Traffic Management App

tmapp-support-image001

User Guide

Contents

 Introduction

This user guide will demonstrate the functionality of the Traffic Management App (TM App), which is a web-based tool that makes it easy to create Traffic Management Plans (TM Plans). A user can define temporary road closures, associated diversion routes and other temporary traffic management interventions using a map in just a few simple steps. It is quick and easy to locate, create and publish the information on roadworks.org. Users can follow three simple steps and automatically create Temporary Traffic Regulations Orders, Notices and other documents that are associated with planned or unplanned disruptions, or non-streetworks activities.

Elgin continually develops the TM App to ensure it is as streamlined and useful as possible. To stay up to date with new features and enhancements, visit our release updates blog at support.roadworks.org.

 Logging In

  •  Go to apps.roadworks.org
  • Enter your individual credentials that are provided by Elgin, in the box shown below. Each subscribing Organisation will have a nominated primary point of contact, who will be able to request additional user credentials from Elgin. Passwords are case sensitive.There are different levels of access for users in the TM App. Your permissions are indicated by your appointed administrator users
    1 Log in
  • Users have the option to have a web browser remember their credentials. Activate this option by clicking the checkbox labelled ‘Remember me’
  • Click ‘Sign in’
  • Once logged in, the roadworks.org map is on the left with access to all the map layers, as well as some additional measuring tools. On the right is the TM App menu.  (Only apps which a user has access to will be active on this menu)2 apps admin
  • Select ‘Traffic Management’ to be redirected to the Traffic Management App menu.

 Creating a New Traffic Management Plan

Users have the option to associate TM Plans with an existing EToN works reference or plot a location for a TM Plan  that does not have an EToN works reference associated.

 Identifying a Location

  • First, begin by identifying the location of the TM plan on the map. Users can find a location by entering a street name, parish, ward, district or local authority in the Map search. Users  can also search by USRN or works reference number.
    Search
  • The cross hair icon to the right of the Map search box will geo-locate and zoom the map to the user’s current location.
    Geolocate
  • Check the relevant data layers are switched on. This can be achieved by selecting ‘Customise my map’ on the ‘What’s on this map’ layer menu item.
    Map layers

Creating a Traffic Management plan

  • On the main Traffic Management App menu, click ‘Create new TM Plan’.

    Create New

Step 1

  • Enter a unique name or reference for this TM Plan and select a category.
    – Teams may consider agreeing on a naming convention (e.g road name followed by intervention) for their TM Plans to make the TM Plans easier to find in the ‘Search & edit’ menu
  • Name and categoryOnce a works activity category has been selected, the icon will change to one representing that category.
  • Select ‘Plot location’.  A drop down list will appear with Point, Line, Route and Polygon. Choose the most appropriate option to indicate the location of your category.
    Plot Location
  • Alternatively if there is an EToN notice on the map you can Associate with EToN notice

    Associate with EToN Notice

    • Locate the works by searching for the location, USRN or works reference number in the ‘Map search’ box.

    Searhing a works ref

    • Select the ‘Associate with EToN notice’ checkbox.
      associating 2
    • A drop-down menu will appear that reads ‘’Works Ref (Please Select)’. The menu will show the works reference numbers for all the works visible on the map. Zoom in close to the EToN notice to minimise the number of work reference numbers displayed in the drop down menu. Select the correct work from the drop down menu.
      Associating 3
    • Once the works reference you want to associate with has been selected the dates from the EToN notice will be selected as default.
      Associating 4
  • Give the TM Plan a description. This description will be published to roadworks.org allowing users the ability to find out more information about your TM Plan.Description and dates
  • If the TM Plan is not associated with an EToN notice the ‘Dates’ option allows users to specify a start and end date for the TM Plan being created. Start and end times can be selected if the TM Plan is time sensitive. (Adding an enforcement patternDates
  • Select a start date and an end date by clicking on the date fields. A calendar appears. Click on the dates which cover the entire span of the work.Calendar
  • Users can also set a start and end time for their TM Plans by clicking ‘Set time’, then clicking within the box to reveal the time picker.times
  • Once the correct time has been selected, click ‘Next’.

