User Manual - South East Water
Contents
1. Hydrant Permit Scheme Hydrotrak User Manual Page 14 of 20 Vehicle Rego Number From Date 1 08 2010 ME Date 10 08 2010 rs Report Type Both Figure 13 View Transaction Screen Screen description for Report Button Description Hydrant Permit Scheme Hydrotrak User Manual Page 15 of 20 6 Vehicle Maintenance Vehicle details can be maintained using this function Once the lt Vehicle Maintenance gt button is click the permit s vehicle s will be displayed in a data grid as shown in figure 14 The existing vehicle can be update or a new vehicle can be added to the permit If a new vehicle is added to the permit the lt End Date gt will be default to the permit s End Date As all vehicle under one permit must have the same end date Screen description for Vehicle Maintenance Button Description Select Click the button to update the vehicle details upon clicking this button screen as shown in figure 16 will be displayed Add New Line Click this button to add a vehicle to the permit upon clicking this button screen as shown in figure 17 will be displayed Back Return to the Hydrant Permit Scheme Logged In Page Update Existing Vehicle information To update the existing vehicle on the list click on lt select gt on the line to be updated then screen as shown in Figure 17 will be displayed Hydrant Permit Scheme Permit Number 1604 Line Rego No Typ2. appear A vehicle detail lines will be created for update Hydrant Permit Scheme APPLICANT DETAILS Business Name Applicant Name ABC Water Carter John Smith o E mail Address Address Line 1 ismith gmailnet 10 Colin Street Telephone Number Address Line 2 5590900 Mobile Number Suburb Frankston Fax Number State Post Code Mc o vw PERMIT DETAILS Type of Business Road Construction from 107082010 Ji Permit Fee 291 00 per Vehicle Water Rate 1 84 per KL VEHICLE DETAILS Line Rego No Vehicle Type Capacity Litres 1 QWE123 Tanker 1000 Edit Delete Total Permit Cost 291 00 Conditions of Permit v have read and acceptthe Conditions of Permit Submit Request Figure 3 New Vehicle Application Hydrant Permit Scheme Hydrotrak User Manual Page 5 of 20 Conditions of Agreement Upon the completion of vehicle entry click on lt Conditions of Agreement gt to read the details Conditions of Permit Hydrant Usage Permit Cartage of Hydrant Water 1 The permit holder is responsible for ensuring that it meets its legal obligations under the Victorian Food Act 1984 and delivers water to its customers that are safe and suitable for its intended use For more information see the Environmental Health section of the Department of Human Services website www health vic gov au environment Without limiting this general obligation a tanker used to cart drinking potable wat
3. East Water on 132 812 to obtain an approved hydrant prior to withdrawing water 6 If at any time the permit holder becomes aware of an incident which may involve a contamination of the water supply the Permit holder must immediately contact South East Water on 132 812 General Conditions 7 The permit holder agrees to indemnify South East Water for e Any breach of the permit holder s obligation under this Agreement Hydrant Permit Scheme Hydrotrak User Manual No Page 6 of 20 Te d 10 11 12 13 e Any damage caused to any hydrants or other property e Any disruption to the water supply the permit holder its employees or agents may cause or e Anyclaims concerning property damage pecuniary loss injury or death to third parties resulting from any act or omission by the permit holder its employees or agents Hydrants can only be accessed for the purpose of filling a mobile water tank All vehicles authorised under this permit must have a current Hydrant Permit Holder sticker issued by South East Water displayed at all times This sticker must be removed once the permit has expired Only those vehicles registered on this permit are authorised to access and draw water from South East Water hydrants If there are additional vehicles that the applicant wishes to access hydrants with then a new permit application must be completed The permit holder must provide South East Water with access to any of the Permit holde
4. some function buttons The displayed information can be updated if desired Hydrant Permit Scheme Hydrotrak User Manual Page 10 of 20 This can be done by clicking on lt Contact Details gt Hydrant Permit Scheme Business Name E mail Address Mobile Number 0413 878 789 Fax Number 1604 L Permit Number Type of Business Area of Work Start Date Figure 7 Logged in screen Screen description for logged in screen Applicant John Smith Address Line 1 10 Collin Street Address Line 2 Suburb FRANKSTON State Post Code ile VIC Hydrant Permit Scheme Hydrotrak User Manual Page 11 of 20 Renewal When a permit is due to expired within a month a reminder for renewal will be sent to the permit holder Once the permit is expired it can be renewed using this function Screen as shown in Figure 9 will appear for renewal Hydrant Permit Scheme Permit Renewal Permit Number 0917 From 30 07 2010 T9 29 07 2011 Permit Fee 295 12 per Vehicle Water Rate 2 12 per KL Vehicle Details Line Type RegoNo Capacity L Renew 1 QFH264 1000 Edit Total Renewal Cost 295 12 Conditions of Permit have read and accept the Conditions of Permit 1 vehicle will be renewed Figure 8 Permit Renewal Screen description for Permit Renewal Renew Permit This button will renew the permit and update the check
