Government Employee Management System (GEMS) Self-Service Booklet

Preface
The Self-Service Booklet is a comprehensive reference manual that provides you with everything that you need to know about GEMS. The sections in this booklet are organized to provide you with a gradual learning experience from understanding what GEMS is all about to knowing how to perform your work in the system. If you have little or no knowledge of what GEMS is, you should start reading this booklet from Chapter 1 onwards. This will help you to obtain a better understanding of what GEMS is all about before getting into the actual details of how you can perform your work in the system. We highly recommend that you keep this booklet in a safe and secure location where it is easy for you to find and refer to at any time that you wish. Before you begin, kindly refer to the common symbols that will be used throughout this booklet below:

Note: This symbol provides you with additional information that will be useful for you to know.

Important: This symbol provides you with important information that you MUST know. Ensure that you read, understand and remember the information that comes with this symbol.

Tip: This symbol will give you some extra tips that you can use to help improve your experience when using GEMS.

Contents
Preface........................................................................................................................................................1 1. Introduction ..........................................................................................................................................4 1.1 What GEMS means to you ............................................................................................................5 2. Getting Started with GEMS ....................................................................................................................7 2.1 System Requirements.......................................................................................................................7 3. GEMS Key Features and Functionalities ...............................................................................................8 3.1 Signing In and Out ............................................................................................................................8 3.2 Navigating In GEMS .......................................................................................................................11 4. Common Pages in GEMS ....................................................................................................................13 4.1. Accessing GEMS ...........................................................................................................................13 4.2 Acessing Personal Information ...................................................................................................14 4.3 Updating Personal Information .......................................................................................................15 5. Helpful Hints and Tips ..........................................................................................................................16 5.1. Access Problems ...........................................................................................................................16 5.2. Login Problems ..............................................................................................................................16 6. Getting Help from GEMS Page ............................................................................................................17 6.1 Quick Guides...................................................................................................................................18 6.2. Frequently Asked Questions ..........................................................................................................21 7. Self-Service Quick Guide Index ...........................................................................................................23 7.1 Common elements in a Quick Guide ..............................................................................................23 7.2 Quick Guide Index Table ................................................................................................................24 8. Appendices ...........................................................................................................................................26 8.1 Appendix A : GEMS Information Website .......................................................................................26

1. Introduction
The Self-Service Booklet is a reference guide on how to use the Government Employee Management System (GEMS). We recommend that you read this guide to ensure that you have all the information you need to get started on using the GEMS application. This booklet contains the following topics: What is required to use GEMS Getting Started with GEMS GEMS Key Features and Functionalities Common Pages in GEMS Helpful hints and tips Getting help from GEMS page Self-Service Quick Guide Index General Benefits of GEMS Submit leave applications, check status of benefits entitlement, car and house loan applications, allowances, performance appraisals, training and promotions are reduced and effectively managed online. Timely and confident decisions on key business plans and actions can be made with the support of GEMS online inquiries and reporting capabilities. Easy online access to comprehensive information on employment details such as job vacancy and job application.

1.1 What GEMS means to you As a Self-Service user there are various online services that GEMS has to offer. The tables below will provide you with a brief overview of what each GEMS module is and how it can benefit you. Release (R1 or R2) R1 and R2 Modules Organization Management Description Optimize your management processes in your departments with powerful online tools. Examples of Benefits to You Online submission of Portal Content News, room booking.

Release Modules (R1 or R2) R1 Employee Data Management

Description Employee data is stored centrally in GEMS and is accessible online at any time to administrators and decision makers. Efficiently manage how employees are deployed in your department, thereby reducing lead time in allocating human resource to key positions in government.

Examples of Benefits to You Allows you to submit or edit your personal information electronically.

Employee Deployment Management

View a list of helpful induction documents to help you get started as a civil servant.

R2

Recruitment Management

GEMS provide powerful and comprehensive online tools for all your hiring process needs.

Absence Management

Benefits Management

From the way we would like to define and configure our absence processes to actually performing those processes, GEMS offers you better and wider control for all your absence management needs. Quickly and easily obtain important information to help you decide on the benefits of your employees.