    Step 2

  • Create the TM Plan, by adding individual traffic management interventions such as road closures or diversion routes. Click ‘Add Traffic Management’ and choose the correct traffic management type, in this case a road closure.Add Traffic management
    Selecting Dates
  • Inherit the TM Plan dates for this works Item. These are the dates that were selected at Step 1 or the dates from the associated EToN notice..  When dates are inherited from Step 1, the dates for the item will update if the dates are Step 1 are changed either manually or by an EToN notice update.
    Users also have the option to set independent dates for the independent traffic management items where they may not be enforced for the entire duration of the works taking place. Dates which are set independently remain as these dates until manually updated. item dates
  • Add an enforcement pattern if the item is not in effect for all days and times.
    Drawing the Route
  • Place a closure on the map by first clicking ‘Add start point’, place the marker on the map where the closure starts. Do the same for the end point. A line is automatically placed between the start and end points following the shortest most appropriate route.Plotting a closure
  • By default, the closure will be named after the street on which the A point sits. Rename it if you wish.
  • Click ‘Add’.
  • Users will now be redirected back to step 2 for an overview. Users can continue to add more traffic management interventions. Adding multiple items
    Amending the Route
  • Add a diversion route for the closure. This is a simple process that works in the same way as adding the closure.Diversion
  •  Add the start and end points. The line automatically takes the shortest most appropriate route from point A to point B.
  • The diversion should  indicate the route around the closure. This process requires network intelligence by the user, using the Google Map data and additional data layers to identify an appropriate diversion, along the same classification of road.
    Simply hover the cursor over the line until a white waypoint appears.

Dragging out a diversion route

  • Drag the waypoint to the desired route. Create up to 23 waypoints where needed. The route must follow the waypoints. For particularly long routes, start at point A and move the map, following the route, dropping waypoints along the way.Diversion route
  • Make sure your diversion route does not over lap the closure.
  • The text instructions for the directions are updated as the route changes.
    Check the directions. Edit them if required. Name the diversion if needed
    Check the box next to ‘The reverse route applies’ if applicable.
    diversion information
  • When the desired route has been achieved, click ‘Add’.
    Moving Items in the list
  • Items in the list at Step 2 can be reordered if required. Hover and click the left side of the item which requires reordering.  Which clicked, drag the item up or down the list to the new desired position and release.Moving items
  • When the TM Plan is completed with all desired items, click ‘Next’ to move on to Step 3.Moving to step 3

    Step 3

  • At Step 3, users have the options to attach a document and to create an email alert.Users also have the option to save their TM Plan without publishing it. Once saved the TM Plan details will be displayed at the top of the user menu. Saved information
  • Depending on the start date of the TM Plan, users can choose to ‘Publish 14 days before the start date’, ‘Publish immediately’, or publish a ‘Custom’ number of days before the start date of the TM Plan.
    By default, ‘Publish Immediately’ is selected.
    If the TM Plan is being created in advance the option to publish 14 days before start will be available.
    Publishing

Click ‘Save’.

Creating Documents

  • To attach a PDF stored on your computer, select this option ‘Attach existing document’ from the bottom of the drop down menu after selecting ‘Create document’.
    Screen 42
  • A box appears where users will have to give the document a label.
    upload pdfClick ‘Upload a PDF’ and a window will open allowing users to explore the contents of their computer. Only PDF documents are supported. Select the PDF to attach and click open. Users can choose to preview this document by clicking ‘Preview’. Click ‘Save’.
    pdf uploaded
  • To add a document based on a template that has already been set up, choose that template from the ‘Create document’ drop down menu.

