Selection Committee and Shortlisting Meeting Details {PERS-5}

This menu option displays the Selection Committee Members, defined for the Advert Code / Start Date in addition to the Shortlisting Meeting Details.
 

The Selection Committee members (i.e. in-service personnel) allocated to each role type required {PERC-8} for the interviews may have originated from the application to Advertise a Post {p00021-1} submitted by a Manager through the eRecruitment iEnabler functionality and are mandatory to complete, where SOD ‘RT’ - Display Selection Committee Details (Y/N) - defined in System Operational Definitions {GCS2-11} is set to ‘Y’.   


General Information:

HR will use this Menu Option to:

Note: Meetings can be rescheduled and email notifications with the new meeting details emailed to the committee again.  There may however, only ever be one meeting record that does not have “Rescheduled = Y”, and it is these details that will be selected for the contents of the email notification

Search Panel

Fields


Field Type
&
Length		 Description
Advert Code and Start Date LOV

Use LOV to select the Advert Code / Start Date of the Advert {PERO-1}.  Only Advert’s where there is at least one applicant will be displayed in the List of Values.

  • Advert Design Code
  • Advert Start Date
  • Post Code, and
  • Post Description.
This field is Mandatory.

Only one Advert code/Start date


Selection Committee and Shortlisting Meeting Details {PERS-5}



Panel Box 1: Advert Detail
 

Fields in this option:


Field Type
&
Length		 Description
Advert Code DISPLAY Advert Code, as selected above {PERO-1}.
Advert Code Description DISPLAY The description of the Advert Code. {PERC-2}
Advert Start Date DISPLAY Defined for the Advert Code {PERO-1}.
Advert End Date DISPLAY Defined for the Advert Code {PERO-1}.
Post Code of Committee Member DISPLAY The Post Code that has been advertised and is linked to the Advert Code {PERC-2}
Post Description DISPLAY The description of the Post Code of the Committee Member {PPEO-1}
Division / Faculty DISPLAY The Faculty Code {GCS-4} linked to the Primary Department of the Post Code {PPEO-1}.
Faculty Name DISPLAY The description of the Division / Faculty Code.
Department DISPLAY The Primary Department  of the Post Code {PPEO-1}.
Department Name DISPLAY The description of the Department Code.
Status A: Number of Applicants DISPLAY The number of Applicants who achieved an 'A' Rating (System Generated) {PERS-4}.
Status B: Number of Applicants DISPLAY The number of Applicants who achieved a 'B' Rating (System Generated) {PERS-4}
Status C: Number of Applicants DISPLAY The number of Applicants who achieved a 'C' Rating (System Generated) {PERS-4}
Status D: Number of Applicants DISPLAY The number of Applicants who achieved a 'D' Rating (System Generated) {PERS-4}
Total Selection Status Rating Applicants DISPLAY Total Number of Applicants who received A, B, C and D Ratings (System Generated) {PERS-4}


Example:

Advert Detail



Panel Box: Selection of Committee Members

Fields in this option


Field Type
&
Length		 Description
Role Code A4 Enter or use LOV to select required code. Role Codes are defined in Selection Committee Role Types Code Structure {PERC-8}.
Role Description DISPLAY Displays the description on selection of the Role Code.  
Personnel Number N9 The personnel number of the Committee Member who will fill the Role Code, on the Selection Committee Panel.  Only in-service personnel may be linked as Committee Members
Personnel Name DISPLAY The Title, Initial and Surname of the Committee Member
Post Code of Committee Member DISPLAY Post Code, defined in Post Establishment {PPEO-1} as linked to employee on Personnel Service Records {PBOP-2}.
Post Description DISPLAY Displays the description of the Post Code selected.
Email DISPLAY The primary email address of the Personnel Number will display as active on SYSDATE.
Work Number DISPLAY The primary work telephone number of the Personnel Number will display as active on SYSDATE.
Routing Number for Committee Member Notification DISPLAY The email notification Routing Number (HR will generate the email to confirm availability of the Committee member and to confirm the Shortlisting Meeting Details, i.e. Venue, Date and Time), is populated in this field when ‘Email Notification to Committee Member’ Button is clicked
Cellphone Number DISPLAY The primary cellphone number linked to the Personnel Number will display as active on SYSDATE.
Notification Date DISPLAY This field displays the date on which the Routing was activated/ email notification was sent.
Comments A80 This field is optional and may be used to store notes or comments.
Mail Notification to Committee Member BUTTON The 'Send Notification' button will be displayed on each Row. The button is used to send an email notification informing the Committee Member of the 'Shortlisting Meeting' (venue, date and time), as defined is the next panel box.

Note: This is a notification only. It will therefore will auto complete and no iEnabler functionality is required for the Committee Member to action.

When the 'Send Notification' button is selected by the user, Routing Type ‘PER3’ - Selection Committee Shortlisting Notification, will be kicked off. This also populates ‘Committee Notification Routing Request Number' and date on which the notification was sent. If a Routing Number already exists, the system will display a WARNING, ‘An email notification has already been sent to this Committee Member. By continuing a second notification will be sent.

More information for Routing Type ‘PER-3’ is detailed below
Documents and Notes DROPDOWN

This has functionality to view and store user documents.  

