ONAC's Service Rendering Information System (SIPSO)

About SIPSO

SIPSO is ONAC’s Service Rendering Information System. In technological terms, it is the most important challenge for the evolution of the organization, since it will allow the systematization of the management of all stages of the accreditation process, facilitating the interaction between conformity assessment bodies, assessment teams and ONAC’s administration; thus, providing greater traceability and agility in the coherent operation of each accreditation scheme.

Who can use SIPSO?

Currently and according to the development phases of the project, any accredited conformity assessment body that wishes to carry out its extension process or any body that wishes to carry out its awarding can make use of SIPSO.

SIPSO registration instructions

If you are new to SIPSO and want to start your application, grant or extension process, register now. In the following video, you will find the instructions to do it easily.

INS-3.2-02

INSTRUCTION FOR USER REGISTRATION, APPLICATION CREATION AND PAYMENT MANAGEMENT IN THE SIPSO SYSTEM (ES)

Version: 03
Addressed to: Calibration Laboratories (LAC), Proficiency Testing Providers (PEA), Product Certification Bodies (CPR), Management Systems Certification Bodies (CSG), Certification Bodies (OCP), Inspection Bodies (OIN), Automotive Diagnostic Center (CDA), Driver Recognition Center (CRC), Digital Certification Entities (ECD), Medical or Clinical Laboratories (LCL), Testing Laboratories (LAB)

SIPSO is only available in SPANISH language

Instructions for requesting an award or extension from SIPSO

If you have already registered to SIPSO and wish to make your application, award or extension, you can do so by logging into the platform. In this video, we tell you how step by step.

If the application you are making is for GLP (Good laboratory practices), Metrological verification bodies (OVM for its acronym in Spanish) and GHG OVV (Green House Gas Validation and Verification Body) schemes, it is necessary to consult the technical data sheet of each scheme and fill out the forms found in the following links:

We would like to tell you that...

Section 3 – Resources – People involved in conformity assessment activities and section 4 – Resources – Equipment used in conformity assessment activities, have changed, we invite you to watch the following videos explaining how to upload the information in each section.

Videos Section 3 - Resources - People involved in Conformity Assessment Activities
Videos Section 4 - Resources - equipment used in Conformity Assessment activities
Video 5 of SIPSO Records - results of Conformity Assessment activities
SEE HERE THE INSTRUCTIONAL ANNEXES FOR THE CREATION OF APPLICATIONS FOR GRANTING OR EXTENSION BY ACCREDITATION SCHEME
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Here we tell you in a quick and easy way, how you can start your ONAC accreditation process.  For more information, visit the section.

FAQ´s SIPSO

External Conformity Assessment Activities

Answer: The applicant must register in SIPSO, fill in the registration information, and the user´s name and password to access the system will be sent to the applicant’s e-mail address.

The details of this registration can be consulted in “Instructions for user registration in the SIPSO microsite”.

The assigned user name and password will be used for all future requests (extensions). Therefore, these data must be kept. In case of loss, you must request your password again at soporteweb@onac.org.co.

If an applicant requires to apply to more than one accreditation scheme (organizations with multiple accreditations), an application for each of the schemes must be created.

Answer: In this case you should check your spam folder or send a message to soporteweb@onac.org.co with the organization’s data: TIN (NIT) and company name.

Answer: Make sure that it does not contain a space at the beginning or at the end of the password.

Answer: You can update information related to contact data, for which you must edit the information as indicated in the “Instructions for user registration, application creation and payment administration in the SIPSO system”.

In case of changes related to the company name or commercial establishments, the application must be completed in the section Information of the requesting CAB.

Answer: ONAC has provided several channels of information to facilitate the process of submitting the accreditation application through SIPSO, among them we have:

  • SIPSO microsite on the ONAC website onac.org
  • Call center ONAC 571 742 7592
  • Email soporteweb@onac.org.co

Answer: We are currently in phase 1 of the system development. In this module, you can manage applications for initial accreditation (awarding) and scope extension for the schemes of Testing Laboratories, Calibration Laboratories, Clinical Laboratories, Management Systems Certification Bodies, Product Certification Bodies, Inspection Bodies, Inspection Bodies, Certification Bodies for Persons, Automotive Diagnostic Centers, Driver Recognition Centers, Digital Certification Entities and Proficiency Testing Providers.

