Transcript GEMS_XX_Powerpoint Template

Release 2A Interim Solutions:
4.0 Employee Deployment Management
21 January 2010
Copyright © 2010 BAG Networks All Rights Reserved; Copyright. © 2010 Accenture All Rights Reserved.
Agenda
Time
Topics
0815 - 1215
Interim Solutions
– Employee Deployment Management
1415 – 1615
Interim Solutions
– Employee Termination & Retirement
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2
Interim Solutions for Today (1 of 2)
The following processes are executed as trained but with some
consideration on where the data comes from.
No
GEMS Process
GEMS Roles Involved
1
Induction
HR Specialist – Employee Data (PSD)
Yes
2
Promotion
HR Specialist – Employee Data (PSD),
HR Approval Authority (PSC), Rolled Out
Dept
Yes
3
Rejection of Promotion
HR Specialist – Employee Data (PSD),
HR Approval Authority (PSC)
Yes
4
Salary Scale / Salary
Change
HR Specialist – Compensation Mgmt (PSD),
HR Approval Authority (PSC)
Yes
5
Rehire / Change of Service
HR Specialist – Employee Deployment
(Contract), HR Approval Authority (PSC),
Rolled Out Dept
Yes
6
Extension of Service
HR Specialist – Employee Deployment
(Contract), HR Approval Authority (PSC)
Yes
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Cross Ministry?
(Y/N)
3
Interim Solutions for Today (2 of 2)
No
GEMS Process
GEMS Roles Involved
7
Transfer for Non-Common
Post
HR Specialist – Employee Data (PSD), HR
Approval Authority (Transfer), Rolled Out Dept
Yes
8
Transfer for Common Post
HR Specialist – Employee Data (PSD), HR
Approval Authority (Transfer), Rolled Out Dept
Yes
9
Track Probation (Div 1 to 4)
HR Specialist – Employee Deployment (PSD),
HR Approval Authority (PSC)
Yes
10
Track Probation (Div 5)
HR Specialist – Employee Deployment (PSD)
Yes
11
Acting (Leave)
Line Manager
Yes
12
Acting (Temporary /
Substantive)
HR Specialist – Employee Deployment (PSD),
HR Approval Authority (PSC)
Yes
13
Discipline Mgmt: Criminal
Offence, Absence
HR Specialist – Employee Deployment (PSD)
Yes
14
GEMS/SIMPA Freeze
HR Specialist (PSD), HR Approval Authority
(PSC)
Yes
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Cross Ministry?
(Y/N)
4
Processes Not Requiring Interim Solutions (1 of 2)
The following processes can be executed as trained. No interim
steps are required.
No
GEMS Process
GEMS Roles Involved
1
Promotion
Line Manager
No
2
Rejection of Promotion
Line Manager
No
3
Salary Scale / Salary
Change
Line Manager
No
4
Setup Workforce Contract
HR Specialist – Employee Deployment
(Contract)
No
5
Rehire / Change of Service
Line Manager
No
6
Extension of Service
Line Manager
No
7
Transfer for Non-Common
Post
Line Manager
No
8
Transfer for Common Post
Line Manager
No
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Cross Ministry?
(Y/N)
5
Processes Not Requiring Interim Solutions (2 of 2)
The following processes can be executed as trained. No interim
steps are required.
No
GEMS Process
GEMS Roles Involved
9
Track Probation (Div 5)
Line Manager
No
10
Acting (Temporary /
Substantive)
Line Manager
No
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Cross Ministry?
(Y/N)
6
Understanding the Changes
What temporarily changes from what you learned in training?
No
Item
Changes?
1
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.
2
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.
3
Availability of TAFIS/Payroll
interface
• The GEMS-TAFIS/Payroll interface is still in
development and will not be available yet as of R2A
Go-Live.
• Processes involving TAFIS/Payroll will need to be
managed manually or using the As-Is process.
4
Movements across departments
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Because there are rolled out and non-rolled out
departments, you must consider where employees are
coming from and going to when deploying employees
across departments.
