External Haj E-Services Portal

 Haj Company under Haj Mission

Representative Guide

Version History
Ver. No. Ver. Date Revised By Description Filename

1.0 25/5/2014 Sejel Technology Initial document created Haj Company under Haj Mission
Representative Guide [Link]

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Table of Contents
Important Information: ............................................................................................................................................. 3
Introduction ................................................................................................................................................................ 4
Vision of the Mohaj ................................................................................................................................................................................ 4
About the Portal ...................................................................................................................................................................................... 4
Portal Home Page ................................................................................................................................................................................... 5
Portal Dashboard .................................................................................................................................................................................... 6
Portal help contact information ........................................................................................................................................................ 6
Haj Company Workflows: .......................................................................................................................................... 7
1. Create a new Haj Company Workflow: ........................................................................................................... 8
Step 1: Haj Mission creates Haj Company in the Portal .......................................................................................................... 8
Step 2: Mohaj will Approve the Haj Company in the Portal .................................................................................................. 8
Step 3: Notification to the Main Haj Company Representative by the Portal ................................................................ 8
2. Register Main Haj Company Representative Workflow: .............................................................................. 9
Step 1: Haj Company Main Representative Registration ........................................................................................................ 9
Step 2: Login into the Portal and View Dashboard ................................................................................................................ 13
Step 3: View Haj Company Representatives .............................................................................................................................. 15
3. Add Contracts Workflow .................................................................................................................................16
Step 1: Add Housing Provider Contract Request .................................................................................................................... 16
1. Option: Search Providers (Service Providers  Housing) ....................................................................................... 17
2. Option: Requests (Service Provider Requests  Housing Contracts) ................................................................. 18
Step 2: Housing Owner Approval of Contract Request ........................................................................................................ 19
Step 3: Payment Confirmation for Request ............................................................................................................................... 20
Step 4: Establishment Approval of Request .............................................................................................................................. 21
Step 5: View Approved Housing Provider Contract ............................................................................................................... 21

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Important Information:

THIS USER GUIDE IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR

IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY,
FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. THIS DOCUMENT COULD INCLUDE

TECHNICAL INACCURACIES OR TYPOGRAPHICAL ERRORS. CHANGES ARE PERIODICALLY ADDED TO THE

INFORMATION HEREIN; THESE CHANGES WILL BE INCORPORATED IN NEW EDITIONS OF THIS

DOCUMENT. SEJEL TECHNOLOGY MAY MAKE IMPROVEMENTS AND/OR CHANGES TO THE

APPLICATION AND/OR THE PROGRAMS(S) DESCRIBED IN THIS DOCUMENT AT ANY TIME.

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Introduction
The following information shall serve as an introduction for Haj Mission Users to fully comprehend the essence
of the e-track electronic system to better serve the international Haj pilgrims. We want to highlight that this
guide has been written for the end users of Haj Missions and other stake holders to fully understand their
workflow and steps to carry out their daily tasks towards the end goal of serving the international Haj pilgrims.
A careful review of this guide shall serve to minimize unwanted communication between the service providers
and the resources of the Ministry of Haj.

We shall refer to the External Haj E-Services Portal simply as the ‘Portal’ going forward for simplicity sake.

Vision of the Mohaj

Allah (Glorified and Exalted be He) has honored this holy country with the service of His guests and the visitors
to the Prophet’s Mosque. The wise government (may Allah safeguard it) seeks to improve the services provided
for the guests of Allah, facilitate their procedures, maintain their rights, fulfill these sublime objectives, and
achieve a great turnabout in the services of the international pilgrims. The government also seeks to achieve
the required transparency with regard to the clarity of the procedures carried out by the pilgrim, and also the
types, levels, elements, and costs of the service packages. In addition, the government seeks to impose more
control and surveillance on the performance of all the authorities concerned with the affairs of Haj, and to
improve all matters related to Haj.
The decision of the honorable Council of Ministers no. 386, dated 22/11/1433 A.H., declaring the approval of
the project of the External Haj Portal for the international pilgrims has been issued. It is an electronic system
that seeks to achieve a great turnabout in the procedures of the arrival and departure of pilgrims, and to follow
up the services provided to them during their stay in the Kingdom. This is carried out by committing all the
authorities concerned with the affairs of Haj to perform their tasks and provide their services via an integrated
electronic system.

