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User Manual10/07/2008
VISA ISSUANCE SYSTEM
Table of Contents
• System Usage Scenario• Visa Issuance System• Document Management System
SYSTEM USAGE SCENARIOS
System Usage Scenario
• This section illustrates how the user will interact with the systems/tools in order to accomplish certain tasks.
• This section is divided into two parts– Common Scenarios– Uncommon Scenarios
Common System Usage Scenarios
• First Time Application• Renewal Application• External Application
– Sponsored – Unsponsored
First Time Application
A first time applicant is someone who is either applying for an electronic visa for the first time or has had a previous application rejected. In this case, the applicant’s profile should not exist in the system or if it does the applicant was not issued an electronic visa. Only those applications that have been approved at the final approval stage will then proceed to the personalisation stage.
First Time Application
$
$
$
FINAL
APPROVALPERSONALISATION
PRE
APPROVALENROLLMENT PAYMENT
DATA ENTRY
QC ISSUANCE
• Capture personal details• Print auxiliary receipt
• Capture payment details • Insert interview notes
• Make decision to approve, reject, pending or skip the approval
• Capture complete personal details• Scan supporting documents
• Verify the details• Make decision to
approve or reject the application.
• Print Visa
• Scan visa data page• Approve or reject visa• Stick visa onto the passport
• Verify visa’s MRZ• Issue visa
Renewal Application
The Renewal Application process is invoked in the case of an applicant’s existing electronic visa expiring. The applicant must have an existing profile in the system. In case the old visa is still valid , it must be made obsolete before a new visa can be issued.
The applicant’s old visa number cannot have been used for any other renewal or replacement application.
Only applications that are approved at the final approval stage will proceed on to the personalisation stage.
Renewal Application
$
$
$
PRE-
APPROVALFINAL
APPROVALPERSONALISATION
X
ENROLLMENT PAYMENT DATA ENTRY
ISSUANCEQC
• Retrieve personal details• Print auxiliary receipt
• Capture payment details • Capture complete personal details• Scan supporting documents
• Verify the details • Make decision to
approve, reject, skip the approval
• Verify the details• Make decision to
approve or reject the application.
• Print visa
• Scan visa data page• Approve or reject visa• Stick visa onto the passport
• Verify visa’s MRZ• system automatically obsolete old visa• Issue visa
External Application
• There are two categories of external application.– Sponsored– Unsponsored
• The sponsored application requires payment of a sponsorship fee set by MOFA.
• The unsponsored application does not required payment since it is fully paid by the applicant himself.
• Both applications will be issued a Commonwealth Visa which is produced by UK embassy after obtaining approval from Bahamas consular.
External Application - Sponsored
• Capture payment details • Verify the details• Make decision to
approve or reject the application.
• Capture complete personal details• Scan supporting documents
DATA ENTRY PAYMENT
External Application - Unsponsored
DATA ENTRY
• Verify the details• Make decision to
approve or reject the application.
• Capture complete personal details• Scan supporting documents
Enrolled Incorrect Visa Type - Case 1
This is a scenario where an applicant has been mistakenly enrolled for the incorrect type of visa. The supervisor, in this case logs in to the system prior to the applicant making a payment, and makes the necessary change to the application. It is important to do this before acceptance of payment as the amount to be paid depends on the type of visa. The rest of the process from payment onwards continues as usual.
Enrolled Incorrect Visa Type - Case 1
FINAL
APPROVAL
PERSONALISATION
ENROLLMENT
$
$
$
PAYMENT
PRE
APPROVAL
UPDATE PROFILE -ENROLLMENT
!
DATA ENTRY
QC ISSUANCE
• Enroll applicant• Print auxiliary receipt
• Applicant identifiesincorrect visa type
• Officer informs supervisor• Supervisor corrects the Visa type
• Capture payment details
• Interview applicant• Perform approval
• Perform data entry• Verify details• Approve application
• Print visa
• Perform quality check • Issue visa
Enrolled Incorrect Visa Type - Case 2
• This is a scenario where an applicant has been mistakenly enrolled for the incorrect type of passport, but the mistake is identified only after payment has been accepted. In this case, the administrator logs in to the system and deletes the job using the Configuration System (CAT). The applicant has to be re-enrolled and the process starts anew from the beginning.
Enrolled Incorrect Visa Type - Case 2
FINAL
APPROVAL PERSONALISATION
ENROLLMENT
QC
$
$
$
PAYMENT
PRE
APPROVAL
!
$
$
$
PAYMENT
PRE
APPROVALCAT – DELETE JOB
ENROLLMENTDATA ENTRY
ISSUANCE
• Enroll applicant• Print auxiliary receipt
• Capture payment details • Officer identifies incorrect passport type
• Inform administrator• Administrator deletesjob
• Reenroll applicant• Print new auxiliary receipt
• Capture payment details• Interview applicant• Perform approval
• Perform data entry
• Verify details• Perform approval
• Verify details• Approve application
• Produce passport • Perform quality check
• Issue passport
Update Personal Data – Case 1• This is a scenario where incorrect or incomplete
personal data has been logged into the application, and the error has been spotted at one of the approval levels after data entry. In this case, the approval officer alerts the enrollment supervisor who proceeds to use the Update Profile – Enrolment/Data Entry module to correct the data . The application then goes through one final level of approval before proceeding to the personalisation stage.
Update Personal Data – Case 1
FINAL
APPROVALPERSONALISATION
ENROLLMENT
QC
$
$
$
PAYMENTPRE
APPROVAL
UPDATE PROFILE -ENROLLMENT/DATA
ENTRY
DATA ENTRY
!
FINAL
APPROVAL
ISSUANCE
• Enroll applicant• Print auxiliary receipt
• Capture payment details • Interview applicant• Perform approval
• Perform data entry
• Officer identifies incorrect or incomplete information
• Officer informs enrollment Supervisor• Supervisor corrects or capture information
• Verify details• Approve application
• Print visa
• Perform quality check • Issue visa
Update Personal Data – Case 2
• This is a scenario where incorrect personal or biometric data has been identified after personalising the visa. The visa is, in this case rejected at the Quality Control (QC) stage. After making the necessary corrections using the Update Profile – Enrolment module, A new visa is produced and then goes through another level of QC before being issued.
Update Personal Data – Case 2
FINAL
APPROVAL
ENROLLMENT
$
$
$
PAYMENTPRE
APPROVAL
UPDATE PROFILE -ENROLLMENT
PERSONALISATION QC ISSUANCE
DATA ENTRY
PERSONALISATION
!
QCX
• Enroll applicant• Print auxiliary receipt
• Capture payment details • Interview applicant• Perform approval
• Perform data entry
• Verify details• Approve application
• Reject visa • Officer identifies incorrect data afterpersonalisation
• Reprint visa • QC visa • Issue visa
• Officer informs supervisor• Supervisor corrects the mistakes
Reject Issuance - Cases• Case 1: A faulty visa, i.e one that can’t be read is
identified at the issuance counter. The visa then needs to be reproduced and to go through QC before it can be re-issued.
• Case 2: Applicant identifies mistakes in the visa at issuance counter. A supervisor is alerted and makes the necessary corrections using the Update Profile –Enrollment module to re-personalise the visa. The visa then needs to be reproduced and to go through QC before it can be re-issued.
• Case 3: Applicant is deceased or blacklisted. Visa is rejected at the issuance counter. No further action is necessary.
Reject Issuance – Case 1
$
$
$
FINAL
APPROVALPERSONALISATION
PRE
APPROVALENROLLMENT PAYMENT
PERSONALISATION QC
DATA ENTRY
QCISSUANCE
!
X
ISSUANCE
• Enroll applicant• Print auxiliary receipt
• Capture payment details • Interview applicant• Perform approval
• Perform data entry
• Verify details• Approve application
• Produce visa• Perform quality check• Visa is faulty - i.e. MRZ could not be read• Reject issuance
• Reprint visa • Perform quality check • Issue visa
Reject Issuance – Case 2
$
$
$
FINAL
APPROVALPERSONALISATION
PRE
APPROVALENROLLMENT PAYMENT
PERSONALISATION QC
DATA ENTRY
QCISSUANCE
!
X
ISSUANCE
UPDATE PROFILE -ENROLLMENT
• Enroll applicant• Print auxiliary receipt
• Capture payment details • Interview applicant• Perform approval
• Perform data entry
• Verify details• Approve application
• Print visa• Perform quality check• Applicant identifies mistakes• Officer rejects issuance and sends for repersonalisation
• Officer informs supervisor• Supervisor makes the correction
• Reprint visa • QC visa • Issue visa
Reject Issuance – Case 3
$
$
$
FINAL
APPROVALPERSONALISATION
PRE
APPROVALENROLLMENT PAYMENT
QC
DATA ENTRY
ISSUANCE
!
