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MaX Online System User Manual

Royal Civil Service Commission

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List of Abbreviation

1. CSIS: Civil Service Information System 2. GPMS: Government Performance Management System 3. MaX: Managing for Excellence 4. RCSC: Royal Civil Service Commission 5. HRO: Human Resource Officer

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Table of Contents

Introduction .................................................................................................................................. 4

SECTION A: CHIEF OF DIVISION .................................................................................................. 6

SECTION B: CIVIL SERVANTS (MaX User Perspective) ........................................................ 17

SECTION C: HR User Perspective ..................................................................................... 22

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Introduction

Managing for Excellence Online system has following three user categories:

Chief of Divisions

All Civil Servants_ MaX users (except O-Category)

HR Officers

All Executives will have viewing rights only Further, the system divides the performance planning process into three distinct phases:

1. Planning

2. Review

3. Evaluation

This manual will provide step-wise guide in planning, reviewing and evaluation of performance appraisal forms based on user type and as per the MaX cycle: 1. Chief of Division refer to Section A 2. All Civil Servants- MaX user (except O-Category) refer to Section B 3. HR Officers refer to Section C

Review December-February

Evaluation

June-July, ME -August-October

Planning

June-August

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Process Mapping for Managing for Excellence (MaX) online System

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SECTION A: CHIEF OF DIVISION

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Chief of Division:

Chief of Division/Officiating head will have the following roles:

Develop division output aligned to relevant objectives of the agencies;

Develop/edit/add competency behavior for employees under his/her division;

Assess section B of Appraisal forms with regard to performance planning and “submit”.

Note: There are three phases of MaX Cycle: 1. Planning, 2. Review; and 3. Evaluate and each has specific deadline and the page will be disabled after the deadline is over. Please note that Chief of Division/Officiating head will not be evaluated.

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A. Planning (July-August): STEP 1:

1. Go to RCSC website www.max.rcsc.gov.bt. or check

respective agency’s website for link to MaX online System

a. For login please use following credentials: 1. Employee ID as User Name 2. Date of Birth as Password

The login credentials are same for online leadership feedback system and MaX system. Forgot password

Click link below login page for reset of password. Keep information on CID number and DoB ready for password reset.

Your EID No and DoB shoud be same

as in CSIS

you will be prompted to change your password

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Step 2: On login, MaX system will automatically identify the chief/officiating Chief/Head based on information in CSIS. The chief /officiating Chief /head user will be re-directed to the following dashboard.

Add Division output and edit Competency Behavior for the employees under his/her Division The Chief/officiating Chief/Head user dashboard has the following options:

1. Manage Outputs The feature enables the user to create/edit/delete division level outputs. These outputs can be optionally linked to GPMS agency level objectives.

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You have option to pick

department/division objective from GPMS or include new

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2. Manage Competency Behaviors This feature enables the user to create/edit/delete competency behaviors. Certain competency behaviors are available by default for P & S level employees. The user can edit/delete these competency behaviors. Alternatively, the user can also add new competency behaviors.

3. My Appraisal Form This feature enables the user to do his/her own work planning. Please note Chief’s Appraisal form will not be evaluated

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4. Review Appraisal Forms of Employee: THIS PROCESS WILL ONLY START AFTER EMPLOYEES HAVE DEVELOPED THEIR ACTIVITIES WITH TARGET VALUES This feature enables the user to review the Performance Appraisal form (Section B-IWPs) of other employees in their division.

a. Employees List List of employees in the division

b. Appraisal Form

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On clicking the view form on the employees list, the following appraisal form is visible:

The user can review the form & mark the form as verified and submit B. Review Phase (December- February)

1. My Appraisal Form This feature enables the user to edit his/her own IWP in the review phase.

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2. Review Appraisal Forms of Employees

a. Employees List

b. Appraisal Form of Individual Employees

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C. Evaluation (August-September)

a. My Appraisal Form This feature enables the user enter the targets achieved & justification for his own IWP.

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b. Review Appraisal Forms of employees

1. Employees List

2. Appraisal Form of individual employee This feature enables the chief user to give scores & remark to an individual.

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SECTION B: CIVIL SERVANTS (MaX User Perspective)

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MaX User Perspective A. Planning (July-August): Step 1: Login

c. Go to RCSC website http://www.rcsc.gov.bt/en/ d. Go to Information System and Click link : MaX Online System: e. For login please use following credentials:

3. Employee ID as User Name 4. Date of Birth as Password

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Following dashboard will be displayed Dashboard

A. Planning Phase – My Appraisal Form (July-August) The MaX User Dashboard has the following options – This feature enables the user to plan performance target:

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B. Review Phase – My Appraisal Form (December-January) This feature enables the user to edit their IWP in the review phase

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C. Evaluation Phase – My Appraisal Form (August-September) This feature enables the user to enter the targets achieved & provide the justification in the evaluation phase.

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SECTION C: HR User Perspective

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HR User Perspective The HR user has the following additional features on their dashboard” 1. View Appraisal Forms (of your Agency) 2. Manage IWPs (of Agencies with No Chief)

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1. View Appraisal Forms (of your Agency) a. Employees List

The HR user can choose the appropriate division in the drop down list.

2. Appraisal Form On clicking View Form on the employees list, the appraisal form of the respective employee is displayed.

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3. Manage Appraisal forms (Services/Unit without Chief)

This feature enables the HR user to perform the function of the chief on behalf of the director/secretary for the employees in a division without chief.

The HR user can choose the appropriate division from the drop down list.

The rest of the features are similar to the chief’s dashboard (illustrated earlier).

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