1. SMARTHR SOFTWARE OVERVIEW
a. COMPANY SETUP Management: Scalable and Versatile
A large part of human resources IT system challenges is the capability to configure the system to scale
with the business expansion. This capability lays in building block the Company Setup, as this is the key
linkage to all other HR modules. SMARTHR is architected based on Multi-Companies and within the
company; you can create unlimited level of organization units. Hence it is scalable to cater to medium
and enterprise organizations.
Featuresinclude:
 Maintaining multi or single company and statutory information, logos and general company
policiesforIFCA SMARTHRmodules.
 Flexibility to allow user to perform manpower budgeting according to preferred period, which
have the abilitytocopy the manpowerplanfrompreviousperiod.
 Integration with Recruitment to generate recruitment requisition when shortage of manpower
isidentified.
 Integration with Employee Personnel to get real time actual headcount and complete staff list
for eachpositiontitle of eachorganizationunit.
 Flexibility to allow user to define multiple organization unit levels, organization structure,
reporting to structure and budgeted headcount in each organization unit within the
organization.

2. b. PERSONNEL Management: Details in an Instant
The success of your business is hinged on finding competent employees, providing them with training
opportunities, and retaining them. As employees become increasingly important and competition on
the global market intensifies, the field of Human Resource Management has gained significance. More
than ever before, you need the right employees with the right skills at the right place at the right time
for your business. In order to know your people well, you need to have their detailed information at
your fingertips.
The heart of SMARTHR is the Personnel Management module. Employee records are tracked from the
day they joined, the training they attended, the competencies they have, their appraisals, their career
history or movement and many more. The system allows different user role to access the functionalities
and employee information, with secured access put in place. The employee data can be further
dissected using WebChart, to provide you with different dimensions or graphic views of the data for
managementplanning.
Featuresinclude:
 Maintainingemployeepersonnelandjobinformation.
 Maintainingemployeestatutoryanddependentinformation.
 Maintaining employee skill competency level against required competency level according to
employee’spositiontitle.
 Managing employee movementhistory.
 Document management of all employee attachment including images such as academic
certificate andprofessional qualificationcertificate.
Trackingand alertexpirydatestoemployees.Example,contracts,workpermitandcompletion
of probation.

3. c. RECRUITMENT Management: Hiring Expediently
As they say, a company is as good as the people working in it. The challenge is to find the right people
for the company. Recruiting suitable employee from the vast pool of talent has always been a daunting
task for HR recruiters. One of the key modules in the SMARTHR is the Recruitment Management
module. Here, we put huge emphasis to track the source of the candidate for the job, manage
candidate talent pool, inviting candidates for job interview, interview scheduling until sending out job
offerletter.
Besides getting the right person for the job, it is equally important to hire them at the right time. Failing
to do so will definitely put certain processes and business opportunity at risk. We want to give
recruiters a control of where they can identify the best talent for the job. This information is vital to
help in planning, reducing hiring costs and make hiring time span shorter. Hence, important positions
will nolongerremainvacantfortoo long.
The Recruitment Management is neatly integrated with the manpower budget function. Department
head can request for a position based on their available budgeted headcount. The entire process from
requisition until candidate sourcing and interview tracking will provide Recruitment manager, an overall
viewof the recruitmentexercise andcontrol.
Featuresinclude:
 Abilitytotrackrecruitmentcost.
 Abilitytomanage recruitmentchannel.
 Tracking recruitment request by respective Head of Department, including the
headcountforvacant positionsandrequiredperiod.
 MaintainingapplicantinformationinTalentPool.
 Abilitytosearchforcandidate basedonwide spectrumof searchcriteria.
 IntegrationwithEmployee Personnel andCompanyStructure forsuccessfulapplicants.
 Email notification can be generated from the system for applicants’ interview
arrangement.

