user manual for company/trade/firm on rfid based …
TRANSCRIPT
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USER MANUAL for COMPANY/TRADE/FIRM
ON
RFID BASED ACCESS CONTROL SYSTEM
@ VISAKHAPATNAM PORT TRUST
IMPLEMENTED BY
KERALA STATE ELECTRONICS DEVELOPMENT CORPORATION LTD(KELTRON)
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CONTENTS
# DESCRIPTION. Page
1. INTRODUCTION. 4
2. PROJECT AND SYSTEM OVERVIEW. 5
3. LOCATIONS (RFID /NON RFID GATES/PASS COUNTERS/ETC.). 7
4. HOW TO ACCESS THE SYSTEM(PORT-SHIELD)?. 8
5.0 FIRM/COMPANY/TRADE REGISTRATION INTO THE "PORT-SHIELD". 9
5.1 ALREADY REGISTERED BUT REJECTED DUE TO VARIOUS REASON.
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6.0 LOGIN/CHANGE /FORGET PASSWORD OF 'COMPANY AUTHORIZED PERSON'. 23
6.1 LOGIN INTO THE 'PORT-SHIELD'.
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6.2
CHANGE PASSWORD. 24
6.3 HOW TO RECOVER THE FORGOTTEN PASSWORD.
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6.4 LOGOUT PROCEDURE/EXITING THE SYSTEM. 29
7.0 MAIN MODULES OF PORT-SHIELD APPLICATION. 30
7.1 RAISE REQUEST. 31
7.1.1 MAN PERMIT REQUEST. 32
7.1.2 VEHICLE PERMIT REQUEST. 42
7.1.3 CARGO HANDLING PERMIT REQUEST. 49
7.1.4 ENGINEERING MATERIAL PERMIT REQUEST. 58
7.1.5 CARGO MATERIAL PERMIT REQUEST. 66
7.1.6 SHED FOREMAN MODULE. 72
7.1.7 ADD TICKET/ RAISE COMPLAINT / HELPDESK. 80
8.0 FIRM WALLET. 83
8.1 ADD AMOUNT. 84
8.2 DOUBLE VERIFICATION. 95
9 FIRM RENEWAL PROCEDURE. 98
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# DESCRIPTION. Page
10 CARD BUYING. 100
10.1 ORDER CARDS. 100
10.2 DAILY LABOR APPLICATIONS. 101
11.0 REPORTS MODULE. 103
11.1 MAN COMPANY PERSON REPORTS. 105
11.2 VEHICLE COMPANY PERSON REPORTS. 106
11.3 TRANSACTION REPORTS. 107
11.4 MONTHLY GST INVOICE. 108
11.5 RFID PERMITS TARIFF. 110
11.6 TICKETS REPORT. 111
11.7 COMPANY PERMITS. 112
11.8 REJECTED REQUESTS. 114
11.9 CARDS PURCHASE HISTORY. 115
11.10 PURCHASED CARDS. 116
11.11 ORDER ID DETAILS. 117
11.12 SFM CARGO REQUESTS STATUS. 119
11.13 SFM DELIVERY REPORT. 120
11.14 SFM MOVEMENT REPORT. 121
11.15 SFM REJECTED REQUESTS LIST. 122
12.0 BULK REQUESTS. 123
12.0 MAN BULK REQUESTS. 123
12.0 VEHICLE BULK REQUESTS. 126
13 SAMPLE PERMIT CARDS 127
14 THE PROCEDURE OF ENTERING INTO THE PORT.
15 GENERAL GUIDANCES AND QUERIES.
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1. INTRODUCTION.
Kerala State Electronics Development Corporation (A government of Kerala Undertaking(PSU), KELTRON) is India’s first a n d t h e l a r g e s t electronics corporation in the S t a t e S e c t o r . KELTRON has been a catalyst in making electronics work in almost every aspect of our daily life, since 1973. KELTRON specializes in the assimilation, adoption and integration of technology for creating in novat ive s o l u t i o n s . Its strength lies in the stable foundation and experience built over the years, its strong human capital, its nation-wide network and its ability to adapt itself to change.
Recently, KELTRON has added to its repertoire, a set of knowledge services to foster greater global competitiveness for Indian industry as well as to ensure quicker innovation; and an independent division for project consulting to extend the benefits of its large knowledge capital in the form of comprehensive solutions to customers in several market segments worldwide. KELTRON offers security and surveillance solutions integrating a whole range of security devices such as Access Controls System , Close Circuit Televisions (CCTVs) and other security gadgets that detect and deter security threats from thieves, militants and extremists. The Security S u r ve i l l a nc e Group (SSG) of KELTRON is fully geared to address the present needs of the security systems market as well meet the requirement of Government and Paramilitary forces for security systems and solutions.
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2. PROJECT & SYSTEM OVERVIEW.
