GEMS – Government Employee Management System (HRMS) Release 1 Workflows

1. GEMS – Government Employee Management System (HRMS)Release 1 Workflows 09 May 2009

2. Approver Approver Promotion Human Resource Specialist Transfer Job Change Request Reports to Human Resource Approval Authority Department Administrator Line Manager Employees Termination Retire Approver Address or Marital Status Change Release 1 WorkflowsList of Activities List of Manager Self Service and Self Service activities that can be performed by a Line Manager for the employees Line Manager is typically the supervisor to a group of employees who report to him/her and he/she will submit requests for these group of employees

3. ApproversList of Approvers in Departments

4. ApproversList of Approvers in Suruhanjaya Perkhidmatan Awam (SPA)

5. ApproversList of Approvers in Jabatan Perkhidmatan Awam (JPA)

6. 1st Approver Human Resource Specialist (JPA) Promotes employee Human Resource Approval Authority (SPA) Line Manager on behalf of employee reporting to him/her (Department A) 2nd Approver Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Promotion • For any promotion requests submitted by the Line Managers, there are be two levels of approvals. The first approver is HR Specialist - Employee Deployment Promotion in JPA. The second approval is the HR Approval Authority.

7. Approver Human Resource Approval Authority Transfers (JPA) Transfers common post employee Human Resource Approval Authority Transfers (SPA) Transfers non-common post employee Line Manager on behalf of employee reporting to him/her (Department A) Approver Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Transfer • For any transfer requests submitted by the Line Managers, there is only one level of approval, i.e. HR Approval Authority Transfers in JPA or SPA.

8. Approver Human Resource Specialist –Termination (JPA) Line Manager on behalf of employee reporting to him/her (Department A) Terminates employee Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Termination • Shortening of Contract • There is only one level of approval done by the HR Specialist - Termination in JPA. • End of Contract • There is only one level of approval done by the HR Specialist - Termination in JPA. • Death • There is only one level of approval done by the HR Specialist - Termination in JPA.

9. Approver Human Resource Specialist –Termination (JPA) Terminates employee < 55 yrs Human Resource Specialist –Termination (SPA) Line Manager on behalf of employee reporting to him/her (Department A) Terminates employee > 55 yrs Approver Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Termination • Resignation • If the employee is older than 55 years, the approval is done by the HR Specialist - Termination in SPA. • If the employee is younger than 55 years, the approval is done by the HR Specialist - Termination in JPA.

10. Human Resource Specialist –Termination Terminates employee if the resolution is dismissal of the employee (JPA) Discipline Officer Keys in discipline actions and resolutions online (JPA & SPA) Submits disciplinary case offline Line Manager on behalf of employee reporting to him/her (Department A) Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Termination • Dismissal • The department submits any disciplinary case to the discipline officer in JPA and he/she enters the disciplinary information into the system. Discipline officer in SPA will enter the resolution/outcome of the disciplinary case. If the resolution is to dismiss the employee, Human Resource Specialist – Termination will terminate the employee online.

11. Approver Human Resource Specialist –Termination (JPA) Terminates employee with ‘Baksis’ Department Administrator (Department A) Line Manager on behalf of employee reporting to him/her (Department A) Terminates employee without ‘Baksis’ Approver Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Termination • Daily Paid (Recurrent Budget) • If the request sent for a daily paid employee who is entitled ‘Baksis’ or gratuity, the approval is done by HR Specialist - Termination in JPA. • If the daily paid employee is not entitled a gratuity , the Department Administrator will approve the request.

12. Approver Human Resource Specialist – Retirement (JPA) Retires employee Line Manager on behalf of employee reporting to him/her (Department A) Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Retirement • For any promotion requests submitted by the Line Managers, there is only one level of approval done by HR Specialist – Retirement.

13. 1st Approver Approver Human Resource Approval Authority (SPA) Human Resource Specialist – Employee Deployment Promotion Rejection (JPA) Rejection of promotion by employee Human Resource Approval Authority (SPA) Line Manager on behalf of employee reporting to him/her (Department A) Rejection of promotion by department 2nd Approver Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Job Change Request • Rejection of Promotion • If the rejection is made by the employee, there is only one level of approval done by HR Approval Authority. • If the rejection is made by the department of the employee, there are two levels of approval. The first approver is HR Specialist - Employee Deployment Promotion Rejection and the second approver is HR Approval Authority.

14. Human Resource Specialist (JPA) Human Resource Approval Authority (SPA) 1st Approver 2nd Approver Rehiring, Change of Service, Probation Extension Line Manager on behalf of employee reporting to him/her (Department A) Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Job Change Request • Rehiring after Retirement • There are two levels of approval. The first approver is HR Specialist - Employee Deployment Rehiring and the second approver is HR Approval Authority. • Change of Service • There are two levels of approval. The first approver is HR Specialist - Employee Deployment Change of Service and the second approver is HR Approval Authority. • Probation Extension • There are two levels of approval. The first approver is HR Specialist - Employee Deployment Probation Extension and the second approver is HR Approval Authority.

15. 1st Approver Approver Human Resource Specialist – Employee Deployment Probation Confirmation (JPA) Human Resource Specialist – Employee Deployment Probation Confirmation (JPA) Probation Confirmation of employee in Division 5 Human Resource Approval Authority (SPA) Line Manager on behalf of employee reporting to him/her (Department A) Probation Confirmation of employee in Division 4 & above or BAS 2nd Approver Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Job Change Request • Probation Confirmation • For employees who are in Division 5, there is only one level of approval done by HR Specialist - Employee Deployment Probation Confirmation. • For employees who are in Division 4 and above or if the employees are in BAS, there are two levels of approval. The first approver is HR Specialist - Employee Deployment Probation Confirmation and the second approver is HR Approval Authority.

16. Extends employee’s contract Human Resource Approval Authority (SPA) Line Manager on behalf of employee reporting to him/her (Department A) Approver Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Job Change Request • Contract Extension • There is only one level of approval done by the HR Approval Authority.

17. 1st Approver Approver Human Resource Specialist – Employee Deployment Acting (JPA) Request employee’s acting for less than 180 days Human Resource Approval Authority (SPA) Department Administrator (Department A) Line Manager on behalf of employee reporting to him/her (Department A) Request employee’s acting for greater than 180 days 2nd Approver Manager Self Service TransactionsList of requests that can be made by Line Managers for their employees • Job Change Request • Acting • For acting requests that are less than 180 days, the Department Administrator in the same department of the employee will approve the request. • For acting requests that are greater than 180 days, there are two levels of approval. The first approver is HR Specialist - Employee Deployment Acting and the second approver is HR Approval Authority.

18. Approver Department Administrator (Department A) Self Service Address or Marital Status change Employee (Department A) Employee Self Service Transactions • Address Change • The Department Administrator in the same department as the employee will approve the address change request. • Marital Status Change • The Department Administrator in the same department as the employee will approve the marital status change request.