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BANK OF GHANA

ORASS Licensing and Regulatory Transactions (LRT)

Portal User Guide

Version 1.0

September 2020
Bank of Ghana ORASS LRT – Portal User Guide|Version 1.0

Table of Contents

DOCUMENT CONTROL........................................................................................................................ 3
1.0 Introduction ................................................................................................................................... 4
2.0 ORASS Portal Log-in ..................................................................................................................... 4
2.1 ORASS Portal - First Time Users ............................................................................................... 4
2.2 Resetting Your ORASS Portal Password ............................................................................... 5
2.3 ORASS Portal Home Screen .................................................................................................. 7
3.0 Managing Returns ........................................................................................................................ 9
3.1 Creating a Return ................................................................................................................... 9
3.2 Deleting a Return ...................................................................................................................10
4.0 Draft Returns ................................................................................................................................ 11
5.0 Submission of Returns ................................................................................................................ 15
5.1 Submit Return ..........................................................................................................................16
5.2 Submission History ...................................................................................................................18
5.3 Request Resubmission ......................................................................................................20
6.0 Documents .................................................................................................................................. 22
6.1 Viewing documents ..............................................................................................................23
6.2 Filtering the Document List ...................................................................................................24
7.0 Reporting Institution Profile ....................................................................................................... 24
8.0 Manage Users ............................................................................................................................. 26
8.1 Create User ........................................................................................................................27
8.2 View/Edit User .........................................................................................................................28
9.0 My Details .................................................................................................................................... 30
9.1 View /Edit My Details ........................................................................................................31
9.2 Update Password ..............................................................................................................32
10.0 Help ............................................................................................................................................ 33
11.0 Log Out....................................................................................................................................... 34
12.0 Licensing and Regulatory Transactions Activities ............................................................. 35
12.1 Application for Licence ......................................................................................................35
12.2 Update Corporate Profile ..................................................................................................37

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12.3 Opening an Outlet ..............................................................................................................39

12.4 Relocating an Outlet...........................................................................................................41
12.5 Closing an Outlet .................................................................................................................45
12.6 Add Related Party – Shareholder .....................................................................................48
12.7 Add Related Party – Director ............................................................................................52
12.8 Add Related Party - Key Management Personnel .......................................................54
12.9 Add Related Party - External Auditor...............................................................................54
12.10 Add Related Party - Ultimate Beneficiary Owner .......................................................56
12.11 Related Party – Outsourced Service Provider..............................................................59
12.12 Add Related Party – Liquidator.......................................................................................61
12.13 Capital Injection ................................................................................................................62
12.13.1 Capital Injection by an Existing Shareholder...................................................... 62
12.12.2 Capital Injection by New Shareholder .................................................................. 65
12.12.3 Capital Injection through Transfer from Retained Earnings ................................ 65
12.14 Application for Product/Service Approval ...................................................................66
12.15 Conversion of Reporting Institution (Upgrade/Downgrade Tier) .............................67
12.16 Mergers and Acquisitions .................................................................................................68
12.17 Issuance of Medium Term Notes (MTN) ....................................................................69
12.18 Voluntary Winding Up .......................................................................................................70
12.19 Submit Additional Information in Support of any Submitted Return ..................71
12.20 Submission of Payments ...............................................................................................72
12.21 Upload Supporting Documents for Financial Market Transactions ....................73
12.22 Update Fiscal Year ........................................................................................................74
12.23 Ad Hoc Submissions ......................................................................................................75
13.0 Definition of Key Terms............................................................................................................ 77

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DOCUMENT CONTROL
Authorized & Approved By

Name

Function

Signature

Date

Reviewed By

Name Function

Joseph Y. Awayiga Head of IT & Cyber Security Office, BSD

Prepared By

Name Function

Jeff Delado Semaha IT & Cyber Security Office, BSD

Jacob Anyongmor Policy & Regulation Office, OFISD

Distribution List

Name Function

Revision History

Version Date Revision Description

1.0 Original release September, 2020

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1.0 Introduction
Vizor Licensing and Regulatory Transactions (VLRT) enables Financial regulators
to license market participants (financial institutions) and keep their regulatory
master data up to date over time.

The key features include;

 Collect regulatory licensing requests (e.g. application for license,

notification of change of director) from market participants (financial
institutions) via intuitive online portal.
 Ensure regulatory licensing requests are assessed within published SLA
timeframes
 Distribute data to downstream systems such as a public registry, enabling
end to end transparency
 Fitness and Probity approval process

2.0 ORASS Portal Log-in

To log into the ORASS Portal, you need to access the ORASS Portal website or a
link to the ORASS Portal website from the Bank of Ghana website. Once
connected, ORASS Portal login page displays.

1. First Time Users should refer to Section 2.1: Logging into the ORASS Portal -
First Time Users.
2. Password Reset should refer to Section 2.2: Resetting your ORASS Portal
password.

2.1 ORASS Portal - First Time Users

To log into the ORASS Portal, begin at the ORASS Portal Log-in Page

1. Enter the email address used to create your user account in the Username
field.
2. Enter the password that you received in the email when the account was
created in the Password field.
3. Click Login to continue.
****Incorrect Login Attempts - After three times of incorrect login attempts, your account
will be locked out. If this happens, you can click the Forgotten Password link to reset your
account. See section 2.2: Resetting your ORASS Portal password.

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4. For first time login, you will be mandated to change the password for
security reasons.
5. In the Current password field, enter your temporary ORASS Portal password.
6. In the New password field, enter a new ORASS Portal password.
**** Password- Please ensure that your new password contains at least one (1) character
from the following: Lowercase (a, b, c ….z); Uppercase (A, B, C ….Z); Numbers (0, 1, 2, 3,
4, 5, 6, 7, 8, 9, 10); Special Characters (!, @, #, $, &, *). It must be at least 8 characters.

