HGV2 DCC User Manual

Dublin City Council

HGV Permit System

Quest Computing Ltd page 1 of 28 1. Introduction...... 3 2. Announcements Page and Language Selection...... 3 3. Terms and Conditions...... 4 4. Main Menu...... 5 4.1. Register an Organisation...... 5 4.2. Register a Premises...... 11 4.3. Updating/Viewing the Organisation details...... 18 5. Apply for Load/Unload Permit...... 19 5.1. Create Journey...... 20 6. Transit Permit...... 24 7. Update Permit...... 26 7.1. Update load/unload Permit...... 26 7.2. Update Transit permit...... 28

Quest Computing Ltd page 2 of 28 1. Introduction

The Issue permit system is a browser-based facility, which allows an applicant to apply for and update HGV permits. This system is an interim facility and will be used to issue permits while a more permanent system will have a permit lookup facility and will allow the administration of permits. It is available in 6 languages, English, Irish, German, French, Italian and Polish.

2. Announcements Page and Language Selection

You have a choice of 6 languages to choose from please choose one by clicking on the coordinating flag as shown below.

The purpose of the announcement screen is for displaying information such as notices/messages or changes to the value of parameters to the user. Having read the announcements click on the Next button to continue.

The terms and conditions section is then displayed.

Quest Computing Ltd page 3 of 28 3. Terms and Conditions Please read the terms and conditions below and click ‘accept’ to proceed to Main Menu.

Quest Computing Ltd page 4 of 28 4. Main Menu

Once you have chosen your language and accepted the terms and conditions you are brought to the Main Menu where it is possible to choose the appropriate section.

4.1.Register an Organisation

In order to register your company or organisation's head office and maintain a list of premises used for deliveries within the HGV cordon, click on the Register a premises link. You will be taken to the following screen.

Quest Computing Ltd page 5 of 28 Initially, as you will not have registered previously click on the link to Register. If you have registered previously, in order to continue enter your organisation number and the password that the system emailed to you. If you have forgotten your password click on the link, ‘Forgotten your Password, click here’. This will take you to the following screen from where you enter in your organisation number and your email address and click on the ‘Send Password’ button. The system will email a new password to you.

Quest Computing Ltd page 6 of 28 From the logon screen, select the register link and the following screen will be displayed.

Quest Computing Ltd page 7 of 28 If you are a non-commercial organisation, like a Charity or Civil Service please phone the helpline displayed at top of screen. Otherwise, enter your company name, company registration number and a contact email address and press the send button. Ensure that the details entered match what appears on the Companies Registration Office (CRO) database. A message will be displayed on screen indicating ‘Your login details will be emailed to you’ and a link to return you to the login screen. Once you have received an email containing your details from the system, click on the login link and enter in your number and password to continue to the next screen.

Quest Computing Ltd page 8 of 28 The Organisation number and name will be set by default. The following fields are mandatory and must be entered: Organisation Type Organisation Sub-type First line of the head quarters address Contact title Contact name First line of contact address Telephone No. Mobile No. Email address

Quest Computing Ltd page 9 of 28 Select an Organisation type and subtype by clicking on the drop down arrows and selecting an entry from the list. When the Organisation Type is selected, the sub type category dropdown will be populated. If the HQ is inside the cordon then click the ‘HQ Inside Cordon?’ tick box. Enter in the contact details i.e. Title, name, contact address, telephone No. and email address. If you want to use the same address as the HQ address, click on the ‘Use HQ Address?’ toggle. If you operate your own fleet of vehicles then click the toggle ‘Do you operate your own fleet of vehicles?’. Otherwise the name of your main outsource haulier must be entered in the relevant field. If the outsourced company is inside the cordon, click on the ‘Is main outsourced company inside the Cordon’. To submit a company mitigation plan, click on the browse button and a windows directory structure will be displayed. Navigate to the directory where your mitigation file is stored, select the file and press open. To complete your transaction, click on the ‘Accept changes’ button. A message will be displayed indicating your changes have been saved as shown below.

Quest Computing Ltd page 10 of 28 4.2.Register a Premises

To register a premises select the view premises link as shown above and the following screen will be displayed.

Click on the Add Premises link and the following screen is displayed.

Quest Computing Ltd page 11 of 28 In the street search field enter in at least the first character of required street and press tab. The street name listing will be populated e.g. enter in ‘a’ in the street search and the street name listing will be populated with all street names beginning with ‘a’.

Select a street name from the street name listing and press tab. The building address number listing will be populated with the building address numbers on the selected street. Select your required building address number form the listing and press tab. If you have found the required premises address, enter in your estimated - average weekly number of deliveries - average weekly number of deliveries using 5+ axle HGV between 7am and 7pm - average weekly number of deliveries using 4 axle HGV between 7am and 7pm

If it will be possible to receive deliveries using HGV with 3 axles or less, select the relevant tick box. If it will be possible to receive deliveries between 7am and 7pm, select the relevant tick box.

Quest Computing Ltd page 12 of 28 If you can’t find your required address, click on the Address not found tick box and the Address No., Street, Town and District fields will become active. These details must be entered.

When you have entered the details for your premises, either through the dropdown lists or the text boxes, press the submit button to save the premises details and the following screen is displayed showing a listing of the premises registered for your organisation.

Quest Computing Ltd page 13 of 28 To view the premises details, click on the View link in the required premises line and the following screen is displayed.

Quest Computing Ltd page 14 of 28 To add another premises, select the add premises link and the add premises screen will be displayed. Follow the steps as before to add your premises.

