Core Modules

Core Modules

Figure: Overall Enterprise Suite for Workplace. Figure: Data integration between modules in Enterprise Suite

FINANCIALS

Take a comprehensive approach to financial and management accounting – with our integrated solution for finance and controlling. Our financial system helps you to reduce risk and create a predictable path for the future, with support for everything from general ledger, account receivable, account payable, analysis reporting, treasury to audit.

Our financial system helps you to improve your decision making with deeper insights from real-time accounting information and also monitor and reduce your costs. The system also helps to optimize your working capital, liquidity, cash, and returns.

In order to achieve this, each Sub-Financial module has been specifically designed for flexibility and usability, which can be further customized to meet your needs if necessary. The main modules incorporated into the Financial System includes:

  1. GENERAL LEDGER
  2. The General Ledger is one of the main Financial modules containing primarily of the:

    • Chart of Accounts
    • General journal entry
    • Transaction journal

  3. ACCOUNT RECEIVABLE
  4. The Account Receivable portion mainly handles transactions on:

    • PO in entry
    • Approval systems
    • Budgeting - Customer Information

  5. ACCOUNT PAYABLE
  6. The Account Payable portion mainly handles transactions on:

    • PO out
    • Approval systems
    • Supplier terms
    • Supplier Information

  7. ANALYSIS
  8. The Analysis tool is a powerful module which can be used to sort and evaluate financial performance, enhance decision process, by using tools:

    • Financial Reporting - Search engine

  9. REPORTING
  10. The Reporting module provides the feedback mechanism as to the performance of not only the whole financial, but also the business in general. It serves as a tool for financial strategic decision making.

  11. AUDIT
  12. The Audit module is used to simplify and quicken data audits of selected accounts or transactions.

HUMAN RESOURCES

In this modern world, employees are a business’ biggest assets. In Smart Lab, we designed HRMS to provide the best solution to manage all human capitals for business growth. HRMS administers the organization by providing functions assisting us from hiring process, performance appraisal, up to retirement, benefits and payouts.

HRMS handles more than basic requirements for medium to large companies, yet recognize the fact that some companies may have specific set of requirements, which can be customized to meet their special needs. The main Human Resources module contains the following:

  1. RECRUITMENT
  2. The Recruitment module basically covers all approval and activities from human headcount planning to actual process of hiring. Typical modules included are:

    • Headcount planning
    • Employee requisition
    • Headcount Budgeting
    • Advertisement
    • Shortlist process
    • Interview organization
    • Evaluation package
    • Hiring module

  3. PERSONNEL ADMINISTRATION
  4. The Personnel Administration module consists of records of employees, history, evaluations, remarks, status, personal data. Basic modules included in Personnel Administration is:

    • Staff Information
    • Orientation / Skills / Training
    • Appraisal - Level Change records
    • Reports
    • Personal Records

  5. ATTENDANCE & LEAVE
  6. The Attendance & Leave module covers all records and approval processes relating to employee leave or leave benefits, attendance records for salary administration. The basic sub modules include:

    • Leave entitlement
    • Approval systems
    • Attendance calculations
    • Adjustments

  7. PAYROLL
  8. The Payroll module handles all salary and benefits related payout processes. Some of the major sub-modules includes:

    • Budget approval process
    • Cash / direct deposit payouts
    • Records & confirmation of payout
    • Hourly rates calculations
    • Misc / benefits payout process
    • Selective payout process

  9. COMPENSATION & BENEFIT
  10. The Compensation & Benefit module provides methods & processes to cover:

    • Benefits by categories
    • One time benefits
    • Administration & approval process
    • Performance Evaluation process
    • Records of Benefits

  11. EDUCATION & TRAINING
  12. The Education & Training module provides activity and tracking processes for:

    • Orientation processes
    • Training approval process
    • Education Calendar
    • Training Records

SUPPLY CHAINS

In every industry, whether trading, manufacturing, retailing, hotel, finance, transport, education, health care, etc., there is a need to be able to control and monitor the transfer of goods and services to your customers. The supply chain helps organizations not only to simplify and monitor this process, but also adds more value to the organization in order to increase productivity, speed of response and provides proactive trigger mechanisms.

This whole system is automated, and provides an auditable tracking and reporting system which makes the need of this Supply Chain module crucially required by most businesses today. The Supply Chain module is mostly centered on Supplier Information System, Purchasing, Returns & Claims, Reporting, Invoice & Payment and Project Budgeting.

