Web Appointments NMMU Perspective ITS UG 2015 Session 46 and 47 Greg Saunders NMMU ICT Services
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 • Share. Point Server issues – Decision to change to ITS web Appointments August 2012 • 2013 5023 Contracts 2014 9600 contracts 2015 3866
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
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
HR and Payroll Initial Setup 1 • Initial Setup is important esp PACS 2 -3 below
HR and Payroll Initial Setup 2 • Initial Setup is important esp PACS 2 -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
End User View 1 Initiator
End User View 2 Approver
End User View 3 Applicant
Imported Contract
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
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
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
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 PACS 2 -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 PACS 2 -3 to indicate to use rank of post or rank linked to Person Type • Additional Reporting to identify recurring contracts
NMMU Issues 1 • Acceptance only by email • Local software to auto resend contracts not accepted • PIN in email • Local software to allow manual resend of contract to different email by HR • Bank details in email • 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
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
NMMU Issues Budget 1
NMMU Issues Budget 2
NMMU Issues Budget 3
NMMU Issues Budget 4
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
Next Steps Electronic Claims
Next Steps Electronic Claims 2
Next Steps Electronic Claims 3
Next Steps Electronic Claims 4
Questions
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