department of environment (doe) external user manual.pdf · manage profile manage branch manage...

Department of Environment (DOE)

USER MANUAL

CONFIDENTIALITY NOTICE

This document contains proprietary and confidential information. No part of it may be circulated, quoted or

reproduced orally and/or in writing without the prior written approval from Department of Environment.

Department of Environment disclaims any responsibility or liability for any loss caused by any authorized user’s

reliance on or use of information contained herein.

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Doc Name: eSWIS External User ManualUser Manual of 50

Last Updated: 2-Jul-15

Table of Contents

Table of Contents .................................................................. 2

1 Introduction .................................................................. 3

1.1 Purpose of User Guide ................................................................... 3

2 System Overview .......................................................... 4

2.1 Purpose of eSWIS .......................................................................... 4

2.2 User Roles and Role-Based Security ............................................... 4

2.3 Overview of System Roles .............................................................. 4

2.4 Accessing eSWIS ........................................................................... 5

2.5 eSWIS User Registration ................................................................ 6

3 eSWIS for Company Admin ......................................... 13

3.1 Landing page ............................................................................... 13

3.2 Manage Profile ............................................................................. 13

3.3 Manage Branch ............................................................................ 14

3.4 Manage Employee ........................................................................ 16

3.5 Report List ................................................................................... 18

4 eSWIS for Waste Generator ........................................ 25

4.1 Landing page ............................................................................... 25

4.2 Notification .................................................................................. 26

4.3 Storage Location .......................................................................... 28

4.4 Inventory Addition ....................................................................... 29

4.5 Inventory Reused ........................................................................ 31

4.6 Inventory Adjustment .................................................................. 32

4.7 Inventory Summary ..................................................................... 34

4.8 Consignment Note ....................................................................... 34

4.9 Report List ................................................................................... 39

5 eSWIS for Transporter ................................................ 46

5.1 Landing Page ............................................................................... 46

5.2 Pending Transfer ......................................................................... 46

6 eSWIS for Receiver ..................................................... 48

6.1 Landing Page ............................................................................... 48

6.2 Pending Receiving ....................................................................... 48

7 Log Out ....................................................................... 50

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1 Introduction

The public access portal designed & developed for the self-service in interacting with

Department of Environment (DOE) for any scheduled waste consignment and inventory

details, review of submitted consignment note for transfer and receiving. Furthermore

approved waste generator, may leverage on the portal to monitor processing updates

and any further interaction with the DOE team.

• Waste generator registration & profile update

• Initiate periodic waste notification & location details

• Self-service waste inventory update & managing adjustment

• Consignment note submission & respective party updates

• Printing of Consignment note & supporting barcoded sticker

• Waste receiver capture received quantity and status updates

1.1 Purpose of User Guide

The purpose of this User Guide is to provide eSWIS users with information on how to use

the system for conducting their monthly filing waste information with Department of

Environment (DOE). This User Guide will provide an introduction to the feature and

function of eSWIS.

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2 System Overview

2.1 Purpose of eSWIS

eSWIS is an online portal which allows users to file any scheduled waste consignment

and inventory details, review of submitted consignment note for transfer and receiving,

in an efficient and secure environment.

2.2 User Roles and Role-Based Security

eSWIS utilizes a role-based security system for authorized users, in order to

accommodate needs for separation of duties and security when filing waste information

with DOE. Each user will be granted one or more system roles and will be authorized to

submit waste information on behalf of the reporting entity, as authorized by the

reporting entity. Each role provides the user with specific levels of success to the system

in order to perform certain system functions when filing waste information with DOE.

2.3 Overview of System Roles

There are four (4) primary roles in eSWIS: Admin, Waste Generator (WG), Waste

Transporter (WT) and Waste Receiver (WR). At a general level, Admin is responsible to

manage company profile and user account for accessing system. WG is responsible for

entering the reporting entity’s notification of new generated waste and scheduling

consignment note to eSWIS. WT is responsible for pick up and transfer scheduled wastes

to chosen destination. Finally, the WR is responsible to acknowledge and update the

status of the scheduled waste whether it is transfer in reported quantity and type of

waste.

