emda Portal User Guide Electronic Processing of Trade Related Documents

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1 1. About The emda Guide Welcome to the GCNet emda Portal User Guide for Exporters, Importers and Service Providers. The Ghana emda Portal aims to facilitate the electronic processing and issuance of permits, exemptions, and import declaration forms between the different government agencies and the trading community. 1.1 Ghana emda Portal Ghana emda Portal enables the electronic processing of documents needed within the trade industry. The system enables online submission, approval, and distribution of permits and licenses to Ministries, Departments and Government Agencies. These documents are requested by Importers, Exporters, and other Service Providers within the trading community. The system involves the following processes: Requesting for Unique Consignment Reference (UCR) Each trade transaction is assigned a unique reference number which may be linked to permits, exemptions, and Import Declaration Form (IDF). One or more consignment documents may be attached to a UCR but each consignment document can only refer to one UCR Requesting for Master Document Approvals This document grants an applicant a blanket approval for the movement of goods in bulk determined by value, quantity, volume, or weight. This will be used as a cross validation when the applicant submits a request for consignment permit to MDA. Master Approval is applicable to permits, exemptions, and IDFs Requesting for Consignment Document Approvals A Consignment document maybe a permit, an exemption, or an IDF. The applicant inputs the UCR where a consignment document will be attached to and will then be routed to the respective MDAs. A UCR is a prerequisite for any consignment document. 1.2 Document Conventions Refer to this section to familiarise yourself with the visual aids used throughout the online user guide Navigation To assist users with accessing screens, pages, or windows, refer to the following navigation format: Buttons, fields, and other system elements All system elements are highlighted in Bold text Hyperlinks All topics mentioned in the user guide s content are hyperlinked. Click on the hyperlink to view the referring topic Callouts Callouts are presented differently from the original content and highlight certain information. There are two types of callouts: tips and warnings. 1 P age

2 A Tip provides good to know information that helps users complete a task or procedure. A Warning refers to information that may be critical to the system s functionality and might affect data or system stability. 1.3 Purpose and Audience This guide will help Importers, Exporters, and Service Providers in the trade industry to use the system in the processing and issuance of trade permits, exemptions, and import declaration forms. Specifically, this guide will help the users to: Apply for a UCR Search and Amend a UCR Apply for a Master Approval Save and retrieve draft Master Approval Resubmitting rejected applications Apply for a Consignment Approval Save and retrieve draft Consignment Approval Track approval status of applications 2 P age

3 2 Getting Started Refer to this section to familiarize yourself with the GCNET emda Portal interface, how to log in and out of the system, managing your passwords, the different MDAs, and registering for membership. This topic covers the following subtopics: Homepage Logging in and Logging out Decision Tree MDA Links Membership Registration Password Management 2.1 Homepage To open the GCNET emda Portal, enter the correct URL in your browser (eg. The homepage is displayed once the website is opened. 3 P age

4 The homepage has the following sections: Login This section enables Importers, Exporters, and other authorized service providers within the trading community to access the functionalities of the GCNET emda Portal system. It also enables existing users to request for password reset and to change their password. MDA Links This section contains list of all connected MDAs. Click on the MDA to go to their respective portlets. Quick Start This section guides the user in making a decision with respect to the MDAs involved and documents required depending on the nature of the transaction. New Application This section contains the link to the three (3) application forms namely the UCR, Master Approval, and Consignment Approval. Track Status This section contains the link in searching for applications, retrieving draft applications, viewing follow up actions on the applications, and tracking the approval status of the applications. FCVR Status This section contains the link in searching for FCVR and IDF approval status. 4 P age

5 When users have logged in, the homepage will still have all the sections except the Login section: The following features are available: Welcome Note Shows who is currently logged in. Date/Time Shows the day, the date for the day, time when the user logs in, and the time zone. Home Provides link to homepage Help Provides link to the user guides Contact Provides contact information on Ghana emda Portal Payment This section provides a link to the emda Payment Portal. 5 P age

