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Block Visa Management and Allocation System International on boarding for Saudi Arabia (KSA)
www.vurke.com 0
Block Visa Management and Allocation System
International on
boarding for
Saudi Arabia (KSA)
www.vurke.com 1
OVERVIEW International on boarding for Saudi Arabia (KSA)
Teamvurke Block Visa Management (BVM) is an international on-boarding solution that allows organizations to
manage their visa pool and process candidates who are being hired on visas to work in Saudi Arabia (KSA). BVM has been created specifically for Saudi Arabia (KSA) to comply with Ministry of Labor rules and regulations
including Block Visa Numbers, Enjaz Authorizations, Visa Swapping, Refunds, International Recruitment Agencies,
Local Medicals and more.
BVM enables organizations to manage very large amounts of candidate and visa data including documents in a
completely secure cloud based environment. BVM creates a true collaborative experience allowing HR, Visa
Managers and Recruitment Agencies to process candidates using industry best practices and access up to date
accurate reports that are available at the click of a button. True collaborative environment BVM has separate tailor made interfaces for HR Personnel, Visa Managers and Recruitment Agencies that give access
to data that is only relevant to the specific user.
HR Personnel or Recruiters send requests to the Visa Managers to assign visas and enjaz numbers to candidates.
They are updated throughout the process through email alerts and can track any candidate through the user friendly
interfaces. HR Personnel or Recruiters can also act on behalf of the Recruitment Agencies by updating BVM on a
candidate’s local medical results or specifying that the candidate has completed local formalities.
The Visa Managers have complete control over the system and manage the visa pool and process requests from the
HR Personnel or Recruiters.
Recruitment Agencies can access and stay updated with respect to candidates that they are responsible for. They
update BVM regarding their candidate’s local medical and endorse the candidate when they clear all local formalities
such as visa stamping.
Architecture, Warranty, Support and Maintenance As BVM is cloud based there is no need for extra hardware or servers to be implemented, no need for
implementation services, no need for extra IT staff and system administrators. A PC with a web browser and an
internet connection is all that is required to access Teamvurke’s secure servers.
Research, Customer Feedback and Innovation are a prime focus at Teamvurke and as a result new features are
always being added to enhance BVM using the latest technologies that result in increased productivity, convenience,
security, accuracy and efficiency for BVM users.
There is no separate license fee for upgrades and you stay on the latest version at all times, just like all the other
organizations using BVM.
Teamvurke has a dedicated 24/7 helpdesk where every issue is tracked and resolved in minimal time frames.
You do not have to bear any additional cost for backups, server administration and maintenance. Let Teamvurke
worry about the technology part while you concentrate on your core business.
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Every user has access to extensive documentation in the shape of user manuals that explain the use of the system
that does not require any technical knowledge.
Scalable, Dynamic and Flexible BVM can be completely customized to suit any organization’s need. The Visa Managers are the System
Administrators and can create and edit their own Visa Titles, Sponsors, Kiyans, Divisions, Visa Swapping Rules,
Employee Grades and Users.
Teamvurke realizes that we do not live in a perfect world and that is why BVM allows the Visa Managers to distribute
visas to sub companies that may be non-compliant or do not exist. Visa Managers can restrict HR personnel or
Recruiters who initiate the requests to create requests that follow the rules but keep the flexibility at their end in
case of unforeseen scenarios.
Visa Managers can also extend expiry dates of visas and edit the visas that were previously uploaded.
BVM is truly global and caters to rules for multiple countries, Recruiters or HR personnel can specify for each
candidate if they require a visa number only for local medical or a visa number and enjaz authorization both. BVM
has different flows and notifications for both requests and controls user input, rejection, editing and explanations in
e-mail notifications for both flows.
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FEATURE RICH
Updates, Alerts and Notifications BVM keeps all its users updated on the candidates being processed via email notifications. Relevant HR personnel,
visa managers and recruitment agencies are updated when requests are initiated, visas are allocated, candidates
clear or fail medical, enjaz is authorized, candidates are endorsed and when candidates are rejected.
The Visa Managers also get alerts if new requests are pending, candidates are allocated visas and not moving forward,
candidates are authorized and not moving forward and candidates are endorsed but never joined office.
Visa Allocation BVM has been designed to make visa allocation easy as per the organizations and KSA’s Ministry of Labor’s rules.
