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

2. 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)

3. 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)

4. 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)

5. 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

6. Travel Request: Proposal

7. Travel Request: Itinerary

8. Travel Request: Expense Items

9. Travel Request: Report Back

10. 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

11. 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

12. Overtime Work Agreements – Set-Up

13. Overtime Agreement Form

14. Overtime Agreement Approval

15. 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.

16. Overtime Claim Entry

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

18. 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

19. Probation
Automated 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.

20. Probation: Set-up, Can differ per Appointment Type

21. Probation – Response by Employee

22. Probation – Response by Supervisor

23. 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

24. 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.

25. 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 ( Address, Title, Initials and Surname)
with Applicant Number and PIN to acknowledge receipt of Application

26. 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 based on Status
Letter of Regret or Letter to indicate “Shortlisted”

27. 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.

28. E-Recruitment – Example Screens

29. E-Recruitment

30. E-Recruitment

31. E-Recruitment

33. 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.

34. Thank you.