change network – role mapping for your department

Copyright © 2009 BAG Networks All Rights Reserved; Copyright. © 2009 Accenture All Rights Reserved.

Change Network – Role Mapping for your DepartmentPrepared By : Hjh Suziana Hj Ahmad

Copyright © 2009 BAG Networks All Rights Reserved; Copyright. © 2009 Accenture All Rights Reserved. 2

8.30 – 8.45 ● Change Network Agents Arrive

8.45 – 9.00 ●Doa Prayer

●Workshop Opening Remarks from Tuan Jaini Hj Abdullah, Change Network Sponsor

9.00 – 9.15 ●Session 1

Introduction to Role Mapping

What is Role Mapping

GEMS Walkthrough: Roles, Security and Pages

9.20 - 9.30 ●Tea Break (15 Minutes)

10.30-11.45 ●Executing Role Mapping in your Department

How to conduct Role Mapping

Role Mapping Template Walkthrough

Role Description Walkthrough

Practice Run - Role Mapping Activity

11.45 – 12.00pm ●Submission of Role Mapping document

Submission Deadline

What is Role Mapping?



PSD

PSC

All Departments

IPA

All Government Officers have different roles in their respective department

Roles are different from Job Positions – One job position

may have multiple roles


Role Mapping 1.1 – Mapping Pages to Role

GEMS Pages

GEMS contains a lot of different pages where HR transactions will be carried out by Brunei Civil Service staff.

Specific pages can only be accessed by specific roles.

Example:

Absence Report page can only be accessed by a Human Resource Specialist – Absence. Line Manager or Employee cannot get access to the Absence Report page.

This is done to ensure security of the system is maintained.


Role Mapping 1.2 – Mapping Pages to Role

Employee

Line Manager

HR Specialist - Absence


Mapping Roles to People 1.1

Human Resource Specialist - Absence

Employee (Defaulted)

Line Manager

Siti is an HR User in the Admin Section of MSD. 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


Mapping Roles to People 1.2

Role: Human Resource Specialist - Absence

Role: EmployeeRole: Line Manager


8.30 – 8.45 ● Change Network Agents Arrive

8.45 – 9.00 ●Doa Prayer

●Workshop Opening Remarks from Tuan Jaini Hj Abdullah, Change Network Sponsor

9.00 – 9.15 ●Session 1

Introduction to Role Mapping

What is Role Mapping

GEMS Walkthrough: Roles, Security and Pages

9.20 - 9.30 ●Tea Break (15 Minutes)

10.30-11.45 ●Executing Role Mapping in your Department

How to conduct Role Mapping


Role Description Walkthrough

Practice Run - Role Mapping Activity

11.45 – 12.00pm ●Submission of Role Mapping document

Submission Deadline



Executing Role Mapping

Human Resource Specialist - Absence

Employee

Line Manager

Employee

Line Manager

System Administrator

Employee

You need to map the roles of all the staff in your department according to the identified roles in GEMS for Release 2


Role Mapping Matrix

Capture all the mapped roles using the Role Mapping Template provided


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.


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.


What am I doing now?

What will I do in GEMS?

Role Descriptions Walkthrough



PSD

PSC

All Departments

IPA



PSD

PSC

Employee

Line Manager

Department Administrator / (CR)

Department Administrator – Budget

Section Administrator - Budget

Ministry Administrator – Budget

Department Administrator – Scheme of Service / (CR)

Forum Moderator / (CR)

Content Administrator / (CR)

Survey Administrator / (CR)

HRS – Room Administrator

Human Resource Specialist – Absence / (CR)

Human Resource Specialist – Employee Data Management / (CR)

Awards Administrator – Ministry

Benefits Administrator (Department)

Benefits Clerk

Line Manager – Benefits / (CR)

HRS – Housing (Department) / (CR)

Tambang Haji Approving Officer / (CR)

Uniform Approving Officer (Department) / (CR)

Uniform Processing Officer (Dept) / (CR)

Human Resource Manager – Recruitment / (CR)