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7
Topic 1:
Induction
Roles Impacted
HR Specialist – Employee Data (PSD)
Description
Updating employee information when reporting to a new dept (new hire or
deployment, e.g. Transfer, Promotion)
Interim Steps
Employee from
Rolled Out Dept
Inducted into Rolled Out Dept
Inducted into Non-Rolled Out Dept
• Job data has been updated from recruitment /
deployment process
• Verify information directly into GEMS upon
completion of the hiring / deployment process
• Job data has been updated from recruitment /
deployment process
• Update and verify information directly in
GEMS upon completion of the hiring /
deployment process
• Update SIMPA with latest position information
• Notify departments using As-Is process
• Notify security administrator to remove
employee’s Self Service access
• Check SIMPA flag
• If Y
– Ensure employee record job data has been
updated from recruitment / deployment
Employee from
process
Non-Rolled Out
• If no flag
Dept
– Ensure employee record is created and job
OR
data has been updated from recruitment /
New Hire
deployment process. Request for
conversion of job history from SIMPA.
• Verify information directly in GEMS upon
Copyright © 2010 BAG Networks All Rights Reserved;
Copyright. © 2010
Accenture
All Rights
Reserved.
completion
of the
hiring
/ deployment
process
• Check SIMPA flag
• If Y
– Update and verify information directly in
GEMS upon completion of the hiring /
deployment process
– Update SIMPA with the latest department
information
– Notify departments using As-Is process
• If no flag
– Continue with As-Is process for Induction
8
Topic 2 & 3:
Promotion, Rejection of Promotion (1 of 2)
Roles Impacted
HR Specialist – Employee Data (PSD), HR Approval Authority (PSC), Rolled Out
Dept
Description
Managing career development of employees. In GEMS, request is submitted by Line
Manager.
Interim Steps
Employee from
Rolled Out Dept
Promoted into Rolled Out Dept
Promoted into Non-Rolled Out Dept
HRAA (PSC)
HRAA (PSC)
• Approve application in GEMS
• Approve application in GEMS
• Generate letter to send to Treasury to indicate
change in position and salary (As-Is)
• Generate letter to send to Treasury and
departments to indicate change in position
and salary (As-Is)
HRS – Employee Data (PSD)
• Update SIMPA with latest position information
• Recommend application in GEMS
• Verify job data has been updated in GEMS
after online approval
HRS – Employee Data (PSD)
• Recommend application in GEMS
• Verify job data has been updated in GEMS
after online approval
Rolled out Dept
• Notify security administrator to remove
employee’s Self Service access
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9
Topic 2 & 3:
Promotion, Rejection of Promotion (2 of 2)
Interim Steps
Employee from
Non-Rolled Out
Dept
Promoted into Rolled Out Dept
Promoted into Non-Rolled Out Dept
HRAA (PSC)
HRAA (PSC)
• Approve application using As-Is process
• Approve application using As-Is process
• Generate letter to send to Treasury and new
department to indicate change in position and
salary (As-Is)
• Generate letter to send to Treasury and new
department to indicate change in position and
salary (As-Is)
• After approval, check SIMPA for flag
• After approval, check SIMPA for flag
• If Y
• If Y
– Update employee record job data in GEMS
with promotion information
• If no flag
– Update flag in SIMPA
– Create employee record in GEMS and
update job data with promotion information
– Request for conversion of employee data
from SIMPA to GEMS
– Update employee record job data in GEMS
with promotion information
– Update SIMPA with latest position
information
• If no flag
– Update SIMPA with promotion job data as
per As-Is process
HRS – Employee Data (PSD)
HRS – Employee Data (PSD)
• Recommend application using As-Is process
• Recommend application using As-Is process
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10
Topic 4:
Salary Scale / Salary Change
Roles Impacted
HR Specialist – Compensation Management (PSD), HR Specialist – Employee Data
(PSD), HR Approval Authority (PSC)
Description
Managing salary changes of employees. In GEMS, request is submitted by Line
Manager.
