The Government of Bermuda Department of Immigration by oxu36335

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									           The Government of Bermuda
            Department of Immigration




Applications Processing and Permits Tracking System
                          –
             Statement of Requirements
                     Spring 2005
                                      Table of Contents
Executive Summary .........................................................................................................................3
  Purpose........................................................................................................................................ 3
  Unified Modeling Language (UML) .......................................................................................... 3
  Structure of Requirements .......................................................................................................... 3
Proposed Solution ............................................................................................................................5
  Current Scenario ......................................................................................................................... 5
  Proposed Solution ....................................................................................................................... 6
  Recommended Implementation .................................................................................................. 7
Actors List........................................................................................................................................8
Non Functional Requirements .........................................................................................................9
Applications Processing and Permits System Requirements........................................................ 12
    1.0 Managing Person Information .........................................................................................13
    2.0 Managing Applications Processing..................................................................................20
    3.0 Managing Financial Features...........................................................................................69
    4.0 Managing System Tools ..................................................................................................75
    5.0 Managing System Administration Functions...................................................................90




                                                                         2
Executive Summary
Purpose
The following pages describe the functional and non-functional requirements for the
Applications Processing and Permits solution for the Government of Bermuda’s Department of
Immigration. Application Processing and Permits covers submission and processing of
applications for the Corporate Services Section (primarily Work Permit-related) and the Personal
Services Sections (Travel Documents, Land, Status, Naturalization and Long Term Residents)
within DOI.

The objective of the Application Processing Component of the new Immigration System is to
improve efficiency and effectiveness of the Department of Immigration through integrated
information flow and accessibility within the department and with stakeholders. Improved
customer service, higher confidence in the safety of Bermuda, and cost savings are expected
results of the new system


Unified Modeling Language (UML)
The requirements in this document are described using the Unified Modeling Language (UML).
This language and process is an technology-industry standard for organizing, visualizing,
constructing, and documenting system requirements. This technique provides a graphical
representation of the system to allow developers and architects to model the software solution
prior to it getting developed. Essentially the information in this document is used as a “blueprint”
for development.

The purpose for using this technique is to reduce the risk of developing software that does not
exactly meet the needs of the client.

Structure of Requirements
UML uses a specific structure for organizing and documenting requirements. This structure is in
place to ensure that all facets of a requirement are captured, documented and validated by the
client. Requirements are also organized by “Use Cases”. A Use Case is a description of what the
system must do and how a user will interact with the system.

The requirements described in this document are to be used as a baseline of requirements for the
solution. The requirements below do not include all of the components of a typical use case. The
vendor chosen to implement the solution should update the requirements during development
and implementation to reflect a complete requirements document.

The table below explains each of the components of a use case:

  Use Case Name              Represents the general action described in the use case.
  User                       Systems or users who will execute the processes of the use case.
  Purpose/Description        A one or two sentence description of the use case



                                                 3
Pre-Conditions     Pre-conditions describe things that must be in place prior to
                   executing the basic course of events.
Post Conditions    Post conditions describes the system after the basic course of events
                   has been satisfied.
Frequency          The number of times that the use case will be executed in a given
                   amount of time.
Overall Priority   Priority describes the client’s perspective on the importance of the
                   use case.
                   HIGH – Extremely important to the client and must be built.
                   MED – Important to the client but the system can function and meet
                   the
                            basic needs of the users without it.
                   LOW – Not important to the client but would be a nice feature to
                   have if
                            funds are available.
Features           Features or functional requirements are things the system must do in
                   order to address the needs of the client.
Business Rules     Business rules are written and unwritten rules that dictate how
                   features will be implemented. Business rules can be structural facts,
                   action restricting, action triggering, or calculations.
Basic Course       The basic course of events is the process description of a user
                   interacting with the system in order to accomplish the goals of the
                   use case.
Alternative Path   The alternative path is any process that deviates from the basic
                   course of events to either accomplish the goal of the use case or a
                   related goal.




                                      4
Proposed Solution
Current Scenario
Currently, the Department of Immigration conducts a large portion of its business manually.
Many applications, such as Work Permits, are logged into the AS400, but the processing of the
applications is mainly a manual procedure. Filemaker-based applications are used to make work
assignments and process Permanent and Working Residents and Extended Visits, and to assist in
investigations. None of the software applications are truly integrated and hence, cannot readily
share information. This fosters the building of individual databases with no integration to take
advantage of common data sets. The current scenario of DOI operations is shown in Error!
Reference source not found..

                                              Application
                                             Application                                         Deposit              JD Edwards
                                                                                                                     JD Edwards
            Border                                                     Assignments
                                                                      Assignments
                                               Logging
                                              Logging                                            System                 System
                                                                                                                       System
            Control




            Airport
           Controlled                                        Work                    Passports        Status
                              Stoplist
            Arrival                                         Permits                                  Register        Visas
            System


  Legend

      = AS400
                                                                          Permanent
                                                                         Permanent            Working
                                                                                             Working
                           Investigations
                          Investigations
     = Filemaker                                                           Residents
                                                                          Residents          Residents
                                                                                             Residents
     = GeniE

      = Manual

       = Border Control
       = Assignment                                  Permission                         Permission
                                           Land
                                           Land                           Spousal                         Extended
                                                                                                         Extended    Salesman’s
                                                                                                                     Salesman’s
                                                        To
                                                       Rentals                             To
       = Finance                         Licences
                                         Licences                         Letters                          Visit        Permit
                                                       Rent                              Reside
        = Investigation



                      Figure 1. Current Environment for Data Collection and Processing




                                                                         5
Proposed Solution
The following scenario has been proposed to create an enterprise strength, integrated solution
incorporating features for almost all business processes of the DOI. The earlier flowchart has
been updated in Error! Reference source not found. to identify the areas that will benefit from
a unified solution.




                           Figure 2. Integrated Immigration Solution




                                               6
Recommended Implementation
In order to begin implementation of the DOI Application Processing System in a timely manner,
the project is being defined for release in 3 phases.

       Phase 1 – Simple Application Processing

       Phase 1 consists of supporting submission of all application types and completes
       processing except for Work Permit processing. Each application type will have checklist
       of required supporting documents. The application will not proceed past step 1 unless all
       documents in checklist with application.

       Phase 2 – Work Permit Application Processing

       Phase 2 will add processing of Work Permits and support of online completion of
       application by employers for work permits. Support of electronic funds transfer will be a
       supported, but optional, feature.

       Phase 3 – Creation of Online Application Files

       Phase 3 will add scanning of supporting documentation to create an online file to be
       linked to application.




                                                 7
Actors List
Actors are systems or users who will execute the processes of the use case.

The word “User” is not used in this context because an Actor can be a system that performs a
function in another system.

Actor                                                         Priority   Status
Chief Immigration Officer                                     HIGH       Approved
Assistant Chief Immigration Officer                           HIGH       Approved
Corporate Services Manager                                    HIGH       Approved
Industry Relationship Officer                                 HIGH       Approved
Customer Service Rep.                                         HIGH       Approved
Personal Services Manager                                     HIGH       Approved
Client Services Officer                                       HIGH       Approved
Processing Administrator                                      HIGH       Approved
Travel/Temp.                                                  HIGH       Approved
Validations & Entry Clearance Officer                         HIGH       Approved
Compliance Manager                                            HIGH       Approved
Principal Compliance Officer                                  HIGH       Approved
Sr. Immigration Officer                                       HIGH       Approved
Administrative/Inspectorate                                   HIGH       Approved
Immigration Officer/Inspector                                 HIGH       Approved
Records Management Clerk                                      HIGH       Approved
Mail Clerk/Cashier                                            HIGH       Approved
Accounting/Administrative Officer                             HIGH       Approved
Customs Officer                                               HIGH       Approved
Customs Supervisor                                            HIGH       Approved
System Administrator                                          HIGH       Approved




                                                8
Non Functional Requirements
The following is a list of non-functional requirements has been validated by the client.

Requirement                                                               Priority   Status
The system should have the capability of providing secure web browser     HIGH       APPROVED
based read and write access via the internet.

The Government of Bermuda uses MS Exchange as its email system.           HIGH       APPROVED
The system shall have the capability of generating Messaging
Application Programming Interface (MAPI) compliant email
automatically, e.g., tickler notifications to staff.

The Vendor must describe the strategy including tools and languages HIGH             APPROVED
used for information exchange with the systems listed in 5.9
Interfaces. All types of exchange methods should be described
including pushing and pulling information as well as real-time read
access with examples of each defined.

Data integrity and delegation of permissions are primary areas of         HIGH       APPROVED
security concern. The following is a list of database security
requirements:

    1. Ensure that all privileges can be controlled through role
       assignments at the record and field level.
    2. Provide for the ability to limit create/read/update/delete
       functions through role assignment or individual permission
       assignment and management.
    3. Provide for the ability to create roles and configure
       create/read/update/delete permissions per use case.
    4. Provide for database logging of updates, changes, deletions, and
       rollbacks

The following describes the minimum security requirements for the         HIGH       APPROVED
Application Processing system:

    •   The system must maintain a custom directory and be capable
        of connecting to a central directory.
    •   The directory must contain information about each user
        including user name and password.
    •   The system must have the ability to configure user
        permissions.
    •   The system must have the ability to allow an administrator to
        remove permissions.
    •   The system must have the ability to de-activate users and
        user groups.



                                                 9
   •   The system must have the ability to map users to groups.
   •   The system must have the ability to authenticate users upon
       logging in to the system.
   •   The system must have the ability to end a session with a
       server after a certain amount of inactivity.
   •   The system must have the ability to allow any user to log in
       from any computer to access the system.

Any solution proposed must be compatible with the Government of           HIGH   APPROVED
Bermuda’s minimum configuration:

           •   Pentium III 1.0GHz, 133Mhz Bus
           •   256 MB Random Access Memory
           •   4 MB Video Memory
           •   20 GB Hard Drive
           •   1.44 MB Floppy disk drive
           •   CD-ROM Drive, minimum 24X
           •   10/100 MBS 3Com Ethernet NIC with remote
               wakeup capability, integrated preferred
           •   Integrated sound
           •   250 MB Zip Drive, internal
           •   17” Monitor
           •   Windows XP Professional and Microsoft Office XP
               Professional
           •   Minimum warranty, 3 years parts and labour

                                                                          HIGH   APPROVED
The system may be delivered on any of the following standard
hardware/software architectures of ITO:

           IBM iSeries server
           Microsoft Windows client – WINXP
           Microsoft Windows server – WIN2000, WIN2003
           Databases – Microsoft SQL Server, Microsoft Access,
           IBM iSeries DB2
           Standard Microsoft Office Suite XP, including Microsoft
           Outlook
           Network – Ethernet, TCP/IP
           Web servers – IIS, Apache IBM Websphere & Java
           Oracle

The architecture must be open and flexible and based on widely
accepted standards. Data should be entered only once. Applications will
be object-oriented with reusable components.



                                               10
The system must have the ability to potentially integrate with document       HIGH   APPROVED
management systems, reporting tools, bar coding or GIS systems.

The system must enable load balancing across Web and application              HIGH   APPROVED
servers. The architecture will have full redundancy and fail-over
capabilities at all levels, and will be designed to have no single point of
failure

The system should be capable of integration into the Bermuda                  HIGH   APPROVED
Government's portal, which is provided by Plumtree. Integration
must be JSR168 or WSRP compliant. See www.plumtree.com for
the associated Plumtree White Paper or locate the Portal
Requirements documentation on the Government of Bermuda
website.

The Bermuda Government will be responsible for the development
of the interface necessary to provide access to this system via the
Government Portal. The vendor will be consulted as appropriate.




                                                   11
Applications Processing and Permits System Requirements

The following section describes the system requirements for the Applications Processing and Permits System. These requirements
were defined and documented using industry best-practices.

The requirements are categorised in five sections:

    •   Managing Person Information
    •   Managing Applications Processing
    •   Managing Financial Functions
    •   Managing System Tools
    •   Managing System Administration




                                                                12
1.0 Managing Person Information
This package of use cases include the features and processes for capturing and tracking people information such as demographics,
address information, and contact information. This section also includes requirements for resolving duplication among names.

1.1 Manage Demographics
Header                   Details
User                     All System Users
Purpose/Description      This requirement describes the process and features associated with tracking name and demographic information about a person being recorded in the
                         system.
Pre-Conditions           A role needs to be added, edited or disabled.
Post Conditions          A new person is recorded in the system and can be located via searching.
Frequency                10000 annually

Associated Features
    1        The system must include the ability to store multiple names for an individual.
    2        The system must have the ability to track the category of the name.
    3        The system must have the ability to link individuals by genetic groups.
    4        The system must have the ability to track demographic information to identify the client such as Date of Birth, Gender, Age, and Nationality.
    5        The system must have the ability to modify existing demographic information.
    6        The system must have the ability to track old and new values of demographics fields.
    7        The system must have the ability to delete demographic information.
    8        The system must have the ability to index names in the master index.


Associated Business Rules
    1        Name categories include nickname, maiden name, alias, and primary name.
    2        Demographics can be changed at any time for any person in the system.


Basic Course of Events – Adding New Demographics
Step     Action                                                                             System Response
   1     This use case begins when the actor chooses to add a new person.                    The system responds by displaying an area where the actor can enter a first, middle
                                                                                             and last name for the person.
   2        The actor selects the type of name from the categories field.                    This use case ends when the system responds by committing the data to the system.
            The actor completes the demographics fields for the person and chooses to
            save the entry.


