SKUD Manual.

5/27/2018 SKUD Manual.

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User

ManualVersion: 1.0

SKUDv3Sistem Kawal Urus Dokumen

Government of MalaysiaDepartment of Occupational Safety and Health


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SistemKawalUrusDokumen(SKUDv3) TableofContents

TableofContents

1.0 Introduction3

1.1 SystemRequirement4

2.0 LogintoSkudv34

2.1 RegisteredUser.5

2.2 FirstTimeLogin..5

3.0 EmailNotification.6

4.0 ForgotPassword.7

5.0

ApplyNew

Application

.............................................................................................................

9

5.1 ApplicantDetailsSection10

5.2 ApplicationLetterSection.10

5.3 SelectApplicationType13

5.4 AcknowledgmentSlip..19

5.4.1 ReprintAcknowledgmentSlip20

5.5 RetrieveOnlineApplicationStatus..21

5.6 RetrieveCompleteProcessDocument.22

5.6.1 RetrieveApprovedApplication22

5.6.2 RetrieveRejectedApplication.25

5.6.3 RetrieveKIVApplication..27

6.0 Archive.................................................................................................................................. .29

7.0 MyProfile............................................................................................................................... 29

8.0 Payment................................................................................................................................. 30

9.0 SignOutFromSystem............................................................................................................ 34


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SistemKawalUrusDokumen(SKUDv3) UserManual

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1.0 Introduction

Sistem Kawal dan Urus Dokumen (SKUD) has been implemented by Seksyen Rekabentuk of

Bahagian Keselamatan Industri since year 1999 as a system to facilitate in managing the

data, documents as well as workflow process of the design specification approval. The new

SKUD V3 system will enhance the current system into the enterprise web based system

architecture and capable to support the online submission and approval process.

The following is the overview of SKUDv3 online services.

Figure 1.0.1 Overview of Skudv3 Online Services

Registered New IDNew User?

New Applica tion

Check online applicationstatus

Online payment Manage My Profile Submit additional document

Complete theapplication letter section

Select application type Complete the checklist Upload the required

attachment

Submit the application

Access URL SKUDv3

Online Web Portal

Yes

Yes

Login to Skudv3

No

Submit

Application?

No


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1.1 SystemRequirementThe following are the system requirements of Skudv3.

Supported Operating System: Microsoft Windows XP or Vista Internet Explorer 7, 8, or later Adobe Reader 6.0 or later Printer to print acknowledgement slip Valid email address to receive email notification All attachment documents must be in PDF format.

2.0

Login

to

Skudv3

This the main page of the system. Users are encouraged to register with the system for themto access all the services provided. This section will describe step by step for user to log in to

the system.

Figure 2.0.0: Main Page of Skudv3


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Figure 2.1.1: Login Sec tion

2.1 RegisteredUser

1. Enter your Login ID.2. Enter the Password.3. Click on the button.4. My applicationpage will be displayed in workspace

tab window.

2.2

First

Time

Login

1. Click the Register New IDlink.2. The following screen will appear. Fill in all required information completely. Please

ensure the mandatory required data marked by*are filled.

Figure 2.2.1: Registration Form

3. Once done, click on button and when the confirmation box to submit theregistration displayed, click button to process the application.


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Figure 2.2.2: Confirmation Box

4. A new ID will be registered successfully. System will automatically login the new userID to SKUD v3 online web portal.

5. Your new user ID and password will be sent to your registered email.

6. To reset form, click on the button.

3.0 EmailNotification

Please ensure you have entered the valid email address in the registration form to perform

the email checking feature below.

1. To chec k email notification message sent by the system, sign in to your email.2. You will receive the email notifica tion send by Skudv3. The following is the email

message that you will receive if you are using MS outlook mail client.

Figure 3.0.1 Email Message


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4.0 ForgotPasswordForgot Password is a password retrieval module to allow online Public Users to request for

password in the event of they have forgotten the password.

