GEMS BD TR Self Service Content v1.4

8/4/2019 GEMS BD TR Self Service Content v1.4

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Government Employee Management SGEMS)

Self-Service Booklet


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Preface

The Self-Service Booklet is a comprehensive reference manual that provides you with everything thatyou need to know about GEMS. The sections in this booklet are organized to provide you with agradual learning experience from understanding what GEMS is all about to knowing how to performyour work in the system.

If you have little or no knowledge of what GEMS is, you should start reading this booklet fromChapter 1 onwards. This will help you to obtain a better understanding of what GEMS is all aboutbefore 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 foryou 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 bookletbelow:

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

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

Tip:This symbol will give you some extra tips that you can use to help improve your

experience when using GEMS.


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ContentsPreface........................................................................................................................................................ 11. Introduction .......................................................................................................................................... 4

1.1 What GEMS means to you ............................................................................................................ 52. Getting Started with GEMS .................................................................................................................... 7

2.1 System Requirements .......................................................................................................................73. GEMS Key Features and Functionalities ............................................................................................... 8

3.1 Signing In and Out ............................................................................................................................ 83.2 Navigating In GEMS .......................................................................................................................11

4. Common Pages in GEMS ....................................................................................................................134.1. Accessing GEMS...........................................................................................................................134.2 Acessing Personal Information ...................................................................................................144.3 Updating Personal Information .......................................................................................................15

5. Helpful Hints and Tips ..........................................................................................................................165.1. Access Problems ...........................................................................................................................165.2. Login Problems ..............................................................................................................................16

6. Getting Help from GEMS Page ............................................................................................................176.1 Quick Guides ...................................................................................................................................186.2. Frequently Asked Questions ..........................................................................................................21

7. Self-Service Quick Guide Index ...........................................................................................................237.1 Common elements in a Quick Guide..............................................................................................237.2 Quick Guide Index Table ................................................................................................................24

8. Appendices ...........................................................................................................................................268.1 Appendix A : GEMS Information Website .......................................................................................26


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1. IntroductionThe Self-Service Booklet is a reference guide on how to use the Government EmployeeManagement 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 loanapplications, allowances, performance appraisals, training and promotions are reduced andeffectively managed online.

Timely and confident decisions on key business plans and actions can be made with thesupport of GEMS online inquiries and reporting capabilities.

Easy online access to comprehensive information on employment details such as jobvacancy and job application.


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1.1 What GEMS means to you

As a Self-Service user there are various online services that GEMS has to offer. The tables belowwill provide you with a brief overview of what each GEMS module is and how it can benefit you.

Release(R1 or R2)

Modules Description Examples of Benefits to You

R1 and R2 OrganizationManagement

Optimize yourmanagementprocesses in yourdepartments withpowerful online tools.

Online submission of PortalContent News, room booking.

Release(R1 or R2)

Modules Description Examples of Benefits to You

R1 Employee DataManagement

Employee data is storedcentrally in GEMS and isaccessible online at anytime to administratorsand decision makers.

Allows you to submit or edit yourpersonal informationelectronically.

EmployeeDeploymentManagement

Efficiently manage howemployees are deployedin your department,thereby reducing leadtime in allocating human

resource to key positionsin government.

View a list of helpful inductiondocuments to help you getstarted as a civil servant.


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R2 RecruitmentManagement

GEMS provide powerfuland comprehensiveonline tools for all your

hiring process needs.

Allows easy searching of jobsand to submit a job applicationonline.

Search for available job postingson the website

Fill in an online application formto sit for an exam after the examschedule has been announced.

AbsenceManagement

From the way we wouldlike to define andconfigure our absenceprocesses to actuallyperforming thoseprocesses, GEMS offersyou better and wider

control for all yourabsence managementneeds.

Manage your Check in and outtime online.

Apply, cancel or change yourleave application.

BenefitsManagement

Quickly and easily obtainimportant information tohelp you decide on thebenefits of youremployees.

View your entitled benefitsclaims.

Request for your benefits claimsonline & view the claims statusafter submission.

Apply for your entitled uniform &housing for rent claim.

View your pension request that

has been submitted by your LineManager.

PerformanceManagement

Managing performanceappraisal is made easierwith GEMS as it providesonline functionalities thatallows us to co-ordinate,conduct and monitor theperformance appraisalsof our employees.

Define your objectives andreview completed evaluationsonline.

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


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ComputerTo ensure a smooth experience when using GEMS your computer shouldhave the following minimum specifications :

Operating Systems : Windows 98, NT, 2000, XPCPU : Pentium 800 MHz or higherMemory: 128 MB of RAM or higherScreen Resolution: 1280 by 800 pixels

Web BrowserThe web browser to access GEMS is Microsoft Internet Explorer 6.0 andup.

