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NAVIS (SPARCS N4) a SIMPLIFIED USER GUIDE Version 2.4 2011 Ockert Pelzer Transnet 18 January 2011

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Page 1: NAVIS (SPARCS N4) a SIMPLIFIED USER GUIDE User Guides... · NAVIS (SPARCS N4) – a SIMPLIFIED USER GUIDE Version 2.4 2011 Ockert Pelzer Transnet 18 January 2011

NAVIS (SPARCS N4) – a SIMPLIFIED USER GUIDE

Version 2.4

2011

Ockert Pelzer Transnet

18 January 2011

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TABLE OF CONTENT:

Section | Heading

1. | NAVIS (SPARCS N4) Introduction

2. | TPT-Navis (SPARCS N4) Overview

3. | TPT Operations Past & Present

4. | Navis (SPARCS N4) Process Flow

5. | Navis (SPARCS N4) Exports

6. | Navis (SPARCS N4) Imports

7. | Navis (SPARCS N4) Transshipments

8. | Navis (SPARCS N4) EDI Messaging

9. | Navis (SPARCS N4) EDI Frequent Questions

10. | Support Matrix in TPT for Navis (SPARCS N4)

Abbreviations:

TPT = Transnet Port Terminals

TFR = Transnet Freight Rail

EDI = Electronic Data Interchange

N4 = NAVIS (SPARCS N4)

UNIT = Container

SPARCS = Synchronous Planning and Real-time Control System

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NAVIS (SPARCS N4) AT TRANSNET PORT TERMINALS

1. NAVIS (SPARCS N4) - Introduction:

SPARCS N4, developed by NAVIS (SPARCS N4), part of Zebra Enterprise Solutions, is the industry's most

scalable, open, deployable, adaptable and maintainable terminal operating system (TOS) available

today. SPARCS N4 TOS is a fully integrated solution from gate to yard to vessel and vice versa, thereby

eliminating the manual processes and costly errors required to keep disjointed systems in sync.

Employing a Java "Rich-Thin Internet Client" technology, SPARCS N4 makes it easy to standardize into a

single, homogeneous system, managing business processes across multiple operations. This Java-based

solution provides inherent cross-platform portability, alleviating the impact of a heterogeneous

hardware infrastructure that may arise through natural technology evolution and upgrades.

2. TPT - NAVIS (SPARCS N4) Overview:

NAVIS (SPARCS N4) is currently fully operational at ALL the TPT container terminals except for DCT,

which is expected to “Go-live” early in 2011. TPT is also the pioneer for NAVIS (SPARCS N4) currently, in

that it is the first site, worldwide, to employ the MULTI TERMINAL/FACILITY component of NAVIS

(SPARCS N4). TPT has also developed a “Customer Access Portal” from which our clients can interact

with the NAVIS (SPARCS N4) system remotely via WEB connection. This initiative should be available to

our clients shortly and a “CAP” user guide is available upon request.

3. TPT – Operations Past to Present:

Transnet Port Terminals originally started out as “SAR+H” (South African Railways and Harbours),

utilizing a paper based process of conducting day to day business. As the age of computers dawned, a

green screen system, called COSMOS was implemented. The recent shift to the more modern “Graphical

User Interface” terminal management system of NAVIS (SPARCS N4) has given TPT the opportunity to

streamline and enhance their port operations and facilities optimally.

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4. Process Flow Business Process and N4 in the TPT Terminals:

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5. EXPORT

5.1 Shipping Line submits vessel nomination / vessel visit created

The first action for EXPORT containers in order for TPT to facilitate a shipping line’s vessel, is the

submission of the “vessel nomination” document. This document must be submitted at least 14 days

before vessel arrival but can be submitted even 2-3 months before vessel arrives. No export bookings

can be made via the web or EDI unless the vessel has been nominated. It is therefore imperative that

the shipping line ensures that nominations are sent to TPT before they start processing bookings for a

vessel/voyage. On TPT’s N4 system, a “vessel visit” is created. It is important for the shipping line to

note, that TPT must have the FULL port rotation for the nominated vessel. This should also be present in

the BAPLIE_IN (bay-plan) EDI file received from the shipping line for a nominated vessel.

