The whole office can be carried with that little iPad, Android Tablets and smart
handphones. The ol’ bosses uses email to communicate with their staff but the New
Gen Bosses that is ever connected and always on the move uses OCIMS. When bosses
wakes up in early morning filled with ideas and urgent things to do, they can grab
any smart devices, log into OCIMS and start sharing their ideas or assigning task
to respective staff. This moment is crucial as great idea vanishes away quickly
but OCIMS is always there to capture and share the great moments with you. Managing
is never easier, whether you prefer Macro or Micro managing, OCIMS provides avenue
OCIMS is designed to have multiple accessibilities, working with all kinds of current
technologies and readily adapted to work with future gadgets. OCIMS caters for desktop
but it is BEST USE with mobile tablets such as the iPads or Android Tablets. It
is touchscreen friendly with easy to navigate icons that makes you do things faster.
Notification icon is readily available for discreet reminder but a Pop Up Message
feature allows for important message to be displayed especially when in the office.
It reduces the hassle of dialing numbers or looking for people around the office.
Designed with the USER in mind and designed for USER daily use. Managers can rest
assured that their staff will find OCIMS irresistible because it is so simple and
usable. It provides suitable tools required from the top C level right to newbies.
The search button is readily available at the top of each page to serve user queries
promptly. Managers will NOT be frustrated with too many steps or clicks. OCIMS serves
the user need for information seeking, planning and communication in less than 3
steps most of the time. The default page for each module is in simple Rows and Columns
known as THE LIST. Our daily life is too hectic with details that having a list
provides clearer view of important choices. With OCIMS you get a list at all the
modules. List of Task, List of Current Staff Attendance, List of Claims and etc.
For the Company, OCIMS is the ultimate
cost cutting tool especially in controlling and eliminating waste from those intangible
resources relating to manpower. With OCIMS, staff automatically spends time wisely
and all tasks are recorded with the actual number of hours spent. Managers can review
the actual time taken, evaluate and in future eliminate the wastage in time allocation
of due date. 80% of issues can be solved in OCIMS before there is a need for face
to face discussion or meeting, thus reducing more man hours. With OCIMS everything
is clear and reduces time wasting activities such as grapevine and office politics
when all matters are being made visible.
OCIMS is designed to create HIGH
VALUE for Bosses to communicate and manage their subordinate effectively. Miscommunication
between them causes HIGH IMPACT to the company whereby task expectation is downgraded
by Subordinates resulting in mediocre output. With OCIMS, there are no more arguments
about procrastination, forgotten task or undefined task instructions. No more verbal
instruction that cannot be traced as OCIMS provides the user friendly platform to
assign task as specific as possible whereby it registers automatically who assigned
the task, the time and date assigned. The assignee will be aware of the task responsibility,
the objective and the most importantly the deadlines. It provides a trail of all
tasks should there be any dispute in future.
In organization, the top focus is the income generated task. With too many staff
and projects, classification is usually mixed up and posed difficulties to the Account
Managers. OCIMS provides Job Codes to differentiate the income and non income activities
perform by staffs. It provides the definition of each project and all tasks will
be associated to these Job Codes. There will be a definition page that will meet
the requirement from respective department that creates it either from Marketing,
Project, Development, Maintenance or Administrative. The definition provides a single
display of information, task and other activities crucial to Managers on making
decision or resource planning.
Lost of unnecessary man-hours reduces productivity and increases the operating expenses.
It is therefore a big NEED for any company to know the staff whereabouts to ensure
that effective man-hours are achieved. OCIMS Staff can be integrated to the access
control system to provide staff attendance and movement whereby lost hours and OT
can be calculated automatically. The management can analyze the lost hours and pro-actively
take necessary actions to reduce the impact to the operating cost. Operational backup
plan can be executed when staff attendance falls below the productivity threshold
especially in the production and service based business such as factories and service
centers. OCIMS can be integrated to the payroll system to ensure that accurate compensation
is made for the man-hours contributed. With Staff Module, managers will be able
to track staff whereabouts in an instant. Company with many people on the move is
able to provide flexibility based on a self-service option for staff to update their
attendance with reason such as business appointments or meetings.
With OCIMS Key Performance Indicator (KPI), managers can get instant overview of
how their staff are coping with the Task allocated to them. We automate the KPI
with OCIMS so that managers will know that the task is completed on time and goes
through the required review and approval process. They are also able to intervene
when the see that their staff is underperforming rather than wait until it is too
late. The main objective is to ensure that the task is completed on time and goes
through the required review and approval process. Key method here is to measure
the result and the effort done towards achieving the result. OCIMS allows for company
to set a threshold for the daily KPI whereby if a staff continuously falls below
2.0 CGPA for a certain period of time without putting an effort to increase it,
the staff will be barred from using OCIMS. The rationale is simple, if staff wants
their KPI to increase, they will finish and update their task. They need to be constantly
reminded that they are being compared with the rest of the Staff in the company.
Your performance is displayed, online, real-time When the KPI is low, the HoD or
managers will be able to take the necessary action to assist their subordinates
to keep up or to provide them with the necessary warnings.
OCIMS Leave is a self service module
that provides all application, approval and management of staff leave to be done
online. This provide time saving to the company and help to reduce or totally eliminate
cost of paper forms. Managers will be able to view detailed staff leave information
from a click of a button even if the manager is away from the office. This can be
done through any smart communication devices in the form of phones or tablet PC.