7. In the Confirm new password field, re-enter your new ORASS Portal
password.
8. Click Save to set your ORASS Portal password.

2.2 Resetting Your ORASS Portal Password

ORASS Portal Users can reset their password using the password reset functionality.
To reset your password, you begin at the Login page.

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1. From the Login page, click the ‘Forgotten Password’ link.

2. The Forgotten Password page is displayed.

3. In the text field, enter your email address registered in ORASS.
4. Click Submit. The Forgotten Password page informs you that a temporary
password has been emailed to you.

5. Once steps 2 and 3 are completed, the confirmation page displays.

6. Navigate to your email and search for an email with subject: “Account
Reactivation”.
7. Copy the new password and navigate back to ORASS.
8. Click the Home menu item.
9. Enter your Username.
10. Enter your temporary Password.
11. Click Login.
12. Follow the steps outlined in section 2.1: Logging into the ORASS Portal - First
Time Users, to change your password.
13. After a successful login, your User details will be displayed, along with your
Assigned permissions / roles.

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2.3 ORASS Portal Home Screen

After a successful log-in, the ORASS Portal home screen is displayed. The home
screen contains the application links, menu items and shortcuts for accessing the
various functions.

1 This displays the full name of the logged on user.

2 This displays the name of the financial institution of the logged on user.

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3 Menu - This contains the list of options and or commands used in

accessing the functionalities of the ORASS Portal
4 Home – This displays the ORASS portal home page.
5 Draft Returns – This menu provides the user access to all returns available
to the reporting institution for completion.
6 Submission – This menu allows users to submit completed and correctly
validated returns to the Bank of Ghana. Users also have access to a
Submission History containing all previously submitted Returns and
access to the PDF version of the submitted Return for download,
printing and signing (if need be). The user can also Request
Resubmission of a return in the case where a return has been submitted
with incorrect data.
7 Manage Returns – This menu allows returns to be created which will be
later submitted to the Bank of Ghana. It also allows for the deletion of
returns created in error.
8 Documents – This menu allows the user to access a list of downloadable
documents such as Reporting templates, Directives, Notices,
Guidelines and other regulatory instruments.
9 Reporting Institution Profile - The menu allows users to view the profile
information held by the Bank of Ghana about the logged on user’s
reporting institution.
10 Manage Users – This menu allows the main reporting institution user to
add new reporting institution users who will have access to edit and
submit returns. The main reporting institution user can also view and edit
the personal details, roles and activate/deactivate existing reporting
institution users through this functionality.
11 My Details - This menu allows users to view and update individual user
details and also to change password.
12 Helps – This menu displays a help guide for ORASS Portal which general
information on how to use the ORASS Portal application.

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13 Log Out – This menu allows a user to logout of ORASS Portal.

14 This is a shortcut to allow a user view/edit user details.
15 This is a shortcut to the help menu.
16 This is a shortcut to logout of the ORASS Portal.

3.0 Managing Returns

This menu allows returns to be created which will be later submitted to the Bank
of Ghana. It also allows for the deletion of returns created in error.

3.1 Creating a Return

The Create Returns page allows you to create an empty instance of a return
based on an existing return type. To create a return, do the following;

1. Go to the hamburger menu , go to Mange Returns and click on Create

Return.

2. The Create Return screen is displayed.

3. Enter the return name in the Return name field. For example, Request for
Approval-Sikapa Product. It is good practice to make the return names
unique and descriptive.
4. Select the appropriate form set from the form set list provided. In this
example, it is a Product/Service return so we select the form set
Products/Services.

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5. Use the date picker/popup calendar to select a date in the Effective Date
field. Please note that you cannot select the same effective date for more
than one return with the same return type. For instance, you cannot create
more than one Products/Services return with the same effective date at
the same time. To do that, one must be completed and submitted first.
However you can select a past or future date for any return to be created.
6. Click on Create.

7. The return is created successfully. You can now access the return in the
"Draft Returns" section.

3.2 Deleting a Return

This allows you to delete a created return.

1. Go to the hamburger menu , go to Mange Returns and click on Delete

Return.

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2. The Delete Return window is displayed with a tabular view of all created
returns.
3. Search for the return you desire to delete and click on the Delete link in the
Action column of the table.

4. A Delete Return screen is displayed to confirm your deletion. Click on

Confirm to complete deletion or Cancel to cancel the deletion.

Please note that the functionality to delete a return has not been activated yet.
Please consult the team in Bank of Ghana if you desire to delete a created return.

4.0 Draft Returns

This menu provides the user access to all returns available to the reporting
institution for completion. To access any return for completion, to the following;

1. Go to the hamburger menu , and click on Draft Returns.

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2. The Draft Returns page is displayed with all returns available for completion
in a tabular view. Each return comes with information on the following;
 Return name – this is the given name of the return created.
 Reference – this is a unique ID automatically generated for each
return created.
 Revision – Clicking on the revision number of any return displays
an audit log of the return.

 Status – This shows the status of the return. The status of a return
can be No Data (the return is blank), In Draft (the return has been
saved as draft and not yet validated) or Valid (the return has
been validated and ready for submission).
 Return End Date – This is the effective date or in some cases the
reporting period of the return.
 Due Date – This date indicates the deadline for submission of the
return.
 PDF – This column allows users to download a PDF version of the

return by just clicking on the PDF icon

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3. To open a return for completion, click on the name of the return in the first
column of the table.

4. The View Return screen is displayed showing all the forms to be completed
within that return. The red star symbol indicates there is no data in the
return or form and mandatory fields may exist.

