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Release 2A Interim Solutions:5.0 Absence Management19 January 2010

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Agenda

Time Topics

0815 – 1000 Interim Solutions– Absence Management

1000 – 1100 Interim Solutions– Benefits Management

1100 – 1130 Interim Solutions– Compensation Management

1130 – 1215 Role Mapping Update

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Interim Solutions for Today

No GEMS Process GEMS Roles Involved Cross Ministry?(Y/N)

1 Adjust Balance / GEMS Freeze Human Resource Specialist No

2 Record Absences Human Resource SpecialistLine Manager

Yes/No

3 Request and Approve Leave Line ManagerEmployee

Yes/No

4 Time Tracking (Daily Paid employees)

Department Administrator No

The following processes are executed as trained but with some changes to facilitate the interim processes.

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Processes Not Requiring Interim Solutions

No GEMS Process GEMS Roles Involved Cross Ministry?(Y/N)

1 Managing Absence Info HR AdministratorHR Specialist

No(Config)

2 Time Tracking EmployeeLine ManagerHuman Resource Specialist

No

3 Absence Reporting Human Resource Specialist Yes/No

The following processes can be executed as trained. No interim steps are required.

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Understanding the Changes

No Item Changes?1 Leave Balances There are no changes to the way this is done, but a

one-time leave balance calculation is required before employees can apply for leave using Self Service.

2 Leave Policy • The new leave policy dictates the start date of the calculation of new leave entitlement. However this policy has not yet been distributed.

• Self Service users will not have access to apply for leave until the policy has been disseminated.

3 The type of data that GEMS users can see

Due to the staggered roll-out, only employee data from the rolled out departments can be viewed or updated in GEMS, OR records for employees who were previously in a rolled out dept.

4 Users who have access to Self Service

• Due to the staggered roll-out, only employees from the rolled out departments have access to Self Service.

• Employees in non-rolled out departments do not have access in Self Service as their own or their LM’s data has not been migrated into the system

What temporarily changes from what you learned in training?

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Topic 1:Adjust Balances / GEMS Freeze (1 of 2)

Roles Impacted Human Resource Specialist

Description Update balances of employees in HRS’ department

Points to Note • Employees in rolled out depts will have zero leave balance on Go Live on 28-Jan• To update the leave balance to employee’s actual balance, HRS-Absences in each

rolled-out departments must update the leave balance for all staff in their department before the next absence batch process begins <TBD>.

• This is a one time update to set beginning balances in GEMS.• This will allow employees in rolled out departments to see their balances in Self

Service after the batch process has been run.• Any balance that is not updated before the first batch run will be processed in the next

batch process run. • The employee will not be able to apply for leave in Self Service until the leave balance

has been processed.

What does all the <TBD> mean?

1. The new leave policy dictates the start date of the calculation of new leave entitlement. However this policy has not yet been disseminated to Brunei Civil Servants, therefore the dates within <TBD> are subject to change.

2. Self Service users will not have access to apply for leave until the policy has been disseminated.

3. While awaiting the policy confirmation, leave calculation following the currently leave policy can still continue.

4. If there is a need to extend calculations for existing leave policy into February, you may need to recalculate your current balance that is calculated until 31-Jan.

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Topic 1:Adjust Balances / GEMS Freeze (2 of 2)

When to start? 28 January 2010 <TBD>

When to finish? As soon as possible for as many employees as possible, before <TBD>. On <TBD> the first Absence Batch Process will be run, locking the absence balances for that month.

Where to update? Directly into GEMS

Interim Steps for Data Entry

1. During the GEMS freeze (that’s now!), compile all relevant leave records (Annual Leave only) for employees in your department to calculate the latest leave balance.

2. Calculate each employees’ leave balance using the current leave calculation (before GEMS) up until 31-Jan <TBD>.

3. On Go-Live, 28 January <TBD> you can begin entering the calculated balances* using the Adjust Balance skills learned in GEMS training. Use the Adjust Balance of Absence Entitlements Before Processing Cycle method to avoid locking out the balances before the monthly Absence Batch Process.

