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eGrain Passport User Guide Registration and Administration

1. eGrain PASSPORT Register your company Please note fields marked with a are mandatory If you require any assistance during registration please call xxxx xxx xxx we will be happy to help Companies House Company Registered 1234 The number issued by Companies House No Company Name Sample The name registered with Companies House Trading Name The name your company trades under if different from above Address 1 Chester Road The address registered with Companies House Town City Chester County Postcode CH1 4UN Company Roles Agent A company that trades in commodities produced by others i e merchant or distributor Recipient A company that receives grain i e processor or off farm store Sender A company that sends grain i e grower or off farm store Transporter A company that transports grain i e haulier or merchant processor with their own transport November 2014 eGrain PASSPORT p ILOT 2 2 Authorising a company Your company details will be reviewed by the system administrator who will check your registered number if applicable address and assurance details using inbuilt web checks Once they have correctly identified your company your main contact will receive an email containing a link to enable them to log in to the eGrain Passport system they will be asked to complete a number of administrative tasks Should there be a discrepancy the system administr
2. this will open the Create Collection Location page that contains all locations stored on Red Tractor or TASCC database Select a Confirm against the relevant location this will save the location in the eGrain passport system and close the page b Cancel will close the page without saving any details Please follow the steps below I Select Create New Delivery Location on the list page see image this will open the Create Location page Enter the details and select Address Check the Postcode Anywhere box will appear listing addresses that fit the criteria please select the relevant one and press Select Important if the correct address does not appear select Cancel the system will still allow you to create the location Select a Create this will save the location and close the page b Cancel will close the page without saving the details L9 Location Details Name Status Reset All Create New Collection Location Name Address Postcode Lucey Farms Fulshaw Farm Wilmslow SK9 1RL Create Collection Location Please find below a list of your company locations registered with your assurance body that have not been created on the eGrain Passport system to add please select Confirm if the Name Address or Postcode is unknown or incorrect please contact your certifying body and ask them to amend Location Name Address Knaresborough House Location Details Name Status
3. Amend Transporter eGrain Load ID 276 Load Status Planned Remove Transporter Name Reynolds Transporter Assurance Check Agent Contract ID With Transporter Page 47 November 2014 eGrain PASSPORT 5 1 7 Amend Product Please follow the steps below Sien 1 Open the Load list page and find the Load you want 7 a z 7 eGrain Load ID eGrain Passport ID 2 Click Amend Product a Amend Advanced Search 3 f S e e ct Create New Total 1 10 records page a Save will save the details then send the relevant alert to the A ae EO nee PCa SIR Recipient amp Sender to advise oo Reynolds Transporter Lucey Sender Wheat Cocoon 04 09 2014 Planned Passport b Save amp Close will save the details and close the page then send esp the relevant alert to the Recipient amp Sender to advise ai c Cancel will close the page without saving any details Amend Product eGrain Load ID 276 Load Status Planned Requested Crop Wheat 7 Requested Variety Cocoon a Requested Harvest Please Select Year if applicable Requested Weight 88 Weight UOM Tonne Page 48 November 2014 eGrain BSO PILOT 5 1 7 Amend Planned Collection Details Transporter Please follow the steps below 2 Open Loads 1 Open the load list page and find the load you want Date From Date To Status EN Reset amp Planned Ze Click Amend Collection Details eGrain Load ID eGrain Passport ID a Amend Adv
4. Name Please Select 8 Select a Create will save the Load and close the page then send an alert Recipient Details to the Agent to advise a new Load has been assigned to them nii pea nec ecipient Contract ecipient Load ID oO The Load will appear on the Load list page with a New status IS SR 7 7 Delivery Location Fulshaw Hall Suite 7 wilmslow Y b Cancel will close the page without saving any details Planned Delivery amp Planned Delivery Time From To Date Page 39 November 2014 5 1 3 Assign Sender Please follow the steps below NB if you are completing this during the Create Load stage please skip to point 3 Prr a b Cs 1 Select a Open the load list page and find the load you want Click Edit Load Complete the Agent Load ID Select Add Sender within the Sender Details section Complete the following mandatory fields Name Collection Location when chosen an Assurance Check button will appear see image 1 below Select and the system will perform an assurance check then display the results in a table see image 2 below Choose the correct entry and press select i Assured the button will turn green ii Unassured the system will display a prompt to advise then turn the button red see image NB If the assurance status of the location has been checked the same day the button will automatically display the correct result Planned Collection
5. Senders Recipients and Transporters create business relationships with Agents they are found on the Administration page select Administration on the menu addresses bar Agents accept the business relationship created by the other parties ae Manage the notifications that your company users will receive from the system Business Relationships Company Name Status When selected the system will open the business relationship list page see as a image this page allows you to create new business relationships and edit N reate New otal 10 records page v existing ones Company Name Date Created Status Actions Paton Agents 15 07 2014 10 38 09 Pending Edit Agent 15 07 2014 10 38 29 Pending Edit Phillips Agents 05 08 2014 14 20 29 Active Edit Important information Business relationships have been split into two categories 1 Agents this category displays all companies whose primary role is trades in commodities produced by others 2 Others who on occasion act as an agent this category displays companies whose main role is a Sender Transporter or Recipient but on occasion do act as an agent for example a Sender may use an agent to sell their product however on occasion they sell direct to the recipient Page 14 Create Business Relationships Please select your Agent s below Registered Name Address Your 1D for this company Your name for this company Marta Company Zielona Gora Agent Agent Town M
6. Connect with the businesses you work with to enable interaction on the Administration on the menu bar P Locations Manage your company s location details e g collection and delivery addresses gt Alerts Manage the notifications that your company users will receive from the system Product Mapping List Crop Type Record Status When selected the system will open the product mapping list page see Reset please select image gt this page allows you to create new mappings and edit existing Total 249 la 2 3 gt Last Go to page 10 records page O n e S Crop Type Variety Your System Code Active Actions Barley Armada 224546 Barley Belgravia No E Page 29 November 2014 Recipient J integrated parties only 2 10 1 Create Product Mapping Please follow the steps below 1 Open mapping list page see below 2 Enter Your System Code 3 Change Active status to Yes 4 Select Save Product Mapping List Crop Type Record Status Reset Please Select T All Total 249 en 213 gt Last Go to page Crop Type Variety Your System Code Active Barley Armada Yes Y Barley Belgravia No Barley Bogart No 7 2 10 2 Manage product mapping _ Recipient _ Integrated parties only Product mapping entries can be amended at any time simply open the product mapping list page adjust the relevant fields and save the changes If the mapping is no longer applicable you can disable it by editing it
7. eGrain Passport User Guide Registration and Administration Page 1 November 2014 Table of Contents 1 A TON ao o o yq mu ee er ere eee ee 5 E na ee ae 5 CBE CON S eee mer ene E ee CCR en ee ee ee eee ee ee ee ee ee cee ee ee eee ae 6 ME AIM AS SOME A a Poo II e E OO T E EEE E A 6 o e N 7 Lo HOWto WIG UNS SUIS cidad 8 ls A E E EE E nue noeeneee cman nse eencaemcenign bes natnesatemestancones seentenonbescceasaseoecetoveccenmeeecaae basanites 9 SMER OY FRCS UO g eE O UE A on ven E caus 10 ZUNE CANA gene ee ne eee Oe ae Te ae ee ee eee ree er 11 ZS Creaton Ol Company Ads apoco 11 ZA PSUS ioe artes nn PE o a A E rensddtsauisencctenaedendarcaun 12 A E AAA o e no 5 e E e E us E 12 A A A 13 AS o T Ue Poo PE o 14 AA Sn eo O O yy ne eon eee et een ee eer nee rer 15 2 5 2 Managing Business Relationships secontarorot area Ron eo cerati 16 2 5 3 Agents Acceptine Rejectme Business Relations PSone iise 16 o o Pr EE cece cence snes E anata cu EE E A E EE E 18 25 Crane Coleco gm Eo ere ONE mia tds 19 ZO Zea ds DIVE LOCA U OAS sonata aristas E A E 19 26 05 Mana pine LOCA HON So toi 20 Page 2 November 2014 ZAC real UO rate CO CAO INS nee ip ibcsina 21 POS VV IT UO ATRAS ita 22 2 00 Creating SUD Storage Locations mind EE ER E EEEN 22 2 67 Managing SUD STOra ge ATEO inadaptados nitas 23 ZiT O A e e EEEE EE E E EE e o IEEE E 24 DTM AU B e E E o O o A 25 DoT Nn A q E EE E 25 Do WCCO POC EI EE o A E E EE ET
8. First one is mandatory the others are optional d Rejection Explanation mandatory for each Rejection Reason entered e New Contract ID 3 Select a Save will save the details then send an alert to the other companies to advise b Save amp Close will save the details and close the page then send an alert to the other companies to advise c Save amp Enter Quality Data will save the details and open the Quality Data page then send an alert to the other companies to advise d Cancel will close the page without saving any details Page 56 Open Loads Agent amp their Load ID Transporter amp their Load ID Sender s Requested Crop Variety Delivery Date amp Time Status Actions Paton Agents Reynolds Transporter Lucey Sender 109 Reynolds Transporter Reynolds Transporter Wheat Claire November 2014 Accept Under Different Contract eGrain Load ID 256 Recipient Details Recipient Load ID Passport s Details sender 4 Hame Lucey sender Passport Mumber s 236 Transporter Hame Reynolds Transporter Dates amp Times Planned Delivery 26 08 2014 Date Actual Delivery Date am weighbridge Ticket ID Rejection Information ejection Reso ejection resson ejection Reson Contract Information Original Contract ID Save Save A Close Save Enter Quality Data Cancel Load Status Collected Variety claire Assurance Status Assured View Passport A