Interim Steps
Employee is in Rolled Out Dept
Employee is in Non-Rolled Out Dept
HRAA (PSC)
HRAA (PSC)
• Approve application in GEMS
• Approve application using As-Is process
• Generate letter to send to Treasury to indicate
change in salary (As-Is)
• Generate letter to send to Treasury to indicate
change in salary (As-Is)
HRS – Compensation Mgmt PSD)
HRS – Employee Data (PSD)
• Recommend application in GEMS
• Recommend application using As-Is process
• Verify salary data has been updated in
GEMS after online approval
• After approval, check SIMPA for flag
HRS – Employee Data (PSD)
• Verify employee data in GEMS after online
approval
• If Y
– Update employee record job data in GEMS
with new salary information
– Update SIMPA with latest salary information
• If no flag
– Update SIMPA with salary information as per
As-Is process
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11
Topic 5 & 6: Rehire / Change of Service,
Extension of Service (1 of 2)
Roles Impacted
HR Specialist – Employee Deployment (Contract, PSD), HR Approval Authority
(PSC), Rolled Out Dept
Description
Managing job data for employees on contract with Brunei Civil Service. In GEMS,
the request is submitted by the Line Manager.
Interim Steps
Rehire/Service Change/Extended into
Rolled Out Dept
Employee from
Rolled Out Dept
Rehire/Service Change into NonRolled Out Dept
HRAA (PSC)
HRAA (PSC)
• Approve application in GEMS
• Approve application in GEMS
• Generate letter to send to Treasury to indicate
change/update in service and/or salary (AsIs)
• Generate letter to send to Treasury and new
department (if applicable) to indicate
change/update in service and/or salary (As-Is)
HRS – Employee Deployment (Contract)
HRS – Employee Deployment (Contract)
• Recommend application in GEMS (not
applicable for extension of service)
• Recommend application in GEMS (not
applicable for extension of service)
• Verify job data has been updated in GEMS
after online approval
• Verify job data has been updated in GEMS
after online approval
• Update SIMPA with latest service information
Rolled out Dept
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• Notify security administrator to remove
employee’s Self Service access
12
Topic 5 & 6: Rehire / Change of Service,
Extension of Service (2 of 2)
Interim Steps
Employee from
Non-Rolled Out
Dept
Rehire/Service Change into Rolled
Out Dept
Rehire/Service Change/Extended into
Non-Rolled Out Dept
HRAA (PSC)
HRAA (PSC)
• Approve application using As-Is process
• Approve application using As-Is process
• Generate letter to send to Treasury to indicate
change/update in service and/or salary (AsIs)
• Generate letter to send to Treasury and new
department (if applicable) to indicate
change/update in service and/or salary (As-Is)
HRS – Employee Deployment (Contract)
HRS – Employee Deployment (Contract)
• Recommend application using As-Is process
(not applicable for extension of service)
• Recommend application using As-Is process
(not applicable for extension of service)
• After approval, check SIMPA for flag
• After approval, check SIMPA for flag
• If Y
• If Y
– Update employee record job data in GEMS
with change/update in service information
• If no flag
– Update flag in SIMPA
– Create employee record in GEMS and
update job data with change/update in
service information
– Request for conversion of employee data
from SIMPA to GEMS
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– Update employee record job data in GEMS
with change/update in service information
– Update SIMPA with latest service
information
• If no flag
– Update SIMPA with change/update in
service information as per As-Is process
13
Topic 7:
Transfer for Non-Common post (1 of 2)
Roles Impacted
HR Specialist – Employee Data (PSD), HR Approval Authority (Transfer), Rolled Out
Depts
Description
Managing transfers for non-common posts. In GEMS, the request is submitted by
the Line Manager.
