EGHRD user guide v1.2 June 2013

Transcription

Electricity and Gas High-risk Database
User Guide
Version 1.2
MED1364790
Electricity and Gas High-risk Database User Guide
Contents
1. About this User Guide ............................................................................................................. 3 Purpose ........................................................................................................................................ 3 Audience ....................................................................................................................................... 3 Structure of the User Guide ............................................................................................................ 3 Glossary of Terms .......................................................................................................................... 4 2. Create an igovt User Account .................................................................................................. 5 3. Register and Access the High-risk Database .......................................................................... 9 Electrical Inspector or Certified Gasfitter User Registration ................................................................. 9 Register your details................................................................................................................ 9 Activate your registration ....................................................................................................... 11 Delegated Authority User Registration............................................................................................ 14 Activate using the hyperlink ................................................................................................... 15 Activate entering the activation code ...................................................................................... 16 Log off ........................................................................................................................................ 18 Subsequent Log on ...................................................................................................................... 19 4. Create a High-risk Record ..................................................................................................... 22 About entering new addresses for High-risk Work Records .............................................................. 22 Select a Practitioner ..................................................................................................................... 22 Create a High-risk Electricity Work Record ...................................................................................... 23 Create a High-risk Gas Work Record .............................................................................................. 26 Edit a High-risk Work Record ........................................................................................................ 29 Edit the Responsible Person for a High-risk Record ......................................................................... 29 5. Perform High-risk Record Searches ...................................................................................... 31 Search for high-risk work records .................................................................................................. 31 View a Record ............................................................................................................................. 33 Print a Record .............................................................................................................................. 34 View the record history ................................................................................................................. 34 Export your Search Results ........................................................................................................... 35 View All Work Records at an Address ............................................................................................. 35 6. Manage Delegations and Notifications ................................................................................. 37 Select your Notifications Frequency ............................................................................................... 37 Add a Delegated Authority User..................................................................................................... 37 Remove a Delegated Authority User .............................................................................................. 39 7. Maintain Your User Account Details ...................................................................................... 41 Version 1.2
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1. About this User Guide
Purpose
The purpose of this guide is to explain how an Electrical Inspector and Certified Gasfitter can use the
Electricity and Gas High-risk Database to perform the tasks required to:

Create an igovt logon

Register as a user

Create and edit high-risk work records

Search for high-risk records

View details of records and their history

Export lists of work records

Create and manage Delegated Authorities ( not available for a Delegated Authority user)

Maintain your user account details
Audience
This user guide is intended for:

Electrical Inspectors

Certified Gasfitters

Delegated Authorities (e.g. an Office or Administration Manager)
Structure of the User Guide
This guide is a reference guide. It is structured to enable readers to look up the parts of the text they require
to perform specific tasks.
It has seven chapters:

Chapter one, this chapter outlines the purpose of this guide and for whom it is intended.

Chapter two, Create an igovt User Account, provides step-by-step instructions to create your igovt
account.

Chapter three, Register and Access the High-risk Database, provides step-by-step instructions for a
Certified Gasfitter or Electrical Inspector and Delegated Authority to register and access the
Electricity and Gas High-risk Database.

Chapter four, Create a High-risk Record, provides step-by-step instructions of how to create and edit
a high-risk work record.

Chapter five, Perform High-risk Record Searches, provides step-by-step instructions of how to search
for high-risk work records, view and print a record and its history (if applicable) and export your
search results list.

Chapter six, Manage Delegations and Notifications, provides step-by-step instructions of how to add
and remove a Delegated Authority and to set your notifications frequency.

Chapter seven, Maintain Your Account Details, explains how to update your personal details.
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Glossary of Terms
The following table outlines terms used in this User Guide.
Term
Description
Activation code
A computer generated code to link your igovt account with the
Electricity and Gas High-risk Database. You click the link to
register and use the Database.
Delegated Authority
User who has been granted authority by a Practitioner to work
with their high-risk records, e.g. create and edit records.
EGHRD
Electricity and Gas High-rick Database
EWRB
Electrical Workers Registration Board
Hyperlink
A link to another web page, document or graphic you can
follow automatically. Hyperlinks are usually underlined and/or
display in a bold or different colour from other text in a
document, email or web page.
When you hover your mouse over a hyperlink the pointer
changes to a pointing finger. You click the hyperlink to go
directly to the link.
igovt Logon
The igovt logon service allows you to use the same logon to
access various government online services.
PGDB
Plumbers, Gasfitters and Drainlayers Board
Practitioner
Certified Gasfitter or Electrical Inspector
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2. Create an igovt User Account
You must have a current igovt user account to use the Electricity and Gas High-risk Database. If you already
have a current igovt logon, there is no need to create a new account. Go to Register and Access the Highrisk Database.
The igovt logon service allows you to use the same logon details to access all participating government
service providers' online services. This saves you from having to remember multiple logon details for
different services.
Once you create your igovt logon you then need to register with the participating government service
provider. The same igovt logon can be used for each government service provider you are registered with.
Steps
1.
Open the Energy Safety website in your browser (i.e. enter www.energysafety.govt.nz in the browser
field).
2.
Go to the Resources for Industry section of the page and select EGHR Database to display the
Welcome page.
Note: If you need help, click the Need Help link in the area below the igovt Log on button.
3.
Click
Version 1.2
to display the igovt Logon screen.
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4.
Click Create an igovt Logon to display the Create an igovt Logon screen.
5.
Complete all fields in this screen to create the username and password you will use to logon each time
you access the Electricity and Gas High-risk Database.

