Gems User Manual (Group Employee Management System) : Page 1 of 224

GEMS USER MANUAL
(Group Employee Management System)
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Index
1. Introduction .......................................................................................................................................... 8
2. Home Page.......................................................................................................................................... 9
2.1 Introduction .................................................................................................................................... 9
2. 2 Organization Update ................................................................................................................... 11
2.2.1 Announcements and Circulars .............................................................................................. 11

2.2.2 Policies .................................................................................................................................. 12
2.3 Organization Chart ....................................................................................................................... 12
2.4 Vacancies .................................................................................................................................... 13
2.5 My Request .................................................................................................................................. 13
2.6 Learning News ............................................................................................................................. 14
2.7 Notification & Alerts...................................................................................................................... 15
3. My Profile........................................................................................................................................... 16
3.1 Personal details ........................................................................................................................... 16
3.2 Leave details and Duty Travel: .................................................................................................... 16
3.3 Dependent Details ....................................................................................................................... 17
3.4 Career path - Salary details ......................................................................................................... 18
3.5 View Personal Documents Links ................................................................................................. 18
3.6 Salary Details ............................................................................................................................... 19
3.6.1 Entitlements........................................................................................................................... 19
3.6.2 Payslip ................................................................................................................................... 19
3.7 My Learnings ............................................................................................................................... 20
4. Dashboards ....................................................................................................................................... 21
4.1 Introduction .................................................................................................................................. 21
4.2 Employee Head Count ................................................................................................................. 22
4.3 Attrition Metrics ............................................................................................................................ 24
4.4 SRF Dashboard (Vacancy Details) .............................................................................................. 25
4.4.1 SRF Automation Overview .................................................................................................... 25

4.4.2 Accessing SRF in GEMS: ..................................................................................................... 27
4.4.3 SRF Approval ........................................................................................................................ 38
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4.5 Reportees Head Count ................................................................................................................ 43
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5. My Reportees .................................................................................................................................... 44
5.1 Reportees Details ........................................................................................................................ 44
5.2 Reportees Salary Details ............................................................................................................. 44
5.3 Reportees Leave Details ............................................................................................................. 44
5.4 Reportee Attendance Details ...................................................................................................... 45
5.4.1 How to access ....................................................................................................................... 45

5.4.2 Attendance report (Shortage/Excess Hours) ....................................................................... 45
5.4.3 Shortage Hours ..................................................................................................................... 46
5.4.4 Non Attendance report .......................................................................................................... 46
5.4.5. Attendance Record for Duty Travel days ............................................................................. 47
5.4.6 Attendance Record for Leave days ....................................................................................... 48
5.4.7 Search Options ..................................................................................................................... 49
5.4.8 Other features in the Attendance Summary.......................................................................... 51
5.5.9 Attendance Review .............................................................................................................. 52
5.5.10 Attendance Review Process for data discrepancies (ITSR) .............................................. 59
6. HR Services....................................................................................................................................... 64
6.1 HR Letters .................................................................................................................................... 64
6.2 Action List .................................................................................................................................... 65
6.3 Privilege Pass .............................................................................................................................. 66
7. Immigration Services ......................................................................................................................... 68
7.1 Immigration Request .................................................................................................................... 68
7.2 Immigration Letters ...................................................................................................................... 75
7.3 Passport Tracking (for Immigration only) ..................................................................................... 78
8. QR Org Chart .................................................................................................................................... 81
8.1 Org Chart- View Open Position ................................................................................................... 81
9. Reports ............................................................................................................................................. 82
9.1 Exit Interview Report (for HR only) .............................................................................................. 82
9.1.2 Separation Staff Breakdown Report ..................................................................................... 82

9.1.3 Separation Trends................................................................................................................. 86
9.2 Supervisor Request View (for Immigration only) ......................................................................... 90
10. LMS (Learning Management System)............................................................................................ 91
10.1 Overview .................................................................................................................................... 91
10.2 Course Schedule ....................................................................................................................... 91
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10.3 My Learnings ............................................................................................................................. 92
10.3.1 Planned ............................................................................................................................... 92

10.3.2 In-progress .......................................................................................................................... 93
10.3.3 Completed ........................................................................................................................... 93
10.3.4 Others.................................................................................................................................. 93
10.4 LMS Feedback ........................................................................................................................... 94
11. Duty Travel ..................................................................................................................................... 95
11.1 Overview .................................................................................................................................... 95
11.2 Navigation Path.......................................................................................................................... 95
11.3 Duty Travel Request .................................................................................................................. 95
11.4 Duty Travel - Summary .............................................................................................................. 97
11.5 Notification ................................................................................................................................. 97
11.6 Expense Report ......................................................................................................................... 98
11.7 Expense Summary..................................................................................................................... 99
12. Personal Info Update.................................................................................................................... 100
12.1 Overview .................................................................................................................................. 100
12.2 Navigation Path........................................................................................................................ 100
12.3 Basic Details ............................................................................................................................ 101
12.4 Address Details ........................................................................................................................ 101
12.5 Emergency Contact Details ..................................................................................................... 101
12.6 Passport Details ....................................................................................................................... 102
12.7 Egate Pass Details................................................................................................................... 102
12.7 Dependent Details ................................................................................................................... 102
12.7 Phone Number ......................................................................................................................... 103
12.8 Request History ....................................................................................................................... 103
13. School Fee Reimbursement .......................................................................................................... 104
13.1 Overview .................................................................................................................................. 104
13.2 Navigation Path........................................................................................................................ 104
13.3 School Fee Reimbursement Process ...................................................................................... 104
13.4 Eligibility Criteria ...................................................................................................................... 108
13.5 School Fee Request ................................................................................................................ 109
13.6 School Fee Request List.......................................................................................................... 109
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13.7 Notification ............................................................................................................................... 110
13.8 HR Benefits Verification Team................................................................................................. 110
13.9 HR Benefits Approval Team .................................................................................................... 110
14. Probation ...................................................................................................................................... 111
14.1 Overview .................................................................................................................................. 111
14.2 Probation Process.................................................................................................................... 111
14.3 Navigation Path........................................................................................................................ 111
14.4 Conduct Evaluation [Supervisor/Line Manager] ...................................................................... 112
14.4.1 Probation Parameter Set................................................................................................... 113

14.5 Submit Probation Evaluation Record ....................................................................................... 115
14.6 Notification ............................................................................................................................... 117
14.7 W orkflow Process .................................................................................................................... 118
14.7.1 Employee .......................................................................................................................... 118

14.7.2 L2 Manager ....................................................................................................................... 118
14.7.3 Division Head .................................................................................................................... 118
14.7.4 CHRO ................................................................................................................................ 119
14.7.5 HR Admin .......................................................................................................................... 119
14.8. Probation Delegation(QAS-GS HUB) .................................................................................... 120
14.8.1 Overview ........................................................................................................................... 120

14.8.2 Probation Request ............................................................................................................ 120
14.8.3 Probation Delegation for QAS........................................................................................... 120
14.8.4 Assign Probation Reportees (Selected/All) to Delegate ................................................... 122
14.8.5 Conduct Evaluation [Supervisor/Line Manager]................................................................ 123
14.8.6 Probation Parameter Set................................................................................................... 125
14.8.7 Submit Probation Evaluation Record ................................................................................ 127
14.8.8 Notification......................................................................................................................... 128
14.8.9 Workflow Constraints/Process .......................................................................................... 129
15. Leave and Exit Permit ................................................................................................................... 130
15.1 Navigation Path........................................................................................................................ 130
15.2 Validate Leave Details ............................................................................................................. 130
15.2 How to apply leave:.................................................................................................................. 132
15.3 Leave Approval process: ......................................................................................................... 134
15.3.1 Leave Approval from Email ............................................................................................... 134

15.3.2 Leave approval from GEMS W orklist menu ...................................................................... 135
15.4 Leave and Exit Permit for Roster staff ..................................................................................... 136
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16. Employee Search .......................................................................................................................... 140
17. Quick Links .................................................................................................................................... 143
18. System Functions .................................................................................................................... 145
18.1 Print, About GEMS, Logout ..................................................................................................... 145
18.1.1 Print ................................................................................................................................... 145

18.1.2 About GEMS ..................................................................................................................... 145
18.1.3 Logout ............................................................................................................................... 145
19. Qatar Airways National Scholarship Program ......................................................................... 146
19.1 An Overview ............................................................................................................................ 146
19.2 How to access ......................................................................................................................... 146
19.3 Student Viewing: Profile .......................................................................................................... 147
19.4 Student Viewing: Academic Information.................................................................................. 147
19.5 Student: Submitting Request................................................................................................... 148
19.6 Scholarship Specialist: View/Modify Students Profile ............................................................. 148
19.7 Scholarship Specialist View/Modify Student Academic Information ....................................... 149
19.8 Scholarship Specialist Submitting Student Academic Evaluation Request ............................ 150
19.9 Scholarship Specialist Issuing Student Academic Evaluation Request .................................. 151
19.10 Scholarship Specialist Viewing Summer school Request ................................................... 152
19.11 Scholarship Specialist Viewing Documents in E-Docs........................................................ 153
19.12 Scholarship Specialist Submit Request on behalf of Student ............................................. 154
19.13 NSP Request Approval process .......................................................................................... 155
20. Separation ............................................................................................................................... 157
20.1 Overview.................................................................................................................................. 157
20.2 Access Separation in GEMS: .................................................................................................. 157
20.3 Initiate Separation Request: .................................................................................................... 158
20.3.1 Submit a Self-Resignation request: ............................................................................. 159

20.3.2 Submit a Resignation request for direct reportees: ..................................................... 162
20.3.3 Submit Termination/Retirement/Deceased for direct reportees: ................................. 163
20.4 Separation request Approval (L1/L2/HR Business partner): ................................................... 165
20.4.1 CHRO Approval for Separation: .................................................................................. 169

20.4.2 GCEO Approval Workflow: .......................................................................................... 169
20.5 Separation Letter Generation (HR Separation Team):............................................................ 169
20.5.1 Submit the Letter for Approval:.................................................................................... 174
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20.6 Separation Letter Approval – Pre Approver (Separation Manager): ....................................... 175
20.7 HR Senior Manager Approval for Separation Letter: .............................................................. 178
20.8 Initiate Clearance for a Separation Request: .......................................................................... 181
20.9 Process/Approve the Clearance:............................................................................................. 185
20.9.1 Employee Department Clearance: .............................................................................. 186

20.9.2 ID Management Clearance:......................................................................................... 188
20.9.3 IT Support Clearance: ................................................................................................. 192
20.9.4 HR Benefits - Medical Insurance Clearance: .............................................................. 195
20.9.5 HR - Leave Administrator: ........................................................................................... 197
20.9.6 Standard Procedures:.................................................................................................. 200
20.9.7 Performance Officer: ................................................................................................... 201
20.9.8 Cabin Crew Housing Department:............................................................................... 203
20.9.9 Housing Department (General): .................................................................................. 204
20.9.10 QR Medical Center: ..................................................................................................... 205
20.9.11 Uniform Clearance:...................................................................................................... 207
20.9.12 Duty Free Clearance: .................................................................................................. 208
20.9.13 Inflight Clearance:........................................................................................................ 209
20.9.14 Treasury Clearance: .................................................................................................... 211
20.9.15 Allowances (Hourly flying, Hotel, Meal): ...................................................................... 212
20.9.16 Security: ....................................................................................................................... 213
20.9.17 Payroll/Finance: ........................................................................................................... 215
20.9.18 Immigration: ................................................................................................................. 216
20.9.19 HR Separation: ............................................................................................................ 218
20.9.20 Outstation Concerned Team: ...................................................................................... 219
20.9.21 Employee Contact & Bank Details: ............................................................................. 219
20.9.22 HR Benefits – General:................................................................................................ 221
20.9.23 Travel Clearance: ........................................................................................................ 222
20.10 Repatriation & Resident Permit Options:............................................................................. 224
21.1 Electronic Monitoring System (EMS) Submission of type Over Night (One Night)……………... 226
21.1.01: Step-1: Access GEMS-> HR Services-> EMS Request…………………………………. 226
21.1.02 Step-2: Select the Request type as “Over Night (One Night) and submitting the request.226
21.1.03 Step-3: Uploading the Visa Document of the Relatives with whom staff was residing…..227
21.1.04 Step-4: Request History………………………………………………………………………..228
21.1.05 Step-5: Verifying the EMS Request Balance……………………………………………..….228
21.1.06 Step 6: Uploading of Visa Document……………………………………………………….. 229
21.1.07 Step 7: Submitting the request for Approval after uploading Visa……………………….. 229
21.1.08 Step 8: Generate PDF…………………………………………………………………………..231
22.1 Accessing the Electronic Monitoring System (EMS) As Pre Approver……………………………... 232
22.1.01 Step-1: Access GEMS-> Work List Section OR GEMS-> Work List Tab………………... 232
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22.1.02 Step-2: Pre Approver can see the similar kind of previously raised request in the Previous
Request Details section…………………………………………………………………………………233
22.1.04 Step-4: Taking Necessary action…………………………………………………………… 234
23.1 Accessing the Electronic Monitoring System (EMS) As Line Manager……………………………235
23.1.01 Step-1: Access GEMS->Work List Section OR GEMS->Work List Tab………………....235
23.1.02 Step-2: A Line Manager can see the similar kind of previously raised request in the “Previous
Request Details” section……………………………………………………………………………… 236
23.1.03 Step-3: Taking Necessary action…………………………………………………………….236
23.1.04 Step 4: Viewing the Pre Approver’s Remark……………………………………………… 237
24.1 Accessing the Electronic Monitoring System (EMS) As Line Manager…………………………. 238
24.1.01 Step-1: Access GEMS->Work List Section OR GEMS->Work List Tab……………….. 238
24.1.02 Step-2: HR Admin’s can see the similar kind of previously raised request in the “Previous
Request Details” section………………………………………………………………………………..239
24.1.03 Step-3: Taking Necessary action…………………………………………………………….239
24.1.04 Step 4: Viewing the Line Managers Remark……………………………………………… 239
25.1 Approving the EMS Request after Visa Document Upload………………………………………. 240
25.1.01 verifying the details of EMS Request with Visa document………………………………. 240
26.1 EMS Regularization…………………………………………………………………………………... 241
26.1.01 Step-1 Access GEMS->Work List Section OR GEMS->Work List Tab………………….241
26.1.02 Step-2: Navigating to the Regularization………………………………………………….. 242
26.1.03 Step 3: To View the Approval Hierarchy…………………………………………………... 243
26.1.04 Step 4: Taking the necessary action for the Regularized Request……………………….244
27.1 EMS Report: Accessing the Electronic Monitoring System (EMS) Report Screen as HR Admin.245
27.1.01 Step-1: Access GEMS-> HR Services->EMS Report……………………………………..245
27.1.02 Step 2: Generating the Violation Report for any Date……………………………………. 245
28.1 Regularized Status………………………………………………………………………………………246
29.1 Adding note against the Violation report………………………………………………………………246
30.1 Downloading the attachment added while regularizing the request……………………………… 247
31.1 Exporting the Violation details to CSV…………………………………………………………………248
32.1 Accessing the Electronic Monitoring System (EMS) Regularization Screen as Line Manager….249
32.1.01 OR Regularization Screen can be accessed through the Menu………………………… 252
33.1 EMS Report: Accessing the Electronic Monitoring System (EMS) Report Screen as HR Admin…254
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1. Introduction
GEMS is a single bespoke platform application for all Qatar Airways employees. The system provides
a single view of information, integrating data from multiple sources. The application also targets to
automate some of the critical manual processes (e.g. Immigration Services) and provides critical
analytics for decision making ability. Major business objectives of GEMS application are as follows:
 Provide HR and Line managers a platform to collaborate and support Employee relationship
management
 Provide managers with a full view of all their employee information. Essentially this gives the
manager with employee files on their fingertips no matter where in the globe they are. In a way
this part of GEMS is like PRISM is for Cabin crew
 Provide HR a platform for communicating with employees – circulars, announcements, policy

changes
 Provide line managers key KPI information about staff such as attrition, vacancies, the status of an
individual vacancy
 Provide employees a portal where they can only access all the information relevant to them on
their files barring confidential information about them
This document guides the users to the different modules of this application.
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2. Home Page
2.1 Introduction
Home Page is the default page or the initial page where the user lands upon successful authentication
into the application.
The Home Page displays the following details that require quick attention of the employee:
 Organization Update (Announcements& Circulars, Policies & Procedures)

