1	AGENDA Overview How does it work at the vehicle manufacturer’s location How does it work at VSS
2	RVCS RVCS = Road Vehicle Certification System The computer system for processing vehicle certification Designed to improve our service to industry and help industry comply with our requirements
3	Overview RVCS uses electronic forms and a Web based interchange of data with vehicle manufacturers The aim is to assist manufacturers get each application right first time Electronic data entry and data checking allows VSS to process applications faster and to look at the certification of the vehicle type as a whole
4	Overview A key part of process is obtaining certification data (eg Summary of Evidence forms) electronically Electronic forms (E-forms) are used instead of the more usual paper forms The electronic data is easily accessible to examining officers without needing to search through filing cabinets etc This allows a greater degree of cross-checking etc
5	E-forms Electronic forms (E-forms) are used in the same manner as paper forms would be E-forms allow more than one person to provide input from more than one location Data can be sent one form at a time or a complete submission E-forms self check the data as it is entered, providing instant feedback to the manufacturer and consistent checking by VSS
6	At the manufacturer’s The manufacturer uses a commercially available e-forms computer program called Informed Filler (provided free by VSS) Filler is designed to fill in blank forms - or form templates as they are called Form templates work very much like template documents in a word processor One template for each form - an unlimited number of forms from each template
7	Start with a new form To start the process the user starts Filler and opens a form template for whatever ADR is required, say, ADR 6/00 A blank form appears on screen with boxes to accept tests results etc These e-forms will look very much like paper forms would look
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9	E-forms self-check E-forms check the answers as you go If a response is missing, or if the data may not be correct, a picture of a bell appears to warn the user of a possible error If the response is is definitely wrong, a red cross appears to warn the user The user also receives a “pop up” error message to provide the reason for any error.
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11	Accepting Errors As well as the warning symbols next to the data, a “master” error symbol appears at the top of the form, making it easy to check if there are any errors on the form. In most cases, the error can be left and the form still sent in. The user might be right! The user can also place a note on the form to explain why the “incorrect” answer is given.
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13	Submitting data The completed form(s) are saved and attached to a special form called a Routing Slip The Routing Slip is used to send the collection of forms to VSS The forms are sent by a Submit command in the Routing Slip through the Internet to our Web server From there into our RVCS server for processing
14	Forms arrive at VSS When the forms reach VSS various checks will be done before they are “booked in” and an acknowledgment sent by e-mail/fax/letter The Routing Slip is checked to make sure that the Licensee and Signatory are both valid and linked to each other. If this is not the first submission for an application the make, model and application number must match the database entries exactly
15	Checking the forms If the Routing Slip is acceptable the forms attached to it will be detached and processed. Each form will be checked to make sure : the ADR is valid for the vehicle category the document reference does not already exist the Test Facility id (if appropriate) is valid for that ADR there are no error symbols on the form
16	Form Errors Fatal errors on a form (eg invalid ADR, fields to long) will cause the form to be rejected. Rejected Routing Slips and forms are placed in a reject queue so that an officer can determine the cause of the rejection and advise the applicant accordingly. For other errors the form is processed but set to a status of Received (vs Lodged_OK for a form with no auto-detected errors).
17	Discussion Items Forms set to a status of Received must be manually examined. In some cases (eg invalid test facility) a Discussion Item is raised automatically. Discussion Items record concerns or problems found by VSS and are shown in a secure area of the RVCS web site to the applicant. Examining officers can manually raise Discussion Items
18	Acknowledgment Once the Routing Slip is processed it is placed in a “Lodged” queue A few more checks, such as make-model and, if appropriate, payment are made. An officer then sends an acknowledgment by e-mail to the Signatory identified on the Routing Slip. The acknowledgment includes the application number.
19	Examination From the Lodged queue the application proceeds to the Examination queue An examining officer checks any forms with a status of Received. If they are found to be OK the status is changed to Passed, otherwise a Discussion Item is raised and the status set to Examined. On a audit basis forms with a status of Lodged_OK are also checked
20	ADR Applicability RVCS carries out “ADR Applicability” checks to make sure that the application has demonstrated compliance with all the ADRs applicable to the vehicle category. If there are any ADRs for which forms have not already been received, and a Routing Slip does not contain forms for those ADRs, an ADR Applicability Discussion Item is raised on receipt.
21	Not Applicable Some ADRs are applicable to a vehicle category but not to a particular make-model Eg A passenger car make-model may only have diesel engine options, so ADR 37/01 is not applicable. In this case the SE form must make that statement and the form will be set to a status of “Not Applicable”. The form will then “count” towards the ADR Applicability check.
22	Ready for Approval? The examining officer must check that acceptable evidence is provided for all identified variants/options and for all applicable ADRs. The match between the RVD, SE and SF forms will be checked. If all is well the application is sent to the Approved queue for approval generation. When the approval is signed the Licensee will be notified.
23	Checking the progress The progress of an application, the status of each form and all open Discussion Items can be checked on the RVCS web site The Internet Web site will only allow a user to see the information relating to them A password and user id pair establishes the user’s identity. Various search options exist, including “All open Discussion Items”.
24	Delegate vs Signatory A Delegate is a “super-user” and can view any information submitted by any Signatory (or Agent) associated with the Licensee A Signatory or Agent can only see the information which they have submitted
25	States & Territories RVCS sends a weekly advice to all State and Territory Registering Authorities. This lists all the new approvals issued during the week and any which have been changed (ie a new approval document issued, not just a running change) It also includes all the newly approved RVDs and any superseding or correcting RVDs. Embargo dates prevent premature release of data.
