USERS HANDBOOK FOR AGENTS PROCESSING LICENSE REQUESTS, CERTIFICATION AND COURSE ENDORSEMENTS OF SEAFARERS ON BOARD PANAMA-FLAG VESSELS

Transcription

1 USERS HANDBOOK FOR AGENTS PROCESSING LICENSE REQUESTS, CERTIFICATION AND COURSE ENDORSEMENTS OF ON BOARD PANAMA-FLAG VESSELS AGOSTO 2016 VER. 01

2 1. INTRODUCTION This document has the purpose to serve as a guide to make request of certifications and course endorsements, duplicates and corrections of applications, make an application traceable, correct deficiencies through the automated application system of the General Directorate of Seafarers of the Panama Maritime Authority, for the issuance of certifications and endorsements and officers on board Panama flagged vessels. Since the year 2008, the DGGM began the automation of their processes with the goal of providing all their users a faster, trustable and secure online service. 2. PURPOSE To show in a very detailed way the methodology to introduce a license request, certification and course endorsement, duplicate or correction of applications and issuance of documents. 3. SCOPE Applies to intermediaries and brokers through a Merchant Marine Privative Consulate or Commercial Office or Central offices in Panama which have been authorized to be part of the Data Base Program of Users of the Services provided by the General Directorate of Seafarers of the Panama Maritime Authority. 4. REQUIREMENTS TO BE PART OF THE DATA BASE PROGRAM OF USERS OF THE DGGM The user interested in processing licenses or certifications for ratings and officers on board Panama flagged vessels must do it through a Merchant Marine Private Consulate or a Commercial Office, comply with the Resolution ADM No of January 6, 2015, published in Official Gazette No A, for better reference read the requirements detailed in the annexes of this handbook; this with the purpose for belonging to the Data Base Program of Users of the General Directorate of Seafarers of the Panama Maritime Authority. Once the user has complied with the requirements for belonging to the Data Base Program of Users of the services of the General Directorate of Seafarers of the Panama Maritime Authority, and if there is no inconvenient, a Resolution in which the formability to include the user to our data base program will be issued. Pag.2

3 Requirements for the functionability of the Automated Application System SAA The user must have the following equipment with these technical characteristics: the pre-requirements detailed in the annexes. See Pre-requirements for users: A. Equipment 1. Computers a. 8GB memory as mínimum b. Operative System: Windows 7 Pro, Windows 7 Ultimate or Windows 10 For MAC (Apple) must have either the Windows 7 or Windows 10 platforms. c. Internet Speed(either of the options) ADSL equal or higher to 10 mpbs ADSL less than 10 Mbps. SDSL. d. Antivirus y Firewall Antivirus and Firewall: Ability to Java Applets. Active-X components, libraries -(.dll) 2. Scanner: a. Multiple feeder entry 3. Color laser jet printer 4. Internet Explorer Navigation capability of 5MB B. Identification device Token or digital key (PKI). It s essential that the user completes, through the Consulate or Central Office in Panama, the request of TOKEN or digital key (PKI), which must be approved by the Consul or Central Office in Panama with whom is going to work with. C. Technical Support The DGGM in coordination with the computer department have the disposition of providing remote assistance to all users that already belong to the DGGM Services Users Data Base, through the application TEAMVIEWER, contacting with the s gmoreno@amp.gob.pa, schin@amp.gob.pa, bgonzalez@amp.gob.pa and gentedemar@amp.gob.pa. Pag.3

4 5. DEVELOPMENT OF THE METHODOLOGY FOR THE ENTRANCE OF APPLICATIONS 5.1 Session Sign in Internet connection must be available, preferably a 4MB speed, for a quicker navigation. Open the INTERNET EXPLORER, and type the following web address: Picture Initial screen of Panama registration Once the user is in the web page the next steps must be followed: 1. Make sure to connect the PKI in a usb port of the computer. 2. Then select the option SEAFARER, if PKI is right connected, it must recognize the user (PKI owner), if not, unplug it and plug it again until de system identifies the user. This is the way is confirmed that the PKI has been enabled by the DGGM. Pag.4