5. South aer healthy water for lite HYDROTRAK HYDRANT PERMIT SCHEME User Manual Table of Contents PEO CUCU ON mM ee 2 New Permit 3 Adding Vehicle to the Permit 5 Conditions of Agreement annees eee enne enne lee nnn 6 se lkeeleilunaciiejte err 9 10 MIB i 12 22 EI 14 Vehicle EIC 16 Update Existing Vehicle information esses enne nnne nnns nen nns 16 Add Vehicle to Pertnit 17 Contact otras 19 Hydrant Permit Scheme Hydrotrak User Manual Page 1 of 20 Introduction The Hydrant Permit Scheme provides permission to Companies and Individuals to draw water from hydrants amp fire plugs that are managed by South East Water SEW using the Hydrotrak System This web application allow customer to apply for a new application permit renewal and view their water usage on line This web application can be accessed via SEW internet www southeastwater com au Business Customer page Select Hydrant Permit Scheme then Hydrotrak system amp page bel
6. ck this button the check if the cost is calculated correctly Submit New Line Click this button once all information is entered A message will appear as shown in figure 19 and new line added to the permit Cancel Cancel the new vehicle An automatic Email will be sent on successful amendment for the vehicle data Hydrant Permit Scheme Permit Number 1604 Line Rego No Type Capacity Litres From To 1 QWE123 Tanker 1000 10 08 2010 9 08 2011 Select 2 QWR123 Tanker 3000 19 08 2009 9 08 2011 Select 3 BBC123 Sprayer 5000 10 08 2010 9 08 2011 Select Information Added Successful Figure 16 Add New Line message Hydrant Permit Scheme Hydrotrak User Manual Page 18 of 20 Contact Details Permit Contact details can be maintained using this function Once the lt Contact Details gt button is click new buttons will appear and textboxes are enabled for update as shown in Figure 17 Hydrant Permit Scheme Business Name Applicant Name Abc Water Cater John Smith E mail Address Address Line 1 Imhill sewlcomau 10 Collin Street Telephone Number Address Line 2 Mobile Number Suburb 0413 878 789 FRANKSTON Fax Number State Post Code Permit Number 1604 Type of Business Road Construction v Area of Work Start Date 10 08 2010 End Date 9 08 2011 Submit Changes Figure 17 Contact Details Update Screen description f
7. e Capacity Litres From To 1 QWE123 Tanker 1000 19 08 2009 9 08 2011 Select 2 QWR123 Tanker 3000 19 08 2009 9 08 2011 Select a Permit Fee 150 00 per vehicle Water Rate KL 1 50 Pro Rata Cost 150 00 Line 1 Rego No QVVE 123 Vehicle Type Tanker Capacity L 1000 Start Date 10 08 2010 FE ena pate E Recalculate Permit Pro Rata Cost Submit Changes Figure 14 Update Existing Vehicle information Hydrant Permit Scheme Hydrotrak User Manual Page 16 of 20 Screen description for Vehicle Maintenance Field Button Description Line This is display field only Vehicle Type Enter the Vehicle Type Eg Truck Tanker Trailer Rego Serial No Enter the vehicle registration number or the equipment s serial number Capacity L Enter the capacity of the entered vehicle Start Date Click on the Calendar icon to change the start date of vehicle End Date This will automatically select the end data of your Permit Submit Changes Click this button once all information is entered Cancel Cancel the changes Add Vehicle to Permit To add vehicle to permit click on the Add New Line button screen as shown in figure 16 will be displayed Once all information is entered click on the Recalculate Permit Pro Rata Cost to check if the Cost is calculated correctly the Cost is calculated based on the Permit Fee and pro rata on the
8. ed vehicles with the renewed information Back Return to the Hydrant Permit Scheme Logged In Page Accept Click this button to accept the vehicle renew information entered Cancel Click this button to cancel the entry On clicking the lt Edit gt button the line will be highlighted Select vehicle is to be renewed by clicking on lt Edit gt It is required to edit each vehicle and check on lt Renew gt column in order to renew the selected vehicle Hydrant Permit Scheme Hydrotrak User Manual Page 12 of 20 Screen description for Permit Renewal Once every line has been updated the lt Renew Permit gt button will be enabled Upon the permit being updated successfully an email will be sent to the permit holder as shown in figure 11 From Hydrotrak_UAT_Do_Not_Reply sew com au Sent Tuesday 10 August 2010 2 22 PM To John Smith Subject HYDRANT PERMIT Renewal 0001 Dear John Smith Permit Number 0001 Permit Period 02 08 2010 01 08 2011 11 59 59 PM Renew Permit Fee 291 00 per Vehicle Water Rate 1 84 per KL Your application has been successfully renewed You now need to enter your Monthly Water Usage for the permit period and the permit information can be maintained on the South East Water Hydrant Permit site using the following hyperlink https southeastwater com au Hydrotrak Please use your Permit Number to login and the password is sewjohn s Regards Hydrant Permit Administrator South Ea
