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Federated States of Micronesia How To Tutorials

NORMA: Approve License Application

Step 1: Receive Permit Application

When a user completes an online application and submits it, you will receive an email notification that looks something like this in your inbox.

Click on the View Application button

NB: Make sure you logged into the system before clicking on View Application button a licensing application.

This should take you to the application page. Check the application page to make sure everything has been submitted.

Step 2: Process Application

If everything is in correct with the form click on the Edit button to process the application.

The officials section is colored in Pink. Process the application by filling in the officials section.

Make sure you have:

  1. You have filled in the Officials Section.
  2. The checkbox called Licensing Checks Completed is checked if the application has been completed correctly.
  3. Checked that the FSM Fishing License Number has been generated without errors.

NB: The Compliance Checks Completed checkbox should only be checked once a compliance officer has reviewed the application.

Once you are done processing the application, click on the Save button located at the very bottom of the page.

Step 3: Final Review

Once the Licensing Application checks have been completed in the Officials section and email is sent automatically for Final Approval by the Chief of the Management & Development Division.

Click on the Review Application for the Final Review of the application before you print it out to go for signing.

Step 4. Print Permit

To print the application click Edit

Then set the status to Print for Signing

The system will automatically email you a Word Document copy of the permit to the email to licensing@norma.fm

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How To Tutorials

All: Missing Information?

Here’s what you need to do if the application is missing some information, you can click on the Status lock (circled in blue) in the right hand corner to mark the application as incomplete. This will then create a link that you can send via email back the the applicant.

Click Yes. Mark as Incomplete.

Copy the green link and email it to the applicant with a message to re-submit the application to you.

The applicant will then click on the link when they receive it and fill in the missing information. Notice now that the application has now been put into the incomplete queue and that at the bottom of each incomplete entry you will find a Resume URL link. Click on it will take you to the incomplete form.

Clicking on Incomplete will take you to a page listing all the incomplete applications.

If you click on Entries to go back to the manage entries tab you can see how many incomplete entries you have in your queue. In this case we have 4, you can click on this to see the incomplete entries.

 

 

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How To Tutorials Samoa

Samoa: Process a License

Prerequisites

Before you can process a license make sure you are:

  • Logged into the Licensing System at https://licensing.tklapp.com/
  • Logged into your email client (i.e. gmail, outlook etc…) so that you can receive notifications when new licensing applications are made online via the system.
  • Have a valid account on the system with the correct permissions and have been added to the fisheriesmcs@maf.gov.ws group email. You will need to check with the Principal Licensing Officer for this. If you don’t have an account in the licensing system you can sign up for one. You will then need permission from the Principal Licensing Officer to be able to process licenses. Once that is granted then you will be given permissions in the system by an FFA admin that will allow you to process a license in the licensing system.

Processing Instructions

Step 1: Applicant fills in an online application

Screenshot of Online Foreign Fishing Application Form
Applicant fills in application form

Step 2: An Email notification is sent to the licensing email address

Email Notification
Screenshot of Gmail with an email notification for a new application.

Step 3: Open the email and click check application.

This will redirect you to the application in the system. Check the application to make sure it has been filled in correctly.

If Application OK

If everything is in order, click the Edit button to fill in the Officials section. Click Save Changes to complete the Licensing Officers section.  Note: The Save Changes button is located at the bottom of the application form.

Viewing the Application
If application is correct click Edit to begin processing, if there are issues click Status and set this to incomplete

If Application NOT OK

If there are issues with the application then click Status and set the application to incomplete by clicking on the Yes. Mark as incomplete button in the dialogue box.

Screenshot of dialogue to set application as incomplete
Click Yes Mark as incomplete to set the application to incomplete.

A link will be created for the applicant to fill in any missing information. Copy this link and send an email to the applicant with the link + a message explaining what is missing.

Screenshot of Edit and Resume link
Email the link in green to the applicant and a message explaining what is missing

Step 4: Licensing Officer fills in their section

Licensing Officer checks application for completeness and then fills in the Licensing Officers section of the application and clicks Save Changes when done. Notify the compliance officer that they need to fill in their section.

Screenshot of Licensing Officers Section - Samoa Foreign Fishing
Fill in the Licensing Officers Section

Step 5: Compliance Officer fills in their section

Compliance Officer does a vessel compliance check and then fills in their section on the license application and clicks Save Changes when done.

Screenshot of Compliance Officers Section
Fill in the Compliance officers section

If Compliance OK

Set the Status to Print for Signing. See Step 7 for instructions.

