Personnel Biographical Detail  {PBOP-1}


This screen may be used for the appointment of new Personnel members as well as the maintenance of the Biographical Detail of existing Personnel members.


A personnel biographical record may not be deleted because this record is the foundation for the HR system to identify a person uniquely on the ITS system. 

This record is also critical for the Payroll System because, without a biographical record a person will not be included in the normal salary calculation. 

The first step in the process of appointing a new personnel member would be to create a biographical record.


The fields are grouped into a number of Panel Boxes.
Box 1: Appoint E-Recruitment Applicant

This Box is closed by default. The fields in this box is designed to be used for the appointment of new personnel members that were recruited through the E-Recruitment System {PMAIN-13}.
In order to make use of this functionality you will need to expand the first panel box to Appoint the E-Recruitment applicant and click on Create.

Field Type
&
Length		 Description
Advertised Post
 A4

Advert code necessary before Applicant number can be chosen {PERC-2}.

The list of values will display Advert codes where:
- The Advert placed on eRecruitment is closed
- The application status of at least one Applicant per Advert Code is set to 'A'- Appointment offer accepted {PERS-1}.
Applicant Number
 N9 Only those applicants who have applied on the eRecruitment System for the particular Advertised Post and where the Application status of the Applicant is set to 'A'- Appointment offer accepted {PERS-1} will appear in the LOV's.
If the applicant has already been appointed on the system, this functionality will not be able to be used for the same applicant.
Post code A4 The Post Code will default into this field from the Advert Code Chosen {PERC-2}.
Import Applicant Info
 (Y)es
 This value in this field is to be selected after selection of the Advertised Post and Applicant Number
Applicants who are current or past employees, where a biographical record already exists cannot be created. Reappointments are done by creating a new Service Record {PBOP-2}. The system validates for this and will display a validation error message as applicable.

Upon selection of (Y)es, the following details of the applicant will be inserted, defaulted from {PERA-1}:

- Post Number (Linked to Advert code)
- Start date - System date will be inserted, this may be updated by the user
- Title, Initials, Surname
- Date of Birth
- Gender
- Ethnic Group
- Marital Status
- ID number/Passport Details
- Residence Status
- Communication Details
- Address Details

The user will be prompted to complete the other mandatory fields that could not be obtained from the Applicant's Details. When saving the record, the standard validations are applied to ensure the correctness of the data.

On successful commit of the record the following details are updated/records are created:

- A Service Record is created {PBOP-2}
- Pre-institution Records {PBOP-6}
- Qualifications {PBOP-8}
- Work Permit Details {PBOP-23}
- Physical Disabilities {PBOP-24}
- The Personnel Number is populated on the Applicants Details for future reference{PERA-1}
- The application status of the Applicant is updated from 'A' Appointment Offer Accepted to 'B' Applicant Appointed onto the system {PERA-1}

If multiple Applicants have accepted the offer made for 1 Advert Code (i.e. Part time Appointments), multiple applicants may be appointed for the same Advert Code using this functionality, providing the Applicants are not already appointed onto the system and provided the Application Status per Application is set to 'A' Appointment Offer Accepted.



Box 2: Personal Detail

Other Mandatory fields can be captured from Panel Box 2 (Personal Details).

Field Type
&
Length		 Description
ID Number A13 Validations:
  • The system will not allow two Personnel Biographical records with the same ID Number (The first 10 digits are compared).
  • For South African Institutions
    • Must be 13 digits in length
    • Must match birth date and gender
    • Must be a Modulus 13 number
  • For South African Institutions, the ID number is mandatory if The Nature of Person is A,C or M, but optional if the Nature of Person is B.
Personnel Number N9 The personnel number is the unique identifier of a personnel member in the ITS System.
  • The program may be configured to automatically generate a personnel number by switching validation (AN)-Personnel Number Generation in the Validation Control {GOPS-22} to (Y)es. 
  • In this case the user may not supply a number as the system will generate the number.
  • The generated number will be the Next Personnel Number in the Recruitment System Parameters {PRMT-3}. 
  • After the number is used once, the system will automatically increase the Next Personnel Number by 1.
The program will validate that the number is less than or equal to the Maximum Number entered in the Institutional Information {GCS-1}.

