Home

User Guide - DGO Tanks Certification System

1. Maximum design temperature Minimum design temperature Vehicle Certification Agency Enter the nominal volume of the compartment s in litres integer If a tank has more than one compartment click Add compartment button Number field for Temperatures if data is entered in one the other must also be completed integer Internal fining Has external insulation Type of insulation Securing method demountable tanks only Additional comments UN numbers Please enter UN number packing group andar Examples UNL790 I 64H0LTUL4 TlU34 TCL TEFL TAS TTS TM3 UN1224 I amp 40c TPL TPE TP28 www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Free text field for Internal Lining Tick box for External Insulation if fitted Free text fields for type of External Insulation if fitted Securing Method demountables only Any other comments remarks comments do not appear on certificate Free text field for UN numbers applicable provisions Controls to save navigate to previous or next screen amp quit without saving record Page 24 of 50 User Guide DGO Tanks Certification System Gia VA 6 3 Inspection Data Screen The Inspection Data screen is concerned with specific information about the Inspection for example information about Vehicle Certification Agency e where the Inspection took place t
2. VCA DGO CERTIFICATION SYSTEM Change Password Home List inspections Help Search Certificates Inspection type Intermediate inspection Inspection body Freight Transport Association Ltd Hermes House St John s Road Tunbridge Wells Kent TN4 9UZ Inspection email twells admin fta co uk General info Type approval Inspection data EN Approve button is NOT available in one Inspector approval Status INSPECTOR APPROVAL The inspection may only be approved or refused by the named inspector Inspector name Report reference Inspection date DG inspector outlook com 141113 1 04 11 2014 or both of the following cases Inspector and authenticated user do not match Mandatory items not completed View draft certificate Approve inspection Refuse approval This inspection cannot currently be approved due to the fotterfing validation errors Inspection of tank exterior must be checked Date of last inspection is required 6 4 1 1 Inspector that carried out the inspection If it is apparent that some data needs to be revised or the user may navigate to the appropriate screen using the links in the sidebar or navigation buttons at the bottom of the screen and revise the relevant entries Once the Inspection Record has been completed to the satisfaction of the Inspector the Inspection Record may be approved by the Inspector clicking the Approve button in the
3. Inspector All inspectors vi Start inspection date DD MM YYYY AJN Certificate Number End inspection date DD MM YYYY AIB Report Reference Number 21 07 2014 Revoked Intermediate inspection TASCA TANKERS LTD _ Dm View Total 1 Rows Returned Reissue This feature is to enable certificates to be reissued with updated information e g to take account of typographical corrections and other updates If a certificate is reissued the original certificate is automatically revoked and a new DRAFT Inspection Record is is created and identified as a revision As the Inspection Record has Draft status it will need to go through the normal 2 stage approval process i e approval by the inspector named on the Inspection Record then a Supervisor The certificate number will be carried over from the original certificate and will be given the suffix rev 1 This revision number will be displayed in the system on the draft and on the the certificate itself when finally published Where a certificate has been reissued already and is reissued again the revision number and suffix will increment accordingly TanksUserGuide 18 November 2014 Rev 2 Page 46 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Gia A V A 9 Appendix Mandatory Fields 9 1 General Inspection Data Screen Intermediate Periodic Exceptional Country of manufacture is required Inspector is required Is any sub
4. button is NOT available sn draft certificate if Inspector and authenticated user do Approve inspection Refuse approval not match Refusal of certification is final and cannot be r rfrsed Free text field to record reasons for 1 refusal data appears on notification of Refusal reason ov refusal document mandatory Refuse Cancel www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 32 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Vi 6 5 Status Screen The current Status of an Inspection Record and where one exists a Published certificate can be quickly ascertained by viewing the Status page It only has the functions of viewing the status of an Inspection Record a DRAFT certificate or Published Certificate The Status Screen is automatically displayed after the approval of an Inspection Record Status Screen 1 Welcome DG inspector outlook com Log Out VCA DGO CERTIFICATION SYSTEM Change Password List inspections New inspection Help Search Certificates General info Inspection type Intermediate inspection Type approval Inspection body Freight Transport Association Ltd PN Inspection data Hermes House St John s Road Tunbridge Wells Kent TN4 9UZ Fet Inspection email twells admin fta co uk Q INSPECTION STATUS Inspection status Inspector approved Link to enable viewing Inspector approved date 13 11 201
5. 9 Appendix Mandatory Fields 47 9 1 General Inspection Data Screen ranrrnnannannannennannennnnnennnnsnnnnnennnnnee 47 9 2 Type Approval Data Screen arnnnnarannnnnnnnnnnennnnnrnrnnnennnnnennnnsennnneen 48 9 3 Inspection Data SCreen 02 lt cccscccsseeceseeeesceeeesceecenteeeescesescseresss 49 10 Known Issues 50 www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 3 of 50 User Guide DGO Tanks Certification System aia VA 0 1 0 2 0 3 www dit gov uk vca Filename Date Vehicle Certification Agency General Introduction The purpose of this document is to set out Some guidance for users of the VCA DGO Certification System for tanks for the carriage of Dangerous Goods Who Should Read It The United Kingdom Department for Transport appoints Inspection Bodies for the purpose of inspecting tanks for the carriage of Dangerous Goods This document is aimed primarily at users associated with an Appointed Inspection Body AIB However the operators users of tanks or other interested parties can use the system to search for and view certificatesof tanks in service where they were published after 1 July 2014 Authenticated users logged in will have one or more of the following roles in the system e Data entry e Inspector e Supervisor e Administrator currently reserved The user rights are set according to the role held Outline of System Th
6. An Inspection Record can be selected from the list of records displayed by clicking on one of the links for edit approve view etc according to the user need action required Actions The actions an authenticated user may perform on an Inspection Record will depend on the role that has been assigned in the system The actions available are e View all roles for authenticated users o Inspection Record o Draft Certificate o Published Certificate o Refusal Notification o Revoked certificate Inspection Status Draft Inspector Approved Published N e Approve Inspector or Supervisor only N e Refuse Inspector or Supervisor only e Revoke all roles for authenticated users but applies to Published Inspection Records Certificates only To perform any of the above actions the user should click on an appropriately Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 39 of 50 User Guide DGO Tanks Certification System gg VA Vehicle Certification Agency labelled link in the far right hand column of the table of Inspection Records List Inspections Screen 7 3 www dit gov uk vca Filename Date VCA DICO CERTIFICATION SYSTEM Welcome DG inspector outlook com Log Out Change Password Home List inspections New inspection Help Search Certificates Tank Type All tank type tatus Draft eee FS EEE l Manufacturer Inspection Body Freight Transport Association Ltd iy
7. EE EE wner Type of inspection All inspection Operator Inspector All inspectors p Tank Serial Number Start inspection date DD MM YYYY End inspection date 4 DD MM YYYY Re toller AIB Report Reference Number 01 01 0001 Draft Periodic inspection it e Approve Draft certificate 01 01 0001 Draft Periodic inspection it Approve Draft certificate 01 01 0001 Draft Periodic inspection it Approve Draft certificate 01 01 0001 Draft Periodic inspection it Approve Draft certificate 01 01 0001 Draft Periodic inspection dit Approve Draft certificate 01 01 0001 Draft Periodic inspection EN Approve Draft certificate 01 01 0001 Draft Periodic inspection Edit Approve Draft certificate 01 01 0001 Draft Periodic inspection Edit Approve Draft certificate 01 01 0001 Draft Periodic inspection Edit Approve Draft certificate 26 05 2014 Draft Periodic inspection Edit Approve Draft certificate U Total 11 Rows Returned Click on a link to move to the next screen Total number of records returned Filtering and Sorting Data There are several ways in which the user can filter the information listed e 5 drop down controls where an authenticated user can make selections from items in a prepopulated list to only return results matching the selection e 2 date field controls where an authenticated user can select Inspection Records according to date of inspection e 6 text box fields where an authenticated
