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Question

I need some of my employees to get MSICs, how do I start their applications?

Answer

To start the process for each of your employees, you will need to register their application details on our website to generate a username and password for each employee.

Follow the instructions below:

1. Prepare the spreadsheet: There is an attached Excel spreadsheet (MSIC_Format_Sheet.xls) with the correct formatting which you will need to add your employee's details then upload it into the MSIC website. 

Click the link above to open the file and save it to your computer with the file name as your company name, for example if your company is known as “The Acme Trucking and Cartage Co.” then the file name should be ACME_MSIC.xls

Remove the dummy data in the spreadsheet and enter your employee's information using the table below as a guideline. Once done, save the file.

 

Field NameMandatory / OptionalDescription

FirstName

Mandatory

First name of the applicant

MiddleName

Optional

Middle name of the applicant

LastName

Mandatory

Last name of the applicant

EmployeeId

Optional

This could be an ID from any system that helps the company identify an employee, contractor or truck driver.

CardHolderCategory

Mandatory

Category Id will be defined in the MSIC application. Numeric category ID should be identified as follows:

 

CardHolderID

1

3

4

6

 

 

Cardholder Category

Employee – Hutchison, AAT, Patrick or DP World only

Contractor

Carrier

Other – Union, Trade or Gov’t representative.

HomeSite

Mandatory

Home site refers to the Patrick, DP World, AAT, Qube, Hutchison and VICT sites and does not relate to any other company. Your homesite code will be provided to you upon creation of your account, if you are not sure what it is, please contact the helpdesk.

For other companies, please use “OTHER” as your home site.

RequiresInduction

Mandatory

If the applicant needs to access any Patrick, DPW, AAT or Hutchison stevedore sites, please enter ‘Yes’ into this column. If the applicant doesn't need access to any Patrick, DPW, AAT or Hutchison stevedore sites, please enter ‘No’.

CardType

Mandatory

Acceptable types are: MSIC Combined (M), Access Card (A) & MSIC Only (S).

  • MSIC Combined (M) is for applicants who require security clearance as well as swipe access into any Patrick, DPW, AAT or Hutchison stevedore site.
  • Access card (A) is when your applicants already hold MSIC issued by another issuing body and want to have access to any Patrick, DPW, AAT or Hutchison stevedore site.
  • MSIC Only (S) is for applicants who do not require swipe access into any Patrick, DPW, AAT or Hutchison stevedore site.

CostPaidBy

Mandatory

If the applicant pays the cost himself, then the value will be YES. The applicant then has to pay at the Post Office when delivering the forms.  If your company is paying the application cost it is NO.  You’ll have to pay for the application.

HasLastNameOptional

By default an applicant should have a last name and this can be specified by either putting YES or leaving the cell blank.

If the applicant does not have a last name then the value should be NO.


Here is an example of a completed spreadsheet:

My employees' names are John Smith and Jane Doe who are both truck drivers.

John needs an MSIC and Jane already has an MSIC issued by Fremantle Ports so she needs an Access Card.

The company will be paying for both their applications.


2. Upload the spreadsheet: Login to the MSIC website with your username and password and go to the 'Upload List' screen. Click the 'Browse' button to search for the file you saved in step 1, click on the file then click 'Open' to select it. Once you have selected it, click on the 'Upload File' button so the system can process it. 



3. Check that the applicants have been uploaded successfully: The MSIC application checks for duplicate data and either accepts or rejects each applicant in the list uploaded by the Company Admin.  This status is presented to you as a file available for download as a Microsoft Excel spreadsheet (.xls). The file you download will be similar to the one you've uploaded, with the addition of the word STATUS in the filename to now read YOURCOMPANYNAME_MSICSTATUS.xls. For example if your file that you uploaded was named ACME_MSIC.xls, then the file you download will be ACME_MSICSTATUS.xls. Every file uploaded to the system will have a status file. Click the 'Refresh Page' button to view the status file:

 

Click on the file name to open it and be guided by the below table and sample:

Field Name

Mandatory / Optional

Description

FirstName

Mandatory

First name of the applicant

MiddleName

Optional

Middle name of the applicant

LastName

Mandatory

Last name of the applicant

EmployeeId

Optional

This is the ID received from the company in the Initial Upload file.

Accept_Reject

Mandatory

A - Accepted or R - Rejected.
Application for a specific employee may be rejected if the same details already exists in our database (duplicates will be checked. There could be a person with the same FirstName and LastName working for 2 companies but in this case their EmployeeId will be different). Applications may also be rejected if insufficient information is provided for a specific employee i.e. the LastName is empty.

Reject_Reason

Mandatory

  • InCorrect HomeSite – Must be “OTHER” (This is for companies other than Stevedores)
  • Invalid Employee Category - Must be 1,3,4 or 6
  • EmployeeCategory should be Numeric
  • FirstName cannot be Blank
  • LastName cannot be Blank
  • RequireInduction cannot be blank
  • InCorrect Induction It Should be Yes Or No
  • CardType cannot be blank
  • CardType Should Be M, A or S
  • CostPaidBy cannot be blank
  • Applicant has been uploaded - This means that the applicant is already in the MSIC system, not necessarily uploaded by you. Try including the middle name and if it still doesnt work, contact the helpdesk.

LoginId

Mandatory

MSIC application generated login id. You need to distribute these user names and passwords to each of the applicants, so that they can login to the website and update their individual profile and complete the required courses & tests.

Password

Mandatory

MSIC application generated password.

 

Here is an example of a successful status file:

Both my employees were uploaded successfully and I can now give them their usernames and passwords so they can login to start their applications

 

HasLastName