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Authorized Signatory

Quantum Secure Company Confidential SAFE Release: x.xx Doc ID: Document ID

Authorized Signatory – Standard Operating Procedure



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support.quantumsecure.com


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Quantum Secure Company Confidential

Table of Contents Section 1 Purpose .................................................................................................................................................................................................................... 1

Section 2 Login to SAFE Authorized Signatory portal ............................................................................................................................................................. 2

Section 3 Authorized Signatory Dashboard ............................................................................................................................................................................. 3

Section 4 Register a new applicant .......................................................................................................................................................................................... 4

Section 5 Manage Employees ................................................................................................................................................................................................. 8

Section 6 Audit Tasks ............................................................................................................................................................................................................ 16

Section 7 Vehicle Permit Renewal ......................................................................................................................................................................................... 20

Section 8 Onboard a Sub -Contractor .................................................................................................................................................................................... 22



1

Section 1 Purpose

The intent of this document is to serve as a guide on how to use various Authorized Signatory functions within SAFE’s Airport Identity Management Solution (CMS) to be compliant with Transportation Security Administration (TSA) directives. The solution also serves additional airport operation automated functions that Authorized Administrators may use for an airport. The document explains in brief the following functions of an Authorized Signatory

New Applicant

Manage Employees

Manage Audit Task

Sponsor Contractors

Vehicle Permit Renewal



2

Section 2 Login to SAFE Authorized Signatory portal

1. Launch the Internet Explorer 2. Enter the URL to launch SAFE

Authorized Signatory Portal 3. Enter appropriate login credentials

provided by the SAFE administrator 4. Click Login.

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

NOTE To change the password, click the change Password link and enter the user ID, Old Password and new Password

To get a new password, click Forgot password, enter the Login ID and click Apply


Quantum Secure Company Confidential 3

Section 3 Authorized Signatory Dashboard

The Dashboard allows users to view the information to make effective business decision and to take appropriate action.

Quick Links Quick Links are shortcuts to perform certain actions.

New Applicant: Onboard a new applicant

Manage Employees: Manage existing employees of the company

Audit Task: Perform 10/100% Audit

Sponsor Contractor: Sponsor a contractor to the company

Tasks

Badge Renewal Summary: Lists the badges that are due for renewal, if any.

My Pending Audit Tasks Summary: Shows any 10 or 100% Audit task, if the employees need an audit as indicated by the Badging Office.



Section 4 Register a new applicant

1 Click the New Applicant link on the Dashboard (MySAFE> Dashboard) - or –

Navigate to Employees > Personneltab and click Search. In the

Person(s) Search Results screen click Add.

General Tab

2. Under the General tab, enter the appropriate information against each field in the following section: - General Details - Address Details - Physical Details

3. Click Browse to insert the image of the applicant (if available).

4. Click Next to navigate to the Privileges tab.



Privileges Tab

1. Under the Privileges tab, select the Badge type from the Badge Type drop-down and click Add.

2. Select the appropriate privileges from the Privilege drop-down and click Add.

3. Click Submit. 4. Enter your PIN number in the Enrollment

authentication dialog box and click Authticate.

The Occupation and the Review and Print Tabs appear.



Occupation Tab

NOTE The Occupation tab is used, incase the Job Title entered while General Details differ or the Job Title needs to be updated.

1. Under the Occupation tab, select the check box across the appropriate job title.

2. Update the job title of the personnel and click Update

3. Click Save to save changes.



Review and Print tab

1. Under Review and Print Tab, review the application.

2. Click Print to print the Application Receipt.

3. Click Close to complete the process

This printed application will be signed by both the Authorized Signatory and Applicant where applicable



Section 5 Manage Employees

1 Click the Manage Employee link on the Dashboard (MySAFE> Dashboard) - or –

Navigate to Employees > Personnel tab and click Search.

2. In the Person(s) Search Results screen select the check box across the UPID and click View/Edit



The Authorized Signatory can modify the following list of attributes in the each tab.

General tab General details - Status, End Date, Email, Phone Address details - Address, City, Country, Zip, and State Browse and upload new picture



Occupation tab

1. Only Job Title can be modified for an existing employee

2. Select the check box across the appropriate job title that has to be modified.

Occupation details of the selected record is displayed on the upper section

3. Modify theJob Title 4. Click Update and the change is reflected

in Lower section 5. Click Save

NOTE If the employee changes the job, then, clear the exiting job details and then add a new job



Privileges tab Authorized Signatory may add or remove privileges

To add privileges, select the privilege from the privilege drop down in the upper section and click Add

To remove Privilege, Click Remove hyperlink next to privilege record in the lower section



12

Metal Keys Authorized Signatory may add metal keys. On adding the metal key, the status is Pending Approval It is sent to the Badging Operator for approval To add a metal Key

1. Select the Appropriate description of the key from the Description field and click Add a. The Metal Key status is changed to

Pending Approval 2. On approval of the key, the status is

changed to Assigned.