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5. Complete the return using the guidelines provided in the Guide for
Completing ORASS Licensing and Regulatory Transactions (LRT) Returns.
6. After successful completion of a form, click on the Validate & Save button
to validate the form based on structural rules programmed in the system or
click on Save As Draft to save the form in draft (this does not validate the
form).
7. After successful validation of a form, you will see a white check mark in a
green circle by the name of the form.

8. A form saved as draft displays a pencil symbol by the name of the return.

9. All forms within a return must completed and validated before you can
submit to the Bank of Ghana for approval. You should see all forms within
the return having this symbol by the side.

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10. The return is now ready for submission.

Note that when a return is rejected after submission, the return will be available
in the Draft Returns again. A view comment link will be seen on top of the page.
Clicking it displays comments from the supervisor.

5.0 Submission of Returns

The Submission menu allows users to submit completed and correctly validated
returns to the Bank of Ghana. Users also have access to a Submission History

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containing all previously submitted Returns and access to the PDF version of the
submitted Return for download, printing and signing (if need be). The user can
also Request Resubmission of a return in the case where a return has been
submitted with incorrect data.

5.1 Submit Return

There are three ways to submit a validated return.

1. The first method is to click Validate & Submit at the top of View Return
page immediately after successful completion and validation of the
return. The Validate & Submit appears only when the form is validated
and ready for submission.

The second method is similar to the first method. If the return was not submitted
immediately after successful completion and validation, do the following;

1. Go to the hamburger menu , and click on Draft Returns.

2. The Draft Returns page is displayed with all returns available for
completion in a tabular view. The return ready for submission will have a
status of Valid.
3. Click on the Return Name

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4. The View Return page displayed. Click on Validate & Submit at the top
of the page under Actions as in the first method.

The third method is to use the Submission menu item.

1. Go to the hamburger menu , go to Submission and click on Submit

Return.
2. The Submit Return page is displayed with a tabular view of all returns
validated for submission.
3. Click on the Submit link in the Action column of the table, for the return
you desire to submit.

4. Another Submit Return page is displayed to allow you confirm your

submission. Once submitted, a return can no longer be edited, but can
still be viewed in submission history. If an error is subsequently discovered,

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you can apply to resubmit the return using the "Request Resubmission"
functionality.
5. Click on Submit to confirm submission or Cancel to cancel the
submission.

6. A screen is displayed with a confirmation message and further

information on submission. Read this.

5.2 Submission History

This contains all previously submitted Returns and access to the PDF version of
the submitted Return for download, printing and signing (if need be)

1. Go to the hamburger menu , go to Submission and click on Submission

History.

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2. The Submission History page is displayed with a tabular view of all previously
submitted returns.
3. You will see the status of submitted returns from the Status column of the
table. Submitted for Approval (awaiting approval by the Bank of Ghana),
Approved (approved by the Bank of Ghana) or Declined (declined by the
Bank of Ghana).

1 – This is a date filter. The current example in the screenshot is showing

return submitted from 2020.
2 – The column headers with text fields or dropdown fields act as column
filters. For instance, to sort through a long list of returns, you can filter the
Return name column by typing in the full or part of the return name in
the column filter.
3 – Clicking this icon displays more filtering options for the column. For
instance you can filter the Return name column by searching return
name(s) that Begins with, Contains, Doesn’t contain, Ends with, Equals or
Doesn’t equal the search text entered.

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4 – Click any of the PDF icons downloads a PDF copy of the

corresponding return.

5.3 Request Resubmission

1. Go to the hamburger menu , go to Submission and click on Request

Resubmission.

2. The Request Resubmission page is displayed with a tabular view of all

previously submitted returns.
3. Search for the return you desire to resubmit. The filters explained in section
5.2 above also apply in this view.
4. In the Action column, click on the Request Resubmission link.

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5. Another Request Resubmission screen is displayed.

6. Enter the reason for the request in the Reasons for resubmission text field.
7. Click on Send Request to send the resubmission request to the Bank of
Ghana or Cancel to cancel the request.

8. A request resubmission screen is displayed to confirm the request. Click

Confirm to confirm request or Cancel to cancel request.

9. After succesful submission of the request. This screen is displayed. The

request is now in the Supervision Centre for review by Bank of Ghana for
review.

10. If the resubmission request is denied, you will receive an email stating your
resubmission request was declined. The reason for the decline is also stated
in the email.

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11. If the resubmission request is granted, you will receive an email stating your
resubmission request was approved. The return will now be available in
Draft Returns for correction and resubmission. The status will still show as
Valid but the Revision number will be 1.1

12. Clicking on the Revision number link displays an audit log of the return.

6.0 Documents
This menu allows the user to access a list of downloadable documents such as
Reporting templates, Directives, Notices, Guidelines and other regulatory
instruments. There are 3 main panes associated with the Documents library:

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1. Tree View has documents as the root node and Portal Documents as a sub
folder under the root node.
2. Toolbar icons are disabled by default. They are enabled depending on the
permitted actions on the selected item.
3. Preview window provides a thumbnail preview of documents.

6.1 Viewing documents

1. Go to the hamburger menu , and click on Documents.

2. Document explorer showing Portal Documents is displayed.

3. Selecting a folder or sub-folder in the tree view displays a thumbnail view
of all documents within the folder in the Preview Window.
4. Selecting the document in the preview window enables the Download

button ( ) in the toolbar

5. Click on the Download button ( ) to download the document.

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6. Open the file using the relevant application or Save the file to your
computer.

6.2 Filtering the Document List

As the number of documents stored within a folder increases over time, it may
become difficult to locate a desired document. The Filter by

function allows you to filter the document list based on the

search criteria entered
1. Select a folder or sub folder from the tree view to display the document
thumbnail list in the preview panel
2. Enter any part of the Document name in the Filter by field to narrow the
document list
3. The search will find the supplied text as part of the name or an exact match.

