Global Personnel System

3W, together with the Human Resources Department (HDPO) and the Information and Digital Innovation Department (IDI), has developed a single HR and payroll administration system for local employees at the missions. The new Global Personnel System (GPS) will be rolled out in phases at all the missions this year. Until now, a range of different systems and processes have been used for HR and payroll administration. The GPS integrates everything into a single system. The mission in Vienna already started using the GPS last year. Local employees there can now record leave and overtime, and submit claims for allowances themselves. They can also adjust their working times and update their personal details.

Marjon van Oosterom, process owner for HR administration in 3W’s Local Staff Group, has been involved in the GPS project from the very beginning. ‘With my experience of working at the missions and for the Local Staff Group, I have a good understanding of the needs of local employees, operational managers and heads of mission alike,’ she says. Operational manager Marjan Herscheit at the Vienna mission welcomed the new system. ‘Thanks to the GPS, all staff, whether they’re posted from The Hague or locally engaged, have the same responsibilities. This contributes to the “one team” spirit.’

Efficient HR and payroll administration with the GPS

The GPS is similar to P-Direkt, the HR and payroll system for Dutch civil servants. ‘The system integrates processes that used to all be separate, from personnel files and payroll records, to sickness absence and more. Everything is now combined in a single user-friendly system,’ Marjan explains. The system is intended for local employees, managers and operational managers at the missions. ‘The GPS is also available as a mobile app, so that local employees can enter and update information from the comfort of their own home.’

Marjan continues: ‘Above all, the GPS saves me a lot of time. Previously, I’d spend hours every month filling in Excel spreadsheets and entering information into the various HR and payroll systems we used for our local employees. Fortunately, with the GPS all this is automated, streamlining our administrative work. So I’m sure the larger missions in particular will be really happy when the GPS is rolled out there.’

Collaboration on the GPS project

The development and roll-out of the GPS is a major project that began in 2022. It involves several stakeholders and a range of different interests. The BZ departments and 3W groups involved are therefore working together closely on the project’s implementation. ‘I’m not technically minded at all, so when I think up something that could be useful for local employees, it’s great to be able to turn to my colleagues at the Information Management Group (IDI/IM) and get their input about possible improvements and solutions,’ says Marjon. ‘Local employees aren’t the only GPS users. At 3W we also process HR and payroll records. And other key users include the Financial Service Organisation (FSO) and HDPO. The interview cycle is currently being incorporated into the GPS – a collaborative effort by 3W and HDPO.’

Roll-out of the GPS in Vienna

Last September a team from 3W, HDPO and IDI travelled to Vienna to roll out the GPS there. After a brief introduction about the system, staff took part in role-specific training sessions. An e-learning course was also available for users beforehand. ‘In Vienna we were given a warm welcome by all the staff, including our former 3W colleague Marjan. It was great,’ Marjon remembers. ‘3W prepared us well for the roll-out. We received clear information beforehand and we also appreciated that we had a say in planning the schedule for that week,’ Marjan continues. Vienna was the first mission where the new GPS was rolled out. ‘We wanted mission staff to give us constructive criticism about the roll-out and the system,’ Marjon says, ‘so that we could use their feedback to improve the GPS and ensure that roll-outs at other missions worldwide go even more smoothly.’

In Vienna the GPS is now fully operational. According to Marjan there are no outstanding issues, except for a few minor hiccups. In such cases, they can get in touch with 3W swiftly. ‘We appreciate 3W’s support. They actively try to solve any problems we encounter – whether they’re of a technical or content-related nature,’ Marjan says. ‘Local employees have responded positively to the GPS. Some use it more than others, but I don't get many questions about it. It’s a very intuitive system, so users are all set to go after only a short training session. The GPS also works very well for me as an operational manager. It’s immediately obvious what the tiles mean and the search feature allows me to go straight to the employee whose records I need. I can look up something with just one click of the mouse.’

‘The GPS isn’t just a new system; it’s a whole new way of working,’ Marjon says. ‘Employees have more responsibility – more ownership of the role. They don’t need to actively request approval any more.’ Although staff members sometimes still do, Marjan adds with a smile: ‘They don’t need to, but they still have to get used to this new way of doing things. It’s a system based on trust.’ In Vienna, Ambassador Peter Potman has also received training in using the GPS. ‘It’s a real boon for both mission management and local employees,’ he says. ‘I'm proud that we’re the first mission to actually be using the system. And our local staff are really enthusiastic about it.’

Further roll-out of the GPS

Now that the GPS has gone ‘live’ in Vienna, preparations are being made to roll out the system elsewhere, starting with the United States at the beginning of 2026. Marjan is keen to reassure people: ‘The GPS is great for missions, so there’s no need to be nervous about it.’ BZelf offers a great deal of information about the system, as well as useful manuals. If you’re still not sure exactly what the GPS involves, watch the one-minute explainer video.