Payroll Management

Payroll is probably one of the most important functional modules in Human Capital Management System. The need to pay employees accurately and on-time is of utmost important. Apart from getting the correct data for processing, payroll administration is constantly faced with the ever changing requirements to compensate employees.

KZEN Enterprise Payroll Management Module is a fully integrated module that permits data to be collated from source; thus, ensuring correct payments for employees. Our strength lies in its ability to allow users to easily map their business logics and policies into the system. This will enable the customer to scale and grow their application as per their business requirements.

Some key features of the module includes:-

• Flexibility in defining more than 10,000 Payroll Attributes for Allowances, Deductions, Overtime, Banks etc.
• Ability to allow user to define scriptable formulas to be used in the computation of Salary, Leave Payback, Unpaid Leave, Overtime, etc.
• Possibly the ONLY System that allows you to define the number (up to 99 times) of Salary Runs per month.
• Ability to split the data entry process by components of Payroll Attributes. This ideal for organizations having thousands of employees as well as organizations who practices Extreme Security Administration where even the users are not supposed to know the salaries of employees.
• Tracking and maintaining past Benefit / Allowance / Deduction / Overtime Rates used and compare with current rate to determine the changes in policies through the years.
• Providing Management / Finance Department with a Monthly Salary and Wages Reconciliation with Summary and/or Detail Transaction Listing.
• Ability to interface with external Accounting System – SAP, JD Edwards, Sun Accounting, CODA, IFS, BaaN, Acctrak etc.
• Accounting processes supported – GL Journal Voucher Generation, Bonus Provision, Leave Pay Accruals.
• Bank Auto Credit Exporting – supports Maybank, RHB Bank, Bank Of Commerce, Bank Simpanan Nasional, Public Bank etc.
• Other External Exporting – HSBC Trust Fund, ASN Deduction, Zakat Deduction.
• Ability to allow OPEN Payroll Periods where entries can be done for subsequent Months without closing the Current Period.
• Provides a wealth of more than 150 comprehensive reports to choose from with the feature to display the report on preview.
• Ability to output the report to a file eg. Excel, Lotus, ASCII etc.
• Full compliance with the Statutory Requirements on EPF, SOCSO and TAXATION with the latest update on Table Rates.
• Maintaining a EPF Voluntary Excess Table on contributions exceeding the standard Rate of 11 % and 12 %. The allocation / entitlement of additional percentage (%) can be effected automatically by grade and years of service of the employee.
• Ability to handle Simulation Runs of Increment and Bonus for submission to Management for approval prior to actual payout.
• Scriptable monthly Perfect Attendance calculation process.
• Printing of all Statutory Reports including EPF Borang A, SOCSO 8A, CP 39 Tax Submission, EA Form, CP159 etc.
• Provides an integration to other KZEN Enterprise Modules eg. Time Management Module, Leave Module, Claims Module, Fringe Withholding Module, ESPP Module, Medical Benefits, Benefit-In-Kind from Loan Subsidy & Leave Passage modules.

Time & Attendance Management

KZEN Enterprise Time Management System Module provides full functionality for management of time information in your organisation, including time collection, evaluation of time and capturing of absenteeism data. It also streamlines time all your day to day scheduling activities as well as automatically identify employees on leave, calculation of overtime and shift premiums.

The entire time evaluation process utilises business logic and rule based formula to support the unique requirements of any organisation in any industry. It can significantly improve the efficiency of your business by eliminating unneeded effort and simplifying routine, yet powerful enough to customize the time sheet for different groups of employees.

Accurate and timely collection of data is an integral part of time management. It provides the flexibility to use existing time collection devices (Bar Code, Magnetic Stripe, Proximity Readers, Smart Cards, Fingerprint Scans etc) to capture employee clocking data and easily transfer the data to KZEN Enterprise Time Management Module for processing.

