Data Lodgement Guideline

1 Introduction

A Data Management Plan (Position Paper) developed by the Road and Traffic Engineering Branch identified the need to improve data management within Main Roads, particularly in relation to the lodgement and management of survey, mapping, and road design data, as well as associated reports generated from Main Roads works.

A key recommendation of the report was the development of a guideline for the lodgement of all survey, mapping, geodetic and design information.

Corporate Executive approved this recommendation, and the Road & Traffic Engineering Branch undertook the role to develop a Data Lodgement Guideline in accordance with this recommendation.

2 Scope

The information defined in this guideline shall cover the format and lodgement process of all Survey, Mapping, Bridge and Road Design information developed from projects within Main Roads or on behalf of Main Roads by Contractors and Consultants

This information is to be lodged with the Project Manager, in accordance with this guideline, who will then forward the information to the Asset and Geospatial Information Branch.

Data relating to Bridgeworks has also been included in this guideline, however when lodged, the Project Manager shall forward the information to the Bridge System Information Manager – Structures Engineering Branch.

Design reports, including design reviews and Road Safety Audits shall be lodged with the Project Manager who will forward them to the Information Manager – Information Management section for storage.

3 Definitions

The following terms used in this guideline have the specific meanings indicated:

• OpenRoads - Main Roads approved road design software used for the modelling, design, and documentation of road infrastructure projects.
• AUTOCAD - Computer-aided drafting and design software used for the preparation and editing of 2D and 3D engineering drawings.
• 12D - Civil engineering and surveying software used for terrain modelling, design development, analysis, and data preparation.
• MICROSTATION - CAD platform used for drafting, modelling, and managing engineering and infrastructure design data within a Main Roads environment.
• SURVEY – Digital Ground Survey, Mapping and Geodetic information
• DESIGN – Digital Design and relevant AutoCAD or MicroStation drawings
• SCDB - Spatial Cadastral Database

4 Lodgement of Digital Information

To ensure the effective management, compliance, storage and asset protection of existing and future digital information, all survey and design information (including AutoCAD or MicroStation drawings) created from or for Main Roads contracts shall be lodged by the Project Manager with the:

• Asset and Geospatial Data Manager - Asset and Geospatial Information Branch
• Bridge System Information Manager - Structures Engineering Branch
• Information Manager – Information Management Branch

as detailed in this guideline.

All Survey and Design information that was held in the regions or head office has been placed on a central data server \\dacsrv01\spatialdata\.

Following lodgement, survey and design information shall be stored in the approved corporate repository nominated by the relevant receiving business area.

All Main Roads personnel have “read only access” to this server, which enables access to or to query the availability of survey and design information.

To enable amendments to stored information when required, a number of Head Office and Regional personnel have update access to this server.

5 Software and Data Format

5.1 Software

Main Roads uses the following software for all survey, design/drawing applications

• OpenRoads - Road Design
• MicroStation and 12D – Survey, Mapping and Geodetic
• AutoCAD, MicroStation - Drawing production
• Adobe Acrobat for PDF viewing.

All digital information lodged, shall be compatible with the above software.

Consultants shall ensure that when lodging AutoCAD and MicroStation drawing files, that they are compatible with the current version being used by Main Roads.

All reports and documents shall be Microsoft Office compatible..

5.2 Data Format

Sections 6 to 17 of this guideline define individual formats for the lodgement of the following datasets, including supporting documentation.

• Design Data
• Design Reports
• Digital Ground Survey
• Waterway Investigation Survey
• Digital Photogrammetric Mapping
• Digital Rectified Images
• Geodetic Control
• Verified Cadastral
• Design Drawings
• Pavement Marking Drawings
• Bridge Drawings
• As-constructed Drawings

All survey and design information that is lodged shall be based on the Project co-ordinate system specified in the project brief.

6 Design Data

All background and design models created or used by consultants shall be lodged in accordance with Main Roads OpenRoads Design Standards (D24#1166313).

7 Design Reports

All design reports, including design reviews and Road Safety Audits, prepared in the course of the design shall be lodged with the Project Manager and stored in Content Manager (TRIM). The reports shall be Microsoft Office compatible.

All design reports lodged are to be listed in a report register, supplied in an MS Excel spreadsheet. This register shall contain:

• Report Name and Type (Concept, Preliminary or Detailed)
• Project Name
• Road Section (Road Number and SLK)
• Report Status (Final or Draft)
• Date
• Author

8 Digital Ground Survey, Underground Utility and LiDAR Surveys

Digital Ground Surveys, Underground Utility Surveys and LiDAR Surveys shall be lodged in accordance with document

67-08-43 (Digital Ground Survey).

