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GEMS – Government Employee Management System Pre-Deployment Workshop – Release 2C. April 2010. Agenda. Agenda. Brief Introduction. Please stand up to provide a quick introduction about yourself for us to know everyone. Please answer the following questions: What’s your name?

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Gems government employee management system pre deployment workshop release 2c

GEMS – Government Employee Management SystemPre-Deployment Workshop – Release 2C

April 2010




Brief introduction
Brief Introduction

  • Please stand up to provide a quick introduction about yourself for us to know everyone. Please answer the following questions:

    • What’s your name?

    • Which Department are you from?

    • What is your official position?

    • How you feel about GEMS and what you would like to know today?



An Overview of GEMS:

Introduction

  • What is GEMS?

  • GEMS = Government Employee Management System

  • Flagship project for The Brunei Civil Service

  • An interactive, web-based Human Resource Management System allowing management of HR-related business processes online

  • A system to help modernize Brunei’s civil service HR function and operations

  • Vision

  • Towards excellent, interactive and integrated public service in line with 21st century civil service vision.

  • Mission

  • To support the optimal utilisation of human resource and effective HR management of the Public Service through

    • Providing  correct, timely, reliable and secure HR data

    • Providing easy, convenient and user friendly interfaces to access HR information

    • Providing effective sharing of HR data throughout ministries and departments


An Overview of GEMS:

Introduction

GEMS aims to improve…

  • Accessibility

    • Convenient, user-friendly interface

    • Comprehensive Reporting and Self-Service functions

  • Operational Efficiency

    • Reduce number of manual steps

    • Shorter time to complete a service request

  • Process Excellence

    • Align all HR processes to leading global practices

  • Consistency

    • Up-to-date HR information from one single location

  • Security

    • Secured and encrypted environments

    • Level of access = Your role in GEMS


Develop

Employee

Recruit

Release

Deploy

Reward

An Overview of GEMS:

Relationship to HR Processes

The Employee Lifecycle is the basis of HR processes and the foundation upon which GEMS is designed.

Employee Lifecycle

Supported by

Organization

(Organization Structure, Job Profiles, Data Management))


An Overview of GEMS HR Processes

GEMS helps to support the Employee Lifecycle by providing capabilities that help to increase efficiency and effectiveness of the 10 core HR processes.

  • Organization Management:

  • Manage organization structure and related components

  • Reporting on organization-related data

  • Employee and dept directory access

Organization Structure

  • Recruitment Management:

  • Apply for gov’t jobs online – public and gov’t employees

  • Manage hiring process using centralized applicant and employee data

Organization Management

Recruit

Employee Data Management:

Manage employee personal and job-related data

Submit nominations for Honours and Awards online

Update own data (e.g. address, marital status, etc.) via Self Service

Recruitment Management

Employee Data Management

  • Employee Deployment Management:

  • Update changes in employee movement, e.g. promotion, transfer

  • Submit requests for employee movement, e.g. nomination for promotion, salary change, via Manager Self Service

Deploy

Employee Deployment

  • Absence Management:

  • Manage employee leave information

  • Apply and approve leave via Self Service

Absence Management

  • Benefits Management:

  • Manage employee benefit information

  • Apply for and approve loans, allowances and claims via Self Service

Benefits Management

  • Employee Development Management:

  • Manage training curriculum and examinations

  • Search or browse course catalog for training courses

  • Apply and approve for training via Self Service

Develop

Employee Development Management

  • Performance Management:

  • Manage the performance process and monitor performance appraisal progress

  • Perform appraisals via Self Service

Performance Management

Reward

  • Compensation Management:

  • Manage salary framework for entire Civil Service

  • Process increments based on anniversary dates

  • View Payslip via Self-Service (TBD)

Compensation Management

  • Employee Termination & Retirement:

  • Daily Paid Termination, Early Retirement, etc.

