iEnabler Appointments

This option may be used to appoint personnel members.

Refer to the Overview of the iEnabler Appointment System {P00003-4} for an overview of the functionality and the set up required.

• If the personnel member to be appointed was (or is) not in-service of the institution, the user will first be prompted to enter the minimum biographical information required for the system to create an Applicant Biographical Record {PROPA-1} for an applicant in the Personnel Recruitment System {PMAIN-1}.
• If the personnel member to be appointed is (or was) in service at the institution, a "Search" facility is available to search the ITS Personnel System for the biographical details of the person. The user may then use the existing biographical details without having to re-enter the information.
• Once a Biographical Record for the person exists, the option will require the user to enter the minimum information required to perform the iEnabler Appointment Budget Validation and only when the validation is successful, will the user be prompted to enter the other information required for the appointment.
• The user may, at any point in the process before the appointment is marked as ready for approval, save the data required for an appointment and exit the system. Upon returning to the iEnabler Appointments, the saved request may be recalled and the user can proceed without re-entering data previously saved.

• Search (for an existing person)
• The following search criteria fields are also on the screen and should only be completed if the Search - button is to be used.

  Field	Type & Length	Description
  ID Number	A13	Enter the ID Number of the existing personnel member.
  Passport Number	A15	Enter the passport number of the existing personnel member.
  Birth Date	DD-MON-YYYY	Enter the date of birth of the existing personnel member.  If more than one personnel member with the same Date of Birth all personnel will be retrieved. Select the applicable staff member.
  Surname	A30	Enter the surname of the existing personnel member.  If more than one personnel member with the same surname all personnel will be retrieved. Select the applicable staff member.
  Personnel Number	N9	Enter the personnel number of the existing personnel member.
  Income Tax	A20	Enter the Income Tax Number of the existing personnel member.

• Existing personnel members where the Senior's Number in the Personnel Biographical Information {PBOP-1} is not entered will appear in the "Search" List, but the user will not be able to select the data of this person. A line manager should first be entered through the back-office system.

• List of incomplete appointments
• This button will display a list of appointment records that has not yet been marked as ready for approval.
• Note that appointment records that has been "Sent back for Corrections" by assigning the outcome "PCOR - Send Back for Corrections" in the iEnabler Appointment Approvals {P00008-1} will also appear on this list.
• Upon selection of an appointment record in the list of incomplete appointments, the user will be presented with the input screen to proceed with the appointment.
• A "DeleteCancel" - button is available for each item on the list. When this button is selected, the relevant record will be removed from the list of incomplete appointments.

• Start with a new personnel member
• This button will present a screen that will allow the user to enter the minimum information required for the system to create an Applicant Biographical Record {PROPA-1} for an applicant in the Personnel Recruitment System {PMAIN-1}. The fields are below

Field	Type & Length	Description
ID Number	A13
Passport Number	A15
Birth Date	DD-MON-YYYY
Surname	A30
Title	A4
Initials	A6
Type of appointment	A2	The appointment type of the employee
Email Address	A60	Enter the personnel member email address
Preferred Language	A2	The language preference of the employee.(E)nglish or (A)lternate
Gender	A1	(M)ale or (F)emale
Line Manager	N9	The personnel member of the new personnel member's line manager

• When "Continue" is selected, the next personnel number as in the System Parameters {PRMT-3} of the Personnel Recruitment System {PMAIN-1} will automatically be assigned to the new personnel member and the next personnel number will be increased to the next available number.

• Note that end users should be encouraged to always first execute the Search (for an existing personnel member) before recording a new personnel member to ensure that the same (individual) person does not have multiple personnel biographical records. 
• If the System Operation Definition {GCS2-11} parameter "DI - Allow Duplicate ID" for Subsystem "HR" is set to "N", this option will not allow the creation of a new personnel biographical record if the ID Number used already exists in another personnel biographical record.

