Transcript GEMS_XX_Powerpoint Template

Release 2A Interim Solutions:
1.0 Organizational Management
20 January 2010
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Agenda
Time
Topics
0815 – 1015
Interim Solutions
– Organization Management
1015 – 1130
Interim Solutions
– Performance Management
1130 – 1215
Interim Solutions
– Employee Development Management
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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
Budget Tracking
Department Administrator
Ministry Administrator
Section Administrator
Treasury Budget Administrator
Yes
2
Budget Warrant Tracking
Department Administrator
Section Administrator
Treasury Budget Administrator
Yes
3
Manage Manpower & Auditing
HR Specialist
HR Analyst
No
4
Scheme of Service
HR Specialist
Department Administrator
Yes
5
Succession Planning
HR Specialist
Yes
6
Manage Org Structure.& Dept Codes HR Specialist
Yes
7
Creating & Updating Codes
No
HR Specialist
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Cross Ministry?
(Y/N)
3
Interim Solutions for Today (2 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
8
Manage Staff Survey
HR Specialist
Yes
9
Manage Forums
Forum Administrator
Yes
10
GEMS/SIMPA Data Freeze
HR Specialist
Department Administrator
No
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Cross Ministry?
(Y/N)
4
Processes Not Requiring Interim Solutions
The following processes can be executed as trained. No interim
steps are required.
No
GEMS Process
GEMS Roles Involved
1
Budget Tracking
HR Specialist
Yes
2
Manage Forums
Viewer
Contributor
Moderator
Yes
3
Portal Content News
Employee
Content Administrator
Yes
4
Manage Room Bookings
Employee
HR Specialist
No
5
Manage Staff Survey
Employee
No
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Cross Ministry?
(Y/N)
5
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.
• Organizational information (e.g. positions,
departments) are available in GEMS for all ministries
(since R1)
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.
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6
Topic 1:
Budget Tracking
Roles Impacted
Section Administrator, Department Administrator, Ministry Administrator,
Treasury Budget Administrator
Description
Managing, tracking and approval of annual budget headcounts
Points to Note
Because budget tracking happens on an annual basis, this interim solution is
likely to be applicable for this year only.
Interim Steps
• All depts (rolled out and non-rolled out) will submit, review and approve their
annual budget using the As-Is process
• Upon approval at Ministry level, the budget will be submitted to Treasury using
the As-Is process
• Treasury will approve of budgets from Non-Rolled Out depts using As-Is process
• Once budgets are finalized, the budget book / spreadsheets submitted to PSD
will be updated into GEMS and SIMPA
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Topic 2:
Warrant Budget Tracking
Roles Impacted
Section Administrator, Department Administrator, Treasury Budget
Administrator
Description
Submission and approval of warrant budget requests
Points to Note
Unlike Budget Tracking (previous slide), warrant requests are expected to happen
throughout the year.
Interim Steps
• Section
Administrator
• Department
Administrator
Rolled Out Dept
Non-Rolled Out Dept
• These roles are able to submit and
approve warrant budget requests for
their own section / department in GEMS
• However because Treasury does not
have access to GEMS yet, they will
submit the warrant to Treasury for
approval using the As-Is process
• Non-rolled out departments will submit,
review and approve their warrant budget
requests using the As-Is process
• Upon approval at Department level, the
budget will be submitted to Treasury
using the As-Is process
• Treasury will approve of budgets from
Rolled Out depts using As-Is process
• This role will be represented by a PSD
staff until MOF has been rolled out
(R2B)
• Once PSD has received a copy of the
approval from Treasury, the PSD staff
will approve on behalf in GEMS
• Updates are also made to SIMPA
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Treasury Budget
Administrator
• Treasury will approve of budgets from
Non-Rolled Out depts using As-Is
process
• Once budgets are finalized and PSD has
received a copy of the approval from
Treasury, the HR Specialist (PSD) will
update into GEMS and SIMPA
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Topic 3:
Manage Manpower and Auditing
Roles Impacted
HR Specialist (PSD), HR Analyst (PSD)
Description
Manage manpower and audit interview information
Interim Steps
Rolled Out Dept
Non-Rolled Out Dept
Because the department’s employee
data is in the system, HR Specialist and
HR Analyst are able to do the following
in GEMS:
Because the department’s employee
data is not (completely) in the system,
HR Specialist and HR Analyst are only
able to do the following in GEMS:
• Create interview topics
• Assign topics to rolled out
departments
• Select employees to be interviewed
within selected departments
• Track and update completion status of
interviews with employees
• Create interview topics
• Assign topics to rolled out
departments
The following tasks must be managed
using the As-Is process:
• Select employees to be interviewed
