Sponsor Standard Operating Procedure - … - Standard Operating Procedure Click here to enter the document revision number 6 Preface The purpose of this document is to assist and provide

Sponsor - Standard Operating Procedure

Quantum Secure Company Confidential

1

Sponsor

Standard Operating Procedure



2

:

Issued: Oct 2016

Revision 2.2

© Copyright 2016 Quantum Secure. All rights reserved



3

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 accompanying

Quantum Secure products. Any reproduction and/or distribution without prior written consent from Quantum Secure Corporation are strictly

prohibited.

Reproduction of the information in any manner, whatsoever without the written permission of Quantum Secure is strictly forbidden.

Trademark Notices: Trademarks used in this text: Quantum Secure logo is trademarks of Quantum Secure Corporation; Microsoft,

Windows, ActiveX, and Visual Basic are registered trademarks, and Windows NT; Windows 2000, Windows XP, Windows 2008, Microsoft

Access, Microsoft SQL Server are trademarks of the Microsoft Corporation.

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

Technical Support:

Telephone: 1-800-776-3414

Email: [email protected]

World Wide Web: support.quantumsecure.com

General Information:

Telephone: 1-408-453-1008

Email: [email protected]

World Wide Web: http://www.quantumsecure.com

Postal Address: 100 Century Center Ct, Suite 800,

San Jose, CA 95112, USA

mailto:[email protected]

support.quantumsecure.com

mailto:[email protected]

http://www.quantumsecure.com/



4

Warranty

This Quantum Secure Corporation product is warranted in accord with the product license. The product's performance will be affected by

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.

Disclaimer

Certain information, including images, graphics, numerical or textual data pertaining to a Personnel or a Visitor may be included in this

document to illustrate different types of products and services of Quantum Secure and such information may be fictitious or incomplete and

may only be for representational purposes. Quantum Secure is free to modify any of its products and services, in any manner and at any

time, notwithstanding the information contained in this document. Always confirm with Quantum Secure that you are using the most current

version of this document. Reproduction of, dissemination of, modifications to, or creation of derivative works from this document, by any

means and in any form or manner, is expressly prohibited, except with the prior written permission of Quantum Secure. Neither Quantum

Secure nor any of its directors, officers, employees or agents shall be liable in contract, tort or in any other manner whatsoever to any

person for any loss, damage, injury, liability, cost or expense of any nature, including without limitation incidental, special, direct or

consequential damages arising out of or in connection with the use of the document.



5

Table of Contents

LOGIN PAGE ................................................................................................................................................... 7 1.

MY SAFE ......................................................................................................................................................... 8 2.

MY LINKS .......................................................................................................................................................... 8 2.1.

APPROVE A NEW APPLICANT ONBOARDING .................................................................................................. 9 3.

MY LINKS .......................................................................................................................................................... 9 3.1.

3.1.1. General tab .......................................................................................................................................... 10

3.1.2. Privileges Tab ....................................................................................................................................... 11

3.1.1. Disqualifying Crimes List Tab ............................................................................................................... 13

3.1.2. Access Zones ........................................................................................................................................ 14

3.1.3. Access Levels Tab ................................................................................................................................. 15

3.1.4. Review and Print Tab ........................................................................................................................... 16

3.1.5. Legal Sign off ........................................................................................................................................ 17

VEHICLE PERMIT APPROVAL ......................................................................................................................... 18 4.

SPONSORED EMPLOYER ............................................................................................................................... 21 5.

ADD SPONSORED EMPLOYER ............................................................................................................................... 21 5.1.

5.1.1. General Tab .......................................................................................................................................... 22

5.1.2. Contact Tab .......................................................................................................................................... 23

5.1.3. Insurance Tab ....................................................................................................................................... 24

SCHEDULER .................................................................................................................................................. 27 6.

SCHEDULING APPOINTMENTS .............................................................................................................................. 27 6.1.

BADGE RENEWAL ......................................................................................................................................... 30 7.

7.1.1. Access Card .......................................................................................................................................... 31

7.1.2. Renew and Print ................................................................................................................................... 32

BADGE TERMINATION ........................................................................................................................................ 33 7.2.

REBADGE SCENARIO ..................................................................................................................................... 35 8.

REBADGE DUE TO NAME CHANGE:....................................................................................................................... 35 8.1.