Shipping Line must ensure

to submit FULL “port”

rotation to TPT.

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5.2 Shipping Line create “Export Bookings”

In order for TPT to be aware of the volume of containers and then planning and execution of facilitating

physical units, the shipping line has to create Export Bookings via their WEB access on the N4 system or

via the COPARN EDI message. This booking typically indicates the freight kind, quantity, ISO code, POD

and vessel detail. Screen below shows illustrative view of a manual booking creation and pre-advise.

5.2.1 On N4: Create Export bookings

Export bookings on N4 must be created before units can be “pre-advised”. Importantly quantity and ISO code must be correct. The creation of a booking can also be done via EDI.

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5.2.1 On N4: Create Export bookings (cont)

An “Application

Form” like this one,

has to be submitted

to the terminal,

requesting

“AMENDMENT of

BOOKING” details

for EXPORT or

TRANSSHIPMENT

containers, that is

already in the YARD,

in stack at the

terminal. The

terminal has to

authorize this

amendment, by

approving this

completed

document.

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5.3 Shipping Line “Pre-advises” units

The “Pre-advising” for RAIL units is currently an automated process within TPT, with electronic files

received from TPT’s sister company, TFR. Pre-advising ROAD units currently takes place at GATE_IN

(entry) but will be required to be submitted prior to the truck arriving at the Terminal in the near

future.The Pre-advice can be done via the Web or via a COPARN – EDI message.

5.3.1 On N4: Manually pre-advise units - selection

Step 5.3.3 on N4: Manually pre-advise units – pre-advise screen

N4

In the

operations

tab, select

“GATE”

then “Pre-

advise

Export”. Fields are populated as per screenshot “Step 5.3.3”

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5.3.2 On N4: Manually pre-advise units – view Units pre-advised.

5.4 Truck / Train arrives at terminal

When the container physically arrives at the terminal either on a TRUCK or a TRAIN wagon, it is off-

loaded and placed in the terminal YARD. The planning for the vessel is completed after receiving and

loading the BAPLIE_IN (bay-plan) file from the shipping line. The vessel is now “worked” according to the

plan, in other words “loaded” and/or “discharged”. Once the terminal has completed “working” the

vessel, an “Outbound” EDI or BAPLIE_OUT file is generated and E-Mailed to the shipping line. The vessel

then “Departs” the terminal.

6. IMPORTS

6.1 Shipping Line submits vessel nomination / vessel visit created

The same scenario follows as with the EXPORT flow in the terminal, a vessel nomination document is

received from the shipping line, and then a vessel visit is created.

6.2 Shipping line submits “IN_BOUND” BAPLIE

Once the terminal receives the INBOUND BAPLIE file from the shipping line, it is uploaded into the N4

system.

6.3 Shipping line submits COPRAR file or Rail/Transshipment lists

The COPRAR EDI file is received after the IN_BOUND BAPLIE file, and is loaded into N4, after the BAPLIE

file. The COPRAR EDI file performs the same function as the manual “RAIL” lists and “Transshipment”

lists supplied to the terminal. These lists are the instruction from the shipping line, as to which

containers will leave the terminal via RAIL and which containers are “Transshipment” containers and

leave the terminal on an “on carrier vessel”.

In the

BOOKING

screen,

select

booking

number, and

drop down

to select

“Units”

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6.4 TPT Plans Discharge sequence

Once the BAPLIE and COPRAR files are loaded, and the Rail and Transshipment lists processed, the

terminal now plans the “working” of the vessel, hence the “Discharge” sequence. The containers that

must be “Discharged” from the vessel are taken off and placed in the terminal YARD. This is also referred

to as “stacking”.

