HR Portal · Design Blueprint

HR Roles, Tasks & Where AI Fits

A working map of the HR department — every responsibility broken down by role, each task tagged by how AI can carry it inside an HR-only portal, and a clear line drawn around the work that stays human.

BCA A1 Contractor 6-Role Structure Singapore · MOM / EFMA / CPF PDPA-governed
00 / HOW TO READ THIS

The three AI modes

Every task below carries one of three tags. The tag tells you who does the work and who is accountable — the portal is designed around this distinction, not around replacing people.

🤖 AI-led

AI does the task end-to-end — calculation, monitoring, drafting, reconciliation, collation. A human triggers it and glances at the output. Highest automation value.

🤝 AI-assisted

AI prepares the heavy lifting — a draft, an analysis, a recommendation, a flagged exception — but a named person reviews and makes the call. Human stays accountable.

👤 Human-only

Judgment, legal accountability, relationships, physical acts, and final authority. AI may surface information, but the act itself must be performed by a person.

01 / DEPARTMENT

The six roles

The Head of HR sits above the team as final approver and escalation point for strategic and high-risk matters (no operational task list of their own). The five operating roles below carry the day-to-day work. Operational execution flows upward through defined approval thresholds (the DOA matrix).

HR Manager

Governance, Risk & Strategy

Reports to the Head of HR. Strategic partner and central authority for compliance, risk and compensation. Approves and adjudicates at department level, routes higher-impact matters up. Mostly an approval & judgment role — so AI mostly assists here rather than leads.

🤖 3 AI-led 🤝 14 AI-assisted 👤 12 Human-only
1 · Strategic Business Partnering & Workforce Optimization
  • 👤 HumanPartner with top management & business heads to identify org HR needs.
  • 🤝 AssistAssess operational gaps (recruitment, comp, training, performance) and scope project initiatives — AI analyzes the data and proposes; Manager directs.
  • 🤝 AssistIdentify & recommend government grants, wage subsidies, capability funding — AI surfaces eligible schemes; Manager approves applications.
  • 🤝 AssistHR input into BCA tender submissions; cross-check HR manpower vs Operations site deployment data to prevent declaration discrepancies — AI reconciles the two datasets and flags gaps.
2 · Regulatory & Policy Governance
  • 🤝 AssistInitiate & draft policy reviews/formulation for evolving business demands — AI drafts against current law; Manager owns the policy.
  • 🤝 AssistEnsure compliance with Employment Act EFMA BCA quotas — AI monitors continuously and alerts.
  • 🤝 AssistOversee R1/R2 workforce framework governance.
  • 🤝 AssistReview monthly DRC compliance reports; approve corrective actions on headroom risk — AI compiles & pre-flags; Manager approves.
  • 👤 HumanFinal disciplinary decisions on escalated cases, retrenchment classification, complex MOM notifications. AI can draft the flow & documents; the decision is human.
  • 👤 HumanNamed final-level escalation point for all staff/worker grievances — adjudication.
  • 👤 HumanNamed point-of-contact who attends & fronts MOM inspections/audits.
3 · Compensation, Reviews & Benefits
  • 🤝 AssistDrive annual salary & bonus review cycle — AI collects data, computes equity, compiles the consolidated proposal; Manager & Head of HR decide.
  • 🤝 AssistAnnual market salary & bonus benchmarking — AI gathers & analyzes market data.
  • 👤 HumanAdjudicate post-review salary & bonus appeals.
  • 🤝 AssistOwn corporate insurance renewal (WICA FWMI Group Medical) — AI compiles insurer comparison; Manager recommends & selects.
  • 👤 HumanApprove Letter of Consent applications & third-party medical panel arrangements.
4 · BCA Licence & Corporate Licence Governance
  • 🤝 AssistCoordinate HR manpower docs for BCA A1 licence renewals (with Finance & Corp Sec).
  • 🤖 AI-ledMonitor BCA A1 licence conditions & financial grading thresholds continuously; flag cost trajectories — AI tracks and alerts.
  • 🤖 AI-ledTrack compliance & conditions for all corporate licences held.
  • 🤝 AssistReview & approve BCA documentation packages before submission.
  • 🤖 AI-ledProduce the weekly HR Assurance Summary (regulatory, licence, manpower, cost-drift, people risk) — AI generates; Manager reviews & sends up.
5 · EHS Coordination & Risk Management
  • 🤝 AssistReview settlement packages for worker/staff claims; route per DOA; adjudicate disputes — AI checks figures & routing; Manager adjudicates.
  • 🤝 AssistGovern HR's role in work-injury reporting; approve complex/disputed MOM notifications. (HR does not conduct safety investigations.)
6 · Systems, Data & PDPA Governance
  • 🤝 AssistLead process streamlining & HR systems implementation.
  • 🤝 AssistOwn HRIS (HRIQ) structure & data accuracy; approve overtime config rules (caps, multipliers, workflows).
  • 👤 HumanOwn PDPA governance: approve role-based access, retention schedules, breach protocols. AI enforces rules; accountability is human.
  • 🤖 AI-ledMaintain HR record-retention policy & clock (Employment Act retention rules) — AI tracks dates & purge triggers.
  • 👤 HumanApprove deployment of AI tools used for HR decision-support (PDPA & data governance).
  • 🤝 AssistReview & approve official memos, company-wide announcements, org-chart updates — AI drafts; Manager approves.
7 · Leadership, Mentorship & Reporting
  • 👤 HumanApprove routine departmental matters within authority; route per DOA matrix.
  • 👤 HumanManage & mentor the functional HR team (Payroll, FW, Staff).
  • 🤝 AssistAssign daily task priorities to the HR Assistant — AI can suggest a workload plan; Manager sets priorities.
  • 👤 HumanEnforce & oversee execution of the HR cross-training matrix.