Click here to enter the document revision number

6

Preface The purpose of this document is to assist and provide general Standard Operating Procedures for the

Badge Sponsors utilizing SAFE’s Sponsor Portal on how to manage: general company information and

manage employee information, request badge types and privileges and to provide Approval work flows for

badge renewals and vehicle permit requests and renewals.



7

Login Page 1.

Step 1: Open Internet Explorer and login to SAFE Administrator console. Preferable browser is IE

version 8 and above..

Step 2: Enter Username and password and Click 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.



8

My SAFE 2.

My Links 2.1.

The My Links allows the Sponsor to view information to make effective business decisions and to take appropriate action.

Quick Links are shortcuts to perform certain actions. The Links available are:

New Applicant: To enroll a new applicant

Manage Employer: Manage existing Employer information.

Schedule Appointment: The Badge sponsor may schedule specific ACO appointments for Applicants and Badge Holders (please note that AERs and applicants are also able to schedule appointments).

The Dashboard Contains sections displaying the Tasks for the Sponsor. Sections are,

Pending Sponsor Approval.

Badge Renewal Summary.

Pending Vehicle Approval.

Pending Vehicle Permit Renewal.



9

Approve a New Applicant Onboarding 3.

How to Approve an Applicant for new onboarding

How add Privileges

How to add Access Zones

How to add Access Levels.

How to perform Legal Signoff

My Links 3.1.

The Applicant Record is created by the Authorized Employer Representative (AER), or initiated by the

AER with a link to the applicant. The link Is valid for 48 hours. When the AER approves the applicant

record a task is created on the Sponsor Dashboard.

Step 1: Applicant details can be opened by clicking on the appropriate Applicant hyperlink under

Pending Approval Link in My SAFE > My Links.

Or

Launch Personnel > Manager > Search (Enter one or more Search criteria).

1

Note:

Pending Approval task type is shown on the Sponsor’s dashboard, after AER creates applicant records

and is sends it to Sponsor for approval.

Pending Badge Approval task type is created when there is an upgrade/downgrade of privileges to an

employees badge. AER creates the request and send it to Sponsor for approval for Badge renewal with

the updated privileges.



10

3.1.1. General tab

The Sponsor reviews the information on the General Tab.

Step 2: The Landing page would show the General tab on the employee’s record.

Step 3: Review/Edit the demographic details of the employee, then Click on the Save button, to

navigate to the Privileges tab.



11

3.1.2. Privileges Tab

The Badge Sponsor may add or remove Privileges.

Step 4: Select the Badge Type from the Badge Type drop down.

Step 5: Click on the “Add” button.

Step 6: To add Privileges, select the Privilege from the Privilege drop down and Click on “Add”

button.

Step 7: Click on Save button, Disqualifying Crimes List, Access Level Review & Print and tabs

are visible.

Note: To remove a Privilege, Click on the Remove hyperlink next to privilege record in the lower section.

4

4

5

6

7

8



12

Step 8: If the applicant has responded to Custome border prtection questionnaire, those can be viewed

by clicking on this link



13

3.1.1. Disqualifying Crimes List Tab

Step 9: The Disqualifying Crimes List is read only.

9



14

3.1.2. Access Zones

At DFW the ACO has developed zones that are made of Access Levels

These Zones are assigned based on company assigned if applicable for Job title.

Note:

The Access Profile is configured by the ACO, SAFE will automatically assign the predefined Access

Zone. The Access Profile is a template containing a predefined set of Access based on an Employer,

Division (if applicable) Job Title and Badge Type. An Access Profile may contain Access Zones or Access

Levels or both.

The Sponsor, should be aware of the Access Zones and any access profiles configured in SAFE for the

specific Employer.



15

3.1.3. Access Levels Tab

The Access Zone is a combination of multiple Access Levels and an Access Level is a single Access

code. Assigning an Access Zone would be the preferred method for adding access and then adding

additional Access Levels as required by the applicant’s job title. The Sponsor can request Access Levels

for the specific Applicant being enrolled. To request Access Levels, follow the steps mentioned below:

Step 10: Click on the Search button OR Select the area type from the Area Type drop down menu

and then Click on the Search button.

Step 11: Result will be displayed in the Search Results window.

Step 12: Click on the Add hyper link.

Step 13: Requested access levels will be added to the Assigned Areas window.

Note: The Access Level Permissions can be defined on the employee record when assigning

access levels. Defining the time frame allows the user to access to those regions as per the specified

time frame.

Step 14: Enter the Activation Date and Deactivation Date if applicable.

