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RUB-IMS (HRM)
Copyright © 2019 Royal University of Bhutan. All Rights Reserved. 1
Human Resource Management’s User Manual for
Royal University of Bhutan- Information Management System
v 1.0
All Rights Reserved. Published by Royal University of Bhutan.
This publication is protected by copyright, and permission must be obtained from the publisher prior to any prohibited reproduction, storage in retrieval system, or transmission in any form or by any means, electronic
mechanical, photocopying, and recording or likewise. For more information, please contact us on [email protected]
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Contents Introduction ..................................................................................................................................................................5
Background ...............................................................................................................................................................5
Objectives .................................................................................................................................................................5
User Manual for Human Resources Management Module ..........................................................................................5
Audience .......................................................................................................................................................................6
The System ...................................................................................................................................................................6
OVC-HRO ....................................................................................................................................................................6
Human Resource Planning .......................................................................................................................................6
Activate HR Proposal ...........................................................................................................................................7
HRD Planning .......................................................................................................................................................7
HRD Plan Proposal ...........................................................................................................................................7
HRD Plan Approval Lists .................................................................................................................................8
HRD Plan Approved Lists ................................................................................................................................9
HRM Planning ......................................................................................................................................................9
Work Force Proposal ........................................................................................................................................9
Work Force Approval Lists ............................................................................................................................10
Update Work Force Approved List ................................................................................................................10
Recruitment ............................................................................................................................................................11
Announce Vacancy .............................................................................................................................................11
Planned ...........................................................................................................................................................11
Adhoc..............................................................................................................................................................12
List Job Vacancies ..........................................................................................................................................12
Job Applicant Status & Recruitment ..............................................................................................................13
HR Administration .................................................................................................................................................13
Assign Officiating Supervisor ............................................................................................................................13
Leave ..................................................................................................................................................................14
Leave Category ...............................................................................................................................................14
Apply Leave ...................................................................................................................................................14
Leave Approval ..............................................................................................................................................15
Attendance ..........................................................................................................................................................15
Enter Attendance ............................................................................................................................................15
Staff Attendance .............................................................................................................................................16
Leave Encashment ..............................................................................................................................................16
Leave Encashment ..........................................................................................................................................16
Leave Encashment List ...................................................................................................................................16
HR Development ....................................................................................................................................................17
Long Term Training ...........................................................................................................................................17
Planned ...........................................................................................................................................................17
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Adhoc..............................................................................................................................................................17
Short Term Training ...........................................................................................................................................17
Planned ...........................................................................................................................................................17
Adhoc..............................................................................................................................................................18
Nominate Staff for Trainings ..........................................................................................................................18
Apply Trainings & Workshops .......................................................................................................................19
View Trainings & Workshops Applications ...................................................................................................19
Update Training Report ..................................................................................................................................20
Training Report ...............................................................................................................................................20
Employee Lifecycle Management ..........................................................................................................................21
Transfer ...............................................................................................................................................................21
Apply Transfer ................................................................................................................................................21
From and To OVC/College Approval ............................................................................................................21
Transfer Application Status ............................................................................................................................21
Approved Transfers ........................................................................................................................................22
PMS ....................................................................................................................................................................22
Nature of Activity (Academic) .......................................................................................................................22
Nominations....................................................................................................................................................23
Feedback Questions ........................................................................................................................................23