 Department Organization Chart
 Internal Vacancies
 My Request
 Learning News
 Notification & Alerts
The Home Page content is grouped under seven sections (also called widgets in GEMS). Apart from
the seven widget controls, Home page also displays an image (banner image) which can be
configurable by the system administrator.
Some of the widgets are provided with a ‘View All’ link, which when clicked expands and opens in a
new tab page, User can navigate back and forth to the main page.
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Widgets can be maximized or minimized, if any one of the widget is maximized, the rest of the widgets
will automatically adjust and align themselves in the screen real estate available. (View screen
below).
Widgets can be dragged to any position as desired by the user. The other widgets move into the
empty real estate as available. (View Home Page below).
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2. 2 Organization Update
2.2.1 Announcements and Circulars
“Announcements” feature of GEMS keeps the employees abreast with the latest news and updates of
the Organization. Organization’s Success, achievements, Individual success can be viewed under
announcements.
Announcements which are posted newly will flash with a label ‘New’ for a specified period as defined
by the administrator.
“Circulars” feature of GEMS is used as a platform to communicate to QR employees on Organization

notifications.
This widget displays all the circulars with an attachment, if available. Circulars which are newly posted
will flash with a label ‘New’ for a specified period as defined by the administrator
All messages will have the ‘Close’ option to click and close the message. On clicking this option the
message will shrink / collapses in-line with a ‘Read More’ option. On clicking the ‘Read More’ option
the message expands to full view mode.
‘View All’ displays the list of all announcements dated back to last one year period.
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2.2.2 Policies
Policies and Procedures feature of GEMS provide a snapshot of the organization’s policies. This
widget lists the Policies and procedures which are used by employees in general and provides link for
the central repository which has the archive of all policy related documents.
2.3 Organization Chart
Organizational chart (often called as Org Chart) is the one of the widget in Home page of GEMS,
which will provide the employee a pictorial view of structure of the organization and the line of
hierarchy. The chart allows the employee traverse through with the department.
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2.4 Vacancies
The vacancies widget provides information about Internal vacancies that are available in Qatar
Airways.
2.5 My Request
My Request widget in home page displays details of request raised by the user relating to HR
Immigration letter, Immigration, HR Letters, etc., with the current status. On selecting the request, new
screen opens showing the complete information of the request.
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2.6 Learning News
Learning news will provide the information on the current and upcoming L&D (Learning and News)
announcements.
This widget displays 3 links as specified below.
a. Course Catalog: Display the available course catalogs
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b. Couse Schedule: Display the available class schedules and e-learning courses.
c. View All: Display all the announcements.
2.7 Notification & Alerts
Notification & Alert feature of GEMS displays the Notifications and alerts for all key tasks the
employee needs to attend or complete. The widget shall auto refresh to reflect the latest organization
update published or added i.e. Announcements or Circulars added. It will display only those
Notifications that are related to the logged in user.
For e.g. If a HR user logs into the system, the Notifications and Alerts should display Notifications for
all requests raised for HR department, requests initiated for himself or on behalf of others, any
approval requests and alerts for important tasks or actions to be taken
The Alerts will be populated for key reminders and actions needed by the employee like Passport
Renewal, RP Renewal etc. basis the expiry date stored.
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3. My Profile
3.1 Personal details
The Personal details widget displays employee details in a single view.
3.2 Leave details and Duty Travel:
The “Leave Details and Duty Travel” widget displays the leave and duty travel details of the employee
on a period chart indicating the leaves and type of leave availed.
The graph displays the leaves availed by the employee for the following leave types.
 Annual Leave
 Unpaid Leave
 Sick Leave
 Roster Off or Days off (For Cabin Crew and Deck Crew)
 Compassionate Leave
 Lieu Leave
 Maternity Leave
 Hajj Leave
 Duty Travel
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On click of “View Leave Details” link, the detailed leave information will be displayed as below,
3.3 Dependent Details
The “Dependent Details” widget displays the dependents of the employee with their key identity
details. The data displayed in the dependent details widget shall be as per the data sourced from the
Oracle HRMS into the GEMS system.
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3.4 Career path - Salary details
The “Career Path” widget will give the pictorial overview of the position or grade changes in ones
career during their association with Qatar Airways. In Career path - Salary details the user can see
their effective salary details with history.
3.5 View Personal Documents Links
The managers can view both self and all their reportees personal documents like Resumes /
Curriculum vitae, Certificates, Passport and RP etc.,
The employee can view only their personal documents like Resumes / Curriculum vitae, Certificates,
Passport and RP etc.,
3.5.1 CV & Certificates

The user can save or view the personal document by clicking on the link in the grid.
3.5.2 Passport & Resident Permit

The user can save or view the passport or Resident Permit document by clicking on the link in the
grid.
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3.6 Salary Details
The “Salary Details” widget provide the complete information on entitlements eligible for the particular
grade along with payslip details
3.6.1 Entitlements
Entitlements are the employee benefits that were provided by Qatar Airways apart from the salary. It
will include Health Insurance, Life Insurance, School Fees, etc. The entitlement will differ based on the
Grade and Department of the employee.
3.6.2 Payslip
Payslip tab provides the details on the monthly salary for the last 24 months. This tab will enable the
user to view the salary breakup details split by earnings and deduction. Selection is made with
combination of Month and Year. User has to select view option to display the payslip for the
appropriate month and year. On selecting print, system will load the payslip in PDF format whereby
the user can download or print the payslip when required.
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3.7 My Learnings
Learner will be able to view his planned courses, completed courses, in progress courses and
incomplete courses in My Learnings section.
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4. Dashboards
4.1 Introduction
The Dashboard gives the department managers and users the data and the framework to
communicate critical strategic workforce issues to top management.
This dashboard helps the user in analyzing, making strategic decisions, predictions and necessary
remedies. The Dashboard User Interface design is divided into two widgets (Graphical representation
& Data).If the user clicks on the Analytical Graph on the top widget, the bottom widget displays the
related data.
The dashboard will be configured based on the following four flaps,

 Employee Head Count
 Attrition Metrics
 Vacancy Details
 Reportees Head Count
and the dashboard name will be dynamically changed based on the flap assigned to that dashboard.
For example in the below screen shot user could see the following two dashboards,
1. Employee Head Count – Attrition Details: This Dashboard will have Employee head count flap
and Attrition Metrics flap.
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4.2 Employee Head Count
The Dashboard displays the total head count of the organization, the dashboard can be drilled to any
parameter and the relevant data will be displayed in the below grid.
The analytics display the number of outstation staff for a region, country, station or department. The
user can view the analytics for a Region, Country, Station or Department wise and also click on a
specific graph points to view the detailed listing of employee(s) corresponding to graph point.
The following graph shows the Regional Office wise Employee Count:
Double click on the Pie chart to view the drill down pie graph of Employee Count of each Business
Unit / Country as follows:
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Click 'Go Back' to go to the Regional Office Pie Chart.
Single click on a particular portion highlights the portion as follows (e.g. Qatar Airways is highlighted):
The columns to be displayed in the Employee Count Grid can be specified using the option 'Display
Columns':
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4.3 Attrition Metrics
This flap displays the attrition statistics of Qatar Airways at department level. The statistics provides a
quick snapshot of the count of employees within the specified time period.
Layout as the follows:
The columns to be displayed in the Attrition Metrics grid can be specified using the option 'Display
Columns':
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4.4 SRF Dashboard (Vacancy Details)
This dashboard is used by Line Management to view/initiate Staff Requisition Form (SRF) process.
The Staff Requisition Form (SRF) process is described below,
4.4.1 SRF Automation Overview
Initiation of an online Staff Requisition Form (SRF) process will be through GEMS. An SRF is the
approval to recruit a vacancy within Qatar Airways Group and is a pre requisite for all recruitment to
begin.
SRF Automation will allow:
Stage1
• Auto creation/system generation of single and multiple SRFs for budgeted vacant positions with
auto approval below grade 10.
• Auto creation/system generation of single and multiple SRFs for budgeted vacant positions with
manual approval grade 10 and above.
• Tracking of SRFs, vacancies and headcount budget.
Stage2
• Manual creation of Single SRF for budgeted replacement vacancies.

• Manual creation of Bulk SRFs for budgeted replacement vacancies.
• Manual creation of Single SRF for non-budgeted vacancies.
• Manual creation of Bulk SRFs for non-budgeted vacancies.
• Rollback/Call back SRF process.
• SRFs Approval Tracking.
• Upload of supporting documents for SRFs.
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Functionality
Processes highlighted in RED are for Stage1.
The below table show the accountabilities / functionality of the main stakeholders in the SRF process.
Business
System Generated
Support Manager
Line Manager
Recruitment
Accountabilities/Functionality
Manger
HR
Process Provide advice on the SRF process ●
Auto create SRFs Raise online, auto created SRFs for ●
vacant budgeted vacancies
Receive system notification of manual ● ●
SRF creation and approval
Manual SRFs Raise online, manual Single SRF for ●
replacements vacancies
Raise online, manual Bulk SRFs for ●
replacement vacancies
Raise online, manual Single SRF for ●
un budgeted vacancies
Raise online, manual Bulk SRF for un ●
budgeted vacancies
SRF Rollback/Callback process ●
Provide advice on business ●
justifications and online, manual SRFs
Receive system notification of manual ● ●
SRF creation and approval
Receive system notification of SRF ● ●
manual creation rejection
Job Descriptions Receive system notification of SRF ● ●
non creation – Job Description missing
or requires update
Create and update Job Descriptions ●
Provide advice on Job Descriptions ●
Recruitment Begin recruitment/release vacancies ●
Initiation/Hold (change the status of SRF to ‘Initiate
Sourcing’)
Receive system notification of SRF ● ● ●
sourcing initiated
Hold vacancies (change the status of ● ●
SRF to ‘On Hold’)
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4.4.2 Accessing SRF in GEMS:
1. View the Open Positions
To View the Open Positions: - Click on the SRF menu and select SRF Dashboards sub menu (as
shown in the below screenshot) which contains Vacancy.
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2. Initiate Sourcing
To Initiate Sourcing: - Open positions information will be displayed like in the below screenshot Click
on any SRF as shown in the below screenshot
Click on SRF to
Initiate Sourcing
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On clicking any SRF as shown in the above screenshot will open a new page as shown in the below
screenshot. Follow the sequence explained in the screenshot to initiate sourcing.
Once Sourcing Initiation is successful, Recruiter will get system auto generated email notification to
initiate recruitment process.
Please note that Line Manager cannot initiation sourcing in following scenarios.
1) Due to non-availability of JD for position title.
2) JD approved date is older than two years for the position title.
3) For future sourcing initiation dates.
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3. Hold SRF
To Hold SRF: - After initiate the sourcing follow the sequence explained in the blow screenshot to
Hold a position.
If you select all available positions for Hold, on successful update position status will be changed as
“ON_HOLD” as shown in the below screen shot
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Partially Hold: If you select any one position to HOLD then SRF status will be updated as partially
hold as shown in the below screenshot
On selecting hold, SRF status will be

updated as “PARTIALLY HOLD” and
open position status will be updated as
”ON HOLD”.
Once the SRF is Hold or Partially Hold, recruiter will get the auto generated email notification to hold
the recruitment process for that position.
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4. Release SRF Position
To Release SRF position: - To release any on hold positions, follow the sequence explained in the
below screenshot
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If any one position is released then SRF status will be updated as “PARTIALLY_HOLD” as shown in
the below screenshot.
If all positions are released then SRF status will be updated as “RELEASE_HOLD” as shown in the
below screenshot.
Once the SRF is released, Recruiter will get the auto generated email notification to resume
recruitment process for released positions.
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5. Create Replacement SRF (HRMS)
Create Replacement SRF (HRMS): - Click on the SRF menu and select Create Replacement SRF
(HRMS) sub menu as shown in the below screenshot.
o Enter User Name in the user name field (Your staff number will be your login name)
o Enter Password in the Password field (provided by system Administrator)
Click on Login button. This will log you in to self-service application
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1. Navigate to following Responsibility
 QAG SRF Line Manager
 SRF Home
 Create Single Replacement SRF
Fig 1
2. Click on the Create Single Replacement SRF Link to open the Create Single Replacement SRF
page as shown below (Fig 2).
3.Once you click on the Link, You can able to see the below screen.
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4.Enter the required columns as shown below.
Please note that Position Title Lov display all the position related to Replace Grade and
Organization Details selected.
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Once all the required columns are entered, click on the Next Button to review and validate the enetred
values before submit this request for approval.
Above page will shown all the columns which are entered by you in previous page.
Initiator can add attachments on review page for approvers if required.
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4.4.3 SRF Approval
Approver will receive an automated notification for grades10 and above positions.
Approval notification will be received as below.
1) SSHR Notification
2) Email Notification
Approver can take following actions.
1) Approve
2) Reject
3) Reassign
4) Request Information
SSHR Notification
Please click on the Oracle SSHR Link under Quick Links section.
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o Enter User Name in the user name field (Your staff number will be your login name)
o Enter Password in the Password field (provided by system Administrator)
o Click on Login button. This will log you in to self-service application
Approver Login Page
Approver Notification Page- Request for Approval
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Approve: On Selecting Approve button, SRF request will be approved and forwarded to next
approver. If he is the last approver, workflow will end and notify the initiator that SRF has been
approved.
Reject: On Selecting Reject Button, SRF request will be rejected and will not be forwarded to next
approver for approval and Notify the initiator that SRF has been rejected.
Reassign: This is used to delegate or transfer the notification ownership. Approver can choose the
reassign and select either delegate /transfer and assign to any employee.
Once the assigned user logs in, he/she will be able to see the delegated/Transferred notification in his
work list and take action.
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Request Information: Approver can request the initiator to provide more information on the SRF, so
that he can take a call.
At the initiator level, in the work list, they will be able to see the notification and provide the required
comments to the approver so that he can take the necessary action.
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Email Notification
Approver will be receiving an email requesting them to take action on the SRF in the below format.
Approver can click on “Please click here to respond” and for taking necessary actions. It will open
the SSHR login page. Please follow the SSHR notification approval process as mentioned in previous
section.
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4.5 Reportees Head Count
The Reportees Dashboard will give the headcount information of immediate to bottom level
subordinates, which is grouped by grades or department of the employees.
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5. My Reportees
5.1 Reportees Details
The Reportees Details will provide the information about the all Direct and Indirect reportees
5.2 Reportees Salary Details
The Reportees Salary Details will provide the salary information of all Direct and Indirect Reportees, if
any; the information will be displayed in the grid based on the Reportees eligibility.
5.3 Reportees Leave Details
Reportee Leave details functionality provides the leave details for all the Direct and Indirect reportees
for last 30 days and for the future 30 days. On selecting the leave date, the system will open an
additional tab showing the history of the leave availed by the employee.
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5.4 Reportee Attendance Details
5.4.1 How to access
• Launch GEMS by navigating to below URL

https://gems.qatarairways.com.qa
• On opening the GEMS application, navigate to below menu
Reportee ->Reportee Attendance Search
5.4.2 Attendance report (Shortage/Excess Hours)
Excess Hours
• Select “Month”, “Month-Year”, keep the Staff ID/Name as blank and select “Excess Hours” in filter.
The report will generate Attendance Summary of all the staffs who have Excess Hours for the
selected Month and Month Year.
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• Select “Staff”, “From Month-Year”, and “To Month Year”, enter the staff ID and select “Excess
Hours” in filter. The report will generate Attendance Summary of the staff who has Excess Hours
for the selected “From Month-Year”, and “To Month Year”.
5.4.3 Shortage Hours
• Select “Staff”, “From Month-Year”, and “To Month Year”, enter the staff ID and select “Shortage
Hours” in filter. The report will generate Attendance Summary of the staff who has Excess Hours
for the selected “From Month-Year”, and “To Month Year”.
5.4.4 Non Attendance report
• Select “Staff”, “From Month-Year”, and “To Month Year”, enter the staff ID and select “Non
Attendance Hours” in filter. The report will generate Attendance Summary of the staff who has
Excess Hours for the selected “From Month-Year”, and “To Month Year”.
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5.4.5. Attendance Record for Duty Travel days
• In the attendance detail report, when the staff has an approved duty travel request for a day, “On
Duty Travel” will be marked against the date.
Ex: Staff is on duty travel on 31-Aug-2104. The day is marked as “On Duty Travel” against the date
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5.4.6 Attendance Record for Leave days
• In the attendance detail report, when the staff has an approved Leave request for a day, “ Leave”
will be marked against the date.
Ex: Staff is on Annual Leave from 27-Aug-2014 to 28-Aug-2014. The days are marked as “Annual
Leave” against the date
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5.4.7 Search Options
Specific Reportee
• Select the “Staff”, “From Month Year” “To Month Year”, enter the reportee staff Id /Name and
filtered by Excess Hours. Click on Search button to generate the Attendance Summary for the
selected Month.
• Click on the Search result in “Attendance Summary” pane to open up the day wise attendance
details for the staff for the selected month.
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All Reportees
• Select the “Month”, “Month-Year”, Keep the Staff ID/Name as blank and click on Search. The
report will generate attendnace summary for all the Reportees.
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5.4.8 Other features in the Attendance Summary
Following additional features are available in the search result grid,
1. Filter the result grid for specific column values