Some key features of the module includes:-

• Administering of multiple Shift Schedules (working hours) for different groups of employees. A special day can be defined to cater for 5œ days working week pattern.
• Defining the break time hours applicable for each shift schedule.
• Assignment of work schedule to employees either by Work Group or Individual assignment
• Generation of rotating Work Schedules / Rosters with a user defined pattern cycle
• Defining and managing multiple off days, rest day and holiday calendars e.g. common holidays and regional holidays (based on the states holiday). A generation process can be used to generate the schedule based on a period (yearly, monthly etc.)
• Provide linkage to Leave Module to identify employees on leave days taken
• Tracking and reporting on absenteeism, late, early leavers
• Computation of regular pay, overtime and shift differential based on planned working time, actual time recorded, your business rules and regulatory requirements
• Two methods of overtime approval i.e. pre-approved and/or post-approved. Pre-approved overtime will allow any overtime performed to be automatically paid based on a pre-set schedule. Post approval overtime will require supervisors verification on the hours to be paid based on actual hours performed.
• Time Post Approval allows online verification of attendance and hours worked for a period.
• Scriptable Daily Incentives computation based on the working hours e.g. OT Meal Allowance, Disturbance Allowance etc.
• Provides information about the level of workforce availability to support strategic staffing needs
• Managing and administering clockings for various groups of people (Employees, Contractors, Visitors) with tracking of card issuance, visitor’s & contractor’s details.
• Providing flexibility in assigning of Temporary Cards to Employees for loss of card, misplaced card etc. to ensure uninterrupted clocking activities.
• Full maintenance of Card Transactions (eg. Cancellation, Issuance etc)
• Badge Number can either be system generated or user defined (for external card).
• Ensuring Integrity and Validity of Uploaded Data for Processing according to Business Rules
• Allowing flexibility of Data Reloading and Reprocessing. This is very important as there are bound to be instances where data uploaded are not complete due to mechanical (time clock devices) failures, network problems etc. Most of the systems in the market do not provide this flexibility and you would be required to perform a backup and restore routine, which could be messy if your transactions are huge.
• Generating wealth of comprehensive Time Management Analysis Reports such as Employee Time Sheet, Late Attendance Listing, Absentism Report, Incomplete Clockings, Overtime Analysis, Early Goer Listing, Badge Assignment Reports etc.

Fringe Benefit Withholding

KZEN Enterprise Fringe Withholding Module provides the abilities to manage fringes which may be administered by the company pending submission to statutory or external funds.

Some key features of the module includes:-

• User definable types of fringe benefits
• Assignment of employee to the fringe plan and define period of withholding
• Calculation of dividends on outstanding fringe balances withheld
• Release of withheld fringes via Payroll to statutory bodies (EPF) or external fund

Bus Route Management

KZEN Enterprise Bus Route Management Module, which is a part of the Time & Attendance Management module, allows tracking of employee utilization of company transportation provided.

The information tracked can be used to integrate to Payroll Module for the purpose of deduction of bus fare (if applicable) or to produce analysis of transportation utilization.

Some key features of the module includes:-

• Administering of multiple bus routes and pickup points
• Assigment of employee to the corresponding bus route and pickup points
• Automatic integration to Payroll for the bus fare deductions

Loan Management

Companies are sometimes sympathetic when employees make heavy financial commitments like purchasing a house, a vehicle or a computer and offers assistance in the form of a loan. Although the process of the application can be complex but these benefits are extended once in a lifetime. The difficulty often lies with the deduction for the instalment and the integration with payroll in an accurate and timely manner.

KZEN Enterprise Loan Management is able to compute loan interest and create repayment schedule. This module will provide the necessary information to payroll to facilitate monthly deductions.

Some key features of the module includes:-

• User definable types of loans.
• Supports multiple loans for each employee
• Ability to define multiple borrowers for each loan
• Maintain and tracks Progressive Payment and Repayment Installments
• Maintains complete records of loan principal repaid and interest earned.
• Scriptable Loan Repayment Schedule Generation supports Yearly Rest, Monthly Rest, Fix Rated type of loans
• Auto Calculation of progressive and repayment interest with ability to apportion amount among borrowers of the same loan.
• Maintain full loan balance reporting.
• Provides comprehensive analysis and operation tracking reports
• Maintains multiple companies database
• Integration to Payroll for Benefit-In-Kind Tax Reporting

Loan Interest Subsidy Management

KZEN Enterprise Loan Interest Subsidy Management Module provides the abilities to manage all kinds of loan records provided by a company to its staff force and tracking of the subsidy entitlement and claims.

It provides the avenue to compute interest of loan and create the full loan repayment schedule to determine the subsidy to be paid to the staff.