8. In order to use the system the user will need to be known to the system and will need to be authenticated logged in Vehicle Certification Agency The user will need to enter a valid user name e mail address and password at least 6 characters in order to be authenticated AIBs have to inform VCA of user details before a user will be able to login Registered users will be sent a password by e mail sometimes these notifications can be filtered by e mail programs so if it appears a notification has not been sent it is recommended that the user should check their spam junk mail folder When initially landing in the system the default initial screen is the Log In screen 3 1 LogIn Screen The Log In screen can be accessed at https tanks dft gov uk Log In Screen VCA DGO CERTIFICATION SYSTEM Log In Help Search Certificates LOG IN Account Information User Name User Name will be a valid e mail address Password must be at least 6 characters Check this to stay logged in for session Forgot Password The user should enter their user name and password as appropriate in the labelled fields and click on the Log in button By ticking a check box labelled Keep me logged in before clicking the Log in button the user can choose to stay logged in for their session on that PC This is not recommended for public or shared computers After the user has been successfu
9. In these cases data in the system should be updated so the system records match the best available data The next instance of a tank with the same type approval number will access the updated information provided the data TanksUserGuide 18 November 2014 Rev 2 Page 22 of 50 User Guide DGO Tanks Certification System gg VA is saved in the Inspection Record If Type Approval data is updated the user should advance to the Inspection Data Screen Vehicle Certification Agency by clicking Save and go to next button at the bottom of the screen or use the Inspection data navigation link in the sidebar and data is saved autom atically Type Approval Data Screen upper VCA DGO CERTIFICATION SYSTEM Welcome DG inspector outlook com Log Out Change Password General info Inspection type Intermediate inspection Type approval Inspection body Freight Transport Association Ltd Inspection data Inspector approval Status TYPE APPROVAL DATA www dit gov uk vca Filename TanksUserGuide Inspection emait twells admin fta co uk Hermes House St John s Road Tunbridge Welk Kent TH4 SUZ Drop down to select kind of Tank i i P P Free text field for Tank Code e g LGBF Tank Type ADR tank 6 9 E Drop down to cover IMO tanks if Yes a supplementary control is displayed to Does this tank meet IMO 6
10. Approve inspection tab towards the bottom of the screen Once the Inspector has approved an Inspection Record they should notify their Supervisor that an Inspection Record is awaiting their approval this will need to be done outside of the system e g via e mail telephone surface mail etc After approving an Inspection Record the Status screen is automatically displayed and the sidebar link Inspector Approval is automatically promoted to Supervisor Approval www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Page 30 of 50 Rev 2 User Guide DGO Tanks Certification System Vehicle Certification Agency PR VA 6 4 1 2 Authenticated user not mentioned on the Inspection Record Only the Inspector named on the Inspection Record may approve an Inspection Record So if an authenticated user which is not mentioned on the Inspection Record is logged in they will not be able to approve the Inspection Record In this case the user should exit the Inspection Record using the Save and close button at the bottom of the screen The user should notify the appropriate Inspector that an Inspection Record is awaiting their approval this will need to be done outside of the system e g via e mail telephone surface mail etc www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 31 of 50 User Guide DGO Tanks Certification System nn VO A 6 4 2 Refusal Notificatio
11. Department for Transport Appointed Inspection Body AIB Any queries regarding this certificate should be directed to the AIB ADR fixed tank 6 8 Tanks R Us T 14 000011 Tank type Manufacturer Type approval number Spain 2014 Country LGBF TRUO123 RID ADR tank code Year of manufacture Tank serial number Owner s operator s tank identifier Operator Defence Safety and Environment Authority DSEA DLSR VCB Mcintosh MOD Abbey Wood BS34 SJH Owner Defence Safety and Environment Authority DSEA DLSR VCB Mcintosh MOD Abbey Wood BS34 aJH Max working pressure es ne Shell thickness mm 49 and 49 Max design pressure End thicknesses mm 4 and 3 Calculation pressure Partition thickness mm Actual capacity Compartment 30000 litres Capacity litres 10000 2 ltems inspected Documents inspected Hydraulic pressure test result bar Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 44 of 50 User Guide DGO Tanks Certification System Gia VA s Vehicle Certification Agency Revoke Certificate There are no facilities in the system to delete a published certificate or any Inspection Record other than those where the status id Draft If a certificate has been published in error e g an Intermediate Inspection Record created instead of a Periodic Inspection Record or if it contains errors such as the data it contains is i
12. INSPECTION DATA SCREEN is presented to the user Date 18 November 2014 Rev 2 Page 18 of 50 User Guide DGO Tanks Certification System aia VA 6 1 www dit gov uk vca Filename Date Vehicle Certification Agency Walkthrough Intermediate Inspection The following walkthrough will focus on an Intermediate Inspection but it will also serve to illustrate the general process for the other kinds of inspection General Inspection Data Screen The General Inspection Data screen is the initial Inspection Record screen and is concerned with general Information about the Inspection for example information about e the Inspector the person which has overall responsibility for conducting the actual inspection e the AIB s own reference number job number work order number test report number etc which the AIB can use to link between the VCA DGO Certification System and the job or the customer in their own record keeping systems e the Tank type type approval number manufacturer serial number etc e Whether the AIB has subcontracted any part of the inspection The logo of the AIB that the user is associated with or has chosen if there is more than one association is displayed to confirm which AIB will be responsible for the inspection and to serve as a reminder where a user may be associated with more than one AIB The user should choose the Inspector carefully as only the selected Inspector can appro
13. Inspector that an Inspection Record is awaiting their approval this will need to be done outside of the system e g via e mail telephone surface mail etc www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 28 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Gla Vi 6 4 Approving an Inspection or Refusal Notification 6 4 1 Approval The Inspector Approval screen is to enable an Inspector to either approve an Inspection Record that they are responsible for or to create a Refusal Notification and to give an opportunity to view data on a DRAFT certificate a reality check to ensure the data is and looks correct To view the DRAFT certificate click on the link View draft certificate at the bottom of the screen Inspector Approval Screen Welcome DG inspector outlook com Log Out VCA DGO CERTIFICATION SYSTEM Change Password List inspections New inspection Help Search Certificates General info Inspection type Intermediate inspection Type approval Inspection body Freight Transport Association Ltd Inspection data Hermes House St John s Road Tunbridge Wells Kent TN4 9UZ FN The inspection may on be approved or refused by the named inspector When authenticated user and Inspector match the Approve button is available Inspection email twells admin fta co uk Link to enable viewing of DRAFT certificate I
14. certificate ia i leke Free text field for any notes relevant to gt the inspection will appear on certificate lt lt Save and go to previous Save and go to next gt gt Save Save and close Cancel Controls to save navigate to previous or next screen amp quit without saving record Once the data is entered to the satisfaction of the user or at any other time the record may should be saved The next action will depend on the role of the user whom is logged in either e the inspector that carried out the inspection first entry on General Inspection Data Screen or e an authenticated user not mentioned on the Inspection Record Inspector that carried out the inspection The Inspector can advance to the Inspector Approval stage by clicking on the Save and go to next button at the bottom of the screen or by clicking on the Inspector Approval navigation link in the sidebar The Inspector Approval screen is then displayed Authenticated user not mentioned on the Inspection Record An authenticated user which is not mentioned as the Inspector on a particular Inspection Record cannot approve that Inspection Record Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 27 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency VA Once the Inspection Record has been saved the user should notify the appropriate
