Data Entry

Procedure
and Details
Initiated & Compiled by: DILIP PARANJAPE
 Data Entry Procedure and Details

Document Change History

Rev. Revised by
Date Description of Revision
No. (Name)

0 01-OCT-2022 Dilip Paranjape First Draft

3
Data Entry Procedure and Details
 Data Entry Procedure and Details

Table of Contents
1 INTRODUCTION...................................................................................................................................................... 4

2 DASH BOARD............................................................................................................................................................ 6

3 PROFILE....................................................................................................................................................................... 8

3.1 VIEW PROFILE.......................................................................................................................................................... 9

4 USER............................................................................................................................................................................ 11

4.1 USER LIST............................................................................................................................................................... 11

4.2 ADD NEW USER..................................................................................................................................................... 13

5 CANDIDATE............................................................................................................................................................. 15

5.1 RECRUITMENT........................................................................................................................................................ 15

5.2 EMPLOYMENT VISA.............................................................................................................................................. 16

5.3 EDUCATION / DEGREE CERTIFICATE ATTESTATION...............................................................................19

5.4 MARRIAGE CERTIFICATE ATTESTATION...................................................................................................... 19

5.5 CHILD BIRTH CERTIFICATE ATTESTATION.................................................................................................19

5.6 CHILD SCHOOL LEAVING CERTIFICATE ATTESTATION.........................................................................19

5.7 CHILD POLIO CERTIFICATE ATTESTATION................................................................................................. 20

5.8 FAMILY VISA........................................................................................................................................................... 20

5.9 FAMILY VISIT VISA.............................................................................................................................................. 20

5.10 VISIT VISA........................................................................................................................................................... 21

5.11 BUSINESS VISIT VISA..................................................................................................................................... 21

5.12 MULTIPLE ENTRY BUSINESS VISIT VISA...............................................................................................22

5.13 GULF RETURNED / VISA CANCELLATION................................................................................................ 22

6 CANDIDATE LIST................................................................................................................................................. 24

7 INVOICING SYSTEM.......................................................................................................................................... 25

Initiated & Complied by: Dilip Paranjape Page 4 of 26

 Data Entry Procedure and Details

1 Introduction
The Data Procedure and Details has been divided into various sections. The
DOCUMENT CHANGE HISTORY will be having the current (last) update details of the
document. The Table of Content gives the details of the various sections.

To identify readily and locate any specific information, the table of contents with a
section and sub-section numbers is provided at the beginning. The details of information
contained in each section and sub-section as applicable is given below in brief.

1 Introduction

This section contents general information of write-up like, for what purpose write-up is
written, meaning of each section in brief (this section).

2 Foreword

This section contents the purpose of this write-up like, requirement of initiating this
write-up, intension, and applicable reference if any.

3 Dash Board

This section contents the opening screen option.

4 Profile

This section contents the brief details of policies followed by Advance Consultancy
Services (ACS) for Type of Document Retained / Retrieved.

5 User

These options should not be available for ordinary user to change. Only Super-Admin or
Admin should be allowed to add, remove or change in this data.

Initiated & Complied by: Dilip Paranjape Page 5 of 26

 Data Entry Procedure and Details

6 Candidate

The heading “Candidate” should be changed to “Data Entry” and following options
should be available for user. As this section having various type of data entry options.

7 Candidate List
This option is listed under Candidate section. This is preferred to be a separate section
as Enquiry / Report Generation.

8 Invoice System
In this section only accounts section authorized personal should be allowed to do the
data entry.

Initiated & Complied by: Dilip Paranjape Page 6 of 26

 Data Entry Procedure and Details

2 Dash Board
Why following options are in Dash Board, when these options are also in profile and
user section…!
Or this is opening screen of program…?

2.1 User Registration

2.2 Active User

2.3 Inactive User

2.4 Unique Visitor

This must be changed as welcome screen with logo…!

Screen Side Menu can be displayed on left side of screen.
1 Dashboard
2 Profile
3 User
4 Candidate
5 Enquiry
6 Invoicing System
7 Activity Log

Initiated & Complied by: Dilip Paranjape Page 7 of 26

 Data Entry Procedure and Details

Initiated & Complied by: Dilip Paranjape Page 8 of 26

 Data Entry Procedure and Details

3 Profile
From side menu

Important Note: These options should not be available for ordinary

user to change. Only Super-Admin or Admin-1, Admin-2, should be

allowed to add, remove or change in this data.

