Visa user manual

Table of Contents
• System Usage Scenario
• Visa Issuance System
• Document Management System

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

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$
$

PRE L
ENROLLMENT PAYMENT OVA
APPR

• Capture personal details • Capture payment details • Insert interview notes
• Print auxiliary receipt • Make decision to
approve, reject, pending
or skip the approval

PERSONALISATION L
FINA AL
ROV DATA ENTRY
APP

• Print Visa • Verify the details • Capture complete personal details
• Make decision to • Scan supporting documents
approve or reject the
application.

QC ISSUANCE

• Scan visa data page • Verify visa’s MRZ
• Approve or reject visa • Issue visa
• Stick visa onto the passport

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

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ENROLLMENT PAYMENT DATA ENTRY

• Retrieve personal details • Capture payment details • Capture complete
•Print auxiliary receipt personal details
• Scan supporting
documents

-
L
FINA AL PRE AL
PERSONALISATION
PPR
OV
ROV
A
APP
• Print visa • Verify the details • Verify the details
• Make decision to • Make decision to
approve or reject the approve, reject, skip the
application. approval

X
QC ISSUANCE

• Scan visa data page
• Approve or reject visa • Verify visa’s MRZ
• Stick visa onto the passport • 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

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$
$

L
FINA AL
DATA ENTRY PAYMENT ROV
APP

• Capture complete • Capture payment details • Verify the details
personal details • Make decision to
• Scan supporting approve or reject the
documents application.

External Application -
Unsponsored

L
FINA AL
V
DATA ENTRY APPRO

• Capture complete • Verify the details
personal details • Make decision to
• Scan supporting approve or reject the
documents application.

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.


• Enroll applicant • Applicant identifies • Officer informs supervisor • Capture payment details
• Print auxiliary receipt incorrect visa type • Supervisor corrects the
Visa type

• Print visa • Verify details • Perform data entry • Interview applicant
• Approve application • Perform approval

• 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.

• Enroll applicant • Capture payment details • Officer identifies • Inform administrator
• Print auxiliary receipt incorrect passport type • Administrator deletes
job

• Perform data entry • Interview applicant • Capture payment details • Reenroll applicant
• Perform approval • Print new auxiliary receipt

• Verify details • Produce passport • Perform quality check
• Verify details
• Perform approval • Approve application

• 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.


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ENROLLMENT PRE L
PAYMENT A DATA ENTRY
ROV
APP

• Enroll applicant • Capture payment details • Interview applicant • Perform data entry
• Print auxiliary receipt • Perform approval

!
L
L UPDATE PROFILE - FINA AL
FINA AL ROV
PERSONALISATION ROV ENROLLMENT/DATA APP
APP
ENTRY

• Print visa • Verify details • Officer informs enrollment • Officer identifies
• Approve application Supervisor incorrect or incomplete
• Supervisor corrects or capture information
information

QC
ISSUANCE

• 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.


$
$
$

ENROLLMENT PRE L
PAYMENT A
ROV DATA ENTRY
APP


!
UPDATE PROFILE -
ENROLLMENT QC
X PERSONALISATION
APP
L
FINA AL
ROV

• Officer informs supervisor • Reject visa • Officer identifies • Verify details
• Supervisor corrects the incorrect data after • Approve application
mistakes personalisation

PERSONALISATION QC ISSUANCE

• Reprint visa • QC visa • Issue visa

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

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$
$

PRE L
ENROLLMENT PAYMENT A
ROV DATA ENTRY
APP


!
X QC PERSONALISATION
L
FINA AL
ROV
APP
ISSUANCE

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

PERSONALISATION QC ISSUANCE

• Reprint visa • Perform quality check • Issue visa


$
$
$

PRE L
ENROLLMENT PAYMENT A
ROV DATA ENTRY
APP


!
X L
FINA AL
ISSUANCE QC PERSONALISATION ROV
APP

• Applicant identifies mistakes • Perform quality check • Print visa • Verify details
• Officer rejects issuance and • Approve application
sends for repersonalisation

UPDATE PROFILE -
ENROLLMENT PERSONALISATION QC ISSUANCE

• Officer informs supervisor
• Supervisor makes the • Reprint visa • QC visa • Issue visa
correction


$
$
$

PRE L
ENROLLMENT PAYMENT A DATA ENTRY
ROV
APP


!
X L
FINA AL
ISSUANCE QC PERSONALISATION ROV
APP

• Reject passport without • Perform quality check • Print visa • Verify details
further action • Approve application
- i.e. applicant deceased or
blacklisted.

