User Manual Version: 1.0 SKUDv3 Sistem Kawal Urus Dokumen Government of Malaysia Department of Occupational Safety and Health Sistem Kawal Urus Dokumen (SKUDv3) Table of Contents Table of Contents 1.0 Introduction…………………………………………………………………………………………………………………………3 1.1 System Requirement……………………………………………………………………………………………………………4 2.0 Login to Skudv3……………………………………………………………………………………………………………………4 2.1 Registered User………………………………………………………………………………………………………………….5 2.2 First Time Login…………………………………………………………………………………………………………………..5 3.0 4.0 5.0 Email Notification……………………………………………………………………………………………………………….6 Forgot Password………………………………………………………………………………………………………………….7 Apply New Application ............................................................................................................. 9 5.1 Applicant Details Section……………………………………………………………………………………………………10 5.2 Application Letter Section………………………………………………………………………………………………….10 5.3 Select Application Type………………………………………………………………………………………………………13 5.4 Acknowledgment Slip………………………………………………………………………………………………………..19 5.4.1 Re‐print Acknowledgment Slip………………………………………………………………………………20 5.5 Retrieve Online Application Status……………………………………………………………………………………..21 5.6 Retrieve Complete Process Document……………………………………………………………………………….22 5.6.1 5.6.2 5.6.3 6.0 7.0 8.0 9.0 Retrieve Approved Application………………………………………………………………………………22 Retrieve Rejected Application……………………………………………………………………………….25 Retrieve KIV Application………………………………………………………………………………………..27 Archive .................................................................................................................................. .29 My Profile ............................................................................................................................... 29 Payment ................................................................................................................................. 30 Sign Out From System ............................................................................................................ 34 Sistem Kawal Urus Dokumen (SKUDv3) User Manual 1.0 Introduction Sistem Kawal dan Urus Dokumen (SKUD) has been implemented by Seksyen Rekabentuk of Bahagian Keselamatan Industri since year 1999 as a system to facilitate in managing the data, documents as well as workflow process of the design specification approval. The new SKUD V3 system will enhance the current system into the enterprise web based system architecture and capable to support the online submission and approval process. The following is the overview of SKUDv3 online services. Access URL SKUDv3 Online Web Portal Yes New User? Registered New ID No Login to Skudv3 Yes Submit Application? No • Check online application status Online payment Manage My Profile Submit additional document Complete the application letter section Select application type Complete the checklist Upload the attachment required New Application • • • Submit the application Figure 1.0.1 Overview of Skudv3 Online Services Page 3 of 35 This section will describe step by step for user to log in to the system. or later Adobe Reader 6.0 or later Printer to print acknowledgement slip Valid email address to receive email notification All attachment documents must be in PDF format.0 Login to Skudv3 This the main page of the system. 8.0. 2.1 System Requirement • • • • • • Supported Operating System: Microsoft Windows XP or Vista Internet Explorer 7. The following are the system requirements of Skudv3.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 1. Users are encouraged to register with the system for them to access all the services provided. Figure 2.0: Main Page of Skudv3 Page 4 of 35 . Enter your Login ID. Click on the button. Click the Register New ID link.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 2.2 First Time Login 1. Enter the Password. Once done. Please ensure the mandatory required data marked by ‘*’ are filled.1 Registered User 1. 2. Figure 2. Fill in all required information completely. Page 5 of 35 .1. click on registration displayed. My application page will be displayed in workspace tab window. Figure 2.1: Registration Form 3.2.1: Login Section 4. click button and when the confirmation box to submit the button to process the application. 2. 2. 3. The following screen will appear. 2. A new ID will be registered successfully. sign in to your email.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 2.1 Email Message Page 6 of 35 . Figure 3. 5. click on the button. To reset form. 2. The following is the email message that you will receive if you are using MS outlook mail client. 6. 3. System will automatically login the new user ID to SKUD v3 online web portal.0. You will receive the email notification send by Skudv3.0 Email Notification Please ensure you have entered the valid email address in the registration form to perform the email checking feature below. To check email notification message sent by the system. Your new user ID and password will be sent to your registered email. 