5 Picture 5.2 Token - PKI confirmation 3. Security questions must be answered. You are able to select them and must remind for the future. Picture Saving security questions. 4. Once saved the security questions and when clicking MY MENU, the available options will be as shown in picture 5.4, which corresponds to a signed user to the system with ANONYMOUS ROLE 5. Now you are ready to request the Certification Department of the DGGM your Broker Role. You can do this by sending an to the following addresses gmoreno@amp.gob.pa; gentemar@amp.gob.pa or dialing the telephone numbers Pag.5

6 (507) /5045/5049. Nombre de Usuario Picture 5.4. System view when initiating the session for the fist time, after completing the security questions. 5.2 Details of My Broker Menu When you get your Broker Role the options that you will have on your menu will be the following: Picture 5.5. Group of options available for the brokers Now, a short explanation of each of the options of requests available to brokers: 1. MY DATA: This option is used to modify the secret questions. 2. REPORTS: The emission report generates a report with all the issued documents by the intermediary and an economic report generates a report with all the collected findings, every report has filter option by type of request. Both reports can be obtained in PDF or EXCEL format. 3. INTERMEDIARY REQUESTS: Here we can find the main options of the intermediaries focused in the performance of the different types of applications, corrections of applications, or search of applications Certification request: Must be used when requesting for officers and ratings Certification endorsement: It must be used only to validate officer s certificates of competence issued in other Maritime Administrations that are in Pag.6

7 the White list (see exceptions in DGGM Circulars).*** 3.3. Application search: This option is used to find and re-take an initiated request that has not been finished yet, or finds a request that is deficient and must be corrected by this option Course endorsements: It is used to endorse the courses of the recognized Maritime Training Centers by the DGGM (see the list in the following web site dirección:( ml?reload_coolmenus) or approved courses by other Administrations, this second case will only be endorsed if the application request consists in a certification or an endorsement of a certification Duplication: It is used to request duplicate of licenses or endorsement of certifications Biometric per application: This option is for the caption of the biometric data (picture and signature) into the request of license or certification endorsement. There are two ways: By using the non presential application or the picture and signature on an individual file, both ways must be presented in JPG format Correction of application: It is used to correct the rejected applications by the Consulate or Regional office. 4. FILE CONSULTATION: Review and consultation of all the processes executed. 5. ISSUANCE: Rejection letters and Transitory Certificates broker s authorization are issued with this option. 6. DELIVERY: To make traceable the delivery of the rejection letter. 5.3 Data capture by type of request Every responsible user entering an application must be sure to have all the requirements imposed by the DGGM for the approval of requests of certifications, certifications and course endorsements and duplicates, which are all published in the following link: These requirements are same as established in the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978 as amended (STCW 78 as amended) Licenses request When applying to this type of request must have present the regulations imposed in the Circular DGGM see: lmenus For this type of application the following is the only requirements to be completed: Pag.7

8 For officers: o Officers with Panamanian nationality or non nationals who have studied in Panama. o Non nationals that have a previous license will only be able to renew but upgrades are not going to be issued. For ratings: o Nationals or non nationals, only if they are under the rating range. In the next screen, picture 5.6 the basic data of a certification request is completed, taking in consideration that must be obligatory captured what is marked with red asterisk the rest of the fields are OPTIONALS and can be left in blank. Once the requested position has been selected, the system will display the options (according the position responsibilities) and automatically resets the level into which it corresponds without the necessity of filling those camps, making easier the data capture. You must be very sure of the position and functions been applied. Picture 5.6. License application general details format Completed the basic data of the license application, select the button continue to assign the request. In this point we can seek for a rating o existing officer in the data base or create a Pag.8

