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Software Requirements Specification: CSIS Enhancement Phase III
Version: 0.5 Release Date: 15 May, 2015
CSIS Enhancement Phase III
CSIS Enhancement III Last Updated: 2015.05.15 17:54 Page 2 of 32
Change History
Version Date Author Remarks
0.1 Draft 25.04.15 Kuenga Zam Initial draft release
0.2 Draft 27.04.15 Kuenga Zam • Update of Change in University
Requirement
• Remove Provision for Royal
Audience ( to be kept on google
docs)
• Addition of combined page
requirement
• Modification on Notification
• Incorporation of Secondment
detail
• Incorporation of Non-functional
requirement
0.3 Draft 11.05.15 Kuenga Zam
Khando
• Master Data cleaning and
standardization
• Information correction module
0.4 Draft 11.05.15 Gaki Tshering • Edition
0.5 Draft 13.05.15 Gaki Tshering • Mobile interface / linkage
• Management dashboard under
notification
15.5.15 Gaki Tshering • Added Volunteer –
Endorse/Revoke from RCSC side
CSIS Enhancement Phase III
CSIS Enhancement III Last Updated: 2015.05.15 17:54 Page 3 of 32
Core Team Review
Division Reviewer Date Sign-Off
HRMD Sangay Thinley, Offtg. Chief,
HRMD
Tseten Wangyel, Sr. HRO, HRMD
HRDD Tshering Lham, Offtg. Chief HRDD
IT Team Review
Reviewer Date Sign-Off
Gaki Tshering,Offtg. Chief MISD
Pelden Choeda, Sr. ICT Officer
Kuenga Zam, ICT Officer
Rigzin Namgay Tamang, ICT Officer
Khando ICT Officer
CSIS Enhancement Phase III
CSIS Enhancement III Last Updated: 2015.05.15 17:54 Page 4 of 32
Contents Change History ............................................................................................................... 2
Core Team Review .......................................................................................................... 3
IT Team Review .............................................................................................................. 3
Contents ........................................................................................................................ 4
1. Overview .............................................................................................................. 5
1.1. Project Objective ................................................................................................ 5
1.2. Terminology ....................................................................................................... 5
2. Users and Access Matrix ......................................................................................... 6
2.1. Users................................................................................................................. 6
3. Human Resource Development Division (Requirement) ............................................... 7
3.1. Long term training .............................................................................................. 7
3.2. Short Term Training .......................................................................................... 10
4. Human Resources Management Division (Requirements) .......................................... 11
4.1. Recruitment ..................................................................................................... 11
4.2. Transfer ........................................................................................................... 13
4.3. Promotion ........................................................................................................ 17
4.4. Secondment ..................................................................................................... 18
4.5. Separation ....................................................................................................... 19
4.6. Leave .............................................................................................................. 19
4.7. PE Rating ......................................................................................................... 20
5. New provision for special position title .................................................................... 21
6. Cross cutting for all HRM Processes ........................................................................ 21
6.1. Standard Letter: .................................................................................................. 21
7. Cross cutting across all division ............................................................................. 22
7.1. Notification and mailing system .......................................................................... 22
7.1.1. Improvement on the present notification: ......................................................... 22
7.2. Information Correction online application ................................................................ 26
8. Non-Functional (Technical) .................................................................................... 30
CSIS Enhancement Phase III
CSIS Enhancement III Last Updated: 2015.05.15 17:54 Page 5 of 32
1. Overview
1.1. Project Objective
The CSIS Enhancement Phase III has the following objectives:
1. Streamline HR processes in CSIS as per the evolving needs of the civil service 2. Transfer ownership of CV information to individual civil servants by giving them provision
to notify incorrect and incomplete information in the CSIS
3. Incorporate monitoring reports in the form of regular pop-ups and email reminders as well as notifications panel
4. User friendly and flexibility to add and delete records as per access delegations. 5. Development of APIs to facilitate information flow between systems such as Census for
decentralized recruitments starting July 2016 and BCSE Exam systems to CSIS.
6. Ensure compliance and uniform application of rules by enforcing CSIS-generated standard letters
7. Improve on non-functional aspects such as security, accountability, user friendliness, performance, master standardization and data cleanup
1.2. Terminology
Term Definition
Agency Refers to any governmental agency such as
Ministries, Autonomous Agencies and Dzongkhags.
RCSC Royal Civil Service Commission
CSIS Civil Service Information System. The online HR
information system managed by the RCSC.
MISD Management Information Service Division
HRMD Human Resource Management Division
HRDD Human Resource Development Division
Where information fields are specified with an asterisk (*), the field is mandatory.
Field Description
<Field Name>* <Field description>
CSIS Enhancement Phase III
CSIS Enhancement III Last Updated: 2015.05.15 17:54 Page 6 of 32
2. Users and Access Matrix
2.1. Users There will be the following user categories:
• Agency HR Officers/Admin Asst. (AHRO)
o These are HR Officers or Admin Asst. representing the Agency to which they
belong. Responsible for the entry and processing all HR related activities in the
CSIS.
