USER MANUAL
for
Employee Self-Service Portal
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- User Manual –
TABLE OF CONTENTS
Chapter 1
Introduction to SmartHRMS e-Services .......................................... Page 1
Chapter 2
Home ......................................... Page 4
Chapter 3
Application ......................................... Page 5
3.1 Leave Information ......................................... Page 6
3.1.1 Apply Leave ......................................... Page 7
3.1.2 Cancellation Leave ......................................... Page 9
3.1.3 Leave Details ......................................... Page 11
3.2 Claim Information ......................................... Page 12
3.2.1 Apply Claim ......................................... Page 13
3.2.2 Claim Report ......................................... Page 14
3.3 Work Hours Information ......................................... Page 15
3.3.1 Submitting Work Hours ......................................... Page 16
3.4 eNews Information ......................................... Page 19
3.3.1 Add eNews ......................................... Page 20
Chapter 4
Approval ......................................... Page 21
4.1 Leave Approval ......................................... Page 22
4.2 Leave Cancellation Approval ......................................... Page 24
4.3 Claim Approval ......................................... Page 25
4.4 Work Hours Approval ......................................... Page 27
4.5 e-News Approval ......................................... Page 28
Chapter 5
E-Information ......................................... Page 29
5.1 E-payslip ......................................... Page 30
5.2 E-Tax Form ......................................... Page 32
5.3 Profile ......................................... Page 33
Chapter 6
My Admin ......................................... Page 34
6.1 System Log ......................................... Page 35
6.2 Admin System Log ......................................... Page 36
6.3 Password Renewal ......................................... Page 37
6.4 Approver Group ......................................... Page 38
6.5 User Account ......................................... Page 40
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Chapter 1 Introduction to SmartHRMS e-Services
SmartHRMS e-Service allows employees to view benefits and organization announcements, apply and
approve leave applications, submit claims online, all these from your Web browsers.
1.1 Hardware/Technical Requirements
The sit is best view with Internet Explorer 7.0 and above, Firefox, Safari or Chrome.
Getting to SmartHRMS e-Services
Type https://www.smarthrms.com/EServices/ under browser URL link.
Add the link to as shortcut for easy refer.
st
Release date for this manual: 1 Apr 2012
Last Revised on: -
The following user manual is updated regularly and managed by Avelogic Pte Ltd. Copying this system
and documentation for other than original purchaser’s use is prohibited and might resulted to legal
implications.
Avelogic Pte Ltd
1 Kaki Bukit Road 1, #02-44 Enterprise One
Singapore 415934
Tel : (65) 6367 1128 Fax: (65) 6844 0083
Website: http://www.avelogic.com
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1.2 Login Screen
SmartHRMS e-Services has a login screen before allowing any user to start entering any data. At all
transactions, the login-user name is captured by the system.
Enter Login Details
When Company ID (ACRA Registration Number), Username and password is entered, SmartHRMS e-
Services will verify with the system database whether the login is authentic. The system will prompt
invalid login if login details is invalid or does not match our system record.
The ‘Remember Me’ checkbox will help the system to remember user last login details except for the
password.
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1.3 SmartHRMS Prompt Screen Indicator (Session Expires)
The following screen will be shown to user after the system is left unattended for more than 60 minutes
after login.
Remedy: Close the browser or refresh the browser and re-login to smartHRMS.
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Chapter 2 Home
SmartHRMS e-Services Home
After going pass the Login Screen, you will be presented with the E-Services SmartHRMS
main menu. Note that different users may see different screens and this depends on their own
security rights that were set by the System Administrator.
On the Home page, system will alert user for their latest application updates.
ICON Purpose Function
Search Click the to chose the month and to chose the
year and click on the icon to search for the application.
Click on the icon or on the subject to view/read the
application.
Below an example of the news application display.
Read / View
Delete / Dustbin Tick to select the application and click on the icon
to delete the news.
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Chapter 3 Application
The following applications are available in the portal:
1) E-Leave
2) E-Claim
3) E-Work-hours Status
4) E-News
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3.1 Leave Information
After you chosen E-Leave, you will be presented with the Leave information Menu.
On the panel, you will see 5 tabs which is the
Leave Information Tabs Purpose
Overview of leave applications which are still pending for approval or
Leave – Pending
acknowledge
Overview of all leaves applications which have been approved and
Leave – Overview finalized.
Application Leave Cancellation
Cancellation - Pending Overview of leave cancellation applications which are still pending for
approval.