1.2: Confirmation Box 4. The System will then display the following message: “The password has been sent to you via email” Figure 4. 3.1: Forgot Password 2. The answer must be matched with the answered that you entered during registration. click on Forgot Password hyperlink to recover your password. Figure 4. Your login ID and password will be sent to your registered email. email address and answer of the security question.0.3: Forgot Password Email Notification Page 7 of 35 .0. Figure 4. To recover your password. In left navigation menu.2: Forgot Password Form 4.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 4. Click on button. you should enter your valid login ID.0 Forgot Password Forgot Password is a password retrieval module to allow online Public Users to request for password in the event of they have forgotten the password.0. 1. 0. You should be able to successfully login to Skudv3 Online Web Portal.4: My Application Page 8 of 35 . 6. The following is My Application page that will be displayed upon log in to system. Figure 4. open the Skudv3 Online Web Portal. Next. Please enter your login ID and password that you received via email and click on button.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 5. The new tab New Application page will be displayed.2: Left Navigation Menu 4.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 5. click on Apply New to create new online application submission.1: My Application Inbox 3. Page 9 of 35 .0.0 Apply New Application This section will describe step by steps to create new online application submission. 2. The following My Application screen will be displayed. Figure 5. At the left navigation menu. Figure 5. Login to the system using valid login ID and password. 1.0. 3. Enter date of letter or leave it as default. click on application. icon button to attach softcopy letter to the Figure 5.1. Once done. enter the Applicant Letter Reference No. The applicant’s address details will be displayed.1: Application Letter Page 10 of 35 . Please verify whether the applicant address is correctly displayed. 5. In Applicant Name section. 2.2. click on address detail. icon button to expand the view of applicant Figure 5. In Application Letter section.2 Application Letter Section 1.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 5.1: Applicant Details.1 Applicant Details Section 1. 2. 5. Click on the add files link.2. Figure 5. click on application letter window. Figure 5. Next. The following Upload Application Letter window will be pop up on screen.2: Upload Application Letter Window 4.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 3.2. The following window screen will be displayed. Browse to your PDF application letter document from your local computer. button to close the upload Page 11 of 35 . Your selected application letter document will be displayed in the Upload Application Letter screen.3: Select Application Letter 6. Select the document(s) and click button. 2.5: Successful Attached Application Letter Page 12 of 35 .2. Figure 5. The document files will be attached together with the application.4: Attach Application Letter 7.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5. Your selected Sector type will be displayed in the Sector Type column. 6. If applicable. in Machine column. 5. Click on save link to save the selected application details or cancel to reset the selection.3. The selected Machine type will be displayed and if there is no machine type to be filtered for the application it will be displayed as not applicable (N/A).3 Select Application Type 1. Your selected department will be displayed in Dept column. System will pop up 3 types of department in the list.2: Select Application Type 4.1: Select Department 2. Next. click on Select Application Type drop down menu button. Page 13 of 35 . In the application details section. 3. And you should be able to see the Save/Cancel link is active in checklist column. Figure 5. click on Add link. select the machine type related to the application from the drop down list. Select required department name. 7.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 5. Figure 5. Select the application type.3. 8. Next. click on Sector Type drop down menu as select the required sector type. Next. The checklist of your selected application will be displayed.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5.4: Remove the Application Type 10.3. Remarks: If you have selected the wrong Department or Application type you may click on the Remove button in line. Figure 5.3. you should be able to see the checklist and attachment hyperlink link is active. Please fill in the checklist fields with an appropriate technical data required for your application type.3: Save the Application Details 9. Upon save. Page 14 of 35 . click on the checklist hyperlink to perform checklist data entry. Upon click on save and closed button. Page 15 of 35 . Figure 5.3. system will closed the checklist tab and back to the New Application tab. Click on Insert Attachment hyperlink to attach related documentation required for your application.6: Save and Close Checklist 12.5: Checklist Remarks: Checklist data for Public Applicant is set to be mandatory to fill in.3.