Online CDC service HowTo guide for certifying organisations
Disclaimer While every reasonable effort has been made to ensure that this document is correct at the time of printing, the State of NSW, its agents and employees, disclaim any and all liability to any person in respect of anything or the consequences of anything done or omitted to be done in reliance or upon the whole or any part of this document. Copyright notice In keeping with the NSW Government s commitment to encourage the availability of information, you are welcome to reproduce the material that appears in Online CDC service: HowTo guide for certifying organisations for personal, in-house or non-commercial use without formal permission or charge. All other rights are reserved. If you wish to reproduce, alter, store or transmit material appearing in the Online CDC service: HowTo guide for certifying organisations for any other purpose, a request for formal permission should be directed to Executive Director, eplanning, PO BOX 39, Sydney NSW 2001. Version history Version 1 issued 4 June 2018 Version 2 issued 18 October 2018 Version 3 issued 23 November 2018 Online CDC service HowTo guide for certifying organisations v3 2
Contents HowTo register for a Planning Portal account 4 HowTo register for a Planning Portal account 5 How to reset your password 7 HowTo allocate staff to your organisation 9 HowTo navigate the administration dashboard 10 HowTo activate staff members 11 How To deactivate staff members 12 User roles 14 HowTo use the eplanning dashboard 15 Key functionality of the eplanning dashboard 16 HowTo find a specific application 17 HowTo review a complying development application received through the Planning Portal 18 Next steps 22 HowTo request additional information 23 HowTo request additional information 24 HowTo review the revised or additional documents 25 HowTo input a determination 26 Next steps 30 HowTo re-assign an application 31 Customer support 34 Customer service support 35 Online CDC service HowTo guide for certifying organisations v3 3
HowTo register for a Planning Portal account Online CDC service HowTo guide for certifying organisations v3 4
HowTo register for a Planning Portal account To view applications submitted via the online lodgement for complying development application service, you will need a Planning Portal account. This HowTo guide outlines each step of the registration process. Step 1: Go to https://www.planningportal.nsw.gov.au/onlinecdc. Step 2: Click the Create account hyperlink to commence the registration process. Online CDC service HowTo guide for certifying organisations v3 5
Step 3: Enter your work email address. Note: This will be your username and system generated notifications may be sent to this account. Step 4: Input your password. Note the following password requirements: They must be at least eight characters long They must have a maximum of 16 characters Passwords can t contain parts of the email address that exceeds two consecutive characters They must contain three of the following: o Uppercase letters (A through Z) o Lowercase letters (a through z) o Numbers (0 through 9) o The following non-alphabetic characters: ~! @ # $ % ^ & * ( ) _ + - = { } [ ] \ : ; < >?,. / Step 5: Input your contact details, including your first given name, family name and a contact number (mobile is preferred). Step 6: Verify the recaptcha by ticking the I m not a robot checkbox. You will need to correctly complete a question such as Select all images with traffic lights to proceed. Step 7: Agree to the Terms and Conditions by selecting the tick box. Review the privacy notice and then select the Create account button. Step 8: You will be sent a system generated email to your registered email account to verify your account. Once you receive this email, click on the link to verify your account. This must be done within 24 hours or the link will expire and you will need to re-register. Note: Your Planning Portal account will not be created until you have successfully verified your registration. Next steps Once you have registered your work email address, your organisation s administrator will need to activate your account so you are able to see applications submitted to your organisation. For more information, see section 2 of this guide. Online CDC service HowTo guide for certifying organisations v3 6
How to reset your password If you need to reset your Planning Portal account password, please use the instructions below. Step 1: Go to https://www.planningportal.nsw.gov.au/onlinecdc. Step 2: Click Forgot password? Step 3: Input the email address you registered with the Planning Portal and click submit. Online CDC service HowTo guide for certifying organisations v3 7
Step 4: A system generated email will be sent to the registered email address. Click on the reset password link within this email. Step 5: You will be prompted to input a new password. Note the following password requirements: They must be at least eight characters long They must have a maximum of 16 characters Passwords can t contain parts of the email address that exceeds two consecutive characters They must contain three of the following: o Uppercase letters (A through Z) o Lowercase letters (a through z) o Numbers (0 through 9) o The following non-alphabetic characters: ~! @ # $ % ^ & * ( ) _ + - = { } [ ] \ : ; < >?,. / Step 6: Click the Submit button to reset your password. You will be returned to the log in screen, where you will need to enter your email address and new password to access the Online CDC service. Online CDC service HowTo guide for certifying organisations v3 8
HowTo allocate staff to your organisation Online CDC service HowTo guide for certifying organisations v3 9
HowTo navigate the administration dashboard To view the administration dashboard, go to https://www.planningportal.nsw.gov.au/onlinecdc and enter the organisation s administration username and password. The administration dashboard will be visible upon successful log on. You will be able to see the date of last login, as well as the Add or Modify Roles link which is used to activate or de-activate staff members. Online CDC service HowTo guide for certifying organisations v3 10
