Business rules

Version 1.31 (Due to be released w/c 14/12/20)

User roles & permissions table [PDF]
Previous versions

Changes
Glossary

General rules and validation
1.1. Numbers
1.2. Dates and times
1.3. Coordinates
1.4. USRN
1.5. File upload size
1.6. Text character limits
Workstreams
Works submissions and applications
3.1. Works reference number (WRN)
3.2. Works statuses
3.3. Forward plans
3.4. PAA and permit applications (PA)
      3.4.1. Permit reference number
      3.4.2. Works types
      3.4.3. Works categories
      3.4.4. Works activity types
      3.4.5. Adding PAA & PA
      3.4.6. Early start
      3.4.7. PAA & PA assessment decision options
      3.4.8. PAA & PA response periods
      3.4.9. Cancelling PAA & PA
      3.4.10. PAA & PA statuses
      3.4.11. Resubmitting PA following refusal
Change requests (CR)
4.1. Change request reference number
4.2. Change request types
4.3. Adding change requests
4.4. Change request assessment decision options
4.5. Change request response period
4.6. Cancelling change requests
4.7. Change request statuses
Revoking a PA
Delivering and executing works
6.1. Logging works start
6.2. Reverting works start
6.3. Logging works stop
6.4. Reverting works stop
6.5. Validity periods
6.6. Changing the number of inspection units
6.7. Updating excavation answer after works completed
Viewing and managing records
7.1. Commenting on a works record
7.2. Works history
7.3. Map application
7.4. Searching records
7.5. Advanced filtering
7.6. Exporting records
7.7. Geographical areas and views
Sites and reinstatements
8.1. Sites and site numbers
8.2. Reinstatement types
8.3. Adding reinstatements
8.4. Making interim sites permanent
8.5. Reinstatement end dates
8.6. Indicating when final site has been registered
Activities
9.1. Activity reference number
9.2. Activity statuses
9.3. Managing activities
Inspections and non-compliance
10.1. Inspection reference number
10.2. Inspection types and categories
10.3. Inspection outcomes
10.4. Scheduling inspections
Fixed penalty notice (FPN)
11.1. FPN reference number
11.2. FPN statuses
Lane rental
12.1. Lane rental assessment or charge types
12.2. Adding a lane rental assessment to a PA
Fee reporting
Section 81 (S81)
Historical works
Non-notifiable works
HS2

1. General rules and validation

1.1. Numbers

All numbers within Street Manager system are non-negative.

1.2. Dates and times

Note: Street Manager receives bank holiday data from gov.uk up to the end of the following year, any works that extend beyond that will not be factoring in bank holidays.

1.2.1. Date and time format

All dates and times must match the ISO 8601 standard date format.

See GOV.UK guidance for date-times https://www.gov.uk/government/publications/open-standards-for-government/date-times-and-time-stamps-standard

1.2.2. Calendar days

Street Manager calculates calendar days based on a 24 hour clock.

For example, the Street Manager system would consider the time period Monday 01:00 to Tuesday 23:00 as 2 calendar days.

1.2.3. Calendar month

Street Manager calculates a calendar month as 28 calendar days for the purpose of deeming and early start.

1.3. Coordinates

Coordinates must be a GeoJSON geometry (using British National Grid, easting and northing pairs).

1.4. Unique Street Reference Number (USRN)

USRN must be a value between 100001 and 99999999.
Currently supported USRNs:
- Street state codes: 1 and 2 (See NSG spec v2.10 table 5.1.2)
- Reinstatement type codes: 1-10 (See NSG spec v2.10 table 7.2)
- Street Maintenance responsibility (STREET_STATUS): 1, 2 & 3 (See NSG spec v2.10 table 6.1)
See the API documentation for details on backwards compatibility.
If there are multiple reinstatement type codes, one must be selected when raising a forward plan or PAA/PA.

(Previously section 16.3 in Business rules v0.1 draft)

1.5. File upload size

Maximum file size is 10MB.
All files on a single work record must total less than 100mb.

(Previously section 19 in Business rules v0.1 draft)

1.6. Text character limits

1.6.1. Username field

The max length for username fields is 50 characters.

1.6.2. Single-line text fields

Max length is 100 characters.

These include:

Promoter contact details
Approved contractor
Contractor details
Secondary contact email
Project reference number
Early start pre-approval authoriser
Promoter org
Promoter contact details
Approved contractor
Contractor contact details
Street name
Area name
Project reference number
Inspection call log field
Inspection call log reference
Inspector name
FPN authorised officer
FPN officer contact details
Activity name
Activity type details
Contact name
Contact details
Street special designation code

1.6.3. Multi-line text areas

Text areas for large comment fields are limited to the max length of 1500 characters.