BVM has the ability to search massive visa pools and displays the optimum visas that can be allocated to a specific
request based on sponsor, kiyan, nationality, visa title and dates at lightning speeds to save on costs, time and
resources.
Document Repository Users can store Enjaz documents online in multiple formats that are available for download to users who are
associated with those candidates. Teamvurke also maintains a backup of all BVM data online and offline ensuring
availability at all times.
User Management Visa Managers have access to complete user management allowing them to create multiple accounts for HR
personnel and Recruitment Agencies. Recruitment Agencies can be added as organizations who become available
instantly for use and have access only to the candidates they are providing, Visa Managers can add multiple users to
a single Recruitment Agency and can always disable, edit and add new organizations and users.
Industry Best Practices BVM incorporates industry best practices for managing Saudi Arabian (KSA) Block Visa’s, Enjaz Authorizations and
candidate onboarding requests. BVM caters to the entire life cycle of a visa from its initial stage to expiry when it is
eventually archived with reports that are a result of extensive domain knowledge in the KSA Recruitment and HR
industry.
Accuracy BVM incorporates validation checks at every stage off data entry ensuring data integrity to produce accurate reports
that give a true picture of the organization’s visa pool and the candidates at each stage in the on boarding process
allowing for effective planning at the least cost and better decision making.
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Security Users access Teamvurke via the Internet protected by Secure Socket Layer version 3 (SSL v3) or Transport Layer
Security (TLS). This secures network traffic from passive eavesdropping, active tampering, or forgery of messages.
Vurke has also implemented proactive security procedures such as perimeter defense and network intrusion
prevention systems. Vulnerability assessments and penetration testing of the Vurke network infrastructure are also
evaluated and conducted on a regular basis. Besides this Teamvurke also covers database security, network security
and physical and operational security, for details please see our security document.
Compliance Teamvurke is always updated on the Ministry of Labor’s requirements, regulations and processes and updates BVM
to ensure that every organization using Teamvurke BVM does not run into compliance issues.
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BENEFITS
Increase Accuracy BVM controls the data being entered into the system through validation checks ensuring the integrity of the data,
visas are assigned as per the rules defined, non-compliant entries are always highlighted to administrators and visas
are expired automatically to ensure that you get the correct counts at all times.
Increase Productivity and Efficiency BVM increases the productivity of an on boarding through automated email alerts, sort orders on interfaces,
graphical representations on user dashboard and notifications that highlight where delays are taking place.
Lower Costs BVM saves costs by showing the Visa Managers the visas that are in their 11th month of expiry so that they use them
or get a refund from the Ministry of Labor. BVM allows Visa Managers to define Visa Swapping rules that allow for
allocating a certain visa title to be used for another visa title saving on costs for obtaining new visas. BVM reports
and features enable Visa Managers to plan, distribute and allocate the right visas to the right candidates and divisions
resulting in lower overhead cost.
Get results fast BVM allows its users to generate customizable reports in real time at the click of a button. As all users are accessing
a single central database all reports are always up to date.
Made for Saudi Arabia (KSA) BVM has been developed specifically for organizations with operations in Saudi Arabia (KSA) and helps you in
complying with the Ministry of Labor’s requirements, regulations and processes.
Always updated Teamvurke tracks changes in the Ministry of Labor’s rules and regulations and updates BVM to ensure that all
organizations using BVM do not run into compliance issues. Teamvurke also works constantly to improve BVM’s
usability, security, performance and new features that increase productivity and efficiency for BVM users.
Teamvurke does not have any complex license renewal or upgrade plans.
Secure Teamvurke ensures physical, operational, database and network security using the latest technologies with proven
market leaders. For details please check out our security document.
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Industry Best Practices BVM incorporates industry best practices for managing Saudi Arabian (KSA) Block Visa’s, Enjaz Authorizations and
candidate onboarding requests. BVM caters to the entire life cycle of a visa from its initial stage to expiry when it is
eventually archived with reports that are a result of extensive domain knowledge in the KSA Recruitment and HR
industry.
