GEP Certificate Database System - User Manual
Contents
1. Agriculture Animal Fodder amp Forage Berries Aerial Bait Drip Browse File selected Submit Certificate For review Page 7 NOTE certificates can only be added as pdf files If the certificate you have is not in a pdf format use the original software programme to save it as a pdf file or use a pdf convertor programmer Do not attempt to change the file extension to pdf from jpg etc it will NOT work and the file will be rejected You must save it in the original software programme as a pdf or use a convertor programme Complete as many of the fields as possible Those marked are mandatory The date fields use a calendar system click in the field and the choose the year month and date in turn If the certificate has no date then click the No date field The Field of Use Crop Group and Application Method options only apply to some countries If you want to choose multiple fields hold down the Ctrl key and click all of the items you want to select When you have completed all the fields click the Browse button to navigate to the relevant certificate file pdf files only Once you have selected the file you will be returned to this screen Then click the button to Submit Certificate for review A GEP Certibase administrator will review the request before adding the certificate to the system v 1 23Jan2014 My Certificates If you click on this menu option on the dashboard you will se2. button A GEP Certibase administrator will review the request before adding the Town City organisation to the system Zip Code In some countries it may be necessary to register multiple sites for an individual organisation If each Country al og seats location receives a separate GEP certificate then register each site as a different organisation Please note the added organisation must be approved by ourselves before it becomes active Please allow five working days For this GEP Certibase User Manual Page 6 v 1 23Jan2014 Add Certificate Before adding a new certificate to the system please check that it is not already in the system by using the Search Certificates menu option To add a certificate click on the Add Certificate menu option at the top of the Dashboard GEP Certibase Dashboard Add Certificate Add Certificate Certificate Location Details Organisation Address 1 Address 2 Address 3 Town City Zip Code Country Authority A amp W FieldScreen GmbH Austria GEP Certibase User Manual Add Organisation My Certificates Search Certificates Certificate Number Valid From Valid To Field of Use Crop Group Application Method Keywords comma separated Select Document Please ensure this is a PDF file Contact Us Certificate Details E No date F No date Acaricide Bacteriocide Bio stimulant
3. Ruy Haguenau Country Keywords France France France France France France France France Page 10 validity 25 Jul 2012 24 Jul 2017 30 Oct 2009 30 Oct 2014 12 Feb 1998 12 Feb 2003 26 Mar 2003 26 Mar 2008 13 Jun 2001 13 Jun 2006 02 Dec 2005 02 Dec 2010 25 Oct 2010 24 Oct 2015 06 Oct 2003 06 Oct 2008 09 Oct 2012 09 Oct 2017 28 Feb 2012 28 Feb 2017 gt D D gt gt gt 4 o Add o Add o Add o Add If you wish to select a certificate either to download it or to create a text table with a hyperlink to it click the Add button This will add the certificate to your portfolio This is rather like a shopping basket cart when you buy goods on line The number of certificates you have in your portfolio is shown at the top of the screen You can then conduct further searches and continue to add certificates to your portfolio At any time if you want to view the list of certificates in your portfolio click the view link You will see a list of the certificates as shown on the next page v 1 23Jan2014 GEP Certibase Dashboard Add Certificate Add Organisation My Certificates Search Certificates Contact Us When viewing your portfolio you then have several options My Portfolio S E ER RER 3 Remove individual certificates from your portfolio ee click the Remove button next to the certificate Agrolis Consulting Isle sur la Sorgue
4. Storage It provides a single central place for the storage of GEP Certificates for Official Testing Organisations throughout the EU 2 Retrieval It provides a single source of GEP certificates saving time for anyone writing a BAD as they do not have to request copies from testing organisations or find a copy in their own company system Copies of the certificates can either be downloaded from the GEP Certibase as individual pdf files or the system can create a text table that list the organisations and certificates with a hyperlink to each individual certificate 3 Reference Anyone reading a BAD or other document that contains a text table created by the GEP Certibase can click on the hyperlink and immediately view a copy of the certificate providing immediate assurance that a valid GEP certificate for the testing organisation exists Users There are 3 type of users of the system 1 Standard Users These are users who wish to a submit certificates for storage in the system b retrieve a copy of a certificate as a pdf file c create a text table listing all of the GEP certificates applicable to the Testing Organisations in a Biological Assessment Dossier Standard users are typically employees of Official Testing Organisations Contract Research Organisations manufacturers etc They must be registered to use the system but their company does not have to be a member of ECPA 2 Administrators These are users who revie