    Screen 44

 

  • A document editor appears, pre-completed with the template text, together with information drawn from the TM Plan that has been created.
    Non-highlighted text remains the same each time this template is used.
    Text highlighted in yellow is drawn from the TM Plan and some text may be highlighted in red prompting the user to manually complete this information, as it may not be able to be drawn from the TM Plan.
    All highlighted text should be reviewed to ensure the information is fit for your document. Screen 45
    Many of the tools that appear at the top of the editor are standard formatting tools that would usually be found in word processing programs.
  • Users can insert information about closures, diversions, or any other traffic management types by clicking ‘Insert DR / RC’ and selecting the information to be inserted. For each traffic management type that is created users can insert the affected streets, wards, parishes, districts, Highways Authorities and USRNs.Screen 46
  • Users can also include the enforcement pattern information about each of the traffic management types.Screen 47

Inserting Maps into Documents

  • In order to insert a map of a TM Plan into the document, or link to it, the TM Plan must first be saved so a map is generated.
  • An “Insert map” button now appears in the editor. Clicking it will reveal a dropdown list with a choice of map sizes.Screen 51
  • Taking a screenshot of the map allows you to choose which aspects of your TM Plan is view-able upon inserting the map into your document. Toggle the map layers on and off along with selecting the items on the screenshot panel
    Screenshot
  • Select ‘Capture’. The map will generate within the document.
    document map
  • Click “Save”.

    Emailing Stakeholders

    • Users can create email alerts to share the TM Plan with interested parties and stakeholders. The creation of email templates and email recipients is maintained in the settings area of the TM App.
    •  Click ‘Create email alert’.Screen 53
    • Users can start with a blank email or choose an existing template in the same way that they can for documents.
    • Enter recipients in the To, Cc or Bcc fields.
      You can either type an email address manually or select a recipient or group from the drop down list that appears when the recipient box is clicked. As users type, the search results will narrow.suggested
    • Give the email a subject. Select the date when the email is to be sent. BY default ‘Send immediately’ is selected, the email will be sent when the TM Plan is saved.
      Select a date in the future if you do no want your email to be sent upon saving your TM Plan. email send
    • The text editor for the email alert is similar but simpler to that for the document editor.
    • Adding documents to your email alerts:
      Once you have saved a document to your TM Plan, these will be available to send via email alert to interested parties or stakeholders.
      insert document 1
  • A link to your document will be inserted into your email alert for the recipient to access.
    insert doc 2
  • When the email is complete, click ‘Save’.
    email save

    Social Media, Web Links and QR Codes

  • Once the TM Plan has been published and is live on roadworks.org, the sharing options  at the top of the Traffic Management App menu, will become active. If the TM Plan has not been published to roadworks.org a helpful tint will indicate when the options will be available.Share links
  • ‘Share link’ icon:  A new window will open to roadworks.org at the location of the TM Plan that has just been created. Users can copy the address in the URL bar if they would like to share it.  The pop out associated to your TM Plan will automatically open containing information about your work, including the description and any documents which have been selected to publish.
    Deep link
  • Closure Pop Out – Clicking anywhere on the red closure line or closure sign will open the pop out with the information relating to your closure. If you have updated the closure description at Step 2 this will be displayed here. Along with the work description from Step 1 and any documents selected as publish at Step 3.
    Closure call out
  • Diversion Pop Out – Clicking anywhere on the blue diversion or diversion sign will open the pop out with the information relating to your diversion. Additional information including the directions will be displayed on the pop out. Along with the work description from Step 1 and any documents selected as publish at Step 3. Diversion call out
  • QR Code:  Users can create a printable QR (Quick response) codes, which can be added to physical signage, allowing people to be directed to the details of the TM Plan on their mobile device.
    QR
  • Twitter: Users can share details of the TM Plan on Twitter using their corporate Twitter account. Suggested text for the TM Plan is provided along with the direct link to your TM Plan.
    twitter
  • Facebook: Selecting the Facebook icon allows you to log in and post directly from the app to your corporate Facebook page.
    Facebook

 Enforcement Patterns

Enforcement patterns at Step 1

  • Click ‘Show advanced date options’ under the ‘Dates’ section. Show advance date
  • The optional ‘Add Enforcement Pattern’ will become active.
    Add enforcement Pattern
  • An enforcement pattern allows users to indicate the times and days that the TM Plan is in force so when members of the public view the information on roadworks.org, they do not incorrectly assume that the TM Plan is in force 24 hours a day.
    enforcementUsers have the option to include information about bank holidays and can add multiple enforcement patterns if the TM Plan is in force at different times on different days, for example weekdays and weekends. Click ‘Add when the enforcement pattern has been created and repeat this process to add additional enforcement patterns.