Alternative Path – Editing Demographics
Step     Action                                                                             System Response



                                                                                        13
   1       In step 1 of the basic course of events, the actor searches for the person in    The system responds by displaying a list of matching people.
           the database.
   2       The actor selects the person from the list.                                      The system responds by displaying the person information.

   3       The actor updates the person information and chooses to save the entry.          Return to step 5 of the basic course of events.


Alternative Path – Adding Additional Names for a Single Person
Step      Action                                                                            System Response
   1      This use case begins when the actor chooses to add an additional name to a        The system responds by displaying an area for the user to enter name information.
           person.
   2       The actor enters the name information and chooses to save the entry.             This use case ends when the system responds by saving the name and associating it
                                                                                            with the person from whom it was created.




                                                                                           14
Process Diagram


                                        General User                                                                          System




                  Edit/Update Case        Decides to Edit or Update an Existing Case


        Add
        New                                Searches for Existing Person in Database               Displays List of All Matching People
        Case


                                               Selects Desired Person from List




                                                                                                   Displays Individual's Case Details

                                                              Update
                                 Updates Case Details
                                                               Case

                                                                               Add Name
                                                         Chooses to Add Additional Name to Case    Displays Field to Enter Additional Name




                                                                  Enters Name Information




                         Chooses to Save Updated Case Details




    Chooses to Add New Case                                                                              Displays Person Data to be Entered



                                 Inputs Person Details for Case
                                   And Chooses to Save Entry


                                                                                                                                              Commits Data to System




                                                                                                            15
1.2 Manage Address
Header                   Details
User                     All System Users
Purpose/Description      This requirement describes the process and features associated with adding, modifying, and deleting addresses
Pre-Conditions           A person or entity requiring an address is saved in the system.
Post Conditions          The address is available or viewing.
Frequency                10000 annually

Associated Features
    1        The system must have the ability to track zero to many addresses for a person.
    2        The system must have the ability to track multiple home addresses.
    3        The system must have the ability to populate address information from the Works and Engineering Addressing system.
    4        The system must have the ability to track addresses from other countries.


Associated Business Rules
    1        If the local address entered is not a valid Bermudian address, the system flags the address.


Basic Course of Events – Adding Addresses
Step     Action                                                                             System Response
   1     This use case begins with the actor chooses to add an address.                     The system responds by displaying an area in which the actor could enter appropriate
                                                                                            address information.
   2       The actor completes the information and chooses to save the record.              The system responds by evaluating the address data and flagging the address if not a
                                                                                            valid address.
                                                                                            This use case ends when the system responds by saving the address.


Alternative Path – Editing Addresses
Step      Action                                                                            System Response
   1      In step 1 of the basic course of events, the actor locates the addresses saved    The system responds by displaying the address.
           for the person and selects an address from the list.
   2       The actor modifies the address and chooses to save the entry.                    Return to step 4 of the basic course of events.


Alternative Path – Deleting Addresses
Step      Action                                                                            System Response
   1      In step 1 of the basic course of events, the actor locates the addresses saved    The system responds by displaying the address.
           for the person and selects an address from the list.
   2       The actor deletes the entry.                                                     Return to step 4 of the basic course of events.




                                                                                           16
Process Diagram


                                        General User                                                                                 System




       Decides to Add/Delete/Edit an Existing Address




                 Locates Existing Address                                                                   Displays List of All Current Addresses



                                                   Selects Desired Address from List



                                                                                                                    Displays Address Details



                                                            Edit Address

                                                       Delete Address
    Edits Address Details
                                                                                 Add Address

                                                           Chooses to Add Additional Address to Case        Displays Fields to Enter Additional Addresses




                            Deletes Selected Address                Enters New Address




                  Chooses to Save Updated Case Details                                                         Evaluates Addresses



                                                                                                                               Invalid Address
                                                                                                                                                            Flags Address if not Valid
                                                                                                       Valid Address

                                                                                                              Commits Data to System




                                                                                                                            17
1.3 Manage Phone
Header                   Details
User                     All System Users
Purpose/Description      This requirement describes the features and process associated with added, modifying and deleting phone numbers.
Pre-Conditions           A person or entity requiring a phone number is saved in the system.
Post Conditions          Phone number information is available in the system.
Frequency                10000 annually

Associated Features
    1        The system must allow the ability to track zero to many phone numbers per person.
    2        The system must allow the ability to edit existing phone numbers.
    3        The system must allow the ability to delete existing phone numbers
    4        The system must be able to categorize phone numbers by type.


Associated Business Rules
    1        Phone numbers can be tracked to companies, agencies, or people.
    2        Phone number types include home, cell, office.
    3        Bermuda phone number must default to area code (441).


Basic Course of Events – Adding Phone Numbers
Step     Action                                                                           System Response
   1     This use case begins with the actor chooses to add a phone number.               The system responds by displaying an area in which the actor could enter appropriate
                                                                                          phone information.
   2       The actor completes the information and chooses to save the record.            This use case ends when the system responds by saving the entry.


Alternative Path – Editing Phone Numbers
Step      Action                                                                          System Response
   1      In step 1 of the basic course of events, the actor locates the phone numbers    The system responds by displaying the phone number.
           saved for the person and selects a number from the list.

   2       The actor modifies the phone number and chooses to save the entry.             Return to step 4 of the basic course of events.



Alternative Path – Deleting Phone Numbers
Step      Action                                                                          System Response
   1      In step 1 of the basic course of events, the actor locates the phone number     The system responds by displaying the phone number.
           saved for the person and selects the phone number from the list.
   2       The actor deletes the entry.                                                   Return to step 2 of the basic course of events.




                                                                                         18
Process Diagram


                                      General User                                                                                  System




   Decides to Add/Delete/Edit an Existing Phone Number




            Locates Existing Phone Numbers                                                             Displays List of All Current Phone Numbers



                                             Selects Desired Phone Number from List



                                                                                                             Displays Phone Number Details




                                                          Edit Number

                                                  Delete Number
   Edits Phone Number Details
                                                                              Add Number

                                                         Chooses to Add Additional Number to Case        Displays Fields to Enter Additional Numbers




                    Deletes Selected Phone Number             Enters New Phone Number




                Chooses to Save Updated Phone Details                                                     Evaluates Phone Number



                                                                                                                           Invalid Number
                                                                                                                                                       Flags Phone Number if not Valid
                                                                                                    Valid Number

                                                                                                           Commits Data to System




                                                                                                                                    19
2.0 Managing Applications Processing
This package of use cases include the features and processes for capturing and tracking various types of applications managed by the
immigration department. These features will be implemented using a phased approach.

Phase 1 functionality consists of submission of all application types and complete processing except for Work Permit processing.
Each application type will have checklist of required supporting documents. The application will not proceed forward unless all
documents in checklist with application.

Phase 2 will add processing of Work Permits and support of online completion of application by employers for work permits. Support
of electronic funds transfer will be a supported, but optional, feature.

Phase 3 will add scanning of supporting documentation to create an online file to be linked to application. This online file will replace
the physical paper file that gets passed around during the application processing phase.

Manage Applications and Associated Information

2.1 Submit an Application
Header                    Details
User                      Record Management Clerks, Customer Service Representatives, Registered Employers
Purpose/Description       This requirement describes the features and processes associated with entering application information into the system.
Pre-Conditions            Actor has access to the system and the system is available.
Post Conditions           Application is entered in the system awaiting appropriate processing.
Frequency                 60,000 per annum

Associated Features
    1        The system must have the ability to track application information.
    2        The system must have the ability to manage and track the application processing including application, correspondence, etc.
    3        The system must provide the ability to modify application type before final daily reconciliation or change an application type after reconciliation providing that the fee
                 does not change.
      4          The system must provide the ability for a registered employer to create and submit an application directly through a web interface.
      5          The system must have the ability to allow a clerk to complete and save an incomplete application.
      6          The system must have the ability to check stoplists and checklists for applicants.
      7          The system must provide the user with a complete list of documents required for a particular application based on the type of application and provide an automated
                 checklist to assist the user in completing the application and providing supporting documentation.
      8          The system must have the ability to allow any one in the general public to print PDF versions of all applications and complete manually or complete online and print.
      9          The system must have the ability to display and track uncompleted and completed checklist items for each application type.



                                                                                           20
       10        The system must have the ability to allow any one in the general public to complete and submit applications via the web.
       11        The system must have the ability to print all applications before or after submission.
       12        The system must have the ability to link incoming supporting documentation to an existing application.


Associated Business Rules
    1        An application is considered “Incomplete” if the fee is not paid if a fee is required.
    2        Incomplete applications will be flagged as “Incomplete”.
    3        Application types will be presented based upon the signed –on user’s ability to create types of applications.
    4        Required fields for applications will be obvious for the user.


Basic Course of Events – Submitting an Application – via Counter or Mail Drop
Step     Action                                                             System Response
   1     This use case begins when the clerk chooses to create or update an The system responds by displaying a listing of application types.
             application.
   2         The clerk chooses the appropriate application from the listing.                   The system responds by displaying a checklist of required supporting documentation of
                                                                                               the chosen application type.
   3         The clerk enters the applicant’s name.                                            The system responds by checking the most current stoplist to determine if the applicant
                                                                                               is identified. The system also checks to determine if application is “Incomplete”, i.e., has
                                                                                               been started and, if so, displays, in a highlighted manner, items not completed on
                                                                                               application form.
   4         The clerk enters the new or remaining information from application form and       The system responds by checking the most current stoplist to determine if the applicant
             saves entry.                                                                      is identified.
   5         If new or additional documentation included, go to Manage Business Rules
             for Supporting Documentation
   6         If fee required and attached Go To Recording Fee Collection
   7         If application complete, set Complete flag                                        The system responds by sending a notification to the appropriate section based on
                                                                                               application type.
   8         If application incomplete, set Incomplete flag                                    The system responds by sending a notification to the employer or individual based on
                                                                                               application type.

Alternative Path – Submitting an Application via Records Management Clerk – Applicant Listed on Stop List
Step      Action                                                        System Response
   1                                                                                           In step 3, the system displays an error message and an alert is sent to Corporate
                                                                                               Services or Compliance Services and halts the continued entry of the application.

Alternative Path – Submitting an Application via Records Management Clerk – Incomplete Application
Step      Action                                                        System Response
   1        In step four of the basic course of events, the clerk completes as much of the     The system responds by notifying the applicant via email, fax or letter.
            application as possible and saves the application as “Incomplete”




                                                                                             21
Process Diagram




                  22
2.2 Manage Business Rules for Supporting Documentation

See Section 4 for complete list of applications. Up to date definition of each application’s required supporting documents will be
provided at project initiation.

Header                   Details
User                     Record Management Clerks, Customer Service Representatives
Purpose/Description      This requirement describes the features and processes associated with checking for all required supporting documents for all document types
Pre-Conditions           Actor has access to the system and the system is available.
Post Conditions          Application is entered in the system awaiting appropriate processing.
Frequency                60,000 per annum

Associated Features
    1        The system must have the ability to display and track uncompleted and completed items for each application type.


Associated Business Rules
    1        An application is considered “Incomplete” if all required supporting documentation is incomplete.
    2        Incomplete applications will be flagged as “Incomplete”.
    3        Application types will be presented based upon the signed –on user’s ability to create types of applications.
    4        Required fields for applications will be obvious for the user.