Recruitment Interviewer / (CR)

Line Manager – Recruitment / (CR)

HRS Training Management

Learning Manager / (CR)

Learning Content Developer / (CR)

Instructional Designer

Instructor

Department Learning Administrator / (CR)

Ministry Learning Administrator / (CR)

Learning Enrolment Administrator / (CR)

All Departments

IPA



All Departments

PSC

PSDHuman Resource Specialist – Organization Management

HRS Scheme of Service

HRS Succession Planning

Human Resource Analyst – Manpower Planning /(CR)

Treasury Budget Administrator

Forum Administrator / (CR)

Human Resource Specialist – Compensation Management

Compensation Administrator / (CR)

ePerformance HR Administrator

ePerformance Setup

Testing Administrator / (CR)

Human Resource Specialist – Recruitment / (CR)

Human Resource Approving Authority / (CR)

Group Build Administrator / (CR)

Benefits Administrator (JPA)

Housing Specialist

Uniform Approving Officer (PSD) / (CR)

Uniform Processing Officer / (CR)

HR Specialist (Pension)

EDP Learning Administrator / (CR)

LDP Learning Administrator / (CR)

Learning Administrator

IPA



All Departments

PSD

PSCTesting Administrator / (CR)

Security Vetting Departments / (CR)

Human Resource Analyst – Recruitment

Recruiter / (CR)

Recruiting Approval Authority / (CR)

Learning Approval Authority / (CR)

IPA



All Departments

PSD

IPAIPA Learning Administrator

IPA Program Approver / (CR)

PSC



PSD

PSC

Employee

Line Manager

Department Administrator / (CR)

Department Administrator – Budget

Section Administrator - Budget

Ministry Administrator – Budget

Department Administrator – Scheme of Service / (CR)

Forum Moderator / (CR)

Content Administrator / (CR)

Survey Administrator / (CR)

HRS – Room Administrator

Human Resource Specialist – Absence / (CR)

Human Resource Specialist – Employee Data Management / (CR)

Awards Administrator – Ministry

Benefits Administrator (Department)

Benefits Clerk

Line Manager – Benefits / (CR)

HRS – Housing (Department) / (CR)

Tambang Haji Approving Officer / (CR)

Uniform Approving Officer (Department) / (CR)

Uniform Processing Officer (Dept) / (CR)

Human Resource Manager – Recruitment / (CR)

Recruitment Interviewer / (CR)

Line Manager – Recruitment / (CR)

HRS Training Management

Learning Manager / (CR)

Learning Content Developer / (CR)

Instructional Designer

Instructor

Department Learning Administrator / (CR)

Ministry Learning Administrator / (CR)

Learning Enrolment Administrator / (CR)

All Departments

IPA


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

1. All civil servant of the Government of Brunei.


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 appraisalsAs-Is roles

1. 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.

2.Looking over their attendance, time tracking and performance appraisal.

3.Approving and requesting for their leave, training, resource and honours recommendations.


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

1. Administering employee information.

2. Managing approval processing for termination related to Daily Paid (RB) staff in the department.


All Departments:Department Administrator – Budget

Description:

The Department Administrator – Budget is responsible for maintaining the department's headcount budget in the system.


• 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

1. Administering department’s/section’s headcount budget


All Departments:Section Administrator – Budget

Description:

The Section Administrator – Budget is responsible for maintaining the Section's headcount budget in the system.


• Key in headcount budget for Section.

• Apply for warrant request for Section.

As-Is roles

1. Administering section’s headcount budget


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.


• Review and approve headcount budget from Department and sections.

As-Is roles

1. Administering ministry’s headcount budget


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.


• 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

1. Administer Scheme of Service in department.


All Departments:Forum Moderator / (CR)

Description:

The Forum Moderator is responsible for looking over discussion forums in the Portal.


• 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.


All Departments:Content Administrator / (CR)

Description:

The Content Administrator is responsible for administering the content of the GEMS Portal.


