Road Manager Module National Heavy Vehicle Regulator Improving the way heavy vehicle permits are accessed, managed and issued across Australia

AccessCONNECT Program | Background Improving the way heavy vehicle permits are lodged, assessed and issued across the country with a new online permit solution and digital innovations. Established in late 2014 to improve the permit management process. Works closely with the heavy vehicle industry, industry associations and with our partners across federal, state and local government and associations. A single system for all stakeholders in the access process (industry, road managers, regulator)

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

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. RELEASED IN PROGRESS IN PROGRESS

Road Manager Module | Overview For Road Managers – State and Local Government, and Private Road Managers Manage your consent request, tasks and provide supporting tools Designed through focus groups, national workshops, surveys and engagement forums Prototype solution distributed to all Road Managers for comment Over 100 additional suggestions and feedback provided End May 2017 is expected completion of technical development Staged rollout is expected from August 2017 Only after testing and Board approval

Road Manager Module Design Update

Road Manager Portal | Prototypes Sunday, 27 May 2018 Road Manager Portal | Prototypes Road Manager Module | Design

Road Manager Portal | Prototypes Sunday, 27 May 2018 Road Manager Portal | Prototypes Road Manager Module | Design

Road Manager Module | Design Sunday, 27 May 2018 Road Manager Module | Design XXXXXXX XXXXXXX XXXXXXX

Road Manager Module | Design Sunday, 27 May 2018 XXXXXXX XXXXXXX Road Manager Module | Design

Road Manager Portal | Prototypes Sunday, 27 May 2018 Road Manager Portal | Prototypes Road Manager Module | Design

Road Manager Portal | Prototypes Sunday, 27 May 2018 Road Manager Portal | Prototypes Road Manager Module | Design

Road Manager Portal | Prototypes Sunday, 27 May 2018 Road Manager Portal | Prototypes Road Manager Module | Design

TRANSITION TO NHVR PORTAL Road Manager Module | Staged Rollout Approach TRANSITION TO NHVR PORTAL NHVR PORTAL (SOLUTION) Full solution which allows management of all cases within the Portal PORTAL FORMS (INTERIM) Improved current process which integrates with the Portal on a ‘case by case’ basis

Road Manager Module | Portal Forms

NHVR Portal Road Manager Module | Product Rollout Approach DESIGN DEVELOP PREPARATION IMPLEMENT Aug 2017 FUNCTIONAL REQUIREMENTS SYSTEM SPECIFICATIONS CHANGE IMPACT ASSESSMENT SUPPORT MODEL NHVR using the Regulator Module Customers received improved functionality Jurisdictional RM’s using the NHVR Portal Council RM’s using Portal|Forms All active Consents reissued via the Portal GO-LIVE DESIGN ENGAGEMENT PRODUCT DEVELOPED BUSINESS READINESS (UAT) PARTNERSHIPS WIREFRAME DEVELOPMENT POLICIES, PROCESSES and RULES ACCOUNT CONFIGURATION CASE REDUCTION Aug 2017 The NHVR (Access and AccessCONNECT) perform post implementation activities Portal|Forms users begin migrating to the full solution EARLY ADOPT BUSINESS REQUIREMENTS SYSTEM TESTING PRE-APPROVAL MANAGEMENT READINESS ASSESSMENT ALPHA PILOT SOLUTION SHOWCASES SUPPORT MATERIAL TRAINING Aug 2017 The NHVR and Implementation Partners commence priortised engagement and training to migrate Portal|Forms users to the full solution SCOPE DEFINITION USER TESTING (BPT) COMMUNICATIONS DATA MIGRATION STATE PRIORITY WORK INSTRUCTIONS POLICY, PROCESSES and RULES Sept 2017 To undertake a gap analysis of the councils that are yet to adopt the full solution and plan prioritised engagement activities. Please note: Timeframes are current expectations, although an independent readiness analysis will be completed to ratify the targeted implementation date. GAP ANALYSIS MAR APR MAY JUN JUL AUG SEP OCT Development Finalisation User Testing Engagement Finalise Support Material Account Configuration Training Go-Live DEVELOP PREPARATION IMPLEMENT Sept 2017 Carry out targeted implementation activities to finalise council Road Manager adoption of the full solution. TARGETED Solution ownership is handed over to the NHVR’s Access Management Team