• HRDD-RCSC
o These are working Focal HR Officers/ Admin Asst. at RCSC responsible for the
approval and processing of processes related to human resources development in
the CSIS.
• HRMD-RCSC
o These are working Focal HR Officers/ Admin Asst. at RCSC responsible for the
approval and processing of processes related to human resources management
(Recruitment, Transfer, Promotion, Secondment, Separation etc..) in the CSIS.
• EMD-RCSC
o These are working Focal HR Officers at RCSC responsible for the approval and
processing of all HR action related to Executives, Specialists and P1 level.
• System Administrators (SA)
o These are IT Administrators responsible for system-level setups and
administration.
CSIS Enhancement Phase III
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3. Human Resource Development Division Requirements
3.1. Long term training
3.1.1. Edit/Delete facility for Long term proposal for AHRO
Current Situation
There are case where the HROs of the agency makes mistake when feeding in the
information on long-term proposal through system. To rectify the mistake even if it
is small in nature, they need to re-submit a new proposal in the system. This has
created confusion at the RCSC’s end on which proposal to accept and which to
reject unless communicated by phone or mail by the proposing agency which
increases the administrative burden.
Proposed System
An Edit facility for the uploaded proposal is to be created for the AHRO. The AHRO
should be allowed to edit the proposal until the time HRDD-RCSC acknowledges the
proposal. Once the acknowledge is being done by HRDD-RCSC the edit facility for
that particular proposal should be disabled.
Following are some system changes:
1) Upload Nominee Details Page:
A new feature of search by TrackID is to be added to enable editing of that
particular proposal put forward by the AHRO. Validation should be added such that
the AHRO is allowed to edit only trackID pertaining to his Agency.
CSIS Enhancement Phase III
CSIS Enhancement III
2) Acknowledge Nomination and View Nominee Details Page
The existing two pages of Acknowledge Nomination and View Nominee details page
are to be collapsed and combined to form one single page.
2) Acknowledge Nomination and View Nominee Details Page
The existing two pages of Acknowledge Nomination and View Nominee details page
are to be collapsed and combined to form one single page.
The existing two pages of Acknowledge Nomination and View Nominee details page
CSIS Enhancement Phase III
CSIS Enhancement III Last Updated: 2015.05.15 17:54 Page 9 of 32
3.1.2. Update Letter Of Award (LOA)
Current Situation
The present system already have a LOA, despite having this HRDD have been
preparing separate LOA manually increasing the workload. One of the reasons being
over time the LOA has changed and has not been updated in the system.
Proposed System
Update the LOA as per the new LOA format (Annexure 1).
3.1.3. Capture Implementing agency of the employee
Current Situation
In the present system during the process of Long term training as well as short
term training the Agency of the employee is not captured. It becomes difficult
when we require reports on how many training has been implemented by that
particular agency during a particular time.
Proposed System
Have an extra column in the present short-term and long-term training table to
capture the working agency of the employee during the processing of the training.
3.1.4. Reports
3.1.4.1. Training summary (Undergoing/Completed) by Country, Course
level, Funding & Agency Wise.
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3.2. Short Term Training
3.2.1. Decentralization of Short term training Institute and Funding masters
Current Situation
Currently both the Long term and the short term training share the same institute
master and funding master. Which is being centrally being maintained by MISD, RCSC.
Short term training being decentralized, the AHRO are not able to update some training
details due to the institute not in the Master list or they are being update under ‘Others’.
Which does not give any meaningful reports and also handicaps the AHRO in timely
updates of short term trainings.
Proposed System
Instead of having a Master for short term training, it is proposed to have free text both
for funding and Institute for the AHRO to enter. The old data are to be migrated and the
short term institutes are to be removed from the Long term institute master to reduce
the list of Long term institute master.
3.2.2. Reports
3.2.2.1. Short term training summary
3.2.2.2. Short term training list
CSIS Enhancement Phase III
CSIS Enhancement III
4. Human Resources Management Division
4.1. Recruitment
4.1.1. API to link to G2C to pull civil data from
recruitment and contract recruitment
Current Situation
Currently, the AHRO on recruitment of an employee has to
details of the employee who has
errors in the system.
Proposed System
It is proposed that instead of having to manually enter the details we could leverage on
using the bio-data provided by G2C.
G2C database and feed into CSIS during recruitment of
of Bhutanese contract. Upon filling up of CID of the candidate by t
candidate’s bio-data should auto populate
whether the auto populated bio
the same needs to be completed by the AHRO.
4.1.2. Improvement for Recruitment Through BCSE and P5 Recruitment
(B.EdTeachers).
Current Situation
Graduates enter their information in Online Bhutan Civil Service Examination
System. If they pass the exam their details are migrated into the Civil Service
Information System manually using excel as the in
technical personnel to be present at all times duri
and prone to errors.