9. Business Relationships Integrated Parties only ee Create Locations and re SA Create Locations Product Mapping Storage areas if applicable CIENIE ACRIS Integrated Parte l Create Users a egra W E ony Create Batches Product Mapping Create Trailers Create Users Create Users Create Users Page 9 November 2014 eGrain PASSPORT Pp ILOT 2 1 Company Registration All You will need the following information when registering your company e Main address e Company registration number if applicable e Assurance details o Scheme o Certifying body o Membership ID e Main contact details i e person who will perform administrative tasks o Name o Email address To register simply complete all fields on the online form http egrain adaptris net register see image To ensure we have enough information to authorise your company we have made several fields mandatory these fields are marked with an asterisk Additional Information Company Roles see image you must select at least one primary role and then indicate all other roles your company may perform if applicable Each role has a defined set of actions within the eGrain passport system so it is important you select the correct ones for example only Transporters will be able to complete the Vehicle Hygiene section of the passport Page 10 y MP Register your company x Y FJ Admin eGrain Passport x e Cc egrain adaptris net register
10. Date Save will save the Load then send an alert to the Sender to advise a new Load has been assigned to them Save amp Close will save the Load and close the page then send an alert to the Sender to advise a new Load has been assigned to them Cancel will close the page without saving any details Page 40 Cuihboard Leach Administration b eGrain PASTPOART Fagor Open Loads Date Fran Elsa To eran Liri MO k trino Searels Cree Pess Total 1 Curent Comple Recipient their Lord O Trammportar 6 their Log I E Senders Plies Bess pere ol Assurance status Outstanding Assurance Check A Assurance Check oO Failed Assured Repesin Varden Wheat Coca Assurance Check p Compacts Bb lher Geta ther dare HI et coe Company Philips Spaniz Company Rola Apart Delivery Date amp Time 04 05 2014 Pe We Load gt gt lt Cancel Load November 2014 Image 1 Sender Details Add Sender Remove Sender Name Lucey Sender T Contract ID With Sender Collection Location Lucey Farm Alderley Road Planned Collection Date Image 2 Assurance Check Results Company Scheme Name Lucey Sender Red Tractor Planned Collection From To O Time Certifying Body Membership ID Expiry Date NSF Certification 78912354 31 01 2015 Page 41 November 2014 5 1 4 Amend Sender Collection Details eGrain PASSPORT
11. Forgotten sign in details page Simply VORREN enter your registered email address and click Send you will receive an email Enter the e mail address associated with your account then click Send We ll email you a link to a page where containing a link to the page where you can set a new password PAI Please contact the system administrator on xxxx xxxx xxxx and they will be happy to assist Via phone Page 35 November 2014 eGrain PASSPORT Pp ILOT 4 Site Administration All Once logged in to the eGrain passport system users with the company administration role are taken to the System Administration homepage the options available will be dependent upon your company role s The Administration homepage can be used to manage All roles e Users create and manage users including their roles and access levels e Company Information view and manage company details e Business relationships connect with the businesses you work with to enable interaction on the eGrain passport system e Alerts manage the notifications that your company users will receive from the system Recipients e Locations manage your company s location details e g collection and delivery addresses Senders e Locations manage your company s location details e g collection and delivery addresses e Assurance Details manage company assurance details Transporters e Assurance Details manage company assurance details e Tractor
12. addresses Alerts Manage the notifications that your company users will receive from the system User Type Active Actions company_admin Yes Edit general_user Yes Edit November 2014 eGral PASSPORT 5 a 2 11 1 Creating Users Please follow the steps below All User Lists User Type Reset Please Select 1 Select Create New on the user list page see image this will open the Create User page see below 2 Enter details 3 Select a Create this will save the user send them the new user email and close the page b Cancel will close the page without saving any details Create User First Name Middle Name Surname Landline Mobile Fax Email Address User Type Function Preffered method of Email Address communication System ccess Web Portal Create Cancel Parent Company O Mobile App Create New First Name Surname Company Clare Phillip Phillips Recipient Steve Phillips Phillips Recipient company_admin T O Company Administrator C Recipient Phillips Recipient Page 32 Email Address egrainrecipient gmail com egrainreciplent 1 gmail com Is Active Please Select User Type company_admin general_user 10 records page Active Actions vas Edit November 2014 eGrain A PILOT 2 11 2 User secu rity All Your user account has been created inbox x Before logging in to the system all users wi
13. e T account Batches Method whereby a sender can assign a set of attributes such as variety and post harvest treatment details to a stated quantity of grain Integrated Parties Integration Companies that have chosen to interact with the eGrain Passport system by sending receiving data files rather than using the Web Portal Assurance Status Means whether or not a farm haulier or central store is assured Web Portal A web portal which allows users to interface with the eGrain Passport database via the specified browsers Top navigation bar Located in the top right hand corner of the screen it contains the User Details Help and Logout buttons Located below the eGrain passport logo on the top left hand corner of the screen Page 7 November 2014 1 5 How to use this guide This guide has been designed to follow the registration process see Registration Process on page 9 If you need additional assistance please contact the Support Desk on 02476 478729 General Information The top right hand corner contains links to your User details the Help page and the Logout button throughout this document this section will be referred to as the top navigation bar see image Below the eGrain passport logo in the top left hand corner of the screen is the menu bar this contains links to pages within the system the options are dependent upon your user and company role see image Each registered company will be a
14. enable interaction on the eGrain passport system Locations Manage your company s location details e g collection and delivery addresses gt Alerts Manage the notifications that your company users will receive from the system November 2014 Create Trailer Trailer Hame Default Registration Please Select 7 Number Default Driver Please Select id Is Active Yes id 2 9 2 Managing Trailers Transporter Trailers can be amended at any time simply edit the trailer adjust the relevant fields and save the changes If the trailer is no longer applicable you can disable it by editing it and changing its Is Active status to No the trailer will no longer appear when editing loads or passports Page 28 November 2014 eGrain ARCO A PILOT 2 10 Product Mapping CRecipient _ integrated parties only Admin Integrated parties must match their product codes with the ones on the eGrain passport system to ensure all loads sent via the integrated route Users Po Users Tractors i e XM L CSV etc are processed Create and manage users including their roles and access levels Create and manage your tractor details gt Trailers Create and manage your trailer details Companies View and manage your company details gt Product Mapping Product mapping can be found on the Administration page select Manage Products Mapping Business Relationships E
15. section is only relevant to integrated parties it allows them to map the Sender Recipient locations 4 Select a Accept will save changes change the status to active and close the page You can now interact with the company b Reject will not save changes change the status to Rejected and close the page You will not be able to interact with the company and vice versa c Close will not save changes the pending status will remain and the page will close You will not be able to interact with the company and vice versa Page 16 Business Relationships Company Name Create New Total 3 Company Name Paton Agents Agent Phillips Agents Business Relationships Company Name Total 5 Company Name Phillips Recipient Reynolds Transporter Lucey Sender Status All Date Created 15 07 2014 10 38 09 15 07 2014 10 38 29 05 08 2014 14 20 29 Status Pending Date Created 15 07 2014 10 38 09 15 07 2014 10 50 17 15 07 2014 10 59 18 Status Pending Pending Active Status Pending Pending Pending 10 records page Actions Edit Edit Edit 10 records page Actions Edit Edit Edit November 2014 eGrain PASS PORT Business Relationship Details eGrain Company ID 1131 Company Name Lucey Sender Your ID for this 8 company Your name for this Lucey Sender company 7 Do you want to share l your Quality Data with Yes
16. this company l i Company Locations Integrated Parties If you would like to map these locations please enter your IT systems ID for each location in the box provided and select Save or Save amp Close If you do not enter your ID s the system will try and map locations based on postcode and or the Vendors primary site Location Name Address Postcode Location Type System ID Actions Lucey Farms Fulshaw Farm Alderley Road Wilmslow SK9 1RL Collection Address Page 17 November 2014 eGrain AMC A PILOT 2 6 Locations _Recipient_ J Sender Admin To ensure loads are collected from and delivered to the correct locations Senders will need to create collection locations and recipients will need to create TEE eer delive ry locations seme manage users including their roles and access levels dis manage your tractor details gt Trailers Create and manage your trailer details Locations are found on the Administration page select Administration on the i Companies menu bar The option to create locations is driven by your company role View and manage your company detal gt Product Mapping Manage Products Mapping Business Relationships Connect with the businesses you work with to enable interaction on the When selected the system will open the locations list page this page allows you A to create new locations and edit existing ones PA addresses Alerts Manage the notifications that your compan