X
• Enroll applicant• Print auxiliary receipt
• Capture payment details • Interview applicant• Perform approval
• Perform data entry
• Verify details• Approve application
• Print visa• Perform quality check• Reject passport without further action - i.e. applicant deceased or blacklisted.
VISA ISSUANCE SYSTEM
Visa Issuance System
• Chapter 1: Enrollment System• Chapter 2: Payment System• Chapter 3: Approval System• Chapter 4: Personalisation System• Chapter 5: Quality Check System• Chapter 6: Issuance System• Chapter 7: Report• Chapter 8 : Authentipass System• Chapter 9 : System Configuration
Login Into Visa Issuance System
Click on the <Submit> button to login using the provided user credentials
Enter username and password
Step 1
Login Into Visa Issuance System
The welcome screen will appear upon a successful login
The tabs show the systems that are granted to be used by the workstation.
The main menu shows the modules accessible by the user.
Step 2
Chapter 1: Enrollment System
• 1.1 Enroll New E-Visa• 1.2 Renew E-Visa• 1.3 Data Entry• 1.4 Update Profile• 1.5 Query
1.1 Enroll New E-Visa
Click on “Enroll New E-Visa” link for first time e-Visa enrollment
Step 1
1.1 Enroll New E-Visa
To begin, click on <Generate> to generate the Application ID and start the enrollment process
Step 2
1.1 Enroll New E-Visa
Application ID will be generated and displayed
Step 3
1.1 Enroll New E-Visa
Select visa type and entry type from the dropdown lists
If the applicant holds a machine readable passport, click on <Read Passport>
Step 4
1.1 Enroll New E-Visa
Open the passport and insert the passport at the right hand end of the OCR slot with the MRZ line facing the operator.
Swipe from right to left direction.
Ensure swipe action continues to the end of the slot before lifting the passport.
If the MRZ of the passport has been read correctly, the reader will produce one (1) beep. However, if this is not the case, failure to read the MRZ portion will be indicated with the sound of three (3) beeps.
Step 5
1.1 Enroll New E-Visa
The MRZ data will appear in the fields accordingly.
Step 6
1.1 Enroll New E-Visa
Fill in all the mandatory fields
Click on <Save & Next> to save the enrollment record to the database
Step 7
1.1 Enroll New E-Visa
A notification message will display upon successful submission of the application
Click on <Proceed to Payment> to update the payment details. This feature only appears in multipurpose counter.
Step 8
Chapter 1: Enrollment System
• 1.1 Enroll New E-Visa• 1.2 Renew E-Visa• 1.3 Data Entry• 1.4 Update Profile• 1.5 Query
1.2 Renew Visa
Click on “Renew E-Visa” link
Step 1
1.2 Renew Visa
Select the search criteria and enter the value to search on
Step 2
1.2 Renew Visa
If search by “Document No” is selected, key in applicant’s old e-visa number into the textboxes
Click on <Retrieve Applicant Data> to search for applicant’s profile in the database.
Step 3
1.2 Renew Visa
Applicant’s information from the previous application will display. If applicant has a new passport, enter the new passport’s details into the textboxes.
Application ID is generated and displayed
Click on <Save & Next> to proceed to the next stage.
Step 4
1.2 Renew Visa
A notification message will display upon successful submission of the application
Click on <Proceed to Payment> to update the payment details. This feature only appears in multipurpose counter.
Step 5
Chapter 1: Enrollment System
• 1.1 Enroll New E-Visa• 1.2 Renew E-Visa• 1.3 Data Entry• 1.4 Update Profile• 1.5 Query
1.3 Data Entry
• 1.3.1 Start Data Entry• 1.3.2 External Application• 1.3.3 Resume Data Entry
1.3.1 Start Data Entry
Click on “Data Entry” link
Step 1
1.3.1 Start Data Entry
Select the search criteria and enter the value to search on
Click on <Search> to search for the application to be processed
Click on <View All> to retrieve all applications that are pending for data entry
Step 2
1.3.1 Start Data Entry
If Search by “Application ID” is selected, key in the Application ID of application to be processed into the textbox
Click on <Search> to search for the application
Step 3
1.3.1 Start Data Entry
Click on <Scan photograph> to scan and capture applicant’s photograph
Step 4
1.3.1 Start Data Entry
Select “Color Picture” option
Click on <Preview> to preview the photograph
Click on <Scan> to capture the photograph
Step 5
1.3.1 Start Data Entry
Click on <Crop> to crop the captured photograph
Click on the broken rectangular line and select the area of the image to be cropped.
Step 6
1.3.1 Start Data Entry
The cropped image appears in the Output Image box.
Click on <Done> to save the output image.
Step 7
1.3.1 Start Data Entry
Fill in the applicant’s contact and employment details
Click on <Save & Next> to proceed to the next stage
Step 9
1.3.1 Start Data Entry
Fill in the applicant’s travel and marriage details
Click on <Save & Next> to proceed to the next stage
Step 10
1.3.1 Start Data Entry
Fill in the applicant’s financial and criminal details
Click on <Save & Next> to proceed to the next stage
Step 11
1.3.1 Start Data Entry
Fill in the applicant’s additional details
Click on <Save & Next> to proceed to the next stage
Step 12
1.3.1 Start Data Entry
Select the type of document to be scanned from the dropdown list.
Click on <Scan Document> to scan the supporting document
Step 13
1.3.1 Start Data EntryStep 14
Click on <Scan Image>
1.3.1 Start Data EntryStep 15
Select the “Custom Settings” option
Click on <Preview> to preview the scanned document
Click on <Scan> to scan and capture the scanned document
1.3.1 Start Data EntryStep 16
Click on <Crop> to crop the captured photograph
Click on the broken rectangular line and select the area of the image to be cropped.
Click on <Rotate Clockwise> to rotate the selected area in a clockwise direction.
Click on <Rotate Counter Clockwise>to rotate the selected area in anti-clockwise direction.
1.3.1 Start Data EntryStep 16
The cropped image appears in the Output Image box.
Click on <Done> to save the output image.
1.3.1 Start Data Entry
Click on <Save> to save the image
Step 17
1.3.1 Start Data Entry
A notification message will display upon successful submission.
Details of the previously saved image are displayed in the data grid
Click on the “rubbish bin” to delete the image record
Click on the magnifying glass to display the scanned image
Step 18
1.3.1 Start Data Entry
Click on <Scan Document> to scan another supporting document
Click on <Next> to proceed to the next stage
Step 19
1.3.1 Start Data Entry
Click on <Submit> to save the updated information into the database
Step 20
1.3.1 Start Data Entry
Notification message will display upon successful submission.
Step 21
1.3 Data Entry
• 1.3.1 Start Data Entry• 1.3.2 External Application• 1.3.3 Resume Data Entry
1.3.2 External Application
Click on “Data Entry” link
Step 1
1.3.2 External Application
Click on “External Application” link
Step 2
1.3.2 External Application
To begin, click on <Generate> to generate the Application ID and start the enrollment process
Step 3
1.3.2 External Application
Application ID will be generated and displayed
Click on <Scan photograph> to scan and capture applicant’s photograph
Step 4
1.3.2 External ApplicationStep 5
Click on <Scan Image>
1.3.2 External ApplicationStep 6
Select “Color Picture” option
Click on <Preview> to preview the photograph
Click on <Scan> to capture the photograph
1.3.2 External ApplicationStep 7
Click on <Crop> to crop the captured photograph
Click on the broken rectangular line and select the area of the image to be cropped.
1.3.2 External ApplicationStep 8
The cropped image appears in the Output Image box.
Click on <Done> to save the output image.
1.3.2 External Application
Select visa type and entry type from the dropdown lists
Fill in the applicant’s personal and passport details
Step 9
1.3.2 External Application
Fill in the applicant’s contact and employment details
Click on <Save & Next> to proceed to the next stage
Step 10
1.3.2 External Application
Fill in the applicant’s travel and marriage details
Click on <Save & Next> to proceed to the next stage
Step 11
1.3.2 External Application
Fill in the applicant’s financial and criminal details
Click on <Save & Next> to proceed to the next stage
Step 12
1.3.2 External Application
Fill in the applicant’s additional details
Click on <Save & Next> to proceed to the next stage
Step 13
1.3.2 External Application
Select the type of document to be scanned from the dropdown list.
