ICO user guide - Department of Transport and Main Roads

ICO user guide - Department of Transport and Main Roads
ICO User Guide
Approval Holders & Approved Examiners
Further Assistance
Other documentation
Further information about ICO is available at www.tmr.qld.gov.au/ais
ICO Administrator
If you are unable to resolve your issue, contact the ICO Administrator.
Contact details
Email:
ico@tmr.qld.gov.au
Telephone: 07 3066 2482
Version 1 October 2016
ICO User Guide, Transport and Main Roads, Version 1 October 2016
1
Contents
Definitions/Abbreviations......................................................................................................... 3
1
Enrolling in ICO ......................................................................................................... 4
2
Enabling an AIS in ICO ............................................................................................. 5
3
Managing your approved examiners in ICO ............................................................. 5
4
Managing your AIS details ......................................................................................... 6
5
Adding a Role .............................................................................................................. 7
6
Home Screen and Menu Options................................................................................ 7
7
Vehicle Inspection Records ......................................................................................... 7
8
Passwords .................................................................................................................... 8
9
Vehicle/Trailer Inspections ......................................................................................... 9
9.1
Vehicle/Trailer Verification .......................................................................................... 9
9.2
Recording Customer Details ....................................................................................... 10
9.3
Recording Vehicle/Trailer Details ............................................................................... 10
9.4
Recording Inspection Details (including fail reasons) .................................................. 11
9.5
Adding Photos/Files to an Inspection Record .............................................................. 12
9.6
Confirmation of Inspection ......................................................................................... 12
10
Incorrectly Approved Inspection Certificate ........................................................... 13
11
Incorrectly Approved Inspection Report ................................................................. 13
12
Approving and Issuing Inspection Certificates ........................................................ 13
13
Issuing Inspection Reports ....................................................................................... 14
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Definitions/Abbreviations
Approved examiner – an approved examiner accredited by TMR to conduct vehicle
inspections.
Approval holder - includes owners, directors and approved nominees for the AIS accredited
as an approval holder by TMR.
Assigned inspection certificate – A safety certificate or certificate of inspection that was
created in ICO and has been electronically lodged with TMR. Inspection certificate starts with
the number ‘1’.
COI – Certificate of Inspection
HT – Heavy trailer
HV – Heavy vehicle
ICO – Inspection Certificates Online
LT – Light trailer
LV – Light vehicle
MC - Motorbike
SC – Safety Certificate
TMR – Transport and Main Roads
Unassigned inspection certificate – A safety certificate or certificate of inspection that has
been created in ICO, but has not been electronically lodged with TMR. Inspection certificate
starts with the number ‘3’.
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1 Enrolling in ICO
Click on the link to access ICO or go to https://ico.tmr.qld.gov.au (you may like to save this as a
favourite in your web browser).
Select Enrol
Read and Accept the ICO Terms and Conditions
From the drop down box, select Approved Examiner & Approval Holder
Note: If you are intending to act as both an approved examiner and approval holder in ICO,
you should select both roles at enrolment. Alternatively, you can add the other role at a later
date.
Enter the requested information. Your AIS/nominee/approved examiner approval letter
from TMR will provide most of the information you require to enrol.
o
First name
o
Surname
o
Date of birth
o
Customer Reference Number (CRN) (usually your Qld drivers licence number)
o
Approved Examiner Accreditation Number
o
AIS Approval Number
o
AIS CRN
o
Country of Birth (if born outside of Australia)
o
Place of Birth (if born in Australia e.g. Brisbane)
o
Email Address (An email address can only be used by one user to enrol in ICO
and this becomes your userid)
Select Submit once all required information is entered.
Note: You may need to clear your browser history if you are having trouble enrolling.
Note: Your name will appear on the printed inspection certificates as you enter it during
enrolment. It is recommended that you use capitalisations, for example, John Smith.
You will be sent an activation link to the email address you nominated.
Note: This activation email may go straight to your spam or junk folder instead of your in box
as it is a noreply@tmr email. If the email is found in spam or junk, right click on the email to
have future emails received in your inbox.
