CSIS

What is Information Security?

• Confidentiality

  Ensuring that information is accessible only to those who have authorization to have access.

• Integrity

  Safeguarding the accuracy and completeness of information and processing methods

• Availability

  Ensuring that authorized people have access to information and associated assets, if required only.

Keeping in view on the importance of information security in using internet based technology, the access to the CSIS have taken into account the following areas of concern:

1.       Classification of Data

2.       Validation of data

3.       General rules for granting access

4.       User Accountability

5.       Levels of access rights

6.       Position Title/Level versus level of access

7.       HROs to whom role based access will be given

8.       HROs to whom general access will be given

CLASSIFICATION OF DATA

To maintain a high level of security, the information maintained in the system is classified into transactional and non-transactional or static data. The static data are further classified into sensitive and non-sensitive data.

1.   Transactional data

Transactional data or information is any information or data that has been entered and submitted On-line by the Agencies through CSIS such as promotion proposal, transfers, employment form etc.  Those data once entered and submitted cannot be edited or changed neither by the HR officers of the Agencies nor by the HR officers of the RCSC Secretariat.  This is being done in order to ensure that the accountability is fixed with the dealing HR officers if wrong or erroneous data has been submitted by them.  To ensure submission of correct information, a provision is made in the system to check information prior to submitting it to the RCSC.    Conversely, the information transacted by RCSC, cannot be altered or edited by the HROs of receiving Agencies. 

2.   Static data

Static data are those data that are associated with the bio-data/ CVs of individual civil servant that have been entered and stored in the database of the RCSC.    This data and information, such as employee bio-data, promotion and transfer history, training and qualifications, employee ID, promotion date etc., can be viewed by the different users of the system.    Further, the static data has been classified into sensitive and non-sensitive data.

Sensitive data

Following data have been classified as sensitive data

1.   Employee ID

2.   Date of birth

3.   Date of appointment

4.   Date/last date of promotion

5.   Appointment order number

6.   Promotion order number

7.   Position Level, Sub-level and Title

8.   Major Occupational Group and Sub-group

9.   Training and qualification information

The above data are classified as sensitive and therefore cannot be edited, altered or changed, except by MISD.

Non-sensitive data

Following data are classified as non-sensitive data

1.   Family details,

2.   Contact number,

3.   Place of posting or location /present address,

4.   Parent and working Agency,

5.   Address details (permanent address), and

6.   Transfers history.

The above data are classified as non-sensitive and therefore the concerned HROs of the Agencies can edited upon clearing from HRC.

VALIDATION OF DATA

Data validation and verification is one of the important mechanisms that ensures the authenticity and correctness of the information being entered.    The system is built in such a way that the information being entered must be as per the provisions of BCSR. 

In simplest term, the system has in-built validation mechanism, thus it will not accept date that is not in line with the BCSR.  For example, the Agencies cannot grant meritorious promotion and if they try to do, the system will no accept, in which case it requires RCSC Commission’s order number.  For decentralized HR actions, the Agency can enter or update the data only within the scope of decentralization and BCSR.

For the purpose of validation and verification of the data, three sets of mechanisms are put in place:

1. In-built mechanism in the system

To a large extent, the system validates and verifies the information being entered by the users is correct.    This takes care of both centralized and decentralized HR actions.

If the user enters any bogus or erroneous data, the system will not accept the data and prompt the users with the message to enter the correct data and information into the system.    Since the system has all the information of civil servants and is linked to different modules, system will automatically validate the data entry based on the available data in the system.  Some examples of system validation are:

Date of birth – Date of birth cannot be below 18 years of age and above 40 years of age on the date of initial appointment. 

Decentralized recruitment – Agencies cannot recruit above S1 Position Level and Dzongkhags cannot recruit above O1 Position Level.

Validity of the documents submitted – System will automatically calculate the validity period of the referenced document, example security clearance, audit clearance etc, from the date of issue, and if not within the validity period, system will reject the application.