Step 15: Click on the Next button, it navigates to Review & Print tab.

11

12

13

10

14

15

Note:

Sponsor may have authority to approve certain access levels, if the particular sponsor does not, SAFE

will route the approval task to the appropriate badge sponsor.



16

3.1.4. Review and Print Tab

Step 15: By default, the Primary Employer is listed in the ‘Employer/Occupation’ drop-down which

can be changed to view the details of another Employer if the person has multiple employers.

Step 16: The Badge Sponsor reviews Employee record.

Note: Printing is not recommended, the ACO will not accept the paper application and the Personal

Identifying Information on the application needs to be secured. The Badge Sponsor can always log in

and retrieve any information that is needed.

Step 17: Click on the Next button, it navigates to Legal Signoff tab.

15

17



17

3.1.5. Legal Sign off

Step 18: Add the comments in the comments field if desired.

Step 19: Click on the Approve button to Approve the Application.

Step 20. Enter your Personal Identification Number (PIN). The Badge Sponsor will be required to enter

their PIN and Authenticate and Submit for any approvals or changes that are made in SAFE.

The Sponsor always is required to authenticate any change on approvals



18

Vehicle Permit Approval 4.

The Vehicle Permit approval and Vehicle permit renewal task is created for the Sponsor on the

Dashboard.

Pending Vehicle Approval

Navigate to My SAFE > My Links > Pending Vehicle Approval

Step 1: Click on the Hyperlink under the License number.

Sponsor is navigated to the Vehicle request record.

1



19

Step 2: Sponsor review’s the document and makes changes as necessary.

Step 3: Click on Save button

2

3



20

Vehicle Permit Renewal

Navigate to My SAFE > My Links > Pending Vehicle Approval

Click on the License number hyperlink under the Pending vehicle permit renewal section on the

Dashboard.

It would navigate to the Vehicle permit tab on the employee record.

Step 1: Select the Vehicle permit number to be renewed

Step 2: Change the status to Renew approved

Step 3: Click on Save button.

1

2

3

The Vehicle permit renewal status is now Renew- Approved.



21

Sponsored Employer 5.

How to onboard a Sponsored Employer?

Navigate to SAFE > Employer > General

Step 1: Click on Search button with Empty Search fields. Sponsor should search for all companies rather

than look for a Company in case of spelling is different.

Add Sponsored employer 5.1.

Step 2: Click Add Sponsored employer on the Employer(s) Search Results screen.

If the Company is found, contact the ACO to have the company linked to your company

2



22

5.1.1. General Tab

Sponsor can provide minimum information for Employer and then email can be generated for the new

applicant, who will be the AER. AER will complete the rest of the Employer information.

Step 1: Enter details in the fields displayed (Highlighted blue fields are mandatory).

Following fields are mandatory:

Employer Name, Abbreviated Name, Employer Type, Sponsor and Start Date,

Step 2: Add the Badge type’s to be added under the employers

Step 3: Click on View/Edit hyperlink to add the Mailing address if different from Permanent address

Following fields are mandatory:

Permanent Address Details --> Address, City/Town, Country, State (if USA), Zip Code

Mailing Address Details--> Address, City/Town, Country, State (if USA), Zip Code

Step 4: Click on Contacts tab to enter new Employer Contact details.

1

2

4

3

3



23

5.1.2. Contact Tab

Step 1: Enter the details in the fields displayed. (Highlighted blue fields are mandatory).

Next Tab --> Contacts --> First Name, Last Name, Email, Telephone No.

Step 2: Click on Add button after updating the fields.

Step 3: Select the Record below to modify changes to the added record

Step 4: Click on Update button after updating the record.

Step 5: Click on Next button to continue

Note: If Contact Information entered in is an emergency contact for the employer select the Emergency

Contact check box.

1

2

3

4

5



24

5.1.3. Insurance Tab

In General, the AER completes the Insurance Information and sends it for approval. If the Insurance

information is incomplete, then Sponsor can go ahead and update the information on the Employer

record. AER/Sponsor uploads the certificates.

Step 1: Enter the details in the fields displayed. (Highlighted blue fields are mandatory).

Step 2: Click on Add button after updating the fields.

Step 3: Select the Record below to modify changes to the added record

Step 4: Click on Update button after updating the record.

