Please note that the indexing used within the DAS application form does not match the indexing within this help page.
The below provides guidance on how to complete the submission section of the departure application when the Technology template has been selected.
Submission
Guidance on the information to be provided within each section is highlighted in amber. Please review the guidance and then replace it with submission specific details – simply select all the guidance text under a heading and start typing to replace it.
Details of submission
General
This replaces previous issues and highlights administration of Technology departure applications to facilitate improved departure applications.
It is advised that a discussion with SES specialists takes place before the Design Organisation submits departure applications to National Highways for consideration. This is to confirm when departure applications are required and how best to compile them.
Designers should not assume that because pre-application discussions have taken place with SES that the need for a fully justified departure application is reduced. It will be the departure application that forms the audit trail for the departure; no formal record of the pre-application meetings or phone calls will be retained by National Highways.
It is essential that wherever possible departure applications are location specific. This enables applications to be easily identifiable with the DAS system in the future.
Care should be exercised on whether to adopt single or “Bulk” departure applications. “Bulk” departure applications may be suitable where an identical feature is deployed in numerous locations and a single coherent justification can be written covering each site.
When a departure application is completed, it greatly helps processing if:
The departure application is proof and/or peer read by the Design Organisation before submission
Provides full reasoning as to why the departure is required and consideration of options.
Written from the perspective of the recipient, i.e. someone not working as close to the scheme as the applicant
Written from the perspective of being an auditable document. I.e. contains all the relevant information for the reader to come to a conclusion.
Departure responsibility for Signalling and Electronic Sign “positioning” is now transferred to SES SRD Team. All other departure applications for technology reside with SES Operational Technology Support Team.
Departure applications should accord with the requirements given in this manual. National Highways’s requirements for departures are given in GG 101 [Ref 1.N] and MCHW SD 0 2014 [Ref 5.I] .
Key parameters
For departure application revisions, unless a location has changed then it is advised that re-submissions should retain the original DAS ID to ensure that the audit trial is more robust. If a new DAS ID is used reference should be made to the original departure DAS ID.
Departure Overview
Provide a concise summary of the departure including the nature of the departure, the reason for the departure, the key considerations and constraints, including any assumptions made.
The departure overview should also include a brief summary of the anticipated negative impacts and risks and the proposals for mitigation.
The departure overview should be approximately 200 words in length and along with the information above should provide enough information to allow the Technical Specialist to consider a provisional agreement.
Contain a detailed scale plan (where positioning is concerned) covering the location if not the link and/or scheme so that the reasoning of the local decision can be verified.
Contain details of the operating regime (e.g. Dynamic Hardshoulder Running, Permanent Through Junction Running etc).
Consider the following:
What options have been rejected and why?
Is it safe?
Where are the GG 104 2018 [Ref 2.N] Risk assessments and do they cover the relevant populations and show impact/probability matrices with definitions for the matrix scales?
Will it work?
Will it break anything nearby or connected (upstream or downstream)?
Is it intuitive?
Have the maintaining service provider and NRTS Co. been involved and are they willing and able to accept this solution back into maintenance?
For departures applications submitted as “Aspects not Covered” the following considerations will be appraised:
Fitness for purpose? (including suitability (will it work), intuitiveness, equality, diversity, environment and sustainability)
What policies might affect or be affected by the design?
What precedents might be set by such a design?
What interfaces into existing roadside asset might be affected by the design?
What GD04 risk assessments have been done? (What is being tolerated and what mitigation’s are in place and what corporate risk or media representation might ensue in the event of failure).
Road user and road worker (including emergency worker) safety?
Operational integrity?
Impact on any related “requirements”?
Willingness and ability for Maintenance Service Provider and NRTS Co to accept the design back into maintenance?
What monitoring activity will be used to verify the design?
What trials and pilots activities are supporting the introduction of this solution and are they collecting relevant metrics?
Secondary Standard
As applicable, information should be provided where the departure results in a design that does not satisfy other interdependent requirements.
Linking Departures
Associated, Repeat / Similar Departures and Relaxations
Associated, similar or repeated departures should be provided in the above section which has relevance to the departure application. The knowledge or lessons learned taken from the previous departure should be included as well as previous comments and conditions provided by SES specialists. It should be noted that the existence of a previously approved application should not be used as the justification for the current application and does not guarantee acceptance.
This has been an enhanced addition to the tool and will only be linking to departures available to the supply chain based on specific permissions. That way users can identify and recognise best practice and engage with previous records to guide and support the overall process.
Currently the drop-down menu for this field has been designed for the following three categories:
- Associated i.e., determined departures or otherwise, with the same PIN, as in the departure being applied for, where the departure is in the same or adjacent locations that have a cumulative effect.
- Similar i.e., these are only determined departures (not confidential) on any PINS (schemes) on DAS.