Applications for schemes not covered in this phase shall be processed by filling out and submitting the accreditation form and the required annexes available in the technical file of each of the accreditation schemes at onac@onac.org.co or at ONAC’s facilities.

Extraordinary, follow-up and re-evaluation evaluations are not covered in this system and will continue to be handled as usual.

Answer: The information to be uploaded in each section of the application in SIPSO is specified in the “Instructions for user registration, application creation and payment administration in the SIPSO system”, and in the application creation annex for each accreditation scheme.

In addition, the video “make your application in SIPSO” is available on the SIPSO website https://site.onac.org.co/sipso/ for consultation.

The complete information required for each of the sections must be uploaded. Incomplete or insufficient information will be subject to comments, returns and requests for completeness.

Answer: The system offers a time limit of 90 calendar days to complete the 11 sections and submit the application, after this time the information must be uploaded again.

During these 90 days, information can be partially saved each time a section is completed.

Answer: The system allows you to enter the scopes that are necessary. You must enter one by one and fill in the fields requested for each scheme, after verifying the information per scope, close the window and go to the initial panel to select the next scope

Guardar la información (Save information)

The close option (cerrar) allows you to return to the initial panel with the scope you have already registered.

Select the new scope

You must always click on “Save” (Guardar)

Note: The information to be entered is subject to what is requested for each scheme.

After confirming the scope entered, click on the “Close” (Cerrar) option which returns you to the initial panel.

Answer: In section 1 of SIPSO, in the field “Evaluation Date” you must enter the suggested evaluation date, considering the time established by document RAC-3.0-01 Accreditation Service Rules, “If the CAB wishes to coincide the evaluation for the extension with a follow-up evaluation or a re-evaluation, the extension requests must be made at least three (3) months in advance of the date scheduled for the next evaluation, that is the date scheduled for the documentary review stage”.

Answer: Your activity can be found in the chamber of commerce certificate as main activity or the RUT (Sole tax register) issued by the DIAN.

Answer: No, for this you must wait for the observations made by the Sectoral Coordination and for it to go to adjustment status. The observations will be sent to your notification e-mail, remember that you must periodically log into the system to check the status of the application.

Note: the mail servers may have problems and this e-mail may not be sent.

Answer: It is mandatory to register this information in the case the CAB performs the subcontracting of any activity of its process in accordance with what is indicated in the accreditation scheme standard for which it is applying.

This information is detailed in the application creation annex for each accreditation scheme, available in the SIPSO microsite https://site.onac.org.co/sipso/.

 

When filling out the form, bear in mind:

  • Within the rows do not enter or leave spaces, this generates displacement of rows leaving empty spaces that the system identifies as not filled in. If there are several numbers in the same row, separate them with dashes, do not leave commas, quotation marks or single quotation marks after the end of the text.
  • Do not modify any column, do not center, do not justify, do not adjust the text.
  • Only enter information in the available column marked with red letters.
  • The system only validates the template downloaded in SIPSO.

To upload, click on section 11 and choose the option “Select file”, upload the completed file and click on “Validate template”.

For further instructions on how to upload the information, please refer to the “Instructions for user registration, application creation and payment administration in the SIPSO system”, and in the annex for the creation of the application for each accreditation scheme.

In addition, the video “make your application in SIPSO” is available on the SIPSO site on the ONAC web page https://site.onac.org.co/sipso/ for consultation.

  • Files should be named as short as possible.
  • Do not use special characters.
  • Shorten the document name.
  • Verify that the document name does not contain a special character that blocks the attachment of documents.
  • Occasionally, it may have to do with the version of Windows updates, try from another computer.
  • Validate antivirus, firewall or your company’s security settings.

