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Bintulu PortBePACE
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BePACE Process Flow & Instructions

Canonical specification — 40 process flows across 6 L&D modules · Source: BePACE Process Flow & Instructions.xlsx

BeCOMPASS
10 flows
BEES
3 flows
Training
7 flows
Internship
6 flows
Training Room
2 flows
Study Loan
12 flows

BeCOMPASS

BeCORE + BeLEAD competency framework · 10 flows

Open module
BeCORE
Competency Assessment

Self Assessment Superior Assessment

📋 Full Process Flow (34 steps)
  1. Setup → Notify → Self Assessment → Superior Assessment → Fully Completed → Auto ICDP Generation
  2. 1. System Setup
  3. Configure in system:
  4. Competency Ruler
  5. 5-point rating scale (Basic → Exceptional)
  6. Assign employees and reporting superiors
  7. Set assessment timeline
  8. 2. System Notification
  9. System sends automatic notification to:
  10. Employees (Self Assessment)
  11. Superiors (for upcoming review)
  12. Provide access to system and deadline
  13. 3. Self Assessment (Employee)
  14. Employee logs into system
  15. Completes assessment:
  16. Select rating (1–5) for each competency
  17. Add supporting comments/evidence
  18. Submit in system
  19. Status: Self Assessment Completed
  20. 4. Routing to Superior
  21. System automatically routes assessment to immediate superior
  22. Notification sent to superior for action
  23. 5. Superior Assessment (Key Responsibility)
  24. Superior logs into system
  25. Evaluates ALL assigned staff
  26. Performs:
  27. Final rating (1–5)
  28. Adds justification/comments
  29. Completion Status
  30. Once superior submits:
  31. Status: Fully Completed
  32. Assessment Weightage (Total: 100%)​
  33. Self-Assessment (SA) → 30% ​
  34. Superior Assessment (SUP) → 70%
ICDP

ICDP

📋 Full Process Flow (60 steps)
  1. Assessment Completed → CCL Captured → ECL Assigned → Gap Analysis → Status Determined → ICDP Generated → Review & Agree → Development Execution → Monitoring
  2. 1. Trigger from Competency Assessment
  3. ICDP process automatically starts once:
  4. Competency Assessment = Fully Completed (Superior submitted)
  5. System pulls final results into ICDP module
  6. 2. Capture Current Competency Level (CCL)
  7. System records:
  8. Final rating (1–5)
  9. Converted % score
  10. Overall competency score
  11. This becomes the Current Competency Level (CCL)
  12. 3. Assign Expected Competency Level (ECL)
  13. System assigns Expected Competency Level (ECL) based on Job Grade:
  14. Job Grade Expected Level (ECL)
  15. NE I, NE II, NE III Foundational
  16. NE IV Applied
  17. E I, E II, SE I, SE II Proficient
  18. M I, M II, SM I, SM II Expert
  19. 4. Convert Score to Competency Level
  20. System maps % score into level:
  21. Level % Range
  22. Foundational 0–49%
  23. Applied 50–69%
  24. Proficient 70–84%
  25. Expert 85–100%
  26. This determines employee’s actual level (CCL level category)
  27. 5. Gap Analysis (CCL vs ECL)
  28. System compares:
  29. Current Level (CCL) vs Expected Level (ECL)
  30. Identify:
  31. Competency gaps
  32. Strength areas
  33. 6. Competency Result Status Determination
  34. System assigns status automatically:
  35. Status Definition
  36. On Track Meets expected competency level
  37. Off Track Below expected level, requires improvement
  38. Above Expectations Exceeds expected level
  39. Logic:
  40. CCL = ECL → On Track
  41. CCL < ECL → Off Track
  42. CCL > ECL → Above Expectations
  43. 7. ICDP Auto-Generation (System + AI)
  44. Based on gap analysis, system generates:
  45. Off Track
  46. Mandatory training
  47. Structured development plan
  48. On Track
  49. Continuous improvement actions
  50. Above Expectations
  51. Advanced development
  52. Leadership / talent pool programs
  53. 8. Development Plan Structuring
  54. ICDP includes:
  55. Target competencies to improve
  56. Recommended:
  57. Training programs
  58. On-the-job learning
  59. Coaching / mentoring
  60. Timeline & priority level
Training Bond

