“Grant Financial Incentive” & SME Cloud Computing Adoption Programme

A special grant by government specifically allocated to SME to

adopt pre-approved software solution to improve efficiencies,

productivities and competitiveness in the business world.

What is the “Grant Financial Incentive” About?

SME Cloud Computing Adoption Programme is a programme

initiated by Malaysian Government through Multimedia

Development Corporation Sdn Bhd (“MDeC”) to accelerate the

adoption and extend the full benefits of Cloud Computing to

elevate the competitiveness and efficiencies of local

businesses.

What is SME Cloud Computing Adoption Programme?

Multimedia Development Corporation (MDeC) is a government

agency under the Ministry of Science, Technology and

Innovation (MOSTI) which directs and oversees Malaysia’s ICT

(Information & Communication Technology) initiative.

Who is MDeC?

MSC Status company approved by MDeC to offer software to

SME under the SME Cloud Computing Adoption

Programme.

Who is HK Comp Software Standards (M) Sdn Bhd?

An enterprise is considered an SME in each of the respective

sectors based on the following:

Definition of SME: (Source URL: http://www.smecorp.gov.my/v4/node/14)

"Small and medium enterprises in the manufacturing, manufacturing related services and agro-based industries are enterprises with full-time employees not exceeding 150 OR with annual sales turnover not exceeding RM25 million".

Manufacturing, Manufacturing-Related Services and Agro-based industries:

"Small and medium enterprises in the services, primary

agriculture and Information & Communication Technology (ICT)

sectors are enterprises with full-time employees not exceeding

50 OR with annual sales turnover not exceeding RM5 million".

Services, Primary Agriculture and Information & Communication Technology (ICT)

• SME registered with Companies Commission of Malaysia or

Registrar of Businesses.

• SMEs must commence software subscription BEFORE the

grant incentive is fully allocated to other SMEs.

• Each SME is only allowed to claim ONCE per company

under this programme.

Grant Eligibility Criteria:

The Grant Incentive is based on reimbursement and first-

come-first-serve basis, SME can utilize one of the niix software

FREE (no hidden cost) up to one year.

Type of Grant Incentive:

• niix ISO Document Management System

• niix Quality Improvement System

• niix eForm

Introduction of niix Software Solution:

niix ISO Document Management System

(ISO DMS)

Features Benefits • Fully Automated workflow for document creation till approved • Support Multiple ISO Standards in One System • Task notification and reminder • Able to attached with multiple supporting documents (images, audio,

video, etc) • Automated Obsolete Document Control and Document versioning • Cross-reference between one document and another • Fully Automated update Document Master List • A platform for announcements, news releases and setting task

reminder

Workflow of niix ISO DMS

Upon approval: • Auto generate Document Rev. No. • Update Document Master List • Notify all users.

User – HQ User – Branch office

User – Overseas

Approver

Creator

niix ISO DMS

Send for review

Creator: Proceed for approval.

Agreed

Agreed

Send for review

Send for Approval

Approved

Reviewer

Shows a list of documents pending for the “Reviewer or Approver” to take action such as reviewing documents

and approving documents. To display ISO Quality Policy

A space to publish reminder for employee to take action on their tasks accordingly

A platform to make announcements and news releases related to

business activities

Main page of ISO DMS

niix ISO DMS is available in multiple languages: English,

Malay & Thai.

Display the list of Approved Document. All approved document is automatically updated

in the Document Master List

Document Master List

Provide Real time update of the amount of document such as procedures, forms

and instruction are available under a particular department

Department List

5 Security Level Executive Admin, Administrator,

Manager, Supervisor, General User

Access Rights Setting Flexible Check or Uncheck function

Sample of Approved document

Document Master List

Document Information Doc No, Doc Name, Revision No.. etc.

Content of Approved document

Related Supporting Document & Cross Reference document

Document History Display all approved document including obsolete document

Fill in all information accordingly

Select ISO Standard. Can support multiple

ISO standard Flexible document access rights selection

Select document format: MS Word, Excel, PowerPoint Attached multiple Supporting Document.

Support various document format

.

Create New Document

Cross reference document

niix ISO DMS automatically pop up the selected document type (MS Word, Excel, PowerPoint)

Start to type here Either type in new document or

copy & paste the document content

Open existing document

Copy the content

Back in the MS Word pop up from system

Paste the copied content

Click Save Select Reviewer

Can send to single or multiple reviewers

Set the review due date

Reviewer login

Notification of document is pending for review

Pending Review document details: Document name, number & etc.

Review Document

Agreed.

Document created by Creator.

Reviewer’s comment and decide Agree or Reject document.