9. ent Amount 295 12 Your application has been successfully lodged The permit information can be maintained on the South East Water Hydrant Permit site using the following hyperlink https southeastwater com au Hydrotrak The Hydrant Permit Administrator will contact you within 7 days to arrange the installation of a Hydrotrak device on your vehicle Please use your Permit Number to login and the password is XXXXXXX Regards Hydrant Permit Administrator South East Water Phone 03 8788 4014 Email hydrotrak admin sew com au Please note This is an automated e mail Please DO NOT send any reply to this e mail Figure 5 Email sample for new application Hydrant Permit Scheme Hydrotrak User Manual Page 9 of 20 Sign In Upon clicking on the lt Existing Customer Sign In gt button on the Hydrant Permit Scheme page the login screen appears as shown in figure 6 Hydrant Permit Scheme Permit Number Password Figure 6 Sign In Screen Screen description for Sign In Permit Number Enter the permit number as advised in the email for permit applied on line Otherwise use the existing permit number Password Enter the permit s password contact SEW Hydrant Permit administrator if forgotten Login Click this button to login Back Return to the Hydrant Permit Scheme Page When login successfully screen as shown in figure 7 will appear with the permit s information displayed and
10. entered period and Permit Option Invoice will be sent out to the permit holder Upon clicking on the Recalculate Permit Pro Rata Cost button then the Submit New Line button will be enabled Hydrant Permit Scheme Permit Number 1604 Line Rego No Type Capacity Litres From To 1 QVVE123 Tanker 1000 10 08 2010 39 08 2011 Select 2 QWR123 Tanker 3000 19 08 2009 9 08 2011 Select Permit Fee 295 12 per vehicle VVater Rate KL 2 12 Pro Rata Cost 295 12 Line 3 Rego No Vehicle Type Capacity L Start Date 10 08 2010 5 End Date Recalculate Permit Pro Rata Cost Submit New ne Cancel Figure 15 Add Vehicle to Permit Hydrant Permit Scheme Hydrotrak User Manual Page 17 of 20 Screen description for Add Vehicle to Permit Field Button Description Permit Fee Display the current permit fee Water Rate KL Display the current water rate per kilolitres Cost Calculated cost upon clicking the lt Refresh Cost gt button Line This is display field only Vehicle Type Enter the Vehicle Type Eg Truck Tanker Trailer Rego Serial No Enter the vehicle registration number or the equipment s serial number Capacity L Enter the capacity of the entered vehicle Start Date Click on the Calendar icon to change the start date of vehicle End Date This will automatically select the end data of your Permit Refresh Cost Cli
11. er for human consumption food preparation or ice making must not be used to cart reclaimed water toxic or hazardous chemicals non food liquids and human or animal wastes 2 Water drawn from South East Water hydrants under this permit must only be used within South East Water s operating area Records of Usage 3 The permit holder must ensure the amount of water withdrawn every month is forwarded to South East Water by either e Using the Hydrotrak system e Access to Hydrant Permit Scheme by web application via SEW internet site www southeastwater com au Business Customer page and record the number of loads withdrawn every month from the log sheets e Forward the completed log sheets every month to South East Water Backflow Prevention amp Training 4 The permit holder must ensure that at all times during the term of this permit the vehicles authorised under the permit are each fitted with a backflow prevention device or air disconnected inlet pipe If appropriate the testing results certification of any approved backflow prevention device must be supplied to South East Water upon request 5 The permit holder must ensure that any person involved in accessing and drawing water from a hydrant under the authority of this permit e has read and understood South East Water procedure for operating hydrants prior to accessing any South East Water hydrants and e is aware ofthe terms and conditions applying to this Permit e Contact South