All other text areas are limited to 500 characters. These include:

Description of work
Works location description
Collaboration details
Description of collaborative works
Early start pre approval details
Early start pre approval reason
Additional info (apply for works) / comments (revoke) / details (lane rental assessment / collaborative working)
Revoke reason
Permit discount reason
Reinstatement location description
Inspection outcome details
Inspection call log summary
FPN offence details
FPN status reason
Activity location description
Cancellation reason

2. Workstreams

The Street Manager system will, by default, create a workstream with the prefix of ‘000’ for every organisation. Before users start raising works in Street Manager (production), their organisation must set up their workstreams as PAA/PAs cannot be raised using the ‘000’ workstream.

When organisations set up their workstreams, they can choose to allocate numerical prefixes between 1 - 999. See works reference number (WRN) section for details on how the workstream prefix will be used when raising works.

(Previously section 15 & 15.1 in Business rules v0.1 draft)

3. Works submissions and applications

3.1. Works reference number (WRN)

The WRN is generated in the following format: {SWA prefix} {workstream prefix} {promoter works reference}
- SWA prefix - Two characters of the related organisation from the SWA code list.
- Workstream prefix - A minimum of three numbers with leading zeros where applicable e.g. ‘001’. See the workstream section for more details.
- Promoter works reference - Between 1 to 19 characters. May be generated by the Street Manager system or provided by the user. If generated by Street Manager, the promoter works reference will consist of a randomly generated 8-digit number (following the unique WRN rule).
The WRN including the prefix must be unique in the Street Manager system e.g. the same organisation may have two works records with the same ‘promoter works reference’ if the works were created under two different workstreams.
WRNs are not case-sensitive and displayed as uppercase.
WRNs can only include the following special characters: dashes (-) or underscores (_) to separate characters
Works records and WRNs are created automatically alongside other records such as forward plans and permit applications.

(Previously section 1.1 in Business rules v0.1 draft)

3.2. Works statuses

A diagram of works statuses

3.3. Forward plans

Forward plans are for giving advance notice of major works only.
It is only possible to add forward plans for a start date in the present or future, and with an end date in the future.
Forward plans can be progressed to PAA or PAs (specifically for highway works, see section 17.6), edited or cancelled while in the ‘Raised’ status.
All forward plan details can be edited with the exception of namely the workstream, the highway authority and the USRN.
When progressed, the forward plan’s status automatically gets set to ‘Progressed’.

A diagram of forward plan statuses

(Previously section 22 in Business rules v0.1 draft)

3.4. PAA and permit applications (PA)

3.4.1. Permit reference number

The permit reference number is generated in the following format: {WRN} - {numerical suffix}
- WRN - See the works reference number section for more details.
- Numerical suffix - A minimum of two numbers starting from 01 for the first PAA or PA created on the works record and counts up consecutively for each additional PA (i.e. -01, -02, -03 etc).
A permit reference number is automatically generated when a PAA or permit application has been submitted.
The permit reference number is the reference number that promoters needs to display on on-site permit boards.

(Previously section 1.2 in Business rules v0.1 draft)

3.4.2. Works types

Works types are as follows:
- Planned - Minor, Standard, and Major works and are not Immediate
- Immediate - See the NRSWA (link available from SM Glossary) for more details on immediate works. The immediate works type (i.e. immediate urgent and immediate emergency) will be determined based on the answer to “Is there a risk of damage to people or property?”

(Previously section 1.3 in Business rules v0.1 draft)

3.4.3. Works categories

Works categories are as follows:
- Minor
- Standard
- Major PAA/PA
- Immediate (Urgent)
- Immediate (Emergency)

See the NRSWA (link available from SM Glossary) for definitions and duration for each works category.