1. In left navigation menu, c lick onForgot Passwordhyperlink to recover your password.

Figure 4.0.1: Forgot Password

2. To recover your password, you should enter your valid login ID, email addressandanswer of the security question. The answer must be matched with the answered that

you entered during registration.

3. Click on button. The System will then display the following message: Thepassword has been sent to you via email

Figure 4.0.2: Forgot Password Form

4. Your login ID and password will be sent to your registered email.

Figure 4.0.3: Forgot Password Email Notification


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5. Next, open the Skudv3 Online Web Portal.6. Please enter your login IDand password that you received via email and click on

button. You should be able to successfully login to Skudv3 Online Web Portal.

The following isMy Applicationpage that will be displayed upon log in to system.

Figure 4.0.4: My Application


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5.0 ApplyNewApplicationThis section will describe step by steps to create new online application submission.

1. Login to the system using valid login IDand password.2. The following My Applicationscreen will be displayed.

Figure 5.0.1: My Application Inbox

3. At the left navigation menu, click on Apply Newto create new online applicationsubmission.

Figure 5.0.2: Left Navigation Menu

4. The new tab New Applicationpage will be displayed.


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5.1 ApplicantDetailsSection

1. In Applicant Namesection, click on icon button to expand the view of applicant

address detail.

2. The applicants address details will be displayed. Please verify whether the applicantaddress is correc tly displayed.

Figure 5.1.1: Applicant Details.

5.2 ApplicationLetterSection

1. In Application Lettersection, enter the Applicant Letter Reference No.2. Enter date of letteror leave it as default.3. Once done, click on icon button to attach softcopy letter to the

application.

Figure 5.2.1: Application Letter


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3. The following Upload Application Letterwindow will be pop up on screen.

Figure 5.2.2: Upload Application Letter Window

4. Click on the add fileslink.5. The following window screen will be displayed. Browse to your PDF application letter

document from your local computer. Select the document(s) and click

button.

Figure 5.2.3: Selec t Application Letter

6. Your selected application letter doc ument will be displayed in the UploadApplication Letter screen. Next, click on button to close the upload

application letter window.


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Figure 5.2.4: Attach Application Letter

7. The document files will be attac hed together with the application.

Figure 5.2.5: Successful Attached Application Letter


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5.3 SelectApplicationType

1. In the application details section, c lick onAdd link.

Figure 5.3.1: Selec t Department

2. System will pop up 3 types of department in the list. Selec t required departmentname. Your selected department will be displayed in Dept column.

3. Next, click on Select Application Type drop down menu button. Select theapplication type.

Figure 5.3.2: Selec t Application Type

4. If applicable, in Machinecolumn, select the machine type related to the applicationfrom the drop down list.

5. The selected Machine type will be displayed and if there is no machine type to befiltered for the application it will be displayed asnot applicable(N/A).

6. Next, click on Sector Type drop down menu as select the required sector type.7. Your selected Sector type will be displayed in the Sector Type column. And you

should be able to see the Save/Cancellink is active in checklist column.

8. Click on save link to save the selected application details or cancel to reset theselection.


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Figure 5.3.3: Save the Application Details

9. Upon save, you should be able to see the checklist and attachment hyperlink link isac tive. Next, click on the checklisthyperlink to perform checklist data entry.

Rem arks: If you have selecte d the w rong Dep a rtm ent or App lic at ion type yo u ma y

c lic k on the Rem ove b utto n in line.

Figure 5.3.4: Remove the Application Type

10.The checklist of your selected application will be displayed. Please fill in the checklistfields with an appropriate technical data required for your application type.


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Figure 5.3.5: Checklist

Rem a rks: Che c klist d a ta for Pub lic Ap p lic a nt is set to b e m a nd a tory to fi ll in.

11.Upon click on save and closedbutton, system will closed the checklist tab and backto the New Applicationtab.

Figure 5.3.6: Save and Close C hecklist

12.Click on Insert Attachmenthyperlink to attach related documentation required foryour application.


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Figure 5.3.7: Insert Attachment

13.The attachment pop up window will be displayed. Click onadd fileslink according tothe document type.

