Frequently asked questions

Road Access Permits Portal Frequently Asked Questions (FAQs)

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 – stands for 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 – stands for location and represent 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 (DoT) 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 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.  

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 – stands for traffic signal modifications. Traffic signal modifications are required at times to assist with improving the efficiency of traffic flow on the road network when construction and traffic management activities are taking place on the road network.

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 DoT’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.

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 DoT declared road. Access to RAPP is organised as part of the Accreditation process and an individual in each organisation has the ability to 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 for Accreditation. 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. 

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 or staff) 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 has the ability to 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?

At the moment, each MoA or WWRR application submitted through the portal can only capture one location. If the scope of works spans over multiple roads or locations, then the DoT processing team will add the remaining locations on your behalf. In order to assist DoT staff, in the ‘Scope of works’/’Description of works’ section in the ‘Work Details’ tab, include the names of the remaining DoT controlled roads where works will occur on. 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 is the turn-around times for MoA and WWRR permit applications?

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

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 on the or organise an event like a fun run, cycle race or street fair on a DoT 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 events and filming on our roads webpage 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?

If you want to request a change to your MoA application:

  1. Locate change form.
  2. If you don’t have a change 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 change request form along with any additional documents (eg: TGS, TMP, hazard checklist, construction drawings) and send.

If you want to request 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?

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

  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 or an IMP number (e.g. LOC-0012345 or IMP-0005561). 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 number if there is only one Impact that you want to TM on/TM off. 

Please note from 8am Monday 28 November, all MoA permits must be activated and deactivated through RAPP. Please only call the Traffic Management Centre (TMC) 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).
More information is available under ‘How to activate and deactivate an MoA permit (TM on/off)’ on the training materials webpage.

What if I can’t activate my Impact?

There are two reasons why you can’t activate your Impact:

  1.  You are activating outside of approved dates/times
  2. Impact has signal TRIMS or LUMS associated with it. For activation or deactivation of an Impact with signal TRIMS or LUMS please call the TMC on 1300 107 757.
     

What are the fees for WWRR applications?

 DoT 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.

 

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