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Annex 1.C - Information and Communication Technology Agency of

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1. From Date selection To Date selection Clearance Status Pending Cleared by PHQ Due Course Blacklist Rejected Express Issue Green Channel Name Issue Drop down Cleared Issued selection Application Reference No Text Review Application Should toggle to cancel button when Select button selected Application Date Display only Date Application Reference No Display only Text NIC No Display only Text Passport No Display only Text Name Display only Text Police Display only Text CID Display Icon TID Display Icon SIS Display Icon NIC Display Icon Immigration Display Icon Adverse Records Comments Link Name Issue Link NIC PPT Birth certificate SLBFE Link Letter of Reference Image Docx PDF Upto 4 files Clearance Status Pending Cleared by PHQ Due Course Blacklist Rejected Express Issue Green Channel Name Issue Drop down Cleared Issued selection Drop down Document Type Certificate Letter selection Print Preview Certificate 2 separate links OIC Approved Y N Radio ASP Approved Y N Radio DIG Approved Y N Radio DHA Signed Y N Radio Certificate Serial Display Only Enter Reg Post Text Print Check Box Add Comment Version 1 2 DC 02 Page 55 eServices for Sri Lanka Police Headquarters Software Requirements Specification Only for green Recommended Officer Text chan
2. POLICE CLEARANCE CERTIFICATE Director Headquarters Administration Your Ref Non Police Headquarters Colombo 01 Ay Al E This is to certify that the under mentioned person have been resident in my Police area and have not been involved in any criminal activities and not come to the adverse notice of the Police during his her stay in my Police area HOI OIC Police Station Figure 21 Police Clearance Form Version 1 2 DC 02 Page 53 eServices for Sri Lanka Police Headguarters Software Requirements Specification Clearance Reports From Label Figure 22 Clearance Report for Other Departments Police Clearance Certificate P O Box Na Application Reference No Telephone DD MM YYYY POLICE HEADQUARTERS COLOMBO 1 SRI LANKA Police Clearance Certificate lt Embassy Address Address to Ambassador gt This is to certify that lt Applicant s full name gt National Identity card number lt NICH gt Address lt Address of applicant gt has not come to the adverse notice of the Sri Lanka Police during the period from lt requested period gt according to available records For DHA Signature Inspector General of Police P H Q xxxxxx Version 1 2 DC 02 Page 54 eServices for Sri Lanka Police Headguarters Software Requirements Specification Figure 23 Clearance Certificate Template 2 3 6 3 Data Fields Certificate Issuance
3. Annex 1 C Software Requirement Specification eServices for Sri Lanka Police Headquarters Information and Communication Technology Agency of Sri Lanka eServices for Sri Lanka Police Headquarters Software Requirements Specification DOCUMENT RELEASE NOTICE Document Title Software Requirement Specification Implementation of eServices for Sri Lanka Police Headquarters Release Number 1 2 Date of Release 10 February 2015 Author s Arunya Sabaranjan Date 9 February 2015 Reviewer s Ashini Perera Date 10 February 2015 Approved by Version 1 2 DC 02 Page 2 eServices for Sri Lanka Police Headquarters Software Requirements Specification REVISION HISTORY Document No 1 2 Document Title Software Requirement Specification Implementation of eServices at Sri Lanka Police Headquarters Revision Issue Date Change Details Approved by Number 28 11 2014 Initial document 1 1 12 12 2014 Updates have been made to the following sections Ashinie Perera 1 Use case 2 2 1 Added enabled fields when reapplying 2 2 1 1 Main flow 1 Changes to how the user is determined 2 2 1 1 Main flow New Application 4 Added new section for a questionnaire to determine the citizenship and age related conditions 2 2 1 1 Main flow 9 Referred by SLBFE and reference letter 2 2 1 1 Main flow 12 A re application can be submitted only within 1 year from the issued date of the last certificate 2
4. 2 3 4 2 Wireframe changes with additional requirements 4 Use Case 2 3 5 1 Update Clearance 2 3 5 1 Business Rule 5 NIC and Immigration department should select if the adverse is a name issue or other issue 2 3 5 1 Business Rule 6 Police stations can request to change the police area 2 3 5 1 Main flow 6 Incorrect Police Location and Address maybe updated by the Police Station and confirmed by PHQ Email and SMS alert will be sent to the applicant 2 3 5 1 Main flow 7 For incorrect residence periods PHQ may inform the applicant through email and SMS with a 14 day time limit and update the changes in the system 2 3 5 2 Wireframe changes with additional requirements 2 3 5 3 Changes to the data table 5 Use Case 2 3 6 Certificate Issuance 2 3 6 Overall workflow for certificate issuance 2 3 6 1 Business Rules 3 Action history must be displayed when the application is viewed 2 3 6 1 Business Rules 4 There will be two types of checking officers Checking Officer Adverse and Checking Officer No Adverse Checking Officer No Adverse cannot view the adverse comments or take actions for applicants with adverse records Checking Officer Adverse can view applicants with adverse records only Name Issue Updates on handling Name Issue 2 3 6 1 Business Rule 5 Addition Certificate Letter serial number will be generated by the system 2 3 6 1 Business Rule Removed Filter option Clearance Status
5. BAR code will be generated according to NIC Passport Certificate Number Invert number shall be printed as Your Reference Number for applications from the foreign ministry The delivery type code shall be printed in the certificated in small font 6 Only DHA can take action for applicants with adverse records The document types for these applicants could be a letter or a certificate with additional comments 7 The letter content must be approved by the DIG 8 The adverse records of the applicant can be viewed only by the following users DIG DHA ASP OIC Checking Officer Adverse g Address refers to Present Address in Sri Lanka 1 Applications that are still in process certificate not issued but has passed the verification stage shall be displayed 2 An approval workflow is carried out before the certificate is issued The order of the approval process is described below for both applicants with adverse and applicants with no adverse separately Applicants with no adverse Current or History L Application should have passed all the clearance steps from CID TID SIS NIC Immigration and all relevant police stations with no adverse records History adverse is searched by the NIC and Passport Number separately II Ifan applicant has not been cleared due to Name issue by NIC or Immigration Department System allows Department user to send an email requesting revised NIC and to update new
6. Drop down ats Address Text Drop down ste From Text Drop down tes To Text Comment Text Preprinted and Email Content Text editable Update Clearance from police stations Application Date Display only Text Application Reference No Display only Text Name Display only Text NIC No Display only Text Passport No Display only Text Version 1 2 DC 02 Page 46 eServices for Sri Lanka Police Headquarters Software Requirements Specification Should toggle to cancel button Select button when selected Stay In SL Link Police Station Display only Text Message from Headquarters Message Text Sent by Text Current date should be displayed as default but user should be able to Sent Date Date selection edit Received by Text Response from Police stations Response Text Sent By Text Current date should be displayed as default but user should be able to Sent Date Date selection edit Sent to Text Cleared Yes No Radio button Comments Text Table 9 Data Fields for Update Clearance Version 1 2 DC 02 Page 47 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 6 Certificate Issuance When external clearance is received the process followed by PHQ to issue a certificate to an applicant with no adverse records is different to the process follow
7. eServices for Sri Lanka Police Headquarters Software Requirements Specification Accept Check box Message from PHQ Display Only Text Date of Birth Display Only Date Accept Check box Message from PHQ Display Only Text Comment Text Table 8 Data Fields for Review and Update Revisions Version 1 2 DC 02 Page 40 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 5 Update Clearance 2 3 5 1 Use Case Update Clearance Update Clearance 09 Police Police Headquarters User Stations CID TID SIS NIC Immigration The system sends applicant details to all the relevant departments from which clearance is obtained for the person The system facilitated this through an independent interface given to each of those departments The police headquarters officers can also access these interfaces in order to update the clearance statuses of citizens until the online procedure is fully rolled out and updated by the relevant departments 1 1 Interface shall be customised for each of the department namely Police Stations CID TID SIS NIC Immigration 2 User has to be logged in with a relevant external department user account Even the PHQ officers who are responsible on updating manually received clearance requires to login with an account created for the relevant department 3 2 Review Status of the applicat
8. number of applications that are reviewed but pending response from applicants III Revision updates pending number of applications at the revised stage that are pending review of the revisions IV External clearance pending number of applications that are pending Version 1 2 DC 02 Page 29 eServices for Sri Lanka Police Headquarters Software Requirements Specification clearance from CID TID SIS NIC and Immigration V Police clearance pending number of applications that have not yet received the police clearance VI Certificate checking pending number of applications that are pending at the checking officer VII OIC Approval pending number of applications that are pending approval with OIC VIII ASP Approval pending number of applications that are pending approval with ASP IX Certificate printing pending number of applications that are cleared and not printed X Certificates to be posted number of applications printed but registered post number not updated 1 User enters an incorrect username password Error message should be displayed stating Please enter Username and Password correctly 2 User enters a suspended username Error message should be displayed stating Entered username has been suspended 3 User enters an incorrect email format Error message should be displayed stating Please enter email correctly 4 User enters incorrect text verification Error
9. 1 The user should select an application for processing User will not be able to perform any activities if another user is working on the same application 2 The department user clicks on view on the revisions column on the application verification screen 3 System should display the Request for updates Department as a popup This should include the updates with the comment sent by the applicant and the respective messages sent by the department user at the time when the request for clarifications is placed 4 User may select the changes that are accepted by clicking on the relevant check box 5 PHQ user will be given edit functionality to fields NIC Passport Name and Date of birth in case additional clarifications are required after updates are made using Request for updates functionality 6 When the user checks a checkbox and clicks submit system should replace the respective field of the particular application with the updated value and close the popup The system should also keep history of the data on the field before the update took place 7 The department user can now set the Review Status from Revised to Verified or Rejected based on the reply from the applicant Status change will be applied on click of the Save button 1 The User does not accept all the changes from the applicant and clicks submit Warning message should be displayed stating You have not accepted all the changes f
