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

2. 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
Contracts contracts

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 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. Imported Contract

12. 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

13. 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

14. 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

15. 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

16. NMMU Issues 1 Acceptance only by email
Local software to auto resend contracts not accepted
PIN in
Local software to allow manual resend of contract to different by HR
Bank details in
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

17. 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

18. NMMU Issues Budget 1

19. NMMU Issues Budget 2

20. NMMU Issues Budget 3

21. NMMU Issues Budget 4

22. 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

23. Next Steps Electronic Claims

24. Next Steps Electronic Claims 2

25. Next Steps Electronic Claims 3

26. Next Steps Electronic Claims 4

27. Questions 