5. France 25 Oct 2010 Live Searchable ES 24 Oct 2015 ACPEL Association Charantes Poitou d experimentation legumiere Saintes France 25 Jul 2012 Live Searchable Ore E Remove all of the certificates i click the Remove 24 Jul 2017 All button Agrisearch France SARL Meauzac France 13 Jun 2001 Live Searchable oo une Add further certificates to your portfolio click Airel Sainte Livrade sur Lot E Live Searchable ES Search Certificates on the dashboard menu 06 Oct 2008 amp Download Files Download List Remove All Download files click the Download Files button This will provide a download of all the certificates in your portfolio Click on the link to download the certificates in a zip Success file Your portfolio archive is ready download Once you have saved the zip file close this dialogue box GEP Certibase User Manual Page 11 v 1 23Jan2014 GEP Certibase Dashboard Add Certificate Add Organisation My Certificates Search Certificat Finally you can download a list of the certificates This will download a MS Word document that contains details My Portfolio of the certificates Certificate Organisation Town Country s Click the Download List button and then save the file Agrolis Consulting Isle surta Sorgue 25 0 24 0 ACPEL Association Charantes Poitou d experimentation legumiere Saintes France 253 24 31 Agrisearch France SARL Meauzac France 133 133 Airel Sainte Livrade sur Lot Fra
6. be found if a user searches for it but any hyperlink to it that already exists will continue to work Q have a certificate in English and the local language which should submit A If they are two separate files then submit both Enter the language in the keywords field on the Add Certificate screen Alternatively merge the files into one file and submit as a single certificate enter the languages in the keywords field Q Do you have a programme to convert images to pdf A We use the Free PDF Tools programme available at www pdfill com It s free and can be used to merge split or reorder the pages of pdf files as well as convert image files to pdf Q How secure is the system and is it backed up A The system uses 256 bit security encryption and only registered users can access the system The only exception are Viewers who can view a certificate when they click ona hyperlink to a certificate in a document however this does not allow access to the system only a copy of the certificate The system is backed up every day as is located on twin servers at different locations to ensure maximum availability GEP Certibase User Manual Page 13 v 1 23Jan2014
7. GEP Certificate Database System User Manual Contents GEP Certificate Database System User Manual sccccsscecssscesssessssecsseeecseeessaeesenesecseeeessaeessaueeseneesaes 1 Introducido atada dd isa 2 PUNO ici aci 2 An Ph echdee cectacd tab a a EEEa E EREE REEE ERENER 2 2 Retrieval oe O 2 3 References dde Ea EErEE heen 2 Us as A AA E E EE 2 T Standard Users css dina anti 2 2 Administrator cet id did d a RERE En 2 RA o se cee 2 A i aces dae eae sdeccan a te nacec easeancoaersaSededes succass e TA E a 3 BE Clea oe scoeeesndeeszeccus eccascccuzast ea e sauces sceatssbecguecnducessaauesbessendicasssueseeucastseterasactescaessouasaue taye 4 Add Organisat Ons ii A diosa 6 Add Certificate cocina soda nauadersacedeeseucdsetunagedereasceds sense 7 My Certificates ont tota tana 8 Search Corti isaac REA AAN aid 9 Frequently Asked QUESTIONS wiitiucinnaana aa a id 13 GEP Certibase User Manual Page 1 v 1 23Jan2014 Introduction The GEP Certificate Database System Certibase is designed to be as simple to use as possible However there may be times when you require more detail regarding how to use the system or how the system works Purpose The GEP Certificate Database System is designed to meet several objectives but overall they are all aimed at making the writing and review of Biological Assessment Dossiers BAD easier for the applicant and the viewer Regulatory Authority It does this through three main functions 1
8. around the world The study from Perl A A altel Wk ac View details ECPA funded the original set up of the site and ive ingre being deve and introduced in the EU is steadi e RE AE EER E A RE aoe pay for the continued maintenance and a administration of the site The site is View details re AA administered by Agreport Ltd on behalf of ECPA The system has been sponsored by ECPA who Funded the original set up and continue to pay for the maintenance and administration of the system IF you have any comments or suggestions for improving future versions of the system please let us know Once you sign in you will be taken to the Site administered by Agreport Ltd on behalf of ECPA Dashboard GEP Certibase User Manual Page 3 v 1 23Jan2014 Dashboard The dashboard is the main navigation page for users The menu at the top of the page provides links to each individual function GEP Certibase d My Certific Contact Us To Sign Out click on the drop down next to your name at the top right of the page and then click Sign Out Welcome to the GEP Certibase Test The system is designed to be as easy to use as possible but the simple instructions below may help get you started Il need more detail please refer to the User Manual Adding a certificate Before you submit a certificate please check it is not already in the system Please Search Certificates first If you want to add a GEP certificate to the database cho
