HR Web Service Staging Area {PWEBM-11}

This application is used to display and maintain information that has been imported via the Web Service to Load Personnel Data into the "Staging Area".

It also contains functionality to validate and upload the data from the "Staging Area" into the ITS Personnel Appointments System.

Validate and Upload functionality may be executed in Trial or Update mode. Trial mode will only validate data while update mode validate and upload (if no validation errors are found).

Data will be validated against the standard rules applied in the ITS Personnel Appointments System.

For more detail about specific rules applied by this program, refer to the Processing Rules below.

Fields in this option:

Tab 1 Block 1: Biographical Detail - For fields with no descriptions below refer to Personnel Biographical {PBOP-1} and Fixed Salary Detail {FPRI-1} for more information

Field	Type & Length	Description
Personnel Number	N9
Surname	A30
External Personnel Number	N9	External personnel number
Sequence Number	N5	This number is automatically assigned by the system
Title	A5
Initials	A6
First Name	A40
Birth Date	DD-MON-YYYY
Gender	A1
Preferred Language	A2
Marital Status	A1
Maiden Name	A20
Unit Number	A5	Indicates unit number of the address of the employer.
Complex	A25	Indicates the complex address of the employer.
Street Number	A5	Indicates the street number of the address of the employer.
Street/Name of Farm	A25	This is a mandatory field. Indicates the street/name of farm of the address of the employer.
Suburb/District	A34	Indicates the suburb/district of the address of the employer.
City/Town	A23	Indicates the city/town of the address of the employer
Postal Code	A4	This is a mandatory field The Postal Code can be entered here. Postal Codes, as define under {GCS2-2}. The <LIST> function will display all valid codes. When using the <LIST> function, the description of the code, which was entered as the postal code, will be displayed on the last line of the address. If the <LIST> function was not used, no description will be entered on the last line of the address, it may not be updated in this option.
E-mail	A60
Postal Address line 1	A30
Postal Address line 2	A30
Postal Address line 3	A30
Postal Address line 4	A30
Postal code	A8
Residential Address line 1	A30
Residential Address line 2	A30
Residential Address line 3	A30
Residential Address line 4	A30
Postal Code	A8
Work Telephone number	A20
Home Telephone number	A20
ID Number	N13
Passport Number	A15
Office required	A1
Campus	N2
Ethnic Group	N2
Citizenship	N5
Direct Senior	N9
Appointment Date	DD-MON-YYYY
Resignation Date	DD-MON-YYYY
Contract Number	A15
Calc Number	N1
Bonus Month	N2
Bonus Tax	A1
Pay Point	A4
Pay Type	A1
Paydate Number	A2
Account Type	A1
Bank Account	A24
Branch Code	N6
Account Holder Name	A50
Account Holder Relationship	A1
Receiver of Revenue	A4
Income Tax Number	A20
Notch	N10
User	A10	This is a display only field. Any user can cancel any record that has not been copied to ITS. If a user changes the cancel field to 'Y' and commits the record, this field will default user who is logged on. The user may not allocate a personnel number to a record if the personnel number has been linked as a duplicate number {PBOP-22}.
Date Created	DD-MON-YYYY	This field indicates the date on which the record was created in the ITS staging area by the WEB Service.
Last Changed Date	DD-MON-YYYY	This field indicates the last date that the record was changed.
Copied Y/N	A1	This field will indicate whether the record has been copied to the ITS system or not.
Date Copied	DD-MON-YYYY	This field will indicate the date on which the record was copied to the ITS system.
Cancelled?	A1	Indicates whether a record has been cancelled or not. Only records that have not been copied to ITS may be cancelled.
Remarks	A60	Supply any additional information.

Example:

Tab 2 Block 1: Secondary Contract Detail - For fields with no descriptions below refer to Secondary Appointment Contracts {PAOP-2} for more information

Processing Rules for this Block (delete if not applicable).

