1.           To be read first

 

1.1.         Cultural heritage electronic service information system (further in text CHESIS) function

 

The key functions of CHESIS:

    to accept the data and documents, submitted by natural persons and by natural persons, authorized by legal entities;

    to provide information, related with e-services ;

    to issue the documents, related with protection of immovable cultural heritage and  movable cultural properties;

    to accept notices, submitted by natural and legal entities remotely, about possible violations in the field of protection of immovable cultural heritage and movable cultural properties;

    to provide data about protection of immovable cultural heritage and movable cultural properties.

 

1.2.         Purpose of this manual

 

This document is dedicated for natural and legal persons, wishing to receive information about services, provided by Department of Cultural Heritage.

This User Manual advises readers how to use the Cultural Heritage E-Services Information System, hereinafter referred to as CHESIS. The document includes the instructions on how to use specific functions to perform tasks, required for implementation of activity goals.  

 

 

1.3.         Conventions

 

The following conventions are used, in order the document would be read and understood easier:

              Button and link names. Button and links are given in square brackets, for example: click [Login].

              Enter. For the purposes of this Manual, it means that you can record information by using the keyboard.

              Field names. The concept of field is used for display areas, where information is entered. Field names in this Manual are the same as are seen on the screen.

              Entered symbols. Information, entered with keyboard, is presented as it is shown in example: enter ‘Bad format: Telephone’ in the reason for document rejection.

 

2.           General principles of work with CHESIS

2.1.         Home page

 

Going to www.KPEPIS.lt or www.KPEPIS.eu, the home page of Cultural Heritage E-Services Information System (CHESIS) (see Fig. 1). There are several functional ones for convenient system usage. The home page consists of menu items, associated with certain actions. Specific menu is selected by clicking on it.

 

Fig. 1 Home page of CHESIS

If user authorization is not performed, all information in CHESIS is publicly available.

There is login and account creation menu in the upper part of the page, see Fig. 2 . Please select the desired function by clicking the button [Login] or [Create new account]. More information on how to use these functions can be found it Chapter 3.

Fig. 2 Login and account creation menu

 

Menu items for portal settings and search for information are in auxiliary toolbar (see Fig. 3 ). The purpose of each button:  

 -  buttons to switch the language;

 - possibility to send e-mail;

 - information for disabled persons;

 - site structure;

 

 

Menu on the left:  for management of applications, for receiving information about CHESIS usage, for viewing the published news, see  Fig. 4.

Fig. 4 Service management menu

The field of CHESIS services includes menu items to receive the provided services, see  Fig. 5.

 

Fig. 5 Services provided by CHESIS

Contact data of service provider are given in the bottom of the window, see  Fig. 6.

Fig. 6 Department of Cultural Heritage under the Ministry of Culture contacts

3.           User authentication

3.1.        Account creation

In order to create CHESIS account, click the button [Create new account], see  Fig. 2.

 

Fig. 7 Form of account creation

In the opened form of account creation, select the type of person [Individual person] or [Legal person], by clicking on the appropriate option, see  Fig. 7. Then, the form must be filled with personal information:

    Name;

    Surname;

    Personal code;

    Date of birth;

    E-mail;

    Tel. no.;

    Country;

    Region;

    City;

    Street;

    Postal code.

After filling all data, click the button [Create account]. User data are sent to CHESIS system administrator, where they are verified and confirmed. E-mail with login data is sent to user after account confirmation.

 

3.2.        System login

 

For user convenience, there is possibility to login to CHESIS system in two ways: through E-government gateway or by using login data, see  Fig. 8.

With login data available (they are given by CHESIS administrator after creating an account as it was mentioned in Chapter 3.1, user login takes place in the field “Login by user name”, by entering e-mail address and clicking [Login]. In case you forget your password, please click on the link [Forgot password].

Fig. 8 User login menu

The user with appropriate measures can login to CHESIS through E-government gateway by clicking [E government]. The login page of E-government gateway is opened, see Fig. 9, the way of login is selected by user by taking into account the available login measures. Upon successful login, a user is taken back to CHESIS system, where it is required to fill the account form with additional information. Upon entering information, click [Create new account].

Fig. 9 Login through E-government gateway

3.3.        Account information editing

 

In order to edit personal information, i.e., change password or contact information, click the button [My account],see Fig. 10.

 

Fig. 10 Account editing button

The opened form (see  Fig. 11)  includes personal data and password change fields. After editing information, it is necessary to click [Save]. Greyed out data cannot be edited.  

  

Fig. 11 Personal data form

 

4.           Filling applications

In order to submit application for services of Department of Cultural Heritage under the Ministry of Culture, a user must click on the button of appropriate service of the service menu (see Fig. 5), e.g., [Conclusion of agreements for protection of immovable cultural heritage objects, and compensations] (see Fig. 12). By moving the mouse cursor, this menu item is highlighted in orange.

 

Fig. 12 Item of service menu

After clicking, sub-menu, see Fig. 13, with application forms is opened. In order to open the form, click on the link, e.g.: [Application for compensation of expenses of maintenance cultural heritage protection works in private property (Compensations for expenses of maintenance cultural heritage protection works in publicly accessible, state protected immovable cultural heritage properties) ], and the button [Create new application], see Fig. 13.

 

Fig. 13 Application forms

Application information must be filled in the opened form, see Fig. 14, Fig. 15, Fig. 16.

 

Fig. 14 Application filling form (1)

Fig. 15 Application filling form (2)

Fig. 16 Application filling form (3)

Application is filled with appropriate information by taking into account the fields and explanations below.

In order to add more rows, click [Add new subject], in order to remove rows, click [Delete subject].          

In order to attach a document, click [Choose file]. Accepted formats: doc, pdf, odf, jpg.

After filling the required information, click [Save]; if you have not been notified about the missing information, click [Submit].

 

5.Application tracking

User can  track his applications for services and the related information and documents in CHESIS system. In order to fill new application, please click [New application] on left menu on left menu (see  ). The list of services is proposed to user. Further actions were described in Chapter 4.

Fig. 17 Menu of management of applications for services

Menu item “Fill out applications” provides the possibility to see all submitted applications.  

Menu item “Executed applications” provides the possibility to receive data, related with provided service and progress of service provision.  

In menu group "Fill out applications" you can see all of the requests. Pressing [Fill out applications] (see. Fig. 17) opens a list of documents whose status is "New", i.e, the request is forwarded to the Cultural Heritage Department, however, has not yet been submitted by user, see. Fig. 18. To view or make changes to the document, click [Open] next to the appropriate record. Every adjustment has to be saved and submitted. All activities have been described in Chapter 4.

 

 Fig. 18 List of Filled out applications

 

In menu item " Executed Applications " service receiver can obtain information related to the ongoing service and service execution state . Pressing [ Ongoing requests ] ( see . Fig . 17) opens a list of requests , the execution of which is initiated , as well as the application entry is the ability to see with the request in the related document , see . Fig. 19. In order to review their application under pressure [ Open ] to view related document is extracted [ +] button

Fig. 19 Executed applications

In menu item "Completed applications"service receiver can obtain information related to the submitted application. To view these  applications press [Completed applications] menu item , see . Fig. 17. In the open window is visible related documents list, see Fig. 20. To view the data of the application press [Open] button. To expand the list of documents related press [+] button

Fig. 20. Completed applications