Visa user manual

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

APPROVALPERSONALISATION

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

APPROVALFINAL

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

• 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

DATA ENTRY PAYMENT

External Application - Unsponsored

DATA ENTRY

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.

APPROVAL

PERSONALISATION

ENROLLMENT

PAYMENT

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

• 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.

APPROVAL PERSONALISATION

ENROLLMENT

PAYMENT

APPROVAL

PAYMENT

APPROVALCAT – DELETE JOB

ENROLLMENTDATA ENTRY

ISSUANCE

• 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

ENROLLMENT

PAYMENTPRE

APPROVAL

UPDATE PROFILE -ENROLLMENT/DATA

DATA ENTRY

APPROVAL

ISSUANCE

• Capture payment details • Interview applicant• Perform approval

• Officer identifies incorrect or incomplete information

• Officer informs enrollment Supervisor• Supervisor corrects or capture information

• Print visa

• Perform quality check • Issue visa

• 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.

APPROVAL

ENROLLMENT

PAYMENTPRE

APPROVAL

PERSONALISATION QC ISSUANCE

DATA ENTRY

PERSONALISATION

• 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

PERSONALISATION QC

DATA ENTRY

QCISSUANCE

ISSUANCE

• Produce visa• Perform quality check• Visa is faulty - i.e. MRZ could not be read• Reject issuance

• Reprint visa • Perform quality check • Issue visa

PERSONALISATION QC

DATA ENTRY

QCISSUANCE

ISSUANCE

• 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

DATA ENTRY

ISSUANCE

• 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

To begin, click on <Generate> to generate the Application ID and start the enrollment process

Step 2

Application ID will be generated and displayed

Step 3

Select visa type and entry type from the dropdown lists

If the applicant holds a machine readable passport, click on <Read Passport>

Step 4

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

The MRZ data will appear in the fields accordingly.

Step 6

Fill in all the mandatory fields

Click on <Save & Next> to save the enrollment record to the database

Step 7

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

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

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

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

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

Click on <Scan photograph> to scan and capture applicant’s photograph

Step 4

Select “Color Picture” option

Click on <Preview> to preview the photograph

Click on <Scan> to capture the photograph

Step 5

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

The cropped image appears in the Output Image box.

Click on <Done> to save the output image.

Step 7

Fill in the applicant’s contact and employment details

Click on <Save & Next> to proceed to the next stage

Step 9

Fill in the applicant’s travel and marriage details

Step 10

Fill in the applicant’s financial and criminal details

Step 11

Fill in the applicant’s additional details

Step 12

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>

Select the “Custom Settings” option

Click on <Preview> to preview the scanned document

Click on <Scan> to scan and capture the scanned document

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.

Click on <Save> to save the image

Step 17

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

Click on <Scan Document> to scan another supporting document

Click on <Next> to proceed to the next stage

Step 19

Click on <Submit> to save the updated information into the database

Step 20

Notification message will display upon successful submission.

Step 21

1.3 Data Entry

1.3.2 External Application

Step 1

Click on “External Application” link

Step 2

To begin, click on <Generate> to generate the Application ID and start the enrollment process

Step 3

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

Select “Color Picture” option

Click on <Preview> to preview the photograph

Click on <Scan> to capture the photograph

Select visa type and entry type from the dropdown lists

Fill in the applicant’s personal and passport details

Step 9

Fill in the applicant’s contact and employment details

Step 10

Fill in the applicant’s travel and marriage details

Step 11

Fill in the applicant’s financial and criminal details

Step 12

Fill in the applicant’s additional details

Step 13

Select the type of document to be scanned from the dropdown list.

Click on <Scan Document> to scan the supporting document

Step 14

Step 19

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

Click on <Scan Document> to scan another supporting document

Step 21

Click on <Submit> to save the updated information into the database

Step 22

Step 23

1.3 Data Entry

1.3.3 Resume Data Entry

Step 1

Click on “Resume Data Entry” link

Step 2

Select the Application ID to resume from the dropdown list

Click on <Resume Enrollment> to retrieve the application

Step 3

Applicant’s personal details that was saved before the interruption will display.

Click on <Save & Next> to proceed to the next stage.

Step 4

Travel and family details that were saved before the interruption will be displayed else fill in the contact and employment details

Step 5

Financial and criminal details that were saved before the interruption will be displayed else fill in the contact and employment details

Step 6

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

Step 8

Click on <Submit> to save the updated information of the application into the database

Step 9

Step 10

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

If Search by “Application ID” is selected, key in the Application ID of the application to be updated into the textbox

1.4.1 Update Profile – EnrollmentThe applicant’s personal information that was captured during enrollment will be displayed.Update the information as necessary

Step 4

1.4.1 Update Profile – Enrollment

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

Click on <Search> to search for the passport to be processed

Step 2

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

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

Step 6

1.4.2 Update Profile – Data EntryUpdate the family details as necessary

Step 7

1.4.2 Update Profile – Data EntryUpdate the financial and criminal details as necessary

Step 8

1.4.2 Update Profile – Data EntryUpdate the additional details as necessary

Step 9

Add or delete scanned documents as necessary

Step 10

Click on <Submit> to save the updated information into the database.