N.B

The Refresh icon ( ) in the toolbar should be used to refresh the document list
to ensure you are viewing current documents in the folder.

7.0 Reporting Institution Profile

The menu allows users to view the profile information held by the Bank of Ghana
about the logged on user’s reporting institution.

1. Go to the hamburger menu , and click on Reporting Institution Profile.

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2. The Reporting Institution Profile page is displayed.

1 – This minus (-) symbol means that the folder is expanded and the
subfolders appear in the folder tree. Click it to collapse the folder (hide
subfolders)
2 – This plus (+) symbol means that the folder is collapsed and the subfolders
are hidden in the folder tree. Click it to expand the folder (show subfolders).
3 – The Corporate profile has various sub-categories you can click on to
display more information.
3. For example, clicking on GD General Details displays the information
below and more.

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8.0 Manage Users

This menu allows the main reporting institution user to add new reporting
institution users who will have access to edit and submit returns. The main
reporting institution user can also view and edit the personal details, roles and
activate/deactivate existing reporting institution users through this functionality.

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8.1 Create User

1. Go to the hamburger menu , go to Manage Users and click on Create

User.

2. The Create ORASS Portal User screen is displayed.

3. Enter the details of the user. Notice the fields with the red asterisk are
mandatory fields.
4. Select the permission(s) for the new user. Note that the main reporting
institution user will be assigned the Licensing Portal Principal User
role/permission and can only assign the Licensing Portal Secondary User
role/permission to a created user. The main difference between the
Principal and Secondary user is that the Secondary user cannot submit a
return. The secondary user can create and complete all returns but cannot
submit the return. Only the principal user can submit.
5. Click Create.

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6. The user is created and a View ORASS Portal User is displayed.

7. There is the option to edit the details of this user right from this screen. To
edit, click on Edit.

8. An Edit ORASS Portal User screen is displayed, allowing you to edit the
details of the created user.

8.2 View/Edit User

1. Go to the hamburger menu , go to Manage Users and click on

View/Edit User.

2. The View ORASS Portal Users screen is displayed with a tabular view of all
secondary users in the system. Note. You cannot edit the details of a
principal user. That will be done by the Regulator.
3. Search for the name of the user whose details are to be viewed and/or
edited. Note, the column headers of the table (except for the Action
column) can be used to sort the table. For instance, clicking on the

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Surname column header sorts the table by sorting arranging the surnames
in alphabetic order.
4. Click on the View/Edit link in the Action column of the user whose details
are to be viewed and/or edited.

5. A View ORASS Portal User is displayed with the option to edit the details of
this user right from this screen.
6. To edit, click on Edit.

7. An Edit ORASS Portal User screen is displayed, allowing you to edit the
details of the created user.
8. You also have the functionality to deactivate the user here by selecting
Deactivated as the Activation Status. A deactivated user cannot access
the ORASS Portal.
9. Edit the user’s details as desired and click on Save.
10. Click Cancel to stop the edit.

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11. User details will now be updated accordingly.

9.0 My Details
This menu allows users to view and update individual user details and also to
change password.

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9.1 View /Edit My Details

1. Go to the hamburger menu , go to My Details and click on View/Edit

My Details.

2. Alternatively, you can click on the View/Edit My Details shortcut at the

top right corner of the page
3. Your user details are displayed along with your institution and assigned
role/permission.

4. Notice the details are already shown in an editable mode. You can edit
the details and click on Update to update/amend your details.
5. When you view your details after update, notice the details have been
updated.
6. You can click on the role name to display details of the role.

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7. The Form Access tab shows the formsets this role has permission to access
and the Functionality Access tab show the functionalities this role have
access to.

9.2 Update Password

1. Go to the hamburger menu , go to My Details and click on Update

Password

2. The Update My Password screen is displayed.

3. Enter the details accordingly and click Save.

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10.0 Help
This menu displays a help guide for ORASS Portal which general information on
how to use the ORASS Portal application.

1. Go to the hamburger menu , click on Help.

2. The User Help page is displayed showing the various help topics.

3. Alternatively, you can click on the help shortcut at the top right corner
of the page
4. Click on the link for any topic you need help on to display detailed steps.

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11.0 Log Out

This menu allows a user to logout of ORASS Portal.

1. Go to the hamburger menu , click on Log Out.

2. Alternatively, you can click on the logout shortcut at the top right
corner of the page

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12.0 Licensing and Regulatory Transactions Activities

This section describes the steps to follow in performing the various licensing and
regulatory transactions in the ORASS LRT. Detailed steps such as the creating a
return, accessing draft returns, completing returns etc. will not be covered in this
section. For such information refer to the appropriate sections of this document.

12.1 Application for Licence

1. The first point of the application for licence from the Bank of Ghana will be
through a Public Registration form on the Central Bank’s website. The
promoter or any person duly authorized by the proposed institution will
complete the Public Registration form and submit to the Bank of Ghana
online.
2. After correctly completing the Public Registration form. Click Validate &
Save.

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13. The form is then validated and submitted to the Bank of Ghana for review.
14. Upon approval of the submitted form, an ORASS portal user is set up using
the details provided in the Principal User Details section of the Public
Registration form. If the registration is declined, an email will be sent to the
email provided in the Principal User Details section of the Public Registration
form.
15. On approval, user credentials (username and default password) and link
(URL) to the ORASS Portal is sent to the email provided in the Principal User
Details section of the Public Registration form.
16. Log into the ORASS portal for the first time. Refer to section 2.1 ORASS Portal
- First Time Users.
17. Create an Application for Licence return. Refer to section 3.1 Creating a
Return.
18. Access and complete the newly created Application for Licence return in
Draft Returns. Refer to section 4.0 Draft Returns.