    NOTE:
    The icon and pop out will be viewable on roadworks.org for the entire duration  from start date to end date. The pop out once opened will display the enforcement patterns.

  • The enforcement pattern now appears under the ‘Dates’ section. Users can click on the enforcement pattern to edit or the red cross to delete. enforcement added
  • Click ‘Next’.

Enforcement patterns at Step 2

  • Enforcement patters can be added to any item at Step 2 regardless if you have Inherited the dates or Set independence dates for the selected item.
  • You can Inherit the enforcement pattern from Step 1. Or set Independent patterns for the item accessed
    inherit

Search & Edit

  • From the main menu, select ‘Search & edit’. Here users can search, view, edit, copy or delete TM Plans.
    Search and edit
  • Displayed on the admin panel is a list of the TM Plans within your organisation.Search results
    -TM Plans that have not yet been published appear in the list as standard text and no link symbol beside the TM Plan name
    -Live published TM Plans on roadworks.org are bold with an active blue deep link button.
    -Published TM Plans which are not yet live on roadworks.org are bold with a grey inactive link. Hovering over the link will give a tool tip advising when the TM Plan will be available on roadworks.org.
    -Expired TM Plans are grey (the edit option is disabled when clicked), expired TM Plan can be copied. Only Administrators can delete expired TM Plans.

Filters

  • To help make finding TM Plans easier, filters can be applied to the list. Click ‘Filters’.
    Filters
  • When filters are applied the ‘Filters’ button will indicate this to the user with a tick.
    filters set
  • Selected filters are highlighted in blue and TM Plans and their status can be selected by choosing Current, Planned and Expired.
  • Results which meet your criteria will be displayed below the filters.
    Where there is a large search result the results will be displayed as per your ‘Sort By’ selection. Users can ‘Load more results’ to continue browsing through results.
    load more
    Filter Types

    • All Categories –  Search all TM Plans based on the Current, Planned and Expired buttons
    • Within Map area – Shows all TM Plans which have been created within the displayed map on the left panel
    • User – Choose TM Plan created by an individual user from the drop down menu
    • TMP Category – Choose the TMP from the different categories (streetworks, Public Events, Incidents)
    • TMP Name – A free text field to type the name or portion of the name of your TM Plan. All matching results will be displayed
    • 3rd Party TMP’s – View 3rd Party TM Plan’s
    • Works Ref – A free text field to type a portion of the works reference or the whole works reference your TM Plan has been associated with. All matching results will be displayed
    • Sort By: You can further sort the TM Plans by Last modified / Publish Date / TMP Name. This is the order the search results will be displayed.
  • When the desired TM Plan has been located, click on its name and to see the options to View, Edit and Copy. The red ‘x’ to the right of the TM Plan’s name allows users to delete that TM Plan.
    edit copy
  • Users can export a CSV of the TM Plans by clicking the ‘Export results as a CSV file’ hyperlink.
    CSV

    View/ Edit/ Copying TM Plans

  • There are two ways to access the View, Edit and Copy modes of TM Plans.
    – Clicking on the TM Plan name when in the Search & Edit menu.
    sne
    – When already within the TM Plan click the arrow to the right o the save button.
    .
    copy
  • Copy:  If you have a reoccurring event or your TM Plan needs to be copied and edited, select  ‘Copy Plan’. A copy of the TM Plan selected will open, which is now renamed with ‘- Copy’ appended to it.
    copied plan

    -Rename the new TM Plan so it can be easily identified from the original.
    -The dates from the original TM Plan are not copied over and will need to be updated.
    -Any Traffic Management Items which have been copied from the original TM Plan will be available.
    -Any Documents or email alerts created at Step 3 will need to be  deleted or amended with the new information.
  • Click ‘Save’.