6.5 Shipping line releases unit(s) and assigns Trucking company

There are various types of holds that can be placed on containers by a number of parties. Holds can be placed by SARS (Customs stops) and these can be lifted by the Shipping Line. It is extremely important that the Shipping Line has obtained a release from SARS before uplifting a hold on a container. If a “Customs stop” has been placed on a container which has been routed by rail to an inland destination and SARS instruct that the container can be released for an inspection at a local facility, it is imperative that the rail routing be cancelled and changed to a road routing before the hold is lifted from the container by the Line. If this is not done there is a high risk that the container will be railed as originally planned and SARS will require that the container be returned to the discharge port for inspection. This will result in additional costs being incurred by the Line.

When the container arrives on the vessel, there is an automatic “IMPORT HOLD” on the unit. In order for

them to remove their containers from the terminal, the shipping line has to perform a “RELEASE” of

their respective units on N4. This can either be done with an EDI file called a COREOR, or a manual

action on N4. (Screen below shows illustrative view of “releasing” units).

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6.5.1 On N4: Releasing IMPORT units

All the IMPORT units inbound to the terminal has an automatic “IMPORT HOLD” on them. The shipping

line performs the release of units, either manually on N4 or then electronically via the COREOR EDI file.

6.5.2 On N4: Releasing IMPORT units (cont)

From the

“Operations” tab,

select the “UNITS”

screen. Units can be

filtered by vessel ID,

inbound actual visit.

Units from this

vessel can be

released by right

clicking on unit and

selecting “UPDATE”

and then “HOLDS/

PERMISSIONS”.

To perform a manual “Release”

populated fields as required.

UNIT “release” now

“GRANTED”

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6.6 UNITS loaded onto Truck/Train and “DEPARTS” terminal

The terminal allows the Trucking companies to collect the UNITS, provided that the “LINE HOLD” has

been updated in other words the unit has been systematically “RELEASED” on N4. The same applies for

the RAIL units. (For an illustrative view of the “Gate process”, see screens below)

6.6.1 GATE IN and GATE OUT for Trucks:

For IMPORT units the HOLD on the unit first has to be released, either “manually”via the web or via

COREOR EDI file, before it may leave the terminal. (refer section number 6.5 of this guide). Then a

TRUCKING COMPANY has to be assigned. This can be done “manually” as well as via COREOR EDI file.

Note a TRUCKING COMPANY has to “EXIST” on N4 if it is collecting a unit from the terminal, or then be

assigned. For EXPORT units, the booking and pre-advise is

currently processed as the truck enters the gate at the terminal

but the pre-advice will be required to be submitted either via the

web, or via the EDI COPARN message prior to the truck arriving

at the terminal entrance. The trucks entering the terminal have

to be in possession of an RFID card for the AUTO GATE which

includes their BAT number. A truck has to be licensed and be in

possession of its TNPA permit as well. The automated gates within TPT are managed by CAMCO with

their GOS system (gate operating system) integrating through to N4.

6.6.2 GATE IN and GATE OUT for Trucks: (cont)

a. Trucking company must exist on N4.

b. CAMCO GOS system. c. RF id card.

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7. Transhipments

7.1 Shipping line submits vessel nomination for both pre- and on carrier

After receiving the vessel nominations for both the pre-vessel visit and then the “On-carrier” visit for the

Transhipment units, the systematical vessel visits will be created by TPT on the N4 system.

7.2 Shipping line submits INBOUND BAPLIE and COPRAR

TPT then receives the INBOUND BAPLIE (bayplan) file, which is loaded onto N4 for the specific vessel

visit. As in the case of the IMPORT units the COPRAR file or RAIL/TRANSHIPMENT lists are processed

onto N4, after the BAPLIE_IN file has been successfully loaded. (Screens below for illustration)

7.2.1 TRANSHIPMENT and Rail units:

Transhipment unit category

updated.

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7.3 TPT Plans Discharge sequence/ working the vessel

Once the EDI files have been loaded and lists processed, the vessel “discharge” sequence is planned by

the vessel planners in the terminal. When the vessel arrives and berths, she is “worked”, discharged and

loaded. The units that are discharged are placed in the terminal YARD (stacked) according to POD.