4. d. PAYROLL Management: Accurate & Timely
We understand that planning and administrating employee remuneration is one of the most challenging
tasks in the human resources department. This is especially so when the number of employees in a
company are many. This task is especially difficult at the end of the month, when most employees have
to be paid. Managing payrolls for a high number of employees at the same time is quite a challenge.
SMARTHR Payroll has a core computation engine where the transactions can be fed into the payroll
system via the feeder application based on the policies that has been setup by your organization or by
data entry by the payroll personnel. The feeder application such as Time Management and Claim
Management will provide processed records to the payroll for further computation. This concept of
breakingdownrelevantdatabyitssource helpslaterindatachecking.
SMARTHR payroll core involves basic salaries, allowances, deductions and overtimes. Each of these pay
element types can have their own built-in formula to define its calculation. It has all the bells and
whistles of a modern payroll management system that help human resources personnel, manage
employeepayrolls,regardlessof the numberof the employees. Featuresinclude:
 Allows the administrator to define their own rules for calculating employee salaries, deductions
of variouspayroll components,inclusionof allowancesandovertimeand attendance deduction.
 Allows the administrator to customize various payroll calculations for multiple companies by
makinguse of the payroll template.
 Allows the administrator to process multiple payrolls for different employee groups in the same
month.
 Maintenance and tracking of employees’ past history in regards to payments, allowances,
deductions,overtimeandbenefits.
 Enables the user to create payroll reports for use in statutory submissions, financial transactions
and inmanagementanalysis.
 Bank autocreditexportingsupport.
 Compliance withall the statutoryrequirements.
 Integration with other Human Resource modules such as Time Management module, Leave
Module,ClaimsModule,employeebenefitsmoduleandvariousothermodules.

5. e. LEAVE Management: Minimize Disruption
Leave management assist HR in managing employee’s staff holiday, annual leave, sick leave, maternity
leave and etc. The system helps companies to automate leave entitlement, leave application and
approval between staff and their superior, compute leave encashment and track replacement leave
properly.
As manpower is critical to an organization and every staff taking leave has direct impact on the daily
business operation, you will find SMARTHR Leave management is the right tool to help your employee
to go on leave without disrupting the business as usual. Leave application, approval and checking leave
balance and etc., can be managed by the employees and their managers easily. This reduces
dependencyonHR to maintainnon-criticalrecordsandfree upHR to focuson otherrelevanttasks.
Featuresinclude:
 Flexibilitytoallowusertodefineunlimitedleave types
 Flexibility to allow user to leave policies for different group of employees according to position,
jobgrade andlengthof service.
 Flexibilitytoallowusertodefineleavetype forleave adjustment.
 Flexibilitytoallowusertosetexpirydate toleave creditedforreplacementleave.
 IntegrationwithTime Attendance toallow overtime toconverttoleave.
 Flexibility tosetupPublicHolidayCalendarfordifferentlocation.
 Abilitytogenerate fullyearleave entitlementtohelpemployeeinleave planning.
 Automated engine to generate leave entitlement for new employee and employee involved in
leave policychange.
 Abilitytoproduce employee’sfinal leave balance throughterminationencashmentfeature.
 Staff leavesapplicationandapproval canbe done betweenthemviaWebchartmodule.
 Staff leave recordsinformationcanbe available tothemviaWebchart module.