Executive — Payroll

Payroll, Leave, OT & Workforce Cost Control

Accountable for payroll accuracy, statutory submissions and total labour-cost control. The most computation- and reconciliation-heavy role — the strongest fit for AI automation, under maker-checker control.

🤖 12 AI-led 🤝 5 AI-assisted 👤 1 Human-only
1 · Payroll & Statutory Administration
  • 🤖 AI-ledPrepare monthly payroll for staff & workers — AI computes; Executive verifies.
  • 🤖 AI-ledPrepare resignee payroll & calculate leave encashment.
  • 🤖 AI-ledExecute CPF submissions, foreign-worker tax clearance IR21, IR8A prep — AI prepares filings.
  • 🤖 AI-ledConduct payroll reconciliation.
  • 🤖 AI-ledReconcile approved salary & bonus figures against final payroll runs to prevent payout errors.
  • 🤝 AssistMaker-checker control: AI prepares & flags abnormal adjustments / off-cycle / disputed items; Manager performs exception review before release.
  • 🤖 AI-ledAdminister training/service bond tracking; calculate bond-break liabilities on resignation.
2 · Levy & Waiver Administration
  • 🤖 AI-ledCalculate levies & update FWL billing.
  • 🤖 AI-ledProcess MOM levy-waiver applications on trigger from Executive (FW).
  • 🤖 AI-ledReconcile waiver outcomes vs actual MOM billing; report discrepancies.
  • 🤖 AI-ledMonitor R1 vs R2 levy cost differences.
  • 🤖 AI-ledGenerate total manpower cost reports by cost centre (salary vs levy).
3 · Overtime Administration
  • 🤖 AI-ledReview automated OT calculations from HRIQ; audit for config errors & anomalies.
  • 🤖 AI-ledMonitor statutory OT compliance under Part IV EA (1.5×, 72-hr cap).
  • 🤖 AI-ledGenerate weekly OT exception reports by site/dept; provide to EHS for fatigue monitoring.
4 · Leave Cost & Workforce Cost Reporting
  • 🤖 AI-ledDraw leave data from HRIQ for payroll (encashment, deductions, waiver triggers).
  • 🤖 AI-ledExecute payroll holds for AWOL / non-returning workers on FW notification.
  • 🤝 AssistReconcile incoming government wage subsidies & grant payouts with Finance.
5 · Insurance Policy Administration
  • 🤖 AI-ledMaintain corporate insurance records (policyholder, renewal docs, premium reconciliation).
  • 🤖 AI-ledProvide AME & payroll data to FW/Staff for claim compensation calculations.
  • 🤝 AssistBenchmark insurance premiums annually; provide findings to the Manager.
  • 🤝 AssistKey approved salary/bonus changes into HRIQ for next payroll (maker-checker).
6 · Cross-Training Duty
  • 👤 HumanDesignated secondary operator for FW & Dormitory Ops in Executive (FW)'s absence. (Coverage role — human.)

