INTRODUCTION



ZAMBIA INFORMATIONAL BUSINESS LICENSING E-REGISTRY SYSTEM USER GUIDE v1.1-----------------------------------------------------Part 1: Frontend GuidePart 2: Backend/Administration Guide -----------------------------------------------------Table of Contents TOC \o "1-3" \h \z \u INTRODUCTION PAGEREF _Toc22252688 \h 4PART 1: FRONTEND GUIDE PAGEREF _Toc22252689 \h 51.1 ACCESSING THE SYSTEM PAGEREF _Toc22252690 \h 61.2 HOMEPAGE FEATURES AND HIGHLIGHTS PAGEREF _Toc22252691 \h 61.2.1 Homepage PAGEREF _Toc22252692 \h 61.2.2 Advanced Search PAGEREF _Toc22252693 \h 61.2.3 Business Start Up Procedure PAGEREF _Toc22252694 \h 81.2.4 Footer and Newsletters PAGEREF _Toc22252695 \h 91.3 ABOUT US PAGEREF _Toc22252696 \h 101.4 BROWSE LICENSES PAGEREF _Toc22252697 \h 111.4.1 Filtering Licenses PAGEREF _Toc22252698 \h 111.4.2 Viewing License Details PAGEREF _Toc22252699 \h 111.5 USEFUL LINKS PAGEREF _Toc22252700 \h 121.6 NEWS PAGEREF _Toc22252701 \h 131.7 FAQS PAGEREF _Toc22252702 \h 131.8 CONTACT US PAGEREF _Toc22252703 \h 14PART 2: BACKEND ADMINISTRATION GUIDE PAGEREF _Toc22252704 \h 152.1 GETTING STARTED PAGEREF _Toc22252705 \h 162.2 THE DASHBOARD PAGEREF _Toc22252706 \h 172.3 MANAGE LICENSES: JURISDICTION, INDUSTRIES, BUSINESS TYPES, ACTIVITIES AND ISSUING AUTHORITY PAGEREF _Toc22252707 \h 182.3.1 Note: Categorization of Business Licenses – ISIC Classification level 1,2 and 4 PAGEREF _Toc22252708 \h 182.3.2 Manage Licenses: Jurisdictions PAGEREF _Toc22252709 \h 192.3.2.1 Add Jurisdiction Categories/Provinces PAGEREF _Toc22252710 \h 192.3.2.1 Add Jurisdiction PAGEREF _Toc22252711 \h 202.3.2.3 Update/Edit Jurisdiction PAGEREF _Toc22252712 \h 202.3.3 Manage Licenses: Industries PAGEREF _Toc22252713 \h 212.3.3.1 Add Business Industry PAGEREF _Toc22252714 \h 212.3.3.2 Update/Edit Business Industry PAGEREF _Toc22252715 \h 222.3.4 Manage Licenses: Business Types PAGEREF _Toc22252716 \h 232.3.4.1 Add Business Types PAGEREF _Toc22252717 \h 232.3.4.2 Update/Edit Business Types PAGEREF _Toc22252718 \h 242.3.5 Manage Licenses: Activities PAGEREF _Toc22252719 \h 242.3.5.1 Add Activities PAGEREF _Toc22252720 \h 252.3.5.2 Update/Edit Activities PAGEREF _Toc22252721 \h 262.3.6 Manage Licenses: Issuing Authority PAGEREF _Toc22252722 \h 262.3.3.1 Add Issuing Authority PAGEREF _Toc22252723 \h 272.3.6.2 Update/Edit Agency/Issuing Authority Details PAGEREF _Toc22252724 \h 272.4 MANAGE LICENSES: LICENSE DETAILS PAGEREF _Toc22252725 \h 282.4.1 The Workflow PAGEREF _Toc22252726 \h 282.4.2 Accessing the License Details PAGEREF _Toc22252727 \h 292.4.3 Add Business License Details PAGEREF _Toc22252728 \h 292.5 MANAGE CONTENT PAGEREF _Toc22252729 \h 322.5.1 Manage Pages PAGEREF _Toc22252730 \h 322.5.1.1 Add New Pages PAGEREF _Toc22252731 \h 322.5.1.2 Edit a Page PAGEREF _Toc22252732 \h 322.5.1.3 Unpublish a Page PAGEREF _Toc22252733 \h 332.5.2 Manage Business Start Up Procedures PAGEREF _Toc22252734 \h 332.5.2.1 Add New Business Procedure PAGEREF _Toc22252735 \h 342.5.2.2 Edit Business Procedure PAGEREF _Toc22252736 \h 342.5.2.3 Unpublish Business Procedure PAGEREF _Toc22252737 \h 342.5.3 Manage News Articles PAGEREF _Toc22252738 \h 342.5.3.1 Add New Article PAGEREF _Toc22252739 \h 352.5.3.2 Edit News Article PAGEREF _Toc22252740 \h 352.5.3.3 Unpublish News Article PAGEREF _Toc22252741 \h 352.5.4 Manage Newsletters and Newsletter Subscribers PAGEREF _Toc22252742 \h 352.5.3.1 Add Newsletter PAGEREF _Toc22252743 \h 362.5.3.2 Manage Subscribers PAGEREF _Toc22252744 \h 362.5.5 Manage Frequently Asked Questions (FAQs) PAGEREF _Toc22252745 \h 372.5.5.1 Add New FAQ PAGEREF _Toc22252746 \h 372.5.5.2 Edit FAQ PAGEREF _Toc22252747 \h 372.5.5.3 Unpublish FAQs PAGEREF _Toc22252748 \h 372.5.6 Manage Feedback PAGEREF _Toc22252749 \h 38INTRODUCTIONZambia eRegistry is an informational business licensing portal designed to provide searchable access to comprehensive information on all valid business licenses and permits in Zambia. The e-registry provides easy access to exhaustive information about business licenses and the formalities businesses must comply with to obtain the licenses. The registry is a one stop shop for all licensing information required to engage in activities