ITS Integrator User Group 2015 Session 44: Enhancements to the Integrator 3 HR/Payroll Systems

Other Sessions in the HR/Payroll Track dealing with relatively new functionality Session 40 : Structured Salary Packages / Calculation Method “I – Custom Formula” – The UKZN Experience (Clive Naidu / Hira Ramkisson) Session 41 : Structured Salary Packages / Calculation Method “I – Custom Formula” (Cheryl) Session 46 and 47 : iEnabler Appointments and iEnabler Claims – The NMMU Experience (Greg Saunders)

Overview of Enhancements This session Smaller Enhancements Travel, from Proposal through Procurement to Feedback Overtime Work Agreements and Claims Process automation regarding probation E-Recruitment Personal Information Survey / Statutory Information (Session 42) Self-Service Skills Development (Session 45)

Smaller Integrator 3 Enhancements Personnel System Copy (Timesheet) Data from Timetable {PSOP-2} to not delete data for Personnel that was not scheduled Personnel iEnabler Document Storage added to Salary Claims Cancellation of Leave (in addition to Cancellation of Leave Application)

The Travel Process Develop proposal to attend conference, visit partner institution or do other off-campus field work Submit report Approval in principal Workflow / Routing of the Report Plan expenses Travel Itinerary S&T Request Expense Items (Flight Tickets, Accommodation, etc.) Financial Approval and Procurement

Travel Request: Proposal

Travel Request: Itinerary

Travel Request: Expense Items

Travel Request: Report Back

The Overtime Work Agreements and Claims Process Overtime Work to be Done Agree on What is to be done When (incl. duration) Check Funding Work is done Claim for Overtime Work Done Claim Approval Employee is paid

Overtime Work Agreements - Software Entered by Employee or Supervisor (Personnel iEnabler) Availability of Funding automatically verified against General Ledger Account and other Overtime activity. Cost Centre of the Post in the Service Record Account as set-up in the Definition of the Earning that is used Approved through the Routing System (Personnel iEnabler) Different Overtime Work Types with different Rates may be defined Weekdays – 1.5 times Salary Sundays and Public Holidays, Office Hours – 2 times Salary Sundays and Public Holidays, After Hours – 2.5 times Salary

Overtime Work Agreements – Set-Up

Overtime Agreement Form

Overtime Agreement Approval

Overtime Claims Overtime Claims Payment Entered by Employee or Supervisor (Personnel iEnabler) Claim automatically verified against Overtime Work Agreement – Claims cannot exceed the agreed values. Approved through the Routing System (Personnel iEnabler) Payment Once Claim is Approved, an Individual Earning is automatically created Calculation Method “E - Overtime Hours” is used. Claim will be in the first Payroll Cycle in which Payment has not taken place.

Overtime Claim Entry

Overtime Work Agreements and Claims: Reports Overtime Reports List of Overtime Work Agreements List of Overtime Claims

The Probation Process New Staff Member is Appointed Fixed time period (e.g. 3 months) Supervisor submits evaluation / probation report with recommendation Appointment made Permanent or other action

Probation Automated Email Notification when Probation Report(s) is (are) due System Administrator can set the Time Period Probation Report(s) submitted on-line by responsible person in iEnabler Routing of the Report(s) for further action / approval Prompts (Questions) for the Probation Report can be set-up in the Back-Office by HR.

Probation: Set-up, Can differ per Appointment Type

Probation – Response by Employee

Probation – Response by Supervisor

E-Recruitment: The Process Post become available Notify Human Resources Prepare Job Requirements and Application Questions The development contains software to improve / automate the highlighted items The following slides handles each item Advertise Post Receive Applications Review Applications, Shortlist, Send Interview Invites Interviews Make Offer Appoint

E-Recruitment: Job Requirements and Application Questions This is the text or prompts that appear on the on-line application form for the vacancy. On the online application form, it prompts applicant to enter information, i.e. Qualifications Obtained Previous Work Experience Including Employers, Positions at the Employers, the Duties / Key Performance Areas and the technical skills used. Scores and Weights to rate Applications for the Post Will be maintained in the back-office by HR. staff Link questions from a centralised bank of questions Copy function to re-use information from other vacancy Application Form will obviously also require biographical information to identify and communicate with the applicant – the prompts will be automatically generated by the system.

E-Recruitment: Receive Applications Applicants enter and submit applications through self-service (web) interface, similar to the iEnabler. (No login required) Applicant identified by Applicant Number Automatically assigned Data stored in special new tables, created for the purpose Landing page Log in to review previous applications (Applicant Number / PIN) or List of Available Vacancies Submit / Maintain Application once a Vacancy is selected Returning applicants need not re-enter Biographical Details Prevent Duplicates (Email Address, Title, Initials and Surname) Email with Applicant Number and PIN to acknowledge receipt of Application

E-Recruitment: Review Applications and Shortlist Batch Program Total Score for each Application Each question will have a weight Each possible response to a question will have a score Prompt for a “Minimum Score Required” Update each Application with a Status (For Update Mode) Shortlisted Not successful Weights and Scores may be refined (e.g. after a first run) Functionality to query individual applications to update Status Separate Batch Program to send Email based on Status Letter of Regret or Letter to indicate “Shortlisted”

E-Recruitment: Appoint successful candidate Data capturing reduced by using information from the application. Biographical Information Contact Details Address Details Physical Disabilities Qualifications Work Permit Details Work Experience (Previous Employment) Language Proficiency Publications Academic Society Membership Professional Body Membership Note – depending on the set-up, some of the items above may not be part of the application.

E-Recruitment – Example Screens

E-Recruitment

E-Recruitment

E-Recruitment

Disclaimer The information, comments and material presented in this presentation are provided for information purposes only. The presentation is not addressing all possible technical or business aspects and does not claim to be complete or exhaustive. Adapt IT reserves the right to change its business or product development plans as circumstances dictate. This document may not be reproduced or distributed without the written permission of Adapt IT (Pty) Ltd.

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