Briefing Session on Streamlined XP Processing

1. Briefing Session onStreamlined XP Processing Organized by: Development Bureau, HKSAR Government Transport Department Highways Department Attended by: The Association of Architectural Practices (AAP) Hong Kong General Building Contractors Association (HKGBCA) Hong Kong Construction Association (HKCA) 1 November 2012

2. Agenda • To introduce XP processing (by HyD) • To go through the streamlined measures introduced in July 2011 (by HyD) • To go through the streamlined measures introduced in October 2012 (by HyD) • To present good practices in preparation of Temporary Traffic Arrangement (TTA) submissions (by TD) • To go through the Guideline for Infrequent XP Applicants on How to Apply for an XP through hard copy submissions (by HyD) • Q&A

3. Ad-hoc accounts for infrequent users • To reduce manual processing of applications, XPMS encourages the infrequent users (Other than UUs and Gov Depts) to register a user account in XPMS, for processing the whole application through the system

4. Contractorsw/o XPMS accounts apply for EWP/RWP etc. Infrequent Applicantsw/o XPMS accounts apply for XP etc. UUs/Gov. Depts to apply for EWP/RWP/XPs thro’ XPMS Contractorswith XPMS accounts apply for EWP/RWP or consent as NP thro’ XPMS Should Applicant be included as Permanent XPMS User? # No Applicant applies for ad-hoc account? Yes R&D creates Contractor code and assign administrator to the Contractor Yes No Applicant to submit Regions HyD Form 97 for registration Regions input application by TO/XP Regions grant ad-hoc account XPMS Interface XPMS Permit Processing

5. Registration of infrequent XPMS Users • Applicant contacts the HyD Regional Office w.r.t. the location of his/her proposed excavation works. • If the respective HyD Regional Office agrees that the applicant is the promoter of the excavation works, a guest user account and the hyperlink to XPMS user registration homepage will be given to the applicant via e-mail. • The applicant should fill in the company particulars in the registration homepage and upload a scan copy of the Business Registration Certificate for registration. • If the application is accepted, XPMS will generate a “User ID” and send it to the applicant via e-mail automatically. • The “Password” of the ad hoc user account will be sent to the applicant’s official address by post separately by the respective Regional Office.

6. Excavation Permit Processing Essentially XP processes divide into FOUR phases

7. XPMS workflow implementation User Workbench XP Workflow design XP Interaction Screen

8. Processing of XPs • Phase 1: Registration • Plan Registration • Programme Input • Phase 2: Assessment • Waiver Processing • Permit Period Assessment • Case Coordination • Traffic Advice

9. Users can sort the received date and due date to prioritize their tasks. Overdue tasks can be alerted by the system Tasks under different phases can be sorted/filtered in the Inbox

10. Plan Maintenance - User is required to input essential textual information, programme and alignment.

11. Coupling of geographical and programme data of plan items

13. Works Programme of plan items can overlap with each other

14. Programme details

15. Programme Details • PPA standard template screen

16. Programme Details (Cont.) • PPA standard template screen

17. User can change the routing to TD, LCSD etc

18. When programme is defined, spatial check will be done automatically. In this case, Road Opening Restriction is violated

19. In this case, Repeated road opening is found

20. XPMS will reject registration, unless the concerned violation is avoided by changing the alignment or programme, or the registration is accompanied by a waiver application. Applicant can create a Waiver application and submit justifications

21. A waiver application is created

22. Processing of XPs • Phase 1: Registration • Plan Registration • Programme Input • Phase 2: Assessment • Waiver Processing • Permit Period Assessment • Case Coordination • Traffic Advice

23. Permit Period Assessment • To grant permittees the most stringentperiod but still practical and achievable

25. Processing of XPs • Phase 1: Registration • Plan Registration • Programme Input • Phase 2: Assessment • Waiver Processing • Permit Period Assessment • Case Coordination • Traffic Advice

26. Normal and Urgent XPs • For excavation works with extent not exceed a 450m diameter circle • Essentially XP processes divide into FOUR phases