This is achieved by linking the Haj visa of every pilgrim to a package of services consisting of specific elements,
such as housing, transportation, and food service, which should be clearly stated and announced via this
electronic system, so that the pilgrim can identify these elements in advance before his arrival at the Kingdom.
In addition, the monitorial authorities will be able to follow up how the services registered in the system match
the services that are actually provided. Consequently, this will lead to the immediate removal of irregularities
and to holding the negligent to account, according to the regulations and instructions. This project keeps pace
with the approach adopted by the country (may Allah safeguard it) towards changing the governmental
transactions from manual operations to e-government transactions.

About the Portal

This electronic system consists of five main phases, with every phase depending on the preceding one. These
phases are as follows:

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Portal Home Page
By clicking on the URL : [Link] you will be greeted with the External Haj E-
Services Web Application Home page. Remember to save this URL as your favorite so you do not have to
remember the URL.

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Portal Dashboard

Portal help contact information

Contact Name Contact Reason Contact Phone # Email Address Working Hours
Call Center Any Question or 00966594463314 ehaj@[Link] Every day from 8:00 Am to
technical Issue 10:00 PM Makkah timing

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Haj Company Workflows:

IMPORTANT NOTE:

It is very important to note that the work flow for the Haj Company Representative depicted below is sequential
in the system and some workflows below are pre-requisites for the next workflow in sequence. For example,
Workflow 2 can be executed only when the Workflow 1 has been completed and similarly Workflow 3 cannot
be executed unless Workflow 2 has been completed.

Each of these workflows has been further explained in the following pages as simple workflows with associated
steps to complete the workflow.

By reading this user guide the Haj Company Representative shall completely understand all the requisite
workflows and steps and interact with the Portal strictly in the Order specified.

This user guide shall help the Haj Mission Representative to carry out their tasks in an efficient manner, insha
Allah.

Workflow 1 -
Create a new Haj
Company

Workflow 2 -
Workflow 3 - Register Main
Add Contracts Representative for
Haj Company

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1. Create a new Haj Company Workflow:
This workflow is before the beginning of each Haj season and the responsibility of the Haj Mission.

It is strictly the responsibility of the Haj Mission to create or Activate Haj Companies that it approves to conduct
business in the Portal. The Haj Company Representatives do NOT interact with the Portal for this Workflow or in
other words it is the responsibility of the Haj Mission Representatives to create new Haj companies under the
Haj Mission.

Step 1 :
Haj Mission creates
Haj Company in the
Portal

Step 3 : Step 2 :
Notification to the Mohaj Approves new
Main Representative Haj Company in the
by the Portal Portal

Step 1: Haj Mission creates Haj Company in the Portal

 It is the responsibility of The Haj Mission to create new Haj Companies in the Portal that it
approves to conduct business in the Portal.

Step 2: Mohaj will Approve the Haj Company in the Portal

 Mohaj will Approve the new Haj company request in the Portal and the new Haj Company
will be ready to conduct business in the Portal. The Main Representative will need to
register in the Portal before he can conduct business in the Portal and/or add additional
Representatives for the Haj Company to conduct business in the Portal.

Step 3: Notification to the Main Haj Company Representative by the Portal

An SMS notification will be sent to the Haj Company Main Representative about his/her name
being added in the Haj Portal. This notification shall signal that the Representatives can
create/register their new login information using the External Haj E-Services Portal.

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2. Register Main Haj Company Representative Workflow:

Step 1 :
Main Representative
Registration

Step 3 : Step 2 :
View Haj Company Login into the Portal
Representatives and view Dashboard

Step 1: Haj Company Main Representative Registration

 Once the Main Representative of the new Haj Company has received a notification from the
Portal, he/she can create the new User Name and Password in the External Haj Portal by

clicking on the button on the External Haj Portal Home Page and the following
login screen is displayed.

