MD2009 London Infrastructure Mapping Application – Phase 2 development

Type of decision: 
Mayoral decision
Code: 
MD2009
Date signed: 
11 July 2016
Decision by: 
Sadiq Khan, Mayor of London

Executive summary

In 2015 the GLA developed the London Infrastructure Mapping Application. Development of the tool was a response to calls from the infrastructure community that the GLA support coordination of infrastructure planning and delivery throughout the capital by providing improved insight into London’s growth, development and infrastructure investment pipeline.

The tool works by spatially visualising a range of infrastructure related data; sourced from utilities, boroughs, developers and the GLA Group. Data is targeted at supporting decision making and improved coordination of infrastructure investments, particularly in view of London’s growing population and economy. The tool also allows infrastructure providers to identify opportunities to deliver infrastructure jointly, reducing the potential for disruption and driving down the cost of construction. 

The tool has strong support amongst stakeholders; however user feedback has highlighted a number of priorities for further developing the tool. In order to progress these, the GLA applied for grant funding from the London Lane Rental Scheme earlier this year and £248,600 was awarded with the support of London’s utilities to progress a second phase of work. 

Funding secured will be directed towards undertaking a work programme that addresses functionality and data related issues – to ensure the tool meets user requirements, as well as undertaking stakeholder engagement and establishing a governance framework to position the tool for long term success.
 

Decision

That the Mayor:

a)    Approves the receipt of £248,600 from Transport for London’s London Lane Rental Scheme Fund
b)    Approves expenditure of up to £248,600 to undertake Phase 2 development of the London Infrastructure Mapping Application
 

Part 1: Non-confidential facts and advice

Introduction and background

1.1.    The London Infrastructure Mapping Application was developed in 2015 in response to calls from the infrastructure community that the GLA do more to facilitate improved coordination of infrastructure planning and delivery, in order to better support the ‘unlocking’ of sites for development, drive down costs of  infrastructure delivery and reduce the overall level of disruption caused by construction activity.  

1.2.    The tool works by spatially visualising a range of infrastructure related data; sourced from utilities, boroughs, developers and the GLA Group; including information on future infrastructure investments, London’s development pipeline, and planning related information. Data has been selected with the aim of supporting decision making, investment prioritisation and identification of opportunities for infrastructure to be delivered jointly. The tool represents the first time such information has been collated into a central database.  

1.3.    The current version of the tool is available on the GLA website at http://maps.london.gov.uk/ima and was released in December 2015. The tool is strongly supported by stakeholders, with feedback indicating that it provides strong benefits across a number of areas. Whilst feedback has been positive to date, users have also identified a number of development priorities that would further enhance the tool; and these priorities have informed the proposed second work programme of development, targeted at improving functionality, and quality of underlying data to better support user requirements.

1.4.    The GLA has successfully sourced £248,600 in funding to undertake this second work programme from the London Lane Rental Governance Committee, managed by Transport for London in accordance with Department for Transport regulations. This committee manages surplus funds generated by the London Lane Rental Scheme, and is made up of representatives from utility companies and TfL. The GLA’s application was successful due to its potential to reduce disruption and other adverse effects caused by street and roadworks in London.  
 

Objectives and expected outcomes

2.1.     Funding secured will be directed towards a programme of work designed to further develop the tool, with an aim of addressing user requirements, enhancing functionality and strengthening the quality of underlying data. Other aims include stakeholder engagement in order to inform development and promote the tool, and establishing a governance framework. 

A list of objectives and expected outcomes for this phase of work is provided below:

•    Objective 1: Improve user experience and the functionality of the mapping application to ensure the tool better meets the requirements of users and reduce requirement for ongoing resourcing. Work will be targeted at developing functions such as exportable data and maps, increasing the speed and loading time of the application, better organisation of information, and making the tool more intuitive.

•    Objective 2: Strengthen the quality of the application database to address confidentiality issues, data gaps, errors and deliver improved insights for users. Work will be targeted at sourcing new data and resolving errors, and working with utilities to resolve confidentiality and licensing restrictions. We will also work with TfL to develop a common database that can be shared throughout the entire GLA Group, recognising the GLA and TfL both have large repositories of data. 

•    Objective 3: Engage with stakeholders and increase public awareness of the tool – to support ongoing refinement/shaping of Phase 2 work programme and ensure the tool is being used by stakeholders and integrated into their work activities. A first priority will be hosting a joint design thinking workshop with TfL in early July. 