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
Step 1

Enter username and password

Click on the <Submit> button to login
using the provided user credentials

Login Into Visa Issuance System
Step 2
The tabs show the systems that are granted
to be used by the workstation.

The main menu shows the
modules accessible by the user.

The welcome screen will appear
upon a successful login

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
Step 1

Click on “Enroll New E-Visa” link for
first time e-Visa enrollment

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

Step 4

Select visa type and entry
type from the dropdown lists

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

Step 5
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 If the MRZ of the passport
continues to the end of the has been read correctly,
slot before lifting the the reader will produce
passport. 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 6

The MRZ data will appear in
the fields accordingly.

Step 7

Fill in all the mandatory fields

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

Step 8

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.

1.2 Renew Visa
Step 1

Click on “Renew E-Visa” link

1.2 Renew Visa
Step 2

Select the search criteria and enter the
value to search on

1.2 Renew Visa
Step 3

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.

1.2 Renew Visa
Step 4

Applicant’s information from the
previous application will display. If Application ID is generated and
applicant has a new passport, displayed
enter the new passport’s details
into the textboxes.

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

1.2 Renew Visa
Step 5

successful submission of the application

Click on <Proceed to Payment> to
update the payment details. This feature
only appears in multipurpose counter.

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
Step 1

Click on “Data Entry” link

Step 2

Click on <Search> to search Select the search criteria and
for the application to be enter the value to search on
processed

Click on <View All> to retrieve
all applications that are
pending for data entry

Step 3

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 4

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

Step 5

Select “Color Picture” option

Click on <Scan> to
capture the photograph

Click on <Preview> to
preview the photograph

Step 6

Click on the broken
rectangular line and select
the area of the image to be
cropped.

Click on <Crop> to crop the
captured photograph

Step 7

The cropped image appears
in the Output Image box.

Click on <Done> to save the
output image.

Step 9

Fill in the applicant’s contact
and employment details

proceed to the next stage

Step 10

Fill in the applicant’s travel
and marriage details


Step 11

Fill in the applicant’s
financial and criminal details

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

Step 12

additional details

to the next stage

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

Click on <Scan Image>

Step 15

Select the “Custom
Settings” option
Click on <Scan> to scan and
capture the scanned document

Click on <Preview> to preview
the scanned document

Step 16

Click on the broken
cropped.

Click on <Rotate Counter
Clockwise>to rotate the
selected area in anti-
clockwise direction.

Click on <Rotate Clockwise>
to rotate the selected area
in a clockwise direction.

captured photograph

Step 16


output image.

Step 17

Click on <Save> to save the image

Step 18

successful submission.

Click on the “rubbish
bin” to delete the image
record

Click on the magnifying glass
Details of the previously saved
to display the scanned
image are displayed in the data grid
image

Step 19

another supporting document

Click on <Next> to

Step 20

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

Step 21

Notification message will display
upon successful submission.

1.3.2 External Application
Step 1


Step 2

Click on “External Application” link

Step 3

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

Step 4

Application ID will be
generated and displayed

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

Step 5


Step 6

Select “Color Picture”
option

Click on <Scan> to
capture the photograph

Click on <Preview> to
preview the photograph

Step 7

Click on the broken
cropped.

captured photograph

Step 8


output image.