10. 2 1 2 Wireframe changes with additional requirements 2 2 1 3 Changes to the data table New Were you a citizen of Sri Lanka Date citizenship received from another country Applicant s name in full as in the NIC Passport Issued Date Mode of payment Only for manual submissions and related fields Upload Birth certificate Referred by SLBFE and reference letter Removed Country Residence details of applicant s spouse Updates Applicant s name in full Reference High commission Address of the High commission Country code selection added to Mobile Number Applicant s name in full as in the passport is editable for Foreign Applicants 2 Use Case 2 3 2 2 3 2 1 Main flow 7 Added color red to highlight blacklisted 3 Use Case 2 3 5 2 3 5 1 Main Flow 6 Police station and address can be changed by the PHQ user 2 3 5 1 Main flow 5 has been removed Comment box should be enabled only if updates have been made to Cleared 2 3 5 1 Main flow Update Clearance removed integration with the NIC and Immigration Version 1 2 DC 02 Page 3 eServices for Sri Lanka Police Headquarters Software Requirements Specification department Only the NIC Passport copy shall be displayed for review 4 Use Case 2 3 6 2 3 6 1 Business Rule 3 DHA signed will be updated by DHA user 2 3 6 1 Business Rule 4 Certificate Printing 2 3 6 1 Business Rule 5 Certificate Issuance Filter option Clearance
11. Function Point SUMIMALY ENEE 68 Table 47 Unadjusted FP NC ER EE EE N 70 Table AG TERE EE RUDE ARLS RSA EMEA GE RE ee EE 71 Table dot EIPS ed eb ee ie ee ee ie n Ge ao ee eee is DR E ees 79 Table 20 OER EE EEN EE N EE N ON OE ee 73 de GEE OS N OE EE OT EE N EE N N EE ee 74 Table aa POS narar a ER Ee ee EE ae Ee ee ee EE be n ee rere R 74 Table 23 Value Adjustment Factor esse sesse see see ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 76 Table 24 Acceptance Criterid iese es es ee gs eg que ee se see ede gs ss se 79 Version 1 2 DC 02 Page 9 eServices for Sri Lanka Police Headquarters Software Requirements Specification Glossary CSS DAO SLP PHQ ICTA HTTP HTTPS IE SMS UI NIC PPT CID TID SIS DOI RPD SLBFE Cascading Style Sheets Data Access Object Sri Lanka Police Police Headquarters Information and Communication Technology Agency Hypertext Transfer Protocol Hypertext Transfer Protocol Secure Internet Explorer Short Message Service User Interface National Identity Card Passport Number Criminal Investigation Department Terrorist Investigation Department State Intelligence Service Department of Immigration and Emigration Department of Registration of Persons Sri Lanka Foreign Employment Bureau Version 1 2 DC 02 Page 10 eServices for Sri Lanka Police Headquarters Software Requirements Specification 1 Introduction Sri Lanka Police the civilian national police force
12. ICTA SLP shall have necessary infrastructure computers printers network etc and connectivity at the head office application counter and police stations to connect to the application SLP shall take necessary actions to inform all the relevant external departments and police stations to rollout the online clearance process SLP shall appoint users and assign responsibilities Department level administrator is required to maintain accessibility and other administrative functions related to the SLP department eServices SLP shall provide all the necessary master data police stations confirmed charges etc prior to the rollout of the system SLP needs to communicate to the citizens regarding the new process of applying for clearance certificates SLP is aware that all email and sms communications with applicants shall be made with the contact information available in the application form Applicant detail shall be maintained with each application and common profiles shall not be created However the history of a person can be tracked through the NIC Passport SLP and ICTA shall improve the awareness of the citizens on the availability of the eServices and take necessary action to improve the usage All relevant charges should be informed through such promoting activities SLP is aware that the cost of SMSs being sent as an output of certain eServices has to be borne by the Department Version 1 2 DC 02 Page 78 eServices for Sri
13. Lanka Police Headquarters Software Requirements Specification 6 Acceptance Criteria for Deliverables All documents delivered shall only be subjected to two review cycles prior to acceptance Deliverable Expected Expected Remarks Delivery Date Acceptance Date eService Implementation 28 11 2014 8 12 2014 Proposal eServices Design Document 28 11 2014 8 12 2014 Release Management Plan 28 11 2014 8 12 2014 Administration Manual User Acceptance Test Operational Acceptance Table 24 Acceptance Criteria Version 1 2 DC 02 Page 79
14. Status is only available for checking officer 2 3 6 1 Main flow 2 ID Name in NIC and NIC copy can be changed by a PHQ user 2 3 6 1 Main flow 2 XI Clearance Status workflow order has been defined 2 3 6 2 Wireframe has changed accordingly 5 Use Case 2 3 10 New function to update master files 10 02 2015 1 Use Case 2 2 1 Online application Ashinie Perera submissions 2 2 11 Main flow 10 SLBFE referred applications should be automatically marked for delivery type 2 2 2 1 Main flow 17 Manual Application Submission Delivery type must be selected to be printed on the certificate to aid at the time of delivery Invert number of the foreign ministry should be captured and printed on certificate as Your reference No 2 2 1 2 Wireframe changes with additional requirements 2 2 1 3 Changes to the data table 2 Use Case 2 2 2 Request for updates 2 2 2 1 Business Rule 2 Applicant can submit the detail for the requested data as well as for the other additional fields available 3 Use Case 2 3 4 1 Review amp Update Revisions 2 3 4 1 Business Rule 4 Edit functionality to fields NIC Passport Name and Date of birth in case additional changes are to be made by PHQ 2 3 4 1 Business Rule 4 Main Flow 5 User can submit edit data sent by the Version 1 2 DC 02 Page 4 eServices for Sri Lanka Police Headquarters Software Requirements Specification applicant if necessary
15. address period as lt insert the details provided by the applicant gt for your application with reference no lt insert application ref no gt You are required to be present at the Police Headquarters on lt insert date and time gt to make the corrections to your application Please be informed that this will also cause a delay in processing your application The Police Headquarters SMS Content Police Clearance You have incorrectly provided your address period of stay Please check your email for more information PHQ Version 1 2 DC 02 Page 43 eServices for Sri Lanka Police Headquarters Software Requirements Specification 2 3 5 2 Wireframe Update Clearance Review Application External From To LB Reference NIC a PPT EER N EN eek For NIC amp Immigration eg For Police Stations respectively Select Application Date Reference NIC No Passport No Name Address Police Mesages StayinSL Attachments Comment Cleared B Update View ANC rem Commen OvOn Figure 15 Update Clearance External Interface View Stay in SL and Place for Clearance Period Figure 16 View stay in SL Only for NIC amp immigration Add Comment Name Issue Other Issue Please add a comment for your action Figure 17 Add Comment Version 1 2 DC 02 Page 44 eService
16. esse esse ee ee ee AA ee iiini ee ee ee ee 71 3 2 3 External Interface Files EIFS EEN 79 EEND ci EDE DIE HIS RE ORE EE OE Eai 73 32 5 ExternalOutputs EOS sissies esse se ees Es Ge a sd Fe Be ses gese Fe SeSe Fa gese 74 3 2 6 External Queries POs EN 74 3 2 7 Value Adjustment Factor DNA 75 4 e Services Implementation Plan see ssss esse ee see es Ge RRE Ge Ge Ge Ge Ge ee Ge GE GE Ge Ge ee 77 5 Operational and Back Office Support Requirements from PHQ and ICTA 78 6 Acceptance Criteria for Deliverables sesse ss sesse ss ee ee Ge GE Ee Se GE Ge GE Ge Ge Ge ee 79 Version 1 2 DC 02 Page 7 eServices for Sri Lanka Police Headquarters Software Requirements Specification Table of Figures Figure 1 PHQ Clearance eServices Overview e ese ese ee ee ee ee Ge Re ee ee Re ee ee ee ee ee ee ee 12 Figure 2 Online Application sccsccscssssosssssncessrecssncenstsscsossocessesessossacssatonssoseastsssosoosensessoosenesesesees 17 Figure 3 Payment Confirmation EEN 17 Figure 4 Payment ReceipE issie Se MEE ESE KEES GEEN Ee sd Ke GEEN eg GES Sk Ge ee Reg eb ee ee Se bee es 18 Figure 5 Request for Updates sesse ses ee see ee ae Ee Ge ae Ee Ge ee ed ee ee Re ge Ee Ge ae ee Ge Re ge Ge ee ee ge ee 24 Figure 6 Application Status Check esse ese se ee ee ee ee ee ee ee ee ee ee ee ee Re ee ee ee ee 26 Pig re7 Verify Certificate sessies bes Gere Res ER Seg SE ge ee Ee seg SE Ge DEd SERS Gee E
17. in SL Update Police Messages Application Date Ref no ma Name o rc No ma Passport No Message From Head Quarters Response From Palice Station Select Stay in SL Police Station Message Sent by Sent Date Received by Response Sent by Seng Date Sent to Cleared Comments Save View O On O On O Ou Figure 19 Update Police Messages Version 1 2 DC 02 Page 45 eServices for Sri Lanka Police Headquarters Software Requirements Specification 2 3 5 3 Data Fields Update Clearance Review Application External From Date selection To Date selection Application Reference No Text NIC No Text Passport No Text Should toggle to cancel button Select button when selected Application Date Display only Date Application Reference No Display only Text NIC No Display only Text Passport No Display only Text Name Display only Text Address Display only Text Police Messages Link Stay In SL Link Link Attachments Image Docx PDF 2 files Only for NIC and Name Issue Other Issue Radio button Immigration Comment Text Cleared Yes No Radio button Stay in SL Police Area Display only Text Address Display only Text From Display only Date To Display only Date Edit Stay in SL Police Area Text
18. 02 Page 73 eServices for Sri Lanka Police Headquarters Software Requirements Specification 3 2 5 List of Outputs Department Home Page Summary 3 2 6 List of Queries Application Status Check Valid Certificate Identification Application Details Report Payment confirmation Daily Transaction Report Blacklist Certificate Police Forms Clearance Reports Verify NIC Verify PPT Summary External Outputs EOs ser eer Complexity 1 12 2 o 1 o Application Processing Certificate Details SS Table 21 EOs External Queries EQs Input Side OutputSide Cmpleiy o of ae Cmplxty of ao Cmplxty Low Average High Notes and EER sao ET GE EE Ps 1 tw ae 1 Low 1 o o m m st AA N J o a a __ Low OW BEES SEET a o ee 2 EI E details RPD Application details mee Table 22 EQs BEE tt le o H ala Al Version 1 2 DC 02 Page 74 eServices for Sri Lanka Police Headquarters Software Requirements Specification 2 2 7 Value Adjustment Factor VAF General Systems Degree Description Characteristics of Influence Data Communications Application includes online data collection or TP teleprocessing front end to a batch process or query system Distributed processing and data transfer are online and in both directions Distributed Processing IIn addition stated user performance requirements are stringent enough to require
19. 28 14 1 day Thu 11 27 14Thu 11 27 14 3 days Mon 12 1 14 Wed 12 3 14 2 days Thu 12 4 14 Fri 12 5 14 1 day Mon 12 8 14Mon 12 8 14 30 days Wed 11 19 1Tue 12 30 14 3 days Wed 11 19 1Fi 11 71 14 3days Wed 11 19 1F 11 21 14 18 daysMon 11 24 1 Wed 12 17 14 18 daysMon 12 1 14 Wed 12 24 14 1 day Mon12 22 1 Mon 12 22 14 7 days Fri 12 19 14 Mon 12 29 14 2 days Mon 12 29 1 Tue 12 30 14 1 day Tue 12 30 14Tue 12 30 14 10 days Mon 12 22 14 1 2 15 2 days Mon 12 22 1 Tue 12 23 14 2 days Mon 12 22 1 Tue 12 23 14 1day Tue 12 30 14Tue 12 30 14 3 days Mon 12 29 1 Wed 12 31 14 3 days Mon 12 29 1 Wed 12 31 14 3 days Mon 12 29 1 Wed 12 31 14 3 days Mon 12 29 1 Wed 12 31 14 3 days Mon 12 29 1 Wed 12 31 14 1day Fi1215 Ri1 215 1day Wed 12 31 1Wed 12 31 14 1 day Wed 12 31 1 Wed 12 31 14 1 day Wed 12 31 1 Wed 12 31 14 NIE Al THEO Ecg mm q Pe Ds in LLL SLP_eServices Development Plan Vi Figure 28 eService Implementation Plan Version 1 2 DC 02 Page 77 eServices for Sri Lanka Police Headquarters Software Requirements Specification 5 Operational and Back Office Support Requirements from PHO and ICTA 10 SLP to take necessary actions on regularizing the new process of online applications for Police Clearance Report before the eService is implemented SLP and all the police stations need an internet connection to connect to the web application hosted in the Lanka Government Network LGN of
20. Figure 28 eService Implementation Plan ee ee ee ee ee ee Re ee ee ee ee ee ee ee ee ee ee 77 Version 1 2 DC 02 Page 8 eServices for Sri Lanka Police Headquarters Software Requirements Specification Table of Tables Table EE 11 Table 2 Data Fields for Online Applticeaton ENEE 22 Table 3 Data Fields for Request for Updates Ee ee ee ee ee Ee ee ee ee ee ee ee ee 24 Table 4 Data Fields for Application Status Check ee ee ee ee ee ee ee ee ee ee ee ee 26 Table 5 Data Fields for Clearance Certificate Verification esse sesse esse ee RR RA RA Re Re 28 Table 6 Data Fields for Application Verification ENEE 35 Table 7 Data Fields for Request Clarifications seeseeseeseeeeeeereereeresreeresresrsseeerssresrssresresrssessreeresresrsees 37 Table 8 Data Fields for Review and Update Revisions EEN 40 Table 9 Data Fields for Update Clearance rr rrerreerreeeeeeeeaaeranereneraneraneraneraneranerana 47 Table 10 Data Fields for Certificate Iesuance 56 Table 11 Data Fields for Blacklist een 58 Table 12 Data Fields for Daily Transaction Report esse ese esse ee ese ese ee ee ee Re ee ee ee ee ee ee ee 61 Table 13 Data Fields for Application Detail Report esse sesse ese ese ese ee ee ee ee Re ee ee ee ee ee ee ee 63 Table14 Master ds N OO N N OE OE N N EE EE E 66 Table 15 Performance Requirements iese sesse se ee AA AA AA ee ee AA ee ee 67 Table 16