HowTo activate staff members Step 1: Log on Go to https://www.planningportal.nsw.gov.au/onlinecdc and enter the organisation s administration username and password. The administration dashboard will be visible upon successful log on. Step 2: Add a staff member to the organisation Click on Add or Modify Roles and input the work email address of a registered staff member into the User ID field. Click Fetch User Details. Step 3: Assign user role to staff The user profile related to this contact will be displayed. Online CDC service HowTo guide for certifying organisations v3 11
Select a user role for this staff member from the drop-down list, either Certification officer (council certifier) or User (council officer). Note: You are also able to amend the phone number provided at registration if needed. Press Update once the information has been input. How To deactivate staff members If you need to de-activate a staff member, that is remove their access to the organisations account, please follow the steps below. Step 1: Log on Go to https://www.planningportal.nsw.gov.au/onlinecdc and enter the organisation s administration username and password. Online CDC service HowTo guide for certifying organisations v3 12
The administration dashboard will be visible upon successful log on. Step 2: Add a staff member to the organisation Click on Add or Modify Roles and input the work email address of a registered staff member into the User ID field. Click Fetch User Details. Step 3: De-activate the user The user profile related to this contact will be displayed. To de-activate the user, press the Delete button. Note: They will still have a NSW Planning Portal account but will be unable to view anything related to your organisation. Online CDC service HowTo guide for certifying organisations v3 13
User roles The user roles and the functions that they can perform are documented below: Function Role Able to assign registered staff to organisation Able to de-activate staff from organisation Can view applications and documentation Can assign / re-assign applications Can request additional information Can action the aceept / decline application for assessment Can input determination information Can view private certiriers determinations within LGA Council administrator (Admin) Council certifier (Certification officer) Council officer (User) Table 1: User roles for councils Online CDC service HowTo guide for certifying organisations v3 14
HowTo use the eplanning dashboard Online CDC service HowTo guide for certifying organisations v3 15
Key functionality of the eplanning dashboard Depending on the role you have been assigned, you will have a different dashboard view. For most certifying organisation staff, the dashboard will be similar to that below. Number Functionality Description 1 Dashboard Views 2 Basic Reporting There are a number of different dashboard views available for selection: Active work = applications that have been assigned to you to action and are open Completed work = applications within your local government area that have been completed. This includes applications that have been withdrawn, determined or declined. Advanced search = advanced search fields that can be used to navigate to a particular online concurrence and referral case (not related to online CDC) Recents = recent applications that you have viewed This section displays some high-level reports for applications based on their status or application type. This cannot be exported. 3 Dashboard The five dashboard column headings help to identify the status of an application and other key information such as the system generated reference number and the application address. You can filter the applications using the funnel beside the relevant attribute. 4 User This displays the name of the user that has logged onto the system. 5 Unassigned tasks By selecting the application type, you can view any unassigned tasks. By opening an unassigned application, it will be automatically assigned to you. 6 Assigned tasks You can view all other staff within your organisation that have applications assigned to them. If they are away from work, you are able to re-assign the application to yourself by clicking on their name. Online CDC service HowTo guide for certifying organisations v3 16
HowTo find a specific application Upon log in, you will automatically be redirected to the Active work dashboard view. This will display all your active applications. To find the relevant application, you can use either the column filter or search functions. Column filters Click the filter icon beside each column heading to sort by Reference Number, Site Address, Status or Application type. You can only filter by one column at a time but you may check multiple options within each filter. Once all options have been selected, click Apply. The information contained within the dashboard will will change to show only those with the specific filter applied. Search Click the filter icon beside each column heading to sort by Reference Number, Site Address, Status or Application type. Once selected, input the desired keyword into the search text field and hit Apply. The information contained within the dashboard will change to show only those related to the keyword. If there are no search results, please select Clear Filter to reset the dashboard view and try a different keyword. Online CDC service HowTo guide for certifying organisations v3 17
HowTo review a complying development application received through the Planning Portal Online CDC service HowTo guide for certifying organisations v3 18