Step 9

Select visa type and entry type
from the dropdown lists

Fill in the applicant’s personal
and passport details

Step 10

Fill in the applicant’s contact
and employment details


Step 11

Fill in the applicant’s travel
and marriage details


Step 12

financial and criminal details

to the next stage

Step 13

additional details

to the next stage

Step 14

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

the supporting document

Step 15


Step 16

Select the “Custom
Settings” option
Click on <Scan> to scan and
capture the scanned document

Click on <Preview> to preview
the scanned document

Step 17

Click on the broken
cropped.

Click on <Rotate Counter
Clockwise>to rotate the
selected area in anti-
clockwise direction.

Click on <Rotate Clockwise>
to rotate the selected area
in a clockwise direction.

captured photograph

Step 18


output image.

Step 19

Click on <Save> to save the image

Step 20

successful submission.

Click on the rubbish bin
to delete the image
record

Click on “View” to display Details of the previously saved
the scanned image image are displayed in the data grid

Step 21

another supporting document

Click on <Next> to

Step 22

database

Step 23


1.3.3 Resume Data Entry
Step 1


Step 2

Click on “Resume Data Entry” link

Step 3
Click on <Resume Enrollment>
to retrieve the application

Select the Application ID to resume
from the dropdown list

Step 4

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

proceed to the next stage.

Step 5

to the next stage

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

Step 6
Financial and criminal details that were saved
before the interruption will be displayed else fill
in the contact and employment details


Step 7
Additional details that was saved before the
interruption will be displayed else fill in the
contact and employment details


Step 8
Scanned supporting documents that were saved
before the interruption will be displayed else fill in
the contact and employment details

Click on <Next> to proceed to the next stage

Step 9

updated information of the
application into the database

Step 10

A notification message will display

1.4 Update Profile
• 1.4.1 Update Profile – Enrollment
• 1.4.2 Update Profile – Data Entry

1.4.1 Update Profile – Enrollment
Step 1

Click on “Update Profile” link


Step 2

Select the search
criteria and enter the
value to search on

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

Step 3
of the application to be updated
into the textbox

for the application

Step 4
The applicant’s personal information
that was captured during enrollment
Update the information as necessary will be displayed.


Step 5


1.4.2 Update Profile – Data Entry
Step 1


Step 2

Select the search
value to search on

for the passport to be
processed

Step 3

to be approved into the textbox

for the application’s record

Step 4

Click on <Update Profile> to
retrieve the applicant’s profile.

Step 5
The applicant’s personal information
that was captured during enrollment
Update the information as necessary and data entry will be displayed.

Step 6
Update the contact and employment details as necessary


Step 7
Update the family details as necessary


Step 8
Update the financial and criminal details as necessary


Step 9
Update the additional details as necessary


Step 10

Add or delete scanned documents as necessary

Click on <Next> to proceed to
the next stage

Step 11

database.

Step 12

A notification message will be
displayed upon successful submission.

1.5 Query
• 1.5.1 Enrollment Enquiry
• 1.5.2 Reprint Auxiliary Receipt
• 1.5.3 Read Visa

1.5.1 Enrollment Enquiry
Step 1

Click on “Query” link

Step 2

Select the search
value to search on

for the passport to be
processed

Step 3

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

Click on <Search> to
search for the
application

Step 4

The application details will display.

1.5.2 Reprint Auxiliary Receipt
Step 1

Select the search
value to search on

Click on “Reprint Auxiliary
Receipt” link

Step 2

into the textbox

for the application

Step 3
The applicant and application
details will be displayed.

Click on <Print> to print the
auxiliary receipt

1.5.3 Read Visa
Step 1

Click on <Read MRZ> . Then, swipe the visa’s
MRZ

Click on “Read E-Visa”

1.5.3 Read Visa
Step 2

The visa’s MRZ information will
display on the screen.

• 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
Step 1

Click on the “Payment” tab to go
to payment system

Click on the “E-Visa Payment”
link to record payment

2.1 Accept Payment
Step 2

Select the search
value to search on
processed

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

2.1 Accept Payment
Step 3

selected, key in the Application
ID into the textbox
search for the application

2.1 Accept Payment
Step 4

Insert the manual receipt number

Select payment method

Click on <Submit> to
complete the payment.

