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RHD Operational Procedure – Management Services Wing
MIS and Estates - Software Development
OP/ME/3.3 - Management and Development of RHD Databases
Purpose and Scope :

This Operational Procedure sets out the different responsibilities and overall process for maintenance and development of RHD Databases. The scope of this procedure currently includes:

Road Maintenance Management Database – see also HDM/4.1 and OP/HDM/4.2

Bridge Maintenance Management Database – see also OP/BPD/2.1

HDM – see also HDM Circle procedures

GIS Database – see also OP/HDM/2.2 and OP/HDM/2.4

Document Database – referred to in library procedure OP/ME/4.1

Organisation Database – see also OP/AE/2.1

Personnel Information Management System (PIMS) – see also OP/AE/2.1

Equipment Database – see also OP/ME/1.4

Project Monitoring System – see also MoC/1.1

Schedule of Rates Database

Tender Notice Database – see also OP/PC/2.6

Contractor Database

Training Database – see OP/HRD/1.3
Definitions :

Owning Office - in the RHD circle who have primary responsibility for collection, input and maintenance of data in database. This is usually the same circle who use the database most often to produce reports, export information etc.
Responsibility :

The attached table sets out the different responsibilities for overall ownership (Owning Office), data collection, data input, standard reports, special reports and programming for RHD’s current databases (December 2003). These standard roles and responsibilities are defined below, and together form a general process for management and maintenance of databases in the RHD. Individual procedures (See above) give particular requirements for each database.
Method :


Most databases require both pro-active (as required) data collection input and some annual review of data contained within the database. For example, road and bridge surveys for the RMMS and BMMS will include annual condition surveys and inventory on a more infrequent basis or whenever roads/bridges re-developed or added to the network. Similarly, the document database should have a regular data collection whenever a new RHD or external publication is received or updated, and a periodic audit/review data collection to ensure that the register of documents on the databases matches those retained electronically on the network or physically in the RHD library


Generally data input and production of standard output will be responsibility of a computer operator. Responsibility for checking the quality of data input (both before entering and once in system) will normally rest with an EE, or in some cases SDE. Dissemination of data will also rest with the EE or SE


Database output is often used both by the division/circle in the which the database resides and by other circles/wings within RHD, and in many cases external organisations or dissemination to the general public. Therefore making data available and dissemination of output is particularly important. For this reason many of the RHD databases are located on the RHD intranet and RHD web-site.


Generally the EE will have the responsibility for generating new forms of output through straightforward creation of queries, reports and forms and exporting data directly from the database into other programmes such as excel or word. The MIS Circle can provide support (and training) in this area, through generation of temporary queries.


All programming work should be co-ordinated, either through the MIS circle (MIS databases) or MIS & HDM circles (RMMS, GIS, HDM and BMMS database) to ensure that programming of databases is consistent in approach and standards, and interfaces between different RHD databases are maintained. Examples of programming include:
1· Changes to input forms (e.g. to support new data collection);
2· Developing database regular queries and reports;
3· Improving access platforms (e.g intranet/ website); and
4· Upgrading software version.
References :

Individual database procedures and User Manuals (see above)

MIS database programming (see ME/3.1)
Procedure Flowchart :



Table 1 : Responsibilities for Management and Development of RHD Databases

Click to view original image



For duties associated with each grade of personnel see


Updated on : 1/1/2004