NATIONAL HIGHWAYS

Asset Management Development Group

ASSET DATA MANAGEMENT MANUAL

Part 1 – Data Principles and Governance

October 2021
Version: 13.0
Revision Sheet
For revisions across all ADMM documents see the Revision Log available on
Standards for Highways:
http://www.standardsforhighways.co.uk/ha/standards/admm/index.htm

Version Date Issued

3.0 April 2016

4.0 September
2016

5.0 March 2017

6.0 September
2017

7.0 March 2018

8.0 October 2018

9.0 April 2019

10.0 October 2019

11.0 April 2020

12.0 October 2020

13.0 October 2021

Asset Data Management Manual Custodian

While asset data management as an activity is the responsibility of all stakeholders
carrying out business functions in National Highways, the overall process of asset data
management is the responsibility of the Asset Management Development Group
(AMDG), it follows that the ADMM documents is owned by this group.
The ADMM Custodian (see section 2.2) is responsible for the day-to-day maintenance
of the ADMM documents. Currently the custodian is as follows:
Name: Stuart Collins, Asset Management Development Group
Email: [email protected]
Comments, questions, and feedback should be directed to the generic AMDG email
box which is: [email protected]

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Contents
Revision Sheet.......................................................................................................... 2
Asset Data Management Manual Custodian .......................................................... 2
Contents……… ......................................................................................................... 3
List of Figures........................................................................................................... 4
Foreword……............................................................................................................ 5
1 Introduction to Asset Data Management ................................................... 6
1.1 What is Asset Data Management? ................................................................ 6
1.2 Asset Data and Asset Management Activities ............................................... 6
1.3 Asset Data Management at National Highways ............................................. 7
1.4 Asset Data Management and BIM ................................................................. 8
2 The Asset Data Management Manual......................................................... 9
2.1 Scope of the ADMM....................................................................................... 9
2.2 ADMM Roles ............................................................................................... 10
2.3 Asset Data Categories ................................................................................. 11
2.3.1 Asset Data Categories & the Asset Lifecycle ............................................ 11
2.3.2 Asset Data Categories – Context & Definitions ......................................... 12
2.3.3 Additional Considerations .......................................................................... 14
2.4 Change Management .................................................................................. 15

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List of Figures
Figure 2-1 – Context of the Company’s Asset Data Requirement. ............................. 9
Figure 2-2 - ADMM Asset Data Categories shown in the context of the Asset Lifecycle.
................................................................................................................................. 12
Figure 2-3 - ADMM change governance process. .................................................... 16

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Foreword
The Asset Data Management Manual (ADMM) sets out National Highways (the
Company’s) asset data requirements to achieve both its corporate objectives as well
as its asset management objectives. It brings clarity and consistency to reflect National
Highways asset data needs and is revised annually to accommodate changes and
expansion to the business needs.
The ADMM contains the company’s asset data requirements to ensure the company
collects and maintains the asset data it needs to operate safely and efficiently. It is for
use by anyone creating, maintaining or using data on behalf of or within National
Highways.
What are its components?
• Part 1 – Data Principles and Governance, which introduces the asset data
management concept and defines how this is structured and governed within
National Highways. Additionally, further guidance surrounding the purpose of
the ADMM is provided.
• Part 2 – Requirements and Additional Information, which includes National
Highways requirements for asset data management and provides supporting
guidance for each asset class.
• Part 3 – Data Dictionary, which defines the asset data requirements,
hierarchy, and rules for individual assets and attributes.
• Part 4 – Asset Reference Catalogue, which includes a tool to assist in
identifying and recording specific assets.
Additionally, a Revision Log and Change Request Submission Form are provided with
each iteration of the ADMM:
• Revision Log: provides a full listing of all changes made between versions.
• Change Request Submission Form: provides instructions for submitting a
change request. An overview of the change process is detailed in Part 1 – Data
Principles and Governance document under Section 2.4 “Change
Management”.
Due to the upcoming expiry of Asset Support Contract’s any related requirements have
been removed from the ADMM. Access to these requirements is only permitted via
earlier versions of the ADMM. If access is required please contact
[email protected].
Part 1 - Data Principles and Governance
Part 1 - Data Principles and Governance defines the Company’s approach to asset
data management.
Section 1 introduces asset data management and defines how asset data
management is structured within National Highways business.
Section 2 outlines the purpose of the ADMM, specifically its scope, roles and
responsibilities, and the change management process used to amend the ADMM.