9 new one, which is inserting. In case of a previous request of the user, the system will bring automatically its data, and you will not have to enter the information. Picture Creating a new rating in the data base of the system. When touching the button INSERT the picture 5.7 appears, and then complete the necessary information about the applicant in process. Always complete the obligatory fields marked with red asterisk (*), here is where must be indicated the birth country and the nationality country to be able to calculate the preliminary tariff. Make sure that the data inserted is the correct. It is important to introduce a valid because all communications about the application status will be addressed to this . Second, will appear the picture 5.8, click the button SAVE and the button CONTINUE to advance with the application. Pag.9

10 Picture Personal data of the applicant Pag.10

11 Once completed all general details of the application, the system generates an acknowledgement of receipt of the entered solicitude, which is the proof that has been initiated in the system a request, independently if the process is continued or not Application acknowledgement of receipt The system generates an acknowledgement of receipt of the application with the unique ID of the application so it can be searched easier. This receipt can be printed or saved in a massive storage media; but it is better to print it, because this is where you will be able to corroborate the cost of the application. Picture 5.9. Screen to issue the acknowledgement of receipt / entrance of application. No. de ID de Solicitud Fig Formato del acuse de recibo de la solicitud. We procede to confirm the issuance of the acknowledgement of receipt, if the document Pag.11

12 was printed in a wrong way, it can be printed again just selecting BACK. Fig Screen to print again the acknowledgment of receipt in case of being deficient. In this phase we have to provide all the necessary documentation for the level being applied. All documents must be saved in a digital file Compliance of support documentation to be presented with the application Once we have all documentation in order and saved in a file in our PC or USB, ordered one by one, we must proceed to upload the documentation that correspond to the level been applied. Select ATTACH, then search the files, load and save one by one and in this way until finishing with all the requirements that the application demand. The expiration date of documents such as passport, identity card, courses, licenses and others must be captured. Pictures with the details of how the entrance of documentations of the application must appear are shown in: Picture 5.12 Required documents to attach to the documentation shows the way of how must be attaching the documentation required according to the position applied. Picture 5.13 Screen appearances once required documentation has been completed for the process it shows a hook mark in the right side; this is the way of how it has to be shown in the system in the correct way, if not like this, we will not be able to continue. Pag.12

13 Picture 5.12 Necessary documents to be attached to the application. Pag.13

14 Picture View of the screen once completed the documentation required for the application. Pag.14

15 We need to provide all required documents and once completed the button ACCEPT will appear, click it and then a new screen will appear, this is the last screen in the entrance of documentation, in which the system will indicate that the process is finished. After finishing this step, you must begin the capture of biometrics. See the point ***** of this manual. Picture Ending of the entry application process Application for licenses endorsements The License endorsements only apply to endorse the officers competence certificates issued by other Maritime Administrations belonging to the white list (see the circulars). Now we are going to describe how to do an application for the endorsement of a license, for this we choose from the main the option LICENSE ENDORSEMENT and proceed to complete the necessary information. Picture Beginning of the process of license endorsement application. Pag.15

16 Press the button CONTINUE and a then the screen for searching the person to whom the endorsement request is going to be assigned will appear, remember that if it is previously saved in the system, it has to be searched under a searching criteria and if not it has to be created. If the search gives a finding, and this finding corresponds to the person to whom we are doing the endorsement of license process, just select the arrow and the next screen will appear where changes of any detail related with the personal information of the applicant can be done and then changes can be saved. Be sure to verify that the information entered is correct. Pag.16

17 Picture Screen of designation of a rating endorsement application and edition of personal information. When the information entered is confirmed, save and automatically the system is going to pass direct to the acknowledgement of receipt printing screen, which means that an application of endorsement has been entered in the system and now it has an application ID, see the section Acknowledgement receipt of the application and the pictures 5.9. Preview screen and acknowledgement of receipt. Picture 5.10 Preview screen and acknowledgment of receipt and printing confirmation. The acknowledgement of receipt of the license endorsement must be as shown on picture Acknowledgement of receipt of an endorsement license application. Pag.17