Click on <Scan Document> to scan the supporting document
Step 14
1.3.2 External ApplicationStep 15
Click on <Scan Image>
1.3.2 External ApplicationStep 16
Select the “Custom Settings” option
Click on <Preview> to preview the scanned document
Click on <Scan> to scan and capture the scanned document
1.3.2 External ApplicationStep 17
Click on <Crop> to crop the captured photograph
Click on the broken rectangular line and select the area of the image to be cropped.
Click on <Rotate Clockwise> to rotate the selected area in a clockwise direction.
Click on <Rotate Counter Clockwise>to rotate the selected area in anti-clockwise direction.
1.3.2 External ApplicationStep 18
The cropped image appears in the Output Image box.
Click on <Done> to save the output image.
1.3.2 External Application
Click on <Save> to save the image
Step 19
1.3.2 External Application
A notification message will display upon successful submission.
Details of the previously saved image are displayed in the data grid
Click on the rubbish bin to delete the image record
Click on “View” to display the scanned image
Step 20
1.3.2 External Application
Click on <Scan Document> to scan another supporting document
Click on <Next> to proceed to the next stage
Step 21
1.3.2 External Application
Click on <Submit> to save the updated information into the database
Step 22
1.3.2 External Application
Notification message will display upon successful submission.
Step 23
1.3 Data Entry
• 1.3.1 Start Data Entry• 1.3.2 External Application• 1.3.3 Resume Data Entry
1.3.3 Resume Data Entry
Click on “Data Entry” link
Step 1
1.3.3 Resume Data Entry
Click on “Resume Data Entry” link
Step 2
1.3.3 Resume Data Entry
Select the Application ID to resume from the dropdown list
Click on <Resume Enrollment> to retrieve the application
Step 3
1.3.3 Resume Data Entry
Applicant’s personal details that was saved before the interruption will display.
Click on <Save & Next> to proceed to the next stage.
Step 4
1.3.3 Resume Data Entry
Click on <Save & Next> to proceed to the next stage
Travel and family details that were saved before the interruption will be displayed else fill in the contact and employment details
Step 5
1.3.3 Resume Data Entry
Click on <Save & Next> to proceed to the next stage
Financial and criminal details that were saved before the interruption will be displayed else fill in the contact and employment details
Step 6
1.3.3 Resume Data Entry
Click on <Save & Next> to proceed to the next stage
Additional details that was saved before the interruption will be displayed else fill in the contact and employment details
Step 7
1.3.3 Resume Data EntryScanned supporting documents that were saved before the interruption will be displayed else fill in the contact and employment details
Click on <Next> to proceed to the next stage
Step 8
1.3.3 Resume Data Entry
Click on <Submit> to save the updated information of the application into the database
Step 9
1.3.3 Resume Data Entry
A notification message will display upon successful submission.
Step 10
Chapter 1: Enrollment System
• 1.1 Enroll New E-Visa• 1.2 Renew E-Visa• 1.3 Data Entry• 1.4 Update Profile• 1.5 Query
1.4 Update Profile
• 1.4.1 Update Profile – Enrollment• 1.4.2 Update Profile – Data Entry
1.4.1 Update Profile – EnrollmentStep 1
Click on “Update Profile” link
Click on “Update Profile” link
1.4.1 Update Profile – EnrollmentStep 2
Select the search criteria and enter the value to search on
Click on <Search> to search for the application to be processed
1.4.1 Update Profile – EnrollmentStep 3
If Search by “Application ID” is selected, key in the Application ID of the application to be updated into the textbox
Click on <Search> to search for the application
1.4.1 Update Profile – EnrollmentThe applicant’s personal information that was captured during enrollment will be displayed.Update the information as necessary
Click on <Save & Next> to proceed to the next stage
Step 4
1.4.1 Update Profile – Enrollment
Notification message will display upon successful submission.
Step 5
1.4 Update Profile
• 1.4.1 Update Profile – Enrollment• 1.4.2 Update Profile – Data Entry
1.4.2 Update Profile – Data Entry
Click on “Update Profile” link
Step 1
1.4.2 Update Profile – Data Entry
Select the search criteria and enter the value to search on
Click on <Search> to search for the passport to be processed
Step 2
1.4.2 Update Profile – Data Entry
If Search by “Application ID” is selected, key in the Application ID to be approved into the textbox
Click on <Search> to search for the application’s record
Step 3
1.4.2 Update Profile – Data Entry
Click on <Update Profile> to retrieve the applicant’s profile.
Step 4
1.4.2 Update Profile – Data EntryThe applicant’s personal information that was captured during enrollment and data entry will be displayed.Update the information as necessary
Step 5
1.4.2 Update Profile – Data EntryUpdate the contact and employment details as necessary
Click on <Save & Next> to proceed to the next stage
Step 6
1.4.2 Update Profile – Data EntryUpdate the family details as necessary
Click on <Save & Next> to proceed to the next stage
Step 7
1.4.2 Update Profile – Data EntryUpdate the financial and criminal details as necessary
Click on <Save & Next> to proceed to the next stage
Step 8
1.4.2 Update Profile – Data EntryUpdate the additional details as necessary
Click on <Save & Next> to proceed to the next stage
Step 9
1.4.2 Update Profile – Data Entry
Add or delete scanned documents as necessary
Click on <Next> to proceed to the next stage
Step 10
1.4.2 Update Profile – Data Entry
Click on <Submit> to save the updated information into the database.
Step 11
1.4.2 Update Profile – Data Entry
A notification message will be displayed upon successful submission.
Step 12
Chapter 1: Enrollment System
• 1.1 Enroll New E-Visa• 1.2 Renew E-Visa• 1.3 Data Entry• 1.4 Update Profile• 1.5 Query
1.5 Query
• 1.5.1 Enrollment Enquiry• 1.5.2 Reprint Auxiliary Receipt• 1.5.3 Read Visa
1.5.1 Enrollment Enquiry
Click on “Query” link
Step 1
1.5.1 Enrollment Enquiry
Select the search criteria and enter the value to search on
Click on <Search> to search for the passport to be processed
Step 2
1.5.1 Enrollment Enquiry
If search by “Application ID” is selected, key in the application id into the textbox
Click on <Search> to search for the application
Step 3
1.5.1 Enrollment Enquiry
The application details will display.
Step 4
1.5 Query
• 1.5.1 Enrollment Enquiry• 1.5.2 Reprint Auxiliary Receipt• 1.5.3 Read Visa
1.5.2 Reprint Auxiliary Receipt
Select the search criteria and enter the value to search on
Click on “Reprint Auxiliary Receipt” link
Step 1
1.5.2 Reprint Auxiliary Receipt
If Search by “Application ID” is selected, key in the Application ID into the textbox
Click on <Search> to search for the application
Step 2
1.5.2 Reprint Auxiliary Receipt
Click on <Print> to print the auxiliary receipt
The applicant and application details will be displayed.
Step 3
1.5 Query
• 1.5.1 Enrollment Enquiry• 1.5.2 Reprint Auxiliary Receipt• 1.5.3 Read Visa
1.5.3 Read Visa
Click on “Read E-Visa”
Click on <Read MRZ> . Then, swipe the visa’s MRZ
Step 1
1.5.3 Read Visa
The visa’s MRZ information will display on the screen.
Step 2
Visa Issuance System
• Chapter 1: Enrollment System• Chapter 2: Payment System• Chapter 3: Approval System• Chapter 4: Personalisation System• Chapter 5: Quality Check System• Chapter 6: Issuance System• Chapter 7: Report• Chapter 8: Authentipass System• Chapter 9: System Configuration
Chapter 2: Payment System
• 2.1 Accept Payment• 2.2 Adjust Fee Payable
2.1 Accept Payment
Click on the “E-Visa Payment” link to record payment
Click on the “Payment” tab to go to payment system
Step 1
2.1 Accept Payment
Select the search criteria and enter the value to search on
Click on <Search> to search for the application to be processed
Click on <View All> to list all applications that are pending for payment .
Step 2
2.1 Accept Payment
If search by “Application ID” is selected, key in the Application ID into the textboxClick on <Search> to
search for the application
Step 3
2.1 Accept Payment
Insert the manual receipt number
Click on <Submit> to complete the payment.
Select payment method from the dropdown list
Step 4
2.1 Accept Payment
A notification message will display upon successful submission
Click on “Pending Payment” link to process other applications
Click on <Proceed to Pre-Approval> to proceed with pre-approval. This feature is only available in multipurpose counter
Step 5
Chapter 2: Payment System
• 2.1 Accept Payment• 2.2 Adjust Fee Payable
2.2 Adjust Fee Payable
Click on the “E-Visa Payment” link to record payment
Step 1
2.2 Adjust Fee Payable
Select the search criteria and enter the value to search on
Click on <Search> to search for the application to be processed
Click on <View All> to retrieve applications that are pending for payment .