15. e Navigating e Inspector Approval e Supervisor Approval are the same as for Intermediate Inspection above 2 5 Exceptional Inspection Only certain AIBs are appointed to conduct Exceptional Inspsections therefore some or all of the functions of the system will not be available to a number of AIBs In the New Inspection screen the option Exceptional Inspection will not be available in the Type of Inspection control The procedures for e Saving e Editing e Navigating e Inspector Approval e Supervisor Approval are the same as for Intermediate Inspection above www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 9 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency ok Vi 2 6 Basic Process Flowchart for System www dit gov uk vca Below is a basic flowchart outlining the use of the system Authentication Un authenticated user View Certificate Publish Certificate Supervisor Create P Approval of Inspection Inspection Record Record Edit Inspection Record Save Inspection Record Filename TanksUserGuide Date 18 November 2014 Exit Inspection Record Locate amp Recover Inspection Record Rev 2 Inspector Approval of Inspection Record Page 10 of 50 User Guide DGO Tanks Certification System oh m oo Vv A 3 Authentication
16. for a tank already known to the system by manufacturer and manufacturer s serial number are entered into the Inspection Record The user should confirm that the data is correct and if so advance to the Inspection Data Screen by clicking Save and go to next button at the bottom of the screen or use the Inspection data navigation link in the sidebar and data is saved automatically If the data is not correct or otherwise inaccurate the user should proceed as for Type Approval data for a tank is NOT known by the system below Note Details for a tank only become known to the system and therefore available for use in other Inspection Records only after an Inspection Record is Published Type Approval data for a tank is NOT known by the system Where type approval information is not known by the system or is inaccurate the user should enter or update this data on the Type Approval Data screen This data can be collected from the Tank Record should be held by the owner operator and or from the type plate on the tank itself The data pertaining to any given tank may be different to that recorded in the system as there is no central repository for type approval information So the data recorded for any given tank can be changed by the user in favour of any type approval data available to the Inspector or the data on the plate where this has shows different data to that stored in the system
17. reduced by selecting particular filters where available Date field controls An authenticated user can use the date field controls to filter data as follows e Start inspection date Use the date picker control to select a date or type in a date manually to filter out records with an inspection date before the selected date e End inspection date Use the date picker control to select a date or type in a date manually to filter out records with an inspection date after the selected date e Date range the user can select a range between two dates for the date of the inspection Note selections include the date s selected Text field search controls An authenticated user can use the text field controls to filter data as follows e Manufacturer e Operator e Owner e Tank Serial Number e Certificate Number e AIB Report Ref No In each of these fields the user can type a few characters of the chosen identifier s in a record to return all records matching the entry ies selected as filters The text search field controls are set to search on contains rather than begins with The text search field controls are not case sensitive Note examination of the data entered in the fields above reveals variations of entries for essentially the same thing For example there may be 1 2 3 up to 7 entries for the name of 1 manufacturer operator owner etc The number of rows returned in the search results is Tan
18. user can enter data to narrow the results returned according to the information typed in the text box the more data that is entered the narrower are the results returned The effect of the filters is cumulative e g if a date range and a particular kind of inspection is chosen it will only return those records which match both criteria Note the more filters are used the narrower are the results returned Data can be sorted in each of the columns simply by clicking the label at the head of each column this will toggle between sort ascending descending TanksUserGuide 18 November 2014 Rev 2 Page 40 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Es VA The sorting function is not cumulative e g you cannot sort by column 1 then by column 2 etc Note Where an Inspection date is not completed in an Inspection Record the system will assign a default date of 01 01 0001 Drop down filter controls Welcome DG inspector outlook com Log Out VCA DGO CERTIFICATION SYSTEM Change Password Home List inspections New inspection Help Search Certificates Tank Type All tank type x mO OES Manufacturer Inspection Body Freight Transport Association Ltd Type of inspection All inspection gt ee Inspector All inspectors x en Tank Serial Number Start inspection date Certificate Number End inspection date AIB Report Reference Number Edit Approve Draft certifi
19. will have available an appropriate certificate alternatively a Refusal Notification An outline of each kind of inspection is listed below Creating Inspection Records will be similar for most kinds of inspection the differences are just that some inspections will require more or less information than others or information of a different kind For the actual tank inspections themselves the differences are specified in EN12972 2007at Annex F to that document For the purpose of an introduction to this system an Intermediate Inspection will be the main focus as all AIBs will be able to conduct Intermediate Inspections Before a certificate can be published in the system Inspection Records must be approved in two stages e firstly by the Inspector named on the Inspection Record e secondly by a suitably qualified Supervisor see section 6 4 Approving an Inspection or Refusal Notification below The walkthrough of the complete process commences at section 3 Authentication below and continues through to section 8 Publish Certificate Type Approval Examination Only certain AIBs are appointed to conduct type approval examinations therefore some or all of the functions of the system will not be available to a number of AIBs In this case in the New Inspection screen the option Type Approval will not be available in the drop down list in Type of Inspection control TanksUserGuide 18 November 2014 Rev 2 Page 7 o
20. 4 of draft or Published View draft certificate certificate The Status of an Inspection record can be one of the following e Draft e Inspector Approved e Published e Refused Where a Published certificate exists in respect of an Inspection Record the certificate number and date of publication is stated on the Status screen Once a certificate is Published or Refused this cannot be reversed and the Tank Inspection record is locked and cannot be edited lf the authenticated user is a Supervisor there may be a variation of the Status screen In this case there is an additional navigation link in the sidebar to the Supervisor Approval Screen After an Inspector has approved the Inspection Record the Inspector Approval navigation link in the sidebar is promoted to Supervisor Approval automatically www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 33 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Gia A Status Screen 2 ar 2 VCA DICO CERTIFICATION SYSTEM Welcome DG supervisor outlook com Log Out Change Password Home List inspections New inspection Help Search Certificates General info Inspection type Intermediate inspection Type approval Inspection body Freight Transport Association Ltd Inspection data Hermes House St John s Road Tunbridge Wells Kent TN4 9UZ fN After Inspector has approved the Stat