• Administer internally created and external content including external news, internal news, context manager and content management

As-Is roles

Not Applicable.


All Departments:Survey Administrator / (CR)

Description:

The Survey Administrator is responsible for maintaining the department's survey in the GEMS Portal.


•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

1. Administer survey for department


All Departments:HRS – Room Administrator

Description:

The HRS – Room Administrator is responsible for managing the department's meeting rooms in the system.


• Receive room booking request from employees.

• Determine request priority on the same room.

• Approve/cancel and notify room booking.

As-Is roles

1. Manages room booking within the department.


All Departments:Human Resource Specialist – Absence / (CR)

Description:

The Human Resource Specialist – Absence is responsible for defining absence tracking and assign absence schedules, assigning schedules to employees, recording absence, leave accruals and leave entitlements, analyzing absence information and managing the attendance and time tracking for department in the system.Responsibilities in GEMS:

• Define absence tracking such as absence classes, working days and holidays schedule.

• Assign schedules to employees in the system.

• Calculate leave accruals and update leave information.

• Record time on behalf of employees.

• Generate Absence ReportsAs-Is roles

1. Administering and tracking employee’s leave and absence information.


All Departments:Human Resource Specialist – Employee Data Management / (CR)

Description:

The Human Resource Specialist – Employee Data Management is responsible for maintaining employee information from hiring to retiring/termination/transfer from the department in the system.


• Add/update/maintain employee data and job information

• Create dependent information

• Display/search and print post data from the staff directory

As-Is roles

1. Managing the personal folder of staff in own department2. Managing and updating staff information for own departments


All Departments:Awards Administrator – Ministry

Description:

The Awards Administrator – Ministry is responsible for approving recommendation for award/honours in the system.


• Approve award recommendation from Line Managers.

As-Is roles

1. Approving award recommendation from departments


All Departments:Benefits Administrator (Department)

Description:

The Benefits Administrator (Department) is responsible for endorsing claims applications in the system.


• Endorse claims once the Benefits Clerk reviewed the claims submitted by employees.

As-Is roles

1. Approving claims submitted by clerks.


All Departments:Benefits Clerk

Description:

The Benefits Clerk is responsible for reviewing claim applications submitted by employees within the department in the system


• Review claim applications submitted by employees.

As-Is roles

1. Reviewing claim application forms submitted by employees.


All Departments:Line Manager – Benefits / (CR)

Description:

The Line Manager – Benefits is responsible for recommending the claims submitted by employees in the system.


• Recommend or reject claims such as utilities claims, running mileage claims and uniform claims submitted by employees.

As-Is roles

1. Review claim application forms submitted by employees


All Departments:HRS – Housing (Department) / (CR)

Description:

The HRS – Housing (Department) is responsible for maintaining the housing claim configuration and claims for own department in the system.


• Look over housing claim configuration for own department.

• Review and endorse housing claims from own department’s employees.

As-Is roles

1. Review housing claim application forms submitted by employees


All Departments:Tambang Haji Approving Officer / (CR)

Description:

The Tambang Haji Approving Officer is responsible for approving Tambang Haji Claim in the system.


• Approve Tambang Haji claims submitted by Benefits Administrators

As-Is roles

1. Approving Tambang Haji Claims


All Departments:Uniform Approving Officer (Department) / (CR)

Description:

The Uniform Approving Officer (Department) is responsible for approving the uniform claims from own department in the system.


• Approve uniform claims within own department.

As-Is roles

1. Approve uniform claims.


All Departments:Uniform Processing Officer (Dept) / (CR)

Description:

The Uniform Processing Officer (Dept) is responsible for tracking own department's employees’ uniform claims in the system.


• Key in uniform claim transactions which has been completed for employee’s claim from own department.

As-Is roles

1. Tracking uniform claims within department.


All Departments:Human Resource Manager – Recruitment / (CR)

Description:

The Human Resource Manager – Recruitment is responsible for planning for recruitment, access and analyze the current workforce competency of manpower in any department in the system.


• Generate manpower detail report.