Creator login

Notification of document has been reviewed

Send document for approval

Comments given by Reviewer

Approver login

Notification of document is pending for approval

Document detail and comments from Reviewer

Approve Document

Approved. Please proceed.

Content of document pending for approval

Approver’s comment and decide Approve or Reject document

Approved document automatically updated in Document Master List

Document Report It lists all approved document inclusive every

document revisions (latest and archives).

Admin can Inactive, Activated or Delete the document.

History of each Document Revision is automatically updated in Document Change Record

Document Change Record

Cross reference between one document and another

Cross Reference Document List

Supporting attachment of each Document

Supporting Document List

niix ISO DMS

• A proven ISO Document Management System • Improve Accessibility & No Lost Files • Improved Document Control & Distribution • Fast Retrieval & Less Storage • Successfully implemented at government agencies and

private sectors from various industries. • Compliance to ALL ISO Standards & Well recognized and

accepted for audit by ISO certification body worldwide.

niix Quality Improvement System

(QIS)

• Audit Schedule and Summary Report • Management Review and Minutes • Continual Improvement Request • Internal Corrective Action Request • Internal Preventive Action Request • Non-Conformance Request • Corrective Action Request • Supplier Corrective Action Request

Consists of 8 powerful modules

Consist of 8 Modules

Reporting for each module

Audit Schedule & Summary

Comprehensive features to schedule audit, assign auditor, scope of audit

Workflow of Audit Schedule Summary Report

Approver

Requestor / Lead Auditor

Approved

Create new Audit Schedule. Assign Audit Team Member, Audit Area, audit details, etc.

System email notify Audit Team Member

Audit Team Member

Team Member Conduct Audit &

audit outcome

Requestor / Lead Auditor: Update audit outcome How many CARs, observation, etc. Audit Summary report. Select Approver.

End

System email notify Approver

Assign Lead Auditor, Audit Team member, audit date, audit

standard, audit department, etc.

After audit conducted, Lead Auditor update audit result and summary. How many CAR, etc.

Approver review and approve the Audit Report.

It streamlines the process of Continual improvement, action

plan, due date & result validation

Continual Improvement Request

Workflow of Continual Improvement Request

Requestor

Agreed

Create CIR Describe CI details Suggested Action & Due Date Assign CI to Assignee.

System email notify Assignee

Assignee

Assignee take action on CI Update CI status

Requestor Verify action taken, effectiveness

End

System email notify Requestor

Requestor assigns CI to Assignee & CI details. Suggested action, what

need to be improve, etc.

Assignee take action for improvement and update action

taken.

Requestor verify action taken and close the CI.

A structured channel to schedule meeting, agenda, assignment and

update meeting minutes.

Management Review & Minutes

Workflow of Management Review & Minutes

Approver

Requestor

Approved

Create meeting schedule, time Meeting agenda, venue Assign meeting team member

System email notify Meeting Team Member

Meeting Team Member

Meeting Conducted

Requestor: Update meeting minutes, meeting outcome & action status. Select Approver.

End

System email notify Approver Verify meeting details, meeting outcome, action status, etc.

Requestor schedule meeting, time Meeting agenda, venue Assign meeting team member. Then Requestor update meeting result.

Approver review and approve the Management Review Meeting Minutes.

A channel to report & enforce supplier to response and fix discrepancies or

defects with specific due date

Supplier Corrective Action Request (SCAR)

Workflow of Supplier Corrective Action Request

Requestor

Argeed

Issue SCAR to Supplier Describe SCAR details Suggested Action & Due Date Assign SCAR to Supplier

System email notify Supplier

Supplier

Supplier access the system. Take action on SCAR. Update SCAR status. Submit to Requestor

Requestor Verify action taken, effectiveness

SCAR Closed

System email notify Requestor

Requestor Reject

Enter Supplier details, problem details, where it is found & target completion

date for Supplier.

Supplier identify root cause, explain the detail of corrective action, preventive action and

any supporting document.

Requestor verify and close the SCAR.

It provides a systematic manner to respond & close

CAR raised from Internal Audit

Corrective Action Request (CAR)

Workflow of Corrective Action Request

Auditor

Argeed

Issue CAR to Assignee / Auditee Describe audit findings, ISO standard & CAR details Target completion date, Assign CAR to Assignee.

System email notify Assignee

Auditee / Assignee

Assignee explain root cause Take Corrective Active Permanent Preventive Action Submit back to Auditor.

Auditor Verify action taken, effectiveness

CAR Closed

System email notify Auditor

Auditor Reject

Auditor issue CAR details: findings, etc..

Auditee explain why the CAR happen, the corrective

action and permanent preventive action.

