IVR Oyster Shipment System User Guide

Transcription

1 IVR Oyster Shipment System User Guide A system user guide for NSW oyster growers wishing to ship oysters from NSW locations using the NSW Department of Primary Industries oyster shipment Interactive Voice Response (IVR) System

2 Published by the NSW Department of Primary Industries Shellfish Shipment System User Guide First published September 2014 More information Philip McCarthy / Fisheries Compliance Branch / Bathurst State of New South Wales through the Department of Trade and Investment, Regional Infrastructure and Services, You may copy, distribute and otherwise freely deal with this publication for any purpose, provided that you attribute the NSW Department of Primary Industries as the owner. Disclaimer: The information contained in this publication is based on knowledge and understanding at the time of writing (September 2014). However, because of advances in knowledge, users are reminded of the need to ensure that information upon which they rely is up to date and to check currency of the information with the appropriate officer of the Department of Primary Industries or the user s independent adviser.

3 Contents System Background... 1 System Functionality... 1 How to make a shipment using this system... 1 Information needed to make a shipment... 2 Frequently Asked Questions... 3 Estuary Identification Numbers... 6 Cultivation Types - Current... 7 Contact Us... 9 i NSW Department of Primary Industries, September 2014

4 System Background The NSW Government is committed to reducing regulatory costs for business and the community by 20 per cent by 30 June 2015, which has been estimated as requiring reductions in regulatory burden of $750 million in annual terms by June 2015 (NSW Better Regulation Office 2007). The Oyster Shipment IVR system implemented in March 2013 demonstrates a commitment by NSW DPI to reducing red tape by replacing a log book and postal mail notification system with a paperless real time telephony based system. This will reduce administration for NSW oyster growers and prevent double handling of information by NSW DPI staff. The system will also assist in reducing biosecurity risks arising from shellfish shipments by only allowing the entry of shipments that are lawful according to any oyster movement restrictions in place. System Functionality The system allows permit holders to lodge notification of an intention to ship oysters/farming equipment from: Leases to leases in another estuary Hatcheries/nurseries to leases in another estuary Hatcheries/nurseries to another hatchery/nursery in another estuary Leases to an interstate destination Hatcheries/nurseries to an interstate destination In addition the system allows permit holders to cancel a planned shipment and listen to the details of shipments already lodged. If you plan to ship oysters/farming equipment from a lease to a land base outside the estuary for the purpose of managing the oyster stock prior to returning them to a lease in the source estuary then you should continue to use the logbook shipment notification system to handle these types of special shipments. How to make a shipment using this system Identify all the details of the planned shipment which includes date, time, species, leases (or the estuary) you are shipping from and to, cultivation types and quantities (see table on following page) Locate your NSW DPI Aquaculture Permit (AP) Number and IVR personal identification code which you should have received by postal mail. Call to access the system and login with your AP Number and personal identification code. Follow the prompts to enter the required information to complete the shipment. Write down the shipment authorisation receipt number that is provided by the IVR system once the shipment has been saved. Ensure that the shipment authorisation receipt number travels with the shipment. Make the shipment on the planned date/time. If the shipment is not going to take place as planned, login to the system prior to the shipment date and follow the prompts to cancel the shipment. 1 NSW Department of Primary Industries, September 2014

5 Information needed to make a shipment All shipments require the permit holder to enter their AP number, IVR personal identification code and proposed shipping date. If the proposed shipping date is two days from the current date then the system will also ask for the shipping time so as to confirm the precise shipment date/time is no less than 48 hours from the current time. Additional information required varies depending on the proposed shipment type and which is summarised in the following table: Table 1: Information required to lodge different shipment types Shipment Type Permit ID Personal IVR Identification Code Species Type Origin Lease # Origin Estuary # Destination Lease # Destination Estuary # Destination State Cultivation Type Cultivation Type Quantity Shipping Date Infrastructure completely dried for 30 days Yes Yes No No Yes No Yes No No No Yes Oysters/farming equipment treated according to POMs protocols Yes Yes No No Yes No Yes No No No Yes Leases to other leases (including for culling and depurating purposes) Yes Yes Yes Yes No Yes No No Yes Yes Yes Hatcheries/nurseries to leases Yes Yes Yes No Yes Yes No No Yes Yes Yes Hatcheries/nurseries to another hatchery/nursery Yes Yes Yes No Yes No Yes No Yes Yes Yes Leases to an interstate destination Yes Yes Yes Yes No No No Yes Yes Yes Yes Hatcheries/nurseries to an interstate destination Yes Yes Yes No Yes No No Yes Yes Yes Yes 2 NSW Department of Primary Industries, September 2014

