User Manual - South East Water
HYDROTRAK
- HYDRANT PERMIT SCHEME
User Manual
Table of Contents
Introduction .............................................................................................................................................. 2
New Permit Application ............................................................................................................................ 3
Adding Vehicle to the Permit ................................................................................................................ 5
Conditions of Agreement ...................................................................................................................... 6
Email confirmation ................................................................................................................................ 9
Sign In ..................................................................................................................................................... 10
Renewal .............................................................................................................................................. 12
Water Usage........................................................................................................................................ 14
Vehicle Maintenance .............................................................................................................................. 16
Update Existing Vehicle information ................................................................................................... 16
Add Vehicle to Permit ......................................................................................................................... 17
Contact Details........................................................................................................................................ 19
Hydrant Permit Scheme – Hydrotrak User Manual
Page 1 of 20
Introduction
The Hydrant Permit Scheme provides permission to Companies and Individuals to draw water from
hydrants & fire plugs that are managed by South East Water, SEW using the Hydrotrak System.
This web application allow customer to apply for a new application, permit renewal and view their
water usage on-line.
This web application can be accessed via SEW internet www.southeastwater.com.au, “Business
Customer” page. Select Hydrant Permit Scheme, then Hydrotrak system & page below will appear as
shown in figure 1.
Figure 1. Hydrant Permit Scheme web page.
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New Permit Application
Application screen as shown in the figure 2 appears when user select <Permit Application> on the
previous screen.
Figure 2. Hydrant Permit Application.
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Screen description for a New Permit Application
Field/Button
Description
Business Name
(Mandatory)
Enter the Business Name of the permit holder.
Applicant Name
(Mandatory)
Enter the contact person name of the permit. This name will be used
for all the correspondence.
E-Mail Address
(Mandatory)
Enter the e-mail address for the applicant. Emails will be sent to this
address when the permit is due for renewal and upon new application
being lodged and the success of the permit renewal.
Address Line 1
(Mandatory)
Enter the Business Address
Address Line 2
Enter the 2nd line of the address if needed.
Suburb
(Mandatory)
Enter the Suburb
State
It will default to VIC, otherwise Select the appropriate state from the
drop down list.
Postcode
(Mandatory)
Enter the postcode.
Telephone Number
(Mandatory)
Enter the contact person’s telephone number.
Mobile Number
Enter the Mobile number.
Fax Number
Enter the Fax Number.
Type of Business
Select the type of business from the drop down list. If the type is not
available in the list, select Other, and it will prompt to “Please Specify”,
describe the type of business.
From
Click on the calendar icon, and select a date from the calendar.
To
The system will populate this field. For yearly permit, it will add 1 year
to the From date.
Add Vehicle to
Permit
Click in line 1, Rego to add vehicle details. Entry the capacity of the
tank in litres. Click on Accept to record details. There must be at least
one entry to enable the “Submit Request” button.
Click on Add More Vehicles to Permit for additional vehicles.
Conditions of
Agreement
Click on this to read the conditions of agreement, as shown in figure 4.
You must click “I Accept” to continue. You must tick the box to
Conditions of Permit to Submit Request
Submit Request
Click this button to submit the application.
Back
Click this button to go back to the previous page.
Hydrant Permit Scheme – Hydrotrak User Manual
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Adding Vehicle to the Permit
There must be at least one vehicle being added to the permit. It also allows multiple vehicles being
covered by the permit. On clicking the “Add Vehicle to Permit” button, screen as shown in figure 3 will
appear. A vehicle detail lines will be created for update.
Figure 3. New Vehicle Application.
Hydrant Permit Scheme – Hydrotrak User Manual
Page 5 of 20
Conditions of Agreement
Upon the completion of vehicle entry, click on <Conditions of Agreement> to read the details.
Conditions of Permit - Hydrant Usage Permit
Cartage of Hydrant Water
1.