Visakhapatnam Port is one of the leading major ports of India. The Port is located on the east coast of India in between Chennai and Kolkata at a latitude of 17042′ 00” North and longitude of 83023′ 00” East and the time zone is GMT + 5:30. The Port has three harbours viz., outer harbour, inner harbour and the fishing harbour. The outer harbour with a water spread of 200 hectares has 6 berths and the inner harbour with a water spread of 100 hectares has 18 berths. Bestowed with natural deep-water basins, the outer harbour is capable of accommodating vessels up to 200,000 DWT and draft up to 18.1 meters. The inner harbour is capable of accommodating fully laden Panamax vessels with draft up to 14.5 meters, with tide advantage.
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RFID BASED ACCESS CONTROL SYSTEM:
We (KELTRON) has implemented the RFID Based Access Control System in Visakhapatnam Port Trust(VPT). We have been entrusted by VPT to operate and maintain the system for seven years.
PROJECT BACKGROUND
The increased threat to the ports from various corners has necessitated the enhanced surveillance and security at the port area and various technologies are adopted for the purpose of the stringent surveillance and security. The Government of India has formulated “National Maritime Agenda 2010-20” in which RFID was identified as a key technology for Port Sector security and efficiency enhancement. Understanding the magnitude of the threats and need for the surveillance system at the Port area, Visakhapatnam Port Trust has decided to implement Radio Frequency Identification (RFID) based access control system to:
• Enhance security
• Remove bottlenecks for seamless movement of traffic across Port gates
• Ensure tracking & tracing of man, material, vehicle, equipment & other assets,
• Collection of revenue as per the notified rates
PROJECT OBJECTIVES:
The objectives of the proposed projects are:
• Significantly enhancing security at all the gates of the port.
• Automating and speed up movement and activity within ports.
• Generating visibility of activities within and around port area.
• Controlling and limiting access to authorized time & zones.
• Recording all movements of individuals & vehicles to create verifiable historical audit.
• Preventing revenue leakage and any malpractices at the gates.
• Complying with the International Ship and Port Facility Security (ISPS) code.
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3. LOCATIONS
RFID GATES. COUNTERS. NON RFID GATES/AREAS. SHEDFOREMAN TAB
1. GCB Gate. Dock Labour Building(DLB). 8.30- 17.30 - All day including holidays.
OW, FB - Fertilizer Berth, FH- Fishing Harbour, DC, MF, LG , LPG, AOB/TM/DLB , JBG, OSTT , SPM Or any other Gate/area. MF ,FH.
EAST SIDE -2-TABs & 2 VPT 'S PCs. 2. Dock Main Gate.
3. EQ-7 Gate. EQ 7 -2 Nos. 24x7 Hours. All day including holidays.
4. WQ7 &8 Gate. WEST SIDE -2-TABs & 2 VPT 'S PCs. 5. WOB Gate. WOB Gate - 1st. 8.30 -17.30(GEN)
& 2nd. 24x7 Hours Counter. All day including holidays.
6. North West Gate.
KIOSK(VPT'S) SERVER WI-FI TOWERS
1 DLB COUNTER. One Main Server in TM Building Server Room and One Server in Each Gates
2 EAST COUNTER
3 WEST COUNTER
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4. How to Access the system(Port-Shield)? Over the internet , you can access our system from anywhere in the world through the registered web address https://www.vptrfid.com You can access the system through any web browser and preferably by "Google Chrome" web browser. Then it will opens to a page as shown below.
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5. Firm/Company/Trade Registration into the "Port-Shield".
One can't login into the Port-Shield , if they are not registered their firm in the system. Hence, here, we explains how to register a Firm/Company/Trade for the first time. This is a onetime task and we don't have to do it again. But, we may have to extend the validity or renew the firm registration after getting the extension from Traffic Department. This renewal/extension procedure is explained in a different section(refer - section 10.1.1.). Procedure 1. Open Browser and Type https://www.vptrfid.com in the address bar to access the "Port-Shield" and then a page will be opened as shown below. Then, 2. Click on 'Register a new firm'.
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Then, it will opens into a new page as follows,
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1. First you have to select the Traffic Department (registration is comes under Traffic) from the drop down menu.
The mandatory fields are marked with a * symbol (red colour). Then the following steps as to follow.
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Type the 2. firm name 3. Firm phone number 4. Firm email 5. Address 6. Firm Valid up to is to be selected with calendar button provided 7. Select the Nature of Business (for multiple selection use control Button. Hold the control button and select the multiple option).The selected Natural Business will be shown in next portion. 8. Firm Proof has to uploaded. The document name should not contain any special character (@#$%& spacebar) and it should be .pdf format only. 9. Signatories Name, mail ID and mobile number. The details of two authorized signatory is necessary to register the firm. You can provide the third person's details also, if available. The screen shot is as follows,
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After entering the mandatory fields, 10. Click on Submit button to submit the request to register new firm. Then it will shows a message Firm 'name of firm' Added Successfully Click on Cancel button to return back to login page. Click on Clear button to clear the information on the page.
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A confirmation email for the above verification will be send to the corresponding company email ID("Registration Confirmation"). Upon approval by the concerned department(mostly traffic), corresponding email and SMS message is sent to company’s registered email and mobile number("Company Registration completed"). And the above personals (authorized signatory) has to come to VPT RFID Counter situated in DLB(Dock Labor Building Ground Floor, Near Dredging Corporation ). The emails has shown below for your references,
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The operator in the counter will take the photo and signature of the 'authorized signatures' of the company. Upon creation of the signatories the email will be send to corresponding email ID as a confirmation with USED_ID and PASSWORD. The figure below is the sample mails for this.