Enter your username. This must be between 4 and 64 characters.

Enter Your Email Address.

Enter your password, (e.g. Joe4965, welc0mE!, 56$alpha). Your password must contain at
least seven (7) characters and contain at least three of the following character types:

6.
o
lower case letters (a-z)
o
upper case letters (A-Z)
o
Digits (0-9)
o
Any punctuation of special character from your keyboard.
Enter your password again in the Re-enter your password field to confirm.
Click Continue. The second Create an igovt logon screen displays.
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7.
Type th
he characterrs you see in the picture i nto the Ente
er characters
s field. If youu cannot read
d the
characcters, either:

Select Show
w a different picture, orr

nter the charracters you are
Select Liste
en to a recording and en
a advised.
8.
Click C
Continue. Th
he third Crea
ate an igovt logon scree
en displays ad
dvising you hhave succes
ssfully
logged on as [usern
name] using your userna
ame and password.
9.
ete other dettails in this screen.
Comple

Enter your NZ
N Mobile number and ccontact Phon
ne number, if desired. Thhese numberrs are
optional, bu
ut can be use
ed should you
u forget yourr password.

Select Term
ms of use an
nd read them
m.

Select the Yes
Y I acceptt the terms o
of use radio button.
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10. Click C
Continue. Th
he fourth Cre
eate an igovtt logon scre
een displays.
11. Select three securitty Questions
s and the An
nswer for ea
ach. These questions will be used if you need to
reset yyour passworrd online.
12. Click C
Continue. Th
he igovt Log
gon Creation
n Complete screen displays.
13. Click R
Return. The Register
R
Ne
ew User scre
een displays.
To register and use
e the Electric
city and Gas High-risk Da
atabase, you must either::

enter your registration details,
d
see R
Register you
ur details, or

enter the acctivation code
e emailed to you, see Ac
ctivate your registration
n, then

agree to the
e Terms and Conditions a
and Privacy Policy.
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3. Register and Access the High-risk Database
You must have an igovt account to register and use the Electricity and Gas High-risk Database. If you do not
have an igovt account see Create an igovt User Account.
The steps you perform to register will depend on the whether you are a:

Certified Gasfitter or Electrical Inspector, see Electrical Inspector or Certified Gasfitter User
Registration.

Delegated Authority, see Delegated Authority User Registration.
Note: If you need help, click the Need Help link in the area below the igovt Log on button.
Electrical Inspector or Certified Gasfitter User Registration
Electrical Inspectors and Certified Gasfitters must enter their registration details to register as a user of the
Electricity and Gas High-risk Database. Registration details consist of:

Your PGDB or EWRB registration number.

Your email address which is linked to your PGDB or EWRB registration.
Note: If you are a dual practitioner (i.e. an Electricity and a Gas), you register for one type of work, then
contact the Business Service Centre and request registration for the other type of work.
Register your details
You must enter your registration details to confirm you are the correct user before you can use the Electricity
and Gas High-risk Database.
Steps
1.
field).
2.
Welcome page.
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3.
Click
to display igovt Logon screen.
Note: If you do not have an igovt account see Create an igovt User Account.
4.
Enter your igovt Username and igovt password and click Log on. The Register New User screen
displays.
Click
5.
to display help text for the Role Type options in the Register New User screen.
Complete the fields in the Enter Details section to confirm you are registered with the appropriate
Board.

Select Gas or Electricity as the Role Type.

Enter your Registration Number (if you have a letter prefixing the number, only enter the
number).

Enter your Email Address. This must match the email address you supplied to the PGDB or
EWRB.
Note: If you fail to enter the correct combination of Registration Number and Email Address within
three (3) attempts, you will be locked out. If this happens, a message displays requesting you to contact
the Service Centre Help Desk. Phone the Help Desk and they will talk you through the registration.
6.
Click Submit.
The system will verify your registration and send you an email containing a hyperlink and activation
code.
7.
When you receive the email, complete the steps in Activate your registration.
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Activate yo
our registrattion
You receive
e the email co
ontaining a hyperlink
h
(inccluding an ac
ctivation code
e) and a sepparate activattion code to
complete yo
our registratio
on and allow
w you to acce
ess the Electricity and Ga
as High-risk D
Database.
There are tw
wo ways to activate
a
your registration::

Sele
ect the hype
erlink in the email (see Ac
ctivate regis
stration usin
ng the hyperrlink) or