Step 2
2.2 Adjust Fee Payable
If search by “Application ID” is selected, key in the Application ID into the textboxClick on <Search> to
search for the application
Step 3
2.2 Adjust Fee Payable
Insert the manual receipt number
Select payment method from the dropdown list
To adjust the fee payable, click on <Change>
Step 4
2.2 Adjust Fee Payable
Enter User Name and Password
Click on <Login> to login using the provided credentials
Step 5
2.2 Adjust Fee Payable
Insert the new amount and reason for the adjustment in the remarks field
Click on <Submit> to confirm else click on <Cancel>
Step 6
2.2 Adjust Fee Payable
Click on <Submit> to save the payment details.
Step 7
2.2 Adjust Fee Payable
A notification message will displayupon successful submission
Click on <Proceed to Pre-Approval> to proceed with pre-approval. This feature is only available in multipurpose counter
Step 8
Visa Issuance System
• Chapter 1: Enrollment System• Chapter 2: Payment System• Chapter 3: Approval System• Chapter 4: Personalisation System• Chapter 5: Quality Check System• Chapter 6: Issuance System
Chapter 3: Approval System
• 3.1 Pre-Approval• 3.2 Final Approval• 3.3 Update Approval• 3.4 View Profile
3.1 Pre-Approval
Click on the “Pre-Approval” link
Click on the “Approval” tab to go to the Approval System.
Step 1
3.1 Pre-ApprovalSelect the search criteria and enter the value to search on
Click on <Search> to search for the application to be approved
Click on <View All> to list all applications that are pending for Pre-Approval.
Step 2
3.1 Pre-Approval
Click on <Search> to search for the application to be approved
If Search By “Application ID” is selected, Key in the application’s Application ID into the textbox
Step 3
3.1 Pre-Approval
Click on the links to navigate to the required page
Step 4
3.1 Pre-Approval
Click on the “Contact” tab to view applicant’s contact information
Step 5
3.1 Pre-Approval
Click on the “Employment” tab to view applicant’s employment information
Step 6
3.1 Pre-Approval
Click on the “Family” tab to view applicant’s family information
Step 7
3.1 Pre-Approval
Click on the “Travel” tab to view applicant’s travel details
Step 8
3.1 Pre-Approval
Click on the “Criminal” tab to view applicant’s criminal details
Step 9
3.1 Pre-Approval
Click on the “Additional” tab to view applicant’s additional information
Step 10
3.1 Pre-Approval
Click on “Scanned Doc” to view the scanned supporting documents.
Step 11
3.1 Pre-Approval
Click on “Approval History” to view the approval transactions.
Step 12
3.1 Pre-Approval
Key in the interview notes into the provided textbox.
Select “Approve” from the dropdown list to approve the application.
Click on <Submit> to update the approval details and proceed to the next stage..
Step 13
3.1 Pre-Approval
Select “Pending” from the dropdown list to defer the approval of the application.
Key in the reason for deferring the approval of the application in the Remarks field.
Click on <Submit> to update the approval details and proceed to the next stage..
Step 14
3.1 Pre-Approval
Select “Reject” from the dropdown list to reject the application.
Select the reject reason from the dropdown list.
Click on <Submit> to update the approval details and proceed to the next stage.
Step 15
3.1 Pre-Approval
Select “Skip” from the dropdown list to skip the approval of the application.
Key in the reason for skipping the approval of the application in the Remarks field.
Click on <Submit> to update the approval details and proceed to the next stage..
Step 16
3.1 Pre-Approval
A confirmation message will display requesting user to confirm the approval status. Click on <OK> to confirm.
Step 17
3.1 Pre-Approval
A notification message will display upon successful submission of the approval details.
Click on <Proceed to Data Entry> to perform data entry right away. This feature is only available in multipurpose station
Step 18
Chapter 3: Approval System
• 3.1 Pre-Approval• 3.2 Final Approval• 3.3 Update Approval• 3.4 View Profile
3.2 Final Approval
Click on “Final Approval” tab
Step 1
3.2 Final ApprovalSelect the search criteria and enter the value to search on
Click on <Search> to search for the application to be approved
Click on <View All> to list all applications that are pending for final approval.
Step 2
3.2 Final Approval
If Search by “Application ID” is selected, key in the application’s Application ID to be approved into the textbox
Click on <Search> to search for the application’s record
Step 3
3.2 Final Approval
Click on the tabs to navigate to the required page
Step 4
3.2 Final Approval
Click on the “Contact” tab to view the applicant’s contact details
Step 5
3.2 Final Approval
Click on the “Employment” tab to view the applicant’s employment details
Step 6
3.2 Final Approval
Click on the “Family” tab to view the applicant’s family details
Step 7
3.2 Final Approval
Click on the “Travel” tab to view the applicant’s travel details
Step 8
3.2 Final Approval
Click on the “Criminal” tab to view the applicant’s criminal details
Step 9
3.2 Final Approval
Click on the “Scanned Doc” tab to view the applicant’s scanned supporting documents.
Step 10
3.2 Final Approval
Click on Approval History link to view the approval transactions information.
Step 1
3.2 Final Approval
Click on “Action” link to perform approval
Step 2
3.2 Final Approval
Select “Approve” from the dropdown list to approve the application. Else, select “Reject” to reject the application.
Click on <Submit> to update the approval details and proceed to the next stage..
Step 3
3.2 Final Approval
A confirmation message will display requesting user to confirm the selected approval status. Click on <OK> confirm
Step 4
3.2 Final Approval
A notification message will be displayed upon successful submission of the approval details.
Step 5
Chapter 3: Approval System
• 3.1 Pre-Approval• 3.2 Final Approval• 3.3 Update Approval• 3.4 View Profile
3.3 Update Approval
Click on “Update Approval” link
Step 1
3.3 Update ApprovalSelect the search criteria and enter the value to search on
Click on <Search> to search for the application to be approved
Step 2
3.3 Update Approval
If Search by “Application ID” is selected, key in the Application ID to be reapproved into the textboxClick on <Search> to search
for the application
Step 3
3.3 Update Approval
Click on the tabs to navigate to the required page
Step 5
3.3 Update Approval
Click on the “Contact” tab to view the applicant’s contact details
Step 6
3.3 Update Approval
Click on the “Employment” tab to view the applicant’s employment details
Step 7
3.3 Update Approval
Click on the “Family” tab to view the applicant’s family details
Step 8
3.3 Update Approval
Click on the “Travel” tab to view the applicant’s travel details
Step 9
3.3 Update Approval
Click on the “Criminal” tab to view the applicant’s criminal details
Step 10
3.3 Update ApprovalStep 1
3.3 Update Approval
Click on the “Scanned Doc” tab to view the applicant’s scanned supporting documents.
Step 2
3.3 Update Approval
Click on Approval History link to view the approval transactions information.
Step 3
3.3 Update Approval
The previous final approval details will be displayed.
Step 4
3.3 Update Approval
Change the status from “Reject” to “Approve” or from “Approve” to “Reject”
Key in some explanatory text to explain the approval revision in the remarks field.
Click on <Submit> to update the approval status
If approval status selected is “Reject”, select the reject reason from the dropdown list.
Step 5
3.3 Update Approval
A confirmation message will display requesting user to confirm on the approval status. Click on <OK> to confirm.
Step 6
3.3 Update Approval
A notification message will display upon successful update
Step 7
Chapter 3: Approval System
• 3.1 Pre-Approval• 3.2 Final Approval• 3.3 Update Approval• 3.4 View Profile
3.4 View Profile
Click on “View Profile” link
Step 1
3.4 View ProfileSelect the search criteria and enter the value to search on
Click on <Search> to search for the application to be viewed
Step 2
3.4 View Profile
If Search by “Application ID” is selected, key in the application’s Application ID into the textboxClick on <Search> to search
for the application.
Step 3
3.4 View ProfileThe application, visa and applicant’s details will display.
Step 4
3.4 View Profile
Click on the “Contact” tab to view the applicant’s contact details
Step 5
3.4 View Profile
Click on the “Employment” tab to view the applicant’s employment details
Step 6
3.4 View Profile
Click on the “Family” tab to view the applicant’s family details
Step 7
3.4 View Profile
Click on the “Travel” tab to view the applicant’s travel details
Step 8
3.4 View Profile
Click on the “Criminal” tab to view the applicant’s criminal details
Step 9
3.4 View ProfileStep 10
3.4 View Profile
Click on the “Scanned Doc” tab to view the applicant’s scanned supporting documents.
Step 11
3.4 View Profile
Click on Approval History link to view the approval transactions and payment details.
