Business rules

Version 1.40 (Released 22/04/2022)

User roles & permissions table [PDF]
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© Crown copyright 2021, except where otherwise stated.






Table of contents

  1. General rules and validation
    1.1. Numbers
    1.2. Dates and times
    1.3. Coordinates
    1.4. USRN
    1.5. File uploads
    1.6. Text character limits
  2. Workstreams
  3. 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
  4. 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
  5. Revoking a PA
  6. 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
  7. 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
  8. 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
  9. Activities
    9.1. Activity reference number
    9.2. Activity statuses
    9.3. Managing activities
  10. Inspections and non-compliance
    10.1. Inspection reference number
    10.2. Inspection types and categories
    10.3. Inspection outcomes
    10.4. Scheduling inspections
    10.5. Adding inspections to work record
  11. Fixed penalty notice (FPN)
    11.1. FPN reference number
    11.2. FPN statuses
  12. Lane rental
    12.1. Lane rental assessment or charge types
    12.2. Adding a lane rental assessment to a PA
  13. Fee reporting
  14. Section 81 (S81)
  15. Historical works
  16. Non-notifiable works
  17. HS2
  18. Sample Inspections
  19. Performance Reporting
  20. Section 74 (S74)
    20.1. Section 74 Overrun Warning
    20.2. Section 74 Issuing Draft Invoice
  21. Duration Challenge Non-Acceptance
    21.1. Duration Challenge
    21.2. Responding to a Duration Challenge
    21.3. Non-Acceptance of a Duration Challenge
  22. Section 58
    22.1. Propose Section 58
    22.2. Update Section 58 to ‘in-force’
    22.3. Cancelling Section 58
    22.4. Closing Section 58
    22.5. Viewing Section 58
    22.6. Historic Section 58

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)

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

1.5. File uploads

(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:

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:


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)

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


3.2. Works statuses

Street Manager - Works statuses A diagram of works statuses


3.3. Forward plans

Street Manager Forward plan statuses 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

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


3.4.2. Works types

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


3.4.3. Works categories

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

Street Manager - Works category logic A diagram of Works category logic

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


3.4.4. Works activity types

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

3.4.5. Adding PAA & PA

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

3.4.6. Early start

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

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

(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

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

When raising a PA the response period can be affected by the status of the PAA if there is one on the work record. Street Manager will calculate the response period based on the following:

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


3.4.9. Cancelling PAA & PA

(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
Street Manager - PAA statuses A diagram of PAA statuses
3.4.10.2. PA statuses
Street Manager - PA statuses A diagram of PA statuses


3.4.11. Resubmitting PA following refusal



4. Change requests (CR)

4.1. Change request reference number

4.2. Change request types

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

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

4.3. Adding change requests

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

4.4. Change request assessment decision options

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 reasonable period end date and reason will be applied and visible on the PA.

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

4.5. Change request response period

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

4.6. Cancelling change requests

4.7. Change request statuses

Street Manager - Change request statuses A diagram of Change request statuses

5. Revoking a PA & PAA

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


6. Delivering and executing works

6.1. Logging works start

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

6.2. Reverting works start

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

6.3. Logging works stop

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

6.4. Reverting works stop

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

6.5. Validity periods

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

6.7. Updating excavation answer after works completed

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


7. Viewing and managing records

7.1. Commenting on a works record

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

7.1.1. Marking comment as read

7.1.2. Marking comment as internal

7.2. Works history

7.3. Map application

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

7.4. Searching records

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

7.5. Advanced filtering

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

Status Status description
Queued Awaiting processing
In progress CSV in process of being generated
Ready File may be downloaded
Failed An error has occurred
Street Manager - Export file process A diagram of export file process

7.7. Geographical areas and views

(work in progress)

7.7.1. Managing geographical areas

7.7.2. Viewing geographical areas


8. Sites and reinstatements

8.1. Sites and site numbers

8.2. Reinstatement types

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

8.3. Adding reinstatements

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

8.4. Making interim sites permanent

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

8.5. Reinstatement end dates

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

8.6. Indicating when final site has been registered

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


9. Activities

9.1. Activity reference number

9.2. Activity statuses

Street Manager - Activity statuses A diagram of activity statuses

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

9.3. Managing activities


10. Inspections and non-compliance

10.1. Inspection reference number

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

10.2. Inspection types and categories

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

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

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

10.5. Adding inspections to work record

The Highway Authority have the option to add as many inspections as required to a works record. When the Highway Authority or Promoter organisation wishes to view inspections there is a limit of 50 displayed on the work record.


