NHVR Portal Road Manager Module MAV Infrastructure and Asset Management Conference 27 June 2017

Background What was the problem? Time to Process Each application is time consuming, and using emails are not an efficient process. Reducing Volumes Customers can self serve their permit and only apply for the permits they need. Normalising Decisions Road Managers make decisions that are consistent and use standardised approaches and conditions The AccessCONNECT Program is improving the way heavy vehicle permits are accessed, managed and issued across Australia PROGRAM OBJECTIVES Delivering national consistency in operational policies Improving transparency of permit decisions Reducing regulatory burden through efficient processes Addressing stakeholder expectations for gaining access

NHVR Portal | What has been developed? Background NHVR Portal | What has been developed? The NHVR Portal takes existing complex paper-based and traditional permits application environment to a complete integrated digital services platform, incorporating features such as a vehicle builder and integrated route planner. ABOUT KEY FEATURES

NHVR Portal | Components Background NHVR Portal | Components The NHVR Portal is one digital platform with multiple views or components. The purpose of the Road Manager Module is to replace the NHVR’s existing use of emails to request and seek consents from road managers.

20,000+ 96% 8,000+ NHVR Portal | Customer Module Progress | Since May 2016 20,000+ applications successful submissions received to date through the NHVR Portal 96% portal lodgement almost all applications to the NHVR are through the NHVR Portal 8,000+ registered users Individual users who have access to the NHVR Portal for lodgement and tracking

NHVR Portal | Design Engagement Road Manager – Solution Design NHVR Portal | Design Engagement The NHVR Portal – Road Manager Module has been specifically designed for Road Managers, by Road Managers. The NHVR partnered with a software design firm that specialises in the intuitive systems, and facilitated a range of focus groups, national workshops, surveys and online feedback processes. This has helped to understand what Road Managers need to perform their role in the national heavy vehicle freight task. improvements suggested and incorporated 100+

Road Manager – Engagement Feedback “Informative on the new system” Mornington Peninsula Shire “Gave a good overview of the Portal System. I look forward to using the system to assist with understanding” Melton City Council “The idea of the Portal Forms is brilliant! Hope all works out” Northern Grampians Shire Council “Concise, flowed smoothly, good questions and answers” Loddon Shire Council “The content was clear and easy to follow for someone who is unfamiliar with the NHVR” Campaspe Shire

Road Manager – Implementation Overview Implementation Timeframe NHVR is currently arranging some independent assurance work to confirm that the NHVR can support the implementation of the solution and that Road Managers (sample only) are ready This assurance work will validate the implementation dates Once validated the implementation timeframes will be communicated to all stakeholders Implementation Approach Ensuring all permit management data is collated in a single location Ensuring the NHVR can support Roads Manager’s through the change period, by gradually scaling up the number of councils using the full solution Introducing a number of gates in the implementation approach, offering experience and opportunities to review and amend implementation materials Ensuring all council Road Manager’s are engaged and aware of the impacts Implementation Functionality A key part of the implementation is to implement a ‘lite’ version of the solution called Portal – Forms, then gradually migrate Forms users to the full solution.

Assurance check and confirmation of the implementation timeframe Road Manager - Implementation Overview 01 Assurance 03 Implementation 05 Partnership 07 Target Assurance check and confirmation of the implementation timeframe Implement full Portal solution to jurisdictional Road Managers (and 2-3 Councils), while the remaining councils will use Portal – Forms The NHVR partners with Local Government Associations and state transport agencies to migrate council Road Managers from Portal – Forms to the full solution Carry out targeted implementation activities to finalise the migration of council Road Manager’s from Portal – Forms to the full solution 02 Readiness 04 Early Adopt 06 Analysis Communicate the implementation timeframes, promote the Self-Assessment Readiness Checklist and undertake assessment of Road Manager readiness Invite Early Adopters to migrate to full solution.* This will offer the NHVR a final opportunity to finesse Support Materials before commencing the formal migration of Forms to the full solution To undertake a gap analysis of the councils that are yet to adopt the full solution and plan prioritised engagement activities

NHVR PORTAL (FULL SOLUTION) NHVR Portal – Transitional States NHVR PORTAL (FULL SOLUTION) Full Portal solution which allows total management of all cases within the Portal. It includes administration, workflow and accessing case history. This is the final version of the platform. PORTAL FORMS (INTERIM) Temporary solution that replaces the current email process with a web-based form. It is improved on the current process, which integrates directly into the Portal as it is responded to. AFTER GO LIVE BEFORE Email Consent EMAIL ONLY (TODAY) The consent request process is managed through an email interface between NHVR, Road Managers and customers. There are significant limitations to the current process.

About Portal – Forms At Go-live, council Road Managers will commence using a reduced functionality version of the Road Manager Module, called Portal – Forms. This step in implementation has been designed to offer initial improvements to how Consents are managed, at the same time as beginning councils familiarisation will full solution. Additionally, the staged migration of lite functionality to the full solution will improve the support the NHVR can offer councils.

Full Portal Solution | Prioritised Migration The NHVR will partner with local government associations and state transport agencies to priortise the migration of council Road Managers. From …. Portal – Forms to the full solution. This prioritisation will be based on several factors: Consent volumes Key freight routes Location Engagement opportunities Road Manager readiness. Note: this image overlays key freight routes and consent volumes for all of the local governments the NHVR currently works with

Full Solution | Functionality LANDING PAGE Once a user logs in, they will be directed to a LANDING PAGE that shows their active cases, dashboard reports and notifications on specific tasks for your organisation. Once a user logs in, they will be directed to a landing page that shows their active cases, dashboard reports and notifications on specific tasks for your organisation.