 Settings

Setting Defaults

Administrator Users and users who have granted access can assign default settings within the ‘Settings’ menu of the TM App. These defaults make it even quicker and easier for to create TM Plans.

  • Click ‘Settings’ from the main menu.
    settings
  • A menu will appear with various settings options.setting defaults
  • ‘Number of days before publication’ :
    Indicate the default number number of days from the start date of a TM Plan that it will be published live on roadworks.org. This functionality is recommended for use rather than publishing all TM Plans immediately to avoid cluttering the map when a roadworks.org user views TM Plans over a broad date range.
    number of days
  • ‘Closure description text’:
    The default text for closure that will appear in the pop out on roadworks.org. Users can overwrite this information when creating closures.
    closure text
  • ‘Copy recipient email(s)’:
    Default email addresses can be entered so that a copy of any email alert being sent at Step 3 of a TM plan is automatically sent to the addresses added in this section.
    cc recipients
  • ‘Replicate to streetworks register’ TM Plans to the streetworks register by default by selecting the appropriate radio button. This default option can be changed on an individual basis when creating traffic management types.
    Replicate to register Please note: To set up the replication to register functionality, please contact Elgin by email on support@elgin.org.uk or by phone on 0207 127 6955 to request the EToN replication to register configuration form.
  • Click the ‘Save’ button to save any changes made in the ‘Set defaults’ section of the ‘Settings’ menu.
    settings save

Creating Templates

The TM App allows users to create templates for regularly used document types, such as Traffic Orders, Advertising Notices and TTRNs, and automatically generate documents based on these templates with information populated from the TM Plans created.

Adding Logos

  • You can add as many logos as you need to input into your document templates. Logos can be Corporate headers, footers or Signatures.
    Ensure the logo is a suitable pixel size before uploading.
  • document logosAfter selecting to ‘Add logo’ a box will appear, give the logo a distinguishable label. Select ‘Upload a logo’.
    add logo
  • Explore the contents of your computer to locate the logo you wish to upload, select it and click open.
    find logo
  • A preview of the logo will appear below the label. Click ‘Save’. The logo will now appear listed under the Document Logo section. Users can add more than one logo for use in different documents.
    Found logo

Creating Document and Email Template

Instead of typing  up emails or documents every time you need to inform your stakeholders. Users can create email templates in the settings by clicking ‘Add email template’ under ‘Email templates’ or ‘Add document template under ‘Document templates’
edocument templates

  • The template editor will open.
    Name the document in the Document Template label field.
  • For documents if required select a logo to be included in the document and choose a placement for it. You can add multiple logos to a single document template in different locations. From this the option to save your template becomes available.
    starting a document
    – Select a logo
    – Select a location
    – Remember to select ‘Add’
    Format Tools

    formatting bar
  • The formatting options along the top of the text editor, are much like those in other common word processors.
    • word Copy and paste text  you have available in word, helping to copy over as much formatting as possible to help begin your template creation
    • source Source, by switching on the source if gives you the ability to view, copy and paste the code for template you have created. copy and paste the code to create another template with the exact formatting
    • new page New page
    • Preview Preview the template you have created
    • Landscape Turn the template to landscape
    • horizonal line Insert a horizontal line to be visible on your template
    • page breakInsert a page break
    • insert table Create a table for your template. Indicate how many rows and columns you would like. You can always add, edit, merge and delete rows and columns once the table is created
    • template tags Insert template tags which populate information from your TM Plans
    • Bold italic underline Bold, Italic, underline your text
    • bulleting Insert numbering or bullet points
    • Indenting Increase or decrease the indent from the side of the page
    • alinement Align the text to the left, center, right or justify the text to start and end at the same place
    • float Float text within your template to the left or right. Useful to position signatures and addresses
    • highlighting Highlight text red or yellow to bring to the users attention when creating templates at Step 3
    • font and size Change the font style and size
    • hyperlinking Insert and remove hyperlinks