or set up businesses. Additionally, the eRegistry provides information on Business start-up procedures and links to agencies providing these services.This guide is divided into two parts:Part 1: Documents the frontend capabilities and features of the eRegistry. It showcases the eRegistry portal in detail as will be visible to the public enabling them gain sufficient understanding on how to use and navigate the portal and obtain relevant information regarding business licenses and procedures in Zambia Part 2: Documents the backend capabilities and is a comprehensive guide on how to administer and manage the eRegistry components and features. This will be accessible to BRRA, Issuing Authorities and Ministry of Justice(MoJ)ZAMBIA INFORMATIONAL BUSINESS LICENSING E-REGISTRY SYSTEM USER GUIDE v1.1-----------------------------------------------------PART 1: FRONTEND GUIDE-----------------------------------------------------1.1 ACCESSING THE SYSTEM Zambia eRegistry is an informational business licensing portal designed to provide searchable access to comprehensive information on all valid business licenses and permits in Zambia. To access the portal, open your preferred web browser and enter the URL . 1.2 HOMEPAGE FEATURES AND HIGHLIGHTS 1.2.1 HomepageThe homepage presents you with a simple attractive layout to help you navigate and get information about the eRegistry portal. The top section showcases a slider of images with a quick search option for licenses and statistics on jurisdictions, business types and number of published licenses. The section below the banner has summary information on the purpose of the Zambia business licensing e-registry.1.2.2 Advanced Search The homepage also includes an advanced search feature that provides a search capability that enables end users to search/filter licenses by jurisdiction, industry, business type and business activities. Once you make your selection, click on Get Results buttonYou will be presented with licenses results based on your search criteria1.2.3 Business Start Up Procedure The lower section of the homepage also provides visitors with information on business startup procedures such as: Registering businesses, Tax Clearance, Social Security, Land and Property, Visas and Permits, Investing in Zambia and Customs. Figure: Business Startup ProceduresOnce you select a particular procedure, you will be redirected to a page that gives information about the step-by-step procedures as well as a link to the agency/ministry’s website for more information on the procedure1.2.4 Footer and Newsletters The footer section provides quick details on location and contact details of Business Regulatory Review Agency (BRRA). Additionally, it gives visitors the option to subscribe to Newsletters. Users can provide their names and emails through which they can get copies of newsletters 1.3 ABOUT USThe ‘About Us’ page contains detailed information about The Business Regulatory Review Agency (BRRA)1.4 BROWSE LICENSESThis page lists all the published business licenses in the e-registry (in paginated fashion) 1.4.1 Filtering Licenses The portal provides a search capability that enables end users to search/filter licenses by jurisdiction, industry, business type, regulatory agency etc. 1.4.2 Viewing License DetailsTo view a license, just click on the license itself and you shall be presented with comprehensive information about the license such as license details (fees, validity, contact offices etc), Legal basis, Requirements, Downloads, Agencies and more1.5 USEFUL LINKSThis page contains links to useful resources, agencies and ministries that may be of interest to the general public.1.6 NEWSThe News page provides news from BRRA and links/feeds from other relevant sources. 