6 Frequently Asked Questions Q. If I do not have access to a land line phone or mobile phone signal can I continue to use the Oyster Shipment Logbook System? A. Yes: However when phone access becomes available you must use the IVR system. Q. When do I need to use the IVR system? A. This IVR system is to be used to log all intended shipments of oysters originating in NSW with the exception shipments within the same estuary or those intended for human consumption. Q. Is the IVR system replacing the previous Oyster Shipment Logbook notification system? A. Yes: If you elect to use the IVR system the Oyster Shipment Logbook should not be used for any future shipments. Q. What type of phones can be used to make a shipment using the IVR system? A. Any type of push button phone can be used as well as any mobile phone. Q. Do I need to lodge a shipment using the IVR system for movements of oysters within the same estuary? A. No: If you are moving oysters from one location to another within the same estuary you do not have the report these movements to NSW DPI. Q. What is my personal identification code? A. Personal identification codes are a unique 4 digit numbers allocated to each permit holder which are to be posted to all permit holders. This code is used to allow permit holders to securely login to the IVR system. Q. Can I change my personal identification code? A. Yes: Contact during business hours and a DPI Aquaculture Administration staff member can change this for you once they have verified your identity. Q. What is an estuary identification number? A. All NSW estuaries have been allocated unique identification numbers to allow oyster 3 NSW Department of Primary Industries, September 2014

7 growers to easily identify source and destination estuaries using a phone keypad. All estuaries and their identification numbers are printed on page 5 of this document. Q. What is a cultivation type? A. For the purposes of the IVR system cultivation type refer to equipment used to contain oysters being cultivated for shipment, such as trays, baskets, sticks and bags but may also refer to oysters of varying sizes. Q. Do I have to make multiple phone calls to the IVR system if I am shipping oysters to more than one lease in the same destination estuary on the same day? A. No: Once you have identified one of the leases you are shipping to the IVR system will save that record, and then allow you to enter other lease numbers in the same estuary to lodge further shipment records all within the same phone call. Q. What if I don t end up making a shipment that I have lodged with the IVR system? A. The IVR system allows permit holders to cancel shipments before the planned shipment date if they don t eventuate. Q. Can I use the IVR system to listen to the details of past shipments I have made? A. Yes: The system allows permit holders hear the details of past shipments they have made in order from newest to oldest. Q. What if I want a written record of past shipments that I have made? A. Contact during business hours and a DPI Aquaculture Administration staff member can arrange for a printed shipments report to be supplied to you. Q. What if I am shipping into NSW from another state? A. Please contact a DPI Aquatic Biosecurity staff member on during business hours to discuss the planned shipment before logging the shipment. Q. Will the IVR system prevent permit holders from lodging unlawful shipments? A. Yes: The IVR system is configured to implement any movement restrictions in place at the time and will prevent permit holders from lodging shipments that don t comply with those restrictions. The permit holder will be notified by the IVR system that the shipment is not permitted. 4 NSW Department of Primary Industries, September 2014

8 Q. Will the IVR system allow shipments to be made in accordance with Pacific Oyster Mortality Syndrome (POMS) movement protocols? A. Yes: The IVR system will allow permit holders to declare they are shipping from POMS affected estuaries in accordance with POMS movement protocols. Q. What is the minimum and maximum notice that I must give when lodging a shipment? A. The IVR system will only allow shipments to be made from 48 hours in advance up to 7 days in advance. Q. What if I am only making a shipment for stock management purposes only, such as culling, grading and overcatch management? and depurating? A. If you are planning to move oysters from within one estuary to another estuary to cull or depurate, you are still required to lodge the shipment using this system Q. Will I still be required to notify the local Fisheries Office that I intend to make a shipment? A. No: Once a shipment has been lodged the IVR system the IVR system will immediately send SMS and notifications to Fisheries Officers affected by planned shipments who may then contact you to inspect the shipment Q. What should I do if I am having difficulty using the IVR system to lodge a shipment? A. If you are shipping under the authority of a Fisheries Management Act 1994 Section 37 Permit, or you are shipping hatchery spat under authority of the Shellfish Hatchery Protocol, the IVR system may have difficulty in determining the lawfulness of the oyster movement and prevent you from lodging the shipment. If this happens to you contact during business hours and a DPI Aquaculture Administration staff member will assist you to lodge the shipment. Future planned changes to shipment rules are likely to resolve this problem. Q A What happens if I am logging a shipment using a mobile phone and phone drops out of service or the battery runs flat? Does this require starting the notification again from the beginning or is there provision to continue and finalise the shipment? No. If the call terminates before the shipment is saved and you are not issued a shipment authorisation receipt number, you will need to start the shipment process again. This should only take 2 3 minutes for most shipments. 5 NSW Department of Primary Industries, September 2014

