User Manual PetroleumDepartment COMPANY LICENCES (Petroleum Business Licence, LPG Business Licence and Petroleum Construction Permit)

Transcription

1 User Manual PetroleumDepartment COMPANY LICENCES (Petroleum Business Licence, LPG Business Licence and Petroleum Construction Permit) Project Name: Supply, Installation, and Commissioning of an RMIS Prepared for: Prepared by: ATTAIN ENTERPRISE SOLUTIONS LTD Tel: /

2 Table of Contents Table of Contents Introduction User Registration Licence Application Registration Notifications and Activation Login to the System Completing Licence application My Licences ERC Licence Applications ERC Licences Other Licences About Us Blog Change Password My Profile Changing Personal details Directors Premises Documents Referees Home LPG Licence Petroleum Construction Licence Petroleum Stocks Petroleum Throughput Petroleum Sector Sales Licence Replacement Complaints Handling Procedure Complaints Accident Reporting Page 1 of 45

3 1. Introduction The system is web based and will be accessible by both internal (within ERC offices) and external (Outsiders e.g. licencees and Licence Applicants) users. The system is launched from ERCwebsite at Click on the link Online Services The link directs the applicant to the ERC portal Page 2 of 45

4 2. User Registration 1. User login is used by users who have already registered in the system. For users who are have not registered click on the Register link. 2.1 Licence Application Registration 1. Click Register Link. Two options exists namely:- Already has an existing licence Apply for a new licence Choose the applicable option. Page 3 of 45

5 2. Click the drop down arrow on the Apply as field. Two options exists namely:- Business/Company Individual Choose the applicable option. 3. Select the Licence Type from the list then when done click the Next button Page 4 of 45

6 4. Read the terms and conditions and click on Acceptto continue with application, otherwise the system will not allow you to continue without accepting the terms and conditions. 5. Enter your personal details. Click Save when you are done. NB: The items marked with (*) are mandatory Page 5 of 45

7 6. An will be sent to your address with details of how to activate your account. If you do not receive the you can resend by click here to resend the Notifications and Activation 1. On your you will get a message similar to the one shown below. Click on the link to activate your account. Page 6 of 45

8 2. You will be redirected back to the site with a message indicating that your account has been activated. 2.3 Login to the System 1. To login to the system enter your username and password then click on the Login button. 2.4 Completing Licence application 1. After login in the first time the system will prompt you to enter more information relating to your application. After you have completed entering the details click Next to continue. Page 7 of 45

9 2. You will be prompted to enter your Directors/Partners. To enter your Director or Partner Click New. 3. Enter your Director or Partner details then clicksave Page 8 of 45

10 4. The system will display the Director or Partner you have just entered. You can continue to add more Director or Partner then click Next when you are done. Page 9 of 45

11 5. You will be prompted to enter the description of your premises. Type the details and clicknext to continue. 6. For Petroleum Business Licence and LPG business Licence you will be prompted to select the Categories of Licence you wish to apply for. Select the categories and click Next to continue. Page 10 of 45

12 7. The system will prompt you to enter two referees before proceeding to the next step 8. The system will prompt you to upload required documents. To attach a document click Attach alongside the description of the document. It is assumed that all relevant attachments exist in soft format. Please make arrangement to convert all hard copies to soft format through scanning in PDF format. Page 11 of 45

13 9. Browse the document that you wish to upload and then click Upload. 10. The system will notify you whenever the document has been successfully uploaded. Click Continue to continue. Page 12 of 45

14 11. The system will display the document uploaded with an option to remove that document if needed. When you are through with attaching all required documents click Next to continue. 12. These licences do not require payment of an application fee.the system will indicate to you that you are not required to pay an application fee. Click Next to Continue. Page 13 of 45

15 13. The system will indicate to you that your application is complete. Click Submit to complete the application process. 3. My Licences You can access your licences by clicking on My Licences Link on the top menu bar. 3.1 ERC Licence Applications Once you have completed your licence application the system will present you with a list of licenses and will show the license you have just applied for as status New. Page 14 of 45

16 ERC Licences Once your licence has gone through the approval process and is issued, it will be moved from Licence Applications Section to the ERC Licences Section. Other Licences On the Other Licences section you will notice that the other license added earlier will appear in that section. You will be able to add more licences by clicking new and follow the process as above. Page 15 of 45

17 About Us You can access about us by clicking About us on the top main menu. Blog To access the blog click on Blog on the top main menu Page 16 of 45

18 Change Password Change password option is available by clicking Change Password on the top main menu. To change your password enter the old password then enter and new password followed by a confirmation of the new password. When you are done click Change.The system will indicate to you that your password has been successfully changed. 4. My Profile My profile section is accessible by clicking on the My Profile link on the top main menu. Changing Personal details If you wish to change your personal and company details click on the Personal Details Tab. Make the changes and click Save. Page 17 of 45