Data Entry for the iEnabler Appointment Budget Validation



Field	Type & Length	Description
Start Date	DD-MON-YYYY	The start date of the appointment.
End Date	DD-MON-YYYY	The end date of the appointment. The Employment Period {PACS2-2} for the appointment will be determined from the start- and end date.
Department	N4	The department in which the appointee will be working. The list of values for the Department to only include Departments to which the user has been linked throuh Restriction "PAPD - Web Appointment Dept Access" in Maintain Restrictions {PACS2-9}
Post	A4	The code of the post against which the person will be appointed. Only posts indicated in Allow iEnabler Appointments as "Y" Yes or "E" Yes (External Appointment) on {PACS-4p2}can be used.
Campus	N2	The code of the campus on which the person will be active.
Person Type	A1	The Person Type {PACS2-1} of the appointment. Only Person Types linked to the Employment Period in Valid Appointment Types {PACS2-3} is available to be used. If the Long Description of the Person Type is entered, it will display instead of the description-field.
Appointment Type	N2	The Appointment Type {PACS-1} of the employee for the duration of the appointment.   Only Appointment Types that is valid for the Employment Period / Person Type combination and entered in Valid Appointment Types {PACS2-3} is available to be used. The program will stop processing and display an error message if the start date of the appointment falls in a payroll cycle where the salary calculation for the Payroll Calculation Number of the personnel member has already taken place.  For a personnel member without an existing active service record, the Calc Number indicated for the Appointment Type {PACS-1} is used, otherwise the Payroll Calculation Number as already in the system for the person is used.
Remuneration Type	A2	The Remuneration Type {PACS2-4} to be used with the appointment. Only Remuneration Types linked to the Employment Period {PACS2-5} is available to be used.  Where an Earning Code {FPRG-6} and/or Claim Rule Code {PACS2-14} has been linked to the Person Type and Remuneration Type {PACS2-12} used in the appointment, both the Earning Code and Claim Type will be defaulted when the Secondary Contract is created in {PAOP-2}
Remuneration Unit	A2	This field is only required where the Remuneration Type is "R - Rate times Quantity" The Remuneration Unit {PACS2-6} to be used for the appointment. Only Remuneration Units that is valid for the Person Type / Rank / Remuneration Type combination as entered in Remuneration Rates {PACS2-7} is available.
Quantity	N17.99	This field is only required where Remuneration Type is "R - Rate times Quantity" or "U - User Defined Rate x Quantity" Note: Type "U - User Defined Rate x Quantity" is not available as standard software.
Number of Months	N3	This field will display the number of months the person will be in service if the remuneration type is "M - Fixed Monthly Amount" or "O -User Defined Monthly Rate" Note: Type "O - User Defined Monthly Rate" is not available as standard software.
Total Amount	N17.2	This field is only required where Remuneration Type is "A  - Ad hoc Claims"
Yearly Amount	N17.2	This field is only required where Remuneration Type is "Y - Annual Amount"
Check Budget	Button	This button will perform the iEnabler Appointment Budget Validation in trial mode, that is, the system will validate that funds are available for the appointment, but will not reserve the funds at this point. The user will not be allowed to proceed with the appointment if funds are not available.

If an existing personnel member was selected the existing biographical data will be displayed on this screen and where applicable the data may be updated. 