Auditor verify the action taken and close the CAR.

• Improve management visibility with live and real time to monitor company activities

• Enable traceability and root cause analysis to provide solution with proven data

• Enable systematic tracking to prevent issues and task going unaddressed • Relevant data and report will be automatically inherited to specific

element such as Correct Action, Preventive Action, Management Review, etc.

• Capability to generate multiple reports automatically that provides an effective mechanism for identifying source and costs of problems

Benefit and Advantages of QIS

niix Electronic Form

(eForm)

• Create HTML form without technical and programming skill • Establish form process rules and routing flow • Support large number of participants, reviewer & approver • Form fill, review and approval process can be done through

online • User define process flow such as review process, task lists,

notifications, reminders, approval, due dates and reporting • User defined security at the form level and field level within

the particular form, who can fill, view or even hide the field • Business and Report Analysis, able to be exported to various

format including Adobe PDF & MS Excel

What is niix eForm

User – HQ User – Branch User – Overseas

Concept of niix eForm

Form

Creator

niix eForm

Design the form template Who can use for this form?

Create form workflow Who to review & approve form

Request form

Create New Form and Process Flow

Form process rule & timeline How long have to take action

Publish the New created form

Approved form listed according to department

Approved Form

Easily design a HTML form without programming knowledge

Create sample form

Use LABEL tool Use DATE tool

Use HORIZONTAL LINE tool

Use RADIO tool

Use TEXT BOX tool

Create form with Specific Tools

Preview created form

Select who can use/ access the form

By Group/ Dept By individual user

Select Form User

Support One or Multiple reviewers

If no reviewer is required, straight away select Approver

Select “Reviewer” and “Approver”

“Field Security”: Who can fill, who can see?

Next to complete the form setting

Field Security Setting

User login to use the form.

User Filling in the Form.

• Easily open, fill, submit, review & approved Forms within web browser • Lots faster than paper-based processes (searches, retrieval, communicate) • Comprehensive and dynamic reporting tools • Reduced costs and quicker access to information • Access anywhere and electronic prescriptions • Recovering and reclaiming office space • Paper, Printer and Copying Charges • Collect and process form data more efficiently • No more Pre-Printed Form & reduce paper consumption

eForm Advantages

How YOU can use niix Software Solution through SME Cloud Computing Adoption

Programme?

SME entitled for this grant incentive can use one of our

following software for a period of 12 months with 10 User

License totally free of charge and no hidden cost.

• niix ISO Document Management System (ISO DMS),

• niix ISO Quality Improvement System (QIS)

• niix Electronic Form (eForm)

• niix eDocument

All SMEs are only allowed to claim ONCE throughout the Program Duration.

NO Hidden Cost

You can choose to continue or terminate the services by the end of 12 months period or at anytime without any penalties or charges should they see the software is not suitable to them.

Process Flow of SME Cloud Computing Adoption Programme:

1. Notify HK Comp the niix Software to be implemented.

2. Submit Reimbursement Form to HK Comp.

3. Payment RM1500 cheque payable to HK Comp Software Standards (M)

Sdn Bhd.

Supporting Document Required:

For Company:

• Certified true copies of Form 9 or Form 13 (for change of company’s

name).

• Latest audited Financial Report.

For Business:

• Form D or E for Business Application

• Six (6) months Statement of Account.

Task by SME:

HK Comp verifies all document submitted by SME.

• Issue official receipt for submission to MDeC.

• Activate niix system for SME.

• Submit Reimbursement Form with Official Receipt to

MDeC.

Task by HK Comp:

Evaluate reimbursement claim. Upon approval:

• Reimburse RM1500 to the bank account provided by SME

in the reimbursement form.

Note: Reimbursement process from MDeC shall be completed

within One month if all required documents is completed.

Task by MDeC:

Key Benefits of This Programme

• Free software 1 year. • Special software subscription fee for whole life. • Best time to try the cloud computing and try use

software. • No hidden cost. Can stop using the software anytime. • No server cost investment. • No installation.

• Allows IT to Shift Focus. No worry about constant server updates and other computing issues.

• You can access information wherever, rather than having to remain at your desks.

• Cheaper and less labor-intensive for companies. • Always using the most updated software. • To improve company productivity.

Why Should You Signup Now

• Normal price for 10 user license for one software is RM3500.

• Under this program, who register now is only pay RM1500 for one system and government reimburse this RM1500 back to you. Means first year you use the software for FREE.

• Second year you pay RM1500. • As long as you sign up this program now, you can use

second software 10 user license at only RM1500 instead of RM3500.

• You save RM2000 per software per year.

This is the ONLY time for you to sign up this program.