Overview of all leave applications which have been approved and
Cancellation – Overview
finalized
View & print the Leave report, by clicking the “Year”
Reports & Query
to chose the report of the year.
ICON Purpose Function
Search Click the to chose the month and to chose the
year and click on the icon to search for the application.
Delete Delete applied application. No need approval.
Click on and download the application in PDF.
Download
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3.1.1 Apply Leave
For application of leave, click on icon and will show you the application form.
Step 1: Key in the Date when start to take leave
Holidays will be displayed if
calendar is used.
Step 2: Is it half day in the morning?
(Signify by Red Dating)
If yes, please TICK. If No, DO NOT tick
Step 3: Key in the date your leave end
Whenever leave type is changed,
Step 4: Is it half day in the afternoon? the calculation and values on the
If yes, please TICK. If No, DO NOT tick right box display will be updated
according.
Step 5: Chose the type of leave you want to apply
Step 5A: Once u have chose a leave type, under leave type summary at right hand side will reflect
the latest entitlement
Step 6: Attach the file Eg. MC (jpg or gif. file format only)
Step 7: Input any remark if needed.
Eg. Having Flu / Urgent personal matters
Step 8: Default all will be TICK. Uncheck “Exclude Saturday/Sunday/Public Hoilday” box if working
in these days.
Example: 1: For a 5 days week worker, if you are taking a period of 7 days leave over the
week end, the system would not calculate Saturday/Sunday /PH as a day
Example 2: For a 6 days week worker, if you need to take leave on Saturday. You need to
UNTICK the box for “exclude Saturday”. Otherwise the system wouldn’t allow you to apply.
Step 9: Click “Apply” once you have finished the application. Email notification will be send to
manager for approval
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You may mouse over the Legend to view the details:
Once the leave application has been submitted, it will be shown on the “Leave – Pending” Tab.
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3.1.2 Cancellation Leave
3.1.2.1 For cancellation of leave application which is still in the status pending.
You may click on the icon to delete the application without any needs of approval.
Hence, the application will be state in the “Cancellation – Overview” tab.
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3.1.2.2. For cancellation of Leave application which had been approved / acknowledge
You may find the application in the Leave – Overview tab, to apply for cancellation.
Click on click on the icon to apply for cancellation of leave taken.
The leave cancellation application will be in the “Cancellation – Pending, pending for approval.
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3.1.3 Leave Details
For leave details report, you may go to the Reports & Query Tab.
Click on the icon to download the report.
Example of leave details report for the calendar year 2012.
This is an intelligent report which self determine according to leave policy whether is by calendar year
or anniversary.
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3.2 Claim Information
You may click on Application > E- Claim and you will be presented with the Claim information Menu.
On the panel, you will see 3 tabs which is the
Claim Information Tabs Purpose
Overview of claim applications which are still pending for approval or
Claim – Pending
acknowledge
Overview of all claim applications which have been approved and
Claim – Overview
finalized.
View & print the Leave report, by clicking the “Year”
Claim Report
to chose the report of the year.
ICON Purpose Function
Search Click the to chose the month and to chose the
year and click on the icon to search for the application.
Delete Delete applied application. No need approval.
Click on and download the application in PDF.
Download
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3.2.1 Apply Claim
For application of claim, click on the icon and they system will pop out the Claim
Application Information Form.
The claim submission should be accumulated as per day it would allow per submission.
Step 1: Key in the Transaction Date.
Step 2: Chose the correct Shift ID
Step 3: Define the Claim Items
Step 4: Amount of the Claim
Step 5: Input any remark if needed.
Step 6: Click on the “Browse” button to upload the scan copy o the claim picture format (jpg/gif/tiff)
Step 7: Click “Submit” once you have finished the application. Email notification will be send to
manager for approval.
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3.2.3 Overview Claim Application
For those approved / acknowledge claim application, all will be shown in the Claim – Overview Tab.
3.2.4 Claim Report
To view the Claims status report go the Report & Query Tab.
You may choose the date range for viewing the claim report.
Click on icon to download the report, as show below is the example of the claim report.
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3.3 Work Hours Information
You may click on Application > E- Work Hours to go to the Work hours Information panel as show
below.
On the panel, you will see 3 tabs which is the
Work Hour Information Tabs Purpose
Work Hours – Prepared Overview of work hours applications prepared for submission.
Overview of all work hours applications which have been submitted
Work Hours – Submitted
and pending for approval.
Overview of all work hours application which had been approved
Work Hours – Status
and finalized.