Now, the authorized signatories can start using the system(port-shield) using the USER_ID and PASSWORD provided in the email. The password should be changed to avoid the misuse. The process for changing password will be explained in section 6.2.
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5.1 Already registered but rejected due to various reason.
Next we will see how to complete the registration ,if the traffic department is rejected your firm registration due to various reason. The rejection reason may be no proper document is uploaded or the uploaded documents may not be clearly visible.
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Then , the firm has to do the process again as follows, 1. Type the website address https://www.vptrfid.com 2. Click on 'Register a New Firm'.
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Then, a new window will be open as follows,
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Click on 'Firm Registered and Rejected List' Button. This will leads to open the new page as shown below.
Click on Edit Button against the name of your Company. Then, a new page will open for verification.
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Once you give the company email id This will open into new page. It shows an error message ,if you have enter the wrong mail ID ( as shown in the below figure).
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The reason for rejection may be viewed in this page and you have to enter all the details correctly( what all required/to be changed), upload proof in pdf only. Finally click on Submit button. The image is shown below(You may refer Section- 5 for filling the form).
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Upon slicking the submit button it will display a message firm 'firm_name' Edited successfully.
Then, the company authorized persons(minimum two) has to come to DLB counter and do registration (refer section-5).
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6. Login/Change/Forget Password of 'Company Authorized Person':
6.1. Login into the 'PORT-SHIELD':
First the 'Company Company Authorized Person' has to log-in into the system. He has to login into the system using the USER_ID and PASSWORD provided in the email(example shown in above figure) by visiting the address(https://www.vptrfid.com).
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6.2 Change Password - After login into the system, you have to follow the step as follows, 1. Click in the top right corner and 2. Click on the Button
(refer the below figure).
This will opens the next page and 3. Click on 'change password' (refer below figure).
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The new page opened will be as shown below. Then provide 4. the old password .5. New password and a confirmation of same new password (6. type same password).Finally click on 7. Change password.
This will leads to a message as shown below ,if it is successful (Your password changed successfully, Please login with new password).
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The following screen shot is showing the possible error in this password change. The old password should be given properly. And the new password given should match in two columns.
You can use this new password for log-in into the system.
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6.3 HOW TO RECOVER THE FORGOTTEN PASSWORD. 1. Enter the given URL in the browser. The following page will be displayed 2. Click on ‘Forgot Password’ button.
3. Type the 'User Name' 4. Type the registered Email ID. Finally, Click on Send Email.
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You can see a flash message as shown below "Email sent Check Your Email".
The Password will be send to your registered email ID. You can use it for log-in into the system.
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WHAT IF, YOU FORGET THE USER ID AND PASSWORD OR USED ID SUSPENDED/BLOCKED. Write an Email to [email protected] by mentioning the subject as above.
6.4 LOGOUT PROCEDURE/EXITING THE SYSTEM.
User log into the system through Login page (Section ). On top right corner of the page, last login info link is available, 1. Click on ‘Last Login ‘ , User will be displayed with the following page 2. Click on Sign out button.
User will be logged out of the system.
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7.0 MAIN MODULES OF PORT-SHIELD APPLICATION.
The following screen shot shows the main modules present in the application,
Raise Request - This is used for every passes(Men/Vehicle/Material). Firm Wallet - This is used for knowing the balance, adding the money and double verification of wallet. Renewal - This is used for renewal of the company/trade/firm validity / license. Card Buying - This is used for buying bulk plane programmed cards for taking daily passes for Daily Labor/Vehicles through RFID counter. Reports - Different Kinds of reports. Bulk Requests - This is used for bulk requests of passes.
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7.1 Raise Request
The first module is Raise Request Module. This is used for raising different requests( Men/Vehicle/materials permit and raising ticket for issues in the 'RFID system'). it has 7 Sub Modules are there. The following screen shot lists the sub modules of this Raise Request Module,
Man Permit Request - This is used for Men permit/pass request. Daily/Weekly/Quarterly/Annually options are available. Vehicle Permit Request - This is used for Men permit/pass request. Daily/Weekly/Quarterly options are available. Cargo Handling Permit Request - This is used for Cargo Handling Equipments /Tools. Engineering Material Permit Request - This is used for Carrying the material related to Engineering Department Projects. Cargo Material Permit Request - This is used for Cargo Material. Shed Foreman Request Form - This is used for Cargo Material with Shed Foreman Role. Add Ticket - This is used for Raising the issues in Permit/Pass/
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7.1.1 Man Permit Request:
This sub menu is used to raise the pass request for Men. After clicking the raise request 1. Click on Man Permit Request. 2. Click on Add Request button( As shown below),
This will results in a new page as shown below. Here, three options are available. I. New person - Click on Edit/Register this will open a new page(procedure follows) II. Already registered but Editing required - We have to type proof number of person and click on Edit/Register for editing the details( This also opens to new page -same page as above). III - Already registered but No Editing required. We have to type proof number of person. The follow the procedure for pass request.
