Routing for Overtime Work Agreements and Overtime Salary Claims

The ITS Routing System {GMAIN-4} facilitates notification and approval of Overtime Work Agreements and Salary Claims against Overtime Work Agreements {P00003-7}.

Two Routing Request Types {GROU-1} are required.

A Routing Request Type for the Approval of Overtime Work Applications

To be indicated against System Operational Definition {FPRM-9} "OP - Overtime Work Agreement Routing Type" for Subsystem "PR".

A Routing Request Type for the Approval of Salary Claims against the Overtime Work Agreements

To be indicated against System Operational Definition {FPRM-9} "OQ - Overtime Claim Routing Type" for Subsystem "PR".

The following Routing Outcomes {GROU-1} are also required.

Outcome Code to indicate (Final) Approval of Application for Overtime Work Agreement

To be indicated against System Operational Definition {FPRM-9} "OA - Overtime Work Agreement Approval Outcome" for Subsystem "PR".

Outcome Code to indicate Rejection of Application for Overtime Work Agreement

To be indicated against System Operational Definition {FPRM-9} "OB - Overtime Work Agreement Reject Outcome" for Subsystem "PR".

Outcome Code to indicate (Final) Approval of Salary Claim against Overtime Work Agreement

To be indicated against System Operational Definition {FPRM-9} "OC - Overtime Claim Approval Outcome" for Subsystem "PR".

Outcome Code to indicate Rejection of Salary Claim against Overtime Work Agreement

To be indicated against System Operational Definition {FPRM-9} "OD - Overtime Claim Reject Outcome" for Subsystem "PR".

Outcome Code to notify the Payroll Section to process payment

To be indicated against System Operational Definition {FPRM-9} "OG - Overtime Claim Outcome, notify PR to process payment" for Subsystem "PR".

The system is installed with default Routing Request Types "POTA" and "POTC" and default Outcome Codes "APR", "REJO", "CAPR" and "REJC", which may be maintained to on-site requirements.

Note

The Outcome Code to indicate (Final) Approval of Application for Overtime Work Agreement as well as the Outcome Code to indicate Rejection of Application for Overtime Work Agreement must lead to a Routing Sequence (Step) with database procedure "PERSON.WP03PKG.APPROVE_REJECT_OVERTIME_APPL" in the "DB Procedure" - field. This procedure will use the Outcome Code to convert the Application to an Overtime Work Agreement or to indicate that the Application has been rejected.
The Outcome Code to indicate (Final) Approval of Application of the Claim as well as the Outcome Code to indicate Rejection of the Claim must lead to a Routing Sequence (Step) with database procedure "PERSON.WP05PKG.APPROVE_REJECT_OVERTIME_APPL" in the "DB Procedure" - field. This procedure will use the Outcome Code to create an Individual Earning {FPRI-2} or to indicate that the Claim has been rejected.

The System may also be configured to write additional information from the Organizational Contacts {GCS-10} to the Routing Email Instructions for Sequence 0 of the Routing Request. This may be used by the Routing System to route the application to different personnel members for approval.

Note that the any additional information in the Routing Email Instructions for sequence 0 may only be added after line 999.

The Organizational Contacts {GCS-10} allows the user to indicate different Communication Levels (e.g. Departments or Faculties) and different Types (e.g. Department Heads, Department Head Secretaries), and to link a Personnel Number as a Contact Person for each Level and Type.
In this way, a list of Department Heads, or a list of their Secretaries may be maintained.

The instruction to write the additional information should be entered in a line of its own the Routing Email Instructions of the Default Request Information {GROU-1} for the relevant Routing Entry Type, after line 999, as follows
OE,Dxxx,nn or
ON,Dxxx,nn or
OU,Dxxx,nn or

OE,Fxxx,nn or
ON,Fxxx,nn or
OU,Fxxx,nn or

where
- The first two characters are always O.
- The third character indicates whether a Personnel number (N), Email Address (E) or ITS User Code (U), as in User Access Definitions {USERS-5}, will be written to the line.
- The fourth character is always a comma (,).
- The fifth character indicates the Communication Level, as in Organizational Contacts {GCS-10}, that will be used.
  Note that only values (F)aculty and (D)epartment are allowed.
- The next set of characters (xxx) before the second comma indicates the Communication Level Type in Organizational Contacts {GCS-10} that will be used.
- The set of characters after the second comma (nn) indicates the personnel number that will be used. If this is entered as zero (0), the System will use the personnel number of the person who applied for leave.
- The last character should always be a .
  
  The System will then insert the following information in the line for sequence 0 of the Routing Request:
  - The Personnel Number, Email Address or ITS User Code (depending on the third character):
  - of the person indicated as the contact person for the:
  - Primary Department or Faculty (depending on the fifth character):
  - of the person indicated with the characters after the second comma:
  - for the Organizational Contact Type indicated by the set of characters before the second comma.

History of Changes

Date	System Version	By Whom	Job	Description
07 July 2014	v01.0.0.1	Allie de Nysschen	t190160	Overtime management system .
17 August 2022	v04.1.0.0	Lucia Sithole	f256501	Correct spelling of FPRM-9
22-Oct-2024	v04.1.0.1	Frans Pelser	t269522	SOD OG