12. ication gt on the previous screen Hydrant Permit Scheme APPLICANT DETAILS Business Name Applicant Name E mail Address Address Line 1 Telephone Number Address Line 2 Mobile Number Suburb Fax Number State Post Code Po PERMIT DETAILS Type of Business Asphalt Roadworks Permit Fee 291 00 per Vehicle Water Rate 1 84 per KL VEHICLE DETAILS Line Rego No Vehicle Type Capacity Litres Add More Vehicles to Permit Total Permit Cost 0 00 Conditions of Permit Ihave read and accept the Conditions of Permit Submit Request Back Figure 2 Hydrant Permit Application Hydrant Permit Scheme Hydrotrak User Manual Page 3 of 20 Screen description for a New Permit Application Business Name Mandatory Applicant Name Mandatory E Mail Address Mandatory Address Line 1 Mandatory Address Line 2 Suburb Mandatory State Postcode Mandatory Telephone Number Mandatory Mobile Number Fax Number Type of Business From To Add Vehicle to Permit Conditions of Agreement Submit Request Back Enter the Business Name of the permit holder Enter the contact person name of the permit This name will be used for all the correspondence Enter the e mail address for the applicant Emails will be sent to this address when the permit is due for renewal and upon new application being lodged and the success of the permit renewal Enter the Busines
13. or Contact Details Update Field Button Description Business Name Enter the Business Name of the permit holder Mandatory Applicant Name Enter the contact person name of the permit This name will be Mandatory used for all the correspondence E Mail Address Enter the e mail address for the applicant Emails will be sent to Mandatory this address when the permit is due for renewal and upon new application being lodged and the successful of the permit renewal Address Line 1 Enter the Business Address Hydrant Permit Scheme Hydrotrak User Manual Page 19 of 20 e An automatic Email will be sent on successful amendment for the contact details Hydrant Permit Scheme Hydrotrak User Manual Page 20 of 20
14. ow will appear as shown in figure 1 gt gt New Permit Application South East Water is collecting the information requested on this form from you for the gt gt Permit Sign In purpose of providing goods and services to you and monitoring and improving those gt gt User Manual goods and services Without all or part of this information the goods and services may gt gt Hydrant Operation not be provided to you South East Water will handle this information in accordance gt gt Approved Hydrants Types with its legal obligations You may obtain access to the information on request The gt gt Find Approved Hydrant information may be disclosed to third parties in relation to the provision of the goods and services including to South East Water s contractors assisting it the provision of these goods and services to you Melbourne Water the Minister or the Environment Protection Authority For a copy of South East Waters privacy statement which describes in more detail how personal information may be used by it or details on how to access your personal information see the web site at www southeastwater com au or contact 131 694 using Melways Reference New New Permit Application Existing Customer Sign In Figure 1 Hydrant Permit Scheme web page Hydrant Permit Scheme Hydrotrak User Manual Page 2 of 20 New Permit Application Application screen as shown in the figure 2 appears when user select lt Permit Appl
15. r s information or records reasonably required by South East Water in order to allow audit compliance with the terms and conditions of this Permit The permit holder must do all things necessary to ensure that there is no wastage of water when operating the hydrant Water being withdrawn from hydrants must comply with the Drought Response Plan and the current level of water restrictions at the time the water is being withdrawn The permit is granted for a period of 12 months from the date of issue and is granted only in respect to the vehicle register and described in the schedule Hydrotrak Device 14 15 16 17 18 Hydrant Permit Scheme Hydrotrak User Manual Page 7 of 20 The Hydrant Permit Holder must notify South East Water to remove the Hydrotrak device from the vehicle on termination of the Hydrant Permit South East Water will arrange the removal of the device within 10 working days of notification provided the vehicle is within South East Water Operational area at no cost to the Permit Holder The Hydrant Permit Holder must return the Hydrotrak device to South East Water on termination of the Permit if the vehicle is not within South East Water operational area at the Hydrant Permit Holders cost The Hydrant Permit Holder will incur a 1 000 penalty if the Hydrotrak device is not returned to South East Water within 20 working days on termination of the Hydrant Permit The Hydrant Permit Holder will also incur Sou
