Service & Support

The document below is a GDMS (Geotechnical & Drainage Management Service) workflow overview. This workflow document is not intended to replace the GDMS Manual which can be accesses here https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/1200488463. The GDMS Manual is a comprehensive guide to, almost, everything GDMS related and should always be referenced when you encounter issues with importing, validation, project processing, using WinCan Map, and exporting GDMS projects to and from WinCan VX. The Document below is a summarised GDMS project processes/workflow, from import (into WinCan VX) to export (out of WinCan VX) and upload (import back to the GDMS system). The granular details are omitted on purpose, however, links will be provide to any relevant chapters of the WinCan GDMS Manual as and when needed.

Geotechnical & Drainage Management Service (GDMS) is a UK highways asset data standard used to structure, capture, and exchange geotechnical and drainage information for import into the National Highways GDMS platform. It defines how survey data is recorded, attributed, and spatially referenced (typically via GIS/shapefiles), ensuring consistency across projects.

The GDMS standard covers a wide range of assets and features, including but not limited to drainage networks (pipes, manholes, gullies, laterals), surface water features (ditches, swales, ponds, outfalls), and geotechnical elements (earthworks, slopes, embankments, cuttings, and associated inspections). It also supports linked condition data, observations, and notes.

In practice, GDMS is used to:

Create structured survey datasets
Standardise asset classification and attributes
Enable GIS-based export (e.g. shapefiles)
Ensure compatibility with the National Highways GDMS portal for upload, management, and analysis

In short:
GDMS is the data and asset standard used to consistently capture and manage geotechnical and drainage information for National Highways systems.

In a very big nut shell. The GDMS and WinCan GDMS project process are crushed down to, before WinCan (WinCan Map validates the customers GDMS Shape files before import in to VX), after processing the project in WinCan VX and before exporting the dataset out of WinCan VX (VX Validation, Validate the WinCan VX GDMS Project before export to shape files) and before upload to the GDMS System/portal (the shape files created after export from WinCan VX are again Validated in a standalone WinCan VX Map). At each element, there is a Validation process you MUST follow, this process will get your data/project to 95% complete. It will not guaranteed a successful upload to the National Highways GDMS portal and the reason is as follows; The GDMS/National Highways system completes it’s own validation checks on your exported WinCan VX GDMS dataset during the upload process to the GDMS portal. The National Highways produce an XMSX document (Current document is GDMS Drainage Data Formats v2.2 rev02c 2026-04-13 AS PUBLISHED.xlsx https://downloads.gdms.assetia.cloud/ ) which lists those checks. This list is updated regularly, and if your GDMS project upload fails, you are able to export the failed upload report as a CSV file which can be compared with the latest data validation check tab within that document. If your project shape files have failed to upload, and when you have referenced this document, you can go back to VX rectify these errors and re-export your project and try to upload again (rinse and repeat).

