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AER Standard Operating Procedure

Quantum Secure Company Confidential

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Authorized Employer Representative

Standard Operating Procedure



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Issued: Oct 2016

Revision 2.4

© Copyright 2016 Quantum Secure. All rights reserved

Copyright © 2004-16 Quantum Secure Corporation. All rights reserved.

Printed in USA.

Information in this document is subject to change without notice. Quantum Secure Corporation copyrights this guide and any

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All other trademarks and registered trademarks are the property of their respective holders and are hereby acknowledged.



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Warranty

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system configuration, the application being performed, operator control and other related factors. The product's implementation may vary

among users. This guide is as up-to-date as possible at the time of printing; however, the accompanying software may have changed since

that time. Quantum Secure Corporation reserves the right to change any information contained in this guide or the software at any time

without prior notice. The instructions in this guide do not claim to cover all the details or variations in the equipment, procedure, or process

described, or to provide directions for meeting every possible contingency during installation, operation, or maintenance.

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Table of Contents

LOGIN PAGE ............................................................................................................................................... 5

HOW TO ONBOARD A NEW APPLICANT ...................................................................................................... 6

MY LINKS .......................................................................................................................................................... 6 2.1.2. Adding a Person/Applicant .................................................................................................................... 8 2.1.3. General .................................................................................................................................................. 9 2.1.4. Privileges .............................................................................................................................................. 15 2.1.5. Legal Signoff ........................................................................................................................................ 16

SCHEDULING APPLICANT VISIT TO ACO ................................................................................................................. 17

OFF BOARDING/TERMINATING AN APPLICANT .......................................................................................... 19

EMPLOYEES ..................................................................................................................................................... 19 3.1.1. Personnel ............................................................................................................................................. 19 3.1.2. General ab............................................................................................................................................ 21 3.1.3. Occupation Tab .................................................................................................................................... 24 3.1.4. Access Cards Tab .................................................................................................................................. 25

UPDATE EMPLOYER CONTACT DETAILS AND DOCUMENTS ......................................................................... 26

EMPLOYER....................................................................................................................................................... 26 GENERAL TAB ................................................................................................................................................... 27 DOCUMENTS TAB ............................................................................................................................................. 28

UPDATE EMPLOYEES CONTACT DETAILS AND DOCUMENTS ........................................................................ 30

EMPLOYEES ..................................................................................................................................................... 30 5.1.1. General Tab .......................................................................................................................................... 31 5.1.2. Documents Tab .................................................................................................................................... 32

SCHEDULER ............................................................................................................................................... 34

SCHEDULING APPOINTMENTS .............................................................................................................................. 34

VEHICLE MANAGEMENT ............................................................................................................................ 37

VEHICLE PERMIT REQUEST .................................................................................................................................. 37 7.1.1. Vehicle Tab ........................................................................................................................................... 38

AUDIT TASKS ............................................................................................................................................. 39

BADGE RENEWAL ...................................................................................................................................... 44

9.1.1. My SAFE Link ........................................................................................................................................ 44 9.1.2. Access Card .......................................................................................................................................... 45 9.1.3. Renew & Print ...................................................................................................................................... 46

BADGE REPLACEMENT ........................................................................................................................... 47

10.1.1. Update Card to Lost/Stolen/Damaged ................................................................................................ 47 10.1.2. Access Card .......................................................................................................................................... 47

APPENDIX: (ONLY FOR EMPLOYERS WHO FINGERPRINT THEIR EMPLOYEES) ........................................... 48



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Login Page

Step 1: Open Internet Explorer and login to SAFE Administrator portal. Preferable IE 8 and above.

Step 2: Enter Credentials related to User Profile and Login button.

Enter Credentials to

login

Click on Forgot password to reset login password

Note: The URL will vary depending upon the customer environment. The URL is provided by the administrator who installs and configures SAFE.

Step 3: For Password reset, click on “Forgot Password.” Enter Login ID in the pop-up window.

Step 4: An email will be sent to the user with the password.



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How to Onboard a new applicant

Upon successful login, the following screen will be seen. Under My SAFE tab, the Dashboard is shown with the Hyperlink for applications and pending tasks that allows the AER to do the following,

1. To view information. 2. To make effective business decisions. 3. To take appropriate action.

My Links

2.1.1.1. Option 1

Step 1: Clicking on New Applicant hyperlink, navigates to a New Employee Applicant Record form.

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Step 2: The AER completes the applicant record and continues the On-boarding process.



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2.1.1.2. Option 2

Step 1: Click on SAFE > Employees > Personnel > Search navigates to a New Employee Applicant

Record form.

Step 2: Enter one or more search criteria and click on Search button to search a person details.

