DfT PORTAL FOR LST DATA:
USER GUIDANCE v1 (May 2022)

This webpage provides information for companies participating in the DfT GB Longer Semi-Trailer trial and explains the new online process for trial data submissions to be used from May 2022 with the data for period 2022-P1 (Operations from Jan-Apr 2022), replacing the past system of emailed Excel files.

Welcome to the LST Trial Data Portal.

In the Autumn of 2021, DfT conducted a consultation on the future of the GB LST Trial and from their comments at that time, we note:

  1. DfTs statement that the reason they are able to consider ending the trial sooner than 2027 is that they believe all the main evaluation questions that can be answered by the trial have now been adequately explored and evidenced.  Any remaining analysis they wish to undertake would relate to real world operations outside trial conditions.
  2. That they are considering closing the trial earlier than the nominal end data of 2027, and moving to a new ‘business as usual’ regulatory arrangement for LSTs

While no date has been announced for (b),we are able to make changes to the trial data process immediately, based on (a), reducing the quantity of evaluation data required from operators to the minimum necessary to retain tracking of who is running LSTs and the base data needed to monitor the injury incident rate.

So from May 2022 – starting with the submission of data for 2022-P1 (Jan-Apr) THREE changes are being made:

  1. A further reduction in the level of operational data to be provided,
    moving from individual trailer legs and distance counts to a single total figure for the operator’s whole LST fleet.
  2. A move from submission of Excel data files by email, to an online web-portal.
  3. Integration of the process for requesting changes to VSOs on that same portal,
    to reflect changes in vehicles status, so that this is also initiated via the web portal

About the portal

The portal enables us to have operators put the new, much more limited, set of data and checks required directly into the Gold Vision system, rather than emailing it to Risk Solutions and then having us process it and then upload it to Gold Vision.

The portal is only expected to be an interim solution pending an announcement about the future of the trial, and it is therefore quite basic in its functionality and page design

From 2022-P1 you need to use the portal to make your submissions every four months

  1. Choose how to read the instructions
    One of the current limitations is we were not able to embed the user instructions in the portal pages so you have two options:
    1. Use the instructions on this web page, clicking through the 4 steps here, with the portal open in another browser window OR
    2. Download the PDF version of these instructions and those.
  1. Log in to the portal
  2. Complete the steps using the TABS across the top of the portal web page
    1. Company info and contact checks/changes
    2. Trailer VIN and VSO checks/change requests
    3. Enter period data for whole LST fleet (just 3 numbers)
    4. Enter any reportable incidents
    5. Tick 4 confirmation boxes to declare you have done all the steps above

Please note – for all injury incidents, or major on road damage events, you ALSO still need to inform DfT at the time by email on Freight@dft.gov.uk (and please also copy Risk Solutions in on LSTtrial@risksol.co.uk) – do not wait until the next data submission date.

WHAT YOU DO NOT NEED TO DO!

From 2022-P1 you no longer need to:

  • Email us at all, unless you have a question
  • Send in Excel Data Submission Files (though you can still use them to collect your data if you want to)

Please note that once the portal is live, the time available to the team here in Risk Solutions will be reducing and portal requests will be handled first, so the speed of response to emails may go down. If you have an urgent issue, it may be best to ring us on 01925 413 984

L) Logging In

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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 can be UP TO 10 CHARACTERS of any kind.

  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.

0) Company and Contacts

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Company Home Page

The top section of the home page shows key details we hold for you including Operator ID number and you trial SID (three character code we use for your data), the person we currently have noted as the main data contact and any email domains logged for your company, meaning all emails from those domains to lsttrial@risksol.co.uk are automatically linked to your company record.

In the lower half of the page, ignore Notes & Attachments for now – we will come back to Contacts later

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Confirming first log in
As we are setting up almost 300 LST operators on the portal, we are asking you to confirm your successful log in the first time you get in even if you are not yet ready to submit your data.  

This will also teach you how to change any editable field in the portal – which you will need to do to submit your data later.  

The steps below explain how to update the field First Login OK

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Click on the edit icon (pencil) to the right of the field. 
(Only items with this icon are editable by users)

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Click on the small check box (on the left) to make a small tick appear AND THEN SAVE by clicking on the BIG tick (next to the X) or the big X to cancel (Yes – having two TICKs is confusing!)

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And it should look like this.  
You do not need to do this every time you log in – only the first time.