The permit holder is responsible for ensuring that it meets its legal obligations under the
Victorian Food Act 1984 and delivers water to its customers that are safe and suitable for its
intended use. For more information, see the Environmental Health section of the Department
of Human Services website www.health.vic.gov.au/environment. Without limiting this general
obligation, a tanker used to cart drinking (potable) water for human consumption, food
preparation or ice making, must not be used to cart reclaimed water, toxic or hazardous
chemicals, non-food liquids, and human or animal wastes.
2.
Water drawn from South East Water hydrants under this permit must only be used within
South East Water’s operating area.
Records of Usage
3.
The permit holder must ensure the amount of water withdrawn every month is forwarded to
South East Water by either:
 Using the Hydrotrak system
 Access to Hydrant Permit Scheme by web application via SEW internet site
www.southeastwater.com.au, “Business Customer” page and record the number of loads
withdrawn every month from the log sheets.
 Forward the completed log sheets every month to South East Water.
Backflow Prevention & Training
4.
The permit holder must ensure that at all times during the term of this permit the vehicles
authorised under the permit are each fitted with a backflow prevention device or air
disconnected inlet pipe. If appropriate, the testing results/certification of any approved
backflow prevention device must be supplied to South East Water upon request.
5.
The permit holder must ensure that any person involved in accessing and drawing water from
a hydrant under the authority of this permit:
 has read and understood South East Water procedure for operating hydrants prior to
accessing any South East Water hydrants; and
 is aware of the terms and conditions applying to this Permit.
 Contact South East Water on 132 812 to obtain an approved hydrant prior to withdrawing
water.
6.
If at any time the permit holder becomes aware of an incident which may involve a
contamination of the water supply, the Permit holder must immediately contact South East
Water on 132 812.
General Conditions
7.
The permit holder agrees to indemnify South East Water for:
 Any breach of the permit holder’s obligation under this Agreement;
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


Any damage caused to any hydrants or other property;
Any disruption to the water supply the permit holder, its employees or agents may cause;
or
Any claims concerning property damage, pecuniary loss, injury or death to third parties
resulting from any act or omission by the permit holder, its employees or agents.
8.
Hydrants can only be accessed for the purpose of filling a mobile water tank. All vehicles
authorised under this permit must have a current “Hydrant Permit Holder” sticker issued by
South East Water displayed at all times. This sticker must be removed once the permit has
expired.
9.
Only those vehicles registered on this permit are authorised to access and draw water from
South East Water hydrants. If there are additional vehicles that the applicant wishes to access
hydrants with, then a new permit application must be completed.
10.
The permit holder must provide South East Water with access to any of the Permit holder’s
information or records reasonably required by South East Water in order to allow audit
compliance with the terms and conditions of this Permit.
11.
The permit holder must do all things necessary to ensure that there is no wastage of water
when operating the hydrant.
12.
Water being withdrawn from hydrants must comply with the Drought Response Plan and the
current level of water restrictions at the time the water is being withdrawn.
13.
The permit is granted for a period of 12 months from the date of issue and is granted only in
respect to the vehicle register and described in the schedule.
Hydrotrak Device
14.
The Hydrant Permit Holder must notify South East Water to remove the Hydrotrak device from
the vehicle on termination of the Hydrant Permit. South East Water will arrange the removal
of the device within 10 working days of notification provided the vehicle is within South East
Water Operational area at no cost to the Permit Holder.
15.
The Hydrant Permit Holder must return the Hydrotrak device to South East Water on
termination of the Permit if the vehicle is not within South East Water operational area at the
Hydrant Permit Holders cost.
16.
The Hydrant Permit Holder will incur a $1,000 penalty if the Hydrotrak device is not returned
to South East Water within 20 working days on termination of the Hydrant Permit. The
Hydrant Permit Holder will also incur South East Water costs to recover the Hydrotrak device.
17.
The Hydrant Permit Holder must notify South East Water if the vehicle attached to the Hydrant
Permit is sold or any details relating to the capacity of the water tank change.
18.
