Frequently asked questions

Below are the FAQs and trouble-shooting advice for the Road Access Permits Portal (RAPP). If you can’t find the answer to your question or issue, please email the support team on [email protected].

Arterial Road Reserve Arterial roads are highlighted as the black and red lines on the map of declared roads

Freeway ReserveFreeways are highlighted as the green and blue lines on the map of declared roads

IMP – refers to an impact. An Impact is another word for a disruption at a worksite. When a location is identified as part of an MoA or WWRR permit, multiple impacts can be created within a location. Impacts created will have a reference number e.g. IMP-0025369.

LOC – refers to a location and represents a worksite. Locations are created for MoA and WWRR permit applications and each location is given a reference number e.g. LOC-0024563 

LUMS – stands for Lane Use Management System. For more information, visit the lane and speed management for incidents webpage 

MoA permit – a Memorandum of Authorisation (MoA) permit is required if you need to erect/display/replace/remove a temporary traffic control device on the Department of Transport and Planning (DTP) managed road network. For more information, visit the MoA permit webpage.

Road Reserve – refers to the area between property fence-lines, within which such facilities such as roads, shoulders, verges and footpaths are located.

TM on – TM refers to Traffic Management therefore ‘TM on’ has the same meaning as activating an MoA permit. Once you receive an authorised MoA permit, you are required to ‘TM on’ the MoA permit/Impact at the start time listed in the MoA permit (not before).  

TM off – ‘TM off’ has the same meaning as deactivating an MoA permit. You are required to ‘TM off’ the MoA/Impact at the end time listed in the MoA permit.

TRIMS – refers to traffic signal modifications. TRIMs are changes to the operation of traffic signals when there are planned disruptions to the road network due to roadworks and events. These are only applicable when signalised intersections are affected. The objective of TRIMs is to reduce safety risks around the works area, prioritise disadvantaged movements and promote planned detours, minimise congestion and ensure a reliable journey.

WWRR permit – A Works within the Road Reserve or ‘Consent’ permit is needed if you are looking to do any works that impact any of DTP’s assets, in, on, under or over the road before you can proceed with the works. Example of works may be: water tapping, storm water connections, boring/trench in the roadway, etc. For more information, visit the Working Within the Road Reserve webpage.

Below is a list of MoAs that cannot be submitted through RAPP at this time. Please continue to submit applications through to the appropriate email addresses.

  • Permits for the following Big Build projects - West Gate Tunnel, Metro Tunnel, NELP and, Melbourne Airport Rail - please email the MoA form to [email protected]
  • Utility/PTV notifications – please email the details to [email protected]
  • Special Events MoA Permits – go here to see who you need to contact
  • MRPV (Major Roads Project Victoria) MoA permits – email [email protected]
  • Land Access Activity Notices – please submit via the relevant regional email address
  • Traffic management companies carrying out works on a council road that doesn’t need DTP MoA authorisation but requires TRIMS or use of certain traffic control devices or signs – please email [email protected]
  • Extensions/Changes to MoA permits previously authorised with an RWE number and is still valid - please submit a new application through RAPP.

The following project specific WWRR related applications should be sent to:   

How do I get access to RAPP?

If you are looking to submit a Working Within the Road Reserve (WWRR) permit application, please complete the registration form  [PDF 285 Kb] and follow the instructions to set up your account.

Please note that only accredited traffic management companies can apply for an MoA permit, to work on a DTP declared road. Access to RAPP is organised as part of the Accreditation process and an Admin individual in each organisation can create accounts for staff members. Please contact the area within your organisation who manages Accreditation to set up your account or visit the Accreditation program webpage to find out more about how to apply. If you are unsure if your traffic management company has a RAPP account, please email [email protected].

I have submitted the RAPP registration form, how long does it take to get an account?

It will take at least 48 business hours to process your registration request and receive access to RAPP.

I have access to RAPP but I can’t log in

  1. Check that you are using the correct email address and password. The password must consist of letters, numbers and special characters.
  2. If still unsuccessful, click ‘Forgot your password?’ located on the sign in window and follow the instructions.
  3. If step 1 and 2 does not resolve the issue, send an email to [email protected] requesting assistance.

What is the difference between a staff and administration RAPP account?

Both staff and administration users can submit a WWRR or MoA permit application (depending on the type of company). However, an administration user can also create accounts for other members of their company and give them access to the portal as well as give administration status to other staff members. There is no limit to the number of administration accounts a company can have within RAPP. 

