System Overview

iCOMS is Enabling the County Government of Laikipia to execute its strategic objectives, translated into departmental workplans and annual targets which describe the expected levels of performance, clearly linked to day to day performance goals and activities for the entire county workforce.

Sign Up/Sign In

If you are a new staff with valid employment records, sign up to start using iCOMS. To complete the signup process, tap on the signup link on your home page and complete the required information. A valid Personal Number and official email address is required to complete the process. In case the HR Department does not have your official email address in their database, the registration process will fail. Contact the HR department to have the master information updated for signup to be successful. You will get a registration successful message once your signup process is complete. Upon successful signup, ICT department will get a signup approval notification and upon approval, you will receive an email alert and your account will be ready to go. Go back to the iCOMS homepage (https://coms.azurewebsites.net/) and tap on login, enter your valid username and password and finally tap sign in to start using iCOMS online services.

Departmental WorkPlans

Departmental workplans must be completed by all chief officers and directors. To complete the process, you must be logged in with a valid username and password. Tap on performance management on the top navigation menu and choose workplans management on the left navigation menu, under processes submenu. Choose your department and section, select goal plan, strategic objective and key departmental objective. The budget allocation will automatically populate. Enter the activity you wish to execute, the output indicators, target values, budget requirements and timelines. Indicate the expected outputs, appraisal weight, responsible person and actors. Verify the activity information and tap save. Repeat the process for all departmental or sectional activities and generate your workplans report by tapping on the print button at the top of your workplans page for final verification before cascading.

Individual WorkPlans

Individual workplans are derived from departmental workplans through a process called cascading. Once departmental workplans are completed, all departmental activities are auto populated on the individual workplans page ready for selection and assignment to the respective doer. To complete individual workplans, Tap on performance management on the top navigation menu and choose workplans management on the left navigation menu, under processes submenu. On the lookup at the top of the page that loads, choose individual workplans. Choose your department and sections to auto populate all activities defined under the respective section. The activity target, budget requirements, expected results, actors and remarks are auto populated. Tap on save and repeat the process for all the activities you wish to add in your individual work plan. Generate your work plan report by tapping on the print button at the top of the page.

Timesheets Management

Timesheets define what you do on daily basis and can be completed on daily or weekly basis. Once completed, timesheets will automatically update your KPIs and project achievements since they are linked to departmental activities. To complete timesheets, tap on performance management on the top navigation menu and choose timesheets management on the left navigation menu, under processes submenu. Choose a goal within your individual work plan that links to the work you did, enter the task name (Specific work done), date and time, location and value achieved. Descriptive remarks can also be captured to elaborate the nature of work done, achievements and challenges. Tap on save and repeat the process every time you have a new task completed.

Claims Management

Use this module to complete your travel requests, claims, imprests applications and surrenders online. Claims can only be completed for days within which time has been accounted for through the timesheets module. To complete a claim, tap on performance management on the top navigation menu and choose claims management on the left navigation menu, under processes submenu. Choose the claim type and enter the purpose for the claim, units amount, effective date and descriptive remarks. Tap on save and complete the process for all the claims you want to complete. If you have supportive documents, attach them through the claim attachments tab and tap submit once done to rout you application to the approval workflow. You will get notified on your claim progress via email notification on every approval stage.

Leave Management

The personalized leave portal allows you to complete your leave requests and submit them online for approval. To complete leave application, tap on performance management on the top navigation menu and choose leave management on the left navigation menu, under processes submenu. Complete the leave information provided (leave type, requested days, start date, delegation and narration). Tap submit once done to route your application to the approval workflow. You will get notified on the status of your application via email notification on every approval level.

KPI Achievements

Use this module to update your achievements on KPIs whose results have not been updated via the timesheets module or the goals whose results are not fully updated via timesheets. To complete KPI achivements, tap on performance management on the top navigation menu and choose workplans management on the left navigation menu, under processes submenu. On the lookup at the top of the page that loads, choose KPI achievements. Select a task and KPI, the value achieved and the date when you completed the task and clear remarks on the achievement. Tap save to submit the achievement to your supervisor for verification and approval. Upon approval, your work plan goals will be automatically updated.

Sign Out

Once you are done using the system, tap on the sign out link at the top right hand corner of your home page to exit. It is advisable that you close your entire browser to end all sessions for your portal and maintain maximum security.