Resources Management Division Requirements
2C to pull civil data from MoHCA (for S1 and below
and contract recruitment).
the AHRO on recruitment of an employee has to manually enter the
of the employee who has been selected. Manual input increases the workload and
nstead of having to manually enter the details we could leverage on
data provided by G2C. An API needs to be developed to pull data f
into CSIS during recruitment of S1 and Below and
. Upon filling up of CID of the candidate by the AH
data should auto populate. On submission, a pop-up asking confirmation
whether the auto populated bio-data and the details on the application form
completed by the AHRO.
Improvement for Recruitment Through BCSE and P5 Recruitment
Graduates enter their information in Online Bhutan Civil Service Examination
the exam their details are migrated into the Civil Service
Information System manually using excel as the interface. This
technical personnel to be present at all times during migration which is not ideal
Requirements
(for S1 and below
manually enter the bio-data
the workload and
nstead of having to manually enter the details we could leverage on
to be developed to pull data from the
and Recruitment
he AHRO, the
asking confirmation
data and the details on the application form are one and
Improvement for Recruitment Through BCSE and P5 Recruitment
Graduates enter their information in Online Bhutan Civil Service Examination
the exam their details are migrated into the Civil Service
requires the
ng migration which is not ideal
CSIS Enhancement Phase III
CSIS Enhancement III
Proposed System
It is proposed that a web API be developed to integrate t
within the RCSC intranet.
Further for smooth integration of the system
will need to share similar codes. The MISD technical team will pr
this syncing.
CSIS should be able to extract details of the selected graduates from the BCSE
system through the API with no human interface.
4.1.3. Save as Draft/Edit/Delete
Current Situation
S1 and Below Recruitment
provision to save as draft,
internet speed in some agency, the pages
the AHRO to re-enter the who
administrative burden.
Proposed System
1. The option to have save as draftfollowing pages: S1 and Below Recruitment and contract (National/Expatriates)
Employment form. The details of the uploade
and will not appear in the HRMD
submitted the AHRO will not be able to Edit or Delete the data.
button, have a confirmation
2. To edit and submit the employees detaildetails that has already been submitted, a
employee is to be created for the AHRO
edit/delete the details of the employees
endorse/revoke application
RCSC the edit/delete facility for that particular
It is proposed that a web API be developed to integrate the BCSE and CSIS
smooth integration of the system, the master data of the two systems
will need to share similar codes. The MISD technical team will provide assistance in
CSIS should be able to extract details of the selected graduates from the BCSE
system through the API with no human interface.
/Delete facility:
S1 and Below Recruitment and contract (National/Expatriates) pages
provision to save as draft, edit or delete. Due to the long procedure and low
internet speed in some agency, the pages time out before the submission
enter the whole process, increasing the process time and
The option to have save as draft/edit and delete facility for AHRO
ages: S1 and Below Recruitment and contract (National/Expatriates)
The details of the uploaded employees will be sav
and will not appear in the HRMD-RCSC users side unless Submitted.
submitted the AHRO will not be able to Edit or Delete the data. On click on any
confirmation pop up before the transaction takes effect.
the employees detail in Save Draft and to also Edit/ Delete
details that has already been submitted, an Edit/Delete facility for the uploaded
is to be created for the AHRO. The AHRO should be allowed to
details of the employees until the time HRMD
endorse/revoke application. Once the endorse/revoke is being done by HR
facility for that particular employee should be disabled.
he BCSE and CSIS systems
the master data of the two systems
ovide assistance in
CSIS should be able to extract details of the selected graduates from the BCSE
pages do not have
ue to the long procedure and low
time out before the submission, having
he process time and
AHRO in the
ages: S1 and Below Recruitment and contract (National/Expatriates)
d employees will be saved as draft
RCSC users side unless Submitted. Once
On click on any
pop up before the transaction takes effect.
in Save Draft and to also Edit/ Delete
facility for the uploaded
. The AHRO should be allowed to
until the time HRMD-RCSC
is being done by HRMD-
should be disabled.
CSIS Enhancement Phase III
CSIS Enhancement III Last Updated: 2015.05.15 17:54 Page 13 of 32
4.1.4. Volunteer
Current Situation
Currently the CSIS system has provisions to capture the process of recruiting
Volunteers which is not being used anymore and have become redundant. A
separate Excel is being maintained by HRM Division to record Volunteer information.
Proposed Situation
The proposal is to limit processes for Volunteers to the following and remove rest of
the processes:
• Capture Volunteer Requisition
• Endorse/Revoke Volunteer at RCSC
• Capture Detail of the Volunteers
• Update status
4.1.5. Contract Extension
Current Situation
Currently during the contract extension process the current position title and
agency are not being captured.
Proposed Situation
It is proposed that during contract extension process the current position title and
agency are captured.