17. 0 November 2014 eGrain PASSPORT 2 6 4 Creating Storage Locations Sender Please follow the steps below Edit Location Details eGrain Company ID A Registered Name Lucey Sender Location Type Collection Address 1 Select Create New on the relevant Location page see image this will a ae open the Create Storage Area page see below l ai Town City 2 Enter storage name AO Sat Nav Postcode e 3 e S e e ct g Assurance Site Ref O00IL3890W 16LGROYINOA15TA a Create this will save the storage area and close the page AS b Cancel will close the page without saving any details Gea mR wane Is Active Yes 0 ES EX Storage Area s A Name Batch Name Crop Type Variety Sub Storage Active Actions Create Storage Area eGrain Company ID Registered Name Lucey Sender Location Name Lucey Farm Storage Area Name ls Active Yes T Create Cancel Page 21 November 2014 2 6 5 Managing Storage reas Sender Storage areas can be amended at any time simply edit the storage area page adjust the relevant fields and save the changes If you no longer use the storage area simply edit it and change its Is Active status to No the storage area will no longer appear when editing passport or batches 2 6 6 Creating Sub Storage Locations sender Please follow the steps below 1 Select Create New on the relevant Storage Area page see image this will open the Create Sub Storag
18. Date pa 3rd Load Date amp Recipient Details Page 69 November 2014 eGrain PASSPORT p ILOT 5 2 1 Transporter updating a passport on the mobile application Transporter Please follow the steps below 1 Login to the application a list of your assigned Loads appears see image 1 below 2 Select the Load this will open the Load overview page see images 2 and 3 below 3 Click View Edit Passport see image 3 below this will open the passport page see image 4 below Image 1 Load list Image 2 Load details Image 3 Load details cont Image 4 Passport page A En y i la Saving screenshot la Saving screenshot sa om eGrain aa IS eGrain eGrain A eGrain Support 0800 589 1231 or or dde Help Support 0800 589 1231 View Loads ZE gt er TS O XX y o tn E assport etails Sender Information X Load ID 398 Load 400 Details Load 400 Details rrom Passport ID 357 Collection T 30 09 2014 00 00 Lucey Sender Transporter yy Collection 30 09 2014 00 00 The Fernery Information From DN14 8EW 7 Dn Lucey Sender Lucey Sender Storage Area Recipient X Delivery 30 09 2014 The Fernery Information DN14 8EW apli A Storage Area ub Storage Area Sub Storage Area Load Status planned North Barn Sub Storage Area elivery Load ID 276 Sub Storage Area 30 09 2014 Passport ID 344 __ To 5 Delivery o o Collection 16 09 2014 00 00 30 09 2014 Phillip
19. E E e y o 25 Za MRC Ae les odo e e o E E e st O T O E EEEO 26 2102 WManac Ine Tractor aa dai ida 27 ZO A A E crecoonneeaanveeees 27 DM CEC ACS Maletas rios 27 FOZ WANA RINE VANS weseieceose took decencceserdanestecscece PAP e 28 LOPOM DOING usb oil eolica cien 29 Z 10 Create r OAU ENDON ees E E A o ee eee 30 202 Mam CEN oau MADENE aar aN E eer rte T E E E A E E 30 PP o o o EST A ETA AE E EEE O EE 31 ZE IE U O a E E tents oeneaudinea bonmenarenmnnaroneeeer 32 P A A A E E O o Um EE E 0 o a o O 33 3 He UY UU Mev eeu e O OE E o ES O PO E o y E o 34 og oo e ee e A 34 3 2 OS CURIS Vat DASS WO stat ba islas 35 A EANN A O a A o E 36 Page 3 November 2014 5 E e o e o E o Pe Oe A A 37 SL NENE CE O aia 39 A A a 40 BAP WiC sender Coleco Detalles loe lolo toto lacio E ibas 42 A 44 LOA mena TO oi ee eee er ene 46 Dede ey nn o a e A o O EE EE E E 48 Sl AMENA Planned ONS CHORE AUIS sara dni OE 49 Bi a a SV ONS a ccna ect ssw paren nn e E o E A 50 As aE EEEE O A EENE TEE E E EEEE NE S EEA EE EEA EEEE 51 o e E E A E E E T AA A ETA EE e Eto E OA 52 EECC e e o Po E E PE E A E E E N 53 Dg a FC IS AG set E E AE S E E e A 54 ANNE ea a Mo E A 56 A A A A 58 A o A 60 E AI A E E E E EE vance ttavanehcdemenetec cose 62 ERE A A ee ee eee ne eee eee ere 64 a A E N E E o 66 Mo ol a T 67 5 0 rans Ome upd ane a passperton BNC 100 Fall eenn E E dea neseaeeneuastanenoastnenesece 69 SAd Transporter Updating a Dass porn onthe mobile app CON
20. Ergot sclerotia Gluten strength Germination View Passport eGrain PASS PORT Data 278 Winter Wheat 2016 14 Variety Group 3 Hagberg Falling Number 2 Hardness SKCS ZON mycotoxin Endosperm texture Nitrogen Mycotoxin Ochra A Page 65 November 2014 5 2 Passports Passports are automatically created when Sender s are assigned to a Load Senders and Transporters are responsible for completing the passport each role has dedicated sections Senders are responsible for the following sections e Sender Details e Post Harvest Treatment e Fusarium Mycotoxins All Cereals e Collection Details If a Sender has created Batches see 2 7 Batches they can assign a batch to a passport When assigned the data populates automatically therefore reducing the duplication of data entry on successive passports Transporters are responsible for the following sections e Vehicle Details Information can be entered in advance of collection however the declaration will be completed on the day of collection via the mobile application Passports can be accessed via the load list page see image All parties can view the passport Page 66 Open Loads Current Completed Recipient amp their Load ID Transporter amp their Load ID Sender s Requested Crop Variety Delivery Date amp Time Status Actions Phillips Recipient 101 November 2014 eGrain PASSP
21. ORT Pp ILOT Edit Passport Details 5 2 1 Sender updating a passport Sender aia fe ess ES As mentioned above there are two ways for a Sender to update a passport erat at Assurance Details Sender Details Transporter Details i Scheme Name Red Tractor Scheme Name TASCC e Assign a batch see 2 7 Batches eee ee Membership Number IIa Membership Humber EAU e Manually update AA a toir Date amp Time Last 29 09 2014 16 38 46 Date amp Time Last Status Check Status Check 5 2 1 1 Assigning a Batch to a Passport Please follow the steps below a aa 3 Post Harvest Treatment Open the Load list page and find the Load you want raat 4 wyatt has Click Passport E ngan amannan ans maan intr tn Select Assign Batch see image a Assign a batch see image below ESP IETS REAR A risk assessment for DON wheat only wus carried oul and produved the following results insert figure 1 a A A S e e C t Myootoxin test s where applicable have been carried out producing the following result e Deaxyntva Test ynivalanol DON It applicable ade Test kabis ada tet a Save will save the details wean eta ne pn tt b Save amp Close will save the details and close the page Dd c Cancel will close the page without saving any details ue o nen Important Information declarations are completed on the mobile application Vehicle Details Recipient Details Batch List Batch Na
22. PILOT Please follow the steps below Open Loads 1 Open the Load list page and find the Load you want eee 2 Click Amend Sender Collection Details En e a Amend Sender men i Select Remove Sender OS ii Select Add Sender follow instructions above 5 1 3 Add iS b Remove Sender Abs Anar LE Ton i Select Remove Sender a ES c Add Sender EE i Select Add Sender follow instructions above 5 1 3 Add Sender d Amend Collection Location i Select correct location and perform assurance check follow instructions above 5 1 3 Add Sender 4 b e Amend Planned Collection Details i Select date if required ii Enter Planned Collection Time if required 3 Select a Save will save the details then send relevant alerts to the Sender s to advise b Save amp Close will save the details and close the page then send relevant alerts to the Sender s to advise c Cancel will close the page without saving any details Page 42 LE November 2014 eGrain PASS PORT Amend Sender Collection Details eGrain Load ID 276 Load Status Part Planned Add Sender Remove Sender Name Lucey Sender Assurance Check Y Contract ID With Sender Collection Location R A Backhouse Farms Ltd The F Planned Collection 16 09 2014 Planned Collection From 9 To jej Date Time Page 43 November 2014 5 1 5 Assign Transporter Please fo
23. Reset All Create New Delivery Location Name Address Postcode Fulshaw Hall Suite 7 Sk9 1R Create Location Please note fields marked with a are mandatory If you require any assistance during registration please call 300 20 100 eGrain Company ID 1 Registered Name Phillips Recipient Location Type Delivery Address Location Name Address Town City County Postcode Sat Nav Postcode th GPS Reference Your System Code Location Type Collection Address High Street KNARESBOROUGH North Yorkshire Location Type Delivery Address Address check A we will be happy to help Status Active Postcode Status Active 10 records page Actions Edit 10 records page Actions Edit November 2014 eGrain PASSPORT PILOT Postcode Anywhere Results Address Town City County Postoode Lucey Farms Wilmelor Cheshire SKS IRL Alderley Road 2 6 3 Managing Locations Recipient_ __Sender__ Locations can be amended at any time simply edit the locations adjust the relevant fields and save the changes If you no longer use a location simply edit it and change its Is Active status to No the location will no longer appear as a valid location when creating editing loads passport or batches Important during the pilot phase collection location address details cannot be edited as stated above All changes must be forwarded to the relevant certification body Page 2
24. S1T Company Manchester Please select other companies that on occasion act as agents below Ho records were found November 2014 eGrain PASSPORT POLL OT 2 5 1 Creating a Business Relationship Recipient Sender Transporter Please follow the steps below 1 Select Create New on the list page see image this will open the Create Business Relationships page below 2 Select the company s you wish to interact with once selected the Your Business Relationships ID for this company and Your name for this company will become editable these fields are mandatory for integrated parties Recipients on will also see the field Do you want to share your quality data with this Create New Total 3 E 10 records page company Company Name Date Created Status Actions 3 Se ect Paton Agents 15 07 2014 10 38 09 Pending Edit a Create will save changes and close the page then send an email pees ET eas to the other company s asking them to accept the new A 05 08 2014 14 20 29 ae relationship b Cancel will close the page without saving any details Create Business Relationships Please select your Agent s below Registered Name Address Your ID for this company if applicable Your name for this company if applicable Do you want to share your Quality Data with this company j Marta T Division Zielona Gora Yes T MS T Company Manchester Please select other companies that on occasion a