1.7 FAQSThe FAQs page provides a list of frequently asked questions and responses to them. It also gives visitors/users an opportunity to post questions that they did not find an answer to: 1.8 CONTACT USThe Contact Us page gives users a Google-map link to BRRA’s offices and provides a facility for users to message and provide feedback to BRRAZAMBIA INFORMATIONAL BUSINESS LICENSING E-REGISTRY SYSTEM USER GUIDE v1.1-----------------------------------------------------PART 2: BACKEND ADMINISTRATION GUIDEIn this part of the guide, we shall take you through how to administer and manage the eRegistry features, content and capabilities-----------------------------------------------------2.1 GETTING STARTED To login to the ERegistry administration;Open your browser and enter the portal’s URL, Enter your username and password and select Login.You will be redirected to the backend eRegistry dashboard. Here you can now administer and manage components of the eRegistry System 2.2 THE DASHBOARD Once you log in successfully, you will be redirected to the eRegistry DashboardThe dashboard gives a summary of what is in the system:Website statistics i.e number of published licenses, locations, industries e.t.cAvailable tasksNew licensesNew Usersand latest Updates2.3 MANAGE ISSUING AUTHORITYGo to ‘Manage Issuing Authority menu and Select Issuing Authority. This will present you the list of Issuing Authorities in the system in a paginated format2.3.1 Add Issuing Authority To add an Agency/Issuing Authority, click on the ‘Add New Issuing Authority’ button. Give details of the Agency such as name, address, telephone, email, jurisdiction as well as the officers/users from that agency. Additionally, if the Issuing Authority has more offices you can add them hereOnce done, click the ‘Create’ button to Save2.3.2 Update/Edit Agency/Issuing Authority DetailsGo back to the List of Agencies and click on the ‘Edit’ button beside the Agency you want to update. Since the list is quite big, you can choose to use the ‘Search’ option for the Agency you wish to update. Edit the details and then click on ‘Update” to save the changes2.3 MANAGE LICENSES: JURISDICTION, INDUSTRIES, BUSINESS TYPES, ACTIVITIES AND ISSUING AUTHORITYBefore creating licenses, it important to get the components on the license in place to avoid going back and forth amidst license entry / editing. Let’s start with the jurisdiction, then proceed to Industry - > Business Types and Finally Business Activities. After this we can add the Issuing Authority details and then go ahead and now add Licenses 2.3.1 Note: Categorization of Business Licenses – ISIC Classification level 1,2 and 4Business licenses are categorized according the following criteria. CategorizationDescriptionMappingIndustryThis indicates the economic sector (industry) that the activity to be licensed falls in. E.g. Transport and logistics, Tourism, Health, Financial services, Agriculture etc. Should be based on ISIC classification system.One Industry can have multiple Business Types. E.g. transport industry can include air transport, road transport, car hire transport etc. Business TypeThis indicates the type of business within a specific industry. E.g. business types under Tourism industry could be accommodation, entertainment, game hunting etc. These can utilize common local business terminology (e.g., hawker, restaurant, convenience store) rather than the more formal ISIC subcategoriesA Business Type can only be associated with one Industry. E.g. fish farming or cotton farming can only be in Agriculture industry. One Business Type can have multiple Business Activities. E.g. pharmaceutical business type could include activities such as conducting clinical trials, manufacturing drugs, importing drugs, retailing of drugs etc. Business ActivityA business activity represents a specific activity that a business may require a license for. Examples could include coffee grading, exporting coffee, importing drugs, conducting clinical trials etc. This should also include regulated activities requiring a permit, such as construction, solid waste disposal and advertising signage.One Business Activity is usually associated with one license; e.g. the manufacture of drugs could require a pharmaceutical manufacturing license; however, cases may exist where one business activity requires more than one licenses. One Business Activity can be associated with multiple Business Types. E.g. both pharmaceutical and accommodation business types may have outdoor and vehicle branding as business activities. 