Executive — Foreign Workers

Foreign Workers, Dormitory & Worker Lifecycle

Manages foreign-worker compliance, MOM upgrading and lifecycle. Tracking and statutory administration are highly AI-supportable; physical dormitory acts and frontline grievance handling stay human (delegated execution sits with the Assistant).

🤖 11 AI-led 🤝 5 AI-assisted 👤 5 Human-only
1 · Permits & Hiring Verification
  • 🤝 AssistExecute FW hiring after verifying BCA A1 quota & levy impacts — AI verifies quota/levy headroom; Executive decides the hire.
  • 🤖 AI-ledOwn DRC calculation; maintain live DRC position; submit monthly compliance reports.
  • 🤖 AI-ledTrack the IPA pipeline; cross-reference in-flight IPAs vs quota headroom.
  • 🤝 AssistDevelop direct-hire channels & referral programmes; coordinate overseas partners — AI manages pipeline data; relationships are human.
  • 🤖 AI-ledWork-permit issuance, renewal, cancellation & MOM system updates — AI prepares & tracks.
  • 🤝 AssistWorker repatriations (MOM rules & final clearance) — AI handles documentation; clearance decision is human.
2 · Levy-Waiver Trigger Identification
  • 🤖 AI-ledIdentify waiver eligibility events (hospitalisation, early repat, mid-month cancellation, AWOL); notify Payroll — AI detects & routes.
  • 🤖 AI-ledTrack submitted waiver status; provide outcome updates to Payroll.
3 · Dormitory & Movement Administration
  • 🤖 AI-ledMaintain a 1-year rolling dormitory bed forecast vs headcount.
  • 🤖 AI-ledStatutory OFWAS & PCP updates — AI prepares.
  • 👤 HumanOversee physical bed allocations & check-ins (executed by Assistant — physical act).
4 · Worker Lifecycle & Records
  • 🤖 AI-ledMaintain worker database, passport expirations, medical-exam schedules — AI tracks & alerts.
  • 🤖 AI-ledTrack weekly/monthly worker status (at work, leave, MC) & AWOL counts; trigger waiver notifications.
  • 🤖 AI-ledOwn home-leave management: rolling schedules, applications, return-date tracking, overstay early-warning.
  • 🤝 AssistHalt leave releases for workers with disciplinary / AWOL / permit issues — AI flags; coordination & decision human.
  • 🤖 AI-ledMaintain live site-level headcount reconciliation (deployed vs payroll vs valid permit) for audit readiness.
  • 🤝 AssistPrepare documentation & logistics for MOM inspections — AI compiles; Manager fronts.
  • 👤 HumanConduct initial fact-finding on worker grievances & dormitory disputes; escalate.
5 · Training, Performance & Grants
  • 🤝 AssistCoordinate CSOC/CoreTrade training; manage R2→R1 upgrading.
  • 🤖 AI-ledCompile worker performance, attendance & EHS violation records for review cycles.
  • 🤖 AI-ledGenerate & distribute worker increment & bonus letters.
  • 🤝 AssistHandle worker insurance claims (WICA FWMI) — AI compiles docs, drafts MOM notifications, computes compensation; Executive liaises & decides, escalates disputes.
  • 🤖 AI-ledMonitor MC frequency & patterns for abuse; escalate suspected cases — AI detects patterns.
  • 🤖 AI-ledAdminister worker training grants & levy rebates.
  • 👤 HumanPlan worker welfare programmes & festive engagement — AI can draft plans; relationship/culture is human.
6 · Cross-Training Duty
  • 👤 HumanDesignated secondary operator for Staff HR Ops in Executive (Staff)'s absence.