Some key features of the module includes:-

• User definable types of loans.
• Supports multiple loans for each subsidy instance.
• Ability to define multiple borrowers for each loan.
• Maintain and tracks Progressive Interest Subsidy and Repayment Interest Subsidy.
• Maintains complete records of loan principal repaid and interest earned
• Scriptable Loan Repayment Schedule Generation supports Yearly Rest, Monthly Rest, Fix Rated type of loans
• Auto Calculation of progressive and repayment interest subsidy with ability to apportion subsidy amount among borrowers of the same loan.
• Maintain full loan balance reporting.
• Provides comprehensive analysis and operation tracking reports
• Maintains multiple companies database
• Integration to Payroll for Benefit-In-Kind Tax Reporting

Group Medical Insurance Benefits

Most companies provide hospitalization and medical coverage for their employees and sometimes extending these benefits to the spouse or entire family on shared basis. This extension often entails significant administrative work to keep the records of family members who are eligible for coverage and to make the necessary deduction from employee’s salary.

KZEN Enterprise Group Medical Insurance Benefits Module allows HR to define the various hospitalization and medical scheme and enable employees to elect for the coverage and to keep the necessary dependent information up to date. The system is integrated with the Payroll module to facilitate monthly deduction, if required.

Some key features of the module includes:-

• User definable types of insurance and hospitalization plan
• Scriptable formulas for the calculation of premium payable for insurance plans
• Date effected table to store hospitalization premium payable by employee and employer
• Calculation of premium on monthly or annual basis
• Automatic termination from insurance benefitsupon employee resignation
• Integration with Payroll for deduction of employee premiums

Group Insurance Benefits

KZEN Enterprise Group Insurance Benefits Module allows HR to define the various insurance scheme and the components within the schemes, enable maintenance on employee entitlement, employee attachment to different entitlement group.  The system is integrated with the Payroll module to facilitate monthly deduction, if required..

Some key features of the module includes:-

• User definable types of insurance benefits scheme.
• User definable computation rules for each insurance scheme.
• Date effected table to define eligible scheme and component/s of scheme/s for any particular entitlement group.
• User definable of components within a scheme i.e. AD&D, PURE GTL, TPD, etc.
• Staff attachment to entitlement group is date effected and can be changed throughout the entire employment service.
• Ability to generate monthly premium transaction and prints report by summary and detail.
• Prints monthly sum assured by age, grade category and gender summary report.
• Integration with Payroll for deduction of employee premiums

Recruitment Management

Attracting the right candidates for a particular vacant position is a difficult task and screening them is even more arduous activity. KZEN Enterprise makes it easy.

KZEN Enterprise Recruitment Management functions enhance and automate all your recruiting tasks, from manager submitting job requisitions to HR department making employment offers and hiring applicants. This high automated process includes screening and short listing candidates based on their personal and employment profile against those of the vacant position.

Some key features of the module includes:-

• Tracking of Requisition by Department Heads for vacancies. This information includes the number of vacant positions, the expected required period, the budget amount per position, etc.
• Tracking of all Candidate’s information including but not limited to their Personal details.
• Providing Statistics on all Job Applicants in terms of Race, Sex, Position etc.
• All successful Applicants are transferred to the Employee Database and a Staff ID being assigned to it. Unsuccessful Applicants can be managed separately on a KIV File.
• Standard Letters (Appointment, Rejection, etc) can be generated from the System.
• Ability to assist in shortlisting exercise from all applications based on set of criteria eg. qualifications, experience, skills etc.
• Managing Recruitment for different type of employees ie. Temporary, Contractual, Permanent, etc.
• Tracking of all Recruitment Cost eg. advertisement, stationaries, etc.
• Analysing the Recruitment Cost per Position Intake as well as the efficiency of various recruitment mediums eg. newspaper, agency, internet etc.
• Integration with external recruitment database such as JobStreet.com for candidates information

Employee Share Option Scheme

The KZEN Enterprise Employee Share Option Scheme system forms an additional component, specifically developed to be used by Public Listed companies in managing of their Share Option allocations to employees. The system provides flexibility in accomodating different ESOS bylaws and is in compliant to the required standards of reports and guidelines governed by statutory bodies like KLSE and MCD.

