CertAbility user guide - NSW Fair Trading | NSW Fair Trading · Download the free CertAbility app • iOS (iPhone or iPad) users: download CertAbility from the App Store. ... certification

CertAbility user guide Mobile / tablet app for reporting certification data

September 2017

Contents Download the free CertAbility app .............................................................................................. 3

CertAbility icons – quick guide ...................................................................................................... 3

Create an account .............................................................................................................................. 4

Sign in and set PIN ..............................................................................................................................6

Complete your profile ........................................................................................................................ 7

Select the PCA ...................................................................................................................................... 8

Add a building work ...........................................................................................................................9

My Works .............................................................................................................................................. 10

Work summary .................................................................................................................................... 11

Edit your details in the settings menu ...................................................................................... 16

Delegate work to others in your organisation ...................................................................... 17

Transfer work to a new PCA who uses CertAbility ............................................................ 20

Share your data in a CSV file ....................................................................................................... 23

CertAbility user guide September 2017 Page 2 of 23

Download the free CertAbility app

• iOS (iPhone or iPad) users: download CertAbility from the App Store. • Android users: download CertAbility from the Google Play store.

CertAbility is compatible with:

• iOS software version 10.0 or later • Android software version 5.0 or later.

CertAbilily is the official NSW Government mobile app for reporting building certification data. The principal certifying authority (PCA) is responsible for reporting building work data, including who they delegate the reporting function to, and the accuracy of that information.

CertAbility icons – quick guide

Save icon: saves the current state or latest action, or exits edit mode. After entering an inspection, certificate, notice or modification, tapping this icon locks the item after 48 hours, preventing further editing.

Cancel icon: undoes last action and reverts to the previous screen and/or the original data displayed.

Back icon: takes you to the previous screen.

Submit icon: saves and submits data, and usually changes the status of an item e.g. Draft to In Progress. After entering an inspection, certificate, notice or modification, tapping this icon locks the item after 48 hours, preventing further editing.

Add icon: adds or creates a new item.

Menu icon: displays a list of available menu items or functions.

Sort and filter icons: sort and/or filter building works e.g. alphabetically

Chevron icon: when positioned at the end of a label or data field, this icon requires you to tap it to access further details or enter additional information.

Profile icon: where all your details are stored. A red dot appearing on this icon means you have received a notification via the app.


Create an account

You must create an account to use CertAbility.

Tap the CREATE ACCOUNT button, then the appropriate account type. The next page has more details about each type of account.


CertAbility account types for different users

Private certifier

(Category A1, A2 & A3)

Accredited body corporate

(ABC)

Council

(LGA)

Other

(Administrator or Other Certifier)

Select this account type if you’re an A1, A2 or A3 certifier, either a sole trader or in a private certification company, and you are the PCA for development/s that you will be reporting on.

Private certifiers who are contracted to a council should use that council’s account for work where council is the PCA, and their own private certifier account when they are the PCA.

Only one ‘ABC’ account can be registered per accredited body corporate.

You don’t have to be a certifier to create or use the company account.

Each certifier employed at the accredited company can use the company’s account. They can also have their own registration as a private certifier, for work where they are individually appointed as PCA.

Only one ‘Council’ account can be registered per council and you will need to enter the LGA number provided via email from BPB.

You don’t have to be a certifier to create or use the council account.

Each certifier employed by the council, including private certifiers working under contract, can use the council’s account.

This account type is for anyone who is not an A1, A2 or A3 certifier (e.g. other certifiers, and administrative staff) who will use the app to assign certification work to A1, A2 or A3 certifiers in the company or council.

You can only create this type of account if invited by the holder of one of the other account types.


Sign in and set PIN

After creating an account, set a PIN then sign in with your username and password. You can reset your PIN each time you sign in, or keep using the PIN you set when you first registered.

Forgotten password? To reset:

1. On the sign in screen, tap Forgot Password and enter your username.

2. A verification code will be sent to the email address in your profile (see the next page for more about your profile).

3. Enter the code into CertAbility.

4. Enter a new password and tap Update Password.


Complete your profile

The first time you sign in, you will be asked to complete your profile. Completing your profile will make things easier for you by pre-populating some of the data fields throughout the app.

Your BPB accreditation number and name are automatically entered and cannot be edited.

Tap the search field and enter the ABN, then choose the company name from the search results.

The employer name will be automatically entered when you confirm the ABN.

Tap the search field and enter the suburb, then choose the address from the search results.


Select the PCA

The first time you sign in, the My Works screen will be blank, because there are no building works to display. Before you can enter information about a building work, you must confirm its principal certifying authority (PCA).

Tap the chevron icon to select the PCA from the list provided.

The PCA’s accreditation number and name cannot be edited.

Tap to select a date from the calendar.

Tap the search field and enter the ABN, then choose the correct company name from the search results.

The employer name will be automatically entered when you confirm the ABN.

Tap the search field and enter the suburb, then choose the address from the search results.

1. In My Works, tap

2. Select the PCA and tap Done

3. Complete all data fields and tap Done

Note: if only your name appears in the list, it means no one else from your organisation has yet registered as a CertAbility user.


Add a building work

You must complete each part of this section to set up a building work. If a data field is blank, you won’t be able to add data on Critical Stage Inspections, Certificates, Modifications and Notices. Once this section is complete and submitted, its status will change from Draft to In Progress and you’ll be able to add these data.

Site name: how you refer to the site (e.g. a nickname).

The development site address, if known.