25. Search you to create new loads and edit existing ones gt Current Completed Rejected Agent their Load ID Transporter amp their Load 1D Phillips Agents 123 Paton Agents Reynolds Transportes 102 Passports Grain passports are used to document key information that assists with traceability and assurance status The new electronic version comprises the same information held on the current paper passport see image plus additional fields such as the unique passport number The electronic passport contains the assurance details of the relevant companies eliminating the need for assurance stickers The eGrain passport system will automatically create a passport when a Sender is assigned to a Load The system will populate the sender name address and assurance information only upon creation Page 37 Number Of Current Loads New Part Planned Y Planned Y Collected Y Delivered Y Date To eGrain Passport 1D Sender s Choose Change Company amp User Details O Help ae Logout User clare phillips f4f com Company Phillips Recipient Company Role Recipient n 2 Go to page Delivery Date amp Time Status Actions 17 09 2014 Deliverer a Beten Orea Mona Teclareten De be comateted by grees ey A ee es ee ae am he ee me a m ma os November 2014 eGrain A PILOT 5 1 Loads Basic Load flow in the pilot phase On
26. able interaction on the eGrain passport system Locations Manage your company s location details e g collection and delivery addresses gt Alerts Manage the notifications that your company users will receive from the system November 2014 When selected the system will open the tractor list page see image this page allows you to create new batches and edit existing ones 2 8 1 Create Tractor Please follow the steps below 2 Enter details 3 Select a Create this will save the batch and close the page b Cancel will close the page without saving any details Create Tractor Registration Number Default Driver Default Trailer ls Active Please Select Please Select Yes 1 Select Create New on the tractor list page see image this will open the Create Tractor page see below Page 26 Tractor Registration Number search EN Reset Create New Registration Number MJ79 NKG FH67 SDF Status Default Driver Mike Hall Paul Transporter Default Trailer TASCCO1 TASCCO1 Status Actions Active Edit Active Edit November 2014 eGrain ARCO A PILOT Tractors can be amended at any time simply edit the tractor adjust the relevant fields and save the changes If the tractor is no longer applicable you can disable it by editing it and changing its Is Active status to No the tractor will no longer appear when editing l
27. alert to the other companies e la to advise b Save amp Close will save the details and close the page cancel the Load and associated Passport if applicable then send an alert to the other companies to advise c Cancel will close the page without saving any details Cancel Load eGrain Load ID 276 Load Status Planned Please provide an explanation for cancellation Page 53 November 2014 5 1 10 Accept Load eGrain ARCO A PILOT Important You can only accept a load with a status equal to Collected Please follow the steps below 1 Open the Load list page and find the Load you want 2 Click Accept Load Complete the following mandatory fields a b 3 Select a Delivery Date Gross Weight Save will save the details then send an alert to the other companies to advise Save amp Close will save the details and close the page then send an alert to the other companies to advise Save Enter Quality Data will save the details and open the Quality Data page then send an alert to the other companies to advise Cancel will close the page without saving any details Page 54 Open Loads Create New Total 3 Current Completed Agent amp their Load ID Paton Agents 109 Paton Agents 7654321 Paton Agents 23423 Date From Date To eGrain Load ID Advanced Search Rejected Transporter amp their Load ID Sender s Reynolds Transporter Lucey Sender Reyn
28. anced Search 3 Select Total 2 10 records page v a Save will save the details then send the relevant alert to the Current Completed ot h e r C O m p a n i e S t O a d vi S e Agent amp their Load ID Recipient their Load ID Sender s Requested Crop Variety Delivery Date Time Status Actions b Save amp Close wi save th e d eta Is a n d c ose t h e page th e n se n d o Agents irna Recipient Lucey Sender Wheat Cocoon 04 09 2014 Planned View Load the relevant alert to the other companies to advise ind A ee Sees ji E Assign Load to Driver Vehicle c Cancel will close the page without saving any details Amend Collection Details eGrain Load ID 276 Load Status Planned Name Lucey Sender Requested Weight Collection Location R A Backhouse Farms Ltd The Fernery DN14 8EW Planned Collection 16 09 2014 Planned Collection From To Date Time Page 49 November 2014 5 1 7 Assign Load to Driver Vehicle eGrain PASSPORT Please follow the steps below 1 Open the Load list page and find the Load you want Click Assign Load to Driver Vehicle 3 Complete the following mandatory field a Driver All other fields are optional 4 Select a b C Save will save the details Save amp Close will save the details and close the page Cancel will close the page without saving any details Assign Load to Driver Vehicle eGrain Load ID Name Driver Tractor 276 Rey
29. and changing its Is Active status to No the system will no longer look at this mapping when importing integrated loads Page 30 10 records page T Actions November 2014 2 11 Users All Similar to companies all users are assigned a role s and each role has a defined set of permissions the roles that can be assigned will be dependent upon the company roles please see section 1 3 How to use this guide for explanation of company roles Users can be found on the Administration page select Administration on the menu bar When selected the system will open the user list page see image this page allows you to create new users and edit existing ones Page 31 Admin Users Users Create and manag gt s and access levels User Lists User Reset Please Select Create New Total 2 First Name Surname Company Clare Phillip Phillips Recipient Steve Phillips Phillips Recipient Email Address egrainrecipient gmail com egrainreciplent 1 gmail com Companies Is Active gt Tractors Create and manage your tractor details gt Trailers Create and manage your trailer details Companies View and manage your company details gt Product Mapping Manage Products Mapping gt Business Relationships Connect with the businesses you work with to enable interaction on the eGrain passport system Locations Manage your company s location details e g collection and delivery
30. ator will call your main contact to discuss 2 3 Creation of Company Administrator When a company is authorised the system will automatically create the Company Administrator using the details of the main contact identified during registration This person will receive an email containing a link to set their password and three memorable questions image Once set and agreement confirmed they are able to log in to the system http egrain adaptris net login en Page 11 Authorise Company Registration Is your company Yes No registered with Companies House Name Price Farm Trading Name Address Oxford Road Town City County Postcode UBS1HR uddress check A Landline 161 Fax Number Company Role Primary Other Please check the roles allocated are correct by researching the company if any are eGrain Passport Security Please enter a password below Password Repeat Password Please select three memorable questions and provide answers below the system administrator will ask you for the answers if you contact them for assistance in the future Memorable Questions Question 1 Please Select v Answer 1 Question 2 Please Select v Answer 2 Question 3 Please Select v Answer 3 agree to the eGrain Passport Terms and Conditions of Use Save amp Close Should you require any assistance please contact the system administrator on xxxx and they will be happy to assist Novemb
31. ct as agents below No records were found Business Relationship tips Companies are registered with their official name however many trade under another name To facilitate this the system allows you to enter the alternative name in the Your name for this company field Once entered the system will display the alternative name for all your users Page 15 November 2014 2 5 2 Managing Business Relationships All Business relationships can be amended at any time simply edit the business relationship adjust the relevant fields and save the changes If you no longer interact with a company you can disable the relationship by editing it and changing its status to Inactive the company will no longer be able to interact with you and vice versa 2 5 3 Agents Accepting Rejecting Business Relationships MIT Please follow the steps below 1 Filter the business relationship list page by Status Pending see image 2 Select Edit on the relevant business relationship see image this will open the Edit Business Relationships page below 3 Enter the relevant details the fields Your ID for this company and Your name for this company are mandatory for integrated parties If a Sender has created the relationship the field Do you want to share your quality Data with this company will appear The Company Locations section appears when a Sender or Recipient has created a relationship this
32. e Area page see below 2 Enter sub storage name 3 Select a Create this will save the storage area and close the page b Cancel will close the page without saving any details Create Sub Storage Area eGrain Company ID Registered Name Lucey Sender Storage Area Name Barn 1 Sub Storage Name ls Active Yes Create Cancel Page 22 Edit Storage Area Details eGrain Company ID Registered Name Lucey Sender Location Name Lucey Farm Storage Area Name Sub Storage Area s Bin 1D Batch Name Crop Type Variety Active Actions November 2014 eGrain PASSPORT gt LOT 2 6 7 Managing Sub Storage Areas Sender __ Sub storage areas can be amended at any time simply edit the sub storage area page adjust the relevant fields and save the changes If you no longer use the sub storage area simply edit it and change its Is Active status to No the sub storage area will no longer appear when editing passport or batches Page 23 November 2014 eGrain ARCO A PILOT 2 7 Batches User egrainsender gmail com Company Lucey Sender Company Role Sender Batches allow you to record and manage passport information for a particular batch of grain in advance of a collection You will be able to assign this information to multiple passports at a later stage Companies Companies ate and manage users including their roles and access levels View and manage