  1. SUPPLIER INFORMATION SYSTEM
  2. The Supplier Information System is common to all types of business organizations, whether in the manufacturing, service, trading, food industry, or community sector. This information primarily contains supplier contact information, company profile, personal profile, historical queries, events, business dealings, feedbacks, etc. The sub-modules attached includes:

    • Company Information
    • Contacts Information
    • Transaction & Queries
    • Event Log & Trigger
    • Category & Profile

  3. PURCHASING
  4. Purchasing is a process of getting the required material or services to be used by the organizations. This can be for direct or in-direct material, equipment or services; which could be budgeted or un-budgeted items. This module provides a systematic method for executing the purchasing process, while safe guarding against un-authorized or excessive purchases. In order to provide an automated self-regulating process, several sub-modules are typically required, as follows:

    • Budget control & approval
    • Consumption, grading
    • Purchase Requisite
    • Purchase Order
    • Quotation & Invoice In
    • Payment & terms

  5. INVOICE & PAYMENT
  6. The invoice & payment module monitors and keep trace the invoice issued by the supplier. Invoice is created based on the Purchase Order received from supplier. It also displays payment status whether payment has been paid, partially paid or no payment has been received.

  7. PROJECT BUDGETING
  8. This module allows user to create new project, edit or search the project’s detail including information about staff in charge to the product. It helps to organize the material planning in a project. This module integrates the supplier’s information data and the product materials data making every transaction can be completed within a mouse click.

  9. RETURNS & CLAIMS
  10. This module organize and keep track of materials that are returned to supplier due to defects. It also displays claim status whether suppliers have paid our claims or not.

  11. REPORTING
  12. The Reporting module in the supply chain mechanism is very important, as it provides supervisors and management an overall system of activities within:

    • Inventory Control system
    • Procurement system
    • Store activities & control monitor
    • Shipping activities
    • Scheduling & Transaction

CUSTOMER RELATION

Customer relationship is indeed one of the most important factors in the business equation. It is applicable for Sales Department to facilitate the process of preparing the quotation, getting the purchase order from the customer, preparing invoice or delivery order and keeping record of payment.

CAMS gives you a 360-degree view of customers, prospects, competitors and your sales force. This empowers you to develop customer-oriented business strategies to serve and retain them better. You can boost sales by recording, integrating and analyzing information across pre-sales, sales and marketing teams. You can manage your sales force effectively. The data generated in the form of reports enables you to measure market trends and strategize to stay ahead. Customers are purchasers of goods and services which the company sells, and can be both internal and external. Internal customers could be end users of products and services from a different division within the same company, and external customers could be those from a different company, within the same state, country, or international customers.

The ways of tracking and handling internal, local and international customers vary, and each must be handled in ways which best optimize business growth. The Customer Relation module is developed to keep all considerations in mind, and helps the company structurally tracks, monitors and develop the most optimum delivery and contact path for each group of customers, all in an automated and structured manner.

The primary Customer Relation modules which are important in all types of business includes:

Each of these modules work coherently to handle, store, feedback and manage all customers’ accounts automatically. The system inherently automates and governs the overall customer relation operations structurally.

  1. MARKETING
  2. The Marketing process is in effect the front door to any business organization. This Marketing module guides and automates the process of sustaining existing customers, developing new customers/markets, surveys, follow-up, meeting customers, etc. It uses the customer information system for analyzing and maintaining existing customers, and also stores records of potential customers, the demographics of potential markets, and survey analysis results. Coupled with the Marketing Calendar, his module enables close follow-up for each customer every time, and together with the personal information profile, arms marketing personal with the leverage of the most up to date customer information, accessible with a touch of a button. Potential customers are also alerted with reminders set for follow up. The system ensures that NO potential business is left un-explored. Enquiries can be automatically replied with an interim message, followed by a formal reply by marketing personnel. The typical sub-modules included within this module are:

    • Marketing Calendar
    • Customer Trigger System
    • Reminder System
    • Field Reporting
    • Marketing Analysis
    • Promotion & Feedback Analysis
    • Customer Account Information - Order Management

  3. CUSTOMER INFORMATION SYSTEM
  4. The Customer Information System is common to all types of business organizations, whether in the manufacturing, service, trading, food industry, or community sector.

    This information primarily contains customer contact information, company profile, personal profile, historical queries, events, business dealings, feedbacks, etc. The sub-modules attached includes:

    • Company Information
    • Contacts Information
    • Transaction & Queries
    • Event Log & Trigger
    • Category & Profile

  5. SALES
  6. The Sales process ensures all parts ordered, arrive at the customer site at the correct time, with the correct quality, mix and correct cost. This system also addresses any customer enquiry, provides tracking information for customer and schedules. Using information of customers from the Customer Information System and Marketing analysis, reports and other information; this Sales module automatically tracks and triggers personnel for follow up, generates the required paperwork, and can report periodically on performances.