A diagram of Works category logic

(Previously section 1.4 in Business rules v0.1 draft)

3.4.4. Works activity types

Works activity types available are as follows:
- Core sampling: Coring is the method of testing by removing a sample of the reinstatement (a core) finished/completed reinstatement and is part of the inspection process. 
- Disconnection or alteration of supply: Work type that involves the disconnection or re-routing of supplies.
- Diversionary works: Works undertaken by a Works Promoter to move or divert its existing apparatus to enable 3rd party works to be happen. 
- Highway improvement works
- Highway repair and maintenance works 
- New service connection: Works type undertaken to connect new supplies usually for individual customers.
- Optional permit (no fee): e.g. for traffic management. HA may add discount to permit fee if applicable.
- Permanent reinstatement: Works undertaken by a works promoter to replace interim reinstatement with a permanent reinstatement.
- Remedial works: Works undertaken by a works promoter where the initial reinstatement was not compliant with the specification.
- Section 50
- Statutory infrastructure works
- Utility asset works: Works undertaken by a Utility Works Promoter as part of a rehabilitation or replacement scheme. These are usually planned works.
- Utility repair and maintenance works: Works undertaken by a Utility Works Promoter in repairing or maintaining its asset. These works are usually short duration works or works that are not planned.
- Works for rail purposes
- Works for road purposes: As defined in section 86(2) of NRSWA, “works for road purposes means works of any of the following descriptions executed in relation to a highway: (a) works for the maintenance of the highway; (b) any works under powers conferred by Part V of the Highways Act 1980 (improvement); (c) the erection, maintenance, alteration or removal of traffic signs on or near the highway; or (d) the construction of a crossing for vehicles across a footway or grass verge or the strengthening or adaptation of a footway for use as a crossing for vehicles”

(Previously section 1.14 in Business rules v0.1 draft)

3.4.5. Adding PAA & PA

PAs may be added resulting in a new works record or added to an existing works record.
PAs can only be added to an existing works record if the works record does not contain a Minor/Standard/Major PA that is ‘in progress’ or ‘submitted’.
If a Major works is being added and it’s either the first application on the works record or the previous permits have been cancelled, revoked or refused, it should be a PAA
Some example scenarios:
- Minor permit added and seen right through to completion. Major works can then be added to the works without adding a PAA
- Minor permit added but then is cancelled. PAA then must be added for a major works as it’s now technically the first permit on the works
- Standard permit added and then refused by the HA. PAA then must be added for a major works as it’s now technically the first permit on the works
- Major permit added as first permit on the works record - PAA required in this instance
A major PAA may be progressed to PA if it is in ‘submitted’ or ‘granted’ status.
Once a PAA is progressed to a PA, you can never have any more PAAs on that works record

(Previously section 1.12 in Business rules v0.1 draft)

3.4.6. Early start

If a PAA/PA does not provide sufficient advance notice (based on the proposed start date provided), including when the proposed start date is altered during a change request, the promoter will be required to specify if they have pre-approval for an early start and additional information.
The early start calculation will be carried out immediately after the proposed start and end dates have been entered during the apply for PAA/PA process.
The early start calculation will include the day of the application is made.
The minimum notice period by works category are as follows:

Works category	Minimum notice period
Major PAA	3 calendar months (84 calendar days in Street Manager)
Major PA	10 working days
Standard	10 working days
Minor	3 working days
Immediate	Not applicable

(Previously section 1.9 in Business rules v0.1 draft)

3.4.7. PAA & PA assessment decision options

The assessment decision options for PAA/PA are as follows:

Assessment decision	Applicable for
Grant	All PAA/PA
Refuse	All PAA/PA
Modification request	PA only (not in ‘Closed’ status)
Grant with duration challenge	Immediate PA only

The assessment decision may be changed to grant or refuse on PAs that have a status of ‘modification requested’ and no change requests awaiting assessment.
- Modification requested PAs will not deem as the action is with the promoter.
A modification request assessment decision can only be given once on a PA. Once an updated permit is submitted, only a grant or refuse assessment decision will be available
Street Manager will automatically set a record’s assessment decision under the following circumstances:
- Immediate works that are started and completed before an assessment decision has been manually submitted will have the assessment decision of “Granted (auto)”.
- When a major PA is assessed, the associated PAA will take on the matching assessment decision if the an assessment decision has not been manually submitted for the PAA. e.g. if a major PA is refused, the PAA will have the assessment decision of “Refused (auto)”.

