The eP2P Application

The eP2P
Application
Demystifying Human Resource Information System
a 100% web-based HR System
1
We are dedicated to defining and creating powerful human resource management tools that deliver value to
organization and is versatile to the test of time and the inevitable change that comes with it. Our web based solution
leverages on cutting edge technology to provide a web solution that links work, people and the organization through
an integrated and interactive HR system. Called the eP2P Application, it offers a standalone eHR application solution
and is capable of integrating with any third party HR Systems by complementing each other based on the
applications’ functionality offerings. With the enhancement potential to meet future demands, the eP2P Application is
capable of catering to a wide variety of system and business process requirements of an organization. The eP2P
Application is a 100% web based HR System which automates the empowerment and decision making processes with
a wider coverage of HR activities.
Utilizing latest web technological tools, the eP2P Application is capable of delivering a wide variety of HR functionality
to the source by allowing employees and supervisors to transact own and subordinate information directly into the
database. This eliminates the need for a centralized data entry activity by HR Department. Using the World Wide Web
as its main platform of access, the eP2P Application is capable of reaching all employees and stakeholders via Intranet
or Internet through a common website, thus allowing access to information from anywhere. It reduces the dependent
of rigid back-office system user licenses through single point of access from web browser to information, services and
applications.
With its Decision Flow, the eP2P Application offers approval process via the web. The eP2P Application is easily
customizable to meet any specific HR requirements presently and in future. Our solution guarantees a significant
reduction in manual handling of HR activities such as personal data update, leave application, grievances handling,
appraisal and decision process, etc. This is because of each and every employee is equipped with system authorization
to access to these ‘control’ information and activities. This greatly reduces the need for ‘pen and paper’ activities.
e-Medical
e-Appraisal
e-Discipline
e-Time
e-Form
e-Training
e-Posting
e-Policy
e-Leave
e-Financial
e-Data
HR Base Component
e-Claim
HR Self Service Component
e-Development
The eP2P Application consists of 2 major components:-
Global Setting
Employee Administration
Performance Management
Compensation & Benefits
Industrial Relation
Leave Management
Training Management
Recruitment
Employee Development
Reporting Management
Position Management
Policy & Procedures
Payroll
Authorization Management
Audit Trail
2
General Features
The general features of the eP2P Application contain the user defined global setting of the application ‘behaviors’, the
setting of Decision Workflow and its routing, the Manager’s review folder for decision making, the individual message
box indicating queries and application status, and the announcement folder for disseminating general notification to
all employees. These features are embedded into the application based on the type of user accesses.
Main
MainPage
Page
Company
CompanySetting
Setting
Generic
GenericSetting
Setting
Module
ModuleSetting
Setting
Authorization
AuthorizationSetting
Setting
Global
GlobalSetting
Setting
The
Global
Settings
in
eP2P
Application allows companies to suit
their specific requirements based on
all of its modules offering. This allows
company’s specific HR business
process requirements to be mapped
and
tailored
into
the
eP2P
Application as required.
The eP2P Application comes with a built-in
workflow capability called Decision Flow,
which control the routing and relaying of
submissions. There are several types of
submissions in the application. There are
submissions
from
subordinates
to
supervisors for a decision, responses from
supervisors to subordinates, applicant to
recommender and from recommender to
the approver.
Decision
Flow
Module A
Module B
Recommender
Primary
9
9
Approver
Secondary
Primary
9
Secondary
9
9
9
Module C
Expert User
Primary
9
Secondary
9
9
9
9
These are done in an orderly manner, which the Self Service application will be sent automatically to the superior for a
decision. Similarly, the decision authority can send any query back to the applicant via the applicant’s message folder.
For submissions that require a decision making, this can be done via the Decision Flow Table, which is transparent to the
users during system setting.
Apart from the modules capabilities
alert
review
announcement
message
present within this Application, we
realize that there might be other
important features that organizations appreciate. Some of the ones that we believe are important in any HR
environment have been included in the application. The Announcement feature allows for expert users and supervisors
to circulate important company wide or department specific information to all employees within an organization.