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1 Introduction to Asset Data Management

1.1 What is Asset Data Management?

An asset is anything that can be used to create value or benefit for an organisation.
Asset data management is the system of managing the data which describes the
asset. This system needs to be sufficient for asset owners to understand how their
asset delivers value and benefits for the organisation. This understanding enables:
• The organisation to communicate the current performance of the asset,
• customers to better comprehend the service that they are receiving, and
• the organisation to make appropriate decisions on asset management activities
to deliver its strategic objectives.
The successful deployment of asset data management could result in:
• Reducing costs through more effective surveys, better operation, eliminating
waste, and increased transparency of maintenance costs.
• Reducing risks and improved reliability for journeys through minimising
disruptions and early identification of performance issues.
• Asset improvement, increasing asset performance and improved quality of
future assets through better understanding of current performance and its
determinants.

1.2 Asset Data and Asset Management Activities

Asset data is utilised by an organisation throughout the different activities and stages
of the asset’s life cycle. These activities and stages in the life cycle are:
Governance
• Legislative Requirements – data management compliance.
• Contract Management – data to support and evidence contractual obligations.
Management
• Internal process data metrics and external asset performance metrics, including
indicator specification, indicator hierarchy, data requirements, indicator
reporting.
• Asset inventory and condition data is used to derive the value of the Company’s
assets.
• Asset data is used to inform reports produced by the Company on a wide variety
of subjects. Asset Data is also requested by members of the public and by
elected members of political bodies from Parish Councils to Parliament.
• Asset data is shared with other government and non-government organisations
to aid them in their operations. The Company and the Environment Agency

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 have a memorandum of understanding that includes provision for the sharing
of asset data.
Planning
• Business Case and Design
• Modelling Inputs and Outputs.
Create or acquire
• Constructing or installing new assets.
• Transferring ownership from third parties (adoption).
Operate and maintain
Ensuring that the asset functions as intended including:
• Assuring maintenance operations are carried out appropriately.
• Defect reporting – recording and responding to asset defects.
• Maintenance management.
• The processes, systems, and information on the occurrence, effectiveness, and
costs of the various regimes of maintenance applied to the infrastructure
assets.
Renew or replace
As asset value is consumed through use, an appropriate strategy can be used to
restore the asset function at different stages. In each of these stages, the optimum
outcome is sought which maximises the value of the asset. To achieve this outcome,
good decision making is essential and therefore the best evidence should be available
supported by asset data.
Dispose
At the end of life, adopt an appropriate strategy to restore the asset function.
• Disposal of the asset could be achieved by transferring ownership to a third
party, it may also occur when the asset is obsolete. The activity of disposal must
consider both the retention of asset benefits and risks.

1.3 Asset Data Management at National Highways

The Company’s Asset Management Policy explains the value of asset management
in delivering their vision, and their approach to asset management. The Asset
Management Strategy describes how the asset management approach will be
delivered in the six areas set out in the Asset Management Policy. One of these areas,
‘Using our asset knowledge to manage risk’, specifies the need to establish clear
requirements for asset data, now and in the future. Asset data management enables
the organisation to make appropriate decisions to reach its objectives. All sections and
partners within the organisation have a role in forming the organisation’s asset
knowledge as they do in helping meet the Company objectives.

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Asset data is consumed by business functions in the foundations of the journey from
planning, decision making and action towards meeting the Company objectives. As
work in these functions progresses it is equally as important that the feedback and
updates to the asset data is made by the business function to ensure that future work
is accurate.
To maximise the value of asset data, the business function must fulfil the asset data
management requirements which surround it. In doing so, the integrity of the asset
data will be preserved as business functions carry out each of the stages of the asset
data life cycle. This is the essence of asset data management as documented in this
ADMM.