2.3.2 Manage Licenses: JurisdictionsIn Zambia, Licenses are either under National or Districts Jurisdiction. However, to make it easy for users to select their districts on the frontend, they will have to select their province first. So to add a Jurisdiction, we shall first add provinces, which in this case we shall refer to as ‘Jurisdiction Categories’Go to ‘Manage Licenses’ menu and Select Jurisdiction. This will present you the list of Jurisdictions in the system in a paginated format2.3.2.1 Add Jurisdiction Categories/Provinces To add a jurisdiction category, click on the ‘Add Jurisdiction Category’ Button. Enter the Name of the new jurisdiction category/province in the field provided and select ‘Create’ to save2.3.2.1 Add Jurisdiction Click on the ‘Add New Jurisdiction’ Button. Enter the Name of the new jurisdiction in the field provided, select the parent location/province and select ‘create’ to save2.3.2.3 Update/Edit Jurisdiction Go back to the List of Jurisdictions and click on the ‘Edit’ button beside the jurisdiction you want to update Make the updates you need and then click on the ‘Create’ button to save changes. You can also choose to ‘Unpublish’ the Jurisdiction. However, the system will not allow you to unpublish a jurisdiction, if there is a license associated with it. The system does not allow deleting of Jurisdictions2.3.3 Manage Licenses: IndustriesGo to ‘Manage Licenses’ menu and Select Industries. This will present you the list of Industries in the system in a paginated format2.3.3.1 Add Business Industry To add a Business Industry, click on the ‘Add New Business Industry’ ButtonGive details of the New Business Industry, i.e the Name, Description and Select the Business Types that are under that Industry. Once done, click the ‘Update’ button to Save2.3.3.2 Update/Edit Business Industry Go back to the List of Industries and click on the ‘Edit’ button beside the Industry you want to update. Since the list is quite big, you can choose to use the ‘Search’ option for the industry you want to update. Make the updates you need and then click on the ‘Update’ button to save changes. 2.3.4 Manage Licenses: Business TypesGo to ‘Manage Licenses’ menu and Select Business Types. This will present you the list of Business Types that fall under particular industries2.3.4.1 Add Business TypesTo add a Business Type, click on the ‘Add New Business Type’ ButtonGive details of the New Business Type, i.e the Name, Description and Select the Industry for that Business Type and Activities that fall under that type of business. Once done, click the ‘Update’ button to Save2.3.4.2 Update/Edit Business TypesGo back to the List of Business Types and click on the ‘Edit’ button beside the Business Type you want to update. Since the list is quite big, you can choose to use the ‘Search’ option for the Business Type you want to update. Make the updates you need and then click on the ‘Update’ button to save changes. 2.3.5 Manage Licenses: ActivitiesGo to ‘Manage Licenses’ menu and Select Activities. This will present you the list of Activities that fall under particular business types2.3.5.1 Add ActivitiesTo add a Business Activity, click on the ‘Add New Business Activity’ ButtonGive details of the New Business Activity, i.e the Name, Description and Select the Licenses required for that Activity, and the Business Type under which that activity falls under. Once done, click the ‘Update’ button to Save2.3.5.2 Update/Edit ActivitiesGo back to the List of Business Activities and click on the ‘Edit’ button beside the Business Activity you want to update. Since the list is quite big, you can choose to use the ‘Search’ option for the Business Activity you wish to update. Make the updates you need and then click on the ‘Update’ button to save changes. 