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1GeneralWhat will happen to Government Employee Management System (GEMS)?
  • SSM is a system merge between GEMS and TAFIS 2.0 jointly led by the Prime Minister's Office through the Public Service Department (PSD) and the Ministry of Finance and Economy (MOFE).
  • SSM will replace the existing Government Payroll system (GPS) and GEMS to be used by Thirteen (13) Ministries.
  • This is to ensure there are no process duplication as well as to further facilitate related services such as application for allowances and other financial services.
2GeneralWhen will the new system be launched and what are the main features of this new system?
  • The First phase of SSM will be launched in 3 stages:

Stage 1: 22 April 2021 for HR Administrators.

Stage 2: 22 May 2021 for Employee Self-Service (ESS) & Manager Self-Service (MSS) users.

Stage 3: 01 June 2021 for e-Payroll module.

  • One of the main features of SSM; e-Payslip can be accessible by users via ESS platform.
3GeneralIs it necessary to update Job Data in SSM for government employees who hold purple and green identity cards?

Yes, updates must be made as the employees in concerned are regarded as warga perkhidmatan awam.

4GeneralWho is responsible to update the Job Data of the respective employees in each Ministry/Department?

Updating of information must be carried out by the HR Administrators who are assigned the SSM HR roles.

5GeneralWhat if the Department still has some Daily Rated Staffs (Kakitangan Bergaji Hari) but their Job Data has not yet been updated in GEMS?

HR Administrators may do the Job Data entry into SSM later because Job Data for Daily Rated Staffs will be included in the second phase of the project that will commence in February 2022.

6GeneralHow can I obtain access to an OGN (One Government Network) connection?

You must contact the IT Unit / Division of the Department to seek assistance from E-Government National Centre (EGNC) and obtain OGN connection.

7GeneralHow do I access SSM?
  • HR Administrators must first ensure that SSM Admin Portal (SAP GUI) are installed in their computer.
  • To access SSM, you are required to have the SSM login account. User ID and Password had been e-mailed to all HR Administrators on 22 April 2021.
  • If you do not have any account, you can fill in the SSM User Profile Request Form available at JPA SSM Info Website and submit it to ssm.helpdesk@dynamiktechnologies.com.bn
8GeneralCan I access SSM from home?
  • For security reasons, you will not be able to access SSM Admin Portal (SAP GUI) from home or outside of any Government building.
  • You can only connect to SSM Admin Portal (SAP GUI) within a Government building that are connected to OGN.
9GeneralWhat hours of the day can I access SSM? Are there any time restrictions?

SSM are accessible at any time. However, you can only access SSM Admin Portal (SAP GUI) from your Department with OGN connectivity.

10GeneralWhy does the system time me out after a period of time?
  • This is for your user account privacy and protection.
  • Your session will time out after 20 minutes of inactivity.
11GeneralWill my password ever expire?

Yes, the password expires every 3 months and you will be required to update your password.

12GeneralWhy does my SSM links and navigations look different from my colleagues?
  • For security reasons, only employee with specific HR roles and security access can access certain navigations and page (e.g. some employee will not have access to approve certain HR transactions).
  • Hence, depending on the roles given, each user will see different links and navigations.
13GeneralWhat should I do when I cannot see certain links/pages in SSM or cannot perform a functionality that I am supposed to?
  • You may not have been given the right role to access the links/pages.
  • Please contact SSM Helpdesk to determine the role required to perform the transaction and have the role assigned to you.
1Security Access and RolesI forgot my password. How do I reset my password?
Anything related to User ID or Password and concerns should be enquired to SSM Helpdesk.
2Security Access and RolesWhat is the password requirement for SSM?

Password Expiration                   90 Days

Account Lockout                         5 Failed Logins

Minimum Length                         8 characters

Minimum Special Character        1

Minimum Digit                             1

Minimum Lower-Case                  1

Minimum Upper-Case                  1

Password History                          5 Passwords to Retain

3Security Access and RolesI could not login to the system using the provided password.

Please contact SSM Helpdesk.