Appraisals .......................................................................................................................................................24
Review ............................................................................................................................................................25
Completed Assessment ...................................................................................................................................26
Promotion ...........................................................................................................................................................27
Apply Promotion ............................................................................................................................................27
Meritorious Promotion ...................................................................................................................................28
Update Promoted Applications .......................................................................................................................29
Separation ...........................................................................................................................................................29
Apply Resignation ..........................................................................................................................................29
Resignation Approval .....................................................................................................................................29
Dues Records ..................................................................................................................................................30
Separation Records .........................................................................................................................................30
Employee Tour .......................................................................................................................................................31
Travel Authorizations .........................................................................................................................................31
Travel Approval ..................................................................................................................................................31
Organization Setting ...............................................................................................................................................31
Organization Configuration ................................................................................................................................31
HR Configuration ...............................................................................................................................................32
Other Configuration ............................................................................................................................................33
Employee Details ................................................................................................................................................33
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Employee Management ..........................................................................................................................................34
Add Employee ....................................................................................................................................................35
Employee List .....................................................................................................................................................35
Employee Relation Details .................................................................................................................................36
Employee Work Experiences .............................................................................................................................36
Employee Education ...........................................................................................................................................37
Employee Training etc. .......................................................................................................................................37
Employee Publications .......................................................................................................................................38
Employee Responsibilities..................................................................................................................................38
Employee Contributions .....................................................................................................................................38
Employee Awards ...............................................................................................................................................39
Employee Community Services .........................................................................................................................39
Reports ....................................................................................................................................................................39
HR Related Reports ............................................................................................................................................39
Student Related Reports .....................................................................................................................................39
Academic Related Reports .................................................................................................................................39
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Introduction Background The Royal University of Bhutan is founded on a distributed model with its constituent Colleges scattered
across the country. The University has been granted autonomy for the management of human and financial
resources. In order to function seamlessly, the University is required to embark on technology breaking the
geographical barrier. Integrated software that is fully automated and web-based has become crucial for the
University to support its administration and management across the colleges.
The RUB Information Management System (RUB IMS) is a solution for providing students, faculty, and
staff with highly effective tools to help them support in learning, discovery, and engagement.
RUB-IMS is primarily an initiative to replace the University’s administrative systems, which are operated
manually, with a new integrated computer-based system.
Following are the list of the constituent Colleges
1. College of Natural Resources, Lobese, Punakha
2. College of Science and Technology, Rinchending, Chukha
3. Gaeddu College of Business Studies, Gedu, Chukha
4. Gyelpozhing College of Information Technology
5. Institute of Language and Culture Studies, Taktse, Trongsa
6. Jigme Namgyel Engineering College, Dewathang, Samdrup Jongkhar
7. Paro College of Education, Paro
8. Samtse College of Education, Samtse
9. Sherubtse College, Kanglung, Trashigang
10. Yongphula Centenary College
Objectives The general objectives of the system are to ensure effective and efficient service delivery and to enhance
governance by way of ensuring transparency, accountability and informed decision-making processes
through reliable and timely provision of information.
More specifically the RUB-IMS is expected:
● To encourage and maintain efficient and faster movement of information within the University
colleges.
● To process and provide reliable and timely data to the students and employees for effective operation
and service delivery.
● To maintain up-to-date and systemic records regarding the students, employees and other information
related to the University in order to minimize human error and ensure safekeeping of the records.
● Improve the usage of Information Communication Technology systems in academic and administrative
processes.
● Web based System managed centrally to avoid duplication of efforts and to ensure efficiency.
● To ensure availability of Real-time and reliable Information at all levels.
● Consistent & highly Secured System.
● Helps in Timely Decision Making.
● Ensures Better Coordination and Workflow Between Departments / colleges / Office of the Vice
Chancellor.
● Faster and Automatic Report Generation.
● Helps in Reducing Paperwork, Manual Filing and Record Keeping.
User Manual for Human Resources Management Module Human Resource Management is an organizational function that deals with issues such as recruitment and
selection, training, appraisal, compensation and performance management of the employee. This document
attempts to cover the complete user manual for Human Resource Management Module (HRMM)
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Audience This document is intended as a complete guide for using RUB-IMS Human Resource Management Module 1.0.
This document is specially designed for non-specialists; specialists may find the document a useful point of
reference. By reading this guide, you will learn how to use RUB-IMS through the elements of the graphical user
interface and what's behind some of the advanced features that are not always obvious at first sight. It will
hopefully guide you around some common problems that frequently appear for users of RUB-IMS.
Human Resources Management Module user manual is divided into following category
1. OVC-HRO
2. College-HRO
3. Academic Staff
4. Administrative Staff
5. Executives
The System Log in to the RUB-IMS using your staff ID that has been allocated to you during the time of joining the
University as shown in Figure 1.0.