ICON Purpose Function
Search Click the to chose the month and to chose
the year and click on the icon to search for the application.
Edit To edit any changes in the prepared worked hours.
Delete Delete applied application.
Submit To submit the prepared worked hour for approval.
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3.3.1 Submit Work Hours
You may click on icon for the application.
Step 1: Chose the project / department / Section
Step 2: Input the Worked Date
Step 3: Define the Start / End time and shift
Step 4: To add another Work hour, click on the button on the right.
To delete the any work hours input, you may click on the button.
Step 5: The meal column is to define any meal break taken, unchecked the box if there is no
break/meal taken.
Step 6: Input any remark if needed.
Step 7: Click “Submit” once you have finished the application.
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3.3.2 Work Hours Submission
The application work hours can be seen in the Work Hours – Prepared Tab.
You may click on icon to amend any work hours prepared or click on the icon to delete the
whole work hour application.
Once you have prepared all the work hours, you may click on the button to submit for
Manager for approval. Email notification will be send to manager for approval.
The application eventually will show at the “Work Hours – Submitted” Tab.
The application will show the date of submission and the status will indicate as “Pending”.
You may click on the icon to view the details of application submitted as shown below.
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3.3.3 Work Hours Status
For those approved /acknowledge work hour application, the application can be view at the “Work
Hours –Status”.
You can search for the application by using the ‘Month’ and ‘Year’ filter.
You may click on the icon to view the details of application submitted as shown below.
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3.4 e-News Information
For publishing news for the company through our eServices, you go to Application > E-News.
On the panel, you will see 2 tabs which is the
eNews Information Tabs Purpose
Outstanding E-news Overview of e-News pending for approval/acknowledge.
Approved E-News Overview of all posted e-News and all approved applications applied.
ICON Purpose Function
Search Click the to chose the month and to chose
the year and click on the icon to search for the application.
Delete Delete applied application.
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3.4.1 Create e-News
Click on the “Add e-News” button to create a News.
Step 1: Chose the date of submission.
Step 2: Input the description of the Subject & Content if Needed.
Step 3: Click receiver type to send to Individual/Group / User Type.
Step 4: Click on button to apply. Email notification will be sent to manager.
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Chapter 4 Approval – For Manager
At the Approval Tab, the following approval features are available:
1. Approve Leave
2. Approve Claim
3. Approve Work-hours
4. Approve E-News
5. Reports & Query
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4.1 Leave Approval
You may chose Approval > Approved leave and will come to the Leave Approver Manager panel.
On the panel, you will see 2 tabs which is the
Leave Approval Tabs Purpose
Overview of all applied applications which are still pending for approval
Leave Approver
or acknowledge from the subordinates
Overview of all applied leave cancellation applications which are still
Leave Cancellation
pending for approval or acknowledge from the subordinates.
ICON Purpose Function
Click the to chose the month and to chose
Search
the year and click on the icon to search for the
application.
Calendar View View the report in calendar format.
View the details Click on the button to view the details of the application.
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4.1.1 Approving Leave Application
For approving leave application, click on the Approval > Leave Approver tab.
On the panel, you can view all the leave application for approval.
You may click on button to go to the next screen to approve or reject the Leave
Application.
On the Leave Approval Details, you can see the employee leave type summary on the right box display.
The date applied will be highlight as shown in the above picture.
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4.2 Leave Cancellation Approval
For approving leave cancellation application, you may click on “Leave Cancellation” Tab and click on
button to go to the next screen to approve or reject the Leave Application.
On the Leave Cancellation Details, you can see the employee leave type summary on the right box
display.
The date applied will be highlight as shown in the below.
The manager can Reject or Approval application.
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4.3 Claim Approval
For approving claim application, click on the Approval > Approve Claim tab.
On the panel, you can view all the claim application for approval.
On the panel, you will see 2 tabs which is the
Leave Approval Tabs Purpose
Overview of all applied claim applications which are still pending for
Claim Approver
approval or acknowledge from the subordinates
Claim Report View / print the claim report within the date range chosen.
ICON Purpose Function
Click the to chose the month and to chose
Search
the year and click on the icon to search for the
application.
View the details Click on the button to view the details of the application.
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4.3.1 Approving Claim
Upon receiving the email notification, you may log in to the eService portal > Approval > Approve Claim.
Click on the button to view and approved application.
4.3.2 Approved Claim Report
Manger who needs to view the approved claim may go the “Report & Query” Tab.
Chose the date range and click on the icon to view by “Status/ Transaction”.
Example of the manager report view by Status.