Entter the activa
ation code (se
ee Activate registration
n entering th
he activation
n code).
Note: The a
activation cod
de can only be used oncce to link your igovt accou
unt with the E
Electricity and Gas Highrisk Database.
Activate re
egistration using
u
the hy
yperlink
Steps
1.
Select the hyperlinkk in the conte
ent of the em
mail you rece
eived. The Re
egister New
w User screen displays in
n
your web browser.
2.
T
and Conditions
C
a
and Privacy Policy in the Confirmattion area and read the
Select the links to Terms
details of both.
3.
Check both checkb
boxes to indic
cate you havve read and agree
a
to the Terms and Conditions and
cy Policy.
Privac
4.
Click S
Submit to dissplay the We
elcome page
e with your na
ame in the to
op right of thee screen.
You arre now logged into the Ele
ectricity and Gas High-ris
sk Database. The functioons you can perform
p
are
n the Do It Online
O
area.
listed in
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5.
To log off, see Log off.
Tip: Bookmark this page so you can easily access the Electricity and Gas High-risk Database when
required.
Activate registration entering the activation code
Steps
1.
field).
2.
Welcome page.
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3.
Click
4.
Copy th
he activation
n code from the
t content o
of the email you
y received and paste itt into the Acttivation
Code ffield.
Note: W
When copyin
ng the activation code, m
make sure you
u include the
e ‘eg-’ (letterss and dash) at the
beginning of the co
ode. For exam
mple, eg-48X
XFSPBAW.
5.
Click S
Submit. The second Register New U
User screen displays:
d
6.
Select the links to Terms
T
and Conditions
C
a
and Privacy Policy in the Confirmattion area and read the
details of both.
7.
Check both checkb
boxes to indic
a
cy Policy.
Privac
8.
Click S
elcome page
e with your na
ame in the to
p
are
n the Do It Online
O
area.
listed in
Version 1.2
to display the Re
egister New User screen
n.
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9.
required.
Delegated Authority User Registration
A Delegated Authority user must have an igovt user account to use the Electricity and Gas High-risk
Database. If you do not have an igovt account see Create an igovt User Account.
When an Electrical Inspector or Certified Gasfitter gives you authority to create and edit their records, you
receive an email containing a hyperlink and activation code to register to use the Electricity and Gas Highrisk Database. The email also contains the name of the Electrical Inspector or Certified Gasfitter who
authorised you to create and edit their records.
There are two ways to activate your registration:

Select the hyperlink in the email (see Activate using the hyperlink) or

Enter the activation code (see Activate entering the activation code).
Note: The activation code can only be used once to link your igovt account with the Electricity and Gas Highrisk Database.
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Activate ussing the hyp
perlink
Steps
1.
Select the hyperlinkk in the conte
ent of the em
mail you rece
eived. The Re
egister New
w User screen displays in
n
your web browser.
2.
Select the Terms and
a Conditio
ons link and Privacy Policy link in th
he Confirmaation area an
nd read the
details of both.
3.
Check both checkb
boxes to indic
a
Privac
cy Policy.
4.
Click S
elcome page
e with your na
ame in the to
p
are
n the Do It Online
O
area.
listed in
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
5.
If you have delegated authority to create and edit high-risk records for more than one Certified
Gasfitter or Electricity Inspector, see Select a Practitioner.
required.
Activate entering the activation code
Steps
1.
field).
2.
Welcome page.
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3.
Click
4.
he activation
n code from the
t content o
of the email you
y received and paste itt into the Acttivation
Copy th
Code ffield.
Note: W
When copyin
ng the activation code, m
make sure you
u include the
e ‘eg-’ (letterss and dash) at the
beginning of the co
ode. For exam
mple, eg-48X
XFSPBAW.
5.
Click S
Submit. The second Register New U
User screen displays:
d
6.
Select the Terms and
a Conditio
ons link and Privacy Policy link in th
he Confirmaation area an
nd read the
details of both.
7.
Check both checkb
boxes to indic
a
cy Policy.
Privac
8.
Click S
elcome page
e with your na
ame in the to
sk Database and the funcctions you ca
an perform
ed in the Do It Online are
ea.
as liste
Version 1.2
to display the Re
egister New User screen
n.
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
9.
If you have been authorrised to acce
ess the high-rrisk records for
f more thann one practittioner, selectt
oner you requ
uire from the
e Select Prac
ctitioner drop down mennu. See Select a
the practitio
Practitione
er.
he Do It Onl ine area. Th
he options tha
at display willl depend on your user
Select an action to perform in th
profile.
g off.
10. To log off, see Log
Tip: Bookm
mark this page
e so you can
n quickly acccess the Elec
ctricity and Gas High-risk Database when
w
required.
Log off
You must be in the Welc
come page to
t log off. Ho
owever, you will be autom
matically loggged off when
n you close
er.
your Browse
Steps
1.
If you a
are not in the
e Welcome page:
p

2.
Click the Ho
ome link (loc
cated above tthe current screen).
s
This returnss you to the Welcome
W
pa
age from any
y location in the
t Electricityy and Gas High-risk
Database.
Log off. A me
essage displays at the to
op of the scre
een to advice
e you are now
w logged outt.
Click L
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Subsequent Log on
Follow these steps to perform a subsequent log on to the Electricity and Gas High-risk Database.
Steps
1.
Select the bookmark you created to Welcome page. Alternatively:

Enter www.energysafety.govt.nz in the browser field to display to the Energy Safety website.

Go to the Resources for Industry section of the page.

