NHSS 8 HERS On-line ECS HERS Card Application & Renewal

NHSS 8 – HERS On-line ECS HERS Card Application & Renewal Process (Process from 5th December 2011)

Issue 1.9 18th December 2014

How to upload card application documents, order cards and view the progress/status of card applications.

ECS-HERS_CardApplicationProc Issue 1.9 181214

1 Overview

Table of Contents

Chapter 1 Overview ................................................................................................................................. 2

Chapter 2 How to Upload an Application Document and Validation ................................................. 3

Chapter 3 Editing the Application Document details form ................................................................ 11

Chapter 4 How to Order a Card ........................................................................................................... 13

Chapter 5 How to Check an Individual Application’s Progress/Status ............................................ 14

Chapter 6 How to check Pending Card Applications for an individual Contracting Office or an

Entire Organisation ................................................................................................................................ 15

Chapter 7 View Card Applications made on the previous HEA Online System ........................... 16


2 Overview

Chapter 1 Overview

Download Application Form for Occupational Title from

HERS Downloads (www.highwayelectrical.org.uk/hers) –

NHSS8-HERS Portfolio Building

Complete the application form, adding in competencies as

required using the drop down menus

Take passport type and sized photo - if

electronic typically 20kb or less JPG

Initial (First) Application to this system - but

card previously issued or changes to Occupation or

Competency Areas etc.?

Upload file as Word

97-2003 and then

photo as per this

procedure and enter

data on screen; Print

and sign a copy for

the portfolio /

employee

For renewals where form and photo

already uploaded and data already

entered and no changes– edit or

complete and upload new form as

Word 97-2003with new ECS HE H&S

Test no. and expiry date; and amend

data on screen for expiring card

renewal order

Initial (First) Application for this

employee (i.e. employee has

never had an ECS-HERS card before even with another

employer)?

Upload file as Word 97-2003 and

photo as per this procedure and

enter data on screen;

Print and sign TWO copies: (1) Send 1 to the HEA Office for

auditing / checking; (2) put 1 in the portfolio /

employee

Yes

Yes

No

No

Select:

Issue a new Card - First

Application

Save Application

Select either:

Issue a new Card - Expiring Card Renewal

Issue a new Card – Replace lost or missing

Issue a new card – Change of Occupation

Issue a new card – Change of Organisation

Save Application


3 How to Upload an Application Document and Validation

Chapter 2 How to Upload an Application Document and Validation

Before you start 1. Download and complete the correct Application Document for the Applicant’s

Occupational Area from the HERS/NHSS 8 website – NHSS8-HERS Portofolio Building

2. Obtain a passport sized head and shoulders photo of the applicant – electronic files must

be JPG (NOT JPEG) – i.e. file name must be filename.jpg (NOT filename.jpeg)

3. Login to the HERS/NHSS8 ePortfolio website with your HERS/NHSS 8 Username and Password

Upload the Application Document and Photo Step 1: Navigate to the correct Contracting Office (if you have access to more than one)

Step 2: Navigate to the Card Applications folder

Step 3: Click on the Documents tab Step 4: Select Upload Document

Step 5: Browse to the Card Application Document you

completed earlier and click OK to upload this as a

Word 97-2003 document (do not upload a pdf as you cannot

edit this in the future and do not save as Word .docx file)

straight away.

TIP: Do not delay at this point. If you need more

time, click Cancel and Upload again.

Step 3 Click on the Documents tab

Ste

p

2

Na

vig

ate

to th

e

Ca

rd

Ap

plic

ati

on

s

Fo

lde

r

Ste

p

1

Na

vig

at

e to

the

c

orre

ct

Co

ntra

ctin

g

Offic

e

Step 4 Select Upload Document

Step 5 Find the Card Application

document

Click OK to Upload Note: You may have to wait some time for the application document to upload



Step 6: Complete all of the required fields on the Application Document

screen and click Save. For more information about the Application Document

details form see Chapter 2.

TIP 1: Do not order a card at this stage. If you choose “Issue a new card –

First Application”, “Issue a new card - Expiring Card Renewal” etc. an order will

be placed automatically - you will not be able to cancel this order and you will

be charged. It is recommended that you select Card Ordering options after the

application has been uploaded – see Step 9.

TIP 2: If your computer crashes when uploading a photo, do

not upload a photo at this stage. Go back in to the saved

application and edit it to upload the photo

Application Detail Action

Content Type

Leave “Application Document” selected

Name This is the name of the Application Document type (eg: HERS_Application_Trainee.doc) you may leave this unchanged or add the initial and surname of the employee to the end of the filename

Forename Type the First Name of the employee Surname Type the Last Name of the employee

Applicant Gender Select the Gender of the employee

Date of Birth Select the applicant’s Date of Birth from the Calendar

National Insurance Number

Type the employee’s correct National Insurance Number (capital letters, no spaces)

Organisation Name Type the Organisation Name if different from the organisation name on the e-portfolio site

Occupation Select the Occupation type for this employee from the drop-down list

Application Photo Browse to a passport sized photo of the employee located on your computer or network. (This must be a jpg file NOT a jpeg file)

Card Type Select the required type of card from the drop-down list

Card Ordering Select the Card Ordering action you require You cannot cancel or change card orders after this application has been Saved (Once the ECS-HERS card has actually been issued by the JIB / HEA, then it is possible to re-select the card ordering action – e.g. to replace lost cards or to renew expiring cards).