It display the number of leave days available for the staff for each category (medical,
annual or any others). Statistics of staff on leave based on department or overall
staff is displayed too. Managers or direct supervisor will be provided with fast
pop up alert for staff requesting for leave and assigning task to other colleague.
The module provides search criteria that allows managers to view based on department,
date or etc.
From a click of a button, manager
will get the updates on when they are getting their ordered parts, materials or
components. Project Team need not worry about their budget because all purchases
that relates to them will be linked to the respective project Job Code and can be
monitored anytime. It will all start with the Purchase Requisition Form (PRF) whereby
both the Purchase Order (PO) and Supplier Quotation wil be part of the PRF reference.
Managers, HODs and Accounts can verify, approve the PRF and it will automatically
converted into PO to suppliers. The management will be able to see the status of
each verifying or approval process is displayed real time starting from HOD verification,
Account Verification, Manager’s approval, when the PO is sent to the supplier, items
delivered by supplier, and up to when the payment is made. Tracks of purchases can
be easily retrieved whenever needed. Category of item purchased can be selected
for Stock, Current Asset or Fixed Asset and the date of purchase crucial for warranty
start date and end date will be captured automatically to be used later in Asset
Module of OCIMS.
OCIMS may boast on its ease of use but staff mindset must be changed. With OCIMS,
staff will be DISCIPLINE and CONSISTENT in their performance. Not to forget that
OCIMS encourage creativity and it provides the avenue for staff to share their creativity
and be rewarded for it. Once you get the grip of OCIMS, it will serve you like a
master giving you empowerment to achieve new results in your career. However OCIMS
needs information, it needs feeding of written tasks or records of information to
be able to serve the Master. OCIMS is a savior too because it provides the staff
with evidence that the task has been carried out, details of it, and when it is
being done. Once you reach to this state, you will enjoy using it, updating it,
and communicating with it. Because it eventually makes your life SIMPLER.
Easily navigated organizing tool that allows the management of task on a daily basis.
OCIMS Organizer is simple but powerful as it aims to allow managers to save time
when linking their task into the daily and monthly calendar. Simple steps without
having to re-enter the details of the task. This is especially important when the
task is a meeting or discussion type. Depending on the preferred settings, other
staff will be able to view each others calendar so that event or meeting can be
arrange without clashes of resources.
It defines tasks and organizes it effectively. OCIMS is designed to ensure that
staff achieves maximum output by prioritizing their task in terms of urgency from
Top, High, Medium, Low and defines priority based on Covey’s First Things First-
Time Management Quadrant( Quadrant 1 till Quadrant 4) . The “Teamwork” concept is
re- define as OCIMS cater for vertical teamwork required in a company to get things
done. Each task will require the presence of a reviewer who guides, review or verify
the result of the task. The presence of Approver is available for the high level
requirement task. With this clearly define teamwork, accountability is no longer
transparent. OCIMS allow tasks to be completed only when the staff fills in the
time spent to complete it. This automated feature is a Key in the successful implementation
of timesheets for companies. The workload of each staff can be accessed and assessed
whereby details of the task ( total vs incomplete) is always displayed for staff
to prepare their working plan.
Data and Information may not be enough
for Managers to make decisions. Having the tools to view live video provides managers
the “feel” of the overall situation. Managers will be able to view the operations
at the sales outlets or customer service centers to determine that customers are
properly attended and procedures are adhered. Factory managers will be able to determine
that the production line is good working condition and the operators are following
the safety procedures. OCIMS will be able to integrate with many types of Surveillance
System available in the market and can be used for general surveillance purposes.
OCIMS is also able to get live feed from cameras installed in Malaysian Highways
especially around the Klang Valley. This provides a good tool for sales personnel
to plan and determine their route to go for the business appointment.
In OCIMS, the Message feature was
the first introduced and the most used. A simple tool that gives PROMPT response
and allows urgent communication to be achieved as smooth as possible. Without realizing,
this feature SAVES time for the company as it allows staff discussion to take place
and decision can be made without spending too much time in old style boardroom discussion.
Multi-tasking is finally made effective with this feature. Discussion can be shared
and message will not be lost in the common email inbox.
With OCIMS Claim, Staff or the Account
Department do not have to spend too much time in settling issue related with claims
and it will definitely reduce 95% of staff complaints. Managers do not have to crack
their head matching supporting document and reviewing staff claim because OCIMS
provides the platform for staff to link their claim to their TASK. This allows the
provision for more accurate proof on that particular task whether it is an expense
travelling claim for business appointments and meetings or number of hours claim
for overtime. OCIMS is also able to communicate easily with standard products, such
as Microsoft Office, so that you can export claim information easily This makes
the claim process more swift, transparent and accurate. Each stage of review, verification
and approval are all done online and allows for staff to check status of their claim
from pending approval level up to when the payment is made.
Fax, emails and SMS are all integrated
with OCIMS. Faxes received are automatically delivered to the Admin Personnel’s
Task and based on the selected configuration, faxes can be broadcasted to all or
only the intended Staff. Same goes with emails received from external parties, it
will be automatically directed to OCIMS and can be configured to automatically broadcasted
to all or selected staff. Without internet coverage, staff on the go will still
be able to communicate to OCIMS with SMS. This ensure that important messages can
still be delivered and sending SMS through OCIMS will reduce cost because with OCIMS,
staff can configure the SMS to be received by an individual staff or many since
the staff only sends SMS to the OCIMS number.
Training Session for OCIMS Reseller - 10th September 2015
Copyright © IBS Technology Sdn Bhd 2017. All rights Reserved