The Hydrant Permit Holder is responsible for maintaining the Hydrotrak device is working
order. Any damage or missing device will be the responsibility of the Hydrant Permit Holder
and will incur a cost for a replacement device. Report any damage or faults to Hydrotrak
Administrator on 8788 4014.
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19.
South East Water will cover the cost of the Hydrotrak device, installation and all the
communication costs and install the device at an agreed time and location with the Hydrant
Permit Holder.
20.
The Hydrant Permit Holder MUST ensure the person involved in accessing and drawing water
from a hydrant under the authority of this permit presses the button on the Hydrotrak Device
before withdrawing water from the Hydrant.
21.
South East Water will arrange the replacement of the Hydrotrak battery with the Hydrant
Permit Holder at no cost to the Hydrant Permit Holder.
22.
South East Water will use the Hydrotrak device to calculate the monthly invoice for the
amount of water withdrawn from Hydrants.
23.
Failure to comply with any of the above terms and condition may result in a Penalty
Infringement Notice being issued and or under section 289 of the Water Act 1989 a substantial
penalty or 6 months jail can be issued. The Hydrant Permit issued to the Permit Holder may be
withdrawn by South East Water.
Figure 4. Condition of Agreement
Screen description for e conditions of Agreement
Button
Description
I Accept
Click this if agree to accept all the conditions.
I Don’t Accept
Click this if disagree to accept the conditions. This will prevent the
application being submitted.
Hydrant Permit Scheme – Hydrotrak User Manual
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Email confirmation
Upon successful submitting the request, a success message will be sent to an Email in the Application
Request Screen, Figure 3.
1 vehicle added for the permit. Application Request lodged successful. Your New Permit Number will be sent to
the above E-mail address shortly.
An email will be sent to the permit holder with the details of the permit number and password. A
sample of the email is shown in figure 6. Check the email. If it is not received, please contact the
Hydrant Permit Administrator on 8788 4014 or [email protected]
An Email will be sent to the Hydrant Permit Administrator to arrange a Hydrotrak to be installed on
your vehicle.
From: [email protected]
Sent: Tuesday, 10 August 2010 1:24 PM
To: John Smith
Subject: HYDRANT PERMIT Application submitted - 1604
Dear John Smith,
Permit Number:
Permit Period:
Permit Fee:
Vehicle Registered:
Payment Amount:
1604
10/08/2010 - 9/08/2011
$295.12 per Vehicle; Water Rate: $2.12 per KL
QWE123
$295.12
Your application has been successfully lodged.
The permit information can be maintained on the South East Water Hydrant Permit site,
using the following hyperlink: https://southeastwater.com.au/Hydrotrak
The Hydrant Permit Administrator will contact you within 7 days to arrange the installation
of a Hydrotrak device on your vehicle.
Please use your Permit Number to login, and the password is XXXXXXX.
Regards,
Hydrant Permit Administrator
South East Water
Phone: (03)8788 4014
Email: [email protected]
Please note: This is an automated e-mail. Please DO NOT send any reply to this e-mail.
Figure 5. Email sample for new application
Hydrant Permit Scheme – Hydrotrak User Manual
Page 9 of 20
Sign In
Upon clicking on the <Existing Customer Sign In> button on the Hydrant Permit Scheme page, the
login screen appears as shown in figure 6.
Figure 6. Sign In Screen.
Screen description for Sign In
Field/Button
Description
Permit Number
Enter the permit number as advised in the email for permit applied
on-line; Otherwise use the existing permit number.
Password
Enter the permit’s password, contact SEW Hydrant Permit
administrator if forgotten.
Login
Click this button to login.
Back
Return to the Hydrant Permit Scheme Page.
When login successfully, screen as shown in figure 7 will appear with the permit’s information
displayed and some function buttons. The displayed information can be updated if desired.
Hydrant Permit Scheme – Hydrotrak User Manual
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This can be done by clicking on <Contact Details>
Figure 7. Logged in screen
Screen description for logged in screen
Button
Description
Renewal
This button will renew the expired permit.
