Appendix 5 - Required Elements.pdf

STATE OF ILLINOIS

SCOPE OF SERVICES APPENDICES

APPENDIX 5 – REQUIRED ELEMENTS

State of Illinois IFB Appendix 5

REQUIRED ELEMENTS TO BE MAINTAINED ON THE VEHICLE INSPECTION DATABASE

VEHICLE TABLE

1) Air Team ID;

2) VIN (from SOS registration);

3) VIN2 (verified observed VIN from vehicle, if different from registration VIN);

4) License plate number;

5) Registration expiration date (YYMM);

6) Test by Date (TBD) (YYMM) – Current Test Cycle;

7) State issuing plate;

8) Vehicle Make (vehicle make code – NCIC);

9) Vehicle Model (full model name);

10) Vehicle Model year (YYYY);

11) Vehicle type (LDV, LDT, HDV);

12) Number of cylinders;

13) GVWR (actual, from manufacturer);

14) Transmission type;

15) Odometer (Miles) - reading for last initial test;

16) Fuel type;

17) OBD communications protocol;

18) OBD exception flag (Visual Inspection);

19) Vehicle Lookup Row ID;

20) SOS update date;

21) SOS registration type action code;

22) Purchase date (if provided by SOS);

23) Record creation date;

24) Current test count (number of tests this cycle);

25) Current readiness reject count (this cycle);

26) Date last passed emissions inspection;

27) Test Eligibility Date (TED) (YYMM) – Current Test Cycle;

28) Current status (e.g., complied, unassigned, on-hold, exempt);

29) Current enforcement level (e.g., complied, selected for test notice not complied, selected for SOS

Enforcement Notice, deleted, junked, exempted – vehicle type, out-of-state pass, complied – race/show car, not assigned, out-of-test area, exempt – model year, assigned new TED);

30) Compliance date (date of last change in status);

31) Exempt status code (non-exempt, exempt-permanent, exempt-temporary);

32) Exempt reason (fuel type, race/show, exempt ZIP, exempt model year, HDV, etc.);

33) Delete status (Y/N);

34) Delete reason (junked, destroyed, titled out of state, etc.);

35) Hardship extension eligibility status;

36) Voluntary flag; and,

37) Current VIR Number.

VEHICLE OWNER TABLE

1) Air Team ID;

2) Owner 1 Last Name;

APPENDIX 5 – REQUIRED ELEMENTS

State of Illinois IFB Appendix 5

3) Owner 1 First Name;

4) Owner 1 Email Address;

5) Owner 1 Phone Number;

6) Owner 1 Street Address (Number and Street Name);

7) Owner 1 City;

8) Owner 1 State;

9) Owner 1 Zip;

10) Owner 1 County Code;

11) SOS Owner 1 Code;

12) Owner 2 Last Name;

13) Owner 2 First Name;

14) Owner 2 Email Address; and,

15) Owner 2 Phone number.

TEST TABLE

1) Test ID Number;

2) VIR number;

3) Unique identifier for Test Facility, Self-Service Kiosk, MTU, Remote OBD;

4) OBD Test Equipment ID;

5) Test Facility Lane Position Number (if applicable);

6) Inspector ID (if applicable);

7) VIN (from SOS registration);

8) VIN2 (verified observed VIN from vehicle, if different from registration VIN);

9) Air Team ID;

10) Test Start Date Time (HH:MM:SS – MM/DD/YYYY);

11) Test End Date Time (HH:MM:SS – MM/DD/YYYY);

12) Test Record Upload Date Time (HH:MM:SS – MM/DD/YYYY);

13) Wait Time (Seconds), if applicable;

14) Test Type (OBD or Visual);

15) Test Result (Pass, Fail, Reject, Abort);

16) Test Result Reason (Codes Provided by Agency);

17) Test number (initial, first retest, second retest, etc.);

18) OBD Ready Reject Count;

19) MIL Status;

20) Number of DTCs;

21) DTC List;

22) DTC Description;

23) OBD Readiness Result (Ready, Not Ready);

24) Misfire Readiness Monitor Status (Ready, Not Ready, Not Supported);

25) Fuel System Readiness Monitor Status (Ready, Not Ready, Not Supported);

26) Comprehensive Component Readiness Monitor Status (Ready, Not Ready, Not Supported);

27) Catalyst Readiness Monitor Status (Ready, Not Ready, Not Supported);

28) Heated Catalyst Readiness Monitor Status (Ready, Not Ready, Not Supported);

29) Evaporative System Readiness Monitor Status (Ready, Not Ready, Not Supported);

30) Secondary Air Readiness Monitor Status (Ready, Not Ready, Not Supported);

31) Air conditioner Readiness Monitor Status (Ready, Not Ready, Not Supported);

32) Oxygen Readiness Monitor Status (Ready, Not Ready, Not Supported);

APPENDIX 5 – REQUIRED ELEMENTS

33) Heated Oxygen Readiness Monitor Status (Ready, Not Ready, Not Supported);

34) EGR Readiness Monitor Status (Ready, Not Ready, Not Supported);

35) Catalyst DTC Flag (Are Catalyst DTCs Present – Y/N);

36) Catalyst and Oxygen Readiness Monitor Status (Not Supported);

37) OBD VIN;

38) OBD Communications Protocol;

39) Voluntary Test Flag (Y/N);

40) OBD Test Equipment Software Version Number; and,

41) OBD Voltage.