Training Bond Notification to User

📋 Full Process Flow (25 steps)
  1. 1. Training Completion / Enrollment Trigger
  2. Start Point: Training is registered
  3. System captures:
  4. Total Training Cost (fees + flights + accommodation + transport + others)
  5. Training Type (Certification / Non-Certification)
  6. 2. Eligibility Check (Auto Decision Engine)
  7. System evaluates:
  8. Condition A: Cost-Based Trigger
  9. If total training cost > RM 10,000
  10. Condition B: Certification Override
  11. If Certification Training → Automatically qualifies (override cost rule)
  12. If YES (either A or B) → proceed to Training Bond
  13. If NO → End process (No bond required)
  14. 3. Training Bond Notification (To User)
  15. System automatically:
  16. Notifies user that they are subject to Training Bond
  17. Displays:
  18. Bond duration
  19. Bond terms
  20. 4. Bond Duration Calculation (Auto Logic)
  21. System assigns bond duration:
  22. RM 10,000 – RM 20,000 → 5 Years
  23. RM 20,001 – RM 40,000 → 6 Years
  24. RM 40,001 and above → 7 Years
  25. Certification Training → 5 Years (override all)

Training Bond Letter Template

📋 Full Process Flow (10 steps)
  1. Admin:
  2. Uses predefined template in system
  3. System:
  4. Auto-populates:
  5. User details
  6. Training details
  7. Bond duration
  8. Letter is:
  9. Issued upon training completion / certification pass
  10. Sent to user (email + system record)

Training Bond Balance

📋 Full Process Flow (10 steps)
  1. System continuously tracks:
  2. Bond start date
  3. Bond duration
  4. Remaining balance (time-based or monetary equivalent)
  5. Notifications:
  6. Periodic updates to:
  7. Admin
  8. User
  9. Automatic alert when:
  10. Bond is fully completed

Training Bond termination

📋 Full Process Flow (10 steps)
  1. Trigger:
  2. User resigns OR employment is terminated
  3. System Actions:
  4. Notify Admin to review bond status
  5. Calculate:
  6. Remaining bond duration
  7. Equivalent payable amount (if applicable)
  8. Notify User:
  9. Remaining bond obligation
  10. Payment required to company

Training Bond Closure

📋 Full Process Flow (7 steps)
  1. If:
  2. Bond duration completed → System marks Completed
  3. OR payment settled → System marks Closed (Paid)
  4. To notify user remaining time prior to bond completed (90/60/30/ on the bond complete day)
  5. Final notifications sent to:
  6. Admin- Capability Department PIC
  7. User
Line Training

Line Training

BY: Tia
📋 Full Process Flow (12 steps)
  1. 1. Record Auto-Created in Training Record
  2. - System generates record upon confirmed attendance
  3. 2. Tagged to line training
  4. - Record is linked to individual participant profile
  5. - Includes training history & competency category
  6. 3. Budget Updated (line trainer allowance is under B&R Department)
  7. - Budget utilisation is auto-updated
  8. 4. Dashboard & Reports Generated
  9. Real-time visibility:
  10. - Individual training records
  11. - Department training summary
  12. - Budget utilisation tracking
BeLEAD
All Pre & Post Assessment

1. 270' Assessment (Self, Superior, Peer, & Subordinate) 3. Psychometric Test

⚡ Simplified Flow
  • 1. Assessment Initiated → Status: Pending Completion
  • 2. Notification Sent → Staff to Complete Assessments (Self, Peer, 3. Superior, Subordinate, Psychometric)
  • 4. Assessment In Progress → Status: In Progress
  • 5. All Assessments Submitted → Status: Completed
  • 6. Notification to Capability Team (Focal: Fazlin) → Ready for reporting
📋 Full Process Flow (13 steps)
  1. 1. Assessment cycle has been initiated. Notifications have been sent to participants. (Assessment Launch)
  2. Status: Assessment Initiated
  3. Trigger:Capability team activates assessment cycle
  4. 2. Staff are required to complete assigned assessments (Self, Peer, Superior, Subordinate, Psychometric. (Notification to Participants)
  5. Status: Pending Completion
  6. Trigger:System sends email + in-app notification
  7. 3.Assessment is currently in progress. Pending inputs from assigned evaluators. (Assessment In Progress)
  8. Status: In Progress
  9. Trigger: At least 1 assessment started but not all completed
  10. 4. All assigned assessments have been successfully completed.
  11. Status: Completed
  12. Trigger: All required inputs submitted
  13. 5. Assessment completion recorded. Notification sent to Capability Team (Focal: Fazlin). Results are ready for reporting and development planning.”
Training Evaluation