21. 8 select Type 4 60r 8 reguirerents RIDVADR tank code Drawing number s Free text field for Type Approval drawing Shell material Aluminium aap Ne General Arrangement ie Length Drop down to choose material default is blank Width Height Number fields for dimensions of the tank up to 3 decimal places Enter the minimum thickness values Shell thickness End thicknesses Number fields for the design thicknesses Partition thickness of the tank up to 3 decimal places Pressures Maximum working pressure Madmum design pressure Calculation pressure Number fields for pressures up to 2 decimal places Maximum gross mass kg Tare mass kg Number field for Maximum Gross Mass Maximum permitted density l in kg integer Nominal design total capacity 1 Number field for Tare Mass in kg integer Density field and adjacent drop down to enter density amp choose units use kg l for gases and liquids enter numbers to two decimal places kg m for solids enter integers drop down default is blank Example liquid density solid density Number field for the nominal design total capacity in litres integer Date 18 November 2014 Rev 2 Page 23 of 50 User Guide DGO Tanks Certification System ah VA Type Approval Data Screen lower l ype App Compartments Compartment volumes litres
22. DGO CERTIFICATION SYSTEM Your password was successfully reset and emailed to you After reading the message the user will need to use the Log In link in the top right hand corner of the screen to restart the login process If the on screen confirmation message is not received then it may be that the user is not registered in the system or is otherwise locked out see User Locked Out below www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 12 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Y VA Sometimes these e mail notifications can be filtered out by e mail programs so if it appears a notification has not been sent it is recommended that the user should check their spam junk mail folder 3 3 User Locked Out Users may be locked out for one reason or another If this is the case the user should contact their local Administrator Champion for advice 3 4 User Administration Only VCA Administrators can make changes to user accounts in the system Only AIBs in the system may request changes to be made by VCA All requests must be sent by e mail to tanks vca gov uk The following information must be provided 3 4 1 Add update a user e name specified in the form as it should appear on published certificates e g given name family name Fred Smith e e mail address e role s see 0 1 above for list of roles 3 4 2 Lock us
23. ESA INSPECTION STATUS Inspection Record the Inspector Inspection status Inspector approved Approval link is promoted to Supervisor Inspector approved date 13 11 2014 Approval automatically View draft certificate Inspection email twells admin fta co uk Supervisor approval www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 34 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Gia LEX Vv 6 6 Supervisor Approval Screen Once the Inspector has approved an Inspection Record it will be necessary to obtain a Supervisor Approval to publish the certificate this can only be done via the Supervisor Approval screen The Supervisor will need to be authenticated in the system logged in see Authentication above and have sufficient user rights to carry out Supervisor Approval in the system The Supervisor will need to locate the Inspection Record s which require approval see Retrieving an Existing Inspection Record below Once an Inspection Record has been selected the Supervisor may choose to e approve the Inspection Record and thus publish the certificate e revert the Inspection Record to a draft status Supervisor Approval Screen Welcome DG supervisor outlook com Log Out VCA DGO CERTIFICATION SYSTEM Change Password Home List inspections New inspection Help Search Certificates General info Inspection ty
24. Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 43 of 50 User Guide DGO Tanks Certification System aia VA Viewing amp Exporting a Certificate www dit gov uk vca Vehicle Certification Agency Publish Certificate Once the Supervisor has approved an Inspection Record the certificate is allocated a number and the status is changed to Published The certificate resides in the system but may be exported as a Portable Document Format PDF file in a number of formats and delivered to the customer To export a certificate the user should select a record from the List Inspections Screen screen and click on the Published Certificate link see Actions above The browser will render an image of the certificate in a new window The user should click on the Export Control and then select PDF The system will create a PDF version of the certificate which may be saved to the user s desktop saved in another system e mailed to the customer etc Export control select PDF from list VCA DGO Certification System Id 4 1 ofi b bl 100 i 2 XML file with report data A B L g Certificate of CSV comma delimited Certificate Department MHTML web archive for Transport Excel Test inspection body A 3 TIFF fil 408 Star Avenue Word This Tank Certificate is only valid whilst the tenncememseommren te This certificate is issued by a
25. REATE A NEW INSPECTION RECORD Inspection Body Name Test inspection body A Inspection Type Name Intermediate inspection v Create new inspection Type approval Initial inspection x For an Intermediate Inspection choose Intermediate Inspection from the drop down control Periodic inspection Exceptional inspection Once the correct kind of inspection has been selected the user should click on the Create new inspection link in the main screen area see red box TanksUserGuide 18 November 2014 Rev 2 Page 17 of 50 User Guide DGO Tanks Certification System gg VA www dit gov uk vca Vehicle Certification Agency below The user should choose carefully as once an Inspection Record has been created for a particular kind of inspection it cannot be changed to a different kind of inspection For example an Initial Inspection Record cannot be changed into an Intermediate Inspection Record VCA DGO CERTIFICATION SYSTEM Note If the New Inspection button is in the menu bar is clicked instead of the Create CREATE A NEW INSPECTION RECORD new inspection link the drop Inspection Body Name Freight Transport Association Ltd 7 aaoi Type Name E a E i down controls will be reset to their default state List inspections New inspection Help Search Certificates Create new inspection A new inspection record will be created in the system and a new screen labelled GENERAL
26. RTIFICATION SYSTEM Vehicle Certification Agency Welcome DG inspector outlook com Log Out Change Password General info Inspection type Intermediate inspection Type approval Inspection body Freight Transport Association Ltd Inspection data Hermes House St John s Road Tunbridge Wells Kent TH4 SUZ FTA ES Inspection emai twells admin fta co uk Suir ag INSPECTION DATA Date picker field must follow format of Inspection date DD MM Wer day month year DD MM YYYY Location Enter full postal address Free text field for details postal address of the site where inspection took place mandatory Contact at site Free text fields for contact details of the Name responsible person at site where K place mandatory Phone mumber Email Drop down controls to choose Yes or i Not available default is blank selection Documents inspected is mandatory Type approval Previous Inspection Check box only if design characteristics have been checked at inspection mandatory Maintenance Design characteristics checked Items inspected EF Service equipment F Tank interior Check only if these aspects have been checked at inspection some mandatory External Insulsjd Leak test Drop down to choose Gas or Liquid Leak test method mr default is blank selection is mandatory PN Drop down to choose units bar or kPa default is blank
27. Record The user should click on the drop down control labelled Is any subcontracting taking place and select Yes from the list www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 20 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Y V A A new field labelled Subcontracting Information will appear in the form in which the specific details must be recorded Subcontracted Work Select Yes in the drop down if Is any subcontracting taking Yes subcontractor used mandatory place Subcontracting Information Free text field to record details of subcontracting mandatory www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 21 of 50 User Guide DGO Tanks Certification System Yo 6 2 v 6 2 1 6 2 2 www dit gov uk vca Filename Date Vehicle Certification Agency Type Approval Data Screen For Inspections other than Type Approval there are 2 likely scenarios whereby the Type Approval data for a tank is either e known by the system e NOT known by the system Type Approval data for a tank is known by the system Where type approval information is available in the system for a known tank or type of tank it will be automatically populated onto a new Inspection Record if e a known type approval number is entered into the Inspection Record or e details
