"TCS Foreign Training Application" Online platform - User Manual

1. Introduction

1.1. What is "TCS Foreign Training Application" online platform?

This is an application, which can be used by Sri Lankan postgraduate trainee doctors, who

apply for overseas training. It facilitates applicants to communicate with relevant officials

electronically. In addition to that, many of the steps of foreign training application process can

be carried out through this software without visiting the ministry of health, Colombo.

1.2 Why is it important?

1. Currently, the doctors who apply for overseas trainings have to visit the Ministry of

Health, Colombo for each and every step of the overseas training application process,

which is highly time consuming. Using this software, they can complete the process

with very limited number of visits to the Ministry.

2. It is easier to communicate with relevant officials through this software

3. It is a simple and user friendly software

1.3 What important things you have to keep in mind when using this software

➢ You have to access this only using a Laptop or Desktop computer. Do not use Tablets

or smart phones for this purpose

➢ Recommended web browser is "Google Chrome"

➢ Only PDF documents should be uploaded

➢ When submitting documents, should submit as single documents (You can scan the

document (use your smart phone to do the scanning) and make it a single document.

Then convert it in to a PDF file and upload to the system).

➢ You can upload up to 2MB sized documents only

➢ At the end of each step of the application process, applicant gets an email regarding

the status of that particular step.

2. The process of application through the online platform

Figure 01: Online application process

Applicant TCS staff

Login to the system

Upload the approval letter from the board of study

Download affidavits and request letter to get approval for guarantors

Upload the foreign leave application (FLA)

Upload signed affidavits and request letter to get approval for

guarantors

Send FLA

for the

approval

Upload

bills and

requests

Download

letter to

Attorney

General

Download

the letter

to Visa

office

Getting

investigati

on branch

clearance

Download

the bond

Send bills

to

Accounts

branch

Upload

AG's

clearance

letter

Upload

copy of

the visa

Upload

the air

ticket/quo

tation

Upload

the signed

bond

Uploading the final letter and agreement

2.1. How to log in to the software?

You can go to the landing page of the "TCS Foreign Training Application" online platform

through www.foreigntraining.lk. The landing page is as follows.

Figure 2: Landing page of the "TCS Foreign Training Application" online platform

Then you should register to the system by clicking "Log in" icon at the right upper corner.

Figure 03: Registration to the system

2.2 Initiation of the application process

Once you fill required details for the registration, relevant officials at the TCS will check it

and accept. Until they accept it, you can't move forward. You can continue with rest of the

application process only after they accept it. After you completed the registration, that

particular step will change in to green colour and next step of the application process will

appear in dark brown colour as shown in Figure 03.

Figure 04: Process of overseas application trough the online platform

Completed step

Next step

After the registration, you can log in to the platform only by using your E mail and password,

which you have used for the registration. If you forget your password, you can reset it by

following given instructions (Figure 04).

Figure 05: Login to the system after the registration

After uploading the relevant document, TCS staff should go through it and accept. Until it is

accepted, that step will appear in dark yellow colour (Figure 05).

Figure 06: Just after uploading the approval letter of board of study (Awaiting to be

accepted by TCS staff)

Awaiting to be

accepted by the

TCS staff

Click this button to reset your

password

If the uploaded document is rejected by the TCS staff, a message will appear in the applicants

view (Figure 06). Applicant can open that message and should do the corrections according to

the advices given in it. After that, you should upload the corrected document to the system

again.

Figure 07: After rejecting an uploaded document

2.3 Downloading documents from the online platform

In some steps, applicants have to download relevant documents (eg; Affidavits, clearance

request letter to attorneys general, letter to visa office and bond). After downloading the

document, you have to click the "Mark as Done" button in that page, in order to move

forward (Figure 6).

Figure 8: "Mark As Done" button

Message

received once a

document is

rejected

Mark as done button

After uploading signed affidavits and request letter to get approval for guarantors, you will be

directed to the next step of the application process, where you can see six parallel sub

processes (Figure 07). You can start with any of those sub processes since there is no any

order to follow.

Figure 09: Six parallel sub processes

2.4. Signing agreement and issuing the final letter

After completion of all those steps, TCS branch will upload the agreement and final letter to

the system. Applicant should visit the TCS branch to sign the agreement and get the original

copy of final letter.

No order of

following these

sub processes