21. Lankans migrated and has obtained citizenship in another country if migrated after reaching age 18 must provide the NIC number But the NIC copy is not necessary Passport is mandatory if migrated before reaching age 18 should only provide the Passport number and the copy ili Foreigners must provide the Passport number and the copy Last visa detail shall be obtained through a web service from immigration department 5 The name of the applicant as in Passport shall be retrieved for the given passport number through a web service from the system at immigration department User is not allowed to change the name and the field will be disabled However for Foreign Users this field should be editable as it cannot be captured Name of the NIC also shall be captured and this can be different to the name provided in the passport applicable only to Sri Lankan citizens 6 User is required to retype NIC PPT Mobile 4 and email addresses to ensure correct data entry 7 Date of birth is matched against the age in years to avoid mistakes 8 Attachments have to be in the format of image files pdf or MSWord File size shall be limited to xx KB g If the applicant is referred through the Sri Lanka Foreign Employment Bureau then the applicant must submit the reference letter from SLBFE 10 SLBFE referred applications should be automatically marked for delivery type 11 When User enters past residence details the table should allow multiple en
22. NIC number and copy When the updates are received by the PHQ the checking officer is allowed to change the Name as in NIC and upload the new NIC copy if relevant using the Name Issue option PHQ should receive update from the NIC department as well HI After Name Issue Update Checking officer No Adverse will mark the clearance status as Name Issue Cleared At this point the new details of the applicant should be resent to all the departments despite receiving clearance from any of the departments IV Applications that come through the Re apply function will be marked as Express Issue Checking Officer No adverse can set the clearance status as Issued for these applications and Issue the certificate However even after the certificate has been issued clearance must be received from all the departments V When ASP marks an application as Green Channel the recommended officer s detail must be filled in the comment pop up and the recommendation letter should be uploaded Only applicants with no history adverse can be marked as Green Channel by ASP Clearance must be received from all the departments Version 1 2 DC 02 Page 50 eServices for Sri Lanka Police Headquarters VII VIII IX l ii iii iv even after the certificate is issued Applications that are marked as Issued will be forwarded to the approval of OIC If OIC approval is N then the co
23. Report Version 1 2 DC 02 Page 61 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 9 Application Details Report 2 3 9 1 Use Case Application Details Report 13 Application Details Report Department User PHQ users will be able to view application details for reference purposes 1 User should have a valid login to the department application and should have given access to the screen and relevant actions 1 The report can be extracted for a particular date date range one or all reference numbers one or all application statuses one or all NIC one or all PPT and one or all countries 2 Address refers to Present Address in Sri Lanka 3 Mode refers to Online Manual 1 By default data for the current date should be displayed for From and To 2 Records should be displayed based on the date in descending order latest on top 3 User should be able to filter data from period reference number application status NIC PPT and country 4 User should be able to print or export data to excel based on the selected criteria N A Version 1 2 DC 02 Page 62 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 9 2 Wireframe Application Details Report Application Details Report Label ei To Label es Reference No Label Application Status laser D I NIC No La
24. Revised Verified Request clarification Request manual Drop down resubmission Reject selection Stay in SL Police Area Display only Text Address Display only Text Display only From Date selection Display only To Date selection Table 6 Data Fields for Application Verification Version 1 2 DC 02 Page 35 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 3 Request Clarifications 2 3 3 1 Use Case Request Clarifications Request Clarifications Applicant Department user The functionality allows the department user to request clarifications on name and or date of birth of the applicant and re send NIC and or passport copy if the attachments are not clear 1 The department user has reviewed the application and decides to clarify Name Date of Birth NIC copy and or Passport copy 2 The logged in user should have access to perform this function 1 Request Clarification functionality can be used for a particular application only once 2 Only Name Date of birth NIC and Passport can be resent 3 The department user can request clarification on all or one of the fields mentioned in Business rule 2 at once 1 System displays the Request Clarification popup when the user selects Request Clarification from the status dropdown on Application Verification interface 2 When the user selects any one of the che
25. a Fields Blacklist NIC No Text Passport No Text Application Reference No Display only Text NIC No Display only Text Passport No Display only Text Name Display only Text Address Display only Text Telephone No Display only Text Blacklisted Date Display only Date Time Comment Display only Text Table 11 Data Fields for Blacklist Version 1 2 DC 02 Page 58 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 8 Daily Transaction Report 2 3 8 1 Use Case Daily Transaction Report 12 Display payment transaction details Department User PHQ users will be able to view payment transaction details for daily reconciliation purposes 1 User should have a valid login to the department application and should have given access to the screen and relevant actions 1 The report can be extracted for a particular date date range one or all application statuses one or all Mode of Submission 2 Mode refers to Online Manual 1 By default data for the current date should be displayed for From and To 2 Records should be displayed based on the date in descending order latest on top 3 User should be able to filter data from period application status and mode of submission 4 Convenience fee shall be applicable only for online transactions 5 Total of the payments and convenience fee should be disp
26. ad Only Pending Due Course Green Channel Issued Name Issue Print Pre view Certificate Letter Adverse Records Comments OIC Clearance Status read only Issued Express Issue Due course OIC Approved ASP Approved Read Only Only for applicants with Adverse Adverse History Comments ASP Clearance Status Editable Green Channel Read Only Due Course Issued Express Issue OIC Approved read only ASP Approved DIG Approved Read Only Only for letter issues Adverse Records Comments DHA Clearance Status Editable Cleared by PHQ Due Course Blacklist Rejected Issued Read only Pending Express Issue Green Channel Name Issue Cleared OIC approved read only ASP Approved read only DIG Approved read only DHA Signed Adverse Records Comments DIG Adverse Records Comments DIG approved Name Issue read only Version 1 2 DC 02 Page 49 eServices for Sri Lanka Police Headquarters Software Requirements Specification Adverse History Read only All comments Posting Officer Reg Post Print Address Post List 5 Certificate can be printed re printed till the application is marked as signed by DHA Number of prints and the user shall be logged in the system Certificate should be printed in the given template Certificate Letter serial number will be generated by the system Name will be as on NIC For foreign Applicants name will be as on Passport
27. ance Certificate Number NIC and PPT 2 System validates whether the combination is valid and displays message The entered detail relates to a valid certificate issued by Sri Lanka Police 1 User enters the Clearance Certificate Number NIC and PPT System validates that the combination is invalid Error message should be displayed No valid certificate record is found for the detail you entered 2 2 4 2 Wireframe Clearance Certificate Verification Clearance Certificate Verification Please enter the clearance certificate number NIC and PPT to verify details ce leen certificates Version 1 2 DC 02 Page 27 eServices for Sri Lanka Police Headguarters Software Requirements Specification Clearance Certificate Verification The entered certificate number is valid Figure 7 Verify Certificate 2 2 4 3 Data Fields Clearance Certificate Verification NIC No Text Passport No Text Certificate No Text Table 5 Data Fields for Clearance Certificate Verification Version 1 2 DC 02 Page 28 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 eServices for the Department Department Application 2 3 41 Department Application Login amp Dashboard 2 3 1 1 Use Case Department Application Login amp Dashboard 05 Department application login Department user Authorized department user can log i
28. artment Home Welcome to the Police Headquarters Clearance Certificate Issuance eServices Welcome A Perera Logout Change Password ee SSES Notifications Application Verification Request for Updates Department Applications to be verified xx Review Application Re submission pending xx a Revision updates pending xx Certificate Issuance b N External clearance pending xx Daily Transaction Report Certificate checking pending xx OIC Approval pending xx ASP Approval pending xx Certificate printing pending xx Certificates to be posted xx Figure 11 Department Home Version 1 2 DC 02 Page 32 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 2 Application verification 2 3 2 1 Use Case Application verification 06 Verify Application Department User Department user should be able to verify the applications check revisions and accept reject request more details or request re submission of application When the applications are verified the details are sent out to the external departments The applicant is notified of the status of the application through SMS and email 1 Department user has successfully logged in to the department application 2 The logged in user should be authorised for the verification function 3 Applications have been already submitted 1 Application verification functionality is available only
29. bel Passport No Label Country label o Is Figure 26 Application Detail Report 2 3 9 3 Data Fields Application Details Report From Date selection To Date selection Application Reference No Text Application Status Drop down selection NIC No Text Passport No Text Country Drop down selection ACL Application Reference No Display only Text NIC No Display only Text Passport No Display only Text Name Display only Text Address Display only Text Date Display only Date Time Status Display only Text Mode Display only Text Table 13 Data Fields for Application Detail Report Version 1 2 DC 02 Page 63 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 10 Master Files 2 3 10 1 Use Case Master Files 14 Master Files Updates Department User PHQ users will be able to change the following master data 1 Name of the Officer who signs the certificate of clearance along with the effective date 2 Details of High commissions 1 User should have a valid login to the department application and should have given access to the screen and relevant actions N A Certificate Signing System will display the name of officer who currently signs the certificate and the date from when the name was last changed User is able to enter the name and select the effective date From
