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

1. GEMS – Government Employee Management SystemPre-Deployment Workshop – Release 2B 16 January 2010

2. Agenda

3. Agenda

4. Brief Introduction • Please stand up to provide a quick introduction to yourself for us to know everyone. Please state your: • Name. • Department/Ministry you are from. • Official Position. • How you feel about GEMS and what you would like to know today.

5. Purpose of Workshop • To provide a foundation to gather key information about your departments with respect to the upcoming deployment of GEMS to your department and Ministries. • To provide a walkthrough of GEMS and its key processes relevant to each department to receive feedback on any potential gaps. • 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 departments and ministries.

6. 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. 6

7. Pre-Deployment Process

8. Agenda

9. Information Required What type of information is needed? • 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data, be it an entire HRMS or Excel/Access • Corresponding data owners • Volume of information • State of information (outdated, requires cleansing, etc)

10. Information Required • Change Management • Size of department • Size of personnel/admin sections • Organisational structure (Reporting lines, official positions, sections and departments) • Key change network personnel

11. Trainers Network Setup

12. End User Change Network Champion and Agents PMO CM Team Change Network Set Up • 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

13. Agenda

14. 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 fo 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: • Update changes in employee movement in terms of retirement, resignation or dismissal Release Employee Termination & Retirement

15. Fit Gap Analysis Objectives What is the objective of the Fit Gap analysis? • To analyse your current processes against the GEMS processes • To identify any differences or “process gaps” based on the analysis • To determine how to address the gaps identified

16. Pre-Deployment Survey • Survey Walkthrough • What you need to do: • To complete the survey and return by 25th January 2010. • Site visits from the team to clarify and follow up on the questionnaires. Completing the survey is important – it provides critical information for the team to prepare the system for your department when we go live in April 2010.

17. Agenda

18. Site Visit Plans Pre-Deployment Workshop We are here! Questionnaire – Survey Response from Departments/Ministries Survey Return Date Site Visits 1-4

19. Site Visit Plans Site Visits 21-24 Site Visits 5-8 Site Visits 13-16 Site Visits 17-20 Site Visits 9-12 Additional Site Visits or additional engagement activities

20. GEMS & You: High-Level Timeline As Release 2A deployment begins, we strongly recommend to begin pre-deployment activities for Release 2B as soon as possible. Design & Build Design & Build Design & Build Conf Cleanup Test Test Test Deploy Deploy Deploy Cutover Design, Build & Test Design, Build & Test Design, Build & Test  MC4 MC1 MC1 MC1 MC2 MC2 Dep Dep Deploy TP, RM TP, RM TP, RM Training Conduct Training Conduct Training Conduct RS RS RS Communications Communications Communications Perf Test Perf Test Perf Test Per f Test Conn. Test Conn. Test Conn. Test Prod Config Prod Config Production Config Stakeholder Briefing Site Visit Site Visit Site Visit Site Visit KX KX Fit-Gap  Fit-Gap Analysis Fit-Gap Analysis Fit-Gap Analysis KX Key R2AGo-Live 28 Jan 2010 R2BGo-Live End-Apr 2010 R2BGo-Live End-Jul 2010 MC Mock Conversion TP, RM Training Prep, Role Mapping Knowledge Transfer for Pre-Deployment KX 20 Roadshow RS

21. Site Visit Plans

22. Agenda

23. Tea Break – 15 Minutes

24. Agenda

25. Basic GEMS Function Walkthrough Basic GEMS Functionality Walkthrough

26. Questions?

27. Process Demonstrations – How will it run? • We demo the HR processes by Modules. • After each demo, take 3-5 minutes to complete the process survey. • Indicate whether it is different from the process in your department. • If different, please describe the differences. • If you have any queries, please let us know.