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I. New person -
Click on Edit/Register Button as shown below.
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Then, it will opens a new webpage as follows, Citizen Ship should be selected as Foreigner for Foreign permit and For Foreign Permit, Please Add Visa, Passport, Immigration Documents as Single Document and Upload.
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Here, the screen shot shows the Category and ID proof names for your references.
Finally, click on submit button. Then it will go back to the window shown below,
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1. Select the Department under which the company/firm/trade works (Mostly under Traffic) , 2. The working areas/passing Gates other than RFID Gates
has to be selected by clicking on the Button. 3. Select the period of pass (Daily/Weekly/Monthly/Quarterly/Yearly). Yearly passes required police
verification certificate. 4. Select the visiting date using calendar button or typing properly. 5. Select or click on the accept button and 6. Click on 'Raise
Request'. It will ask for a confirmation again as shown below to proceed with the 'raise request'. Please click "OK" to proceed.
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A message will be displayed as "FIRSTNAME Request Submitted Successfully". An email will be send to you as shown below with reference number. This reference number should be used for future purposes.
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The man permit request List (Pending and Verified but not generated or rejected ) can be viewed in "Man Permit Request" Sub Menu(The figure is shown below).
And you will receive an email once approved by the concerned authority(Sample shown below).You can see the status as approved in 'PORT-SHIELD'.
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You will get an email stating that your pass is rejected (as shown below), if any issue is there with reason. And you have to raise the pass again.
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II. Already registered but Editing required -
We have to type the proof number ( it will auto populate , when typing as shown below) and Click on Edit/Register and do the editing required and then it will return back to the raise request page and you have to follow the procedure mentioned above.
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III - Already registered but No Editing required.
Type the proof number and click on auto populated number .Then it will fetch the already entered data from server .Then you can do the above procedure for raising passes.
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7.1.2. Vehicle Permit Request:
This sub menu is used to raise the pass request for Men. After clicking the 1. raise request 2. Click on Man Vehicle Permit Request.3. Click on Add Request button( As shown below),
This will results in a new page as shown below. Here, three options are available. I. New Vehicle- Click on Edit/Register this will open a new page(procedure follows) II. Already registered but Editing required - We have to type number of vehicle and click on Edit/Register for editing the details( This also opens to new page -same page as above). III - Already registered but No Editing required. We have to type number of vehicle. Then follow the procedure for pass request.
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I. New Vehicle- Click on Edit/Register this will open a new page
Then 1. Type the Vehicle Number ,2. Select the Type of vehicle from drop down menu.3. Validity of proof( The least of Fitness certificate date/Insurance last date/pollution validity /RC validity should be given). 4. Upload the proof as a single pdf document by combining all the documents mentioned. finally, 5.Click Submit. Then the registration of vehicle will finished and next time onwards you don't have to register again.
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This will leads to next page and you have to enter all the mandatory field. 1. Select the Department from drop down. 2. Select the pass period (Daily/Weekly/Monthly/Quarterly). 3. Select the visiting date 4. Area to Work/Gate access required. 5. Driver permit number (this is not mandatory). 6. Select the purpose of work. 7. Click on acceptance button . Finally , 8. Click on 'Raise Request' button.
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A confirmation request will be populated and we have to click on 'OK'. Then a confirmation message will be shown in application.
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Additionally, one email will be triggered to the company email id as shown below. The concerned the authorities will verify and approve/reject the passes. You have to raise the pass again with necessary documents / correction ,if pass is rejected.
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One more email will be triggered upon approval and you have to come to DLB Counter for generating passes. The necessary money will be added to the wallet ( refer: Section -10.1.10).
You can see the status in your login (in Vehicle Request Sub Module Menu). Pending Verifications.
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Pass Approved.
II. Already registered but Editing required - We have to 1.Type number of vehicle 2. Click on auto populated number 3. Click on Edit/Register for editing the details( This also opens to new page -same page as above). This will opens to new page and you have to follow the same procedure as above.
III - Already registered but 'No Editing required'. We have to type number of vehicle. Then it will auto populate the vehicle number and then we have to follow the procedure for vehicle pass request(given above).
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7.1.3 Cargo Handling Permit Request.
This sub menu is used to raise the pass request for Cargo Handling Material/Tools Permit. After clicking the 1. raise request 2. Click on Cargo Handling Permit Request.3. Click on Add Request button( As shown below),
This will result in a new page and we have to provide the details as shown below figure.
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Item name should be given in item tab(example - ROPS, SHACKLES, CROW BAR, ETC. And denominations as NO(Number).
Finally, click on Add button and the items will shows in the bottom of the page(as shown below).
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Click on Add Request button to raise the request. The necessary list may be added , if required. And you can delete and add the it as required. But ,one time you are possible to raise request for either IN or OUT.
Upon successful 'raise request' it will shows a message 'Cargo Handling Material Request submitted successfully' for few seconds( as shown above).And the entire list of Request will shows in the page with status like Pending approval /approved /Rejected.