Step 12
3.4 View Profile
Click on “View” to display the interview notes or the remarks
Step 13
3.4 View Profile
Click on “Action” to view the final approval’s details
Step 14
Visa Issuance System
• Chapter 1: Enrollment System• Chapter 2: Payment System• Chapter 3: Approval System• Chapter 4: Personalisation System• Chapter 5: Quality Check System• Chapter 6: Issuance System• Chapter 7: Report• Chapter 8: Authentipass System• Chapter 9: System Configuration
Chapter 4: Personalisation System
• 4.1 Print Visa
4.1 Print Visa
Click on the <Login> buttonto start using the system
Step 1
4.1 Print Visa
Click on <login> button to login to the system using the supplied user credentials
Key in a valid username and password
Step 2
4.1 Print VisaClick on <Request Job> to retrieve the list of application s that have been approved in Final Approval.
The available enrollment records will be displayed in the list for selection
The available enrollment records in the list may be filtered by visa type for easier selection
Step 3
4.1 Print Visa
Double click on the record to be personalised.
Key in the visa ‘s sticker serial number that will be used for the record into the text box and click on <OK>
Step 4
4.1 Print Visa
The visa’s print layout will display on the screen and subsequently send the job for printing.
A confirmation message will display requesting user to confirm the printing quality. Click <Yes> to grant the quality, else click on <No> to reprint.
Step 5
Visa Issuance System
• Chapter 1: Enrollment System• Chapter 2: Payment System• Chapter 3: Approval System• Chapter 4: Personalisation System• Chapter 5: Quality Check System• Chapter 6: Issuance System• Chapter 7: Report• Chapter 8: Authentipass System• Chapter 9: System Configuration
Chapter 6: Quality Check Visa
• 6.1 Approve Visa• 6.2 Reject Visa
6.1 Approve Visa
Click on the <Login> buttonto start using the system
Step 1
6.1 Approve Visa
Click on <login> to login to the system using the supplied user credentials
Key in a valid username and password
Step 2
6.1 Approve Visa
Click on <Request Job> to retrieve the records available for checking.Select the record corresponding to
the visa for quality checking
Step 3
6.1 Approve Visa
Click on <OK> to proceed to read visa information
Step 4
6.1 Approve Visa
Click on the <Scan> to scan the visa data page
Click on <White> tab to check the data page security features under the white light
Click on <UltravioletA> tab to check the data page security features under the UV light
Step 5
6.1 Approve Visa
The data read from the visa sticker will be verified against the data in the database. Any mismatch fields will be shown in red, else green signifies success
Step 6
6.1 Approve Visa
A notification message box will appear to indicate that the visa is ready for issuance
Step 7
Chapter 6: Quality Check Visa
• 6.1 Approve Visa• 6.2 Reject Visa
6.2 Reject Visa
Select the record corresponding to the visa for quality checking
Step 1
6.2 Reject Visa
Click on <OK> to proceed to read visa information
Step 2
6.2 Reject Visa
Click on the <Scan> to scan the visa datapage
Click on <White> tab to check the datapage security features under the white light
Step 3
6.2 Reject Visa
In cases of a visa with errors, the mismatched data will be displayed in red as shown
The officer will then have to select <Fail> in order to make another visa for this record
Step 4
6.2 Reject Visa
When selecting QC failed, the reason would need to be selected from the dropdown list
Click on <Select> to confirm the selected reason
Step 5
6.2 Reject Visa
A message box will be shown notifying that the visa has been QC failed. The record is automatically resent to production
Step 6
Visa Issuance System
• Chapter 1: Enrollment System• Chapter 2: Payment System• Chapter 3: Approval System• Chapter 4: Personalisation System• Chapter 5: Quality Check System• Chapter 6: Issuance System• Chapter 7: Report• Chapter 8: Authentipass System• Chapter 9: System Configuration
Chapter 6: Issuance System
• 6.1 Issue Visa to the Applicant• 6.2 Issue Visa to Proxy• 6.3 Reject Visa Issuance
6.1 Issue Visa to the Applicant
Click on “Issuance” tab to go to Issuance System
Step 1
6.1 Issue Visa to the ApplicantSelect the search criteria and enter the value to search on
Click on <Search> to search for the passport to be issued
Click on <View All> to list all applications that are pending for issuance.
Step 2
6.1 Issue Visa to the Applicant
If Search by “Application ID” is selected, key in the Application ID of visa to be issued into the textbox
Click on <Search> to search for the application
Step 3
6.1 Issue Visa to the Applicant
Click on <Read MRZ> and swipe the visa’s MRZ line to retrieve the MRZ information
If the visa has completed production & QC and is available for issuance, the data will be retrieved and displayed
Step 4
6.1 Issue Visa to the Applicant
The visa’s MRZ information will display and automatically matched against the data in the database
Click on <Issue> to issue the visa
Step 5
6.1 Issue Visa to the Applicant
Notification message will display upon successful update of the issuance status
Step 6
Chapter 6: Issuance System
• 6.1 Issue Visa to the Applicant• 6.2 Issue Visa to Proxy• 6.3 Reject Visa Issuance
6.2 Issue Visa to Proxy
Click on “Issuance” tab to go to Issuance System
Step 1
6.2 Issue Visa to ProxySelect the search criteria and enter the value to search on
Click on <Search> to search for the visa to be issued
Click on <View All> to list all applications that are pending for issuance.
Step 2
6.2 Issue Visa to Proxy
If Search by “Application ID” is selected, key in the Application ID of visa to be issued into the textbox
Click on <Search> to search for the application
Step 3
6.2 Issue Visa to Proxy
Once the visa’s MRZ information has been read and displayed successfully, click on <Third Party Issue> to capture the proxy information
Click on <Read MRZ> and swipe the visa’s MRZ line to retrieve the MRZ information
Step 4
6.2 Issue Visa to Proxy
Fill in the proxy’s information into the textboxes
Click on <Issue Passport> to save the proxy’s information before handing over the passport with visa to the proxy
Step 5
6.2 Issue Visa to Proxy
A notification message will display upon successful update of the issuance status
Step 6
Chapter 6: Issuance System
• 6.1 Issue Visa to the Applicant• 6.2 Issue Visa to Proxy• 6.3 Reject Visa Issuance
6.3 Reject Visa Issuance
Click on “Issuance” tab to go to the Issuance System. Then, click on “E-Visa Issuance” to proceed with visa issuing
Step 1
6.3 Reject Visa IssuanceSelect the search criteria and enter the value to search on
Click on <Search> to search for the visa to be issued
Click on <View All> to list all applications that are pending for issuance.
Step 2
6.3 Reject Visa Issuance
If Search by “Application ID” is selected, key in the Application ID of visa to be issued into the textbox
Click on <Search> to search for the application
Step 3
6.3 Reject Visa Issuance
Click on <Read MRZ> and swipe the visa’s MRZ line to retrieve the MRZ information
Step 4
6.3 Reject Visa Issuance
The MRZ information will display on the screen. Data in bold indicates that the data from the visa’s MRZ does not matched the data in the database.
Click on <Reject> to reject issuance of the visa.
Step 5
6.3 Reject Visa Issuance
Enter supervisor‘s user name and password.
Click on <Login> to login using the provided credentials
Step 6
6.3 Reject Visa Issuance
Reject Visa Issuance
Select the action whether to repersonalise the rejected visa or to reject without action
Step 7
6.3 Reject Visa Issuance
If action selected is “Re-Personalise”, select the reject reason from the dropdown list
Enter the explanatory notes in the Remarks fieldClick on <Reject Issuance>
to reject the visa.
Step 8
6.3 Reject Visa Issuance
A notification message will display upon successful rejection of the passport
Step 9
Visa Issuance System
• Chapter 1: Enrollment System• Chapter 2: Payment System• Chapter 3: Approval System• Chapter 4: Personalisation System• Chapter 5: Quality Check System• Chapter 6: Issuance System• Chapter 7: Report• Chapter 8: Authentipass System• Chapter 9: System Configuration
Chapter 7: Report
• 7.1 Standard Report
7.1 Standard Report
Click on “Report” link to go to the report module
Step 1
7.1 Standard Report
List of standard reports will appear.
Step 2
7.1 Standard Report
Click on the report title to generate report
Click on the + symbol to hide the report list
The report filters will appear
Step 3
7.1 Standard Report
Click on the calendar icon to select a date
Tick on the required options from the dropdown list
Click on <View Report> to generate the report based on the options selected from the report filters
Step 4
7.1 Standard Report
The report is generated and displayed
Click on the double arrows to hide the report filters for larger view of the report
Step 5
7.1 Standard Report
The report filters is hidden
Click here to go to the last page
Step 6
7.1 Standard Report
The report summary will be seen
Step 7
7.1 Standard Report
Click on the printer icon to print the report
To export the report, select the file format first
Click on “Export”
Step 8
7.1 Standard Report
Click on <Save> to save the report with the suggested file name.