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19. Use the Guide for Completing ORASS Licensing and Regulatory
Transactions (LRT) Returns to complete the entire return.
20. On completion and validation of all forms, submit the return to the Bank of
Ghana for approval. Refer to section 5.0 Submission of Returns
21. The application can either be Approved, Rejected (sent back to the user
to make some corrections/amendment, or Declined (the application was
not approved). In all scenarios, an email notification will be sent to the user.

12.2 Update Corporate Profile

1. Create a General/Name Details return. Refer to section 3.1 Creating a
Return.

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2. Access and complete the newly created General/Name Details return in

Draft Returns. Refer to section 4.0 Draft Returns.

3. For each form in the General/Name Details formset/folder, your institution’s

corporate profile details will be opened in an editable mode. For instance,
clicking on the Edit link by GD General Details, opens your institutions
general details for editing/update.

4. Make the necessary changes and click Validate & Save at the bottom left
corner of the form.

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5. For forms where no changes/updates will be made, just click the Edit link to
open up the form, and click Validate & Save at the bottom left corner of
the form.
6. Complete the RES Resolution form and click Validate & Save.
7. The SOP Submission of Payments form can be left blank with this activity.
Just click the Edit link to open up the form, and click Validate & Save at the
bottom left corner of the form.
8. After the entire return is completed and validated, submit the return to the
Bank of Ghana for approval. Refer to section 5.0 Submission of Returns.
9. The update request can either be Approved, Rejected (sent back to the
user to make some corrections/amendment, or Declined (the request was
not approved). In all scenarios, an email notification will be sent to the user.

12.3 Opening an Outlet

1. Create a Contact Information return. Refer to section 3.1 Creating a Return.
2. Access and complete the newly created Contact Information return in
Draft Returns. Refer to section 4.0 Draft Returns.
3. In the return, click on add icon next to the ACI Add Contact Information
folder

4. The Add Contact Information form opens up. Complete the form using the
Guide for Completing ORASS Licensing and Regulatory Transactions (LRT)
Returns. Ensure all mandatory fields are completed.
5. After completion, click Validate & Save.

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6. A folder is created with the name of the proposed outlet along with other
forms to be completed.

7. Note that you can use the same return to request approval for multiple
outlets. Just click on the add icon next to the ACI Add Contact Information
folder.

8. This opens up a new form to add a request to open another outlet.

9. Complete the form accordingly and click Validate & Save.
10. Another folder is created with the name of the additional proposed outlet
along with the forms to be completed.

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11. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.
12. After the entire return is completed and validated, submit the return to the
Bank of Ghana for approval. Refer to section 5.0 Submission of Returns.
13. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.4 Relocating an Outlet

1. Create a Contact Information return. Refer to section 3.1 Creating a Return.
2. Access and complete the newly created Contact Information return in
Draft Returns. Refer to section 4.0 Draft Returns.
3. In the return, click on add icon next to the UCI Update Contact Information
folder.

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4. The Select Contact Information form opens up.

5. From the Contact Information to Update dropdown list, select the outlet you
desire to relocate, and click Validate & Save.

6. The folder for the selected outlet opens up with extra forms to allow update.

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7. Click on the Edit link by the UCI Update Contact Information form.

8. The Update Contact Information opens up with contact details of the

selected outlet in editable mode. Make the needed changes to the name
and address of the outlet
9. Ensure you provide a brief of the update in the Additional Contact
Information text area and click Validate & Save.

10. Click on the Edit link by the CRO Closure and Relocation of Outlets form.

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11. The Closure and Relocation of Outlets form opens up. Scroll down the form
to the Relocation of Outlet section.

12. Complete the form using the Guide for Completing ORASS Licensing and
Regulatory Transactions (LRT) Returns.
13. Click Validate & Save.
14. Click the Edit link by the RD Required Documents and attach all relevant
documents.
15. Click the Add button to add allow upload of additional documents, or the
Delete button to remove an upload.
16. Click Validate & Save.

17. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.

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18. After the entire return is completed and validated, submit the return to the
Bank of Ghana for approval. Refer to section 5.0 Submission of Returns.
19. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.5 Closing an Outlet

1. Create a Contact Information return. Refer to section 3.1 Creating a Return.
2. Access and complete the newly created Contact Information return in
Draft Returns. Refer to section 4.0 Draft Returns.
3. In the return, click on add icon next to the UCI Update Contact Information
folder.

4. The Select Contact Information form opens up.

5. From the Contact Information to Update dropdown list, select the outlet you
desire to close, and click Validate & Save.

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6. The folder for the selected outlet opens up with extra forms to allow update.

7. Click on the Edit link by the UCI Update Contact Information form.

8. The Update Contact Information opens up with contact details of the

selected outlet in editable mode.
9. Change the Outlet Status to “Close”

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10. If you make any other changes, ensure you provide a brief of these
update in the Additional Contact Information text area and click Validate
& Save.
11. Click on the Edit link by the CRO Closure and Relocation of Outlets form.
12. The Closure and Relocation of Outlets form opens up.

13. Complete the form using the Guide for Completing ORASS Licensing and
Regulatory Transactions (LRT) Returns.
14. Click Validate & Save.
15. Click the Edit link by the RD Required Documents and attach all relevant
documents.
16. Click the Add button to add allow upload of additional documents, or the
Delete button to remove an upload.
17. Click Validate & Save.

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18. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.
19. After the entire return is completed and validated, submit the return to the
Bank of Ghana for approval. Refer to section 5.0 Submission of Returns.
20. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.6 Add Related Party – Shareholder

1. Create a Related Parties/Service Providers return. Refer to section 3.1
Creating a Return.
2. Access and complete the newly created Related Parties/Service Providers
return in Draft Returns. Refer to section 4.0 Draft Returns.
3. In the return, click on add icon next to the ARP Add a new Related
Party/Service Provider folder.