- Repeated i.e., these are only determined departures with the same PIN as in the departure being applied for.
Technical Information / Justification
Provide the technical detail and justification for the departure.
This should include consideration of the interaction of the departure with other departures at the same location and the context within the wider scheme.
Technical description
Provide comprehensive technical and contextual information to justify the departure and aid the technical appraisal of the proposal.
Stakeholder consultations
List the stakeholders who have been consulted in the preparation of the departure and provide any observations, comments or concerns raised. National Highways’ objective is to work with “neighbours”; please ensure that owners of neighbouring highways assets are involved where appropriate.
Alternative options rejected
List any alternatives design options that were considered in the preparation of the departure application and the reasons for rejection.
The number of alternatives normally to be considered should be agreed with the Project Manager.
Supporting documentation
Supporting information should only be included where it is relevant and specifically referenced using the indexed number in line with the automated attachments side pane.
Extracts should be included within the relevant section within the departure submission.
Only attach drawings and documents that are both relevant to the justification and quoted within the departure application. If only a page or two of a large document or set of drawings are to be attached then ideally include the relevant pages (plus the front page / change control page to prove traceability); alternatively attach the whole document but make it clear within the justification which pages are taken to apply. The reason is that everything submitted within the departure application is taken to be applicable and should be read and absorbed in coming to a decision. It is not necessary to attach copies of National Highways standards.
Specialist information
Departures often have impact on several service providers e.g., NRTS or the Maintenance Service Provider. Where this is the case, so as to expedite the departure application process it would be beneficial that a written attachment is provided from these service providers confirming their agreement to the proposal.
For some topics designers may choose to use text from previously reviewed departure applications. It is important to remember that each departure application should be location specific; therefore location and any relevant scheme information should be included. The designer should ensure that the justification and detailed solution is both current and appropriate to the particular scheme.
Benefits
Benefits, Impacts & Risks
Provide a summary of all of the benefits, impacts and risks, when compared to a design fully in accordance with requirements; identified and assessed as part of the departure assessment process, including any mitigation proposed as part of the design. This summary should be broken down into the areas of consideration listed below.
Each section should include justification of why:
1. The benefits outweigh the negative impacts
2. The risks, after mitigation, are as low as reasonably practicable.
Where relevant, supporting documentation such as drawings, plans and technical notes should be attached. The parts of the documents that relate to each of the areas below should be clearly referenced.
Any benefits, impacts or risks that relate to the proposer or an associated party (e.g. cost savings to the developer in the case of a Section 278 scheme) but do not impact National Highways, its road users or the wider community should be ignored.
Benefits, impacts or risks to the wider community should be considered for Nationally Significant Infrastructure Projects.
Safety (road users)
With reference to an attached GG 104 risk assessment, summarise the safety impact of the departure on road users and other parties. Give details of how the safety risk on customers compares to the baseline of a fully compliant design.
Safety (construction, maintenance, operation and disposal)
With reference to an attached GG 104 risk assessment, summarise the safety impact of the departure on workers during construction, maintenance (including inspections), operation and disposal of the proposed design. Give details of how the safety risk on workers compares to the baseline of a fully compliant design. Consideration should be given to all legal requirements, including CDM regulations.
Technical
Summarise the technical impact associated with the departure following the incorporation of any mitigating measures. Give details of how the residual risks and impacts compare to a design fully complaint with the requirements.
Programme
Summarise the effect of the departure on the project’s critical path and the future risks to the programme arising from the incorporation of the departure into the design. This should include both design and construction programme considerations.
Budget
Summarise the effect of the departure on the project’s budget and the future risks to the budget arising from the incorporation of the departure into the design. This should consider design, construction, maintenance and operation.
Carbon net zero
Summarise how the departure will support, if not improve, the decarbonisation obligations of the requirement being departed from.
Environmental
Summarise the effect of the departure on all relevant environmental issues following the incorporation of any mitigating measures.
Innovation
Where the departure relates to the use of a novel technology or method the risks associated with the innovative aspects of the departure.
Durability / Maintenance
Consider the implications of the departure for future maintenance and inspection of the element under consideration and for other elements of the scheme affected by the departure. Also consider the impact of the departure on the maintenance and inspection of other aspects of the scheme.
Network Availability
Consider the impacts of the departure on network availability during construction, maintenance, inspection and normal use.
Mitigation
Provide information about any specific mitigation that is proposed as part of the design solution to reduce any associated risk with the departure.
An explanation of why the mitigation is being proposed and how it reduces any associated risk with the departure should be included.
Risks after Mitigation are As Low As Reasonably Practicable
An explanation why the level of residual risk is as low as reasonably practicable should be provided.
Overall Justification
Provide a final summary outlining the overarching benefit of the proposed departure when compared to a compliant scheme.