Select EGHR Database to display the Welcome page.
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2.
Click
3.
Enter your igovt username and igovt password.
4.
Click Log on. The Welcome page displays.
5.
If you are a Delegate authorised to create and edit records for more than one Electrical Inspector or
Certified Gasfitter, select the name of the practitioner from the drop down menu. For more information,
see Select a Practitioner.
Version 1.2
to display the igovt Log on screen.
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6.
Select an action to perform from
m the Do It O
Online area.
7.
When rrequired, clicck the Home
e link (located
d above the current
c
scree
en) to return to the Welco
ome page.
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4. Create a High-risk Record
Electrical Inspectors or Certified Gasfitters or their Delegated Authorities must record high-risk work records
in the Electricity and Gas High-risk Database within 20 working days of:

being inspected, for electricity work, or

issuing a Certificate of Compliance for gas work.
Once added, the records can be edited, if required.
Before you begin you must log into the Electricity and Gas High-risk Database from the Energy and Safety
website using your igovt logon. To create an igovt logon, see Create an igovt User Account.
About entering new addresses for High-risk Work Records
When you create a high-risk record, you must ensure you record the address in a standard way. Examples
of the address standards to use are:
Physical Installation Address:
For the address…
Enter as…
123A, High Street, Karori, Wellington, 6012
123A, High Street, Karori, Wellington, 6012
2/123 Main Street, Wellington, 6011
Flat 2, 123 Main Street, Wellington, 6011
2/123 Main Street, Wellington, 6011
Apt 2, 123 Main Street, Wellington 6011
Relocatable Address:
Relocatable Address Type
Explanation
Vehicle – domestic
Caravan, motorhome, etc, used for domestic purposes
Vessel - domestic
Boat, houseboat, etc, used for domestic purposes
Vehicle or vessel - catering
Food outlet such as a pie cart or floating restaurant
Vehicle or vessel - non-domestic
For example, Mobile site office
Re-locatable building - domestic
Used for domestic purposes
Re-locatable building – catering
Food outlet in a re-locatable building
Re-locatable building – non-domestic
Commercial - other
Re-locatable building or vehicle - electromedical
For example, Mobile surgical unit
Mobile machinery
Equipment that falls between installation and
appliance (frost machine, asphalt laying)
Select a Practitioner
If you are a Delegate who has been given authority to enter high-risk records for more than one Electrical
Inspector or Certified Gasfitter, before you begin, you must select the name of the practitioner with which
your work is related. You make this selection in the Welcome page.
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Steps
1.
Select the name of the practitioner from the Switch Practitioner drop down list (located in the top right
of the screen).
The selected name displays in the Switch Practitioner field and a message displays to advise, the
Delegate was changed successfully.
Create a High-risk Electricity Work Record
You create a high-risk electricity record from the Welcome page. The options that display in the Do It Online
area will depend on your user role, i.e. Electricity, Gas, both, or Delegated Authority.
Click
to display relevant help text for a section or field in the Create High-risk Electricity Record screen.
Steps:
1.
If you are a Delegated Authority who represents more than one Electrical Inspector, select the correct
name from the drop down menu in the top right of the screen. See Select a Practitioner.
2.
Select Create a High-risk Electricity Record from the Do It Online area to display the Create Highrisk Electricity Record screen.
3.
Complete details in the Work Location Information area for the address.
To enter a Physical Installation Address:

Select the Physical Installation Address option as the type of work location.

Start typing the address. As you type, suggested addresses display. Select the address you
require from the list.

If the address you entered doesn’t display, check your spelling is correct and re-enter.

If the address is not listed, select the NO ADDRESS FOUND – ENTER MANUAL ADDRESS
option and enter the address. For address standards, see About entering new addresses for
High-risk Work Records.

Select the Location Type from the drop down menu.
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To en
nter a Reloca
atable Addrress:
4.

Address op
Select the Relocatable
R
ption as the type of work location.

R
Address Ty
ype from the drop down menu.
m

R
Identifier Ty
ype from the
e drop down menu.

Enter the re
elevant uniqu
ue identifier ((e.g. registrattion number)) or descriptioon in the Relocatable
ID / Descrip
ption field. This
T
will differr, depending
g on the type of relocatabble address and
a identifier
you selected. For addre
ess standardss, see About entering new addressses for High-risk Work
Records.
Comple
ete details in
n the Work In
nformation a
area.
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5.

Click each checkbox
c
op
ption that app
plies to the work
w
in the se
ections for En
nergy Type, Work Type
e
and High-riisk Category
y. You can sselect more than one in each section, if applicable
e.

Enter a desscription of th
he work being
g undertaken
n in the Work
k Descriptio
on field. You can enter
up to 1000 characters
c
of
o free text in this field.

In the Work
k Specific De
etails area, cclick the che
eckbox option
n(s) that appply.
Comple
ete the Certiification Info
ormation are
ea, as applic
cable.
The Name, Registration
R
n Number, a nd Company defaults to you (i.e. thee Electrical In
nspector), or
Note: T
if you a
are a Delega
ated Authority
y user, the na
ame of the Electrical
E
Insp
pector you reepresent.
6.

If you are a Delegated Authority
A
who
o represents more than one
o Electricaal Inspector and
a the
d
is no
ot the person
n responsible
e for the worrk, select thee name of the
e correct
Name that displays
person in th
he Name field
d drop down menu.

If another Electrical
E
Insp
pector has be
een involved
d with this wo
ork, enter theeir details in the
t Other
Practitione
er’s Details fields.
f
You ca
an enter up to
t two Other Practitionerss for a work record.

Enter the Work
W
Certific
cation Date iin DD/MM/YY
YYY format. Alternativelyy, click the fie
eld to
display a ca
alendar and select
s
the da
ate.
Click S
Submit. A co
onfirmation message
m
disp
plays.

Click Yes to
o confirm and
d save the re
ecord and retturn to the Welcome
W
pagge.