Interim Steps
Transferred to Rolled Out Dept
Transferred to Non-Rolled Out Dept
HRAA (Transfer)
HRAA (Transfer)
• Approve application in GEMS
• Approve application in GEMS
• Generate letter to send to Treasury to indicate
change in position and department (As-Is)
HRS – Employee Data (PSD)
• Recommend application in GEMS
HRS – Employee Data (PSD)
Employee from
Rolled Out Dept
• Recommend application in GEMS
• Verify job data has been updated in GEMS
after online approval
• Verify job data has been updated in GEMS
after online approval
• Update SIMPA with latest position information
• Generate letter to send to Treasury and new
department to indicate change in position and
department (As-Is)
Rolled Out Depts
• Notify security administrator to remove
employee’s Self Service access
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14
Topic 7:
Transfer for Non-Common post (2 of 2)
Interim Steps
Employee from
Non-Rolled Out
Dept
Transferred into Rolled Out Dept
Transferred into Non-Rolled Out Dept
HRAA (Transfer)
HRAA (Transfer)
• Approve application using As-Is process
• Approve application using As-Is process
• Generate letter to send to Treasury and new
department to indicate change in position and
department (As-Is)
• Generate letter to send to Treasury and new
department to indicate change in position and
department (As-Is)
HRS – Employee Data (PSD)
HRS – Employee Data (PSD)
• Recommend application using As-Is process
• Recommend application using As-Is process
• After approval, check SIMPA for flag
• After approval, check SIMPA for flag
• If Y
• If Y
– Update employee record job data in GEMS
with change in position and department
• If no flag
– Update flag in SIMPA
– Create employee record in GEMS and
update job data with change in position and
department
– Update employee record job data in GEMS
with change in position and department
– Update SIMPA with change in position and
department
• If no flag
– Update SIMPA with change in position and
department as per As-Is process
– Request conversion of employee’s job
history from SIMPA to GEMS
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15
Topic 8:
Transfer for Common post (1 of 2)
Roles Impacted
HR Specialist – Employee Data (PSD), HR Approval Authority (Transfer), Rolled Out
Depts
Description
Managing transfers for non-common posts. In GEMS, the request is submitted by
the Line Manager.
Interim Steps
Transferred to Rolled Out Dept
HRAA (Transfer)
HRAA (Transfer)
• Accepted requests from Line Manager can be
KIV in the system if no openings are available
• Approve application in GEMS
• Approve application in GEMS
• Generate letter to send to Treasury to indicate
change in position and department (As-Is)
Employee from
Rolled Out Dept
Transferred to Non-Rolled Out Dept
• Generate letter to send to Treasury and new
department to indicate change in position and
department (As-Is)
HRS – Employee Data (PSD)
HRS – Employee Data (PSD)
• Verify job data has been updated in GEMS
after online approval. No recommendation
required
• Verify job data has been updated in GEMS
after online approval. No recommendation
required.
• Update SIMPA with latest position information
Rolled Out Dept
• Notify security administrator to remove
employee’s Self Service access
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16
Topic 8:
Transfer for Common post (2 of 2)
Interim Steps
Employee from
Non-Rolled Out
Dept
Transferred into Rolled Out Dept
Transferred into Non-Rolled Out Dept
HRAA (Transfer)
HRAA (Transfer)
• Approve application using As-Is process
• Approve application using As-Is process
• Generate letter to send to Treasury and new
department to indicate change in position and
department (As-Is)
• Generate letter to send to Treasury and new
department to indicate change in position and
department (As-Is)
HRS – Employee Data (PSD)
HRS – Employee Data (PSD)
• No recommendation required
• No recommendation required
• After approval, check SIMPA for flag
• After approval, check SIMPA for flag
• If Y
• If Y
– Update employee record job data in GEMS
with change in position and department
• If no flag
– Update flag in SIMPA
– Create employee record in GEMS and
update job data with change in position and
department
– Update employee record job data in GEMS
with change in position and department
– Update SIMPA with change in position and
department
• If no flag
– Update SIMPA with change in position and
department as per As-Is process
– Request conversion of employee’s job
history from SIMPA to GEMS