Figure 5.3.8: Attachment Screen

14.Select the file that you want to attach. Please add minimum one PDF file for eachDesign Drawing, Certificate, Design Calculation and First Schedule of document type.

Rem a rks: System c a n sup p ort to selec t an d u p loa d m ult ip le fi les in on e time . To

perform the multiple selection of files, at select file window press and hold down Shift

key and selec t multiple PDF files.


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Figure 5.3.9: Selec t Multiple Files to Upload

15.You should be able to see a ll the selected PDF file name will be displayed in each ofdoc ument type box area.

Figure 5.3.10: Insert Attachment

16.To remove the file from the attachment list, select the file and c lick onRemove Fileslink.

17.Click on button to save the attached files and back to the applicationform screen.

18.Click button to close the attachment screen.19.Continue to fill in the information completely in the new application screen.


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20.Please follow steps 1-18 to add another application type for the same submission.21.Click on button if you dec ide to save the application and plan to continue

to complete your application later.

22.Click on button to submit the application.

Figure 5.3.11: Submit the application

23.The following confirmation box will be displayed. Click on button toproceed with the submission or click on button to cancel the submission.

Figure 5.3.12: Confirmation box

24.Your applica tion will be processed.25.The following successful notification will be displayed.


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Figure 5.3.13: Notification Message

5.4 AcknowledgmentSlip

Please bring and attach together the acknowledgement slip for your hardcopy submission at

J KKP counter.

1. Please print the acknowledgment slip by clicking thebutton. The following ac knowledgment slip will be displayed.

Figure 5.4.1: Acknowledgment Slip

2. Click on icon button to print the ac knowledgment slip. ThePrinter Setup windowwill be pop up for you to select and configure the printer setting.


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3. Close the sliptab. Close the successful submission page.4. At My Applicationtab, click on button to refresh the list.5. You will see your applica tion status submission.

Figure 5.4.2: Application Status

5.4.1 Re-printAcknowledgmentSlip1. At My Application, click any one of the application task from the list to view details.2. The selected Application Taskwill be launched successfully in new page tab.3. You should be able to see the Application Reference ID will be displayed as the page

tab name.

Figure 5.4.1.1: Application Task

4. Click on Re-Print Acknowledgement Slip button to view the previousac knowledgement slip generated by system.

5. The acknowledgement slip will be launched in new page tab.


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Figure 5.4.1.2: Acknowledgment Slip

6. Click on icon button to print the acknowledgment slip.7. The Printer Setup window will be pop up for you to select and configure the printer

setting.

5.5 RetrieveOnlineApplicationStatus

By default, once applicant login to SKUD v3 they can view the current status of his/her

submitted application in My Application tab. Any updates to the application status will be

sent to applicant via email as well.

1. On My Applicationpage tab, click Refreshbutton to refresh your online submissionstatus.

2. The latest status of your application can be seen in Status column.

Figure 5.5.1: Application Status


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3. Status will be displayed based on the following conditions:No. Status Description

1 Not Submitted The application was saved and has not been

submit.

2 In Process The application is in process.

3 Pending The application is not complete. Applicant is

required to submit required document to

J KKP.

4 Approved, Reject, KIV Result of your application.

5 Approved, Waiting for

payment

Waiting for your payment.

Figure 5.5.2: Status Description

5.6 RetrieveCompleteProcessDocument

5.6.1 RetrieveApprovedApplication

1. On My Applicationpage tab, select and click on any Application Approved item

which you can see it at the status column.

Figure 5.6.1.1: My Application Page

2. The Approved Application tab page will be displayed.


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Figure 5.6.1.2: Application Approved

3. Click on file button.4. Download File Page will display the list of approved documentation sent by J KKP.

Figure 5.6.1.3: Approved Documentation

5. Click on the File Name for example, Letter File name.pdf to view the approved letter.6. The File download window will be displayed.

Figure 5.6.1.4: File Download


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7. Click on button to view the letter content.8. You should be able to see the approved signed letter by JKKP.