4.2. Transfer 4.2.1. One common Transfer and Update Joining Page
Current Situation
Currently all different transfers and update joining are done from their respective
pages. Dzongkhag Level Transfer Detail, Ministry Level Transfer and RCSC Level
Transfer. This creates confusion at the AHRO's end who has the responsibility to
update in the CSIS.
CSIS Enhancement Phase III
CSIS Enhancement III
Proposed Situation
Have one common transfer
transfer from the AHRO's end
(Dzongkhag level, Ministry Level and RCSC Level).
locked. For Dzongkhag HRO
Screenshot at AHRO level
Dzongkhag HRO:
When the user is Dzongkhag HRO the
to Dzongkhag level transfer and should not allow
level transfer the update joining provision should be in the same page where the
transfer is being updated.
Rest of the AHRO:
Rest of the AHRO's screen will have the option to select the Transfer Type
present logic for each Transfer type that exist in the system.
transfer and update joining page to update all different kind of
from the AHRO's end, with an option to select the different type of transfer
(Dzongkhag level, Ministry Level and RCSC Level). Based on user the type could be
For Dzongkhag HRO, the type should be locked to Dzongkhag level transfer.
Screenshot at AHRO level: Enter Transfer Details
user is Dzongkhag HRO the Transfer type should be automatically locked
to Dzongkhag level transfer and should not allow any other transfer. For Dzongkhag
level transfer the update joining provision should be in the same page where the
's screen will have the option to select the Transfer Type
for each Transfer type that exist in the system.
different kind of
with an option to select the different type of transfer
the type could be
type should be locked to Dzongkhag level transfer.
type should be automatically locked
For Dzongkhag
level transfer the update joining provision should be in the same page where the
's screen will have the option to select the Transfer Type and
CSIS Enhancement Phase III
CSIS Enhancement III
Update joining details:
Have one common page to update the joining
transfer at AHRO's side.
4.2.2. Transfer View/Cancellation & Deferral/ Delete
Current Situation
Currently the proposing AHRO of the agency do not have the opportunity to View or
Cancel the proposed transfer.
receiving agency AHRO. Both the proposing and receiving AHRO
provision to input deferral of transfer.
transfer is cancelled or deferred but
proposing AHRO to do so in the system and the person’
system and stays in limbo.
The transfer module is also currently facing issues on transfer not being updated or
transfer being updated by one Agency and the joini
agency, or the transfer not being updated by the proposed agency
person has physically joined the
not able to update the joining as the
AHRO.
Proposed System
To have another link at the
Ministry Level Transfer) as
page as existing joining page with the following feature.
cancelled or deferred, should be removed from update joining page
Have one common page to update the joining details regardless of
transfer at AHRO's side.
Cancellation & Deferral/ Delete module
Currently the proposing AHRO of the agency do not have the opportunity to View or
Cancel the proposed transfer. The provision to cancel the transfer is only with the
HRO. Both the proposing and receiving AHRO do not have
provision to input deferral of transfer. This has created issues where a person’s
transfer is cancelled or deferred but there is no provision at the end of the
o in the system and the person’s transfer is reflected in the
and stays in limbo.
The transfer module is also currently facing issues on transfer not being updated or
transfer being updated by one Agency and the joining not done by the other
or the transfer not being updated by the proposed agency even though the
person has physically joined the receiving agency but the receiving agency HRO is
joining as the Transfer is not initiated by the proposing
another link at the proposing AHROs menu under (Dzongkhag Level
Level Transfer) as Deferral and Cancelation of Transfer. Have a similar
page as existing joining page with the following feature. Once the transfer is
, should be removed from update joining page.
details regardless of types of
Currently the proposing AHRO of the agency do not have the opportunity to View or
The provision to cancel the transfer is only with the
do not have
ed issues where a person’s
there is no provision at the end of the
s transfer is reflected in the
The transfer module is also currently facing issues on transfer not being updated or
ng not done by the other
even though the
agency but the receiving agency HRO is
is not initiated by the proposing
Dzongkhag Level and
Have a similar
Once the transfer is
CSIS Enhancement Phase III
CSIS Enhancement III Last Updated: 2015.05.15 17:54 Page 17 of 32
4.3. Promotion 4.3.1. One common In-service Open Competition module (Have type to
differentiate each open competition)
Current Situation
Currently all different open competition are done from their respective pages. Inservice
Open Competition (Ex3 and above), In-service open competition (Ex3 and above for
RCSC) an In-service Open Competition (P1 and Below). Creating confusion at the AHRO's
end who is updating and also making the system not very user-friendly.
Proposed Situation
Have one common In-services open competition module with drop down to select the
type to differentiate each open competition.
4.3.2. Decentralized promotion (Broad Banded Position)
Current Situation
As per Section 13.4.1 authority to promote civil servants within broad banded positions up
to P2 is vested with the Ministries and Agencies. However, in practice as per the Civil Service
Information System, RCSC still verifies and endorses this category of promotion. Increasing
the workload at RCSC’s end.