1 View Profile

2 Change Password

Below this screen following details are asked:

Designation:

1 If Designation is not from Super-Admin or Admin-1, Admin-2, this action is not

valid. Below message is displayed.
2 Please approach Super-Admin or Admin-1, Admin-2, for add, remove or change in
this data.

Initiated & Complied by: Dilip Paranjape Page 9 of 26

 Data Entry Procedure and Details

3.1 View Profile

1 Username
2 First Name
3 Last Name
4 Email Address
5 Mobile Number
6 Designation

3.2 Change Password

1 Username

Note for programmer: If existing Username found, old Password should be displayed,
otherwise it should jump to New Password option.

2 Old Password

Initiated & Complied by: Dilip Paranjape Page 10 of 26

 Data Entry Procedure and Details

Change Password Question should appear with confirmation “Y / N”. If confirmation is

“Y” Yes then it should jump to New Password option. If confirmation is “N” No then it
should discontinue.

3 New Password

4 Confirm Password

Initiated & Complied by: Dilip Paranjape Page 11 of 26

 Data Entry Procedure and Details

4 User
Top line options:
Admin List
Add Admin Type
1) Super-Admin
2) Admin-1
3) Admin-2
4) Accounts-1
5) Accounts-2
6) “Reception / Receiving, Dispatch”
7) Recruiting
8) Processing (Visa, Attestation, etc.)
All Status
1) Active
2) Inactive

4.1 User List

Note for Programmer:

These options should not be available for ordinary user to change. Only Super-Admin or
Admin-1, Admin-2 should be allowed to add, remove or change in this data.

This is a listing of program section user list.

1 ID
The ID should be computer generated rather than data entry personal.
2 User
User and User Name can be merged. This is same in each other sections.
3 User Name
User and User Name can be merged. This is same in each other sections.

Initiated & Complied by: Dilip Paranjape Page 12 of 26

 Data Entry Procedure and Details

4 Email Address
This option is useful.
5 Mobile Number
This option should be added
6 Role
The Roles can be defined as follows:
1) Super-Admin, 2) Admin-1, 3) Admin-2, 4) Accounts-1, 5) Accounts-2, 6) “Reception /
Receiving, Dispatch”, 7) Recruiting, 8) Processing (Visa, Attestation, etc.)
7 Status
I understand status is active or inactive.
8 Action

This action stands for what purpose…?

Initiated & Complied by: Dilip Paranjape Page 13 of 26

 Data Entry Procedure and Details

4.2 Add New User

1 User name

User Name, First Name, Last Name can be merged.

2 First Name

Merged in option 1 above

3 Last Name

Merged in option 1 above

4 Email Address

This option is useful.

5 Mobile No

This option is useful.

6 Password

The Password preparation suggestion only…! “First Name + last 4 digit of AADHAR
CARD”.

7 Select Admin Role*

1) Super-Admin, 2) Admin-1, 3) Admin-2, 4) Accounts-1, 5) Accounts-2, 6) “Reception /
Receiving Dispatch”, 7) Recruiting, 8) Processing (Visa, Attestation, etc.)

Initiated & Complied by: Dilip Paranjape Page 14 of 26

 Data Entry Procedure and Details

Initiated & Complied by: Dilip Paranjape Page 15 of 26

 Data Entry Procedure and Details

5 Candidate
The heading “Candidate” should be changed to “Data Entry” and following options
should be available for user.
1 Recruitment
2 Employment Visa
3 Education / Degree Certificate Attestation
4 Marriage Certificate Attestation
5 Child Birth Certificate Attestation
6 School Leaving Certificate Attestation
7 Polio Certificate Attestation
8 Any Other Certificate Attestation
9 Family Visa
10 Family Visit Visa
11 Visit Visa
12 Business Visit Visa
13 Multiple Entry Business Visit Visa
13 Gulf Returned / Visa Cancellation
14 Letter
15 General
The above various types of data entries are done at various steps. The following data
for various tasks is listed.

5.1 Recruitment

1 Passport Number

1.1 As it may happen candidate may send new details. As soon as Passport number is
entered below mentioned data should be displayed on screen.

1.2 The operator should have option to change the required data. After Data Entry and
before exit “Save Change” option should be given…!