Ste

p 6

C

om

ple

te a

ll req

uire

d fie

lds

o

n th

e s

cre

en

an

d c

lick

Sa

ve

N

ote

: Yo

u m

ay

ha

ve

to w

ait

so

me

time

for th

is to

Sa

ve



Validation

To improve visibility and feedback and assist in the process of card ordering, now when you

select a card ordering option and save a card application, information is checked online

and if a problem is found, a yellow exclamation mark is displayed together with a

description of the problem.

Where a validation error is detected, the system will automatically change the card ordering

status to “Do not Issue New card”. The issue should be reviewed and corrected, and the

application re-submitted.



Card ordering Validation purpose Applies to Error Message (or comment appended

to Application Progress column) Suggested typical Action to be taken to correct

Issue a new Card – First Application

Previous card not permitted

Standard (3 Year) and Interim

cards

Date:Time - This is not a First Application. Previous Card was issued on [LastCardDate]

Change card ordering type to “Change of Occupation or Organisation” or “Expiring Card Renewal” (if same organisation as original card) as appropriate

Must have passed the ECS HE version H&S Test within 2 years. Date:Time - Invalid ECS HE Health

and Safety Test Arrange to take the ECS HE version H&S test, submit the details required, and after allowing time for processing the ECS HE version H&S test, re-order the card.

Expiring Card Renewal

Current card must have expired OR expire within the next 6 months and must be a Standard Card.

Standard (3 Year) cards only.

(Interim cards cannot be renewed)

Date:Time - Interim Cards cannot be renewed

You are attempting to renew an Interim Card which is not permitted. Ensure the appropriate evidence is in the portfolio and apply for a Standard Card

Date:Time - No previous card found

Change card ordering type to “Issue a New Card – First Application”

Date:Time - Existing card has more than 6 months left to run. You may renew this card after [ExpiryDate] minus 6 months

Reapply for an “Expiring Card Renewal” at a later date.

Must have passed the ECS HE version H&S Test within 2 years.

Date:Time - Invalid ECS HE Health and Safety Test

Arrange to take the ECS HE version H&S test, submit the details required, and after allowing time for processing the ECS HE version H&S test, re-order the card.



Card ordering Validation purpose Applies to Error Message (or comment appended

to Application Progress column) Suggested typical Action to be taken to correct

Replace Lost or Missing

Current Card must be valid


cards


Apply for New Card – First Application

Date:Time - Card Expired [ExpiryDate]

Apply for Expiring Card Renewal




Change of Occupation

Current Card must be valid and must be a Standard Card

Standard (3 Year) Cards only.

(Cannot change Occupation for Interim cards)

Date:Time - Cannot change Occupation for Interim Cards

You are attempting to change the Occupation for an Interim Card which is not permitted. Ensure the appropriate evidence is in the portfolio and apply for a Standard Card




Apply for Expiring Card Renewal with appropriate occupation type




Card ordering Validation purpose Applies to Error Message (or comment appended Suggested typical Action to be taken to correct



to Application Progress column)

Change of Organisation

Current Card must be valid


cards




Apply for Expiring Card Renewal




All Card Ordering Types

NI Number must exist on database


cards

Error validation in progress as at 14/08/12

Date:Time - National Insurance Number not found

Check the NI number used against that used on the ECS HE version H&S test to ensure it’s the same and is in the right format (two letters six numbers one letter). Correct if wrong and re-submit. If correct, allow time for the ECS HE version H&S test paperwork to be processed and re-submit

All Card Ordering Types

Forename and Surname must agree with database data for any given NI Number


cards

Error validation in progress as at 14/08/12

Date:Time - Forename, Surname or NI No. entered does not match

Double check the Forename (e.g. usually James not Jim,

Thomas not Tom – must be the same as used for the ECS HE

version H&S test and previous cards, if any), Surname and NI

No. entered, correct and re-submit



Step 7: Upload the photo: Browse to the photo file. Ensure the photo is the correct type and

size – see below – and then click OK to upload this. The photo should be:

Cropped to view head and shoulders (as per passport type)

Aspect Ratio 3W x 4H

Portrait Orientation

Accepted format: JPG only – file extension *.jpg (NOT *.jpeg)

File size – approximately 20kb or less (The system will automatically reduce the photo to either maximum width 125 pixels or

maximum height 150 pixels)

Examples (also see the HERS Handbook)

Wrong:

Right:

Step 8: Preview the application

by hovering your mouse pointer over or

clicking the Application Document reference

Step 9: Edit Application Details and/or

Order a Card

You may change details of the application by clicking the Edit icon.