Click on the link in the activation email which will return you to ICO and ask you to reset
your password.
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Enter your password twice and record it somewhere safe. (passwords must contain an
uppercase and lowercase character and a special or numeric character and be at least
8 characters long and can’t be used again within 13 times of password changes).
You are now ready to login to ICO.
Click on the Login link which will take you to the Login page.
Enter your Email Address and the Password you created, tick the I accept the Terms
and Conditions box and select Login.
You have successfully enrolled and logged into ICO. The first time you login to ICO you
will need to enable your AIS/s before any inspections can be recorded. Go to Enabling
an AIS in ICO for more information.
2
Enabling an AIS in ICO
Each AIS must be enabled in ICO by an approval holder before any approved examiners
can login and before any inspections can be recorded.
The first time an approval holder logs in to ICO after enrolling, a message will be
displayed advising You have no active Stations.
Select Thanks and then select your AIS name from the list displayed. If you are
associated with more than one AIS, you will need to enable each AIS individually.
To enable your AIS, click the
button to change it to
Recording Inspection Certificates Online. If the button already shows as
the AIS has already been enabled by another approval holder.
Select the Back button to return to the previous screen if you have other AISs to enable.
Once all of your AISs are enabled, you will need to log out of ICO and log back in again.
Your AIS/s are now enabled to issue inspection certificates online.
You can only operate under one AIS at a time in ICO, but you can change the AIS you
are operating under by selecting the Change AIS? option on the Home screen. Select
the relevant AIS from the drop down box to allow you to manage the AIS, view inspection
records for the AIS and record vehicle inspections.
next to
,
Note: Your AIS only needs to be enabled the first time you login to ICO after enrolling as an
approval holder. Only one approval holder at each AIS needs to enable the AIS.
3
Managing your approved examiners in ICO
Approved examiners must enrol themselves in ICO before any inspections can be
recorded.
The approved examiners associated with each AIS are listed in the Manage AIS &
Examiners screen.
After selecting the Manage AIS & Examiners menu option, select the relevant AIS
name.
Note: If you are associated with more than one AIS, or an AIS that is multi-listed with other
AISs, you will have multiple AISs listed to select from. Ensure you select the correct AIS
from the Manage AIS & Examiners screen.
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Approved examiners who are active in ICO are listed under the Active Examiners
heading. An approval holder can make an approved examiner inactive by selecting the
Exclude button next to the approved examiners name. (For example, an approval holder
may choose to exclude an approved examiner from ICO while they are on holidays).
Approved examiners who are inactive in ICO are listed under the Inactive Examiners
heading. An approval holder can make an approved examiner active in ICO by selecting
the Include button next to the approved examiners name.
Note: Excluding or including an approved examiner in ICO is not the same as notifying TMR
that an approved examiner has ceased working or commenced working at your AIS. Current
requirements to notify TMR have not changed.
4
Managing your AIS details
You can update TMR records on any changes to your AIS business email address and
business phone number through ICO.
Select Manage AIS and Examiners from the main menu.
Select the relevant AIS name.
To update your AIS email address, select Update next to your current AIS email address.
Type over the existing email address with your new email address and select DONE.
TMR’s records will be updated with your new email address.
Note: You may have multiple email addresses displayed for your AIS. Please provide one
email address only for TMR to use when contacting your AIS.
To update your AIS business phone number select Update next to your current AIS
phone number.
Type over the existing phone number with your new business phone number and select
DONE. TMR’s records will be updated with your new business phone number details.
Note: If you have not provided TMR with a business phone number, but you have provided
a mobile phone number, your mobile phone number will be displayed.
Note: This is the phone number that will appear in Find an AIS for your AIS (if you have
provided consent for your details to be included in Find an AIS).
Note: This function cannot be used to update the email address you used to enrol in ICO as
a user. This update option only allows you to update the email address for your AIS that
TMR use to communicate with you. If you wish to change the email address you used to
enrol in ICO, contact the ICO Administrator at ico@tmr.qld.gov.au
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5
Adding a Role
You can add an additional role (approved examiner or approval holder) to your existing
userid.
