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--- start [2024/04/06 08:50] – [New IT projects] 219.74.164.135
+++ start [2025/02/16 03:09] (current) – [Integrated in HR suite] 129.126.238.50
@@ Line 1: / Line 1: @@
 ====== Webmaster Notes ======
+===== Sun 16 Feb 2025 =====
+Emergency contacts 3 options
+  * Paper-based traditional system
+  * Google Form and Sheet
+  * Integrated in HR suite
+==== Paper-based traditional system ====
+  * Staff is given Form and envelope with his/her name printed in front
+  * Staff writes the emergency contact name and details, then seals the envelope, then returns to GA
+  * All envelopes secured in safe or locked drawer
+  * Envelope is opened in event of emergency
+==== Google Form and Sheet ====
+  * Emails staff with Google Form url to request for info
+  * Employee fillsform which auto populate into Google Sheet
+  * Over time, employee can edit the info provided
+  * Google Form url:
+  * Google Sheet url:
+==== Integrated in HR suite ====
+This feature is built into all HR/ Finance software suites.
+Sample implementation: https://help.employmenthero.com/hc/en-sg/articles/360000956916-Manage-an-employee-s-emergency-contacts
+===== Fri 14 Feb 2025 =====
+Jessie's access: Important to ensure Jessie's access to iutcapprc2023@gmail.com eventually.
+In the meantime, remember to Grant Jessie.certis@gmail.com Editor access to all forms and Google Sheets created.
+==== Emergency Contacts ====
+P&C info provided by staff on who to inform in event of Emergency. This will be accessible only by Joseph and Lee Hong.
+==== Pre-ILC ====
+Google Form created. Duplicated from 22REB. Ask Jessie to check whether to drop questions like appointment, etc
+==== New 2025 Quotation ====
+Prepared in Google Forms to be sent.
+===== Wed 5 Feb 2025 =====
+Brief - We need to keep a record of EMERGENCY Contacts - for Internal Staffs, thus could you do a mock up on G Form - I leave to you to design the 1st cut, and we can review it -need not by this week - Mid Feb be good = ie ready to go.
+I guess Jessie shall be or have - told you about the next REB - May - thus - need same form - May include a section - to include - Details of Travel Insurance (optional) - we can review it, once u done the 1st draft
+Questions about REB:
+  * will it be the 22nd REB?
+  * what are the dates and venue?
+===== Fri 24 May 2024 =====
+Joe presented the HR Digitalisation Project Slides and it was approved without questions
+Next step: Itemising requirements: must-haves vs good-to-have
+Project: Barcodes
+  * Pending sample photos
+Project: Email list
+  * Pending Database view
+===== Sat 18 May 2024 =====
+Project: Barcodes
+Project: Email list
+Project: HR As A Service
+===== Fri 19 Apr 2024 =====
+WinZip encryption keys:
+  * 21REBMay2024 - for 21REB
+===== Mon 4 Apr 2024 =====
+==== New IT projects ====
+=== Project C: Bar code readers ===
+Inventorise laptops and OS/Office software
+Laptops include: IBM/Lenovo ThinkPads, Acer and HP.
+Scan barcodes using mobile phone?
 ===== Thu 4 Apr 2024 =====
@@ Line 10: / Line 124: @@
 To propose a solution (preferably self-help) to manage or keep updated the different emails of affiliates and their key officers.
-== Option 1: Finetune and improve the current manual processes ==
+== Option 1 (Preferred): Finetune and improve the current manual processes ==
 You currently manually maintain a spreadsheet/database of these email addresses. We can look into finetuning the steps to streamline the process.
+  - Save current spreadsheet in Google Sheets
+  - In ituc-ap.org Outlook, send out 60+ mail-merge emails (one to each affiliate)
+    - request verify key members and email addresses
+    - requests to amend data should be via Google Form which will automatically append data in above Google Sheet
+  - Note the bounced emails and apply special handling
+    - note which email addresses are no long valid: contact others in affiliate or resort to phone contact
+    - if emailbox is full, consider retrying
 == Option 2: Harness existing software to help manage the process ==
@@ Line 29: / Line 151: @@
 === Project B: Digitalise HR/Finance functions ===
-To propose a digital solution to manage ITUC-AP's HR functions such as leave application, etc.
+To propose a digital solution to manage ITUC-AP's HR and Finance functions such as leave, claims, payroll, etc.
 Given the very small number of staff (<20) involved, it is simply not feasible to set up an integrated HR-Payroll-Finance platform. It is not only expensive but also require very substantial commitment of staff time/resources to setup, configure and maintain any solution.
@@ Line 47: / Line 169: @@
   * Leave management
     * integrates with team calendar
-    * employees can request leave, check balance and accruals
+    * staff can request leave, check balance and accruals
   * Claims
-    *
+    * streamlines staff claims processes
   * Payroll
+    * integrates with leave and claims
+    * download monthly payroll reports
+    * download CPF submission files