Personnel Service Records {PBOP-2}

This option is used to capture new Service Records or to maintain existing Service Records.  

• Block 1 is a control block that allows the user to query and select a specific employee.
• Block 2 will display all the Service Records for the selected employee. A right-click on each record will present a pop-up menu where data manipulation option(s) for the service on which the right-click was done may be chosen.
• Each option in the pop-up menu (except Exit) will present Block 3, the Service Records Maintenance Screen, in which the data manipulation may be done. The behaviour of this screen is dependent on the data manipulation option chosen in Block 2.

The accuracy of the information in the Service Records is vitally important for accurate STATS reporting, as well as Salary Calculations SITE and IRP5 calculations in the ITS Payroll System {HRM-2}.

Service records with financial transactions or with secondary contracts linked to them cannot be deleted. 

All the fields in Block 1 can be used to query records. The result will be displayed in this block as well. Only one record per person will display in Block 1. If a specific record is selected or the cursor is moved across the record in Block 1, all the service records linked to this person will display in Block 2.

Although the fields are listed below, the full explanation of the fields may be found in the section on the Service Record Maintenance Screen below:

This Block displays all the service records, for the specific person that was selected in Block 1. 

No data manipulation is possible in this block. To maintain Service Record Information:

1. Right click on the Service Record to be maintained. 
2. A pop-up menu will appear with all the valid maintenance options. 
3. Select the applicable maintenance option. 

The behaviour of the maintenance pop-up menu will be as follows:

• If the cursor is on one of the first three fields the system will display a descriptive message regarding the field.
• If a record is selected via the movement of the cursor or the up or down arrows and the right click button is pressed a list of values will appear.
• A code description of the value that occupies the field will be displayed at the top of the List of Values.

Data will be updated / inserted in this block based on the Data Manipulation option that was selected from the pop-up menu in Block 2. Fields that may not be updated are greyed out. 

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• Procedures:

• Resignations / End Contracts
  When a person resigns, the resignation date must be entered via the service record as follows:       
1. Query the personnel number in Block 1.
2. Select the applicable service record in Block 2 (with a right-click) and choose Resignation/End of Contract in the pop-up menu
3. The Service Records Maintenance Screen will appear.
4. Enter the End Date and save the record.
5. The program will write the End Date to the resignation date in the Personnel Biographical Detail {PBOP-1}, as well as to all Individual Earnings or Deductions {FPRI-2}, Personnel Pension Detail {PAOP-4} and Medical Aid / Group Insurance {PAOP-5} records with no End Date.  
6. If the personnel member has a secondary contract that has a resignation date greater than the resignation date entered, the program will automatically create a new Service Record with the correct start and end dates to cover the remainder of the secondary contract.
   The user may be required to accept (or modify) the default information for the automatically-generated Service Record if it is not changed by the user.
7. The program will return to Block 2 where the new service record will display.

Revoking Access to be given to a Personnel Member

Functionality exists to programmatically revoke system access given to a Personnel Member when a Personnel Member:

·       Terminates Service i.e., an End Date is entered on the Service Record OR

·       Changes the Post Code that they are appointed into i.e., a new Service Record is defined for the Personnel Member where the Post Code differs to the Post Code defined in the previous Service Record

·       A staging table has been created GNXAXE, with the same layout as GBGAXE {USERS-3}

·       A trigger has been created on {PBOP-2}

·       External Body ‘UAC’ ‘User Access Control’, External Code Type ‘EXP’ ‘Control Values for Access’ has been created {GOPS-21} for the user to define the number of days per process / validation, as explained below

·       Four Routing Types are used for notifications {GROU-1}:

-        FREM – 1^st Reminder

-        SREM – 2^nd Reminder

-        TREM – 3^rd Reminder

-        LREM – Last Reminder (when SYSDATE = Service Record End Date)

·        {USERS-45 Personnel Revoke Access: Service Record End Date Check}has been created, it is recommended that this process is linked to {BATCH-8} to run as a scheduled CRON job daily.

·        {USERS-46 Personnel Revoke Access: Maximum Days check} has been created, it is recommended that this process is linked to {BATCH-8} to run as a scheduled CRON job daily.

·        When access is revoked for the personnel member, it is revoked from the following tables:

-        {USERS-2} (GBBAXE)

-        {GCS-10} (GIMCLI)

-        {SMNT-5} & {FCSP-2} (GAXURS)

-        {FCSP-3} & {FCSP-5} (GNIAGE)

When inserting an End Date into a Service Record:

1. If the End Date entered is < sysdate OR when an End Date entered in advance eventually = sysdate + 1 day:

- New S/R End date indicator field will be created in the background.

- {USERS-45} will validate the indicator where set to 'Y' access will be revoked and populated into a staging table, where the indicator will then be updated to 'D'

-   Routing Type LREM is kicked off {GROU-1}

2.      If the End Date is > sysdate:

{USERS-45 Personnel Revoke Access: Service Record End Date Check} is used to validate the Service Record End Date to sysdate and depending on the number of days between sysdate and the End Date as explained below, the automated email notifications are kicked off i.e. 1^st, 2^nd and 3^rd Reminders.  It is recommended that this process is linked to {BATCH-8} to run as a scheduled CRON job daily.