This opens the Application Document details

form.

If the employee has NOT been issued with a

card previously you may order a new card now

by selecting from the Card Ordering drop-down

list; if the employee HAS been issued with a

card previously – you may order a replacement

or expiring renewal card

(see Chapter 4 How to Order a New Card)

Step 8 Hover the mouse pointer over or click the Card Application name to preview the application

Step 9 To edit the application details and/or Order a Card, Click the Edit icon



Troubleshooting

Problem: Blank dialogue box when Uploading or Saving

Causes: The system is waiting for files to be uploaded, the

photo is too large (typically it should be 50kb or less) or too

much time has elapsed since Browsing for the file.

Solution: Reduce size of photo using a photo editor and/or try

uploading the application again


2 Editing the Application Document details form

Chapter 3 Editing the Application Document details form

When you first upload an Application

Document you are required to complete some

basic details about the applicant – such as

Name, Date of Birth etc.

If you wish to edit application details after you

have uploaded the Application document:

1. Select the Application reference

2. Click the Edit icon

This opens the Application Document details

form


3

To complete the Application Document details form:

Application Detail Action

Content Type

Leave “Application Document” selected

Name This is the name of the Application Document type (eg: HERS_Application_Trainee.doc) you may leave this unchanged or add the initial and surname of the employee to the end of the filename

Forename Type the First Name of the employee Surname Type the Last Name of the employee

Applicant Gender Select the Gender of the employee

Date of Birth Select the applicant’s Date of Birth from the Calendar

National Insurance Number

Type the employee’s correct National Insurance Number (capital letters, no spaces)

Organisation Name Type the Organisation Name if different from the organisation name on the e-portfolio site

Occupation Select the Occupation type for this employee from the drop-down list

Application Photo Browse to a passport sized photo of the employee located on your computer or network

Card Type Select the required type of card from the drop-down list

Card Ordering Select the Card Ordering action you require You cannot cancel or change card orders after this application has been Saved (Once the ECS-HERS card has actually been issued by the JIB / HEA, then it is possible to re-select the card ordering action – e.g. to replace lost cards or to renew expiring cards).


4 Chapter 4 How to Order a Card

Chapter 4 How to Order a Card

When you complete the Application Document details form you select from 6 Card Ordering

Options:

Clicking Save triggers the following action:

Option Action on Save

Do not issue a new card Do nothing other than save

Issue a new card – First Application

Use this option if this is the first card the employee has ever had.

The card application is automatically submitted and cannot be cancelled. Your Organisation will be charged. (Once the ECS-HERS card has actually been issued by the JIB / HEA, then it is possible to re-select the card ordering action – e.g. to replace lost cards or to renew expiring cards).

Issue a new card – Expiring Card Renewal

Use one of these options if the employee has EVER had a card before (even with another

employer), as appropriate The card application is automatically submitted and cannot be cancelled. Your Organisation will be charged. (Once the ECS-HERS card has actually been issued by the JIB / HEA, then it is possible to re-select the card ordering action – e.g. to replace lost cards or to renew expiring cards).

Issue a new card – Replace lost or missing

Issue a new card – Change of Occupation

Issue a new card – Change of Organisation


5 Chapter 5 How to Check an Individual Application’s Progress/Status

Chapter 5 How to Check an Individual Application’s Progress/Status

When you Save the Application Document details form with “Issue a new Card” selected from

Card Ordering options, a new card is automatically ordered and the order status is updated on

the application details view.

When the card is issued, the Card Number and Expiry date will appear in the status display

highlighted above.

If the card number and expiry date are not updated, the card has not been issued.

A status indicator is displayed against the application as follows:

Indicator Status

OK

Application in progress

Problem requires attention

Expired

Please allow 14 days for applications to be processed.

If you find that the card has not been issued after 14 days please call the HEA Office on 01903

705140 who will check to see if there is a problem with your application.


6 Chapter 6 How to check Pending Card Applications for an individual Contracting Office or an Entire Organisation

Chapter 6 How to check Pending Card Applications for an individual

Contracting Office or an Entire Organisation

You may check the pending applications for your contracting office or (if you have permission) for

your entire organisation by running the Card Applications Report as follows:

Step 1: Click Site Actions

Step 2: Select Renew Applications Report from the drop-down menu

Card Applications which are awaiting processing appear on the Card Applications Report:

Please allow 14 days for cards to be processed. If you find that the application remains on the

Card Applications Report after 14 days please call the HEA Office on 01903 705140 who will

check to see if there is a problem with your application.


7 Chapter 7 View Card Applications made on the previous HEA Online System

Chapter 7 View Card Applications made on the previous HEA Online

System

Navigate to http://www.highwayelectrical.org.uk/hea1 and sign in with your HEA Username and

Password.

Follow the links to View previous applications and certificates

http://www.highwayelectrical.org.uk/hea1