Overview of the Personnel Appointments System {PMAIN-2}

This system may be used for general personnel administration purposes.

• The Post Establishment Structure {PMAIN-11} is a central aspect of the Personnel System and should reflect the Organizational structure. A "Post" refers to a position that is available to be filled by a personnel member, or is currently held by a personnel member.
• Staff may be appointed only to active posts.  
• A number of classifications and other details are maintained in respect of each post.  This allows for Budgeting {HRM-3} in respect of posts: also for personnel planning at the level of posts rather than at the level of incumbents.

• Refer to the Overview of the Appointments Code Structure {PAM-2} for more detail.

The following details may be recorded per personnel member:

• Biographical Detail {PBOP-1}
• Personnel Service Records {PBOP-2}.
• The Service Records of a Personnel member is a record of all the Posts {PACS-4} filled by the employee during his/her employment at the institution. Although multiple Service Records may exist for the same employee, the different service periods (indicated by Start and End Dates) for an individual may not overlap.
• If a personnel member fills more than one post at the same time, the secondary post(s) may be recorded as a Secondary Appointment Contract {PAOP-2} .
• Membership of Academic Societies {PBOP-3}.
• Membership of Professional Bodies {PBOP-4}.
• Publications {PBOP-5}.
• Pre-Institution Service Record {PBOP-6}.
• Dependants {PBOP-7}.
• Qualifications {PBOP-8}.
• Language Capabilities {PBOP-21}.
• Work Permit Detail {PBOP-23}.
• Physical Disabilities {PBOP-24}.
• Seminars / Conference Attendance {PBOP-26}.
• Union Leadership {PBOP-27}.

• Under normal conditions, a newly hired staff member may be placed on probation for a period. The system has functionality for the on-line handling of probation assessments. Refer to the Overview of the Probation Process {PAM-5} for more detail.
  
• A powerful validation program (Validate Service Records {PAOP-6}) exists. The Service Records {PBOP-2} structure must be clean to ensure accurate STATS reporting, salary and budget calculations.
• The system also provides for record keeping in respect of the Membership of pension, group insurance and medical aid funds. (refer to Person Pension Detail {PAOP-4} and Medical / Group Insurance {PAOP-5}).
• A comprehensive audit trail is kept of salary-related information - this may be printed with the Salary Related Audit Trail {PAOPR2-25}. 
• A facility to enable quick re-assignment of Personnel Members to Supervisors (for example in the case where a supervisor resigns) exists as Maintain Personnel Seniors {PBOP-9}
• A screen to maintain details relating to academic dress and to indicate attendance at graduation ceremonies and other events exist in Academic Dress and Graduation Attendance {PBOP-28}.
• A powerful facility to define and enter Personnel Indicators against personnel; members exist. It may be used to record, and report on any additional information that may be indicated for personnel members. Refer to Personnel Indicators {PBOP-22}.
• Free text in the form of General Notes {PBOP-25} may be recorded against Personnel Members.
• Apart from recording Secondary Appointments filled by Personnel Members, Secondary Appointment Contracts {PAOP-2} may also be used to control and monitor expenditure in respect of personnel appointed on a "Pay by Claim" Basis. Refer to Overview of Claims against Secondary Appointment Contracts {FPRI-27}.
• A facility to allow users to update the Office (or other venue) used by Personnel Members is available as Maintain Work Locations {PAOP-21}.

• Appointment date.
• Resignation date.
• Post.
• Rank.
• Appointment type.
• Leave package.
• STATS category.
• Grade.
• Service record indicator.
• Nature of Person.
• UIF Status.
• UIF Reason for non contributing.

• Extensive reporting on all items is available in the following menus
• Personnel Biographical Operational Reports - PBOPR1
• Personnel Appointments Reports (i) - PAOPR1
• Personnel Appointments Reports (ii) - PAOPR2
• Personnel Appointments Reports (iii) - PAOPR3
• Personnel Statistical Data Reports (i) - PSOPR1
• Personnel Statistical Data Reports (ii) - PSOPR1
• Of particular interest may be
• Staff Leaving Service and the Reasons for Leaving {PAOPR1-6}
• Appointments and Resignations {PAOPR2-8}
• Equity Statistics {PAOPR3-4} that may be of assistance when completing Equity Reports

• Reporting on Posts is available in menu PSOPR2, the following may be of particular interest
• Organogram of Posts {PACSR2-3}
• Vacant Active {PACSR2-5}
• Posts with Multiple Incumbents {PACSR2-8}
• Post Profile {PACSR2-9}