 

Committee member’s shortlisting documents and ratings may be stored, using Document Category ‘ERCOMSL’

Documents are stored per Post Code / Advert Code / Advert Start Date / Committee Member Personnel Number

Example:

Selection Committee Memebers



Panel Box: Selection Committee Meeting Details

Fields in this option


Field Type
&
Length		 Description
Meeting Date D11 (DD-MON-YYYY). User may enter date or use the Calendar popup to select it.
Start Time A5 (HH:MM) Enter the Start Time of the meeting (Mandatory).
End Time A5 (HH:MM) Enter the End Time of the meeting (Optional).
Room A7 Use the LOV to select the Room.
Floor DISPLAY
These fields will populate on selection of the Room.
Building DISPLAY
Campus DISPLAY
Reschedule (Y / N) A1 The user indicates the whether the meeting will take place as arranged, selects N.  If to be rescheduled the Y is selected. Applicants details and supporting documentation submitted by them may be viewed by the Selection Committee members using the iEnabler functionality {per0001-1}, based on Selection Status Rating per Applicant
Show Status A A1

Y or N

If Y, Applicants details and supporting documentation submitted, where Selection Status Rating of the Applicant for the Advert Code / Start Date is set to A may be viewed by the Committee Members for the duration of the From and To Date defined below
Show Status B A1

Y or N

If Y, Applicants details and supporting documentation submitted, where Selection Status Rating of the Applicant for the Advert Code / Start Date is set to B may be viewed by the Committee Members for the duration of the From and To Date defined below.
Show Status C A1

Y or N

If Y, Applicants details and supporting documentation submitted, where Selection Status Rating of the Applicant for the Advert Code / Start Date is set to C may be viewed by the Committee Members for the duration of the From and To Date defined below.
Show Status D A1

Y or N

If Y, Applicants details and supporting documentation submitted, where Selection Status Rating of the Applicant for the Advert Code / Start Date is set to D may be viewed by the Committee Members for the duration of the From and To Date as defined below.
From Date D11 (DD-MON-YYYY). User may enter date or use the Calendar popup to select it.

The date from which the Selection Committee members may view the applicant’s details per Selection Status Rating defined above
To Date D11 (DD-MON-YYYY). User may enter date or use the Calendar popup to select it.

The date until which the Selection Committee members may view the applicant’s details per Selection Status Rating as defined above
Comments A160 Free text comments may be added by the user.
Documents and Notes DROPDOWN This has functionality to view and store user documents.

Minutes of the Shortlisting Meeting may be stored, using Document Category ‘ERCOMMIN’

Documents are stored per Post Code / Advert Code / Advert Start Date / Meeting Date / Meeting Start Time



Example:

Selection Committee Detail



Routing Type 'PER3' - Selection Committee Shortlisting Notification

This routing type is used to send an email notification to the Selection Committee Members advising them of a shortlisting meeting to be held, as defined in Selection Committee and Shortlisting Meeting Details {PERS-5}. The Routing Type is defined in Maintain Default Request Information {GROU-1}.

The following information is written away to Seq 0 of the Routing Request Number for this Routing Type and details below may be included in the email contents defined for the Routing Type:

LINE NUMBER DETAIL
ROUTING REQUEST DETAILS
1 Routing Number
2 SYSDATE
ADVERT AND APPLICANTS DETAILS
3 Advert Code
4 Advert Description
5 Advert Start Date
6 Advert End Date
7 Post Code
8 Post Description
9 Post Rank
10 Post Grade
11 Division / Faculty Code
12 Division / Faculty Description
13 Department
14 Department Description
15 Number 'A' Status Applicants
16 Number 'B' Status Applicants
17 Number 'C' Status Applicants
18 Number 'D' Status Applicants
19 Total Number of Applicants
COMMITTEE MEMBER'S DETAILS
25 Personnel Number
26 Title, Initials, Surname
27 Post Code
28 Post Description
29 Email Address (primary)
30 Work Number (primary)
31 Cellphone (primary)
32 Role Code
33 Role Code Description
34 Comment field details (Middle Block comment to Committee Member
SHORTLISTING MEETINGS DETAILS
40 Meeting Date
41 Start Time
42 End Time
43 Building
44 Floor
45 Room Number
46 Campus Description
47 From Date (Applicant Details have been opened on iEnabler)
48 To Date (Applicant Details have been opened on iEnabler)
49 Comment field details (Last block comment re meeting details)
LOG DETAILS OF HR PERSON ACTIVATING THE NOTIFICATION
55 Person Number
56 Title, Initials, Surname
57 Post Number
58 Description
59 Email Address (primary)
60 Work Number (primary)


Processing
Rules		  
 1 Selection Committee Members panel box:
  • Personnel Number is NOT updatable when documents are linked to the record through the use of the Document Storage and Retrieval (DSR) system.
  • When the 'Send Notification' button is selected on any member row and the routing has kicked off, the user should check that there is one Meeting Record with RESCHEDULE 'NULL' or 'N'. 
2 Allow delete of Committee Member record in all cases.
  • It may be the person is sick or cannot attend the meeting - leave the Document Storage and Retrieval records as is.
  • Allows for the deletion of Meeting Records when no documents have been linked to DSR, and when no routing has kicked off. 
3 Selection Committee Meeting Details:
  • Meeting Date and Start Time are NOT updatable when DSR meeting notes are linked to the record (It is part of the DSR link).
  • On insert of a new meeting record, update the previous meeting record to 'Rescheduled = Y', if it has not already been marked manually.


See Also:



History of Changes

Date System Version By Whom Job Description
26-Mar-2020 v04.1.0.0 Philip Patrick t241316 New manual format.
08-Jul-2020 v04.1.0.0 Kerrylee Naidoo t241316 Updated manual
10-Mar-2022 v04.1.0.1 Sanele Chiliza t254055 Added Comment field details