Hrdc Corp Ncs - Training Material & User Guide - Training Market_external

TRAINING MATERIALS & USER GUIDELINES
Human Resource Development Corporation (HRDC)
New Core System (NCS)
By
Version 1.0
Date 15/4/2024
HRDC – New Core System (NCS)
Table of Contents
Document History..........................................................................................................................2
Acronyms & Definitions..................................................................................................................3
TP and Branch Registration.............................................................................................................5
As Training Provider...................................................................................................................5
As Branch...................................................................................................................................6
As Employer...............................................................................................................................8
Master Service Agreement (MSA).............................................................................................10
TP Fee Payment............................................................................................................................11
Pay using JomPay Payment.......................................................................................................12
Pay using FPX Payment.............................................................................................................13
Login as Permanent Account.........................................................................................................14
TP and Branch Renewal................................................................................................................16
TP and Branch De-Registration.....................................................................................................20
TTT Exemption Registration..........................................................................................................23
As Individual Trainer.................................................................................................................23
As Training Provider..................................................................................................................25
As Employer.............................................................................................................................26
Register as TTT Exemption........................................................................................................27
TP Profile Modification.................................................................................................................30
Name Modification...................................................................................................................30
Address Modification................................................................................................................32
Others Modification..................................................................................................................35
TP Suspension..............................................................................................................................37
PRIVATE & CONFIDENTIAL Page 1 of 40

Document History
Version Author Date Description
1.0 Nazmi 15/4/2024 Initial

Acronyms & Definitions

Terms/Acronyms Description
HRDC Human Resource Development Corporation
RSD Requirement Specification Document
NCS New Core System
FSD Functional Specifications Document
IDD Integration Design Document
SME Small Medium Enterprise
PFD Process Flow Diagram
SMTP Simple Mail Transfer Protocol
CSV Comma-separated values
PDF Portable Document Format
PIC Person-in-charge
CKSP Cawangan Kawal Selia dan Penguatkuasaan
URL Uniform Resource Locator
NFA No Further Action
BU Business Unit
ROC Registrar of Companies
ROB Registrar of Business
ROS Registrar of Societies
HQ Headquarters
SSM Suruhanjaya Syarikat Malaysia
EPF Employees Provident Fund
SOCSO Social Security Organization
ERD Employer Registration Department
NGO Non-governmental Organization
IC Identification Card
FPX Financial Process Exchange
RM Ringgit Malaysia

Terms/Acronyms Description
LOD Letter of Demand
POD Proof of Debt
HCC HRD Corp Claimable Courses
IT Information Technology
SLB Skim Latihan Bersama
SBL Skim Bantuan Latihan
FWT Future Workers Training
ITS Industrial Training Scheme
ALAT Training Facilities and Renovation
LOA Level of Authority
ACM Allowable Cost Matrix
TP Training Provider
CBT Computer Based Training
SI Strategic Initiative
TM Training Market
TDMS Trainer Development Management System
TTT Train the Trainer
MICAS Microcredential Course Acknowledgement System
LO Local Order
Q Code Quick response code

TP and Branch Registration

Since the process of registering TP and Branch follows the same method, the registration process will be combined. The only difference lies in the first step:
a TP doesn’t have an account, while a branch will register through registered TP.
As Training Provider
STEPS RESULTS
Training provider required to access
at NCS to make a registration
whether as Training Provider or
Employer.
Need to pick
whether to register
as Training Provider
or Employer

As Branch
STEPS RESULTS
Branch required to access at NCS
to make a registration and need to
login as TP permanent account first
in order to register as branch. A popup will appear to confirm as approved
TP.
Permanent account
login at here.
After logging in, find the

"Registration" menu and click on
"Branch Registration." A form will
appear for registering a branch.

STEPS RESULTS
TP/branch are required to fill up
the form as mandatory, there are
8 forms in total, each representing
a piece of information required.
There are:
1. Ownership and
Organization Type.
2. Training Provider
Information.
3. Officer in Charge.
4. Company
Shareholder/Board of Each tab needs information. The
Director. TP/Branch needs to fulfil all the
5. Company Owner requirements.
Declaration.
6. Attachment.
7. Submission
8. Temporary Account
Access.
While for branch doesn’t have
Ownership and Organization Type.
Branch doesn’t have Ownership

and Organization Type.