33. e ia ss View Loa Amend Collection Details Amend Driver Vehicle Paton Agents Phillips Recipient A Goddard amp Son Wheat Alchemy 11 09 2014 Planne 345435 1423 Amend Driver Vehicle eGrain Load 1D 276 Load Status Planned Name Reynolds Transporter Transporter Load ID Driver Mike Hall Tractor MJ79 NKG r Trailer TASCCO1 a Page 51 November 2014 eGrain PASS PORT 5 1 8 View Load Please follow the steps below 1 Open the Load list page and find the Load you want 2 Click View Load a Amend 3 Select a Close will close the page Page 52 Open Loads Date From eGrain Load ID Advanced Search Create New Total 1 Current Completed Recipient amp their Load ID Transporter amp their Load ID Phillips Recipient Reynolds Transporter 101 10 records page Delivery Date Time Status Actions View Load Cancel Load Amend Sender Collection Details Amend Transporter Amend Product November 2014 eGrain PASSPORT Pp ILOT 5 1 9 Cancel Load Recipient _ Please follow the steps below eee eee 1 Open the Load list page ten bate To sons 2 Click Cancel Load eGrain Load 0 eGrain Passport 0 Complete the following mandatory field ae a Please provide an explanation for cancellation aa 3 Select Current completed a Save will save the details cancel the Load and associated Passport if applicable then send an
34. em administrator on xxxx and they will be happy to assist Page 33 November 2014 e rain PASS PO 3 Logging In All Please sign in To log in to the system open a web browser and go to S http egrain adaptris net login en Email Address Complete the login details i e your registered email address and password then click Sign In 7 By logging in you agree to the eGrain ed 1 Forgotten Logi N details All Passport Terms and Conditions of Use Forgotten Email Address please contact your company administrator if they are Y Cli not available please call support Forgotten Your Password Click Here Forgotten Password please refer to section 3 2 resetting your password below IMPORTANT NOTICE This is a pilot site and only accessible by pilot participants Non pilot participants please Click Here Page 34 November 2014 e rain PASS PO Please sign in 3 2 Resetting your password All Email Address Password By logging in you agree to the eGrain If you experience difficulty logging on due to a password problem there is a link on Tie ype a the login page to assist i e Forgotten Your Password Click here see image Forgotten Your Password Click Here IMPORTANT NOTICE This is a pilot site and only accessible by pilot participants Non pilot participants please Click Here O Forgotten sign in details When selected the system will open the
35. er 2014 eGrain ARCO A PILOT 2 4 Alerts All eas Admi Alerts are notifications that your company users will receive from the system dl once an action has been performed during the pilot phase all alerts will be in Users Companies Users Tractors e m a l fo rm at Create and manage users including their roles and access levels Create and manage your tractor details Trailers Create and manage your trailer details gt Companies View and manage your company details Alerts are found on the Administration page select Administration on the menu deep Manage Products Mapping b a r Business Relationships Connect with the businesses you work with to enable interaction on the eGrain passport system Locations Manage your company s location details e g collection and delivery addresses Alerts Manage the notifications that your company users will receive from the system 2 4 1 Creating an alert All Please follow the steps below 1 Change required from No to Yes 2 Choose the user role 3 Enter contact details enter individual email addresses separate entries with a i e clare phillips f4f com or neil paton f4f com 4 Select a Save amp Close bottom of the page will save changes and close the page b Cancel will close the page without saving any details Assurance Alerts ae Sender A Ss Preferred Method of E E Contact Details separate entries using a Required Commu
36. g the pilot phase we will be investigating and enhancing the system to handle the following scenarios e Redirect Load e Return Load to Sender e String Trades Page 38 November 2014 eGrain ARCO A PILOT 5 1 1 Recipients creating a load Recipient Goch eae Please follow the steps below nest eGrain Load ID eGrain Passport ID All Y 5 Open the Load list page 6 Click create new Advanced Search e e Create New 2 gt Go to page 10 records page 7 Complete the following mandatory fields a Current Completed Rejected o P ro d u ct D et a l S Agent amp their Load ID Transporter amp their Load ID Sender s Requested Crop Variety Delivery Date amp Time Status Actions O R e q ue st e d C ro p a Agents Wheat Cocoon 04 09 2014 New O R e q u e st e d V a ri ety dre Agents Reynolds Transporter Lucey Sender Wheat Group 3 17 09 2014 Delivered O R e q u e st e d W e g h t gt Agents Lucey Sender Wheat Celebration 04 09 2014 Part Planned e Agent Details Create New Load o Name eGrain Load 1D Load Status New o Recipient Details Product Details O Re C p e nt O a d l D Requested Crop Please Select y Requested Variety Please Select Crop Type First Q Requested Harvest Please Select v i 1 Year if applicable O D e Ive ry Lo C a t O n Requested Weight Weight UOM Please Select v o Planned Delivery Date Expand All Collapse All All other fields are optional Agent Details
37. he page then send Paton agents Reynolds Transporter Lucey Sender Wheat ws wow 16 08 2014 Reported an alert to the other companies to advise paton Agents Reyes Transporter Lacey Sender wheat spt 1 07 20 6 z ew ty o c Cancel will close the page without saving any details Page 62 November 2014 if eGrain PASSPORT Amend Quality Data coran Load ED Product Details i i SN Exam Harasa Wear applicable Quality Data E i f j i Page 63 November 2014 5 1 13 View Quality Data Please follow the steps below 4 Open the Load list page and find the Load you want 5 Click View Quality Data 6 Select a Back will close the page Open Loads Date From tet o eGrain Load ID Advanced Search Create New Total 28 Current Completed Rejected Agent amp their Load ID Transporter their Load ID Paton Agents Reynolds Transporter t8 Paton Agents Reynolds Transporter 4567 1234 Page 64 Date To eGrain Passport ID Sender s Lucey Sender Lucey Sender Status Reported m 243 Lia Go to page 10 records page v Requested Crop Variety Wheat KWS Willow Wheat Spelt Delivery Date amp Time Status Actions want View Load 16 07 2 View Quality Data Amend Quality Data November 2014 View Quality eGrain Load ID Product Details Harvest Year if applicable Combined Admixture DOM mycotoxin
38. l will close the page without saving any details Batches can be amended at any time simply edit the batch adjust the relevant fields and save the changes If the batch is no longer applicable you can disable it by editing it and changing its Is Active status to No the batch will no longer appear when assigning batches to passports 2 7 2 Managing Batches If you enter your tractors details on the system you can easily assign them to passports You can also assign a tractor to a driver then as each load is assigned to a driver the passport will pre populate with the default tractor details 2 8 Tractors Tractors are found on the Administration page select Administration on the menu bar Page 25 Batch List Crop Type Status a Batch Name rop Type Variety Location Storage Area Sub Storage Area Quantity Actions Test Batch Wheat AC Barrie R A Backhouse Farms Ltd Test storage area Test sub storage area 1000 Edit Test batch 1 Wheat Cassius R A Backhouse Farms Ltd Test storage area Test sub storage area 500 Edit Admin Users ompanies Users Tractors Create and manage users including their roles and access levels gt Create and manage your tractor details gt Trailers Create and manage your trailer details gt Companies View and manage your company details gt Product Mapping Manage Products Mapping gt Business Relationships Connect with the businesses you work with to en
39. ll have to set their passwords three A ree TTS AM nen ooo e memorable questions user to verify account when contacting support and agree o to the eGrain Passport terms and conditions of use this is done by clicking on the Your user account has been crested Please find link below to set new password link within the new user email sent upon creation of account see image All P P se Kind regards 2 11 2 1 Setting password memorable questions and agreeing to the terms and conditions of use bee ie our eGrain Passport Team Please follow the steps below 1 Click on link within new user email see image this will open the eGrain Passport Security page see below 2 Enter details 3 Select c Save amp Close this will save the details close the security page and open the Login page d Cancel will close the page without saving any details eGrain PASSPORT PILOT eGrain Passport Security Please enter a password below Password Repeat Password Please select three memorable questions and provide answers below the system administrator will ask you for the answers if you contact them for assistance in the future Memorable Questions Question 1 Please Select v Answer 1 Question 2 Please Select v Answer 2 Question 3 Please Select v Answer 3 agree to the eGrain Passport Terms and Conditions of Use Save amp Close Should you require any assistance please contact the syst
40. llow the steps below NB if you are completing this during the Create Load stage please skip to point 3 Open the Load list page and find the Load you want Click Edit Load Select Add Transporter within the Transporter Details section Complete the following mandatory fields a Select Name when chosen an Assurance Check button will appear see image 1 below select and the system will perform an assurance check then display the results in a table see image 2 below choose the correct entry and press select i Assured the button will turn green ii Unassured the system will display a prompt to advise then turn the button red see image NB if the assurance status of the location has been checked the same day the button will automatically display the correct result Save will save the Load then send an alert to the Transporter to advise a new Load has been assigned to them Save amp Close will save the Load and close the page then send an alert to the Transporter to advise a new Load has been assigned to them Cancel will close the page without saving any details Page 44 iz eGrain Wher dare philips com LAR E Company Philips dente PASSPORT i d aF y Fan r i A Y 4 Company Role gant i Choo Change Compare ib her Geta Open Loads Cale Fran Das To Sis tun Search eel Perv dara Load MO a rin anpor edad ar Creaa Mey Total 1 10 rese
41. ly Recipients can create Loads During the pilot phase it s anticipated all Loads will be created by the Recipient The Recipient Recipient creates Load and assigns Agent will assign the Agent who will then assign the Sender and Transporter see image New Status The basic flow chart see image identifies key stages that all Loads o Agent assigns Sender an will achieve Transporter Planned status lf only one party i e the Sender or Transporter has been assigned the Load will have a status of e Create Load e Assign Sender Sender Transporter Part Planned e Assign Transporter e Assign Driver Vehicle A A ie e Passport completion include declarations either assigning a batch or inputting the data Assigns a Driver Vehicle Collected status e Accept Load Planned status Planned status e Reject Load e Enter Quality Data Driver collects Load declarations completed on mobile application and delivers Load Other possible scenarios are listed below e Amend Sender e Amend Transporter e Amend Product e Amend planned collection details e Cancel Load e Accept Load under a different contract Recipient accepts Load Recipient rejects Load e Amend Quality Data Delivered status Rejected status e View Load e View Passport Recipient accepts or rejects load and inputs quality e View Quality Data Data Reported status Durin
