Submitica Control is used by corridor managers to manage requests by utility operators, or their contractors, to access the road reserve. Access 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 Submitica Control use the same CAR database but are separate applications.
An Introduction to Submitica Control
Submitica Control is here.
You’ll love it because it’s integrated into RAMM’s Map and Grid. So all the speed and visual improvements you’ve experienced in our other new software are there in Submitica Control. All your favourite features, such as email automation and Billing Manager, are there too.
Check out An Introduction to Submitica Control here (8:01).
Click to reveal and to hide more about adding an Application and other processes
|When you are adding an Application in Submitica Control you must first select one of the five Application Types, from Excavation to Preliminary.
Create CAR – Select Application Type (1:40)
|Creating an Application in Submitica Control is easy but there are a few things in this video which will help you do it properly.
Creating an Application (7:32)
|When you are adding an Application, if one of the Application Organisations is not in the database, you need to add it.
Organisation – Add (1:04)
The CAR Detail blade displays high-level CAR details. Most are self-evident, but if you need to learn more about, for instance, Inspections, press the section to open its blade. Then press Help to open an explanatory video. If the Notifications icon is orange, you have one or more Notifications related to this CAR. Press Status to change the Status of the application. The options vary dependent on the current Status of the application. To associate an item with the application press Add. Navigate to the file, select it and press Open. It is now an attachment.
Press Map to open the map centred on the application. Watch CAR Detail here (2:37).
Click to reveal and to hide more about CAR Details
|CAR List is where Submitica Control opens. The Applications listed have been submitted through Submitica and other CAR application web sites.
CAR List (5:28)
|The columns selected at CAR List Columns display at the CAR List. Make your selections to configure your optimal display and press Apply.
CAR List Columns (0:58)
|Use Quick Search by CAR Number, Analysis Code or Street Name. Define your search criteria, as many, or as few as you want. Then press Apply to filter the grid.
CAR Search Filter (2:19)
|Generate Works Advisory Letter is where you compose a letter the contractor can use to notify affected parties that the works will occur.
Generate Works Advisory Letter (1:23)
|Notifications lists the automatic notifications related to an application. If the Notifications icon is orange, you have one or more Notifications related to this CAR.
|Maintain Time Log lists time logged against this application. Applicants can be charged fees for time logged against their applications.
Maintain Time Log (2:12)
|Work Detail is where you check the work to be performed. Much of it is self-evident but please be aware of the matters shown in the video.
Work Detail (2:02)
|Work Detail Map displays the shape and position of the work overlaid on a map. If incorrect, you edit it. Conflicting applications are not displayed. These are on RAMM Map.
Work Detail Map (1:06)
|User Feedback displays applicant feedback on their application experience. The zero to five star ratings and comments are added only through Submitica.
User Feedback (1:11)
|CAR List Settings is where you save, edit load and share your preferred Settings of the CAR List. You can also define a default Setting.
CAR List Settings (1:22)
|Configuring Layouts and Settings demonstrates how to configure CAR List to suit your business practices and how to save Layout Settings.
Configuring Layouts and Settings (3:14)
|Sharing Layouts and Settings demonstrates how to share CAR List Layout settings with your work colleagues and entire organisations.
Sharing Layouts and Settings (1:35)
|Bulk Changing applications shows how you can save time by making various changes to several applications all at once.
Bulk Changing applications (1:58)
Understanding User Permissions
Submitica Control users need the correct User Permissions for their Role. It is important that they have sufficient privileges to perform their Roles but not more than that. Each user must be given one of the five preset roles: Customer Support, Field Auditor, CAR Application Manager, Consultant, and CAR Administrator. The CAR Administrator is a super user. They can do anything.
They are the only ones who can set up User Permissions, and add or delete Submitica Control users. Watch Understanding User Permissions here (2:17).
Click to reveal and to hide more about User Permissions
|Add New User is where you add new Submitica Control users and grant them the correct User Permissions. The CAR Administrator does this.
User Permissions Add New User (1:58)
|User Permissions grid lists all users who have access to your instance of Submitica Control. You see their Name, Security Role, and more.
User Permissions List (1:45)
|User Permissions Replace is where you Replace one user with another. The replacement user will inherit the same Security Role and rights as the user being replaced.