Training Evaluation

⚡ Simplified Flow
  • 1. Training Completed → Status: Completed
  • 2. T+1 Evaluation Notification → Status: Pending Evaluation
  • 3. Reminder Every 3 Days → Status: Pending Evaluation
  • 4. Evaluation Submitted → Status: Evaluation Completed
  • 5. Certificate Enabled Once Evaluation Completed
📋 Full Process Flow (20 steps)
  1. 1. Training has been completed. Evaluation will be available starting tomorrow.
  2. Trigger: Training session status marked as Completed
  3. System Action: Schedule evaluation notification (T+1 day)
  4. 2. Notify all registered participants to complete:
  5. Training Evaluation
  6. Training Provider Evaluation
  7. Status: Pending Evaluation
  8. *Evaluation Notification Sent (T+1 Day)
  9. 3. Evaluation Incomplete
  10. Status: Pending Evaluation (Reminder Cycle)
  11. System Action:
  12. Send reminder every 3 days
  13. Continue until submission is completed
  14. 4. Evaluation Submitted
  15. Status: Evaluation Completed
  16. System Action:
  17. Mark participant as completed
  18. Stop reminders
  19. 5. Certificate Available for Generation
  20. Enable certificate generation/download

BEES

E-learning platform tracking & completion · 3 flows

Open module
BEES
N/A

N/A

⚡ Simplified Flow
  • Tia
📋 Full Process Flow (18 steps)
  1. User View (Learner Journey)
  2. 1. User logs into BEES e-Learning platform
  3. 2. Receives training:
  4. - Self-enrol OR auto-assigned based on role/requirement
  5. 3. Views course details
  6. 4. Confirms enrolment (if required)
  7. 5. Completes training:
  8. - Attend session / complete modules
  9. 6. Submit assessments (if any)
  10. 8. System auto-updates:
  11. - Completion status
  12. - Learning progress
  13. 9. Receives:
  14. Completion notification
  15. Certificate (generated by system)
  16. 10. Dashboard insights:
  17. -Self performance(number of complete, on going, not yet started course/ modules) with specified category.
  18. - Hours spent in completing course/module
N/A

N/A

📋 Full Process Flow (17 steps)
  1. Admin View (Learning / Capability Team)
  2. 1. Create/upload training programme
  3. 2. Configure system settings:
  4. 3. Automation Layer:
  5. - Auto-send reminders (before training, staff that behind schedule/timeline,)
  6. - Auto-update attendance/completion (based on criteria)
  7. - Auto-trigger notifications (active, inactive course/modules)
  8. 4. Post-training reporting & analytics:
  9. - Results / assessments (system-integrated)
  10. - Completion rate
  11. - Attendance rate
  12. - No-show / drop-off trend
  13. 5. Dashboard insights:
  14. -Training utilisation
  15. -Department performance (number of complete, on going, not yet started course/ modules) with specified category. Example, leaderboard by division
  16. - Hours spent in completing course/module
  17. -Export data for audit / management reporting
N/A

N/A

📋 Full Process Flow (13 steps)
  1. Manager/HOD view
  2. 1. Notification Stage (Revised)
  3. Manager receives automated notifications when:
  4. - staff enrols in a course (self-enrol or assigned)
  5. - Staff completes a course/module
  6. Notification includes:
  7. -Training title
  8. -Date / duration
  9. -Completion status
  10. 2. Dashboard insights:
  11. -Department performance
  12. -Export data for management reporting/ KPI evaluation
  13. 👉 No approval required — purely for awareness and transparency

