CAR Manager

CAR Manager
CAR Manager is used by corridor managers to manage requests by utility operators, or their contractors, to access the road corridor. Access to the corridor is required to make changes to electricity, gas, telecommunications, water, wastewater and postal infrastructure.

Applicants use Submitica to create and manage their CAR applications. Submitica and CAR Manager use the same CAR database but are separate applications.

An Introduction to CAR Manager

An Introduction to CAR Manager
CAR Manager is used to manage the entire Corridor Access Request process from the initial Application, right through to the Sign-off of the Warranty Period – electronically. It was designed with the help of corridor managers for all corridor managers.

When combined with the Submitica CAR Application web site this gives the total CAR Application management solution. You will find out who really is in your road corridor. Your emails will be automated. Your Applications will arrive seamlessly with TMPs and already plotted on the map. To watch and learn click here (5:04).
Click to reveal and to hide more introductory videos

Using CAR Manager Administering CAR Manager An Introduction to CAR Billing Manager
Check out this video to see CAR Manager in action. If you’ve never used specialized Corridor Access Request software you will be surprised and pleased.
Using CAR Manager (4:26)
If you are the CAR Manager Administrator you configure your instance of it to match your business requirements. Follow the link for an overview.
Administering CAR Manager (3:50)
Watch this for a general introduction to the Billing Module in CAR Manager. The subjects are covered in more detail in the CAR Billing Manager section.
An Introduction to Billing Manager (2:13)
CAR Approval Process The CAR Warranty Expiry Process The CAR Manager Reports
Before you approve a CAR you check its details, check for conflicting CARs, generate the Reasonable Conditions and the WAP. Plus some other matters.
CAR Approval Process (4:03)
When the two year warranty period is about to expire, the CAR Manager system automatically sends email notifications to the Applicant Primary Contact.
The CAR Warranty Expiry Process (5:41)
If you have permission to open CAR Manager, you can run any of the reports including the CAR Detail, the CAR Summary and the Work Overdue reports.
The CAR Manager Reports (4:08)

Using CAR Manager

Using CAR Manager
Utility Operators or their agents use web sites such as Submitica to create electronic CARs which will arrive seamlessly into your CAR Manager and are plotted on the Map. The corridor manager approves the CAR, inspects the work when it is complete and deals with the warranty period using CAR Manager. The email messaging is automated. The system clock monitors performance and sends reminders.

Watch and learn how easy it is to manage the entire CAR process when you are Using CAR Manager. Click here (4:26).

Click to reveal and to hide more about Using CAR Manager
Adding a CAR Using the CAR Manager Map Searching for CARs
Most of the Corridor Access Requests will come straight from the Submitica web site, but if you need to create your own one, you can, easily.
Adding a CAR (4:45)
CARs display as shapes on the map. Their colour indicates their status and conflicting CARs become obvious in the approval process.
Using the CAR Manager Map (4:33)
You may want to find one CAR or a range of CARs with similar characteristics. There are several Search methods you can use in CAR Manager.
Searching for CARs (3:06)
Listing, Grouping and Filtering CARs Understanding Bulk Actions Understanding Archived CARs
You use Listing, Grouping and Filtering CARs so that you see only the CARs you want, in the order you want with only the data you need.
Listing, Grouping and Filtering CARs (2:31)
There are eight Bulk Action options. They all work much the same. So once you have seen how to do one Bulk Action you’ll be able to do them all.
Understanding Bulk Actions (1:25)
The CAR Manager Archive is the repository for CARs which are no longer active. If you need to refer to an archived CAR, you can.
Understanding Archived CARs (3:42)
Downloading CAR Details, Attachments and Processes Using the CAR Summary and CAR Details Reports Using Temporary Traffic Management
You can download a zip file with all the CAR information or a PDF with a sequential list of all activities performed.
Downloading Details, Attachments + … (2:02)
The two reports give the same results presented differently. The CAR Summary gives a graphical outcome and the CAR Details gives the raw data.
Using CAR Summary and Details Reports (2:54)
You use Temporary Traffic Management to capture traffic disruption data and display it on a map. See the work site, traffic detours and disruption timing.
Using Temporary Traffic Management (7:50)

CAR Approval Process

CAR Approval Process

When Approving a CAR you start by Checking the Initial Approval Details. If they are satisfactory you move on to Checking for Conflicting CARs. If there are none you begin Managing TMPs, Conditions and WAPs. Once the electronic paperwork is generated, the next step is Approving the CAR.