Field	Type & Length	Description
Surname	A30	This will default from the 'New Employee Detail' screen.
First Names	A40	This will default from the 'New Employee Detail' screen.
Nick Name	A40
Initials	A6	This will default from the 'New Employee Detail' screen.
Title	A5	This will default from the 'New Employee Detail' screen.
Date of Birth	DD-MON-YYYY	This will default from the 'New Employee Detail' screen.
Gender	A1	This will default from the 'New Employee Detail' screen.
Marital Status	A1	This field is mandatory. Allowed values are Divorced, Married, Single and Widow.
Appointment Date	DD-MON-YYYY	This will default from the 'Fixed term appointment' screen.
Resignation Date	DD-MON-YYYY	This will default from the 'Fixed term appointment' screen.
ID Number	A13	This will default from the 'New Employee Detail' screen.
Passport Number	A9	This will default from the 'New Employee Detail' screen.
Country of Issue	N2	The country the passport waas issued
Issue Date	DD-MON-YYYY	Date the passport was Issued.
Expiry Date	DD-MON-YYYY	The date the passport expires.
Line Manager	N9	This will default from the 'New Employee Detail' screen.
Preferred Language	A2	The language preference of the employee. (E)nglish or (A)lternate.  This may be used for when correspondence is sent to the person through the Correspondence Menu {PAM-4} or when payslips are produced.
Nationality	N3	The Nationality of this person as defined in Citizenship Codes {GCS2-6} may be recorded in this field.
Ethnic Group	N2	The Group code for this person, as defined in Group Codes {GCS-7}.
Method of Payment	A1	This field will determine how a person will be paid valid options are by Cheque-(Q), Cash-(C), Bank transfer lists-(M) and Tape transfer-(T).
Bank Account Type	A1	If the Method of payment is  a tape transfer or a bank transfer the Account type field will be mandatory, the different account types are current-, savings-, transmission-, telebank- and credit card account.
Bank Account Number	A24	The bank number must be captured.
Bank	A2	Choose a valid bank from the list of values.
Branch	N6	Choose a valid branch from the list of values.
Employee Account Holder Name	A50	Employee bank account holder name. This field is used by "Generate Tax Certificates" {FPRT-1}". This field is only available for South African institutions.
Employee Account Holder Relationship	N1	Employee Account Holder Relationship. This field is used by "Generate Tax Certificates" {FPRT-1}". The values for this field may only be:   1. Own;   2. Joint; 0r   3. Third Party This field is only available for South African institutions..
Continue	Button	This button will save the information on the screen and proceed to the next screen (Work Permit-, Disability and Qualification Detail)

Field	Type & Length	Description
Work Permit Number	A15	This work permit number is issued by the government, and could be important for foreigners as well as employers. This field is to be left blank if it is not applicable.
Work Permit Start Date	DD-MON-YYYY	This date states when the person may legally start working in the country. This field is to be left blank if it is not applicable.
Work Permit End Date	DD-MON-YYYY	This date states when a person must legally stop working  in a country. This field is to be left blank if it is not applicable.
Disability Code	A3	If the person is disabled, the code of the disability may be entered here.
Disability Number	A10	This field is only applicable for personnel with disabilities
Disability Note	A250	This field is only applicable for personnel with disabilities
Continue	Button	This button will save the information on the screen and proceed to the next screen (Address and Communication detail)
Upload Copy of Work Permit	Button	Allows the user to upload a copy of the Work Permit. The Document Category will be as indicated in the System Operation Definition {GCS2-11} "DW - Upload Work Permit" for Subsystem "HR". Refer to the "Document Storage and Retrieval" operational manual for more information on the Storage of- and Access to Stored Documents. Note that this program will require a document to be loaded before allowing the user to proceed. If the documents are not uploaded the application will not be approved.

Field	Type & Length	Description
Physical Address Line 1	A30	This is the 1st address line for the physical address and it is mandatory.  Please enter valid data as it will not be validated.
Physical Address Line 2	A30	This is the 2nd address line for the physical address and it is mandatory.  Please enter valid data as it will not be validated.
Physical Address Line 3	A30	This is the 3rd address line for the physical address.  Please enter valid data or leave it blank as it will not be validated.
Physical Address Line 4	A30	This is the 4th address line for the physical address.  Please enter valid data or leave it blank as it will not be validated.
City	A80	Please enter the city name for the physical address. Please enter valid data as this field will not be validated.
Country	A4	Choose the correct country from the list of values for the physical address.
Postal Code	A8	Choose the correct postal code from the list of values for the physical address.
Postal Address Line 1	A30	This is the 1st  address line for the postal address and it is mandatory.  Please enter valid data as it will not be validated.
Postal Address Line 2	A30	This is the 2nd address line for the postal address and it is mandatory.  Please enter valid data as it will not be validated.
Postal Address Line 3	A30	This is the 3rd address line for the postal address.  Please enter valid data or leave it blank as it will not be validated.
Postal Address Line 4	A30	This is the 4th address line for the postal address.  Please enter valid data or leave it blank as it will not be validated.
City	A80	Please enter the city name for the postal address. Please enter valid data as this field will not be validated.
Country	A4	Choose the correct country from the list of values for the postal address.
Postal Code	A8	Choose the correct postal code from the list of values for the postal address.
Work Number	A60	Please capture the correct telephone number as this field will not be validated.
Cell Number	A10	Contact Details of the Person to be appointed. This field can be set to "Required" with System Operational Defintion {GCS2-11} "BA - Cell Number Mandatory for iEnabler Appointments" for Subsystem "HR".
Email Address	A60	Please capture the correct email address as this field will not be validated.
Continue	Button	This button will save the information on the screen and proceed to the next screen (Dependant detail).