    The typical sub-modules included are:

    • Acknowledgement system
    • Distribution System
    • Trader / 3rd Party
    • Customer Enquiry Support System
    • Escalation / Cancellation
    • Trafficking & Packaging
    • Freight / Insurance / Warehousing
    • Tax & Clearance
    • Order Processing

  7. ORDER FULFILLMENT
  8. The Order Fulfillment process is the process of scheduling and planning for the delivery of goods and services to the customer. This system obtains information from the Customer Information, Marketing, Shipping, system constraints, stocks, and other inputs in order to start a Lot/Form flow. The method and schedule for delivery is predetermined by the system, given the various inputs, constraints, stocks, personnel, etc. This system is designed to trigger for automated close-loop follow-up, in order to ensure all orders are fulfilled within the specified pre-defined window times. This system will also trigger other sub-modules for acknowledgement, feedback, transportation, delivery methods, etc.

    The typical sub-modules included are:

    • Delivery Configuration
    • Distribution Channel
    • Constraint Management
    • Scheduling & Planning
    • Acknowledgement

  9. RETURNS & CLAIMS
  10. The Returns & Claims module addresses the product or services returns and claims, due to error in quality, quantity, mix, unsatisfactory or wrong services, damages, shelf life expired, product discontinued etc.

    The system provides the supervisor information of events, orders, etc; and also provides a feedback to the organization as to all claims request from customers. Where rectifications or repairs need to be made, this system will route products or services through the correct configuration model and re-initiate the supply chain. Where replacement parts needs to be delivered, the system will route request accordingly with different priorities. This system is integral in the process of customer satisfaction. The typical sub-modules included are:

    • Claims Form
    • Returns Form
    • Defect Tracking
    • Product Expiry / Discontinued
    • Stock Rotation
    • Reclassification
    • Re-order Form

  11. REPORT & SURVEY
  12. The Report & Survey module provides the feedback mechanism as to the performance of not only the whole customer relation, but also the business in general. This module includes automated feedback forms, survey results, custom “report-cards”, delivery & performance reports, auditable event records; as a means for management of customer relation strategic decision making. The typical sub-modules included are:

    • Customer Audit / Feedback
    • Internal Supply Report
    • External Survey Report
    • Event Chain Report

INTRODUCTION - BACK OFFICE

Every organization has in some way or another, a system to administer the business strategy, regulate and monitor progress. In order to administer business goals, the business activities has to be recorded, communicated, acted upon, monitored and performance evaluated. Vehicles have to be in place in order to implement these activities, either directly or indirectly. Site activities, facilities, security and communication channels are integral to the success of implementation, delegation and communication.

The Back Office Module addresses these needs by providing an automated system which enables all necessary modules to seamlessly integrate to propel and execute business decisions and directions.

Each of these modules works coherently to communicate, restore, maintain feedback and manage all business administration objectives and directions. This system will govern and provide a system to run and maintain the overall business needs.

  1. ACTIVITY & AUDIT
  2. The Activity and Audit System is the overall heart of the Business Admin module. This module takes care of overall business structure, directions, organization meetings, audits, company appointments, business roadmaps, stocks, earnings objectives, goals. More importantly, this module forms the integral link and backbone for the other modules in the Business Admin area, as information and tasks are conveyed through this module. The sub-modules attached includes:

    • Organization Structure
    • Company Roadmap
    • Functions & Responsibilities
    • Company Calendar
    • Organization Activities

    • Internal Information Dissemination
    • External Communication
    • Feedback System
    • Publications

  3. SECURITY
  4. The Security Module is intended to automate and govern all activities relating to the overall security of the company. This is not limited to personal or site security, but also documents, ratings of its sensitivity; accountability of sensitive material or equipment. The sub-modules attached includes:

    • Site Security
    • Document Ratings
    • Material Accountability

  5. DOCUMENT CONTROL
  6. The Document Control Module provides a means to govern record and implement creation & storage, document dissemination, implementation, requirements of the company. In addition, this module also ensures and monitors the process for legal filings, patents applications, publication, advertisements, official documents and agreements. The sub-modules attached includes:

    • Process of Filing
    • Approval & Documentation
    • Implementation & Dissemination
    • Patents Filing
    • Legal Department
    • Imaging & Advertisements

  7. OCCUPATIONAL HEALTH & SAFETY
  8. The Occupational Health and Safety Module provides a system to guide users and organization on the steps to implement and monitor systems and people, who may be exposed to safety issues work coherently and may pass information within the Business Admin Module, and other modules. The sub-modules attached includes:

    • Safety Standards
    • Equipment Compliance
    • Facility Compliance
    • Utility Compliance
    • Safety Training & Audit
    • Accident Processes

  9. STRATEGIC PROJECTS
  10. The Strategic Projects Module handles projects and activities which are not within the normal activities of the business, but affects the organization indirectly. This module helps to monitor and record activities, progress, meetings and achievements. The sub-modules attached includes:

    • Approval
    • Records
    • Updates
    • Distribution