Release

Employee Termination & Retirement


An Overview of GEMS:

Relationship to Brunei Civil Service & The Public

In turn, these GEMS capabilities allow users to perform different transactions based on their roles and system access, for example:

Employee

HR User

  • I can…

  • Keep my own data up to date

  • Apply for leave online

  • Submit applications for loans, claim and allowances

  • Apply for training

  • Complete my performance appraisal

  • I can…

  • Manage organizational info

  • Manage hiring

  • Manage employee data

  • Approve data updates

  • Endorse transactions such as job change requests and benefit applications

  • I can…

  • Keep my own data up to date

  • View staff data

  • Submit job change requests, e.g. for promotion of staff

  • Approve and/or endorse leave, training, benefits application from staff

  • I can…

  • Apply for gov’t jobs online

  • Check the status of my application online

  • Receive SMS notifications for interviews and exams

Public User

Manager


GEMS’ Current Status & Activities:

Overall Timeline

The GEMS implementation:

Began in July 2008

Went Live with R1 in April 2009

R1Go-Live

Is in the midst of Deployment of R2A

Targets to Go-Live for R2A on 28 January 2010

R2AGo-Live

Is setting Pre-Deployment activities in motion for R2B

Targets to Go-Live for R2B at end-April 2010

R2BGo-Live

Is planning for Release 2C

R2CGo-Live

Is looking into timeline for Releases 2D and 2E


Purpose of workshop site visit
Purpose of Workshop/Site Visit

  • To provide a foundation to gather key information about your departments with respect to the upcoming deployment of GEMS to your department.

  • To identify the Change Network members from your department.

  • To identify the Trainers Network members from your department.

  • To distribute surveys to gather information that will be used for our Fit Gap analysis and input to our planning for GEMS deployment in your department.


Purpose of workshop site visit1
Purpose of Workshop/Site Visit

  • To discuss with the respective departments on their admin processes and see if any issues arise.

  • To provide a walkthrough on two critical activities for deployment:

    • Role Mapping

    • Reporting-To




GEMS’ Current Status & Activities:

Release 2B & 2C Pre-Deployment Activities

In preparation for the deployment of GEMS to other ministries / departments, pre-deployment activities have been kick-started to enable sufficient time to gather information for subsequent Releases

R2AGo-Live

R2BGo-Live

Proposed Pre-Deployment Period for R2C

R2CGo-Live



R2CPre-Deployment Engagement Activities:

May 2010

21


GEMS Release 2B

Pre-Deployment Activities

Bringing GEMS to you begins with pre-deployment activities. These activities allow readiness assessment of the key areas that will likely be affected by the subsequent deployment.

22


GEMS Release 2C:

Enabling Your Ministry/Department

Pre-deployment activities involve gathering information regarding the key areas to provide input for deployment activities.

Pre-Deployment Area

Type of Activity

People

  • Build your Change Network

  • Provide input on Staff Readiness

Applications

  • Identify areas or processes that are not addressed in GEMS

  • Identifying what changes or updates to application are necessary for deployment

Data

  • Identify data types, volume and sources

  • Estimate effort required for data cleansing

  • Identify areas that may create dependency on time and/or volume

Technical

  • Identify areas that are lacking any form of technical infrastructure


GEMS Release 2C:

Enabling Your Ministry/Department

Outcomes from pre-deployment will trigger the deployment of GEMS to Ministries and Departments, which will involve:

Pre-Dep

Deployment

Type of Activity

People

  • Identifying GEMS users

  • Mapping users to system roles in GEMS

  • Conducting Just-In-Time training to the relevant users

  • Disseminating information regarding GEMS to users

Applications

  • Preparing the GEMS application for access and usage by new users

  • Implementing necessary changes or updates to application

Data

  • Conversion of employee and organizational data from data sources into GEMS

Technical

  • Preparing Ministry/Department and user infrastructure to operate GEMS efficiently and effectively


What are we interested to know from you
What are we interested to know from you?

We would like more information on the following:

  • Business Process Owners by Process

    • Users in the Ministry/Dept responsible for overseeing the execution of sub-processes within the ten core HR processes

  • As-Is Business Process

    • The current processes of the Ministry/Dept based on the 10 main modules as described

  • Existing Data Management / HR Systems

    • Any systems that are utilized by the Ministry/Dept that manage employee data, be it an entire HRMS or Excel/Access

    • Corresponding data owners

    • Volume of information

    • State of information (outdated, requires cleansing, etc)


What are we interested to know from you1
What are we interested to know from you?

  • Change Management

    • Size of department : Number of branches/Sites/total staff

    • Size of personnel/admin sections: For each admin site

    • Key change network personnel


Gems technical requirements
GEMS Technical Requirements

  • The GEMS Technical Team would like to know whether your department is:

    • Network Infrastructure (LAN Cabling)

    • EG Bandwidth Connectivity & connection to EGNC

    • Following EGNC IP Scheme

    • Hardware e.g. PC (Desktop)

27



System walkthrough
System Walkthrough

  • Demonstration of the GEMS system




What is role mapping

User

What is Role Mapping?