As Employer
STEPS RESULTS
The employer is a registered
permanent user, and all data from
the employer is stored in NCS. For
employer users who want to
register with TP, all their data will
be retrieved and displayed on the All the data stored from the
form. employer will appear in the
required information.

STEPS RESULTS
After completing and submitting
the form, an email for verification
is sent to the temporary account
where the email entered in the
temporary account is accessed on
the last tab. Users are required to
check the registered email for
verification.
The temporary user will receive An email verification and

two emails: an acknowledgment acknowledgment are sent to the
and an email verification. The registered email address.
temporary user needs to click on
the hyperlink "here" to verify the
email. It will redirect to NCS. A
message will appear.
The temporary user account

access enables such as:
 Track application status.
 Withdraw application.
 Edit application.
 Resubmit application.
 Query responds.
 Make payment. Click here to verify an Email.
 Received notification and
reminder.

Master Service Agreement (MSA)

STEPS RESULTS
From inbox>Pending Action, after
the TM officer reviews the
application, they will generate the
Master Service Agreement (MSA)
and send to TP for signing and
stamping. If the officer also
generates MSA and send a query,
the TP needs to fulfill the officer's
needs.
1. TP needs to download the
generated MSA in order to 3
review, sign, and stamp it. If
TP receives a query, they also
need to respond to it. 1
2. The completed MSA must be
digitally stamped at LHDN
online. TP should prepare all
necessary documents. After 2
LHDN officer approval, print
the Stamp Official Receipt
and attach it to the original
agreement as proof of stamp
duty payment.
3. After signing and stamping
the MSA, TP needs to upload
the soft copy (the complete
set of agreements along with
the Stamp Official Receipt).

TP Fee Payment
STEPS RESULTS
Upon completion of the review by
the TM officer and TM upper
approver, the application moves
from the Inbox>Pending Action
section. Subsequently, the TP will
receive a payment notification via
email and notification. When the
TP intends to make a payment, the
system seamlessly integrates with
the payment gateway page,
allowing the TP to select their
preferred payment method.
The system enables training

providers to make payments
through various channels,
including online (FPX/JomPay),
physical, or mobile channels.
*If the system fails to integrate

with the payment gateway, the
admin has the option to send a
payment link via email, or the TP
can print an e-slip and pay in cash
at the bank counter. Training
providers can reprint the e-slip
directly from the system.

Pay using JomPay Payment

STEPS RESULTS
To make a payment using JomPAY:
1. Obtain the E-slip from the
generated document, ensuring
it displays the JomPAY logo Change the payment type if there
and the Biller Code. is an issue or a change of mind.
2. Access the "Bill Payment" or
"JomPAY" option within your
online banking menu.
3. Enter the Biller Code and
Reference Number from bill
into the designated fields.
Verify the information for
accuracy.
4. Review the payment details, Reminder: Cannot use same JomPay
including the amount, and Slip/reference number
proceed with confirming the
transaction if everything
Next Instruction:
appears correct.
5. Keep a record of the To proceed with payment, follow the
transaction for future provided instructions.
reference, including the
payment confirmation number
or receipt.
*Additionally, the TP/Branch has

the option to change the payment
type by selecting "Change Payment
Type" if they change their mind.

Pay using FPX Payment

STEPS RESULTS
To make a payment using FPX:
1. Select the account you want to
use for the payment.
2. Login into the account, Review
the payment details to ensure
accuracy.
3. Confirm the payment.
4. Amount deducted from user
account.
5. Once the payment is confirmed,
a confirmation message or
notification should be received. An example of selected bank
6. A redirection from the FPX login homepage.
portal to authenticate the
transaction using online
banking credentials to NCS.
7. Keep a record of the
transaction for reference.
*If any issues occur during the

payment process, contact the bank's
customer support for assistance. After selecting a bank, the user will be redirected to the
chosen bank's website.

Login as Permanent Account

STEPS RESULTS
After completing the payment, the
TP/Branch will receive a permanent
account. This account will be sent via
registered email, such as the
approval of TP/Branch new
registration email, along with the First time login need to force change password from
TP/Branch permanent account generated password.
details.
For the initial login, the user must

first enter the generated password
received in the email and then
proceed to change the password for
their first login. TP/Branch can then
set the password according to their
preference.
With the permanent account,

TP/Branch will have the opportunity
TP/Branch can also manage other modules.
to manage their account and will
have the ability to:
 Course/claim.
 Conduct TP evaluation.
 Register training programs.
 Perform de-registration.
 Manage events.
 Renew subscriptions.
 Manage trainers.