There are Some Final CAR Approval Matters of which you should be aware but to see an overview of the CAR Approval Process click here (4:03).

Click to reveal and to hide the steps in the CAR Approval Process
Checking the Initial Approval Details Checking for Conflicting CARs Managing TMPs Conditions and WAPs
You check the details of the work to be performed are satisfactory and the CAR can be Approved – the Applicant, address and shape on the map.
Checking the Initial Approval Details (2:59)
CARs display as shapes on the map. Their colour indicates their status. Conflicting CARs become obvious in the Approval process.
Checking for Conflicting CARs (2:13)
Before you Approve the CAR you Approve the TMP, generate the Reasonable Conditions and the WAP documents. CAR Manager makes this easy for you.
Managing TMPs Conditions and WAPs (3:25)
Approving the CAR Some Final CAR Approval Matters Decline Cancel Put on Hold
When you Approve a CAR, a confirmation email with the relevant attachments and hepful links can be automatically sent to the appropriate contacts.
Approving the CAR (2:50)
You need to know how to handle warning icons, approving CARs in Principle and how to create Post Conditions for Emergency or Retrospective CARs.
Some Final CAR Approval Matters (3:00)
Not every CAR can be Approved. You Decline, Cancel or place the CAR On Hold. Watch to see what these mean and when you would use each option.
Decline Cancel Put on Hold (2:41)

From Approval to Warranty Sign-off

The CAR Process
This is a Submitica Video which will walk you through the CAR Process from the point of view of the Applicant. The videos available at the link below deal with the steps the corridor manager takes from the period once the CAR has been Approved up until the Warranty Period is over. CAR Manager automates many of the actions to be taken as the Warranty Period approaches.

Overdue work, Inspection and Defects handling, the Warranty Process and Reinstating a Cancelled Car are covered. To see the overall process click here (4:40).

Click to reveal and to hide the steps once a CAR has been Approved
Finding Overdue Work Understanding CAR Manager Inspections Understanding CAR Manager Defects
You use the CAR List column filters or the CARs Work Overdue report to find out whose Work Start or Work Completion notification is Overdue.
Finding Overdue Work (2:30)
When the contractor has notified you that the work is Completed you may want to inspect the work, to make sure that it complies, before it is Signed Off.
Understanding CAR Manager Inspections (1:43)
If you have a mobile Windows device with an internet connection, you can enter any Defect details into CAR Manager while standing next to the works.
Understanding CAR Manager Defects (2:12)
The CAR Warranty Expiry Process Signing Off CAR Warranties Reinstating a Cancelled CAR
Excavation and Retrospective CARs are subject to a two year warranty. CAR Manager automates much of the process to ensure the Applicant and work comply.
The CAR Warranty Expiry Process (5:41)
Watch to see show what happens when CARs are coming to the end of their warranty period, and how corridor managers can Sign them Off – even in bulk.
Signing Off CAR Warranties (4:17)
If you need to access a CAR from the Archive whose Warranty Period has finished the process is similar to Reinstating a Cancelled CAR
Reinstating a Cancelled CAR (1:01)

Setting Up CAR Manager

Setting Up CAR Manager for Submitica
When you first receive access to your instance of CAR Manager, there are some things that you need to configure to ensure that it matches your business practices. All your staff will need the appropriate User Permissions. Billing Manager will need to be set up if you charge applicants for aspects of their applications. You’ll configure your Application Settings, Organisation Profile and your Local Conditions.

To see an overview of how to set up your instance of CAR Manager so that your Applicants can use Submitica, click here (1:38).
Click to reveal and to hide the set up steps

Understanding CAR Manager User Permissions Setting Up CAR Manager User Permissions Billing Manager Setup Process
CAR Manager users need sufficient privileges to perform their Roles but not more. Watch this video to understand the Staff Permission Roles.
Understanding User Permissions (2:08)
Every one who uses CAR Manager needs the correct User Permissions for their Role. Watch this video to see how to grant the correct User Permissions.
Setting Up CAR Manager User Permissions (2:01)
You set up the Billing in CAR Manager so that you can generate charges to CAR applicants and to give the details of the fees to your accounts department.
Billing Manager Setup Process (2:23)
Understanding CAR Manager Emails Maintaining Your Email Templates Your Digital Signature
Every time you do something significant to a CAR in CAR Manager, System emails are automatically sent to the relevant contacts. Watch this for an overview.
Understanding CAR Manager Emails (2:14)
There are industry-agreed templates and ones personalised for the RCA. You personalise System templates to match your business practices.
Maintaining Your Email Templates (4:17)
If you use CAR Manager you’ll probably want to upload a digital signature to be used when you approve TMPs and the like. It will also appear on the WAP.
Your Digital Signature (3:49)
Maintaining Your Application Settings Maintaining Your Organisation Profile Maintaining Local Conditions
You’ll want to configure settings for the Billing Module, TMP Outstanding Check, Utility Operator Register, and add Additional Notes for the WAP.
Maintaining Your Application Settings (3:25)
You’ll want to configure settings for Submitica, connect your instance of CAR Manager to your RAMM Database, and upload your Organisation logo.
Maintaining Your Organisation Profile (2:42)
Your RCA may want to add Local Conditions and Special Conditions to the Reasonable Conditions document generated at the time of Approval.
Maintaining Local Conditions (2:13)