11. Fixed penalty notice (FPN)

11.1. FPN reference number

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

11.2. FPN statuses

Street Manager - FPN statuses 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

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

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


13. Fee reporting

(Previously section 14.1 in Business rules v0.1 draft)


14. Section 81 (S81)

14.1. S81 WRN

14.2. S81 reference number

14.3. Adding S81s

14.4. Managing S81

14.5. S81 statuses

Street Manager - S81 statuses A diagram of S81 statuses

15. Historical works

15.1. Adding records for historical works

15.2. Managing historical works

16. Non-notifiable works

16.1. Non-notifiable works reference number

16.2. Adding records for non-notifiable works

16.3. Managing non-notifiable works

17. HS2

17.1. Act limits

17.2. HS2 applications

17.2.1. Highway applications

17.2.2. Street works applications

17.3. Acknowledge applications

17.4 Auto-grant of change requests

17.5 Notifications

17.6 Forward plans

18. Sample Inspections

18.1. Setting targets

18.2. Eligible inspections

18.3. Generating sample inspections

18.4. Sample inspection list page

18.5 Updating sample inspection targets




19. Performance Reporting

19.1. Available reports


20. Section 74 (S74)

Street Manager - Section 74 statuses A diagram of section 74 statuses

20.1 Section 74 Overrun Warning

Status Available for Criteria
Warning issued HA Status initiated when Highway Authority begins the process of initiating a Section 74 Overrun Warning on a Permit.
Overrun charges ended HA Status change when Highway Authority has verified that the site detailed in the permit is now clear. No longer breaching Section 74.
Dispute overrun warning Promoter Status change when Promoter is not in agreement with the details or issuing of Section 74 Warning.
Overrun Warning Disputed HA Status change when Highway Authority acknowledges the disputed warning.
Withdraw overrun warning HA Status change when Highway Authority withdraws the warning that was issued.
Draft Invoice Issued HA Status change when Highway Authority has ended the overrun charge.
Mark as Resolved HA Status change when Highway Authority and Promoter have agreed the final invoice amount after negotiation offline.
Received overrun warning Promoter Status change indicating the warning has been acknowledged by Promoter.
Site visited works closed Promoter Status change by Promoter confirming the site highlighted in the warning is now clear.
Received draft invoice Promoter Status change indicating the draft invoice has been acknowledged by Promoter.
Reviewing draft invoice Promoter Status change indicating the details of the draft invoice is being reviewed by Promoter.
Charge reviewed Promoter Status change indicating the draft invoice has been reviewed with the final amount and details agreed by the Promoter and HA.

20.1.1 Issuing a Section 74 Overrun Warning

20.1.2 Response to a Section 74 Overrun Warning

20.2 Section 74 Issuing Draft Invoice

20.2.1 Issuing a Section 74 Draft Invoice

20.2.2 Responding to the Draft invoice

20.2.3 Resolving a Section 74


21. Duration Challenge Non-Acceptance

Street Manager- Duration Challenge Non-Acceptance Permit A diagram of the Duration Challenge Non-Acceptance process on a permit
Street Manager- Duration Challenge Non-Acceptance Permit A diagram of the Duration Challenge Non-Acceptance process on a Change Request

21.1 Duration Challenge

21.2 Responding to a Duration Challenge

When a Promoter receives a duration challenge they have the following response options:

By responding to duration challenge and accepting the ‘reasonable period end date’ this will not update the ‘granted permit end date’. The Promoter will still need to raise a ‘Change Request’ to update the ‘granted permit end date’.

21.3 Non-Acceptance of a Duration Challenge

When a Promoter does not accept a duration challenge the Highway Authority have the option to update the reasonable period end date. The Highway Authority can choose an alternative date.

If the Highway Authority chooses not to propose a new ‘reasonable period end date’ they can provide details on this decision.

