1. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
1.
PROPOSED SOLUTION
1.1
System Description
1.1.1
System Overview
E-SMART_HR is a 100% locally-developed Web-based Human Resource Management
System (HRMS) built on Open Source technology with the purpose of empowering
Human Resource activities through Employee-Self-Service (ESS) and a fully integrated
range of leading edge Human Capital Development modules.
The overall benefits of using the E-SMART_HR application include:





Enhanced operational efficiency through faster and automated HR and Payroll
processes
Greater accessibility to all HR-related data including critical business information
by leveraging Web functionalities
Cost-saving through investment on an upgradeable and scalable solution that
grows with the organisation
Improved overall organisational strategy formulation, decision-making and
performance through implementation of a comprehensive Performance
Management System
Improved effectiveness in all aspects of Human Capital Development-related
activities such as recruitment, manpower planning, succession planning, and
industrial relations by leveraging online and real-time collaborative and integrated
modules.
Important Features of E-SMART_HR
There are several features of the E-SMART_HR HRMS application that differentiate it
from traditional single-terminal HRMS solutions:

Multiple Clients, Web-based Solution
E-SMART_HR is completely Web-based and can be accessed from any PC
installed with a standard Web Browser (such as Microsoft® Internet Explorer).
Users are not limited to access the system from a single PC, and many users
can access the system at any one time.

Multiple Users with Configurable Access Levels
Every single employee can be defined as a unique User of the system and can
login into the system from any PC connected to the E-SMART_HR Server, and
every User can be assigned his/her own Access Level, which determines the
functions that he/she can or cannot access on the system. Each User also has
his/her own password for Login, allowing multiple User access from the same
machine (e.g. Leave Application Kiosk) which is useful for environments where
not all employees have individual access to a PC.
Aerosoft IT Proprietary
1

2. E-SMART_HR – PRODUCT WRITE UP & BROCHURES

Employee Self-Service
E-SMART_HR reduces the workload of HR staff by allowing employees to login
and apply for leave or update personal information himself. Subsequently, all
necessary verification and approval is forwarded to the appropriate personnel
(such as Heads of Department) by the system for them to attend to without
requiring manual submission. Workload can also be shared and distributed more
easily and evenly as there is no single-terminal limitation and each HR User may
be assigned to be responsible for different aspects of the HRMS or Payroll
process (given different Access Levels).

Task Notification
The system also comes with a Dashboard feature where all relevant notifications
such as outstanding tasks (e.g. Leave Approval) are displayed the moment a
User logs in into the system. Because only items pertinent to the User are
displayed, this helps when prioritising tasks. As E-SMART_HR becomes part of
the work environment, this feature will quickly become an integral part of daily
communication and information exchange as well as a tool for the individual to
organise his/her daily activities.
Aerosoft IT Proprietary
2

3. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
1.1.2
Main Modules
The E-SMART_HR application proposed for this project consists of 14 main modules
designed to cater for all aspects of Human Resource administration, Payroll
administration, and Human Capital Development needs. Many modules are tightly
integrated to create a unified, consolidated infrastructure for performing the above
activities. The modules are:




E-Smart Workspace
E-Smart Company
E-Smart Biodata (Personnel Administration)
E-Smart Job Profile










E-Smart Payroll
E-Smart Leave
E-Smart PMS (Job Competency, Appraisal and Performance Management)
E-Smart Recruitment
E-Smart Talent Management
E-Smart Career Development
E-Smart Manpower Planning
E-Smart Succession Planning
E-Smart Reports
E-Smart Security
The following table lists the submodules under each component and provides a brief
overview of the functions available under each module:
NO MODULE / SUBMODULE
DESCRIPTION
E-Smart Workspace
E-Dashboard
E-Administration

2
E-Smart Company
E-Company Profile
E-Company Bank
E-Company Panels
E-Company Facilities




Multiple company profiles and registration
Unlimited banks and facilities records
Unlimited panel doctors/clinics records
Company / bank / clinic reports
3
E-Smart Biodata
E-Employee Profile

Employee particulars and photo

Employee health profile, education,
employment history, skills and languages
Foreign employee details
1



Personalised alerts and notifications with
drill down capabilities
Configurable notification settings
E-Smart_HR application settings and
preferences
Aerosoft IT Proprietary
3

4. E-SMART_HR – PRODUCT WRITE UP & BROCHURES




4
5
Spuse and family particulars
Unlimited contact details
Awards and incentives information
Employee reports
E-Smart Job Profile
E-Promotion
E-Increment
E-Disciplinary
E-Transfer
E-Resignation
E-Reemployment
E-Remuneration