16. s Address Enter the 2 line of the address if needed Enter the Suburb It will default to VIC otherwise Select the appropriate state from the drop down list Enter the postcode Enter the contact person s telephone number Enter the Mobile number Enter the Fax Number Select the type of business from the drop down list If the type is not available in the list select Other and it will prompt to Please Specify describe the type of business Click on the calendar icon and select a date from the calendar The system will populate this field For yearly permit it will add 1 year to the From date Click in line 1 Rego to add vehicle details Entry the capacity of the tank in litres Click on Accept to record details There must be at least one entry to enable the Submit Request button Click on Add More Vehicles to Permit for additional vehicles Click on this to read the conditions of agreement as shown in figure 4 You must click 1 Accept to continue You must tick the box to Conditions of Permit to Submit Request Click this button to submit the application Click this button to go back to the previous page Hydrant Permit Scheme Hydrotrak User Manual Page 4 of 20 Adding Vehicle to the Permit There must be at least one vehicle being added to the permit It also allows multiple vehicles being covered by the permit On clicking the Add Vehicle to Permit button screen as shown in figure 3 will
17. st Water Phone 03 8788 4014 Email hydrotrak admin sew com au Please note This is an automated e mail Please DO NOT send any reply to this e mail Figure 11 Renewal Email Hydrant Permit Scheme Hydrotrak User Manual Page 13 of 20 Water Usage Water usage is automatically provided by the Hydrotrak device that is operated every time water is withdrawn from a Hydrant in accordance with the Terms and Conditions South East Water will invoice you directly each month for the amount of water used through the Hydrotrak System If the amount is less than 20 per month it will be carried over until the amount exceeds 20 The amount of water being used the location and date and time can be viewed via the Report button on the Permit Screen Hydrant Permit Scheme ant Name Business Name Applic omit Abc E mail Address Address Line 1 mhill gsewl com au Telephone Number Address Line 2 555 9090 Mobile Number Suburb 3 FRANKSTON 7 Fax Number State Post Code LLL 3155 Permit Number 1604 Type of Business Road Construction Area of Work ee Start Date 10 08 2010 I Vehicle Maintenance Figure 12 Usage Click on the Report Button to view the transaction for all vehicles during a selected period Click on View Transaction once the date range has been selected This data can be exported by selecting the Export Logger Data Button
18. t Permit issued to the Permit Holder may be withdrawn by South East Water Don t Accept Figure 4 Condition of Agreement Screen description for e conditions of Agreement LEE peseription NN Accept Click this if agree to accept all the conditions Don t Accept Click this if disagree to accept the conditions This will prevent the application being submitted Hydrant Permit Scheme Hydrotrak User Manual Page 8 of 20 Email confirmation Upon successful submitting the request a success message will be sent to an Email in the Application Request Screen Figure 3 1 vehicle added for the permit Application Request lodged successful Your New Permit Number will be sent to the above E mail address shortly An email will be sent to the permit holder with the details of the permit number and password A sample of the email is shown in figure 6 Check the email If it is not received please contact the Hydrant Permit Administrator on 8788 4014 or hydrotrak admin sew com au An Email will be sent to the Hydrant Permit Administrator to arrange a Hydrotrak to be installed on your vehicle From Hydrotrak_UAT_Do_Not_Reply sew com au Sent Tuesday 10 August 2010 1 24 PM To John Smith Subject HYDRANT PERMIT Application submitted 1604 Dear John Smith Permit Number 1604 Permit Period 10 08 2010 9 08 2011 Permit Fee 295 12 per Vehicle Water Rate 2 12 per KL Vehicle Registered QWE123 Paym
19. th East Water costs to recover the Hydrotrak device The Hydrant Permit Holder must notify South East Water if the vehicle attached to the Hydrant Permit is sold or any details relating to the capacity of the water tank change The Hydrant Permit Holder is responsible for maintaining the Hydrotrak device is working order Any damage or missing device will be the responsibility of the Hydrant Permit Holder and will incur a cost for a replacement device Report any damage or faults to Hydrotrak Administrator on 8788 4014 19 South East Water will cover the cost of the Hydrotrak device installation and all the communication costs and install the device at an agreed time and location with the Hydrant Permit Holder 20 The Hydrant Permit Holder MUST ensure the person involved in accessing and drawing water from a hydrant under the authority of this permit presses the button on the Hydrotrak Device before withdrawing water from the Hydrant 21 South East Water will arrange the replacement of the Hydrotrak battery with the Hydrant Permit Holder at no cost to the Hydrant Permit Holder 22 South East Water will use the Hydrotrak device to calculate the monthly invoice for the amount of water withdrawn from Hydrants 23 Failure to comply with any of the above terms and condition may result in a Penalty Infringement Notice being issued and or under section 289 of the Water Act 1989 a substantial penalty or 6 months jail can be issued The Hydran
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