(Previously section 25.3 in Business rules v0.1 draft)

Street Manager - PAA/PA assessment decision options

A diagram of PAA/PA assessment decision options

3.4.8. PAA & PA response periods

The response period is the time period that a Highway Authority (HA) has to assess and evaluate a PAA/PA (or any other promoter request) prior to the PAA/PA deeming.
The response period will begin from the day of the application submission if received before 16:30 on a working day. Any applications received after 16:30 on any working day (or at any time on a non-working day) is deemed to have been given on the next working day, and that is when the response period will begin from
Note that for response periods calculated in calendar days i.e. Major PAAs, the end date of the response period could be a weekend/public holiday since the calculation is in calendar days and not working days
The response period for each works category are as follows:

Works category	Response period
Major PAA	28 calendar days
Major PA	5 working days
Standard	5 working days
Minor	2 working days
Immediate	2 working days
Modified PA (response to HA’s modification request)	2 working days

(Previously section 1.8 & 1.10 in Business rules v0.1 draft)

3.4.9. Cancelling PAA & PA

PAA applications and planned PA may be cancelled if in ‘submitted’ (pre-assessment), ‘granted’, ‘refused’ or ‘modification requested’ statuses and works start has not been logged.
Immediate PA may be cancelled whilst works is ‘in progress’ (immediate works are automatically placed into in progress upon creation).
Immediate PA may not be cancelled if
- works stop has been logged
- reinstatement(s) have been added
- the immediate PA has been revoked
The PAA/PA status and works status will be set to ‘Cancelled’.

(Previously section 7 in Business rules v0.1 draft)

3.4.10. PAA & PA statuses

(Previously section 1.5 & 10 in Business rules v0.1 draft)

3.4.10.1. PAA statuses

A diagram of PAA statuses

3.4.10.2. PA statuses

A diagram of PA statuses

3.4.11. Resubmitting PA following refusal

If permit has been refused and the user wishes to resubmit, they can submit a revised permit on the work record - ‘Apply for works’ next to the Applications table.
All the information from the previous permit - except timings, is collaboration involved and conditions - are defaulted in the new permit
Location can’t be changed when raising a new permit on the same works following a refusal
A new permit can only be raised if the existing one has been refused, closed, or cancelled. If a permit has been revoked, user needs to first cancel that permit in order to raise a new one

4. Change requests (CR)

4.1. Change request reference number

The change request reference number is generated in the following format: {permit reference number} -CR- {numerical suffix}
- See the permit reference number section for more details.
- Numerical suffix - A minimum of two numbers starting from 01 for the first change request created on the PA and counts up consecutively for each additional change request (i.e. -01, -02, -03 etc).

4.2. Change request types

The change request types are as follows:

Change request type	Available for	Criteria	CR assessment required?
Promoter imposed change	Promoter	Change initiated when PA is in status ‘Submitted’ (awaiting assessment)	No (Assess PAA/PA directly)
Promoter change request	Promoter	Change initiated when PA has assessment decision as ‘Granted’	Yes
Modified permit	Promoter	Change initiated when PA is in status ‘Modification requested’	No (Assess PA directly)
Works extension	Promoter	Same criteria as ‘Promoter change request’ and includes a change to the proposed end date. Only applies to works that are in progress	Yes
HA imposed change	HA	Change initiated when PA has assessment decision as ‘Granted’	No

For modified permit, promoter imposed and HA imposed change types, the changes made will be applied automatically to the PA with the change request record available to see what has changed historically, and these change request types are not chargeable.
- In the case of a modified permit change request (response to modification requested by HA), this means that only the outstanding PA will need to be assessed once the changes have been applied.
A PA’s response period is not affected by promoter imposed changes (i.e. changes while the PA is awaiting assessment).
A works extension change request may include other changes in addition to a change to the proposed end date.
HA imposed change is currently limited to adding or removing conditions.

(Previously section 5.1, 5.3, 5.4, 5.8 & 26 in Business rules v0.1 draft)

4.3. Adding change requests

Each PA may have only one change request awaiting assessment.
A change request may be added to PAs that are not ‘Refused’, ‘Closed’ or ‘Revoked’ (as long as the work hasn’t been started. If work was started and then revoked, a change request can be added).
The works category may be updated if the works duration is changed.
Change requests may not be added to a PAA.
All fields apart from the following can be changed on a PA:
- Permit reference number or works reference number
- USRN
- USRN address e.g. road/street
- Road category
- Primary notice authority the PA is submitted to
Proposed start date may not be changed if works start has been logged.
All change requests show the original details and changed values.

(Previously section 5.2, 5.3, 5.4 & 5.6 in Business rules v0.1 draft)

4.4. Change request assessment decision options

The assessment decision options for change requests are as follows:

Assessment decision	Applicable for CR type	Assessment decision impact
Grant	Promoter change request & works extension	Changes will be applied to the PA.
Refuse	Promoter change request & works extension	Changes will not be applied to the PA. Original PA will remain unchanged in status and contents i.e. the PA is not refused as a result of a change request assessment.
Grant with duration challenge	Works extension for works that are in progress	A reasonable period end date and reason for the duration challenge must be provided. The new proposed end date, reasonable period end date and any other changes requested will be applied to the PA.