6. f. TIME Management: Tracking Efficiency
Time tracking has always been one of the bases for company to justify the money they pay out.
Although many organizations have moved from standard clock-in hours to flexi-hours as more talent
workers prefer to work from home and outside office to do their work, still a majority of organizations
would require their staff to clock in/out on a daily basis. This is compulsory especially in the
manufacturing segment as they work according to a plan duty roster, which is scheduled according to
the required production. When the staff force is huge with rotating shift patterns and more, the need
for SMARTHR Time management system becomes obvious. It gives users the visibility on staff lateness,
absenteeism, changedshift,annual leave,overtime andothermanpowerreporting.
SMARTHR Time management system is designed with the flexibility to incorporate parameter driven
setup and scripted formulas features to derive your company policy. This automation forms the
foundation of all employees payout based on their work hours and work days. A week job done by
HR/Payroll personnel to compute the attendance will certainly take a matter of minutes to derive using
Time management module. Head of departments can view real time records on attendance and decide
on nextcourse of actionwithoutambiguityanddelay.
Featuresinclude:
 Common holidays and regional holidays can be captured from Holiday Calendar during shift
patterncreation.
 Flexibility to allow user to define multiple shift patterns and generate duty roster for
differentgroupsof employees.
 Flexibilitytoallowusertoassigndutyrosterbybatch or individual employee.
 Flexibilitytoallowusertoswapworkshiftamongemployees.
 Flexibilitytoallowusertodefinethe lateness deductionrules.
 Trackingand reportingonabsenteeism, late,earlyleavers.
 Integrationwithleaveapplicationtoidentifyemployee leave dayandworkedday.
 Flexibilitytoallowusertodefinethe computationrulesof overtime.
 IntegrationwithWebchartfor overtime submission.
 Comprehensivereportingforanalysispurpose.

7. g. TRAINING Management: Developing Talent
Employees need to be developed so as to bring them up to par, to support the business requirements.
This development involves training. Employee training management is one of the most important
programs that a company can undertake. This is because; training serves to protect both the short term
and more importantly,the longterminterestsof the business.
Training management, therefore, has to be carried out in a way such that every trainee acquires useful
knowledge that is applicable to them. It will also involve getting the right trainer or trainers to impact
and pass on this useful knowledge to the trainees. Additionally, training management involves creating
specific times and locations of the training, in order to ensure, that it does not interfere with the
companyoperations.
With all the above said, SMARTHR Training Management module has all the features to help the human
resource departmentbettermanage the company’strainingmanagement.
Featuresinclude:
 A database of the courses available, all the information pertaining to them and the training
provider;internal orexternal.
 Administrationof trainingcourses.
 Administrationof trainingevaluationfrombothtrainerandtrainee.
 Administration of courses taken by the employees where the information is reflected in Web
chart.
 Profilingof trainersandtrainingorganizersandthe maintenance of these profiles.
 Administration of the training plan by managing the course schedule, number of trainees,
trainingsessiontimes,the trainersthemselvesandthe costof the whole trainingprocess.
 Maintainingtrainee attendance foreachsession.
 Abilityof settingupcompulsorycourse listforeachof the staff category.

8. h. PERFORMANCE APPRAISAL Management: Primed For Performance
Performance Appraisal Management module helps you to assess staff performance with regards to their
work objectives. The system helps to facilitate a process that allows you to observe, plan, reward and
identifyperformance.Thisprocess will prime anemployee engagementforwardforperformance.
The solution perfectly aligns the appraisal aspect of any developing business from their goals to
performance rewards and assessment. Employees, managers and human resource personnel can
collaborate to review performance history, goals, and evaluations, manage and monitor the overall
performance process.
Your business can be improved when you directly connect employee rewards and performance with the
company’s business and financial plans. Such goal connecting capabilities will drive alignments between
individual performance goals and business plans or objectives. The system will also be able to compare
outcomes to job requirements and performance ratings which would eventually trigger learning or
trainingsuggestionstoclose gaps.
Featuresinclude:
 Flexibility to allow user to define the appraisal form. Multiple appraisal forms can be created
and savedas template forfuture usage.
 Computation of scores can be done on Weightage method. The rating for each appraisal item
can alsobe setup.
 Flexibility to allow user to perform multiple appraisal activities within the same year. Appraisal
exercises can be conducted by small group of employee such as project group, or by the whole
division.
 IntegrationwithWebchartto allow employee reviewhistoryof all pastappraisals.
 IntegrationwithWebchartto allow employee self-assessmentandmanagerassessment.