Allows easy searching of jobs and to submit a job application online. Search for available job postings on the website Fill in an online application form to sit for an exam after the exam schedule has been announced. Manage your Check in and out time online. Apply, cancel or change your leave application.

Performance Management

Managing performance appraisal is made easier with GEMS as it provides online functionalities that allows us to co-ordinate, conduct and monitor the performance appraisals of our employees.

View your entitled benefits claims. Request for your benefits claims online & view the claims status after submission. Apply for your entitled uniform & housing for rent claim. View your pension request that has been submitted by your Line Manager. Define your objectives and review completed evaluations online.

Note: Want to know more about GEMS? Visit the GEMS Information Website and go to About GEMS (http://jpa.gov.bn/gems/EN/background.htm)

2. Getting Started with GEMS

2.1SystemRequirements

Computer To ensure a smooth experience when using GEMS your computer should have the following minimum specifications : Operating Systems : Windows 98, NT, 2000, XP CPU : Pentium 800 MHz or higher Memory: 128 MB of RAM or higher Screen Resolution: 1280 by 800 pixels

Web Browser The web browser to access GEMS is Microsoft Internet Explorer 6.0 and up.

Microsoft Office For compatibility purposes use Microsoft Office 2000 and upwards with GEMS.

Adobe PDF Reader GEMS documents can be used with Adobe PDF Reader 5.0 and upwards.

Internet Connection Primarily all staff will access GEMS through E-government (EG) Bandwidth. This means that you will need to be at your office to enter GEMS.

Tip: Please refer to Chapter 6 for some Helpful Hints and Tips should you encounter any network or Internet connection difficulties.

3. GEMS Key Features and Functionalities

This section is comprised of a set of guides that will help to enhance your technical skills to effectively use GEMS for your daily work. The following topics will be covered in this section: Signing In and Out Navigating In GEMS

3.1 Signing In and Out This section provides you with a step by step guide on how to sign in or sign out of GEMS. To sign in to GEMS, you will need a GEMS User ID, which has been set as similar to your Identity Card Number. Important: The systematic structure of GEMS security levels ensure that each User ID gives appropriate access to perform the functions required for your position. Therefore, it is your responsibility to keep your password confidential at all times. Anyone with GEMS login and/or password issue can contact Help Desk for assistance.

Signing in to GEMS

1. Launch your Microsoft Internet Explorer web browser. 1 2. Enter the GEMS URL (http://www.gems.gov.bn) at the address bar on the top of your browser window and press ENTER.

3. Enter your User ID and Password.

Note: It is important to remember that password entered is case-sensitive. If you have forgotten your password, contact the Help Desk at 2382407. 4. Click on the displayed. button (or press the ENTER key) to sign in to GEMS. The home page is

Tip: For convenience, you may want to resize the browser window to best accommodate the contents on the GEMS page, or press F11 to put the window into full screen mode.

Signing out of GEMS Important: If you navigate away from the GEMS page without signing out, you are still logged in. The system will only log you off if you exit the browser. Therefore, do not leave your GEMS page unattended.

1. Click the

link in the banner at the top right of the page.

1

2. If you have unsaved changes, you will be presented with an unsaved data dialog box. If you click , you will return to the page. To sign out without saving your changes, click the button.

Tip: As GEMS has an idle timeout of 20 minutes, you will be automatically logged out after 20 minutes of inactivity and all your unsaved work could be lost. Make a habit to save your work regularly every 15 minutes in GEMS to avoid this situation.

Note: It is important to remember saving any changes before signing out. To make further changes, you can return to the saved record at a later time and complete your work.

3.2 Navigating In GEMS This section will cover the basic information that you will need to know once you sign in to GEMS. In GEMS, the menu of available functions is always available on the left edge of the page.

Go to your Worklist to check on any outstanding task that you need to do in GEMS.

Menu

Cant remember how to do a GEMS process? Go to the GEMS Help Centre link where you can find Quick Guides, FAQs and Computer Based Training Tools to solve your problem. (See section 5c of this booklet)

Use the vertical Menu bar for easy viewing and selection of what you would like to do in GEMS.