STEPS RESULTS
For trainer management, TP can only
select trainers registered in the
TDMS system. The system will
integrate with TDMS, displaying only
registered trainers in the NCS
system's listing for trainer selection.
Unregistered trainers must first
register in TDMS before proceeding
with trainer management in NCS.
HRDC officers have the ability to
create new entries, as well as edit
and remove existing entries, in the
Trainer Profile database.
If integration fails between the

TDMS and NCS systems, HRDC
officers can request the trainer list
from TP and manually check in the
TDMS system. If the trainer's name is
registered, officers can export the
details of selected trainers to an
Excel file and upload it to the NCS
system under TP's trainer
management.

TP and Branch Renewal

Since the renewal process for TP and Branch is the same, the method for renewal will be combined and shown together.
STEPS RESULTS
TP/Branch required to access at NCS
to make a renewal within required
time given using TP permanent A popup will appear to confirm as approved
account. TP.
TP/Branch can renew their

certificate 3 months before the
expiry date or within 6 months after
the expiry date. If TP does not renew
within 6 months after the expiry
Permanent account
date, their account will be restricted.
login at here.
If the permanent account hasn't

expired or is within 3 months of the
expiration date, a reminder will
appear, and TP/Branch cannot
proceed with renewal.

STEPS RESULTS
The system will auto-populate form
fields with training provider's
information data for registration
renewal and branch registration
application (e.g., address, MyCoID).
Training Providers/Branches would
submit renewal forms and attach
supporting documents via multiple
online channels of the Portal, such as Auto-populate form fields.
the Web Portal and Mobile
Application.
TP/Branch can renew certificates by

selecting the desired duration—1
year, 3 years, or 5 years—in the
renewal form. HRDC configures the
available certificate durations, and
the renewal fee is determined based
on this setup. Once done, can click
submit.
*For branch renewal, branches will

renew by themselves using their
own sub account login ID.

STEPS RESULTS
Upon completion of the review by
the TM officer and TM upper
approver, the application moves
from the Inbox>Pending Action
section. Subsequently, the
TP/Branch will receive a payment
notification via email and
notification. When the TP intends to
make a payment, the system
seamlessly integrates with the
payment gateway page, allowing the
TP to select their preferred payment
method.
The method of payment can refer to

TP Fee Payment.
The system enables training
providers to make payments
through various channels, including
online (FPX/JomPay), physical, or
mobile channels.
*If the system fails to integrate with

the payment gateway, the admin has
the option to send a payment link via
email, or the TP can print an e-slip
and pay in cash at the bank counter.
Training providers can reprint the e-
slip directly from the system.

STEPS RESULTS
TP/Branch will get a new
certification of their renewal.

TP and Branch De-Registration

Since the de-registration process for TP and Branch is the same, the method for de-registration will be combined and shown together.
STEPS RESULTS
to apply for de-registration.
A popup will appear to confirm as approved
Before TP apply for de-registration, TP.
system will check if TP has pending
upfront refund to be completed. If
yes, the system will block application
and TP need to complete the refund
first then only can apply for de-
registration.
Permanent account
For this process, if the integration
with the payment gateway fails, TP login at here.
has an option to print the e-slip and
pay the upfront payment at the bank
counter. Once finance has received
the payment, finance will notify the
Training Market officer and the
system will allow de-registration.

STEPS RESULTS
If TP has pending action applications
such as pending grant and claim, the
system will prompt a message that
contains the list of the pending
action listing. TP can choose either TP with no arrear/task
to proceed de-registration or cancel.
If TP proceeds, the system will
automatically cancel all the process
of the pending action and TP can
apply for de-registration by filling in
the de-registration form.
TP with pending arrear/task

STEPS RESULTS
System will check if there is any
grant, claim or other process still
pending. If there is any, system will
prompt a message of pending
activity list to remind TP. TP will
decide whether to continue de-
registration or cancel the
application. If TP decides to continue
de-registration, all pending activity
will be terminated.
If the TP click continues, the system

will redirect to the de-registration
form. Training Provider would
submit de-registration form and
attach supporting documents via
multiple online channels of Portal
such as Web Portal and Mobile
Application.
*Once approved, the status of the TP

will change, and access to the TP
Login ID will be restricted based on
eligibility. After the account is
restricted, TP will not be able to
perform any activities. They will only
be able to view status details or re-
register.