(Previously section 5.1, 5.4, 5.5 & 25.3 in Business rules v0.1 draft)

4.5. Change request response period

The response period for change requests is 2 working days. The change request will deem after this period and the changes will be applied to the PA.

(Previously section 5.7 in Business rules v0.1 draft)

4.6. Cancelling change requests

It is currently not possible to cancel change requests directly
Change requests pending assessment will be automatically cancelled if the parent permit is cancelled and/or closed

4.7. Change request statuses

Street Manager - Change request statuses

A diagram of Change request statuses

5. Revoking a PA & PAA

Both a PA & PAA may be revoked if they have been granted and for a PA, before works stop has been logged.
If a PA is revoked
- before works start has been logged, it will remain in the final status of ‘Revoked’ where no further actions can be performed on it by the promoter.
- after works start has been logged, the promoter may request a change, log works stop and add reinstatements.
- with a change request awaiting assessment, the change request will be revoked automatically.

(Previously section 6.1 in Business rules v0.1 draft)

6. Delivering and executing works

6.1. Logging works start

To log a works start
- PA must be in ‘submitted’, ‘granted’ or ‘modification requested’ status,
- date and time must be provided, and
- works cannot be started in the future.

(Previously section 11.1 in Business rules v0.1 draft)

6.2. Reverting works start

Works start may be reverted if
- works stop is not logged for the current PA
- a reinstatement has not been logged for the current PA
- for planned works (i.e. not immediate works)
- the PA has not been revoked.

(Previously section 21.1 in Business rules v0.1 draft)

6.3. Logging works stop

To log a works stop
- works must be in ‘in progress’ status,
- date and time must be provided, and
- date must occur on or after the actual start date
- date must occur today or a date in the past

(Previously section 11.2 in Business rules v0.1 draft)

6.4. Reverting works stop

Works stop may be reverted if
- a PA has not been added on the same works record after the works stop was logged.

(Previously section 21.2 in Business rules v0.1 draft)

6.5. Validity periods

Only applicable for works on non-traffic sensitive category 3 or 4 roads.
- Non-traffic sensitivity is determined either by there being no traffic-sensitive designations for the works’ USRN or if there are, none were selected by the promoter as applicable to the works.
If a works’ actual start date is later than the proposed start date and within validity period, Street Manager will shift the proposed end date accordingly maintaining the same works duration as originally proposed starting from the actual start date.
Below are the validity periods for each works category. Please be aware that the validity period is inclusive of the original start date unless the start date is on a non-working day, in which case it’s the next working day. E.g. for a minor works if the start date was a Wednesday the validity period would be Wednesday and Thursday.

Works category	Validity period
Major PAA	Currently out of scope
Major PA	5 working days
Standard	5 working days
Minor	2 working days
Immediate	Not applicable
Any HS2 works	Not applicable

(Previously section 13 in Business rules v0.1 draft)

6.6. Changing the number of inspection units

The number of inspection units will be added when the first reinstatement is submitted and may be changed at any point thereafter on the works record level.
- The number of inspection units is defaulted to 1 (one)
- The number of units may be changed to 0 (zero) if all sites have been subsumed/combined.

6.7. Updating excavation answer after works completed

‘Was an excavation carried out’ field displayed at the work record level under the ‘Onsite details’ section
The answer will default from the permit application and user will only able to change the answer from “Yes” to “No”
If an excavation reinstatement has been added the field will automatically change to “Yes
Answer can be updated from when the work has been started up to the point a new permit has been added to the work record . Exception is when an excavation reinstatement has been added. In this case, user will be unable to change the answer from “Yes” to “No” as there are excavations against that work

(Previously section 11.4 in Business rules v0.1 draft)

7. Viewing and managing records

7.1. Commenting on a works record

Users associated with a works can add a comment on the works record. Users associated with a works include being from the HA the works has been submitted to, being from (or working on behalf of) the promoter organisation that submitted the works and with access to the associated workstream.
A topic must be selected when adding a comment. The comment topics are as follows:
- General
- FPN
- Inspection
- Section 74
- Overrun warning (only available to HA)
- Forward plan
- Change requests
- Imposed variation
- Duration challenge
- Section 81

(Previously section 8 in Business rules v0.1 draft)

7.1.1. Marking comment as read

Only users from the organisation that received the comment will be able to mark it as read
Marking as read will flag that comment as being read in the list along with who marked it as read and when
Able to filter the comments list to view those that have been read, those that haven’t and both