All Government Officers have different roles in their respective department

Roles are different from Job Positions – One job position may have multiple roles

All Departments


Mapping roles to people 1 1

Siti

Mapping Roles to People 1.1

Siti is an HR User in the Admin Section. She looks after staff leave and absence information in her daily work. She also supervises 3 Clerks in the department.

The following roles are therefore mapped to her job position

Human Resource Specialist - Absence

Employee (Defaulted)

Line Manager


Mapping roles to people 1 2

User A (Siti)

User B

Mapping Roles to People 1.2

Role: Human Resource Specialist - Absence

Role: Employee

Role: Line Manager


Executing role mapping

Ali

Rosli

Swee Lin

Human Resource Specialist - Absence

Employee

Line Manager

Employee

Line Manager

System Administrator

Employee

Executing Role Mapping

You need to map the roles of all the staff in your department according to the identified roles in GEMS


Role mapping matrix
Role Mapping Matrix

Capture all the mapped roles using the Role Mapping Template provided


How to conduct role mapping
How to Conduct Role Mapping

  • Talk to your Admin Unit/Section – determine who does what in your Department.

  • Talk to your colleagues and Managers who may know what their roles are.


How to conduct role mapping1
How to Conduct Role Mapping

  • Complete a first draft of the Role Mapping document and then have your Admin Unit or Section Manager verify your mapping.

  • Your Change Champion should also be notified of the final mapping so they can verify the mapping of roles to specific staff is correct and acceptable.

  • If a staff has at least one responsibility on a role, he/she should be mapped to that role.


What am i doing now what will i do in gems

Ali

Rosli

Swee Lin

What am I doing now? What will I do in GEMS?

Role Descriptions Walkthrough


Role descriptions walkthrough

User

Role Descriptions Walkthrough

All Departments

Loan Benefits Administrator

Loan Benefits Clerk

Compensation Claim Administrator

Compensation Clerk

Line Manager – Benefits / (CR)

HRS – Housing (Department) / (CR)

Uniform Approving Officer (Department) / (CR)

Uniform Processing Officer (Dept) / (CR)

Human Resource Manager – Recruitment / (CR)

Recruitment Interviewer / (CR)

Line Manager – Recruitment / (CR)

Learning Content Developer / (CR)

Department Learning Administrator / (CR)

Ministry Learning Administrator / (CR)

Learning Enrolment Administrator / (CR)

Notification Only – Department Head

Employee

Line Manager

Department Administrator / (CR)

Department Administrator – Budget

Section Administrator - Budget

Ministry Administrator – Budget

Department Administrator – Scheme of Service / (CR)

Forum Moderator / (CR)

Survey Administrator / (CR)

HRS – Room Administrator

Human Resource Specialist – Absence / (CR)

Human Resource Specialist – Time and Attendance

Human Resource Specialist – Employee Data Management / (CR)

Awards Administrator – Ministry

Benefits Administrator (Department)

Benefits Clerk

MORA


Role descriptions walkthrough1
Role Descriptions Walkthrough

User

MORA

Tambang Haji Approving Officer / (CR)

All Departments

41


Role descriptions walkthrough2
Role Descriptions Walkthrough

User

All Departments

Loan Benefits Administrator

Loan Benefits Clerk

Compensation Claim Administrator

Compensation Clerk

Line Manager – Benefits / (CR)

HRS – Housing (Department) / (CR)

Uniform Approving Officer (Department) / (CR)

Uniform Processing Officer (Dept) / (CR)

Human Resource Manager – Recruitment / (CR)

Recruitment Interviewer / (CR)

Line Manager – Recruitment / (CR)

Learning Content Developer / (CR)

Department Learning Administrator / (CR)

Ministry Learning Administrator / (CR)

Learning Enrolment Administrator / (CR)

Notification Only – Department Head

Employee

Line Manager

Department Administrator / (CR)

Department Administrator – Budget

Section Administrator - Budget

Ministry Administrator – Budget

Department Administrator – Scheme of Service / (CR)

Forum Moderator / (CR)

Survey Administrator / (CR)

HRS – Room Administrator

Human Resource Specialist – Absence / (CR)

Human Resource Specialist – Time and Attendance

Human Resource Specialist – Employee Data Management / (CR)

Awards Administrator – Ministry

Benefits Administrator (Department)

Benefits Clerk

MORA

42


All departments employee
All Departments:Employee

Description:

Employee refers to the civil servants of the Government of Brunei. The Employee's participation in the HR system is through the employee lifecycle events that s/he will perform throughout his/her career in the Civil Service. Employees may be involved in HR processes via movement or by utilizing Self Service capabilities to manage their own data.