Latitude and longitude are useful if the address is not yet known (e.g. new subdivisions).

DP/Lot/Section details from the approved planning and certification documents.

Current LGA – this may be different from that when the development was approved.

The land use chosen here will help filter certain options displayed later in the app.

Certain planning details are required here.

Tapping the chevron icon next to PCA will display the details you entered earlier.

Tip: If the site address is unknown:

• Tap Site Address Coordinates

• Use the Google Drop Pin feature to find the latitude and longitude

Note: Ensure location services are switched on (check your phone settings).


My Works

From My Works, you can track the status of your existing building works and add new works.

Sort your works e.g. in alphabetical order

Filter works by status

Add a new building work


Work summary

After you save a building work, it appears in the Work Summary, which is where you will enter data throughout the certification process. You can only access the summary after you have entered at least one building work and it has a status of In Progress.

Tap to access more features

Tap the building work to go to the Work Summary


a. Critical Stage Inspections – each inspection should be recorded as soon as practicable after the inspection. After you tap Done, you will have 48 hours to review and edit the inspection details. They will then be locked and no further changes will be possible.

1. Tap to select the work

4. Tap to add an inspection


3. Select the inspection type

2. Tap Critical Stage Inspections


b. Certificates – each certificate should be recorded as soon as practicable after it is issued. After you tap Done, you will have 48 hours to review and edit the certificate details. They will then be locked and no further changes will be possible. When a final occupation certificate is recorded, the entire building work is locked and its status changes to Complete.


2. Tap Certificates

3. Select the certificate type


Tip: Multiple construction certificates and CDCs

You can add additional CCs or CDCs at any time, provided the building status is In Progress.


c. Notices – once recorded, a notice cannot be deleted. You will have 48 hours to review and edit the notice details. They will then be locked and no further changes will be possible.


3. Tap to add a notice

2. Tap Notices



d. Modifications – once recorded, you will have 48 hours to review and edit the modification details. They will then be locked and no further changes will be possible.


2. Tap Modifications

3. Tap to add a modification



Edit your details in the settings menu

View and edit your profile

Reset your PIN

Adjust the auto lock

About displays the app software version

Activity Log displays the edits to your building works made by you or your delegates

Change your password at any time

Changing your email only affects your CertAbility account. It does not affect the BPB’s records or your details on the online certifier register.


Delegate work to others in your organisation

From the Settings menu you can delegate building work to others in your organisation who have a CertAbility account.

a. Search for delegates by name, CertAbility username, email or BPB accreditation number:

2. Search for and select a delegate from the list

OR

2. Tap to add a new delegate

1. Tap Delegates


b. After choosing a delegate, set his/her access rights and permissions and tap Done:

OR

3. Tap the delegate

4. Set his/her Access Rights and Permissions

2. Tap to add a new delegate (someone not yet listed)

2. Search for and select a delegate from the list

1. Tap Delegates

Note: Access rights

‘Global View’ allows delegates to view all your building works. ‘Selective View’ lets them view only works you delegate to them.

Note: Permissions

‘Low’ access enables your delegates to add/edit inspections for work you delegate to them.

‘Medium’ allows delegates to add/edit inspections, and edit certificates, modifications and notices for work you delegate to them.

‘Full’ access is available to delegates granted Global View, and lets them add and edit all aspects of building work, or add new work on your behalf.


c. From the My Works screen, choose work/s to delegate (you can only delegate works that are In Progress):

1. Tap on the work

3. Tap Delegate Work

4. Tap to find a delegate

2. Tap


Transfer work to a new PCA who uses CertAbility

There are two ways to transfer work to another PCA. Use CertAbility’s Transfer function if the other PCA uses the app, or see page 23 if the other PCA doesn’t use CertAbility. The new PCA does not have to be someone within your organisation.

a. Transfer work to a new PCA - after you tap ok to transfer a work, its status on your My Works screen will change to Transferred. You will no longer be able to edit it, and it will disappear when the new PCA accepts the work.

1. Select the work from My Works

2. Tap VIEW BUILDING DETAILS

3. Tap Principal Certifying Authority (PCA)

4. Tap and enter the DATE PCA WAS REPLACED, and tap ok)

Tip: most councils and large certification practices are expected to use the SFTP or API methods of data reporting. CertAbility is suited to smaller certification practices (private or council).


b. Rejected transferred building works – manage building works you transferred which have been rejected:

If you have a Rejected Transferred Work, a notification will appear on your profile icon

1. Tap on Rejected Transferred Work

2. Review the work and decide how you want to proceed


c. Incoming transferred building works – accept or reject building works that have been transferred to you. Any work you accept will appear on your My Works screen with a status of In Progress.

If you have an Incoming Transferred Work, a notification will appear on your profile icon

1. Tap on Incoming Transferred Work

2. Review the work and decide how you want to proceed


Share your data in a CSV file

Generating a CSV (comma separated values) file lets you send your building work data to another PCA who does not use CertAbility. Where a PCA uses CertAbility the best way to transfer work is via the app’s Transfer function (page 19).

You can generate one CSV file per building work, but cannot combine multiple works into one file.

When you generate a CSV file, data you have entered for that work will be emailed to the recipient. CSV files store data in tabular form and can be viewed in programs such as Microsoft Excel.

1. Tap , then Generate CSV

2. Select the appropriate email app

3. Send your email


Documents

CertAbility user guide - NSW Fair Trading | NSW Fair Trading · Download the free CertAbility app • iOS (iPhone or iPad) users: download CertAbility from the App Store. ... certification