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«The Culture and Sport Evidence (CASE) programme is a three-year joint programme of research led by the Department for Culture, Media and Sport (DCMS) ...»

-- [ Page 1 ] --

Culture and Sport Physical Asset Mapping

Toolkit

August 2010

Culture and Sport Physical Asset Mapping Toolkit

The Culture and Sport Evidence (CASE) programme is a three-year

joint programme of research led by the Department for Culture,

Media and Sport (DCMS) in collaboration with Arts Council England

(ACE), English Heritage (EH), the Museums, Libraries and Archives

Council (MLA) and Sport England (SE).

TBR 1 and the Cities Institute 2 were commissioned to produce this

report.

TBR is the trading name of Trends Business Research Ltd Cities Institute, London Metropolitan University Culture and Sport Physical Asset Mapping Toolkit Contents EXECUTIVE SUMMARY

1. INTRODUCTION

1.1 WHAT IS THE PURPOSE OF THE TOOLKIT?

1.2 WHAT IS A PHYSICAL ASSET?

1.3 WHY CREATE A TOOLKIT TO MAP THESE?

1.4 WHERE HAS IT ALREADY BEEN DONE?

2. MAKING A START

3. DEVELOPING DEFINITIONS

3.1 DEFINING AND FINDING YOUR PHYSICAL ASSETS

3.2 DEALING WITH GAPS IN DEFINITION AND DATA COLLECTION

4. MAPPING

4.1 THE POLICY BACKGROUND

4.2 THE PURPOSE

4.3 THE APPROACH

4.4 COLLECTING THE DATA

4.5 CREATING DATA TEMPLATES

4.6 RECOMMENDED APPROACH TO COLLECTING DATA

4.7 STORING THE DATA

5. ASSET INVENTORIES

5.1 IDENTIFYING THE REQUIREMENT

5.2 COLLECTING THE DATA

5.3 INCORPORATING THE INVENTORY DATA

6. ASSET SIGNIFICANCE AND ROLES

6.1 UNDERSTANDING YOUR ASSETS

6.2 DECIDING ON SIGNIFICANCE

6.3 ALLOCATING ROLES

6.4 POSITIONING YOUR CULTURAL AND SPORTING ASSET ‘OFFER’

7. MAKING AND SHARING MAPS

7.1 SHARING PHYSICAL ASSET MAPPING

8. EVALUATION AND MAINTENANCE

8.1 EVALUATION

8.2 KEEPING DATA ‘LIVE’

8.3 MAINTAINING THE RELEVANCE

Culture and Sport Physical Asset Mapping Toolkit 9. APPENDIX

9.1 FAQS

9.2 DETAILED GUIDANCE ON ‘MAKING A START’

9.3 PILOT PROJECT POLICY BACKGROUND

9.4 DATA SOURCES

9.5 ADDITIONAL DATA SOURCES

9.6 SAMPLE QUESTIONS FOR USE IN PRIMARY RESEARCH

Tables Table 1: What can you use this mapping toolkit for?

Table 2: Mapping project - checklist

Table 3: Data sources to look at first

Table 4: Fields for asset inventories

Table 5: Table of additional data sources

Table 6: Checklist to keep data up to date

Table 7: Before starting, points to consider:

Table 8: Data sources

Table 9: Additional data sources

Figures Figure 1: Culture and sporting infrastructure

Figure 2: Physical Asset Primary Description

Figure 3: Mapping Process

Figure 4: Asset Data Template

Figure 5: Woolwich Case Study: Policy and Initiative Synergies

Figure 6: Toolkit evaluation process

Culture and Sport Physical Asset Mapping Toolkit Executive Summary Introduction What is a physical asset?

A Culture and Sport (C&S) physical asset is a place where people go to experience and take part in culture and sporting activity. Physical assets are therefore facilities with public access. They may be buildings specifically constructed or it may be a place that has another primary use but also provides a valuable local space in which culture or sporting activity is undertaken by the community.

Why create a toolkit to map these?

Accurate and up to date information on existing cultural assets is important in cultural planning as a resource to inform decisions and analysis. This toolkit is therefore an essential element in the suite of Cultural & Sport Planning tools developed under the Living Places resource.

Making a start To make a start on the process of delivering a physical asset mapping project, the process requires a committed team, and the following questions need to be considered when making

a start:

• Are there enough resources available for the project?

• Is the management and leadership focused and clear?

• Are any specialist skills or resources required from the project?

• What is the strategic use and motivation behind the project?

• What is the policy context behind the project?

• What are the aims and objectives that are guiding the project?

• What data and information is available, required and suitable for the project?

• What will happen after the mapping has occurred?

Developing a definition Defining culture and sports physical assets poses problems when an asset is used for more than one purpose. Our starting point has been to identify the assets where most cultural and sporting activity takes place. These assets have been grouped into four broad categories (see Figure 2, page 12), to represent venues and other physical assets where similar types of activity take place.