Figure 1.0: Log in Form
OVC-HRO Human Resource Planning This feature has the HRM and HRD master plan (which should encompass the future plans, staffing
pattern, program diversifications, recruitment plan based on the general roles, functions, and skills needed
for the position etc. among others) uploaded online for reference of all at the click of a button. This
information will enable the officials concerned in systematic identification and analysis of what the college
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is going to need in terms of the size, type, experience, knowledge, skills and quality of workforce/human
resources to achieve the objectives. Human Resource Master Plan should have online facilities where it
will be prepared, proposed, submitted, approved, managed (updated) and monitored.
Activate HR Proposal Click on the Activate HR Proposal to enable the OVC/Colleges to submit the proposal. The user has to
select the following fields and click on submit button.
HR Proposal Type
Five Year Plan
Start Date of Proposal Submission
Last Date of Proposal Submission
Figure 2.1: Activate HR Proposal
HRD Planning HRD Plan Proposal
Click on the HRD Planning – HRD Plan Proposal to submit the HRD Plan Proposal. First user need to add
the information as required and click Add. After finalizing the list with the management click on submit
before the deadline to submit it to OVC for further process.
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Figure 2.2: HRD Plan Proposal
HRD Plan Approval Lists Once the proposal is submitted OVC-HRO can view the proposal submitted by OVC/Colleges by clicking
on the HRD Plan Approval List. The OVC-HRO have the access right to edit or Approve or Reject upon
the approval for the management.
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Figure 2.3: HRD Plan Approval List
Figure 2.3: View HRD Plan Approval List
HRD Plan Approved Lists The individual OVC-HRO and College-HRO will have access to the status of the HRD proposal by
clicking on the HRD Plan Approved Lists.
Figure 2.4: View HRD Plan Approved/Not-Approved/Pending List
HRM Planning Work Force Proposal
Click on the HRM Planning – Work Force Proposal to submit the HRM Plan Proposal. First user needs to
add the information as required and click Add. After finalizing the list with the management click on
submit before the deadline to submit it to OVC for further process.
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Figure 2.5: HRM Plan Proposal Form/List
Work Force Approval Lists Once the proposal is submitted OVC-HRO can view the proposal submitted by OVC/Colleges by clicking
on the WorkForce Approval List. The OVC-HRO has the access right to edit or approve or Reject upon the
approval for the management.
Figure 2.6: Workforce Approval lists
Update Work Force Approved List The individual OVC-HRO and College-HRO will have access to the status of the HRM proposal by
clicking on the WorkForce Approved Lists.
Figure 2.7: View Work Force Approved/Not-Approved/Pending List
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Recruitment Announce Vacancy
Based on the workforce approved list the individual OVC-HRO and College-HRO can announce the
vacancy by clicking on the planned and Ad-hoc menu.
Planned
Figure 2.8: View Work Force Approved List
Figure 2.9: Planed Vacancy Announce Detail
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Adhoc
Figure 2.10: Job Vacancy Details
Figure 2.11: View Work Force Approved List
Figure 2.12: Ad-hoc Vacancy Announce Detail
List Job Vacancies RUB staff and job seeker can have access to the vacancy announcement list by clicking on the List Job
Vacancies.
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Figure 2.13: Vacancy Announcement Detail
Click on the Apply to apply of the vacancy announced.
Figure 2.14: Vacancy Application Form
Job Applicant Status & Recruitment Individual OVC-HRO and College-HRO will have access to the list of applicant details and take action by
clicking on the View/Shortlist/Select/Reject button.
Figure 2.15: Job Applicant Status Update
HR Administration This section looks after the assigning on officiating, leave and attendance.
Assign Officiating Supervisor Any individual staff of the Royal University of Bhutan can assign the officiating staff in the absence of the
staff. By assigning the officiating staff the system will divert all the authority of the staff to the officiating
staff. For example: the authority of approving leave. To do that click on the Assign Officiating Supervisor
and fill up the required form and submit.
Figure 2.16: Assign Officiating Supervisor.
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Leave An online leave application portal enables the applicant to apply online and also enable the approving
authority to approve online, and the approval conveyed back to the applicant and HRO, simultaneously.
