MANUAL FOR iOnTRAVEL - Moving Somerset Forward
Contents
1. Natural England Regions England English Heritage Regions England Environment Agency Area Public Face at 250 000 England oO Environment Agency Area Water Management at 250 000 England Environment Agency Regional Public Facs at m IRA NNN E R 100 Planning application number Former or related planning application numbers The is the planning application number from your planning application You may need to fill this in at a later date if you are starting the site synopsis prior to submitting your planning application It would be helpful for us to know any previous planning application number if you have one This applies if you have previously submitted or had approved a travel plan with another application for your site Planning development control case officer usually district council This should be the planning officer in the District Council that is dealing with your application You may need to fill this in at a later date if you are starting the site synopsis prior to submitting your planning application Highways development control case officer county Is this a county This is the officer at Somerset County Council who is dealing with the highways traffic aspects of your development this is someone in addition to SCC s travel plan coordinator You can select from a drop down list If the planning application is a Reg 3 application2. MANUAL FOR iOnTRAVEL SOMERSET COUNTY COUNCIL S BUDDY SYSTEM FOR TRAVEL PLANS PREPARE SUBMIT MONITOR AND MANAGE A Users Guide This guide is intended to help users navigate their way around and use Somerset County Council s Monitoring Tool for Travel Plans iOnTRAVEL l 2 3 SOMERSET MOVINGFORWARD l E A ed MOVINGSOMERSETFORWARD CO UK Contents Page Getting Starte disisiran are te eee eee 3 1 Introduction to elements of the WebSite ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 4 2 Introduction to stages of travel plan preparation approval and operation 7 2 1 Summary SGre eMe eee ete ee negates 8 3 Preparation 31 Adding a SING siiicar eanais 9 3 2 Completing a Site Synopsis settee teeeseseten deans tanatnectondtensieedteretenieeectorataeate 10 3 3 Uploading your travel plan sssosnsnenennnneseneesssrseeeersrerererrrerrrererrrereerreeene 11 34 InpUuuInG A IONS a a 12 3 5 Entering Proposed Target Figures at the start of your travel plan 15 4 Operation 4 1 Completing Actions ccccceeeeecccceeeeeeeeeeeeeaeeeeeeeeeeeeeeeeenaeeeeeeeeeeeeeeeees 17 4 2 Entering Survey Data ccceccccicsenccsccocetectenensned oneicteneeceetenbelocdennncnedenbernstecs 21 4 3 Searching for Travel Plans isccsccccesccccsssoscetscceacasscessnoeddeasacasdacacedendetenteataas 25 4 4 Schedule of automated e minders and acknowledgementts 05 27 Appendices 1
3. The summary screen shows you basic information about your site including Left hand side Right hand side e Address e Key milestone dates for your e Planning application details development coming forward e Site description e Progress on preparing and e Number of phases operating your travel plan e Companies involved e Whether outcomes are on track SOMERSET FORWARD eee eee MOVINGSOMERSETFORWARD CO UK cony Ban 3 Setting up the iOnTRAVEL Entering Data 3 1 Add a site The first thing to do after registering is to add a travel plan site to work on It is easy to add a new site into iOnTRAVEL 1 Log in YOU SINES YOUR DETAILS CONTACT US HELP 3 Enter the name of the travel plan site you wish to add under Add A New Site Press Send This needs to be approved by SCC Your request will be logged automatically and you will be notified by email when SCC has authorised the new site After your site registration has been authorised 4 Under select the name of your site under View A Site 5 You will have the choice to create a completely new site Create Site from Scratch or copy across details from an existing site e g from a previous application you already have on the system Copy an Existing Site It is recommended that you create a site from scratch unless you are working with a very similar development or resubmitted planning application You can then access a private area f
4. Encouraging Please give amount n a vouchers per unit in comments Residential Educating e Site specific leaflet n a information Site specific leaflet packs and public leaflets Public leaflets only In home Educating e Please describe in n a electronic comments travel information provision Electric car Encouraging n a Please describe charging locations in points comments Car club cars Encouraging en a Please describe locations in comments Personal travel Educating Please describe in n a planning comments FE iae Encouraging Plese describe in Please describe drop off points comments locations in comments General Promotions Encouraging Monthly e Yearly Irregularly anane Educating Travel directions all e Intranet information modes including Internet Moving Forward link Intranet and internet Travel plan on website Travel directions and travel plan Site specific Educating Online At reception public travel Printed area information Online and printed Staff area leaflet Public and staff area employment and visitor a Travel plan Exemplifying Full time Site wide coordinator Part time Dedicated to a Informal role particular phase business Pool bikes Enabling e Full size bikes e In car park Foldable bikes Kept indoors SOMERSET Version 1 2 January 2011 iOnTRAVEL User Manual FORWARD MOVINGSOMERSETFORWARD CO UK County Council Mixture of full and folda
5. actions There are two main methods of completing an action on iOnTRAVEL A Completing automatically generated actions These actions require you to do something on iOnTRAVEL these tend to be actions that have been automatically generated such as inputting survey data Entering survey data into the Targets and Outcomes Entering actual dates for the construction or occupation of the site in the Site Synopsis Note These actions do not have the Complete button next to them When you have updated the relevant part of the site the action will automatically be updated B Completing user added actions These actions require you to use the In Place button to let Somerset County Council know that you have completed the action These tend to be the actions that you have entered yourself Completed actions need to be approved by l SOMERSET FORWARD l EN TEA ed MOVINGSOMERSETFORWARD CO UK coun Sc Providing evidence in support of completed actions Action will be checked by SCC through for example a site inspection photographic evidence being provided evidence being provided by the travel plan coordinator manager or comments left for that action You should always keep evidence to show that an action was completed particularly for actions such as including travel information within job application packs etc 2 SCC approves or rejects your action Approval of acti