7.1.1. Marking comment as internal

Option when adding a comment to mark it as internal only. Internal comments will only visible to users within your organisation. Note - for promoters, any user that is part of the same workstream as the user that added the internal comment will be able to view it. This includes contractors
Filter option on the comments list page to view only internal comments
Feature should be used in accordance with your organisations communication policy

7.2. Works history

Works history is available for each works record showing all events related to the works record. The works history includes:
- Date and time
- Topic
- Details (description of the event)
- Username
Works history topics include:
- Forward Plan
- PAA
- Permit
- Inspection
- Scheduled Inspection
- FPN
- Reinstatement
- Comment
- Section 81
- Work

7.3. Map application

The date filter is automatically defaulted with the current date in the ‘From’ field and 14 days after the current date in the ‘To’ field.
For performance reasons, the map application is limited to
- displaying a maximum of 500 results, and
- displaying results within three zoom levels higher than the default

(Previously section 16 in Business rules v0.1 draft)

7.4. Searching records

Search functionality is available on the following list pages:
- Permit applications
- Change requests
- Works records
- PAAs to progress
- Forward plans
- Registered reinstatements
- Section 81s
- Inpsections
Searches are partial search compatible - Street Manager will return results that contain the search term.
Search and filtering functionality may be used in combination.

(Previously section 17.1 in Business rules v0.1 draft)

7.5. Advanced filtering

Advanced filtering is available on the following list pages:
- Permit applications (PAA/PA)
- Change requests (CR)
- Works records (WR)
- Forward plans (FP)
- Comments
Each list page have different filter options available.
Filters are saved in the session so that when the user navigates away from the page and comes back the filters will be remembered. Currently this only applies to the permit applications, change requests and comments list pages. It will be added to the other list pages in the future. Note - if you set filters and then click the browser back button, the setting of the filters will be forgotten. Ensure to use navigation buttons within the tool to ensure filters are remembered
Note: the URL/web address may be shared or bookmarked/saved with filters currently applied.
Advanced filters and descriptions below:
- Note: Unless otherwise specified, change requests list will return all change requests where the related change request fulfils the condition, and works records list will return results where the latest PAA/PA fulfil the condition.

Filter name	Condition
Works start / end date and Application submission date	If ‘from’ date is blank, will include all results earlier than the ‘to’ date and vice versa. If both ‘from’ and ‘to’ are blank, will include all results.
Awaiting assessment	PAA/PA with ‘submitted’ status
Working within traffic-sensitive times	A traffic-sensitive designation has been selected by the promoter on the PAA/PA
High impact traffic management	Applications with any of the following traffic management types: Road closure; Contraflow; Lane closure; Convoy working; Multi-way signals; Two-way signals
Not submitted final registration	Final site registered = “No” against the PA (against the PA for change request list filtering)
Works with excavation	Excavation is marked as required on the PAA/PA
Deemed	PAs that have deemed. Change request list will only show change requests that have deemed (against the PA for change request list filtering)
Early start	Proposed timings have indicated that the PAA/PA is due for an early start (where early start details were completed)
Lane rental charges (potentially) apply	Works takes place on a lane rental applicable road (indicated in the designations), and/or a lane rental assessment has been added with an outcome of “Chargeable” or “Potentially chargeable” (against the PA for change request list filtering)
Lane rental charges not agreed	A lane rental assessment has been added with an outcome of “Chargeable” and charges have not been agreed (against the PA for change request list filtering)
Duration extension	On change request list only: change requests with works extension request
Ever modification requested	PAs that have previously received a modification request assessment decision (against the PA for change request list filtering)

(Previously section 17.2 in Business rules v0.1 draft)

7.6. Exporting records

Exports requested will be placed into a queue and available for download from the user’s CSV Exports page.
- The export page is limited to show exports requested the user or, in the case of contractor users, requested by the user for the assumed organisation.
- Each user may have one (1) export in the ‘queued’ status. Subsequent export requests will be rejected.
- The export file statuses are as follows:

Status	Status description
Queued	Awaiting processing
In progress	CSV in process of being generated
Ready	File may be downloaded
Failed	An error has occurred

A diagram of export file process

Export functionality is available on the following list pages:
- Permit applications
- Change requests
- Works records
- PAAs to progress
- Forward plans
- Fixed penalty notices (FPN)
- Inspections
- Registered reinstatements
- Comments
- Section 81s
- Download all my data (promoter and HA admin users will be able to export raw data for their organisation)