30. ckboxes system should display a comment box which is collapsed 3 The comment box includes the following pre typed message Due to ambiguity in the information you provided we kindly request you to re send the following data lt lt insert required details gt gt The selected field should be inserted The user can edit this or send it as is 4 When the user clicks send the system sends an email and SMS notification to the applicant with the reference number of the application and a link to access Request for updates interface 1 The department user sends request for clarification without selecting any of the checkboxes Error message should be displayed stating You have not selected a field for clarification 2 The user deletes the pre typed message from the comment box and sends the request with an empty comment box Error message is displayed stating Please type a message to the applicant 3 User clicks back button System should change the value on status dropdown to new but the row should remain selected Version 1 2 DC 02 Page 36 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 3 2 Wireframe Request Clarifications Request Clarification Please select one or more of the following Pre typed message Due to ambiguity in the information you provided we kindly request you to O Re submit NIC copy EM re send the following data l
31. d it over to the DIG for signing Express issue for applicants with adverse records should also be redirected to DHA for the decision When blacklisted a comment must be provided mandatorily and the applicants detail should be added to the black list with the Application Reference Number NIC Number Passport Number Name Address Telephone No Blacklisted Date The DHA can decide to issue a certificate with additional comments or a letter to these applicants with adverse records Software Requirements Specification Current Status Next Possible Statuses Pending Issued Cleared by PHQ Rejected Due Course Blacklist Green Channel 02 Issued 03 Cleared by PHQ Issued Rejected Due Course Blacklist 04 Blacklist 05 Rejected 06 Express Issue Issued 07 Green Channel Issued 08 Name Issue Cleared Issued Pending 09 Cleared by PHQ Issued 3 Department user is able to generate police forms and clearance reports Clearance reports are generated for all applications for a selected date Police forms are generated per application per police station based on the address of clearance period 1 User closes the screen or moves to another screen Version 1 2 DC 02 Page 51 eServices for Sri Lanka Police Headquarters Software Requirements Specification Popup should be displayed stating You have not saved your changes Do you want to continue If the user clicks
32. d reference number Error message should be displayed stating The reference number you entered is invalid Version 1 2 DC 02 Page 25 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 2 3 2 Wireframe Application Status Check Application Status Verification Please enter the reference number to view status of your application Application Status Verification Application with reference number lt lt entered gt gt is lt lt status gt gt Figure 6 Application Status Check 2 2 3 3 Data Fields Application Status Check Application Reference No Text Valid Application Details Application Reference No Display only Text Application Status Display only Text Table 4 Data Fields for Application Status Check Version 1 2 DC 02 Page 26 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 2 4 Clearance Certificate Verification 2 2 4 1 Use Case Clearance Certificate Verification Clearance Certificate Verification 04 Any relevant party This eService allows external parties such as embassies immigration departments employers to verify if a clearance certificate is valid 1 The user who avails the service should have a valid combination of Clearance Certificate Number NIC and PPT 1 Service should be available publicly 1 User enters the Clear
33. dates Version 1 2 DC 02 Page 24 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 2 3 Application Status Check 2 2 3 1 Use Case Application Status Check Application Status Check Citizen Applicants can check the status of their application using their application reference number 1 An application has already been submitted 1 No fee is charged for this service 2 Any citizen with an application reference number can use this service 1 This eService can be availed through Lanka Gate 2 When the user submits a valid application reference number the system displays the status of the application 3 Listed below are the statuses of the application along with the instances when they are updated changed Online Application When the payment is received 1 Submitted Manual Submissions When the department user completes data entry of an application 5 Accepted ies E Review Status at the application verification process is changed to When further clarification is reguired from the applicant 3 Verification ie Review Status Reguest Clarification When the application is rejected or blacklisted 4 Rejected i e Review Status Rejected Clearance Status Blacklisted or Rejected 5 Delayed Clearance Status Manual Inquiry 6 Posted When the registered post number is updated in the system 1 User enters an invali
34. e application submissiONS esse sesse ese ee ee ee Re ee ee ee ee 13 PIE EE oek EA N ER EE N 23 2 2 3 Application Status Check uses see see ese ee ee ee ee Ge ee Ge ee ee ee ee ee Ge ee ee ee ee ee 25 2 2 4 Clearance Certificate Verification ccscccssccssssccessccsssecsssecsseeesssecesssecsseecseecesseessaeeesseeeeaes 27 2 3 eServices for the Department Department Application 29 2 3 1 Department Application Login amp Dashboard ee ee ee ee ee ee ee ee ee ee 29 23 2 Application verification sisie sisie Ee sg sedes ge Ge Ee Ge GE de ge GE de Ee Ge Ed 33 233 Request Clarifications vis ii EE EEN EENKEER Ee GEE GE Age Ge cone GE AGE Ee GEE Ee Age Ge dona GEN a GE AGE EE 36 2 3 4 Review amp Update Revisions iese esse ese ee ee ee AA AA AA ee ee 38 235 Update Clearan e sas ET RE EG 41 2 3 6 Certificate Bonai CO isdie Gode GR a Gede deh Casio dean Ea deb Ge od Ee Ee ee RENEE 48 E tay BlackliSh ssa ss EE GR DE EE ED T OE Ia Ee eed 57 228 Daily Transaction Report esse sees see sg AA GE se a aa EEN 59 2 3 9 Application Details Report 62 2 3 10 PES dei N SE EA EE NE GE GEE EE N 64 2 4 Non Functional Reguirements 67 3 Function Point Analysis kee RER RER RER EE RER EE RER GE Re Ge RER EE RER EE RER E REN 68 3 1 Summary 68 3 2 Detail Function Point Calculation 69 3 2 1 Unadjusted Function Point Count ice reecreeereererererererererererererererereanraa 69 3 2 2 Internal Logical Files OT Fel
35. e gees se edd 28 Figure 8 Department Login ENEE 30 Figure 9 Department User Forgot Password ese ee ee ee ee Re ee ee ee ee ee ee ee ee ee ee 31 Figure 10 Department User Change Password esse sesse ese see ee ee ee Re ee ee Re ee ee ee ee ee ee ee 31 Figure ii Department HOME eise eene Seeds ese Se se sede ep Ge Ge sg Se ee eg geknoop Ee ee dd ee eg Ge ge See 32 Figure 12 Application Verification EEN 34 Figure 13 Request Clarification ic cccccccccicseecesceentusstcgnecsecusnscseiaseecsecusnsasniepnecsecusnscsaiadeacseivsntassiepnreseiusnstentve 37 Figure 14 Review and Update Revisions ENEE 39 Figure 15 Update Clearance External Interface 44 Bigured6 View EE 44 Figure 17 Ge SEE Ee Ee RR N capinas and p n n o 44 Figure 18 Edit Mode Stay in SLs cis csseccsesssssusssesesuasvsvecevsedes vsesavensesoesysvacunaevtvesevsdvesensestvencosevvaveneesbevovesvs 45 Figure 19 Update Police Messages sesse esse see see see ee ee ee ee ee ge Ge ee ee ee ge ee ee ge ee ee ee ae ee ee ee ge ee ee 45 Figure 20 Certificate Issuance Internal Approval ANEREN 52 Figure 21 Police Clearance Form E 53 Figure 22 Clearance Report for Other Departments ANEREN 54 Figure 24 BIACKISE RE OE OE EE EE EE OE EE OG N Ee 57 Figure 25 Daily Transaction Report sesse sesse ese ee ese ee ee ee ee Re ee ee Ge ee ee ee ee ee Re ee ee Re ee 60 Figure 26 Application Detail Report ANEREN 63 Figure 237 Master DI ES EE AE EE EO oi 65
36. ed to issue a certificate to an applicant with adverse These processes are depicted in the diagram below No Adverse History Adverse New Adverse 4 Checking Officer DHA Change Status change status Cleared Due Course Reject Cleared and Print DHA Change Status l Due Course Reject Cleared lt a DHA Select Letter or Certificate and give content DHA Select Letter or Certificate and give content o leter OIC Approval DIG Approval J DIG Approval Ki yh MA ASP Approval ASP Approval 4 ASP Approval B PA OIC Approval OIC Approval Checking officer Adverse print Checking officer Adverse print Certificate signed by DHA Certificate signed by DHA Certificate signed by DHA Name Issue from NIC Immigration d 4 4 had 87 4 Applicant Checking Officer Adverse Update NIC detail and change status Cleared and Print OIC Approval A ASP Approval 1 Certificate signed by DHA The above workflows are followed in the application when issuing a certificate which is further elaborated in the next section Version 1 2 DC 02 Page 48 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 6 1 Use Case Certificate Issuance 10 Certificate Issuance Department user Checking Officer OIC ASP DHA This function allows the PHQ to view the status of a
37. ens online applicants are able to enter the details upload documents and make payments through LGPS 17 Department user is able to enter details of manually submitted applications When the department user is entering details of manually submitted applications the application will not go through payment gateway Instead the user should enter the manually issued book receipt number User should also select the certificate delivery type Foreign Ministry SLBFE and Normal Post This will be printed on the certificate in small font to identify at the time of delivery Invert number of the foreign ministry should be captured which will be printed as Your reference number on the certificate When the user submits the application the details will be saved in the database 18 IP address where the application was initiated should be captured and saved in the system Payment Confirmation 19 When the application is submitted online application the system generates the transaction reference number to be sent to LGPS Version 1 2 DC 02 Page 15 eServices for Sri Lanka Police Headquarters Software Requirements Specification 20 The application fee shall be different based on the country of the address to which the certificate is posted to Rs 500 for applications from Sri Lanka and Rs 1000 for foreign applications This amount will be decided according to the postal address of the certificate 21 Payment confir
38. eriod which the clearance is requested 11 The message to be sent shall be pre generated through the system and displayed These messages can be transferred through telephone if required and the status and the receiving officer s detail can be updated Version 1 2 DC 02 Page 42 eServices for Sri Lanka Police Headquarters Software Requirements Specification 12 Response message received from the police stations also can be recorded through the same interface and the clearance status from each police station also needs to be updated 13 Comment is mandatory is the Cleared status is marked as N 1 User closes the screen or moves to another screen Popup should be displayed stating You have not saved your changes Do you want to continue If the user clicks yes system should discard the changes and close the screen If the user clicks no system should redirect to External screen 2 Email and SMS Content Email content for Update in Police Area Dear lt Applicant Name gt The police area that you provided for address lt insert address gt has been corrected as lt insert new police area gt for your application with reference no lt insert application ref no gt Please be informed that this will cause a delay in processing your application The Police Headquarters Email content for Incorrect Address or Period of stay Dear lt Applicant Name gt You have incorrectly stated your
39. ge of minimum 10 users anticipated for both the citizen application as well as the department application e Performance Requirements Screen Navigation performance field to field lt 10 milliseconds Screen Navigation performance screen to screen lt 5 milliseconds Screen Refresh performance lt 3 milliseconds Screen list box combo box performance lt 3 milliseconds Screen grid 25 rows 10 columns performance lt 5 milliseconds Simple enquiry performance single table 5 fields 3 lt 5 seconds for conditions without screen rendering 50 000 rows Complex enquiry performance multiple joined table lt 8 seconds for 3 10 fields 3 conditions without screen rendering 50 000 rows Table 15 Performance Requirements Version 1 2 DC 02 Page 67 eServices for Sri Lanka Police Headguarters Software Requirements Specification 3 Function Point Analysis 3 1 Summary Project Identification Customer Name ICT Agency of Sri Lanka Project Name eServices Development 2014 Project Code ICTA MT CS20 FBS 235 Department Sri Lanka Police Date February 17 2015 Summary of Estimates Unadjusted Function Point Count 141 From FP worksheet Processing Complexity Adjustment Factor 1 03 From PCA worksheet Adjusted Function Point Count AFP 145 Calculated FP PCA Table 16 Function Point Summary Version 1 2 DC 02 Page 68 eServices for Sri Lanka Police Headguarters Software Reguirements Specificati