2.1 Accept Payment
Step 5

upon successful submission

Click on <Proceed to Pre-Approval> to
proceed with pre-approval. This
feature is only available in
multipurpose counter

Click on “Pending Payment” link to
process other applications

2.2 Adjust Fee Payable
Step 1

Click on the “E-Visa Payment”
link to record payment

Step 2

Select the search
value to search on
to be processed

Click on <View All> to retrieve
for payment .

Step 3

selected, key in the Application
ID into the textbox

Step 4

Insert the manual
receipt number

Select payment method

To adjust the fee payable,
click on <Change>

Step 5

Enter User Name and Password

Click on <Login> to login using
the provided credentials

Step 6

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

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

Step 7

Click on <Submit> to save
the payment details.

Step 8

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

Chapter 3: Approval System
• 3.1 Pre-Approval
• 3.2 Final Approval
• 3.3 Update Approval
• 3.4 View Profile

3.1 Pre-Approval
Step 1

Click on the “Approval” tab to
go to the Approval System.

Click on the “Pre-Approval” link

3.1 Pre-Approval
Step 2
value to search on

Click on <Search> to search for
the application to be approved

for Pre-Approval.

3.1 Pre-Approval
Step 3

If Search By “Application ID” is
selected, Key in the
Click on <Search> to search for application’s Application ID into
the application to be approved the textbox

3.1 Pre-Approval
Step 4

Click on the links to navigate to the required page

3.1 Pre-Approval
Step 5

Click on the “Contact” tab to view applicant’s contact
information

3.1 Pre-Approval
Step 6

Click on the “Employment” tab to view applicant’s
employment information

3.1 Pre-Approval
Step 7

Click on the “Family” tab to view applicant’s family
information

3.1 Pre-Approval
Step 8

Click on the “Travel” tab to view applicant’s travel
details

3.1 Pre-Approval
Step 9

Click on the “Criminal” tab to view applicant’s
criminal details

3.1 Pre-Approval
Step 10

Click on the “Additional” tab to view applicant’s
additional information

3.1 Pre-Approval
Step 11

Click on “Scanned Doc” to view the scanned
supporting documents.

3.1 Pre-Approval
Step 12

Click on “Approval History” to view the approval
transactions.

3.1 Pre-Approval
Step 13

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..

3.1 Pre-Approval
Step 14

Key in the reason for deferring the approval of
the application in the Remarks field.


Select “Pending” from the
dropdown list to defer the approval
of the application.

3.1 Pre-Approval
Step 15

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.

3.1 Pre-Approval
Step 16

Key in the reason for skipping the approval of
the application in the Remarks field.


Select “Skip” from the dropdown
list to skip the approval of the
application.

3.1 Pre-Approval
Step 17

A confirmation message will display requesting
user to confirm the approval status. Click on
<OK> to confirm.

3.1 Pre-Approval
Step 18

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

3.2 Final Approval
Step 1

Click on “Final Approval” tab

3.2 Final Approval
Step 2
value to search on

approved

for final approval.

3.2 Final Approval
Step 3

selected, key in the application’s
Application ID to be approved into
the textbox

Click on <Search> to search for the
application’s record

3.2 Final Approval
Step 4

Click on the tabs to navigate to the required page

3.2 Final Approval
Step 5

Click on the “Contact” tab to view
the applicant’s contact details

3.2 Final Approval
Step 6

Click on the “Employment” tab to view
the applicant’s employment details

3.2 Final Approval
Step 7

Click on the “Family” tab to view
the applicant’s family details

3.2 Final Approval
Step 8

Click on the “Travel” tab to view
the applicant’s travel details

3.2 Final Approval
Step 9

Click on the “Criminal” tab to view
the applicant’s criminal details

3.2 Final Approval
Step 10

Click on the “Scanned Doc” tab to
view the applicant’s scanned

3.2 Final Approval
Step 1

Click on Approval History link to view the
approval transactions information.

