2.2 Operational Menu

2.2.1 Entry Point for Personnel {PBOP-10}/Personnel Biographical {PBOP-1}

The layout of the input screen was optimised for the appointment of new personnel by ensuring that all first appointment information can be captured in one place.  

The user can access all biographical menus to which they have access to in one menu option (perhaps a one-stop shop).  Menu options to which the user has access will display in the “EP Menu” below:

EP – Personnel Members {PBOP-10}

Personnel Biographical {PBOP-1}

An “Advanced” search facility has been inserted into this menu option and the facility to “Export to Excel”.

Below is the complete EP in summarised format.  Specific areas will be discussed, as applicable.

Personnel Members {PBOP-10} – Search and Results Panels

Once the “Search” is completed, results will display on the righthand side of the screen.

EP Form

Personnel Biographical (normally {PBOP-1}) – Search and Results Panels

When clicking “Personnel Biographical” in “EP Menu – Person”, the above displays.

In this panel box, the results of the “Search” display.  “Search Results” navigate to panel box 1, where records may be captured or maintained.

A Photo of the Personnel Member display on the “Personnel Biographical” menu.  It will also display when accessing Personnel Biographical menu through EP.

Panel Box 1 – Maintain Personnel – Appoint E-Recruitment Applicant – Not updatable, populates from eRecruitment.

Panel Box 2 – Maintain Personnel – Personal Detail – Updatable in {PBOP-1} or also via EP.

Panel Box 3 – Maintain Personnel – Appointment Detail – Except for Job Designation, other fields are updated in Personnel Service Record {PBOP-2} or also via EP.

Panel Box 4 – Service Period

Except “Continuous Start Date”, other detail is populated by the system.

Panel Box 5 – Continuous Service

Can only be updated in Personnel Service Record {PBOP-2} or also via EP.

Panel Box 6 – Service Record Detail

Can only be updated in Personnel Service Record {PBOP-2} or also via EP.

Panel Box 7 – Organisational Detail – Except “Supervisor”, can only be updated in Personnel Service Record {PBOP-2} or also via EP.

Panel Box 8 – Office Detail – Except “Office Required Y/N”, can only be updated in Personnel Service Record {PBOP-2} or also via EP.

Panel Box 9 – More Service Record Detail – Can only be updated in Personnel Service Record {PBOP-2} or also via EP.

Panel Box 10 – Probation“Probation Start Date” and “Probation Period” updatable, Probation End Date populates automatically.

Panel Box 11 – Passport and Nationality – Updatable.

Panel Box 12 – Tax Information – Except “Income Tax Number”, can only be updated in Personnel Service Record {PBOP-2} or also via EP.

Panel Box 13 – Tax Detail – Can only be updated in Personnel Service Record {PBOP-2} or also via EP.

Panel Box 14 – Biographical Data – Updatable.

Panel Box 15 – Other – Updatable.

Panel Box 16 – 18 SARS Address

  • SARS Business Address – Update in Personnel Addresses SARS Format {PBOP-12}.  Can also be defaulted in Institution Physical Address {GCS-12}, if institution does not capture individual Address.
  • SARS Home Address – Update in Personnel Addresses SARS Format {PBOP-12}.
  • SARS Postal Address – Update in Personnel Addresses SARS Format {PBOP-12}.

Panel Box 19 – Contact Details – Can only be updated in Personnel Contact and Address {PBOP-14}.

Panel Box 20 – Pension Details – Fields may only be entered when new Personnel are appointed.  Maintenance is done through Personnel Pension Detail {PAOP-4}

ITS Integrator 4.1 Payroll System is sensitive to the join and resignation dates.  Thus, a new employee may have a future join date and end date entered. This also applies to existing employees.  Therefore, personnel administration can be done as soon as the information becomes available.

Retirement Fund Tax harmonisation was introduced with effect from 01-Mar-2016 and is applicable to South African clients only. 

Fund Membership details, for each employee (i.e. where the Fund Code for Pension, Provident or Retirement Annuity Type Fund, are defined on Funds Detail {FPRG-3}. Funds are maintained on {PAOP-4} and /or {PAOP-5}.  This Retirement Fund Membership details, per employee, are displayed on this Menu Option.

The Retirement Fund Component, Fund Category, Fund Factor and Start Date of this information, for each record, must be entered on this Menu Option {PAOP-10}.  This information is used by Calculation Method ‘X’ in the salary calculation, providing the relevant Earning/Deduction {FPRG-6} have been defined and linked to Earning/Deduction Detail {FPRG-7} for each Retirement Fund Code on Retirement Fund ED Code Structure {FPRG-12}.  This Menu Option can also be accessed from Retirement Fund Member’s Structure {FPRI-15}.

Panel Box 21 – Provident Fund Details – Fields may only be entered when new Personnel are appointed.  Maintenance is done through Personnel Pension Detail {PAOP-4}.

Refer to Panel Box 20 for the rules.

Panel Box 23 – Medical Aid Fund Membership – Fields may only be entered when new Personnel are appointed.  Maintenance is done through Medical Aid / Group Insurance {PAOP-5}.

Panel Box 24 – Group Life Membership – Fields may only be entered when new Personnel are appointed.  Maintenance is done through Medical Aid / Group Insurance {PAOP-5}.