The Promoter can respond with one of the following options:


22. Section 58

Street Manager - S58 statuses A diagram of section 58 statuses

22.1 Propose Section 58

When creating a Section 58 (S58) the following information is required:

22.2 Update Section 58 to ‘in-force’

22.3 Cancelling Section 58

22.4 Closing Section 58

22.5 Viewing Section 58

22.6 Historic Section 58





Changes

Section Change comment
1.5. File uploads Added further File upload limitations
3.4. PAA and permit applications (PA) Indicated that Optional permits will no longer generate a PAA
4.6. Cancelling change requests Closing a permit does not cancel change requests
6.5. Validity periods Detailed when validity period can shift
8.3. Adding reinstatements Clarified that excavation is not always required to report a reinstatement
19. Performance Reporting Updated to list all currently available reports
21.1. Duration Challenge Indicate that reasonable period can not be extended via Duration Challange







Glossary

External Glossaries

Useful resources containing Street-works-related glossary sections below:



Street Manager Glossary

Term 

Definition 

Activity 

A record of a public event or highway license. 

Note: this is different to “Works activity” that is defined separately in this glossary. 

Change Request (CR) 

An application to amend (or a historical record of an amendment of) an existing PAA or Permit Application (PA). 

Related to what was previously known as “Works Data Alteration” 

CSV 

A file format that stands for “Comma Separated Values”. It is a plain text file that contains a list of data. Each line of the file is a data record. Each record consists of one or more fields, separated by commas. 

Designations 

Should be interpreted to mean Special Designations (except where otherwise qualified).

See the GeoPlace glossary for the definition of Special Designation. 

Designations impacted 

The designations applicable to the works. This should be provided wherever a works is notified against a street where a designation exists and that designation applies to the application. This is especially important for some special designation codes including but not limited to Traffic Sensitive and Special Engineering Difficulty (SED). 

Failed — high 

A failed outcome of any inspection with higher risk inadequacies or defects causing danger. See the Code of Practice for Inspections for more information. 

Failed — low 

A failed outcome of any inspection with higher risk inadequacies or defects are not causing danger. See the Code of Practice for Inspections for more information. 

Final site registered 

An indicator to advise when no more sites will be registered for the latest PA. 

Related to what was previously known as ‘full registration’. 

Forward plan 

A record containing information on a promoter’s potential major road or street works that has been planned as part of their long-term programme. 

Previously known as ‘forward planning information’. 

Geographic area 

An area within a HA organisation used to divide works and records geographically for HA users (such as permit officers or inspectors). 

Highway Authority (HA) 

As defined in sections 1 and 329 of the Highways Act

Historic / Historical works 

Works recorded and completed outside of Street Manager e.g. works recorded in EToN. 

Modification requested 

HA has requested for changes to be made on a PA. 

Minimum notice period 

The minimum period of notice to be given to the Highway Authority for street works. See the NRSWA for more information. 

Notifying Environmental health 

To advise if the works will generate noise on site outside of specified/restricted hours. 

The applicable types of works, noise and specified/restricted hours are as detailed in the Control of Pollution Act 1974 and/or as defined by the local authority (e.g. City of London). 

PAA 

Provisional Advance Authorisation. The early provisional approval of activities in the highway. 

Primary notice authority 

The Highway Authority responsible for the coordination of Street Works on the specified street or part street. In the case of Private Streets this is the Local Highway Authority whose area covers the Private Street. 

Promoter / Works promoter / Promoter organisation  

Any organisation undertaking works on the Highway under a Statutory Undertakers Licence or a Highway Authorities Licence and working within the NRSWA / Traffic Management Act (TMA) legislative framework. 

Response period 

The maximum period that a Highway Authority has to respond to an application prior to the application deeming. 

Road type 

Synonym for ‘Reinstatement type code’ (See NSG Type 62 record). Examples include Carriageway types (1, 2, 3, 4 & 0), High Duty Footway and Private Street. 

Working day 

As defined in the Glossary of the NRSWA

Works activity 

The reason for undertaking the works. 

Note: this is different to “Activity” that is defined separately in this glossary. 

Works record 

A repository of notifications (such as PAA/PAs, reinstatements, inspections and FPNs) and file attachments associated with a particular works. 

Works stop 

Notification used to indicate that the promoter is no longer occupying the highway. Serves the purposes of both the works clear and works closed notice described in the legislation. 

Workstream 

An area within a promoter or HA organisation used to divide works and records for planner users. 

Related to what were previously known as ‘operational districts’.