Click on Home to go back to the main menu Dont forget to Sign out when you are done in GEMS. View your Self-Service functions through a list or a window

4. Common Pages in GEMS

The Personal Information Summary page allows you to update your name, address, phone numbers, emergency contacts, email address and marital status and ethnic group. Provided below are some examples of common tasks to perform in GEMS.
Process Overview 1
Accessing GEMS

2
Accessing Personal Information

3
Updating Personal Information such as Name, Address, Phone numbers

4.1. Accessing GEMS

3
4.1.1

Self Service > Personal Information Summary

4.1.1 Login to GEMS and click on the Self Service link from the left navigation menu to access the Self Service page 4.1.2 On the Self Service page, click on the Personal Information Summary to access your Personal Information page 4.1.3 You will be taken to the Personal Information page where you can view the following information: - Name - Personal details - Addresses - Phone Numbers - Emergency Contacts - Marital Status - Ethnic Groups

4.1.2

4.1.3

For each type of information that you can edit, you will find a yellow button labeled Change [Personal Information]

4.2 Acessing Personal Information Self Service > Personal Information Summary

4.2.1 From the Personal Information page, click on the Change home/mailing address button. 4.2.2 You will be taken to the Home and Mailing Address page. Click the edit button to change your home address. 4.2.3 Enter your new address into the fields on the page. Do not forget to specify when the change will take effect. 4.2.4 Click on the Save button. You will be taken back to the Personal Information page.

4.2.1

4.2.2

4.2.3

4.2.4

4.3 Updating Personal Information

Self Service > Personal Information Summary 4.3.1 From the Personal Information page, click on the Change Phone Numbers button. You will be taken to the Phone Numbers page. 4.3.2 To edit existing phone numbers, type the new phone number to replace the existing one. 4.3.3 To delete a phone number, click on the corresponding Delete button.
4.3.4 4.3.2 4.3.3

4.3.1

4.3.4 To add a phone number, click on the Add a Phone Number button and enter the details of the new number. 4.3.5 Choose the phone type and insert the new phone number you want to add. Click the Save button when you are done.

4.3.5

5. Helpful Hints and Tips 5.1. Access Problems Problem I cannot access to GEMS Resolution Please ensure that you are connected to the network. Check that you LAN cable is plugged into your computer and that you are logged on to the network. Please check that the URL you entered is correct. If the URL is correct and you are sure that you entered the correct password but still cannot login to GEMS, please contact your HR Administrator.

While logged on to the network, I get one of the error messages below : Cannot find server or DNS error DNS resolution failure encountered Page Not Found Can not Find Website Unknown Host File Not Found 5.2. Login Problems Problem At the GEMS Login Page, I get one of the error messages below: User ID and Password are required. Your User ID and/or Password are invalid.

Resolution To login to GEMS, please enter your User ID and Password at the GEMS Login Page. Then click on the Sign In button. The most common cause of login problem is INCORRECT password. Note that password entered is case sensitive. If you have forgotten your password, please contact the Help Desk at 2382407.

6. Getting Help from GEMS Page This section will guide you on how to access the GEMS Help Centre page whenever you need help while you are working in a GEMS page. 1. To access the GEMS Help Centre page, click on the link at the upper right corner of the GEMS homepage.

2. The GEMS Help Centre page will be displayed.

The GEMS Help Centre page will provide you as a Self-Service User with the following performance support tools: Frequently Asked Questions (FAQ) Quick Guides Note: The GEMS help centre page will be displayed separately from the GEMS home page. This will allow you to do your work whilst in the Help centre. 6.1 Quick Guides The quick guides have been designed as quick-reference job aids for users in managing GEMS online processes. These quick guides are downloadable in PDF format. Tip: Your computer must have the Adobe Acrobat Reader in order to view files saved in PDF format. This reader can be easily downloaded from the internet.

1. To access the Quick Guides page, click on the Quick Guides link. 2. Select a module, the role, and finally the Quick Guide name, and click Go.

3. To save the Quick Guide to your computer, Click Save, and select the desired destination. 4. You will be able to rename the document, if you want to. Click Save.

