Sustainability in Practice (SlP)
TM
Certification Program
Inspector Database User Guide
As of April 1, 2014
The SIP Certification online database streamlines the certification process. Login to complete vineyard inspections by reviewing documentation, confirming documentation, and entering notes. For complete rules and guidelines on the SIP inspection process see the Information Package.
Beth Vukmanic Lopez SIP Certification Manager
T: 805-466-2288
Contents
Getting Started with Database Administration ... 2
Login ... 2
Home Screen ... 2
Navigation ... 3
Manage Your Account ... 3
Edit Login, Password and Contact Information ... 3
Conduct Inspection ... 4
Vineyard Applications and Inspection Type ... 4
Missing Vineyard ... 5
Review Documentation ... 5
Submit Inspection Report (by July 25) ... 9
Submit Year End Documentation Inspection Report (by December 31) ... 10
Database User Guide
Getting Started with Database Administration
Login
1. Go to https://app.sipcertified.org/
2. Enter Login (your email) and Password (customized for each Inspector) 3. Click Login
Home Screen
Database User Guide
Navigation
Links at the top of the page will take you back to previous pages. Click Logout to logout.
Manage Your Account
Edit Login, Password and Contact Information
1. Click your name at the top right
2. Page lands on Overview page 3. Make edits
4. Click Save
Database User Guide
5. Click Points of Contact
6. Click Edit, Remove or New Point of Contact
7. If editing or adding a new point of contact, make updates to contact information 8. Click Save
Conduct Inspection
Clients annually assign an inspector to their SIP application. Your client should contact you in May to schedule a time to review their SIP application between June 1 and July 15.
Vineyard Applications and Inspection Type
1. Click Certifications
2. Preview vineyards
• Req. = Requirements: vineyard must complete all Requirements (assigned 500 points)
• Enh. Points = Management Enhancements: vineyard must achieve at least 50% of available points • Total Points = Total Score: total ME achieved
• % = Percent of Point Achieved: vineyard must achieve at least 75% of total points (Req. + Enh. Points) • Cycle Year = 1, 2 or 3: see Information Package for details on certification cycle
• Audit Type = Type of Inspection:
o Full = complete documentation and onsite inspection
o Documentation = renewal documentation offsite inspection (provided by SIP staff annually) o Doc+Onsite = renewal documentation and onsite inspection (provided by SIP staff annually)
o Impromptu = 48 hours notice of renewal documentationand onsite inspection (provided by SIP staff annually) • Inspection Report Rec’d: Inspector submitted final report to SIP staff
• Year End Rec’d: Inspector submitted 8.1.1 July through November Pesticide Use Reports and Chapter 11 Year End Water and Nitrogen Use Reports to SIP staff
• View Report: click to see printable inspection report
Missing Vineyard
If you do not see the vineyard name listed under Certification to Audit - Current, contact your client and have them assign you to their vineyard. Your client can add you to their application by:
1. Logging on 2. Click Certifications
3. Under Certifications in Progress click View Application & Files 4. Under Audit select Inspector name from dropdown
5. Click Save
Review Documentation
1. Under Certifications to Audit – click the name of the Vineyard you are going to inspect
• A single owner managing multiple ranches can combine documentation and inspections for vineyards under one application. Specific vineyard documentation will need to be present for all vineyards but consistent
information (e.g. human resources) can be documented once. Review the most representative set of
documentation and spot check documentation for all the vineyards. Onsite inspections will be conducted at all properties.
2. Click a chapter
• This page shows a summary of each chapters points
o The Auditor column shows inspector verified questions and points o The User column shows vineyard completed questions and points
o The Total column shows total available Requirements/Enhancement Points
o = All questions have been verified by the Auditor - Auditor and User points are the same o = Auditor and user points are not the same - review these chapters
o = Auditor did not review question
3. Click a subchapter (as needed)
4. For each question review documentation, select appropriate answer for “Documented ok?” and enter notes under
My Notes.
o At a minimum, notes are required for all Requirements.
o Please remember that clear notes are very important because the Certification Advisory Committee (CAC) is making eligibility divisions based on inspector remarks.
• Client answered “Yes” to a question and you approve that documentation, your “Documented okay?” Should be “Yes”. • Client answered “Yes” to a question and you do not approve that documentation, your “Documented okay?” Should
be “No” or “Maybe”.
o Your client can see your notes - Under My Notes, include direction on what documenation is required to meet the Standard.
• Client answered “No” to a question and you agree, your “Documented ok?” should be “Yes”.
5. Click Save Audit at bottom of page
Submit Inspection Report (by July 25)
1. Click Certifications
2. Under Certifications to Audit – click the name of the vineyard you have confirmed all the documentation from Chapters 1 to 10 for and are ready to submit to SIP Staff
• Full inspections should have at least 75% in the Points column, all Requirement (Req’s) points and at least 50% of the Management Enhancement (Mgmt. Enh.) points.
3. Under Audit Complete? click the check box next to “the main sections' Requirements and Management Enhancements”
4. Click Sign Off On Audit
Vineyard Name 1 – 2014
Database User Guide
Submit Year End Documentation Inspection Report (by December 31)
1. Click Certifications
2. Under Certifications to Audit – Current, find the Vineyard you have confirmed 8.1.1 July to November pesticide use reports and Year End Report Data (Chapter 11) for and are ready to submit to SIP Staff
3. Under the Points column click the % number
4. Under Audit Complete? click the check box next to “the year end submissions” 5. Click Sign Off On Audit
Vineyard Name 1 – 2014
