Phytclean Guide: How to apply for phytosanitary (special) markets

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1 Wednesday, 27 June 2018 Phytclean Guide: How to apply for phytosanitary (special) markets Preamble This help file is designed for pome fruit producers registering for special markets. Please use this guide throughout the process as most of the questions you might have are addressed in here. For questions that are not addressed here Hortgro can provide assistance. Those contact details can be found on the PhytClean platform (under the Support menu). This help file assumes you have created a User Profile on the PhytClean online platform ( If not, go to the website and click on the link Register as a new user. Follow the prompts. Once a User Profile has been created then follow this guide further. Part 1: Linking to an FBO In order to register an FBO for a phytosanitary market your User Profile will need to be linked to that FBO. This first section deals with linking your User Profile to an Organization and FBO. Info: The reason the system is set up for Users to be linked to organizations is so that groups of FBOs can then be managed together (think one large company with many farms/pucs). This allows for the flexibility to then manage these FBOs collectively but individually under one umbrella organization. It is really important then to make sure the FBOs themselves are linked to that umbrella organization successfully at the appropriate step described below. Once you have logged in go to: Click on FBO on the top menu Select Link to an organization and its FBOs Type in the FBO you are wanting to link yourself to.

2 Tip: FBO codes have been pre-loaded onto PhytClean from the DAFF FBO database. If for some reason your FBO is not on the PhytClean system (e.g. a recently acquired FBO code) please advise Hortgro who will be able to add valid FBOs to the system. 1 Notes: Once you have linked yourself to an FBO the Main contact for that FBO will be sent an confirming that you are now linked (but only if a Main contact has been set up for that FBO already). Part 2 Registering an FBO for Special Markets This part deals with the actual phytosanitary registration process. Go to: Click on FBO on the top menu Select Pome Phytosanitary Registration Read the instruction and then begin by selecting START. 1 If your FBO code is not registered on the DAFF FBO database please follow this link: 2 P a g e

3 Select the FBO you would like to register from the dropdown list. Only FBO s linked to your User Profile appear in the list. Go back to Part 1 to add a new FBO if you need it to appear in the list. Press UPDATE on the FBO is selected. On the following page you must update the detail for this FBO (at the top of the page). This is where you need to correctly link the FBO to an organization. 2 2 All FBO s not yet linked to a specific organization are by default linked to the PHYTCLEAN DEFAULT ORGANIZATION. Therefore when you link to an FBO your User Profile is automatically linked to PHYTCLEAN DEFAULT ORGANIZATION. Once you have completed your registration there it is advisable to unlink your User Profile from the PHYTCLEAN DEFAULT ORGANIZATION. The pages will load up quicker because the PHYTCLEAN DEFAULT ORGANIZATION has thousands of FBO s linked to it. 3 P a g e

4 Organization By Default the organization is PHYTCLEAN DEFAULT ORGANIZATION. To change it press the down arrow on the RHS to find the correct organization. If you cannot find the correct organization it probably means that organization has not been registered on the system yet. In this case select the option <New>. On the next page you will be able to insert that new organizations details. You should only ever have to do this once as that organization will then appear in the dropdown list from then on. Tip: To find <New> when the box is highlighted type < and <New> should be highlighted. Likewise, type the first letter of an organization to jump to that part of the list. Typing the first two letters in quick succession narrows the search down further. GPS Coordinates The format used by PhytClean for GPS Coordinates is decimal degrees: YY.YYY S XX.XXX E. (Initially it has been set to two decimal places but this will be changed to three.) Users more familiar with the degrees minutes seconds format ( S E) can go to the following website to convert to the required format. PhytClean does not endorse this site but has found it to be the most simple to use. This site is actually useful if obtaining coordinates for the first time by using the map to locate the farm. 4 P a g e

5 Previous Registration Documents Below the FBO details any previous PDF registration forms will appear below this FBO details. To view this just Click on the file name. Contact Details: This section on the bottom half of the page is very important as it deals with contact details for people linked to this FBO. On PhytClean it is possible to have more than one contact person for this FBO (think owner, manager, office assistant, etc.). This is the stage when you can add all these contacts to the PhytClean database. Contact appear in the Grid. When you select a contact that person s details appear in the form below the grid. NB: To add a new contact, select ADD NEW at the bottom of the page. Press Save Changes to save the updates. NB: At the bottom of the form please click on FBO Main Contact to identify who is the main contact (there can be only one). This contact person s details will be pulled through in the phytosanitary registration forms. If contacts have already been created for this FBO but you need to edit them, then press SELECT on RHS of list and their information will appear in the form at the bottom. Edit the details and then press Save Changes. 5 P a g e