Field	Type & Length	Description
Personnel Number	N9
External Personnel Number	N9	External personnel number
Sequence Number Number	N5
Secondary Post	A4
Promotion Date	DD-MON-YYYY
Expire Date	DD-MON-YYYY
Earning Code	A4
User	A10	This is a display only field. Any user can cancel any record that has not been copied to ITS. If a user changes the cancel field to 'Y' and commits the record, this field will default user who is logged on. The user may not allocate a personnel number to a record if the personnel number has been linked as a duplicate number {PBOP-22}
Contract Number	A15
Contract Rate	N10, 2
Max. Quantity	N8, 2
Cancelled?	A1	Indicates whether a record has been cancelled or not. Only records that have not been copied to ITS may be cancelled.
Monthly Claim	N10, 2
Max. Amount Allocated	N12, 2
Hours	N5
Remarks	A60	Any remarks concerning the above transaction.
Notes	A160
Campus Code	N2
Building	N4
Floor	N2
Room	A7
Telephone Number	A15
Date Created	DD-MON-YYYY	This field indicates the date on which the record was created in the ITS staging area by the WEB Service.
Last Changed Date	DD-MON-YYYY	This field indicates the last date that the record was changed.
Copied Y/N	A1	This field will indicate whether the record has been copied to the ITS system or not.
Date Copied	DD-MON-YYYY	This field will indicate the date on which the record was copied to the ITS system.
Fax Number	A15

Tab 2 Block 2: Fund Detail - For fields with no descriptions below refer to Medical Aid/Group Insurance {PAOP-5} for more information

Processing Rules for this Block (delete if not applicable).

Field	Type & Length	Description
External Personnel No	N9	External personnel number
Personnel Number	N9
Fund Code	A4
MSA Fund Level	N7.2
Member Number	A15
Join Date	DD-MON-YYYY
End Date	DD-MON-YYYY
Date Created	DD-MON-YYYY	This field indicates the date on which the record was created in the ITS staging area by the WEB Service.
Copied Y/N	A1	This field will indicate whether the record has been copied to the ITS system or not.
Date Copied	DD-MON-YYYY	This field will indicate whether the record was copied to the ITS system.
Sequence Number	N5	Refer to Sequence Number in Block 1
Remarks	A60	Supply any additional information.
User	A10	This is a display only field. Any user can cancel any record that has not been copied to ITS. If a user changes the cancel field to 'Y' and commits the record, this field will default user who is logged on. The user may not allocate a personnel number to a record if the personnel number has been linked as a duplicate number {PBOP-22}
Cancelled?	A1	Indicates whether a record has been cancelled or not. Only records that have not been copied to ITS may be cancelled.

Tab 2 Block 3: Service Records - For fields with no descriptions below refer to Service Records {PBOP-2} for more information

Processing Rules for this Block (delete if not applicable).

Field	Type & Length	Description
External Personnel Number	N9	External personnel number
Personnel Number	N9
Start Date	DD-MON-YYYY
End Date	DD-MON-YYYY
Sequence Number	N5	Refer to Sequence Number in Block 1
Post	A4
Rank	N5
Appointment Type	N2
Leave Package	A2
STATS Category	N2
S/R Ind	A2
Building	N4
Floor	N4
Room	A7
Nature of Person	A1
Fixed Tax Rate	A1
UIF Status	A2
UIF Non-Contribution Reason	A2
Date Created	DD-MON-YYYY	This field indicates the date on which the record was created in the ITS staging area by the WEB Service.
Last Changed Date	DD-MON-YYYY	This field indicates the last date that the record was changed.
Copied Y/N	A1	This field will indicate whether the record has been copied to the ITS system or not.
Date Copied	DD-MON-YYYY	This field will indicate whether the record was copied to the ITS system.
Sequence	N11
Remarks	A60	Supply any additional information.
User	A10	This is a display only field. Any user can cancel any record that has not been copied to ITS. If a user changes the cancel field to 'Y' and commits the record, this field will default user who is logged on. The user may not allocate a personnel number to a record if the personnel number has been linked as a duplicate number {PBOP-22}
Cancelled?	A1	Indicates whether a record has been cancelled or not. Only records that have not been copied to ITS may be cancelled.

Example:

Tab 3 Block 1: Qualification Detail - For fields with no descriptions below refer to Qualifications {PBOP-8} for more information

Processing Rules for this Block (delete if not applicable)

Field	Type & Length	Description
External Personnel Number	N9	External personnel number.
Personnel Number	N9
Qualification Code	A6
Date Attained	DD-MON-YYYY
Institution	N4
Field of Study	N4
Level	N3
Highest Qualfication	A6
Copied Y/N	A1	This field will indicate whether the record has been copied to the ITS system or not.
Date Copied	DD-MON-YYYY	This field will indicate whether the record has been copied to the ITS system or not.
Sequence	N5
User	A10	This is a display only field. Any user can cancel any record that has not been copied to ITS. If a user changes the cancel field to 'Y' and commits the record, this field will default user who is logged on. The user may not allocate a personnel number to a record if the personnel number has been linked as a duplicate number {PBOP-22}
Remarks	A60	Supply any additional information.
Cancelled?	A1	Indicates whether a record has been cancelled or not. Only records that have not been copied to ITS may be cancelled.
Specialization	A60
Date Created	DD-MON-YYYY	This field indicates the date on which the record was created in the ITS staging area by the WEB Service.

