ssm tafis process

SSM – TAFIS Process

1Copyright © 2020 Dynamik Technologies Sdn Bhd. All rights reserved.

30th June, 3rd & 5th July 2021


Agenda

1. SSM Overview

2. Roles

3. Salary Slip▪ Salary Slip Process Flow

▪ Authorized Signature | Chop

4. Bank Account ▪ Salary Process Flow

▪ Account Status

5. SSM & TAFIS

6. Clean Up Data

7. AOB

Sistem Sumber Manusia (SSM) is one project driven in consolidating between Human Resource and Payroll in collaboration as one ‘Fiscal Consolidation Programme’ led by Prime Minister Office (PMO)

through Public Service Department (PSD), Ministry of Finance and Economy (MOFe) through Treasury Department, in replacement of the Government Employee Management System (GEMS) and

Government Payroll System (GPS)


SSM Overview


SSM – TAFIS Process Flow

SSM TAFISBANK

Human

ResourcePayroll

eBank

Statement

Bank Recon Journal

Budget

Report

Received Salary

Bi-M

on

thly

Pa

yo

ut


SSM Overview

PHASE 1

Note :

SSM - Cost Assignment | TAFIS – Chartfield Combination

ORGANIZATION

MANAGEMENT

▪ Reporting & Position

Structure

▪ Cost Assignment

Roles:

OM Admin | Finance Officer

ORGANIZATION

MANAGEMENT

▪ Personal Information

▪ Job Record service

Information

Roles:

Dept HR Admin

TIME

MANAGEMENT

▪ Attendance

▪ Leave Application

Roles:

Dept Time Admin

PAYROLL

▪ Enter | Update |

Approve :

▪ Payroll transactions

▪ Employee bank details

▪ Employee Basic Pay

Roles:

Dept Payroll Clerk | Officer

SSM Roles



SSM : Roles

Enter | Update :


▪ Employee bank details


Department

Payroll Clerk

Department

Finance Officer

Enter | Maintain :

▪ OM cost assignment

Approve :


▪ Bank account details


Department

Payroll Officer

Department

HR Admin

Update :

▪ Employee’s

Personnel Info

▪ Employee’s Job Info

▪ Employee’s Service

Info

▪ Assign Employee’s

Position

Salary Slip



SSM : My Payslip Details Page

This page showing :

▪ the government monthly employee’s pay

details

1

▪ the two payout details which be reflect in

the pay slip

2

Important note :

Monthly Employee will ONLY able to view |

download the pay slip after the 2nd payout is

paid


SSM : Sample Salary Slip

This unique ID will be differently

each month


Salary Slip Process

DEPARTMENTGenerated Employee Payslip

2

Payslip

BANKCall Dept Payroll to authenticate

5

EMPLOYEERequest Authenticated Payslip1

Request Payslip

DEPARTMENTAuthenticate Payslip

3 EMPLOYEESubmit to Bank4

This is the process to

authenticate SSM pay slip for

official use

Purpose : Employee intended

to apply any bank facilities [e.g.,

Personal Loan]

Authorized Chop | Signature




DEPARTMENTAuthorized Chop & Signature1 When Employee request to authenticate SSM pay slip :

▪ Department to print SSM pay slip

▪ Required to stamp and sign on the pay slip by the authorized

signatories

BANKCall Dept Payroll to authenticate

2 When Bank request to authenticate SSM pay slip :

▪ Bank will contact the Department via email in order to request for

validation if required

▪ Department’s contact details will be shared to all Banks



Purpose of this form :

▪ For the authorized personnel to provide full

details, sample signature and Department

Stamp

▪ The details will later be shared to ALL

Banks

Important Reminder:

▪ If there are any changes on the existing

Authoriser Department to fill in the form and

submit to SSM helpdesk as soon as

possible

▪ Retire | Suspended | Transfer | Terminate |

Position Change – Department to email

SSM Helpdesk to notify on the changes


Salary Slip Authorization

Department

Authorizer

SUT

Clerk

Request Authorization

Officer

Only authorized signature and stamp can be place on the pay slip

Director



Once the Authorized Signature form is complete, the Department to return back

the form to:

SSM Helpdesk

Dynamik Technologies Level 7, Design & Technology Building, Anggerek Desa Tech

Park Spg. 32-37, Kg. Anggerek Desa, Berakas BB3713 Negara Brunei Darussalam

Tel: 2382238 Fax: 2382248

Dateline : Saturday, 17th July 2021Important Reminder:

No Scan & Email required : Hardcopy with clear signature & Stamp

Bank Account



Bank Account Process

SSM

Employee

Dept Payroll

Officer

Dept Payroll

Clerk

Approve employee

bank details

EMPLOYEE

Dept Payroll

Officer

Enter | Update

employee bank details

DEPARTMENT

Update

Bank Account

Approve employee

bank details


SSM - Bank Account

BANK

BIBD : 14 Digit

TAIB : 15 Digit

BAIDURI : 13 Digit

SCB : 13 Digit

Employee Update

Bank Account

Validate by Dept

Payroll Officer

Important Reminder:

▪ To make sure length of the bank account is

accurate

▪ Verify the upload document against the

details entered by Employee e.g., Bank

Account

Important Note:

If the length of the bank account is not as listed, Employee is advice to verify with the

banks


SSM - Bank Account

Important Note :

To upload the mandatory supporting

document

(max file size: 3MB)


Bank Account Status

BANK

DORMANT No financial activity for 6 month

VALID Correct Account Number

CLOSED Account that has been deactivated

INVALID Invalid Account number

JULY 2021

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

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Scenario : Valid Account

Update Payroll Details for July 2021

Payment

File

Bank

Validate

Pay Day(Cycle 1)

Payment

File

Bank

Validate

Pay Day(Cycle 2)

# Field Name Description

1Update Payroll

Details

Department | Employee update

details

2 Payment File Payroll file send to the bank

3 Bank Validate Bank validate payroll details

JULY 2021


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Scenario : Dormant Account


Payment

File

Bank

ValidateEmployee to activate bank account

Employee to activate bank

account

Pay Day(Cycle 1)

▪ If an employee having

dormant account,

Department are to advice the

employee to activate their

account before the pay day


Dormant Process

BANK

Bank Validate

Payment

File

SSM

Activate Bank

Account

Employee

Payroll Unit

Treasury Dept

Department

Result

Dormant

Update Result


Scenario – Dormant Account

Awg Bobo’s Bank account [e.g. TAIB] is currently dormant, then Awg Bobo wish to amend the bank

account to an active bank account [e.g. BIBD]

Bank Validate File Bank Update Pay Out

5th July 2021 Awg Bobo Account = Dormant1st Pay Out

14 July 2021

Due to the payment file have been submitted to ALL BANKS, no changes | update to BANK is encouraged

JULY 2021


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Scenario 1: Closed Account


Payment

File

Employee

close bank

account

Pay Day(Cycle 1)

Important Notes:

Before 1st Pay Day:

▪ If an employee close

account, the employee is to

update the bank account in

SSM to an active | valid

account

▪ Employee | Department is

given 3 working days to


SSM

Employee update bank accountBank

Validate

JULY 2021


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Scenario 2: Closed Account

Employee Close bank

account

Important Notes:

Before 2nd Pay Day:

▪ If an employee close

account, the employee is to


SSM to an active | valid

account

▪ Employee | Department is

given 3 working days to


SSM

Employee update bank account

Bank

ValidatePayment

File

Pay Day(Cycle 1)

JULY 2021


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26 27 28 29 30 31


Scenario : Invalid Account


Payment

File

Bank

Validate

Invalid Bank Account

Pay Day(Cycle 1)

Important Note:

If an employee having

Invalid Account,

▪ The employee is advice to

check their account details

▪ Any correction to the bank

account, must be approved

before payment file is

generated

Employee update bank accountApproved by

Dept

Invalid Bank Account

Employee update bank accountApproved by

Dept


Closed | Invalid Acct Process

BANK

Bank Validate

Payment

File

SSM

Update New

Bank Account

Employee

Payroll Unit

Treasury Dept

Department

Result

Closed

Update Result

Approved

Updated Bank

Account

DepartmentRerun

Payroll

Process

SSM

Payment

File

SSM

SSM - TAFIS



SSM – TAFIS Process Flow

SSM TAFISBANK

Human Resource

Payroll

eBank Statement

Bank Recon Journal

Budget Report

Received Salary

Bi-

Mo

nth

ly P

ayo

ut


Budget Submission New FY During budget submission for the new Financial Year [FY] Department :

▪ Department will prepare SPJ by listing down all employees by identifying cost assignment [TAFIS – chartfield combination e.g. BU | Program | Activity | Cost Center]

▪ The proposal yet to be approved▪ During LegCo Department will only then know if the proposed budget is approved, and no changes required on

the budget submission

SAMPLE

BU Account Program Activity Cost CenterAllocated Amount

Remarks

SQ05AG01100

Gaji001000 001002 900800 $75,130.00

For 5 Employees1. Mat Bone Bin Mat Bean2. Siti Manis Bte Ahmad3. Hj Jojo Bin Hj Ali4. Dk Molly Bte Pg Jon Jon5. Awg Peter Bin Awg Bobo


New FY – 1st April

Every 1st April approved & posted Personal Emolument [PE] account will be

listed in TAFIS for the Department to use for each Financial Year [FY]

TAFIS

SAM

PLE

Department to check and make sure :

1. All the upload and posted chartfield combination in TAFIS is accurate and

correct

2. To take note the amount is correctly allocated

3. If there is any mistake immediately advice portfolio officer in Budget Division


Organizational Management Module

SSM

In SSM, Dept Finance

Officer are to make sure the

5 Positions are tied to the

correct cost assignments.

These cost assignments will

determine chartfields used for

salary and allowances of

employees under these

positions.


Scenarios [1]1. Valid chartfield combination in TAFIS but no budget allocated for that FY

▪ SSM doesn’t have any budget check function

▪ Therefore, it is the responsibility of the Department Finance to make sure there is sufficient budget allocated in

the listed chartfield combination

▪ If budget insufficient, please immediately cooridinate portfolio officer in Budget Division

▪ If this issue is not resolved, it will cause Budget Error during Journal stage

▪ Department will be contacted to correct the correct chartfield combination in SSM

Valid Chartfield

no budget allocated


Scenarios [2]2. Employee moved in the middle of the year, same Department different Cost Center [CC]

Example :

Ali Bobo Bin Abu Bobo moved

to a new cost center e.g.

900200 in December

However, in CC 900200 there

was not enough budget

allocated since the budget was

original allocated in CC 900100

Important Notes:

▪ Department to perform

budget transfer between

the cost center within the

same Ministry | Department

900100

900200

▪ Department will be contacted to correct the correct the chartfield combination in SSM

▪ If this issue is not resolved, it will cause Budget Error during Journal stage


SSM : TAFIS

Journal

TAFIS

Contact

Dept

SSM Department

Inform Journal

Error

Budget

Error


Summarize

Impact to TAFIS:

1. Payroll Journal unable to be posted

2. Budget Report not tally

3. Plan vs Actual

Important Note:

By every end of the month the

Department’s available budget will be

expensed by the payroll Journal

SSM

Cost Assignment:

Program : 001000

Activity : 001005

Cost Center : 900100

Recorded in SSM

TAFIS

Cost Assignment:

Program : 001000

Activity : 001005

Cost Center : 900900

Actual Cost Center

DATA CLEAN UP



Data Clean Up

Task for the Department :

1. To check the correct chartfield combination

2. To update the details Department amended details [GREEN] column NOT to amend in the

Original details [YELLOW] column

ssm tafis process

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