Executive — Staff

Recruitment, Staff Operations & Workforce Planning

Owns recruitment pipelines, staff lifecycle and workforce planning. Document, tracking and screening work is strongly AI-supportable; interviewing, exit conversations and engagement stay human.

🤖 10 AI-led 🤝 6 AI-assisted 👤 4 Human-only
1 · Recruitment Operations
  • 🤝 AssistCoordinate staff recruitment & prepare job descriptions — AI drafts JDs; Executive owns.
  • 🤖 AI-ledEnsure FCF compliance: 14-day MyCareersFuture ad window, no offers during window — AI tracks & enforces dates.
  • 🤝 AssistDirect headhunting & build internal talent pools — AI sources/screens; outreach is human.
  • 🤖 AI-ledManage recruitment agencies; track replacement effectiveness.
  • 🤖 AI-ledTrack staff & worker recruitment costs.
  • 👤 HumanCoordinate interviews & prepare offers — AI schedules & drafts offers; the interview is human.
  • 🤖 AI-ledRetain interview & job-offer decision records ≥1 yr (anti-discrimination defensibility) — AI manages retention.
  • 🤝 AssistCompile HR doc packages for BCA A1 renewals & tenders; submit to Manager — AI collates.
2 · Staff HR Operations
  • 🤝 AssistOversee staff onboarding, confirmations & exits — AI runs the checklist/workflow; Executive owns.
  • 🤖 AI-ledTrack daily staff status breakdowns (at work, leave, MC).
  • 👤 HumanConduct initial fact-finding on staff grievances; escalate.
  • 🤖 AI-ledAdminister staff bond documentation; issue bond letters; coordinate bond-break calcs with Payroll.
3 · Organisation Structure & Communications
  • 🤖 AI-ledOwn org-chart maintenance (staff/workers/cost-centre tags must match HRIQ); submit for approval.
  • 🤖 AI-ledMaintain the staff directory.
  • 🤖 AI-ledDraft & distribute routine company-wide announcements & memos — AI drafts; Manager approves.
4 · Staff Insurance & Claims
  • 🤝 AssistHandle staff insurance claims (WICA Group Medical) — AI opens file, drafts MOM notifications, computes compensation; Executive liaises & decides.
  • 🤖 AI-ledSupport Group Medical claim queries; track status; coordinate payroll-linked adjustments.
5 · Performance, Grants & Retention
  • 🤝 AssistCoordinate quarterly staff performance review cycles — AI runs the cycle & compiles; managers rate.
  • 🤖 AI-ledPrepare & distribute staff increment & bonus letters.
  • 🤖 AI-ledAdminister staff training grants.
  • 👤 HumanTrack attrition & turnover trends, conduct exit interviews — AI analyzes trends; the exit interview is human.
  • 👤 HumanPlan staff engagement initiatives — AI drafts; culture is human.
  • 🤖 AI-ledMonitor MC frequency/patterns for staff; escalate suspected abuse.
6 · Workforce Planning
  • 🤝 AssistMonitor staffing gaps & key-person risks — AI surfaces; Executive interprets.
  • 🤝 AssistIdentify training needs & coordinate upskilling.
  • 🤖 AI-ledFlag key-person dependency risks where cross-training coverage is insufficient — AI computes coverage gaps.
7 · Cross-Training Duty
  • 👤 HumanDesignated secondary operator for Payroll Processing in Executive (Payroll)'s absence.