Manage company

profile

Manage user

accounts

Create notification

Report inventory

Create consignment

note

Transfer scheduled

waste to chosen

destination

Update status

of received

waste

2

Waste Generator

3

Waste Transporter

4

Waste Receiver

1

Admin

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2.4 Accessing eSWIS

Figure 1 – eSWIS Log-in Screen

Access to eSWIS is restricted to registered users. A registered user must be a principal

or officer of a reporting entity, and authorized to submit generated waste inventory,

create inventory and schedule consignment note on behalf of the reporting entity. A

registered user is a government agency or a person to whom DOE has provided a DOE

File Number allowing them to register and access to the system.

NOTE: For information about DOE File Number, user could contact officer of respective

JAS department.

There are 2 types of users which will be involved in the system: Private agency with

approved DOE file number and government agency. User can click on the log-

in page for first-time login or for existing users, fill in username & password, and click

to access eSWIS system.

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2.5 eSWIS User Registration

Figure 2 - Verification of DOE File Reference Number

Once user has clicked button, user will be direct to verification page (Figure 2).

Step of Verification of DOE File Reference Number:

(Please note that the red asterisk * indicates that this field MUST BE KEYED-IN.)

1. Fill in DOE File No.

2. Fill in Premise Name.

3. Click .

4. If the DOE File No and Premise Name are valid, user will be redirect to

registration page (Figure 4). Else, a list of match record will displayed.

5. User can look for the correct DOE File No with Premise Name and click

to proceed further registration process.

6. For government agency, user is require to click the link provided in below

message to proceed registration process.

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Figure 3 - Registration link of Government Agency

Step of user registration- Premise Information


1. DOE file number is filled by default.

2. Premise Name is filled in by default.

3. Industry is auto filled in by default.

4. Sub Industry is auto filled in by default.

5. Select Type by clicking the down arrow.

6. Postal Code is auto filled in by default.

7. Address is auto filled in by default.

8. Country is auto filled in by default.

9. State is auto filled in by default.

10.District is auto filled in by default.

11.Town is auto filled in by default.

12. Phone Number is auto filled in by default (editable by user).

13. Fax Number is auto filled in by default (editable by user).

14. Premise email address is auto filled in by default (editable by user).

NOTE: User must register in eKas (https://ekas.doe.gov.my/ekas/default.php) and

obtain DOE file number before user could register in eSWIS system. For information

about DOE File Number, user could contact officer of respective JAS department.

https://ekas.doe.gov.my/ekas/default.php

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Figure 4 - User Registration Page

Step of user registration – Company Information:


1. Check the box “Same Information” if the company information are same as

previous entry (Premise Information). Else, fill in the company information with

different location details.

2. ROC NO is auto filled in by default. Else, fill in ROC NO manually. User could

check the availability of ROC NO by checking the box “Check Your ROC No”. If

user have registered ROC NO before, company details will auto filled by system.

3. Fill in Company Email address for receiving email verification from eSWIS.

Step of user registration – Contact Information:

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1. Fill in Name of Contact Person.

2. Select Designation by clicking the down arrow.

3. Fill in Phone Number.

4. Fill in Fax Number.

5. Fill in Email address for receiving email verification from eSWIS.

6. Fill in User ID and Password which allows user to create an officer account.

7. Click to proceed registration. Else, click to return to

Verification Page.

Figure 5 - Successful Message

Once user has completed the user registration, a successful message will

displayed (Figure 5). Click the link [HERE] to return to login page.

Private agency will received two (2) email notifications after completed

registration process. The first email notification contains admin username and

temporary password for immediate access (Figure 6) as company admin will send

to mailbox registered under Company Information. In the other hand, another

email notification which contains officer username and temporary password will

send to Contact Person.

