Change Network – Role Mapping for your Department

1. Change Network – Role Mapping for your Department Prepared By : Hjh Suziana Hj Ahmad

2. What is Role Mapping?

3. User What is Role Mapping? All Departments PSC All Government Officers have different roles in their respective department Roles are different from Job Positions – One job position may have multiple roles PSD IPA

4. Role Mapping 1.1 – Mapping Pages to Role GEMS Pages GEMS contains a lot of different pages where HR transactions will be carried out by Brunei Civil Service staff. Specific pages can only be accessed by specific roles. Example: Absence Report page can only be accessed by a Human Resource Specialist – Absence. Line Manager or Employee cannot get access to the Absence Report page. This is done to ensure security of the system is maintained.

5. Role Mapping 1.2 – Mapping Pages to Role HR Specialist - Absence Line Manager Employee

6. Siti Mapping Roles to People 1.1 Siti is an HR User in the Admin Section of MSD. 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

7. User A (Siti) User B Mapping Roles to People 1.2 Role: Human Resource Specialist - Absence Role: Employee Role: Line Manager

8. What is Role Mapping?

9. 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 for Release 2

10. Role Mapping Matrix Capture all the mapped roles using the Role Mapping Template provided

11. 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.

12. 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.

13. Ali Rosli Swee Lin Role Descriptions Walkthrough What am I doing now? What will I do in GEMS?

14. User Role Descriptions Walkthrough All Departments PSC PSD IPA

15. User Role Descriptions Walkthrough All Departments Benefits Clerk Line Manager – Benefits / (CR) HRS – Housing (Department) / (CR) Tambang Haji Approving Officer / (CR) Uniform Approving Officer (Department) / (CR) Uniform Processing Officer (Dept) / (CR) Human Resource Manager – Recruitment / (CR) Recruitment Interviewer / (CR) Line Manager – Recruitment / (CR) HRS Training Management Learning Manager / (CR) Learning Content Developer / (CR) Instructional Designer Instructor Department Learning Administrator / (CR) Ministry Learning Administrator / (CR) Learning Enrolment Administrator / (CR) Employee Line Manager Department Administrator / (CR) Department Administrator – Budget Section Administrator - Budget Ministry Administrator – Budget Department Administrator – Scheme of Service / (CR) Forum Moderator / (CR) Content Administrator / (CR) Survey Administrator / (CR) HRS – Room Administrator Human Resource Specialist – Absence / (CR) Human Resource Specialist – Employee Data Management / (CR) Awards Administrator – Ministry Benefits Administrator (Department) PSD PSC IPA

16. User Role Descriptions Walkthrough PSD Human Resource Specialist – Organization Management HRS Scheme of Service HRS Succession Planning Human Resource Analyst – Manpower Planning /(CR) Treasury Budget Administrator Forum Administrator / (CR) Human Resource Specialist – Compensation Management Compensation Administrator / (CR) ePerformance HR Administrator ePerformance Setup Testing Administrator / (CR) Human Resource Specialist – Recruitment / (CR) Human Resource Approving Authority / (CR) Group Build Administrator / (CR) Benefits Administrator (JPA) Housing Specialist Uniform Approving Officer (PSD) / (CR) Uniform Processing Officer / (CR) HR Specialist (Pension) EDP Learning Administrator / (CR) LDP Learning Administrator / (CR) Learning Administrator All Departments IPA PSC

17. User Role Descriptions Walkthrough PSC Testing Administrator / (CR) Security Vetting Departments / (CR) Human Resource Analyst – Recruitment Recruiter / (CR) Recruiting Approval Authority / (CR) Learning Approval Authority / (CR) All Departments IPA PSD

18. User Role Descriptions Walkthrough IPA IPA Learning Administrator IPA Program Approver / (CR) All Departments PSC PSD

19. User Role Descriptions Walkthrough All Departments Benefits Clerk Line Manager – Benefits / (CR) HRS – Housing (Department) / (CR) Tambang Haji Approving Officer / (CR) Uniform Approving Officer (Department) / (CR) Uniform Processing Officer (Dept) / (CR) Human Resource Manager – Recruitment / (CR) Recruitment Interviewer / (CR) Line Manager – Recruitment / (CR) HRS Training Management Learning Manager / (CR) Learning Content Developer / (CR) Instructional Designer Instructor Department Learning Administrator / (CR) Ministry Learning Administrator / (CR) Learning Enrolment Administrator / (CR) Employee Line Manager Department Administrator / (CR) Department Administrator – Budget Section Administrator - Budget Ministry Administrator – Budget Department Administrator – Scheme of Service / (CR) Forum Moderator / (CR) Content Administrator / (CR) Survey Administrator / (CR) HRS – Room Administrator Human Resource Specialist – Absence / (CR) Human Resource Specialist – Employee Data Management / (CR) Awards Administrator – Ministry Benefits Administrator (Department) PSD PSC IPA

20. 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.

21. 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.

22. 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.

23. 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

24. 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

25. 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

26. 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.

27. 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.

28. All Departments:Content Administrator / (CR) Description: The Content Administrator is responsible for administering the content of the GEMS Portal. • Responsibilities in GEMS: • Administer internally created and external content including external news, internal news, context manager and content management As-Is roles Not Applicable.

29. 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

30. 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: • Receive room booking request from employees. • Determine request priority on the same room. • Approve/cancel and notify room booking. • As-Is roles • Manages room booking within the department.

31. 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.

32. 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

33. 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

34. 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.

35. All Departments:Benefits Clerk Description: The Benefits Clerk is responsible for reviewing claim applications submitted by employees within the department in the system • Responsibilities in GEMS: • Review claim applications submitted by employees. • As-Is roles • Reviewing claim application forms submitted by employees.

36. 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

37. 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

38. All Departments:Tambang Haji Approving Officer / (CR) Description: The Tambang Haji Approving Officer is responsible for approving Tambang Haji Claim in the system. • Responsibilities in GEMS: • Approve Tambang Haji claims submitted by Benefits Administrators • As-Is roles • Approving Tambang Haji Claims

39. 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.

40. 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.

41. 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.

42. 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.

43. 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.

44. All Departments:HRS Training Management Description: The HRS Training Management is responsible for planning organizational development needs in the system. • Responsibilities in GEMS: • Plan organizational development needs. • Compare employee competency with the job competency requirements. • Identify employee competency gap and learning objectives. • Publish learning objectives to learner populations. • As-Is roles • Planning organizational development needs.

45. All Departments:Learning Manager / (CR) Description: The Learning Manager is responsible for identifying learning objective, manage learning content and create leaning budget for own department in the system. • Responsibilities in GEMS: • Identify learning objective for own learning within department. • Manage learning contents for own department. • Create learning budget for own department. • As-Is roles • Managing learning content and learning budget.

46. 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.

47. All Departments:Instructional Designer Description: The Instructional Designer is responsible for designing content to support new or existing curriculum or certification programs. This role does not have any task within GEMS. • Responsibilities in GEMS: • NA • As-Is Roles • Designing training content.

48. All Departments:Instructor Description: The Instructor is responsible for conducting the learning courses. This role doesn’t have any task in GEMS. • Responsibilities in GEMS: • Conduct learning courses • As-Is roles • Conducting learning courses.

49. 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.

50. 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.