Undeniably the grapevine has been the time tested method for spreading word around town but we believe in
structure and as such have built this into our application. Another defining feature is the Message folder. This folder will
collect all queries from supervisors which might arise during the processing of employee applications. Employees will be
able to keep up to date with the application process and answer queries from their supervisors accordingly. We also
realize the need for an Online User Guide. This functionality comes standard with our application to assist employees in
navigating within the system.
Report Listing
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We have embedded custom made reports for each module
in the eP2P Application based on our extensive HR practice
and consulting experience. For more thorough and in-depth
analysis, we have enlisted the collaboration of a third party
reporting tool provider. Our third party reporting tool, Crystal
Decisions, offers a dynamic web based solution that is both
flexible and powerful. The reporting environment we aim to
provide organizations through this collaboration is one which
utilizes the web for fast and interactive reporting of information
gathered from any relational data source. No longer are static
HTML pages acceptable.
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Organizations now require the dynamism of a reporting tool that enables drill down functionalities to provide integrated
reporting, analysis and information deliver y mechanisms. As a web based mission-critical reporting tool, Crystal
Decisions provide a cost effective and value adding solution for assimilating report and analysis into intranet, extranet
and corporate portal applications, establishing a seamless linkage to the existing system within an organization. Each
piece of information contained within an organization's data bank can now be analyzed and used to help build and
strategize corporate objectives. This tool is used for high level HR reporting and as such is only accessible to expert users
of an organization.
3
Data Administration
Systematic personnel record keeping is crucial in a constantly changing and demanding workplace. Information
circulating within the system needs to be current and comprehensive as they form the basic information of employees
in the organization. Management of personnel information is done with ease through our complete Employee
Administration module. The module provides the best user interface for ease of use, yet is able to dynamically link
personal information to other modules within the eP2P Application effortlessly.
We understand the need for
capturing personnel information on a
real time basis. with current system
functionality that greatly emphasizes
on centralized data entry, often
times, basic personnel information
are being keyed-in at convenient
time. The e-Data module is created
to allow data updates being done at
source, thus, eliminating data entry
being done by HR Department.
The e-Form and e-Time modules have
powerful functions to update and
maintain
employees'
information
which are important data used as a
base for the overall management of
an organization's human capital. The
module is designed with various levels
of employees IT literacy in mind. With
user friendly screens, employees are
able to enter new data or edit
existing data interactively.
e-Data
e-Data
Employee
EmployeeAdministration
Administration
e-Form
e-Form
e-Time
e-Time
Submissions are guarded from duplication or misrepresentation through an
approval layer. Once approved, the employee personal data page will
reflect the newly updated information. This standard of data entry or
integration to the Time & Attendance system ensure that information of
employees are kept up to date, releasing the HR personnel from performing
manual oriented activities.
Organizational Management
The Position Management module provides company with the flexibility to easily maintain reporting structure for all
throughout the company. With this module, company can have the tools to effectively manage its organizational
requirements and dynamically adjust to suit any changes that best suits the reporting structures.
This module also incorporates features
that allows manpower budget allocation
by department including employee
costing for staff establishment control. This
provides
companies
with
real-time
information of the current employee
costing, the required staff force as oppose
to the actual.
Position
PositionManagement
Management
This supports both business planning and business process
redesign through a fixed planning tool, analyzing not only the
operational but also the organizational structure to effectively
support the control of operating expenditure efforts.
This module is also embedded with features to support the
organization structure publishing requirements. This module
allows the structural viewing that depicts the picture of
organization structure at any point in time. With this
information, user can be proactive in planning for future
human resources needs.
4
Leave & Absences Administration
With our Leave Management module, companies can easily define organization’s leave benefits entitlement and
absences rules and policies for different groups of employees in the system, manage the data, and allow employees to
access their own records to see how much time off they have remaining. Further, with eLeave module as its Self Service
component, this module allows automatics checking of leave balances online, so when employees enter leave
requests, they know immediately whether they have enough leave remaining and plan their leave accordingly.
e-Leave
e-Leave
Leave
LeaveManagement
Management
As the leave entitlement is directly related to an employee's
benefits package, there is direct link within the eLeave
module between entitlement, application and at
cancellation. Our eLeave module has been designed for
easy maintenance and proper recording of relevant data
required for leave management.
We believe that although the leave application is
considered a basic administration within the HR scope of
work, improper handling of leave management can lead to
an undesirable ripple effect within the whole organization.