1.4 Asset Data Management and BIM

The following statements reflect what elements are being introduced into the ADMM
that will assist National Highways stakeholders to be BIM compliant:
• The ADMM should be the principal source of asset information requirements
(AIR) for all National Highways schemes and projects as specified in the
PAS 1192-3.
• The ADMM should hold the handover requirements between teams to ensure
that the requirement information quality and value is maintained throughout the
operational life cycle of the assets.
• The ADMM requirements will feed into the Employers Information
Requirements (EIR) as specified in the ISO 19650:1 in the form of AIR.
• For all schemes the Organisational Information Requirements which stem from
the Asset Management policy / strategy, generate the AIR and through the
ADMM should specify the as-maintained data that needs to be produced.
• The ADMM is aligned to a standard classification system (i.e. Uniclass).
• Designers should use the ADMM in an agile fashion to cover project / scheme
specific requirements (i.e. specify only the asset requirements relevant to the
project / scheme).
• The ADMM should be used to identify the required Levels of Information for the
identified assets.
• The ADMM should help stakeholders identify responsibilities against flow of the
Level of Information1 (see ISO 19650:1) as per the data drop2 requirements of
the project/scheme as specified in the BIM Protocol.

1
Level of Information measures the non-graphical detail put into the deliverables of a project/scheme.
2
According to the Institution of Civil Engineers (ICE) “data drops are aligned to project stages, and the
information required reflects the level of development that the project should have reached by that
stage. This might be considered analogous a stage report on a conventional project.”
(http://www.designingbuildings.co.uk/wiki/Data_drops_for_BIM)
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2 The Asset Data Management Manual

2.1 Scope of the ADMM

The ADMM is intended to support National Highways asset management aims and in
turn support the Company’s strategic business objectives. The ADMM should be
sufficient for the Company and its partners to understand how their asset delivers
value and benefits for the organisation. For the Company to effectively manage its
assets, it must have the correct data; this depends on several interrelating factors. The
ADMM covers the scope of the Requirement; defining the Company’s data needs
(Figure 2-1).

Figure 2-1 – Context of the Company’s Asset Data Requirement.

A governance structure, which is described in this document, is in place to make these
decisions about the content of the document (see section 2.4).
The ADMM currently covers infrastructure assets and therefore includes asset data
requirements for the following main classes of asset:
• Pavement
• Structures
• Drainage
• Geotechnical
• Roadside Operational Technology
The ADMM also includes asset data requirements for the other classes of asset,
namely:

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 • Ancillary
• Carriageway Control
• Environmental
• Lighting
• Road Restraint Systems
The asset classes Ancillary, Carriageway Control, Lighting and Road Restraint can be
grouped into a set of assets called Carriageway Inventory. Carriageway Inventory refer
to those assets which appear on or alongside the carriageway which are not
Pavement, Structures, Drainage, Geotechnical or Roadside Operational Technology
assets.
To effectively manage a wide range of data, the ADMM organises data into categories
(see section 2.32.2). These are potentially within the scope of the ADMM and
appropriate content will be developed in line with the overall governance of the
document. The scope includes all data in these categories stored in Company asset
data systems (e.g. HADDMS). The Company owns all asset data about physical
assets it owns, plus additional data it may have instructed the capture or maintenance
of at any time.
Additionally, the ADMM details a requirement to store data relating to a selection of
third-party-owned assets, which cross or are contained within the Strategic Road
Network (SRN) boundary; such as those belonging to Statutory Undertakers (i.e.
utilities & telecoms), or private land owners. These assets are only detailed in so much
as an operational requirement may exist for the Company to know of the presence of
such objects. National Highways does not accept responsibility to capture, store, or
provide data on behalf of the asset owners.

2.2 ADMM Roles

ADMM Custodian
The ADMM Custodian is responsible for the day-to-day maintenance of the ADMM
document.
The Asset Management Development Group owns and manages change to the
ADMM, in line with section 2.4 of this document; but is not responsible for generating
the Company’s asset data requirement.

ADMM Review Panel

Membership for the ADMM Review Panel is comprised of a range of stakeholders
throughout the business; this includes users of the ADMM in the Company and supply
chain, Specialist Chapter Owners (SCOs), regional asset managers, and a range of
other subject matter experts who provide support across the business.
It should be noted that the ADMM Review Panel is dynamic, consisting of a rotating
selection from this wider pool of individuals, chosen based on the nature of the change
under review by the ADMM Custodian. This also allows for situations where a member

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of the pool was an originator of the change request (i.e. the originator may not be the
reviewer).
To ensure full involvement of all stakeholders before change is final; once all changes
approved by the Review Panel are written into the draft ADMM version, the final draft
is distributed to all teams to be reviewed as appropriate. An ADMM Revision Log is
also circulated to assist in identifying all changed items for review.
Only after this final review is the draft finalised and passed to the business for
publication.