Select Manage Profile from the top menu on the Home page.
Select the ADD ROLE button.
Some information will be prepopulated for your existing role.
Enter the additional information for your new role and select SUBMIT.
You will need to log out of ICO and login again. You are now enrolled as both an approval
holder and an approved examiner.
6
Home Screen and Menu Options
User and AIS details - You must ensure that the correct user name and AIS is displayed
at the top of the Home screen before undertaking any tasks in ICO.
Change AIS? – If you are associated with more than one AIS, you can change the AIS
by clicking on the link and selecting the relevant AIS from the drop down box.
Outstanding Inspection Records – You may have a number of headings in your Home
screen for different types of pending inspections. These may include:
Vehicle Inspection pending Approval (approval holders only) – This is a list of all
inspections conducted by approved examiners at your AIS/s that are awaiting approval.
Select Approve and review the inspection details. If details are correct, select
APPROVE. If there are any problems with the inspection details, select REJECT and the
inspection will be returned to the approved examiner for amendment.
Final Vehicle Inspections assigned to you (approved examiners only) – This is a list
of all final inspections assigned to you by your approval holder for completion. This
occurs when the original approved examiner that failed the first inspection is not available
to do the final inspection. Select Finalise and record the final inspection details for the
vehicle reinspection.
Saved Vehicle Inspections (approved examiners only) – This is a list of incomplete
vehicle inspections previously saved by you for completion at a later time. You can select
Resume to complete the inspection, or the rubbish bin symbol to delete the inspection.
Help – Provides access to general information about ICO that may be of assistance to
users.
Contact Us – Includes contact details for the ICO Administrator including phone number,
email address and postal address.
Library – Includes links to the Business Rules for AIS, the Code of Practice – Vehicle
Inspection Guidelines, the National Heavy Vehicle Inspection Guidelines, AIS application
forms and Information Sheets, Vehicle Standards Notifications, relevant legislation and
other general AIS information. Current versions of all documents can be accessed via
the Library. The Library also includes a printable version of the ICO Troubleshooting
document.
AIS Reporting – AIS reporting is only available to users who are enrolled in ICO as an
approval holder. There are a number of reports available that may assist an approval
holder in reviewing their inspection records.
7
Vehicle Inspection Records
An approval holder can view all inspections recorded in ICO for their AIS and allocate a
reinspection to a different approved examiner in the Vehicle Inspection Records screen.
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You can search your inspection records using any of the information in the Vehicle
Inspection Records screen, including inspection number, plate number, inspection date,
examiner and status.
When searching for an inspection certificate you must enter the inspection certificate
number in the correct format e.g. 2 alpha capitals, dash, 8 numeric, dash and 1 numeric
or an ‘X’ (LV-10000000-3)
You can sort the vehicle inspection record columns by clicking on the column heading,
then sorting your preference by clicking on the arrow.
All inspection records with a FAIL_FIRST result will automatically close after 14 days if
the inspection record has not been finalised within 14 days.
You can choose to close an inspection record prior to the 14 days by clicking the drop
down box beside
and selecting on Close this Inspection.
To allocate an inspection to a different approved examiner for the reinspection of the
vehicle, select the Finalise button and select the relevant approved examiner’s name.
The inspection will be allocated to this approved examiner for completion of the
reinspection.
An inspection certificate or inspection report can be reprinted by clicking on the
COI/SC/Report button.
A replacement inspection certificate/report can be emailed by clicking on the envelope
button. Remove the unwanted email addresses and enter the new email
address and select the SEND button.
Advanced Search – There is also an option to conduct an advanced search using the
VIN, chassis number, plate number or inspection number.
Select Advanced Search and enter the search criteria.
Note: To clear search results, remove all information from the search field.
8
Passwords
If you have forgotten your password or need to reset your password, click on the Forgot
Password? link at the bottom of the login screen. This will generate an email to your
nominated email address with a link back to ICO to reset your password.