To Report loss, damage or stolen

1. Select the check box across the appropriate Asset Number

2. Select the appropriate status of the key from the Status drop down

3. Click Update. 4. Click Save, to save the changes.



Access Cards Authorized signatory can raise a request for issuing a new/replacement card for the lost, damaged, renewal or stolen cards

1. Select the check box across the appropriate card number.

2. Select the Appropriate status of the card from the Card Status field.

3. Click Update. 4. Click Save to save changes



Vehicle Permit The Vehicle Permit tab is used to update the details of the existing vehicle, add new vehicle details or remove the exiting vehicle details To Update the Vehicle Details:

1. Select the check box across the existing vehicle details in the bottom section.

2. Update the changes and click Update. 3. Click Save, to save changes

To add a new Vehicle details:

1. Enter the appropriate information against each field.

2. Click Add 3. Click Save to save changes.

To remove the Vehicle:

1. Click on the Remove hyperlink across the appropriate vehicle details

2. Click Ok on the confirmation dialog box. The vehicle is removed from the list.

3. Click Save to save changes.



Review and Print tab Authorized Signatory can review and print the changes made to the existing Employee record



Section 6 Audit Tasks

1 Click the Audit Task link on the Dashboard (MySAFE> Dashboard) - or –

Navigate to Employees >Audit.

2. In the Audit(s) Search Results screen select the check box across the Task ID and click View.Alternatively, you can directly select the Task ID to open Audit Details page.

General Tab

1. Audit Details Appear in the General Tab 2. Click Next or the Personnel Tab to

navigate to the Personnel tab



Personnel Tab

1. List of personnel who need to be audited will appear in the Personnel tab.

2. The occupational status of the person can be changed and the Audit Action can be invoked.



Audit Actions

1. Select one or more personnel from the list and click Audit Action.

2. Audit Status of selected records will change to Completed and Audit Date will be set to the time audit was done. Also the name of personnel who executed the audit action will be recorded under Audited Signatory column.

3. Click Save to save the changes made.



Filter Personnel List

1. On the Personnel Details screen click Filter. The Personnel List Filter screen appears.

2. Apply appropriate filer criteria and click Update.

Modify Occupation Status

1. On the Personnel Details screen click Modify.

2. Select the appropriate Occupation Status of the Person from the Occupation Status drop-down list.

3. Enter the comments in the comments field and click Update.



Section 7 Vehicle Permit Renewal

1 Click the Vehicle Permit Renewal link on the Dashboard (MySAFE> Dashboard) - or –

Navigate to Employees >Vehicle Permit Renewal.

2. In the Audit(s) Search Results screen select the check box across the Task ID and click View. Alternatively, you can directly select the Task ID to open Vehicle Permit Renewal page.

General Tab

1. Vehicle Permit Renewal details appear in the General Tab

2. Click Next or the Personnel Tab to navigate to the Personnel tab



Vehicle Permit Tab

1. List of vehicles that need permit renewal will appear in the Vehicle Permit tab.

2. Select one or more vehicle from the list and click Renew Permit. a. Permit Status of selected records

will change to Renewed and the name of personnel who executed the Permit Renewal will be recorded under Modified Signatory column.

3. Click Save to save the changes made.



Section 8 Onboard a Sub -Contractor

1 Click the Sponsor Contractor link on the Dashboard (MySAFE> Dashboard) - or –

Navigate to Employer>Employer Info tab and click Search.In the Employer(s) Search Results screen click Add.

General tab

1. In the General tab, under Employer Info section enter appropriate information in each field.

2. Click Save.

Once a contractor is onboarded by the authorized signatory, the employer must be approved by the SAFE Administrator and an authorized signatory must be assigned for the contractor. On Approval the other related tabs are available to add/remove/edit information of the contractor.



General tab The general tab gives the details of the employer. This screen is seen on approval of the sub-contractor



Insurance tab

Authorized Signatory can add insurance details by filling in insurance data and clicking Add

An existing insurance record can be updated by selecting it and then making changes, select Update to save changes

An existing record can also be deleted, by clicking on the Remove hyperlink on the last column of the table



Documents tab To add a new document, select the Document Type and the Document Name from the list. Provide appropriate details of the document and click Add to add the document to the list.



Authorized Signatory tab

A user can view the list of authorized signatories assigned to the employer.



Vehicle Permit tab

Vehicle permits may be added to an employer record

Existing vehicle permit records may be modified and deleted

To add Vehicle Permits:

1. Enter the appropriate Information against each field.

2. Select the appropriate category from the Category field

The Vehicle Permit Number is auto generated on selecting the category.

3. Select the appropriate Vehicle checkpoint and click the right arrow to add the checkpoints and vice-a-versa.

4. Click Add

To edit a vehicle Permit

1. Select the check box across the appropriate vehicle details.

2. Edit the Vehicle Permit Information 3. Click Update.



Billing Tab A billing tab is visible if the user selects Pay as you go as the billing account



Sub - Contractor tab

Search and assign Sub-Contractor(s) for the company.

User can search for existing contractor records and assign them to the Employers.

User can also remove any contractors previously added.by clicking on the Remove sponsorship hyperlink