2. Grouping the records on specific columns
3. Sorting the grid data on specific columns
Filter records for certain column values
• Select the “Month”,“Month-Year”, filtered by Excess Hours and click on Search. The report will
generate attendnace summary for all the Reportees. Then click on Department column header as
shown in below marked with box
• Select the “Month”,“Month-Year”, filtered by Excess Hours and click on Search. The report will
generate attendnace summary for all the Reportees. Then Drag Position and Grade columns as
shown in below marked with box
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5.5.9 Attendance Review
How to access:
• Launch GEMS by navigating to below URL

https://gems.qatarairways.com.qa
Attendance -> Attendance Review
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Correct and submit the correction request:
• Select “Month-Year”, the shortage hours records will be generated in Attendance Summary and
click on the record as shown in below. Attendance shortage and Non Attendance hours records
will be displayed separately
• Select correction type as ‘In-Time’ or ‘Out-Time’ or ‘In&Out -Time’, select the reason as ‘Meeting
Outside QR Premise’ or ‘Conference Outside QR Premise ‘or ‘Training Outside QR Premise ‘ from
the reason drop down, Edit ‘Prosed In-Time or Proposed Out-Time depending on the selected
correction type, enter meeting subject and location ,enter the Justification and click on submit
button.
.
* The attachment(s) provided should justify the all the shortage hours for the
date of correction. Attachments can be any official documents or correspondence
that justifies your absence.
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• Staff can also select correction type as ‘In-Time’ or ‘Out-Time’ or ‘In&Out -Time’, select the reason
‘No Swipe Record Found ‘from the reason drop down, Edit ‘Prosed In-Time or Proposed Out-Time
depending on the selected correction type, check ‘Confirm I was in office (Doha) ‘ box ,enter the
Justification and click on submit button.
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Submit correction request on behalf of reportee:
• Select request for as ‘Reportee’, enter staff ID/Name, Select “Month-Year”, The shortage hours
records will be generated in Attendance Summary and click on the record as shown in below
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• Select correction type as ‘In-Time’ or ‘Out-Time’ or ‘In&Out -Time’, select the reason as ‘Meeting
Outside QR Premise’ or ‘Conference Outside QR Premise ‘or ‘Training Outside QR Premise ‘from
the reason drop down, Edit ‘Prosed In-Time or Proposed Out-Time depending on the selected
correction type, enter meeting subject and location ,enter the Justification and click on submit
button.
• Staff can also select correction type as ‘In-Time’ or ‘Out-Time’ or ‘In&Out -Time’, select the reason
‘No Swipe Record Found ‘from the reason drop down, Edit ‘Prosed In-Time or Proposed Out-Time
depending on the selected correction type, check ‘Confirm I was in office (Doha) ‘ box, enter the
Justification and click on submit button.
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Correction request Approval process:
• Manager can approve the Time and Attendance Review request Via from Worklist menu in
GEMS and also Via Email.
 Time and Attendance Review approval from GEMS Worklist menu:
• Select “View Request” to review the Time and Attendance Review request
• Review the request details of the staff and process for Workflow functionality
as marked in the below section
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 Approval Via Email – Check your mailbox and validate the Time and Attendance
Correction request details and click approve/reject
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5.5.10 Attendance Review Process for data discrepancies (ITSR)
In case of any attendance discrepancies, users can raise an ITSR request as below.
• Launch ITSR home page by navigating to below URL (Preferably on Internet Explorer)
http://qr.qatarairways.com.qa/info/
• Click on “IT-Service Request” as marked as below
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• Navigate to “Create Requests->ITSR Workflows->ITSR Doha” menu
• Fill the following details as marked below.
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Select:
o Existing User Request
Type:
o Staff Number
Select:
o Location (both boxes Building and type Level)
Select:
o Request Type - Other
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• Select Request as “Application & Services Access”, a new dropdown “Application Name” will
appear at the bottom of the screen.
• From the dropdown, select appropriate option as mentioned below, provide in/out time details in
justification, attach any supporting document and press “Add” button.
o Attendance Review – In and Out time
o Attendance Review – In time
o Attendance Review – Out time
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• Click on submit button to submit the request. Upon successful submitting the request , Initiator will
receive the message and email sent to approver
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6. HR Services
6.1 HR Letters
HR Letters is used to request letters from HR for various purposes like Salary letters, Bank letters,
Accommodation letters( to move in and out of accommodations) etc. Added to this HR unit also
generate Letters of Appreciation / Disciplinary Action to the respective employee(s).
HR Letter have a provision for the employee and HR themselves to raise requests for letters by which
the Requests and services provided are tracked by status and volume.
Request Details: This section provides the facility to raise the request with required information. (like
name, request category and request type)
My Request Details: It will display the requests which have been raised by user with current status.
On click of rows in the grid, the data will be displayed in the “Request details” panel for editing. if
status as ‘Request for Information’ or ‘Send for Correction’.
The functionality of the buttons in the screen are given below,
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Add: Used to add a new request. On click of this button the screen will be load with default values and
will be ready for raising the new request.
Edit: This will be hidden initially and will be visible when the request is changed to status as ‘Request
for Information’ or ‘Send for Correction’ status by the Processor or Approver.
Save: Used to save new request or edited request. The confirmation message will be displayed once
the request is saved and request will be moved to next level for approval.
Reset: Reset the details when a new request is added or reset to the original details when edited.
6.2 Action List
The Action List is mainly used by Employee Self-service department to process the Immigration, HR
letter and personal info update request raised by the staffs. It will display all requests (belongs to Immigration
& HR letter) which are raised by the initiator. Pending request list the common area where QR
employee can view the requests which are pending approval and processing.
The Action List will refresh automatically at periodic intervals and reflect the latest requests added to
the pool.
Each request clicked in the W orklist should be opened in a new tab with the tab name as the
<Request Number> and the It displays the request details as initiated by the staff and provision is to
be made for the processor to set the request to ‘Processing’ status.
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6.3 Privilege Pass
Privilege Passes is mainly used by employee to registered guest details in GEMS.Privilege Passes will
be applicable to all QR Group employees (incl. subsidiaries) upon successful completion of 06
months’ probation and every subsequent calendar year for self, family & friends for leisure travel.
Under the Staff Privilege Pass entitlement, staff will be allowed to register up to 15 names (System
configurable) of beneficiaries/friends apart from self and eligible family. The beneficiary list will be
editable for the staff only after 06 months from the date of registration. If staff is on notice period or in
“suspended” state, the process for privilege pass will be as per HR policies and procedures applicable
at the time
1. How to Navigate:
Login to GEMS: https://gems.qatarairways.com.qa and click on

HR Services -> Staff Privilege Pass in the left menu list.
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2. Submit Privilege Pass Details:
• Click ‘Add’ button to enter the details.
• Enter the details, Attach guest passport copy, Select check box and click on ‘Submit’
button.
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7. Immigration Services
7.1 Immigration Request
VISA section is a gateway which provides the staff’s to apply for visa for their families with all
necessary documents. Immigration department will process this request and support them with all
formalities in getting the VISA.
3. Create PDF file of passport copies / attachments
Before beginning your request, make sure that you have printed all the required attachments for
each visa request you will be making. If there is more than one page per person, ensure that the
candidate name is clearly written somewhere on every page.
Scan these documents into a pdf file. If there are a large number of documents, you may need to
create more than one pdf. If you are doing single visa requests – each pdf file should have all the
documents for a single person. If you are doing bulk, you should include the documents of multiple
people in one scan.
4. Navigate to the Immigration Services page:
Go to your GEMS account page
Hover your mouse over the link for “Immigration Services” in your toolbar. A drop down will appear for
“Requests”.
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Hover your mouse over Requests and click on Immigration Request.
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5. Choose your request
Choose “Visa” as your Request Category
6. Business Visa (for Recruitment use)
Choose “Business Visa” or “Work Visa” for Request Type. W e will choose “Business Visa” for this
example. You should notice that the box in the top right of the screen indicates special
instructions for each kind of Immigration Request.
Select “Others” from the drop down, ‘Requested for”. This will indicate that you are making a
Immigration Request on behalf of other people.
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Dependent Details: This section will be displayed basis of Request type will be used to select the
dependent.
Attachment: It used to upload the necessary documents that are to be submitted for the request to be
processed.
The functionality of the buttons in this section are given below,
Browse: Opens the File browse window and prompts to select the files name in the chosen path
Delete Selected Files: It is used to delete file(s) among the selected for upload.
Request History: It will display the requests which have been raised by user with current status.
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Submit: Used to save new request or edited request. The confirmation message will be displayed
once the request is saved and request will be moved to next level for approval.
7. How many visas are you requesting?
This automation allows us to request Business Visas or Work Visas either by filling an online form
one at a time, or by uploading an excel document with many individual requests and uploading the
excel sheet.
8. BULK REQUEST: The process is the same for Work Visa and Business Visa – this walk
through will use images for a Business Visa request.
Select the radial button for ‘Bulk’.

Click on “Bulk Request Template” – a link near the right of the screen.
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This will open an excel document with pre-defined columns.
Enter the details of all of the candidates you wish to request a Business Visa for. You should not
put more than 10.
Notes about the excel template:
 TAKE GREAT CARE to make sure the data is accurate. This will go directly on to the
form for the Government, so we should not have mistakes or errors.
 Do not change formatting or save this to a different file format
 You should not enter information into the column “staff number”.
 You must enter an arrival date – it is understood that you will not know the actual arrival
date but this should be some date in the future.
 You must enter a departure date for Business Visa– this is the date the person will leave
Doha. This must be at least one day after the listed arrival date.
Save As - the document in any location. It is recommended to save the document name with the
date, your staff number, and the type of visa request and the number you have requested.
 Be sure to close the document.

 Click the “Browse” button, near to the link for the template.
 Select your document and click “open”.
 After a few seconds, the below screen will appear with all of your requests.
Notice that the data is amendable at this point in case it is required. Check to make sure all fields
are completed.
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9. SINGLE REQUEST
Instead of selecting the radial button for “Bulk”, choose “Single”. Complete the online form with all
required details.
10. Upload your attachments
Click “Browse” under the Attachments / Documents section in order to select your pdf documents.
Upload. Click “Submit”
11. Your request will be submitted and will appear on the bottom of your screen as part of your
request history.
12. If you need to submit any original documents, please print 2 copies of your request showing
the reference number, and send the original documents by courier. Please request to receive 1
copy back with a stamp “received” and date to track the original documents.
General and Recruitment Prospective
13. You should now be updating your Milestone Tracker for this candidate on Sniperhire – either
the Interview Logistics tracker or On-boarding tracker. IT IS VERY IMPORTANT THAT YOU
UPDATE THE MILESTONE TRACKERS.
14. You will receive email notifications when the status of your request is updated. The
Government Services team will be updating the status with progress, in case more information is
required, and when the visa is ready a notification will include the visa attachment. Make sure you
save the visa attachment somewhere for easy access.
a. For bulk requests, you will receive visas as the individual visas are received and the
comments will indicate how many are remaining in the request.
b. The request will only been closed when all visas have been delivered
15. When you have received the visa, you should upload the document to the ‘Documents’
section of the Applicant’s page in Sniperhire.
a. Open Sniperhire and navigate to your applicant
b. Click “Documents” in the left side tool bar
c. Click “Attach a Document”
16. When you have received the visa, you should update your Milestone Tracker.
IT IS VERY IMPORTANT THAT YOU UPDATE THE MILESTONE TRACKER.
17. When you are ready to release your visa, you should attach the document to the
appropriate message generated in Sniperhire.
a. Usually you will attach a visa with an Interview Logistics Confirmation or Joining
Logistics Confirmation email. You may also create an ad hoc message to dispatch the
visa as required.
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7.2 Immigration Letters
HR Immigration Letters is a gateway for all the employees to raise request for various letters that are
required by the Government authorities in and out of Qatar. Using this menu, employees can raise
request for themselves and also to their reportees working under them.
List of Letter request available in this menu were:
1. Driving License
2. Embassy Letter for Entry Visa
3. Whom it may concern
4. House maid
5. Schengen Visa
Navigation path to this menu: Immigration Services  Immigration Letters
1. How should I raise a letter request for self?
Request Category:
 Choose the dropdown against the Request category bar in the Request Details section.
 System will load the list of the available letter details in the menu. (as shown in the below
screen, we will choose “Driving License” for this example.).
 Now make your choice appropriately.
Request Type:
 Choose the dropdown against the Request Type bar in the Request Details section.
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 System will load the list of the available letter details in the menu. (as shown in the below
screen)
Purpose:
 Choose the dropdown against the Purpose bar in the Purpose Details section.
 System will load the list of the available purpose details in the menu. (as shown in the below
screen. Option only for Driving license)
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 Choose the license type for the driving license and enter the comments.
 Press “Submit”
Request History: It will display the requests which have been raised by user with current status.
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7.3 Passport Tracking (for Immigration only)
Passport tracking is used to track the passports with less efficiency and retrieve the status instantly to
save time and cost.
The Staff hands over or surrenders his passport HR Govt, & Immigration Services Unit. The HR
Immigration unit user checks for the passport track record availability by search for the passport
number or any of the details (columns) available in the Passport History Grid. If the passport track
record is not available the User adds a new record and fills in the staff number or name and selects
the Staff from the auto-populated list in the passport tracking page. If the passport track record is
available the user clicks and selects the record to edit and update the status.
The user can enter passport detail using the following two modes,
1. Single Mode
2. Bulk Mode
Single Mode:
The user can use this option if they want to search or update a single staff passport details
General Details: This section is used to enter or search the staff information like id, Name
Passport Details: This section will be used to display staff passport details.
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Status Details: This section is used to change the passport status.
Bulk Mode
The user can use this option if they want to update multiple staff in a single step. The user can upload
data from excel instead of entering data.
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Browse: Opens the File browse window and prompts to select the files name in the chosen path
Delete Selected Files: It is used to delete rows from the grid.
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8. QR Org Chart
8.1 Org Chart- View Open Position
Org View Open Position is used to view the available open positions in the organization that are
applicable to the logged in employee.
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9. Reports
9.1 Exit Interview Report (for HR only)
Qatar Airways HR Department is embarking on an initiative to have automated reports for analysis
and observation. One such kind of report is Exit Interview report.
The objective of this report is to analyze the details of the staffs who leave the organization with the
reason based on date, business, country etc., This report consist of two parts like Separation Staff
Breakdown and Separation Trends
9.1.2 Separation Staff Breakdown Report
The Monthly exit interview report should display separated staff count for the following category.
1. Nationality
2. Grade
3. Length of Service
4. Designation.
5. Communication
 Peer Group Communication
 Senior Level Communication
6. Facilities Feedback
 Furnishing & Facilities
 Location
 Nationality Mix
 Other Tenants
 Safety
7. Feed Back
 Reason of Leaving
 When did you make a decision to leave QR
 Would you reconsider your decision to leave
8. How well were you informed in following areas