Proposed System
1. Remove Verify Promotion at HRMD-RCSC users side. Broad banded promotion will directly be endorsed when the AHRO enters the promotion, without having HRMD-
RCSC to verify. Following are some changes that need to be made to existing Enter
promotion details screen and addition of validation.
a. Period of EOL should be reflected and accordingly the period should be deducted from the active service.
b. Study leave should be reflected and accordingly only 18 months should be considered active for promotions.
c. If the study level is not updated (reflected as completed) then system should not allow the AHRO to proceed with the promotion updated. (Message should
pop up saying that the employee long term study is still undergoing).
d. If No PE rating for the employee has not been entered, then do not allow AHROs to process promotion.
e. Last date of promotion needs to be reflected. f. Promotion for candidate who is on secondment should not be allowed
g. If the employee age is beyond superannuation age, do not allow system to process promotion.
h. Allow only the Position within Broad Band (as per PD). i. The following Affidavit/Declaration need to pop up on submit of the details of
the employee: with individual check box once checked and click submit the
data should be update in the system.
j. Provision to upload summery sheet for the whole group.
I hereby declare that i have checked and verified:
1. The duration criteria: a. Study leave is taken into account b. EOL taken into account
2. Secondment details considered 3. Valid security and audit clearance
CSIS Enhancement Phase III
CSIS Enhancement III
4. Meets the performance rating criteria5. Position not beyond broadband
2. Promotion Revoke page at AHROs end.
The Verify Promotion page need to be modified slightly and
the AHROs side, for provision to revoke promotion in
error.
On Regret following pop up should appear:
EmployeeID:
Full Name:
Reason for Regret:
HRC meeting...... dated..
and once submitted the employees promotions should be revoked.
4.4. Secondment
Current Situation
The present secondment module is not very user friendly and the inform
are not complete.
Proposed Situation
Following changes are suggested for the secondment module:
• One common Update secondment page
• Provision to enter secondment without end date
• Secondment by order break PA and WA link
• Secondment Completed
Zhiyog
• Secondment : person has come back and been transfers to other places but he is
still showing as on secondment .
person if secondment status is not updated
• Add seconded position Application for secondment( information for secondment
proposal)
• CV Detail to be reworked for those on secondment
eets the performance rating criteria
Position not beyond broadband
Promotion Revoke page at AHROs end.
The Verify Promotion page need to be modified slightly and need to be enabled under
the AHROs side, for provision to revoke promotion in-case there has
On Regret following pop up should appear:
and once submitted the employees promotions should be revoked.
module is not very user friendly and the information captured
Following changes are suggested for the secondment module:
One common Update secondment page
Provision to enter secondment without end date
order break PA and WA link
Secondment Completed to be made updateable for those Migrated data from
Secondment : person has come back and been transfers to other places but he is
still showing as on secondment . Have a logic that a person cannot tra
person if secondment status is not updated
Add seconded position Application for secondment( information for secondment
CV Detail to be reworked for those on secondment
need to be enabled under
case there has been some
ation captured
for those Migrated data from
Secondment : person has come back and been transfers to other places but he is
ave a logic that a person cannot transfer a
Add seconded position Application for secondment( information for secondment
CSIS Enhancement Phase III
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4.5. Separation
4.5.1. One common separation module for P1 & Below separation
(Superannuation P1 & Below and Voluntary Resignation P1 & Below).
Current Situation
Currently there are six different modules for separation of a civil servants (Voluntary
Resignation Ex & ES level, Voluntary Resignation P1 and Below, Superannuation EX &
ES, Superannuation P1 & Below, Other Separation and separation by order). Even
though processes for some of the different separation are same, they are being entered
from different module, creating redundancy and making the system not very user
friendly.
Proposed Situation
It is proposed that the module for Superannuation P1 & Below and Voluntary Resignation
P1 & Below be combined with the module of Other Separation. With the two new option
added to separation type. On selection their existing logic applies. The EX & ES level
separation shall remain the same.
4.5.2. Have provision to enter Kasho for extension beyond superannuation ( all
superannuation pages) (Provision to change the type from regular to
contract).
4.5.3. Obligation checklist.
Proposed System
For all separation have a pop up checklist to ensure that the AHRO have checked all the
Obligation before separation.
4.6. Leave
Current Situation
The current provision to enter leave makes it complicated by having to enter leave from
one module and then having to approve the leave again from outside the module. Which
has lead to many HROs entering the leave but not approving the leave. Having
incomplete process and data not showing up in Leave Extension or Update joining page.
Proposed System
4.6.1. Combine the Leave process (Entry and Approval) 4.6.2. Have Standard office order generated from system.
CSIS Enhancement Phase III
CSIS Enhancement III
4.6.3. Improvement on the CV Display
Add the following detail under the EOL display:
displayed if there is an extension.
date and Rejoining date.