Quest Computing Ltd page 15 of 28 The message on screen above the premises list indicates that one or more Pending premises exist. A member of the Dublin City Council staff will validate these addresses.

Registration can be complete by pressing the Complete Registration button. An email will be sent with organisation details listing all premises, both validated and pending.

Once a pending address is validated, an email will be sent to the email address entered on organisation registration, indicating address is no longer pending. One of three emails maybe received depending on the outcome of validation.

If the address that was pending is outside of the cordon, then you will receive an email indicating the premises are outside the cordon and it is not necessary to register the premises. If this email is received, then no action needs to be taken.

If the address that was pending needs to be added to the geo directories listing, you will receive an email indicating the your pending premises has been investigated and added to our address listing. The email will give you instruction about logging on to the to Dublin City Council's HGV Permit System - Premises Registration www.hgv.ie, select the required street and complete your premises registration.

Quest Computing Ltd page 16 of 28 Note that only premises that has been selected from our Address listing and has successfully completed its registration will be selectable from the Permit Issuing Screen.

If the address that was pending already exists in the listing, you will receive an email indicating we have investigated these premises and have found that is already is listed in our address listing. You will also receive instruction to logon to Dublin City Council's HGV Permit System - Premises Registration www.hgv.ie, select the required street and complete your premises registration.

Quest Computing Ltd page 17 of 28 4.3.Updating/Viewing the Organisation details

To view/update your organisation details click on the ‘Display Organisation Details’ link and the following screen would be displayed. If you want to update the details, then change the required details. Press the ‘Accept Changes’ button to save changes.

Quest Computing Ltd page 18 of 28 5. Apply for Load/Unload Permit

When a user is making deliveries inside the cordon they require a load/unload permit. It is mandatory to enter a valid ‘Vehicle Registration Number’, ‘Vehicle Registration Country’ ( From a drop down list ), ‘Permit Date’, ‘Truck Company Name’ and ‘Truck Company Address’. It must be indicated if the journey originates outside Ireland. If the user does not operate his own account, either the road freight carrier’s licence number or the community authorisation licence must be entered.

If the ‘Own Account Operator’ is not flagged/ticked the applicant must enter either the Irish haulier licence number or the EU haulier authorisation license number. Click on ‘Create Journey’ and the ‘Load/Unload Stops Screen’ is displayed.

Quest Computing Ltd page 19 of 28 5.1.Create Journey

The ‘Load/Unload Stops’ screen allows entry of journey details Each line represents a Load/Unload stop within the cordon.

‘Pre-stop cordon entry’ Select Cordon Entry from the drop-down, if cordon is entered BEFORE journey stop.

‘Stops’ Specify the current journey stop using the ‘Stop Details’ screen.

‘Post-stop cordon exit’ Select Cordon Exit from the drop-down, if cordon is exited AFTER journey stop.

Click on ‘Finish’ when all journey stop details have been input.

The journey is complete and following screen is displayed.

Quest Computing Ltd page 20 of 28 The journey is complete and a Permit Application Summary is displayed.

Quest Computing Ltd page 21 of 28 You can now review the details entered and accept the permit summary. The Secure Online Payments screen is displayed.

The journey is complete and a Permit Application Summary is displayed. A unique permit number is generated and displayed along with all permit details and a list of all Permitted Routes.

Quest Computing Ltd page 22 of 28 You are advised to print these details using your browsers print function. (select print under the file menu). If you entered an email address these details have been emailed to that email address.

An issue date is associated with this permit.

Quest Computing Ltd page 23 of 28 6. Transit Permit

The Transit permit is for vehicles that are not allowed access to the tunnel.

It is mandatory to enter a valid ‘Vehicle Registration Number’, ’Vehicle Registration Country’, ‘Permit Date’, ‘Truck Company Name’ and ‘Truck Company Address’. It must be indicated if the journey originates outside Ireland. Either the Irish Haulier License Number or the EU Haulier Authorisation License Number must be filled in.

When selecting the number of transits from the drop-down the minimum is 1 and the maximum is 5 and you must select a reason for transit. If the good are hazardous goods enter their type.

Click on the next button and the permit application summary screen is displayed with the option to Apply for another Transit Permit, accept or cancel the application.

Quest Computing Ltd page 24 of 28 You can now review the details entered and accept the permit summary, a unique permit number has been generated and is now displayed with all the permit details.

You are advised to print these details using your browsers print function. (select print under the file menu). If you entered an email address these details have been emailed to that email address.

An issue date is associated with this permit.

Quest Computing Ltd page 25 of 28 7. Update Permit

To update a permit you must have the permit number and your vehicle registration number and vehicle registration country.

7.1.Update load/unload Permit

Enter your permit number, vehicle registration number and vehicle registration country The Update load/unload permit screen is displayed.

The following criteria only may be updated on a load/unload permit: Vehicle Registration number, increase the number of repeat visits to an existing stop, add another stop.

Quest Computing Ltd page 26 of 28 Click on ‘Update Vehicle Registration Number’ and the following screen is displayed.

Click on ‘Update List of Stops’ and the following screen is displayed.

Enter cordon entry, cordon exit and Stops details as required and click on ‘Finish’

Update is completed.

Quest Computing Ltd page 27 of 28 7.2.Update Transit permit

Enter your permit number and vehicle registration number and click on search.

The Update transit permit screen is displayed.

The following criteria only may be updated on transit permit: Vehicle Registration number, Vehicle Registration Country and increase the number of transits.

Update Details and click on Save. Transit permit is updated.

Quest Computing Ltd page 28 of 28