Jurisdictional RM (& 2-3 large RM’s) Road Manager Module| Rollout Approach Preparation Go-live Early Adopt State Priority Gap Analysis Targeted Date April - July Commencing July August August September September Objective Finalise the development, implementation and change management activities of a high quality solution and solution support Reduce transitional implications for the NHVR, while still gradually rolling out the solution to ensure solution support will meet users needs Roll out the solution to council Road Managers that have expressed an interest in being an early adopter, offering the NHVR the opportunity to finesse solution support prior to active implementation With assistance from Implementation Partners, commence active implementation of the full solution to council Road Managers To undertake a gap analysis of the councils that are yet to adopt the full solution and plan prioritised engagement activities Carry out targeted implementation activities to finalise council Road Manager adoption of the full solution Target Solution Finalisation and Go-live Readiness Approval Customers improved functionality NHVR (Access) Full Case Management. Jurisdictional RM (& 2-3 large RM’s) full Road Manager module. Council RM’s Portal|forms Council RM’s Target 60 Road Managers using the full solution Council RM’s Target 70% of Consent volume Council RM’s Identify all Road Managers that have not adopted the full solution and organise engagement activities for Targeted step Council RM’s Target 95% of Consent Volume

Road Manager Module Readiness Assessment

Road Manager Module | Readiness What needs to be done to be ready for the go live? Context: NHVR Portal is a secure ‘cloud-based’ system Cases can be entirely managed within the system Information can be exported for reporting and other purposes NHVR Readiness: System developed, tested and approved for implementation Help Centre (support) materials developed All Road Managers aware and informed Road Managers allocated to a go live stage Road Manager Readiness: Self Assessment completed Confirmation of go live stage

Road Manager Module | Readiness What needs to be done to be ready for the go live? Key areas to consider: What are my technology requirements? Who is the responsible business area? Do I understand the system? Have all impacted staff been identified? What are the change issues? Are there any workload issues?

Road Manager Module | Readiness Assessment Self Assessment Checklist

Road Manager Module Awareness & Learning

01 02 Road Manager Module | Awareness + Training Sunday, 27 May 2018 Road Manager Module | Awareness + Training 01 Product Awareness Sessions GOAL: Awareness, preparation and sign up of road managers to Portal releases (1, 2 & 3). 02 Product Showcase Sessions GOAL: Targeted activity to ensure uptake by road managers of the Portal after the initial release. Commence Campaign (all Road Managers) Invitation via email to ALL road managers Sessions in all Capital Cities Audience: All Road Managers System awareness Sign up for specific release (1,2,3) Activation Pack (Readiness Assessment) Standard Conditions clarification Product Showcase sessions in capital cities and selected regional areas Blogging www.yoursaynhvr.com.au WIKI (Help Centre) Additional Support Face to Face Portal Training Online Webinar Training HyperCare Call Centre Feb March April May Jun Jul Aug Sept PORTAL DEVELOPMENT READINESS ROLLOUT RMP DESIGN ALPHA PILOT AWARENESS SYSTEM TESTING

Road Manager Module | Next Steps Register – www.yoursaynhvr.com.au Readiness – Start your readiness Self Assessment Checklist online (www.yoursaynhvr.com.au) Watch out for updates from NHVR, MAV and Vicroads. Get in touch for assistance…

Thank You accessconnect@nhvr.gov.au www.yoursaynhvr.com.au To get in touch with the team about the NHVR Portal: accessconnect@nhvr.gov.au or www.yoursaynhvr.com.au