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Step 3: The AER completes the applicant record and continues the On-boarding process.



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2.1.2. Adding a Person/Applicant

Step 3: On the search result page, click on Add button to add an applicant.

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2.1.3. General

The landing page would display the General, Privileges, and Legal Signoff tabs.

Note: Onboarding of an Applicant can be done in two ways:

2.1.3.1. OPTION 1 - AER Sends URL to Applicant

AER fills minimum information and sends a link to the Applicant. Applicant completes Biographic details on the Applicant Portal and submits the information.

Step 1: AER enters (First Name, Last Name, Email, Employer, Division, and Job Title on the

General tab and also enters Badge Type and Privileges as shown below.)

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Step 2: Click “Next” and navigate to Privileges Tab.



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Privileges Tab

Step 1: Select the Badge type assigned to the Job title.

Step 2: Click on Add button.

Note: If the applicant needs Customs Privileges, AER must add Customs Zone 1 or Customs Zone 2

privilege in this step, once the badge type is selected.

Step 3: Click on the “Send to Applicant” button. An email notification will be sent to the

Applicant.

Note: The email link is ONLY active for 48 hours.

Step 4: After the applicant opens the link and responds to the questionnaire, AER will see a task on

the Dashboard (Badge Application/Renewal Status section) to review the information.

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Step 5: Click on the “Review Link” under Action section of the above task.

Step 6: The Person record will open. Review all the information provided by the Applicant.

Click on Legal Sign Off tab

Legal Signoff Tab

Step 1: Click on the “Submit” button, it displays Enrollment Authentication pop window is displayed.

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Step 2: Enter the Enrollment Authentication PIN Number and Click on the “Authenticate and Submit” button. An email notification will be sent to the Badge Sponsor.

Note: The PIN is the last four digits of your SSN.



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Note:

After Legal Signoff by AER, an email notification and Approval task is created for the Badge

Sponsor with “Pending Approval” status.

UPID Number is created when the Legal signoff process is completed.



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2.1.3.2. OPTION 2 - AER completes Applicant Details.

Navigation: SAFE > Employees > Personnel

Step 1: Fill the information under the sections General Details, Address Details, Physical Details

section in General tab.

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Step 2: The highlighted blue fields are mandatory fields.



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Alias Information

If the applicant has alias then it is very important to enter all alias information.

To Update Aliases: Click on Alias hyperlink as shown in the screen shots below

Enter the names as shown in the screen shot below and click on Apply.

Note: The application can be saved and worked on later by selecting the option Save as Draft button. Note: On clicking Save as Draft, popup message will show how long it can save the information.

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Step 3: Click Next button to continue to the next page - Privileges.



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2.1.4. Privileges

Step 1: Select the Badge type assigned to the Job title.

Step 2: Click on Add button

NOTE: Additional comments can be added by select the Add hyperlink under the Note/Comments section.

Step 3: Click on Next button to navigate to Legal Signoff tab.

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Step 4: Select the Badge type in the below pane to update additional comments. Step 5: Click on Update button.

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2.1.5. Legal Signoff

Step 1: Click on the “Submit” button, it displays Enrollment Authentication pop window is displayed.

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Step 2: Enter the Enrollment Authentication PIN Number and Click on the “Authenticate and Submit” button. An email notification will be sent to the Badge Sponsor.

Note: The PIN is the last four digits of your SSN.

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Note:

After Legal Signoff by AER, an email notification and Approval task is created for the Badge

Sponsor with “Pending Approval” status.

UPID Number is created when the Legal signoff process is completed.



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Scheduling Applicant Visit to ACO

After the Employee record is approved by Sponsor then a Schedule task will be shown on the Dashboard,

as shown in the screen shot below. Schedule Visit link can be used to navigate appointment creation

screen.

Navigation: My SAFE -> My Links -> Pending Approval section

Step 1: Schedule task is created in Pending Employee Action section in the dashboard

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Step 2: Click on the Schedule Visit hyperlink. You will be navigated to Scheduler> Appointment Scheduler> General tab.

Step 3: Click on the calendar icon to select a timeslot and click SAVE

Applicant will be notified via email the appointment time.



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Off boarding/Terminating an Applicant

Employees

3.1.1. Personnel

Step 1: Navigate to SAFE > Employees > Personal > Search

Step 2: Enter one or more search criteria and click on Search button to search a person details.

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The search results are displayed in the Person(s) Search Results screen



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Step 3: After the search results are displayed, click on particular UPID for which you want to Off

board/Terminate.

Step 4: The employee record is opened and the General tab is displayed.