If Compliance NOT OK

If there are any compliance issues found, set the status of the application to

Screenshot of Status set to rejected
Set applications status to Rejected

Step 7: Set the applications Status to Print for Signing. 

Set the applications Status to Print for SigningClick Save Changes.

Screenshot of Status set to Print for Signing
Set application status to Print for Signing once you are ready to print the application to go for signing

A license permit will be created automatically by the system and emailed to you if all of the following are TRUE

  • the Licensing Check is completed
  • AND the Compliance Check is completed
  • AND the Status is set to Print for Signing

You will then need to print all the documents to go for signing

Step 8: Download and Print all documents

Download all the attachments in the application form and print them

Download a PDF copy of the Online application and print it

Screenshot of how to PDF application form
Download PDF of the Application form

Download a copy of the permit that was sent via email and print the attachment (see above)

Screenshot of Email inbox receiving automatically generated License Permit
Email sent to your inbox with an attachment of the automatically generated license permit. The sender will appear as Samoa Licensing System. Click on the email to open it.

Download the attached word document which contains the automatically generated License Permit and print this.

Screenshot of Automatically generated License

Step 9: Send for Signing

Send all the documents for printing by the CEO and the Minister

Step 10: Set Status to Approved

If the application comes back from signing and has been approved, set the Status to Approved. Otherwise set the Status to Rejected and notify the applicant.

The final step is to set the applications Status to approved.
The final step is to set the applications Status to approved.
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How To Tutorials

How to Login?

The licensing system uses Google Accounts as standardised login and authentication mechanism similar to what TUFMAN 2 has. This is so that users don’t have to remember multiple usernames and passwords. Here are the instructions for logging into the Licensing System.

Go to https://licensing.tklapp.com/dashboard/wp-login.php

Click on the Login with Google button

Click login information
Click login information

Choose the Google Account you want to login with

Shows up if you have multiple Google accounts setup on your system
Shows up if you have multiple Google accounts setup on your system

If this is your first time you will be asked to allow the licensing system permission to use your Google profile.

Granting the Licensing System permission
Granting the Licensing System permission

You should be logged in successfully into the system.

Note: If this is your first time logging in, you won’t have access to any data until you have been setup by the system administrator. See screenshot below

Screenshot of initial login with no access to data
Screenshot of initial login to the system with no permissions setup to access data

Note: If your already setup with permissions, you’ll have access to some data. See screenshot below.

Screenshot of system with permissions already setup to access data.
Screenshot of system with permissions already setup to access data.
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How To Tutorials

How to Register?

Step 1

Go to https://licensing.tklapp.com/dashboard/wp-login.php?action=register …click Toggle Login

Click Toggle Login to open the Registration form so you can register
Click Toggle Login to open the Registration form so you can register

Step 2

Enter a username and email address in the registration form and then click Register to register your self onto the system.

Note: Make sure you use a gmail address.

Register a uer name and an email address
Register a uer name and an email address

Step 3

You should get 2 confirmation email addresses in your Gmail inbox. Click on the 2nd link to go to the login page.

Check your email for a Confirmation email
Check your email for a Confirmation email
The email has 2 links, click on the 2nd link https://licensing.tklapp.com/dashboard/wp-login.php to got to the login page.
Click on the 2nd link to go to the login page
Click on the 2nd link to go to the login page

Step 4

Click the Login with Google button. This will log you in using your Google account.

Click on the Login with Google button to login
Click on the Login with Google button to login
Choose the google account you want to login with and click on it. You may have multiple accounts like the screenshot below so choose the one you want to use.
Note: If the account you want to login isn’t there click Add account and follow the instructions to add it.
Choose the Google account you want to login with
Choose the Google account you want to login with

If this is your first time you will get a prompt to grant permissions to the licensing system. Click Allow.

Click Allow to grant permissions to the Licensing System
Click Allow to grant permissions to the Licensing System

Once that’s done you’ll be logged into the system. The system will be blank initially until the licensing administrator sets you up with permissions.

Your initial login will have a blank page setup since you won't have permissions until an administrator gives you one
Your initial login will have a blank page setup since you won’t have permissions until an administrator gives you one
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Federated States of Micronesia

FSM: Licensing Process

Here are the instructions for NORMA’s licensing system. It shows you the steps from start to finish in the system. This assumes the you are already logged into and that a user has already submitted their application online:
https://licensing.tklapp.com/

Step 1: Check and Validate

Once a user submits an application you’ll get a notification email telling you that an application has been received. You will need to check that the applicant has filled in the application correctly. By clicking on the View Application button.