9. i. BENEFITS Management: Sweeten the Deal
One of the many ways that company uses to retain employee is by giving them good benefits. Benefits
entitlement has to be planned to attract talents. Employees are entitled to benefits depending on their
joblevel.
Benefits such as Service point, Loan, Optical and etc., can be defined in the system. SMARTHR benefits
module covers end-to-end from benefit entitlement, benefit claiming until the payout is all tracked and
capturedinthe system.
Featuresinclude:
 Allows the administrator to define different types of benefits. This flexibility allows
administratorstoincorporate new typesof benefitsintothe module seamlessly.
 Maintenance andtrackingof the employees’exercisingandforfeiture records.
 Allowsthe administratortocreate multipleservices pointallocationatanytime.
 Allowsthe usertodefine service pointsforeachemployee.
 Flexibility in allowing the administrator to define the payout method either by cash, cheque or
payroll.
 Calculationandtrackingof loanrepaymentandsettlement.
 Reschedulingof the periodandamountof loanrepayment.
 Monitoringof active loanswhichhave repaymentarrears.
 Integration of loan repayment deductions and benefit-in-kind tax reporting with the employee
payroll.

10. j. CLAIMS Management: Eliminate Abuse
Companies are able to settle legitimate claims faster and manage risks more effectively with a proper
claim management tools. This is also one of the indirect tasks to keep employee satisfied and improve
companies overall performance when claims are handle accurately and efficiently. Claims Management
module allowsyoutocreate yourclaimtype.
Each claim will be routed to the respective superior for approval before it is sent to the HR. Each claim
type has its entitlement condition which can be setup as part of the company policy in the system. Claim
submission record will be cross-checked against the entitlement fulfillment before it is routed for
approval. This will ensure claim amount is within the claimable entitlement. It will also eliminate human
error duringsubmission.
The system will also help with the organization of all files activities and effectively manage each claim
submission from start to the payout. The claim record can be maintained by the claim management’s
depository.Thisdatawill be properlystoredforanyfuture use or reference.
Featuresinclude:
 Flexibilitytoallowusertodefineall typesof claim.
 Comprehensive reporting on total claims made per month, quarter, and yearly by employee or
organizationunitlevel.
 Flexibilitytoallowemployeetosubmitmultiple typesof claimitemsinone claimsubmission.
 IntegrationwithWebchartfor claimsubmission.
 Workflowcontrol onapproval process.
 AbilitytoallowFinance personnel toprocessthe approvedclaimsforpayout.
 Combinationof claimsentitlementamount.
 Abilitytolinkthe claimwithtravel request.

11. k. Manpower Planning: Plan for Effectiveness
ManpowerPlanninghelpscompaniestoanalyse the currenthumanresourcesandmake manpower
forecasts. Shortagesorsurplusesof manpowercanbe identified.Itwill helpcompaniestoreduce the
labourcost as excessstaff canbe identifiedandtherebyoverstaffingcanbe avoided.
Carefullysettingupsalarygradesandrangeswill helpcompaniestostaycompetitive inthe marketplace.
Thiswill helpscompaniestoattract andretainhighqualitypersonnel inthe organizationandpush
companiestoanotherlevel.Salaryrange analysiswill helpcompanieseasilydetermine the rangesof
each positionandeachindividual.Itdetermineseitherabove orbelow the rangesaccordingtoits
placementandchecksconsistencywithinahierarchyof companies.
Featuresinthismodule include:
 Flexibility to setup headcount budget according to period, either by monthly, quarterly or
yearly.
 Flexibilitytosetupyearlysalarybudgetbypayroll items.
 Headcount Analysis helps companies to determine the current manpower situation compare to
budgetedheadcount.
 Salary Analysis helps companies to determine salary cost situation compare to yearly salary
budget.
 Salary Range Analysis helps companies easily to determine the ranges of each position and
each individual

12. l. Exit Interview: Assess For Improvement
ExitInterviewisanimportantprocessforcompaniestogatherinformationregardingworkenvironment,
day-to-dayjobconcerns,managerial style,workplaceethics,employee morale,employmentissuessuch
as vacationtime andpay, healthbenefits,pensionsandfringe benefits.Ithelpscompaniestocorrectthe
weaknessesandfurtherstrengthenthe companies.Italsohelpscompaniestounderstandhow bestto
satisfyandretainan employee.Besides,italsoassistscompaniestouncover/monitorissuesthatcanbe
addressedbefore theyturnintolawsuits,suchas harassment,discriminationandworkplace violence.
Featuresinclude:
 Flexibility to setup exit interview questionnaire with different question’s type – multiple input,
multiple selectionandsingleselection.
 Supportmultiple exitinterview questionnaire templatesfordifferentgroupof employees.
 ExitInterviewarrangementthroughonline –sendinginvitationandquestionnaire gathering.
 Streamline the ExitInterviewprocessviaWebchartmodule.