2.4 MANAGE LICENSES: LICENSE DETAILS2.4.1 The WorkflowThe Flow of publishing license data in the eRegistry is as below:Issuing Authority/Agency enters license data – Agency Submission BRRA reviews the license dataIf the data needs to be corrected, BRRA Reject and give their comments: Agency Submission with CorrectionIf data is okay, BRRA approves and forwards to the Ministry of Justice (MoJ) – Ministry of Justice Review Ministry of Justice verifies and vets information for confirmation If the license is not valid, MoJ sends it back to BRRA – BRRA from Ministry of JusticeIf the license is valid, MoJ sends it back to BRRA for Publishing - BRRA from Ministry of JusticeBRRA Publishes License data to the ERegistry: once BRRA Publish2.4.2 Accessing the License Details Go to ‘Manage Licenses’ menu and Select Licenses. This will present you the list of Licenses in the system in their various stages in the workflow2.4.3 Add Business License DetailsGo to ‘Manage Licenses’ menu and Select Licenses. To add a Business License Information, click on the ‘Add New Business License’ Button. To add licenses, make sure you have prepared all the information with regard to that licenseAdding Business License information is divided into five (5) different tabsLicense Details: Enter the name of license, keywords, purpose, nature& scope, Fees (such application fees, license fees and renewal fees), processing time, validity, related websites, agency/issuing authority, jurisdiction and activitiesLicense Legal Basis: Provide the name of principle legislation and subsidiary laws and their respective attachments if any Additional Details: Add comments and select the License typeLicense Requirements: Here add description of license prerequisitesLicense Downloads: Add downloads Stage 1: Agency Submission – while entering the information of the license, this will be the stage in the workflow. Here, you have the option to ‘Save as Draft’ and resume later to fill in all the license information. After filing in all the information, you’ll be given the option to Review and Confirm all the data you have entered. Once you finish, click on ‘Publish’ to forward this application to BRRA Review Stage. Stage 2: BRRA Review – BRRA gets a notification on their tasks and to view the license, they’ll go to Manage Licenses->Licenses and select BRRA Review. They will get a list of all licenses they need to review. BRRA will click on the view button beside the license forwarded to view and verify the details. If okay they shall select ‘Approve’ button to move this forward to Ministry of Justice Review. However, if they see the need for corrections, they shall select ‘Reject’ and give their comments for correction. This will move the license back to ‘Agency Submission with Correction’ StageStage 3: Ministry of Justice Review – after BRRA reviews the license details and confirm these are good, the Ministry of Justice will then vet and verify the information for validity and give feedback to BRRA. MoJ will login they’ll go to Manage Licenses->Licenses and select Ministry of Justice Review to get the list of licenses under this stage. Click on the view button beside the license to verify the license details. If okay they shall select ‘Approve’ button to move this forward to BRRA for Publishing. However, if license is not valid, they shall select ‘Reject’ to move this back to BRRA for Rejection. Both these actions move the license to the ‘BRRA From Ministry of Justice’ stage with the commentsStage 4: BRRA From Ministry of Justice – BRRA will access this stage to view the comments from MoJ. They will approve or reject as per the comments. If they ‘Approve’, This will move to the Final publishing stage, BRRA Publish. If not, this will go back to ‘Agency Submission with Correction.Stage 5: BRRA Publish – At this stage BRRA will make a final review of the license and ‘Publish’. Once they Publish, the License will appear on the Frontend 2.5 MANAGE CONTENT2.5.1 Manage Pages To manage pages on the ERegistry, go to Manage Content and Select ‘Pages’. This will give you a list of the pages on the ERegistry2.5.1.1 Add New Pages To add a new page, click on the ‘Add New Page’ button and enter the details of this new page, such as Title, SEO details, Content, Parent Page, Position, URL and select whether to publish or not. Once done, click on the ‘Update’ button to save.Note: Make sure you fill all the fields 2.5.1.2 Edit a Page Go back to the List of Pages and click on the ‘Edit’ button beside the page you want to update. Since the list is quite big, you can choose to use the ‘Search’ option for the page you wish to update. 