Some key features of the module includes:-

• User definable codes for Security Firm Agent, Investor Type, Staff Category, Schemes, Stock Code, Stock Type, etc.
• Ability to define Multiple ESOS Scheme and Offers
• Scriptable Entitlement and Exercising Rules Generation – supports most ESOS bye-laws
• Provide simulation of ESOS offer based on defined bye laws rules
• Maintains complete tracking of offer, acceptance, exercising & forfeiture transactions
• Unlimited no. of years of transaction history maintenance capability
• Prints letter of offer, option certificate form and letter of offer acceptance
• Provides comprehensive analysis and operation balance tracking reports
• Maintains multiple companies database
• Provides disk export for share exercising transactions
• Allows Adjustment to the Offer Price and Balance due to Bonus Issues, Share Capital Adjustments
• Support Selling Flexibility model

Employee Stock Purchase Plan (ESPP)

The KZEN Enterprise Employee Stock Purchase Plan system provides the abilities to manage the staff purchases of stocks from either the local or oversea bourses.

Staff can elect to purchase a quantity of stock based on the eligibility and deductions to be made from the salary for a specified period.

Some key features of the module includes:-

• Ability to define Multiple ESPP Scheme and Offers
• Supports Multiple Exchange Rates for Other Countries Stock Purchase
• Monthly Conversion of foreign currency rate to local rate for the salary deduction
• Maintains complete tracking of payment (either through salary deductions or over the counter) transactions
• Unlimited no. of years of transaction history maintenance capability
• Maintain Up-To-Date balances of the payment
• Maintaining of Cancellation or Transfer of the stock purchase
• Integration with Payroll Module for the salary deduction
• Provides comprehensive analysis and operation balance tracking reports
• Maintains multiple companies database

ESOS Selling Flexi

KZEN Enterprise ESOS Selling Flexi is an extension to the ESOS Module. KZEN Enterprise ESOS Management Module provides option to support ESOS Selling Flexi concept where employee can exercise using available shares on the trading market via a proxy account. For selling flexi, employee to be able to submit exercise application / sell instructions online via the self service. It supports auto fax to appointed remisier / securities company for the sell instructions on real time basis when employees choose to exercise flexi. In addition, it provides the ability to control the trading hours and processing of successful / unsuccessful selling flexi submission. Approved selling flexi to be considered as valid exercise while unsuccessful will be considered as unexercised and therefore to be available for the employee for next exercise (conventional / selling flexi).

Manpower Budgeting

KZEN Enterprise Manpower Budgeting allows budgeting of headcount and automatically tracks the utilization based on the actual movement of the employees which may be updated via various sources.

Some key features of the module includes:-

• Reporting and analysis of Actual Manpower of a Department or across the Company
• Ability to generate Manpower Requirement Analysis by Department as well as for each individual Position. In addition, the System is able to schedule the planning of intake by implementing a Manpower Intake Position Calendar.
• Identifying Employees who are due for Retirement (according to their Age) so that Manpower Planning can be effected to ensure Replacement of these Employees Generating Manpower Analysis Reports such as Staff Turnover Analysis, Staff Length of Service Analysis, Absenteeism Rate, Vacancy List, Manpower GAP Analysis etc.
• Managing Total Cost of Recruitment for a Position including all media and staff cost. It also generates analysis on Average Cost by Position and Departmental Salary.
• Provides a linkage to KZEN Enterprise Personnel Module for accessing the Staff Record as well as for the updating of New Recruitment Record
• Ability to generate Manpower Analysis in Graphical Representations (Bar Chart, Pie Chart, Line Chart etc.)

Leave Passage Management

KZEN Enterprise Leave Passage Management Module provides the abilities to manage the leave passage benefits given to the employee.

Some key features of the module includes:-

• Ability to create the Entitlement by multiple companies, grade and employment type.
• Auto computation of the entitlement for a person
• User definable Entitlement Period (by year etc.)
• Ability to Carry Forward unutilized balance at the end of a period to the following period.
• Brought Forward Balance Forfeiture / Expiry setting.
• Tracking of the each utilization and details : Overseas / Local trip, destination etc.
• Provides comprehensive analysis and operation tracking reports
• Integration to Payroll for Benefit-In-Kind Tax Reporting

Industrial Relations Management

Labour issues constantly arise in the company either due to some form violation or grievances. Legislation requires the company to maintain a record concerning the problems and the steps taken to resolve them.

KZEN Enterprise Industrial Relations Management enables you to enter and track labour-related information for each incident. You’ll find this information handy when trying to resolve any problems that arise as a result of a grievance or a disciplinary action. If you have an accurate, up-to-date record of the steps taken to resolve each problem, you can help your company avoid any liability problems.