18 The next screen is to attach the support documentation for the endorsement that is basically the process of attaching the required documents, is the same for all type of requests that can be applied to, that is why it must be followed the section of this Handbook and the following pictures: Picture 5.12 Required documents to attach to the documentation shows the way of how must be attaching the documentation required according to the position applied. Picture 5.13 Screen appearances once required documentation has been completed for the process it shows a hook mark in the right side; this is the way of how it has to be shown in the system in the correct way, if it is not like this, we will not be able to continue. Once completed the requirements for the license endorsement and attaching them, the next step is the biometrical data capture. See the section Capture of Biometrics Course endorsement application The course endorsements applications are easier because they do not required the capture of biometrics and have fewer requirements of documentation, but, are very similar to what we have already seen. The most important to be considered when entering a course endorsement is that only can be endorsed those courses coming from recognized maritime training centers by Panama and of other Administrations, if the application is an endorsement of License. The Maritime Training Centers recognized by Panama can be found in the following web address: Determine with the applicant if is going to endorse a new course or requires an extension of course, the system will show the following the selection: Option YES: whenever want to extend a course that is expired. Option NO: just to validate a current course. In the main menu we make use of the option COURSE ENDORSEMENT, it appears an image similar to the following: Pag.18

19 Picture General details of a course endorsement Picture Searching results of registered ratings. Next to do is to select the button CONTINUE, picture 5.19 General Details of a course endorsement and appears the searching screen of officers and ratings registered in the system. If it is simply identified the endorsement is assigned. Picture 5.20 Search results of registered officers and ratings and in opposite case, all personal details are saved and the endorsement is assigned. Pag.19

20 Picture Personal data of a person to whom is being processed a course endorsement. Then we proceed to issue the acknowledgement of receipt of the course endorsement application, and this occurs in the same way for all the applications requested, please, refer to the section Acknowledgement of receipt of application and the pictures 5.9 Preview screen and acknowledgement of receipt. Picture 5.11 Screen to print again the acknowledgment of receipt in case to be wrong. Once the receipt is printed, the screen has the following aspect: Pag.20

21 When the acknowledgement of receipt is printed, select the button CONTINUE and then will appear the screen with the required documents for a course endorsement application. In this screen to attach documents can be appreciated that all update documents that were attached in another previous applications of the same applicant are forming part of the new Pag.21

22 application that is being created. So, it only will be necessary to attach what is not marked with an arrow. In the same way it can be viewed the document previously attached selecting the images. The process to attach was detailed in section of this users handbook, see the pictures: Picture 5.12 Required documents to attach to the documentation shows the way of how must be attaching the documentation required according to the position applied. Picture 5.13 Screen appearances once required documentation has been completed for the process it shows a hook mark in the right side; this is the way of how it has to be shown in the system in the correct way, if it is not like this, we will not be able to continue. When the necessary documentation of a course endorsement is completed, the screen will appear as below: Picture Screen with complete documentation Pag.22

23 Duplicate application When needing a duplicate, it is recommended to enter it with the application ID of the license or course that requires to be duplicated Biometrics data entry Now we are going to detail the way in which the biometric data (photo and signature) must be captured to the license and course endorsements. It is important to highlight that the Circular DGGM No , that establishes the requirements must be accomplished, of this depends that the request is processed. The photo and signature must be files of high quality. The photo and picture files must be in JPG format and the requirements established are the following: A. Photo specifications: The photo must has been taken under the previously last six (6) months. The size of the head measured from the top, including the hair, until the lowest part of the chin, must be between the 50% and the 69% or approximately the 2/3 of the total length of the photo. For a better reference check the below illustration: The photograph dimensions are 4cm x 4cm, while the minimum resolution is of 600 pixels x 600 pixels (width x height), and the maximum resolution is 1200 pixels x 1200 pixels (width x height). Pag.23