EOL Record
Sl.No From Date
4.7. PE Rating Current Situation
Presently all PE Rating are entered by the AHRO one employee at a time. For large
organization with huge number of employee
has led to PE rating for some employee being missed out and at times the PE rating not
entered at all. And given the time limit of 3 months for entry, they will not be able to enter
the PE rating if it has not be entered during the time frame.
given regardless of the PE rating entered in the system or not based on the hard copy that
is being submitted. Defeating the purpose of having the PE rating in the system.
Proposed System
It is proposed that we have the provision to
have the provision to upload bulk PE
It is also proposed that the time restriction be removed till the time the decentralized
promotion proposed above in Broadband promotion stabilizes. Instead have the restriction
on the application of the promotion, where the promotion will not be allowed for submission
till the PE rating has been entered.
Improvement on the CV Display.
Add the following detail under the EOL display: (The Extension date will be only
displayed if there is an extension. The actual duration of EOL will be based on from
To Date Extension
Date
Rejoin Date
Presently all PE Rating are entered by the AHRO one employee at a time. For large
organization with huge number of employees, the PE rating entry takes longer time,
d to PE rating for some employee being missed out and at times the PE rating not
entered at all. And given the time limit of 3 months for entry, they will not be able to enter
it has not be entered during the time frame. And the promotion has been
given regardless of the PE rating entered in the system or not based on the hard copy that
is being submitted. Defeating the purpose of having the PE rating in the system.
It is proposed that we have the provision to enter both one employee at a time as well as
have the provision to upload bulk PE ratings through excel.
the time restriction be removed till the time the decentralized
promotion proposed above in Broadband promotion stabilizes. Instead have the restriction
on the application of the promotion, where the promotion will not be allowed for submission
E rating has been entered.
The Extension date will be only
The actual duration of EOL will be based on from
Actual
Duration of
EOL
(Months)
From Date
-Re Joining
Presently all PE Rating are entered by the AHRO one employee at a time. For large
akes longer time, which
d to PE rating for some employee being missed out and at times the PE rating not
entered at all. And given the time limit of 3 months for entry, they will not be able to enter
he promotion has been
given regardless of the PE rating entered in the system or not based on the hard copy that
is being submitted. Defeating the purpose of having the PE rating in the system.
as well as
the time restriction be removed till the time the decentralized
promotion proposed above in Broadband promotion stabilizes. Instead have the restriction
on the application of the promotion, where the promotion will not be allowed for submission
CSIS Enhancement Phase III
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5. New provision for special position title/job roles Current Situation
Currently all the position that is being captured is according to the Position Directory
maintained by RCSC. This does not meet the requirements of agencies like Ministry of
Education, Ministry of Health, Ministry of Works and Human Settlement and Ministry of
Information and Communication, etc. wherein it is necessary to identify employees
according to their specific title/job roles. As CSIS does not cater to the agencies
requirement, it is forcing the agency to develop their own PIS. eg- In Ministry of Education
require to know if the Teacher is a Math teacher or a English etc. In Ministry of Health it is
important to know what is specialization of the specialists.
Proposed System
It is proposed that we have a extra field where the specific position title/job role can be
uploaded, this can be done through a separate module under HRMD. And the master for
those position title be decentralized to the specific agency that require such specifics. This
will be only displayed in CV. It will not affect any of the regular RCSC processes.
6. Cross cutting for all HRM Processes
6.1. Standard Letter:
Current Situation
No provision for standard letter. All letters are manually typed, leading to information
not entered in CSIS and only hardcopy letter being issued. Having incomplete and wrong
information in the system as well as being double work for HROs.
Proposed System
Have standard letter generated from system for the following pages. The letter head to
change according to the Agency.
6.1.1. P5 Recruitment (B.Ed Teachers) (Update joining letter to be taken by Dzongkha HRO) .
6.1.2. S1 and below recruitment ( Issue office Order to replace Receipt Appointment Office Order and to be generated by AHRO).
6.1.3. Contract (National/Expatriates) ( Issue office Order to replace Receipt Appointment Office Order and to be generated by AHRO).
6.1.4. Transfer ( Print in Enter Transfer details, Issue officer order link)(Have provision for Bulk transfer order)(Print Joining Letter from Update Joining or Issue Office
Link).
6.1.5. In-service Open Competition (P1 and Below) (Issue Officer Order after Endorse Result by RCSC)
6.1.6. Broad Banded Promotion (Issue Officer Order Link after Enter Promotion Details) 6.1.7. Other Separation (Print Facility and Issue separation order link) 6.1.8. EOL and EOL Extension
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7. Cross cutting across all division
7.1. Linkage to mobile phone / interface Current Situation
CSIS is a web-based system and any interaction with it has to be carried out by using
internet. This creates problem for civil servants working in remote areas where they do not
have internet connectivity.
Proposed System
Since mobile has more coverage than internet connectivity and its adoption widely spread,
use of such mode for assessing “current employment information” and status of certain HR
actions on individual such as information correction requests/promotion should be provided
through such modes.