The days defined on {GOPS-21} for External Body ‘UAC’ ‘User Access Control’, External Code Type ‘EXP’ ‘Control Values for Access’ are used to determine when the automated email notifications must be kicked off:

-        If the number of days between SYSDATE and S/R end date is between 8 (D)+1 and 14 (C), second reminders will be sent, routing request type SREM
-        If the number of days between SYSDATE and S/R end date is between 1 and 7 (D), third reminders will be sent, routing request type TREM
-        If S/R date = SYSDATE eventually, then user functions will be copied to the staging table, removed from USERS-3 and notification will be sent to senior, routing request type LREM.

When the Post Code of a Personnel Member is inserted or the existing Post Code  is updated:

The trigger created will check whether any user access records exist for the Employee / Post Code combination on the new stagging table.  

If records exist, they will be inserted into {USERS-2} and deleted from the staging table.

When the Post Code of a Personnel member is updated a new Post Code indicator is created and an Old Post Code field.

{USERS-45} will validate this indicator where set to 'Y'and the sysdate falls between the start and end date of the service record to revoke access on all tables, where the access details from {USERS-2} will be inserted into a staging table.

Process followed for the Post Code indicator:

{USERS-46 Personnel Revoke Access: Maximum Days check} It is recommended that this process is linked to {BATCH-8} to run as a scheduled CRON job daily.

The staging table (GNQAXE) must be cleared periodically. Then number of days marked as (A) from screen dump above will be used to identify how many days data may remain in the staging table before being cleared.

Staff access stored in the table also have the date on which it was stored. The scheduled job will therefore delete any records where the date stored exceeds the number of days setup on GOPS-21.

• Capture History Service Records
  When service records are updated subsequent to initial take-on, the entire record of each individual at the institution may be entered as follows:
1. Query the personnel number in Block 1.
2. Select the applicable service record in Block 2 (with a right-click) and choose Insert History Records in the pop-up menu.
3. The Service Records Maintenance Screen will appear.
4. Enter the history information, making sure to supply both the start- and the end dates of each of the appropriate service records.
5. Create as many records as are necessary to record previous appointments, and save the records.
6. Please note that only active posts may be used in service records. 
   If old, discontinued, posts are to be used for capturing history, 
• Create the posts as active posts
• Enter the history
• Set the Post Status to Discontinued

• Promotions or insertion of new conditions of service:
• When an employee is promoted to a different post, or the conditions of service for the employee change, the following should happen
• The existing (old) service record should stay as is, but with an end date as the last day that the old post or service conditions was applicable
• A new service with the new post or service records should be created.
• The process is as follows
1. Query the personnel number in Block 1.
2. Select the applicable service record in Block 2 (with a right-click) and choose Promotion/Insert of New Conditions in the pop-up menu
3. The Service Records Maintenance Screen will appear.
4. Enter the Start Date, Council Reference, New Post and/or Rank Codes as well as the appropriate Appointment Type, Leave Package, Stats category and Grade.
5. Save the record.
6. The system will
• Generate an End Date for the previous Service Record as 1 day prior to the start date for the new one.  
• At the same time the post, rank, appointment type and leave package codes as well as the Stats Category and Grade fields are updated in the Personnel Biographical Detail {PBOP-1}.
7. The program will return to Block 2 where the new service record will display.

• Re-Appointment of Previous Employees
• In the on-line documentation for Delete a Person {PAMT-2} it is explained why personnel biographical records should not be deleted too readily from the system.  It is further  recommended that old personnel numbers not be re-used.
  Re-appointment of previous staff members is handled via the Service Record.  The system recognizes a re-appointment by the fact that there is a gap of at least one day between the existing end date of the last record and the start date of the new record.
• The process is as follows:
• The Re-appointment is for an Indefinite Period  (i.e. No End Date).
1. Query the (old) personnel number in the Personnel Biographical {PBOP-1} and make any required changes to the biographical detail of the person (e.g. new address, communication information).
2. Navigate to the Service Records {PBOP-2}.
3. Query the personnel number in block 1 of the Service Records {PBOP-2}. 
   Note that all service records should have an end date at this stage, since the person must have resigned previously.
4. Use a right-click anywhere in Block 2 to access the Data Manipulation pop-up menu and choose Re Appointment
5. The Service Records Maintenance Screen will appear.
6. Create a new record with the details of the re appointment.
7. The system will update the detail of the employee's Personnel Biographical {PBOP-1} record with the information entered in the service record.
8. The program will return to Block 2 where the new service record will display.
   
9. Note that any other required changes should now also be made to the person's other records, such as Dependents {PBOP-7},  Personnel Pension Detail {PAOP-4}, Membership of Medical Aid/Group Insurance {PAOP-5}, et cetera.
10. Furthermore, the Salary Department should be advised regarding personal salary scales, salary notch, bank and tax information and other important information.