Field	Type & Length	Description
Receiver of Revenue	A4	This field indicates where a person is registered as a tax payer and to which office any formal tax documentation should be send to.
Income Tax Number	A20	This field is used for the individual tax number that is allocated to the appointee by the Receiver of Revenue.
Building	N4	The office of the person as identified in the Space System by a Building Code and Floor- and Room Number.
Floor	N4	The office of the person as identified in the Space System by a Building Code and Floor- and Room Number.
Room	A7	The office of the person as identified in the Space System by a Building Code and Floor- and Room Number.
Service Record Indicator	A2	This value will default from the  System operational definition "SI" for the subsystem "HR", but may be changed. The Service Record Indicator will be mandatory if the System Operational Definition {GCS2-11} "SR - Service Record Indicator Mandatory" for Subsystem "HR" is set to 'Y'   or Validation Control {GOPS-22} "P2 - Service Record Ind Mandatory" is set to (Y)es
Put on Hold	Button	This button will save the information and move the appointment to the list of Incomplete Web Appointments.
Ready for Approval	Button	This button will Perform the iEnabler Appointment Budget Validation in update mode, that is, validate again whether funds are available for the appointment and also reserve the funds for the appointment. In the case of insufficient funds, an error message will be displayed and the appointment will be moved to the list of incomplete appointments. Assign the outcome "PRAP - Appointment ready for approval" to the Routing Request associated with the appointment. This will cause the appointment to disappear from the list of incomplete appointments. The Routing System {GMAIN-4} will route the appointment according to the routing set-up. Refer to iEnabler Appointment Routing for more detail
Upload/View	Button	This button will present a screen that will allow the user to upload documents related to the appointment into the system. Documents that were uploaded may also be accessed (viewed or downloaded) through this button. The Document Category will be as indicated in the System Operation Definition {GCS2-11} "DS - Supporting Documents" for Subsystem "HR". Refer to the "Document Storage and Retrieval" operational manual for more information on the Storage of- and Access to Stored Documents.



See Also:

• Procedures:
• The "Nature of Person" will automatically be set to "Individual with ID of Passport Number" or "Individual without ID or Passport Number" depending on whether the ID Number of Passport Number fields are completed. 
• Legal requirements where the Nature of Person is a Trust, a Company, et cetera, may be too complex and should be handled in the back-office by trained staff.
• The "Nature of Person" - field is only applicable to South African institutions.None


History of Changes



Date	System Version	By Whom	Job	Description
09-Jul-2008	v01.0.0.0	Amanda Nell	t151574	New manual.
02-Mar-2009	v01.0.0.1	Allie de Nysschen	t156583	New Development
15-Jul-2010	v01.0.0.2	Goodman Kabini	t165108	- Update the Description of Department and Postal fields on    the table of iEnabler Appointment Budget Validation. - Add Employee Account Holder Name and Employee   Account Holder Relationship fields on the Data Entry for   Personnel Biographical Information table. - Add Upload Copy of Work Permit field on the Data Entry   for Work Permit. - Add the table for SARS addresses. - Add description for Businees Address.
08-Mar-2012	v03.0.0.0	Frans Pelser	T180941	New Validation Rule for Mandatory Service Record
14-Aug-2014	v03.0.0.1	Samu Ntshangase	T198356	Update Remuneration field with new remuneration types
14-Aug-2019	v04.1.0.0	Nomhle Lubisi	T236816	Updated Remuneration Type details field