Some key features of the module includes:-

• Flexibility in defining multiple type of Disciplinary Actions
• Identifying the Severity Level of Disciplinary Cases
• Administering Employees on Disciplinary. Information captured include Date of Disciplinary, Type of Offence, Severity Level, Action Taken.
• Preparation and printing of Disciplinary Letters
• Tracking of Domestic Inquiry sessions and panel members information.
• Administration of all Compliants / Grievances. Information captured include Date of Complaint, Reported To, Description of Complaint, Action Taken etc.

Personnel Management

Personnel information is the core of HCMS. It is the only module that integrates with all other modules. Therefore, it is imperative to keep the information correct and current at all times.

One of the features of KZEN Enterprise that differentiate us from most of our competitors is the ability to keep historical information. The effective-date design of the KZEN Enterprise system gives you a complete view of all your employee history and business rules; thus, enabling you to analyze and process employee information and all other related transactions on a date and time basis.

Some key features of the module includes:-

• Maintaining Personal Information including:
  • Personal Information eg. Name, Address, IC Number (Old / New),
  • Email Address, Telephone, Sex, Date of Birth, Marital Status, Nationality, Race, etc.
• Maintaining of comprehensive Employee Information comprising :
  • Work Related / Employment Information eg. Position, Grade, Department, Section, Employment Type, Report To, etc.
  • Complete Date Information eg. Date Joined, Date Confirmed, Date Resigned, Contract Due Date, Visa Expiry Date etc.
  • Salary Related Information eg. Basic Salary, EPF Contribution %, SOCSO Scheme, Voluntary Excess %, TAX Category, Pension, Contribution, Wage Type etc.
  • Storing of Employee Photo
  • Spouse Name and IC Number
  • Spouse Working Information including Place of Work
  • Old and New IC Number
  • Managing Record for Multiple Spouse
• Managing Family and Next of Kin Information including :
  • Name of Member
  • Type of Relationship (eg. Son, Daughter, Father, Mother, etc)
• Date of Birth
• Attaching of ongoing Notes to the Employee. Such Notes will be stored as transactions within the System and can be reviewed throughout the Employee’s Service Period. It also captures the Date on which the Notes are documented. For some companies, these Notes comes in handy during the Appraisal / Review Period.
• Managing of all Reference Numbers eg. ASN, ASB, LUTH, EPF, SOCSO, TAX, etc. These References are used during the printing of related Statutory / Contribution reports. KZEN Enterprise allows you total flexibility in defining different type of References.
• Managing and administration of all Academic and Professional Qualification details.
• Recording the Previous Employment details of the person.
• Tracking of Documents issued with expiry dates to employees eg. Contracts, Work Permit, Bond.
• Managing all all Assets provided to Employees eg. Handphone, Uniforms, Shoes, etc. Value of the Asset is also maintained.
• Managing of Employees involving in Projects and tracking of Project Progress.
• Managing and administration of Employee Award Informations eg. Best Lecturer for 1999, Employee of the Year etc.
• Managing Employee Service History Records eg. Promotions, Increment, Transfer etc. All Service Records are kept and stored within the System for unlimited period (unless it is purged off).
• Administering of all Medical Checkups undertaken by Employees
• Ability to analyse on individual type of Service Movement eg. how many times has the Employee been given Increment and what is the amount / when was the last Increment Effected.
• Utilising the Service Record (eg. Years of Service / Grading) as a platform for Benefits and Compensation Management Programme.
• Ability to track Commencement Date and highlighting of Due Dates for Confirmation, Salary Increments, Gratuity, Retirement etc.

Leave Management

Managing employee leave is becoming one of the telling differences between enterprises to cut cost and increase productivity.

KZEN Enterprise Leave Management module will perform the varying leave accruals according to years of service and grade as well as allows you to maintain and track employee leave, both historical and current, so that you can better monitor both individual productivity and cost due to direct or indirect leave payouts.