This leave information (Casual Leave, Earned Leave, Medical Leave, Maternity/Paternity Leave,
Bereavement leave, Study Leave, extraordinary leave etc.) should be updated and kept online by HRO for
information of all. Ideally, the online application portal should automatically remind the applicants and
HRO on the status of leave (leave availed and leave balance).
Leave Category Click on the Leave Category to add the type of leave in to the system.
Figure 2.17: Add Staff Leave Category
Apply Leave All staff will have to click on the Apply Leave to avail leave. The user will get a list of type of leave
available for the user and based on the leave that user wants to take, the user should click on the apply
button.
Figure 2.18: Leave Status
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Figure 2.19: Leave Application
Leave Approval The individual Supervisor/OVC-HRO/College-HRO will get a notification for the leave application. The
user will have to click on the Awaiting Approval -> View and click on Approve or Reject to grant or reject
the leave.
Figure 2.20: Leave Detail (Supervisor/HRO)
Attendance Ideally, a biometric attendance system should be put in place to keep track of attendance of the employees.
However, until such time the biometric system is introduced, the Human Resource Officer should update
the status in the database including the time in accordance to the signed register. The attendance record
should be interlinked with the leave management system so that the information is updated accordingly by
the HRO for information of all (employee and employer).
Enter Attendance To add the attendance, click on the Enter Attendance. Select the unit/section and date and click Search
button. In this case please only check the staff that is on leave or absent only because by default everyone
will be present.
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Figure 2.21: Add Attendance by Unit/Section
Staff Attendance To view the attendance, click on the Staff Attendance
Figure 2.22: View Attendance by Unit/Section
Leave Encashment Leave Encashment
Click on the Leave Encashment to apply for leave application
Figure 2.23: Leave Encashment Application
Leave Encashment List OVC-HRO/College-HRO can access and take action on the list of staff who has applied for Leave
Encashment.
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Figure 2.24: Leave Encashment List
HR Development Human Resource Development is the frameworks for helping employees develop their personal and
organizational skills, knowledge and abilities, career development which contributes to the organizational
performance.
The database should have the details of all trainings availed by an employee during his/her tenure. It has
feature to continuously update the status of the long-term study beginning from enrollment till the
successful completion and generation of HRD report (individual and organizational).
Long Term Training Planned
The OVC-HRO/College-HRO will have to activate and fill up the long term studies detail by clicking
Figure 2.25: HRD Approved Lists
Adhoc The OVC-HRO/College-HRO will have to add the training detail and click on Submit button.
Figure 2.26: Adhoc Training Details
Short Term Training Planned
The OVC-HRO/College-HRO will have to activate and fill up the long term studies detail by clicking
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Figure 2.27: HRD Approved Lists (Short term)
Adhoc The OVC-HRO/College-HRO will have to add the training detail and click on Submit button.
Figure 2.28: Workshop, Seminar, Field Visit & Other Details
Nominate Staff for Trainings Based on the approval from the management the OVC-HRO/College-HRO will nominate the staff for the
training by searching the staff and clicking the particular staff and submit for nomination.
Figure 2.29: Nominate staff for training search
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Figure 2.30: Nominate Staff for Training
Apply Trainings & Workshops Every Individual who has been nominated should apply for training by clicking on the Apply Training &
Workshop by submitting the documents.
Figure 2.31: Training nomination List
View Trainings & Workshops Applications OVC-HRO/College-HRO can view the training nomination details with documents submitted or not.
Figure 2.32: View Training and Workshop Details
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Figure 2.33: Application Form and Documents Submitted for Training
Update Training Report Individual will have to submit the training report as a record by clicking on the Update Training Report
Figure 2.34: Report for Long Term /Short Term.
Figure 2.35: Form to submit report after training.
Training Report OVC-HRO/College-HRO can download the detail training report submitted or not.
Figure 2.36: Report from Long Term Training
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Employee Lifecycle Management Employee Lifecycle Management module includes Transfer, PMS, Promotion and Separation from service.
In this module the Human Resource Officer should insert and update the particular sub module information
into the system when a decision is taken on a particular employee.
