Overview of the Probation Process

Under normal conditions, a newly hired staff member may be placed on probation for a period that is reasonable. This period is called the "Probation Period".

The period is determined by the nature of the job and the period it takes to determine the employee's suitability for continued employment.  

This facility will enable employees, supervisors and other staff involved in the probation process, to perform the process on-line. It also keeps a record of the outcome of all the steps.

The following functionality is available:

• Probation Assessment Form {P00013-1} in the Personnel iEnabler {P00000-2}.
  
• Used by Employees under probation, Supervisors and others to document responses to probation assessments and to view responses of other involved personnel.
• The Routing System {GMAIN-4} drives notifications to personnel members to complete the required sections of the Probation Assessment Form and allows access to the individual Probation Assessment Form sections.
  
• A facility to Maintain Probation Assessment Questionnaires {PAOP1-1}
• Used by the HR. Section to define the Questions (Prompts) on the Probation Assessment Form
• It is possible to use different Probation Assessment Forms for personnel appointed to different Appointment Types {PACS-1}.
• A facility to Copy (duplicate) Question Set Groups {PAOP1-2} to assist with set-up of different Probation Assessment Questionnaires {PAOP1-1} is available.
  
• A screen where the HR. Section can Query Probation Reports {PAOP1-3} to view the full Probation Report of any employee.
• A program to Print Probation Reports {PAOP1-4}
• A program to List Outstanding Probation Reports {PAOP1-5}

• This functionality makes use of the Routing System {GMAIN-4} to enable work flow between the staff members involved in the process.
  
• Different Probation Processes may be implemented for personnel appointed with different Appointment Types {PACS-1} by using a different Routing Request Type {GROU-1} and Probation Assessments Questionnaire {PAOP1-1} for each.
  

• Define a Routing Request Type {GROU-1} for each different Probation Process.
• Link the Routing Request Type to the appropriate Appointment Type {PACS-1}
• For Appointment Types with no "Probation Routing Request Type", no Probation Process will be applicable.
• Define the Probation Assessment Questionnaire {PAOP1-1} that will be used for each Probation Process.
• The Questionnaire may contain different sections applicable to the different staff members involved. Each will be able to view the sections completed by the previous person in the work flow (without being able to change it) and will be prompted to complete the applicable section.
  
  

1. When the Probation Date- and a Probation Period  (other than 0)  is entered  in the Personnel Biographical {PBOP-1}, a Routing Request of the Type indicated on the Appointment Type {PACS-1} of the personnel member will be started.
2. The first step in the Routing Request Type should be set-up to time-out just before the response in the Probation Process is due. Upon time-out, the responsible person for the following step should be the first person in the work flow that has to complete the Probation Assessment and the step should obviously notify the person by email that a response is required.
   
3. From there a "normal" Routing Process is followed.
4. The HR Section can use the "List Outstanding Probation Reports {PAOP1-5}" to ensure compliance.

• The instruction to write the additional information should be entered in a line of its own the Routing Email Instructions of the Default Request Information {GROU-1} for the applicable Routing Entry Type as follows
  OE,Dxxx,nn or
  ON,Dxxx,nn or
  OU,Dxxx,nn or
  
  OE,Fxxx,nn or
  ON,Fxxx,nn or
  OU,Fxxx,nn or
  
  where
  • The first two characters are always O.
  • The third character indicates whether a Personnel number (N), Email Address (E) or ITS User Code (U), as in User Access Definitions {USERS-5}, will be written to the line.
  • The fourth character is always a comma (,).
  • The fifth character indicates the Communication Level, as in Organizational Contacts {GCS-10}, that will be used.
    Note that only values (F)aculty and (D)epartment are allowed.
  • The next set of characters (xxx) before the second comma indicates the Communication Level Type in Organizational Contacts {GCS-10} that will be used.
  • The set of characters after the second comma (nn) indicates the personnel number that will be used. If this is entered as zero (0), the System will use the personnel number of the person who applied for leave.
  • The last character should always be a .
    
    The System will then insert the following information in the line for sequence 0 of the Routing Request:
    • The Personnel Number, Email Address or ITS User Code (depending on the third character):
    • of the person indicated as the contact person for the:
    • Primary Department or Faculty (depending on the fifth character):
    • of the person indicated with the characters after the second comma:
    • for the Organizational Contact Type indicated by the set of characters before the second comma.