Common issues with data reporting

• After uploading the template, the error report shows various errors, please check the automated checks article for more information
• You submitted the data reported but forgot add supporting documents and/or verifier certificate. Contact your competent authority to 'Request amendment/information' this way the status will change from 'Submitted (needs audit)' to 'Ready for submission'. Now you can make the needed changes.
• Cannot add more rows to the template?
  • Select a yellow row: Click on the row number on the left side of the sheet to select the entire yellow row.
  • Right-click on the selected row and click ‘insert’

• The verifier report can be uploaded to the supporting documents.

• Check if you have admin permissions by going to 'my organisation' since only admins can submit.

We suggest to also view the common issues section of the Automated checks article.

Essential Resources

The Sustainability Portal is created for Aircraft Operators to submit their verified templates via the data reporting feature.

To support you in this process, please ensure you review the following resources available on the EASA ReFuelEU Aviation website:

• Template for Aircraft Operator reporting
• Manual for Aircraft Operators and Verification Bodies
• Fuel Monitoring Tool

These resources are designed to streamline your reporting process and clarify regulatory requirements.

Overview Step-by-step guide

The data reporting feature contains the following main steps:

• Upload: Aircraft Operators upload their data using the template, supporting documentation (if needed) and verifier certificate
• Automatic checks: The portal checks the uploaded data and provides an error report if needed
  • Blocking errors? Aircraft Operator provides explanations for errors
    
• Manual audit: Competent Authority audits the submission request 
  • Any questions? Return data submission back to AO with feedback
• Approve: Competent Authority approves data or requests more information
• Notify: When approved, the relevant stakeholders are informed via email 

Want to test?

Use the training environment to test and train yourself on the data reporting feature.

Introduction to data submissions

The data reporting happens via data submissions, and you can see your submissions via the data reporting screen, in this screen, you can do the following:

• View and continue editing the data submissions
• See the status
  • In progress: The Aircraft Operator is
    • preparing the submission request 
    • adding explanations to the errors
    • OR making adjustments based on feedback from the Competent Authority
  • In progress (Ready for submission): No errors or all errors have an explanation
    • OR making adjustments based on feedback from the Competent Authority
  • Submitted(needs audit): The Competent Authority needs to review 
  • Approved: Competent Authority accepted the data submission.

Notifications

Every time the status changes of a submission request changes you will be informed via a daily email digest and via the notification centre on the top-right

Detailed Step-by-step guide

1. Upload

• Click 'Data reporting' in the top menu
• Click 'Start submission' to create a Data submission request
• Now there are 3 tabs to fill in:
  • Data
  • Supporting documents
  • Verifiers certificate

Below each tab is described

1.1 Upload your data

• Click choose file
• Select the filled-in and verified template
• Click upload dataset

2. Automated checks and additional uploads

The portal does automated checks on the uploaded data, which are documented in the Automated data checks on the data reporting template article.

The error report contains the following columns to help you review and process the errors.

• Sheet: In which Excel sheet the error occurred
• Position: Position of the cell where the error occurred
• Type:
  • Error:  Blocking error for submission, explanation needs to be provided to be able to submit
  • Warning: No explanation needed
• Value: Value of cell
• Description: Description of the error
• Explanation: Preview of explanation if provided
• Status: Status of error, the following statuses 
  • Pending: Competent Authority has not received the explanation yet or still needs to review it.
  • Accept: Competent Authority has accepted the explanation
  • Reject: Competent Authority has rejected the explanation
• Actions:  Provide an explanation 

Note: No need to save

When the error report is displayed or when you are adding explanations, there is no need to save the data submissions, with each step, its saved automatically

2.1 Provide an explanation of the error

The automated checks are there to increase the data quality; however, it could be that some of the data checks are not valid in particular cases. That is why, with each error, you shall explain.

• Click 'Provide explanation'
• Fill in 'Description' and upload supporting documentation to explain to your Competent Authority that this automatic check is not valid and the value should not be marked as an error.
• Click 'Provide explanation'

2.2 Upload supporting documents

Upload supporting documents to share more details on your data submissions with your Competent Authority. 

2.3 Upload the verifier's certificate

We highly recommend you provide the following details and the verifier's certificate.

• Verifier name: First name and last name of contact person from the Verifier
• Verifier company: Name of organisation
• Verifier email: contact email which can be used by the Competent Authority
• Verifier phone: phone number which can be used by Competent Authority
  • Expect format: +49 1573 120 2326
• Upload certificate in pdf format
• Important: Click save certificate 

The verifier report can be uploaded to the supporting documents.

2.4 Submit to Competent Authority

Click submit or submit with explanations in case you have errors.

Click 'Yes, submit' to confirm your submission and send it to the Competent Authority.

The status of the data submission request on the 'Data reporting' screen will change from 'In progress' to 'Submitted (needs audit)'. For more details on the status see 'Introduction to data submissions' above

 

3. Manual audit by the Competent Authority

Your Competent Authority will audit the submission request (including explanations of the error report).

There are two possibilities for the Competent Authority

3.1 Approve submission

Go to 4. Approved submission below

 

3.2 Request amendment/information

Competent authority can find more information on this step via the request amendment/information article.

The data submission request status will change to In Progress.

3.2.1 Adjust submission based on Audit feedback

The aircraft operator should make the necessary adjustments to the data submission requests based on the audit feedback of the Competent Authority.

 

When adjustments are made, the data submission can be sent again as described under 1.4 Submit to Competent Authority.

 

4. Approved submission

Once the submissions have been approved, the status will change to approved.

When clicking on 'data reporting' you will see the status of your submission request and the submission request itself.

5. Send notification

When a submission is approved, the following stakeholders will be informed:

• Aircraft operator themselves
• The Competent Authority of the operator
• EASA
• European Commission

The notifications will be sent via a daily digest email, which contain all the notifications of the last 24h..

All the notifications will also appear in the notification centre of the portal, see top-right

 

 

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