IECEx OD 011-10
Edition 2.0

IECEx Operational Document
IEC System for Certification to Standards relating toEquipment for use in Explosive Atmospheres

OD 011-10
Guidance on Use of the IECEx Internet based “On-Line”
Certificate of Conformity System
Part 10: IECEx On-line Certificate System (OCS) – Second
Generation – “Back Office” Operation

2019-12IECEx OD 011-10, Ed 2.0–1–

CONTENTSCONTENTS ............................................................................................................................ 1
1

Scope ............................................................................................................................... 2

2

Normative references ....................................................................................................... 2

3

Definitions ........................................................................................................................ 2

4

General Instructions ......................................................................................................... 2

5

General Access Principles ....................................................................................... 2
Administrator Access ............................................................................................... 2
Main Menu, Level 1 - Administration ................................................................................. 2

6

Creation of User and Access Rights for IECEx Secretariat staff as IECEx
OCS Administrator – Process Steps ........................................................................ 2
Creation of User and Access Rights for IECEx ExCB staff – Process Steps ............. 2
IECEx ExCB & ExTL Details ............................................................................................. 3

7

Creation of new ExCB or ExTL - Process Steps....................................................... 3
Basic Details ............................................................................................... 3
Address Details ........................................................................................... 3
Scope of Capability Details .......................................................................... 3
Signature Details ......................................................................................... 4Contacts Details .......................................................................................... 4
Logos Details .............................................................................................. 4
Access for users already in IEC Expert Management System (EMS) ................................ 5

8Managing the currency of QARs and FARs ....................................................................... 6
Access to IECEx OCS “Back Office” ........................................................................ 6
View and management of Reports ........................................................................... 6
View and management of Certificates liked to Out of Date Reports ......................... 7
Certificate Report Type #1 – “Focused Details”............................................ 7
Certificate Report Type #2 – “Full Details” ................................................... 8

–2–

IECEx OD 011-10, Ed 2.0

INTERNATIONAL ELECTROTECHNICAL COMMISSION––––––––––––
IECEx Certified Equipment Scheme covering equipment
for use in explosive atmospheres – IECEx Online Certificate System(OCS), Second Generation – Operation of IECEx OCS “Back Office”
1

Scope

2

Normative references

3

Definitions

4

General Instructions

This IECEx Operational Document explains the features and operation of the “Back Office” ofthe second generation IECEx On-line Certificate System (IECEx OCS). The IECEx OCS “Back
Office” is only accessible by the IECEx Secretariat and by IECEx ExCB staff that have been
provided with access username/email, password and appropriate access level rights (IECEx
OD 011-1 explains about access levels).
Nil.
Nil.

General Access Principles
Access to the IECEx OCS requires a user to have a unique ID that includes a Login name, apassword and a valid personal email address.
ExCB and ExTL users, once created, areassigned either ExCBAdmin level access rights (that enables them to draft, edit and issue
reports and certificates) or ExCBBasic level access rights (that enables them to only draft oredit drafts of reports and certificates)
Administrator Access
The access to the IECEx OCS for IECEx Secretariat staff requires the IECEx Secretarypermission option to be ticked when setting up persons who are IECEx Secretariat staff.

5Main Menu, Level 1 - Administration
Creation of User and Access Rights for IECEx Secretariat staff as IECEx OCS
Administrator – Process Steps
1. Select Administration in Main Menu on left of screen after logging as an existing memberof IECEx Secretariat staff
2. Select IECEx Users Access Rights menu option
3. Click on Create a new user button
4. Fill in First Name, Last Name and personal Email address details
5. Select Create button
6. Fill in required details as appropriate for Users Detail and Address sections
7. Select IECEx Secretary  Yes in Permissions section
8. Select Save button
Creation of User and Access Rights for IECEx ExCB staff – Process Steps
1. Select Administration in Main Menu on left of screen after logging as an existing memberof IECEx Secretariat staff
2. Select IECEx Users Access Rights menu option
3. Click on Create a new user button
4. Fill in First Name, Last Name and personal Email address details[Note that this must be an existing and operational email address that will be checked by thesystem to confirm validity]