Template Tags

  • Template Tags identify information from your TM Plan created to be displayed in your document or email. The template tags are indicated with a set of #’s and highlighted in yellow.
    Tip: Paste an existing document from work as plain text, identify the information that can be automatically generated from your TM Plan then select the correct template tags.
    tags 1
  • Template tags appear as yellow highlighted text beginning and ending with #
    tags 2
  • Information which needs to be brought to the users attention for updating or checking can be highlighted in red to draw the user’s attention to it.
    highlight

Floating Text

  • Floating text is used to create text boxes so that text can appear in columns side by side. Highlight some text and click ‘Float’.
    float1
  • Select the Float direction and define the width of the page for which the text should float.
    float align

    Once the box is created, users can edit the text within or add more. Hold down ‘Shift’ + ‘Enter’ when moving text to the next line.
    two floats
  • Click ‘Save’ to save the template. It is now listed under the ‘Document Template’ or ‘Email Template’ section, where it can be edited or deleted.

Tables

  • Tables can be inserted into both email and document templates.
  • Place your curser where you want a table to be created and select the table icon. the table creator will appear
    table set up
  • For a basic table indicate how many Rows and columns your table requires and select the Alignment for the table when inserted.
  • Once the table has been inserted, right click with your mouse within a cell to edit the table properties and to merge and split cells.
    table 1

Email Contacts & Groups

Users can create email contacts and groups so they can easily email stakeholders at Step 3  of the TM Plans created using the TM App.

  • From the Settings menu, scroll to ‘Email contacts’ and click ‘Manage contacts’.
    Screen 94
  • A box will appear with fields in three columns: Name, Email and Groups. Create contacts by clicking ‘Add a contact’.
    A new line will appear at the the top of the Manage contacts list.
    Add their name, email address and any relevant group names in the appropriate boxes.
    email contacts
    As users type, names of existing groups will be suggested. To create a new group, simply type a name  for the group and press enter.
  • When the contacts have been added, click ‘Save’. Additional contacts or groups can be added later.
  • All contacts are stored in alphabetical order.

 User Roles and Permissions

Users are assigned roles and permissions by their Administrator users within the Organisation.
Administrators can assign users access to be able to view only, access and edit their own TM Plans, or also have access and edit all TM Plans created within the organisation.

  • Admin Users – The highest level of permission. Admin users have access to the settings area of the TM App. Can create, edit and delete their own TM Plans as well as Edit and Delete TM Plans of any other user within the organisation.
  • Super User – By default users assigned Super User access can create, edit and delete their own TM Plans as well as Edit the TM Plans of any other user within the organisation. Super Users are not granted access to the Settings area of the TM App unless advised by the Admin user.
  • Standard User – Users assigned Standard User access rights can create, edit and delete their own TM Plans. Standard Users are able to view the TM Plans of other users in their organisation but do not have the access rights to Edit them.
  • View Only User – These users can access the TM App and can view the TM plans created by users with the above permissions.

Below is a list of configurable permissions, administrators can assign to the users in their Organisation.

  • Access to the Settings Area
  • OS Mastermap – Where the organisation has purchased from Elgin or provided a license number OS Mastermap can be assigned to individual users
  • Allow or restrict ability to Publish live to roadworks.org
  • Document Generation – Allow or restrict access for users to create and add documents to TM Plans
  • Signage – Organisations which have purchased the Signage Add on can assign access to this feature to individual users.
  • TTRO Submit – Allow users in the organisation to create TM Plans and Submit them for review by another team or Local Authority.
  • TTRO Approve –  Allow users to receive TM Plans from other teams or Utilities for review and approval.

 Further Information

If you would like any further training or information about the Traffic Management App, please contact Elgin by email at support@elgin.org.uk.

We continually develop the Traffic Management App to ensure it is as streamlined and as useful as possible. To stay up to date with new features and enhancements, visit our release updates blog at support.roadworks.org. There is also a change-log accessible from the bottom of the main menu within the Traffic Management App. This contains a brief summary of the same information that can be found on the updates blog.

 

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