Web Appointments NMMU Perspective ITS UG 2015 Session 46 and 47 Greg Saunders NMMU ICT Services

Introduction Short Term Appintments NMMU 7 Year Process at the NMMU Infopath system written with Mircosoft Sharepoint Technology Live January 2010 Wrote to an ITS Interface tables Uploaded from interface table into ITS Fully Live June/July 2012 Processed a total of 6000 short term contracts in 2012 SharePoint Server issues – Decision to change to ITS web Appointments August 2012 2013 5023 Contracts 2014 9600 contracts 2015 3866

Broad overview of System System Allows Staff in departments to Capture the Details of an Appointment for a specific period System Validates Access Post and Budget Initiator Selects from a list of Approvers 2 Approvers Approve Applicant /Staff member Approves Written to the Back office in HR and Payroll

Process Followed At NMMU Reviewed System as developed for UKZN Number of changes Agreed with ITS Electronic Sign Off By Applicant No paper flow to HR Default as much information as possible form ITS Cater for Legal Persons – System asks questions according to the SARS practice notes Calc Methods Added User Defined Rate * Quantity User Defined Monthly Rates SARS Address info Only NMMU local software budget check & double approval

Initial Setup is important esp PACS2. PACS2-3 below HR and Payroll Initial Setup 1 Initial Setup is important esp PACS2. PACS2-3 below

Initial Setup is important esp PACS2-7 HR and Payroll Initial Setup 2 Initial Setup is important esp PACS2-7

HR and Payroll Initial Setup 3 Other Considerations Default Settings Initiators are not HR Staff Appoint types System operates using Secondary claim Screens Posts Budgets Access

End User View 1 Initiator

End User View 2 Approver

End User View 3 Applicant

Imported Contract

Process Considerations for HR and Payroll 1 Important to Pilot Sort out HR Payroll Process Issues How to Audit and Check Important that HR now run and check the audit trails Good relations with payroll as payroll will now be picking up more issues Training for staff – ongoing Support function in HR for staff with issues (Not an ICT function:  ) Good understanding in HR of the Routing system Must have buy in from Departmental staff and HOD’s

Process Considerations for HR and Payroll 2 Once appointment has been approved by the staff member – report will be sent to HR/payroll in order for validation to happen

Other Considerations for HR /Payroll 1 UIF when staff are appointed in multiple posts Tax Considerations Tables vs Fixed Rate Planned changes to legislation and short term appointments Cost of Automation

Changes being Discussed with Adapt IT LRA Changes applicable for contracts > 3 months Rate per hour to rank table to include monetary value in lieu of benefits Field added to PACS2-3 to Indicate if LRA rules to be applied Rate per hour If LRA rules applicable and appoint > 3 months reason to be supplied from drop down Total Hours compulsory Total amount of contract / total hours of contract > minimums of the rank Suggest field to be added to PACS2-3 to indicate to use rank of post or rank linked to Person Type Additional Reporting to identify recurring contracts

NMMU Issues 1 Acceptance only by email Local software to auto resend contracts not accepted PIN in email Local software to allow manual resend of contract to different email by HR Bank details in email Limited reporting Local software to extract contracts to Excel for HR Contacts can be accepted by employee at any time –moving target for payroll. Currently local software to move contract to next pay cycle Request to change W cycle to do this automatically HR audits after the fact 10% delete and redo Recommend HR Review before employee acceptance

NMMU Issues 2 Initiators not HR staff Good training and relationship List of FAQ being developed Approver changes if in error only by ICT as must be done in GROU-2 Does this option need an Audit Trail ? Budget Management – NMMU budget Local Software users needed better report Can view Salary budget with Personnel Web used this to web appoint budget per post. Allocated, committed actuals Reload every evening

NMMU Issues Budget 1

NMMU Issues Budget 2

NMMU Issues Budget 3

NMMU Issues Budget 4

Next Steps Electronic Claims 1 Used by which clients Not used by NMMU currently Operation of the H cycle Can or Should staff initiators be able to capture claims on behalf of staff How do you handle staff off campus Contacts approval that times out what happens How are approvers which have resigned with open contracts handled Audit Trail Evidence

Next Steps Electronic Claims

Next Steps Electronic Claims 2

Next Steps Electronic Claims 3

Next Steps Electronic Claims 4

Questions 