Frequently Asked Questions (FAQs) for VIP Project
Is there a cost to obtaining a BCeID
No, there is no cost to obtain a BCeID. For more information and to obtain your BCeID, please go to https://www.bceid.ca/home.asp?provider_id=SCOBA
What benefit is it for me as a DIF or PMP?
Benefits for you would be no postage costs, electronic retrieval of completed forms for your records, the system would prevent keying errors and returned forms for you to resubmit.
What benefit is it to my customers?
The benefit would be "real time data". Once the inspection has been entered into the system, your customer records are updated. If they have had an inspection ordered, the flag will be cleared from the data system saving them extra time during enforcement stops.
Who can use the e-form to enter the inspection information?
Any authorized Designated Inspection Facility or Preventative Maintenance Program that has obtained a BCeID and has informed CVSE of the BCeID number. The facility then may assign staff to do the entries.
I am in a dealership and the mechanics do not have access to our computers. All computer data entry is done by our service advisors. Can our service advisors or the Service Manager enter the inspection online?
Yes. In cases where a person other than the Authorized Inspector will be entering the forms on the computer the Authorized inspector must READ the form for accuracy and SIGN the form once it is printed.
In my company, all paperwork is completed by office staff, the inspector that inspected the truck works from a work sheet and only signs the completed form. Can my office staff do the data entry?
Yes. In cases where a person other than the Authorized Inspector will be entering the forms on the computer the Authorized inspector must READ the form for accuracy and SIGN the form once it is printed.
One of your inspectors came to my shop and obtained copies of all my inspections for the last month. He later came back and gave a ticket for inappropriate certification of a vehicle. He said he knew my inspector signed the report because his signature was on all copies of the report. How will he be able to know who signed the report if its only on the computer?
By submitting the report it has been electronically signed. The Authorized Inspector's name and number will appear on the form. The Inspection Facility will be responsible for all persons to whom they give access to enter the forms and for all the Authorized Inspectors at the facility.
Arising from the last question. Will I have to keep paper copies of each inspection in my files?
Yes, you should keep signed paper copies. You will be able to keep electronic copies in a file on your computer as well.
If I do have to still keep paper copies in my files, if so, what is the advantage to me?
If you keep a signed paper copy, you will have proof of the signature of the Authorized Inspector that performed the inspection. If the computer fails or crashes, you will still have copies of your inspections.
After doing the data entry and sending it, I noticed that the vehicle description was wrong on my printed copy. Checking it, I discovered that I transposed a couple of numbers in the registration number. What do I do now?
If a copy of the inspection report is submitted with errors, a new report will have to be completed and CVSE Victoria office will have to be notified of the errored report. CVSE Victoria will ensure that the correct inspection is added to the database.
I am inspecting two vehicles at the same time (B train) one trailer passed and the other failed but I entered the wrong information on each. Now the computer says the wrong ones are passed and failed. What do I do?
If a copy of the inspection report is submitted with errors, a new report will have to be completed and CVSE Victoria office will have to be notified of the errored report CVSE Victoria will ensure that the correct inspection is added to the database.
I was in a hurry last night when I entered a vehicle as passed and this morning I see my mistake. It actually failed. What do I do now?
If a copy of the inspection report is submitted with errors, a new report will have to be completed and CVSE Victoria office will have to be notified of the errored report. CVSE Victoria will ensure that the correct inspection is added to the database.
I am an authorized inspector and I failed a vehicle last week but my boss entered it as passed using my password. He said the owner promised him he would fix the failed item. I just noticed it while looking at a file. What can I do?
Your password is a unique identifier and should not be given to other people to use. The inspection report must be signed by the Authorized Inspector, if someone else signs the report, that person is in violation of the Motor Vehicle Act Regulations. If a copy of the inspection report is submitted with errors, a new report will have to be completed and CVSE Victoria office will have to be notified of the errored report. CVSE Victoria will ensure that the correct inspection is added to the database.
If I put one of the decal tabs on the copy to the owner, what do I do with the other tabs?
You can put one of the tabs on a copy of the inspection report for the Autoplan agent (where required) and the remainder on the copy of the report that you keep in your files.
Now the process is to stick the unused part of the decal on the back of the copy I send to Victoria, if I am not sending any paper to Victoria, what do I do with the unused part of the decal?
You can put one of the tabs on a copy of the inspection report for the Autoplan agent (where required) and the remainder on the copy of the report that you keep in your files.
I do not want any of your staff touching my computers. I inspect over 30 vehicles a month. Will I be required to print out as many as 2 - 300 inspection reports when your staff does an audit?
The CVSE Motor Vehicle Inspectors will have the ability to print reports in their office prior to a facility inspection.
Do I have to keep a record of the inspections I perform?
Yes. Use your decal log and add the transaction number that appears at the top of the inspection report.
My computer is broken and I have to do five inspections. Can I still do them the way we used to before going to the new e-form?
Yes. If you do inspection reports using the card and plate and mail them to Victoria, DO NOT redo them on the computer once it is fixed.
I do inspections for a PM company. Now I cross out my SA number and write in his PM number. Can I change my SA number to his PM number in the computer or do I still do it the same?
You will be able to use the PM number of the Preventative Maintenance Program you are doing inspections for.
Does the DIF have to keep a signed copy on hand for the AVI to inspect during audits and renewals?
Yes. We must continue to have these two hard copies to maintain integrity of the system. The rest of the project is to ease data entry, speed up the process and eliminate most of the errors.
Will Authorized Inspector's still need the card?
Yes, Authorized Inspectors will still need the card. The number imprinted on the card is the number that will be required to be entered in order to access the inspection forms. The number will change each time a new card is requested, thus keeping the Authorized Inspector "active" in the data base.
Will the facilities still need the plate?
Yes, facilities will still need the plate. The number imprinted on the plate is the number that will be required to be entered in order to access the inspection forms. The number will change each time a new plate is requested, thus keeping the facility "active" in the data base.
Do I have to do my inspections over the internet?
No, at this time you may complete your inspections using the imprinter and mail them to CVSE Victoria. Inspections completed by using the imprinter will be added to the database in Victoria. Inspections done by this method will take some time to be added to the system and may be an inconvenience to your customer when it is time to renew their insurance.