Success Story: MHESI

About the Office of the Permanent Secretary, MHESI

The Office of the Permanent Secretary, Ministry of Higher Education, Science, Research and Innovation (MHESI) is the primary agency supporting the operations of the Ministry. It plays a key role in overseeing, coordinating, and supporting affiliated agencies to operate effectively.

Given the organization's scale and diverse workforce, MHESI required a comprehensive management system covering budget management, procurement, asset management, and human resource management. Grand Linux Solution Co., Ltd. was appointed as the consultant and implementer of the Saeree ERP&CRM system, encompassing Implementation, Training, and Customization tailored to the specific needs of a government organization.

Implemented ERP Modules

For MHESI, the Grand Linux team implemented multiple ERP modules specifically designed to address the operational needs of a government agency, including:

1. Budget Management

The budget system is the cornerstone of public sector management. The system developed for MHESI supports comprehensive budgeting operations:

• Budget Planning — Supports preparation of annual expenditure budget requests and allocation of budgets by plans, projects, and activities
• Carry-Forward Budget Management — Manages unspent budget carried forward from previous fiscal years with real-time tracking of carry-forward fund utilization
• Excess Disbursement Returns — Handles the process of returning funds to the treasury when disbursements exceed actual expenses, in full compliance with government regulations
• Budget Plan vs. Actual Reports — Real-time comparative reports of planned versus actual budget expenditure, enabling executives to monitor disbursement status promptly

2. Procurement & Inventory

Covers the full procurement and inventory management processes in compliance with government regulations:

• Procurement — Supports purchase/service requisitions, approvals, contract preparation, and end-to-end tracking of procurement status at every stage
• Inventory Counting — Supports periodic physical inventory counts with reconciliation reports comparing count results against system records
• Inventory Requisition & Issuance — Manages the requisition and issuance of consumable supplies within the organization, with a complete approval and tracking system

3. Asset Management

An asset management system designed to meet the needs of government asset administration:

• Asset Registration — Records detailed asset information including asset number, location, responsible person, acquisition date, acquisition cost, and usage status
• Asset Physical Count — Supports annual asset counts as required by regulations, with records of count results and the status of each individual asset
• Depreciation Calculation — Automatically calculates asset depreciation based on prescribed criteria, with reports on the book value of all assets

Human Resource Management (HR)

Beyond the core ERP system, the Grand Linux team also developed an HR system specifically designed to accommodate the unique characteristics of government operations, including:

Personnel Registry System

A comprehensive personnel registry system covering all dimensions of employee data within the organization:

• Personal Information — Basic details, address, and contact information
• Position History — Appointments, promotions, and transfers
• Work History — Work achievements and professional experience
• Educational Background — Academic qualifications at all levels
• Training & Study Visits — Training courses, seminars, and study visits both domestic and international
• Expertise Profile — Skills, specializations, and special competencies
• Certificates & Awards — Honors and awards received
• Disciplinary Records — Disciplinary records in accordance with government regulations
• Family Registry — Information on parents, spouse, and children for welfare benefits such as medical expenses and children's tuition

Leave & Attendance Management

A leave and attendance management system designed specifically for government operations, including individual work calendars supporting the following work patterns:

• Overtime (OT) — As a government agency, overtime compensation is paid as a flat-rate lump sum at the same rate for all levels, with different rates for workdays and holidays
• Working Hours — The system enforces standard government working hours of 8 hours per day
• Holiday Management & Day Swaps — Supports designation of official government holidays, special holidays, and day swaps that require approval
• Automatic Leave Entitlements — The system automatically sets leave conditions and entitlements according to regulations, including sick leave, personal leave, annual leave, maternity leave, ordination leave, and other leave types
• Automatic Leave Credit Restoration — When personnel have already taken leave and a special holiday is subsequently announced for that period, the system automatically restores their leave credits, reducing the workload for HR staff

Summary

The Office of the Permanent Secretary, MHESI is one of the government agencies utilizing the full Saeree ERP suite -- encompassing ERP modules (Budget, Procurement, Inventory, Asset Management) and HR modules (Personnel Registry, Leave & Attendance, Welfare). All systems are interconnected within a single platform, enabling efficient, transparent, and auditable management that meets government standards.

- Saeree ERP Team

If your organization needs an ERP system specifically designed for the public sector, you can schedule a demo or contact our consulting team to assess your requirements and plan your implementation today.