With the eLeave module, employees are able to enter the
specific time interval of the leave, the type of leave they are
requesting, and the reasons for the leave application.
Once complete, the leave application is sent through the
approval layer during which a supervisor is able to decide
the pre-determined absences to fit organizational
requirements.
Employment Administration
The Compensation & Benefits module has powerful and flexible functions that enable companies to create, manage,
and tailor every kind of benefits plans. It carries eClaims and eMedical as its Self Service components that give
employees real-time access to their own data and more autonomy in compensation and benefits matters. Employees
can use Self Service modules to view their current benefits data directly via the internet.
Compensation
Compensation&&Benefits
Benefits
e-Claim
e-Claim
e-Medical
e-Medical
Our e-Claims module, has been
designed to allow users to enter
detailed
information
for
reimbursement of any work related
expenses interactively online. The
module offer automatic calculation
based on individual employee’s
benefits entitlement. The e-Claims
module simplifies the claims process
substantially by empowering the
employees
to
submit
claim
application online and have the
application
approved
by
the
supervisor. This automation of the
claims process allows for expensive
time to be channeled to other more
crucial
facets
work
in
the
organization.
The e-Medical module is designed to
provide employees the
convenience
of
administering
medical entitlement without the
hassle
of
exceeding
the
entitlement. With this module, the
company is able to 'control' the
entire processes of employees
seeking medical treatment and
billing activities done by the hospital
or clinic.
5
Performance Evaluation Administration
The Performance Management module comes with the appraisal system to complement and round off companies’
employee development measures. The system supports planned and formalized appraisal of employees on the basis of
criteria that you define online through e-Appraisal module. Companies can use the appraisal system to support either
the annual performance appraisals and or the probationers’ evaluation.
The e-Appraisal module provides
online
appraisal
system
for
supervisor to evaluate employee’s
performance. Employees can set
their
performance
goals
and
competency assessment weights
relevant to how well they have
contributed within each category.
Upon completion of evaluation, the
employee is able to view the
appraisal and provide comments to
the supervisor.
Performance
PerformanceManagement
Management
e-Appraisal
e-Appraisal
The concluding step in the eAppraisal module is submission of
final comments by the supervisor
based on employee feedback. The
employee performance appraisal
results
are
then disseminated
amongst senior management to
determine how the results fit into the
big picture of the organization.
Career Development & Talent Management
The Employee Development module provides companies with a well-organized framework for modeling and tracking
competencies. This module comes with the flexibility of tracking competency data in a comprehensive way. This
module allows companies to identify and catalogue the competencies, ability, knowledge, skills, education, and
qualities including measuring the degrees to which employees have mastered a particular competency by providing
proficiency levels specific to each competency. With this module companies can perform various activities to manage
and assess the competencies in the organization in a detailed picture of existing and required qualifications of the
organization. Companies can assign these qualifications to the jobs and people and evaluate and compare
competencies with requirements by assigning qualifications a proficiency level.
Our custom built e-Development
emodule provides a base model for
e- Development
Development
helping employees realize their full
potential and progress up the
Employee
EmployeeDevelopment
Development
career ladder at a suitable pace.
Converted
to
numbers
and
figures, a suitability percentage
approach is adopted within the eDevelopment module. Employees'
present qualifications are closely
compared
to
their
job
requirements and with this statistic
employees are able to see where
they stand in terms of fulfilling the
necessary skills. Consequently,
comparison of an employees‘
suitability to their present job and
matching employees to a best
fitting career progression path
encourages them to emulate the
level of required skills and
qualifications within that path.
6
Employment & Hiring Management
The Recruitment module allows HR Personnel to gather and track all necessary applicant information, including name,
address, skills, training, prior employment etc. This module allows correspondence and job letters as defined by the users
to candidates to be generated. It comes with ePosting as its Self Service component that takes advantage of Internet
and workflow technology. Companies posting job vacancies can reach out entirely to all employees and at the same
time considers external applications. It also gives applicant authorization to check the status of his applications at all
times.