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For government agency, submission of user registration will pending for DOE’s

approval. Once the registration request have been approved by DOE officer, the

respective government agency will receive two (2) email notification that contains

username and temporary password for system access (Figure 6).

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Figure 6 - Email Verification for company admin & officer

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For first time login user, a popup windows will be prompt (Figure 7). User is required to

change temporary password immediately. Else, when user login to system, a pop up

window will prompt each time, to remind user change temporary password.

The pop windows allows user to change a new password with temporary or old

password. Alternately, user can click on respective username on the top right of the

screen and Change Password option will appeared. Click to activate the popup windows

when needed.

Figure 7 - Change Password

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3 eSWIS for Company Admin

3.1 Landing page

Figure 8 - Main Dashboard

After login to system, admin can view a list of menu (Figure 8) on the right hand side.

Manage Profile Manage Branch Manage Employee Report List

3.2 Manage Profile

To manage or update company details, click Manage Profile and user will be direct to

company profile page (Figure 9). Once admin has updated the company details, click

button to save any new changed data.

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Figure 9 - Manage Profile

3.3 Manage Branch

If the reporting entity owned one or more branches, admin is required to add all of the

branches into system. (Else, user can move to Manage Employee to proceed further

action.) Each branch will having its own approved DOE File Number.

NOTE: For information about DOE File Number, please contact officer of respective JAS

department.

Click Manage Branch and a list of registered branch will be displayed (Figure 10).

Figure 10 - Manage Branch

To add branch information, click button and a window form will display on the

screen (Figure 11). (Please note that the red asterisk * indicates that this field MUST BE KEYED-

IN.)

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Steps of add branch:

1. Fill in DOE File No.

2. Fill in Branch Name or description of the Branch.

3. Specify Industry by clicking the down arrow.

4. Specify Sub Group by clicking the down arrow.

5. Fill in Address.

6. Fill in Postal Code.

7. Select Country by clicking the down arrow, else leave the default Country as

Malaysia.

8. Select State by clicking the down arrow.

9. Select PBT by clicking the down arrow.

10. Select District by clicking the down arrow.

11. Select Town by clicking the down arrow.

12. Fill in Telephone Number.

13. Fill in Fax Number.

14. Fill in Branch Email.

15. Fill in Name of Contact Person who responsible in the branch.

16. Select Designation of the contact person by clicking down arrow.

17. Fill in Contact Number of Contact Person.

18. Fill in Email address of Contact Person.

19. Click button to save the new entry or click to cancel the entry.

Inserting New

Entry

Back to

Listing

Saving Changes

of Record

Suspending

Branch

Reactivate

Inactive Branch

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Figure 11 - Add Branch

3.4 Manage Employee

Admin is required to register employee’s details whom has been authorized to be

responsible in filing waste information on behalf of reporting entity.

To manage employee, click Manage Employee and a list of registered employees will

be displayed (Figure 12).

Figure 12 - Manage Employee

To register employee details, click button and a window form will display on the


IN.)

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Steps of add employee:

1. Select Location by clicking the down arrow.(Please noted that Location required to be

register before it can display in the drop-down box)

2. Employee ID is auto generated by system.

3. Select Salutation by clicking the down arrow.

4. Fill in Full Name.

5. Fill in IC. No.

6. Select Designation of the employee by clicking down arrow.

7. Fill in Email.

8. Select Gender.

9. Fill in Contact Number of the employee

10. Fill in User ID.

11. Fill in Password.

12. Click button to save the new entry or click to cancel the entry.

Inserting New Entry Back to Listing Saving Changes of

Record

Generating Random

Password for User

Figure 13 - Add Employee

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3.5 Report List

Admin is allows to view report of all registered branches in the eSWIS.

To access Report list, click Report List and a list of reports will be displayed (Figure

14). To view each of the reports, click the report name to activate the screen.