Lower IT costs Save on additional costs for servers, administrators and 3rd party license fee. BVM is completely cloud based and can
be accessed using an internet connection from anywhere in the world. Teamvurke manages the servers, ensures
security, implements updates and provides support
No technical knowledge required BVM is documented extensively and can be easily managed and customized by a non-technical user. All fields are
dynamic and can be enabled, disabled and relabeled easily to comply with the changing environment we all exist in.
Dedicated Support Teamvurke has a dedicated helpdesk and support staff for BVM that is available 24/7 ensuring that all issues are
tracked and resolved in minimal time frames.
Manage Large Data BVM supports uploading through spreadsheets and has queries that have been optimized to work with large sets of
data and fetch results in the shortest time frames. Teamvurke employs state of the art servers and technology
experts at the top of their profession to ensure optimal performance for all users.
True Collaborative Environment BVM has multiple roles for Recruiters, Visa Managers and Recruitment Agencies with views of data relevant to each
role, user and organization. All users access a central database ensuring that everyone sees the latest data at all
times.
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Recruiters / HR entercandidate details and
initiate request
Visa Managers allocate a visa Recruitment Agencyupdates local medical
Visa Manager allocatesenjaz
Visa Manager rejectscandidate
Candidate appears forlocal medical
Candidate appliesfor visa stamping
Recruitment Agencyendorses candidate
Visa Manager markscandidate joining date
Failed
Pass
Not Endorsed
1 2 3 4 4A
Endorsed
4B 5
6
6A
6B
HIGH LEVEL FLOW
Recruiters
1. Initiate visa request 2. View candidate details 3. Update local medical results 4. Update visa stamping results 5. Mark candidates as processed locally 6. Enter comments against candidates
Visa Team
1. Manage visa pool 2. Allocate visas and enjaz 3. Mark candidates joining dates 4. Reject candidates 5. Access reports 6. User management
Recruitment Agency
1. View candidate details 2. Access enjaz documents 3. Update local medical results 4. Update visa stamping results 5. Mark candidates as processed locally 6. Enter comments against candidates
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SCREENS
Visa Team Dashboard
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Visa Pool Management
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Dynamic Organization Structures
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Dynamic Visa Swapping Rules
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Dynamic Visa Titles
HR initiating visa allocation requests
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Advanced Search
Requests pending Allocation
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Allocating visas
Assigning Enjaz
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Adding new Visas via Form
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Managing Recruitment Agencies
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User Management
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Visas eligible for cancellation
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Block Visa Report
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Division wise Report
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SECURITY
Physical & Operational Security Teamvurke’s Customers are responsible for complying with local, state, national, and foreign laws, including those
related to data privacy and transmission of personal data, even when a service provider holds their data. Teamvurke
maintains a formal and comprehensive security program designed to ensure the security and integrity of customer
data, protect against security threats or data breaches, and prevent unauthorized access to the data of its customers.
Teamvurke’s dedicated servers are hosted with SoftLayer® – an IBM company. SoftLayer has developed and uses
SecurityLayer®, a unique approach to security that provides multiple, overlapping tiers of protection for the
SoftLayer infrastructure. SecurityLayer surrounds Teamvurke’s environment with layer upon layer of defenses—both
hardware- and software-based—to avoid, repel, or withstand any threat. Through SoftLayer’s best-in-class
operational procedures and partnerships with industry-leading security technology providers, SecurityLayer
portfolio of security provisions and options that maximize Teamvurke’s uptime, protect private information, and
significantly mitigate business risk.
Overlapping Layers of Protection SecurityLayer monitors every facet of the infrastructure and operations. Unique,
Highly-Secure Network Design, SoftLayer’s revolutionary Network-Within-a-Network topology provides true out-of-
band management for full remote access with no exposure to external threats.
Every SoftLayer data center is fully audited based on SSAE 16 reporting on controls to meet industry-recognized
requirements for security—no exceptions.