7.7. Geographical areas and views

(work in progress)

7.7.1. Managing geographical areas

Only admin users can manage geographical areas
Each geographical area is defined by a list of USRNs.
- The list of USRNs must be provided as a csv file with one column of USRNs.
- The maximum number of USRNs per geographical area is 10,000.
The maximum number of geographical areas is 100.
The geographical area name is derived from the csv file name (without the extension).
Each geographical area can be changed. Clicking the change link next to the relevant geographical area will open up the file picker and allow you to upload a new csv file

7.7.2. Viewing geographical areas

HA users may select up to a total of 60,000 USRNs to be filtered on. This is the combined total number of USRNs of all geographical areas selected.
All list pages will be filtered to only show records associated to the geographical areas selected (fee report will not be affected).

8. Sites and reinstatements

8.1. Sites and site numbers

A new site will be added automatically when ‘Add a reinstatement’ is selected on the ‘works record’ level.
For each works record, the site numbers begin at 1 and counts up consecutively for each additional site (i.e. Site 1, Site 2, Site 3 etc).
All historical reinstatement details are available for each site on the individual ‘site record’ pages.

8.2. Reinstatement types

The reinstatement types are as follows:
- Excavation
- Bar holes
- Core holes
- Pole testing
Reinstatement measurements and whether the reinstatement is a final reinstatement must be provided for excavation reinstatement type.
- Optionally, a second set of coordinates may be provided.
Number of holes must be provided for bar holes, core holes and pole testing reinstatement types.

(Previously section 4.7 in Business rules v0.1 draft)

8.3. Adding reinstatements

To add a reinstatement, the latest PA must be in ‘In progress or ‘Closed’ status and require excavation.
Reinstatement date must be:
- the current date or in the past
- on or after the actual start date
- on or before the actual end date if works stop has been logged
To update a site with a new reinstatement, select ‘Update reinstatement’ on the ‘site record’ level.
This functionality may be used to correct a mistake on the previous reinstatement.
A reinstatement can be interim or permanent.
- Note: if a mistake is made where the Reinstatement state ‘Interim’ is selected instead of ‘permanent’, a new PA would be required to rectify this mistake. See the business rules regarding making an interim site permanent for more information.
Reinstatement site measurements or number of holes may be set to zero if the site has been subsumed/combined.

(Previously section 4.2, 4.3, 4.5 & 4.6 in Business rules v0.1 draft)

8.4. Making interim sites permanent

If an existing site is in ‘interim’ state, a new PA must be raised to add a ‘permanent’ reinstatement to the existing site.

(Previously section 4.4 in Business rules v0.1 draft)

8.5. Reinstatement end dates

If the reinstatement state is ‘interim’, the interim period end date is 6 months from the reinstatement date e.g. if an interim reinstatement date is 26/10/18 then the end date should be 25/04/19
If the reinstatement state is ‘permanent’ and
- depth is less than or equal to 1.5m, the end date (guarantee expiry date) is 2 years from the reinstatement date e.g. if reinstatement added 13/06/18, end date is 12/06/20.
- depth is greater than 1.5m, the end date (guarantee expiry date) is 3 years from the reinstatement date e.g. if reinstatement added 13/06/18, end date is 12/06/21.

(Previously section 4.1 in Business rules v0.1 draft)

8.6. Indicating when final site has been registered

Final site registered may be set to ‘Yes’ as part of a reinstatement submission or directly on the works record level.
Final site registered should be indicated for each PA where excavation was required.

(Previously section 4.3 in Business rules v0.1 draft)

9. Activities

9.1. Activity reference number

The activity reference number is generated in the following format: ARN- {SWA number} - {numerical suffix}
- SWA number - The four-digit portion of the organisation’s SWA code i.e. the SWA code without the two-character prefix.
- Numerical suffix - A minimum of three numbers starting from 001 for the first activity by the organisation and counts up consecutively for each additional activity (i.e. -001, -002, -003 etc).

9.2. Activity statuses

A diagram of activity statuses

(Previously section 23.2 in Business rules v0.1 draft)

9.3. Managing activities

HAs may add activities for their organisation at any point.
The activity types are as follows:
- Skips
- Scaffolding
- Hoarding
- Crane/mobile platform
- Event
- Section 50
- Section 58
- Compound
- Other (enter a brief description)
HAs may change or cancel an activity added by their own organisation.
- The Activity Location or activity area cannot be changed.

