Sie sind auf Seite 1von 8

Managing the database V2.5

VI.c. STEP - Requirements

Index

DEFINITION OF REQUIREMENTS

1. Type of requirements

2. Categories of requirements

ADD A REQUIREMENT

1. Add a requirement already in

the database

2. Add a requirement result of a

previous step

3. Add a new requirement

ARRANGING THE

REQUIREMENTS

THE REQUIREMENTS SEPARATORS

result of a previous step 3. Add a new requirement ARRANGING THE REQUIREMENTS THE REQUIREMENTS SEPARATORS
ARRANGING THE REQUIREMENTS THE REQUIREMENTS SEPARATORS DEFINITION OF REQUIREMENTS A requirement is what the user

DEFINITION OF REQUIREMENTS

A requirement is what the user has to provide to the administration to obtain the result of the step.

1. Types of requirements

The requirements can be a document (ex. A filled form, an identification document, etc.), an information (ex. social security number, name of parents, etc.), a method of payment when the step has a cost (ex. cash, check, etc.) or the physical presence of some persons(ex. the user itself, parts of a contract, etc.)

We distinguish (for now) 7 types of requirements in the system. Any requirement must be declared as one of the following types:

Form - downloadable & usable: this is a form that the user can download, print, fill and provide to the administration.

Form - fillable online: the user can fill this form online, through the system.

Form - sample: this form is not usable, only a simple picture is provided (this is the case of the printed forms on special paper).

Document: any document that is not a form (identification document, plan, payment receipt, contract, etc.)

Payment method: the way the user has to pay the cost of the step, when there are restrictions (for ex: cash payment).

Information: an information that the user must give orally (ex. tax number, name of parents, etc.)

Other: any requirement that can not be set as the other types of requirements (ex:

physical presence).

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

The 3 tabs "Existing Requirements ", "Results previous steps" and "New requirement" of the table
The 3 tabs "Existing Requirements ", "Results previous steps" and "New requirement" of the table
The 3 tabs "Existing Requirements
", "Results previous steps" and
"New requirement" of the table of
requirements appear on top of the
window opened when clicking
on
.

!

2. Categories of requirements

The requirements are registered in a table of the requirement accessible from the step's

sheet by clicking on

choose a requirement already registered in the table (by clicking on the 'Existing Requirements' tab), either adding one that is still not registered (by clicking on the 'New requirement' tab). Some requirements are the result of a previous step. Those requirements are registered in a special part of the table, the 'Results of previous step' tab.

(refer to ADD A REQUIREMENT). We can either

' tab. (refer to ADD A REQUIREMENT ). We can either Before adding a requirement, we

Before adding a requirement, we shall make sure that the requirement is not yet in the tab 'New requirements' or 'Results previous steps'.

This point is primordial, in order to:

not creating doubloons in the system

link the step together, through the result-requirement relation: if one requirement in a step is the result of a previous step, the two steps will be linked if the requirement of the second step is well declared as being the result of the first one. If contrariwise we create a new requirement, not only a doubloon will be added to the table but also the two steps will not be linked, creating inconsistencies in the summary.

Reminder :

The requirements are taken into account by the system as 3 categories: the new requirement that are not already in the table of requirements, the requirements already existing in the table of requirements and the requirements that are the results of previous steps.

When we want to add a requirement to a step, we must make sure that this requirement is not already in the tabs "Existing requirements" and "Results previous steps", for not creating doubloons and to create the results-requirements relations.

If and only if the requirement is not in the table of requirements, we can use the "New requirement" tab.

ADD A REQUIREMENT

1. Add a requirement already in the database

1
1

Click on Add requirement

1 Click on Add requirement
22
22

A window opens : the table of requirements

22 A window opens : the table of requirements eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

If the type of requirement is 'Information' or 'Other', we shall not enter any quantity
If
the
type
of
requirement
is
'Information' or 'Other', we shall
not enter
any
quantity
in
the
"Orig./Copy/Auth" field.
33
33

Click on the expected requirement

33 Click on the expected requirement
44
44

The requirement appears on the step's sheet

44 The requirement appears on the step's sheet Fill up the fields " +/or ", "

Fill up the fields "+/or", "Orig./Copy/Auth" et "Comments".