Training

Training management, HRDC, budget & payment · 7 flows

Open module
Learning Funding
HRDC Contribution

Grant Registration

⚡ Simplified Flow
  • 1. Register Grant → Trigger: Submit Form → Status: Pending Approval
  • 2. Grant Created → Trigger: System Validation → Status: Pending Approval
  • 3. Reminder to Focal → Trigger: Schedule → Status: Pending Approval (Reminder Sent)
  • 4. Approve Grant → Trigger: Focal Action → Status: Approved (Pending Documents)
  • 5. Upload JD14 & T3 → Trigger: User Upload → Status: Documents Submitted
  • 6. Upload HRDC Invoice → Trigger: Focal Upload → Status: Claim Completed
📋 Full Process Flow (18 steps)
  1. 1. User submits HRDC grant registration with required details, including trainer profile, quotation, and course outline.
  2. Trigger: User clicks Submit after completing form and uploading documents
  3. Status: Pending Approval
  4. 2. Grant registration is successfully created and is currently pending approval.
  5. Trigger: System validates submission and saves record
  6. Status: Pending Approval
  7. 3. System sends reminder notification to HRDC focal to update grant approval status once training session has concluded.
  8. Trigger: Scheduled trigger (e.g., every 3 days)
  9. Status: Pending Approval (Reminder Sent)
  10. 4. HRDC focal updates grant status to ‘Approved’ (pending JD14 and T3 form submission).
  11. Trigger: HRDC focal updates status to Approved
  12. Status: Approved
  13. 5. User uploads JD14 and T3 forms to complete grant documentation.
  14. Trigger: User uploads JD14 and T3 forms
  15. Status: Documents Submitted
  16. 6. HRDC focal uploads the HRDC invoice. Grant claim process is now completed.
  17. Trigger: HRDC focal uploads official HRDC invoice
  18. Status: Claim Completed
Company Contribution

Training Payment

⚡ Simplified Flow
  • 1. Training Completed → Status: Completed (Pending Payment Initiation)
  • 2. Notify Capability Team → Status: Pending Payment
  • 3. Upload Invoice & Payment Advice → Status: Documents Submitted
  • 4. Submit to Finance → Status: Pending Finance Processing
  • 5. Payment Processing → Status: Payment In Progress
  • 6. Receipt Uploaded → Status: Payment Completed
  • 7. Notify Capability → Status: Payment Completed (Final)
📋 Full Process Flow (19 steps)
  1. 1. Training session has been successfully completed.
  2. Status: Completed (Pending Payment Initiation)
  3. Trigger: System auto-detects training end date OR provider marks training as completed
  4. 2. System notifies Capability Team to initiate payment processing for the completed training.
  5. Status: Pending Payment (Capability Review)
  6. Trigger: Auto-notification sent to Capability Team (email/system alert)
  7. 3. Capability Team uploads payment documents: Capability Team uploads required documents, including trainer invoice and payment advice, and verifies training details.
  8. Status: Payment Documents Submitted
  9. Trigger: Document upload (Invoice + Payment Advice)
  10. 4. Submit for finance processing: Capability Team reviews and submits the verified payment request to Finance.
  11. Status: Pending Finance Processing
  12. Trigger: Capability Team clicks “Submit for Payment”
  13. 5. Finance team processes payment based on submitted documents.
  14. Status: Payment in Progress
  15. Trigger: Finance acknowledges and starts processing
  16. 6. Finance uploads payment receipt & completes payment: Finance uploads proof of payment (receipt) and updates the payment status.
  17. Status: Payment Completed
  18. Trigger: Receipt upload by Finance
  19. 7. System notifies Capability Team that payment has been completed with receipt attached.
Training Needs Analysis
N/A