28. Tank equipment result Number fields for Leak Test pressures up to 2 decimal places www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 26 of 50 User Guide DGO Tanks Certification System 6 3 1 6 3 2 www dit gov uk vca ah VA Inspection Data Screen lower ol p Hydraulic pressure test Test method Liquid or gas used Result Measured tank thicknesses Enter the minimum values Shell Ends Partition Structural equipment frame CSC number Notes Next inspection due Next Inspection Type Date picker field auto completed can be overwritten must follow format of day month year DD MM YYYY mandatory Drop down to choose next kind of inspection Intermediate or Periodic default is blank Vehicle Certification Agency Note These fields are not always visible only for Initial Periodic and Exceptional Drop down to choose Gas or Liquid default is blank sometimes mandatory ke Free text field for fluid used Number field for Hydraulic Test pressures up to 1 decimal place Number fields for thicknesses up to 1 decimal place not available for vacuum insulated tanks Free text field for details of any structural frame mandatory may not apply in most cases so enter Not applicable Free text field for CSC number not applicable to all tanks so not always visible will appear on
29. User Guide DGO Tanks Certification System A d La Vehicle Certification Agency User Guide DGO Tanks Certification System Revision 2 covers updates in line with software version 1 0 14310 2 Updated features 1 Added new tank types a MEGCs 6 7 6 8 amp RID b Vacuum Insulated Cryogenic Tanks c DfT Authorised tanks 2 New List Inspections screen to enable improved filtering of records 3 Added new features a Public search facility to enable certificates to be viewed on line b Ability to issue revised certificates e g to correct errors c Deletion of unwanted DRAFT records d Choice of next kind of inspection on Intermediate inspections e Notification of Refusal document 4 Amended sign off routine Supervisor cannot sign off own inspections 5 Added fields a CSC Number b IMO Data 6 Added features to certificates a MCGA logo and b AIB contact e mail address www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 1 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Contents 0 General Introduction 4 0 1 Who Should Read It rronnnnnannrnrannrnnnnnnnnnnrnvnnnevnnnnrnnnnnennnnsennnnsnnnnnnnnne 4 0 2 Shine SEE ee E 4 0 3 REP FONN av 4 0 4 Searching for EEE See 5 1 Tank Lifecycle 6 2 Walkthrough the different kinds of inspection 7 2 1 TYPE Approval EXAMINATION seess nesen nE ESERSE ESEE EN 7 2 2 Ini
30. VCA DGO CERTIFICATION SYSTEM UAT system Change Password Home List inspections New inspection General info Type approval Inspection data Inspection type Intermediate inspection A B cL Inspection body Test inspection body A g gt N 408 Star Avenue Status INSPECTION STATUS Inspection status Published 02 06 2014 Authorising supervisor name Supervisori Published date 02 06 2014 Certificate number M 14 000014 View published certificate Published certificate number will be prefixed with GB Link to enable viewing of Published certificate ae Inspector approved date Reversion to draft If the Inspection Record has NOT been completed to the satisfaction of the Supervisor the Inspection Record should be rejected by the Supervisor and reverted to draft status To revert an Inspection Record to draft the Supervisor should click on the Revert to draft button After the Revert to draft button is clicked a field appears which requires a comment from the Supervisor e g a reason for reversion The Supervisor should complete this free text field with relevant information Filename TanksUserGuide Date Rev 2 Page 36 of 50 18 November 2014 User Guide DGO Tanks Certification System Vehicle Certification Agency nn VO Supervisor Reversion F P VCA DGO CERTIFICATION SYSTEM UAT system Welcome Supervisor1 Log Out Change Password Home List inspections New
31. cate Text field search filter controls Date filter controls Sorting controls click on column headers Inspection date Status Inspection type Tank seria no Report ref Certificite Number 01 01 0001 Draft Rexiodic inspection List Inspections Screen Filtering Searching and Sorting Controls 7 3 1 Drop down controls An authenticated user can use the drop down controls to filter data as follows e Status Filter by All Draft Inspector Approved Published Refused Default selection is Draft status e Inspection Body List Only applies if authenticated user is associated with more than one AIB Filter by AIB e Type of Inspection Filter by All inspection Type Approval Initial inspection Intermediate inspection Periodic inspection Exceptional inspection Default is All inspection e Inspector List Filter by All inspectors or an Inspector s e mail address Sorting by Inspector e Type of Tank Filter by All tank type or one tank type selected from the list of tank types Special sorting by ADR clause 6 7 then ADR 6 8 6 9 etc and then within these alphabetically there are UK and IMO www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 41 of 50 User Guide DGO Tanks Certification System gg VA 7 3 2 7 3 3 www dit gov uk vca Filename Date Vehicle Certification Agency placed at the end The amount of data shown will be successively
32. contracting taking place is required Date of next inspection is required Report reference is required Tank type is required Manufacturer is required Type approval number is required Date of manufacture is required Manufacturer s serial number is required Owner s name is required Owner s address Is required Operator s name is required Operator s address is required i gt 2 Q Q lt EE a Coun manwe sed JET rsrs O MA DE Pa Y Pas otre nsen seme ET D A A MA A ese O PPP Lali PPY Pesse namere PP Pasonen sead S PP pees seta namera YPP resres PPT i MA MA DA B pearsan se O PP i A A A www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 47 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency ag Vi 9 2 Type Approval Data Screen Oo _ O ab Soe Oo _ Periodic Exceptional Drawing number s is required RID ADR tank code is required Shell material is required Length is required Width is required Height is required Type approval shell thickness is required Type approval end thickness is required Type approval end thickness is required Maximum working pressure is required Maximum design pressure is required Calculation pressure is required Maximum working pressure unit is required Maximum gross mass is required Tare mass is required Maximum permitted density is required Maximum permitted den
33. d see Authentication From the Home Screen click on the Create a new inspection link or New Inspection button in the menu bar A screen labelled CREATE A NEW INSPECTION RECORD will open with drop down controls marked in red box below which the user can use to choose the AIB only applies if inspector is associated with more than one AIB the type of inspection Selecting an AIB Some users will be associated with more than one AIB so the system caters for this Where the user is associated with more than one AIB the control will offer a choice of AIBs The user can make selections using the drop down controls by clicking on the downward pointing arrow on the right hand side of the control and then selecting the appropriate AIB from the list by pointing with the mouse and clicking on the appropriate selection Create New Inspection Screen 5 2 www dit gov uk vca Filename Date Welcome DG inspector outlook com Log Out VCA DGO CERTIFICATION SYSTEM hange P r Help Search Certificates Kind of inspection The user is presented with a choice of different kinds of inspection and this is related to the scope of the organisation that they are associated with For example not all AIBs will be able to carry out Type Approval Initial or Exceptional Inspections so some options may not be available VCA DGO CERTIFICATION SYSTEM Home List inspections New inspection C
34. dy Freight Transport Association Ltd Inspection data Hermes House St John s Road Tunbridge Wells Kent TN4 SUZ Inspector approva Inspection email twells admin fta co uk Status GENERAL INSPECTION DATA Inspector Name Report Reference Type Approval Number Manufacturer Country Free text field with auto complete for country where tank is manufactured Manufacturer Serial Munn ber Date Of Manufacture DD MM reer Date picker fields must follow format of day month year DD MM YYYY Date of Last Inspection MOD tank Cremer Hame Dwner Address Free text field for owner s address use full postal address for use on certificate Operator same as owner Check if tank operator is same as owner to auto complete the operator details Operator Mame Operator Address i Nc Free text field for operator s name Free text field for operator s name Free text field for operator s owner s tank reference e g fleet number VRM iii trailer VIN or DVSA C number etc Is any subcontracting taking E place Drop down to show if subcontractor ees used default is blank mandatory Actual Capacity tres Number integer field for actual capacity Controls to save navigate to next screen amp quit without saving the record 6 1 1 AIB Subcontracting If an AIB subcontracts part of the Inspection to another party they must record this in the Inspection