Some key features of the module includes:-

• Ability to user define all type of Leave (Annual, Meeting, Conference, Seminar, Study, Maternity, Compassionate, Unpaid, Paternity, Sick, Research, Sabbatical, Half Pay, etc.
• Automatically handles earmarking of Leave upon application to effect accuracy in the transations
• Employee entitlement based on assignment of Leave Grouping for easier administration.
• Tracking of Leave Balances (for various type of Leave) for each Employee
• ScriptableLeave Entitlement Computation – user defined criteria to be used for calculation of the entitlement
• Ability to Carry Forward any Leave Balance at the End of Year, subject to the organisations policy and procedures. Leave to be Carried Forward can also be capped to a maximum number of days.
• Automatic Brought Forward Balance forfeiture or expiry.
• Ability to Accumulate Leave Balance for a specified number of years for the purpose of Pilgrimage / Overseas trip. Accumulation of leave can be tracked up to 6 years.
• Ability to Cancel / Revert any Pending Leave Application
• Mass Leave Transaction Generation & Approval – minimize data entry and/or maintenance of leave transactions.
• Ability to do manual Leave Balance Adjustment at any point of time eg. Additional crediting of Replacement Leave
• Allow Entitlement Adjustment due to regrading (promotion, transfer) during leave period
• Provides linkage to Time Management System for identifying employees on Leave
• Provides linkage to Payroll System for the deduction of Unpaid Leave and Pay In Lieu
• Generation of Leave Balance Report for encashment at Retirement

Claim Management

Benefits have always been one of the tools to attract and retain employees. These benefits tend to proliferate in a unionised environment and often come with complex terms and conditions. These benefits entitle employee to make claims either as benefit or expense incurred. As a result, HR not only deals with large number of claims but processing each claim can be a complex activity of ensuring compliance.

KZEN Enterprise Claim Management allows you to define all the claims and enforces the business rules with regards to eligibility, quantum and ceilings. This will help ensure a consistent rule being applied to all claims and speedy processing to ensure payments are made on time.

Some key features of the module includes:-

• Ability to user define all type of Benefits / Claims eg. Medical Expenses, Dental, Mileage Reimbursement, Club Membership etc.
• Setting of Eligibility Conditions (eg. Years of Service / Grading) and Limit Type (per month/year) for each Type of Benefit
• Provides analysis on total Claims made per Month, Quarter, Yearly by Employee / Department etc.
• Restricting some type of Claims and Benefits to certain group of Staff and the maximum amount they are entitled by Claim Grouping.
• Tracking of claims processed and ensuring that it does not exceed the limit.
• Ability to do manual Claim Balance Adjustment at any point of time eg. Additional approval by management
• Ability to do Benefit-In-Kind Tax Reporting in the annual EA form
• Maintaining a list of Panel Clinics to administer Medical Claims
• Analysis on Medical Claims across Years (eg. Last Year with This Year)
• Analysis on Medical Expenses by each individual Staff and their dependents.
• Provide analysis of Panel Clinics and number of patients attended to by Department and the medical fees charged.
• Allows flexibility of Claims to be updated to Payroll for Payment together with salary
• Recovery of overutilized Claims via Payroll deduction

Performance Management

Through the use of KZEN Enterprise Performance Review Management, an organisation’s progress relies on the linking of individual performance with that of the organisation. The system provides for the ability to promote performance goals and measures that grow out of the enterprise, division or department’s business plans, the ability to align an employee’s performance measures with that of the organisation.

Some key features of the module includes:-

• Appraisal Forms can be user defined. Multiple Appraisal Forms can exist within an organisation. An Appraisal Form can consist of various Sections and each Section can contain many Question Items.
• Computation of scores is done on Weightage Method. Each Section can carry different Weightage (user defined). The rating for each Question Item can also be user customised.
• Supports Appraisal based on generic, competency or by Key Result Areas
• Flexibility in performing multiple Appraisal Exercises within the same year. Appraisal Exercises can be conducted by Project, Quarterly Review etc.
• Ability to conduct ad-hoc review at any time of the year.
• Allows distribution and consolidation of Appraisal Scores across multiple Appraisal Exercises done.
• Ability to conduct Appraisal Exercise online realtime
• Supports 360 degree Appraisal : Review can be done by Superiors / Peers / Self
• Setting a basis for PerformanceAssessment for purpose of Increment / Bonus
• Multiple simulation can be run based on different rewarding scheme.
• Comparison of impact to the organization based on the results of the different rewarding schemes.
• Integration to Payroll for posting of Actual Bonus / Increment
• Ability to review history of all past Appraisal Exercises done for an Employee

Training Management

Development of Human Resource is noted as one of the Key Factors in bringing Malaysia towards achieving its objective as an industrialized nation. People with the Right Knowledge, Skills and Competencies are the Core Asset of any organisation. Properly nurtured and guided, they can bring the organisation to compete internationally.

Companies can stay in the forefront of industry by motivating and preparing their employees for the challenges ahead through training. Tracking who and when to conduct training is important in a fast-paced global market in order to keep their employees up to date in the technologies, regulations, and procedures.