6. if you have made alterations otherwise you may loose any new data you have entered SOMERSET Version 1 2 January 2011 FORUJARD l iOnTRAVEL User Manual ed MOVINGSOMERSETFORWARD CO UK coun Bs 5 The completed Site Synopsis needs to be approved by SCC When you have completed all screens submit your entire Site Synopsis to Somerset County Council by clicking Submit Synopsisj at the top of the screen submit Synopsis Click when you have finished all four Site Synopsis screens Help with site synopsis entry fields There are several data entry fields in the Site Synopsis Though these should be reasonably self explanatory the table in the Appendix to this manual gives some further advice about the information you should include 3 3 Uploading your travel plan Follow the instructions under Travel Plan Folder to submit your completed and approved travel plan YOUR SITES YOUR DETAILS CONT CT US HELP Summary Site Synopsis Travel Plan Folder Targets amp Outcomes Action Plan Document Library This will then be uploaded to iOnTRAVEL by SCC for public viewing a SOMERSET FORWARD pee eee ae MOVINGSOMERSETFORWARD CO UK coun Be 3 4 Inputting Actions The Action Plan contains timings for the measures you are going to implement in your travel plan It is a useful project management tool that will allow you and Somerset County Council to keep track of
7. mainly for schools waste SOMERSET Version 1 2 January 2011 FORWARD MOVINGSOMERSETFORWARD CO UK iOnTRAVEL User Manual County Council council application e g Schools and some other public sector projects where the planning applicant is Somerset County Council you should indicate this here Brief details of proposed nature of activities to be taking place across the site Description of situation Here you should talk about the brief nature of what will be happening on the site once it is operational e g paper making factory This is some background so we know roughly where your site is located and how accessible it may be You can choose from a drop down list Former land use of site This is some background so we know the former land use of your site and whether or not it is likely that the site will be designed from a blank canvas or is already accessible You can choose from a drop down list Stage in the planning process in which travel plan approval is being sought You need to say here when you are seeking approval for your travel plan There are four options to choose from During formal consultation on application i e after you have submitted your application to the planning authority but before a decision is reached e With the signing of the planning agreement i e after your planning application has acquired consent but before the le
8. put other names that are commonly used to identify the site for example a site in Frome called both Gardale and Saxonvale would have the second name entered here to help with the search function to retrieve and find sites on the system Address first line First line of the address such as building name Address second line Second line of the address such as road street name Town village Third line of address such as town name e g Yeovil Postcode Postcode District council area Grid reference District Council in which the site is based As district Councils are the local planning authority this will be the local Council to which you submitted your planning application In Somerset there are six of these You can visit their websites via http www movingsomersetforward co uk new developments getting started You should include the six figure grid reference for your site Basic guide to grid references You can find grid references on www magic gov uk This provides a ten digit grid reference The first five figures refer to the easting along the map horizontal axis bottom edge the second five figures refer to the northing along the map vertical axis side edge The first two digits of each are the gridline the third digit of each is the number of tenths along that gridline For site spanning a large area you should identify the point to the south west corner of the site Steps 1
9. to sending emails or using any other form of communication 4 1 3 Uploading Documents as evidence You can upload a document relating to your action as evidence This may include technical drawings maps or plans detailed specifications examples of posters or publicity or survey data This is done using the document upload icon in the Action plan Use the document upload icon to upload files to support the implementation of actions in your travel plan 4 1 4 Unlocking the action plan You can make a request to unlock the action plan in exceptional circumstances Do this by clicking the padlock icon You can only add actions and will not be able to edit actions that SOMERSET FORWARD l N ee ear ed MOVINGSOMERSETFORWARD CO UK coun Bs are already approved Not all of the actions in you action plan will be shown during the period in which your travel plan is unlocked because some of them must be implemented in accordance with your approved travel plan SOMERSET FORWARD pee eee MOVINGSOMERSETFORWARD CO UK cony Ban 4 2 Entering Survey data Adding survey data is easy on iOnTRAVEL You can add survey data for a period of up to five years When your targets have been Approved this will be indicated at the top of the Targets amp Outcomes screen You will then be able to enter actual survey data year by year 1 Log into your travel plan site 2 Click on Targets and Outcomes unde
