Department of Public Works and Highways Issued Date: February 28, 2017

Standard Procedures Manual Doc. Code: DPWH-SPM-PDS-01

Bukidnon Second District Engineering Office
Management of the Annual Visual Road Condition Revision No. 00
Assessment and Road Inventory Survey Page No. 1 of 4

1.0 Purpose

To measure and record the condition throughout the road system. It also provides a sequence of
record/condition that can be analyzed to indicate performance trends and condition date for
analysis in the Pavement Management System (PMS), Routine Maintenance System and
eventually for budgeting in the Multi-Year Programming System (MYPS). It ensure that policies,
processes and procedures for the collection of road condition and road inventory data are
properly observed in order to provide comprehensive and appropriately accurate road and bridge
information.

2.0 Definition of Terms

Road and Bridge Information Application (RBIA) is the DPWH official central database for
network level of road and bridge related data.

Annual Visual Road Condition (RoCond) Survey to assess the condition of the road by
measurement, recording and evaluating the various pavement distresses in the existing road
network.

Road Inventory Survey is the process of collecting information concerning any changes to the
network such as the completion of construction on a new road or the conversion of a road to
DPWH responsibility.

Road Condition Data Entry System (RoCond DES) refers to the stand alone program used
in encoding of RoCond Survey Data prior to uploading in the Central Office server.
3.0 Procedure

Process Flow Responsible Details

START

Receive District The District Office receives memorandum

Memorandum from Administrative from Regional Office/ Central Office to
RO/CO and Prepare Officer, District conduct Annual Road Condition
Office Memo to Planning Engineer, Assessment and Road Inventory Survey
Conduct Annual Assistant District and prepares memorandum to conduct
Bridge Survey Engineer, District survey districtwide to be approved by the
Districtwide Engineer District Engineer and submit to Planning
and Design Section

A
 Department of Public Works and Highways Issued Date: February 28, 2017
Standard Procedures Manual Doc. Code: DPWH-SPM-PDS-01
Bukidnon Second District Engineering Office
Management of the Annual Visual Road Condition Revision No. 00
Assessment and Road Inventory Survey Page No. 2 of 4

Process Flow Responsible Details

Receive Office RBIA District The RBIA District Coordinators receive

Memorandum and Coordinators office memorandum and secure Pre-
Prepare Logistics printed Condition Inspection Form from
the Regional Office and prepare logistics in
the conduct of RoCond Assessment and
Inventory Survey

Conduct Annual RBIA District The RBIA District Coordinators and District
Visual Road Coordinators and RoCond Survey Team conduct RoCond
Condition District RoCond Assessment and Road Inventory Survey
Assessment and Survey Team including checking of collected condition
Road Inventory and inventory data of the total road
Survey Districtwide network.
The sequence and detailed day to day
operation of the data collection is under
the control of the District Coordinators.

Check, Encode and RBIA District The RBIA District Coordinators check
Submit Data Coordinators thoroughly the data collected of the total
road network within the given time frame
of four months per directive from
Regional/ Central Office and encode the
data using RoCond DES and will be
submitted to the Regional Office subject
for review to ensure its quality and
accuracy.

Upload Data RBIA District The RBIA District Coordinators upload the
Coordinators reviewed RoCond DES data at the
Regional Office to the Central Office
Server using the RoCond Database File
Uploader.
Upon review of the uploaded data at the
Central Office, if it does not pass the
validation and quality check through Road
Condition Analysis Result (Confirm
Enterprise), random field validation and re-
assessment must be conducted by the
District Coordinators, supervised by the
Regional Coordinators
B
 Department of Public Works and Highways Issued Date: February 28, 2017
Standard Procedures Manual Doc. Code: DPWH-SPM-PDS-01
Bukidnon Second District Engineering Office
Management of the Annual Visual Road Condition Revision No. 00
Assessment and Road Inventory Survey Page No. 3 of 4

Process Flow Responsible Details

Coordinate the RBIA District The RBIA District Coordinators receive

Conduct of Random Coordinators memorandum from RO/CO/DEO to assist
Field Data Validation in the Conduct of Random Field Validation
of the RBIA Regional Coordinators for the
visual verification of discrepancies on
Uploaded RoCond DES Data and Road
Condition Analysis Result (Confirm
Enterprise) to ensure that data collection
and quality assurance procedures are
correctly applied by the survey team.

Submit Updated RBIA District The RBIA District Coordinators update the
Road Condition Coordinators Road Condition Assessment and Road
Assessment and Inventory Survey Data verified from Field
Road Inventory Validation and submit to RBIA Regional
Survey Data Coordinators for quality checking.

Upon the undertaking of quality check of

data by the Regional Coordinators prior to
uploading in the database to ensure the
quality, completeness and accuracy of
outputs, if discrepancies are noted, RBIA
District Coordinators are advised to
immediately rectify and resubmit to RO
the revised files/ data. If there’s a need to
revalidate, RBIA Regional and District
Coordinators jointly conduct field
validation/ verification of said noted
discrepancies.

Upload Updated RBIA District The District Coordinators upload the

Road Condition and Coordinators verified Updated Road Condition and Road
Road Inventory Data Inventory Survey Data to RBIA

C
 Department of Public Works and Highways Issued Date: February 28, 2017
Standard Procedures Manual Doc. Code: DPWH-SPM-PDS-01
Bukidnon Second District Engineering Office
Management of the Annual Visual Road Condition Revision No. 00
Assessment and Road Inventory Survey Page No. 4 of 4

Process Flow Responsible Details

Record Official PDS Support Staff The PDS Support Staff records, labels and
Documents files the updated Road Condition Data
Entry System, Road Condition Analysis
Results, Road Inventory Survey Data Files
and Memorandums Relative to the
Conduct of Annual Visual Road Condition
Assessment and Road Inventory Survey

Daily and Continual RBIA District The RBIA District Coordinators updates
Updating of Coordinators daily and continually the Straightline
Straightline Diagram Diagrams of the Road Network as to the
of Road Condition following categories;
and Inventory of a.) Road Condition and Defects;
Road Network b.) Inventory of Road Elements;
c.) Road Surface Type; and
d.) Road Network Development.

END

4.0 References

Department Order No. 54, Series of 2004

Visual Road Condition Assessment Manual, Philippine Version No. 1 ( July 2014)
Road Network Definition and Inventory Update Manual Version No. 4 (Nov. 2016)
Road Data Collection, Quality Assurance and Management Manual, March 2004
Theories and Procedures of Road and Bridge Information Application

5.0 Records

Road Condition Data Entry System Database Files

Road Condition Analysis Results (Confirm Enterprise)
Road Inventory Survey Database Files
Memorandums Relative to the Conduct of Annual Visual Road Condition Assessment and Road
Inventory Survey