The validation (PD)-Prevent Duplicate Numbers in the Validation Control {GOPS-22} is set to (Y)es. This validation is permanently switched on.
Title A4 This is a mandatory field. The title must be entered, preferably in the person's preferred language for correspondence to be produced correctly.
Titles may be maintained in Title Types {GCS-9}.
Alternative Title A4 This is not a mandatory field, The LOV containing alternative titles is setup in {GOPS-21}  where the External Body = 'ALT' and the  External Type Code = 'ATC'. If a required title does not exists on the LOV, HR should create the title in {GOPS-21} in order for the user to select it from the LOV.
Initials A6 Up to six initials, preferably without embedded spaces, must be entered.
Surname A30 In this mandatory field (and also First Names below) the system will accept both upper and lower case characters. 
An internal convention in this regard should be established by the institution in order to ensure consistent and neat reports. 
First Names A40 This is a mandatory field.
Nickname A40 This is an optional field.
Birth Date DD-MON-YYYY The field is mandatory for new records created through this screen.
The field is also mandatory for permanent employees (i.e. where the employee's Appointment Type is indicated as (P)ermanent)
For South African Institutions, the system will validate that the first 6 numbers of the ID number correlate with the birth date.
Gender A1 This field is mandatory. (Male / Female).


Box 3: Appointment Detail

Field Type
&
Length		 Description
Appointment Date
 DD-MON-YYYY
 The date of this person's most recent appointment at this institution (i.e. if the person's service has been interrupted, the date of re-appointment will be displayed here via the service record). 
A future date may be entered i.e. a personnel record can be created before a person actually joins the institution.
See Service Records {PBOP-2} for detail regarding this promotion or re-appointment of personnel.
If a person is appointed via the eRecruitment System, the Appointment date will default as per the system date, this date may be changed before saving.
Post Code
 A4
 These fields will be used to create the Service Record {PBOP-2} when a new Personnel Member is appointed and may only be changed when a new record is created.
Refer to Service Records {PBOP-2} for more information.

This screen will not allow the concurrent number of Personnel Members in a Post to exceed the value of the "Maximum Appointments" - field of the Post {PPEO-1}
Forecast End Date
 DD-MON-YYYY
Resignation Date
 DD-MON-YYYY The date on which person resigned, or intends resigning. 
This field is display only and will contain the latest resignation date as per the person's service record. 
A resignation date may be entered in the service record. See Service Records {PBOP-2} for details.
Persons who have resigned, should be retained in the system for a number of years before being removed with the Delete a Person {PAMT-2}.
The field is mandatory for employees paid by salary claims (i.e. where Pay by Claim on the employee's Appointment Type is (C)laim).
Job Title
 A30
 This optional field may be used to describe the actual function that a person is performing within a post, if the authorized rank of the post does not adequately describe this function. 
This becomes useful when a person is carried against an available vacant post but is not performing the function for which the post was created.
For example, the post could be “Laboratory Assistant”, its authorized rank is also “Laboratory Assistant”, but the person has a rank of “Clerk” and is appointed in this post with the Job Title “Typist - Dept. Archeology”.  This person will, therefore, be appointed with this job Title and his / her personal rank of “Clerk”.
The standard reports from the Personnel System do not reflect this information.

The Job Title may only be entered on appointment of a new personnel member.  Thereafter it is maintained on {PBOP-2}.  The latest insert / update made to the Job Title on {PBOP-2} will be displayed on {PBOP-1}.
Personnel in Post
 N4
 This field will display the number of Personnel Members in the Post

Box 4: Service Period

Field Type
&
Length		 Description
Continuous: Start Date DD-MON-YYYY This field may be used to calculate, on entry of a specified date, the period of recognized service which may include transfers from other institutions.
Continuous Service Years and Months N2 The number of years and months in service starting from the Continuous Start Date is displayed here.
Current Service Years and Months N2 The system displays the period for which the person has been in the currently displayed combination of post/appointment type set.


Box 5: Conditions of Service

These fields will be used to create the Service Record {PBOP-2} when a new Personnel Member is appointed and may only be changed when a new record is created.
Refer to Service Records {PBOP-2} for more information.

Field Type
&
Length		 Description
Appointment Type
 N2
 For new records, these fields will default from the Post {PPEO-1}
Rank
 N5
Leave Package
 A2 For new records, this field will default from the Appointment Type {PACS-1}


Box 6: Service Record Detail

These fields will be used to create the Service Record {PBOP-2} when a new Personnel Member is appointed and may only be changed when a new record is created.
Refer to Service Records {PBOP-2} for more information.