27. Advices from TD, HKPF and LCSD Applicants have to submit the hardcopy of TTA proposal to HKPF/TD, and quote the plan ID in the submission Applicants have to submit TTA proposal with the scanned copy of the cover letter as attachments to XPMS A mandatory field will be added to the XPMS for applicants to input the TTM hardcopy submission date for easy tracking of the submission status

28. Advices from TD, HKPF and LCSD For works involving complicate traffic conditions such as works at ‘red’, ‘pink’, ‘TIA’ or ‘DTB’ routes, applicants might wish to employ experienced traffic consultants to prepare for the TIA or TTM submissions. Reference should be made to Guidelines on Traffic Impact Assessment & Day-time Ban Requirements for Road Works on Traffic Sensitive Routes

30. Old versions of TTA proposals are kept when they are amended and resubmitted Alternatively, applicants can submit multi-phase TTA proposal as attachment, which will be served as a controlled softcopy of the TTA for approval

31. All attachments including TTM proposal can also be viewed under the attachment tag

32. TD can also view HKPF advice real time TD can determine if the road works affect traffic aids TD/HKPF may be required to be converted into XP Permit conditions thro’ the Authority

33. Processing of XPs • Phase 1: Registration • Plan Registration • Programme Input • Phase 2: Assessment • Waiver Processing • Permit Period Assessment • Case Coordination • Traffic Advice

34. Normal and Urgent XPs • For excavation works with extent not exceed a 450m diameter circle • Essentially XP processes divide into FOUR phases

35. Case Coordination • Coordinate conflicting excavation plans: • Disallow repeated openings • Disallow time gaps between works under successive plans • Encourage overlapping as far as possible • Avoid excessive total opening up length • Ensure shortest overall excavation period as far as possible

36. Case Coordination • Complicate and difficult process • Diversified technical, geographical and programming requirements of works • Highly dynamic: insertion of new plans, changes of programme, extensions • HyD cannot much direct/influence the utility works programme • Need high participation and cooperation of Permittee

37. XPMS will identify all existing cases in adjacent to the new plan. IOW will consider to include the new plan into a suitable existing case or a new case. The UU of new plan will become the ‘Lead’ UU of the existing case

38. Lead UU liaise with other UU to update their respective programme as necessary, and then confirm the Case as coordinated and submit

39. After reviewing the programme of the case, IOW may consider to set the case to ‘Coordinated’, or return to UU for further adjustment with comments

40. New Case Created IOW may consider to migrate the plan to a new case and set the case as coordinated

41. Processing of XPs • Phase 3: Permit Processing • Permit Application and Approval • Nominated Permittee processing • Permit Fee Payment • Permit Issuance • Permit Extension • Phase 4: Works Management • Advance Notice • Completion Notice • Defect Liability Period

45. Processing of XPs • Phase 3: Permit Processing • Permit Application and Approval • Nominated Permittee processing • Permit Fee Payment • Permit Issuance • Permit Extension • Phase 4: Works Management • Advance Notice • Completion Notice • Defect Liability Period

46. Rectification Permit Registration Assessment CN Approval CN submission and approval process Parent Permit Appeal Assessment CN Submission DLP CN Approval

47. Process Trial of XP Application

48. XP Processing - Conclusion • The control of excavation is a rigorous task. • The XP application process is inherently complicated involving many stakeholders and authorities, which cannot be oversimplified. • It is also essential for applicants to familiar with XP application process and procedure • to familiar with the XPMS operation • to familiar with coordination process • to familiar with the process of seeking TD’s/Police’s/LCSD’s advice

49. Agenda • To introduce XP processing (by HyD) • To go through the streamlined measures introduced in July 2011 (by HyD) • To go through the streamlined measures introduced in October 2012 (by HyD) • To present good practices in preparation of Temporary Traffic Arrangement (TTA) submissions (by TD) • To go through the Guideline for Infrequent XP Applicants on How to Apply for an XP through hard copy submissions (by HyD) • Q&A

50. Statistics of processing time by Infrequent applicants and authorities(1.8.2011 – 31.7.2012)