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As you can see in the figure above ,the status will be 'Pending Approval' and the edit button will not be active until the request approves. And Corresponding email will be send to company email upon approval/rejection. You have to re-apply with the correction ,if rejected. Upon rejection, the details will be deleted from the application. Hence, you can't see in the list.
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After getting approval, the status will be shows as 'Approved' and the edit button will be active. Then, click on Edit Button will leads to open the new page as shown below. 1. Type the Permit (man or vehicle) number .This will auto populate, if you type few number of it and you can select from below showing list. Then 2.click on 'Add Request' .
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Then, the new page will be as follows and you can see the selected permit details. Then , click on 'Update request'.
Then, the main page will be seen as below. Now, the status will be shows as 'Valid'. Then you can use the corresponding pass to carry the items/tools in RFID gates. For non- RFID gates you have to take print out by clicking on 'view ' button (shown below).
Now, you can use the Men/Vehicle Pass as you 'Cargo handling Material Pass'. The details of material will be shown( in CISF login )while flashing the Men/Vehicle Pass of the person/vehicle the Material has attached. And it will be automatically deleted from the system.
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Click on Print Button and it will opens a new window and you can take print.
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Here Shows the sample of one pass.
For NON RFID Gates /Areas
Take three print outs , in RFID Gate/areas you don't have to carry the print out. And follow the procedure is as follows, 1. Go to nearby RFID gate , flash the card there. After flashing the cards CISF will authenticate the items in application. Then, the print outs will be certified by Inspector. One copy should handed over to Him. Then you can take the items through NON-RFID gate with certified print outs.
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How to Deactivate the Pass
In the Sub Menu, you can see the deactivate button. Click on it will opens into a page.
Click on Deactivate Vehicle for deactivating the Men /Vehicle Pass alone. Click on 'Deactivate Total Request ' ,if you want to deactivate the entire pass.
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7.1.4 Engineering Material Permit Request.
This sub module is used for requesting passes for carrying the material related to the Projects under Engineering Department. The same procedure of 'Cargo Handling Permit Request' is following for the "Engineering Material Permit Request" also. Hence, we are not mentioning it in detail here.
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Here, the department selection has to be done( select the department under which this work carries).The attachment is not necessary here.
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And you can see the status as follows.
The email will be triggered for Approval/Reject.
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After Approval.
Click on Edit and Type the Permit Number (Men or Vehicle). And then 'Add Permit'.
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Click on Update. Upon Successful update it will shows as below "Cargo Engineering Material Request for Permit No Updated Successfully".
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This is the message shows, if Permit Number already linked to some other material Pass.
After Successful updating you can use print out (same as Cargo Handling Permit Request).
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Sample Report shows here.
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7.1.5 Cargo Material Permit Request. This sub module also has same procedure as above two procedure( Cargo Handling and Engineering Material). Hence, refer the Cargo Handling Permit request Sub Module (Section7.1.3 ). Please see the screen shot for reference.
Click on 1. Raise Request , 2. Cargo Material Permit Request and 3. Add Request.
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Fill up the details in the form (refer section) .Here proof of document is necessary. Finally, Click on "Add" button.
Click on Raise Request.
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Up on successful submission . It will flash a message as shown below.
Then you can see the List as shown below.
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An email will be seen in registered email ID for Approval/Reject.
You can see the status in below figure.
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Then, follow the same procedure as above( Cargo Handling Permit Request ) Procedure (Refer - Section 7.1.3).
Then , the permit will be valid with the Vehicles Attached/The permit Numbers Attached. For using this Vehicle with other permit , you have to deactivate that vehicle from this Pass.
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Here, we have shown the deactivation page. Use the 'Deactivate' Button for deactivate in Status list. For deactivate a Vehicle alone, Click on 'deactivate the vehicle'.
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7.1.6. SHED FOREMAN MODULE: 1. Definitions:
• Wharf – It is an area just beside the vessel where the bulk is dumped in to the port. • Transit Area- Area owned by the port gives permission to handling agent for storing the bulk for certain days depending on the bulk. • Licensed Area- Area owned by Principal Owner/Handling Agent so that the bulk can be stored with in that area for the certain period. • Dry Bulk- It relates to trades where dry cargoes such as Coal, grain, Urea, Aluminium etc..are carried in loose form i.e., the cargo is not
packed. • Break Bulk- It relates to trades where the cargoes are carried in utilized form such as bagged, packed i.e., the cargo is carried in the form of
packs of which each pack has its own unique pack number. • IGM- Import General Manifest is the legal document filed by carrier of goods at destination customs location about the details of arrival of
goods at such destination customs location. • BOE- Bill of entry is the legal document filed by importer or his customs house agent to complete import customs clearance procedures to
take delivery of imported cargo. • IA/EA – Import or Export application number which is generated by the port for each and every importer or exporter of any particular
cargo under the respective Bill of Entry number. IA/EA is closed only after the cargo is delivered to the Handling agent/Principal Owner. 2. Shed foreman Role(VPT Employee):
Shed foreman is the person who will authenticate the amount of cargo which is transported outside the port or within the port based on multiple areas of transportation of the cargo after the cargo is dumped from the vessel to the wharf. The Shed foreman role will come under the Traffic Department, so it is mandated that the Shed foreman will get the access to authenticate only after the approval of the higher authority from the traffic department.