                Permit Type                                                                   Required Documents for Completion
Standard Work Permit – Overseas                            Covering Letter, Appropriate Fee, Copy of Advert and Dates, Application Sections 1,6,8, Four Photos,
                                                           Certified Copy of Proof of Citizenship, Certified Copy of Marriage Certificate, Contract, Employment
                                                           Reference, Job Offer Form, Character References, Certified Copies of Relevant Qualifications, Certified
                                                           copy of proof of citizenship, Certified Copy of Birth Certificates for Children, Full size Chest X-Ray plate,
                                                           Full size Chest X-Ray plate of relocating children over age 12, Medical Certificate, Letter of no objection
                                                           from relevant statutory professional body, Copy of Incorporation and company profile, Letter of Release
                                                           from Current Employer, Copy of Permission in Principle Approval
Standard Work Permit – Local                               Covering Letter, Appropriate Fee, Application Sections 16,8, Four Photos, Contract, Certified Copies of
                                                           Relevant Qualifications, Letter of no objection from relevant statutory professional body, Copy of
                                                           Incorporation and company profile, Letter of Release from Current Employer, Copy of Permission in
                                                           Principle Approval
Temporary Permits/Letter of Permission                     Covering Letter, Appropriate Fee, Application Section 1
Permission in Principle                                    Covering Letter, Appropriate Fee, Copy of Advert and Dates, Application Section 1, Copy of
                                                           Incorporation and company profile
Periodic Work Permit                                       Covering Letter, Appropriate Fee, Application Sections 1 to 5, Four Photos, Certified Copy of Proof of
                                                           Citizenship, Copy of Permission in Principle Approval



                                                                                        23
Work Permit Renewal                           Covering Letter, Appropriate Fee, Copy of Advert and Dates, Application Sections 1,6,8, Four Photos,
                                              Contract, Job Offer Form
Work Permit Promotion/Job Title or Category   Covering Letter, Appropriate Fee, Copy of Advert and Dates, Application Sections 1,2,6, Four Photos,
Change                                        Contract, Job Offer Form
Permission to Reside Annually                 Complete Immigration Questionnaire, Full size chest xray, Medical certificate of good health, Two
                                              character references, Police Certificate, Bank Reference, Valid Health Insurance, Two passport size
                                              photographs, Fee, Notarized copy of a valid passport.
Permission to Reside and Seek Employment      Covering Letter, Appropriate Fee, Copy of Advert and Dates, Application Sections 1,2,3,7,8, Employment
                                              Reference, Letter of Release
Permission to Reside and Attend College or    Covering Letter, Appropriate Fee, Completion Sections of Application 2 to 5 and 7 and 8, Four Photos,
School                                        Certified copy of Marriage Certificate, Employment References, Character References, Certified Copy of
                                              Proof of Citizenship of Relocating Dependents, Full Size chest X-Ray Plate, Medical Certificate, Letter of
                                              Release, Letter of Acceptance from School or College, Evidence of Available Finances, If under 21 letter
                                              of support from Parent or Guardian, Proof of Payment of Deposit, Undertaking to Repatriate
Dependent Re-entry Letter                     Covering Letter, Appropriate Fee, Completion Sections of Application 2 and 5, Four Photos, Certified
                                              Copy of Proof of Citizenship, Full Size chest X-Ray Plate, Medical Certificate, Proof of Relationship to
                                              Primary Work Permit Holder
Permission to Reside on an Annual Basis       Covering Letter, Appropriate Fee, Completion Sections of Application 2 to 5 and 7 and 8, Four Photos,
                                              Character References, Full Size chest X-Ray Plate, Medical Certificate, Evidence of Available Finances,
                                              Bank Reference, Evidence of Available Health Insurance, Police Certificate, Valid Passport
Renewal of Permission to Reside               Covering Letter, Appropriate Fee, Completion Sections of Application 2 to 5 and 7 and 8, Four Photos,
                                              Evidence of Available Finances, Bank Reference, Evidence of Available Health Insurance
Passport Applications Adult                   Born or Adopted in Bermuda before 1 January 1983
                                              Full birth certificate or adoption certificate showing both parents/adoptive parents’ names

                                              Born or Adopted in BDA after 31 December 1982:
                                              Full birth certificate, Mother’s full birth certificate, Father’s full birth certificate, Father’s full marriage
                                              certificate and evidence of termination of any previous marriages from Bermuda or other territory

                                              Born Outside of Bermuda before 1 January 1983
                                              Consular birth certificate, Full local High Commission or British Forces birth certificate showing parents
                                              names, Evidence of father’s citizenship of the United Kingdom and Colonies, Parents full marriage
                                              certificate, evidence of termination of previous marriages, Father’s full birth certificate, naturalization or
                                              registration document

                                              Born Outside of Bermuda After 31 December 1982:
                                              Consular birth certificate, Documentary evidence, Full local or British Forces birth certificate showing
                                              parents names

                                              British Dependent/Overseas Territories Citizen by naturalization or registration:


                                                                          24
                              Naturalisation or registration document

                              Women who have been married:
                              Full marriage certificate, divorce documents if applicable

                              Acquired British Nationality through Marriage:
                              Birth Certificate or Previous Passport, Document establishing husband or former husband’s nationality.
Passport Applications Child   Born or Adopted in BDA after 31 December 1982:
                              Full birth certificate, Mother’s full birth certificate, Father’s full birth certificate, Father’s full marriage
                              certificate and evidence of termination of any previous marriages from Bermuda or other territory

                              Born Outside of Bermuda after 31 December 1982:
                              Counsular birth certificate, If parents were born in Bermuda, documentary evidence and full local or
                              British Forces birth certificate showing parents names. If neither parent was born in Bermuda,
                              documentary evidence that mother is a British Dependent/Overseas Territories Citizen otherwise than by
                              descent.

                              British Dependent/Overseas Territories Citizen by naturalization or registration:
                              Naturalisation or Registration document, If you were adopted from outside of Bermuda by British
                              dependent/overseas territories citizen parents

                              Child whose name is changed:
                              Documentary evidence of the name change

Status Applications           PRC
                              Completed application form, Fee received and recorded, Ordinarily resident for 10 or 20 years, Proof of
                              Ordinary Residence, 2 Sponsor Letters, 2 passport photos, Copies of Birth Certificate or Passport, Copies
                              of Marriage Certificate, Copies of Divorce Decree, Copy of Working Resident Certificate, Advertisement,
                              Police Report, Permanent Resident’s Certificate

                              DEF
                              Completed application form, Fee received and coded, Ordinary resident for 10 or 20 years, Proof of
                              Ordinary Residence, 2 Sponsor Letters, 2 passport photos, Copies of Birth Certificate or Passport, Copies
                              of Marriage Certificate, Copies of Divorce Decree, Copy of Working Resident Certificate, Advertisement,
                              Police Report, Permanent Resident’s Certificate

Land Licenses                 Covering Letter, Fee, Application, Three sets of Plans, Ordinance, Description of Property/Schedule, Bank
                              Reference, Two Character Reference, Sales Agreement, Advertisement

Spouse Letter                 Fully completed application, Fee, IQF, Two passport photos, Notarized copy of applicant’s birth



                                                          25
                                                         certificate, Police Certificate, Medical Certificate, Full size chest xray, Notarized copy of valid photo
                                                         identification of applicant and his./her spouse, Notarized copy of marriage certificate, Notarized copy of
                                                         divorce decree and/or death certificate, Proof of Bermudian status off the Bermudian spouse

Qualifying Bermudian Connection                          Completed application, Fee received and recorded, Ordinary residence for 10 years, 2 Passport Photos,
                                                         Copies of a Birth Certificate or Passport, Copies of Marriage Certificate, Deed Poll, Proof Ordinary
                                                         Residence, Advertisement, Police Report Request

Spouse of Bermudian                                      Completed application, Fee Received and coded, 2 Passport Photos, Copies of Birth Certificate or
                                                         Passport, Copies of Marriage Certificate, Copies of Divorce Decree, Proof of Spouse Status, Proof of
                                                         Ordinary Residence

Certificate of Naturalisation as a British Overseas      Fee received and recorded, Notarised or certified photocopies of the applicant’s long form birth certificate,
Territories Citizen                                      Notarised or certified photocopies of marriage certificate, Documentation that may have altered the
                                                         applicant’s name, Employer or Upstanding Citizen letter indicating that the applicant has been a resident
                                                         for 5 years.

Grant of Bermudian Status                                Fee received and recorded, Two passport photos, Proof of Residence for the past five years, Upstanding
                                                         Citizen letter indicating that the applicant has been a resident, Copy of previous correspondence, including
                                                         name address and telephone number

Long Term Resident                                       Completed application, Fee Received and Recorded, Two passport photos, Copies of the birth certificate or
                                                         passport, Copies of marriage certificate, Proof of Ordinary Residence,

Request for Visitor Extension                            Copy of the Passport, Host

Basic Course of Events – Managing Rules for Application Type
Step     Action                                                                       System Response
   1                                                                                  The system responds by displaying a checklist of required supporting documentation of
                                                                                      the chosen application type those already in customer file marked as included
   2       The clerk updates checklist with new or remaining items which were         The system responds setting flag to indicate whether supporting information submission
           provided.                                                                  is complete or incomplete.
   3       Return to step 6, Submitting an application.


Process Diagram
PROCESS DIAGRAMS ARE UNAVAILABLE.




                                                                                   26
2.3 Modify or Correct an Application Type
Header                     Details
User                       Corporate Services Manager, Personal Services Manager, Chief Immigration Officer, Assistant Chief Immigration Officer
Purpose/Description        This requirement describes the features and processes for modifying a submitted application that has not been reconciled.
Pre-Conditions             An application is saved and has not been reconciled.
Post Conditions            The application type is modified and application is now available for processing.
Frequency                  Unknown

Associated Features
    1        The system must provide the ability for Immigration management to modify an application type if it has not been through daily reconciliation.
    2        The system must have the ability for Immigration management to correct an application type after reconciliation.


Associated Business Rules
    1        Applications that have been reconciled cannot have application type modified.
    2        Applications can be cancelled after reconciliation and prior to being fully processed.
    3        Application types can be corrected after reconciliation if the fee for the new application type is not different than the fee for the original application type.
    4        If an application is amended the applicant owes the difference of the fee if the fee for the changed type is larger than the fee already paid.
    5        If an application is amended the applicant is refunded any amount already paid on the application if it exceeds the current fee.


Basic Course of Events – Modifying an Application Type
Step     Action                                                                                 System Response
   1     This use case begins when the actor chooses a saved & un-reconciled                    The system responds by displaying a listing of application types.
             application.
   2         The clerk chooses the new application type from the listing.                       The system responds by updating application type and loading appropriate application
                                                                                                information and checklist information as appropriate. The system also requests
                                                                                                additional fees or generates a refund based on fees paid and fees associated with the
                                                                                                new application type.

Alternative Path – Correcting an Application Type
Step      Action                                                                                System Response
   1      This use case begins when the actor chooses a saved & reconciled                      The system responds by displaying a listing of application types.
             application for correction.
   2         The clerk chooses the new application type from the listing.                       The system responds by updating application type and loading appropriate application
                                                                                                information and checklist information as appropriate. The system also requests
                                                                                                additional fees or generates a refund based on fees paid and fees associated with the
                                                                                                new application type.




                                                                                             27
Process Diagram




                  28
2.4 Assign Application
Header                   Details
User                     Corporate Services Manager (CSM), Personal Services Manager (PSM), Assistant Chief Immigration Officer (ACIO)
Purpose/Description      This requirement describes the features and processes for assigning application to appropriate Corporate Services or Personal Services staff member
Pre-Conditions           An application is submitted.
Post Conditions          The application type is in the processing stage.
Frequency                60,000 per annum, 25,000 work permit applications, 12,000 passport applications.

Associated Features
    1        The system must have the ability to assign applications for review by appropriate Corporate Services staff members.
    2        The system must have the ability to notify the assigned staff members upon assignment.


Associated Business Rules
    1        Applications that have been logged and reconciled.
    2        ACIO can handle assignments for both Corporate Services and Personal Services sections while CSM handles only Corporate Services and PSM handles only
                Personal Services

Basic Course of Events – Assigning Application
Step     Action                                                                           System Response
   1     This use case begins when the CSM, PSM or ACIO chooses a completed               The system responds by displaying a listing of appropriate staff members.
            application.
   2        Actor selects staff member.                                                   The system responds by displaying staff member’s current assigned application load.
   3        Actor selects assign or re-assign                                             If assign, staff member receives notification of application being while if re-assign
                                                                                          system responds by displaying a listing of appropriate staff members and goes to step 2.




                                                                                       29
Process Diagram




                  30
2.5 Cancel an Application
Header                   Details
User                     Record Management Clerks, Registered Employers
Purpose/Description      This requirement describes the features and processes for canceling an application.
Pre-Conditions           An application has been submitted.
Post Conditions          The application is canceled.
Frequency                10% of overall applications submitted – estimate of upper limit

Associated Features
    1        The system must provide the ability for a Records Management Clerk or Registered Employer to cancel an application.


Associated Business Rules
    1        Canceled applications are subject to a full refund less a fee to the requestor.
    2        Applications that have been processed can be canceled up to the point the person arrives on the island.


Basic Course of Events – Canceling an Application
Step     Action                                                                            System Response
   1     This use case begins when the actor chooses to cancel a saved –                     The system responds by marking the status of the application as “Canceled”.
            unprocessed application.
   2        Go to Generating a Refund.


Process Diagram




                                                                                        31
2.6 Manage Visa Applications
Header                   Details
User                     Personal Services Manager (PSM), Client Services Officer (CSO), Compliance Manager (CM), Validations Entry Clerk, Principle Compliance Officer (PCO),
                         Immigration Inspector.
Purpose/Description      This requirement describes the features and processes associated with managing a visa application.
Pre-Conditions           For Bermuda entry visas, an application has been received from the British Embassy and entered in the system.
Post Conditions          The status of the visa is “Approved” or “Refused”.
Frequency                300 per annum

Associated Features
    1        The system must have the ability to manage the processing of visa applications.


Basic Course of Events – Bermuda Entry
Step     Action                                                                             System Response
   1     This use case begins when the PSM          or CSO accesses the visa application    The system responds by sending a notification with a copy of the application to the
            and verifies that the information is complete. The PSM flags the application    Deputy Governor.
            for review by the Deputy Governor for approval.
   2        The Deputy Governor reviews the application and returns a decision via          The system responds by sending an email to the PSM.
            email to the PSM.
   3        The Visa Application is assigned to a Senior Inspector.                         The system responds by notifying the Senior Inspector.
   4        The Senior Inspector vets and enters a recommendation.
   5        The Principal Compliance Officer vets the application.
   6        The Compliance Manager approves the application and enters a decision.          The system responds by notifying the Validations Entry Clerk to notify the British
                                                                                            Embassy.




