Managing the database V2.

VI.c. STEP - Requirements

Index DEFINITION OF REQUIREMENTS 1. Type of requirements 2. 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 THE REQUIREMENTS THE REQUIREMENTS SEPARATORS

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).

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2. Categories of requirements The requirements are registered in a table of the requirement accessible from the step's
The 3 tabs "Existing Requirements ", "Results previous steps" and "New requirement" of the table of requirements appear on top of the window opened when clicking on .

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

Click on Add requirement A window opens : the table of requirements

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Click on the expected requirement

The requirement appears on the step's sheet

Fill up the fields "+/or", "Orig./Copy/Auth" et "Comments".

If the type of requirement is 'Information' or 'Other', we shall not enter any quantity in the "Orig./Copy/Auth" field.

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 5 requirement. The field 'Comments' will be filled without capital letters and will appear 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

Click on Add requirement A window opens : the table of requirements

Click on the tab Result of previous step

Click on the expected requirement

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

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

Fill the fields "+/or",

3. Add a new requirement

On the left side of the requirement being the result of a previous step is the icon . to modify the to the

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.

You can click on

requirement or click on revise the step where requirement is a result.

Click on Add requirement A window opens : the table of requirements

Click on the tab New requirement

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The tab of creation of a new requirement opens

For now, we keep the field Description of the requirement empty.

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

Click on Attach files

Select a document in the Media

Library

Click on Save selection

The selected document appears in the window of creation of the new requirement

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Click on Save The requirement appears on the step's sheet

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Fill the fields "+/or", "Orig./Copy/Auth" and 12 "Comments" of the line of the requirement

ARRANGING THE REQUIREMENTS

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

The type of requirement can be on changed by clicking on the left side of the requirement.

We can arrange the list of the requirement by playing with the arrows borrow a requirement from the list by clicking on .

and we can

The order of the requirement on the public interface is the same as on the administrative interface. Therefore, we shall make sure to keep the list ordered by type of requirement, as followed: 1. 2. 3. 4. 5. 6. 7. 8. Form - downloadable & usable Form - fillable online Form - sample Result of step Document Information Payment method Other (usually physical presence)

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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 memorandum of 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 legal persons. Those two separators can not go without the other: we can not have a separator of the type "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 that differentiate one to the other. Non residents As several documents can be specifically requested for the non resident, it shall be mentioned 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
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We can use the function "Duplicate requirement's in order to rapidly block" copy the content of a separator and slightly edit it.

Click on Add requirements separator

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

The requirements separator contains all the requirements that follow it in the list before the following separator. It is therefore fundamental to check the order of the lines in the list of requirements.

Edit the name of the requirements separator Choose a type of requirements separator.

Individuals (natural persons): the separator corresponds to an individual Companies (legal persons) : the separator

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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 provide: a power a proof of identity We shall then create 3 separators of requirements: "Natural person" "Legal person" "Additionally, for the authorized representative" Under "Natural person ", we will put: Memorandum of association of the company to be registered List of the shareholders Proof of identity Physical presence of legal representative Under "Legal person", we will put: Memorandum of the company to be registered List of the shareholders Memorandum of association of the mother company Proof of identity Physical presence of legal representative Under "Additionally, for the authorized representative", we will put: Power of attorney Proof of identity of the authorized representative Here is how this list will appear on the administrative interface:

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

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

Tab Individuals

Tab Companies

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