4. The first absence batch process will be run on <TBD>.

What happens if not all balances are updated into GEMS by 1-Feb?

If entered before <TBD>, any balances adjusted/updated into GEMS after <TBD>:

1. Will be processed on <TBD>2. Will be visible to employees on Self Service on <TBD>3. Will allow employees to apply for their own leave via Self Service beginning <TBD>4. Rules follow similarly for every Absence Batch Process run at the beginning of every

month

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Topic 2:Record Absences

Roles Impacted Human Resource Specialist, Line Manager

Description Verify balances, update leave on behalf of employees

Interim StepsEmployee from Rolled Out Dept

If the employee reports directly to you or belongs to your dept:•You are able to enter leave on behalf of the employee in GEMS•You are able to verify leave balances in GEMS (HRS)

If the employee is seconded to a rolled out dept:•You as the primary LM/HRS are able to enter leave on behalf of the employee in GEMS•You as the primary HRS is able to verify leave balances in GEMS

Employee from Non-Rolled Out Dept

If the employee reports to you or belongs to your dept, or is seconded to a non-rolled out dept:Utilise as-is process

If the employee is seconded to a rolled out dept:You as LM or HRS can check if the employee’s record is in GEMS.•If his/her record is not yet in GEMS, advise employee to use As-Is process. Their leave data will be managed during conversion for their dept’s roll-out.•If the record is already converted, you can verify/enter his/her leave in GEMS.

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Topic 3:Request and Approve Leave (1 of 2)

Roles Impacted Employee, Line Manager

Description Request and approve for leave via Self Service

Interim StepsEmployee in Rolled Out Dept

If you are in a rolled out dept and not seconded:•You are able to apply for leave via GEMS Self Service

If you are in a rolled out dept and seconded to a rolled out dept:•You are able to apply for leave via GEMS Self Service

If you are in a rolled out dept and seconded to a non-rolled out dept:•You cannot apply for leave via GEMS Self Service as your LM does not have access to Self Service.•Instead, use the As-Is process to manually request leave.•Once the leave is approved by your current supervisor in the non-rolled out dept, request the HRS or your supervisor from your original department to enter leave on your behalf.

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Topic 3:Request and Approve Leave (2 or 2)

Interim StepsLine Manager in Rolled Out Dept

If you are in a rolled out dept and not seconded:•You are able to approve for leave submitted by your direct or indirect reports via GEMS Self Service

If you are in a rolled out dept and seconded to a rolled out dept:•You are able to approve for leave submitted by your direct or indirect reports via GEMS Self Service

If you are in a rolled out dept and seconded to a non-rolled out dept:•You will not be able to approve leave submitted by your indirect reports from the non-rolled out dept as they do not have access to GEMS Self Service.•Instead, use the As-Is process to manually approve leave submitted by your indirect reports.

Employee, Line Manager in Non-Rolled Dept

• Employees will apply for leave using the As-Is manual process.• All leave records will be approved by supervisors as per the As-Is process.• If the employee has a record in GEMS but has moved (e.g. as a result of

transfer or promotion) to a non-rolled out dept, his/her leave is maintained manually using the As-Is process, not GEMS. Their leave data will be managed during conversion for their dept’s roll-out.

• If the employee has a record in GEMS and is seconded into a non-rolled out dept, the employee can request the original HRS or LM to enter on their behalf.

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Topic 4:Time Tracking (Daily Paid employees)

Roles Impacted Department Administrator

Description Tracking attendance for Daily Paid employees

Items to Note This is applicable only to Daily Paid employees, whose attendance is processed by TAFIS for salary processing.

Interim StepsFor Daily Paid staff:•Staff continue to clock-in and clock-out using GEMS, as long as s/he has Self Service access to the system

•However there is currently no interface between GEMS and TAFIS

•Department Administrator must still complete the hardcopy attendance sheet for each Daily Paid employee and submit this to TAFIS for daily paid salary processing.

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Questions?