2.3 Asset Data Categories

To effectively organise this range of requirements, an approach has been adopted
defining specific “Asset Data Categories”. Individual assets, items, and their
requirements (attributes/domains/rules) within the ADMM will be allocated to a
category; helping to differentiate the origin of data, what purpose it serves, and who is
responsible for its population and/or update. This methodology aligns asset data
requirements, alongside the Asset Lifecycle, and the Asset Data Lifecycle.

2.3.1 Asset Data Categories & the Asset Lifecycle

As stated above and shown in Figure 2-2, the defined Asset Data Categories
correspond to stages within the asset lifecycle. The outer ring of the diagram shows
the Asset Lifecycle process; the work undertaken by the business to manage its
assets. This cycle can apply throughout the business at varying levels of granularity,
for example:
• At the Regional or Area level – to manage a collection of assets, to meet the
demands of a high-level requirement such as network service delivery or major
works schemes.
• At the asset level – to manage an individual asset throughout its life, to ensure
it performs effectively.
The two inner rings of the diagram show the Asset Data Categories; data produced
and consumed within the corresponding stage of the lifecycle. The centre of the
diagram indicates the need for systems, essential for the effective management of the
asset data – connecting Asset Data Categories and providing a pool of information to
support all stages of the lifecycle. These systems come in a variety of forms, and at
present the business uses several data systems concurrently. It should be noted that
there is considerable work in maintaining multiple separate systems for asset data;
maintaining data primacy and accurately transferring data between systems requires
strict governance and adhesion to a rigorous logical practice. Deviation or oversight
in these practices rapidly impacts the quality of the dataset; as duplicates, errors, and
omissions are inherently inevitable.

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 Figure 2-2 - ADMM Asset Data Categories shown in the context of the Asset Lifecycle.

2.3.2 Asset Data Categories – Context & Definitions

Each of the Asset Data Categories are defined in the following sections. Examples
are also included (note: these are not comprehensive, and merely serve to
demonstrate some of the typical items which would be expected in each category).
Inventory:
Highest level of asset data – acting as the parent or ‘hook’ for other data categories to
hang off. Inventory, at its simplest, contains a record of the asset, its type, and
location.
• Asset Type
• Location information:
o Geospatial coordinates
o Other location reference systems
• Key details of the asset composition/morphology
Plan / Design:

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Data/information regarding the planning/design of an asset or asset(s). This
information also typically (but not exclusively) exists at the scheme level, with records
pertaining to a collection of multiple assets required.
• Drawings and design plans:
o 2D
o 3D
o CAD
Construct:
Data/information regarding how an asset was constructed – including information to
show the lifespan or history of an object.
• Manufacturer
• Product model/ID/spec
• Dates:
o Manufacturer
o Installation
o Construction
• Information pertaining to the conditions/methods of construction (asset
specific):
o Installation/construction methods
Maintenance / Renewal:
Data/information recording history of maintenance interventions against an asset;
activity to repair defects and/or restore asset condition.
• Work Records, e.g. details of the work undertaken:
o Kind of maintenance, materials/components, cost
o Date undertaken
o Validation of work undertaken
Condition & Performance:
Data/information regarding the condition of an asset.
• Inspection Records, e.g. details of inspection, and verdict of the asset condition:
o Who undertook the inspection
o Date of inspection
o Details of the condition of the item (asset/inspection specific)
o Condition Grading and/or Pass/Fail
• Defect Reports
Data/information regarding the performance of an asset, e.g. is the asset performing
as intended.
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 • Inspection Records e.g. details of inspection, and verdict of asset performance:
o Who undertook the inspection
o Date of inspection
o Performance Grading, e.g. Pass/Fail
Operate:
Data/information regarding the effective operation of the asset, and planning for any
activities to operate, maintain, or improve it.
• Constraints, e.g. access limitations and guidance
• Planning and schedule for routine inspections
• Planned interventions to maintain/improve the asset
Retirement:
Data regarding the retirement of a National Highways asset; this can happen in several
ways:
• De-trunking – passing of the asset and its responsibility to another party (i.e. a
local government provider)
• Decommission – the physical removal/destruction of an asset
• End-dating – declaring an asset no longer operational (does not necessitate the
physical removal or destruction)
System:
System data is required by the business to support effective data management – it
allows the recording, organisation, and relation of asset data. Typically, it composes
identifiers within database systems. While the ADMM takes a system-agnostic
approach to asset data; it acknowledges that, regardless of specific asset data system,
all databases require certain generic requirements to function.
• Unique Identifier(s), i.e. “how would a specific asset be queried or tracked?”:
o Business
o System
o Real-world
• Reference Identifier(s), i.e. a link to another asset (typically the ‘parent’ in the
hierarchy)