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5. 11. Certificate.3.8: Attachment Screen 14.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5. The attachment pop up window will be displayed.7: Insert Attachment 13. Figure 5. Design Calculation and First Schedule of document type. at select file window press and hold down Shift key and select multiple PDF files. Click on add files link according to the document type. To perform the multiple selection of files. Page 16 of 35 . Remarks: System can support to select and upload multiple files in one time.3. Please add minimum one PDF file for each Design Drawing. Select the file that you want to attach. Continue to fill in the information completely in the new application screen. 17. Click on form screen. 19.9: Select Multiple Files to Upload 15. Click button to save the attached files and back to the application button to close the attachment screen. 18. Page 17 of 35 .3. select the file and click on Remove Files link.10: Insert Attachment 16. You should be able to see all the selected PDF file name will be displayed in each of document type box area.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5.3. Figure 5. To remove the file from the attachment list. 21.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 20. 25.11: Submit the application 23. Figure 5.12: Confirmation box 24. Your application will be processed. Click on button if you decide to save the application and plan to continue to complete your application later.3. Figure 5. Page 18 of 35 . Please follow steps 1-18 to add another application type for the same submission. Click on button to submit the application. 22.3. The following confirmation box will be displayed. The following successful notification will be displayed. Click on proceed with the submission or click on button to button to cancel the submission. Figure 5.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5.4.4 Acknowledgment Slip Please bring and attach together the acknowledgement slip for your hardcopy submission at JKKP counter. The Printer Setup window will be pop up for you to select and configure the printer setting. The following acknowledgment slip will be displayed. Please print the acknowledgment slip by clicking the button.13: Notification Message 5. Page 19 of 35 . Click on icon button to print the acknowledgment slip.3.1: Acknowledgment Slip 2. 1. You should be able to see the Application Reference ID will be displayed as the page tab name. 3. The selected Application Task will be launched successfully in new page tab.4.4.1: Application Task 4.1. Page 20 of 35 . The acknowledgement slip will be launched in new page tab. Close the slip tab. 5. 2. click any one of the application task from the list to view details. You will see your application status submission. Close the successful submission page. 4. At My Application. Figure 5. Figure 5.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 3.2: Application Status 5. button to view the previous 5. click on button to refresh the list.1 Reprint Acknowledgment Slip 1.4. Click on Re-Print Acknowledgement Slip acknowledgement slip generated by system. At My Application tab. 2. 7.5 Retrieve Online Application Status By default. Figure 5. On My Application page tab. The Printer Setup window will be pop up for you to select and configure the printer setting. click Refresh button to refresh your online submission status. once applicant login to SKUD v3 they can view the current status of his/her submitted application in My Application tab.1: Application Status Page 21 of 35 . The latest status of your application can be seen in Status column.4. 5.1. Click on icon button to print the acknowledgment slip. 1. Any updates to the application status will be sent to applicant via email as well.5.2: Acknowledgment Slip 6.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5. 1: My Application Page 2. Page 22 of 35 . The application is not complete.1. KIV Approved. Result of your application.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 3. Status will be displayed based on the following conditions: No.1 Retrieve Approved Application 1. Figure 5. payment Waiting Figure 5. for Waiting for your payment. select and click on any Application Approved item which you can see it at the status column. The application is in process. 2 3 In Process Pending 4 5 Approved. Reject.2: Status Description 5. Applicant is required to submit required document to JKKP. The Approved Application tab page will be displayed.6 Retrieve Complete Process Document 5.5. On My Application page tab.6.6. 1 Status Not Submitted Description The application was saved and has not been submit. 1. The File download window will be displayed. Download File Page will display the list of approved documentation sent by JKKP. 4.6. Figure 5. Letter File name.pdf to view the approved letter. Click on the File Name for example.6. Figure 5.2: Application Approved 3.3: Approved Documentation 5. Click on file button.1.1.6.