10. Inspections and non-compliance

10.1. Inspection reference number

The inspection reference number is generated in the following format: {WRN}-INSP-{numerical suffix}
- WRN - See the works reference number section for more details.
- Numerical suffix - A minimum of two numbers starting from 01 for the first inspection created on the works record and counts up consecutively for each additional inspection (i.e. -01, -02, -03 etc).

(Previously section 3.1 in Business rules v0.1 draft)

10.2. Inspection types and categories

Inspections may be added at any stage of a works record.

Inspection type	Inspection categories
Live Site	Category A Site occupancy Conditions Third party Routine
Reinstatement	Category B Category C Third party Routine
Non-compliance follow up	Joint site visit Follow up Follow up completion
Section 81	Not applicable

(Previously section 3.2 & 3.5 in Business rules v0.1 draft)

10.3. Inspection outcomes

If a failed inspection outcome is selected for Live site, reinstatement or non-compliance follow up inspection types, details of non-compliant areas must be provided by selecting from a defined list.
- The non-compliant area list is dependent on the inspection type and category.
- One or more non-compliant areas may be selected.
- Each non-compliant area selected must be accompanied with the non-compliant site and non-compliant details (text).
If a failed inspection outcome is selected for Section 81, the inspection may advise if the site was ‘made safe by HA’.
Additional information and evidence/photos may be provided for all outcomes.
The inspection outcomes available for inspection types and categories are as below:

Inspection type	Inspection outcomes
Live Site (excl. Site occupancy & Conditions), Reinstatement and Non-compliance follow up (excl. Joint site visit)	Passed Failed — high Failed — low Unable to complete inspection
Live Site type with Site occupancy category	Works stopped - Apparatus remaining Works in progress - No carriageway incursion Works in progress Works stopped Unable to complete inspection
Live Site type with Conditions category	Passed Non compliant (with conditions) Unable to complete inspection
Non-compliance follow up with Joint site visit category	Further inspections required Agreed site compliance Unable to complete inspection

(Previously section 3.3, 3.4 & 3.5 in Business rules v0.1 draft)

10.4. Scheduling inspections

One inspection may be scheduled against a works record.
A scheduled inspection consists of a date, time (optional) and inspection type & category.
The date provided must be today or in the future. If time is provided, it must occur in the future.
A scheduled inspection may be cancelled from the works record.
A scheduled inspection that has not been cancelled will be automatically removed when any inspection is submitted.
A scheduled inspection will remain on the works record until it is cancelled or an inspection is added regardless of the date and time the inspection was scheduled for.
A new scheduled inspection may be created as part of any add an inspection process. Alternatively, A new scheduled inspection may be created directly on the works record level.

(Previously section 3.6 in Business rules v0.1 draft)

11. Fixed penalty notice (FPN)

11.1. FPN reference number

The FPN reference number is generated in the following format: {WRN}-FPN-{numerical suffix}
- WRN - See the works reference number section for more details.
- Numerical suffix - A minimum of two numbers starting from 01 for the first FPN created on the works record and counts up consecutively for each additional FPN (i.e. -01, -02, -03 etc).

(Previously section 2.2 in Business rules v0.1 draft)

11.2. FPN statuses

The FPN statuses are as follows:
- Issued - The initial status of an FPN issued by a HA. (Applicable for all FPNs)
- Accepted - Promoter may change to this FPN status when to acknowledge receipt of FPN. (Optional status change)
- Disputed - Promoter may change to this FPN status when in discussion with the HA about the validity of an FPN. (Optional status change)
- Withdrawn - HA may change to this FPN status if HA agree to withdraw FPN. (if applicable)
- Paid - HA acknowledge that the promoter payment (no discount) has been received. (if applicable)
- Paid (Discounted) - HA acknowledge that the promoter payment (with discount) has been received. (if applicable)

A diagram of FPN statuses

(Previously section 2.1 in Business rules v0.1 draft)

12. Lane rental

12.1. Lane rental assessment or charge types

The lane rental charge types and descriptions are as follows:

Lane rental type	Description
Chargeable	Works will incur a lane rental charge
Potentially chargeable	Flagged or HA to follow up for inspection
Charges waived	Charges do not need to be paid e.g. due to collaborative works
Exempt	Works fall outside the lane rental scheme
Charges not applicable to works	Not applicable

(Previously section 18.1 in Business rules v0.1 draft)

12.2. Adding a lane rental assessment to a PA

A lane rental assessment or charge may be added on any PA at any time.
If chargeable, the charge band/tier and number of chargeable days may be optionally provided. Chargeable days must be greater than or equal to 1 and in whole numbers.