6 Bear in mind that these contacts are also sector specific (i.e. the manager responsible for the pome fruit might be different from stone fruit operations). Tip: Don t delete contacts just because they might not be responsible for your sector. Once all the contact information has been saved, click NEXT. Linking to a packhouse (PHC): The next step requires the user to link the FBO (PUC) to the packhouses (PHCs) that they are intending to pack at over the period covered by the registration. Please note this is not PHC registrations but only linking to this PUC to this PHC. PHCs have to register separately. To link a new PHC to this PUC, select Link to Packhouse. A list of all PHCs will appear. You can narrow down the list by typing in the first letters of the packhouse name if it is known. 6 P a g e

7 To unlink a PHC to a PUC just select the corresponding UNLINK button on the RHS for that record. Once all the PHCs have been selected then press NEXT. 7 P a g e

8 Orchard Information: The next page deals with adding and updating orchard information. To sort or filter the information use the tools available in the headings of the grid (click on them in the headings). To add new orchards click on the Add new record at the top of the page. Add the information accordingly per orchard. Press Update to save the information that you have added in that line. NB: If you try to add an orchard with the same name and cultivar combination that already exists it will be not be saved. To change existing information use the EDIT button on the RHS. To delete orchards/vineyards just click on the Delete button on the RHS. Select NEXT once all the orchard information is captured. Now select which markets you would like to export and register for by ticking the appropriate boxes. Press NEXT once the selection has been made. 8 P a g e

9 This next step allows you to indicate which orchards should be registered for each special market. Again, make a selection by ticking the appropriate column per orchard. Note that some options will not be available. This happens when a particular cultivar is not relevant or not permissible under the protocol rules to access that market. Once the selections have been made, press NEXT. Declarations: Producers and packhouse managers are required to make appropriate declarations in order to export. This page is set up to do so by ticking the Checkbox associated with each declaration. A tick means I AGREE. 9 P a g e

10 You have reached the end of the data capture process now. The next step involves the data platform generating the registration application form. Click on the like Open PDF. It is important that the following is done: Check that all the details in the application are correct. If not, you can go back through the process and correct these (provided it is before the end of the registration process deadlines). Follow all the instructions, including signing the document and the see how to load this document up onto PhytClean (part 3 below). 10 P a g e

11 Part 3 Uploading Signed Registration documents In previous years DAFF required that hardcopies of the signed registration documents are sent to the DAFF offices in Pretoria. In 2018 they have indicated this is no longer necessary and copies of the signed documents can be uploaded onto PhytClean instead. This section covers how to upload these signed copies onto PhytClean. Before you begin, please read the following really important instructions: 1) Only copies of registration documents generated off PhytClean can be uploaded. If you have used any manual registration forms (DAFF forms), then these will have to be sent back to DAFF in Pretoria. Neither Phytclean, nor Hortgro can assist with the DAFF manual registration process. 2) It will be possible to change your registration details more than once on the platform during the application window, however only the last version will count. 3) IT IS THE PRODUCERS RESPONSIBILITY TO ENSURE THAT THE DETAILS CAPTURED ON PHYTCLEAN ARE NOT CHANGED AFTER THE SIGNED PDF VERSIONS OF REGISTRATION DOCUMENTS HAVE BEEN UPLOADED which would cause a discrepancy in the information in the database and what is submitted. 4) NB: Payments should be made and proof of payments available as part of the documents to be uploaded. These should be loaded up together with the registration PDF or separately using the same methods described below. 5) NB: Please also note that the B. Dorsalis records also need to be uploaded onto the system using the methods described below. Uploading the documents: First you will need to get electronic copies of the documents by scanning them. On the HOME Menu on PhytClean select the POME FRUIT option. 11 P a g e

12 Then select the Pome Fruit Uploads link. Then select the Upload Registration Documents link. A grid will appear on the RHS, which will initially have no lines of data in it. Type in the FBO you are loading the documents for, or hit the Get Results button to see a full list of FBO you are linked to. (Only those FBO s that you are linked to will appear in the grid see Part 1) Select the FBO that you are uploading the documents for by ticking the checkbox. Then press the EDIT button. A window will pop up. For the dropdown list marked Document Status, select the UPLOADED option. 12 P a g e

13 Near the UPLOAD: item press the Select files button. You will then be able to find your electronic copies of the files and add them to the system. Make sure that the document is fully uploaded before moving off this screen. 13 P a g e

14 Then press SUBMIT. The document will be uploaded. To view the document you can go to the FBO Menu on PhytClean, and select Document Manager. Follow the instruction on that page on how to get a list of documents. NB: You will have to repeat this process to upload the Proof of payment and also the BD trap records as required for DAFF registration. Just select the correct link on the LHS menu under Pome fruit Uploads. 14 P a g e