• Identify job vacancies distribution through the generated report.

As-Is roles

1. Planning for recruiting.

2. Analyze workforce competency and vacancy.


All Departments:Line Manager – Recruitment / (CR)

Description:

The Line Manager – Recruitment is responsible for creating job requisition managing job opening for the department in the system.


• View / update current job opening within own department and create job requisition if needed.

As-Is roles

1. Submit new job opening to recruitment section in PSC.


All Departments:Recruitment Interviewer / (CR)

Description:

The Recruitment Interviewer is responsible for confirming availability for interview scheduled evaluating interview in the system.


• Receive notification and confirm interview schedule.

• Evaluate interview.

As-Is roles

1. Performing interview.


All Departments:HRS Training Management

Description:

The HRS Training Management is responsible for planning organizational development needs in the system.


• Plan organizational development needs.

• Compare employee competency with the job competency requirements.

• Identify employee competency gap and learning objectives.

• Publish learning objectives to learner populations.

As-Is roles

1. Planning organizational development needs.


All Departments:Learning Manager / (CR)

Description:

The Learning Manager is responsible for identifying learning objective, manage learning content and create leaning budget for own department in the system.


• Identify learning objective for own learning within department.

• Manage learning contents for own department.

• Create learning budget for own department.

As-Is roles

1. Managing learning content and learning budget.


All Departments:Learning Content Developer / (CR)

Description:

The Learning Content Developer is responsible for managing the department's learning content in the system after developing the content using Captivate or other content development tools.


• Creates new or modify existing learning content Captivate

• Catalogue learning content for search capabilities.

• Group learning content.

• Publish learning content.

• Notify Learning Administrators on the new learning content.

As-Is Roles

1. Managing Learning Content.


All Departments:Instructional Designer

Description:

The Instructional Designer is responsible for designing content to support new or existing curriculum or certification programs. This role does not have any task within GEMS.


• NA

As-Is Roles

1. Designing training content.


All Departments:Instructor

Description:

The Instructor is responsible for conducting the learning courses. This role doesn’t have any task in GEMS.


• Conduct learning courses

As-Is roles

1. Conducting learning courses.


All Departments:Department Learning Administrator / (CR)

Description:

The Department Learning Administrator is responsible for maintaining the department's learning enrolment in the system.


• Administer learning enrolment on IPA training and In-Service Training for own department.

• Recommend/Endorse training request from line manager and forwarding it to HOD offline.

• Forward endorsed training to Ministry level for approval.

As-Is roles

1. Administering training enrolment for department.


All Departments:Ministry Learning Administrator / (CR)

Description:

The Ministry Learning Administrator is responsible for approving the short term (training courses) learning enrolment and administer Executive and Middle Management Development Program (EDP) enrolment in the system.


• Approve short term training courses enrolment.

• Administer EDP enrolment before submitting it to PSD’s EDP Learning Administrator for approval.

As-Is roles

1. Approving short term training enrolment.

2. Administer EDP learning enrolment.


All Departments:Learning Enrolment Administrator / (CR)

Description:

The Learning Enrolment Administrator is responsible for managing learner enrolment status and track learning completion for the department's employees in the system.


• Manage learner enrolment and registration.

• Track learning completion and record attendance and grades for each learner.

• Capture learners feedback.

• Update competency information to HR.

• Generate training report.

As-Is roles

1. Managing enrolment for learning.



All Departments

PSC

PSDHuman Resource Specialist – Organization Management

HRS Scheme of Service

HRS Succession Planning

Human Resource Analyst – Manpower Planning /(CR)

Treasury Budget Administrator

Forum Administrator / (CR)

Human Resource Specialist – Compensation Management

Compensation Administrator / (CR)

ePerformance HR Administrator

ePerformance Setup

Testing Administrator / (CR)

Human Resource Specialist – Recruitment / (CR)

Human Resource Approving Authority / (CR)

Group Build Administrator / (CR)

Benefits Administrator (JPA)

Housing Specialist

Uniform Approving Officer (PSD) / (CR)

Uniform Processing Officer / (CR)

HR Specialist (Pension)

EDP Learning Administrator / (CR)

LDP Learning Administrator / (CR)

Learning Administrator

IPA


PSD Only: Human Resource Specialist – Organization Management

Description:

The Human Resource Specialist – Organization Management is responsible for conducting manpower planning and auditing and maintaining organization structures in the system.