The fields 'Orig./Copy/Auth' correspond to the quantity of originals, ('Orig.'), the quantity of copies ('Copy') et the quantity of authenticated copies ('Auth') of the

55
55

requirement.

The field 'Comments' will be filled without capital letters and will appear between parentheses on the public interface. It is preferred no to write complete sentences but only an accurate indication about the requirement.

public interface. It is preferred no to write complete sentences but only an accurate indication about

2. Add a requirement result of a previous step

1
1
2
2
33
33
44
44
55
55

Click on Add requirement

1 2 33 44 55 Click on Add requirement A window opens : the table of
A window opens : the table of requirements

A window opens : the table of requirements

Add requirement A window opens : the table of requirements Click on the tab Result of
Add requirement A window opens : the table of requirements Click on the tab Result of

Click on the tab Result of previous step

Click on the expected requirement

Result of previous step Click on the expected requirement The requirement appears on t he step's
Result of previous step Click on the expected requirement The requirement appears on t he step's
The requirement appears on t he step's sheet with the type Result of step

The requirement appears on the step's sheet with the type Result of step

on t he step's sheet with the type Result of step eREGULATIONS SYSTEM - ADMINISTRATION MANUAL

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

On the left side of the requirement being the result of a previous step is
On the left side of the requirement
being the result of a previous step
is the icon
.
You can click on
to modify the
requirement or click on
to
revise the step where the
requirement is a result.

we keep the field

Description of the requirement

empty.

For now,

we keep the field Description of the requirement empty. For now,
66
66

Fill the fields "+/or", "Orig./Copy/Auth" et "Comments"

3. Add a new requirement

Reminder

et " Comments " 3. Add a new requirement Reminder We shall add a new requirement

We shall add a new requirement if and only if this new requirement is nor in the tab "Existing requirements" nor in the tab "Results previous steps" of the table of the requirements.

Click on Add requirement Add requirement

of the table of the requirements. Click on Add requirement A window opens : the table

A window opens : the table of requirements

Add requirement A window opens : the table of requirements Click on the tab New requirement

Click on the tab New requirement

the table of requirements Click on the tab New requirement The tab of creation of a

The tab of creation of a new requirement opens

requirement The tab of creation of a new requirement opens Enter the information related to the

Enter the information related to the requirement: the name and the type of requirement.

Click on Attach files

Select a document in the Media Library

Click on Save selection

The selected document appears in

the window of creation of the new requirement

appears in the window of creation of the new requirement eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing
appears in the window of creation of the new requirement eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing
appears in the window of creation of the new requirement eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing
appears in the window of creation of the new requirement eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

The type of requirement can be changed by clicking on the left side of the
The type of requirement can be
changed by clicking on
the left side of the requirement.
on

!

1010 Click on Save 1111
1010
Click on Save
1111
side of the requirement. on ! 1010 Click on Save 1111 The requirement appears on the

The requirement appears on the step's sheet

Save 1111 The requirement appears on the step's sheet 1212 Fill the fields " +/or ",
1212
1212

Fill the fields "+/or", "Orig./Copy/Auth" and "Comments" of the line of the requirement

and " Comments " of the line of the requirement ARRANGING THE REQUIREMENTS The list of

ARRANGING THE REQUIREMENTS

The list of requirements is presented under the form of a table, as following :

is presented under the form of a table, as following : We can arrange the list

We can arrange the list of the requirement by playing with the arrows borrow a requirement from the list by clicking on

.
.
arrows borrow a requirement from the list by clicking on . and we can The order

and we can

The order of the requirement on the public interface is the same as on the administrative interface. Therefore, we shall make sure to keep the list ordered by type of requirement, as followed:

1. Form - downloadable & usable

2. Form - fillable online

3. Form - sample

4. Result of step

5. Document

6. Information

7. Payment method

8. Other (usually physical presence)

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

We can use the function "Duplicate requirement's block" in order to rapidly copy the content
We
can
use
the
function
"Duplicate
requirement's
block"
in order to rapidly
copy the content of a separator
and slightly edit it.

