Knowledge Base

1. Personnel Management

The ITS Integrator Personnel System was designed to cater for the particular needs of
tertiary institutions. It is highly integrated with the ITS Integrator Payroll System and is linked to all
other relevant ITS Integrator systems. The management of personnel can be done via back-office
system processes or when applicable, via the self-service for personnel. The Personnel System
manages the life-cycle of the personnel member at the institution with regards to:

• Recruitment
• Appointments
• Leave Management
• Performance Evaluation
• Skills Development
• Disciplinary / Grievance Management
• CV Compilation

A comprehensive application subsystem allows for the handling of advertisements and advertising
costs as well as the capturing of applications, the setting up of short lists for interviews, selection
committee schedules and the production of letters from the system in respect of referees, etc. All
information is retained and when an appointment is made this information is automatically
available.

The Post Structure is a central aspect of the Personnel System. Personnel may be appointed only to
active posts, and a number of classifications and other details are maintained in respect of each
post. This allows for budgeting in respect of posts, and for personnel planning at the level of posts
rather than at the level of incumbents. In addition, job description information in the form of key
performance areas, tasks or duties and the required skills or competencies may be recorded for each
post. Extensive detail may be kept in respect of personnel. This includes personal details and detail
in respect of qualifications, publications, membership of societies and professional bodies,
dependants, previous posts held, service record, disciplinary actions and similar aspects.

The Leave Subsystem allows the creation of any number of leave packages for different personnel
categories. The system can calculate leave credits according to a number of formulas, and maintains
detailed leave records. The many reports, which form part of the system, are aimed at the needs of
the personnel department, management and personnel committees.

Since the timetable is already available in the Student System, the amount of work required to
process the annual timesheets is much reduced. Timesheets, which indicate all those subjects in
which a person is involved, are produced by the system, and personnel are merely required to enter
the applicable percentages.

A personnel skills development subsystem is available that will assist to enhance personnel
performance and improve effectiveness and efficiency through the development of personnel. The
subsystem has facilities to prepare and record plans for personnel development, record personnel
development activities and report on the plans and the activities. An on-line evaluation subsystem
that facilitates a three hundred and sixty degree performance evaluation of personnel is available.

The system provides for the management of Disciplinary cases as well as Grievances lodged with the
institution. A Committee structure supports the management of Disciplinary / Grievance meetings
and appeal meetings with a facility to record the outcome of these meetings.

Establishment Management

The Post Establishment Structure is a central aspect of the Personnel System and it consists mainly
of the available posts (or positions). For each Post, the associated Cost Centre and Department, as well as the Post of the Supervisor is indicated to enable reporting within the context of the Organisational Structure.

Posts can be indicated as “Proposed”, “Active”, “Discontinued” or “Frozen”.
It carries an indication of the associated rank and various classifications and other details (For
instance OFO-Codes used for Equity Reporting). In addition, job description information in the form
of key performance areas, tasks or duties and the required skills or competencies may be defined
and recorded for each post. Personnel are appointed to “Active” posts.

Among the information that can is being reported as a result of recording the Post Establishment
Structure is:

• An Organogram of Posts
• A list of all the Vacant Posts that is active
• Posts (and Personnel) per Department
• A Salary Budget per Department, showing the Budgeted amount for each Post

Recruitment

These comprehensive recruitment subsystems allows for the management of the recruitment
process from handling of advertisements and advertising costs as well as the capturing of
applications, the setting up of short lists for interviews, selection committee schedules and the
production of letters from the system in respect of referees, etc. All information is retained and
when an appointment is made this information is automatically available on the database.

Recruitment can be managed via the self-service e-recruitment system. This allows the institution to
publish selected posts on a web page. Applicants can access them via the web and complete the
applications on-line. Shortlists can be auto generated according the institution defined scores and
communication can be sent to applicants according to their status. Applicants gets a unique
number and institution can track the applicant’s record at the institution.

Personnel Administration

Appointment, Promotion and Resignation of Personnel members are recorded as Service Records.
The service record contains the post filled by the personnel member, the date when the member
filled the post, and in the case where a person left the post, an end date. It contains other
information, for instance information relating to personnel member’s conditions of service while
being in the post.

While a member of personnel can only fill one post an any given time, a facility to record additional
secondary appointment contracts is available for those cases where, for instance a personnel
member is permanently employed in a post, but acts on a part time basis in another post.

Should a person be promoted to a new post, the existing service record will get an end date and a
new service record for the person will be created with the new post. In this way, full records of the
service of employees are kept in the system, even after resignation or retirement.

Extensive detail may be kept in respect of personnel. This includes personal details and details in
respect of qualifications, publications, membership of societies and professional bodies, dependants,
previous employment and similar aspects.
Among the information reported is:

• Equity Reports, to assist with reporting to the Department of Labour
• Statistical Reporting to the Department of Higher and Further Education
• Reports on Personnel Turnover, including:
  • Reasons for Leaving the Institution and the Destination on Leaving
  • Vacancies created per Department due to turnover
  • Vacancies filled per Department.
• Various reports to show the size and profile of the workforce
• Lists of personnel members according various categories.

Maintenance of personal details by personnel members themselves, using the self-service module

The Personnel i Enabler allows personnel of the institution to view and update their biographical and
personal information as allowed by the institution as well as a module to request information in
categories as defined by the institution.

The ITS Integrator Personnel i Enabler system offers view and/or update functionality in the following areas:

• Personal Biographical
• Address Detail
• Communication Detail (For instance telephone numbers and email addresses)
• Pension Fund Membership (View Only)
•  Membership of Funds (For example Medical Aid – View only)
•  Service Records (View only)
• Academic Society Membership
• Professional Body Membership
•  Publications in Accredited Journals
•  Previous Employment (At other employers)
•  Dependants (For example Medical Aid Dependents)
•  Qualifications
•  Language Capabilities
•  Work Permit Detail
• Physical Disabilities
•  Seminars/Conferences Attended
•  Union Leadership
•  A view only facility for Address and Communication Detail
•  The office occupied by the person.

Appointments via the self-service

The self-service Appointments functionality is part of the Personnel i Enabler and may be used to
distribute the workload and responsibility for the appointment of temporary and fixed term contract
personnel to departments outside the Human Resources section minimal involvement from the
Human Resources section.