Click on the link in the email to return to ICO. Enter your new password twice and store
it somewhere safe.
Your ICO password must be reset every 30 days. When the 30 day period has expired,
and you try to login to ICO, you will be sent an email advising you to reset your password.
Click on the link in the email to return to ICO. Enter your new password twice and store
it somewhere safe.
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9
Vehicle/Trailer Inspections
9.1 Vehicle/Trailer Verification
To commence an inspection you must enter either:
o
the VIN (VINs commenced 01/1989), or
o
a Queensland registration plate number and the chassis number
Note: TMR’s system will only recognise a VIN for vehicles with a compliance date on or after
01/1989. All vehicles with a compliance date prior to this date should be identified using a
chassis number and plate number.
Note: If the vehicle/trailer you are inspecting does not have a VIN or both a plate and chassis
number, you cannot use ICO to record the inspection. You will need to use the hard copy
inspection books to record the inspection.
Click on VERIFY once the details are entered.
Message will advise if the vehicle verification is successful or if the vehicle verification is
a failure.
Note: If the vehicle/trailer is not successfully verified with TMR records, ensure the
VIN/Chassis number you entered is correct before proceeding with a manual inspection.
Vehicle/trailer is verified - If the vehicle/trailer is recorded in TMR’s registration system
and the VIN or plate and chassis number match, the vehicle/trailer will be verified and
the details below will be returned to ICO.
o
Registration plate number (current plate number if vehicle is currently
registered in Queensland, previous plate number if vehicle registration is not
current but vehicle has been previously registered in Queensland)
o
Vehicle make
o
Vehicle model
o
Vehicle body shape
o
VIN/Chassis number (if VIN/Chassis number exists in TMR records)
o
Inspection Type
If the details of the vehicle returned to ICO match the vehicle you are inspecting, select
YES and PROCEED. This will result in an assigned inspection certificate being issued
which will be automatically lodged in TMR’s registration system. Assigned inspection
certificates start with the number 1 (e.g. LV-10000001-X).
Note: If the vehicle is currently unregistered, the registration plate number does not need to
match the vehicle you are inspecting.
If the details of the vehicle returned to ICO (other than the registration number) do not
match the vehicle you are inspecting, select NO and MANUAL. This will result in an
unassigned inspection certificate being issued. This certificate will not be automatically
lodged in TMR’s registration system. Unassigned inspection certificates start with the
number 3 (e.g. LV-30000001-X). The customer will need to present the inspection
certificate manually to TMR.
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Vehicle/trailer is not verified - If the vehicle is not verified against TMR’s records, the
inspection can still be recorded in ICO, however, the inspection certificate will not be
automatically lodged in TMR’s system. This is called an unassigned inspection
certificate. Unassigned inspection certificates start with the number 3 (e.g. LV-30000001X). The customer will need to present the inspection certificate manually to TMR.
Select MANUAL to proceed with the inspection.
Note: ICO can still be used to record the inspection and generate an unassigned inspection
certificate, if the vehicle does not verify against TMR’s records or the vehicle details returned
to ICO from TMR do not match the vehicle you are inspecting.
9.2
Recording Customer Details
If you enter the customer’s email address, a copy of the inspection certificate or
inspection report will be automatically emailed to the customer when you approve the
inspection certificate or finalise the inspection report.
You can add an additional email address if the customer requires the inspection
certificate/inspection report to be emailed to a second email address or if you wish to
email a copy of the inspection certificate to yourself.
You can enter the customer’s name and address details by selecting Add more
customer details. The customer’s details do not print on the inspection
certificate/inspection report, but they will be saved in ICO as part of the inspection record.
Note: Emails sent from ICO may go straight to the recipients spam or junk folder instead of
the in box as they are no reply emails.
9.3 Recording Vehicle/Trailer Details
The fields that need to be completed will vary depending on the vehicle/trailer being inspected
(LV, LT, HV, HT, MC).