Account Configuration Full Solution | Functionality Account Configuration The NHVR will assign the ADMINISTRATION USER with login details, allowing your organisation to then configure its own account.  This includes setting up additional users, defining certain roles, developing conditions libraries and reports types.  Account Configuration - The NHVR will run a process for your organisation to nominate an Administration User for the solution. The NHVR will assign the Administration User with login details, allowing your organisation to configure its account.  Account configuration may include setting up additional Users, defining certain roles for Users, developing libraries for permit conditions and configuring reports. 

Full Solution | Functionality Case Tracker The CASE TRACKER is an interactive table that can be configured to display your current and archived cases, allowing your organisation to priortise your consent decisions or look up previous decisions made.  Configurable filters can be created. Case Tracker – Is a detailed and interactive table that can be configured to display your current and archived Cases, allowing your organisation to priortise your consent decisions or look up previous decisions made.  You can configure and save table versions that display any of the 88 unique data points available in an access application (see insert image for examples). 

Full Solution | Functionality Correspondence The CORRESPONDENCE will allow you to manage your communication with the NHVR and customers, supported with push notifications to ensure you are operating with the most current information and case status. Correspondence – The Portal will be the place to manage your organisations communication with the NHVR and Customers for access management.  All communication will be managed through the NHVR, and push notifications will be used to ensure you are operating with the most current information and case status.

Full Solution | Functionality Workflow The WORKFLOW will allow you to undertake ‘internal consultation’ prior to making a decision on the consent request, you will be able to assign sub-tasks to users within your organisations account.  Work flow – If you need to undertake any internal consultation prior to making a decision on the Consent Request, you will be able to assign sub-tasks to Users within your organisations account.  This could be to peers that work in different sites, or are responsible for certain infrastructure.  Additionally, if your organisation has an internal approval process, the Portal account can be configured to support these. 

Full Solution | Functionality Interactive Mapping The INTERACTIVE MAPPING visualises the route the customer wishes to apply for, both at an entire trip level or for the road infrastructure specific to your organisation.  It will allow you to propose alternate routes and generate automatic road lists. Interactive Mapping - A mapping solution that visualises the route the customer wishes to apply for, both at an entire trip level or for the road infrastructure specific to your organisation.  This new solution will remove the need to manage the consents with a JPID reference number and will allow you to propose alternate routes and generate automatic road lists. Note: JPID reference number will be removed

Full Solution | Functionality Conditions Library The CONDITIONS LIBRARY will allow your organisation to use standard conditions or build custom condition sets (ie. a condition set for a vehicle type, or for when a vehicle crosses a particular bridge) which will assist your consent decisions.  Conditions Library – The majority of Road Managers apply Road or Travel restrictions (conditions) to their consent decisions.  The Conditions Library will allow your organisation to build custom condition sets (i.e. a condition set for a vehicle type, or for when a vehicle crosses a particular bridge) which will allow your organisation efficiently apply consistent conditions to you consent decisions. 

Full Solution | Functionality Permit Library The PERMIT LIBRARY will store all of your consent decisions and the final regulatory artefacts (permit or refusals) associated to your consent decision.  These can be searched by road and vehicle types, the customer or case details. Permit Library – The Portal will achieve all of your Consent Decisions and the final regulatory artefacts (permit or permit refusals) associated to your Consent Decision.  You will be able to search for these permits via road and vehicle types, the customer or case details.  

Full Solution | Functionality Reporting Dashboard The REPORTING DASHBOARD will have access to a reporting dashboard that will allow you to oversee the performance of your organisation and the individuals in the case processing team, allowing you to export the data (eg. To Excel).   Reporting Dashboard – Your organisation will have access to a standard reporting dashboard that will allow you to oversee the performance of your organisation and the individuals in the case processing team (if appropriate).  You will also be able to export the reporting data into MS Excel, so your organisation can use the data through existing reporting mechanisms.

Readiness | Frequently Asked Questions

Readiness | User Support The NHVR Portal will be supported through a hypercare service and access to USER SUPPORT MATERIAL that include videos, FAQs and ‘how to’ guides to walk through everything from basic solution navigation to performing specific tasks in the Portal.

Readiness | Self-Assessment Readiness Checklist The intention of the self-assessment readiness checklist is to ensure you and your organisation is ready to manage the consent requests in the NHVR Portal. Includes: Accessing the solution Guiding you through your account configuration Guiding you through any internal change activities Ensuring you’re comfortable to migrate from Portal – Forms to the full solution

In Summary … The NHVR: Designed an implementation approach to support Road Managers Undertaking an independent readiness assessment to confirm the implementation timeframes Promoting a self-assessment Readiness Checklist to ensure councils are prepared for the changes Undertaking consultation with a range of Road Managers to ensure readiness Prior to migration to the full solution your organisation will need to: Nominate an Administration User Configure the Account, which includes: Setting up Road Manager users Building standard conditions libraries Creating report dashboards Configuring case tracking tables

Thank you accessconnect@nhvr.gov.au yoursaynhvr.com.au Please get in touch accessconnect@nhvr.gov.au or yoursaynhvr.com.au