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5.4: File Download Page 23 of 35 . 6. Next.1.6.5: Open File Download 11. Figure 5. Page 24 of 35 . Figure 5.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 7. 12. click on Design drawing. 8. You should be able to see the approved signed letter by JKKP. Click on button to view the approved design drawing document. 10. Close Adobe application window.6. You should be able to see the drawing document and the endorsed digital stamping is attached at right corner of the document. Click on button to view the letter content.1.5: View Approved Letter 9.pdf document from the File download page. 6. click on Rejected application status application. Figure 5. Close Adobe Application window. Click on file button. In My Application page.2 Retrieve Rejected Application 1. at the Download File page. 14. The Rejected Application page tab will be displayed.1. Figure 5. Page 25 of 35 .6.6.6.1: My Application Status 2.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5. Click on be closed.2.2. The Download File page pop up will 5.6: View Approved Design Drawing 13.2: Rejected Application 3. Figure 5. 6.2. Click on button to view the Reject Letter.6.2.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 4. Click on Rejected Letter.2. Figure 5. pdf document.6. The download File Page will be displayed.3: Download File Page 5. You should be able to see the Sign Rejected Letter sent by JKKP.4: Open File Download 7.6. 8. Close Adobe Acrobat application window.5: Rejected Letter 9. Page 26 of 35 . Figure 5. The Download File window will be displayed. 6.pdf document. Click on KIV Letter file name. The Download File window will be displayed.2: KIV application 3. Page 27 of 35 . Figure 5. Click on button. In My Application page.6.1: KIV application status 2. Figure 5.6. click on KIV application. The download File Page will be displayed.3 Retrieve KIV Application 1. Figure 5.3.3: Download File page 5.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 5.6. 4.6.3. The KIV Application page tab will be displayed.3. 5: View KIV Letter 9.6. Close Adobe Acrobat application window.3. Figure 5. Page 28 of 35 . Click on Button to view the KIV letter.4: Download File window 7. You should be able to see the Sign KIV Letter sent by JKKP.3. 8.6.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 5. 0 Archive 1.0. 1.1: Navigation Menu 7.0 My Profile My profile is a place for online public user to maintain and update their profile information which they have entered during the online public user registration. Figure 6. The User Profile tab page will be display in workspace area.0. 2. In the Navigation menu. Click on the Archive link at navigation panel under My Application Menu.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 6. click on My Profile to update your profile information. It contains the current information of applicant’s profile. Figure 6. Page 29 of 35 .1: My Profile 2. Your approved application will be removed to archive section after 3 months from the approved date. Perform any modification to the profile data. Sistem Kawal Urus Dokumen (SKUDv3) User Manual 3. you were need to make a payment to JKKP by using credit card. Page 30 of 35 .0 Payment In My Application page.1: Navigation Menu 2. click on the Payment hyperlink. 1. cheque or pay cash at JKKP counter. This section will describe step by steps to make online payment.0. To verify whether changes applied is saved. The payment tab will be displayed in the workspace area. 4. Figure 8. click on My Profile again and view the modification that have been made. In the navigation menu. Once done.2: Save My Profile 8. click on save and close button to save.0. if the status of your application is ‘Application Approved-Waiting for payment’. Figure 6. 0. Page 31 of 35 .2: Waiting for payment 3. Select the application that you wish to make a payment. The payment screen will be displayed.0.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 8. Figure 8. On the mode of payment. Then. click on the Payment button. select the Method of Payment.3: Select Application to make payment 4. Fill in the required information completely.Sistem Kawal Urus Dokumen (SKUDv3) User Manual Figure 8.0.4: Select Method of Payment 5.6: Confirmation Box Page 32 of 35 . Figure 8. Figure 8. Next. Click on proceed with the payment or click on button to button to cancel the payment.5: Make Payment 7.0. The following confirmation box will be displayed. click on the Make Payment hyperlink.0. 6. the Official Receipt page will be displayed. Click on to print the applicant receipt.0. Page 33 of 35 .7: Official Receipt 9. If the payment transaction is successful.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 8. Figure 8. 0.Sistem Kawal Urus Dokumen (SKUDv3) User Manual 9. Page 34 of 35 . Figure 8. Click on the ‘Sign Out’ link on the top of the page and next to your name. 1.0 Sign Out From System Perform the following actions to sign out of Skudv3. You will successfully log off form the system and SKUD v3 login page will be displayed.1: Sign Out 2. Sistem Kawal Urus Dokumen (SKUDv3) User Manual Page 35 of 35 .