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4.4 Work Hours Approval
Upon receiving the email notification, you may log in to the eService portal > Approval > Approve Work-
hours.
You may click on button to go to the next screen to approve or reject the work hour
application.
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4.5 E-News Approval
Upon receiving the email notification, you may log in to the eService portal > Approval > Approve E-
News
You may click on button to go to the next screen to approve or reject the News application.
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Chapter 5 E-Information
At the E-Information Tab, the following features are available:
1. My E-Pay Slip
2. Tax Forms
3. Profile
4. FAQ
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5.1 My E-Pay Slip
To view E-Pay Slip, click on “E-Info” Tab, & “My E-Pay Slip”.
Filter the month & year to see the desired period using the icon as search function.
Click dropdown on “Report Type” to see the desired format.
Click on icon to see the Payslip.
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Example of Pay Slip format:
1. General
2. Voucher
3. Informative A
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5.2 Tax Forms
Click to E-Info > Tax Forms and chose the forms to download.
Chose the Year of Assessment of the tax for and click on icon to download the forms.
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5.8 Profile
To view own profile click on E-Info > Profile and the screen will pop out the employee information.
The information cannot be edited or changed. Any amendment had to be done by the administrator at
the smartHRMS system.
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Chapter 6 My Admin
At the My Admin Tab, the following features are available:
1) System Log
2) Admin System Log
3) Password Renewal
4) Approver Group
5) User Account
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6.1 System Logs
Click on E-Info > System log to view the details and records of own transaction performed in the
system.
You may filter and view the transaction records, by specifying a start (From) date and end (To) date
range and click on the search icon.
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6.2 Admin System Log
Click on E-Info > System log to view the details and records of all users transaction performed in the
system.
You may filter and view the transaction records, by specifying a start (From) date and end (To) date
range and click on the search icon.
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6.3 Password Renewal
To change/renewal password, go to E-Info > Password Renewal.
User will be prompt for their existing (old) password followed by new passwprd and reconfirming of a
new password.
For those who do not remember your password to log in to the SmartHRMS e-Service portal,
please contact your HR Administrator to reset the password.
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6.4 Approver Group
Click on E-Info > Approval Group, you would be directed to the approval group input page.
ICON Purpose Function
Edit To make any changes or amendment in the Group ID
Delete Delete the Group
Member Approval Group Member setup
You may filter & view the approval group master/records, by searching the group ID followed by
triggering the search icon. ‘User will also be able to view the report in pdf format through clicking on
the PDF icon button whenever necessary. A new browser will open for the report.
Sample of Approving manager report as follows:
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To create a new approval group, click on the button and system will prompt the
approval group setup as shown below.
Input the new group name and click save.
Click on the icon to go to the approval group member setup.
User will be able to view a list of employee available (NRIC/Name) in the system. By clicking on the
(>>) button, user will be able to associate the employee to the approval group. By clicking on the (<<)
button, user will be able to return the employee record back to the employee list. The following function
is used to form approving managers and directors group for E-Services module. ‘Back’ button will
navigate user back to the approval group manager page.
Note: Employees record movement will automatically be saved into the database upon clicking on the
left (>>) or right (<<) sign button.
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6.5 E-User Account Setup
Click on E-Info , Approver Group to view the details and records of all E-user account available in
the system.
ICON Purpose Function
Edit To make any changes or amendment in the Group ID
Delete Delete the Group
You may filter & view the E-Account records, by searching the user ID,
Search user type via dropdown list or select ‘ALL’ selection to view all groups,
followed by triggering the search button.
Download the report of E-User account information.
Sample of the report:
Download
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When you click on icon or Edit button, you would be directed to the E-
user account information input page. User will then selects employee NRIC/Name, enter a unique user
name, select user type (such as User, Manager or director), enter password and password re-
confirmation textbox, enter a valid email for e-service update, check the box ‘Change Password on next
login’ when user requires password to be changed on new login, select a leave Approver group, leave
finalize group, claim approver group, claim finalize group, Workhours (WH) approver, Workhours (WH)
finalize group and lastly News approver group all based on a pre-set list available through Group
manager module. ‘Back’ button will navigate user back to the E-Account manager page while the ‘Save’
button will allow user to create a new E-account login record.
Note: Leave, Claim WH finalize dropdown list is an optional function; used if 2 levels of approving group
or individual is required.
User type Director will be allowed to approve the level 2 transactions. Do note that director user type
must also be assigned to a approving group in-order for the dropdown list to be made available for
selection.
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