7.3.1 UNITS Planned for On-Carrier/Loaded onto On-Carrier/Vessels DEPART

The “Transshipment” units in stack, per POD, are now planned for their respective “On-Carrier” vessels

expected at the terminal. Once these vessels arrive, the “Transshipment” units are LOADED onto their

respective “On-Carrier” vessels. Vessels DEPART.

Right click on the

unit that needs to

be updated. Select

“Update” then

“Routing”. The

“Carrier O/B

Intended and

Declared” fields

must be updated to

the “On- Carrier”

vessel details. Then

the “Category”

changed to

“Transship”. Insert

POD &“Destination”

.

Update “O/B Actual

Visit to

“GEN_TRAIN”

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8. EDI messaging on N4:

1

2

3 4

5

6 7

8

9

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8 .1 EDI messages – chronological flow:

8.1.1 BAPLIE_INBOUND = File received from shipping line, uploaded onto N4 - manually 8.1.2 COPRAR = File received from shipping line, uploaded onto N4 – manually 8.1.3 BAPLIE_OUTBOUND = File generated from N4 to trading partners - manually 8.1.4 COREOR = File received from shipping line, uploaded onto N4 – automatically 8.1.5 COARRI_DISCHARGE = File generated from N4 to trading partners - automatically 8.1.6 COARRI_LOAD = File generated from N4 to trading partners - automatically 8.1.7 CODECO_OUT = File generated from N4 to trading partners – automatically 8.1.8 COPARN (booking) = File received from shipping line, uploaded onto N4 – automatically 8.1.9 COPARN (pre-advise) = File received from shipping line, uploaded onto N4 – automatically 8.1.10 CODECO_IN = File generated from N4 to trading partners – automatically

File IN OUT

BAPLIE Bayplan file, stow positions on the vessel. Bayplan file, stow positions on the vessel.

COPRAR Discharge list , depicting Tranship/Rail units. N/A

COREOR Release the HOLD on IMPORT units on N4. N/A

COPARN Booking - Create EXPORT BOOKING on N4. N/A

COPARN Pre-advise - Units against Export booking in N4. N/A

COARRI Discharge - Units discharged from vessel. Loading - units loaded onto the vessel.

CODECO GATE_IN - Units delivered to terminal, road/rail. GATE_OUT - Units out of terminal, road/rail.

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9. EDI frequently asked Questions & Answers:

Q: Created a booking/coreor in my system but do not see it in NAVIS? A: It takes app. 15-20mins for a booking to be uploaded in NAVIS from FTP -> File Server -> NAVIS. Q: I have released my container via COREOR but the trucking company in NAVIS reflects as BLANK? A: This is incorrect as the code you have used does not have a valid trucking company assigned to it, check

for the correct/corresponding trucking company and code and resend COREOR message Q: I am amending my Booking from 2 containers to 1 container but NAVIS give me error, QTY_LESSER_THAN_PREADVISED_OR_RECEIVED_QTY, what does this mean? A: There have already been more containers gated in for this booking than that, which you are trying to

amend the quantity to. Q: My APERAK says COULD NOT FIND A VESSEL VISIT FOR CONVENTION [LLOYDS], VALUE [3FWL4] AND O/B VOYAGE [113E] AT FACILITY PNTP1, what does this mean? A: This either means that the vessel visit is not created in our system as yet or that the call sign/voyage you

have provided for the vessel does not correspond with the one we have on system for this vessel. Q: My APERAK says EQUIPMENT ORDER DOESN’T EXIST FOR id 12345678, LINE MOL AND VESSEL VISIT…what does this mean? A: This error means that you have sent through a replace/cancellation COPARN for a booking that does not

already exist in NAVIS, you cannot update/cancel a booking that does not exist. Q: My APERAK says VESSEL WITH LLOYDS [3FWL4] not found, what does this error mean? A: This error means that there is no vessel on our system corresponding to the call sign that you have

provided in your EDI message. Q: I have sent through my COPRAR file but have not yet received an APERAK for it, why? A: The COPRAR message is manually uploaded into our system as it can only be loaded once the BAPLIE for

the vessel has been loaded, therefore once the BAPLIE is loaded then the COPRAR is loaded. You will then receive the APERAK message.