• The Re-appointment is for a Fixed Period  (i.e. an End Date Exists)
1. Query the (old) personnel number in the Personnel Biographical {PBOP-1} and make any required changes to the biographical detail of the person (e.g. new address, communication information).
2. Navigate to the Service Records {PBOP-2}.
3. Query the personnel number in Block 1 of the Service Records {PBOP-2}. 
   Note that all service records should have an end date at this stage, since the person must have resigned previously.
4. Use a right-click anywhere in Block 2 to access the Data Manipulation pop-up menu and choose Re Appointment.
5. The Service Records Maintenance Screen will appear.
6. Create a new record with the details of the re appointment, but leave the End Date field blank.
7. The system will update the detail of the employee's Personnel Biographical {PBOP-1} record with the information entered in the service record.
8. The program will return to Block 2 where the new service record will display.
9. Follow the process described above for Resignations / End Contracts.
   
10. Note:  The End Date should not be populated in step 6, since the system will then interpret this record as a history record, and not update the detail of the employee's Personnel Biographical {PBOP-1}.
11. Note that any other required changes should now also be made to the person's other records, such as Dependents {PBOP-7},  Personnel Pension Detail {PAOP-4}, Membership of Medical Aid/Group Insurance {PAOP-5}, etcetera.
12. Furthermore, the Salary Department should be advised regarding personal salary scales, salary notch, bank and tax information and other important information.    
• If an employee who previously had access to the ITS system is reappointed into the same post, the access linked to that employee for that Post will be reinstated.The functions are stored in the system and will only be cleared from the system when the days defined in {GOPS-21}has been reached after termination, alternatively the user may run{USERS-46} to clear the stored functions. 
• Delete a Service Record
1. Query the personnel number in Block 1.
2. Select the applicable service record in Block 2 (with a right-click) and choose Delete Record in the pop-up menu.
3. The Service Records Maintenance Screen will appear.

1. Query the personnel number in Block 1.
2. Select the applicable service record in Block 2 (with a right-click) and choose Changes to Data in the pop-up menu
3. The Service Records Maintenance Screen will appear.
• The program will not allow the Start- and End Date or the Personnel Number to be changed
• The program will only allow changes to the Appointment Type if no records exist for the employee in the Salary Transactions file for Payroll Cycles that fall within the Start- and End Date of the Service Record, unless the User is linked to Access Rule PSAC - Service Record Appointment Type in Maintain User Restrictions {PAMT-1}.

• Changes to the Appointment Type should be done with great care, as this could influence salary calculations and recalculations.
• If the Post on the Service Record is changed, manual journals might have to be created in the General Ledger to reflect Salary Expenses for the employee against the General Ledger Allocations (GLA's) of the new Post.

• Changes to Dates

1. Query the personnel number in Block 1.
2. Select the applicable service record in Block 2 (with a right-click) and choose Changes to Dates in the pop-up menu.
3. The Service Records Maintenance Screen will appear, with only the fields Start Date and End Date available for update.
4. The system will validate that the Start- and End Dates entered falls within the limits of the Start- and End Dates of previous and subsequent Service Records.
5. After the update, the program will return to Block 2 where the new service record will display.
   
   

• Combine two Service Records

1. Query the personnel number in Block 1.
2. Select the Service Records to combine in Block 2 by clicking in the first column (Combine) of both records. 
3. Activate the pop-up menu in Block 2 (with a right-click) and choose Combine Records.
4. The Service Records Maintenance Screen will appear,  with the new combined Service Record. The values of the last Service Record will be defaulted.
5. The user may change the default values and save the record.
6. After the update, the program will return to Block 2 where the new service record will display:
   • Combine two Service Records
7. Query the personnel number in Block 1.
8. Select the Service Records to combine in Block 2 by clicking in the first column (Combine) of both records. 
9. Activate the pop-up menu in Block 2 (with a right-click) and choose Combine Records.
10. The Service Records Maintenance Screen will appear,  with the new combined Service Record. The values of the last Service Record will be defaulted.
11. The user may change the default values and save the record.
12. After the update, the program will return to Block 2 where the new service record will display.
13. The program will return to Block 2 where the new service record will display.
    

• Split a Service Record

1. Query the personnel number in Block 1.
2. Select the applicable service record in Block 2 (with a right-click) and choose Split Record in the pop-up menu.
3. The Service Records Maintenance Screen will appear, and the user may enter the Start Date (new) second Service Record. The System will validate that it is after the Start Date and before the End Date of the initial Service Record.
4. The user may change the default values and save the record.
5. After the update, the program will return to Block 2 where the new Service Records will display.

• Show Tax Periods

1. Query the personnel number in Block 1.
2. Select the applicable service record in Block 2 (with a right-click) and choose Show Tax Periods
3. The system will display the different IRP5/IT3A  periods according to the event R - SITE Calcs and Print IRP5's as set up in the Run Cycle Control File {FPRM-2} of the Payroll System.