9 Estuary Identification Numbers The following table lists NSW estuaries and their identification numbers as used in the Shellfish Shipment System. Table 2: NSW Estuary Identification Numbers Estuary Identification # Estuary Identification # Bega River 1 Moruya River 32 Bellinger River 2 Murrah Lagoon 33 Bermagui River 3 Nambucca River 34 Botany Bay 6 Narrawallee Creek 35 Brisbane Water 7 Nelson Lagoon 36 Brunswick River 8 Nullica River 38 Burrill Lake 9 Pambula River 39 Camden Haven 10 Patonga Creek 40 Candlagan Creek 11 Port Hacking 41 Clarence River 12 Port Stephens 42 Clyde River 13 Providence Bay 43 Conjola River 14 Richmond River 44 Corunna Lake 15 Sandon River 45 Crookhaven River 16 Shoalhaven River 46 Currambene Creek 17 Sussex Inlet 47 Cuttagee Lake 18 Tomaga River 48 Fishery Creek 20 Towamba River (Kiah) 49 Georges River 21 Tuross Lake 50 Hastings River 22 Tweed River 51 Hawkesbury River 23 Twofold Bay 52 Hunter River 24 Wagonga Inlet 53 Jervis Bay 25 Wallaga Lake 54 Macleay River 28 Wallis Lake 56 Manning River 29 Wapengo Lake 57 Merimbula Lake 30 Wonboyn River 58 Moona Moona Creek 31 Wooli Wooli River 59 6 NSW Department of Primary Industries, September 2014

10 Cultivation Types - Current The following table lists the cultivation types the system allows users to choose from when making a shipment. Users do not need to use any codes when choosing the cultivation type, rather the system will read out the shipments one by one and ask if the user is shipping that cultivation type. Cultivation Type Sticks Slats Clean trays of culled oysters > 50mm Clean baskets of culled oysters > 50mm Clean cylinders of culled oysters > 50mm Clean bulk (40L Bag Equivalent) of culled oysters > 50mm Trays of oysters Baskets of oysters Cylinders of oysters Bulk (40L Bag Equivalent) of oysters Clean trays of oysters <= 50mm Clean baskets of culled oysters > 25mm Clean bulk (40L Bag Equivalent) of culled oysters > 25mm Clean cylinders of culled oysters > 25mm Clean baskets of oysters <= 25mm Cultivation material cleaned and dried for 30 days prior to movement or treated with chlorine Clean bulk (40L Bag Equivalent) of oysters <= 25mm Clean cylinders of oysters <= 25mm Clean trays of oysters <= 25mm Clean trays of culled oysters > 25mm 7 NSW Department of Primary Industries, September 2014

11 Clean baskets of oysters <= 50mm Clean cylinders of oysters <= 50mm Clean bulk (40L Bag Equivalent) of oysters <= 50mm Cultivation material Clean cultivation material 8 NSW Department of Primary Industries, September 2014

12 Contact Us Contact Type Information about Aquaculture generally NSW Details Port Stephens Fisheries Institute Taylors Beach Road Taylors Beach NSW 2316 Phone: Fax: Address: Locked Bag 1, Nelson Bay NSW 2315 Information on aquatic pests or diseases or on NSW Department of Agriculture (NSW DPI) Aquatic Biosecurity programs Phone: Fax: Address: Locked Bag 1, Nelson Bay, NSW Assistance with using the Shellfish Shipment IVR System to lodge shipments Aquaculture Administration Officer Port Stephens Phone: Technical support for the Shellfish Shipment IVR System Fisheries Compliance Bathurst Phone: Fax: NSW Department of Primary Industries, September 2014