Job Profile per Person {PPJO-3}

This option is used to Create and / or Maintain Job Profile / s per Person. A Job Profile is date effective, thus a person may have multiple Job Profiles, providing the dates for the Job Profile do not overlap.

When creating a Job Profile for an employee, there are three ways in which default data may be entered, using:

Template Number (if defined for a Template Number) - Job Profile Template {PPJO-1};
Post Code and Personnel Grade (if defined for Post Code and Personnel Grade), Job Profile per Post and Grade {PPJO-2} or
Post Definition {PPEO-1}

Job Profiles per Person may be used to determine the Annual Performance Agreement. The performance agreement may be used for Probationary Assessments or Evaluations.

a) Search Functionality

The default fields used to Search, are defined below. Additional or Advanced criteria may be added by clicking on the Advanced Button.

Field	Type & Length	Description
Start Employee Acceptance Process	BUTTON	This Button starts the iEnabler routing process for the acceptance of "Start Employee Acceptance Process" for the Job Profile per Person. No batch prompts are necessary as the record highlighted will be the record routed for "Acceptance". This functionality is also linked to Job Profiles Bulk Routing Execution {PPJR-3}. Job Profile (A4 with logo) will be displayed where the employee will be able to view it via the Personnel iEnabler. If a routing number already exists (visible at the bottom of the screen), the "Start Employee Acceptance Process Button" will be greyed out (disabled) and no changes may be made to the Job Profile contents. If rejected, the Routing Number will be cleared. Corrections can be made, and the Job Profile per Person contents. be sent for approval again.
Print Job Profile per Person Button	BUTTON	This functionality is currently not active. Job Profile per Person can be viewed on the Personnel iEnabler or through Jasper Reports.

Default Search Fields
Personnel Number	A9	Enter a valid Personnel Number use LOV to select the relevant employee (Personnel Service Record {PBOP-2}).
Post Code	A4	Enter valid Post Code to search or use LOV to select the relevant Post Code {PPEO-1}.
Personal Grade	A2	Enter valid Grade Code to search or use LOV to select the relevant Grade Code {PPJC-2}.
Post Classification (Combo Box)	COMBO BOX	One of the following Post Classifications may be selected: A - Academic B - Academic Support C - Administrative D - Service Worker M - Manual O - Officer
Active From (Date)	D11	(DD-MMM-YYYY) The date from which the Job Template may be used.
Active to (Date)	D11	(DD-MMM-YYYY) The last date on which the Job Template can be used, if entered.

Example:

b) Search Results Table

This table lists Job Profiles per Person, relevant to the Search criteria above (One or many records may display). The list may not be edited.

Example:

c) Maintain Job Profile per Person

Panel Box 1: Job Information

Field	Type & Length	Description
Active From (Date)	D11	(DD-MMM-YYYY). Insert date from which the Job Profile per Person is effective. May not be updated. (Mandatory).
Active To	D11	(DD-MMM-YYYY). Last date the Job Profile per Person is valid. Date may be updated, but if it overlaps another record a warning message will display, which prevents the record from being updated.
Template Number	A10	Select a valid Template Number, defined on Job Profile Template {PPJO-1} using the LOV. (Optional). The following fields populate when selected. All details defined for the Template will be populated into this Job Profile and include: Grade Code and Description Rank Code and description Post Classification Purpose Statement Once saved, the following for the Template Number used are populated: Position Summary ((KPA's and Key Activity Numbers Core Competencies ((Knowledge, Skills and Behaviour / Attributes Job Specifications (Qualification Requirements and Experience) All populated details may be edited by the user, providing the Job Profile has not been sent through for approval and no Routing Requested has been generated.
Personnel Number	A40	Enter a valid Personnel Number, defined in Personnel Service Record {PBOP-2}, or select using the LOV.
Post Code	A4	Enter Post Code {PPEO-1} or select using LOV (Mandatory). The following fields populate when selected (where a value exists): Grade Code and Description, Rank Code and Description, Division / Faculty Code and Description, Department Code and Description, Post Classification, and Purpose Statement
Personal Grade	A2	Enter a valid Personal Grade code, or select a Grade Code, using the LOV. The Grade Code may differ from the Grade of the Post. (Mandatory).
Rank Code	N5	Enter a valid Rank code or select a Rank Code using the LOV. The Rank Code may differ from the Rank of the Post (Optional).
Division / Faculty	DISPLAY	Defaults on selection of the Post and is not updateble.
Department	DISPLAY	Defaults on selection of the Post and is not updateble.
Post Classification	COMBO BOX	Defaults on selection of the Post or Template Number and may be updated. A - Academic B - Academic Support C - Administrative D - Service Worker M - Manual O - Officer
Purpose Statement	A2000	Free text description of a job may be entered.

Job Reports To:	DISPLAY	Displays only after Job Information has been displayed.
Direct Senior Post	A8	Enter Post Number or select using LOV. Rank Code will populate. (Mandatory)
Direct Senior	N9	Enter Direct Senior Personnel Number or select using LOV (Mandatory).