Your Application Settings

Maintaining Your Application Settings
Your Application Settings are your Response Time Limits, which we recommend that you never change as they are the National Guidelines, Billing Manager settings, RCA Controls such as the Check TMP Outstanding and Enable TTM Module. You can Enforce the Utility Operator Register and Add Additional Notes for the WAP. That’s just the start.

To see an overview of how to set up your instance of CAR Manager so that your Application Settings match your business practices, click here (3:25).
Click to reveal and to hide Your Application Settings

Measuring Contractor KPIs

Adding Additional Notes to the WAP Setting Up CAR Manager for Submitica Understanding the Utility Operator Register
CAR Manager uses an industry standard WAP template from the National Code of Practice. Your RCA may want to add to the WAP.
Adding Additional Notes to the WAP (1:14)
There are real benefits to RCAs if their CAR Applicants use Submitica to create their CAR Applications. You set this up at Application Settings.
Setting Up CAR Manager for Submitica (1:38)
You can make CAR Applicants select only Utility Operators from a combination of the official MBIE list and local operators you have defined.
Understanding the Utility Operator Register (2:51)
Understanding Billing Manager Billing Manager Setup Process Turning on the Billing Module
RCAs use Billing Manager to create and apply fees and charges related to the CAR process. You need to understand Billing Manager to configure it.
Understanding Billing Manager (3:43)
There is a process to set up Billing Manager. Watch this video to see where the configuration at Application Manager fits in the process.
Billing Manager Setup Process (2:23)
Once you understand Billing Manager you can configure aspects of it at Application Settings. Watch this video to see what to do at Application Settings.
Turning on the Billing Module (2:22)
Using Temporary Traffic Management Measuring Contractor KPIs Measuring Corridor Manager KPIs
Temporary Traffic Management is used for capturing traffic disruption data and displaying it on a map. This includes the work site shape, detours and timing.
Using Temporary Traffic Management (7:50)
You can use Key Performance Indicators or KPIs to measure the performance of the contractors. The KPIs are based on Application Settings’ values.
Measuring Contractor KPIs (2:06)
You can use Key Performance Indicators or KPIs to measure the performance of corridor managers. The KPIs are based on Application Settings’ values.
Measuring Corridor Manager KPIs (2:13)

Your Organisation Profile

Maintaining Your Organisation Profile
Your Organisation Profile includes your organisation logo for use on the WAP, the connection to your RAMM Database to enable RAMM data to default and for you to view some RAMM data on the map. You can view your Forward Work Programme and Maintenance Jobs so that you can coordinate CARs with these. There are also some Submitica settings for you to configure.

To see an overview of how to set up your instance of CAR Manager so that your Organisation Profile matches your business practices, click here (2:42).
Click to reveal and to hide Your Organisation Profile

Setting Up CAR Manager for Submitica Submitica RCA Web Site Link Switch on Submitica CARs
There are real benefits if CAR Applicants use Submitica to create their CAR Applications. You set some of this at Organisation Profile.
Setting Up CAR Manager for Submitica (1:38)
Set up a link so that all your CAR Applicants using Submitica will have a link to the page of your web site which outlines your CAR protocols.
Submitica RCA Web Site Link (1:51)
Your CAR Manager cannot accept CAR Applications from Submitica until you have configured it to do so. Here’s how you do this at Organisation Profile.
Switch on Submitica CARs (1:54)
Your Digital Signature Viewing Forward Work Programme Viewing Road Maintenance Jobs
When you upload your Organisation Logo, it needs to have a transparent backgound. Watch this to see how to make its background transparent.
Your Digital Signature (3:49)
Please note that this video does not yet exist. It will be available soon. We apologise for any inconvenience caused. RAMM Training.
Viewing Forward Work Programme (0:00)
Please note that this video does not yet exist. It will be available soon. We apologise for any inconvenience caused. RAMM Training.
Viewing Road Maintenance Jobs (0:00)

Administer CAR Manager

Administering CAR Manager
The CAR Manager Administrator is the person who sets up User Permissions, configures the Submitica settings, maintains the Organisation Profile and the Application Settings. They also maintain Local Conditions for the Reasonable Conditions documents. They also configure and maintain the email templates. They also administer data extraction.