28. Processes to be Demo-ed

29. Employee Data ManagementUpdate Employee Information/ Self Information Employees can manage and update their own personal information like home/mailing address, phone number, marital status, and dependents information Tasks: Please refer to Process Survey Page 3 and highlight if the process is different from your department’s processes

30. Employee Data ManagementUpdate Employee Information/ Self Information This is the process of an employee updating their own information through self-service: • Employee updates personal information (such as Marital Status or Address) • Employee submits the changes for approval by their Department Administrator

31. Recruitment ManagementRecruit Applicants This process advertises jobs, and receives and manages all applications for vacancies within the Civil Service Sub processes include: • Create job requisition Tasks: Please refer to Process Survey Page 2 and highlight if the process is different from your department’s processes

32. Recruitment ManagementRecruit Applicants This is the process of creating a job opening for a vacant position: • Line Manager creates a Job Opening and completes the online form with appropriate details • Line Manager submits the Job Opening to JPA for the Recruiter and Recruiting Approval Authority for approval and posting.

33. Employee Deployment ManagementActing Acting process involves the submission of acting requests (temporary or substantive acting) for an employee to act on a job which is vacant either for short or long term. Temporary Acting is a short term acting which is less than 180 days and it is approved by the department itself Sub processes include: • Submit Temporary Acting request • Approve request Tasks: Please refer to Process Survey Page 3 and highlight if the process is different from your department’s processes

34. Employee Deployment ManagementActing This is the process of submitting a Temporary Acting request in a department: • Line Manager of employee login into GEMS and submit a request for Temporary Acting for less than 180 days. • Department Administrator approves the request.

36. Agenda

37. Absence ManagementRequest and Approve Absences This process describes the leave application process from end to end. Sub processes include: • Request absence • Approve absence Tasks: Please refer to Process Survey Page 4 and highlight if the process is different from your department’s processes

38. Absence ManagementRequest and Approve Absences This is the process of submitting a leave request by an employee in the department: • Employee login into GEMS and submit a leave request. • Line Manager of employee either approves or denies the leave request.

39. Absence ManagementAttendance and Time Tracking This process describes the attendance and time tracking process from end to end. Sub processes include: • Employee check in • Manager approve Tasks: Please refer to Process Survey Page 4 and highlight if the process is different from your department’s processes

40. Absence ManagementAttendance and Time Tracking This is the process of tracking the time and attendance of the employees in a department: • When Employee arrives at work, he/she will check in his arrival time in GEMS and when the Employee leaves office, he/she will check out the time in GEMS. • Line Manager of employee approves the attendance of the employee.

41. Benefits ManagementProcess Claim Benefits Management addresses the planning and administration of employee benefits, allowances, pension processing, uniform, and housing management. Both of benefits and allowance are rewards for Brunei Civil Service and it is a strategic toll for attracting, retaining and motivating key employees. Sub processes include: • Housing claim and approval • Expenses claim and approval Tasks: Please refer to Process Survey Page 5 and highlight if the process is different from your department’s processes

42. Benefits ManagementProcess Claim This is the process of submitting claims/ allowances/ loans applications by employees: • Generally, for claims/allowances/loans, the employee will submit a request by filling in the forms online and then submits it. Hardcopy documents will also be needed to be passed to the Benefits Clerk in the department. • Benefits Clerk verifies the online form and also the hardcopy documents. • Benefits Administrator endorses the form and the hardcopy documents before submitting to TAFIS for processing.

43. Agenda

44. Agenda

45. Employee Development ManagementLearning Enrolment In this process, employees can apply for training, approvers can approve requests, and administrators can review or track training statuses Sub processes include: • Learning Enrolment Process Tasks: Please refer to Process Survey Page 5 and highlight if the process is different from your department’s processes

46. Employee Development ManagementLearning Enrolment This is the process of a Manager enrolling their Employee into training. Take note that the training we are demoing refers to training which is managed by departments themselves, and not the training that is offered by IPA. As discussed with PSD, the typical process of an employee being enrolled into training is: • Supervisor/Line Manager can request enrollment for employees into the course which they have expressed interest for • Decision is forwarded to Department Training Administrator to approve in the system(outside discussion may take in place where the Department Training Administrator will obtain the endorsement from HRD committee and/or Head of Department) • Decision forwarded to Ministry Training Administrator for final approval

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

48. Questions & Answers Thank You