Duplicate Job Profile	BUTTON	This button provides functionality to duplicate an existing record. When selecting this option, a popup "Enter New Key Values for Job Profile Duplicate" displays which includes the following fields: New Active From Date - Mandatory New Active To Date New Post Code - Mandatory New Grade Code - Mandatory When new record displays the user may save it. If no longer required, the user may delete the record.

The only field that is updatable when the record has been saved is the Active To - date.

Example:

Panel Box 2: Subordinates

The default sort order is Subordinate Number - ascending.

Field	Type & Length	Description
Subordinate(s)	Y/N	This field indicates if the post has any subordinates' posts linked. Not updateable. Defaults to (N)o, if no subordinate / s are linked.
Display in Structure	Y/N	When this indicator is set to Yes, Subordinates will print on the Job Profile per Person (Mandatory).
Number of Subordinates	N4	Not updateable. Populates as per number of Subordinates Posts defined.

Subordinate Number	N4	Enter a unique Subordinate Number. (Mandatory).
Subordinates Post Code	A4	Enter a valid Post Code for the Subordinate or select the applicable Post Code using the LOV. (Mandatory).
Subordinate Post Code Description	DISPLAY	The Post Description will display on selection of the Subordinate Post Code.

Example:

Panel Box 3: Structure

When a new Job Profile per Post / Grade is created and saved, the Senior structure for this post is populated below and may be updated. The Default sort order is Level Number (Ascending) and Post Code (Ascending). This is updatable by the user.

Fields in this option:

Field	Type & Length	Description
Level	N3	Inserted by system but may be updated by the user. Maximum Levels 1, 2, & 3 will be determined by the system. The same Level Number may be used multiple times, providing the Post Code differs. (Mandatory).
Post Code	A4	The Post Code may be created, updated or deleted by the user. (Mandatory). .
Post Code Description	DISPLAY	Displays the Description of the Post Code selected above.

Additional Notes: The structure is used in the printed Job Profile per Person. See examples 2 and 3 below.

Example 1:

Example 2: Print Job Profile per Post and Grade (via iEnabler).

Example 3: Use of Job Profile per Post and Grade in organogram/Structure when View Job Profile link is selected.

Panel Box 4: Position Summary

For each KPA Number, Key Activity Number {PPJC-4} for Codes defined, either predefined Codes or free text may be used. If a Template has been entered in the Job Definitions Panel Box, the details of the Template will be populated. Functionality exists to Create, Delete and Update records providing the Job Profile has not been sent for approval - the Routing Request Number is null. The default sort order is per KPA Number (Ascending) / Key Activity (Ascending).

Field	Type & Length	Description
KPA Number	N4	KPA Number. (Mandatory). This number is used to determine the ordering when displaying or printing.
KPA Code	A4	Enter a valid KPA Code or select a KPA Code using the LOV {PPJC-3}. This field is optional, but either KPA Code or KPA Details must be entered.
KPA Description	DISPLAY	Field populates when KPA Code is selected.
KPA Details	A256	Free text field to capture details about the KPA. Optional, but either KPA Code or KPA Details must be entered.
Key Activity Number	N4	Key Activity number populates on selection Key Activity Code but may be overwritten.
Key Activity Code	A4	Enter a valid Key Activity Code or use the LOV to select the Key Activity Code, defined in Key Activity Indicators / Task Codes linked to KPa's {PPJC-4}. Optional, but either KPA Code or KPA Details must be entered. Multiple Key Activities may be entered for each KPA defined, the Number may not be duplicated.
Key Activity Code Description	DISPLAY	Displays description of Key Activity Code. Not updatable.
Key Activity Details	A256	Free format field to capture details about the Key Activity. Optional, but either Key Activity Code or Key Activity Details must be entered.
% Weighting (Time Taken)	N6.3	The % weighting for the Key Performance Area (KPA) may be entered here. (Optional).

Example:

Panel Box 5: Core Competencies

Core Competencies relevant to the Job Profile or stored in this panel box being:

B - Behaviour/Attribute
K - Knowledge
S - Skills

For each Core Competency Type there is a LOV for codes defined on {PPJC-1}. Either predefined codes can be used or free text details. If a Template Number has been entered in the Job Information panel box, the details of the Template will be populated. Functionality exists to Create, Delete and Update Records providing the Job Profile has not been sent for Approval and the Routing Request Number is null.

The default (ascending) will be applied on the Number field within each of the competencies.

Panel Box Grouping: Knowledge

Field	Type & Length	Description
Knowledge Number	N4	The Knowledge Number must be unique for a Knowledge Competency. The number defaults when "Create" is selected. It increases when the next recorded is created. This number is used to determine the ordering when displaying or printing. (Mandatory).
Knowledge Code	A4	Select as applicable using LOV. Only type K - Knowledge will display. Defined in Competency Types {PPJC-1}. Optional, but either Knowledge Code or Knowledge Details (free text) must be entered.
Knowledge Code Description	DISPLAY	Displays the Description of the Knowledge Code entered.
Knowledge Details	A256	Free text field to describe Knowledge Competency. Optional, but either Knowledge Code or Knowledge Details must be entered.