• Track potential recruits for job vacancies and manage succession planning for soon to be vacated positions.

• Generate reports related to manpower planning.

• Identify and schedule department to be audited.

• Maintain organization structure such as codes and organization chart.

• Reporting relationships

• Generating reports and charts for position and organisational structure

As-Is roles

1. Managing manpower and auditing for department.

2. Maintaining organization structure.


PSD Only: HRS Scheme of Service

Description:

The HRS Scheme of Service is responsible for approving scheme of service and maintaining organization structure in the system.


•Verify the completeness of Scheme of service.

• Approve scheme of service keyed in by department administrator – scheme of service.

• Generate reports related to scheme of service.

As-Is roles

1. Proposing and approving scheme of service.


PSD Only: HRS Succession Planning

Description:

The HRS Succession Planning is responsible for identifying key positions, incumbents and individual to fill up vacant positions in the system.


• Identify key positions, view profile and create/update career path for the positions.

• Identify incumbents for key positions.

• Identify individuals to fill in vacant key positions.

• Create succession reports.

• Identify plan dates and select candidates for succession.

As-Is roles

1. Managing succession planning for key positions.


PSD Only: Human Resource Analyst – Manpower Planning /(CR)

Description:

The Human Resource Analyst – Manpower Planning is responsible for conducting interviews on the selected department’s employee for auditing and update interview status in the system.


• Update interview status for the department being audited.

As-Is roles

1. Conduct analysis and interview on selected department’s employees.


PSD Only: Treasury Budget Administrator

Description:

The Treasury Budget Administrator is responsible for monitoring and administering the annual headcount budgets for the Ministries/Departments in the system.


• Review warrant requests from departments and sections.

• Approve and finalize headcount budget requested by sections/departments which has been approved by Ministry

As-Is roles

1. Administering headcount budget.


PSD Only: Forum Administrator / (CR)

Description:

The Forum Administrator is responsible for administering forums in the system.


• Create forum by entering title and description.

• Select members for the forum and set member’s privilege for participation.

• Set forum’s policy.

• Manage participations in the forum.

As-Is roles

Not Applicable.


PSD Only: Human Resource Specialist – Compensation Management

Description:

The Human Resource Specialist – Compensation Management is responsible for creating groups of employees for the organization's compensation plans. Also responsible for reviewing and providing recommendations for Ad Hoc Salary Change requests in the system.


• Create groups of employees for organization’s compensation plans.

• Recommend ad hoc salary change request in the system.

As-Is roles

1. Managing employees compensation plan and ad hoc salary change request.


PSD Only:HR Specialist – Compensation Management

Description:The Human Resource Specialist – Compensation Management manages the assignment of salary plans to employees based on their Division and position in the Brunei Civil Service. They are also responsible for creating groups of employees for the organization's compensation plans. They are also first level approver for any salary change requests made by the departments and also manage and update the Compensation and Salary Plans.

Responsibilities in GEMS:• Manage the Salary Plan in GEMS and assign plans to employees• Create groups of employees for organization’s compensation plans.• Manage and update Compensation plans in GEMS based on changes to pay structure or compensations within the Brunei Civil Service• First level approver for salary change requests

As-Is roles

1. Manages staff salary compensation and salary information for the Brunei Civil Service


PSD Only: Compensation Administrator / (CR)

Description:

The Compensation Administrator is responsible for distributing salary increases, performance incentives and also performs analysis for the total compensation package in the system.


• Processing salary increases and performance incentives.

• Analyzing total compensation package.