Step 9
7.1 Standard Report
Select the location to save the report
Click on <Save> to save the report to the selected location
Step 10
Visa Issuance System
• Chapter 1: Enrollment System• Chapter 2: Payment System• Chapter 3: Approval System• Chapter 4: Personalisation System• Chapter 5: Quality Check System• Chapter 6: Issuance System• Chapter 7: Report
• Chapter 8 : Authentipass System• Chapter 9 : System Configuration
Chapter 8: Authentipass System
• 8.1 Create New User• 8.2 Assign User to Group• 8.3 Change Password• 8.4 Reset Password
8.1 Create New User
Click on the <Submit> button to login using the provided user credentials
Enter username and password
Step 1
8.1 Create New User
The welcome screen will appear upon successful login
The main menu shows the modules accessible to the user.
Step 2
8.1 Create New UserType in a login name, password and full name for the new user.
Click on <Insert new user>.
Click on “User Administration”
Step 3
Chapter 8: Authentipass System
• 8.1 Create New User• 8.2 Assign User to Group• 8.3 Change Password• 8.4 Reset Password
8.2 Assign User to Group
Click on the “Access Management” link
Step 1
8.2 Assign User to Group
Select login name for the user, then the name of the group the user is to be assigned to from the drop down menus
Click on <Add User to Group>
Step 2
Click on “User to Group”
Chapter 8: Authentipass System
• 8.1 Create New User• 8.2 Assign User to Group• 8.3 Change Password• 8.4 Reset Password
8.3 Change Password
Click on the “Change Password” link
Step 1
8.3 Change Password
Enter old password and new password (twice)
Click <Ok >to replace old password with the new one
Step 2
Chapter 8: Authentipass System
• 8.1 Create New User• 8.2 Assign User to Group• 8.3 Change Password• 8.4 Reset Password
8.4 Reset Password
Click on the “Change Password” link
Step 1
8.4 Reset Password
Select login name, and enter default password
Click <Ok >to reset password to the default one
Click on “Reset Password”
Step 2
Visa Issuance System
• Chapter 1: Enrollment System• Chapter 2: Payment System• Chapter 3: Approval System• Chapter 4: Personalisation System• Chapter 5: Quality Check System• Chapter 6: Issuance System• Chapter 7: Report• Chapter 8 : Authentipass System
• Chapter 9 : System Configuration
Chapter 9: System Configuration
• 9.1 Lookup Table Maintenance• 9.2 Delete Incomplete Transaction
Login Into System Configuration
Click on the <Submit> button to login using the provided user credentials
Enter username and password
Step 1
9.1 Lookup Table Maintenance• 9.1.1 Application Reason• 9.1.2 Branch• 9.1.3 Document Type• 9.1.4 Entry Type• 9.1.5 Fee• 9.1.6 Issuance Reject Reason• 9.1.7 Payment Method• 9.1.8 Reject Reason• 9.1.9 Residential Status• 9.1.10 Scanned Document• 9.1.11 Visa Class• 9.1.12Visit Purpose• 9.1.13 Location• 9.1.14 Location Configuration
9.1.1 Application Reason – Add New
Click on “Lookup Table Maintenance” link
Step 1
9.1.1 Application Reason – Add New
Click on <Insert> to add new application reason.
Step 2
9.1.1 Application Reason – Add New
Click on <Submit> to save the new application reason into the
database.
Fill in the new application reason’s details.
Step 3
9.1.1 Application Reason – Edit
Click on <Edit> to update the application reason’s details
Step 1
9.1.1 Application Reason – Edit
After updating the details, click on <Update> to save the updated
details into the database
Step 2
9.1.2 Branch – Add New
Click on <Insert> to add new branch
Step 1
9.1.2 Branch – Add New
Fill in the branch’s details accordingly and click on
<Submit> to save the new branch into the database
Step 2
9.1.2 Branch – Edit
Click on <Edit> to update the branch’s details
Step 1
9.1.2 Branch – Edit
After updating the details, click on <Update> to save the updated information into the database
Step 2
9.1.2 Branch – Delete
Click on <Delete> delete the branch
Step 1
9.1.2 Branch – Delete
A confirmation message will display upon clicking on <Delete>. Click on <Ok> to confirm .
Step 2
9.1.3 Document Type – Add New
Click on <Insert> to add new Visa Type
Step 1
9.1.3 Document Type – Add New
Fill in the details and click on <Submit> to save the details of the new visa type.
Step 2
9.1.3 Document Type – Edit
Click on <Edit> to update the visa type
Step 1
9.1.3 Document Type – Edit
After updating the details, click on <Update> to save the updated
details into the database
Step 2
9.1.3 Document Type – Delete
Click on <Delete> to delete the visa type
Step 1
9.1.3 Document Type – Delete
Click on <OK> to confirm
Step 2
9.1.4 Entry Type– Add New
Click on <Insert> to add new entry type
Step 1
9.1.4 Entry Type – Add New
Fill in the details and click on <Submit> to save the new entry
type into the database
Step 2
9.1.4 Entry Type – Edit
Click on <Edit> to update the entry type
Step 1
9.1.4 Entry Type– Edit
After updating the details, click on <Update> to save the updated details into the database
Step 2
9.1.4 Entry Type – Delete
Click on <Delete> to delete the entry type
Step 1
9.1.4 Entry Type – Delete
Click on <OK> to confirm
Step 2
9.1.5 Fee – Add New
Click on <Insert> to add new fee
Step 1
9.1.5 Fee – Add New
Fill in the details and click on <Submit> to save the new fee into the database
Step 2
9.1.5 Fee – Edit
Click on <Edit> to update the fee
Step 1
9.1.5 Fee – Edit
After updating the fee, click on <Update> to save the updated
details into the database.
Step 2Step 2
9.1.5 Fee – Delete
Click on <Delete> to delete the fee
Step 1
9.1.5 Fee – Delete
Click on <OK> to confirm
Step 1
9.1.6 Issuance Reject Reason – Add New
Click on <Insert> to add new reason for rejecting visa
issuance
Step 1
9.1.6 Issuance Reject Reason – Add New
Fill in the details and click on <Submit> to save the new reason
into the database.
Step 2
9.1.6 Issuance Reject Reason – Edit
Click on <Edit> to update the reason
Step 1
9.1.6 Issuance Reject Reason – Edit
After updating the details, click on <Update> to save the updated
details into the database.
Step 2
9.1.6 Issuance Reject Reason – Delete
Click on <Delete> to delete the reason
Step 1
9.1.6 Issuance Reject Reason – Delete
Click on <OK> to confirm
Step 2
9.1.7 Payment Method – Add New
Click on <Insert> to add new payment method
Step 1
9.1.7 Payment Method – Add New
Fill in the details and click on <Submit> to save the new payment method into the
database
Step 2
9.1.7 Payment Method – Edit
Click on <Edit> to update the details
Step 1
9.1.7 Payment Method – Edit
Update the detail and click on <Update> to save the updated
details into the database.
Step 2
9.1.7 Payment Method – Delete
Click on <Delete> to delete the payment method.
Step 1
9.1.7 Payment Method – Delete
Click on <OK> to confirm
Step 2
9.1.8 Approval Reject Reason – Add New
Click on <Insert> to add new approval reject reason
Step 1
9.1.8 Approval Reject Reason – Add New
Fill in the details and click on <Submit> to save the new reason
into the database.
Step 2
9.1.8 Approval Reject Reason – Edit
Click on <Edit> to update the reason
Step 1
9.1.8 Approval Reject Reason – Edit
After updating the details, click on <Update> to save the updated details into the database.
Step 2
9.1.8 Approval Reject Reason – Delete
Click on <Delete> to delete the reason.
Step 1
9.1.8 Approval Reject Reason – Delete
Click on <OK> to confirm
Step 2
9.1.9 Residential Status – Add New
Click on <Insert> to add new residential status.
Step 1
9.1.9 Residential Status – Add New
Fill in the details of the new status and click on <Insert> to add new the residential status
into the database
Step 2
9.1.9 Residential Status – Edit
Click on <Edit> to update the residential status
Step 1
9.1.9 Residential Status – Edit
After updating the details, click on <Update> to save the updated
details into the database
Step 2
9.1.9 Residential Status – Delete
Click on <Delete> to delete the residential status
Step 1
9.1.9 Residential Status – Delete
Click on <Ok> to confirm.