HR Assistant

Overall Support & Administration

Cross-pillar administrative support: high-volume data entry, physical coordination and logistics. Much of the data work is exactly what AI removes — leaving the genuinely physical tasks (assets, dormitory, transport) as human.

🤖 8 AI-led 🤝 2 AI-assisted 👤 5 Human-only
1 · Payroll Support
  • 🤖 AI-ledMonitor OT submissions in HRIQ; follow up with site supervisors on missing entries — AI detects gaps & auto-chases.
  • 🤖 AI-ledFlag abnormal OT patterns, missing approvals, data gaps to Payroll.
  • 🤖 AI-ledAssist in maintaining accurate attendance & workforce records in HRIQ.
2 · Foreign Worker & Dormitory Support
  • 👤 HumanBook repatriation air tickets & arrange airport transport — AI can draft bookings; execution is physical/human.
  • 👤 HumanExecute physical dormitory check-ins, check-outs & bed assignments.
  • 🤖 AI-ledScan & maintain physical records (medical, passports, safety passes) — AI OCRs, indexes & files.
  • 👤 HumanPhysical issuance & recovery of worker assets (PPE, tools, access cards).
  • 🤖 AI-ledSupport IPA pipeline admin: file docs, update logs, flag expiry dates.
3 · Staff Operations Support
  • 🤝 AssistPrepare physical & digital staff onboarding kits — AI builds the digital kit; physical prep is human.
  • 🤖 AI-ledInitial HRIQ account creation for new hires (does not approve access levels — Manager does under PDPA).
  • 👤 HumanCoordinate with IT & Admin for asset issuance/recovery during on/offboarding.
  • 🤝 AssistAssist with BCA licence & tender documentation collation as directed.
4 · General Administration
  • 👤 HumanAssist with logistics & execution for welfare programmes & engagement events.
  • 🤖 AI-ledRoute incoming general HR inquiries to the correct Executive — AI triages & routes.
  • 🤖 AI-ledInitial admin screening/sorting of direct-hire & walk-in applications; route shortlists.
  • 🤖 AI-ledMaintain master trackers (onboarding, offboarding, permits, IPA expiry, doc collation).
02 / THE NUMBERS

Where AI lands across the department

44
🤖 AI-led tasks — automate end-to-end, human glances
32
🤝 AI-assisted — AI drafts, human decides
27
👤 Human-only — judgment, physical, legal

Roughly 75% of all HR tasks can be AI-led or AI-assisted. The portal's value is concentrated in Payroll (almost fully automatable) and in the tracking/compliance/document work spread across every role. Counts are approximate — several tasks blend modes.

03 / THE HUMAN LINE

Tasks that stay human

These are fine to keep manual — they require judgment, legal accountability, a physical act, or a human relationship. AI may surface information into them, but should never perform them autonomously. Build the portal to support these, not replace them.

Disciplinary decisions & adjudicationFinal calls on warnings, suspension, termination, retrenchment classification — Manager & above.
Grievance handlingInitial fact-finding (FW/Staff) and final adjudication (Manager). Human conversations, human judgment.
Fronting MOM inspections & auditsThe Manager attends and represents the company in person.
Salary / bonus appeal decisionsAI compiles the case; the decision is human.
Final compensation approvalsApproving Letters of Consent, medical panels, and settlement adjudication under the DOA.
PDPA & AI-tool governanceApproving access levels, retention policy and which AI tools may be used — legal accountability.
Team leadership & mentorshipManaging, coaching and prioritising the HR team.
Interviews & exit interviewsFace-to-face assessment and conversation.
Relationship-buildingOverseas recruitment partners, agency relationships, candidate outreach, management partnering.
Engagement & welfare cultureAI can draft plans; the human element of culture stays human.
Physical dormitory operationsBed check-ins/outs, allocations on the ground.
Physical asset & logistics handlingPPE/tools/access cards issuance & recovery, ticketing & transport, IT/Admin coordination, event logistics.
Cross-training coverageStepping in to operate a colleague's function during absence.
Final clearance decisionsWorker repatriation clearance, leave-release holds where judgment is involved.
04 / THE BUILD

How the portal could be structured

An HR-only application: every staff member logs into a role-shaped dashboard surfacing their tasks and the AI tools that serve them. No general-employee access. A shared layer of AI services powers all five workspaces.

