1. Presenter: Frans Pelser Date: 11 March 2014
Session 44: HR and Payroll Systems – Feedback on 2013 Proposals and Recap of Integrator 3 Enhancements
Presenter: Frans Pelser
Date: 11 March 2014

2. Proposals from the 2013 User Group
Response
Personnel Qualifications {PACS-26}
Make Stats Row mandatory in and show the Description of the Stats Row
Done - T189754
Employees to be Paid {FPRIR1-26}
Fields for Faculty Code and -Name, GLA and Pay Point to the report on
Done - T190493
Create a link between a Personnel record and a Student Record so that staff studying - or who studied - at the University can be identified easily.
(Also discussed in Student System Session)
Done –
Grants Paid to Personnel or on behalf of Studies {PSDOP-19}
A field to link a Student Number to a Personnel record exists there.

3. Proposals from the 2013 User Group
Response
Automatic notification before expiry of contract (for fixed term contract staff), with workflow to start the process to renew (or not renew) the contract
Priority - Medium Term, directly after Int 4 (Specifically part of the Roadmap)
Contributions to Funds {FPRNR2-1}
Add Name of Staff member and Cost Centre to the report
Priority - Medium to Long Term
New iEnabler page for staff to view Staff Loan Balances
Functionality to prevent a Leave Application where the End of the Leave Cycle is between the Leave Start- and End Dates.
In this case 2 leave applications must be entered
Priority - Long Term

4. Integrator 2 and 3 Enhancements
Small Enhancements
Medium Sized (E.g. Single New Programs)
New Processes Handled by the HR/Payroll and iEnabler Systems

5. Small Enhancements – Personnel System
Posts
Cost Centre now validated directly after it is entered
Service Records
New Validation Control {GOPS-22}
"P2 - Service Record Indicator Mandatory“
Will only apply to new records

6. Small Enhancements - Payroll
SITE Adjustments {FPRN-25}
New Prompt "Exclude Personnel with no Differences (Y)es / (N)o"
UIF File {FPRN-28}
Start Date of the relevant Service Record will now appear next to the Personnel Number in the validation report
Salary Calculations
Date of Birth, Bonus Month, Resignation and Appointment Type added to the Personal Detail that prints on the Full Calc Report

7. Small Enhancements – Payroll (Continued)
Keeping Track of Fixed Amount to be Deducted from Salaries over a period
New Fields Added to Individual Earnings / Deductions {FPRI-2}
Loan Repayment Period
Loan Principal
Loan Balance (Calculated, Display Only)
Based on Loan Repayment Period, Loan Balance and Salary Transactions
Note: Other factors (e.g. interest) is not handled

8. Small Enhancements – Payroll (Continued)
Facilities to upload / download files
To be used instead of ftp

9. Small Enhancements – Personnel iEnabler
iEnabler Option Name Changes
"Supervisor History" was renamed to "History of Employees"
"Supervisor Leave Calendar" was renamed to "Calendar of Employees"
"Supervisor Leave Balances" was renamed to "Balances of Employees"

10. New Personnel iComms General / Increases iComms {PACOR1-8}
to replace the General / Increase Documents {PACOR1-1}
Note: General / Increase Documents {PACOR1-1} are still there, but will be phased out
Selection Criteria is the same as PACOR-1, except for the extra iComms Specific Criteria that was added.
It will also populate and use the log file in the same way the old PACOR-1 did.

11. New Reporting Program
Combined Biographical-, Service Record-, Leave-, Salary- and Salary Budget Information
Example Output
Selection Parameters
Start / End Date
10 Appointment Codes to Include (or ALL) / Exclude
10 Rank Codes to Include (or ALL) / Exclude
Management Report Code – For Payroll Information
Salary Budget Parameter Set and Budget Year
10 Leave Types to Include
Data Selected
Personnel in-service between the Start and End Date

12. New Reporting Program Salary Information
Will be summary for Cycles between Start- and End Dates
A column for each E/D Group in the Management Report Selected, the figure will be the sum for all E/D’s in the Group
Column Heading is the Description of the E/D Group
Salary Budget
A column for each STATS Row
Column Heading is the Description of the STATS Row
Leave
A column for each Leave Type – Heading is the Leave Type Description
Note – Columns in the file may vary depending on Selection Parameters

13. Bank Detail History and Authorization
New application from where bank details can be maintained and authorized {FPRI-14}.
All history of bank details for all person types will be stored and maintained in one table.
System Operational Definition ‘DE’ for subsystem ‘CT’ Authorize Bank Details Y/N.
Indicate on individual users {USERS-5} who may Authorize
New record created without a start and end date, status of Hold.
Status change from Hold to Authorize will
Update end date of previous record start date of current record
Update the bank detail of the person on the applicable biographical screen.