10. EL User Manual ed MOVINGSOMERSETFORWARD CO UK coum Sant 2 Introduction to the stages of travel plan preparation approval and operation iOnTRAVEL works in a number of stages as depicted in the table below Responsibility Consultant writing SCC approval travel plan 1 REGISTRATION Intention to develop a travel plan register or log in as a user and v register travel plan site Registration details approved v Site synopsis entered vA Site synopsis approved v 2 TRAVEL PLAN DEVELOPMENT Travel plan drafted outside of a iOnTRAVEL Travel plan agreed outside of P V iOnTRAVEL 3 DETAILS ENTERED ONTO iOnTRAVEL Modal share targets entered vA Action plan entered v Modal share targets approved v Action plan approved v 4 TRAVEL PLAN IMPLEMENTATION Completed actions logged on x iOnTRAVEL Implementation of actions checked by V SCC Survey data entered into iOnTRAVEL vA Entry of survey data checked by SCC v SOMERSET FORWARD l EN ee ear ed MOVINGSOMERSETFORWARD CO UK coum Sant 2 1 Summary screen Note You must be logged into a travel plan site on iOnTRAVEL at this point 1 Click on under Your Sites YOUR SIV YOUR DETAILS CONTACT US HELP Summary Site Synopsis Travel Plan Folder Targets amp Outcomes Action Plan Document Library Note Please note you cannot edit the summary screen
11. Green Travel Group e Shower f leaflet e Promotions Car share parking spaces E pa l e Cycle parking visitors i a e Travel plan coordinator On site walking routes Enemalnoigebgardg internal noticeboards travel Marketing campaign information point e Newsletters Travel plan coordinator e Cycle parking residential Motorcycle parking spaces uncovered marked and signed On site benches Home office space 4 To add further actions press the A D button in the top left hand corner of the Action Plan table Choose from the list of actions already on iOnTRAVEL Note If you have something in your travel plan that is not listed contact SCC and they will add it to the listings for you a Choose a category of action these are usually listed by mode of travel there is a list in the Appendix of this manual b Enter the following details where requested for each action in your approved travel plan FORWARD MOVINGSOMERSETFORWARD CO UK Version 1 2 January 2011 iOnTRAVEL User Manual SOMERSET County Council i e Name of Action e Owner person responsible e Phase of Construction e Location where applicable e Quality or specification e Comments where applicable e Provision Quantities to be e Frequency of implementation implemented where applicable e Start dates and end dates shown as Service in the Action Plan once action is entered An
12. On the website s home page click on interactive map 2 Choose how to search for the general area you are looking at for example enter the postcode or select Great Britain and zoom in 3 Click the top left icon a grid with a question mark then click on the location see Figure below for an example Note This map may take a few moments to load up and you should follow the instructions on the SOMERSET FORWARD l EA ee ear ed MOVINGSOMERSETFORWARD CO UK coun Bs site regarding pop ups 4 You will be provided with a six figure 100m Grid Reference which you should enter into iOnTRAVEL e g 226 243 Figure Example of Grid Reference screen from www magic gov uk MAGIC Multi Agency Geographic Information for the Countryside Windows Internet Explorer http www magic gov uk website magic viewer hitm startTopic magadminareas chosenLayers Bactivelayer gazIndex amp qzoom OBJECTID 3d579 Google ce Goo g ER gt Y Bookmarks Eh Pop ups okay YF Check 4 Autolink v bi MAgiC a Send tov Search Options Map Tools Change Map Topic ZLEE Kml c eee aooi bashes eters OAT QA SA vA Fulfor d in 1 Monkton Gheddon 4 Windows Internet Explorer AAT ffa apb Scale 1 112105 g amp Internet Highlighted Feature Counties Metropolitan Districts and Unitary Authorities England Forestry Commission Conservancy Boundaries England
13. Plan under 3 You can then view the entire list of actions in your Action Plan This symbol is displayed next to core or very important actions which relate to specific modes of transport If you are missing your targets it is a quick way to see if there are other additional actions you can add to your travel plan to bring it on track An example for car sharing is shown below where only parking spaces currently exist in the Action Plan Additional recommended measures are shown as red crosses i E http www iontravel co uk actionadvice asp TMID 48 amp AID 2662 vl Ticks indicate measures already in your action plan Crosses indicate measures not yet entered into your travel plan Car share parking spaces Link to carsharesomerset com online aj Set up car sharing system CE Internet 100 SOMERSET FORWARD pee eee a MOVINGSOMERSETFORWARD CO UK coun Ene 4 When you have completed each action inform Somerset County Council that this has been done The indicator for that action will then turn Grange indicating that Somerset County Council has been informed Each action has a traffic light next to it indicating whether the action has been implemented or not and whether or not this is overdue You can complete an action online before it is due Note There is no separate Update button that you need to use to submit the whole of the Action Plan screen this is done as soon as you update individual
14. Site Synopsis Entry Fields 2 1 20sc cccc csccssssccacenceatenenangsqcseteatenendestarsccesines 30 2 Schedule of Actions in IONTRAVELL sesseeeseeeseeeeeeeeseeeestsessseeees 35 SOMERSET FORWARD eee een ae MOVINGSOMERSETFORWARD CO UK cony Ban All travel plans in Somerset are held on iOnTRAVEL and it is a way for developers site occupiers and SCC to keep track of the process of developing approving and implementing a travel plan GETTING STARTED ON iOnTRAVEL Syl a Register as a new user or log in as an existing user SUA Enter basic information about your site and how it will operate v Your travel plan document will then be approved by Somerset County Council before you enter it into iOnTRAVEL S13 Input a series of actions from your approved travel plan Sj 3 Input a series of targets to quantify changes in the use of alternative modes of transport over time Sj e Complete actions and submit survey data over the life of your plan SOMERSET FORWARD l EN TIEA ed MOVINGSOMERSETFORWARD CO UK coum San 1 Introduction to elements of the website The website has a number of common elements and formats that run throughout it The principal ones are set out below Upper menu bar Lower menu bar available once logged in Summary Site Synopsis Travel Plan Folder Targets amp Outcomes Action Plan Document Library Entry fields Mandatory and