There is no substitute to attracting and retaining
multi-skilled personnel. Motivated employees go
to great heights to achieve their goals, in line with
the company's vision. Unless there is a system in
place
for
continuous
promotion
and
enhancement of responsibilities, most vacant
positions within the organization are left
unannounced within the company. The pool of
internal talents who are capable of succeeding
these posts is left untapped. Promoting from within
is one of the key competitive aspects of any
organization. The inability to address this situation
might cause an organization lost time and
resources searching for new entrants when all the
while these qualified candidates are within the
company's four walls. This module promotes
employee empowerment through its ePosting
module which is tailored to provide opportunity
online for employee’s career advancement and
progression.
e-Posting
e-Posting
Recruitment
Recruitment
Communication Management
The Policy & Procedures module allows companies to store all policies and procedures for employees’ reference. This
module captures company’s announcements as well as provides information pertaining to company’s rules and
regulation via the Internet through ePolicy module as its Self Service component. Companies can publish information
electronically anytime required to all employees and disseminate them throughout the organization on a real-time
basis.
Our e-Policy module is a read only module
e-Policy
e-Policy
Policy
Policy&&Procedures
Procedures
and was designed to allow all employees
within the organization to reference any of
the company Terms and Conditions, HR
procedures,
or
Standard
Operating
Procedures.
The company Terms and Conditions section is
preprogrammed to decipher between nonexecutive or executive employees. This
module is versatile and as such allows for
customization of any portion of the
application to reflect the diverse needs of
individual organizations.
Information shared in the module is viewable
to all and this eliminates the barrier of
communication between executive or
management staff with the non-executive
staff. Since this is a read only module,
supervisor approval is not required.
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Disciplinary Administration
The Industrial Relations module allows companies to capture, store and analyze all disciplinary cases including data
storing of disciplinary actions taken against an employee and other pertinent information including punishment meted
out by the authorities. Through its e-Appraisal module a Self Service component, standardize disciplinary reports can be
submitted online by managers for company’s subsequent action.
Industrial
IndustrialRelations
Relations
e-Appraisal
e-Appraisal
An organized method of conflict
resolution and disciplinary action
ensures
fair
treatment
of
all
employees within the organization.
Improper handling of conflicts and
employee misconduct within the
organization could lead to an
accumulation of problem issues
which is a hindrance to productivity.
The code of conduct for each
employee is upheld through labor
laws that protect employee rights in
the workplace. Organizations realize
that there must be a set method of
resolving critical issues when they
arise.
This module brings harmonious growth
and benefits to all. In ensuring full
compliance and equitable industrial
practices, our eIR module is designed
to cater to the needs of
standardization of reporting on all
disciplinary cases to be submitted
to
the
HR
Department.
A
hypothetical to actual comparison
of sales figures can also be done for
future reporting purposes. Time
reports do not require supervisor
approval in the strict sense. A review
is more appropriate in this module
and we have tailored the module
to reflect just this.
Skills Enhancement and Acquisition
The Training Management module helps companies streamlining all training administration activities. It enables
companies to plan, manage, and evaluate all types of internal and external training activities. Versatile and
uncommon functionality gives companies everything they need to plan and perform activities associated with training
with simultaneous sessions or workshops. Course planning in this module let companies complete integration within eP2P
Application modules that provides cross-reference training opportunities and individual employees' training needs and
development plans. An up to date collection of skills and qualifications ensures that your organization's knowledge
bank is competitive with market expectations. We aim to provide employees the ability to improve on their existing skills
by applying for training programs and receive confirmation of acceptance into a program all online, overcoming the
delaying factor of red tape.
The
e-Training
module
allows
employees to add on to their skills
and
qualifications
and
seek
continuous
improvement
by
attending training programs provided
by the company. Through the eTraining module, employees will be
able to search for training programs
by entering the dates they are
available to attend a training
program. A list of courses available
during that specific time will appear.
Employees can apply for the course
that interests them and is relevant to
their career progression. The eventual
acceptance and recommendation
for each submitted application is
determined by a supervisor.
Training
TrainingManagement
Management
e-Training
e-Training
This feature promotes control and supervision of the training programs to best
match the career path and aspirations of each applicant. A close link is
established between the e-Training module and the e-Development module
whereby the supervisor is required to reference the latter when making
recommendation decisions.