13. m. Industrial Relations: Harmony at Work
Healthyindustrial relationsare keystothe progressandsuccessof a company. Industrial relationsare
usedto denote the collective relationshipsbetweenmanagementandthe workers.ItassistsHR to
monitorindustrial relationadministrationmatters.Itwill shortenthe response timeandaids
managementinmakingstrategicdecisionsonindustrial relationissues.
Featuresinthismodule include:
 Flexibilitytoallowusertodefinetypesof misconductsand categorize theirseverity.
 AssistsHRto monitorthe disciplinaryoffence/misconductrecordsandtake necessaryactions.
 Able to submit misconduct records online and get attention from superior to take necessary
actions/investigations.
 Able to monitor the domestic inquiry records to establish whether the alleged misconduct is
provenor not.

14. n. Talent Management: Critical Success Factor
Talentmanagementisanorganization'scommitmenttoretainanddevelopthe mosttalentedand
superioremployeesavailableinthe organization.Itisa businessstrategyandisintegratedwith
performance appraisal managementactivities.ItassistsHRto capture the latestcompetencylevel of
everystaff afterthe performance appraisal assessment.
Talent management is able to save the employee’s Current Competency Level (CCL) of the competency
during the whole employment. Talent management also allows HR to update the CCL manually. The
employee competency library will be a great asset for HR to develop the employees when the
organizationisgrowing
Featuresinclude:
 Able tosave the RequiredCompetencyLevelof competencyforall company’sposition.
 Employee competencylibrarywhichsave mostupdatedCCLof each employee.
 AssistHR to selectthe employeewhohasthe nearestCCLvalue of the position.
 Assist HR to arrange and monitor the training courses progress of the selected position’s
candidate.

15. o. WEBCHART Management: Snapshot Views
(Employee Self-Service,ManagerSelf-Service &ManagementInformation)
A company or business has a lot of human resource information pertaining to various aspects of the
organization. Human resource information may range from hiring records, employee training, skills and
competencies, to remuneration of employees which can at times be scattered all over various
departments and files. Consolidating this information under one common area is a challenge on its own
and this makes it difficult to obtain specific data when it is required. Web chart is a module in HR that
enables employee to view their own records, help employee and their manager to communicate on
leave approval, claims and etc. One of the key features is to provide Business Intelligence data in graphs
or charts to management at work. It opens up SMARTHR for everyone to use based on their login profile
role.The Data Presentationandthe UserExperience isstate of-the-artinthe HRsoftware arena.
Web chart consists of functions of Business Intelligence, Workflows, Staff Self-Service, Graphs and
Charts. This technology is embedded into SMARTHR giving HR users a new expectation of User
Experience.
Featuresinclude:
 Comprehensively summarize data concerning all employees, their supervisors and the
management in a company. The summary is provided according to the activities in IFCA
SMARTHR, basedon theiruser’srole.
 The employee and supervisors self-service features, frees up time for the HR to enable better
people managementandcarryingoutof other HR relatedduties.
 Creates self-reliance in employees and supervisors since they can obtain the information
requiredatany time withouthavingtorelyonHR personnel.
 Allows users to view relevant information such as pay slips online and prints them only when
necessary.
 Linking of leave application, overtime application, travel request application and claim
submissionwiththe workflowapproval.
AllowsDecision-MakingInformationtobe available torelevantpartiesinGraphsandCharts whichcan
be static or dynamic.