The requirements separator

contains all the requirements that

before the

following separator. It is therefore fundamental to check the order of the lines in the list of requirements.

follow it

in

the

list

 It is therefore fundamental to check the order of the lines in the list of

Alternative requirements

By default, all the requirements are considered cumulative: in front of any requirement is a sign +, in the field "+ / or".

In certain cases, two or more requirements are alternative. We shall then choose 'Or' in the field "+/or" of the second line, third line, etc…

THE SEPARATORS OF REQUIREMENTS

Natural persons and legal persons

For several steps, specific requirements apply for natural persons and for legal persons. For example in the company creation, the legal person has to provide the memorandum of association of the mother company that wants to create a company. We shall then create two separators, one for the natural persons and one for the legal persons. Those two separators can not go without the other: we can not have a separator of the type "Individuals (natural persons)" without the separator of the type "Companies (legal persons)", and vice versa. Under each of those requirements, we put all the requirements, not only those that differentiate one to the other.

Non residents

As several documents can be specifically requested for the non resident, it shall be mentioned under the "Non residents (foreigners)" tab.

Representatives

In the cases where it exists a formalism for the user to be represented by a third party, the necessary documents for the representative will be mentioned under the separator "Representative".

Add a requirements separator

Click on Add requirements separator

The requirements separator appears at the end of the list of requirements.

separator appears at the end of the list of requirements. Edit the name of the requirements
separator appears at the end of the list of requirements. Edit the name of the requirements

Edit the name of the requirements separator

Choose a type of requirements separator.

Individuals (natural persons): the separator corresponds to an individual

Companies (legal persons) : the separator

individual  Companies (legal persons) : the separator eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the
individual  Companies (legal persons) : the separator eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

Reminder: we can not have any requirements separators of type "Individuals (natural persons)" without a requirements separator of type "Companies (legal persons)", and vice versa.

(natural persons) " without a requirements separator of type " Companies (legal persons) ", and vice

corresponds to a company

Non resident (foreigner) :

the separator corresponds to a person that is not resident of the country

Representative : the separator correspond to an authorized representative

Special case : the requirements linked to this separator do not appear in the summary of the procedure

separator do not appear in the summary of the procedure Simplified example : the registration at

Simplified example : the registration at the chamber of commerce

In order to register at the chamber of commerce, individuals must provide:

the memorandum of the company to be created

a list of the shareholders

a copy of the document of identity of the shareholders

the physical presence of the legal representative of the company

The legal persons must additionally provide:

the memorandum of association of the mother company

If the legal representative wants to be represented, the representative would p rovide:

a power

a proof of id entity

We shall then create 3 separators of requirements:

"Natural person"

"Legal person"

"Additionally, for the authorized representative"

Under "Natural person ", we will put:

Memorandum of association of the company to be registered

List of the shareholders

Proof of identity

Physical presenc e of legal representative

Under "Legal person", we will put:

Memorandum of the compa ny to be registered

List of the shareholders

Memorandum of associa tion of the mother company

Proof of identity

Physical presenc e of legal representative

Under "Additionally, for the authorized representative", we will put:

Power of attorney

Proof of identity of the authorized representative

Here is how this list will appear on the administrative interface:

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

Here is ho w this list will appear on the public interface: Tab Individuals Tab
Here is ho w this list will appear on the public interface: Tab Individuals Tab

Here is ho w this list will appear on the public interface:

Tab Individuals Tab Companies
Tab
Individuals
Tab
Companies

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5