                                                                                           32
Process Diagram




                  33
2.7 Manage Passport Applications
Header                     Details
User                       Assistant Chief Immigration Officer, Personal Services Manager(PSM), Client Services Officer(CSO), Validation and Entry Clearance Officer, Processing
                           Administrator(PA).
Purpose/Description        This requirement describes the features and processes associated with managing UK or Bermudian passport applications.
Pre-Conditions             A passport application has been received and entered in the system. A copy of the birth certificate and other relevant documentation has been collected
                           and attached to the application.
Post Conditions            A passport is issued.
Frequency                  10,000 per annum

Associated Features
    1        The system must have the ability to process passport applications.
    2        The system must have the ability to print passport applications matching the current paper version of the passport application.
    3        The system must have the ability to communicate with the IDIS Passport system.
    4        The system must communicate with the Registry General to verify birth details.
    5        The system must have the ability to log hits on the registry general searches to track revenue.
    6        The system must have the ability to send alerts when passports are stolen, stop orders are placed on children by the courts.


Associated Business Rules
    1        If a Bermudian passport is requested and no birth certificate is provided, the Registry General must be contacted to acquire verification of birth or if additional
                  information is needed from the applicant.

Basic Course of Events – Managing a Passport - Bermudian
Step     Action                                                                               System Response
   1     This use case begins with the Validation and Entry Clearance Officer verifies          The system responds by sending the application to the IDIS Passport application
            completeness and accuracy of the passport application and determines if             system.
            supporting documentation is available. Validation and Entry Clearance
            Officer flags the application for processing.
   2                                                                                          The system receives a message from the IDIS Passport system indicating that a
                                                                                              passport has been issued.
   3                                                                                          The system updates the status of the application to reflect the information.


Alternative Path – Managing a Passport – United Kingdom
Step      Action                                                                              System Response
   1      This use case begins when an application is received and entered into the             The system responds by sending the information to the IDIS passport system.
            system.
   2        The Validation and Entry Clearance Officer prints the application and all
            electronic copies of supporting documentation and couriers data to the British
            Embassy in the United States.
   3        The Validation and Entry Clearance Officer marks the status of the
            application as sent.
   4        The Validation and Entry Clearance Officer receives the passport and marks        The system responds by closing the application.




                                                                                           34
         the status of the application as completed.


Process Diagram




                                                       35
2.8 Manage Status Applications
Header                   Details
User                     Assistant Chief Immigration Officer, Personal Services Manager(PSM), Client Services Officer(CSO), Processing Administrator(PA), Customer Service
                         Representative (CSR)
Purpose/Description      This requirement describes the features and processes associated with managing a Bermuda Status application.
Pre-Conditions           A status application is completed in the system.
Post Conditions          The status is “Approved” or “Refused”
Frequency                600 per annum

Associated Features
    1        The system must have the ability to process Bermudian Status applications.
    2        The system must have the ability to allow an individual to appeal.


Associated Business Rules
    1        The appeal process is seven days set from the time the application is marked “Refused”.
    2        Refused “Status” of spouses or long term residents can be appealed
    3        Naturalization applicant cannot appeal


Basic Course of Events – Approving the Status Application
Step     Action                                                                           System Response
   1     This use case begins when the CSO assigns the application to a PA.               The system responds by notifying the PA of the new assignment.
   2     The PA accesses and reviews the application and verifies that application is     The system responds by comparing the application against the business rules for this
            complete. The PA marks the status of the application.                         type of application and returns an exception report where rules are not adhered to.
   3                                                                                      The system accesses the Criminal Records database and determines if applicant has
                                                                                          any convictions.
   4                                                                                      The system generates a advertisement for Cabinet.
   5        PSM sends advertisement to Cabinet.                                           The system responds by sending a notification to Cabinet who publishes advertisement
                                                                                          for fourteen days.
   6        PSM makes recommendation.                                                     The system responds by sending the application with recommendation to the Minister
                                                                                          and CSO.
   7                                                                                      The system generates a naturalization certificate for signature.
   8        PSM marks the status of the application as Approved.                          This use case ends when the system responds by saving the processed application.


Alternative Path – Refusing the Status Application
Step      Action                                                                          System Response
   1      In step eight of the basic course of events, the PSM marks the status of the    The system responds by generating a refusal letter and setting a seven-day flag for
           application as Refused.                                                        appeal.


Alternative Path – Determining that Applicant has Opposition or Convictions
Step      Action                                                           System Response



                                                                                         36
  1      In steps three through five of the basic course of events, the PSM schedules    The system responds by saving the interview date.
         an interview.
  2      The PSM interviews candidate and opposition.
  3      Return to step six of the basic course of events.


Alternative Path – Appealing a Refusal
Step     Action                                                                          System Response
  1      Applicant, if eligible, appeals directly to the Cabinet office                  The system responds by generating a summary for Cabinet.
  2      Cabinet office notifies PSM if appeal is successful and PSM enters approval     Generate certificate of status




                                                                                        37
Process Diagram




                  38
2.9 Manage Land Licenses
Header                   Details
User                     Client Services Officer(CSO), Processing Administrator(PA)
Purpose/Description      This requirement describes the features and processes associated with the issuance of land licenses.
Pre-Conditions           A land license application has been completed.
Post Conditions          A License to purchase land is distributed.
Frequency                47 per annum

Associated Features
    1        The system must have the ability to manage land licenses.
    2        The system must have the ability to electronically issue land permits.
    3        The system must provide electronic alerts when a land property is illegally varied.
    4        The system must provide a notification when the legislative limit and/or the maximum number of acres per parish of land sold to non-Bermudians has been reached.
    5        The system must provide the ability for staff to review and update land licensing applications.
    6        The system must be able to provide electronic property descriptions.
    7        The system must have the ability too map Bermudian vs. non-Bermudian owned land and condos.
    8        The system must be able to produce statistical information on non-Bermudian owned land
    9        The system must have a connection to Works & Engineering to verify land transfer information.
    10       The system must be able to receive alerts when application are made to plan a property renovation.
    11       The system must have the ability to generate an alert when property must be sold or license obtained.


Associated Business Rules
    1        Property ownership laws are managed in the applications rules manager.
    2        All application rules can be overridden by the Minister, ACIO, or CIO.


Basic Course of Events – Approving a Land License – Bermudian Application
Step     Action                                                                      System Response
   1     This use case begins when the CSO verifies that land license application is The system responds by comparing the application against the business rules for this
            complete. The CSO marks the status of the application.                         type of application and returns an exception report where rules are not adhered to.
   2                                                                                       The system generates an advertisement for Cabinet.
   3        CSO sends advertisement to Cabinet.                                           The system responds by sending a notification to Cabinet who publishes advertisement
                                                                                          for fourteen days.
   4        Cabinet notifies CSO of objections and move to step 5                         If no objections after fourteen days, The system notifies CSO
   5        CSO marks the status of the application.                                       If approved, system generates license for Minister’s signature, otherwise, conveying
                                                                                           lawyer is notified that license is not to be issued.




                                                                                       39
Alternative Path – Determining that Applicant has Opposition
Step      Action                                                                         System Response
  1      In steps three through five of the basic course of events, the CSO schedules    The system responds by saving the interview date.
         an interview.
  2      The PSM interviews candidate and opposition and logs summary information        The system responds by notifying the PSM and CIO of the interview results.
         on interview results.
  3      Return to step five of the basic course of events.


Alternative Path – Applicant w/No Opposition, but Non-Bermudian with Bermudian Spouse
Step      Action                                                        System Response
  1                                                                                      Systems notifies Planning and Land Valuation office in Works & Engineering
  2      Planning office checks application to make sure all is in order and notifies
         CSO if all is in order or not
  3      Return to step five of the basic course of events.


Alternative Path – Applicant w/No Opposition, but Non-Bermudian with Non-Bermudian Spouse
Step      Action                                                       System Response
  1      Application circulated to all government departments                            Notifies all government departments of application
  2      Wait until relevant government departments notifies CSO whether there are       .
         objections or not
  3      Return to step five of the basic course of events.




                                                                                        40
Process Diagram




                  41
2.10 Manage Permission to Reside - Corporate Services
Header                   Details
User                     Corporate Services Section
Purpose/Description      This requirement describes the features and processes associated with managing permission to reside
Pre-Conditions           An application for permission to reside has been submitted.
Post Conditions          Certificate to reside or a refusal is issued.
Frequency                800 per annum

Associated Features
    1        The system must have the ability to process applications for permission to reside in Bermuda.
    2        The system must have the ability to process annually renewable applications for permission to reside in Bermuda.
    3        The system must have the ability to process applications for retirees.
    4        The system must have the ability to process applications for multiple re-entry permits.
    5        The system must simplify the renewal process.
    6        The system must have the ability to generate and print permits.


Associated Business Rules
    1        Approval depends upon Work Permit Holder’s income
    2        If the application includes a child, Family Services must be notified.
    3        Dependent information, accommodation and income are used to determine Approval or Refusal.
    4        Re-entry permits are valid for 12 months.
    5        Application rules can be overridden by ACIO, CIO or Minister.


Basic Course of Events – Permission to Reside and Seek Employment
Step     Action                                                                          System Response
   1     Corporate Services Section validates application information and supporting        If children involved, go to Use Case Residing with a Child
            documentation.
   2        Go to Use Case Process Work Permit.


Alternative Path – Residing with a Child
Step      Action                                                                         System Response
   1       In step 1 of the basic course of events, the Corporate Services personnel     The system responds by sending a notification to Family Services to conduct a home
           flags the application for Family Services.                                    study on the family applying.
   2       Family Services completes summary and attaches summary to application.        The system responds by listing the summary document with other attached files on the
                                                                                         application and system notifies Corporate Services that summary is available.
   3       GO TO Process Work Permit.

Alternative Path – Refusing the Application
Step      Action                                                                         System Response


                                                                                       42
  1     The use case begins an application has been refused    Generate refusal letter and send to employer or applicant.
  2     Go to Use Case Process Work Permit.



Process Diagram




                                                              43
2.11 Manage Permission to Reside - Personal Services
Header                   Details
User                     Personal Services Section
Purpose/Description      This requirement describes the features and processes associated with managing permission to reside.
Pre-Conditions           An application for permission to reside has been submitted.
Post Conditions          Certificate to reside or a refusal is issued.
Frequency                600 per annum

Associated Features
    1        The system must have the ability to process applications for permission to reside in Bermuda.
    2        The system must have the ability to process annually renewable applications for permission to reside in Bermuda.
    3        The system must have the ability to process applications for retirees.
    4        The system must have the ability to process applications for multiple re-entry permits.
    5        The system must simplify the renewal process.
    6        The system must have the ability to generate and print permits.


Associated Business Rules
    1        To reside on an annual basis, approval depends upon applicant’s income, not working, no criminal record, and has health insurance
    2        Retired persons who have worked in Bermuda for at least 5 years and are over 55 years of age with children over 16 years of age are eligible to apply for Residential
                Certificate
       3        Dependent information, accommodation and income are used to determine Approval or Refusal.
       4        Re-entry permits are valid for 12 months.
       5        Application rules can be overridden by ACIO, CIO or Minister.


Basic Course of Events – Residing with Annual Renewal
Step     Action                                                                            System Response
   1     Personal Services Section validates application information and supporting          For approval, system generates memo for PSM signature.
            documentation and makes recommendation.
   2       PSM signs memo.                                                                 CSO is notified document is ready for Minister’s approval
   3       CSO sends a signed request to the Minister for approval.
   4       The Minister returns a signed document to Immigration or notifies PSM of        The system responds by generating re-entry documentation.
           refusal. CSO marks the application as approved.


Alternative Path – Residing on a Residential Certificate
Step      Action                                                                           System Response
   1       In step 1 of the basic course of events, the CSO determines land ownership      In step one of the basic courses of events; the system generates a memo and a




                                                                                        44
         and chooses to approve application.                                           certificate.


Alternative Path – Residing with Multiple Re-Entry Permits
Step      Action                                                                       System Response
   1     In step 1 of the basic course of events, the CSO determines land ownership    The system responds by generating a re-entry permit.
         and chooses to approve application.


Alternative Path – Refusing the Application
Step      Action                                                                       System Response
   1     The use case begins an application has been refused                           Generate refusal letter and send to applicant




                                                                                      45
Process Diagram

                                         Personal Services Section                                                                             System




                                             CSO determines land ownership
                                                                                                                         Generates re-entry permit
                                            and chooses to approve application

                                                Multiple
                                                Re-entry
                                                Permits
     Validates application information
      and supporting documentation
                                                                    Retiree      Determines land ownership and
                                                                                                                          Generates a memo and a certificate
                                                                                 chooses to approve application
       and makes recommendation
                                                 Annual
                                                Renewal
                                                                                                                         System generates memo
                                                                                                                            for PSM signature




                                                               PSM signs memo




                                                                                                                                        CSO is notified document is
                                                                                                                                        ready for Minister’s approval




                                             CSO sends a signed request
                                              to the Minister for approval




                                                                  Refuse
                                                                 Application                                                                              Generates refusal letter
                                                                                     Notifies PSM of refusal
                                                                                                                                                          and sends to applicant

                                            Approve
                                           Application



                                               Minister returns a signed
                                            document to Immigration. CSO                                               Generates re-entry documentation
                                           marks the application as approved




                                                                                                                  46
2.12 Manage Permission to Let
Header                    Details
User                      Personal Services Section
Purpose/Description       This requirement describes the features and processes associated with managing rental applications for work permit holders and tourists.
Pre-Conditions            An application for permission to Rent is completed.
Post Conditions           A Permit for letting is generated.
Frequency                 200 per annum

Associated Features
    1        The system must have the ability to process applications for permission to let as a non-Bermudian alien license holder.
    2        The system must have the ability to process application for permission to let for an extended holiday.
    3        The system must have the ability to track residential rentals.
    4        The system must have the ability to calculate eligibility to let on a sliding calendar( i.e 6 months in any 12 month period).