7.2. Notification and mailing system
Current Situation
Lack of detail in notification & email issues. No pop up reminder, which has lead to many
pending HR action online.
Proposed System
4 forms of notification -
7.2.1. Improvement on the present notification:
Day to day normal transaction notification
7.2.1.1. HRDD
The following is a sample of the notification that will appear at the HRDD-
RCSC users end.
On click of Nomination for LTT or Request for Deferral it should take to the respective
View Acknowledge page with the Agency mentioned filtered. Once action taken on the
Employee, they should be removed from the notification.
The following Notification page will appear for AHRO who have access to HRDD
module:
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On click of the Notification a report needs to be generated for the AHRO with details.
TrackID,EmployeeID,Name,Course,University,StartDate,Endate,Status(Approved/Regret)
The following Notification page will appear for EMD-RCSC users:
On clicking the notification it will take to the Acknowledgment page.
7.2.1.2. HRMD
The following is a sample of the notification that will appear at the HRMD-RCSC
users end.
For HRMD-RCSC users the notification need to be tailored to the agency that particular
HRO/HR Asst. is looking after. So the provision to capture the agencies a user is looking
after should also be maintained. It should be easy to manage so that when the HRO/HR
Asst. re-shuffle agency it can be easily accommodated from the front end. The
notification should be grouped under the appropriate Type. On clicking the Notification it
should take to the respective View Acknowledge/approval page with the Agency
mentioned filtered. Once action taken on the Employee they should be removed from the
notification.
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The following Notification page will appear for EMD-RCSC users:
The following Notification page will appear for AHRO how have access to HRMD
module:
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On click of the Notification a report needs to be generated for the AHRO with details.
7.2.2. CSIS mailbox (New Feature) A new CSIS mailbox need to be created for all users. The mail box will contain
monitoring reports. Following are the kind of report that need to sent in the CSIS
mailbox:
HRDD:
• Not submitted course joining report. (After two weeks of course start date)
• Course completion within one month from End date.
• Not submitted progress report (After 7 months from submitting progress
report)
HMD:
• List of employees due for superannuation within a month.
• List of employees due for promotion within a month
• List of employees due to return from secondment within a month
• List of employees whose contract are expiring within a month
• List of employees whose EOL is coming to an End
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7.2.3. Email System(Similar to CSIS mailbox) Automatic mailing system similar to the CSIS mailbox, especially for Chief HR and
HR who do not log into CSIS often.
7.2.4. Flash out pop up for notification requiring immediate action
Have Flash out pop up for notification requiring immediate actions as soon as users
log in and it will stay for every log in until the required action is complete.
Following are some of the pop-up notification:
a. Course still as undergoing after one month of end date. b. Transfer joining still pending after one month of transfer date c. Employees still as existing after one month of superannuation date
7.2.5. Dashboard
A dashboard of status of notifications and pop-ups in each division in RCSC as well
as agencies should be viewable by Management at RCSC and individual agencies for
monitoring purposes.
7.3. Information Correction online application Current Situation: Individual civil servants can only view their CVs online. There is no
provision in the CSIS whereby individuals are given access to appeal/edit their employment
information online via CSIS. They have to manually apply for Information Correction, either
through email, fax, post or in-person. This caused a lot of confusion and inconveniences
while correcting the CV, not just for the individual civil servants who desperately wanted to
correct their information in the system but also for the HR personnel and MISD, RCSC in
particular who is the custodian of Civil Service (personnel) Information and Record.
Proposed System: There is a separate Module (Information Correction Module). Individuals
can view their CVs online, and then request for CV corrections (if any) online through CSIS.
They can literally type-in their corrections, give comments/remarks and upload supporting
documents, and submit corrections via “Correct your CV” link in CSIS.
The system forwards the corrections (sensitive) to RCSC (HR or MISD admin/personnel) as
per the User-Type and Access Control Role assigned and Non-sensitive information
correction “request” features as a “Notification” to respective Agency HRO’s page, to effect
corrections.
7.2.1 Information (CV) Correction process outline:
Individual employee’s view CV page:
� “Correct your CV Here” - Page-1: Add “Correct your CV (here)” menu. This page displays the whole CV with “Check box” against each Info whereby that individual can
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select his/her corrections and Click “Next” button to in-put corrections and upload
supporting documents as shown in the sample Page-1:
Sample Page-1
� “Correct your CV Here” - Page-2: Individuals can fill-up their corrections/remarks/comments and upload supporting documents and submit them
online as shown below (There should be a provision to capture individual’s Mobile
Number and Email address before submission of application):
Sample Page-2
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Information Correction Module: Admin users have access to all sensitive and non-
sensitive information corrections requested by an individual. Whereas, RCSC HRMD and
HRDD HROs have access to Promotion-Update and Long-Term Training-update respectively.
The HROs in the line agencies have access to only Non-sensitive information corrections
requested.