  • Responsibilities in GEMS:

  • Applicants

  • involved in the Performance Appraisal process

  • leave, claims, loans, allowances applicants

  • training participants

  • contributors to forums, surveys

  • As-Is roles

  • All civil servant of the Government of Brunei.


All departments line manager
All Departments:Line Manager

Description:

A person in this role is typically the supervisor to a group of employees who report to him/her or require approval for certain transactions from the Line Manager.

  • Responsibilities in GEMS:

  • Recommends employee for movement, e.g. promotion, transfer, termination

  • Informs Payroll when there is a Salary change/cut for an employee

  • Approve and request certain transactions including attendance and time tracking, leave requests, training requests, resource requests (e.g. request for additional resources), honours recommendations, evaluate and submit performance appraisals

  • As-Is roles

  • Supervising one or more staff in their day to day duties, looking after and submit requests to HR Specialist in PSD for their transfer, promotion, and termination requests.

  • Looking over their attendance, time tracking and performance appraisal.

  • Approving and requesting for their leave, training, resource and honours recommendations.


All departments department administrator cr
All Departments:Department Administrator / (CR)

Description:

The Department Administrator is responsible for maintaining the department's employees information and dependent information in the system such as processing and approving certain transactions made by employees in the same department. These transactions include address change, marital status change and termination of daily paid staffs.

  • Responsibilities in GEMS:

  • Add/Update employee and dependents information

  • View employee and dependents information

  • Change in employee’s address

  • Change in employee’s marital status

  • Termination of daily paid staffs

  • Processing and approving any acting requests for duration greater than 11 days and less than 180 days made by the departments

  • As-Is roles

  • Administering employee information.

  • Managing approval processing for termination related to Daily Paid (RB) staff in the department.


All departments department administrator budget
All Departments:Department Administrator – Budget

Description:

The Department Administrator – Budget is responsible for maintaining the department's headcount budget in the system.

  • Responsibilities in GEMS:

  • Review and key in the department’s headcount budget and review Section’s headcount budget.

  • Apply warrant request for Department and review warrant request from Section.

  • Submit headcount budget to Ministry for approval and subsequently Ministry will submit to Treasury Budget Admin for final approval.

  • Submit budget warrant request to Treasury Budget Admin for approval.

  • As-Is roles

  • Administering department’s/section’s headcount budget


All departments section administrator budget
All Departments:Section Administrator – Budget

Description:

The Section Administrator – Budget is responsible for maintaining the Section's headcount budget in the system.

  • Responsibilities in GEMS:

  • Key in headcount budget for Section.

  • Apply for warrant request for Section.

  • As-Is roles

  • Administering section’s headcount budget


All departments ministry administrator budget
All Departments:Ministry Administrator – Budget

Description:

The Ministry Administrator – Budget is responsible for reviewing and approving the Ministry's headcount budget request in the system.

  • Responsibilities in GEMS:

  • Review and approve headcount budget from Department and sections.

  • As-Is roles

  • Administering ministry’s headcount budget


All departments department administrator scheme of service cr
All Departments:Department Administrator – Scheme of Service / (CR)

Description:

The Department Administrator – Scheme of Service is responsible for maintaining the department's Scheme of Service in the system.

  • Responsibilities in GEMS:

  • Key in newly proposed Scheme of Service and submit it to Human Resource Specialist for Scheme of Service in PSD.

  • Update and resubmit Scheme of Service if rejected by PSD.

  • As-Is roles

  • Administer Scheme of Service in department.


All departments forum moderator cr
All Departments:Forum Moderator / (CR)

Description:

The Forum Moderator is responsible for looking over discussion forums in the Portal.

  • Responsibilities in GEMS:

  • View discussion forums

  • Add/update or delete any topic in discussion forums

  • Add/update or delete any replies in discussion forums

As-Is roles

Not Applicable.




All departments survey administrator cr
All Departments:Survey Administrator / (CR)

Description:

The Survey Administrator is responsible for maintaining the department's survey in the GEMS Portal.