26	RVCS Web site The Web site contains other information such as the ADR Applicability lists, form downloads, new ADR information, lists of consultants etc There is also a public area where anyone can view approvals issued (including the approval document) and RVDs with the vehicle pictures.
27	Taking part All “participants” need to be registered in RVCS Participants include Licensee (Manufacturer), Test Facility, Design Facility and Production Facility.
28	Licensee Licensee - usually known as the manufacturer, or CPA holder, but may not actually manufacture the vehicle at all The legal entity ultimately responsible for ensuring that compliance plates are only fixed to vehicles meeting the requirements of the Motor Vehicles Standards Act
29	Licensee Registration When a licensee registers VSS will issue a Licensee id, the Delegate will receive a Web User Id, a Web User password and a Informed Filler software licence number VSS will supply the Licensee with at least one copy of Informed Filler and the form templates on CD More Filler licences can be supplied on request if judged to be reasonable
30	Delegates & Signatories Each Licensee will have a Delegate and a Signatory (can be one person) A Delegate is a person (not a legal entity) authorised by the Licensee to ensure adherence to the terms and conditions of the Compliance Plate Approval A Signatory is a person or Agent authorised by the Delegate to act on behalf of the Licensee
31	Signatories Delegates and Signatories are not registered separately, but via the Licensee registration form A Licensee can have only one Delegate at a time, but can have several Signatories Each Signatory will be allocated an Id number, a Web User id and a Web User password.
32	Agents Agent - a person (or organisation who nominates a person) to act as Signatory. Agents must be registered before being nominated on a Licensee registration form. Agents can elect to be on a public list of registered agents or not. Agents also receive an Id number, a Web User id and a Web User password
33	Test Facility Test Facility - A facility which conducts tests for the purpose of providing evidence of compliance to the ADRs Test Facilities can be registered independently or when an SE form containing results from their tests is submitted. The registration form has provision for multiple ADR capability
34	Production Facility Production Facility - the facility which manufactures (or substantially completes manufacture) vehicles to which Compliance Plates are to be fitted A Production Facility must be registered before being nominated on an application for CPA.
35	Design Facility Design Facility - the facility which conducts the design (or substantially controls the design) of vehicles to which Compliance Plates are to be fitted A Design Facility must be registered before being nominated on an application for CPA.
36	CRNs & SARNs Common use components such as trade lamps, couplings etc can be issued a Component Registration Number. This provides a more transparent process than calling up the component manufacturer’s document reference numbers. Trailer sub-assemblies are issued Sub Assembly Registration Numbers, as can diesel engines for ADR 30 and bus chassis.
37	RVDs The Road Vehicle Descriptor (RVD) describes in overview the range of variants, their engines, tyres etc which will be included in the approval. Including a variant or configuration on the RVD does not mean that variant is approved unless acceptable supporting evidence has been supplied
38	Vehicle Photos Photos are required for each RVD, one pair of photos (as a single image file) per RVD But the photos can be sent up to 3 months after the RVD, (except low volume) thus allowing paper photos to come in after the electronic form. Electronic images are be accepted and preferred, we will scan paper photos. One image (= 2 photos) can be used for several RVDs if appropriate.
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40	RVDs on the Web Both the RVD and the associated photo will be viewable on the Web site after the RVD is approved, the CPA is issued and after any embargo date has passed. The RVD data is sent electronically to the State and Territory Registering Authorities once cleared (as above) once per week. This should help with bulk registration.
41	Security VSS assume that Licensee have their own arrangements to secure computer systems and their data to meet their business needs. When the forms travel on the Internet there is some encryption of the data, otherwise there is no explicit security The Web server is protected against hackers, including rebuilding the data each night to guard against tampering.
42	Service Level RVCS has a Service Level turnaround time of 32 days after receipt of the last acceptable piece of evidence RVCS will issue the approval number within a day or two of the approval physically being signed.
43	Design vs Production Q. Why register Design Facilities? A. Design and Production Facilities are not always in the same place. So this registration is to allow us to schedule our Conformity Of Production audits.
44	Paper submissions Q. How long will VSS accept paper forms? A. Paper submissions are no longer accepted.
45	Pictorial data Q. Will we still need pictorial data? A. In full volume the only pictures we will require are the photos for the RVD/NVD. Other pictorial data may be requested as part of our audit function, but this would be handled outside of the application process. Pictorial data in electronic files can be attached to forms.
46	Parts Manufacturers Q. Are parts manufacturers to participate? A. Yes if they submit data to us directly, or if they conduct tests for the Licensee. Exactly the same relationship as today. We only want to know about Production and Design Facilities for the vehicle, not vehicle parts suppliers unless they are going to hold a CRN or a SARN.
47	SUTI Q. Will SUTI be carried out within 32 days? A. If a SUTI is required before a CPA can be issued we will schedule the SUTI when the received evidence indicates that the SUTI is worth conducting. Otherwise SUTI will be scheduled when mutually convenient.
48	Time to CPA Number Q. How long after the SE forms are submitted will the CPA number be issued? A. The approval number can only be issued when the approval itself is issued. As soon as we receive a submission for a new model we will issue an application number. The application number is used to create the approval number. The two numbers are identical
49	Automated completion Q. Is there a faster way to fill in the forms? A. Yes, there may be. Filler can import text files created in, say, a database or spreadsheet. The data is entered just as if you typed it but faster and more accurately. You can also transfer data automatically from many Windows applications (such as Excel or Access) into Filler. This process can be designed to complete multiple forms automatically.