Field Type
&
Length		 Description
Grade
 A2
  
Stats Category
 N2 For new records, this field will default from the Appointment Type {PACS-1}
Research Field
 N6
  
Nature of Appointment
 A4
  
Occupation Classification
 N6
 If this field is left blank, the reporting programs will use the value on the Post {PPEO-1}


Example:






Box 7: Organizational Detail

Field Type
&
Length		 Description
Campus Code
An indication of the Campus {SPECS-1} on which the person is active.
  • The field is only available for new records. For existing personnel members, it is maintained as part of the Service Record {PBOP-2}
  • For new records, the field will default from the Post {PPEO-1}
  • The field is mandatory for all staff.
  • The user restriction Personnel access per Campus (PCAM) may be used to restrict user access to records of employees to the selected campus. Refer to Maintain User Restrictions {PAMT-1}  for more detail.
Department Code
The Primary Department of the Post {PACS-4} will be display on this field.
This field cannot be updated.
Supervisor
 N9
 This information is primarily used for the routing on the Personnel iEnabler systems. It is also used by the Personnel Organogram {PAOPR2-21}.
  • For new records, the Personnel Number in the active Service Record {PBOP-2} where the Post Code is that of the is the "Senior Post" of the Post {PPEO-1} will be used as default.
  • For new records, this field is required if "Direct Senior Required" is set to (Y)es in the Appointment Type {PACS-1}.


Box 8: Office Detail

Field Type
&
Length		 Description
Office Required  A1 (Yes / N)o indicates whether the person requires an office. 
Building, Floor and Room  N4, N2 + A5 The office of the person as identified in the Space System by a Building Code, Floor and Room Number.
  • The field is only available for new records. For existing personnel members, it is maintained as part of the Service Record {PBOP-2}
  • For new records, these fields will default from the Post {PPEO-1}
  • The fields will be validated against values in the Space Inventory {SPOPS-1}.
  • The program will warn the user if the venue exists in the Space Inventory, but the Space Category is not 1310 (Office).
  • If the "Office Required" field is set to "Yes" these fields becomes mandatory.



Box 9: More Service Record Detail

These fields will be used to create the Service Record {PBOP-2} when a new Personnel Member is appointed and may only be changed when a new record is created.
Refer to Service Records {PBOP-2} for more information.

Field Type
&
Length		 Description
Service Record Indicator
 A2
  
Reason for Leaving
N2
Salary FTE
 N4.2



Box 10: Probation

Field Type
&
Length		 Description
Probation Start Date
 DD-MON-YYYY The date on which a person's Probation Period starts.
The field is mandatory for Salaried Personnel (i.e. where Pay by Claim on the employee's Appointment Type is (C)laim).
This field will default on Appointment to the Appointment Date but may be changed by the user.
When a person is re-appointed, however, the user must update this field manually.

If the person is linked to an appointment type  in {PBOP-2} which is also linked to a  probation routing request type in {PACS-1} and the Probation Period is greater than zero, the Probation Process {PAM-5} for the Personnel Member will be started.
Probation Period N3 The length of the probation period for this appointment, in months. 
The field is mandatory for salaried personnel (i.e. where Pay by Claim on the employee's Appointment Type is (C)laim).
If the probation period is extended beyond the initial period the extended period may be entered later.
The system will calculate and display the end date of the probation period.


Box 11: Passport and Nationality


Field Type
&
Length		 Description
Passport Number A15 The system will not allow multiple Personnel Biographical records with the same Passport Number.
For South African Institutions, the Passport number is mandatory if the Nature of Person is A, C or M. and the ID number is not recorded.
Issue Date  DD-MON-YYYY The issue date of the passport may be recorded in this field.
Expiry Date DD-MON-YYYY The expiry date of the passport may be recorded in this field.
Passport Country of Issue N4 The country that issued the passport as defined in Citizenship Codes {GCS2-6} may be recorded in this field.
Citizenship/Residency Status
 A2
 This field is used for Stats reporting purposes
Nationality
 N4 The Nationality of this person as defined in Citizenship Codes {GCS2-6} may be recorded in this field.
The field is mandatory for salaried personnel (i.e. where Pay by Claim on the employee's Appointment Type is (C)laim).


Example:

its_man_img/pbop-1b1p1i2.jpg



Box 12 and 13: Tax Information and Tax Detail
Some of these fields will be used to create the Service Record {PBOP-2} when a new Personnel Member is appointed and may only be changed when a new record is created.

Field Type
&
Length		 Description
Foreign Tax Employee
 A1 Refer to Service Records {PBOP-2} for more information.
Income Tax Number
 A20
 The employee's reference number with the Receiver of Revenue.

For South African Institutions, the number must satisfy a modulus 10 validation test.

