GEMS – Government Employee Management System Pre-Deployment Workshop – Release 2C

1. GEMS – Government Employee Management SystemPre-Deployment Workshop – Release 2C April 2010

2. Agenda

3. Agenda

4. 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?

5. Agenda

6. 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

7. 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

8. 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))

9. 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

10. 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

11. 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

12. 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.

13. 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

14. Tea Break – 15 Minutes

15. Agenda

16. 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

17. R2C Pre-Deployment Engagement Activities: April 2010 20

18. R2CPre-Deployment Engagement Activities: May 2010 21

19. 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

20. 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

21. 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

22. 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)

23. 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

24. 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

25. Agenda

26. System Walkthrough • Demonstration of the GEMS system

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28. Agenda

29. 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

30. 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

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

32. 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

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

34. 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.

35. 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.

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

37. 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

38. Role Descriptions Walkthrough User MORA Tambang Haji Approving Officer / (CR) All Departments 41

39. 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

40. 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.

41. 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.

42. 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.

43. 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

44. 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

45. 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

46. 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.

47. 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.

48. Tea Break – 15 Minutes

49. Agenda

50. 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