40. i Lanka Police Headguarters Software Requirements Specification 2 2 eServices for Citizens Citizen Application 2 2 1 Citizen Application Online application submissions 2 2 1 1 Use Case Online application submission Online application submission Citizen Department User Counter Department User Police Stations Applicants may submit their applications to obtain a clearance certificate through this online service The service eliminates the requirement of the applicant to physically be present at the application submission counter In addition the department user application counter or police stations can enter details from the manually submitted applications through the same function The department users counter officers police stations need to have a valid account to login to the eService 1 An applicant cannot submit a new application when an application is already being processed for the same country same NIC and same PPT combination 2 The reference number will be generated only when the application is submitted and payment is successful until then the Reference No field will be disabled 3 Applicant may re apply for a certificate in order to extend the validity period or for a different country The new certificate shall be issued for the same passport number NIC number and clearance period as the approved certificate Re application shall be considered as a new app
41. ification Ref Reguest Reguest Field Message from PHO Comment Date Table 18 ILFs Version 1 2 DC 02 Page 71 eServices for Sri Lanka Police Headguarters Software Requirements Specification 3 2 3 External ieee Files EIFs List of files EE EN EG o LGPS service code trn ref amount return url convenience fee pgname status Common Admin o user name password department response Immigration Department Passport Number Name Issued Date Expiry zm Picture EE S TT Table 19 EIFs Version 1 2 DC 02 Page 72 eServices for Sri Lanka Police Headquarters Software Requirements Specification 3 2 4 External Inputs EIs List of inputs Application Submission Payment Receipt Application Verification Request Clarification Request for updates Applicant Review Change Requests Clearance Procedure Other Depts Clearance Procedure By PHQ Police Stations Certificate Issuance Summary 84 2 o o 1 FIR Application Details Immigration Dept 33 2 0 1 _0_ FTRs LGPS Payment Information as 1 o 1 0 FTR Application Processing Co 1 1 o 0 _ FTR Caanfications i ee IE Ee EE EE EE oa o FTR Carifications Application Deals E FTRs Application TEE Application Processing Immigration Dept RPD Ed Ek Es mal Ko EES ae N Processing FTR ee details Application Processing Certificate Details Table 20 EIs HE N Version 1 2 DC
42. ils of Spouse Spouse s Full Name Text Nationality Text Passport No Text NIC No Text Spouse s Address Text Payment Detail Only for Manual Application Book Receipt No Text Delivery Type Foreign Ministry SLBFE Drop For manual submissions Normal Post down only selection Foreign Ministry Invert Number Text Should be required only if Foreign Ministry is selected as delivery type Mode of Payment Cash Cheque Wire Check For manual submissions Transfer Box only Amount Number For manual submissions only Cheque Number Text If cheque was selected Version 1 2 DC 02 Page 21 eServices for Sri Lanka Police Headquarters Software Requirements Specification Account Number Text If cheque was selected Account Holder s Name Text If cheque was selected Details Text If wire transfer was selected Declare acceptance to T amp C Tick box Table 2 Data Fields for Online Application Version 1 2 DC 02 Page 22 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 2 2 Request for updates 2 2 2 1 Use Case Request for updates 02 Request for updates department user Applicant The applicant can resend his her name date of birth NIC Passport copies if the department user has requested for any one of those 1 Department user has requested clarifications on one or more of the following details and the respective applicant has
43. ion are set as Verified 1 The applications shall be listed based on the logged in users department Default view will list the applications that are Verified by PHQ but pending clearance from the relevant department 2 When a user from a police station is logged in applications relevant to the user s location should be listed 3 Updates from police stations can be performed by a PHQ user who has access to the function All applications pending police clearance can be displayed in such view 4 Multiple users can verify applications simultaneously at one department location however only one user can work on a particular application at a point for a department location If a user selects an application it should be locked hence each time a user selects a particular application the system should reload the application verification table to ensure the particular application has not been already selected 5 NIC and Immigration department should select if the adverse is a name issue or other issue along with a relevant comment 6 Police stations will have the facility of requesting to change the location if the police area given by the applicant is incorrect The changes will be sent as a request to PHQ 7 The columns in the grid will be customised including the following rules Column Police Messages enabled only for PHQ users Column Stay in SL enabled only for PHQ and Police Station users Edit fu
44. ister Other Name Text NIC Passport No Text Address Address of the High Text Disabled field auto picked Commission Embassy Consulate to according to selected which the certificate should be addressed Reference High commission Embassy Consulate Enter name of high commission Text Should be displayed only if other is selected as high commission Enter address of high commission Text Should be displayed only if other is selected as high commission Version 1 2 DC 02 Page 20 eServices for Sri Lanka Police Headquarters Software Requirements Specification Postal address Address Line 1 Text Address Line 2 Text City Postal ZIP Code Text Contact Details Mobile Number Text with country code selection Confirm Mobile No Text with country code selection Email Text Verify E mail Format Confirm Email Text Upload documents Passport File location Text Passport Image any image Size limit to be specified file PDF or word document NIC File location Text NIC Image any image Size limit to be specified file PDF or word document Birth certificate File location Text Birth certificate image any image Size limit to be specified file PDF or word document Letter of reference from SLBFE any image Mandatory Size limit to be specified file PDF only for or word applicants document referred by SLBFE Deta
45. layed 6 User should be able to print or export data to excel based on the selected criteria N A Version 1 2 DC 02 Page 59 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 8 2 Wireframe Daily Transaction Report Daily Transaction Report From Label EB Application Status E Mode of Subimssion online Manual tr Label ES Application Reference No Transaction Reference No Date PGName Mode Payment Amount Payment Status Figure 25 Daily Transaction Report 2 3 8 3 Data Fields Daily Transaction Report From Date selection To Date selection Drop down Application Status selection Mode of Submission Drop down Online Manual selection Display only Application Reference No Text Display only Transaction Reference No Text Display only Date Date Display only PG Name Text Display only Mode Text Display only Payment Amount Number Display only Convenience Fee Number Version 1 2 DC 02 Page 60 eServices for Sri Lanka Police Headquarters Software Requirements Specification Display only Payment Status Text Sum Payment Amount Rs should be Total of payment amount Calculation attached Sum convenience Amount Rs should be Total of convenience amount Calculation attached Table 12 Data Fields for Daily Transaction
46. lication and the applicant should make a payment as well 4 Book receipt number field should be displayed only for manual submissions 5 Application reference number format xxx 1 System should identify if the application is submitted online by a citizen or entered by a department user Users identity and the IP should be tracked along with the application 2 Applicant should select the necessary option to submit a new application or a re application for an already approved certificate Version 1 2 DC 02 Page 13 eServices for Sri Lanka Police Headquarters Software Requirements Specification New Application 3 Citizen must first submit the NIC number Passport number and the country for which the certificate is required to verify if an application is already being processed for the same request If no application is already being processed the system will display and enable the remaining application form 4 Questionnaire before verification step in the application to set conditions as follows a Questionnaire Items i Nationality ii Were you a citizen of Sri Lanka If Yes If yes the date citizenship obtained from another country iii Date of Birth iv Age in Years b Conditions i Sri Lankan citizens aged over 18 must submit the NIC and Passport numbers and the copies of the same below 18 must submit only the Passport number and the copies of the same and the Birth Certificate ii Sri
47. mation shall display the application fee service fee and postal charges Service fee is applicable only for manual submissions 22 Upon confirmation the user shall be re directed to LGPS for the online payment 23 The application reference number is generated and displayed for the manual applications submitted Payment Receipt 24 Payment receipt is generated for the successful payments 25 The charged convenience fee should be displayed along with the receipt 26 Application reference number for the online applications shall be generated at this stage and displayed in the payment receipt 27 When the payment is successful user should be able to print the application and the receipt 28 A confirmation email shall be sent to the application with the payment receipt An sms shall be triggered with the application reference number 29 When the payment is successful the application is added to application verification queue 30 When the payment is successful the system sets the status of the application as Submitted For manually submitted applications when the department user has completed data entry of the application the status of the application will be verified 1 The payment is unsuccessful Error message should be displayed stating Dear Sir Madam We regret to inform you that your payment was unsuccessful Please recheck your credit card status and make your payments again 2 The system is already p
48. message should be displayed stating Please enter the text verification correctly 5 User enters current password incorrectly Error message should be displayed stating Please enter the current password correctly 6 User enters the confirmation password incorrectly Error message should be displayed stating New password and confirm password should be the same 7 When click on the Forgot password button after entering the validation text system generated password should be send to the registered email address of the user Message should be displayed stating System generated password has been sent to the registered email addresses 8 Confirmation email should be send to the registered email address of the user when change the password 2 3 1 2 Wireframe Department Login amp Dashboard Department Login x lt Username l Passsword Forgot Password Figure 8 Department Login Version 1 2 DC 02 Page 30 eServices for Sri Lanka Police Headquarters Software Requirements Specification Forgot Password Email Text verification Figure 9 Department User Forgot Password RES eg Change Password Email Address info testmail com ee Current Password New Password Confirm Password Figure 10 Department User Change Password Version 1 2 DC 02 Page 31 eServices for Sri Lanka Police Headguarters Software Requirements Specification Dep