Q: My APERAK says that the trucking company code that I have used in my COREOR message is incorrect? A: The Trucking Company code list would have to be rechecked, it is more than likely that the code you have

used is no longer in use/has been deleted. Q: The COPRAR APERAK reflects the following error PLACE KHH TW NOT AS POL OF CALL (VS PIPRM 027W) - PILASA – PNTDB, what does this mean? A: Errors such as these are usually resolved by the Terminal, if your input is required then the Terminal will

notify you.

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10.Support Matrix in TPT for N4 :

The following support personnel are contactable for NAVIS N4 issues : FACILITY - 1st line support Local Support - Phone Local Support - E-Mail

1 Durban - DCT 031 361 6300 [email protected]

2 Durban - Pier1 031 361 6316 [email protected]

3 Port Elizabeth - Main 041 507 1807 [email protected]

4 Port Elizabeth - Ngqura 041 507 8330 [email protected]

5 East London 043 7002472 [email protected]

6 Cape Town -Main 021 507 1414 [email protected]

7 Cape Town -Multi Terminal 021 449 2846 [email protected]

FACILITY - IT Support Local Support - Phone - IT Local Support - E-Mail - IT

1 Durban - DCT 031 361 6420 [email protected]

2 Durban - Pier1 031 361 6677 [email protected]

3 Port Elizabeth - Main 041 507 1807 [email protected]

4 Port Elizabeth - Ngqura 041 507 8343 [email protected]

5 East London 043 7002472 [email protected]

6 Cape Town -Main 021 507 1414 [email protected]

7 Cape Town -Multi Terminal 021 449 2846 [email protected]

National Support National Support - Phone National Support - E-Mail

1 Durban - Head Office - EDI 031 361 3731 / 3756 / 3751 [email protected]

2 Durban - Head Office - N4 031 308 8376 [email protected]

3 Durban - Head Office - Planning 031 361 6341 [email protected]

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10.1 Who to call? Call Type Support Group

Complex - Navis User Account Management (New user, update account, reset password etc)

Durban – Head Office – N4

Terminal/Facility - Navis User Account Management (New user, update account, reset password etc)

Local Terminal - Terminal Facility IT Support

Terminal/Facility Level N4 problems Local Terminal -Terminal Facility 1st

Line Support

Complex Level Navis N4 problems Durban – Head Office – N4

10.2 Process to be followed when logging calls to our Navis Support Helpdesk:

COMPLEX LEVEL ONLY

The process for requesting to the helpdesk from the lines is below:

1) User fills out Navis user request form with all required information and signs it, user sends it to Shipping line PROXY.

2) Shipping Line PROXY signs the request off and sends it to [email protected] 3) Helpdesk system checks email against standards setup with all lines at implementation of

system if all standards are met a work order number is generated for the request. 4) Helpdesk system sends return email to requestor’s (proxy) address with work order number. 5) Technician responds to work order number in queue and replies to requestor. 6) Work order closed and helpdesk system sends an automatic email to request stating same.

Standards for sending a request to the Helpdesk.

1) The subject line MUST READ: NAVIS USER REQUEST If the subject line reads anything other than this, the system automatically deletes the email and your request will not be processed.

a) The Form MUST be signed off by the USER and by the PROXY The proxy cannot sign twice, nor can the user sign twice. Even if the user is the branch manager he needs to sign it and get it signed off by the proxy. If the user is the proxy then he needs to sign it off and get another manger of the company to sign.

b) A Maximum of 5 user requests can be sent through on 1 email from a proxy. Due to the restriction on our mailbox (5meg), scanned forms should not exceed more than 5 forms per email.

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THE END