Figure 14 - Report List

Procedure to view List of Notification of Scheduled Waste:

1. Click the “List of Notification of Scheduled Waste” to activate the screen

(Figure 15).

2. User can filter the report by select few criteria (e.g. Trans Date, Waste Code,

Month, etc). Go to each of the individual boxes to select respective criteria.

3. Click button to add filter or button to remove selected filter.

Else click button to clear all added filters from the list.

4. Click button to run report.

5. Click the button if user wish to have the report exported to an

Excel file. Else, click the button to export to pdf file.

6. Click the button to close the report.

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Figure 15 - List of Notification of Scheduled Waste Filter

Figure 16 - List of Notification of Scheduled Waste

Procedure to view Summary Report of Inventory:

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1. Click the “Summary Report of Inventory” to activate the screen (Figure 17).









Figure 17 - Summary Report of Inventory Filter

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Figure 18 - Summary Report of Inventory

Procedure to view Summary Report of Consignment Note

1. Click the “Summary Report of Consignment Note” to activate the screen

(Figure 19).






5. Click the button if user wish to have the report exported to an Excel

file. Else, click the button to export to pdf file.


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Figure 19 - Summary Report of Consignment Note Filter

Figure 20 - Summary Report of Consignment Note

Procedure to view Summary Report of Waste Statement

1. Click the “Summary Report of Waste Statement” to activate the screen

(Figure 21).

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Figure 21 - Summary Report of Waste Statement Filter

Figure 22 - Summary Report of Waste Statement

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4 eSWIS for Waste Generator

4.1 Landing page


Once Waste Generator has login to system, a list of menu displayed on the right consist

Location Filter

Notification Storage Location

Inventory Addition

Inventory Reused

Inventory Adjust

Inventory Summary

Consignment Note

Report

List

Filter Notification list by Reference Number or Start

Date and End Date

For existing company whose has been registered in eCN system, a pop up screen will

show up (Figure 24) at the first time of login in eSWIS system. User is required to

provide their current balance of inventory.

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Figure 24 – Opening Balance Screen

NOTE: Existing user is mandatory to input their current balance of inventory and the

success capture of submitted opening balance on inventory cannot be undone.

4.2 Notification

To access notification screen, click Notification button and a form windows will be

displayed (Figure 25).

Figure 25 - Notification Page

Waste Generator is allows to create new notification , view drafted notification

and submitted notification .

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To create notification, click button and a window form will display on the screen

(Figure 26). (Please note that the red asterisk * indicates that this field MUST BE KEYED-IN.)

Steps of create notification:

1. Fill in File Ref No (Optional).

2. Fill in Product Information (Raw Material / Chemicals) (Optional).

3. Fill in quantity of product in MT/per month (Optional).

4. Click to add product information.

5. Select waste code.

6. Fill in Source of Waste (Optional).

7. Fill in quantity of waste material in MT/per month.

8. Fill in Waste Name.

9. Fill in Waste Component (Optional).

10. Select Package Type by clicking down arrow.

11. Click to save new entry as draft or click to submit new

entry. Else, click to cancel the entry and return to main listing.

Insert / Add waste material

Submit notification

Back to Notification from edit mode

Delete the selected product / waste material from the list

Saving draft of the new entry

Return to Main List and cancel entry

View waste packaging guideline

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Figure 26 - Create New Notification

User is allows to send a request to cancel submitted notification. Request will submit to

respective DOE officer and awaiting approval. Once the request is approved, the

notification will switch to “inactive” and all waste code in the inactive notification will be

remove from inventory

Step to request cancellation of notification:

1. Click the desired submitted notification which would like to cancel

2. Click the

3. Click OK

4. Email notification will send to both WR’s registered email address and respective

DOE officer

4.3 Storage Location

To access storage location screen, click Storage Location button and a form

windows will be displayed (Figure 27).