Example:

Tab 4 Block 1: Verify and Upload

Processing Rules for this Block (delete if not applicable).

Field	Type & Length	Description
Request Scope	A1	Valid values are: All Detail, Biographical Detail, Service Record Detail, Secondary Contract Detail, Qualification Detail and Funds Detail
Request Set	A1	Valid Values are: All Values, Individual External Personnel Number, Specific ITS Number
Value	A30	Use the list of values to select the value.
Run the Upload in	A1	Valid values are: Trial Mode, Update Mode. Trial mode only validates data. Update mode validates data and if no errors exists the records will be created on the ITS system, the record on the temporary table will be flagged with a copied date to ensure that a record is not copied twice.
Run the Verification and Upload Process	Button	Click on the button to run the verification and upload process.
Status	A8	This field will indicate the status of the record.
Message	A100	This field will indicate the message with regard to the status of the record.
Warning	A100	The field is used to display the warning message

Example:

Processing Rules
3	If any errors occurs during the validation the record will not be copied to the ITS system, but an error will be reported. The record(s) with the error may be queried and updated through this option. A bulk option (that will process all records) is available as Validate and Upload Web Service Appointments {PWEBM-12}
4	Each field will be validated with the same validations as is done with the ITS Personnel System.
6	For existing personnel members, no appointments will be allowed if a Service Record in the Personnel System already exists where the existing Service Record has no end date or the end date of the existing Service Record is after the start date of the Service Record to be loaded.
7	A Secondary Appointment Contract {PAOP-2} will automatically be created for every Service Record {PBOP-2} where the Appointment Type {PACS-1} is indicated as (S)alaried. For Service Records where the Appointment Type is indicated as (C)laims, data for a Secondary Appointment Contract must be included with the upload.
8	Personnel Numbers and Personnel Biographical Records will be handled as follows: If the field 'Personnel Number' of a Biographical Record in the "Staging Area" does not have a value, and an existing Personnel Biographical Record {PBOP-1} has The same Surname and ID- or Passport Number as the record in the "Staging Area" No ID-number, but the same Initials, Surname and Birth Date The biographical record in the "Staging Area" will not be uploaded, although other records in the staging area for the same External Personnel Number may be uploaded. Otherwise, a new Personnel Number will be generated according to the standard rules for Automatic Personnel Number Generation - refer to Personnel Biographical { PBOP-1} for information on the rules. If the field 'Personnel Number' has a value and an existing Personnel Biographical Record {PBOP-1} has the same Personnel Number, Surname and ID Number, Passport Number or Birth date as the record in the "Staging Area", the Biographical Record in the "Staging Area" will not be uploaded, although other records in the staging area for the same External Personnel Number may be uploaded. Otherwise the value will be used as new Personnel Number for the record(s) to be uploaded.
9	Service Records, Notch Records and Secondary Appointments will be handled as follows: Notch Records will always be created when Service Records are created and cannot be created separately. Secondary Appointments will always be created when Service Records are created, but may also be created separately Service Records {PBOP-2} to be created by this functionality must have an end date
10	All records in the "Staging Area" that was uploaded will be flagged as such and it is not possible to update such records.
11	Records where Cancelled is equal to (Y)es will be ignored
12	The program ignores personnel numbers that has been marked as duplicate numbers {PBOB-22} when checking for duplicate personnel

History of Changes

Date	System Version	By Whom	Job	Description
29-Sep-2009	v01.0.0.0	Precious Diale	t160620	New Development
29-Sep-2009	v01.0.0.0	Allie	t160620	New development.
16-Oct-2009	v01.0.0.0	Charlene van der Schyff	t160620	Fix manual naming conventions.
07-Dec-2010	v01.0.1.0	Precious Diale	t168359/t171098	Update manual: Change images and add processing rules. Add Unit Number, Complex, Street Number, Name of Farm, Suburb, City, and Postal Code Fields in Block 1 table and the new screen for Block 1 table.
23-FeB-2011	v01.0.1.0	Precious Diale	t173888	Change images and re-order fields and tables