N/A

BY: Tia
⚡ Simplified Flow
  • Budget + Competency rule/CDF + Port Business = TNA
📋 Full Process Flow (69 steps)
  1. User View (Input Trigger):
  2. 1. Identify Training Needs (Data-Driven)
  3. - Staff completes competency assessment in the system
  4. System Logic (Core Engine):
  5. 1. Gap Identification
  6. System determines:
  7. - Current competency level
  8. - Required competency level (by role)
  9. - Competency gap is auto-generated → becomes the basis for TNA
  10. 2. Competency Ruler Mapping
  11. System maps gap against competency framework:
  12. - Required vs current level
  13. System outputs:
  14. - Types of training required to close gap
  15. Skill gap areas:
  16. Priority level: critical, important, nice to have
  17. 3. Port Business Alignment
  18. System auto-classifies training under:
  19. - BPHB organisational & operational capability categories
  20. Assigns:
  21. Business impact level: High, Medium, Low
  22. 4. Budget Alignment
  23. System checks:
  24. Department training budget (annual allocation)
  25. - Flags: Within budget ✅, Exceeds budget ⚠️
  26. If exceeds:
  27. System assigns priority for decision-making: High (retain), Medium (review), Low (defer)
  28. Admin View (Review & Consolidation Layer)
  29. 1. Retrieve TNA from System
  30. Admin extracts system-generated TNA output:
  31. - Competency gaps
  32. - Suggested training types
  33. - Priority level
  34. - Budget status
  35. 2. Review & Validate
  36. Admin performs quality check:
  37. - Relevance of training vs competency gap
  38. - Alignment with business priorities (port operations)
  39. - Budget feasibility
  40. Admin may:
  41. - Consolidate similar training across departments
  42. - Refine training scope (merge / split programmes)
  43. 3. Prepare TNA Proposal
  44. Admin compiles refined TNA list:
  45. - Prioritised training programmes
  46. - Proposed participants
  47. - Budget allocation
  48. Manager / HOD View (Endorsement Layer)
  49. 4. Notification & Review
  50. Manager/HOD receives notification:
  51. - Team competency gaps
  52. - Proposed training plan
  53. Reviews:
  54. - Relevance to team needs
  55. - Operational feasibility
  56. 5. Decision Point
  57. Manager/HOD provides action:
  58. - Agree / Endorse → proceed to training plan
  59. - Request Revision → send back to Admin
  60. Admin Action (If Revision Required)
  61. 6. TNA Adjustment
  62. Admin revises based on feedback:
  63. - Adjust participant numbers
  64. - Reprioritise training
  65. - Refine scope
  66. - Updated TNA is resubmitted for endorsement
  67. Final Output
  68. ✅ Endorsed TNA → feeds into Annual Training Plan (ATP) - calendar
  69. 🔁 Non-endorsed → loop back for refinement
Attendance
N/A

N/A

BY: Tia
⚡ Simplified Flow
  • Setup → Attend → Check-in → Validate → Record → Detect No-show → Notify → Deduct Budget → Report
📋 Full Process Flow (31 steps)
  1. 1. Training Setup (Admin)
  2. - Capability Team creates training in system
  3. - Registers participants (no self-registration required)
  4. - System sends training notification to staff
  5. 2. Training Day (User Action + System Capture)
  6. Staff attends training session
  7. Performs check-in via:
  8. • Face Recognition OR
  9. • QR Code
  10. System validates:
  11. Check-in within 08:00 – 17:00
  12. 3. Attendance Recording (System Logic)
  13. - If valid check-in:
  14. ✔ Status = Present
  15. - If no check-in by end of window:
  16. ❌ Status = No-show
  17. 4. No-Show Detection (Auto Trigger)
  18. At end of session (after 17:00):
  19. - System identifies participants with no attendance record
  20. 5. Enforcement Action (System Auto-Process)
  21. System executes for No-show:
  22. 📧 Email notification sent to Manager / Supervisor
  23. 💰 Training cost charged to department budget
  24. 6. Reporting & Monitoring (Admin + Manager)
  25. System generates:
  26. - Attendance report
  27. - No-show list
  28. - Budget deduction summary
  29. Manager / HOD can view:
  30. - Team attendance
  31. - Budget impact
Registration
N/A

N/A

BY: Tia
⚡ Simplified Flow
  • N/A
📋 Full Process Flow (1 step)
  1. N/A
BeSTEP
N/A

N/A

BY: Tia
⚡ Simplified Flow
  • Record Auto-Created in training record→ Tagged to beSTEP Profile → Budget Updated → Dashboard & Reports Generated
📋 Full Process Flow (13 steps)
  1. 1. Record Auto-Created in Training Record
  2. - System generates record upon confirmed attendance
  3. 2. Tagged to beSTEP Profile
  4. - Record is linked to individual participant profile
  5. - Includes training history & competency category
  6. 3. Budget Updated
  7. - Training cost is allocated to department
  8. - Budget utilisation is auto-updated
  9. 4. Dashboard & Reports Generated
  10. Real-time visibility:
  11. - Individual training records
  12. - Department training summary
  13. - Budget utilisation tracking
Evaluation
N/A