15. You will therefore have a number of tables to complete SOMERSET Version 1 2 January 2011 FORWARD l iOnTRAVEL User Manual ed MOVINGSOMERSETFORWARD CO UK coun Bs 3 Enter the targets from your approved travel plan e Targets should be entered as an absolute percentage figure rather than a reduction or increase you wish to achieve e g year 1 50 car commuting alone year 5 40 car commuting alone rather than 10 Further information about setting targets is available from http Awww movingsomersetforward co uk files uploads MFTP MG_UsingTargets p df 4 When you have completed a table of targets click the Update button in the corner View any other tables of targets and repeat steps 3 and 4 5 The targets need to be approved by SCC When you are ready to submit all your targets to Somerset County Council for checking against your approved travel plan click Submit Targets at the top of the screen SOMERSET FORWARD pee eee ae MOVINGSOMERSETFORWARD CO UK coun Bs 4 Using iOnTRAVEL to Project Manage your Travel Plan Once all the planning has been done you can use iOnTRAVEL to track the implementation of your travel plan and progress against its modal share targets 4 1 Completing Actions When your action plan has been pproved it will be indicated at the top of the Action Plan screen 1 Log into your travel plan site 2 Click Action
16. age responsible car use Number of phases in the development in terms of land use e g Commercial residential leisure or major build out phases If your development will be delivered in phases you should enter the correct number of phases Phases can be defined either by land use occupier or timing of build out Think carefully about the number of phases you enter or contact SCC for advice If you do not enter enough phases this may compromise the way iOnTRAVEL can deal with your travel plan 2 PHASING OF DELIVE RY FOR YOUR DEVELOPMENT Description of phase This is so we know what type of development will occur within the phase e g a housing or a business development You can choose from a drop down list Is there a known name of this phase e g Minehead hospital Killams north If have a name short description which you can identify a phase by you should add this here A name will be more helpful than the default name Phase 1 2 3 etc when it comes to managing your action plan Phase occupier If you know the occupier for the phase you should provide this information here Estimated or actual milestone dates FORWARD MOVINGSOMERSETFORWARD CO UK IMPORTANT Here you should put when you expect each phase of your development to come forward You can alter these dates after submitting the site synopsis If you are not sure please put a date thre
17. ble bikes Other location Pool cars Enabling e One type of vehicle Kept on site Mixture of vehicle Private hire when sizes types required eek d Educating Full noticeboard Public area NOUCEDOATAS Shared noticeboard Staff area Public and staff area mene d Educating Full noticeboard Please describe nNolicepoards Shared noticeboard locations in comments On site food Encouraging e Vending machine en a and drink Canteen Mobile deliveries Mobile deliveries and canteen or vending Chill outzone Encouraging Dedicated non work Indoor seating area Outdoor Indoor and outdoor Interest free Encouraging Cycles en a loans Cars Cycles and cars Other specify in comments Electronic Educating Screens Indoor travel Kiosk interactive Outdoor information terminal Indoor and outdoor provision on site Local Exemplifying Local recruitment Relocation favours recruitmentir Local relocation perks cycling walking elocation Local recruitment and distances packages relocation policies No cycling walking distance criteria in relocation payment Transport Exemplifying Led by senior e Has dedicated coordination manager budget group Not led by senior No dedicated budget manager SOMERSET Version 1 2 January 2011 iOnTRAVEL User Manual FORWARD MOVINGSOMERSETFORWARD CO UK County Council
18. complete these various tasks SOMERSET FORWARD l EAE TIEA ed MOVINGSOMERSETFORWARD CO UK coum Sant Appendix 2 Measures on iOnTRAVEL by category Measures Catedo essential Effect of Quality drop down Location drop down goy measures are measure options options in bold Buses New bus Enabling Road facing On site shelter Pavement facing Off site Extra bus stop Enabling With shelter On site location No shelter Off site Extraseating Enabling Covered On site at bus stop Uncovered Off site Extra Educating e On pole On site information at In shelter Off site bus stop Extra public Enabling Commuter based en a bus services Visitor based cee bus Exemplifying Free for passengers Please give route Services Passengers pay summary in comments Bus fare Encouraging e Daily n a discounts Period weekly montly Daily and period On site bus Educating Electronic Inside information Paper based Outside displays Car sharing Car share Enforcing e Marked Please describe in parking Signed comments spaces Marked and signed Link to Educating From internet public Please provide links carsharesom From intranet staff in comments erset com From internet and online intranet Cycling Cycle parking Enforcing Covered Sheffield Please describe visitors stands location in comments Uncovered Sheffield stands pla parking Enforcing Covered Sheffield Please descr
19. e e Other names associated with the site e Address e Post code e Planning Application number e Site Description e District Council name e Highway Control Officer name e Description of situation e Former land use of site e Client company name 4 You will be presented with a list of sites Choose from the list the site you wish to access You will be able to view the travel plan document for that site SOMERSET FORWARD poe eee MOVINGSOMERSETFORWARD CO UK cony Ban gt 6 Automated e minders and acknowledgements Users of iOnTRAVEL and Somerset County Council will be notified on screen or by email at the following times Email notifications should come through immediately If a target date has been missed for adding information into iOnTRAVEL completing actions or adding survey data users will be sent monthly reminder e Minders until the relevant information has been added SCC will be copied into all e Minders Stage User SCC User registers User requests access to a new or existing travel plan site Site synopsis submitted Travel plan submitted User notified on screen and by email when registration submitted User notified by email when registration is approved by SCC User notified on screen and by email when request submitted User notified by email when travel plan site registration is approved by SCC Site Synopsis Entry turns Grange in Site Summary progress page Use