If the System Operational Definition {GCS2-11} "IT - Income Tax Number Mandatory" for Subsystem "HR" is set to "Y"
  • The Income Tax Number is mandatory
  • A warning will be displayed if the number entered was also entered for another employee.
Marital Status A1 This field is mandatory. 
Allowed values are Divorced, Married, Single and Widow. 
Company CC or Trust No.
 A20 Refer to Service Records {PBOP-2} for more information.


Field Type
&
Length		 Description
Fixed Tax Rate
 A1 Refer to Service Records {PBOP-2} for more information.
Nature of Person
 A1
IF Employment Status
A2
UIF Reason for Non-Contribution
 A2
Apply Tax Break
 A1


Box 14: Biographical Data

Field Type
&
Length		 Description
Group N2 The Group code for this person, as defined in Group Codes {GCS-7}. 
The field is mandatory for salaried personnel (i.e. where Pay by Claim on the employee's Appointment Type is (C)laim).
Preferred Language A1 The language preference of the employee. (E)nglish or (A)lternate.
This may be used when correspondence is sent to the person through the Correspondence Menu {PAM-4} or when payslips are produced.
Home Language  A2 The code of the Home Language of the employee as defined in Language Codes {GCS-6}.  
The field is mandatory for salaried personnel (i.e. where Pay by Claim on the employee's Appointment Type is (C)laim).
Religion/Church A2 The Religion or Church code for this person, as defined in Church/Religion Codes {GCS-8}.  
File Number
 A10
 The number of the person's (paper) file may be entered in this optional field.

Box 15: Other

Field Type
&
Length		 Description
Employer Code A4 This field is used mainly for research staff seconded from outside the institution to work on a specific research or other project.
The list of values may be defined in Employer Codes {GCS-22}.
Trade  A4 The trade code of employees, used by the Job Costing System (Trades {FJCC-1}) may be recorded here.
Research Grading Code A4 The research grading code for research personnel as defined in the Research Applicant Grading Codes {SRASC-1}.
Parking Weight N5 Parking space allocation weight, used in the Parking Disc System.


Box 16 and 17: Business (Work) and Residential (Home) Addresses in SARS format

These Boxes are only available for South African Institutions and allows for the entry of Residential- and Business Addresses in the format required by the South African Revenue Services when new Personnel Members are appointed.
The fields may only be entered for when new Personnel Members are appointed and maintenance is done through Personnel Business and Residential Addr {PBOP-12}.
It is not possible to capture the primary physical (H) address (home/residential) in the standard address format in the ITS Systems, providing that the a Primary Address is defined on {GCS-24} for System Type 'P'.

If no business address exists for an employee, the Employer's physical address as entered in "Institution Physical Address" {GCS-12 will be used instead by "Generate IRP5s and IT3A's {FPRT-1}

Field Type
&
Length		 Description
Unit Number A5 Indicates unit number of the address of the employer.
Complex A25 Indicates the complex address of the employer.
Street Number A5 Indicates the street number of the address of the employer.
Street/Name of Farm A25 This is a mandatory field. Indicates the street/name of farm of the address of the employer.
Suburb/District A34 Indicates the suburb/district of the address of the employer.
City/Town A23 Indicates the city/town of the address of the employer.
Postal Code N4 This is a mandatory field.

The Postal Code can be entered here. Postal Codes, as defined under {GCS2-2}. The <LIST> function will display all valid codes. When using the <LIST> function, the description of the code, will be displayed on the last line of the address. If the <LIST> function was not used, no description will be entered on the last line of the address, it may not be updated in this option.


Box 18: Contact Details
The fields are in respect of the Primary Contact of the Personnel Member and may only be entered for when new Personnel Members are appointed and maintenance is done through Personnel Contact and Address {PBOP-14}.

Field Type
&
Length		 Description
Work Email
A60 Refer to Personnel Contact and Address {PBOP-14} for more detail.
Home Phone
 A60
Office Phone
 A60


Box 19: Postal Address
This Box is not only available for South African Institutions.
The fields may only be entered for when new Personnel Members are appointed and maintenance is done through Personnel Contact and Address {PBOP-14}.

Field Type
&
Length		 Description
Address Line 1 - 4
 4 x A80
Refer to Personnel Contact and Address {PBOP-14} for more detail.
Postal Code


Example:

its_man_img/pbop-1b1p2i1.jpg



Box 20: Pension Detail
The fields may only be entered when new Personnel Members are appointed and maintenance is done through Personnel Pension Detail {PAOP-4}.

