Post Establishment {PPEO-1}


This screen is used to maintain Posts and indicate how they fit into the Organizational Structure of the institution.


Refer to the Overview of the Post Establishment Structure {PMAIN-11} for information on the role of Posts within the ITS Integrator System.


Posts may not be deleted if used in any Service Record {PBOP-2} or Secondary Appointment {PAOP-2}.
Changes made to information in this panel box, which may influence Payroll, are written away to an audit trail, and may be listed via the Salary Related Audit Trail {PAOPR2-25} or in Payroll menu {FPRNR1-27}.

Fields in this option:

Panel Box 1:  Maintain Post

Field Type
&
Length		 Description
Post Code A4  A unique code to identify the post {PACS-4}.
Post Description A40 A name (description) for the post.

When a new Service Record is created, the Job Title field will be populated with the Post Description.
Rank N5 Rank {PACS-2} at which the post was authorised.  The description is displayed.
Occupation Classification N3.3 The Occupation Classification Codes of the Post. Refer to the definition of Occupation Classification Codes {PACS1-1}

The value in this field is used by the following reports:
  • Department of Labour - Equity {PAOPR3-2}.
  • Survey of Average Monthly Earning {PAOPR3-3}.
  • Equity Statistics {PAOPR3-4}.
  • CSS Reports: Individual Details {PSOPR1-22}.
  • Personnel Statistics {PSOPR1-24}.
  • List of Possible Course Participants {PSDOPR-14}.
  • List of Quick Course Participant Bookings {PSDOPR-17}.
  • Employment Equity Targets {PSDMTR-1}.
Grade N2 Peromnes, Paterson (or similar) grade assigned to post.  Optional.
This is the actual grade applicable to the post.

The Grade Codes are defined in {PPJC-2}.  The Grade description is displayed. 
Allowed Appointments into Post: From Grade, To Grade N2, N2 Peromnes, Paterson (or similar) grade(s) allowed into post.  From Grade is Mandatory.
The programs that are used to record the appointment of personnel will issue warnings if the grade assigned is outside the Grade From/Grade To values of the post.

The Grade Codes are defined in {PPJC-2}.  The Grade descriptions are displayed. 
Max Appointments
 N3
 The maximum number of Personnel Members that may fill this Post (or the maximum number of Service Records {PBOP-2}) at any given point in time.
  • It is in the Personnel Biographical {PBOP-1}
Web Appointments A1 N - No
Y - Yes
E - Yes (External Appointment)
The Web Appointments System will only use Posts where the value in this field is (Y)es or (E)xternal Appointment..
Personnel in Post N5 The number of active Service Records {PBOP-2} for the Post (i.e. the number of employees currently in the post) will display here.
Allow Online Applications
 A1
 This field will indicate whether a Post maybe advertised online, which will allow for Online Applications. Refer to eRecruitment {PMAIN-13}
Cost Centre and Account A4+A8 The General Ledger Allocation (GLA) {FCSO-6} from which the Post will be funded. The description of the GLA is displayed
Campus Code N2 Supply the Campus code for this post from the list of values.  The list of values is maintained in Campus Codes {SPCS-1}.

For new Posts, the value will default to the value indicated in System Operational Definition {GCS2-11} parameter "CM - Default Campus for Posts" for Subsystem "HR"

This field is used:
  • As a default Campus when Personnel Members are appointed through the Personnel Biographical {PBOP-1}
  • To indicate the campus on vacant posts by the Budget Analysis Report {MSBOPR-28}.
  • To populate the Campus field in the Service Records created by the Web Appointments {P00003-4}
Post Type A4 A valid Post Type {PPECS-1} must be entered; the description is displayed. 

  • The Pensionable Age, entered on the Post Type will be used to calculate a default Pension Date in Pension Detail {PAOP-4} of Personnel Members appointed to the Post.
  • A batch program to Update Pension Dates {PPEO-11}, in existing Pension Detail records exists.
The field is also used as a User Selection Parameter by the following reports:
The screen Maintain Posts Advertised {PROP-1} displays the Post Type.

The program to Include/Exclude Posts/Personnel {MSBOP-22} in a salary budget has functionality to specify post types to include.
Post Classification A1 Supply the classification for this post from the <LIST> of values, which are:
  • A - Academic
  • B - Academic Support
  • C - Administrative
  • D - Service Worker
  • M - Manual
  • O - Officer
This field is also used in Job Profile Templates {PPJO-1}, Job Profile per Post and Grade {PPJO-2}, Job Profile per Person {PPJO-3}, as well as Job Advert Design {PERC-2}. 
Post Evaluated A1 N - No
Y - Yes
Indicate whether this post has been Evaluated.
This is used by eRecruitment. If SOD 'RZ' (iEnabler Advert Post Evaluated) {GCS2-11} is set to 'Y' then this field must be set to Yes in order for the post to be advertised on eRecruitment.
Date Evaluated D11 The date that this post was last evaluated.
Remchannel Survey Code N20 This is a free text field, where the user can capture the Remchannel Survey Code.