Initiated & Complied by: Dilip Paranjape Page 16 of 26

 Data Entry Procedure and Details

2 Passport Date of Expiry

3 Process Start Date

4 Name (of Candidate)

5 Gender

6 Contact Number (Mobile Number)

7 Email ID

8 Trade / Designation

9 Education Certificate (Degree, Diploma, Trade etc.)

10 Total Experience

10.1 Experiences in India

10.2 Experiences abroad (Gulf, other)

11 CV (Curriculum Vitae) (Bio-Data)

The CV PDF shall include CV, Required Passport Pages, Technical, and Educational
Qualification Certificates, Experience Certificate, any other certificate. This will be saved
with Candidate Passport Number and Trade Name for easy filtration of PDF for future
reference.

5.2 Employment Visa

1 Passport Number

1.1 As it may happen candidate may send new details. As soon as Passport number is
entered below mentioned data should be displayed on screen.

1.2 The operator should have option to change the required data. After Data Entry and
before exit “Save Change” option should be given…!

2 Passport Date of Expiry

3 Process Start Date

4 Name (of Candidate)

Initiated & Complied by: Dilip Paranjape Page 17 of 26

 Data Entry Procedure and Details

5 Gender

6 Contact Number (Mobile Number)

7 Email ID

8 Trade / Designation

9 Education Certificate (Degree, Diploma, Trade etc.)

10 Total Experience

10.1 Experiences in India

10.2 Experiences abroad (Gulf, other)

11 CV (Curriculum Vitae) (Bio-Data)

The CV PDF shall include CV, Required Passport Pages, Technical, and Educational
Qualification Certificates, Experience Certificate, any other certificate. This will be saved
with Candidate Passport Number and Trade Name for easy filtration of PDF for future
reference.

12 WAKKALA – (Power of Attorney) – in which the authorization is given to ACS for

recruiting / servicing the visa mentioned in it.
13 R Copy (Registration Copy) of the shop/ company / IQAMA Copy of the Sponsor
(Not compulsory, but if available)
14 If candidate’s name is mentioned in WAKKALA, original passport (must valid for
minimum 8 Months) of that candidate is must, for Visa approval.
15 The approved candidate has to attend the medical examination from the GAMCA’s
doctor mentioned in the approval and get a Fit report from the doctor.

Send this report in original with the following:

1 Passport must valid for minimum 8 Months.

2 Send the passport, including any old passports as mentioned in the concerned
passports, and if the candidate has visited KSA before for any purpose, his
passport is to be submitted for Black List Checking.

Initiated & Complied by: Dilip Paranjape Page 18 of 26

 Data Entry Procedure and Details

3 If the candidate was previously on an employment visa, and if he had not

completed 3 ½ years (Three years Six Month) from the date he last departure for
KSA, the candidate must provide proper exit paper (Exit Permit) in original with all
necessary attestations. The said exit paper (Exit Permit) should be attached with
the passport. If sponsor is same as pervious, in such case sponsor letter is also
required.
4 As well as 4 passport size Color photographs with white background and if the
profession is Driver then, require 2 extra photos.

If the profession is:

1 Driver: License in Original (Indian or Foreign or both)

2 Technician: Concerned Diploma / Degree Certificate and Mark List in Original
along with SSC, HSC Certificate (all set) in original
3 Engineer: B. Tech, B.E. certificate as per profession and Mark List in Original
along with SSC, HSC Certificate (all set) in original

1 Certificates required HRD attestation from Delhi, External affairs ministry, which
we will arrange.

The following categories have Age restrictions:

For all categories maximum age is 45 and should complete 21.

1 House Driver / Special Driver Must are above: 21 Years.

2 Barber, Shop Sales Man, Ladies Tailor, and Cutting Master Must are above 21.

Stamping for a non-Muslim candidate and if the category is Labor, Watchman, Driver,
Cook must obtain a letter (need original for submitting to the Consulate) from the
Sponsor requesting The Consulate general to endorse the particular visa for the non-
Muslim candidate, this condition is only for holy cities of Saudi Arabia Makah, and
Medina.