Field Type
&
Length		 Description
Pension Fund Code
 A4
 Refer to Personnel Pension Detail {PAOP-4} for more detail.
Pension Fund Join Date
 DD-MON-YYYY
Pension Fund Membership Number
 A15
Pension Date
 DD-MON-YYYY


Box 21: Provident Fund Detail
The fields may only be entered when new Personnel Members are appointed and maintenance is done through Personnel Pension Detail {PAOP-4}.

Field Type
&
Length		 Description
Provident Fund Code
 A4
 Refer to Personnel Pension Detail {PAOP-4} for more detail.
Provident Fund Join Date
 DD-MON-YYYY
Provident Fund Membership Number
 A15
Provident Fund End Date
 DD-MON-YYYY


Box 22: Medical Aid Fund Membership
The fields may only be entered when new Personnel Members are appointed and maintenance is done through Medical Aid / Group Insurance {PAOP-5}.

Field Type
&
Length		 Description
Medical Aid Fund Code
 A4
 Refer to Medical Aid / Group Insurance {PAOP-5} for more detail.
Medical Aid Fund Join Date
 DD-MON-YYYY
Medical Aid Fund Membership Number
 A15
Medical Aid Fund End Date
 DD-MON-YYYY
MSA Fund Level
 N5.2


Box 23: Group Life Membership
The fields may only be entered when new Personnel Members are appointed and maintenance is done through Medical Aid / Group Insurance {PAOP-5}.

Field Type
&
Length		 Description
Group Life Fund Code
 A4
 Refer to Medical Aid / Group Insurance {PAOP-5} for more detail.
Group Life Join Date
 DD-MON-YYYY
Group Life Membership Number
 A15
Group Life End Date
 DD-MON-YYYY


Example:

its_man_img/pbop-1b1p3i1.jpg





Processing
Rules		  
 1 If a person is appointed for the first time, the system will create a record in the Salary Notch Records,  table in Block 5 of the Fixed Salary Detail {FPRI-1} with "0" notch.
The "0" notch may then be changed to the correct salary notch value of the employee.
2 When a new record is entered, the system will require that the contact, address and communication details of the employee be entered.
This is done in three separate blocks of information that may be accessed using the <NEXT BLOCK>  function.
For more detail regarding contact, address and communication details, refer to Contact / Address / Tel Types {GCS-24}.
3 When an applicant sends through their application via the eRecruitment system, they are allowed a 'Free Text' field to capture their Qualifications.
They do not necessarily have to make use of the LOV's provided.
However, when an applicant is successful, the system will only populate Qualifications to the Back Office if there is a Qualification Code on the System.


See Also:


History of Changes

Date System Version By Whom Job Description
09-Jan-2007 v01.0.0.0 Allie de Nysschen t126911 Update the  date effective Notch changes.
19-Jan-2007 v01.0.0.0 Charlene van der Schyff t135477 New manual format
25-Oct-2008 v01.0.0.0 Charlene van der Schyff t151378 Change the detail of personnel number to read, The PD validation is permanently switched on.
07-Nov-2008 v01.0.0.0 Charlene van der Schyff t151940 Edit language obtained from proof read language Juliet Gillies.
03-Feb-2010 v01.0.0.1 Goodman Kabini t164600/
t163459		 Add the new table for Block 5 and the new picture for Contact Details.
09-Mar-2010 v01.0.0.2 Goodman Kabini f165406 Changed the length of Nationality Code from N3 to N4 on Block 1(Page 2).
29-Jun-2010 v01.0.0.3 Goodman Kabini t167714 Add the General Information for Employee Business address and Employee Residential Address.
08-Nov-2010 v01.0.0.4 Goodman Kabini t170251 Change the Length of File Number field on Block 1 (Page 1) from A6 to A10
01-Mar-2012 v03.0.0.0 Frans Pelser t180941 Correct Image Dimensions
14-Feb-2013
 v03.0.0.1
 Frans Pelser
 t188710
 Income Tax Number
22-Sep-2014 v03.0.0.2 Allie de Nysschen t201819 HR Probation system
29-Apr-2015
 v04.0.0.0
 Frans Pelser
 t198995 Integrator 4
10-Jan-2018 v04.1.0.0 Tshidiso Koetle T233687 Update the images
30-Mar-2020 v04.1.0.2 kerrylee Naidoo t232893 No Changes
14-Apr-2020 v04.1.0.3 Kerry-lee Naidoo t238303 Appoint eRecruitment Applicant
09-Jul-2021 v04.1.0.4 Kerrylee Naidoo f250580 Change from Job Designation to Job Title
28-Sep-2021 v04.1.0.5 Kerrylee Naidoo t249042 No Changes
15 Mar 2022 v04.1.0.6 Allie de Nysschen t254098 Add Alternative Title