2.3.3 Additional Considerations

Information:
The concept of ‘information’ exists throughout the asset lifecycle. Information is
produced where data feeds analysis or computations. Data from any of the Asset
Data Categories may be used to inform decisions; both at the asset-level, or the
strategic level. This is a critical step in improving asset management practices; both
in the short and long-term.
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Overall, the importance of information emphasises the necessity for an ordered
approach to data management, an effective system, and an ability to combine and
compare data from different areas within the business.
Safety Considerations:
Safety information can encompass items in any of the other categories – which are
directly related to the safety of both users of the asset, and those (potentially)
undertaking work on the asset.
• Various Risk assessments
• Health and safety files.
The importance of this approach should be highlighted; that safety considerations
transcend all aspects of the business and are represented throughout the asset data.
Furthermore, National Highways obligation to safety exists at all levels of granularity;
both as the data specific requirements mentioned above, and through a permeating
ideology within the business process and working.

2.4 Change Management

The asset data requirements, as documented within the ADMM, are subject to
continued change – to meet the evolving needs of the business. This is governed and
controlled under a change management process. An overview of the process is
displayed below:

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 Figure 2-3 - ADMM change governance process.

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Details of the process are as follows:

1. Firstly, a need is identified by the business for a change to the documented

requirements. Change may arise from the wider business, from specific asset
managers, or from continued review of the ADMM.
2. A formal change request is submitted, using the ADMM Change Request
Submission Form (available alongside the ADMM, on the Standards for
Highways website).
3. The change request includes:
• Source of the request – who identified the need, and the context of that
discovery.
• Description of the change request.
• Justification to the business, supporting the need for change – this is to be
specific, detailing the requirement, its application, and benefits.
• Consideration of impact if the change is NOT implemented – this could
involve the potential risk of not undertaking the change
• Consideration of impact if the change IS implemented – in parallel with the
justification, a consideration of the impact on the business must be formally
documented (this may be completed and/or expanded upon by the ADMM
Custodian upon review).This should also include any data-related impacts;
i.e. which systems will be affected, and how will data be
captured/maintained.
4. Upon receipt the ADMM Custodian will organise requests based on their impact
and priority. This is done using a graded scoring system, considering the
impact to the Company across a range of metrics (e.g. finance, data/system,
delivery, safety); the cumulative assessment of which allocates impact into one
of three categories:
• Minimum Clarification – an amendment to the document to clarify the
existing requirements, including corrections. Typically, these items have
clear solutions, and do not require elevation to the ADMM Review Panel
(see section 2.22.2).
• Business as Usual (BAU) change – changes to clarify or correct existing
requirements which may have a greater impact than Minimum Clarification
changes. These items may be escalated to the ADMM Review Panel as
required.
Note: a BAU change may still be referred to the ADMM Review Panel for
consultation and advice.
• Step Change – the most significant change to the ADMM. Includes the
addition of new requirements, and deletions of existing ones. Step changes
are unlikely to have fully formed solutions and therefore consultation with
the stakeholder community through the Review Panel is appropriate.
5. Where appropriate, consultation occurs to establish a solution. This is done
through the ADMM Review Panel.
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 6. If the change is agreed, then the solution is drafted into the ADMM for release
in the next version and the ADMM Revision Log is updated accordingly. If the
change is rejected, the decision is fed back to the originator.

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