USDA Inspection Manual(5-20)

Electronic Repor ting Instructions
Updated • 2020

INTRODUCTION:
The California Olive Committee’s electronic reporting
system was developed to provide the industry with
electronic data, increase efficiencies, limit subjectivity
and provide value to growers. The system is web based
and completely login secure.

For Your Records
Name •
Username •
Password •

*Keep your login credentials in a safe and secure place*

USDA |
» Inspect Certificates

Inspector

» View Certificates In Progress

Login
» To access the login page, go to: www.caloliveinspection.org
» When this screen appears (see fig. 1a), enter your login credentials

Click “Login” after you have
entered your login credentials

fig. 1a

» Once you have logged in, the Main Menu will appear (see fig. 2a)

fig. 2a

California Olive Committee Electronic Reporting Instructions • USDA • 3

Login

If you forget your login
credentials, click here to contact
the System Administrator

Inspecting COC-3 Certificates
» To inspect COC-3 certificates, start by clicking “COC-3”

» All available certificates are under the "Ready for Inspection" dropdown
menu. Use the dropdown menu to select the top certificate
Click COC-3 to search
for certificates

Use dropdown menu to
select "Crop Year"
fig. 3a

Use dropdown menu select
from available certificates

» Once you have selected the certificate, scroll down to inspect the
certificate (see fig. 4a)

Criteria to inspect

(Optional) Include log notes here
fig. 4a
California Olive Committee Electronic Reporting Instructions • USDA • 4

Inspecting COC-3 Certificates

» When this screen appears (see fig. 3a), specify your search criteria by
selecting your Crop Year

» To approve or reject an inspection, click "Submit" (see fig. 5a)
Note: If you choose to "Reject" you must add notes in the note section as to
why before clicking "Submit"

Click "Submit" to open the
pop-up window

fig. 6a

» Once you click "Submit" a pop-up window will open (see fig. 6a) which will
give you the option to "Approve" "Reject" or "Cancel" (see fig. 7a)

Click "Cancel" to go back to the
COC-3 certificate
fig. 7a

» If approved, click on "Approved" and move on to the next certificate
to be approved

California Olive Committee Electronic Reporting Instructions • USDA • 5

Inspecting COC-3 Certificates

fig. 5a

Viewing COC-3 Certificates In Progress

» When this screen appears (see fig. 8a), you will be able to view the
certificate status in the far-right column

What is the purpose of the
"In Progress" page?
This page was created
for you to see the COC-3
cerificates that are coming
your way to ensure that
certificates get processed
within 24 hours.

Click "In Progress" to search
for certificates in progress

View certificate status here
fig. 8a

California Olive Committee Electronic Reporting Instructions • USDA • 6

Status Options:
Weighted (awaiting Grading)
Graded (awaiting Inspection)
Inspected

Viewing COC-3 Certificates In Progress

» To view COC-3 certificates that you have processed or that are coming
your way, start by clicking "In Progress"

FYI

Logging Out
» At the end of your session, once you have reviewed and/or retrieved your
data, proceed by clicking "Logout"

Click "Logout" to logout

Logging Out

California Olive Committee Electronic Reporting Instructions • USDA • 7

USDA |

Admin Inspector

» View Certificates In Progress

» View/Download Certificate Data

Login
» To access the login page, go to: www.caloliveinspection.org
» When this screen appears (see fig. 1b), enter your login credentials

Click “Login” after you have
entered your login credentials

fig. 1b

» Once you have logged in, the Main Menu will appear (see fig. 2b)

fig. 2b

California Olive Committee Electronic Reporting Instructions • USDA • 9

Login

If you forget your login
credentials, click here to contact
the System Administrator

View/Download Certificate Data
» To view and/or download existing certificate data, click “View Inspector”

Note: If you choose to not enter a date range, the system will display all
certificates that are within the selected Crop Year

What is the purpose of the
"Inspector View" page?
This page was created
for you to view and/
or download the COC-3
cerificates that have been
processed for your records.

» Once you have specified your search criteria, click “Display”
Click "View Inspector" to search
for certificates
Use dropdown menu to
select "Crop Year"
Use dropdown menu to
select "Receiving Station"
(Optional) Apply filter to narrow
down your search results by the
date the certificate was created
fig. 3b

» Once you click “Display” the system will populate a list of certificates that
meet your specified search criteria (see fig. 4b)

fig. 4b

California Olive Committee Electronic Reporting Instructions • USDA • 10

Click "Display" to populate a list
of certificates

View/Download Certificate Data

» When this screen appears (see fig. 3b), specify your search criteria by
selecting your Crop Year and Receiving Station. The date range filter is
optional to help narrow down your search results by the date the certificate
was created

FYI

» To view all certificates in a PDF document, click “View in PDF”
» To view an individual certificate in a PDF document, click the PDF icon
t hat is to the left of the certificate you wish to see

» To view all the certificates in an Excel form click “Export to Excel”. Once you
click “Export to Excel” your computer will download an Excel document that
includes the certificates. Once you open the Excel document, you can save the
data to your computer by going to the “File” tab and clicking “Save As” where
you can then choose what to name it and where to save it on your computer.

Are you trying to open a
PDF but it’s not showing up?
Your internet browser 
might have the security
settings to block pop-ups.
To display the PDFs, make
sure to allow pop-ups for
www.caloliveinspection.org.

Note: Your computer must have the Excel software to utilize this feature.

Click "Export to Excel" to view all
certificates in an Excel form
Click "View in PDF" to view all
certificates in PDF document

Click on the corresponding icon
to view an individual certificate
in a PDF document

California Olive Committee Electronic Reporting Instructions • USDA • 11

View/Download Certificate Data

Note: You are able to save PDFs to your computer if you wish, but please
know that all of your data will be saved in the system and is retrievable
at any time

Pop-Ups

Viewing COC-3 Certificates In Progress

» When this screen appears (see fig. 8b), you will be able to view the
certificate status in the far-right column

What is the purpose of the
"In Progress" page?
This page was created
for you to see the COC-3
cerificates that are coming
your way to ensure that
certificates get processed
within 24 hrs.

Click "In Progress" to search
for certificates in progress

View certificate status here
fig.8b

California Olive Committee Electronic Reporting Instructions • USDA • 12

Status Options:
Weighted (awaiting Grading)
Graded (awaiting Inspection)
Inspected

Viewing COC-3 Certificates In Progress

» To view COC-3 certificates that you have processed or that are coming
your way, start by clicking "In Progress"

FYI

Logging Out
» At the end of your session, once you have reviewed and/or retrieved your
data, proceed by clicking "Logout"

Click "Logout" to logout

Logging Out

California Olive Committee Electronic Reporting Instructions • USDA • 13

CONTACT US:
Please contact the California Olive Committee for
questions or concerns regarding the electronic
reporting system.

Lindsey Batty | [email protected]
Phone • 559-456-9096