All fields should be completed before proceeding to the next screen. If any mandatory
fields (*) are not completed, you will not be able to continue to the next screen.
Note: Scrolling while the cursor is in a completed field may change the information you
entered.
Vehicle was verified and you selected YES and PROCEED (assigned certificate) –
Further information will be pre-populated in ICO for the vehicle. This information should
be reviewed and amended if it is not correct.
If you change the vehicle inspection type (for example, from light trailer to heavy trailer),
or the information used to verify the vehicle (VIN, plate or chassis number), the certificate
will change from an assigned certificate to an unassigned certificate.
Select CONTINUE to move to the next screen.
Vehicle was verified and you selected NO and MANUAL or vehicle was not verified
(unassigned certificate) – all vehicle details must be manually entered.
Select CONTINUE to move to the next screen.
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Note: Fields that are not completed will not be printed on the inspection certificate or
inspection report.
9.4 Recording Inspection Details (including fail reasons)
All fail reasons from the vehicle inspection guidelines for light vehicles and heavy vehicles are
included in ICO for selection. The fail reasons displayed for selection will be those applicable to
the vehicle/trailer you are inspecting.
When recording fail reasons, click on the box beside the relevant reason.
From the pop-up box, select the relevant fail reason. The information you select will be
printed on the inspection report.
Note: The
symbol includes the relevant notes from the vehicle inspection guidelines.
The notes information currently prints on the inspection certificate, however this will be
removed in the future.
The service brake test results must be recorded for both a pass and fail inspection.
Note: Results of peak AND either distance OR average must be entered for light vehicles
and motorbikes. At least one brake reading must be recorded for heavy vehicles. If a brake
test was not conducted for a failed inspection, because of safety concerns related to other
fail reasons (such as bald tyres), you should enter ‘Not tested’ in one of the brake test result
fields and note in the comments section that the brake test was not conducted.
Free text fields are available to enter details of any additional items failed and to enter
inspection comments. These fields are limited to 455 characters and should not be used
to record all of the fail reasons for the vehicle.
You can attach photos/files to the inspection record. Refer to Adding Photos/Files to an
Inspection Record for more details.
You must select PASS, FAIL/NOW PASS or FAIL FIRST INSPECTION.
Note: Fail/now pass function
If an issue that would result in the vehicle failing the inspection is identified during the
inspection, and the issue is rectified before the completion of the inspection (with the
customer’s consent), the identified issue can be recorded in ICO. The approval holder for
the AIS is able to view this information at any time and it will be printed on the inspection
certificate for the customer’s information. To capture this information, when entering the
inspection details in ICO, the approved examiner can select the relevant fail reason/s and
then select the fail/now pass button when finalising the inspection. This will generate an
inspection certificate for the customer (not an inspection report) with the items which were
rectified clearly identified.
The odometer reading must be entered for both pass and fail inspections (not applicable
to trailers).
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If your AIS has an approved mobile unit, additional fields will appear to allow the mobile
unit details to be entered if the inspection was conducted from the mobile unit. These
details must be entered if the inspection was conducted by a mobile AIS, but can be left
blank if the inspection was conducted at a fixed AIS premises.
If a first inspection was conducted from a mobile AIS, but the final inspection was
conducted at a fixed premises, the mobile unit details should be removed from the
inspection record when the details of the final inspection are entered.
Once all details are completed, select CONTINUE to proceed to the next screen.
9.5 Adding Photos/Files to an Inspection Record
When recording an inspection, an approved examiner can attach photos and files in the
Inspection Details screen (for example, photos of defects or a copy of the brake test report).
The photos are not emailed to the customer by ICO, but the approved examiner may choose to
email the photos separately.
To add browser stored photos in the Inspection Details screen, select the Browse or
Choose File option on the right side of the screen.
Select the photo/file you would like to attach from your browser window and click Open.
When you return to the Inspection Details screen in ICO, select the ADD PHOTO button.
A thumbnail of the photo you have selected will appear.
