DfT PORTAL FOR LST DATA:
USER GUIDANCE v4 (31 May 2023)
TRANSITION TO TRIAL ENDING

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Login

Click on the LOG IN TO PORTAL button

https://dftportalforlstdata.gv-portals.com/

We suggest you SAVE THE PAGE in your browser or other system as this is the URL for accessing the portal in future.

If this is your first login, enter your email address (the one we use for the trial) and then click “Forgot Password”

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[Alternative Login Pathway] When Risk Solutions sets up your email address to have portal access, you MIGHT receive an email like the one shown here, from noreply@mail.goldvisioncrm.com

Hit ‘click here’ and it will also take you to the reset password page

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Password Reset
Use the Password Reset process to set your password for the first time. The first step is to re-enter your email address.

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Check your email for a password reset message Click on the link in blue ‘Please reset your password’

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Use the Password Reset screen to create a password, typing it into both boxes  

Passwords MUST BE AT LEAST 10 CHARACTERS and may include any mix of letters, numbers and special characters

  Remember to save a record of that password somewhere (Your web browser may save it for you depending on your set up)

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If your password has been accepted you will see this and can then click on the link to go back to the login screen, where you should now be able to use your email and new password to access the portal.

If you are unable to log in – please email us on lsttrial@risksol.co.uk and explain

1. Which login option you used
2. How far you got, where it failed – ideally with screen shots.

How to take screenshots
In Windows use Windows-Key+PrintScr for whole screen or Alt+PrintScr for just current window. 
In Mac OS use Cmd+Shift+3.   Images will be put in your clipboard – just paste in your email.

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Data Submission TAb 1 – Period Data and Confirmations
In this step you will submit your period data in just 3 numbers.

This replaces the entire Excel process of submitting leg counts and distance data for each individual trailer.

You also confirm you have checked and submitted all required data here.

Click on TAB 1 at the top of the page to begin

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Past period data and confirmation summary list
Each data period submission is now summarised in a single line of information containing:

‘n’ LSTs   which is the number you were operating in the period (which may be fewer than on your VSO if some were not used)

Total LST Legs – the total of all legs operated by your LSTs – remembering that a round trip is TWO legs

Total LST km – the total distance IN KM covered by your LSTs in the period (Actual, or estimated)

In the same screen you will confirm that you have

• Checked or have no changes to your company contacts
• Checked, or have no changes to your list of trailers and VSOs
• Have submitted any reportable incidents – or have had none

You will be able to see your recent submissions summarised in this way in the list. You cannot edit old data entries in this list as they are already in our database. If you make a mistake or need to update an entry – make a new one and put a note in the SUMMARY field OR email us.

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Adding data for a new period
To add your data for a new period, click the big blue button

Enter some text in the summary line that identifies what you are doing (think of it like the email subject line) especially if you are putting in an update to an earlier entiry.

Use the Drop Down under Period (P1-P3)  to pick the period for which you are submitting data. Make sure you pick the right YEAR

The list will only go up to the latest live period.

It is possible to submit late data for periods back as far as 2021-P1 (hence check the year)

Enter data for the number of LSTs in use in the period, the total leg count and total distance (in KM)

Then tick the three boxes to confirm that your contacts, trailers, VSOs are all correct and you have submitted any reportable indicents

When you are happy that the Period Data and Confirmations entry is complete, click the blue SUBMIT button at the bottom of the page (you may need to scroll down to see it)

There is no need to add any attachments (the option appears by default) – we no longer need DSF files.

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Review your entry here as this is the last chance you have to edit it.

An automatic code MAY be added to the field called Reference – ignore this along with the Status and Type – these are system defaults for office use only.

Click BACK when you are ready

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Your new data will now appear in the list. You will be asked to confirm that you have completed this and that your data is OK, in the Step 4

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What if I make a mistake?

If, after submitting, you realise your data needs amending, your can make a SECOND submission for the same period but please flag up the fact you have done this clearly in your text in the SUMMARY field – or email us.