5. Once the download is complete, click on the Open button to view the Quick Guide.

6. To use the Quick Guide Finder, simply a Quick Guide key word and click download.

6.2. Frequently Asked Questions This section comprised of a series of compiled questions that have often been raised by users. Here, you will be able to search for any questions that are similar to the issues that you have encountered. 1. To access the Frequently Asked Questions page, click on the FAQ link.
1

1. Select a question. 2. You will immediately be navigated to the answer.

Tip: If you are not able to find your question here, kindly mail your inquiry to GEMS email : gems@psd.gov.bn or call the Help Desk at 238 2407.

Note: The CBT lessons are only created for HR Specialist roles, therefore the CBT link in the HEMS Help Center page will not be relevant to the Self-Service user.

7. Self-Service Quick Guide Index This section is an index of all Quick Guides available for Self-Service Users. Use this section to understand The common elements used in each quick guide What quick guides are available to Self-Service employees. Where those quick guides are 7.1 Common elements in a Quick Guide Each quick guide follows a common set of guidelines to help you understand what needs to be done for a particular process that you choose to perform in GEMS. Provided below are common elements used in each quick guide:

Process Overview

Process Overview Arrow is the first thing to look for. It will show you a summary of all the steps required to complete the process. Step Sequence will allow you to understand the order of the steps that needs to be done for the entire process to be complete. The dark coloured box will display all the actions that are needed to complete the particular step.

Self Service > Benefits > Claim/Application Request > Claim/Application Request

This is the menu path which will direct you to the GEMS page to complete a particular step.

Sub-steps have a corresponding red box that is labeled to help you quickly understand what needs to be done.


7.2 Quick Guide Index Table Module 1.0 Organisation Management 2.0 Recruitment Management Quick Guide Portal Content News Managing Room Bookings Managing Staff Survey Applying for Job Self Service Examination (for Career Progression) Searching for Jobs Self Service Update Employee Information Induction Shows How To Submit Portal Content News in GEMS Initiate a room booking by checking the room availability and cancel booking requests Fill in a survey Search for jobs to apply and submit an online application Fill in an application form to sit for an exam Search any available job postings on the website Update personal and dependent information through Employee Self Service View a list of useful induction documents to read

3.0 Employee Data Management 4.0 Employee Deployment Management 5.0 Absence Management

Requesting and Approving Leave Time Tracking

Request, Cancel or make necessary amendments to their leave application online Manage the check in/ check out time. Request for a Fixed Allowance Claim within GEMS Request for a Tambang Haji Allowance Request for a Financial Service Claim- Education Allowance Request for a Finance Service Claim- Loans View the status of the type of pension gratuity that has been submitted by the Line Manager. Request and view status of Running Mileage Allowance Request and view status for Utilities Claims Request for entitled uniform and view status of uniform claim. View entitlement, apply for the claims and view the status of the claims.

6.0 Benefits Management

Process Claim (Fixed Allowance)_E Process Claim (Tambang Haji)_E Process Claim FS(Education Allowance)_E Process Claim FS(Loan)_E Process Claim FS(Pension & Gratuity Claim)_E Process Claim Running Mileage_E Process Claim Utilities Claim_E Process Claim FS(Uniform Claim)_E View or Apply for Claim_E

7.2 Quick Guide Table (Contd) 7.0 Employee Development Management Requesting Learner Enrolment and Registration (L) Evaluating Courses (L) Review a list of course information and the available of course session as well as review the statues of the courses session enrolment request and approval status. Evaluate the training course and course instructor provided that the feedback form is attached to the particular course. Define your own objectives as an employee and review your completed evaluation made by your ePerformance Manager in GEMS.

8.0 Performance Management

Evaluating Employee Performance (E)

8. Appendices
8.1 Appendix A : GEMS Information Website

If you like to know about GEMS, visit the GEMS Information Website at http://jpa.gov.bn/gems. This external website provides you with everything you need to know about GEMS, from the latest progress of the project to upcoming event highlights. Below are some examples of what you can do with the website:

Grab any publication of GEMS pamphlets, newsletters and posters from Project Downloads.

Keep yourself informed of what to expect in the following months by keeping an eye for events at our Upcoming events window.

Get familiar with GEMS, the functionalities that it has to offer you, how and when it will be implemented. You can find them at the About GEMS navigation link.

Make use of the websites FAQ (Frequently Asked Questions) section to see if your concerns have been answered.

* Find out more at http://jpa.gov.bn/gems/EN/background.htm