19 Page 18 of 45

20 Directors To make changes to the Directors, Click on Directors tab. You can be able to make changes to the exiting Directors by clicking on Edit, make the changes and click save. You can also add a new Director by clicking New, enter the details and then click Save when you are done. Premises To make changes to the Premises details, Click on Premises tab. Make the changes and click Save. Page 19 of 45

21 Documents To make changes to the documents click Documents Tab. You can remove an existing document by clicking remove and you can add a new document by clicking Attach and following the instructions. Page 20 of 45

22 Referees To make changes to the Referees, Click on Referees tab. You can be able to make changes to the exiting Referees by clicking on Edit, make the changes and click save. You can also add a new Referee by clicking New, enter the details and then click Save when you are done. Page 21 of 45

23 5. Home To access the home page, click Home on the top main menu. The Profile home page will have more information about you. 6. LPG Licence 1. To apply for an LPG licence, click Register as above. Page 22 of 45

24 2. Click on the Next button. 3. Click Accept. On the new page, fill out Personal details of the person registering for the licence. Page 23 of 45

25 4. Once saved, the licence registration is complete. Check to get the activation link. If you do not get an , click here to resend the Check for the activation 6. Log on to the new profile using the username and password that you registered with then click the Login button. Page 24 of 45

26 7. Fill out the details as required then click Next 8. Fill out the Directors/Partners as requiredby clicking New then when done, click Savethen to move on to the next step click Next Page 25 of 45

27 9. Fill out the Premise description then click Next 10. Select the Licence category for the LPG licence 11. Fill out the Referees by clicking New. You cannot proceed to the next step without filling in at least 2 referees. Once done filling in the referee details, click Save then click Next. Page 26 of 45

28 12. The system will display the document uploaded with an option to remove that document if needed. When you are finished uploading all the documents click Next to continue. Page 27 of 45

29 13. These licences do not require payment of an application fee. The system will indicate to you that you are not required to pay an application fee. Click Next to Continue. 14. The system will indicate to you that your application is complete. Click Submit to complete the application process. Page 28 of 45

30 7. Petroleum Construction Licence The process of applying for a petroleum construction licence is the same as applying for a petroleum licence. For the Construction permit, you will be prompted to enter details of the Facility. Enter the details and click Next to continue 8. Petroleum Stocks Click on the side bar menu titled Petroleum Stock. Click on the link titled New Report. The following page is displayed. Select the date when the stocks were brought in. The Reporting date is automatically picked from the system date. Select the depot. Using the checkboxes, select the marketers whose oil you are storing. Click on the Save button. Page 29 of 45

31 Click on the checkbox titled Show All. Select the marketers you are dealing with in the check boxes and click the Save button. Page 30 of 45

32 Once they are Saved, fill in the stocks for the marketers and click the Save button. Page 31 of 45

33 Once you have keyed in the stocks and there are no variances, the stocks are ready to be submitted. If there are variances, the report will not submit. This is demonstrated below. Page 32 of 45

34 Ensure that you have no variances in the stock report. Page 33 of 45

35 Click the submit button once you have cleared all the variances. You will get a message to confirm whether you want to submit the report. Click the OK button if you are ready to submit. Page 34 of 45

36 Click the Cancel button to get directed back to the main page for the stock reports. You will see the reports that have been created, the date they were created, the name of the person that created them and the submission status. If you want to create another report for a different date, click new report and go through the process all over again. 9. Petroleum Throughput Click the link titled Petroleum Throughput from the Sidebar menu. Select the month and the year using the down arrows and click the filter button. The output will be the amounts of fuel that moved out of the depots in any given month. 10. Petroleum Sector Sales Click on the link titled Petroleum Sector Sales from the Sidebar menu. The following is displayed. Page 35 of 45

37 Click on new report to key in new sales for a particular date. Key in the sector sales for the month. Ensure that there are no variances as above. Click on the Save button then click on the Submit button once you are ready to submit the report. Page 36 of 45

38 11. Licence Replacement Click on the link titled Replace Lost Licence on the Sidebar menu. Page 37 of 45

39 The following is displayed. Select the licence you want to replace. The system will give you options based on the licences that one is currently registered for. One is meant to also put in a reason/comment for replacing the licence. Page 38 of 45

40 Once you fill in your details, click on the Submit button. 12. Complaints Handling Procedure Click on the link titled Complaints Handling Procedure on the Sidebar menu. Page 39 of 45

41 The following screen is displayed. Click on the button titled New Page 40 of 45

42 Fill out the details and click on the Save button. The procedure is listed under complaints handling procedure. If there is another, click on the New button and follow the steps as listed above. 13. Complaints Click on the link titled Complaints on the Sidebar menu. Click on the New button to file a complaint. Page 41 of 45

43 Fill out the details and click on the Save button. The complaint is listed under Complaints. 14. Accident Reporting Click on the link titled Accident Reporting on the Sidebar menu. Page 42 of 45

44 Click on the button labeled New. Fill out the necessary details on the form. Page 43 of 45

45 Once done, click on the Save button and the accident is listed in the list of reported accidents. Page 44 of 45