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 Click on the link to bring up the following form:

Error Messages:

 If you do not enter a valid combination of Nationality and Identification type and/or
Identification Number or Mobile #, one of the following error messages may be
displayed:

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 (Or)
 The following error message is displayed if you enter wrong mobile #, or passport number,
etc.

 If you enter all the correct information, the Portal sends a Verification Code on your
mobile phone which you shall enter and proceed to setup a password for the new User,
and then the following screen is displayed:

 By entering the correct Verification Code, the following form is then displayed to register
a new User and Password. The Password length should be a minimum of 8 characters with
at least one letter and one number. For example ‘user1234’.

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Error Messages:

 The following error messages may be displayed depending if invalid data is entered.

Step 2: Login into the Portal and View Dashboard

 Once the correct data is entered for user name and password fields and clicking on the
Submit button, the following screen is displayed inviting the new user to login to the
Portal:

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 Once your enter your user name and valid password, the system sends a Verification Code
to your Mobile Phone and the following screen asks you to enter the verification code:

 Upon entering the correct Verification Code, you are presented with the following
Dashboard screen:

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Step 3: View Haj Company Representatives

 From the main Dashboard page, you may click on the link to display Haj
Company representatives as follows:

 Further, you may click on the Button and select to view details of a
single Representative as follows:

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3. Add Contracts Workflow

Step 1 :
Add Housing
Provider Request

Step 4 : Step 2 :
View Approved Housing Owner
Contract Approval

Step 4 : Step 3 :
Establishment Payment
Approval Confirmation

Step 1: Add Housing Provider Contract Request

 Both The Haj Mission Representative as well as the Haj Company Representative can create
Housing Contracts with service providers.

 From the main dashboard, the Haj Mission Representative can choose one of the following
two options to create a Housing Contract:

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1. Option: Search Providers (Service Providers  Housing)
 Click on and then on to bring up the Search page as below:

 You may use either Advanced Search or Classic Search.

 Under Advanced Search, you may search by ‘City Name’, ‘No. of Hajis’, ‘Distance from
Haram’, ‘Start Date’, ‘End Date’. You may choose either one or more or combination of
these fields for search criteria.

 Once your search produces the desired results, you may then click on a Housing Provider
hot link (blue color), for example: , which will bring up the details of the
Housing Provider as below:

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 If you click and choose the Classic Search tab, the following screen is displayed and you
may traverse through pages to find the desired housing provider or do a column search by

clicking and entering a value in column search box and

producing desired results.

 You may then click on the and then to bring up the ‘Housing
Contract Details’ Request Form as below:

 Please proceed to fill in the ‘Housing Contract Details’ form before submitting it for
approvals

2. Option: Requests (Service Provider Requests  Housing Contracts)

 Click on and then on to bring up the Search page

 click on the under menu and the following screen is

displayed:

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  Click on and choose ‘Add’ to display the following form and
enter the details given as example:

 Click on the button and you may see the following screen with an error message
if capacity is exceeded:

Step 2: Housing Owner Approval of Contract Request

 Click on the button after you enter a valid request where capacity is not exceeded
or with a different Housing Service Provider and you will see the following screen
indicating an automatic Owner Acceptance but pending payment and Establishment
Approval

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  There are two more steps before the contract is created. First, the payment needs to be
made and secondly, the Establishment shall approve. The status of the request can also be
understood from the top workflow on the request screen copied below:

Step 3: Payment Confirmation for Request

 The contract request will be sent to the owner. The owner will have to
approve to complete the process, click on to accept the offer.

 After accepting the offer, fill in the housing contract details.

 Now The Owner will have to confirm the payment by clicking .

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Step 4: Establishment Approval of Request

 Now for the final step in a housing contract the Haj Mission will have
to approve.

 After approving the Hajj Mission will have to fill in the Housing Bank
Warranties.

Step 5: View Approved Housing Provider Contract

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