population of the Confirm system with the bridges information. Additional structures asset information to be added as it becomes available. 10 A10.0 Arboriculture Asset Elements: Trees A10.1 Trees A10.1.1 Records Held & Format: The arboriculture asset information for Coventry is held within the Confirm database, this holds details under a number of headings; Site USRN, road name, asset ID, asset number and road category. Text Attributes Weather conditions at time of inspection, species, height, spread, decay fungi, number of stems, pollard cycle, epicormic growth removal, localised surface layer, hedgerow tree, tree preservation order, memorial tree, conservation area, local nature reserve, SSSI and tree category. Measurements Number of trees, diameter, height, spread and proximity to structure. Dates planting date and any subsidence claim dates. Defects Defect No., defect type, defect code and date of defect inspection. Condition assessment observation type, grade, score, weighting and condition rating. A10.1.2 Coverage: At present approximately 50% of the arboriculture assets are recorded within the Confirm database, from an ongoing inventory and condition survey. A10.1.3 Missing Information: A further 50% of the arboriculture asset records are presently not held within any system. In addition records of works undertaken are currently not entered onto the database. A10.1.4 Collection of missing information: The collection of missing information is ongoing as part of the arboriculture inventory and condition survey currently being undertaken, it is anticipated that this survey will be completed by August 2009 at which time all works undertaken will also be recorded within the confirm database. A10.1.5 Transfer of Data into Confirm Database: Data is already stored within Confirm all new asset information will be recorded and loaded into the database as it is acquired. 11 A11.0 Planted Areas Asset Elements: Hedges Verges Planted Areas A11.1 Hedges, Verges & Planted Areas A19

A11.1.1 Records Held & Format: At present Coventry City Council have no records of the Hedges, verges & planted areas within the city. A11.1.2 Coverage: None. A11.1.3 Missing Information: Information relating to the hedges, verges & planted areas that is currently missing from within Coventry City Council records and is believed to be of use consists of; USRN, section label, description, co-ordinate information, chainage information, length, ownership, maintenance arrangement, installation date and any other works history information. A11.1.4 Collection of missing information: The collection of missing information in regard to the hedges, verges & planted areas will entail recording works as they are undertaken henceforth and will not deal with A11.1.5 Transfer of Data into Confirm Database: It is anticipated that all newly acquired data will require manual input. A12.0 Data Management It is imperative that following the input of information into the Confirm database or other holding media that that information is then maintained such that it remains accurate, relevant and usable by the organisation. This section of the asset information strategy describes how Coventry City Council proposes to update, maintain and validate the information held about their highway assets. A12.1 Roles and Responsibilities Coventry City Council are developing a Highway Asset Management Planning team whose responsibility it will be, amongst other things, to maintain the information held in the Confirm database. The Highway Asset Manager along with a dedicated Data Manager will ensure that information held in the system is current and to acceptable levels of accuracy (95%). A12.2 Asset Champions CCC have appointed a number of asset champions who will be responsible for collating all information regarding activities undertaken on their asset group and providing the information to the HAMP team on a 2 monthly basis and on completion of major schemes. The format of the information provided may differ due to the reporting methods available, where possible as built drawings should be made available (generally for larger schemes), otherwise records of changes and works undertaken may be reported on a data template (excel spreadsheet) developed by the HAMP team appropriate to each asset group, or in descriptive written format to a sufficient level of detail such that the information can be easily entered onto the database. The asset champions for each asset group are: Table A1.0 Coventry City Council Asset Champions Asset Group Carriageways Footways, Footpaths & Cycleways Drainage Street Lighting Non-illuminated signs Structures Traffic Signals Asset Champion A20

Barriers & Street Furniture Arboriculture Planted Areas New Developments (278 agreements etc.) Major Schemes multi disciplinary affecting 3 or more asset groups It will be the responsibility of the Highway Asset Manager to ensure that reports are provided on a 2 monthly basis and to remind the asset champions when reports are not forthcoming. Continuing failure to provide update reports will be referred to senior management for appropriate action. A12.3 Updating the Database The data manager will use the reports received to update the information held within the database with reference to the asset champions where additional details are required. All updates to the database will be undertaken by the HAMP team with records being kept of the changes made, officers wishing to make changes to the information held in the database must do so through the HAMP team. A12.4 Data Validation The information received from the asset champions will be subject to a validation process where the Highway Asset Manager will at suitable frequency intervals arrange for an information survey to be undertaken on site to check the accuracy of the information provided. Where the information does not fall within a reasonable accuracy (95%) the Highway Asset Manager will ask the asset champion to review and resubmit the information, which shall once again be subject to checks prior to entering onto the system. In order to validate data held within the database the Highway Asset Manager will at regular intervals, based on the level of activity of changes to the asset, arrange for an information survey to be undertaken on a small number of sites to check the accuracy of the data held. Where the information does not fall within a reasonable accuracy (95%) the Highway Asset Manager will arrange for further surveys to be undertaken to ascertain whether the problem is specific to the locations chosen. If the problem is found to be endemic the Highway Asset Manager will make the decision in consultation with other officers as to whether a wide scale survey of the asset is required and how this will be undertaken. The Highway Asset Manager will review all work programmes to ensure that records are received relating to each of the schemes undertaken, using as a first check the Corporate Capital programme and Transportation Capital Programme presented to Cabinet at the beginning of each year. It is the intention of Coventry City Council that the Highway Inspectors will be asked to undertake some of the asset validation surveys as part of their regular inspection regime, following suitable training and the provision of electronic data recording devices. ISSUES: INV1) Specific data needs have not been fully identified & missing data has yet to be collected. INV2) Data management procedures are required to ensure the ongoing validity of the information held. A21

IMPROVEMENT ACTIONS: IA-INV1) Identify specific data needs and collect missing data (in progress). IA-INV2) Develop and implement data management procedures. A22