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4. The Add Related Party/Service Provider form opens up. Complete the form
using the Guide for Completing ORASS Licensing and Regulatory
Transactions (LRT) Returns.
5. A folder is created with the name of the proposed Related Party -
Shareholder along with other forms to be completed.

6. Note that you can use the same return to request approval for multiple
Shareholders. Just click on the add icon next to the ARP Add a new Related
Party/Service Provider folder.

7. This opens up a new form to add an approval request for another

Shareholder.
8. Complete the form accordingly and click Validate & Save.
9. Another folder is created with the name of the additional proposed
Shareholder along with the forms to be completed.

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10. Notice the number of additional forms to be completed for individual

shareholders is different from that of corporate shareholders (Legal
Entities). Individual shareholders have the EDD Enhanced Due Diligence
and PNF Personality Notes Form added. See screenshot above.
11. Click on the Edit link by the ARD Add Role Details form. The Add Role
Details form opens up.
12. From the Roles dropdown list, select Shareholder. Note that the Add
button allows you to add more roles for this same related party.
13. Complete the rest of the form using the Guide for Completing ORASS
Licensing and Regulatory Transactions (LRT) Returns and click Validate &
Save.

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14. Notice that by selecting the Shareholder role, a new form ASI Add
Shareholder Information is added.

15. Click on the Edit link by the ASI Add Shareholder Information form.
16. This opens up the Add Shareholder Information form. Complete the form
using the Guide for Completing ORASS Licensing and Regulatory
Transactions (LRT) Returns and click Validate & Save.

17. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.
18. After the entire return is completed and validated, submit the return to the
Bank of Ghana for approval. Refer to section 5.0 Submission of Returns.
19. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

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12.7 Add Related Party – Director

The steps to do this is similar to the steps in section 12.5 Add Related Party –
Shareholder.

1. Follow step 1 to step 10 in section 12.5 Add Related Party – Shareholder.

2. Click on the Edit link by the ARD Add Role Details form. The Add Role
Details form opens up.
3. From the Roles dropdown list, select Director. Note that the Add button
allows you to add more roles for this same related party.

4. Note that, you add this director or any other director as a Board
Chairman by clicking on the Add button to introduce a new row. Then
select Board Chairman as the role.
5. Complete the rest of the form using the Guide for Completing ORASS
Licensing and Regulatory Transactions (LRT) Returns and click Validate
& Save.
6. Notice that by selecting the Director role, a new form ADI Add Director
Information is added.

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7. Click on the Edit link by the ADI Add Director Information form.
8. This opens up the Add Director Information form. Complete the form
using the Guide for Completing ORASS Licensing and Regulatory
Transactions (LRT) Returns and click Validate & Save.

9. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.
10. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
11. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

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12.8 Add Related Party - Key Management Personnel

1. Follow step 1 to step 10 in section 12.5 Add Related Party – Shareholder.
2. Click on the Edit link by the ARD Add Role Details form. The Add Role
Details form opens up.
3. For Key Management Personnel, you need to select the exact role of
the staff. For instance, for a Chief Finance Officer, from the Roles
dropdown list, select Chief Finance Officer. Note that the Add button
allows you to add more roles for this same related party. For instance,
the Chief Legal Officer could also be the Board Secretary.
4. Complete the rest of the form using the Guide for Completing ORASS
Licensing and Regulatory Transactions (LRT) Returns and click Validate
& Save.

5. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.
6. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
7. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.9 Add Related Party - External Auditor

1. Follow step 1 to step 10 in section 12.5 Add Related Party – Shareholder.

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2. Click on the Edit link by the ARD Add Role Details form. The Add Role
Details form opens up.
3. From the Roles dropdown list, select External Auditor. Note that the Add
button allows you to add more roles for this same related party.
4. Complete the rest of the form using the Guide for Completing ORASS
Licensing and Regulatory Transactions (LRT) Returns and click Validate
& Save.

5. Notice that by selecting the External Auditor role, a new form AAI Add
Auditor Information is added.

6. Click on the Edit link by the AAI Add Auditor Information form.

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7. This opens up the Add Auditor Information form. Complete the form
using the Guide for Completing ORASS Licensing and Regulatory
Transactions (LRT) Returns and click Validate & Save.

8. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.
9. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
10. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.10 Add Related Party - Ultimate Beneficiary Owner

Note that only individual related parties can be set up as Ultimate
Beneficiary Owners. This means the Related Party/Service Provider

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dropdown field in the Add Related Party/Service Provider form should be

set to Individual.

Then using the ARD Add Role Details form, assign the individual related
party the Ultimate Beneficiary Owner role.

Scenario 1: If a new shareholder is an Ultimate Beneficiary Owner

1. Follow step 1 to step 10 in section 12.5 Add Related Party – Shareholder.

2. Click on the Edit link by the ARD Add Role Details form. The Add Role
Details form opens up.
3. From the Roles dropdown list, select Shareholder.
4. Click on the Add button to add another role, and select Ultimate
Beneficiary Owner as a role.
5. Complete the rest of the form using the Guide for Completing ORASS
Licensing and Regulatory Transactions (LRT) Returns and click Validate
& Save.

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6. In the Add Shareholder Information form, scroll to the extreme right

and select the ultimate beneficiary owner’s name from the Ultimate
Beneficiary Owners dropdown list. Complete the rest of the form using
the Guide for Completing ORASS Licensing and Regulatory
Transactions (LRT) Returns and click Validate & Save.

Scenario 2: Assigning an Individual as the Ultimate Beneficiary Owner of a

Corporate (Legal Entity) Shareholder.

