Introduction {HRM-1}
-
GENERAL
INFORMATION
This is the
User Manual for the
ITS Personnel System. It is
one of a series of user and technical manuals available for the ITS Systems.
The reader is referred to
Section
2 for an overview of this system.
It is assumed that the reader is familiar with the
general operation of the menus
and the keyboard. These matters are fully
discussed in the "
Operational Aspects of the ITS Integrator Systems".
The reader is reminded that the
copyright
of the ITS systems and documentation remains with ITS and that users
thereof are contractually prohibited from providing information contained therein
to third parties, such as other educational institutions.
-
OVERVIEW OF PERSONNEL SYSTEM
The ITS Personnel System
is highly integrated with the ITS Payroll
System, and is linked to all other relevant ITS systems. It consists of the following:
- The Post Establishment Structure is a central aspect of the Personnel
System.
Staff may be appointed only to active posts. A number of
classifications and other details are maintained in respect of each
post. This allows for budgeting in respect of posts: also for
personnel planning at the level of posts rather than at the level of
incumbents. (Refer to the Post Establishment Structure)
- Extensive detail may be kept in respect of
employees. This
includes personal details, details about appointment, resignation and
movements (service records) and also detail in respect of
qualifications,
publications, membership of societies and professional bodies,
dependants, previous posts held, and similar
aspects. An employee may be appointed to a secondary post in
addition to the primary (main) post. (Refer to the Appointments System)
- Record can be kept of disciplinary actions taken
against
employees. (Refer to Disciplinary/Grievance
System)
- The Recruitment
Subsystem caters
for the advertising of vacant posts and the applications
received.
- The Leave Subsystem allows
the creation of any number of leave
packages for different personnel categories. The system can
calculate leave credits according to a number of formulas: it
maintains detailed leave records.
- The Evaluation System allows
records to be kept in respect of Staff Evaluations.
- The Skills Development
Subsystem may assist the institution in improving
the performance and
effectiveness of staff through the development of their skills.
- The reports, which form part of the system, are aimed
at
the
needs of the personnel department, management and personnel
committees. A Letter Subsystem allows the generation of
letters
in bulk to selected employees.
- An Application Programming Interface (API) to the Appointments System with a Web Service to Appoint Personnel Members is also available.
- An eRecruitment system that caters for the advertising of vacant posts and the applications received via the WEB
A self-service module is also available: the ITS Personnel iEnabler
System {
P00000-2} to complement
the above systems and ease the administrative burden of the Human
Resources Section is also available.
-
IMPLEMENTATION
SEQUENCE
All ITS Systems are fully
integrated with one another. This
follows from the design philosophy of not duplicating any information
between systems. As a result the sequence of implementing the
systems is important, and will be discussed in this section.
- General Support System
The
General System contains
a number of code structures that
are used across the ITS systems. The following codes must
already be defined in the General System before the Personnel System
can be implemented:
{
GCS-3}
- Faculty/School Codes
{
GCS-4}
- Department Codes
{
GCS-6}
- Language Codes
{
GCS-7}
- Group Codes
- Space Inventory System
When staff records are
created in the
Personnel System, the office number of the person is
required. The system checks that this
office number is valid within the
Space
System.
Buildings
and offices should, therefore, be entered into the Space System before
personnel records are created.
- Financial Code Structure
Subsystem
General Ledger Allocations
must be
defined with Maintain GL Allocations {
FCSO-6}
of the Financial Code Structure before Posts {
PACS-4}
can be created, since a default GLA is attached to
every Post.
- Personnel System
Certain code structures must be in place in the Personnel System before
any personnel records can be entered. These are:
- Appointment Types
- Ranks
- Posts
- Leave Packages
It is important to realise
that the
Personnel System does not link people to departments
directly.
Instead, it is the post that is linked to the department; the
connection between a person and a department is inferred through the
post that is occupied by the person. Reports at departmental
level depend on the following information being complete and correct:
- Post Allocation to Departments
- Systems Dependant on the
Personnel System
- In the Student System, and particularly in its Timetable
Subsystem {STIME-1},
academic staff must be linked to lecture periods: this can only be
done if these staff members have already been entered
into the Personnel System. If the implementation of the
Student System has high priority, preference should be given to the
creation of
personnel records for academic staff, with the balance being entered at
a later stage.