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17
Topic 9:
Track Probation (Div 1 to 4)
Roles Impacted
HR Specialist – Employee Deployment (PSD), HR Approval Authority (PSC)
Description
Managing termination or extension of probation for division 1 to 4 employees. In
GEMS, request can be submitted by the HR - Specialist Deployment (PSD)
Interim Steps
Employee is in Rolled Out Dept
Employee is in Non-Rolled Out Dept
HRAA (PSC)
HRAA (PSC)
• Extend probation or approve confirmation of
probation in GEMS
• Approve extension or confirmation of
probation using As-Is process
HRS – Employee Deployment (PSD)
HRS – Employee Deployment (PSD)
• Identify employees due for confirmation via
GEMS reports
• Identify employees due for confirmation using
As-Is process
• Submit request for employee’s confirmation
or extension via GEMS
• Request confirmation/extension using As-Is
process
• Verify probation confirmation /extension in
GEMS after online approval
• After approval of confirmation or extension,
check SIMPA for flag
• If Y
– Update employee record job data in GEMS
with confirmation / extension
– Update SIMPA with confirmation / extension
• If no flag
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– Update SIMPA with confirmation / extension
18
as per As-Is process
Topic 10:
Track Probation (Div 5)
Roles Impacted
HR Specialist – Employee Deployment (PSD)
Description
Managing termination or extension of probation for division 5 employees. In GEMS,
request is submitted by the Line Manager
Interim Steps
Employee is in Rolled Out Dept
Employee is in Non-Rolled Out Dept
HRS – Employee Deployment (PSD)
HRS – Employee Deployment (PSD)
• Identify employees due for confirmation via
GEMS reports
• Identify employees due for confirmation via
As-Is process
• Notify Line Managers of potential
confirmations/extensions
• After confirming whether to confirm or extend
probation, check SIMPA for flag
• Approve employee’s confirmation or
extension via GEMS after Line Manager
submission
• If Y
• Verify probation confirmation /extension in
GEMS
– Update employee record job data in GEMS
with confirmation / extension
– Update SIMPA with confirmation / extension
• If no flag
– Update SIMPA with confirmation / extension
as per As-Is process
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19
Topic 11:
Acting – Leave (1 of 2)
Roles Impacted
Line Manager
Description
Selecting employee to act on behalf of another employee whose leave has been
approved
Points to Note
• If the employee requesting leave is JUPA or BAS, the list of employees available
for acting from the Absence page will be everyone not from the same business unit
(Ministry).
• If the employee requesting leave is non-JUPA or non-BAS, the list of employee
available will be from within the same business unit (Ministry).
Interim Steps
Acting Employee
(EmpA) from Rolled
Out Dept
Acting for employee (EmpB) from
Rolled Out Dept
Acting for employee (EmpC) from
Non-Rolled Out Dept
Line Manager
Line Manager
• Able to approve leave submitted by EmpB in
GEMS
• Unable to approve leave for EmpC in GEMS
(no access)
• Able to select EmpA via the Absence page to
act for EmpBduring EmpB’s leave in GEMS
as long as EmpA fulfils the relevant criteria
• Leave process is managed outside of GEMS
using As-Is process
• Upon approval of the leave, a notification is
sent to both EmpA and EmpB in GEMS
• If EmpA is selected for acting, the Line
Manager must notify HRS – Deployment
(PSD) to update EmpA’s record in GEMS
• EmpA’s job data is updated with the new
acting record
• Generate letter to send to Treasury to indicate
acting allowance (As-Is)
• Generate letter to send to Treasury to indicate
acting allowance (As-Is)
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• Generate letter to send to acting department
to indicate acting position (As-Is)
20
Topic 11:
Acting – Leave (2 of 2)
Interim Steps
Acting Employee
(EmpD) from NonRolled Out Dept
Acting for employee (EmpB) from
Rolled Out Dept
Acting for employee (EmpC) from
Non-Rolled Out Dept
Line Manager
Line Manager
• Able to approve leave submitted by EmpB in
GEMS
• Unable to approve leave for EmpC in GEMS
(no access)
• Cannot select EmpD via the Absence page to
act for EmpB during EmpB’s leave unless
EmpD has a record in GEMS and fulfils the
relevant criteria
• Leave process is managed outside of GEMS
using As-Is process
• It is recommended to select acting employees
from rolled out departments to simplify
notification and job data updates.