20. e months hence and you will be reminded to update the date at this time when you may have more knowledge of your schedule When you do know the actual date e g shortly before construction or when construction actually begins you should immediately add this information to the Actual Date column SOMERSET Version 1 2 January 2011 iOnTRAVEL User Manual County Council This information is important as the actions in your travel plan will be based on the timescales for your site being built and occupied 3 SIZE OF YOUR DEVELOPMENT Size of your development Here you should enter values for all the land uses on the whole of site across all phases in total There is a total calculation for each row and a total of the Gross Floor Area GFA for each column You must enter data for all relevant land uses to ensure parking standards can be accurately predicted The figures should therefore be the same as those in your planning application 4 OPERATIONAL DETAILS AND KEY DATES Typical number of persons on site Here you should estimate the number people living and or working at the site You should indicate the total number of people employed and then go on to say how many of these are actually likely to be on site at once Working hours You should enter the times in which most people are likely to be leaving and entering the site You can use the copy function for very strai
21. edicated on Encouraging On road Please describe site cycle Off road locations in routes Mixture of on and off comments road Off site cycle Enabling On road Please describe routes Off road locations in Mixture of on and off comments road a Enabling Cycle only Please describe Nin e Shared with locations in ao o pedestrians comments Motorcycling Motorcycle Enforcing Ground level anchors Please describe parking Locking rail locations in spaces continuous comments covered Sheffield stands ee Enforcing e Ground level anchors _ Please describe parking Locking rail locations in spaces continuous comments covered Sheffield stands SOMERSET Version 1 2 January 2011 iOnTRAVEL User Manual County Council FORWARD MOVINGSOMERSETFORWARD CO UK Rail Train fare Encouraging Daily n a discounts Period weekly montly Daily and period Train service Enabling Please describe in n a improvements comments Train station Enabling Please describe in improvements comments Walking si Encouraging Please describe in Please describe enches comments locations in comments On site route Educating From entrance Please describe signage Only at cycle parking locations in itself comments From entrance and at cycle parking aie off site Educating Formal highway signs _ Please describe route signage Informal finger locations in point
22. ers comments Other specify in comments nam do Enabling Pedestrians only Please describe walking Shared with cyclists locations in entrances to comments site tl Encouraging On road marked Please describe walking Off road pavements continuity of routes Mixture of on and off provision in road comments Provide Encouraging Free equipment n a incentives for Discounts walkers e g Free equipment and pedometers discounts umbrellas Other specify in comments Smarter Smarter Exemplifying en a n a working business travel policies dossier eae Exemplifying Flexible working hours n a working Home working allowed provision Flexible hours and home working Laptops for Encouraging Personal en a staff Available for loan Personal and for loan Off site IT Encouraging Email access n a access Remote file shared drive access Email and file access Ek Encouraging Teleconferencing Dedicated meeting oe Teleconferencing and rooms acilities videoconferencing No dedicated FORWARD MOVINGSOMERSETFORWARD CO UK Version 1 2 January 2011 SOMERSET iOnTRAVEL User Manual County Council meeting rooms Re structure Exemplifying e Provide cycle mileage n a business rates mileage Reduce car mileage reimburseme rates nts Cycle and car mileage rates adjustments Residential Home office Encouraging Dedicated room n a Space Wiring only Green travel
23. example of the layout of these fields on screen is shown below Entry tool for travel plan actions Enter the details of the new action Category Action Now Enter your details in the form below Phase Provision to be Implemented OR Dateasabove v OR Dateasabove 2 y owner Please describe locations in comments ee SOMERSET FORWARD pee eee ae MOVINGSOMERSETFORWARD CO UK cony Bin Note Where there are a number of actions of a similar type within a phase e g ranks of cycle parking in different locations you should add a separate action for each and add the location information in Location Description and or Comments e You can comment on or delete actions before you submit them o Leave a comment Ei Remove or delete an action e You can add documents e g a plan of cycle parking to help support each action using the icons on the right of the screen Add a document e You can change an action before submitting it using the EDIT button next to the action you would like to alter 5 The Action Plan must be approved by SCC When you are ready to submit your full and entire action plan to Somerset County Council for checking against your approved travel plan click Submit Action Plan at the top of the screen Note The action plan will be locked once approved To add any further actions you will need to contact SCC Some actions a
24. gal agreement or s106 is signed off Post planning consent this will be where a travel plan is an outcome of a s106 or planning condition rather than forming part of it and being reflected in them e Voluntary initiative for travel plans that are not related to planning permissions or development control for example businesses looking to improve their HR policies or renewed planning travel plans that have fallen beyond their formal monitoring period If this is a standard application you will probably be seeking approval during consultation on the planning application having already consulted with SCC s travel plan coordinator at the pre application stage If the travel plan has been sought via a planning condition you should select Post planning consent How has the travel plan been requested This relates to the legal basis by which the travel plan has been obtained There are two options e Planning condition SOMERSET Version 1 2 January 2011 iOnTRAVEL User Manual FORWARD MOVINGSOMERSETFORWARD CO UK County Council 106 agreement e Voluntary initiative For more about these please see the Glossary on the Moving Forward website http www movingsomersetforward co uk new developments further links and information glossary terms Nowadays most large applications form part of as106 agreement and include highways elements as well as the travel plan to encour