 Department Purpose
 Individual Objective
 Organization Objective / Goals / Strategies
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9. Job Fulfillment Feedback
 Distribution of workload
 Encouragement to suggestions
 Qualitative directions & Training received
 Standard operating procedures
 Support from Managers
 Support from peers
 Technology (systems)
 Training & Career Development Opportunities
10. Recognition Feedback

 Informal Feedback
 Performance Appraisals
 Verbal or written Feedback
11. Reconsideration Choices

 Change in Job
 Change in W ork Place
 Increase in Salary & Benefit
 Promotion
 Team Support
 Training
 Transfer
 Was the salary paid to you competitive
 Would you like to return to QR in future
 Would you recommend QR to a friend as a good place of work
12. Training & Development

 Training & Development
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The Monthly exit interview report will be displayed based on the following parameters list:
Selection
Parameter Name Default Values Description
Type
From Single Jan-2012 Search Start date
To Single Current Month Sear End date
Regions Multiple Qatar Airways Regions for search
Business Business Units/Countries will be populated
Multiple Select All
Units/Countries based on the selected region.
Divisions/Stations will be populated based on the
Divisions/Stations Multiple Select All
selected region and business unit
Department will be populated based on the
Departments Multiple Select All selected region , business unit and
Division/Station
Department will be populated based on the
Unit/Cost Centers Multiple Select All selected region , business unit and
Division/Station
Separation Reason Employee ‘s Separated reason are grouped as
Single All
Group five main category
Individual reason will be displayed based on the
Separation Reason Multiple All
selection of Separation Reason Group
Question in the separation forms will be
Questionnaire Single All
displayed.
Answers will be displayed based on the selection
Answer Options Multiple All
of Questionnaire
It will display Grade, Nationality, length Of
service Designation and age group. User can
view the report based on the Grade, Nationality,
Data Element By Single All length Of service Designation and age group
with other parameter values. This report will
display top 20 values and rest of the values will
be displayed as “Others”
User can enter the comments and It will display
Note Free text
the below of the chart while taking printout.
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 The monthly report will be displayed for selected category.
 The selection dropdown will be based on the parameter selected ex: If Region Office Headquarter
is selected than only the QR + Subsidiaries should show in the Business Unit/Country dropdown
and same will follow for subsequent selections criteria.
 X axis should have name of the category and Y axis should have count of the selected category.
 The data will be displayed in vertical bar chart as well in grid also.
 The data point will be displayed as following format.
Count (Percentage with % symbol)
 Percentage will be calculated using the below formula,
(No. of Staff separated on that month/Total no active staff on that month)*100
 To date will be greater than or equal to from date.
 On click of data point, the detail report will be displayed with details of the employees who are
separated on that Month.
 There should have a facility to navigate from summary report to detail report and detail to summary
report.
 The Title of the report will be displayed based on the parameter selection.
 The Chart legend text will be displayed based on the selected category.
 The graph should have a facility to enter free text.
The report view is given below:
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On click of bar, the detail report will be displayed as follows,
The back option is used to go back to main report.
9.1.3 Separation Trends
The trend chart will display month and year wise separated staff count.
The last three years trend line chart will be displayed based on the following parameters list:
Parameter Name Selection Default Values Description

Type
From Date Single Jan-2012 Search Start date
To Date Single Current Month(Sep- Sear End date
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2012)
Regions Multiple Qatar Airways Regions for search
Business
Business Units/Countries will be
Multiple Select All
Units/Countries populated based on the
selected region.
Divisions/Stations will be
populated based on the
Divisions/Stations Multiple Select All
selected region and
business unit
Department will be
Departments Multiple Select All selected region ,
business unit and
Division/Station
Cost center will be
selected region ,
Cost Centers Multiple Select All
business unit and
Division/Station and
departments
User can view trend
report based on the No.
Data Element By Single No. Of Separated Staff
of separated Staff or
Separation reason wise.
Employee ‘s Separated
Separation Reason
Single All reason are grouped as
Group
five main category
Individual reason will be
displayed based on the
Separation Reason Multiple All
selection of Separation
Reason Group
User can enter the
comments and It will
Note Free text display the below of the
chart while taking
printout.
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 The year wise trend line will be displayed for last three years.
 The selection dropdown will be based on the parameter selected ex: If Region Office Headquarter
is selected than only the QR + Subsidiaries should show in the Business Unit/Country dropdown
and same will follow for subsequent selections criteria.
 X axis will have month data and Y axis will have count of the each month.
 Each year will be displayed as separate line.
 The data point will be displayed as following format.
 Count (Percentage with % symbol)
 Percentage will be calculated using the below formula,
 (No. Of Staff separated on that month/Total no active staff on that month)*100
 To date will be greater than or equal to from date.
 On click of data point, the detail report will be displayed with details of the employees who are
separated on that Month.
 There should have a facility to navigate from summary report to detail report and detail to summary
report.
 The Title of the report will be displayed based on the parameter selection.
 The Chart legend should display the years as following format.
 YYYY.(ex:2012)
 The graph should have a facility to enter free text.
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The report view is given below:
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On click of data point (the point where the values are displaying for that month) the detail of report will
be displayed as follows,
The back option is used to go back to main report.
9.2 Supervisor Request View (for Immigration only)
This report is used by the Immigration and Employee service department staffs to track the day-to-day
request registered via GEMS for processing.
This report facilitates with the information on the status, initiated staff name, grade, processor who is
working on the request, type of request and date of action.
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10. LMS (Learning Management System)
10.1 Overview
Learning Management System termed as LMS application is to be developed to automate the

functions and processes of the Qatar Airways Learning and Development department. The functions
with respect to creating the training topics are done through the Oracle Learning Management (OLM)
system.
10.2 Course Schedule
Course Schedule section of e-Learning tab will display only the e-Learnings training courses
schedules created default by the L&D department along with the courses of the department in which
Learner belongs.
There are two ways in which Learner can navigate to Course Schedule section:
a. L&D MenuCourse Schedule

b. Home PageL&D NewsCourse Schedule
Learner can view the course details and uploaded Additional Documents files by clicking on the
“Enrol” link.
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 Learner will click on Enrol button to enrol for the course, now the “Enrol” button will be
changed to “W ithdraw” button.
 Enrolled course can be seen in the My LearningsPlanned tab to launch the e-Learning
course.
 Learner will click on W ithdraw button to withdraw the course, now the “W ithdraw” button
will be changed to “Enrol” button.
 Withdrawn course can be seen in the My ProfileMy LearningsOthers tab with status
as “Employee Cancelled
10.3 My Learnings
Learner will be able to view his planned courses, completed courses, in progress courses and
incomplete courses in My Learnings section.
My Learnings will have Planned, In-progress, Completed, Others Tabs.
10.3.1 Planned
 Planned section will have e-Learnings courses that are Enrolled by Learner and ready to
Launch.
 Learner can view course details by clicking on the “View Details” link and can withdraw
the course.
 By clicking on the Launch link e-Learning course will be launched with content.
 Learner can exit the course, system will book mark the state of course.
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10.3.2 In-progress
 In-progress section will have the e-Learnings courses which are in in-progress.
 Learner can view course details by clicking on the “View Details” link and can withdraw the
course.
 Learner can resume the course which is not completed by clicking on the “Resume” link.
10.3.3 Completed
 Completed section will have all the e-Learning courses that are completed.
 Assessment Score should be displayed in the “Assessment Score “column if the course
as an Assessment.
 Learner can view course details by clicking on the “View Details” link
Leaner can view the course completion certificate by clicking on the “View
Certificate” link.
 Learner should be able to launch eLearning course and should be able to review the
course content by clicking on “Review Course” link.
10.3.4 Others
 Others section will have all the e-Learning courses that are W ithdrawn (Cancelled).
 Learner can view course details by clicking on the “View Details” link and can Enrol
the course again.
 Status should be “Employee Cancelled”.
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10.4 LMS Feedback
LMS Feedback menu will display a survey form where the system allows the user to submit their
feedback.
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11. Duty Travel
11.1 Overview
GEMS facilitate the QR employees to organize their Duty Travel and business trips to support their
business development. Duty Travel request allows the employee to raise request to travel from Doha
to other destination. The advance amount will be calculated automatically depend upon the destination
city and grade of the employee. Duty Travel request provides a facility to avail “Rent a Car” and “Hotel
Accommodation” provided by the company and the allowances will be calculated upon submitting the
quotation. The request raised by employee requires necessary approvals by the line manager and the
finance. After completion of duty travel, the employee needs to submit their expense within 7 days.
The application has a facility to recover the expense amount in installments (which will be done by
finance) when it exceed the due days.
11.2 Navigation Path
Staff can navigate to Duty Travel request in GEMS using the below path.
a. HR Services Duty Travel  Duty Travel Request
11.3 Duty Travel Request
On selecting the “Duty Travel Request” the system opens up the Duty Travel page with the staff
details of the logged in Staff.
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System populates the personal details automatically and allows the user to fill in all the mandatory
fields (marked with * asterisks).
Highlights of Duty Travel (explained):
Duty Travel with Days Off – This field provides 3 options for the user input as explained below
1. No – Normal Duty travel in working days
2. Leave before Duty Travel: Staff using this option will be provided with only one way
ticket. With this selection staff cannot avail a “Round Trip” travel. However, staff can use
multi sector option with one directional travel.
3. Leave after Duty Travel: Staff using this option will be provided with one way ticket. With
this selection staff cannot avail “Round Trip” travel. However, staff can use multi sector
option with one directional travel.
Excess Baggage: Staff travelling with luggage exceeding the standard/prescribed weight has to
provide justification.
Per Diem: It is the travel expense which the company provides to the staff for arranging their travel
itinerary. Based on the destination, travel hours and Grade of employee, per diem amount is
calculated.
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Rent a car: If the staff choose to use rent a car facility, they should provide the quotation while
submitting the request.
Preferred Hotel: If the staff chooses their own preferred hotel, they should provide a valid quotation
while submitting the request.
Add Request: User can open a new request by using this button
Save as Draft: System saves the filled-in data and allows either editing or submitting at later point of
time.
Next: On click of “Next” button, application redirects to Duty Travel Summary page.
11.4 Duty Travel - Summary
Once the request is completely filled the user has to navigate to the summary screen using the “Next”
button on the right bottom of the screen. Below summary page will be displayed with the approver
names. After validating the data, user can submit the request for the approval.
11.5 Notification
On submitting the travel request, the user will receive an Email notification and upon each approval(s),
a notification email will be sent to the staff.
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11.6 Expense Report
The staff has to submit the expense report upon completion of duty travel. Click the menu “Duty travel
request” which redirects to Duty travel request page. Select the request raised from the duty travel
list. For submitting expense report, the user will have to use the “Expense Report” button, which will
further redirect to Duty travel – Expense report page as per the below image.
Highlights of Expense Report for submitting Claims (explained):
Claims – Lunch and Dinner: The staff can submit the claims for lunch and dinner (if availed).
1. Both lunch and dinner: If this option is selected, the staff will be charged 50% from the
per diem amount (per day).
2. Only lunch or Only dinner: If this option is selected, the staff will be charged 25% from
the per diem amount (per day)
Claims (Miscellaneous): The staff can submit the claims (if availed).
User have to navigate to the Duty travel request from the below path and open the closed request
from the “Request History” tab.
Navigation path:
HR Services Duty Travel  Duty Travel Request Request History
User has to select “Calculate Expense” and select “Next”
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11.7 Expense Summary
On selecting the next, the Expense summary will be generated, the user has to validate the data and
submit the request for approval. A email notification will be triggered to the user to track the progress
of the approval process.
Once the Expense report is approved, the request will be forwarded to the Finance department for
verification and processing the expense in the next payroll.
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12. Personal Info Update
12.1 Overview
GEMS facilitate the QR employees to update the personal information for the staffs and their
dependant’s details. The information gets updated both in GEMS and Oracle HRMS simultaneously
once it was processed.
Staff can navigate to Personal Info Update in GEMS using the below path.
a. HR Services  Personal Info Update
On selecting the “Personal Info Update” the system opens up the Personal Info tab with the staff
details of the logged in Staff.
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12.3 Basic Details
Basic details section allows the staff to update the last name and the marital status providing the
necessary supporting documents. On updating and submitting the request, the Employee Self Service
team will validate and approve the request.
12.4 Address Details
Address Details section permits the staff to update the local and permanent address. This section
does not require any approval and gets updated immediately.
12.5 Emergency Contact Details
Emergency Contact Details section permits the staff to update their contact person to be contacted
during the period of emergency. This section does not require any approval and gets updated
immediately.
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12.6 Passport Details
Passport Details section allows the staff to update their passport details. This section does not require
any approval and gets updated immediately.
12.7 Egate Pass Details
Egate pass Details section allows the staffs to update their Egate pass number and Expiry date. This
section does not require any approval and gets updated immediately.
12.7 Dependent Details
Dependent details section allows the user to update their dependent details providing the necessary
supporting documents. On updating and submitting the request, the Employee Self Service team will
validate and approve the request.
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12.7 Phone Number
Phone number section allows the staffs to update their work and personal number. This section does
not require any approval and gets updated immediately.
12.8 Request History
Request history section displays the Request for Information request send from Employee self-service
team.
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13. School Fee Reimbursement
13.1 Overview
QR staffs based on the grade eligibility (employees of general grade 7 and above along with grades
FD and EN alone are eligible to avail this benefit) shall submit request for school fee reimbursement.
These requests submitted will be reviewed and approved by Human Resources representatives.
Requests approved by a certain date shall be included for payroll calculation.
Staff can navigate to School Fee Reimbursement request in GEMS using the below path.
a. HR Services  School Fee Reimbursement
13.3 School Fee Reimbursement Process
On selecting the “School Fee Reimbursement” the system opens up the School Fee Reimbursement
request page with the staff’s ‘Entitlement Balances’, ‘Claimed Details’ of the logged in Staff along with
a pop up message shows that eligibility details.
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System populates the ‘Entitlement Balances’, ‘Claimed Details’ as per staff’s eligibility and allows the
user to fill in all the mandatory fields (marked with * asterisks) based on their request.
Some of the highlighting data fields which user should be cautious were explained:
School – This field allows user to type text, school name matching to the text provided will be
displayed for the user to select (Dynamic search).
Place/Country – This field displays the place/country where the selected school is located. It may
auto populated or user can enter.
Academic Year Start from Month – This field displays the months of the academic year Jan to Dec.
Academic Year – This field is used to display the academic years such as ‘Previous Year’, ‘Current
Year’, and ‘Future Year’.
Example - 2013-2013 2013-2014 2014-2015
Term Start and Term End – These fields displays the values at term start month and term end month
are populated based on values selected at ‘School academic year’. Term start month cannot be a
value earlier to academic start month-year.
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For Example: Academic start month is "September" & Year: 2013 System should display term start
month values from 'September' till "Aug" term end month should display values starting from selected
'term start month' till ' end of academic year.
Select Child – System displays eligible children names in the drop down(child's age should be equal
th
or above their 4th birthday and less than or equal to their 19 /21st birthday).
The children names will be loaded in the drop down list based on the below criteria:
1. If the academic year is selected as “Jan 2013” and the term is selected as “Jan-Apr”, the
eligible children are loaded in the list (child age should be equal or above their 4th birthday
th
and less than or equal to their 19 /21st birthday). The child name is displayed along with the
date of birth.
Entry criteria: Select: Academic Year: Jan 2013 and Term Jan- Apr
2. If the child DOB is 21-Mar-2009, this child is eligible from Mar 2013, so as per the above
criteria this child can claim the amount for the months Mar and Apr (The request amount will
be divided into 4 (months) and the claim will be paid for Mar and Apr).
3. If the child DOB is 21-May-2009, this child will not be listed in the drop down (not eligible for
reimbursement).
Exit Criteria: Select: Academic Year: Jan 2013 and Term Jan- Apr
4. If the child DOB is 01-Jan-1994, this child is eligible up to Jan 2013, so as per the policy, this
child can claim the amount for the month Jan 2013 (The request amount will be divided into 4
(months) and the claim will be paid for only Jan 2013).
Note: As per the policy the child will be eligible for 19/21 years based on their eligible grades
from the child DOB.
5. If the child DOB is 01-Dec-1993, this child will not be listed in the drop down (not eligible for
reimbursement).
6. Children will not be loaded when the staff selecting the academic year as Jan 2013 and Term
Sep- Dec because the staff’s DOJ is on 01-Jan-2013. Note: The selected term start month
should fall on or after the staff’s DOJ.
st nd rd
Fee Paid for Term – This is an optional field, it displays 1 term, 2 term, 3 term and Monthly
(default value).
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Fee Type – Displays ‘fee types’ as retrieved from HRMS. If school name is “Al Jazeera”, it will allow
user to select “Test Fee” else not
Fee receipt Number – Allows the user to enter the receipt number.
Fee Amount – Allows the user to enter the Fee Amount.
Fee Receipt Date – Allows the user to enter the receipt Date.
Currency Type and Conversion Rate – Currency types as available at HRMS should be displayed.
Default currency type should be Qatari Riyals. Conversion rates are based on exchange rates
available for the current month at the HRMS/Payroll system.
Amount (in QAR) – This field will not be editable for the user. If the currency type selected is “Qatar
Riyals” value at the ‘Receipt Amount’ will be copied to ‘Amount (in QR)’, for other cases, system shall
do the conversion based on exchange rates available for the current month at the HRMS/Payroll
system.
Eligible Claim Amount – It displays the value is auto-populated based on ‘fee/receipt’ amount (in QR)
based on amount availability and validations. It is not editable.
Comments – It allows the user to enter user comments.
Upload Bill(s) – It allows the user to upload a document and uploaded documents will be visible for
the user to view or delete them.
Employee Statement and Signature – This field is an acknowledgement checkbox, user has to
check this field before submit/Save the request.
New Request – User can open a new request by using this button
Save as Draft – System saves the filled-in data and allows either editing or submitting at later point of
time.
Submit – User can submit the request for approvals using this button.
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13.4 Eligibility Criteria
During the term period selected, child's age should be equal or above their 4th birthday and less than
or equal to their 19th birthday or less than or equal to their 21st birthday, based on grade wise
eligibility criteria.
Staffs are eligible to claim for a maximum of 3 children for a given term period with the same fee type
and for Qatari nationality maximum of 4 children for a given term period with the same fee type.
Reimbursement Summary field indicates that, the period which is highlighted in green colour has
been claimed already for a selected fee type and the period which is highlighted in yellow colour is not
claimed for the selected fee type.
E.g. - The academic year Start from Month: Jan and Academic Year: 2013-2013.
Term Start: May and Term End: Aug
Consider that, the above term period has been claimed already for a fee type and the “Reimbursement
Summary” will be
Jan-Apr Unpaid | May-Aug Paid | Sep-Dec Unpaid
Employee has claimed all of the entitlement amount, then display message, “You have claimed entire
entitled amount in the current financial year, and current fee receipt cannot be submitted/reimbursed.”
Employee will not be allowed to submit the request for the same fee type, for the same child and same
term period and system will display the message as “Claim has been submitted earlier for the
same fee type, for the same child and term periods”.
Currency and Conversion Rates: If the currency type selected as “Qatar Riyals” value at the ‘Fee
Amount’ will be copied to ‘Amount (in QR)’, for other cases, system shall do the conversion based on
exchange rates available for the current month at the HRMS/Payroll system.
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13.5 School Fee Request
Once the request is completely filled with valid details and system validates the data as per staff’s
eligibility, then user can submit the request for the approver workflow.
13.6 School Fee Request List
This section is used to display the Saved/Submitted requests in the requestor screen.
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13.7 Notification
On submitting the school fee request, the user will get an Email notification.
13.8 HR Benefits Verification Team
School fee reimbursement requests submitted by eligible employees will be reviewed by the Human
resources – Benefits processing representative to either approve or reject those requests.
13.9 HR Benefits Approval Team
Please note here that once Request has been approved by HR-Benefits verification team, it will hit the
payroll system (Oracle – HRMS)
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14. Probation
14.1 Overview
GEMS facilitate the QR employees to organize that newly joined employees are tracked for
their on the job performance till they become a regular or confirmed employee of the Qatar Airways
(QR) group. Evaluation of an employee in probation should be conducted by means, fair and manner,
transparent where there is communication and workflow visibility between staff, line managers,
department head, and HR. Automate the process involved in evaluating the employee’s performance
during probationary period. Activities around identifying those employees who need be evaluated,
alerting respective managers of those employees who need to be evaluated, share feedback and
receive concurrence from employee. Automated communication workflow between Employee, Line
managers, Department Head, and HR admin groups.
14.2 Probation Process
 System will identify employee(s) who have finished the first month of their probationary period
and mark the evaluation cycle as “1” for the probation evaluation period.
 System creates evaluation records at the system for the identified employees and marks the
status as evaluation pending.
 System will identify Line Manager for those identified employees and send an email for those
managers who have more than one Employee/Reportee whose evaluation is pending send a
consolidated email having the names of all those employees whose evaluation is pending.
 If an employee’s line manager is “Chief” alert and email HR-Admin regarding pending
evaluation. HR – admin shall access such records.
 System repeats the above steps1 to 4 for every month evaluation.
Staff can navigate to Probation Evaluation in GEMS using the below path.
Probation  Probation Evaluation
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14.4 Conduct Evaluation [Supervisor/Line Manager]
On selecting the “Probation Evaluation” the system opens up the Probation Evaluation page of the
logged in Line manager and user can view the probation evaluation request/record with the status as
“Line Manager Evaluation Pending”.
On selecting the “Probation Evaluation Record” the system opens up the Probation Evaluation page
with the details of the Employee who is in probation period.
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fields (marked with * asterisks) based on their probation parameters.
14.4.1 Probation Parameter Set
Some of the specific parameter set which is based on the grades of the probation employees were
explained:
 If an employee is normal staff then: general parameters.
 If an employee is a normal staff and he/she is a manager for few reportees: "General
parameters" and “managerial/leadership” parameters.
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 If an employee is belongs to technical category, then "Technical parameters".
 If an employee is belongs to technical category and he/she is a manager for few reportees
then
"Technical parameters"
“Managerial/leadership” parameters.
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14.5 Submit Probation Evaluation Record
Staff Details – This section is used to display the details of the ‘Employee’ who is in probation period.
Assessment Details – This section allows the line manager to evaluate the employee’s performance
based on the given parameters by selecting the ratings as either Poor/Satisfactory/Good/Excellent.
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Remarks – This field allows the line manager to enter the remarks about an employee that highlights
the strengths and weaknesses of the employee. There will be a maximum of 6 evaluations for an
employee and a separate remarks section for each evaluation.
Review Comments History – This section is used to display the comments given by line manager
and employee for every month evaluation. There will be a maximum of 6 evaluations for an employee
and a separate review comments section for each evaluation.
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Staff Probation Confirm/Terminate – This section allows the line manager to enter the ‘Review
Comments’ and allows to ‘Save/Submit’ the evaluation record as well as to ‘Terminate’ employee
during evaluation/Probation period.
time.
Submit – User can submit the request for approvals using this button.
Terminate Service – This buttons is used to propose the termination for an employee.
Reset – Reset is used to clear the data in the fields.
14.6 Notification
On submitting the probation evaluation request, the line manager will get an Email notification and for
each approval/acknowledgement process workflow there will be a notification triggered to the user.
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14.7 Workflow Process
14.7.1 Employee - On submitting the probation evaluation request for the months either
1st/2nd/3rd/4th/5th (Pre-final), the request will be available for employee to acknowledge the line
manager’s decision and employee can accept the evaluation.
14.7.2 L2 Manager – On submitting the probation evaluation request with “Confirmation” or

