Clearing a new path: HVSAPS

Previously, the permitting process was largely manual. Personnel gathered information about the vehicle and the structures along the planned route. That data traded hands between outdated software and spreadsheets. It took potentially hours to determine access for just one structure and most of these vehicles pass through tens if not hundreds of bridges and roads on a single freight journey.  

Beyond the load and effort for Victoria’s structural engineers, this approach also impacted freight operators, as their time-sensitive journeys can’t begin without these permits. 

When developing a new automated system to address this, the DTP chose WSP because of our proven experience with creating custom digital solutions and our reputation in the industry for software, structures, and freight capability. This is a key example of where software and systems intersect with engineering and asset management, a key sweet spot for WSP’s Australian digital team. 

One of the main challenges when automating access decisions was a lack of consistent data, a common issue in the industry due to the wide range of structures and the age of some of these assets. To address that, a combined effort of DTP and WSP structural engineering teams analysed the historic data sets to gather all the necessary information and enter it into the core HSVAPS systems. As a part of the project, we also created tools to improve the data uplift capabilities. Engineers can now mark-up structures, capturing relevant details like the spans, lengths, and supports of a bridge. This allowed the combined team to build a strong, trustworthy foundation. 

On top of this work, HSVAPS can also recognise when key data is missing. For example, if all but one of the structures on a route have enough high-quality data to make a judgment, the system will process everything it can but then stop at the structure lacking data and flag what’s needed, unable to progress until it has the information necessary to make an informed assessment. Once the engineers retrieve the missing pieces, the process can be rerun, and that new data will be incorporated going forward. These features save time for individual applications and future trips on the same roads and bridges, both for the freight operators and DTP. 

HVSAPS also monitors changes in structure data, which is automatically updated in the system daily. HVSAPS is integrated into DTP’s existing processes, so when inspections are conducted, the solution automatically ingests structure condition data from their asset management systems. The system will reflect and account for all recorded structure conditions, including defects but it also allows engineers to manually add when necessary. They can also create rules based on these changes, such as slowing down vehicles or temporarily forbidding permits for that structure until the issue is resolved. These rules impact active assessment outcome calculations ensuring that the access determined for that structure maintains its integrity and is safe for all road-users.

The data captured for permitting can be easily reused and integrated with other systems to support a range of operational benefits, such as more efficient and timely maintenance, precision information for validating maintenance schedules and targeted prioritisation of investment.

These features add up to a robust system that prioritises safety and ensures decisions are made with the best information available. This provides better measurements that improve the quality of data going into the new, automated system, without the need for our direct intervention. 

The permit process looks very different now. For a start, HVSAPS is accessible through a new, single modern web interface instead of the previous mix of desktop software and spreadsheets. The solution automatically pulls relevant data from the regulator once it receives a request. HVSAPS then identifies the route and the structures on the proposed path, runs the structural engineering calculations, applies all the relevant conditions and then generates a result.

HVSAPS also provides more than just a binary “yes” or “no” answer. The judgements are highly detailed and break down the data, helping DTP understand why HVSAPS reached that conclusion. And in situations where a structure needs a careful approach, the system will establish conditions for the permit, such as driving slowly over a bridge or restricting the vehicle to a reinforced lane. Automating these caveats and edge cases ensures safe travel, protecting the infrastructure, freight and most importantly the travelling public. 

Similarly, HVSAPS can now provide alternative options when a route fails to meet the requirements for permitting. 

“Say you've asked for this vehicle with a specific mass, and it isn’t suitable. HVSAPS will tell you that you can't have access with the fully laden vehicle that you've asked for,” explains Gallaugher. “But before you have to submit for an entirely new route, it extends the option to run the vehicle on the original path at a lower weight, for example 75 tonnes instead of 85 tonnes. And then it's the freight operator’s decision whether or not they choose to run the vehicle at the lower weight or if they want to submit for a new route. or vehicle” 

This provides operational confidence to fleet owners and managers about which vehicles they can run on which routes. With that knowledge, they can now make proactive vehicle replacement decisions to reduce running costs and carbon emissions. These efficiency gains simplify complex haulage pricing, increase the competitiveness of route choice for export customers and even reduce local cost of living pressures.

With the system operational, both freight operators and DTP are seeing massive gains in time and efficiency, processing over 500% of the normal weekly permits in just the first week of operation. The permit processing team, previously occupied with the time-consuming work of handling approvals, can refocus their engineers and operational access teams to maintaining high quality data on key state assets. By decoupling the increasing volume of permits from the headcount of the team, they’re unlocking scale and ensuring better outcomes for industry into the future. 

The new system will allow Victoria to stop charging for permits starting this year, which will generate economic activity for the state on top of the direct savings from HVSAPS’ improvements. 

Looking ahead, we want to expand this system across Australia and the world, and fortunately the client is enthusiastic about deploying this solution beyond Victoria. While there are broadly similar automated systems elsewhere in the world, this solution is in many ways the first of its kind, addressing the universal issue of unpredictable and inconsistent approaches to permit assessments.