So there is quite a lot to learn if you are new to the role. For an overview of the different aspects of Administering CAR Manager, click here (3:50).
Click to reveal and to hide aspects of CAR Manager administration

Understanding CAR Manager User Permissions Understanding CAR Manager Emails The CAR Manager Reports
CAR Manager users need sufficient privileges to perform their Roles but not more. Watch this video to understand the Staff Permission Roles.
Understanding User Permissions (2:08)
Every time you do something significant to a CAR in CAR Manager, System emails are automatically sent to the relevant contacts. Watch this for an overview.
Understanding CAR Manager Emails (2:14)
If you have permission to open CAR Manager, you can run any of the reports including the CAR Detail, the CAR Summary and the Work Overdue reports.
The CAR Manager Reports (4:08)
Using the CAR Summary and CAR Details Reports Exporting Fee Data Downloading CAR Details, Attachments and Processes
The reports give the same results but in different ways. The CAR Summary report gives a graphical outcome. The CAR Details report gives the raw data.
Using CAR Summary + CAR Details Reports (2:54)
You can export the data for your Billing line items. If you filter the list, only the data for the line items in the list will be exported.
Exporting Fee Data (2:04)
You can download a zip file with all the CAR information or a PDF with a sequential list of all activities performed, when and by whom.
Downloading Details, Attachments… (2:02)
Merging Duplicate Data Understanding Archived CARs Reinstating a Cancelled CAR
If, when selecting Organisations and Contacts in CAR Manager, there are obvious duplications, you remove the duplications by Merging Duplicate Data.
Merging Duplicate Data (2:37)
The CAR Manager Archive is the repository for CARs which are no longer active. If you need to refer to an archived CAR, you can.
Understanding Archived CARs (3:42)
If you need to access a CAR from the Archive whose Warranty Period has finished the process is similar to Reinstating a Cancelled CAR.
Reinstating a Cancelled CAR (1:02)

Submitica and CAR Manager

An Introduction to Submitica
Submitica is the online portal for Contractors, Utility operators and other applicants to create, and maintain their CAR applications. CAR Manager and Submitica work in tandem but are completely separate applications. They both access the same Corridor Access Request database. This is very efficient for all parties to the Corridor Access Request process.

There are several actions a CAR Administrator can take to optimise their CAR Manager/Submitica interface. For An Introduction to Submitica click here (3:50).
Click to reveal and to hide the CAR Manager and Submitica synergies

Setting Up CAR Manager for Submitica Submitica RCA Web Site Link Switch on Submitica CARs
You need to turn on the switch to accept CARs from Submitica, create a link to the information page on your web site and the enable the Billing Module.
Setting Up CAR Manager for Submitica (1:38)
Set up a link so that all your CAR Applicants using Submitica will have a link to the page of your web site which outlines your CAR protocols.
Submitica RCA Web Site Link (1:51)
Your CAR Manager cannot accept CAR Applications from Submitica until you have configured it to do so. Here’s how you do this.
Switch on Submitica CARs (1:54)
Setting Up Organisation Managers Assigning Bill Payers Information for Submitica Bill Payers
An Organisation Manager is a Submitica Super User who can view and edit any Application in which a member of their Organisation is a Participant.
Setting Up Organisation Managers (2:16)
You will want your CAR applicants to specify the organisation that is responsible for paying any charges and also the individual to contact if need be.
Assigning Bill Payers (2:31)
Nominated Bill Payers and Organisation Super Account Holders have options no other Submitica users have such as viewing invoices.
Information for Submitica Bill Payers (3:43)

CAR Billing Manager

An Introduction to CAR Billing Manager
RCAs use CAR Billing Manager to create and apply fees and charges related to the Corridor Access Request process from CAR application submission to the final warranty inspection. The fee data is exported to the RCA’s accounts department for invoicing to the applicants. So Billing Manager does not actually send out accounts. It provides the data for the accounts department to use in their billing.