Associated Business Rules
    1        Permission applies to non-Bermudians who wish to rent to Bermudians.        Non-Bermudians on a Residential Certificate must leave the island for six months but no
                longer than one year. The owner must be eligible to let. The renter must be eligible to be in Bermuda.
       2        Application rules can be overridden by ACIO, CIO or Minister.
       3        A landlord is eligible to let if he or she has not exceeded the maximum period allowed per year.


Basic Course of Events – Approving a Standard Application
Step     Action                                                                               System Response
   1     This use case begins when the CSO locates the renter’s permit information
            with expiration date and rental property information.
   2        The CSO reviews the renter’s permit and ensures that a landlord is eligible to    The system responds by comparing the application against the business rules for this
            rent. The CSO marks the status of the application.                                type of application and returns an exception report where rules are not adhered to.
   3                                                                                          The system generates a permission letter and notifies the PSM.
   4        The PSM reviews the application and marks the status of the application as        This use case ends when the system responds by sending a copy of the letter to the
            “Approved”.                                                                       applicant.


Alternative Path – Refusing a Standard Application
Step      Action                                                                              System Response
   1      In step four of the basic course of events, the PSM marks the status of the             The system responds by generating a refusal letter.
            application as “Refused”.
   2        The PSM sends the refusal letter to the applicant.




                                                                                             47
Process Diagram




                  48
2.13 Generate a Spousal Letter
Header                     Details
User                       Compliance and Personal Services Section
Purpose/Description        This requirement describes the features and processes associated with generating a letter for employment and travel for a non-Bermudian spouse or a
                           Bermudian.
Pre-Conditions             An application for a spousal travel is submitted and confirmation that spouse of the applicant is Bermudian.
Post Conditions            Letter for Employment and Travel for Spouse is generated.
Frequency                  400 per annum

Associated Features
    1        The system must have the ability to generate letters for spouses of Bermudians.
    2        The system must confirm that the purported Bermudian spouse does in fact have Bermudian status.
    3        This use case must be linked to Manage Status use case.


Associated Business Rules
       1          Application rules can be overridden by ACIO, CIO or Minister.


Basic Course of Events – Approving a Spousal Letter
Step     Action                                                                             System Response
   1                                                                                        This use case begins when a spousal letter request is requiring review. The system
                                                                                            sends notifications to Compliance, PSM, CSM, CSO and relevant Government
                                                                                            Departments.
   2        Compliance, PSM, CSM, CSO, and PA approve the letter. The CSO marks             The system responds by comparing the application against the business rules for this
            the status of the spousal request as Approved.                                  type of application and returns an exception report where rules are not adhered to.
   3                                                                                        The system generates the approval letters and sends notifications to the PSM.
   4        The PSM prints and signs the letter and marks the status of the application     This use case ends when the system responds by saving the application.
            as PA.




                                                                                          49
Process Diagram




                  50
2.14 Manage a Salesman Permit
Header                   Details
User                     Personal Services Manager (PSM), Corporate Services Manager (CSM), Industry Relationship Officer (IRO), Client Services Officer (CSO), Assistant Chief
                         Immigration Officer (ACIO)
Purpose/Description      This requirement describes the associated features and processes for managing a permit for a salesperson.
Pre-Conditions           An application for a salesman permit has been submitted.
Post Conditions          The application status is “Approved” or “Refused”.
Frequency                500 per annum

Associated Features
    1        The system must have the ability to track and process applications for salesman permits.


Associated Business Rules
    1        Application rules can be overridden by ACIO, CIO or Minister.


Basic Course of Events – Approving an Application
Step     Action                                                                          System Response
   1                                                                                     This use case begins when the system sends a notification to the ACIO and CSO.
   2     The ACIO and CSO review the salesman application and ensures that the           The system responds by comparing the application against the business rules for this
            application is complete. The CSO marks the status of the application.        type of application and returns an exception report where rules are not adhered to.
   3        The PSM, CSM, or ACIO reviews the application and marks the status of the    This use case ends when the system responds by generating an approval permit.
            application as “Approved”.


Basic Course of Events – Refusing an Application
Step     Action                                                                          System Response
   1                                                                                     This use case begins when the system sends a notification to the ACIO and CSO.
   2     The ACIO, PSM, or CSM reviews the salesman application and ensures that         The system responds by comparing the application against the business rules for this
            the application is complete. The CSO marks the status of the application.    type of application and returns an exception report where rules are not adhered to.
   3        The CSM or ACIO reviews the application and marks the status of the          This use case ends when the system responds by generating a refusal letter.
            application as “Refused”.




                                                                                        51
Process Diagram




                  52
Phase 2 – Work Permit Application Processing

2.15 Submit Work Permits online via Registered Employer

Header                   Details
User                     Processing Cashiers/Clerks, Registered Employers
Purpose/Description      This requirement describes the features and processes associated with entering application information into the system from a public access website.
Pre-Conditions           Actor has access to the system and the system is available.
Post Conditions          Application is entered in the system waiting appropriate processing.
Frequency                55,000 per annum

Associated Features
    1        The system must provide the ability for a registered employer to create and submit an application directly through a web interface.
    2        The system must have the ability to allow a clerk to complete and save an incomplete application.


Associated Business Rules
    1        An employer must be registered in order to use the online system to submit applications.


Basic Course of Events – Submitting an Application – via Registered Employer
Step     Action                                                                 System Response
   1     This use case begins when the registered employer chooses to create or The system responds by displaying a listing of application types.
            update an application.
   2        The registered employer chooses the appropriate application from the listing.    The system responds by displaying a blank application of the chosen application type.
   3        The registered employer enters the applicant’s name.                             The system checks to determine if application is “Incomplete”, i.e., has been started
                                                                                             and, if so, displays, in a highlighted manner, items not completed on application form.
   4        The registered employer enters the new or remaining information from             The system responds by requesting supporting documentation to be scanned.
            application form and saves entry.
   5        The registered employer scans the information and attaches the files to the      The system responds by requesting the fee payment.
            application.
   6        The registered employer submits the fee via credit card using the Submit         The system responds by displaying a receipt and application number for the registered
            Application Payment Online Use Case.                                             employer to print.
   7                                                                                         The system sets the Complete flag and sends a notification to the Processing
                                                                                             Cashier/Clerk.
   8                                                                                         If application incomplete, set Incomplete flag and display message showing incomplete.




                                                                                            53
Process Diagram




                  54
2.16 Submit Application Payment Online
Header                    Details
User                      General Public Access
Purpose/Description       This requirement describes the process and features associated with paying application fees online.
Pre-Conditions            The registered employer has submitted an application.
Post Conditions           The registered employer has paid the appropriate fee.
Frequency                 55,000 per annum

Associated Features
    1        The system must have the ability to allow registered employers to pay fees for applications via the internet with a credit or debit card.
    2        The system must have the ability to produce a printable receipt for the payee.


Associated Business Rules
    1        The user must pay the entire payment. The system can not accept partial payments.
    2        The user must know a confirmation number in order to re-print a receipt.


Basic Course of Events – Paying a Fine Online
Step     Action                                                                              System Response
   1     This use case begins when the actor accesses the website and chooses to
            pay a fee when submitting an online application
   2        The actor enters his or her credit or debit number, card type, and expiration
            date.
   4        The actor enters the total to be paid and chooses to commit the payment.         The system responds by generating a confirmation number and receipt and suggesting
                                                                                             that the user print the receipt or mailing a receipt to an email address.
   5        The actor chooses to print the receipt.                                          This use case ends when the system responds by printing the receipt as it appears on
                                                                                             the screen.


Alternative Path – Re-printing a Receipt
Step      Action                                                                             System Response
   1      In step 1 of the basic course of events, the actor chooses to locate a             The system responds by requesting the confirmation number.
           previously paid fine.
   2       The actor enters the confirmation number.                                         Return to step 5 of the basic course of events.


Process Diagram
PROCESS DIAGRAM NOT AVAILABLE




                                                                                            55
2. 17 Process Work Permits
Header                  Details
User                    Corporate Services Manager (CSM), Assistant Chief Immigration Officer(ACIO), Industry Relation Officers(IRO), Corporate Services
                        Representatives(CSR), Board Chairman, Board Members, Minister
Purpose/Description     This requirement describes the features and processes associated with managing a work permits including both new applications and renewals.
Pre-Conditions          The status of the new Work Permit is “Pending” or “Approved” for renewal application.
Post Conditions         The status of the Work Permit is “Approved” or “Refused”.
Frequency               18000 per annum

Associated Features
       1       The system must have the ability to process work permits.
       2       The system must ensure that an individual coming to work in Bermuda obtains a social insurance number.
       3       The system must have the ability to automatically alert Employment, Financial Assistance, Registration Councils relevant associations of incoming applications in
               specific categories and request comment.
       4       The system must have the ability to notify the Social Insurance Department of approved applicants.
       5       The system must have the ability to flag work permits as “Temporary” for temporary workers.
       6       The system must have the ability to notify the Tax Commission of approved Temporary workers.
       7       The system must have the ability to correspond with the requesting employer electronically regarding requests for additional information.
       8       The system must have the ability to flag a final date of Term Limits after six years.
       9       The system must have the ability to flag exempt applicants or job categories from Term Limits.
       10      The system must have the ability to display the current status of the work permit.
       11      The system must provide the ability for the length of the permit to be changed on initial submission.
       12      The system must have the ability for a secondary work permit to be created on an active or pending work permit.
       13      The system must have the ability to notify Immigration that secondary work permits have new expiration or termination dates.
       14      The system must have the ability to notify the employer, individual, and Compliance when the work permit expiration approaches.
       15      The system must provide the ability for Immigration staff to identify if work permit holders are still employed under the conditions and terms of the work permit.
       16      The system must have the ability to notify employers, individuals and Compliance when a work permit is expired.
       17      The system must have the ability to process work permits in batch.
       18      The system must have the ability to use Permission in Principle (PinP) to process future work permits from employers.
       19      The system must have the ability to calculate fees based on the length of the work permit.
       20      The system must provide an audit trail (features and rules TBD) on processing of work permit.
       21      The system must provide for standard applications to be processed without board approval if the user-defined or rule-based criteria is met.
       22      The system must have the ability for a work permits to be fast-tracked or handled in emergency situations.
       23      The system must have the ability to track a group of workers on a temporary work permit.
       24      The system must have the ability to Link the current Work Permit with renewal of pending Work Permit.
       25      The system must have the ability to check the border control system to determine if the applicant is on the island or stop lost or in the intelligence database and send
               alerts based on information found.
       26      The system must have the ability to shorten the length of permit and provide automatic refund.
       27      The system must have the ability to print work permits, letters or credit card-sized identification cards with magnetic strips or small computer chip.
       28      The system must have the ability to flag applications from Good Corporate Citizens and Public Service Commission and other applications based on who will be fast-
               tracked.
       29      The system must have the ability to prompt reminders based on turnaround times for completion and when requesting additional information.
       30      The system must have the ability to link alerts relating to person and employer to conditions on work permit ( e.g. land on single ticket basis, visa, contract national,
               etc).




                                                                                         56
Associated Business Rules
    1        Work permit length can be changed on initial submission or consideration by Board or Minister.
    2        Application rules can be overridden by the ACIO, CIO, or Minister.
    3        If Permission in Principle is granted, the employer is assigned a Work Permit ID.
    4        If Permission in Principle is used to process Work Permits, the actual Work Permits to which they applied must be reconciled.
    5        Work permit fees are driven from the configuration fee manager as default values. Values can be overridden on individual work permits.
    6        If the company profile indicates that the company is a good corporate citizen and qualifies for fast-track, the applications should be automatically flagged for fast-
                track.
       7        Fast track applications move to Administrative approval section
       8        On renewals, workflow is identical to original application


Basic Course of Events – Processing a Work Permit – Board Approval Required
Step     Action                                                                    System Response
   1     This use case begins when the ACIO assigns a new application to an IRO or The system responds by assigning the staff member and notifying the staff of the new
            CSR.                                                                                assignment.
   2        The IRO or CSR update the application detail and saves the information as           The system responds by saving the entry and comparing the entry to the configured
            completed.                                                                          application rules. The system sends a notification to the Board requesting a
                                                                                                recommendation.
   3        The CSM marks the status of the application as “Approved”, “Refused”, or            The system responds by sending an alert to the ACIO indicating the decision.
            “Additional Info”.
   4        The ACIO reviews the Board recommendation and marks the status of the               This use case ends when the system responds by generating appropriate paperwork,
            application.                                                                        and notifying the employer of the decision.


Alternative Path – Processing a Work Permit – Administrative Approval Required – Application Approved
Step      Action                                                         System Response
   1       This use case begins when the ACIO reviews the application.
   2       The ACIO approves the application based on the information provided.
   3       The ACIO saves the application with the new status.                                  The system responds by saving the newly approved application.