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Figure 27 - Storage Location Listing

To add storage location, click button and a window form will display on the


IN.)

Steps of add storage location:

1. Select Waste Code by clicking down arrow. (Please noted that waste code is required

to register before it can display in the list. Please follow the steps of “Create Notification”

for register waste code.)

2. Specify Handing Type of the waste.

3. Fill in Area.

4. Fill in Bin.

5. Click to submit new entry. Else, click to cancel the entry and

return to main listing.

Figure 28 - Storage Location

4.4 Inventory Addition

To access Inventory Addition screen, click button and a form windows will be


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Figure 29 - Inventory Page – Waste Generator

Waste Generator is allows to add inventory , view drafted notification and

submitted notification .

To add inventory, click button and a window form will display on the screen

(Figure 30). (Please note that the red asterisk * indicates that this field MUST BE KEYED-IN.)

Steps of add inventory:

1. Fill in Qty in (MT) or Qty in (KG) of each item code.



3. If user do not generated any waste, click .

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Figure 30 - Add Inventory – Waste Generator

4.5 Inventory Reused

To access Inventory Reused screen, click button and a form windows will be


Figure 31 - Inventory Reused– Waste Generator

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Waste Generator is allows to submit inventory reused which utilize waste internally by

premise itself. Premise is required to provide valid reason to support the submission of

inventory reused. To create new Inventory Reused, click button and a window

form will display on the screen (Figure 32). (Please note that the red asterisk * indicates that

this field MUST BE KEYED-IN.)

Steps of create inventory reused:

1. Fill in Balance Qty in either MT or KG in respective item code.

2. Fill in Remark if any.



Figure 32 - Create Inventory Reused

4.6 Inventory Adjustment

To access Inventory Adjustment screen, click button and a form windows will be


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Figure 33 - Inventory Adjustment– Waste Generator

Waste Generator is allows to create new inventory adjustment , view drafted

inventory adjustment and submitted inventory adjustment .

To create new Inventory Adjustment, click button and a window form will

display on the screen (Figure 34). (Please note that the red asterisk * indicates that this field

MUST BE KEYED-IN.)

Steps of create inventory adjustment:

4. Fill in Balance Qty in either MT or KG in respective item code.




_________________________________________________________________________________



Figure 34 - Create Inventory Adjustment

4.7 Inventory Summary

User can view summary listing of inventory in the system. To access inventory summary,

click button and a form windows will be displayed (Figure 35).

User can print the monthly summary listing of inventory by clicking button and

click to forward the monthly summary by email.

Figure 35 - Inventory Summary

4.8 Consignment Note

To access Consignment Note screen, click button and a form windows will be


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Figure 36 - Consignment Note Page– Waste Generator

Waste Generator is allows to create new consignment note , view drafted

consignment note , submitted consignment note and

Received/Rejected consignment note .

To create consignment note, click button and a window form will display on the

screen (Figure 37).

Figure 37 - Create Consignment Note – Waste Generator

Steps of create consignment note: (Please note that the red asterisk * indicates that this field

MUST BE KEYED-IN.)

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1. Select Trans. Type by clicking down arrow.

2. Fill in Serial No (Optional).

3. Fill in Ref No (Optional).

4. Navigate to Waste Information Tab (Figure 38) and click to select Waste Code.

a. Waste Name is auto fill by default.

b. Fill in Waste Origin Code (Optional).

c. Fill in Origin & Source Description (Optional).

d. Fill in Waste Component (Optional).

e. Fill in Qty in either MT or KG.

f. Fill in If Possible in m3 (Optional).

g. Fill in Cost in RM (Ringgit Malaysia) (Optional).

h. Select Packaging by clicking down arrow.

i. Fill in Package Qty.

j. Click if user want to re-make the selection of waste

code.