9 Waterway Investigation Survey

Waterway Investigation Survey shall be lodged in accordance with Waterway Investigation Guideline.

10 Digital Mapping

Digital Mapping shall be lodged in accordance with Document

67-08-44 (Digital Photogrammetric Mapping).

11 Digital Rectified Images

Digital Rectified Images (eg.: Orthophotos) shall be lodged in accordance with Document 67-08-12 (Digital Rectified Images)

12 Geodetic Control

Where Geodetic Control is established, the following information is to be supplied to the Project Manager at the time of establishment. This information shall then be forwarded directly to the Senior Geodetic Surveyor - (Asset and Geospatial Information Branch Survey and Mapping Section) for verification of the control.

12.1 Standard Survey Marks, Road Reference Marks, Minor Control and Differential Levelling

Shall be lodged in accordance with Geodetic Control Survey standard (D22#371770) .

13 Verified Cadastral

All verified cadastral models are to be lodged at Landgate.

Once verified by Landgate the consultant shall be notified of verification by Landgate, at which time, the consultant shall extract the final model from the SCDB for lodgement with the Project Manager.

All cadastral data shall be supplied in MicroStation format in accordance with Document 67-08-49 (Verified Cadastral Models)

14 Design Drawings

All drawings created by Consultants (including as-constructed) shall meet the presentation specifications defined in the Drawing Presentation Guidelines  (D24#703251).

• All drawings prepared for Main Roads shall be supplied in electronic AutoCAD ".dwg" and / or MicroStation “.dgn” plus Adobe Acrobat “.pdf” format.
• All drawings shall be named as per the Main Roads drawing number and are not to be supplied with a contractor's naming convention.
• Drawings shall be supplied to Main Roads along with all external reference files and images used to create the final drawings. Refer to the section on “External Reference Files” defined in Drawing Presentation Guideline for further information.
• All drawings lodged are to be listed in a drawing register, supplied in a Microsoft Excel spreadsheet. This register shall contain the following:
• Main Roads Drawing Number
• Main Roads Revision Number
• Drawing Title
• SLK Start
• SLK End
• PDF of Design Drawing Supplied
• DWG and DGNs of Design Drawings Supplied 
• As- constructed Signed PDF Supplied
• Consultant
• Main Roads - Road Number and Name
• Local Authority
• Main Roads File Number (if available)

15 Pavement Marking Drawings

Category "A" and "B" Pavement Marking drawings shall meet the specifications defined for Design Drawings detailed at Section 14.

Category "A" are traffic signal drawings and Category "B", signs (excluding major signs) and pavement markings.

16 Bridge Drawings

All drawings created or used by consultants (including as-constructed) shall meet the presentation specifications defined in Structures Engineering ‘Drafting Guidelines and Practices Manual’ & ‘Guidelines on Presentation and Format of Drawings’. For details contact the Bridge System Information Manager, Structures Engineering Branch.

• All drawings prepared by consultants in electronic format for Main Roads shall be supplied in AutoCAD ".dwg" format. Drawings shall not be supplied to Main Roads with reference to external files (XREFS).
• All drawings shall be named as per the Main Roads drawing number and are not to be supplied with a contractor’s naming convention
• All drawings are to be listed in a drawing register, supplied in an Excel spreadsheet. This register will contain the following information taken from the drawings
• Main Roads Structures Engineering Drawing Number (eg XX30-XXXX)
• Main Roads Structures Engineering Bridge Number
• Drawing Title
• SLK Start
• Consultant
• Main Roads – Road Number and Name
• Local Authority
• Main Roads File Number (if available)

Example of Bridge Drawing Register

17 As-Constructed Drawings

17.1 Road Design

As-constructed data, captured as part of a Main Roads contract, shall be lodged with the Project Manager/Superintendent for incorporation into the contract design or for re-calculation of earthwork quantities.

This as-constructed data shall include, but not be limited to, the following:

Any onsite design changes including adjustment of:

• Pavement and Surfacing
• Culverts
• Drainage Manholes
• Driveway/Accesses
• Footpaths
• Pedestrian Crossings
• Safety Barriers
• Services
• General Services Ducts

17.2 Design Drawing Requirements

Upon completion of construction, all road design drawings shall be updated to reflect any departures from the original design implemented during the construction phase.