2.2.2 Personnel Service Record {PBOP-2}

Emails on Appointment and Resignation

  • Appointment Types {PACS-1}, new fields have been created to link:
  • Appointment Routing Type, and
  • Resignation Routing Type.
  • Personnel Service Record {PBOP-2 pg2}

New fields have been created, being:

    • Generate Routing Request Number (Y/N) – to generate emails this field should be set to “Y”;
    • Appointment Routing Request Number – On appointment, an email is generated, and the Appointment Routing Request Number is populated, and
    • Resignation Routing Request Number. On resignation, an email is generated, and the Resignation Routing Request Number is populated

On appointment, if Generate Appointment email is set to “Y”, emails will be generated.  Routing Request numbers will populate on page 2 of the service record.  The same applies to

  • Six New Routing Types created to provide flexibility.
  • System Operational Definitions (SOD’s) {GCS2-11}

Two new SOD’s created:

    • Used when Appointments and Resignations are captured in advance.
    • The email is generated and sent upon first capture.
    • The second email will be sent as per defined SOD, a few days prior to the appointment or resignation.
  • Example:

 

 

    • Step 1 – set SOD to one day
    • Step 2 – Link Appointment Type to Permanent Routing Type

 

    • Step 3 – Appoint new person in advance (NB date captured 1 May 2019)
    • Step 4 – Automated emails on Appointment / Resignation sent as per the number of days defined in the SOD, i.e. if a person is appointed on 1 March in Advance, and the SOD is set to 2, the email will be generated 2 days prior to the Start Date.  The same applies to Resignations.
    • Step 5 – 2nd email notification sent; as per Routing setup customised per client requirements.

Historical Appointment Type Functionality

This enables institutions to “reuse” discontinued appointment types, without losing the detail of the appointment type.  A new Code Structure has been created to maintain discontinued appointment types. See History Appointment {PACS-11}.

On Personnel Service Records {PBOP-2}, a field “History Appointment Type” has been added.  See below:

2.2.3 Pre-Institution Service Records {PBOP-6}

2.2.5 Qualifications {PBOP-8}

An “Advanced” search facility has been inserted into this menu option and the facility to “Export to Excel”.

2.2.6 Personnel Seniors {PBOP-9}

Allow all personnel to be linked as Seniors.  These would include those not yet defined on Personnel Biographical {PBOP-1}.

2.2.7 Personnel Contacts and Addresses {PBOP-14}

Maintain Contact

Contact Addresses

Contact Communication

2.2.8 Secondary Appointments {PAOP-2}

When compared to ITS Integrator 3.0. in ITS Integrator 4.1, Secondary Appointments are on one screen.

Search Secondary Appointments and List Secondary Appointments

On completion of the search, all records matching the search will appear in “List of Secondary Appointments” – Not updatable.  An “Advanced” search facility has been inserted into this menu option and the facility to “Export to Excel”.

Panel Box 1 – Maintain Secondary Appointments

Not updatable.  Persons primary is displayed

Panel Box 2 – Secondary Post

Only “End Date” and “Contract Number” are updatable on an existing Secondary Contract.

Panel Box 3 – Active Service Record

This is the active service record in Personnel Service {PBOP-2}.  It is not updatable and populates automatically on capturing a Secondary Appointment.

Panel Box 4 – Funding

May be updated when maintaining a record.

Panel Box 5 – Contract Values

A new field “Claims Type” has been added e.g. monthly, weekly or adhoc etc.

Panel Box 6 – Other Information

Panel Box 7 – Remarks

In the Search area, when the   button is selected, the following iEnabler Routing panel displays. 

This gives the user the status of items that have been routed.

iEnabler Claim Rejection Reason Code Structure {PACS2-13}

User defined iEnabler Claim Rejection Reason Codes. 

If SOD ‘CF’ is set to Y’es {FPRM-9} i.e. for a Claims to be submitted in a Date and Time Format.  If the Approver Rejects a Claim, a Rejection Reason Code as defined above is mandatory.

2.2.9 Personnel Pension / Provident Fund {PAOP-4}

An “Advanced” search facility has been inserted into this menu option and the facility to “Export to Excel”.

2.2.10 Medical Aid / Group Insurance {PAOP-5}

An “Advanced” search facility has been inserted into this menu option and the facility to “Export to Excel”.

2.2.11 Forms converted to ADF with NO field changes

Forms Converted to ADF
{PBOP-3} Membership of Academic Societies {PBOP-25} General Notes
{PBOP-4} Membership of Professional Bodies {PBOP-26} Seminars / Conference Attendance
{PBOP-5} Publications {PBOP-27} Union Leadership
{PBOP-6} Pre-Institution Service Records {PBOP-28} Academic Dress and Graduation Attendance
{PBOP-7} Dependents {PAOP-4} Membership Pension / Provident Funds
{PBOP-13} Personnel Banking Details {PAOP-5} Medical / Group Insurance Detail
{PBOP-21} Language Capabilities {PAOP-6} Validate Pre-Institution Records
{PBOP-22} Personnel Indicators {PAMT-6} STATS Rank Levels
{PBOP-23} Work Permit Detail {GOPS-22} Validation Control
{PBOP-24} Physical Disabilities

2.2.12 Report converted to ADF with NO field changes

Reports Converted to ADF
{PAOPR1-28} Long Service Awards {PBOPR1-32} Validate Duplicate ID, Passport, Income Tax and Bank

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