Figure 38 - Waste Information

5. Navigate to Transporter tab (Figure 39) and click to select Transporter.

a. Fill in Special Instruction/Notes if any.

b. Select Driver NRIC No by clicking down arrow or fill in specify new Driver

NRIC No and Driver Name.

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c. Select Vehicle No by clicking down arrow or fill in specify new Vehicle No.

d. Specify Transport Date.

e. Fill in Temporary Storage.

f. Click if user want to re-make the selection of

transporter.

Figure 39 - Transporter

6. Navigate to Receiver tab (Figure 40) and click to select Receiver.

a. Fill in Special Instruction/Notes if any.

_________________________________________________________________________________



b. Click if user want to re-make the selection of receiver.



Figure 40 - Receiver

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4.9 Report List

Officer is allows to view report of responsible branches in the eSWIS.

To access Report list, click Report List and a list of reports will be displayed (Figure

41). To view each of the reports, click the report name to activate the screen.

Figure 41 - Report List

Procedure to view List of Notification of Scheduled Waste:

1. Click the “List of Notification of Scheduled Waste” to activate the screen

(Figure 42).









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Figure 42 - List of Notification of Scheduled Waste Filter

Figure 43 - List of Notification of Scheduled Waste

Procedure to view Summary Report of Inventory:

1. Click the “Summary Report of Inventory” to activate the screen (Figure 44).

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Figure 44 - Summary Report of Inventory Filter

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Figure 45 - Summary Report of Inventory

Procedure to view Summary Report of Consignment Note

1. Click the “Summary Report of Consignment Note” to activate the screen

(Figure 46).









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Figure 46 - Summary Report of Consignment Note Filter

Figure 47 - Summary Report of Consignment Note

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Procedure to view Summary Report of Waste Statement

1. Click the “Summary Report of Waste Statement” to activate the screen

(Figure 48).









Figure 48 - Summary Report of Waste Statement Filter

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Figure 49 - Summary Report of Waste Statement

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5 eSWIS for Transporter

5.1 Landing Page


Waste Transporter is allowed to view pending consignment which submitted by Waste

Generator and update the driver details and vehicle number if there is any changes.

Eventually, Waste Generator will submit driver details and vehicle number while creating

consignment note.

5.2 Pending Transfer

To update driver details and vehicle number, select desired consignment note and a form

windows will displayed (Figure 51).

Steps of update transporter details: (Please note that the red asterisk * indicates that this field

MUST BE KEYED-IN.)

1. Fill in Special Instruction/Notes if any.

2. Select Driver NRIC No by clicking down arrow or fill in specify new Driver NRIC No

and Driver Name.

3. Select Vehicle No by clicking down arrow or fill in specify new Vehicle No.

4. Specify Transport Date.

5. Fill in Temporary Storage if any.

_________________________________________________________________________________



6. Click to save new changes as draft or click to save new

changes. Else, click to cancel the changes.

Figure 51 - Update Transporter Details

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6 eSWIS for Receiver

6.1 Landing Page


Waste Receiver is allowed to update receiving information of the pending consignment

note which submitted by Waste Generator.

6.2 Pending Receiving

To update status of pending consignment note, select desired consignment note and a

form windows will displayed (Figure 53).

Steps of update receiving information: (Please note that the red asterisk * indicates that this

field MUST BE KEYED-IN.)

1. Select Type of Operation by clicking down arrow or fill in specify type of

operation.

2. Select Status by clicking down arrow.

3. Fill in Quantity Received in MT and m3.

4. Fill in Package Qunatity Received.

5. Specify Date of Received / Rejected.


_________________________________________________________________________________



7. Click to save new changes as draft or click to save new

changes. Else, click to cancel the changes.

Figure 53 - Update Status– Waste Receiver

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7 Log Out

Once user have completed the visit of eSWIS, it is advised to log out from the system to

avoid access of unauthorized person.

To logout from the system, click button on the top right of the screen (Figure 54)

and user will be redirect to Log-in Page.

Figure 54 - Log Out

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