Some key features of the module includes:-

• Managing a database of all Courses (internal / external)
• Administration of all Courses undertaken by Employees. Information captured including Course Type, Course Name, Duration, Institution, Instructor, Venue, Number of Days, Course Fee, etc.
• Linkage to Competencies being addressed by the course for the purpose of TNA.
• Maintaining the profiles of Training Organizers, Providers and Trainers
• Maintaining the Training Course Schedule (Training Calendar) for the courses to be conducted.
• Maintaining of a complete yearly training development plan for employee using the Person Training Schedule.
• User defined Budget Grouping and flexible budgeting period. Also provides per head budgeting by Grade.
• Monitoring of budget by the Budget vs Actual costing report and Budget Variance report
• Maintaining Training Event information including Training Sessions, Trainers for each session etc.
• Maintaining Participant records : Status (Pending, Confirm, Waiting List), Expenses
• Attendance Marking for each training session
• Ability to capture all other Cost associated with the training, besides the Course Fee eg. refreshment, travelling, accommodation etc
• Analysis on the training amount invested, for each employee, by department or cost centre.
• Ability to identify courses that the employee had atteded throughout his/her career or to identify who are the people who had attended a particular course
• Option of either using Manual or Auto Rescheduling function
• Creation of user define Survey Form & Type
• Ability to user define and conduct multiple Training Event Exercise eg. Pre-Event Test, Post-Event Test, Course Evaluation, Multiple Trainer Evaluation etc.
• Computation of Learning Gain Ratio and Course Evaluation Result Summary
• Providing analysis on total cost of training by Department / Organisation
• Conducting Annual Survey Test to evaluate the effectiveness of your full years training programme
• Training & Development Survey Exercise

Training Needs Analysis

KZEN Enterprise Training Needs Analysis supports competency based training where the gap between employee and job competencies are identified and linked to appropriate courses. Depending on the demand, these courses will be scheduled and employees automatically enrolled. HR has the flexibility to override the process of preparing the course calendar and enrolment while employees can change the course and date of enrolment.

Some key features of the module includes:-

• Ability to define the Compulsory Courses for a person
• Identifying the courses which is suitable for the employee based on the GAP analysis
• Matching of Courses to the Competency Gaps of the Employees based on the Job Needed Level and Course Achieved Level
• Ability to Waive a person from attending a course due to special reasons
• Maintaining a Training Course Mock-Up Schedule
• Auto-Nomination of employee to courses based on the availability of the course scheduled by the Mock-Up Schedule
• Providing analysis on the estimated cost of training based on the generated plan
• Ability to allow user to indicate the dates for the person to attend a course planned for him
• Validation of the indicated date against the Proposed Training Dates
• Generation of the actual Training Course Schedule (Training Calendar)
• Generation fo the actual Person Course Schedule (Staff Training Plan)

Job Competency Management

KZEN Enterprise Job Competency Management exceeds the skill tracking functionality you’ll find in most local HRMS. It enables the company to define the enterprise’s jobs in terms of key competencies, and perform real-time gap analyses between your employee and their jobs. Eventually, management can plan the employees’ careers and their future growth based on the company’s competency requirements for growth and competitive advantage.

Some key features of the module includes:-

• Ability to user defined up to 10,000 Competency Category and Competencies
• Grouping of Competencies needed for a job into Competencies Set
• Ability to assign Person Specific Competency
• Managing of Job Description and Job Specification Details
• Recording and Identifying of Knowledge, Skills, Abilities and Other Competencies (KSAOC) required to fulfill a Job Position
• Providing a Framework for Traninig Needs Analysis, Project Assignments and Succession Planning
• Ability to perform selection of Employees with specific Skill Sets, Knowledge or Ability
• Performing Competency Review Exercise and managing of performance
• Supports Multiple Reviewer with different weightage
• Attachment of Job Requirement Ratings on Skill Attributes
• Administration of Employee Skill Attribute Ratings
• Analysis of GAP Ratio between Job Requirement and Employee Satisfaction Ratings

Base System Administration & Security Management

KZEN Enterprise Base System Administration & Security Module comprises of two key components. The first component provides a centralized source of coding management across all modules, whilst the second component, supports the full administration of security management. Security plays a pivotal role in any application, especially so for Human Capital due to the confidential and sensitive nature of employee data. However, every client will require flexibility in determining each user’s security profile to limit access to certain information. This is achieved effortlessly in KZEN Enterprise HCMS by setting authentication procedures and assigning access rights to application objects such as screens and reports for every employee or groups of employees.

Some key features of the module includes:-

• Supports user definable set of codes to be used across all modules e.g. Companies, Division, Department, Section, Unit, Position, Grade, Employment Type, GL Linkage Code, Common and Special Holiday Groups, Nationality, Race, Religion and etc.
• Supports multi company environments where tracking and management of employee transfers / movement across subsidiaries / departments is easily achieved.
• Provides up to 7 levels or organization hierarchical structure in reporting and analysis for decision making purposes.
• Supports comprehensive employee, spouse, family and reference numbers information.
• Provides a powerful employee search engine which permits the retrieval of employee information based on single / multiple filtering conditions utilizing all fields available in the table – employee no, employee name, designation, job grade, date join, date confirmed, salary range, department and etc.
• Supports user development of additional fields for storing of user definable employee information without requiring further customization.
• Configuration of user authentication procedure.
• Provides mapping of Object Access Rights for all authorized users.
• Provides an audit trail of every transaction with date and time stamping.
• Protects your data from being accessed at both application and database levels, where users are not able to use any third party tool to open / access the Database directly. This is one of KZEN Enterprise’s key differentiators which ensures the security of your data at the highest level.

Process Tracker With Task Scheduler

Task Scheduler
KZEN Enterprise Task Scheduler works in conjunction with Windows NT Task Scheduler in support of the setting up of user definable and configurable background tasks.

The background can be configured in accordance to user definable parameters as to the criteria, date and time, etc., on any information maintained within the entire KZEN Enterprise database, and will activate automatically upon those parameters is being met.

This serves as an excellent automation tool for the HR users in their day-to-day run of operation.

Process Tracker
KZEN Enterprise Process Tracker provides an avenue of being an excellent task list monitoring and management tool for the HR department.

Task and/or check list can be setup in accordance to operation procedure needs, such as Resignation process, New Joiner process, etc., catering to combination of tasks that is system based and manual operation based.

Besides being an excellent tool for process monitoring and management, it also provides an excellent avenue of acting as a straightforward operating procedure for new user to the operation as it serves as a checklist to be done for each instance of operation of the HR department.

Personalization and Profiling Management

KZEN Enterprise is developed using Object Oriented Programming built on a Component based reusable architecture which incorporates the ability for Users to personalize their own access to individual Menus, Functions, Objects etc. In addition to that, Users may also easily assemble strategic Modules to be used by certain group of users eg. Management without having any programming knowledge. This feature is extremely useful in empowering executives, HODs and Management in managing and analyzing information themselves.

Alert Management System with Integration to Email

KZEN Enterprise provides users with a built in alert management system that can serves as a reminder of activities that requires your attention. KZEN Enterprise provides a user definable alert management environment where information can be prompted as ALERTS every time you login to the System. These ALERTS can be personalized to each individual User requirements and also integrated to your email applications

Manager & Web Self Service

KZEN Enterprise Web Employee Self Service provides the ideal medium for allowing employees to maintain their own data straight from their desktops, from an info kiosk or from a remote location, while liberating the Human Resources (HR) Department for more strategic work.

With KZEN Enterprise Web ESS, employees can be responsible for the maintenance of their own data and can get access to their information, on their own time, without requiring training on KZEN Enterprise or having core KZEN Enterprise applications on their desktops. Employees can have access to the most up to date, accurate data on record.

KZEN Enterprise Web ESS leverages the power of core KZEN Enterprise via a user-friendly interface. Companies are able to save time and money, empower their employees and create productive and effective HR Departments.

Some key features of the module includes:-

• Password Security to ensure that each authorised users are given a unique Pin ID
• The ability to review employee’s own personal information and update on certain information such as address , telephone number, emergency contact etc.
• Employees can view their own Leave Balances and submit leave application which will be routed via the defined workflow to the respective approver
• Employees can view their own Claim Utilizations and submit claims which will be routed via the defined workflow to the respective approver / verifier
• Employee can view their working schedule and submit OT requests
• Employee can view the Training Calendar and self nominate to attend training courses hich will be routed via the defined workflow to the respective approver / verifier
• For those attended training, they can submit their training evaluation / test online
• Manager’s Self Service allow the manager to approve their subordinates requests / applications and also administer the day-to-day processes defined by HR
• Web enabled and user definable workflow functions that support approval processes
• Posting of the company’s policy and procedures