4Security Access and RolesWhy some users are given SSM user account, and some are not in our Department?
  • Only HR Administrators have access to SSM at the moment.
  • Commencing 22 May 2021 only, all users including Employee Self-Service (ESS) and Manager Self-Service (MSS) will be given SSM user account.
5Security Access and RolesHow can I know what roles I have in SSM?

Please contact SSM Helpdesk.

6Security Access and RolesHow do I apply for additional roles in SSM?
  • Any request for additional roles must be submitted by your HR Administrators.
  • HR Administrators fill up the SSM User Profile Request Form that is available at JPA SSM Info Website and please return it to ssm.helpdesk@dynamiktechnologies.com.bn
1TechnicalI could not access into SAP GUI using my personal computer.
  • You can access SAP GUI only if the computer is connected to One Government Network (OGN).
  • Ensure the computer is configured and connected to OGN.
2TechnicalEveryone in the Department could not access into SAP GUI.
Please contact your respective Department's IT section to look into the Department's network.
3TechnicalI am connected to Internet, but why can’t I access to SAP GUI?
  • For security reasons, you will not be able to access SAP GUI via the Internet.
  • You can only connect to SAP GUI within a Government building that are connected to OGN.
1Organizational ManagementHow can I see the list of employees undergoing temporary acting?

Please refer to the tutorial video; SSM_CM_VG_PA_Memangku (Acting)_v0.1 at SSM Info Website: www.jpa.gov.bn > SSM > Manual Pengguna.

2Organizational ManagementHow can I see the list of employees undergoing substantive acting?

Please refer to the tutorial video; SSM_CM_VG_PA_Memangku (Acting)_v0.1 at SSM Info Website: www.jpa.gov.bn > SSM > Manual Pengguna.

3Organizational ManagementHow are the employee transfer being processed?

Any employee movement that requires JPA approval will be updated in the system by JPA.

1Personnel AdministrationWhich group of employees will be maintained in SSM Phase 1, Phase 2 or excluded from SSM altogether?

Phase 1: Permanent, Open Vote, JUPA Contract & Month-to-Month.

Phase 2: Daily Rated and Contract.

2Personnel AdministrationCan HR Administrators view and update details of their employees who are deployed to other Departments?

Only HR Administrators from the employee's primary position and Department will be able to view and update the employee's information.

3Personnel AdministrationWhat if an employee got promoted and transferred at the same time?
JPA HR Administrators will need to do employee movement 'Transfer', maintain the employee position and update in notes that the employee is promoted at the same time.
4Personnel AdministrationWhat if the employee got transferred due to disciplinary issue?
JPA HR Administrators will need to execute employee movement 'Transfer' and maintain in Infotype 'Grievances' via PA30.
5Personnel AdministrationWhat if the employee got demoted and transferred at the same time?
JPA HR Administrators will need to do employee movement 'Transfer', maintain the employee position and update in notes that the employee is demoted at the same time.
6Personnel AdministrationWhat if the employee is only Menjalankan Tugas?
HR Administrators to execute PA40 under Action Type 'Memangku'.
7Personnel AdministrationWhat if the employee has disciplinary action that does not require any suspension?
HR Administrators to maintain the information in Infotype 'Grievances' via PA30.
8Personnel AdministrationWhat Infotype will certification be stored under?
Certification will be under Infotype 'Education' under subtype 'Others'.
9Personnel AdministrationWhen will HR Administrators be notified for monitoring of tasks?
HR Administrators will receive email notifications based on when the reminder is set for each task date.
10Personnel AdministrationIf there is an update to the master list of education or awards, who should I liaise with?

Please contact SSM Helpdesk to update the master list.

11Personnel AdministrationDoes HR Administrators need to upload all employees photo in SSM?
This is optional as employee photo will be used for the purpose of CV only.
12Personnel AdministrationCan HR Administrators change their own personnel information via Admin Portal (SAP GUI)?
  • No, HR Administrators will not be able to update their own personnel information as it will be view only.
  • They need to refer to other HR Administrators or update their own personnel information via Employee Self-Service (ESS) platform. 