9. d every dossier the system enables the applicant to generate a table that contains details of the testing organisation and hyperlinks to the RE address and Password sent to you when you relevant GEP certificates This table can then be copied and pasted into the relevant part ce of any BAD un first registered and then click the Sign in Itis anticipated that Officially Recognised Testing Organisations will upload their b fa certificates to the system as this will avoid applicants making repeated requests to them utto n For copies of GEP certificates If you want to upload or search for certificates you must be a registered user Ifa Register certificate is missing please upload it to the system You do not need to be a member of Forgotten Password ECPA to use the system User manual IF iewi dossier that contaii table with hyperlinks to certificates di oes e BEEE kred deer hs hes Use Eder kek Les bo E nel WE There are also links for new users to Register nean TE to retrieve a Forgotten Password Any questions regarding the system please Contact Us or to contact the GEP Certibase administration eter ee team Crop protection R amp D declining in Safe amp Sustainable Initiative in Europe new study shows gardens and small food production Research and development for new crop protection products needed by European farmers is in decline according to a new analysis of Fa rms market trends in the EU and
10. e a list of all the certificates you have submitted to the GEP Certibase system This is for information only you cannot change or delete certificates that are already in the system However if you know of an error with any certificate then please let us know click the Contact us menu option and provide as much detail as possible If you have submitted a certificate but it has not yet been reviewed by a GEP Certibase GEP Certibase Dashboard Add Certificate Add Organisation My Certificates Search Certificates Contact Us Sp i er administrator you can still delete it before it is reviewed My Certificates Certificate Organisation Town Country Status Action 3 When viewing your list of certificates you can click on the waste bin symbol next to the Aegisto Horts Meterik Netherlands Awaiting Approval E A een ee ON GEP Certibase User Manual Page 8 v 1 23Jan2014 Search Certificates Click on this menu option on the dashboard to search the database for certificates GEP Certibase Dashboard Add Certificate Add Organisation My Certificates Search Certificates Contact Us Search Certificates 0 in portfolio view Please enter Search Parameters Search Results To search for certificates you can use any number of the fields It is usually easier to keep Organisation Please enter your search criteria on the left your searches simple e g by country OF by organisation only Any Y Co
11. ier and formatted in any way you wish do not edit the hyperlink as this provides the reviewer with a direct link to the GEP certificate file Adding an organisation To navigate to any of the other user functions If you believe an organisation is missing from the drop down list of organisations then you can request the organisation to be added Choose Add Organisation from the menu Complete the 1 relevant details and submit the request One of our administrators will check the details before the organisation is added to the system cl ick o n the m en u item at the top of the pag e i If you still need help then please Contact Us Add Organisation Add Certificate My Certificates Search Certificates GEP Certibase User Manual Page 4 v 1 23Jan2014 GEP Certibase You will be taken to this page change your password or other details and then click the Amend User button GEP Certibase User Manual Page 5 v 1 23Jan2014 Add Organisation If at any time you want a new organisation to be added to the system click Add Organisation on the menu You will see the following page GEP Certibase Dashboard Add Certificate Add Organisation My Certificates Search Certificates Contact Us Add Organisation Organisation Location Details Organisation Contact Details Name Email Address 1 Telephone Address 2 Fax Complete the details about the organisation and then Address 3 Notes click the Add Organization