49. mment is mandatory in the pop up Applications not approved by OIC shall be listed back to the Checking Officer Applications that are approved by OIC will be forwarded to the approval of ASP If ASP approval is N then the comment is mandatory in the pop up Applications not approved by ASP shall be listed back to the OIC Applications that are approved by the ASP and not signed can be viewed by the DHA When the certificate is signed by the DHA DHA must mark as signed Applications that are marked as DHA signed shall be listed to the Posting Officer to enter Registered Post number and to print addresses and post lists Department user is able to print the addresses directly in the envelope Application reference number also shall be printed on the envelope along with the address Applicants with Adverse Records Current or History When an applicant has adverse records in the past or present these will be sent to the DHA to update the clearance status At this point the DHA can clear the applicant and choose to issue a normal certificate or issue a certificate with clauses or a letter Additional content also must be provided by DHA DHA can also choose due course at this point The letter content must be approved by DIG and edited if needed Certificate with additional clauses and letter must be first sent to the ASP for approval then to the OIC through preview After which the checking officer adverse will print the document and han
50. n application that is in processing as well as to finalise the certificate issuance process and printing 1 The user should have access to the function 2 Applications should have passed the Verified stage 1 Multiple users can verify applications simultaneously however only one user can work on a particular application at a point If a user selects an application it should be locked hence each time a user selects a particular application system should reload the application verification table to ensure the particular application has not been already selected 2 Each time a user performs a task he she has to click the save button in order to update the changes 3 When the application reference is clicked the application and the action history should be displayed The action history must contain the following details of every action made Date Time User Action Comment 4 Columns available in this function should be customised based on the authorization level of the logged in user as below All Select Application Date Reference NIC PPT Name Departments NIC PPT Birth certificate SLBFE Letter Save Checking Officer No adverse Clearance Status Editable Issued Name Issue Cleared Read only Pending Express Issue Green Channel OIC Rejected Name Issue Print Pre view Certificate Comments Read only Checking Officer Adverse Clearance Status Editable Name Issue Cleared Re
51. n to the department application to perform the relevant tasks related to issuance of clearance certificate 1 User accounts should be created through the Common Admin application and access rights assigned accordingly 1 The application shall facilitate the following groups of users to login to the system a Police Head Quarters Users there shall be multiple groups of users for different functions b Users from the Police Stations one group of user but need to identify the location c Users from other Departments one group of users for the CID TID SIS NIC and Immigration Department users Need to identify the department of the user 2 The user name and password to login to the system shall be provided by PHQ 1 Authorized department user can login to the department application and perform the following functionalities I Change password II Enter applicant details III Review applications IV Update Clearance Status V Enter certificate details VI Enter registered post number and print addresses VII Generate Police Forms and Clearance Reports VIII View Daily Transaction Report IX View Applications Details Report X View blacklisted applicants 2 Notifications shall be displayed to the logged in user indicating the pending tasks and the progress of application processing I Applications to be verified number of applications at the submitted stage that are pending verification II Re submission pending
52. nctionality for PHQ users to update police area and address Column Attachments enabled only for PHQ NIC and Immigration users 1 The user may process the applications in the default list or also is able to filter applications Version 1 2 DC 02 Page 41 eServices for Sri Lanka Police Headquarters Software Requirements Specification based on date or search for a single application by reference number NIC passport number 2 The following details of an application are sent to the independent departments when the Review Status of an application is set as Verified i Application reference number ii Name iii NIC Number iv Passport Number v Address vi Date of birth 3 In addition to the fields mentioned above the following rules should be applied and the information given to each department should be customised NIC copy NIC department Passport copy Immigration department Stayin SL Police Stations and PHQ Police Messages PHQ 4 Department user must select an application in order to perform verification functionalities ie columns Cleared Comment Box and Save should be enabled only when the application is selected 5 The places of residence in Sri Lanka for the required clearance period can be viewed by clicking view on the stay in SL column The table which contains the addresses should be displayed as a Popup and should contain onl
53. nel Only for green Upload Approval Letter from DIG File Upload channel Comment Text Adverse Records Comments Display Only Text Name Issue Name Issue Comments Display Only Text Revision Requirement Email Content Display Only Text Email Applicant Checkbox Changed Name Text Upload New NIC Copy Image Docx PDF Only for additional comments on certificate and Letter Add Content Text content Should be displayed only when DHA Certificate Certificate with clause selects Issued or Letter Radio button Cleared by PHQ Table 10 Data Fields for Certificate Issuance Version 1 2 DC 02 Page 56 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 9 7 Blacklist 2 3 7 1 Use Case Blacklist Blacklist Department user This report allows PHQ to view the blacklisted people 1 Logged in user should be authorised to access the blacklist The default view shall display all the blacklisted people in the database User may enquire with an NIC or Passport and search for a particular person Pagination should be available Address refers to Present Address in Sri Lanka BO NR 2 3 7 2 Wireframe Blacklist Blacklist NIC No Label Passport No Label ma Figure 24 Blacklist Version 1 2 DC 02 Page 57 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 7 3 Dat
54. of Sri Lanka is responsible for enforcing criminal and traffic law enhancing public safety maintaining order and keeping the peace throughout the country Sri Lanka Police works towards a peaceful environment to live with confidence without fear of crime and violence SLP is committed and confident to uphold and enforce the law of the land to preserve the public order prevent crime and Terrorism with prejudice to none equity to all A citizen of Sri Lanka either living in Sri Lanka or abroad may apply for a clearance certificate for VISA or employment purposes from the police headquarters SLP carries out an investigation and issues this certificate for justified citizens ICTA intends to support the operations related to the above activity through implementing eServices for SLP eService scope under this project includes the following two main applications 1 Citizen application to submit applications for Clearance Certificate through Lanka Gate 2 Department application to manage activities related to issuing the clearance certificate This document details out the requirements to be implemented through each of these eServices In addition to these services applicants can check the status of their application and external stakeholders can validate if a certificate has been issued through SLP by inputting the NIC No Passport No and Certificate No of a clearance certificate Type of Stakeholder Type eService PHQ Other Dep
55. on 3 2 Detail Function Point Calculation 3 2 1 Unadjusted Function Point Count Function Type Functional Function Complexity Points Internal Logical Files ILFs External Interface Files EIFs External Inputs EIs External Outputs EOs External Queries EQs Version 1 2 DC 02 Page 69 eServices for Sri Lanka Police Headquarters Software Requirements Specification Average High Table 17 Unadjusted FP Count Detail breakdown of the function points calculated above is demonstrated in the next section of this document Version 1 2 DC 02 Page 70 eServices for Sri Lanka Police Headquarters Software Requirements Specification 3 2 2 Internal Logical Files ILFs List of files Application Detail Payments Certificate Details Application Processing Blacklist Clarifications Summary ae al MNR aa ad EES EE EE 1 1 Transaction Reference Number Status Payment mode Payment Amount Convenience fee PGName 5 1 1 Checking Officer OIC amp ASP Approvals Certificate Number PHO XXXXXX Date of Issue Registered Post Number Manner of dispatch 16 2 1 Information from other departments Reference Location Adverse No Adverse comment Date sent Date returned Police Stations NIC CID TID SIS PPT Verification Status User 8 additional fields for police messages NIC PPT Application Ref Name Address Contact No Email Blacklist Date Comment Only at ver
56. on the department application to department users 2 Applications when submitted shall be first sent to the verification level where a department user shall verify the submitted detail and the attachments for any faults Similarly applications which have been revised by the applicant also shall be processed through the same function and shall be listed until the user marks the application as verified 3 Multiple users can verify applications simultaneously however only one user can work on a particular application at a time If a user selects an application for processing it should be locked hence each time a user selects a particular application the system should reload the application verification table to ensure the particular application has not been already selected by some other user 4 The statuses of applications should be made in the following order 1 New Applications submitted both online and manual Applications which the applicant has responded with 2 Revised clarifications Applications that are verified and ready to be sent for the 3 Verified clearance process Reguest ai F i 4 Clarification Applications that requires clarifications pending clarifications Request M anual Applications that requires manual submission Submission 6 Reject 5 Application fee will not be charged if a citizen is required to send clarifications 1 User is able to filter the applications lis
57. own selection ACL Type High Commission Embassy Consulate Immigration Department Radio Button Name of the authority Text Address Text Country Display Only Table Type High Commission Embassy Consulate Immigration Department Display Only Table Name of the authority Display Only Table Address Display Only Table Table 14 Master Files Version 1 2 DC 02 Page 66 eServices for Sri Lanka Police Headquarters Software Requirements Specification 2 4 Non Functional Requirements All eServices developed shall comply with the Non Functional requirements Security Auditing and Performance as described in the Annex 2 of RFP and The Lanka Gate Initiative Overall Architecture and Design and the subsequent responses to clarifications No Exceptions to the above has been identified at the time of compilation of this document other than the following e Citizen application implemented through LankaGate shall only be in English in compliance to the existing process e Audit logs should be maintained for all updates and no audit logs will be maintained for the retrieval of data e The eService design should consider maximum performance levels considering response time for the citizen application form loading and submission high availability for the department web applications as the department processes are carried out through the eService Current load approximately 200 applications received per day Concurrent usa
58. performance analysis tasks in the design phase Performance id Heavily Used Configuration Specific processor requirements for a specific piece of the application are included Four to five of the above In addition protection against data lost is essential and has been specially designed and programmed in the system Online Data Entry More than 30 of transactions are interactive Online Update data entry 7 Design for End User Efficiency d Complex Processing 3 Sensitive control and or application specific security processing Extensive logical processing Much exception processing resulting in incomplete transactions that must be processed again Transaction Rates 3 High transaction rate s stated by the user in the application requirements or service level agreements are high enough to require performance analysis tasks in the design phase 10 Usable in Other Applications Reusable code is used within the application 11 Installation Ease 1 No special considerations were stated by the user but special setup is required for installation Version 1 2 DC 02 Page 75 eServices for Sri Lanka Police Headquarters Software Requirements Specification User requirements do not require considering the needs of more than one user installation site Operational Ease 3 Start up back up and recovery processes were provided but human intervention is required The application minimizes the need for tape mounts and or