  • Responsibilities in GEMS:

  • Create and setup survey and response type.

  • Create Distribution list for survey and distribute survey to the distribution list.

  • View survey summary.

  • As-Is roles

  • Administer survey for department


All departments hrs room administrator
All Departments:HRS – Room Administrator

Description:

The HRS – Room Administrator is responsible for managing the department's meeting rooms in the system.

  • Responsibilities in GEMS:

  • Create/update room information and its details.

  • Determine request priority on the same room.

  • Approve/cancel and notify room booking.

  • Receive room booking request from employees.

  • As-Is roles

  • Manages room booking within the department.


All departments human resource specialist absence cr
All Departments:Human Resource Specialist – Absence / (CR)

Description:

The Human Resource Specialist – Absence is responsible for defining absence tracking and assign absence schedules, assigning schedules to employees, recording absence, leave accruals and leave entitlements, analyzing absence information and managing the attendance and time tracking for department in the system.

  • Responsibilities in GEMS:

  • Define absence tracking such as absence classes, working days and holidays schedule.

  • Assign schedules to employees in the system.

  • Calculate leave accruals and update leave information.

  • Record time on behalf of employees.

  • Generate Absence Reports

  • As-Is roles

  • Administering and tracking employee’s leave and absence information.


All departments human resource specialist time and attendance
All Departments:Human Resource Specialist – Time and Attendance

Description:

The Human Resource Specialist – Time and Attendance is responsible for managing the attendance and time tracking for department in the system.

  • Responsibilities in GEMS:

  • Assign workday and holidays to employees.

  • Record time on behalf of the employees.

As-Is roles

Not Applicable

56


All departments human resource specialist employee data management cr
All Departments:Human Resource Specialist – Employee Data Management / (CR)

Description:

The Human Resource Specialist – Employee Data Management is responsible for maintaining employee information from hiring to retiring/termination/transfer from the department in the system.

  • Responsibilities in GEMS:

  • Add/update/maintain employee data and job information

  • Create dependent information

  • Display/search and print post data from the staff directory

  • As-Is roles

  • Managing the personal folder of staff in own department

  • Managing and updating staff information for own departments


All departments awards administrator ministry
All Departments:Awards Administrator – Ministry

Description:

The Awards Administrator – Ministry is responsible for approving recommendation for award/honours in the system.

  • Responsibilities in GEMS:

  • Approve award recommendation from Line Managers.

  • As-Is roles

  • Approving award recommendation from departments


All departments benefits administrator department
All Departments:Benefits Administrator (Department)

Description:

The Benefits Administrator (Department) is responsible for endorsing claims applications in the system.

  • Responsibilities in GEMS:

  • Endorse claims once the Benefits Clerk reviewed the claims submitted by employees.

  • As-Is roles

  • Approving claims submitted by clerks.


All departments benefits clerk
All Departments:Benefits Clerk

Description:

The Benefits Clerk is responsible for review and verifying claim applications submitted by employees within the department in the system

  • Responsibilities in GEMS:

  • Review claim applications submitted by employees.

  • Verify claim after and submit to the Final Approver (Benefits Administrator – dept)

  • As-Is roles

  • Reviewing claim application forms submitted by employees.


All departments loan benefits administrator
All Departments:Loan Benefits Administrator

Description:

The Loan Benefits Administrator is the final endorser for employee loan request, namely Conveyance Loan and Housing Loan.

  • Responsibilities in GEMS:

  • Endorse any loan request such as Conveyance and Housing Loan within the applications in the system.

  • In the loan request, once the Loan Benefits Clerk within the department verified and reviewed the loan request submitted by employees then the Loan Benefits Administrator will complete the approval process.

  • As-Is roles

  • Approving loan request submitted by Loan Benefits Clerk.

61


All departments loan benefits clerk
All Departments:Loan Benefits Clerk

Description:

The Loan Benefits Clerk is responsible for review and verifying loan applications submitted by employees within the department in the system

  • Responsibilities in GEMS:

  • Review loan applications submitted by employees

  • Verify loan application and submit to the Final Approver (Loan Benefits Administrator)

  • As-Is roles

  • Reviewing loan application submitted by employees.

62


All departments compensation claim administrator department
All Departments:Compensation Claim Administrator (Department)

Description:

The Compensation Claim Administrator (Department) is responsible for endorsing claims applications in the system.

  • Responsibilities in GEMS:

  • Endorse any compensation claim such as the Telephone, Water and Electricity claim within the applications in the system.