The Admin User’s CV Update Page (Under Information Correction Module) has the individual
employee’s details and “View” button which takes to “request” details. The status field
shows whether the corrections have been done – Completed/Pending/Under-process, as
shown in the “CV Update page” below:
CV Update Page
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Click on “View” button above to view the “Correction request” details page:
Correction request details:
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This page displays the full information correction request details of an individual to the
initiator (Admin, RCSC HRO or Agency HRO as per the role). Initiator can review the request
and download the supporting documents, and start correction via “Edit” button.
The “Edit” button will open up the relevant Information Correction page eg. The “Edit”
button corresponding to transfer, takes to existing “Transfer Update” page to effect
corrections.
The “Status” button shows whether the correction corresponding to it, is completed or
pending.
Upon completing the corrections in the respective category, the status of the corrections
requested becomes “completed” and an email/sms will be fired to the individual concerned –
which closes the information correction process loop.
8. Non-Functional (Technical) 8.1.1. Set up source control
8.1.1.1. Source and version control need to be set up for all CSIS development.
None of the CSIS development should happen outside of source control. This
need to be applied to both Application and database. The set up should happen
on RCSC server and should happen before any development work is
undertaken.
8.1.2. Improve overall user-friendliness of the system
8.1.2.1. For SA user the restriction of PA should not be applied. SA should have
access to all employees and all modules and should be able to make required
changes if necessary.
8.1.2.2. Standard search parameter across all pages : CID, EID, track id, working
agency(top node), Parent agency.
8.1.2.3. Increase no of display in grids
8.1.2.4. Facilitate proper use of page display and white space
8.1.2.5. User friendly notifications/messages/exception handling:
• 'Transfer under process' ( full from and to agency name).
• Doesn't belong to your agency ( display WA and PA of the employee)
• 'no record found' to display the appropriate message.
• Notify session out...pop up to extend session time out...
• Current notification bank to be refined
8.1.2.6. New menu cluster
MISD Master to be
Renamed as Admin
HRMD to HRM HRDD to HRD Update Information
to be Removed from
Master and to exists
as a separate link
1. Role Enter Performance
Rating
All Update Information
Page
2. User Employee Leave
3. Country Change Position Title
(Combine RCSC &
Agency)
4. Case Appeal To
5. Institute
6. Volunteer Org
7. Funding Agency
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8. Agency
9. Dzongkhag
10. Gewog
11. MOG
12. Position Level
13. Position
14. Award Type
15. Award Master
16. Qualification
17. Plan
18. Political Member Registration
19. Agency Structure
20. Change password
8.1.3. Improve performance
8.1.3.1. Improve the responsiveness of a system to execute specific actions in a
given time interval(max 3 sec). Lower Latency and raise throughput if
required.
8.1.3.2. Page loading latency(csis update transfer page 30 sec) to be reduced and
raise throughput ( minimize latency for all events of a page . eg : loading
parent and working agency , MOG, sub group, position title, eg: update
transfer page, update promotion page, across all pages.
8.1.3.3. Minimize the number of unnecessary events : From MOG, sub group,
position title, PA, WA. Appears to be unnecessary data, all those captured in
csis are also incorrect, not used for reporting, not shown in CV, etc..
8.1.3.4. Use ajax feature where ever necessary. Incorporate interactive UI
elements such as progress indicators for events requiring more time to
respond, tooltips, and pop-up windows for assuring/revoking users actions.
8.1.3.5. Partial-page updates that refresh only the parts of the Web page that
needs to be changed
8.1.3.6. Agency loading standard... no.of levels (two level).
8.1.3.7. Number of concurrent users to be tested and there should be an Increase
the number of concurrent users to be handled by 50%.
8.1.4. Improve overall audit trail
8.1.4.1. Facilities to auto log the error and manage(by admin). Exceptions to be
logged. Currently asking for screen shots.
8.1.4.2. Change in all tables to be audit trailed like in exam system(transaction
Type: update or insert) 'created by' and 'update by' not sufficient to trace the
changes.(eg:multiple updates).
8.1.5. Improve overall performance and scalability of SQL Server.
Develop and configure techniques to improve the performance and scalability of
SQL Server. Refine and design efficient schemas, optimizing queries, tuning
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indexes, writing efficient stored procedures, improve execution plans, Test and
monitor data access performance, etc.
9. Master standardization and clean up
Current Situation
The current master data existing in CSIS is not standardized and lots of duplicate values
exists. Making data within CSIS corrupt as well as making it harder to link other system to
CSIS.
Proposed System
It is proposed that all Master data within CSIS be standardized with national standard and a
thorough clean up of existing transactional data be carried out. Following are some of the
Master data that need to be standardized and cleaned:
1. Country 2. States 3. Dzongkhags 4. Dungkhags 5. Gewogs 6. Institutes 7. Funding Agency 8. Agency
10. Reports
Review all existing report and develop new reports where required in addition to the reports
mentioned in the document.