25. ghtforward sites such as a small high street shop where opening hours will be the same as working hours Where a site has a number of shifts you should add the times for these shifts Predicted and actual amount of parking Based on the size of your site iOnTRAVEL will predict the maximum amount of car parking and the minimum amount of cycle and motorcycle parking that the development should contain You can find more information about parking standards in Somerset at http www movingsomersetforward co uk files uploads MFTP MM_Enforce pdf You should then enter the actual amount of parking that your development is seeking to provide Targets for modal split You should indicate which modal split targets i e predicted car use your travel plan has for each phase of the development Your reporting should commence after first occupation if you select this option your first survey will be due 6 months after people move into your site For supermarkets or large visitor based sites such as hospitals or conference centres you should include visitor targets too You can find out more about managing visitor travel at htto Awww movingsomersetforward co uk new developments help writing travel plans action plans visitor travel Key dates This is used to monitor the preparation of your travel plan and the input of actions and targets will be complete Here you should enter the dates by when you will be able to
26. ibe sta stands location in comments Covered lock protected Sheffield stands Uncovered Sheffield stands Cycle Ae Enforcing Covered Sheffield Please describe F AeA stands location in comments add a a Covered lock action if more protected Sheffield than one stands specification Uncovered Sheffield stands FORWARD MOVINGSOMERSETFORWARD CO UK SOMERSET Version 1 2 January 2011 iOnTRAVEL User Manual County Council Hangers in garage Other type specify in route signage comments On site route Educating From entrance Please describe sign oe Only at cycle parking locations in to ih e itself comments parking From entrance and at cycle parking Extra off site Educating Formal highway signs Please describe Informal finger locations in pointers comments Other specify in comments Showers Encouraging With en suite Please describe changing room locations in Without en suite comments changing room Lockers Encouraging Full length Please describe Tiered locations in comments Drying room Encouraging As part of other facility Please describe Dedicated room area locations in comments Coat hanging Encouraging As part of other facility Please describe spaces Dedicated room area locations in comments Discounted Encouraging Cyclescheme n a cycle Halfords purchasing Booost scheme Cyclesaver Other specify in comments D
27. issions 8 The survey data needs to be approved by SCC When you have entered all the data you wish to submit press Save and submit The data will then go to SCC for approval Note The around the numbers you have entered will turn to orange when you have submitted the survey data to indicate that they have been submitted and are SOMERSET FORWARD l EN ee ear ed MOVINGSOMERSETFORWARD CO UK coun Bs awaiting approval Rejection of survey data e f Somerset County Council considers that you have not carried out the survey or reached the target you have submitted you will be emailed and any comments made by SCC will be viewable by using the Comments icon on the Targets amp Outcomes page The status will turn back to iB until you resubmit the targets back to SCC Reasons for not approving targets may be lack of evidence provided in the documents upload area e g survey data examples of completed question information coming to light that the survey has not yet been fully completed as described in the action plan 9 View the data using the drop down menu at the top of the tables of targets You can view this data as percentages as number of journeys in CO2 terms or graphically in terms of modal shares View Staff travel to work data View Staff travel in the course of work data YOU ARE CURRENTLY VIEWING STAFF TRAV L TO WORK PHASE 1 NHS SOMERSET STEP 2 CHOOSE A DISPLAY al ff Modal Sha
28. n actions are reported as complete in reported as complete in the action complete or survey data or other action plan plan or where survey data has information is added to the site been uploaded or information updated in the site synopsis milestone dates etc synopsis Implementation User notified by email wnen SCC SCC approves the actions online of actions approves actions as being complete verified and each completed Action in Action Plan turns green Survey data Target amp Outcomes tables have SCC notified automatically by email entered an around figures when survey data submitted according to for each table of targets that have action plan been submitted Entry of User notified by email when SCC SCC approves the survey data targets verified approves survey data and Action Plan turns feen for Enter Survey Data online 6 1 Timescales for authorisation 2 3 days after user enters data SOMERSET Version 1 2 January 2011 iOnTRAVEL User Manual FORWARD MOVINGSOMERSETFORWARD CO UK coun Bs Appendix 1 Site Synopsis Entry Fields A Guide 1 SOME BASIC INFORMATION ABOUT YOUR DEVELOPMENT Site name This should be the overall name associated with the site for example Bunford Park Yeovil You will have a chance to name the occupier s later on in the synopsis Other names associated with site e g Informal name or former occupier This is where you should