Figure 5.6.1.5: View Approved Letter

9. Close Adobe application window.10.Next, click on Design drawing.pdf document from the File download page.

Figure 5.6.1.5: Open File Download

11.Click on button to view the approved design drawing document.12.You should be able to see the drawing document and the endorsed digital stamping

is attached at right corner of the document.


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Figure 5.6.1.6: View Approved Design Drawing

13.CloseAdobe Application window.14.Click on at the Download Filepage. The Download File page pop up will

be c losed.

5.6.2 RetrieveRejectedApplication

1. In My Application page, click on Rejectedapplication status application.

Figure 5.6.2.1: My Application Status

2. The Rejected Application page tab will be displayed.

Figure 5.6.2.2: Rejected Application

3. Click on file button.


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4. The download File Page will be displayed.

Figure 5.6.2.3: Download File Page

5. Click on Rejected Letter. pdf document.6. The Download File window will be displayed.

Figure 5.6.2.4: Open File Download

7. Click on button to view the Reject Letter.8. You should be able to see the Sign Rejected Lettersent by JKKP.

Figure 5.6.2.5: Rejec ted Letter

9. Close Adobe Acrobat application window.


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5.6.3 RetrieveKIVApplication

1. In My Application page, click on KIVapplication.

Figure 5.6.3.1: KIV application status

2. The KIV Applica tion page tab will be displayed.

Figure 5.6.3.2: KIV application

3. Click on button.4. The download File Page will be displayed.

Figure 5.6.3.3: Download File page

5. Click on KIV Letter file name.pdf document.6. The Download File window will be displayed.


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Figure 5.6.3.4: Download File window

7. Click on Button to view the KIV letter.8. You should be able to see the Sign KIV Letter sent by JKKP.

Figure 5.6.3.5: View KIV Letter

9. Close Adobe Acrobat application window.


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6.0 Archive

1. Your approved application will be removed to archive section after 3 months fromthe approved date.

2. Click on the Archivelink at navigation panel underMy ApplicationMenu.

Figure 6.0.1: Navigation Menu

7.0 MyProfileMy profile is a place for online public user to maintain and update their profile information

which they have entered during the online public user registration.

1. In the Navigation menu, click on My Profile to update your profile information. TheUser Profile tab page will be display in workspace area. It contains the current

information of applicants profile.

Figure 6.0.1: My Profile

2. Perform any modification to the profile data.


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3. Once done, click on save and closebutton to save.4. To verify whether changes applied is saved, c lick on My Profileagain and view the

modification that have been made.

Figure 6.0.2: Save My Profile

8.0 PaymentIn My Applicationpage, if the status of your application is Application Approved-Waiting for

payment, you were need to make a payment to J KKP by using credit card, cheque or pay

cash at J KKP counter. This section will describe step by steps to make online payment.

1. In the navigation menu, c lick on thePaymenthyperlink.

Figure 8.0.1: Navigation Menu

2. The paymenttab will be displayed in the workspace area.


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Figure 8.0.2: Waiting for payment

3. Select the application that you wish to make a payment. Then, click on thePaymentbutton.

Figure 8.0.3: Select Application to make payment

4. The payment screen will be displayed. On the mode of payment, select the Methodof Payment.


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Figure 8.0.4: Select Method of Payment

5. Fill in the required information completely.6. Next, click on the Make Paymenthyperlink.

Figure 8.0.5: Make Payment

7. The following confirmation box will be displayed. Click on button toproceed with the payment or click on button to cancel the payment.

Figure 8.0.6: Confirmation Box


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8. If the payment transaction is successful, theOfficial Receiptpage will be displayed.

Figure 8.0.7: Official Receipt

9. Click on to print the applicant receipt.


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9.0 SignOutFromSystem

Perform the following actions to sign out of Skudv3.

1. Click on the Sign Out link on the top of the page and next to your name.

Figure 8.0.1: Sign Out

2. You will successfully log off form the system and SKUD v3 login page will be displayed.


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SKUD Manual.

Documents

Transcript of SKUD Manual.