42. me Crop Type Variety Location Details Storage Area Sub Storage Area Winter Wheat Wheat Arrarat Lucey Farm North Barn Wheat Wheat Battalion Lucey Farm North Barn Assign Cancel Page 67 November 2014 eGral Edit Passport Details 5 2 1 2 Updating a Passport _ Sender Please follow the steps below Passport ID 354 Sender Assurance Status Assured Transporter Assurance Status Assured Expand All Collapse All 1 Open the Load list page and find the Load you want Assurance Details Click Passport Sender Details Transporter Details Scheme Name Red Tractor Scheme Name TASCC 3 Complete the following mandatory fields and any others that are Certifying Body NSF Certification Certifying Body pal a p p j ca b e Membership Number 30984 Membership Number EA026 Membership Expiry 31 01 2015 Membership Expiry 31 03 2015 a Actual Crop defaults to crop on the load Date amp Time Last 29 09 2014 16 38 46 Date amp Time Last 29 09 2014 16 37 39 b Actual Variety defaults to variety on the load Status Check Status Check c Post Harvest Treatment Date and Product if applicable d Wheat Only a risk assessment score for DON T E 4 Select cea Batch Name v Sender Details Actual Variety Ashby Q a Save will save the details Actual Crop Wheat b Save amp Close will save the details and close the page z v Post Harvest Treatment c Cancel will close the page without saving any details Pos
43. n carried out to establish this and no warranty is given by the this declaration confirm in compliance with regulations EC 1829 2003 and EC 1830 2003 the crop covered by this declaration is NOT subject to the labelling requirements specified in the above mentioned regulations and necessary steps have been taken to preserve the conventional i e non GM status of the crop 5 2 3 Updating the Load Status to Collected Once both declarations have been confirmed the application will amend the Load status to Collected Image 19 PIN confirmation 2 F dl 11 52 Confirm PIN for user egrainsender 1 gmail com Please enter a valid PIN OK Cancel 74 November 2014 eGrain PASS PORT 6 Contact Information For support issues relating to the eGrain Passport system email Derek Carless HGCA using derek carless hgca ahdb org uk or telephone 07817 257471 Page 75 November 2014
44. n t e r d a t a Paton Agents Reynolds Transporter Lucey Sender Wheat Group 3 17 09 2014 Delivered 3 Select gt gt lt 0 a Save will save the details then send an alert to the other companies to advise b Save amp Close will save the details and close the page then send an alert to the other companies to advise Agent amp their Load ID Transporter their Load ID Sender s Requested Crop Variety Delivery Date amp Time Status Actions Page 60 November 2014 eGrain SO OS re a Enter Quality Data eGrain Load ID 278 Load Status Delivered crop Winter Wheat Variety Group 3 Requested Weight 25 0 Weight UOMA Tonne Specific Weight keh Hagberg Falling Hi l can Combined admixture a A gt comino O k weoi a Retention Add Other Test 1058 Cancel View Passport Page 61 November 2014 eGral PASSPORT gt A 1 5 1 14 Amend Quality Data Please follow the steps below Open Loads 1 Open the Load list page 2 Click Amend Quality Data EN reported A d eGrain Load ID eGrain Passport ID a Amen 3 Select Advanced Search a Save will save the details then send an alert to the other Create New Tota 28 E gt cotopage 10 records page companies to advise ee nice Agent amp their Load ID Transporter amp their Load 1D Sender s Requested Crop Variety Delivery Date amp Time Status Actions b Save amp Close will save the details and close t
45. n the Sender Information page see image 12 below The Sender page is split into five sections If the mandatory information within a section has been entered the button will turn green The first four sections must have the mandatory fields completed before the Sender Declaration can be confirmed Image 13 Sender Details eGrain Support 0800 589 1231 589 1231 a mor 4 Passport 385 Details Name Image 14 PHT eGrain Support 0800 589 1231 589 1231 Passport 385 Post Harvest Treatment Image 12 Sender page 1 16 30 eGrain a 0 Support 0800 589 1231 Passport 385 Details Post Harvest Treatment Lucey Sender Batch ID Batch ID Assign Batch Harvest Year A No post harvest treatment has Save 2014 Crop Type WB Winter Barley v Variety Log Out a Log Out a Log Out a Page 73 Image 15 Mycotoxins la Saving screenshot eGrain Support 0800 589 1231 589 1231 E acing JS Passport 385 Fusarium Mycotoxins A risk assessment for DON wheat only was carried out and produced the following result insert figure R esult Deoxynivalenol DON if applicable Zearalenone ZON if applicable If more than one test has been carried out please record all results Risk assessment details can be found at www hgca com or www assuredcrops co uk Help Passport 358 Details Sender Information X Transporter x Information Recipient Inf
46. nication E pe comma eGrain PASSPORT P ILOT 2 4 2 Managing Alerts All Alerts can be amended at any time simply open the alerts page and adjust the relevant setting s Alerts Tip Alerts are an excellent way to keep track of your loads however it important to note that an alert is sent for each action performed for example if you enter 20 loads onto the system and all 20 loads are immediately assigned users set up to receive Load Assigned alerts will receive 20 emails and can quickly become disinterested So when creating alerts it s important to review who is interested in the alert and how this will benefit them remember they can always log in to the system and view loads etc Page 13 November 2014 eGrain PASSPORT p ILOT 2 5 Business Relationships All Admin In order to interact with businesses you work with a current business paid arias Create and manage users including their roles and access levels Create and manage your tractor details relationship must exist this relationships allows you to control who can see your company details gt Trailers Create and manage your trailer details gt Companies View and manage your company details gt Product Mapping Manage Products Mapping gt Business Relationships Connect with the businesses you work with to enable interaction on the eGrain passport system gt Locations Manage your company s location details e g collection and delivery
47. nolds Transporter Please Select 7 Please Select This action is required in order for the Load to appear on the relevant mobile device Open Loads con Total 2 Current Completed Agent amp their Load ID Phillips Agents 123 Paton Agents 345435 Load Status Transporter Load ID Trailer Page 50 Date From ER eGrain Load ID Advanced Search Recipient amp their Load ID Phillips Recipient 101 Phillips Recipient 1423 Planned Please Select Date To eGrain Passport ID Sender s Lucey Sender A Goddard amp Son Status 4 Planned Requested Crop Variety Wheat Cocoon Wheat Alchemy 10 records page Delivery Date amp Time Status Actions 04 09 2014 Planned Actions View Load 11 09 2014 Plai Amend Collection Details Assign Load to Driver Vehicle November 2014 eGrain PASSPORT a 5 1 7 Amend Driver Vehicle Please follow the steps below Open Loads 1 Open the Load list page Ege m z 2 Click Amend Driver Vehicle eGrain Load ID eGrain Passport 1D a Amend Advanced Search 3 Select o i E Total 2 10 records page y a Save will save the details O b Save amp Close will save the details and close the page Agent amp their Load ID Recipient amp their Load ID Sender s Requested Crop Variety Delivery Date amp Time Status Actions c Cancel will close the page without saving any details ordii ei o m
48. oads or passports 2 8 2 Managing Tractors 2 9 Trailers ETA If you enter your trailer details on the system you can easily assign them to passports You can also assign a trailer to a driver then as each load is assigned to a driver the passport will pre populate with the default trailer details Trailers are found on the Administration page select Administration on the menu bar When selected the system will open the trailer list page see image this page allows you to create new trailers and edit existing ones 2 9 1 Create Trailer Transporter Please follow the steps below 1 Select Create New on the trailer list page see image this will open the Create Trailer page see below 2 Enter details 3 Select a Create this will save the batch and close the page b Cancel will close the page without saving any details Page 27 Admin Users Users Create and manage users including their roles and access levels Trailer Trailer Name Status Reset All Create New Name Registration Number TASCCO1 MJ79 NKG TASCC 002 FH67 SDF Companies gt Default Driver Mike Hall Carter Phillips Tractors Create and manage your tractor details Trailers Create and manage your trailer details gt Companies View and manage your company details Product Mapping Manage Products Mapping Business Relationships Connect with the businesses you work with to
49. olds Transportes Lucey Sender Reynolds Transporter Lucey Sender eGrain Passport ID Requested Crop Variety Wheat Claire Barley Accrue Wheat Crusoe Delivery Date amp Time Status Actions 26 08 2014 14 00 Collected View Load Accoptload ept Load Reject Load 18 08 2014 04 09 2014 10 06 Collected Accept Under Different Contract November 2014 Accept Load eGrain Load ID Recipient Details Recipient Load ID Passport s Details Sender 1 Name Passport Number s Transporter Name Dates amp Times Planned Delivery Date Actual Delivery Date Weighbridge Ticket 1D Gross Weight 286 Lucey Sender 236 Reynolds Transporter 26 08 2014 EJ Save amp Close Save amp Enter Quality Data Cancel Load Status Variety Assurance Status Assurance Status Planned Delivery Time Actual Delivery Time Weight UOM Page 55 Collected Claire Assured Assured From 14 00 To 15 30 le Please Select View Load View Passport November 2014 5 1 11 Accept Load Under a Different Contract Recipient Important You can only accept a Load with a status equal to Collected Please follow the steps below 1 Open the Load list page and find the Load you want 2 Click Accept Load Under Different Contract Complete the following mandatory fields a Delivery Date b Gross Weight c Rejection Reason