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3.1.2. General ab

Click on Status and select “Terminated.” Click on Save. The status field becomes disabled, Occupation status changes to “Pending Termination” and Card Status will be updated to “Suspended.”

Step 5: Select status as “Terminated.”

Step 6: Click on the Save button, a warning alert is displayed to verify the termination.

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Step 7: Click on OK button in pop-up window.



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Step 8: The applicant status is updated from “Active” to “Terminated.”

Step 9: Click on the Occupation tab or Next button to see the status of employer.



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3.1.3. Occupation Tab

Step 10: Verify under the Occupation tab, if the status of the employee occupation is “Pending Termination.”

Step 11: Click on the Access card tab to check the badge status.

Note: Final Termination is done by ACO



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3.1.4. Access Cards Tab

Step 12: Access Cards tab will show the card status as “Suspended.”



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Update Employer Contact Details and Documents

Employer

Navigation: SAFE > Employer

1. Under employer section, search for Employer record using one or more search criteria. 2. On the search result page click on Employer Name to open the record or Select the Employer

Name and click on View/Edit button. 3. Search and open the Employee record.

Step 1: Click on the Search button, enter one or more search criteria. The search results are

displayed in the Employer Search Results screen.

Step 2: On the search result page click on Employer Name to open the record or Select the record

and click on View/Edit button.

Step 3: Navigate to the General Tab.

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General tab

In General Tab, the permanent Contact address details can be changed and also one more

address can be added and there is an option to give different address for mailing.

Step 4: Under the Permanent Address Information section, edit/view the Permanent Address of

the employer.

Step 5: Click on Document tab to edit/view the document.

Note: 1. If the mailing address of the employer is same as the permanent address, then select the

option “Mailing address is the same as Permanent Address.” 2. Click on View /Edit Hyper link, it navigates to Mailing Address Details pop-up Window. In

Mailing Address Details pop-up window there are two options. 3. Reset button gives an option to reset the address.

To add one more address, enter the mailing address of the employer and Click on Apply button.



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Documents Tab

Step 6: Select the Document Type and the Document Name from the list.

Step 7 User can also up-load a document to the document record by using the Browse button.

Step 8: Click on Add button.



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To Update a Document:

Step 9: Select the Check box in the bottom grid section, then view/edit the details of a Document in Document Details section.

Step 10: Click on Update button to Update the document.

Step 11: Click Save.



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Update Employees Contact Details and Documents

Employees


Step 1: Enter one or more search criteria and click on Search button.

Step 2: Select particular UPID number for which you want to view or edit.

Step 3: Click the View/Edit button, which will navigate to the Employee record.

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5.1.1. General Tab

Under the General tab, employee details can be viewed.

Note: To Change the First Name or Last Name, click on the Request Name Change hyper link, it opens the Name Change Details pop up window. In the pop up window, enter the details of the person and Click on Submit button.

Step 4: Under the Address details section, edit/view the address of the employee.

Step 5: Click on the SAVE button.

Step 6: Click on Document tab to edit/view the document.

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5.1.2. Documents Tab

To add a new document:

Step 7: Select the Document Type and the Document Name from the list.

Step 8: User can also up-load a document to the document record by using the Browse button.

Step 9: Click on ADD button.



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To Update a Document:

Step 10: Select the Check box in bottom grid section, then view/edit the details of a Document in Document Details section.

Step 11: Click on Update button to Update the document.

Step 12: Click SAVE.



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Scheduler

The Scheduler tab is used to schedule or cancel an appointment. The Badge Sponsor, AER and applicant or active badge holder will have the ability to schedule an appointment. The AER should establish a policy for who will be responsible for scheduling the appointment.

Scheduling Appointments

To add appointments, navigate to,

SAFE > Scheduler > Appointment Scheduler

Step 1: Click on Search button.



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Step 2: The search results are displayed in the Appointment Search Results screen.

Step 3: Click on Add button to Schedule Appointments.

The result page shows the General tab:

Step 4: Navigate to General Tab.

Step 5: Click on the Search Icon to view the Search box that displays applicant information.

Step 6: Click on Search button in Advanced Search, list of existing applicants is displayed.

Step 7: Click on Select hyperlink to select the applicant, the General tab is auto-filled with the applicant information.



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Step 8: Select the Appointment Type from the Appointment type drop down.

Step 9: Select the Location from the Location drop down.

Step 10: Select the Calendar icon to schedule the time and date for the appointment.

Step 11: Once selected, click on Save to save the appointment, the Status changes to Registered.



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Vehicle Management

Vehicle Permit Request

Navigation: SAFE > Vehicle Mgmt > Vehicle

Step 1: Enter one or more search criteria and click on Search button.