Alternative Path – Processing a Work Permit – Administrative Approval Required – Assign to IRO
Step      Action                                                         System Response
   1       This use case begins when the ACIO reviews the application.
   2       The ACIO assigns the application to an IRO to confirm applicant meets the            The system responds by sending a notification to the IRO about the new assignment.
           requirements.
   3       The IRO confirms that the applicant meets the requirements.                          The system responds by sending a notification to the ACIO of the confirmation.
   4       The ACIO approves the application.
   5       The ACIO saves the application status.                                               The system responds by saving the newly approved application.


Alternative Path – Appealing a Decision
Step      Action                                                                                System Response
   1       After step four of the basic course of events or step one of the alternative path    The system responds by requesting an appeal reason.
           above, the employer reviews the decision and chooses to Request an Appeal.
   2       The employer completes the appeal request and saves the request.                     The system responds by flagging the application as “Appeal Request” and sending a



                                                                                               57
                                                                                     notification to the CSM.
  3      The CSM retrieves the notification and reviews the appeal and chooses to    The system responds by sending a notification to the chosen party. Go to Processing a
         send appeal to the Board or Minister.                                       Work Permit – Board Approval Required or Processing a Work Permit – Minister
                                                                                     Approval Required.


Alternative Path – Processing a Work Permit – Minister Approval Required
Step     Action                                                          System Response
  1                                                                                  In step three of the basic course of events, the system responds by generating
                                                                                     appropriate paperwork and notifying the employer of the decision.


Alternative Path – Processing Work Permits in Batch Mode
Step      Action                                                                     System Response
  1      Select type of processing                                                   System responds by listing valid search criteria
  2      Select search criteria                                                      System responds by listing all work permit applications that meet criteria
  3      Select all the work permits that processing is needed for                   System responds performing appropriate processing




                                                                                    58
Process Diagram




                  59
60
2.18 Manage Notes and Comments
Header                    Details
User                      All System Users
Purpose/Description       This requirement describes the features and process associated with adding and modifying note or comment entries.
Pre-Conditions            An application is being processed and the staff member wishes to capture notes on the application.
Post Conditions           A note is associated with an application.
Frequency                 Unknown
Overall Priority          HIGH



Associated Features
    1        The system must have the ability to track notes and comments associated with an application.
    2        The system must require that the date, author and comment are completed when entering a comment or note entry.
    3        The system must have the ability to track the date and time of entry as well as the author of the entry.


Associated Business Rules
    1        Entries cannot be deleted from applications.
    2        Entries are available for everyone to view.
    3        Entries are not editable once they are saved. They can only be corrected with a new filing entry.


Basic Course of Events – Adding a Note Entry
Step     Action                                                                             System Response
   1     This use case begins with the actor chooses to add a note entry from within a      The system responds by displaying an area in which the actor could enter a note or
           case.                                                                            comment.

   2                                                                                        The system populates the filing date with the current date.
   3       The actor selects a code.
   4       The actor completes the comments section and chooses to save the entry.          This use case ends when the system responds by saving the filing entry and listing it at
                                                                                            the top of the entries listing on the application.


Alternative Path – Accessing an Entry
Step      Action                                                                            System Response
   1      In step 1 of the basic course of events, the actor locates the application and    The system responds by displaying the entry list.
           chooses to view the note entries.

   2       The actor selects the individual entries to view the comment detail.




                                                                                           61
2.19 Manage Canceled Work Permits

Header                   Details
User                     Corporate Services Manager (CSM), Assistant Chief Immigration Officer (ACIO), Industry Relation Officers (IRO), Corporate Services Representatives
                         (CSR).
Purpose/Description      This requirement describes the features to cancel a current work permit
Pre-Conditions           The status of the Work Permit is “Approved”
Post Conditions          The status of the Work Permit is “Cancelled”
Frequency                Unknown

Associated Features
    1        The system must have the ability to display the status of a work permit.
    2        The system must provide the ability for a registered employer to cancel an Approved work permit at any time during the life of the permit.


Associated Business Rules
    1        If a work permit holder’s company cancels a work permit, the system must display the status and alert the employer.
    2        The work permit holder’s company will be refunded all full years’ fees left on permit


Basic Course of Events – Canceling current Work Permit
Step     Action                                                                            System Response
   1     This use case begins when the CSM assigns a new application to an IRO or          The system responds by assigning the staff member and notifying the staff of the new
            CSR.                                                                           assignment.
   2        The IRO or CSR update the work permit status detail as canceled and saves      The system responds by saving the entry. This use case ends when the system
            the information as completed.                                                  responds by generating appropriate paperwork, sends notification for refund, and
                                                                                           notifies the employer of the cancellation.




                                                                                        62
Process Diagram


                      CSM, ACIO, IRO, CSR                                                                     System




                                                                                        Assigns staff member and
                  CSM assigns new application to IRO or CSR
                                                                                      notifies staff of new assignment



                                                     IRO or CSR updates work permit
                                                         status as canceled and
                                                      saves information as complete



                                                                                          Saves entry. Generates appropriate
                                                                                        paperwork, sends notification for refund,
                                                                                         and notifies employer of cancellation




                                                                                                    63
2.20 Manage Good Corporate Citizen Status
Header                    Details
User                      Corporate Services Manager (CSM), Assistant Chief Immigration Officer (ACIO), Industry Relation Officers (IRO), Corporate Services Representatives
                          (CSR).
Purpose/Description       This requirement describes the features and processes for managing the status of good corporate citizen.
Pre-Conditions            None
Post Conditions           An employer is flagged as a good corporate citizen.
Frequency                 Unknown

Associated Features
    1        The system must have the ability to track whether an employer is considered a good corporate citizen.
    2        The system must have the ability to assist the employer in completing the application by providing instructions for supporting documentation and submission.


Associated Business Rules
    1        Good corporate citizen status assists in fast-tracking work permit applications.
    2        The following items may be used to support an application for a Good Corporate Citizen:
                      •   a description of the company’s efforts in attracting, recruiting and training Bermudians;
                      •   examples of the training programmes and opportunities provided by the employer
                      •   for Bermudians;
                      •   examples of clear and correct advertisements;
                      •   information about the selection procedure including the interview process;
                      •   business plans which indicate development options;
                      •   information about participation in organisations such as Investors- in-People;
                      •   details of contributions to the development of Bermudians through such organisations as, but not limited to, the Bermuda College, the Bermuda Careers
                      •   Centre, the National Training Board, the Bermuda Insurance Institute, scholarships, programmes aimed at providing for Bermudians to gain overseas work
                          experience, significant financial support for job-related courses and training, etc;
                      •   any other examples of best practice;
                      •   Organizational chart.

       3        An employer must also provide a list of categories, key positions and/ or persons for which they are seeking the permission- in principle from the Minister.



Basic Course of Events – Applying for Good Corporate Citizen Status
Step     Action                                                                              System Response
   1     This use case begins when the employer completes an application to                  The system responds by displaying an application.
            become a Good Corporate Citizen.
   2        The employer completes the application and attaches required
            documentation to support the application.
   3        The employer saves the application and chooses to submit it.                     The system responds by displaying a confirmation message to the employer.
   4                                                                                         This use case ends when the system responds by notifying the appropriate immigration
                                                                                             staff member that a new application has been submitted.




                                                                                          64
Alternative Path – Flagging an Employer as a Good Corporate Citizen
Step      Action                                                                    System Response
   1      After the application has been reviewed and approved, the staff member    The system responds by displaying the employer profile.
          locates the employer in the system.
   2      The actor flags the employer as a Good Corporate Citizen and flags        This alternative path ends when the system responds by displaying an
          associated job categories where applications can be fast tracked and      indicator on the profile that an employer is a Good Corporate Citizen.
          persons and/or categories exempt from term limits.




                                                                                   65
Process Diagram




                  66
Phase 3 – Scanning of Supporting Documents

2.21 Scan Supporting Documentation
Header                    Details
User                      Record Management Clerks, Customer Services Representatives
Purpose/Description       This requirement describes the features and processes associated with scanning and attaching supporting documentation to a submitted application.
Pre-Conditions            An application has been entered or is in the process of being entered.
Post Conditions           An application contains scanned or electronic versions of supporting documentation for the application.
Frequency                 55,000 per annum

Associated Features
    1        The system must have the ability to scan supporting documentation provided with the application.
    2        The system must have the ability to upload or attached scanned documentation as file attachments to the application.
    3        The system must have the ability to scan attachments for viruses during the attachment process.
    4        The system must have the ability to link supporting documentation to an application.
    5        The system must have the ability to index documents so they can be searched for independently of the application to which they are associated.


Associated Business Rules
    1        Scanned or electronic documentation can be of any file type readable by Adobe acrobat.
    2        Attachments containing viruses will not be attached and stored in the system.


Basic Course of Events – Attaching a Document
Step     Action                                                                            System Response
   1     This use case begins when the actor chooses to attach an electronic               The system responds by displaying a window allowing the user to browse to a file
            document to an application.                                                    location.
   2        The actor locates the file and chooses ok.                                     This use case ends when the system responds by scanning the attachment for viruses
                                                                                           and attaching the file to the open application.


Alternative Path – Scanning a Document that is not Electronic
Step      Action                                                                           System Response
   1      Prior to step one of the basic course of events, the actor scans the paper       The system responds by scanning the document.
           version of the supporting documentation.
   2       The actor chooses to save the scanned document.
   3       Return to step one of the basic course of events.


Alternative Path – Rejecting a Virus-Infected Attachment
Step      Action                                                                           System Response
   1                                                                                       In step two of the basic course of events, the system displays an error message and
                                                                                           halting the attachment process.



                                                                                        67
Process Diagram




                  68
3.0 Managing Financial Features
This package of use cases includes the features and processes for managing financial interactions with immigration events.

3.1 Record Fees
Header                    Details
User                      All Personnel
Purpose/Description       This requirement describes the features and processes associated collecting and recording a fee associated to a specific application.
Pre-Conditions            An application has started processing.
Post Conditions           A fee is recorded in the system. Receipt needs to be generated.
Frequency                 Up to 55000 per year

Associated Features
    1        The system must have the ability to record fees collected for various applications.
    2        The system must have the ability to support a fee of $0.00 for an application.
    3        The system must have the ability to allow CIO, ACIO, Corporate Services manager, Personal Services Manager, Compliance Manager or Finance and
                Administration Manager to override default fees associated with an application.
       4        The system must have the ability to identify work permit revenue as “credited” or “deferred”.
       5        The system must maintain tie of work permit application fee to work permit in order to track deferral revenue vs. credited revenue.
       6        The system must have the ability to track work permit extension fees.
       7        The system must have the ability to flag that an application requires a fee and be able to back out of the transaction if the fee is not paid.
       8        The system must have the ability to accept fee payments via credit card from online registered employer.
       9        The system must facilitate fee payments by electronic banking.
       10       The system must have the ability to match permission on principle applications with fees and identify if fees are required (PIP fees have been used.)
       11       The system must have the ability to balance and associate the document issued with the fee received. The system must be able to identify and reconcile permits
                issued against fees received.

Associated Business Rules
    1        Application rules dictate the fee associated with the type of application.
    2        Fees can be collected in cash, credit card or check payment.
    3        A fee can be listed on the application as $0.00 if the application reflects a job type with a registered charity, government departments, or categories of applications
                that require no fee.
       4        If a fee is overridden, a reason must be recorded.
       5        Work permit revenue is credited on a monthly basis up to the end of the work permit or its cancellation.


Basic Course of Events – Recording a Fee
Step     Action                                                                                System Response
   1     This use case begins when the actor collects the fee from the applicant,
            locates the application and records the fee towards the application.
   2        The actor saves the record.                                                        The system responds by marking the application fee as “PAID”.




                                                                                            69
   3        GO TO GENERATING A RECIEPT.




Alternative Path – Recording a Fee Online
Step      Action                                                                   System Response
   1      In step one of the basic course of events, the actor pays the fee for    The system responds by verifying payment via credit bureau.
            processing an application via credit card and submits payment.
   2                                                                               The system receives confirmation, marks the application as “PAID”.
   3        GO TO GENERATING A RECIEPT.


Process Diagram




                                                                                  70
3.2 Generate a Receipt
Header                   Details
User                     All Personnel
Purpose/Description      This requirement describes the features and processes associated with generating a receipt if a fee is collected.
Pre-Conditions           A fee is collected and recorded.
Post Conditions          A receipt is printed and can be distributed to the applicant.
Frequency                5500 a year

Associated Features
    1        The system must have the ability to produce a receipt once a fee is recorded.
    2        The system must have the ability to produce a receipt for a partial payment.
    3        The system must have the ability to generate a receipt for a payment accepted by a registered online employer.
    4        The system must have the ability to generate a receipt to accompany a refund.


Associated Business Rules
    1        The receipt must include the date of payment; total fee paid, reason for payment, outstanding balance, and estimated turn-around time for the application.
    2        Online receipts include a confirmation number on the receipt once payment is verified by the credit bureau.
    3

Basic Course of Events – Generating a Receipt for Applicant in Person
Step     Action                                                                             System Response
   1     This use case begins when the actor chooses to generate a receipt.                 The system responds by displaying a receipt with required information.
   2     The actor chooses to print the generated receipt.                                  This use case ends when the system responds by recording the receipt has been
                                                                                            generated.


Alternative Path – Generating a Receipt for Applicant Online
Step      Action                                                                            System Response
   1                                                                                        The system receives confirmation, marks the application as “PAID”.
   2                                                                                        The system displays a confirmation number and online receipt.
   3      The actor prints the receipt.




