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


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



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


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


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


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


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


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


Cost benefitanalysis

Produce scheme specificproject appraisal reportsAnalyse data

See LTPprocesses

See StructurePlan


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


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


Process: Local Transport Plan Performance Monitoring Function Ref. Page 1 of 2

DS/ST/1/002/b


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 Accidentinvestigationprocesses

See NetworkManagementprocesses


See HighwayMaintanenceprocesses

Environmental

See HighwayMaintanenceprocesses

See TransportStrategy

processes

Freight Countryside &Inland Waterways

See AreaStrategy

processes

See NetworkReveiw

processes

See TransportProcesses

Personal Safety

See AccidentInvestigationprocesses


EnginneringServices

See ProjectPlanning and

Implementationprocesses?

Land UseIntegration

SeeDevelopment

Controlprocesses

Social Exclusion


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


Process: Quality Assurance Function Ref. Page 1 of 2

DS/ST/1/002/c


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


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


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


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



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



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


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



Process: Passenger Transport Service Provision Function Ref. Page 1 of 3

DS/ST/2/001/b


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


End of process

Contractdocumentation

Istender process

required for majorfunding?

Yes

No

Negotiate with existing operatorto operate Diminimus contract


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



DS/ST/2/001/b

End of contract term(Contract term 3 years)


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)


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



DS/ST/2/001/b

Receive complaint from publicor Parish/District Council


request response from operator


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


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


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


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


Update complaints monitoringrecord

Record ofcomplaint outcome

Record of contractdefault points


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


serious

No

2nd occurrence

Calculate total tariff


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


Process: Passenger Transport Service Contract Compliance Function Ref. Page 1 of 2

DS/ST/2/001/d



Termination of contract

Record oftermination

Notification ofcontract

termination

Yes3rd occurence


4th occurenceDoes

breach qualify for immediatetermination of contract?

Calculate total tariff


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


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


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


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


Yes

Howserious/frequent iscontract breach?


Issue contract enforcementsuspension notice

Enforcement(suspension)

notice

End of process

See ContractComplianceprocesses


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


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


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


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


End of process


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


Senior Officer authorisespayment


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


Process: Budget Monitoring & Forecasting Function Ref. Page 1 of 2

DS/ST/2/001/i

Reconcile budget

Record ofreconciliation

End of process


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


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


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


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



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



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,


?


Process: School Travel Plan Development & Monitoring Function Ref. Page 1 of 3

DS/ST/2/003/a


Draft STP with working group

Draft plan

Review STP with DSEngineering


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



Process: School Travel Plan Development & Monitoring Function Ref. Page 2 of 3

DS/ST/2/003/a


Input into school working group


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)


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


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


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


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


Process: Highways Act, Sect. 38 Agreements Function Ref. Page 1 of 2

DS/ST/2/004/c


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


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


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


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


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


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


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


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


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


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


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


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


Process: Cycle Training Function Ref. Page 1 of 2

DS/ST/3/004/a


Carry out site assessment

Site assessmentform Plan

Carry out training of teachers


Trainingassessment forms Training record

Training record


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


Process: Minibus Driver Training Function Ref. Page 1 of 2

DS/ST/3/004/b

Has training beensuccessfullycompleted?


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


Trainee advised of result

No

Notification Training record


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



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


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


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


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


Forward report to EngineeringReceive copy of engineeringreport


Engineering report

Scheme to beimplemented?

Monitor schemeScheme implemented byEngineering

YesNo

Receive notification of approval

Notification Record of receiptof approval


Record of dispatch


Continued liaison with school(s)

Continued onpage 2


Process: Safer Routes Programme Development & Monitoring Function Ref. Page 1 of 2

DS/ST/3/005/a


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


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



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


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


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



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



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


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


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



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


Process: Traffic Data Collection & Information Provision Function Ref. Page 1 of 3

DS/ST/4/002/a


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



DS/ST/4/002/a


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



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


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


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


Process: Contract Document Administration Function Ref. Page 1 of 1

DS/ST/4/002/d