Click Cance
el to return to
o the work re
ecord.

To cancel without
w
saving
g this record
d, click Cance
el without saving.
Note: If you
u are a Deleg
gated Authorrity who repre
esents more than one Ele
ectrical Inspeector and yo
ou save a
new high-rissk record aga
ainst the wro
ong person re
esponsible fo
or the work, to correct thiis, see Edit the
t
Responsib
ble Person fo
or a High-ris
sk Record.
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Create a High-risk Gas Work
k Record
You create a high-risk gas
g record fro
om the Welc
come page. The
T options that
t
display iin the Do It Online
O
area
er role, i.e. Electricity, Gass, both or De
elegated Authority.
will depend on your use
on or field the
e Create High Risk Gas Record scre
een.
to display relevvant help text for a sectio
Click
Steps:
1.
If you a
are a Delega
ated Authority
y who repressents more th
han one Certtified Gasfitteer, select the
e correct
name ffrom the drop
p down menu
u in the top rright of the sc
creen. See Select
S
a Pracctitioner.
2.
Select Create a Hig
gh-risk Gas
s Record from
m the Do It Online
O
area to display th e Create Hig
gh-risk Gas
d screen.
Record
3.
Comple
ete details in
n the Work Location
L
Info
ormation are
ea for the ad
ddress.
To ente
er a Physica
al Installatio
on Address:

Select Phys
sical Installa
ation Addre
ess as the typ
pe of work lo
ocation.

Start typing the address
s. As you type
e, suggested
d addresses display. Seleect the addre
ess you
m the list.
require from

If the address you enterred doesn’t d
display, check your spellin
ng is correct and re-enter.

If the address is not liste
ed, select the
e NO ADDRESS FOUND
D – ENTER M
MANUAL AD
DDRESS
option and enter
e
the add
dress. For ad
ddress stand
dards, see Ab
bout enterin
ng new addrresses for
High-risk Work
W
Record
ds.

Select the Location
L
Typ
pe from the d
drop down menu.
m
To entter a Reloca
atable Addre
ess:

Select Relo
ocatable Add
dress as the
e type of work location.

R
Address Ty
ype from the drop down menu.
m

R
Identifier Ty
ype from the
e drop down menu.

Enter the re
elevant uniqu
ue identifier ((e.g. registrattion number)) or descriptioon in the Relocatable
ID / Descrip
ption field. This
T
will differr, depending
g on the type of relocatabble address and
a identifier
you selected. For an explanation, se
ee About entering new addresses
a
ffor High-risk
k Work
Records.
Version 1.2
Page 26 of 41
4.
5.
Complete details in the Work Information area.

Click each checkbox option that applies to the work in the sections for Energy Type, Work Type
and High-risk Category. You can select more than one in each section, if applicable.

Enter a description of the work being undertaken in the Work Description field. You can enter
up to 1000 characters of free text in this field.

In the Work Specific Details area, click the checkbox option(s) that apply.
Enter the make and model of the gas appliance.

Start typing the make and model of the gas appliance in the Make & Model field. As you type,
suggested makes and models display. Select the make and model from the list.

If the make and model you entered doesn’t display, check your spelling is correct and re-enter.
Version 1.2
Page 27 of 41
High-risk Databa
ase User Guide
e
6.

If the make and model is
s not listed, sselect the AP
PPLIANCE NOT
N
FOUND
D, ENTER ONE
Y option and
d enter the m
make and mod
del of the gas appliance.
MANUALLY

If you have another app
pliance to add
d, select Add
d Another Appliance
A
annd repeat this
s step.

To delete an appliance added in erro
or, select De
elete next to the make annd model of the
t
appliance to
o remove it frrom the reco
ord.
Comple
ete the Certiification Info
ormation are
ea, as applic
cable.
The Name, Registration
R
n Number, a nd Company defaults to you, (i.e. thee Certified Gasfitter),
G
or
Note: T
if you a
are a Delega
ated Authority
y user, the na
ame of the Certified
C
Gasfitter you reppresent.
7.

If you are a Delegated Authority
A
who
o represents more than one
o Certified Gasfitter and the Name
p
respo
onsible for the work, selec
ct the name of the correc
ct person in
that displays is not the person
wn menu.
the Name fiield drop dow

If another Certified
C
Gasffitter has bee
en involved with
w this work
k, enter theirr details in the Other
Practitione
er’s Details fields.
f
You ca
an enter up to
t two Other Practitionerss for a work record.

Enter the Work
W
Certific
cation Date iin DD/MM/YY
YYY format. Alternativelyy, click the fie
eld to
display a ca
alendar and select
s
the da
ate.
Click S
Submit. A co
onfirmation message
m
disp
plays.

Click Yes to
o confirm and
d save the re
ecord and retturn to the Welcome
W
pagge.

Click Cance
el to return to
o the work re
ecord.

To cancel without
w
saving
g this record
d, click Cance
el without saving.
Note: If you
u are a Deleg
gated Authorrity who repre
esents more than one Ce
ertified Gasfi tter and you save a new
high-risk reccord against the wrong person
p
respo nsible for the
e work, to correct this, seee Edit the Responsible
R
e
Person for a High-risk Record.
Version 1.2
Page 28 of 41
Edit a High-risk Work Record
Once you enter an electricity or gas high-risk record you can then search for the record and edit the details, if
required. You can only edit records which you created, or records that were created by your Delegated
Authorities.
Steps
1.
Select Search from the Do It Online area of the Welcome page to display the Search screen.
2.
Perform a search on the address of the record you want to edit. See Perform High-risk Record
Searches.