Step 2
9.1.10 Scanned Document Type – Add New
Click on <Insert> to add new type of scanned document
Step 1
9.1.10 Scanned Document Type – Add New
Fill in the details and click on <Submit> to save the new type of scanned document into the database
Step 2
9.1.10 Scanned Document Type – Edit
Click on <Edit> to update the document type
Step 1
9.1.10 Scanned Document Type – Edit
After updating the details, click on <Update> to save the updated details into the database
Step 2
9.1.10 Scanned Document Type – Delete
Click on <Delete> to delete the scanned document
Step 1
9.1.10 Scanned Document Type – Delete
Click on <OK> to confirm
Step 2
9.1.11 Visa Class – Add New
Click on <Insert> to add new visa class.
Step 1
9.1.11 Visa Class – Add New
Click on <Submit> to save the new visa class into the database.
Fill in the new application reason’s details.
Step 2
9.1.11 Visa Class – Edit
Click on <Edit> to update the visa class
Step 1
9.1.11 Visa Class – Edit
After updating the details, click on <Update> to save the updated
details into the database
Step 2
9.1.11 Visa Class – Delete
Click on <Delete> to delete the visa class
Step 1
9.1.11 Visa Class – Delete
Click on <OK> to confirm
Step 2
9.1.12 Visit Purpose – Add New
Click on <Insert> to add new visit purpose
Step 1
9.1.12 Visit Purpose– Add New
Fill in the details and click on <Submit> to save the new visit
purpose into the database
Step 2
9.1.12 Visit Purpose – Edit
Click on <Edit> to update the reason
Step 1
9.1.12 Visit Purpose – Edit
After updating the details, click on <Update> to save the updated details into the database.
Step 2
9.1.12 Visit Purpose – Delete
Click on <Delete> to delete the reason
Step 1
9.1.12 Visit Purpose – Delete
Click on <OK> to confirm
Step 2
9.1.13 Location – Add New
Click on <Insert> to add new location/machine name
Step 1
9.1.13 Location – Add New
Fill in the details and click on <Submit> to register new
machine name for the system
Step 2
9.1.13 Location – Edit
Click on <Edit> to update the location/machine name
Step 1
9.1.13 Location – Edit
Change the details and click on <Update> to save the updated
details into the database
Step 2
9.1.14 Location Configuration – Add New
Click on <Insert> to add new multipurpose counter
Step 1
9.1.14 Location Configuration – Add New
Select the systems the machine might be using and click on <Submit> to register a new
multipurpose counter
Step 2
9.1.14 Location Configuration – Edit
Click on <Edit> to edit the configuration of the multipurpose counter
Step 1
9.1.14 Location Configuration – Edit
Make the changes and click on <Update> to save the changes
into the database
Step 2
Chapter 9: System Configuration
• 9.1 Lookup Table Maintenance• 9.2 Delete Incomplete Transaction
9.2 Delete Incomplete Transaction
• 9.2.1 Delete Incomplete Transaction• 9.2.2 Delete Job
1.2.1 Delete Incomplete Transaction
Select the Application ID of incomplete transaction to be deleted
Click on “>>“ to delete all the files, “>” to delete only the selected file, “<<“ to cancel
deletion of all files and “<“ to cancel deletion of the selected
file
Step 1
1.2.1 Delete Incomplete Transaction
Click on <Delete> to delete the selected incomplete transactions.
A confirmation message will display requesting for delete confirmation. Click on
<OK> to confirm
Step 2
1.2 Delete Incomplete Transaction
• 1.2.1 Delete Incomplete Transaction• 1.2.2 Delete Job
1.2.2 Delete Job
Key in the Application ID of application to be deleted and
click on <Search>
Step 1
1.2.2. Delete Job
The application’s details will display upon clicking on <Search>
Step 2
1.2.2. Delete Job
Key in the reason for deleting the application in the “Remarks” field.
Then, Click on <Delete>
A confirmation message will display. Click on <OK> to confirm
Step 3
DOCUMENT MANAGEMENT SYSTEM
Table of Contents
• Chapter 1: Document Management System• Chapter 2: Configuration & Administration Tools• Chapter 3: Authentipass System
Chapter 1: Document Management System
• 1.1 Login into DMS• 1.2 Add/Edit Profile
1.1 Login into DMS
Click on the <Submit> button to login using the provided user credentials
Enter username and password
Step 1
1.1 Login into DMS
The welcome screen will appear upon a successful login
The main menu shows the modules accessible by the user.
Step 2
Chapter 1: Document Management System
• 1.1 Login into DMS• 1.2 Add/Edit Profile
1.2 Add/Edit Profile
Select the search criteria and enter the value to search onClick on <Search> to search
for the applicant’s profile.
Step 1
1.2 Add/Edit Profile
If Search by “Name” is selected, key in at least applicant’s surname and first name into the textbox
Click on <Search> to search for the applicant’s profile
If applicant’s profile does not exist in DMS, click on “Create New” to create the applicant’s profile.
Step 2
1.2 Add/Edit Profile
Fill in the fields accordingly
Click on <Save> to create the applicant’s profile
Step 3
1.2 Add/Edit Profile
A notification message indicating that the profile has been created successfully will be displayed.
Click on <Ok>
Step 4
1.2 Add/Edit ProfileStep 5
Click on <Link to VIS> to search for applicant’s profile in Visa Issuance System (VIS)
1.2 Add/Edit ProfileIf the applicant’s profile exists in Visa Issuance System (VIS), it will display in VIS-Possible Match Applicants
To view the profile, click on the magnifying glass icon
Else, click on <Scan Document> to scan applicant’s supporting documents.
Step 6
1.2 Add/Edit Profile
Click <Link> to link the both profiles in DMS and VIS together.
Step 7
1.2 Add/Edit Profile
A notification message indicating that the profiles have been linked successfully will be displayed.
Click on <OK>
Step 8
1.2 Add/Edit Profile
Click on “View” to display the scanned document
Click on <Scan Document> to scan the supporting document.
Step 9
1.2 Add/Edit Profile
Click on <Scan Document> to start the scanning process
Step 10
1.2 Add/Edit ProfileStep 11
Click on <Scan Image>
1.2 Add/Edit ProfileStep 12
Select the “Custom Settings” option
Click on <Preview> to preview the scanned document
Click on <Scan> to scan and capture the scanned document
1.2 Add/Edit ProfileStep 13
Click on <Crop> to crop the captured photograph
Click on the broken rectangular line and select the area of the image to be cropped.
Click on <Rotate Clockwise> to rotate the selected area in a clockwise direction.
Click on <Rotate Counter Clockwise>to rotate the selected area in anti-clockwise direction.
1.2 Add/Edit ProfileStep 14
The cropped image appears in the Output Image box.
Click on <Done> to save the output image.
1.2 Add/Edit ProfileStep 15
Click on <Save> to save the image
Select the document type from the dropdown list.
1.2 Add/Edit Profile
The saved scanned document will appear in the data grid.
To save few scanned documents at once, click on <Scan Multiple Documents>
Step 16
1.2 Add/Edit Profile
Click on <Browse> to search for the folder that contains the scanned documents
Step 17
1.2 Add/Edit Profile
Select the folder that contains the scanned documents
Click on <OK> to open the folder
Step 18
1.2 Add/Edit Profile
All the scanned documents that contained in the selected folder will be listed
The image of the selected scanned document from the list will appear on the main frame.
Click on <Save> to save the selected scanned document into the system
Step 19
1.2 Add/Edit Profile
Select the document type from the dropdown list, insert the description and page no. of the scanned document into the textboxes
Click on <Submit> to save the scanned document into the system
Step 20
1.2 Add/Edit Profile
Once all the required scanned documents have been saved, click on <Done>
Step 21
1.2 Add/Edit Profile
A notification message will display indicating that the documents have been saved successfully.
All the saved scanned documents will be displayed in the data grid
Click on <View Summary> to view the summary page
Step 22
1.2 Add/Edit Profile
Status “Linked” will be shown if the profile is linked with a profile in VIS. Else, it will be shown as “Unlinked”
All the scanned documents from VIS and DMS will be shown in the data grid
Step 23
Chapter 2: Configuration & Administration Tools
• 2.1 Update Profile• 2.2 Delete Profile• 2.3 Unlink Profile• 2.4 Link Profile• 2.5 Document Type Lookup• 2.6 Location Lookup
2.1 Update Profile
Select the search criteria and enter the value to search onClick on <Search> to search
for the applicant’s profile.