Note: If a thumbnail of the photo does not appear on the right side of the screen, the photo
has not been successfully attached.
To add additional photos/files, select the Browse or Choose File option again and follow
the steps above until all required photos are shown as a thumbnail.
To remove a photo/file from the Inspection Record screen, click on the red X to the right
of the thumbnail.
Note: Photos/files can be added to both pass and fail inspections. The photos/files that are
attached to an inspection record can be viewed in the Vehicle Inspection Records screen
once the inspection is finalised.
9.6 Confirmation of Inspection
Once all of the customer, vehicle and inspection details are entered you must review all
information to ensure it is correct before confirming the inspection.
If any details are incorrect, select the relevant Change option in the Confirmation screen
to amend the record. You will be returned to the relevant inspection screen to allow you to
change the information.
Note: You cannot change the AIS from the Confirmation screen if it is incorrect.
Once the required changes are made, you can flow back through the inspection to the
Confirmation screen to confirm the inspection details.
Do not select CONFIRM if the AIS details are incorrect or if any other details are incorrect.
If the AIS details are incorrect, save the inspection record by selecting the Save option at
the bottom of the page. The inspection record will be saved in your Home screen under the
Saved Vehicle Inspections heading. Return to the Home screen and select the rubbish
bin symbol to the right of the
button to delete the record. You will have to reenter the inspection from the beginning.
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If you are unsure about any of the information in the Confirmation screen, or incorrect
information is being displayed, save the inspection and select the Resume option from your
Home screen to review the information. If the information in the inspection record is still
incorrect, save the inspection and delete the record in your Home screen and re-enter the
inspection from the beginning.
When all details are confirmed as correct select CONFIRM.
IMPORTANT NOTE: Once you confirm the inspection details and the inspection is
approved, you cannot make any changes to the inspection record or inspection
certificate/report.
10
Incorrectly Approved Inspection Certificate
If you approve a pass inspection that includes incorrect details or that should have been a fail
inspection:
11
o
For assigned inspection certificates (certificate number starts with the
number 1) - you must contact the ICO Administrator at ico@tmr.qld.gov.au
immediately and provide your AIS number and the inspection number so the
inspection can be invalidated in TMR’s system. You can then create a new
inspection certificate or report for the vehicle with the errors corrected in ICO.
The incorrect inspection will remain in ICO as a closed inspection.
o
If the incorrect inspection certificate has been issued to the customer via email
or hard copy, you must advise the customer that the inspection certificate is
invalid and should be destroyed or regained by the AIS.
o
For unassigned inspection certificates (certificate number starts with the
number 3) – You can create a new inspection certificate or report for the
vehicle with the errors corrected in ICO. The incorrect inspection will remain in
ICO as a closed inspection.
o
If the incorrect inspection certificate has been issued to the customer via email
or hard copy, you must advise the customer that the inspection certificate is
invalid and should be destroyed or regained by the AIS.
Incorrectly Approved Inspection Report
If you create an inspection report that includes incorrect details, or should have been a pass
inspection:
12
o
You can create a new inspection report for the vehicle with the errors corrected
in ICO. The incorrect inspection will remain in ICO as a closed inspection.
o
If the incorrect inspection report has been issued to the customer via email or
hard copy, you must advise the customer that the inspection report is invalid
and should be destroyed or regained by the AIS.
Approving and Issuing Inspection Certificates
If you are an approval holder and an approved examiner in ICO, you can approve your own
inspections by selecting APPROVE NOW once the inspection details are confirmed.
You can also choose to submit the inspection record to the other approval holders
associated with your AIS in ICO for approval.
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13
If you are an approved examiner only in ICO, your completed inspection record will be
submitted to all approval holders for your AIS who are enrolled in ICO for approval once
you have confirmed the inspection details.
Issuing Inspection Reports
Inspection reports do not need to be approved by an approval holder before being issued
to the customer.
When the CONFIRM button is selected the inspection report will be generated and
automatically emailed to the customer (if an email address was provided). A copy of the
inspection report can also be printed and provided to the customer if required.
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