Panel Box Grouping: Skills

Field	Type & Length	Description
Skill Number	N4	Skill number must be unique for Skills Competency. The number defaults when "Create" is selected. It increases when the next record is created. This number is used to determine the ordering when displaying or printing. (Mandatory).
Skill Code	A4	Select as applicable using LOV. Only type S - Skills will display. Defined in Competency Details {PPJC-1}. Optional, but either Skill Code or Skill Details must be entered.
Skill Code Description	DISPLAY	Displays the Description of the Skill Code entered.
Skill Details	A256	Free text field to describe the Skill Competency. Optional, but either Skill Code or Skill Details must be entered.

Example:

Panel Box Grouping: Behaviour / Attribute

Field	Type & Length	Description
Behaviour / Attribute Number	N4	Behaviour / Attribute number must be unique for this Competency. The number defaults when "Create" is selected. It increases when the next record is created. The number is used to determine the ordering when displaying or printing. (Mandatory).
Behaviour / Attribute Code	A4	Select as applicable using LOV. Only type B - Behaviour / Attribute will display. Defined in Competency Types {PPJC-1}. Optional, but either Behaviour / Attribute Code or Behaviour / Attribute Details must be entered.
Behaviour / Attribute Code Description	DISPLAY	Displays the Description to the Behaviour / Attribute Code entered.
Behaviour / Attribute Details	A256	Free text field to Details of the Behaviour / Attribute Competency. Optional, but either Behaviour / Attribute Code or Behaviour / Attribute Details must be entered.

Example:

Panel Box 6: Job Specification

Panel Box Grouping: Qualification Requirements

The Job Specifications relevant to the Job Template are stored in this panel box, being, E- Experience and Q - Qualifications Requirement. For each Qualification Number {PPJC-1} there is LOV for codes defined. Either predefined codes can be used or free text details.If a Template Number has been entered in the Job Information panel box, the details of the Template will be populated.Functionality exits to Create, Delete and Update Records providing the Job Profile has not been sent for Approval and the Routing Request Number is null.

Field	Type & Length	Description
Qualification Number	N4	Qualification number must be unique for this Competency. The number defaults when "Create" is selected. It increases when the next record is created. This number is used to determine the ordering when displaying or printing. (Mandatory).
Qualification Code	A4	Select as applicable using LOV. Defined in Competency Types {PPJC-1} Q - Qualifications. Optional, but either Qualification Code or Qualification Details (free text) must be entered.
Qualification Code Description	DISPLAY	Displays the Description of the Qualification Code entered.
Qualification Details	A256	Free text to describe the details of the Qualification Competency. Optional, but either Qualification Code or Qualification Details must be entered.

Example:

Panel Box Grouping: Experience

Certain Experience is necessary for Job Profile per Post and Grade and may be recorded in this option. For each Experience Number {PPJC-1} there is a LOV for Codes defined. Either predefined codes can be used or free text. If a Template Number has been entered in the Job Information panel box, the details of the Template will be populated.Functionality exits to Create, Delete and Update Records providing the Job Profile has not been sent for Approval and the Routing Request Number is null.

Field	Type & Length	Description
Experience Number	N4	Experience number must be unique for this Competency. The number defaults when "Create" is selected. The numbering is used to determine the ordering when displaying or printing or displaying. (Mandatory).
Experience Code	A4	Select as applicable using LOV. Defined in Competency Details {PPJC-1}. Optional, but either Experience Code or Experience Details (free text) must be entered.
Experience Code Description	DISPLAY	Displays the Description of the Experience Code entered.
Experience Details	A256	Free Text descriptive details of the Experience Competency. Optional, but either Experience Code or Experience Details must be entered.

Example:

Panel Box 7: Approval Details

Once a Job Profile per Post and Grade has been sent for approval by either clicking on the "Start Approval Process" button, above or by running {PPJR-3} Job Profile Routing Execution, the Routing Request Number will be displayed. Once displayed no changes may be made to the Job Profile. Once final approval has been received, the final Approval Date will be displayed. If the Job Profile is Rejected (i.e. for corrections to be made)the Routing Request Number will be deleted.

Field	Type & Length	Description
Routing Details	DISPLAY	Not Updatable. Routing Number will be populated after the route has been activated by the user. This may be done by selecting the "Start Approval Process" button or by running Bulk Copy of Job Profiles {PPJR-4}.
Final Approval Date	D11	Not Updatable. Displays on the final completion date of the Job Profile per Post / Grade of the Approval.

Example:

Processing Rules	No special processing rules
	Non

History of Changes

Date	System Version	By Whom	Job	Description
15-Mar-2019	v04.1.0.0	Philip Patrick	t234288	New manual.
20-Mar-2019	v04.1.0.0	Elsabe Marggraf	t234288	Proofread.
03-May-2019	v04.1.0.0	Philip Patrick	t234288	Revised.