50. ormation x eGrain Support 0800 589 1231 589 1231 Load 424 Details Address Lucey Sender The Fernery DN14 8EW Storage Area Storage Area Sub Storage Area Sub Storage Area Change Collection Address Log Out mua November 2014 Please follow the steps below 3 Sender declaration select the relevant sections and press Confirm eGrain PASSPORT p ILOT Declaration Once selected you ll be asked to confirm your PIN enter and press OK the system will then display the following reminder Image 17 Sender Declaration nn 7 dim 13 47 eGrain Support 0800 589 1231 vo o E Passport 241 Details Declaration confirm the grain movement information provided is correct confirm the Post Harvest Treatment information provided is correct confirm the Mycotoxins information provided above is correct have visually inspected this vehicle prior to loading and believe it to be ina fit condition to carry grain or other combinable crops to enter into the food or feed chain No est have been carried out to establish this and no warranty is given by the this declaration Image 18 Sender Declaration cont la Saving screenshot Support 0800 589 1231 vo 0 ES provided above IS correc have visually inspected this vehicle prior to loading and believe it to be ina fit condition to carry grain or other combinable crops to enter into the food or feed chain No est have bee
51. ovember 2014 y eGrain PASSPORT Reject Load eGrain Load ID 256 Load Status Collected Passport s Details sender i Hame Lucey sender Variety Claire Passport Mumber s 236 Assurance Status Assured View Passport Transporter Hame Reynolds Transporter Assurance Status Assured Recipient Details Mame Phillips Recipient Recipient Contract ID Recipient Load ID Planned Delivery 26 06 2014 Planned Delivery Time From 1400 Diate To 15 30 Dates amp Times Planned Delivery 26 08 2014 Planned Delivery Time From 14 00 Date To 15 30 Weighbridge Ticket ID cross weight gt gt gt weight wow Rejection Information pejecton Reason Rejection Explanation please select Rejection Reas Y ejection Reason rejection Explanation please select Rejection meas Y Rejection Reason Please Select Rejection Explanation Please Select Rejection Reas Y r Save amp Close Save amp Enter Quality Data ances Page 59 November 2014 eGrain PASSPORT PILOT 5 1 13 Enter Quality Data Recipient Important If you choose not to enter quality data at the time of accepting Open Loads accepting under a different contract or rejecting the Load you can do it later by oe sn e selecting from the Delivered list Reset _ e a Please follow the steps below A 1 Open the Load list page and find the load you want A recorde pago Current Completed Rejected 2 Click Enter Quality Data a E
52. r vacuum used 30 09 2014 Product November 2014 eGrain PASSPORT Pp ILOT Please follow the steps below 5 Transporter Declaration select the relevant sections and press Confirm Declaration Once selected you ll be asked to confirm your PIN enter and press OK the system will then display the following reminder Image 8 Transporter declaration eGrain PAS E f T Support 0800 589 1231 Passport 358 Transporter Declaration Select All C confirm the Vehicle Hygiene information provided is correct have visually inspected this vehicle prior to loading and believe it to be in a fit condition to carry grain or other combinable crops to enter into the food or feed chain No tests have been carried out to establish this and no warranty is given by this declaration Confirm Declaration Eoc neleli Image 9 PIN confirmation r f W FRELS Confirm PIN for user egraintransporter 1 gmail com Please enter a valid PIN OK Cancel Image 10 Prompt Information Please ensure the Senders information is complete before leaving the collection location Page 72 November 2014 eGrain PASSPORT PILOT 5 2 2 Sender updating a passport on the mobile application Please follow the steps below 1 The transporter will hand you their device with the Passport page open see image 2 Select Sender Information this will ope
53. rch i page Denet Torge Recipient 6 their Loos i Trarapartar their Load I Senders Reqaested Crop Varleny Delbery Date E Tine Status cdo Philip Rect piar Wheat Gc 04 05 2014 Ha mE Assurance status Assurance Check A Assurance Check Outstanding Failed Assured Assurance Check Y November 2014 Image 1 Transporter Details Remove Transporter Name Reynolds Transporter 7 Assurance Check Agent Contract ID With Transporter Image 2 Assurance Check Results Company Membership ID Expiry Date Reynolds Transporters EP125723 31 03 2015 Page 45 November 2014 eGrain A PILOT 5 1 6 Amend Transporter Please follow the steps below Open Loads 1 Open the Load list page and find the Load you want _ e cy 2 Click Amend Transporter a Remove Transporter Pa i Select Remove Transporter le BOGE rams One A TRE i Select Add Transporter follow instructions above 5 1 5 ap Recent Reynolds Transporter Lucey Sender Wea cocoon caren panned Add Transporter ala c Amend Contract ID With Transporter i Amend 3 Select a Save will save the details then send relevant alerts to the Transporter s to advise b Save amp Close will save the details and close the page then send relevant alerts to the Transporter s to advise c Cancel will close the page without saving any details Page 46 November 2014 we eGrain VA PASSPORT
54. rs only need to input passport information relating to the batch once but can then assign the information to multiple passports at a later stage 1 3 eGrain passport lifecycle The eGrain Passport system works on the premise of starting with a requirement for grain from a recipient or end user The passport then relies on each party in the chain completing their respective parts before the next party can complete theirs Once a recipient has logged their requirement with their agent the agent then assigns a sender and a transporter Once those two parties have completed their information at point of collection the load moves to Page 6 November 2014 eGrain PASSPORT P IL O T a collected status and all parties in the chain can see the passport information When the load arrives at its destination and is tipped it will move to an accepted status Weight and quality data may be added by the recipient to be passed down the chain The pilot aims to test this functionality For detailed flow diagram of this process please refer to section 5 1 1 4 Definitions and abbreviations Term Agent Recipient Sender transport or self hauling grower the eGrain passport system Notifications that your company users will receive from the system in the pilot phase all notifications will be sent via email User with administration rights over their company s eGrain Passport account This includes the ability to create other users
55. s create and manage your tractor details e Trailers create and manage your trailer details Page 36 Admin Users Users Create and manage users including their roles and access levels Companies Tractors Create and manage your tractor details Trailers Create and manage your trailer details gt Companies View and manage your company details gt Product Mapping Manage Products Mapping Business Relationships Connect with the businesses you work with to enable interaction on the eGrain passport system Locations Manage your company s location details e g collection and delivery addresses Alerts Manage the notifications that your company users will receive from the system November 2014 eGrain PASSPORT Pp ILOT 5 Loads amp Passports Loads A Load is a movement of grain comprising a collection from a source company i e Sender and delivery to a destination company i e Recipient A Load will normally have a single passport associated with it but the eGrain passport system does allow for the possibility of multiple passports on a load to cope with the scenario of mixed loads Loads Administration To access Loads select the option on the menu bar see image or alternatively by selecting one of the figures on the dashboard see image Open Loads Reset i e When selected the system will open the load list page see image this page allows gt Advanced
56. s Recipient From Lucey Sender To Delivery 04 09 2014 Phillins Recinient Tn Philline Rariniant To Phillips Recipient Page 70 November 2014 P Please follow the steps below eGrain PASSPORT LOT 4 Select Transporter Information This will open the Transporter Information page see image 5 below The transporter page is split into three sections If the mandatory information within a section has been entered the button will turn green The Vehicle Information and Previous Loads sections must have the mandatory fields completed before the Transporter Declaration can be confirmed Image 4 Passport page le Saving screenshot eGrain Support 0800 589 1231 Passport 358 Details Sender Information X Transporter x Information Recipient Information x Log Out Image 5 Transporter page EE k MI G eGrain Support 0800 589 1231 x a hal Passport 358 Details Transporter Xx Declaration Optional Extra Public Weighbridge Ticket Image 6 Vehicle Information lw Saving screenshot eGrain Support 0800 589 1231 gt Sender ys K Transporter A xX Recipient Passport 358 Vehicle Details Vehicle Registration Number MJ79 NKG v Trailer Number TASCCO1 Page 71 Image 7 Previous Loads EE h MI A n 9H eGrain Support 0800 589 1231 A ous hal Passport 358 Previous Loads 30 09 2014 Product grain Cleaning Method Brush o
57. s in place to control access to the passport and load information on the database As such people will only be able to access the passports they are involved with and data that they have permission to view A key feature of the eGrain passport database is that it links with assurance records to offer real time assurance checking For the pilot the database links with the Red Tractor database to offer farm assurance checks and the TASCC database for off farm stores and haulier assurance checks It is recognised in any potential national rollout the eGrain passport system would need to link with the other relevant assurance bodies including GTAS and SQC The central eGrain passport database used during the pilot can be accessed in a number of ways e Directly online via an eGrain passport portal e Directly via system integration e Directly via an eGrain passport Smartphone application for use by hauliers e Indirectly via a dedicated eGrain passport Support Desk ring 02476 478729 or email egrainpassport adaptris com Additional functionality offered by the eGrain passport system is for growers to upload passport information in advance of a collection This can either be done on an individual passport basis or by batch A system feature known as batches allows senders e g growers and off farm stores to record and manage passport information for a particular batch or heap of grain with the same characteristics Using this feature sende