3. Handling Agent/Transporter Role(Trade/Company/Firm Person): The person who is responsible for delivering the respective cargo to the principal owner, or the person who handles the cargo within the port to transport outside the port .He is the one who is responsible to fill all the required details for raising shed foreman request to the traffic Department. His role is most important one in this module ,He needs to enter the request details with precision for the smoother operations at the site.
4. Driver Role (Road Transportation): He is the one who carries the cargo using his vehicle for the transportation of cargo by road .After Shed foreman enters his estimated weight/select from checklist of the packs .Driver/vehicle flash is required in order to track on which vehicle the cargo movement is happening.
5. Rail Rack Number: For the cargo transportation by rail mode the authentication is done by entering rail rack number.
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Process flow for Shed foreman Module: Step 1:
1. Transporter raising request to Traffic:
Transporter logins in to our application with his respective login credentials. Transporter/ Handling Agent requests Traffic Department for Shed foreman Authentication access for the movement of cargo within the port or Out of the port based on the mode of the delivery.
The Request Form consists of various information to be filled which are required for raising request. The Information with the transporter will be provided in the form of Documents from different sources within the port. Below is the List of Fields:
1. Moment Type*(Drop Down). 2. VCN Number*:(Text Field) Vessel Call Number
3. Vessel Name*(Text Field) 4. BOE (Import)/SB(Export) Number*(Text Field) Bill Of Entry.
5. BOE/SB Generated Date* 6. IGM Number*(Text Field) Information General Manifest
7. IGM Generated Date*. 8. IA(Import)/EA(Export) Number*(Text Field) Import/Export Application Number
9. IA/EA Request Date*. 10. Cargo Name*(Text Field) Ex: Urea, Coal
11. Cargo Type*(Drop Down) Ex: Dry Bulk, Break Bulk, Liquid Bulk
12. Cargo Description(Text Field)
13. Principal Owner*(Text Field) 14. Handling Agent*(Text Field) Person who is handling the cargo to deliver it to Principal Owner
15. Berth Name Multiple Selection Need to be provided 16. Exit Gate Name
17. Total weight(Dry Bulk)/Total Number of packs(Break Bulk)* (Text Field)
18. Pack List with unique pack number if break bulk*(List)
*These are Mandatory Fields to be provided by Transporter while raising the request.
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Step 2:
2. Traffic Department Approval /Rejection After the shed foreman request raised, It is directed to the Traffic Department for approval. Traffic Department Cross Verifies the request details and then approves the request if the information entered through the request is correct information otherwise rejects. If the request is rejected then the transporter needs to raise fresh request with the correct information. If the Request is approved then the shed foreman gets access to authenticate the cargo movement for that particular request.
Step 3:
3. Shed foreman Authentication
After Traffic department approves the shed foreman request raised by the handling agent .Shed foreman will get access to authenticate the cargo movement. Shed foreman will login into HHT terminal and he enters IA/EA number in the respective column and the mandatory details will be auto fetched and then the shed foreman will select both from and to areas of delivery(wharf/transit/licensed/direct delivery) and then the transportation mode(Road/Rail) and enters the estimated weight(if cargo type is dry bulk)/select from the checklist of packs(if cargo type is break bulk)for the movement of cargo which can be accommodated in multiple vehicles or enters rail rack number if the transport mode is on rail. Then he flashes his card for the authentication and the handling agent flashes his card and the vehicle card is flashed for the Road Transportation. After these three card flashes complete authentication is done for the movement of cargo.
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Delivery Types:
1. Direct Delivery: From Wharf to Outside the port In this delivery type the cargo is directly delivered after it is dumped from the vessel to wharf. If the transport mode is rail, shed foreman enters rail rack number, estimated weight of cargo/ select from the checklist of packs and authenticates the cargo movement by flashing his card and handling agent card. If the transport mode is road he enters estimated weight of cargo then the shed foreman flashes the vehicle card, his card and handling agents card for the authentication and movement of cargo outside the port. *IA is closed once the cargo is delivered by direct delivery.
2. From Warf to Transit Area: In this delivery type the cargo is delivered from the wharf to Transit Area, which is an area owned by the port gives permission to handling agents for dumping the bulk for certain days depending on the bulk. Here the transport mode is only by road, shed foreman enters estimated weight of cargo/ select from the checklist of packs then the shed foreman flashes the vehicle card, his card and handling agents card for the authentication and movement of cargo to the Transit Area. *IA is in open state If the cargo is delivered to Transit Area as it is not yet delivered to the handling agent.
3. From Warf to Licensed Area: In this delivery type the cargo is delivered from the wharf to Licensed Area, which is an area owned by Principal Owner/Handling Agent so that the bulk can be stored with in that area for the certain period of their license validity. Here the transport mode is only by road, shed foreman enters estimated weight of cargo /select from the checklist of packs then the shed foreman flashes the vehicle card, his card and handling agents card for the authentication and movement of cargo to the Licensed Area. *IA is in closed state If the cargo is delivered to Licensed Area as it is delivered to the handling agent as licensed area belongs to him for the certain period of time.