“Terminate Service” of an employee as final evaluation, the request will be available for L2 manager
(Assessor) to approve or can request the solution from division head by ‘Add Approver’.
14.7.3 Division Head – can “Approve” or send to “Return for Correction” the
Confirmation/Termination request in the workflow.
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 If the confirmation request is approved, request will be available for L2 manager to approve
only and if it is approved then request will be available for HR Admin team to process.
 If the termination request is approved by division head and the employee’s (who is in
probation period) grade is less than or equal to 8, request will be available for L2 manager to
approve only and once the L2 manager approves the request, status will be “Terminated”. An
email will be sent to HR Separation team.
 If the termination request is approved by division head and the employee’s (who is in
probation period) grade is greater than 8, request will be available for L2 manager to approve
only and if it is approved then request will be available for ‘CHRO’ to process.
 If the confirmation/termination request is sent to return for correction, the request will be
available for line manager to resubmit and status will be “Confirmation/Termination Proposal
Rejected”.
14.7.4 CHRO – can “Approve” or send to “Return for Correction” the Termination request in the
workflow.
 If the termination request is approved, the request status will be “Terminated”. An email will be
sent to HR Separation team.
 If the termination request is sent to return for correction, the request will be available for line
manager to resubmit and status will be “Termination Proposal Rejected”.
14.7.5 HR Admin – can approve the confirmation request and will generate the confirmation letter
and evaluation report for an employee.
Hence the confirmation letter and evaluation report will be uploaded to e-docs. The probation status
will be maintained at HRMS.
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14.8. Probation Delegation(QAS-GS HUB)
14.8.1 Overview
GEMS facilitate the QR employees to organize that newly joined employees are tracked for
their on the job performance till they become a regular or confirmed employee of the Qatar Airways
(QR) group. Evaluation of an employee in probation should be conducted by means, fair and manner,
transparent where there is communication and workflow visibility between staff, line managers,
department head, and HR. Automate the process involved in evaluating the employee’s performance
during probationary period. Activities around identifying those employees who need be evaluated,
alerting respective managers of those employees who need to be evaluated, share feedback and
receive concurrence from employee. Automated communication workflow between Employee, Line
managers, Department Head, and HR admin groups.
14.8.2 Probation Request

1. System will identify employee(s) who have finished the first month of their probationary period and
mark the evaluation cycle as “1” for the probation evaluation period.
2. System creates evaluation records at the system for the identified employees and marks the status
as evaluation pending.
3. System will identify Line Manager for those identified employees and send an email for those
managers who have more than one Employee/Reportee whose evaluation is pending send a
consolidated email having the names of all those employees whose evaluation is pending.
4. If an employee’s line manager is “Chief” alert and email HR-Admin regarding pending evaluation.
HR – admin shall access such records.
5. System repeats the above steps1 to 6 for every month evaluation.
Probation Delegation Summary: (QAS-GS HUB)

If a line manager (xxxxx) is delegated the probation evaluation of his/her reportee (zzzzz) to
Delegate (yyyyy), the delegate will be allowed to submit the evaluation up to 5 months. During this
evaluation period delegate will not be allowed to terminate or confirm the employee (Only line
manager can do). The probation evaluation screens are looks same for both line manager and
delegate.
14.8.3 Probation Delegation for QAS

1.3.1 Create Delegation
Step 1: Line manager can access Delegation screen using GEMS (Login to GEMS)
Step 2: Select Delegation menu and click on it.
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Step 3: Enter the “Delegate To” staff ID and select (To whom you want to delegate the probation
evaluation assessment)
Step 4: Select the From Date and Time (System allows only current date and time)
Step 5: Select the To Date and Time (System allows only Future date and time)
Step 6: Select “Delegation Type” as “Create Request On Behalf of”.
Step 7: Select the Module name as “Probation”.
Step 8: Click on “Confirm Delegation” button to submit the delegation request.

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Once the delegation request is submit then follow the below steps to assign the reportees (Selected)
to delegate for Probation Evaluation. (Line manager can delegate the probation evaluation to multiple
managers).
14.8.4 Assign Probation Reportees (Selected/All) to Delegate

Step 1: Navigate to Probation Delegation menu using GEMS (Probation-> Probation Delegation)
Step 2: Click on “New Delegation” button in the Probation Delegation screen.

Step 3: System will display the employee(s)/Reportee(s) who are in probationary period in the “Select
Reportees for Delegation box”.
Step 4: Select a reportee name in the box and click on Next arrow . Selected reportee will be
displayed in the next box. System allows to select many/all reportees to add in delegation.
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Step 5: If you want to move all reportees to the delegation list, click on th push button .
Note: These two buttons used to move/move all from delegation list to Reportees list.
Step 6: Select an “Evaluator” is displayed in the “Select Evaluator” box.
Step 7: Click on ‘Save’ button, now the selected reportee is assigned to delegate for probation
evaluation.
As mentioned in the above screenshot Line manager (33019) is delegated the probation to
38378Delegate.
Summary: Line manager(33019)-> Assigned the reportee 61009-> To -> Delegate 38378
14.8.5 Conduct Evaluation [Supervisor/Line Manager]

Staff can navigate to Probation Evaluation in GEMS using the below path.
a. Probation  Probation Evaluation
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On selecting the “Probation Evaluation” the system opens up the Probation Evaluation page of the
logged in Line manager and user can view the probation evaluation request/record with the status as
“Line Manager Evaluation Pending”.
On selecting the “Probation Evaluation Record” the system opens up the Probation Evaluation - xxxxx
page with the details of the Employee who is in probation period. (W here xxxxx is the Staff ID.)
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fields (marked with * asterisks) based on their probation parameters.
14.8.6 Probation Parameter Set

Some of the specific parameter set which is based on the grades of the probation employees were
explained:
• If an employee is normal staff then: general parameters.
• If an employee is a normal staff and he/she is a manager for few reportees: "General
parameters" and “managerial/leadership” parameters.
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• If an employee is belongs to technical category, then "Technical parameters".
• If an employee is belongs to technical category and he/she is a manager for few

reportees then
"Technical parameters"
“Managerial/leadership” parameters.
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The following evaluation ratings will be displayed in the drop down as “Excellent, Good, Satisfaction,
Poor”. Select the ratings against the reportee and submit the evaluation.
14.8.7 Submit Probation Evaluation Record

Staff Details – This section is used to display the details of the ‘Employee’ who is in probation period.
Assessment Details – This section allows the line manager to evaluate the employee’s performance
based on the given parameters by selecting the ratings as either Poor/Satisfactory/Good/Excellent.
Remarks – This field allows the line manager to enter the remarks about an employee that highlights
the strengths and weaknesses of the employee. There will be maximum of 6 evaluations for an
employee and a separate remarks section for each evaluation.
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Review Comments History – This section is used to display the comments given by line manager and
employee for every month evaluation. There will be maximum of 6 evaluations for an employee and
a separate review comments section for each evaluation.
Staff Probation Confirm/Terminate – This section allows the line manager to enter the ‘Review
Comments’ and allows to ‘Save/Submit’ the evaluation record as well as to ‘Terminate’ employee
during evaluation/Probation period.
time.
Submit – User can submit the request for staff acknowledgement using this button. Note: Delegate
can submit the evaluation for a reportee upto 5 months only. To propose confirmation on final
month (6th month) only line manager will be allowed to submit Confirmation or Termination.
Delegate will be restricted to take a decision as Confirmation or Termination during evaluation of any
month.
Reset – Reset is used to clear the data in the fields.
14.8.8 Notification
On submitting the probation evaluation request, the line manager and delegate and staff will get an
Email notification and for each approval/acknowledgement process workflow notification will be
triggered to the users.
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14.8.9 Workflow Constraints/Process
Employee – On submitting the probation evaluation request for the months either 1st/2nd/3rd/4th/5th
(Pre-final), the request will be available for employee to acknowledge the line manager’s/Delegate
decision and employee can accept the evaluation.
L2 Manager – On submitting the probation evaluation request with “Confirmation” or “Terminate