3.2 Final Approval
Step 2

Click on “Action” link to perform approval

3.2 Final Approval
Step 3

Select “Approve” from the dropdown list
to approve the application. Else, select
“Reject” to reject the application.


3.2 Final Approval
Step 4

A confirmation message will display
requesting user to confirm the selected
approval status. Click on <OK> confirm

3.2 Final Approval
Step 5

A notification message will be displayed upon
successful submission of the approval details.

3.3 Update Approval
Step 1

Click on “Update Approval” link

3.3 Update Approval
Step 2
value to search on

the application to be approved

3.3 Update Approval
Step 3

to be reapproved into the textbox
for the application

3.3 Update Approval
Step 5

Click on the tabs to navigate to the required page

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 Approval
Step 2


3.3 Update Approval
Step 3

approval transactions information.

3.3 Update Approval
Step 4

The previous final approval details will be displayed.

3.3 Update Approval
Step 5

Key in some explanatory text to explain the
approval revision in the remarks field.

Change the status from “Reject” to
“Approve” or from “Approve” to
“Reject”

Click on <Submit> to update
the approval status

If approval status selected is
“Reject”, select the reject reason
from the dropdown list.

3.3 Update Approval
Step 6

A confirmation message will display requesting
user to confirm on the approval status.
Click on <OK> to confirm.

3.3 Update Approval
Step 7

upon successful update

3.4 View Profile
Step 1

Click on “View Profile” link

3.4 View Profile
Step 2
Select the search criteria and
enter the value to search on

the application to be viewed

3.4 View Profile
Step 3

selected, key in the application’s
Click on <Search> to search Application ID into the textbox
for the application.

3.4 View Profile
Step 4
The application, visa and applicant’s details will display.

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 Profile
Step 11


3.4 View Profile
Step 12

approval transactions and payment details.

3.4 View Profile
Step 13

Click on “View” to display the interview
notes or the remarks

3.4 View Profile
Step 14

Click on “Action” to view the final approval’s details

Chapter 4: Personalisation System
• 4.1 Print Visa

4.1 Print Visa
Step 1

Click on the <Login> button
to start using the system

4.1 Print Visa
Step 2

Key in a valid username and password

Click on <login> button to login to the
system using the supplied user credentials

4.1 Print Visa
Step 3
Click 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

4.1 Print Visa
Step 4

Key in the visa ‘s sticker serial number that will be used for the
record into the text box and click on <OK>

Double click on the record to be personalised.

4.1 Print Visa
Step 5

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.

Chapter 6: Quality Check Visa
• 6.1 Approve Visa
• 6.2 Reject Visa

6.1 Approve Visa
Step 1

Click on the <Login> button
to start using the system

6.1 Approve Visa
Step 2

Key in a valid username and password

Click on <login> to login to the system using
the supplied user credentials

6.1 Approve Visa
Step 3

Click on <Request Job> to retrieve
Select the record corresponding to the records available for checking.
the visa for quality checking

6.1 Approve Visa
Step 4

Click on <OK> to proceed to read visa information

6.1 Approve Visa
Step 5

Click on <White> tab to check Click on <UltravioletA> tab to
the data page security check the data page security
features under the white light features under the UV light

Click on the <Scan> to scan
the visa data page

6.1 Approve Visa
Step 6

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

6.1 Approve Visa
Step 7

A notification message box will appear to
indicate that the visa is ready for issuance

6.2 Reject Visa
Step 1

Select the record corresponding to
the visa for quality checking

6.2 Reject Visa
Step 2

Click on <OK> to proceed to read visa information

6.2 Reject Visa
Step 3

Click on <White> tab to check
the datapage security
features under the white light

Click on the <Scan> to scan
the visa datapage

6.2 Reject Visa
Step 4

The officer will then have to select
<Fail> in order to make another
visa for this record

In cases of a visa with errors, the
mismatched data will be displayed in red
as shown

6.2 Reject Visa
Step 5

When selecting QC failed, the
reason would need to be selected

Click on <Select> to confirm the
selected reason

6.2 Reject Visa
Step 6

A message box will be shown notifying that the
visa has been QC failed. The record is
automatically resent to production

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
Step 1

Click on “Issuance” tab to go
to Issuance System

Step 2
value to search on

search for the passport
to be issued

applications that are pending for
issuance.