Transfers – System validates and restricts the transfers by the agencies if it is not as per the BCSR. 

Similarly the system validates change in MoG and Sub group, change in the Position Title and Level, HR actions not fulfilling the minimum number of years required, joining date before transfer date etc.

Secondment – System will not accept if a civil servant has training, EOL or any other obligations.

Separation - Cannot separate under ERS if a civil servant has training or EOL obligations etc.

Promotion – System will not allow to process promotion without fulfilling minimum number of years required to serve in the same position. The system will also not allow to process promotion if the performance rating is not as per the requirement.    In addition, the system will also not allow Agencies to process for meritorious or out of turn promotion etc. 

The final rating of performance appraisal must be entered into the system within the specified time period of six months after the appraisal cycle.

Training - system will not allow to process the training (both short term and long term) without fulfilling the minimum duration required to avail the training after the last training has been availed. 

The system is completely aligned to the BCSR.  As and when any clause of the BCSR is revised, the system will be immediately aligned to it.  If any HR action is not as per the BCSR, it requires approval of the RCSC Commission and such HR action falls under the category of HR action by Order.  In such cases the system requires the information such as Commission Meeting and date and reference of RCSC order, and only then the HROs will be able to enter the data. 

2. Validation by HR officers at RCSC

In case of centralized HR actions, the concerned HROs of the HRMD or HRDD at RCSC validate the information submitted by the Agencies before according RCSC approval.  For the decentralized recruitment, if the recruitment is not as per the approved staffing pattern, the HROs of HRMD will not endorse the appointment.    Similarly for training, if a candidate does not fulfill the training criteria, the concerned HROs of HRDD will not endorse the nomination.

3. Audit trail

Audit trail is a utility in the system that track the changes made in the system by the users, which may not be in line with the BCSR and not taken care by the in-built mechanism, for example relevancy of the training, or repeated training in the same field.    It will maintain the status of the changes made such as the previous data and the new data.    In addition, it will store the details of the users who had made that change with different parameter such as user name, date of change, time of change etc.

Audit trail will track data not taken care by the system and enables to do HR audit at the system level.  Data tracking can be done agency wise and thus enables RCSC to do data validation particularly for decentralized HR actions. 

GENERAL RULES FOR GRANTING ACCESS

1.   The RCSC, based on following general principle, shall grant access rights and privileges to use the CSIS. 

2.   Each person entitled to use the CSIS shall be given access and shall abide by the Code of Conduct and Ethics, while using the system.

3.   The CSIS can only be accessed by:

1.   Those who need to know the individual civil servant’s information,

2.   Those responsible for data entry and data validation,

3.   Those responsible to manage hardware and software of the system,

4.   Those responsible for HR auditing, and

5.   Person concerned

4.   The CSIS contains classified information which is therefore confidential. Such classified information is accessible only to those authorized users.

5.   All users shall have access to information with the exception to information classified as confidential.

6.   The system shall maintain record (audit trail) of every instance that a user has accessed the system.

7.   The users having access rights and privileges shall not meddle with and misuse the data.

8.   In case a person has misused the given rights and privileges, the RCSC shall take appropriate disciplinary action, regardless of the position of the person, as per the provisions of the BCSR.

USER ACCOUNTABILITY

Divisions of RCSC

The respective divisions of the RCSC shall have access to all modules pertaining to their respective divisions.  The concerned divisions shall have viewing, data input, editing (within its scope) and report generating rights.  The Chief of Division shall recommend what rights are to be given to individual HROs of the respective divisions based on one’s role and remain accountable. 

MISD of RCSC

The MISD is responsible for the overall management of the CSIS.  The Chief shall report to the Commissioner concerned and the RCSC Commission regarding the CSIS.  The System Administrators of the MISD shall be technically responsible for:

   Ensuring the information security,

   Generating reports,

   Audit Trail and HR auditing at the system level,

   Periodic system and data back up, and

   Maintaining and timely upgrading the hardware and software elements of the CSIS. 