29. n the online form above You have a number of choices for the source of your data There are excel sheets included in the Travel Plan Resource Centre http www movingsomersetforward co uk new developments help writing travel plans targets and monitoring templates so you can convert your data into NUMBER OF JOURNEYS PER YEAR for each mode of transport Note If you have more than one phase or more than one set of targets per phase you will have more than one set of survey tables to enter This will be shown at the top of the screen screenshot below SOMERSET FORWARD pee eee MOVINGSOMERSETFORWARD CO UK cony Ban Phase 1 Phase 2 Residents travel to work Ce Visitors customers patients travel to ste ew 5 You must enter the following pieces of data e Survey Date e Survey Method i SCC questionnaire preferred method ii Own questionnaire iii Manual count snapshot iv Face to face interviews v Automatic traffic count vi Travel diary vii Sign in sheet viii No survey e Number of Responses e Number of Staff total employed rather than total surveyed Note You can add survey data file as evidence in the Action Plan alongside the action which relates to entering survey data Use the document upload button 6 Enter your survey data 7 Click Note The response rate will be worked out automatically as you press save as will the journey percentages modal share and CO2 em
30. non mandatory fields Some data is optional the heading next to the box to enter data into is faded to grey Other data is mandatory i e compulsory you must enter the data before you submit the information to SCC this is shown black and generally in bold Note If you try to the information without all compulsory data being in place you will see a red reminder on screen telling you the field s you need to complete before you can re submit it SOMERSET FORWARD EAE ee ear ed MOVINGSOMERSETFORWARD CO UK coun Bs Progress bars Progress bars are used to depict progress on a particular page of the website e The Preparation Status tells you whether you have sent the information to SCC and whether they have approved it m E S E i A a A A A A f A A A A 4 l C Preparation Status Approved Last Modified 01 04 20 09 GA _e e eee Operation Status Pending overdue l Last Mqdified l e The Operation Status shows after having had all the information on iOnTRAVEL approved whether you are on track with implementing it e Each status is accompanied by a date the page was last modified and a Comments Bubble for you to exchange comments with SCC o Send and read comments to from SCC Traffic light progress indicat
31. on completion e When Somerset County Council is content that you have completed your action SCC will confirm online and the indicator next to that action will turn Rejection of action completion e If Somerset County Council considers that you have not implemented the action as indicated you will be emailed and comments made by SCC will be viewable by using the Comments icon next to that action The action will turn back to iB until you press n Place to resubmit the action Reasons for not approving an action as complete include lack of evidence provided in the documents upload area site visit showing that the action has not yet been fully completed as described in the action plan SOMERSET FORWARD l ER ee ear ed MOVINGSOMERSETFORWARD CO UK coun Bs 4 1 1 Sorting actions You can sort the order which actions are listed using the triangular buttons at the top of the columns in the action plan table AY Use buttons to sort the order that actions are presented in the Action Plan 4 1 2 Making comments o Leave a comment Following approval of the Site Synopsis Action Plan and Targets SCC will be notified when you make a comment using any of the comment icons on the site You will be notified by email when SCC responds to the comment Note If you have a query related to your travel plan it is preferable to use the commenting system built into on iOnTRAVEL first rather than resorting
32. or your travel plan and provide details about your site and its travel management plans This area includes a Site Synopsis Action Plan and Targets Only you any other users you have authorised to work on the site and SCC will be able to see the information on screen aside from the pdf copy of the approved travel plan which is a public document SOMERSET FORWARD l EN TIEA ed MOVINGSOMERSETFORWARD CO UK coun Bs The Site Synopsis identifies your site It provides essential information about timescales for 3 2 Completing a Site Synopsis construction and occupation and the size and land use of your site which are used to calculate levels of parking How to enter data into the Site Synopsis 1 Log in 2 Click on Site Synopsis under YOUR SITES YOUR JETAILS CONTACT US HELP Summary Site Synopsis Travel Plan Folder Targets amp Outcomes Action Plan Document Library 3 Complete the information in each entry field in each of the four pages of the Site Synopsis Location and planning history Il Timings Ill Size of development IV Travel movements and dates for adding information into iOnTRAVEL The arrow button moves you between the four Site Synopsis pages Once you have completed the first page of four you will be able to move between all four pages using the arrow buttons 4 Oneach Site Synopsis screen press before moving on to the next screen
33. ors The traffic light system used throughout iOnTRAVEL is summarised below PENDING PENDING KEY NOT OveRDuL SUSMIMIED APPROVED REJECTED OVERDUE SOMERSET Version 1 2 January 2011 FORWARD l iOnTRAVEL User Manual ed MOVINGSOMERSETFORWARD CO UK coun Bs Often the indicator appears as a Goloured block as above sometimes around text are outlined such as in the Site Synopsis e When a user enters data into iOnTRAVEL and submits it to SCC the indicator on the relevant page on the website turns from ii to Orange Orange means that SCC are dealing with the information that has been submitted and will be in touch when they have done The indicator goes Green when SCC is satisfied that the data is accurate or concords with the information in the agreed travel plan Use of traffic light indicators elsewhere Colour is also used to assess the quality of what is being achieved Example Targets amp Outcomes If survey data shows that the modal share of journeys to work is on track the relevant figures in the tables in this section will have a Green background Conversely if the data shows the travel plan is not achieving its aims the figures will have a paea Example Action Plan e Each action has its own indicator to indicate whether the action is Emig Complete as reported by the user or Verified as being complete by SCC SOMERSET Version 1 2 January 2011 FORWARD l iOnTRAV