2. Getting Started with GEMS

2.1SystemRequirements

Microsoft OfficeFor compatibility purposes use Microsoft Office 2000 and upwards with

GEMS.

Adobe PDF ReaderGEMS documents can be used with Adobe PDF Reader 5.0 andupwards.

Internet ConnectionPrimarily 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 anynetwork or Internet connection difficulties.


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3. GEMS Key Features and FunctionalitiesThis section is comprised of a set of guides that will help to enhance your technical skills toeffectively 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 signin to GEMS, you will need a GEMS User ID, which has been set as similar to your Identity CardNumber.

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.

2. Enter the GEMS URL (http://www.gems.gov.bn) at the address bar on the top of your browserwindow and press ENTER.

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Important:The systematic structure of GEMS security levels ensure that each User ID givesappropriate access to perform the functions required for your position. Therefore, itis your responsibility to keep your password confidential at all times.


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3. Enter your User ID and Password.

4. Click on the button (or press the ENTER key) to sign in to GEMS. The home page isdisplayed.

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Note:It is important to remember that password entered is case-sensitive. If you haveforgotten your password, contact the Help Desk at 2382407.

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


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Signing out of GEMS

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

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

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Important:If you navigate away from the GEMS page without signing out, you are still loggedin. The system will only log you off if you exit the browser. Therefore, do not leaveyour GEMS page unattended.

Tip:As GEMS has an idle timeout of 20 minutes, you will be automatically logged outafter 20 minutes of inactivity and all your unsaved work could be lost. Make a habitto 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 makefurther changes, you can return to the saved record at a later time and completeyour work.


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Go to your Worklist to check onany outstanding task thatyouneed to do in GEMS.

Cant remember how to do aGEMS process? Go to theGEMS Help Centre linkwhere you can find QuickGuides, FAQs andComputer Based TrainingTools to solve your problem.(See section 5c of thisbooklet)

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.

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

Menu


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Dont forget to Sign outwhen you are done inGEMS.

View your Self-Servicefunctionsthrough a list or awindow

Click on Home to go backto the main menu


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4. Common Pages in GEMSThe 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 someexamples of common tasks to perform in GEMS.

4.1. Accessing GEMS

Accessing GEMS AccessingPersonal

Information

1 2ProcessOverview

Updating PersonalInformation such as Name,Address, Phone numbers

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1 2 3

Self Service > Personal

Information Summary

4.1.1 Login to GEMS and clickon the Self Service link fromthe left navigation menu toaccess the Self Servicepage

4.1.2 On the Self Service page,

click on the PersonalInformation Summary toaccess your PersonalInformation page

4.1.3 You will be taken to thePersonal Information pagewhere you can view thefollowing information:- Name- Personal details- Addresses

- Phone Numbers- Emergency Contacts- Marital Status- Ethnic Groups

4.1.1

4.1.2

4.1.3

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


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4.2 Acessing Personal Information

Self Service > Personal Information Summary

4.2.1 From the PersonalInformation page,click on the Changehome/mailingaddress button.

4.2.2 You will be taken to

the Home andMailing Addresspage. Click the editbutton to change yourhome address.

4.2.3 Enter your newaddress into the fieldson the page. Do notforget to specify whenthe change will takeeffect.

4.2.4 Click on the Savebutton.You will be taken backto the PersonalInformation page.

4.2.1

4.2.3

4.2.4

4.2.2


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4.3 Updating Personal Information

Self Service > Personal Information Summary

1 2 3

4.3.1 From the PersonalInformation page, click onthe Change PhoneNumbers button. You willbe taken to the PhoneNumbers page.

4.3.2 To edit existing phonenumbers, type the new

phone number to replacethe existing one.

4.3.3 To delete a phone number,click on the correspondingDelete button.

4.3.4 To add a phone number,click on the Add a PhoneNumber button and enterthe details of the newnumber.

4.3.5 Choose the phone typeand insert the new phonenumber you want to add.Click the Save button whenyou are done.

4.3.1

4.3.2 4.3.3

4.3.4

4.3.5


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5. Helpful Hints and Tips

5.1. Access Problems

Problem ResolutionI cannot access to GEMS Please ensure that you are connected to the network.

Check that you LAN cable is plugged into yourcomputer and that you are logged on to the network.

While logged on to the network, Iget one of the error messagesbelow :

Cannot find server or DNSerror

DNS resolution failureencountered Page Not Found Can not Find Website Unknown Host File Not Found

Please check that the URL you entered is correct. Ifthe URL is correct and you are sure that you enteredthe correct password but still cannot login to GEMS,please contact your HR Administrator.

5.2. Login Problems

Problem ResolutionAt the GEMS Login Page, I getone of the error messages below:

User ID and Password arerequired.

Your User ID and/orPassword are invalid.

