Module 9: Communication and Documentation in Highways Maintenance
1. Reporting Defects Using Digital Tools
A. GIS (Geographic Information Systems):
Purpose: Logs defects with precise GPS coordinates for asset management.
Process:
Pinpoint defect location on digital maps.
Attach photos/notes (e.g., pothole depth, crack width).
Assign priority (P1–P3) based on risk.
Tools:
Esri ArcGIS: For large-scale highway networks.
Council Apps (e.g., FixMyStreet): Public-reported issues.
B. Mobile Apps:
Field Data Collection:
Drop-down menus for defect types (e.g., "alligator cracking").
Auto-sync to central databases (no paper delays).
Examples:
Confirm, One.Network (UK highway authorities).
2. Completing Work Records and Job Sheets
A. Essential Fields:
B. Best Practices:
Real-Time Updates: Avoid backdated entries (fraud risk).
Sign-Offs: Supervisor verification before archiving.
3. Liaising with Supervisors and the Public
A. Internal Communication:
Shift Handovers:
Verbal briefing + written log (e.g., unfinished repairs).
Emergency Alerts:
SMS/radio for sudden hazards (e.g., gas leaks).
B. Public Engagement:
Advance Notice:
Letter drops for planned road closures (72hrs minimum).
On-Site Signage:
"Noise/Smoke Warning" signs for complaints prevention.
Complaint Response:
24hr acknowledgment policy (council requirements).
4. Understanding Permits and Work Authorisations
A. Common Permits:
B. Key Steps:
Apply Early: Lead times vary (e.g., 3–10 days for Section 50).
Display Onsite: Printed permit in visible location.
Close-Out: Submit reinstatement certificates post-work.
Penalties:
Unpermitted works: Fines up to £5,000 (New Roads & Street Works Act 1991).
Key Takeaways
📱 Digital tools reduce reporting errors (vs. paper).
📝 Accurate records = legal protection in disputes.
🛑 No permit? Work stops!
Training Exercises:
▶ Role-Play: Handle an angry resident complaint about noise.
▶ Demo: Submit a virtual permit via Street Manager UK.
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