Answer: No, you do not have to contact ONAC to enable the payment by PSE, the CAB must enter the option “Upload payment support” in the “manage payments” menu, in the space provided to upload the scanned invoice with the bank stamp or the canceled PSE voucher (you can upload the necessary payment supports unifying everything in a single PDF file).

If the CAB is of a public nature, you must attach in a single PDF the service contract together with the CDP (Certificate of Budget Availability), RP (Budgetary Register) or Payment Resolution, as applicable.

Step-by-step information on how to upload the payment supports can be found in the “Instructions for user registration, application creation and payment administration in the SIPSO system”, available on the SIPSO microsite on the ONAC website https://site.onac.org.co/sipso/.

 

Answer: ONAC has 3 working days to process the quotation, the Accreditation Body has 10 calendar days to accept the quotation and 20 calendar days to pay.

Answer: The reasons for which an invoice may be rejected are as follows:

  • The money did not enter ONAC’s accounts taking into account the maximum estimated time of entry, which is 3 days.
  • The payment support attached does not correspond to the invoice.
  • The value of the payment support does not correspond to the invoice or to any of the payment relief granted by ONAC.
  • The attached support does not correspond to a bank or is not legible.

Answer: You can contact our customer service call center (571 742 7592) to request a new invoice associated with the same crediting service.

Answer: The change of status of the collection account is immediate, from payment enabled to payment made.

Answer: Yes, the time to enter and validate the token is 10 minutes. In case of expiration, the same process for the generation of the token must be done again.

Answer: Through the menu “manage application”, in the option “manage”, the 11 sections of the application are displayed, there you can complete or adjust as indicated by ONAC. Once the adjustments have been made, you must save changes and click on “send application”.

Answer: It is the maximum deadline for the CAB to manage each stage of the application. If the CAB does not manage the application within the established time, the application expires and will go to “withdrawn” status.

Answer: The system counts the deadlines for the application stage in working days.

Answer: ONAC will send through SIPSO the observations or request to complete missing information if required. This will be the formal communication channel or communicate through the Call Center with the respective Sector Coordination to resolve the concerns.

Answer: It is recommended to watch the instructional videos for mass uploading of information in each section, available on the SIPSO microsite, on the ONAC website www.onac.org.co, download the templates available in each section and fill them out according to each accreditation scheme.

Answer: – In the section called traffic study, you must attach the document with which the CDA complies with numeral 4.2.4 of NTC 5385 of 2011.

Answer: In the fields that allow you to attach more than one file, you can select the documents and click on “open”, you must wait for them to load completely, this depends on the size and weight of the documents.

Answer: On the ONAC web page www.onac.org.co, in the (Tarifas MIT) MIT Rates microsite, you can calculate the rate for the required service.

Answer: An application reaches the status “in withdrawal” when the deadlines established for clarifying or completing the information required by ONAC have been met and no response is received from the applicant or the response provided is not satisfactory.

The CAB may appeal the rejection of the application through SIPSO as indicated in the “Instructions for user registration, application creation and payment administration in the SIPSO system”, available on the SIPSO microsite on the ONAC web page https://site.onac.org.co/sipso/. Otherwise, the CAB may initiate a new application process.

Answer: According to the Rules of the Accreditation Service, the power to decide whether an application for accreditation is rejected, i.e., it goes to a “Withdrawn” status, pertains to the Technical Directorates.

Answer: It cannot be done until a decision is made by the technical direction. To continue with another application, you must be in a firm withdrawal status.

Answer: At the moment the system only allows accredited organizations with the same (NIT) TIN to make extensions, they must share the same username and password for all organizations, if they require a new accreditation code, it must be requested by mail to the coordination and prior authorization, it will be managed with the area in charge.

Technical Professionals

Answer: The step-by-step instructions for downloading the documentation of an assigned evaluation are specified in the “Internal user instructions, administration and management of the application in SIPSO” and in the video “Instructions for accessing SIPSO for Technical Professionals”, available in the Management System, which you can access through “Your Portal” (Tu Portal).