- The Payroll System is highly dependent on the Personnel
System for accurate information. In particular, care should
be taken
in updating the following information:
- Appointment Date
- Resignation Date
- Appointment Type
- Post Code
- Rank Code
- Gender Indicator
- Tax Deductible Dependants
- Medical Aid Dependants
- Pension Fund membership details
- Medical Aid and Group Insurance Fund membership details
- Transfer of Data of
Existing Computerised Systems
It may be possible to transfer data from an existing system to the ITS
system. This would require a sequential file to be produced
from
the old system, which could then be transferred to the Oracle
database. Once again, certain code structures would have to
be in
place prior to such data transfer.
ITS can assist in this process. The usefulness of such an
exercise would, of course, depend upon both the quality and the
quantity of the existing data.
-
LINKING TO A
NON-ITS PAYROLL SYSTEM
The ITS Personnel System is fully integrated with the ITS
Payroll
System and
General
Ledger Subsystem
Whenever the ITS Personnel System is to be used in conjunction with a
non-ITS Payroll System, arrangements must be made for regular transfer
of data between these systems.
ITS can assist in the planning of this interaction, which would
normally be done on the basis of intermediate sequential
files.
Such planning would also include decisions about the system within
which particular data elements will be maintained.
-
SELECTION
HINTS FOR REPORTS
In response to user requests, many reports offer multiple, and
sometimes complex, user selections with regard to: personnel to be included,
departments to be included, appointment types to be included,
etc. This section offers some hints on how to use these
selection
criteria.
- Reports in
alphabetical sequence may request a range of surnames to be included in
the report. If all surnames start with capital letters, the
user
can include all records in a report by specifying the first name as
“A” and the last name as “z”;
to print only the
A's, specify “A” and “B”.
(In the event that names start with characters other than uppercase
alphabetic characters, the user can include all records in an alpha-numerical
sequence by specifying first name as “0” (zero) and
last name as “zzzzzzz”.
- Reports in numerical sequence can be
forced to
include all personnel numbers by specifying first number as
“0” and last number as
“9999999”.
- A number of reports allow flexible
user selection
on appointment type. For example, the user can specify that ONLY SOME
appointment types must be included in the report, or that ALL EXCEPT
certain appointment types must be included in the report. The
manner in which the user applies these rules must be specified and will
depend on the language in which the report is written - simple prompts
will guide the user in all cases.
- If the report program name ends in .rpt, rdf or .pc, the
user
will be asked to specify up to 10 appointment types to be included in
the report, or ALL. If only a few codes are to be included,
the
user now enters one code after the other, following the last one with
- a <RETURN>. The report is
now
produced. If
the user replies ALL, the next option is to supply up to 10 appointment
codes to be excluded, as explained above, after which the report is
produced.
- If the report program name ends in .sql, the user has the
same
flexibility, except that the instructions to the program must now be
supplied as though the familiar “&” query
is being
performed in an Oracle screen (refer User Manual OPS for more
information in this respect).
The input request will
always be the following:
WHERE APPT CODE paqpcde ?
For example, should we wish to
include all appointment codes. The reply would be:
between 0 and 99 or >= 0 and paqpcde
<= 99
If we wish to include all codes except 1, 2 and 10, the reply would be:
between 0 and 99 and paqpcde not in (1,2,10)
Notice that the word
“paqpcde” has been used instead of the
“&”.
If we wish to include only codes 33, 34 and 7, the reply would be:
in (33,34,7)
If we
wish to include only code 66, the reply could be:
= 66 or in (66)
Note that whenever
“in” or
“not in” is used, the codes must be included in
parentheses
(): they must be separated by commas. The sequence in which
the
codes are specified is not important.
History of Changes
| Date |
System Version |
By Whom |
Job |
Description |
| 16-May-2007 |
v01.0.0.0 |
Charlene van der Schyff |
t134175 |
New manual format. |
| 21-Apr-2007 |
v01.0.0.1 |
Amanda Nell |
t145486 |
Fix Links |
| 13-Oct-2008 |
v01.0.0.1 |
Charlene van der Schyff |
t151913 |
Edit language obtained from proof read language Juliet Gillies. |
| 26-Apr-2010 |
v01.0.0.2 |
Frans Pelser |
t160620 |
Add reference to the Web Service to Appoint Personnel Members |
14-Apr-2015
|
v04.0.0.0
|
Frans Pelser
|
t194977
|
Separate reference for Post Structure
|
22-Mar-2016
|
v04.0.0.0
|
Frans Pelser
|
t213076
|
Final Updates
|
22-Nov-2017
|
v04.0.0.1
|
Frans Pelser
|
t225436
|
eRecruitment
|