Service” of an employee as final evaluation, the request will be available for L2 manager (Assessor) to
approve or can request the solution from division head by ‘Add Approver’.
Division Head – can “Approve” or send to “Return for Correction” the Confirmation/Termination
request in the workflow.
If the confirmation request is approved, request will be available for L2 manager to approve only and
if it is approved then request will be available for HR Admin team to process.
If the termination request is approved by division head and the employee’s (who is in probation
period) grade is less than or equal to 8, request will be available for L2 manager to approve only and
once the L2 manager approves the request, status will be “Terminated”. An email will be sent to HR
Separation team.
If the termination request is approved by division head and the employee’s (who is in probation
period) grade is greater than 8, request will be available for L2 manager to approve only and if it is
approved then request will be available for ‘CHRO’ to process.
If the confirmation/termination request is sent to return for correction, the request will be available for
line manager to resubmit and status will be “Confirmation/Termination Proposal Rejected”.
CHRO – can “Approve” or send to “Return for Correction” the Termination request in the workflow.
If the termination request is approved, the request status will be “Terminated”. An email will be sent to
HR Separation team.
If the termination request is sent to return for correction, the request will be available for line manager
to resubmit and status will be “Termination Proposal Rejected”.
HR Admin – can approve the confirmation request and will generate the confirmation letter and
evaluation report for an employee.
Hence the confirmation letter and evaluation report will be uploaded to e-docs. The probation status
will be maintained at HRMS.
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15. Leave and Exit Permit
Qatar Airways encourages employees to avail leave benefits as it promotes healthy work-life balance.
It offers several leave types of annual, lieu (compensate over time hours), maternity, sick, Roster off or
weekend, Haj, Injury, Unpaid, and Compassionate meeting to the various needs of the employee and
their family.
Open the GEMS application, navigate to below menu
Leave  Leave and Exit Permit
15.2 Validate Leave Details
Validate your leave balance in the grid header, shown below.
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Check for your Entitlement/Carry forward/utilized/Leave Balance details
Expand the Leave Requests Grid and validate past leave history records.
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15.2 How to apply leave:
Go to Apply Leave section and select Following fields.
• Leave Type
• Reason
• Start Date
• End Date
Click on Calculate button, Number of days (Duration) of leave will be displayed.
Fill all the necessary details for leave and Click “Review & Submit” button
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Validate the details in Summary page and also the Approver Hierarchy below.
Press submit button.
Go back to the leave page and check the leave Request grid to check the applied leave details are
available
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Now access your mailbox to check the email notification for the applied leave. Validate all the details
are accurate.
15.3 Leave Approval process:
Leave approval can be done Via Email and also from Worklist menu in GEMS.
15.3.1 Leave Approval from Email
Approval Via Email – Check your mailbox and validate the leave details and select approve/reject.
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15.3.2 Leave approval from GEMS Worklist menu
Access GEMS and access Work list menu on top.
Now select “View Request” to review the leave request
Review the leave details of the staff and process for Workflow functionality as marked in the below
section
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15.4 Leave and Exit Permit for Roster staff
Go to Apply Leave section and select Following fields.
• Leave Type
• Reason
• Start Date
• End Date
Click on Calculate button, Application will pop up the information message for all leave types except
Roster off leave type.
Roster off Dates: Option to select pre and post roster off dates as applicable before a leave start date
and after leave end date will be available when “roster” staff applies for leave request. Days marked or
entered as “Roster off” will be considered for calculating prefix/suffix and will be added to leave
request duration.
Click on OK button enter the pre and post roster off Dates by click on mouse on pre and post roster
off fields.
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• On click of the pre-roster of field a calendar will be displayed for selecting the roster-off dates.
• Select the “From date” day in the calendar on first click.
• Select the “To date” day in the calendar on second click.
• The calendar will disappear and the dates will be populated in the field appropriately
Repeat the above process for the Post roster off field.
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Again Click on calculate button to display the Number of Days (Duration of leave)
Fill all the necessary details for leave and Click “Review & Submit” button
Validate the details in Summary page and also the Approver Hierarchy below.
Press submit button.
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Go back to the leave page and check the leave Request grid to check the applied leave details are
available
Now access your mailbox to check the email notification for the applied leave. Validate all the details
are accurate.
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16. Employee Search
The Employee Search is a quick search for employees to search other employee(s) and view the
employee data from the HRMS system.
The feature will enable the user to retrieve employee(s) based on less comprehensive search criteria
as compared to the Advanced Search functionality.
Employee
Search
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The ‘Active’ employees are displayed in normal black color and the inactive employees appear in red
color (see screenshot below).
On selecting an employee their personal details will be displayed as below.
If the selected employee is ‘In-active’, their “Last working Day” will also be displayed as shown in the
screen shot below.
Page 141141 of
Page 142 of 224
17. Quick Links
QR Group users use various other systems apart from the primary Oracle HRMS application. Hence
there is a significant need to log on to different applications to avail their day to day HR activities,
requests and services.
To address this specific need GEMS provides “Quick Links” menu which provides a single window
system to log-on to agreed set of systems (Oracle SSHR, eStaff Travel, TBMS, QR Info etc...).
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Clicking on the links takes the user to the respective application, e.g. E-Staff Travel (View E-Staff
travel page below).
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18. System Functions
18.1 Print, About GEMS, Logout
18.1.1 Print
The Print Option in the GEMS application screens is at the top of the page. The access is controlled
which allows the administrator to show or hide this option for a user at Role level.
18.1.2 About GEMS

The About GEMS link displays a popup window as below with details about the contents of the release
and version.
18.1.3 Logout
This feature helps the user to logout of GEMS. The user can log out of the system by clicking on ‘Yes’
button.
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19. Qatar Airways National Scholarship Program
19.1 An Overview
Qatar Airways in partnership with government of Qatar wishes to promote the National talent &
human resources potential through the means of Scholarship programme promoting education
(graduate and under graduate studies) and develop managerial & leadership capabilities of
eligible Qataris.
As part of this initiative, activities of Scholarship programme which are mostly manual will be
automated so that the program can support and meet to the growing & developmental needs of
scholarship students and graduate Developees across various programmes of Qatar Airways -
Nationalisation Scholarship Program.
19.2 How to access
• On opening the GEMS application, navigate to NTM as mentioned below menu
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19.3 Student Viewing: Profile
Nationalisation->Student info->Profile
19.4 Student Viewing: Academic Information

Nationalisation->Student info->Academic Info
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19.5 Student: Submitting Request
• Scholarship student able to create following request type
 Academic Progress
 Exemption Summer Internship
 Graduation Details
 Summer School
 Tuition Fee Reimbursement
 University Details
 Variation Scholarship Programme
 Visa Fee Reimbursement
• Navigate to Nationalisation->Create Request, select the request type and enter the all the
necessary fields and click on submit button.
 Note: ‘Academic Progress’ request type will not available for AME programme
19.6 Scholarship Specialist: View/Modify Students Profile
• On opening the GEMS application, navigate to Nationalisation->Student info
• Enter staff ID | Name or Registration Number or select the programme and click on search button.
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• Click on staff ID link in the grid. Application will navigate to student profile page. Scholarship
specialist verifies the student profile, can modify and save student profile data.
• Student will not have an option to modify their data in this screen, they have to navigate to their
PersonalInfo screen and update the profile information.
19.7 Scholarship Specialist View/Modify Student Academic Information
• Enter staff ID/Name or Registration Number or select the programme and click on search button.
• Click on staff ID link in the grid. Application will navigate to student profile page by default.
Scholarship specialist clicks on academic tab and verifies the student Academic Information and
also option to modify and save the student academic information.Student will not have option to
modify the data but scholarship specialist has an option to modify the student Information data.
Modify data and click on save button.
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19.8 Scholarship Specialist Submitting Student Academic Evaluation Request
Scholarship specialist clicks on Performance Evaluation tab
• Enter all the mandatory fields and click on submit button.
• Performance request will be displayed in the academic performance grid once request is approved
status.
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19.9 Scholarship Specialist Issuing Student Academic Evaluation Request
Scholarship specialist clicks on Letters tab
• Click on Issue letter button, enter all the mandatory fields and click on submit button.
• Issued letter will be displayed in the academic evaluation grid once request is approved status.
Page 151151 of
19.10 Scholarship Specialist Viewing Summer school Request
Scholarship specialist clicks on summer school tab
• Select the request to view the summer school details
Page 152152 of
19.11 Scholarship Specialist Viewing Documents in E-Docs
Scholarship specialist clicks on summer E-Docs tab
• Click on file/mouse over to view the contents
Page 153153 of
19.12 Scholarship Specialist Submit Request on behalf of Student
• Scholarship Specialist able to create following request type from GEMS on behalf of student
 Academic Progress
 Exemption Summer Internship
 Graduation Details
 Summer School
 Tuition Fee Reimbursement
 University Details
 Variation Scholarship Programme
 Visa Fee Reimbursement
• Enter staff ID/Name, select the request type from the request type drop down, enter all the
mandatory values and click on submit button.
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19.13 NSP Request Approval process
• Scholarship Specialist and others can approve the request via from Worklist menu in GEMS and
also via Email.
• Request approval from GEMS worklist menu
 Select “View Request” to review the NSP request
 Review the request details of the staff and process for Workflow functionality as marked in the
below section
 Approval Via Email – Scholarship specialist or others check mailbox and validate the NSP
request details and click approve/reject
Page 155155 of
Page 156 of 224
20. Separation
20.1 Overview
GEMS facilitates an employee’s separation process is as much important as any other HR process as
such these final or last interactions with the Organization should not only be hassle free but also leave
a good impression on both the parting Employee and the Organization. Separation involving
Resignation, Retirement, and Termination should have a process that is transparent, accountable and
responsive keeping these aspects to the core current process has been designed meeting the needs
and requirements of all the stakeholders.
20.2 Access Separation in GEMS:
GEMS has given a special feature for employees where they can submit their resignations
(Separation) or managers can submit reportees resignation/Termination/Retirement (Separation)
requests.
Employee can access the ‘Separation’ menu in GEMS using Separation-> Initiate Separation.
Page 157157 of
20.3 Initiate Separation Request:
Employee can raise/initiate the ‘Separation’ request from GEMS using Separation-> Initiate
Separation,
On selecting the ‘Initiate Separation’ menu, system displays the ‘Initiate Separation’ page of the
logged in employee. The employee/line manager can submit the self/reportees resignation request
using this screen and employee who does not have direct reportees will not be allowed to change the
“Separation Type”.
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20.3.1 Submit a Self-Resignation request:
Employee can raise/initiate the ‘Separation’ request from GEMS using Separation-> Initiate
Separation,
The “Separation Type” will be auto-selected as ‘Resignation’; employee needs to select the ‘Reason
for Separation’ as Career / Education / Health issues / Marriage / personal / other.
Last Working Date (LWD): As per QR policy the notice period is applicable for all the employees and
the notice period information is mentioned below as per employees grade,
Staff who is probation: 7 Days
Grade 6 and below: 30 Days
Grade 7 and above: 90 Days
System displays the LWD as per employee’s grade and employee can edit the ‘Preferred LWD’ date,
Note: If the ‘Preferred LWD’ is less than ‘QAG Policy LWD, then the amount will be deducted for
“Short Fall of days” in the full & final settlement payroll.
Page 159159 of
Page 160 of 224
Upload the self-signed resignation letter as an attachment in PDF format and enter the explanation in
the comments section within 500 chars. Submit the request with valid information, once the request is
submitted an email will be sent to the line manager for approval and also employee will receive an
email with request details.
Page 161161 of
20.3.2 Submit a Resignation request for direct reportees:
Line manager can raise/initiate the ‘Separation’ request (only for direct reportess) from GEMS using
Separation-> Initiate Separation, The line manager has to select the “Request For” as ‘Direct
Reportees’ and enter the staff ID in the “Staff ID/Name” field to search the
reportee
.
Select “Separation Type” as ‘Resignation’ and select the ‘Reason for Separation’ as Career /
Education / Health issues / Marriage / personal / other.
Last Working Date (LWD ): As per QR policy the notice period is applicable for all employees and the
notice period information is mentioned below
System displays the LW D as per employee’s grade and line manager can edit the ‘Preferred LW D’
date, if the ‘Preferred LWD’ is less than ‘QAG Policy LWD, then the amount will be deducted for “Short
Fall of days” in the final & full settlement payroll. Also line manager must select the date of “Effective
Separation Date”.
Page 162162 of
Upload the employee-signed resignation letter as an attachment in PDF format and enter the
explanation in the comments section within 500 chars. Submit the request with valid information, once
the request is submitted an email will be sent to the L2 manager for approval and also employee and
line manager will receive an email with request details.
20.3.3 Submit Termination/Retirement/Deceased for direct reportees:

Line manager can raise/initiate the ‘Separation’ request from GEMS using Separation-> Initiate
Separation,
Page 163163 of
The line manager has to select the “Request For” as ‘Direct Reportees’ and search the staff in the “Staff ID/name”
field. Select “Separation Type” as ‘Termination/Retirement/Deceased’,
i. If the “Separation Type” as ‘Termination’ then select the ‘Reason for Separation’ as Absconding / Breach of work
Ethics & Integrity / Gross Misconduct / Failed to Obtain RP / Performance / Released during Probationary period.
ii. If the “Separation Type” as ‘Retirement’ then select the ‘Reason for Separation’ as Regular Service Completion
iii. If the “Separation Type” as ‘Deceased’ then select the ‘Reason for Separation’ as Deceased / Regular Service
Completion
Last Working Date (LWD ): As per QR policy the notice period is applicable for all employees and the notice
period information is mentioned below
System displays the LWD as per employee’s grade and line manager can edit the ‘Preferred LWD’ date, if the
‘Preferred LWD’ is less than ‘QAG Policy LWD, then the amount will be deducted for “Short Fall of days” in the
final & full settlement payroll. Also line manager must select the date of “Effective Separation Date”.
Upload the employee-signed resignation letter as an attachment in PDF format and enter the explanation in the
comments section within 500 chars. Submit the request with valid information, once the request is submitted an
email will be sent to the L2 manager for approval and also employee and line manager will receive an email with
request details.
Page 164164 of
20.4 Separation request Approval (L1/L2/HR Business partner):
The Separation requests dealing with Resignation, Retirement, Deceased and Termination as initiated
by an employee or by a manager/supervisor will be available to concerned authority in the approval
workflow so that an action (Approve / Reject / Returned for correction / Request for Information /
Forward To) can be taken by approver.
As per the staff grade, department and division, the system picks up the approval hierarchy. Once the
‘Separation’ request is submitted, an email will be triggered to the immediate approver.
Approver can access the request from GEMS -> Work List,
Approver can select the separation request is available in the ‘Work List’ with the status ‘Awaiting
Approval’. On selection of the request the request details will be loaded on the screen. The “Staff
Details” and “Separation Details” will be displayed in read only mode as mentioned in the screenshot,
The following options will be available for approvers to act on the request,
Staff Details and Separation Details:
Page 165165 of
Approval Section:
Here the ‘Reject’ option will be disabled for L1 manager, and ‘Reject’ will be available for L2 manager.
Approve: This option is used to approve the request; once the request is approved system will
change the status of the request to “Approved” if the current approver is the final approver in the
workflow hierarchy; else if the request needs further approval, request is routed to next approver in the
approval workflow along with an email will be sent to next approver.
Page 166166 of
Reject: Approver will be allowed to ‘Reject’ the request, if the request is rejected then system will
change the status of the request to “Rejected” and an email will be triggered to initiator who raised the
request.
Note: L1 manager will not have “Reject” option in the approval screen, L1 manager has to approve the
request and will discuss with L2 manager to reject the request.
Return for Correction: This option is used to send the separation request back to initiator if any
changes or additional information is required from initiator. When the request is returned for correction,
an email will be sent to initiator and the status of the request will be “Returned for Correction”.
Initiator will review the returned for correction request in the Separation -> Initiate Separation at
“Request History”. Also initiator will be allowed to resubmit the request with required information
provided.
Request for Information: This option is used send the request to other approvers to get additional
information about the request. W hile clicking on “Request for Information” button system will display a
pop-up to search the staff.
Enter the staff ID/Name in the search window and select the staff from the results and submit the
request. Once the “Request for Information” is submitted the selected staff will be notified by an email.
The status of the request will be “Requested for Information”.
Page 167167 of
The selected staff will login into GEMS to access the request GEMS-> Work List.
Open the request and provide the necessary comments in the ‘Comments’ box and approve the
request. The approved request again will be sent to the approver who has requested the information in
the workflow.
Forward To: This option is used to redirect the request approval to other approvers. While clicking on
“Forward To” button system will display a pop-up to search the staff.
Enter the staff ID/Name in the search window and select the staff from the results and submit the
request. Once the “Forward To” is submitted the selected staff will be notified by an email. The status
of the request will be “Re-assigned”.
The selected staff will login into GEMS to access the request GEMS-> Work List.
Open the request to review and provide the necessary comments in the ‘Comments’ box and approve
the request. The approved request will be routed to next level in the workflow. An email will be sent to
workflow approvers.
Page 168168 of
20.4.1 CHRO Approval for Separation:
If the ‘Separation Request’ is raised for grade 8 and above staff then the request will be routed to CHRO approval
in the workflow.
CHRO will login into GEMS to access the ‘Separation Request’ GEMS -> Work List.
20.4.2 GCEO Approval Workflow:

The ‘Separation Request’ is submitted for GCEO reportees, then system will send the separation request to
GCEO secretary office to get GCEO approval.
 The GCEO secretary will login into GEMS to access the ‘Separation Request’ GEMS -> Work List.
 Open the request and print the request using ‘Print’ option.
 Printed request form will be sent to GCEO signature. The signed copy will be scanned and uploaded in
request screen.
 Click on Approve button to approve the request.
20.5 Separation Letter Generation (HR Separation Team):
The Separation requests (Resignation/Termination/Retirement/Deceased) is approved by final approver then the

request will be routed to “Separation Register”. The Separation team (Support – HR Separations, Officer – HR
Separations) will generate the letter for separation requests (Resignation/Termination/Retirement).
The Separation Team will access the ‘Separation Register’ from GEMS “Separation -> Separation Register”,
and the request status should be “Awaiting Letter Generation”.
Page 169169 of
While clicking on the request, the ‘Staff Details’ & ‘Separation Details’ will be loaded on the screen as
mentioned below, also the approval hierarchy of the request will be displayed in the request details
screen.
The “Separation Terms” as displayed below should be filled by Separation team,

Important: If any ‘Recovery/Reimbursement’ amounts are entered in the ‘Separation Terms’ section
that amounts will be processed or recovered in the “Full & Final” settlements by HR Separation team.
As mentioned above the ‘Separation Terms’ are mandatory to generate the letter for ‘Separation
Request’ (Resignation/Termination/Retirement).
Page 170170 of
Once the ‘Separation Terms’ are filled, click on the “Generate Letter” link in the “Process Details”
Section.
The “Letter Editor” section will be loaded on the screen as displayed below,
The module name will be displayed as ‘Separation’; the user needs to select the following details,
1. “Category” of the letter belongs to Resignation/Termination/Resignation LWD Change/Resignation
Withdrawal/Termination Reinstatement/Retirement etc.,
Page 171171 of
2. “Type” of the letter, based on the selected ‘Category’ the letter ‘Type’ values will be loaded in the drop
down. If the ‘Category’ is selected as ‘Resignation’ then types of resignation will be loaded in the
‘Type’ drop down.
3. “Letter Approver” is the final approver of the separation letter, the ‘Letter Approver’ can be “HR Sr
Management People”.
Page 172172 of
The letter is matching to select criteria will be populated on the letter grid, once the letter is generated
it will be uploaded in the “Letter Upload” section is displayed below,
Page 173173 of
Upload Separation Letter for Approval:
Once the ‘Separation Letter’ is generated the user has to upload the letter in the “Upload Letter”
section, click on the “Attach Content as PDF” button to upload the letter. Also user can
upload/attach any additional documents using “Browse” button in the “Upload Letter” section.
Here, user can select “Is Approval Required?” as Yes/No,

 If the “Is Approval Required” selected as ‘Yes’ then the separation letter will be routed to “Pre
Approver” and “Final Approver” approval in the workflow.
 If the “Is Approval Required” selected as ‘No’ then the separation letter will be auto-approved.
20.5.1 Submit the Letter for Approval:

The Separation letter is generated and attached in the “Letter Upload” section, click on the ‘Submit’
button to submit the letter for approval. W hen the letter is submitted for approval an email will be
triggered to “Pre-Approver”.
Page 174174 of
20.6 Separation Letter Approval – Pre Approver (Separation Manager):
The Pre Approver (Separation Manager) will login to GEMS to access the approval screen as
mentioned in the below screenshot
‘Separation -> Letter Process List’ – the “Letter Process List” is the menu is configured in GEMS,
where the Pre-approver and HR Sr management can access the “Separation Letter” requests to
approve.
The ‘Pre-Approver’ can review the ‘Staff Details, Separation Details’ of the separation request.
Page 175175 of
Also pre-approver can view the “Separation Terms” and “Separation Letter” in the preview panel as
displayed below,
Page 176176 of
The ‘Attachment Details’ panel displays the ‘Separation Letter’ and “Reviewed” checkbox. While
approving the letter the “Reviewed” checkbox to be selected.
Note: Reviewed checkbox indicates that ‘Acknowledged’ the letter and separation request by Pre-
approver.
Approve: once the separation letter request is approved, the request will be routed final approver (HR
Sr Manager) and an email will be triggered to notify the HR Sr manager selected in the letter template.
Return for Correction: Click on the ‘View/Edit Remarks’ link in the “Attachment Details” panel to
enter the comments why the request is sending for correction. If the letter request is returned for
correction, the separation team will be notified by an email.
The HR Separation team will access the request in GEMS Separation-> Separation Register and
select the request which is in ‘Returned for Correction’ status. The Separation team will review the
comments given by HR Sr Manager (Letter Approver) and will provide the required details in the
request. Again the letter request will be resubmitted to approval.
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20.7 HR Senior Manager Approval for Separation Letter:
When the ‘Separation Letter’ is approved by ‘Pre-Approver’ system will send the request to letter
approver is selected in the letter template as ‘Signatory Authority’.
The Letter Approver will login to GEMS to access the approval screen as mentioned in the below
screenshot ‘Separation -> Letter Process List’ – the “Letter Process List” is the menu is configured
in GEMS, where the Pre-approver and HR Sr management can access the “Separation Letter”
requests to approve.
The ‘Final Approver’ can review the ‘Staff Details, Separation Details’ of the separation request.
Page 178178 of
Also final approver can view the “Separation Terms” and “Separation Letter” in the preview panel as
displayed below,
Page 179179 of
The ‘Attachment Details’ panel displays the ‘Separation Letter’ and “Reviewed” checkbox. While
approving the letter the “Reviewed” checkbox to be selected.
Note: Reviewed checkbox indicates that ‘Acknowledged’ the letter and separation request by final
approver.
Approve: once the separation letter request is approved, the request will be routed to HR Separation
team to “Initiate Clearance” for the separation request. HR Separation team will be notified by email
and the request status will be updated as “Awaiting Clearance Initiation” in Separation Register.
.
Return for Correction: Click on the ‘View/Edit Remarks’ link in the “Attachment Details” panel to
enter the comments why the request is sending for correction. If the letter request is returned for
correction, the separation team will be notified by an email.
The HR Separation team will access the request in GEMS Separation-> Separation Register and
select the request which is in ‘Returned for Correction’ status. The Separation team will review the
comments given by HR Sr Manager (Letter Approver) and will provide the required details in the
request. Again the letter request will be resubmitted to approval.
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20.8 Initiate Clearance for a Separation Request:
Separation team initiate Clearance proceedings post acceptance or approval of Separation letter from
Senior Management Human Resources. W hen the “Separation Letter” is approved by HR Sr
Management, the request will be routed to HR Separation team for initiating clearance.
The Separation will access the separation request in GEMS, Separation -> Separation Register
menu and the request status will be displayed as “Awaiting Clearance Initiation”.
Click and open the request to initiate the clearance. The Separation request will be opened on the
screen, scroll down the page to access the “Clearance Departments Selection” screen as mentioned
below,
Page 181181 of
System will display the applicable clearance departments based on the initiator’s subsidiary. The
‘Departments’ will be listed, and departments marked as ”Yes” will be alerted and a request is created
by the system having Staff Information & Clearance information specific to that department. Those
departments marked as “No” will not be considered for Clearance processing.
The “Schedule Date” by default is displayed before 3 days of LWD, also the user will be allowed to
change the date. Based on the selected date the ‘Clearance’ will be initiated for approval.
Payments: W hile approving the clearance if the department enters any reimbursement amount that
will be displayed in the ‘Payments’.
Deductions: If any recovery entered by clearance department while approving the clearance request
that will be displayed in ‘Deductions’. These payments and deductions will be processed in “Full and
Final” settlements. (Sum of the deductions as entered by that department while processing clearance
will be displayed for Separations team).
Page 182182 of
The HR Separation member will enter the remarks in the “HR Separations Remarks” and this will be
displayed while the clearance is addressed by the concerned department.
View Cleared By & Date time: Displays the name of the person & date time it was processed who
cleared this case from respective department
View Remarks by Clearance team: Displays remarks as provided by the department which has
cleared or processed the record
Click on the Clearance Details link: Displays the clearance form as submitted by the department
which has processed clearance
Once all the details are filled in the “Clearance Departments Selection” screen, click on the “Initiate
Clearance” button and the clearance request will be scheduled based on the selected “Scheduled
Date”.
The Employee department will be notified by an email to approve the clearance; once the employee
department approved the clearance rest of the departments will be notified by an email based on the
“Scheduled Date”. The status of the clearance will be displayed as ‘Pending’ and will be highlighted in
red color.
Page 183183 of
Save for Later: The “Clearance Departments” details will be saved and HR Separations team can
access the same details for later use.
After the clearance has initiated, the “Clearance Department Selection” screen will looks as, where the
red color indicates that status is ‘Pending’ and green color indicates that status is ‘Cleared’.
Page 184184 of
20.9 Process/Approve the Clearance:
Separation Clearance Record shall be accessible/visible to the respective ‘clearance coordinator’ of the
department (generic) – while routing the record, system shall check employee (one who is being
separated) get their department/cost center and route it to relevant coordinator whose department/cost
center matches.
The clearance has been initiated by HR Separations team; the first clearance will be scheduled to
“Employee Department” always.
The clearance coordinator will access the clearance request from GEMS as “Separation ->
Clearance Process List” as mentioned in the below screenshot,
Click on the clearance request is displayed in the “Clearance List”, the request details will be loaded
on the screen.
The clearance coordinator will review the staff details in the “Staff Details” section, and will enter the
required details in the clearance screen.
Note: If the staff is cabin crew then “Standard Procedures” department will be notified first to process
the clearance.
The following departments will be notified for clearance after the employee department is approved its
clearance.
Page 185185 of
20.9.1 Employee Department Clearance:
GEMS is having a separate menu for ‘Clearance Coordinators’ to process the clearance. The
clearance coordinator can access the clearance menu in GEMS as “Separation -> Clearance
Process List” as mentioned below,
Clearance coordinator will access the ‘Clearance Request’ which is in ‘Pending’ status, while clicking
on the clearance request the below screen will be loaded.
The clearance fields will be configured based on the staff and staff’s departments, please enter the
Page 186186 of
Important: As mentioned above if any ‘Recovery/Reimbursement’ amounts are entered in the
clearance screen that amounts will be processed in the “Full & Final” settlements by HR team.
Once all the details are filled in the clearance screen, enter the ‘Remarks’ within 500 chars and submit
the request. After submitting the clearance request status will be changed as ‘Cleared’ and “HR
Separation Team” will be notified by an email.
Page 187187 of
20.9.2 ID Management Clearance:
GEMS have a separate menu for ‘Clearance Coordinators’ to process the clearance. The clearance
coordinator can access the clearance menu in GEMS as “Separation -> Clearance Process List” as
mentioned below,
Page 188188 of

the request. After submitting the clearance request for “ID Management” department, the request will
Page 189189 of
be routed to once-level approval from “ID Management” department head and status will be changed
as ‘Awaiting Approval’.
Approve the ID Management Clearance:

The “ID Management” department head will access the request from GEMS as Separation ->
Clearance Process List menu and filter the request using status as “Awaiting Approval”.
Page 190190 of
ID management head will enter the comments as mandatory and approves the request. Once the
request is approved the clearance status will be updated as ‘Cleared’ and “HR Separation Team” will
be notified by an email.
Page 191191 of
20.9.3 IT Support Clearance:
mentioned below,
Page 192192 of
the request. After submitting the clearance request for “IT Support” department, the request will be
routed to once-level approval from “IT Support” department head and status will be changed as
‘Awaiting Approval’.
Approve the ID Management Clearance:
Page 193193 of
The “ID Management” department head will access the request from GEMS as Separation ->
Clearance Process List menu and filter the request using status as “Awaiting Approval”.
Page 194194 of
IT Support department head will enter the comments as mandatory and approves the request. Once
the request is approved the clearance status will be updated as ‘Cleared’ and “HR Separation Team”
will be notified by an email.
20.9.4 HR Benefits - Medical Insurance Clearance:

mentioned below,
Page 195195 of

Page 196196 of
20.9.5 HR - Leave Administrator:
mentioned below,

Page 197197 of
Cabin Crew W elfare:
mentioned below,
Page 198198 of
Page 199199 of
20.9.6 Standard Procedures:
mentioned below,

Page 200200 of
20.9.7 Performance Officer:

mentioned below,
Page 201201 of
Page 202202 of
20.9.8 Cabin Crew Housing Department:
mentioned below,
Page 203203 of
20.9.9 Housing Department (General):

mentioned below,
Page 204204 of
Important: As mentioned above if any ‘Recovery/Reimbursement’ amounts are entered in the clearance screen
that amounts will be processed in the “Full & Final” settlements by HR team.
Once all the details are filled in the clearance screen, enter the ‘Remarks’ within 500 chars and submit the
request. After submitting the clearance request status will be changed as ‘Cleared’ and “HR Separation Team” will
20.9.10 QR Medical Center:

GEMS have a separate menu for ‘Clearance Coordinators’ to process the clearance. The clearance coordinator
can access the clearance menu in GEMS as “Separation -> Clearance Process List” as mentioned below,
Page 205205 of

Page 206206 of
20.9.11 Uniform Clearance:
mentioned below,

Page 207207 of
20.9.12 Duty Free Clearance:

mentioned below,
Page 208208 of
20.9.13 Inflight Clearance:

Page 209209 of
Clearance coordinator will access the ‘Clearance Request’ which is in ‘Pending’ status, while clicking on the
clearance request the below screen will be loaded.
The clearance fields will be configured based on the staff and staff’s departments, please enter the required
details in the clearance screen.
Page 210210 of
20.9.14 Treasury Clearance:

Page 211211 of
20.9.15 Allowances (Hourly flying, Hotel, Meal):

mentioned below,
Page 212212 of
20.9.16 Security:
Page 213213 of

Page 214214 of
20.9.17 Payroll/Finance:
mentioned below,
Page 215215 of
20.9.18 Immigration:
Page 216216 of

Page 217217 of
20.9.19 HR Separation:
mentioned below,

Page 218218 of
20.9.20 Outstation Concerned Team:

mentioned below,

20.9.21 Employee Contact & Bank Details:

The employee (To whom the separation is submitted) has to submit the “Employee Contact & Back
Details” in GEMS using “Separation -> Clearance Process List” as mentioned below,
Page 219219 of
Employee will access the ‘Clearance Request’ which is in ‘Pending’ status, while clicking on the
clearance request the below screen will be loaded.