Step 5: Click on Save button to continue

2

3

4

5

1

Note: After Clicking on Save button a request is sent to ACO for Approval. Until the ACO approves the

onboarding of the employer, the employer status remains “Pending Approval”



25

Contract Management:

After the ACO approves the onboarding of a Sponsored Employer, a contract can be associated between

the Parent (Sponsor) Employer and the Contract (Sponsored) Employer.

Parent (Sponsor Employer):

Navigate to SAFE > Employer > General tab

Step 1: Type the Sponsor Employer name in the Employer Name field and Click Search. Click on the

Parent Employer name and Navigate to Contracts Tab

Step 2: Click on the magnifying glass to the right of the “Sponsored Employer” dropdown. All the

sponsored employers for this Parent Employer will be displayed. Select the desired name from the list.

Step 3: Click on the magnifying glass to the right of the “AER” dropdown. Select the AER name from the

list.

Step 4:

a. Populate the Contract Number field

b. Select a Start Date

c. Select an End Date (This date needs to be updated by the Sponsor if the contract is extended, or

the badges will expire on this date)

d. Select “Active” as Status

e. Select a Contract Type

Step 5: Click on Add

Step 6: You should see the Contract Information populated in the data grid with all the above details. The

Sponsored Employer field in the grid shows the name of the Contract (Sponsored) Employer.

Step 7: Click SAVE.



26

Step 8: After Clicking Save, go to the Sponsored Employer (New India Restaurant in this example)

record, and navigate to Sponsor tab.

You should see a record added with the Sponsored Employer, Sponsor, and Assigned Date.



27

Scheduler 6.

The Scheduler tab is used to schedule or cancel an appointment..

Scheduling Appointments 6.1.

An AER will see a task on the AER dashboard to schedule an appointment. Additionally, if the

applicant provided an email address the applicant will receive an email once they are approved and

clear the required security checks. The Badge Sponsor does have the ability to schedule an

appointment as well.

Navigation: SAFE > Scheduler > Appointment Scheduler

Step 1: Click on Search button.

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

Step 3: Click on Add button to Schedule Appointments.



28

The result page shows on the General tab.

Step 4: Navigate to General Tab.

Step 5: Click on the Search button 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.



29

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.



30

Badge Renewal 7.

The Employee is notified via email 60 days before the badge expiration date. Additionally, a task is

created on the AER dashboard.

After the AER approves the Sponsor. After the Sponsor approves the renewal the Employee, AER or

Sponsor can schedule an appointment.

Navigation: My SAFE -> My Links -> Badge Renewal Summary

Step 1: Click on Renew link in the dashboard.

Step 2: Clicking Renew navigates to the Access Card tab on the employee record



31

7.1.1. Access Card

Sponsor reviews the information under the access tab to verify the information before proceeding to

the Next tab.

Step 3: In tis example the Badge Status is Active.

Note: Applicant can have multiple employers with multiple access.

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

3

4



32

7.1.2. Renew and Print

Step 5: Click on Renew Employee Application button. The created task is completed and is

removed from the Badge Renewal Summary section of the Sponsor dashboard..



33

Badge Termination 7.2.

To terminate an employee, the Sponsor or AER can do it by changing the status on the employee record.

Once the status has been changed and saved, the employee record status changed to Terminated.

Navigation: SAFE > Employees

Enter Employee record information to be terminated

Click on the UPID hyperlink to access the record

Step 1: On the Employee Record Select the status of the employee to Terminated

Step 2: Click on Save button

1

2



34

A pop up message is displayed before changed the employee record to Terminated status.

Step 3: Click on OK to continue

The Employee record is now in Terminated status and is sent to ACO for Termination approval. The

status is in Pending termination.



35

Rebadge Scenario 8.

Rebadge Due to Name Change: 8.1.

When the AER requests a name change for an employee, Sponsor would see a task on the Pending

Sponsor Approval section of the Sponsor dashboard. The task request will show “Pending Approval.”

For the tasks with Task Type – “Pending Approval,” click on the UPID link to open the employee record. On the General Tab, a hyperlink “Name Change Requested” should be displayed. Click on the hyperlink.

1



36

On the ‘Name Change Details’ screen, the new names are shown in Last Name, First Name, and Middle

Name columns with status as “Pending Approval.”

Select the check box to the left of the request row and click on Approve. The status should update to

“Approved.”

Then click on Submit. This completes the Name Change Approval for the Employee.



37

End Of Document

Documents

Sponsor Standard Operating Procedure - … - Standard Operating Procedure Click here to enter the document revision number 6 Preface The purpose of this document is to assist and provide