One time setting parameter for drop down
menu (working hours, designation, job
grade, department, division, etc.)
Record, view and edit EPF, socso and
zakat amounts & reference numbers
Promotion, increment, and transfers
Disciplinary actions
Employee resignation and reemployment
Unlimited employment history details
Salary structure and remuneration analysis
Job profile reports
E-Smart Payroll
E-Fixed Allowance
E-Fixed Deduction
E-Claim
E-Overtime
E-Other Earning
E-Other Deduction
E-Bonus
















6
E-Smart Leave
E-Leave Calendar
E-Leave Application
E-Leave Summary
E-Public Holiday
Fixed allowance / deduction setup
Claims management
Overtime management
Other earnings / deductions setup
Bonus management
EA & other statutory forms
Multi-currency salary by hourly, daily,
weekly, bi-monthly and monthly
Payroll generation
Payroll reports



Interactive online calendar
Online leave application & approval
Leave balance / summary analysis


Multiple approval levels setup
Leave type and leave entitlements by
group/individual
Public holidays definitions
Leave reports


7
E-Smart PMS
E-KPI
E-Competencies
E-Appraisal
E-Performance
Summary
E-Employee





Key Performance Indicators, performance
goals and areas of responsibility
Competencies setting & analysis
Unlimited goals and competencies review
Appraisal questions and ratings and online
appraisal process
Employee performance summary
Aerosoft IT Proprietary
4

5. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
Development Plan


Balance Score Card
Employee area of strengths & weaknesses



Employee development plan
Link to training module
PMS reports
8
E-Smart Recruitment
E-Application
E-Requisition







Online job application (internal / public)
New employee requisition
Online resume bank
Application status tracking & updating
Agency, media, and advertisement settings
Recruitment expenditures summary
Recruitment reports
9
E-Smart Training
E-Training
E-Evaluation







Training database and calendar
Training provider, venue, and cost settings
Online training application and approval
Examination and certificate records
Online training evaluation
Link to PMS and Talent Management
modules
Training reports


Talent database
Talent competencies analysis



Talent tracking and filtering
Link to Training and Career Development
modules
Talent reports



Career development paths / plan
Career path requirements
Link to training and examinations setup


Career development history
Career development reports



Succession planning KPI
Succession planning competencies
Succession planning target


Competencies analysis
Succession reports
10
11
12
E-Smart Talent
Management
E-Talent Tracker
E-Smart Career
Development
E-Career Development
E-Smart Succession
Planning
E-Succession
Aerosoft IT Proprietary
5

6. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
13
E-Smart Reports
E-Smart Report
Generator



Default standard report templates provided
Ad-hoc report customisation
Save custom reports
14
E-Smart Security
E-Access Level
E-Audit Trail

Module and submodule level, read / write
access control
Access level by group / individual
User access activation
Step-by-step access / activity tracking and
audit trail
Security reports




Aerosoft IT Proprietary
6

7. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
1.1.3
System Architecture
Application Architecture
The application architecture for E-SMART_HR is best represented as in diagram 1.1.3.a
below:
Diagram 1.1.3.a – E-SMART_HR Application Architecture
At the core of the E-SMART_HR application are the application front and back ends
which consist of the individual HR and Payroll modules as well as application
configuration and application management components. These are the basic building
blocks of the system. All of the modules are accessible through a single login session
and most are tightly integrated with each other depending on their logical functionalities.
Encompassing all of the modules are general features of the system including security
components such as User activation, password management, access levels
management and audit trail. The access level component allows the System
Administrator to define the exact access rights of every User to each of the system’s
modules and submodules. Other general features include complete employment history
maintenance, action activation by effective dates, automatic calculations, and a
consistent User Interface throughout all of the modules.
Tying up the modules together is the workflow engine which caters for all application /
recommendation and verification / approval activities on the system. With Employee Self
Service (ESS) fully enabled, the workflow engine automatically takes care of deferals
and routing according to user defined policies.
Working closely with the workflow engine is the notification engine, which is able to cater
for various types of notification requirements including alerts on applications,
confirmations, retirements, promotions, increments, disciplinary actions, performance
Aerosoft IT Proprietary
7

8. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
appraisal, and so on. Notification can take one or both of two forms; the built-in online
Dashboard which alerts the Users upon login, and email notifications. Alerts via SMS
can also be supported if required.
Reporting features are provided in each module in the form of standard database reports
and standard summary/analysis reports. The system also provides reports for standard
statutory forms such as EA and CP39. Additionally, a custom Report Writer module
allows Users to produce custom reports and save the templates for other Users’ use.
The application is also able to provide various interfaces for integration with other
modules. The primary interface supported by E-SMART_HR is SOAP (Simple Object
Access Protocol), making use of XML for easy data exchange with other applications.
Other methods of integration are also possible depending on User requirements and
customisation.
Technology Used
E-SMART_HR is fully developed using PHP running on a MySQL or DB2 database
back-end. Both technologies are widespread in use for both commercial and noncommercial applications.
Aerosoft IT Proprietary
8

9. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
Implementation Architecture
The following diagram illustrates the general system architecture:
HQ Office
Other Locations
LAN
WAN / Internet
Server Room
Router
Database
Server
E-Smart_HR
Web &
Application
Server
MYSQL OR DB2
Database
1. The web-based application E-SMART_HR is hosted on a dedicated web server
while the back-end MySQL or DB2 database resides on a dedicated database
server.
2. Access to the E-SMART_HR application is available through LAN, WAN, or the
Internet from the POTENTIAL PROSPECT HQ and any other location via any
standard web browser
Note: The above diagram does not take into consideration any mirroring, failover or
recovery servers required.
Aerosoft IT Proprietary
9

10. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
Future Expandability Considerations
There are several aspects that need to be looked into when considering the
future expandability and extensability of an existing system:

System Expansion
With E-SMART_HR, adding new companies, subsidiaries or branches once
the system is installed is not a problem. The system itself has been designed
to cater for this with the ability to define multiple companies and/or
subsidiaries and each would have its own set of data, Users, and access
rules. In terms of architecture, the system supports ‘plug-and-play’
expansion, where all that is needed to activate the system for the new
companies or branches is to establish a network connection (via either LAN,
WAN or the Internet) to E-SMART_HR from the new location.
This level of flexibility ensures that extending usage of the system to more
and more Users in a constantly growing organisation would be a painless
process.

Increasing Demands on the System
As companies grow, the number of employees may increase to
unanticipated levels. This puts additional strain on the system and if there is
no easy way to improve it performance-wise, the investment may end up
wasted.
Apart from intrinsic readiness for unlimited number of Users, E-SMART_HR
also has the advantage of running on the database back-end of MySQL or
DB2, which is a highly scalable database platform that has a direct solution
to this potential problem. New machines can be added to the original Server
to form a Server Cluster, all with a minimum of fuss, thereby automatically
increasing the processing power and thus ensuring performance is
maintained or even improved. There is no need to replace the existing
machines with more powerful ones and there is no need for time-consuming
data migration work.
Aerosoft IT Proprietary
10

11. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
Server Room
Additional Machines
Database Server
MYSQL OR DB2
Database
Figure 1.1.7.a – E-SMART_HR Expandability

Integration and Customisation
Often, different companies may have different requirements for their HR and
Payroll practices. Regardless of the magnitude of the differences, ESMART_HR can be customised to meet almost any requirements. This is
because E-SMART_HR is a locally made product and developed in-house
by us.
Similarly, often a company may procure a HRMS system with the added
requirement that it can be integrated with other existing systems, such as a
Time Management System that records employee clock in and clock out.
Such requirements also do not pose a problem to E-SMART_HR because it
can be customised to accommodate both high-level integration (e.g.
exchange of data via third-party medium or integration agents) and low-level
integration (e.g. database level integration).
Aerosoft IT Proprietary
11

12. E-SMART_HR – PRODUCT WRITE UP & BROCHURES
1.1.4
Hardware Requirements
Minimum Database Server Requirements:

Intel 2.6GHz CPU - Dual Core, Dual Processor

160 GB Hard Disk + SAN Storage

1 GB RAM

3 X USB Port

48x CD ROM

10/100/1000 Ethernet Card

1 MB Cache

1.44 Floppy Drive
Minimum Web & Application Server Requirement:

Intel 2.6GHz CPU

80 GB Hard Disk

1 GB RAM

3 X USB Port

48x CD ROM

10/100/1000 Ethernet Card

1 MB Cache

1.44 Floppy Drive
Recommended Requirements:

Redundant Power Supply

Supports Up To 2 Processors

160 GB Hard Disk

2 GB RAM

CD-ROM / DVD-Writer

OS – Windows 2003 Server
Aerosoft IT Proprietary
12