34. ppear automatically on your action plan these relate to the monitoring of your travel plan and help you manage the reporting of data to Somerset County Council You will not be able to edit these SOMERSET FORWARD l a ee ear ed MOVINGSOMERSETFORWARD CO UK coun Ene 3 5 Entering Proposed Target Figures at the start of your travel plan You must enter targets for modal split over a five year period for all phase s of your development 1 Click Targets amp Outcomes under Your Sites YOUR SITES YOUR DETAILS CONTACT US HELP Summary Site Synopsis Travel Plan Folder Targets amp Outcomes Action Plan Document Library 2 Choose which targets you wish to view and click View to see an empty table of targets for the phase residential or commercial selected Phase Phase 2 Residents travel to work dew Visitors customers patients travel to site ew e If you have more than one set of targets for each phase e g one for visitors and one for staff appropriate tables to fill in will also be provided automatically If you have selected that visitor targets are relevant in your site synopsis you will be provided with a table to input these targets automatically This will be on the basis of the information you have provided in your site synopsis e If you have a site with more than one phase there will be at least one table to fill in for each phase of your site
35. r 3 If survey data is due there will be an button above the column where data is due 9 Baseline figure 6 months 2 years 3 years 4 years 5 years Add Survey Note You can check when the next set of survey data is due using the Action plan However the action plan only shows the next survey due date not every survey over the whole five year period Once a survey is entered the action plan will automatically update itself to show the next survey due date 4 To enter survey data you will be sent to a new screen SOMERSET FORWARD pee eee MOVINGSOMERSETFORWARD CO UK coun Bs ENTER YOUR DATA Survey Method Somerset County Council Questionnaire Number of Responses ba F Number of Journeys by Car on their own z E F o D 3 9 Q oO d a Number of Journeys by Public Bus Number of Journeys by Shuttle Bus Number of Journeys by Car w other person s Number of Journeys by Cycling Number of Journeys by Motorcycling 125cc and under Number of Journeys by Motorcycling over 125cc Number of Journeys by Park amp Ride Number of Journeys by Park amp Ride Number of Journeys by Train Number of Journeys by Walking Number of Journeys by Work at home Number of Journeys by Work off site without calling at work Ley YE SESS ES SESE 3 alr ali Before you enter your data you need to be sure that it is in the right units and covers the modes of travel as described o
36. r notified by email when site synopsis is approved by SCC Site Synopsis Entered turns feen in Site Summary progress page User submits approved travel plan manually by email to SCC User confirmed by email from SCC upon receipt SCC notified automatically by email when registration submitted SCC notified automatically by email when request submitted SCC notified automatically by email when site synopsis entered SCC receives travel plan by email direct from client Travel plan accepted Client notified by email when SCC uploads approved travel plan document onto iOnTRAVEL Travel Plan Document Preparation turns Green in Site Summary progress page SCC uploads the travel plan document online Action plan and modal Actions Entered and Targets Entered turn Grange in Site SCC notified automatically by email when action plan and targets SOMERSET Version 1 2 January 2011 iOnTRAVEL User Manual FORWARD MOVINGSOMERSETFORWARD CO UK coum Sant Stage User Scc share targets Summary progress page submitted entered Action plan User notified by email when action SCC approves the action plan and and modal plan and targets approved by SCC targets online share targets Actions Entered and Targets approved Entered turn Green in Site Summary progress page Actions Actions in Action Plan turn Orange SCC notified automatically by email reported as for each action that has been whe
37. re YOU ARE CURRENTLY VIEWI SOMERSET Version 1 2 January 2011 FORWARD l iOnTRAVEL User Manual MOVINGSOMERSETFORWARD CO UK coun Bs 5 Searching for travel plans At this point you must be logged in 1 Goto ETT YOUR SITES YOUR DETAILS CONTACT US HELP 2 Use Search For A Site and enter as many words as you wish to search for if you include more than one word it will only return results that include all of those words The fields that iOnTRAVEL will include in its search are Site Name Other names associated with the site Address Post code Planning Application number Site Description District Council name Highway Control Officer name Description of situation Former land use of site Client company name 3 You will be presented with a list of sites Choose from the list the site you wish to access If you do not have access to a particular site on this list that you need to work on you will need to request access SOMERSET FORWARD pee een ae MOVINGSOMERSETFORWARD CO UK coun Bs 5 1 Searching for travel plan documents as a member of the public al At this point you do not need to be logged in 1 Go to ah I A 2 Use the Enter Search Criteria box and enter as many words as you wish to search for if you include more than one word it will only return results that include all of those words The fields that iOnTRAVEL will include in its search are e Site Nam
38. the commitments you have made within your approved travel plan Note You must have had your Site Synopsis approved at this stage 1 Logged into your site from 2 Click on Action Plani YOUR SITES YOUR DETAILS CONTACT US HELP Summary Site Synopsis Travel Plan Folder Targets amp Outcomes Action Plan Document Library 3 You can decide to select from sets of standard actions that often appear in travel plans to save you time completing your Action Plan You then only need to amend and add to these rather than finding them in the system and adding them all The measures under each option are in the table below If you would like to start with a standard range of travel plan measures for yourgfevelopement choose one of the options below You can then alter or tailor them Input basic typical retail health leisure travel plan measures Start without basic measures added SOMERSET FORWARD eee eee MOVINGSOMERSETFORWARD CO UK cony Bun Basic residential Basic workplace Basic visitor based facility measures measures measures Green travel vouchers e Website information As Workplace Measures Plus Smarter Travel Information Smarter Travel Information Motorcycle parking spaces Pack Residential Pack uncovered marked and signed e Site specific travel e Cycle parking staff On site benches information leaflet e Lockers Smarter travel information
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