Transfer Apply Transfer
If a staff wants to apply for a transfer, the user has to apply by clicking on the Apply Transfer
Figure 2.37: Transfer Application Form
From and To OVC/College Approval The OVC-HRO/College-HRO will see a list of transfer proposal by clicking on the From Org/College
Approval and Org/College Approval menu. The OVC-HRO/College-HRO can take action by approving or
rejecting upon approval from the management by clicking on the view button.
Figure 2.38: List of Transfer Request from
Figure 2.39: List of Transfer Request to
Transfer Application Status The OVC-HRO/College-HRO can see the transfer proposal status by clicking on the Transfer Application
Status
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Figure 2.40: Transfer Applicant Status
Approved Transfers Once the transfer proposal is approved by both the outgoing and coming organization the OVC-HRO can
view by clicking on the Approved Transfer menu.
Figure 2.41: List of Approved transfer proposal
Now the OVC-HRO can click on the Update button to transfer the staff to the approved location after the
approval for the management.
Figure 2.42: Update detail of transferred application
PMS Performance Management System aims to enhance the performance of employees through continuous and
objective performance planning, monitoring, reviewing and recognition; enhance productivity of the
institutes/colleges and OVC by aligning employee’s performance to the organizational goals; and also to
ensure fairness in career advancement through rigorous and transparent performance appraisal system.
Nature of Activity (Academic) The OVC-HRO should add the Academic Weight and the Nature of Activity in order for the academic to
fill up their Individual Work Plan.
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Figure 2.43: PMS-Academic Weight and nature of Activity
Nominations Individual staff can nominate their peers, subordinates and beneficiaries for their own evaluation after the
discussion with their individual supervisor.
Figure 2.44: PMS-Add and list of Peer, Subordinates, Beneficiaries
Feedback Questions The OVC-HRO can also set the question for peer, subordinate, beneficiary and students for the purpose if
IWP evaluation.
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Figure 2.45: PMS-Questions for Peer, Subordinates, Beneficiaries and Students
Appraisals The duly filled up Individual Work Plan, which has to be prepared in consultation with the respective
supervisor, should be applied online by the employee for the record of the supervisor within a prescribed
deadline as per the policies and procedures. Then at the end of each term (semester wise for faculty and
yearly for Administration staff), the duly evaluated and rated performance evaluation form should be
forwarded (online) to the HRO within the prescribed deadline as per the policies and procedures. HRO
should maintain the record in database to make it available as and when required.
Activate PMS Date The OVC HRO will have to activate the PMS date for the staff to fill up the appraisal online by clicking on
the activate PMS Date.
Figure 2.45: PMS-Activate Date
Administrative Appraisals The administrative staff will have to click on the Administrative appraisal and fill up their IWP and click
submit.
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Figure 2.46: PMS-Administrative Appraisal
Academic Appraisal The Academic staff will have to click on the Academic appraisal to fill up their IWP.
Figure 2.47: PMS-Academic Appraisal
Appraisal Approval Lists The supervisor will access the appraisal list and approve the appraisal
Figure 2.48: PMS-Appraisal Approval List
Review Employee Performance Assessment
The individual will click on the Employee Performance Assessment menu to self-evaluate based on the
activities approved previously by the supervisor. After the self-evaluation it will be forwarded to the
supervisor for the final review and evaluation. Once the supervisor approves the appraisal it will be
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submitted back to the individual for review. If the employee feels that it is ok than it will be forwarded to
HR.
Figure 2.49: PMS-Performance Assessment (Self-Evaluation Form)
Feedbacks An individual who have been nominated to give feedback to a particular/identified staff will have to click
on the feedback menu to provide the feedback.
Figure 2.50: PMS-List of Peer/Subordinate/Beneficiaries for Feedback
Student Feedbacks The students will give feedback to their module tutors by clicking on the student feedback menu.
Performance Lists The OVC-HRO/College-HRO can view the performance review list by clicking on the Performance
Review List menu.
Figure 2.51: PMS-Performance Review List
Completed Assessment Employee View Performance Assessments
Individual staff can view their individual performance assessment by clicking on the Employee View
Performance Assessment.