35. e system is a web based application which since 1 July 2014 is available at https tanks dft gov uk lt can be viewed through most web browsers but is set up to work on Microsoft Internet Explorer version 8 or above Data on tanks will be held centrally on the system and is protected by security features Users need to go through an Authentication see below process log in to use the system and can only be set up by an authorised administrator Help Facility There is a comprehensive User Guide which is available through a Help button available on every screen the position of the Help button will move to the right along the Menu bar after login Users should familiarise with the contents of the User Guide TanksUserGuide 18 November 2014 Rev 2 Page 4 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency gg VA VCA DGO CERTIFICATION SYSTEM Help Search Certificates Menu bar 0 4 Searching for Certificates It is possible to locate and view certificates which exist in the system without the need to log in unauthenticated user The user will need to provide three pieces of information in the relevant fields e Tank serial number e The name of the Manufacturer e The user s e mail address The information in the Tank Serial Number and Manufacturer should be available from the plate on the tank or on a certificate associated with the tank Care must b
36. e taken to match the data exactly the system will not return records where the data does not match Due to variations of how information has been recorded in the system it may be necessary to try more than one version of the Manufacturer s name e g Tasca Tasca Tankers Tasca Tankers Ltd Tasca Tankers Ltd Tasca Tankers Limited www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 5 of 50 User Guide DGO Tanks Certification System gia VA www dit gov uk vca Filename Date Vehicle Certification Agency Tank Lifecycle Type Approval Design Validation Examination Initial Inspection entry into service At any time Exceptional Inspection Refusal Notification 272 to 3 years Intermediate Inspection 27 to 3 years Periodic Inspection 272 to 3 years Intermediate 27 to 3 years Periodic Inspection Non DG use export scrap etc The system is designed to record Inspection details and create and store certificates during the lifecycle of a tank For the first 3 4 years many tanks will not be known in the system so it will be necessary to enter some fundamental e g type approval data for any unknown tanks Non UK type approvals must also be entered from known records or information sources Eventually the majority of existing type approvals will become known to the system as users enter the details of tanks in service For the con
37. een The authenticated user can navigate to the List Inspections screen by clicking the List Inspections button on the menu bar or via the links in the main area of the Home Screen VCA DGO CERTIFICATION SYSTEM These links will open the List Inspections screen and provide data en Home New Inspection filtered according to the link selected i i Draft inspections i e will show only Inspector approved inspections Published Inspections Create a new inspection Draft Inspections Delete draft inspections Help View a list of inspections e Inspector Approved Inspections e Published Inspections In the List Inspections screen data is displayed in 8 columns e Inspection date The date of the inspection e Status The status of the Inspection Record e Inspection type The kind of Inspection e Manufacturer The manufacturer of the tank e Tank Serial Number Manufacturer s serial number marked on tank e Report Ref The AIB s internal job report number TanksUserGuide 18 November 2014 Rev 2 Page 38 of 50 User Guide DGO Tanks Certification System gg VA 1 2 www dit gov uk vca Vehicle Certification Agency e Certificate Number Certificate numbers are displayed when available after publication e Unlabelled A series of links to enable the user to navigate quickly to perform actions on Inspection Records e g edit approve view revoke etc
38. er e name e e mail address www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 13 of 50 User Guide DGO Tanks Certification System gia VA Vehicle Certification Agency Home Screen After the user has been successfully authenticated in the system logged in they will see the Home screen Home Screen 4 1 www dit gov uk vca Filename Date VCA plete CERTIFICATION SYSTEM Welcome DG inspector outlook com Log Out Change Password Home List inspections New inspection Help Search Certificates Draft inspections Inspector approved inspections Delete draft inspections i sen In the title bar is a Welcome message for the authenticated user and their name is displayed alongside it The Home screen has the following functions e Log out Logs the user out of the system e Change Password The user can change their password e Draft Inspections The user can see lists of Draft Inspection Records e Inspector Approved Inspections The user can see lists Inspector Approved Inspection Records e Published Inspections The user can see lists of Published Inspection Records e Create New Inspection Authorised users with the role Inspector can create a new Inspection Record not available for all users e Delete draft inspections Authorised users s with the role Inspector can delete unwanted Draft Inspection Records n
39. f 50 User Guide DGO Tanks Certification System Vehicle Certification Agency gg VA With regard to the system the actions for Type Approval Inspections are similar to that for Intermediate Inspection The procedures for e Saving e Editing e Navigating e Inspector Approval e Supervisor Approval are the same as for Intermediate Inspection below 2 2 Initial Inspection Only certain AIBs are appointed to conduct Initial Inspsections therefore some or all of the functions of the system will not be available to a number of AIBs In the New Inspection screen the option Initial Inspection will not be available in the Type of Inspection control The procedures for e Saving e Editing e Navigating e Inspector Approval e Supervisor Approval are the same as for Intermediate Inspection below 2 3 Intermediate Inspection All AIBs are appointed to conduct Intermediate Inspsections The procedures for e Saving e Editing e Navigating e Inspector Approval e Supervisor Approval are the set out in the Walkthrough Intermediate Inspection below www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 8 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency a Vi 2 4 Periodic Inspection With regard to the system the actions for Periodic Inspections are similar to that for Intermediate Inspection The procedures for e Saving e Editing
40. he postal address e the contact person at the site e g owner s operator s contact person etc which may be used if needed in future e documents inspected pertaining to the tank e items inspected on the tank e the results of tests and measurements performed e g o leak test o hydraulic test Intermediate Inspection does not include hydraulic tests o material thicknesses e any relevant notes e date of next inspection Note The date of the next inspection will be pre filled by the system However it may be changed but only where the transport RID ADR IMDG regulations provide a different period If inspections are carried out more frequently e g every 2 years it is possible to accommodate this in the system For example some operators require inspections every 2 years such that the inspection regime follows the pattern Intermediate gt Intermediate gt Periodic The date of the next inspection and the kind of inspection can be changed in the Inspection Record The published certificate will indicate the user selection of a Periodic Inspection or an Intermediate Inspection To cater for the extra Intermediate Inspection the user merely needs to select this kind of inspection at the time of creating a new inspection www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 25 of 50 User Guide DGO Tanks Certification System ah VA Inspection Data Screen upper ne p pp VCA DGO CE
41. hey wish to revoke e g ensure it is the right one as once a Published Certificate is Revoked this cannot be reversed If the certificate is the correct one the Supervisor must enter a reason for the revocation and then click on the one of the buttons at the bottom of the screen e Revoke button If the certificate is to be revoked and not re issued e Re issue button if the certificate is to be re issued after information has been corrected TanksUserGuide 18 November 2014 Rev 2 Page 45 of 50 User Guide DGO Tanks Certification System gg VA 8 1 1 www dit gov uk vca Filename Date Vehicle Certification Agency e Cancel button if it is not the certificate is to be revoked e g if it is not the correct certificate etc Revocation If a certificate is revoked it is no longer available for viewing However the Inspection Record remains available in the system and the Status is recorded as Revoked available as a filter in the List Inspections screen VCA pice CERTIFICATION SYSTEM Welcome DG inspector outlook com Log Out Change Password List inspections New inspection Help Search Certificates Tank Type As Status Revoked Manufacturer Inspection Body Freight Transport Association Ltd Owner Inspection Record is still available by clickina the view control Tank Serial NumBxer Type of inspection All inspection vi