🔒 Access & data layer — the non-negotiables

  • HR-only authentication. Corporate SSO restricted to the HR security group. The portal is not visible to other employees — separate entirely from any future employee self-service.
  • Role-based access control (RBAC) mirroring the six roles. A Payroll Executive sees payroll & cost tools; an FW Executive sees worker-lifecycle tools; the Manager sees everything plus approvals. Access levels approved by the HR Manager under PDPA.
  • PDPA-by-design. Role-scoped data visibility, full audit logging of every AI action, automatic enforcement of the Employment Act retention clock, and breach-alert protocols.
  • Maker-checker & DOA routing built in. AI prepares, a named human reviews/approves, and every approval is logged against the Delegation of Authority matrix.
  • Human-in-the-loop by default. AI never finalises payroll, sends a statutory submission, or issues a letter without a human release step.

Shared AI services

Seven engines reused across all roles — this is where most of the 44 AI-led tasks live.

Compliance & Early-Warning Monitor cross-role

The single most valuable engine for a BCA A1 contractor — continuous watch over every regulatory clock, alerting before a breach.

  • DRC headroom, BCA quota, IPA pipeline vs quota, R1/R2 ratios
  • Work-permit / passport / medical-exam expiry; licence conditions & financial grading
  • OT statutory caps (Part IV), FCF 14-day advertising window, record-retention purge dates

Calculation & Reconciliation Engine Payroll · FW · Staff

Deterministic math with anomaly detection — payroll, levies, encashment, bond-break, AME/compensation, premium benchmarking, manpower-cost reports. Runs under maker-checker.

Document & Letter Generator cross-role

Drafts increment/bonus/bond/warning letters, JDs, memos, announcements, and MOM notification drafts from templates + HRIQ data. Always routed to a human for approval.

HR Knowledge Assistant cross-role

Retrieval-grounded Q&A over the Employment Act, EFMA, MOM circulars, BCA conditions, internal SOPs and the DOA matrix. Answers "can we…?" with a cited source — never freehand legal advice.

Report Builder Manager · all

One-click generation of the weekly HR Assurance Summary, manpower cost by cost centre, OT exception, AWOL, attrition and status-breakdown reports.

Workflow, Approvals & Case Tracking cross-role

Routes maker-checker and DOA approvals, tracks grievance/disciplinary cases through their defined flow, manages escalation chains, and keeps a complete audit trail.

Recruitment & Intake Assistant Staff · Assistant

Resume parsing, shortlisting, interview scheduling, agency-performance tracking, and triage/routing of incoming HR inquiries and walk-in applications.

Role workspaces

Each login lands on a dashboard composed from the shared services, filtered to that role's tasks.

HR Manager console

Approval queue, HR Assurance Summary, compliance risk board, comp-review workspace, team workload view, PDPA & AI-governance controls.

Payroll workspace

Payroll run + reconciliation, CPF/IR21/IR8A prep, levy & waiver processing, OT audit, cost-centre reporting, insurance records.

Foreign-Worker workspace

Live DRC/IPA board, permit lifecycle, dormitory forecast, worker status & AWOL tracking, home-leave management, claims compilation.

Staff workspace

Recruitment pipeline + FCF tracker, onboarding/exit workflows, org chart & directory, performance cycles, attrition analytics, staff claims.

Assistant workspace

Master trackers, document scanning/indexing, OT follow-up queue, account-creation tasks, expiry-alert dashboard, inquiry routing.