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Figure 2.52: PMS-Performance Assessment
Promotion Under the promotion category the employee will fill up the promotion form and apply for promotion
online. Now based on HR promotion committee the particular HRO of the colleges/OVC should update the
system based on the promotion report. The Human Resource Officer of colleges/OVC will have the only
right to update the prompted information of the employee into the system and uploading of promotion
order into the system.
Apply Promotion To apply for promotion, the individual employee will have to click on the Apply Promotion menu and fill
up the required form and click on submit button.
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Figure 2.53: Promotion Form
Meritorious Promotion If the employee is eligible and wish to apply for meritorious promotion than the employee has t click on the
meritorious promotion menu.
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Figure 2.54: Meritorious Promotion Form
Update Promoted Applications The OVC-HRO/College-HRO will have to click on the update promoted application to update the
promoted detail
Figure 2.55: Promotion Applicant Status Update
Separation Apply Resignation
If the employee wants to resign than the employee can now apply only for separation by clicking on the
separation menu.
Figure 2.56: Apply Resignation Menu
Resignation Approval The OVC-HRO/College-HRO should click on the Resignation approval menu to approve or reject the
resignation.
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Figure 2.57: Resignation Approval List
Dues Records Once after the approval of the resignation the individual and OVC-HRO/College-HRO can check the status
of the no due clearance of the approved staff.
Figure 2.58: Resignation Approval List
Separation Records Finally, after all the no due is cleared the OVC-HRO/College-HRO can update the system by issuing a
reliving office order and then update the system.
Figure 2.59: Resignation record-issue of separation record
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Figure 2.60: Resignation issue record form
Employee Tour Travel Authorizations
The user can fill up the travel authorization form and submit online and the supervisor can approve online.
Figure 2.61: Travel Authorization Form
Travel Approval The user will have access to the travel authorization details by clicking on the travel approval menu.
Figure 2.62: Travel Approval Form
Organization Setting Organization Configuration
The OVC-HRO will have to configure the organization, department, and unit details before using the
system or if there is any new organization coming in or any updates in the name of the department or units.
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Figure 2.63: Organization Configuration & Settings
HR Configuration The OVC-HRO will have to update the following HR details by clicking on the HR Configuration Settings.
Position Title
Position Level
Teaching Allowance
Rent Allowance
Pay Scale
Employee Status
Position Category
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Figure 2.64: HR Configuration Setting 1
Other Configuration
Figure 2.65: HR Configuration Setting 2
Employee Details The OVC-HRO/College-HRO can have access to the list of employee by clicking on the Employee Details
menu.
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Figure 2.66: Employee Details Search
Employee Management The OVC-HRO/College-HRO can add employee and their details from this section such as adding
following information.
Employee Profile Picture
Update Employee Details
Employee Relation Details
Employee Work Experiences
Employee Education Details
Employee Training Details
Employee Publication Details
Employee Responsibilities
Employee Contributions
Employee Awards
Employee Community Services
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Add Employee
Figure 2.67: Add Details of new Employee
Employee List
Figure 2.68: Employee List
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Employee Relation Details
Figure 2.71: Add Employee Family Details
Employee Work Experiences
Figure 2.72: Add Employee Work Experience
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Employee Education
Figure 2.73: Add Employee Education Details
Employee Training etc.
Figure 2.74: Add Employee Training Details
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Employee Publications
Figure 2.75: Add Employee Publications
Employee Responsibilities
Figure 2.76: Add Employee Resposnibility
Employee Contributions
Figure 2.77: Add Employee Contribution
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Employee Awards
Figure 2.78: Add Employee Awards
Employee Community Services
Figure 2.79: Add Employee Community Services
Reports The executives, OVC-HRO and College-HRO can have access to the different Human Resources related
report by clicking on the Report Menu.
HR Related Reports The HR related reports is categorized into 3 following category.
Staff Category Report
Staff Life Cycle Reports
Staff Training Reports
Student Related Reports This section will provide the report related to students
Academic Related Reports The academic related report can be accessible only form academic related reports.
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Tashi Delek