User Manual

For

Gulf SQAS
Version 1.0

Prepared by:

Raza Nawaz

Reviewed By:

05-07-2019
Table of Contents

1 Introduction ........................................................................................................................................... 2
2 Main Functionalities ............................................................................................................................. 2
2.1 User Login .................................................................................................................................... 2
2.1.1 Forgot password .................................................................................................................... 3
2.2 Pre-notification from Assessor...................................................................................................... 5
2.3 View Agreement ........................................................................................................................... 5
2.3.1 Download agreement ............................................................................................................ 6
2.3.2 View Planned Assessment .................................................................................................... 8
2.4 Planned Assessment ...................................................................................................................... 9
2.4.1 Search Filters ...................................................................................................................... 10
2.4.2 Export excel sheet ............................................................................................................... 10
2.4.3 Status of Planned Assessment ............................................................................................. 11
2.5 Sign Agreement (Alternative way to view and authorize agreement) ........................................ 11
2.6 View Report ................................................................................................................................ 12
2.6.1 Search Filters ...................................................................................................................... 15
2.6.2 Export excel sheet ............................................................................................................... 15
2.7 Download Report ........................................................................................................................ 16
2.7.1 Report scoring ..................................................................................................................... 17
3 Downloads .......................................................................................................................................... 18
3.1 Download PAD ........................................................................................................................... 18
3.2 Download Questionnaire............................................................................................................. 18
3.3 Download General Documents ................................................................................................... 18
3.4 Download Assessor Documents.................................................................................................. 18
3.5 Download Assessor Application ................................................................................................. 18
4 Sharing ................................................................................................................................................ 19
5 Profile.................................................................................................................................................. 19
5.1 View Profile ................................................................................................................................ 19
5.1.1 Edit Profile .......................................................................................................................... 20
5.2 Change Password ........................................................................................................................ 20
5.3 Log out ........................................................................................................................................ 22

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1 Introduction
Gulf SQAS (Sustainability & Quality Assessment System) is a system to evaluate the
environmental, health, safety, security and quality performance of Logistics Service Providers
(LSP's) in a uniform manner by single standardized assessments carried out by independent
assessors using a standard questionnaire.

An SQAS assessment does not lead to a certificate but offers a detailed factual report which each
chemical company needs to evaluate according to its own requirements.

2 Main Functionalities

2.1 User Login

Steps for user to login are as follows:

• Open the URL: http://www.gulfsqas.com/Company/Index.aspx.

• Go to Login tab (as highlighted in figure below).
• The site shows the Login screen as shown below, which is used to authenticate a user.
• Type in your email account username (usually your email address) and password into the
according fields and press the login button.
• On passing credentials successfully, user will be directed to home page, else validation
error will be displayed.

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2.1.1 Forgot password

• Incase if user has forgot password then there is option for user to click on forgot button in
the password field as highlighted in screen below.

• User will be redirected to forget password screen as shown below. On entering email id
in email field, click the submit button.

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 • After that, Password reset link will be sent to user email address (as shown in left image
below).
• On clicking the link user will be redirected to change password screen where user can
change and save password (as shown in right image below)

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2.2 Pre-notification from Assessor
• When assessor creates pre-notification of company to be assessed, both assessor and
company receive an email (as shown below) showing company details to be assessed for
which pre-notification is created.

• Email as shown in image above Requests Company to be assessed to authorize the

electronic agreement for which pre notification is created by assessor.
• On clicking the link in the image shown above user will be redirected to view agreement
form which will be discussed in next section.

2.3 View Agreement

To view and authorize agreement, company user must follow these steps
• On clicking the link in the email (as shown above) user will be redirected to view
agreement page.
• User of company to be assessed after reading the agreement and auto generated
information of company has right to authorize or unauthorized the agreement.
• If user want to authorize the agreement then follow these steps
o All mandatory field are filled
o Checkmark “I have acknowledged above and agree”
o Click on ‘’I authorize’’ button.

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 • On successful authorization both company and assessor receive an email acknowledging
the authorization and confirming the details of company (as shown below).
• Assessor create an assessment for company after successful authorization against report
number generated for a company under ‘Planned Assessment’ tab in planning section.

2.3.1 Download agreement

User can download agreement in PDF format between GPCA and assessed company before user
authorize the agreement by clicking the link in section 2.2 email image or by following these
steps

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 • Click on Planning tab
• Press the view icon for the desired pre notification certification.
• Press the ‘View Agreement’ button as highlighted in screen below at the bottom of page.

• Click on the pdf icon at the top of page to download agreement between GPCA and
assessed company.

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2.3.2 View Planned Assessment

• Planned Assessment is Pre- Notification form for assessment filled by Assessor detail
• Company User can also view Planned Assessment detail before or after authorizing the
agreement.
• Click on ‘View Planned Assessment’ button in view agreement form as shown in image
below to show details.

• On clicking the button highlighted in the above image user will be redirected to view
planned section (as shown below).
• Now company user can view complete assessment details and can switch back to
agreement by pressing the ‘view agreement button’.