1. As indicated above, this individual must be first of all be set up as an

Ultimate Beneficiary Owner in the system.

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2. In the legal entity’s formset, click the Edit link by the ASI Add Shareholder
Information form.
3. The Add Shareholder Information form opens up.
4. In the Add Shareholder Information form, scroll to the extreme right
and select the ultimate beneficiary owner’s name from the Ultimate
Beneficiary Owners dropdown list. Complete the rest of the form using
the Guide for Completing ORASS Licensing and Regulatory
Transactions (LRT) Returns and click Validate & Save.

12.11 Related Party – Outsourced Service Provider

To set up a legal entity as an outsourced service provider, do the following;

1. Follow step 1 to step 10 in section 12.5 Add Related Party – Shareholder.

2. Click on the Edit link by the ARD Add Role Details form. The Add Role
Details form opens up.
3. From the Roles dropdown list, select Outsourced Company.
4. Complete the rest of the form using the Guide for Completing ORASS
Licensing and Regulatory Transactions (LRT) Returns and click Validate
& Save.

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5. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.
6. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
7. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

To set up an individual as an outsourced service provider, do the following;

1. Follow step 1 to step 10 in section 12.5 Add Related Party – Shareholder.

2. Click on the Edit link by the ARD Add Role Details form. The Add Role
Details form opens up.
3. From the Roles dropdown list, select Other Similar Responsibilities.
4. The Other Similar Responsibilities (Specify) field is enabled. Enter the
exact role of this outsourced individual. For instance, “Outsourced-
Compliance Officer”.

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5. Complete the rest of the form using the Guide for Completing ORASS
Licensing and Regulatory Transactions (LRT) Returns and click Validate
& Save.
6. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.
7. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
8. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.12 Add Related Party – Liquidator

Note that only Individual related parties can be set up as Liquidators.

1. Follow step 1 to step 10 in section 12.5 Add Related Party – Shareholder.

2. Click on the Edit link by the ARD Add Role Details form. The Add Role
Details form opens up.
3. From the Roles dropdown list, select Liquidator.

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4. Complete the rest of the form using the Guide for Completing ORASS
Licensing and Regulatory Transactions (LRT) Returns and click Validate
& Save.
5. Ensure all required forms are completed accordingly, including the RES
Resolution and SOP Submission of Payments.
6. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
7. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.13 Capital Injection

12.13.1 Capital Injection by an Existing Shareholder
1. Create a Related Parties/Service Providers return. Refer to section 3.1
Creating a Return.
2. Access and complete the newly created Related Parties/Service
Providers return in Draft Returns. Refer to section 4.0 Draft Returns.
3. In the return, click on add icon next to the URP Update Related
Party/Service Provider folder.

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4. The Update Related Party/Service Provider form opens up.

5. Select the Related Party/Service Provider type (i.e. Individual or Legal
Entity).
6. Select the shareholder’s name from the Related Party/Service Provider
to update dropdown list.

7. The folder of the selected shareholder is opened for editing.

8. Click on the Edit link by the USI Update Shareholder Information form.

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9. The Update Shareholder Information form opens up.

10. Click the Add button.

11. A new row is inserted for you to enter the details of the capital injection
(new shares).

12. Complete the rest of the form using the Guide for Completing ORASS
Licensing and Regulatory Transactions (LRT) Returns and click Validate
& Save.
13. Complete the RES Resolution and SOP Submission of Payments forms.

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14. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
15. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.12.2 Capital Injection by New Shareholder

This is the same as adding a new shareholder. Refer to section 12.5 Add Related
Party – Shareholder.

12.12.3 Capital Injection through Transfer from Retained Earnings

Use the same process described in 12.13.1 Capital Injection by an Existing
Shareholder to update the shares of all existing shareholders with an equal
division of the retained earnings. For instance if there are four (4) shareholders
and the retained earnings is GHs1 million, each shareholder’s existing shares will
be updated with an addition of GHs 250,000.

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12.14 Application for Product/Service Approval

1. Create a Products/Services return. Refer to section 3.1 Creating a
Return.
2. Access and complete the newly created Products/Services return in
Draft Returns. Refer to section 4.0 Draft Returns.
3. In the return, click on the add icon next to the AP Add Product/Service
folder.

4. The Add New Product form opens up.

5. Complete the form using the Guide for Completing ORASS Licensing
and Regulatory Transactions (LRT) Returns and click Validate & Save.
6. A folder is opened with the name of the Product or Service.
7. An RD Required Documents form is shown to allow you upload required
documents in support of the request for approval for the product or
service.

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8. Complete the DN Declaration, MOU Memorandum of Understanding,

RES Resolution and SOP Submission of Payments forms all in accordance
with the Guide for Completing ORASS Licensing and Regulatory
Transactions (LRT) Returns.
9. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
10. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.15 Conversion of Reporting Institution (Upgrade/Downgrade Tier)

1. Create a Conversion of Reporting Institutions return. Refer to section 3.1
Creating a Return.

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2. Access and complete the newly created Conversion of Reporting

Institutions return in Draft Returns. Refer to section 4.0 Draft Returns.
3. Complete the CRI Conversion of Reporting Institutions, DN Declaration,
RES Resolution and SOP Submission of Payments forms all in accordance
with the Guide for Completing ORASS Licensing and Regulatory
Transactions (LRT) Returns.

4. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
5. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.16 Mergers and Acquisitions

1. Create a Mergers and Acquisitions return. Refer to section 3.1 Creating
a Return.
2. Access and complete the newly created Mergers and Acquisitions
return in Draft Returns. Refer to section 4.0 Draft Returns.