  • In the compensation claim, once Compensation Clerk within the department verified the claim and reviewed the claims submitted by employees then Compensation Claim Administrator will complete the approval process.

  • As-Is roles

  • Approving claims submitted by Compensation clerk.


All departments compensation clerk department
All Departments:Compensation Clerk (Department)

Description:

The Compensation Clerk is responsible for review and verifying all the utilities claim (Telephone, Water and Electricity) applications submitted by employees within the department in the system

  • Responsibilities in GEMS:

  • Review Utilities claim applications submitted by employees.

  • Verify Utilities claim and submit claim to the Final Approver (Compensation Claim Administrator – dept).

  • As-Is roles

  • Reviewing claim application forms submitted by employees.


All departments line manager benefits cr
All Departments:Line Manager – Benefits / (CR)

Description:

The Line Manager – Benefits is responsible for recommending the claims submitted by employees in the system.

  • Responsibilities in GEMS:

  • Recommend or reject claims such as utilities claims, running mileage claims and uniform claims submitted by employees.

  • As-Is roles

  • Review claim application forms submitted by employees


All departments hrs housing department cr
All Departments:HRS – Housing (Department) / (CR)

Description:

The HRS – Housing (Department) is responsible for maintaining the housing claim configuration and claims for own department in the system.

  • Responsibilities in GEMS:

  • Look over housing claim configuration for own department.

  • Review and endorse housing claims from own department’s employees.

  • As-Is roles

  • Review housing claim application forms submitted by employees


All departments uniform approving officer department cr
All Departments:Uniform Approving Officer (Department) / (CR)

Description:

The Uniform Approving Officer (Department) is responsible for approving the uniform claims from own department in the system.

  • Responsibilities in GEMS:

  • Approve uniform claims within own department.

  • As-Is roles

  • Approve uniform claims.


All departments uniform processing officer dept cr
All Departments:Uniform Processing Officer (Dept) / (CR)

Description:

The Uniform Processing Officer (Dept) is responsible for tracking own department's employees’ uniform claims in the system.

  • Responsibilities in GEMS:

  • Key in uniform claim transactions which has been completed for employee’s claim from own department.

  • As-Is roles

  • Tracking uniform claims within department.


All departments human resource manager recruitment cr
All Departments:Human Resource Manager – Recruitment / (CR)

Description:

The Human Resource Manager – Recruitment is responsible for planning for recruitment, access and analyze the current workforce competency of manpower in any department in the system.

  • Responsibilities in GEMS:

  • Generate manpower detail report.

  • Identify job vacancies distribution through the generated report.

  • As-Is roles

  • Planning for recruiting.

  • Analyze workforce competency and vacancy.


All departments line manager recruitment cr
All Departments:Line Manager – Recruitment / (CR)

Description:

The Line Manager – Recruitment is responsible for creating job requisition managing job opening for the department in the system.

  • Responsibilities in GEMS:

  • View / update current job opening within own department and create job requisition if needed.

  • As-Is roles

  • Submit new job opening to recruitment section in PSC.


All departments recruitment interviewer cr
All Departments:Recruitment Interviewer / (CR)

Description:

The Recruitment Interviewer is responsible for confirming availability for interview scheduled evaluating interview in the system.

  • Responsibilities in GEMS:

  • Receive notification and confirm interview schedule.

  • Evaluate interview.

  • As-Is roles

  • Performing interview.


All departments learning content developer cr
All Departments:Learning Content Developer / (CR)

Description:

The Learning Content Developer is responsible for managing the department's learning content in the system after developing the content using Captivate or other content development tools.

  • Responsibilities in GEMS:

  • Creates new or modify existing learning content Captivate

  • Catalogue learning content for search capabilities.

  • Group learning content.

  • Publish learning content.

  • Notify Learning Administrators on the new learning content.

  • As-Is Roles

  • Managing Learning Content.


All departments department learning administrator cr
All Departments:Department Learning Administrator / (CR)

Description:

The Department Learning Administrator is responsible for maintaining the department's learning enrolment in the system.

  • Responsibilities in GEMS:

  • Administer learning enrolment on IPA training and In-Service Training for own department.

  • Recommend/Endorse training request from line manager and forwarding it to HOD offline.

  • Forward endorsed training to Ministry level for approval.

  • As-Is roles

  • Administering training enrolment for department.