2.5.1.3 Unpublish a PageGo back to the List of Pages and check the box on the left for the page/pages you want to unpublish. Then at the bottom, click on the ‘Select Action button and click on ‘Unpublish’ optionAlso do this for pages you wish to delete2.5.2 Manage Business Start Up Procedures To manage the business startup procedure module on the ERegistry, go to Manage Content and Select ‘Business Start Up Procedures’. This will give you a list of the business startup procedures 2.5.2.1 Add New Business Procedure The Business Procedures are added to specific categories. For instance, Name Clearance procedure is under Register Your Business Category. Make sure when adding a business procedure, the category exists and if not just add New Category by clicking on the ‘Add New Category’ button.To add a business procedure, click on the ‘Add new Business Procedure Button and add the details for the procedure i.e. Title, Description, Links, Status and Select the Category. Once done, click on Create button to Save. 2.5.2.2 Edit Business Procedure Go back to the List of Business Procedures and click on the ‘Edit’ button beside the page you want to update. 2.5.2.3 Unpublish Business ProcedureGo back to the List of Business Procedures and check the box on the left for the procedures you want to unpublish. Then at the bottom, click on the ‘Select Action button and click on ‘Unpublish’ optionAlso do this for procedures you wish to delete2.5.3 Manage News ArticlesTo manage the News items on the ERegistry, go to Manage Content and Select ‘News. This will give you a list of the news articles and options to add News Articles2.5.3.1 Add New ArticleTo add a news item, click on the ‘Add new News Article’ Button and add the details for the article i.e. the Title and Content of the article. Click on check box if you want it immediately published. Once done, click on Update button to Save. 2.5.3.2 Edit News Article Go back to the List of News Articles and click on the ‘Edit’ button beside the news article you want to update. 2.5.3.3 Unpublish News ArticleGo back to the List of News Articles and check the box on the left for the articles you want to unpublish. Then at the bottom, click on the ‘Select Action button and click on ‘Unpublish’ optionAlso do this for News articles you wish to delete2.5.4 Manage Newsletters and Newsletter SubscribersTo manage Newsletters on the ERegistry, go to Manage Content and Select ‘Newsletters. This will give you a list of the newsletters if any and options to add Newsletters, New Subscribers and View List of Subscribers 2.5.3.1 Add NewsletterTo add a newsletter, click on the ‘Add new Newsletter’ Button and add the details for the newsletter. i.e. the Subject, Content and check the sent box to immediately send this to subscribers once it is saved. Once done, click on Update button to Save. 2.5.3.2 Manage Subscribers Go back to the List of Newsletters and click on the ‘List of Subscribers’ button to view and manage subscribers in the system. You can also ‘Add a New Subscriber form the backend using the ‘Add New Subscriber Button Go to the List Subscribers and check the box on the left for those you wish to delete, confirm/unconfirm 2.5.5 Manage Frequently Asked Questions (FAQs)To Manage Content and Select ‘Frequently Asked Questions’. This will give you a list of the FAQs and option to add FAQ2.5.5.1 Add New FAQTo add an FAQ, click on the ‘Add new FAQ’ Button and add the details for the FAQ i.e. the Question and the Answer. Once done, click on Create button to Save. 2.5.5.2 Edit FAQ Go back to the List of FAQs and click on the ‘Edit’ button beside the FAQ you want to update. 2.5.5.3 Unpublish FAQsGo back to the List of FAQs and check the box on the left for the FAQs you want to unpublish. Then at the bottom, click on the ‘Select Action button and click on ‘Unpublish’ optionAlso do this for FAQs you wish to delete2.5.6 Manage FeedbackTo Manage Content and Select ‘Feedback’. This will give you a list of the feedback submitted by users using the Contact Us form and FAQ formYou can see the fields captured and the messages provided by users. To reply to the feedback, click on the ‘reply’ icon beside the feedback ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download