What is the difference between a Traffic Controller and a Traffic Controller – Restricted RAPP account?

The Traffic Controller - Restricted (TCR) enables users to only be able to TM on/off and see their personal profile. 

The Traffic Controller (TC) account has more functionality than the Traffic Controller – Restricted account, but less when compared to Admin and Staff accounts. Like every RAPP user, TCs can also activate or deactivate authorised MoA permits – TM on/off – instead of having to contact the TOC. They can also view, search for and download applications and attachments; and have read-only access to their personal and company profile in RAPP and view other contacts within their company.

How do I change an existing account status from staff to admin?

Any RAPP account can be changed from staff to administration (or vice versa) following the below steps while using an existing administration account: 

  1. Navigate to the ‘Manage Access’ page.
  2. Click on the ‘Actions’ button and select ‘Manage Role’ for the user that you want to change.
  3. Scroll to the bottom of the window and select a Partner Contact Role (either admin or staff) then click Submit.

More information is available under ‘How to manage your individual account’ on the training materials webpage.

How do I give other members of my company access to RAPP?

Only users with administration access can create user accounts in RAPP. Those with administration access will see a button located on the top right of the screen called ‘Manage Access’ when they log into RAPP.

New user accounts in RAPP are created by following the below steps:

  1. Click on ‘Parent Account’ (located top right of the screen) and select the ‘Create’ button, located towards the bottom on the page.
  2. Enter the relevant details for the new user then click Submit.
  3. Then navigate to the ‘Manage Access’ page.
  4. Click on the ‘Actions’ button and select ‘Manage Role’ for the new user that was created.
  5. Scroll to the bottom of the window and select a Partner Contact Role (either admin, staff, traffic controller or traffic controller - restricted) then click Submit (refer to the FAQ question ‘What is the difference between the Staff and Admin role’ for more details).
  6. Then click on the Actions button and select ‘Send Invitation’. The invitation email will be sent once a message appears “The workflow has been initiated.”. The user should receive the invitation email within the next five minutes.

More information is available under ‘How to manage your administration account’ on the training materials webpage.

How do I remove an existing RAPP user?

Only users with administration access can deactivate accounts associated with their company by following the below steps: 

  1. Navigate to the ‘Parent Account’ page (located top right) and scroll to the bottom of the page.
  2. Locate the user within the Contacts table and select ‘Deactivate’ from the ‘Actions’ button.
  3. Click Deactivate.

More information is available under ‘How to manage your administration account’ on the training materials webpage.

What is the difference between the profile page and parent account page in RAPP?

The profile page contains information about the user and their individual account. The account holder can change any stored information on this page.

The parent account page contains information related to the company and the details on this page cannot be changed. This page will also outline all the company staff that have access to the portal. 

My company has updated our details, how do I advise DoT of these changes?

Company details within portal can only be updated by DoT. Please send an email to [email protected] if updates to company details are required.

 

What if my works are taking place over a long section of road?

If the works are being carried out over a long section of road and there isn’t a specific address for these works, then use the ‘Address not found?’ section and fill out the required fields. The ‘Street address’ field is free text so include any information specific to the location e.g. along Princes Highway between York Street and Jason Grove.

What if my works are on multiple roads/locations?

Currently, each MoA or WWRR application submitted through RAPP can only capture one location. If the scope of works spans over multiple roads or locations, then the DTP processing team will add the remaining locations on your behalf. In order to assist DTP staff, in the ‘Scope of works’/‘Description of works’ section in the ‘Work Details’ tab, include the names of the remaining DTP controlled roads where works will occur. The additional sections of works should also be captured in the Traffic Guidance Schemes (MoA) or Construction Plans (WWRR).

What do I do if my address does not have a street number?

When filling out the works locations, if the section of works does not have a specific address e.g. along a Freeway, then use the ‘Address not found?’ section and fill out the required fields.

How do I download copies of my previous authorised permit applications?

Copies of previous authorised or current permit applications can be downloaded from the Documents section of each application by following the below steps:

  1. Navigate to the dashboard page
  2. Locate the application (either in the ‘In Review’, ‘Approved’ or ‘Expired’ column)
  3. Once the application is found, click on the Actions button and select Documents
  4. Any current documents will be displayed in this section. Any previous approved documents (if any exist) will be found in the Archive folder in this section.

What are the turn-around times for MoA and WWRR permit applications?

MoA permits

New applications

New MoA permit applications have a turn-around time of 15 business days. Some applications may take longer depending on the complexity. 