Page 220220 of
20.9.22 HR Benefits – General:
mentioned below,
Page 221221 of
20.9.23 Travel Clearance:

Page 222222 of
Once all the clearance departments have processed the clearance, the separation request status will
be displayed as “Awaiting HRMS Update” in the separation register. Also the “Clearance Department
Selection” screen will be displayed as,
The payments and deduction amounts are displayed in the screen will be process to payroll (HRMS)
and the final settlement will be released to the employee. All the details such as ‘Separation Request’,
Clearance and Payroll details will be updated and maintained in HRMS.
Page 223223 of
20.10 Repatriation & Resident Permit Options:
The repatriation details of the staff will be entered by ‘HR Separation Team’ after the clearance
process is completed. These details will be maintained in GEMS for future use.
21.1 Electronic Monitoring System (EMS) Submission of type Over Night (One
Night)
21.1.01 Step-1: Access GEMS  HR Services  EMS Request
21.1.02 Step-2: Select the Request type as “Over Night (One Night) and submitting the
request.
We have 3 type of EMS Request.

- Over Night(One Night)
Overnight for a maximum of two (2) nights a month with visiting blood relatives only.
- Over Night(Multiple Night)

Page 224224 of
Overnight (multiple) with visiting blood relatives and husband for a total of 28 calendar
days within a calendar year (Taken in maximum of two periods split as appropriate)
- Extension 2AM
An extension on working days, up to 2 am twice a month.
- After entering the Permission Required Till Date value, Return Date will be Auto
populated and based on “Return Date Shift Timings on Return Date” and “Shift Timings
on Return Date To”
21.1.03 Step-3: Uploading the Visa Document of the Relatives with whom staff was
residing.
Page 225225 of
21.1.04 Step-4: Request History: Once the Request has been submitted, staff can view the
status of the request from the Request History Section.
21.1.05 Step-5: Verifying the EMS Request Balance: Once all levels of the request has been
approved, EMS Balance will be deducted and the same will be shown to the user in the EMS
Balance table, also user can see the Approver remarks for the request.
Page 226226 of
Note: Similarly staff can raise EMS-> Over Night (Multiple Night) and EMS-> Extension (2
AM) request types as well. Definition of the different request types are shown in “HR Policy
section”.
21.1.06 Step 6: Uploading of Visa Document: If in case staff is not having the visa document
of relatives at the time of raising the raising the request, then they can upload the same after
resuming to work. The status of the request will be shown as “Visa Upload Pending”
21.1.07 Step 7: Submitting the request for Approval after uploading Visa: Click on the
EMS
Page 227227 of
request number and check the check box “I here by declare that Visa/RP document is uploaded” and
attach the visa copy and submit the request for Approval.
Cancelling the EMS Request: Staff can cancel the Approved EMS Request and the same will go for approval
process. If a staff is Roster staff then Cancellation approval will be 2 levels, Pre-Approver and Line Manager or
else cancelled request will go for one level of approval.
-If Pre-Approver or Line Manager Rejects the Cancellation request then, status of the request
will be set as “Approved” and the EMS Balance be deducted.
Page 228228 of
Note- Once the cancellation is approved at all levels then status of the request shows as
“Cancelled” and EMS Balance will be updated back.
21.1.08 Step 8: Generate PDF: Staff can click on Generate PDF button which is shown after
all levels
of approval has been done and can submit the same for “Security staff” in the respective
Accommodations. Sample PDF file shown below.
Page 229229 of
22.1 Accessing the Electronic Monitoring System (EMS) As Pre Approver
22.1.01 Step-1: Access GEMS  Work List Section OR GEMS->Work List Tab
- Work List section of Home Page:Scroll to Right and click on View Request link.
Page 230230 of
Accessing the EMS Request screen from Work List tab:
22.1.02 Step-2: Pre Approver can see the similar kind of previously raised request in the
Previous Request Details section.
Page 231231 of
22.1.03 Step-3: It’s the Responsibility of the Pre Approver to check the Shift Start and End
Timings on the Return Date. If Shift Start time is at 7:00AM on the Return date then he can
“Reject” the request.
-Also Pre Approver can edit the Shift start and End Timing if needed.
22.1.04 Step-4: Taking Necessary action: Per Approver can Approve, Reject, Return the
Request for Correction or he can Request for More Information by the clicking on necessary
buttons.
Page 232232 of
Note: Cancellation request can be viewed on clicking view request link from the Work List
section. Here Pre- Approver can either Reject or Approve the Cancelled request from the staff.
23.1 Accessing the Electronic Monitoring System (EMS) As Line Manager
Page 233233 of
Accessing the EMS Request screen from Work List tab:
23.1.02 Step-2: A Line Manager can see the similar kind of previously raised request in the
“Previous Request Details” section.
23.1.03 Step-3: Taking Necessary action: Once Pre Approver Approve the request, request
will come for Line Manager’s Approval. Line Manager can Approve, Reject, Return the
Request for Correction or he can Request for More Information by the clicking on necessary
buttons.
Page 234234 of
23.1.04 Step 4: Viewing the Pre Approver’s Remark: Line Manager can view remark
provided by the Pre Approver in the Approver Hierarchy section of the request.
Note: Cancellation request can be viewed on clicking view request link from the Work List
section. Here Line Manager can either Reject or Approve the Cancelled request from the staff.
Page 235235 of
24.1 Accessing the Electronic Monitoring System (EMS) As Line Manager
- Accessing the EMS Request screen from Work List tab:
Page 236236 of
24.1.02 Step-2: HR Admin’s can see the similar kind of previously raised request in the
“Previous Request Details” section.
24.1.03 Step-3: Taking Necessary action: Once Line Manager Approve the request, request
will come for HR Admin’s Approval. HR Admin can Approve, Reject, Return the Request for
Correction or they can Request for More Information by the clicking on necessary buttons.
24.1.04 Step 4: Viewing the Line Managers Remark: HR Admin can view remark provided
by the Pre Approver or Line Manager in the Approver Hierarchy section of the request.
Page 237237 of
25.1 Approving the EMS Request after Visa Document Upload:
Click on the view request link from the work list section to view the copy of visa document.
25.1.01 verifying the details of EMS Request with Visa document: Click on the view request
link to verify the visa document here HR Admin can download the Visa copy and approve the
request.
Page 238238 of
26.1 EMS Regularization:
Accessing the Electronic Monitoring System(EMS) Regularization Screen as HR Admin
- Work List section of Home Page:Scroll to Right and click on View Request link of EMS
Regularization request.
Page 239239 of
OR Regularization Screen can be accessed through the Menu:
- HR Service->EMS Regularization
26.1.02 Step-2: Navigating to the Regularization: On clicking “View Request” link only the
Respective violation details will be shown. To access all the Violation details which is pending
for Approval then user has navigate to the EMS Regularization screen.
Screen shot of Regularization screen after click on View Request link:
Page 240240 of
Screen shot of Regularization screen to view all violation details:
26.1.03 Step 3: To View the Approval Hierarchy: To view the approver hierarchy of the
request, click on the staff ID link
Page 241241 of
26.1.04 Step 4: Taking the necessary action for the Regularized Request: Select the
Regularized, view the justification provided by the Line Manage, click on the ‘+’ to view the
supporting document which is uploaded by the Line Manager, click on the required button to
Approve, Reject, Return for Correction or Request for Information. To view the justification
scroll to right and user can view the details.
Note: Once the necessary action has been taken by the HR Admin, Regularization screen will
load all the Regularized violations which are pending for Approval.
Page 242242 of
-There is an option for the HR Admin’s to do bulk approval of all the pending Regularized
requests just by click on the select check box of respective request and approving the same.
27.1 EMS Report:

Accessing the Electronic Monitoring System(EMS) Report Screen as HR Admin
27.1.01 Step-1: Access GEMS  HR ServicesEMS Report
27.1.02 Step 2: Generating the Violation Report for any Date: Open the EMS Violation
report screen and Enter “From Date”, enter staff ID if any particular staff’s violation details are
required, enter necessary Business unit, Division, Department and Grade if necessary and select
the required Report Type and click on Search button.
Page 243243 of
28.1 Regularized Status:
• Awaiting Approval: Specifies user that Line Manager has regularized the EMS Violation
but it is pending for Approval from HR_Admin group.
• Rejected: Specifies user that Line Manager has regularized the EMS Violation but
HR_Admin group has rejected the request.
• Approved: Specifies user that Line Manager has regularized the EMS Violation and the
same has been approved by HR_Admin.
• Not Processed: Specifies user that Line Manager has not yet regularized the EMS
Violation of the reporting staff.
29.1 Adding note against the Violation report: Report viewer can add a note against any
violation recorded.
- Click on the + icon and navigate to History Tab.

- Add the necessary comments and click on save button to save the details.
- Grid will show for which staff comments are added, it will also show which staff added
the comments and also show when that comments are added.
- Details are show under the comments tab as shown below.
Page 244244 of
30.1 Downloading the attachment added while regularizing the request:
- To download the document after generating the report, click on the + Icon.
- Click on the file name to download the same.
Page 245245 of
31.1 Exporting the Violation details to CSV: After generating the report, user can click on the export
to csv file button to export the violation data to CSV file.
32.1 Accessing the Electronic Monitoring System(EMS) Regularization

Screen as Line Manager
Step-1: Access GEMS  Work List Section OR GEMS->Work List Tab

- Work List section of Home Page:Scroll to Right and click on View Request link of EMS
Regularization request.
Page 246246 of
32.1.01 OR Regularization Screen can be accessed through the Menu:
- HR Service->EMS Regularization
Step-2: Daily when any of the Reportees has EMS Violation, then that will be laying in the
Line Manager’s work list as shown above in above screen shots. On clicking “View Request”
link only the respective violation details will be shown. To access all the Violation details of
staff open the Regularization screen and provide dates as shown below.
Screen shot of Regularization screen after click on View Request link:
Page 247247 of
Screen shot of Regularization screen to view all violation details:
Step-3: Regularizing the Violation: After getting the necessary inputs from the staff, line can
regularize the violation.
-For Regularizing select the check box which is shown against the Staff and select “Is
Regularized” check box and provide necessary Justification and add the supporting Document
and submit the regularization for approval.
Page 248248 of
Step 4: Viewing the Approval Hierarchy: Click on the Staff number to see the Approver
Hierarchy details and also on clicking “+” sign we can see the uploaded document as well.
33.1 EMS Report:

Accessing the Electronic Monitoring System(EMS) Report Screen as HR
Admin
Step-1: Access GEMS  HR ServicesEMS Report

Page 249249 of
Step 2: Generating the Violation Report for any Date: Open the EMS Violation report
screen and Enter “From Date”, enter staff ID if any particular staff’s violation details are
required, enter necessary Business unit, Division, Department and Grade if necessary and select
the required Report Type and click on Search button.
Regularized Status:
Page 250250 of
• Awaiting Approval: Specifies user that Line Manager has regularized the EMS Violation
but it is pending for Approval from HR_Admin group.
• Rejected: Specifies user that Line Manager has regularized the EMS Violation but
HR_Admin group has rejected the request.
• Approved: Specifies user that Line Manager has regularized the EMS Violation and the
same has been approved by HR_Admin.
• Not Processed: Specifies user that Line Manager has not yet regularized the EMS
Violation of the reporting staff.
Adding note against the Violation report: Report viewer can add a note against any violation
recorded.
- Click on the + icon and navigate to History Tab.
- Add the necessary comments and click on save button to save the details.
- Grid will show for which staff comments are added, it will also show which staff added
the comments and also show when that comments are added.
- Details are show under the comments tab as shown below.
Page 251251 of
Downloading the attachment added while regularizing the request:
- To download the document after generating the report, click on the + Icon.
- Click on the file name to download the same.
Exporting the Violation details to CSV: After generating the report, user can click on the
export to csv file button to export the violation data to CSV file.
Page 252252 of
*********** End of Document ***********
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GEMS USER MANUAL

(Group Employee Management System)

2.1 Introduction .................................................................................................................................... 9

2. 2 Organization Update ................................................................................................................... 11

2.2.1 Announcements and Circulars .............................................................................................. 11

2.4 Vacancies .................................................................................................................................... 13

2.5 My Request .................................................................................................................................. 13

2.6 Learning News ............................................................................................................................. 14

2.7 Notification & Alerts...................................................................................................................... 15

3.1 Personal details ........................................................................................................................... 16

3.2 Leave details and Duty Travel: .................................................................................................... 16

3.3 Dependent Details ....................................................................................................................... 17

3.4 Career path - Salary details ......................................................................................................... 18

3.5 View Personal Documents Links ................................................................................................. 18

3.6 Salary Details ............................................................................................................................... 19

4.1 Introduction .................................................................................................................................. 21

4.2 Employee Head Count ................................................................................................................. 22

4.3 Attrition Metrics ............................................................................................................................ 24

4.4 SRF Dashboard (Vacancy Details) .............................................................................................. 25

4.4.1 SRF Automation Overview .................................................................................................... 25

5.1 Reportees Details ........................................................................................................................ 44

5.2 Reportees Salary Details ............................................................................................................. 44

5.3 Reportees Leave Details ............................................................................................................. 44

5.4 Reportee Attendance Details ...................................................................................................... 45

5.4.1 How to access ....................................................................................................................... 45

5.5.10 Attendance Review Process for data discrepancies (ITSR) .............................................. 59

6.1 HR Letters .................................................................................................................................... 64

6.2 Action List .................................................................................................................................... 65

6.3 Privilege Pass .............................................................................................................................. 66

7. Immigration Services ......................................................................................................................... 68

7.1 Immigration Request .................................................................................................................... 68

7.2 Immigration Letters ...................................................................................................................... 75

7.3 Passport Tracking (for Immigration only) ..................................................................................... 78

8. QR Org Chart .................................................................................................................................... 81

8.1 Org Chart- View Open Position ................................................................................................... 81

9.1 Exit Interview Report (for HR only) .............................................................................................. 82

9.1.2 Separation Staff Breakdown Report ..................................................................................... 82

10. LMS (Learning Management System)............................................................................................ 91

10.1 Overview .................................................................................................................................... 91

10.2 Course Schedule ....................................................................................................................... 91

10.3.1 Planned ............................................................................................................................... 92

11. Duty Travel ..................................................................................................................................... 95

11.1 Overview .................................................................................................................................... 95

11.2 Navigation Path.......................................................................................................................... 95

11.3 Duty Travel Request .................................................................................................................. 95

11.4 Duty Travel - Summary .............................................................................................................. 97

11.5 Notification ................................................................................................................................. 97

11.6 Expense Report ......................................................................................................................... 98

11.7 Expense Summary..................................................................................................................... 99

12. Personal Info Update.................................................................................................................... 100

12.1 Overview .................................................................................................................................. 100

12.2 Navigation Path........................................................................................................................ 100

12.3 Basic Details ............................................................................................................................ 101

12.4 Address Details ........................................................................................................................ 101

12.5 Emergency Contact Details ..................................................................................................... 101

12.6 Passport Details ....................................................................................................................... 102

12.7 Egate Pass Details................................................................................................................... 102

12.7 Dependent Details ................................................................................................................... 102

12.7 Phone Number ......................................................................................................................... 103

12.8 Request History ....................................................................................................................... 103

13. School Fee Reimbursement .......................................................................................................... 104

13.1 Overview .................................................................................................................................. 104