Once an applicant submits an application for consideration, the nominated certifying organisation reviews the application and associated documents. They are also able to request additional information from the applicant through this system. This HowTo guide outlines the steps involved. Step 1: Log in You will need to be logged into your Planning Portal account to review an application that has been assigned to your organisation. To log on, go to https://www.planningportal.nsw.gov.au/onlinecdc. Step 2: Locate the new application Your organisation will receive a system generated email to advise of a new complying development application submitted to your organisation. You are also able to find new applications that have not been assigned to a member of staff through the dashboard under Unassigned Tasks. Click on the Complying Development Certificate (CDC) text under Unassigned tasks. The dashboard view will change to show all unassigned applications. New applications will have a status of Submitted. Online CDC service HowTo guide for certifying organisations v3 19
Step 3: Review the application and associated documents To view the application and associated documents: 1. Click on the associated reference number to open the application and view the information provided. The application details will open in the window. 2. You are able to review the application and the associated documents by clicking on the tabs under the Pre-assessment review box. You will find a PDF version of the application under the Requirements and uploads tab. 3. To view a document, click on the file name. Review the document to ensure it is fit-for-purpose. If you require revised or additional documents, follow the step 4, otherwise go to step 5. Step 4: Request additional information If you require additional or revised information, 1. Select the Ask for additional information from applicant button. 2. Select the checkbox beside the relevant document type/s and provide a comment to assist the applicant to action the request. Online CDC service HowTo guide for certifying organisations v3 20
3. Provide any additional comments required. This could include requests to complete any payment for the service. 4. Once you have input all the relevant information, select Submit. The applicant will be sent a system generated email to advise them that there is a request for additional information. When the applicant provides this additional information, you will receive an email to notify you that it is awaiting your review. If the documents are still not fit-for-purpose, you are able to send a further request. Note: The application status will state Additional information requested and you will be unable to progress the application until the applicant provides the information requested. Step 5: Discuss your fee quotation and terms and conditions Outside of the Online CDC service, discuss your fee quotation and terms and conditions. Once these have been agreed to, proceed to the next step. Online CDC service HowTo guide for certifying organisations v3 21
Step 6: Accept or decline the application for assessment Once you have the required documentation to start your assessment process, and associated fees have been paid, download all the associated documents to your local system for assessment and records. To progress the application, it will need to be assigned to a member of staff that has been allocated a council certifier or certification officer role. They will need to complete the remaining steps. To accept an application for assessment: 1. Select the Accept application for assessment button. 2. Select Submit. To decline an application for assessment: 1. Select the Decline application for assessment button. 2. Input a reason for the application being declined for assessment. This text will be sent to the applicant. 3. Select Submit. You may like to contact the applicant outside of the Online CDC service to advise why the application is being declined. If you will need this information at a later date, please save this locally. Next steps Once you have completed the steps above, and if the application has been accepted for assessment, the application will be officially lodged and assessment can commence. Online CDC service HowTo guide for certifying organisations v3 22
HowTo request additional information Online CDC service HowTo guide for certifying organisations v3 23
HowTo request additional information When reviewing the application during the pre-assessment review, you may require additional or revised information. To request this through the system follow the steps below. Step 1: When the application is open, select the Ask for additional information from applicant button. Step 2: Select the checkbox beside the relevant document type/s and provide a comment to assist the applicant to action the request. Step 3: Provide any additional comments required. This could include requests to complete any payment for the service. Step 4: Once you have input all the relevant information, select Submit. The applicant will be sent a system generated email to advise them that there is a request for additional information. When the applicant provides this additional information, you will receive an email to notify you that it is awaiting your review. If the documents are still not fit-for-purpose, you are able to send a further request. Note: The application status will state Additional information requested and you will be unable to progress the application until the applicant provides the information requested. Online CDC service HowTo guide for certifying organisations v3 24
HowTo review the revised or additional documents A system generated email will be sent when an applicant provides the requested additional information, and the status on the dashboard will change to Submitted. To view the response from the applicant: Step 1: Log on and open the relevant application. This should be in your Active work folder. Step 2: Navigate to the Additional details tab. You will see your original request alongside the response from the applicant. Step 3: Review documents and/or response for completeness. If you require additional information: 1. Click on the actions button in the top right-hand corner of the screen and select Pre-assessment review from the list of options. 2. Select the Ask for additional information from applicant option and complete an additional information request. If you do not require additional information: 1. Click on the actions button in the top right-hand corner of the screen and select Pre-assessment review from the list of options. 2. Select either Accept application for assessment or Decline application for assessment to complete this stage of the process. Online CDC service HowTo guide for certifying organisations v3 25