14. Bank Detail History and Authorization

15. More Flexibility with Salary Calculations
Calculation Methods "D - Unpaid Days" and "E - Overtime Hours" modified to use a Salary Level Total instead of Notch depending on Set-Up
If a Reference Salary Level is entered, it will be multiplied by 12 to get a Yearly Salary to be used instead of the Salary Notch
If a Reference Salary Level is not entered, the Salary Notch will be used
New Calculation Method “I – Custom Formula”

16. New Calculation Method “I – Custom Formula”
$LT3 * 1.5
Total at Salary Level 3 times 1.5
($LT3 * 1.5) - $L7,ED0160
(Total at Salary Level 3 times 1.5) minus the value of Earning/Deduction 0160 at Salary Level 7
GREATEST($LT3 * 1.5, $L4,ED4225,1000)
The greatest of
Value of Earning/Deduction 0160 at Level 7
1000
CASE
WHEN $L2,ED0015 > $L3,ED0050 THEN 100
WHEN $L2,ED0015 = $L3,ED0050 THEN 0
WHEN $L2,ED0015 < $L3,ED0050 THEN -100
END
If E/D 0015 at Salary Level 2 is more than E/D 0050 at Level 3 then 100
If E/D 0015 at Level 2 is equal to E/D 0050 at Level 3 then 0
If the E/D 0015 at Level 2 is less than E/D 0050 at Level 3 then -100

17. Splitting of Salaries between Posts
Program to generate GL Journals after Salaries Calculations {FPRN-9}
Program to generate Salary Budget entries {MSBOP-26}

18. Incident Management
The Disciplinary/Grievance System was generalized to become an Incident Management System, that can handle different types of incidents, for example
Industrial Relations (Disciplinary / Grievance Cases)
Occupational Health (Injuries on Duty)
Campus Traffic violations

19. Personnel Evaluation Process
Typical Steps followed
Personnel members complete evaluation forms online
Peer personnel members can evaluate a colleague
Supervisor to complete the final evaluation
Additional Functionality (Distributed preparation effort through the iEnabler)
Supervisors can view Posts reporting to their Post
Supervisors can view a List of Personnel reporting to them
Supervisors/Departmental Heads can assist to define/enter Key Performance Areas, Tasks and Skills/Competencies for both Posts and Individual Personnel Members

20. New Personnel Evaluation Process (Int 2)

21. Claims against Secondary Appointments
Personnel members appointed against Secondary Appointment Contracts {PAOP-2} (Existing Screen / Step)
Personnel Members submit claims through "Appointment Contract Claims (New)
to the Approver sent through the ITS Routing System
Approval/Rejection is handled through "Approve Contract Claims“ (New)
Personnel Members may track the approval process through Contract Claims Approval Progress (New)
For the claims administrator (Payroll Office), a list of claims that has not yet been approved or rejected is available at Unapproved Claims {FPRIC-5} (New)
Payroll Administrator “Generate Fixed Claims {FPRIC-2}” before the payroll run which includes the claims in the Payroll Calc (Existing Program / Step)

22. Claims against Secondary Appointments

23. Claims against Secondary Appointments

24. Claims against Secondary Appointments

25. Selling of Leave – Process
The Application- and Approval process to Sell Leave handled through the Personnel iEnabler or Leave (S)old - records entered by Back-Office Staff
The Monetary Value will automatically be calculated.
The Monetary Value may be updated by Back-Office Staff before further processing – Leave Records {PLOP-1}
Create Leave Selling Earnings {FPRI-12}
Rollback Leave Selling Earnings {FPRI-13}

26. Automated Salary Earnings for the Selling of Leave

27. New report to assist with the calculation of Leave Provision
Leave Provision Report {PLOPR1-10}
Determine Leave Provision at the end of a specific month.
Not only look at leave balances, also does pro-rated calculations based on
the leave entitlement if credit calculations not have been done
existing leave debits or credits that span the end of the reporting month.
Leave Provision Report
End Cycle :
Leave Type : NORMAL LEAVE
Last Credit Personnel Name Balance Provision Selling Severance
Calc Date Number B/F Value Value
31-OCT J.G. Patterson
31-JUL M Van Den Berg
Totals

28. Personnel Time Logging
To record time spent by personnel members per project and task and use it to
Generate Individual Payroll Earnings
Debtor Invoices
Set-Up
Define Timesheet Projects
Link Project to Debtor / Account Type
Link Employees and the Tasks they will perform
Each Employee / Task has a Charge-out amount (Invoices) and a Pay Rate (Payroll)
(Monthly) Process
Timesheet Entry through iEnabler or Back-Office
Generate Payroll Timesheet Earnings in Batch
Generate Timesheet Invoices in Batch

29. Personnel Time Logging

30. 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.

31. Thank you