N/A

BY: Tia
⚡ Simplified Flow
  • N/A
📋 Full Process Flow (1 step)
  1. N/A

Internship

Intern management, attendance & allowance · 6 flows

Open module
Internship
Internship Application

Summary of Application

📋 Full Process Flow (15 steps)
  1. Start Point: Applicant submits internship application
  2. System captures raw data:
  3. Place of study
  4. Duration
  5. Programme of study
  6. Gender
  7. Age
  8. 2. Application Summary Dashboard (Admin View)
  9. System processes raw application data into:
  10. Summary dashboard
  11. Filterable views (by programme, gender, duration, etc.)
  12. Output:
  13. Admin can:
  14. View consolidated applicant data
  15. Generate Allowance Report based on duration / intake

Department Vacancies

📋 Full Process Flow (6 steps)
  1. Admin sets internship capacity per department:
  2. Minimum: 1 student
  3. Maximum: 3 students
  4. System maintains:
  5. Real-time vacancy status per department
  6. Availability tracking (filled vs remaining slots)

Internship Offer to Deparments

📋 Full Process Flow (14 steps)
  1. Trigger:
  2. New application OR shortlisted candidates
  3. System Actions:
  4. Automatically notify Head of Department (HOD)
  5. Share applicant details for review
  6. HOD Decision:
  7. Approve
  8. Reject
  9. Decision is sent back to system
  10. If APPROVED:
  11. Proceed to Offer Stage
  12. If REJECTED:
  13. Mark application as unsuccessful
  14. Proceed to Rejection Notification

Internship offer to applicants

📋 Full Process Flow (9 steps)
  1. System:
  2. Uses Offer Letter Template
  3. Auto-populates:
  4. Applicant details
  5. Internship duration
  6. Department
  7. Sends:
  8. Offer notification to applicant
  9. Status update in system

Allowance Reporting

📋 Full Process Flow (6 steps)
  1. Based on:
  2. Approved interns
  3. Duration of internship
  4. System generates:
  5. Allowance summary report
  6. Breakdown per department / intake

Internship Attendance

📋 Full Process Flow (57 steps)
  1. 1. Attendance Submission by Intern (Trigger)
  2. Start Point: Intern records and submits monthly attendance
  3. System captures:
  4. Intern details
  5. Department
  6. Attendance records (daily / total days)
  7. Month of submission
  8. Rule:
  9. Submission deadline: 25th of each month
  10. 2. Deadline Monitoring & Reminder
  11. System actions:
  12. Sends auto-reminders to interns:
  13. Before deadline (e.g. 20th–24th)
  14. Tracks submission status:
  15. Submitted
  16. Pending
  17. If NOT submitted by 25th:
  18. System flags as Late Submission
  19. Notify:
  20. Intern
  21. Admin- Capability Department PIC
  22. 3. Admin Review & Consolidation (Capability Department PIC as Admins)
  23. After submission:
  24. Admin reviews:
  25. Attendance completeness
  26. Accuracy
  27. System supports:
  28. Dashboard view of:
  29. All intern submissions
  30. Missing / late submissions
  31. Admin actions:
  32. Approve attendance
  33. Request correction (if needed)
  34. 4. Attendance Consolidation Report
  35. System generates:
  36. Monthly Attendance Report
  37. Summary by:
  38. Intern
  39. Department
  40. Total days attended
  41. 5. Submission to Benefits & Rewards Department
  42. Trigger:
  43. All attendance approved OR submission deadline reached
  44. System/Admin action:
  45. Submit consolidated report to:
  46. Benefits & Rewards Department
  47. 6. Allowance Processing
  48. Benefits & Rewards uses:
  49. Attendance data
  50. Internship duration
  51. To process:
  52. Monthly allowance payout
  53. 7. Notifications & Tracking
  54. System notifies:
  55. Admin → submission completed
  56. Benefits team → report received
  57. Intern → attendance approved / issues (if any)

Training Room

Room booking & availability management · 2 flows

Open module
Book a room
N/A

N/A

BY: Tia
📋 Full Process Flow (14 steps)
  1. User View (Front-End Flow)
  2. 1. User accesses the “Book a Room” application
  3. 2. Inputs required details
  4. 3. Clicks Submit
  5. 4. System displays confirmation:
  6. - “Request submitted successfully”
  7. - email notification for record
  8. Admin View (Back-End Flow)
  9. 1. Admin receives booking request notification (email/system dashboard)
  10. 2. Reviews request details:
  11. 3. Check room availability
  12. 4. Decision point:
  13. - Approve → system sends confirmation to user
  14. - Reject → system notifies user with reason
Calendar view
N/A