42. inspectio Sonen Inspection type Intermediate inspection A B L Inspection body Test inspection body A O g Inspection data 408 Star Avenue Supervisor approval Status SUPERVISOR APPROVAL Inspector name mike protheroe vca gov uk Report reference 20140602 1 Inspection date 02 06 2014 View draft certificate O Approve inspection Revert to draft Supervisor comments lt lt Go to previous www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 37 of 50 User Guide DGO Tanks Certification System gia VA 7 7 1 www dit gov uk vca Filename Date Vehicle Certification Agency Retrieving an Existing Inspection Record Inspection Records with any status can be stored in the system Inspection Records which have the Status e Draft e Inspector Approved will effectively be at a work in progress stage and will need to be retrieved from the system in order to progress to either Published or Refused states An authenticated user may access Inspection Records with any status via the List Inspections screen List Inspections Screen The user may access the List Inspections screen after Authentication and it will only list inspections for the AIB s with which the authenticated user has an association Where it is necessary for an AIB to view a certificatethat was published by another AIB it is possible to use the Search certificates scr
43. ksUserGuide 18 November 2014 Rev 2 Page 42 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency PI VA For example in the Manufacturer search field searching for ta Will return many results such as Maidment Tanker Services Ltd Road Tankers Northern Tasca Tankers Ltd and some other variations of these including all variations of upper and lower case etc Searching for tas Will return versions of Tasca Tasca Tankers Tasca Tankers Ltd Tasca Tankers Limited and some other variations of these etc Whereas searching for tasca tankers I Will return a reduced set of information Tasca Tankers Ltd Tasca Tankers Limited etc Note that results such as Tasca Tasca Tankers are excluded from this search as they don t match the contains filter The filtering can be further refined by adding different filters or search terms in other fields For example it is possible to search for Inspection Records where e the inspection was carried out within a particular date range and e the Type of Inspection is Periodic and e the Manufacturer is Tasca and e Soon 7 3 4 Clearing All Filters Where all the expected results are not displayed it may be because there are filters limiting the data displayed vein To clear any filters click on the Clear all button DNT AB Report B Clear All Manufacturer Tank serial no www dit gov uk vca
44. lly authenticated in the system logged in they will see the Home Screen see the section below From time to time usually monthly there will be a short shutdown period for planned maintenance of the servers A message on the log in screen will www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 11 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Van VA indicate this planned maintenance and will be displayed for a few days during the run up to the shutdown Maintenance Message on Log In Screen VCA DGO CERTIFICATION SYSTEM Please note that the site will be unavailable from 5 30 am until approximately 7 30 am on Friday 14 Nov 2014 due to maintenance We apologise for any inconvenience LOG IN 3 2 Forgotten Password If a user known to the system has forgotten their password they can ask the system to send a reminder to their registered e mail address The user may click on the Forgot password link at the bottom of the Login Screen the following screen is displayed Reset Password Screen VCA DGO CERTIFICATION SYSTEM RESET PASSWORD Account Information User Name The user should enter a valid user name and click on the Submit button Provided the user is registered in the system an e mail will be sent to their registered e mail with a new password and they will receive a confirmation message Password Reset VCA
45. n 4 A Refusal Notice may be issued at any stage during the population of an Inspection Record there is very little mandatory data in this case Vehicle Certification Agency To create and publish a Refusal Notification the Inspector should click on the Refuse button After the Refuse button is clicked a field appears which requires a reason for refusal the user should complete this free text field with relevant information A Refusal Notice may only be given by the Inspector named on the Inspection Record If any other authenticated user is logged in the Refuse button and text field labelled Refusal reason are not available for use There is no need to obtain Supervisor Approval for a Refusal Notification Refusal Tab Welcome DG inspector outlook com Log Out VCA DGO CERTIFICATION SYSTEM Change Password Home List inspections New inspection Help Search Certificates General info Inspection type Intermediate inspection Type approval Inspection body Freight Transport Association Ltd FTA Inspection data Hermes House St John s Road Tunbridge Wells Kent TN4 9UZ Inspector approval Inspection email twells admin fta co uk Status INSPECTOR APPROVAL The inspection may only be approved or refused by the named inspector Inspector name DG inspector outlook com Report reference 141113 1 Refuse Approval tab Inspection date 04 11 2014 7 Note Approve
46. ncorrect it cannot be edited or deleted after it has been published However to handle situations such as where there are typographical errors on acertificate etc it is possible for a Supervisor to revoke and re issue the certificate The Supervisor should access the List Inspections Screen see section 7 1 List Inspections Screen above and select the appropriate Inspection Record from the list which may be filterd to show published Inspection Records only Click on the link Revoke The Revoke screen is displayed List Inspections Screen Filtering Searching and Sorting Controls www dit gov uk vca Filename Date VCA DGO CERTIFICATION SYSTEM Welcome DG inspector outlook com Log Out Change Password Home List inspections New inspection Help Search Certificates REVOKE Inspection type Intermediate inspection Reason for revocation this must be Formatted certificate number GB M 14 000273 completed AIB name and address Freight Transport Association Ltd Revoke button click if certificate is to be Hermes House St John s Road Typ rfdge Wells Kent TNA XTZ revoked and not reissued Revocation is final and cannot be reversed oe i Reissue button click if certificate is to be revoked and then reissued as rev x Revocation reason a Reason for revocation this must be completed v Reissue Cancel The Supervisor should check the details are correct for the certificate t
47. nspector approval Status INSPECTOR APPROVS Inspector namg DG inspector outlook com Report reffrence 141113 1 Inspegiion date 04 11 2014 View draft certificate Approve inspection Retest approval Approve Controls to navigate to previous or next screen amp quit without saving record Note Sometimes the system will display warnings if data appears inconsistent or is not complete These warnings are prompts to the user to check the information or seek further advice In cases where the system is displaying warnings only the Approve button is available and the Inspection Record can be approved It will not be possible to approve an Inspection Record if one or both of the following situations apply e Mandatory data is not completed a list of missing items is displayed the user will need to navigate to the appropriate screen using the links in the sidebar or navigation buttons at the bottom of the screen and complete the missing entries www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 29 of 50 In these situations the Approve button is not available Vehicle Certification Agency An inspector other than the one named on the Inspection Record is logged in as the user only the Inspector named on the Inspection Record may approve an Inspection Record Inspector Approval NOT Possible 1 Welcome DG dataGoutlook com Log Out
48. on is required Type approval document inspected must be Yes Previous inspection document inspected is required Maintenance document inspected is required www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 49 of 50 User Guide DGO Tanks Certification System ag VA 10 Known Issues Vehicle Certification Agency www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 50 of 50