Step 11

A notification message will be displayed upon successful submission.

Step 12

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

Click on <Search> to search for the passport to be processed

Step 2

If search by “Application ID” is selected, key in the application id into the textbox

Step 3

The application details will display.

Step 4

1.5 Query

1.5.2 Reprint Auxiliary Receipt

Click on “Reprint Auxiliary Receipt” link

Step 1

If Search by “Application ID” is selected, key in the Application ID into the textbox

Step 2

Click on <Print> to print the auxiliary receipt

The applicant and application details will be displayed.

Step 3

1.5 Query

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

• 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

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

Click on <View All> to retrieve applications that are pending for payment .

Step 2

If search by “Application ID” is selected, key in the Application ID into the textboxClick on <Search> to

search for the application

Step 3

Insert the manual receipt number

Select payment method from the dropdown list

To adjust the fee payable, click on <Change>

Step 4

Enter User Name and Password

Click on <Login> to login using the provided credentials

Step 5

Insert the new amount and reason for the adjustment in the remarks field

Click on <Submit> to confirm else click on <Cancel>

Step 6

Click on <Submit> to save the payment details.

Step 7

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

• 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

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.

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.

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

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 <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.

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

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

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

Step 6

3.3 Update Approval

Step 7

3.3 Update Approval

Step 8

3.3 Update Approval

Step 9

3.3 Update Approval

Step 10

3.3 Update ApprovalStep 1

3.3 Update Approval

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

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

Step 5

3.4 View Profile

Step 6

3.4 View Profile

Step 7

3.4 View Profile

Step 8

3.4 View Profile

Step 9

3.4 View ProfileStep 10

3.4 View Profile

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

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

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

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

If Search by “Application ID” is selected, key in the Application ID of visa to be issued into the textbox

Step 3

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

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

Notification message will display upon successful update of the issuance status

Step 6

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

Step 2

Step 3

Once the visa’s MRZ information has been read and displayed successfully, click on <Third Party Issue> to capture the proxy information

Step 4

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

A notification message will display upon successful update of the issuance status

Step 6

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

Step 2

Step 3

Step 4

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

Enter supervisor‘s user name and password.

Click on <Login> to login using the provided credentials

Step 6

Reject Visa Issuance

Select the action whether to repersonalise the rejected visa or to reject without action

Step 7

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

A notification message will display upon successful rejection of the passport

Step 9

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

• 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

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

8.2 Assign User to Group

Click on the “Access Management” link

Step 1

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”

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

8.4 Reset Password

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

• 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

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

Click on <Insert> to add new application reason.

Step 2

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

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

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

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

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

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

Step 2

9.1.7 Payment Method – Delete

Click on <Delete> to delete the payment method.

Step 1

9.1.7 Payment Method – Delete

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

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

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

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

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

Step 2

9.1.11 Visa Class – Delete

Click on <Delete> to delete the visa class

Step 1

9.1.11 Visa Class – Delete

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

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

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

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

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

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

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

Fill in the fields accordingly

Click on <Save> to create the applicant’s profile

Step 3

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

Click <Link> to link the both profiles in DMS and VIS together.

Step 7

A notification message indicating that the profiles have been linked successfully will be displayed.

Click on <OK>

Step 8

Click on “View” to display the scanned document

Click on <Scan Document> to scan the supporting document.

Step 9

Click on <Scan Document> to start the scanning process

Step 10

Select the document type from the dropdown list.

The saved scanned document will appear in the data grid.

To save few scanned documents at once, click on <Scan Multiple Documents>

Step 16

Click on <Browse> to search for the folder that contains the scanned documents

Step 17

Select the folder that contains the scanned documents

Click on <OK> to open the folder

Step 18

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

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

Once all the required scanned documents have been saved, click on <Done>

Step 21

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

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

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

2.2 Delete 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

Step 2

2.2 Delete Profile

Profiles with similar names will be displayed in the data grid

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

Step 5

2.2 Delete Profile

A notification message will be displayed upon successful deletion of the profile.

Step 6

2.3 Unlink 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

The applicant’s profile will be displayed in the data grid

Step 2

2.3 Unlink Profile

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

2.4 Link Profile

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

Step 2

2.4 Link Profile

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

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

Fill in the details

Click on <Submit> to save the new scanned document type into the system

Step 2

Click on <OK>

A notification message will be displayed indicating that the new scanned document type has been added successfully

Step 3

2.5.2 Edit Document Type

Click on “Edit” to edit the record.

Step 1

Details of the document type will be displayed

Step 2

Edit the details

Click on <Update> to save the changes into the system

Step 3

A notification message indicating that the details have been updated successfully will be displayed

Click on <OK>

Step 4

2.5.3 Delete Document Type

To delete the scanned document type’s record, click on “Delete”.

Step 1

A confirmation message will be displayed.

Step 2

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

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

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

A notification message indicating that the location has been registered successfully will be displayed

Click on <OK>.

Step 3

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

3.1 Create New User

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

Click on the “Access Management” link

Step 1

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”

3.3 Change Password

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

3.4 Reset Password

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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