5. Select Create button
6.
7.
8.
9.

[Note that if the new user already has an account in the IEC EMS associated with the email
address used in Step 4 above, you need to proceed to Section 7 of this Operational Document]

Fill in required details as appropriate for Users Detail and Address sections
DO NOT select IECEx Secretary  Yes in Permissions section
Select New permission button [Noting that this applies to all IECEx Schemes]
Select ExCB from pull down list

IECEx OD 011-10, Ed 2.0–3–

10. Assign users rights as either OCS IECEx CB Admin OR OCS IECEX CB Basic
11. Select Save button
NOTE that, on saving the new user details, the system automatically allocates a default password of
Welcome@OCS for new users – this is used in conjunction with their personal email address as theusername. IECEx OD 011-1 explains how to change the password to personalise it or to recover it
if forgotten.

12. Check that new user appears in the list of Permissions and that access level is correct– if not, select Trash can icon to delete and then start again at Step 8 above to add
correct user details
13.

6

IECEx ExCB & ExTL Details
Creation of new ExCB or ExTL - Process Steps
Basic Details
1. Select ExCB/ExTL in Main Menu on left of screen after logging as an existing memberof IECEx Secretariat staff
2. Select New ExCB button in upper right of ExCB/ExTL Profiles page
3. Fill in Name, Short Name (that appears on IECEx reports and Certificates as ExCB’s
identifier of three or four letters) and me and personal Email address details
4. Select Save & Close button
5. Add other details by first finding “new ExCB” in the list on the ExCB/ExTL Profiles page
(noting that clicking on the Code column title provides a sort facility to list all ExCBs and
ExTLs by Short Name in either ascending or descending alphabetical order to assist in
locating)
6. Select the  icon (that indicates ability to edit content) beside the Short Name for new
ExCB
Address Details
1. Select Addresses (#) tab in the Details section
2. Select IECEx Scheme(s) in which the new body will participate from tabs in grey menu
bar in the Details section
3. Select Add or update details button
4. Fill in required details as appropriate for Organisation info Detail section and select if
new body is an ExCB or an ExTL (if the IECEx Scheme in which the body participates
has ExTLs). If Set as Default  Yes is selected the address will automatically appear
on new drafts of Certificates. If other details are added at a later date (eg. different
address or organisation name) the correct address will need to be selected to appear
as the Default (other addresses will then appear in the Default for certificate creation
section with Address type code column entry of “MAIN-IECEX” and have Status column
show ticked box.
The previous details version will now appear in the Disable forcertificate creation section with Address type code column entry of “OLD-IECEX” andhave Status column show an unticked box.
Scope of Capability Details
1. Select Scope (#) tab in the Details section
2. Select IECEx Scheme(s) in which the new body will participate from tabs in grey menu
bar in the Details section
3. Select Add Existing Scope button
4. Select Standards / Types of Service / Competence Units (as appropriate to the IECEx
Scheme in which the new body will participate)
5. Select Update & Close button
6. Note that the Scopes list for the selected Scheme will be updated and that options tolater remove Standards / Types of Service / Competence Units exist in the Action
column (On = included in scope, Off = not included in scope when ExCB accesses pull
down list of Standards / Types of Service / Competence Units when creating a draft
Certificate)–4–IECEx OD 011-10, Ed 2.0

