ISO

Never lose a document again!

Instantly track, monitor and locate all the documents through its assigned unique Document code.

Docutrakr is a web-based application that automates the process of receiving, accessing, and searching of documents for status monitoring. It records who received the document, assigns QR Code/ Document Code, stamps the date and time upon its receipt and indicates the status of the document while it is being processed. A set of process workflow combined with pre-assigned processor and expected turnaround time are automatically assigned by the system upon identification of the requested process following the submission of the hardcopy and attached documents.

Search facility using QR code or document code to track the following:

Who (processor/ organizational unit) or where (location) the document has been sent to

The expected turn-around time and the actual time spent to process the documents

The workflow from the receipt of the document until its filing

The location where the document and attachments are filed/ located

The processing status of the documents

General Features

Specify document processor (employee/ department)

Expected and Actual document processing time

Customizable Workflow per document

Document and its attachments filing location

Document processing status

Effortless status monitoring and document tracking

Web-based application with responsive User Interface

Enhanced Customer Service

Graphical representation of process workflows

User role access management

Built-in Audit Trail for better Security

Data Privacy Act (RA 10173) compliant

Cloud or On-premise deployment ready

Features & Functionalities

Document Receiving and Processing

  • Assignment, generation, and printing of QR code or Document code.
  • Printing of checklist of processes and required workflow
  • Realtime stamping of received document
  • Facilitate the attachment of related documents
  • Predetermination and assignment of process workflow per received document

Notifications

Email/ in-app notifications for all status of submitted documents

  • Requestor – every receipt of the document by each processor stating the most
    recent status
  • Processor – upon receipt of the document by the next processor as acknowledgement

Dashboard Management

  • Built-in Customizable Dashboard that display, track and monitor the document through real time summarized information presented in pre-defined charts and
    graphical format.
  • In-App analytics that provides insights to the management that may supports decision making.

System Security

  • Two-Factor authentication using Password and Captcha
  • Configurable Password Policy
  • Viewing of complete audit trail history that monitors the activities done by each authorized user on the system that can be generated and retrieved easily.

Workflow Management

  • With Configurable workflow process for each document with computation of the time spent or Turn-Around-Time per processor and/ or Department/ Section/ Unit to complete the processing of documents
  • Flexible/ movable and configurable sequence of processes per workflow
  • Generate workflow diagram for each submitted document
  • With detailed information per process in the workflow for easier tracking of document status

Configurable Reference Tables

Ensures adaptability through definable and configurable data as follows:

  • Organizational unit – with definable multiple levels in the company (Dept/ Unit/ Section)
  • Employees – Master file of Employees and Department Unit, or Section of
    their assignment
  • Locations – where the documents may be stored or archived; with definable multiple tiers/ levels
  • Status of the Document – with setup of desired status per document phase
  • Processes – configurable list of processes with definable Turn-Around-Time
    for each process

Report Management

Generate Document Tracking Reports in Excel, CSV or PDF format:

  • Received QR Coded Documents for the day or for the period
  • Received QR Coded Documents per Organizational Unit
  • Processed QR Coded Documents for the Day/ Period
  • Processed QR Coded Documents completed on schedule/ time
  • Performing Department/ Unit for the Month – with the highest number of requests processed for the month. (selection of top 5, 10, 15, 20… etc.)
  • Performing Employees for the Month
  • Customizable Reports
  • Printable Audit Trail Report
 
 

Solve your document tracking problems today

Inquire Now

Copyright ©2023 Cosmotech Philippines, Inc. All Rights Reserved

Payroll Management

Process payroll for thousands of employees in a few minutes, thereby saving a significant amount of time in payroll preparation. Likewise, it automates computation of government statutory deductions such as withholding tax, GSIS, PhilHealth, and Pag-IBIG. In addition, it handles the processing of Year-End Benefit (YEB) and Cash Gift, Year-End Tax Adjustment, RATA, PERA, Loyalty Pay, Longevity Pay and allows to create and define qualification criteria to process other unlimited earnings and bonuses. Government reports namely GSIS remittances and loan payments, Philhealth, Pag-IBIG, BIR Form 2316, and alphalist are available in the system. Furthermore, employees may request for a voluntary SSS Contribution.

This will close in 20 seconds

Recruitment

Online submission of Personal Data Information, and filing of required documentary requirements has never been more accessible and easier to internal and external applicants. The system handles scheduling of examinations and interviews with email notifications to applicants. It automates the initial screening of applicants’ age and citizenship, records their examination scores and interview ratings and provides information on the required CSC Qualification Standard per position against the qualification of the applicant for easier evaluation. Personnel Selection Board (PSB) members can transcribe their agreement, results of their deliberation and scores per applicant. The module captures different recruitment status such as For Hiring, For Interview, For Examination, For Archive, For Future Pool, and Blacklisted. It automatically transfers hired applicant’s electronic record to employee masterfile.