13Personnel AdministrationCan employee enter personal email other than Government email?

No, only Government email is allowed (gov.bn and /or edu.bn).

14Personnel AdministrationIf an employee is acting any other Department, who will maintain their job information?
The primary Department will be the one to maintain their job information.
15Personnel AdministrationIf an employee is acting for more than two positions at the same time (same start date and end date of acting), will it cause any clash/errors?

It will not cause any clashes/errors as Memangku (Acting) is seen as secondary position. Thus, it is possible to act for two positions.

16Personnel AdministrationIf the Department wants to hire an employee, will they be able to assign personnel number using their filing number?
  • No, user will not be able to assign their Department's own filing/personnel number for any employee.
  • Personnel number will be automatically generated by the system upon hiring.

17Personnel AdministrationWho can add the drop-down list e.g. awards name, or examination/qualification name, is not in the dropdown list? Is there any way to include ‘Other’ box to fill in details that is not available in the drop down list.
Please contact SSM Helpdesk to update the drop down list.
1Time ManagementCan I check who in my Department had been taking CSDS (Cuti Sakit Disahkan Sendiri) frequently?
  • Time Admin can generate the report by using the transaction code PT64.
  • Please refer to the video guide at SSM Info Website: www.jpa.gov.bn > SSM > Manual Pengguna.
2Time ManagementHow do I check my leave balance?
  • This can be viewed under Infotype 2006 'Absence Quota' by Time Admin.
  • Please refer to the video guide at SSM Info Website: www.jpa.gov.bn > SSM > Manual Pengguna.
3Time ManagementHow do I adjust employees leave balance?
  • This can be maintained / adjusted using Infotype 2006 'Absence Quota' by Time Admin.
  • Please refer to the video guide at SSM Info Website: www.jpa.gov.bn > SSM > Manual Pengguna.
4Time ManagementHow would leave entitlement be calculated for employees hired in the middle of the month?
System will automatically calculate employee leave entitlement on a pro-rate basis.
5Time ManagementHow can I track an employee's total number of working hours?
  • Time Admin can run Time Evaluation by using transaction code PT60.
  • To produce the Cumulated Time Evaluation Report, please use transaction code PT_BAL00.

Note: Run Time Evaluation should only be run after 1st June 2021.

6Time ManagementCan time related reports be printed?
Yes, once the report is displayed, there is a print button located on the top right.
7Time ManagementHow will employees receive their leave entitlement?
  • Leave entitlement will be set automatically on their employment anniversary date.
  • However, for contract employees, Time Admin will need to create their leave entitlement from the Admin Portal (SAP GUI).
8Time ManagementIs there a limit on the number of employees selected when generating reports?
  • No limits.
  • However, only when using posting programs such as 'Post Leave Requests' using transaction code ZHRTM0008, will have a limit of 9,999 number of personnel that can be posted at one time.
9Time ManagementWhy don't all the Personnel Number IDs appear in the multiple selection list after I use the copy and paste function?
After copying the list of Personnel Number IDs, it should only be pasted into the multiple selection list screen by clicking the 'Upload from Clipboard' button to be able to take all the information copied.
10Time ManagementHow do I know what the Work Schedule Rule codes indicate when assigning an employee's work schedule?
  • Details on the work schedule i.e. working day pattern and working hours, can be seen by clicking on 'Work schedule' at the top of the screen under Infotype 0007 'Planned Working Time'.
  • Please refer to the video guide at SSM Info Website: www.jpa.gov.bn > SSM > Manual Pengguna.
11Time ManagementWhy doesn't the screen show all the records I have created after I click on the overview icon?
Before clicking on the overview icon, ensure 'Period' is selected as 'All' (applies to all Infotypes).
12Time ManagementUnder Absence Quota, how can I view all records?
  • Remove the subtype (STy) at the bottom of the screen before clicking the overview icon.
  • You can refer to the video guide at SSM Info Website: www.jpa.gov.bn > SSM > Manual Pengguna.