As-Is roles

1. Processing salary increases and performance incentives.

2. Analyze compensation package.


PSD Only: ePerformance HR Administrator

Description:

The ePerformance HR Administrator is responsible for administering ePerformance in the system.


• Access completed ePerformance document for confirming status, cancellation, deletion, rating and etc.

• Nominate another line manager if employee rejected ePerformance evaluation.

• Finalize ePerformance evaluation process.

As-Is roles

1. Administering performance evaluation.


PSD Only: ePerformance Setup

Description:

The ePerformance Setup is responsible for setting up ePerformance in the system.


• Define ePerformance basic settings.

• Defind ePerformance document templates.

As-Is roles

Not applicable.


PSD Only:Testing Administrator / (CR)

Description:

The Testing Administrator is responsible for administering examinations for career progression in the system.


• Set up examinations for career progression.

• Send examination notifications to candidates (including SMS & email).

• Administer examination grades and attendance.

• Publish examination grades for career progression.

As-Is roles

1. Sending letter for examination candidates.

2. Publish examination grades for career progression.


PSD Only: Human Resource Specialist – Recruitment / (CR)

Description:

The Human Resource Specialist – Recruitment is responsible for maintaining the registration for examination for career progression and new hire information in the system.


• Receive application for examination for career progression from employee.

• Register employees for the examination for career progression.

• Review examination for career progression’s candidates listing.

• Override employees registration.

• Review/Update new hire information for own department.

As-Is roles

1. Maintaining registration for examination for career progression and new hire information.


PSD Only:Human Resource Approval Authority / (CR)

Description:

The Human Resource Approval Authority is responsible for approving/denying job offers to candidates.


• Approve/Deny job offers to candidates.

As-Is roles

1. Finalizing job offer decision.


PSD Only: Group Build Administrator / (CR)

Description:

The Group Build Administrator is responsible for setting up benefits eligibility group in the system.


• Set up group definition.

• Set up group security for the group created.

• View group results and reports.

• Purge group results.

As-Is roles

Not Applicable


PSD Only: Benefits Administrator (JPA)

Description:

The Benefits Administrator (JPA) is responsible for endorsing claims in the system.


• View worklist and email from benefits clerks.

• Endorse claims.

As-Is roles

1. Approving claims before submitted to Treasury.


PSD Only: Housing Specialist

Description:

The Housing Specialist is responsible for setting up housing configuration in the system and processing housing claims.


• Set up housing configuration.

• Endorse housing claim before submitting it to Treasury.

As-Is roles

1. Processing housing claims.


PSD Only: Uniform Approving Officer (PSD) / (CR)

Description:

The Uniform Approving Officer (PSD) is responsible for approving the uniform claims in the system.


• Approve uniform claims.

As-Is roles

1. Approve uniform claims.


PSD Only: Uniform Processing Officer / (CR)

Description:

The Uniform Processing Officer is responsible for tracking employees’ uniform claims in the system.


• Key in uniform claim collection information for employee’s uniform claim.

As-Is roles

1. Tracking uniform claims.


PSD Only: HR Specialist (Pension)

Description:

The HR Specialist (Pension) is responsible for endorsing the pension requests in the system.


• Endorse pension request.

As-Is roles

1. Processing pension request.


PSD Only: EDP Learning Administrator / (CR)

Description:

The EDP Learning Administrator is responsible for administering Executive and Middle Management Development Program (EDP) enrolment in the system.


• Endorse EDP enrolment in the system once Director General of PSD and PMO approved the application offline.

As-Is roles

1. Administering EPD enrolment.


PSD Only: LDP Learning Administrator / (CR)

Description:

The LDP Learning Administrator is responsible for endorsing In Service Training (Latihan Dalam Perkhidmatan/ LDP) in the system.


• Endorse LDP enrolment in the system after receiving recommendation from Department Learning Administrator and Ministry Learning Administrator.

As-Is roles

1. Administering LPD enrolment and travel arrangement for employee.


PSD Only: Learning Administrator

Description:

The Learning Administrator is responsible for defining learning offering, scheduling learning activities in the system.


