On-line Gate Pass Application System

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Mesaieed Industrial City Industrial Security Division

DP-MIC-027

Extranet User Guide April 2005

e-Pass on the Internet Extranet User Guide

The e-Pass system enables users to apply for Gate Passes, and for approvers to give authorization, on line. It removes the need to fill in paper application forms and to have them

physically signed and stamped. QP Departments can access the system through the Internet to apply for a Gate Pass to a non-QP-administered location. Non-QP companies can access the system through the Internet to apply for a Gate Pass to both QP- and non-QP-administered locations. Access to the e-Pass system via the Internet is secured by unique User ID and Password, issued only to companies/Departments on registration with QP. This restricts access to only those registered users to maintain security of information about QP and to prevent spurious “spam” applications being received. The system currently allows for individual Gate Pass applications; the capability to submit an application for a list of names, for example for a shut-down team, will be available in the near future. The system allows applicants and approvers to track the progress of the application so that if there is a delay the reason can be found and appropriate action taken.

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e-Pass on the Internet Extranet User Guide

To access e-Pass on the Internet, you must have Internet access. Go to the QP Website www.qp.com.qa and click on the link to open the Welcome page:

If you have already registered for the e-Pass service, click on “Login” to access the system. If not, click on “Register” to open the registration guide and an on-line registration screen:

Enter the required information and click “Submit” to request registration. You will be sent, by email, the necessary user ID’s and passwords.

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e-Pass on the Internet Extranet User Guide

To login to the system, enter your registered User ID and Password in the login screen:

When you successfully log in, the system will display the first data entry screen:

You can get help with entering information by clicking on the “Help” icon Enter the Passport or Seaman’s Book Number of the applicant; or, for Qatari Nationals, the Qatari ID Number. Click on “Go” to go to the next step.

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e-Pass on the Internet Extranet User Guide

If the applicant has previously applied for a gate pass, and therefore the given Passport Number has previously been recorded in the system, the second screen will display the personal information from that record:

Otherwise, if this is the first application for this person, enter the personal details. Select the nationality from the drop-down list and click on the calendar icon to open the calendar and select the Passport expiry date. If the retrieved information appears incorrect, check the Passport Number and, if necessary, click the “Back” button to go back to Screen 1 and amend the Passport Number. Click “Next” to go to the next screen.

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e-Pass on the Internet Extranet User Guide

This screen provides for entering the locations the pass is required for, and the type and duration of the pass:

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e-Pass on the Internet Extranet User Guide

Clicking on the “Help” icon opens a pop-up Help screen:

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e-Pass on the Internet Extranet User Guide

Select the location from the drop-down list: Ras Laffan, Mesaieed, Dukhan or Doha: and the Authorizing Company/Department. In the case of Mesaieed, this will be one of the Joint Venture/Subsidiary companies or a QP-controlled location: Mesaieed Operations; Mesaieed Refinery; Mesaieed Port; or Mesaieed Secured area. After selecting the Company/Department, the next selection box will display the possible access areas controlled by that Department. Select one area and click the arrow button

to add to the “Selected Areas” box.

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e-Pass on the Internet Extranet User Guide

In the case of QP Departments, each Department controls more than one area. To request a pass to more than one area e.g. NGL non-operational area and the Terminal: Click on “NGL Non-Operations” in the “Areas to Select” box; Click on the Arrow button to add to the “Selected Areas” box; Click on “Terminal” in the “Areas to Select” box, then click the Arrow button again.

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e-Pass on the Internet Extranet User Guide

Now enter the applicant’s position or job title; the type of residence or Visa status, number and expiry; the reason the pass is required, a contact phone number and the type (Permanent or Temporary) of the pass and the period required. To enter dates, click on the calendar icon at the right of the date box and select the Expiry Date, From and To dates from the pop-up calendar. The system will give a warning if the type of pass selected and the dates entered are not consistent.

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e-Pass on the Internet Extranet User Guide

You can enter a comment – explanatory detail, contact numbers, priority requests, relevant information – in the “Comments” box. These comments will be recorded and will appear in the tracking record of the application and will be available to the approver of the application.

If you have specified all the access areas required, click on “Submit” to submit your application. If you require to specify more locations, click “Add More Locations”. The page will clear the location & duration information but retain the personal data. Select the next required location(s) as before and complete bthe rest of the required information. You may repeat this step again to add several locations. Each submission to a selected Company/Dept. will be given a unique sequential Application Number and you will receive a separate confirmation that each location has authorized the Gate Pass. Ensure you have received confirmation from all Companies/Depts. before attempting to collect the Gate Pass.

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e-Pass on the Internet Extranet User Guide

When you submit your application, or click “Add More Locations”, the system will confirm your application:

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e-Pass on the Internet Extranet User Guide

Approvals Each authorizing Company/Department will nominate one or more authorized signatories to authorize gate pass applications. The e-Pass applications will be routed to the first name on the list but can then be re-directed if the first named person is on leave or otherwise unavailable. The registered authorized signatory for the requested Company/Department will receive an email similar to this:

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e-Pass on the Internet Extranet User Guide

Clicking on the link will open an authorization screen showing the details of the application and buttons to approve or reject the application.

The approver may add a comment, which will be recorded in the tracking history. If the application is rejected, the comment will be given as the reason for rejection.

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e-Pass on the Internet Extranet User Guide

When the application has been approved by the Department(s) and by regional Security, the applicant will receive an email confirming that the application has been approved, and giving instructions how to collect the pass.

If the application is rejected, the applicant will receive an email advising that the application has been rejected, and giving the signatory’s comment as the reason for rejection.

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