• Each drawing in the drawing set (even if unchanged) shall be amended to reflect the as-constructed changes and a description added to the amendments box describing the changes to the drawing.
• As defined in Drawing Presentation Guidelines, each drawing in the drawing set (even if unchanged) shall also have an “As-constructed” drawing block inserted, to reflect that it is now an As-constructed drawing. The amendment to an unchanged drawing should read “As-constructed No Change” in the description box.
• All as-constructed drawings shall be signed by an approved signatory, to acknowledge that changes to the original design have been incorporated into the new drawings.
• As per section 14 all as-constructed drawings shall be provided in native electronic (unsigned) and PDF (signed) format.

17.3 Bridge Drawing Requirements       

Upon completion of construction for a bridge design project, all drawings shall be updated to reflect any departures from the original design implemented during the construction phase.

• Each drawing in the drawing set, (except for the Standard drawings) even if unchanged, shall be amended to reflect the As-constructed status and a description added to the amendments box describing the changes to the drawing. If design/construction changes occurred to the Standard drawings then the Standard drawings would need to be given a new Main Roads drawing number & the drawings title block information would reflect that of the contract drawings (eg Bridge number, drawn by, designed, approved & the consultants logo etc)
• Each drawing in the drawing set (except for the Standard drawings) (even if unchanged) shall also have an “As-constructed” drawing block inserted, to reflect that it is now an As-constructed drawing. The amendment to an unchanged drawing should read “As-constructed No Changes” in the amendment's description box.

17.4 Bridgework Data Requirements

Before lodgement of as-constructed information the Project Manager is to verify that the as-constructed data (drawings) are a true representation of the as-built information supplied for the contract.

Upon verification the following is to be lodged:

Bridgework data submission checklist along with the submission deadline is given below:

Requirements	Submission Deadline
All PDF drawing files included?	Final contract payment and job close out
All CAD drawing files included?	Final contract payment and job close out
PDF and CAD files for all design summary sheets (DSSs) included?	With IFC drawings
Final version of the DSS	Before opening to traffic
All drawings and DSS (PDF & CAD) stamped as 'As Constructed'?	Final contract payment and job close out
All drawing files (PDF & CAD) saved as per MRWA drawing numbers?	In all submissions
A drawing register supplied in an MS Excel spreadsheet?	With as-constructed drawings
As-con Design Model included, if applicable?	With IFC drawings

18 Lodgement Timeline

18.1 Contract Data

All final survey and design digital information shall be lodged with the Project Manager prior to the final contract payment and job close out.

The survey component can also be undertaken at any time during the Design or Design and Construct contract; therefore, it can be lodged progressively but no later than the project close out.

To allow the re-use (prior to contract completion) or to allow audits to be undertaken on this data, all survey information is to be lodged with the Project Manager when finalised in accordance with the relevant standard. This must be done prior to contract completion.

In the case of digital ground survey, data shall be lodged at the completion of the main survey. Where additional minor survey is carried out for contract purposes (eg: culvert relocation, additional off-road survey for drainage investigation etc.) the additional survey need not be lodged until the final completion of the contract.

However, upon contract completion, all minor survey work carried out, shall be included in the main survey model and is to be relodged as per the requirements at Section 19 of this guideline.

The Asset and Geospatial Data Manager (Asset and Geospatial Information Branch) or the Bridge System Information Manager (Structures Engineering Branch) shall review the lodged data within 1 week of lodgement by the Project Manager and advise whether the submission meets the Contract requirements.

18.2 Internal Projects

Where internal survey and design projects are undertaken, upon completion of the project, all survey and design information shall be lodged in accordance with this guideline. Where the information is already managed within an approved Main Roads corporate information repository, no separate lodgement is required.

19 Data Dissemination

19.1 Survey and Road Design Information

For survey, design and associated drawings the Project Manager will:

• Forward a copy of all digital data to the Asset and Geospatial Data Manager – Asset and Geospatial Information Branch.
• Forward the original drawings, if requested, to the relevant region.

19.2 Bridgeworks

• Forward all digital data to “Bridge System Information Manager” – Structures Engineering Branch.
• Retain a copy of the digital data for future reference by the region.

20 Digital Submissions

All submissions shall be made in digital format and lodged through an approved Main Roads corporate location nominated by the relevant receiving business area, with appropriate access provided to relevant recipients.