12. Instruction and Record Keeping
The management of the Instruction, Recording and Archiving of daily winter Action plans is automated, by use of a bespoke winter maintenance management tool provided by Vaisala Ltd. This includes an electronic diary record of the Winter Managers’ decision making and monitoring process of the daily treatment plan.
Vaisala – Road DSS Manager is the web based system which allows access by managers and supervisors simultaneously, to post instructions and record actual activities on each specific pre-treatment route as operations progress. Details will include some or all of the following:-
- Details of the routes treated
- The start and completion of treatment on a specific route
- Type of treatment carried out
- Vehicle Registration number, Driver and other operator details
- Quantity of materials used
- The prevailing weather conditions
- Any contacts by Police regarding reactive requirements
- Details of any plant breakdowns, accidents or incidents
- Any other problems
In parallel to the above recording system, vehicle activities are recorded on the “UK telematics ” - vehicle tracking system. Reports and map based graphical records can be run to confirm and clarify in more detail, the recorded activities.
All records are archived in separate remote servers and can be retrieved through web access by any authorised user, at any time after a plan has been completed.
Additional records of all telephone calls related to winter operations are kept by all duty supervisors and managers. These are completed at the end of each shift, collated and retained for future reference.