Step 2: Click on the Add button on the Search result page.

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7.1.1. Vehicle Tab

Step 3: Enter the vehicle information.

Step 4: Click on Search icon, to search the Employee record, if Vehicle permit is for an Employee.

Step 5: Click on the Save button.

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NOTE: The Vehicle permit request is now sent to the Sponsor for approval.



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Audit Tasks

Audit tasks are listed on the AER dashboard.

Navigation: SAFE > My Links > Dashboard

1. An Audit Task for the Pending Status records will be displayed under the “Pending AER Actions” section.

2. The AER can save and leave the audit prior to submitting to the ACO. When the AER logs back in the Audit General tab will show the number of badges audited and percentage of the audit completed.

Step 1: Click on Audit link under the “Action” column in 'Pending AER Actions section.

Step 2: The landing page would show the General tab on the employees’ record.

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The Audit Details screen is displayed in the General tab.

Step 3: Click on Next button, to navigate to the Badge List tab.



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Step 4: The list of badges that need action are displayed in the Badge list.

Step 5: Select the appropriate employee and click on the “Mark Complete” button, if no modification is required.

Step 6: If any modification is required then select the appropriate Employee details and click on the

“Modify” button, it displays Edit card window.

Step 7: Update the information and click on the “Update” button in the Edit Card window.

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Step 8: Click on the “Mark Complete” button to complete the task. Repeat the steps for the

remaining Employees on the list.

Step 9: Click on Next or Documents button to view/edit the document.

Step 10: Select the document and make the changes if required, click on the “Update” button and then the Save button. Step 11: Click on Next or Notes button.

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Step 12: To complete and submit the audit navigate to the Notes tab, enter notes and click on the Save button. An email notification is sent to the ACO that the Audit is Complete.



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Badge Renewal

9.1.1. My SAFE Link

Pending AER Actions.

On the Dashboard, when an employee CHRC is expiring in the next 60 days a task is created under “Pending AER Actions” section.

Step 1: Click on Renew link in the dashboard.

Step 2: The Landing page would show the Access Card tab on the employees’ record.



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9.1.2. Access Card

The Access Card page of the employee is displayed. By default, the Primary Employer is listed in the “Employer/Occupation.”

Note:

1. If the person has multiple employers, the employer can be changed using the drop down. 2. To update information, Click on Update.

Step 3: Verify Card is still in Active status.

Step 4: Click on Renew & Print button, it navigates to Renew & Print tab.



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9.1.3. Renew & Print

Step 5: Click on Renew Employee Application button the employee is removed from the dashboard.

After the AER completes the above tasks, the renewal application is sent to the Sponsor for approval. Once the Sponsor approves, the AER will see a task on the dashboard to schedule an appointment for the Employee to schedule a visit to ACO to process Renewal. The employee will receive an email with a link for scheduling the appointment as well. The AER should establish a policy for who will be responsible for scheduling the appointment, the AER or the applicant.



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Badge Replacement

When the badge is lost, the status is changed to Lost/Stolen/Damaged.

10.1.1. Update Card to Lost/Stolen/Damaged


1. Under Employees section search for Employee record using one or more search criteria. 2. On the search result page click on UPID to open the record or Select the record and click

on View/Edit button. 3. Search and open the Applicant/Employee record.

10.1.2. Access Card

Step 1 Navigate to the Access Cards tab.

Step 2: Change the Badge Status Active to Lost/Stolen/Damaged from the Badge Status drop down.

Note: Ensure notes are updated under the Note/Comments Field.

Step 3: Click on the Update button.

Step 4: Click on the Save button.

Note: Once updated the appointment can be scheduled by AER to issue a new badge.



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Appendix: (Only for Employers who fingerprint their Employees)

For employers who fingerprint their Employees at their facility (e.g. American), the AERs can follow the below steps to provide the ACO with an electronic copy of the CHRC Clearance Letter. After this is done, the applicant would not need to carry the letter with the person when they visit the ACO for a Badging Appointment.

Step 1:

In section 2.3.1.1 and 2.1.3.2 above, after AER selects the Employer from the dropdown, the CHRC CASE NUMBER, Submitted Date, and Approval Date fields will be enabled.

Step 2:

AER Enters the CHRC CASE NUMBER, Submitted Date, and Approval Date along with the other details.



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Step 3:

After SPONSOR approves the Person, the AER opens the Person Record, Navigates to Documents tab, Selects the “CHRC Clearance Letter” record and click on Browse to select the Clearance Letter and attach to the person Record.

Step 4: Click SAVE.

Step 5: AER schedules an appointment for the Applicant to visit the ACO (Follow Section 2.2)

End of Document