                                                                                         71
Process Diagram




                  72
3.3 Deposit Payments into JD Edwards
Header                   Details
User                     All personnel
Purpose/Description      This requirement describes the features and processes associated with depositing collected fees into JD Edwards.
Pre-Conditions           A fee has been collected and recorded.
Post Conditions          Payments are deposited into JD Edwards.
Frequency                ?

Associated Features
    1        The system must provide an interface to JD Edwards to identify transaction/application types for revenue deposited.
    2        The system must have the ability to refund amounts through JD Edwards of cancelled applications or permits.


Additional requirements discovery is required by the awarded vendor.




                                                                                       73
3.4 Generate a Refund
Header                    Details
User                      All personnel.
Purpose/Description       This requirement describes the features and processes associated with generating a refund.
Pre-Conditions            An application or permit has been canceled.
Post Conditions           A refund is calculated and posted in the system.
Frequency                 Unknown

Associated Features
    1        The system must have the ability to calculate refunds in the event of a cancellation of a permit or application.
    2        The system must have the ability to post refunds in JD Edwards.
    3        The system must have the ability to reconcile refund amounts if an employer desires a refund when only partial time is used.


Associated Business Rules
    1        Partial refunds are calculated based on yearly fee multiplied by total years unused on the permit less the administrative fee.
    2        If a work permit is cancelled prior to the beginning of work or during application processing, the employer is charged the administrative fee.


Basic Course of Events – Generating a Refund
Step     Action                                                                              System Response
   1     To be defined by awarded vendor.


Alternative Path – Refunding Fees through Electronic Banking
Step      Action                                                                             System Response
   1      To be defined by awarded vendor.


Additional requirements discovery is required by the awarded vendor.




                                                                                         74
4.0 Managing System Tools
This package of use cases includes the user features required for daily operation including reporting, managing notifications,
generating documentation, managing employers, application rules and other associated tools.

4.1 Access the System
Header                   Details
User                     All Personnel
Purpose/Description      This requirement describes the features and processes associated with logging on to the system.
Pre-Conditions           Actor has permission to use the system.
Post Conditions          Actor successfully logs on to the system.
Frequency                Unknown

Associated Features
    1        The primary portions of the system will be accessible to users via a web browser.
    2        The system must have the ability to restrict access to users who are given permission to access the system.
    3        The system must have the ability to allow users to attempt access to the system if an incorrect username/password combination is entered.


Associated Business Rules
    1        Access to the system is limited to actors stored in the custom directory who have been configured by the system administrator or through employer registration.
    2        Subsequent log on attempts are limited.


Basic Course of Events – Accessing the System
Step     Action                                                                            System Response
   1     This use case begins when the actor chooses to access the system.                 The system responds by displaying the log in page.
   2     The actor enters a user name and password.
   3     The actor chooses OK.                                                             The system responds by validating the username/password combination against the
                                                                                           custom directory and determines that the combination is valid.
   4                                                                                       This use case ends when the system allows access to the application.


Alternative Path – Responding to an Incorrect Logon
Step      Action                                                                           System Response
   1                                                                                       In step three, the system determines that the combination is no valid.
   2                                                                                       The system responds by displaying an error message and allowing a subsequent
                                                                                           attempt.




                                                                                       75
Process Diagram




                  76
4.2 Locate Information
Header                    Details
User                      All Personnel
Purpose/Description       This requirement describes the features and processes associated with searching the system for information.
Pre-Conditions            A user has successfully logged on.
Post Conditions           The system generates search results.
Frequency                 Unknown

Associated Features
    1        The system must have the ability to allow actors to search for applications, clients, and other associated information.
    2        The system must allow a user to search on criteria and narrow the result set to all of the criteria searched upon.
    3        The system must include a multi-dimensional search facility allowing the retrieval of information across all modules of the immigration solution for a given name,
                status, past and current applications, stop list entries and documentation.

Associated Business Rules
    1        Search capability must be available at all times and from anywhere within the application.


Basic Course of Events – Searching for Information
Step     Action                                                                                System Response
   1     This use case begins when the actor chooses to search for information.                The system responds by displaying a search page.
   2     The actor enters search criteria and chooses to query the system.                     This use case ends when the system responds by displaying a result set.


Alternative Path – Narrowing Search Criteria
Step      Action                                                                               System Response
   1      In step two of the basic course of events, the actor chooses to enter criteria           The system responds by displaying the result set.
            and narrow the search through Boolean operators.




                                                                                              77
Process Diagram


                                              General User                                                                            System




                                       Chooses to search for information                                     Displays search page




                                        Detailed           General
  Enters search criteria and narrows
   search with Boolean operators.
                                        Search             Search           Enters search criteria and
                                                                           chooses to query the system
    chooses to query the system



                                                                                                                       Displays a result set




                                                                                                         Displays a result set




                                                                                                                            78
4.3 Manage Job Types
Header                   Details
User                     All Personnel
Purpose/Description      This requirement describes the features and processes associated with configuring and managing job types.
Pre-Conditions           None.
Post Conditions          A job type is configured.
Frequency

Associated Features
    1        The system must have the ability to code job types.
    2        The system must have the ability to categorise job types by Closed and Restricted, Open, and Special Conditions.
    3        The system must have the ability to allow job types to be added to the system and categorized.
    4        The system must have the ability to identify skill sets and qualifications for a job category.
    5        The system must have the ability to identify jobs at low or high risk if employer is a Good Corporate Citizen. Certain Categories may not be sent to the board.


Associated Business Rules
    1        Job Type codes include: Closed and Restricted, Open, and Special Conditions
    2        Job Types require a category assignment.


Basic Course of Events – Creating a Job Type
Step     Action                                                                             System Response
   1     This use case begins when the actor chooses to create a new job type.              The system responds by displaying a job type page.
   2     The actor names the job type.
   3     The actor selects the job category.
   4     The actor saves the job type.                                                      This use case ends when the system responds by saving the job type and making it
                                                                                            available for establishing rules for an application.


Alternative Path – Removing a Job Type
Step     Action                                                                             System Response
   1      This use case begins when the actor chooses to remove a job type from the           The system responds by displaying all job types.
            system.
   2        The actor disables the job type and enters a comment regarding the action.
   3        The actor chooses to save the job type.                                         This alternative path ends when the system responds by saving the disabled job type
                                                                                            and returning the user to the list of job types.




                                                                                         79
Process Diagram



                                                      General User                                                                              System




                                   Remove                Create Job
     Chooses to remove a           Job Type                 Type            Chooses to create new job type                Displays job type page
   job type from the system




                                                                                                                                     Saves job type and makes available
                                    Names the job type           Selects job category             Saves the job type
                                                                                                                                    for establishing rules for an application




                                                                                                                       Displays all job types



                              Disables the job type and enters
                               comment regarding the action




                                                                                                                               Saves the disabled job type and
                               Chooses to save the job type
                                                                                                                              Returns user to the list of job types




                                                                                                                       80
4.4 Manage Application Rules
Header                    Details
User                      All Personnel
Purpose/Description       This requirement describes the features and processes associated with creating rules for various applications.
Pre-Conditions            None
Post Conditions           An application type is recorded in the system and rules are available for comparison during processing.
Frequency                 Unknown

Associated Features
    1        The system must have the ability to track application type details and rules.
    2        The system must have the ability to allow an actor to configure rules for each application type.
    3        The system must have the ability to apply conditions to all work permits/applications linked to an employer, economic group or industry, date of birth, application
                type, and additional criteria as defined by DOI. (e.g employer who gives a guarantee of repatriation, work permits will have condition to “land on single ticket basis”,
                visa controlled nationals will have condition of “Bermuda entry visa”, any person under 18 a work permit application is automatically refused. )
       4        The system must have the ability to allow an actor to create, edit and disable an application type.


Associated Business Rules
    1        Rules for application types include person category, ob or employer and criteria for the application.
    2        Application rules are used to determine if an applicant is eligible.
    3        Rule categories include demographics of employer, employee, industry, and job.


Basic Course of Events – Creating a Application Profile
Step     Action                                                                               System Response
   1     This use case begins when the actor chooses to create a new application                The system responds by displaying a blank application profile.
            profile.
   2        The actor names the application type.
   3        The actor configures the application rules in each category listed.
   4        The actor configures the approval process.
   5        The actor chooses to save the application profile.                                This use case ends when the system responds by saving the profile. The profile is
                                                                                              available for application processing.




                                                                                           81
Process Diagram




                  82
4.5 Manage Employers
Header                   Details
User                     All Personnel
Purpose/Description      This requirement describes the features and processes associated with managing employer information.
Pre-Conditions           An employer has registered with the DOI.
Post Conditions          An employer has access to the system and has employer detail available for review.
Frequency                10000

Associated Features
    1        The system must have the ability to track employer information.
    2        The system must have the ability to track if the employer is operating within the parameters of the Tax Commissioner, Social Insurance Department, Labour and
                Industrial Relations Department, and/or Immigration.
       3        The system must have the ability to track whether the employer is working well with immigration.
       4        The system must have the ability to track whether the employer is a good corporate citizen.
       5        The system must have the ability to attach certain conditions to employers.


Associated Business Rules
    1        Employers are ranked based on rankings of Bad to Good Corporate Citizen.


Basic Course of Events – Creating an Employer Profile
Step     Action                                                                               System Response
   1     This use case begins when the actor chooses to create a new employer                  The system responds by displaying a blank profile.
            profile.
   2        The actor names the employer.
   3        The actor completes the employer details.
   4        The actor chooses to save the employer profile.                                   This use case ends when the system responds by saving the profile. The profile is
                                                                                              available for application processing.


Alternative Path – Editing an Employer Profile
Step      Action                                                                              System Response
   1      The actor chooses to edit an employer profile.                                      The system responds by displaying a list of employers.
   2      The actor selects the employer.
   3      Return to step three of the basic course of events.


Alternative Path – Disabling an Employer Profile
Step      Action                                                                              System Response
   1      The actor chooses to edit an employer profile.                                      The system responds by displaying a list of employers.
   2      The actor selects the employer.
   3      The actor chooses to disable the employer.                                          The system responds by flagging the employer as disabled and restricting the employer
                                                                                              from submitting applications.



                                                                                         83
Process Diagram


                                      General User




                                                                                                                                        System



                            Create          Edit/
                             New           Disable      Chooses to edit/delete
                                                                                                                                            Displays list of employers
                                                         An employer profile




                              Chooses to create
                                                                                                                  Displays blank profile
                             new employer profile




                                                                                                              Saves profile. Profile available
           Names employer         Completes employer details              Chooses to save profile
                                                                                                                for application processing




                                                               Selects employer




                                                          Edit            Disable        Chooses to disable            Flags employer as disabled and restricts
                                                                                           the employer                 employer from submitting applications




                                                                                                                        84
4.6 Manage Reminders and Alerts
Header                   Details
User                     All Personnel
Purpose/Description      This requirement describes the features and processes associated with configuring and managing alerts and notifications based on events.
Pre-Conditions           None.
Post Conditions          A reminder has been configured or sent.
Frequency                Undefined

Associated Features
    1        The system must have the ability to allow actors to configure alerts/notifications based on events that occur or does not occur in the system.
    2        The system must have the ability to populate individual work queues and emails with alerts and notifications.
    3        The system must have the ability to allow actors to edit the parameters of a reminder created by that actor.
    4        The system must have the ability to allow actors to delete a reminder created by that actor.
    5        The system must have the ability to send alerts/notifications to individual users and user groups.
    6        The system must be able to send notifications based on scheduled events.
    7        The system must be able to send alerts based on events, thresholds and actions recorded in the system
    8        The system must allow a user to send an individual notification to other users.
    9        The system must have the ability to provide notifications to external agencies about changes in a person’s status.
    10       The system must have the ability to send notifications to external agencies regarding agency policy changes, and updates.


Additional Requirements must be provided by the awarded vendor based on reminder or alert features proposed.




                                                                                         85
4.7 Manage Letter Templates
Header                    Details
User                      All Personnel
Purpose/Description       This requirement describes the features and processes associated with managing letter templates.
Pre-Conditions            None
Post Conditions           A letter template is available for letter generation.
Frequency                 Unknown

Associated Features
    1        The system must have the ability to allow an actor to create, edit and disable templates for letters.
    2        The system must have the ability to use letter templates to generate letters to applicants and employers.


Associated Business Rules
    1        Undefined


Basic Course of Events – Creating a Template
Step     Action                                                                                 System Response
   1     This use case begins when the actor chooses to create a template.                      The system responds by displaying a template manager tool.
   2     The actor creates a new template.                                                      The system responds by displaying a template profile and marking the status as Active
                                                                                                and assigning an effective start date to the template.
   3       The actor names the template.
   4       The actor chooses a category for the template.                                       The system displays an area for the actor to enter the body of the template.
   5       The actor types the text of the document and formats the document using the
           word processing tools in the interface.
   6       The actor inserts fields within the paragraphs of text from the list of available
           fields for the category type.
   7       The actor saves the template.                                                        This use case ends when the system responds by saving the template and making the
                                                                                                template available for creating case documents, letters, and compliance documents.


Alternative Path – Disabling a Template
Step      Action                                                                                System Response
   1      In step one of the basic course of events, the actor locates the template list.       The system responds by displaying all of the templates in the template manager tool.
   2      The actor locates the desired template and chooses to disable it.                     This alternative path ends when the system responds by assigning an effective end date
                                                                                                for the template.