Check the Search My Records checkbox in the Search screen to reduce your search results to
display only your records for the address.
3.
Select the record you want to edit from the Search Results to display the High-risk Record screen.
4.
Scroll to the bottom of the record.
5.
Click Edit Record to display the record in edit mode.
6.
Make the edits you require.
7.
Click Submit to save changes and create a new version of the record. You return to the Welcome
page.

To close the record without saving, click Cancel without Saving. A confirmation message
displays.

Click Exit. You return to the high-risk record without creating a new version.
Note: To view a previous version of a high-risk work record, see View the record history.
Edit the Responsible Person for a High-risk Record
A Delegated Authority who represents more than one Electrical Inspector or Certified Gasfitter, can
mistakenly enter a high-risk record for the wrong person responsible for the work. This can happen when a
Delegated Authority:

fails to select the correct person (i.e. Switch Practitioner) in the Welcome page field before creating
a high-risk record, or

fails to select the correct responsible person in the Certification Information area of the Create
High-risk Record screen when entering details of the work.
To keep the information in the Database accurate and to allow the person responsible for the work to view
and edit their own records, the Delegated Authority who entered the record must correct this error.
Steps
1.
Perform a search on the address of the record you want to edit the person responsible for the work.

2.
To narrow your search, check the Search My Records checkbox. See Perform High-risk
Record Searches.
Select the record from the Search Results, to display the High-risk Record screen.
Version 1.2
Page 29 of 41
High-risk Databa
ase User Guide
e
3.
Scroll tto the bottom
m of the recorrd and click E
Edit Record
d.
4.
Scroll tto the Certifiication Inforrmation area
a of the screen.
5.
Select the correct name
n
of the person
p
respo
onsible for th
he work in the
e Name fieldd drop down menu.
6.
Click S
Submit to savve changes and create a new version
n of the record. You returrn to the Welcome
page.
Note: The R
Registration
n Number an
nd Company
y details are automatically updated w
with details off the new
Responsib
ble Person yo
ou selected. The responssible person (i.e. Electric
cal Inspector or Certified Gasfitter)
ail notification
n of this edit made by the
e Delegated Authority.
A
will also recceive an ema
Version 1.2
Page 30 of 41
5. Perform High-risk Record Searches
An Electrical Inspector, Certified Gasfitter or Delegated Authority user can perform a search for records of all
high-risk work performed at an address or relocatable address (e.g. vehicle, caravan, boat).
From the search results you can:

View and/or print a record.

View and/or print a previous version of a record, if available.

Export the list of search results to a Microsoft Excel file.
Search for high-risk work records
You can search for all records at an address or restrict your search results to display only your records for
the address or your own records between a date range.
Click
to display relevant help text for a section or field in the Search screen.
Before you begin you must be logged into the Electricity and Gas High-risk Database and be in the
Welcome page.
Steps
1.
If you are an authorised Delegate for more than one Electrical Inspector or Certified Gasfitter, select the
name of the practitioner from the drop down menu. For more information, see Select a Practitioner.
2.
Select Search from the Do It Online area of the Welcome to display the Search screen.
3.
To search for a Physical Installation Address:

Select the Physical Installation Address radio button option.

Start typing the address in the Address field. As you type, suggested addresses display. Select
the address you require from the list.

If the address you entered doesn’t display, check your spelling is correct and re-enter.

If the address is not listed, select the NO ADDRESS FOUND – ENTER MANUAL ADDRESS
option and enter the address. For address standards, see About entering new addresses for
High-risk Work Records.

Go to step 5.
Version 1.2
Page 31 of 41
4.
5.
To search for a Relocatable Address:

Select the Relocatable Address radio button option.

Select the Relocatable Address Type from the drop down menu.

Select the Relocatable Identifier Type from the drop down menu.

Enter the unique identifier (e.g. registration number) or description in the Relocatable ID /
Description field. For an explanation of these address types, see About entering new
addresses for High-risk Work Records.
Note: To return a result, the details you enter must be an exact match to the information in the
Database.

Go to step 5.
To refine your search, if required:

Check the Search My Records checkbox to retrieve only your records at this address, or

Check the Search My Records checkbox and enter a date range in the Work Certification
Date fields. When you click in each date field, a calendar displays for you to select the date.
Note: When you check Search My Records, only your records for the selected address type will be
retrieved. Therefore, if you selected Physical Installation Address, this will not return any of your
Relocatable Address records.
6.
Click Search. All records that match your criteria display in the Search Results area.

7.
8.
If required, click the Work Certification Date column heading to sort your search results in an
ascending or descending date order.
Perform the action you require. For example:

Select a record to view, see View a Record.

Export the search results to a file, see Export your Search Results.

Select a record you have created to edit, Edit a High-risk Work Record.