4. From Transit Area to Outside the port In this delivery type the cargo is directly delivered from the Transit Area .If the transport mode is rail, shed foreman enters rail rack number, estimated weight of cargo and authenticates the cargo movement by flashing his card and handling agent card. If the transport mode is road he enters estimated weight of cargo/ select from the checklist of packs then the shed foreman flashes the vehicle card, his card and handling agents card for the authentication and movement of cargo outside the port. *IA is closed once the cargo is delivered from transit area by direct delivery.
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5. From Licensed Area to Outside the port In this delivery type the cargo is directly delivered from the Licensed Area .If the transport mode is rail, shed foreman enters rail rack number, estimated weight of cargo and authenticates the cargo movement by flashing his card and handling agent card. If the transport mode is road he enters estimated weight of cargo/ select from the checklist of packs then the shed foreman flashes the vehicle card, his card and handling agents card for the authentication and movement of cargo outside the port. *IA is already in closed state We will use BOE number for the movement of the cargo.
6. EXCEPTION CASES: • In case of vehicle breakdowns within the port the material will be temporarily stored within the port or can be assigned to another
vehicle. This is considered as exception case and the movement can be processed through the currently existing system and can be updated later in our system or the CISF special card will be used for the material movement.
• Sometimes IA will not be assigned to particular material then BOE number will be used for the movement of material .In case of absence of these assignments the exception case will be considered, the movement of material can be done through the manual process and can be updated later in our system or the CISF special card will be used for the material movement.
• In case of absence of IA/BOE number for that particular material, the movement can be done with the current existing system.
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How to Raise Request for ShedForeman Module in 'PORT-SHIELD" APPLICATION?. 1. Click on 'Raise Request' and 'ShedForeman Request Form' 2. Click on 'Add request'.
1. Moment Type*(Drop Down).[IMPORT, EXPORT,TRANSHIPMENT & TEMPORARY LANDING].
2. VCN Number*:(Text Field) Vessel Call Number
3. Vessel Name*(Text Field) 4. BOE (Import)/SB(Export) Number*(Text Field) Bill Of Entry.
5. BOE/SB Generated Date* 6. IGM Number*(Text Field) Information General Manifest
7. IGM Generated Date*. 8. IA(Import)/EA(Export) Number*(Text Field) Import/Export Application Number
9. IA/EA Request Date*. 10. Cargo Name*(Text Field) Ex: Urea, Coal
11. Cargo Type*(Drop Down) [Dry Bulk, Break Bulk & Liquid Bulk].
12. Cargo Description(Text Field)
13. Principal Owner*(Text Field) 14. Handling Agent*(Text Field) Person who is handling the cargo to deliver it to Principal Owner
15. Berth Name Multiple Selection Need to be provided 16. Exit Gate Name[EQ7 GATE,GCB GATE,DM GATE ,WQ7 AND 8,WOB & NORTHWEST]
17. Total weight(Dry Bulk)/Total Number of packs(Break Bulk)* (Text Field)
18. Pack List with unique pack number if break bulk*(List)
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Next page open will be seen as follows, fore easiness this page is break into two as follows.
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7.1.7. ADD TICKET/ RAISE COMPLAINT / HELPDESK. The last Sub module is Add Ticket in Raise Request. 1. Click on 'Raise Request' and 'Add Ticket'. 2. Click on 'Add Ticket'.
1. Select the Issue Category (Either Permit Related or E-wallet Related) 2. Type the title of ticket. 3. Detailed Description should be given. 4. Click on Submit.
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This will flash a message upon successful submission and trigger an email(shown below).
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you can edit the information and update the issue.
Click on Edit. Add the detail in Comments section and click on Update.
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8.0 FIRM WALLET:
Firm wallet module is used to add the money into your wallet. The firm can apply for passes even if no amount is there in the wallet . But this money is required to generate passes/permits and for card buying also. The amount may be added in advance. But, this will be deducted only at the time of generation of passes. Two sub modules(options are available) as follows,
First Login into the 'PORT-SHIELD'(Section 10.1.1) Then Follow the procedure given below,
1. Add Amount- This is used for adding the amount in to the wallet.
2. Double Verification - This is used for checking the status of failed transaction /money deducted from account but not added in wallet.
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8.1 Add Amount :
Step by Step Explanation of adding money into wallet is as follows,
1. Click on Firm Wallet Main Module. 2. Click on Add Amount Sub Module , that will open the page below. 3. Type the value /amount which is to be added. 4. Select /Click the Button to accept the terms and conditions of payment gateway. 5. Click on Add Money Button.
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That will leads to open the Next page as shown below. The order number should be noted down for future references. Then we have to follow it as follows. 6. Click/Select to verify the details entered is correct. 7. Click on pay now.
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That will leads to open the Next page as shown below. From here onwards the window shown is from 'payment gateway' .Here we uses the SBI ePay payment gate way. Two options are available as shown below,
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For Debit / Credit Card of any bank , we have to follow it as follows. 8. provide the details of debit/credit card. 7. Click on pay now.