TTT Exemption Registration

For TTT Exemption Registration, there are three application types and corresponding criteria. The system connect data from the Trainer Development
Management System (TDMS) to populate the Trainer Profile database. Trainers must register in TDMS before applying for TTT Exemption.
As Individual Trainer
STEPS RESULTS
Individual trainers must register for
TTT Exemption through a portal.
They need to submit the exemption Individual Registration
form and attach supporting account can access at
documents via various online here.
channels on the portal, including the
web and mobile applications.
The individual trainer, without an

existing account, accesses the
Training Provider and chooses the
TTT Exemption Registration menu.
It is compulsory for trainers to create

their temporary account access by
filling in the new username and
password to be created by the
system.

STEPS RESULTS
System will automatically create an
individual trainer’s temporary
account access based on the
username and password in TTT
exemption form.
After individual trainers submit TTT

exemption registration, the system
will send a verification link to the
user. The given link will redirect to
TP profile management. In case
email verification fails, users need to
resubmit email verification again.
This temporary account access

enables individual trainer to make
temporary profile management such
as:
1. Track application status.
2. Withdraw application.
3. Resubmit application.
4. Query responds.
5. Make payment.
6. Received notification and
reminder

As Training Provider
STEPS RESULTS
Trainers under TP register for TTT
Exemption through a portal using
their login IDs. TP submits the Training Provider
exemption form and attaches account can access at
supporting documents via various here.
online channels on the portal,
including web and mobile
applications, without requiring
temporary account creation.
The TP, with an existing account,

accesses the Training Provider login
and selects TTT Exemption
Registration from the Registration
menu.
It is compulsory for trainers to create

their temporary account access by
filling in the new username and
password to be created by the
system.

As Employer
STEPS RESULTS
Trainers under an Employer register
for TTT Exemption through a portal
using their login IDs. The Employer Training Provider account can
submits the exemption form and access at here.
attaches supporting documents via
the portal's online channels, without
needing temporary account
creation.
Employers, already logged in, access

the Training Provider login, and
choose TTT Exemption Registration
from the menu.
Trainers must create temporary

account access by entering a new
username and password generated
by the system.

Register as TTT Exemption

STEPS RESULTS
The application type displayed
depends on the logged-in account's
credentials, while individuals appear
if not logged in.
Guideline for criteria
Criteria selection is guided by
provided guidelines. Please read to
determine which criteria should be
selected based on the applicant's
qualifications.
3 Criteria

STEPS RESULTS
The applicant must complete the
entire form and prepare the
attachments to submit the
application. The chosen criteria will
determine the type of form
displayed.
The TP must make the fee payment
to HRD Corp payment notification. If
no payment is made after the
application, it will be withdrawn
automatically. The method of
payment can refer to TP Fee
Payment
Criteria A form
Criteria B form
Criteria C form

STEPS RESULTS
The system enables trainers to check
the payment status of their TTT
workshop and Exemption
registrations, whether successful,
pending, or not paid. Trainers can
also view their TTT and Accreditation
certificates and access information
about their TTT certification, all
integrated with TDMS.

TP Profile Modification
Since the modification process for TP and Branch is the same, the method for modification will be combined and shown together. There are three different
types of profile modification: Name Modification, Address Modification, and Others Modification.
Name Modification
STEPS RESULTS
to apply for Profile Modification.
If TP wants to make their profile TP.
changes, TP must login into the
system using their login access.
From the menu, TP shall click TP

Profile Modification. > Name
Modification.
Permanent account Click Name Modification
login at here.

STEPS RESULTS
For name modification, each
modification will incur a fee of RM
1000 for the TP. Upon submission of
the name modification form, the
system will redirect to the payment
gateway for the TP to proceed with
payment. If the TP fails to make
payment, the system will not
proceed with the modification
application. However, if the payment
is successful, the system will forward
the modification application to the
TM review officer, who will receive a
notification. The method of payment Need to upload support document for
can refer to TP Fee Payment name modification.

Address Modification
STEPS RESULTS

Profile Modification. > Address
Modification.
login at here.