Select Clear (located above the Search button) to clear the Address field and perform a new
search.
Click the Home link (located above the current screen) to close the screen and return to the Welcome
page.
Note: If your list of search results is more than will fit on one page, the number of pages displays above and
below the list of results. Select Next> and <Previous (or select the page number) to navigate between
pages.
Version 1.2
Page 32 of 41
High-risk Databa
ase User Guide
e
View a Re
ecord
You select a high-risk work
w
record to
o view from tthe Search Results
R
area
a of the Searrch screen. When
W
viewing the selected reccord, you can
n print it and view a previious version (i.e. the Histtory) of the re
ecord, if
History record
ds are only available
a
for a record thatt has been ed
dited and savved.
available. H
Before you begin, you must
m
have pe
erformed a se
earch and ha
ave a list of Search
S
Resu
ults displaye
ed.
Steps
1.
Select the record you
y want to view from the
e Search Res
sults area. The
T High-rissk Record sc
creen
displayys with details of the reco
ord you seleccted.
Note: T
The title of th
he High-risk
k Record scrreen depends
s on the type
e of record yoou selected, i.e. Highrisk Electricity Re
ecord or High
h-risk Gas R
Record.
2.
Scroll tto view all de
etails of the record.
r
3.
If requiired, select an
a action for this record, ffor example:

Print the reccord, see Priint a Record
d.

View a prevvious version
n of the recorrd (if available). See View
w the record
d history.
4.
Select <Back to se
earch resultts (located in
n top left of re
ecord) to retu
urn to the Seearch Resultts.
5.
Repeat these stepss to view ano
other record, if required.
6.
Click th
he Home linkk (located ab
bove the currrent screen) to close the screen and rreturn to the Welcome
page.
Version 1.2
Page 33 of 41
High-risk Databa
ase User Guide
e
Print a Re
ecord
m
have pe
erformed a se
earch, selectted a record from the Seaarch Results list and be
viewing the high-risk reccord.
Steps
1.
High-risk Re
ecord screen
n, select Prin
nt (located at
a the top righ
ht of the recoord).
In the H
2.
Select your printing
g options.
3.
Click P
Print (or OK) to print the record.
r
4.
Click <
<Back to sea
arch results to return to the Search Results and select anothher record to
o print, if
require
ed.
View the record history
The Version field at the
e top of the re
ecord you are
re viewing in the High-ris
sk Record sccreen display
ys the
mber of the current record
d. If the reco rd has more than one version, a Histtory link disp
plays at the
version num
bottom of th
he screen. Th
he History link will not diisplay for verrsion 1 (one) of a record.
You can vie
ew and print any
a History record (i.e. p
previous vers
sion) of a rec
cord.
Before you begin you must
m
be viewing the curren
nt version off a high-risk record
r
in the High-risk Record
R
screen.
Note: If you
u are viewing
g Version 1 (o
one) of a reccord, there will
w be no histo
ory to view foor that record
d.
Steps
1.
Scroll tto the bottom
m of the recorrd and selectt the History
y link. Previous versions of the record
d display.

If there are more than 10 versions o
of the record listed in the History link,, select More
e to view the
p
vers
sions.
next list of previous
2.
Select the previouss version of the record to view (e.g. Version
V
1 02/0
04/2013 02:331pm). A new
w tab opens
d displays the record in t he High-risk
k Record screen. A messsage at the top
t of the
in yourr browser and
screen advises the record is his
storic.
3.
Scroll tto view the re
ecord and prrint, if require
ed. See Printt a Record.
4.
Close tthe browser tab displayin
ng the Historiic record (i.e
e. previous ve
ersion). You return to the
e current
version
n of the recorrd in the High-risk Reco
ord screen.
5.
plicable), rep
To view
w another ve
ersion of the record (if app
peat steps 2 to 4, or clickk <Back to search
results
s to return to
o the Search Results list .
Version 1.2
Page 34 of 41
Export your Search Results
You can export the list of your search results in a csv file format to view using Microsoft Excel.
Before you begin, you must have performed a search and have a list of Search Results displayed.
Steps – Using Internet Explorer
1.
Select Export to CSV (located in the top right of the search results).
2.
Click Save in the Download window. The Save As window displays.
3.
Select the location and enter the name for the file.
4.
Click Save to save the file.
Note: If you select Open in the Download window, the exported data displays in Microsoft Excel. You can
then select the name and location in which to save the file.
Steps – Using Firefox
1.
Select Export to CSV (located in the top right of the search results).
2.
To save the file to your download folder with the default name:
3.

Select the Save File option.

Click OK. The Downloads window displays with the name of the file saved.
To save to a filename and folder of your choice:

Select the Open with option and leave the default of Microsoft Excel.

Click OK. The exported data displays in Microsoft Excel.

Select Save As (in the Excel document screen) to display the Save As window.

Select the location and enter the name for the file.