Signature Details
1. Select Signatures (#) tab in the Details section if you need to add names etcetra for
persons at the ExCB that will appear in a pull down list of people that can be selected
to appear on the certificate as the issuing signatory
2. Select IECEx Scheme(s) in which the new body will participate from tabs in grey menu
bar in the Details section
3. Select Create new Signature button
4. Fill in required details
5. Select Save & Close button
6. Note that the Signatures list for the selected Scheme will be updated and that options
exist to later remove a person from the pull down list of signatures presented whencreating a draft certificate (On = appears in pull down list, Off = does not appear in thepull down list
Contacts Details
1. Select Contacts (#) tab in the Details section if you need to add names and email
addresses for contact persons at the ExCB
2. Select IECEx Scheme(s) in which the new body will participate from tabs in grey menu
bar in the Details section
3. Select Create New Contact button
4. Fill in required details
5. Select Save & Close button
6. Note that the Contacts list for the selected Scheme will be updated and that options
exist to later remove a person from the pull down list presented when creating a draft
certificate (On = appears in pull down list, Off = does not appear in the pull down list
Logos Details
7. Select Logos (#) tab in the Details section if you need to add names and email addresses
for contact persons at the ExCB
8. There is no need to select IECEx Scheme(s) in which the new body will participate
because it is presumed that the same logo applies irrespective of the Scheme(s)9. Select Add a new logo button
10. Use the Choose File button to locate and select a logo file (e.g. as a .jpg or .png file)from its saved location
11. Use Upload to bring it into the IECEx OCS
12. Select Save & Close or Apply Changes button
13. Note that the Logos list will be updated and that options exist to later remove a logo
from from the list of logos that are presented to a user when creating a draft certificate(On = appears in list, Off = does not appear in the list

IECEx OD 011-10, Ed 2.0

7–5–

Access for users already in IEC Expert Management System (EMS)

Access to OCS is not automatically granted to experts registered in "EMS". For either anexisting expert or a new user/expert, action is required by the "IECEx Secretariat" to provide
access to OCS (or to any other existing or future IECEx application).
When a user already exists in EMS and you try to create his account in OCS BackOffice:• You have the message: “Such user already exists” and his account appears in the“Existing Users” list above.
• In this case, open the account detail by clicking on the blue pencil and then you can givehim a role in OCSClick on the “blue pencil” to open his account and give them access to OCS IECEx.

The IECEx Secretariat can assign any of the following access rights• OCS IECEx Secretariat,• OCS IECEx ExCBAdmin• OCS IECEx ExCBBasic
to a user that has an IECEx OCS account.
ExCBAdmin level user are only able to assign ExCBBasic level access rights to users
HOWEVER it is recommended that the IECEx Secretariat be contacted for assistance inassigning access rights to new users

–6–

IECEx OD 011-10, Ed 2.0

As soon as an EMS expert receives a role in OCS (Secretariat, CB Admin or CB Basic), they
appear in the "IECEx Users Access Rights" list. EMS experts can log in OCS with their EMS
login or EMS Email and their password (the login window includes a link to recover a forgotten
password).
When a new account is created the new user will receive an email from EMS System to follow
the procedure to active their account and set their password.
NOTE that the IECEx Secretariat and ExCBAdmin level users do not have the authority to access or edit
IEC EMS details for individuals. Any changes need to be done in consultation with the user’s IEC
National Committee

8

Managing the currency of QARs and FARs
Access to IECEx OCS “Back Office”

Logged in members of ExCB staff with appropriate access level can enter the IECEx OCS “Back
Office” (as explained in Section 4.1 of this IECEx Operational Document and in Section 2.1 of
IECEx OD 011-1)
View and management of Reports
The Reports menu item enables logged users at ExCBs with ExCBAdmin level access to view
key details of out of date or expired QARs and FARs (where their Valid until date has been
passed) on the basis of the report’s issuing ExCB.
Additional tools are provided to IECEx Secretariat levels users (only) to enable the removal of
specific these from the lists visible to ExCBs, or restore them to, the system as visible to ExCB
users (by use of the On and Off options in the Actionoption column as shown below):This page also provides advanced filtering tools that ExCBs can use to refine their search interms of a specific ExCB, the report type, report status, report issue date, etcetra. In the caseof the Valid Until date range filter that appears as a default, you can modify this by clicking on
the blue text / white window area and then selecting the number of time units (in the Expression
window) and then the time unit (eg. days, weeks, months etc.). Advanced users can also selectdifferent comparison Operators via the same process to conduct more advanced filtering.
Additional filter criteria sets can be created by clicking on the column heading of the columnthat the additional filter needs to be applied to … for example if you want to filter on the basisof a Reference year you can click on the column title Ref. year and then select a year from thepresented list or type a year beside the magnifying glass icon.
IECEx OD 250 explains how to manage expired Reports under a range of different scenarios.

