Visa Cell Document Management System

RMG

Sharda Centre, Off Karve Road, Pune, India 411004

www.techmahindra.com

CONTENTS

1. INTRODUCTION....................................................................................................................................3

2. OBJECTIVE...........................................................................................................................................3

3. ROLES.....................................................................................................................................................3

A. ADMIN................................................................................................................................... 3

B. USER ACTIVITIES...................................................................................................................3

4. Amendment History..................................................................................................................................3

1. INTRODUCTION

Visa cell collects the documents as per the checklist provided to the employees. These documents are then verified/validated for correction, and then these are processed.

To keep all these documents as hard copies/electronically and maintain a log of the validation statuses had become a challenge to the Visa team.

Considerable amount of time also was consumed in sending checklists individually to every employee.

For addressing all these above challenges, VDMS (Visa Document Management System)

has evolved. While processing Visa, requested employees have to submit required documents to

Visa cell and Visa cell team would verify/validate the documents and action should be taken. In

this process keeping all the documents and their validation statuses would be more challengeable

to Visa cell team by day to day. Mail trigger to each employee is also very difficult. For addressing

all these challenges VDMS automated system evolved.

2. OBJECTIVE

The objective of VDMS is to achieve tracking of visa cell documentation in the best

manageable way and to reduce manual intervention wherever possible. This system will also

be able to generate MIS reports in regards to the visa cell documentation at any point of time.

3. ROLES

Application has two Roles:

A. ADMIN

Add Employee to VDMS:

1. INPUT: After Clearance from EBS, the respective Emp No is added to the database.

2. Application takes EmpNo as input parameter and retrieves all other required fields from Base data like Name, Location, Grade etc.

3. Admin should select country and the respective visa category checklist.4. After validating all these parameters, data saves into database and auto mail triggers to

the employee with selected checklist documents as attachment and formatted mail content. Also a VDMS link would be sent in this mail to the employee. VDMS tracks the checklist mail sent date.

Search Employee:

Admin can search employee with various parameters like EmpNo, name, location, IDU etc.

Result can be shown in a tabular format.

After selecting EmpNo from above table, it redirects to upload/view documents page which

shows his/her related document details.

Upload/download/view documents:

1. It takes EmpNo as input parameter and retrieves data from database and shows related data.

2. Admin can view all documents.3. Each document should be validated; the result would be either valid or insufficient.

Application also tracks the remarks for validation status.4. If the document status is insufficient, auto mail triggers to Employee with the

insufficient remarks.5. Whenever employee re-uploads his/her document, auto mail triggers to Admin, then

validation process starts. It will go on cyclic process till the document gets valid.6. If all documents are valid then auto mail triggers to the Employee about the process

completion.

Reports:

B. USER ACTIVITIES

After mail received from Admin, Employee can login into the application with his/her LAN ID

and Password credentials.

Upload/view documents:

Documents are categorized into Passport, Salary Slips, Degree Certificates, COS Questionnaires etc.

Employee can upload his documents against specified document category. Each document has valid/insufficient status. If document status is insufficient, auto mail triggers to Employee, then he/she should

have to re-upload correct document. After re-uploading the document auto mail triggers to Admin. He can delete document if the document is not validated. Once document has been

validated, he/she can only view the document.

4. AMENDMENT HISTORY

Version Date Author(s)/

Function

Reviewed By Approved by Nature of Changes

1.0 28/08/09 Jessie Serrao

and

Niranjan Phatak

L.K.Bhatia and

Mangala V

L.K. Bhatia 1st issue