Water Usage
This button allows monthly water usage entry.
Vehicle Maintenance
This button allows the maintenance of the vehicle, vehicle details
update or adding new vehicle to the permit.
Contact Details
This button will allow the maintenance of the contact details.
Report
This button will print the water usage report
Back
Return to the Hydrant Permit Scheme Page.
Hydrant Permit Scheme – Hydrotrak User Manual
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Renewal
When a permit is due to expired within a month, a reminder for renewal will be sent to the permit
holder. Once the permit is expired, it can be renewed using this function. Screen as shown in Figure 9
will appear for renewal.
Figure 8. Permit Renewal.
Screen description for Permit Renewal
Button
Description
Renew Permit
This button will renew the permit and update the checked vehicles
with the renewed information.
Back
Return to the Hydrant Permit Scheme Logged In Page.
Accept
Click this button to accept the vehicle renew information entered.
Cancel
Click this button to cancel the entry. .
On clicking the <Edit> button, the line will be highlighted; Select vehicle is to be renewed by clicking on
<Edit>. It is required to edit each vehicle and check on <Renew> column in order to renew the selected
vehicle.
Hydrant Permit Scheme – Hydrotrak User Manual
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Screen description for Permit Renewal
Once every line has been updated, the <Renew Permit> button will be enabled. Upon the permit
being updated successfully, an email will be sent to the permit holder as shown in figure 11.
From: [email protected]
Sent: Tuesday, 10 August 2010 2:22 PM
To: John Smith
Subject: HYDRANT PERMIT Renewal - 0001
Dear John Smith,
Permit Number:
0001
Permit Period:
02/08/2010 - 01/08/2011 11:59:59 PM
Renew Permit Fee: $291.00 per Vehicle; Water Rate: $1.84 per KL
Your application has been successfully renewed.
You now need to enter your Monthly Water Usage for the permit period, and the permit
information can be maintained on the South East Water Hydrant Permit site, using the
following hyperlink: https://southeastwater.com.au/Hydrotrak
Please use your Permit Number to login, and the password is sewjohn.s
Regards,
Hydrant Permit Administrator
South East Water
Phone: (03)8788 4014
Email: [email protected]
Please note: This is an automated e-mail. Please DO NOT send any reply to this e-mail.
Figure 11. Renewal Email.
Hydrant Permit Scheme – Hydrotrak User Manual
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Water Usage
Water usage is automatically provided by the Hydrotrak device that is operated every time water is
withdrawn from a Hydrant in accordance with the Terms and Conditions.
South East Water will invoice you directly each month for the amount of water used through the
Hydrotrak System. If the amount is less than $20 per month, it will be carried over until the amount
exceeds $20.
The amount of water being used, the location and date and time can be viewed via the Report button
on the Permit Screen
Figure 12. Usage.
Click on the Report Button to view the transaction for all vehicles during a selected period.
Click on View Transaction once the date range has been selected.
This data can be exported by selecting the Export Logger Data Button
Hydrant Permit Scheme – Hydrotrak User Manual
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Figure 13. View Transaction Screen.
Screen description for Report
Button
Description
View Transaction
This button will display water usage
Back
Return to the Hydrant Permit Scheme Logged In Page.
From/To date
Click this button to select Date Range
Cancel
Click this button to cancel the entry.
Vehicle Rego
Number
Click this button to select one or all vehicles.
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Vehicle Maintenance
Vehicle details can be maintained using this function. Once the <Vehicle Maintenance> button is click,
the permit’s vehicle/s will be displayed in a data grid as shown in figure 14. The existing vehicle can be
update or a new vehicle can be added to the permit. If a new vehicle is added to the permit, the <End
Date> will be default to the permit’s End Date. As all vehicle under one permit must have the same
end date.
Screen description for Vehicle Maintenance
Button
Description
Select
Click the button to update the vehicle details, upon clicking this
button, screen as shown in figure 16 will be displayed.