6 Logout Logs out the current user from the system. 2.2 Logging in and Logging out User must have valid log in details to be able to access the functionalities of the GCNET emda Portal. The Importers, Exporters, and Service Providers submit a registration request to GCNET Administrator who creates the appropriate user accounts. This is done by another system called New Customer Management System (NCMS). After using the GCNET emda Portal, you must log out from the system to avoid illegal use of your account To log in to GCNET emda Portal: 1. Enter your user name and password on the Log in section of the homepage. 6 P age

7 2. Click. The User homepage is displayed. 7 P age

8 2.2.2 To log out from GCNET emda: From any page of the GNET emda Portal, click on page you are currently at. located on the upper right corner of the 8 P age

9 2.3 Decision Tree Labeled as Quick Start section from the homepage, the Decision Tree helps users who are not sure which document or process should be used for an application or request. It also guides the users to determine which MDA to apply to. The Decision Tree is organized into Export, Import, Warehouse, Transit, and Transshipment regimes. More >> hyperlink contains other regimes not belonging to those mentioned To access a Decision Tree: 1. From the Homepage, click on any of the regimes under the Quick Start section 9 P age

10 The Decision Tree is displayed. 2. Click on the + sign beside each folder title to display the next category until you reach the folder where you are presented with the MDA, document needed, and the required process. 3. Click on either the MDA, Document, or Process to open the appropriate application. All these three (MDA, Document, and Process) links opens the same application form. 10 P age

11 2.4 MDA Links A list of all MDAs operating through the GCNET emda Portal is found on the left side of the homepage. The MDAs are: Animal Production Directorate (APD) The Animal Production Directorate is mandated to control animal feed quality both from local and imported sources and issue permits for imported livestock feed and feed ingredients as well as animal production inputs Customs Exemption and Concession The Customs Division also ensures the protection of revenue by preventing smuggling. This is done by physically patrolling the borders and other strategic points, examination of goods, and search of premises, as well as documents relating to the goods. As a frontline institution at the 11 P age

12 country's borders, Customs Division also plays a key role in surmounting external aggression and maintains the territorial integrity of Ghana. Customs Division is part of the country s security network. Energy Commission The Energy Commission s mission is to provide leadership and collaborate with our clients the leading energy providers such as VRA, TOR, BOST, ECG, GHANA GRID COMPANY and INDEPENDENT POWER PRODUCERS (IPPs) to effectively and efficiently create an enabling environment for excellence and fair competition in energy service delivery. The Commission is fully committed to serving effectively and efficiently the national interest in the discharge of its statutory mandates and functions. The Commission is equally committed to accepting and dealing with the challenges that Ghana must meet head on in its quest for a truly functioning, competitive energy industry that creates affordable energy supplies, improves energy reliability, efficiency and security, and above all, protects and enhances public safety, economic well being and environmental quality. Environmental Protection Agency (EPA) EPA handles the protection and improvement of the environment in Ghana. It overseas issues on air, land, water in the country. It also carries out government policies, and inspects and regulates businesses on matters pertaining to these elements of nature. Food and Drugs Board (FDB) The Food and Drugs Law of 1992 also known as PNDCL 305B established the Food and Drugs Board. It administers the control of the manufacturing, importation, exportation, distribution, use, and advertisements of food, drugs, cosmetics, medical devices, and household chemicals to ensure their safety, quality, and efficacy. Ghana Atomic Energy Commission (AEC) Ghana Free Zone Board (GFZB) The Ghana Free Zone Board manages and regulates investments under the free zones scheme. It provides information on free zone investment opportunities, issues licenses to approved Free Zone Enterprises, assists in securing permits from other agencies for free zone companies, and oversees the Tema Export Processing Zone operations. Ghana Investment Promotion Center (GIPC) GIPC promotes and facilitates local and foreign investing endeavors in all sectors of Ghana economy except for mining and petroleum. Ghana National Petroleum Corporation GNPC was established with the following objects: To accelerate the promotion of petroleum exploration activities to ensure early commercial discovery and production To undertake the appraisal of existing petroleum discoveries to ensure production to meet national requirements To ensure that Ghana obtains the greatest possible benefits from the development of its petroleum resources To obtain the effective transfer to Ghana of appropriate technology relating to petroleum operations To ensure the training of citizens of Ghana and the development of national capabilities in all aspects of petroleum operations and; To ensure that petroleum operations are conducted in such a manner as to prevent adverse effects on the environment, resources and people of Ghana. Ghana Standards Board (GSB) 12 P age