New Service Records {PBOP-2} created after this Code has been created for the Post:
  • The Service Record Remchannel Survey Code will be populated with the Post Remchannel Survey Code

Existing Service Records {PBOP-2}
  • The Service Record Remchannel Survey Code will be populated with the Post Remchannel Survey Code, where the field is null on the Service Record and the Service Record is active (i.e. End Date is null or greater than sysdate).
Post Benchmarked A1 (Y)es, (N)o or null
Date Benchmarked
 D11 The date the post was Bench marked.
Post Graded A1 (Y)es, (N)o or null
Date Graded D11 The date the post was graded.


Example:





Panel Box 2:  Status and Dates
Field Type
&
Length		 Description
Post Status A1 The following values are allowed:
  • (A)ctive.
  • (D)iscontinued.
  • (I)nactive.
  • (P)roposed.
  • Only (A)ctive Posts may be used when
    • Staff is appointed or when secondary appointments are created.
    • Salary Claims {FPRIC-1} or  Bundle Claims {FPRIM-1} are maintained.
    • Personnel / Activity Information {SDSERP-1} in the Student Distance Education System are maintained.
    • Organizational Contacts {GCS-10} are maintained.
  • The Post Status is used extensively by the Salary Budgeting System {HRM-3}. Refer to the on-line documentation of the system for details.
  • The report on Not-Active Posts {PACSR2-6} will only include (I)nactive, (D)iscontinued and (P)roposed Posts and will print the Post Status.
  • The inclusion of (D)iscontinued and (P)roposed Posts in the report Posts per Department {PAOPR2-24} is parameter driven.
  • The Posts with Expiry Dates {PACSR2-1} prints the Post Status.
  • The Survey of Average Monthly Earnings {PAOPR3-3} only includes (A)ctive Posts when vacancies are counted.
  • The Post Grades per Rank {PACSR2-7} only selects (A)ctive Posts.
  • The Vacant Active Posts {PACSR2-5} will list (A)ctive Posts with no Service Records {PBOP-2} or Secondary Appointments {PAOP-2} where the Start Date is before the system date and the End Date is after the System Date or with no End Date.
Initiation Date  DD-MON-YYYY Date on which a post became effective.
  • Calculation of Budget Values {MSBOP-2} in the Salary Budgeting System will only include values for a vacant post from the cycle of the Initiation Date.
  • The Initiation Date appears on the following reports and screens in the Personnel and Salary Budgeting System
Forecast End Date DD-MON-YYYY Supply the proposed termination date for this post.

This field only appears in this screen.
Expiry Date DD-MON-YYYY Date on which a post is discontinued.
  • Calculation of Budget Values {MSBOP-2} in the Salary Budgeting System will only include values for a proposed post up to the cycle of the Expiry Date and will print a warning when a Service Record {PBOP-2} without an End Date or with End Date after the Post Expiry Date is encountered.
  • A report to list Posts with Expiry Dates {PACSR2-5} is available.
Date Frozen DD-MON-YYYY The date on which this post was frozen for advertising purposes.

This field is used by the following programs
  • CSS Reports: Per Classification Group {PSOPR1-21}  (Used in the calculation of number of vacant posts)
  • Post Turnover per Department {MISTAB-2} (Used in the calculation of number of posts)
Date Unfrozen DD-MON-YYYY The date on which a previously frozen post was unfrozen for advertising purposes

This field is used by the following programs
  • CSS Reports: per Classification Group {PSOPR1-21}  (Used in the calculation of number of vacant posts)
  • Post Turnover per Department {MISTAB-2} (Used in the calculation of number of posts)

Example:

PPEO-1-2


Panel Box 3:  Other Information
Field Type
&
Length		 Description
Council Reference A10 A reference number of the council decision, that approved the post may be entered here.
Occupation Level N2 The Occupational Level associated with the Rank {PACS-2} will display.
Appointment Type
 N2
 The default Appointment Type to be used when Personnel Members are appointed to the Post.
  • This field is used by the Personnel Biographical {PBOP-1} and in the Personnel Service Record {PBOP-2}.
Salary FTE N9.99 The value in this field is used as default for the "Salary FTE" when a new Service Record {PBOP-2} for the Post is created.
Alternate Post Description A40 A field to supply an alternate post name and which may be used by the standard personnel correspondence programs, for personnel whose language choice is (A)lternate.