Step 3

of visa to be issued into the
textbox

application

Step 4
If the visa has completed production
& QC and is available for issuance,
the data will be retrieved and
displayed

Click on <Read MRZ> and swipe the visa’s
MRZ line to retrieve the MRZ information

Step 5

The visa’s MRZ information will display and
automatically matched against the data in
the database

Click on <Issue> to issue the visa

Step 6

upon successful update of the
issuance status

6.2 Issue Visa to Proxy
Step 1

Click on “Issuance” tab to go
to Issuance System

Step 2
value to search on

search for the visa to
be issued

issuance.

Step 3

textbox

application

Step 4


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

Step 5

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 6

successful update of the issuance status

6.3 Reject Visa Issuance
Step 1

Click on “Issuance” tab to go to the
Issuance System. Then, click on “E-Visa
Issuance” to proceed with visa issuing

Step 2
value to search on

search for the visa to
be issued

issuance.

Step 3

textbox

application

Step 4


Step 5

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 6

Enter supervisor‘s user
name and password.

Click on <Login> to login using
the provided credentials

Step 7

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

Reject Visa Issuance

Step 8

If action selected is “Re-Personalise”,
select the reject reason from the
dropdown list

Enter the explanatory
Click on <Reject Issuance> notes in the Remarks field
to reject the visa.

Step 9

successful rejection of the passport

Chapter 7: Report
• 7.1 Standard Report

7.1 Standard Report
Step 1

Click on “Report” link to go to
the report module

7.1 Standard Report
Step 2

List of standard reports will appear.

7.1 Standard Report
Step 3

Click on the + symbol to
hide the report list

Click on the report title to generate report

The report filters will appear

7.1 Standard Report
Step 4
Click on <View Report> to generate
the report based on the options
Click on the calendar icon to selected from the report filters
select a date

Tick on the required options

7.1 Standard Report
Step 5

The report is generated and displayed

Click on the double arrows to hide the
report filters for larger view of the report

7.1 Standard Report
Step 6

The report filters is hidden

Click here to go to the last page

7.1 Standard Report
Step 7

The report summary will be seen

7.1 Standard Report
Step 8

Click on the printer icon to
print the report

To export the report, select
the file format first

Click on “Export”

7.1 Standard Report
Step 9

Click on <Save> to save the
report with the suggested file
name.

7.1 Standard Report
Step 10

Select the location to save
the report

Click on <Save> to save the
report to the selected location

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
Step 2

The main menu shows the modules
accessible to the user.

The welcome screen will
appear upon successful login

8.1 Create New User
Step 3
Type in a login name, password and
full name for the new user.

Click on <Insert new user>.

Click on “User Administration”

8.2 Assign User to Group
Step 1

Click on the “Access Management” link

8.2 Assign User to Group
Step 2

Click on <Add User to Group>

Click on “User to Group”

Select login name for the user, then
the name of the group the user is to
be assigned to from the drop down
menus

8.3 Change Password
Step 1

Click on the “Change Password” link

8.3 Change Password
Step 2

Enter old password and new
password (twice)

Click <Ok >to replace
old password with the
new one

8.4 Reset Password
Step 1

Click on the “Change Password” link

8.4 Reset Password
Step 2

Click <Ok >to reset password
to the default one

Select login name, and
enter default password

Click on “Reset Password”

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
Step 1 New

Click on “Lookup Table
Maintenance” link

9.1.1 Application Reason – Add New
Step 2

Click on <Insert> to add new
application reason.

9.1.1 Application Reason – Add New
Step 3

Fill in the new application
reason’s details.

new application reason into the
database.