12. nce 06 0 06 0 Download Files E Download List Remove All When you open the file it looks like the table opposite You can amend the table Organisation Town Valid From Valid To Link layout add or delete rows or columns etc Anadiag France France 9 Oct 2012 8 Oct 2017 1d4ec7d0547 However do not change the text in the Sainte Livrade sur 6 Oct 2003 6 Oct 2008 1d4ec7d0238 Link column this is a hyperlink that i takes the user directly to the GEP certificate if they are connected to the France 13 Jun 2001 13 Jun 2006 1d4ec7d0236 i AGPM Association France 12 Feb 1998 12 Feb 2003 1d4ec7d0233 The table can be copied and pasted into Generale a a Biological Assessment Dossier and a provides the regulatory authority with a direct link to check the validity of the GEP certificate NOTE if the file containing the table is saved or converted to an alternative format such as pdf ensure that the hyperlinks are preserved GEP Certibase User Manual Page 12 v 1 23Jan2014 Frequently Asked Questions Q have found an error in the system the certificate does not match the search criteria what should do A Please contact us immediately providing as much detail as possible of the error A GEP Certibase administrator will check the error as soon as possible and if necessary correct it Q Do you delete certificates from the system A Never We can only archive a certificate This means it will no longer
13. ose Add Certificate from the menu To change your Password or any of your other details click on the drop down next to your name at the top right of the page and then click Profile Complete the relevant details and select the document you want to submit the system will ONLY accept PDF files Then submit the certificate for revieW Qne of our administrators will check the details before the certificate becomes live on the system This ensures we maintain the integrity of the system and also avoid duplicates If you choose My Certificates from the menu you can see the certificates that you have submitted Searching For certificates Choose Search Certificates From the menu Enter as many criteria as you want you must enter at least one item and click the Start Search button The system will list the certificates that meet your search criteria IF you don t find what you want or expect try Fewer search criteria You can then add any or all of the search results by clicking the Add button next to each one This adds the item to your portfolio similar to a shopping basket when on line shopping You can then run further searches or view your portfolio by clicking on the view link In your portfolio you can remove any or all of the certificates download the actual files the GEP certificate PDF files or download a list of the certificates This list can be copied and pasted into your Biological Assessment doss
14. untry Be careful if you use the Valid From or Valid Any m To dates if you set a very narrow date range you may not retrieve any certificates Field of Use Any y Once you have entered the selection criterion click Start Search Crop Group ay To quickly remove all of the selections you have Application Method made click Reset Any Y 3 You will then be taken to a screen that lists all of Valid From Valid To the certificates that meet your selection criteria Keywords Q Start Search GEP Certibase User Manual Page 9 v 1 23Jan2014 GEP Certibase Dashboard Add Certificate Search Certificates Please enter Search Parameters Organisation Any ne Country France h Field of Use Application Method Any X Valid From Valid To Keywords Q Start Search GEP Certibase User Manual Add Organisation My Certificates Search Certificates 0 in portfolio view Search Results Organisati ACPEL Association Charantes Poitou d experimentation legumiere ACTA Association de Coordination Technique Agricole AGPM Association Generale de Producteurs de Mais Agriphyto Agrisearch France SARL Agrisearch France SARL Agrolis Consulting Agrolis Consulting Airel Anadiag France Anadiag France Contact Us Paris Montardon Alenya Meauzac Meauzac Isle Sur la Sorgue tsle sur la Sorgue Sainte Livrade sur Lot
15. w new user requests and new organisation requests They check Certificates when they are submitted to the system to ensure the reference information is correct and approve the entry of the certificate into the system They also ensure the system is operational and that any errors identified e g duplicate certificates are dealt with 3 Viewers These users do not use the system directly Their only contact with the system is when they receive a document e g a Biological Assessment Dossier that contains a text table listing GEP certificates The table contains hyperlinks to each of the certificates a pdf file of each certificate They do not need to be registered users GEP Certibase User Manual Page 2 v 1 23Jan2014 Home Page The system can be accessed at www gepcertibase eu The first page you see is the Home Welcome Page and will look similar to this Welcome to the GEP Certificate Database System Certibase E The system is designed to store and make available all the current and historic GEP certificates for Officially Recognised Testing Organisations throughout the EU European R t d th a This enables those writing or reviewing Biological Assessment Dossiers BAD to access the Crop Protection egis ered users can sig n in on IS page certificates From a central source More importantly it means that applicants do not have Saas Enter your Username usually your email to copy every certificate into each an
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