The Billing Line Items are shown to Submitica users at the time they are incurred. They are visible at the CAR Details page. Watch an Introduction to CAR Billing Manager here (2:13).

Click to reveal and to hide the CAR Billing Manager actions
Understanding Billing Manager Managing Billing Line Items Exporting Fee Data
See how to open Billing Manager, manage Billing Items, Assign Bill Payers, create Billing Templates and view the invoice history.
Understanding Billing Manager (3:43)
You’ll want to filter the Line Items in Billing Manager and to follow a set workflow to optimise the benefits of Billing Manager.
Managing Billing Line Items (3:43)
You can export the data for your Billing line items. If you filter the list, only the data for the line items in the list will be exported.
Exporting Fee Data (2:03)
Generating Invoices Rolling Back Invoices Cancelling and Rebating Charges
You generate a Batch Invoice to send to your accounts department so that they can send bills to individual client organisations.
Generating Invoices (3:35)
You Roll Back Invoices only in vary rare situations. You do this with extreme care or your applicants may be billed twice. Also, line items could disappear.
Rolling Back Invoices (2:45)
You can cancel charges which have not been invoiced and sent to the Applicants. Otherwise you need to Rebate the line items.
Cancelling and Rebating Charges (3:25)

Set Up CAR Billing Manager

Billing Manager Setup Process
You set up the Billing in CAR Manager so that you can generate charges to CAR applicants. First you need to enable the Billing Module. Next you create your Billing Templates. You set them up so that the charges match your current fees and use the same account codes. You define the Events which will trigger the application of the charges and also the Rules which control the application of the charges.

Once you have created your Billing Templates then the Billing module becomes active from the date you set. And you are ready to go. Watch Billing Manager Setup Process here (2:23).

Click to reveal and to hide the Billing Manager set up actions
Turning on the Billing Module Assigning Bill Payers Understanding Billing Templates
You cannot use the functions of Billing Manager unless you have enabled the Billing Module. You do this at the Application Settings screen.
Turning on the Billing Module (2:22)
You will want your CAR applicants to specify the organisation that is responsible for paying any charges and also the individual to contact if need be.
Assigning Bill Payers (2:31)
Billing Templates enable you to automate the charging of fees as well as adding them manually. They ensure consistency of charging.
Understanding Billing Templates (3:57)
Adding Billing Template Details Adding Billing Template Rates Adding Billing Template Rules
You set up Billing Templates with a Description, you use an Item Code, link the template to the accounts system and use a consistent naming convention.
Adding Billing Template Details (2:49)
When setting up Billing Templates you set the Rate of the charge, the Default Quantity and Unit and select what the Quantity will be calculated from.
Adding Billing Template Rates (3:02)
When setting up Billing Templates you define the Event which will trigger the charging of the fees and then set rules to qualify when the fees will be applied.
Adding Billing Template Rules (3:13)

Reports

The CAR Manager Reports
If you have permission to open CAR Manager, you can run any of the reports. This includes the CAR Summary and CAR Details reports, the Work Overdue reports, the Warranty Inspection Due report, (although you will be better off using the Handle Expired Warranty page), the two KPI reports, the Temporary Traffic Management reports. The CAR Administrator can also run Export CARs Data which is like a report.

You use the Export CARs Data function if you want to report on CARs in the Archive. Watch The CAR Manager Reports here (4:08).

Click to reveal and to hide the CAR Reports
Using the CAR Summary and CAR Details Reports Measuring Contractor KPIs Measuring Corridor Manager KPIs
The reports give the same results but presented in different ways. The CAR Summary report gives a graph and the CAR Details report gives the raw data.
Using CAR Summary + CAR Details Reports (2:54)
When Auditors inspect the work, they rate the quality of the work using a simple 5 star system. This rating system is used in the Contractor KPI report.
Measuring Contractor KPIs (2:06)
The CAR Manager Administrator runs the RCA KPI report either for all staff to see the performance of the organisation, or for an individual.
Measuring Corridor Manager KPIs (2:49)
Searching for CARs Exporting Fee Data Using the Temporary Traffic Management Reports
You can Search by CAR Number, by Analysis Code, by Street, by Date Range, and by Other Parameters. You can Search for Cancelled or Closed CARs.
Searching for CARs (3:06)
You might want to report on the CAR application fees in an external software program. If so you will want to Export the line item data.
Exporting Fee Data (2:03)
The TTM reports offer the same results in different formats. The TTM Incomplete Summary is a graph. The TTM Incomplete Details is the raw data.
Using the TTM Reports (3:16)