9.1.1 Application Reason – Edit
Step 1

Click on <Edit> to update the
application reason’s details

9.1.1 Application Reason – Edit
Step 2

After updating the details, click
on <Update> to save the updated
details into the database

9.1.2 Branch – Add New
Step 1

Click on <Insert> to add new branch

9.1.2 Branch – Add New
Step 2

Fill in the branch’s details
accordingly and click on
<Submit> to save the new
branch into the database

9.1.2 Branch – Edit
Step 1

branch’s details

9.1.2 Branch – Edit
Step 2

on <Update> to save the
database

9.1.2 Branch – Delete
Step 1

Click on <Delete> delete the
branch

9.1.2 Branch – Delete
Step 2

A confirmation message will
display upon clicking on
<Delete>. Click on <Ok> to
confirm .

9.1.3 Document Type – Add New
Step 1

Click on <Insert> to add new Visa
Type

9.1.3 Document Type – Add New
Step 2

Fill in the details and click on
<Submit> to save the details of
the new visa type.

9.1.3 Document Type – Edit
Step 1

Click on <Edit> to update the visa
type

9.1.3 Document Type – Edit
Step 2


9.1.3 Document Type – Delete
Step 1

Click on <Delete> to delete the
visa type

9.1.3 Document Type – Delete
Step 2

Click on <OK> to confirm

9.1.4 Entry Type– Add New
Step 1

entry type

9.1.4 Entry Type – Add New
Step 2

<Submit> to save the new entry
type into the database

9.1.4 Entry Type – Edit
Step 1

entry type

9.1.4 Entry Type– Edit
Step 2

updated details into the
database

9.1.4 Entry Type – Delete
Step 1

entry type

9.1.4 Entry Type – Delete
Step 2


9.1.5 Fee – Add New
Step 1

Click on <Insert> to add new fee

9.1.5 Fee – Add New
Step 2

Fill in the details and click on <Submit>
to save the new fee into the database

9.1.5 Fee – Edit
Step 1

Click on <Edit> to update the fee

9.1.5 Fee – Edit
Step 2

After updating the fee, click on
<Update> to save the updated
details into the database.

9.1.5 Fee – Delete
Step 1

fee

9.1.5 Fee – Delete
Step 1


9.1.6 Issuance Reject Reason –
Step 1 Add New

reason for rejecting visa
issuance

Step 2 Add New

<Submit> to save the new reason
into the database.

Step 1 Edit

reason

Step 2 Edit


Step 1 Delete

reason

Step 2 Delete


9.1.7 Payment Method – Add New
Step 1

payment method

9.1.7 Payment Method – Add New
Step 2

<Submit> to save the new
payment method into the
database

9.1.7 Payment Method – Edit
Step 1

Click on <Edit> to update the details

9.1.7 Payment Method – Edit
Step 2

Update the detail and click on
<Update> to save the updated

9.1.7 Payment Method – Delete
Step 1

payment method.

9.1.7 Payment Method – Delete
Step 2


9.1.8 Approval Reject Reason – Add New
Step 1

approval reject reason

9.1.8 Approval Reject Reason – Add New
Step 2

<Submit> to save the new reason
into the database.

9.1.8 Approval Reject Reason – Edit
Step 1

reason

9.1.8 Approval Reject Reason – Edit
Step 2

updated details into the
database.

9.1.8 Approval Reject Reason – Delete
Step 1

reason.

9.1.8 Approval Reject Reason – Delete
Step 2


9.1.9 Residential Status – Add
Step 1 New

residential status.

9.1.9 Residential Status – Add
Step 2 New

Fill in the details of the new
status and click on <Insert> to
add new the residential status
into the database

9.1.9 Residential Status – Edit
Step 1

residential status

9.1.9 Residential Status – Edit
Step 2


9.1.9 Residential Status – Delete
Step 1

residential status

9.1.9 Residential Status – Delete
Step 2

Click on <Ok> to confirm.

9.1.10 Scanned Document Type – Add New
Step 1

type of scanned document

9.1.10 Scanned Document Type – Add New
Step 2

<Submit> to save the new type of
scanned document into the
database

9.1.10 Scanned Document Type – Edit
Step 1

document type

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