We will then ensure we use your final version.

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Data Submission TAB 2 – Incidents
In this step you will submit any reportable incidents in which LSTs were involved in the period.

NOTE – THE TRIAL REQUIREMENT TO INFORM DFT ABOUT ANY INJURY INCIDENT AS SOON AS POSSIBLE BY EMAIL (separately from this date submission) is still in place

Click on tab 3 at the top of the page to begin

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Reportable incidents
We are now only requiring reports for:

Incidents resulting in injury to any person, including SLIGHT injuries (Cuts, bruises etc) and in any location (on road, in depot etc)

Major Damage Events ON ROAD.  This is somewhat subjective – but a good measure of what we would consider MAJOR would be

• any vehicle was undriveable
• roadside asset was rendered unusable
• you believe injury was only narrowly avoided

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Past incident list
The list view shows a simplified version of past incidents you have reported on the trial prior to 2022 – but only for INJURY events.  

If you believe any are missing please let us know as the portal will only permit adding new incidents from 2021 or later.

If you have never reported an injury incident the list will be empty.

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Adding a new incident
Noting the criteria for reporting incidents given earlier, if you need to report a new incident, click the blue button

WHEN TO ADD INCIDENTS 

When you do a period data submission (every 4 months) you need to ensure all reportable incidents in that period are in the record at that time. However – you can come in to the portal at ANY time in the period and add an incident.  So if you would prefer to add incidents at the time they occur, you may do so.

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Enter details of the incident as follows.  

Summary – a single sentence containing key facts to identify the event.
For example “Rollover on M5 20 April 2022 – 3 injuries”

Period – as in other steps – the period the event occurred in.  You can report past events from 2021-P3 here but no earlier.

Company Trailer ID and C Number – give both as a cross check to ensure we link to the correct trailer.

Incident Data/Time click on the field and a calendar will come up allowing to pick the date and time.

Police Attended Check the box if true

Location Desc A location description that would enable the incident position to be found on a map (coordinates are useful but not mandatory)

For example “M5 Southbound after J20 at Clevedon (Google maps 51°25’34.5″N 2°50’35.9″W).

Two Description Fields – which can contain up to 4000 characters of text.

• D1 What Happened?  Describe the context, sequence of events as the incident happened, other vehicles involved -but keep the ‘impact’ for D2 below.
  
  For example: “Swerved to avoid unsignalled lane change by 3rd pty car – lost control – clipped another vehicle and rolled over onto OS”
  
• D2 Injuries and Damage: note each person injured and nature of injuries.  Note any major damage to vehicles or assets.
  
  For example: “Driver taken to hospital with broken arm and lacerations. Driver Manager also in cab – cuts and bruises. 3rd pty car driver cuts and bruises.”

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The bottom half of the page asks for NUMBERS of injuries in each severity category (see below)

Enter numbers in each category – including ZEROs. Add the total count of people injured.  

If you have any documents relating to the incident that you can share with us – especially if there were more than slight injuries – you can upload them as ATTACHMENTS. (Select from your file folders or drag and drop).  

These documents will only be seen by DfT and Risk Solutions staff linked to the trial.  

We may contact you for additional details on major incidents.

When you are happy that the incident record is complete, click the blue SUBMIT button at the bottom of the page (you may need to scroll down to see it)

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Review your entry here as this is the last chance you have to edit it. 

You can also add NOTES with extra explanation or attach documents, images etc HERE before you finalise the incident report.  

As in earlier sections ignore Reference, Status and Type – these are system defaults for office use only.

Click BACK when you are ready

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Key fields from your new incident will now appear in the list.

You will be asked to confirm that you have completed a report for all reportable incidents, in the Step 4

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What if I make a mistake?

If, after submitting, you realise your incident needs amending, you can make a SECOND report for the same incident but please flag up the fact you have done this clearly in your text in the SUMMARY field so we do not double count it.