Add New Line
Click this button to add a vehicle to the permit, upon clicking this
button, screen as shown in figure 17 will be displayed.
Back
Return to the Hydrant Permit Scheme Logged In Page.
Update Existing Vehicle information
To update the existing vehicle on the list, click on <select> on the line to be updated, then screen as
shown in Figure 17 will be displayed.
Figure 14. Update Existing Vehicle information.
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Screen description for Vehicle Maintenance
Field/Button
Description
Line
This is display field only.
Vehicle Type
Enter the Vehicle Type. Eg. Truck, Tanker, Trailer.
Rego/Serial No
Enter the vehicle registration number or the equipment’s serial
number.
Capacity (L)
Enter the capacity of the entered vehicle.
Start Date
Click on the Calendar icon to change the start date of vehicle.
End Date
This will automatically select the end data of your Permit
Submit Changes
Click this button once all information is entered.
Cancel
Cancel the changes.
Add Vehicle to Permit
To add vehicle to permit, click on the <Add New Line> button, screen as shown in figure 16 will be
displayed. Once all information is entered, click on the <Recalculate Permit Pro Rata Cost> to check if
the “Cost” is calculated correctly, the “Cost” is calculated based on the “Permit Fee” and pro-rata on
the entered period and “Permit Option”.
Invoice will be sent out to the permit holder. Upon clicking on the < Recalculate Permit Pro Rata Cost >
button, then the <Submit New Line> button will be enabled.
Figure 15. Add Vehicle to Permit.
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Screen description for Add Vehicle to Permit
Field/Button
Description
Permit Fee
Display the current permit fee.
Water Rate(/KL)
Display the current water rate per kilolitres
Cost
Calculated cost upon clicking the <Refresh Cost> button.
Line
This is display field only.
Vehicle Type
Enter the Vehicle Type. Eg. Truck, Tanker, Trailer.
Rego/Serial No
Enter the vehicle registration number or the equipment’s serial
number.
Capacity (L)
Enter the capacity of the entered vehicle.
Start Date
Click on the Calendar icon to change the start date of vehicle.
End Date
This will automatically select the end data of your Permit
Refresh Cost
Click this button the check if the cost is calculated correctly.
Submit New Line
Click this button once all information is entered. A message will
appear as shown in figure 19, and new line added to the permit.
Cancel
Cancel the new vehicle.
An automatic Email will be sent on successful amendment for the vehicle data.
Figure 16. Add New Line message.
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Contact Details
Permit Contact details can be maintained using this function. Once the <Contact Details> button is
click, new buttons will appear and textboxes are enabled for update as shown in Figure 17.
Figure 17. Contact Details Update.
Screen description for Contact Details Update
Field/Button
Description
Business Name
(Mandatory)
Enter the Business Name of the permit holder.
Applicant Name
(Mandatory)
Enter the contact person name of the permit. This name will be
used for all the correspondence.
E-Mail Address
(Mandatory)
Enter the e-mail address for the applicant. Emails will be sent to
this address when the permit is due for renewal and upon new
application being lodged and the successful of the permit renewal.
Address Line 1
Enter the Business Address
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Field/Button
Description
Address Line 2
Enter the 2nd line of the address if needed.
Suburb
(Mandatory)
Enter the Suburb
State
Display the State.
Postcode
(Mandatory)
Enter the postcode.
Telephone Number
(Mandatory)
Enter the contact person’s telephone number.
Mobile Number
Enter the Mobile number.
Fax Number
Enter the Fax Number.
Permit Number
Display the Permit number.
Type of Business
Select the type of business from the drop down list. If the type is
not available in the list, select Other, and it will prompt to “Please
Specify”, describe the type of business.
Area of Work
Enter the Area of Work.
Submit Changes
Click this to update the entered information.
Cancel
Cancel the changes.
An automatic Email will be sent on successful amendment for the contact details.
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