Data Center and Server Room Measures • Data centers located only in facilities with controlled access and 24-hour security
• No server room doors are public-facing
• Server rooms are staffed 24/7
• Un-marked entry and exit doors
• Digital security video surveillance
• Biometric security systems
• Server room access strictly limited to SoftLayer employees and escorted contractors or visitors
• Barcode-only identification on hardware; no customer markings of any type on the servers themselves
Operational Measures • Engineers and technicians trained on internal industry standard policies and procedures and audited yearly
• Geographic redundancy for all core systems for disaster recovery and business continuity
• 2-factor authentication for Customer Portal access adds greater server security
• All data removed from re-provisioned machines with drive wipe software approved by the Department of
Defens
• Ongoing PCI DSS compliance; currently undergoing Level 1 Audit
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• Current SSAE 16 SOC1 report, with no exceptions noted
Network Security SoftLayer’s innovative network architecture and commitment to using the most advanced hardware technologies
dramatically minimizes the data centers’ and server exposure to outside threats. The network integrates three
distinct and redundant network architectures into the industry’s first Network-Within-a-Network topology. Systems
are fully accessible to your administrative personnel but safely off-limits to others.
The SoftLayer Network-Within-a-Network • Public Network handles public traffic to hosted websites or online resources
• Private Network allows for true out-of-band management through a distinct stand-alone third carrier over
SSL, PPTP, or IPSEC VPN gateways
• Data Center to Data Center Network provides free, secure connectivity between servers housed in separate
SoftLayer facilities
System, Application & Data Security • Latest operating system security patches and upgrades
• McAfee® Virus Scan and Host Intrusion Servers. These systems combine anti-virus, anti-spyware, firewall,
and intrusion prevention technologies to stop and remove malicious software.
• McAfee Windows VirusScan Anti-Virus delivers always-on, realtime anti-virus protection for Windows
environments to monitor for potential attacks.
• McAfee Host Intrusion Protection with Reporting Full white-listing and black-listing monitoring of
applications.
• Dedicated Hardware Firewalls for the highest assurance of uptime.
Encryption of Data in Transit Users access Teamvurke via the Internet protected by Secure Socket Layer version 3 (SSL v3) or Transport Layer
Security (TLS). This secures network traffic from passive eavesdropping, active tampering, or forgery of messages.
Teamvurke has also implemented proactive security procedures such as perimeter defense and network intrusion
prevention systems. Vulnerability assessments and penetration testing of the Teamvurke network infrastructure are
also evaluated and conducted on a regular basis.
Data Backups Teamvurke’s master production database is replicated in real-time to a slave database maintained at an offsite data
center. A full backup is taken from this slave database each day and stored at the offsite data center facility.
Teamvurke’s database backup policy requires database backups and transaction logs to be implemented so that a
database may be recovered with the loss of as few committed transactions as is commercially practicable.
Transaction logs are retained until there are two backups of the data after the last entry in the transaction log.
Database backups of systems that implement interfaces must be available as long as necessary to support the
interfacing systems. This period will vary by system. Backups of the database and transaction logs are encrypted for
any database which contains customer data.
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Database Security Teamvurke encrypts sensitive attributes of customer data within the application before it is stored in the database.
This is a fundamental design characteristic of the Teamvurke technology. Teamvurke relies on the Advanced
Encryption Standard (AES) algorithm with a key size of 128-bits.
Users access Teamvurke via the Internet protected by Secure Socket Layer version 3 (SSL v3) or Transport Layer
Security (TLS). This secures network traffic from passive eavesdropping, active tampering, or forgery of messages.
Teamvurke has also implemented proactive security procedures such as perimeter defense and network intrusion
prevention systems. Vulnerability assessments and penetration testing of the Teamvurke network infrastructure are
also evaluated and conducted on a regular basis.
Data Backups Teamvurke’s master production database is replicated in real-time to a slave database maintained at an offsite data
center. A full backup is taken from this slave database each day and stored at the offsite data center facility.
Teamvurke’s database backup policy requires database backups and transaction logs to be implemented so that a
database may be recovered with the loss of as few committed transactions as is commercially practicable.
Transaction logs are retained until there are two backups of the data after the last entry in the transaction log.
Database backups of systems that implement interfaces must be available as long as necessary to support the
interfacing systems. This period will vary by system. Backups of the database and transaction logs are encrypted for
any database which contains customer data.
Database Security Teamvurke encrypts sensitive attributes of customer data within the application before it is stored in the database.
This is a fundamental design characteristic of the Teamvurke technology. Teamvurke relies on the Advanced
Encryption Standard (AES) algorithm with a key size of 128-bits.
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CONTACT
Teamvurke is a project of Vurke Inc.
501 Silverside Rd, Suite 105, #3243
Wilmington, DE 19809, USA
+1 302 6130555
www.vurke.com