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Reviewing the trailer and VSO list

(Please IGNORE the blue box (top right) – you cannot add or edit trailers yourself, as this is a controlled process via VSO (see below).

The list will show all trailers and their VSOs.

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Why are C Numbers appearing?

We are conducting a matching process to ensure all the VINS registered on trial VSOs correctly match the DVSA C Numbers, as in the DfT future plans for LSTs we need to identify them correctly.

If no C numbers are showing in the list – it means we have not been able to find them from the VINs listed in your VSO.

If this is the case, please send us a list of your Trailer IDs with your VIN and C Number – by email – or via the portal (as an attachment).

As noted earlier, you cannot EDIT your trailer data directly to add the C numbers in as this is held in a master database only editable by VCA, DfT and Risk Solutions.

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Checking your trailers and VSOs

As noted earlier – you cannot EDIT your trailer data directly as this is held in a master database only editable by VCA, DfT and Risk Solutions.

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If you have a large number of trailers you can adjust the number of entries shown per page using the ‘Show xx Entries’ option on the top right of the list.

You can also sort filter the list using the spaces just under the titles- by putting an exact match in search at top of a column OR use a * as a wildcard character. In the example here *04 shows trailers IDs ending in 04

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VSO Summaries vs Single Trailer Records

You can view the details of a single trailer or the whole VSO by clicking on the blue text in the ‘Summary’ field in the left column.
For VSO records the ‘Summary’ just shows the Company OpID and VSO
For Individual trailer records, the ‘Summary’ shows the Company OpID, live VSO and the VIN on that VSO

In the steps that follow the example used is for an individual trailer The steps are the same for making a request to be applied to a whole VSO using the summary record (but some of the fields are blank.)

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VSO Summary or Trailer Action Requests

NOTE IN THE NEW PORTAL THIS IS CALLED ‘RS UPDATES’ but we have not re-edited this section of the instructions these instructi9ons as they will only be used for a few months

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The details view for a trailer looks like this

The fields ‘Reference, Status and Type’  can be ignored they are default fields for office use only.

The ACTION REQUEST field is on the top right and is the only editable field.

The fields Company Trailer and VIN – DFT are from your data submissions and VSO along with Ht, Len, Steering and Decks

The C Number has either been found by locating your VIN in the DVSA database OR where no match could be found in the DVSA data, you may have sent us C Numbers.  The VIN – DVSA From C is the DVSA VIN data associated with that C Number.    

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Action Requests  

All this trailer data is fixed in our master database OR requires a change to be made by VCA, so you cannot edit the trailer information itself.  Instead, you flag an ‘Action Request’. 
Depending on the action you choose, the action will be added to a list for processing by VCA, Risk Solutions or DfT, as appropriate.  

Note: The team is now working at a reduced level and so portal action requests will always be handled before any emailed change requests.  

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Click on the Action Request field edit icon (pencil) to access the list of options.  

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Pick the option that most closely reflects your action request (We’ll show you how to make an explanatory note if you need to, in a moment).  

Note – a number of these options will trigger VCA to revoke or re-issue, your VSO, which they will do in the normal, emailing you the legal VSO letter.  

Click TICK to accept or X to cancel

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You can also add an explanatory note about your change request or send us some data

(For example – if you need to send us a list of C numbers you could add a note and then add an attachment, instead of emailing us)

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The add note screen looks like this.  Add a title, your text and if you wish, attachments

To finish press SUBMIT

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Once you have finished adding any action requests or notes to a trailer or VSO record, click BACK to return to the full list

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Your action request should show in the list view on the right hand side

Action requests will be addressed by Risk Solutions or VCA. Once actioned, the Action Request will disappear from the list.

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LOG OUT

Rather than just closing your browser, we recommend you log out properly by clicking on your own name  – top right corner of the web page – and selecting ‘Log out’

You have now completed your data submission for the period.

We may contact you by email if you have requested actions on VSOs or trailers, if you have had any significant incidents, or we have questions about your data.  

As ever, if you have further questions, please email us at lsttrial@risksol.co.uk