Click Save to save the file.
View All Work Records at an Address
While viewing a high-risk work record you can select to view all records of work performed at the same
address.
This is useful when you have selected to view only your work records for the address, but want to view all
work performed there.
Before you begin, you must be viewing details of a work record in the High-risk Record screen.
Steps
1.
Click All work records for this address (located below the record). A new tab opens in your browser
and displays the list of all work completed for the address of the record you were previously viewing
displays.
2.
Perform any action(s) you require, e.g. view details of a record or export the list of records.
3.
Close the browser tab displaying all records for the address. You return to the previous High-risk
Record screen.
Version 1.2
Page 35 of 41
4.
Perform another search or click the Home link (located above the current screen) to close the screen
and return to the Welcome page.
Version 1.2
Page 36 of 41
6. Manage Delegations and Notifications
Electrical Inspectors or Certified Gasfitters can authorise another person to create and edit their high-risk
records (e.g. the administrator for your company or office manager). There is no limit to the number of
delegates they can add and the same delegate can be authorised by more than one Electrical Inspector or
Certified Gasfitter.
When a Delegated Authority adds or updates a high-risk work record on your behalf, you will receive an
email notification. You can select the frequency of these notifications.
Select your Notifications Frequency
Use this procedure to indicate the frequency you receive an email notification when a Delegated Authority
adds or edits a high-risk work record for you. You can change the frequency at any time, as required.
Click
to display relevant help text for a section or field in the Manage Delegations and Notifications
screen.
Before you begin, you must be in the Welcome page.
Steps
1.
Select Manage Delegations & Notifications from the Do It Online area to display the Manage
Delegations and Notifications screen.
2.
Select the Email notification Frequency option you require:
3.

Select Immediate, to receive an email as each high-risk record was created or edited by a
Delegate.

Select Daily, to receive an email containing a summary of all records created or edited by each
delegate for that day.
Click Submit to save the frequency selected.
Add a Delegated Authority User
Use this procedure to add one or more Delegated Authority users and authorise them to create and edit your
high-risk work records.
Before you begin, you must be in the Welcome page.
Version 1.2
Page 37 of 41
High-risk Databa
ase User Guide
e
Steps
1.
Select Manage Delegations & Notification
ns in the Do It Online area to displayy the Manage
Delega
ations and Notifications
N
s screen.
2.
Select Add Delega
ated Authoriity to displayy the Add De
elegated Authority screeen.
3.
me, Last Name and Ema
ail Address of your delegated authorrity user.
Enter the First Nam
4.
already has an account.
Click F
Find User to check wheth
her the user a

Version 1.2
If the system
m finds an ex
xisting user a
account, a message
m
disp
plays ‘Add deelegated auth
hority for
existing use
er’.
Page 38 of 41
High-risk Databa
ase User Guide
e

If no user acccount is fou
und, a messa
age displays ‘No user has
s been foundd that matche
es these
details’.

If you decide not to add this user as a Delegated
d Authority, click
c
Cancel without sav
ving.
5.
To con
nfirm and add
d the new De
elegate, clickk Add Delega
ated Authorrity or Add N
New User. You
Y return to
the Ma
anage Deleg
gations and Notification
ns screen witth the new Delegate listedd.
6.
If requiired, repeat steps
s
2 to 5 to
t add anoth
her Delegated
d Authority.
7.
Check the notificatiion frequency is correctlyy set for advice about all work perform
med on your records by
ated Authorities. Change if required. For more infformation, se
ee Select yo
our Notifications
Delega
Freque
ency.
8.
Click S
Submit to confirm.
Note: Each Delegated Authority
A
you
u add will recceive an ema
ail containing a hyperlink to the website and an
ode to give them access to your reco
ords.
activation co
Remove a Delegatted Authorrity User
Use this pro
ocedure to re
emove (i.e. re
evoke) the a uthority for a Delegated Authority
A
useer to create and
a edit
your high-rissk records.
m
be in the
e Welcome page.
Version 1.2
Page 39 of 41
High-risk Databa
ase User Guide
e
Steps
1.
Select Manage Delegations & Notification
ns in the Do It Online area to displayy the Manage
Delega
ations and Notifications
N
s screen.
2.
Select Revoke nexxt to the nam
me of the Dele
egated Autho
ority you wan
nt to remove . A confirmattion
message displays.
3.

Click Yes to
o confirm you
u want to revvoke their authority. You return to the Manage De
elegations
and Notific
cations scree
en. A messa ge displays at
a the top of the screen too advise the delegated
authority ha
as been deletted.

Click No if you
y selected this in error and you want to keep the Delegatedd Authority. You
Y return to
the Manage
e Delegation
ns and Notiffications scrreen. The De
elegated Authhority will rem
main.
Click th
he Home linkk (located ab
bove the currrent screen) to close the screen and rreturn to the Welcome
page.
Note: Once
e you revoke a Delegated
d Authority, th
hat Delegate
e will no longer have acceess your high
h-risk
records.
Version 1.2
Page 40 of 41
High-risk Databa
ase User Guide
e
7. Main
ntain Your User Accountt Detailss
Use this pro
ocedure to up
pdate details
s of your use
er account wh
hen required.
Click
to display relevvant help text for a sectio
on or field in the
t Maintain
n User Acco
ount screen.
Before you begin you must
m
be in the
e Welcome p
page.
Steps
1.
Select Maintain Us
ser Accountt from the Do
o It Online area
a
to displa
ay the Maintaain User Account
screen.
2.
Update
e your contacct details, as applicable.

3.
If you chang
ge your Ema
ail Address yyou will need
d to re-enter it in the Emaail Address
Confirmatio
on field.
Click S
Submit to savve your chan
nges and retu
urn to the Welcome
W
page.

If you do no
ot make any changes,
c
clicck Cancel without
w
savin
ng.
Note: From the Maintain User Acco
ount screen you can clic
ck Manage Delegated
D
Au
uthorities &
Notification
ns and perfo
orm actions fo
or Delegatess. For more information, see
s Managee Delegation
ns and
Notification
ns.
Version 1.2
Page 41 of 41

EGHRD user guide v1.2 June 2013

Transcription

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