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Most of the organizations nowadays are having a similar problem of being flooded with a lot of paper. It then becomes a difficult task to retrieve certain documents in a timely manner when the need arises. This might affect the operation of the organization especially in public administration since the government is the database for all of its citizens. Public demands for quality services require that the government administration be efficient and effective. For example, the ability to retrieve a document fast leads to work competency and citizen satisfaction. As the results, the generic office environment (GOE) will helps the government to offer a fast and accurate service electronically. GOE project consists of modules namely Enterprise-wide Information Management System (EIMS), Enterprise-wide Communication Management System and Enterprise-Wide Collaboration Management System. It’s purpose is to introduce a fully integrated, distributed and scalable office environment that leverages use of multimedia information technology (Yusoff, 2002).
Simply to say, it helps to ensure an efficient communication that allowing collaboration across all workers and depearment, and ensuring right information reaching the right people in a timely manner. The vibrant of the Generic Office is characterized by its being able to support the ability to create, or recreate, a relevant and on-demand document assembly system assisted by integrated management processes supported by a central enterprise wide repository. Simply to say that government administration might benefit a lot from the fast, reliable access to a complete corporate knowledge base by applying GOE. Besides, it also helps to track document, especially for the groups that generate proposals, reports, or contracts, or those that manage regulatory procedures gain a lot of benefits from re-using previous documents, precedents and templates and from the ability to track the review and approval cycle. The author is also able to restrict and control access to the document. Furthermore, it also ensures that everyone is using the correct version of the document as information is developed and released. Besides, Goe also improved the sharing access to documents and data, and eliminating re-keying and other redundant efforts.
Lastly, the Generic Office Environment (GOE) offers significant return on investment and if approached correctly, will have a positive effect on public administration.
ELECTRONIC PROCUREMENT PROJECT
The public sector in Malaysia are facing a rapid changing turbulent environment. To cope with all the uncertainty, there is a need for the government to react faster to the environment. The electronic procurement system, also known as ePerolehan, streamlines government procurement activities and improves the quality of service it provides. It is a new procurement system allows the Government ministries to select items to be procured from the desktop, initiate an electronic approval process and also create, submit and receive purchase orders, delivery orders and other related documents electronically. Simply to say, it helps to links the government and all the suppliers in an online environment and at the same time it also ensure that all the payments are made correctly and at a timely manner.
With the systems, all suppliers can use internet to obtain tender documents and also submit bids .The suppliers are having a smartcards that helps them to transact with the ePerolehan system. Modules in ePerolehan system include suppliers’ registration, central contract, direct purchase, tenders and contract and have been fully functional and used by the government in its procurement exercise. It is hoped that, by introducing the systems, government agencies can streamline all the process and at the same time improve efficiency while lowering operational cost over time. The systems also ensure the transparency and accountability in all the government’s procurement. Besides, the systems had increased the relationship or the collaboration between private business sector and Government.
However, there is still some limitation to the systems. For instance, Ministry or Agency IT department was not involved directly from the beginning of the implementation. Besides, it is perceived with high cost of enablement, such as PC, Smartcard, Smartcard Reader, Digital Certificate etc, and this might increase the cost and the burden of the supplier. Then, Suppliers contact information are also not up to date.
In conclusion, the good systems such as eperolehan should implement with a good government policy to ensure that it create the best value for money for Government procurement and also for the benefits of suppliers.
COMPANIES ONLINE TAX
Another e-government application is companie’s online tax which was launched by the Internal Revenue Department (IRD). Started from 2005, individuals were able to file their taxes online to IRD using MyKey. MyKey is a Digital ID or a digital signature embedded into an individual’s MyKad. It helps Malaysians to conduct online transaction securely through an encryption technology. It also identifies and authenticates MyKad holders over the Internet, providing the ability to sign digitally a document or transaction. The Malaysia Digital Signature Act 1997 is accepted by the court of laws in Malaysia to governs the MyKey. In another words, a document which was digitally signed by using MyKey will be treated as a legal binding document same as a handwritten signature.
Besides the IRB, the same technology is also implemented in the Internal Revenue Service in US and the Australian Taxation Office. Furthermore, MyKey, as all digital certificates from MSC Trustgate, is covered under RM25,000 insurance reliance limit impersonation and digital identity theft but it also subject to the terms and conditions. In another words, each digital certificate request will go through stringent authentication processes for verification purposes. (The Star, 2004).
By implementing MyKey, distance is no longer important. Individual can file their income tax individually even when they are away in another country. Besides, this self-assessment is also completely paperless as it is a fully web-based application. Thus, it helps to save a lot of paper works and storage capacity. Then, it is time saving, as it eliminates the needs to queue for submission of the form. It is a very convenient to submit tax returns at any time, 24 hours a day, 7 days a week from individuals PC. Besides, it is also fast and accurate. MyKey is using a built-in formula in the electronic tax forms automatically compute individuals tax assessment. Lastly, it is private and secure as the submission is signed and identified using MyKey.
In conclusion, the companies online tax systems might help different stakeholders in the society to deal with the tax issue more efficiently and effectively.
HUMAN RESOURCE MANAGEMENT INFORMATION SYSTEM (HRMIS)
Human Resource Management Information System or HRMIS is a national system that provides direct access to Human Resource (HR) information in support of operational activities, via intranet or internet technology or a client/server technology and it is anchored by the Public Service Department (PSD). It provides an integrated environment and also a single interface for government employees to perform human resources department functions effectively and efficiently. besides, it also helps to standardize all the human resource process for federal, state, statutory body, and local authority services. It also provides various transactional functions, for instance, leave application, loan processing, competency management, recruitment and selection of employee.
HRMIS is comprised of two components. The first is to administer the HR functions by allows HR professionals to access the system via a client/server technology. Information captured in this component are includes benefits programs and benefits claims, career plans, certifications, considerations for promotion or transfer, dependents, discipline, and etc. The second is a HR On-line component and it was accessed via an intranet or internet technology by all employees and provides web-based access to Leave Self Service, Employee Self Service and Manager Self Service.
Leave Self Service allows an employee to request leave transactions electronically, and also for the processes of the requests for paid leave by manager. On the other hand, Employee Self Service systems would allow employees to view and update their personal information online. For instance, addresses, marital status, phone numbers, job information, employment history, training information, and etc. Furthermore, Manager Self Service allows managers to view on a 24/7 basis position, employment and training information of their employees. It consists of both present and past postings within the organization.
By implementing HRMIS, it creates a central on-line database that will enable various objectives to be attained at one time. Besides, it also provides an accurate and timely information to the users. HRMIS also helps in avoiding duplication works, thus it helps in time saving. Lastly, it helps to improve communication between various department and also among employees.
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