49. ot available for all users The user may navigate to certain functions by clicking on the appropriate button where one exists in the Menu Bar or on the appropriate link in the main part of the screen Log Out The user can log out of the system by clicking on the Log Out link in the top right hand corner of the title bar The user will no longer be authenticated and will be returned to the Log In Screen above TanksUserGuide 18 November 2014 Rev 2 Page 14 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency oh VP 4 2 Change Password Vi g It is advisable to change a password every 3 to 6 months or if there is any suspicion that a password is no longer secure Welcome DG inspector outlook com Log Out Change Password An authenticated user may click on the Change Password link The following screen is displayed Change Password Screen VCA DGO CERTIFICATION SEN Welcome DG inspector outlook com Log Out Change Password CHANGE PASSWORD Use the form below to change your password New passwords are required to be a minimum of 6 characters in length Account Information Old Password New Password Confirm New Password The user will need to enter their current password and a new password twice and then click on the Change Password button Alternatively the user may click on the Cancel button or the browser Back button to return to
50. pe Intermediate inspection Type approval Inspection body Freight Transport Association Ltd Inspection data Hermes House St John s Road Tunbridge Wells Kent TN4 9UZ Inspection email twells admin fta co uk EN Supervisor approval Status SUPERVISOR APPROVAL Approve button is NOT because a Report reference 141113 Supervisor cannot approve Inspection Inspection date 04 11 2014 Records where they are the named View draft certificate Inspector Approve inspection Revert to draft Approval of an inspection is final and cannot be reversed A supervisor cannot approve their own inspections Approve 6 6 1 Approval and Publication The Supervisor has an opportunity to view data on a DRAFT certificate to ensure the data is and ooks correct To view the DRAFT certificate the Supervisor should click on the link View draft certificate at the bottom of the screen If the Inspection Record has been completed to the satisfaction of the Supervisor the Inspection Record may be approved by the Supervisor www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 35 of 50 User Guide DGO Tanks Certification System gg VA Vehicle Certification Agency clicking the Approve button in the Approve inspection tab towards the bottom of the screen Published Status 6 6 2 www dit gov uk vca Welcome Supervisorl Log Out
51. sity unit is required Nominal design total capacity is required Internal lining is required External insulation is required Securing method demountable tanks only is required Compartment 1 capacity is required lt Type Approval www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 48 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Gia Vi 9 3 Inspection Data Screen Oo _ O Oo See Oo _ Periodic Exceptional Inspection of service equipment must be True Inspection of tank interior must be True Inspection of tank exterior must be True Tank vessel leak test result is required Tank vessel leak test result unit is required Leak test method Is required Tank equipment leak test result is required Structural equipment frame is required Inspection of tank interior must be True Type Approval Hydraulic pressure test result is required does not apply to Old UK tanks Hydraulic pressure test method is required does not apply to Old UK tanks Hydraulic pressure test liquid or gas used Is required does not apply to Old UK tanks Measured shell thickness is required Measured end thickness is required Measured end thickness is required Measured partition thickness is required warning displayed if not completed Design characteristics checked must be True Date of last inspection is required Date of next inspecti
52. the Home Screen without changing the password Passwords must be at least 6 characters in length If the password has been changed successfully the user will receive a confirmation message Password Changed Screen VCA DGO CERTIFICATION SYSTEM Welcome DG inspector outlook com Log Out Change Password CHANGE PASSWORD Your password has been changed successfully www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 15 of 50 User Guide DGO Tanks Certification System che VA 4 2 1 Password change Error hd 2 g If there is a problem such as an unknown user the following message will be Vehicle Certification Agency displayed Password Change Error Login VCA DGO CERTIFICATION SYSTEM There was a problem resetting your password Please contact your Administrator or Account Executive for assistance RESET PASSWORD Account Information User Name someone aib In the case above the user has tried to use an e mail address which is not valid The user can return to the Log In Screen by clicking on the Log In link in the top right hand corner of the title bar or the browser Back button www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 16 of 50 User Guide DGO Tanks Certification System gia VA 5 1 Vehicle Certification Agency Create New Inspection Record Screen The user will need to be authenticate
53. tial Inspection reranrnnnrrrnnennnrrnnnrvanennnrnnanennnennnrnnnnennnennnnnnnnennsennnne 8 2 3 Memel AN vr 8 2 4 PET ENN 9 2 5 EX CCDTOM AL IIS OSC HON essere EEEE EERTE 9 2 6 Basic Process Flowchart for SYSteM cccseccccsseeeseeeeeseeeeeeeeeeeeas 10 3 Authentication 11 3 1 Log IN SCreen rrnnannnnnannnnnannnnnannnnnansennnnsnnnnnsennansnnnnnsnnnnssnnnnsennnnnsen 11 3 2 FOTEN 12 3 3 VEE KON 13 3 4 User ale ps og EE 13 4 Home Screen 14 4 1 ETO 14 4 2 Change Password rrrarannanannnnnnnnnnnnnnnnnnnnnnnnsnnnnsnnnnsnnnnsnnnnennnnsnnnnne 15 5 Create New Inspection Record Screen 17 5 1 Selecting an AlB rrronnennnnnrrrnnnennnnnnnnansnnnnnennnnnennnnnennnnsennnnsennnsnnnnsee 17 5 2 sale OF TAS OC og 17 6 Walkthrough Intermediate Inspection 19 6 1 General Inspection Data Screen rrnrrnnnnnannannrnnannrnnannnnnnnsnnnnnennnnnee 19 6 2 TY Oe Aral Da STN 22 6 3 INSPECTON Data STEEN saa 25 6 4 Approving an Inspection or Refusal Notification rrrarrnnnrnnnnnnnn 29 6 5 UENIG 33 6 6 Supervisor Approval Screen soiseid 35 7 Retrieving an Existing Inspection Record 38 Tel EISTIKSOECNONS SUEEN Lassen edge 38 7 2 FA 39 www dit gov uk vca Filename TanksUserGuide Date 18 November 2014 Rev 2 Page 2 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Gia Vv A 1 3 Filtering and Sorting Data 40 ilteri HP Fv f i 8 Publish Certificate 44 8 1 Revoke Sl MC AN EE NR 45
54. ve an Inspection Record and the name of the Inspector as recorded in the system will appear on the Published Certificate If the actual inspection was carried out by more than one Inspector the Inspector which takes responsibility for the inspection should be selected other Inspectors associated with an actual inspection should be recorded in the AIB s own record keeping systems There are navigation links to other screens in the sidebar at the left hand side and navigation and Save buttons at the bottom of the screen Complete all the fields and click on Save and go to next at the bottom of the screen to navigate to the Type Approval Data Screen or use the navigation link in the sidebar and data is saved automatically Data can be saved at any time by clicking on the Save button at the bottom of the screen The user can also exit without saving data by clicking on the Cancel button Note There are mandatory fields which must be completed to enable TanksUserGuide 18 November 2014 Rev 2 Page 19 of 50 User Guide DGO Tanks Certification System Vehicle Certification Agency Po VA approval of an Inspection Record for list a list of these see Appendix Mandatory Fields General Inspection Data Screen Welcome DG inspector outlook com Log Out VCA DGO CERTIFICATION SYSTEM Change Password General info Inspection type Intermediate inspection Type psi 3 Inspection bo
55. venience of users where type approval information is known for a particular type of tank it will be automatically populated onto an Inspection Record if a known type approval number is entered into the Inspection Record Where type approval information is not known by the system the user will need enter this data on the Type Approval screen This data can be collected from the Tank Record which should be held by the owner operator and or the type plate on the tank itself It is important to gather ALL the fundamental information required fields for a tank at the time of inspection as it will not be possible to approve an inspection if the required information is not recorded in the system The required fields are listed in the Appendix Mandatory Fields TanksUserGuide 18 November 2014 Rev 2 Page 6 of 50 User Guide DGO Tanks Certification System aia VA gt 2 1 www dit gov uk vca Filename Date Vehicle Certification Agency Walkthrough the different kinds of inspection This guide will provide a user with a walkthrough of the process of creation completion and the approval of an Inspection Record and the publication of a certificate The system caters for 5 different kinds of inspection which are aligned with the lifecycle of a tank e Type Approval Examination e Initial Inspection e Intermediate Inspection e Periodic Inspection e Exceptional Inspection Each of these kinds of inspection

User Guide - DGO Tanks Certification System

Contents

Download Pdf Manuals

Related Search

Related Contents