ORISOFT SYSTEM

ORISOFT SYSTEM APPLICATION IN PERFORMANCE AND DELIVERY UNIT (PADU)

About PADU

ORISOFT SYSTEM IN PADU AND ITS APPLICATION

The system has been used by Education Performance and Delivery Unit (PADU), a government agency under Ministry of Education.  At the moment, only human resource operations module that being use. The current module that available are as follow:

Employee Self Service

Leave Application

Staff claim

Payslip

EA form

Source : OPS HOD (PADU)

In PADU, the staff uses Orisoft system to manage all strategic Human Resource functions as described above.

I am sharing with you the dynamic functions of leave application where this automation helps the organisation in various ways. I am certain that most companies nowadays implement HR system as it helps the company to manage people and monitor the staff efficiently. 

In PADU, the staff has highlighted many improvements after the implementation of the Orisoft system in year 2013 (August).

Let me describe you the impact:

1. Staff could access to their leave application at all times. When the system is integrated and now using extranet, they could apply, cancel and monitor the status of their leave at anytime and anywhere. Since the establishment of this unit is to become a mobile assistance to the education program all over the country, most of PADU staff are not station merely in Putrajaya and they move very often. This mobility has made them untied to work station and access to the Orifost system is available everywhere giving them the best facility at their fingertips.

2. Line Managers could now monitor their staff where about instantly. As mentioned earlier, the staff in PADU are mostly mobile and due to this nature, the line managers are always in the dark of their where about. However, with the implementation of this system, line managers could easily check and be notified on the staff where about making communication an ease without geographical limitation.

3. Since the staff travels most of the time, staff out of pocket claim is a usual transaction in PADU. With the system, submission of staff claim is made online and staff will be notified on the following significant infos:

• Approved/Rejected - staff claim
• Notification of date of money credit (usually claims will be reimbursed in staff salary) however there are some cases where reimbursement is done out of norm.
• Prompt action for staff to revert - insufficient supporting documents such as receipts of expenses, etc.
• Staff claim history where - staff will have full access of the claims which they have submitted and paid
• Current status of the claims - pending/paid

Knowing the above helps staff to monitor their claims easily and this has made PADU efficiently prudent of the staff well being.

4. Payslip and EA form are also made available online. Therefore, there will be minimum administration cost to print and staff will only need to print if they require to. Otherwise, the system will generate e-payslip and e-EA form where these documents are viewable at anytime and anywhere.

To summarize, the system used in PADU is efficient and have zero complaints since its implementation. PADU now should continue to explore the extended and progressive tools of the system to be more relevant to suit the current needs of their staff. 

Good job PADU!

To those who is interested to use this system, please visit their webpage at:

http://www.orisoft.com.my

or you can also contact them at:

Here are their expertise:

GOOGLE STREET VIEW

The Google Street View

Google Street View is a technology featured in Google Maps and Google Earth that provides panoramic views from positions along many streets in the world. It was launched in 2007 in several cities in the United States, and has since expanded to include cities and rural areas worldwide.(wikipedia)

I am sure most of us are curious to know how the camera looks like. Well, let me share with you how they are - maybe you can spot them at your area!

1. Street View Car





2. Street View Trekker


3. Street View Trolley

4. Street View Snowmobile

5. Street View Trike




HOW DO YOU USE GOOGLE STREET VIEW?


First, you need to go to the website: https://www.instantstreetview.com. The page will look like this;



Then, type the address and you will now be able see the latest picture captured by the drone on the location selected:

The Google Street View will be able to see all images along the "blue coloured" street as shown below:

In Malaysia, Google Street intends to collect more images and they are now penetrating the following states to define and give its viewer the in-depth visual.

Johor Bahru, George Town, Tanjung Bungah, KK, Penampang, Batu Caves, Klang, PJ, Puchong, Shah Alam and Kuala Lumpur

Knowing that we are all "watched", I like so much to know on the privacy google could promise me in order to ensure that my safety and security is not compromised. The details below give me some sense of comfort:

For a more interactive way of using the google street view, click on this youtube video:

SMART CARD BARRICADE ENTRANCE SYSTEM

THE SMART CARD SYSTEM

Introducing the The Matrix V Integrated Security Management System (ISMS) by ELID premier software and security management system. This system is designed to meet advanced security needs, suited for corporate & government security market (elid.com).

This powerful gadget uses WinPro - powerful access control management software which supports up to 1,024 doors. It is a class above E.Win, developed around the robust SQL database, that supports multi workstations.

Features:

1. Extensive capability to support 8,000 access portals

2. 144,000 inputs and 280,000 outputs (for I/O monitoring)

3. Matrix V's broad system capabilities

4. Support multi-user monitoring

5. Central access and alarm monitoring and setting

6. Real time activity monitoring

7. Generate transaction reports

8. User access right and audit trail report - system security

9. Area trace - security checking

10. Built in time attendance software

11. Useful visitor monitoring tool

12. Access the system anywhere (web control module)

13. Individual and centralise database monitoring (Enterprise Module)

SYSTEM REQUIREMENT

HOW WE USE IT IN MC BHD

The system is placed at Ground floor and this floor is where the main entrance is located at. The system is on 5 strokes where staff/visitor need to pass through in order to get to the office floors or even the parking lots.

If you are a staff (like me), all you need is to touch your access card on the reader as shown in the picture below.

Me - touching my access card on the smart card barricade

The staff card is embedded with security release and it is allowed to all parking floors, however only to restricted floors as allowed by the building management. Access is requested by HR department to the building management. Without written request, no additional access is allowed for the staff to access to restricted floors.

Restricted floors in this context will be floors to other companies. As the building have many tenants as shown below, access to each floor is only allowed to the staff for each of these companies. Reason for this restriction is to ensure security management at its best.

To access each floor, you will need to touch your smart card in the lift

If you are a visitor, you will need to register at the lobby counter and get access card to go through the smart card barricade entrance system. The receptionist will need your license/ID to exchange with the smart card. You will now able to go through the gate however in the lift, same restriction is given where you could only access to the intended floor.

Me - taking a pose with the smart card barricade

The smart barricade system

SHARE POINT SYSTEM

THE SHAREPOINT SYSTEM IN PADU

SharePoint  -  A DOCUMENT MANAGEMENT SYSTEM USE BY EDUCATION PERFORMANCE AND DELIVERY UNIT (PADU), A GOVERNMENT AGENCY UNDER MINISTRY OF EDUCATION (MOE)

The agency, PADU maintains and kept all documents related to the agency in 1 platform i.e. SharePoint. It’s a system supply by Microsoft Corporation. SharePoint is a web application platform. It is a cloud-based service, hosted by Microsoft, for businesses of all sizes. Instead of installing and deploying SharePoint Server on-premises, any business can subscribe to an Office 365 plan or to the standalone SharePoint Online service. The agency can create sites to share documents and information across the employee. The agency can use it as a secure place to store, organize, share, and access information from almost any device online at anytime and anywhere. The only thing that the agency need for the staff is to provide a web browser, such as Internet Explorer, Chrome, or Firefox.

The access for each folder can be set according to the division / department. For document or folder that need to be accessed by all staff, it can be also set accordingly.

The usage is more or less similar like Dropbox, Google Drive, iCloud. The main function is to store document. As for PADU, they use the system to store and manage internal document. It has been treated as the one stop centre where all the needed information is stored. 

At PADU, each staff will have an access to 2 folders, one is the common folder where everybody can access and another one is the divisional folder where only the staff in that division can access.

Booking of meeting room is one of the purpose of share point

Other than that, documents could also be stored in the sharepoint and the process is really easy, you only need to drag the documents into this page

Meeting calendar could also be viewed through the sharepoint, making it an easy process of information and status sharing

To view booking of meeting rooms within the organization, we could also use this system and this has tremendously help the administrative process

As mentioned above, staff can book the company car (with driver) using this platform. No more manual booking where everybody needs to fill up any form or register it to the Admin Department. Furthermore, less work for the Admin staff. The reservation will be notified to the Admin staff through the email.

Above: Vehicle administration booking, one of the features in shared point system.

Event could also be easily viewed through this system

To summarise, with the system implementation in PADU, many have feel that the company is investing on agility and keeping abreast in the technology demand.

Through the short interview with them, I could tell that they are satisfied with the system implemented and have fully utilise them appropriately.

GOOGLE DRIVE

DIVISIONAL DOCUMENT SHARING SYSTEM AT EDUCATION PERFORMANCE AND DELIVERY UNIT

A free 15 GB cloud storage. Can access anywhere, anytime.  It has been used by one of the division of Education Performance and Delivery Unit (PADU), a government agency under Ministry of Education (MOE).  They use the Google Drive to share documents and access a document together.

You can also get the free storage. Just create your account with Google and you can get free storage and free email account. All you need is creating an account with Google.

It’s simple, go to www.google.com. You can use Internet Explorer, Google Chrome or Mozilla Firefox. Just type the www.google.com at the URL.

If you already have an account, below screen will appear.

Under the Google Drive, you can have your own documents and also documents that shared by other people with you. The advantage using the Google Drive is you can access the document shared with other by or by other people with you simultaneously.  You can amend your presentation slide online with your friend or officemate online. No worry, you can see who amended the document. There is an audit trail for each changes made.  

You can access the document wherever you are, anytime.  

Here is a step by step guide on how you could create a google drive account of your own:

This is basically the outcome of google drive and how it is being used in PADU.

For more interactive on how to create a google drive, click on the video below:

Let me share with you the benefits from this drive as per shared by PADU staff and Management:

1. It's cloud based applications and staff could access everything from any computer, so long that you have internet connections.

2. The programs are easy to use! and it is very similar to office software, but much cheaper.

3. Programs on Google Drive are great for collaboration such as share documents, spreadsheets and other items with not just among staff but also the clients.

4. When sharing documents, the user could use link or allow access to specific people. You can also control access by allowing read-only or give to only specific people, the authority to edit.

5. Multiple people can edit documents simultaneously and they could easily see who is editing a document.

6. The apps have live chats features which allows discussion on line while working on documents.

7. Staff could also leave comments on the documents which they are editing. This is a great feature for all staff or even client to give feedback before finalising a given project.

8. Ample storage - currently 15GB and the best thing, it is FREE! If you like to upgrade, that is only USD 1.99 per month and the additional space can go up to even 100GB -> that could store years of documents of the capacity of 100-150 staff!