6c step requirements

8/3/2019 6c Step Requirements

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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).

Managing the database V2.5

VI.c. STEP - Requirements

Index

DEFINITION OF REQUIREMENTS

1. Type of requirements2. 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 THEREQUIREMENTS

THE REQUIREMENTS SEPARATORS

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL


VI.c. STEP- Requirements p. 1






2. Categories of requirements

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

sheet by clicking on (refer to ADD A REQUIREMENT). We can either

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.

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 Click on Add requirement

22 A window opens : the table of requirements

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

on .

!






33 Click on the expected requirement

44 The requirement appears on the step's sheet

55

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

requirement.

The field 'Comments' will be filled

without capital letters and willappear between parentheses on the

public interface. It is preferred no to

write complete sentences but only

an accurate indication about the

requirement.

2. Add a requirement result of a previous step


A window opens : the table of requirements

33 Click on the tab Result of previous

step

44 Click on the expected requirement

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

2

If the type of requirement is'Information' or 'Other', we shallnot enter any quantity in the"Orig./Copy/Auth" field.






66 Fill the fields "+/or",

"Orig./Copy/Auth" et "Comments"

3. Add a new requirement

Reminder

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.


A window opens : the table of requirements

Click on the tab New requirement

The tab of creation of a new requirement opens

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

requirement.

66 Click on Attach files

77 Select a document in the Media

Library

88 Click on Save selection

99 The selected document appears in

the window of creation of the newrequirement

2

4

5

On the left side of the requirementbeing the result of a previous step

is the icon .

You can click on to modify the

requirement or click on torevise the step where therequirement is a result.

For now, we keep the fieldDescription of the requirement

empty.






1010 Click on Save

1111 The requirement appears on the step's sheet

1212 Fill the fields "+/or",

"Orig./Copy/Auth" and

"Comments" of the line of the

requirement

ARRANGING THE REQUIREMENTS

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

We can arrange the list of the requirement by playing with the arrows and we can

borrow a requirement from the list by clicking on .

The order of the requirement on the public interface is the same as on the administrativeinterface. 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)

The type of requirement can be

changed by clicking on onthe left side of the requirement.

!






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 memorandumof 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 legalpersons.

Those two separators can not go without the other: we can not have a separator of thetype "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 thatdifferentiate one to the other.

Non residents

As several documents can be specifically requested for the non resident, it shall bementioned 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

1 Click on Add

requirements separator

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

33 Edit the name of the

requirements separator

44

Choose a type of

requirements

separator.

Individuals (natural

persons): the separator

corresponds to an individual Companies (legal

persons) : the separator

The requirements separatorcontains all the requirements thatfollow it in the list before thefollowing separator.

It is therefore fundamental tocheck the order of the lines in thelist of re uirements.

We can use the function"Duplicate requirement's

block" in order to rapidlycopy the content of a separatorand slightly edit it.






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

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

a

rovide:

power

entity

We shall then create 3 separators of requirements:

the authorized representative"

Under "Natural person ", we will put:

of the company to be registered

e of legal representative

Under "Legal person", we will put:ny to be registered

tion of the mother company

e of legal representative

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

the authorized representative

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

a proof of id

"Natural person"

"Legal person"

"Additionally, for

Memorandum of association

List of the shareholders

Proof of identity

Physical presenc

Memorandum of the compa

List of the shareholders

Memorandum of associa

Proof of identity

Physical presenc

Power of attorney

Proof of identity of

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



Here is ho

Tab

Individuals

w this list will appear on the public interface:

Tab

Com espani




6c step requirements

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