GDMS Project Workflow

Prior to undertaking any work on GDMS you will NEED;
1. WinCan VX Expert Edition Version 18 or above https://www.wincan.com/service/download/
2. WinCan GDMS2024 add-on for WinCan VX
3. Staff with a detailed understanding of GDMS/Map that have attended WinCan VX Map training at our offices in Woking
The client creates a GDMS project from the National Highways database.
This project is a Zip file named after the catchment.
1. Catchments are the unique identifier to that specific data set
The Catchment Zip contains several files that end in .shp, dbf, and .shx and will look similar to this
The Contractor is emailed the Catchment ZIP.
1. The catchment ZIP file should be extracted to a convenient location on your local PC
GDMS projects need to be Validated at different stages of their life cycle.
1. First, before import into VX and via WinCan Map (WinCan Map validates shape files), WinCan Map is a standalone application.
2. Second, before export out of VX, using WinCan Validator (WinCan VX Validates the GDMS project)
3. Third, using WinCab Map, before import into the National Highways Portal/database, using the Shape files that were created from you GDMS WinCan VX export in step2. (WinCan Map validates shape files)
  1. The Validation tools in WinCan VX and WinCan Map are different, used hand in hand with each other, but at different stages of the GDMS project life cycle.
  2. The original data received from the client could have errors, these errors are easy to fix in WinCan Map and prior to importing into VX (if you’re trained and know about GDMS Map and understand the errors).
  3. It is the customers/operator/ WinCan VX users responsibility to fix shape file errors prior to importing those shape files into WinCan VX
  4. The Pre WinCan VX import validation process is a vital step that confirms a stable foundation for your GDMS project.
  5. The “Pre Import Validation” process is monitored within VX.
  6. All projects that have NOT been Validated before import will be ineligible for support.
  7. It is rightly assumed by WinCan that if a customer forgoes pre-import validation of a GDMS shape file dataset they;
    1. The Customer is waving their right to WinCan Technical support on this specific GDMS project
    2. The customer is confirming they acknowledge the project has errors and chose not to fix those errors prior to import into WinCan VX
    3. The Customer confirms they know how to fix those pre-import errors at the WinCan VX export stage or, if the project fails to import in to the GDMS system after export and during the GDMS import stage
    4. Please remember “Those who lack accountability think everything is an Attack!”. If , for whatever reason, you have decided not to Validate your GDMS shape file prior to import into WinCan VX you have, by definition, accepted responsibility and are now accountable! Good luck and god be with you, you’ll need both!!!!
Validating your shape files Prior to importing into VX, Do not miss this step it's important (please see above!) https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/1201569843
1. IMPORTANT! Map only validate shape files and the validation tool is greyed out when the project has been created. This is the reason we use WinCan Map in it’s standalone form to interrogate the GDMS shape files before import into WinCan VX.
2. Open WinCan Map (DO NOT create a project in VX first, WinCan map is an independent tool which we will use independently of WinCan VX!)
3. WinCan Map has a validation tool which allows you to fix any errors/critical errors within those files
4. Drag and Drop the Point.SHP, Region.SHP and Continious.SHP into maps main window and let go
5. Go to the DMS Ribbon at the top of MAP and select validate
6. Your data will be interrogated,
  1. You are only concerned with errors or critical errors so use the filter tool (funnel) for the ‘Level’ column to filter on errors only
  2. When only errors are seen, look at the comment section, where you can scroll up and down the complete list or errors, if the comment section reports all errors are “ignored on VX import” you’re good to import into VX, because all errors are (Captain bloody obvious statement to follow, soz not soz!) ignored during the VX import process.
    1. To better understand “ignored on VX import”. When validating a Shape files prior to importing into WinCan VX, the import process will change Activ_TYPE during that process and add the missing data (Activ_TYPE is not set before import because you’ve not completed any activities!). However, Map is used to validate shape files before import into VX, and also, before import back into the GDMS system. So, if you see the same error after completing the project and after exporting from VX you’ll need to fix those errors or the GDMS system will reject the upload!
7. https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/3885072411 Go to this link scroll down to activities and have a read!
8. If you see any other types of errors (see pic below as an example) you may need to speak to your customer as their data (shape files) may be corrupt or you may need to follow the description of the error to better understand how to fix the issue.
9. The rule is “If your data has errors when viewed in WinCan Map things will only get worse after importing into VX!” So fix those errors!
Import Shape files into VX
1. This will be painless, it you’ve validated your data prior to import
2. Go to the VX ribbon bar and look for Data Exchange
3. Go to Import from GIS and import from shape files
4. Open the import from Shape file option, select GDMS from the project standard and hit the double blue arrow to take you to the next screen (if you don’t see GDMS 2024 in this list you’ll need to purchase the GDMS2024 add-on for your WinCan VX license)
5. This brings you to the shape file mapping screen, where you select the source directory which contains your GDMS shape files. Browse to the directory that has the Shape Files, select only one of the .SHP files, the rest or the relevant files will be selected after you select open
