1. ITS Web Appointments Interface between HR and Payroll NMMU Perspective
ITS UG 2013
Greg Saunders
NMMU ICT Services

2. Introduction Short Term Appintments NMMU 5 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

3. 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

4. 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 and ITS Testing in Feb 2013
NMMU local software budget check & double approval

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

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

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

8. End User View 1 Initiator

9. End User View 2 Approver

10. End User View 3 Applicant

11. 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

12. Process Considerations for HR and Payroll 2
NMMU plans to pilot with a big group because users are accustomed to fill out on line forms for appointment
Once appointment has been approved by the staff member – report will be sent to HR/payroll in order for validation to happen

13. 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