User Permissions Replace (1:30)
Submitica Control comes standard with nationally approved system Email Templates. System triggers ensure that informative emails are sent automatically to all relevant application contacts after every significant application event. If the system templates don’t match your business practices, you can duplicate them and edit the duplicates which then become the emails sent automatically as a result of the system triggers.
You can also create your own Email Templates from scratch. These can be sent only manually. Watch Email Templates here (1:44).
Click to reveal and to hide more about Email Templates
|New Template is where to add new Email Templates for your own or your entire organisation’s use. You configure the applicant’s address to default.
Email Templates New Template (2:50)
|Fields are the secret to successful Email Templates. They enable you to personalise the resulting emails based on information from the application.
Email Templates Fields (1:02)
|Email Template Details is where you View, Edit or Duplicate an existing email template. Templates with (National) appended to their name are agreed national standard templates.
Email Templates Details (1:30)
Administration is where you set up and maintain your instance of Submitica Control and run administrative processes. You optimise User Permissions, Organisation Profile, Personal Profile, Notification Settings, Conditions, Email Templates, Application Settings, Handle Expired Warranties, Merge Duplicate Data, the Participant Register, Compulsory Attachments for WCN, and Upload Master Attachments.
You need to be the CAR Administrator to effect many of the changes and to administer Submitica Control. Watch Administration here (4:53).Click to reveal and to hide more about administering Submitica Control
|Application Settings is where you personalise your instance of Submitica Control. You enable Billing Manager, the Participant Registers and more.
Application Settings (5:07)
|Organisation Profile is where you select your anniversary day, insert a CAR information link to your web site and enable the Submitica option.
Organisation Profile (2:16)
|Anyone with a Submitica Control login can update their Personal Profile including their STMS Number. It is where you upload your digital signature.
Personal Profile (1:23)
|Upload your digital signature to use on permits you approve in Submitica Control. For the best results you’ll need to create a file of your signature that has a transparent background.
Your Digital Signature (4:16)
|Notification Settings is where you determine which automatic Notifications to receive. Submitica Control notifies you of changes made to CARs you deal with.
Notification Settings (1:37)
|Participant Register is where you enable and maintain the Traffic Management Company and Utility Operator Registers to enforce data accuracy and best practice.
Participant Register (1:29)
|Maintain Conditions lists your Local Conditions and your Special Conditions. These are your conditions under which applicants are granted access to your road corridor.
Maintain Conditions (1:23)
|Utility Operator Register is a list of the nationally Registered Utility Operators combined with the local Utility Operators that you have approved for use in applications.
Utility Operator Register (3:50)
|Utility Operator Register – Add is where you add a new Utility Operator to your Register. Organisations that you add will exist only in your instance of the Utility Operator Register.
Utility Operator Register – Add (2:01)
|Traffic Management Company Register lists the Traffic Management Companies that have been Registered nationally and the local organisations that you have approved for use in applications.
Traffic Management Company Register (3:00)
Road authorities use Billing Manager to create and apply fees related to the Corridor Access Requests. Fees can be charged from access application submission to the final warranty inspection. The fee data is exported to the authority’s accounts department for invoicing to the applicants. Billing Manager does not 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 Billing Manager here (2:13).Click to reveal and to hide more about Billing Manager
|See how to open Billing Manager, manage Billing Items, Assign Bill Payers, create Billing Templates and view the invoice history.
Understanding Billing Manager (3:50)
|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 (3:44)
|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 (2:18)
|You generate a Batch Invoice to send to your accounts department so that they can send bills to individual client organisations.
Generating Invoices (3:45)
|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 (2:52)
|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 (3:49)
Set Up Billing Manager
You set up the Billing in Submitica Control so that you can generate charges to road access applicants. First you need to enable Billing Manager. 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 Billing Manager becomes active from the date you set. And you are ready to go. Watch Billing Manager Setup Process here (2:28).Click to reveal and to hide the Billing Manager set up actions
|You cannot use the functions of Billing Manager unless you have enabled it. You do this at the Application Settings blade.
Turning on Billing Manager (2:53)
|You will want your applicants to specify the organisation that is responsible for paying any charges and also the individual to contact if need be.
Assigning Bill Payers (2:29)
|Billing Templates enable you to automate the charging of fees as well as adding them manually. They ensure consistency of charging.
Understanding Billing Templates (4:10)
|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 (2:48)
|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 (3:16)
|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 (2:59)