• If there is a need to utilize employees from
non-rolled departments for acting, it is
recommended to conduct the acting request
outside of GEMS, then to update the acting
information into the relevant system.
• If EmpD is selected for acting, the Line
Manager must notify HRS – Deployment
(PSD) to check the SIMPA flag, whereby if
flag = Y, then update EmpD’s record in GEMS
• Generate letter to send to Treasury to indicate
acting allowance (As-Is)
• Generate letter to send to acting department
to indicate acting position (As-Is)
• Generate letter to send to Treasury to indicate
acting allowance (As-Is)
• Generate letter to send to acting department
to indicate acting position (As-Is)
Copyright © 2010 BAG Networks All Rights Reserved; Copyright. © 2010 Accenture All Rights Reserved.
21
Topic 12:
Acting – Temporary / Substantive (1 of 2)
Roles Impacted
HR Specialist – Employee Deployment (PSD), HR Approval Authority (PSC)
Description
Managing Temporary / Substantive Acting for employees. This request is submitted
by the Line Manager.
Interim Steps
Employee from
Rolled Out Dept
Acting in Rolled Out Dept
Acting in Non-Rolled Out Dept
HRAA (PSC)
HRAA (PSC)
• Approve acting application in GEMS
• Approve acting application in GEMS
• Generate letter to send to Treasury to indicate
acting allowance (As-Is)
• Generate letter to send to Treasury to indicate
acting allowance (As-Is)
HRS – Employee Data (PSD)
• Generate letter to send to acting department
to indicate acting position (As-Is)
• Recommend application in GEMS
• Verify job data has been updated in GEMS
after online approval
HRS – Employee Data (PSD)
• Recommend application in GEMS
• Verify job data has been updated in GEMS
after online approval
• Update SIMPA with latest position information
Copyright © 2010 BAG Networks All Rights Reserved; Copyright. © 2010 Accenture All Rights Reserved.
22
Topic 12:
Acting – Temporary / Substantive (2 of 2)
Interim Steps
Employee from
Non-Rolled Out
Dept
Acting in Rolled Out Dept
Acting in Non-Rolled Out Dept
HRAA (PSC)
HRAA (PSC)
• Approve acting application using As-Is
process
• Approve acting application using As-Is
process
• Generate letter to send to Treasury to indicate
acting allowance (As-Is)
• Generate letter to send to Treasury to indicate
acting allowance (As-Is)
• Generate letter to send to acting department
to indicate acting position (As-Is)
• Generate letter to send to acting department
to indicate acting position (As-Is)
HRS – Employee Data (PSD)
HRS – Employee Data (PSD)
• Recommend application using As-Is process
• Recommend application using As-Is process
• After approval, check SIMPA for flag
• After approval, check SIMPA for flag
• If Y
• If Y
– Update employee record job data in GEMS
with change in position and department
• If no flag
– Update flag in SIMPA
– Create employee record in GEMS and
update job data with change in position and
department
– Request conversion of employee’s job
history from SIMPA to GEMS
Copyright © 2010 BAG Networks All Rights Reserved; Copyright. © 2010 Accenture All Rights Reserved.
– Update employee record job data in GEMS
with change in position and department
– Update SIMPA with change in position and
department
• If no flag
– Update SIMPA with change/update in
service infomation as per As-Is process
23
Topic 13: Discipline Management – Criminal
Offence, Absences (1 of 2)
Roles Impacted
HR Specialist – Employee Deployment (PSD), HR Approval Authority (HRAA)
Description
Managing employee disciplinary action for criminal offences or absences. Updates
are done in the system by the HRS Employee Deployment (Discipline) upon
confirmed reports by Line Manager or Department.