All departments ministry learning administrator cr
All Departments:Ministry Learning Administrator / (CR)

Description:

The Ministry Learning Administrator is responsible for approving the short term (training courses) learning enrolment and administer Executive and Middle Management Development Program (EDP) enrolment in the system.

  • Responsibilities in GEMS:

  • Approve short term training courses enrolment.

  • Administer EDP enrolment before submitting it to PSD’s EDP Learning Administrator for approval.

  • As-Is roles

  • Approving short term training enrolment.

  • Administer EDP learning enrolment.


All departments learning enrolment administrator cr
All Departments:Learning Enrolment Administrator / (CR)

Description:

The Learning Enrolment Administrator is responsible for managing learner enrolment status and track learning completion for the department's employees in the system.

  • Responsibilities in GEMS:

  • Manage learner enrolment and registration.

  • Track learning completion and record attendance and grades for each learner.

  • Capture learners feedback.

  • Update competency information to HR.

  • Generate training report.

  • As-Is roles

  • Managing enrolment for learning.


All departments notification only department head
All Departments:Notification Only – Department Head

Description:

This role will allow the system to identify the Department Head. The purpose of this role is for the system to send out a notification once a new employee has been hired through recruitment.

76



Role mapping template

Change Management Team

Role Mapping Template

Submit your Role Mapping document to the Change Management Team during the Change Management Meeting.

You will report directly to the Change Management Team for this very critical important activity


Task fill up role mapping template
TASK: Fill Up Role Mapping Template

  • We will need you to do the following Role-Mapping activity:

    • To complete the Role-Mapping for the Admin Section. (HR USER)

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Pre deployment survey
Pre-Deployment Survey

  • Survey Walkthrough

  • What you need to do:

    • Complete the questionnaires and hand them back to the GEMS Pre Deployment team.

      Completing the survey is important – it provides critical information for the team to prepare the system for your department when we go live in July 2010.




Change network setup

End User

Change Network Champion and Agents

PMO CM Team

Change Network Setup

  • Change Network

    • Team Structure

A Change Network is a structure of sponsors, executives and a change network team that build sponsorship and ownership of GEMS within the ministries.

Objective of the Change Network:

To achieve greater reach of the Change Message through a group of dedicated change champions for the project

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Change network setup1
Change Network Setup

  • The purpose of Change Management is to help people in your department to:

  • be AWARE about GEMS

  • be ALIGNED to the new work processes of GEMS

  • be ENABLED through GEMS

AWARE

ENABLE

ALIGN

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Change network setup2

Training Venue

GEMS Training

GEMS

Change Network Setup

Posters

Training Schedule

Change Management Team

  • Pamphlets

  • Newsletters

  • Etc.

Change Champions and Agents

Training Coordinator

Announcing GEMS Events

Train users in your department

Functional Assistance to users

Performing Change Activities

Trainer

Trainer

GEMS User

Agent

GEMS User

Agent

GEMS User

GEMS User

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Change network setup3

Announcing GEMS Events

Performing Change Activities

YOU

YOU

Change Network Setup

  • How you can help the Change Management

    • distribute change materials such as pamphlets and newsletters

    • arrange venues for mass briefings and road shows

    • make announcements of upcoming GEMS events

    • perform crucial change activities such as Role Mapping

Posters

  • Pamphlets

  • Newsletters

  • Etc.

YOU

CM Team


Change network setup4
Change Network Setup

  • Building AWARENESS in your department

  • You will be provided with supporting materials to help you build and maintain

  • awareness about GEMS in your department such as:

    • GEMS Posters

    • GEMS Awareness Pamphlets

    • GEMS Connect (Monthly Newsletters)

Posters

  • Pamphlets

  • Newsletters

  • Etc.

AWARENESS

CM Team

YOU


Change network setup5

YOU

Change Network Setup

  • Performing Change Activities

  • The Change Management Team will need your help to perform some change activities.

  • Examples:

    • Role Mapping

    • Confirming the time, venue and facilities of

      • Administrators’ Mass Briefing Event

      • Self-Service Road Show Event

ALIGN


Change network setup6
Change Network Setup

  • Announcing GEMS Events

  • The Change Management team will let you know when you can

  • announce it to the people in your department.

YOU

ENAB LE


Change network setup7
Change Network Setup

Change Network - Roles and Responsibilities



Trainers network setup1

Training Venue

GEMS Training

GEMS

Trainers Network Setup

Posters

Training Schedule

Change Management Team

  • Pamphlets

  • Newsletters

  • Etc.