59. re 3 Payment Confirmation Version 1 2 DC 02 Page 17 eServices for Sri Lanka Police Headquarters Software Requirements Specification Payment Receipt Dear Sir Madam Your transaction is successful Please find the payment details below Transaction Reference Number XXXXXXXXXXXX Payment Date DD MMM YYYY Application Reference Number XXXXXXXXXXXX Please keep a note of your application reference number and transaction reference number for future verification Application Fee Service Fee Postage Convenience Fee Total You will receive an email with the payment receipt for future reference Figure 4 Payment Receipt Version 1 2 DC 02 Page 18 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 2 1 3 Data Fields Online Application Submission New Application Re apply Radio Yes button Re Apply Previous Application Reference No Text Mandatory if re apply is selected New Application Reference No Text Auto captured Were you a citizen of Sri Lanka Radio Button Date citizenship received from another Date country selection Applicant s name in full as in the NIC Text Applicant s Name in full as in the Text Captured through passport Immigration Web service for Sri Lankan Citizens Passport Issued Date Date Selection NIC No Text Confirm NIC No Text Passport No Text Confirm Passport No Text Co
60. received the relevant notification i Name ii Date of birth iii NIC copy re upload iv Passport copy re upload 2 The applicant should be logged in with the same social authentication used at the time of application submission 1 1 An applicant has access to the Request for updates interface only if the department user has requested a further clarification 2 Applicant can submit the detail for the requested data as well as for the other additional fields available A comment is mandatory and the applicant should provide a reason for the change 3 The application will be on hold until the applicant submits the updates 4 status Verification 5 The user can make the updates only if he she uses the same aOuth used to submit the application 1 The form shall be enabled only if a review request has been sent by the given reference number 2 2 System displays the comments given by the PHQ The applicant may re submit the NIC passport copies if requested by PHQ or if required Attachments have to be in the format of image files pdf or MSWord File size shall be limited to xx KB 3 The applicant can resend the information along with a comment comment is mandatory 4 Information given at this stage cannot be changed once submitted 5 When the system has received an update from the applicant it changes the review status of the application as revised The requested changes shall only be saved temporarily and
61. remote data access requiring human intervention The application minimizes the need for paper handling 3 Multiple Sites Flexible query and report facility is provided that can handle simple requests count as 1 item Business control data is kept in tables that are maintained by the user with on line interactive processes and the changes take effect immediately count as 2 items Facilitate Change Value Adjustment Factor 1 03 Calculated TDI 0 01 0 65 VAF Total Degree of Influence Calculated sum of the above TDI Table 23 Value Adjustment Factor Version 1 2 DC 02 Page 76 eServices for Sri Lanka Police Headquarters Software Requirements Specification 4 e Services Implementation Plan ask de a 2 SIP eServices 3 s vs KC B isp RENDER vs i te 11 12 P Be 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 31 32 33 34 35 36 37 38 39 41 42 43 44 45 Ineption Kick off Delivery of the Prototype Business Analysis 57 days Thu 10 16 1 Fri 12 15 38 days Thu 10 16 1 Mon 12 8 14 1 day Thu 10 16 14 Thu 10 16 14 5days Mon 11 3 14Hi 11 7 14 26 daysFri 10 17 14 Fri 11 21 14 Delivery of the 1st draft of eService Propo 26 day
62. rocessing an application for the same country for this Citizen combination of NIC PPT Error message should be displayed stating You can submit another application for the same country only when your previous application is processed 3 Users Date of birth does not match the age in years Error message should be displayed stating Your age does not match your date of birth 4 NIC numbers do not match Error message should be displayed stating NIC numbers do not match 5 Passport numbers do not match Error message should be displayed stating Passport numbers do not match 6 Mobile numbers do not match Error message should be displayed stating Mobile numbers do not match 7 Email addresses do not match Error message should be displayed stating Email addresses do not match 8 User submits form without filling in all the mandatory fields System should not allow user to submit the application System should indicate in red font Version 1 2 DC 02 Page 16 eServices for Sri Lanka Police Headquarters Software Requirements Specification the empty mandatory fields 2 2 1 2 Wire Frames Online Application Submission e Application pdf Figure 2 Online Application Payment Confirmation Transaction Reference Number XXXXXXXXXXXX Application Fee Service Fee Postage Total Note The payment is non refundable A convenience fee will be charged based on your payment method Figu
63. rom the applicant Do you want to continue If the user clicks no return to Request for updates department If the user clicks yes update field and close request clarification popup and display Application Verification screen Version 1 2 DC 02 Page 38 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 User submits without accepting any changes Same as previous warning message 3 User accepts all the changes and submits but clicks save on Application Verification without updating the Review Status as Verified Error message should be displayed stating Please update the Review Status before saving the application 2 3 4 2 Wireframe Review amp Update Revisions Request for Updates Department Reference No l Please submit the following requested information Replace with Accept Message from PHQ we ES m a o Passport Upload Label Name Label Deeg Date of Birth Label Label Comment Figure 14 Review and Update Revisions 2 3 4 3 Data Fields Review amp Update Revisions Application Reference No Text Image Docx PDF NIC File Accept Check box Message from PHQ Display Only Text Image Docx PDF Passport File Accept Check box Message from PHQ Display Only Text Name Display Only Text Version 1 2 DC 02 Page 39
64. s for Sri Lanka Police Headguarters Software Requirements Specification View Stay in SL and Place for Clearance Period Edit Mode Police Area Address From To Save Edit Gu Police Area select ve DDD Es a L Period From To no Label Comment Legend Updated by lt Name of police area gt on lt Date and imo 7 Email Dear lt Applicant Name gt The police area that you provided for address lt insert address gt has been corrected as lt insert new police area gt for your application with reference no lt insert application ref no gt Please be informed that this will cause a delay in processing your application The Police Headquarters Email content for Incorrect Address or Period of stay Dear lt Applicant Name gt You have incorrectly stated your address period as lt insert the details provided by the applicant gt for your application with reference no lt insert application ref no gt You are required to be present at the Police Headquarters on lt insert date and time gt to make the corrections to your application Please be informed that this will also cause a delay in processing your application The Police Headquarters SMS Content Police Clearance You have incorrectly provided your address period of stay Please check your email for more information PHO H Send Email to Applicant Figure 18 Edit Mode Stay
65. sFri 10 24 14 Fri 11 28 14 Requirement specification of the e Serv24 daysFri 10 24 14 Wed 11 26 14 Service implementing schedule Operational and back officesupport 1day Tue requirement Acceptance criteria for Deliverables UAT Operational acceptance Testplan 1st Review Service Proposal 1 day Tue 11 25 14Twe 11 25 14 Tue11 25 14 1735 4 1day Tue WA 5days Mon 11 24 Fri 11 28 14 5 days Thu 11 27 14Wed 12 3 14 Tue 11 25 14 Delivery of the revised Service proposal 2 days Thu 12 4 14 Fri 12 5 14 Acceptance and regirement confirmation 1 day Mon 12 8 14 Mon 12 8 14 Ha baration System Design 14 days Mon 11 24 1 Thu 12 11 14 5days Mon 11 24 71 Fri 11 28 14 Delivery of the 1st draft of Design docume 10 daysFri 11 28 14 Thu 12 11 14 Solution Design Solution architecture Data migration and integration plan Rel ease Management plan Astreview of design Delivery of the revised eService design Acceptance of design documents Construction UI Design DBScript Construction QA Delivery of the eService YLO Demo Revisions to the eService QAround 2 Code check in Transition UAT test cases Delivery of the eService V11 UAT User acceptance sign off Guides and Manuals Deployment guide User manual Administrator manual Lanka Gate Help Desk templates Acceptance of the manuals Production Deployment Goliveready Code check in 2 days Mon 11 24 71 Fri 11 28 14 5 days Mon 11 24 71 Fri 11 28 14 2 days Thu 11 27 14Fi 11
66. shall not over write the information in the original application until the department user reviews and accepts the same 1 The applicant sends the reply without a comment Error message should be displayed stating Please write a comment for your update 2 The applicant does not send updates for all the required fields E g Department user requests clarification on Name and Date of birth but the applicant updates only the name and submits the request for updates form Error message should be displayed stating Please update all the requested fields Version 1 2 DC 02 Page 23 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 2 2 2 Wire Frames Request for updates Request for Updates Reference No N j Please submit the following requested information Replace with Message from PHA NIC Label i Label Passport Label Label Comment Figure 5 Request for Updates 2 2 2 3 Data Fields Request for updates Application Reference No Text NIC File location Text Image Docx PDF NIC Copy File Passport File location Text Image Docx PDF NIC Copy File Name Text D O B Text Message from PHO NIC Display Only Message from PHO Passport Display Only Message from PHO name Display Only Message from PHO D O B Display Only Comment Text Table 3 Data Fields for Reguest for Up
67. should be enabled only for checking officer 2 3 6 1 Business Rule 6 New Only DHA can change clearance status of applicant with adverse and Issue a Certificate with Additional comments or Letter 2 3 6 1 Business Rule 7 The letter content must be approved by the DIG 2 3 6 1 Business Rule 8 Update on the officers who can view applicants adverse records 2 3 6 1 Main flow 2 Workflows for applicants with adverse and without adverse have been revised Version 1 2 DC 02 Page 5 eServices for Sri Lanka Police Headquarters Software Requirements Specification Green Channel Only applicants with no adverse can be marked as Green Channel Clearance must be received even after the certificate is issued ASP should also upload the recommendation letter from DIG Name Issue NIC revisions has been renamed as Name Issue Update from the applicant as well as the NIC department should be received before the changes are made to the applicant s name according to the new NIC and clearance should be received for the new name Express Issue Clearance must be received even after the certificate is issued Express issue for applicants with adverse records should also be redirected to DHA for the decision Applicants with adverse records History or Current The DHA can decide to issue a certificate with additional comments or a letter to applicants with adverse records The approval process should be as follo
68. t lt insert required details gt gt O Re submit passport copy W D Verify Name h DO Verify Date of Birth K Figure 13 Reguest Clarification 2 3 3 3 Data Fields Reguest Clarifications Resubmit NIC Copy Check box Comment Text Resubmit Passport Copy Check box Comment Text Verify Name Check box Comment Text Verify Date of Birth Check box Comment Text Table 7 Data Fields for Request Clarifications Version 1 2 DC 02 Page 37 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 4 Review amp Update Revisions 2 3 4 1 Use Case Review amp Update Revisions Review amp Update Revisions Department user The department user can review and update the revisions submitted by the applicant for the clarification requests 1 The applicant has submitted updates 2 The department user selects an application for which the user has sent updates 1 Entry to this form will be through the Application Verification form use case 6 2 The department user can only accept or reject the updates sent by the applicant There is no provision to request clarifications again 3 The revisions shall over write the information in the original application only if the user accepts the same 4 User has rights to edit any information provided by the applicant in case where the detail is submitted manually