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2.4 Planned Assessment
This section under planning tab lists planned assessments of all companies with their report
number, assessor, country, location, module, date and with their with their respective statuses. User
can view all planned assessment.

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2.4.1 Search Filters
For ease of user, all planned assessments can be searched using filters. They can also be sorted
(ascending or descending) as desired. Assessments can be filtered by using one of the following
parameter and pressing the search button.
• Begin date
• End date
• Country
• Status
• Module
• Report Number

2.4.2 Export excel sheet

List of planned assessment can also be exported to excel sheet along with their details to
share with other companies or clients. It can be done by pressing excel sheet button below thee
search button as highlighted in figure below.

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2.4.3 Status of Planned Assessment
Following are the three status of planned assessment along with their description
• Pre-Notified: Assessment Pre Notification is sent by assessor and company has not taken
any action against it yet.
• Authorized: Assessment Pre Notification is sent by assessor and company user has
authorized it.
• Not-authorized: Pre Notification is sent by assessor and company user has unauthorized it.

2.5 Sign Agreement (Alternative way to view and authorize agreement)

Under this section user can enter Pre Notification code (sent by assessor on email) to view the
agreement. User has to follow these steps.
• Enter Pre Notification code e.g. PNC534772
• Press apply button.

The following screen will appear on adding correct Pre Notification code where user can
authorize or not authorize the agreement. User can also first view planned assessment before
accepting the agreement.

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2.6 View Report

• When Assessor publish questionnaire for assessed company, the assessed company will
receive an electronic notification that their report has been entered in the electronic Gulf
SQAS database together with a login and password to the Gulf SQAS website.
• User of assessed company will receive an email when assessor publish questionnaire (as
shown in the image below).

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To view report user must follow the following steps.
• User click on URL sent on email. ( http://www.gulfsqas.com/Company/Index.aspx )
• User press the login tab
• User add credentials (email and password) sent on email as described in section 2.1.
• User press the report tab.

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 • Screen will be shown as in image below for the user to edit, view, download or delete his
own report(s).

• User can then finally view report by pressing the view icon (eye symbol). User will get
the following view on viewing the report.

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2.6.1 Search Filters
All reports can be searched using filters. They can also be sorted (ascending or descending) as
desired. Reports can be filtered by using one of the following parameter and pressing the search
button.
• Begin date
• End date
• Country
• Company Type
• Report Number

2.6.2 Export excel sheet

List of reports can also be exported to excel sheet along with their details to share with other
companies or clients. It can be done by pressing excel sheet button below the search button as
highlighted in figure below.

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2.7 Download Report

To download report user must follow these steps.

• Click on the icon as highlighted in screen below.

• After clicking the download icon following screen will appear from where we can
download reports (either complete questionnaire or sections of report in both excel and pdf
format.

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2.7.1 Report scoring
User can also download report containing information of scores (total number of yes, no and NA) for
each section of a particular module (Transport Service, Tank Cleaning, and ware house). User will have
access to following information

• Total number of Y,N and NA for each section and overall

• Total number of Y along with %Y in a particular section and overall
• Graphical Y score of each section and overall.

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3 Downloads
In download section, user can download the following documents from different section.
3.1 Download PAD
• Excel Sheet of Pre-Assessment document
3.2 Download Questionnaire
• SQAS Core- Questionnaire and Guidelines (Excel Sheet)
• SQAS Transport Service- Questionnaire and Guidelines (Excel Sheet)
• SQAS Tank Cleaning - Questionnaire and Guidelines (Excel Sheet)
• SQAS Warehouse- Questionnaire and Guidelines (Excel Sheet)
3.3 Download General Documents
To download portable document format (PDF’s) for SQAS guidelines, SQAS information,
Industry guidelines and government documents, refer to this section.
3.4 Download Assessor Documents
To download portable document format (PDF’s) for Gulf SQAS Assessor accreditation manual
refer to this section.
3.5 Download Assessor Application
Assessor application user guide is present in this section for user to download it.

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4 Sharing
Under sharing section, user can download sharing reports for hose burst cause discharge
during tank unloading and spill from truck unloading phenol.

5 Profile
5.1 View Profile
User can view his own profile by clicking on profile dropdown when user is logged in.
Press ‘profile’ as highlighted in image below.

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5.1.1 Edit Profile

Following screen will appear showing user details where user can also edit his
information by pressing the ‘Edit Profile’ at the bottom of page as highlighted in image below.

5.2 Change Password

User can change password using by clicking on profile dropdown when user is logged in.
Click on change password as highlighted in image below.

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 The following screen will appear where user can follow following steps to change password.
• User enter his current password
• User enter new password
• User re-enter new password
• User press the save button

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5.3 Log out
User can log out of website by clicking on profile dropdown when user is logged in. Click
on logout button as highlighted in image below to log out from website. Logged out header with
no profile dropdown indicated that user is successfully logged out of website.

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