LOGIN TEST ENDS HERE

PLEASE LOG OUT OF THE PORTAL BY CLICKING ON YOUR NAME (TOP RIGHT) AND THEN ‘LOG OUT’ OR JUST CLOSE YOUR BROWSER WINDOW

PLEASE DO NOT DO ANY OF THE STEPS BEYOND THIS POINT THIS UNTIL RISK SOLUTIONS FORMALLY NOTIFY YOU THAT THE PORTAL IS OPEN FOR DATA SUBMISSIONS. WE EXPECT THIS TO BE IN MID-LATE MAY, ONCE WE HAVE MANAGED THE LOGIN PROCESS FOR MOST OF THE 300 COMPANIES ON THE TRIAL.

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Company Information Check
Now please review the info at the top of the page to check it is correct.  You will be asked to confirm this on the last page of the portal. If anything is wrong, please email us at lsttrial@risksol.co.uk

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Contacts List View
We now need to confirm the contact details we hold for you. 

In the lower half of the page you will see ‘sublists’ for Notes and Attachments and Contacts.

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Contact List Check
Click on Contacts and the page will show all the people we have now, or have held in the past, for your company.

As long as the current main contacts are in the list and their details are correct – you do not need to change anything (it does not matter if the list contains old contacts)

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Edit an existing contact’s details You can EDIT an existing contact by clicking on the name (in blue)

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The details for that contact will be shown, with all editable fields indicated by the pencil icon.

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Click on the pencil icon to edit that item and click the TICK to save or X to cancel

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Ignore Notes and Attachments and Role Management sections – we are not using those at the moment.

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Once you have edited all the fields you need to change, click BACK and the whole contact record will be saved and updated on our systems.

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Add new contact
FUNCTION NOT YET AVAILABLE – GO TO STEP 1-0
If you need to add a NEW contact – you can do so using his blue button on the top right of the contacts list

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Fill in the details in the fields provided

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Click SAVE (blue button – bottom right – it may have scrolled off your screen)

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Check your entry and either amend it or press BACK to return to the home page.

1) Trailers and VSOs

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In this step you need to check the list of trailers and VSOs (Vehicle Special Orders) we hold for you and, if any changes are needed, you will need to make an ‘Action Request’.

You cannot EDIT your trailer or VSO data directly as this is held in a master database only editable by VCA, DfT and Risk Solutions

Click on the Step 1 tab at the top of the page

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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.

For each VSO the list will have one row called ‘All n’ trailers on that order, followed by individual rows for each trailer.

For the individual trailers the list will show:

Rev/Canc – which if ‘ticked’ means it is an old, revoked VSO.  These will only show if there are still some VINS associated with it – which may indicate that an error has occurred in revoking that VSO.

Company trailer ID – what you call it!

C Number (or ‘Ministry’ number) – the actual code for the trailer in the DVSA Database.

VIN-DVSA from C which is the VIN in the DVSA database for that C Number (as explained below)

Action Request showing any ‘live’ action requests you have made – of which more, later…

If you have no changes to request – you will be asked to confirm this in the last step of the process.

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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
STEP 1 of the submission is to check your trailer and VSO list is still correct (in which case not action is needed) or to make action requests

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

1.3.2

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

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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.    

1.4.2

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.

2) Period Data Submission

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Data Submission Step 2 – Period Data
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.

Click on the Step 2 tab at the top of the page to begin

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Past period data 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)  

You will be able to see your recent submissions summarised in this way in the list.

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

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Enter some text in the summary line that identifies what you are doing (think of it like the email subject line)

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

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-P3

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

We will then ensure we use your final version.

3) Injury Incidents

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Data Submission Step 3 – 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

This replaces the entire process of submitting incident records in an Excel log that was used up to period 2021-P3.

Click on the Step 3 tab 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-P3 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.

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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.

4) Submission Confirmation

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Data Submission Step 4 – Confirm and Submit

In this step you will confirm that you have completed all the elements of the period submission, just as you used to do in your Excel DSFs.

By ticking these confirmation boxes you are declaring that in each section either

  • There was no change required the existing data OR
  • That you have added all the data or action requests necessary for the period.

Click on the Step 4 tab at the top of the page to begin

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Confirming your whole period submission

Each time you complete a period, you create a confirmation record which gets added to the list shown on this page.

Start by clicking the blue button at the top of the page

Enter some text in the summary line that identifies what you are doing (think of it like the email subject line)

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

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-P3

Use the four confirmation statements as a reminder to check you have:

  • Reviewed company contact info and either found it to be correct OR have made changes directly.
  • Reviewed your VSOs and VINS list and either found it to be correct OR have added ‘Action Requests’ either for individual trailers or whole VSOs
  • Added a new Period Data entry, containing the 3 numbers summarising your LST fleet operations for the period
  • Reviewed your company records for any reportable incidents occurring while an LST was being used and either found NO INCIDENTS or have added each incident in a record in the Step 3 tab.  

When you are happy that all the steps have been completed, tick the 4 boxes and 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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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