N/A

📋 Full Process Flow (1 step)
  1. System updates room schedule/calendar in real-time

Study Loan

Loan allocation, invoice & claim tracking · 12 flows

Open module
Study Loan
Study Loan Application

Submission from User

📋 Full Process Flow (9 steps)
  1. Start Point: Employee submits application
  2. (for self / spouse / children)
  3. System captures:
  4. Applicant details (employee / dependent)
  5. Course details (level, institution, mode)
  6. Supporting documents:
  7. Acceptance letter
  8. IC (if applicable)
  9. Certificates

Application Validation

📋 Full Process Flow (7 steps)
  1. System auto-check:
  2. Completeness of documents
  3. Minimum service: ≥ 2 years & confirmed employee
  4. One active study loan at a time
  5. Course is recognized / approved
  6. If Incomplete / Invalid → Reject & notify applicant
  7. If Valid → Proceed to eligibility review

Eligibility & Background Screening

📋 Full Process Flow (7 steps)
  1. System + Admin checks:
  2. Performance record
  3. Disciplinary status
  4. Bankruptcy status
  5. Study mode does not interfere with work
  6. If Fail criteria → Reject
  7. If Pass → Proceed to approval

Approval workflow

📋 Full Process Flow (6 steps)
  1. Routed to:
  2. President / GCEO (or authorized approver)
  3. Decision:
  4. Approve
  5. Reject
  6. System records decision

Offer & Agreement Generation

📋 Full Process Flow (12 steps)
  1. If APPROVED:
  2. System generates:
  3. Study Loan Offer Letter
  4. Loan Agreement
  5. Includes:
  6. Loan amount (max RM25,000)
  7. Covered items:
  8. Fees, accommodation, transport, etc.
  9. Requirement:
  10. 2 guarantors validation
  11. ≥ 2 years service
  12. No bankruptcy / criminal record

Loan Disbursement Process

📋 Full Process Flow (10 steps)
  1. Trigger:
  2. Agreement signed + registered
  3. System actions:
  4. Disbursement:
  5. Direct to institution OR applicant
  6. Based on:
  7. Course schedule / invoices
  8. Control:
  9. Next disbursement only if:
  10. Exam results submitted

Study Monitoring

📋 Full Process Flow (8 steps)
  1. System tracks:
  2. Academic progress
  3. Exam results
  4. Completion status
  5. Requirement:
  6. Submission of:
  7. Exam results
  8. Completion certificate

Repayment Schedule Generation

📋 Full Process Flow (12 steps)
  1. System auto-calculates repayment:
  2. Loan Amount Repayment Period
  3. < RM3,000 2 Years
  4. RM3,001–5,000 3 Years
  5. RM5,001–8,000 4 Years
  6. RM8,001–12,000 5 Years
  7. RM12,001–18,000 6 Years
  8. RM18,001–25,000 7 Years
  9. Repayment Start Logic:
  10. With salary → immediate (next month)
  11. No salary → 6 months after completion
  12. Children → employee pays

Repayment Tracking & Notification

📋 Full Process Flow (10 steps)
  1. Monthly installment tracking
  2. System notifies:
  3. Employee- User
  4. Admin- Capability Department PIC
  5. Benefits & Reward Department PIC
  6. Features:
  7. Early settlement option
  8. Alerts for:
  9. Missed payments
  10. Breach of agreement

Study Discontinuation

📋 Full Process Flow (6 steps)
  1. If:
  2. Fail exam / discontinue study
  3. Breach agreement
  4. System triggers:
  5. Full repayment required
  6. Eligibility revoked

Bond management (If resign)

📋 Full Process Flow (7 steps)
  1. System applies:
  2. Bond duration (post-study)
  3. If early resignation:
  4. System calculates:
  5. Remaining bond value
  6. Notifies:
  7. Employee → repayment required

Loan Closure

📋 Full Process Flow (5 steps)
  1. Status updated when:
  2. Fully repaid
  3. OR
  4. Converted & bond completed
  5. Final notification sent