Example:

PPEO-1-3


Panel Box 4: Senior, Pay Point and Office
Field Type
&
Length		 Description
Senior Post A4 Each post is linked to its immediate senior post within the institution.  This information may be used to print an Organogram of Posts {PACSR2-3}.  The description of the senior post will be displayed.  If the senior post does not exist, the user will be alerted to the fact.  This field must be left blank in the case of the top post (e.g. Vice-Chancellor), which does not have a senior.
Pay Point
 A4
 The Pay Point {FPRC-3} to be used by the Web Appointments {P00003-4} when a Personnel Member is appointed to the Post.
Building
 N4
 The Building, Floor and Room Number of the default office when the a Personnel Member is appointed through the Personnel Biographical {PBOP-1}.
Floor
 N4
Room
 A7


Example:

PPEO-1-4



Panel Box 5: Requirements
Field Type
&
Length		 Description
NQF Level N1 The level of the required Qualification as on a National Qualifications Framework. The List of Values are maintained in {PACS-29}.
Min. Qualification A4 The list is maintained in Minimum Qualifications {PPECS-2}.
Special Designation Indicator
A code and description is created on menu option {PPECS-3} to define special designations on post i.e. Shadow Appointment, Accelerated Career Path, etc.  This indicator is used in the Personnel Skills Development System by the following programs:
EE Group  A4 A grouping to flag Posts used for special Employment Equity purposes.
The list is maintained in Employment Equity Groups {PPECS-4}. 
Years to Competency N2 Supply the minimum number of years to reach competency for post requirements.

Example:

PPEO-1-5



Box 6:  Descriptive Information

Field Type
&
Length		 Description
Remarks A2000 Free text remarks may be entered here.
Job/Competencies A2000 Free text job competency requirements for the post may be entered here.
Experience/Competencies A600 Free text experience competencies may be entered here.


Example:

PPEO-1-6

  


Tab 2:  Post Allocation to Departments

Any post may be shared by more than one department.  It is very important that a post be linked to at least one department, and that a Primary Department exists.  If this is not done, reports based on selection by department will not reflect any information of this post or any personnel linked to it.


Changes to data in this block are written away to an audit trail and may be listed with the Salary Related Audit Trail {PAOPR2-25}. 


Field Type
&
Length		 Description
Post Code A4 The Post Code. 
Department Code N4 Code of the Department {GCS-4} to which this post is allocated.  The name of department will be displayed.
Percentage Allocation N3 If a post is allocated to one department only, this percentage is 100%. If a post is shared by more than one department, these percentages must total to 100%.
Primary Dept A1 Is entered here to indicate which is the primary department of the post.The primary department will be displayed on the biographical detail screen.  The following rules apply to this field:
  1. The department, which is indicated as primary, should be the same department to which the GLA specified in Panel Box 1 is linked in option {FCSO-1} in the Financial System.  The system will warn the user if this is not the case.  Should such a warning be disregarded, this will lead to inconsistent reporting by the Salary Budgeting Module.
  2. A post may be linked to only one primary department.  To link a Post to a different primary department, update the Department Code of the record with (Y)es indicated in the "Primary Dept" - field.
The reports in the personnel system use the primary department of the post.
The information entered in this structure can be validated with Validate Posts {PPEO-10}

NB:When a Department Code is changed a warning message will display as a reminder to change the service records for the personnel in the post.

 
Example:

PPEO-1-7



Processing
Rules		  
  No special processing rules.


See Also:

History of Changes

Date System Version By Whom Job Description
02-Apr-2015 v04.0.0.0 Frans Pelser t194977
 New manual
22-Nov-2017
 v04.0.0.1
 Frans Pelser
 t225436
 Add field Allow On-line Application
11-Mar-2019 v04.1.0.0 Philip Patrick t234288 Explanation added for updated fields and updated examples for panel boxes.
14-Mar-2019 v04.1.0.0 Elsabe Marggraf t234288 Proofread.
11-OCT-2019 v04.1.0.0 Kerrylee Naidoo t238193 Add Post Evaluated Fields
17-Nov-2020 v04.1.0.1 Kerrylee Naidoo t246629 Incorrect manual booked out
23-Dec-2020 v04.1.0.2 Kerrylee Naidoo t243463 New Development for Remchannel Survey Code. New Screen prints.
16 Apr-2022 v04.1.0.3 Allie deNysschen t254658 eRecruitment enhancements
26-Jan-2023 v04.1.0.4 Elsabe Marggraf f259182 Correction w.r.t. warning message that displays to update Service records manually for personnel in that post