This will take you to the backend of the application where you can start to process the application. See below:

If you find that there’s some missing information. Follow the instructions here on how to handle that

https://licensing.tklapp.com/dashboard/index.php/2016/11/27/all-missing-information/

Step 2: Process License

Once you are satisfied that the application is valid you can start processing the application by clicking on the Edit. Scroll down to the OFFICIALS ONLY sections. Since you have checked and validated the application, check the Licensing Checks Completed.

Step 2a. License Check

Follow your normal licensing processes to get the the required information to fill in the remaining sections the Licensing Details and the Licensing Fees.

Fill in information about:

  1. Conditions – Choose the conditions that will be applied to the license
  2. The FSM License # – Unique number assigned to the License
  3. PRL # – Tracking number
  4. Start Date – When does the licensing period begin
  5. End Date – When does the licensing period end
  6. Date of Issue – When was the License issued
  7. Issued By – Who signed and issued the License
  8. Remarks – And any comments or other relevant information you may have about the application

Fill in information about the fee’s. Upload any receipts OR Bank transfers to the Uploads button for record keeping.

2b. Compliance Check

Once the compliance officer finishes performing a background check on the vessel/captain/company you can upload the compliance information using the uploads or comments section.

Once the compliance officer is done check the Checks Completed Checkbox under Licensing Application checks.

Scroll to the bottom and Save the Application.

Step 3: Final Review

Once you’ve saved the application you can email your supervisor directly from the system to do a Final Review before Printing. You can do this via the Email link on the right.

Fill in you supervisors details and a short note if you want. Click Email Entry and select the Email Template: Custom – Logic Rule #2  to send the Final Review email to your supervisor.

Note: You can send the application to multiple email addresses by separating them with a comma. 

Your supervisor will now get an email like this. The can click on the Review Application button to do a final check before printing and signing.

Step 4: Create Permit Document

Once your superiors approve the application click Edit and set the status of the application to Print for Signing, then and Save it. The system will now check if

  1. Status is set to Print for Signing
  2. Compliance Checks Completed has been checked
  3. Licensing Checks Completed has been checked

If ALL the conditions above are True, the system will create a Permit document  and then email it to your inbox.

Step 5: Download, Print and Sign

In this step you will need to print all the documents to take for Printing and Signing. This will include:

Downloading the application using the PDF link and then printing that. Alternatively you could try printing directly but that doesn’t always work well.

Downloading and Printing all the attachments submitted with the application.

Downloading and printing the automatically generated permit document.

Step 6: Set Status to Approved

Once everything is signed log back into the system, edit the status by setting it to Approved and clicking Save.

You can also upload the signed copy of the hard copy permit to the uploads section for record keeping purposes.

Step 7: Notify the Applicant

Use the Email button again to notify the applicant that their application is ready for pickup.

This time select the Email Template: Custom – Logic Rule #2 to send the email to say the application has been approved.

The applicant will then receive an email looking like this:

 

Categories
Blog Licensing System Development Blog

Why is Licensing Development taking so long?

Licensing for one country is a complex process. Multiply that across several countries and it becomes even more so. Due to that complexity we’ve had to re-think our implementation of a regional Licensing System.
Regional map of FFA Member Countries
FFA Member Countries
In the process we have:
  • re-scoped licensing by country,
  • built a new technology stack to handle the complexity
  • and created a new approach on how to build things.

That’s a lot to do and has taken time to complete.

Why do it this way?

We only have limited resources available so we need to build a licensing system that scales well i.e. as we add more countries to the system the associated costs/complexities for development (20%) and maintenance (80%) don’t increase at the same rate. Otherwise everything grinds to a halt as we end up being bogged down by the technical and financial costs of keeping the system running.

Factors for Licensing Complexity

Here’s a breakdown of specifically what makes licensing so complex in the region.

  1. As mentioned implementing a licensing system across several countries is complex because licensing regimes are generally:
    • different/unique with their own quirks,
    • largely still based on paper,
    • lack proper process management.
  2. We are building a digitally integrated licensing system (and not just a database). This requires digitizing and automating as much of the licensing process as possible as well as training up licensing staff. All this takes time for not only staff but also industry to get used to.
  3. We needed to build a new approach as well as a new technology stack to cater to for this complexity.
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How To Tutorials

How do I access data entered?

Log into the system (instructions are here)

You should see a list of forms that you have permission to access. Click on the form you want to access and click Entries. In the example below I want to see all the entries for the form Standardized: License

Click Entries to view all data captured by the form
Click Entries to view all data captured by the form

You’ll now be able to see a list of all the data Entries captured by the system.

Entries page lets you see all the data captured by the system
Entries page lets you see all the data captured by the system

Notes: You can use the Filter Entries button to filter data you want to see