TRANSACTION TABLE

For each vehicle record in the VID, the following transaction shall be tracked by Air Team ID:

1) Repair waivers issued;

2) Administrative waivers issued;

3) Repair Waiver denials;

4) Damage Claims;

5) Extra test authorization;

6) Initial vehicle TED selections;

7) Manual TED changes;

8) SOS Transaction History;

9) Administrative actions (Exemptions/Extensions):

(i). Outside of Affected Counties Exemptions;

(ii). Reciprocity with Other Jurisdictions Compliance;

(iii). Economic Hardship Extensions;

(iv). Sporting Activity Exemptions;

(v). Fuel Type Exemptions;

(vi). Vehicle Type Exemptions;

(vii). Vehicle Model Year Exemption; and, (viii). Parade or Ceremonial Vehicle Exemption.

10) Vehicle exemption removals;

11) Vehicle record deletions;

12) Deletion removals and reasons;

13) Vehicle record add (create vehicle record);

14) Vehicle record manual update (edit vehicle record);

15) Voluntary test authorizations;

16) Undo (a previous transaction generated in error);

17) Reprint (test reports, waiver certificates, forms, letters);

18) Motorist contact logs;

19) Motorist Assistance Contact;

APPENDIX 5 – REQUIRED ELEMENTS

Telephone inquiry;

Correspondence; and, Other contact with motorists.

20) Repair Industry contact logs;

21) Repair Industry Assistance Contact:

Telephone inquiry;

Correspondence; and, Other contact with repair industry.

22) Correspondence received:

Damage Claim;

Damage Claim Review Petition;

Complaint;

Grievance Petition; and, Test Notice Return.

23) Correspondence sent to motorist:

(i). Test Notice;

(ii). SOS Enforcement Notice;

(iii). Complaint Form;

(iv). Grievance Decision;

(v). Damage Claim Review Petition;

(vi). Damage Claim decision;

(vii). Compliance letters;

(viii). Economic Hardship Extension Approvals and Denials; and, (ix). Exemption Request Approvals and Denials.

NOTIFICATION TABLE

The Contractor shall maintain as part of the VID, a table containing a record of each emissions test notice sent by the Agency as well as each enforcement record generated and transmitted to the SOS. The elements found in Appendix 7a shall be maintained for each notice.

IEPA COMPLIANCE RECORD TABLE

The Contractor shall maintain as part of the VID and accessible at all times by the Agency, a table containing a record of each compliance clear record generated and transmitted to the SOS. Records shall include all information contained in the data record transmitted, as well as the following:

1) VIR number for the transaction that generated the clear;

2) Creation date and time (HH:MM:SS – MM/DD/YYYY);

3) Transmit date and time (HH:MM:SS – MM/DD/YYYY); and,

4) Verification of receipt by the SOS (date and time) (HH:MM:SS – MM/DD/YYYY).

APPENDIX 5 – REQUIRED ELEMENTS

INSPECTOR CERTIFICATION TABLE

The Contractor shall maintain as part of the VID, an Inspector certification table containing data on all Contractor personnel requiring certification.

The inspector certification table shall contain the following information:

1) Inspector Last Name;

2) Inspector First Name;

3) Inspector ID with Photo;

4) Unique identifier for Test Facility, MTU;

5) Inspector Title;

6) Certification Date;

7) Inactive Date;

8) Employment Status;

9) Updated by (User ID); and,

10) Update Date (MM/DD/YYYY).

REPAIRS TABLE

The Contractor shall maintain as part of the VID, a repairs table containing data on all repair actions completed due to an emission test failure or reject.

The repairs table shall contain the following information:

1) VIN;

2) VIR number (for the failed test);

3) Test ID number (for the failed test);

4) VIR number (for the retest following the repair);

5) Test ID number (for the retest following the repair);

6) Vehicle Make (vehicle make code – NCIC);

7) Vehicle Model (full model name);

8) Vehicle Model year (YYYY);

9) Test type (OBD or Visual);

10) Vehicle Type (LDV, LDT, HDV);

11) Test number of the retest linked to the repair;

12) Date and time of initial test (HH:MM:SS – MM/DD/YYYY);

13) Date and time of retest linked to repair (HH:MM:SS – MM/DD/YYYY);

14) Whether the repairs performed by repair technician or motorist;

15) Indication whether all repair technician-recommended emissions-related repairs were performed;

16) Indication whether repairs are appropriate for the DTCs present at the time of the initial failure;

17) Repair Facility ID Number;

18) Repair Facility Phone Number;

19) Repair Facility Name;

20) Repair Facility Street Address;

21) Repair Facility City;

APPENDIX 5 – REQUIRED ELEMENTS

22) Repair Facility State;

23) Repair Facility Zip;

24) Cost of repairs since last test;

25) Total cost of all repairs (second and subsequent retests and waivers);

26) Subsequent test result (linked to repair) (pass, fail, OBD readiness reject, waived, waiver denied); and,

27) Air Team ID.