• Define learning courses and design catalogues.

• Create/schedule learning activities.

As-Is roles

1. Managing learning offering and scheduling.



All Departments

PSD

PSCTesting Administrator / (CR)

Security Vetting Departments / (CR)

Human Resource Analyst – Recruitment

Recruiter / (CR)

Recruiting Approval Authority / (CR)

Learning Approval Authority / (CR)

IPA


PSC Only:Testing Administrator / (CR)

Description:

The Testing Administrator is responsible for administering examinations for recruitment and career progression in the system.


• Set up examinations for recruitment.

• Send examination notifications to candidates (including SMS & email).

• Administer examination grades and attendance.

• Publish examination grades (for career progression).

As-Is roles

1. Sending letter for examination candidates.

2. Publish examination grades (for career progression).


PSC Only:Security Vetting Departments / (CR)

Description:

The Security Vetting departments is responsible in handling security checks for all submitted candidates for all security vetting request.


• Handle security checks for all submitted candidates for all security vetting request and enter the result of security vetting in the system.

As-Is roles

1. Currently the Security Vetting departments consist of ACB, NCB, Police and ISD.


PSC Only:Human Resource Analyst – Recruitment

Description:

The Human Resource Analyst – Recruitment is responsible for assessing recruiting performance against the established standards in the system. This role does not have any task within GEMS.


• NA

As-Is roles

1. Analyzing recruiting performance.


PSC Only:Recruiter / (CR)

Description:

The Department Administrator is responsible for managing recruitment processes for the whole of Brunei Civil Service. Recruiters may be specific to each Department / Ministry to manage recruitment for that organization.


• Process recruitment from the creation of job openings to closing job requisitions.

As-Is roles

1. Handling recruiting for Brunei Civil Service.


PSC Only:Recruiting Approval Authority / (CR)

Description:

The Recruiting Approval Authority is responsible for approving job requisition requests and approving job offers to candidates.


• Approve job requisition requests.

• Approve job offers to candidates.

As-Is roles

1.Approving job opening request and job offers to candidates.

2.Highest authority in the recruitment management processes.


PSC Only:Learning Approval Authority / (CR)

Description:

The Learning Approval Authority is responsible for approving training request in the system.


• Approve training request in the system

As-Is roles

1. Approving training request .



All Departments

PSD

IPAIPA Learning Administrator

IPA Program Approver / (CR)

PSC


IPA Only:IPA Learning Administrator

Description:

The IPA Learning Administrator is responsible for administering IPA training programs and approve enrolment to IPA learning programs in the system.


• Administer IPA learning programs.

• Review and approve IPA learning program enrolment from departments.

As-Is roles

1. Administering IPA Learning Programs and enrolment.


IPA Only:IPA Program Approver / (CR)

Description:

The IPA Program Approver is responsible for approving IPA learning programs and contents in the system.


• Approve IPA learning programs and contents.

As-Is roles

1. Approving IPA learning programs.



Role Mapping Template


ACTIVITY: Role Mapping – Practice Run

Scenario 1

Hjh Suhaila works in PSD. Among her responsibilities is to administer LDP enrolment for employees which she received from ministries.

Scenario 2

Ali works in the Recruitment section of PSC. His jobs are to post job opening in the website and also send the job opening advertisement to Pelita Brunei.

Scenario 3

Salleh works at IPA. Among his tasks is managing absence information such as working days and holidays and generate absence report.


Role Mapping Template

Submit your Role Mapping document to the Change Management Team during the Change Management

Meeting.

You will report directly to the Change Management Team for this very

critical important activity


Role Mapping Template – Training Enrolment

The Project Team will use the Role Mapping document to roster relevant

staff to attend training courses mapped to their roles

Managing Absents Information

Approving Employee’s Leave

Application

Processing Staff Benefit Claims

Configuring Uniform Claims in GEMS

Managing Staff Recruitment


Timeline and Deadlines for Role Mapping


Timeline and Deadlines


Any Questions?

change network – role mapping for your department

Documents