HROs of Agencies

HR Officers of the Agency concerned shall have access rights and privileges to all personal data of the civil servants under the respective Agencies based on roles of the individual HROs.  The Chief HRO shall determine the access rights and privileges to be given to the individual HROs of the concerned Agencies who remain accountable for the data.

Civil servants

Individual civil servants shall have viewing rights to their own personal information only. 

LEVELS OF ACCESS RIGHT

To ensure a high level of security and confidentiality of data and information in the CSIS, the access right to the CSIS must be role based. For this reason, access rights and privileges must be given to an individual only to the extent that one’s role and responsibility requires.  Thus different levels of access rights have been proposed for approval of the RCSC Commission.   

Accordingly four levels of access rights and privileges have been proposed:

1.   View only,

2.   View and Edit,

3.   HR processes and actions (view, edit, and new entry)

4.   System Administration

POSITION TITLE/LEVEL VERSUS LEVELs OF ACCESS

View only

1. Members of the RCSC Commission
2. Secretaries to the Government
3. Other Secretaries and Head of Autonomous Agencies
4. Directors/Head of Departments.
5. Individual civil Servant but one’s own CV only.

View and edit

1.   Chief/Sr HR Officers of all Agencies

2.   Chief HR Officers of RCSC Secretariat

Role based access (view, edit and new entry)

This category of access right and privileges is specifically meant for HR Officers of the respective agencies and it is further categorized in two; role based access and general access. 

Under role based access, an individual will have access either for HRM or for HRD actions only.  Alternatively, an individual will have access to a Department or an organization.  This sub-category of access shall be applied to large agencies, which are as listed:

1.           Ministry of Education,

2.           Ministry of Health,

3.           Ministry of Agriculture and Forests

4.           Ministry of Finance,

5.           Ministry of Home and Cultural Affairs, and

6.           Ministry of Works and Human Settlement.

To HROs of smaller Agencies, the general access and privileges shall be given, in which case the HROs will have access to HR information related to all the incumbents of the Agency concerned irrespective of HRM or HRD actions and incumbents belonging to different parent Agencies. 

The Agencies under this sub-category are:

1.           Ministry of Information and Communication,

2.           Ministry of Labour and Human Resources

3.           Ministry of Economic Affairs,

4.           Ministry of Foreign Affairs,

5.           All Constitutional Offices & Statutory bodies,

6.           Legislative and Judiciary branches of the Government,

7.           All Autonomous Agencies, and

8.           Dzongkhags

HROs TO WHOM ROLE BASED ACCESS WILL BE GIVEN

1.   Ministry of Agriculture and Forests

2.   Ministry of Education

3.   Ministry of Works & Human Settlement

4.   Ministry of Finance

5.   Ministry of Health

6.   Ministry of Home and Cultural Affairs

HROs TO WHOM GENERAL ACCESS WILL BE GIVEN

1.   Ministry of Information and Communications

2.   Ministry of Labour & Human Resources

3.   Ministry of Economic Affairs

4.   Ministry of Foreign Affairs

5.   Autonomous Agencies

6.   Dzongkhags

Note: The HRO’ of Gasa, Haa, Ppunakha and Trongsa are on long-term studies.    HROs of Trongsa Dzongkhag did not come to attend the training.   

7.   RCSC Commission

*Access shall be for the agencies to which one is responsible

                                  **Personal file management module only

8.   Constitutional Offices/Judiciary and Legislative branches of the Government.

The list of HROs of other Constitutional Offices, and Legislative and Judiciary branches of the Government shall be added subsequently. 

9.   Change in place of posting or Position Level of HROs.

In case of transfer or any other changes on the above officers with regard to their roles and function, the Agencies shall immediately inform the RCSC, and the MISD shall affect the changes in the system accordingly.