STEPS RESULTS
For address changes within the first
year of TP registration with HRDC,
once the TP submits the address
modification request, they must
provide their new address details to
replace the old address in their
profile. Subsequently, the system
will assess the duration of the TP's
registration with HRDC. If it's less
than one year, the system will
prompt the TP to proceed to the
payment gateway to make a
RM1000 payment before the
modification application can be
reviewed. Upon successful payment,
the system will proceed with
updating the profile with the new
address. The method of payment
can refer to TP Fee Payment
After one year of TP registration with

HRDC, upon submission of the
address modification request, the
system will automatically verify the
TP's registration duration. If the TP
has been registered for more than
one year, no payment will be
required for the address change. The
system will seamlessly update the
profile with the new address details

STEPS RESULTS
once the request is submitted.
However, should the TP change their
address more than once within one
year from the latest modification, a
RM1000 fee will be charged for each
subsequent address change. The
method of payment can refer to TP
Fee Payment

Others Modification
STEPS RESULTS

Profile Modification. > Others
Modification.
login at here.

STEPS RESULTS
If the TP wishes to make changes to
other specific fields, such as SST
registration, which do not require
payment, they can directly access
the profile management. Once the
changes are completed, the TP
needs to submit them and await
approval.
Need to upload support document for

Support modification.

TP Suspension
Since the suspension process for TP and Branch is the same, the method for modification will be combined and shown together.
STEPS RESULTS
to make any application.
TP.
Permanent account
login at here.

STEPS RESULTS
While the company is being
suspended, all activities will be
blocked. There will be a certain All access to the module already
module/scheme that can be missing and can’t do any action.
configured by a TM officer in the
setup.
After TM Officer changes the status

of the company to “Suspended”, TP
will receive Suspension notification
from TM Officer. After the TM
Officer received the notification, TP
needed to wait for the suspension
period to end. Some activity like grant can access
as allowed from officer.

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TRAINING MATERIALS & USER GUIDELINES

Human Resource Development Corporation (HRDC)

New Core System (NCS)

PRIVATE & CONFIDENTIAL Page 1 of 40

1.0 Nazmi 15/4/2024 Initial

PRIVATE & CONFIDENTIAL Page 2 of 40

Acronyms & Definitions

HRDC Human Resource Development Corporation

RSD Requirement Specification Document

NCS New Core System

FSD Functional Specifications Document

IDD Integration Design Document

SME Small Medium Enterprise

PFD Process Flow Diagram

SMTP Simple Mail Transfer Protocol

CSV Comma-separated values

PDF Portable Document Format

CKSP Cawangan Kawal Selia dan Penguatkuasaan

URL Uniform Resource Locator

NFA No Further Action

ROC Registrar of Companies

ROB Registrar of Business

ROS Registrar of Societies

SSM Suruhanjaya Syarikat Malaysia

EPF Employees Provident Fund

SOCSO Social Security Organization

ERD Employer Registration Department

NGO Non-governmental Organization

FPX Financial Process Exchange

PRIVATE & CONFIDENTIAL Page 3 of 40

LOD Letter of Demand

POD Proof of Debt

HCC HRD Corp Claimable Courses

SLB Skim Latihan Bersama

SBL Skim Bantuan Latihan

FWT Future Workers Training

ITS Industrial Training Scheme

ALAT Training Facilities and Renovation

LOA Level of Authority

ACM Allowable Cost Matrix

CBT Computer Based Training

TDMS Trainer Development Management System

TTT Train the Trainer

MICAS Microcredential Course Acknowledgement System

Q Code Quick response code

PRIVATE & CONFIDENTIAL Page 4 of 40

TP and Branch Registration

PRIVATE & CONFIDENTIAL Page 5 of 40

After logging in, find the

PRIVATE & CONFIDENTIAL Page 6 of 40

Branch doesn’t have Ownership

PRIVATE & CONFIDENTIAL Page 7 of 40

PRIVATE & CONFIDENTIAL Page 8 of 40

The temporary user will receive An email verification and

The temporary user account

PRIVATE & CONFIDENTIAL Page 9 of 40

Master Service Agreement (MSA)

PRIVATE & CONFIDENTIAL Page 10 of 40

The system enables training

*If the system fails to integrate

PRIVATE & CONFIDENTIAL Page 11 of 40

Pay using JomPay Payment

*Additionally, the TP/Branch has

PRIVATE & CONFIDENTIAL Page 12 of 40

Hrdc Corp Ncs - Training Material & User Guide - Training Market_external

Hrdc Corp Ncs - Training Material & User Guide - Training Market_external