IECEx OD 011-10, Ed 2.0–7–View and management of Certificates liked to Out of Date Reports
This page also enables ExCBs to view Certificates that are linked to out of date QARs and
FARs (and are therefore NOT supporting linked Certificates as valid).
There are two types of reports available regarding Certificates linked to Out of Date Reports
as explained below:
Certificate Report Type #1 – “Focused Details”
This is available via the right hand side item on the main menu bar (titled “Certificates
Requiring Action”) and this ONLY displays the details of Certificates that have not been upissued AND that are linked to one version of a QAR Summary series where the latest version
in the QAR Summary series has expired.
This report is provided to enable ExCBs to focus their attention on a list of Certificates that
require action directly on the Certificate OR by action on the supporting and out of date QAR
Summary series. IECEx OD 250 explains how to manage these Certificates under a range ofdifferent scenarios.
This report contains (as shown in the following screenshot) columns that display a wide range
of information about:• the certificate ID # and version• its issue status,• which version of the supporting QAR Summary series was linked to it at time of issue• the QAR Summary ID # and version• its issue status,• its validation date (being the date that it expired)• details of all versions of the QAR Summary series (with the version originally linked tothe certificate indicated by a chain link icon)• the validation date of the latest version of the QAR Summary series.

Normally a logged in user will only see the Certificates that they have issued – this list will
include their certificates that are linked to QAR Summaries that they have issued AND also theircertificates that are linked to QAR Summaries that have been issued by a different ExCB.
If a certificate is linked to more than one expired QAR Summary series, the report will show
multiple line entries of the certificate with one line entry for each expired QAR Summary that is
intended to support the certificate.
The IECEx Secretariat view will show all ExCBs’ certificates however this can be filtered byclicking on the column titled ‘Cert ref number’ and then typing the ExCB’s ID acronym (eg. ‘BAS’for SGS Baseefa) in the window with a magnifying glass icon and the text Filter … - this will
add a filter for BAS a shown in the following screenshot and only display certificates that include
BAS in the Certificate ID #:–8–

IECEx OD 011-10, Ed 2.0

NOTE: Unwanted filters can be disabled by unticking the box next to the green funnel icon ordeleted by clicking on the X icon on the right side of the filter item window.
This report is not presented with a default set of filtering options however as many of these as
required can be created as needed. For example, if you only want to see BAS Certificates withstatus = Current then you click on the column title of ‘Cert status’ and then select CURRENT
from the list presented. This will add another filter for Certificate status and only show BAS
certificates that have status = Current (as shown in the screenshot below) because both ofthese filters are activated (as indicated by the tick in the box beside the green funnel icon).

Certificate Report Type #2 – “Full Details”
The other type of report in the middle of the menu bar and titled “Certificates with Reports
out of date – All CoC Issues” displays the details of ALL issues of all Certificates that arelinked to expired report irrespective of whether or not the certificate been up-issued to a later
version.
This report is provided to enable ExCBs to see a full on a list of all versions of Certificates thatare linked to an expired report but it is recognised that is potentially confusing and the listingof certificates that cannot be or do not need to be actioned (eg. a later version exists) can be
distracting so certificates that have a later version are displayed in grey font as shown in thefollowing screenshot of an example where you will note that Issues 3, 4 and 5 of IECEx BAS

IECEx OD 011-10, Ed 2.0–9–06.0078U are shown in grey font because Issue 6 of this certificate exists and it is displayed as
black text because no Issue 7 exists as a later version of this certificate series.
In the case of this example, the issuing ExCB needs, as explained in IECEx OD 250, to decide
whether to:(a) contact the issuing ExCB that issued the supporting QAR Summary series (in thisexample this is the DE/PTB/QAR10.0008/** series) and request that this be updated to
be valid,OR(b) to up-issue IECEx BAS 06.0078U to Issue 7 and to link Issue 7 of the certificate to adifferent but current and valid QAR Summary that covers the manufacturer,
manufacturing sites, products, protection techniques etc that are mentioned on Issue 7of the certificate.