If the MoA permit application requires any adjustments to traffic signal phasing while the works are taking place, known as TRIMS, then this will take an additional 10 business days for signal team to process TRIMS request on top of the initial 15 day turn-around time.

If the MoA permit application requires Road Occupation Charging (ROC), then this will take an additional five business days to process on top of the initial 15 day turn-around time.

If the MoA permit application requires a Works within Road Reserve (WWRR)/consent permit, then the MoA permit will not be authorised until the corresponding WWRR permit has been authorised. We strongly recommend applying for a WWRR permit, if required, when applying for an MoA permit to minimise any delays in processing the MoA permit.

Please note that TRIMS, ROC and/or WWRR reviews can be undertaken concurrently. For example, if a MoA permit application requires both TRIMS and ROC, the turn-around time would be 25 business days. 

Extension requests

Extensions of authorised MoA permits have a  turn-around time of five business days. An extension of an MoA permit with TRIMS will take an additional five business days to process on top of the initial five day turn-around time.

Extending an MoA permit that includes ROC will take an additional five business days to process on top of the initial five day turn-around time.

Please note: MoA permit extension requests will only be processed if received before the permit expires. Where possible, we strongly recommend submitting extension requests at least five business days before the MoA permit expires or 10 business days if it includes TRIMS and/or ROC. All MoA permit extension requests must be submitted in RAPP, emailed requests are no longer being accepted.

Please note TRIMS, ROC and/or WWRR reviews can also be undertaken concurrently for MoA permit extension requests. For example, if extension request includes both TRIMS and ROC, the turn-around time would be 10 business days.

WWRRs

WWRR permit applications have an average turn-around time of 20 business days. Some applications may take longer depending on the complexity.

The status of submitted applications will be available in your dashboard.

How do I submit a Blanket MoA permit application?

Please refer to the ‘How to apply for an MoA permit’ section on the training materials webpage for further information how to submit a Blanket MoA application. 

How do I submit an Events MoA permit application?

If you want to film or organise an event like a fun run, cycle race or street fair on a DTP managed road, you must apply for an MoA permit. RAPP does not accept Event MoA permit applications at the moment so please follow the usual processes. Visit Getting permission for your event for more information.

Where do I submit a Developer Funded WWRR permit application?

Currently, any WWRR permit applications relating to Developer Funded works should follow the existing process. RAPP does not accept Developer Funded applications at the moment. 

For more information, visit the VicRoads website and refer to the sections ‘Does VicRoads have any special requirements for ‘Developer Funded Roadworks’ constructed in association with the subdivision or development of land adjoining an arterial road’.

 

How do I request changes to an MoA or WWRR permit application that has been submitted but not yet authorised?

Please use RAPP to submit your extension request if your MoA permit was originally submitted via RAPP. Please see the training guide 'How to create an MoA extension request [PDF 620 Kb].

If you want to request an extension to your MoA application that is not submitted through RAPP:

  • For extensions to applications authorised with an MoA permit reference number (i.e MoA-00012345), please submit your extension request via RAPP. If you do not have a RAPP account, please complete the registration form [PDF 285 Kb] and follow the instructions to create an account.
  • For change to applications authorised with an MoA permit reference number (i.e MoA-00012345), please submit a new application in RAPP.
  • For extension or change to applications authorised with a RWE reference number, please submit a new application in RAPP.

If you want to make a change to your WWRR application:

  1. Locate the acknowledgement email or any recent emails relating to the application that you are looking to change.
  2. Provide rationale for, and description of, change request in email correspondence.
  3. If the change request includes a change in fee, locate refund form.
  4. If you don’t have a refund form, download it from the additional forms section on the training materials webpage.
  5. Attach any additional documents (e.g. construction drawings) and refund form if necessary and send.

More information is available under ‘How to apply for an MoA permit’ and ‘How to apply for a Consent for Working Within the Road Reserve (WWRR) permit’ on the training materials webpage.

How do I extend an application that is approved but not expired?

Please use RAPP to submit your extension request if your MoA permit was originally submitted via RAPP. Please see the training guide 'How to create an MoA extension request [PDF 620 Kb]'.

If you want to request an extension to your MoA application that is not submitted through RAPP:

  1. Locate extension form.
  2. If you don’t have a form, download it from the additional forms section on the training materials webpage.
  3. Locate the acknowledgement email or any recent emails relating to the application that you are looking to change.
  4. Reply to that email and attach the completed MoA extension request form along with any additional documents (e.g. TGS, TMP, hazard checklist, construction drawings) and send.