•    Objective 4: Develop a governance framework, to set up appropriate processes for managing data, and work with utilities to share information

•    Objective 5: Measure success of tool to support development of business case for long term funding with support of external stakeholders  
 

Equality comments

3.1.     The project will adhere to accessibility best practice for print, website and other means of communication.

3.2.     The purchase and usage of data underpinning the tool will work towards advancing equality of opportunity amongst people from the eight protected characteristic backgrounds of the Equalities Act 2010. While this work does not target one particular group, by increasing the availability of infrastructure related data individuals and organisations will gain a better understanding of their communities, opportunities and development impacts in their areas.
 

Other considerations

4.1.    Key risks - analysis

 

Risk description

Mitigation / Risk response

Probability

Impact

1

Tool will fail to be developed in a way that meets user requirements

Will be mitigated through working closely with user groups, including members of the Mayor’s London Infrastructure Delivery Board – such as utilities and industry advisors to ensure this is not the case. The team responsible will establish a user reference panel to guide development of the tool on a regular basis – informing development priorities and allocations of funding for further development. Further, it is proposed to undertake a ‘design thinking’ workshop at project inception to shape the programme of work, and ensure it is appropriately targeted. This will create a strong evidence base to work from.

LOW

HIGH

2

Data security and breaching of confidentiality agreements for data resulting in reputational damage to the GLA

Over 12,000 data points currently underpin the tool, and some of this information is confidential and will need to be kept appropriately secure. The GLA will adhere to agreements negotiated with data providers to ensure data is kept appropriately secure. These were negotiated by legal teams for data providers and the GLA. In the event of a data breach data contributors will be notified immediately, and a course of action agreed that will endeavour to be satisfactory to all parties.

 

There is an option to reduce functionality/access to data in the event that there is a concern on behalf of a data provider that can be actioned quickly.

 

The London Infrastructure 2050 database will be stored on a secure server with security levels defined down to the dataset and user level to ensure that only the correct GLA staff or users can see each dataset.

LOW

MEDIUM

3

Financial risk to the GLA

The project is 100% funded through the Lane Rental Scheme, meaning no cost will be incurred by the GLA itself. Revenue through this scheme is raised from the issuing of permits to organisations who undertake activities that impact the road network – such as roadworks. 

 

A dedicated funding allocation of £248,600 has been granted by the Lane Rental Governance Committee from surplus funds connected to this scheme for the GLA to progress this project.

TfL may choose however to withdraw funding by providing written notice, if the GLA breaches the requirements of the grant funding agreement, however the withdrawal of funding will be staged in a way that allows the GLA to cover costs, such as contractual obligations that have been entered into.

LOW

LOW

4

Timescales are not met

The GLA will be required to submit monthly monitoring reports to release funds for ongoing work and ensure the project is meeting broad project priorities and timeframes articulated in the initial grant application.

 

Low

Low

5

Project going forward won’t be competitively procured

Full procurement guidelines for the GLA will be followed for Phase 2 of this project

Low

Low

4.2.    Alignment to Mayoral strategies

The tool was developed in response to a recommendation made in the London Infrastructure Plan 
2050 that the GLA, as London’s strategic authority do more to support improved coordination of infrastructure planning and delivery. The London Infrastructure Plan 2050 is not a statutory document however it complements other statutory strategies, including the London Plan and Economic Development Strategy, and supports implementation of both of these documents. 
 

Financial comments

5.1    Approval is being sought to accept secured funding of £248.6k from the London Lane Rental Scheme and for the spending of these funds towards the Phase 2 development of the London Infrastructure Mapping Application.

5.2    The estimated expenditure and funding is set out below.

Expenditure

     Budget

 

           £000

Project Manager

53

Javascript development

50

Database Development

50

Specialist consultancies

50

Database, notification and mapping web services

13

Catering, stakeholder engagement events, training programmes

10

10% contingency (as mandated by funding)

22.6

Total Estimated Expenditure

248.6

 

 

London Lane Rental Funding

-248.6

   

Total Net to the GLA

0

5.3    It should be noted that the London Infrastructure Mapping Application - Phase 2 development is 100% grant funded and the £248.6k income from the London Lane Rental Fund has been confirmed. The overall costs of the project should not exceed the allocated funding.

 

Planned delivery approach and next steps

The project will be overseen by a Project Manager responsible for day to day delivery. The Project Manager will be appointed on a one year basis, and will work as part of the Infrastructure & Growth team within the Economic & Business Policy Unit of the GLA. They will report to the Principal Policy Officer within the team.

 

Activity table

Activity

Timeline

Recruitment of Grade 8 position to support delivery of project

June/July 2016

Stakeholder engagement, design thinking workshops and development of work programme

July - August 2016

Procurement and undertaking of technical development activities (javascript development)

September 2016 – May 2017

Sourcing of new data and data analysis

September 2016 – May 2017

Development of governance framework, including preparation of programme manual, and establishment of business case for ongoing resourcing

March 2017 – June 2017

Stakeholder engagement

Ongoing throughout period July 2016 – June 2017