24 The photograph in a white background. The person in an upright and centered position looking at the camera. The face must be totally lit, and with the face or background not shadowed. Ears should be visible. Without turban, cap or hats that cover the hair or hairline, unless it is worn daily for religious reasons. Face should be visible and the head covering garment must not shade it. No glasses or striking accessories (long earrings, hair clips or headbands, elaborate hairstyle, piercings, etc.) Signature specification: Black ink. A minimum resolution of 300 dpi. White background. The next web address is very important because you will be able to see step by step how the biometrics must be captured in the application. Select the file AUTOMATED APPLICATION video 8, or just make click in the following link: When the process ends we proceed to accept the data already obtained, these are the signature, fingerprints and photo for the application performed. This is done by pressing the button END CAPTURE which shows us the results. Pag.24

25 Picture Biometric capture of data entry process ending. When ending this step the request passes to the status PENDING OF ACCEPTANCE OF THE PANAMA CENTRAL OFFICE or CONSULATE, in which the consul accepts or rejects the process to proceed with the payment and issuance of the CT Correction of Requests by the user If the request does not accomplish with the requirements, the user will receive from the Consulate or from the Panama Central Office a rejection of the application, with the purpose that the user make the corrections indicated. To make the corrections the user must select the option APPLICATION SEARCH or CORRECTION OF APPLICATION to make the search by the ID application number and select the process and proceed to make the corrections, see pictures 5.24 and The user will not be able to make corrections in the fields of the first name, second name, last name and birth date. If there are mistakes of capture in these details, the user must request to the correspondent consulate, so the consulate can also request it to the Regional office which it is working to. Fig Pantalla de búsqueda de solicitudes rechazadas por el cónsul. Pag.25

26 Picture Correction of application screen. NOTE: Information personal and date of birth, nationality, changes positions or type of courses endorsement will not be corrected by users or consulates, ONLY OFFICES IN PANAMA Pag.26

27 Picture Data correction screen. Pag.27

28 Picture Correction of deficient documents and button ACCEPT for ending of the correction process Correction of applications because of biometrics When the Consulate considers that the photo and signature do not accomplish with the requirements established, will put the application as deficient because an attached document, even though this could not be the real reason for the rejection, that is why it will indicate additionally in the text that the reason for the deficiency is the no compliance of the standards for biometrics of PHOTO and SIGNATURE. The user must locate the application selecting SEARCH OF APPLICATION or CORRECTION OF APPLICATION, in which will be able to correct the application of deficiencies in the biometrics capture. The corrections because of biometrics must take in consideration all what has been detailed in section CAPTURE OF BIOMETRICS of this handbook. Pag.28

29 Picture 5.28 Screen of biometric data corrections.. Picture 5.29 Screen of Correction of Biometric data. When the deficiency is corrected the Consulate or Regional Office receives the application automatically, if it accomplishes with the requirements of proceeding with the respective authorization. It is important to highlight that each user responsible for the entrance of an application must seek for the compliance of the requirements established for the license or endorsement of documentation of seafarers, because of this depends the effectiveness and efficiency to approve the process. 1. WHERE OR HOW CAN THESE REQUIREMENTS BE OBTAINED? a. What happens if the user does not have a computer with Windows 32 operative Pag.29

30 system? Contact the Computer and Telecommunications Office (OIT) of the Panama Maritime Authority that will the necessary support for the configuration of the equipment. b. How can be obtained the PKI token? To obtain the PKI token is necessary to visit the Panama Maritime Authority office or a Consulate and request for a TOKEN or digital key PKI. c. Where can I obtain a license for fingerprints verification? Does it has an additional cost? Contact the Computer and Telecommunications Office of the Panama Maritime Authority. d. Where can I find a no presential application for processing the biometric data? You can find it in the download center of the web site of the Panama Maritime Authority, then click in DOWNLOAD CENTER or in e. Obtain scanners of minimum resolution of 600dpi. f. Can I use other web navigators different from Internet Explorer? The answer is Yes, but it is necessary to do an additional configuration that is the installation of a component for Firefox and Google Chrome in Pag.30