If you want to request an extension to your WWRR application:

  1. Locate the acknowledgement email or any recent emails relating to the application that you are looking to extend.
  2. Provide rationale for, and description of, extension request in email correspondence.
  3. Attach any additional documents (e.g. construction drawings) and send.

More information is available under ‘How to apply for an MoA permit’ and ‘How to apply for a Consent for Working Within the Road Reserve (WWRR) permit’ on the training materials webpage.

How do I change an application that has already been approved?

If your application has already been approved, no further changes will be allowed. A new MoA or WWRR permit application must be submitted.

How do I extend/change an application that has already expired?

If your application has expired, a new MoA or WWRR permit application must be submitted. Please include your previous permit number in your new application.

How do I request a refund to an application that has been submitted but not yet authorised?

  1. Locate refund form.
  2. If you don’t have a refund form, download it from the additional forms section on the training materials webpage.
  3. Locate the acknowledgement email or any recent emails relating to the application that you are looking to obtain a refund.
  4. Reply to that email and attach the completed refund request form along with any additional documents (e.g. TGS, TMP, hazard checklist, construction drawings) and send.

More information is available under ‘How to apply for an MoA permit’ and ‘How to apply for a Consent for Working Within the Road Reserve (WWRR) permit’ on the training materials webpage.

 

How do I activate/deactivate (TM on/TM off) an MoA permit?

You can only TM on/TM off an Impact when the MoA application has been authorised. 

Steps to TM on/TM off:

  1. From the dashboard, click on the ‘MoA Activation’ button.
  2. From here, you can enter in either a LOC number, Impact (IMP) or Traffic Management Implementer (TMI) IMP Number (e.g. LOC-0012345, IMP-0005561 or IMP-0005561-88). Enter in the LOC number if there are multiple impacts within that location that you want to TM on/TM off. Enter in the IMP or TMI IMP number if there is only one Impact that you want to TM on/TM off. 

However, you may still need to call the Traffic Operations Centre (TOC) on 1300 107 757 if your impact includes:

  • Signal TRIMS
  • Lane Use Management Signs (LUMS) or
  • Road Works and Events (RWE) MoA permit (such as a permit for Major Road Project Victoria (MRPV) works or for an event).

Please make sure you quote the full TMI IMP number if you are calling the TOC, including the dash and suffix/extra numbers at the end (if they are available).

More information is available under ‘How to activate and deactivate an MoA permit (TM on/off)’ on the training materials webpage.

What are the fees for WWRR applications?

DTP currently charges for processing WWRR permit applications and the fee is dependent on the road classification and work type. For more information, visit the Working Within the Road Reserve webpage.

Can our company credit card holders access applications created by other users to pay the processing fee?

Anyone with a RAPP account associated with your company can finalise a payment by following the below steps: 

  1. Person 1 logs into RAPP and fills in the application up to the ‘Fee Summary’ stage. Person 1 clicks ‘Save for Later’ and provides Person 2 with the reference number of the application.
  2. Person 2 (with credit card) logs into RAPP, navigates to the ‘pending payment’ tab in the draft applications section located at the bottom of the dashboard page, locates the permit number, clicks edit and from the fee summary page, clicks pay & submit to make payment.
 

Where can I provide feedback on RAPP?

Please send any feedback or suggestion to [email protected].

Who do I contact if I want more information about RAPP?

Please email the support team on [email protected] if you need further help with using RAPP or have any feedback or suggestions for improvements.

If you need general help with using RAPP, the following materials may be able to help you in the first instance:   

  • Training materials including how to submit an MoA and consent permit application
  • FAQs including trouble shooting

Who do I contact if I want to check up on the status of my MoA or WWRR permit application?

You can check the status by logging into RAPP and looking at the dashboard to see the status of your application. The three stages are ‘In review’, ‘Approved’ or ‘Expired’.

If you are unable to locate your application, locate your acknowledgement/authorisation email or any email correspondence received relating to the application and send a reply email requesting status of your application or call the MoA permit hotline on 03 9854 2781.

 

For more information about the TMR program and how it will support the traffic management industry, Traffic Management Reform Key Info [PDF 161 Kb]

Conducting works or events within the road reserve

Accreditation program

Big Build map

VicTraffic

Maps of Declared Road

Heavy vehicle map networks in Victoria

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