13 GSB is Ghana's national Standards body promoting quality of products and services in the country. It is also assumes direction for the weights and measures policies of Ghana. Ministry of Foreign Affairs The Ministry of Foreign Affairs And Regional Integration s core function is to advise and assist Government in the formulation and implementation of Ghana's foreign policy objectives, including through proffering advice on policy option in response to unfolding international situations and events. The Ministry therefore, controls, directs and coordinates Ghana's external relations and closely collaborates with other Ministries Department and Agencies (MDAs) to facilitate the realisation of Government agenda including efforts in the areas of trade and investment promotion. Ministry of Finance and Economic Planning Key Objectives of the Ministry:. To allocate and manage financial resources efficiently, effectively and rationally. To formulate and implement sound macro economic policies. To reduce and restructure the Domestic debt To improve Public Expenditure Management To pursue prices and Exchange rate stability To account for all Public Finances properly To improve the human resources and Institutional Management Capacity To improve Fiscal Resource Mobilization To strengthen private sector Minerals Commission The Minerals Commission regulates and manages the use of the country's mineral resources and coordination of policies pertaining to them. Ministry of Food and Agriculture (MoFA) MOTE Exemption Ministry of Trade and Industry The Ministry of Trade and Industry formulates, implements, and monitors Ghana's local and international trade. It ensures that domestic trade is conducted in a smooth manner and it maintains friendly business relationships with other countries. Timber Industry Development Division (TIDD) TIDD works in support of the logging and wood processing sector. It encourages a skilled and progressive industry based on the sustainable use of forests and providing a source of secure employment, income, career and skills development. National Communications Authority (NCA) NCA works to regulate the communications industry by setting and enforcing high standards of competence and performance to enable it to contribute significantly and fairly to the nation s prosperity through the provision of efficient and competitive services. National Petroleum Authority (NPA) The NPA is a statutory Agency regulating, overseeing and monitoring the petroleum downstream industry in Ghana to ensure efficiency, growth and stakeholder satisfaction Plant Protection and Regulatory Services Department (PPRSD) PPRSD is one of the technical directorates of the Ministry of Food and Agriculture (MoFA). It is responsible for the post registration monitoring and surveillance of pesticides and it provides technical back stopping in various safe use programmes. Veterinary Services Department (VSD) 13 P age

14 Veterinary Services Department is mandated to issue permits for Animal and Animal products. 14 P age

15 2.5 Membership Registration Importers or Exporters may register service providers who can apply for consignment documents or master approval on their behalf To register: 1. From the homepage, click on Register for Membership hyperlink under Login section. 15 P age

16 2.6 Password Management Changing Passwords GCNET emda Portal allows users to change their password as often as needed. To change your password: 1. Click on Change Password hyperlink from the Login section of the homepage. The Change Password page is displayed. 2. Enter the following information: Old Password Enter your existing password. New Password Enter your new nominated password. Confirm Password Re enter your new nominated password. You cannot reuse the past xx passwords. Your password must contain a combination of numeric and alphanumeric characters and must at least be xx at most xx characters. 16 P age

17 2.6.2 Resetting Password When you have at most xx attempts at entering invalid log in details (wrong user name and password), your account will be automatically locked or frozen. To unlock your account, follow the steps below. To request for a password reset: 1. Click on the Forgot your Password? link from the Log in section of the homepage. REFERENCES 1. CrimsonLogic Pte Ltd, Ghana emda User Manual 17 P age