HowTo input a determination Online CDC service HowTo guide for certifying organisations v3 26
Following the assessment of the application, the nominated certifier updates the Online CDC service with the determination and associated documents. This HowTo guide outlines the steps involved. Step 1: Log in You will need to be logged into the Online CDC service to enter the determination for an application that has been assigned to you. The service can be accessed at https://www.planningportal.nsw.gov.au/onlinecdc. Step 2: Locate the relevant application Once you have located the relevant application, it will have a status of Under Assessment, click on the associated reference number. If the relevant application is not visible, you are able to refine the display by clicking on the filters at the top of the dashboard. Step 3: Request any additional information required You have an additional opportunity to request additional information. If you require additional information to complete your assessment, select Yes and follow the steps within the HowTo request additional information section of this guide. If you do not require additional information select No. Step 4: Provide development specifications 1. Input the development site information. 2. Input the class of development. Online CDC service HowTo guide for certifying organisations v3 27
3. Input the proposed development information 4. Input the development specifications. 5. Press Submit once all information is complete. Note: You will be unable to amend this information, so please ensure that it is correct prior to preceeding. If you need to verify information, press Save and Exit. Step 5: Input the determination 1. Enter the Environmental Planning Instrument that the proposal is being considered under. Online CDC service HowTo guide for certifying organisations v3 28
2. Complete the mandatory declarations. 3. Input the determination and the details of the certifier that issued the determination. 4. Upload the determination, either the refusal notification or complying development certificate, by selecting Upload determination. 5. Press Submit. Online CDC service HowTo guide for certifying organisations v3 29
Step 6: Upload approved documents Within 48 hours of inputting the determination, you are required to upload the associated approved documents. To do this, 1. Upload the approved documents relating to this application. 2. Press Submit once all documents have been attached. Note: You are unable to amend or add additional documents to the application at a later stage. Please ensure that all the documentation has been saved locally prior to completing this step. Next steps The applicant will receive an email to advise that their application has been determined. They will be able to log into the Online CDC service to view their determination and the associated documents. You will be able to view the application, the related documents and the determination in the Completed work view of the dashboard. Online CDC service HowTo guide for certifying organisations v3 30
HowTo re-assign an application Online CDC service HowTo guide for certifying organisations v3 31
You may need to re-assign an application to yourself or another colleague. To do this: Step 1: Log in You will need to be logged into your Planning Portal account to view an application that has been assigned to your organisation. To log on, go to https://www.planningportal.nsw.gov.au/onlinecdc. Step 2: Locate the relevant application From the dashboard view, click on the name of the member of staff that is currently assigned that application. This is located under the Assigned Tasks heading. You will then see all applications currently assigned to this staff member. Click on the reference number for the application you wish to re-assign. Step 3: Re-assign the application Once the application is open, click on the Actions button in the top right-hand corner of the screen and select Re-assign. You will be asked to provide the name of the person you wish to re-assign the application to. You will need to select a name from the pre-populated drop-down list and then press Submit. Note: For a staff member to appear in this drop-down list, they must have a Planning Portal registration and be assigned to the organisation. Online CDC service HowTo guide for certifying organisations v3 32
Alternatively, if you have been assigned a council certifier or certification officer role, then you can select the Assign button at the top of the page to automatically assign the application to yourself. When you select this button you will need to confirm that the application should be assigned to you by checking the checkbox and pressing Submit. The application will now be visible on your dashboard. Online CDC service HowTo guide for certifying organisations v3 33
Customer support Online CDC service HowTo guide for certifying organisations v3 34
Customer service support If you require additional assistance, please: view the help items within the Online CDC service; view the HowTo guide for applicants - https://www.planningportal.nsw.gov.au/help/how-to-guides ; view the Frequently Asked Questions and Planning Portal Help located in the Help and Support section of the Planning Portal - https://www.planningportal.nsw.gov.au/help/frequently-asked-questions ; and / or contact ServiceNSW on 1300 305 695. Online CDC service HowTo guide for certifying organisations v3 35