69. t by date by status and by application reference number 2 Department user must select an application in order to perform verification functionalities i e columns Revisions Status and Save should be enabled only when the application is selected 3 Original application can be viewed by clicking on the reference number on the respective column 4 The places of residence in Sri Lanka for the required clearance period can be viewed Version 1 2 DC 02 Page 33 eServices for Sri Lanka Police Headquarters Software Requirements Specification clicking view on the stay in SL column The table which contains the addresses of the clearance period should be displayed as a Popup 5 When the images on the attachment column are clicked the respective image NIC or PPT copy should be displayed as a Popup with zoom in and zoom out functionality 6 The default status of an application should be New 7 The rows should be highlighted in the following colors as specified below Green manual applications Blue revisions received White online submitted applications Red blacklisted applicant 8 The status change shall be applied only when the Save button is clicked If user confirms system should function as mentioned below 1 New None Default Status 3 Revised It should e automatically updated when an applicant has submitted changes System should send the details of the applicant
70. the selected date the name appearing on the certificate will be updated High Commissions User is able to Add Edit Delete High Commission Embassy Consulate Immigration Department details 1 User submits form without filling in all the mandatory fields System should not allow user to submit the application System should indicate in red font the empty mandatory fields Version 1 2 DC 02 Page 64 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 10 2 Wireframe Master Files Master Files Master Files C Certificate Signing High Commissions Certificate Signing Name of the current authorized person AB CD Dharmawardhana Active from 15 11 2013 Name of the NEW authorized person Type name as appearing in the certificate o Effective Date o Ea High Commissions Country i Te Type C High Commission O Embassy O Consulate Immigration Department Name of the authority GES Address Figure 27 Master Files Version 1 2 DC 02 Page 65 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 10 3 Data Fields Master Files Certificate Signing High Commissions Radio Button Name of the current authorised person Display only Text Active From Display only Date Name of the new authorized person Text Effective Date Date Selection Country Drop d
71. to external Verified depts for clearance The status of the application should be 3 marked as Accepted and an email should be triggered to the applicant Request P PE 4 Clarification System should display Request Clarification Pop up 5 Request M anual Send email and SMS notification to the respective applicant Submission 6 Reject Reject application 9 The user cannot select another record if the selected record is not Saved or Cancelled The external departments are namely Police Stations CID TID SIS NIC and Immigration The information that is sent to each department is elaborated further on use case 9 N A 2 3 2 2 Wireframe Application verification Application Verification pdf Figure 12 Application Verification Version 1 2 DC 02 Page 34 eServices for Sri Lanka Police Headguarters Software Requirements Specification 2 3 2 3 Data Fields Application verification From Date selection To Date selection Drop down Status selection Application Reference No Text Should toggle to cancel Select button button when selected Display Only Application Date Date selection Application Reference No Display Only NIC No Display Only Passport No Display Only Name Display Only Stay in SL Link Link Attachments Image Docx PDF 2 Image Docx PDF files Only if revisions are Revisions Link available Review Status New
72. tries and increase the number of rows and allow editing and deletion Version 1 2 DC 02 Page 14 eServices for Sri Lanka Police Headquarters Software Requirements Specification 12 System should not allow user to submit if the user does not tick the checkbox to agree to terms amp conditions Re apply 13 The user is allowed to submit a new application for the same NIC Passport and clearance periods of a past approved certificate within one year from the issued date of the previous certificate In this case the user should provide the past application reference number and retrieve the application 14 Previous application detail shall be loaded into the interface and information other than the NIC Passport and clearance period places can be edited 15 Upon submission the re application shall be captured as a new application with a reference to a previous application Rest of the behaviour of the application including charges shall be same as a new application unless stated above Also only the following fields mentioned below should be enabled for editing a Reference High Commission Embassy b Age in years c Occupation d Purpose of Visit e Marital Status f Present Address in Sri Lanka g Present Address Overseas h Person authorised by the applicant and his her details i Address of the High Commission j Address to which the certificate should be posted to Application Submission 16 Citiz
73. ts Citizen a Online Application Submission pu e Send Revisions when requested pn o E E E aT A Check Application Status G0 Gal dl al A REEER External Departments 6 Manage Certificate Issuance pe vV pr em CY EE Table 1 eService Summary Version 1 2 DC 02 Page 11 eServices for Sri Lanka Police Headquarters Software Requirements Specification 2 Requirement Specification This section outlines the business requirements for the eServices outlined for Issuing the Police Clearance Certificate The process and activities are divided according to the users in the system 2 1 Process Overview 2 1 1 Process description There are three main users that are accessing the solution Each set of users will be having a separate set of functionalities as depicted in the diagram below Communicate with other Departments Process and Print Certificate Express Certificate Green Channel View Progress Track Past Applications Police Head Quaters Other Departments Citizen Enter manually View Pending Online Applications submitted applications Applications with Online Payments Verify Applications Update Clearance Re submit Detail prior to Processing Online Receive Notifications Manage change licati requests from applicants Ge Apple Hon ka Vd Figure 1 PHQ Clearance eServices Overview Version 1 2 DC 02 Page 12 eServices for Sr
74. untry Drop Country list down selection Reference High Commission Embassy Drop High Commission List for down the selected country selection Nationality Drop down selection Date of Birth Date selection Age in years Number 3 digits no months Sex Male Female Radio Occupation Text Purpose Resident Visa Temporary Radio Visa Employment Student Scholarship button Status Radio Rev Married Unmarried Divorced Wid button ow Have you applied for a certificate Radio previously Yes No button Country of the last certificate Drop ACL down selection Version 1 2 DC 02 Page 19 eServices for Sri Lanka Police Headquarters Software Requirements Specification If so was a certificate issued to you Radio Yes Yes No button Reference No of the last certificate Text If certificate has been issued previously Date of Issue Date If certificate selection has been issued previously Present Address in Sri Lanka Text Yes Present Address Overseas Text No Are you a referred applicant through the Radio Yes SLBFE Yes No Button Places of Residence Address Text Police Area Drop down selection from Date selection to Date selection Display Table Address Display only Police Area Display only from Display only to Display only Authorised Person Details Authorised Person Radio Mother Father Wife Husband Brother button S
75. ws DHA gt DIG gt ASP gt OIC 2 3 6 1 Alternate flow 4 Normal Certificate DHA does not approve certificate System notifies the ASP 2 3 6 1 Alternate flow 5 6 and 7 Certificate with clauses or Letter DIG does not approve System notifies the DHA ASP does not approve System notifies the DHA OIC does not approve System notifies the ASP 2 3 6 1 Updates to clearance statuses New Cleared by PHQ Updates Cleared to Issued Manual Inquiry to Due Course NIC Revisions to Name Issue Cleared 2 3 6 2 Wireframe changes with additional requirements 2 3 6 3 Changes to the data table New Name Issue Management Name Issue Link Name Issue Comments Revision Requirement Email Content Email Applicant Changed Name Upload New NIC Copy Adverse Records Document type Approval letter from DIG Content for Letter and additional comments to certificate Updates NIC Revisions to Name Issue Comments to Adverse Records Comments New Clearance Status Cleared by PHQ Issued Name Issue Cleared Version 1 2 DC 02 Page 6 eServices for Sri Lanka Police Headquarters Software Requirements Specification Table of Contents 1 Introduction EE GE acena seas rasa esos 11 2 Requirement Specification enee enee RER RER EE ENEE RER EE RER EE RER EE RER EE REN 12 2 1 Process Overview 12 2 1 1 Process description EEN 12 2 2 eServices for Citizens Citizen Application 13 2 2 1 Citizen Application Onlin
76. y the addresses relevant to the respective police station locations 6 In case the location given by the applicant is incorrect Police station may inform PHQ through the application of the correct police station The PHQ user can confirm update the new location Once the location is updated the application shall be forwarded to the new police station for clearance Email and SMS alert will be sent to the applicant to notify the location change and delay in application processing 7 If a police station informs PHQ that a period of residence provided by the applicant is incorrect PHQ may send email and SMS alert to the applicant through the system with a time period of 14 days requesting correct details Revised detail submitted manually by the applicant can be updated by a PHQ user 8 User should provide the necessary clearance Cleared Yes or No and provide a comment for the action Comment is mandatory if No is selected The changes will get effected only when the Save button is clicked 9 The user is not allowed to select another row without saving or cancelling an already selected row Updating Police Messages 10 Only PHQ users will have access to this function through the main interface described above All locations police stations based on the requested clearance period for the selected application shall be displayed in this view Each row represents the different police area where the applicant has resided during the p
77. yes system should discard the changes and close the screen If the user clicks no system should redirect to External screen Normal Certificate 2 OIC does not approve System notifies the checking officer 3 ASP does not approve System notifies the OIC 4 DHA does not approve certificate System notifies the ASP Certificate with clauses or Letter 5 DIG does not approve System notifies the DHA 6 ASP does not approve System notifies the DHA 7 OIC does not approve System notifies the ASP 8 User prints addresses and saves without entering registered post number Error message should be displayed stating Please enter the registered post number 2 3 6 2 Wireframe Certificate Issuance ar Internal Approval pdf Figure 20 Certificate Issuance Internal Approval Version 1 2 DC 02 Page 52 eServices for Sri Lanka Police Headguarters Software Requirements Specification POLICE CLEARANCE CERTIFICATE REPORT HQI OIC My No Police Station 01 Reference attached application please make discreet inquiries and report expeditiously whether the person mentioned there in has have come to the adverse notice in your Police area 02 If there are any Criminal involvements or adverse findings against the applicant you are required to specify facts in detail Senior Superintendent of Police Director Headquarters Administration Police Headquarters Colombo 01 OIC Clearance Police Headquarters

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