Step 1
2.1 Update Profile
If Search by “Name & Date of Birth” is selected, key in at least applicant’s surname and first name into the textboxes and use the calendar to enter the date of birth
Click on <Search> to search for the application’s profile
Step 2
2.1 Update Profile
Profiles with similar names will be displayed in the data grid
Click on the magnifying glass icon to retrieve the profile.
Step 3
2.1 Update ProfileThe applicant’s profile will be displayed. Update the details accordingly
Click on <Update Profile> to save the changes into the system
Step 4
2.1 Update Profile
A notification message will be displayed upon successful update of the profile. Click on <OK>
Step 5
Chapter 2: Configuration & Administration Tools
• 2.1 Update Profile• 2.2 Delete Profile• 2.3 Unlink Profile• 2.4 Link Profile• 2.5 Document Type Lookup• 2.6 Location Lookup
2.2 Delete Profile
Select the search criteria and enter the value to search onClick on <Search> to search
for the applicant’s profile.
Step 1
2.2 Delete Profile
If Search by “Name & Date of Birth” is selected, key in at least applicant’s surname and first name into the textboxes and accordingly insert the date of birth using the calendar
Click on <Search> to search for the application’s profile
Step 2
2.2 Delete Profile
Profiles with similar names will be displayed in the data grid
Click on the magnifying glass icon to retrieve the profile.
Step 3
2.2 Delete Profile
The applicant’s profile will be displayed.
Click on <Delete Profile> to delete the applicant’s profile.
Step 4
2.2 Delete Profile
A confirmation message will display
Click on <OK> to confirm
Step 5
2.2 Delete Profile
A notification message will be displayed upon successful deletion of the profile.
Step 6
Chapter 2: Configuration & Administration Tools
• 2.1 Update Profile• 2.2 Delete Profile• 2.3 Unlink Profile• 2.4 Link Profile• 2.5 Document Type Lookup• 2.6 Location Lookup
2.3 Unlink Profile
Select the search criteria and enter the value to search onClick on <Search> to search
for the applicant’s profile.
Step 1
2.3 Unlink Profile
If Search by “Name” is selected, key in at least applicant’s surname and first name into the textboxes
Click on <Search> to search for the application’s profile
The applicant’s profile will be displayed in the data grid
Click on the magnifying glass icon to retrieve the profile.
Step 2
2.3 Unlink Profile
The applicant’s profile will be displayed.
All the scanned supporting documents from DMS and VIS will be displayed in the data grid
Click on <Unlink Profile> to unlink the profile in DMS from the profile in VIS
Step 3
2.3 Unlink Profile
A notification message will display to indicate that the profiles have been unlinked.
Click on <OK>
Step 4
Chapter 2: Configuration & Administration Tools
• 2.1 Update Profile• 2.2 Delete Profile• 2.3 Unlink Profile• 2.4 Link Profile• 2.5 Document Type Lookup• 2.6 Location Lookup
2.4 Link Profile
Select the search criteria and enter the value to search on
Click on <Search> to search for the applicant’s profile.
Step 1
2.4 Link Profile
The applicant’s profile will be displayed in the data grid
Click on the magnifying glass icon to retrieve the profile.
Step 2
2.4 Link Profile
The applicant’s profile will be displayed.
Profiles of applicants with similar details from PIS will be listed in the data grid
Click on the magnifying glass icon to view the profile
Step 3
2.4 Link ProfileBasic personal details of the applicant and the scanned supporting documents from VIS will be displayed.
Click on <Link> to link both of the profiles in DMS and VIS together
Step 4
2.4 Link Profile
A notification message indicating that the profiles have been linked successfully will be displayed.
Click on <OK>
Step 5
2.4 Link Profile
The status of the profile will show as “Linked”
Scanned documents from both of the profiles in DMS and VIS will display in the data grid
Click on <Scan Document> to proceed with documents scanning.
Click on <New Search> to search for other profile to be linked.
Step 6
Chapter 2: Configuration & Administration Tools
• 2.1 Update Profile• 2.2 Delete Profile• 2.3 Unlink Profile• 2.4 Link Profile• 2.5 Document Type Lookup• 2.6 Location Lookup
2.5 Document Type Lookup
• 2.5.1 Add New Document Type• 2.5.2 Edit Document Type• 2.5.3 Delete Document Type
2.5.1 Add New Document Type
Click on “Document Type Lookup” link
A list of document types will be shown in the data grid.
Click on <Insert> to add new document type
Step 1
2.5.1 Add New Document Type
Fill in the details
Click on <Submit> to save the new scanned document type into the system
Step 2
2.5.1 Add New Document Type
Click on <OK>
A notification message will be displayed indicating that the new scanned document type has been added successfully
Step 3
2.5 Document Type Lookup
• 2.5.1 Add New Document Type• 2.5.2 Edit Document Type• 2.5.3 Delete Document Type
2.5.2 Edit Document Type
Click on “Edit” to edit the record.
Step 1
2.5.2 Edit Document Type
Details of the document type will be displayed
Step 2
2.5.2 Edit Document Type
Edit the details
Click on <Update> to save the changes into the system
Step 3
2.5.2 Edit Document Type
A notification message indicating that the details have been updated successfully will be displayed
Click on <OK>
Step 4
2.5 Document Type Lookup
• 2.5.1 Add New Document Type• 2.5.2 Edit Document Type• 2.5.3 Delete Document Type
2.5.3 Delete Document Type
To delete the scanned document type’s record, click on “Delete”.
Step 1
2.5.3 Delete Document Type
A confirmation message will be displayed.
Click on <OK> to confirm
Step 2
2.5.3 Delete Document Type
A notification message indicating that the record has been deleted successfully will be displayed.
Click on <OK>
Step 3
2.5.3 Delete Document TypeStep 4
Chapter 2: Configuration & Administration Tools
• 2.1 Update Profile• 2.2 Delete Profile• 2.3 Unlink Profile• 2.4 Link Profile• 2.5 Document Type Lookup• 2.6 Location Lookup
2.6 Location Lookup
• 2.6.1 Add New Location• 2.6.2 Edit Location
2.6.1 Add New Location
Click on “Location Lookup” link
A list of stations/locations will be shown in the data grid.
Click on <Insert> to add new document type
Step 1
2.6.1 Add New Location
Insert the computer’s name in Name, the main purpose of the station in Location Type, and the Branch Code into the fields.
Click on <Submit> to register the new location details into the system.
Step 2
2.6.1 Add New Location
A notification message indicating that the location has been registered successfully will be displayed
Click on <OK>.
Step 3
2.6.1 Add New Location
The newly added/registered location will be shown in the data grid.
Step 4
2.6 Location Lookup
• 2.6.1 Add New Location• 2.6.2 Edit Location
2.6.2 Edit Location
Click on “Edit” to update the details
Step 1
2.6.2 Edit Location
Edit the computer’s name, the location type, branch code and status as necessarily.
Click on <Update> to save the changes into the database
Step 2
2.6.2 Edit Location
A notification will be displayed upon successful update of the location’s details
Click on <OK>
Step 3
2.6.2 Edit Location
The updated details of the location will be shown in the data grid
Step 4
Chapter 3: Authentipass System
• 3.1 Create New User• 3.2 Assign User to Group• 3.3 Change Password• 3.4 Reset Password
3.1 Create New User
Click on the <Submit> button to login using the provided user credentials
Enter username, password and select Department “MOF-V” from the dropdown list.
Step 1
3.1 Create New User
The welcome screen will appear upon successful login
The main menu shows the modules accessible to the user.
Step 2
3.1 Create New UserType in a login name, password and full name for the new user.
Click on <Insert new user>.
Click on “User Administration”
Step 3
Chapter 3: Authentipass System
• 3.1 Create New User• 3.2 Assign User to Group• 3.3 Change Password• 3.4 Reset Password
3.2 Assign User to Group
Click on the “Access Management” link
Step 1
3.2 Assign User to Group
Select login name for the user, then the name of the group the user is to be assigned to from the drop down menus
Click on <Add User to Group>
Step 2
Click on “User to Group”
Chapter 3: Authentipass System
• 3.1 Create New User• 3.2 Assign User to Group• 3.3 Change Password• 3.4 Reset Password
3.3 Change Password
Click on the “Change Password” link
Step 1
3.3 Change Password
Enter old password and new password (twice)
Click <Ok >to replace old password with the new one
Step 2
Chapter 3: Authentipass System
• 3.1 Create New User• 3.2 Assign User to Group• 3.3 Change Password• 3.4 Reset Password
3.4 Reset Password
Click on the “Change Password” link
Step 1
3.4 Reset Password
Select login name, and enter default password
Click <Ok >to reset password to the default one
Click on “Reset Password”
Step 2
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