This will close in 20 seconds

Employee Self-Service​ - (ESS)

The Employee Self-Service allows a paperless application and approval of Leave of Absence, Overtime (OT), Travel Order (TO), Official Business (OB), DTR Correction, and Training Requests anytime, anywhere using the internet. Approvers are user-definable and can be assigned on a per employee basis. Users don’t have to worry about their application as they will be notified about the status of their request. Likewise, employees may view and print their own payslip, Daily Time Record (DTR) and Leave Ledger wherever they are at any instance which reduces the time and effort of the HR Personnel.
To keep the employees updated of the current activities and information about the agency, the system is designed to allow the HR Personnel to upload News, Announcements, and Company Policies. Moreover, employees are allowed to submit their personal feedback and suggestions to HR Personnel. Forums are also possible in the system for the employees to discuss important topics without roaming around other departments/areas.ESS may come with mobile application which makes it more portable and convenient for employees to use when filing applications and accessing timesheets and payslips.

This will close in 20 seconds

Training

It allows users to create an unlimited number of trainings based on the competencies for further enhancement. The Training Module provides a summary of training required per employee based on the competency requirements per position. System provides the summary of training requested by the employee including its status such as attended, partially attended and not yet attended by employee. The Personnel Development Committee can easily monitor, identify, and approve trainings that exceed the maximum allowable requirement of training through Employee Self- Service (ESS).

This will close in 20 seconds

Wellness and Relations

A module designed to define an unlimited number of events or activities such as sports, cultural events, social events, and the likes that promotes the monitoring of participated activities by the employees, which are also available in the generated reports for employees’ wellness activities. This module can also identify and maintain unlimited schedule of activities and selection of participants, wherein selected participants can be notified through the Employee Self-Service Announcement Widget.

This will close in 20 seconds

Medical

This module allows user to easily retrieve and modify employee’s medical records from their recruitment up to his present day to day medical requirements. Setting of employees’ and dependents’ maximum reimbursable amount per medical category can be done through this module. It also has the facility to record and save unlimited number of diseases and illnesses as listed in the International Codes of Diseases (ICD-10). The system ensures reliable, consistent, and faster processing of employees’ and dependents’ medical claims. Moreover, it automates the monitoring of employees’ utilized and available medical balances. It also generates reports which can be used to determine the most commonly acquired diseases and illnesses by employees that affect their attendance and performance.

This will close in 20 seconds

Property Monitoring

A module that defines an unlimited number of items or assets and has the facility to create an item number and a system generated code (which can serve as reference code) for each defined asset that can be distributed and assigned to employees. It also eases the management of employees’ accountabilities movement (transfer and returns) through record history of issued assets. This is a very helpful tool for accounting department in tracking of inventory of all accountable properties assigned to employees because of its fast availability of information on item details such as acquisition date, acquisition cost, and employees’ property assignment. This is beneficial especially when a retiring / resigning employee is applying for their final clearance.

This will close in 20 seconds

Strategic Performance Management System - (SPMS)

With Integra HRIS Government Edition, the performance of employee, organizational unit, and company as a whole can be measured based on scientific metrics through the use of Strategic Performance Management System as required by Civil Service Commission (CSC). It processes Individual Performance Scorecard (IPS), Executive and Managerial Officers Performance Scorecard (EMOPS), Competency Assessment Result (CARS), Individual Learning and Education Accelerating Performance Plans (ILEAP), Feedback Observed Competencies for Coaching and Improvement Sheet (FOCCIS), Progress Accomplishment and Coaching Engagement Requirement (PACER), and other performance reports and forms as required by CSC. It identifies the list of competencies per employee for further development to be included in the company’s training program.

This will close in 20 seconds

Leave Management

Managing and monitoring of employee leaves has never been this easy. This module makes the updating of all leave types such as Sick Leave, Vacation Leave, Paternity Leave, Maternity Leave and others more convenient. It even allows automatic generation of Sick Leave and Vacation Leave earnings per month and monetization of leave balances anytime of the year. Also, easily monitors the employees’ leave application status assuring that no applications will be left unattended.

This will close in 20 seconds

Employee Record Management

Integra HRIS Government Edition manages the information of all employees such as the complete Personal Data Information, scanned 201 document, Employee Career Movement, Agency Service Records and Plantilla History. Employee Records regarding family background, work experience, current employment details, employment history, service records, and other relevant information can easily be maintained. Additionally, this module has the facility to process the issuance of all types of action notices such as promotion, renewal of contract, transfer, reinstatement, step increment, reassignment, job rotation, and a lot more. It also has a facility to attach documents such as Birth Certificate, Marriage Certificate, Diploma, Training Certification and more.

This will close in 20 seconds

Time and Attendance

Tracking employees’ Daily Time Records (DTR) using timesheet or time cards can be highly stressful especially for those that employ thousands of employees. This activity alone may become costly, overwhelming and time consuming. If not given utmost importance, this is a major cause of financial losses to an organization.

Integra HRIS Government Edition has the most comprehensive time and attendance solution. The system can create unlimited number of local and nationwide holidays and schedules including flexi-time, core- time, shifting and attendance exempt that can be assigned on per employee basis. Employees overtime can either be paid in cash or be converted into Compensatory Overtime Credit (COC). In addition, system can be linked directly to biometric devices thus eliminate manual input of time in and time out of employees.

This will close in 20 seconds