Interim Steps
Employee is in Rolled Out Dept
• Updates discipline details into
employee’s record in GEMS
• Updates related job data and salary
changes into GEMS
HRS – Employee
Deployment,
Discipline (PSD)
Employee is in Non-Rolled Out Dept
• Updates discipline details into
employee’s record in SIMPA as per AsIs process
• Manage discipline process using As-Is
process
• When updating discipline information in
SIMPA, check SIMPA for flag
• If Y
–Update employee discipline record in
GEMS as updates are done in SIMPA
(maintain both systems)
• If no flag
–Continue updates in SIMPA as per
As-Is process
Copyright © 2010 BAG Networks All Rights Reserved; Copyright. © 2010 Accenture All Rights Reserved.
24
Topic 13: Discipline Management – Criminal
Offence, Absences
Interim Steps
Employee is in Rolled Out Dept
• Endorses and updates discipline
information for the criminal offence
case after update by HRS – Employee
Deployment, Discipline (PSD)
• Updates to TAFIS and Payroll are still
As-Is:
HR Approval
Authority (PSC)
–Notify Treasury to suspend salary
and all allowances (except Housing,
Pension and TAP) upon initial charge
–If employee is not dismissed or found
not guilty, notify Treasure to reinstate
salary and allowances, including
backdating payment since the
suspension
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Employee is in Non-Rolled Out Dept
• Endorses and updates discipline
information for the criminal offence
case using the As-Is process
• Updates to TAFIS and Payroll using AsIs:
–Notify Treasury to suspend salary
and all allowances (except Housing,
Pension and TAP) upon initial charge
–If employee is not dismissed or found
not guilty, notify Treasure to reinstate
salary and allowances, including
backdating payment since the
suspension
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Topic 14:
GEMS & SIMPA Freeze (1 of 2)
Roles Impacted
HR Approval Authority (PSC), HR Specialist (PSD)
Description
Manage data during GEMS Freeze:
• Extract will be taken from SIMPA on 14-Jan.
• Any updates to employee job data in SIMPA or GEMS after 14-Jan will not be
converted into GEMS and will not be available on 28-Jan.
Rolled Out Dept
Interim Steps
Between 14-Jan and 27-Jan:
• No data updates in GEMS
• Processes for deployment in SIMPA will continue
• Employee records and job data (e.g. promotion, transfer, etc.) experiencing changes in SIMPA
during the freeze are tracked manually, e.g. using Excel.
On 28-Jan and onwards:
• Changes to employee data (during freeze only) are updated to employee’s record in GEMS
• Updates to open SIMPA transactions:
– Any open transactions in SIMPA i.e. promotions, transfers, acting, new hires, are to be
completed and closed in SIMPA using the As-Is process
– Once closed after confirmation/approval from PSC, letters are issued to the respective
departments and PSD.
– Upon receipt of these letters, HR Specialist (PSD) will update the new job data into GEMS.
Updates in SIMPA are automatic based on PSC confirmation.
– Department Administrators accepting employees from promotions, transfers, acting and
new hires are expected to insert the employee’s Reporting To date in the Job Data once
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the employee has joined the department.
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Topic 14:
GEMS & SIMPA Freeze (2 of 2)
Non-Rolled Out Dept
Interim Steps
Between 14-Jan and 27-Jan:
• Processing for employee deployment continues as per usual in SIMPA. Check for GEMS
flag:
• If no flag = continue update data into employee’s record SIMPA
• If Y = manually track employee records and job data (e.g. promotion, transfer, etc.)
experiencing changes in SIMPA during the freeze, e.g. using Excel.
On 28-Jan and onwards:
• If any data changes involve employees with flag = Y, follow steps in the Rolled Out Dept
section (previous slide) to ensure employee’s job history is maintained in GEMS.
• Updates in SIMPA are automatic based on PSC confirmation.
• Deployment management for other employees in non-rolled out depts utilizes interim steps
as specified in this document
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Questions?
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