                                                                                               86
Process Diagram


                                             General User                                                                        System




      Locates template list                                     Choose to create a template                 Displays template manager tool




                                                                    Creates new template



                                                                                                             Displays template profile and
                                                                                                           marks status as “Active”. Assigns
                                                                                                         an effective start date to the template



                                                                    Names the template




                                                                    Chooses a category                       Displays an area for the user
                                                                     for the template                      To enter the body of the template



                                Types text, formats
                             document using the word
                          processing tools in the interface




                        Inserts fields within the paragraphs                                                                 Saves the template and making
                          of text from the list of available               Saves the template                              template available for creating case
                               fields for the category                                                                   documents, letters, and compliance docs.




                                                                                                Displays all templates
                                                                                                 in the manager tool



                                                               Locates desired template
                                                               and chooses to disable it



                                                                                                      Assigns an effective end date for template




                                                                                                            87
4.8 Generate Letters
Header                    Details
User                      All Personnel
Purpose/Description       This requirement describes the features and processes associated with creating letters from templates.
Pre-Conditions            A letter template is saved in the system.
Post Conditions           A letter is generated from a template.
Frequency                 Undefined

Associated Features
    1        The system must have the ability to generate formatted letters from stored templates.
    2        The system must allow an actor to modify text in the letters.
    3        The system must allow an actor to apply various word processing formatting in letters.
    4        The system must have the ability to print letters.
    5        The system must have the ability to print batches of letters.


Associated Business Rules
    1        Letters can be created at any point in the system.
    2

Basic Course of Events – Generating a Letter
Step     Action                                                                             System Response
   1     This use case begins when the actor chooses to create a letter from within a       The system responds by displaying a list of letter templates.
           case.
   2       The actor selects a letter template from the list.                               The system responds by generating a letter.
   3       The actor edits text within the letter as desired.
   4       The actor chooses to save the document.                                          This use case ends when the system responds by saving the document as a link on the
                                                                                            application document.

Alternative Path – Printing a Letter
Step      Action                                                                            System Response
   1      After step three of the basic course of events, the actor chooses to print the    This alternative path ends when the system responds by printing the document.
           document.
   2       Return to step four of the basic course of events.




                                                                                           88
Process Diagram


                               General User                                              System




                              Chooses to create a
                                                                               Displays list of letter templates
                             letter from within case




                       Selects a letter template from list



                                                                                     Generates a letter




                  Edits text from within the letter as necessary




                             Save            Print



                                                         Chooses to print     Prints document




                                Chooses to save




                                                                            Saves letter as link on case document




                                                                            89
5.0 Managing System Administration Functions
This package of use cases includes the user features required for administrative support of the application. The Government of
Bermuda wishes to deploy a solution that is configurable and flexible and does not require code changes when governmental
administrative changes are required.


5.1 Manage Roles
Header                   Details
User                     System Administrator
Purpose/Description      This requirement describes the process and features of creating, modifying and disabling roles.
Pre-Conditions           A role needs to be added, edited or disabled.
Post Conditions          The role is available for assigning permissions and to attribute a user to it.
Frequency                ~20 Roles

Associated Features
    1        The system must have the ability to allow an actor to add a new role.
    2        The system must allow for the definition of predefined access roles to facilitate security administration and these access roles can be assigned to users to give them
                a predefined set of privileges.
      3         The system must have the ability to allow an actor edit a new role.
      4         The system must have the ability to allow an actor to disable a role.
      5         The system must have the ability to allow an actor to attribute a role to an individual system user.


Identified Roles

      Section                                Title
Department               ACIO
Department               CIO
Corporate Services       Corporate Services Manager
Corporate Services       Industry Relationship Officer
Corporate Services       Customer Service Rep.
Personal Services        Personal Services Manager
Personal Services        Client Services Officer
Personal Services        Customer Service Rep.
Personal Services        Processing Administrator
Personal Services        Travel/Temp.
Personal Services        Validations & Entry Clearance Officer




                                                                                           90
      Section                                Title
Compliance                Compliance Manager
Compliance                Principal Compliance Officer
Compliance                Sr. Immigration Officer
Compliance                Administrative/Inspectorate
Compliance                Immigration Officer/Inspector
Finance/Admin             Records Management Clerk
Finance/Admin             Mail Clerk/Cashier
Finance/Admin             Accounting/Administrative Officer



Associated Business Rules
    1        A role cannot be deleted.
    2        If a role is disabled, all users with the role attributed to them is disabled.
    3        Access roles can be assigned in any single jurisdiction or combination of jurisdictions, from multi-local, regional to state.


Basic Course of Events – Creating a New Role
Step     Action                                                                               System Response
   1     This use case begins when the actor chooses to create a new role.                    The system responds by displaying a list of current roles.
   2     The actor chooses to create a new entry.                                             The system responds by displaying an area to create a new role.
   3     The actor enters a name for the role and chooses to save the entry.                  This use case ends when the system responds by saving the role.


Alternative Path – Editing a New Role
Step     Action                                                                               System Response
   1     In step 3 of the basic course of events, the actor selects an existing role.         The system responds by displaying an editable version of the role and corresponding
                                                                                              information.
   2       The actor modifies the role and saves the new entry.


Alternative Path – Disabling a New Role
Step     Action                                                                               System Response
   1     In step 3 of the basic course of events, the actor chooses to disable the role.      This alternative path ends when the system responds by disabling the role and the role
                                                                                              is no longer available for choosing.




                                                                                           91
Process Diagram




                  92
5.2 Manage Users
Header                   Details
User                     System Administrator
Purpose/Description      This requirement describes the process of creating, modifying and deleting user information in the custom directory.
Pre-Conditions           A user needs to be added, modified, or deleted in the users
Post Conditions          The role is available for assigning permissions and to attribute a user to it.
Frequency                ~50 users

Associated Features
    1        The system must allow an actor to add a new user to the custom directory.
    2        The system must allow an actor to delete users from the directory.
    3        The system must have the ability to allow an actor to edit a user name and associated information.
    4        The system must allow the ability to load directory information from other data sources.
    5        The system must have a directory that contains at least the following information: ( name, title, address(es), telephone, cell numbers, fax number(s), email)
    6        The system must have a directory that supports groups.
    7        The system must have the ability to support the use of LDAP.


Associated Business Rules
    1        User names must be unique.


Basic Course of Events – Creating a New User
Step     Action                                                                             System Response
   1     This use case begins when the actor chooses to add a new user.                     The system responds by requiring the actor to first search for the user in the directory.
   2     The actor enters the first and last name of the new user and chooses to            The system responds by displaying an error message indicating that the user is not
           search.                                                                          found.
   3       The actor enters the new user information and chooses to save the entry.         This use case ends when the system responds by displaying a message indicating that
                                                                                            the user has been added to the directory.


Alternative Path – Editing a User
Step      Action                                                                            System Response
   1                                                                                        In step 4 of the basic course of events, the system responds by displaying the names of
                                                                                            matching users.
   2       The actor selects the user to modify.                                            The system responds by displaying the user’s directory information.
   3       The actor modifies the user’s information and chooses to save the entry.         Return to step 6 of basic course of events.


Alternative Path – Deleting a User
Step      Action                                                                            System Response
   1                                                                                        In step 4 of the basic course of events, the system responds by displaying the names of
                                                                                            matching users.




                                                                                         93
2   The actor selects the user to delete.     The system responds by displaying the user’s directory information.
3   The actor chooses to delete the entry.    This alternative path ends when the system responds by marking the change in audit
                                              history and displaying a message indicating that the user no longer has access.




                                             94
Process Diagram

                                 System Administrator                                                                              System




                                                                                                                                   Requires User to First
                                       Chooses to Add New User
                                                                                                                                   Search In the Directory


                                                                  Enters Name of New User
                                                                   and Chooses to Search




                                                                                                                                User Not           User
                                                                                                 System Indicates the User is    Found            Found       Displays Names
                                                                                                  not Found in the Directory                                 Of Matching Users


                                                                  Enters New User Information
                                                                 And Chooses to Save the Entry




                                                                                                    Displays Message Indicating
                                                                                                         the User has Been
                                                                                                       Added to the Directory




                                                                    Select User to
                                                                   Modify or Delete


                                                                                                           Displays User’s
                                                                                                        Directory Information




                                  Modify      Delete
           Modifies User and       User        User         Chooses to Delete User
         Chooses to Save Entry

                                                                                                      Indicates User No Longer
                                                                                                     Has Access, and Marks the
                                                                                                     Change in the Audit History




                                                                                                                   95
5.3 Manage Permissions
Header                    Details
User                      System Administrator
Purpose/Description       This requirement describes the process and features associated with assigning permissions to a user or user group or a role.
Pre-Conditions            At least one user is created in the user directory.
Post Conditions           The user is permitted to perform all functions assigned to him or her immediately.
Frequency                 Not applicable in context.

Associated Features
    1        The system must allow an actor to assign create, read, edit and delete permissions for every function in the system to a user or to a role.
    2        The system must contain a System Administrator user with permissions to create users and assign permissions.


Associated Business Rules
    1        Permissions for each function must include create, read, edit and delete.
    2        Users are not required to be assigned a user role in order to have permissions in the system.


Basic Course of Events – Assigning a User to Individual Permissions
Step     Action                                                                              System Response
   1     This use case begins when the actor searches for the user to manage                 The system responds by displaying the user’s profile.
           permissions.

   2       The actor assigns the user to create, read, edit, and delete functionality for    This use case ends when the system responds by saving the permissions for the user.
           each feature in the feature list.
           The actor chooses to save the assignments.



Alternative Path – Assigning Permissions to a Role
Step      Action                                                                             System Response
   1      In step1 of the basic course of events, the actor searches for the role.           Return to step 3 of the basic course of events.



Alternative Path – Assigning a User to a Role
Step      Action                                                                             System Response
   1      In step 3 of the basic course of events, the actor chooses to assign a role to     Return to step 3 of the basic course of events.
           the user.




                                                                                            96
Process Diagram

                                     System Administrator

                                                                                                                                   System




                                                             Searches for the User
       Searches for the Role                                                                                             Displays the User’s Profile
                                                            To Manage Permissions



                                                                   Assign Role
                               Assigns a Role to the User

                                                                                           Assign Individual
                                                                                             Permissions
                                                                     Assigns User to Create, Read, Edit And
                                                                   Delete Functionality for Each Feature on List




                                                                        Chooses to Save the Assignments                 Saves Permissions for the User




                                                                    Assigns Role to Create, Read, Edit and
                                                                  Delete Functionality for Each Feature on List




                                                                                                                          Displays the Role’s Profile




                                                                                                                   97
5.4 Manage Lookups
Header                     Details
User                       System Administrator
Purpose/Description        This requirement describes the process of modifying choices used in various single and multiple pick lists throughout the system.
Pre-Conditions             A table exists for the choices needed to be added.
Post Conditions            The new choice is available for use in the corresponding fields.
Frequency                  Not applicable in context.

Associated Features
    1        The system must contain the ability for an authorized user to manage values for drop-down fields that are not state or rule driven.
    2        The system must contain the ability to add, modify, enable and disable values.


Associated Business Rules
    1        If a value is edited, the changed value will be reflected in past, present and future entries for that value.
    2        If a list value is drive by state values in the system or through other critical functionality regarding reminders, the system administrator will not be able to modify that
                 text.
       3         Once a value is disabled, the choice will no longer appear for that field.
       4         You may not delete a value.


Basic Course of Events – Adding Values
Step     Action                                                                                System Response
   1     This use case begins when the actor chooses to administer the lookup values.          The system responds by presenting the user with the list of configurable fields
   2     The actor chooses the field to modify.                                                The system responds by displaying the currently available choices for the field.
   3     The actor chooses to add a new value to the field and saves the new entry.            This use case ends when the system responds by adding the value to the database and
                                                                                               allowing users to choose the new value.


Alternative Path – Editing Values
Step      Action                                                                               System Response
   1      In step 5 of the basic course of events, the actor selects an existing value.        The system responds by displaying an editable version of the value and corresponding
                                                                                               information.

   2        The actor modifies the choices and saves the new entry.                            Return to step 6 of the basic course of events.



Alternative Path – Disabling Values
Step      Action                                                                               System Response
   1      In step 5 of the basic course of events, the actor chooses to disable the value      This alternative path ends when the system responds by disabling the value and the
            from the list of lookup tables.                                                    value is no longer available for choosing.




                                                                                              98
Process Diagram




                  99
5.5 Import Data
Header                  Details
User                    System Administrator
Purpose/Description     This requirement describes the process and features associated with importing data from legacy systems to the new system.
Pre-Conditions          All data has been mapped appropriately to corresponding fields.
Post Conditions         Legacy data is stored in the system.
                        Legacy data can be opened, viewed, and edited in the system without corruption.
Frequency

Associated Features
    1        The system must have the ability to accept data from existing legacy systems.
    2        Import active work permit data from AS400 Work Permit system
    2        Import expired work permit data from AS400 Work Permit system


Associated Business Rules
    1        Data from all legacy sources must be mapped to corresponding fields in the system.



Basic Course of Events – Importing Information
Step     Action                                                                          System Response
   1     Because importing techniques vary, no process is provided.




                                                                                     100
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