within selected departments
• Track and update completion of
interviews with employees
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Topic 4:
Scheme of Service
Roles Impacted
HR Specialist (PSD), Department Administrator
Description
Submission and maintenance of Scheme of Service in GEMS
Points to Note
Scheme of service approval is done outside of GEMS
Interim Steps
Rolled Out Dept
Non-Rolled Out Dept
Department
Administrator
Upon approval of Scheme of Service,
the Department Administrator is able to
enter and update the Scheme of
Service information into GEMS
Upon approval of Scheme of Service,
the Department must submit the
approved Scheme of Service to PSD
for maintenance purposes
HR Specialist (PSD)
Will be able to review the approved
Scheme of Service after it has been
updated into the system by the
Department Administrator
Will be able to update the approved
Scheme of Service into GEMS as all
positions are available in GEMS as of
R1
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Topic 5:
Succession Planning
Roles Impacted
HR Specialist (PSD)
Description
Manages and maintains career paths, career summaries and manages
employee and position information for succession planning purposes
Interim Steps
Employees
Positions
• HR Specialist is able to conduct
Succession Planning in GEMS for
employees with records in the system
• This includes employees who are
non-rolled out but have a record
converted or updated into GEMS (e.g.
as a result of transfer)
• All reporting for succession planning
is then dependent on the employee
information currently available in the
system
• For maintenance of position
information for succession planning
(e.g. maintaining key positions,
succession tree, position reports), HR
Specialist is able to do so for all
positions in GEMS as positions for all
ministries are already available
• However, the employees selected
against these positions for succession
planning will only be based on
employee information currently
available in the system
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Topic 6:
Manage Org Structure and Department Codes
Roles Impacted
HR Specialist (PSD)
Description
Manages and maintains organizational data in GEMS
Interim Steps
• Able to maintain positional and departmental information in GEMS, as all
positions and departments are available as of R1
• Able to review budget headcount against positions as long as the budget
headcount has been updated into GEMS
• Is only able to view actual headcount based on employee information currently
available in the system – any reporting requiring actual headcount must also
utilize information in SIMPA
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Topic 7:
Create & Update Codes
Roles Impacted
HR Specialist (PSD)
Description
Creates and updates codes (values) in GEMS
Interim Steps
Any changes to codes (e.g. positions, jobcodes, location) must be
updated in both GEMS and SIMPA, as the codes will need to be
utilized by non-rolled out departmental updates in SIMPA.
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Topic 7:
Manage Staff Surveys
Roles Impacted
Survey Administrator
Description
Creates and maintains distribution lists, surveys and survey results
Interim Steps
• Able to create and monitor surveys in GEMS
• Able to generate distribution lists to individual employees or to employees in an
entire department
• Is only able to create distribution lists to include employees who are currently in
the system i.e. those in rolled out departments and employees from non-rolled
out departments with records in GEMS
• However employees from non-rolled out departments are unable to participate
as they have no Self Service access
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Topic 8:
Manage Forums
Roles Impacted
Forum Administrator
Description
Manages forum topics, membership and administration
Interim Steps
• Able to create and monitor forum topics and activities in GEMS
• Is only able to assign membership to employees who are currently in the system
i.e. those in rolled out departments and employees from non-rolled out
departments with records in GEMS
• However employees from non-rolled out departments are unable to participate
as they have no Self Service access
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Topic 9:
GEMS & SIMPA Freeze
Roles Impacted
HR Specialist (PSD)
Description
Manage data during GEMS Freeze:
• Extract will be taken from SIMPA on 14-Jan.
• Any updates to organizational information in SIMPA or GEMS after 14-Jan will
not be converted into GEMS and will not be available on 28-Jan.
Interim Steps
Between 14-Jan and 27-Jan:
• Configuration updates only in SIMPA for position, reporting-to, job codes, etc.
• No configuration updates in GEMS
• Any changes to organizational codes or structure are tracked manually, e.g. using
Excel.
On 28-Jan and onwards:
• Changes to organizational data before and during freeze (e.g. new departments
and job codes) are updated to GEMS
• Reporting To: To be updated within one week upon Go-Live, before Self Service
users are provided access to GEMS, to ensure integrity of workflow transactions
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Questions?
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