6. After open you’ll see the below screen
7. Do NOT change the default options! Click next or the green tick, your project will be imported and validated during the import process.
8. After the Shape files have import you will be presented with this screen, there are usually warning, these warning are specific to ‘YOUR’ data or more importantly the data within your customers GDMS data set.
9. Open the project in WinCan VX
10. Open WinCan Map. WinCan Map will now interrogate the data and look for sections with incorrect or missing inspection directions “FLIPPED”. You may see the below ”Suspicious lateral found” window and a list of inspection/sections that WinCan Map thinks are incorrect (please check the GDMS project setup)https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/1201569843 . IMPORTANT, some of the data in GDMS is well over a decade old and, that data, is missing key components used to determine “Suspicious Laterals”. The process for dealing with old data in GDMS shape files will be covered during WinCan advance Map/GDMS Training which is a 3 day course.
11. to view the section select the magnifying glass
12. To flip he section select the “INVERT” option
13. While the “Suspicious lateral” window is open you can ‘Flip’ the section back and forwards as many times as you like, if needed. But, once all tasks in the window have been approved, and the window is closed, you are unable to reopen this window it’s a ‘fix and forget’ option. Remember this data is read only (data directly from GDMS portal and from the shape file) if you approve the changes and you’re wrong or have made a mistakes and have NOT processed the project in any way shape or form, delete the project re-import the shape file data and start again!
Project setup and Site work
1. Process what you’ve been asked to process within the boundary of your new GDMS project (various links below fill your boots)
2. https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/4481581074
3. https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/1201569843
4. https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/1202094106
Exporting your data for delivery (Validation and export)
1. https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/1202192454
2. Before exporting a completed project for delivery, that project will need to be validated before export! The validation process in WinCan VX, is live and can be seen in the validation column, where there will be either, a green ticks, red exclamation marks or yellow/orange warnings.
3. Select the error to see the description of the issue, this can be looked at per object (section, lateral or node) or per project
  1. Object level validation (validation can be seen on the section by clicking the red exclamation mark). Selecting the validation for a specific section will open the window below the errors and warning can be expanded using the plus or minus at the bottom of the screen.
  2. Project level validation, go to tools, WinCan Validator
  3. Hit validation to see the complete validation for the project
  4. All Validations can be filtered on warning and errors, however, project validation has the ability to change the view so all errors for a specific rule are grouped (keep pressing change view cycles this view), i.e. rule 1146 there are 34 violations and so on.
  5. Grouping Validation errors is handy if you’re using filters and search are replace to complete bulk changes, it’s also dangerous if you don’t know what you’re doing and I would highly recommend attending WinCan VX Advance Map training.
Project is ready for Export
1. When all ticks are green you’re ready to export the completed project and you’ve been through the GDMS manual “Creating Export for delivery” https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/1202192454
2. Go to Data Exchange, Export (this process will create the GDMS shapefile (zip) and various other folders, for your project and save them in a location of your choosing but the default is the exchange folder in the MISC folder of your project)
4. You may find you have warnings, which is what I find for my specific project.
Validate your GDMS shape file, in WinCan Map, before delivery to your client or upload to the GDMS portal
1. The export process has completed and the exchange folder has been created in your project, these files are now available to validate in WinCan Map (WinCan Map Validation) prior to delivery to you client or GDMS portal
2. Go to the project tab of your project, select project path, navigate to the exchange folder, drill down until you find the zip folder and extract the contents
3. Close all WinCan projects, open WinCan Map, take the Point, Region and Continuous.SHP files and import them into WinCan Map, then validate the result!
4. You will now see I have only warning for the validation in WinCan Map, in fact I have 138 warnings and 0 errors.

The above is a very broad overview of the GDMS project workflow and lacks all of the granular detail. However, if you choose to, or, if you have been asked “what is involved in the completion of a GDMS project” above is a good general overview of the workflow. It does not, in anyway, cover any of the real detail involved in understanding GDMS or completing a GDMS project. This can be found in the GDMS manual that has been linked in many of the above steps and also at the end of these notes. Please “look before you leap”, GDMS is by no means a small undertaking and it cost time and money to become proficient. https://cdlabdev.atlassian.net/wiki/spaces/FAQ/pages/1200488463

Training on WinCan VX, WinCan VX Advance elements including Map are available from WinCan UK please call the WinCan UK office, contact details can be found on the WinCan.com website.

GDMS Project Workflow

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