58. satinado cba 70 5 2 2 Send r updating a passport onthe Mobles APP CON sneen E E EEE O a 73 Page 4 November 2014 eGrain PASSPORT PILOT 5 2 3 Updating the Load Status to Collected A O nO a E OPE OnE ne ee Ca 75 1 Introduction The eGrain passport pilot is a HGCA funded project looking at the feasibility of moving the current paper based grain passport online The pilot project is the result of discussions by the Cereals Liaison Group which highlighted the need for the UK cereals industry to be able to meet future data requirements to improve two way flow of information and strengthen assurance schemes The pilot is a proof of concept and aims to gain first hand experience of the practicalities of operating an electronic grain passport eGrain passport system including costs of participation risks and benefits It follows a detailed feasibility study which was undertaken by HGCA on behalf of the industry which included consultation with all parts of the supply chain During the pilot the eGrain passport system will be tested in the milling wheat and malting barley supply chains Muntons Gleadell and Openfield have agreed to become pilot participants for the malting barley supply chain while Heygates Glencore and Fengrain will be the pilot participants for the milling wheat supply chain Evaluation undertaken during the pilot project will enable an evidence based assessment on whether or not the adoption of an eGrain Passport
59. ssigned one or more roles see image each role has a defined set of actions within the eGrain passport system We have placed visual indicators against each section heading to advise which roles they apply to if your company does not perform the relevant role you can skip this section Page 8 User egrainrecipient 1 gmail com Company Phillips Recipient Company Role Recipient eGrain PASSPORT 2 0 E Dashboard Loads Batches Administration Agent A company that trades in commodities produced by others i e merchant or distributor Recipient A company that receives grain i e processor or off farm store Sender A company that sends grain i e grower or off farm store Transporter A company that transports grain i e haulier or merchant processor with their own transport Cr SE e November 2014 o raln SSPORT P ILOT 2 Registration Process Before you can begin to use the system there are a number of steps you need to perform Company Registration Process Register Company including main contact details Company is authorised by the eGrain Passport system administrator Main contact receives an alert requesting password creation amp completion of administrative tasks Company Role Recipient Transporter Create Alerts Create Alerts Create Alerts Create Alerts Manage Business Relationships Create Business Relationships Create Business Relationships Create
60. ssurance Status Assured Planned Delivery Time From 14 00 To 15 30 vi von Rejection Explanation Please Select Rejection Reas Y Rejection Explanation Please Select Rejection Reas Y Rejection Explanation Please Select Rejection Reas F New Contract ID Page 57 November 2014 eGrain PASSPORT p ILOT 5 1 12 Reject Load Recipient _ Important You can only reject a Load with a status equal to Collected Please follow the steps below Open Loads 1 Open the Load list page and find the Load you want 2 Click Reject Load lt gt OU pp En Complete the following mandatory fields _ a Delivery Date PA b Gross Weight E reta c Rejection Reason First one is mandatory the others are optional ey Completed ejected Agent amp their Load ID Transporter amp their Load 1D sender s Requested Crop Variety Delivery Date amp Time status Actions d Rejection Explanation mandatory for each Rejection Reason entered view Load Paton get can pad A a O Dl 3 Select mn ES eae a Save will save the details then send an alert to the other o companies to advise b Save amp Close will save the details and close the page then send an alert to the other companies to advise c Save amp Enter Quality Data will save the details and open the Quality Data page then send an alert to the other companies to advise d Cancel will close the page without saving any details Page 58 N
61. system is appropriate for the industry The pilot is planned to last for six months starting in Autumn 2014 The pilot is supported by the Agricultural Industries Confederation AIC the Maltsters Association of Great Britain MAGB the National Association of British and Irish Millers nabim the National Farmers Union NFU the National Farmers Union of Scotland NFUS and the Road Haulage Association RHA 1 1 Scope of pilot The pilot aims to test the eGrain Passport system in a real life commercial situation The following scope for the pilot has been agreed by the project steering group e Development of an eGrain Passport system capable of being scaled to national requirements This includes o eGrain Passport database o Web portal Page 5 November 2014 eGrain PASSPORT P IL O T o Mobile app portal for use by hauliers e System to link with two assurance scheme databases to offer real time assurance checking TASCC and Red Tractor e System to allow for two way flow of information e g quality data e Live industry trials to be undertaken in two supply chains malting barley and milling wheat 1 2 Basic concept Central to the eGrain passport system is a database This database can be accessed by all the relevant parts of the supply chain namely growers hauliers merchants and processors who can input and access passport information relating to the loads that they are involved in only Indeed there are permission setting
62. t Harvest A No post harvest treatment has been applied to the crop carried in the vehicle referred to above al B Post harvest applications of pesticide and or other treatments at or below the recommended level as stated by the manufacturer have been made to the crop carried in the vehicle referred to above For malting barley only treatments permitted on the British Beer and Pub Association Approved List have been used C For grain drawn from bulk stores The crop carried in the vehicle referred to above has been drawn from a bulk delivered by suppliers who declared it had been partly entirely treated with post harvest treatments at or below the recommended levels stated by the manufacturer Date 29 09 2014 e Product Please Select Fusarium Mycotoxins All Cereals A risk assessment for DON wheat only was carried out and produced the following results insert figure 10 Mycotoxin test s where applicable have been carried out producing the following result Deoxynivalenol DON if applicable add Test Zearalenone ZON if applicable Add Test If more than one test has been carried out please record all results Risk assessment details can be found at www hgca com or www assuredcrops co uk w Collection Details Collection Location Lucey Sender Alderley Road Wilmslow Storage Area Sub Storage Area if applicable Barn 1 id if applicable Please Select Collection Date 16 10 2014 Collection Time From To Vehicle De
63. tails Recipient Details save e me Page 68 November 2014 eGrain PASSPORT Pp ILOT 5 2 1 Transporter updating a passport on the portal Transporter Please follow the steps below cil 1 Open the Load list page and find the Load you want dls es RI 2 Click Passport Expand Al Colapse Al 3 Complete the following mandatory fields PEN RETEN a Registration Number defaults if selected during Assign aa a aa Driver Vehicle see 5 1 7 Assign Load to Driver Vehicle Member unter 209 aoei Sa b Trailer ID defaults if selected during Assign Driver Vehicle ee ae see 5 1 7 Assign Load to Driver Vehicle Dotee TimeLast 29 0 2041 bate imelast AI c Previous Load information 1 1 Load Product Date amp Cleaning Method Sender Details Post Harvest Treatment nd 2 2 Product Date amp Cleaning Method as e Gaels 3 3 Product Date amp Cleaning Method a 4 Se e ct aa B A Sub Storage Area if applicable if applicable a Save will save the details Collection Date 16 09 2014 Collection Time From b Save amp Close will save the details and close the page i c Cancel will close the page without saving any details POT Important Information you are able to input the above information onto the pr ase l o o mobile device on the day of collection prior to confirming the declaration en declarations are always completed on the mobile application rated fore ae 2nd Load
64. y users will receive from the system Collection Locations During the pilot phase all collection locations details will pull from the Red Tractors or TASCC database if a location does not appear on their database you o a will not be able to create it on the eGrain passport system similarly if there are incorrect details on their database they will appear on the eGrain passport system To amend these you will need to contact your certifying body and ask them to amend Location Details Create New Collection Location Total 1 10 records page v Name Address Postcode Location Type Status Actions Lucey Farms Fulshaw Farm Wilmslow SK9 1RL Collection Address Active Edit Storage and Sub Storage areas can be created within each collection location l l Location Details Status All v Delivery Locations EE When creating your delivery location you will be asked to check the address to ensure correct address details are entered Create New Delivery Location Total 1 10 records page y Name Address Postcode Location Type Status Actions Fulshaw Hall Suite 7 Sk9 1RL Delivery Address Active Edit Location tips Creating all your locations in advance will ensure loads can be processed efficiently Page 18 November 2014 2 6 1 Creating Collection Locations eGrain PASSPORT Pd Please follow the steps below 2 6 2 Creating Delivery Locations Select Create New Collection Location on the list page see image
65. your company details Product Mapping Manage Products Mapping To access Batches select the option on the menu bar gt Busines Relationships Connect with the businesses you work with to enable interaction on the eGrain passport system Locations Manage your company s location details e g collection and delivery addresses Alerts Manage the notifications that your company users will receive from the system Batch List When selected the system will open the batches list page see image this e Crop Type Status page allows you to create new batches and edit existing ones EJ ee asea 2 E Create New Total 2 Batch Name Crop Type Variety Location Storage Area Sub Storage Area Quantity Actions Test Batch Wheat AC Barrie R A Backhouse Farms Ltd Test storage area Test sub storage area 1000 Edit Test batch 1 Wheat Cassius R A Backhouse Farms Ltd Test storage area Test sub storage area 500 Edit Important Information Other companies will not be able to view your batch information however once you have assigned a batch to a passport they will be able to see the passport that contains these details Page 24 November 2014 eGrain PASSPORT Pp ILOT 2 7 1 Create a Batch Please follow the steps below 1 Select Create New on the batch list page see image this will open the Create Batch page see below 2 Enter details 3 Select a Create this will save the batch and close the page b Cance

eGrain Passport User Guide Registration and Administration

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