Answer: You should contact the coordination professional so that he/she can assign the evaluation. This assignment can only be made once customer service has managed the notification of the evaluation.

Answer: The system does not have a password recovery option.  You must send an email to soporteweb@onac.org.co requesting password recovery.

Answer:

  • You must create a folder on your pc
  • Enter the folder, copy the path in the address bar

  • Paste the address you just copied
  • Click option “Generate” (Generar)
  • Click on (Descargar archivo) download file option

  • Download the information of the section to your computer

  • To unzip in the blue bar, right click unzip in the specified folder.

  • Open the generated Word document, hover the cursor over the document, press Ctrl + click

  • Accept to open the hyperlink

 

  • The attached document will open

.

ANSWER: Currently and according to the phases of development, from the role of technical professional, the review of documents “Stage 1 of the evaluation” can be carried out for the processes of extension of scope and awarding of accreditation.

The processes of extraordinary evaluations, follow-up, and re-evaluations will continue to be managed as usual.

In the case of Extension + Regular Ev. evaluations (Follow-up or Re-evaluation), the attached table identifies the information that the technical professional must download through SIPSO (extension) and the information that the designated person in the corresponding sectoral coordination (follow-up or re-evaluation) must make available in a timely manner in the FTP for this stage of the evaluation:

SIPSO CAB Information
Scope of accreditation requested
Resources – people involved in conformity assessment activities
Resources – equipment used in conformity assessment activities
Records – outcome of conformity assessment activities
List of subcontracted activities
Organizational structure
Impartiality and independence
Management system
Information required by ONAC (Policy information / other accreditations – if applicable)
 Cross-list
FTP Reports of previous evaluations included in the current accreditation cycle.
Press releases
Accreditation committee decisions
CAB change reports
Complaints and other pertinent and available information
Documentation corresponding to Annex 2 of the Notification of the respective Follow-up/Re-evaluation, sent by the CAB, including payment support and confirmation from the CCF (receivables and invoices).

 

WHAT DO YOU EXPECT FROM THE SIPSO PROJECT?

SIPSO is a platform that will allow to manage the accreditation processes in an agile, efficient and direct way, with a continuous online follow-up.

To make use of it, each CAB must register in the application and after receiving a unique username and password in their email, they will be able to enter and interact within the tool to manage various steps of the accreditation process, ranging from a rewarding request to the publication of accreditation on our website and, subsequently, facilitating the management of all accreditation maintenance evaluations.

In addition, it will provide the CAB with the possibility of having a permanent flow of communication with ONAC during all stages of the process by updating their information, requesting reprogramming, objecting to members of the evaluation team, objecting to the findings of an evaluation or the decisions taken on accreditation, among others.

WHAT DOES THE LAUNCH OF THIS FIRST SIPSO PRODUCT BRING US?

Considering the complexity of the accreditation process, the number of accredited and in-process CABs, and the simultaneity of the processes, the development of this mega-project is designed in three phases.

The first phase, available to our CABs, corresponds to the administration, registration and management module for awarding and extension applications. Through this module, those interested in accreditation can make their application and those who are already accredited can manage their scope extensions.

CONTACT US

Online Chat

In the lower right corner of this section you will find direct access to our online chat, ask when you need to.

Call Center

Contact our Call Center and solve any doubts you may have at (1) 7427592.

E-mail us

Send us your questions and concerns to soporteweb@onac.org.co and we will respond as soon as possible.

Confirm accreditation status

Verify the status of an accreditation by typing the accreditation code below:

El código de acreditación contiene la siguiente estructura:
AA-NNN-###
AA = Año solicitud
NNN = Abreviatura del esquema
### = Consecutivo asignado

Remember, accreditation process with ONAC is only available in SPANISH language

GU-3.0-02 v1 en Consulta Pública GUÍA PARA LA ADMINISTRACIÓN E IMPLEMENTACIÓN DE ALCANCES FLEXIBLES EN EL ESQUEMA DE PROVEEDORES DE ENSAYOS DE APTITUD
Hasta: 6 de diciembre de 2022