Change Champions and Agents

Training Coordinator

Announcing GEMS Events

Train users in your department

Functional Assistance to users

Performing Change Activities

Trainer

Trainer

GEMS User

Agent

GEMS User

Agent

GEMS User

GEMS User


Trainers network setup2

GEMS

Trainers Network Setup

What the TTTrainers will do for your department

Before ‘Go-Live’

After ‘Go-Live’

Provide help and support if users have questions when using GEMS.

TRAINERS

NETWORK

Trainers

GEMS Users

Train users on how to navigate around GEMS and use its functionalities.

Trainers

GEMS Users

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Trainers network setup3
Trainers Network Setup

Trainers Network - Roles and Responsibilities

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Reporting to introduction
Reporting-To Introduction

  • Reports-To is defined as a staff A who is directly under the supervision of a Manager B.

  • Hence the staff A is ‘Reporting-To’ the Manager B.

Manager B

Reporting - To

Staff A

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Reporting to structure

Director

Deputy Director

Section Head

Officer A

Dept Head A

Dept Head B

Dept Head C

Unit Head C

Officer B

Reporting To Structure

  • Deputy Director Reports To Director

  • Dept Head A, B and C Reports To Deputy Director

  • Section Head Officer A, Officer B, and Unit Head C Reports to Department Head C

  • Staff A and B reports to Section Head Officer A

Staff A

Staff D

Staff C

Staff B

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Reporting to introduction1
Reporting-To Introduction

  • Direct reports information is used throughout GEMS, especially in the manager self-service applications.

  • Typically, direct reports information is used in a way that involves navigating an organizational hierarchy. For example, a manager uses Direct Reports to promote or give a raise to a Civil Service staff.

  • It is used to determine the supervisor of the particular employee in HR administrative areas such as claims and benefits, training approvals, promotion/acting/transfers/salary change.

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Reporting to what do you need to do
Reporting-To: What do you need to do?

  • Complete the Reporting-To template for your department:

    • A guideline for identifying an employee’s Reporting-To is to identify who evaluates their Performance Appraisal / PenilaianPrestasi.

    • Fill in the Reporting-To template for your department as provided within the 1 month time frame.

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Reporting to template what is it
Reporting-To Template: What is it?

  • Reporting-To template is a template that lists down all the employees in your department based on the listing from SIMPA together with their department ID, Job Code, Job Title, and Salary Scale.

  • It is used to determine the supervisor of the particular employee.

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Reporting to template1
Reporting-To Template

  • For each employee, double check the Job Code and Salary Scale columns and make sure they are accurate.

    • Refer to file SIMPA_GEMS_JOBCODE.xls for the full list of Job Codes. The Salary Scale can be selected from a dropdown on the cell itself.

  • For each employee, complete the * SECTION CODEcolumn under the EMPLOYEE INFORMATIONsection.

    • Refer to file SIMPA_GEMS_SECTION_NAME.xls for the full list of Section Codes.

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Reporting to template2
Reporting-To Template

  • For each employee, identify who their direct supervisor/manager is from the list and copy the supervisor/manager information from the purple EMPLOYEE INFORMATIONsection to the green REPORTING TO POSITIONsection. For example, if employee IC No 00000001 reports to employee IC No 00000002, you should copy the information of employee 00000002 from the purple section and paste it next to employee 00000001 in the green section.

    • If you cannot find the supervisor/manager in the list, please manually input their details in the cells using codes provided in the reference files.

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Reporting to template3
Reporting-To Template

  • The Remarks column is for specifying the reason for why:

    • The staff doesn’t report-to anyone.

    • The staff is added to the list.

    • The staff is deleted from the list.

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Reporting to template tips
Reporting-To TemplateTips

  • If your ministry have very large departments with multiple subsections or units, please follow these tips to complete the Reporting To:

    • Focus on doing smaller groups, building up from Units up to Sections then to Departments.

    • It may be necessary to engage someone from the Units and Sections who understands who reports to who in their units and sections.

    • Identify key people that people report to in your ministry – these people will generally be Directors and/or Heads of Departments/Units or Sections.

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Questions answers
Questions & Answers

Questions & Answers

Link to the survey, questionnaire and presentation slides: www.jpa.gov.bn/GEMS

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Questions answers1
Questions & Answers

Thank You

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