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The newly opened page will be as shown below. Then we have to do as follows, 9. Enter the One time password (OTP ) received in the registered (in bank) mobile number.10 . Click on "make payment" button.
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This will leads to a screen as shown below , if the transaction is successful and an email will be send to the company emails.
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This may leads to a failure message (as shown in figure below), if there is an error in the transaction. That may be due to incorrect bank details/ amount issue or anything mostly related to bank issues. The following are the screen shots of some of the errors,
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And sometimes it may not show even a failure message instead it may show "the site is not reachable" or "server is taking long time to respond "etc,
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Option 2- The following Screen shots shows the procedure for online bank accounts (SBI). You can use any bank account and the steps will be changed accordingly.
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8.2 Double Verification.
The figure below shows the procedure of double verification. In Firm Wallet Module(Click on firm wallet). 1. Click on Double verification. 2. Type the order Number (This number has to be noted down at the time of doing transaction). If you don't remember it. Please follow the procedure(Section 10.1.1) . 3. Select the button .And 4. Click on 'ok'.
Next page will be seen as follows, 5. Click on the button and 6. Click on 'Submit' button.
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The you can see the following responses.
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A third response can be seen ,if your transaction is cancelled in the middle as follows( This may be due to cancellation of transaction before going into payment gateway).
Normally the bank will refund the amount deducted, if any amount is deducted but not credited in your 'PORT-SHIELD' wallet. Please contact your bank for further clarifications in case of non refund or any discrepancy.
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9. Firm Renewal procedure (What to do ,if license expired in 'Port-Shield'?).
First Login into the 'PORT-SHIELD'(Section 6.1.) Then Follow the procedure given below,
1. Click on renewal Menu 2. Click on Firm Renewal Sub Menu 3. Select Firm Validity using calendar button 4. Upload the new proof. 5. Finally, click on Submit Button. A message will be displayed as 'You request has submitted successfully'. And you will get an email when traffic Approve your request/ Reject for any reason. You have to do these renewal again, if traffic department reject the renewal request with the new/corrected data.
And an email will be send to the corresponding company email ids for information. The corresponding passes will be able to generate.
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10. CARD BUYING.
Two sub modules are available for card buying 1. Order Cards and 2. Daily Labor Applications.
10.1. Order Cards.
This module is used for applying for programmed HID-cards for Daily Labours/Daily Vehicles. 1. Click on Card Buying Main Menu. Then Click on 2. Order Cards sub menu. Then this will open the page shown below. 2.Type the number of cards required (The necessary balance should be available in Wallet. 3. Then click submit.
Upon approval ,you can collect the cards from DLB Counter.
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10.2. Daily Labor Applications.
This sub module is used to download the Daily/Weekly Labour/Vehicle application form .This form is required to obtain the Daily Labour/Weekly Labour Passes (Vehicle also) from EQ7 Counter or WOB Counter. 1. Take Print out 2. Fill up the necessary details and carry this along with HID Programmed Cards and Original ID proof. Then the passes will be provided by the Counter Operator (Necessary balance should be available in your wallet.
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This will result in a new page (PDF). You can take the print out of it and use it.
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11. REPORTS:
This is used to take the different reports including GST Reports. Reports Module is having 15 Sub Modules as follows,
o Man Company Person Reports( All passes related to Men ). o Vehicle Company Person Reports( All passes related to Vehicle ). o Transaction Reports o Monthly GST Invoice( The details of Amount utilised for Passes with GST). o RFID Permits Tariff(The Tariffs are listed here). o Tickets Report( The details of Tickets Raised is available here). o Company Permits o Rejected Requests o Cards Purchase History o Purchased Cards o Order Id Details o SFM Cargo Requests Status o SFM Delivery report o SFM Movement report o SFM Rejected Requests List
And some of the Sample Reports are shown here for reference.
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After log-in into the system. You can see the Reports Main Menu. 1. Click on 'Reports' 2. Click on the corresponding reports Sub Menu.(As shown Below).
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11.1 Man Company Permission Report.
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11.2 Vehicle Company Person Report.
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11.3 Transaction Report.
The report can be seen as follows
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11.4 Monthly GST Invoice.
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The Sample Report is shown below.
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11.5 RFID Permits Tariff.
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11.6. Ticket Reports.
Click on Tickets Reports Sub Menu. Then, you can see the List as shown below.
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11.7. Company Permits Report.
Click on Company Permits Sub Menu and Select the From & To Dates. Finally Click on 'Get Deatails'.
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Then the report can be seen as follows,
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11.8. Rejected Request.
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11.9. Card Purchase History.
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11.10. Purchased Cards.
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11.11 Order ID Details.
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11.12. SFM Cargo Requests Status Report.
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11.13. Shed Foreman Cargo Delivery Status Report.
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11.14. Shed Foreman Cargo Movement Status Report.
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11.15. SFM Rejected Cargo List.
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12. BULK REQUEST
You can use this module for Multiple/ Bulk request at a time. Two Sub Modules are available 1. Man Bulk Request 2. Vehicle Bulk Request.
12.1 Man Bulk Request
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12.2 Vehicle Bulk Request.
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13. SAMPLE PERMIT CARDS: