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ELEMAC PRECISION

ENGINEERING
SDN. BHD

USER MANUAL
FOR
HUMAN RESOURCE MODULE

Prepared by
Infomag Engineering Team

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TABLE OF CONTENTS
PURPOSE......................................................................................................................................................3
SCOPE..........................................................................................................................................................3
MENU HIERARCHY.................................................................................................................................4
SYSTEM GUIDE.........................................................................................................................................5
START HERE..............................................................................................................................................8
1. CONFIGURATION...................................................................................................................................9
1.1 Department Code...............................................................................................................................9
1.2 Section Code....................................................................................................................................10
1.3 Leave Code......................................................................................................................................10
1.4 Foreign Worker Approval................................................................................................................11
1.5 Banker’s Guarantee..........................................................................................................................11
2. TRANSACTION.....................................................................................................................................12
2.1 Employee Information.....................................................................................................................13
2.2 Leave Submission............................................................................................................................17
3. REPORTING...........................................................................................................................................18
SHORTCUT KEYS...................................................................................................................................19
TOOLBAR..................................................................................................................................................19
PRINTER MANAGER................................................................................................................................20

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PURPOSE
This system is designed to:-
1. Maintain current employee records and information pertaining to human resource.
2. Manage human resource by use of controls and reporting tools to maximize usage and extract
maximum capacity from the pool of readily available resources.

SCOPE
This system is specifically developed for Elemac Precision Engineering Sdn. Bhd.

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MENU HIERARCHY

Main Switchboard

Configuration
Transaction Reporting

Employee Information
Department Section Leave Employee Leave
Code Code Code Information Submission

Foreign Worker Banker’s


Approval Guarantee

Adhoc

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SYSTEM GUIDE

COMMON BUTTONS / ICONS


Save records Add field in groups

Display records in form view Delete field in groups

Display records in datasheet view Calculation of units

View forms, datasheets, reports or


View documents
documents.

Print reports or documents Sort field(s) in ascending order

Cut current object Sort field(s) in descending order

Copy current object Filter field by selection

Paste object that is cut or copied Remove filter or sort

Find according to keyword entered,


may use wildcard “*” or “?”

Go to new record

Delete record

Exit to previous menu

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BASIC SKILLS

 To Add New Record

Record Navigation Bar

 Click on the New Record button on the Record Navigation Bar. The pointer will
bring user to New Form or Record

 To Modify or Edit Record

 For Form, click any button that links the form in Edit mode. Browse the record using
Record Navigation Bar. Select the record to modify.
 For Datasheet, scroll the records by pointing the mouse to the vertical scroll bar at the
right hand side of the screen. Select the record to modify.
 User can search for a record to modify by using the Find or Filter method.

 To Delete Record

 Click on the Delete Record button in the form. A message will prompt user that the
record is going to be delete. If user do not want to delete the record or accidentally
press the Delete Record button, select NO when message prompt. OR
 User can select the entire record(s) that need to delete in the datasheet or continuous
form, and then press the Delete button on the keyboard. A message will prompt user
for confirmation of delete.

 To Trigger Form And Datasheet View

 In the form view, click on the Datasheet View icon.


 In the datasheet view, click on the Form View icon.

 To Copy (Ctrl + C) Or Cut (Ctrl + X) And Paste (Ctrl + V) Object (Data or


Record(s))

 Copy an object allow the duplication of same set of data or records


 Cut an object will transfer the data or records to another location where user decide
 To copy, highlight the data or select the record(s) user want to duplicate, press Ctrl +
C to copy. Point the cursor at the location where user wants to duplicate the object.
Press Ctrl + V to paste it.

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 To cut, highlight the data or select the record(s) user want to cut, press Ctrl + X to cut.
Point the cursor to the new location where user wants the object to be. Press Ctrl + V
to paste it.

 To Find (Ctrl + F) Record(s)

 Point the cursor at the field user want to search.


 On the Edit menu, click Find. Or press Ctrl + F. Or click on the Find icon as above.
 In the Find what box, enter the text or number or date you want to search for.
 Select any other options that you want.
 Click Find Next button.
 To cancel a search in progress, press ESC. To repeat the same search, click Find Next
button again.

 To Filter Record(s)

 Point the cursor at the field user want to filter and highlight the object you want to
filter.
 On the Records menu, click Filter/Sort, and then click Filter By Selection.
 To remove a filter and show the records that were displayed previously form, click
Remove Filter/Sort on the from the Filter/Sort menu.

 To Sort Records

 Point the cursor at the field name user want to sort and highlight the column or
columns you want to sort.
 On the Records menu, click Filter/Sort, and then click Sort Ascending or Sort
Descending.

 To Print Reports

 Click Preview Button to view the form or report. Click page setup to configure the
page setting and print setting.
 Click Print icon to print the form or reports.

 To Enter Text Into Combo Box

 Click arrow down button at the right side of the box. Select the correct data. User
can key in the new data only if the field is set to “Not limit to list”. OR
 Key in a few characters of the data and the combo box will auto expand it. User may
press Alt +  to activate the list.

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START HERE

Login Screen
 Start the PC and wait until the Windows desktop screen appears.
 Click the RFSys icon, logon onto the system and the Main Menu will be displayed.
Double-click on the HR & Payroll icon, whereby the Main Login Console will pop up
on the screen as shown below:-

After
After entering
entering Employee
Employee ID ID
&& password, click this
password, click this button
button
to
to enter
enter the
the system
system Main
Main
Switchboard
Switchboard

Change
Change password
password button
button

IfIf user
user does
does not
not want
want toto change
change
password,
password, click on the [Exit]
click on the [Exit]
button
button toto return
return to
to the
the previous
previous
screen
screen

User
User isis required
required toto key
key in
in the
the Save
Save button
button
same
same password
password twice
twice && click
click
Save
Save button
button toto return
return to
to previous
previous
screen
screen

 After a successful Login, the Main Switchboard will be displayed.

There
There are
are 33 MainCategories:-
MainCategories:-
Configuration
Configuration
Transaction
Transaction
Reporting
Reporting

Displays
Displays current
current employee
employee ID,
ID, name
name and
and
company
company name
name

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1. CONFIGURATION

Configuration
Configuration consists
consists of
of static
static data
data
input
input screens
screens :-:-
Department
Department Code
Code
Section
Section Code
Code
Leave
Leave Submission
Submission CodeCode
Foreign
Foreign Worker
WorkerApproval
Approval
Banker’s
Banker’s Guarantee
Guarantee

1.1 Department Code

Specify
Specify Department
Department CodeCode to
to maintain
maintain
after
after selecting company abbreviation ,,
selecting company abbreviation
Dept.
Dept. Name
Name asas detail
detail information
information

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1.2 Section Code

Specify
Specify Section
Section Code
Code after
after selecting
selecting
ComAbb,
ComAbb, and and DeptCode.
DeptCode. SectionName
SectionName
isis aa detailed
detailed information
information for
for the
the section
section

1.3 Leave Code


Leave
Leave Code
Code tab
tab for
for maintaining
maintaining
employee
employee leave submission codes
leave submission codes

LeaveCode
LeaveCode includes
includes full
full
description
description ofof leave,
leave, whether
whether itit isis
paid
paid by
by company
company and
and whether
whether
leave
leave isis deducted
deducted from
from annual
annual
leave
leave balance
balance

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1.4 Foreign Worker Approval

Foreign
Foreign Worker
WorkerApproval
Approval tabtab to
to manage
manage AppLetterRef
AppLetterRef comes
comes from
fromAppBody
AppBody e.g.:
e.g.: MIDA
MIDAstating
stating
legal
legal documents
documents pertaining
pertaining to
to work
work approval
approval the
the start
start and
and end
end of
of the
the period
period stated
stated in
in the
the approval
approval
status
status of
of the
the foreign
foreign workers
workers document
document

1.5 Banker’s Guarantee

Banker’s
Banker’s Guarantee
Guarantee tabtab to
to maintain
maintain aa guarantee
guarantee
document
document issued
issued by
by the
the bank
bank for
for aa group
group ofof foreign
foreign
workers
workers covered
covered by
by the
the amount,
amount, forfor aa range
range of
of period
period

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2. TRANSACTION

Click Transaction button in Main Switchboard. The following screen will be displayed :-

Transaction menu
Transaction menu isis divided
divided into
into 22 sub
sub
categories:-
categories:-
Employee
Employee Information
Information
Leave
Leave Submission
Submission

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2.1 Employee Information

All
All important
important Employee
Employee Information
Information isis kept
kept
here
here especially
especially those
those related
related to
to personal
personal
details,
details, miscellaneous,
miscellaneous, foreign
foreign employee,
employee,
current
current post, appraisal & review,
post, appraisal & review, work
work
history
history as
as well
well as
as badge
badge printing
printing area
area

ACTION
ACTION PAD PAD
Save
Save -- Save
Save current
current record
record after
after creating
creating new
new employee,
employee, or
or
after
after making
making any any changes
changes
First
First -- Go
Go toto the
the first
first record
record
Prev
Prev -- Go
Go to
to the
the previous
previous record
record
Next
Next -- Go
Go to
to the
the next
next record
record
Last
Last -- Go
Go to
to the
the last
last record
record

New
New --Add
Add aa new
new employee
employee record
record
Delete
Delete - Delete the current
- Delete the current employee
employee record
record
Close
Close -- Exit
Exit from
from this
this screen
screen
Employee
Employee filter
filter allows
allows user
user to
to specifically
specifically
view
view some
some or or all
all employees
employees that
that has
has prefixes
prefixes
tagged
tagged in
in the
the Employee
Employee ID,ID, for
for easy
easy identifying
identifying
&& grouping
grouping purpose
purpose

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Personal
Personal Details
Details keeps
keeps track
track of
of personal
personal employee
employee
information
information i.e.
i.e. biodata,
biodata, permanent
permanent address,
address, and
and
also
also identification
identification area
area for
for identification
identification purpose
purpose
using
using employee
employee badge
badge (serves
(serves dual
dual purpose
purpose i.e.
i.e. for
for
time attendance clocking as
time attendance clocking as well) well)

Appraisal
Appraisal & & Review
Review keeps
keeps track
track of
of employee
employee
appraisal
appraisal and review information i.e. promotion,
and review information i.e. promotion,
demotion,
demotion, salary
salary raise,
raise, and
and other
other reasons
reasons as
as well.
well.
Datasheet
Datasheet format serves to itemize the reviews aa
format serves to itemize the reviews
particular
particular employee
employee has has gone
gone through.
through.

History
History keeps
keeps track
track of
of employee
employee work
work history
history i.e.
i.e.
adjustment
adjustment date,
date, salary,
salary, adjustment
adjustment reason,
reason, previous
previous
designation,
designation, and
and other
other information
information from
from reviews
reviews aa
particular
particular employee
employee has
has gone
gone through
through

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Badge
Badge tabtab enables
enables Human
Human Resource
Resource personnel
personnel to
to
print
print out and issue colour coded employee badges
out and issue colour coded employee badges
for
for identification
identification purpose
purpose as
as well
well as
as time
time attendance
attendance
clocking
clocking

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Current
Current Post
Post keeps
keeps track
track of
of information
information
related
related to
to employee
employee jobjob function
function i.e.
i.e. basic
basic pay,
pay,
designation,
designation, dept.,
dept., pay
pay type
type and
and term,
term, hire
hire &
&
confirm
confirm date
date and
and also
also includes
includes the
the statutory
statutory
deductions
deductions status
status

Miscellaneous
Miscellaneous tabtab keeps
keeps track
track ofof the
the
information
information related
related to
to others
others i.e.
i.e. bank,
bank, account
account
no.,
no., statutory
statutory no.,
no., academic
academic background,
background,
previous
previous employment
employment and and emergency
emergency related
related
information
information

Tips: To speed-up the creation of a new Employee ID, user must key in (1) Employee ID (2)
Employee Name and (3) New IC No. Other information such as Current Post can be added
later.

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2.2 Leave Submission
Leave
Leave Submission
Submission screen
screen enables
enables user
user
to
to submit
submit any
any leave
leave application
application in
in
advance
advance before
before payroll
payroll processing
processing isis
executed.
executed.

AAreport
report based
based on
on submission
submission month
month
can
can be
be previewed
previewed && printed
printed out
out for
for
reference.
reference.

By
By clicking
clicking on
on [BALANCE]
[BALANCE] button, button,
user
user will
will be
be able
able to
to calculate
calculate final
final
leave
leave balance
balance ofof any
any employee
employee for for any
any
chosen
chosen month,
month, thethe information
information
includes
includes last
last year
year balance,
balance, yearly
yearly
entitlement,
entitlement, earned
earned leave,
leave, leave
leave taken
taken
and
and final
final balance
balance asas well
well as
as yearly
yearly
balance
balance

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3. REPORTING

Main
Main Reporting
Reporting Screen
Screen allows
allows
users
users to
to view
view and
and print
print out
out
reports,
reports, subdivided
subdivided into
into several
several
categories:-
categories:-
Employee
Employee
Adhoc
Adhoc

FILTERING
FILTERING CRITERIA
CRITERIA

 Fine tune the reports specific user requirements using the Filtering Criteria to view the
resulting reports.
 Click the button to preview that report.
 The report (example: Employee List By Department report) will appear as such:-

Other
Other types
types of
of reports
reports i.e.
i.e.
payroll
payroll & statutory reports
& statutory reports
can
can only
only be
be found
found in
in Payroll
Payroll
Processing
Processing screen.
screen.

Some
Some e.g.:
e.g.: Payroll
Payroll Summary
Summary
Report
Report can
can only
only be
be viewed
viewed
after
after running
running the
the payroll
payroll
processing
processing

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 Click icon to adjust the page margin and size, or even the printer settings.
 Print the report by clicking icon.

SHORTCUT KEYS
These shortcut keys combinations may be used to facilitate data entry.
 Ctrl + C - Copy data in one field to another field
 Ctrl + V - Paste data
 Ctrl + X - Cut data
 Ctrl + P - Print object (reports, forms, etc.)
 Ctrl + F - Search any data according to search keyword
 Ctrl + Pause - Stop current action
 Esc - Undo last action

TOOLBAR
This toolbar groups most commonly used functions at the top of thePrinter
screenManager allows user
Printer Manager allows user
to
to change
change the the default
default printer
printer
Switch
Switch toto page
page Search
Search && Filtering
Filtering Hide
Hide or
or unhide
unhide
to
to the
the one Exit
one he/she current
Exitneeds.
he/she current
needs.
setup,
setup, print
print preview
preview replace
replace function
function criteria
criteria columns
columns screen
screen
or
or print
print view
view Printer
Printer settings can
settings can also
also be
be
changed
changed and the changes will
and the changes will
be
be reflected
reflected inin the
the current
current
reports
reports or or forms.
forms.

Right
Right click
click on
on the
the printer
printer to to
use,
use, then
then choose
choose SetSet Printer
Printer
Sorting
Sorting in
in As
As Default
Default to to turn
turn itit into
into the
the
ascending
ascending oror Filtering default
default printer
printerPrinter
Filtering By
By or
or Remove
Remove Manipulate
Manipulate Printer Manager
Manager
descending
descending Excluding
Excluding Selection
Selection filtering
filtering column
column settings
settings
manner
manner

Page
Page Setup
Setup Export
Export Send
Send to
to Mail
Mail Exit
Exit current
current
current
current report
report Recipient
Recipient screen
screen

Page
Page Zoom
Zoom Multiple
Multiple Print
Print setup
setup Printer
Printer Manager
Manager
pages
pages setup
setup dialog
dialog box
box

PRINTER MANAGER

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Tips: If while previewing a report or document there is no display at all, please open Printer
Manager and select one default printer from the list of available printers. You should then be
able to preview the report.

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