Software Requirements Specification: CSIS Enhancement ... Requirem… · Requirement • Remove Provision for Royal Audience ( to be kept on google docs) • Addition of combined

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



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



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



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>



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.



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 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


are to be collapsed and combined to form one single page.




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.



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



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


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


the exam their details are migrated into the Civil Service

requires the

ng migration which is not ideal



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


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


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.



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.



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


'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


's screen will have the option to select the Transfer Type and



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


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.


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


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


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





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



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



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.



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


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


it has not be entered during the time frame. And the promotion has been



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



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


akes longer time, which

d to PE rating for some employee being missed out and at times the PE rating not


he promotion has been



as well as

the time restriction be removed till the time the decentralized





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



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:



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.



The following Notification page will appear for EMD-RCSC users:

The following Notification page will appear for AHRO how have access to HRMD

module:



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



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



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



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



Click on “View” button above to view the “Correction request” details page:

Correction request details:



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



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



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.

Documents

Software Requirements Specification: CSIS Enhancement ... Requirem… · Requirement • Remove Provision for Royal Audience ( to be kept on google docs) • Addition of combined