Initiated & Complied by: Dilip Paranjape Page 19 of 26

 Data Entry Procedure and Details

5.3 Education / Degree Certificate Attestation

1 Original Degree – HRD Attested

2 Related Mark Sheet

3 Contract / Sponsor Letter

4 Original Affidavit

5 Visa Copy

6 Aadhar Card

7 PASS PORT Copy

8 Aqama Copy

9 DD

5.4 Marriage Certificate Attestation

1 Original Marriage Certificate

2 Husband Pass Port Copy

3 Husband Aqama Copy

4 Wife Pass Port Copy

5.5 Child Birth Certificate Attestation

1 Father Pass Port Copy

2 Father Aqama Copy

3 Mother Pass Port Copy

4 Child Original Birth Certificate

5 Child Pass Port Copy

5.6 Child School Leaving Certificate Attestation

1 Father Pass Port Copy

Initiated & Complied by: Dilip Paranjape Page 20 of 26

 Data Entry Procedure and Details

2 Father Aqama Copy

3 Mother Pass Port Copy

4 Child School Leaving Certificate

5 Child Pass Port Copy

5.7 Child Polio Certificate Attestation

1 Father Pass Port Copy

2 Father Aqama Copy

3 Mother Pass Port Copy

4 Child Polio Certificate

5 Child Pass Port Copy

5.8 Family Visa

1 Original Marriage Certificate

2 Husband Pass Port Copy

3 Husband Aqama Copy

4 Wife Pass Port Copy

5.9 Family Visit Visa

1 Visa slip

2 Passport of the passengers for Enquiry.

3 Passport in original of the passengers including the old passports.

4 Passport must be valid for minimum 8 Months.

5 Copy of Marriage Certificate and if, children accompanied, copies of their Birth
certificates.

6 Sponsor’s (Husband’s) Passport copy & IQAMA Copy.

Initiated & Complied by: Dilip Paranjape Page 21 of 26

 Data Entry Procedure and Details

7 4 Color passport size photographs with white background.

8 Sponsorship declaration duly attested by the Indian Embassy at K.S.A in original -

required only if the passengers have to obtain Emigration Clearance.

9 For Medical Insurance of passenger need full Address with P O BOX, ZIP CODE &
CELL NUMBER OF SPONSOR.

5.10 Visit Visa

1 Sponsorship declaration duly attested by the Indian Embassy at K.S.A in original –

required only if the passengers have to obtain Emigration Clearance.

2 Medical Examination report of all candidates above 12 years from any of the panel
doctor. Copy of Marriage Certificate and if, children accompanied, copies of their
Birth certificates.

3 Husband’s Passport copy and Iqama Copy.

4 2 Color passport size photographs with white background.

5.11 Business Visit Visa

1 Visa slip.

2 Copies of the Passport of the passengers for Enquiry.

3 Letter from the company for which the candidate is representing (Which will be
mentioned in the Visa).

4 Chamber Of Commerce Letter.

5 Passport of the passengers including the old passports.

6 Passport must be valid for minimum 6 Months.

7 Return Ticket.

8 2 Color passport size photographs with white background.

Initiated & Complied by: Dilip Paranjape Page 22 of 26

 Data Entry Procedure and Details

9 For Medical Insurance of passenger need full Address with P O BOX, ZIP CODE &
CELL NUMBER OF SPONSOR.

5.12 Multiple Entry Business Visit Visa

10 Visa slip.

11 Copies of the Passport of the passengers for Enquiry.

12 Letter from the company for which the candidate is representing (Which will be
mentioned in the Visa).

13 Chamber Of Commerce Letter.

14 Passport of the passengers including the old passports.

15 Passport must be valid for minimum 6 Months.

16 Return Ticket.

17 2 Color passport size photographs with white background.

18 For Medical Insurance of passenger need full Address with P O BOX, ZIP CODE &
CELL NUMBER OF SPONSOR.

5.13 Gulf Returned / Visa Cancellation

There are various reasons when visa cancellation is required and done. Few reasons
are listed below with documents requirement.

1 For Gulf Return candidates, who might have come on vacation but failed to go
back / not gone back for any reason, and not completed 3 ½ Years (Three years
and Six months) after leaving Saudi Arabia.
2 Any type of visa once stamped but not used…!

Following documents are required.

1 Application Form / Visa Form

Initiated & Complied by: Dilip Paranjape Page 23 of 26

 Data Entry Procedure and Details

2 Visa Slip
3 Local Sponsor Letter
4 Sponsor Pass Port Copy
5 AQAMA
6 Undertaking (Covid)

Initiated & Complied by: Dilip Paranjape Page 24 of 26

 Data Entry Procedure and Details

6 Candidate List
This option is listed under Candidate section. This is preferred to be a separate section
as Enquiry / Report Generation.
In Enquiry / Report Generation various options should be possible.

Initiated & Complied by: Dilip Paranjape Page 25 of 26

 Data Entry Procedure and Details

7 Invoicing System
In this section only accounts section authorized personal should be allowed to do the
data entry.
Enquiry / Report generation is only possible by accounts section authorized personal,
Super-Admin, Admin.

Initiated & Complied by: Dilip Paranjape Page 26 of 26