To login to GEMS, please enter your User ID andPassword at the GEMS Login Page. Then click on the

Sign In button.

The most common cause of login problem isINCORRECT password. Note that password enteredis case sensitive. If you have forgotten yourpassword, please contact the Help Desk at 2382407.


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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 GEMShomepage.

2. The GEMS Help Centre page will be displayed.

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The GEMS Help Centre page will provide you as a Self-Service User with the followingperformance support tools: Frequently Asked Questions (FAQ) Quick Guides

6.1 Quick Guides

The quick guides have been designed as quick-reference job aids for users in managing GEMSonline processes. These quick guides are downloadable in PDF format.

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.

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Note:The GEMS help centre page will be displayed separately from the GEMS homepage. This will allow you to do your work whilst in the Help centre.

Tip:Your computer must have the Adobe Acrobat Reader in order to view files saved inPDF format. This reader can be easily downloaded from the internet.


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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.

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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.

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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. Select a question.

2. You will immediately be navigated to the answer.

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Tip:If you are not able to find your question here, kindly mail your inquiry to GEMS

email : [email protected] or call the Help Desk at238 2407.

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


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7. Self-Service Quick Guide Index

This section is an index of all Quick Guides available for Self-Service Users. Use this section tounderstand

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 donefor a particular process that you choose to perform in GEMS. Provided below are common elementsused in each quick guide:

ProcessOverview

1 2 3

1 2 3

Process Overview Arrow is the first thing to look for. Itwill show you a summary of all the steps required to

complete the process.

Step Sequence will allow you to understand the order ofthe steps that needs to be done for the entire process tobe complete.

The dark coloured box will display all the actions that areneeded to complete the particular step.

This is the menu path which will direct you to the

GEMS page to complete a particular step.

Sub-steps have a corresponding redbox that is labeled to help you

quickly understand what needs tobe done.

Self Service > Benefits >Claim/Application Request >

Claim/Application Request


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7.2 Quick Guide Index Table

Module Quick Guide Shows How To1.0OrganisationManagement

Portal Content News Submit Portal Content News in GEMSManaging RoomBookings

Initiate a room booking by checking the room availabilityand cancel booking requests

Managing Staff Survey Fill in a survey

2.0RecruitmentManagement

Applying for Job SelfService

Search for jobs to apply and submit an onlineapplication

Examination (for CareerProgression)

Fill in an application form to sit for an exam

Searching for Jobs SelfService

Search any available job postings on the website

3.0 Employee

DataManagement

Update Employee

Information

Update personal and dependent information through

Employee Self Service

4.0 EmployeeDeploymentManagement

Induction View a list of useful induction documents to read

5.0 AbsenceManagement

Requesting andApproving Leave

Request, Cancel or make necessary amendments totheir leave application online

Time Tracking Manage the check in/ check out time.

6.0 BenefitsManagement

Process Claim (FixedAllowance)_E

Request for a Fixed Allowance Claim within GEMS

Process Claim(Tambang Haji)_E

Request for a Tambang Haji Allowance

Process Claim FS-(EducationAllowance)_E

Request for a Financial Service Claim- EducationAllowance

Process Claim FS-(Loan)_E

Request for a Finance Service Claim- Loans

Process Claim FS-(Pension & GratuityClaim)_E

View the status of the type of pension gratuity that hasbeen submitted by the Line Manager.

Process Claim Running

Mileage_E

Request and view status of Running Mileage Allowance

Process Claim UtilitiesClaim_E

Request and view status for Utilities Claims

Process Claim FS-(Uniform Claim)_E

Request for entitled uniform and view status of uniformclaim.

View or Apply forClaim_E

View entitlement, apply for the claims and view thestatus of the claims.


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7.2 Quick Guide Table (Contd)

7.0 Employee

DevelopmentManagement

Requesting Learner

Enrolment andRegistration (L)

Review a list of course information and the available of

course session as well as review the statues of thecourses session enrolment request and approval status.

Evaluating Courses (L) Evaluate the training course and course instructorprovided that the feedback form is attached to theparticular course.

8.0PerformanceManagement

Evaluating EmployeePerformance (E)

Define your own objectives as an employee and reviewyour completed evaluation made by your ePerformanceManager in GEMS.


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8. Appendices8.1 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 latestprogress of the project to upcoming event highlights.

Below are some examples of what you can do with the website:

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

Grab any publication ofGEMS pamphlets,newsletters and postersfrom Pro ect Downloads.

Make use of the websites FAQ (FrequentlyAsked Questions) section to see if yourconcerns have been answered.

Get familiar with GEMS, thefunctionalities that it has to offer you, how

and when it will be implemented. Youcan find them at the About GEMSnavigation link.

Keep yourself informed ofwhat to expect in thefollowing months by keepingan eye for events at ourUpcoming events window.


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