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Payroll Processing & Administration
The Payroll module allows company to process the payroll for its employees, using data from the Employee
Administration, Position Management, Leave Management, Time & Attendance System and Compensation & Benefits
modules. Since the Payroll module has a modular structure, company can use the Module Setting functions to quickly
modify the payroll procedure to meet the particular company’s requirements. When Company uses Payroll
Transactions component; it calls the accompanying payroll settings, which consists of a sequence of functions.
This module provides employees with extensive personal
financial information at their fingertips. Financial
information such as monthly payslip is available without
the need for many levels of manual processing and the
high administrative of materials and printing costs.
e-Payslip
e-Payslip
Payroll
Payroll
The security and confidentiality of personal financial
information are upheld through the usage of a login
password and user id which are predetermined during
logon which are strictly controlled.
e-Overtime
e-Overtime
For each activity, the individual functions import data from
internal tables and payroll relevant files and performed the
following:
The system updates the databases and imports the
master data relevant to payroll.
The system imports the last payroll result.
The system calculates the gross wage and considers
all other related modules.
Any master data relevant to payroll is included in the
calculation at this point.
The system calculates the partial period factors, lump
sums and salary elements, and cumulates the gross
results.
The system calculates the net remuneration and
performs retroactive accounting if specific master
data has been changed in previous payroll periods.
After the payroll run, company can transfer the payroll
results to its Financial System through General Ledger
transfer; perform checking in Payroll Result component. In
addition, there are a number of payroll reports that can be
run by the company for subsequent checking and record
keeping purposes.
The e-Payslip is a read-only financial information where
users are allowed to exclusively view their payslip and year
to date salary information via the web. This module is
offered on a read only format due to the propriety
information which contains employee's financial records
that it carries. Even so, we realize that at times there is a
need for employees to secure hard copies of financial
records for various purposes.
In light of this, we have built in the capability of
employee requesting a print out of monthly payslip and
such from HR department on ad-hoc basis. This will
ensure better cost control by the organization. With this
module, it relieves Payroll department of the routine
administrative task of printing and administering
confidential documents.
The e-Overtime provides employees with the capability
of entering overtime work done, and submit it to the
supervisors through a web browser. Employees do not
have to go through the tedious cycle of question and
answer when applying for overtime. Through the use of
this module, the process of applying, approving and
receiving compensation for overtime has been
simplified.
The system allows an employee to supply online
information on the overtime type, the date of overtime
and the time interval that has been spent. This
information will be collected and reviewed by the
supervisor and an application approval status is sent
directly to the employees' online account. Employees
are also able to view their monthly and year to date
overtime information within this module.
As with all our eP2P Application’s module, we have built
in the bus, process workflow for supervisor’s decision on
the overtime submission by employee. This greatly
reduces the manual handling of overtime and increases
the accuracy of the overtime compensation.
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A
dvantages & benefits in deploying the eP2P Application
Avoid the high cost of traditional software by allowing modular purchase i.e. modules by
modules. This essentially provides clients with the flexibility of investing only on modules that
fulfill present requirements while assuring that the application is able to cater for the future
when the needs arise (scalable).
By assigning user access to each and every employee, the eP2P Application allows them
to transact own and subordinate administrative activities via the Intranet or Internet.
The eP2P Application empowers users to perform individual administrative tasks and thus
enables the decentralization of data entry.
With Decision Flow, the eP2P Application automates decision making process by enabling
the superior to approve subordinates’ application and submission online.
The eP2P Application requires only web browser and internet connection for each user to
log into the system.
The full-suite of the eP2P Application is able to reduce your HR administrative costs
drastically. (based on Activity-based Costing)
The eP2P Application offers user friendly features and ease of use.
The eP2P Application is capable of delivering a wide variety of HR functionality to the
source by allowing employees and supervisors to transact own and subordinate
information effectively.
It reduces administrative costs through reduction in ‘pen-and-paper’ handling, centralized
data entry, elimination of process steps/forms, etc
It improves data integrity and increases system and process efficiency.
Faster deployment and user based system control.
It is easily customizable to meet any specific HR needs and business requirements presently
and in future.
An application for all stakeholders.
To contact us, please call our sales
representatives at :
Kuala Lumpur Office
+603 - 7724 2954
Jakarta Office
+62 021- 9271 1648
Brunei Office
+6732 - 228383
Malaysia . Indonesia . Brunei Darussalam . Singapore
Or email at [email protected]
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