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3. Complete the MNA Mergers and Acquisitions, RD Required Documents,

DN Declaration, MOU Memorandum of Understanding, RES Resolution
and SOP Submission of Payments forms all in accordance with the
Guide for Completing ORASS Licensing and Regulatory Transactions
(LRT) Returns.

4. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
5. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.17 Issuance of Medium Term Notes (MTN)

1. Create a Medium Term Notes (MTN) return. Refer to section 3.1 Creating
a Return.
2. Access and complete the newly created Medium Term Notes (MTN)
return in Draft Returns. Refer to section 4.0 Draft Returns.
3. Complete the MTN Medium Term Notes (MTN), RD Required Documents,
DN Declaration, and RES Resolution forms all in accordance with the

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Guide for Completing ORASS Licensing and Regulatory Transactions

(LRT) Returns.

4. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
5. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.18 Voluntary Winding Up

1. The first step is to set up a Liquidator. Refer to section 12.11 Add
Related Party – Liquidator.
2. After approval of the Liquidator by Bank of Ghana, create a Voluntary
Winding Up return. Refer to section 3.1 Creating a Return.
3. Access and complete the newly created Voluntary Winding Up return in
Draft Returns. Refer to section 4.0 Draft Returns.
4. Complete the VWU Voluntary Winding Up, RD Required Documents, DN
Declaration, and RES Resolution forms all in accordance with the Guide

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for Completing ORASS Licensing and Regulatory Transactions (LRT)

Returns.

5. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
6. The request can either be Approved, Rejected (sent back to the user to
make some corrections/amendment, or Declined (the request was not
approved). In all scenarios, an email notification will be sent to the user.

12.19 Submit Additional Information in Support of any Submitted Return

1. Create an Additional Notes return. Refer to section 3.1 Creating a
Return.
2. Access and complete the newly created Additional Notes return in Draft
Returns. Refer to section 4.0 Draft Returns.
3. Complete the AN Additional Notes form in accordance with the Guide
for Completing ORASS Licensing and Regulatory Transactions (LRT)
Returns.

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4. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
5. The submission can either be Approved, Rejected (sent back to the user
to make some corrections/amendment, or Declined (the request was
not approved). In all scenarios, an email notification will be sent to the
user.

12.20 Submission of Payments

1. Create a Submission of Payments return. Refer to section 3.1 Creating a
Return.
2. Access and complete the newly created Submission of Payments return
in Draft Returns. Refer to section 4.0 Draft Returns.
3. Complete the SOP Submission of Payments form in accordance with the
Guide for Completing ORASS Licensing and Regulatory Transactions
(LRT) Returns.

4. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.

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5. The submission can either be Approved, Rejected (sent back to the user
to make some corrections/amendment, or Declined (the request was
not approved). In all scenarios, an email notification will be sent to the
user.

12.21 Upload Supporting Documents for Financial Market Transactions

This section captures upload of documents in respect of Asymmetric
Corridor for Repo Transactions, Externalization Request, Equity
Confirmation, FX Forward Rate Auction and any other financial markets
transactions.

1. Create an Ad Hoc Submission return. Refer to section 3.1 Creating a

Return.
2. Access and complete the newly created Ad Hoc Submission return in
Draft Returns. Refer to section 4.0 Draft Returns.
3. Complete the AHSF Ad Hoc Submission Form form in accordance with
the Guide for Completing ORASS Licensing and Regulatory Transactions
(LRT) Returns.

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4. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
5. The submission can either be Approved, Rejected (sent back to the user
to make some corrections/amendment, or Declined (the request was
not approved). In all scenarios, an email notification will be sent to the
user.

12.22 Update Fiscal Year

This section captures how an institution can update/change its fiscal year.
Please note that this functionality is available but does not currently apply
to Bank of Ghana regulated institutions.

1. Create a Fiscal Year End return. Refer to section 3.1 Creating a Return.
2. Access and complete the newly created Fiscal Year End return in Draft
Returns. Refer to section 4.0 Draft Returns.
3. Complete the FYE Fiscal Year End form in accordance with the Guide
for Completing ORASS Licensing and Regulatory Transactions (LRT)
Returns.

4. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.

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5. The submission can either be Approved, Rejected (sent back to the user
to make some corrections/amendment, or Declined (the request was
not approved). In all scenarios, an email notification will be sent to the
user.

12.23 Ad Hoc Submissions

For all other ad hoc submissions, do the following;

1. Create an Ad Hoc Submission return. Refer to section 3.1 Creating a

Return. Ensure the return name is descriptive of the ad hoc submission.
For example “Ad hoc Submission – Board Extract”
2. Access and complete the newly created Ad Hoc Submission return in
Draft Returns. Refer to section 4.0 Draft Returns.
3. Click on the Edit link by the AHSF Ad Hoc Submission Form form.

4. The Ad Hoc Submission form opens up.

5. In the Submission Type dropdown list, select “Other (Please Specify)”,
then enter the specific name in the If Other, Please Specify text field.

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6. Complete the rest of the form in accordance with the Guide for
Completing ORASS Licensing and Regulatory Transactions (LRT) Returns.
7. After the entire return is completed and validated, submit the return to
the Bank of Ghana for approval. Refer to section 5.0 Submission of
Returns.
8. The submission can either be Approved, Rejected (sent back to the user
to make some corrections/amendment, or Declined (the request was
not approved). In all scenarios, an email notification will be sent to the
user.

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13.0 Definition of Key Terms

Licensing Portal Principal User – This user role is assigned to an individual
who represent the main user for the reporting institution. This user has full
access to the functionalities in the Portal.

Licensing Portal Secondary User – This user role is assigned to an individual

who represent the secondary user of the reporting institution. This user has
limited access to the functionalities in the Portal. This user cannot submit
returns and cannot manage other users.

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