Defining and finding your physical assets Mapping physical assets is an step by step process. It is suggested that you use the definitions in the templates provided to guide your initial search for assets. Once individual assets have been identified they can be included in an Asset Data Template.





Mapping Before undertaking a mapping exercise, it is important to consider the policy background behind your mapping process. Understanding the policy background can help develop Culture and Sport Physical Asset Mapping Toolkit linkages between policy areas and ensure that data collected support wider policy developments.

Mapping can generate different outcomes depending on the reasons why you are undertaking the exercise and it is important therefore that there is clarity on the purpose from the outset.

Mapping Approach A number of decisions arise once the purpose of your mapping becomes clear. These are

outlined in the flow chart below:

Mapping Process Collecting the data Data are available from a wide variety of sources. Different data sources will be appropriate for different mapping projects. There are a number of national datasets that can be accessed to identify and map physical assets. Some projects do choose to supplement Culture and Sport Physical Asset Mapping Toolkit nationally available data with information from other sources in order develop the regional/local context and knowledge-base.

Points to consider when collecting data:

• Format of the data collected.

• Time taken to manipulate or collate data.

• Cost of data.

• Level of detail.

• Methodology used to generate data.

Creating Data Templates It is important that the data collected is organised and arranged so that it can be accessed in a straightforward manner. To view the example data template please see the downloadable Excel document available online.

The fields in the data template are crucial to the success of the mapping. Recommended fields are outlined in Section 4.5 (page 18) Storing Data Storing and managing data effectively is key to functional data usage. Appropriate storage ensures accuracy, validity and integrity, whilst also saving time and resources. Effective storage also allows data to be preserved for use in the future.

Asset Inventories Having identified that an asset exists, additional or further information on particular assets (also called inventory data) is a requirement for many mapping projects. This inventory data needs to be identified, collected, accessed and incorporated into the mapping dataset. The

following steps help create and establish an asset inventory:

Identifying the requirement In order to identify the required inventory data, the project objectives, requirements and the current asset typology need to be considered by those undertaking the mapping process.

Collecting the data Inventory data may come from a range of sources. Some national sources of data can provide detailed information, but in most cases other data sources should be considered.

Incorporating the inventory data When incorporating your inventory data, there may be more fields that you decide are suitable for your mapping. In adding more fields, the user needs to consider two options for

incorporating additional data:

1. Inventory data is added to the data template

2. Setting up a separate template for inventory data.

Asset Significance To make good use of your asset mapping in strategic and local decision making you may wish to decide on the significance of individual physical assets so that you can identify their potential role. This should increase the flexibility and use of your asset mapping as a decision support resource.

Allocating roles Assets may be of differing significance or ‘reach’. An asset with local significance may have the most important role if your asset mapping is being used to underpin a local area Culture and Sport Physical Asset Mapping Toolkit development plan or to leverage a Standard Charge or other type of developer contribution.

It is therefore important to contextualise the role of an asset in relation to the wider policy objectives under development.

Positioning your cultural and sporting offer Identifying the significance and role of individual assets enables you to use the evidence contained in the physical asset dataset or database to engage with strategic decisionmaking.

Making Maps Desktop GIS software can be used to display not only the locations but also other attributes of physical assets. GIS software is widely available and in order to use it to visualise your assets you will need to collect accurate information about their geographical locations.

The degree of geographical accuracy you require for visualising your assets depends on the scale you wish to display your data. Postcodes will be adequate for most regional level mapping exercises.

There are a number of recommended steps to be taken when making maps, these are summarised in Section 7 (page 27).

Sharing Physical Asset Mapping Most physical asset mapping projects to date have relied on sharing the distribution and listing of assets in paper or digital based reports and through Excel spreadsheets. If your asset data is geo-coded then sharing your asset information with others interested in using the asset information to make decisions is easier. Asset mapping can be the first step in facilitating a conversation between agencies and organisations on developing the cultural and sporting infrastructure.

Evaluation and Maintenance It is important for users of the toolkit to stand back and critically assess the toolkit process. It is recommended that a feedback system is developed as part of the project and that those involved are encouraged to provide feedback throughout the project.

Keeping data live It is essential that the data sources used in mapping are kept up to date. Maintaining the currency ensures accuracy of data, allows users of the toolkit (and its outputs) to access the most up to date information and makes challenges to the data less likely.

Maintaining relevance As the initial requirements of the initial mapping become superseded and changes to the asset base occur and different agendas are focused upon, it is important that both the data and the toolkit remain current. It is crucial therefore that the C&S asset mapping exercise is not just seen as a one off event; but that the data and mapping is updated at regular intervals. The C&S Physical Asset Mapping Toolkit will provide the essential and cost effective baseline and framework for subsequent exercises.



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